1 CONSTITUTION AND FUNCTIONS OF BOARDS OF ...

Acharya Nagarjuna University Ordinances - 2017

1

ORDINANCE - 1

CONSTITUTION AND FUNCTIONS OF BOARDS OF STUDIES

I. GENERAL

1. There shall be a separate Board of Studies for each Department of Teaching/Research

Centre as provided in Section 27 of the Act.

2. The Boards of Studies shall be considered as Authorities of the University as specified in

Section 17 of the Act.

3. Each P.G. Board of Studies shall function for a period of two years and shall continue to

function until it is reconstituted. Each U.G. Board of Studies shall function for a period

of 3 years and shall continue to function until it is reconstituted.

4. The Vice-Chancellor shall be the competent authority to constitute/reconstitute the

Boards of Studies.

II CONSTITUTION OF THE BOARDS OF STUDIES:

1. P.G. Board of Studies:

Each PG Board of Studies shall consist of the following members:

a) The Chairperson of the Board of Studies who shall be appointed by the Vice-Chancellor

from among the teachers of the teaching department concerned on rotation basis for a

period of two years.

b) All other teachers of the Department concerned.

c) Two experts of the subject concerned from outside the University to be appointed by the

Vice-Chancellor.

d) Honorary/Emeritus Professors appointed in the department.

e) One teacher from the P.G. department concerned of any affiliated college to be appointed

by the Vice-Chancellor on rotation for a period of 2 years.

f) One Eminent person in the related field from the Industry/Service

Organization/Profession/Vocation concerned.

In exercise of the powers conferred by Sections 17, 27 and 53 (i) of A.P. Universities Act, 1991

(Act 4 of 1991), the Executive Council hereby makes this Ordinance in respect of the Boards of

Studies.


2

g) The Chairperson of the Board of Studies (UG) in the subject concerned shall be the Ex-

officio member.

h) There shall be representation from the students on the Board of Studies as per Section 27

of the Act. The Vice-Chancellor may nominate two students ordinarily on the basis of

merit for each Board of Studies of whom one should be a girl.

2. U.G. Board of Studies:

Each U.G. Board of Studies shall consist of the following members:

a) The Chairperson of the Board of Studies, to be appointed by the Vice-Chancellor for a

period of three years, from among the senior members of the Board of Studies.

b) Besides the Chairperson, there shall be not less than nine senior teachers representing the

affiliated colleges in the University area.

c) The outgoing Chairperson, if in service, shall also be a member of the Board of Studies.

d) The Chairperson of the Board of Studies (PG) in the subject concerned shall be the Ex-

officio member.

e) The Vice-Chancellor may nominate one or two expert/s related to the field from the

Industry/Service organization/Profession concerned.

f) There shall be representation from the students on the Board of Studies as per Section 27

of the Act. The Vice-Chancellor may nominate two students ordinarily on the basis of

merit for each Board of Studies of whom one should be a girl.

3. Combined Board of Studies in UG/PG:

a) The Vice-Chancellor is empowered to constitute Combined Board of Studies both for UG

and PG in professional courses like Law, Education, Physical Education, Pharmacy,

Engineering, etc.

b) In case of combined Board of Studies there shall be representation of teachers from both

PG and UG courses.

c) The combined Board of Studies shall be constituted by the Vice-Chancellor as per the

following composition:

i. The Chairperson

ii. The Head(s) of the Departments


3

iii. Two Principals of Affiliated Colleges where such courses are offered at P.G. and

U.G. level.

iv. Three experts from outside the University representing Academia, Industry and

National Research Institutions.

v. Two Professors from the University Departments

vi. Two Teachers from the University and Two teachers from the affiliated colleges.

d) In case of subjects like Engineering, separate Board of Studies may be constituted for

each branch/subject as may be decided by the Vice-Chancellor.

III FUNCTIONS OF THE BOARDS OF STUDIES

The following shall be the functions of the Boards of Studies:

a) To frame and revise as frequently as necessary the syllabus of the subject concerned shall

be the main function of the Board of Studies.

b) To recommend to the Academic Senate the rules, regulations and minimum

qualifications required for admission into subject/course concerned.

c) To prepare/revise panels of paper setters and examiners for valuation, practical and

viva-voce and panels of adjudicators for Thesis / Dissertation / Project Work of UG/PG

courses and Ph.D. and M.Phil.

d) To prepare model question papers for the subject concerned as and when there is a

revision of syllabus.

e) To consider and offer its opinion on any matter referred to it by the Academic Senate,

Executive Council, the Vice-Chancellor, or the Dean of the Faculty concerned.

f) To recommend to the Academic Senate in regard to Text books, courses of study and the

scheme of study and examinations in the subject concerned.

g) To prepare a panel of experts to be on the Selection Committees of Teachers, which will

be submitted to the Executive Council for approval as provided in Section 43 (1)(ii) of

the Act.

h) To organize the research programs offered in the Department concerned.

i) To frame the syallabi and model question papers for the entrance Tests for admission into

PG courses of study conducted by the University.

j) Where there is no UG Board of Studies functioning for any reason, the P.G. Board of

Studies will discharge the functions of the UG Board of Studies also.


4

k) To recommend to the University the pass/class regulations for the course concerned.

l) To recommend to the University the qualifications required to teach a particular course/

subject/paper.

IV MEETINGS OF THE BOARDS OF STUDIES:

a) Each PG/UG/Combined Board shall meet at least once in an academic year.

b) The Chairperson of the Board concerned will preside over the meetings of the Board of

Studies. In his/her absence, the other members will nominate one among them to preside

over the meeting.

c) The chairperson of each Board of Studies shall arrange to prepare the agenda for each

meeting and cause it to be sent to all the members at least fifteen days before the date of

the meeting.

d) The quorum for each Board of Studies meeting shall be not less than 1/3 (one third) of

the total strength of the Board.

e) The decisions in the Board of Studies shall be made as far as possible by consensus and,

if required, by majority.

f) The Chairperson of Board of Studies shall prepare the minutes of each meeting and shall

submit them to the University administration.

g) It shall be competent for the Vice-Chancellor to obtain the opinion of the Board of

Studies on any item by circulation among the members.

h) Members desiring to move resolutions shall forward the same to the Chairperson

concerned at least 10 days prior to the date of the meeting.

i) The Vice-Chancellor may convene the joint meeting of PG. & U.G. Boards of Studies as

and when he/she considers it necessary.

V EXISTING BOARDS OF STUDIES

The following are the P.G. and U.G. Boards of Studies functioning at present in the

University:

P.G. Boards of Studies in Sciences

Sl. No. Name of the Board of Studies

1. Botany & Microbiology

2. Bio-Technology

3. Bio-Chemistry

4. Chemistry


5

5. Computer Science

6. Electronics & Instrumentation Technology

7. Environmental Sciences

8. Foods & Nutritional Sciences

9. Geology

10. Mathematics

11. Physics

12. Statistics

13. Zoology & Aquaculture

14. Nano-Technology

15. Nano-Bio-Technology

16. Electronics

P.G. Boards of Studies in Arts, etc.


1. Commerce & Business Administration

2. Economics

3. English

4. Hindi

5. History & Archaeology

6. Journalism & Mass Communication

7. Human Resource Management

8. Tourism & Travel Management

9. International Business Studies

10. Hospital Administration

11. Political Science & Public Administration

12. Rural Development

13. Sociology & Social Work

14. Telugu & Oriental Languages

P.G. Boards of Studies in Research Centers


1 Mahayana Buddhist Studies

2 Scientific Socialism

3 Women’s Studies

Individual Boards of Studies (UG)


1 Botany and Micro-Biology

2 Chemistry

3 Commerce

4 Economics

5 English

6 Geology

7 Hindi


6

8 History

9 Mathematics

10 Philosophy

11 Physics

12 Political Science & Public Administration

13 Psychology

14 Sanskrit

15 Sociology & Social Work

16 Statistics

17 Telugu

18 Zoology

19 Audiology, Speech, Language Pathology

20 Hotel Management

21 Oriental Learning

22 Business Management

23 Computer Science

24 Bio-Chemistry

25 Electronics

U.G. Boards of Studies under the Chairmanship of Chairperson, PG Board of Studies


1 Bio-Technology & Bio-Informatics

2 Foods & Nutritional Sciences

Combined Boards of Studies in Professional courses


1 Engineering

2 Pharmacy

3 Law

4 Education

5 Physical Education

Individual Boards of Studies in Engineering


1 Bio-Technological Engineering

2 Chemical Engineering

3 Mechanical Engineering

4 Civil Engineering

5 Computer Science Engineering and Information Technology

6 Electronics & Communications Engineering,

7 Electrical & Electronics Engineering


7

In addition, the Vice-Chancellor will constitute separate Boards of Studies for UG/PG

courses/ Research Centers as and when new courses of study are introduced.

(This Ordinance was approved by the Executive Council vide Resolution Number _____ in the

meeting held on ________ and is effective from _________)


8

ORDINANCE-2

QUALIFICATIONS, EMOLUMENTS AND NUMBER OF

UNIVERSITY TEACHERS

In exercise of the powers conferred by section 19 (5) (iii) read with clause (e) of section

53 of the Andhra Pradesh Universities Act, 1991 (Act 4 of 1991), the Executive Council

hereby makes this Ordinance in respect of qualifications, emoluments and number of

teachers of the University.

Qualifications, Emoluments and Number of University Teachers:

1. The number, qualifications/specializations and emoluments of teachers in a

department of the University College(s)/ PG Center(s) are determined by the

Executive Council based on the recommendations received from the concerned

Departmental Committee, and in accordance with the guidelines issued in this

regard from time to time by UGC/State Government.

2. The Executive Council shall be the competent authority to award additional

increments, if any, in a particular band/grade and/or pay protection to a teacher on

appointment, based on the recommendations of the selection committee and in

accordance with the regulations/guidelines issued from time to time by UGC/State

Government.

3. (a) The Executive Council / Vice-Chancellor shall have power to utilize the

services of the teachers of the University as members of Inspection Committees,

Observers, members of Flying Squads, etc.

(b) The Executive Council may also utilize the services of teachers to work in the

administrative posts for the periods specified, however, not exceeding three years

at a time in any case and without prejudice to the provisions of the Act.

4. The Executive Council shall have the power to transfer the teachers working in a

Dept. in the University College to P.G. Centers established by the University and

vice-versa.

(This Ordinance was approved by the Executive Council vide

Resolution No.____ in the ____ meeting held on _________, and is effective from

____________.)


9

ORDINANCE - 3 APPOINTMENT, POWERS AND DUTIES OF HEAD/CO-ORDINATOR

OF A TEACHING DEPARTMENT AND DIRECTOR/CO-ORDINATOR

OF RESEARCH CENTER

In exercise of the powers conferred by Clause (l) of Section 53 of A.P. Universities Act 1991

(Act 4 of 1991), the Executive Council hereby makes this Ordinance in respect of the

appointment, powers and duties of Head/Co-Ordinator of the Department of Teaching and

Director/Co-Ordinator of Research Center in the University.

1. APPOINTMENT:

(a) Each Department/Center of Teaching shall be headed by a teacher of the

University, who will be designated as Head/Co-ordinator of the Department.

Each Research Center shall be headed by a teacher of the University who will

be designated as Director/Co-ordinator of the Centre.

(b) Vice-Chancellor is the competent authority for appointing the HoD/Co-

ordinator/Director, based on the recommendations of the Principal/Special

officer of the concerned College/PG Center.

(c) The term of appointment of a HoD/Co-ordinator/Director shall be Two (2)

years on rotation basis. However, in special circumstances, a teacher may be

appointed as HoD/Co-ordinator/Director for a second consecutive term.

(d) The HoD/Co-ordinator/Director shall be in the rank of a Professor/Associate

Professor/Assistant Professor, and is appointed by rotation, duly following the

cadre seniority, from amongst the teachers of the same Department/Center in

the University. However, in case of an Assistant Professor, he/she shall be

designated as Co-ordinator of the Department/Centre.

(e) If a Professor/Associate Professor /Assistant Professor is not available in any

Department/Center of teaching, the Vice-Chancellor may temporarily appoint

the concerned Principal of the College/Dean of the Faculty/Head of the

School/Head of an allied Department/Center as In-charge HoD/Co-

ordinator/Director.

2. POWERS:

The HOD/Co-ordinator/Director shall have the following powers:

(a) To send proposals to the Principal/Dean/Registrar for part-time teaching

arrangements in the Department/Center whenever needed as per the work-load

requirement in consultation with the Departmental/Centre Committee,


10

(b) To grant casual leave to the teachers/non-teachers in the Department/Center,

and to recommend other leaves to the concerned authorities.

(c) To recommend to the university/concerned funding agencies the names of

candidates for award of research fellowships/scholarships or any other special

awards under the purview of the Department/Center in consultation with the

Departmental/Centre committee.

(d) To operate the Bank Account for the grants/funds provided by the University

to the Department/Center towards furniture, equipment, chemicals, glassware,

stationery, postage, contingencies etc., as per the procedures prescribed by the

University form time to time.

(e) To exercise such other powers as may be assigned to him/her by the Vice-

Chancellor/Executive Council from time to time for administering the

Department/Center in an efficient manner.

3. DUTIES:

The main duty of the HoD/Co-ordinator/Director is to uphold excellence in the

Department/Center by way of organizing quality teaching, research and related

academic activities. In this endeavor, the HoD/Co-ordinator/Director shall

perform the following duties so as to:

(a) Create an atmosphere that is congenial for effective teaching – learning and

research in the Department/Center.

(b) Supervise the work of teaching and non-teaching staff of the

Department/Center and ensure that they discharge their duties properly and

efficiently.

(c) Maintain order and discipline in the premises of the Department/Center.

(d) Convene and preside over the meetings of the Departmental/Center

Committee, and initiate action on the resolutions of the Committee.

(e) Frame the time table and allocate the teaching work to the teachers, in

consultation with the Departmental/Center committee.

(f) Assign duties to the teaching and non-teaching employees in the

Department/Center for the smooth conduct of the examinations and discharge

examination related duties assigned to him/her by the University from time to

time.

(g) Maintain and display the attendance records, monitor the progress of the

students and certify attendance for Reimbursement / Scholarship /


11

Examination purposes and to certify the student identity cards for availing

concessions.

(h) Maintain properly the furniture, books, stores and other property of all kinds

in the Department/Center.

(i) Maintain stock register of all the equipment/apparatus, library books,

periodicals and to arrange for annual physical verification of the stock.

(j) Place orders for stores, books and equipment to the laboratory within the

budget allotments made to the Department/Center duly following the

prescribed procedures.

(k) Maintain the accounts of expenditure for all the amounts drawn under

different Heads.

(l) Allot the available space in the Department/Center judiciously for teaching,

research and staff, in consultation with the Departmental/Center committee.

(m) Forward proposals relating to teaching and research/research projects

submitted by the faculty of the Department/Center to the university with due

recommendation.

(n) Conduct, co-operate with other teachers of the Department in conducting,

seminars, symposia, conferences, workshops etc.

(o) Certify the attendance and progress of research work of the research scholars

in the Department/Center, and to forward their claim bill for fellowship and

other expenditure incurred for research.

(p) Implement the directions of the university/courts pertaining to prevention of

ragging, women harassment, and such other anti-social activities.

(q) Nominate individual teachers of the Department/Centre as mentors to the

students assigned to them so as to assist the students in their all round

development

(r) Discharge such other duties assigned by the Vice-Chancellor/Principal of the

College from time to time.

(This Ordinance was approved by the Executive Council vide Resolution Number

_____ in the meeting held on ________ and is effective from _________)


12

ORDINANCE - 4 APPOINTMENT, POWERS AND DUTIES OF

UNIVERSITY LIBRARIAN

In exercise of the powers conferred by Clause (l) of Section 53 of A.P. Universities Act, 1991

(Act 4 of 1991), the Executive Council hereby makes this Ordinance in respect of the

appointment, powers and duties of University Librarian:

1. APPOINTMENT

The University Librarian shall be a whole time salaried official of the University and is

appointed by the Executive Council in accordance with the prescribed regulations on

recruitment of staff on UGC scales of pay.

2. POWER AND DUTIES OF UNIVERSITY LIBRARIAN:

(a) Subject to the general control and supervision of the Vice-Chancellor and the

Registrar, the University Librarian shall exercise the following powers and

discharge the following duties, namely:-

i. Maintain the office routine and assigning work to library staff and

efficiently organize the University Library;

ii. Supervise the maintenance of all the libraries in the University and

organize their services in a manner that is most beneficial to the teaching,

research and extension activities in the Colleges in consultation with the

concerned Principals;

iii. Purchase catalogue cards, labels and other library requisites following the

procedures prescribed for the purpose;

iv. Acquire books and journals as recommended by the University Library

Committee / College/Departmental Library Committees / Boards of

Studies by following the prescribed procedures;

v. Responsible for the proper care and up keep of all books, manuscripts,

current and back-numbers of periodicals etc., in the library of the

University and monitor the Termite Control/Prevention and Fire Protection

Services;

vi. Arrange for annual stock verification by the Committee constituted by the

University during summer vacation;

vii. Submit proposals for insuring the properties and stocks of all Libraries;


13

viii. Submit to the Vice-Chancellor an annual report and statistics showing the

progress of the library in the University during the academic year;

ix. Prepare and submit the annual budget for the libraries in the University to

the Registrar;

x. Responsible for computerizing and modernizing the Library services;

xi. Responsible for the up to date maintenance of the Documentation Centre

of the University Library;

xii. Responsible for preserving and maintenance of e-library and INFLIBNET;

xiii. Seek guidance of the Vice-Chancellor in all matters relating to the general

policy, development and working of the libraries;

xiv. Countersign T.A. bills and sanction casual leave of employees working

under him/her and forward applications for other leaves to the concerned

authority;

xv. Define the duties of staff working in the library, exercise administrative

control over them, assess their work and performance;

xvi. Discharge such other duties as may be assigned to him by the Vice-

Chancellor, Executive Council, or Academic Senate in matters relating to

the library activity in the university;

xvii. Responsible for submission of proposals for constitution of University

Library Committee and for convening its meetings at least twice in a year,

prepare agenda, prepare minutes of the meeting and take follow up action.

(b) When the Office of the University Librarian falls vacant, or unable to perform

the duties as Librarian, the duties of the University Librarian shall be performed

by a person appointed by the Vice-Chancellor for the purpose until permanent

arrangements are made.




14

ORDINANCE - 5 APPOINTMENT, POWERS AND DUTIES OF DIRECTOR OF

PHYSICAL EDUCATION

In exercise of the powers conferred by Clause (l) of Section 53 of A.P. Universities Act

1991 (Act 4 of 1991), the Executive Council hereby makes this Ordinance in respect of

the appointment, powers and duties of Director of Physical Education.

1. APPOINTMENT:

(a) The Department of Physical Education and Sports is headed by the Director of

Physical Education. The Department shall have Director of Physical

Education, Deputy Director of Physical Education and Assistant Director of

Physical Education as per the norms of the UGC.

(b) Procedure followed for appointing any teacher shall be made applicable for

appointing the above three positions.

2. POWERS:

The Director of Physical Education shall have the following powers:

(a) To send proposals to the Registrar for part-time coaches in the Department

as per the work-load requirement.

(b) To grant casual leave to the staff in the Department and to recommend

other leaves to the concerned authorities.

.

(c) To operate the Bank Account for the grants/funds provided by the

University to the Department towards furniture, sports equipment,

tournaments, coaching camps, maintenance of play fields, sports hostels,

postage, contingencies, etc., as per the procedures prescribed by the

University form time to time.

(d) To exercise such other powers as may be assigned to him/her by the Vice-

Chancellor/Executive Council from time to time for administering the

Department in an efficient manner.

3. DUTIES:

The main duty of the Director of Physical Education is to promote, co-ordinate

and monitor the sports activities of the university including the sports activities of

the affiliated colleges. In this endeavor, the Director of Physical Education shall

perform the following duties so as to:


15

(a) create an atmosphere that is congenial for sports on the university campus

and in the affiliated colleges.

(b) develop and maintain sports infrastructure on the campus.

(c) act as ex-officio secretary of the Sports Board of the University.

(d) conduct Inter Collegiate Tournaments for the affiliated colleges and

constituent colleges in the university area.

(e) conduct selection trials for the University teams, to conduct coaching

camps and to field them in the Inter University Tournaments conducted by

AIU.

(f) conduct Inter University Tournaments entrusted by Association of Indian

Universities.

(g) conduct Indian University team selection trials and coaching camps

assigned by the AIU to University.

(h) co-ordinate with AIU to promote sports activities in the university.

(i) conduct Tournaments, Seminars, Clinics, Workshops in collaboration with

AIU, Sports Federations, SAI, SAAP and other sports promoting agencies.

(j) supervise the teaching and non-teaching staff of the Department and

ensure that they discharge their duties properly and efficiently.

(k) maintain order and discipline in the premises of the Department/Center.

(l) convene and preside over the meetings of the Departmental Committee,

and initiate action on the resolutions of the Committee.

(m) prepare the Inter Collegiate Sports Calendar and conduct the tournaments

accordingly on obtaining the approval of the Sports Board.

(n) assign duties to the teaching and non-teaching employees in the

Department/Center for the smooth conduct of University sports from time

to time.

(o) maintain properly the furniture, stores and other property of all kinds in the

Department.

(p) maintain stock register of all the sports equipment /apparatus and to

arrange for annual physical verification of the stock.


16

(q) purchase of all types of sports equipment and equipment for the

laboratories within the budget allotments made to the Sports Department

duly following the prescribed procedures duly obtaining the orders of the

Vice-chancellor.

(r) maintain the accounts of expenditure for all the amounts drawn under

different Heads.

(s) allot the available space in the Department judiciously for teaching and

non-teaching staff.

(t) conduct and to co-operate with other teachers of the Department in

conducting, seminars, symposia, conferences, workshops, etc.

(u) implement the directions of the university/courts pertaining to prevention

of ragging, women harassment and such other anti-social activities.

(v) maintenance of Sports Hostels meant for the sportsmen/women attending

the coaching camps and tournaments.

(w) co-ordinate with the SAI, SAAP, Sports Associations and other sports

agencies. The activities of the above agencies on the university campus to

be reviewed.

(x) discharge such other duties assigned by the Vice-chancellor from time to

time.

(y) co-ordinate with the Principal, University College of Physical Education

for collaborating the students pursuing Physical Education courses with the

activities of the Sports Board.

(z) co-ordinate with the Principals of the campus colleges to promote the

sports activities on the campus.

(This Ordinance was approved by the Executive Council vide Resolution Number

_____ in the meeting held on ________ and is effective from _________)


17

ORDINANCE-6

ESTABLISHMENT AND MAINTENANCE OF THE

UNIVERSITY HOSTELS AND RECOGNITION OF HOSTELS

MAINTAINED BY THE AFFILIATED COLLEGES.

Ordinance on Hostels established and maintained by the University and

1. “Hostel” means, a unit of residence for students of the University maintained or

recognized by the University (Section 2(11) of the Act).

2. There shall be separate hostels for men and women students maintained by the University

within the University campus.

3. The students admitted to the various courses of study in the University college(s) shall be

eligible to seek admission into these hostels.

4. Hostel accommodation is limited to and will be allotted to the students as per the rules of

reservation and also following the order of preference given below:

(a) Students from outside the Country

(b) Students from outside the State

(c) Students from outside the A.N.U. area.

(d) Students who are residents of places beyond 25 kms from the University.

5. All the inmates shall be provided with identity cards which they are expected to carry

with them.

6. All the inmates shall have to pay the prescribed charges for admission, establishment,

caution deposit etc., at the time of admission itself as per rates prescribed by the

Executive Council from time to time.

7. The inmates are required to pay monthly mess bills which include charges for electricity,

water and charges for such other services rendered by the University.

8. Students who are not admitted into University hostels shall not be permitted to stay in the

hostels. Unauthorized stay in the hostels will be considered as a serious misconduct on

the part of the student/s.

9. Under circumstances warranting the closure of University hostels, the University

Administration shall have the power to close the hostels without any notice and in such

In exercise of the powers conferred under Section 19 (21), (22), (36) and Section 53 (c)

and (d) of the Andhra Pradesh Universities Act 1991 (Act 4 of 1991), the Executive

Council hereby makes this Ordinance in respect of Hostels.


18

cases it shall not be binding on the University administration for making alternative

arrangements either for food or accommodation.

10. All the inmates shall vacate the rooms by handing over keys within 24 hours after the last

examination of the academic year they are required to appear for.

11. The mess shall be closed during summer vacation and other short vacations and inmates

who are required to appear for any examination after the closure of the mess will be

permitted to stay in the hostel till the last day of the examination he/she is required to

appear for and during that period the inmates shall have to make their own arrangements

for food.

12. During summer vacation the hostels shall be handed over to the University Engineer for

attending to repairs, white wash, etc.

13. The inmates shall be required to clear all the dues to the hostel well before the

commencement of Semester/ Year-end examinations.

14. (i) The inmates are required to maintain absolute discipline in the hostels and for this

purpose inmates are required to adhere to the conduct rules as prescribed by the hostel

administration from time to time.

(ii) The inmates found violating any of these rules shall be liable for disciplinary action.

(iii) Inmates who fail to clear the Hostel dues in time or violate the instructions or

conduct rules shall not be eligible to continue in the hostel for the remaining period of

study.

15. The Hostel Administration shall provide the following facilities in the hostels:

(a) Reading Rooms.

(b) TV sets

(c) Incoming Telephone facility.

(d) Dining Halls with seating facilities.

(e) News papers.

(f) Water coolers

(g) Ambulance facility for emergencies.

(h) Wi-fi connectivity for internet.

16. Hostel Management:

(a) The Principal(s) of the University college(s) shall be the overall in charge of the

University Hostels.


19

(b) The Vice-Chancellor is empowered to appoint Chief Wardens and Wardens for

the University Hostels in consultation with the Principal(s) of the University

College/s.

(c) The Chief Warden shall be responsible for the smooth and peaceful functioning of

the hostel/hostels with the assistance of wardens.

(d) The employees in the Hostel Office and other employees working in the Hostels

shall discharge their duties under the direct supervision and control of the Chief

Warden.

(e) The Chief Warden shall monitor and supervise the day to day functioning of the

mess, stores, issues and accounts relating to receipts and payments.

(f) The Chief Warden shall arrange for issue of no-dues certificate to the inmates and

staff after due verification.

(g) All the provisions including vegetables, milk, gas, etc., shall be purchased based

on the recommendations of the Hostel Advisory Committee.

(h) The Chief Warden is authorized to purchase and make payments up to a value as

prescribed from time to time and for any purchase or payment in excess of the

prescribed limit, he/she is required to obtain permission from the competent

authority.

(i) The Chief Warden shall ensure that the hostel mess is run on no-profit and no-loss

basis and mess bills shall have to be notified to the inmates every month.

(j) There shall be student participation in the management of hostels. The following

student committees shall be constituted by the Chief Warden.

(i) Purchase Committee.

(ii) Menu Fixation Committee.

(iii) Hostel Maintenance Committee.

(k) There shall be a Hostel Advisory Committee to be constituted by the Vice-

Chancellor to formulate guidelines and advise the University administration for

the smooth functioning of the University hostels.

17. Recognition of the Hostels maintained by the Affiliated Colleges:

(a) The University shall have power to recognize the hostels established and

maintained by the managements of affiliated colleges subject to fulfillment of the

following conditions.

(i) Suitability of buildings.

(ii) Adequacy of accommodation

(iii) Suitability of the neighborhood.

(iv) Academic supervision.

(v) Sanitary conditions

(vi) Medical help


20

(vii) Provision for games/sports.

(b) The Vice-Chancellor shall appoint an Inspection Commission to inspect and

report on the fulfillment of the above conditions laid down for starting new

hostels or recognizing existing hostels attached to the affiliated colleges.

(c) The Executive Council shall grant recognition to new hostels for one year and the

Vice-Chancellor will grant extension of recognition on annual basis to such

hostels, on the recommendations of the Inspection Commissions.

(d) The Executive Council shall have power to suspend or withdraw the recognition

of any hostel for sufficient reason and after giving an opportunity of hearing to the

management of the college.

(e) The recognized hostels shall have to pay the recognition fee as prescribed by the

Executive Council.



____________.)


21

ORDINANCE-7

APPOINTMENT, POWERS AND DUTIES OF

CHIEF WARDEN(S) OF HOSTELS MAINTAINED BY

THE UNIVERSITY

In exercise of the powers conferred by clause (h) of Section (51) read with Clause (l)

of Section 53 of the Andhra Pradesh Universities Act, 1991(Act 4 of 1991), the

Executive Council here by makes this Ordinance in respect of appointment, powers

and duties of the Chief Warden of Hostels in the University.

1. APPOINTMENT:

(a) The Chief Warden(s) of Hostels is a whole time functionary of the University

appointed by the Vice-Chancellor from amongst the teachers of the

University in consultation with the Principals of the University Colleges.

(b) The appointment of a Chief Warden(s) shall be initially for a period of one

year, extendable every year subject to a maximum period of three years.

(c) The Chief Warden shall perform these duties in addition to his/her duties as a

teacher.

(d) In addition to the pay and allowances as Teacher the Chief Warden(s) shall

be paid such additional allowances and leave reservation as prescribed by the

Executive Council.

2. POWERS AND DUTIES OF CHIEF WARDEN(S):

Subject to the general control of the Vice-Chancellor, the Chief Warden(s) shall

exercise the powers and discharge the duties as detailed below.

The Chief Warden (s) shall:

(a) be the head of the Office of University Hostels,

(b) be the authority to assign and assess the duties of Additional Chief-Warden

/Wardens /Deputy Wardens / Assistant Wardens and all other supporting

staff working in the University hostels,

(c) take all measures required for maintaining the discipline and good conduct

of the boarders in the University hostels,

(d) ensure hygienic conditions in the hostels,

(e) maintain good quality of the food served to the boarders in the messes,


22

(f) recommend to the Executive Council the policies for hostel admissions,

maintenance of messes and the staffing pattern in the hostels, in

consultation with the ‘Hostel Advisory Committee’,

(g) publish a manual containing the details of hostel rules and regulations and

the discipline expected from the boarders,

(h) educate the boarders about the consequences of ragging, and set up all the

statutory mechanisms to prevent ragging in the hostels,

(i) allot rooms to the hostel boarders through a procedure recommended by

the “Hostel Advisory Committee’ and approved by the University ,

(j) correspond with the concerned authorities, both in the University and

Government, for grant of various scholarships (SC/ST, BC, EPP, PH etc.)

to eligible boarders in the University hostels, and initiate steps to receive

the same,

(k) develop and maintain a data bank of the hostel boarders on their financial,

social and biometric information, in consultation with the concerned

authorities,

(l) maintain proper accounts of receipts and expenditure of the hostels, and

cause annual audit of the accounts,

(m) prepare the monthly mess bills of all the hostel boarders before the 15th

day of the succeeding month, and display the list on the notice board(s)

and the hostel website,

(n) ensure the collection of mess bills from the hostel boarders every month,

(o) review the status of receipts from the boarders for every quarter, identify

the names of the defaulters, announce their names on the notice board and

the hostel website, and initiate necessary action to recover the dues, and to

evict the defaulters,

(p) initiate measures for repairs and annual maintenance of hostels, kitchens

and dining halls during the vacation period(s),

(q) convene the meetings of the Hostel Advisory Committee under the

directions of the Vice-chancellor, prepare the agenda and the minutes of

the meeting and take follow-up action on the resolutions after obtaining the

approval of the Vice-chancellor,

(r) issue ‘No Dues Certificate’ to those boarders who have paid all the hostel

dues,


23

(s) sanction casual leave to the staff working under him/her as per rules,

forward other leaves to the concerned authority, countersign TA and other

bills of the hostel staff,

(t) perform such other functions relating to the University hostels as may be

prescribed by the Executive Council/Vice-Chancellor for advancing the

cause of good governance in the hostels.

3. GENERAL

(a) In the event of the Chief Warden(s) resigning his/her office for any reason,

the Vice-Chancellor may accept his/her resignation and report the matter

to the Executive Council.

(b) When the Office of the Chief Warden(s) falls vacant, or when he/she is, by

reason of illness, absence or any other cause, unable to perform the duties

of his/her office, the duties of the Chief Warden(s) shall be performed by

some other person as the Vice-Chancellor may appoint for the purpose

until permanent arrangements are made.



____________.)


24

ORDINANCE -8 APPOINTMENT, POWERS AND DUTIES OF DIRECTOR OF

ADMISSIONS

In exercise of the powers conferred by Clause 2 (i) of Section 25 read with Clause (b) of

Section 55 of A.P. Universities Act 1991 (Act 4 of 1991), the Executive Council hereby

makes this Ordinance in respect of the appointment, powers and duties of the Director of

Admissions in the University:

1. APPOINTMENT:

(a) The Director of Admissions shall be appointed by the Executive Council

on the recommendation of the Vice-Chancellor from amongst the teachers

working in the University ordinarily not below the rank of Associate

Professor.

(b) The term of appointment shall be initially for a period of one year, and is

extendable every year subject to a maximum of three years.

(c) In addition to the pay and allowances, the Director of Admissions shall be

paid such monthly additional allowances as may be prescribed by the

Executive Council. For working during vacation periods, he/she shall be

eligible for earned leave @ one day for every 11 days he/she actually

worked as the Director in lieu of the leave earned by him as teacher during

that period.

(d) When the Office of the Director falls vacant, or when the Director is

unable to perform the duties of his/her office, the duties of the Director

shall be performed by such other person as the Vice-Chancellor may

appoint for the purpose until permanent arrangements are made.

2. POWERS AND DUTIES:

The Director of Admissions shall be the Head of the Office of Directorate of

Admissions in the University. Subject to the general control and supervision of

the Vice-Chancellor, the Director shall exercise and discharge the following

powers and duties:

(a) Wherever applicable, the Director will conduct Common Entrance Tests

for admission to various courses in the University, except for those CETs

conducted by APSCHE or any other Government organization;

(b) Coordinate with the concerned academic authorities of the University like

Heads of the Departments, Chairpersons of Boards of Studies, Deans,


25

Principals, in preparing the norms for admission to various courses

including research programs offered in the University and affiliated

colleges;

(c) Formulate, with the approval of the Vice-Chancellor, Rules and

Regulations, fee structure, etc. for the Entrance Tests for admissions to

various courses and programs of the University and to issue Notification of

Admissions through News Papers/Website;

(d) Obtain the approved syllabi for Entrance Tests and panel of

external/internal paper setters and evaluators for each Test from the

respective Heads of the Departments/Chairpersons of Boards of Studies;

(e) Arrange to —

i. prepare the schedule for Entrance Tests, prospectus and applications,

ii. issue notification,

iii. receive and scrutinize the applications,

iv. prepare nominal rolls and issue Hall-Tickets etc;

(f) Make arrangements for paper setting, printing of question papers and

procuring other material required for conducting the Entrance Tests as may

be decided by the Vice-Chancellor;

(g) Refer the cases of malpractices and unfair means, if any, in the Entrance

tests to the Malpractices Enquiry Committee pertaining to University

Examinations;

(h) Make all arrangements for the conduct of Entrance Test, evaluation of test

book-lets/OMR sheets, preparation and dispatch of merit list, publication

of results, both in media and University website;

(i) Conduct counseling and select candidates for admission to various courses

in the University and other colleges following the rules of admission, and

to collect the prescribed fee from the candidates;

(j) Assign duties of the staff working in the Directorate of Admissions;

(k) Be responsible for the safe custody of all papers, documents, certificates

and other confidential files connected with the conduct of common

entrance tests and admission;

(l) Convene the meetings of Heads of the Departments/Chairpersons of the

Boards of Studies, whenever required for processing entrance test matters;

(m) Have power to pass the bills for payment relating to the Entrance Test,

Admissions etc., and operate the bank account of the Directorate;


26

(n) Scrutinize the admissions made by the Colleges under management quota,

and to approve those admissions that have been made as per the rules and

submit a report to the Vice-Chancellor on the admissions made by the

Colleges not adhering to the rules of admission of the University.

(o) Finalize the following information and provide it to the colleges concerned

within one month from the last date of admissions:

i. the list of candidates admitted, course-wise and college-wise,

ii. admission numbers to each candidate admitted to the college,

iii. particulars of all the students admitted along with photo identity,

iv. statement of fee collected from the students admitted to the college,

and

v. transfer the fee amount collected from the students to the college

concerned.

(p) Perform such other duties and functions relating to Entrance Tests and

Admissions as may be entrusted to him/her by the Vice-Chancellor.




27

ORDINANCE-9 LEVY OF FEES FOR VARIOUS COURSES OF STUDY IN

THE UNIVERSITY

In exercise of the powers conferred by Clause (a) of section 53 of the Andhra Pradesh

Universities Act 1991, the Executive Council hereby makes this Ordinance in respect of

levy of Fees for various courses of study in the University:

1. Following are the existing rates of fees (2016-17) per annum for various courses of study in

the University:

Sl.

No

Course / Subject R/SF Tuition Fee

(Rs)

Special Fee

(Rs)

Total Fee

(Rs)

Additional Fee

(Medical Fund)

(Rs)

1

M.Sc. AQUACULTURE SF 17760 1940 19700 240

2 M.Sc. BIOCHEMISTRY SF 35460 1940 37400 240

3 M.Sc. BIOTECHNOLOGY SF 46600 3400 50000 240

4 M.Sc. BOTANY R 3200 3700 6900 240

5 M.Sc. CHEMISTRY R 3200 3700 6900 240

6 M.Sc. ELECTRONICS &

INSTRUMENTATION TECHNOLOGY SF 35460 1940 37400 240

7 M.Sc. ENVIRONMENTAL SCIENCE SF 14260 1940 16200 240

8 M.Sc. FOOD AND NUTRITIONAL

SCIENCES SF 35460 1940 37400 240

9 M.Sc. GEOLOGY R 3200 2600 5800 240

10 M.Sc. MATHEMATICS R 3200 2600 5800 240

11 M.Sc. MICROBIOLOGY SF 35460 1940 37400 240

12 M.Sc. NANOBIOTECHNOLOGY SF 48700 1300 50000 240

13 M.Sc. NANOTECHNOLOGY (5 YEARS

INTEGRATED COURSE) SF 26700 3700 30400 240

14 M.Sc. PHYSICS R 3200 3700 6900 240

15 M.Sc. STATISTICS R 3200 2600 5800 240

16 M.Sc. STATISTICS (QR & OR) SF 17800 2000 19800 240

17 M.Sc. ZOOLOGY R 3200 3700 6900 240

18

M.A. ANCIENT HISTORY &

ARCHAEOLOGY R 2160 1440 3600 240

19 M.A. ECONOMICS R 2160 1440 3600 240

20 M.A. ENGLISH R 2160 1440 3600 240

21 M.A. HINDI SF 4750 2450 7200 240

22 M.A. HISTORY R 2160 1440 3600 240

23 M.A. JOURNALISM & MASS

COMMUNICATION SF 17760 1940 19700 240

24 M.A. MAHAYANA BUDDHIST

STUDIES R 2160 1440 3600 240

25 M.A. POLITICAL SCIENCE R 2160 1440 3600 240

26 M.A. PUBLIC ADMINISTRATION R 2160 1440 3600 240

27 M.A. RURAL DEVELOPMENT SF 10640 2260 12900 240

28 M.A. SANSKRIT R 2160 1440 3600 240

29 M.A. SOCIOLOGY SF 4750 2450 7200 240

30 M.A. TELUGU R 2160 1440 3600 240


28

31 M.B.A. INTERNATIONAL BUSSINESS

(5 YEARS INTEGRATED COURSE) SF 26700 3700 30400 240

32 M.Com. R 2200 2200 4400 240

33 M.Ed. SF 29700 2200 31900 240

34 M.H.R.M. SF 17760 1940 19700 240

35 MASTER OF SOCIAL WORK (M.S.W.) SF 10640 2260 12900 240

36 M.B.A R 10,000 5735 15,975 240

SF 27,000 5735 32,975 240

38

M.C.A

R 12,500 5735 18,475 240

SF 27,000 5735 32,975 240

40 M.P.Ed. SF 22300 2800 25100 240

41 M.Tech (Bio-technology) SF 57000 7260 62500 240

42 M.Tech. (Regular) SF 57000 7260 62500 240

43 M.Tech. (Evening) SF 1.10,000 7260 1,17,500 240

44

M.Pharmacy SF 110000 7260 117500 240

45 B.Pharmacy SF 31000 5260 36500 240

46 B.Tech. SF 35000 5260 40500 240

47 B.Arch SF 31000 5260 36500 240

48 B.P.Ed. SF 13,500 3,500 17,240 240

R: Regular Course; SF: Self Financed Course

2. The Executive Council shall have power to modify the rates of fee as and when found

necessary and/or in pursuance of relevant orders of the Government of A.P.



____________.)


29

ORDINANCE-10

APPOINTMENT AND DUTIES OF CONTROLLER OF

EXAMINATIONS, EXAMINERS AND CONDUCT OF

EXAMINATIONS.

1. a) The Executive Council shall appoint a whole time official entrusting the task of

Examinations, who shall be designated as Controller of Examinations.

b) He/she shall be from the administrative rungs of the University and in any case not below

the cadre of Deputy Registrar.

c) He/she shall perform such of the duties, connected with the three stages of Examinations

(Pre-conduct, Conduct and Post-conduct stages), as detailed in the Regulations, allotted

to him by the Vice-Chancellor from time to time.

d) If there is another sanctioned post in the cadre of Deputy Registrar to look after the

Examination work, the Examination work can be distributed between the two.

e) If in the opinion of the Executive Council the Examination Branch needs further

strengthening, the services of some teachers of the University may be utilized as

Coordinators or with any other designation to share the examination work in which case

the duties of the Coordinators/other designated teachers shall be clearly laid down in the

Regulations on Examinations.

2. The Executive Council may make provision for the conveyance to whom the Examination

work is entrusted.

3. The Controller of Examinations / Co-ordinator shall obtain orders from the Rector, under the

directions of the Vice-Chancellor, to appoint squads and observers to ensure the fair conduct of

University Examinations without any type of malpractice at the Examination Centers.

4. The Controller of Examinations / Co-ordinator shall scrupulously follow the procedures laid

down in the Regulations on Examinations in matters like, Moderation of Results, appointment of

Committee to enquire into the cases of malpractices, etc.

5. The Controller of Examinations / Co-ordinator shall place all cases of malpractice before the

Committee appointed by the Vice-chancellor for the purpose.

6.The scales of punishment applicable to candidates who have resorted to malpractices in the

University Examinations, decided by the Executive Council while considering similar scales of

In exercise of the powers conferred by Sub-sections (10), (11) and (12) of Section 19 read with

clauses (b), (g) and (h) of Section 53 of A.P. Universities Act, 1991 (Act No. 4 of 1991), the

Executive Council hereby makes this Ordinance in consultation with the Academic Senate.


30

punishment formulated by the APPSC, shall be furnished to members of the Malpractices

Enquiry Committee by the Coordinator / Controller of Examinations.

7. The other matters relating to Examinations shall be as specified in the Regulations on

Examinations.



____________.)


31

ORDINANCE-11

FEES PARTICULARS FOR ADMISSION TO VARIOUS

EXAMINATIONS, DEGREES AND DIPLOMAS OF THE

UNIVERSITY

In exercise of the powers conferred by Clause (b) of Section 53 of the Andhra Pradesh

Universities Act 1991 (Act 4 of 1991), the Executive Council hereby makes this Ordinance

in respect of Fees particulars for admission to various examinations, degrees and diplomas

of the University.

1. Following are the existing rates of fee for admission to various examinations, degrees and

diplomas of the University (2016-17):

PRE-DEGREE COURSES (LANGUAGES) (TWO YEAR COURSE)

Sl. No. Name of the Exam Fee (Rs.)

a First year Whole Examination fee 485

b Second Year Whole Examination fee 485

c Exam. fee for single paper appearance 255

d Two papers appearance 345

e Three Papers appearance 365

f Four or more Papers 485

B.A., B.A.(LANGUAGES), B.C.A., B.SC., B.SC.(HOME SCI.), B.COM., B.B.M. Courses

(Three Year Course)

Sl. No. Name of the Examination Fee (Rs.)

a First year Whole Examination fee 485

b Second Year Whole Examination fee 485

c Third Year Whole Examination fee 605

d Exam. fee for single paper appearance 255

e Two papers appearance 345

f Three Papers appearance 365

g Four or more Papers(I&II Years) 485

h Four or more Papers (III Year) 550

i Practical Examination fee (for each practical) 125

j Reappearance fees 365

k Revaluation fee 850

l Personal verification for each script 850

BACHELOR OF TECHNOLOGY (B.TECH.) & B.PHARMACY (FOUR YEAR

COURSES)

Sl. No. Name of the Exam Fee Rs.)

a First year Whole Examination fee (Theory) 925

b Second Year Whole Examination fee(Theory) 925

c Third Year Whole Examination fee(Theory) 925


32

d Fourth Year Whole Examination fee (Theory) 1035

e Exam. fee for single paper appearance 275

f Two papers appearance 365

g Three Papers appearance 485

h Four papers appearance 605

i Five papers appearance 740

j Six papers or more(I,II&III Years) 910

k Six papers or more (IV Year) 1025

l II/IV, III/IV & IV/IV 1st Semester (Theory) 910

m II/IV, III/IV 2nd Semester (Theory) 910

n IV/IV Year Second Semester (Theory) 1015

o Practical Examination fee (for each Practical, Project & Viva

separately)

245

p Betterment fee 365

q Revaluation/Personal verification fee for each Script 1155

BACHELOR OF HOTEL MANAGEMENT (3 YR COURSE) & B.H.M. & C.T.

(4 YEAR COURSE)


a First year Examination fee (whole Theory) 910

b Second year whole Examination fee 910

c Third year whole Examination fee (for 3 Year course) 970

d Third year whole Examination fee (for 4 Year course) 910

e Fourth year whole Examination fee (for 4 Year course) 1015

f For Single Paper 275

g For Two Papers 365

h For Three Papers 485

i For Four Papers 585

j For Five Papers 740

k For Six or more papers (for 3 years) 970

l For Six or more papers (for 4 years) 1025

m Examination fee for each Practical/ Project work/Viva separately 220

n Revaluation / Personal Verification fee for each script 1170

P.G.DIPLOMA (ONE YEAR COURSE)


a Whole Examination fee (I Sem.) 565

b II Semester (Theory only) 565




f Four or more Papers 565

g Practical Examination fee (for each practical) 245

h Revaluation fee 850


33

B. Ed.


a Whole Examination fee (Year-wise) 785

b Exam. fee for single paper appearance 275

c Two papers appearance 365

d Three Papers appearance 485

e Four or more Papers 785

f Practical Examination fee (for each Practical, Field Work,

Dissertation and Viva separately)

220

g Revaluation fee/ Personal verification fee for each script 925

M.Ed.


a M.Ed., Whole examination fee (Semester-wise) 785

b M.Ed (II Semester Theory only) 850

c For single Paper 275

d For two papers 365

e For three papers 485

f For four or more papers 785

g Practical Examination fee (for each Practical, Field work,

Dissertation and Viva separately)

220

h Betterment fee 345

i Revaluation fee for each script 1060

LL.M.


a LLM Whole examination fee (Semester-wise) 465

b LLM IV Semester (Dissertation) 510

c For single Paper 525

d For two papers 355

e For three papers 430

f Betterment fee 345

g Revaluation fee for each script 1060

M.A. (4/5 Papers)/M.Sc.


a Whole examination fee(I,II & III semesters) 465

b IV Semester Theory only 510




f Four or more Papers (in semester) 495





34

M. COM. and M.B.A.


a Whole examination fee(Each of I,II & III semesters) 465

b IV Semester Theory only 575




f Four or more Papers in Semester 440

g Project and Viva-Voce separately 245



M.C.A. (Three Year Course)


a For Semester-wise whole examination fee 485

b M.C.A. VI Semester fee 565




f Four or more Papers in Semester - 485




M.Sc. Computer Science


a Whole examination fee(I,II & III semesters) 565

b IV Semester theory only 620








LL.B. (Three Year & Five Year Course)


a Whole examination fee (Semester-wise) 485

b LLB(III & V Years)VI & X Semester theory only 565





g Practical/Moot court fee (each) 220



35

i Revaluation fee/Personal Verification fee for each script 785

M. Tech. Engineering:


a Each Semester whole Examination fee 2255

b For Single Paper appearance

440

c Two Papers appearance

910

d Three Papers appearance

1355

e Four Papers appearance

1805

f Five Papers appearance

2035

g Six or more papers

2255

h Practical Examination fee (for each Practical/Project)

245

i For IV semester viva-voce exam. 3710

j Revaluation fee 1170

M.Tech. Biotechnology



b For Single Paper appearance

440

c Two Papers appearance

910

d Three Papers appearance

1355

e Practical Examination fee (for each Practical/Project)

245

f For IV semester viva-voce exam.

3710

g Revaluation fee

1170

M. Pharmacy / PHARMA D



b For Single Paper appearance 425

c Two Papers appearance 825

d Three or more papers 2060


36

e Practical Examination fee (for each Practical/Project) 220

f III & IV Semester viva-voce exam. 4510

g Revaluation fee 1170

Research Examination Fee: M. Phil.


a Examination Fee 1335

b Adjudication Fee 2005

c Re-Submission Fee 2005

d Plagiarism Checking fee 1005

Research Examination Fee: Ph.D.


a Examination Fee 1335

b Adjudication Fee 9320

c Re-Submission Fee for Adjudication by a foreign examiner 9990

d Re-Submission Fee for Adjudication by an Indian examiner 3335

e Plagiarism Checking fee 1010

Note: The above rates of fee are applicable as they are, whether the course is under

annual system or semester system.

Revised Rates for Issue of Different Certificates:


1 Cost of Original Degree Application form 15

2 Fee for issue of consolidated marks list (per appearance) 235

3 Attestation fee minimum (up to 20 copies) 250

4 For each copy 15

5 Course Completion Certificate 200

6 Change of optional paper at Degree and PG l 200

7 Change of second language at Degree level 250

8 Migration Certificate 200

9 Medium of Instruction Certificate 250

10 Rank certificate 250

11 Fee for Duplicate Rank Certificate 350

12 Percentage certificate 200

13 Transfer certificate (for Private candidates) 200

14 Fee for Duplicate Marks list for each year 250

15 Fee for Triplicate Marks list for each year 575

16 Fee for Provisional Certificate 100

17 Fee for Duplicate Provisional Certificate 350

18 Fee for Duplicate Migration Certificate 500

19 Fee for Triplicate Migration Certificate 650

20 Fee for issue of Original Degree (For latest batch) - For previous 465


37

batches, original Degree fee will be fixed on yearwise accretion

model and will be notified separately by the Controller of

Examinations) including Application fee.

21 Fee for Duplicate Original Degree 1250

22 Fee for Triplicate Original Degree

23 Fee for Tatkal Original Degree Certificate or double the regular fee

whichever is higher *(Double the regular fee should be paid if it is

higher than Rs.1,335/-)

1800

24 (a) Fee for Genuineness Certificate for private organizations 1350

(b) Fee for Genuineness Certificate for Govt. organizations 700

25 Fee for issue of photo copy of the answer script 1150

26 Examination Non-Registration Fee (Payable in addition to Exam

Fee)

800

27 Provisional pass certificate cum-medium of instruction fee in

respect of students of Autonomous Colleges (w.e.f. the final year

examinations of 2012-13)

350

28 Date of declaration of results for UG/PG/Professional Courses 250

2. The Executive Council shall have power to modify the rates of fee as and when found

necessary.

(This Ordinance was approved by the Executive Council vide Resolution No.____ in the ____

meeting held on _________, and is effective from ____________.)


38

ORDINANCE-12 CONDUCT RULES FOR

EMPLOYEES OF THE UNIVERSITY

In exercise of the powers conferred under clauses (6) and (7) of Section 19 read with

clause (l) of Section 53 of the Andhra Pradesh Universities Act, 1991 (Act 4 of 1991), the

Executive Council hereby makes this Ordinance in respect of Conduct Rules for

employees of the University.

1. Title and application

(a) These rules may be called “Acharya Nagajuna University Employees

Conduct Rules”.

(b) These rules shall apply to all full time employees of the University

whether regular or not, whether on duty or on leave or on foreign

service/assignment in or outside India, paid any salary or not or under

suspension.

2. Definitions

(a) ‘University Employee’ means any person who holds a post in the

university including the teachers of the university as defined in the

Andhra Pradesh Universities Act, 1991 (Act 4 of 1991), and all the

supporting staff appointed by the university.

(b) ‘University’ means Acharya Nagarjuna University and its constituent

Colleges / PG Centers.

(c) ‘Member of a university employee’s family’ includes the spouse, son,

daughter, and such other relatives as defined and recognized for the

purpose by the government, and are dependent on the employee,

3. General

(a) Every university employee shall be sincere, devoted to duty, and maintain

integrity, discipline, impartiality and sense of propriety. He/she shall

always endeavor to maintain good relations with colleagues and students.

(b) No university employee shall behave in a manner, which is derogatory to

the prestige, decency and decorum of the University.

(c) No University employee shall behave in a manner that places

himself/herself in any kind of embarrassment.


39

4. Gifts

No university employee shall accept, or permit any member of his/her family

to accept, any gift from any person, which places the employee in any form of

official obligation.

5. Subscriptions

No university employee shall, without obtaining prior sanction of the

competent authority in the university, ask for or accept or participate in the

raising of any subscription or other pecuniary assistance in pursuance of any

objective whatsoever except for farewell and felicitation functions connected

with the university.

6. Tuition

No university employee shall engage himself/herself in private tuitions either

at home or in any private colleges / institutes / coaching centers, etc.

7. Private employment or work not connected with the University

(a) No university employee shall undertake any employment or accept

remunerative or honorary work not connected with the university,

without the permission of the competent authority in the university.

(b) The university employee may accept membership in bodies like

Academic Senate, Executive Council, professional academic bodies,

governing body / executive committee of an educational institution or

any organization connected with literary/scientific activities, or may

undertake honorary position/work of a cultural/charitable/artistic

nature, by intimating the competent authority in the university

provided that such membership do not suffer his/her official duty.

However, he/she shall not undertake or shall discontinue such work if

so directed by the Vice-Chancellor.

8. Private Trade or Business

(a) No university employee shall engage directly or indirectly in any trade

or business.

(b) A university employee may take part in the registration, promotion or

management of a registered co-operative society or a literary

scientific/ charitable society, provided that such activities do not suffer

the university work.


40

9. Communication of Official Documents or Information

It shall be the duty of every employee of the university to honor the

confidence reposed in him/her by the university. The employee should not

divulge any information, known to him/her during the course of his/her

official duties, to any unauthorized person or to make any improper use

thereof.

10. Connection with the Press / Media

(a) No University employee shall, except with or during the continuance of

the previous sanction of the Vice-Chancellor, own wholly or in part or

conduct or participate in the editing or management of any newspaper /

periodical / magazine, etc., except those published by the university

departments / associations.

(b) No employee shall, except with the previous sanction of the Vice-Chancellor

or in the bonafide discharge of his/her duties, participate in a radio broadcast

or contribute any article or write any letter either in his/her own name or

anonymously, pseudonymously or in the name of any other person to any

newspaper or periodical.

Provided that no such sanction shall be required if such broadcast or such

contribution is of a purely literary, artistic or a scientific character or it

relates to discussion on current affairs or is intended in furtherance of the

cause of University employees, not in conflict with the interests of the

University.

(c) An employee of the university may, with prior intimation to the competent

authority in the university, brief the media about his/her academic

achievements and scientific findings.

11. Discussion on University Policies

University employees shall not indulge in any public criticism of the

university administration as is repugnant to the dignity of the university

employee, and cause or is likely to cause embarrassment to the administration

in its relations with its staff or the students of the university or the

Government or any other agency.

Provided, that this rule does not apply to recognized associations of University

employees from participating in discussions at any private meeting solely of

University employees on matters which affect the interests of such employees

individually or generally.


41

12. Taking part in Elections and Public Activities

A Regular employee of the University may stand for election or accept

nomination to Parliament/State Legislature/Local Bodies after obtaining prior

permission in writing from the University. The employees who are so

elected/nominated may not be required to resign from the University service but

they have to be on leave on loss of pay during the tenure of their membership.

Such employees should not hold any administrative positions or responsibilities in

the University during the period they are members of Parliament/State

Legislature/Local Bodies.

13. Vindication of acts and character of the University Employees

A university employee may not, without the previous sanction of the

Executive Council, have recourse to any court or to the press for vindication

of his/her public acts or character from defamatory attacks. In granting

sanction to the recourse to a court, the Executive Council will, in each case,

decide whether university will itself bear the costs of the proceedings or

whether the University employee will institute the proceedings at his/her own

expense and if so, whether in the event of a decision in his/her favour the

university will reimburse to him/her the extent of the whole or any part of the

costs. Nothing in this rule will limit or otherwise affect the right of any

university employee to vindicate his/her private acts or character.

14. Taking part in Strikes or similar activities

No University employee shall take part in any illegal strike or incitement thereto

or similar activity in connection with any matter pertaining to his/her service or to

any other matter which tends to bring the University to disrepute.

15. Bigamous Marriage

No university employee who has a surviving spouse shall contract another

marriage, notwithstanding that such subsequent marriage is permissible under

the personal law applicable to him/her for the time being.

16. Influencing superior authorities for furtherance of interest

No university employee shall bring or attempt to bring any kind of influence

to bear on any superior officer or a member of any university authority to

further his/her interests in respect of matters pertaining to his/her service in

the university.


42

17. Joining of Association by Employees:

No employee shall join or continue to be a member of an association the object or

activities of which are prejudicial to the interests of the University or public order,

decency or morality.

18. Demonstrations

No employee shall participate in any demonstration which is prejudicial to the

interests of the University, public order, decency or morality.

19. Any action of Criminal nature

No university employee shall involve in corruption or any action of criminal

nature, which is punishable under the general or special laws.

20. Other kinds of Misconduct:

In addition to the above, the following acts or omissions shall be construed as

misconduct on the part of an employee

1. Misconducts relating to duty:

a)Non-observance of duty:

Non-observance of any duty officially entrusted to an employee or any duty

which he/she is required to discharge under the office manual or other such

orders.

b) Non-performance of work

Failure or refusal by an employee to perform or carry out his/her job or the

matters incidental thereto.

c) Negligence of duty:

Failure to exercise reasonable care and skill in discharge of his/her duties.

d) Absence without leave:

Habitual absence from duty without leave or prior permission of the leave

sanctioning authority.

e) Late attendance:

Habitual late attendance to the duties on the part of the employee.

f) Illegal strikes go slow or work to rule:

Participation in any illegal strike or incitement of other employees to

participate in such illegal strike, resorting to methods like go slow or work

to rule in order to unduly pressurize the University administration.

g) Gherao:

Resorting to any gherao of any University Authority or Officer of the

University in order to compel such authorities/officers to concede the

demands of the employees.


43

2. Misconducts relating to Discipline:

(a) Any Acts of indiscipline:

Any act or omission on the part of the employee which tends to destroy

discipline in the office in which he/she is working or in the University in

general.

(b) Insubordination or disobedience of lawful orders:

Any act or omission on the part of the employee which may be construed as

insubordination or disobeying of the lawful orders given to an employee by

his/her superior.

(c) Riotous or disorderly behaviour:

To resort to violence by any employee such as closing of gates/doors,

fighting or assaulting or any other disorderly behaviour like abusing,

drunkenness, etc.

d) Damage to property or reputation:

Willful damage to the property, goods or reputation of the University or the

University authorities, including making grave allegations against any

University authority or officer knowing them to be false.

3. Misconducts relating to Morality:

(a) Theft or Misappropriation:

The acts of theft of University property or the property of any co-employees

or any kind of misappropriation, embezzlement of funds or breach of trust.

(b) Dishonesty and fraud:

Any wrongful act which amounts to dishonesty or fraud.

(c) Disloyalty:

Any act or omission which may be construed as disloyalty depending upon

the facts and circumstances of the case.

(d) Corruption:

Accepting bribes or illegal gratification from any one while in University

service.

e) Moral turpitude:

Any other act or omission which may involve moral turpitude on the part of

the employee.

21. The Vice-Chancellor shall decide the cases of infringement of the above

rules of this Ordinance after giving the employee concerned, a reasonable

opportunity to explain his/her case.


44

22. In addition to, and subject to the rules mentioned above, the provisions of

Andhra Pradesh Civil Services (Conduct) Rules, 1964, along with the

Government Orders and amendments issued thereon from time to time,

shall apply to all the university employees.

(This Ordinance was approved by the Executive Council vide Resolution

No.____ in the ____ meeting held on _________, and is effective from

____________.)


45

ORDINANCE-13 ORDINANCE ON DISCIPLINE AND APPEALS

In exercise of the powers conferred under clause (6) and (7) of Section 19 read with

Clause (l) of Section 53 of the Andhra Pradesh Universities Act 1991, the Executive

Council hereby makes this Ordinance in respect of Discipline and Appeal Rules.

1. Commencement:

This Ordinance on Discipline and Appeals shall be effective from a date on which

the Executive Council accords its approval.

2. Application:

This Ordinance shall apply to all employees of the University (other than those

employed only occasionally or subject to discharge at less than one month’s

notice or those borne on the contingent and work charged establishments) whether

temporary or permanent, appointed before, on or after the date specified in Rule 1

above, and including those on foreign service, except to the extent otherwise

expressly provided (a) by or under any law for the time being in force or (b) in

respect of any employee of the University by a contract or agreement subsisting

between such member and the University.

3. Penalties:

(a) The following penalties may, for good and sufficient reason and as

herein after provided, be imposed upon the employees of the University

who are found guilty of any misconduct as specified in the Ordinance

on Conduct Rules:

Minor Penalties:

i. Censure;

ii. Withholding of increment (non-cumulative);

iii. Recovery from pay of the whole or part of any pecuniary loss

caused to the University by negligence or breach of orders;

Major Penalties

i. Withholding of increment (cumulative);

ii. Withholding of promotion;

iii. Reduction to a lower rank in the seniority or to a lower post or to a

lower stage in the time scale;

iv. Suspension;

v. Compulsory retirement from University service on such terms and

conditions as the Executive Council may decide;

vi. Removal from the University service; and

vii. Dismissal from the University service.


46

(b) Explanations

i. Stoppage or postponement of increment on account of extension of

probation or stoppage of 2nd

increment of an employee in the time scale of

his/her pay on the ground of his/her unfitness, does not amount to

withholding of increments or promotion within the meaning of this Rule.

ii. A person, on whom the penalty of compulsory retirement is imposed, may

be granted, if the Executive Council so desires, such pension as it may

decide not exceeding that which would have been admissible to him/her if

he/she had been invalidated on medical certificate. The compulsory

retirement of a person from the University service shall, however,

disqualify him/her from all future employment in the University.

iii. The removal of a person from the University service shall not disqualify

him/her from future employment, but the dismissal of a person from the

university service shall disqualify him/her from future employment;

iv. (a) The discharge of a person appointed on probation, during period of

probation, or

(b) of a person engaged under contract in accordance with the terms of

his/her contract, or

(c) of a person appointed otherwise than under contract to hold a

temporary appointment, on the expiration of the period of the

appointment does not amount to removal or dismissal within the

meaning of this rule.

v. The penalty under (iii) of Minor Penalties may be imposed in addition to

any other penalty which may be inflicted in respect of the same negligence

or breach of orders.

4. Authorities to impose penalties:

The competent authority which may impose any of the penalties prescribed in

Rule (3) above shall be the authority in whom the power to make appointment of

the employee vests or any higher authority.

(a) The following is the table showing Authorities/Officers empowered to impose

punishments on employees and the Appellate Authority thereon, subject to the

provisions of Section 19 (25) of the Act:

Sl.

No. Nature of Punishment Authority/Officer

Empowered to punish

Appellate

Authority

01. Reduction in Rank Executive Council Chancellor

02. Suspension Executive Council Chancellor

03. Compulsory Retirement Executive Council Chancellor

04. Removal Executive Council Chancellor


47

05. Dismissal Executive Council Chancellor

06. Recovery of pecuniary damage Vice-Chancellor Executive

Council

07. Withholding of increments

with cumulative effect or

withholding of promotion

Vice-Chancellor Executive

Council

08. Withholding of increments

without cumulative effect

Vice-Chancellor Executive

Council

09. Censure Vice-Chancellor Executive

Council

(b) When lower authority had declined to impose a penalty in any case it shall not

debar a higher authority from exercising its jurisdiction under this Rule in respect

of the same case.

5. Minor Penalty:

Where it is proposed to impose on an employee any of the minor penalties

specified in Clause-3, a notice shall be issued and he/she shall be given an

opportunity, within a specified time, for making any representation that he/she

may desire to make and such representation, if any, shall be taken into

consideration before the order imposing the penalty is passed.

6. Procedure for imposing Major Penalties:

(a) No employee of the University shall be inflicted with any of the major

penalties specified above, except after an enquiry, in which he/she has been

informed of the charges against him/her and given a reasonable opportunity

of being heard in respect of those charges;

(b) Before any of the major penalties is imposed against an employee of the

University, it is desirable to give him/her a reasonable opportunity,

specifying a time period, to show cause against the disciplinary action which

is proposed to be taken against him/her.

(c) The Enquiry under Sub-Rule (a) shall be made by an Enquiry Officer who

shall be appointed by the

i. Executive Council, in the case of Teachers and Non-Teaching Staff

from the cadre of Assistant Registrar / other posts carrying the same

scale and above and he/she shall be a High Court Judge/District Judge,

in service or retired; (OR) an eminent educationist; (OR) A senior IAS


48

Officer or any retired IAS Officer (OR) any person who is well-versed

in University Administrative matters;

ii. Vice-Chancellor, in the cases of other university employees; the

Enquiry Officer shall be Judicial Officer of rank of District Judge /

Junior Civil Judge, any senior teacher of the University, or

Administrative Officer of the University or any other person having

administrative experience at senior level, in service or retired.

iii. The Executive Council / Vice-Chancellor may, in appropriate cases,

constitute an enquiry committee to conduct fact finding / preliminary

enquiry in order to ascertain the facts involved in the case so as to

proceed further.

(d) The cases of the University employees shall be presented before the

Enquiry Officer by such person as may be nominated by the Vice-

Chancellor.

(e) Wherever the Enquiry Officer is a university employee, he/she shall be a

senior in equivalent cadre or of higher cadre to the employee against

whom the enquiry is proposed.

7. Penalty to be imposed by Executive Council:

The Executive Council is empowered to impose any penalty deviating from the

recommendation of the Enquiry Officer.

8. Suspension:

(a) Any employee may be placed under suspension from the service by the

Vice-Chancellor pending investigation or enquiry into grave charges

where such suspension is deemed to be necessary in the interest of the

University. The suspended employee shall be eligible for subsistence

allowance as per Government of A.P. Rules.

(b) When any employee is suspended, the case shall be reported with a full

statement regarding such suspension together with the recommendations

of the Vice-Chancellor, to the immediate next Executive Council meeting

whose orders shall be final.

9. Communication of Punishments:

All orders of punishment shall state the grounds on which they are based and shall

be communicated in writing to the person against whom they are passed.

10. Appeal:

Every employee of the University shall be entitled to one appeal against an order

imposing on him/her any of the penalties specified in Rule 3, to the Chancellor if


49

such order was passed by the Executive Council and to the Executive Council if

such order was passed by the Vice-Chancellor, as the case may be.

11. Order on Appeal:

(a) In the case of an appeal under Rule 10, the appellate authority shall consider.

i. whether the facts on which the order was based have been established;

ii. whether the facts established afford sufficient ground for taking action;

and

iii. whether the penalty is proportionate to the misconduct proved to have

been committed and after such consideration, passes such order as it

thinks just and equitable having regard to all circumstances of the case.

(b) Any error or defect in procedure followed in imposing a penalty may be

disregarded by the appellate authority if such authority considers for

reasons to be recorded in writing that the error or defect was not material

and has neither caused injustice to the person concerned nor affected the

decision of the case.

12. Period of Appeal:

Every person preferring an appeal shall do so separately and within a period of 30

days from the date of serving of order, provided that the limitation of 30 days may

be condoned if day-to-day delay in preferring appeal is satisfactorily explained.

13. Procedure of an appeal:

Every appeal preferred shall contain all material statements and arguments relied

on by the appellant, shall contain no disrespectful language and shall be complete

in all respects. Every such appeal shall be submitted through the Head of the

Department / Office to which the appellant belongs to.

14. An appeal may be withheld by an authority not lower than the authority against

whose order it is preferred, if:

(a) It does not comply with the provisions of Rule (13); OR

(b) It is not preferred within thirty days from the date of service of the order

appealed against and no reasonable cause is shown for the delay; OR

(c) It is a repetition of a previous appeal and is made to the same appellate

authority by which such appeal has been decided and no new facts or

circumstances are adduced which affords grounds for re-consideration of

the case.


50

Provided in every case in which an appeal is withheld, the appellant shall

be informed of the fact and the reasons there for.

Provided further that an appeal withheld on account of only failure to

comply with the provisions of Rule (13) may be re-submitted at any time

within one month from the date on which the appellant has been informed

of the withholding of the appeal, and if re-submitted in a form which

complies with these provisions, shall not be withheld.

15. Forwarding of Appeal:

(a) Every appeal which is not withheld under these Rules shall be forwarded to

the appellate authority by the authority against whose order the appeal is

preferred with an expression of opinion.

(b) When an appeal is withheld under Rule (14) a copy of the order withholding

the appeal shall invariably be forwarded to the Registrar for placing it before

the appellate authority.

16. Calling for Appeal which has been withheld:

An appellate authority may call for any admissible appeal under these Rules

which has been withheld by a subordinate authority and may pass orders there on

as it considers fit.

17. Exceptions:

Nothing in these Rules shall operate to deprive any person of any right of appeal

which he/she would have had if these Rules had not been made, in respect of any

order passed before they came into force.

18. Saving:

An appeal that is pending at the time when, or preferred after, these Rules came

into force shall be deemed to be an appeal under these Rules, and Rule 11 shall

apply as if the appeal were against an order appealable under these Rules.

19. Instructions under Rule 6 (a) for the guidance of Enquiry Officer

(a) Oral enquiry or Personal hearing

Where it is proposed to impose major penalties specified above on an

employee, the grounds on which it is proposed to take action shall be

reduced to the form of a definite charge or charges which shall be

communicated to the person charged, together with a statement of

allegations on which each charge is based and of any other circumstances


51

which it is proposed to take into consideration in passing order in the case.

He/she shall be required within such reasonable time as may be specified

in the charge sheet (by the enquiring authority) to put in a written

statement of his/her defense and to state whether he/she desires an oral

enquiry or only to be heard in person.

(b) Perusal of Records:

The person charged shall be entitled for an access to official records

relevant for the purpose of preparing his/her defense provided that the

inquiring authority may for reasons to be recorded in writing, refuse

him/her such access if such records are strictly not relevant to the case.

(c) Findings without oral enquiry or personal hearing:

If within the prescribed time or such time, as the charging authority may

give, no written statement in defense is filed and no request in writing is

made for an oral enquiry or for being heard in person, the authority

conducting the enquiry may proceed to record the findings based on the

records available without holding any further enquiry.

(d) Oral enquiry and further written statement:

i. An oral enquiry shall be held if such an enquiry is desired by the

person charged. At that oral enquiry evidence shall be received and

recorded as to such of the allegations as are not admitted and the

person charged shall be entitled to cross examine the witnesses, if any,

on the basis of whose recorded evidence the charges might have been

framed, to give evidence in person and to have such witnesses called

as he/she may wish. Provided that the authority conducting enquiry

may for special and sufficient reasons to be recorded in writing refuse

to call such witness. After the enquiry has been completed, the person

charged shall be entitled to put in, if he/she so desires, any further

written statement of his/her defense.

ii. In an oral enquiry the employee against whom the charges are framed

shall have a right to be defended by any co-employee of the University

and in complicated cases he/she may be permitted to take the

assistance of an advocate to defend him/her.

iii. When the charged employee has absconded, or where it is for other

reasons to be recorded in writing, impracticable to hold an enquiry or

it became impossible to communicate with the charged employee, the

same fact shall be recorded and the Enquiry Committee / Officer

submit report on the basis of the evidence available on record.


52

(e) Personal hearing:

If the person charged desires to be heard in person without an oral enquiry

a personal hearing shall be given to him/her.

(f) Report of enquiry:

When the oral enquiry referred to in clause (d) or the personal hearing

referred to in clause (e) has been completed the proceedings of the enquiry

shall be forwarded to the authority ordering the enquiry. The proceedings

shall contain:-

i. The charges framed along with the grounds of the charges;

ii. Written statements filed in defense, if any

iii. Record of the evidence given during the oral enquiry or a

memorandum of the points urged during the personal hearing;

iv. A statement of the findings on the different charges and the ground

thereof.

(g) Further Written Statement:

After the authority competent to impose the penalty on perusal of the

findings of the enquiry shall supply a copy of the report of the enquiring

authority to the charged employee and call upon by a notice to file a

further written statement, if any, within a reasonable time not ordinarily

exceeding 10 days.

(h) Consideration of further representation:

Any representation submitted by the person charged with reference to

notice issued under clause (g) should be only on the basis of the evidence

adduced during the oral enquiry or the points urged during the personal

hearing and such representation shall be taken into consideration before

final orders are passed.

20. In addition to, and subject to the clauses mentioned above, the provisions of

Andhra Pradesh Civil Services (Classification, Control and Appeal) Rules, 1991,

along with the Government Orders and amendments issued thereon from time to

time, shall apply to all the university employees.



____________.)


53

ORDINANCE-14 RECOGNITION OF SERVICE ASSOCIATIONS

OF UNIVERSITY EMPLOYEES

In exercise of the powers conferred under Clause (40) of Section 19 read with Clause (l)

of Section 53 of the Andhra Pradesh Universities Act, 1991 (Act 4 of 1991), the Executive

Council hereby makes this Ordinance in respect of recognition of Service Associations of

University Employees.

1. Definitions:

In this Ordinance, unless the context otherwise requires:

(a) The term ‘University Employee’ shall mean the same as that defined

in the Ordinance on the University Employees Conduct Rules.

(b) ‘Service Association’ means a service association recognized or

deemed to be recognized under this Ordinance and includes a

federation or confederation of such service associations so recognized.

(c) ‘Member’ means a member of Service Association.

3. Recognition of Service Association:

The Executive Council may, for the purpose of enabling the University

Employees to make any representation regarding their conditions of service and

matters pertaining thereto for any redressal, recognize any service association if it

satisfies the following conditions, namely:-

(a) The service association shall consist of either a distinct class of University

Employees or a union of such classes. Employees belonging to such class or

classes shall be eligible for membership of the association.

(b) The service association is formed primarily with the object of promoting the

common service interests of its members.

(c) The funds of the service association consist exclusively of subscriptions from

members and grants, if any, made by the University and are applied only for

the furtherance of the objects of the service associations.

(d) No person, who is not University Employee, shall be a member or an office-

bearer, or be associated or connected with the service association or its

affairs.


54

4. Withdrawal of Recognition:

(a) The Executive Council may withdraw the recognition accorded to any

service association after giving an opportunity to that association for making

a representation against such withdrawal, if the service association:

i. deviates from the terms and conditions subject to which it is recognized by

the University;

ii. engages or assists in engaging in any illegal strike or a violent demonstration

of a type which would lead to disorder or other similar activity or incitement

thereto;

(b) Nothing in the aforesaid clauses shall apply to any meeting which is

exclusively of a social, literary and cultural character.



____________.)


55

ORDINANCE-15

DISCIPLINE, HEALTH AND WELFARE OF STUDENTS OF

THE UNIVERSITY.

This Ordinance shall apply to all the students of the University admitted into the

University College(s), Constituent College(s), P.G. Centers or any of the affiliated colleges of

this University.

Student Discipline:

1. The students are required to maintain absolute discipline inside and outside the class

rooms and conduct themselves in such manner as to uphold the dignity of the University.

2. The Principals of the Colleges/Special Officers of P.G. Centres (hereafter called the

Principal/Special Officer) shall have the complete power for the maintenance of

discipline among students in their respective institutions including hostels wherever

maintained.

3. The following acts or omissions shall be deemed to be misconduct on the part of a

student, which attracts punishments, such as suspension or expulsion from the College:

a) Irregular attendance/unauthorized absence from classes.

b) Misbehavior in the class room.

c) Use of cell (mobile) phones in the class rooms.

d) Resorting to violence of any kind.

e) Unauthorized stay in the hostels.

f) Participating and inciting other students to participate in strikes, demonstrations

or hunger strikes which are likely to cause breach of peace or which are intended

to pressurize the administration or bring down the reputation of the institution.

g) Non-observance of rules in the Library such as maintenance of silence, proper

borrowing of books, causing damage to the books or journals, etc.

h) Causing willful damage to any property of the University/College.

i) Gambling, Smoking, consuming alcohol or other intoxicating drinks or drugs

within the premises of the University/Hostels.

j) Organizing meetings on the basis of religion, community or party politics.

In exercise of the powers conferred under Section 53 (j) of the Andhra Pradesh

Universities Act 1991 (Act 4 of 1991), the Executive Council hereby makes this

Ordinance in respect of Discipline, Health and Welfare of Students of the University.


56

k) Ragging of any kind within the meaning of the “Prohibition of Ragging in

Educational Institutions Act 1997” as amended from time to time and any

instructions received from UGC.

l) Eve-teasing or sexual harassment.

m) Misconduct in the examinations as prescribed in the Regulations on

Examinations.

n) Any other act or omission as may be notified by the Executive Council or

the Principal of the College from time to time.

4. The Principal either suo motu or upon a complaint lodged with him/her that a student has

committed a breach of conduct rules, shall enquire or cause such enquiry, as he/she thinks

necessary, to be conducted to decide the genuineness of the charge(s) leveled against any

student. Pending such enquiry, the Principal may suspend such student(s) on prima facie

evidence.

5. If the student is found guilty of any misconduct in the enquiry, in which he/she is given a

reasonable opportunity of hearing, the Principal shall have the power to impose any of

the following punishments, which shall be proportionate to the gravity of the misconduct.

a) Warning

b) Forfeiture of Attendance.

c) Suspension from the college and/or hostel.

d) Expulsion from the college.

6. In case of expulsion of any student as punishment, the student or his parents/guardians

shall have a right to appeal to the Executive Council within a period of 30 days from the

date of receipt of orders of expulsion. The Executive Council thereupon may call for a

report from the Principal concerned and dispose of the appeal either by modifying or

confirming the punishment. Further, the Executive Council shall have the power to

rusticate the student from the University in exceptional circumstances on the

recommendations of the Principal concerned.

7. Students shall communicate their grievances/ representations only to the Principal

through proper channel, whenever necessary.

Health of Students:

8. It shall be the responsibility of the Principal/ Management of the College to ensure annual

medical check-up of all the students.

9. The University shall establish a Health Centre on the campus, with qualified

doctor/doctors, which shall attend to the general medical needs providing treatment for

minor ailments.


57

Student Welfare:

10. The University and the managements of all affiliated colleges shall take steps to provide

the following facilities for the welfare of the students.

a) Drinking water.

b) Sanitation

c) Waiting Halls for men and women students

d) Recreation facilities

e) Canteen

f) Wi-Fi facility

11. The University shall provide for an insurance cover for all the students admitted into the

University college(s)/P.G.Center by collecting the necessary premium at the time of

admission.

12. In addition to the fellowships and scholarships granted by the Central Government, UGC

or the State Government, the University Executive Council or the Managements of

affiliated colleges may institute such fellowships or scholarships as they deem necessary

and feasible.

13. Each college shall undertake to arrange and promote co-curricular, extra-curricular

activities and cultural programs.

14. The Principals shall ensure active participation of students in youth festivals,

competitions in sports, games, debates, cultural activities, etc., organized at various

levels.



____________.)


58

ORDINANCE-16 UNIVERSITY EXTENSION BOARDS/ACTIVITIES.

1. In addition to the Teaching and Research activities, the University shall also carry on the

Extension activity in the following areas:

i. National Service Scheme (NSS).

ii. Sports Board.

iii. Human Resource Development Cell.

iv. National Cadet Corps (NCC).

v. Jawahar Knowledge Regional Centre.

vi. Centre for Community Social Responsibility.

2. National Service Scheme (NSS):

i. The National Service Scheme in the University area shall function under the general

supervision of a PROGRAMME COORDINATOR to be appointed by the University

by following the procedures laid down in the scheme from time to time.

ii. NSS activities in the University area are to be undertaken with the funds made

available by the Government of India/Government of Andhra Pradesh.

iii. There shall be a University NSS Advisory Committee to advice on program planning

and development under the Chairpersonship of the Vice-Chancellor.

iv. The composition of the University NSS Advisory Committee is as follows:

a) Vice-Chancellor : Chairperson

b) Commissioner of Administrative Division,

NSS or his/her representative : Member

c) Registrar : Member

d) Secretary of Education / Director of Youth Services : Member

e) Head of the concerned NSS Regional Centre : Member

f) TOC / TORC Coordinator : Member

g) Three Faculty members from the University : Members

h) Four Principals of Colleges : Members

In exercise of the powers conferred under Section 53 (k) of the Andhra Pradesh Universities

Act 1991 (Act 4 of 1991), the Executive Council hereby makes this Ordinance in respect of

the Constitution, Powers and Duties of University Extension Boards.


59

i) One or Two NSS students’ representative (s) : Member(s)

j) One or Two Program Officer(s) : Member(s)

k) State Liaison Officer, National Service Scheme : Member

l) 5 Representatives from concerned Govt./Non-

Governmental Organizations involved in youth programs

/social work/rural development work at divisional /

district level. : Members

m) Finance officer : Member

n) Program Coordinator – NSS : Member-Secretary

v. The NSS Advisory Committee shall be the apex body which shall carry on the

following functions:

i. To review the NSS activities in the University area.

ii. To ensure NSS student strength and release of allocated grants to its units

in colleges.

iii. To approve the NSS Budget for each year.

vi. The Advisory Committee shall meet at least twice a year to review, plan and monitor

the NSS activities.

vii. The NSS Program Coordinator shall discharge the following functions:

(a) To assist and guide the NSS units for implementation of NSS Programs at

college level.

(b) To help in organizing camps, training and orientation programs for the NSS

leaders.

(c) To visit the NSS units for monitoring and evaluation.

(d) To ensure implementation of NSS regular activities and special camping

programs.

(e) To ensure timely release of grants to colleges.

(f) To submit the reports and returns to Program Adviser, Regional Centre, State

Liaison Officer and TOC / TORC.

(g) To ensure selection of new Program Officers as per guidelines and ensure their

orientation within the stipulated period.

(h) To submit half yearly reports and other information required to Government of

India, Regional Centre and State Liaison Officer in the prescribed proforma.


60

(i) To have liaison with Regional Centre, State Liaison Officer and TOC / TORC

for the implementation of NSS programs.

(j) To bring out documents and reports on the achievements of NSS.

viii. Appointment of Program Officers:

(a) The NSS Program Coordinator shall arrange for the appointment of Program

Officers for each unit in a college on the basis of the proposals received from

the Principals of the respective colleges, with the approval of the Vice-

Chancellor.

(b) The tenure of a Program Officer shall be two years.

(c) Each Program Officer, who has to maintain a unit consisting of 100

volunteers, shall be responsible for the conduct of regular activities and special

camps in coordination with the Principals concerned, village officials and

NGOs.

(d) The Program Officers shall be eligible for honorarium as provided in the

scheme.

ix. Activities of the N.S.S.:

(a) The activities of NSS are as follows:

(i) Regular activities

(ii) Special camps

(iii) Organising Youth Festivals, Youth Leadership Training Programs and

Blood Donation camps.

(b) The regular activities of the NSS shall include community service in adopted

villages/slums and campus development projects.

(c) (i) Special camps form an integral part of NSS providing opportunities to the

students for group living, collective experience sharing and constant interaction

with community.

(ii) Broad areas of activity in special camps include Environmental Enrichment,

Health and Family Welfare, Nutrition Program, Improvement of Status of

Women, Social Service Programs, Production Oriented Programs and Relief

and Rehabilitation work during natural calamities.

(iii) The duration of the special camps shall not be less than a period of 10 days.


61

3. Sports Board:

i. There shall be a Sports Board in the University with the following aims and

objectives:

(a) To formulate the policies, rules and regulations of the Sports activities of the

University.

(b) To organize and conduct the Inter-University Tournaments entrusted by the

Inter-University Sports Board of India.

(c) To organize and control the Inter-Collegiate Tournaments.

(d) To recognize affiliated Colleges for the purpose of Inter-Collegiate Tournaments.

(e) To select the University teams.

(f) To propose the Budget for the Sports activities.

(g) To conduct trials and organize coaching camps.

(h) To conduct selection trials of the Indian Universities teams entrusted by AIU and

to conduct the coaching camps.

(i) To invite and co-ordinate with Sports Authority of India, Sports Authority of

Andhra Pradesh to promote sports of the University Sector.

(j) To establish centers of Sports Excellence on the university Campus

(k) To promote sports outreach programs in the university area.

(l) To approve the Inter Collegiate Sports Calendar of the University.

ii. Sports Board shall consist of the following members:

(a) Office Bearers:

Ex-officio:

1 Chairperson Vice-Chancellor

2 Vice-Chairperson Rector

4 Secretary Director of Physical Education

5 Treasurer Registrar

6 Ex-officio Member-1 Principal, ANU College of Physical Education &

Sports Sciences

7 Ex-officio Member-2 Finance Officer


62

Nominated Members:

iii. The tenure of the Sports Board shall be one year.

iv. (a) The Sports Board shall meet once in a year normally during the months of July/August.

(b) The quorum for an ordinary meeting to be conducted with 10 days notice shall be six

members.

v. (a) There shall be Zonal Co-ordination Committees to co-ordinate the zonal level Inter

Collegiate Tournaments and the selection trials at zonal levels.

(b) Each Zonal Coordination Committee shall consist of the following members:

(i) Chairperson : Principal of an affiliated college to be chosen by the Vice-

Chancellor from among those nominated to the Sports Board.

(ii) Zone Convenor : Zonal Convenor of the Zone concerned.

(iii) Ex-officio Member: Secretary, Sports Board or his/her nominee.

vi. There shall be cash awards to the Medal Winners at the Inter University

Tournaments, as determined by the Executive Council on the recommendations of

the Sports Board.

vii. The Secretary, Sports Board, with the approval of the Vice-Chancellor (Chairperson

– Sports Board), may nominate the Managers and Coaches for the University

Teams participating in the Inter University Tournaments.

viii. The Secretary, Sports Board shall assist the Director, Directorate of Admissions in

the admission of students into sports quota for various courses of study.

1 University College

Principal

One Principal of any University College

2 North Zone

Representatives (Two

members)

Principal and Physical Director of a College in

North Zone

3 South Zone

Representatives (Two

members)

Principal and Physical Director of a College in

South Zone

4 Representatives of

Women’s College (Two

members)

Principal and Physical Director of a Women’s

College

5 Special Member Director of Physical Education of any other

University.


63

4. Human Resource Development Cell:(HRD Cell)

i. The University shall establish a HRD Cell for rendering various types of services

relating to career guidance and placement of students and undertake training and skill

development programs for the University staff.

ii. The Vice-Chancellor shall appoint one of the teachers of the University as Director

and another teacher as Assistant Director of the Cell.

iii. The HRD Cell shall be provided with the necessary secretarial and supporting staff.

iv. The Director and Asst. Director shall be responsible to carry out the various types of

activities specified below in order to ensure that the prescribed objectives of the Cell

are effectively achieved under the guidance of the Rector of the University.

v. The following shall be the objectives of the HRD Cell:

(a) To give personal guidance to the students in the building up of their career.

(b) To motivate and help the students in building up their cherished career at

higher levels.

(c) To maintain the register of students and employers seeking mutual help

relating to employment.

(d) To conduct campus interviews.

(e) To help students in securing practical training facilities in companies and

organizations for undergoing training.

(f) To help students in getting stipend during training program.

(g) To help the Departments and University as a whole in securing Memoranda

of Understanding (MOUs) from reputed companies and organizations.

(h) To undertake exchange programs with different Universities and

organizations at national and international levels.

(i) To enrich the quality and efficiency of the employees of the University in

the discharge of their functions and duties.

vi. In order to achieve the aforesaid objectives, the HRD Cell shall undertake the

following activities:

(a) To conduct Students’ Meets.

(b) To organize Seminars, Workshops, etc. for students to improve their

communication skills, computer skills, employability, etc.


64

(c) To arrange campus interviews to the students of various departments.

(d) To act as a liaison for entering into M.O.Us between the University and

Industries.

(e) To coordinate the work relating to the publication of College-wise Students’

Placement Broucher in the University.

(f) To organize Yoga training classes for staff and students.

(g) To organize Personality Development programs which include leadership

training.

(h) To conduct in-service training and refresher programs to the non-teaching

employees of the University.

vii. The Executive Council shall have power to levy placement fee to be collected every

year from all the students in the University in order to meet the expenditure on the

activities of the cell.

5. National Cadet Corps (NCC):

The University Colleges may establish separate NCC units, which shall function as

per the guidelines of the NCC authorities.

6. Jawahar Knowledge Regional Centre:

The University shall establish and maintain Jawahar Knowledge Regional Centre for the

purpose of providing employability skills and improving career opportunities.

7. Centre for Community Social Responsibility

Centre for Community Social Responsibility shall be established with a view to empower

the community by providing awareness on social issues, problems and by organizing

educational, capacity building and skill development programs with special focus on the

socio-economically disadvantaged and vulnerable sections of the society. The Centre will be

headed by a Coordinator appointed by the Vice-Chancellor from among the teachers of the

University.

(a) Objectives of the Centre

(i) To create awareness of self-worth and dignity of individuals among the

disadvantaged and vulnerable sections.

(ii) To create awareness on various social issues pertaining to different groups of the

society.


65

(iii) Networking with Government and NGOs for undertaking various community

outreach and extension activities.

(iv) To provide facilities for improving the living conditions of the poorer sections of

society.

(v) To stimulate self-reliance and self-development in local communities.

(vi) To encourage, train and enable local people to assume community responsibilities.

(vii) To encourage all segments of society irrespective of caste, creed, religion or

economic situation to cooperate with each other for achieving long-term

development.

(b) Programs of the Centre

(i) Awareness programs on various social issues.

(ii) Income generation activities.

(iii) Health camps.

(iv) Skill development programs,

(v) Program on positive living for People Living with HIV/Aids (PLHAs).

(vi) Nutritional awareness programs.

(vii) Personality development programs.

(viii) Recreational programs for victims of human trafficking.

(ix) Exhibition cum sale of goods produced by the trainees.

(x) Capacity building programs for various groups depending upon the societal needs.

(xi) Programs for the physically challenged.

(xii) Conducting of skill development workshops for students and youth.

(xiii) Conducting seminars, symposia and workshops on themes conducive to promoting

community social responsibility.

8. The University may create other Extension Boards / Activities as and when required keeping

in view the societal needs.


the Resolution No.____ in the ____ meeting held on _________, and is effective from

____________.)


66

ORDINANCE-17

TIME LIMIT TO APPEAL AGAINST THE DECISIONS OF THE

VICE-CHANCELLOR

In exercise of the powers conferred by Clause (5) of Section 13 of the Andhra Pradesh

Universities Act, 1991 (Act 4 of 1991), the Executive Council hereby makes the ordinance on

time limits to appeal against the decisions of the Vice-Chancellor.

1. Section 13(5) of the Act provides that the Vice-Chancellor shall have the power to

interpret the provisions of the Act, the Statutes, the Ordinances and the Regulations.

2. This provision of the Act further provides “Any person or authority aggrieved may,

within such time as may be prescribed by an Ordinance, appeal to the Chancellor”.

3. This Ordinance hereby prescribes that such aggrieved person or authority may prefer an

appeal against such decision of the Vice-Chancellor to the Chancellor within a period of

30 days from the date of receipt of the order of the Vice-Chancellor against which appeal

is preferred.

4. If the interpretation was given outside the Executive Council meeting, the appeal shall be

forwarded to the Chancellor through the Executive Council.



____________.)

Acharya Nagarjuna University Draft Regulations - 2017

1

REGULATION-1 ADMISSIONS INTO P.G. COURSES OF STUDY

These Regulations are made by the Academic Senate in accordance with Section

25(2)(i) read with Section 55(1) (b) and (c) of the A.P. Universities Act, 1991 (Act No.4

of 1991).

1.1 General

1. Admissions into the P.G. courses of study in the University College(s) and its

P.G. Centre(s) and Affiliated Colleges other than Autonomous Colleges shall be

made by the University either through an Entrance Test or on the basis of marks

obtained in the qualifying examination.

2. There shall be a Directorate of Admissions in the University which shall be

entrusted with the work relating to admissions into P.G. courses of study, other

than the courses for which A.P.S.C.H.E. organizes State level admissions.

3. (i) The Executive Council on the recommendations of the Vice-Chancellor will

appoint one of the Teachers of the University, ordinarily not below the rank of

Associate Professor, as the Director of Directorate of Admissions.

(ii) The Vice-Chancellor may also appoint Addl./Deputy/Asst. Directors from

among the teachers of the University to assist the Director.

(iii) The remuneration payable to the Director and others associated with the

Directorate shall be determined by the Vice-Chancellor.

(iv) The Director may engage the supporting staff required with the prior

approval of the Vice-Chancellor.

4. The functions of the Director of Directorate of Admissions shall be as laid down

in the Ordinances.

5. The Tuition and other fee payable by the candidates admitted into various P.G.

courses of study shall be as determined by the Executive Council/Government

from time to time. In case of Management Quota seats/Supernumerary seats

permitted in respect of P.G. Courses offered by the affiliated colleges, 50% of

tuition fee prescribed by the University from time to time has to be remitted to

the University by the colleges. The Directorate of Admissions has to pursue for

the remittance of this amount to the University and transfer the collected amount

to the general Fund Account of the University (as per Executive Council

Resolution No. 4.07 dt. 30.11.2010.

6. The admissions into PG courses shall be made by following the rules of

reservation as notified by the Government of A.P. from time to time and also by

following the rules relating to local and non-local candidates.

7. The admission into P.G. courses of study offered by minority colleges shall be in

accordance with the Government Orders issued from time to time.

8. P.G. degree holders of a particular course (M.A., M.Sc., M.Com.) are not

entitled for admission into the same course in the University Colleges and

A.N.U. P.G. Centre, Ongole. However, a P.G. Degree holder who wishes to


2

pursue another P.G. course in a different discipline is not eligible for hostel

admission, any scholarship and exemption of any fees.

9. The students who are admitted into various P.G. courses are not entitled to pursue

any other full time course concurrently.

10. There is no age restriction for admission into any P.G. course. However, those

candidates who crossed 30 years for OC, 34 years for BC, SC and ST will not get

any fee reimbursement under the existing rules of the Government of Andhra

Pradesh.

11. The attendance at classes by all the students admitted into various P.G. courses is

compulsory. The minimum attendance required for eligibility to attend the

University examinations shall be as prescribed in the Regulations of the

University.

12. All admissions made into various P.G. courses of study are provisional and are

liable for cancellation, if the certificates relating to qualifications or social status

are found to be defective.

13. Fee concession/reimbursement of Tuition fee allowed to the candidates

belonging to different social and economic status shall be in accordance with the

Government orders in force at the time of admission.

14. (a) The candidates selected for admission shall be issued with an allotment letter

by the Director based on which candidates shall be admitted into

College(s)/PG Centres concerned on payment of fee by way of DD in favour

of the Director, Directorate of Admission.

(b) The Director shall arrange to send the fees collected from the admitted

students to the respective Colleges soon after the closure of admissions.

(c) The fee paid by the candidate may be refunded by the Director to the

admitted candidates who vacate the seats before closure of admissions,

irrespective of filling-up of the concerned vacancy, after deducting the

processing charges as may be determined by the Vice-Chancellor.

1.2. Admission of International Students:

15. There is a provision of 15 per cent of sanctioned strength in each course as

supernumerary seats (over and above the existing sanctioned strength in each

course) for the admission of International Students in all the courses offered by

the University Colleges and P.G. Centre at Ongole.

16. Admission of International Students in the University Colleges, P.G. Centre at

Ongole and in Affiliated Colleges is made by the Director, International Students

Cell (ISC), established in the University campus.

17. Applications from International Students are processed based on the general

eligibility criteria approved for each course for the admission of Indian students.

However, the International Students seeking admission into

PG/Professional/Ph.D. Courses are exempted from appearing for Entrance Tests,

such as ANUCET for PG Admissions, ICET for MBA/MCA admissions,

EAMCET for B.Tech./B.Pharm./B.Arch. admissions, Entrance Test for

admission into Research Programs, etc.


3

18. The equivalence of the qualifications the International Students possess so as to

decide their eligibility for admission into the PG Courses of the University shall

be decided either based on the equivalence already established by the

Association of Indian Universities, New Delhi or by referring the matter to the

respective Chairpersons of the Boards of Studies of the University.

19. The syllabi, course structure and rules and regulations of discipline, attendance,

conduct of examinations, evaluation and certification approved for the Indian

students shall be the same to the International Students also.

20. The Course Fee/Hostel Fee in respect of International Students shall be as

decided by the University from time to time.


4

REGULATION-2 EQUIVALENCY OF QUALIFICATIONS

These Regulations on Equivalency of qualifications is made by the Academic Senate

under Section 55 (1) (b) of the A.P. Universities Act, 1991 (Act No.4 of 1991).

1. The equivalency of qualifications from other Boards/Universities shall have to be

established for the following purposes:

2. (i) Admissions into various courses of study in the University and its affiliated

colleges.

(ii) Appointments/promotions of employees including teachers made by the

University and its affiliated colleges.

(iii) The examination conducted by A.P. Board of Intermediate Education, 10+2

Examinations of CBSE and ICSE are recognized by this University as

qualification for admission into various degree courses of this University.

(iv) In the case of any other qualification claiming to be equivalent to the

Intermediate course, the equivalency certificate shall have to be obtained from

the Board of Intermediate Education, Andhra Pradesh.

(v) (i) The Degrees issued by any University/Institution, which is recognized by

UGC, shall be treated as equivalent to the Degrees of this University.

(ii) The Degrees issued by any University established by an Act of A.P. State

Legislature shall be treated as equivalent to the Degrees of this University.

(iii) In case of degrees issued by Foreign Universities, equivalency may be

considered based on recommendations of AIU (Association of Indian

Universities).

(iv) In case of specific degrees of Indian Universities recognized by UGC

also, wherever necessary, equivalency may be referred to AIU or to local

statutory bodies.

(v) In case of non-recognition of Acharya Nagarjuna University degrees by any

Indian University, the University will take up this issue with such University.

(vi) In cases of admission into years/semesters other than the first year/semester,

for the establishment of the equivalency of courses/subjects studied and

examinations passed by the candidate in the earlier year(s)/semester(s), the

matter may be referred to the Chairperson(s) of the Board of Studies

concerned who will certify the equivalency or otherwise.


5

These Regulations are made by the Academic Senate in accordance with the provisions

under Section 19 (20) (32) (40) ; 55 (1) (c) (d) of the Act (Act No. 4 of 1991)

3.1 ADMISSIONS

Notification regarding the admissions into 1st year degree courses for any academic

year shall be published 15 days in advance to the date of re-opening of the college.

The last date for receipt of applications shall be at least 20 days after publication of

Intermediate results. Admissions shall however be completed by 16th

August every

year.

The following is the common procedure to be followed by all the Principals of

Degree Colleges in respect of admissions.

(1) The advertisement or notification shall indicate the date of re-opening of the

college, the last date for receipt of applications, the details of the available

courses of study and the procedure for obtaining and submitting applications.

(2) There shall be a gap of at least two weeks between the date of notification

regarding admissions to the degree courses and the last date for receipt of

applications.

(3) The following is the procedure to be strictly followed as regards the sale and

receipt of application forms, the scrutiny of applications and the preparation of

merit lists.

(a) The serial number of application forms sold the names of candidates and the

payment of application fee shall be clearly recorded in a special register.

(b) The dates on which applications are submitted in the college office, the serial

numbers of application forms, the names of applicants with the details of

their categories, their marks in the qualifying examination, the course of

study with the group subject for which they apply and such other important

details shall be properly recorded in another special register based on the

information contained in the special Register to be maintained as per (iii) (a)

supra.

(c) The college Principal shall appoint a committee consisting of five members

of the teaching staff with one of them acting as the Convener. He/she should

entrust the committee with the scrutiny of applications, the preparation of

selection lists and waiting lists strictly in accordance with the rules and

regulations for admission. The selection lists and waiting lists shall be

prepared strictly in the order of merit, course-wise, group-wise and medium-

wise taking the candidates who passed the qualifying examination in one

attempt first as per the order of preference herein indicated and then the

candidates who passed the qualifying examination compartmentally in the

same order of preference.

REGULATION-3 ADMISSIONS, ATTENDENCE AND TRANSFERS OF

STUDENTS FOR UNDER GRADUATE COURSES


6

(d) The Committee shall submit the lists to the Principal, along with a written

statement certifying that the lists have been prepared according to the rules

and regulations for admission to degree courses strictly adhere to the rules of

reservation as prescribed by government from time to time.

(e) The Principal shall ensure that the lists are bulletined invariably on the

college notice board and intimate to the selected candidates individually.

The procedure proposed to be followed shall be indicated clearly in the

prospectus/application form. The Principal will be personally held

responsible for any deviation or lapse in the procedure of admissions.

(4) The first selection list for sanctioned strength, the second selection list for the

number of vacancies available after the admissions are made from the first

selection list and the waiting list for double the number of vacancies remaining

after the second selection list should invariably contain the aggregate marks and

the percentage of marks obtained by each candidate in all the subjects of the

qualifying examination put together. Admissions shall be made based on the

aggregate marks obtained by the candidates in all the subjects of the qualifying

examination. The order of preference is as follows: 1. I Class, 2. II Class, 3. III

Class, 4. Compartmental.

The waiting list for double the number of remaining vacancies shall be placed on

the notice board on the next working day after the last date of admission for the

candidates from the second selection list. The candidates on the waiting list shall

be asked to be present in the college at a given time and date, giving a maximum

of one week‘s time from the last date of admissions of the candidates from the

second selection list.

Every admission in the college shall be made from the duly filled in applications

received within the last date prescribed by the college for receipt of applications

and from the selection/waiting lists prepared in the order of merit and invariably

exhibited on the notice board of the college.

(5) The rules of reservation shall be strictly followed in making the admissions.

(6) There shall be a gap of seven days between the dates of notification of the

selection lists and the corresponding dates of admission. Every college shall

indicate in its prospectus/application form, the mode of communication

regarding selection for admission.

(7) Any admission made in violation of these rules is liable for cancellation.

(8) The Principals are requested to arrange to inscribe the following information in

the form of a rubber stamp on the reverse of the pass certificate of the qualifying

examination of all the candidates admitted into the degree courses. Admitted as a

regular student into I-year/II-year/ III-year degree during the year 201__ -

201___.

This is suggested to prevent students from pursuing two courses during the same

academic year. Hence, the Principals shall strictly follow this procedure. No

student shall study two or more courses during the same academic year and such

admissions shall be cancelled, whenever noticed.

(9) The above rules and procedures are formulated with a view to assist and

encourage the affiliated degree colleges in making admissions into degree


7

courses based on a uniform and foolproof procedure and to add to the functional

effectiveness of the colleges.

The University considers the effective and complete implementation of the above

rules and procedures as essential to improve the administrative and academic

performance of the colleges.

3.2 NOMINAL ROLLS

(a) Nominal rolls of candidates admitted into first year degree courses shall be sent

to the University for every academic year, within one week from the last date of

admissions into I Year course, without fail i.e. one week from 16th

August each

year. This forms the basis of nominal rolls of I Year candidates for year-end

Examinations.

(b) Nominal rolls of second and third year students shall be submitted so as to

reach the University by the 1st of October every year including the particulars of

the students admitted on transfer from other colleges.

3.3 ELIGIBILITY CRITERIA FOR ADMISSION INTO B.A./B.COM. /B.SC./ B.C.A./

B.B.A./ B.H.M. COURSES:

As per existing norms, the qualifying examination for admission to any of the

various degree courses is the two-year Intermediate public examination held by the

Board of Intermediate Education, Andhra Pradesh and 10 + 2 examinations of CBSE

and ICSE or their equivalent examination recognized by the University.

Admissions to the various degree courses shall be made on the basis of the

fulfillment of the following conditions.

(1) B.Sc. Courses: Candidates who opt for any combination of group subjects in the

B.Sc. course shall have studied at least two subjects of the group in the qualifying

examination i.e. the group subjects opted for in the degree courses and the group

subjects studied in the qualifying examination shall have at least two subjects in

common. However, in the case of group combinations with Mathematics in the

B.Sc. course, the candidates shall necessarily have opted Mathematics as one of the

group subjects in the qualifying examination.

(i) Specifications of Eligibility:

Sl.

No

Group subjects in B.Sc.

Course

Group subjects in qualifying examination

(Intermediate or its equivalent as

recognized by A.N.U.

(1) Mathematics, Physics &

Chemistry

Mathematics, Physical Sciences


Electronics



Comp. Sc.

Mathematics, Physics & Comp. Science or


(4) Mathematics, Statistics &

Computer Science

Mathematics, Physics & Computer Science or

Mathematics, Physical Sciences or

Mathematics, Economics and Commerce


8


Geology


(6) Physics, Chem. & Geology Biological Sciences and Physical Sciences or

Mathematics and Physical Sciences

(7) Chemistry, Botany &

Zoology

Biological Sciences and Physical Sciences

(8) Chemistry, Zoology &

Fisheries



Geology


(10) Chemistry, Zoology &

Geology



Agriculture


(12) B.Sc. Home Science Inter Home Science students shall be

preferred Biological Science and Physical

Sciences students may then be admitted.

(13) Micro-Biol, Bio-Chem. and

Aquaculture

Biological Sciences and Physical Sciences.

(14) Botany, Genetics &

Chemistry


(15) Micro-Biol., Bio-Chem. and

Applied Nutrition & Public

Health


(16) Botany, Bio-Chemistry

& Fisheries.


(17) Botany, Chemistry &

Agriculture


(18) Botany, Chemistry & Bio-

Chemistry


(19) Botany, Microbiology &

Bio-Chemistry


(20) Bio-Chemistry, Zoology

&Chemistry


(21) Botany, Genetics &

Biochemistry


(22) Geology, Physics &

Chemistry

Biological Sciences and Physical Sciences or

Mathematics and Physical Sciences

(23) Botany, Bio-Technology &

Chemistry


(24) Mathematics, Electronics &

Computer Science


(25) Mathematics, Statistics &

Physics


(26) Microbiology, Bio-Chemistry

& Chemistry



9

(27) Microbiology, Bio-Chemistry

& Nutrition


(28) Microbiology, Botany &

Nutrition


(29) Microbiology, Industrial

Chemistry & Botany


(30) Physics, Chemistry &

Optical Instrumentation


(31) Mathematics, Chemistry &

Petrochemicals


(32) Zoology, Bio-technology &

Chemistry


(33) Bio-technology, Bio-

Chemistry & Chemistry



Electricals & Electronics


(35) Microbiology, Bio-

Technology & Chemistry


(36) Bio-Informatics, Bio-

Chemistry & Computer

Science

Mathematics, Physics & Computer Science or


(37) Bio-Informatics,

Biochemistry & Statistics

Mathematics, Physics & Computer Science.

or


(38) Bio-Informatics,

Biotechnology & Statistics

Mathematics, Physics & Computer Science.

or


(39) Bio-Informatics, Botany &

Chemistry


(40) Bio-Informatics, Zoology &

Chemistry


(41) Botany, Chemistry & Plant

Protection


(b) In case of the following new combinations approved by the University, the

University shall decide the eligibility of subjects studied in the qualifying

examination for admission to different group combinations of B.Sc., course.

(ii) List of new Combinations approved (Vide 68th Academic Senate meeting,

dt. 22-3-2013).

1. Chemistry Physics Computer Science

2. Chemistry Mathematics Computer Science

3. Chemistry Statistics Computer Science

4. Chemistry Zoology Computer Science

5. Chemistry Botany Computer Science

6. Geology Physics Computer Science

7. Geology Mathematics Computer Science


10

8. Mathematics Physics Applied Chemistry

(MPAC)

9. Mathematics Physics Instrumentation (MPI)

10. Mathematics Physics Geology with special

reference Groundwater

(MPGGWP)

11. Mathematics Physics Chemistry, Soil

Chemistry

12. Mathematics Physics Chemistry, Analysis of

Foods &

Water (MPCAFW)

13. Mathematics Statistics Defense Studies

14. Chemistry Human Genetics Zoology

15. Chemistry Human Genetics Botany

16. Botany Human Genetics Zoology

17. Botany Statistics Chemistry

18. Botany Chemistry Forestry

19 Botany Agriculture Chemistry

20 Botany Zoology Statistics

21. Botany Zoology Bio-Chemistry

22. Bio-Chemistry Human Genetics Botany

23. Bio-Chemistry Human Genetics Zoology

24. Zoology Agriculture Chemistry

25. Zoology Statistics Chemistry

26. Geology Chemistry Geography

27. Geography Mathematics Chemistry

28. Geography Physics Chemistry

29. Mineral Beneficiation Geology Chemistry

30. Mineral Beneficiation Geology Material Handling

31. Mathematical Physics Chemistry. Agro-chemicals

32. Mathematical Physics Chemistry Soil Sciences

33. Botany Chemistry Horticulture or

Forestry

34. Botany Zoology Horticulture

35. Botany or Chemistry Home Sciences Zoology

36. Botany or Chemistry Nutrition & Dietetics Zoology

37. Environmental Science Chemistry Botany

38. Environmental Science Chemistry Zoology

39. Environmental Science Chemistry Fisheries

40. Environmental Science Chemistry Geography

41. Environmental Science Chemistry Geology

42. Environmental Science Bio-chemistry Botany

43. Environmental Science Bio-chemistry Zoology

44. Environmental Science Bio-chemistry Microbiology

45. Micro-biology Chemistry Botany


11

46. Micro-biology Chemistry Zoology

47. Bio-Technology Bio-chemistry Botany

48. Bio-Technology Bio-chemistry Zoology

49. Bio-Technology Bio-chemistry Human Genetics

50. Bio-Technology Bio-chemistry Mathematics

51. Bio-Technology Physics Mathematics

52. Bio-Technology Botany Zoology

53. Bio-Technology Chemistry Zoology

54. Bio-chemistry Agriculture Chemistry

55. Zoology Chemistry Aquaculture

56. Zoology Botany Aquaculture

57. Industrial Chemistry Physics Mathematics

58. Engineering Geology Mathematics Physics

& Geo-Exploration

59. Engineering Geology Mathematics Chemistry

& Geo-Exploration

60. Engineering Geology Physics Chemistry

& Geo-Exploration

61. Energy Science Mathematics Physics

62. Botany Zoology Fashion Designing

63. Zoology Chemistry Computers

64. Botany Zoology Hotel Management

65. Zoology Chemistry Nutrition

66. Zoology Chemistry Beautician Course

67. Botany Chemistry Horticulture

68. Botany Zoology Accounting

69. Botany Zoology Computers

70. Mathematics Computer Science Multimedia

71. Mathematics, Computer Science Fashion Designing

72. Physics, Statistics Computer Science

73. Mathematics, Computer Science Instrumentation

74. Physics, Multimedia Computer Science

75. Computer Science Fashion Designing Nutrition

76. Mathematics Electronics Computer Science

77. Tally Multimedia Web designing

78. Computer Science Hotel Management Fashion designing

79. Botany Zoology Computer Science

(2) B.Com./B.B.A./B.A./B.C.A/B.H.M Courses: All those who passed Intermediate

examination or its equivalent examination recognized by the University are

eligible to apply. Selection of candidates for admission shall however be made as

per the following criteria.

(a) B.Com. & B.B.A. Courses:

Those who have studied Commerce as one of the group subjects in the

qualifying examination shall be preferred for admission into the B.Com. and


12

B.B.A. courses. Non-Commerce (Science/Arts) students shall not be admitted

beyond 20% of the sanctioned strength of the B.Com. course wherever such

applicants are available. Where non-Commerce applicants are not available,

seats shall be filled by students with Commerce background only. Similarly, in

case of non-availability of sufficient number of Commerce applicants, the non-

Commerce students may be allotted seats over and above 20% of sanctioned

strength.

(b) B.A. Course:

(i) Those who studied all the three group subjects being offered in B.A. at the

qualifying examination shall be preferred for admission in B.A. course. Those

with two common group subjects and those with one common group subject

get next preference in that order. The applicants of categories other than these

three categories i.e., those who studied Science or Commerce subjects in the

qualifying examination, will be admitted up to the extent of 20% of the

sanctioned strength in B.A. course wherever such applicants are available.

Where applicants of the latter category are not available up to the extent of

20% of sanctioned strength, the seats will be filled by candidates of former

three categories. Similarly, in case of non-availability of sufficient number of

applicants of former three categories the applicants of the latter category may

be allotted seats over and above 20% of sanctioned strength.

(ii) In case of admission into B.A. course with Mathematics, Economics and

Statistics combination, only such candidates who have studied Mathematics in

the qualifying examination are eligible.

(3) Other Conditions:

(i) Qualifying Exams: The University shall inform the colleges from time to

time regarding the examinations that it has recognized as equivalent to the

Intermediate examination besides 10 + 2 examinations of CBSE and ICSE,

for purpose of admission into degree courses. In case information regarding

the equivalency position of a particular qualifying examination is not

available with any college the matter may be referred to the University for

clarification.

(ii) Medium of Instruction: For admission to English Medium degree course,

preference shall be given to those who studied the qualifying examination in

English Medium. For the seats, if any, remaining unfilled, candidates of

other media in the qualifying examination may be considered for admission

provided they secure at least 40% marks in English in the qualifying

examination. If vacancies still exist, then candidates of other media with less

than 40% marks in English in the qualifying examination may be considered

for admission.

(iii)Admissions must be within the sanctioned strength: Under any

circumstances, admission shall not be made beyond the sanctioned strength.

No request for ratification of admissions beyond the sanctioned strength shall

be entertained and the Principals making such excess admissions shall be

doing so at their own risk only. Colleges resorted to admissions over and

above the sanctioned strength shall be penalized.

(4) Extra seats:


13

The principals of affiliated colleges are required to make admissions for the

sanctioned intake only. In case extra seats are required, they shall not admit

candidates without obtaining prior permission of the University. In such

cases the Principals shall invariably make an endorsement on the request of

the student that the seat shall be provided if and only if the University

sanctions an extra seat.

3.4 TRANSFERS: (i) ADMISSIONS ON TRANSFER FROM COLLEGES AFFILIATED TO

OTHER UNIVERSITIES BEFORE THE LAST DATE OF ADMISSIONS IN

RESPECT OF DEGREE COURSES:

Students seeking admission on transfer from colleges affiliated to other

Universities can be given admission within the sanctioned strength only with the

prior permission of the University. Such admissions shall be considered only in

the following cases:

(a) Children of the employees who are working in Government, Semi-

Government, Quasi-Government/Public Sector undertakings,

Corporations, Banks etc., and are transferred from other places to the

Acharya Nagarjuna University area.

(b) Married girls coming from outside the University area, provided that

their spouses/in-laws are working in Government, Semi-Government,

Quasi-Government, Public Sector undertakings, Corporations, Banks,

etc. located within the University area.

(c) For girls who are married during the course of study and whose spouses

residences are located within the University area provided they submit

evidence regarding the date of marriage and location of residence of the

spouse.

(d) Children of employees of private organizations will be considered,

provided the case is supported by a photocopy of the transfer order given

on the letter head or with the seal of the organization concerned, clearly

stating the two places between which the transfer is affected.

Submission of evidence of reporting for duty at the place of transfer is

also necessary.

(e) Children of non-employees who shifted their residence from one place to

another or who wish to bring their children to the place of residence of

parent/guardian must submit residence/nativity certificates of the

parent/guardian signed by the concerned Tahsildar in support of the case

along with a copy of Aadhar card of the student and that of the

parent/guardian.

The Principals shall forward such applications of the above candidates so

as to reach the University office by 15th

September every year for grant of

permission along with a copy of the syllabus followed in the parent University

(provided the syllabus is other than common for the entire State) and the marks

lists of the examinations passed in the parent University available with the

candidate. This is necessary to enable the University to decide syllabus

equivalency. If the marks lists are not yet received by the candidate from the

parent University. Certificate from the Principal of the parent college regarding

examinations for which he/she has appeared in the parent University and the

result therein, if published, must be submitted along with the transfer application.

The Principal of the college into which the candidate is seeking admission on

transfer shall clearly certify that the admission is within the sanctioned strength.


14

In case of admissions on transfer from other Universities, the candidates

shall attach the Migration Certificate of the Parent University in original to the

first examination application submitted to the Acharya Nagarjuna University. A

copy of the letter of permission for transfer issued by the University shall also be

attached to the first examination application submitted to the University.

A candidate, whose transfer into the University area from other University

area has been approved, shall pay transfer fee and fee towards Recognition and

Matriculation as prescribed by the University by way of S.B.I. online challan

payable to Acharya Nagarjuna University Affiliated colleges‘ fee collection –

online A/c.

If any candidate has studied part of the course in other University area

during the current academic year, the concerned candidate shall enclose a request

for combination of attendance in the transfer application itself by enclosing

S.B.I. challan towards the fee prescribed payable to Acharya Nagarjuna

University Affiliated Colleges Fee Collection A/c – online a/c. The Principal

shall invariably make a clear recommendation for combination of attendance

besides other points on the candidate‘s application. The permission letter for

combination of attendance issued by the University shall be attached to the first

examination application submitted to the University.

Such candidates shall submit attendance certificate from the Principal of

the parent college for the period studied in that college during the current

academic year to the Principal of the college which they have joined on transfer

to enable him/her to combine attendance.

(ii) ADMISSIONS ON TRANSFER FROM ONE COLLEGE TO ANOTHER

COLLEGE WITHIN THE UNIVERSITY AREA:

There shall not be any transfer from one college to another in the same

station/town within the University area. Applications of students coming on

transfer from one college to another college located in two different

villages/towns/cities within the University area for admission into II and III years

only shall be allowed. The Principals are authorized to make such admissions

within the sanctioned strength before the date prescribed by the University for

the purpose, subject to the following conditions.

(a) There shall be no change in the group combination and the medium of

instruction.

(b) The candidates must pay a transfer fee for Rs.600/- or such sum as may

be prescribed by the Executive Council from time to time by way of SBI

online challan to Acharya Nagarjuna University Affiliated colleges fee

A/c (online A/c).

(c) In the case of candidates who have partially completed the course work

during the academic year in the college in which they studied prior to

transfer, the Principals can admit such candidates, but the candidates,

after admission must submit applications for combination of attendance

through the Principal of the College to the Registrar, Acharya Nagarjuna

University along with online challan receipt of SBI for the prescribed

fee. A copy of the permission letter for combination of attendance

issued by the University must be enclosed to the examination application

of the candidate.


15

Such candidates shall submit attendance certificate from the Principal of

the parent college for the period studied in that college during the current

academic year to the Principal of the college which they have joined on transfer

to enable him/her to combine attendance.

The Principals are authorized to make these admissions every year up to

15th

September only. Beyond this date, the Principals shall not make any

admission on transfer.

3.5 ATTENDANCE RULES:

(i) Monthly attendance particulars of all the students shall be notified along

with cumulative figures in all Colleges/Departments.

(ii) Every student shall be required to put in at least 75% of the theory classes

and 90% of practicals to enable him to obtain a certificate of attendance to

appear for the University Examinations. The absence of a student without

permission for any single hour in a day would result in the loss of

attendance for half day.

(iii) In case of students falling short of the required attendance on account of

(a) unavoidable reasons such as illness, supported by an application at the

time of actual illness and a Medical Certificate by an authorized Medical

Officer not less than a Civil Surgeon approved by the Principal or (b)

activities like N.C.C.., N.S.S., S.S.L., Inter-University tournaments, Inter-

University debates, etc., the Principal of the College may recommend

condonation of attendance up to 50% of attendance for theory and 75% for

practicals on payment of prescribed fee, if he is satisfied with the progress

of the student. However, no condonation can either be recommended or

sanctioned if a student is absent for more than 50% of the working days in

any year.

(iv) The shortage of attendance, if any, will be notified on the notice board by

the Principal of the College at the end of each term. A student who should

absent himself shall apply for leave to the Principal of the college.

Application for leave for absences which can be foreseen sufficiently in

advance shall be submit on the previous working day and permission

taken before leave is availed.

(v) The Principal of the college shall place himself/herself in communication,

wherever necessary, with parents or guardians of the students who are

very backward and do not show any improvement or whose attendance is

very irregular or whose conduct is unsatisfactory. The names of students

found incorrigible even after the warning may be removed from the rolls

after intimation to the parents or guardians.

(vi) Students of the college going on strike or in any way found guilty of

serious indiscipline shall automatically forfeit their scholarships, fee

concessions, etc., and those forfeited shall not be restored. Their names

will not be recommended for such benefits by the college.

(vii) Students going on strike or in any way found guilty of serious breach of

discipline, if they are residents of the attached hostels, shall be required to

quit the hostels at 12 hours‘ notice and they shall not ordinarily be re-

admitted to the privileges of residence in the hostel. In case they are


16

permitted for re-admission, they shall pay fresh admission fees. Students

indulging in violence to self or others or use coercion, direct or indirect,

such as hunger strike, for enforcing their will on the college or University

are liable to be punished.

(viii)The Principal may inflict various punishments in the general interests of

the students or the institution concerned such as cash fine, loss of

attendance, loss of term certificates, suspension, expulsion or he/she may

take such other action as he/she deems necessary for the maintenance of

discipline in the institution.

3.6 RULES FOR MARKING AND CONSOLIDATING ATTENDANCE:

(1) Attendance for students shall be marked by every teacher engaging a

class whether it is a regular class or an extra class.

(2) If any student is absent even for one period on any half-day, he/she shall

be considered as absent for the entire half day.

(3) All days on which the students may go on strike and boycott the classes,

or attend classes but leave the class room in the middle of a class, shall

be regarded as working days to calculate the percentage of attendance.

(4) Half days on which the classes are cancelled by the Principal or Head of

the Department under a written notification shall not be counted as

working days. Likewise, any day on which majority members of the

teaching staff, non-teaching staff, students etc., could not attend college

on account of bundhs shall not be counted as working days.

(5) If any student is absent for any periods or days on account of his being

engaged on a valid extracurricular activity, he shall be given attendance

for the periods or days of absence provided --

(a) he/she gives before-hand a letter stating the reasons for his/her

intended absence and the duration for which he/she will be absent;

and

(b) he/she submits within one week of his attending college after such

absence, a certificate signed jointly by the Officer related to the

extracurricular activity and the Principal condoning his/her absence.

(6) Valid extracurricular activities for which attendance can be

claimed by the students as per Rule-(5) are such as participation in

sports, competitions, undergoing training for participation in such

competitions.

(7) Condonation of attendance at the end of the year on grounds

of ill-health will be entertained only if the students who may be

continuously absent for more than a week because of ill health

produces a medical certificate within one week of his attending

college after such absence. Any medical certificate produced at the

end of the year when applying for condonation, will not be treated as

a valid certificate.

3.7 GUIDELINES FOR THE PREPARATION OF ATTENDANCE AND

PROGRESS CERTIFICATES:

(1) Attendance certificates shall be forwarded to the University at least 15

clear days before the commencement of University Examination.


17

(2) While preparing the attendance and progress certificates alphabetically

and group-wise, the procedure followed in the preparation of nominal

rolls may be adopted.

(3) Forwarding of attendance and progress certificates in piecemeal

manner shall be avoided.

(4) The attendance and progress certificates shall be in the form prescribed

by the University.

(5) While forwarding the attendance and progress certificates, the names

of the candidates who have put in 75% of attendance and above,

between 50% and 75% and below 50% should be given separately.

Those students who do not put in 50% of attendance shall be required to

repeat the course in the next academic year to make themselves eligible to appear

for the University examinations.

3.8 ADMISSION OF CANDIATES WITH BREAK IN CONTINUITY OF

STUDIES:

Re-admission after discontinuation will be permitted only on the

following grounds in the next academic year.

(1) Health grounds for which a medical certificate issued at the time of illness

should be produced from a medical officer not below the rank of a Civil

Surgeon at the time of illness.

(2) Transfer of parent from the University area, on production of certificate

either from the employer or Tahsildar of the Mandal.

(3) Family calamities, on production of a certificate from the competent

authority.

(4) Marriage of a girl student on production of evidence for the same.

(v) The Principals shall be permitted to make such readmission of the students in

the existing strength only based on the relative attendance and merit to

repeat the course in the next academic year itself, without referring to the

University.

(vi) The Principals shall be authorized to condone the break in study only on the

above grounds to a maximum of one year and admit students only in II and

III Years in the existing strength. No extra seats shall be allowed to

candidates either on transfer or on readmission due to discontinuation or

break of study. The Principals are responsible for any violation of the rules

on this subject. The fee prescribed shall be collected from each such student

by way of online challan payable to Acharya Nagarjuna University

Affiliated Colleges fee collection A/c (On-line A/c) in SBI and the challan

may be sent to the Affiliation section for record under intimation to the

Controller of Examinations.

3.9 CHANGE IN COURSE OF STUDY, MEDIUM OF INSTRUCTION

AND GROUP COMBINATION:

(a) Change in course of study, medium of instruction and group

combination even within the same college shall not be made after

closure of admissions in any academic year. Requests from the

candidates or their parents shall not be forwarded to the University by

Principals under any circumstances. Such requests shall be rejected at

the college level itself.


18

(b) Change in medium of instruction from Telugu medium to English

Medium shall be entertained only in case of candidates on transfer [refer

Transfer (1). a,b,c,d,e], provided seats in Telugu Medium are not

available in the college concerned. Change from English medium to

Telugu medium shall be permitted at the time of transfer, if there is no

vacancy in English medium section.

(c) Change in group combinations will be permitted in the 2nd

year at the time

of transfer only in case of subjects without practical component,

provided the transfer is valid one and provided further that the concerned

group combination is not available in the college in which case the

candidate shall be required to pass the earlier examinations of the

University in the subject in which change is permitted.

(d) The candidates, who have been permitted for change in group

combination or medium of instruction, shall be required to pay by way

of SBI online challan payable to Acharya Nagarjuna University

Affiliated Colleges Fee Collection A/c (On-line A/c).

(e) No change in medium of instruction and group combinations, as per the

above norms, shall be effected by the Principals except with the prior

approval of the University.

3.10 Others:

(i) Similar regulations as provided for in the hand books of the University

Colleges shall be followed in the case of P.G. Courses.

(ii) In the case of professional courses the role framed by the regulatory

authorities concerned be strictly followed.

(iii) In the absence of regulations indicated at (2) above, the University may

make its own regulations.


19

REGULATION-4 CENTER FOR DISTANCE EDUCATION

These Regulations are made by the Executive Council and the Academic Senate in

accordance with the Provisions of Sections 19 (24) and 25(2)(j) read with Section 55

(1) (d) of the A.P. Universities Act 1991 (The Act).

4.1 General

1. There shall be a Centre for Distance Education (CDE) in the University:

(i) to provide learner – centric quality education with a broader area of

operation free from restrictions of time and location,

(ii) to spread education to larger sections of population by taking education

to the door steps of the people living even in remote and far-flung areas

without geographical boundaries,

(iii) to develop a viable alternative to the traditional formal system of

education.

2. The Centre for Distance Education (CDE) shall function under the overall

control of the University Administration, subject to Statutes, Ordinances and

Regulations of the University.

3. (i) The CDE shall be headed by a Director to be appointed from among the

Teachers of the University by the Executive Council on the

recommendations of the Vice-Chancellor.

(ii) The Vice-Chancellor shall have the power to appoint Additional Director

and/or Deputy Directors from among the teachers of the University to assist the

Director in the discharge of his/her functions.

(iii) The above functionaries shall remain in office for such period as may be

decided by the Vice-Chancellor.

(iv) The remuneration and other perquisites of the functionaries of the CDE shall

be as determined by the Executive Council from time to time.

4. The Budgetary provisions of the CDE shall be shown separately as Part VI of the

University Budget.

5. (i) The CDE shall provide facilities to the candidates admitted into various

courses as determined by the University on the recommendations of the

Advisory Committee.

(ii) The Advisory Committee for the CDE shall be a broad-based one consisting

of the following:

(a) Vice-Chancellor as Chairperson

(b) Rector

(c) Registrar

(d)Two Deans of Faculties, nominated by the Vice-Chancellor from among

the Faculties covering the courses offered by the CDE.

(e) Two external Members/Directors of similar Institutions.

(f) The Additional Directors, CDE

(g) Dean, College Development Council

(h) Finance Officer as special invitee

(i) Coordinator (Examinations), CDE as special invitee

(j) Other special invitees as decided by the Vice-Chancellor and

(k) The Director, CDE as Convener.

6. The Advisory Committee shall meet as frequently as necessary.


20

7. (i) The Advisory Committee shall recommend on the following matters:

(a) issuance of admission notification;

(b) fixation of fee for various courses and break up of examination fees;

(c) the approval of share of remuneration payable to study centres for

conducting theory/ practical classes, the conduct of practical

examinations, Viva-voce examinations, etc.

(d) fixation of Non-Refundable Registration Fee payable by the Study centers

for the courses sanctioned to those centres;

(e) other policy matters relating to opening of study centres outside the State

and outside the country;

(f) the proposals to introduce e-learning material, production of multimedia

education CDs, DVDs, etc;

(g) the proposals to improve student support services or teaching learning

techniques, and

(h) the establishment of study centres and examination centres.

(i) the proposals for introducing online mode of education, examination and

evaluation.

7 (ii) The Advisory Committee shall also:

(a) Review the activities of Centre for Distance Education.

(b) Suggest measures to improve the performance and enrolment.

(c) Assess the requirement of staff both Regular and Contract basis.

(d) Recommend the Academic Calendar for the courses offered by CDE, A.N.U.

(e) Finalize the list of courses that are going to be offered.

(f) Propose new courses for consideration by the Core Board of Studies.

8. There shall be a Core Board of Studies attached to the CDE which shall consist

of the following members:

(i) Vice-Chancellor as Chairperson

(ii) The Director as its Convenor

(iii) Additional Directors as members

(iv) All Deans of Faculties of ANU

(v) Two Executive Council members to be nominated by the Vice-

Chancellor

(vi) Director of Distance Education Centre of any other University.

(vii) Two Industrialists in the University area.

(viii) Chairpersons of PG BOS of subjects concerned.

(ix) Chairpersons of UG BOS of subjects concerned.

(x) Special invitees as decided by the Vice-Chancellor.

9. The Core Board of Studies shall make recommendations on the following to the

CDE:

(i) Feasibility of introducing different courses of study that are identified by the

Advisory Committee.

(ii) Appointment of Expert Committees.

(a) To finalise the courses that are identified by Advisory committee under

the distance mode to obtain approval of the Academic Senate.

(b) To appoint expert committees for suggesting eligibility for admission into

various courses, detailed syllabi, rules and regulations for admissions,

contact classes and examinations including online mode.

(c) To suggest modifications of syllabi and other rules and regulations for

examinations, preparation of model papers, panels of experts for paper

setting and evaluation.

(d) To prepare schedules for contact program classes.

(e) To engage in periodical review of the ongoing programs and suggesting

the remedial measures for ensuring the quality.


21

(f) To review schedules for the conduct of practical, student assignments,

records, lab work, field work, project reports, internal assessments, viva-

voce examinations, etc.

10. The Director shall deal with the following matters after obtaining approval of the

Vice-Chancellor:

(i) to issue of notifications, announcement of programs, fixation of fees,

fixation of dates for various activities as approved by the appropriate bodies.

(ii) to arrange for selection of University Study Centres and Coordinators; issue

of appointment orders for Counselors and other supporting staff, conduct of

training camps/orientation courses/workshops for Counselors, Coordinators

and office staff as per the budgetary provisions and availability of funds.

(iii) to issue necessary orders pertaining to the schedules of contact programs,

special classes, summer/winter classes, extension lectures, audio and video

lessons etc.

(iv) to issue orders of appointment of course writers and editors for the

preparation of course material and revision of the same and appointment of

assignment-adjudicators from the lists approved by Vice-Chancellor,

considering the suggestions made by the expert committee/ course

coordinator.

(v) to issue orders and making payments in all cases of appointments made as

above according to the procedures laid down as per the financial regulations

of the University.

(vi) to conduct entrance examinations, eligibility tests, etc., for admissions,

wherever necessary, and the conduct of University examinations subject to

Statutes, Ordinances and Regulations made in this behalf by the University.

(vii) to make necessary arrangements for the staff at the study centres for

carrying out various activities of the Centre and make payments as per the

financial regulations of the University.

(viii) to maintain separate account for the Centre and operation of the account

in the style of ―Centre for Distance Education Account‖ operated jointly by

the Director and the Asst. Registrar (Finance & Accounts) deputed by the

University.

(ix) to maintain fixed deposits and withdrawal of the same in the nationalized

banks as identified by the University in the name of the Registrar, as per the

orders of the Vice-Chancellor.

(x) to entrust the printing work other than the question papers to various printing

presses according to the procedure laid down by the University.

(xi) to depute staff or visit in person various study centers/Personal Contact

Programs (PCPs) and Universities/other Institutions whenever required

for discharging official work.

(xii) to make payments of remuneration for preparing and editing course

material, contact classes, sitting allowances for attending the CDE works,

staff honorarium at study centers/PCPs, valuation of assignments, etc. on par

with rates prescribed for similar work in the Examination branch of the

University.

(xiii) to publish journals, newsletters, reports, booklets, pamphlets, posters and

edit the contents of the same or appoint editorial staff and take necessary

steps for providing proper publicity to the activities of CDE and give

academic orientation to its programs with the prior approval of the Vice-

Chancellor.

(xiv) to enter contracts or agreements with other similar institutions in matters

relating to course material sharing, inter-university collaboration on

research, training, teaching, publication, discussion-groups, workshops and


22

any other academic activity with the prior approval of the Executive

Council.

(xv) to undertake purchases of the required items or equipment from Government

approved shops/Manufacturers/Authorized dealers or other approved

agencies, whenever necessary, as per the budgetary provisions, duly

following the other Regulations of the University.

(xvi) to initiate the action for introducing the new courses and place the matter

before the appropriate academic bodies for approval.

(xvii) to issue office orders and entrusting work to other officials of the CDE.

(xviii) to constitute sub-committees, whenever necessary with the prior approval

of the Vice-Chancellor.

(xix) signing of the cheques and authorizing online payments relating to all

activities from the account separately maintained for the CDE in the joint

operation as prescribed in (viii) supra.

13. Apart from the powers and functions as stated above, the Director shall take all

necessary steps and initiate action on all such matters deemed necessary for

fulfilling and the accomplishing the objectives of distance education, subject to the

provisions made in the Statutes, Ordinances and Regulations of the University.

14. The Director shall be a special invitee at the meetings of the following bodies:

i. Meetings of the Heads of the Departments of University Colleges.

ii. Principals of the affiliated colleges.

iii. Selection committee for the appointment of staff for the Centre for Distance

Education as Head of the Department.

15. The CDE shall have the following Administrative Divisions to ensure effective

administration by officials taken on deputation from the University service. All

these divisions shall work under the direct control of the Director, Centre for

Distance Education.

(A) Academic Affairs Division

(B) Material Production and Delivery System Division

(C) Examinations Division.

(D) Student Support Services Division

(E) Administration and Accounts Division.

16. The functions and duties discharged by the above Divisions shall be as follows:

A. Academic Affairs Division:

This division mainly deals with the work of academic matters pertaining to the

courses launched by the CDE and consists of Assistant Professors, Associate

Professors, Professors as Course Coordinators. The main functions of the division

are:

(i) Procurement of books, journals, magazines, audiovisual aids and news

papers to the library and maintenance of the same

(ii) Collecting information from various institutions offering similar

programs

(iii) Restructuring the existing programs by inserting the latest developments

(iv) Coordinating all developmental activities by arranging meeting of

coordinators concerned

(v) Coordinating the activities of Study Centres / PCPs

(vi) Conducting the meetings of Core Board of Studies and implementing its

recommendations after getting approval of competent authority.


23

(vii) Conducting the meetings of the Advisory Committee of CDE and

implementing its recommendations after getting approval from the

competent authority.

(viii) Issuing admission notifications for Calendar/Academic year

admissions.

B. Material Preparation and Distribution System Division:

(i) Storing and safeguarding of all manuscripts

(ii) Arranging meetings of course writers/editors for course material

preparation.

(iii) Arranging proof reading by the listed proof readers

(iv) Undertaking printing and other related works, while ensuring the supply

of materials as per the schedule

(v) Maintenance of stock registers of course material, stationery, papers and

all other items in the stores

(vi) Submitting report on the position of material inventory to the Director

(vii) Dispatch of course material, intimation letters, certificates, application

forms, notifications and other communications

C. Examination Division:

The Examination Division of the CDE will consist of two Wings viz.,

Confidential Wing headed by Coordinator (Examinations) and Examination

Wing headed by Joint Registrar/Deputy Registrar. These two Wings will

discharge the following functions in the pre-conduct, conduct and post-

conduct stages of Examination work:

(a) Confidential Wing:

(i) Question Paper setting and printing

(ii) Distribution of Question Papers to the Examination Centres

(iii) Collection of Answer Scripts from the Examination Centres

(iv) Coding and decoding of Answer Scripts

(v) Arranging for valuation of Answer Scripts

(vi) Forwarding of award lists to the Examination Wing for processing

of results.

(b) Examination Wing:

(i) Preparation of examination time table

(ii) Allotment of Examination Centres and appointment of Chief

superintendents

(iii)Preparation of galleys and hall tickets and sending the same to the

Examination Centres

(iv) Distribution of Blank Answer Books to Examination Centres

(v) Conduct of Examinations through appointing Chief Superintendents

(vi) Processing/Publication of results, preparation and distribution of

marks lists, Provisional Certificates, Original Degrees and other

certificates relating to examinations.

D. Student Support Services Division:

(i) Listing eligible candidates for examinations and receiving the filled-

in examination applications.

(ii) To maintain good public relations while responding to all enquiries

from the students

(iii) Publishing the activities of the Centre

(iv) Issuing advertisements, news items and reports

(v) Providing information to students on all matters of Centre for

Distance Education.


24

(vi) Attending to correspondence from students and sending necessary

information/clarifications required by Post/Telephone/through email.

E. Administration and Accounts Division:

(a) General Administration

(i) Supervision of staff, service conditions

(ii) Receiving all tappals from the post office

(iii)Distribution of tappals to various sections after proper entries in the

registers.

(b) Accounts

(i) Preparation of the budget and monitoring of the revenues and

expenditure of the CDE and PCPs / Study Centres

(ii) Collection of receipts and maintenance of relevant records and

registers for the same

(iii) Calculating the share payable to Study Centres/PCPs and making

remittances accordingly.

(iv) Maintenance of book of Accounts, indent books, orders and

expenditure statements

(v) Preparation of Monthly/Quarterly/Annual statements of Accounts/

reconciliation of the same with Bank Pass books for the CDE

Accounts.

17. The functions and responsibilities of all the divisions of CDE may be modified

on the recommendation of the Advisory Committee by the appropriate authority

of the University.


25

EGULATION-5 CONDUCT OF EXAMINATIONS

These Regulations are made by the Executive Council and the Academic Senate as per

Section 19 (10), (11) and (32), Section 25 (2) (j), (m) and Section 55(c) of the A.P.

Universities Act, 1991 (Act No. 4 of 1991) respectively.

5.1 General

1. The University shall conduct examinations for each course of study for its

students, including the students of affiliated colleges, at the end of each

year/semester, for those who have received instruction and maintained the

attendance prescribed by the Academic Senate, so as to enable them to obtain

their respective degrees.

2. The administrative set up for the Examination Branch will be as decided by the


3. The Rector shall be the overall in charge of the Examination related activities.

The routine files relating to procedure get terminated at the level of Rector. Only

issues of policy and files of confidential nature will be placed before the Vice-

Chancellor for decision.

4. The work in the Examination Branch shall generally be carried out in three

stages, namely pre-conduct, conduct and post conduct stages.

5.2 PRE-CONDUCT STAGE:

5. The work in pre-conduct stage shall be divided between Controller of

Examinations (CE)/Additional Controller of Examinations (ACE) and the Co-

Ordinators in the following manner.

(a) Controller/ Additional Controller of Examinations:

(i) Issuance of Notification of Examination with the permission of the Vice-

Chancellor.

(ii) Framing of Time-table.

(iii) Getting the Nominal Rolls prepared.

(iv) Preparation of Hall-tickets.

(v) Verification of attendance and other eligibility conditions

(vi) Scrutiny of applications.

(vii) Verifying the correctness of examination fee paid by each candidate by

matching the number of papers/practicals applied for semester-wise/year-

wise with examination fee prescribed together with certificate fee, if any,

by running a computer software program while processing nominal rolls

data by incorporating appropriate columns therein and thereby arriving at

total fee for all semesters/years put together payable by individual

candidates so as to verify it against the fee actually paid so that the

shortfall, if any, in examination fee paid as against fee payable can be

detected and measures can be taken to collect dues from the concerned

candidates/Colleges.

(viii) Getting the approval of the Rector for finalizing the examination centres,

appointment of Chief Superintendents, payment of entitlement charges to

the examination centres and Printing of examination stationery.

(ix) Distribution of blank answer scripts to examination centres.


26

(b) CO-ORDINATORS:

(i) Work relating to paper setting.

(ii) Printing of the Question papers/preparation of Question Papers in CD

form.

(iii) Distribution of Question papers to the examination centres.

(iv) Work relating to the establishment of equivalencies through Academic

Section.

(v) Maintenance of Question Paper Banks.

(vi) Arranging the meetings of the Principals for discussing examination

related matters in consultation with CE/ACE.

6. A Notification shall be issued for the conduct of every examination calling for

applications in the prescribed form, intimating the date of commencement of

Examinations, which shall ordinarily be in conformity with the Academic

calendar already approved, along with the last dates for payment of Examination

fee with or without late fee, as fixed by the Executive Council.

7. The notification inviting applications for examinations shall ordinarily be issued

at least one month in advance of the date of commencement of examinations.

8. The Principals of the University and the Affiliated Colleges shall be responsible

for the following:

a. Proper filling up of and the correctness of the Examination application

forms,

b. Collection and remittance of the Examination fee to the University as per

the rates prescribed.

c. Returning the corrected Extracted Nominal Rolls (ENRs)/ Gallies to the

C.E./A.C.E. office within 10 (ten) days in respect of year-end examinations

and 2 (two) days in respect of semester-end examinations from the last date

for payment of fee with penalty/late fee.

d. Issuance of Hall-tickets to the students at least three days in advance of the

date of commencement of examinations.

e. Submission of list of detained/ineligible candidates to the CE/ACE along

with gallies together with the reasons for detention.

9. The C.E. /A.C.E. office shall be responsible for the following:

a. Determining the eligibility of candidates including fulfillment of rule of

attendance as prescribed for different courses of study.

b. Verifying the correctness of payment of Examination fee.

c. Submitting the corrected ENRs to the Computer Centre entrusted with the

processing of results.

d. Ensuring the issuance of Hall-tickets, through the Principals, to only the

eligible candidates after sending the finalized Nominal Rolls received from

the computer centre to the colleges.

10. The C.E. /A.C.E. shall ensure that the required examination stationery is

dispatched well in advance to the examination centres.

11. The C.E. /A.C.E. shall take steps to get back the unused examination stationery

from examination centres.

12. The Co-ordinators shall obtain the particulars relating to the number of Question

Papers required from the Computer Centre/s.


27

13. The Co-ordinators shall get the approval of the Vice-Chancellor for the

appointment of paper setters and the Chairpersons for the Board of Paper Setters,

wherever necessary.

14. The Co-ordinators shall provide the following material to the paper setters and

Chairperson of the Board of Paper Setters, so as to enable them to set the

Question Papers strictly in accordance with the syllabus and the model approved

by the University.

i. Title sheet indicating the particulars of the examination, Code No. of the

Question paper, year, maximum marks and other instructions, if any.

ii. Copy of the syllabus and model Question paper obtained from the Academic

Section.

iii. Detailed guidelines to the Paper Setters and to the Chairpersons of Boards of

Paper Setters.

15. The Co-ordinators shall obtain scheme of valuation from the paper

setters/Chairpersons of Boards of Paper setters and provide copies of the same to

the Examiners at the time of valuation including revaluation so as to ensure

uniformity in valuation by different examiners.

16. The Co-ordinator shall maintain strict confidentiality with regard to the names of

the paper setters/Chairpersons of the Boards of paper setters.

17. The Co-ordinators shall arrange to send the Question papers set in sealed covers

to the confidential printers, approved by the Vice-Chancellor, without opening

the covers containing the Question papers.

18. The Co-ordinator shall ensure the translation of Question papers, wherever

necessary. As far as possible, the translation may be obtained from the paper

setter himself/ herself.

19. The Co-ordinator shall be responsible for the dispatch of Question paper

boxes/Question Papers in CD form, as the case may be, to the examination

centres/nodal centres, at least three days in advance of the examination

concerned.

5.3 CONDUCT STAGE:

1.The C.E. /A.C.E. shall arrange to prepare detailed guidelines, for the smooth

and fair conduct of examinations at all the examination centres approved by the

Rector, following the jumbling system wherever feasible, containing the

following matters.

a. Appointment of Chief Superintendent.

b. Appointment of invigilating staff.

c. Seating arrangements in examination halls and number of invigilators

to be appointed.

d. Procedure for the opening of Question papers and distribution of

question papers/ answer books to the examinees.

e. Duties of Chief Superintendents and Invigilators.

f. Number of supporting staff to be appointed.

g. Remuneration payable to the staff engaged in the examination work

(theory/practicals).

h. Reporting procedure of examination mal-practices cases.

i. Preparation of absentee statements.


28

j. Preparation of answer books account.

k. Dispatch of answer booklets in sealed covers.

l. Rates of remuneration prescribed for the Staff engaged in the conduct

of theory and practical examinations including material charges for

practical examinations.

2. The Chief Superintendents and the invigilators shall strictly adhere to the

guidelines framed by the University in the conduct of examinations.

3. The Chief Superintendent shall verify the Question paper bundles as to the

number required at the centre and the titles printed as soon as the Question

paper bundles are received in the centre. Wherever there is a nodal centre, it

shall be the responsibility of the Chief Superintendent to get the Question

papers allotted to the centre from the nodal centre.

4. In case of any discrepancy, the Chief Superintendent shall immediately

contact the Co-ordinator concerned and make arrangements for rectifying the

same.

5. The Chief Superintendent shall ensure that no candidate be permitted to enter

the examination hall after the first half an hour from the commencement of

the examination.

6. The Chief Superintendent shall arrange to secure the absentee statements

from all the rooms soon after the first half an hour is over, so as to enable

him to prepare a consolidated absentee statement paper-wise in duplicate to

be sent along with the respective answer scripts bundles to the Coordinator

concerned.

7. The Co-ordinators shall ensure to get the answer paper bundles to the

University from all the examination centres/nodal centres promptly.

8. The Co-ordinator, entrusted with the responsibility, shall obtain orders from

the Rector for appointment of Squads and Observers.

9. The Co-ordinator shall arrange to prepare detailed guidelines regarding the

duties and functions of the members of the squads and observers.

10. The Coordinators/CE/ACE may visit the examination centres to supervise the

conduct of examinations, whenever necessary, as ordered by the Rector.

11. In case of any complaint of mass copying or any other serious irregularity in

the conduct of examinations, the University shall take steps to replace the

Chief Superintendent by a person of the University‘s choice.

12. The Co-ordinator shall take measures for the conduct of practical

examinations/Project Work/Viva Voce at the centres fixed by the University

through the practical examiners appointed by the Vice-Chancellor.

5.4 POST-CONDUCT STAGE:

1. The Co-ordinator shall be responsible for the safe custody of answer scripts

for a period of six months, after which the scripts (except those pertaining to


29

suspected malpractices cases or legal cases) can be disposed of by the

Engineering Department as per the existing norms with the prior approval of

the Rector.

2. The Co-ordinator shall ensure the appointment of Chief Teacher Associate

(CTA), who shall be responsible for proper verification and coding of the

answer scripts as per the guidelines prepared by the Co-ordinator in this

behalf. The CTA may utilize the services of the Teachers and the Non-

teaching staff for this work, with the approval of the Rector.

3. After due verification and coding the Co-ordinator shall arrange to send the

answer scripts to the valuation centres fixed or to the examiners appointed by

the Rector for valuation.

4. Wherever feasible, valuation work shall be undertaken through spot valuation

system under the supervision of a Chief for each spot valuation centre to be

appointed by the Rector.

5. The Co-ordinator shall prepare a list of all eligible examiners with not less

than three years teaching experience in each paper and get the approval of the

Rector for appointment of Chief Examiners, Examiners and Scrutinizers. In

the case of non-availability of adequate number of examiners at any spot

valuation centre, the Co-ordinator may appoint any eligible teacher with less

than three years teaching experience as examiner.

6. There shall be detailed guidelines to the Chief of Spot Valuation Centre,

Chief Examiners and Examiners, which shall include the method of valuation

in accordance with the scheme of valuation and the number of scripts to be

valued each day.

7. The Chief of Spot valuation shall be the custodian of all the answer scripts

and he/she shall be responsible for the smooth and proper conduct of

valuation as per the guidelines at the valuation centre.

8. Wherever Chief examiners are appointed, they shall revalue at least 20% of

papers valued by the examiners and they shall give proper instructions to the

Examiners for a uniform valuation.

9. The Scrutinizers shall be responsible for the correctness of the marks entered

for each question as posted in the first sheet/ award list and the totaling of

marks of all the questions put together. The Scrutinizers shall also ensure

that the examiner has valued all the answers to the questions written by the

candidate.

10. While valuing the answer scripts, if an examiner notices that any candidate

has made any attempt to reveal the identification of the script or indulged in

any other type of examination malpractices, the same shall be reported to the

Chief of Spot Valuation Centre/ Co-ordinator concerned in writing for further

course of action.

11. The Chief of the Spot valuation centre shall collect the award lists in

duplicate from the examiners every day and submit the consolidated paper

wise award lists to the Co-ordinator. In respect of Bar Code Scripts, the

Examiner shall enter question-wise marks in Part II and bubbling/total marks

in Part – III provided in the front page of the script. Part – III shall be


30

detached from the script by the Chief of Spot Valuation Centre and

forwarded to the Coordinator along with control bundle slips.

12. Soon after the completion of practical examinations, the respective Co-

ordinators shall take steps to get the practical marks lists prepared by the

examiners in sealed covers through the Principal of the College in case of

Degree Courses. In case of PG & Professional Courses, practical marks lists

are received by the Controller of Examinations through the Principal of the

College.

13. Wherever there is a provision for internal assessment, as per the norms in

force, the Co-ordinator shall ensure that the internal assessments are

conducted as per norms and he/she shall make arrangements to get the marks

from the Principals of the colleges soon after such assessment is completed in

case of Degree Courses. In case of PG and Professional Courses, internal

assessment marks are received by the Controller of Examinations from the

Principals of the Colleges.

14. a) There shall be single valuation for the answer scripts of all UG Courses.

b) There shall be double valuation of answer scripts for all P.G. Courses i.e.

one by the internal examiners and the other by the external examiners. The

marks of both valuations shall be averaged to determine the marks secured by

the candidate.

c) If the difference in the total marks in any paper between the two valuations

exceeds 20%, such paper shall be sent for third valuation. After the third

valuation, the highest marks obtained in two of the three valuations shall be

averaged to arrive at the marks secured by the candidate.

15. Wherever the aggregate is a fraction, it may be rounded off to the nearest

integer. The fraction 0.5 should be treated as nearer to the next higher

integer.

16. Before finalizing the results, the grace marks, if any, as may be decided by

the Academic Senate from time to time, shall be taken into account.

17. The Coordinators and the CE/ACE shall work together in the processing of

examination results for the speedy and effective publication of results.

18. i) The papers relating to suspected malpractice (SMP) cases shall be got

valued separately and the award lists shall be kept with the Co-ordinator

without sending them to the computer centre for data entry. They shall be

disposed of as per the orders of Vice-Chancellor based on the

recommendations of the Malpractices Enquiry Committee. Till such time

their results shall be withheld.

ii) The Coordinator shall prepare detailed guidelines incorporating the

procedure for dealing with the cases involving malpractices in examinations

together with scales of punishment for the guidance of the Malpractices

Enquiry Committee and take steps to get them approved by the Executive

Council. Wherever necessary, the Malpractice Enquiry Committee may refer

to the provisions of ―The A.P. Public Examinations (Prevention of

Malpractice and Unfairness) Act, 1997 and subsequent amendments, if any

and to the rules issued in G.O.Ms.No.114/ Edn(IE), dated 13-5-1997.


31

19. The Vice-Chancellor shall constitute the Malpractices Enquiry Committee

(MEC), which shall enquire into all such cases as per the guidelines and the

scales of punishment approved in this behalf by the Executive Council and

submit its recommendations to the Vice-Chancellor, who will take the final

decision in each case.

20. Any examinee of the University shall, notwithstanding anything contained in

this Chapter, have a right to appeal within such time as may be prescribed by

the Statutes to the Executive Council against the decision of any Officer of

the University affecting such examinee and thereupon the Executive Council

may confirm, modify or reverse the decision appealed against.

21. The University may enter into an agreement with a computer agency for

outsourcing the work relating to the examinations. Such an agreement should

provide penalty clauses for any wrong or unauthorized entries or any other

impropriety or breach of trust in the processing of the examination work.

22. The results of candidates, in respect of whom the data available in the

University is not adequate, shall be kept under ―Announced Later‖ category

and immediate steps must be taken by CE/ACE to secure the requisite data to

declare such results as expeditiously as possible, in any case, not exceeding

one month from the date of publication of results.

23. The C.E./A.C.E. shall finally publish the results, strictly adhering to the rules

laid down for pass/class by the Academic Senate from time to time, after

obtaining the approval of the Vice-Chancellor and shall ensure that the

results are kept in the University Website.

24. The C.E./A.C.E. shall also authenticate the T.Ms and T.Rs.

25. The C.E./A.C.E. shall arrange to send the marks lists and the provisional

certificates and original degree certificates, other than research degrees, to

the Principals of the Colleges concerned for onward delivery to the

candidates.

26. The CE/ACE shall ensure that Citizens Charter, indicating the duration

within which different services shall be rendered to the students, shall be

invariably exhibited in the premises of the examination branch and that the

said services are rendered to the students within the time prescribed.

27. The CE/ACE shall take all steps necessary for the maintenance of data

bases/records/archives.

28. The Executive Council may, in exceptional circumstances and for valid

reasons explained in writing, review the examination results of a

course/program and order for fresh valuation of all the answer scripts in one

or more papers of that course.

5.5 PERSONAL VERIFICATION AND REVALUATION:

1. The University shall make a provision for personal verification of valued answer

scripts and for the issuance of Photostat copies of the same, on payment of the fee

prescribed by the Executive Council.


32

2. In case of any wrong totaling or unvalued answers found during the personal

verification or when applied for Photostat copies of the script by the candidate,

the Co-ordinator shall obtain orders of Vice-Chancellor for the award of marks

as re-totaled or for valuation of the unvalued portion by the same examiner. The

fee paid for personal verification may be refunded to such of the candidates who

secure more marks than the marks originally awarded as per the rules made by

the University in this regard.

3. The applications by candidates for personal verification or for Photostat copy of

the answer script or for revaluation shall reach the Co-ordinator concerned

through the Principals of the respective colleges as per the dates specified at the

time of publication of results by the C.E. /A.C.E.

4. The University shall make a provision for revaluation of the answer scripts on

payment of the prescribed fee fixed by the Executive Council subject to the

following guidelines:

(a) If the difference between the original marks and marks secured in the

revaluation exceeds 15% there shall be a second revaluation and in such

case the highest marks secured in any two valuations shall be averaged.

(b) In the case of PG students who have the benefit of double valuation, the

marks secured in revaluation, if beneficial, shall be final without need for

any averaging.

(c) If the marks secured in the revaluation are higher than the original marks,

the candidate shall be given the benefit (treated as Benefitted) and if the

revaluation marks are lower than the original marks, the revaluation marks

shall be ignored (treated as not Benefitted) in the case of those who secured

pass marks in the original valuation. In the case of failed candidates, even

after re-valuation if he/she fails to secure pass marks even after adding

residual grace marks, such marks shall be ignored.

(d) For revaluation of scripts, coding and decoding of scripts has to be

followed.

(e) Wherever the marks secured by the candidate are noted in the answer

script, the same shall be properly defaced before sending the script for

revaluation.

(f) The revaluation generally shall be done by the examiners from outside the

University area approved by the Rector. The Coordinator/Officer in charge

of revaluation shall ensure that all the particulars are properly filled up by

the revaluer in the award list.

(g) A separate register for entering the marks of revaluation shall be

maintained by the Coordinator‘s Office. A soft copy of the register shall

also be maintained with full security through password.

(h) The revised marks lists shall be sent to the Principals of the Colleges

concerned for onward delivery to the candidates.

(i) The revaluation fee is not refundable, except in special cases, as may be

decided by the Rector.

(j) In such cases where the Revaluation process is not complete before the date

of the next examination, the candidate be permitted to take the

supplementary examination. After writing the examination, if the candidate

passes the examination in revaluation or gets higher marks in revaluation,

the fee paid for writing the examination will be refunded. If the candidate

chooses to retain the marks obtained in the examination, he/she will be

permitted to do so in which case examination fee need not be refunded.

Such candidates shall be treated as supplementary/another appearance


33

candidates with cautionary implication to the award of Class/Rank/Gold

Medal/Prize, etc., in accordance with prescribed regulations.

(k) Marks obtained in revaluation in the regular examination shall be taken into

consideration for deciding the award of Class/Rank /Gold Medal/Prize,

etc.,

5.6 INSTANT, ADVANCED SUPPLEMENTARY AND SUPPLEMENTARY

EXAMINATIONS:

1. The University shall make provision for the conduct of instant examinations for

the benefit of the candidates of regular batch, who failed in only one paper in

the final year/semester, having passed in all other papers in that year/semester

and all the papers of previous years/semesters, in such courses of study as may

be decided by the Academic Senate from time to time.

2. The Candidates who are eligible to appear for the instant examinations shall

submit their applications through the Principals of the colleges concerned, on

payment of fees prescribed by the Executive Council.

3. The Rector shall fix the examinations centres, depending on the number of

candidates.

4. In case of candidates who got pass marks in the instant examinations, the marks

secured in the instant examination shall be considered for classification of

result. The instant examination marks shall not be considered for the award of

gold medals or rank certificates.

5. The University shall conduct advanced supplementary or supplementary

examinations for such of the courses of study as may be decided by the

Academic Senate from time to time on collection of examination fee as fixed by

the Executive Council.

6. The applications of candidates applying for advanced supplementary or

supplementary examinations shall be submitted to the University through the

Principals of the colleges concerned.

7. The candidates who failed in the instant examination are also eligible to appear

for advanced supplementary or supplementary examinations.

8. The Regulations stipulated above for the conduct of examinations, valuation and

declaration of results shall normally apply to the instant, advanced

supplementary and supplementary examinations also.

9. The candidates passing in the advanced supplementary and supplementary

examinations shall not be eligible for gold medals and rank certificates.

However, they may be eligible for distinction or first or second class as may be

decided by the Academic Senate for different courses of study.

10. In addition to the above, provision has been made for conducting ‗one-time

opportunity examinations‘ for the candidates who could not complete their

courses within the maximum period stipulated for such courses, under such

regulations and as per such terms and conditions as the Academic Senate may

decide from time to time.


34

5.7 RULE OF MODERATION:

1. One percent (1%) of marks on the year-wise/semester-wise aggregate marks for

the papers for which a candidate has appeared for University examinations shall

be added as moderation marks to enable him/her to secure paper-wise pass,

overall pass, pass in aggregate, 55%, II Class, I Class and I Class with

Distinction, wherever applicable.

2. Residual grace marks if any; available to the candidates shall be added to

revaluation marks so as to enable the candidates to secure pass or second class

or 55% or first class or distinction.

3. However, in special cases, whenever any question paper contains significant

number of questions from out of syllabus causing hardship to students,

University may appoint a committee, in consultation with the Chairperson,

Board of Studies, to examine the same and to recommend moderation marks, if

needed.

5.8 BETTERMENT:

1. The betterment facility shall be available only to candidates who have passed in

all the papers of the course.

2. Candidates who would like to improve their percentage of marks or class shall

be normally permitted to appear for the examinations under betterment

provision on payment of fee as prescribed by the Executive Council.

3. Candidates who already secured First class are not eligible to appear for

betterment examinations.

4. The candidates shall be permitted to appear for such betterment examinations

for securing higher class during the periods specified hereunder subject to

maximum number of appearances as prescribed. Except in case of B.Tech.

Course, Distinction shall not be awarded for the candidates who appeared for

examinations under Betterment category.

(i) 2 years P.G. courses – 3 years

(ii) 3 years P.G. courses – 4 years

(iii) B.Tech. -- 8 years. No restriction on Distinction

(iv) B. Pharmacy or other 4 year professional courses -- 8 years

(v) B.A., B.Sc., B.Sc. (H.Sc.) B.Com., B.B.M., B.C.A. – 5 years

5. Candidates shall be permitted to appear for betterment examinations in

individual papers including those in which they have secured 60% and above

also for such courses as decided by the Academic Senate.

6. Students may be permitted to appear for betterment examinations for completed

years/semesters along with subsequent year/semester examinations provided they

have passed in all the papers of such years/semesters for such courses as decided

by the Academic Senate.

7. For Degree Courses (B. A/B.Sc./B. Com/BCA/BBM, etc.) betterment provision

is available for Part I and Part II separately since class is declared for these

components separately.


35

8. Candidates who appear for betterment examinations as per the above regulations

shall be eligible for reclassification on the basis of the marks secured in such

betterment appearance and for issue of fresh pass certificate on surrendering the

earlier pass certificate. However, the marks secured at such appearance shall not

entitle a candidate for any rank, gold medal or endowment scholarships.

5.9 RANK CERTIFICATES AND GOLD MEDALS:

1. Only those candidates who appear and pass the examinations in all papers of

each year/semester at the first appearance shall be eligible for the award of

Ranks/Gold Medals/Prizes.

2. Candidates who have been awarded Distinction or First class shall alone be

eligible for the award of rank certificates. Candidates who passed in the

instant/supplementary examinations shall not be considered for this purpose.

3. For each course of study, rank certificates shall be issued to the candidates‘ up to

a maximum of 10 ranks.

4. Candidates securing equal marks shall be awarded the same rank.

5. Gold Medals/Prizes shall be awarded at the Convocation to the eligible

candidates identified as per the terms and conditions approved by the Executive

Council. In case of tie, Gold Medals/Prizes shall be awarded to all candidates

covered under tie fulfilling the conditions of award.

6. Total amount of interest accrued on all endowments pertaining to the Gold

Medals to be awarded at a Convocation be pooled up and average amount of

interest accrued for one medal be arrived at by dividing total interest with

number of medals to be awarded. All the medals to be awarded at the

Convocation be got prepared at the uniform amount thus arrived at.

5.10 OTHER REGULATIONS:

1. The maximum time limit for appearing in the University examinations for different

courses of study shall be as follows:

(i) 1 year Diploma PG Course - 3 years from the year of dmission.

(ii) 2 years P.G. Courses - 5 years from the year of admission.

(iii) 3 years PG Courses (MCA) - 6 years from the year of admission.

(iv) 3 years LLB Course - 6 years from the year of admission.

(v) 5 years LLB Course - 8 years from the year of admission.

(vi) 4 years B.Tech. & B.Pharmacy Courses - 8 years from the year of admission.

(vii) 2 years M.Tech. Course - 4 years from the year of admission.

(viii) 2 years M.Pharmcy Course - 4 years from the year of admission.

(ix) 5 years B. Arch., Course - 10 years from the year of admission.

(x) 3 years UG Courses - 7 years from the year of admission.

(xi) 5 years Integrated PG Courses - 8 years from the year of admission

(xii) 3 years BHM & 4 years BHM & CT Courses - 6 years from the year of admission

(xiii) B.A. (O.L) Course - 7 years from the year of admission

(xiv) One year B.Ed. Course - 3 years from the year of admission

(xv) Two year B.Ed. Course - 5 years from the year of admission


36

2. In case of any change in syllabus or the pattern of examinations, the transitory

regulations shall be in force for a period of three years in any course of study. On

completion of the three years period the new regulations shall apply uniformly for all

students, subject to the condition that the candidates who passed certain papers under

earlier regulations, shall appear for remaining papers under new regulations as per

the equivalent papers prescribed by the respective Boards of Studies or Chairpersons

of Boards of Studies.

3. Every candidate who passes the University examinations prescribed for different

UG/PG/Research Courses and successfully completes any other training program

wherever stipulated by the University, shall be eligible to receive original degree on

application and payment of prescribed fee in the following three ways:

(i) In advance of the Convocation.

(ii) In person at the Convocation.

(iii) In absentia after the convocation.

4. The Original Degrees shall be finally signed by the following Administrative

Officers of the University after scrutiny by the sections concerned:

(i) Honorary Degree Certificates - Chancellor

(ii) Research Degree Certificates - Vice-Chancellor

(iii) Post-Graduate Degree Certificates - Registrar

(iv) Under-graduate Degree Certificates:

a) Professional Courses - Controller of Examinations

b) BA/B.Sc./B.Com/BCA/ BBA/BA (OL) - Addl. Controller of

Examinations

5. Duplicate certificates of having passed any of the examinations shall be issued to

candidates on production of satisfactory evidence that the original certificates are

lost or destroyed and on payment of fee prescribed by the Executive Council. All

duplicate certificates shall have the word ―Duplicate‖ marked indelibly across the

face of the certificate.

6. The Registrar shall ensure that a Manual of Examinations containing comprehensive

guidelines on the following is prepared:

(i) Guidelines for scrutiny of applications/nominal roles, verification of

eligibility of examinees, issue of hall-tickets, etc.

(ii) Guidelines to Chief Superintendents and Invigilating staff on the conduct

of Examinations.

(iii) Guidelines to members of squads and observers.

(iv) Guidelines regarding the procedure to be adopted for coding of answer

scripts and coordination between the coding section and Coordinator‘s

Office-Duties of CTAs/TAs.

(v) Guidelines regarding appointment and functions of Chiefs of Spot

Valuation Centres, Chief Examiners, Examiners, Scrutinizers, etc.,

including number of scripts to be valued per day by the Examiners.

(vi) Guidelines for handling the cases of suspected mal-practices in the

examinations by the Committee concerned along with scales of

punishment.

(vii) Guidelines for entrusting examination work to external agencies by

outsourcing method.

(viii) Guidelines for establishing Examination centres.

(ix) Guidelines for releasing entitlement amounts for the conduct of theory/

practical examinations/Spot Valuations by colleges including schedule

of rates for remuneration/examination – connected expenditure.


37

(x) Guidelines on minimum attendance required for eligibility to appear for

University Examinations for different courses, rules of condonation of

shortage in attendance and stoppage from appearing for examinations in

case of shortfall in attendance even below condonation limit.

(xi) Guidelines on period for course completion, period for betterment

examinations, pass percentages, award of higher class for different

courses of study and award of ranks/medals/prizes.

(xii) Guidelines for the processing and publication of results under both Bar

Code and Non-Bar Code systems. Guidelines for personal verification

and revaluation of scripts.

(xiii) Guidelines for payment of examination/other remuneration including

TA/DA.

(xiv) Guidelines for authentication of records.

(xv) Guidelines for safe custody of records.

(xvi) Employees authorized to sign various examination related

memos/certificates/ original degrees.

(xvii) Procedure to be followed for issue of certificates.

(xviii) Any other items.

7. These Regulations shall apply to the examinations conducted by the Centre for

Distance Education also, subject to such modifications as may be approved by the

Executive Council/Academic Senate from time to time.


38

REGULATION-6 FINANCIAL MATTERS

These Regulations on Finance are made by the Executive Council in

accordance with the provisions of Section 19(2) to (5), (13), (25), (34), (37) to

(39) and Sections 20, 21, 23, 25(2), 45, 46, 47(1), (2), 48, 49 and 50 of the A.P.

Universities Act, 1991 (Act No.4 of 1991).

Sl. No. Title Page No.

6.1 Title, Provisions in the Act and Definitions 39 - 44

6.2 Financial Functions of Authorities and Officers of the

University

45 - 49

6.3 University Funds 50 - 56

6.4 General Principles 57 - 65

6.5 Revenue and Mode of Receipts 66 - 78

6.6 Procedure relating to Payments 79 - 113

6.7 Annual Financial Estimates (budget) 114 - 124

6.8 Execution of University Works 125 - 155

6.9 Purchase Procedures 156 - 173

6.10 Externally Aided Projects and Consultancy

Projects / Services

174 - 177

6.11 Endowments 178 - 179

6.12 Pensions, General Provident Fund and Insurance 180 – 187

6.13 Distance Education 188

6.14 Miscellaneous Items 189 - 198

6.15 Financial Information System 199 - 200


39

6.1 TITLE, PROVISIONS IN THE ACT AND DEFINITIONS

6.1.1 Title and Commencement:

1. These Regulations shall be called ―Acharya Nagarjuna University Finance and

Accounting Regulations, 2017‖.

2. These Regulations shall come into force from the date of acceptance by the

Academic Senate.

6.1.2 Provisions in the Act:

(1) As per Section 45 of the Act, the University shall have a general fund to

which shall be credited:-

(a) its income including the fees and endowments;

(b) contribution or grants which may be made by the Government on such

conditions as they may impose; and

(c) other contributions or grants.

(2) As per Section 46 of the Act, the University shall have such other funds and

maintain such accounts as the Executive Council may determine on the

recommendation of the Finance Committee.

(3) As per Section 47 (1) of the Act, there shall be constituted a Finance Committee

which shall be a sub-committee of the Executive Council. The constitution of the

Committee shall be as provided in the Act/Statutes.

(4) Section 47(2) of the Act provides for Powers and Duties of the Finance Committee.

(5) As per Section 48 of the Act, the University may accept funds from the

Government of India, the State Government, the University Grants

Commission, and borrow money from a Bank or a Corporation, for the

purposes of the University.

(6) Section 49 of the Act imposes certain restrictions in respect of financial matters.

The University shall not, without the prior approval of the government, divert

earmarked funds for other purposes or upgrade any post or revise the scales of pay

of its staff or implement any scheme which involves any matching contribution

from the government or create a post or posts resulting in a recurring liability on

the government either immediately or in future.

Provided that for the existing teaching purposes the Executive Council may

authorize the creation and filling up posts of teachers for a period not exceeding

one year but any such post or posts shall not be continued or created afresh for

any period beyond the said period of one year without the prior approval of the

Government.

(7) As per Section 50 of the Act, the Government may, at any time, after the

commencement of this Act, transfer to the University the control and management

of their institutions on such terms and conditions as may be deemed proper.


40

(8) As per Section 19(2) to (5), (8), (12), (13), (25), (34) and (37) to (39), the

Executive Council shall be the Executive authority of the University and shall

exercise powers and perform functions so as to hold, control and administer the

property and funds of the University and to attend to the other financial matters as

prescribed.

(9) As per Section 25(2) (a) of the Act, the Academic Senate in particular, shall have

power to consider the annual report and budget estimates prepared by the

Executive Council.

(10) Section 20 of the Act deals with the preparation of Annual Accounts of the

preceding financial year and their submission to such audit as the Government

may direct before the end of the financial year. The accounts so audited shall be

published in the Andhra Pradesh Gazette and copies thereof together with copies

of audit report shall be submitted to the Academic Senate not later than two years

from the end of the financial year to which the accounts relate and also to the

Government.

(11) As per Section 21 of the Act, the Executive Council shall prepare before such

date as may be prescribed by the Statutes, the financial estimates for the ensuing

financial year along with annual accounts whether audited or not of the preceding

financial year and submit the same to the Academic Senate. These estimates shall

be considered by the Academic Senate at its annual meeting and the resolution of

the Academic Senate thereon shall be submitted to the Government for

information.

(12) As per Section 23 of the Act, the Executive Council may, for reasons to be

recorded in writing incur any expenditure for which no provision has been made

in the budget or which is in excess of the amount provided in the budget, but

report of expenditure incurred shall be made to the Academic Senate at its next

meeting for approval.

(13) As per Section 13(8)(a) of the Act, when, with regard to any matter in which any

Officer or Authority may take action, the Vic-Chancellor considers immediate

action desirable, he/she may subject to the general control of the Chancellor take

such action as may be necessary but shall, as soon as may be, report the action

taken to the Officer or Authority concerned.

6.1.3 Definitions:

In these Regulations unless the context otherwise requires:

1. ―Act‖ Means ―an Act by which the State Government has established Universities

in the State of A.P‖, i.e., Act 4 of 1991 and the subsequent amendments.

2. ―Abstract Contingent Bill‖ means a contingent bill without details

3. ―Accounting Year‖ means the financial year beginning with the 1st of April and

ending with 31st March of the following year.

4. ―Administrative Approval‖ is the formal approval by the Vice-Chancellor or the

Executive Council or other specified authority to a proposal to incur expenditure

on specific works/items required in connection with the activities of the University

for which budget provisions are available.


41

5. ―Technical sanction‖ means the order of a competent authority sanctioning a

detailed estimate of the cost of a work of construction or repair to be carried out by

the Engineering Department.

6. ―Auditor‖ means ―an Auditor appointed by the Government‖ and Chartered

Accountant wherever a Governmental Funding Agency provides for the same.

7. ―Budget Estimates‖ means Annual Financial Estimates of the University as

approved by the Executive Council and the Academic Senate.

8. ―Budget Calendar‖ is the calendar prepared to obtain information in time from the

Departments of the University to prepare budget estimates.

9. ―Budget Year‖ means the year for which the annual budget estimates of the

University are placed before the Executive Council / Academic Senate.

10. ―Cash‖ includes legal tender coin, currency and bank notes; cheques payable on

demand, bank drafts, online transfers, and such other instruments as are equivalent

to cash.

11. ―Cheque‖ means a written order addressed by a person called the `drawer‘ to a

bank to pay a specified sum of money to himself or a third party known as `payee‘.

12. ―Bank Draft‖ (including Banker‘s Cheque or Pay Order) is a Demand Draft

obtained by individuals or University for making payments. It is an order by the

issuing Bank to another Bank to pay on demand a certain sum to the University or

to the individuals.

13. ―Collection Account‖ means a bank account authorized by the University into

which the collections made by the units of the University are deposited. The

collection accounts shall be operated by the Finance Officer or any other Officer

authorized for the purpose.

14. ―Competent Authority‖ means a body or an officer of the University empowered

by the Act, Statutes, Ordinances, Regulations, Executive instructions of the

University to exercise specified powers in respect of specified matters.

15. ―Contingent Charges‖ means all incidental and other expenses which are

necessarily incurred for the management of an office other than those which fall

under some other head of expenditure, for example works, stock, tools and plant,

etc.

16. ―Contract" means any kind of written agreement between the University and any

person (other than a University Employee) or a Company or firm to construct,

maintain or repair one or more works, to supply certain stores, or to perform any

service in connection with the execution of a work or the supply of men and

material.

17. ―Contract documents‖ means the documents required in connection with the giving

out of work on contract.

18. ―Contractor‖ means a person, Company or firm that has entered into a contract

with the University.


42

19. Lump sum Contract Method: Under lump-sum contract method, the contractor

agrees to execute or complete work in accordance with the specifications for a

lump-sum payment.

20. Piece Work Contract: Under piece work contract method, the piece worker agrees

to execute a specified work or part of a work at specified rates without reference to

quantity or the time taken, and the department concerned arranges for the

supervision, setting out and measuring of all the work done.

21. ―Controlling Officer‖ means the Head of the Department or the Officer of the

University who is entrusted with the responsibility of collection of revenue and / or

controlling the expenditure of the University.

22. ―Drawing and Disbursing Officer" means an Officer of the University, authorized

to draw from the University account and disburse salary and other expenditure

relating to any scheme or head of account of the University, designated as such by

the Vice-Chancellor.

23. ―Drawing Officer‖ means an officer who has been authorized to draw the bill on

behalf of the University.

24. ―Financial Year‖ means the year beginning on the 1st of April and ending on the

31st of March of the following year.

25. ―First and Final payment‖ means a single payment made to a contractor in full

settlement of the account relating to his contract when the contract has been

completed or determined.

26. ―Final payment‖ means the last payment on a running account made to a contractor

in full settlement of the account relating to his contract when the contract has been

completed or determined.

27. ―State‖ means the State of Andhra Pradesh.

28. ―Government‖ means the Government of Andhra Pradesh.

29. ―Head of Office‖ means an officer declared as such under any general or special

orders issued by the Executive Council.

30. ―Inevitable Payments‖ means money which is indisputably due and payable.

31. ―Inspecting Officer‖ means an officer who is appointed solely or mainly for

performing specified duties of inspection.

32. ―Major Head‖ means a main head of account for the purpose of recording and

classifying receipts and disbursements of moneys.

33. ―Sub-head‖ means, in connection with estimates and accounts of work, one of sub-

divisions according to items of work e.g., excavation, brick work, concrete, wood

work, etc., into which the expenditure on work or sub work, of a large work is

divided in order to facilitate accounting and financial control.


43

34. ―Market Rate‖ in respect of an article borne on the stock accounts, means the cost

at which it could be obtained at the time in question from the public market from

which it could be obtained most advantageously.

35. Measurement Book: A Book in which the measurements and other particulars of a

work other than by daily labour and all supplies relating to a work shall be

recorded and paid by measurements so recorded in a measurement book.

36. ―Miscellaneous Expenditure‖ means expenditure other than that falling under pay

and allowances, contingencies, works and other specific heads provided under

budget.

37. Muster Roll: The muster roll is the initial record of labour employed each day on a

work. The officer in immediate charge of the work should write it up daily.

38. ―Non-Recurring Contingent Expenditure‖ means expenditure required for setting

up an office, laboratory, etc., and for its periodic expansion and improvement and

which is not recurring in nature.

39. ―Officers of University‖ means officers defined in the relevant Section of the Act

and those designated as Officers in the Statutes and Ordinances based on the

provisions of the Act/Statutes.

40. ―Operating Account‖ means a bank account authorized by the University for

depositing collections and also to make payments out of it by the University

officers.

41. ―Quantity‖ means in connection with works, the extent of work done, supplies

furnished or services performed, as measured, weighed or counted.

42. ―Rate‖ means, in estimates of cost, contracts, contractor‘s bills and vouchers

generally, the amount payable for each unit of work, supply or other service.

43. ―Receipt of University‖ means and includes all moneys received by the authorized

University Officer/the authorized banks, on behalf of the University.

44. ―Re-appropriation‖ means transfer of a particular sum of money from the savings

of one head of account to meet excess expenditure anticipated under another head

of account.

45. ―Additional Budget Provision‖ means making additional financial provision for an

existing head of account or a new head of account in the Budget Estimates, if such

provision cannot be made by re-appropriation, so as to undertake an important

project or to incur essential expenditure.

46. ―Recurring Expenditure‖ means the expenditure which is incurred at periodic

intervals.

47. ―Revised Estimates‖ are estimates of probable revenue or expenditure of a

financial year revised in the course of the financial year on the basis of actual

transactions till then recorded, and the likely transactions for the remainder of the

year.


44

48. ―Regulations‖ means Regulations formulated under the provisions of the

University Act.

49. ―Stores‖ means all articles and materials (other than cash and documents) which

come into the possession of a University employee for official use.

50. ―Surrender of Grants" means the formal surrender of grants which are not likely to

be utilized before the expiry of the current financial year to the Finance Officer of

the University.

51. ―Unit of appropriation‖ means the lowest account head under which the University

places a specific appropriation at the disposal of the spending authority concerned.

52. ―University Fund‖ means the general fund of the University referred to in the

University Act and the types of funds classified under University fund in these

Regulations.

53. ―Works‖ in a comprehensive sense applies not only to works of construction and

repair but also to other individual objects of expenditure connected with the

supply, repairs and carriage of Tools and Plants and the supply and manufacture of

other stores.

54. ―Payment by the University‖ means and includes all moneys paid out by the

authorized University Officers/the authorized Banks, on behalf of the University.

6.1.4 Interpretation of Regulations:

(a) All other terms not defined in these Regulations shall have the same meaning

as defined in the Act, Statutes, Ordinances and Regulations.

(b) Where a doubt arises as to the interpretation of any of the provisions of these

Regulations, the matter shall be referred to the Executive Council through the

Finance Committee for a decision. The decision so taken by the Executive

Council shall be final.


45

6.2 FINANCIAL FUNCTIONS OF AUTHORITIES AND OFFICERS

OF THE UNIVERSITY

6.2.1 Authorities:

2.1.1 Executive Council

(i) shall have the power to manage the affairs of the University, in

particular to administer the funds and properties of the University.

(ii) shall exercise all the powers and carry out all functions, necessary for

the effective management of the Finance and Accounts of the

University.

2.1.2. Academic Senate shall consider Annual Accounts and Financial

Estimates of the University (Budget) under relevant provisions of the

Act.

2.1.3. Finance Committee, constituted under the provisions of the Act, is

required to meet at least once in three months and may meet more

often, if necessary, to perform the functions as prescribed in the Act,

Statutes and Ordinances.

2.1.4 Other Committees constituted by the University:

1. The Executive Council/Vice-Chancellor may constitute the following

Committees that are connected with the financial activities of

the University:

a. Building Committee

b. Central Purchase Committee

c. Library Committee

d. Sports and Cultural Advisory Committee

e. Printing & Publications Advisory Committee

f. Audit and Accounts Committee

g. Budget Committee

h. Accounts Computerization Committee

i. Income Augmentation and Expenditure Regulation Committee

j. Resource Mobilization Committee

k. Any other Committee(s) that the Executive Council / Vice-

Chancellor may deem necessary.

2. The Finance Officer shall be the ex-officio member of all the above

Committees.

3. All the proceedings of the meetings of these Committees shall be

placed before the Vice-Chancellor for taking necessary follow-up

action including placing such matters which he/she may deem

necessary before the Executive Council.


46

6.2.2 Officers of the University

A. The Vice-Chancellor shall:

1. be the Ex-officio Chairman of the Academic Senate and the

Executive Council and the Finance Committee. He shall preside

over the meetings of the authorities of the University.

2. seek opinion of the Finance Officer in respect of all proposals

having financial implications.

3. ensure that all University Statutes, Ordinances and Regulations,

in so far as they embody orders or instructions of a financial

character or have important financial bearing are made after

obtaining the advice of the Finance Officer.

4. refer to the Finance Officer and obtain his opinion before passing

final orders on all matters involving contravention of financial

provisions or serious financial irregularities, proposals to

sanction expenditure in relaxation of or deviation from any

financial rules or principles and proposals to write-off losses.

B. The Registrar shall

ensure that all information / statistics / returns prescribed in these

Regulations or as may be required by the Finance Officer relating

to the following are sent to him within the stipulated time.

a. affiliation fees collectable from the affiliated colleges,

b. details of strength of students admitted to various courses

conducted by the University and the position of fees

(received and receivable), and

c. compliance to the audit observations pertaining to all

matters.

C. Controller of Examinations/Coordinator (Examinations) shall

not permit candidates who have not paid the prescribed fee to

any examination conducted by the University.

D. The Finance Officer:

1. shall, subject to the general control of the Vice-Chancellor,

exercise such powers and perform such functions as may be

prescribed by the Statutes, Ordinances and Regulations or as

may be assigned by the Vice-Chancellor from time to time.


47

2. may, with the approval of the Executive Council, entrust

signing of cheques up to a specific limit to another Officer of

the University.

3. He/she shall ensure that :

a. proper arrangements are made to keep a watch over the receipt

of instruments from the departments receiving the same

directly from the students, affiliated colleges, and other sources

like State / Central Government, University Grants

Commission, and other funding agencies,

b. instruments received are correctly accounted for and deposited

to the bank accounts concerned with the least delay,

c. the receipts of the University collected through different modes

of payment are properly accounted for under relevant heads of

account,

d. the Departments of the University furnish information relating

to collection of receipts, in the prescribed forms,

e. the receipts of the University deposited to the various bank

accounts of the University in other centers are transferred to the

main operating account of the University at periodical

intervals,

f. bank scrolls with supporting challans are received from the

banks concerned daily or as prescribed,

g. accounts are reconciled with those of the banks.

4. He/she shall be responsible for production of accounts to audit.

5. He/she shall conduct the meetings of the Finance Committee and

issue the Proceedings of the Committee with the approval of the

Vice-Chancellor.

6. The Finance Officer, in matters pertaining to finance, accounts,

assets, stocks and stores, shall seek relevant information

periodically from various Heads of the Departments / Heads of the

Units and persons responsible for maintenance of the records in

this regard. He/she shall review the information obtained and

submit his/her remarks to the Vice-Chancellor.

7. The Finance Officer shall review the audit objections as contained

in the annual audit reports and strive for their early settlement.

He/she may guide and issue suitable instructions to the Officers of


48

the University in the matter of processing and settlement of audit

objections.

E. Other Officers of the University:

1. All such officers of the University declared as Chairperson/Heads of

Units shall be responsible for strict compliance with the general

principles relating to accounting, receipts and expenditure laid down in

these Regulations.

2. They shall draw money from the University funds only when the claim

has matured for payment and shall not draw money in excess of actual

requirement or in anticipation of a claim arising in future or to prevent

the lapse of budget grant.

3. The Chairpersons / Heads of Units /Project Coordinators shall maintain

proper accounts for Grants received from External Agencies for

specific purposes and the expenditure incurred there against. They

shall furnish Utilization Certificate to such Agencies marking a copy

of it to the Finance Officer.

6.2.3 Delegation of Powers to the Officers of the University:

1. With a view to ensure smooth functioning of the University by

decentralization of powers, the Executive Council may delegate

certain powers to the Officers of the University at various levels,

apart from the statutory officers.

2. The approval of the Executive Council is required for incurring

of any expenditure beyond the powers delegated to the officers

of the University or for expenditure not provided for in the

Budget Estimates.

3. The Financial Powers which relate to according sanction by the

officers of the University for incurring expenditure out of University

funds for purchase of materials and other items common for the

functioning of the University also various advances to the employees

of the University shall be strictly in accordance with the Provisions

of the Act, Statutes, Ordinances and the Regulations of the

University.

4. The powers delegated to various officers are subject to the

following conditions:

(a) All cases involving sanctions beyond the power of the Vice-

Chancellor shall be referred to the Executive Council for its

sanction.

(b) In case of urgency, sanction may be accorded by the Vice-

Chancellor and reported to the Executive Council for ratification


49

under the power vested in the Vice-Chancellor under Section-

13(8)(a) of the Act.

(c) The sanctioning authorities shall ensure that sufficient funds are

provided in the University Budget under relevant Head

Account and budget allocation as intimated to them by the

Finance Officer.

(d) The Vice-Chancellor and the Registrar shall obtain, whenever

necessary, the opinion / remarks of the Finance Officer as to the

availability of funds under relevant budget head of account and

about admissibility of charges, before according sanction.

(e) Every sanctioning authority shall ensure that sanction is in

accordance with rules and that purchase procedures are strictly

complied with.

(5) Any officer of the University on whom financial delegation

has been made shall not incur any expenditure which is

likely to involve at a later date expenditure beyond his/her

power of sanction.

(6) Every sanctioning authority shall maintain a sanction order

book and record therein sanctions accorded by them during

each year and produce it to audit.

(7) The Finance Officer shall reject any bill received from other

sanctioning authorities if it is not in conformity with these

Regulations or exceeds annual limit, if any, stipulated in the

delegation of powers or may defer such bills if sufficient funds

are not available at that moment, even though sanction is in

order.

(8) The authority according sanction for drawal of funds on Abstract

Contingent bills shall be responsible to ensure submission of Non-

payable Detailed Contingent bills within the stipulated time, as per

Clause 6.7.6(g) of these Regulations.


50

6.3 UNIVERSITY FUNDS

6.3.1 Classification of University funds:

In order to provide for aggregation and analysis of various revenues,

expenditures, assets and liabilities of the University finances according

to the objectives, transactions of the University may be classified into

the following five types of funds:

1. General Fund

2. Development Fund

3. Earmarked Funds

4. Self-Supporting Courses Fund

5. Distance Education Fund

The Finance Officer may suggest other types of funds if found necessary for

approval of the Executive Council.

6.3.2 Objective and details of each type of funds:

(1) General fund is the operating fund of the university and is used to

account for all financial transactions not belonging to other types of

fund. Fees collected from the students at the time of admission to

various courses of study conducted by the University and its

affiliated Colleges, affiliation fees, examinations fees and other fees

related to, and all other income are credited to the fund. The grant

given by the State Government towards maintenance such as salaries,

pensions and other contingent expenditure is also credited to this

fund. Examination fund, though part of general fund, will be operated

by way of a separate account.

(2) Development fund or capital fund – funds received for specific

purposes with reference to the development of the University and

development/research funds received from the funding agencies of

Central/State governments.

(3) Earmarked funds – funds earmarked for specific purposes such

as Endowment fund, Public Donation fund, Pension fund, General

Provident fund, Employees welfare fund, Corpus fund, any other

funds which are earmarked by the Executive Council of the

University.

(4) Self-supporting courses fund consists of the tuition fee, special

fee and other categories of fee payable by the students who join the

self- supporting courses being offered by the University.

(5) Distance Education Fund consists of admission fee, course fee,

examination fee, certificates fee and related fee collected from the

students of the Centre for Distance Education.


51

6.3.3 Determination of Funds

The Finance Officer of the University shall suggest the appropriate

fund types and categories based on the specific requirements of the

University.

6.3.4 Fund Based Accounting System

(1) The University shall maintain its records manually or electronically

as per the requirement of Fund Based Accounting System (FBAS).

(2) Under the FBAS, all the financial transactions are classified into one

of the fund types mentioned above and the categories thereunder i.e.,

General fund, Development fund, Earmarked fund, Self-supporting

courses fund, etc.

6.3.5 Financial Statements

(1) The University shall prepare the Receipts and Payments Account on

monthly and annual basis. This account represents the actual receipts

and payments made during the year.

(2) The University may also take steps to restructure its accounting system

so as to prepare Income and Expenditure Account and Balance Sheet

in the future. Income and expenditure account represents the income

either received or due and payments pertaining to that year, made or

not made, during the year. Balance sheet represents the assets and

liabilities of the University. In case the University restructures its

accounting system so as to prepare the Income and Expenditure

Account and the Balance Sheet, the same be placed before the Finance

Committee and the Executive Council along with brief comments on

the financial operations and the financial position. Before taking such

steps, the Finance Officer may examine the procedure adopted in other

Universities in Andhra Pradesh.

Before taking such steps, the Finance Officer may examine the

procedure adopted in other University in Andhra Pradesh.

6.3.6 Accounting process for preparation of Financial Statements

(1) The accounting process used in the preparation of the financial

statements shall be based on accounting principles and procedures

laid down in these Regulations.

(2) The accounting process shall comprise of various vouchers,

records, registers, books of accounts, maintained manually or

electronically, by authorized persons as per the procedures and

forms prescribed in the these Regulations.

(3) The Finance Officer shall ensure compliance of the accounting

process, maintenance of books of accounts, passing of the entries

in the accounts of the university in accordance with the guidelines

given in these Regulations.


52

6.3.7 Accounts records to be maintained by the Heads of

Departments/Heads of Units (when maintained manually)

(1) All Officers of the University declared as Heads of Departments /

Heads of Units with powers to draw money from the University funds

or to function as Drawing and Disbursing Officers by the University,

shall maintain the following accounts/records to reflect the financial

transactions taking place in their offices.

(a) Petty Cash Book in Form 1 to record therein the financial

transactions of the office in the order of their occurrence

(b) Stock account of Receipt Books in Form 2 to account for therein the

number of Receipt Books received from the Finance

Branch/concerned office and their utilization.

(c) Day book of collections in Form 3 to account for daily collections

made in cash, if any. The collections by the University shall always

be in the form of Bank Challans/DDs/ Cheques/IPOs/Online

remittances. If, for any reason, the fee of any type is to be collected

in cash, it shall be done only under the written orders of the Vice-

Chancellor.

(d) Register of Instruments Received in Form 4 to account for cheques /

DDs received.

(e) Register of Remittances in Form 5 to record the details of cash /

instruments remitted to the designated bank duly pasting the challan

copy (pay-in-slip) acknowledged by the bank.

(f) Group Payment Register/Budget Control Register in Form 60 to

record payments classified under individual Heads of Account in the

Budget to limit expenditure within the budget allocation.

(g) Contingent Register in Form 6 to account for all transactions relating

to contingent expenditure of the office.

(h) Contingent Order Book in Form 7 for obtaining orders of the Head of

the Office for incurring expenditure on contingent expenses out of

Permanent Advance sanctioned to office.

(i) Classified Posting Register of Revenue and Expenditure in Form 8 to

account for financial transactions pertaining to the revenue and

expenditure Budget heads of account applicable to the office.

(j) Demand, Collection and Balance Register for each type of fees due to

the university. The procedure for maintenance of the register and

relevant forms shall be as detailed in para 5.7.

(k) Stock and Issue accounts in the form prescribed in para 9.18 of the

Purchase Regulations to account for all furniture, equipments,

stationery, books, and all other articles received from the University or

purchased.


53

(l) Register of Deposits in Form 9 to account for deposits, if any

received from the Contractors or Suppliers.

(m) Register of Advances in Form 10 to account for all employees‘

personal advances drawn on prescribed forms.

(n) Register of Recoveries from Salaries of employees in Form 11 to

account for recoveries affected from the salaries of employees working

under them.

(o) (i) A Register of Investments in Form 12 shall be maintained to

monitor the investments / renewals. Pages should be allotted for each

source of investment and investments pertaining to that fund should be

noted in that page only. The register shall be reviewed periodically to

ensure that the interest due from banks on investment are received in

time and credited to the university account. Further, timely action

should be taken to renew the fixed deposits and necessary entries made

against the deposits renewed.

(ii) The amounts not required for immediate use or before the close of

the financial year in every fund of the University should be invested

in fixed deposit for the period for which the same is not required. The

cheque issued from the fund for issue of fixed deposit receipt, should

be recorded in the cashbook of the fund on the payment side and the

fixed deposit receipt should be recorded on the receipt side of the

cashbook.

(iii) Similarly in the case of renewal of the existing deposit on

maturity, the maturity value of the fixed deposit should be shown on

the receipt side of the cashbook. On renewal of the fixed deposit

receipt the total amount reinvested should be shown on the payment

side. The renewed fixed deposit receipt should be shown as receipt in

the cashbook. All cases of renewals shall be entered in the register of

investments.

(iv) The closing balance of the fund in the cash book thus reflects the

actual balance of the fund in the bank account and the value of the

fixed deposits.

(p) Office Copies of the Pay bills (Acquaintance roll) wherever the salary

of the staff is drawn and disbursed.

(q) All office copies of the bills towards other claims preferred by the

office.

(r) Any other accounts/records prescribed by the Finance Officer under

the direction of the Vice-Chancellor.

(2) All books of accounts and registers shall be properly bound and

kept. No account shall be prepared on loosely bound volumes.

Note: Computerized records / accounts in loose sheets shall be

secured properly at the earliest except where required to be kept


54

otherwise. The Officer concerned shall sign the computer record,

with date and seal.

(3) The pages of all financial records, cash book, accounts books, stock

register, receipt books and such other registers shall be serially

machine numbered. The certificate of count shall be recorded on each

book on the first page as to the number of pages it contains by the

concerned official not below the rank of Superintendent, before the

book is brought to use.

(4) Every correction or alteration in accounts shall be made neatly in red

ink, a single line being drawn through the original entry to be corrected,

and attested by the dated initials of the Officer. Erasures shall be

absolutely forbidden and no document with an erasure shall be

accepted, and shall be ultra vires to the Statutes/Ordinances/

Regulations of the University.

(5) All monetary transactions shall be entered in the Cash Book under

relevant columns, as and when the transaction takes place (date-

wise) and attested by the Head of the Office or one of the officers

authorized to do so by the Head of the Office. All receipts collected

in cash or cheques / DDs shall be accounted on the Receipt side of

the Cash Book.

(6) The Cash Book shall be closed daily and closing balance recorded in

both figures and words. The closing balance shall be carried forward

as opening balance for the next day. When no financial transaction

takes place on any day, no entries need be made in the Cash Book

for those dates.

(7) Entries made in the Cash Book regarding the remittance of receipts

to the bank for credit into University fund should be attested by the

officer after verifying with reference to the bank acknowledgement

of the challan. When the credit appears in the receipts scroll of the

bank, the actual date of realization of the cheque / DD shall be noted

in the Register of Instruments Received or DDs/Cheques/IPOs

Register.

(8) The Head of the Office shall, at the end of each day, verify the cash

balance in the petty cash book and record a certificate to that effect.

(9) When any deficiency is found in the cash balance of any day, it

should be made good at once by the person responsible for it and

cash balance made to agree with Cash Book balance of that day. In

case the amount of deficiency could not be made good for any

exceptional reasons, the amount shall be treated as ‗Miscellaneous

Advance‘ recoverable from the person responsible by preparing

voucher signed by the Head of the Office. The Head of the Office

shall investigate and take action to recover the amount from the

person found responsible for the deficiency. On recovery of the

amount, the amount earlier treated as ‗Miscellaneous Advance‘ shall

be adjusted by passing necessary entry.


55

(10) When any excess amount is found, it shall be accounted for as a

receipt in the Cash Book duly recording it as cash found surplus

treating it as a ‗Revenue Deposit‘, pending investigation. If the

investigation establishes beyond doubt that the excess amount is not

payable to any person, the surplus amount earlier treated as

‗Revenue Deposit‘ shall be classified as ―Miscellaneous Revenue‖ in

the accounts.

(11) On occasions when huge amount of cash is required to be held in the

office, suitable arrangement shall be made by the Head of the Office

to guard the cash overnight and during holidays.

6.3.8 Preservation and Destruction of Accounts records

(1) The University may, with the approval of the Executive Council,

prescribe the period of preservation of records (including those of

Accounts) and their destruction in the following manner:

Description of Records Period of

Preservation

(1) (2)

Annual establishment return (Books of establishment) 35 years

Pay bills and, when maintained separately, acquaintance

rolls for pay and allowances (other than traveling

allowance) of University Employees of the University for

whom no establishment returns are submitted or no service

books or service rolls are maintained.

Note: Pay bills of employees who are not in pensionable

service, need not be preserved beyond six years.

35 years

Pay bills and, when maintained separately acquittance rolls

for pay and allowances (other than traveling allowance) of

University employees for whom establishment returns are

submitted and service books or rolls maintained - see the

last sentence of clause 3(c) below

3 years after audit

Pay bills and, when maintained separately acquittance rolls

of University employees in last grade service

45 years

Registers of contingent expenditure 5 years after audit

Sub-Vouchers 3 years

Detailed budget estimates of an office 5 years

Traveling allowance bills and acquittance rolls relating to

traveling allowance

3 years after audit

Pension cases (including the service books and leave

accounts attached to them) in which invalid or

compassionate pensions have been sanctioned

25 years

Other pension cases (including the service books and leave

accounts attached to them) after the retirement of the

Government servant concerned

35 years


56

Note 1:- Service books and other papers relating to a claim

for gratuity should be retained until the claimant attains 58

years of age or dies, whichever is earlier and also until

final orders have been passed on the claim

Note 2: In regard to service books of University

employees who have been dismissed or discharged or have

resigned or died whilst in service

5 years after

the event

Statements of monthly progressive expenditure and

correspondence relating to any discrepancy in the figure

2 years after

clearing audit

objections

Mortality returns of pensioners 5 years

(2) A competent authority of the University may permit destruction of

official records from time to time subject to the careful observance of the

relevant rules, duly ensuring that a list of such destroyed records is

maintained.

(3) The following should on no account be destroyed:

a. records connected with expenditure which is within the period of

limitation fixed by law,

b. records connected with expenditure on projects, schemes or works

which have not yet been completed, even though the expenditure is

not within the period of limitation fixed by law,

c. records, connected with claims to service and personal matters

affecting University employees who are still in service,

d. orders and sanctions of a permanent character, until revised.

(4) Any account record/voucher/agreement or relevant files with reference

to which audit has raised objection, shall not be destroyed till the

objection is cleared in audit.


57

6.4 GENERAL PRINCIPLES

6.4.1 Operation of University Funds in Banks / Treasury

(1) (a) The funds of the University shall be kept in a Bank / Banks as stipulated by the

Executive Council.

(b) All sums received by the University shall be in the form of Bank Challans/ Bank

Drafts/Online remittances. Ordinarily, cheques issued by Governmental Agencies

such as LIC only may be accepted. However, the competent authority may decide

other sources from which cheques may be accepted. Indian postal orders may be

accepted in case of specific need based on prior permission from the competent

authority.

(c) The Vice-Chancellor shall have power to modify the modes of payment to the

University and report such decision to the Executive Council for ratification.

(2) All collection of Fees and Other receipts of the University collected by the designated

Heads of the Departments/Heads of Units shall be credited to appropriate University fund.

No Head of the Department/Officer of the University shall open a bank account in his/her

official designation unless authorized to do so by the Vice-Chancellor on the

recommendation of the Finance Officer.

(3) An account may be kept in the Local Government Treasury to facilitate transaction with

Government.

(4) The Funds of the University shall be operated by the Finance Officer or such other

Officers authorized by the Vice-Chancellor.

(5) The Endowment Fund, Public Donation Fund, Pension Fund, Provident Fund and such

other employees benefit related Funds shall be invested as stipulated in the relevant

statutes or as per the decision of the Executive Council or as approved by Vice-Chancellor

in any bank approved by the State government.

(6) Generally, there are two types of investments made in a University. They are:

a) investments relating to various funds and finances of the University, and

b) investments forming original part of endowments instituted by individuals and

Trusts with the University. Investments relating to Endowments are dealt in

Chapter XI of these Regulations.

(7) (a) All surplus funds shall be invested in short term deposit or long term deposits

keeping in view the requirement of the funds over a period of time, by the Finance

Officer/Authorized Officers with the approval of the Vice-Chancellor.

(b) To ensure (a), the Finance Officer/Authorized Officers shall submit a statement of

surplus funds to the Vice-Chancellor at least once or twice a month to decide upon the

investments to be made. Even if there are no surplus funds in a particular month, Nil

statement shall be submitted to the Vice-Chancellor.


58

(8) Entries relating to interest on investments shall be passed in the accounts on the basis of

date on which interest accrues or based on credit advice received from the Bank or the

entries in Bank pass book.

(9) Whenever there is no immediate need for funds, fixed deposits shall be renewed with the

approval of the Vice-Chancellor.

6.4.2 General responsibilities of Heads of Departments/Units with regard to

accounting and matters relating to finances of the University.

Accounting:

(1) Every University employee who is designated as Head of the Department/Head of the

Unit/Officer performing financial transactions should see that proper accounts are

maintained for all University financial transactions with which he/she is concerned as

prescribed by these regulations and such other rules framed from time to time. He shall

have the knowledge of accounts and financial rules relevant to his/her duties and shall

keep an adequate check over the staff under his/her control. He/she should check the

account as frequently as possible in order to see that his/her subordinates do not

commit fraud, misappropriation or any other irregularities. He/she cannot plead

ignorance of financial rules for lapses noticed by the administration or audit.

(2) The University shall hold him/her personally responsible for any loss that may be

found to be on account of dereliction of duties or negligence or misconduct.

(3) He shall be responsible for accounting of all transactions involving taking and giving

of cash, stores, other properties, rights, privileges and concessions having monetary

value received by him/her on behalf of the University, as authorized by the University,

besides the correctness of the accounting in all respects. The accounts and financial

records of the University shall be maintained in the forms prescribed in these rules as

well as those that may be prescribed by the Finance Officer from time to time.

(4) Every Officer operating University Accounts shall ensure that monthly account and

reconciliation with Bank of the previous month shall be completed and attested by

him/her before 15th

of the current month. Similarly, he/she must ensure that annual

accounts and reconciliation with Bank for the previous financial year shall be

completed by 30th

April of current financial year and that the accounts/records are

submitted to the Department of State Audit of the Government of Andhra Pradesh by

31st May every year for purpose of audit.

(5) He shall furnish such statements, reports, returns and information relating to accounts

and finance to the Finance Officer as may be prescribed in these regulations or as may

be required by the Finance Officer.

6.4.3 General principles relating to Receipts:

(1) The Head of Department/Head of the Unit of the University shall be responsible to

ensure that all University receipts authorized to be collected by his/her office in cash or in

the form of demand drafts or in any other form, are correctly assessed, collected promptly

and official receipts issued in the prescribed form and also that all such collections are


59

brought into account as soon as they are received, without delay and deposited forthwith

into the designated bank, under proper head of account.

(2) The receipts shall not be appropriated towards expenditure.

(3) Amount due to the University shall not be left uncollected without valid reasons. Where

such amount appears to be irrecoverable, orders of the competent authority shall be

obtained to waive it, if it becomes inevitable after all efforts at recovering it, and properly

reflected in the accounts.

(4) The Head of Department and Head of the Unit responsible for the collection of University

revenues shall furnish periodical reports of demand, collection and balances, as may be

prescribed by the Finance Officer.

(5) No duplicate copy of a receipt shall be granted for money received on the ground that the

original has been lost.

(6) If a person applies for a duplicate copy of the receipt stating the purpose for which it is

required, a certificate may be given that on a specified day a certain sum on a certain

account was received from a certain person. The Officer issuing the certificate shall take

precaution as to the purpose for which the certificate is liable to be used and invariably

mention in the certificate the purpose for which it is issued, to ensure proper usage.

6.4.4 General Principles relating to incurring of Expenditure out of University Fund

(1) University employee shall never incur any expenditure from out of receipts collected

by him/her on behalf of the University and he/she shall not incur any expenditure

from University fund unless sufficient funds are allocated in the budget estimates

and financial sanction is obtained from the competent authority.

(2) No money shall be drawn from the University Fund unless it is required for

immediate disbursement.

6.4.5 Standards of Financial Propriety

Every University employee who incurs or authorizes the incurring of any expenditure

from University funds shall see that it does not contravene the following principles:

(1) The expenditure should not be prima facie more than the occasion demands. Every

university employee is expected to exercise the same diligence and care in respect of

expenditure from University funds under his control as a person of ordinary prudence

would exercise in respect of the expenditure of his own money.

(2) University employees shall never exercise their powers of sanctioning expenditure so as

to pass an order directly or indirectly to their own advantage.

(3) University funds should not be utilized for the benefit of a particular person or section

of the community unless-

(a) the amount of the expenditure involved is insignificant, or


60

(b) a claim for the amount could be enforced in a court of law, or

(c) the expenditure is in pursuance of a recognized policy or custom.

(4) The amount of allowances, granted to meet expenditure of a particular type, such as

traveling allowance etc., should be so regulated that it is not, on the whole, a source of

profit to the recipient.

(5) It is the duty of every University employee to observe complete integrity in financial

matters.

6.4.6 Sanctions

(1) The Executive Council, in consultation with the Finance Committee shall delegate

powers to the various levels of officers of the University for according sanction for

incurring expenditure in connection with the affairs of the University. The powers

not delegated to a subordinate authority or officer shall vest with the Executive

Council.

(2) The general principles governing expenditure from University funds are as

follows:

(i) There shall be provision of sufficient Funds in the sanctioned Budget within

which expenditure can be incurred.

(ii) No expenditure shall be incurred which is in excess of the provision under the

relevant budget head as sanctioned by the Academic Senate, or which involves

the sanctioning of a fresh item of expenditure without the previous approval of


(iii) The expenditure incurred shall conform to the relevant provisions of the

University Act, Statutes, Ordinances and Regulations framed by the

University.

(iv) There shall exist sanction either special or general, accorded by the competent

authority, authorizing the particular item of expenditure.

(3) When any authority accords sanction for expenditure, the amount shall always be

expressed in words and figures.

(4) Date of effect of sanction: Sanction of the University takes effect from the date of

the order conveying the sanction or any other date mentioned in the order.

(5) Lapse of Sanction: A sanction for any fresh charge lapses if it has not been acted

on for a year unless it is specifically renewed. This rule does not apply to:

(a) The sanction for an allowance granted to the holders of a post or class of

posts, subject to certain conditions;

(b) the sanction for addition to be made to a permanent

establishment progressively from year to year;

(c) a sanction conveyed in an order passed by a Court in its judicial capacity.


61

Note: One year period shall be reckoned from date of issue of sanction and it

should be considered to have been acted upon if payment in whole or in part is

made within twelve months from the date of issue. Where specific provision is

made, that expenditure will be met from provisions of a specific financial year

then the sanction will lapse on expiry of such financial year. Unless specifically

renewed, sanction of provident fund advance remains operative for three months.

(6) Sanction to an estimate for a work other than ordinary annual repairs will unless

the work is started, cease to be in force five years after the date when it was

accorded. Sanction to an estimate for annual repairs lapse on the last day of the

financial year or on the concerned specified working year.

(7) Communication of sanction: A copy of every order of sanctioning expenditure

shall be communicated to the Finance Officer/concerned Officer by the authority

which accords sanction.

(8) Bills received under proper sanction and duly certified by the concerned Head of

the Department/Officer shall be paid within 7 (seven) days from the date of receipt

of the bill in the office. Objections, if any shall be immediately intimated to the

concerned Head of the Department/Officer After the clearance of objections, the

bill shall be paid within 5 (five) days.

6.4.7 Loss of Stores / Property

(1) All losses in respect of stores/property should be duly recorded in the stock accounts

and formal sanction of the competent authority obtained for write off or dealing with

them otherwise, even when no formal correction or adjustment in the account is

necessary.

(2) When a loss occurs on account of damage to any University property due to any

calamity like fire or flood or any other causes other than fair wear and tear, the officer-

in-charge shall send a preliminary report to the Registrar with a copy to the Finance

Officer at once. The Registrar shall get the matter fully investigated and submit a

detailed report to the Vice-Chancellor explaining the circumstances besides indicating

whether value of the loss has to be written off or action has to be taken against the

person responsible, including for the recovery of the loss.

(3) Where action is proposed for write off of the loss, the competent authority shall issue

sanction upto the powers vested in it and initiate steps for obtaining sanction of the

Executive Council in cases where it exceeds his/her powers and communicate the

orders to the Finance Officer for accounting the amount written off in the accounts,

besides marking a copy to the concerned Head of the Department/Head of the Unit for

information.

(4) Where disciplinary action against any employee is recommended, the competent

authority shall act as per the University rules.

6.4.8 Defalcation and Losses


62

(1) Whenever any University employee notices that a defalcation or loss or shortage of

University money, revenue, stamps, stores or other property by embezzlement, fraud,

theft, Computer fraud, etc., has occurred or a serious accounting irregularity has been

committed, he shall inform the Head of the Office forthwith. If it appears to the Head

of the office prima facie that there has been any such occurrence concerning his/her

office or in which a subordinate employee is involved, he/she shall immediately send a

report to the Registrar with copy to the Finance Officer. This preliminary report shall

be sent even if the person responsible for a loss has made it good.

(2) The Registrar shall cause investigation into the matter fully and take all further

necessary action to complete the investigation at the earliest. As soon as the

investigation is completed, based on the report of the Investigating Officer, the

Registrar shall submit a detailed report to the Vice-Chancellor. The report should fully

describe the nature and extent of loss or accounting irregularity and the circumstances

which made it possible, including any breach or neglect of an existing rule, besides

stating whether any amount of loss has been recovered and if not, whether it is

possible to recover it in any way. The report shall also state what disciplinary action is

recommended against any employee responsible and what steps have been taken or

recommended with a view to prevent recurrence of such loss or accounting

irregularity.

(3) Wherever the report recommends disciplinary action against any employee found

responsible for the loss or accounting irregularity, the Registrar, with the approval of

the Vice-Chancellor, shall initiate disciplinary action against such person or persons,

within one month from the date of receipt of the report.

(4) If the report of the Investigating Officer indicates that the circumstances leading to loss

or accounting irregularity demand a detailed audit, the Vice-Chancellor may direct to

conduct a special audit of the accounts of that office or the particular transaction for

the suspected period during which loss or accounting irregularity was noticed or for

the period of incumbency of the official alleged to be responsible for the loss or

accounting irregularity.

(5) Where the Investigating Officer‘s report or the special audit report indicates the name

of the person or persons responsible for the loss or the accounting irregularity, the

Registrar shall initiate Departmental proceedings or criminal proceedings or both

depending on the gravity of the offence, amount involved and the circumstances. The

Registrar shall take immediate action as per relevant Regulations and shall see that the

result of the Departmental proceedings or the criminal proceedings or both placed

before the Vice- Chancellor / Executive Council as the case may be at the earliest.

(6) Wherever it appears likely that recourse to judicial proceedings may have to be taken

by the University in connection with the loss sustained, the Registrar should take legal

advice at once.

(7) In all cases of negligence and lack of devotion in the discharge of duty; for e.g., costly

buildings, equipment, machinery etc., remaining unutilized or substantially unutilized

for lack of planning or infructuous, unnecessary and injudicious expenditure or delay

in taking action / decisions in placing orders or making payments due, execution of

sanctioned schemes or projects, which result in increase of cost, the responsibility for


63

the loss suffered by the University shall be fixed on the person held responsible for in

a Departmental inquiry.

(8) In cases where the loss is due to the delinquence of subordinate officials and where it

appears that this has been facilitated by laxity of supervision on the part of superior

officer, the latter shall also be called strictly to account and his/her personal liability

carefully assessed. Such officer should also suitably be penalized in proportion to the

degree of laxity contributing to the loss.

(9) Whenever an employee is held responsible for the loss sustained by the University,

competent authority of the University should always consider both whether the whole

or any part of the loss should be recovered from him/her and also whether disciplinary

action should be taken. While determining the amount to be recovered, it should

consider the circumstances of the loss and also the financial position of the employee

since the penalty should not be such as to impair his/her future efficiency.

(10) The fact that some of the delinquent University employees who were found guilty of

fraud or irregularities have died or retired from service before awarding punishment,

should not be made as an excuse for absolving other delinquent employees who are

still in service and also responsible for the loss.

6.4.9 Recovery of losses from Pension

(1) A retiring employee of the University involved in any loss or irregularity and against

whom a departmental or judicial proceedings is instituted shall be sanctioned

provisional pension under Rule 52 (1)(a) of the Revised A.P. Pension Rules, 1980

which shall not be less than 75% of the normal pension entitlement.

(2) An authority investigating any case of loss or accounting irregularity should take

special care to ascertain immediately as to whether the investigation is likely to affect

any University employee who is going to retire within the next two years or has retired

and has not been granted pension. If so, it should immediately report the fact to the

Registrar and the Finance Officer and they should see that such an employee is granted

only provisional pension until his/her responsibility in the matter is finally determined.

(3) Whenever a competent authority orders for the recovery of amount of loss sustained by

the University on account of fraud or negligence on employee‘s part, other than by

forfeiture of his/her security deposit if any, and he/she is about to retire from service,

the amount shall be recovered as far as possible from his/her last pay/encashment of

earned leave/Gratuity. If any amount still remains to be recovered, the same may be

recovered by invoking Rule 9 of AP Revised Pension Regulations 1980 / Pension

Regulations for University Teachers 1992 under which the University reserves to

themselves the right of withholding or withdrawing a pension or part thereof, whether

permanently or for a specified period and of ordering recovery from a pension of the

whole or part of any pecuniary loss caused to the University / College.

(4) After conclusion of the Departmental / Judicial proceedings, depending on the orders

passed by the competent authority, the provisional pension sanctioned to the pensioner

under sub-rule (1) above shall be adjusted against the pension, if sanctioned. However,

no recovery shall be made where the pension sanctioned is less than the provisional


64

pension or the pension is reduced or withheld either permanently or for a specified

period.

6.4.10 Reflection of Losses in the Accounts of the University

(1) If money due to the University has been actually collected by an employee authorized

to receive money on behalf of the University and is embezzled, stolen or lost before its

remittance to the bank, it should be brought as a receipt under relevant head of account

of revenue and then shown on the expenditure side by recording it under a separate

head as loss. Proceedings shall be issued for this purpose.

(2) Any recovery made in the course of the year in which losses are brought to account

should be shown by deduction from the head under which the loss is recorded. Any

recovery made after the accounts are closed, should be shown as an item of receipt.

(3) Besides the above, in case of any embezzlement or misappropriation of University funds

involving University employees, action shall be taken as per procedure laid down in the

Discipline and Appeal Rules.

6.4.11 Audit and Disallowances

(1) The accounts of the University shall be submitted to such audit as the Government may

direct. Regular audit of the University accounts is conducted by the State Audit office

set-up in the University campus. The Audit teams of Accountant General‘s office also

conduct inspection audit of University accounts by occasional visits.

(2) Every Head of the Department / Head of the Unit shall attend to the observations

communicated to him by the Statutory Auditor.

(3) When compliance to Statutory audit note, audit memorandum, etc., are furnished to the

Statutory Auditor, a copy of the same shall be sent to the Finance Officer.

(4) The Registrar/Finance Officer shall send an extract of the Annual Audit Report to the

Heads of Departments/Officers concerned and pursue for obtaining replies from all

concerned.

(5) In respect of compliance to the annual audit paras, a report to the Finance Officer shall

be furnished by all the Heads of Departments/ Officers concerned, who in turn shall

submit consolidated replies to audit.

(6) There shall be an Audit & Accounts Committee duly constituted as per the relevant

orders before which the Finance Officer places the consolidated set of draft replies to

audit objections. The replies cleared by this committee shall be placed before the

Finance Committee/Executive Council. After their approval, the replies shall be

submitted to the concerned audit authorities.

(7) In the case of audit objections leading to a departmental enquiry and the disciplinary

authority ordering recovery of the loss, the Registrar shall intimate the Drawing and

Disbursing Officer to recover the same from the claims due to the employee concerned,

marking a copy of the communication to the Finance Officer.


65

(8) When the Finance Officer disallows a payment as unauthorized, the concerned Drawing

Officer is bound to recover the amount disallowed.

(9) The Finance Officer shall arrange for the internal audit of Accounts records maintained

by the Colleges / Departments of the University, periodically, issue inspection reports

and watch compliance of the observations made in the reports.

6.4.12 Permanent/Temporary Transfer of Funds

The Vice-Chancellor shall have power to sanction permanent or temporary transfer of

funds from one account to another. Funds can be transferred on permanent basis

wherever entitlement exists e.g., reimbursement of expenditure incurred, transfer of

grants/donations to Development Account for expenditure on earmarked projects, etc.

These transfers shall be reported to the Executive Council at its next meeting together

with the reasons. Funds transferred on temporary basis shall be, as far as possible,

retransferred within the same financial year. The Finance Officer shall maintain a

Register of Transfers to watch such retransfers. Whenever funds transferred initially on

temporary basis cannot be retransferred for substantive reasons (like in the case of

temporary transfer of funds effected to meet the expenditure on salaries and pensions but

cannot be retransferred due to inadequacy of Block Grant released by the State

Government to meet the full cost of salaries and pensions for the given financial year),

proposals to treat such temporary transfers as permanent transfer of funds shall be placed

before the Executive Council for approval. Thereupon, the date of Executive Council

approval shall be recorded at the original entry in the cash books and in the Register of

Transfers. This fact be brought to the notice of audit to obviate any audit objection.


66

6.5 REVENUE AND MODE OF RECEIPTS

6.5.1 University Revenues generally comprise the following sources:

(1) Grants from State and Central Government, University Grants Commission, and

other agencies.

(2) Various fees from students and Affiliated colleges.

(3) Income from lands, gardens, buildings and other properties of the University, etc.,

by way of lease/rent/sale proceeds.

(4) Income from sale of publications and journals.

(5) Sale proceeds of used answer scripts, used and unserviceable examination material

and articles, etc.

(6) Donations / Contributions, endowments.

(7) Income from investments.

(8) Income from Consultancy.

6.5.2 Grants

(1) The grants-in-aid are the major sources of receipt of the University. These are received

from:

a) The State Government in the form of Block Maintenance Grants, Development

Grants and Special Grants for specific purposes.

b) The Government of India for specific purposes.

c) The University Grants Commission towards General Development, Plan and Non-

Plan or RUSA, recurring and non-recurring grants for research and other projects.

d) Other agencies for specific purposes / projects.

(2) The anticipated Block maintenance grant and Development grants from the State

Government during each year shall be taken into account while preparing the budget and

allocated appropriately for meeting expenditure on salaries, pension and retirement

benefits and towards maintenance.

(3) Special grants and Development grants shall be utilized for the purposes for which they

are released by the concerned authorities like State Government, Government of India,

University Grants Commission and other agencies. These grants shall not be diverted by

the University for other purposes.

(4) In respect of specific purpose grants received from State / Central Government,

University Grant Commission and Other Agencies for which utilization certificates are

required to be issued to such authorities, separate folios shall be allotted in the Register of


67

Grants for accounting the receipt of grants and expenditure incurred thereon, to facilitate

issue of utilization certificates.

(5) The Finance Officer shall claim the Grants as provided in the State Budget for the

University and other Grants sanctioned by Government and other agencies.

(6) The Finance Officer shall take into account the receipt of the grants as soon as the

Instruments are remitted to bank.

(7) In respect of other grants from Government of India, University Grants Commission and

other agencies, the Development Section, UGC Section, Project Coordinator or any other

section which co-ordinates and corresponds with these agencies, shall furnish periodical

reports of the grants received and probable grants anticipated from these agencies to the

Finance Officer. These grants are to be accounted once the DD / Cheques are remitted to

University account.

(8) The section which receives any cheque / draft from any source shall, if it is operating the

concerned Bank account, make a credit entry in the cash book and promptly transmit the

same to the Bank for realization under intimation to the Finance Officer. Otherwise the

cheque/draft shall be forwarded to the Finance Officer for taking credit to the concerned

account.

(9) The branches/sections dealing with Development grants /Special grants/grants for projects,

etc. shall intimate the Finance Officer /Authorized Officer any commitment/ sanction

communicated by funding agencies to enable him/her to account them under ‗Receivable‘

account.

(10) The Finance Officer/Authorized Officer shall maintain a Register of Grants in Form 13

and watch the claims realized from State Government and other Agencies. Separate pages

may be provided for the Block Maintenance Grant and Special / Development Grants

received from the State Government as well as those from other sources. In the case of

computerized account, separate account head shall be maintained for these grants.

6.5.3 Receipt of various types of fees from students and Affiliated Colleges

5.3.1 Admission and other allied fees collected from the students

(1) The fees broadly classified under the following three categories shall be collected

from the students:

Category – A

Fees collected from the students at the time of admission to various courses of study

conducted by the University and its affiliated colleges and for other related services:

(a) Application fees

(b) Admission Fee

(c) Registration Fee

(d) Tuition fee

(e) Laboratory fee

(f) Library fee

(g) Sports Development Fee


68

(h) Eligibility Fee

(i) Penal Fee

(j) Transfer Admission Fee

(k) Fee for Change of Name

(l) Fee for change of language / optional subject

(m) Internet / Computer service fee

(n) Services Fee payable to the University (in case of affiliated college

students)

(o) Any other fee that may be notified by the competent authority.

Category - B

Examination fees, other fees related to examinations, fees for issue of certificates and

other services shall be collected under the flowing heads:

a) Application Fee

b) Examination Fee

c) Attendance Condonation Fee

d) Marks card Fee

e) Provisional Pass Certificate Fee

f) Scrutiny Fee

g) Penal Fee

h) Diploma Certificate Fees

i) Transcripts Fee

j) Convocation Fee

k) Migration Fee

l) Re-valuation/Personal Verification Fee

m) Re-totaling Fee

n) Any other fee that may be notified by the competent authority.

Category – C

Fees from students pursuing studies under the Correspondence Course / Distance

Education Schemes in the University, some of the fees mentioned under categories A &

B above and other fees like contact program fees, course material fees, etc.

(2) The Registrar/Principal/Director of Admissions, as the case may be, is responsible for

issue of timely notifications regarding submission of applications for admissions to

various courses, the last date of fees to be paid and other procedures, for each academic

year and to ensure that prescribed fees is paid by every student admitted to the courses

conducted by the University either through the University Colleges or Constituent

Colleges or Post Graduate Centres or Affiliated colleges. He shall also ensure that students

applying for other specified services pay the prescribed fee for them, before providing

such services.

(3) Similarly, the Controller of Examinations / the Designated authority shall be responsible

for issue of notifications inviting applications from students studying in University

colleges and affiliated colleges and others appearing for various examinations conducted

by the University from time to time giving details of the dates of examination, the fees to

be paid, mode of payment of fees etc. He shall also ensure that no candidate is allowed to

take the examination without payment of prescribed fees and no other services are

provided without collecting the prescribed fees. He shall prescribe procedures within the


69

examination branch for prompt processing of the applications, scrutiny of applications

including correctness of fees paid (so as to collect dues, if any), issue of examination hall

tickets to students appearing for examinations and other follow up actions.

(4) Where the University has introduced Distance Education Scheme, the Registrar / Director

shall be responsible for timely issue of notifications regarding admission, registration of

the candidates for distance education courses / dispatch of course material / personal

contact programs (PCP) / management of study centres / conduct of examinations & other

consequential follow up activities.

6.5.4 Affiliation fees

(1) The University is empowered to charge and collect fees for affiliation and

inspection of colleges.

(2) In all cases of fresh affiliation / renewal / continuance / permanent affiliation /

sanction of courses, applications are required to be made to the Registrar, by the

concerned colleges together with fees prescribed. The Registrar shall process the

applications and communicate affiliation after obtaining approval of the competent

authorities. He shall cause maintenance of necessary registers to document the

receipt of applications from the colleges, stages of processing, approval of the

authorities concerned and date of communication of approval, etc.

(3) The Registrar / Dean, College Development Council/ Deputy Registrar

(Affiliations) shall maintain a list of Affiliated Colleges of the University and

ensure collection of affiliation fees due from them, every year. Besides, wherever

new courses are approved to be commenced by these Affiliated colleges, the

additional fees payable for the new courses shall also be demanded and collected

without fail.

(4) The Registrar / Dean, College Development Council/ Deputy Registrar

(Affiliations) shall arrange to furnish periodical reports in the prescribed format on

Demand, Collection and Balance position of affiliation fees to the Finance Officer,

to account for the balance due, in the financial statements of the University.

6.5.4 Procedure for payment of fees to the University

A. Different modes of payment of fees:

(1) The Notifications of the University issued by the concerned authorities shall invariably

indicate the manner in which the fees shall be paid by the students seeking admission to

the courses conducted by the University through its University Colleges, Constituent

colleges, P.G. Centres and Affiliated colleges, students appearing for various

examinations conducted by the University, the students registering for courses conducted

by the Center for Distance Education. Similarly, the procedure to be followed for

payment of fees by the colleges seeking fresh affiliation and renewal / continuance /

permanent affiliation / sanction of courses shall also be notified by the University.

(2) Considering the complexities involved in payment of several types of fees by the students

and the Affiliated Colleges, the following procedures for payment of fees may be

followed by the students and the Colleges.


70

a. Payment of fees through Bank drafts.

b. Payment of fees through authorized Banks to the designated account of the University

/ College concerned through general or online system.

A. Payment of fees through Bank drafts:

(i) Wherever fees are required to be paid by Demand Draft, the following procedure

shall be followed:

a) The Demand Drafts shall be obtained from nationalized banks payable at a

Bank branch specified in the concerned University notification and they should

be dated on or after the date of the said notification.

b) The Demand Drafts shall be drawn in favour of the University Officer

mentioned in the University notification.

c) The Affiliated colleges shall collect fees payable to the University on account of

admission registration/ University services fees, examination fees, etc., from

students by issuing official receipts of the college. They shall prepare a

statement of fee collection indicating the name of the student, the course of

study / examination appeared for, amount of fees collected from him/her and the

college‘s official receipt under which collected. They shall obtain a Demand

Draft for the total amount of fees payable to the University as per the statement

prepared. They shall send the Demand Draft along with a copy of the statement

to the concerned officer of the University using forwarding letter in Form 14 in

respect of Admission fees and in Form 15 for examination fees.

d) In the case of affiliation fees payable by the affiliated colleges to the University

towards renewal of affiliation or continuance or permanent affiliation, etc., they

shall obtain Demand Draft for the amount of affiliation fees/related fees payable

and submit it to the Registrar using the forwarding letter in Form 16.

e) In the case of fees payable to the Director, Center for Distance Education, in

respect of courses of study / examination to be taken by external students, the

student shall obtain Demand Draft for the amount prescribed favoring the

Director, Center for Education and send it to him/her directly.

(ii) Responsibility of the designated officer receiving Demand Drafts from

students and affiliated colleges.

a) The concerned Designated Officers to whom the Demand Drafts are sent by

the students and the affiliated colleges shall maintain a Register of Instruments

Received (DD/Cheques Register) in Form 4 or in any other format designed

for the purpose and see that the Demand Drafts received are entered in this

register and promptly deposited into the designated Bank account.


71

b) They shall issue an acknowledgement for the receipt of the fees to the students

/ Affiliated colleges in Form 17 or in any other format designed for the

purpose.

c) The University may establish a Central Processing Cell for receiving demand

drafts/online challans from students/Colleges, issuing receipts for the same and

forwarding the instruments to finance branch/other relevant branches within

2/3 days for processing for realization as per procedure. The concerned offices

will attend to the requirements of students/Colleges based on the receipts

issued by the DD cell

d) They shall then cause verification of the applications accompanying the

Demand Drafts from students in the case of direct payment by students and the

statement of fees collections and the forwarding letters of Affiliated colleges,

to ensure that prescribed fees have been correctly remitted through the Demand

Drafts received.

e) After ensuring correctness of the fees paid, they shall take action to provide

required services like approving admissions or issue of examination hall

tickets, etc.

f) In the case of affiliation fees/related fees received through Demand Drafts

from the Affiliated colleges, the Designated Officer shall cause verification of

the details furnished in the forwarding letter and ensure that the amounts of

fees paid by Demand Drafts are as per the prescribed rate for different courses

and combinations.

g) In case any short payment of any type of fees is noticed by the Designated

Officers, they shall forthwith address the concerned who has remitted less and

follow it up till it is recovered. Penal fees may also be collected at the rate

prescribed by the University for any willful and deliberate act in this regard.

h) In case any fees payable to the Affiliated Colleges are collected by the

University directly or wrongly remitted to the University account by the

Affiliated Colleges, or refunds arising due to a student assigned to the

University college by the CET and fees received by the CET is already paid to

the University, getting transfer to a college coming under some other

University, the concerned Department shall arrange to remit it to the colleges

concerned by preparing Refund Voucher in Form 18 duly indicating the

details of Demand Draft no. or receipt no. or challan number and date of

receipt on which it was received or remitted, and forwarding the voucher to the

Finance Officer/Authorized Officer for payment. All such refund of fees shall

be accounted in the accounts of the University as ―Deduct Refunds‖ under the

relevant receipt head pertaining to the fees refunded. That is, if fees refunded

relates to the admission or other fees connected with admission fees, under the

budget head relating to admission fees, this refund shall be shown as ―Deduct

Refunds‖ as reversal of receipt to that extent in the revenue account.

(iii) The Finance branch/other branches dealing with finances shall make necessary

arrangements to ensure that:


72

a) The instruments received from the DD cell/ other branches/offices are

accounted for recording only the total number of instruments received from

other Departments, the date on which they are received and the total value.

b) Sort out the instruments bank-wise and deposit them to the appropriate Bank

account of the University within the next working day of the receipt of the

instruments from the DD cell/other Departments/offices.

c) Account the value of the instruments deposited into Bank in the General Cash

book of the Finance Department/other branches maintained in Form 19,

classified as per the category of fees together with relevant budget code.

(iv) The Finance branch shall also account for the Cheques / Demand Drafts received

from State Government, Central Government, University Grants Commission and

other agencies towards grants, contributions and for Research or Development

projects, in the same way as other instruments received from the DD cell/other

Departments of the University.

(v) The Finance Officer shall obtain the daily bank scrolls in respect of accounts

operated.

B. Payment of fees through authorized banks

(i) Wherever the University notifications stipulate payment of specified fees directly to banks

or branches of an authorized bank under a particular bank account for credit to University

funds, and affix the challan or receipt issued by the bank to the applications, the following

procedure shall be followed by the students/Colleges:

a) The student / remitter shall obtain pay-in challan meant for students in Form-20 from the

concerned bank and fill-in the details specified therein. The University may prescribe

separate challan forms for various categories of fees payable by students/Colleges under

different accounts depending on the Banking and accounting system followed. Model

format given at Form-20 or any other suitable format may be followed by the

University.

b) This challan, printed with the relevant Account Codes, shall be in duplicate containing

space for furnishing information of the student/Colleges and the nature of fees payable

by the student/Colleges. The challans shall be printed in different colours to easily

identify the departments/accounts to which they relate.

c) The student / remitter shall present the filled-in challan together with the requisite fees

payable to the bank.

d) The bank shall accept the fees if the challan is filled-in correctly and generate a

computer printed receipt in duplicate with unique number, the original marked as

‗University copy‘ and the duplicate as ‗Student/College Copy‘ duly stamped by the

bank and issue them to the student / remitter.

e) The student/College shall receive both from the bank and attach the University Copy of

the receipt to the prescribed application form and submit it to the designated University

authority.

i. The designated University authorities shall process the application only after ensuring

that the original receipt is affixed and the amount paid is as per prescribed rate. For


73

purpose of tallying the amount on the receipts with that of the Bank account, the

concerned University authorities shall obtain a link to the Bank account for purpose of

this verification. The University may also introduce the procedure of designating an

office, e.g., Central DD processing Cell or any other office where such verification of

the genuineness of the payment is verified and a separate receipt is issued for each

payment based on which the concerned application is processed by the concerned

office of the University.

ii. In all such cases of remittance of fees to banks, the concerned banks shall furnish Daily

Collection Statement together with the supporting pay-in challan to the Finance

Officer, on the next working day, without fail.

iii. Wherever more than one bank is authorized to collect fees payable to the University

through its branches situated within and outside the University jurisdiction, one of the

bank‘s branches designated as Nodal Bank shall be responsible for collection and

transmission of daily collection statements of other branches of the bank.

iv. The Finance Officer shall arrange to keep watch over the receipt of Daily Collection

Statements from the authorized banks, as delay in receipt of this shall affect day to day

accounting of receipts.

v. The authorized banks shall also furnish a monthly statement of accounts to the Finance

Officer indicating the details of receipts, transfers / withdrawals and the balance at the

end of the month.

vi. Acceptance of fees from the students/Colleges through e-transfer to the designated

bank.

6.5.5 Collection of cash in the Departments / Offices of the University.

(1) As a general rule, collection of fees in cash in the University shall be avoided. However,

in exceptional circumstances, collections through cash may be permitted, with the

approval of the Vice-Chancellor in consultation with the Finance Officer, after taking all

precautions for the proper remittance and accounting of the cash so collected.

(2) No Officer of the University shall get the receipt books printed from outside on his own.

The Finance Officer shall get the receipt books printed and supplied to the concerned.

He/she shall bring the old stock of receipt books in different offices under his/her

custody and get new books printed after such old stock is exhausted. Even in the case of

receipts to be issued to the sponsors on any account connected with the

Seminar/Conferences, etc., the concerned officer / coordinator shall obtain permission

for issue of official receipts to such sponsors on the printed receipt books obtained from

the Finance Officer and render accounts not later than a week after the conduct of the

event. However, raising funds from individual philanthropists/ organizations in cash is

strictly prohibited. Assistance in kind only can be accepted from them. Sponsorship in

the form of financial assistance through DDs/cheques is permitted in the case of any

governmental agency, public sector undertakings, reputed corporate entities and

registered trusts/societies of known standing only.

(3) They shall be supplied with printed receipt books having an original and counter foil for

each receipt, duly machine numbered and number of receipts in each receipt book

certified by the issuing authority. The receipt books shall be printed with Series Number,

Book Number, besides running receipt numbers on each of the receipt it contains.

(4) Not more than one receipt book shall be issued to the collection staff at a time, unless it

is immediately required for use. Fresh issue shall not be made until the completed book


74

is returned. The note of every issue of receipt book in the register and its return after

completion shall be attested by the Superintendent responsible for maintaining the

account.

(5) The books shall be issued in serial order; the number of receipts contained therein being

noted in the receipt book register.

(6) Physical verification of stock of receipt books and money value forms shall be carried

out once a year and certificate to that effect recorded under the signature of the person

conducting verification. The report of the same shall be submitted to the Finance

Officer.

(7) The receipt books shall be got printed in the University printing press, or Government

press, where it is not available, in a private press of integrity and reputation, as may be

specifically decided by the Executive Council/Vice-Chancellor.

(8) The Officers receiving receipt books shall maintain a Stock account of receipt books in

Form 2 and account therein the receipt books received.

(9) They shall pass receipts for all collections and retain the counter foils of the receipts.

(10) The collections shall be brought to account receipt-wise in the Daybook of collections in

Form 3.

(11) The collections shall be deposited by next working day, into an authorized bank for

credit to a specified collection account using miscellaneous pay-in challan (meant for

remittance of collections by the Departments of the University and also remittance of

personal dues by employees and others).

(12) They shall also furnish a collection report indicating the collection amount deposited to

bank on each day, in Form 21, at such intervals as may be prescribed by the Finance

Officer.

(13) The Finance Officer shall arrange for periodical check of such collection accounts of

these offices.

6.5.6 Income from Lands, Buildings and other Properties of the University, etc.

(1) The University generates revenue income from its immovable and movable

properties in the form of:

a) Lease amount from lands leased out, rent from quarters let out to University

employees

b) Rent from Conference Halls / Convention Centers / Canteens and other

Commercial buildings

c) Rent from Play grounds / Swimming pool

d) Sale proceeds of horticultural, agricultural and sericulture produce

e) Hire charges of Tools & Plants, Vehicles

f) Transportation charges (Bus facility fees)

g) Cost of lost / damaged library books and fines and penalties, breakages of

apparatus in the laboratories, etc.


75

(2) The University shall collect Service charges along with service tax for the services

provided and remit the same to the government.

(3) The Departments responsible for maintaining accounts of these assets shall raise

demands for the revenue accruing out of it correctly and ensure collection of

dues.

(4) The collections made in the form of cash, under special circumstances with the

prior written approval of the Vice-Chancellor, shall be accounted as laid down in

Rule 5.5.2 above.

(5) The collections, made in cash as mentioned in the above sub-rule, shall be

deposited into the authorized bank using the miscellaneous pay-in challan on the

very next working day of the University.

(6) Residential quarters rent, transportation charges and other similar receipts of the

University recovered from salaries of the employees shall be accounted by the

Finance Officer. He shall arrange to furnish the details of such salary recoveries to

the concerned Department which maintains the Demand, Collection and Balance

statements in respect of these receipts.

6.5.7 Maintenance of a Demand, Collection and Balance (DCB) Accounts

(1) A Demand, Collection and Balance Account is required to be maintained in respect

of revenues of the University which are pre-determinable and accrue for collection at

the beginning of the financial year or at any time during the financial year.

(2) The Head of the Units / constituent colleges shall ensure assessment of the fees due,

watch the collection against them and facilitate reflection of the position of balances

under ‗Receivables‘ in the balance sheet of the University, if this is in vogue.

(3) The Admission fees and Examination fees are required to be collected from the

students before admitting them to the courses conducted by the University or before

admitting them for the examinations. The authorities shall be responsible to ensure

that proper DCB Account are maintained in the form prescribed and there is no

short collection of fees from the students.

(4) The Department of the University which is responsible for collection of Affiliation

fees shall maintain a Demand, Collection and Balance Account for such revenues,

as the Affiliated Colleges are required to pay renewal fees every year.

(5) The Departments / units managing the assets of the University are responsible for

realization of revenues like rent from employees‘ quarters, other land and building

leased, etc.

(6) The Demand, Collection and Balance account for the above types of revenues shall

be maintained by the Officers in the Form noted against them:

Sl. No. Nature of revenue

Officer responsible

Form No.


76

1 2 3 4

Principal / Chairperson / Director-

Admissions/ Director, Distance Education

1 Admission Fees

Heads of the Units/ Heads of

22

Constituent Colleges/PG Centres

2 Affiliation Fees

Registrar/Dean-CDC/

DR(Affiliations) 23

3 Examination Fees

Controller of Examinations/ Coordinators

(Examinations) 24

Income from lease

4

amount/ rent from Officer in-charge of Estate

25

lands and buildings Affairs/University Engineer

of the University

Lease of other Officer-in-charge concerned/

5 revenue yielding University Engineer 26

items

(7) The Officers mentioned in column 3 above in respect of admission fees shall furnish

DCB position in the Form 22 to the Registrar after completion of admission process

in the University, in each academic year. The Registrar shall get these DCB

statements reviewed by the academic sections and discrepancies, if any, noticed are

brought to the notice of the authorities concerned and balances due are collected at

the earliest.

(8) The DCB position of admission fees and affiliation fees (in Form-23) shall be sent

to the Finance Officer by the Dean-CDC/DR (Affiliations) by the end of December

every year. Similarly, DCB position relating to examination fees (in Form-24) shall

be sent to the Finance Officer by the Controller of Examinations/Coordinator

(Examinations) by the end of December every year.

(9) The officer concerned responsible for maintenance of DCB accounts in respect of

income from properties of the university referred to at serial No. 4 & 5 of the table

above, shall also furnish the DCB position to Finance Officer by the end of

December every year.

(10) The Finance Officer shall make use of the information furnished under sub rule (8)

& (9) above while preparing the annual budget and annual accounts.

(11) The students admitted to various courses through the Common Entrance Test are

required to pay the prescribed fee and other charges. The Official-in-charge of the

Common Entrance Test Cell shall maintain the DCB Register to watch the


77

realisation of amount, duly obtaining the final list of students admitted to the

courses in the University/ Constituent Colleges/PG Centres/Affiliated Colleges

through the Common Entrance Test.

6.5. 8 Banking arrangements of the University

(1) The University shall have an arrangement with one or more banks for providing

the following services:

a) to assist the University in the collection of fees and other revenue income of

the University by making necessary arrangement for opening of bank

branches or extension counters at strategic places specified by the University

to cater to the students, colleges, employees and Departments of the

University.

b) such branches / extension counters to have computerized potential for

providing on-line connectivity to the University.

c) to accept all types of fees paid in cash or Demand Draft from students as well

as Affiliated Colleges and Departments of the University and issue Computer

generated ―Receipts‖.

d) to accept customized pay-in challans for general account or online account

designed for payment of fees and other revenues by students, Affiliated Colleges,

Departmental Officers of the University and others.

e) to give credit for the value of Demand Drafts on the date of deposit.

f) to furnish Daily revenue collection statements supported by pay-in challans

submitted by the remitters, to the Finance Officer in the form prescribed by him.

g) to arrange for transfer of collections of University income made at various

branches of the bank, to the main operating account of the Finance

Officer/Authorized Officer, on daily basis.

h) to arrange for transfer of funds from one account of the University to another

account as per the advice of the Finance Officer.

i) to arrange for transfer of funds in Operating account beyond the limit that may

be specified by the Finance Officer, to a flexed deposit account fetching highest

interest possible.

j) to ensure availability of daily collection details in electronic form of not only

the main branch or Extension counter but also in respect of other branches of

the Bank where income of the University is received.

k) at par facility for obtaining DDs without collecting commission.

l) payment at par facility for cheques to ensure realization of full amount if

presented at other branches of the same bank.


78

m) to extend financial assistance to Seminars/Inter/University Tournaments/ other

academic/developmental activities of the University to the best of the ability of

the banks located on the campus.

n) to provide necessary Management Information System report that may be

generated from the revenue collection data, as desired by the University.

o) to obtain from the University saleable application forms for use of the students

and colleges and arrange for distribution to its Branches for sale, and ensure

remittance of the sale proceeds to the designated account of the University.

p) to provide such other details relating to reports that may be needed by the

Finance Officer.

q) to provide such other services as the University may desire from time to time.

(2) Considering the services agreed upon by the bank, the University may provide

adequate space within the University campuses to the banker, to set up bank

branches or extension counters, on such terms and conditions mutually agreed

upon.

(3) The University shall provide to the banker necessary software specification for

any software to be developed by the banker for the purposes of providing

services as desired by the University. For this purpose, any data required for

creation of Masters shall be furnished by the concerned Departments of the

University.

6.5.9 Reimbursement of fee income

(1) The University is extending fee concessions to the students belonging to SC / ST,

Backward Classes and Economically Poor Persons (EPP) studying in the UG, PG

courses and research programs conducted by the University. The fee on account of

such concessions are reimbursed by the respective departments of the State / Central

Government.

(2) Immediately after the completion of admissions, the Principals / Heads of the Units

shall prepare a statement of fee income reimbursable by the respective departments

of Government and submit necessary bills towards reimbursement in the forms

prescribed by the Government. They shall also ensure that the DCB account is

maintained in Form 27 and watch the realization of receipt of the reimbursement.

(3) By the end of January each year, the Principals / Heads of Units shall furnish

Demand, Collection and Balance position of fee income along with probable

amount receivable during the next financial year to the Finance Officer, to

facilitate inclusion in the next year‘s budget.


79

6.6 PROCEDURE RELATING TO PAYMENTS

6.6.1 General procedure

(1) All claims against the University Funds shall originate from the Department / Office which obtained the services or supplies and sent to the Finance Officer/ Authorized Officer for arranging payment.

(2) The Finance Officer shall keep a record of the names of Drawing and Disbursing Officers of the University together with their specimen signatures.

(3) All claims shall be preferred in the prescribed form duly supported by sub-

vouchers stamped with dated signature of the payee, wherever required. Only one copy of the bill shall be forwarded to the Finance Officer. However, duplicate/photo copies of bills may be preserved in the indenting office for purpose of record.

(4) All bills preferred shall be signed by the Heads of Departments / Heads of the

Units designated as Drawing Officers or Drawing and Disbursing Officers (DDOs) by the Vice-Chancellor.

(5) The Drawing Officers / Drawing and Disbursing Officers shall ensure that the

correct budget head of account is noted on all bills.

(6) The bills sent to the Finance Officer/ Authorized Officer shall specifically indicate

the nature of the claim, amount claimed, period to which the claim relates, the orders sanctioning the charges (if the claim is in pursuant of an order of the competent authority), authority for any deduction made in the bill if it is other than normal Statutory deduction.

(7) If the claims relate to utility charges like water charges, electricity charges, telephone

charges, municipal taxes, etc, the bills received from the concerned authorities shall be

enclosed to the claims.

(8) The bills prepared on computers duly signed by the concerned Drawing and Disbursing Officers may be accepted by the Finance Officer.

(9) Corrections and over-writings in the bills shall be strictly avoided. If any correction

is found necessary, the original entries shall be cancelled neatly in red ink and correct entry recorded under dated full signature of the Drawing Officer.

(10) The amount of the bills shall be written in figures and in words allowing

no scope for interpolation.

(11) The total amount of the bills shall be rounded off to the nearest rupee.

(12) Every Drawing and Disbursing Officer shall maintain a Bill Register in Form

28 and record therein the bills submitted to the Finance Department for

payment.


80

(13) Every Drawing and Disbursing Officer shall record the required certificates on

the bills only after ensuring compliance of the purpose for which the claim is

preferred.

(14) Duplicates and copies of the Bills

a) No University Officer may issue duplicates or copies of the bills or other

documents for the payment of money, which had already been paid, on the ground that the original has been lost. If any necessity arises for such a

document, a certificate may be given to the effect that on a specified day, a particular sum was paid to a certain person towards certain account.

b) In the case of a bill signed by a Drawing Officer of the University, but alleged

to have been lost before payment or presentation of the bill to the Finance Officer/Authorized Officer, the Drawing Officer shall request the Finance

Officer/Authorized Officer to verify and confirm that payment has not been made on it, before submitting a fresh claim in lieu of the lost bill.

c) The Finance Officer/Authorized Officer on receipt of request from University

Officer shall after due verification from his/her records furnish a certificate in the following form:

―Certified that the Bill Number__________ Dated ___________ For Rs______Rupees (in Words) __________________ reported by ______________(Name of Drawing Officer) to have been drawn by him in favor of ____________ has not been paid and will not be paid if presented hereafter‖

d) When a duplicate bill is submitted by the Drawing Officer, it shall be recorded as

―DUPLICATE‖ boldly in red ink on the bill. He shall also intimate Finance

Officer/Authorized Officer about the fact of submission of a Duplicate bill with a request to refuse payment on the original bill, if presented.

(15) Invariably the cheque shall be issued in the name of the supplier/payee.

Whenever the Drawing Officer desires that the cheque towards any bill is required to be drawn in his/her favour, a requisition indicating the reasons for it shall be

signed and attached to the bill in Form 29.

(16) The Drawing and Disbursing Officer shall make a protective endorsement in the

body of all the bills in red ink that the amount of the bill is below a specified amount expressed in whole rupee, slightly in excess of the amount of the bill.

6.6.2 Payment of all Claims against the University

(1) The Finance Officer shall be the Pay and Accounts Officer of the University and discharge the function of a Treasury Officer of Government Treasury. He/she will issue cheques under his/her signature for payments to be made by the University. The Vice-Chancellor/Executive Council may authorise any other officer of the University to operate specified accounts and to issue cheques under his/her signature.


81

(2) (i) The Cheque books shall be obtained from the Bank in which the University

has account. The Finance Officer shall ensure that on receipt of Cheque books,

they are carefully examined, counted and a certificate of count of the number of forms contained in each book is recorded along with the date on the flyleaf as

indicated below, by one of his subordinate officers designated for that purpose.

―Certified that I have counted the cheque forms in this book which

contains …….. Number of cheque forms from Number………. to

……..‖

(ii) Register of Cheque books shall be maintained in Form 30 Bank account wise.

(3) The Finance Officer/Authorized Officer shall notify to the Bank with which

he/she operates, the number of the cheque books which from time to time he/she brings into use and the number of cheques it contains with starting and ending

numbers of the Cheques in the cheque book. Separate cheque books shall be

used for payments from various funds operated by the University. The Bank shall keep a record of these particulars for verifying the genuineness of the

cheques presented for encashment.

(4) Where computerized cheques are authorised to be issued by means of cheque perforating machines, there will be no separate book number on cheque forms.

In such cases, the number assigned to cheque forms intended to be used during a particular period shall be intimated to the Bank. Such cheque forms shall be in

continuous lengths and shall be bound in books. Whenever a computerized

cheque is issued, the amount of which is typed in words with perforated letters by a special cheque-writing machine, the Finance Officer shall see that it has

been written across it at right angles to the type, the word ―under‖ followed by an amount a little larger than that for which the cheque is drawn. No

abbreviation such as ―Eleven hundred‖ for ‗One thousand and one hundred‘ shall be used.

Eg: Under thirty rupees will mean that the cheque is for a sum not less

than Rs.29/- but less than Rs.30/-.

(5) Each cheque book must be kept under lock and key in the personal custody of

the Finance Officer or any other officer designated in this behalf by the Finance Officer, who when relieved shall take a receipt for the exact number of Cheque

books and unsigned cheque leaves made over to the Relieving Officer and also record in the cash book and Register of Cheque books.

(6) In cases where withdrawal of funds by cheques is no longer necessary, all the

cheque leaves of cheque books which remain partly or wholly unused shall be

surrendered to the bank, keeping a note of the fact in the Cash Book and Register of Cheque Books under dated signature of the Finance

Officer/Authorized Officer. Acknowledgement of the Bank shall be pasted in the Register of Cheque Books.


82

(7) The loss of a cheque book or blank cheque leaves shall be notified promptly to

the Bank, to stop payment and obtain a stop payment certificate from the Bank following the procedure prescribed for lost cheques.

(8) Corrections and alterations in a cheque are totally prohibited. If a correction becomes necessary, the cheque shall be cancelled and a fresh cheque shall be

issued.

(9) Cheque shall be payable at any time within three months from the date of issue

or as notified under the Negotiable Instruments Act. Thus a cheque bearing the date January 15th is payable at any time upto 14th of April.

(10) (i) All Cheques signed by the Finance Officer shall invariably be crossed with

the addition of the words ―Account Payee only‖ between the crossings.

(ii) The Finance Officer may also arrange payment of amount through crossed

demand draft in favour of the payee based on request from the drawing officer/payee. System of online remittance to the Bank Account of the

Contractor/Supplier may also be considered favorably if requested by the drawing officer/payee.

(11) While drawing the cheques, it shall be ensured that:

(a) cheques are drawn on bank accounts pertaining to relevant funds, (b) payment of more than one bill of the same party to be paid out of the same

fund are consolidated and drawn on one cheque, (c) the payee‘s name is correctly spelt and recorded in the cheque, (d) utmost care is taken in typing / writing the cheques so as to completely

avoid over typing / overwriting in the cheques, (e) When one cheque is drawn for a number of bills, a summary of all such bills

shall be noted on the first bill or attached to it and the cheque number noted on all the other bills.

(12) The employee writing the cheque shall enter the amount of the bills for which cheques are written in a Register of Cheques Drawn in Form 31 and place the

cheques and bills together with Cash Book before the cheque signing officer through the Superintendent / designated person. Separate registers shall be used

for different Bank accounts.

(13) The Superintendent/ designated person shall check in all respects the correctness

of the cheques drawn and put his initials on the relevant counterfoils. He/she

shall ensure that all the counterfoils together with the cheques signed or

unsigned are returned to him/her, before the close of the day. He/she shall be

personally responsible for the safe custody of all cheques including unused

ones. If individual staff members looking after the work of cash book

maintenance are permitted to have cheque books in their custody, the

Superintendent of the section must maintain Register of Cheque Books

Received from Bank and submit the same for inspection whenever required by

the Finance Officer/Authorized Officer.


83

(14) Accounting of expenditure

a. All cheques drawn and duly signed by the cheque-signing Officer shall be

recorded in the Cash Book of the relevant fund on the day it is drawn, in the order of their drawal, irrespective of the date of its dispatch or delivery to party

concerned, thus accounting the expenditure. The details of cashbook voucher

number and cheque number and date shall be recorded on the voucher by the employee responsible for maintenance of Cashbook.

b. All paid vouchers shall be stamped ―PAID‖ and all sub-vouchers shall be stamped ―Paid & Cancelled‖ so that they cannot be used again.

c. All paid vouchers shall be sent to the section responsible for compilation of accounts.

d. Based on the entries in the cashbooks and the related paid vouchers, the expenditure shall be accounted and booked under the relevant budget heads of accounts, by the compilation section.

e. All vouchers and other accounting records shall be arranged to be kept under the custody of some responsible employee by the Finance Officer, till they are audited.

(15) Revalidation or issue of fresh cheque in respect of Time barred cheques

a) The Finance Officer may revalidate time barred cheques received from the

parties for revalidation. In such cases, a note to the effect that the cheques

have been revalidated shall be made against the original entry in the cash

book.

b) When a fresh cheque need to be issued in respect of time barred cheque, the

Finance Officer shall cancel the time barred cheque under his signature. The

cancelled cheque shall be treated as a voucher for issuing fresh cheque and the

fact of issuing fresh cheque shall be noted against original entry in the cash

book and also against the un-cashed cheque in the reconciliation statement.

c) In the cashbook, the issue of fresh cheque should be noted in red ink in the

particulars column only and the money should not be written in the money

column, so that the money is not taken again as payment in the cash book

total.

(3) Cancellation of a cheque

Whenever a cheque is wrongly written, it shall be cancelled forthwith under the attestation of the Finance Officer / Cheque Drawing Officer.

(16) Lost cheques a) A request for the issue of a cheque in lieu of a cheque alleged to have been lost

may be entertained, if the request is received by the Finance Officer within the

period of its validity. b) When such a request is received, the Finance Officer shall send intimation to

the Bank regarding the alleged loss of the cheque and advise it to stop payment if the alleged lost cheque is presented for payment thereafter. If the

currency of such cheque has not expired at the time of receipt of such


84

intimation, the bank shall acknowledge in writing in the following form, that

it has kept a note of the Stop Payment Order :

―We Acknowledge receipt of your Letter number ____________ dated _________ and advise having noted to stop payment of Cheque number ___________ dated ________ for Rs._________/-favouring __________________________ ______________________. In this connection it is certified that the said cheque has

not been paid so far and will not be paid if presented hereafter.‖

c) The Finance Officer shall satisfy himself with reference to cashbook, Bank pass sheet / scroll of the concerned Bank account received from the bank that

the payment of the cheque in question has not been made. He shall also make a suitable note in the counter foil of the lost cheque and against the relevant

entries in the cashbook and paid voucher regarding the issue of a fresh cheque

in lieu of the lost one.

d) The party requesting for the issue of a fresh cheque in lieu of the lost one shall be required to execute an indemnity bond in Form 32 on stamp paper (value as

applicable).

e) On completion of the requirements in clauses (b) to (d), the Finance Officer shall issue a fresh cheque in lieu of the lost one. Procedure laid in Rule 6.2 (10)

(to issued crossed cheque) to issue crossed cheque is also required to be

followed in such case.

(18) The Finance Officer/any other Officer, who is authorised to sign the cheques for payment of claims against the University, shall send specimen of his/her signature

to the Banks in which University funds are operated by him/her. When such an Officer makes over charge of his/her office to another he/she shall likewise send the

specimen signature of the relieving Officer to the banks concerned.

6.6.3 Scrutiny of claims presented to the Finance Officer

a) The Finance Branch is responsible to scrutinize all the claims chargeable to the

University. Therefore, it shall ensure that the subordinate staff working under it exercises the following basic checks with regard to claims received by the University, before admitting them.

(i) that the claim is a proper charge against the grant or Budget Provision approved

by the Executive Council / Academic Senate. (ii) that the expenditure has been incurred by an authority competent to incur it as per

delegation of Powers, (iii) that the expenditure has received necessary sanction from the competent authority, (iv) that the claim is preferred in the prescribed form and in accordance with the rules, (v) that the prescribed purchase procedure applicable to the type of transaction,

like inviting tenders / quotation etc., is complied with,


85

(vi) that the expenditure sanctioned for a limited period is not admitted beyond that period without further sanction,

(vii) that the rules regulating the method of payment have been observed, (viii) that the claimant / payee is the authorized person to receive payment, (ix) that proper aquittance has been obtained wherever necessary, (x) that the expenditure is correctly charged to the relevant budget head of account and if

the charge is debitable to the personal account of the Contractor or employee, it is recorded as such in the prescribed account,

(xi) that charges for which scales / norms have been laid, are passed as per such scale /

norm,

(xii) that the rates paid for work done or supplies are in accordance with any contract,

scale or schedule prescribed by the competent authority,

(xiii) that any advance outstanding against the claimant has been deducted from the

amount claimed,

(xiv) that the payment has been so recorded that second claim against the University on

the same account is not possible.

(xv) that recovery schedules in respect of any deductions made in bills are appended to

the bills,

(xvi) that the totals actually work up to the amount claimed and the amount expressed both in figures and words,

(xvii) that the certificates prescribed for the relevant bills, especially certificate of stock

entry, have been signed by the competent authority.

b) The Finance Branch shall reject and return claims which do not satisfy the above

requirement with necessary note to the Drawing Officer concerned. It shall not entertain any doubtful claims.

c) The bills passed for payment and signed by the concerned Officer in the Finance

Branch shall be sent for writing cheque.

6.6.4 Payment of Salaries

a) Administrative branch of the University functioning under the Registrar shall

maintain a Register of sanctioned posts in Form 33 and record therein the sanctioned strength of various posts, posts in each of the Departments in the

University (establishment-wise), pay scales of these posts, appointments made

against these posts together with the references in which the respective posts were sanctioned. Wherever posts are sanctioned with the approval of the State

Government for specified temporary periods, the same shall be recorded separately and updated as to its continuance or otherwise, after expiry of the sanctioned

period. The Registrar shall periodically inspect this record and ensure its updation.


86

b) The details of sanctioned posts, persons working against them, pay and

allowances that may be drawn by the incumbents as on 1st

April of each year shall

be furnished to the Finance Officer by the Registrar in Form 34 (Annual

Establishment Return).

c) The Finance Officer shall maintain an updated list of sanctioned posts based on

the details furnished by the Registrar and regulate payment of salary accordingly.

d) No salary shall be allowed by the Finance Officer in respect of salary claims

preferred by any Drawing and Disbursing Officer, if the post is not included in the Schedule of Establishment.

e) Whenever any change is proposed to any establishment of the University, such change, when approved by the competent authority, shall be communicated to the Finance Officer by the Registrar.

f) Date of payment of salaries:

Pay and allowances of the employees of the University for the month shall be paid on the first working day of the succeeding month or as may be prescribed by the Executive Council/ Government.

g) Drawal of claims of arrears of the employees:

a) All claims for arrears of the employees shall be drawn in a supplemental

salary bill by the Drawing and Disbursing Officer responsible to draw the salary of a particular Department / Unit / Office.

b) Arrears claims arising out of sanction of leave, release of withheld pay,

revision of pay, increments allowed, etc, shall be drawn only on receipt of orders of the competent authority.

c) Whenever arrears of pay or leave salary are drawn, a note of arrear bill shall

invariably be made in the office copy of the relevant bill for the period to which the claim pertains to, over the dated initials of the Drawing and Disbursing Officer in order to avoid the risk of the arrears being claimed once again. The Drawing and Disbursing Officer shall also record the following certificates on the arrears bill under his dated signature:

(i) That no part of the amount has been drawn previously.

(ii) That a note of the arrears claimed has been made in the office copy of the bill for

the period to which the claim pertains.

d) Claims for arrears not preferred within one year of their becoming due shall be drawn only with the approval of the Finance Officer. All arrears claims not preferred within three years of their becoming due, shall be drawn only with the sanction of the Vice-Chancellor.

e) In the case of drawl of arrears of salary of employees due to retrospective re-

fixation of pay in the old post previously held, the following procedure shall be followed:


87

(i) The salary due in respect of the old post on account a re-fixation of pay which

could not be drawn at the time of transfer may be drawn by the Drawing and

Disbursing Officer who is presently responsible to draw and disburse salary of the

employee against the new post.

(ii) He shall prepare a Due and Drawn Statement in respect of arrears due to the

employee with reference to the re-fixation of pay order of the competent authority

and send it to the earlier office for the verification of the claim. The earlier officer

shall check claim preferred with reference to the relevant documents in his office

and make necessary entries therein and return the Due and Drawn Statement to the

concerned Drawing and Disbursing Officer with a certificate that the arrears

relating to the employee have been noted in the relevant office copies of the bill.

(iii) On receipt of the Due and Drawn Statement with the certificate, the arrears bills

may be drawn in the present office.

(iv) In case the liability towards the re-fixation of pay in the previous post held is

payable by the previous Office / University / Department of Government, the

present Drawing and Disbursing Officer shall request the concerned to arrange for

payment of arrears amount to him for disbursement to the employee concerned. In

such cases, the previous office shall send a Demand Draft in favour of the Finance

Officer of the University for the amount of arrears payable. On receipt of the

Demand Draft, the same shall be deposited to University account and the Finance

Officer shall issue a cheque for that amount and forward it to the payment bank for

credit of the amount to the account of the employee.

(v) In respect of arrears of Dearness allowance sanctioned by the University

retrospectively after the transfer of an employee from one unit to another unit of

the University, the same shall be drawn and paid by the Drawing and Disbursing

Officer of the present unit without getting the due and drawn statement being

verified by the previous Drawing and Disbursing Officer. Before making payment

of such arrears, it shall be verified from the service book, leave account and Last

Pay Certificate that there is no spell of unauthorized absence / half pay leave /

extraordinary leave during the period for which the arrears are payable in respect

of the employee. However, intimation of payment of such arrears having been

made shall be sent by the Drawing and Disbursing Officer to the previous Drawing

and Disbursing Officer for keeping necessary note in the pay bill register. On

receipt of such intimation, the previous Drawing and Disbursing Officer shall

scrutinize it and if any discrepancy / overpayment is noticed, the same should be

intimated to the present Drawing and Disbursing Officer to take suitable action in

the matter.

(8) Drawal of Salary on First appointment

The salary on first appointment shall be fixed and paid in accordance with the Service Regulations.

(9) Payment of last month’s salary


88

a) The last month‘s salary of a University employee about to retire on superannuation or quitting the service, shall not be paid without obtaining ‗No Demand and Discharge Certificate‘ from the Registrar / Controlling Authority.

b) If it is ascertained from the records maintained in the Finance branch that there are no dues relating to personal advances or the amount of retirement benefits payable is adequate to take care of any dues outstanding, the Finance Officer may release the last month‘s salary.

(10) Payment of salary for the day of death of an employee

a) Pay and allowances shall be drawn for the day of death of an employee

notwithstanding the hour at which his death takes place. b) Day for the purpose of this rule shall mean a calendar day beginning and ending

at midnight.

(11) Settlement of claims of a deceased University employee/pensioner

a) If, the gross amount of pay and allowances and all kinds of other claims or pension preferred on behalf of the deceased employee/pensioner does not

exceed Rs.5000/-, the same may be paid under the order of the head of the

office in which the employee served at the time of his death, provided that the Head of the Office is otherwise satisfied about the right of the claimant.

b) In the cases where the gross amount of the claim exceeds Rs.5000/- (Rupees

five thousand only), payment shall be made by the Head of the office on the execution of an indemnity bond in Form 35, duly stamped for the gross

amount payable to the deceased employee/pensioner with sureties as may be deemed necessary.

c) In the case of any doubt, payment shall be made only to the person(s)

producing the legal authority.

d) On receipt of the claim for the payment of pay and allowances/pension,

traveling allowances etc., on behalf of a deceased employee/pensioner from his heir(s), the Head of the Office in which the deceased employee was last

employed shall prefer the bill for the amount payable in the appropriate Bill Form. The claim should be supported by all the relevant certificates which the

Head of the Office is required to furnish in the normal circumstances and the indemnity bond and sureties, wherever prescribed and forwarded to the

Finance Officer. The Finance Officer shall issue a Cheque for the amount payable, if the bill fulfills all the requirements and shall send the Cheque to the

Drawing and Disbursing Officer who has preferred the bill, for handing over

the cheque to the claimant. The Drawing and Disbursing Officer shall obtain a formal receipt, stamped wherever necessary, from the claimant.

(12) Payment of dues of a University employee whose whereabouts are not known:

Dues in respect of a University employee whose whereabouts are not known shall

not be paid till a presumption of death of the said employee is shown to be


89

justified. When the presumption of death is shown to be justified and if any one

prefers claims in the capacity of legal heirs, action may be taken to pay the dues if any after following the procedure laid down in Rule 6.3 (11) above.

(13) Attachment of pay of a University employee towards debt.

a) When the pay of the University employee is attached by an order of a Court of

Law, it is the duty of the Officer receiving the attachment order to see that proper deduction is made in satisfaction of such order from the pay of the University employee concerned and to keep a record of such deduction.

b) On receipt of Court Orders, the Finance Branch, in consultation with the

Establishment Branch, shall take action for deduction from the salary of such

Teachers, Officers and other employees whose salaries are attached.

c) In all the cases of attachment of pay ordered by the Courts, the Finance Officer shall determine the quantum of the attachable portion of the pay before giving effect to the Court orders and shall ensure that attachment is effected only within the amount available for attachment keeping in view the following conditions:

(i) The salary* of the University employee is not liable to attachment to the extent of first four hundred rupees and two thirds of the remainder in the execution of a decree other

than a decree for maintenance. Provided, if a portion of the salary liable to attachment has already been under attachment, either continuously or intermittently, for a total period of

twenty four months, such portion shall be exempt from attachment until the expiry of further twelve months. Where such attachment has been made in execution of one and the

same decree, it shall be finally exempt from attachment in the execution of that decree, after the attachment has continued for a total period of twenty-four months.

* Explanation: Salary means the total monthly emoluments derived by a person from his employment, whether on duty or on leave, excluding any allowance declared to be exempt.

(ii) One third of the salary is not liable to attachment in execution of decree for

maintenance.

(iii)All compulsory deposits and other sums received from the fund for which Provident Fund Act, 1925 applies are not liable for attachment.

(iv) Any allowance forming a part of salary, specifically exempted from attachment by a

notification of Government of Andhra Pradesh, and any subsistence grant or allowance

payable to an employee under suspension, shall be exempted from attachment.

(v) All kinds of allowances payable to an employee towards traveling, conveyance, meeting cost

of uniforms and rations, compensation for higher cost of living in places considered to be

expensive by Government, house rent, relief against increase in cost of living, Children‘s

Educational Allowance and re-imbursement of medical expenses are exempted from

attachment.

(vi) Having regard to the provisions relating to various exemptions mentioned above, the attachable portion of the salary shall be calculated using the following formula;

(i) A S = (X-Y-400*)/3 (ii) AS represents attachable salary


90

(iii) X represents gross salary (iv) Y represents exempted allowances

* or at the rate revised from time to time

(vii) If an order of attachment against an employee is received while a previous order of attachment against him is being complied with, the disbursing authority shall ensure that the salary under attachment inclusive of second order is within the attachable portion of salary calculated under clause (vi) above.

d) If a new attachment order has the result of exceeding beyond the maximum limits prescribed,

the Disbursing Officer shall return the attachment order to the Court concerned explaining the

circumstances along with a statement showing particulars of the existing attachments, the

maximum limit up to which salary could be attached in terms of clause (vi) above, particulars

of amount presently being attached and remitted to the court concerned up-to-date, and the

amount remaining uncovered.

e) Any deductions which may have to be made on account of rent, subscription to provident

funds, taxes on income payable by the University employee, dues of co-operative society

and debts due to the University should be made from non attachable portions of the

University employee salary.

f) Procedure for recovery based on attachment orders and remittance to the Court, without

prejudice to appropriate provision of the Civil Procedure Code 1908, to be followed by the

Drawing and Disbursing Officer in making recoveries from salaries of the University

employee of amounts in compliance with attachment order issued by the Courts shall be as

follows:

(i) The gross amount of pay and allowances of the employee shall be worked out on the Pay

bill as usual. The attachable portion of salary shall be worked out and if that portion is

sufficient to comply with the Court order, that amount shall be deducted from the salary.

Net entitlement arrived at after making deductions towards other salary recoveries shall be

split into the amount payable to the Court and balance payable to the employee. A separate

cheque for the amount payable to Court shall be prepared and remitted to the Court

concerned and the balance amount arranged to be paid to the employee in the usual

manner i.e. arranging credit to his/her bank account as in the case of other employees.

(ii) All cases of attachment of salary in pursuance to the Court orders and its compliance

shall be noted in the Salary Deduction Register maintained by allotting separate folios for

this type of recovery.

(iii) In cases where a Self-drawing Officer is required to prefer his salary bills to the Finance

Officer for payment and if he does not prefer the salary bill intentionally to avoid

attachment of salary on account of Court orders, the Finance Officer may draw the pay of

the Officer concerned in satisfaction of the attachment order, subject to the prescribed

limit, and remit the amount to the Court concerned.

(iv) The amount drawn under clause (iii) shall be treated for all purposes as payment of dues

of the employee to that extent and particulars of the attachment order will be cited in the

pay bill as an authority for the charge and the Court receipts for the amount shall be filed

with the attachment register in the Establishment Branch.

(14) Recoveries from Subsistence Allowance


91

Whenever an employee of the University is placed under suspension by a competent authority and is ordered to be paid subsistence allowance during the period of suspension, the recoveries towards various dues shall be regulated as follows:

a) The recovery of the following deductions shall be compulsorily enforced from the

subsistence allowance:

(i) Income tax and surcharge calculated with reference to the subsistence allowance,

(ii) House rent and allied charges like electricity, water charges, etc. due to the

University or Government, (iii)Repayment of loans and advances taken from the University as the Finance

Officer may deem it right to fix.

b) The following deductions may be made with the written consent of the employee:

(i) Premia due on life insurance policies, (ii) Amount due to co-operative stores and co-operative credit societies, (iii) Refund of advances taken from provident fund, if there are any,

c) Deductions of the following nature shall not be made from the subsistence

allowance:

(i) Subscription to a General Provident Fund,

(ii) Amount due on Court attachments, (iii) Recovery of loss to the University for which the employee is

responsible.

6.6.4 Preparation of Pay bills

(1) Separate bills shall be prepared for Permanent and Temporary establishments.

(2) Separate bills shall be prepared for teaching and non-teaching employees.

(3) The Officers designated as Drawing and Disbursing Officers shall prepare the pay bills in Form 36.

(4) The Drawing and Disbursing Officer shall fully check the arithmetical accuracy of

the bill before it is presented for payment to the Finance Officer. For this purpose, he

may direct one of his Subordinate Officers / Superintendents to verify the correctness of the claims, arithmetical accuracy of the bill and direct him to put his initials in token

thereof. The Drawing and Disbursing Officer shall also ensure that schedules towards various recoveries effected are prepared based on the deduction register maintained in his

office and enclosed to the pay bills along with a statement showing the net amount to be credited to the bank account of the employee concerned, bank-wise. The Drawing &

Disbursing Officer shall verify the entries before signing it. The Drawing and Disbursing

Officer is responsible for the accuracy of the bill.

(5) The Finance Branch shall scrutinize the bills received from the Drawing and Disbursing Officers and shall arrange for payment through banks by issuing a cheque or


92

through payment advice to bank for the net amount of the salary payable through banks,

as per the statement enclosed to the bills and issuing separate cheques towards various recoveries effected in the bills, payable to other agencies, as per recovery schedules

enclosed to the bills. Besides, Finance Branch shall also arrange to transmit the relevant recovery schedules in respect of recoveries adjustable to University funds to the section

dealing with compilation of accounts, so that necessary adjustment entries can be passed after consolidating such recoveries in other bills.

(6) Generally, the following recoveries may be made from the salary of the employees:

a) Insurance premium and recovery of loan installments—based on communication

from the concerned Insurance Agency.

b) Provident Fund contributions - if he is a subscriber allotted with an account number by the University, if the scheme is in operation.

c) Recoveries towards:

(i) personal advances/loans to employees like Festival Advance, Marriage Advance,

Educational Advance, Personal Loan, House Building Loan, Motor Car/ Two-

wheeler Loan, Bicycle Loan, etc. (ii) rent of quarters based on the orders of the University. (iii) statutory deductions like Income Tax and Profession Tax as per the relevant Act. (iv) Bank loans agreed by the University to recover from the salary of the employee. (v) attachment of pay by courts based on the orders of the courts. (vi) dues to co-operative societies based on the demand letters of the societies. (vii) fines imposed by the competent authority in respect of employees. (viii) Security deposits to be given by the employees as per orders of the competent

authority. (ix) such other items as decided by the Executive Council

d) The Drawing and Disbursing Officers shall maintain a Register of Recoveries from salaries in Form 11 allotting separate folios for each type of deductions made. The deductions made in the salary bills shall be in agreement with the entries made in this register.

e) The Statutory deductions like Income Tax, Professional Tax and Insurance premia

and other subscriptions / contributions payable to other authorities, effected from the salary bills shall be remitted to the concerned authority within the dates, if any, prescribed.

(7) In respect of preparation of payroll of the University employees, the Registrar shall be the

Principal Drawing Officer. The Finance Officer shall be the Disbursing Officer.

(8) Where the Finance Officer functions as Disbursing Officer, he shall ensure pay bills are prepared by the Pay roll section in respect of the several Departments / Units separately, which are met under different budget heads of account and are in accordance with the Schedule of Establishment approved by the Executive Council. In respect of employees transferred to an establishment from another, the salary shall be claimed based on the


93

Last Pay Certificate issued in Form 37, by the previous Drawing and Disbursing Officer.

(9) Increments due to the employees shall be allowed automatically on their due dates unless intimation to withhold them is informed well in advance to the Joint Registrar

(Estt.)/Finance Officer by the Registrar in case of Teachers and other officers and by the Drawing and Disbursing Officers in the case of non-teaching employees. In the case of employees of Government/Other organizations working on deputation in the University, the increments shall be allowed only on receipt of authorization from the other organizations concerned.

(10) All the employees shall open Savings Bank Account in their personal names in the

designated branch or branches of the bank with which the University has an understanding for payment of salary through bank accounts only.

(11) After finalising the pay bills for the various Departments/ units /sections, an abstract

shall be prepared showing the total amount under the respective budget heads, total deductions made and the total net payment.

(12) The Pay roll section of the Establishment Branch shall then prepare a statement of net

salary payable to individual employee through respective banks, bank wise in Form 38

and tally it with the abstract of the net amount payable, prepared under sub-rule above.

(13) The pay bills are prepared by the Payrolls Section and sent for verification. After such

verification in the Finance Branch, cheques or payment advice for the net amount payable through designated Banks shall be written and got signed by the Designated Officer and sent to the concerned Banks along with a copy of the Statement in Form 38 for credit to the Bank account of the employees.

(14) While preparing the pay bills the Payroll section in the Establishment Branch shall

prepare separate schedules for the various recoveries / deductions to be effected from the salaries of the employees. The Cheques section in the Finance Branch, in turn, shall prepare a voucher for each type of recovery / deduction in the prescribed form (Bank Payment Voucher) to be remitted to outside agencies and issue cheques in favour of the agencies concerned. In respect of recoveries adjustable to the University funds, the schedules prepared shall be transmitted to the section responsible for accounting.

6.6.5 Service Register

(1) The Registrar shall arrange to maintain a Service Register for each of the permanent

and temporary employee of the University. The Service Book being a contemporary record in minute details of the official career of a University employee, shall be maintained by the Joint Registrar/Deputy Registrar of Establishment Branch under the direct supervision of the Registrar.

(2) The Service Register shall be in the custody of these Officers or such other officer designated in this behalf. The details of qualifications, name of the nominee, leave(s) sanctioned from time to time, leave accounts, the grant of periodical increments, promotions, pay fixations from time to time, awards given, punishments if any, imposed, etc., shall be properly entered and attested.


94

(3) The employees shall verify entries in their Service Register at least once in a year and affix their signature in token of having verified the entries.

6.6.6 Claims towards Sitting Fees and Traveling Allowances

(1) Claims relating to Sitting Fees/Allowance, etc.

a) The claims of the members of the authorities of the University shall be preferred

by the Registrar in Form 39 or by obtaining claim from individual members in T.A. bill form at the rates prescribed in the rules of the University. The internal members (employees of the University) of the authorities are also eligible for sitting allowance for attending the meeting(s) of the authority concerned.

b) The claims shall be based on the attendance as per the meeting minutes book of

the concerned authority.

c) The bills shall be sent to the Finance Officer for arranging the payments.

(2) Travelling Allowances of the members of the authorities of the University

a) The travelling allowances claims of the members of the University authorities

shall be prepared in Form 40 or in the T.A. bill form of the University. The internal members (employees of the University) are not entitled to T.A. /D.A. for attending meetings of the authority held in the University campus.

b) Members of the University authorities may draw travelling allowance for their

return journey before the completion of the journey.

c) The claims shall be regulated as per the Rules applicable to them.

(3) Travelling Allowances of the University employees

a) The travelling allowances claims of the University employees shall be got prepared

by the Drawing and Disbursing Officers in the T.A. bill form prescribed by the University and they shall get it countersigned by the competent authority and send it to the Finance Officer.

b) Countersigning of TA bills will not be required in the case of the Vice-Chancellor.

c) In the case of other officers, the countersigning authority shall satisfy himself that

the journeys have been performed in the interest of the University and the rates claimed therein are in accordance with the rules of the University. The countersigning authority must also satisfy himself that the fares (bus, railway, airfare) are correct and the journey is performed by the shortest and cheapest route.

d) The countersigning authority shall also ensure that wherever performance of journey

by road or air in respect of any category of employee require special sanction of a specified authority under the University rules, such sanction / approval of that authority is obtained. It shall also ensure that proof of journey if any required, is also enclosed to the bills by the employee concerned.


95

e) The countersigning authority shall maintain a Register of Traveling Allowance Bills Countersigned in Form 41 and enter therein all bills countersigned by him.

(4) Claims in respect of Tour / Transfer / Travel Concessions

a) The claims of the University employees relating to tours / transfers shall be preferred

in the traveling allowance bill form.

b) The Drawing and Disbursing Officers, claimant officers and the Countersigning officers shall record the required certificates in such bills and ensure that the claims are preferred in time and in accordance with the provisions of the Service Rules and Statutes of the University and Andhra Pradesh Traveling Allowance, Transfer, and Leave Travel Concession Rules of the Government as amended from time to time.

(5) Claims in respect of Professors and other Academicians of Universities other than those in

the State of Andhra Pradesh, attending Seminars, Conferences, Workshop, etc.

The claims of Professors, Associate Professors and other Academicians of other than the Universities in the State of Andhra Pradesh, invited by the University to attend any Seminars, Conferences, Workshop or other meetings of national / international importance shall be regulated as follows:

a) In the case of teachers of Universities, other than of Andhra Pradesh, but from within

India, TA and DA shall be allowed as per the rules applicable in this University.

b) In the case of teachers invited to attend such occasions, the invitation shall specify the entitlements of TA / DA and lodging charges that will be paid by the University.

c) In the above cases, the fares and DA admissible may be drawn and paid for both forward

and return journey before undertaking return journey, during their visit to the University.

(6) Advance towards Traveling Expenses (TA)

a) The employees of the University are eligible for travel advances for tour /

transfers.

b) The advances shall be drawn in the regular TA bill form enclosing a copy of the order sanctioning the advance issued by the competent authority.

c) The amount of advance for TA on tours / transfers and travel concessions shall be regulated as laid down in the Traveling Allowance, Transfer, and Leave Travel

Concession Rules of the Government/T.A. Rules of the University, as amended from time to time.

(6A) The University shall formulate detailed Travelling Allowance Rules containing the rates of TA and other allowances, grades of employees with eligibilities thereto, rates applicable to members of Authorities/Committees/ Visitors to the University, rates applicable to Examiners, procedures for sanction/payment, etc., taking into account the relevant Government rules and the academic character of the institution in the form of executive instructions for adherence and implementation by all the concerned. These rules shall be revised from time to time corresponding to the sanction of new rates of TA, DA and other allowances/charges by the Government of


96

Andhra Pradesh along with the new revised pay scales of Government employees/non-teaching staff of Universities.

(7) Reimbursement of Medical expenses

a) Where the University has extended the benefit of Medical Reimbursement to its

employees/pensioners, the rules, procedures and forms prescribed shall be as per the rules framed by the University in this regard by taking into account existing Government rules/procedures and the needs/requirements of University employees/pensioners. Wherever the guidelines of the University do not cover any particular case/aspect, the relevant rules of the Government will apply subject to maximum ceiling fixed by the University and the financial sanction procedures prescribed.

b) The amount drawn in the bills must be supported by proper receipts and vouchers and an Essentiality Certificate signed by the authorized medical attendant and countersigned by the Head of the approved Medical Institution or / and recommended by the Medical Officer of the University Health Centre/ Dispensary.

6.6.7 Contingent Expenditure

(1) The term ―contingent charges‖ or ―contingencies‖ is applied to the incidental expenditure,

which is necessarily incurred in running an office. The main items are common to most offices, e.g., expenditure on furniture, books and periodicals, service postage and

telegrams, bicycles, electric current, cleaning charges, customs duty on imported stores, freight and tour charges. It includes also incidental expenditure, which is required for

technical or other special reasons in the working of particular offices and departments, e.g., expenditure on uniforms and other equipment, laboratory equipment in colleges.

(2) Contingencies shall include:

a) Recurring Contingencies namely:

(i) Expenditure required for the maintenance of an office, and

(ii) Supplies and services i.e. expenditure in connection with purchase of

consumables and non-consumable stores.

b) Non-recurring Contingent expenditure i.e. expenditure required for setting up of an

office, laboratory, etc and for its periodic expansion and improvement, which is not

recurring in nature.

(3) Contingent Register

a) The Drawing Officers shall maintain a Contingent Register in Form 6 and all standard items of contingent expenditure recorded therein.

b) As soon as each payment is made, necessary entries shall be made duly recording the date of payment, name of the payee, sub-voucher number and the budget classification.

(4) Permanent Advance or Imprest


97

The Heads of the Departments and Heads of the Units may be sanctioned permanent advance to meet their day to day contingent expenses connected with office management, with the approval of Vice-Chancellor.

a) The amount of permanent advance to such officers or any revision of the amount shall be determined by the Finance Officer with the approval of the

Vice-Chancellor. The amount shall generally be the average monthly contingent expenditure during the previous twelve months, excluding heavy

and unusual expenditure otherwise paid on bills preferred by the suppliers.

b) All permanent advances shall be drawn in Permanent Advance Bill in Form 42,

(Payee‘s Receipt form) enclosing a copy of the sanction order.

c) The officer to whom permanent advance is sanctioned shall be personally responsible

for the sanctioned amount and shall take it to account in the Petty Cash Book. He

shall be responsible to produce this amount in the form of cash or partly cash and

balance in the form of paid sub-vouchers at any time either during inspection by

superior officers or to the auditors.

d) When payment is to be made from a permanent advance, a payment endorsement shall be made by the disbursing officer on the sub-voucher relating to the charge.

When payment endorsement is made by the Drawing Officer, the amount of the charge shall be paid to the payees whose receipt shall at once be taken. The sub-

voucher shall be stamped as ―Paid & Cancelled‖ and details of the expenditure

noted in the Petty Cash Book and the Contingent Register.

e) Conveyance charges for travel between the city and campuses and other offices

may be paid out of permanent advance, wherever deemed necessary under the orders of the competent authority. Similarly hamali (cooli) charges may also be

paid. Where vouchers could not be obtained for such charges, payments may be made on the certificate of the employee treating it as a voucher. However, it shall

be ensured that the amount claimed is reasonable or is according to the rates or norms prescribed.

f) In the case of supplies obtained from the imprest, specially, the Officer who has received the supplies, shall record a certificate on the bill to the effect that the

materials, articles etc., have been received in good condition and have been

entered, in the appropriate stock account or numerical account, references to the pages of the register or account being indicated on the bills. The Recoupment Bill

duly signed by the Officer responsible for the permanent imprest shall be then forwarded to the Finance Officer for payment.

g) When the balance of permanent advance is running low and in any case on the last working day of the month, a red ink line across the page of the contingent register

shall be drawn. The expenditure column of the contingent register shall be totaled and totals posted in a contingent bill (Detailed Contingent bill form) duly classified

with reference to budget head of account. In the bill for re-coupment of permanent

advance, it shall be boldly written as RECOUPMENT BILL on the bill. The bill supported by relevant sub-vouchers shall be laid before the Drawing Officer, who

after comparing the entries in the bill with the contingent register and verifying the


98

classification, places his initials against each entry and signs the bill. The bill then

shall be sent to the Finance Officer for payment. On receipt of a cheque in payment of a re-coupment bill, the number and date of the cheque shall be noted against the

amount. To prevent fraudulent use of sub-vouchers, the Drawing Officer shall cancel all sub-vouchers relating to the bill with a rubber stamp as follows:

―CANCELLED AND INCLUDED IN DETAILED CONTINGENT BILL NO. ............... FOR PAYMENT‖.

h) When there is change in the incumbency of the office, the relieved officer shall

hand over the permanent advance held by him to the relieving officer, recording

this fact in the Petty Cash Book, Contingent Register and the Certificate of

Transfer of Charge in Form 43.

i) The holder of permanent advance shall furnish a certificate as given below to the

Finance Officer by 15th of April every year.

―I acknowledge to have in my possession a permanent advance of Rs…….................. which sum is due from and is accounted for by me‖.

(5) Contingent Bill

a) All claims towards payments for supplies and services shall be preferred in

Detailed Contingent Bill in Form 44. No pay shall be drawn on contingent bill.

b) All claims relating to the supplies and services on credit bills, and bills towards payment of electricity charges, water charges, rent, rates and taxes, telephone charges etc, supported by bills of the concerned authorities, etc., shall be drawn in the contingent bills.

c) All charges actually incurred must be drawn and paid at once, and under no

circumstances they shall be allowed to be carried over to be paid from the grant of another year, without adequate reasons. The charges relating to two or more major heads shall not be included in one bill.

d) Claims relating to purchases / services rendered in the previous year may be paid

during the current year subject to availability of budget provision under the relevant head. The Drawing and Disbursing Officer shall furnish to the Vice-Chancellor valid and justifiable reasons for condoning the delay in the submission of the bills and obtain his approval for the payment during the current year.

e) The Drawing Officers shall record Certificates in the contingent bills of certain

charges indicated below:

i. Contingent charges incurred on account of wages of mazdoors engaged on manual

labour and paid at daily rates shall be supported by a certificate by the disbursing officer to the effect that the mazdoors were actually employed and paid,

ii. Contingent bills for claims relating to rent, taxes, electricity and water charges should be

accompanied with a certificate to the effect that no portion of the building for which the expenditure was incurred was utilised for residential or other purposes during the period to which the charge relates,


99

iii. In the contingent bills, which include charges on refreshments served at meetings,

conferences, etc., a certificate to the effect that the expenditure is in accordance with the terms and limits prescribed by the University from time to time shall be recorded.

(6) Abstract Contingent Bill

a) Where expenditure of contingent nature or of a special nature is required to be drawn

without details of the claims subject to submission of details later, the required amount shall be drawn in the form of an advance on an Abstract Contingent Bill, with the sanction of the competent authority.

b) The Abstract Contingent Bill shall be drawn in Form 45.

c) Amount required for meeting the expenses in connection with seminars,

conferences, workshops, boarding expenses of hostels, conduct of sports events, etc, obtaining clearance of parcels from postal / Railway / transport authorities, release of dispatch documents relating to consignments from banks when the terms of supplies has specific provision in this behalf, remitting payment for supplies in advance to the suppliers as per the terms of payment agreed upon, or for any other legitimate administrative or academic purpose, may be drawn on Abstract Contingent Bill as an advance.

d) No amount shall be drawn on Abstract Contingent Bill unless it is required for

immediate disbursement. This should be the guiding principle for drawing the money for Abstract Contingent Bills.

e) The amount of the Abstract Contingent Bill shall be charged to the concerned

expenditure head of account and the unspent amount credited to head of account to which earlier debited and this adjustment indicated in the Non-Payable Detailed Contingent Bill.

f) The Finance Officer shall watch the adjustment of all advances drawn through

Abstract Contingent Bills.

g) In respect of amounts drawn on Abstract Contingent Bill, the concerned Drawing

Officer shall submit a Non-payable Detailed Contingent Bill in Form 46, duly furnishing the details with supporting vouchers to the Finance Officer.

h) (i) The Finance Officer shall not admit any bills preferred by the Drawing Officer

unless the Non-payable Detailed Contingent Bills towards Abstract Contingent bills drawn previously have been submitted by the Drawing Officer or a request from him has been received within specified period seeking extension of time for rendering Non-payable Detailed Contingent Bill adducing valid reasons.

(ii) When the account is submitted as per the extension of time sought for, the vouchers should be scrutinized with reference to the dates of payments to ensure that the reasons adduced for extension of time were genuine.

(iii) During scrutiny, if it is found that the unspent amount was kept in the Bank itself

without remitting the same immediately after the event was over or the unspent amount


100

was drawn in cash and kept with the officer concerned, the observations may be

reported to the Vice-Chancellor for taking appropriate action.

i) Procedure for adjustment of advances

(i) The Drawing Officers shall submit certified bills for adjustment of advances

drawn by them within a period of three months from the date of advance. If a

Drawing Officer is unable to submit the non-payable Detailed Contingent Bill

within three months of the drawal of the advance on Abstract Contingent Bill,

he/she may seek extension of time not exceeding one month for utilization and

submission of bills for adjustment.

(ii) In case of non-submission of bills even after the extended period, the office

shall give a final reminder to the teacher/employee concerned seeking

immediate submission of bills at any cost not exceeding a period of one month

stating clearly that failure in this regard entails stoppage of salary and recovery

of advance in lump sum or installments from his/her salary or amounts due to

him/her.

(iii)In case of non-submission of bills even after the one month period, the office

shall obtain orders of the Vice-Chancellor for recovering the advance from

salary or other amounts due to the employee. The process of recovery shall be

administered by the Establishment Branch under intimation to the employee. In

case recovery is effected, the same shall be returned to him/her if the advance

is adjusted at a later date.

(iv) The office shall record adjustment of advances in the books within one month

from the date of submission of bills. In case of any objections, the office shall

seek clarification and complete the adjustment of the advance within fifteen

days from the date of receipt of clarification. In order to watch prompt

adjustment of advances, the Finance Officer shall maintain a ‗Register for

Adjustment of Advances‘ by designing a suitable format for the same and

conducting reviews regarding pendency with regard to adjustment of advances

in the Finance Branch.

(v) No advance shall be paid to any employee of the University during the last six

months of his/her service.

(vi) In case of retiring persons, it is the responsibility of the administration to verify

pendency of adjustment of any advances and issue no dues certificates or notice

for submission of bills for adjustment/recovery of dues, if any, to facilitate issue

of no dues certificate. This process should be completed at least three months

prior to the date of retirement.

(vii) The University shall formulate detailed rules for adjustment of advances in

the form of executive instructions and communicate the same to all the

Departments/Centres/Offices/employees for compliance.

(7) Expenditure relating to Examinations

a) Expenditure pertaining to examinations, generally fall under the following categories:

i. Paper setting and remuneration to paper setters.

ii. Printing of answer scripts/other examination related stationery


101

iii. Printing of question papers and confidential work.

iv. Remuneration to Chief Superintendents, Invigilators, Squads, Observers, etc.

v. Remuneration to examiners for evaluation work.

vi. Remuneration to examiners for practical examination.

vii. Remuneration to Scrutinisers

viii. Remuneration to the Supervisory staff and Contingent staff

ix. Traveling Allowances of Examiners, Scrutinisers, Supervisory Staff, etc.

x. Expenditure incidental to the conduct of Examinations

b) The remuneration and other charges in connection with the conduct of examinations shall be regulated as per rates approved by the Executive Council from time to time.

c) The Claims of Allowances of examiners and others shall be claimed in the TA bill Form and the Controller of Examinations/Authorised Officer shall countersign such bills and send them to the Finance Officer for payment. The TA claims of the Examiners shall be regulated as prescribed by the Executive Council.

d) The Remuneration bills of examiners shall be claimed for paper setting,

evaluation, practical examination and countersigned by Controller of Examinations/Authorised Officer and sent to the Finance Officer for arranging payment.

e) Officers-in-Charge of the examination centres may have to incur some petty

contingent expenses and other charges. Therefore, advances/ entitlement amounts to the Officer-in-charge of examination centres may be got sanctioned by the Controller of Examinations to meet the expenditure in connection with the conduct of theory and practical examinations including payment of remuneration to the Chief Superintendents, invigilators, examiners, practical examiners, skilled assistants, non-teaching staff performing examination duties, etc.

f) (i)The University shall implement, wherever possible, the system of payment of

entitlement amounts, in lieu of advances, for the conduct of theory and practical examinations by working out a formula for releasing such amounts. Such entitlement amounts will not be in the form of advances but in the form of payments and hence need not be adjusted in the books of accounts. Hence, Colleges need not submit the bills for expenditure incurred as per approved norms to the University but retain with them as record but should be produced whenever required by the University for inspection/audit. The Colleges shall submit a receipt for the entitlement amount and utilization certificate for the amount spent, in lieu of bills. Any unspent balance out of entitlement amount shall be shown in the utilization certificate for deduction from entitlement amount for the next session. The Finance Officer shall ensure that the date of receipt of acknowledgement and utilization certificate for the entitlement amounts are watched by entering them in the Register of Entitlement Amounts to be maintained and by rounding off the amount in red ink.


102

g) The Officers-in-Charge of the examination centers shall be paid such advances or entitlement amounts by the Finance Officer, based on copy of the sanction orders/ proceedings of the Vice-Chancellor received through the Controller of Examinations/Coordinator (Examinations). No adjustment is needed for the entitlement amounts.

h) The Finance Officer shall arrange for payment noting such payments in advance in the Register of Examination Advances in Form 47 or in any other format designed for the purpose and shall watch for their adjustment.

i) (i) The Controller of Examinations/Authorized Officer of Examination Branch

shall also maintain an advance register to watch all types of advances paid by him to various Officers in the Examination Branch in connection with the conduct of examinations. He shall countersign all adjustment bills received from the concerned officers and forward them to the Finance Officer.

(ii) The advances/entitlement amounts paid to Colleges/Institutions by the Finance Branch may be sent to such Colleges/Institutions through the offices of the Controller of Examinations and Coordinator (Examinations) by recording them in a register to facilitate follow-up action.

j) In the case of remuneration claims of the Examiners, the officer-in-charge of

such examination centres shall prepare a bill of remuneration due to himself and other staff in Form 48 and submit the supporting individual bills to the Controller of Examinations/Authorized Officer. Similarly, the expenditure incurred on contingencies such as stationery, etc., shall be prepared in Form 49

and sent to the Controller of Examinations/Authorized Officer. The unspent advances, if any, shall be returned to the University by demand draft drawn in favour of the Registrar/Finance Officer of the University. The Controller of Examinations shall scrutinise the bills to ensure that the bills conform to the norms laid down by the Executive Council and countersign the bills for adjustment of the advances drawn by the concerned. The countersigned bills and the Demand Drafts received if any, towards unspent balance shall be sent to the Finance Officer for the adjustment of the advances. He/she shall also ensure that all colleges/institutions submit receipts and utilization certificates for the entitlement amounts received by them within the specified period. In both the cases, the Controller of Examinations and the Coordinator (Examinations) shall record the total amount of expenditure incurred by the College in the concerned Register maintained in the respective offices which will help in better assessment of amount required by the Colleges for next session of examinations.

k) It shall be the responsibility of the Controller of Examinations/ Authorized

Officer to ensure that all advances paid to Colleges are adjusted without any delay, after completion of examinations. Where advances are not adjusted within a specified period after the completion of examinations, he shall address the Head of the Institution concerned for taking appropriate action against the defaulting officer and keep the Finance Officer informed of the action initiated.

l) In case the Officer-in-Charge concerned of the examination centre fails to render

accounts in spite of steps initiated by the University through the Head of the College/Institution where the Officer-in-Charge is employed, before the commencement of the next examination, the Head of the College/Institution


103

concerned shall issue an order for recovery of the advance amount from the Officer-in-Charge and send it in the form of a DD to the Controller of Examinations/Authorized Officer for onward transmission to the Finance Officer. The Head of the Institution shall also ensure that the Officer-in-Charge is not assigned any responsible duty in future examinations. In case the Head of the College himself/herself is such defaulting Officer-in-charge, the Finance Officer shall take necessary steps for recovery of the amount due to the University, through the management of the College.

m) The Finance Officer shall bring to the notice of the Controller of

Examinations/Authorized Officer and the Vice-Chancellor, the details of advances sanctioned in connection with examinations and remaining unadjusted as at the end of each quarter for follow up action by the Controller of Examinations/ Authorized Officer.

(8) Setting and Printing of question papers

(a) Setting of question papers and printing of question papers shall be treated as

SECRET and dealt with CONFIDENTIALLY by the Controller of Examinations/Authorized Officer.

(b) The Controller of Examinations/Authorized Officer shall draw, if necessary, funds required for setting and printing of question papers as advance with the sanction of the Vice-Chancellor on an Abstract Contingent bill, signed by him, before the commencement of examination work.

(c) He shall maintain proper accounts for the expenditure incurred out of the advance

and shall submit these accounts to the Vice-Chancellor for approval, after completion of each session of examination. He shall deposit the unspent amount of advance into the designated Bank account of the University and obtain receipt/challan from the Bank.

(d) He shall furnish a certificate to the Finance Officer in the following form duly

countersigned by the Vice-Chancellor, along with the remittance receipt / challan as supporting document for the refund of unspent balance.

Certificate Certified that the amount of advance drawn for confidential work relating to setting of question papers and for printing of question papers has been spent to the extent mentioned below and unspent balance amount remitted to University account.

a) Amount drawn in cheque No……. dated… Rs. ……………..

b) Amount spent during the period………… Rs. …………….. c) Unspent amount deposited to University Account No……… As per Receipt /

Challan dated………. for Rs. ……… (Rupees in

words………………………………………………….………only)

Certified that the supporting vouchers for amount shown as spent have been retained by me and kept in safe custody.

Countersignature of the Signature of Controller of Examinations

Vice-Chancellor /Authorized Officer


104

e) The Vice-Chancellor, before countersigning the document, shall verify and satisfy himself that proper accounts for the expenditure have been maintained and are supported by vouchers.

f) The Finance Officer shall note the fact of receipt of this certificate from the Controller

of Examinations/Authorized Officer and shall adjust the expenditure against the advance. No Non-payable Detailed Contingent bill, other than the above certificate, is required in these cases.

g) Bills of expenditure without the name and address of confidential printer for the

printing of examination question papers shall only be submitted for audit. Receipts from the printer and the schedule of rates approved need not be submitted for audit.

(9) Postal expenses

1) The amount required for purchase of postal stamps shall be drawn on Detailed

Contingent bill form, enclosing a copy of the order sanctioning specified amount, issued by a competent authority.

2) Normally, value of stamps required for one or two months based on monthly

average shall be drawn, on the recommendation of the Head of the Despatch / Tappal Section.

3) The Despatch / Tappal Section shall maintain a stamp account in Form 50. The daily

total value of stamps utilized shall be accounted here based on the despatch register

maintained.

4) The Head of the Dispatch / Tappal Section shall be responsible for ensuring the maintenance of this register and for the safe custody of stamps.

5) Where Franking machines are provided, the Head of the Dispatch Section shall

maintain a register and account therein the details such as date of receipt of cheques from Finance Officer, date of payment to the Post office and the amount of postage stamps refilled. At any time, the balance shown in the stamp account register should tally with the balance in the franking machine. The discount/ incentive given by the postal authority shall be credited to University Fund at the first opportunity by passing an official receipt and transmitting the same to the postal authority.

6) Letters and parcels received shall be accepted by the Dispatch/Tappal section and

the value payable paid out of Permanent advance given to the office. If the amount is not available, the same may be drawn on Detailed Contingent bill.

7) Wherever the letters/parcels are sent through courier service / Speed / Registered

post by any Department / Unit, they shall maintain a separate account of the letters / parcels sent through courier and arrange for payment on the basis of the bills raised by the concerned courier agency.

(10) Advertisement Charges


105

a) All advertisements required to be published in newspapers, journals, etc., shall be released only with the previous approval of the competent authority.

b) The charges shall be preferred in Detailed Contingent bill enclosing a copy of the sanction order, bill of the publisher and a copy of the matter published.

c) Instead of directly sending advertisements to the newspapers, in order to get the

benefit of discount, the University may appoint an advertising agency for the University selected in a transparent bidding process for a specified period, wherever possible. Such agency be selected based on how much percentage of discount on the advertisement bill, which it gets, it is ready to transfer to the University. Such an agency ensures publication of advertisements in the newspapers/editions and on the date(s) specified by the University. The agency will advise the University in achieving economy in advertisement expenditure. The agency will pay the advertisement bills and based on evidence the University will reimburse the amount after deducting the discount. The service tax at the existing rate will have to be paid on each bill.

d) The charges shall be booked under relevant budget head of account.

e) All advertisements released by different Departments/Offices of the University

shall be entered in a Register of Advertisements duly recording the details of advertisements released, purpose, name of the newspaper / magazine / journal, the space consumed, rate and the amount paid with cheque number and date.

(11) Books, Publications and Journals

a) Books which are required to be purchased fall under the following three heads:

i. Ordinary books of reference required by all offices, ii. Books of reference relating to the special work of a particular Department,

iii. Books for Departmental and University Libraries.

b) The Registrar shall circulate to all Offices of the University as to which books of

reference or journals are required for respective offices of the University in single/multiple copies. The officers authorized to purchase such books under the delegation of powers, subject to such limitations specified therein, shall purchase these books or subscribe to the journals. The cost of these books shall be treated as an ordinary item of contingencies and shall be paid by the Finance Officer, if the bills are countersigned by the designated countersigning authority.

c) In the case of category (ii) and (iii), the power to purchase them for each of the Departments is delegated to the Heads Of the Departments, subject to the limits specified in the delegation of powers and availability of sufficient budget allotment under relevant head of account. The Head of the Department/Officer authorized to purchase books of category (ii) shall satisfy himself that the books are absolutely required for the discharge of the duties. This condition shall not apply to the books for libraries.

d) The Departments may purchase any publications of the Departments of Government or of other states found necessary for the Department, if such publications are kept for sale

and not available under any arrangement with the Government and shall be brought to


106

stock soon after purchase and the same be noted on the reverse side of the bill duly signed by the Head of the Department.

e) The Departmental Committee/Head of the Department/Centre shall decide from

time to time the details of periodicals (newspapers and magazines, etc.,) and Journals, the Departments of the University shall subscribe. Sanction for subscription shall be obtained from the competent authority.

f) Books and Journals required for the University (Central) Library and Libraries of

University Colleges/P.G. Centre shall be processed by the University Librarian/College Librarians for procurement in consultation with the academic Departments/Centres and as per the prescribed procedure strictly within the grant/fund available.

g) The books purchased shall be accounted for in the Accession Register in Form 51 or

in the format of Accession Register suggested by the University Librarian by the Department/ Library/Office.

(12) Stationery

a) The stationery articles required for the offices of the University shall be purchased and

stocked in the General Stores of the University, under the supervision of the Registrar and

direct control of the Finance Officer.

b) The stationery articles required for each of the Departments and offices shall be issued from the General Stores based on the Indents in Form 52 and according to any scale or norms and at such frequency, prescribed by the Finance Officer.

c) The annual requirement of the stationery articles shall be assessed based on the annual

indents to be submitted by the Departments / Offices of the University to the Finance

Officer, before 15th

of January every year in response to a circular to be issued by

him/her in the last week of December.

d) It shall be ensured that the management of stores is handled by a responsible officer assisted by Storekeeper(s).

e) The articles purchased shall be accounted for a Stock and Issue Register in the form

prescribed under Purchase Regulations and issued to the indenting offices as per the scale or norms or within the annual requirement indented by the office.

f) A Stock and Issue Register shall also be maintained by all the offices of the

University, drawing articles from General Stores.

g) No cash purchase of stationery and other articles locally is permissible in respect of

articles stocked in General Stores without previous approval of the competent authority and also such purchases should not exceed the financial limits prescribed under delegation of powers.

(13) Hospitality expenses


107

a) Tea and refreshments may be served at inter-Departmental, inter-University and

other meetings as may be prescribed by the University. Even in the cases of visitors from other Universities, Officers of State and Central Government,

University Grants Commission and other organizations, to the Departments of the University, the Heads of Departments may provide tea and refreshments not

exceeding limits prescribed under the delegation of powers.

b) The visitors from other Universities, other States and Countries visiting the University at the invitation of the University or on official visits approved by the

University or the State / Central Government may be treated as University Guests

and provided such hospitality as may be decided by the Vice-Chancellor, at the expense of the University.

(14) Telephone charges

a) Sanction of telephone connections requires the approval of the Vice-Chancellor.

b) The telephone charges shall be met out of University funds in respect of all

telephones provided to the offices and residences of officers declared to be eligible for residential telephones as per the limits prescribed by the Vice-Chancellor.

c) In the case of an officer eligible for residential telephone from the University but opts

in writing to use his own residential telephone, telephone charges for his residential

phone may be paid as per the limits prescribed by the Vice-Chancellor.

d) The University shall prescribe by an order, the limit up to which the telephone charges in respect of telephones provided to offices and residences of the officers shall be paid by the University.

e) The University may provide mobile phones to specified officials with the sanction

of the Vice-Chancellor and prescribe the limits there for.

f) The concerned offices / officers shall maintain a Register of Telephone Charges in

Form 53 and record therein the details of telephone charges paid.

(15) Motor Vehicles

A) General

a) Purchase of Motor Vehicles requires sanction of the Executive Council.

b) The claims towards cost of vehicles shall be made in the Detailed Contingent Bills, enclosing the sanction order, bill of supplier with necessary certificates prescribed. The expenditure on purchase of motor vehicles shall be treated as Capital Expenditure. The necessary entry of the purchase may be made in the Stock Register of Equipment.

c) The cost of maintenance and running of the vehicles shall fall under contingent expenditure classified as revenue expenditure.


108

d) The Motor Vehicles of the University shall be under the custody of University Engineer/Officer in charge of Transport section of the University or such other officer / official made responsible in this behalf by the Registrar.

e) Such officer shall be responsible to regulate the movement of the vehicles only for

bona fide University work and keep them in good running condition.

f) He shall also ensure that the motor vehicle insurance of all University vehicles is

renewed and kept current at all times. He shall maintain a Motor Vehicles Insurance Register in Form 54.

g) Each vehicle shall be provided with a Logbook in Form 55 or any other format

designed for the purpose. The logbooks shall be in the custody of the Drivers of the vehicles. He shall ensure that entries are made under relevant columns of the logbooks and that after each journey, the officer using the vehicle attests the entries pertaining to the purpose of journey, places visited, distance covered, etc., immediately after completion of each journey. The officer-in-charge of the transport section shall ensure that the entries are made in the logbooks properly and daily.

h) In respect of vehicles assigned to the Vice-Chancellor, Rector, Registrar and other

officers, the personal assistants to these officers shall verify the entries in the logbook and get them attested by the concerned officers.

i) In addition to the logbook, the transport section shall maintain a Vehicle History

Sheet for each of the vehicle, wherein the following details shall be recorded: i. Date of purchase,

ii. Type of vehicle,

iii. Registration number,

iv. Engine number and chassis number,

v. Cost of the vehicle, vi. Vehicle tax and insurance premium paid at the time of purchase,

vii. Insurance Policy No. and date of expiry of policy,

viii. Cost of repairs and replacements with dates, ix. In the case of transport and Public Service Vehicles, the date on which Fitness

of the vehicles has to be got checked and Fitness Certificate to be obtained, x. Details of periodical payment of Motor Vehicle Tax, xi. Accidents met, if any.

j) These history sheets shall be reviewed by the University Engineer/Officer in charge

of Transport section annually to see that vehicle insurance and registration of the vehicle is being renewed as and when they fall due and fitness certificates are being obtained promptly from the Regional Transport Officer concerned in respect of transport and public service vehicles.

k) A vehicle movement register shall be maintained in respect of pool cars and jeeps and other vehicles spared to officers and others as per the orders of the competent authority. The use of vehicles shall be governed by rules or guidelines issued by the University.


109

l) Proper arrangements shall be made by the University Engineer/Controlling Officer to ensure that petrol, lubricating oil, etc., are drawn by the drivers from approved sources only, on the indents of the officers, countersigned by an authorized officer.

m) The University Engineer/Officer in charge of Transport Section shall see that an

account of the indents approved for drawal of fuel and bills received for payment from the suppliers of fuel is maintained. Besides, a register of vehicles sent for repairs shall also be maintained.

n) When any vehicle is kept out of road due to repair or for other reason, the services

of the driver shall be utilized properly in the office or at other places.

o) On all the bills for purchase of petrol / diesel, a certificate to the effect that the

vehicle has given not less than the standard rate of consumption certified previously, shall be recorded.

p) In the sanction orders issued by the competent authority for replacement of tyres

and tubes or for retreading of tyres or for major or minor repairs of the vehicles, it shall be certified that the vehicle has covered not less than the distance prescribed for such replacement or repairs.

q) The Officers provided with official cars shall remit to the university the costs of

travel, wherever they utilize the vehicle for private purposes, at the rate per km as fixed for mileage allowance in the T.A. Rules.

B) Operation of transport services

a) Where University possesses a fleet of buses and operates them for transporting the students and staff by collecting charges, the transport section shall maintain the following registers to keep watch over the daily schedules of vehicles, operating cost, and connected information: i. A list of motor vehicles (buses) used for transport operations and their

scheduled routes.

ii. Daily schedule of vehicles deployment indicating the names of the Drivers and Cleaners, assigned for each vehicle.

iii. Trip sheets to be maintained by the drivers. iv. Day book of collection of fares if prescribed. v. Register of operating expenses.

vi. Register of indents signed for issue of fuel to the vehicles.

vii. Register of vehicles sent for minor and major overhauls.

viii. Stock account of spare parts, oil and lubricants, spare tyres and tubes, if any,

permitted to be kept in ready stock. ix. Stock account of spare parts and other articles.

x. The Transport Section shall submit such returns as may be prescribed by the

Registrar and the Finance Officer.

b) The Transport Section shall submit a report of operation of vehicles for transportation of staff and students in Form 56 to the Registrar. Each day‘s report shall be submitted on the next day, without fail.


110

c) If the University has any arrangement with the public transport undertakings like

APSRTC, etc., or any other Transport Operators for providing vehicles to the University for its daily transport operations on contract basis or for operating buses on the scheduled routes proposed by the University, the Transport Section shall be responsible to ensure that such Transport Operators comply with the terms and conditions of contract and submit such reports, as may be prescribed by the Registrar / Finance Officer.

C) Replacement of tyres and tubes and retreading of tyres.

a) Retreading of tyres may be resorted to wherever it is more economical than their ordinary replacement.

b) Expenditure on replacement / retreading of tyres and tubes shall be sanctioned by the Vice-Chancellor, as per rules framed by the University with regard to the types of vehicles, distances to be covered for replacement / retreading / re-retreading, etc., in consultation with the Transport Department of the State Government. Appropriate relaxation limits may also be prescribed for specific cases.

D) Expenditure on Major and Minor overhauls

a) Expenditure on Major and Minor overhauls / repairs may be sanctioned by the Vice-Chancellor or Rector or the Registrar, as per delegation of financial powers, if the

vehicles have covered the prescribed distance. The type of the vehicle, the distance prescribed for major overhauls and minor overhauls, and condemnation criteria for

vehicles may be prescribed as per Government norms by a Committee with the participation of a senior Transport Department officer. Relaxation limits may also be

prescribed for adoption in specific cases.

b) The items of repairs, which fall under major overhauls, minor overhauls, petty repairs

may also be got defined by the aforesaid Committee.

E) Certification of standard rate of consumption of petrol / diesel for the vehicle

a) After purchase or overhaul of a vehicle, after an initial run of over 1000 kms, the Officer-

in-charge of the Transport Section or such other officer entrusted with this duty, shall examine the vehicle and ascertain the mileage given by the vehicle per litre of petrol /

diesel and record a certificate to that effect in the logbook of the vehicle under his attestation. This shall be treated as standard rate of consumption of that vehicle. The

reviewing officer of the logbooks of the vehicles shall see whether the vehicles‘ performance is satisfactory with reference to such standard rate of consumption certified.

If, any excess consumption beyond 10% of the standard rate of consumption is noticed, it shall be reported to the Registrar for taking appropriate action.

b) The certified rate of consumption shall be reviewed by the concerned officer once in a year or earlier if the condition of the vehicle warrants it or if the Controlling Officer deems it

necessary to examine and re-fix the standard rate of consumption of any vehicles.

c) If the performance of any vehicle is not satisfactory despite petty repairs or minor overhauls, then only major overhauling of the vehicle should be resorted to. A vehicle


111

shall not be considered for condemnation unless it has undergone two major and three

minor overhauls and if it gives prescribed kilometers after its last overhaul.

d) The Universities, which have a Mechanical Engineering Department in the Engineering

College under their administrative control, may consider the utilization of expertise available in that department for the maintenance of the University vehicle.

e) The University may recognize reputed dealers from whom tyres, tubes and other automobile spare parts may be purchased and reputed and reliable automobile garages

from which the vehicles may be got repaired.

F) Hiring of vehicles for the use of University

a) The University shall prescribe norms/ guidelines specifying the circumstances under

which vehicles may be hired from Travel Agents, authority or authorities competent to order hiring of vehicles, short listing of Travel Agents, determination of hire charges,

procedure of acceptance/ countersignature of bills towards hire charges, etc.

b) The Transport Section shall be ultimately responsible to maintain the list of approved

Travel Agents from whom vehicles may be hired and the approved rates for category of vehicles that may be hired.

c) The Transport Section is also responsible to ensure that proper record of vehicles hired is kept in Form 57 and a report of vehicles hired and the charges paid / to be paid during the

month is sent to the Finance Officer, by 15th of the following month.

(16) Supply of Uniforms to certain categories of employees

a) Certain categories of University employees may be supplied with uniforms, once in

two years, out of University funds e.g., last grade employees, Drivers, etc. The Executive Council may consider issuing uniform to temporary employees working in the Regular positions.

b) The Executive Council shall prescribe:

i. the categories of employees eligible for uniforms,

ii. composition of uniform for each category, how many sets and supplied at what

intervals, iii. procedure for purchase and supply of uniforms.

c) Employees supplied with uniforms shall wear them during office hours, compulsorily.

d) The Registrar/Deputy Registrar (Establishment) shall prepare a list of employees to

whom uniforms are to be supplied during the year and ensure that sufficient budget provision is made in the annual financial estimates of that year.

e) Sanction order shall specify the names of the employees and their entitlements.

f) A copy of the sanction order shall be enclosed to the bill preferred for the charges

payable.


112

(17) Expenditure on Seminars, Conferences, workshops, convocation, ceremonial functions

etc.

a) The University may prescribe financial limits for the expenditure for the occasions

depending on the level of the participants like, Departmental level / University level / Inter-University level / State level / National level / International level.

b) The Registrar will invite applications for the conduct of seminars, conferences, symposia, etc., from the Departments/Centres for the current financial year. Applications will be placed before a committee to be constituted by the Vice-Chancellor. The allocations recommended by the committee, made keeping in view the availability of overall grants from the funding agency and matching provision in the general funds of the University, as approved by the Vice-Chancellor will be communicated to the Departments/Centres. 90% of the allocation will be released as advance and remaining 10% will be released after adjusting the advance.

c) The Departments responsible for arranging seminars, conferences, workshops, convocation, ceremonial functions shall, generally prepare an annual plan for the ensuing year and estimate the approximate expenditure involved, based on the financial limits prescribed and intimate to the Finance Officer for providing budget provision to meet this expenditure. However, this shall not include activities required to be conducted in respect of any aided projects or schemes funded by external agencies.

d) The amount required for each of these activities shall be got sanctioned from the Vice-

Chancellor by the Head of the Department / Head of the Unit, if necessary, duly furnishing details of approximate expenditure and shall draw on an Abstract Contingent bill enclosing the sanction order for the goods and services which could not be obtained without payment of advance or which require immediate payment. However, usually these sanctions are accorded for all such Departments combined based on the recommendations of an allocations committee.

e) The Drawing Officer shall settle the advance through a non-payable detailed contingent bill,

for the amount drawn, to the Finance Officer, immediately after the conclusion of the activity.

(18) Legal expenses

a) The legal matters connected with the University are required to be dealt by the Registrar,

as all suits and other legal proceedings by or against the University shall be processed and attended to by him.

b) The University may have a Legal Section under the Registrar to attend to all legal matters and also a panel of Legal Advisers to assist the University.

c) The University may prescribe the Retainer fee and legal charges payable to the Legal

Advisers with the approval of the Executive Council.

d) In addition to the charges payable to the Legal Advisers, other legal expenses towards the

requisite stamp duty shall be met out of the University funds.


113

e) Whenever any advances are required to be paid to the Legal Adviser towards payment of stamp charges or other incidental charges, the amount shall be drawn on Abstract Contingent bills by the Registrar and paid to the Legal Adviser after obtaining a temporary receipt, subject to rendering of accounts for the same later. The Registrar shall watch and obtain accounts for such advances paid and render Non-payable Detailed Contingent bills to the Finance Officer.

f) The Registrar shall maintain a Register of Suits in Form 58 and shall review this register

periodically and ensure that prompt action is taken by the Legal Advisers to get a favourable decision at the earliest.

(19) Expenditure on Stores

a) The term ―Stores‖ indicates all articles and materials required for the use of the

University Department/Offices purchased or otherwise acquired for various purposes which are budgeted and classified under the head of expenditure ―Contingencies‖ and

includes Furniture, Fixtures, Office equipments, Scientific equipments, Plants and Machinery, Office and Laboratory consumables, books, etc., but excludes the

expenditure on ―Works‖ and stores for ―Works‖. b) The detailed procedure for purchase of stores, sanctions, accounting of stores purchased,

annual stock verification, etc., is laid down in Chapter IX captioned as Purchase

Regulations.

(20) Expenditure on Works

a) The term ―Works Expenditure‖ indicates expenditure connected with construction, repair

and maintenance works. The works are primarily classified into two classes, namely,

―Original Works‖ and ―Repairs and Maintenance Works‖.

b) Chapter VIII of these Regulations deals exclusively with classification of Works,

procedure for preparation of works estimates, sanctions to estimates, tendering for

works, execution of works, accounts records to be maintained, etc. These shall be

strictly followed by the University Engineer and other concerned officers.

c) The University Engineer shall be responsible for complying with the requirements

relating to technical aspects of the work, maintenance of initial records of works and

basic accounts records, ensure execution of works of the University as per the

procedure prescribed and completing the same as per the time schedules.


114

6.7 ANNUAL FINANCIAL ESTIMATES (BUDGET)

6.7 The Budget is a planning exercise relating to the financial administration of a University. It is a

tool that documents and communicates the quantitative aspects of the financial functioning of a

University in a specified period of time, usually a given financial year. In other words, it is a

Statement of the Estimated Receipts and Payments prepared in advance of the ensuing

Financial Year. It provides an approach to the expenditure and the various financial operations

of the University in such a way that it not only gives a glimpse into the financial operations of

a University, but would also lead to effecting economy in the utilization of available resources.

A well prepared and envisioned budget reflects efficient financial management of a University.

6.7.1 Financial Estimates: (1) Section 21 of the A.P. Universities Act 1991 stipulates that the Executive Council

shall prepare the financial estimates for the ensuing financial year and place the same before the Academic Senate.

(2) The University shall see that the available resources are judiciously deployed for achieving the objectives of the Act.

(3) All liabilities payable during the budget year shall be provided for, as it is no economy to omit or postpone inevitable payments.

(4) Budget Estimates are provisional. Mere provision of funds under any budget head of account does not give a right to any Drawing Officer to incur expenditure unless availability of funds and sanction for the expenditure are ensured.

(5) All items of receipts and expenditure shall be provided under relevant budget heads

of account classified under Revenue and Capital budget, as given in Schedule-II Model

Format of Budget. Additions or deletions of any of the items of budget require specific

approval of the Executive Council.

(6) The budget estimated under detailed heads shall be in Lakhs with two decimal places

and rounding off the amount to the nearest thousand.

(7) All the budgeted provisions shall lapse at the end of the financial year and shall not be available for utilization in the next financial year.

6.7.2 Structure of Budget and its Classification:

1. Fund-Based Budgeting:

(1) The University Budget shall be on the lines of Fund Based Accounting System duly classified under the Fund Types mentioned under Rule 3.1 of Chapter III of these Regulations.

(2) The financial transactions of the University shall be grouped under five funds as

indicated below: (i) General Fund - operating fund of the university to account for all financial

transactions not belonging to other types of fund. Fees collected from the students at the time of admission to various courses of study conducted by the university

and its affiliated colleges, affiliation fees, examinations fees and other fees related


115

to, and all other income are credited to the fund. The grant given by the State

Government towards maintenance such as salaries, pensions and other contingent expenditure is also credited to this fund.

(ii) Development Fund – funds received for specific purposes with reference to the

development of the university including research funds.

(iii)(a) Earmarked Funds – funds earmarked for specific purposes such as Endowment Fund, Pension Fund, General Provident Fund, Employees Welfare Fund, Corpus Fund, any other funds specified by the Executive Council of the University.

(b) However, Pension, Contributory Pension, General Provident Fund together with the figures pertaining to Advances / Loans paid to employees, EMD/ Withheld amounts may be shown in a separate section in the budget.

(iv) Self-Financing Courses Fund – consists of fees collected from the students who are

admitted to the self – financing courses offered by the University. (v) Distance Education Fund – consists of admission fees, course fees, examination

fees, certificates fee and related fees collected from the candidates who join the courses offered by the Centre for Distance Education

(3) Based on the above classification, the Budget Estimates of the University shall consist of

six parts as shown below:

PART-I GENERAL BUDGET: This part consists of funds relating to viz. General Fund Account, Salaries Account, Examination Account, Special Fee Account for University College of Arts, ANU NT Staff Welfare Fund Account, Directorate of Admissions Account, Government Academic Grants Account, ANU College of Sciences Special Fees Account and International Students Cell A/c.

PART–II DEVELOPMENT BUDGET: This part consists of funds relating to U.G.C. Account (including

Projects), Other Central Research Agencies Account covering grants received from Agencies such

as CSIR, DST, DRDO, DAE, AICTE, etc., Development Account and Sports Hostel Account.

PART–III EARMARKED FUNDS BUDGET: This part consists of funds relating to N.S.S. Account,

Endowment, Public Donation & Reserve Fund Account (EPDRF A/c), Corpus Fund Account, IUT

Account and Interest Account.

PART – IV DEBTS, DEPOSITS AND ADVANCES BUDGET: This part consists of funds relating to Advances

component of General Fund A/c, ANU Loan Fund Account, Provident Fund Account, Pension

Account, Contributory Pension Scheme Account and EMD/Withheld Amounts Account.

PART –V SELF-FINANC1NG COURSES BUDGET: This part consists of all funds relating to Self-

Financing Courses of the University Colleges of (i) Arts, Commerce & Law (ii) Sciences (iii)

Pharmaceutical Sciences (iv) Physical Education & Sports Sciences (v) ANU College of

Engineering& Technology (vi) ANU College of Architecture & Planning and (vii) University P.G.

Centre at Ongole.

PART–VI CENTRE FOR DISTANCE EDUCATION BUDGET: This part consists of all funds relating to

the Centre for Distance Education

2. Budget Classification


116

(1) The financial transactions of the University shall be classified under Major Head, Minor Head, Sub-Head, and Detailed Head under each Fund.

(2) The principles for the above levels of classifications are given below:

S. No No

Heads Receipts Expenditure

1. Major Head Indicates the kind of receipts i.e., Revenue Receipts or Capital

Receipts.

Indicates the kind of Expenditure i.e., Revenue Expenditure or Capital

Expenditure.

2. Minor Head This shall indicate the nature of receipts i.e., Grants, Fees, Service Charges, Income from properties,

etc., under a Major Head.

This shall indicate the nature of service or cost under a Major Head i.e., Management

Expenses, Education related expenses, Welfare related Expenses, etc.

3. Sub-Head This shall indicate the source of receipt under a Minor Head.

This shall indicate the nature of expenditure under a Minor Head

4. Detailed Head This shall indicate the different sources or groups under a

particular source of receipts falling under the Sub-Head.

This level shall indicate the specific type of expenditure coming under the

sub-head.

5. College/ Department concerned

Indicates the College/Department collecting the specific item of

receipt.

Indicates the College/ Department incurring expenditure under specific

item of expenditure.

(3) An illustrative Budget classification based on the above principles of classification

is given in Schedule-I of these Regulations. The Finance Officer of the University may follow the Budget classification as above and also make necessary modifications to suit their requirements.

(4) A model Budget format is given in Schedule-II of these Regulations.

(5) A Schedule of posts shall accompany the Budget proposals in the format given in Schedule-III.

3. Data For Budget Preparation The Finance Officer shall send out circular in November prescribing a date for submission of Annual Accounts of previous financial year, proposals for Revised Estimates and proposals/requirements for Budget Estimates of next financial year from different offices operating University Accounts and from the Heads of Departments/ Centres/ Offices constituting individual units of Budget including central facilities such as Library, Sports, NSS, etc. The budget estimates received from various Departments/Centres/ Offices must be consolidated in the Finance Branch and two separate abstracts must be prepared as specified below:

(1) Fund-Wise Budget Estimates: Under each of the Fundcategory specified above, the

aggregate budget estimate for Receipts and Expenditure must be set out duly classified into Revenue and Capital. The format for the Fund-wise summary shall be in the following Table.


117

(2) Overall Abstract of Budget: The overall abstract of Budget Estimates of all the funds put together shall be in

the following Table.

Nature of Transaction

Opening Balance

Receipts Total Expenditure Closing Balance

Revenue

Capital

4. Coding Logic: The budget code is an eleven (11) digit numeric code. The first digit represents the Major Head, the second, third digits represents minor head, fourth and fifth digits represents sub-head, sixth, seventh and eighth digits represents detailed head, ninth, tenth and eleventh digits represents Department with which the budget estimate is associated.

Digits 1 2 3 4 5 6 7 8 9 10 11

Represents Major

Head

Minor

Head

Sub

Head

Detailed Head Department

5. The Budget Codes for the Departments/ Centres//Offices/other units shall be unique for the University and be decided by the Finance Officer. The Finance Officer shall be responsible for intimating the Departments about any additions / deletions / alterations to the Department Codes.

6.7.3. Budget Information Data Sheet (BIDS):

(1) The Finance Officer shall prescribe the formats of BIDS and specify the details of financial and non-financial information required to be furnished by the Heads of the

Fund Type Nature of Transaction

Opening Balance

Receipts Total Expenditure Closing Balance

General Fund including examination fund

Revenue

Capital Development Fund including

research funds Revenue

Capital Earmarked Fund (consisting of

NSS,IUT, Endowments, Public Donations, Corpus Fund,

etc.)

Revenue

Capital

Debts, Deposits and Advances Fund (Pension, CPS, GPF,

Loans/advances to employees, etc.)

Revenue

Capital

Self-Financing Courses Fund Revenue

Capital Distance Education Fund Revenue

Capital


118

Departments/ Centres/ Operators of University Accounts and Heads of Offices/Units - Estimating Officers, for the preparation of Budget.

(2) All the operators of University Accounts, Heads of the Departments/Centres and Heads

of the Offices/Units shall furnish the required information in the BIDS as per the time schedule prescribed in the Budget Calendar.

(3) In submitting the estimates, it shall be borne in mind that the accounts of the University

are maintained on cash basis, i.e., they represent the actual receipts realized or expenditure incurred during the year, irrespective of the year to which they relate. The estimates shall therefore take into account only such receipts and payments as the Estimating Officer expects to be actually realized or made in the budget year.

6.7.4 Budget Calendar

1. The calendar events for the preparation, submission and approval shall be as follows:

Month Activity

November Issue of circular along with BIDS forms to the Estimating Officers by the Finance Officer

End of December

Receipt of budget proposals along with BIDS from Estimating Officers in Finance Officer‘s office

January Submission of draft revised estimates for the current year and the anticipated receipts and expenditure

for the ensuing year (budget year)

Second week of February

Discussion with the Vice-Chancellor and finalization of the Revised Estimates for the current year

and the overall budget of the University for the budget year, by the Finance Officer

February/ March

Scrutiny of the above estimates by the Finance Committee

February/ March

Consideration of the estimates by the Executive Council

Before the end of March

Submission of the estimates by the Executive Council to the Academic Senate for consideration

2. The Vice-Chancellor will constitute a Budget Committee with Finance Officer as

Convenor so as to (i) scrutinize the Budget before submission to Vice-Chancellor, (ii) review the Block Grant position of previous financial year in the month of April so as to recommend as to what extent the funds from the internal resources of the university utilized for payment of salaries/pensions by way of temporary transfers to the Salary Account need to be treated as permanent transfers due to inadequacy of Block Grant which should be placed before the Executive Council for its approval and (iii) to hold Budget Control Reviews during the financial year.

3. There shall be a Budget section in the Finance Branch of the University so as to assist the

Finance Officer in (i) following-up on preparation of monthly accounts/ reconciliation/annual accounts, (ii) collection and compilation of Budget data and (iii) preparation of information for Budget control review. An official of the rank of not less than Assistant Registrar shall head this section.

6.7.5 Responsibilities of the Finance Officer with regard to preparation of Budget


119

1) The budget being an important financial document indicating the allocation of resources for various objects and monitoring the expenditure against it, the Finance Officer shall take all precautions in estimating the anticipated receipts and expenditure of the University for the budget year.

2) The Finance Officer shall discharge the following duties and functions in relation to the

budget of the University. He shall:

a).be responsible for ensuring that the budget estimates of the University are properly

framed keeping in view the instructions issued in this behalf and obtain the approval of the Vice-Chancellor for the presentation of the budget of the University to Finance Committee, Executive Council and the Academic Senate,

b). scrutinize the budget proposals submitted by the University Officers thoroughly and

assist the Executive Council in the formulation of budget proposals of the University,

c).examine and advise on all schemes of new expenditure for which it is proposed to

make a provision in the budget,

d). watch the progress of the expenditure against grants and issue such instructions as may

be found necessary to University Officers. He will watch the progress of expenditure

relating to the schemes besides rendering accounts for assistance received from the State or Central Government or other agencies, financing schemes / projects

implemented by the University.

e).maintain a Register of Re-appropriation and Sanction of Additional Funds and record

therein the details of re-appropriations sanctioned during the financial year and ensure that Revised Estimates indicated in the budget are based on this information and also the Additional funds sanctioned by the Vice-Chancellor/ Executive Council during the course of the year.

f).take steps to implement the redesigned format of Budget Estimates contained herein at

the earliest in a phased manner by taking help from an expert(s) and by initiating measures required for eventual shift from the existing budget format of the university to the revised format proposed herein.

6.7.6 Estimates for receipts

While estimating the receipts of the University, the following items shall be taken into consideration:

(1) The estimates for the Budget year shall include Grant-in aid from State Government (Block Maintenance Grant) including arrears, if any, and other Grants sanctioned by State / Central Governments, University Grant Commission and other agencies.

(2) The estimate of receipts from the admission/ tuition fees paid by students who are admitted to

various courses including self – financing courses in the University College(s)/P.G. Centre

based on the number of courses, sanctioned strength of each course, etc., taking into account

any modification of existing rates of fees proposed.


120

(3) The estimate of receipts from the Affiliated Colleges such as Affiliation fees, university

services fees, other categories of fees, etc., computed based on the number of affiliated

colleges, number of courses/ combinations, number of students, etc., taking into account

any possible modification in the existing rates of fees.

(4) The estimate of receipts from Examination and other related fees shall be based on the fee structure and on the anticipated number of students appearing for various University examinations computed and intimated by the Controller of Examinations / Authorized Officers of Examination Branch taking into account any possible modification in the existing rates of fees.

(5) Receipts under various heads for the budget year, calculated on the number of students‘ already on rolls and also the anticipated number of students to be registered by the Director, Centre for Distance Education taking into account any possible modification in the existing rates of fees.

(6) Calculation of fixed revenue should be based on actual demand including arrears and probable realization during the year. The arrears and current demand should be separately shown and reasons given if full realization cannot be expected.

(7) All receipts from the lands and buildings estimated and furnished by the Estate/ Engineering Department.

(8) In respect of any Special funds anticipated for ongoing and new projects during the budget

year, estimated and communicated by the Development Branch, Engineering Department or other Departments of study.

(9) In the case of other fluctuating items of receipts of the University collectable by the

Departments / Centres / Offices, the same shall be estimated and furnished by the concerned Departments / Centres /Offices based on the average receipts of preceding three years.

(10) In the case of budget heads like Advances, Deposits, anticipated interest on investments,

collections from bills payable to other agencies shall be estimated based on the outstanding dues and probable collections for the budget year.

(11) Any other receipts furnished by the concerned Departments/ Centres/ Offices / Units.

6.7.7 Expenditure Estimates

(1) In preparing estimates of salaries for sanctioned establishment, the full amount of pay

including increments and likely increase in allowances which are likely to be drawn by

employees on duty during the year shall be provided for each establishment. Separate

estimates in respect of permanent and temporary establishments shall be prepared.

(2) Estimates towards payment of wages to daily / monthly rated employees shall be prepared separately and provided under the relevant budget head of account.

(3) In respect of vacant sanctioned posts in various establishments of the University,

provision computed at the minimum of the time-scale of the vacant posts plus admissible


121

allowances shall be provided in thebudget, if the vacant posts are likely to be filled up during

the budget year.

(4) Adequate provision should be made in the budget, estimating the probable

expenditure on surrender leave salary payable during the year to University employees,

contribution towards leave salary and pension payable to Government in respect of

employees on deputation from Government Departments to University.

(5) In the case of other fixed charges such as rents, rates and taxes, actual requirement

for the budget year shall be estimated and provided for.

(6) For fluctuating charges such as traveling allowances, contingent charges and other

general administrative expenses, the estimates of expenditure shall be based upon an

average of the past three years actuals, with such modifications as may be necessary.

(7) In the case of new schemes, acquisition of new assets, capital works proposed by

the Engineering Department / Departments / Centers of Study of the University, the actual

requirement during the budget year shall be considered, only if they had been approved /

recommended by the competent authority of the University, and funds position permitting

it.

(8) The request for making provision for capital works should indicate the following

particulars for each work which shall be furnished by the University Engineer / Authorized

Officer In-charge of Work(s).

Sl.

No

Name

of

The

Work

Total

Amount

Sanctioned

Year of

Commencement

Of Work

Target

Date of

Completion

Total

Expenditure

Incurred up

to

The

previous

year

Amount

Allocated

In the

current

Year‘s

Budget

Amount

required

for next

year

Anticipated

Date of

Completion

of work

1 2 3 4 5 6 7 8 9

(9) In the case of capital works, the expenditure of which is fully or partly met out of grants from State / Central Governments / University Grant Commission or other external sources, necessary provision shall be made under relevant part of the budget under capital expenditure or provision for entire expenditure may be shown in the Development Budget only by providing for permanent transfer of relevant grant to Development Account for expenditure. The method to be followed shall be decided by the Finance Officer.

(10) Any other expenditure furnished by the Departments / Centers / Offices / Units.

(11) Estimating authorities should explain clearly, material variation between the estimates of

the current year and budget estimates of ensuring year.


122

6.7.8 Submission of Budget to the Finance Committee.

(1) The Budget Estimates shall be submitted to the Finance Committee with the approval of the Vice-Chancellor. An explanatory memorandum should accompany the Budget explaining discernible/significant variations, if any, between the Revised Estimates for the current year and Budget Estimates for the next year.

(2) The Finance Committee shall scrutinize the financial estimates and make its suggestions/ recommendation to the Executive Council.

6.7.9 Submission of Budget to the Academic Senate

After considering the suggestions / recommendations of the Finance Committee, the Executive Council shall finalise the Budget estimates and submit them to the Academic Senate for consideration.

6.7.10 Re-appropriation

(1) If the funds provided under any Detailed Head of Account of thebudget estimates are

found inadequate during a budget year, and if savings under any other Detailed Head are anticipated in that year, proposal may be made to provide additional amount by transfer

of fund from savings head to the head of account under which it is required. This procedure of transfer of funds from one head of account to another head of account is

known as Re-appropriation.

(2) Whenever demand for additional funds are received from the Departments/Centres /

Offices/Units of the University, the Finance Officer shall carefully examine the proposals on the basis of progress of expenditure under each head of account and

enquiries from the Departments, as to the likely savings under any other head of account. Based on the extent of savings available, he shall submit proposals for re-appropriation,

which are in excess of the powers delegated to the Vice-Chancellor, to the Executive Council through the Finance Committee, duly furnishing a Re-appropriation Statement

in Form 59. The proposals for re-appropriation approved by the Vice-Chancellor within his powers of financial sanction, shall be reported to the Finance Committee / Executive

Council

(3) No re-appropriation of funds shall be considered by the Vice-Chancellor/Executive

Council in the following cases:

a) Transfer of funds proposed from a head of account with an intention to restore the diverted funds by re-appropriation of likely savings under any other head of account, later in the year,

b) Re-Appropriation of funds to meet expenditure not provided or contemplated in the sanctioned budget estimates,

c) Re-appropriation of funds provided for capital works to any other revenue expenditure head,

d) Diversion of earmarked funds for other purposes.

(4) The Finance Officer shall ensure that all re-appropriations sanctioned during the current

year are taken into account while preparing the revised estimates for the current year.


123

6.7.11 Provision of additional funds for items not contemplated in the approved Budget Estimates for the year:

(1) After passing of the budget by the University, it may sometimes befound necessary to

provide additional funds for the following purposes, during the financial year: a) when the original grant provided under a budget head of account is found insufficient to meet the expenditure to be incurred during the year,

b) when expenditure has to be incurred on new services / fresh charges not

contemplated and provided for in the original estimates for the year

Note: In case of (a), additional funds required may be provided as far as

possible by way of re-appropriation, resorting to provision of funds/ additional funds only if re-appropriation is not possible.

The Vice-Chancellor may sanction such additional funds within the power of financial sanction delegated to him and report such decision(s) to the Executive Council at its next meeting Whenever the requirement exceeds Vice-Chancellor‘s power of sanction, the Executive Council may consider the proposals for providing funds / additional funds, in exercise of the powers conferred on it under section 23 of the A.P. Universities Act 1991. But, a report of such expenditure incurred shall be made to the Academic Senate at its next meeting for approval.

(2) Any proposal for sanction of additional funds shall not be considered by the Executive Council unless it is satisfied that it is an inevitable item of Expenditure which cannot be postponed and that additional resources are available for this purpose.

(3) In case of grants provided in the budget in respect of the schemes which are fully financed from the grants received from University Grant Commission, outside bodies etc., formal approval for provision of additional funds in the Budget need not be obtained if the scheme is administratively approved by the Executive Council and the expenditure is within the grants provided and norms prescribed by the funding agency. A suitable explanatory note may be given while incorporating such provisions in the revised estimates.

(4) The Finance Officer shall ensure that all such additional provisions over and above the budgetary allocations sanctioned during the current financial year are taken into account while preparing the revised estimates for the current year.

6.7.12 Quarterly Review of Receipts / Expenditure

(1) Keeping a constant watch over the progress of receipts / expenditure is an important

step towards financial and budgetary control. The Finance Officer shall ensure that all

operators of University accounts shall maintain Budget Control Register in Form 60.

Besides, he shall prepare a Report on the Progress of Receipts /Expenditure in Form 61

duly explaining the reasons for the variations and submit it tothe Executive Council

quarterly, through the Finance Committee.

(2) The Executive Council shall review the Quarterly Reports submitted by the

Finance Officer and communicate its observations for further action.


124

6.7.13 Review of Overall Performance

(1) The Finance Officer shall prepare a Report on the financialPerformance of the

University in relation to the Budget during the year, in respect of Development Programs and externally Aided Programs.

(2) In order to prepare the Performance Report, the Finance Officer may seek necessary information from the Departments / Centers / Offices / Units of the University about their activity-wise and object-wise programs and schemes prescribing suitable formats for this purpose.

(3) The Heads of the Departments / Centers / Offices / Units of the University shall

bestow their personal attention and furnish the required information in the format circulated by the Finance Officer so that the activities and achievements of the University are properly projected in the Performance Report.

(4) The information required for the preparation of Performance Report shall, generally

contain:

a) the names of the programs,

b) description of the schemes / activities under the programs,

c) objectives, targets and achievements or likely achievements in terms of physical, financial and qualitative aspects for the previous year, if any, for the current year and for the budget year,

d) cost of the schemes / activities under different programs for the budget year on

manpower, material, equipment and machinery,

e) if the programs are spread over long period, the financial requirement for each

year, the source of budgetary support for each program / scheme and the budget head of account under which it is proposed to be met shall be indicated by the Departments / Centers / Units concerned.

(5) The Finance Officer shall place the draft Performance Report for the completed year,

before the Vice-Chancellor, who, after detailed discussion with the Heads of concerned Departments / Centers / Offices / Units shall finalize the Performance Report and place it before the Executive Council through the Finance Committee for consideration.


125

6.8 EXECUTION OF UNIVERSITY WORKS

6.8.1 Classification of Works

(1) The operations of the Engineering Department of Acharya Nagarjuna University are

divided primarily into two classes:

―Original Works‖ and ―Repairs / Maintenance‖. The expenditure under each class shall be accounted for separately.

(2) The term ―Original Works‖ indicates new constructions whether of entirely new works or

of additions and alterations to existing works and also all repairs to newly purchased or previously abandoned buildings required for bringing them into use.

(3) The term ―Repairs / Maintenance‖ indicates primarily operations undertaken to maintain in proper condition, buildings and works in ordinary use. The term ―Repairs / Maintenance‖ includes upkeep and maintenance of buildings, equipments or other assets so as to keep them in proper working order. It also includes minor additions or alterations which do not materially increase the value of the asset.

(4) When a portion of an existing structure or work is to be replaced or remodeled and the cost

of the change represents a genuine increase in the value of the property, the work of replacement or remodeling may be classified as ―Original Work‖. In all other cases the whole cost of the new work shall be charged to repairs.

(5) The procedure prescribed in the PWD (R & B) Department of Government of Andhra Pradesh shall be followed for the execution of works by the University Engineering Department also.

6.8.2 Ordinary Repairs and Special Repairs:

(1) Ordinary Repairs are generally divided into three kinds:

a) Periodical repairs which are carried out as a matter of routine or rotation and usually involve the same quantity from time to time, such as painting or white washing of a building, etc.

b) Repairs which are not carried out as a matter of regularity but which is convenient to carry out, as far as may be necessary, at the time of periodical repairs.

c) Occasional or petty repairs which may have to be carried out between the times of periodical repairs.

(2) Special Repairs are those which are not periodical or frequent such as re-flooring and re-

roofing of a building, replacement of beams, etc.

(3) The University Engineer shall prepare an action plan for ongoing works / new works /

repairs and maintenance to be carried out during the next financial year and recommend to

the Finance Officer to make necessary budget provision in the Annual Financial Estimates

after obtaining approval of the competent authority.


126

6.8.3 Administrative Approval and Technical Sanction

(1) Administrative Approval denotes formal acceptance and in effect an order of the

competent authority to the University Engineer to execute certain work at an approved

sum based on rough estimate with preliminary plans prepared by him or an authorized

person.

(2) Any proposal for according Administrative Approval to a work shall be accompanied by a

preliminary report as to the necessity of the work, approximate estimate for the work, the

source and the budget head of account under which it can be met, drawings relating to the

works and other information relevant to the work.

(3) For every work proposed to be carried out, for which administrative approval has been

accorded, except petty works and repairs the cost of which is not likely to exceed

Rs.10,000/ - (Rupees ten thousand only) or as may be prescribed by competent authority, a

proper detailed estimate must be prepared for the sanction of the competent authority. This

sanction by the competent authority is known as Technical Sanction to the estimate. Such

sanctions can only be accorded by an Officer of Engineering Department/ Administrative

Service of the University to whom powers have been delegated by the University or an

Engineer of Public Works Department of Central/State Government, to whom the work

has been entrusted by the University. The Technical Sanction shall not ordinarily exceed

the value of Administrative Approval already accorded. However, under special

circumstances it may be higher than the Administrative Approval but shall not exceed

10% of the Administrative Approval.

(4) Splitting of the estimate to avoid sanction of higher authority shall be strictly avoided.

(5) The Administrative Approval or a Technical Sanction for original work, unless the same

has been commenced, shall cease to operate after expiry of three years from the date of

approval or sanction. However, expenditure can be incurred only based on clear cut budget

provision and appropriate financial sanction.

6.8.4 Authorities competent to accord Administrative approval / Technical sanction / Approval of tenders

The Executive Council may lay down rules specifying the financial limits upto which the University Authorities / Officers can exercise the powers of the sanction with regard to Administrative approval / Technical sanction / Approval of tenders.

6.8.5 Preparation of Estimates

The University shall constitute a Building Committee as per the composition suggested by the University Grants Commission (UGC) from time to time. The present composition of the Committee decided by the UGC is as follows:

1. Vice-Chancellor Chairperson

2. Two Professors from the University one of them being Rector and the other to be

nominated by the Vice-Chancellor

Members

3. * Consulting Engineer / Technical Member


127

Advisor /Nominee from Engineering College

4. One of the Members of the Planning and Monitoring Board to be nominated

by the Vice-Chancellor

Member

5. Superintending Engineer (R&B) of the Circle

concerned pertaining to the location of the University

Member

6. Registrar

Member-Secretary

7. Finance Officer Member

8. University Engineer Convener

* As per University Grants Commission guidelines, the Building Committee may associate the Head, Department of Civil Engineering, Head, Department of Electrical Engineering or the Principal of the Engineering College of the University.

The Committee shall be entrusted with the following functions:

(i) to examine and recommend for sanction of technical estimates in excess of the powers delegated to the University Engineer.

(ii) to examine and make suitable recommendations with regard to (a) the tenders containing special conditions, (b) the tenders in excess of the powers delegated to the Vice-Chancellor.

(iii) to examine the changes in design or major alterations found to be necessary during the execution of work and make suitable recommendations thereon.

(iv) to scrutinize the factors necessitating the revision of estimate and make suitable recommendations.

(v) to examine and suggest with regard to appointment of architectural consultants,

claims of the contractors, arbitrations, etc.,

(1) While preparing the estimates, current standard schedule of rates of the circle of Public

Works Department in which the University is located, shall be adopted.

(2) Detailed plans and estimates for original works shall be prepared only after the

administrative sanction to the work is accorded and the designs and drawings are finalized. The Resolution number of the Executive Council or orders of other authority competent to accord approval shall always be quoted in the estimate.

(3) The Estimate shall be prepared generally in the forms used in the Public Works Department

of Government. The University Engineer may, however, modify the formats, to suit the requirements of the University in consultation with the Building Committee.

(4) The estimate shall provide for the complete work (which shall include electrical, sanitary, water supply, special fixtures and fittings if any) and not piece-meal work. The cost of the work shall generally be calculated at the rates given in the standard schedule of rates of the relevant year. In respect of rates provided for items of work not contemplated in the Standard Scheduled of Rates or for any reason Standard Schedule Rates are not considered adequate and higher rates are necessary, a detailed data sheet showing the reasons for higher rates shall be appended to the estimate and placed before the Building Committee


128

for its concurrence. Wherever extra items or deviations from the approved estimate are proposed, these shall be got technically sanctioned by the authority which accorded Technical Sanction for the original estimate of the concerned work.

(5) Where sanction to a work has been accorded by a competent authority, additions or

alterations likely to result in excess shall be permitted only to the extent of the powers delegated to the competent authority. Where important structural alterations are contemplated, orders of the original sanctioning authority shall be obtained even though they do not involve excess outlay.

(6) A lumpsum provision shall be made in abstract estimates to meet the expenditure to be

incurred by the Contractor on engaging Technical Personnel based on number of persons indicated in the tender document and permissible wages as per SSRs.

(7) In respect of major works, provision towards unforeseen items at 2% and 0.50% towards quality control check shall be made in the estimates.

(8) A lumpsum provision shall be made in the abstract estimates towards insurance for the

work, covering the agreement period and the defect liability period, duly ascertaining the amount of premium payable to the insurance company.

(9) The seigniorage charges at the rates prescribed by the Mines and Geology Department of

the State Government from time to time and leads of various building materials from the approved quarries shall be taken into consideration in working out the rate for each individual item of the work in the detailed estimates.

(10) Provision for Value Added Tax (VAT) at the rate prescribed by the Government from time

to time, shall be made in the abstract estimates.

(11) (a) The Annual Repairs estimates for different categories of buildings shall be based on

plinth area calculated as per SSR of R & B Department.

(b) The repair estimate shall lapse on the last day of the same financial year. Estimate for special repairs remains current till the completion of the repairs in the same manner as estimates for original works. The University Engineer shall keep in his office, Standard Measurement Books showing the detailed measurements of each building which is usually taken up for Annual Repairs.

(12) In respect of development of a work which is held to be necessary while it is in progress but is

not fairly contingent on the proper execution of the work as first sanctioned, a supplementary

estimate should be submitted to the competent authority for sanction together with a full report

as to the circumstances which make it necessary. The University Engineer who submits a

supplementary estimate for sanction should see:

(i) that it is numbered consecutively with reference to the supplementary estimates, if any, already submitted in respect of the same work and

(ii) that the proposal for sanction shows the amount of the original estimate, the

amount of the previous supplementary estimates already sanctioned or pending sanction, and the total cost of the work, including the amount of the supplementary estimate now submitted.


129

(13) When the original estimate is likely to be exceeded for any reason by more than 10% or

when a change of design or plan is necessary, or on account of execution of any item in excess of the estimated quantity, a Revised Estimate shall be prepared as soon as the necessity arises and before the completion of the work. The revised estimate shall be got sanctioned by the authority competent to sanction work for the revised cost of the works, if it is beyond the powers of the authority which sanctioned the original estimate.

(14) Any minor deviations within the sanctioned estimate which do not necessitate the

preparation of revised estimate may be carried out with the sanction of the Registrar or Vice-Chancellor in accordance with the powers delegated in this behalf. Such deviations shall, however, be shown in the form of revised work slip to be kept on record along with the sanctioned estimate.

(15) The sanction to an estimate for a work shall be strictly limited to the precise object for

which the estimate was intended to provide. Any anticipated or actual savings on an approved estimate shall not be used to carry out additional work other than incidental work arising out of the main work, not contemplated in the original plan and estimate for the work. The incidental work may be carried out within the total sanctioned estimate with the approval of the Registrar or Vice-chancellor or the Executive Council within the limits of their powers.

(16) When a work is likely to be spread over more than one financial year, the budget allocation for that work shall be limited to the value of work that is likely to be executed during the financial year concerned and care taken to provide balance of fund in the budget of subsequent year.

(17) The total of the works grounded in any year including the works given through tender or nomination basis shall not exceed the total budget allocation to the University Engineer for that year.

(18) When a work is abandoned after partial execution due to unavoidable circumstances and is

proposed to be taken up again, a fresh estimate shall be prepared for the balance work to be executed, before the work is restarted.

6.8.6 Method of Execution of Works

(1) Work should be executed only upto the limit granted by administrative sanction. No

excess work should be undertaken without the sanction of a Competent Authority.

(2) (a) Works shall be executed in one of the following methods:

(i) Departmentally by the University engaging daily labour.

(ii) By piece work agreement in K2 Form. (iii) By an agreement based on lump sum tender system. (iv) By entrusting to an agency on turn-key basis from concept to completion.

(b) In respect of works proposed for execution departmentally, the labour required for the work cannot be employed directly but shall be engaged only through an agency.


130

(3) No work shall be commenced without proper authority. An order to prepare an estimate is no authority for execution and no work shall be commenced or expenditure in connection with it incurred, until funds are provided.

(4) With regard to the execution of works, verbal orders shall not be given by any authority, but where due to urgency or inevitable circumstances such orders are given, they shall be confirmed in writing after obtaining the sanction of the competent authority.

(5) The University Engineer or his subordinate who starts any such work without a written order from higher authority or an officer who issues a written order to start a work otherwise than in accordance with the rules will be liable to be held personally responsible for paying for the work done if it is found that his action was not fully justified by very exceptional circumstances.

(6) In the case of annual current repairs, where it is not possible conveniently or economically to carry out individual items of estimates departmentally, they may be got executed on piecework contract.

(7) Petty works costing less than Rs.1,00,000/- (Rupees One lakh only) shall be carried out either on regular contract basis (Lump sum) or piecework basis (K2). All works costing more than Rs.1.00 lakh and above or as prescribed by the competent authority, which (i) demand technical skill and / or considerable financial / material resource; and (ii) other works the execution of which within a stipulated period is considered necessary for financial or other administrative reasons, shall be in Regular Lump sum Contract form No. V-53 of APDSS. In other cases, depending on the nature of the work, the execution of the work through K2 contract may be awarded by the competent authority.

(8) The procedures for preparation of estimates, tender conditions and awarding of contracts and the related financial limits are changing very fast due to abnormalities in the prices and experiences with the contractors in the execution of works. Hence, the practices prevailing in the R&B department at the time of preparation of estimates and the awarding the contracts may be adopted for the university works.

6.8.7 Engaging Governmental Agencies/Consulting Architects / Structural Engineers / Civil Engineers / Project Management Consultant in the execution of major projects and works:

(1) The University may, in order to ensure speedy and effective implementation of works,

entrust any or all construction projects of a specified value and above to a Governmental Agency such as CPWD of Government of India or PWD (R&B) Department of Government of Andhra Pradesh on turn-key concept to completion method as per terms and conditions agreed up on through a Memorandum of Understanding. In such a case, the rules/procedures of such Governmental Agency pertaining to all matters connected with works will apply to the University works also subject to overall control of the University on time schedule for work, quality of work and inspection/evaluation of work executed. (b) In the case of Major works and Projects, the University may engage consulting Architects / Structural Engineers / Civil Engineering Firms for designing or preparation of project reports or preparation of plans and estimates, scrutiny of plans and estimates prepared by the University Engineer or execution of works or supervision of works executed by a different executing agency.


131

(2) For this purpose, the University may from time to time invite letter of intent to be in the panel of Consulting Agencies, from the Consultants / Consulting Agencies in the area of expertise required by the University and have a list approved by the Executive Council. This list shall be prepared after due consideration of their experience and reputation, number of projects / works executed for State or Central Government Departments or Undertakings, Universities, their financial stability, cost of the projects / works handled, their lead players profile, etc.

(3) Whenever a project or a major work involving substantial investment has to be executed,

the University may invite financial bids from the Consulting Agencies or Consultants in the list, for specific services required. The Building Committee will scrutinize the bids received and its recommendations are to be placed before the Finance Committee / Executive Council for final approval.

(4) The University shall prescribe the modalities including terms of payment with regard to

assignments

(i) involving preparation of Project Report relating to a major work or preparation of plans and estimates for major works

OR (ii) scrutiny of plans and estimates prepared by the University Engineer or others.

However, the claims of the Agency / Consultant shall be verified by the University Engineer who shall pass the bill for payment duly recording a certificate to the effect ―that the claimant has satisfactorily fulfilled conditions pre-requisite to the payment of the amount now claimed‖.

(5) Wherever the University has a teaching department for Civil Engineering or Architecture, the services of the faculty members may be utilized for the purposes of supervision, and quality assurance of all construction works of the University.

6.8.8 Contracts

(1) The term ―Contract‖ as used in this Chapter, does not include agreements for the execution of work by ―Piece Work‖, nor does it include mere ordinary purchase of materials or stores. All other works executed pursuant to an agreement entered into, is termed as ―Contract Work‖. In agreements for such work, there should generally be a stipulation as to the rates, quantity of work to be done, and the time within which it is to be completed.

(2) “Piece Work‖ is that for which only a rate is agreed upon without reference to the total quantity of work to be done or the quantity to be done within a given period. In respect of Piece Works, the agreement shall be in K-2 contract Form No.V-51 of the AP Detailed Standard Specifications (APDSS).

(3) The contract shall be either item rate or percentage above / below the rates given in

the notified schedule or lump sum for the entire work. No contract shall have any commitment on the University for supply of materials or other stores or for providing tools and plants, machineries or vehicles for works, to the Contractor.

(4) (a) The University works, depending on their estimate contract value, shall be

entrusted to a Contractor registered as a particular Class of Contractor in Public Works (R & B) Department, Irrigation and Command Area Development (I&CAD) Department, Panchayat Raj Department, Public Health Department or in the University.


132

(b) The procedure of registration of contractors as prescribed by the Executive Council has to be followed. The Register of Registered Contractors shall be maintained by the University Engineer.

(5) The following principles shall be followed by officers entering into contracts:

a) The terms of a contract must be precise and definite, and there must be no room for

ambiguity or misconstruction therein, b) As far as possible, legal and financial advice should be taken in the drafting of contracts

and before entering into them finally, c) Standard forms of contracts approved by the Government shall be adopted.

d) Terms of a contract once entered into shall not be materially varied without the previous

consent of the competent authority,

e) No contract involving an uncertain or indefinite liability or any conditions of an unusual character shall be entered into without the previous consent of the competent authority,

f) Whenever practicable and advantageous, contracts shall be concluded only after tenders have been openly invited and, in case where the lowest tender is not accepted by the competent authority, reasons shall be recorded,

g) In selecting the tenders to be accepted, the financial status of the individuals and the

firms tendering must be taken into consideration in addition to all other relevant factors, h) No contracts shall be entered into by University employees, who have not been empowered

to do so. Contracts regarding which there are no definite rules or orders of Government /

University as to conditions, forms etc., shall be entered into only after obtaining the sanction

of competent authority, who will take necessary legal and financial advice in each case, i) Even in cases where a formal written contract is not made, no order for supplies etc.,

should be placed without at least a written agreement as to price and the time needed for supply/completion,

j) Provision must be made in contracts for safeguarding University property entrusted

to a Contractor,

k) Provision shall be made in contracts to enable University to cancel it with due notice,

l) A clause to the effect that the Contractor shall be responsible for payment of compensation to any workmen under the Workmen‘s Compensation Act, shall invariably be inserted in the Contract, duly executing an indemnity bond on a non-judicial stamp paper of the appropriate value,

m) Necessary conditions should be incorporated for suitable reimbursement to the contractors

out of the lump sum allocations made in the estimate for each of the items viz., Insurance premium for the work, appointment of Technical Assistant, etc. The reimbursement shall be limited to the extent of allocation in the estimate and shall be made only on production of relevant documents. Failing to engage the Technical Personnel, suitable penalty shall be imposed on the Contractor. In the case of failure of the Contractor to furnish the Insurance Policy, the University Engineer shall take insurance policy at the cost of the contractor and deduct the premium from the contractor‘s bills. These reimbursements are not permitted where the item rates includes overheads as per standard schedule of the rates,

n) Time is the essence of the contract in respect of lump sum agreements and a realistic period for execution of the work shall be mentioned in the agreement and the power reserved therein for cancellation of the contract and for getting the work done by any other agency at the cost of the Contractor in case of failure on his part to commence


133

the work in time or to maintain the rate of progress with due diligence. Provision shall also be made in the agreement for imposing penalty for breach of any conditions of the agreement,

o) Work shall be executed strictly in accordance with the specifications given in

the approved estimates. The terms of every agreement shall be strictly enforced and nothing

shall be allowed to be done that would tend to nullify or vitiate any agreement,

p) There should be no provision for price escalation clause in the contract. However, price adjustment is applicable as per the government orders in vogue for materials like steel, cement and bitumen used on the works carried out within the agreement period only and shall not apply to the work carried out beyond the agreed period of completion. Such price escalation shall be limited to the excess over the tender premium percentage,

q) Revision of rates in accepted agreements of any kind, during the currency

of such agreements is normally prohibited. In exceptional cases, where there are sufficient reasons to revise rates in current agreements, then the University Engineer may obtain sanction of the authority above that which accepted the agreements.

r) Every officer must, before initiating the legal proceedings against a

contractor, obtain prior approval of the competent authority.

6.8.9 Advances to Contractors

(1) Advances to contractors are as a general rule prohibited. However, the contractors for works exceeding Rs.1 crore of estimated contract value are permitted to avail the facility of mobilization advance up to 10% of the value of the contract against an unconditional and irrevocable Bank Guarantee. The advance is recoverable at suitable rate of interest (Government borrowing rate) in suitable installments on pro-rata basis from the contractor‘s bills.

(2) The mobilization advance may be released in two installments (5% of contract value for labour mobilization and 5% of contract value for machinery and equipment), first installment after concluding the agreement subject to releasing the second installment against a certificate to this effect by the University Engineer when the work is in progress.

6.8.10 Contract Documents

1. Before a work is given out on a contract, the University Engineer must prepare

―Contract documents‖ to include:

a) A complete set of drawings showing the general dimensions of the

proposed work and, so far as necessary, details of the various parts,

b) A complete specifications of the work to be done and of the materials to

be used and the Standard Specification number of the relevant specifications of the A.P. Standard Specifications shall be referred to in the schedule attached to the Contract Document,

c) A schedule of quantities and rates of the various descriptions of item of the

work including all leads and lifts up to the approved quarries.


134

d) A set of ―Conditions of contract‖ including the preliminary specifications of the APSS to be complied with by the tenderer should form part of the contract,

e) The notice for invitation of tenders shall form part of the agreement. It

should, however, be ensured that the terms and conditions specified in the notice for inviting tenders do not in any way contravene the terms and conditions of the standard format of agreement. Any additions or alterations to rules / clauses of the notice for invitation of tenders / agreement shall be got approved by the authority competent to accept the tender, after obtaining legal opinion.

2. In respect of works of critical nature and great magnitude involving special features,

the contract deeds should be prepared in consultation with the legal authority and got

approved by the Executive Council.

3. For every work given out on contract, an agreement on a non-judicial stamped paper of the appropriate value shall be taken. As soon as an agreement is entered into with the Contractors, it shall be entered in a register of Agreements in Form 62 and given a number and date and year.

6.8.11 Tenders

1.The tender notice shall invariably indicate the following particulars:

a) The name and description of the Work,

b) Estimated Contract Value (ECV),

c) Time allowed for completion of the work,

d) The place where and the time up to which the tender schedules can be obtained and

the amount to be paid towards the cost of tender schedule plus tax,

e) Place, date and time for submission of filled in tenders,

f) Place, date and time of opening of tender,

g) The amount of Earnest Money Deposit (EMD) to accompany the tender and the

balance amount of EMD required in the case of the accepted tender,

h) The authority competent to accept the tender.

i) Right to accept or reject the tender without assigning any reasons.

2. Contracts for works estimated to cost less than Rs.1,00,000/- (Rupees one lakh only) may

be given out on nomination basis as per procedure prescribed without the invitation of Public tenders in view of the urgency or any other reasons to be recorded. In such case, the rates allowed should not be in excess of the current schedule of rates. Splitting of the work into pieces to avoid tenders and entrustment of each piece of work on nomination basis is strictly prohibited.

3. If the tender is of an unusual character / special nature, the contract documents together

with a copy of the proposed advertisement for tender, and the form of the tender notice shall be submitted to the Building Committee for consideration.

4. The limits fixed for receipt of tenders from the first advertisement date shall be as follows:

(i) First call : 14 days from the date of notification

(ii) Second call : 7 days if there is no response to the first call


135

If the above time limit could not be adhered to, a special permission of the tender accepting authority shall be obtained for relaxation of time limit duly recording the reasons there for.

5. No tenders shall be received after the expiry of the time specified for receipt in the tender notice, even though these are presented before the time fixed for opening of tenders.

6. On the date, time and place, all tenders received for the same contract shall be opened by

the University Engineer or any other officer(s) nominated by the Vice-Chancellor in the presence of such of the intending Contractors or their agents as may choose to attend. The officers opening the tender should keep a note of the total number of tenders received and opened by them in Tender Opening Register in Form 63 or in a register of similar nature already being maintained by the Engineering Department.

7. The Officers opening the tenders shall invariably date and initial not only the corrections

in the schedule of quantities, rates, schedule of materials to be issued, specifications and other essential parts of contract documents but shall invariably date and initial all the pages of the Schedule of Quantities irrespective of whether they contain or do not contain any corrections, over-writings, etc. The number of such corrections and over-writings must be clearly mentioned at the end of each page of the Schedule attached to the tender paper and properly attested with date. Any omission observed should also be brought out clearly on each page of the Schedule.

8. The corrections and over-writings should be allotted separate numbers i.e., corrections

should start form 1, 2, 3, etc., and over-writings should similarly start separately from 1, 2, 3 etc.

9. In case where the Contractor has quoted rate in rupees and paise, the word ―only‖ shall

invariably be added after the words rupees and the addition should be initialed and dated with suitable remarks at the end.

10. Where the Contractors have omitted to quote the rates in figures or in words, the omission should be recorded by the officers opening the tender on each page of the Schedule.

11. As a rule, no tenders for the execution of works of any description shall be received unless

accompanied by the Earnest Money Deposit to the extent notified in the tender notice.

12. The currency period of any tender shall not be more than 90 days. If delay in deciding the

tender is inevitable, the consent of the tenderer for agreeing to keep open the offer for a minimum further period shall be obtained in advance from the tenderer.

6.8.12 e-Tenders

The procedure for tendering process for works worth of Rs. 1,00,000 and above shall be

through e-Procurement as per the following conditions:

1) The University should give a brief notification in the prominent local newspapers and ―Tenderla Samachar Patrika‖ in the following format for all works whose estimated contract value is Rs.10,00,000/- and above:


136

Name of the University

e- Procurement Notice

1. Name of the Work : _______________________________

2. Estimated Contract Value : _______________________________

(Rupees in lakhs)

3. Last date / Time for receipt : _______________________________

of tenders

4. Name and address of the : _______________________________

Univ. Engineer concerned Further details can be seen @ e-procurement market place @ ―www.e-

Procurement.gov.in‖.

2) All the officers authorized to invite, open and approve the tender shall mandatorily login to e-Procurement mode using their digital certificates issued by the service provider to carry out transactions in e-Procurement platform.

3) The University shall direct the suppliers / contractors registered with it to obtain

digital certificates from the service provider on payment of requisite charges.

4) All the suppliers / contractors have to mandatorily login to e-Procurement website

through secure mode and authenticate all their electronic transactions using digital certificates (signing certificate – single key pair) obtained from the service provider.

5) The bidder shall authenticate the bid with his digital certificate for submitting the bid

electronically on e-Procurement platform. The bids not authenticated by digital certificate of the bidder will not be accepted on the e-Procurement platform.

6) The participating bidders will pay the transaction fee as prescribed from time to time to the service provider through payment gateway service on e-Procurement platform, at the time of submission of bids.

7) The University shall collect prescribed fee from successful bidders on e-Procurement

platform towards e-Procurement fund, before entering into agreement / issue of purchase orders. This charge is in addition to the transaction fee paid by the bidder.

8) The officers vested with tender opening powers shall obtain dual key pair digital

certificate i.e., two digital certificates comprising a signing certificate and an encryption certificate.

9) All other officers shall obtain only one digital certificate i.e. signing certificate (Single

key pair).

10) The cost of the digital certificate issued to the officers will be met from the e-

Procurement fund.

11) The intending bidders should upload the scanned copies of all the relevant certificates,

documents, EMD (DD / Bank Guarantee) etc., in the e-market place in support of their technical bids. The evaluation of technical bids may be done in the first instance on the basis of the documents uploaded through online only. The technical bids will be


137

evaluated against the specified parameters / criteria and the technically qualified bidders will be identified and the results displayed on the e-market place which can be seen by all the bidders who participated in the tender. Thereafter the price bids of all the technically qualified bidders will be opened by the University Engineer in the presence of Registrar / Finance Officer on the specified date and downloaded for comparative tender analysis.

12) The successful tenderer will be displayed on the e-market place. The successful price

bidder will have to submit hard copies of all uploaded documents including Demand Draft / Bank Guarantee towards Earnest Money Deposit to the tender inviting authority before entering into an agreement within the stipulated date. The University Engineer will not take any responsibility for any delay or non-receipt of original documents. On receipt of the documents, University Engineer shall ensure the genuinity of the documents submitted in support of the qualification criteria before concluding the agreement.

13) If any successful bidder fails to submit the original and hard copies of the uploaded

documents within the stipulated time or if any variation is noticed between the uploaded documents and the hard copies submitted by the bidder, the successful bidder will be suspended from participating in the tenders on e-Procurement platform for a period of 3years. The e-Procurement system would deactivate the user ID of such defaulting bidder based on the recommendations of the tender inviting authority. Besides this, the University Engineer shall invoke all processes of law including criminal prosecution of such bidder as an act of extreme deterrence to avoid delays in tender process. This clause may be prominently displayed in all tender notifications.

14) If for any reason the successful bidder is not in a position to conclude the agreement, the next lowest price bidder may be contacted for entering into the tender agreement. This process may be repeated till all the price bidders are exhausted. If none takes up the work, the competent authority may either re-notify the tender or keep the work on hold.

15) Negotiations with the tenderers are not permitted to be conducted at any level.

16) All the existing codal rules, Government Orders, Executive instructions applicable

to the processing of conventional tenders are equally applicable to the tenders through e-Procurement also.

6.8.13 Comparative Statement of Tenders Received

1) As soon as the tenders are opened, the University Engineer will prepare a comparative statement showing the rates quoted by the various tenderers. After completion of evaluation of tenders, the comparative statement may be placed before the Building Committee for clearance and its recommendations are to be placed before Finance Committee / Executive Council for approval.

2) Normally, the lowest tender should be accepted after ascertaining the capacity of the

contractor. For all works, the ceiling of tender premium shall be 5%. As per the guidelines, even after two calls if the tender premium is more than 5%, the matter shall be referred to the Building Committee and the Committee may order for a fresh call or may constitute a Committee to award the work on selection basis to a reputed contractor on the basis of past performance.


138

3) In cases where it is decided to accept a tender other than the lowest, the decision shall be taken by the Building Committee, duly recording the reasons in the proceedings.

4) The University Engineer is responsible for the safe custody of accepted tenders and

contract agreements. He shall keep a detailed record of such agreements in Form 62. He is authorized to issue certified copies of tenders and agreements to Contractors for reference on payment of fees prescribed by the University and while doing so, he should verify if the copies are correctly transcribed from the original and sign the copies himself.

6.8.14 Procedure for award of works on selection / nomination basis

a) Entrustment of works on selection basis.

(1) When the notification inviting the tenders fails to receive any response and a second

invitation does not improve the position.

(2) When the tenders received are found to have abnormally high percentage or within

the permissible ceiling limits prescribed but under collusion or due to unethical practices adopted at the time of tendering process, have to be rejected. When such situation arises that even for second tender call, the reasonable percentage in fair and free environment is not received.

(3) In both the above situations, the works will be entrusted on selection basis from out

of the list of contractors who are possessing the eligibility criteria as specified in the tender document with proven track record will be selected in turns of 5 contractors at each time and will be asked to file their price bids at a specified place and time before the Building Committee. The committee shall assess the reasonableness of percentage quoted from among the bids received and recommend to the competent authority to award the work.

b) Entrustment of works on nomination basis:

For giving works on nomination basis, lists of contractors with good track record will

be prepared. In preparing these lists, the volume of works done, quality of works done

by them, the infrastructure possessed by them and also works on hand and their

capability will also be considered. The list of contractors should be prepared and

published in advance regularly i.e., once in 6 months, with the approval of the

Building Committee. From these lists contractors will be called for negotiations in

groups of 5 in rotation. The contractor offering to do the work at the lowest rate will

be given the work. Time allowed for selection by the Tender Opening Committee will

be 5 days.

6.8.15 Earnest Money Deposit and Security Deposit

1. Security Deposit shall in all cases be taken for the due fulfillment of a contract in terms of clauses of Preliminary Specifications (PS) to A.P. Detailed Standard Specifications (APDSS). This security may be in the form of


139

a) a crossed demand draft for the Earnest Money Deposit accompanying the tender,

b) a deduction of percentage fixed from the payments made on account of work done towards Security Deposit.

2. The Earnest Money Deposit is the guarantee of the tenderer to enter into the required agreement on intimation of acceptance of his tender. The amount of earnest money shall be paid by the tenderer to the University as indicated in the tender notice. In the event of any tenderer failing to enter into agreement, the EMD shall be forfeited. The EMD and the Security Deposit withheld from each running account bill are intended to safeguard the interest of the University to ensure the completion of the work to the satisfaction of the University.

3. The rates at which the Earnest Money Deposit and Security Deposit (Retention amount)

required to be taken on the value of the work shall be as follows:

Form of Contract EMD Retention amount

in each Bill

Piece work contract (K2) 1 ½ % Along

with Tender

3 ½ %

Lumpsum contract (LS)

a) Along with Tender 1% 7 ½ %

b) At the time of

concluding

agreement

1 ½ %

Note: Any modifications in the above rates by the Government shall be adopted to the University.

(i) For the works costing less than Rs.50.00 lakhs, the EMD should be in the shape

of crossed demand draft only.

(ii) For the works costing more than Rs.50.00 lakhs, the EMD can also be paid in the shape of Bank Guarantee obtained from any Nationalized Bank.

(iii)Additional Security Deposit in respect of Discount Tenders who have quoted

25% less than the estimate contract value, has to be collected in the shape of a Bank Guarantee or DD for the difference amount between the tendered amount and 75% of the estimate value and the same may be released only after completion of the entire work.

(iv) EMD shall be collected in respect of Nomination works as in the case of K2

contracts. In cases where 1½ % of the value of the work is not collected at the time of concluding agreement, deduction must be made from each bill at 5%.

(v) In addition to EMD, 2½% of the total value of work done should only be withheld

from the final bills of the contractors in respect of LS contracts, releasing the balance amount of retention amount.

4. The Earnest Money received in the form of demand drafts along with the tenders shall be

kept in the custody of the University Engineer till the tender is finalized. He shall return the demand drafts of the unsuccessful tenderers after finalization of the tender. The demand draft in respect of the successful tenderer shall be taken to Deposit account and necessary entries made in the Deposit Register in Form 9.


140

5. No interest shall be allowed on these amounts.

6. The EMD & Security Deposit shall be refunded to the Contractor after the defect liability

period of 24 months from the date of completion of the work in terms of the agreement. 6.8.16 Issue of work order, Sub-contracts and Revision of Rates

(1) Issue of work order: on acceptance of the tender, the University Engineer shall ensure that necessary contract document in the prescribed form is signed by the Contractor and the competent authority of the University, at the earliest. Besides, he shall also ensure that ―Work Order‖ is issued to the Contractor to commence and complete the work as per the time schedule indicated in the contract agreement.

(2) Sub-Contracts: If the prime contractor desires to sub-let a part of the work he/she should submit the same at the time of filing tenders itself or during the execution, giving the name of the proposed Sub-Contractor, along with details of his qualification and experience. The Tender Accepting Authority should verify the experience of the Sub-Contractor and if the Sub-Contractor satisfies the qualification criteria in proportion to the value of works proposed to be sub-let, he/she may permit the same. The total value of works to be awarded on subletting shall not exceed 50% of contract value. The extent of subletting shall be added to the experience of the subcontractor and to that extent deducted from that of the main contractor.

(3) Revision of Rates:

Revision of rates in accepted agreements of any kind during the currency of such agreements is normally prohibited. The power of Departmental Officers to revise rates shall be limited to rectification of bonafide mistakes or errors in original agreement such as clerical or typographical errors. Whenever revised rates in any agreement are sanctioned, the increased rates will have effect only from the date of sanction of such revised rates, unless it is specially stated by the sanctioning authority that they shall have retrospective effect. Any revision shall take place on the recommendations of the Building Committee only.

6.8.17 Granting Extension of time for completion of works

(1) The authority competent to accept the tender of a Contractor is also competent to give extension time for the performance of the contract work according to the powers delegated to it / him subject to the following conditions:

(i) When work is obstructed by natural calamity or by any action on the part of the

University,

(ii) When the delay is on account of some unforeseen obstacles in executing work for which the Contractor is not responsible.

In the above cases, the extension of time for execution of work will be limited to the actual working period lost, plus 25% of that period.


141

(2) In other cases, the University Engineer shall carefully examine the causes and assess the period of delay for each of the case precisely, before submitting the proposal for extension of time to the competent authority.

(3) If the Contractor had failed to commence the work on the stipulated date or had

stopped work intermittently without intimation to the University Engineer and this had resulted in delay, action shall be initiated to levy penalty for the delay.

(4) For the delay in completion of the work by the Contractor, where the delay is

attributable to the Contractor, the penalty shall not exceed 5% (five percent) of the total contract amount.

(5) While granting extension of time, actual time required for the completion of

balance of work shall be taken into consideration.

(6) If a contractor fails to execute the contract or executes unsatisfactorily or is proved to be responsible for construction defects or violates any important conditions of the contract or is litigious by nature, the University will take action to blacklist the contractor to prevent him from tendering for future works.

6.8.17(A) Quality Control of Works

1) The Government in G.O.Ms. No. 325 Fin(IF) Dept. dt.21-11-2006 entrusted the quality

control work of Universities to the quality control unit of the R&B Department.

2) The Contractor and the University Engineer(s) in charge of construction / maintenance

are responsible for the quality of construction / maintenance. The departmental

executing Engineers will act as Quality Assurance Engineers. The Quality Control

Officials are accountable for the quality of the work for which certification is issued by

them. They should also act as Quality Audit Engineers.

3) For all works costing more than Rs.2.00 crores, the Contractor shall submit quality plan

and also show proof of owning Quality Laboratory or having tie-up with an established

Quality Laboratory. The details of Quality Control Test Equipment required should be

incorporated in the Tender Documents. The equipment needed should be standardized

by individual departments depending on nature of work.

4) All the major contractors should be encouraged to have ISO certification and those

having the same may be given preference in awarding of works.

5) One of the Deputy Executive Engineers of the University be kept in charge of design

and internal quality control.

6) In case of University works entrusted to the CPWD, the quality of work may be

checked by the Quality Control staff of Departments / Institutions other than CPWD.

6.8.18 Completion of Work

(1) The Contractor shall inform the University Engineer in writing as to the date of completion of a work and the University Engineer shall inspect and confirm the same. Such date shall be reckoned as the Date of Completion for all practical purposes and not the day on which the final measurements are recorded.


142

(2) A completion report in Form 64 shall be prepared by the University Engineer

within a period of 3 months after the actual date of completion of work as per the terms and conditions of the agreement and placed before the competent authority. The fact of completion of work shall be recorded in the Register of Works. If there are excesses or deviations from the original estimate during the execution of the work, the revised estimate also shall be prepared and submitted to the competent authority for regularization. The fact of regularization shall be recorded in the Register of Works.

(3) The fact of the completion report having been furnished by the concerned officer

does not in any way absolve the official in-charge of the works from exercising their normal supervision / checks in respect of proper execution of works / scrutiny of the claims, if any, made by the contractor.

6.8.19 Closing the Account on Completion of Works

(1) It is important to close and settle the accounts of works as soon as possible after the actual work of construction is completed. If there is necessarily any delay in the closing of the accounts, it should be seen in particular, that further charges are not incurred without the permission of the Vice-Chancellor.

(2) Before the accounts of a work can be closed on its completion, it should be ensured

that all outstanding liabilities have been liquidated and the balances under the suspense heads, amounts debitable to the contractor are cleared. If the whole or any part of the expenditure is recoverable from the colleges, departments and other funding agencies, action should be taken to complete the necessary recovery before the accounts of the work are closed.

(3) Whenever the final bill is held up for want of sanction to the revised estimate, the

University Engineer should ensure that the revised estimate is got sanctioned by the

competent authority at the earliest.

6.8.20 Measurement Books

(1) The Measurement Book shall be the most important record since it forms the basis for

all payments.

(2) Payments for all work done and for all supplies required for specific work shall be

made on the basis of measurements recorded in measurement books in Form 65 or any other format designed for the purpose. These books shall be numbered serially and their account maintained by the University Engineer. The pages of each book shall also be machine numbered.

(3) A stock register of measurement books shall be maintained by the University Engineer

in Form 66 showing the printed number on each book, the name of the person to whom it is issued, the date of issue and the date of return.

(4) Each set of measurements shall commence with the entries indicating following

details:


143

In the case of works contracts:

(i) Full name of the work

(ii) Location of the work

(iii) Name of the Contractor

(iv) Work order number and date

(v) Number and date of agreement

(vi) Work Code (vii) Date of commencement and scheduled date of completion of

work and (viii) Date of measurement

In the case of supply of materials:

Purpose of supply in one of the forms applicable to the case:

(i) ―Stock‖ (for all supplies for stock purchases) (ii) ―Purchases‖ for issue to works (name of the work to be given) (iii) ―Purchases‖ for issue to the Contractor (name of the work to be given

as in the work estimate) (iv) Spot of delivery

(v) Name of supplier

(vi) Number and date of his agreement

(vii) Number and date of supply order

(viii) Date, quantity, value of actual supplies and

(ix) Date of measurement

(5) Entries shall be recorded continuously and no blank pages should be left torn or

torn out. If any pages are left blank inadvertently, they should be cancelled by diagonal line and attested and dated. The entries shall ordinarily be made at the work spot, in ink. No entry shall be erased or overwritten. If a mistake is made, it should be corrected by crossing out the incorrect words and figures and inserting the corrections, which shall be initialed and dated. The Engineer concerned shall also fill up the figures for the ‗contents or area‘ column. Each set of measurements shall end with the dated signature of the person taking the measurements. The signature of the contractor should also be obtained in token of acceptance of the measurements.

(6) If the measurements are taken in connection with running contract account, on which work

has been previously measured, he shall give cross reference to the last set of measurements

recorded. If the work has been completed, this fact shall also be noted in the Measurement

Book.

(7) In the case of petty miscellaneous works with regard to which measurements are not feasible, the University Engineer shall countersign on the bill for the work actually done.

(8) Before recording the measurements, the person taking measurement shall ensure that the

work done or supplies made are fully in accordance with the prescribed specifications. Measurements of all works even original construction and repairs shall in the first instance be taken by the Engineering Subordinate (AEE / AE) in-charge of the works and check measured by the Deputy Executive Engineer to the extent of not less than 75% of the items measured and initialed by him in token of check measurement. The University Engineer shall test check the measurements to the extent of not less than 25% of the measured items


144

and initial the items checked by him. Check measurement is intended to detect errors and prevent fraudulent entries. It should therefore be done with discretion. In selecting the items for check measurement, the items, which appear most likely to be incorrect and most easily susceptible of fraud and those, which seriously affect the total of the bill if inaccurate, should be selected for check measurement. If any differences are found during check measurement, a note of explanation shall be recorded.

(9) The University Engineer shall ensure that the subordinate officers responsible for getting

the works executed, record the measurements immediately after the work is completed so as to prevent loss on account of the work done becoming not susceptible of measurement after lapse of time.

(10) Wherever Standard Measurement Books in respect of permanent buildings are maintained by

the University Engineer, they shall be numbered in alphabetical series so as to make them

distinguishable from other Measurement Books. A separate account of these Measurement

Books shall be maintained in Form 67. The original Standard Measurement Books shall be in

the custody of the University Engineer. Certified extracts of the quantities shall be given to the

subordinate engineering staff to facilitate preparation of estimates, execution of works

including preparation of bills.

(11) As Measurement Books are important accounts documents, to avoid loss of Measurement

Books and also to keep track of its movement from office, a record of movement of

Measurement Books shall be kept in Form 68.

(12) When a Measurement Book is lost in transit or elsewhere, a report shall be sent

immediately to the Registrar by the University Engineer narrating the circumstances along

with the explanation of the concerned. The Registrar, after due enquiry may sanction write

off of the Measurement Book with the concurrence of the Finance Officer.

(13) The University Engineer shall furnish a certificate every year by 15th

of April to the

Finance Officer certifying as to the number of Measurement Books in stock at the

beginning of the previous financial year, number of Measurement Books received during

the year, number of Measurement Books issued, and balance available in stock.

6.8.21 Materials –at-site accounts

(1) The materials required for the works are either drawn from stock or purchased

specifically for a work. They are issued to the contractors with whom agreements in respect of completed items of works i.e. both labour and material have been executed. They are also issued for the work done departmentally or by contractors whose agreements are for labour only. The materials should be drawn only when actually required and to the extent of actual requirements. An account of all the materials brought on to the site of the work shall be maintained in Form P.W.A.XXV or any other format designed for the purpose showing the quantities and the source from which the materials have been received, and their issues to the work as the transactions occur. This account shall be kept both by quantities and values in the case of the works whose accounts are kept by sub-heads and only by quantities in other cases.

(2) The materials brought on to the site of the work shall be shown as receipts in the

materials-at-site accounts giving brief references in the Measurement Book and the source


145

from which the materials were received. The cost of the materials brought to the site of the work shall be debited to the suspense head ―Materials-at-site‖ in the work for which detailed accounts are maintained by sub-heads by credit to stock or another work from which they are transferred, otherwise the cost of materials should be treated as a final charge on the work by credit to the source from which the materials are received. The quantity of materials shall be treated as a minus receipt when they are transferred to stock or another work.

(3) They are issued to the contractor after obtaining an unstamped receipt (USR) for the

materials made over to him. The cost of the materials at such rates as may be determined shall be debited to his personal account by charge to the head ―Contractors- other Transactions‖ in the works accounts by credit to head ―Materials –at- site‖. The issues of the materials should be solely for the bonafide requirements of the works.

(4) Unused balances of the materials at site should be verified at least once a year. Whenever this verification is done, a report of verification of materials should be prepared and sent to the Registrar. On completion of work, the surplus materials at site should be disposed of without delay by transfer to other works or otherwise in the manner laid down in chapter IX of these rules.

6.8.21(A) Muster Rolls:

1) When any work is done by daily labour, a muster roll shall be maintained in the

prescribed form by the official in charge of the work.

2) A separate muster roll shall be maintained for each work which has been separately

estimated for. All the muster roll forms shall bear the name of the work for which the

muster is used.

3) The muster roll which is the initial record of the labour employed each day on a work

shall be written up daily by the concerned Engineer.

4) Daily reports of labour showing the number of workers employed on each work on each

day shall be sent to the University Engineer. These reports shall be used to check the

muster rolls when presented for payment. Labour employed daily may be checked as

often as practicable and at least once during the period of the muster roll by the Deputy

Executive Engineer in charge of the work.

5) The description of the work shall be lucid for easy identification and check.

6) Whenever the muster is closed, the work turned out shall be measured and the cost of the

work shall be calculated as per the SSR and the wages paid to labourers compared. It

shall always be ensured that the cost of labour employed for execution of work

departmentally does not exceed the cost calculated as per SSR.

7) Where the work turned out is not susceptible of detailed measurements, payment may be

made on the certificate of the Officer in charge of the work to that effect.

8) The wages shall be disbursed after the nominal muster roll is presented by the University

Engineer and passed by the Finance Officer for payment and acknowledgement of each

labourer is obtained at the time of payment by maintaining an Acquaintance Register for

the purpose.


146

6.8.22 Conditions of Payment to Contractors

(1) No payment shall be made to a Contractor in respect of any work, unless the same has

been measured and accounted in the measurement book.

(2) The items of work should be executed by the Contractors with all leads and lifts up to the quarry charts specified in the agreement. Extra charges for further lead shall be paid to the Contractors separately, only where the lead involved is beyond the stipulated quarry.

(3) Delay in payment to the Contractors shall be avoided to the maximum extent, especially in respect of small works. Bills shall be paid within a week of its receipt in the Finance Branch.

(4) Reduced rates may be paid in running bills, depending on the state of work. However, at the time of passing final bill, if any reduced rate is paid, justification for such reduction shall be reported and got approved by the competent authority.

(5) The contractor is bound to execute all supplemental items that are found essential, incidental and inevitable during the execution of the work. Payment for such items shall be regulated as detailed below:

i. Excess quantities of the agreement items - @ the estimated rates +/- the tender

premium accepted by the competent authority.

ii. New items directly deducible from similar items in the agreement - @ the rates

derived by adding to or subtracting from the estimated rate of such similar item, the

cost of difference in quantity of material or labour worked out as per SSR adopted in

the sanctioned estimated +/- tender premium.

iii. New items, which do not correspond to any items of the agreement - @ the rates worked out as per SSR +/- tender premium.

(6) Final bill shall be authorized only after work has been completed to the satisfaction of the University Engineer and the Engineer shall issue the work completion certificate.

6.8.23 Preparation of Bills for payment

(1) For making payments to the Contractors for works and materials supplied, bills shall be prepared in the following forms mentioned in the AP Public Works Accounts Code.

a) PWA - XVIII - for making payments to contractors

(First and Final bill) and to suppliers, when a single payment is made to a job or contract on its completion.

b) PWA - XIX - for advance payments as well as

(Running Account Bill–A) payments for measurement works to

contractors (for work only).

c) PWA – XX - For payments for works or supplies

(Running Account Bill–C) actually measured.


147

Note: In respect of b) and c) final payments must be made on the same forms printed on yellow paper, which should not be used for intermediate payments.

d) PWA-XXI - For intermediate payments to

(Running Account contractors on lumpsum contracts.

Bill)

e) PWA-XXII - For final payments to contractors on

(Final Bill) lumpsum contracts.

(2) For miscellaneous payments and payment of advances, for which none of the forms mentioned above are suitable, the bill shall be prepared in Hand Receipt Form 69.

(3) Bills shall be prepared in duplicate in the prescribed forms. Every bill shall bear

reference to the number and page of the measurement book in which the measurements of the work are recorded. The name of the Contractor or Supplier, name of the work or purpose of supply, serial number of the bill and reference to the agreement or sanction should invariably be recorded by the AEE / AE. The bills shall be thoroughly checked by the Engineering Unit which will ensure that the works have been executed under proper authority and in accordance with the prescribed standards and specifications, that the quantities have been correctly measured, check measured and worked out, that the rates and calculations are correct and other conditions of contract are fulfilled and that the excesses or extra items, if any, are covered by the required sanctions. It will also ensure that the bill is complete in all respects including arithmetical accuracy in respect of quantities measured, rates allowed and recovery of dues from the Contractor. Thereafter, the original bill shall be countersigned by the University Engineer for payment and transmission to the Accounts Section for making payment.

(4) The Accounts Section in the Finance branch will further scrutinize the bills thoroughly with respect to initial records, estimates, sanction orders, tender files and shall also ensure that budget provision exists to meet the expenditure and prepare cheques drawn in favour of the Contractor, which shall be given to the University Engineer for delivery to the Contractor or the supplier. The University Engineer shall obtain the acknowledgement / voucher of the Contractor in duplicate for the receipt of the cheque and forward one copy to the Finance Section for record. As soon as the payments are made, the vouchers will be filed chronologically. The Engineering branch shall note the details of the voucher number, date, the amount for which it is passed, amount adjusted and the net amount paid along with cheque details in the duplicate copy of the bill. The payment may also be made in the form of demand draft or through online remittance to his/her bank account on request from the contractor duly recommended by the University Engineer.

(5) When a running account bill is received for payment in the Accounts Section, and

the payment thereof is likely to be delayed, advance payment up to 75% of the net amount for payment in the bill may be made under the specific orders of the Vice-Chancellor, which shall be obtained after recording the reasons for the delay. A note of such payment should be taken on the bill, in the Contractor‘s ledger account and other relevant books of account. The Contractor should also be immediately informed that the payment so made is an advance payment and excess payment made, if any, is liable to be recovered from him. While making payment for the remaining amount in full settlement of the bill, the amount paid in advance shall be adjusted in the books.


148

(6) At the end of every year, all documents connected with each work shall be filed by the Engineering Department in the following chronological order, namely:

(i) True copies of the original estimate and revised estimate, if any

(ii) Original tender document by which the work was awarded to the contractor

(iii) Contract Bond/Agreement/Supplementary Agreement, if any

(iv) Deviation statement, if any

(v) Duplicate copies of vouchers, (Works bills or Hand Receipts)

(vi) Remarks/inspection reports of the University Engineer, (vii) Completion certificate, in Form 64 signed by the University Engineer.

6.8.24 Works Abstracts

All the transactions relating to each work should be posted day by day from the cash book and

the connected bills of Contractors and Suppliers, cash refunds etc., in the following forms and

a monthly account is compiled.

i. Form PWA-10, if the accounts of the work are required to be kept by subheads of the work

ii. Form PWA-11 if they are not required to be kept subhead-wise.

In the case of petty works, the accounts of which do not involve suspense transactions, e.g. Advance payments, other transactions for which estimate, account and completion reports are prepared on single form, no separate works abstract need be prepared. Ordinarily, there should be one works abstract for each work. If, however, the estimate is for a large work, which is divided into several sub-works, a separate works abstract may be prepared for each sub-work. When works abstracts are prepared for sub-works or parts of an estimate, the transactions relating to each sub-work should be posted separately and an abstract for the entire work should be prepared, so as to verify whether the total expenditure incurred on the entire work (including sub-works) is within the provisions of the sanctioned estimates.

When the number of subheads of an estimate is large, it will be convenient to assign a number to each subhead and to prefix the number to the relevant subhead wherever it is used on vouchers, works abstracts, register of works or other accounts.

The account of each subhead in the works abstract should ordinarily exhibit:

i. Amount : total charges finally classified under the subhead.

ii. Progress : total quantities executed from time to time.

iii. Unit cost : cost per unit on the basis of the amount and progress.

The maintenance of works accounts by subheads is unnecessary for all repair works whatever the cost may be.

When the University Engineer considers that the circumstances of the work render such accounts useless or impossible to maintain, he shall obtain the approval of the Finance officer for waiving the maintenance of accounts of the work by subheads.

6.8.25 Registers of Works


149

The Registers of Works are maintained in Forms PWA-12 and PWA-13 corresponding respectively to the two forms of works abstracts PWA-10 and PWA-11. The object of this register is to get an analysis of the cost of sub-works and subheads so as to make it possible to determine the rate of cost of work and foresee as far as possible excesses over estimates.

(1) A permanent and collective record of expenditure incurred on all (Major and Minor)

works carried out during the year shall be maintained in the Register of Works in the

University Engineer‘s Office. The Register of Works shall be posted monthly from

work abstracts.

(2) The total allotment for the year for each work shall be noted at the top of the page and

any additions or reductions made during the year shall be noted with the authority

there for. If the supplementary estimates are sanctioned, the items of sub-heads shall

be entered below those of the original estimates and both shall be totalled.

(3) It shall be the duty of the University Engineer to keep a watch over the progress of the

work and to ensure that the expenditure is kept within the sanctioned estimate. If the

expenditure is likely to exceed the estimate and budget provision, the University

Engineer shall bring this to the notice of the competent authority and propose revised

estimate and additional provision for the work.

(4) These registers shall be maintained for watching progress of expenditure on each work

undertaken by the University. The Register of Works will show the amount of the

sanctioned estimate, total allotment for the year, expenditure incurred against it and

the progressive expenditure on the work. In the case of repairs, the works accounts

will be closed at the end of the financial year. But in the case of other works in

progress, the details along with the progressive figures of expenditure up to the end of

the year shall be carried forward to the register of the succeeding year.

(5) The Register shall be provided with an index, which shall be subdivided under the

several heads and shall be kept neatly for ready reference. At the commencement of

the year, the incomplete works of the previous year shall be first entered with the

amount of the estimate and the expenditure up to the end of the previous year. The

works sanctioned for execution during the current year shall then be entered and the

amounts of the sanctioned estimates and the allotment for each work shall be noted

and each entry shall be initialed by the officer-in-charge. Any changes subsequently

made and the amounts of revised or supplementary estimate shall be similarly

recorded.

(6) When a work is completed, the fact of the receipt of the completion certificate shall be

noted in the remarks column of work abstracts and Register of Works, in red ink.

6.8.26 Contractors Ledger

(1) The accounts relating to contracts shall be maintained in the Contractors Ledger in

Form 70 by the University Engineer, allotting separate folios or set of folios for each

of the Contractor for whom a personal account is maintained.


150

(2) If any materials are issued to the Contractor or any on account payments are made on

his behalf, the same shall be posted in the ledger to the individual account of the

contractor. In respect of works or supplies for which payment will be made on First

and Final bill, the same need not be entered in the ledger.

(3) Wherever materials are issued to the Contractors by the University, the University

Engineer shall follow the provisions laid down in the AP Public Works Department

Code.

(4) The ledger accounts of each contractor should be closed and balanced monthly. The

closing balance of each personal account should show the amount outstanding in

respect of each separate work executed by him/her.

(5) Whenever a Contractor requisitions for an extract of his/her running account bill or

his/her account in the Contractors Ledger, the same shall be furnished by the

University Engineer. The Contractor should be encouraged to look at his/her account

in the ledger and sign in token of having seen and accepted it.

6.8.27 Stores of Public Works

The University shall follow the Purchase Rules of the University for purchase of materials required for Works also.

Procurement of stores/materials related to the execution of maintenance works shall be processed by the Central Purchase Committee as per procedure prescribed. However, the Vice-Chancellor may constitute a specific purchase committee for purchase of engineering materials upto a value specified, beyond which the requirements shall be placed before the Central Purchase Committee.

6. 8.28 Coding of works of the University

(1) With a view to keep track of the works executed by the University, its progress, payments made from time to time, its liability and its final closure, a works database shall be created with a unique work code for each of the work.

(a) The University Engineer shall, as soon as a work is proposed to be executed and

cleared by competent authority, submit a Work Code Application Form in the format given below and forward it to the Finance Officer for assigning a Work Code. This shall be sent to Finance Officer in duplicate before processing for technical sanction.

Work Code Application Form

Sl. No. Particulars

1. Description of the work

2. Location

3. Beneficiary Department

4. Nature of work (New/Improvement/Maintenance)

5. Type of work

6. Budget Head under which the work‘s expenditure is proposed to be met


151

7. Date of approval for the proposed work

8. Authority which has approved the proposal

9. Estimated cost or approximate cost

10. Proposed mode of execution of work (Tender/Piece work)

11. Copy of the resolution/order of the competent authority

Date Signature of the University Engineer

Endorsement of Work Code by the Finance Officer

1. The following Work Code is given for the Work proposed above

2. The Expenditure shall be met out of the following Budget Head of account:

3. The Work Code assigned above shall be noted in all correspondence/relevant file/estimate and bills. Bills sent without noting the Work Code will not be considered for payment.

4. The University Engineer shall furnish monthly progress in respect of physical execution of work in the ‗works up dation report‘. Ref No………… Date …………….. Signature of the Finance Officer

(b) On receipt of the application for Work Code, the Finance Officer shall examine the

proposal and after ensuring that work is approved by the competent authority and the funds required for the execution of the work are available or could be provided under the Budget Head of Account proposed by the University Engineer or some other relevant Budget Head of Account, shall assign work code to the work proposed and indicate the same in the Endorsement portion of the Work Code Application Form besides noting the Budget Head of Account under which the expenditure has to be booked.

(c) The Finance Officer shall retransmit one copy of the Work Code Application Form with his endorsement to the University Engineer, filing the other copy in the relevant file. The relevant details shall be entered in the Works Module if accounts are computerized or in a separate Work Code Register in Form 71.

(d) The Finance Officer shall obtain monthly report in ‗Works Updation Report‘ in Form 72

from the University Engineer and update his works database.

(e) In the monthly Works Updation Report furnished by the University Engineer, information

in respect of works for which Work Orders / Letter of Intent are issued, the works for which tender process has been commenced, the works for which tenders have been finalized but work orders yet to be issued, works which have been commenced, works which have been completed during the month with dates, etc., shall be furnished.

(f) The Finance Officer shall enter the details of payment towards works in the Works Module

or Work Code Register as the case may be, from his cashbook. The Works Module / Work Code Register should give a comprehensive picture of the works of the University, their current status, payments made as on a given date and the outstanding liability.


152

(2) Coding of Works

(a) Each work shall be assigned with unique 13 digit alphanumeric code based on a coding

logic. The coding logic shall be as indicated below:

(b) The First and Second digits shall indicate the location where the work is proposed to be executed. Depending on the places where campuses are located, two Alphabets may be assigned. For e.g., in Osmania University, there are several constituent colleges located at different places namely, OU Campus, Hyderabad, PG Science College, Masab Tank and Nizam College, Gunfondry. They may be assigned OC, PM and NG respectively. If the University is located in a single campus, then the location may be with reference to the premises where the Departments are situated.

(c) The Third and Fourth digits shall indicate the year in which the work is approved. For e.g. if the work is approved in the year 2012-13, this shall be indicated as 13 in the third and fourth places.

(d) The Fifth digit shall indicate the nature of the work proposed. That is, whether it is new work – represented by the letter ‗N‘ or an Improvement work-represented by the letter ‗I‘ or maintenance work represented by the letter ‗M‘. This will enable management to easily classify the works as Capital or Revenue Expenditure.

(e) The Sixth, Seventh and Eighth digits shall indicate the key letters of the Department

which is going to be benefited i.e., the beneficiary Department. For the purposes of easy identification of the courses of study, the Sixth digit may indicate ‗A‘ for Arts and Humanities faculties, ‗S‘ for Science faculties ‗E‘ for Engineering courses, ‗M‘ for courses in Medicine, etc.

(f) Ninth digit shall indicate the source from which the expenditure on that particular work is met out of i.e., State Government grants-General fund represented by the letter ‗S‘, State Government Development grant represented by ‗D‘, Central Government grant represented by ‗C‘, University Grants Commission‘s grants-represented by ‗U‘, Own resources represented by the letter ‗R‘ and Other grants represented by ‗O‘.

(g) The Tenth and Eleventh digits shall indicate the type of asset affected by the work proposed i.e., LD-if it affects land BD-if it involves construction/ improvements/ repairs of buildings PR-if the work involves formation, improvements, repairs, beautification of parks and gardens. PG- if it concerns play grounds. IF- if it pertains to infrastructure assets like Roads, Drains, Footpath, etc.

Digit 1 2 3 4 5 6 7 8 9 10 11 12 13

Numeric = N Alpha = A

A A N N A A A N A A A N N

R

epre

sen

ts w

hat

loca

tio

n

Yea

r

Nat

ure

of

wo

rk

Ben

efic

iary

D

epar

tmen

t

So

urc

e o

f f

und

Typ

e o

f as

set

affe

cted

Runn

ing s

eria

l n

um

ber

of

wo

rk

in t

hat

Fin

anci

al

yea

r


153

(h) The Twelfth and Thirteenth digit shall indicate the serial number of the work approved in that particular financial year.

(i) The Finance Officer may adopt appropriate codes in respect of Locations (digits 1 & 2) and beneficiary Departments (digits 6,7 & 8)

6.8.28(A) Duties and responsibilities of the University Engineer/Deputy Executive

Engineers/ Assistant Executive Engineer/Assistant Engineer

The University Engineer shall be the head of the Engineering Department of the

University. The allocation of work, duties and responsibilities of University

Engineer/Deputy Executive Engineer/Assistant Executive Engineer/Assistant Engineer

shall be as decided by the Vice-Chancellor from time to time in consultation with the

University Engineer.

6.8.29 Miscellaneous

(1) The records relating to works shall be preserved for the durations for each record

specified in Appendix XV-(B) of APPWD Code.

(2) In respect of matters not specifically covered under these Rules, the provisions of AP Public Works Departmental Code and A.P. Financial Code shall be followed to the extent of their applicability to the University.

6.8.30 Estate Management

(a) Immovable Property

(1) (a) The Estate Officer or any other Officer of the University who is assigned with the

duties of Estate Management shall maintain a Register of Estates and Immovable properties in respect of all lands, buildings and other immovable property of the University in Form 73. This register shall show the cost of construction or acquisition, cost of subsequent additions and alterations which increase the value of the buildings from time to time. The details of lands and buildings shall be shown separately with their value. (b) In the absence of any Estate Officer specifically nominated by the Vice-Chancellor, the University Engineer shall be treated as the Estate Officer of the University.

(2) The Estate branch shall also maintain separately a Register of Properties yielding Revenue to the University, i.e., residential quarters, shops and shopping complexes, Guest houses, Conference/Meeting hall, lands used for Horticultural, Agricultural and Sericultural activities yielding revenue from sale of produce or by lease.

(3) The changes in the value of lands and buildings shall be intimated to the Estate Branch

by the University Engineer, when construction of buildings on vacant lands or improvement works to existing buildings is completed and the value capitalized. For this purpose, at the end of each financial year, the University Engineer shall send a statement of such capital works completed during the year with their value in Form74 to the Estate Branch and the Finance Officer.


154

(4) A certificate shall be furnished by the Estate Branch on 1st

July every year to the

Finance Officer certifying that the properties are under the control of the University and are being used for the purpose for which they are intended.

(5) The Estate Branch shall maintain a Register of Title Deeds in Form75, where in all Title and other Deeds relating to all immovable properties shall be recorded. The originals of all Title Deeds / Lease Deeds and other related documents shall be kept in the custody of the Registrar. The copies thereof shall be with the Estate Branch. The Registrar and the officer-in-charge of the Estate Branch shall be independently responsible for the safe custody of all such Deeds accounted for in the Register of Deeds. The Registrar shall arrange for annual verification of the Register of Deeds as well as the Register of Immovable Properties and its certification thereon by an independent officer of the University. The property documents shall be preserved in digital form also so as to ensure the maintenance of a parallel record.

(6) The Officer-in-charge of the Estate Branch shall maintain account of income and

expenditure in respect of individual revenue yielding property and produce it for audit.

(7) All revenue yielding items like fruits, grass, yields of other trees shall be let out on rent

or sold by public auction after giving wide publicity by advertisement or through notice as may be decided by the Registrar / Vice-Chancellor. The procedure laid down in paras 344 to 346 of APPWD Code shall be followed in this respect.

(8) At the end of each year, the Estate Branch shall prepare a consolidated statement of

Demand, Collection and Balances in respect of all revenue-yielding properties and shall submit it to the Registrar, with details of defaulters.

(b) Allotment of Residential quarters to the University Staff

(1) Allotment of Residential Quarters shall be made by the Officer-in-charge of the Estate Branch as per the rules / guidelines framed by the University.

(2) Recovery of license fee (rent) from the allottees shall be effected at the rates

approved by the University.

(3) The Estate Branch shall be responsible to send intimation of allotment of

residential quarters to the concerned staff as well as to the Registrar and the Finance Officer. Besides, it shall also intimate the Drawing and Disbursing Officer responsible for drawl and disbursement of salary of the allottees as to the recovery of rent and also any other charges like water, electricity, conservancy, garden, maintenance charges recoverable from the salary of the allottee. Further, the Estate Branch shall maintain Demand, Collection and Balance Register in Form 25.

(4) The Estate Branch is also responsible for arranging periodical inspection of the

Residential Quarters to ensure that the same are maintained in order and the allottee is actually in occupation of the quarters.

(5) When a University employee intends to vacate the quarters, he/she shall give a

notice to the Estate Branch in advance as per the terms of the allotment indicating the date on which he/she proposes to vacate. The Estate Branch shall arrange to get the premises inspected before that date and take charge of the fittings and fixtures, if they are in order. An allottee who vacates the quarters without giving such notice shall be liable for payment of penal rent as per the terms of allotment, together with the


155

payment of other utility charges. The Estate Branch shall intimate the Finance officer as to the amount of dues recoverable from the allottee.

(6) Wherever a University employee does not vacate the quarters on retirement or resignation or quitting the service or for some other reason, he shall be liable to pay penal rent at the rates prescribed by the University. The Estate Branch shall ensure that the allottee is not allowed to stay beyond the time permitted by the University.

(7) The Drawing and Disbursing Officer / Finance Officer shall intimate Estate

Branch of the recoveries made out of salary of the allottees towards rent and other charges, every month before the end of second week of the following month, to enable Estate Branch to post the recoveries in the accounts maintained by it.


156

6.9 PURCHASE PROCEDURES

6.9 Purchase Procedure

The University shall have a common procedure for purchases of all material requirements

of Colleges/Departments / Offices including printing and this procedure shall apply to all

funds viz., UGC Grants, General Funds, Self-Finance Funds, funds allocated to

Departments / Centers from fee receipts, CDE funds and any other funds as decided by

the Vice-Chancellor. The rules governing this procedure are based on the general

principles for purchase of stores followed by the Government of Andhra Pradesh.

6.9.1 Appointment of various authorities

1) The following shall be designated as Authorities for placing indents, Opening

Tenders, Scrutiny of Tenders etc.

a) Indenting Authority: The Principal of the University College /

concerned Head of the Department / Head of the concerned

Administrative Unit / Project Coordinator

b) Sanctioning Authority: The proposal of the indenting authority is to be

scrutinized and sanctioned by the competent authority, as per procedure laid

down in these rules.

c) Tender Inviting and Opening Authority: The Principal of the University

College / concerned Head of the Department / Head of the concerned

Administrative Unit / Project Coordinator. Wherever an item of purchase

requires expert opinion, the tender shall be issued only after obtaining the

expert(s) opinion. In case of tenders, a centralized process of releasing

tender by Registrar/ Finance Officer can also be followed. While sealed

quotations are opened by two/three teachers/employees belonging to the

Indenting Department /Office, tenders shall be opened by the Officials

nominated by the Vice-Chancellor invariably including the Head of

Indenting Department/Office as one of the members.

d) Tender Scrutiny and Accepting Authority: Purchase Committee/

Central Purchase Committee.

6.9.2 Composition of Central Purchase Committee

(1) There shall be a Central Purchase Committee (hereinafter referred to as CPC) for the

University to be constituted for a period of three years by the Vice-Chancellor as per the

following composition.

(i) Rector or Senior Dean or Senior Professor to be nominated by the Vice-

Chancellor as Chairperson

(ii) Three Principals/Professors to be nominated by the Vice-Chancellor


157

(iii)Two Executive Council Members to be nominated by the Vice-Chancellor

(iv) One technical expert from outside the University to be nominated by the Vice-

Chancellor.

(v) Head-USIC

(vi) Coordinator (UGC)/Deputy Registrar (UGC)

(vii) Deputy Registrar (Finance & Accounts)

(viii) University Engineer

(ix) Finance Officer – Convener

(2) In the absence of Chairperson at a meeting of the Central Purchase Committee, the

members of Committee present shall elect one of the members present as Chairperson for

that meeting.

(3) The Vice-Chancellor can reconstitute the committee on expiry of three years term or as

and when necessary prior to the term with regard to categories at 1 (i to iv) above. The

CPC shall meet as frequently as possible to cater to the needs of various wings of the

University. Seven members of the CPC shall constitute the quorum for the meetings of

CPC.

(4) The Central Purchase Committee shall process only such cases for which clear cut

availability of funds/grant is assured. It shall record all its recommendations pertaining

to purchases in the form of resolutions. The Finance Officer shall communicate copies

of CPC Minutes to the Colleges/Departments/Offices concerned so as to enable them to

obtain financial sanction from competent authority and then issue purchase order. The

Finance Officer may, wherever possible, obtain financial sanction from competent

authority based on the recommendations of Central Purchase Committee, in full/part and

issue sanction Proceedings to different users so as to enable them to issue purchase

orders.

(5) The recommendations of the Central Purchase Committee shall be based on

consensus. However, the Chairperson may record the views of a dissenting member in

the Minutes of the Committee.

(6) (i) The Central Purchase Committee may constitute its Sub-Committees to consider

specific purchases/issues. The recommendations of the Sub-Committee may be

considered either (a) by circulation if there is urgency or (b) considered and decided

at the next meeting of the CPC if it is not urgent. The Chairperson shall decide as to its

urgency.

(7) The Vice-Chancellor can appoint Special Committee(s) in lieu of CPC in case of

specialized supplies or urgency. Such Committees will also negotiate price. The

recommendations of such Committees may be considered for financial sanction by the

competent authority.


158

(8) The Vice-Chancellor shall constitute a Library Committee for attending to matters pertaining

to procurement of Books and Journals and improvements in Library Services. The Librarian,

Dr Ambedkar Memorial Library, ANU be nominated as Convener of the Library Committee.

(9) The Central Purchase Committee shall be empowered to scrutinize the proposals of major

requirements for equipment/furniture/other materials received from the Colleges/

Departments/Centres/ Offices, if necessary, by inspecting existing facilities and to recommend

the quantity and value that can be taken up for further processing.

6.9.2.1. Functions of the Purchase Committee:

1. The Central Purchase Committee shall discharge the following functions:

a) To draw up specifications for the materials to be purchased, wherever necessary.

b) To inspect samples, machinery, performance of equipment/ articles etc., wherever

necessary.

c) To consider the tenders/quotations on the basis of comparative statement prepared in terms

of (a) and (b) above by the Principals of the University Colleges/ Heads of the

Departments /Offices concerned or by the committee itself by entrusting this to Finance &

Accounts Branch and make recommendations for the purchases/ printing, etc., with regard

to the make/technical specifications/model/ price/name of the supplier for each item to be

purchased/procured.

d) The Central Purchase committee shall lay down parameters of quality/specifications/

additional technical features while selecting the firm/brand for supply of equipment/

machinery/material, besides negotiating for reduction in price/better configuration/better

warranty, etc. The Committee shall take assistance from technical expert(s) towards this

end by inviting them to its meeting(s) as ‗Special Invitees‘.

e) To formulate rate contract system for supplies, annual maintenance contract for

equipment/services, etc. In this regard, the CPC shall process Rate Contact as per the

prescribed procedure for a specified period in respect of furniture required for

Departments/Offices, chemicals/glassware /consumables required for laboratories,

stationery requirements of all units, and electronic spares/consumables. The requirements

of individual Colleges/ Departments/ Centers/Offices which are in accordance with Rate

Contract can be directly purchased by the Colleges/Departments/Centers/Offices after

obtaining necessary financial sanction.

f) To recommend advance payments to firms wherever it is absolutely necessary. It will

suggest quantum of advance in such cases.

g) The Central Purchase Committee can either finalize a single supplier for a given

requirement or in case of general requirements of much-needed equipment/material across

many Colleges/Departments/Centers/ Offices, it can incorporate all viable suppliers who

submitted tenders/quotations, their items, prices (after negotiations) in its recommended

list as different options. After approval by competent authority, such lists with different

options shall be circulated to the Departments/ Centers/Offices indicating validity period

for the prices. Each individual College/ Department/Center/Office can select from the list

the make/supplier/price according to which it would procure its requirements depending


159

on its specific need and resources available with it and obtain financial sanction

accordingly based on which it can issue purchase order.

6.9.3. Constitution of Expert Committee with regard to proprietary items.

1) Whenever the goods and services worth above Rs.5.00 lakhs have to be procured

from a single source or directly from the manufacturer who has exclusive rights in

respect of those goods and services, Vice-Chancellor shall constitute an Expert

Committee consisting of the following members for considering such proposals.

a) Concerned Indenting Authority - Chairperson

b) Two members to be nominated by the - Members

Vice-chancellor of whom one shall be a subject expert.

c) Technical Expert from outside University - Member

d) Finance Officer - Convener

2) The Technical Expert shall be nominated by the Vice-Chancellor from among a panel

of three members proposed by the Indenting Authority.

3) The Expert Committee shall (a) scrutinize and recommend the technical specification of

the goods and services required, (b) reasonableness of the price, (c) verify the

availability of such goods and services from different sources and to suggest calling for

tenders, if necessary.

4) The recommendation of the Expert Committee shall be placed before the Central

Purchase Committee and Vice-Chancellor / Executive Council for acceptance &

approval of the purchase.

5) For purchases worth above Rs.1.00 lakh to Rs.5.00 lakhs from manufacturer or from

Authorized Distributor/Dealer endorsed in writing by the manufacturer for the specific

supply to the University, the Head of the Indenting Department/Center/Office can

forward the single quotation along with required documents to the Principal/Finance

Officer, as the case may be, for processing through the Purchase Committee. In case of

Teaching Departments/Centers, selection of Manufacturer for obtaining the supply

required must be recommended by the Departmental Committee.

6) The purchase procedure contained herein shall not be applicable in the case of printing

of Examination Question papers.

6.9.3.1. Constitution of special Purchase Committees

In case of requirements worth above Rs.1,00,000/- to Rs.5,00,000/-, the following special

Purchase Committees shall be constituted by the Vice-Chancellor so as to attend to the

processing of quotations/tenders of their constituent units and make recommendations

regarding the item, make, name of the Supplier, Price, other charges etc., for consideration

of the competent authority.

A. Examination Branch (including printing other than Question Papers)

(i) Registrar - Chairperson

(ii) Nominee of the Vice-Chancellor - Member

(iii) Finance Officer - Member


160

(iv) Controller of Examination/concerned

Indenting Officer such as Coordinator (Exams)/

Additional Controller of Examinations) - Convenor

B. Engineering Department (for purchase of materials/machinery/instruments/accessories)

(i) Registrar - Chairperson

(ii) Finance Officer - Member

(iii) DEE concerned - Member

(iv) Nominee of the Vice-Chancellor - Member

(v) University Engineer - Convenor

C. College-wise Purchase Committee (to attend to the requirements of the

College/Departments/ Projects including Research Projects)

(i) Principal concerned - Chairperson

(ii) One Dean of Faculty nominated by the Vice-Chancellor - Member

(iii) One Subject Expert nominated by the Vice-Chancellor - Member

(iv) One Technical expert nominated by the Vice-Chancellor

wherever required - Member

(v) One Senior Teacher nominated by the Vice-Chancellor - Member

(v) Finance Officer - Member

(vi) Vice-Principal (if no Vice-Principal is appointed,

the next senior teacher after the Principal in the College- Convenor

D. The Vice-Chancellor may constitute a special Purchase Committee for printing requirements of

Center for Distance Education and Directorate of Admissions not exceeding Rs.5,00,000/-.

E. The procedures/norms applicable to Central Purchase Committee shall apply to these

Committees also.

F. Requirements of all the above units worth above Rs.5,00,000/- shall be placed before the

Central Purchase Committee to process them as per prescribed procedure.

G. The purchases relating to Hostel stores and medicines/medical consumables required for

Health Center are exempted from the purview of Purchase Committee. The concerned

functionaries shall be authorized to process their requirements as per procedures of financial

sanction prescribed, under the guidance of Hostel Advisory Committee and Medical Advisory

Committee respectively in the process.

6.9.4. General Responsibilities:

1) All the Heads of the Departments and Officers of the University who make purchases shall

be responsible for:

a) defining standard specifications for items normally required,

b) evaluation and maintenance of a list of approved vendors of goods generally

required by the Department, circulated by the Central Purchase Committee,

c) evaluation of requirements of Departments and Units,


161

d) calling for tenders / quotations as per procedure laid down in these rules or in case

of tenders, to forward the requirement to the Registrar/Principal/Finance Officer for

calling tenders through centralized system.

e) scrutinizing the tenders / quotations as per the rules and obtaining approval of

competent authority,

f) arranging for negotiations, wherever necessary

g) obtaining financial sanction

h) release of purchase orders, and

i) follow-up on deliveries and watch against defects during warranty period.

2) While purchasing, the Heads of the Departments and the Officers shall ensure that:

a) economy is achieved in operations,

b) commitments are limited to the budget allocations,

c) funds are utilized to the optimum extent,

d) purchases and their utilization are properly accounted for.

3) The General Stores functioning under the overall supervision of the Registrar and direct

control of the Finance Officer may procure the commonly required articles of all the

Departments and Offices of the University following the purchase rules and issue them as

being done in the case of stationery items.

4) All the sanctions for purchases shall be within the financial powers delegated to the

various Officers of the University.

5) All the purchases exceeding the limits prescribed under delegation of financial powers

shall be referred to the competent authority for sanction.

6.9.5 Fixation of Financial limits for Purchase modalities

1) Purchases can be made through quotations / tenders / e-Procurement subject to the

following limits:

a) Purchases up-to the value of Rs.10,000/- for a single article and Rs.20,000/- for more than

one article without quotation.

b) Purchases beyond Rs.10,000/- / Rs.20,000/- and up to the value of Rs.1.00 lakh, based

on sealed quotations obtained from the empanelled vendors as well as dealers/suppliers

in the market place and sanction to be accorded through normal administrative channel

without the need to pass through the Purchase Committee/Central Purchase Committee.

c) Purchases above Rs.1.00 lakh shall be affected through e-Procurement only. However, in

the following exceptional cases, limited quotations can be called for from the empanelled

vendors as well as suppliers/dealers in the market place, for purchases not exceeding

Rs.5.00 lakhs:

(i) When the calling of tenders by advertisement is not in public interest, the purchasing

officer must record the reasons and communicate to the controlling authority.


162

(ii) When the indenting officer certifies that the demand is so urgent, the indenting officer

must place on record the nature of the urgency and why the demand could not be

anticipated and report the facts to the controlling authority.

d) All purchases worth above Rs.1.00 lakh to Rs.5.00 lakhs shall be placed before the

concerned Purchase Committee or Central Purchase Committee, as the case may be. All

requirements above Rs.5.00 lakhs of all units shall be placed before the CPC.

e) However, in case the purchases are either from the manufacturer or authorized dealer

whom the manufacturer directly authorizes for the specific supply to the University or

from Governmental/Semi-Governmental undertakings, there is no need to invite tender

under e-procurement. Single quotation, duly processed as per procedure prescribed, from

such firm/s can be considered.

Note: The University may modify these financial limits from time to time keeping in view

the relevant Government Orders and the need for effective procedure to cater to the

changing needs of the user Departments and changing market environment.

2) In respect of proposals involving expenditure exceeding Rs.5.00 lakhs, the recommendations

of the Central Purchase Committee shall be placed before the Vice-Chancellor/Executive

Council, depending on the actual amount of sanction involved. However, in case of urgency,

Vice-Chancellor may accord sanction and report to the Executive Council under Section - 13

(8) (a) of the Act.

3) In exceptional cases, where any purchase proposals are sanctioned by the Executive Council

directly, the Indenting Authority shall follow the purchase procedure laid down under the

rules. However, the concerned authority shall submit a compliance report which shall be

placed before the Executive Council at its next meeting.

6.9.6 Classification of Materials

1) The goods shall be broadly classified into capital items (non-consumables) and revenue items

(consumables).

2) Furniture, fixtures, office equipment and items such as air conditioners, air coolers, generators,

pump sets for bore-well, scientific equipments, machinery, instruments, computers, vehicles,

sports equipment, books, teaching aids, medical equipment etc., fall under capital items.

3) Items required for maintenance and repairs, laboratory consumables, spare parts, medicines,

medical consumables, stationery (including computer stationery), Engineering stores, printing,

Hostel Stores and such other items fall under revenue items.

6.9.7 Empanelment of vendors for furniture and fixtures, laboratory

consumables and stationery items etc.,

1) The Convener of the Central Purchase Committee shall invite applications in the prescribed

proforma (downloadable from the university website) from the manufacturers / dealers

possessing VAT Registration Number and Income Tax Pan Number with five years

standing in the field for the supply of furniture / fixtures / lab consumables/

printing/stationery items and such other items to be identified and the fact shall be notified

in two leading daily newspapers (one Telugu and one English) asking them to refer to the


163

university website for details. The applicants shall enclose to their applications demand draft

of a Nationalized Bank for Rs.10,000/- towards registration fee.

2) The Central Purchase Committee will scrutinize the applications received with regard to their

eligibility and prepare classified panels of registered vendors and place them before Vice-

Chancellor/Executive Council for approval. The approved panels will be communicated to all

Departments /Centers/Offices/Units for information. The demand drafts for registration fee

enclosed by vendors whose applications are not accepted shall be returned immediately.

3) The approved panels will be valid for three years. The registration shall be renewed for every

three years in case of satisfactory service. The registration of firms with unsatisfactory record

shall be cancelled by forfeiting the fee paid by them to the University Account. New firms can

be added to the list in every April on submission of application together with DD for

registration fee after necessary scrutiny.

6.9.8 Procurement of goods and services costing above Rs.20,000/- and upto

Rs.1,00,000/-.

1) The Indenting Authority shall examine the requirement of the units / sections of the

Department and determine the actual need of the Department as well as the make/brand, if

any, of the item(s) to be procured.

2) While submitting indent of requirement, they shall indicate the details of actual requirement,

present stock and the actual quantity to be purchased in respect of each item indented.

3. (a) In respect of stores, equipment, material for which there is already provision in the

budget/grant and for which approved allocation exists, the Heads of the Departments/

Officers concerned are authorized to invite quotations on their own and submit the same for

financial sanction. When such is not the case, the Indenting Departments / Offices must first

obtain administrative approval for their requirement and to call for quotations.

(b) The Indenting Authority shall take action to send enquiries to at least five registered

vendors among the approved list and call for the sealed quotations giving them at least seven

days time. Quotations received through E-mail with scanned signature of authorized

signatory within the time period prescribed for submission of quotations can also be

accepted.

4. On receipt of sealed quotations, two/three functionaries including the HOD/Officer

concerned shall open the quotations and attest the quotations and envelopes and corrections if

any found with their signatures.

5. If the quotation cover is not wax- sealed it shall be noted as ―Not wax-sealed‖ on the cover

by the officer(s) opening the quotations. The covering letter if any attached to the quotations

shall be filed along with the quotations.

6. All the pages in the quotation forms shall be signed by the HOD/Officer(s) opening the

quotations. Any over-writings or corrections of rates in the quotations shall also be noted as

“corrections in rates, for items at serial number ____” in the quotations under the dated

signature of the officer(s) opening the quotations.


164

7. After opening the quotations, the Indenting Authority shall ensure that the quotations

received are in accordance with the terms and conditions and specifications of the goods, as

per the quotation notification. The Indenting Authority shall also ensure that the firms have

the VAT Registration Number and Income Tax Permanent Account Number.

8. After ensuring that the quotations received are in accordance with the specifications as sent

by the Indenting Authority and the reasonableness of the price, the Indenting Authority shall

prepare comparative statement to identify the lowest quoted vendor in such a way that the

landed cost of the materials proposed to be purchased is worked out and are readily

comparable. The landed cost shall take into account the discount allowed, all applicable

taxes, duties, packing, freight and handling charges, insurance, if any.

9. Wherever negotiations with the firms are considered necessary by the indenting department/

sanctioning authority, it may be negotiated with the lowest quoting firm. The revised rates

after negotiations shall be noted accordingly in the comparative statement.

10. In case the value of goods proposed to be procured is within the financial powers of the

Indenting Authority, he/she shall take action for procurement of goods.

11. In case the value of goods proposed to be purchased is beyond the financial powers of the

Indenting Authority, he/she shall duly fill-up the prescribed indenting form and submit the

proposal to the appropriate authority along with copies of the specifications, enquiries sent,

quotations received with envelopes, comparative statement and other relevant documents for

obtaining sanction through normal administrative channel.

12. After receiving approval/sanction from University Office the concerned HOD/Officer shall

place purchase order and forward the bill with necessary certifications for payment to the

Principal/Finance Officer, as the case may be.

13. Repeat orders can be placed based on already approved price /firm, after obtaining financial

sanction as per the procedure, up to a period of two/ three years, from the date of approval of

the price/firm, provided there is no downward trend in the prices. If necessary, a downward

revision can be made in the price by negotiating with the approved firm by the

Head/Officer/CPC as the case may be. In cases of urgency and if the existing supplier

expresses inability to make supply or to hold the price, the option of procuring items at

approved price from any other supplier willing to supply may be considered. In case of repeat

orders, financial sanction can be obtained by the Office through normal administrative

channel for any value without the need for placing before the CPC. However, the condition

of overall period of two /three years should not be crossed. After two/three years, price/firm

should be established afresh through quotations/tenders.

14. Spares and attachments required for existing equipment can be procured from the original

equipment manufacturer on ―single quotation basis‖.

6.9.9 e-Procurement of Goods and Services costing above Rs.1,00,000/-.

1) For procurement of goods, the cost of which exceeds Rs.1,00,000/-, the Indenting Authority

shall examine the requirement of the units / sections of the Departments and determine the

actual need of the Department as well as the make/brand, if any, which is most suitable.


165

2) The Indenting Authority shall send the proposal to the Convener of Purchase Committee for

approval and release of tenders through e-Procurement. The convener shall convey the

approval to the Indenting Authority for the release of brief Notification in selected

newspapers after getting clearance from the Vice-Chancellor or arrange for issue of

notification by the University Office itself.

3) (a) The Indenting authority shall give a brief notification in selected newspapers and

―Tendarla Samachara Patrika‖, giving reference to the details of the goods / services required

opening and closing dates for e-tenders and the website from which the e-tender document

can be viewed / downloaded by the Intending tenderers through e-Procurement process.

(b) Such notifications may also be sent for publication by the concerned Officer of the

University instead of the user Department, in which case it will go in the name of Registrar

or any Officer authorized by him.

4) The Indenting Authority or Officer of sanctioning office, as the case may be, shall release

the tender notification including conditions of payment of EMD/Bank Guarantee if any,

under the e-Procurement platform and host the same on the university website / e-market

place.

5) The procedure for processing e-tenders through e-Procurement shall be as follows:

i) All the officers authorized to invite, open and approve the tender shall mandatorily login

to e-Procurement mode using their digital certificates issued by the service provider to

carry out transactions in e-Procurement platform.

ii) The University shall direct the suppliers / contractors registered with it to obtain digital

certificates from the service provider on payment of requisite charges.

iii) All the suppliers / contractors have to mandatorily login to e-Procurement website through

secure mode and authenticate all their electronic transactions using digital certificates

(signing certificate – single key pair) obtained from the service provider.

iv) The bidder shall authenticate the bid with his digital certificate for submitting the bid

electronically on e-Procurement platform. The bids not authenticated by digital certificate

of the bidder will not be accepted on the e-Procurement platform.

v) The participating bidders will pay the transaction fee as prescribed from time to time to the

service provider through payment gateway service on e-Procurement platform, at the time

of submission of bids.

vi) The University shall collect prescribed fee from successful bidders on e-Procurement

platform towards e-Procurement fund, before entering into agreement / issue of purchase

orders. This charge is in addition to the transaction fee paid by the bidder.

vii) The officers vested with tender opening powers shall obtain dual key pair digital

certificate i.e., two digital certificates comprising a signing certificate and an encryption

certificate.

viii) All other officers shall obtain only one digital certificate i.e. signing certificate (Single key

pair).


166

ix) The cost of the digital certificate issued to the officers will be met from the e-procurement

fund or, if necessary, from the General Fund Account of the University.

x) The intending bidders shall upload the scanned copies of all the relevant certificates,

documents, EMD (DD / Bank Guarantee) etc., in the e-market place in support of their

technical bids. The evaluation of technical bids may be done in the first instance on the

basis of the documents uploaded through online only. The technical bids will be evaluated

against the specified parameters / criteria and the technically qualified bidders will be

identified and the results displayed on the e-market place which can be seen by all the

bidders who participated in the tender.

xi) (a) On expiry of the last date, the Tendering Authority shall open the price bids of the

technically qualified bidders in the presence of the Indenting Authority/Registrar / Finance

Officer, on the date and time specified in the tender notification. The price bids of all the

technically qualified bidders will be downloaded for comparative tender analysis, as per

the guidelines indicated in para 9.10.

(b) Wherever possible, prices shall be verified in the internet to ascertain the market

appropriateness of the prices quoted in the tenders. Either a functionary of the University

Office or one of the members of the CPC may be entrusted with this responsibility.

(c) DGS & D prices for the products under processing for purchase shall be verified if they

are less than the prices quoted in the tenders. For this purpose, it is required to invite offers

for DGS & D prices also along with the Tenders. Notwithstanding this, the CPC can also

invite offers only for DGS & D prices and select one of the suppliers based on price/

suitability / quality.

xii) The successful price bidder will be displayed on the e-market place. He will have to

submit hard copies of all uploaded documents including Earnest Money Deposit / Bank

Guarantee to the tender inviting authority before entering into an agreement within the

stipulated date. The Department shall not take any responsibility for any delay or non-

receipt of original documents. On receipt of the documents, Department shall ensure the

genuinely of the documents submitted in support of the qualification criteria before

concluding the agreement.

xiii) If the successful bidder fails to submit the original hard copies of the uploaded documents

/ certificates, Demand Draft/ Bank Guarantee towards Earnest Money Deposit within the

stipulated time or if any variation is noticed between the uploaded documents and the hard

copies submitted by the bidder, the successful bidder will be suspended from participating

in the tenders on e-Procurement platform for a period of 3 years. The e-Procurement

system would deactivate the user ID of such defaulting bidder, based on the trigger /

recommendation by the tender inviting authority in the system and decision of tender

sanctioning authority. Besides this, the Department shall invoke all processes of law

including criminal prosecution of such defaulting bidder as an act of extreme deterrence to

avoid delays in the tender process. The information to this extent may be displayed in the

e-Procurement website.

xiv (a) Negotiations can be conducted with the successful bidder to further reduce the price(s).


167

(b) If for any reason the successful bidder is not in a position to conclude the agreement,

the next lowest price bidder may be contacted for entering into the tender agreement.

Efforts may also be made to negotiate the rates equal to that of the lowest bidder. This

process may be repeated till the attempts are successful or all the price bidders are

exhausted, whichever is earlier.

6) All the existing Regulations, G.Os, Executive instructions, etc., applicable to the processing

of conventional tenders are equally applicable to the bids to be procured through e-

Procurement.

6.9.10 Preparation of Comparative Tender Analysis Sheet

1) The tenders received shall be tabulated and a comparative tender analysis sheet prepared by

the Indenting Authority. The comparative tender analysis sheet shall also contain the terms

and conditions of payment, delivery schedule, tax and any other requests made by the

tenderer.

2) This comparative analysis sheet shall be prepared in such a way that the landed cost of the

materials proposed to be purchased is worked out and is readily comparable. The landed cost

shall take into account the discount allowed, all applicable taxes, duties, packing, freight and

handling charges, Insurance, if any.

3) The Identifying Authority shall underline in red ink the lowest rates quoted and the name of

the tenderer quoting it in the comparative statement.

4) The comparative analysis sheet shall be sent to the specified Purchase Committee (for

purchases up to Rs.5,00,000/-)/Central Purchase Committee (for purchases above

Rs.5,00,000/-) together with the duly filled-in form of indent for scrutiny and necessary

recommendation to the Tender Accepting Authority.

5) Wherever negotiations with the tenderers are considered necessary by the Purchase

Committee, the tender inviting authority may negotiate with the lowest tenderer and the

negotiated rates should be signed by the tenderer. The revised rates after negotiations shall be

noted accordingly in the comparative analysis sheet.

6) A higher quotation/ tender can be recommended in very rare and specific cases, after

negotiating the price to the extent possible, based on such considerations as superior

quality/efficiency of the equipment, technical know-how, warranty, servicing, operational

feasibility, etc. The Principal of the College, Head of the Department/Office or Purchase

Committee or Central Purchase Committee, as the case may be, shall furnish reasons for

recommending a higher quotation and the matter shall be decided by the Vice-Chancellor and

if necessary, will be reported to or placed before the Executive Council for consideration.

6.9.11 Procurement of Goods and Services for Projects Funded by External

Agencies

1) In respect of projects undertaken by the Departments of the university funded by external

agencies, the purchase procedures followed are the same as prescribed by the university,

unless specified otherwise by the funding agency.


168

2) However, the procedure relating to accounting of goods purchased, physical stock

verification etc., shall be applicable as in the case of purchases of Departments of the

University.

6.9.12 Purchase of Books, Periodicals and Journals

1) The list of books, periodicals and journals proposed for each Department/College shall be

identified by the concerned Heads of the Department/Principal with the recommendations of

the Departmental Committee and shall be forwarded to the University Librarian for placing

it before the Library Committee.

2) The books, periodicals and journals shall be procured from the publishers / sources which

offer a discount of 25% and more and have record of timely supply. In cases where the

publisher/supplier offers less than 25% discount, books be purchased at lesser discount with

the specific recommendation of the Library Committee duly approved by the Vice-

Chancellor.

3) The proposals for purchase of books, periodicals and journals for the University Library shall

be placed before the Library Committee. The procurement of books, periodicals and journals

shall be made after obtaining financial sanction of the competent authority based on the

recommendations of the Library Committee. The meetings of Library Committee shall be

held as frequently as possible depending on need.

4) The Librarian shall follow the procedure of placing of purchase orders, taking into stock,

payment terms etc., as applicable to other procurements.

5) Purchases for Library other than books and journals shall be made as per the procedures

followed for purchase of other items in the University.

6.9.13 Procurement of items from Outside India

1) Whenever any goods, books, periodicals and journals are required to be purchased from a

source outside India, such cases shall be referred to the Central Purchase Committee. The

Committee shall examine such cases in detail and recommend as to its necessity,

specification, quantity, etc. While placing the Purchase Order, the Customs Duty Exemption

Certificate of the University shall be furnished to the supplier.

2) If the payment is to be made by rising a Letter of Credit, the concerned Indenting Authority

shall write to the Finance Officer indicating the exact Indian Rupee / foreign currency, the

name of the bank on which the Letter of Credit is to be raised. The Finance Officer shall

take necessary action for getting the Letter of Credit and incorporate it in the Accounts of

the University.

3) However, the concerned Indenting Authority shall be entirely responsible for receipt of the

goods in accordance with the specification, quality, conditions of books and journals and

installation and commissioning of goods / equipments, etc.

4) For purchases of imported goods, ‗Bill of Entry‘ should be submitted along with the bill to

process the payment.


169

6.9.14 Issue of Sanctions

1) In respect of proposal for purchase of goods or procurement of services coming under the

sanctioning powers of the officers concerned, the Sanction Order shall be issued by the

concerned officer in Form 76 or in any other format designed for the purpose.

2) On receipt of sanction orders, the Indenting Authority concerned shall issue Purchase

Orders in Form 77 or in any other format designed for the purpose to the approved

suppliers / service providers duly sending a copy to the Finance Branch. The Customs &

Central Excise Exemption Certificate of the University shall be enclosed to every

purchase order to ensure obtaining the said concession on the price without fail.

3) As far as possible, where purchases ordered are meant for distribution to the units, the

suppliers shall be instructed to supply the specified items and quantities to the units directly

and submit bills for payment, enclosing the copies of invoices wherein the receipt of stock

is acknowledged recording the stock certificate by the recipient unit. It shall be the

responsibility of the units receiving goods through such orders to ensure that the goods

received are in good condition and in accordance with specifications given in the purchase

order. In such cases, a condition to the above effect may be incorporated in the tender

notification / enquiries for quotations released by the University as well as in the Purchase

Orders released, wherever necessary.

6.9.14 (A) Collection of Security Deposit

(l) 5% of the total cost in case of the purchases made by the University worth Rs.5.00 lakhs

and above but below Rs.10.00 lakhs in single transaction from the same firm and 10% of the

total cost in case of purchases made by the University worth Rs.10.00 lakhs and above from

the same firm in single transaction be collected in the form of Demand Draft/Bank

Guarantee towards security deposit to be held with the University for a period of one year

from the date of installation. Penalty as decided by the University can be levied and drawn

from this amount in case of defective supply/ service. In case of satisfactory completion of

one year period, the amount /Bank Guarantee can be returned based on the recommendation

of the concerned Principal/ Head of the Department/Officer.

(2) For all purchases worth Rs.5.00 lakhs and above but below Rs.10.00 lakhs from the same

firm in single transaction, in case the firm does not submit demand draft/bank guarantee for

5% of the value, then 95% payment be released soon after installation as part payment and

remaining 5% be paid as final payment based on submission of advance stamped receipt for

the amount by the firm after satisfactory completion of one year period from the date of

installation based on the recommendation of the concerned Principal/ HOD/ Officer.

(3) Similarly in case of purchases worth Rs.10.00 lakhs and above from the same firm in single

transaction, if the firm does not submit Demand Draft/Bank Guarantee, then 90% payment

be released soon after installation as part payment and remaining 10% be paid as final

payment based on submission of advance stamped receipt for the amount by the firm after

satisfactory completion of one year period from the date of installation based on the

recommendation of the concerned Principal/ HOD/ Officer.

(4) In case the Purchase Order is issued in the name of the manufacturing firm and if the

manufacturer does not give Bank Guarantee, the firm may authorize its authorized dealer

to submit the Bank Guarantee on its behalf.


170

6.9.15 Payment Terms

1) The payment for the goods procured shall be made only after receipt of the goods.

2) Payment of advances for procurement of goods and services shall be avoided except in cases

of importing of goods by availing customs duty exemption and also in specific instances on

the recommendation of the Indenting Authority, who shall be responsible for approval of

such advance payment.

3) The Finance Officer shall arrange for payment towards purchase of goods / services on

receipt of bills received from the Indenting Authorities with required certification on the bills.

4) There is no need to deduct Income Tax at source while making payment of bills pertaining to

purchases and printing also where the Printing Firm executed all items of work including

procurement of paper.

5. The bills received in the office shall be processed for payment and if found in order shall be

paid within 7 (seven) days. Similarly, bills submitted for adjustment of advance payment

subject to bills being in order shall be adjusted within one month and letter of adjustment shall

be issued to the indenting authority.

6. Before payment, any amount to be withheld with the University or EMD/Bank Guarantee to be

obtained as security to ensure effective service during warranty period or such period as may be

decided, shall be observed and implemented by the disbursing officer.

7. The payment can be made through DD or Online transfer to the bank account of supplier if the

indenting authority recommends.

8. The Finance Officer can reject payment if the bills are not in accordance with the sanction

order / specifications or for any other discrepancies.

6.9.16 Price Variation:

Tenders / quotations with price variation clause shall not be considered by the University.

6.9.17 Entering into Contract

1) For purchases of the value of above Rs.20,000/- and below Rs.1,00,000/- the supplier has to

sign an Undertaking that he shall abide by the terms and conditions of the purchase order.

2. For the purchases exceeding Rs.1,00,000/-, before issue of purchase order, the Indenting

Authority shall enter into a contract, on a stamp paper of the value prevailing at the time,

with the supplier incorporating all the particulars of the purchase order including penalty

clauses for inordinate delay in supplies or non-completion of supply as per delivery

schedule stipulated in the purchase order. The contract in Form 78 or in any other format

designed for the purpose shall be signed both by the supplier and the Indenting Authority.

In case of agreements of higher value, Registrar or an Officer authorized by him may enter

into agreement with the vendor. This rule applies to Annual Maintenance Contracts also.

6.9.18 Accounting of Goods Purchased


171

1) All goods purchased shall be accounted for duly making entries in the Stock & Issue

Register in Form 79 or in any other format designed for the purpose.

2) The Heads of Units receiving goods shall arrange to mark (paint) the relevant stock number

assigned to each category of goods within three days from the date of receipt of the goods

and record a certificate to that effect along with the stock certificate on the bills, before

sending them for payment to the Finance Officer/Authorized Officer.

3) The Heads of the Departments and the Heads of the Units shall be responsible for the

maintenance of Inventory Register of all goods in each of the rooms under their control,

including class rooms. In case the rooms are allotted to individual teachers / staff, the Head

of the Department shall ensure that proper stock account of the goods in the rooms are

maintained and take necessary action as he deems fit to make such persons accountable for

it.

4) The Heads of Departments shall maintain a Register of Fixed Assets acquired by the

Department in Form 80 and account therein the fixed assets like office equipments,

laboratory equipments, scientific equipments, engineering equipments, furniture, etc.,

falling under capital items as per Rule 9.6 above.

6.9.19 Physical Verification of Stock

1) The respective Heads of Departments shall arrange for annual physical verification of stock

of furniture, fixtures, equipments etc., in the Departments, every year preferably during

vacation (i.e. in the month of May).

2) The physical verification of stock by an individual or by a Committee specially constituted

for the purpose shall be got done by an official belonging to another Department or by a

committee specially constituted for the purpose. The Registrar shall draw an Annual Stock

Verification Programme, indicating the staff member /Committee drawn for stock

verification and they shall not refuse the assignment and Heads of Departments shall see

that teachers and other officials working in their Departments drawn for the work are

allowed to complete the assignment, without delay or giving any excuses. The staff

assigned for stock verification shall conduct physical verification under the direction and

supervision of the concerned Head of Department / Unit and submit the report to him. They

shall also affix their signature in the certificate of physical verification of stock.

3) Before 15th

of June, a report of the result of physical verification of stock in Form 81 shall

be sent to the Registrar with a copy to the Finance Officer by the Heads of Departments /

Offices along with a report of differences noticed between the actual physical stock and the

stock position as per the relevant Stock and Issue Register together with the reasons for

variations.

4) Wherever shortages are reported, the Registrar shall get them reviewed and initiate further

proceedings for recovery of value of shortages from the officials responsible.

5) Any excess detected should, after investigation, be entered in the stock accounts at once as

a receipt with the remark ―excess found on stock verification‖. No special orders are

necessary for this.


172

6) Every Indenting Authority shall send a list of value of the assets procured during the

preceding financial year in the prescribed Form 82 before 31st of May, every year to the

Finance Officer.

7) If any Officer of the University has not sent the Annual Stock Verification Report in Form

81 and the assets value list in Form 82 within the stipulated time, the Finance Officer shall

not accept the payment of contingent bills of the concerned college / department / office /

project, etc. till the Officer concerned submits the said reports.

6.9.20 Emergent Purchases.

1) Emergent purchases are permissible under the following circumstances:

when the material required is crucial,

when material available in stock is not adequate to meet the immediate requirement,

when the purchase of indented material is not effected due to procedural delays,

2) The Vice-Chancellor / Executive Council may prescribe the financial limits up to which

the Officers of the University may make emergent purchases, based on the

recommendations of the Central Purchase Committee.

3) The Vice-Chancellor / Registrar may nominate a team of two or three members,

including at least one member from Central Purchase Committee, to make emergent

purchases. All emergent purchases made by the team will be duly recorded including the

enquiries made and submit such report to the Vice-Chancellor / Registrar.

6.9.21 Review and Disposal of unutilized / unserviceable items.

1) (a) The unutilized items lying in the university have to be reviewed periodically to

examine whether they are still required for the department for which they have been

purchased. The periodicity of review depends upon the value of the items -

i) High value items - quarterly

ii) Medium value items - half yearly

iii) Low value items - annually

Note: The value of items for the purpose of categorization in the above categories is

to be determined by the university based on the recommendations of the

Central Purchase Committee.

(b) Each college/department/center shall submit an annual review of

usefulness/obsolescence of equipment to the Registrar in the prescribed format

by 15th

April every year.

2) The items which are no longer required for the use of the department may either be

transferred to the other departments where they are required or disposed off by sale

following the prescribed procedure. The Estate Officer /University Engineer shall be

entrusted with this job.

3) Unserviceable items lying in the university shall be condemned after making due enquiry

and thereafter disposed-off by sale/auction duly following the prescribed procedure. The

Estate Officer /University Engineer shall be entrusted with this responsibility.


173

4) The value of items which are broken / damaged / perished shall be written off by the

competent authority based on recommendations of Inspecting Officer/Committee who

conducted physical verification of stocks.

6.9.22. Detailed procedure pertaining to purchases.

The University may formulate further rules/procedures on purchase procedures based on

the recommendations of the Central Purchase Committee duly obtaining approval of the

Executive Council for the same.


174

6.10 EXTERNALLY AIDED PROJECTS AND CONSULTANCY

PROJECTS / SERVICES

6.10.1 Externally Aided Projects

1) The funds received from the external agencies of Central /State Government like

UGC, CSIR, DST, etc., for general development of the University like buildings,

library books, equipments, salary for the posts and other projects shall be treated as

part of the University Development Fund. These funds shall be operated in two

separate accounts -- one for the funds received from UGC and the other for the funds

received from other Central/State Funding Agencies.

2) All the instruments received from the funding agencies shall be immediately deposited

by the UGC Section in to the respective Bank Account without any delay under

intimation to the Finance Officer. If the instruments are received by the Project Co-

ordinator, he/she shall forward the same to the University office for depositing in the

concerned account.

3) (a) The funds received from the funding agencies shall be spent for the purpose for

which the funds are received. Under no circumstances, the funds shall be diverted

even for a temporary period. Any re-allocation within the project components shall be

made with the permission of the funding agency only.

(b) The funds may be kept in fixed deposits in the bank for such periods as the gestation

period of the project(s) permit. The deposits may be made separately for each project

fund. The interest earned and its utilization shall be shown in the accounts submitted

to the funding agency.

4) Funds received for general purposes like buildings, equipments, books and salary shall

be allocated based on the proposals submitted by the Registrar/ Finance Officer or

based on the recommendations of an Allocations Committee constituted for the

purpose. The allocations as approved by the Vice-Chancellor shall be communicated

to all concerned.

5) Action shall be initiated in the UGC Section for sending the Utilization Certificate for

the funds received towards general development as mentioned above and it is the

responsibility of the Finance Officer / Coordinator (UGC) / Registrar to ensure timely

submission of the Utilization Certificate. The expenditure shall be incurred as per the

guidelines of the funding agency in respect of the funds received for general

development.

6) The procedure prescribed in the University for construction of buildings, procurement

of books and equipments etc. shall be normally followed unless the funding agency

prescribes different procedure.


175

7) The accounts of the funds received for general development shall be got audited by the

Statutory Auditor / Chartered Accountant at the end of the tenure of each project and

shall be submitted to the funding agency within the prescribed period in the prescribed

format.

6.10.2 Individual Projects:

1) Project Coordinators / Principal Investigators shall be responsible for

a) Taking prompt follow up action for the release of funds by the Funding Agencies

b) Timely execution of the Project by following an integrated plan of action for the entire

project period

c) Incurring expenditure as per the terms and conditions stipulated by the funding agency

d) To limit the expenditure component-wise as decided by the funding agency

e) To seek prior approval of the funding agency in case any reallocation of funds

becomes necessary

f) To take action for submission of the Progress Report well in-time

g) To initiate timely action for submission of Utilization Certificate to the funding

agencies by the University.

h) To get the Accounts of the projects audited by the concerned as per terms and conditions

of the Project.

i) To handover the equipment purchased out of project funds to the Head of the Department

/ Centre for common use after the completion of the project. The Project Coordinators

will be accorded priority in utilization time for such equipment.

6.10.3 Powers of the Principal Investigator / Project Coordinator

1) In order to ensure timely implementation of the Project, the Principal Investigator / Project

Coordinator shall draw funds directly by submitting the required bills to the UGC Section,

subject to the availability of funds received from the projects in the following cases:

a) Funds for Travel

b) Contingency

c) Funds for consumables and chemicals

d) Funds for procurement of equipment up to Rs.10,000/ -

e) Salary for the Project Staff

2) He/she may also draw such funds as advance(s) and submit bills for adjustment within

the time prescribed.


176

6.10.4 Procurement of Services and Goods for the Projects

1. The Project Coordinator / Principal Investigator with the approval of Head of the

Department shall appoint staff for the project period as sanctioned by the funding

agency in accordance with the terms and conditions.

2. It shall be the responsibility of the Project Coordinator / Principal Investigator to

terminate the services of the staff as soon as the project period is over. University shall

not be responsible and shall not pay any salary in case the services of the staff of the

Project are continued beyond the Project period.

3. All procurement of goods & services shall be made as per the terms and conditions of

the Project. Where there are no specific terms and conditions prescribed regarding the

method for procurement of the project equipments / goods, the Purchase Rules as

prescribed in Chapter IX of these Rules shall be followed. The Registrar / Vice-

Chancellor shall ensure that the prescribed rules are followed for sanction of

procurement.

4. The procedure of tenders / quotations as prescribed in the purchase rules of the

University shall generally be followed for the purchases pertaining to Research

Projects/ Fellowships. In order to provide an expeditious mechanism for processing the

purchases pertaining to projects, a separate purchase committee shall be constituted by

the University as per the composition and terms and conditions to be decided by the

Vice-Chancellor.

6.10.5 Equipment / infrastructure procured under the project

1) The equipments / instruments procured out of the project funds shall be the property of the

Department / University after the project period is over.

2) The Stock of the articles / equipments procured shall be accounted for as per the Purchase

Rules of the University.

3) After the project is over, all the equipments / articles procured shall be taken in to the

general Stock Register of the Department.

4) During the Annual Stock Verification, the stock of these articles also shall be verified by

the concerned.

5) The University shall take steps for maintenance of an Assets Register for all capital items

purchased out of project grants by entrusting it to a coordinating office.

6.10.6 Miscellaneous:


177

1) The University may formulate and implement set of norms / procedures / delegation of

powers for projects as part of its goal of promoting research and innovation in addition to

the guidelines of the funding agency.

2) The Project should not be continued beyond the project period unless it is extended by the

funding agency.

3) University shall not be responsible for any expenditure disallowed by the funding agency.

4) The institutional charges/overheads earmarked in the Project funds should be adjusted to

the general fund of the University, unless and otherwise the Vice-Chancellor decides to

provide a proportion of these amounts for the requirements of the project keeping in view

the needs of the project(s) as well as the provision for the same in the rules of the

concerned funding agency.

5) The accounts of the project funds shall be maintained in the formats prescribed by the

funding agency.

6) If any funding agency does not prescribe the formats for accounts of the expenditure, the

accounts shall be maintained as prescribed by CSIR/UGC.

6.10.7 Consultancy / Advisory Projects / Service.

1) The University Departments of Studies / Faculties shall undertake Consultancy or Advisory

Services to State / Central Government, Public / Private sector or other external agencies as

much as possible.

2) The University may frame rules for such consultancy projects.

3) The University shall ensure that the Consultancy cell or one of its branches is made

responsible to process all proposals of Consultancy / Advisory Services and for proper

reporting and documentation of cases including submission of periodical review reports to


4) All proposals approved shall be intimated to the Finance Officer to reflect the anticipated

revenue (University share) in the annual budget and watch realizations against it.

5) The financial transactions relating to such Consultancy / Advisory Services shall be

accounted for under General fund of the University, under a separate sub-head

―Consultancy Projects‖.

6) The University may also fix some portion of the consultancy fees as payable to the

concerned faculty to encourage such services, the remaining amount being taken

credit to the General Fund Account of the University as indicated in sub-rule (5)

above.


178

6.11 ENDOWMENTS

6.11.1 Vesting of donations / Endowments in Finance Officer:

On approval of the conditions of Endowment/Donations by the Executive/Vic-

Chancellor, the Registrar on behalf of the University, the Registrar, as trustee and

custodian, shall file together all the documents of endowments / donations, after

numbering them in consecutive order of receipt. All the public donations, endowment

donations, etc., shall be first lodged into the concerned account maintained by the Finance

Officer and later deposited or utilized as per the orders of the Vice-Chancellor. The

Register of Donors shall be maintained in Form 83 by Finance Officer. A Register of

Investments of Endowments shall be maintained in Form 84 by the Finance Officer or

Endowment Deposits may be entered in a separate section in the Register of Investments

(Form-12).

6.11.2 Management of immovable property vested in the University:

Wherever property endowed consists of immovable property, the University shall have the

right to act as the administrator of the trust, and hold in possession, manage, control and

apply the income derived there from for the object of the endowment. A separate account

for each such property shall be maintained, in a register maintained for the purpose,

indicating how it is let out or leased, the income that is being derived and utilized. This

shall be maintained by the Officer in-charge of the Estate Management or by any Officer

authorized by the Vice-Chancellor distinctly separate from other properties of the

University.

6.11.3 Corpus fund of the endowments

The corpus fund of the endowments shall not be utilized for any other activities

of the University.

6.11.4 Award of Scholarships:

The Officer responsible for award and release of scholarships to the beneficiaries under

the Endowments shall send requisition for funds required to the Finance Officer along

with the list of beneficiaries. The Finance Officer shall arrange for issue of cheques drawn

in favour of the beneficiaries and arrange for their distribution to the beneficiaries through

such Officer, obtaining proper acknowledgements from them. Such Officer shall be

responsible for distribution of cheques to the beneficiaries and furnishing of

acknowledgements obtained from them to the Finance Officer, within a fortnight. A

Register of Scholarships awarded out of endowments shall be maintained by such Officer

in Form 85.

6.11.5 Awards of Medals and Prizes:

(1) The medals and prizes shall ordinarily be awarded at the annual Convocation. The

Executive Council shall have the power to award a cash prize in lieu of the gold medal

whenever the interest earned by the endowment is not sufficient, unless the candidate


179

concerned is prepared to meet the extra amount or the interest accrued on the endowment

deposits of Gold Medals be pooled up and average value be worked out according to

which all the medals to be awarded at the convocation are prepared by following

prescribed procedure. A Register of Award of Prizes and Medals shall be maintained in

Form 86 by the Controller of Examinations.

(2) The Executive Council shall determine from time to time, the minimum amount of

donation for institution of the endowments for: a) Endowment lectures, b) Institution of

chairs, c) Institution of scholarships, d) Institution of gold medals, e) Institution of cash

prizes, etc. The Executive Committee may introduce new categories of endowments as

and when it deems fit.

6.11.6 If the funds donated or endowed become insufficient:

(1) If the purposes for which the funds have been donated or endowed cannot be carried

out due to insufficiency of funds, the University shall intimate the Donors about the

insufficiency and request the donor to provide additional funds that may be required. The

University is not liable to carry out the purpose of the endowment, unless the donor

donates or endows the required additional funds.

(2) The University may, however with the prior approval of the Executive Council, make

suitable arrangements for the award of prize/medal/scholarship or delivering a lecture,

etc., without exceeding the total income on each Budgeted item.

6.11.7 Release of Funds:

1) The Controller of Examinations shall ascertain from the Finance Officer the amount

available in respect of each of the endowments instituted for the award of prizes and

medals well in advance of the Convocation. He shall requisition the amount required

for the purchase of prizes and medals preferring an Abstract Contingent bill supported

by a list of prizewinners /medal winners ensuring that the value of prizes does not

exceed the available amount of each endowment intimated by the Finance Officer and

that in respect of medals it does not exceeds the aggregate of the interest earned on all

endowments of gold medals put together. The Finance Officer shall release the fund

requisitioned with least delay. The Controller of Examinations shall ensure that the

Detailed Contingent bill is furnished to the Finance branch within two weeks from the

date of Convocation.

2) Unspent Interest: If in any year, no scholarship, medal or prize is awarded or lecture

delivered, the interest accrued shall be added to the corpus fund of the endowment. If

any amount is left out after award of the medal/prize/scholarship or conducting a lecture

in a year, the same shall also be added to the corpus fund.

6.11.8 Annual Accounts of Endowments:

The Finance Branch shall prepare annually a statement showing the financial position of

each endowment.


180

6.12 PENSIONS, GENERAL PROVIDENT FUND AND INSURANCE

6.12 Pensions to University Employees

1. Teachers of the University appointed prior to 01.09.2004 shall be governed by, the ‗AP

University Teachers‘ Pension Rules 1992‘.

2. Non-teaching employees of the University appointed prior to 01.09.2004 shall be

governed by the ‗Andhra Pradesh Revised Pension Rules 1980‘.

3. The age of superannuation and minimum/maximum pensionable service of the above

employees shall be as prescribed under the respective Rules applicable to them.

4. The Pension, Family Pension, Gratuity and Commutation payable to the retired

employees shall be worked out and implemented as per principles contained in the

above said rules.

5. Amendments issued from time to time to the above rules shall also apply to the

university employees after adoption of the same by the Executive Council.

6. The teaching and non-teaching employees appointed after 01.09.2004 shall be

governed by the Contributory Pension Scheme of the Government of A.P. The detailed

rules, amendments there to and G.Os issued from time to time under this scheme shall

be implemented after adoption by the Executive Council. The General Provident Fund

Scheme shall not be made applicable to these employees.

6.12.1 Sanction of Pension

1. The Establishment Branch of Registrar‘s Office shall process the pension applications

submitted by retiring employees and forward the applications found to be in order in all

respects to the Finance Branch together with verified and updated Service Register and

No Dues Certificates at least one month in advance to the date of retirement.

2. The Finance Officer shall get the pension applications thoroughly scrutinized and in all

cases found to be in order, obtain financial sanction of the Vice-Chancellor for service

pension, family pension, retirement gratuity and commuted value of pension which are

calculated as per the latest pension rules applicable to the teaching staff and non-

teaching staff. He/she will arrange for issue of pension payment order to the retiring

employee at least fifteen days before the date of retirement.

3. The Finance Officer shall arrange for the payment of gratuity and commutation on the

date of retirement of the employee in the form of cheque dated with the first of next

month. The payment of monthly pension shall commence immediately.


181

4. Applications not found to be in order for legal/technical/disciplinary reasons shall be

decided as per rules in force.

6.12.2 Constitution of Pension Fund for the employees appointed prior to 1.9.2004 and

eligible for pensionary benefits under A.P. University Teachers’ Pension Rules

1992 / A.P. Revised Pension Rules 1980

1) The State Government releases Block Grant to the university every year to meet the

expenditure on salaries and pensions. Whenever this grant falls short of total expenditure

on pension/gratuity/commutation, the University shall submit claim to the Government,

based on audited expenditure statement, to reimburse excess of pension expenditure

incurred by the University over and above Block Grant.

2) In view of the inadequacy of Block Grant to meet entire pension expenditure, the

University shall create a pension fund in the form of a capital corpus fund so as to utilize

the interest earned to meet the expenditure on pension whenever the Block Grant is

inadequate. Whenever the interest earned is not sufficient for the purpose, the university

shall utilize general fund or other internal resources to meet the pension expenditure in

full.

3) Such Pension Corpus Fund shall consist of:

a) Remittances made by the University towards the Annual contribution of the University

from the General Fund to the Pension Fund, at the rate prescribed by the Government /

Executive Council on the total pay of the employees in service as on 1st of April, every

year as per the Register of Sanctioned Posts of Establishment.

b) Permanent transfer of funds from the surpluses of general fund and other internal

resources to the corpus of pension fund.

c) Pension contribution received from the Previous Employers or by the employees

themselves in respect of teachers/officials of other organizations, who are appointed and

absorbed in the University.

d) Pension contribution paid by the Foreign Employer or Employee himself in respect

of employees sent on deputation to the foreign organizations from this University.

6.12.3 Operation of Pension Fund

1) The Pension Fund created shall be operated by opening a separate bank account in a

Nationalized bank in the official designation of the Registrar/Finance Officer. This bank

account shall be operated by the Finance Officer on behalf of the University.

2) The contributions received from other sources and the contributions transferred from the

General fund/or other internal resources of the University from time to time, shall be

deposited to this account and invested in fixed deposits with highest possible return


182

towards interest. The interest earned shall be made use of for payment of Pension /Family

pension, Death-cum-Retirement Gratuity, Commutation of pension, etc. to the retired

employees of the University, whenever Block Grant is inadequate.

3) The Pension Fund shall not be utilized or diverted for any other purpose other than

utilizing interest earned on deposits for payment of pension and other pensionary benefits

to the retired University employees. In dire contingency, the pension fund in fixed

deposits can be withdrawn and utilized for payment of pension and other pensionary

benefits with the prior permission of the Vice-Chancellor and reported to E.C. at its next

meeting.

4) The Finance Officer shall maintain a Cash Book in Form 19 to record the transactions

relating to the pension fund. A Register of Investments shall also be maintained in Form

12 to record investment particulars or extra folios may be allotted to the investments from

this Fund in the Investments Register.

5) The Executive Council may appoint any government organizations like, the LIC, SBI Life,

etc., for maintenance of pension funds pertaining to employees appointed prior to 1.9.2004

if the same is more beneficial to the stakeholders.

6.12.3 (A) Payment of Pension:

1) It shall be ensured that a list of pensioners with details of Bank accounts opened for

receiving pension is maintained in the Finance Branch and arrangements are made with

banks concerned for credit of pension / family pension to the pensioner‘s accounts on the

first working day of every month.

2) A Pension Payment bill shall be prepared every month before 25th of the month, along

with a detailed statement of pensioners, bank-wise indicating the amount of pension to be

credited to the bank accounts of the pensioners. The Finance Officer shall draw a cheque

for the total amount of the bill and forward the same along with the detailed statement of

pensioners to the bank or banks concerned, before 26th of each month (before 24th in the

month of February) and ensure that the pension is credited to the accounts of the

pensioners on the first working day of each month.

3) Every pensioner is required to furnish an Annual Verification Certificate (Life Certificate)

in Form 87 to the Finance Officer from 1st November to 31

st March every year.

Wherever the pension is paid through the designated bank, the Officer-in-charge of the

bank shall sign the Life Certificate based on the personal appearance of the pensioner at

the bank and forward the same to the Finance Officer during the period from November to

March. The Life Certificate may be signed by a Gazetted Officer of the State or Central

Government or by the Finance Officer or by an Officer of the University not below the

rank of Assistant Registrar. The pension for the month of April shall not be drawn by the

Finance Officer in respect of pensioners who have failed to furnish the Life Certificates


183

with the signature of any Officer mentioned above. He shall forthwith intimate the bank as

well as the pensioner concerned about the stoppage of pension. When the Life Certificate

is furnished after the prescribed date, the withheld pension may be released by the Finance

Officer provided valid reason, if any, is furnished by the pensioner to the satisfaction of

the Finance Officer.

4) Every widow or widower to whom family pension has been sanctioned by the University

shall furnish a certificate to the Finance Officer during the period from November to

March every year to the effect that ―she/he has not remarried attracting discontinuance of

the family pension‖. If such certificate is not received before the end of March from the

widow or widower to whom family pension is granted, the Finance Officer shall stop

payment of family pension for the month of April and onwards and intimate the concerned

bank as well as the family pensioner.

5) In matters not expressly covered in these rules, the provisions of Pension Rules of

Government of Andhra Pradesh shall apply mutatis mutandis.

6.12.4 Contributory Pension Scheme

1) It is mandatory to all new employees who are recruited on or after 01.09.2004 to become

the members of the Contributory Pension Scheme. Each employee will pay a monthly

contribution of 10% of the basic pay and DA from his salary to the Contributory Pension

Scheme.

2) The contribution towards Contributory Pension Scheme shall be recovered from the salary

of the employees every month as is done now for General Provident Fund.

3) A matching contribution shall be made by the University for each employee who

contributes to this scheme.

4) The University shall operate a separate Bank Account for this scheme.

5) The University may formulate, besides the Contributory Pension Scheme, another pension

scheme, if possible under group category by deduction of subscription from salary,

advantageous to the employees as well as the university and get it implemented through

the public-sector insurance companies.

6) Nomination has to be filed at the time of admission into the scheme and has to be revised

upon marriage of the subscriber and thereafter once in five years. Necessary entry to the

effect of filing the nomination along with name of nominee(s) should be noted in the

Service Register of the concerned employee.

7) The University shall furnish an Annual Statement of Account to each employee covered

under CPS, before the end of June.

6.12.5 General Provident Fund


184

1) The General Provident Fund Scheme, introduced under the General Provident Fund Act,

1925, shall be applicable to all the employees of the University, except those who joined

service on or after 1-09-2004.

2) The Scheme shall be administrated as per the GPF rules communicated by the

Government from time to time.

3) Every subscriber shall nominate one or more persons conferring the right to receive the

amount that may stand to his/her credit in the event of his/her death. If the subscriber has a

family, the nomination shall not be in favour of any person or persons other than the

family. The definition of family for this purpose shall be as stated in GPF rules. If a

subscriber nominates more than one person, he/she shall certify in the nomination, the

amount of share payable to each of the nominees. A subscriber may, at any time, cancel

the nomination by sending a notice in writing to the Registrar duly enclosing a fresh

nomination.

4) The subscription to General Provident Fund by employees shall commence from such date

as prescribed in the GPF rules.

5) The amount of subscription to General Provident Fund shall be fixed by the subscriber

himself/herself without detriment to the percentages of minimum and maximum

subscription fixed in the GPF Rules from time to time. The subscriber can intimate the

fixation of the amount of his/her monthly subscription in each year- once for reducing the

amount of subscription at any time during the year and twice for enhancing the amount of

subscription at any time during the year. A subscriber shall not subscribe during the last

four months of his/her service. Even in cases where the subscriber does not exercise this

option, there shall be no deduction towards General Provident Fund subscription in the

month in which a subscriber retires on superannuation.

6) The university shall pay to the account of a subscriber interest on the subscription at such

rate as may be determined for each year by the competent authority under the GPF Act.

7) Method of calculation of interest: The balances outstanding on the last day of every

month shall be worked out. The balances so arrived at for every month of financial year

should be summed up. The product so arrived at is denoted by ‗P‘ and the rate of interest

is denoted by ‗R‘. The formula for interest calculation is as follows:

Interest = P x R/100x1/12

8) The provisions of the GPF scheme such as drawing of advances and part final

withdrawals, conversion of an advance into part final withdrawal, mode of recovery, etc.,

shall be implemented by the University as per the GPF Rules in force.

9) The Provident Fund Booster Scheme pertaining to payment of an additional amount to the

nominee of a subscriber who died in service based on the average balance in the P.F.

account of the deceased subscriber during the three years immediately preceding the


185

month in which the subscriber died shall be implemented as per the eligibility and other

conditions stipulated in the GPF Rules.

10) The total amount of provident fund including interest lying to the credit of an employee‘s

P.F. Account shall be paid to him/her on the date of retirement based on his/her

application for releasing the amount. However, the provision that a subscriber is entitled

to withdraw the amount to the credit of his/her P.F. Account one year in advance of the

date of superannuation shall be implemented as per the G.P.F Rules. In such cases, the

accumulation during the last one year of service only shall be payable on the date of

retirement.

11) As soon as possible after the close of each year, the Finance Officer shall send to each

subscriber a statement of his/her account in the fund showing the opening balance as on

the first of April of the year, the total amount credited or debited during the year, total

amount of interest credited as on the 31st March of the year and the closing balance on that

date as per proforma prescribed.

12) In matters not expressly covered in these rules, the provisions of GPF rules mentioned

above shall apply mutatis mutandis.

6.12.6 Other Provident Fund Schemes

1. The University shall implement the employees provident fund scheme in respect of

temporary employees working on NMR basis in the university. The scheme shall be

implemented as per EPF Rules in force.

2. In case of employees who joined service on or after 01-09-2004 and other temporary

employees who are not governed by any P.F. scheme, the Executive Council of the

university may itself put in place a provident fund scheme with terms and conditions and

provisions like those of General Provident Fund/Employees Provident Fund scheme and

implement the same at its level.

6.12.7 Insurance

1) Provision shall be made for payment of premia to the LIC of India on the Life Insurance

Policies of the employees by making monthly deduction from the salaries. The employees

intending to take LIC policies from salary have to exercise their option and communicate

the same to the Registrar to affect recoveries from their monthly salary and to pay

premium to the LIC before 10th

of each month. This is implemented subject to the

following general conditions.

(i) The policy holder is the custodian of the original policy.

(ii) There is no assignment procedure in this Scheme.

(iii) Loan can be taken by the policy holder from the LIC directly.

(iv) Policy can be cancelled at any time by the policy holder.


186

(v) The policy will be discharged on maturity and the assured amount will be paid

to the policy holder by the LIC directly.

(vi) The policy can be continued till the date of maturity even after the retirement of

the policy holder. The responsibility of payment of premium after retirement rests

with the policy holder.

2) The employees may subscribe to Life Insurance Policies from their Provident Fund

Account also. This is an optional scheme. The employees may subscribe to Insurance

Policies under this scheme with premium payable quarterly / half yearly / yearly, at their

option. The Insurance Policies will be pledged in the name of the Registrar, ANU and

hence the Policy Bonds will be in the custody of the Registrar. On maturity, the amount

will be claimed by the Registrar and credited to their PF Account. In case of death of an

employee while in service the amount due will be claimed by the Registrar from the LIC

and paid to the nominee. In case of Policy being still in operation as on the date of

retirement of the employee, the policy can be assigned to the pensioner to continue

payment of premium on his / her own. The policy can be terminated at the option of the

employee by sending information to the LIC to this effect.

3) (i) All the regular employees have to insure their lives with the LIC under Group Linked

Insurance Scheme (GLIS) compulsorily, after completion of one year of service from the

date of their appointment. The monthly subscription of the employees will be deducted from

the salaries of the employees at the rates prescribed by the LIC from time to time based on

the grade of the employee and remitted to the LIC by the Office.

(ii) On retirement / death of an employee the insured amount will be claimed by the

Registrar (Master Policy Holder) and the amount will be paid to the employee / legal heir by

the Registrar. The master list of Insurance Policy as on the last day of February of each year

will be communicated to the Branch Manager of L.I.C. in the month of March every year.

4) The Executive Council is the competent authority to introduce and implement any other

Insurance Scheme such as accident insurance as an optional scheme to the employees of the

University and may extend any Insurance Scheme to the wage earners paid on monthly

basis.

6.12.8 University Employees’ Welfare Schemes

1) The University may implement Welfare Schemes like Family Benefit Fund etc., for the

benefit of the employees of the University by framing rules or by issue of executive

instructions.

2) The Rules / Orders / Instructions of the University providing for implementation of

employees welfare schemes shall specify the object, the group of employees covered, the

eligibility conditions, the rate of subscription, benefits accruing from the schemes, the

responsibilities of the Drawing and Disbursing Officers and the employees, modalities


187

relating to opening of Bank Account, Operation of the Funds, the records of Accounts to

be maintained and Annual Accounts to be placed before the competent authority.

3) Wherever the University adopts any rules relating to the employees‘ welfare schemes

framed by the Government for its employees, the University shall specify in the order of

adoption as to the authority / authorities which shall exercise the powers in this regard.

The University shall ensure that the provisions of the Government Rules adopted are

strictly adhered to.

4) The financial transactions of each welfare scheme shall be accounted, as far as possible, in

a separate bank account. The Finance Officer shall operate the accounts of the

Employees‘ welfare schemes.


188

6.13 DISTANCE EDUCATION

6.13. Distance Education

The University is running the distance education programme by admitting candidates on the basis of a qualifying test and/or pass in qualifying examination to the Undergraduate / Postgraduate programmes, etc. The course material is supplied to the candidates and contact programmes are arranged at the study centers through qualified teaching staff.

The Director is the Head of the Center for Distance Education. He is assisted by teachers/Officers/Employees of Non-Teaching cadres as per the approved staff pattern.

6.13.1 Income and Expenditure of the Program

a) Income:

i) The fees for the qualifying test

ii) The course fees paid by the candidate

iii) Examination fee

iv) Other miscellaneous fee such as convocation fee, issue of certificates fees,

etc.

b) Expenditure: i) Salaries of staff

ii) Remuneration of Counselors iii) Payment of share of income to study centers iv) Contingent expenditure at the study centre v) Printing and supply of course material

vi) Conduct of examinations vii) Pension contribution for the employees

viii) Other miscellaneous expenses such as rents for the study centers, etc.

6.13.2 Responsibilities of the Director of Distance Education

1) The Director shall maintain all the records of accounts referred to in the Regulation on university funds as are applicable to the activities of the Directorate with the help of Deputy Registrar/Assistant Registrar deputed for the purpose.

2) He shall maintain detailed accounts of receipts and payments and furnish any

information required by the Vice-Chancellor and Finance Officer periodically. 3) He shall prepare the budget for the Directorate as per the directions of the Vice-

Chancellor / Finance Officer and furnish it to the Finance Branch as per the budget calendar in the prescribed format.

4) The expenditure towards various activities of the Directorate for which services are

provided by other Departments of the University and expenditure met out of the budget provision made for such Departments shall be charged to the Directorate, including Administrative/overhead charges at such percentage as decided by the Executive Council.

5) The Director shall prepare the annual accounts comprising Receipts and Payments Account for each financial year and submit it to the Finance Officer for being placed before the Finance Committee / Executive Council. He shall also submit Revised Estimates for the current year and Budget Estimates for the coming financial year pertaining to the CDE to the Finance Officer as per the Budget Calendar.


189

6.14 MISCELLANEOUS ITEMS

6.14.1 Advances Loans and Deposits

(1) Advances:

Advances are generally given for the following purposes, subject to such restrictions

and conditions stipulated by the University.

a) (i) Personal Advances to Employees like Marriage Advance, Education Advance,

Festival Advance, etc. may be paid by the University. Such advances are recovered

from monthly salaries. The account of the advances paid and the recoveries made shall

be maintained in the Register of Advances in Form 10 or any other format designed by

the University and Register of Recoveries in Form 11 respectively.

(ii) The conditions governing the sanction of the above advances as well as their

recovery shall be as per the orders of the Government of Andhra Pradesh issued from

time to time and adopted by the Executive Council.

(iii) Executive Council is the competent authority to decide to implement any other

categories of personal advances approved by the Government for the University

employees keeping view the need and financial viability.

(iv) Besides the above advances, the University implements the scheme of

reimbursement of school fees for not more than two children of University employees

as per the rate/procedure of recovery approved by the Government of Andhra Pradesh.

b) Advances to Departmental officers of the University to meet expenses towards urgent

purchases, seminars, conferences, workshops, etc., these advances shall be adjusted on

submission on Non-Payable Detailed Contingent Bill in Form 46 duly furnishing the

details with supporting vouchers. The procedure for adjustment of these advances shall

be as given in Chapter- 4 on ―Procedure relating to Payments‖ of these Regulations.

c) Advances to other executing agencies like CPWD, Roads & Buildings Department,

HWSSB, APSEB, etc., of the Government for execution of any works of University as

Deposit Contribution Works. These advances shall be adjusted on the basis of the

completion report furnished by the Executing Agency along with details of the total

expenditure incurred for the work.

(2) Loans

a) The University has introduced the sanction of following categories of loans,

recoverable from salary, to its employees from the revolving fund provided out of its own

internal resources for the welfare and benefit of employees.

(i) Interest free Medical Loan

(ii) Housing Loan

(iii) Vehicle (Car/Two-wheeler/Bicycle) Loan

(iv) Educational Loan

(v) Medical Loan

(vi) Personal Loan


190

b) The detailed rules regarding eligibility, quantum of loan, rate of interest, method of

recoveries, etc., for the above loans shall be as decided by the Executive Council from

time to time.

(3) Deposits

a) Generally, the following types of deposits are received by the University.

(i) Security Deposits from Employees,

(ii) Deposits from Contractors/ suppliers for the fulfillment of their contracts,

(iii) Earnest money deposits of tenderers,

(iv) Deposits representing sums which cannot be brought to an account under any

revenue head, and

(v) Other departmental deposits.

b) The accounting procedure of Contractor (s) Security Deposits and the Earnest Money

Deposits is laid down in the Chapter on Execution of University ‗works. It shall be

applicable even in the case of Security Deposits / Earnest Money Deposits obtained from

the suppliers.

c) Register of Deposits: Other deposits referred to under clauses (iv) and (v) of sub-rule

14.1.3(a) above shall be accounted in the Register of Deposits separately and full details

of the purpose for which such deposit is received and the conditions if any, shall be

clearly noted therein. In addition to this, the date of receipt and receipt number and the

Cash Book Folio number should also be recorded in the register.

i) Each part of this register shall be opened on 1st of April every year, with the details of

the outstanding balance as on 31st March of previous year. The deposit received during

the year shall be entered in the relevant part as and when each transaction occurs. At the

end of each month, a total of deposits received during the month should be arrived at

and agreed with the corresponding figures in the monthly accounts.

ii) The refund of deposits in cash or by transfer or by adjustment should be noted against

the original credit entry in the deposit register and the total refunds in a month agreed

with the corresponding figures in the monthly accounts.

iii) A plus and minus memorandum of deposits shall also be prepared for each set of

deposits indicating;

A) Opening Balance Rs.____________

B) Deposits Received during the Month Rs.___________

C) Total Deposits (A+B) Rs.___________

D) Refunds during the month Rs.___________

E) Closing Balance (C-D) Rs.___________


191

d) In the case of deposits falling under types (ii) & (iii) of sub-rule (3)(a), amount deposited

may be released by the Finance Officer after due fulfillment of the terms of contract on

the recommendation of the University Engineer and with the approval of the Vice-

Chancellor. Before repayment, it shall be ensured that the deposit is actually outstanding

and conditions for the refund of deposits are satisfied.

e) The deposits are outstanding liabilities and hence should not be utilised to meet general

expenses. However, the deposits of the types mentioned in (ii) to (v) of sub-rule 14.1.3(a)

above, remaining for THREE complete account years after their refund falls due, shall be

transferred to the credit of the University General Fund Account, as lapsed deposits. If

claims are preferred subsequently and admitted, the amounts may be refunded as

miscellaneous charges from the General Fund Account.

6.14.2 University Printing Press

1) In the event of the University establishing a Printing Press, the Executive Council shall

constitute a Press Advisory Committee to advise the University relating to the

functioning, policies, administration, budgeting for the printing activities. Such

Committee shall invariably have the Director of Printing, Stationery and Publications of

the Government or his/her nominee as one of the members besides such other members

nominated by the Executive Council.

2) The University press shall be responsible for printing of all forms and registers and

books of routine use in the offices of the University. In addition to this, printing work

relating to University publications shall also be undertaken.

3) All printing works of the university shall be got done through the university press only.

If the Director of the University press expresses his inability to undertake the work, the

work may be awarded to outside agencies. All such printing works awarded to outside

agencies shall be first got approved by the Press Advisory Committee and thereafter the

Director or the designated officer shall follow the procedure of inviting tender,

acceptance etc., as laid down in the Regulation on Purchases.

4) The University printing press shall maintain the following record in the forms indicated

against each.

Sl. Register

Form Purpose

No.

No.

1 Printing work To record the requests received for

Requisition

register

88

printing work from the

Departments / Unit of the


192

University

2 Work Cost / To record the assignment of job to

Work docket

sheet

89

staff, material issued, man hours

spent on the job and total cost of

the job

3 Work cost To account individual works

register 90 chargeable to the Departments of

Department wise the University

5) Apart from the above, the Printing Press shall maintain the Stock and Issue Account in

the prescribed Form 79 in respect of (a) Paper and other raw material purchased for

printing works, (b) Non-consumable stores and (c) Register of Fixed Assets (Plant &

Machinery) in Form 80.

6) The press in-charge shall raise a bill in Form 91 for the work done (based on the details

entered in the work cost register) for the Departments of the University and send it to the

concerned Heads Of Departments, in triplicate. The indenting officer shall countersign

the bill with a certificate accepting the debit of cost of work and to charge it to the

budget head of account of the Department. He shall return two copies of the bill to the

press in-charge, retaining the other copy for his office reference. The press in-charge

shall retain one copy and send the original copy to the Finance Officer for scrutiny and

payment/adjustment.

7) The press in-charge shall prepare an annual account of Receipts and Payments of the

printing press at the close of each financial year, and furnish the details of balance value

stock of raw materials, finished books and other productions and value receivable from

the Departments of the University. He shall send it to the Finance Officer for scrutiny

and for placing it before the Executive Council along with other accounts of the

university.

6.14.3 Constituent Colleges and their Responsibilities

1) In the event of the University establishing a Constituent College all receipts of fees and

other amounts shall be remitted to the University fund. Only amounts (including

scholarships) which are authorized to be credited to the Principal‘s Bank account shall

be deposited to that account and utilized for authorized purposes. Proper care shall be

taken to ensure that all amounts received from the students and the Common Entrance

Test cell towards admission and other fees in the form of Bank drafts / cheques are

deposited to the designated Bank account of the University on or before the specified

date.


193

2) The Principal shall ensure that all the transactions of receipts & payments made through

the Principal‘s Bank account are reconciled with Bank every month.

3) Wherever the University prescribes procedure for remittance of admission and other fees

by the students through the notified Banks / branches of Banks / online remittances,

production of receipt / challans in support of payment of fees to the colleges shall be

insisted upon. The Principals of the colleges shall ensure that no student is admitted to

the courses of study unless receipts / challans are produced along with other required

documents, at the time of admission (s).

4) The Principals shall prefer bills in the prescribed forms in respect of claims payable out

of University funds and send them to the Finance Officer for arranging payment.

5) In the case of expenditure incurred out of specific funds deposited to the Principal‘s

Bank account and those released by the University to meet expenses in connection with

any scheme or activity, the Principals shall maintain proper accounts supported by

vouchers and produce them for audit and inspecting authorities.

6.14.4 University Library

1) Payment of subscription for Periodicals:

a) Where subscription for Periodicals for which advance, payment is required to be made,

orders should be placed directly with the publishers or through a subscription agency of

known standing. The subscription amount shall be drawn on an Abstract Contingent bill

by the Librarian and shall be paid in advance for periodicals only on receipt of the

Proforma invoice, and shall be checked against their regular invoice at the end of the

year. The advances shall be adjusted when the receipt for the payment is received from

the publisher / agency by submitting Non-Payable Detailed Contingent bill to the Finance

Officer. While sending the bill for adjustment to the Finance Officer, the following

certificate shall be recorded: ―Certified that the periodicals subscribed are being received

by the Library‖

b) If any issue of the periodical is not received against the order, the Publisher / agent

should be asked to replace it free of cost. The Librarian shall be responsible to ensure that

periodicals are received promptly and regularly against advance payments made.

Periodicals meant to be kept as sets shall be bound on the completion of the volume and

will be accessioned and shelf listed in the usual way.

2) Payments for Newspapers and Magazines: Payments for the Newspapers, Weekly and

Monthly magazines shall be made monthly, quarterly or yearly as the case may be, on

receipt of the invoice / bill from the vendor by preferring a Detailed Contingent bill and

obtaining cheque in favour of the vendor, from the Finance Officer.

3) Physical verification of books, Journals, equipments, library materials and non-

consumable items:


194

a) As a general rule, the physical verification of books, journals, periodicals stocked in

the Library shall be undertaken once a year.

b) There shall be an annual verification of all the books in the Reference Section of the

Library. In respect of other sections of the Library, having regard to the size of the

library, the time required, the cost and the personnel involved etc., if it is not possible to

have physical verification done annually, random sample checks shall be carried out in

such a way so as to cover the entire Library stock at least once in every three years, or as

may be directed by the Library Committee.

c) As far as possible, the physical verification of stock should be got done by officers/

staff other than those working in the Library. If this is not possible, this may be

entrusted to the staff members of the library who are not connected with the custody of

books of the particular section taken up for physical verification.

d) In the case of Manuscripts, Art collections, Rare publications, encyclopedias etc., a

complete physical verification shall be done by a senior officer personally, every year.

e) The fact of physical verification as required under these rules shall be certified by the

Librarian and sent to the Registrar/Finance Officer for record.

4) Writing off losses of Books and Journals of the University Library:

The Library Committee shall lay down norms to write off the value of books and journals

lost, worn-out etc. After annual verification as above, the findings thereof shall also be

placed before the Library Committee. The value of the missing books, the books

withdrawn from the library as torn and which cannot be bound securely shall be taken

out from the value of the books and such write off shall be as per the norms laid down by

the Library Committee. Till such norms are laid down by the Library Committee, write

off shall be done with the approval of the Vice-Chancellor/Executive Council.

5) Collection of Library Deposit and Fines and accounting thereof:

a) The Librarian shall collect Library caution deposits from the students borrowing

books at the rate prescribed in the rules formulated by the Library Committee. Besides

this, he shall collect fine for delay in return of books at such rates depending on the

period of delay, as fixed by the Library Committee.

b) With the approval of the Finance Officer, the Librarian shall open a Bank account

in his official designation and credit Library deposits collected from the students to

that account. He shall operate this account for refund of deposits to the students. He

shall maintain a Library Deposit Register in Form 88 and account therein the receipt

and refund of Library deposit, as and when the transaction takes place.


195

c) Other collections from students towards fines and penalty and cost of books not

returned shall be deposited to the specified bank account intimated by the Finance

Officer, as they relate to receipts of the University.

6.14.5 National Service Scheme

1) All National Service Scheme activities of the University shall be organized and carried

out by the Coordinator, National Service Scheme appointed by the University.

2) The Coordinator, National Service Scheme shall prepare an annual plan of the activities

sponsored / approved by the Central / State Government and submit it to the Finance

Officer indicating the details of schemes, estimated expenditure, expected sources of

funds including University share, for consideration and providing funds in the annual

financial statement (budget). The Finance Officer shall examine the proposal and make

necessary budget provision in the annual budget and submit it to the Executive Council

for consideration.

3) The Coordinator, National Service Scheme shall be responsible to follow up with the

Central / State Government for release of funds due from them for the various National

Service Scheme activities proposed by him.

4) A separate account shall be maintained in respect of grants received from Central / State

Governments. The Finance Officer shall release funds from this account to the

Coordinator, National Service Scheme for approved activities for which funds are

provided.

5) The Coordinator, National Service Scheme shall be allowed to open a Bank account in

his official designation for operating funds received from the Finance Officer. He shall

prepare Abstract Contingent / Detailed Contingent bills for funds required for National

Service Scheme activities and send it to the Finance Officer for issue of Cheque.

6) The Coordinator, National Service Scheme shall maintain proper accounts for the

moneys received and expenditure incurred out of it. He shall maintain records of

accounts records as are required to account for the transactions pertaining to National

Service Scheme. He shall furnish reports that may be called for by the Finance Officer.

7) Wherever he draws money on Abstract Contingent bills, he shall render Non-payable

Detailed Contingent bills for the advances drawn through Abstract Contingent bills,

within a fortnight. In case of delay in rendering accounts, unless extension of time for

submission of Non-Payable Detailed Contingent bill is obtained, the Finance Officer

shall initiate appropriate action including withholding all further payments.

8) The Vouchers not submitted to Finance Officer and other accounts records shall be

safely preserved by the Coordinator till they are audited by the Statutory Auditor and all

the objections raised, if any, are cleared.


196

6.14.6 Hostels

1) Wherever there is a Chief Warden (Hostels), the Wardens will function under his/her

control. The Chief Warden will open a Bank account under his official designation for

operating the funds relating to Hostels management to which the following remittances

shall be credited:

a. Boarding and Establishment charges collected from the students, mess charges

received from the Principals of constituent colleges.

b. Caution Money Deposit collected from the students admitted to hostel.

The Chief Warden will release the funds required by the Warden for running the Messes

from time to time.

2) The Wardens of the hostels run by the University shall draw advances from the Chief

Warden through abstract contingent bill for meeting the expenses of the Hostels / messes

and render proper accounts every month through non-payable detailed contingent bill. The

Wardens shall pay to the vendors and other agencies related to Hostel / Mess management

from the advances drawn. In case of non-settlement of an advance by the Warden, the

Chief Warden shall stop further advances till the previous advance is settled.

3) It shall be the responsibility of the Principal to ensure that required certificates in respect

of the students eligible for scholarships are obtained from the students at the time of

admission.

4) Soon after the admissions to the Hostels are over, the Chief Warden / Warden, shall send a

list of students admitted to the hostels in Form 89 to the Principal of the College

concerned and the Registrar.

5) As the payment of boarding charges in respect of reserved categories of hostel inmates is

dependent on the receipt of grants from the Social Welfare Department of the

Government, the Principal shall take timely action to claim the grants from the concerned

Department by raising the bills in time duly supported by required certificates.

6) The Chief Warden/Wardens of the hostels shall be responsible to maintain proper accounts

for the amounts collected from the students admitted to hostels, the amount of

establishment and boarding charges received and the expenditure incurred there-from.

They shall maintain accounts/records mentioned in these regulations, besides certain other

basic account records like stock and issue account of groceries, furniture-fittings, linen,

kitchenware and daily consumables purchased as may be prescribed by the Finance

Officer.

7) The Wardens shall prefer an Abstract Contingent bill for the amount of boarding charges

receivable for each month and send it to the Principal of the college concerned/Chief

Warden by the first of the concerned month. They shall enclose to the Abstract Contingent

bill, the Non-Payable Detailed Contingent bill for the amount drawn for the second

previous month. Unless the Non-payable Detailed Contingent bill for the second previous


197

month‘s advance is enclosed, the Principal/Chief Warden shall not admit the Abstract

Contingent bill and no further advances shall be released.

8) In the case of special purchases or services procured with special sanctions from the

competent authority, the Detailed Contingent bills shall be prepared and sent to Finance

Officer/Chief Warden, as the case may be, along with a copy of the sanction order. After

passing the bills, the Finance Officer or Chief Warden, as the case may be, shall arrange to

issue the cheque in favour of the party concerned and send the cheque to the Warden for

delivery to the party concerned, duly obtaining acknowledgement.

9) The Wardens of the hostels shall furnish such other statements as may be prescribed by the

Finance Officer/Chief Warden, from time to time.

6.14.7 University Guest House

1) The maintenance of the University Guest house(s) shall be the responsibility of the

Officer in-charge of the Guest House(s)/University Engineer who shall function under the

direct control of the Registrar.

2) The University shall frame rules covering:

a) procedure for allotment of accommodation in the Guest House,

b) fixation of rent for different categories of occupants,

c) arrangements for boarding and fixation of charges therefor and

d) fixation of user charges for telephone and other services and facilities.

3) The Officer in-charge/University Engineer shall be responsible for the maintenance of

the Guest House, collection of rent and other charges from the guests and deposit

the collections to the designated Bank account of the University.

4) He shall maintain the accounts pertaining to room rents, other charges, boarding

expenses etc.,

5) He shall maintain a Guest Register to record the arrival and departure details of the

guests in Form 94.

6) He shall arrange to issue receipt (printed / computer generated) for the amount

collected from the guests retaining the counterfoil of the receipt book for record

and verification.

7) He shall also send a monthly statement of guests accommodated in the Guest House

and the charges collected etc., during the previous month in Form 95 by 15th

of

every month to the Registrar and the Finance Officer.

8) The Finance Officer or his nominee shall inspect the accounts of the Guest House

periodically, at least quarterly.


198

6.14.8 Horticultural Activities

1) The University shall designate one of its Officers as officer in-charge of Nursery,

Parks and Gardens of the University who shall work under the direct control of the

Registrar in coordination with the Officer in-charge of Estate Affairs/University

Engineer.

2) The Officer in-charge shall maintain a detailed list of Nurseries, Parks and Gardens

duly assigning an ID number for each of these. He shall also record in such register the

manpower sanctioned for each of these places.

3) He shall maintain the accounts and also other records like stock account of

consumables like manures, sand and red earth, insecticides, fungicides, etc., and for

equipments, pots, plants, seeds and seedlings, etc. He shall also maintain a Revenue

Yielding Properties Register i.e., fruit bearing trees, pasturelands, plantations and other

garden products.

4) He shall submit a detailed list of activities for each year by January to the Finance

Officer indicating the anticipated revenue and expenditure for the next financial year.

The Finance Officer, shall provide funds for these activities, as deemed necessary, in

the annual budget of the University.

5) The officer-in-charge shall draw required funds by preferring Abstract Contingent /

Detailed Contingent bills to the Finance Officer for arranging payment.

6) The Finance Officer shall admit claims only against the approved budget sanctions.

7) The Officer-in-charge shall submit such reports as the Finance Officer may

prescribe in this behalf, from time to time.

6.14.9 University Health Center / Dispensary

1) The Medical Officer of the Health Centre / Dispensary of the University shall be

responsible for proper accounting of medicines purchased and dispensed to the students

and staff of the University.

2) He/she shall draw the funds required for the purchase of medicines and for the

maintenance of Health Center by preferring claims to the Finance Officer through Abstract

Contingent Bill / Detailed Contingent Bill as may be necessary.

3) The Register of patients maintained by the Health Centre / Dispensary should clearly

indicate the medicines prescribed and the medicines issued to individual patients.

4) The expenditure on the maintenance of Health Centre shall be met from the provision

made in the Budget of the University.


199

6.15 FINANCIAL INFORMATION SYSTEM

6.15. Financial Information System

In view of the idea of e-governance picking-up pace, the University may go in for a common integrated Financial Information System. Such a system would ensure increased efficiency and transparency of the Financial Management of the Universities. The benefits broadly are:

i) Ready Monitoring of the University financial position

ii) Standardization of formats for financial transactions

iii) Availability of information instantly about the overall and item-wise financial position

iv) Effective planning and monitoring of budget utilization

v) Quick generation of reports to funding agencies and other sources

The proposed system covers financial transactions such as payrolls, student fees, income from various sources, deposits, advances, purchases, stores etc.

The proposed system shall broadly consist of the following modules:

i) Budget module covering various aspects of the budget like sanctions, approvals for expenditure, revisions etc.

ii) General ledger covering the cash book, other ledgers and modules to generate

various financial statements. iii) Employee module covering service particulars, payroll, leave account, leave

encashment, loans and advances, cumulative benefits, etc. iv) Administration module covering posts sanctioned, reservation structure,

recruitment, posts vacant and so on. v) Purchase module covering purchase, requests and approvals, quotation/ tendering

process, purchase order generation, goods, invoices and receipts. vi) Payment module covering approvals for payment, cash / cheque payment,

advance settlement, etc. vii) Bank module covering cash /cheque deposits, investments, cash transfers,

interest details, bank reconciliation, etc. viii) Student module covering admission register, TC and other registers, fee collection

Registers, scholarships, loans, insurance cover, etc. ix) Laboratories module covering details of equipment purchases, maintenance

details, cost of equipment, purchase chemicals and movement of chemicals and so on.

x) Academic module covering affiliations, inspections, fee collections, academic

regulations, combination fee, recognition fee, etc.


200

xi) Examination module covering nominal rolls, fee collection particulars, hall

ticket generation, examination stores, purchases and utilization, valuation data

and confidential information, etc.

xii) Hostels module covering enrollment, room allotments, fee collections, fee exemptions, mess bill generations, stores, etc.

xiii) Modules relating to Center for Distance Education / Centre for Inclusive Studies and Social Exclusion, and other Centres capturing their transaction data.

xiv) Receivables module covering various income receipts (including agricultural, horticultural, plantations) and their status.

xv) General Stores module covering inventory, maintenance, materials receipts and issues.

xvi) Assets module covering all fixed assets such as lands, buildings, equipments, etc.

xvii) Library module containing books, journals, non-print material, maps, charts, etc.,

and other assets such as equipments.

xviii) Pension and Terminal benefits, Contributory Pension Scheme, EPF module.

xix) Modules relating to sports and games, NSS, etc.


201

REGULATION-7 CONDITIONS FOR GRANT OF AFFILIATION TO

COLLEGES

These Regulations are made by the Academic Senate in terms of the powers conferred on it

by Section 19 (16) (19) of the Act read with statute in chapter 6 (i) prescribing the conditions

for grant of affiliation/suspension/ withdrawal of affiliation to the colleges in the University

area.

7.1 Conditions for grant of Affiliation to the Colleges by the University:

1. The University shall follow the conditions stipulated by the Government of A.P./ Andhra

Pradesh State Council of Higher Education (A.P.S.C.H.E.) from time to time in addition to

those prescribed by the University for affiliating colleges to the University as per the

Statutes and these Regulations.

2. The following conditions as stipulated by the Government of Andhra Pradesh/APSCHE

for sanction of new colleges/new PG colleges/new courses/additional sections/change of

medium of instruction in the existing colleges shall be followed.

(1) Corpus Fund

(2) Land

(3) Buildings/Accommodation

(4) Financial Resources

(5) Certificate of Registration of the Educational Societies under the Societies

Registration Act/Trust Deed under the Indian Trusts Act.

(6) Furniture in accordance with the proposed intake.

(7) Laboratories as per the norms of the University.

(8) Library as per the norms of the University.

(9) Games and Sports as per the norms of the APSCHE/University.

(10) Staff as per the norms of the University.

(11) Any other conditions specifically prescribed.

3. The Government/A.P.S.C.H.E. have prescribed the following conditions:

(1) Corpus Fund:

(a) The Corpus Fund prescribed by the Govt./A.P.S.C.H.E. as applicable shall be

deposited by the college.

(b) The Corpus Fund shall be remitted in the form of Demand Draft at the time of

applying for new colleges for sanction by the Government/A.P.S.C.H.E.

(c) The Corpus Fund shall be in the form of FDRs obtained in the joint names of

Regional Joint Director and Secretary and Correspondent of the Colleges at

the time of applying for affiliation for new colleges/renewal of affiliation.

(2) Land:


202

The requirement of Land shall be as prescribed by the Government/ APSCHE from

time to time. Lease of Land from private persons/societies shall not be accepted.

However, a Lease of land for a period for not less than twenty-five years from

Government/ Municipalities/ Endowments and Quasi Government authorities can

be accepted.

(3) Accommodation/Building:

The college management shall provide accommodation/buildings as prescribed by

the Government/APSCHE from time to time.

(a) For existing colleges continuing in rental accommodation beyond seven

years, new courses/sections shall not be granted until the college moves into

its own accommodation. Good sanitary facilities shall be provided whether

in own or rental accommodation.

(b) Colleges may be permitted to continue in rental accommodation for not more

than 5 years from the date of establishment. Affiliation shall not be renewed

unless the management shows evidence of starting construction of buildings

on their own land and complete the construction within the next two years.

(c) Every college shall provide a plinth area of 8000 sq.ft. in urban and 6000 sq.

ft in rural locations for accommodating class rooms, labs, library, office, etc.

Separate accommodation shall be provided for BCA/PG/PG Diploma courses

additionally as per the norms laid down by A.P.S.C.H.E.

(d) Lecture Rooms: The college management shall arrange spacious Lecture

rooms by providing space at the rate of 12 sq. ft. per student. The Lecture

hall shall in no case be less than 400 sq. ft in area. Adequate lecture halls

shall be arranged depending on the combinations/courses offered by the

College.

(e) The college management has to provide accommodation for the following

common facilities as prescribed by the Government/APSCHE:

(i) Principal‘s Room

(ii) Staff Room

(iii) Office Room

(iv) Games Room

(v) Library

(vi) Ladies‘ Waiting Room

(vii) Principal‘s Room

(viii) Toilets with all facilities

(4) Financial Resources:

The College Management shall adhere to the condition of minimum financial

resources prescribed by APSCHE from time to time.


203

(5) Registration of the Educational Society:

As per the Government/APSCHE norms, an Educational Society must obtain a

Certificate of Registration from the Registrar under the Societies Registration Act.

A copy of the constitution and bye-laws of the educational society proposing to

establish educational institution shall be submitted along with a copy of the

registration certificate under the Societies Registration Act. This rule shall also

apply to colleges established by Trusts under a Registered Trust Deed.

(6) Furniture:

The College Management shall arrange to provide adequate furniture in the class

rooms, office rooms, library and laboratories.

(7) Laboratories:

(a) For graduate courses each Laboratory shall be of 600 sq.ft in area and for PG

courses each Laboratory must be of at least 1000 sq.ft. area. The Laboratory

shall be equipped with necessary Apparatus, Chemicals, etc. prescribed for

the courses of study.

(b) For other courses, it shall be as prescribed by the regulatory bodies, such as,

AICTE, NCTE and PCI.

(8) Library:

The management shall arrange for establishment of a Library, with sufficient

accommodation, with at least 100 books in each subject and the same should be

raised to 200 within a period of 3 years. A recurring expenditure of not less than

Rs. 3,000 per subject for books shall be ensured. In each subject a minimum of

two subject journals shall be subscribed.

(9) Games and Sports:

The Managements shall provide facilities for games and sports as prescribed by the


(10) Staff:

The college must have adequate number of qualified teachers with average work

load of not more than 20 hours per week per teacher. Classes must be conducted

for English and Telugu Medium students separately.

(i) For recruitment of teachers in affiliated colleges, the selection committees shall

be constituted as prescribed by the Executive Council from time to time based on

the guidelines formulated by the APSCHE/Government.

7.2 Conditions for grant of Temporary affiliation/Renewal of Temporary affiliation/

Permanent affiliation/Withdrawal of affiliation.


204

A Temporary affiliation for starting new colleges:

Mere sanction of the Government is not sufficient for starting a new college. Temporary

affiliation shall have to be obtained from the University for a College to come into

existence.

(1) The University will consider grant of temporary affiliation on submission of an

application with the following documents.

(a) Education Society‘s Registration certificate from the Registrar under Societies

Registration Act along with the Bye-Laws.

(b) Permission letter for starting the college from the Government/A.P.S.C.H.E.

(c) Joint Inspection Commission Report of Govt./A.P.S.C.H.E. along with the

condition-wise fulfillment report.

(d) Registered sale/gift deed for the required one/two/more acres of land. Registration

of Govt. land implies an alienation certificate issued by the Collector and District

Magistrate or by an Order of the Govt. (G.O.)

(e) Sketch plan of the temporary/permanent accommodation, if provided in the

college site, or in case of rental accommodation a registered lease deed for a period

of not less than five years, for a minimum of 8000/6000 sq.ft. Building

accommodation ass the case may be.

(f) Compliance Report on purchase of furniture, equipment, books or on-line Library

and Laboratory provisions as prescribed from time to time.

(g) Photostat copies of FDR in proof of payment of Corpus Fund in the joint names of

the Secretary and Correspondent of the College and the R.J.D. of Higher

Education.

B. On production of the above documents, the University shall appoint Inspection

Commission for verification of the physical facilities made available by the College

managements. Sanction order of affiliation shall enable the starting of the college.

For colleges started without the receipt of sanction orders of affiliation, the students

admitted will run the risk of not allowing them to appear for examinations and action

against the management will be taken as per rules for violation of University

procedure.

7.3. Sanction of Affiliation for new courses/additional sections in an existing college:

For starting of new U.G. courses/Additional Sections in the college, the A.P.S.C.H.E. is

the competent sanctioning authority according to G.O.Ms. No.278, Education, dated 24-

07-1995. Conditions for the sanction of new U.G. courses shall be as prescribed by the

APSCHE from time to time. Compliance of the conditions prescribed by the earlier

inspection commissions of the University and the Government is a prerequisite for

sanction of New courses/Additional Sections in the existing colleges. The requirement of

building and furniture, Laboratory, Library, Staff shall be complied with as per the

recommendation of the earlier Inspection Commissions of the APSCHE and the

University. Permission shall be obtained from the APSCHE for starting new courses,

additional sections, change of medium of instruction etc. Temporary affiliation must be


205

obtained from the University before admitting candidates into the new courses/ additional

sections sanctioned by the APSCHE. Application for temporary affiliation will be

considered by the University for starting new courses in an existing college on production

of the following documents:

1. The college management shall submit a copy of the sanction order of

APSCHE/Govt.

2. The college management shall submit a compliance report on the conditions

stipulated by the JIC of the APSCHE.

3. The college management shall fulfill all the conditions stipulated by the earlier

inspection commissions that visited the college.

4. Photostat copies of Corpus Fund deposited by the College, details of Corpus Fund

prescribed by the University; amount deposited by the College and the balance due

to be paid shall be submitted.

5. Copies of the documents showing the extent of land prescribed by the

University/APSCHE and the land that is procured by the college shall be

submitted.

6. A sketch plan of the total area of buildings constructed by the college. A statement

showing the total number of class rooms, laboratories, library and staff rooms

prescribed by the earlier inspection commissions and their fulfillment shall be

submitted.

7. A list of existing courses/sections both aided and unaided, along with student

enrolment/strength in the current year shall be given in a statement.

8. For starting new courses/sections in existing colleges, permission for making

admissions in such courses may be considered on the basis of the report of the JIC

of the APSCHE, with or without further inspection by the University on submission

of the following documents by the managements.

(a) Proceedings of the APSCHE sanctioning new course/courses.

(b) Application for temporary affiliation along with course fees.

(c) All the documents relating to fulfillment of the basic conditions through

compliance report.

(d) No dues certificate on fees and adjustment of accounts.

However, the above provision is subject to processing and finalization of grant of

affiliation prior to commencement of regular examinations for the year under

consideration.

7.4. Extension/Renewal of Temporary Affiliation:

The following are conditions for extension of temporary affiliation:

2. Every institution shall submit a compliance report on the conditions stipulated by the

immediate previous inspection commission and the earlier ones if any.

3. For new colleges/new courses temporary affiliation shall be granted for the first three

years on an annual (year to year) basis.

4. The Executive Council shall have the power to grant extension of temporary

affiliation to colleges for two years at a time as per the norms mentioned below:


206

(i) Inspection commission shall be appointed for considering extension of temporary

affiliation for a period of two years for the colleges/courses which have completed

three years of standing. However, the University reserves the right to appoint

inspection commission for considering extension of temporary affiliation for one

year only for colleges which have not fulfilled the conditions stipulated by the

earlier inspection commission(s).

(ii) Whenever an inspection commission is appointed to consider a college for

extension of temporary affiliation for two years at a time, the commission will

recommend the extension of temporary affiliation for two years at a time, if there

are no major deficiencies and if the courses have been in existence for more than

three years with more than 50% admissions out of the sanctioned strength of

students. However, orders of affiliation may be granted on annual basis.

(iii) However, in case of backlog of affiliation for more than two years, the

inspection commission will be entrusted to cover the extension of affiliation for the

previous years also along with current year. Such commissions will mainly work

on the assumption of bringing the temporary affiliation up to date (up to current

year) if satisfied with the fulfillment of conditions or to give time from one to three

months, for fulfillment in case of minor deficiencies on making sure that the

college has remitted the affiliation fee for all the years to be covered.

5. The following is the infrastructure required for the colleges:

(i) APSCHE/University norms shall be followed with reference to Land, Buildings,

Staff, Class rooms, Laboratories, Library (Books), Office Room, Waiting room,

Furniture, etc.

(ii) Colleges are not permitted to continue in rental accommodation for more than 5

years from the date of establishment. Affiliation shall not be renewed unless the

management shows evidence of starting construction of buildings on their own

land and complete the construction within the next two years. Colleges which

have been in leased accommodation for more than 5years shall not be considered

for sanction of new courses/additional sections.

(iii)Lab furniture and lab equipment shall be provided as per the norms of the

University.

(iv) Colleges should provide 8000 Sq. Ft. plinth area excluding accommodation for

BCA/PG/PG Diploma courses. Separate accommodation over and above 8000

Sq.ft. should be provided for these courses.

(v) Corpus Fund as per norms.

(vi) While granting affiliation for starting a new college established in a rented

accommodation, a condition shall be stipulated that the college shall move into its

own buildings in their-own land within 5 years from the date of establishment,

failing which introduction of new courses shall not be permitted.

(vii) All the dues, such as Affiliation fee, IUT fee, Youth Festival fee,

Development/Infrastructure fee, refund of balance amounts of advances for

conducting examinations, etc., shall be paid and the same be entered in the Pass


207

Books of Affiliation Section of the University for considering the renewal of

temporary affiliation for the current year.

(viii) Renewal of temporary affiliation shall be considered on compliance of the

conditions laid down at the time of starting of the college for those colleges

started prior to 1976.

6. (i) The college managements shall take the responsibility to get the inspection of colleges

completed by the Commissions of University to consider extension of affiliation, to

furnish information to such Commissions and any Committees constituted by the

University to visit the college and submit report there on.

(ii) Colleges which fail to complete inspection of their college by the commission

appointed by the University till the commencement of the degree regular exams of the

concerned academic year, shall not be permitted to make admission for the succeeding

year by giving a proper notice to this effect to such college. Colleges which do not

apply for extension of affiliation for more than two years shall not be permitted to make

admissions for the succeeding academic year.

(iii) The University shall pay TA/DA or Car Hire charges and Inspection Fee to the

members of the Inspection Commissions for visiting colleges to inspect and report on

matters of affiliation as is done in the case of Joint Inspections by the APSCHE. The

University shall include the TA/DA component also while fixing the fee for inspection.

The colleges seeking affiliation shall pay the inspection fee and enclose the challan/DD

to the application form, failing which the inspection shall not be conducted. This

procedure shall be brought into force with immediate effect.

(iv) Once this new procedure comes into existence, the members of the inspection

commission shall not accept any payment towards TA/DA or Car Hire charges or

Inspection Fee from the colleges. Any violation of this norm by any member of

inspection commission of the University shall be viewed seriously and treated as an act

of indiscipline and follow-up action will be taken accordingly. This measure is intended

to ensure independence of inspection commissions in the discharge of their duty.

7.5 Conditions for sanction of Permanent Affiliation:

The proposals for sanctioning permanent affiliation to colleges having a standing of five

years shall be considered on fulfillment of the following conditions. However, a course

with temporary affiliation in a college, which had permanent affiliation for other course(s),

will be considered for permanent affiliation after completing three years of existence of

that course in the college.

In addition to the conditions stipulated for temporary affiliation, the college shall

fulfil the following before the grant of permanent affiliation.

(i) The course/courses must have completed 5 years of existence or 3 years of existence

in such colleges which have already got permanent affiliation for at least one course.

(ii) The college must have:

(a) undisputed possession of land as prescribed by the University/APSCHE at the time

of starting of the college;


208

(b) permanent pucca buildings (RCC structures) adequate for the courses on its own

land (sheds are not allowed);

(c) deposits of Corpus Fund prescribed;

(d) a management elected by a registered society;

(e) regularly appointed staff through authorized selection committees with the

following members for the course/courses for which permanent affiliation is

sought.

(i) Nominee of the University;

(ii) Nominee of Commissioner/Director of Collegiate Education;

(iii) Secretary/Correspondent of the college;

(iv) Principal of the concerned college; and

(v) Subject Expert invited by the college management;

(f) a duly constituted Governing Body in case of private Degree Colleges/LPDC in

case of Govt. Degree Colleges;

(g) a record of satisfactory conduct of examinations;

(h) obtained ‗no dues‘ certificate from the University as evidence of clearance of all

dues/fees and for adjustment of advances drawn;

(i) adequate number of books in a Library allocating the required space for this

purpose;

(j) the requisite equipment for Labs with running water facility (wherever necessary);

(k) adequate facilities like furniture, drinking water, separate toilets for staff, male

students and female students;

(l) adequate facilities on the college campus for indoor and outdoor games/sports;

(iii) In addition to the above, the college:

(a) shall have fulfilled the conditions prescribed by the earlier inspection commissions

and complied with the instructions/guidelines issued by the University from time to

time;

(b) has not refused to conduct University examinations.

(iv) Instructions to Inspection Commission Members:

Permanent affiliation shall not be recommended unless the recommendations for

temporary affiliations are made subject to fulfillment of any conditions. The

managements have to fulfil all the conditions before the inspection commission visits the

college. The commissions shall also take into consideration of facilities made available

for co-curricular activities, settlement of dues and accounts and satisfactory conduct of

University examinations, compliance of University directions, etc., while making their

recommendations for permanent affiliation.

(v) Withdrawal of affiliation:

University reserves the right to withdraw affiliation to colleges which (i) violate Statutes,

Ordinances and Regulations of the University, or (ii) fail to fulfil the conditions stipulated

by the inspection commissions of the University resulting in poor academic performance

of the college or (iii) loss of viability for all courses run by the college.


209

REGULATION-8 SERVICE MATTERS

Sl. No. Title Page No.

8.1 Extent of Application 210 -211

8.2 Definitions 212 – 218

8.3 General Conditions of Service 219 – 233

8.4 Pay and Allowances 234 – 238

8.5 Leave Rules 239 – 253

8.6 Service Conditions of Teachers 254- 255

8.7 University Welfare Schemes 256 – 257

ANNEXURES

I Certificate of Physical Fitness 258

II Declaration 259

III Certificate of Transfer of Charge 260

IV Table showing the details of Sanctioned Cadres/Posts, Methods

of Appointment, Channels of Promotion,

Qualifications/Experience/Passing in Tests required for the

filling-up of Non-Teaching posts of the University

261 – 279

V Procedure for Selection Committees for Non-Teaching posts 280

VI Proforma for Submitting Proposals to Selection Committee 281 – 282

VII Proforma for Service Contract

283 – 284


210

8.1: EXTENT OF APPLICATION

In exercise of the powers conferred by Section 19{5(i) (ii) (iii), (7), (8) and (24)} of A.P.

Universities Act, 1991 (Act No.4 of 1991) (hereinafter called the Act), the Executive Council

hereby makes the following Regulations in respect of qualifications, classification, methods of

appointment and all other terms and conditions of service of persons employed by Acharya

Nagarjuna University, hereinafter called Service Regulations-2017.

1. COMMENCEMENT: These Regulations shall come into force from the date of approval by the

Executive Council. Till then the rules and regulations of Andhra University shall remain in

force as per Syndicate Resolution No.5, dt.12-03-1977 of Nagarjuna University except in

cases where Nagarjuna University made rules of service through the resolutions of its own

Syndicate/Board of Management/Executive Council.

2. APPLICATION OF REGULATIONS: These Regulations shall apply to all regular employees of

the University appointed against sanctioned posts.

3. If any doubt arises as to the application or interpretation of these Regulations to any employee

of the University, the matter shall be referred to the Vice-Chancellor, as per Section 13 (5) of

the Act.

4. These Regulations shall be applicable to both Teaching and Non-Teaching staff of the

University, except where a special provision has been made for Teachers in these Regulations.

5. (i) In any case where there is no specific provision in these Regulations on any matter or when

any clarification or interpretation of provision(s) contained herein is required, the

Fundamental Rules of A.P. State Government and either the A.P. State and Sub-ordinate

Service Rules or the A.P. State Ministerial Service Rules or A.P. Last Grade Service Rules or

A.P. Roads and Buildings Engineering/Engineering Subordinate Service Rules or A.P. Leave

Rules or any other relevant Act/Rules of the State of Andhra Pradesh, as the case may be,

together with their amendments from time to time shall apply to the University employees.

(ii) With regard to the service conditions of teachers, relevant UGC Regulations together with

their amendments from time to time shall apply to the extent accepted by the Government of

Andhra Pradesh subject to the adoption of relevant G.Os by the Executive Council.

Provided that the Executive Council may adopt relevant Government Orders issued by the

Government of Andhra Pradesh from time to time making additions or deletions or

amendments to the matters covered in these Regulations, as it deems fit, so as to make them

applicable to the employees of the University.

6. With regard to the Non-Teaching staff who are covered by the Service/Family Pension

scheme, the A.P. Revised Pension Rules 1980, as amended from time to time, shall apply.


211

7. With regard to the Teachers who are covered by the Service/Family Pension scheme, the A.P.

Universities Teachers Pension Rules 1992, as amended from time to time, shall apply.

8. With regard to the employees who are appointed, whether Teaching or Non-Teaching, on or

after 01-09-2004, the Contributory Pension Scheme prescribed by the A.P. State Government,

as amended from time to time, shall apply.


212

8.2 DEFINITIONS

1. APPOINTED TO THE UNIVERSITY SERVICE:

(a) A person is said to be appointed to the University service in a cadre when he/she

discharges for the first time the duties of a post or commences the probation or training

prescribed there for.

(b) Appointment to any service, class or category shall be by one or more of the methods

indicated below as may be applicable to the relevant post:

(i) Direct Recruitment

(ii) Recruitment/Appointment by Transfer

(iii)Promotion

(iv) Tenure/Temporary Appointment/Re-employment.

(v) Deputation/Foreign Service

(vi) Appointment of persons of high academic distinction and professional attainments as

Professors by invitation.

2. CADRE means the sanctioned strength of a category in the Acharya Nagarjuna University

service.

3. DAY means a calendar day beginning and ending at midnight. But an absence from the

headquarters which is of 24 hours duration is reckoned as one day at whatever hour the

absence begins or ends.

4. EMPLOYEE means a member of both teaching and non-teaching staff appointed in

sanctioned posts and includes those appointed on probation or on temporary basis, approved

probationers and full members of all types of services in the University.

5. TEACHER OF THE UNIVERSITY means a person appointed by the University, in

accordance with the rules framed for the purpose, to give instruction or guide research in the

University College(s) and the Post-Graduate Center(s) of the University.

6. MEMBERS OF UNIVERSITY SERVICE means a probationer or a full member who has

been appointed by the University and has not resigned or retired or been removed or

dismissed or been discharged for any reason. Members other than last grade service shall

belong to superior service.

7. FULL MEMBER OF THE UNIVERSITY SERVICE means a person who has been

appointed substantively to a permanent post.

8. PROBATIONER is a person appointed to the service of the University in a regular vacancy

whose conduct and abilities are put to test for a period specified in the rules of the University.

9. APPROVED PROBATIONER means a person who, having been appointed to the University

service on regular basis, has satisfactorily completed the period of probation prescribed to the

post.


213

10. DISCHARGE OF A PROBATIONER means reverting the full member of another post to his

original post in case he could not successfully complete the period of probation prescribed to

the post or dispensing with the services of a person appointed to the post for the first time for

not successfully completing the period of probation.

11. ADDITIONAL CHARGE means allowing a University employee to perform duties of

another post, in addition to the duties of his/her own post, on which no other employee holds

a lien. Holding additional charge of another post shall not amount to appointment to that

another post.

12. OFFICIATING ARRANGEMENT means allowing a University employee to perform the

duties of a post on which another employee holds a lien. University may, if it thinks fit,

appoint its employee to officiate in a vacant post on which no other University employee

holds a lien.

13. DUTY: An employee is said to be on duty while

i) Performing the duties of the post to which appointed

ii) Undergoing probation or training to be followed by confirmation

iii) On authorized holidays or casual leave

iv) On vacation

v) Attending conferences, workshops, symposia, etc., when deputed by the

University

vi) On joining time

vii) On tours attending to University work entrusted to him/her relating to his/her

post or not and enforced halts occurring enroute on such tours

viii) Compulsory wait for orders of posting on return from leave.

14. FAMILY (for the purpose of T.A. rules and medical aid) shall include the members of the

family as specified in the relevant Pension Rules.

15. HEAD OF THE DEPARTMENT OF STUDY means a teacher in each Department of Study

nominated to this position by the Vice-Chancellor as per rules framed for the purpose.

16. HONORARIUM means a recurring or non-recurring payment granted to an employee of the

University as remuneration for special or professional work.

17. LEAVE SALARY means the monthly emoluments paid by the University to its employees on

leave sanctioned by the University.

18. JOINING TIME is the time allowed to a University employee to enable him/her to join a new

post at a different station to which he/she is appointed while on duty in his/her old post.

19. PERMANENT POST means a post carrying a definite rate of pay, sanctioned without a limit

of time included in the cadre strength.

20. TEMPORARY POST means a post carrying a definite rate of pay sanctioned for a limited

time.


214

21. TENURE POST means a post which an employee shall not hold for more than a limited

period on contract basis.

22. PAY means the amount drawn by the University employee on duty every month which

includes the basic pay, special pay and personal pay and any other emoluments which may be

specially classed as pay by the Executive Council.

23. TIME-SCALE OF PAY means pay which, subject to the conditions prescribed in these

Regulations, rises by periodical increments from a minimum to a maximum.

24. PAY-PERSONAL: Personal pay means additional pay granted to a University employee

(i) to save him from loss of substantive pay in respect of a permanent post due to revision of

pay or to any reduction of such substantive pay otherwise than as a disciplinary measure and

(ii) in exceptional circumstances, on other personal considerations by the Executive Council.

25. PAY-SPECIAL: Special pay means an addition of the nature of pay to the emoluments of a

post or of an employee, granted in consideration of

(i) the specially arduous nature of the duties or

(ii) a specific addition to the work or responsibility.

26. PAY-SUBSTANTIVE: Substantive pay means the pay other than special pay or personal pay.

27. SUBSISTENCE ALLOWANCE means a monthly allowance made to an employee of the

University who is not in receipt of pay or leave salary during the period of suspension.

28. TRAVELLING ALLOWANCE means all allowances granted to an employee of the

University as per the T.A. rules in force to cover the expenses which he/she incurs in

travelling in the interests of the University or on University business and having been

authorized by the appropriate authority.

29. SERVICE-TEACHING: The teachers of the University shall be of the following three

categories and/or any other category approved by UGC/State Government/Executive Council

from time to time:

Sl. No. Name of the Post

1. Professor

2. Associate Professor

3. Assistant Professor

30. SERVICE-ADMINISTRATIVE: Administrative Services include University employees of

the cadre of Asst. Registrar and above and any other employees defined as such by the

Executive Council. The following are the posts that fall under the Administrative Service:

Sl. No Name of the Post


215

1. Registrar

2. Finance Officer

3. Joint Registrar

4. Deputy Registrar

5. Assistant Registrar

31. SERVICE-PROFESSIONAL: Professional Services include University employees of

different professions, other than teachers, drawing State or UGC scales of pay:


1. Medical Officer

2. Librarian

3. Deputy Librarian

4. Assistant Librarian

5. Documentation Officer

6. Information Scientist

7. Director of Physical Education

8. Deputy Director of Physical

Education.

9. Assistant Director of Physical

Education

32. SERVICE-ENGINEERING: Engineering Services include all categories of University

employees whose duties are technical in nature and whose services are utilized in the

Engineering Department and any other employee specially defined as such by the Executive

Council. The following are the posts that fall under Engineering Service:


1. University Engineer

2. Deputy Executive Engineer

3. Assistant Executive Engineer

4. Assistant Engineer

5. Draughtsman Grade-I

6. Draughtsman Grade-III

7. Electrician

8 Wireman

9. Motor Mechanic


216

10. Driver Grade-I

11. Driver Grade-II

12. Vibrator Operator

13. Mixer Driver

14. Work Inspector

15. Pump Attender

16. Plumber

17. Carpenter

33. SERVICE-TECHNICAL: Technical Services include all categories of University employees

whose duties are technical in nature and whose services are utilized in the Departments other

than the Engineering Department. The following are the posts that fall under the Technical

Service:


1. Electronic Engineer

2. Programmer

3. Computer Operator

4. Senior Technical Assistant

5. Key Punch Operator/ Data

Entry Operator

6. Photographer

7. Sanitary Inspector

8. Technician

9. Technician Grade C

10. Technician Grade B

11. Technician Grade A

12. Compounder-cum-Nurse

13. Instrument Mechanic

14. Glass Blower

15. Binder

16. Asst. Binder

17. Chief Cook

18. Head Cook

19. Asst. Cook

20. Binder Boy


217

34. SERVICE-MINISTERIAL: Ministerial Services include all categories of University

employees whose duties are entirely clerical and any other class of employees specially

defined as such by the Executive Council. The following are the posts that fall under the

Ministerial Service:


1. Superintendent

2. Personal Assistant.

3. Library Assistant.

4. (a) Senior Assistant

(b) Care Taker

5. Stenographer

6. Technical Assistant (Library)

7. Steno-Typist

8. a) Junior Assistant.

b) Store-keeper

c) Typist

d) Junior Assistant-Cum-Typist

e) Junior Assistant-Cum-Telephone Operator

f) Junior Assistant-Cum-Artist

g) Technical Assistant (Adult Education)

9. a) Record Assistant.

b) Ground Supervisor

c) Duplicating Operator

d) Plant Collector

e) Sargeant

f) Lawn Maistry

35. SERVICE-LAST GRADE Last Grade Services include all services in posts carrying the

lowest time scale of pay or any other post which is declared to be such by the Executive

Council. The following are the posts that fall under the Last Grade Service:


1. Head Coolie

2. Office Subordinate

3. Masalchi

4. Lady Waitress

5. Sanitary Worker

6. Sweeper

7. Cleaner (Bus)

8. Cleaner (Hostel)


218

9. Watchman

10. Reading Room Boy

11. Supplier

12. Rice Cleaner

13. Utensil Cleaner

14. Store Boy

15. Helper (Hostel)

16. Helper (Physics)

17. Store Maid

18. Marker

19. Gardener


219

8.3 GENERAL CONDITIONS OF SERVICE

1. AGE:

(i) A person shall not be eligible for appointment by direct recruitment to any of the

posts if he/she has not completed the age of 18 years on the First of July of the year in

which the recruitment is made.

(ii) The upper age limit for eligibility for direct recruitment of Non-Teaching Staff shall be

as decided by the Government from time to time as on the date of notification.

(iii) Age limit in respect of teaching posts shall be as decided by the University Grants

Commission/State Government from time to time.

(iv) The relaxations in upper age limit granted to reserved categories by the Government

from time to time shall be implemented mutatis mutandis by the University.

(v) The upper age limit prescribed is not applicable to the internal candidates who apply

for positions notified under direct recruitment quota.

(vi) The date of birth entered in the service record at the time of entering into service of a

member of the Teaching or Non-Teaching staff of the University will not be altered

subsequently. The change of date of birth will not be effected as far as the service

record is concerned even though any subsequent change of date of birth is made in the

School or University records due to any judgment decree or order of a Civil Court.

2. ORDER OF APPOINTMENT: Every appointment of a person to the University service shall

be through an order of appointment which shall clearly indicate the nature of appointment,

scale of pay, period of probation, etc.

(i) The Executive Council shall appoint members of all services in the University.

(ii) In all types of appointments, the maximum time allowed for reporting to duty shall be

30 days unless and otherwise specified in the order of appointment. The Vice-

Chancellor may, in genuine cases, extend time for reporting to duty by such time as

he/she deems fit.

3. MEDICAL CERTIFICATE:

(a) Every person other than the Vice-Chancellor, appointed for the first time, to a post in the

University service shall invariably produce a medical certificate of health as to the physical

fitness of the candidate issued by the University Medical Officer or any other qualified doctor

appointed for the purpose by the Vice-Chancellor. Appropriate formats prescribed are given as

Annexures-I and II.

(b) No further medical examination shall be required for confirmation of services.

4. WHOLE TIME EMPLOYMENT: Unless in any case it be otherwise distinctly provided, the

whole time of a University employee is at the disposal of the University which pays him/her,

and he/she may be employed in any manner required by the University authorities concerned

without claim for additional remuneration irrespective of the fact whether his/her salary is met

from the Block Grant or the funds raised by the University.


220

5. WORK OTHER THAN THAT OF THE POST HELD BY AN EMPLOYEE:

(i) No full time employee of the University shall undertake any other remunerative work

or honorary work without the prior approval of the appointing authority.

(ii) No permission is required for publications embodying one‘s research work or books of

reasonably good standard or radio talks or T.V. programs relating to his/her subject or

of literary value or any topic of general interest.

6. SUBSTANTIVE APPOINTMENT TO ONLY ONE POST:

(i) Two or more persons cannot be appointed substantively to the same permanent post at

the same time in the University.

(ii) A University employee cannot be appointed substantively, except as a temporary

measure, to two or more permanent posts at the same time.

(iii) A University employee cannot be appointed substantively to a post on which another

University employee holds a lien.

7. LIEN:

(i) Unless in any case it be otherwise provided in these Regulations a University

employee on substantive appointment to any permanent post acquires a lien on that

post and ceases to hold any lien previously acquired on any other post.

(ii) Unless the lien is suspended a University employee holding substantively a permanent

post retains a lien on that post:

(a) while performing the duties of the post;

(b) while on foreign service, or holding a temporary post, or officiating in another

post;

(c) during joining time on transfer to another post; unless he/she is transferred

substantively to a post on lower pay in which case his/her lien is transferred to the

new post from the date on which he/she is relieved of his/her duties in the old post;

(d) while on leave;

(e) while under suspension.

8. TRANSFERS:

(i) The transfers of employees from one Branch/Section to another Branch/Section in the

University or to the P.G Center(s) or vice-versa may be taken-up by the University

ordinarily once in three years.

(ii) Transfer of an officer/employee shall not be completed until the Certificate of Transfer

of Charge (CTC) has been signed by both the relieving and the relieved University

employees. Pay and allowances shall not be drawn in case no such certificate is

received in the establishment section in respect of such transferred employees. A copy

of the charge list shall also be enclosed to the certificate (Format of CTC is given as

Annexure-III).

9. PROVIDENT FUND: Every full time employee of the University, appointed prior to 1-9-2004,

shall as a condition of service become a depositor in the General Provident Fund Scheme or

other similar fund in accordance with such rules as may be prescribed from time to time.


221

10. CONDUCT RULES: All the employees of the University shall be subjected to the disciplinary

control of the Executive Council and other authorities or officers specified in this behalf by

the Executive Council or by Statutes or Ordinances.

11. PROBATION:

(i) No person appointed to a post in the University shall be eligible to be confirmed as a

permanent member of the University service without being on probation for the period

prescribed by the rules governing appointment thereto or in the order of appointment.

(ii) Every person appointed to a category by direct recruitment shall be on probation for a

total period of two years. Every person appointed to any category or grade by

promotion shall be on probation for a total period of one year.

(iii) Date of commencement of probation: If a person having been appointed

temporarily to a post and is subsequently appointed to the post on a regular basis,

he/she shall commence his/her probation from the date of such subsequent

appointment or from such earlier date as the appointing authority may determine.

(iv) Service in a higher post counting for probation: The services of a probationer in any

post in the same cadre or in any post in a higher cadre during the period of probation

counts for the period of probation prescribed for such a probationer to the first post.

(v) Extension, Suspension or termination of probation:

(a) If, within the period of probation, a probationer fails to acquire the qualifications

specified in the order of appointment or to pass the tests prescribed in the rules or fails

to serve the period of probation satisfactorily, the appointing authority may, by order,

discharge the probationer from service or extend the period of probation. Such

extension in any case shall not exceed two years, extension being ordered for not more

than one year at a time.

(b) The appointing authority may at any time before the expiry of the period of

probation,

(i) suspend the probation of a probationer and discharge him/her from service

for want of a post.

(ii) terminate the probation of a probationer and discharge him/her from service

for unsatisfactory work or incompetence.

(vi) Probationer‘s suitability for full membership:

(a) At the end of the prescribed or extended period of probation, as the case may

be, the appointing authority shall consider the probationer‘s suitability for full

membership of the post for which he/she was selected.


222

(b) If found suitable, the appointing authority, as soon as possible, issue an order

declaring the probationer to have satisfactorily completed the period of

probation which enables the employee for full membership in the University

service.

(c) If found not suitable for such membership, the appointing authority shall, by

order, discharge him/her.

(vii) Delay in discharge of probationers:

(a) Any delay in the issue of an order discharging a probationer shall not entitle

him/her to be deemed to have satisfactorily completed his/her probation.

(b) However, the delay shall not exceed one year and where it exceeds it shall be

construed that the probationer is deemed to have completed the period of probation

satisfactorily with retrospective effect.

12. CALCULATION OF A PERIOD EXPRESSED IN TERMS OF MONTHS AND DAYS:

(i) To calculate three months and 20 days on and from the 25th

January the following method

should be adopted:

Y M D

25th

January to 31st January 0 0 7

February to April 0 3 0

1st May to 13

th May 0 0 13

----------------

Total 0 3 20

----------------

(ii) The period commencing on 30th

January and ending with 2nd

March should be deemed

as 1 month and 4 days as indicated below:

Y M D

30th

January to 31st January. 0 0 2

February 0 1 0

1st March to 2nd March 0 0 2

------------------

Total 0 1 4

------------------

13. JOINING TIME :

i) Joining time shall be granted to a University employee to enable him/her to join a new

post at a different station to which he/she is appointed while on duty in his/her old post.

However, the competent authority may, in appropriate cases, extend the joining time

either on administrative grounds or on request from the concerned employee.

ii) Six days are allowed for preparation and in addition a period to cover the actual journey

shall be at the rate of 250 km per day. For any fractional portion over and above 250 km

an extra day is allowed.


223

iii) A Sunday does not count as a day for computing the period of six days of preparation

but Sundays are included in the period allowed for the actual journey.

iv) No joining time shall be admissible in cases of temporary transfer for a period not

exceeding 180 days. Only the actual transit time as admissible in case of journeys on

and to may be allowed.

v) A University employee, who does not join his/her post within the joining time, after

being relieved, is not entitled to pay or leave salary at the end of the joining time.

vi) Willful absence from duty after the expiry of the joining time shall be treated as

misbehavior.

14. SENIORITY:

(i) Every year by 30th

of September, the seniority lists of employees of all cadres have to be

updated and circulated.

(ii) The seniority of an employee, other than a teacher, in a cadre shall, unless he/she has been

reduced to a lower rank as a punishment, be determined as per the merit order

recommended by the Selection Committee and approved by the Executive Council and in

the absence of such merit order, as per the seniority in the previous cadre subject to the

rule of reservation and roster points thereon, wherever needed.

a) If any portion of the service of such employee does not count towards probation

under these rules, the seniority shall be determined by the date of commencement

of his/her service which counts towards probation.

b) Where the holder of any post in a cadre is reduced to a lower cadre on a permanent

basis as a punishment he/she shall be placed at the top of the latter cadre. The

reduction in rank shall not affect the right of full membership of an employee.

(iii) For arriving at the seniority of teachers, the following criteria shall be followed:

Cadre Unit Criteria

I. Professors Department 1. Merit order in the selection for those who have joined

within the time specified for joining.

2. Those who joined after the joining time shall be the

juniors irrespective of merit order in the selections.

Between

Departments

and Colleges

1. Date of joining.

2. Between/among those who joined on the same date,

those who have put in longer service in lower cadres in

the University will gain preference.

3. Even if the date of joining and the service they have put

in are the same, the older in age shall be the senior.

II. Associate

Professors

Department/

College

1. Merit Order prepared based on rule of reservation/roster

points for all those who have reported to duty within the

joining time specified.

2. In the case of SC and ST candidates the seniority shall be

as per the roster even for the candidates who could not

join within the time specified for joining. For all others

the date of joining shall be the criterion for seniority.


224

3. Between and among those who joined on the same date,

those who put in longer service as Assistant Professor

in this University will gain preference in seniority.


in as Assistant Professors in the University are the same,

the older in age shall be the senior.

Between

Departments

and Colleges

1. Date of joining.

2. Between/among those who joined on the same date those

who have put in longer service in lower cadre in the

University will gain preference.


in are the same, the older in age shall be the senior.

III. Assistant

Professors

Department/

College

1. Merit order prepared based on the rule of reservation/

roster points for all those who have reported to duty

within the joining time specified.

2. In the case of SC and ST candidates, the seniority shall be

as per roster even for the candidates who could not join

within the time specified.

3. For all others the date of joining shall be the criterion.

Between

Departments

and Colleges

1. Date of joining.

2. If the date of joining is the same, the older in age shall be

the senior.

15. TESTS:

(i) The candidates appointed to the posts of Superintendents/ equivalent cadres on or after the

introduction of these rules shall have to pass Accounts Test Part-I for Executive Officers

to be conducted by the A.P. Public Service Commission (APPSC) within a period of two

years from the date of appointment in order to become eligible for promotion to the post of

Assistant Registrar.

(ii) Superintendents appointed prior to the introduction of these rules are eligible for

promotion as Assistant Registrars without passing the test referred to above, but shall not

be eligible for further promotion until they pass the test.

Provided that the rule is not applicable to those who have completed the age of 50 years on

the date of appointment as Assistant Registrars and also to persons already serving as

Assistant Registrars prior to the introduction of these rules.

(iii) (a) A candidate appointed to the service as Junior Assistant/JACT/Typist/equivalent

cadres by direct recruitment or promotion on or after the introduction of these rules shall

not be eligible for promotion to the posts of Senior Assistants/equivalent cadres unless

he/she has passed the Accounts Test Part-I for Subordinate Officers to be conducted by the

A.P. Public Service Commission or Office Test to be conducted by the University within a

period of two years from the date of appointment. The employees who pass in the Office

Test conducted by the University need not appear for the Accounts Test Part-I for

Subordinate Officers to be conducted by the APPSC.


225

(b) The syllabus, test methodology and evaluation procedures for the Office Test shall be

as decided by the Vice-Chancellor.

(iv) Junior Assistants appointed prior to the introduction of these rules are eligible for

promotion as Senior Assistants without passing the test referred to above, but they shall

not be eligible for further promotion until they pass the test.

Provided that the rule is not applicable to those who have completed the age of 45 years on

the date of appointment as Senior Assistants and also to persons already serving as Senior

Assistants prior to the introduction of these rules. Those who passed the Office Test

conducted by the University need not pass the Accounts Test conducted by the APPSC.

(v) The candidates appointed to the posts of Deputy Executive Engineer/equivalent cadres on

or after the introduction of these rules shall have to pass either the Accounts Test for PWD

Officers and Subordinates or APPSC Accounts Test Part-I for Executive Officers within

two years from the date of appointment in order to become eligible for promotion to the

cadre of University Engineer. A person who has already passed in the Test at AEE/AE

level is exempted from the operation of this rule.

(vi) A Deputy Executive Engineer appointed prior to the introduction of these rules is eligible

for promotion to the post of University Engineer without passing the test referred to above,

but he/she shall have to pass the test within a period of 3 years from the date of his/her

promotion as University Engineer. If he/she fails to pass the test within the prescribed

period of 3 years, his/her increment shall be postponed without cumulative effect until the

test is passed.

Provided that the rule is not applicable to a person who has completed the age of 50 years

on the date of appointment as University Engineer and also to a person already serving as

University Engineer prior to the introduction of these rules.

(vii) The candidates appointed to the posts of Assistant Executive Engineer/Assistant Engineer

by direct recruitment or promotion or by transfer on or after the introduction of these rules

shall have to pass either the Accounts Test for PWD Officers and Subordinates or APPSC

Accounts Test Part-I for Executive Officers within two years from the date of appointment

in order to become eligible for promotion to the cadre of Deputy Executive Engineer.

(viii) An Assistant Executive Engineer/Assistant Engineer appointed prior to the introduction

of these rules is eligible for promotion to the post of Deputy Executive Engineer without

passing the test referred to above, but shall not be eligible for further promotion until

he/she passes the test.

Provided that the rule is not applicable to persons who have completed the age of 45 years

on the date of appointment as Deputy Executive Engineer and also to persons already

serving as Deputy Executive Engineer prior to the introduction of these rules.

16. PROMOTION:


226

(i) No member of the University service shall be eligible for promotion from the category of

post to which he/she was appointed unless he/she has satisfactorily completed the period

of probation.

(ii) Promotions to all the posts shall be made on the grounds of merit and ability, seniority

being considered only where merit and ability are approximately equal. However, the rule

of reservation for SC/ST categories in promotions shall be strictly adhered to.

(iii)The promotees shall be required to report to duty within 15 days from the date of relief

failing which the order of promotion stands cancelled. However, such an employee will

be considered for future promotions subject to the condition that his/her seniority in the

promotion cadre shall be reckoned from the date of joining in the promotion post.

(iv) The details of sanctioned cadres/posts, methods of appointment (i.e., direct recruitment/

promotion/appointment by transfer), channels of promotion, qualifications, experience,

tests to be passed required for filling up the Non-Teaching Posts of the University are

given at Annexure-IV. The employees can be promoted to the next cadre as per the

channel/qualifications/experience/passing in tests indicated therein.

(v) The candidature of existing employees possessing the requisite qualifications and fitting

into the particular reservation category in the temporary roster be taken into consideration,

while making purely temporary/adhoc arrangements for filling up of the vacancies under

direct recruitment quota.

(vi) Automatic Advancement Scheme: The Automatic Advancement Scheme applicable to

Andhra Pradesh State Government employees shall apply to the Non-Teaching

employees of this University to relieve them from stagnation. The Executive Council may

adopt the Government Orders amending this scheme from time to time.

17. DIRECT RECRUITMENT:

(i) The vacancies for all the posts which have to be filled by direct recruitment shall be

advertised in the statewide news papers as well as notified to the State Level

Employment Exchange prescribing the fees to be paid and all the applications

received from the qualified candidates shall be consolidated and a written examination

conducted in the following subjects:

(a) Assistant Registrars: 1.Telugu or Hindi

(Advanced Standard) 2. English

3. General Knowledge

4. Computer Applications

5. Office Organization

(b) Senior Assistants : 1.Telugu or Hindi

(Higher Standard) 2. English



(c) Junior Assistants : 1.Telugu or Hindi

(Lower Standard) 2. English



227


(d) Steno-Typists : A Test in Shorthand, Typewriting, General

Knowledge and Computer Applications.

(e) Typists : A Test in Typewriting, General

Knowledge and Computer Applications.

(f) Other categories of : Oral Test (Interview)

Posts

(ii) The syllabus and texts for the above subjects (at different levels) shall be prescribed

by the University. Based on merit in the written test, candidates in the ratio of 1:10

shall be called for an oral test (interview) by the Selection Committee to be constituted

by the Vice-Chancellor and candidates shall be selected for appointment on the basis

of their performance in the written test and interview and by following the rule of

reservation. A panel of the selected candidates shall be prepared and appointments

made from the said panel after obtaining the physical fitness certificates and verifying

their antecedents.

18. SELECTION COMMITTEES:

(i) It shall be competent for the Vice-Chancellor to constitute a Selection Committee for

recruitment, selection or preparation of panels for appointment by direct recruitment or

promotion and to lay down the procedure to be adopted by such committee. The selection

committee shall consist of at least five members. The Registrar shall be the Ex-officio

Secretary of the Committee. The procedure for Selection Committees is provided at

Annexure-V and VI.

(ii) In respect of the Direct Recruitment category, the aggregate marks for the written test and

for performance at the interview shall be 75% and 25% respectively.

19. RECORD OF SERVICES:

(i) A service register shall be opened for every employee of the University within one month

from the date of his/her first entry into the University service.

(ii) In the service register, every step in the official life of the employee shall be recorded and

attested.

(iii) The date of birth once recorded, based on evidence, in the service register shall not be

changed.

(iv) Each entry of the service register shall be duly verified and attested by the competent

authority.

(v) Annual verification of service registers shall be undertaken in the month of April, as to

the correctness of entries made till 31st March of the preceding year and entry to that

effect be made by the Officer concerned.

(vi) The name of the Nominee (s) of every employee shall be obtained in the prescribed form

and recorded in the Service Register.

(vii) A photo copy of one‘s Service Register can be given to an employee on request.

20. EMPLOYEES‘ AUTHORIZED ABSENCE FROM DUTY: (i) The absence of a member of

the University service from duty in such service, whether on leave or on foreign service or on

deputation or for any other reason and whether his/her lien on a post borne on the cadre of


228

such service is suspended or not, shall not, if he/she is otherwise fit, render him/her ineligible

on his/her return-

(a) For re-appointment to a substantive or officiating vacancy in the class, category, or post in

which he/she may be a probationer or an approved probationer; and

(b) For promotion from a lower to higher category in such service.

(ii) However, such an authorized absence of any employee of the University shall not exceed

five years, except in cases where Government/other University/Institution consider

his/her services necessary beyond five years.

21. SPECIAL REPRESENTATION IN RESPECT OF S.C., S.T., B.C., P.H., ETC.:

The rules of special representation (rule of reservation) in appointments prescribed by the

Government of Andhra Pradesh from time to time in respect of Scheduled Castes, Scheduled

Tribes, Backward Classes, Physically Handicapped, etc., as adopted by the Executive Council

of the University, shall be made applicable to the University.

22. SERVICE CONTRACT:

(i) Every University employee including teachers shall be appointed under a written

contract in the prescribed form as required under Sections 39 and 40 of A.P.

Universities Act, 1991. The contract shall be lodged with the Registrar and a

copy thereof shall be furnished to the employee concerned.

(ii) The service contract shall be executed within one month of the date of

employee‘s joining duty failing which he/she shall have no claim for pay and

allowances. The proforma for Service Contract is given as Annexure-VII.

(iii) When an employee in a lower grade of pay is appointed to a higher grade, he/she

shall be required to execute a fresh contract.

23. FOREIGN SERVICE/DEPUTATION:

(i) Foreign Service for the purpose of this regulation means the service rendered by an

employee of this University under any other employer / University or vice-versa.

(ii) Under no circumstances shall, an employee who is not an approved probationer, be

deputed to Foreign Service.

(iii) No order of transfer to Foreign Service shall be issued without the previous approval of

the appointing authority.

(iv) No University employee may be transferred to Foreign Service against his/her will.

(v) University Employee in Foreign Service will draw pay from the foreign employer from

the date on which he/she relinquished charge of his/her post in the University service.

(vi) Leave salary and pension contribution shall be paid by the foreign employer at the

rates prescribed by the GoAP from time to time. It shall be the responsibility of the

employee to ensure the timely payment of such contribution.

(vii) The travelling allowance of a University employee both in respect of journey on

transfer to Foreign Service and the journey on return there from to University service

shall be borne by the foreign employer.

(viii) Executive Council is the competent authority to approve proposals for Deputation/

Foreign Service.


229

(ix) No University employee on Foreign Service shall accept a pension/gratuity from the

foreign employer in respect of such service without the knowledge of the University.

(x) A University employee in Foreign Service shall not be granted leave otherwise than in

accordance with leave rules of the University as applicable to his/her cadre and shall

not take leave or receive leave salary from the University unless he/she goes on such

leave.

(xi) On the return of a University employee from Foreign Service, his/her pay will cease to

be paid by the foreign employer, and the payment of leave salary and pension

contribution will be discontinued with effect from the date of return.

(xii) Employees to Foreign Service shall be permitted to encash leave as per rules of the

University. The foreign employer shall initially bear the expenditure and get the

expenditure reimbursed.

(xiii) No deputation of University employees should be permitted to any private organization

whether or not such deputation is in public interest. Further, any University Employee

seeking employment in any private organization should resign from the University

service.

(xiv) Foreign Service including service on deputation does not count for probation in the

parent department.

(xv) However, the total period of such deputation or foreign service shall not exceed five

years (2+1+1+1) in the entire service of an employee.

(xvi) Employees on deputation/foreign service shall be entitled for sanction of notional

increments for such period.

(xvii) Employees of any other University, institution or organization may be appointed for

any post of this University, whenever necessary for a limited period of not exceeding

two years at a time with the prior approval of the Executive Council. After that they

may be granted extension on year-wise basis not exceeding a total period of five years

if the Executive Council deems it necessary.

24. SANCTION OF LEAVE ON LIEN:

Definition of Lien: Lien means the title of an employee to hold substantively, either immediately or on the termination of a period or periods of absence, a permanent post including a tenure post to which he/she has been appointed substantively.

A University employee on substantive appointment to any permanent post acquires a lien on that post and ceases to hold any lien previously acquired on any other post. Applications from the University employees (Teaching or Non-Teaching) for grant of lien for taking up studies/assignments/employment in other institutions may be dealt with under the following categories: (a) Academic, (b) Non-Academic.

(a) Academic: Applications under academic may be classified as follows: (i) For pursuing postgraduate studies or pursuing Ph.D. either in India or abroad, (ii) For pursuing post-doctoral studies either in India or abroad.

(b) Non-Academic: Applications under non-academic may be classified as follows: (i) For

undertaking assignments /employment elsewhere either in India or abroad, (ii) For undertaking

assignments/employment in State Government or Central Government in India.

(c) Rules for academic purposes subject to the General Rules given hereunder: (i) The

employee should have put in a minimum of five years experience in the University. (ii) In the case of request for grant of lien to take up postgraduate studies/Ph.D. the period of lien granted shall be


230

for the actual period of study or for a period of two years whichever is less. Further extension of leave on lien may be granted for a period of one year on merits of each case subject to a total period of three years at a stretch. (iii) In the case of request for grant of leave on lien for postdoctoral studies, the period of leave on lien granted shall be for one year extendable by another year on the merits of the case. (iv) Request for extension of leave on lien shall be considered on submission of satisfactory reports on the progress of the work done issued by the Chairperson/Dean of the Department or Head of the Institution concerned. (v) After return, the employee should submit a report on the work done during the leave on lien period.

(d) Rules for Non-Academic purposes subject to the general rules given hereunder: (i) The

employees should have put in not less than ten years experience in the University. (ii) The leave on lien granted for this purpose shall be for two years at a time subject to the condition that the total period of leave on lien granted shall not exceed 1/5th of the total service rendered by the employee in the University and shall not be for more than two years at a stretch. (iii) Request for extension of leave on lien shall be considered on the submission of satisfactory evidence from the employer concerned.

(e) General Rules for Sanction of Leave on Lien: (i) The employee should be a permanent

employee in the University working in a substantive post. No teacher who has been appointed specifically to teach a specialized subject shall be considered for lien, unless a substitute is available in the department. (ii) No teacher, who has a scheme on hand for which funds have been received from the University or from outside funding agencies, shall be relieved on lien for accepting the assignment/service until completion of the scheme or alternative arrangements are made by the appropriate authorities and approved by the funding agencies. (iii) No teacher under whom Research Scholars are working shall be considered for leave on lien unless alternative arrangements are made for the Research Scholars. (iv) All applications for sanction of leave on lien or extension of the same should be submitted sufficiently in advance through proper channel along with the supporting documents indicating the purpose for which the leave on lien is sought for. (v) Leave on lien shall be granted on the merits of each case but not as a matter right. Not more than 1/5th of the staff members of a department are eligible for leave on lien at any one time. Among the applicants for sanction of leave on lien from a department/office, preference may be given to those who are seeking leave on lien for the first time and for the academic purposes. Other things being equal, applications shall be processed on first-come-first-served basis. (vi) Employees who are proceeding on leave on lien and who are provided with financial assistance during the period of leave on lien by the University should execute a bond giving an undertaking to serve the University on the expiry of leave on lien for a period equal to the period of leave on lien granted. No employee during the period of obligation to serve the University under the bond is eligible for sanction of leave on lien again, until he/she completes the period of service in the University as specified in the bond unless the teacher gives an undertaking to forego the accrued benefits of leave on lien including the financial assistance. (vii) If an employee granted leave on lien desires to avail the same for another purpose he/she should obtain prior approval of the University after submitting the necessary documents. (viii) Every employee proceeding on leave on lien should report back to the University on expiry of the same. If he/she does not do so or fails to pay the stipulated amount to the University, suitable action will be taken as per the rules in force and that may be amended from time to time. (ix) Any employee granted leave on lien shall pay to the University the leave salary and pension contribution at the rates prescribed by the Government from time to time and the period of authorized leave on lien shall count for the counting of service for retirement benefits. The employee on such leave on lien shall be entitled for the sanction of notional increments for such period.

(f) The Executive Council is the competent authority to grant leave on lien.

25. TRAINING:

(i) Candidates appointed by direct recruitment to the posts of Junior Assistant, Senior Assistant

and Assistant Registrar shall, immediately after joining service, undergo training for a period of


231

two months in different departments/offices of the University in the manner prescribed by the

Vice-chancellor so as to enable them to acquaint with different kinds of work and to acclimatize

themselves to the University environment. At the end of the training, he/she will be given the

posting. Internal candidates selected under direct recruitment category need not undergo this

training.

(ii) The University shall ensure that every employee of the University in the non-teaching cadres

undergoes at least one training session every year in one of the following areas: (i) attitudinal

training, (ii) on the job training and (iii) training in additional skills such as computerization,

advanced computing, language skills, etc. The Establishment wing shall undertake activity

pertaining to conducting these training programs in collaboration with the Center for Human

Resource Development, Acharya Nagarjuna University. Necessary financial provision shall be

made for this purpose in the University Budget.

(iii) The University shall make similar arrangements for conducting training programs for

University teachers, whenever found necessary, to enable them to acquire teaching

orientation/latest concepts/additional skills.

(iv) The persons appointed as Deputy Executive Engineers by way of appointment by transfer, as

Assistant Executive Engineer by direct recruitment or promotion or by transfer and as Assistant

Engineers by direct recruitment or promotion or by transfer shall undergo, immediately after

joining the said post, a course of training for a period of three months as per such programme and

syllabus as may be prescribed. The University may conduct this training in collaboration with the

Department of Roads and Buildings, Government of Andhra Pradesh. A person who has

undergone training once need not undergo the same in a higher cadre.

(v) All the above rules relating to Training shall apply to the persons appointed to the posts

indicated above after the introduction of these rules.

26. RESIGNATION:

(i) A University employee may resign from the service on the University and the acceptance

of his/her resignation by the appointing authority is subject to the fulfillment of the condition

that the employee may by resignation terminate his/her services by giving three months

notice or on payment of salary in lieu of notice and shall take effect:

(a) In case he is on duty, from the date on which he/she is relieved of his/her duties in

pursuance of such acceptance.

(b) In case he/she is on leave, from the date of communication of such acceptance to the

employee or from such other date as the said authority may specify:

Provided that a resignation of a University employee who is placed under suspension

from service, pending investigation or enquiry into grave charges or who is deemed to

have been suspended under the Discipline and Appeal Rules of the University shall

not be accepted during the period of such suspension.


232

Provided further that the employee may withdraw his/her resignation before it takes

effect.

(ii) No withdrawal of resignation shall be permitted except with the sanction of the

Executive Council, after the date of its actual acceptance by the appointing authority.

(iii) A member of a University service shall, if he resigns, forfeit not only the service

rendered by him in the particular post held by him at the time of resignation but all

his previous service under the University. He/she shall not be entitled to any terminal

benefits such as leave salary, pension, gratuity, etc.

(iv) The reappointment of such person to the service shall be treated in the same way as a first

appointment to the service by direct recruitment and all rules governing such appointment

shall apply and on such reappointment shall not entitle him/her to count any portion of

his/her previous service for any benefit or concession admissible under any rule or order

of the University.

(v) Employees who join the employment of another University/Institution while holding lien

on their post in the parent University can submit technical resignation seeking to

terminate their lien on the parent University post so as to get absorbed into the service of

such other University/Institution in which case the accrued service/pensionary benefits in

the parent University will not be forfeited.

27. RETIREMENT:

(i) The rules of retirement of Non-teaching staff shall be as prescribed in the A.P. Revised

Pension Rules 1980 as amended from time to time.

(ii) The rules of retirement of University Teachers shall be as prescribed in the A.P. Universities

Teachers‘ Pension Rules 1992 as amended from time to time.

(iii)With reference to the employees, whether Teaching or Non-Teaching, who are appointed,

after 01-09-2004, the Contributory Pension Scheme prescribed by the A.P. State Government

as amended from time to time shall apply.

28. TERMINATION OF SERVICES:

(i) The University shall have the right to terminate the appointment of any permanent

employee of the University for reason of want of vacancy, abolition of post, and such other

reasons by giving notice of three months before the date of termination of appointment or by

paying an amount equal to the salary of three months without giving any notice:

Provided that, if the termination is effected during the period of notice of three months the

employee shall be paid such pay and allowances as might be admissible to him/her for the

unexpired portion of the notice of three months.

(ii) It shall be competent for the appointing authority to terminate the services of any

employee of the University, if it is satisfied on the report of a Medical Board or Medical


233

Officer, as the case may be, appointed by the appointing authority for the purpose, that the

employee is incapacitated or seriously afflicted with an illness and he/she is likely to continue

to be so incapacitated or ill to be incapable of discharging his/her duties by reason of such

incapacity or ill health. An employee so discharged from service of the University shall not

be entitled to any damages or compensation whatsoever. It shall, however, be competent for

the Executive Council to grant a lump sum amount on compassionate grounds if such an

employee is not entitled for pension as per the rules of the University.

29. The Executive Council may formulate service conditions in respect of persons working

(teaching and non-teaching) in the University outside the sanctioned posts on purely

temporary basis.


234

8.4 PAY AND ALLOWANCES

1. DRAWING OF PAY AND ALLOWANCES:

All the members of the University service, both teaching and non-teaching, shall be entitled to

such emoluments (basic pay, dearness allowances, HRA, etc.) as determined by the Executive

Council on the basis of the orders issued by the Government of Andhra Pradesh from time to

time.

(i) A University employee will begin to draw the pay and allowances attached to the post

with effect from the date on which he/she assumes the duties of that post and shall

cease to draw them as soon as he/she ceases to discharge those duties.

(ii) In the case of assumption of duties on the afternoon, the pay and allowances shall be

drawn from the following day.

2. FIXATION OF PAY: It shall be competent for the appointing authority to fix the initial pay

of a person appointed to the post.

(i) All new appointments shall ordinarily be made on the minimum of the time scale

attached to the post.

(ii) If the employee holds a lien on a permanent post, other than a tenure post, or would

hold a lien on such a post had his lien not been suspended:

(a) When appointment to the new post involves the assumption of duties or

responsibilities of greater importance than those attaching to such permanent post,

he/she will draw as initial pay the stage of the time scale next above his substantive

pay in respect of the old post.

(b) When appointment to the new post does not involve such assumption he/she will

draw as initial pay the stage of the time scale which is equal to his substantive pay

in respect of the old post, or if there is no such stage, the stage next below that pay

plus personal pay equal to the difference.

(iii)In order to remove the anomaly of a University employee promoted or appointed to a

higher post and drawing a lower rate of pay in that post than another University

employee junior to him/her in the lower post and promoted or appointed subsequently

to another identical post, in all such cases, the pay of the senior in the higher post

should be stepped up to a figure equal to the pay as fixed for the junior in that higher

post subject to the conditions that –

(a) both the employees should belong to the same cadre.

(b) their scale of pay should be identical.

(c) the anomaly should be directly as a result of implementation of this rule. If in the

lower post the junior employee draws from time to time a higher rate of pay than the

senior by virtue of grant of advance increments etc., the pay of the senior employee

need not be stepped up.


235

(d) For settlement of the cases of stepping up of pay of senior employees on par with the

pay of their juniors as per rules, the request/representation of the senior employees

must be received up to a period of five years after the promotion of their juniors.

Under no circumstances, such representations beyond five years after the promotion of

their juniors can be allowed.

3. CHANGE OF POST TREATED AS TRANSFER: The holder of a post, the pay of which

is changed, shall be treated as if he/she were transferred to a new post on the new pay and

his/her pay in the new time-scale be fixed in accordance with the principle laid down in

clause 2 (ii)(a) above provided that he/she may at his/her option retain his/her old pay until the

date on which he/she earns his/her next or any subsequent increment on the old scale, or until

he/she vacates his/her post or ceases to draw pay on that time scale. The option once

exercised is final.

4. RULES RELATING TO INCREMENTS:

(i) Service for increment: (a) All duty in a post on a time scale counts for increments in that

time scale. Service in another post, whether in a substantive or officiating capacity,

service on deputation and leave other than extraordinary leave, count for increments in the

time scale applicable to the post.

Provided, the Executive Council shall have the power to direct that extraordinary leave

shall be counted for purposes of increment when it is taken for the purposes specified in

the Leave Rules included in these Regulations.

(b) In the case of teachers or other employees of the University appointed temporarily or in an

officiating capacity, approved, continuous, temporary or officiating service in any post,

may count for increment in the time scale in which the temporary or officiating

appointment is made.

(c) Probation shall not be a bar to increments. Annual increments may be granted to officers,

teachers and employees of the University appointed on probation, after the completion of

one year‘s satisfactory service.

(ii) Service in higher post counts for increment in the lower post: If a University employee,

while officiating in a post or holding a temporary post on a time scale of pay, is appointed to

officiate in a higher post or to hold a higher temporary post, his/her officiating or temporary

service in the higher post shall, if he/she is reappointed to the lower post, count for increment

in the time scale applicable to such lower post.

(iii) Increment how drawn: To the first bill in which a periodical increment is drawn for an

employee of the University, shall be attached an increment certificate, signed by the Officer or

member of the staff authorized to sanction the increment as detailed below:


236

Category of Staff and Department/Office where working to whom

the Increment may be sanctioned

Sanctioning

Authority

1. Rector, Principal/Special Officer, Professors, Registrar,

Librarian, Director of Physical Education, Dean-CDC,

Associate Professors, Assistant Professors, Finance Officer,

Joint Registrar and any other equivalent cadre.

2. University Engineer, University Medical Officer, Controller of

Examinations, Deputy Registrars, Assistant Registrars, Deputy

Executive Engineers, AEE and AE and any other equivalent

cadre.

3. Superintendents, Ministerial Staff, Engineering Staff, Technical

Staff not covered above, Last Grade Service and any other

equivalent cadre.

Vice-Chancellor

Registrar

Joint Registrar/

Deputy Registrar (Estt.)

(iv) Power to suspend or withhold increment:

The power to suspend, postpone or withhold the increment with or without cumulative

effect of any employee of the University shall be vested with the Vice-Chancellor. In

ordering the withholding of an increment, the withholding authority shall state the period

for which it is withheld and whether the postponement shall have the effect of postponing

future increments.

(v) Advance Increment:

The appointing authority may grant, at the time of appointment, advance increment(s) not

exceeding five to University employees on a time scale of pay based on the

recommendation of the Selection Committee.

(vi) Reduction to a Lower grade or Post:

The Executive Council when ordering the reduction in rank of a University employee as a

penalty from a higher to a lower grade or post may allow him/her to draw any pay not

exceeding the maximum of the lower grade or post which it may think proper:

Provided that the pay allowed to be drawn by a University employee under this rule shall

not exceed the pay which he/she would have drawn by the operation of Rule 22 read with

clause (b) or clause (c), as the case may be, of Rule 26 of Fundamental Rules.

If a University employee is, on account of gross misconduct or inefficiency, reduced to a

lower grade or post or to a lower stage in his time scale, the competent authority when

ordering such reduction, shall state the period for which it shall be effective and whether,

on restoration, it shall operate to postpone the future increments and if so, to what extent.


237

(vii) Non-continuous service:

An officiating University employee who has no substantive appointment cannot count

non-continuous officiating service for increments in a time scale.

5. PAY AND ALLOWANCES DURING SUSPENSION, REMOVAL OR DISMISSAL:

(i) Pay and Allowances: The pay and allowances of a University employee who is

dismissed or removed from service cease from the date of such dismissal or

removal.

An employee under suspension pending enquiry shall not draw his pay and allowances

during the period of suspension but is entitled to a subsistence allowance at such rates as

the suspending authority may direct, but not exceeding one-half of the pay (drawn on the

date of suspension) with proportionate allowances of the party concerned on certification

that he/she is not engaged in any other employment, business, profession or vocation.

When the suspension of a University employee is held to have been unjustifiable or not

wholly justifiable, or when a University employee who is dismissed, removed or

suspended is reinstated, the appellate authority may grant to him/her for the period of

his/her absence from duty:

(a) If he/she is fully exonerated from the alleged misconduct, the full salary to which

he/she would have been entitled if he/she had not been dismissed, removed or

suspended.

(b) If otherwise, such proportion of such pay and allowances as the appellate authority

may prescribe.

In a case falling under clause (a) above, the period of absence from duty will be treated as

a period spent on duty. In a case falling under clause (b), it will not be treated as period

spent on duty, unless ordered by the appellate authority otherwise.

(ii) A University employee who has been committed to prison either for debt or on a criminal

charge shall be considered as under suspension from the date of his/her arrest, and

therefore entitled only to subsistence allowance until the termination of the proceedings

against him/her. If he/she is not dismissed or removed, subsequently, adjustment of

his/her pay and allowances shall be made according to the conditions and terms prescribed

above, the full amount being given only in the event of the employee being considered to

be acquitted of blame, or where if the imprisonment was for debt, it is proved that the

employee‘s liability arose from circumstances beyond his control.

(a) The amount of subsistence allowance, if any, already drawn, shall be deducted from

the pay and allowances or proportion of them which may be granted later.

(b) The grant of pay and allowances or a portion of them does not cancel any officiating

arrangements that may have been in force while the employee was under suspension not as

a punishment.


238

(iii) Leave during suspension: Leave shall not be granted to a University employee under

suspension.

(iv) Where suspension is awarded as a punishment, the employee is not entitled to any pay and

allowances for the period of suspension.

6. RE-EMPLOYMENT OF RETIRED EMPLOYEES:

The Executive Council shall have the power to reemploy in special cases, the employees

of the University including those belonging to last grade service, after attaining the age of

superannuation for a period of not exceeding 5 years, the reemployment being for one year at a

time subject to the following conditions:

(i) Service during the period of reemployment shall not count for purposes of increment and

Provident Fund. It shall, however, count for purposes of leave.

(ii) The employee shall be eligible to the pay and allowances drawn by him on the date of

superannuation.

(iii) If the reemployed person draws pension, the remuneration payable shall not exceed the

difference between the emoluments drawn at the time of retirement and the pension

amount he/she is drawing.

(iv) The Executive Council may also appoint retired teachers on reemployment basis on

consolidated pay or on payment of honorarium at the rates fixed by it.

7. The Executive Council may fix the remuneration, allowances, rate of daily wage, etc., as it

deems fit in respect of persons working (teaching and non-teaching) in the University outside

the sanctioned posts on purely temporary basis.


239

8.5 LEAVE RULES

1. These Regulations on Leave shall apply to all the employees except teachers who are governed

by separate Leave Rules contained in the Government Orders issued based on the

recommendations of the University Grants Commission and adopted by the Executive Council.

2. Leave how earned: Leave is earned by duty only. Duty for the purposes of leave does not include

any period of absence on any leave admissible under the leave rules but includes:

(i) any period of absence on casual leave during a continuous period spent on duty;

(ii) any period of absence on gazette holidays or other days declared to be holidays by a competent

authority during a continuous period spent on duty;

(iii) any period of absence on gazette holidays when permitted to be prefixed and suffixed to leave;

(iv) any period of absence during vacation either during a continuous period spent on duty or when

permitted to be prefixed or suffixed to leave;

(v) joining time;

(vi) such other periods as the Executive Council may treat as duty.

3. APPLICATIONS FOR SANCTION OF LEAVE:

(i) All leave applications shall be submitted through proper channel to the sanctioning authority

sufficiently in advance (other than casual leave) to take all necessary action in making alternate

arrangements for carrying on the work. It shall be clearly understood by the employees of the

University that leave will be granted to the extent eligible only where in the opinion of the

authority competent to grant leave such a grant does not prejudicially affect the work of the

University and the reasons for leave are satisfactory. No one shall avail himself/herself of leave

except with prior sanction, unless it be on medical grounds duly certified or for urgent reasons

to be fully explained to the satisfaction of the sanctioning authority. Disregarding this basic

procedure will be viewed seriously. A person leaving the station shall intimate to the Head of

the Department/Office in which he/she is working and shall also furnish his/her address during

the period of such absence.

(ii) Intimation of leave at credit: The order sanctioning earned leave/half-pay leave to a University

employee shall indicate the balance of such leave at his/her credit.

4. REFUSAL OR REVOCATION OF LEAVE: Leave cannot be claimed as a matter of

right. When the exigencies of University service so require, discretion to refuse or revoke

leave of any description is reserved to the authority empowered to grant it.


240

5. COMMENCEMENT OF LEAVE: Leave ordinarily begins on the day on which transfer of

charge is effected or the employee avails himself/herself of the leave sanctioned and ends on

the day preceding that on which charge is resumed.

6. SUFFIXING OR PREFIXING HOLIDAYS TO LEAVE: When the day immediately

preceding the day on which the leave of a University employee begins or immediately

following the day on which his/her leave or joining time expires is a holiday or one of series

of holidays, the University employee may leave the station at the close of the day before, or

return to it on the day following such holiday or series of holidays. If holidays are prefixed

to leave, the leave and any consequent re-arrangement of pay and allowances take effect from

the first day after the holidays. If holidays are suffixed to leave or joining time, the leave or

joining time is treated as having terminated on, and any consequent re-arrangement of pay

and allowances taken effect from, the day on which the leave or joining time would have

ended if holidays had not been suffixed.

When a University employee is certified medically fit for joining duty, holiday(s) if any,

succeeding the day he/she is so certified (including that day) shall automatically be allowed

to be suffixed to the leave and holiday(s) if any preceding the day he/she is so certified shall

be treated as part of the leave. When the certificate is of a date intervening the holidays, the

entire period of holidays may be treated as part of leave.

7. SERVICE WHILE ON LEAVE: A University employee while on leave may not take up

any other service or accept any employment without obtaining the previous sanction of the

Executive Council. This rule does not apply, however, to casual literary work or to serve as

an examiner or to similar assignment.

8. RECALL TO DUTY WHILE ON LEAVE: The authority which sanctions the leave or its

superior authority shall have the power to recall the University employee to duty before the

expiry of the period of leave. All orders recalling the University employee to duty before the

expiry of his/her leave shall state whether the return to duty is optional or compulsory. If the

return to duty is compulsory he/she is entitled to be treated as on duty from the date on which

he/she starts for the station to which he/she is posted, and to draw travelling allowance for the

journey. But until he/she joins his/her post, he/she is entitled to leave salary only. If the

return to duty is optional, he/she is not entitled to travelling allowance.

9. CANCELLATION OF LEAVE: A University employee on leave may not return to duty

before the expiry of the period of the leave granted to him, unless he/she is permitted to do so

by the authority which granted him/her leave. However, ordinarily he will be permitted to do

so, provided that if any arrangements have been made for the period of his/her leave which

would involve a pecuniary loss in the case of his/her premature return, he/she shall take upon

himself/herself such pecuniary liability. No formal cancellation order for the unexpired

portion of leave is necessary when a University employee returns to duty before the expiry of

his/her leave.

10. OVERSTAYAL OF LEAVE: In the case of any employee who remains absent after the end

of his/her leave, the period of such overstayal of leave should, unless the leave is extended by

the competent authority, be treated as follows:


241

(i) as leave on half pay on private affairs to the extent such leave is due unless the

overstayal is supported by medical certificate;

(ii) as leave on half pay on medical certificate to the extent such leave is due, if the

overstayal is supported by a medical certificate;

(iii) as extraordinary leave to the extent the period of half pay leave due on private affairs

and/or on Medical certificate falls short of the period of overstayal.

(iv) the employee is not entitled to leave salary during such overstayal of leave not covered

by an extension of leave by the competent authority.

11. TIME LIMIT FOR CONTINUOUS LEAVE:

(i) Unless the Executive Council in view of the exceptional circumstances of the case

otherwise determine, no University employee shall be granted leave of any kind for

a continuous period exceeding five years.

(ii) Willful absence from duty after the expiry of leave may be treated as misbehavior which

attracts disciplinary action.

(iii)Willful absence from duty not covered by grant of any leave will be treated as ‗dies-

non‘ for all purposes, viz., increment, leave and pension.

(iv) Any kind of leave (except casual leave and special casual leave) admissible under these

rules may be granted in combination with any other kind of leave so admissible or in

continuation of leave already taken whether of the same or of any other kind.

12. LEAVE ON RETIREMENT: The leave account of an employee shall be settled at least one

day prior to his/her retirement as per rules.

13. KINDS OF LEAVE: Leave may be of the following kinds:

(i) Casual Leave

(ii) Special Casual Leave

(iii) Compensatory Leave

(iv) Duty Leave (On Duty)

(v) Earned Leave on full pay

(vi) Half-pay Leave

(vii) Commuted Leave

(viii) Leave not due

(ix) Extraordinary Leave on loss of pay

(x) Study Leave

(xi) Medical Leave

(xii) Paternity Leave

(xiii) Special Disability Leave


242

14. CASUAL LEAVE:

Every regular employee including probationers belonging to non-vacation Departments/Offices is

entitled for 20 days of casual leave per calendar year without any provision for optional holidays. Casual

leave may be reckoned in terms of full day or half day for purposes of debit in the account.

Casual leave may be taken in one or more installments as the applicant desires, but such leave may

not be granted for more than five days inclusive of holidays at a time in the case of teachers. In the case

of others, casual leave may not be granted for more than seven days exclusive of Sundays or holidays at a

time provided that no period of absence from duty shall exceed ten days. Casual leave cannot be

accumulated and shall not be combined with any other kind of leave or vacation but it may be combined

in any manner with Sundays and other authorized holidays subject to the limitations prescribed above.

15. SPECIAL CASUAL LEAVE:

(a) Special Casual Leave not counting against ordinary casual leave may be granted to a

University employee in the following circumstances:

(i) When he/she is detained in a plague camp on the way to rejoin duty.

(ii) When he/she, on the way to rejoin duty, is held up at a place due to civil disturbances,

natural calamities or other factors entirely beyond his/her control.

(iii)When he/she is summoned to serve as an assessor or to give evidence before a court as

a witness in civil and criminal cases in which his/her private interests are not in issue:

The leave to cover the total period of absence necessary.

(b) In the cases coming under (a) above, when the absence from duty exceeds the period which

may be reasonably treated as casual leave under the discretion vested in the sanctioning

authority, the University employee may be granted for the entire period of absence such regular

leave with leave salary as may be due to him/her and thereafter extraordinary leave.

(c) In addition, special casual leave to the extent mentioned below may also be granted for

undergoing family planning operation:

Category No. of Days of Leave

Male – Vasectomy 6 working days

Second operation 6 working days

Female – Tubectomy 14 working days

Male – for Tubectomy of wife 7 working days

Second operation 14/7 working days

Female – Salpingectomy after medical

termination of pregnancy

14 working days

Male for above operation of wife 7 working days

Insertion of intrauterine contraceptive 1 day


243

Note: Leave for second operation is permitted when the Doctor certifies that the first operation

was a failure. Additional special casual leave beyond above limits can be given on

account of post operation complications subject to production of medical certificate.

(d) Special casual leave cannot be accumulated, nor can it be combined with any other kind of

leave except casual leave. It may be granted in combination with holidays or vacation.

16. COMPENSATORY LEAVE:

A University employee who is called on to attend to office on public holiday to keep ordinary turn

duty/due to exigencies of work shall be granted compensatory leave not more than ten days in a

calendar year and no such leave shall be taken after the expiry of six months from the public holiday

for which it is substituted.

17. DUTY LEAVE (ON DUTY):

(i) Duty leave may be granted:

(a) For performing administrative or academic or any other duty assigned by the

University to any member of Teaching or Non-Teaching staff of the University in

which case duty leave will be sanctioned as per the number of days required.

(b) To the Office bearers of recognized Service Associations for attending State/

Regional/National conferences/meetings of such Associations. Number of persons to

be deputed and number of days of ‗on duty‘ to be sanctioned shall be as decided by

the competent authority.

(c) To the personnel of the Department of Physical Education and Sports for attending this

sports events/tournaments of IUT/State/Regional/National/International level and for

attending the meetings of Sports Associations/Authorities.

(ii) The duration of leave should be such as may be considered necessary by the sanctioning

authority on each occasion.

(iii)The leave may be granted on full pay.

(iv) Duty leave may be combined with earned leave, half pay leave or extraordinary leave.

(v) Duty leave must be availed only after obtaining prior approval from the sanctioning authority.

18. EARNED LEAVE ON FULL PAY:

All regular employees, other than teachers who are declared as vacation staff, earn leave as indicated

below:

(a) The leave account of all regular employees (approved probationers) should be credited

with 30 days earned leave, in two installments, 15 days each on the 1st January and 1

st July

every year. The employees on probation shall be entitled to Earned Leave at the rate of 8

days for every six months. After declaration of probation, his/her earned leave will be

recast on par with regular employees with effect from the date of commencement of

probation.

(b) The leave at credit of the employees at the close of the previous half year shall be

carried forward to the next half year subject to the leave so carried forward plus the credit

for that half year shall not exceed the maximum limit of 300 days in respect of regular

University employees.

(c) The credit afforded under clause (b) shall be reduced by 1/10th

of the period of extra-


244

ordinary leave only availed during the previous half year subject to a maximum of

15 days.

NOTE:

(i) When an employee is appointed on or after 1st January or 1

st July of a year earned leave should be

credited to the leave account at the rate of 2 ½ days for each completed month of service which

he/she is likely to render in the calendar half year in which he/she is appointed. e.g., if he/she is

appointed on 13th

March, the number of completed months of his/her service in that half year will be

3 and credit will be 3 x 5/2 = 7 ½ days rounded to 8 days. If he/she is appointed on 20th

April the

number of completed months will be only 2 and credit will be 2 x 5/2 = 5 days.

(ii) The credit for the half year in which an employee is due to retire or resigns from the service, shall

be afforded only at the rate of 2 ½ days per completed month in that half year up to the date of

retirement or resignation. If in the case of a University employee who resigns from the service the

leave already availed of is more than the credit so due to him/her, necessary adjustment should be

made in respect of leave salary overdrawn, if any.

(d) The maximum earned leave that can be granted at any time shall not exceed 180 days.

(e) Vacation may be availed of in combination with or in continuation of any kind of leave

admissible under these rules. Total duration of vacation, earned leave and leave on half

pay commuted on medical certificate and/or half pay leave on private affairs taken in

conjunction shall not exceed 180 days.

19. HALF PAY LEAVE:

(a) The half pay leave admissible to an employee on successful completion of initial probation for

each completed year of service is twenty days. The half pay leave is admissible in respect of

periods spent on duty and on leave including extra-ordinary leave.

(b) The half pay leave due may be granted to any employee on medical certificate. In the case of

permanent employees leave may be granted on private affairs also. In respect of probationers half

pay leave on medical certificate may be granted after putting in 2 years of service.

(c) A permanent employee or an approved probationer may be granted leave on medical certificate

for the treatment of Tuberculosis or Leprosy provided that a medical certificate from the Medical

Officer of a recognised Sanatorium, in the case of those undergoing treatment in a recognised

sanatorium, is produced. The prospect of returning to duty on the expiry of the leave should be

assessed on the basis of the certificate given by the appropriate medical authority.

20. COMMUTED LEAVE: Commuted leave not exceeding half the amount of half pay leave due

may be granted on a Medical Certificate to an employee subject to the following conditions:

(a) Commuted leave availed during the entire service shall be limited to a maximum of 240 (two

hundred and forty) days.

(b) When commuted leave is granted, twice the amount of such leave shall be debited

against the half pay leave due.


245

Provided, that no commuted leave may be granted under this rule unless the authority competent to

sanction leave has reason to believe that the employee will return to duty on its expiry.

NOTE:

(i) When commuted leave is granted to an employee under this rule and when the employee

intends to retire or resigns subsequently, the commuted leave should be converted to half pay

leave and the difference between the leave salary in respect of commuted leave and half pay

leave should be recovered from him/her. An undertaking to this effect should therefore be

taken from the employee whenever commuted leave is sanctioned to him/her.

(ii) In all cases of resignation or voluntary retirement refund of excess leave salary should be

enforced, while in cases where he/she is compulsorily retired by reason of ill health

incapacitating him/her from further service or in public interest, and if he/she dies before

resuming his/her duty, no refund should be enforced.

21. LEAVE NOT DUE: Leave not due may be granted to a permanent employee only on medical

certificate for a period not exceeding 180 days during the entire service. Such leave will be

debited against the half pay leave the employee may earn subsequently. The following norms be

followed:

(i) Leave not due should be granted only if the authority empowered to sanction leave is satisfied

that there is a reasonable prospect of the employee returning to duty on the expiry of the leave

and it should be limited to half pay leave the employee is likely to earn thereafter.

(ii) When an employee who has been granted leave not due under this clause applies for

permission to retire voluntarily, the leave not due shall, if the permission is granted, be

cancelled. In such cases the retirement shall have effect from the date on which such leave

commenced. An undertaking to this effect should therefore be taken from the employee who

avails the leave not due. The question whether an employee should be called upon to refund

the amount of leave salary should be decided on the merits of each case, e.g. if the retirement

is voluntary, refund should be enforced, if it is unavoidable by reasons of ill health

incapacitating him/her for further service, no refund need be insisted upon.

(iii)When leave not due is granted to an employee under the above rule and he/she applies for

permission to retire voluntarily or resigns of his/her own volition at any time after returning to

duty, the question of refund of leave salary in respect of leave not due already availed before

return to duty shall, to the extent it has not been subsequently wiped off, be treated in the same

way as laid down in the preceding paragraph.

(iv) In cases where an employee is compulsorily retired from service as a measure of penalty

under Discipline and Appeal Rules of the University, the recovery need not be insisted upon.

22. EXTRAORDINARY LEAVE ON LOSS OF PAY:

(A) Extraordinary leave on loss of pay may be granted to a permanent employee in special

circumstances:

(i) When no other leave is admissible under these rules, or


246

(ii) When other leave being admissible, the employee concerned applies in writing for the grant of

extraordinary leave. Such leave is not debited against the leave account. No leave salary is

admissible during such leave.

(iii)Extraordinary leave shall always be without pay and allowances. Extraordinary leave shall

not count for increment except in the following cases:

(a) Leave taken on the basis of medical certificates;

(b) Cases where the Vice-Chancellor is satisfied that the leave was taken due to causes

beyond the control of the employee, such as inability to join or rejoin duty due to civil

commotion or a natural calamity, provided the employee has no other kind of leave to

his/her credit;

(c) Leave taken for pursuing higher studies; and

(d) Leave granted to accept an invitation to a teaching post or fellowship or research-cum-

teaching post or an assignment for technical or academic work of importance.

Provided that such counting of extraordinary leave for purpose of increments as per (iii)

above shall be limited to a maximum period of 36 months and provided further that in case of

availing of extraordinary leave for purpose of higher studies, counting of the period for

increments shall be subject to the condition that the candidate shall work in the University on his

return from leave for a period of 36 months or period of leave availed whichever is less.

(iv) Extraordinary leave may be combined with any other leave except casual leave and special

casual leave, provided that the total period of continuous absence from duty on leave

(including periods of vacation when such vacation is taken in conjunction with leave) shall not

exceed three years except in cases where leave is taken on medical certificate. The total

period of absence from duty shall in no case exceed five years in the full working life of the

individual.

(v) The authority empowered to grant leave may commute retrospectively periods of absence

without leave into extraordinary leave.

(B) In the case of Probationers the duration of extraordinary leave on any one occasion shall not

exceed –

(i) Three months;

(ii) Six months in cases where the employee completes three years continuous service on the

date of expiry of leave of the kind due and admissible under the rules (including three

months extraordinary leave under (i) above) and his/her request for such leave is supported

by a medical certificate as required under the rules;

(iii)Eighteen months where the employee is undergoing treatment for:-

(a) Pulmonary tuberculosis (or Pleurisy of tubercular origin) on production of a certificate from a

T.B. specialist; or

(b) Tuberculosis of any other part of the body on production of a certificate from a qualified

tuberculosis specialist or a Civil Surgeon; or

(c) Leprosy in a recognised Leprosy institution or by a Civil Surgeon or a specialist in Leprosy on

production of a certificate to this effect.


247

NOTE: The concession of extraordinary leave upto eighteen months under this sub-rule will be

admissible only to those employees who have been in continuous service in the University for a

period exceeding one year.

(iv) Twelve months where the employee is undergoing treatment for Cancer or for mental

illness in an institution recognised for the treatment of such diseases or is so certified by a

Civil Surgeon or a specialist in such diseases.

(v) Twenty four months where the leave is required for the purpose of prosecuting studies

certified to be in the interest of the University.

Provided, that the employee has completed three years of continuous service on the date of expiry of

leave of the kind due and admissible under the rules (including three months extraordinary leave

under item B (i) above).

NOTE: This concession will be admissible only to those employees who have been in continuous

University service for a period exceeding one year.

The grant of leave to a probationer shall be subject to the condition that but for the grant of the leave,

he would have continued to hold a post in the University service until the expiry of leave.

23. STUDY LEAVE:

(a) Study leave may be granted to approved probationers with at least three years of continuous

service.

(b) Study leave may be granted by the Executive Council to the teachers (who are governed by

separate leave rules as mentioned above) of the University and in special cases to the employees

other than teachers on such terms and conditions as may be prescribed by it to enable the

employees to study or undertake research in scientific and technical, linguistics or other problems

or to undergo special course of training or to make a special study of the various aspects of

University organization and methods of education. The grant of study leave should be made with

due regard to the exigencies of University service. Such leave is not debitable to leave account.

Study leave sanctioned shall lapse if not availed within 12 months from the date of sanction.

However, such employee may apply afresh for study leave.

(c) The study leave shall not be granted for more than three years in one spell, save in very

exceptional circumstances in which the Executive Council is satisfied that such extension is

unavoidable on academic grounds and necessary in the interest of the University. In case the

course of study falls short of study leave sanctioned, the employee shall resume duty immediately

on the conclusion of such course of study, unless prior approval of the Executive Council to treat

the period of shortfall as ordinary leave has been obtained.

(d) Subject to the maximum period of absence from duty on leave not exceeding three years study

leave may be combined with earned leave, half pay leave, extraordinary leave or vacation,

provided that the earned leave at the credit of the employee shall be availed of at the discretion of

the employee.


248

(e) Study Leave cannot be claimed as a matter of right and the Executive Council may, at its

discretion, refuse to grant study leave to any employee without assigning reasons. The Executive

Council may terminate the study leave for reasons of unsatisfactory work by giving two months

notice in which case the employee will have to pay back the amounts, if any, due to the University

as decided by the Executive Council.

(f) Study leave may be granted not more than twice during one‘s career. However, the maximum of

study leave admissible during the entire service should not exceed five years.

(g) An employee who has been granted study leave should execute a bond binding him/her to serve

the University on return from leave for a continuous period of at least three years and in default

pay a sum equivalent to the entire leave salary paid to him/her during such study leave.

(h) Employees who are granted study leave are ordinarily required to meet the cost of fees paid for

courses of study.

(i) Study Leave will count as service for sanction of notional increments, promotion, pension and

contributory pension but not for leave, provided the employee joins the University on the expiry

of his/her study leave. It will not affect any leave which may already be due to an employee.

(j) An employee who is selected to a higher post during study leave will be placed in that position

(through paper promotion in the case of employees other than teachers) and get the higher scale

after joining the post subject to such joining time as may be fixed for this purpose by the

appointing authority.

(k) Study leave may be granted on full pay up to two years extendable by one year at the discretion of

the University based on satisfactoriness of the progress of work and timely submission of six-

monthly progress reports subject to taking into account the amount of scholarship or fellowship or

any other financial assistance awarded to the employee on study leave, if it exceeds a specified

amount to be determined from time to time based on the cost of living in the country of study, in

determining the pay and allowances on which the study leave may be granted. In the case of an

Indian fellowship which exceeds the salary of the employee, the salary would be forfeited.

(l) The study leave shall not be granted to an employee who is due to retired within five years of the

date on which he/she is expected to return to duty after the expiry of study leave.

24. MATERNITY LEAVE:

(i) Maternity leave on full pay may be granted to a woman employee for a period not exceeding

180 days, to be availed of twice in the entire career. Maternity leave may also be granted in

case of miscarriage including abortion, subject to the condition that the total leave granted in

respect of this to a woman employee in her career is not more than 45 days, and the

application for leave is supported by a medical certificate.

(ii) Maternity leave may be combined with earned leave, half pay leave or extraordinary leave but

any leave applied for in continuation of maternity leave may be granted if the request is

supported by a medical certificate.


249

(iii) Special Leave up to a maximum of 45 days, as recommended by Civil Surgeon/University

Medical Officer, can be sanctioned to Women Employees who undergo Hysterectomy

operation without debiting the same to the regular leave account of the individual and on

payment of full pay and allowances.

25. PATERNITY LEAVE:

Paternity leave on full pay is admissible to married male University employees, temporary or

permanent, for a period of 15 days from the date of his wife delivering the baby subject to the

condition that this leave is admissible up to two children only.

26. SPECIAL DISABILITY LEAVE:

i. Subject to the conditions hereinafter specified the Executive Council may grant Special

Disability Leave to a University employee who is disabled by injury intentionally inflicted or

caused in or in consequence of the due performance of his/her official duties or in consequence

of his/her official position.

ii. Such leave shall not ordinarily be granted unless the disability manifested itself within three

months of the occurrence to which it is attributed, and the person disabled acted with due

promptitude in bringing it to notice.

iii. The period of leave granted shall be such as is certified by the University Medical Officer or

other qualified Doctor appointed ad hoc by the Vice-Chancellor for the purpose to be necessary.

It shall not be extended except on the certificate of the said Medical officer or Doctor as the case

may be and shall in no case exceed 24 months.

iv. Such leave may be combined with leave of any other kind.

v. Such leave may be granted more than once if the disability is aggravated or reproduced in

similar circumstances at a later date, but not more than 24 months of such leave shall be granted

in consequence of any one disability.

vi. Such leave shall not be debited against the leave account.

vii. Leave salary during such leave shall be equal:

(a) For the first four months of any period of such leave including a period of such leave

granted under clause (v) of this rule, to full pay and

(b) For the remaining period of any such leave, to half pay, or at the University employee‘s

option, for a period not exceeding the period of full pay which would otherwise be

admissible to him, to full pay.


250

27. MEDICAL CERTIFICATES:

(a) A University employee who has been granted leave on medical certificate shall be asked to

produce a certificate of physical fitness before he/she returns to duty by the Head of the Office

where he/she joins duty. A similar certificate may be required in the case of any University

employee who has been granted leave for reasons of health, even though such leave was not

actually granted on medical certificate.

(b) When the leave applied for is on medical certificate, the certificate shall be from a Gazetted

Medical Officer or University Medical Officer. However, the University employee may, if

felt necessary, be asked to appear before a Medical Board or the District Medical and Health

Officer or the Superintendent or a Civil Surgeon of a Government Hospital on requisition at

his/her cost for examination and report. Requisitions for this purpose will be issued by the

University wherever necessary. The medical certificates issued by other Doctors

(Private/Government) shall require the counter signature of the University Medical Officer.

(c) The medical leave can be debited either to earned leave or to half pay leave or to a

combination of both depending upon the option of the employee and the availability of

sufficient balance in the concerned leave account. Any excess of medical leave availed shall

be treated as extraordinary leave on loss of pay.

28. LEAVE SALARY:

A University employee:

(a) While on earned leave and on half pay leave on medical certificate commuted to full pay is

entitled to leave salary equal to his/her pay last drawn.

(b) While on leave on half pay or medical leave is entitled to leave salary equal to half the pay last

drawn:

Provided, that when such leave is taken or is combined with earned leave by an employee for the

treatment of Leprosy, Tuberculosis, Cancer, Mental illness and heart disease, as the case may be,

he/she shall be eligible for leave salary equal to his/her pay for not more than six months in all on

producing a certificate (i) from the Medical Officer in charge of a recognized Leprosy,

Tuberculosis, Cancer, Mental illness or heart diseases treatment centre of his/her having

undergone regular treatment during the period of such leave or (ii) from the Superintendent of

the Government Head Quarters Hospital in which such employee is kept on the waiting list for

admission into a recognized centre for want of accommodation in the respective recognized

centre.

(c) While on extra-ordinary leave the employee is not entitled to any leave salary.

29. SURRENDER OF EARNED LEAVE:

(a) Regular Non-Teaching employees of the University are, after successful completion of their

probation, permitted to surrender earned leave not exceeding 15/30 days once in one/two

calendar years, and receive cash equivalent of leave salary and allowances in lieu of the leave

so surrendered. The orders sanctioning surrender leave should specifically indicate the date

on which the employee is permitted to surrender the leave so as to facilitate necessary entries

to be made in the service registers. They may be permitted to surrender earned leave for the

first time up to 15 days after one year of service.


251

(b) The rate per month of cash value of the leave surrendered by an employee shall be the sum

total of the monthly rates of leave salary and allowances to which the employee is eligible on

the date of the surrender. For this purpose a month consists of 30 days irrespective of the

month in which the leave is surrendered.

(c) In order to ensure that surrender of leave has not been permitted more than once during the

block period of one/two years, the authority competent to grant leave should append the

following certificate in the sanction order:

‗Certified that the surrender of leave now permitted for one or two calendar year(s) has not

been sanctioned and availed by the employee earlier‘.

(d) The leave salary for the period of leave surrendered will not be liable to deductions under any

account.

(e) Cash equivalent of the leave salary to the extent of leave admissible to the employee, subject

to a maximum of 300 days may be paid to the employee on his/her retirement and to the legal

heirs of a deceased employee in case of death of the employee while in service. This ceiling

will be as per the Government Orders issued from time to time.

(f) Employees shall not be permitted to surrender leave on a date earlier than the date of

application.

(g) Re-employed Pensioners are also eligible for surrender up to 15 days of earned leave after

completion of twenty four months of service for the first time.

(h) Such of those teachers who are posted to work in the administrative posts, non-vacation posts,

etc., on full time basis shall be entitled for Earned Leave as per the limits mentioned in these

regulations for the period they worked in such administrative posts and are also entitled for

surrendering and encashing such leave on par with other administrative staff in the non-

teaching cadres.

30. AUTHORITIES TO GRANT LEAVE:

Leave to the employees shall be sanctioned by the authority mentioned against each category as

detailed hereunder:

I. Casual Leave/Special Casual Leave

Designation Sanctioning

Authority

(a) Rector, Principals of University Colleges and Registrar. Vice-Chancellor

(b) Librarian, Director of Physical Education, University Medical

Officer, Coordinators (Examinations), Dean-CDC, Special Officer (PG

Centre), Director, Centre for Distance Education, University Engineer,

Finance Officer, Joint Registrar and any other equivalent cadres.

Registrar

(c) Heads/Coordinators/Directors of Departments of Study/Centres of

Research.

Principal/Special

Officer


252

(d) Professors, Associate Professors, Assistant Professors and other

Teachers and any other equivalent cadres.

Head of the

Department/

Research Centre

(e) DRs, C.E., Additional C.E., D.E.Es., AEE, AE, A.Rs,

Superintendents, Senior Assistants and any other equivalent cadres.

Registrar

(f) (i) Junior Assistants, Record Assistants, Office Subordinates, other

Staff and any other equivalent cadres of each Department of

Study/Centre of Research.

(ii) Above cadres working in the Offices of Principal/Special Officer.

Head of the

Department

Principal/Special

Officer

(g) Junior Assistants, Record Assistants, Office Subordinates, other Staff

and any other equivalent cadres in the Offices/Sections.

Head of each Office

II. Leave other than Casual Leave

Designation Sanctioning Authority Period of Leave

(a) Vice-Chancellor Chancellor ---

(b) Rector and Registrar Vice-Chancellor

Executive Council

10 days

Above 10 days

(c) Principal, Special Officer and University

Engineer

Vice-Chancellor

Executive Council

Upto 1 month

Beyond 1 month

(d) Professors, Associate Professors,

Assistant Professors and equivalent cadres

Registrar

Vice-Chancellor

Executive Council

Upto 1 month

Upto 3 months

Beyond 3 months

(e) Librarian, University Medical Officer,

Director-Centre for Distance Education,

other Heads of Offices, Coordinators

(Examinations), Dean-CDC, Director of

Physical Education, Joint Registrar, Finance

Officer and any other equivalent cadres

Registrar

Vice-Chancellor

Executive Council

Up to one month

Up to 3 months

Beyond 3 months

(f) Sanction of leave (other than surrender

leave) on full pay or half pay or

extraordinary leave or other kinds of leave

for administrative and ministerial cadres up

to and including the cadre of Junior

Assistants in the Colleges/Departments/

Centres/Offices and Engineering/Technical

staff (excluding Class-IV employees)

Registrar

Vice-Chancellor

Up to 3 months

Beyond 3 months

(g) Sanction of surrender leave for all non-

teaching staff other than Class-IV staff

Registrar For the period of

entitlement

(h) Sanction of leave including surrender

leave to Class-IV employees in the

University Office

Joint Registrar /Deputy

Registrar (Admn.)

Up to 1 month

and surrender

leave as per


253

Registrar

entitlement

Beyond 1 month

(i) Sanction of ‗On Duty‘ to Teaching/Non-

Teaching Staff within the country

without financial assistance

Rector ---

(j) Sanction of ‗On Duty‘ to Teaching/Non-

Teaching Staff within the country with

financial assistance and sanction of ‗On

Duty‘ to Teaching/Non-Teaching Staff

outside India.

Vice-Chancellor

---

31. LEAVE ACCOUNT:

Leave account shall be maintained for each employee of the University, wherein is entered the leave

earned, leave taken and the balance of leave to his/her credit. The amount of leave due to a

University employee is the balance of leave at his/her credit in the leave account. Leave at credit of

the University employee in his/her leave account lapses on the date of retirement.

32. The Executive Council may sanction listed holidays with pay and such leaves as it deems fit to

persons working (teaching and non-teaching) in the University outside the sanctioned posts on purely

temporary basis.

33. The leaves for which provision is made by research funding agencies to the research scholars/

research fellows directly or in research projects shall be sanctioned by the Principal/Special Officer of

the respective College(s)/P.G. Centre(s). Further, the Executive Council may make provision for such

leaves as it deems fit in respect of research scholars without fellowship.


254

8.6 SERVICE CONDITIONS OF TEACHERS

1. Notwithstanding anything contained in these Regulations, the conditions of service of teachers

shall be regulated as per the provisions of G.O.Ms.No.38, dt.23-6-2016, on the following matters:

(i) Pay scales, pay fixation formula, age of superannuation, etc.

(ii) Recruitment and Qualifications

(iii) Increments

(iv) Allowances

(v) Leave rules

(vi) Teaching days

(vii) Workload

(viii) Superannuation & Re-employment of Teachers

(ix) Pension, Gratuity and other Service related benefits

(x) Consultancy Assignments

(xi) Period of Probation and Confirmation

(xii) Revised Scales of Pay to Tutors and Demonstrators

(xiii) Counting of past service for direct recruitment and promotion under CAS

(xiv) Service agreement and fixing of seniority

(xv) Applicability of the Schemes/Regulations

(xvi) Creation and filling up of Teaching Posts

(xvii) Amendment to Service Rules

(xviii) Code of Professional Ethics

(xix) Revised Pay Scales, Service conditions and Career Advancement Scheme for

teachers and equivalent positions

(xx) Assistant Professors/Associate Professors/Professors in Colleges & Universities

(xxi) Professors in Undergraduate and Postgraduate Colleges

(xxii) Pay Scales of Principals in Colleges

(xxiii) Librarian/College Librarian

(xxiv) Pay Scales and Career Advancement Scheme for Physical Education Personnel

(xxv) Vice-Chancellor

(xxvi) Incentives for Ph.D./M.Phil. and other higher qualifications

(xxvii) Direct Recruitment

(xxviii) Selection Committees

(xxix) Selection Procedures

(xxx) Stages of promotion under Career Advancement Scheme.

2. All other matters specified in the above referred G.O. shall be applicable to the Teachers.

3. However, in respect of the following matters, the service conditions of teachers of the University

shall be regulated by these Service Regulations:

(i) Lien

(ii) Deputation

(iii)Foreign Service

(iv) Resignation

(v) Pay and allowances during suspension, removal or dismissal


255

(vi) University welfare schemes including medical benefits

(vii) Any other matters not specifically included in the G.O.Ms.No.38, dt.23-6-2016

4. The Executive Council shall adopt relevant G.Os modifying the provisions pertaining to the

service conditions of teachers listed above issued by the Government of Andhra Pradesh from time

to time based on UGC Regulations or its own rules.


256

8.7 UNIVERSITY WELFARE SCHEMES

The University shall provide the following facilities for the benefit of the University

employees, pensioners and their family members as may be decided by the Executive Council

from time to time:

1. HEALTH CENTRES:

The University shall provide a Health Centre on the University campus and appoint

University Medical Officer(s) to attend to the medical needs of the employees (Teaching and

Non-teaching staff), pensioners, NMRs and their dependents, Students and Research Scholars.

In addition to the Campus Health Centre, University may appoint part-time Honorary Medical

Officer(s) in Guntur city for attending to the medical needs of the employees and their

dependents residing at Guntur. The Health Centre on the University campus may, in addition to

free consultation with Doctor, provide the following facilities:

a) Free Medicines, b) Clinical Laboratory Investigation, c) ECG, d) Ultrasound Scanner,

e) X-Ray Unit, f) Ambulance.

The medical facilities available in Guntur city may be limited to free consultation and

medicines as prescribed by the Doctors concerned limiting the cost of medicines per employee to

the amount decided by the Executive Council from time to time.

2. MEDICAL REIMBURSEMENT SCHEME:

The University shall implement Medical Reimbursement Scheme as per the terms and

conditions stipulated by the Executive Council (Resolution No.4.1.2.12, dated 17-03-2008). The

present ceiling limit of financial assistance under this scheme stands at Rs.2.00 Lakhs per

employee/pensioner and their dependents. The Executive Council may enhance the upper limit

of the medical reimbursement scheme on par with Government employees.

3 COMPASSIONATE APPOINTMENTS SCHEME:

The University shall implement the Compassionate Appointments Schemes for the dependents

of employees as per the G.Os issued by Govt. of A.P. from time to time.

4. RESIDENTIAL QUARTERS:

The University may provide residential quarters on the campus for different categories of

employees for their residence in the University campus on payment of rent as may be fixed by

the Executive Council from time to time. Some officers/employees of the University, whose

presence on the campus is considered necessary, may be provided with quarters on such

concessional terms as decided by the Executive Council. The employees residing in the

University quarters shall not be entitled to House Rent Allowance.

5. ADVANCES:

The University shall sanction certain advances and loans to the staff like Marriage Advance,

Festival Advance, Education Advance, etc., as per the relevant G.Os passed by Government

of Andhra Pradesh from time to time meeting the expenditure from the General Fund Account

of the University.

6. UNIVERSITY LOAN FUND SCHEME:

The following types of loans may be extended to the employees of the University meeting the

expenditure by constituting a corpus fund from the general funds of the University


257

administering the scheme as per the terms and conditions stipulated by the Executive Council

from time to time:

a. Personal Loan

b. Vehicle Loan

c. Education Loan

d. Housing Loan

e. Medical Loan

The details of these schemes are available in the Regulations on Finance.


258

ANNEXURE - I

CERTIFICATE OF PHYSICAL FITNESS

This form is to be used by every candidate who is required by Acharya Nagarjuna University to

produce a certificate of physical fitness. It must be signed by the University Medical Officer or any other

qualified Doctor appointed for the purpose by the Vice-Chancellor.

Name and Rank of the Officer granting the certificate:

I do hereby certify that I have examined (full name) ____________________________

_________________________, a candidate for employment under Acharya Nagarjuna University in the

________________________ service as _____________ and cannot discover that he/she has any disease,

constitutional affection or bodily infirmity except that his/her weight is in excess/below of the standard

prescribed.

I do/do not consider this a disqualification for the employment he/she seeks.

I also certify that he/she has marks of small pox vaccination

Chest measurement in centimeters on full inspiration:

on full expiration:

Chest measurement in centimeters ________________________

Difference Expansion

Cms. Cms.

Weight in Kgs._______

His/her vision is normal.

Hypermetropic____________________________________________________________

(Here enter the degree of defect and the strength of correction glasses)

Myopic____________________________________________________________

(Here enter the degree of defect and the strength of correction glasses)

Astigmatic (simple or mixed)________________________________________________ (Here

enter the degree of defect and the strength of correction glasses)

Hearing is normal/defective (much or slight)

Urine – Does Chemical examination show (i) albumin, (ii) sugar-state specific gravity.

Personal Identification Marks: 1.

(at least two should be mentioned) 2.

SIGNATURE :

RANK :

Station:

Date: DESIGNATION:


259

ANNEXURE – II

DECLARATION

The candidate must make the statement required below prior to his/her medical examination and

must sign the declaration given below in the presence of the Medical Officer. His/her attention is

specially directed to the warning contained in the note below:

1. State your name in full:

2. State your date of birth, age and place of birth:

3. a) Have you ever had Small pox, intermittent or any other Fever, enlargement or Suppuration of

Glands, Spitting of blood, Asthma, Inflammation of Lungs, Heart disease, Fainting attacks,

Rheumatism, Appendicitis?

OR

b) Suffered from any other disease or accident requiring confinement to bed and medical or surgical

treatment?

OR

c) Suffered from any illness, wound or injuries sustained while on active service during

war?

4. When were you last vaccinated ?

5. Have you or any of your near relations been afflicted with consumption, scrofula, gout, asthma, fits,

epilepsy or insanity?

6. Have you suffered from any form of nervousness due to over work or any other cause?

7. Have you been examined and declared unfit for Government service by a Medical Officer/Medical

Board, within the last three years (to be filled in only in the case of candidates for subordinate

services).

8. Furnish the following particulars concerning your family:-

Father‘s age if

living and state of

health

Father‘s age at

death and cause of

death

Number of brothers

living, their ages

and state of health

Number of brothers

dead, their ages at

death and cause of

death

Mother‘s age if

living and state of

health

Mother‘s age at

death and cause of

death

Number of Sisters

living, their ages

and state of health

Number of Sisters

dead, their ages at

death and cause of

death

I declare all the above answers to be, to the best of my belief, true and correct. I also solemnly affirm that

I have not received a disability certificate pension on account of any disease or other condition.

Candidate‘s Signature

Signed in my presence

Signature of Medical Officer

Note: The candidate will be held responsible for the accuracy of the above statement. By willfully

suppressing any information he/she will incur the risk of losing the appointment and, if appointed, all

claims relating to salary and superannuation benefits are liable to be forfeited.


260

ANNEXURE – III

CERTIFICATE OF TRANSFER OF CHARGE

1. Name of the Officer / Employee taking over charge :

2. Name of the Officer/Employee handing over charge :

3. Authority under which transfer is effected

(Number and date of the transfer order shall be cited)

:

4. Date and time of handing over and taking over of

charge

:

5. Whether lists of files, furniture, etc., have been

signed by both the Officers/Employees and

enclosed to this certificate

:

6. Are there any discrepancies noticed from the

previous charge lists? If so reasons to be furnished

:

Signature of the Officer/Employee Signature of the Officer/Employee

handing over charge taking over charge


261

ANNEXURE – IV

TABLE SHOWING THE DETAILS OF SANCTIONED CADRES/POSTS, METHODS OF APPOINTMENT,

CHANNELS OF PROMOTION, QUALIFICATIONS/EXPERIENCE/PASSING IN TESTS

REQUIRED FOR THE FILLING UP OF NON-TEACHING POSTS OF THE UNIVERSITY.

Sl.

No

Category/

Designation

Mode of Appointment

Qualification prescribed for Direct

Recruitment Remarks

By Promotion By Direct

Recruitment

%

of

Pro

mo

tio

n

% o

f D

irec

t

Rec

ruit

men

t

By Transfer

(1) (2) (3) (4) (5) (6) (7) (8) (9)

Registrar

---

As specified in

Statutes --- 100

From the cadres as

specified in

Statutes

As specified in Statutes ---

Joint

Registrar

Yes.

From Deputy

Registrars who have

successfully

completed probation

No 100 --- ----- ----- ---

Finance

Officer

---

Term appointment

as per procedure

laid down in

Section 16(1) of

the Act and in

relevant

Government

Orders

--- ---

Appointment by

transfer from the

cadre of Joint

Registrar till the

Finance Officer is

appointed from the

panel furnished by

the Government

----- ---


262

Deputy

Registrar

Yes.

From Assistant

Registrars who have

successfully

completed probation

No 100 ---

By transfer from

any other service if

eligible Assistant

Registrars are not

available

----- ---

(1) (2) (3) (4) (5) (6) (7) (8) (9)

University

Engineer

Yes.

From D.E.Es who

have successfully

completed probation

and passed the

Accounts Test for

PWD Officers and

Subordinates or

APPSC Accounts

Test Part-I for

Executive Officers.

-- 100 --- -----

First Class M.Tech., (Civil

Engineering) with 5 years experience

as DEE/equivalent cadre (in case Direct

Recruitment is decided upon by the

Executive Council).

---

Assistant

Registrar

Yes.

From

Superintendents who

have successfully

completed probation

and passed the

APPSC Accounts

Test for Executive

Officers Part-I

Yes 75 25

By transfer from

any other service if

eligible candidates

are not available

for promotion

(i) Minimum Second Class Degree with

DCA from an Institution recognized by

the Government and with 3 years

experience as Superintendent/ Senior

Assistant/equivalent cadre for external

candidates.

(ii) Graduate with 2 years experience as

Superintendent/ Senior

Assistant/equivalent cadre for internal

candidates.

---


263

Electronic

Engineer No

Yes

---

100

-----

Ist class M.Tech. (Electronics) or Ist

class M.Sc. (Electronics) with one year

experience or First class B.Tech.

(ECE/EIE) with two years experience.

---

(1) (2) (3) (4) (5) (6) (7) (8) (9)


264

Deputy

Executive

Engineer

Yes.

From A.E.Es./A.E.s

who have

successfully

completed probation

and passed in the

Accounts Test for

PWD Officers and

Subordinates or

APPSC Accounts

Test for Executive

Officers Part-I.

(The ratio between

the cadres of AEE

and AE shall be 1:3).

No 100 --- --- ----- ---

Assistant

Executive

Engineer

No Yes --- 100

From the cadres of

AE/Draughtsman

Special

Grade/Draughtsma

n Grade-I who

have acquired

B.Tech. (Civil

Engineering)

qualification.

First Class B.Tech. (Civil Engineering)/

equivalent qualification.

---

Medical

Officer No Yes --- 100 -----

MBBS with 3 years experience of

general practice. ---


265

Assistant

Engineer

Yes.

From Draughtsman

Grade-I, if not

available, from

Draughtsman Grade-

III possessing

Diploma in relevant

Branch issued by

A.P. Board of

Technical

Education/its

equivalent

qualification

No 100 -- ----- ----- ---

(1) (2) (3) (4) (5) (6) (7) (8) (9)

Librarian No Yes --- 100 ----- As per UGC norms ---

Deputy

Librarian No Yes --- 100 ----- As per UGC norms

---

Asst.

Librarian No Yes --- 100 ----- As per UGC norms

---

Documentatio

n Officer No Yes --- 100 ----- As per UGC norms

---

Information

Scientist No Yes --- 100 -----

As per UGC norms ---

Director of

Physical

Education

No Yes --- 100 ----- As per UGC norms ---

Deputy

Director of

Physical

Education

No Yes --- 100 -----


Assistant

Director of

Physical

Education

No Yes --- 100 -----



266

Programmer No Yes --- 100 ----- As per UGC norms ---

Library

Assistant

Yes

From Technical

Assistants in Library

who have

successfully

completed probation.

No 100 --- ----- ----- ---

Superintende

nt/ Personal

Assistant

Yes

From Senior

Assistants/Stenograp

hers/Care Taker who

have successfully


No 100 --- ----- ----- ---

Computer

Operator No Yes --- 100 -----

Must possess minimum Second Class

Degree of a University with PGDCA

from a Government recognized

institution and one year experience

---

(1) (2) (3) (4) (5) (6) (7) (8) (9)

Senior

Technical

Assistant

No Yes --- 100 -----

Diploma in Mechanical Engineering

with five years experience in Workshop

practice and ability to lead and

supervise the work of a group.

(Candidates will have to pass a Trade

Test). (Candidates with additional

experience of supervisory work in a

Mechanical Work Shop will be

preferred)

---


267

Senior

Assistant/

Care Taker

Yes

From the approved

probationers from

the posts of Junior

Assistant/ JACT/

Typist/ Artist/ Store

Keeper/ Telephone

Operator who have

passed APPSC

Accounts Test for

Subordinate officers

Part-I or Office Test

conducted by the

University.

Yes 75 25 -----

(i) Must possess minimum Second

class Degree of a University/ its

equivalent qualification

(ii) DCA from Government recognized

Institution.

---

Stenographer Yes.

From Steno- Typists

who have

successfully


Yes 75 25 -----

Degree of a University and pass in

Type Writing and Shorthand Higher

Grade with DCA from a Government

recognized institution. Candidates with

Telugu Type Writing/Computer

training will be preferred.

---

Technical

Assistant

(Adult

Education)

No Yes --- 100 -----

Minimum Second Class Post Graduate

degree in Social Sciences with

experience in preparing technical

reports and media work.

---

(1) (2) (3) (4) (5) (6) (7) (8) (9)


268

Technician

Grade-‗C‘

Yes.

From Technician

Grade-B and

Technician Grade-A

who have

successfully

completed probation

and possess ITI in

relevant trade. In

case promotees are

not available from

relevant trade, direct

recruitment may be

undertaken

--- 100 --- -----

(i) ITI in relevant trade with 5yrs.

Experience.

(ii) In case ITI Course is not available

for a Trade, then S.S.C. with certificate

in the relevant trade from a

Government recognized institution and

5 years experience are required.

(In case direct recruitment is under-

taken)

---

Technician No Yes --- 100 -----

ITI in relevant trade with 3years

experience. ---

Draughtsman

Grade- I

Yes.

From Draughtsman

Grade-III who have

successfully


No 100 --- ----- ----- ---

Instrument

Mechanic No Yes --- 100 -----

Degree in Instrumentation/Electronics

or LEE with 8 years experience in

instrumentation repairs and

maintenance.

---

Sanitary

Inspector

No Yes --- 100 -----

Intermediate qualification with Bi.P.C.

along with Certificate in Sanitary

Inspector training course or

Multipurpose Health Workers‘ training

course from Government recognized

institutions.

---


269

Photographer

No Yes --- 100 -----

Intermediate with Diploma/Certificate

in Photography from Government

recognized institutions and 2 years

experience in Photography work.

---

(1) (2) (3) (4) (5) (6) (7) (8) (9)

Draughtsman

Grade-III

No Yes --- 100 -----

Must have passed Diploma in Civil

Engineering.

---

Technician

Grade-B/

Technician

Grade-A No Yes --- 100 -----

(i) ITI in relevant trade

with 3years experience

(ii) In case ITI course is not available

for a Trade, then S.S.C. with Certificate

in the relevant trade from a

Government recognized institution and

3 years experience are required.

---

Compounder-

Cum-Nurse

No Yes --- 100 -----

Intermediate qualification along with

Certificate course in Nursing and

Midwifery from Government

recognized institution and 2 years

experience.

---

Electrician No Yes --- 100 ----- ITI in relevant trade ---

Wireman No Yes --- 100 ----- ITI in the relevant trade ---

Motor

Mechanic No Yes --- 100 -----

ITI in the relevant trade ---

Glassblower

No Yes --- 100 -----

ITI in the relevant trade

(or)

S.S.C. with 4 years work experience

---


270

Driver Grade-I Yes

From Drivers Grade-

II who have

successfully

completed probation

and possess Heavy

Motor Vehicle (Trans

port) Driving License

No 100 --- ----- ----- ---

Chief Cook Yes

From Head Cooks

who have

successfully


No 100 --- ----- ----- ---

(1) (2) (3) (4) (5) (6) (7) (8) (9)

Head Cook Yes

From Assistant

Cooks who have

successfully


No 100 --- ----- ----- ---


271

Junior

Assistant/

Junior

Assistant-

Cum-Typist/

Typist/Junior

Assistant-

Cum-Artist/

Store Keeper

Yes.

From Record

Assistants who have

successfully

completed probation

and passed in the

Intermediate

examination of

Board of

Intermediate

Education, Govt. of

AP/its equivalent

examination. For

JACT/Typist posts,

DCA from

Government

recognized

institutions is also

required.

Yes 50 50 -----

(i) Must possess Degree of a

University/ its equivalent qualification

for the post of Junior Assistant,

(ii) Degree with Type Writing Higher

for the post of JACT. If Higher

candidates are not available, Type

Writing Lower may also be considered.

Candidates with Telugu

Typewriting/Computer Training will be

preferred.

(iii) Intermediate with Type Writing

Higher for the post of Typist.



preferred.

(iv) All the above cadres must possess

DCA from Government recognized

institutions.

---

Steno Typist Yes.

From Record

Assistants who have

successfully

completed probation

possessing the

qualifications

required for direct

recruitment

Yes 50 50 -----

(i) Inter with Shorthand Lower and

Typewriting Higher.

(ii) One year Diploma in Computer

Applications from Government

recognized institutions.



preferred.

---

Keypunch

Operator/

Data Entry

Operator

No Yes --- 100 -----

Degree with Typewriting Higher and

DCA from a Government recognized

institution ---

(1) (2) (3) (4) (5) (6) (7) (8) (9)


272

Junior

Assistant-

Cum-

Telephone


Degree of a University with Diploma in

Telephone operation and maintenance

from Government recognized

Institutions

---

Technical

Assistant

(Library) No Yes --- 100

By transfer from

the category of

Junior Assistants

(with B.LISc.) by

following the rule

of reservation

B.LISc., with Degree of any University

---

Driver Grade-II Yes.

From Cleaners who

have successfully

completed probation

and possess Light

Motor Vehicle

(Transport) Driving

License

No 100 --- ----- ----- ---

Vibrator


ITI in the relevant trade. ---

Mixer Driver No Yes --- 100 ----- ITI in the relevant trade. ---

Work

Inspector No Yes --- 100 -----

ITI in the relevant trade. ---


273

Binder Yes.

From Assistant

Binders who have

successfully


No 100 --- ----- ----- ---

(1) (2) (3) (4) (5) (6) (7) (8) (9)

Record

Assistant

Yes.

From the employees

of last grade service

who have

successfully

completed probation

and possess S.S.C.

qualification

No

100

---

-----

-----

---


274

Duplicating

Operator

Yes

From employees of

last grade service

who have

successfully

completed probation

and possess S.S.C.

qualification with

certificate in

operating Photostat

Machines from a

Government

recognized institution

No 100 --- ----- ----- ---

Ground

Supervisor No Yes --- 100 -----

Intermediate with Diploma in Physical

Education from a College/Government

recognized institution

---

Lawn Maistry No Yes --- 100 -----

VII Class with two years experience in

nursery work. ---

Sergeant Yes

From Watchmen

possessing VII class

qualification being

Ex-Serviceman or

with training in Civil

Defense or as Home

Guard.

No 100 --- ----- ----- ---

(1) (2) (3) (4) (5) (6) (7) (8) (9)

Assistant

Binder

Yes.

From Binder Boys

who have

successfully


No 100 --- ----- ----- ---


275

Pump

Attender No Yes --- 100 -----

ITI in the Electrical trade. ---

Plumber No Yes --- 100 ----- ITI in the relevant trade. ---

Carpenter No Yes --- 100 ----- ITI in the relevant trade. ---

Helper

(Physics) No Yes --- 100 ----- VII Class

---

Office Sub-

ordinate

No Yes --- 100

By transfer of

Sweepers who

have completed 5

years of service

subject to

availability of

vacancy and by

following the rule

of reservation.

(S.R. dated 14-11-

1984)

VII Class

---

Masalchi

No Yes --- 100 -----

Working knowledge and must be able

to Read and Write Telugu or Urdu or

English or Hindi

---

Sanitary

Worker No Yes --- 100 -----



English or Hindi

---

Lady

Waitress

No Yes --- 100 -----



English or Hindi

---

(1) (2) (3) (4) (5) (6) (7) (8) (9)


276

Sweeper

No Yes --- 100

By transfer from

Watchmen who

have completed 5

years of service,

only by conversion,

as and when

vacancies arise, but

without

disturbing the

roster position,

observing 5 years

of service for

reserved categories

also. (E.C.R. dated

26-3-1991)



English or Hindi

---

Head Cooli

No Yes --- 100 -----



English or Hindi

---

Cleaner (Bus) No Yes --- 100 -----

VII Class with Light Motor Vehicle

(Transport) Driving License ---

Watchman No Yes --- 100 ----- Must have passed V Class or its

equivalent Examination with

experience as Ex-Serviceman or

training in Civil Defense or as Home

Guard or in security services.

---


277

Assistant

Cook

Yes

From Suppliers who

have successfully

completed probation

with experience in

cooking

No

100

---

-----

-----

---

(1) (2) (3) (4) (5) (6) (7) (8) (9)

Supplier

No Yes --- 100

By transfer from

Hostel Cleaners

who have

completed 5 years

of service only by

conversion, as and

when vacancies

arise, but without

disturbing roster

duly observing 5

years service to the

reserved categories

also



English or Hindi

---

Cleaner

(Hostel) No Yes --- 100 -----



English or Hindi

---

Reading

Room Boy No Yes --- 100 -----

VII Class ---


278

Rice Cleaner

No Yes --- 100 -----



English or Hindi

---

Utensil

Cleaner No Yes --- 100 -----



English or Hindi

---

Store Boy

No Yes --- 100 -----



English or Hindi

---

Helper

(Hostel) No Yes --- 100 -----



English or Hindi

---

Store maid

No Yes --- 100 -----



English or Hindi

---

(1) (2) (3) (4) (5) (6) (7) (8) (9)

Binder Boy

No Yes --- 100 -----

Certificate in Bindery from

Government recognized institution with

2 years work experience.

---

Marker

No Yes --- 100 -----

Knowing related work with ability to

Read and Write Telugu or Urdu or

English or Hindi

---

Gardener

No Yes --- 100 -----



English or Hindi and one year

experience in relevant vocation

---


279

Plant

Collector

No Yes --- 100 -----

(i) Must be able to Read and Write

Telugu or Urdu or English or Hindi,

(ii) Experience in maintaining garden

and in recognizing plants for collection

to the laboratory

---

NOTE:

1. Eligible internal candidates can apply for appointment to direct recruitment posts.

2. For the qualifications specified against the above posts, their equivalent qualifications from recognized Universities/

Institutions can also be accepted.

3. The Executive Council is the competent authority to create provision for appointment by transfer for any direct recruitment

posts shown above keeping in view the exigencies of work. This cannot be claimed as a matter of right. Any appointment by

transfer shall be subject to availability of vacancy, possessing of qualifications prescribed for direct recruitment and

following the rule of reservation. The service in the previous cadre will count for seniority in the present cadre.


280

ANNEXURE – V

PROCEDURE FOR SELECTION COMMITTEES FOR NON-TEACHING POSTS

1. The Chairperson of the Selection Committee shall preside at the meeting of the

Committee. The absence of any member of the Selection Committee at its meeting shall

not invalidate the proceedings of the Committee. In case of absence of the Chairperson

the Vice-Chancellor shall decide as to who shall preside over the meeting.

2. The Committee shall ordinarily consist of five numbers. In that case, the quorum for a

meeting of the Selection Committee shall be three members which shall include the

external member nominated by the Vice-Chancellor, if any.

3. A member of the Selection Committee shall not participate in the meeting of the

Selection Committee if he/she is a near relative of a candidate for appointment to any

post for which selection is held.

4. The Selection Committee shall record the criteria followed in recommending the

candidates. The recommendation shall be made on the basis of relevant material record

placed before it, in addition to the candidate‘s performance in the written test and

interview in respect of direct recruitment posts. The selection to posts on promotion

shall be made on grounds of merit and ability, seniority being considered where merit

and ability are approximately equal.

5. In respect of the direct recruitment category, the aggregate marks prescribed for the

written test and performance at the interview shall be 75% and 25% respectively. The

details of candidates shall be prepared in the proforma attached and placed before the

Committee.

6. In case of promotion posts, particulars of the qualified candidates for each post and

relevant material relating to the candidates shall be prepared in the proforma attached

and placed before the Selection Committee. Where candidates for promotion have to be

selected on merit and ability basis, records pertaining to qualified candidates to the tune

of thrice the number of posts to be filled have to be placed before the Committee. If

the number of qualified candidates is less than or equal to three times the number of the

vacancies, the records relating to all of them shall be placed before the Committee.


281

ANNEXURE – VI

PROFORMA FOR SUBMITTING PROPOSALS TO SELECTION COMMITTEE

1. Name of the Branch/Department/Office:

2. Name and Designation of the members of the Selection Committee:

Name Designation

3. Post to which direct recruitment/promotion is to be made:

Branch/ Category No.of posts in the category No. of vacancies to be filled

Dept./ Direct Promotion Direct Promotion

Office Recruitment Recruitment

4. Recruitment Rules for the Post:

a) Date on which the recruitment rules were issued.

b) Whether an up-to-date copy of the recruitment rules has been enclosed (this should

invariably be enclosed for reference).

5. Seniority list:

a) A seniority list shall be enclosed. The seniority list should include names of eligible and

ineligible candidates upto the last eligible candidate.

b) Whether the seniority list has been duly authenticated by the competent authority.

6. Bio-data for Promotion Posts:

Complete up-to date character rolls of all the eligible officers/employees (to the tune of

thrice the number of posts) are to be placed before the committee.

7. Format for Bio-data of the applicants for direct recruitment posts:

(Applications should be placed on the table for the perusal of Selection Committee

members)

Sl.No Name of

the

Candidate

Date

of

Birth

Details of

qualifications

from S.S.C.

onwards

Details of

previous

experience,

if any

Details of marks secured Remarks

Written

Test

Interview Total

Marks

1


282

2

3

8. Self-contained note for the Selection Committee:

The self contained note for the Selection Committee explaining proposals for promotion

should invariably contain information regarding any representations, writs/ court cases

pending in connection with the present promotion indicating the names of aggrieved parties

and the present stage of cases. If there are any Court orders relating to the promotion which

the Selection Committee has to keep in view may also be indicated in the note. Whether

any enquiry/charges are pending against the persons being considered for promotion and if

so the present stage may be indicated.

SIGNATURE OF THE OFFICER IN CHARGE

DATE : ________________ OF THE ESTABLISHMENT SECTION

DESIGNATION______________


283

ANNEXURE – VII

PROFORMA FOR SERVICE CONTRACT

ARTICLES OF AGREEMENT executed on this __________ day of __________ of the year

two thousand ________________ the ___________ year of the Republic of India between

(Name of the Employee) residing at

of the first part (herein after called `the party of the first part‘) and the Acharya

Nagarjuna University of the second part represented by its Registrar.

WHEREAS Acharya Nagarjuna University (hereinafter referred to as ‗the University‘)

has engaged the party of the first part as (Designation) and the

party of the first part has agreed to serve the University on the terms and conditions hereinafter

contained.

Now these presents witness and the parties hereto respectively agree as follows:

1. The party of the first part shall submit to the lawful orders of the University and of the

authorities under whom he/she may, from time to time, be placed by the University and shall

remain in the service of the University until further orders commencing from (Date of joining

duty) subject to the terms and conditions contained herein.

2. The party of the first part shall devote his/her whole time and attention efficiently and

diligently to his/her duties and at all times obey the service rules including the University

Employees‘ conduct, discipline and appeal rules and shall whenever required proceed to any

part of India and perform there such duties as may be assigned to him/her.

3. The party of the first part shall, from the date of coming into force of these presents, be

granted Rs. (Basic Pay) in the scale of Rs. (Pay Scale) . He/she shall also be eligible

for the usual allowances admissible under the rules of the University in force.

4. The party of the first part shall, during the period of this agreement, earn leave according to

the rules applicable to him/her.

5. If the party of the first part is required to travel in the interest of the University Service,

he/she shall be entitled to travelling allowance as per University Travelling Allowance Rules on

the scale applicable to his/her grade.

6. The party of the first part may by resignation terminate his/her services by giving 3 months

notice or on payment of salary in lieu of notice.


284

7. In regard to any matter in respect of which no provision has been made in this agreement, the

provisions of the rules made or deemed to have been made, the provisions of any Act or rule

made by the University in regard to the employee‘s borne category of (Designation)

and in subsequent promotions/appointments in the University service shall apply to the extent to

which they are applicable to the service of the party of the first part under this agreement and

the decision of the University as to their applicability shall be final.

IN WITNESS WHEREOF (Name) , the party of the first part and the

Registrar acting for and on behalf of the University have hereinto set their hands on

date____________.

SIGNED BY THE PARTY OF THE REGISTRAR

FIRST PART IN THE PRESENCE OF ACHARYA NAGARJUNA

UNIVERSITY

WITNESSES:

1.

2.


285

REGULATION-9 DELEGATION OF POWERS

These Regulations are made in accordance with Section 19 (25) of the A.P. Universities Act,

1991 (Act No.4 of 1991).

The following are the delegated powers of the Vice–Chancellor/Rector/ Registrar/Principal/

Special Officer P.G Center/Chief Warden, etc. of the University, which were not included in

other Regulations.

Sl.

No. Item Powers

Delegated to

1. Financial sanction Power Up to Rs.15,00,000/- at a time Vice-Chancellor

2. Financial sanction Power Up to Rs.1,00,000/- at a time Rector

3. Financial sanction Power Up to Rs.50,000/- at a time Registrar

4. Financial sanction Power Up to Rs.10,000/- at a time Principals of

University

Colleges

5. Financial sanction Power Up to Rs.5,000/- at a time Special Officer

P.G. Center

6. Financial sanction Power Up to Rs.5,000/- at a time Chief Wardens

7. Appointment of Paper-setters, Examiners, experts on Selection

Committees for Teaching staff/Fellowships, Members of Boards of

Studies, Deans of Faculties, Inspection Commissions to affiliated

colleges, constitution of Building committee, Central Purchase

Committee, other committees, nomination of University Representatives

in different bodies, etc.

Vice-Chancellor

8. To sanction survey reports of unserviceable articles including tools and

plants based on book value as the case may be

Vice-Chancellor

9. To sanction expenditure in connection with Civil suits instituted

including legal fees as prescribed by the Executive Council.

Vice-Chancellor

10. To sanction expenditure on gold medals, prizes and awards Vice-Chancellor

11. To accord permission to the employees of the University and constituent

institutions to perform journeys outside the state on official work.

Vice-Chancellor

12. To sanction journeys by air on tour on official purpose Vice-Chancellor

13. To sanction temporary advances Vice-Chancellor

14. To sanction permanent advances to functionaries and to enhance, reduce

and close it.

Vice-Chancellor

15. Hospitality and other miscellaneous Vice-Chancellor

16. To Sanction Loans to Employees Vice-Chancellor

17. Sanction of ‗On Duty‘ to Teaching/Non-Teaching Staff within the

country without financial assistance. Rector

18. Granting of Temporary Affiliation to Colleges basing on the Inspection

Commission recommendation. Rector

19. Authorization to approve the files relating to the sanction of PF Loan and Registrar


286

PF withdrawal irrespective of the amount involved except such cases

which require special sanction based on discretionary grounds.

20. Authorization to approve the files pertaining to the payment of bills for

committed items such as Electricity Bills, Telephone Bills, etc.,

irrespective of the amount involved.

Registrar

21. Authorization to approve the files relating to the Fellowship payments to

Teachers/Scholars with Fellowship either in a Project or through direct

Fellowship irrespective of the amount involved in cases where relevant

grant has already been received.

Registrar

22. Authorization to approve the files pertaining to transfer of students from

other States/other Universities/Colleges within ANU area including

sanction of extra seat, Condonation of break of study, issue of

equivalency certificate, approval of change of name/date of birth and

language exemption to blind students.

Registrar

23. Payment of salaries of staff in the sanctioned posts Registrar

24. To execute agreements/contracts on behalf of the University and accept

the same as decided by the E.C./V.C.

Registrar

25. To countersign T.A. bills of Officers of Acharya Nagarjuna University,

Executive Council members, Academic Senate Members, Examiners and

members of Boards of Studies/Selection Committees/Commissions, etc.

Registrar

26. Hospitality expenses Registrar

27. To sanction installation, shifting, extension, repairs and maintenance

charges of Telephones, P.B.X system and internet facilities and payment

of monthly Telephone charges including annual rents, Water and

Electricity charges

Registrar

28. To sanction Advances to Employees (Festival, Education, Marriage, etc.) Registrar

1 CONSTITUTION AND FUNCTIONS OF BOARDS OF ...

Documents

Transcript of 1 CONSTITUTION AND FUNCTIONS OF BOARDS OF ...