GENERAL PRINCIPLES - Shivaji University

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(vii)
When an on 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 certified 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 shall be taken on the bill in the contractor’s ledger
account and other relevant books of account. The contractor shall also be
immediately informed that the payment so made is advance payment, and is liable
to be recovered from the final bill.
5.51 At the end of every year, all documents connected with each work shall be filed
in the following chronological order namely as under :-
(i)
(ii)
True copies of the original estimate and revised estimate, if any,
Deviation statements, if any
(iii) Contract Bond, if any
(iv) Duplicate copies of vouchers (Works bills or Musters or Hand Receipts)
(v)
Remarks of the University Engineer, if any
(vi) Completion certificate, if any.
5.52 Register of Works –
(i)
(ii)
A register of works 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 in accounts will be closed with 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.
The Register shall be provided with an index which shall be subdivided under the
several heads and shall be neatly kept 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 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 initialled by the University Engineer in token of
correctness, Any changes in the allotments subsequently made and the amounts
of revised or supplementary estimate shall be similarly recorded.
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