UCSC Procedures

From UCSC Wiki

This space is for clarifying the various procedures (chiefly Admin and Finance, but also may be 'traditions'!) adopted within the UCSC...

Contents 1 Joining as a new Staff member 2 Granting of Loans to the staff 2.1 Loans 2.2 Advances 2.3 Loan Issuing Procedure 2.4 Summary 3 Purchasing Procedure for Goods 3.1 Purchasing Process for Capital Items 3.2 Purchasing Procedure for Consumable and Stationery 3.3 Issues from the Stores 3.4 Issuing of Cash Advances 3.5 Payments Process 4 Getting an UCSC E-mail account 5 Help to upload please!

Joining as a new Staff member

There are several things someone new to UCSC needs to know which should be probably be cast into an FAQ at some point...

• You need to sign your letter of acceptance to the offer made to you
• Then inform the administration by memo that you have reported for work (on day 1)
• Permanent staff then must sign a set of forms pertaining to the oath of allegiance
• You should also apply for a UCSC ID card, room/office key (academics and administrators) and library membership (academic and academic support)
• Adacemic, Ac. Support and Administrative staff also can apply for their email accounts from the Network Operations Centre
• Academics should also obtain a user account on the UCSC Learning Management System from the eLearning Centre
• A good place to start to understand what the UCSC is about is to check out our Corporate Plan and the Strategic Activities identified to achieve it.
• ... anything else?

Granting of Loans to the staff

The following loan and advance facilities are available for permanent staff member of the Institute.

Loans

• Distress Loan
• Vehicle Loan
• Computer Loan
• Staff Loan

Advances

• Festival Advance
• Salary Advance

The following conditions must be fulfilled to obtain above loans

1. Applicant must be a permanent employee and
2. There should be a sufficient balance in the University Provident Fund or need two guarantors (guarantors must be permanent employees of the Institute)

Contract and casual employees are not entitled for any loans but if following conditions are satisfied, they Contract and casual employees can get festival advance.

1. Valid certificate for service continuity during the recovery duration e.i 10 months. OR
2. UPF balance should be sufficient to cover the full total loan amount OR
3. Need a guarantor (A guarantor must be a permanent employee of the Institute)

Note: Unless loan taker does not request, no installment is recovered in the months of December and March

Loan Issuing Procedure

• Submit a completed Loan Application Form with a Special Letter for Distress Loan and Invoice for Computer Loan
• Loan Clerk update the waiting list register according to the application date
• If there is enough balance in the account the following steps will start
• Fill the basic information in the Loan Calculated Form (Form No: F/Loan ½) and submit to the Salary Clerk for salary information
• Calculate the loan amount by the Loan Clerk and submit to AB/SAB for checking purpose
• Check loan calculation and certify by the Assistant Bursar/Senior Assistant Bursar
• Senior Assistant Registrar certify information mentioned section A (1,2,3) and Section B (1& 2) of the Loan Application Form
• Head of the Department (Director of the Institute) approve the loan and signed the Loan Application and the Loan Calculated Form (Form No: F/Loan ½)
• Release Loan and update the individual loan register and the loan waiting list register
• Obtain a Receipt for computer loan and license and insurance certificates for vehicle loan within three months period after releasing loan.

Note : If a person is unable to submit above documents within three months two installments per month is deducted from next month.

Summary

Types of Loan	Maximum amount (Rs.)	Interest Rate	No of Installments (monthly)	New loan could be obtained after	Other
Distress Loan	Basic Salary * 10	4.2% p.a.	60	18th Installment
Vehicle Loan for Motor Cycle	50,000.00	4.2% p.a.	60	Settling full loan amount	Within three months License and insurance certificate should submit if not, deduct two installments per month
Vehicle Loan for Motor Car/ Van	120,000.00	4.2% p.a.	60	Settling full loan amount	Ditto
Computer Loan	30,000.00	4.2% p.a.	60	Settling full loan amount	Within three months receipt should submit if not, deduct two installments per month
Staff Loan	10,000.00	4.2% p.a.	60	36th installment & paying balance
University Provident Fund (UPF) Loan (grant by the UGC)	(75% of fund balance as 31st December) less (total unsettled loan balance)	No interest	180
Festival Advance	3,000.00	No interest	10	Every year
Salary Advance	40% of Basic Salary	No Interest	Deduct from Salary

Purchasing Procedure for Goods

For capital items purchases the National Procurement Guidelines (GTG) are strictly applied. Accordingly the following approval limits are enforced:

• Rs. 2,000,000 to Rs.5,000,000: Ministry Procurement Committee (MPC)
• Rs. 500,000 to Rs. 2,000,000: Departmental Procurement Committee (DPC)
• Up to Rs.500,000: Head of Department (Director)

Purchasing Process for Capital Items

• Receive written request with specification of the items
• Obtain approval from the Treasury for above Rs.500,000.00 purchases and Head of Department (Director of the Institute ) should approve any amount of purchase to start the purchasing procedure.
• Appoint a Tender Evaluation Committee (TEC)
• Prepare Tender Documents/ Letter of Quotation for the specification
• Advertise in the press if necessary or call sealed quotations
• Issue Tender Documents and collect non-refundable tender deposits
• Obtain sealed quotation /bidding documents within given time period
• Open tender on time with the TEC
• Evaluate the Bidding documents by the TEC and prepare TEC Report and submit for approval to the (Please refer schedule)
• Obtain approval to release the order
• Raise Purchase Order (PO)
• Accept the Purchase Order and deliver the goods within given time period
• Receive goods to the main stores/ location
• Raise Good Received Notes (GRN)
• Raise Inventory Certificate (IC) with two copies indicating the inventory number and that number must be marked on the face of the asset
• Update the Fixed Assets Register
• Receiving division update their own divisional inventory register
• Obtain recommendation from the respective officer and release the payment 90% of the contract sum and hold 10% retention if necessary
• Provide depreciation and record in the ledger accounts on quarterly basis
• After 6 months after getting certification for working condition and release the retention
• If the equipment is transferred, the specific form is filled (a copy of the form is attached) and submits to the Finance Division
• End of the year board of survey is carried out and submit a report through the Director to the Board of Management

Purchasing Procedure for Consumable and Stationery

• Request from the Store Keeper or any officer to SAB/AB
• Call sealed quotation from registered supplier
• Evaluate the quotations by the TEC and select a suitable supplier
• Raise a Purchase Order (PO)
• Receive goods to the stores
• Raise Good Received Note (GRN)
• Update the stock ledger by the Store Keeper

Issues from the Stores

• Submit a Requisition Form (a copy of a requisition from is attached)
• Issue Goods from the Stores
• Raise Good Issue Note (GIN)
• Update the Stock Ledger by the Store Keeper
• Check stock ledger balance and if the balance is closed to the re order level then start ordering process (see the purchasing procedure for more details)
• Prepare monthly stationery usage report and submit to the Book Keeper
• Prepare journal entries by the Book Keeper

Issuing of Cash Advances

• Submit Requisition Form (Requisition Form Attached)
• Prepare payment voucher
• Update the Miscellaneous Advance Register and the Vote Ledger
• Release Payment
• Submit cash balance with approved bills within reasonable time (one week) Note:
• Check the delay settlement and inform them to settle those advances immediately. (Respective centre Book Keeper/Computer Application Assistant does a follow up action on settlement of cash advances)
• Prepare "not for payment" voucher by the respective Clerk, Computer Application Assistant or Book Keeper
• Update settlement details in the Miscellaneous Advance Register
• Prepare journal entry on quarterly basis

Note: Settlement period one week is duration between cash receipt date and bill settlement date. However, advance taker must settle the unspent balance immediately after payment made.

Special workshops or Training programmes which are conducted more than one month, special cash advanced can be obtained and but not need to settle within one week. Those advances should settle immediately after programmes.

Payments Process

• Final Payment - Receive original invoices/bills after receiving goods or obtaining services or after completion of the jobs.
• Advance payment- Receive a Request Letter. (Agreement or TOR should be checked)
• Obtain certification for satisfactory of work or working condition of the equipments etc from the respective officer
• Prepare payment voucher and submit for recommendation and approval (Please see schedule 01)
• Update certain records and get the approval for payment from the Senior Assistant Bursar/ Assistant Bursar
• Release payment
• Obtain receipts or acknowledgements for payments
• Update certain reports and send to the relevant authorities such as University Grant Commission, Treasury, Employees' Provident Fund, Employees' Trust Fund and Inland Revenue Department

Getting an UCSC E-mail account

• Download email application form or Collect from Network Operating Center located in 1st floor, UCSC East wing (Near by Lift).
• Choose 3 letter username and get the singnature from the head of the department and hand over to NOC.
• If you are an academic staff, Please subcribe to Allac mailing list.
• If you are a Non-academic staff, Please subcribe to Allstaff mailing list.
• Login to UCSC mail using your username and password.
• Download Certificate & install it on your machine

Help to upload please!

Admin/Finance has documented more of this... please volunteer to upload.