Office of Treasurer

Standard Operating Procedures

External Sop's

  1. Advance against salary.
  2. Advances for petty expenses.
  3. Advances for specific projects.
  4. Advances for development projects.
  5. Advances for events.
  6. Mobile, Fuel, Medical and Traveling claims.
  7. Trainings, Conferences, Education Financial Assistance, Exhibition, Seminars and subscription claims.
  8. Adjustment of advance against expenses.
  9. Submission of Venders Bills

Advance against salary

  •     Approval of head of department is required on specific form.
  •     Approval of Head Human Resource is required.
  •     Treasurer will sanction the amount after first two approvals.
  •     Then document will be sent for payment. The payment would be processed for cash or cheque.

Advance for Petty Expenses

Only Deans, Registrar and Head OFM can obtain advance against petty expenses as per their approved limits. The petty expense does not include any payment to department employees. All petty expenses does not include payments for capital expenditure.

Advances for Specific Projects

All advances which will require for specific projects will be issued after prior approval of concerned committee, Pro Rector or Rector. For this, budget availability should be ensured before going to start the project. At the end of the project, the inspection team will provide the satisfactory report about work quality. The concerned person who is requesting will also endorsed his comments on bill. The adjustment of such advances must be submitted with in one week after the completion of the project.

Note: Office of Treasurer will be authorized to verify quality and price from selected vendor and from market for the cost effective measures.

Advances for Development Project

All advances under the above mentioned title would be issued after prior approval of concerned committee, Pro Rector or Rector. For this, budget availability should be ensured before going to start the project. Approved policy and procedure will be strictly followed in this regard. Half payment would be sanction in the name of selected vendor and rest of payment would be release on completion of the project. At the end of project inspection team will be ensured about work quality and will provide satisfactory report. The concerned person who is requesting will also endorsed on bill before payment. The adjustment of such advances must be submitted with in one week after the completion of the project.

Note: Office of Treasurer will be authorized to verify quality and price from selected vendor and from market for the cost effective measures.

Advances for Different Events

Advances for events e.g. Exhibitions, Seminars and Workshops inside or outside should be notify prior with complete detail and attachment of request by concerned department or person. In this regard the budget approval and availability of funds must be ensured. All bills related to the event will be endorsed by concerned person who is requesting with the attachment of requisition. The adjustment of such advances must be submitted with in one week after the completion of the project.

Mobile, Fuel, Medical and Traveling Claims

All claims pertaining mobile, fuel, medical and traveling expenses would be entertained after the approval of OHR. The approved limits for said benefits must be followed. The policy must be followed in this regard. OHR will attach the related policy with the claim for the process of payment and budget approval will be ensured.

Trainings, Conferences, Education Financial Assistance, Exhibition, Seminars and Subscription Claims

The policy must be considered first in such cases. Approval of OHR would be required for payment. All supporting document should be attached with the claim. In case of research conference or paper presentation, research committee approval would be required. The adjustment of such advances must be submitted with in one week after the completion of the project.

Adjustment of Advance Against Expenses

Copy of requisition for advance should be attached with the adjustment. All supporting document should be attached showing purpose of expenses. In case of any expense which is on behalf of any person ore head of department the requisition should be attached and final bill will also be endorsed by the requesting person. In case of orientation, trip or any other activity related to participants, the list of student with ID’s should be attached. All items related to store would be required GRN from Asset & Store department.

Submission of Venders Bills

Any department who is submitting the vendor’s bill will be responsible to attach the explanation sheet after filling the content on that. Purchase procedure would be strictly followed in this regard. All item related to store are required GRN from Asset & Store department.

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