Store Rules

Revised Addition

1. Classification of stores:

All stores procured shall be classified into following three categories:

(A) Major Asset (MAS)

(B) Minor Asset (MIA)/ Limited Life Time Asset (LLTA)
(C) Consumable Stores (CS)

(A) Major Assets (MAS):

Stores satisfying any one of the following conditions shall be classified as

major Assets.
(i) Stores, which are intended to be used over, prolonged periods before
becoming unusable and/ or obsolete.
(ii) Any item, which is classified as Major Assets (MAS) by the standing
committee (as given in note below) constituted for this purpose.

Examples: Laboratory Equipment, Assembled Instruments, Brass Ware, Flower

Pots, Lamp Stand etc. Fabricated Instruments, Gas Cylinders, Almirahs Steel,
Main frame computers/servers, Motors, Networking Devices, Plot Printers,
Welding Machine, Workshop heavy equipment (Lathe Machines, Drilling &
Milling Machines, Power Saw, Wood Working Machines) etc.

(B) Minor Assets (MIA ) or Limited Life Time Asset (LLTA)

Stores may be classified as Minor Assets or “Limited Life Time Assets” for the items
with a life of 4-5 years. Examples: All Laboratory Equipment, (Power supplies,
CVTs/CRO etc.), type writers, accessories and audiovisual systems, All room fixtures
(door closers, blinds, boards, wall/ exhaust fan etc.), UPS, Wooden and Steel
Furniture (chairs, tables, racks, trolleys, cabinet etc.), Battery chargers, Computer
Accessories, Work Stations, Photocopying Machines, Multimedia Projectors, Cryogenic
containers, Cyclostyling machines, Fume Hoods, Modems/hubs (Routers) switches,
Personal Computers, Portable Generators, inkjet/laser printer Small portable electrical
hand tools (Hand drill, planners, grinders etc.), Software, Telephone sets including
mobile phones, Vacuum cleaners, desktop, palmtop calculators, CCTV cameras etc.

(C) Consumable Stores (CS):

Stores satisfying any of the following conditions shall be classified as

Consumable Stores.

(i) Stores, which exhaust with lapse of time.

(ii) Stores, which are rendered unserviceable due to normal wear and tear.
(iii) Stores, which have negligible disposal value.
Examples: Chargeable and non-chargeable batteries, Chemicals & plastic
material, Components installed inside the Cabinet of the Personal Computers
(motherboard, RAM, ports, Hard Disk, DVD, PCI cards etc.), Electrical items
like plugs, tops, switches, fixtures, heater plates etc., Electronic Component
like resisters, ICs, LED's, Transistors, Diodes, transformers, soldering iron and
solder etc.), fabrication materials like Metal sheets, rods, wires, Glass and
Quartz ware, Hand Tools (screw drivers, pliers, scissors, tools related to
gardening and other tools etc.), plant pots. Light sources (bulbs, tubes, laser
pointers etc.), Optical components like Lenses, Prism, Gratings, filters, optical
fibers, patch cord etc., printer consumables (Ribbon, Cartridges etc.),
Stationery items (papers, cutters, staplers, pens, pencils, alpines, u-clips,
sharpeners, dispensers, pen stands, CD covers etc.), tubing (copper,
Aluminum, rubber, PVC etc.), umbrellas & raincoats, Workshop cutting tools
(Bits, hacksaws, blades, drill bits, oil & coolants, files etc.), Capacitors, CD
ROMs, CDs, Conductivity bridge, Connectors, Curtains, Daris /Carpets & other
cloth items, Electric wires / UTP Cables /Optical Fibers, Electrodes,
Floppies/pen drives, Handheld water sprayer/sprinkler, Heating mantles, Iron
meter, Keyboard, mouse and speakers, Lab. Apparels (shoes, lab coats, goggles,
aprons, gloves etc.), Magnetic tape, Medicines, Non electrical balance, pH
meters, Plastic buckets. Room Heaters and Blowers, Shakers, Small Measuring
components and instruments (current/volt/Ohm meters costing less than Rs.
10,000/-), Stirrer, Table covers, Thermostat, Torch, Water bath, Water
distillation glass units, Water distillation stills etc.

NOTE: The Competent Authority may constitute a standing committee to

resolve any confusion in classifying the assets not covered above.

2. General Rules:

1. Stock registers for all Major Assets, Minor Assets and Consumables should
be maintained separately in each department and kept with the concerned
Head of the department.
2. Stock Registers for Major Assets and Minor Assets shall also be maintained
separately in each laboratory.
3. Stock Registers for Assets and consumables purchased under project shall
be maintained separately by the concerned PI and at the closure of the
project the items assets and consumables have to be transferred to the
stock register of the Institute.
4. Stock Registers (for all Major Assets, Minor Assets and consumable items)
for each Project shall be maintained separately (and kept with the concerned
Laboratory/ P.I.) but all the assets shall also be entered simultaneously in
the departments T & P register.
5. Details of the assets & consumables shall simultaneously be intimated to
the Material Management Section by the different departments as and when
purchase is made by them.
3. Store Verification:

The annual verification of all Major and Minor Assets of all laboratories in the
Department shall be done by the verifying officer appointed by the Head of the
Department and the O.C. laboratory at department level and also by a centrally
appointed committee including a member of Material Management Section. On
recommendations of the O.C. and verifying officers of all laboratories regarding
the irrecoverable losses and losses due to stores lost, or rendered
unserviceable due to fair wear and tear the Head of the Department /Centre/
Unit will constitute the committee for survey of unserviceable (Major & Minor
Assets) in their respective department. This committee of the Department shall
inspect such losses and fix their depreciated value. It will also pin-point
responsibility for losses of items found short and shall recommend as to how
these are to be made up/paid for by the individuals responsible for the loss.
The report of the committee shall be considered by the Department Policy
Committee and its recommendations in respect of major assets shall be sent to
the Deputy Registrar / Assistant Registrar (Material Management) on
prescribed Performa, for consideration by the Institute Technical Committee for
writing off and disposal.

4. Writing off and disposal of Unserviceable Stores:

(a) On the recommendation of DPC, the Head of the department may allow
writing off the minor assets with intimation to the Deputy Registrar / Assistant
Registrar (Material Management).

(b) On the recommendation of DPC, the Head of the department may send the
proposal for writing off the major assets to the Deputy Registrar / Assistant
Registrar (Material Management).

(c) The Competent Authority shall appoint an Institute Technical Committee

which shall examine the proforma- sent by the Departments etc. and shall
recommend the Major Assets which are actually unserviceable /beyond
economic repair/beyond local repair, to be considered for writing off, by the
Competent Financial authority. The Technical Committee may delete those
items, which in its opinion, are serviceable or are not beyond local/economic
repair. Thereafter, prescribed proforma will be forwarded to the Deputy
Registrar/Assistant Registrar (Material Management), for consideration by the
Competent Authority. The composition of the Technical Committee shall be as
under:

(i) One Professor to be nominated by the Director for three years who shall be
the Chairman.
(ii) One Faculty member/Officer nominated by the concerned
Department/Limb of the Institute for a period of three years.
(iii) Two other Faculty Members as members to be nominated by the Director
for a period of three years.
(iv) One Faculty Member/Officer as member from outside the concerned
Department to be nominated by the concerned Department/Limb of the
Institute for a period of three years.
(d) The recommendations of the Institute Technical Committee (ITC) are to be
considered by the Competent Financial Authority (CFA) to write off as under:

CFA Normal Wear &Tear,

Individual Item Costing Abnormal Wear & Tear, Individual Item
(Rs.) costing (Rs.)

Head of the Nil Nil

Deptt.

Director Above 15000 Any amount

BoG Above 20.00 lacs Above 2.00 lacs

After approval of the Competent Financial Authority, a proper notification for

writing off is to be issued by the Deputy Registrar/Assistant Registrar (Material
Management)

5. Institute Disposal Committee:

The stores, written off, will be inspected and auctioned by the Institute
Disposal Committee (IDC). The committee shall consist of the following
members:

(i) One Professor to be nominated by the Director, who shall be the Chairman
for a period of three years.
(ii) One Faculty member nominated by the concerned Department/Limb of the
Institute for a period of three years.
(iii) A Member Secretary to be appointed by the Director for a period of three
years.
(iv) An Assistant Registrar (Material Management) as the Joint Member
Secretary to be appointed by the Director for a period of three years.

Items are required to be disposed in line with guidelines/rules of govt. for hazardous &
non-hazardous items.

Notes:

1. These rules may be revised as and when required but not later than 3 years.

2. For the purpose of this document Head of the department (Head) is the Head of
academic department/ Centre/ Unit/ Dean/ Registrar/ Estate and Works/ GATE/
JEE/ ICC/ IIC/ Library/ Hospital/ Students Activities etc.