RITES LIMITED

SCHEDULE OF POWERS (SOP – 2022)

EFFECTIVE FROM 3RD AUGUST 2022
 GUIDELINES FOR EXERCISE OF POWERS
1. Schedule of Powers should be considered as a sacrosanct document designed to confer organizational dynamism through quick
decision making process. It should be clearly understood along with delegation of powers, there is accountability also at every
level.

2. While exercising these powers, safeguarding the interest of the Company is more important than simple observance of rules and
procedures.

3. Exercise of powers shall be subject to observance of relevant policies, rules and regulations of the Company and principles of
financial propriety.

4. The powers delegated to an executive can be exercised by the executive above his level.

5. Where financial limit has been prescribed, this shall mean up to and including that amount per case except where annual limit
has been indicated. The approving authority shall ensure that annual limits are not exceeded and details are kept of the same.
Financial limit as defined under various clauses of SOP will be exclusive of GST. Hence, powers of SOP in various items of SOP
shall be construed as without GST.

6. It should be ensured that the powers mentioned herein are viewed in their correct perspective and exercised judiciously by the
officers concerned. The sanctioning authorities shall pay due regard to the Canons of Financial propriety.

7. Minimum level of Finance Officer for financial concurrence shall be up to two grades / scales lower than approving authority as
given in SOP. Wherever officer of that level is not available (for Project & Inspection Offices), finance concurrence can be by an
officer of the manager level at least. Financial concurrence for all proposals requiring Director(s)/ CMD’s approval should be
routed through an officer of at least GM rank in Finance Department.

8. MoU and contracts should be as per standard format to be issued by Legal Department. In case of deviation, clearance from
Legal Department and concerned Director is required. All cases of dispute, litigation and arbitration must be informed to Legal
Department.
9. Procedure for tender evaluation and decision – Tender Committee recommendations would be put by the Tender Committee to
Tender Accepting Authority directly. In cases where CMD is Tender Accepting Authority, Tender Committee recommendations
should be routed through concerned Director and Director Finance.

10. Wherever, there is no specific mention regarding Annual Ceiling etc. powers are to be construed as for Each Case.

11. Bills of suppliers/contractors are to be passed and sent to Finance by the officer who has powers to approve the expenditure as
per SoP, subject to maximum SBU Head.

12. SBU Head shall advise for raising Invoice / Bill to client. Invoice / Bill shall be signed by a Finance Officer not below the level of
DGM.

13. AGMs designated as SBU Head will exercise powers as indicated in column SBU Head (GGM/GM).

14. Wherever there is a change in SoP w.r.t. earlier SoP, the revised SoP shall prevail including for cases in process at various stages.

15. Directors will have full powers for addressing routine / day-to-day issues & activities, though not specifically covered in SoP and
revision of various policies / procedures / guidelines for their respective area to the extent these are not contradictory to any
policies / procedures / guidelines approved by CMD / Board / Government.

16. In case of contradiction in powers of SoP and provisions contained in various policies / procedures / guidelines of the Company,
SoP shall prevail.

17. Where specific powers are not indicated for abroad / overseas projects, powers in SoP shall apply for abroad overseas projects
also. Powers indicated in INR shall be converted @ 1 USD = Rs 75 wherever they are being operated in Foreign Currency.

18. Powers in SoP shall be exercised considering various policies / guidelines issued by Government / company from time to time.

19. In case of issue of any orders / notifications / circulars with the approval of CMD having effect on SoP, the same will be effective
till the time Amendment to SoP is issued incorporating the same.
 SCHEDULE OF POWERS – UPDATED AS ON AUGUST 2022
SL. NO ITEM DIRECTOR DIV. HEAD Regional SBU GGM/GM AGMs JGMs SDGM / Remarks
S Head Head (Other than DGMs
(GGM / Div. / SBU
GM) Head

I. CONTRACTS / PURCHASES
1. Sanction of:
1.1 Projects in India
i) EOI, Offer and negotiation (including tender fee / cost of tender documents)
Consultancy Projects Full powers Full powers Upto Rs. Upto Rs. Upto Rs. 2 Nil Nil Nil 1. Operating ratio should not be higher than 85% . Offers with
(RITES' fees) 30 crore 15 crore crore Operating Ratio more than 85% would require concerned Director's
approval.
2. In case expenses are normalized (excluding cases where in-
Full powers Upto Rs. Upto Rs. Upto Rs. principle approval for normalisation exists) approval of concerned
100 crore 50 crore 25 crore Director & Director Finance would be required.
3. Negotiation with clients can be done by an officer of rank AGM &
Other Projects, EPC / Upto Rs. 5
Nil Nil Nil above with the approval of competent authority as per value.
Turnkey / Supply crore

ii) Post Award - Input Full powers Full powers Upto Upto Upto Rs.2 Nil Nil Nil With Finance concurrence. In case O.R. exceeds 85%, approval of
Estimate and Revised Rs.25 Rs.15 crore concerned Director is required.
Input Estimate crore crore

iii) Submission of As per requirement in the contract and subject to provision in the
Performance / Security input estimate. It should be ensured that guarantee is not open
Deposit / Advance Upto Rs. Upto Rs. Upto Rs. 20 ended and the terms of guarantees are vetted by Finance & Legal
Full powers Full powers Nil Nil Nil
Payment Guarantees 3 crore 1.5 crore lakhs Departments. SBU Heads will have full powers for Extension of Bank
Guarantees.
1.2 Projects abroad
i) EOI, Offer and negotiation (including tender fee / cost of tender documents)
Consultancy Projects Full powers Upto Rs. Nil Nil Nil Nil Nil Nil 1. Operating ratio should not be higher than 80%. Offers with
(RITES' fees) 10 Operating Ratio more than 80% would require concerned Director's
Full powers Nilcrore Nil Nil Nil Nil Nil Nil approval.
2. In case expenses are normalized (excluding cases where in-
principle approval for normalisation exists) approval of concerned
Director & Director Finance would be required.
Other Projects, EPC / 3. Negotiation with clients can be done by an officer of rank GM &
Turnkey / Supply above with the approval of competent authority as per value.

ii) Post Award - Input Full powers Upto Rs. Upto Rs. Nil Nil Nil Nil Nil With Finance concurrence. In case O.R. exceeds 80%, approval of
Estimate and Revised 10 5 concerned Director is required.
Input Estimate crore crore
 SCHEDULE OF POWERS – UPDATED AS ON AUGUST 2022
SL. NO ITEM DIRECTOR DIV. HEAD Regional SBU GGM/GM AGMs JGMs SDGM / Remarks
S Head Head (Other than DGMs
(GGM / Div. / SBU
GM) Head

iii) Submission of Upto Rs. Nil Nil Nil Nil Nil As per requirement in the contract and subject to provision in the
Performance / Security 1 input estimate. It should be ensured that guarantee is not open
Deposit / Advance Full powers Full powers crore ended and the terms of guarantees are vetted by Finance & Legal
Payment Guarantees Departments.

1.3 Memorandum of Understanding (MoU)/JV/pre-bid partnerships:

a) General MoU without Full powers Nil Nil Nil Nil Nil Nil Nil 1. Based on extant policy / guidelines for pre-bid partnership.
Financial Commitment/ 2. JVs involving equity participation will require prior approval of
Implications BOD..
Project specific pre-bid Full powers Nil 3. Consultation with Finance Department for terms & conditions such
Jpartnership and similar as taxation, method of payments, Insurance, Guarantee etc. may be
arrangement including required in addition to Legal vetting.
their post bid 4. Joint bid with an associate resulting into an arrangement with
documentation. associate as sub-consultant or similar arrangement, Divisional Head
b) Nil Nil Nil Nil Nil Nil will have full powers for extending back to back provision such as
Extension of time etc during execution.

2 Estimation, Packaging & Tender documents

2.1 Approval of Detailed Upto Upto Rs 50 Upto Rs Upto Rs Upto Rs.10 Nil Nil Nil 1. Subject to admnistrative approval / acceptance by the client /
Estimates / Technical Rs.100 crore 30 crore 20 crore crore owner, wherever required.
Sanctions (for tenders) crore 2. With vetting of Finance.
3. These powers are applicable for Works Contracts and Supply of
Goods Contracts. For all other items such as consultancy,
Maintenance, purchase of vehicles etc, the power will be 1/7 of the
powers indicated under each column.
4. Provision related to 1/7 of powers shall not be applicable on
lnsurance, AMC/CMC of Equipments / lnstallations, Hiring of
Vehicles, Engagement of Agency for Security, supply of Manpower
etc, Procurement of Stationery and related items, lT related Services
 SCHEDULE OF POWERS – UPDATED AS ON AUGUST 2022
SL. NO ITEM DIRECTOR DIV. HEAD Regional SBU GGM/GM AGMs JGMs SDGM / Remarks
S Head Head (Other than DGMs
(GGM / Div. / SBU
GM) Head

Packaging of tenders for a Upto Rs. Upto Rs. Total estimated cost of project would be the basis. Reasons of
2.2 Full powers Full powers Nil Nil Nil Nil
project 50 crore 30 crore packaging to be recorded.
1. With Finance concurrence
2. In case client requires RITES to follow their own GCC / tender
conditions or GCC / tender conditions of thier funding agency or the
GCC / tender conditions of CPWD/ MOD/ MES/ Railways/ MORTH
Full powers etc. it will not be treated as deviation and the powers for approval of
Approval of deviations tender documents as given against item 3.0 will be required
Full powers upto power
from Standard Tender provided the PQ Criteria as per RITES Guidelines is adopted. If PQ
upto their of
2.3 and Contract Document, Nil Nil Nil Nil Nil Nil Criteria given in RITES Guidelines have to be modified, approval as
power of acceptance
Guidelines on Pre- per Item 2.2 will be required.
acceptance. of SBU
qualification criteria 3. Wherever Standard Tender document is not available, the tender
head.
document prepared shall not be considered as deviation.

1. These powers are applicable for Works Contracts and Supply of

Goods Contracts. For all other items such as consultancy,
Maintenance, purchase of vehicles etc, the power will be 1/7 of the
powers indicated under each column.
2. Provision related to 1/7 of powers shall not be applicable on
lnsurance, AMC/CMC of Equipments / lnstallations, Hiring of
Vehicles, Engagement of Agency for Security, supply of Manpower
Approval of tender etc, Procurement of Stationery and related items, lT related Services.
document, Calling of 3. All works awarded for value above Rs. 50 crores on limited
tenders, Nomination of tender/single tender/nomination basis should be brought to the notice
3.0
Tender Committee and of BOD every quarter for their information.
acceptance of its 4. For tenders to be accepted by Client / owner, Evaluation Report,
recommendations prepared by Project Co-ordibnator, shall be submitted with the
approval of SBU Head. DFO shall associate in evaluation of Financial
parameters / aspects.

3.1 Open Tenders Upto Upto Rs 75 Upto Rs Upto Rs Upto Rs.15 Upto Rs.2 Upto Rs.50 Nil
Rs.150 crore 50 crore 30 crore crore crore lakh
crore
3.2 Limited Tenders Upto Rs.50 Upto Rs.15 Upto Rs.5 Upto Rs.2 Upto Rs.1 Upto Upto Rs.10 Nil
crore crore crore crore crore Rs.25 lakh lakh
 SCHEDULE OF POWERS – UPDATED AS ON AUGUST 2022
SL. NO ITEM DIRECTOR DIV. HEAD Regional SBU GGM/GM AGMs JGMs SDGM / Remarks
S Head Head (Other than DGMs
(GGM / Div. / SBU
GM) Head

3.3 Single Tenders Upto Rs.30 Upto Rs.10 Upto Upto Nil Nil Nil Nil 1. All SBU Heads should ensure that all single tenders / nomination
crores crores Rs.50 Rs.25 awards should be posted on the web site ex-post-facto.
lakhs lakhs 2.Guidelines issued as per Annexure "B" attached to followed.

4 Calling & Acceptance of Upto Rs.75 Upto Rs.25 Upto Upto Nil Nil Nil Nil 1. Guidelines issued as per Annexure "C" attached to be follwed.
quotations for works, lakhs lakhs Rs.15 Rs.10 2. In case of International Projects , the powers would be four times
procurement of supplies lakhs lakhs the amounts shown in respective columns.
and subject to subject to
services for all type of Annual Annual
contracts (excluding Ceiling of Ceiling of
engaging manpower Rs 75 Rs 50
directly Lakhs Lakhs
or through agencies)

5 Purchases / services of special nature (On nomination basis / repeat order basis)
Procurement / services
from Govt. Organizations
/ Railways Workshops / Full Full
Production Units / RDSO / Full Powers Full Powers Powers Nil Nil Nil Nil Including payment of advance, if any.
5.1
Powers
Central PSUs

Nil Nil Nil To reduce purchase time and efforts for small value orders upto Rs.
25 lakh, one repeat order may be placed, dispensing with normal
tendering procedure, subject to:
Provision of Spares /
-Order value is below Rs.25 lakh and should not exceed the original
consumable purchase on
P.O Value
Repeat Order Basis
-The original/reference purchase order should not be more than two
5.2 (including repeat order Authority who approved the original Purchase order
year old.
placed by one division
- Firm's willingness in writing , to supply the item at the previous PO
against the orders of other
rates and terms and conditions.
Division).
- PO issuing authority should certify that the rate of the concerned
items has not come down and are still reasonable.
 SCHEDULE OF POWERS – UPDATED AS ON AUGUST 2022
SL. NO ITEM DIRECTOR DIV. HEAD Regional SBU GGM/GM AGMs JGMs SDGM / Remarks
S Head Head (Other than DGMs
(GGM / Div. / SBU
GM) Head

1. Specific nomination of individual members shall be made by the

Tender Accepting Authority .
2. The Committee shall consist of 3 members, one from the SBU
concerned, one from another SBU andone from Finance. However,
in respect of Project Offices, the technical
members could be from different disciplines from the same SBU.
Serving as Member of 3. ln case of tender, where Finance departmcnt is the user
6.0
Tender Committee department, Tender Committee shall consist of one member from
Finance Department and the other two members shall be from
dcpartments other than Finance.
4. These powers are applicable for Works Contracts and Supply of
Goods Contracts. For all other items such as consultancy,
Maintenance, purchase of vehicles etc, the power will be 1/7of the
powers indicated under each column. Provision related to 1/7 of
6.1 Open Tenders NA No Limit Upto Rs Upto Rs Upto Rs 75 Upto Upto Rs.2 Upto Rs.50 powers shall not be applicable on lnsurance, AMC/CMC of
75 crore 75 crore crore Rs.30 crore lakh Equipments / lnstallations, Hiring of Vehicles, Engagement of Agency
crore for Security, supply of Manpower etc, Procurement of Stationery and
related items, lT related Services.
6.2 Limited Tenders No Limit Upto Upto Upto Rs.15 Upto Rs.2 Upto Rs.25 Upto Rs.10
5. Based on recorded justification, Tender Accepting Authority may
Rs.15 Rs.15 crore crore lakh lakh
nominate a member of the next lower rank provided further that this
crore crore
lower rank officer should not be below the rank of Manager in
executive
6.3 Single Tenders No Limit Upto Upto Upto Rs.10 Upto Nil Nil Deptt. and Asst. Manager in Finance Deptt. This would require
Rs.10 Rs.10 crores Rs.25 approvalof Divisional Head.
crores crores lakhs 6. Finance Member may be one grade lower in normal cases and in
cases covered under Remark 5 above, Finance member may be two
grades lower.
7. lf client representative is a member of tender committee, member
from another discipline / SBU will not be required.

1. LOA, Purchase Order and Agreement to be subject to prior vetting

by Finance for value > Rs 2 Lakhs.
2. Standard contract document and terms & conditions to be followed
Signing authority of offers / as and when issued by Legal Cell. In case of deviation, legal vetting
contracts / order after Full Full Upto Rs. Upto Rs. and approval of concerned Director would be required.
7.1 Full Powers Full Powers Full Powers Nil 3. For RES and Expotech, vetting by Finance is not required in case
approval of Powers Powers 50 crore 15 crore
competent authority LOA / Purchase orders are issued following terms & conditions as per
annexure A.
 SCHEDULE OF POWERS – UPDATED AS ON AUGUST 2022
SL. NO ITEM DIRECTOR DIV. HEAD Regional SBU GGM/GM AGMs JGMs SDGM / Remarks
S Head Head (Other than DGMs
(GGM / Div. / SBU
GM) Head

1. To the extent possible, modification in the contract should be

Full power avoided. However, in exceptional cases it may be permitted if justified
Full powers upto the in overall interest of the project, after taking into account the financial
up to their power of implications for the same.
Amendments to accepted
7.2 acceptance acceptance NIL NIL NIL NIL NIL NIL 2. With the concurrence of finance & legal.
contract.
under items of SBU 3. With the mutual consent of all parties to the contract.
no. 3.0 Head as per 4. Information /consent of client if needed as per agreement with
Item 3.0 Client.
8 Administration of Contract
Extension of date of Extension without penalty would require approval of client, wherever
8.1 completion of works Full Powers Full Powers Same as powers of Acceptance of Tender under Clause 3.0 needed as per agreement with the client.
awarded.
(i) Full Upto 50% Upto 25% Upto 25% Upto 25% Upto 25% 1. For powers delegated upto Regional Head, revised value should
powers for of the of the of the value of the of the not exceed the limit of acceptance of tender as prescribed under Item
tenders value of value of of contract value of value of No.3.0 (if on account of variation the accepting authority gets
accepted by contract contract for which contract contract for changed to lower level, approval of the authority origianally approved
Regional accepted for which they are the for which which they the tender will be required)
Variation in Contract Head and by they are accepting they are are the 2. Acceptance to be obtained from client / owner in case the revised
(upward / downward) on below (ii) Regional the authority the accepting cost of work exceeds the sanctioned amount as per agreement with
all accounts such as non- Upto 50% Head and accepting accepting authority the client.
8.2 schedules items, extra Full Powers of the value below authority authority Nil 3. Finance concurrence is required.
items, quantity variations, of tender 4. In case of tenders accepted upto SBU Head, variation beyond
substitute items, deduction aceepted by +/- 25% will require approval of Regional Head and beyond 50% by
/ recovery item etc. Divisional Divisional Head.
Head &
above

Appointment of Arbitrators, Full powers Full powers

Conciliators, settlement of for tenders for amount
claim and other for which upto which
contractual actions they are the they are
9 including institution of accepting tender Nil Nil Nil Nil Nil Nil
legal proceedings authority. accepting
authority.
 SCHEDULE OF POWERS – UPDATED AS ON AUGUST 2022
SL. NO ITEM DIRECTOR DIV. HEAD Regional SBU GGM/GM AGMs JGMs SDGM / Remarks
S Head Head (Other than DGMs
(GGM / Div. / SBU
GM) Head

10 SANCTIONS FOR PURCHASES FOR CONSUMPTION

Stationery, Office
consumables, computer Upto Upto Rs.2 Upto Upto Upto Upto
Upto Rs.3
software / upgradation, Rs.3 lakh lakh in Rs.50,000/- Rs.10,000 Rs.5,000/- Rs.1,000/- For SBUs in Delhi / Gurugram, procurement to be done centrally by
10.1 Full Powers lakh in
net working, licence fees, in each each in each /-in each in each in each CS/IT for respective items.
each case.
user charges and IT case. case. case. case case case
facilities / services
1. In the event of emergent requirement, such items may be
Machinery, equipment,
purchased through a purchase committee consisting of minimum two
tools / plant, office
Upto Rs. Upto Rs.3 Upto members, one from Executive & one from Finance. The Minimum
machines, furniture, Upto Rs. 5 Upto Rs.25 Upto Rs.1 Upto Upto Rs.
5 lakh in lakh in Rs.20,000 rank of Finance member shall be Manager and for Executives DGM.
10.2 stores, spares, Crs in each lakh in lakh in Rs.5,000 in 2,000 in
each each in 2. For items covered in IT Policy, the extant guidelines to be followed.
computers, IT Hardware case each case each case. each case each case
case case each case
and peripherals
(excluding vehicles)
Purchase / subscription for Upto Upto Upto
Technical Books, Rs.30,000/- Rs.25,000 Rs.20,000
Manuals, Journals and in each /- in each /- in each
Periodicals (including case case with case with
digitals) Annual Annual
10.3 Full Powers Ceiling of Ceiling of Nil Nil Nil Nil 1. Subject to provision in budget / input estimate.
Rs 2 Rs 1
Lakhs Lakhs

Upto Rs.
1. Subject to instructions issued by Ministry / DPE from time to
10.4 Vehicles 25 Lakh in Nil Nil Nil Nil Nil Nil Nil
time.
each case
 SCHEDULE OF POWERS – UPDATED AS ON AUGUST 2022
SL. NO ITEM DIRECTOR DIV. HEAD Regional SBU GGM/GM AGMs JGMs SDGM / Remarks
S Head Head (Other than DGMs
(GGM / Div. / SBU
GM) Head

II. EXPENDITURE
11 Hiring
Furniture, office machines, 1. Subject to provision in sanctioned budget /estimate.
machinery, equipments,
tools & plants and any Full Full
11.1 other infrastructure as per Full Powers Full Powers Powers Powers
Nil Nil Nil Nil
Project requirement

Full Full Powers 1. Subject to necessary provision in the sanctioned budget

Powers (Upto 1 no. /estimate.
(Upto 1 of vehicle Rs.10,000/- 2. Hiring of Vehicle for other than Project Work will require approval of
Full no. of per project) in each Divisional Head.
11.2 Vehicles for project work Full Powers Full Powers Nil Nil
Powers vehicle case.
per
project)
1. Subject to provision in sanctioned budget /estimate.
Full Powers 2. Subject to standard terms & format of lease of RITES issued by
upto 24 Administration from time to time . Any deviation from standard
months to terms of lease would require approval of Divisional Head after
11.3 Office accommodation Full Powers Nil Nil Nil Nil Nil Nil
Divisional vetting Finance & Legal.
Head of
Estate

11.4 Services

11.4.1 Administrative Approval for engagement of Agencies (excluding manpower) with expenditure out of RITES's Fee

Maximum 1. Subject to Pprovision in sanctioned budget /estimate.

Maximum Maximum Maximum 2. Finance concurrence required.
Rs. 75
Rs.1 Crore Rs.50 lakh Rs.20 lakh
a) projects In India Full Powers lakh for Nil Nil Nil
in for each for each
each
each case project project
project
Upto USD 1. Subject to Pprovision in sanctioned budget /estimate.
1,00,000 in 2. Finance concurrence required.
b) projects abroad Full Powers each case. Nil Nil Nil Nil Nil Nil 3. Statutory compliances to be ensured.
 SCHEDULE OF POWERS – UPDATED AS ON AUGUST 2022
SL. NO ITEM DIRECTOR DIV. HEAD Regional SBU GGM/GM AGMs JGMs SDGM / Remarks
S Head Head (Other than DGMs
(GGM / Div. / SBU
GM) Head

Engagement for specialized work on nomination basis:

Firms / Companies Upto Rs.1 Upto Rs.25 Upto Rs. Upto Rs. 3 Nil Nil Nil Nil 1. Subject to the following conditions
Crore in lakh in each 10 lakh in lakh in (i) Provision exists in the sanctioned budget / estimate
each case case each case each case (ii) Before according such administrative approval, the competent
authority shall satisfy himself that the firms / companies so engaged
is of proven experience and possess project / work related expertise
duly certified by the SBU Head.
11.4.2 2. Such engagements will only be for specialized activities including
requirements for Business Development and Corporate functions.
3. If firms / companies have been engaged against a specific project,
payments to such firms / companies will not exceed the amount
received by RITES for that particular project till the time of making
payment .

11.4.3 Engagement of Govt. Full Powers Full Powers Upto Upto Upto Rs.20 Nil Nil Nil Subject to the following conditions:
Agencies / Institutions for Rs.50 Rs.30 lakh lakh in each 1. Provision exists in the sanctioned budget / estimate.
specialized lakh in in case. 2. Agency / Institute is as per list approved (Annexure- "D") or
studies/design/proof each each separately approved by Director
checking and lab testing case. case. 3. Advance payment to agencies / institutions will be with the approval
etc. without calling of SBU Head.
quotation / tenders.

11.5 Residential Full Powers Full Powers Full Full Full Powers Nil Nil Nil As per Standard Terms & Conditions of lease and guidelines from
Accommodation for Powers Powers time to time. Any deviation from standard terms of lease would
employees on Self / require approval of Divisional Head after vetting Finance & Legal.
Company Lease
12 Repairs & Maintenence
12.1 Maintenance of Company Full powers Upto Rs. 25 Upto Rs. Upto Rs. 5 Upto Rs. 1 Nil Nil Nil
owned /Leased office and Lakhs in 10 Lakhs Lakhs in Lakh in 1. To be done by officer nominated to maintain property.
accomodation each case. in each each each case. 2. Provision existing in sanctioned estimate / budget.
case. case. 3. Subject to provision of lease agreement.

12.2 Company's vehicles and Full powers Upto Rs. 5 Upto Rs. Upto Rs. Upto Rs. Upto Rs. Upto Rs. Upto Rs.
1. To be done by officer nominated to maintain vehicle / specified
other assets (excluding Lakh each 2 Lakh 1 Lakh 50,000/- in 25,000/- in 5,000/- in 2,000/- in
assets.
Rolling Stock) case each case each case each case each case each case each case
2. Provision existing in sanctioned estimate / budget.

Upto Rs. Upto 1. To be done by officer nominated to maintain rolling stock.

Upto Rs.50 Upto Rs. 5
Company's owned Rolling 30 lakhs Rs.25 2. Provision existing in sanctioned estimate / budget.
12.3 Full powers lakhs in lakh in each Nil Nil Nil
Stock in each lakhs in
each case case
case each case
 SCHEDULE OF POWERS – UPDATED AS ON AUGUST 2022
SL. NO ITEM DIRECTOR DIV. HEAD Regional SBU GGM/GM AGMs JGMs SDGM / Remarks
S Head Head (Other than DGMs
(GGM / Div. / SBU
GM) Head

Maintenance Contract for

Plant, Machinery, Tools,
Equipments, Computer & Upto Rs.5 Upto Rs. 1
Full Full
12.4
Peripherals, security and Full Powers Full Powers lakh in each lakh in Nil Nil Subject to provision in input estimate / budget.
Powers Powers
horticultural. case each case

Field Survey / Site

Expenditure such as Upto Upto
Transport, Temporary Upto Rs.5 Upto Rs.2
Rs.25,000/- Rs.10,000/-
13 Accommodation, Full Powers Full Powers lakh in lakh in Nil Nil Subject to provision in input estimate / budget.
in each in each
Consumables, Portage each case each case
case case
Charges etc.
Write-off losses of stores Upto Upto Upto Upto Upto
and equipment (Residual Rs.20,00,00 Rs.2,00,000 Rs.50,000 Rs.25,000 Rs.10,000/-
14 value) 0/- in /- in each /- in each /- in each in each Nil Nil Nil Subject to Finance concurrence and laid down procedures.
each case case case case case

14.1 Write-off of debts /dues Upto Upto Upto Rs. Upto Upto Nil Nil Nil
/outstandings / Rs.20,00,00
Rs.5,00,000 2,00,000/- Rs.50,000 Rs.20,000/-
Subject to Finance concurrence and laid down procedures as per
recoverables 0/- in /- in /- in in each
Annexure "E"
each case in each each case each case case
case
Full Powers Upto Rs. 10 Upto Rs. Upto Rs. 2
with lakh in each 5 lakh in lakh in
14.2 Write back of fee / income Nil Nil Nil Nil Subject to finance concurrence.
consent of case each case each case
Director
Sanction of imprest Finance Upto Upto Upto Upto Upto 1. Powers for GGM / GM (Other than SBU Head) and AGM are only
/advances to staff working Rs.200,000/- Rs.100,00 Rs.100,00 Rs.50,000/- Rs.25,000/- for RES Division.
15 under them. Full Powers in 0/- in 0/- in in each in each Nil Nil 2. Imprest shall be recouped only once in a month.
each case each each case case
case. case.
16 Insurance for Property and Full Powers Full Powers Full Full Full Powers Nil Nil Nil
assets of the client Powers Powers
(pending handing over) Subject to finance concurrence.
and of Company

Sanction of Misc. Upto Rs. 2 Upto Rs. Upto Rs. 1 Upto Upto
Expenses of contingent lakh in each 1 Lakh in Lakh in Rs.20,000/- Rs.10,000/-
17 nature and unforseen Full Powers case each case each case in each in each Nil Nil Subject to provision in input estimate / budget
expenses case case
 SCHEDULE OF POWERS – UPDATED AS ON AUGUST 2022
SL. NO ITEM DIRECTOR DIV. HEAD Regional SBU GGM/GM AGMs JGMs SDGM / Remarks
S Head Head (Other than DGMs
(GGM / Div. / SBU
GM) Head

Upto Rs Upto Rs Upto Rs Upto Upto Rs. Upto Rs. Upto Rs.
25,000/- in 20,000/- 10,000/- in Rs.5,000/- 3,000 in 2,000 in 1,000 in
each case in each each in each each case each case each case
subject to case case case subject to subject to subject to
To authorize expenditure Annual subject to subject to subject to Annual Annual Annual
18 on hospitality / Full powers Ceiling of Annual Annual Annual Ceiling of Ceiling of Ceiling of Subject to provision in input estimate / budget
Entertainment in India Rs 5 Lakhs Ceiling of Ceiling of Ceiling of Rs 30,000/- Rs 20,000/- Rs 10,000/-
Rs 3 Rs 2 Rs 50,000/-
Lakhs Lakhs

Full powers
subject to
Purchase of Gift Articles each item
for Clients / mementos for being not
19 Nil Nil Nil Nil Nil Nil Nil Subject to budget provisions for SBU / Division.
guests /business more than
associates Rs.25,000/-
.

To dispose off surplus /

unserviceable vehicles, Full Full
stores, scrap materials, Full Powers Powers Powers
furniture, office for for for Subject to recommendton of a Committee consisting of three officers
equipments etc. Estimated Estimated Estimated (including one from Finance) to be nominated by approving authority.
20 Full Powers Nil Nil Nil Nil
value upto value upto value upto The Minimum rank of Finance member shall be Manager and for
Rs 5 Lakhs Rs 2 Rs 1 Executives DGM.
each case Lakhs Lakhs
each case each case

Up to Rs. Rs. 5 lakh Rs. 5 lakh Subject to guidelines issued on the subject.
To incur expenditure on
10 lakh in in each in each
21 legal / taxation issues / Full Powers Nil Nil Nil Nil
each case case case
opnions
22 Statutory levies such as Full Powers Full Powers Full Full
local taxes related to Powers Powers
Estate, Filing Fee etc. Nil Nil Nil Nil

Penalty, Interest on Upto Rs. Upto Rs. Upto Rs.

delay / short payment / 10,000/- in 7,500/- in 5,000/- in
22.1
non payment of statutory Full Powers each case. each each Nil Nil Nil Nil
dues / leivies / taxes case. case.
etc.
 SCHEDULE OF POWERS – UPDATED AS ON AUGUST 2022
SL. NO ITEM DIRECTOR DIV. HEAD Regional SBU GGM/GM AGMs JGMs SDGM / Remarks
S Head Head (Other than DGMs
(GGM / Div. / SBU
GM) Head

Secretarial Expenditure Full Powers Up to Rs. Up to Up to Rs.

pertaining to Registrar, 2 lakh in Rs. 1 1 lakh in
Share Transfer Agents, each case lakh in each
Stock Exchanges, each case
23 case Nil Nil Nil Nil
Depositories and other
expenses pertaing to /
conduct of Board /
General Meetings
Full Powers Up to Rs. Up to Up to Rs.
Payment of Audit Fee, 2 lakh in Rs. 1 1 lakh in
certification charges and each case lakh in each
other related expenditure each case
24 for conduct of various case Nil Nil Nil Nil
Audit including Secretarial
Audit, Fee for
accreditation, affiliation etc

III ESTABLISHMENT MATTERS

Operation of posts and Administrative Ministry's approval is required for creation of posts at
25 approval of appointments, Nil Nil Nil Nil Nil Nil Nil Nil the level of E-7 and above, in terms of DPE OM No. 16(11)/2008-GM
Recruitment dt. 4.11.2008

Full powers
Promotion and allied Full powers
25.1 upto Cluster Nil Nil Nil Nil Nil Nil
activities for Non Exe
III

After fixation by HR and vetting by Finance Establishment

Fixation of Pay on
Appointment / promotion / Full Power
25.2 Secondment / deputation to ED (CS) / Nil Nil Nil Nil Nil Nil
etc. as per policy / Head of HR
guidelines
Engagement of
contractual employees /
consultants / advisors /
25.3 experts and extension of Nil Nil Nil Nil Nil Nil Nil Nil
tenure thereof
 SCHEDULE OF POWERS – UPDATED AS ON AUGUST 2022
SL. NO ITEM DIRECTOR DIV. HEAD Regional SBU GGM/GM AGMs JGMs SDGM / Remarks
S Head Head (Other than DGMs
(GGM / Div. / SBU
GM) Head

Engagement of manpower Full powers

through manpower agency
(MPA) and extension of Subjected to Administrative approval of CMD for engagement of
25.4 Nil Nil Nil Nil Nil Nil Nil
tenure thereof Manpower.

Authorizing transfer of Nil Nil Nil Nil

Full
staff working under them. Full powers Full powers Full
powers
25.5 upto Cluster upto Cluster powers for
for Non
III II Non Exe
Exe
Authorizing tour within Full powers Full Powers Full Full Full Powers Nil Nil Nil
India on company Powers Powers
25.6
business and all related
activities of staff working
under them

Grant of leave and Full Powers Full Powers Full Full Full Powers Full Full Full Power for grant of extraordinary leave lies only with Director upto
revocation and recall Powers Powers Powers Powers Powers AGM and Divisional Head for Cluster-I. LAP(EL) and LHAP can be
25.7
from leave for staff sanctioned by GM and above level officers
working under
them

Sanction of travel by Full Powers Upto Upto Upto Upto Nil Nil Nil Travel by Air by Employees who are otherwise not entitled will require
higher class and stay in Rs.50,000/- Rs.20,000 Rs.10,000 Rs.5,000/- approval of Director.
25.8 hotels of higher class in in each in each in each in each
India. case. case case case

Sanction of Medical Full power With vetting of Finance.

Advance for to Director
hospitalization and HR Upto Rs 5
reimbursement of medical Lakhs to ED
25.9 Nil Nil Nil Nil Nil Nil
expenses for (CS) / Head
hospitalization / prolong of HR
treatment

Nomination of employees Full powers Upto Upto Upto Nil Nil Nil Nil 1. Intimation to be sent to Personnel Branch in CO.
for training / seminars / Rs.50,000/- Rs.25,000 Rs.25,000 2. Proposal of nomination duly approved to be routed through the
Conferences within the per annum /- per /- per Department entrusted with work related to Training / Workshops /
country. on each annum on annum on Seminar etc. for further aciton and records.
25.10
employee each each 3. Deligation to Divisional Head of Training SBU sgall be double the
employee employee powers of Divisional Heads.
 SCHEDULE OF POWERS – UPDATED AS ON AUGUST 2022
SL. NO ITEM DIRECTOR DIV. HEAD Regional SBU GGM/GM AGMs JGMs SDGM / Remarks
S Head Head (Other than DGMs
(GGM / Div. / SBU
GM) Head

Upto Rs. Upto Rs. Upto Rs.

10,000/- for 5,000/- for 5,000/- for
each each each
individual individual individual
25.11 Award to Employees Full Powers with Annual with with Nil Nil Nil Nil Reasons and justification for grant of award to be recorded.
Ceiling Rs 1 Annual Annual
Lakh Ceiling Rs Ceiling Rs
1 Lakh 50,000/-

Full Powers Upto Rs.2 Upto Upto

lakh in each Rs.50,000 Rs.50,000
case in each in each
case with case with
Authorize expenditure on
Annual Annual
26 printing / publicit / Nil Nil Nil Nil
Ceiling of Ceiling of
Promotion
Rs 2 Rs 2
Lakhs Lakhs

Upto Rs.10 Upto Rs.5 Upto Rs.5

Authorize expenditure on lakhs in lakhs in lakhs in
27 advertisement of tender / Full Powers each case each case each case Nil Nil Nil Nil
recruitment

Upto
Expenditure on Exhibition
Rs.5.00
/ Trade Fair / Meetings /
28 Full Powers lakh in each Nil Nil Nil Nil Nil Nil
Seminars / Conferences /
case
official events
29 Foreign Projects
Secondment / deputation
of company employees
abroad including the terms
& conditions and their
29.1 recall / repartiation before Full powers Nil Nil Nil Nil Nil Nil Nil
expiry of Secondment / for Non Exe
deputation agreement
 SCHEDULE OF POWERS – UPDATED AS ON AUGUST 2022
SL. NO ITEM DIRECTOR DIV. HEAD Regional SBU GGM/GM AGMs JGMs SDGM / Remarks
S Head Head (Other than DGMs
(GGM / Div. / SBU
GM) Head

Salary Advance and other Concerned

terms & condition Director
including Release of
Gratuity / Retention money
(payable after successful As per approved rates, terms & conditions and provision of
29.2 Nil Nil Nil Nil Nil Nil Nil
completion of assignment) agreement.
etc for secondment /
deputation cases

29.3 Payment of Fee to Concerned 1. Subject to condition that approval for engagement and
Professional Agency Director remunerations has been accorded by competent authority as per
Abroad appointed as per Nil Nil Nil Nil Nil Nil Nil extant policy.
extant guidelines 2. With associate finance concurrence as per agreement with the
agency.
a) Project Expenses Other
than Entertainment &
29.4 Full Powers Full Powers Nil Nil Nil Nil Nil Nil Subject to provision in input estimate / budget.
Capital expenditure

Equl. To Equl. To Equl. To

USD 500/- USD 200/- USD 200/-
b) For Entertainement / on each on each on each
29.4 Full Powers Nil Nil Nil Nil Subject to provision in input estimate / budget.
hospitality occasion. occasion. occasion.

Capital Expenditure for Upto USD

projects abroad 2,00,000/-
29.5 Nil Nil Nil Nil Nil Nil Nil Subject to provision in input estimate / budget.
for each
case.
Operation of overseas Concerned
offices and Statutory / Tax Director and In case in-principal approval of BOD for establishing office already
29.6 Nil Nil Nil Nil Nil Nil Nil
Registrations & related DF. exists.
activities
Remittances in Foreign
29.7 Currency Full Power Full Power Nil Nil Nil Nil Nil Nil With associate finance concurrence.
 ANNEXURE “A”

Terms and conditions to be incorporated in Tender enquiries and in Purchase Orders:

1. Payment Terms: Option: - (a) 100% against receipt of material.

Option: - (b) Maximum 10% advance against Proforma Invoice and Bank Guarantee
and balance on receipt of material.

Option: - (c) Standard terms of Railway Production / Manufacturing Unit for purchases.
2. Point of Delivery :

3. Consignee :

4. Delivery Period :

5. Taxes & Duties :

6. Inspection :

7. Packing :

8. Warrantee / Guarantee :

9. Marking :

10. Freight / Insurance :

11. Liquidated Damages :

12. Documents :

13. Correspondence :

14. Acceptance of Letter of Award :

 ANNEXURE “B”

Sub: Procedure for calling and acceptance of single tender.

Prior administrative approval of the authority competent to call for single tender, as per Schedule of Powers in force shall
be obtained, besides obtaining finance concurrence.

Before according such administrative approval, the competent authority shall satisfy himself that at least one of the following
conditions are fulfilled:

1. a) That the situation is emergent, i. e. Accidents, force majeure, etc. involving dislocation / disruption of essential
Services / work.

b) Works / procurement / services of specialized nature, where procurement is possible from single source only.

c) There have been no bids to repeated tenders (minimum two times).

d) That in case of proprietary articles, it is certified that a similar article is not manufactured by any other firm which
could be used in lieu.

2. Tight targets and urgency cannot be accepted as reason for calling single tend

3. There will be no requirement for calling tender for Proprietary Items and formation of tender committee for cases valuing
upto Rs 25 Lakhs.

----------
 ANNEXURE “C”

GUIDELINES FOR CALLING AND ACCEPTING QUOTATIONS INSTEAD OF TENDERS

1. The quantity of work / supply should not be split with an intention to bring the value down to a level of quotation.

2. Quotation should be called to meet any emergent / immediate requirement or small items costing more than Rs.50,000/-. No
repeat order is permitted in case of work undertaken on quotation basis. For procurement / works / services abroad, quotations
may be adopted in other situations also.

3. Minimum three sealed quotations should be collected / called from reputed and known contractors / suppliers. There need not be
prior finance concurrence.

4. In case of project sites situated at remote locations / abroad where obtaining three quotations is difficult, requirement of minimum
3 quotations can be relaxed by the Divisional Heads by recording reasons for such relaxation.

5. There is no need to form a tender opening committee for the quotations. The same should be opened by a committee comprising
of three members one from SBU, one from other than SBU and one from Finance with following minimum level of officers: -

Value of work SBU / Other than SBU Member Finance Member

Upto Rs 10 Lakhs Manager Jr Manager

Upto Rs 25 Lakhs DGM Manager

Upto Rs 75 Lakhs AGM DGM

Beyond Rs 75 Lakhs SBU Head GM / Finance

 However, in respect of Project Offices, the other than SBU Member could be from different disciplines from the same SBU.
For locations where there is no Finance Officer available, quotations shall be opened by other two members however further
processing including preparation of comparative statement would be done by three-member committee as per constitution given
in above table.
The committee shall also prepare comparative statement. Based on the comparative statement, the competent authority can
decide the quotations without going through process of tender committee.

6. The accepting authority should satisfy him / her about the reasonability of rates and other terms with reference to the estimate
and prevailing market conditions. The basis of acceptance should be the lowest qualified quotation. All principles of
financial propriety should be followed.

7. Deposits of earnest money or submission of performance guarantee may n o t be r e q u i r e d . Warranties should,

however be insisted depending upon nature of work or equipment.

8. Advance payment should be avoided as far as possible.

9. A formal acceptance order should be issued.

10. In case of award of work on quotation basis, variation / deviation is not envisaged normally. However, in case deviation
happens, reasons for same are to be recorded and it will be dealt as under: -

i. Downward variation is allowed with the approval of the authority originally approved award of work on quotation.

ii. For upward deviation, approval needs to be obtained as under: -

a. Up to 25% of contract value – by accepting authority up to their powers of acceptance.
b. Up to 50% of contract value – by Divisional head up to their powers of acceptance.
c. Upward deviation above 50% of contract value – by Directors up to their powers of acceptance.

iii. Guidelines as given in Section 17 of Construction Project Management (CPM) dealing with Extra, Substituted and
Deviated Items of work shall be applicable.
ANNEXURE “D” - LIST OF GOVERNMENT INSTITUTIONS
S. No. Name of the Govt. Agency / Institutions

1. All IITs / IIMs

2. Central Soil and Material Research Station (SCMRS) Delhi

3. National Institute of Rock Mechanics NIRM Kolar Bangalore

4. National Geophysical Research Institute, Hyderabad

5. Regional Remote Sensing Centers, NRSA – Hyderabad Lucknow

6. Central Water and Power Research Station, Pune

7. National Institute of Hydrology, Roorkee

8. Central Road Research Institute, Delhi

9. Central Building Research Institute, Roorkee

10. CIMFR Dhanbad (Central Institute for Mining and fuel Research Dhanbad Roorkee Nagpur

11. ISM, Dhanbad (Indian School of Mines)

12. CGWB (Central Ground Water Board)

13. GSI – Geological Survey of India

14. Survey of India, Dehradun

15. National Institute of Oceanography (NIO), Goa

16. Irrigation Research Institute (IRI), Roorkee

17. Structural Engineering Research Centre (SERC), Chennai

18. Indian Institute of Sciences – Bangalore

19. Central Mining & Research Station – New Delhi & Pune

20. School of Planning and Architecture, New Delhi

21. Forest Research Institute Dehradun

22. Central Arid Zone Research Institute – Jodhpur

23. Geology Department, University of Delhi, Delhi

24. Garden Reach Shipbuilders & Engineers Ltd., Garden Reach Road, Kolkata

25. ICAR Complex for North East Region, Patna

26. Institute of Development Studies, Jaipur

27. Madras Institute of Development Studies, Chennai.

28. Jamia Millia Islamia University, Delhi

29. Delhi College of Engineering (Delhi Technical University), Delhi

30. All National Institutes of Technology (NITs)

31. Wadia Institute of Himalyan Geology, Dehradun

32. Regional Remote Sensing Centre of ISRO, Dehradun

33. Indian Institute of Remote Sensing, Dehradun

34. Himachal Pradesh Remote Sensing, State Council for Scientific Technology and Environment, Shimla

North-East Space Application Centre (NESAC), Dept. of Space, Umiam (Meghalaya)

35.

36. North East Institute of Science and Technology, Jorhat

37. Snow Avalanches Study Establishment, Chandigarh

38. National Council for Cement and Building Materials (NCCBM), Ballabhgarh

39. Centre for Wind Energy Technology (C-WET), Chennai, Tamil Nadu

40. CEPT University, Ahmedabad

41. Jadavpur University, Kolkata, West Bengal

42. Bengal Engineering and Science University, Shibpur, Howrah, West Bengal

43. Jalpaiguri Government Engineering College, Jalpaiguri, West Bengal

44. Assam Engineering College, Guwahati

45. Dibrugarh University Institute of Engineering and Technology (DUIET)

46. Guru Nanak Dev Engineering College, Ludhiana

47. Osmania University, Hyderabad

48. JNTU, Hyderabad

49. Anna University, Chennai

50. Andhra University, Visakhapatnam

51. Bangalore University, Bangalore

52. National Institute of Engineering, Mysore

53. Cochin University, Cochin, Kerela

54. National AIDS Research Institute (NARI), Pune

 55. National Test House, (All Labs), (Government Organisation under Ministry of Consumer Affairs)

56. JNTU Kakinada

57. JNTU Anantapur

58. CSIR – National Physical Laboratory

59. Hemvati Nandan Bahuguna Garhwal University

60. Space Application Centre, Ahmedabad

61. Centre for Earth Sciences Studies, Thiruvananthapuram

62. Institute for Remote Sensing, Anna University, Chennai

63. Institute for Wetland Management and Ecological Designs, Calcutta

64. Naval Hydrographer’s Office, Dehradun

65. National Institute of Oceanography, Panjim, Goa

66. National Institute of Ocean Technology (NIOT), Chennai

67. National Centre for Sustainable Coastal Management (NCSCM), Chennai

Total Agencies / Institutions: 67

 ANNEXURE “E” (1/2)
Procedure/Guidelines for making proposal for Write off

1. Income is recognised in Books of Accounts as per company’s Accounting Policy on “Revenue Recognition”. Based on
the services/supplies rendered a s per the milestone laid down in the contracts, invoices are raised upon the
clients and revenue is recognized with corresponding recoverable in the Books of Accounts.

2. Uncertainty arises subsequently relating to realisation of recoverable from the clients for any reasons or recoverable have
become too old to be realised or concerned records are untraceable in client/RITES office(s) or Court has given award
against company, in such situations management have no option except to write off the debts.

3. The authority for approval of the write off action has been laid down in the delegation of power as contained in the Schedule
of Powers (SOP) of RITES. A proposal to write off may be examined by Finance & Accounts section which satisfies one or
more of the following criteria :-

3.1 Client has rejected the claim in full or in part on account of unsatisfactory services/supplies. Management also
inclined to agree to a greater extent.

3.2 The amount is small and follow up action may cost more than the recoverable amount or initiating any legal/arbitration action
may not be cost effective in such case, it would be economical to write off the recoverable.

3.3 In case arbitration clause is invoked and the decision has gone against the company, it may be decided not to take further
legal action but to write off recoverable. If no arbitration clause exists, it must be ensured whether legal action needs to be
initiated or not? The time limitation under the Limitation Act may also be kept in view.

3.4 Company is not intending to invoke arbitration/legal action against the client but to write off the recoverable to keep good
business relation with the client and company expects to get more business.

3.5 Adequate follow-up actions have been taken up at all levels but have not yielded any result. This needs to be mentioned and
linked along with the replies/correspondences with the clients.

3.6 Recoverable has become very old and client has expressed inability to pay or outright rejected the claims for want of
records, death, superannuation, transfer of offices, etc.
 3.7 Follow up actions cannot be continued for want of records either at company level or client’s end as a result of sudden
demise/resignation/absconding of the concerned incumbent dealing the project. Due to this reason, recoverable may not likely
to be realized or even legal action may not be initiated.

3.8 In case no arbitration clause exists in the agreement, legal actions need to be initiated before recoverable becomes time barred
as per law of Limitation Act, but no legal action has been initiated within the limitation period and chances of realization of
debt is bleak despite follow up.

4. Proposal to write off should include j u s t i f i c a t i o n in view of p o s s i b i l i t y recovery of recoverable, legal or other actions
costs, period of outstanding, probability of recovery, reasons for rejection, legal position status, effect on future business,
operating ratio of the project, etc.

5. In case recoverable is not as per contractual obligations or is due to wrong billing, the same is to be dealt with as per a
separate procedure on “Write Back” in the Accounts Manual & not as per this procedure on write off. 5.1. The concerned
unit/office will initiate the proposal to write off through the respective