Regulations

ACHARYA NAGARJUNA UNIVERSITY
REGULATIONS
(Approved at the Executive Council Meeting
held on 15-5-2018)
&
(Academic Senate Meeting held on 27-10-2018)
(Effective from 27-10-2018)
.
TABLE OF CONTENTS
Regulation No. Name of the Regulation Page No.
Regulation-1 Admissions into P.G. Courses of Study 1
Regulation-2 Equivalency of Qualifications 5
Regulation-3 Admissions, Attendance and Transfer of

Students in Under-graduate Courses 7
Regulation-4 Center for Distance Education 27
Regulation-5 Conduct of Examinations 38
Regulation-6 Financial Matters 59
Regulation-7 Conditions for Grant of Affiliation to

Colleges 359
Regulation-8 Service Matters 371
Regulation-9 Delegation of Powers 468

.
Acharya Nagarjuna University Regulations
REGULATION - 1 ADMISSIONS INTO P.G.

COURSES OF STUDY
These Regulations are made by the Academic Senate in accordance

with Section 25(2)(i) read with Section 55(1) (b) and (c) of the A.P.
Universities Act, 1991 (Act No.4 of 1991).
1.1 General
1. Admissions into the P.G. courses of study in the University
College(s) and its P.G. Centre(s) and Affiliated Colleges other than
Autonomous Colleges shall be made by the University either
through an Entrance Test or on the basis of marks obtained in
the qualifying examination.
2. There shall be a Directorate of Admissions in the University which
shall be entrusted with the work relating to admissions into P.G.
courses of study, other than the courses for which A.P.S.C.H.E.
organizes State level admissions.
3. (i) The Executive Council on the recommendations of the Vice-
Chancellor will appoint one of the Teachers of the University,
ordinarily not below the rank of Associate Professor, as the
Director of Directorate of Admissions.
(ii) The Vice-Chancellor may also appoint Addl./Deputy/Asst.
Directors from among the teachers of the University to assist
the Director.
(iii) The remuneration payable to the Director and others
associated with the Directorate shall be determined by the
Vice-Chancellor.
(iv) The Director may engage the supporting staff required with
the prior approval of the Vice-Chancellor.
4. The functions of the Director of Directorate of Admissions shall
be as laid down in the Ordinances.
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5. The Tuition and other fee payable by the candidates admitted

into various P.G. courses of study shall be as determined by the
Executive Council/Government from time to time. In case of
Management Quota seats/Supernumerary seats permitted in
respect of P.G. Courses offered by the affiliated colleges, 50% of
tuition fee prescribed by the University from time to time has to
be remitted to the University by the colleges. The Directorate of
Admissions has to pursue for the remittance of this amount to
the University and transfer the collected amount to the general
Fund Account of the University (as per Executive Council
Resolution No. 4.07 dt. 30.11.2010.
6. The admissions into PG courses shall be made by following the
rules of reservation as notified by the Government of A.P. from
time to time and also by following the rules relating to local and
non-local candidates.
7. The admission into P.G. courses of study offered by minority
colleges shall be in accordance with the Government Orders
issued from time to time.
8. P.G. degree holders of a particular course (M.A., M.Sc., M.Com.)
are not entitled for admission into the same course in the
University Colleges and A.N.U. P.G. Centre, Ongole. However,
a P.G. Degree holder who wishes to pursue another P.G. course
in a different discipline is not eligible for hostel admission, any
scholarship and exemption of any fees.
9. The students who are admitted into various P.G. courses are not
entitled to pursue any other full time course concurrently.
10. There is no age restriction for admission into any P.G. course.
However, those candidates who crossed 30 years for OC, 34
years for BC, SC and ST will not get any fee reimbursement
under the existing rules of the Government of Andhra Pradesh.
11. The attendance at classes by all the students admitted into various
P.G. courses is compulsory. The minimum attendance required
for eligibility to attend the University examinations shall be as
prescribed in the Regulations of the University.
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12. All admissions made into various P.G. courses of study are
provisional and are liable for cancellation, if the certificates relating
to qualifications or social status are found to be defective.
13. Fee concession/reimbursement of Tuition fee allowed to the
candidates belonging to different social and economic status shall
be in accordance with the Government orders in force at the
time of admission.
14. (a) The candidates selected for admission shall be issued with an
allotment letter by the Director based on which candidates
shall be admitted into College(s)/PG Centres concerned on
payment of fee by way of DD in favour of the Director,
Directorate of Admission.
(b) The Director shall arrange to send the fees collected from the
admitted students to the respective Colleges soon after the
closure of admissions.
(c) The fee paid by the candidate may be refunded by the Director
to the admitted candidates who vacate the seats before closure
of admissions, irrespective of filling-up of the concerned
vacancy, after deducting the processing charges as may be
determined by the Vice-Chancellor.
1.2 Admission of International Students:
15. There is a provision of 15 per cent of sanctioned strength in each
course as supernumerary seats (over and above the existing
sanctioned strength in each course) for the admission of
International Students in all the courses offered by the University
Colleges and P.G. Centre at Ongole.
16. Admission of International Students in the University Colleges,
P.G. Centre at Ongole and in Affiliated Colleges is made by the
Director, International Students Cell (ISC), established in the
University campus.
17. Applications from International Students are processed based on
the general eligibility criteria approved for each course for the
admission of Indian students. However, the International Students
seeking admission into PG/Professional/Ph.D. Courses are
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exempted from appearing for Entrance Tests, such as ANUCET

for PG Admissions, ICET for MBA/MCA admissions, EAMCET
for B.Tech./B.Pharm./B.Arch. admissions, Entrance Test for
admission into Research Programs, etc.
18. The equivalence of the qualifications the International Students
possess so as to decide their eligibility for admission into the PG
Courses of the University shall be decided either based on the
equivalence already established by the Association of Indian
Universities, New Delhi or by referring the matter to the respective
Chairpersons of the Boards of Studies of the University.
19. The syllabi, course structure and rules and regulations of discipline,
attendance, conduct of examinations, evaluation and certification
approved for the Indian students shall be the same to the
International Students also.
20. The Course Fee/Hostel Fee in respect of International Students
shall be as decided by the University from time to time.
(This Regulation was approved by the Executive Council vide

Resolution No. 1.16 in the meeting held on 15-5-2018 and by the
Academic Senate vide Resolution No. 2.3 in the meeting held on
27-10-2018 and is effective from 27-10-2018).
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REGULATION-2 EQUIVALENCY OF
QUALIFICATIONS
These Regulations on Equivalency of qualifications is made by

the Academic Senate under Section 55 (1) (b) of the A.P.
Universities Act, 1991 (Act No.4 of 1991).
1. The equivalency of qualifications from other Boards/
Universities shall have to be established for the following
purposes:
2. (i) Admissions into various courses of study in the University
and its affiliated colleges.
(ii) Appointments/promotions of employees including teachers
made by the University and its affiliated colleges.
(iii) The examination conducted by A.P. Board of Intermediate
Education, 10+2 Examinations of CBSE and ICSE are
recognized by this University as qualification for admission
into various degree courses of this University.
(iv) In the case of any other qualification claiming to be
equivalent to the Intermediate course, the equivalency
certificate shall have to be obtained from the Board of
Intermediate Education, Andhra Pradesh.
(v) (i) The Degrees issued by any University/Institution, which
is recognized by UGC, shall be treated as equivalent
to the Degrees of this University.
(ii) The Degrees issued by any University established by
an Act of A.P. State Legislature shall be treated as
equivalent to the Degrees of this University.
(iii) In case of degrees issued by Foreign Universities,
equivalency may be considered based on
recommendations of AIU (Association of Indian
Universities).
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(iv) In case of specific degrees of Indian Universities

recognized by UGC also, w h e rever necessary,
equivalency may be referred to AIU or to local statutory
bodies.
(v) In case of non-recognition of Acharya Nagarjuna
University degrees by any Indian University, the University
will take up this issue with such University.
(vi)In cases of admission into years/semesters other than the
first year/semester, for the establishment of the equivalency
of courses/subjects studied and examinations passed by
the candidate in the earlier year(s)/semester(s), the matter
may be referred to the Chairperson(s) of the Board of
Studies concerned who will certify the equivalency or
otherwise.

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REGULATION-3 ADMISSIONS,
ATTENDANCE
AND TRANSFER OF
STUDENTS FOR UNDER-
GRADUATE COURSES
These Regulations are made by the Academic Senate in accordance

with the provisions under Section 19 (20) (32) (40) ; 55 (1) (c) (d)
of the Act (Act No. 4 of 1991)
3.1 ADMISSIONS
Notification regarding the admissions into 1st year degree courses for
any academic year shall be published 15 days in advance to the date
of re-opening of the college. The last date for receipt of applications
shall be at least 20 days after publication of Intermediate results.
Admissions shall however be completed by 16th August every year.
The following is the common procedure to be followed by all the
Principals of Degree Colleges in respect of admissions.
(1) The advertisement or notification shall indicate the date of re-
opening of the college, the last date for receipt of applications,
the details of the available courses of study and the procedure
for obtaining and submitting applications.
(2) There shall be a gap of at least two weeks between the date of
notification regarding admissions to the degree courses and the
last date for receipt of applications.
(3) The following is the procedure to be strictly followed as regards
the sale and receipt of application forms, the scrutiny of
applications and the preparation of merit lists.
(a) The serial number of application forms sold the names of
candidates and the payment of application fee shall be
clearly recorded in a special register.
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(b) The dates on which applications are submitted in the

college office, the serial numbers of application forms, the
names of applicants with the details of their categories,
their marks in the qualifying examination, the course of
study with the group subject for which they apply and such
other important details shall be properly recorded in another
special register based on the information contained in the
special Register to be maintained as per (iii) (a) supra.
(c) The college Principal shall appoint a committee consisting
of five members of the teaching staff with one of them
acting as the Convener. He/she should entrust the
committee with the scrutiny of applications, the preparation
of selection lists and waiting lists strictly in accordance
with the rules and regulations for admission. The selection
lists and waiting lists shall be prepared strictly in the order
of merit, course-wise, group-wise and medium-wise taking
the candidates who passed the qualifying examination in
one attempt first as per the order of preference herein
indicated and then the candidates who passed the
qualifying examination compartmentally in the same order
of preference.
(d) The Committee shall submit the lists to the Principal, along
with a written statement certifying that the lists have been
prepared according to the rules and regulations for admission
to degree courses strictly adhere to the rules of reservation as
prescribed by government from time to time.
(e) The Principal shall ensure that the lists are bulletined invariably
on the college notice board and intimate to the selected
candidates individually. The procedure proposed to be
followed shall be indicated clearly in the prospectus/
application form. The Principal will be personally held
responsible for any deviation or lapse in the procedure of
admissions.
(4) The first selection list for sanctioned strength, the second
selection list for the number of vacancies available after the
admissions are made from the first selection list and the waiting
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list for double the number of vacancies remaining after the

second selection list should invariably contain the aggregate
marks and the percentage of marks obtained by each
candidate in all the subjects of the qualifying examination put
together. Admissions shall be made based on the aggregate
marks obtained by the candidates in all the subjects of the
qualifying examination. The order of preference is as follows:
1. I Class, 2. II Class, 3. III Class, 4. Compartmental.
The waiting list for double the number of remaining vacancies
shall be placed on the notice board on the next working day
after the last date of admission for the candidates from the second
selection list. The candidates on the waiting list shall be asked to
be present in the college at a given time and date, giving a
maximum of one week’s time from the last date of admissions of
the candidates from the second selection list.
Every admission in the college shall be made from the duly filled
in applications received within the last date prescribed by the
college for receipt of applications and from the selection/waiting
lists prepared in the order of merit and invariably exhibited on
the notice board of the college.
(5) The rules of reservation shall be strictly followed in making the
admissions.
(6) There shall be a gap of seven days between the dates of
notification of the selection lists and the corresponding dates of
admission. Every college shall indicate in its prospectus/
application form, the mode of communication regarding selection
for admission.
(7) Any admission made in violation of these rules is liable for
cancellation.
(8) The Principals are requested to arrange to inscribe the
following information in the form of a rubber stamp on the
reverse of the pass certificate of the qualifying examination of
all the candidates admitted into the degree courses. Admitted
as a regular student into I-year/II-year/ III-year degree during
the year 201__ - 201___.
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This is suggested to prevent students from pursuing two

courses during the same academic year. Hence, the Principals
shall strictly follow this procedure. No student shall study two
or more courses during the same academic year and such
admissions shall be cancelled, whenever noticed.
(9) The above rules and procedures are formulated with a view
to assist and encourage the affiliated degree colleges in
making admissions into degree courses based on a uniform
and foolproof procedure and to add to the functional
effectiveness of the colleges.
The University considers the effective and complete
implementation of the above rules and procedures as essential
to improve the administrative and academic performance of
the colleges.
3.2 NOMINAL ROLLS
(a) Nominal rolls of candidates admitted into first year degree
courses shall be sent to the University for every academic
year, within one week from the last date of admissions into I
Year course, without fail i.e. one week from 16th August each
year. This forms the basis of nominal rolls of I Year candidates
for year-end Examinations.
(b) Nominal rolls of second and third year students shall be
submitted so as to reach the University by the 1st of October
every year including the particulars of the students admitted
on transfer from other colleges.
3.3 ELIGIBILITY CRITERIA FOR ADMISSION INTO B.A./
B.COM. /B.SC./ B.C.A./ B.B.A./ B.H.M. COURSES:
As per existing norms, the qualifying examination for admission to
any of the various degree courses is the two-year Intermediate public
examination held by the Board of Intermediate Education, Andhra
Pradesh and 10 + 2 examinations of CBSE and ICSE or their
equivalent examination recognized by the University.
Admissions to the various degree courses shall be made on the
basis of the fulfillment of the following conditions.
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(1) B.Sc. Courses: Candidates who opt for any combination of

group subjects in the B.Sc. course shall have studied at least
two subjects of the group in the qualifying examination i.e. the
group subjects opted for in the degree courses and the group
subjects studied in the qualifying examination shall have at
least two subjects in common. However, in the case of group
combinations with Mathematics in the B.Sc. course, the
candidates shall necessarily have opted Mathematics as one
of the group subjects in the qualifying examination.
(i) Specifications of Eligibility:
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In case of the following new combinations approved by the

University, the University shall decide the eligibility of subjects
studied in the qualifying examination for admission to different
group combinations of B.Sc., course.
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(ii) List of new Combinations approved (Vide 68th Academic

Senate meeting, dt. 22-3-2013).
1. Chemistry Physics Computer Science
2. Chemistry Mathematics Computer Science
3. Chemistry Statistics Computer Science
4. Chemistry Zoology Computer Science
5. Chemistry Botany Computer Science
6. Geology Physics Computer Science
7. Geology Mathematics Computer Science
8. Mathematics Physics Applied Chemistry (MPAC)
9. Mathematics Physics Instrumentation (MPI)
10. Mathematics Physics Geology with special
reference Groundwater
(MPGGWP)
11. Mathematics Physics Chemistry, Soil Chemistry
12. Mathematics Physics Chemistry, Analysis of
Foods & Water
(MPCAFW)
13. Mathematics Statistics Defense Studies
14. Chemistry Human Genetics Zoology
15. Chemistry Human Genetics Botany
16. Botany Human Genetics Zoology
17. Botany Statistics Chemistry
18. Botany Chemistry Forestry
19. Botany Agriculture Chemistry
20. Botany Zoology Statistics
21. Botany Zoology Bio-Chemistry
22. Bio-Chemistry Human Genetics Botany
23. Bio-Chemistry Human Genetics Zoology
24. Zoology Agriculture Chemistry
25. Zoology Statistics Chemistry
26. Geology Chemistry Geography
27. Geography Mathematics Chemistry
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28. Geography Physics Chemistry

29. Mineral Geology Chemistry
Beneficiation
30. Mineral Geology Material Handling
Beneficiation
31. Mathematical Physics Chemistry Agro-chemicals
32. Mathematical Physics Chemistry Soil Sciences
33. Botany Chemistry Horticulture or Forestry
34. Botany Zoology Horticulture
35. Botany or Chemistry Home Sciences Zoology
36. Botany or Chemistry Nutrition & Dietetics Zoology
37. Environmental Science Chemistry Botany
38. Environmental Science Chemistry Zoology
39. Environmental Science Chemistry Fisheries
40. Environmental Science Chemistry Geography
41. Environmental Science Chemistry Geology
42. Environmental Science Bio-chemistry Botany
43. Environmental Science Bio-chemistry Zoology
44. Environmental Science Bio-chemistry Microbiology
45. Micro-biology Chemistry Botany
46. Micro-biology Chemistry Zoology
47. Bio-Technology Bio-chemistry Botany
48. Bio-Technology Bio-chemistry Zoology
49. Bio-Technology Bio-chemistry Human Genetics
50. Bio-Technology Bio-chemistry Mathematics
51. Bio-Technology Physics Mathematics
52. Bio-Technology Botany Zoology
53. Bio-Technology Chemistry Zoology
54. Bio-chemistry Agriculture Chemistry
55. Zoology Chemistry Aquaculture
56. Zoology Botany Aquaculture
57. Industrial Chemistry Physics Mathematics
58. Engineering Geology Mathematics Physics & Geo-
Exploration
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59. Engineering Geology Mathematics Chemistry & Geo-

Exploration
60. Engineering Geology Physics Chemistry & Geo-
Exploration
61. Energy Science Mathematics Physics
62. Botany Zoology Fashion Designing
63. Zoology Chemistry Computers
64. Botany Zoology Hotel Management
65. Zoology Chemistry Nutrition
66. Zoology Chemistry Beautician Course
67. Botany Chemistry Horticulture
68. Botany Zoology Accounting
69. Botany Zoology Computers
70. Mathematics Computer Science Multimedia
71. Mathematics Computer Science Fashion Designing
72. Physics Statistics Computer Science
73. Mathematics Computer Science Instrumentation
74. Physics Multimedia Computer Science
75. Computer Science Fashion Designing Nutrition
76. Mathematics Electronics Computer Science
77. Tally Multimedia Web designing
78. Computer Science Hotel Management Fashion designing
79. Botany Zoology Computer Science
(2) B.Com./B.B.A./B.A./B.C.A/B.H.M Courses: All those who passed
Intermediate examination or its equivalent examination
recognized by the University are eligible to apply. Selection of
candidates for admission shall however be made as per the
following criteria.
(a) B.Com. & B.B.A. Courses:
Those who have studied Commerce as one of the group
subjects in the qualifying examination shall be preferred for
admission into the B.Com. and B.B.A. courses. Non-
Commerce (Science/Arts) students shall not be admitted
15
beyond 20% of the sanctioned strength of the B.Com.

course wherever such applicants are available. Where
non-Commerce applicants are not available, seats shall
be filled by students with Commerce background only.
Similarly, in case of non-availability of sufficient number of
Commerce applicants, the non-Commerce students may
be allotted seats over and above 20% of sanctioned
strength.
(b) B.A. Course:
(i) Those who studied all the three group subjects being
offered in B.A. at the qualifying examination shall be
preferred for admission in B.A. course. Those with two
common group subjects and those with one common group
subject get next preference in that order. The applicants
of categories other than these three categories i.e., those
who studied Science or Commerce subjects in the
qualifying examination, will be admitted up to the extent of
20% of the sanctioned strength in B.A. course wherever
such applicants are available. Where applicants of the
latter category are not available up to the extent of 20% of
sanctioned strength, the seats will be filled by candidates
of former three categories. Similarly, in case of non-
availability of sufficient number of applicants of former three
categories the applicants of the latter category may be
allotted seats over and above 20% of sanctioned strength.
(ii) In case of admission into B.A. course with Mathematics,
Economics and Statistics combination, only such candidates
who have studied Mathematics in the qualifying examination
are eligible.
(3) Other Conditions:
(i) Qualifying Exams: The University shall inform the colleges
from time to time regarding the examinations that it has
recognized as equivalent to the Intermediate examination
besides 10 + 2 examinations of CBSE and ICSE, for purpose
of admission into degree courses. In case information
regarding the equivalency position of a particular qualifying
16
examination is not available with any college the matter

may be referred to the University for clarification.
(ii) Medium of Instruction: For admission to English Medium
degree course, preference shall be given to those who studied
the qualifying examination in English Medium. For the seats,
if any, remaining unfilled, candidates of other media in the
qualifying examination may be considered for admission
provided they secure at least 40% marks in English in the
qualifying examination. If vacancies still exist, then candidates
of other media with less than 40% marks in English in the
qualifying examination may be considered for admission.
(iii) Admissions must be within the sanctioned strength: Under
any circumstances, admission shall not be made beyond the
sanctioned strength. No request for ratification of admissions
beyond the sanctioned strength shall be entertained and the
Principals making such excess admissions shall be doing so
at their own risk only. Colleges resorted to admissions over
and above the sanctioned strength shall be penalized.
(4) Extra seats:
The principals of affiliated colleges are required to make admissions for
the sanctioned intake only. In case extra seats are required, they shall
not admit candidates without obtaining prior permission of the
University. In such cases the Principals shall invariably make an
endorsement on the request of the student that the seat shall be provided
if and only if the University sanctions an extra seat.
3.4 TRANSFERS:
(i) ADMISSIONS ON TRANSFER FROM COLLEGES
AFFILIATED TO OTHER UNIVERSITIES BEFORE THE
LAST DATE OF ADMISSIONS IN RESPECT OF DEGREE
COURSES:
Students seeking admission on transfer from colleges affiliated to
other Universities can be given admission within the sanctioned
strength only with the prior permission of the University. Such
admissions shall be considered only in the following cases:
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(a) Children of the employees who are working in Government,

Semi-Government, Quasi-Government/Public Sector
undertakings, Corporations, Banks etc., and are
transferred from other places to the Acharya Nagarjuna
University area.
(b) Married girls coming from outside the University area,
provided that their spouses/in-laws are working in
Government, Semi-Government, Quasi-Government,
Public Sector undertakings, Corporations, Banks, etc.
located within the University area.
(c) For girls who are married during the course of study and
whose spouses residences are located within the University
area provided they submit evidence regarding the date of
marriage and location of residence of the spouse.
(d) Children of employees of private organizations will be
considered, provided the case is supported by a photocopy
of the transfer order given on the letter head or with the
seal of the organization concerned, clearly stating the two
places between which the transfer is affected. Submission
of evidence of reporting for duty at the place of transfer is
also necessary.
(e) Children of non-employees who shifted their residence from
one place to another or who wish to bring their children to
the place of residence of parent/guardian must submit
residence/nativity certificates of the parent/guardian signed
by the concerned Tahsildar in support of the case along
with a copy of Aadhar card of the student and that of the
parent/guardian.
The Principals shall forward such applications of the above
candidates so as to reach the University office by 15 th
September every year for grant of permission along with a
copy of the syllabus followed in the parent University (provided
the syllabus is other than common for the entire State) and
the marks lists of the examinations passed in the parent
University available with the candidate. This is necessary to
enable the University to decide syllabus equivalency. If the
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marks lists are not yet received by the candidate from the
parent University. Certificate from the Principal of the parent
college regarding examinations for which he/she has appeared
in the parent University and the result therein, if published,
must be submitted along with the transfer application. The
Principal of the college into which the candidate is seeking
admission on transfer shall clearly certify that the admission
is within the sanctioned strength.
In case of admissions on transfer from other Universities, the
candidates shall attach the Migration Certificate of the Parent
University in original to the first examination application
submitted to the Acharya Nagarjuna University. A copy of the
letter of permission for transfer issued by the University shall
also be attached to the first examination application submitted
to the University.
A candidate, whose transfer into the University area from other
University area has been approved, shall pay transfer fee and
fee towards Recognition and Matriculation as prescribed by
the University by way of S.B.I. online challan payable to
Acharya Nagarjuna University Affiliated colleges’ fee collection
– online A/c.
If any candidate has studied part of the course in other
University area during the current academic year, the
concerned candidate shall enclose a request for combination
of attendance in the transfer application itself by enclosing
S.B.I. challan towards the fee prescribed payable to Acharya
Nagarjuna University Affiliated Colleges Fee Collection A/c –
online a/c. The Principal shall invariably make a clear
recommendation for combination of attendance besides other
points on the candidate’s application. The permission letter
for combination of attendance issued by the University shall
be attached to the first examination application submitted to
the University.
Such candidates shall submit attendance certificate from the
Principal of the parent college for the period studied in that
college during the current academic year to the Principal of
the college which they have joined on transfer to enable him/
her to combine attendance.
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(ii) ADMISSIONS ON TRANSFER FROM ONE COLLEGE TO

ANOTHER COLLEGE WITHIN THE UNIVERSITY AREA:
There shall not be any transfer from one college to another in
the same station/town within the University area. Applications
of students coming on transfer from one college to another
college located in two different villages/towns/cities within the
University area for admission into II and III years only shall be
allowed. The Principals are authorized to make such
admissions within the sanctioned strength before the date
prescribed by the University for the purpose, subject to the
following conditions.
(a) There shall be no change in the group combination and
the medium of instruction.
(b) The candidates must pay a transfer fee for Rs.600/- or
such sum as may be prescribed by the Executive Council
from time to time by way of SBI online challan to Acharya
Nagarjuna University Affiliated colleges fee A/c (online A/c).
(c) In the case of candidates who have partially completed the
course work during the academic year in the college in which
they studied prior to transfer, the Principals can admit such
candidates, but the candidates, after admission must submit
applications for combination of attendance through the
Principal of the College to the Registrar, Acharya Nagarjuna
University along with online challan receipt of SBI for the
prescribed fee. A copy of the permission letter for combination
of attendance issued by the University must be enclosed to
the examination application of the candidate.
Such candidates shall submit attendance certificate from the
Principal of the parent college for the period studied in that
college during the current academic year to the Principal of
the college which they have joined on transfer to enable him/
her to combine attendance.
The Principals are authorized to make these admissions every
year up to 15th September only. Beyond this date, the Principals
shall not make any admission on transfer.
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3.5 ATTENDANCE RULES:

(i) Monthly attendance particulars of all the students shall be
notified along with cumulative figures in all Colleges/
Departments.
(ii) Every student shall be required to put in at least 75% of the
theory classes and 90% of practicals to enable him to obtain
a certificate of attendance to appear for the University
Examinations. The absence of a student without permission
for any single hour in a day would result in the loss of
attendance for half day.
(iii) In case of students falling short of the required attendance on
account of (a) unavoidable reasons such as illness, supported
by an application at the time of actual illness and a Medical
Certificate by an authorized Medical Officer not less than a Civil
Surgeon approved by the Principal or (b) activities like N.C.C..,
N.S.S., S.S.L., Inter-University tournaments, Inter-University
debates, etc., the Principal of the College may recommend
condonation of attendance up to 50% of attendance for theory
and 75% for practicals on payment of prescribed fee, if he is
satisfied with the progress of the student. However, no
condonation can either be recommended or sanctioned if a
student is absent for more than 50% of the working days in any
year.
(iv) The shortage of attendance, if any, will be notified on the notice
board by the Principal of the College at the end of each term. A
student who should absent himself shall apply for leave to the
Principal of the college. Application for leave for absences which
can be foreseen sufficiently in advance shall be submit on the
previous working day and permission taken before leave is
availed.
(v) The Principal of the college shall place himself/herself in
communication, wherever necessary, with parents or guardians
of the students who are very backward and do not show any
improvement or whose attendance is very irregular or whose
conduct is unsatisfactory. The names of students found
21
incorrigible even after the warning may be removed from the

rolls after intimation to the parents or guardians.
(vi) Students of the college going on strike or in any way found
guilty of serious indiscipline shall automatically forfeit their
scholarships, fee concessions, etc., and those forfeited shall
not be restored. Their names will not be recommended for
such benefits by the college.
(vii) Students going on strike or in any way found guilty of serious
breach of discipline, if they are residents of the attached hostels,
shall be required to quit the hostels at 12 hours’ notice and they
shall not ordinarily be re-admitted to the privileges of residence
in the hostel. In case they are permitted for re-admission, they
shall pay fresh admission fees. Students indulging in violence to
self or others or use coercion, direct or indirect, such as hunger
strike, for enforcing their will on the college or University are
liable to be punished.
(viii) The Principal may inflict various punishments in the general
interests of the students or the institution concerned such as cash
fine, loss of attendance, loss of term certificates, suspension,
expulsion or he/she may take such other action as he/she deems
necessary for the maintenance of discipline in the institution.
3.6 RULES FOR MARKING AND CONSOLIDATING
ATTENDANCE:
(1) Attendance for students shall be marked by every teacher
engaging a class whether it is a regular class or an extra class.
(2) If any student is absent even for one period on any half-day, he/
she shall be considered as absent for the entire half day.
(3) All days on which the students may go on strike and boycott the
classes, or attend classes but leave the class room in the middle
of a class, shall be regarded as working days to calculate the
percentage of attendance.
(4) Half days on which the classes are cancelled by the Principal
or Head of the Department under a written notification shall
not be counted as working days. Likewise, any day on which
majority members of the teaching staff, non-teaching staff,
22
students etc., could not attend college on account of bundhs

shall not be counted as working days.
(5) If any student is absent for any periods or days on account of
his being engaged on a valid extracurricular activity, he shall
be given attendance for the periods or days of absence
provided —
(a) he/she gives before-hand a letter stating the reasons for
his/her intended absence and the duration for which he/
she will be absent; and
(b) he/she submits within one week of his attending college
after such absence, a certificate signed jointly by the Officer
related to the extracurricular activity and the Principal
condoning his/her absence.
(6) Valid extracurricular activities for which attendance can be
claimed by the students as per Rule-(5) are such as
participation in sports, competitions, undergoing training for
participation in such competitions.
(7) Condonation of attendance at the end of the year on grounds
of ill-health will be entertained only if the students who may be
continuously absent for more than a week because of ill health
produces a medical certificate within one week of his attending
college after such absence. Any medical certificate produced at
the end of the year when applying for condonation, will not be
treated as a valid certificate.
3.7 GUIDELINES FOR THE PREPARATION OF
ATTENDANCE AND PROGRESS CERTIFICATES:
(1) Attendance certificates shall be forwarded to the University at
least 15 clear days before the commencement of University
Examination.
(2) While preparing the attendance and progress certificates
alphabetically and group-wise, the procedure followed in the
preparation of nominal rolls may be adopted.
(3) Forwarding of attendance and progress certificates in
piecemeal manner shall be avoided.
23
(4) The attendance and progress certificates shall be in the form

prescribed by the University.
(5) While forwarding the attendance and progress certificates,
the names of the candidates who have put in 75% of
attendance and above, between 50% and 75% and below 50%
should be given separately.
Those students who do not put in 50% of attendance shall be
required to repeat the course in the next academic year to
make themselves eligible to appear for the University
examinations.
3.8 ADMISSION OF CANDIATES WITH BREAK IN CONTINUITY
OF STUDIES:
Re-admission after discontinuation will be permitted only on the
following grounds in the next academic year.
(1) Health grounds for which a medical certificate issued at the
time of illness should be produced from a medical officer not
below the rank of a Civil Surgeon at the time of illness.
(2) Transfer of parent from the University area, on production of
certificate either from the employer or Tahsildar of the Mandal.
(3) Family calamities, on production of a certificate from the
competent authority.
(4) Marriage of a girl student on production of evidence for the
same.
(5) The Principals shall be permitted to make such readmission
of the students in the existing strength only based on the
relative attendance and merit to repeat the course in the next
academic year itself, without referring to the University.
(6) The Principals shall be authorized to condone the break in
study only on the above grounds to a maximum of one year
and admit students only in II and III Years in the existing
strength. No extra seats shall be allowed to candidates either
on transfer or on readmission due to discontinuation or break
of study. The Principals are responsible for any violation of
24
the rules on this subject. The fee prescribed shall be collected

from each such student by way of online challan payable to
Acharya Nagarjuna University Affiliated Colleges fee collection
A/c (On-line A/c) in SBI and the challan may be sent to the
Affiliation section for record under intimation to the Controller
of Examinations.
3.9 CHANGE IN COURSE OF STUDY, MEDIUM OF
INSTRUCTION AND GROUP COMBINATION:
(a) Change in course of study, medium of instruction and group
combination even within the same college shall not be made
after closure of admissions in any academic year. Requests
from the candidates or their parents shall not be forwarded to
the University by Principals under any circumstances. Such
requests shall be rejected at the college level itself.
(b) Change in medium of instruction from Telugu medium to
English Medium shall be entertained only in case of candidates
on transfer [refer Transfer (1). a,b,c,d,e], provided seats in
Telugu Medium are not available in the college concerned.
Change from English medium to Telugu medium shall be
permitted at the time of transfer, if there is no vacancy in
English medium section.
(c) Change in group combinations will be permitted in the 2nd year
at the time of transfer only in case of subjects without practical
component, provided the transfer is valid one and provided
further that the concerned group combination is not available
in the college in which case the candidate shall be required to
pass the earlier examinations of the University in the subject
in which change is permitted.
(d) The candidates, who have been permitted for change in group
combination or medium of instruction, shall be required to pay
by way of SBI online challan payable to Acharya Nagarjuna
University Affiliated Colleges Fee Collection A/c (On-line A/c).
(e) No change in medium of instruction and group combinations,
as per the above norms, shall be effected by the Principals
except with the prior approval of the University.
25
3.10 Others:
(i) Similar regulations as provided for in the hand books of the
University Colleges shall be followed in the case of P.G.
Courses.
(ii) In the case of professional courses the role framed by the
regulatory authorities concerned be strictly followed.
(iii) In the absence of regulations indicated at (2) above, the
University may make its own regulations.

26
REGULATION-4 CENTER FOR DISTANCE

EDUCATION
These Regulations are made by the Executive Council and the

Academic Senate in accordance with the Provisions of Sections
19 (24) and 25(2)(j) read with Section 55 (1) (d) of the A.P.
Universities Act 1991 (The Act).
4.1 General
1. There shall be a Centre for Distance Education (CDE) in the
University:
(i) to provide learner – centric quality education with a broader
area of operation free from restrictions of time and location,
(ii) to spread education to larger sections of population by
taking education to the door steps of the people living
even in remote and far-flung areas without geographical
boundaries,
(iii) to develop a viable alternative to the traditional formal
system of education.
2. The Centre for Distance Education (CDE) shall function under
the overall control of the University Administration, subject to
Statutes, Ordinances and Regulations of the University.
3. (i) The CDE shall be headed by a Director to be appointed
from among the Teachers of the University by the
Executive Council on the recommendations of the Vice-
Chancellor.
(ii) The Vice-Chancellor shall have the power to appoint
Additional Director and/or Deputy Directors from among
the teachers of the University to assist the Director in the
discharge of his/her functions.
(iii) The above functionaries shall remain in office for such
period as may be decided by the Vice-Chancellor.
27
(iv) The remuneration and other perquisites of the functionaries

of the CDE shall be as determined by the Executive Council
from time to time.
4. The Budgetary provisions of the CDE shall be shown
separately as Part VI of the University Budget.
5. (i) The CDE shall provide facilities to the candidates admitted
into various courses as determined by the University on the
recommendations of the Advisory Committee.
(ii) The Advisory Committee for the CDE shall be a broad-based
one consisting of the following:
(a) Vice-Chancellor as Chairperson
(b) Rector
(c) Registrar
(d) Two Deans of Faculties, nominated by the Vice-Chancellor
from among the Faculties covering the courses offered by
the CDE.
(e) Two external Members/Directors of similar Institutions.
(f) The Additional Directors, CDE
(g) Dean, College Development Council
(h) Finance Officer as special invitee
(i) Coordinator (Examinations), CDE as special invitee
(j) Other special invitees as decided by the Vice-Chancellor
and
(k) The Director, CDE as Convener.
6. The Advisory Committee shall meet as frequently as
necessary.
7. (i) The Advisory Committee shall recommend on the following
matters:
(a) issuance of admission notification;
28
(b) fixation of fee for various courses and break up of

examination fees;
(c) the approval of share of remuneration payable to study
centres for conducting theory/ practical classes, the
conduct of practical examinations, Viva-voce examinations,
etc.
(d) fixation of Non-Refundable Registration Fee payable by
the Study centers for the courses sanctioned to those
centres;
(e) other policy matters relating to opening of study centres
outside the State and outside the country;
(f) the proposals to introduce e-learning material, production
of multimedia education CDs, DVDs, etc;
(g) the proposals to improve student support services or
teaching learning techniques, and
(h) the establishment of study centres and examination
centres.
(i) the proposals for introducing online mode of education,
examination and evaluation.
(ii) The Advisory Committee shall also:
(a) Review the activities of Centre for Distance Education.
(b) Suggest measures to improve the performance and
enrolment.
(c) Assess the requirement of staff both Regular and Contract
basis.
(d) Recommend the Academic Calendar for the courses
offered by CDE, A.N.U.
(e) Finalize the list of courses that are going to be offered.
(f) Propose new courses for consideration by the Core Board
of Studies.
29
8. There shall be a Core Board of Studies attached to the CDE

which shall consist of the following members:
(i) Vice-Chancellor as Chairperson
(ii) The Director as its Convenor
(iii) Additional Directors as members
(iv) All Deans of Faculties of ANU
(v) Two Executive Council members to be nominated by the
Vice-Chancellor
(vi) Director of Distance Education Centre of any other
University.
(vii) Two Industrialists in the University area.
(viii)Chairpersons of PG BOS of subjects concerned.
(ix) Chairpersons of UG BOS of subjects concerned.
(x) Special invitees as decided by the Vice-Chancellor.
9. The Core Board of Studies shall make recommendations on the
following to the CDE:
(i) Feasibility of introducing different courses of study that are
identified by the Advisory Committee.
(ii) Appointment of Expert Committees.
(a) To finalise the courses that are identified by Advisory
committee under the distance mode to obtain approval
of the Academic Senate.
(b) To appoint expert committees for suggesting eligibility
for admission into various courses, detailed syllabi, rules
and regulations for admissions, contact classes and
examinations including online mode.
(c) To suggest modifications of syllabi and other rules and
regulations for examinations, preparation of model
papers, panels of experts for paper setting and evaluation.
(d) To prepare schedules for contact program classes.
30
(e) To engage in periodical review of the ongoing programs

and suggesting the remedial measures for ensuring
the quality.
(f) To review schedules for the conduct of practical,
student assignments, records, lab work, field work,
project reports, internal assessments, viva-voce
examinations, etc.
10. The Director shall deal with the following matters after obtaining
approval of the Vice-Chancellor:
(i) to issue of notifications, announcement of programs, fixation
of fees, fixation of dates for various activities as approved by
the appropriate bodies.
(ii) to arrange for selection of University Study Centres and
Coordinators; issue of appointment orders for Counselors
and other supporting staff, conduct of training camps/
orientation courses/workshops for Counselors, Coordinators
and office staff as per the budgetary provisions and
availability of funds.
(iii) to issue necessary orders pertaining to the schedules of
contact programs, special classes, summer/winter classes,
extension lectures, audio and video lessons etc.
(iv) to issue orders of appointment of course writers and editors
for the preparation of course material and revision of the
same and appointment of assignment-adjudicators from
the lists approved by Vice-Chancellor, considering the
suggestions made by the expert committee/ course
coordinator.
(v) to issue orders and making payments in all cases of
appointments made as above according to the procedures
laid down as per the financial regulations of the University.
(vi) to conduct entrance examinations, eligibility tests, etc.,
for admissions, wherever necessary, and the conduct of
University examinations subject to Statutes, Ordinances
and Regulations made in this behalf by the University.
31
(vii) to make necessary arrangements for the staff at the

study centres for carrying out various activities of the
Centre and make payments as per the financial
regulations of the University.
(viii) to maintain separate account for the Centre and
operation of the account in the style of “Centre for
Distance Education Account” operated jointly by the
Director and the Asst. Registrar (Finance & Accounts)
deputed by the University.
(ix) to maintain fixed deposits and withdrawal of the same in
the nationalized banks as identified by the University in
the name of the Registrar, as per the orders of the Vice-
Chancellor.
(x) to entrust the printing work other than the question papers
to various printing presses according to the procedure laid
down by the University.
(xi) to depute staff or visit in person various study centers/
Personal Contact Programs (PCPs) and Universities/other
Institutions whenever required for discharging
official work.
(xii) to make payments of remuneration for preparing and
editing course material, contact classes, sitting allowances
for attending the CDE works, staff honorarium at study
centers/PCPs, valuation of assignments, etc. on par with
rates prescribed for similar work in the
Examination branch of the University.
(xiii) to publish journals, newsletters, reports, booklets,
pamphlets, posters and edit the contents of the same or
appoint editorial staff and take necessary steps for providing
proper publicity to the activities of CDE and give
academic orientation to its programs with the prior
approval of the Vice-Chancellor.
(xiv) to enter contracts or agreements with other similar
institutions in matters relating to course material sharing,
inter-university collaboration on research, training,
32
teaching, publication, discussion-groups, workshops and

any other academic activity with the prior approval of
the Executive Council.
(xv) to undertake purchases of the required items or
equipment from Government approved shops/
Manufacturers/Authorized dealers or other approved
agencies, whenever necessary, as per the budgetary
provisions, duly following the other Regulations of the
University.
(xvi) to initiate the action for introducing the new courses and
place the matter before the appropriate academic bodies
for approval.
(xvii) to issue office orders and entrusting work to other officials
of the CDE.
(xviii)to constitute sub-committees, whenever necessary with the
prior approval of the Vice-Chancellor.
(xix) signing of the cheques and authorizing online payments
relating to all activities from the account separately
maintained for the CDE in the joint operation as prescribed
in (viii) supra.
11. Apart from the powers and functions as stated above, the
Director shall take all necessary steps and initiate action on
all such matters deemed necessary for fulfilling and the
accomplishing the objectives of distance education, subject
to the provisions made in the Statutes, Ordinances and
Regulations of the University.
12. The Director shall be a special invitee at the meetings of the
following bodies:
i. Meetings of the Heads of the Departments of University
Colleges.
ii. Principals of the affiliated colleges.
iii. Selection committee for the appointment of staff for the
Centre for Distance Education as Head of the Department.
33
13. The CDE shall have the following Administrative Divisions to

ensure effective administration by officials taken on deputation
from the University service. All these divisions shall work under
the direct control of the Director, Centre for Distance Education.
(a) Academic Affairs Division
(b) Material Production and Delivery System Division
(c) Examinations Division.
(d) Student Support Services Division
(e) Administration and Accounts Division.
14. The functions and duties discharged by the above Divisions shall
be as follows:
A. Academic Affairs Division:
This division mainly deals with the work of academic matters pertaining
to the courses launched by the CDE and consists of Assistant Professors,
Associate Professors, Professors as Course Coordinators. The main
functions of the division are:
(i) Procurement of books, journals, magazines, audiovisual aids and
news papers to the library and maintenance of the same
(ii) Collecting information from various institutions offering similar
programs
(iii) Restructuring the existing programs by inserting the latest
developments
(iv) Coordinating all developmental activities by arranging meeting
of coordinators concerned
(v) Coordinating the activities of Study Centres / PCPs
(vi) Conducting the meetings of Core Board of Studies and
implementing its recommendations after getting approval of
(vii) Conducting the meetings of the Advisory Committee of CDE
and implementing its recommendations after getting approval
from the competent authority.
34
(viii) Issuing admission notifications for Calendar/Academic year

admissions.
B. Material Preparation and Distribution System Division:
(i) Storing and safeguarding of all manuscripts
(ii) Arranging meetings of course writers/editors for course
material preparation.
(iii) Arranging proof reading by the listed proof readers
(iv) Undertaking printing and other related works, while ensuring
the supply of materials as per the schedule
(v) Maintenance of stock registers of course material, stationery,
papers and all other items in the stores
(vi) Submitting report on the position of material inventory to the
Director
(vii) Dispatch of course material, intimation letters, certificates,
application forms, notifications and other communications
C. Examination Division:
The Examination Division of the CDE will consist of two Wings viz.,
Confidential Wing headed by Coordinator (Examinations) and
Examination Wing headed by Joint Registrar/Deputy Registrar. These
two Wings will discharge the following functions in the pre-conduct,
conduct and post-conduct stages of Examination work:
(a) Confidential Wing:
(i) Question Paper setting and printing
(ii) Distribution of Question Papers to the Examination Centres
(iii) Collection of Answer Scripts from the Examination Centres
(iv) Coding and decoding of Answer Scripts
(v) Arranging for valuation of Answer Scripts
(vi) Forwarding of award lists to the Examination Wing for
processing of results.
35
(b) Examination Wing:

(i) Preparation of examination time table
(ii) Allotment of Examination Centres and appointment of Chief
superintendents
(iii) Preparation of galleys and hall tickets and sending the
same to the Examination Centres
(iv) Distribution of Blank Answer Books to Examination Centres
(v) Conduct of Examinations through appointing Chief
Superintendents
(vi) Processing/Publication of results, preparation and distribution
of marks lists, Provisional Certificates, Original Degrees and
other certificates relating to examinations.
D. Student Support Services Division:
(i) Listing eligible candidates for examinations and receiving the
filled-in examination applications.
(ii) To maintain good public relations while responding to all
enquiries from the students
(iii) Publishing the activities of the Centre
(iv) Issuing advertisements, news items and reports
(v) Providing information to students on all matters of Centre
for Distance Education.
(vi) Attending to correspondence from students and sending
necessary information/clarifications required by Post/
Telephone/through email.
E. Administration and Accounts Division:
(a) General Administration
(i) Supervision of staff, service conditions
(ii) Receiving all tappals from the post office
(iii) Distribution of tappals to various sections after proper
entries in the registers.
36
(b) Accounts
(i) Preparation of the budget and monitoring of the
revenues and expenditure of the CDE and PCPs /
Study Centres
(ii) Collection of receipts and maintenance of relevant
records and registers for the same
(iii) Calculating the share payable to Study Centres/PCPs
and making remittances accordingly.
(iv) Maintenance of book of Accounts, indent books, orders
and expenditure statements
(v) Preparation of Monthly/Quarterly/Annual statements of
Accounts/ reconciliation of the same with Bank Pass
books for the CDE Accounts.
15. The functions and responsibilities of all the divisions of CDE may
be modified on the recommendation of the Advisory Committee
by the appropriate authority of the University.

37
REGULATION-5 CONDUCT OF
EXAMINATIONS
These Regulations are made by the Executive Council and the

Academic Senate as per Section 19 (10), (11) and (32), Section 25
(2) (j), (m) and Section 55(c) of the A.P. Universities Act, 1991 (Act
No. 4 of 1991) respectively.
5.1 General
1. The University shall conduct examinations for each course of
study for its students, including the students of affiliated colleges,
at the end of each year/semester, for those who have received
instruction and maintained the attendance prescribed by the
Academic Senate, so as to enable them to obtain their
respective degrees.
2. The administrative set up for the Examination Branch will be
as decided by the Executive Council from time to time.
3. The Rector shall be the overall in charge of the Examination
related activities. The routine files relating to procedure get
terminated at the level of Rector. Only issues of policy and files
of confidential nature will be placed before the Vice-Chancellor
for decision.
4. The work in the Examination Branch shall generally be carried
out in three stages, namely pre-conduct, conduct and post conduct
stages.
5.2 PRE-CONDUCT STAGE:
5. The work in pre-conduct stage shall be divided between Controller
of Examinations (CE)/Additional Controller of Examinations
(ACE) and the Co-Ordinators in the following manner.
(a) Controller/ Additional Controller of Examinations:
(i) Issuance of Notification of Examination with the permission
of the Vice-Chancellor.
38
(ii) Framing of Time-table.

(iii) Getting the Nominal Rolls prepared.
(iv) Preparation of Hall-tickets.
(v) Verification of attendance and other eligibility conditions
(vi) Scrutiny of applications.
(vii) Verifying the correctness of examination fee paid by each
candidate by matching the number of papers/practicals
applied for semester-wise/year-wise with examination fee
prescribed together with certificate fee, if any, by running a
computer software program while processing nominal rolls
data by incorporating appropriate columns therein and
thereby arriving at total fee for all semesters/years put
together payable by individual candidates so as to verify
it against the fee actually paid so that the shortfall, if any,
in examination fee paid as against fee payable can be
detected and measures can be taken to collect dues from
the concerned candidates/Colleges.
(viii) Getting the approval of the Rector for finalizing the
examination centres, appointment of Chief Superintendents,
payment of entitlement charges to the examination centres
and Printing of examination stationery.
(ix) Distribution of blank answer scripts to examination
centres.
(b) CO-ORDINATORS:
(i) Work relating to paper setting.
(ii) Printing of the Question papers/preparation of Question
Papers in CD form.
(iii) Distribution of Question papers to the examination centres.
(iv) Work relating to the establishment of equivalencies
through Academic Section.
(v) Maintenance of Question Paper Banks.
(vi) Arranging the meetings of the Principals for discussing
examination related matters in consultation with CE/ACE.
39
6. A Notification shall be issued for the conduct of every

examination calling for applications in the prescribed form,
intimating the date of commencement of Examinations, which
shall ordinarily be in conformity with the Academic calendar
already approved, along with the last dates for payment of
Examination fee with or without late fee, as fixed by the
Executive Council.
7. The notification inviting applications for examinations shall
ordinarily be issued at least one month in advance of the date of
commencement of examinations.
8. The Principals of the University and the Affiliated Colleges
shall be responsible for the following:
a. Proper filling up of and the correctness of the Examination
application forms,
b. Collection and remittance of the Examination fee to the
University as per the rates prescribed.
c. Returning the corrected Extracted Nominal Rolls (ENRs)/
Gallies to the C.E./A.C.E. office within 10 (ten) days in respect
of year-end examinations and 2 (two) days in respect of
semester-end examinations from the last date for payment
of fee with penalty/late fee.
d. Issuance of Hall-tickets to the students at least three days
in advance of the date of commencement of examinations.
e. Submission of list of detained/ineligible candidates to the
CE/ACE along with gallies together with the reasons for
detention.
9. The C.E. /A.C.E. office shall be responsible for the following:
a. Determining the eligibility of candidates including fulfillment
of rule of attendance as prescribed for different courses of
study.
b. Verifying the correctness of payment of Examination fee.
c. Submitting the corrected ENRs to the Computer Centre
entrusted with the processing of results.
40
d. Ensuring the issuance of Hall-tickets, through the

Principals, to only the eligible candidates after sending the
finalized Nominal Rolls received from the computer centre
to the colleges.
10. The C.E. /A.C.E. shall ensure that the required examination
stationery is dispatched well in advance to the examination
centres.
11. The C.E. /A.C.E. shall take steps to get back the unused
examination stationery from examination centres.
12. The Co-ordinators shall obtain the particulars relating to the
number of Question Papers required from the Computer
Centre/s.
13. The Co-ordinators shall get the approval of the Vice-Chancellor
for the appointment of paper setters and the Chairpersons for
the Board of Paper Setters, wherever necessary.
14. The Co-ordinators shall provide the following material to the
paper setters and Chairperson of the Board of Paper Setters, so
as to enable them to set the Question Papers strictly in
accordance with the syllabus and the model approved by the
University.
i. Title sheet indicating the particulars of the examination,
Code No. of the Question paper, year, maximum marks
and other instructions, if any.
ii. Copy of the syllabus and model Question paper obtained
from the Academic Section.
iii. Detailed guidelines to the Paper Setters and to the
Chairpersons of Boards of Paper Setters.
15. The Co-ordinators shall obtain scheme of valuation from the
paper setters/Chairpersons of Boards of Paper setters and provide
copies of the same to the Examiners at the time of valuation
including revaluation so as to ensure uniformity in valuation
by different examiners.
41
16. The Co-ordinator shall maintain strict confidentiality with regard

to the names of the paper setters/Chairpersons of the Boards
of paper setters.
17. The Co-ordinators shall arrange to send the Question papers
set in sealed covers to the confidential printers, approved by
the Vice-Chancellor, without opening the covers containing
the Question papers.
18. The Co-ordinator shall ensure the translation of Question
papers, wherever necessary. As far as possible, the translation
may be obtained from the paper setter himself/ herself.
19. The Co-ordinator shall be responsible for the dispatch of
Question paper boxes/Question Papers in CD form, as the
case may be, to the examination centres/nodal centres, at
least three days in advance of the examination concerned.
5.3 CONDUCT STAGE:
1. The C.E. /A.C.E. shall arrange to prepare detailed guidelines,
for the smooth and fair conduct of examinations at all the
examination centres approved by the Rector, following the
jumbling system wherever feasible, containing the following
matters.
a. Appointment of Chief Superintendent.
b. Appointment of invigilating staff.
c. Seating arrangements in examination halls and number
of invigilators to be appointed.
d. Procedure for the opening of Question papers and
distribution of question papers/ answer books to the
examinees.
e. Duties of Chief Superintendents and Invigilators.
f. Number of supporting staff to be appointed.
g. Remuneration payable to the staff engaged in the
examination work (theory/practicals).
42
h. Reporting procedure of examination mal-practices cases.

i. Preparation of absentee statements.
j. Preparation of answer books account.
k. Dispatch of answer booklets in sealed covers.
l. Rates of remuneration prescribed for the Staff engaged in
the conduct of theory and practical examinations including
material charges for practical examinations.
2. The Chief Superintendents and the invigilators shall strictly adhere
to the guidelines framed by the University in the conduct of
examinations.
3. The Chief Superintendent shall verify the Question paper
bundles as to the number required at the centre and the titles
printed as soon as the Question paper bundles are received
in the centre. Wherever there is a nodal centre, it shall be the
responsibility of the Chief Superintendent to get the Question
papers allotted to the centre from the nodal centre.
4. In case of any discrepancy, the Chief Superintendent shall
immediately contact the Co-ordinator concerned and make
arrangements for rectifying the same.
5. The Chief Superintendent shall ensure that no candidate be
permitted to enter the examination hall after the first half an
hour from the commencement of the examination.
6. The Chief Superintendent shall arrange to secure the absentee
statements from all the rooms soon after the first half an hour is
over, so as to enable him to prepare a consolidated absentee
statement paper-wise in duplicate to be sent along with the
respective answer scripts bundles to the Coordinator concerned.
7. The Co-ordinators shall ensure to get the answer paper
bundles to the University from all the examination centres/
nodal centres promptly.
8. The Co-ordinator, entrusted with the responsibility, shall obtain
orders from the Rector for appointment of Squads and Observers.
43
9. The Co-ordinator shall arrange to prepare detailed guidelines

regarding the duties and functions of the members of the squads
and observers.
10. The Coordinators/CE/ACE may visit the examination centres to
supervise the conduct of examinations, whenever necessary, as
ordered by the Rector.
11. In case of any complaint of mass copying or any other serious
irregularity in the conduct of examinations, the University shall
take steps to replace the Chief Superintendent by a person of
the University’s choice.
12. The Co-ordinator shall take measures for the conduct of
practical examinations/Project Work/Viva Voce at the centres
fixed by the University through the practical examiners
appointed by the Vice-Chancellor.
5.4 POST-CONDUCT STAGE:
1. The Co-ordinator shall be responsible for the safe custody of
answer scripts for a period of six months, after which the scripts
(except those pertaining to suspected malpractices cases or
legal cases) can be disposed of by the Engineering Department
as per the existing norms with the prior approval of the Rector.
2. The Co-ordinator shall ensure the appointment of Chief
Teacher Associate (CTA), who shall be responsible for proper
verification and coding of the answer scripts as per the
guidelines prepared by the Co-ordinator in this behalf. The
CTA may utilize the services of the Teachers and the Non-
teaching staff for this work, with the approval of the Rector.
3. After due verification and coding the Co-ordinator shall arrange
to send the answer scripts to the valuation centres fixed or to the
examiners appointed by the Rector for valuation.
4. Wherever feasible, valuation work shall be undertaken through
spot valuation system under the supervision of a Chief for
each spot valuation centre to be appointed by the Rector.
5. The Co-ordinator shall prepare a list of all eligible examiners
with not less than three years teaching experience in each
44
paper and get the approval of the Rector for appointment of

Chief Examiners, Examiners and Scrutinizers. In the case of
non-availability of adequate number of examiners at any spot
valuation centre, the Co-ordinator may appoint any eligible
teacher with less than three years teaching experience as examiner.
6. There shall be detailed guidelines to the Chief of Spot Valuation
Centre, Chief Examiners and Examiners, which shall include the
method of valuation in accordance with the scheme of valuation
and the number of scripts to be valued each day.
7. The Chief of Spot valuation shall be the custodian of all the answer
scripts and he/she shall be responsible for the smooth and
proper conduct of valuation as per the guidelines at the
valuation centre.
8. Wherever Chief examiners are appointed, they shall revalue
at least 20% of papers valued by the examiners and they shall
give proper instructions to the Examiners for a uniform
valuation.
9. The Scrutinizers shall be responsible for the correctness of
the marks entered for each question as posted in the first
sheet/ award list and the totaling of marks of all the questions
put together. The Scrutinizers shall also ensure that the
examiner has valued all the answers to the questions written
by the candidate.
10. While valuing the answer scripts, if an examiner notices that
any candidate has made any attempt to reveal the identification
of the script or indulged in any other type of examination
malpractices, the same shall be reported to the Chief of Spot
Valuation Centre/ Co-ordinator concerned in writing for further
course of action.
11. The Chief of the Spot valuation centre shall collect the award
lists in duplicate from the examiners every day and submit the
consolidated paper wise award lists to the Co-ordinator. In respect
of Bar Code Scripts, the Examiner shall enter question-wise marks
in Part II and bubbling/total marks in Part – III provided in the
45
front page of the script. Part – III shall be detached from the
script by the Chief of Spot Valuation Centre and forwarded to
the Coordinator along with control bundle slips.
12. Soon after the completion of practical examinations, the respective
Co-ordinators shall take steps to get the practical marks lists
prepared by the examiners in sealed covers through the Principal
of the College in case of Degree Courses. In case of PG &
Professional Courses, practical marks lists are received by the
Controller of Examinations through the Principal of the College.
13. Wherever there is a provision for internal assessment, as per the
norms in force, the Co-ordinator shall ensure that the internal
assessments are conducted as per norms and he/she shall
make arrangements to get the marks from the Principals of
the colleges soon after such assessment is completed in case
of Degree Courses. In case of PG and Professional Courses,
internal assessment marks are received by the Controller of
Examinations from the Principals of the Colleges.
14. a) There shall be single valuation for the answer scripts of all
UG Courses.
b) There shall be double valuation of answer scripts for all P.G.
Courses i.e. one by the internal examiners and the other
by the external examiners. The marks of both valuations
shall be averaged to determine the marks secured by the
candidate.
c) If the difference in the total marks in any paper between
the two valuations exceeds 20%, such paper shall be sent
for third valuation. After the third valuation, the highest
marks obtained in two of the three valuations shall be
averaged to arrive at the marks secured by the candidate.
15. Wherever the aggregate is a fraction, it may be rounded off to
the nearest integer. The fraction 0.5 should be treated as nearer
to the next higher integer.
16. Before finalizing the results, the grace marks, if any, as may
be decided by the Academic Senate from time to time, shall
be taken into account.
46
17. The Coordinators and the CE/ACE shall work together in the
processing of examination results for the speedy and effective
publication of results.
18. i) The papers relating to suspected malpractice (SMP) cases
shall be got valued separately and the award lists shall be
kept with the Co-ordinator without sending them to the
computer centre for data entry. They shall be disposed of as
per the orders of Vice-Chancellor based on the
recommendations of the Malpractices Enquiry Committee.
Till such time their results shall be withheld.
ii) The Coordinator shall prepare detailed guidelines
incorporating the procedure for dealing with the cases
involving malpractices in examinations together with scales
of punishment for the guidance of the Malpractices Enquiry
Committee and take steps to get them approved by the
Executive Council. Wherever necessary, the Malpractice
Enquiry Committee may refer to the provisions of “The
A.P. Public Examinations (Prevention of Malpractice and
Unfairness) Act, 1997 and subsequent amendments, if any
and to the rules issued in G.O.Ms.No.114/ Edn(IE), dated
13-5-1997.
19. The Vice-Chancellor shall constitute the Malpractices Enquiry
Committee (MEC), which shall enquire into all such cases as
per the guidelines and the scales of punishment approved in
this behalf by the Executive Council and submit its
recommendations to the Vice-Chancellor, who will take the
final decision in each case.
20. Any examinee of the University shall, notwithstanding anything
contained in this Chapter, have a right to appeal within such
time as may be prescribed by the Statutes to the Executive
Council against the decision of any Officer of the University
affecting such examinee and thereupon the Executive Council
may confirm, modify or reverse the decision appealed against.
47
21. The University may enter into an agreement with a computer

agency for outsourcing the work relating to the examinations.
Such an agreement should provide penalty clauses for any
wrong or unauthorized entries or any other impropriety or
breach of trust in the processing of the examination work.
22. The results of candidates, in respect of whom the data available
in the University is not adequate, shall be kept under “Announced
Later” category and immediate steps must be taken by CE/ACE
to secure the requisite data to declare such results as
expeditiously as possible, in any case, not exceeding one
month from the date of publication of results.
23. The C.E./A.C.E. shall finally publish the results, strictly
adhering to the rules laid down for pass/class by the Academic
Senate from time to time, after obtaining the approval of the
Vice-Chancellor and shall ensure that the results are kept in
the University Website.
24. The C.E./A.C.E. shall also authenticate the T.Ms and T.Rs.
25. The C.E./A.C.E. shall arrange to send the marks lists and the
provisional certificates and original degree certificates, other than
research degrees, to the Principals of the Colleges concerned for
onward delivery to the candidates.
26. The CE/ACE shall ensure that Citizens Charter, indicating the
duration within which different services shall be rendered to
the students, shall be invariably exhibited in the premises of
the examination branch and that the said services are rendered
to the students within the time prescribed.
27. The CE/ACE shall take all steps necessary for the maintenance
of data bases/records/archives.
28. The Executive Council may, in exceptional circumstances and
for valid reasons explained in writing, review the examination
results of a course/program and order for fresh valuation of
all the answer scripts in one or more papers of that course.
48
5.5 PERSONAL VERIFICATION AND REVALUATION:

1. The University shall make a provision for personal verification
of valued answer scripts and for the issuance of Photostat
copies of the same, on payment of the fee prescribed by the
Executive Council.
2. In case of any wrong totaling or unvalued answers found during
the personal verification or when applied for Photostat copies of
the script by the candidate, the Co-ordinator shall obtain orders
of Vice-Chancellor for the award of marks as re-totaled or for
valuation of the unvalued portion by the same examiner. The
fee paid for personal verification may be refunded to such of
the candidates who secure more marks than the marks
originally awarded as per the rules made by the University in
this regard.
3. The applications by candidates for personal verification or for
Photostat copy of the answer script or for revaluation shall reach
the Co-ordinator concerned through the Principals of the
respective colleges as per the dates specified at the time of
publication of results by the C.E. /A.C.E.
4. The University shall make a provision for revaluation of the
answer scripts on payment of the prescribed fee fixed by the
Executive Council subject to the following guidelines:
(a) If the difference between the original marks and marks
secured in the revaluation exceeds 15% there shall be a
second revaluation and in such case the highest marks
secured in any two valuations shall be averaged.
(b) In the case of PG students who have the benefit of double
valuation, the marks secured in revaluation, if beneficial,
shall be final without need for any averaging.
(c) If the marks secured in the revaluation are higher than the
original marks, the candidate shall be given the benefit (treated
as Benefitted) and if the revaluation marks are lower than
the original marks, the revaluation marks shall be ignored
(treated as not Benefitted) in the case of those who secured
pass marks in the original valuation. In the case of failed
49
candidates, even after re-valuation if he/she fails to secure

pass marks even after adding residual grace marks, such marks
shall be ignored.
(d) For revaluation of scripts, coding and decoding of scripts has
to be followed.
(e) Wherever the marks secured by the candidate are noted in
the answer script, the same shall be properly defaced before
sending the script for revaluation.
(f) The revaluation generally shall be done by the examiners
from outside the University area approved by the Rector. The
Coordinator/Officer in charge of revaluation shall ensure that
all the particulars are properly filled up by the revaluer in the
award list.
(g) A separate register for entering the marks of revaluation shall
be maintained by the Coordinator’s Office. A soft copy of
the register shall also be maintained with full security
through password.
(h) The revised marks lists shall be sent to the Principals of
the Colleges concerned for onward delivery to the
candidates.
(i) The revaluation fee is not refundable, except in special
cases, as may be decided by the Rector.
(j) In such cases where the Revaluation process is not
complete before the date of the next examination, the
candidate be permitted to take the supplementary
examination. After writing the examination, if the candidate
passes the examination in revaluation or gets higher marks
in revaluation, the fee paid for writing the examination will
be refunded. If the candidate chooses to retain the marks
obtained in the examination, he/she will be permitted to
do so in which case examination fee need not be refunded.
Such candidates shall be treated as supplementary/another
appearance candidates with cautionary implication to the
award of Class/Rank/Gold Medal/Prize, etc., in accordance
with prescribed regulations.
50
(k) Marks obtained in revaluation in the regular examination

shall be taken into consideration for deciding the award of
Class/Rank /Gold Medal/Prize, etc.,
5.6 INSTANT, ADVANCED SUPPLEMENTARY AND
SUPPLEMENTARY EXAMINATIONS:
1. The University shall make provision for the conduct of instant
examinations for the benefit of the candidates of regular batch,
who failed in only one paper in the final year/semester, having
passed in all other papers in that year/semester and all the papers
of previous years/semesters, in such courses of study as may be
decided by the Academic Senate from time to time.
2. The Candidates who are eligible to appear for the instant
examinations shall submit their applications through the Principals
of the colleges concerned, on payment of fees prescribed by
3. The Rector shall fix the examinations centres, depending on
the number of candidates.
4. In case of candidates who got pass marks in the instant
examinations, the marks secured in the instant examination
shall be considered for classification of result. The instant
examination marks shall not be considered for the award of
gold medals or rank certificates.
5. The University shall conduct advanced supplementary or
supplementary examinations for such of the courses of study
as may be decided by the Academic Senate from time to time
on collection of examination fee as fixed by the Executive
Council.
6. The applications of candidates applying for advanced
supplementary or supplementary examinations shall be submitted
to the University through the Principals of the colleges
concerned.
7. The candidates who failed in the instant examination are also
eligible to appear for advanced supplementary or
supplementary examinations.
51
8. The Regulations stipulated above for the conduct of

examinations, valuation and declaration of results shall
normally apply to the instant, advanced supplementary and
supplementary examinations also.
9. The candidates passing in the advanced supplementary and
supplementary examinations shall not be eligible for gold
medals and rank certificates. However, they may be eligible
for distinction or first or second class as may be decided by
the Academic Senate for different courses of study.
10. In addition to the above, provision has been made for
conducting ‘one-time opportunity examinations’ for the
candidates who could not complete their courses within the
maximum period stipulated for such courses, under such
regulations and as per such terms and conditions as the
Academic Senate may decide from time to time.
5.7 RULE OF MODERATION:
1. One percent (1%) of marks on the year-wise/semester-wise
aggregate marks for the papers for which a candidate has
appeared for University examinations shall be added as
moderation marks to enable him/her to secure paper-wise
pass, overall pass, pass in aggregate, 55%, II Class, I Class
and I Class with Distinction, wherever applicable.
2. Residual grace marks if any; available to the candidates shall
be added to revaluation marks so as to enable the candidates
to secure pass or second class or 55% or first class or
distinction.
3. However, in special cases, whenever any question paper
contains significant number of questions from out of syllabus
causing hardship to students, University may appoint a
committee, in consultation with the Chairperson, Board of
Studies, to examine the same and to recommend moderation
marks, if needed.
52
5.8 BETTERMENT:
1. The betterment facility shall be available only to candidates
who have passed in all the papers of the course.
2. Candidates who would like to improve their percentage of
marks or class shall be normally permitted to appear for the
examinations under betterment provision on payment of fee
as prescribed by the Executive Council.
3. Candidates who already secured First class are not eligible to
appear for betterment examinations.
4. The candidates shall be permitted to appear for such betterment
examinations for securing higher class during the periods specified
hereunder subject to maximum number of appearances as
prescribed. Except in case of B.Tech. Course, Distinction shall
not be awarded for the candidates who appeared for
examinations under Betterment category.
(i) 2 years P.G. courses – 3 years
(ii) 3 years P.G. courses – 4 years
(iii) B.Tech. – 8 years. No restriction
on Distinction
(iv) B. Pharmacy or other – 8 years
4 year professional courses
(v) B.A., B.Sc., B.Sc. (H.Sc.) – 5 years
B.Com., B.B.M., B.C.A.
5. Candidates shall be permitted to appear for betterment
examinations in individual papers including those in which they
have secured 60% and above also for such courses as decided
by the Academic Senate.
6. Students may be permitted to appear for betterment
examinations for completed years/semesters along with
subsequent year/semester examinations provided they have
passed in all the papers of such years/semesters for such
courses as decided by the Academic Senate.
53
7. For Degree Courses (B.A. / B.Sc. / B.Com. / BCA / BBM, etc.)

betterment provision is available for Part I and Part II separately
since class is declared for these components separately.
8. Candidates who appear for betterment examinations as per
the above regulations shall be eligible for reclassification on
the basis of the marks secured in such betterment appearance
and for issue of fresh pass certificate on surrendering the
earlier pass certificate. However, the marks secured at such
appearance shall not entitle a candidate for any rank, gold
medal or endowment scholarships.
5.9 RANK CERTIFICATES AND GOLD MEDALS:
1. Only those candidates who appear and pass the examinations
in all papers of each year/semester at the first appearance
shall be eligible for the award of Ranks/Gold Medals/Prizes.
2. Candidates who have been awarded Distinction or First class
shall alone be eligible for the award of rank certificates. Candidates
who passed in the instant/supplementary examinations shall not
be considered for this purpose.
3. For each course of study, rank certificates shall be issued to
the candidates’ up to a maximum of 10 ranks.
4. Candidates securing equal marks shall be awarded the same
rank.
5. Gold Medals/Prizes shall be awarded at the Convocation to
the eligible candidates identified as per the terms and
conditions approved by the Executive Council. In case of tie,
Gold Medals/Prizes shall be awarded to all candidates covered
under tie fulfilling the conditions of award.
6. Total amount of interest accrued on all endowments pertaining
to the Gold Medals to be awarded at a Convocation be pooled
up and average amount of interest accrued for one medal be
arrived at by dividing total interest with number of medals to
be awarded. All the medals to be awarded at the Convocation
be got prepared at the uniform amount thus arrived at.
54
5.10 OTHER REGULATIONS:

1. The maximum time limit for appearing in the University
examinations for different courses of study shall be as follows:
(i) 1 year Diploma PG Course - 3 years from the year of dmission.
(ii) 2 years P.G. Courses - 5 years from the year of admission.
(iii) 3 years PG Courses (MCA) - 6 years from the year of admission.
(iv) 3 years LLB Course - 6 years from the year of admission.
(v) 5 years LLB Course - 8 years from the year of admission.
(vi) 4 years B.Tech. & - 8 years from the year of admission.
B.Pharmacy Courses
(vii) 2 years M.Tech. Course - 4 years from the year of admission.
(viii) 2 years M.Pharmcy Course - 4 years from the year of admission.
(ix) 5 years B. Arch., Course - 10 years from the year of admission.
(x) 3 years UG Courses - 7 years from the year of admission.
(xi) 5 years Integrated PG Courses - 8 years from the year of admission
(xii) 3 years BHM & 4 years BHM - 6 years from the year of admission
& CT Courses
(xiii) B.A. (O.L) Course - 7 years from the year of admission
(xiv) One year B.Ed. Course - 3 years from the year of admission
(xv) Two year B.Ed. Course - 5 years from the year of admission
2. In case of any change in syllabus or the pattern of
examinations, the transitory regulations shall be in force for a
period of three years in any course of study. On completion
of the three years period the new regulations shall apply
uniformly for all students, subject to the condition that the
candidates who passed certain papers under earlier
regulations, shall appear for remaining papers under new
regulations as per the equivalent papers prescribed by the
respective Boards of Studies or Chairpersons of Boards of
Studies.
3. Every candidate who passes the University examinations
prescribed for different UG/PG/Research Courses and successfully
completes any other training program wherever stipulated by
the University, shall be eligible to receive original degree on
55
application and payment of prescribed fee in the following three

ways:
(i) In advance of the Convocation.
(ii) In person at the Convocation.
(iii) In absentia after the Convocation.
4. The Original Degrees shall be finally signed by the following
Administrative Officers of the University after scrutiny by the
sections concerned:
(i) Honorary Degree Certificates - Chancellor
(ii) Research Degree Certificates - Vice-Chancellor
(iii) Post-Graduate Degree Certificates - Registrar
(iv) Under-graduate Degree Certificates:
a) Professional Courses - Controller of
Examinations
b) BA/B.Sc./B.Com/BCA/ - Addl.
BBA/BA (OL) Controller of
Examinations
5. Duplicate certificates of having passed any of the examinations
shall be issued to candidates on production of satisfactory
evidence that the original certificates are lost or destroyed
and on payment of fee prescribed by the Executive Council.
All duplicate certificates shall have the word “Duplicate” marked
indelibly across the face of the certificate.
6. The Registrar shall ensure that a Manual of Examinations
containing comprehensive guidelines on the following is
prepared:
(i) Guidelines for scrutiny of applications/nominal roles,
verification of eligibility of examinees, issue of hall-tickets, etc.
(ii) Guidelines to Chief Superintendents and Invigilating staff on
the conduct of Examinations.
(iii) Guidelines to members of squads and observers.
56
(iv) Guidelines regarding the procedure to be adopted for coding

of answer scripts and coordination between the coding section
and Coordinator’s Office-Duties of CTAs/TAs.
(v) Guidelines regarding appointment and functions of Chiefs of
Spot Valuation Centres, Chief Examiners, Examiners,
Scrutinizers, etc., including number of scripts to be valued
per day by the Examiners.
(vi) Guidelines for handling the cases of suspected mal-practices
in the examinations by the Committee concerned along with
scales of punishment.
(vii) Guidelines for entrusting examination work to external
agencies by outsourcing method.
(viii) Guidelines for establishing Examination centres.
(ix) Guidelines for releasing entitlement amounts for the
conduct of theory/ practical examinations/Spot Valuations by
colleges including schedule of rates for remuneration/
examination – connected expenditure.
(x) Guidelines on minimum attendance required for eligibility to
appear for University Examinations for different courses, rules
of condonation of shortage in attendance and stoppage from
appearing for examinations in case of shortfall in attendance
even below condonation limit.
(xi) Guidelines on period for course completion, period for
betterment examinations, pass percentages, award of higher
class for different courses of study and award of ranks/medals/
prizes.
(xii) Guidelines for the processing and publication of results under
both Bar Code and Non-Bar Code systems. Guidelines for
personal verification and revaluation of scripts.
(xiii) Guidelines for payment of examination/other remuneration
including TA/DA.
(xiv) Guidelines for authentication of records.
(xv) Guidelines for safe custody of records.
57
(xvi) Employees authorized to sign various examination related

memos/certificates/ original degrees.
(xvii) Procedure to be followed for issue of certificates.
(xviii) Any other items.
7. These Regulations shall apply to the examinations conducted
by the Centre for Distance Education also, subject to such
modifications as may be approved by the Executive Council/
Academic Senate from time to time.

58
REGULATION-6 FINANCIAL MATTERS
These Regulations on Finance are made by the Executive

Council in accordance with the provisions of Section 19(2) to
(5), (13), (25), (34), (37) to (39) and Sections 20, 21, 23, 25(2),
45, 46, 47(1), (2), 48, 49 and 50 of the A.P. Universities Act,
1991 (Act No.4 of 1991).
(These Regulations on Financial Matters were approved by the

Executive Council vide Resolution No. 1.16 in the meeting held on
15-5-2018 and by the Academic Senate vide Resolution No. 2.3 in
the meeting held on 27-10-2018 and are effective from 27-10-2018).
59
6.1 TITLE, PROVISIONS IN THE ACT AND

DEFINITIONS
6.1.1 Title and Commencement:

1. These Regulations shall be called “Acharya Nagarjuna
University Finance and Accounting Regulations, 2018”.
2. These Regulations shall come into force from the date of
acceptance by the Academic Senate.
6.1.2 Provisions in the Act:
(1) As per Section 45 of the Act, the University shall have a general
fund to which shall be credited:-
(a) its income including the fees and endowments;
(b) contribution or grants which may be made by the
Government on such conditions as they may impose; and
(c) other contributions or grants.
(2) As per Section 46 of the Act, the University shall have such other
funds and maintain such accounts as the Executive Council may
determine on the recommendation of the Finance Committee.
(3) As per Section 47 (1) of the Act, there shall be constituted a
Finance Committee which shall be a sub-committee of the
Executive Council. The constitution of the Committee shall be
as provided in the Act/Statutes.
(4) Section 47(2) of the Act provides for Powers and Duties of the
Finance Committee.
(5) As per Section 48 of the Act, the University may accept funds
from the Government of India, the State Government, the
University Grants Commission, and borrow money from a Bank
or a Corporation, for the purposes of the University.
(6) Section 49 of the Act imposes certain restrictions in respect of
financial matters. The University shall not, without the prior
approval of the government, divert earmarked funds for other
60
purposes or upgrade any post or revise the scales of pay of

its staff or implement any scheme which involves any matching
contribution from the government or create a post or posts
resulting in a recurring liability on the government either
immediately or in future.
Provided that for the existing teaching purposes the Executive
Council may authorize the creation and filling up posts of teachers
for a period not exceeding one year but any such post or posts
shall not be continued or created afresh for any period beyond
the said period of one year without the prior approval of the
Government.
(7) As per Section 50 of the Act, the Government may, at any time,
after the commencement of this Act, transfer to the University
the control and management of their institutions on such terms
and conditions as may be deemed proper.
(8) As per Section 19(2) to (5), (8), (12), (13), (25), (34) and (37) to
(39), the Executive Council shall be the Executive authority of
the University and shall exercise powers and perform functions
so as to hold, control and administer the property and funds of
the University and to attend to the other financial matters as
prescribed.
(9) As per Section 25(2) (a) of the Act, the Academic Senate in
particular, shall have power to consider the annual report and
budget estimates prepared by the Executive Council.
(10) Section 20 of the Act deals with the preparation of Annual
Accounts of the preceding financial year and their submission to
such audit as the Government may direct before the end of the
financial year. The accounts so audited shall be published in the
Andhra Pradesh Gazette and copies thereof together with
copies of audit report shall be submitted to the Academic
Senate not later than two years from the end of the financial
year to which the accounts relate and also to the Government.
(11) As per Section 21 of the Act, the Executive Council shall
prepare before such date as may be prescribed by the Statutes,
the financial estimates for the ensuing financial year along
61
with annual accounts whether audited or not of the preceding

financial year and submit the same to the Academic Senate.
These estimates shall be considered by the Academic Senate
at its annual meeting and the resolution of the Academic
Senate thereon shall be submitted to the Government for
information.
(12) As per Section 23 of the Act, the Executive Council may, for
reasons to be recorded in writing incur any expenditure for which
no provision has been made in the budget or which is in excess
of the amount provided in the budget, but report of expenditure
incurred shall be made to the Academic Senate at its next meeting
for approval.
(13) As per Section 13(8)(a) of the Act, when, with regard to any
matter in which any Officer or Authority may take action, the
Vic-Chancellor considers immediate action desirable, he/she may
subject to the general control of the Chancellor take such action
as may be necessary but shall, as soon as may be, report the
action taken to the Officer or Authority concerned.
6.1.3 Definitions
In these Regulations unless the context otherwise requires:
1. “Act” Means “an Act by which the State Government has
established Universities in the State of A.P”, i.e., Act 4 of 1991
and the subsequent amendments.
2. “Abstract Contingent Bill” means a contingent bill without details
3. “Accounting Year” means the financial year beginning with
the 1st of April and ending with 31st March of the following
year.
4. “Administrative Approval” is the formal approval by the Vice-
Chancellor or the Executive Council or other specified authority
to a proposal to incur expenditure on specific works/items
required in connection with the activities of the University for
which budget provisions are available.
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5. “Technical sanction” means the order of a competent authority

sanctioning a detailed estimate of the cost of a work of
construction or repair to be carried out by the Engineering
Department.
6. “Auditor” means “an Auditor appointed by the Government”
and Chartered Accountant wherever a Governmental Funding
Agency provides for the same.
7. “Budget Estimates” means Annual Financial Estimates of the
University as approved by the Executive Council and the
Academic Senate.
8. “Budget Calendar” is the calendar prepared to obtain information
in time from the Departments of the University to prepare budget
estimates.
9. “Budget Year” means the year for which the annual budget
estimates of the University are placed before the Executive Council
/ Academic Senate.
10. “Cash” includes legal tender coin, currency and bank notes;
cheques payable on demand, bank drafts, online transfers, and
such other instruments as are equivalent to cash.
11. “Cheque” means a written order addressed by a person called
the `drawer’ to a bank to pay a specified sum of money to himself
or a third party known as `payee’.
12. “Bank Draft” (including Banker’s Cheque or Pay Order) is a
Demand Draft obtained by individuals or University for making
payments. It is an order by the issuing Bank to another Bank
to pay on demand a certain sum to the University or to the
individuals.
13. “Collection Account” means a bank account authorized by the
University into which the collections made by the units of the
University are deposited. The collection accounts shall be
operated by the Finance Officer or any other Officer authorized
for the purpose.
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14. “Competent Authority” means a body or an officer of the

University empowered by the Act, Statutes, Ordinances,
Regulations, Executive instructions of the University to exercise
specified powers in respect of specified matters.
15. “Contingent Charges” means all incidental and other expenses
which are necessarily incurred for the management of an office
other than those which fall under some other head of expenditure,
for example works, stock, tools and plant, etc.
16. “Contract” means any kind of written agreement between the
University and any person (other than a University Employee)
or a Company or firm to construct, maintain or repair one or
more works, to supply certain stores, or to perform any service
in connection with the execution of a work or the supply of men
and material.
17. “Contract documents” means the documents required in
connection with the giving out of work on contract.
18. “Contractor” means a person, Company or firm that has entered
into a contract with the University.
19. Lump sum Contract Method: Under lump-sum contract method,
the contractor agrees to execute or complete work in accordance
with the specifications for a lump-sum payment.
20. Piece Work Contract: Under piece work contract method, the
piece worker agrees to execute a specified work or part of a work
at specified rates without reference to quantity or the time taken,
and the department concerned arranges for the supervision,
setting out and measuring of all the work done.
21. “Controlling Officer” means the Head of the Department or
the Officer of the University who is entrusted with the
responsibility of collection of revenue and / or controlling the
expenditure of the University.
22. “Drawing and Disbursing Officer” means an Officer of the
University, authorized to draw from the University account and
disburse salary and other expenditure relating to any scheme
or head of account of the University, designated as such by
the Vice-Chancellor.
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23. “Drawing Officer” means an officer who has been authorized

to draw the bill on behalf of the University.
24. “Financial Year” means the year beginning on the 1st of April
and ending on the 31st of March of the following year.
25. “First and Final payment” means a single payment made to a
contractor in full settlement of the account relating to his
contract when the contract has been completed or determined.
26. “Final payment” means the last payment on a running account
made to a contractor in full settlement of the account relating
to his contract when the contract has been completed or
determined.
27. “State” means the State of Andhra Pradesh.
28. “Government” means the Government of Andhra Pradesh.
29. “Head of Office” means an officer declared as such under any
general or special orders issued by the Executive Council.
30. “Inevitable Payments” means money which is indisputably due
and payable.
31. “Inspecting Officer” means an officer who is appointed solely
or mainly for performing specified duties of inspection.
32. “Major Head” means a main head of account for the purpose
of recording and classifying receipts and disbursements of
moneys.
33. “Sub-head” means, in connection with estimates and accounts
of work, one of sub-divisions according to items of work e.g.,
excavation, brick work, concrete, wood work, etc., into which
the expenditure on work or sub work, of a large work is divided
in order to facilitate accounting and financial control.
34. “Market Rate” in respect of an article borne on the stock
accounts, means the cost at which it could be obtained at the
time in question from the public market from which it could be
obtained most advantageously.
35. Measurement Book: A Book in which the measurements and
other particulars of a work other than by daily labour and all
supplies relating to a work shall be recorded and paid by
measurements so recorded in a measurement book.
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36. “Miscellaneous Expenditure” means expenditure other than that

falling under pay and allowances, contingencies, works and
other specific heads provided under budget.
37. Muster Roll: The muster roll is the initial record of labour
employed each day on a work. The officer in immediate charge
of the work should write it up daily.
38. “Non-Recurring Contingent Expenditure” means expenditure
required for setting up an office, laboratory, etc., and for its
periodic expansion and improvement and which is not recurring
in nature.
39. “Officers of University” means officers defined in the relevant
Section of the Act and those designated as Officers in the Statutes
and Ordinances based on the provisions of the Act/Statutes.
40. “Operating Account” means a bank account authorized by
the University for depositing collections and also to make
payments out of it by the University officers.
41. “Quantity” means in connection with works, the extent of work
done, supplies furnished or services performed, as measured,
weighed or counted.
42. “Rate” means, in estimates of cost, contracts, contractor’s bills
and vouchers generally, the amount payable for each unit of
work, supply or other service.
43. “Receipt of University” means and includes all moneys received
by the authorized University Officer/the authorized banks, on
behalf of the University.
44. “Re-appropriation” means transfer of a particular sum of money
from the savings of one head of account to meet excess
expenditure anticipated under another head of account.
45. “Additional Budget Provision” means making additional
financial provision for an existing head of account or a new
head of account in the Budget Estimates, if such provision
cannot be made by re-appropriation, so as to undertake an
important project or to incur essential expenditure.
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46. “Recurring Expenditure” means the expenditure which is

incurred at periodic intervals.
47. “Revised Estimates” are estimates of probable revenue or
expenditure of a financial year revised in the course of the financial
year on the basis of actual transactions till then recorded, and
the likely transactions for the remainder of the year.
48. “Regulations” means Regulations formulated under the provisions
of the University Act.
49. “Stores” means all articles and materials (other than cash and
documents) which come into the possession of a University
employee for official use.
50. “Surrender of Grants” means the formal surrender of grants which
are not likely to be utilized before the expiry of the current financial
year to the Finance Officer of the University.
51. “Unit of appropriation” means the lowest account head under
which the University places a specific appropriation at the disposal
of the spending authority concerned.
52. “University Fund” means the general fund of the University
referred to in the University Act and the types of funds classified
under University fund in these Regulations.
53. “Works” in a comprehensive sense applies not only to works
of construction and repair but also to other individual objects
of expenditure connected with the supply, repairs and carriage
of Tools and Plants and the supply and manufacture of other
stores.
54. “Payment by the University” means and includes all moneys
paid out by the authorized University Officers/the authorized
Banks, on behalf of the University.
6.1.4 Interpretation of Regulations:
(a) All other terms not defined in these Regulations shall have
the same meaning as defined in the Act, Statutes, Ordinances
and Regulations.
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(b) Where a doubt arises as to the interpretation of any of the

provisions of these Regulations, the matter shall be referred
to the Executive Council through the Finance Committee for
a decision. The decision so taken by the Executive Council
shall be final.
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6.2 FINANCIAL FUNCTIONS OF AUTHORITIES

AND OFFICERS OF THE UNIVERSITY
6.2.1 Authorities:
2.1.1 Executive Council
(i) shall have the power to manage the affairs of the University,
in particular to administer the funds and properties of the
University.
(ii) shall exercise all the powers and carry out all functions,
necessary for the effective management of the Finance and
Accounts of the University.
2.1.2.Academic Senate shall consider Annual Accounts and Financial
Estimates of the University (Budget) under relevant provisions of
the Act.
2.1.3. Finance Committee, constituted under the provisions of the Act,
is required to meet at least once in three months and may meet
more often, if necessary, to perform the functions as prescribed
in the Act, Statutes and Ordinances.
2.1.4 Other Committees constituted by the University:
1. The Executive Council/Vice-Chancellor may constitute the
following Committees that are connected with the financial
activities of the University:
a. Building Committee
b. Central Purchase Committee
c. Library Committee
d. Sports and Cultural Advisory Committee
e. Printing & Publications Advisory Committee
f. Audit and Accounts Committee
g. Budget Committee
h. Accounts Computerization Committee
i. Income Augmentation and Expenditure Regulation
Committee
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j. Resource Mobilization Committee

k. Any other Committee(s) that the Executive Council / Vice-
Chancellor may deem necessary.
2. The Finance Officer shall be the ex-officio member of all the
above Committees.
3. All the proceedings of the meetings of these Committees shall
be placed before the Vice-Chancellor for taking necessary
follow-up action including placing such matters which he/she
may deem necessary before the Executive Council.
6.2.2 Officers of the University
A. The Vice-Chancellor shall:
1. be the Ex-officio Chairman of the Academic Senate and the
Executive Council and the Finance Committee. He shall preside
over the meetings of the authorities of the University.
2. seek opinion of the Finance Officer in respect of all proposals
having financial implications.
3. ensure that all University Statutes, Ordinances and Regulations,
in so far as they embody orders or instructions of a financial
character or have important financial bearing are made after
obtaining the advice of the Finance Officer.
4. refer to the Finance Officer and obtain his opinion before passing
final orders on all matters involving contravention of financial
provisions or serious financial irregularities, proposals to
sanction expenditure in relaxation of or deviation from any
financial rules or principles and proposals to write-off losses.
B. The Registrar shall ensure that all information / statistics /
returns prescribed in these Regulations or as may be required
by the Finance Officer relating to the following are sent to him
within the stipulated time.
a. affiliation fees collectable from the affiliated colleges,
b. details of strength of students admitted to various courses
conducted by the University and the position of fees
(received and receivable), and
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c . compliance to the audit observations pertaining to all

matters.
C. Controller of Examinations/Coordinator (Examinations) shall
not permit candidates who have not paid the prescribed fee to
any examination conducted by the University.
D. The Finance Officer:
1. shall, subject to the general control of the Vice-Chancellor,
exercise such powers and perform such functions as may be
prescribed by the Statutes, Ordinances and Regulations or
as may be assigned by the Vice-Chancellor from time to time.
2. may, with the approval of the Executive Council, entrust
signing of cheques up to a specific limit to another Officer of
the University.
3. He/she shall ensure that :
a. proper arrangements are made to keep a watch over
the receipt of instruments from the departments receiving
the same directly from the students, affiliated colleges,
and other sources like State / Central Government,
University Grants Commission, and other funding
agencies,
b. instruments received are correctly accounted for and
deposited to the bank accounts concerned with the least
delay,
c. the receipts of the University collected through
different modes of payment are properly accounted
for under relevant heads of account,
d. the Departments of the University furnish information
relating to collection of receipts, in the prescribed
forms,
e. the receipts of the University deposited to the various
bank accounts of the University in other centers are
transferred to the main operating account of the
University at periodical intervals,
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f. bank scrolls with supporting challans are received

from the banks concerned daily or as prescribed,
g. accounts are reconciled with those of the banks.
4. He/she shall be responsible for production of accounts to
audit.
5. He/she shall conduct the meetings of the Finance
Committee and issue the Proceedings of the Committee
with the approval of the Vice-Chancellor.
6. The Finance Officer, in matters pertaining to finance,
accounts, assets, stocks and stores, shall seek relevant
information periodically from various Heads of the
Departments / Heads of the Units and persons responsible
for maintenance of the records in this regard. He/she shall
review the information obtained and submit his/her remarks
to the Vice-Chancellor.
7. The Finance Officer shall review the audit objections as
contained in the annual audit reports and strive for their
early settlement. He/she may guide and issue suitable
instructions to the Officers of the University in the matter
of processing and settlement of audit objections.
E. Other Officers of the University:
1. All such officers of the University declared as Chairperson/
Heads of Units shall be responsible for strict compliance
with the general principles relating to accounting, receipts
and expenditure laid down in these Regulations.
2. They shall draw money from the University funds only when
the claim has matured for payment and shall not draw
money in excess of actual requirement or in anticipation
of a claim arising in future or to prevent the lapse of budget
grant.
3. The Chairpersons / Heads of Units /Project Coordinators
shall maintain proper accounts for Grants received from
External Agencies for specific purposes and the
expenditure incurred there against. They shall furnish
Utilization Certificate to such Agencies marking a copy of
it to the Finance Officer.
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6.2.3 Delegation of Powers to the Officers of the University:

1. With a view to ensure smooth functioning of the University by
decentralization of powers, the Executive Council may delegate
certain powers to the Officers of the University at various levels,
apart from the statutory officers.
2. The approval of the Executive Council is required for incurring
of any expenditure beyond the powers delegated to the officers
of the University or for expenditure not provided for in the Budget
Estimates.
3. The Financial Powers which relate to according sanction by the
officers of the University for incurring expenditure out of University
funds for purchase of materials and other items common for the
functioning of the University also various advances to the
employees of the University shall be strictly in accordance with
the Provisions of the Act, Statutes, Ordinances and the
Regulations of the University.
4. The powers delegated to various officers are subject to the
following conditions:
(a) All cases involving sanctions beyond the power of the Vice-
Chancellor shall be referred to the Executive Council for
its sanction.
(b) In case of urgency, sanction may be accorded by the Vice-
Chancellor and reported to the Executive Council for
ratification under the power vested in the Vice-Chancellor
under Section-13(8)(a) of the Act.
(c) The sanctioning authorities shall ensure that sufficient
funds are provided in the University Budget under relevant
Head Account and budget allocation as intimated to them
by the Finance Officer.
(d) The Vice-Chancellor and the Registrar shall obtain,
whenever necessary, the opinion / remarks of the Finance
Officer as to the availability of funds under relevant budget
head of account and about admissibility of charges, before
according sanction.
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(e) Every sanctioning authority shall ensure that sanction is

in accordance with rules and that purchase procedures
are strictly complied with.
(5) Any officer of the University on whom financial delegation has
been made shall not incur any expenditure which is likely to
involve at a later date expenditure beyond his/her power of
sanction.
(6) Every sanctioning authority shall maintain a sanction order book
and record therein sanctions accorded by them during each year
and produce it to audit.
(7) The Finance Officer shall reject any bill received from other
sanctioning authorities if it is not in conformity with these
Regulations or exceeds annual limit, if any, stipulated in the
delegation of powers or may defer such bills if sufficient funds
are not available at that moment, even though sanction is in
order.
(8) The authority according sanction for drawal of funds on Abstract
Contingent bills shall be responsible to ensure submission of
Non-payable Detailed Contingent bills within the stipulated
time, as per Clause 6.7.6(g) of these Regulations.
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6.3 UNIVERSITY FUNDS
6.3.1 Classification of University funds

In order to provide for aggregation and analysis of various revenues,
expenditures, assets and liabilities of the University finances
according to the objectives, transactions of the University may be
classified into the following five types of funds:
1. General Fund
2. Development Fund
3. Earmarked Funds
4. Self-Supporting Courses Fund
5. Distance Education Fund
The Finance Officer may suggest other types of funds if found
necessary for approval of the Executive Council.
6.3.2 Objective and details of each type of funds:
(1) General fund is the operating fund of the university and is
used to account for all financial transactions not belonging to
other types of fund. Fees collected from the students at the
time of admission to various courses of study conducted by
the University and its affiliated Colleges, affiliation fees,
examinations fees and other fees related to, and all other
income are credited to the fund. The grant given by the State
Government towards maintenance such as salaries, pensions
and other contingent expenditure is also credited to this fund.
Examination fund, though part of general fund, will be operated
by way of a separate account.
(2) Development fund or capital fund – funds received for specific
purposes with reference to the development of the University
and development/research funds received from the funding
agencies of Central/State governments.
(3) Earmarked funds – funds earmarked for specific purposes
such as Endowment fund, Public Donation fund, Pension fund,
General Provident fund, Employees welfare fund, Corpus fund,
75
any other funds which are earmarked by the Executive Council

of the University.
(4) Self-supporting courses fund consists of the tuition fee, special
fee and other categories of fee payable by the students who join
the self- supporting courses being offered by the University.
(5) Distance Education Fund consists of admission fee, course
fee, examination fee, certificates fee and related fee collected
from the students of the Centre for Distance Education.
6.3.3 Determination of Funds
The Finance Officer of the University shall suggest the appropriate
fund types and categories based on the specific requirements of
the University.
6.3.4 Fund Based Accounting System
(1) The University shall maintain its records manually or
electronically as per the requirement of Fund Based Accounting
System (FBAS).
(2) Under the FBAS, all the financial transactions are classified
into one of the fund types mentioned above and the categories
thereunder i.e., General fund, Development fund, Earmarked
fund, Self-supporting courses fund, etc.
6.3.5 Financial Statements
(1) The University shall prepare the Receipts and Payments Account
on monthly and annual basis. This account represents the
actual receipts and payments made during the year.
(2) The University may also take steps to restructure its accounting
system so as to prepare Income and Expenditure Account
and Balance Sheet in the future. Income and expenditure
account represents the income either received or due and
payments pertaining to that year, made or not made, during
the year. Balance sheet represents the assets and liabilities
of the University. In case the University restructures its
accounting system so as to prepare the Income and
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Expenditure Account and the Balance Sheet, the same be

placed before the Finance Committee and the Executive
Council along with brief comments on the financial operations
and the financial position. Before taking such steps, the
Finance Officer may examine the procedure adopted in other
Universities in Andhra Pradesh.
Before taking such steps, the Finance Officer may examine the
procedure adopted in other University in Andhra Pradesh.
6.3.6 Accounting process for preparation of Financial
Statements
(1) The accounting process used in the preparation of the financial
statements shall be based on accounting principles and
procedures laid down in these Regulations.
(2) The accounting process shall comprise of various vouchers,
records, registers, books of accounts, maintained manually or
electronically, by authorized persons as per the procedures and
forms prescribed in the these Regulations.
(3) The Finance Officer shall ensure compliance of the accounting
process, maintenance of books of accounts, passing of the entries
in the accounts of the university in accordance with the guidelines
given in these Regulations.
6.3.7 Accounts records to be maintained by the Heads of
Departments/Heads of Units (when maintained manually)
(1) All Officers of the University declared as Heads of Departments
/ Heads of Units with powers to draw money from the University
funds or to function as Drawing and Disbursing Officers by
the University, shall maintain the following accounts/records
to reflect the financial transactions taking place in their offices.
(a) Petty Cash Book in Form 1 to record therein the financial
transactions of the office in the order of their occurrence
(b) Stock account of Receipt Books in Form 2 to account for
therein the number of Receipt Books received from the Finance
Branch/concerned office and their utilization.
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(c) Day book of collections in Form 3 to account for daily

collections made in cash, if any. The collections by the
University shall always be in the form of Bank Challans/DDs/
Cheques/IPOs/Online remittances. If, for any reason, the fee
of any type is to be collected in cash, it shall be done only
under the written orders of the Vice-Chancellor.
(d) Register of Instruments Received in Form 4 to account for
cheques / DDs received.
(e) Register of Remittances in Form 5 to record the details of cash /
instruments remitted to the designated bank duly pasting the
challan copy (pay-in-slip) acknowledged by the bank.
(f) Group Payment Register/Budget Control Register in Form 60
to record payments classified under individual Heads of Account
in the Budget to limit expenditure within the budget allocation.
(g) Contingent Register in Form 6 to account for all transactions
relating to contingent expenditure of the office.
(h) Contingent Order Book in Form 7 for obtaining orders of the
Head of the Office for incurring expenditure on contingent
expenses out of Permanent Advance sanctioned to office.
(i) Classified Posting Register of Revenue and Expenditure in
Form 8 to account for financial transactions pertaining to the
revenue and expenditure Budget heads of account applicable
to the office.
(j) Demand, Collection and Balance Register for each type of
fees due to the university. The procedure for maintenance of
the register and relevant forms shall be as detailed in para
5.7.
(k) Stock and Issue accounts in the form prescribed in para 9.18
of the Purchase Regulations to account for all furniture,
equipments, stationery, books, and all other articles received
from the University or purchased.
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(l) Register of Deposits in Form 9 to account for deposits, if any

received from the Contractors or Suppliers.
(m) Register of Advances in Form 10 to account for all employees’
personal advances drawn on prescribed forms.
(n) Register of Recoveries from Salaries of employees in Form
11 to account for recoveries affected from the salaries of
employees working under them.
(o) (i) A Register of Investments in Form 12 shall be maintained
to monitor the investments / renewals. Pages should be
allotted for each source of investment and investments
pertaining to that fund should be noted in that page only.
The register shall be reviewed periodically to ensure that
the interest due from banks on investment are received in
time and credited to the university account. Further, timely
action should be taken to renew the fixed deposits and
necessary entries made against the deposits renewed.
(ii) The amounts not required for immediate use or before the
close of the financial year in every fund of the University
should be invested in fixed deposit for the period for which
the same is not required. The cheque issued from the fund
for issue of fixed deposit receipt, should be recorded in the
cashbook of the fund on the payment side and the fixed
deposit receipt should be recorded on the receipt side of
the cashbook.
(iii) Similarly in the case of renewal of the existing deposit on
maturity, the maturity value of the fixed deposit should be
shown on the receipt side of the cashbook. On renewal of
the fixed deposit receipt the total amount reinvested should
be shown on the payment side. The renewed fixed deposit
receipt should be shown as receipt in the cashbook. All
cases of renewals shall be entered in the register of
investments.
(iv) The closing balance of the fund in the cash book thus
reflects the actual balance of the fund in the bank account
and the value of the fixed deposits.
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(p) Office Copies of the Pay bills (Acquaintance roll) wherever

the salary of the staff is drawn and disbursed.
(q) All office copies of the bills towards other claims preferred by
the office.
(r) Any other accounts/records prescribed by the Finance Officer
under the direction of the Vice-Chancellor.
(2) All books of accounts and registers shall be properly bound
and kept. No account shall be prepared on loosely bound
volumes.
Note: Computerized records / accounts in loose sheets shall
be secured properly at the earliest except where required to
be kept otherwise. The Officer concerned shall sign the
computer record, with date and seal.
(3) The pages of all financial records, cash book, accounts books,
stock register, receipt books and such other registers shall be
serially machine numbered. The certificate of count shall be
recorded on each book on the first page as to the number of
pages it contains by the concerned official not below the rank
of Superintendent, before the book is brought to use.
(4) Every correction or alteration in accounts shall be made neatly
in red ink, a single line being drawn through the original entry
to be corrected, and attested by the dated initials of the Officer.
Erasures shall be absolutely forbidden and no document with
an erasure shall be accepted, and shall be ultra vires to the
Statutes/Ordinances/ Regulations of the University.
(5) All monetary transactions shall be entered in the Cash Book
under relevant columns, as and when the transaction takes
place (date-wise) and attested by the Head of the Office or
one of the officers authorized to do so by the Head of the
Office. All receipts collected in cash or cheques / DDs shall be
accounted on the Receipt side of the Cash Book.
(6) The Cash Book shall be closed daily and closing balance
recorded in both figures and words. The closing balance shall
be carried forward as opening balance for the next day. When
no financial transaction takes place on any day, no entries
need be made in the Cash Book for those dates.
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(7) Entries made in the Cash Book regarding the remittance of

receipts to the bank for credit into University fund should be
attested by the officer after verifying with reference to the bank
acknowledgement of the challan. When the credit appears in
the receipts scroll of the bank, the actual date of realization of
the cheque / DD shall be noted in the Register of Instruments
Received or DDs/Cheques/IPOs Register.
(8) The Head of the Office shall, at the end of each day, verify the
cash balance in the petty cash book and record a certificate to
that effect.
(9) When any deficiency is found in the cash balance of any day, it
should be made good at once by the person responsible for it
and cash balance made to agree with Cash Book balance of that
day. In case the amount of deficiency could not be made good
for any exceptional reasons, the amount shall be treated as
‘Miscellaneous Advance’ recoverable from the person responsible
by preparing voucher signed by the Head of the Office. The Head
of the Office shall investigate and take action to recover the
amount from the person found responsible for the deficiency.
On recovery of the amount, the amount earlier treated as
‘Miscellaneous Advance’ shall be adjusted by passing
necessary entry.
(10) When any excess amount is found, it shall be accounted for
as a receipt in the Cash Book duly recording it as cash found
surplus treating it as a ‘Revenue Deposit’, pending
investigation. If the investigation establishes beyond doubt that
the excess amount is not payable to any person, the surplus
amount earlier treated as ‘Revenue Deposit’ shall be classified
as “Miscellaneous Revenue” in the accounts.
(11) On occasions when huge amount of cash is required to be
held in the office, suitable arrangement shall be made by the
Head of the Office to guard the cash overnight and during
holidays.
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6.3.8 Preservation and Destruction of Accounts records

(1) The University may, with the approval of the Executive Council,
prescribe the period of preservation of records (including those
of Accounts) and their destruction in the following manner:
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(2) A competent authority of the University may permit destruction

of official records from time to time subject to the careful
observance of the relevant rules, duly ensuring that a list of
such destroyed records is maintained.
(3) The following should on no account be destroyed:
a. records connected with expenditure which is within the
period of limitation fixed by law,
b. records connected with expenditure on projects, schemes
or works which have not yet been completed, even though
the expenditure is not within the period of limitation fixed
by law,
c. records, connected with claims to service and personal
matters affecting University employees who are still in
service,
d. orders and sanctions of a permanent character, until
revised.
(4) Any account record/voucher/agreement or relevant files with
reference to which audit has raised objection, shall not be
destroyed till the objection is cleared in audit.
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6.4 GENERAL PRINCIPLES
6.4.1 Operation of University Funds in Banks / Treasury

(1) (a) The funds of the University shall be kept in a Bank / Banks
as stipulated by the Executive Council.
(b) All sums received by the University shall be in the form of
Bank Challans/ Bank Drafts/Online remittances. Ordinarily,
cheques issued by Governmental Agencies such as LIC only
may be accepted. However, the competent authority may
decide other sources from which cheques may be accepted.
Indian postal orders may be accepted in case of specific need
based on prior permission from the competent authority.
(c) The Vice-Chancellor shall have power to modify the modes
of payment to the University and report such decision to the
Executive Council for ratification.
(2) All collection of Fees and Other receipts of the University collected
by the designated Heads of the Departments/Heads of Units shall
be credited to appropriate University fund. No Head of the
Department/Officer of the University shall open a bank account
in his/her official designation unless authorized to do so by the
Vice-Chancellor on the recommendation of the Finance Officer.
(3) An account may be kept in the Local Government Treasury to
facilitate transaction with Government.
(4) The Funds of the University shall be operated by the Finance
Officer or such other Officers authorized by the Vice-Chancellor.
(5) The Endowment Fund, Public Donation Fund, Pension Fund,
Provident Fund and such other employees benefit related Funds
shall be invested as stipulated in the relevant statutes or as per
the decision of the Executive Council or as approved by Vice-
Chancellor in any bank approved by the State government.
(6) Generally, there are two types of investments made in a University.
They are:
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a) investments relating to various funds and finances of the

University, and
b) investments forming original part of endowments instituted
by individuals and Trusts with the University. Investments
relating to Endowments are dealt in Chapter XI of these
Regulations.
(7) (a) All surplus funds shall be invested in short term deposit or
long term deposits keeping in view the requirement of the
funds over a period of time, by the Finance Officer/Authorized
Officers with the approval of the Vice-Chancellor.
(b) To ensure (a), the Finance Officer/Authorized Officers shall
submit a statement of surplus funds to the Vice-Chancellor at
least once or twice a month to decide upon the investments
to be made. Even if there are no surplus funds in a particular
month, Nil statement shall be submitted to the Vice-
Chancellor.
(8) Entries relating to interest on investments shall be passed in the
accounts on the basis of date on which interest accrues or based
on credit advice received from the Bank or the entries in Bank
pass book.
(9) Whenever there is no immediate need for funds, fixed deposits
shall be renewed with the approval of the Vice-Chancellor.
6.4.2 General responsibilities of Heads of Departments/Units
with regard to accounting and matters relating to
finances of the University.
Accounting:
(1) Every University employee who is designated as Head of the
Department/Head of the Unit/Officer performing financial
transactions should see that proper accounts are maintained for
all University financial transactions with which he/she is concerned
as prescribed by these regulations and such other rules framed
from time to time. He shall have the knowledge of accounts and
financial rules relevant to his/her duties and shall keep an
adequate check over the staff under his/her control. He/she
should check the account as frequently as possible in order
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to see that his/her subordinates do not commit fraud,

misappropriation or any other irregularities. He/she cannot
plead ignorance of financial rules for lapses noticed by the
administration or audit.
(2) The University shall hold him/her personally responsible for
any loss that may be found to be on account of dereliction of
duties or negligence or misconduct.
(3) He shall be responsible for accounting of all transactions
involving taking and giving of cash, stores, other properties,
rights, privileges and concessions having monetary value
received by him/her on behalf of the University, as authorized
by the University, besides the correctness of the accounting
in all respects. The accounts and financial records of the
University shall be maintained in the forms prescribed in these
rules as well as those that may be prescribed by the Finance
Officer from time to time.
(4) Every Officer operating University Accounts shall ensure that
monthly account and reconciliation with Bank of the previous
month shall be completed and attested by him/her before 15th of
the current month. Similarly, he/she must ensure that annual
accounts and reconciliation with Bank for the previous financial
year shall be completed by 30th April of current financial year
and that the accounts/records are submitted to the Department
of State Audit of the Government of Andhra Pradesh by 31st
May every year for purpose of audit.
(5) He shall furnish such statements, reports, returns and information
relating to accounts and finance to the Finance Officer as may
be prescribed in these regulations or as may be required by the
Finance Officer.
6.4.3 General principles relating to Receipts:
(1) The Head of Department/Head of the Unit of the University shall
be responsible to ensure that all University receipts authorized
to be collected by his/her office in cash or in the form of demand
drafts or in any other form, are correctly assessed, collected
promptly and official receipts issued in the prescribed form and
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also that all such collections are brought into account as soon
as they are received, without delay and deposited forthwith
into the designated bank, under proper head of account.
(2) The receipts shall not be appropriated towards expenditure.
(3) Amount due to the University shall not be left uncollected
without valid reasons. Where such amount appears to be
irrecoverable, orders of the competent authority shall be
obtained to waive it, if it becomes inevitable after all efforts at
recovering it, and properly reflected in the accounts.
(4) The Head of Department and Head of the Unit responsible for
the collection of University revenues shall furnish periodical
reports of demand, collection and balances, as may be prescribed
by the Finance Officer.
(5) No duplicate copy of a receipt shall be granted for money received
on the ground that the original has been lost.
(6) If a person applies for a duplicate copy of the receipt stating the
purpose for which it is required, a certificate may be given that
on a specified day a certain sum on a certain account was received
from a certain person. The Officer issuing the certificate shall
take precaution as to the purpose for which the certificate is liable
to be used and invariably mention in the certificate the purpose
for which it is issued, to ensure proper usage.
6.4.4 General Principles relating to incurring of Expenditure
out of University Fund
(1) University employee shall never incur any expenditure from out
of receipts collected by him/her on behalf of the University and
he/she shall not incur any expenditure from University fund unless
sufficient funds are allocated in the budget estimates and financial
sanction is obtained from the competent authority.
(2) No money shall be drawn from the University Fund unless it is
required for immediate disbursement.
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6.4.5 Standards of Financial Propriety

Every University employee who incurs or authorizes the incurring of
any expenditure from University funds shall see that it does not
contravene the following principles:
(1) The expenditure should not be prima facie more than the occasion
demands. Every university employee is expected to exercise the
same diligence and care in respect of expenditure from University
funds under his control as a person of ordinary prudence would
exercise in respect of the expenditure of his own money.
(2) University employees shall never exercise their powers of
sanctioning expenditure so as to pass an order directly or indirectly
to their own advantage.
(3) University funds should not be utilized for the benefit of a
particular person or section of the community unless-
(a) the amount of the expenditure involved is insignificant, or
(b) a claim for the amount could be enforced in a court of law, or
(c) the expenditure is in pursuance of a recognized policy or
custom.
(4) The amount of allowances, granted to meet expenditure of a
particular type, such as traveling allowance etc., should be so
regulated that it is not, on the whole, a source of profit to the
recipient.
(5) It is the duty of every University employee to observe complete
integrity in financial matters.
6.4.6 Sanctions
(1) The Executive Council, in consultation with the Finance
Committee shall delegate powers to the various levels of officers
of the University for according sanction for incurring expenditure
in connection with the affairs of the University. The powers
not delegated to a subordinate authority or officer shall vest
with the Executive Council.
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(2) The general principles governing expenditure from University

funds are as follows:
(i) There shall be provision of sufficient Funds in the sanctioned
Budget within which expenditure can be incurred.
(ii) No expenditure shall be incurred which is in excess of the
provision under the relevant budget head as sanctioned by
the Academic Senate, or which involves the sanctioning of a
fresh item of expenditure without the previous approval of
(iii) The expenditure incurred shall conform to the relevant
provisions of the University Act, Statutes, Ordinances and
Regulations framed by the University.
(iv) There shall exist sanction either special or general, accorded
by the competent authority, authorizing the particular item
of expenditure.
(3) When any authority accords sanction for expenditure, the amount
shall always be expressed in words and figures.
(4) Date of effect of sanction: Sanction of the University takes effect
from the date of the order conveying the sanction or any other
date mentioned in the order.
(5) Lapse of Sanction: A sanction for any fresh charge lapses if it has
not been acted on for a year unless it is specifically renewed.
This rule does not apply to:
(a) The sanction for an allowance granted to the holders of a
post or class of posts, subject to certain conditions;
(b) the sanction for addition to be made to a permanent
establishment progressively from year to year;
(c) a sanction conveyed in an order passed by a Court in its
judicial capacity.
Note: One year period shall be reckoned from date of issue of
sanction and it should be considered to have been acted upon
if payment in whole or in part is made within twelve months
from the date of issue. Where specific provision is made, that
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expenditure will be met from provisions of a specific financial

year then the sanction will lapse on expiry of such financial year.
Unless specifically renewed, sanction of provident fund advance
remains operative for three months.
(6) Sanction to an estimate for a work other than ordinary annual
repairs will unless the work is started, cease to be in force five
years after the date when it was accorded. Sanction to an estimate
for annual repairs lapse on the last day of the financial year or on
the concerned specified working year.
(7) Communication of sanction: A copy of every order of sanctioning
expenditure shall be communicated to the Finance Officer/
concerned Officer by the authority which accords sanction.
(8) Bills received under proper sanction and duly certified by the
concerned Head of the Department/Officer shall be paid within
7 (seven) days from the date of receipt of the bill in the office.
Objections, if any shall be immediately intimated to the concerned
Head of the Department/Officer After the clearance of objections,
the bill shall be paid within 5 (five) days.
6.4.7 Loss of Stores / Property
(1) All losses in respect of stores/property should be duly recorded in
the stock accounts and formal sanction of the competent authority
obtained for write off or dealing with them otherwise, even when
no formal correction or adjustment in the account is necessary.
(2) When a loss occurs on account of damage to any University
property due to any calamity like fire or flood or any other causes
other than fair wear and tear, the officer-in-charge shall send a
preliminary report to the Registrar with a copy to the Finance
Officer at once. The Registrar shall get the matter fully investigated
and submit a detailed report to the Vice-Chancellor explaining
the circumstances besides indicating whether value of the loss
has to be written off or action has to be taken against the
person responsible, including for the recovery of the loss.
(3) Where action is proposed for write off of the loss, the
competent authority shall issue sanction upto the powers
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vested in it and initiate steps for obtaining sanction of the

Executive Council in cases where it exceeds his/her powers
and communicate the orders to the Finance Officer for
accounting the amount written off in the accounts, besides
marking a copy to the concerned Head of the Department/
Head of the Unit for information.
(4) Where disciplinary action against any employee is
recommended, the competent authority shall act as per the
University rules.
6.4.8 Defalcation and Losses
(1) Whenever any University employee notices that a defalcation
or loss or shortage of University money, revenue, stamps,
stores or other property by embezzlement, fraud, theft,
Computer fraud, etc., has occurred or a serious accounting
irregularity has been committed, he shall inform the Head of
the Office forthwith. If it appears to the Head of the office
prima facie that there has been any such occurrence
concerning his/her office or in which a subordinate employee
is involved, he/she shall immediately send a report to the
Registrar with copy to the Finance Officer. This preliminary
report shall be sent even if the person responsible for a loss
has made it good.
(2) The Registrar shall cause investigation into the matter fully
and take all further necessary action to complete the
investigation at the earliest. As soon as the investigation is
completed, based on the report of the Investigating Officer,
the Registrar shall submit a detailed report to the Vice-
Chancellor. The report should fully describe the nature and
extent of loss or accounting irregularity and the circumstances
which made it possible, including any breach or neglect of an
existing rule, besides stating whether any amount of loss has
been recovered and if not, whether it is possible to recover it
in any way. The report shall also state what disciplinary action
is recommended against any employee responsible and what
steps have been taken or recommended with a view to prevent
recurrence of such loss or accounting irregularity.
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(3) Wherever the report recommends disciplinary action against

any employee found responsible for the loss or accounting
irregularity, the Registrar, with the approval of the Vice-
Chancellor, shall initiate disciplinary action against such person
or persons, within one month from the date of receipt of the
report.
(4) If the report of the Investigating Officer indicates that the
circumstances leading to loss or accounting irregularity
demand a detailed audit, the Vice-Chancellor may direct to
conduct a special audit of the accounts of that office or the
particular transaction for the suspected period during which
loss or accounting irregularity was noticed or for the period of
incumbency of the official alleged to be responsible for the
loss or accounting irregularity.
(5) Where the Investigating Officer’s report or the special audit
report indicates the name of the person or persons responsible
for the loss or the accounting irregularity, the Registrar shall
initiate Departmental proceedings or criminal proceedings or
both depending on the gravity of the offence, amount involved
and the circumstances. The Registrar shall take immediate
action as per relevant Regulations and shall see that the result
of the Departmental proceedings or the criminal proceedings
or both placed before the Vice- Chancellor / Executive Council
as the case may be at the earliest.
(6) Wherever it appears likely that recourse to judicial proceedings
may have to be taken by the University in connection with the
loss sustained, the Registrar should take legal advice at once.
(7) In all cases of negligence and lack of devotion in the discharge
of duty; for e.g., costly buildings, equipment, machinery etc.,
remaining unutilized or substantially unutilized for lack of
planning or infructuous, unnecessary and injudicious
expenditure or delay in taking action / decisions in placing
orders or making payments due, execution of sanctioned
schemes or projects, which result in increase of cost, the
responsibility for the loss suffered by the University shall be
fixed on the person held responsible for in a Departmental
inquiry.
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(8) In cases where the loss is due to the delinquence of subordinate

officials and where it appears that this has been facilitated by
laxity of supervision on the part of superior officer, the latter
shall also be called strictly to account and his/her personal
liability carefully assessed. Such officer should also suitably
be penalized in proportion to the degree of laxity contributing
to the loss.
(9) Whenever an employee is held responsible for the loss
sustained by the University, competent authority of the
University should always consider both whether the whole or
any part of the loss should be recovered from him/her and
also whether disciplinary action should be taken. While
determining the amount to be recovered, it should consider
the circumstances of the loss and also the financial position
of the employee since the penalty should not be such as to
impair his/her future efficiency.
(10) The fact that some of the delinquent University employees
who were found guilty of fraud or irregularities have died or
retired from service before awarding punishment, should not
be made as an excuse for absolving other delinquent
employees who are still in service and also responsible for
the loss.
6.4.9 Recovery of losses from Pension
(1) A retiring employee of the University involved in any loss or
irregularity and against whom a departmental or judicial
proceedings is instituted shall be sanctioned provisional
pension under Rule 52 (1)(a) of the Revised A.P. Pension
Rules, 1980 which shall not be less than 75% of the normal
pension entitlement.
(2) An authority investigating any case of loss or accounting
irregularity should take special care to ascertain immediately
as to whether the investigation is likely to affect any University
employee who is going to retire within the next two years or
has retired and has not been granted pension. If so, it should
immediately report the fact to the Registrar and the Finance
93
Officer and they should see that such an employee is granted

only provisional pension until his/her responsibility in the matter
is finally determined.
(3) Whenever a competent authority orders for the recovery of
amount of loss sustained by the University on account of fraud
or negligence on employee’s part, other than by forfeiture of his/
her security deposit if any, and he/she is about to retire from
service, the amount shall be recovered as far as possible from
his/her last pay/encashment of earned leave/Gratuity. If any
amount still remains to be recovered, the same may be recovered
by invoking Rule 9 of AP Revised Pension Regulations 1980 /
Pension Regulations for University Teachers 1992 under which
the University reserves to themselves the right of withholding or
withdrawing a pension or part thereof, whether permanently or
for a specified period and of ordering recovery from a pension of
the whole or part of any pecuniary loss caused to the University
/ College.
(4) After conclusion of the Departmental / Judicial proceedings,
depending on the orders passed by the competent authority, the
provisional pension sanctioned to the pensioner under sub-rule
(1) above shall be adjusted against the pension, if sanctioned.
However, no recovery shall be made where the pension
sanctioned is less than the provisional pension or the pension is
reduced or withheld either permanently or for a specified period.
6.4.10 Reflection of Losses in the Accounts of the University
(1) If money due to the University has been actually collected by
an employee authorized to receive money on behalf of the
University and is embezzled, stolen or lost before its remittance
to the bank, it should be brought as a receipt under relevant
head of account of revenue and then shown on the expenditure
side by recording it under a separate head as loss. Proceedings
shall be issued for this purpose.
(2) Any recovery made in the course of the year in which losses
are brought to account should be shown by deduction from
the head under which the loss is recorded. Any recovery made
94
after the accounts are closed, should be shown as an item of

receipt.
(3) Besides the above, in case of any embezzlement or
misappropriation of University funds involving University
employees, action shall be taken as per procedure laid down in
the Discipline and Appeal Rules.
6.4.11 Audit and Disallowances
(1) The accounts of the University shall be submitted to such audit
as the Government may direct. Regular audit of the University
accounts is conducted by the State Audit office set-up in the
University campus. The Audit teams of Accountant General’s
office also conduct inspection audit of University accounts by
occasional visits.
(2) Every Head of the Department / Head of the Unit shall attend to
the observations communicated to him by the Statutory Auditor.
(3) When compliance to Statutory audit note, audit memorandum,
etc., are furnished to the Statutory Auditor, a copy of the same
shall be sent to the Finance Officer.
(4) The Registrar/Finance Officer shall send an extract of the Annual
Audit Report to the Heads of Departments/Officers concerned
and pursue for obtaining replies from all concerned.
(5) In respect of compliance to the annual audit paras, a report to
the Finance Officer shall be furnished by all the Heads of
Departments/ Officers concerned, who in turn shall submit
consolidated replies to audit.
(6) There shall be an Audit & Accounts Committee duly constituted
as per the relevant orders before which the Finance Officer
places the consolidated set of draft replies to audit objections.
The replies cleared by this committee shall be placed before
the Finance Committee/Executive Council. After their approval,
the replies shall be submitted to the concerned audit
authorities.
(7) In the case of audit objections leading to a departmental
enquiry and the disciplinary authority ordering recovery of the
loss, the Registrar shall intimate the Drawing and Disbursing
95
Officer to recover the same from the claims due to the

employee concerned, marking a copy of the communication
to the Finance Officer.
(8) When the Finance Officer disallows a payment as
unauthorized, the concerned Drawing Officer is bound to
recover the amount disallowed.
(9) The Finance Officer shall arrange for the internal audit of
Accounts records maintained by the Colleges / Departments
of the University, periodically, issue inspection reports and
watch compliance of the observations made in the reports.
6.4.12 Permanent/Temporary Transfer of Funds
The Vice-Chancellor shall have power to sanction permanent or
temporary transfer of funds from one account to another. Funds can
be transferred on permanent basis wherever entitlement exists e.g.,
reimbursement of expenditure incurred, transfer of grants/donations to
Development Account for expenditure on earmarked projects, etc. These
transfers shall be reported to the Executive Council at its next meeting
together with the reasons. Funds transferred on temporary basis shall
be, as far as possible, retransferred within the same financial year. The
Finance Officer shall maintain a Register of Transfers to watch such
retransfers. Whenever funds transferred initially on temporary basis
cannot be retransferred for substantive reasons (like in the case of
temporary transfer of funds effected to meet the expenditure on
salaries and pensions but cannot be retransferred due to inadequacy
of Block Grant released by the State Government to meet the full
cost of salaries and pensions for the given financial year), proposals
to treat such temporary transfers as permanent transfer of funds
shall be placed before the Executive Council for approval.
Thereupon, the date of Executive Council approval shall be recorded
at the original entry in the cash books and in the Register of
Transfers. This fact be brought to the notice of audit to obviate any
audit objection.
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6.5 REVENUE AND MODE OF RECEIPTS

6.5.1 University Revenues generally comprise the following
sources:
(1) Grants from State and Central Government, University Grants
Commission, and other agencies.
(2) Various fees from students and Affiliated colleges.
(3) Income from lands, gardens, buildings and other properties
of the University, etc., by way of lease/rent/sale proceeds.
(4) Income from sale of publications and journals.
(5) Sale proceeds of used answer scripts, used and unserviceable
examination material and articles, etc.
(6) Donations / Contributions, endowments.
(7) Income from investments.
(8) Income from Consultancy.
6.5.2 Grants
(1) The grants-in-aid are the major sources of receipt of the
University. These are received from:
a) The State Government in the form of Block Maintenance
Grants, Development Grants and Special Grants for
specific purposes.
b) The Government of India for specific purposes.
c) The University Grants Commission towards General
Development, Plan and Non-Plan or RUSA, recurring and
non-recurring grants for research and other projects.
d) Other agencies for specific purposes / projects.
(2) The anticipated Block maintenance grant and Development
grants from the State Government during each year shall be
taken into account while preparing the budget and allocated
appropriately for meeting expenditure on salaries, pension and
retirement benefits and towards maintenance.
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(3) Special grants and Development grants shall be utilized for

the purposes for which they are released by the concerned
authorities like State Government, Government of India,
University Grants Commission and other agencies. These
grants shall not be diverted by the University for other
purposes.
(4) In respect of specific purpose grants received from State /
Central Government, University Grant Commission and Other
Agencies for which utilization certificates are required to be
issued to such authorities, separate folios shall be allotted in
the Register of Grants for accounting the receipt of grants
and expenditure incurred thereon, to facilitate issue of
utilization certificates.
(5) The Finance Officer shall claim the Grants as provided in the
State Budget for the University and other Grants sanctioned by
Government and other agencies.
(6) The Finance Officer shall take into account the receipt of the
grants as soon as the Instruments are remitted to bank.
(7) In respect of other grants from Government of India, University
Grants Commission and other agencies, the Development
Section, UGC Section, Project Coordinator or any other section
which co-ordinates and corresponds with these agencies, shall
furnish periodical reports of the grants received and probable
grants anticipated from these agencies to the Finance Officer.
These grants are to be accounted once the DD / Cheques are
remitted to University account.
(8) The section which receives any cheque / draft from any source
shall, if it is operating the concerned Bank account, make a credit
entry in the cash book and promptly transmit the same to the
Bank for realization under intimation to the Finance Officer.
Otherwise the cheque/draft shall be forwarded to the Finance
Officer for taking credit to the concerned account.
(9) The branches/sections dealing with Development grants /Special
grants/grants for projects, etc. shall intimate the Finance Officer /
Authorized Officer any commitment/ sanction communicated
98
by funding agencies to enable him/her to account them under

‘Receivable’ account.
(10) The Finance Officer/Authorized Officer shall maintain a
Register of Grants in Form 13 and watch the claims realized
from State Government and other Agencies. Separate pages
may be provided for the Block Maintenance Grant and Special
/ Development Grants received from the State Government
as well as those from other sources. In the case of
computerized account, separate account head shall be
maintained for these grants.
6.5.3 Receipt of various types of fees from students and
Affiliated Colleges
5.3.1 Admission and other allied fees collected from the students
(1) The fees broadly classified under the following three categories
shall be collected from the students:
Category – A
Fees collected from the students at the time of admission to various
courses of study conducted by the University and its affiliated
colleges and for other related services:
(a) Application fees
(b) Admission Fee
(c) Registration Fee
(d) Tuition fee
(e) Laboratory fee
(f) Library fee
(g) Sports Development Fee
(h) Eligibility Fee
(i) Penal Fee
(j) Transfer Admission Fee
(k) Fee for Change of Name
(l) Fee for change of language / optional subject
(m)Internet / Computer service fee
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(n) Services Fee payable to the University (in case of affiliated

college students)
(o) Any other fee that may be notified by the competent
authority.
Category - B
Examination fees, other fees related to examinations, fees for issue
of certificates and other services shall be collected under the flowing
heads:
a) Application Fee
b) Examination Fee
c) Attendance Condonation Fee
d) Marks card Fee
e) Provisional Pass Certificate Fee
f) Scrutiny Fee
g) Penal Fee
h) Diploma Certificate Fees
i) Transcripts Fee
j) Convocation Fee
k) Migration Fee
l) Re-valuation/Personal Verification Fee
m) Re-totaling Fee
n) Any other fee that may be notified by the competent
authority.
Category – C
Fees from students pursuing studies under the Correspondence
Course / Distance Education Schemes in the University, some of
the fees mentioned under categories A & B above and other fees
like contact program fees, course material fees, etc.
(2) The Registrar/Principal/Director of Admissions, as the case
may be, is responsible for issue of timely notifications regarding
submission of applications for admissions to various courses, the
last date of fees to be paid and other procedures, for each
academic year and to ensure that prescribed fees is paid by
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every student admitted to the courses conducted by the

University either through the University Colleges or Constituent
Colleges or Post Graduate Centres or Affiliated colleges. He
shall also ensure that students applying for other specified
services pay the prescribed fee for them, before providing
such services.
(3) Similarly, the Controller of Examinations / the Designated
authority shall be responsible for issue of notifications inviting
applications from students studying in University colleges and
affiliated colleges and others appearing for various
examinations conducted by the University from time to time
giving details of the dates of examination, the fees to be paid,
mode of payment of fees etc. He shall also ensure that no
candidate is allowed to take the examination without payment
of prescribed fees and no other services are provided without
collecting the prescribed fees. He shall prescribe procedures
within the examination branch for prompt processing of the
applications, scrutiny of applications including correctness of
fees paid (so as to collect dues, if any), issue of examination
hall tickets to students appearing for examinations and other
follow up actions.
(4) Where the University has introduced Distance Education
Scheme, the Registrar / Director shall be responsible for timely
issue of notifications regarding admission, registration of the
candidates for distance education courses / dispatch of course
material / personal contact programs (PCP) / management of
study centres / conduct of examinations & other consequential
follow up activities.
6.5.4 Affiliation fees
(1) The University is empowered to charge and collect fees for
affiliation and inspection of colleges.
(2) In all cases of fresh affiliation / renewal / continuance /
permanent affiliation / sanction of courses, applications are
required to be made to the Registrar, by the concerned colleges
together with fees prescribed. The Registrar shall process the
applications and communicate affiliation after obtaining
approval of the competent authorities. He shall cause
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maintenance of necessary registers to document the receipt

of applications from the colleges, stages of processing,
approval of the authorities concerned and date of
communication of approval, etc.
(3) The Registrar / Dean, College Development Council/ Deputy
Registrar (Affiliations) shall maintain a list of Affiliated Colleges
of the University and ensure collection of affiliation fees due
from them, every year. Besides, wherever new courses are
approved to be commenced by these Affiliated colleges, the
additional fees payable for the new courses shall also be
demanded and collected without fail.
(4) The Registrar / Dean, College Development Council/ Deputy
Registrar (Affiliations) shall arrange to furnish periodical reports
in the prescribed format on Demand, Collection and Balance
position of affiliation fees to the Finance Officer, to account
for the balance due, in the financial statements of the
University.
6.5.4 Procedure for payment of fees to the University
A. Different modes of payment of fees:
(1) The Notifications of the University issued by the concerned
authorities shall invariably indicate the manner in which the
fees shall be paid by the students seeking admission to the
courses conducted by the University through its University
Colleges, Constituent colleges, P.G. Centres and Affiliated
colleges, students appearing for various examinations
conducted by the University, the students registering for
courses conducted by the Center for Distance Education.
Similarly, the procedure to be followed for payment of fees by
the colleges seeking fresh affiliation and renewal / continuance
/ permanent affiliation / sanction of courses shall also be
notified by the University.
(2) Considering the complexities involved in payment of several
types of fees by the students and the Affiliated Colleges, the
following procedures for payment of fees may be followed by
the students and the Colleges.
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a. Payment of fees through Bank drafts.

b. Payment of fees through authorized Banks to the
designated account of the University / College concerned
through general or online system.
B. Payment of fees through Bank drafts:
(i) Wherever fees are required to be paid by Demand Draft,
the following procedure shall be followed:
a) The Demand Drafts shall be obtained from nationalized
banks payable at a Bank branch specified in the concerned
University notification and they should be dated on or after
the date of the said notification.
b) The Demand Drafts shall be drawn in favour of the
University Officer mentioned in the University notification.
c) The Affiliated colleges shall collect fees payable to the
University on account of admission registration/ University
services fees, examination fees, etc., from students by
issuing official receipts of the college. They shall prepare
a statement of fee collection indicating the name of the
student, the course of study / examination appeared for,
amount of fees collected from him/her and the college’s
official receipt under which collected. They shall obtain a
Demand Draft for the total amount of fees payable to the
University as per the statement prepared. They shall send
the Demand Draft along with a copy of the statement to
the concerned officer of the University using forwarding
letter in Form 14 in respect of Admission fees and in Form
15 for examination fees.
d) In the case of affiliation fees payable by the affiliated
colleges to the University towards renewal of affiliation or
continuance or permanent affiliation, etc., they shall obtain
Demand Draft for the amount of affiliation fees/related fees
payable and submit it to the Registrar using the forwarding
letter in Form 16.
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e) In the case of fees payable to the Director, Center for

Distance Education, in respect of courses of study /
examination to be taken by external students, the student
shall obtain Demand Draft for the amount prescribed
favoring the Director, Center for Education and send it to
him/her directly.
(ii) Responsibility of the designated officer receiving
Demand Drafts from students and affiliated colleges.
a) The concerned Designated Officers to whom the Demand
Drafts are sent by the students and the affiliated colleges
shall maintain a Register of Instruments Received (DD/
Cheques Register) in Form 4 or in any other format
designed for the purpose and see that the Demand Drafts
received are entered in this register and promptly deposited
into the designated Bank account.
b) They shall issue an acknowledgement for the receipt of
the fees to the students / Affiliated colleges in Form 17 or
in any other format designed for the purpose.
c) The University may establish a Central Processing Cell
for receiving demand drafts/online challans from students/
Colleges, issuing receipts for the same and forwarding the
instruments to finance branch/other relevant branches within
2/3 days for processing for realization as per procedure. The
concerned offices will attend to the requirements of students/
Colleges based on the receipts issued by the DD cell
d) They shall then cause verification of the applications
accompanying the Demand Drafts from students in the case
of direct payment by students and the statement of fees
collections and the forwarding letters of Affiliated colleges,
to ensure that prescribed fees have been correctly remitted
through the Demand Drafts received.
e) After ensuring correctness of the fees paid, they shall take
action to provide required services like approving admissions
or issue of examination hall tickets, etc.
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f) In the case of affiliation fees/related fees received through

Demand Drafts from the Affiliated colleges, the Designated
Officer shall cause verification of the details furnished in the
forwarding letter and ensure that the amounts of fees paid by
Demand Drafts are as per the prescribed rate for different
courses and combinations.
g) In case any short payment of any type of fees is noticed by
the Designated Officers, they shall forthwith address the
concerned who has remitted less and follow it up till it is
recovered. Penal fees may also be collected at the rate
prescribed by the University for any willful and deliberate
act in this regard.
h) In case any fees payable to the Affiliated Colleges are
collected by the University directly or wrongly remitted to
the University account by the Affiliated Colleges, or refunds
arising due to a student assigned to the University college
by the CET and fees received by the CET is already paid
to the University, getting transfer to a college coming under
some other University, the concerned Department shall
arrange to remit it to the colleges concerned by preparing
Refund Voucher in Form 18 duly indicating the details of
Demand Draft no. or receipt no. or challan number and
date of receipt on which it was received or remitted, and
forwarding the voucher to the Finance Officer/Authorized
Officer for payment. All such refund of fees shall be
accounted in the accounts of the University as “Deduct
Refunds” under the relevant receipt head pertaining to the
fees refunded. That is, if fees refunded relates to the
admission or other fees connected with admission fees,
under the budget head relating to admission fees, this
refund shall be shown as “Deduct Refunds” as reversal of
receipt to that extent in the revenue account.
(iii) The Finance branch/other branches dealing with finances shall
make necessary arrangements to ensure that:
a) The instruments received from the DD cell/ other branches/
offices are accounted for recording only the total number of
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instruments received from other Departments, the date on

which they are received and the total value.
b) Sort out the instruments bank-wise and deposit them to
the appropriate Bank account of the University within the
next working day of the receipt of the instruments from
the DD cell/other Departments/offices.
c) Account the value of the instruments deposited into Bank
in the General Cash book of the Finance Department/other
branches maintained in Form 19, classified as per the
category of fees together with relevant budget code.
(iv) The Finance branch shall also account for the Cheques /
Demand Drafts received from State Government, Central
Government, University Grants Commission and other
agencies towards grants, contributions and for Research or
Development projects, in the same way as other instruments
received from the DD cell/other Departments of the University.
(v) The Finance Officer shall obtain the daily bank scrolls in respect
of accounts operated.
C. Payment of fees through authorized banks
(i) Wherever the University notifications stipulate payment of
specified fees directly to banks or branches of an authorized
bank under a particular bank account for credit to University
funds, and affix the challan or receipt issued by the bank to
the applications, the following procedure shall be followed by
the students/Colleges:
a) The student / remitter shall obtain pay-in challan meant
for students in Form-20 from the concerned bank and fill-
in the details specified therein. The University may
prescribe separate challan forms for various categories of
fees payable by students/Colleges under different accounts
depending on the Banking and accounting system followed.
Model format given at Form-20 or any other suitable format
may be followed by the University.
b) This challan, printed with the relevant Account Codes, shall
be in duplicate containing space for furnishing information
of the student/Colleges and the nature of fees payable by
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the student/Colleges. The challans shall be printed in

different colours to easily identify the departments/accounts
to which they relate.
c) The student / remitter shall present the filled-in challan
together with the requisite fees payable to the bank.
d) The bank shall accept the fees if the challan is filled-in
correctly and generate a computer printed receipt in
duplicate with unique number, the original marked as
‘University copy’ and the duplicate as ‘Student/College
Copy’ duly stamped by the bank and issue them to the
student / remitter.
e) The student/College shall receive both from the bank and
attach the University Copy of the receipt to the prescribed
application form and submit it to the designated University
authority.
ii. The designated University authorities shall process the
application only after ensuring that the original receipt is affixed
and the amount paid is as per prescribed rate. For purpose of
tallying the amount on the receipts with that of the Bank
account, the concerned University authorities shall obtain a
link to the Bank account for purpose of this verification. The
University may also introduce the procedure of designating
an office, e.g., Central DD processing Cell or any other office
where such verification of the genuineness of the payment is
verified and a separate receipt is issued for each payment
based on which the concerned application is processed by
the concerned office of the University.
iii. In all such cases of remittance of fees to banks, the concerned
banks shall furnish Daily Collection Statement together with the
supporting pay-in challan to the Finance Officer, on the next
working day, without fail.
iv. Wherever more than one bank is authorized to collect fees payable
to the University through its branches situated within and
outside the University jurisdiction, one of the bank’s branches
designated as Nodal Bank shall be responsible for collection
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and transmission of daily collection statements of other

branches of the bank.
v. The Finance Officer shall arrange to keep watch over the
receipt of Daily Collection Statements from the authorized
banks, as delay in receipt of this shall affect day to day
accounting of receipts.
vi. The authorized banks shall also furnish a monthly statement
of accounts to the Finance Officer indicating the details of
receipts, transfers / withdrawals and the balance at the end of
the month.
vii. Acceptance of fees from the students/Colleges through e-
transfer to the designated bank.
6.5.5 Collection of cash in the Departments / Offices of the
University.
(1) As a general rule, collection of fees in cash in the University
shall be avoided. However, in exceptional circumstances,
collections through cash may be permitted, with the approval
of the Vice-Chancellor in consultation with the Finance Officer,
after taking all precautions for the proper remittance and
accounting of the cash so collected.
(2) No Officer of the University shall get the receipt books printed
from outside on his own. The Finance Officer shall get the
receipt books printed and supplied to the concerned. He/she
shall bring the old stock of receipt books in different offices
under his/her custody and get new books printed after such
old stock is exhausted. Even in the case of receipts to be
issued to the sponsors on any account connected with the
Seminar/Conferences, etc., the concerned officer / coordinator
shall obtain permission for issue of official receipts to such
sponsors on the printed receipt books obtained from the
Finance Officer and render accounts not later than a week
after the conduct of the event. However, raising funds from
individual philanthropists/ organizations in cash is strictly
prohibited. Assistance in kind only can be accepted from them.
Sponsorship in the form of financial assistance through DDs/
cheques is permitted in the case of any governmental agency,
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public sector undertakings, reputed corporate entities and

registered trusts/societies of known standing only.
(3) They shall be supplied with printed receipt books having an
original and counter foil for each receipt, duly machine
numbered and number of receipts in each receipt book certified
by the issuing authority. The receipt books shall be printed
with Series Number, Book Number, besides running receipt
numbers on each of the receipt it contains.
(4) Not more than one receipt book shall be issued to the collection
staff at a time, unless it is immediately required for use. Fresh
issue shall not be made until the completed book is returned.
The note of every issue of receipt book in the register and its
return after completion shall be attested by the Superintendent
responsible for maintaining the account.
(5) The books shall be issued in serial order; the number of
receipts contained therein being noted in the receipt book
register.
(6) Physical verification of stock of receipt books and money value
forms shall be carried out once a year and certificate to that
effect recorded under the signature of the person conducting
verification. The report of the same shall be submitted to the
Finance Officer.
(7) The receipt books shall be got printed in the University printing
press, or Government press, where it is not available, in a
private press of integrity and reputation, as may be specifically
decided by the Executive Council/Vice-Chancellor.
(8) The Officers receiving receipt books shall maintain a Stock
account of receipt books in Form 2 and account therein the
receipt books received.
(9) They shall pass receipts for all collections and retain the
counter foils of the receipts.
(10) The collections shall be brought to account receipt-wise in the
Daybook of collections in Form 3.
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(11) The collections shall be deposited by next working day, into an

authorized bank for credit to a specified collection account
using miscellaneous pay-in challan (meant for remittance of
collections by the Departments of the University and also
remittance of personal dues by employees and others).
(12) They shall also furnish a collection report indicating the
collection amount deposited to bank on each day, in Form
21, at such intervals as may be prescribed by the Finance
Officer.
(13) The Finance Officer shall arrange for periodical check of such
collection accounts of these offices.
6.5.6 Income from Lands, Buildings and other Properties of
the University, etc.
(1) The University generates revenue income from its immovable
and movable properties in the form of:
a) Lease amount from lands leased out, rent from quarters let
out to University employees
b) Rent from Conference Halls / Convention Centers /
Canteens and other Commercial buildings
c) Rent from Play grounds / Swimming pool
d) Sale proceeds of horticultural, agricultural and sericulture
produce
e) Hire charges of Tools & Plants, Vehicles
f) Transportation charges (Bus facility fees)
g) Cost of lost / damaged library books and fines and
penalties, breakages of apparatus in the laboratories, etc.
(2) The University shall collect Service charges along with service
tax for the services provided and remit the same to the
government.
(3) The Departments responsible for maintaining accounts of
these assets shall raise demands for the revenue accruing
out of it correctly and ensure collection of dues.
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(4) The collections made in the form of cash, under special

circumstances with the prior written approval of the Vice-
Chancellor, shall be accounted as laid down in Rule 5.5.2
above.
(5) The collections, made in cash as mentioned in the above sub-
rule, shall be deposited into the authorized bank using the
miscellaneous pay-in challan on the very next working day of
the University.
(6) Residential quarters rent, transportation charges and other
similar receipts of the University recovered from salaries of
the employees shall be accounted by the Finance Officer. He
shall arrange to furnish the details of such salary recoveries
to the concerned Department which maintains the Demand,
Collection and Balance statements in respect of these receipts.
6.5.7 Maintenance of a Demand, Collection and Balance (DCB)
Accounts
(1) A Demand, Collection and Balance Account is required to be
maintained in respect of revenues of the University which are
pre-determinable and accrue for collection at the beginning
of the financial year or at any time during the financial year.
(2) The Head of the Units / constituent colleges shall ensure
assessment of the fees due, watch the collection against them
and facilitate reflection of the position of balances under
‘Receivables’ in the balance sheet of the University, if this is in
vogue.
(3) The Admission fees and Examination fees are required to be
collected from the students before admitting them to the courses
conducted by the University or before admitting them for the
examinations. The authorities shall be responsible to ensure that
proper DCB Account are maintained in the form prescribed and
there is no short collection of fees from the students.
(4) The Department of the University which is responsible for
collection of Affiliation fees shall maintain a Demand, Collection
and Balance Account for such revenues, as the Affiliated
Colleges are required to pay renewal fees every year.
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(5) The Departments / units managing the assets of the University

are responsible for realization of revenues like rent from
employees’ quarters, other land and building leased, etc.
(6) The Demand, Collection and Balance account for the above
types of revenues shall be maintained by the Officers in the
Form noted against them:
(7) The Officers mentioned in column 3 above in respect of

admission fees shall furnish DCB position in the Form 22 to
the Registrar after completion of admission process in the
University, in each academic year. The Registrar shall get these
DCB statements reviewed by the academic sections and
discrepancies, if any, noticed are brought to the notice of the
authorities concerned and balances due are collected at the
earliest.
(8) The DCB position of admission fees and affiliation fees (in
Form-23) shall be sent to the Finance Officer by the Dean-
CDC/DR (Affiliations) by the end of December every year.
Similarly, DCB position relating to examination fees (in Form-
24) shall be sent to the Finance Officer by the Controller of
Examinations/Coordinator (Examinations) by the end of
December every year.
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(9) The officer concerned responsible for maintenance of DCB

accounts in respect of income from properties of the university
referred to at serial No. 4 & 5 of the table above, shall also
furnish the DCB position to Finance Officer by the end of
December every year.
(10) The Finance Officer shall make use of the information
furnished under sub rule (8) & (9) above while preparing the
annual budget and annual accounts.
(11) The students admitted to various courses through the Common
Entrance Test are required to pay the prescribed fee and other
charges. The Official-in-charge of the Common Entrance Test
Cell shall maintain the DCB Register to watch the realisation
of amount, duly obtaining the final list of students admitted to
the courses in the University/ Constituent Colleges/PG
Centres/Affiliated Colleges through the Common Entrance
Test.
6.5.8 Banking arrangements of the University
(1) The University shall have an arrangement with one or more
banks for providing the following services:
a) to assist the University in the collection of fees and other
revenue income of the University by making necessary
arrangement for opening of bank branches or extension
counters at strategic places specified by the University to
cater to the students, colleges, employees and
Departments of the University.
b) such branches / extension counters to have computerized
potential for providing on-line connectivity to the University.
c) to accept all types of fees paid in cash or Demand Draft
from students as well as Affiliated Colleges and
Departments of the University and issue Computer
generated “Receipts”.
d) to accept customized pay-in challans for general account
or online account designed for payment of fees and other
revenues by students, Affiliated Colleges, Departmental
Officers of the University and others.
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e) to give credit for the value of Demand Drafts on the date of

deposit.
f) to furnish Daily revenue collection statements supported
by pay-in challans submitted by the remitters, to the
Finance Officer in the form prescribed by him.
g) to arrange for transfer of collections of University income
made at various branches of the bank, to the main
operating account of the Finance Officer/Authorized
Officer, on daily basis.
h) to arrange for transfer of funds from one account of the
University to another account as per the advice of the
Finance Officer.
i) to arrange for transfer of funds in Operating account
beyond the limit that may be specified by the Finance
Officer, to a flexed deposit account fetching highest interest
possible.
j) to ensure availability of daily collection details in electronic
form of not only the main branch or Extension counter but
also in respect of other branches of the Bank where income
of the University is received.
k) at par facility for obtaining DDs without collecting
commission.
l) payment at par facility for cheques to ensure realization of
full amount if presented at other branches of the same
bank.
m) to extend financial assistance to Seminars/Inter/University
Tournaments/ other academic/developmental activities of
the University to the best of the ability of the banks located
on the campus.
n) to provide necessary Management Information System
report that may be generated from the revenue collection
data, as desired by the University.
o) to obtain from the University saleable application forms
for use of the students and colleges and arrange for
distribution to its Branches for sale, and ensure remittance
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of the sale proceeds to the designated account of the

University.
p) to provide such other details relating to reports that may
be needed by the Finance Officer.
q) to provide such other services as the University may desire
from time to time.
(2) Considering the services agreed upon by the bank, the
University may provide adequate space within the University
campuses to the banker, to set up bank branches or extension
counters, on such terms and conditions mutually agreed upon.
(3) The University shall provide to the banker necessary software
specification for any software to be developed by the banker
for the purposes of providing services as desired by the
University. For this purpose, any data required for creation of
Masters shall be furnished by the concerned Departments of
the University.
6.5.9 Reimbursement of fee income
(1) The University is extending fee concessions to the students
belonging to SC / ST, Backward Classes and Economically
Poor Persons (EPP) studying in the UG, PG courses and
research programs conducted by the University. The fee on
account of such concessions are reimbursed by the respective
departments of the State / Central Government.
(2) Immediately after the completion of admissions, the Principals
/ Heads of the Units shall prepare a statement of fee income
reimbursable by the respective departments of Government
and submit necessary bills towards reimbursement in the forms
prescribed by the Government. They shall also ensure that
the DCB account is maintained in Form 27 and watch the
realization of receipt of the reimbursement.
(3) By the end of January each year, the Principals / Heads of
Units shall furnish Demand, Collection and Balance position
of fee income along with probable amount receivable during
the next financial year to the Finance Officer, to facilitate
inclusion in the next year’s budget.
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6.6 PROCEDURE RELATING TO PAYMENTS
6.6.1 General procedure

(1) All claims against the University Funds shall originate from
the Department / Office which obtained the services or supplies
and sent to the Finance Officer/ Authorized Officer for
arranging payment.
(2) The Finance Officer shall keep a record of the names of
Drawing and Disbursing Officers of the University together
with their specimen signatures.
(3) All claims shall be preferred in the prescribed form duly
supported by sub-vouchers stamped with dated signature of
the payee, wherever required. Only one copy of the bill shall
be forwarded to the Finance Officer. However, duplicate/photo
copies of bills may be preserved in the indenting office for
purpose of record.
(4) All bills preferred shall be signed by the Heads of Departments
/ Heads of the Units designated as Drawing Officers or Drawing
and Disbursing Officers (DDOs) by the Vice-Chancellor.
(5) The Drawing Officers / Drawing and Disbursing Officers shall
ensure that the correct budget head of account is noted on all
bills.
(6) The bills sent to the Finance Officer/ Authorized Officer shall
specifically indicate the nature of the claim, amount claimed,
period to which the claim relates, the orders sanctioning the
charges (if the claim is in pursuant of an order of the competent
authority), authority for any deduction made in the bill if it is
other than normal Statutory deduction.
(7) If the claims relate to utility charges like water charges,
electricity charges, telephone charges, municipal taxes, etc,
the bills received from the concerned authorities shall be
enclosed to the claims.
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(8) The bills prepared on computers duly signed by the concerned

Drawing and Disbursing Officers may be accepted by the Finance
Officer.
(9) Corrections and over-writings in the bills shall be strictly
avoided. If any correction is found necessary, the original
entries shall be cancelled neatly in red ink and correct entry
recorded under dated full signature of the Drawing Officer.
(10) The amount of the bills shall be written in figures and in words
allowing no scope for interpolation.
(11) The total amount of the bills shall be rounded off to the nearest
rupee.
(12) Every Drawing and Disbursing Officer shall maintain a Bill Register
in Form 28 and record therein the bills submitted to the Finance
Department for payment.
(13) Every Drawing and Disbursing Officer shall record the required
certificates on the bills only after ensuring compliance of the
purpose for which the claim is preferred.
(14) Duplicates and copies of the Bills
a) No University Officer may issue duplicates or copies of
the bills or other documents for the payment of money,
which had already been paid, on the ground that the original
has been lost. If any necessity arises for such a document,
a certificate may be given to the effect that on a specified
day, a particular sum was paid to a certain person towards
certain account.
b) In the case of a bill signed by a Drawing Officer of the
University, but alleged to have been lost before payment or
presentation of the bill to the Finance Officer/Authorized
Officer, the Drawing Officer shall request the Finance
Officer/Authorized Officer to verify and confirm that
payment has not been made on it, before submitting a
fresh claim in lieu of the lost bill.
c) The Finance Officer/Authorized Officer on receipt of
request from University Officer shall after due verification
from his/her records furnish a certificate in the following
form:
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“Certified that the Bill Number_________ Dated _________for

Rs______Rupees (in Words) __________________ reported
by ______________(Name of Drawing Officer) to have been
drawn by him in favor of ____________ has not been paid
and will not be paid if presented hereafter”
d) When a duplicate bill is submitted by the Drawing Officer,
it shall be recorded as “DUPLICATE” boldly in red ink on
the bill. He shall also intimate Finance Officer/Authorized
Officer about the fact of submission of a Duplicate bill
with a request to refuse payment on the original bill, if
presented.
(15) Invariably the cheque shall be issued in the name of the
supplier/payee. Whenever the Drawing Officer desires that
the cheque towards any bill is required to be drawn in his/her
favour, a requisition indicating the reasons for it shall be signed
and attached to the bill in Form 29.
(16) The Drawing and Disbursing Officer shall make a protective
endorsement in the body of all the bills in red ink that the amount
of the bill is below a specified amount expressed in whole
rupee, slightly in excess of the amount of the bill.
6.6.2 Payment of all Claims against the University
(1) The Finance Officer shall be the Pay and Accounts Officer of
the University and discharge the function of a Treasury Officer
of Government Treasury. He/she will issue cheques under
his/her signature for payments to be made by the University.
The Vice-Chancellor/Executive Council may authorise any
other officer of the University to operate specified accounts
and to issue cheques under his/her signature.
(2) (i) The Cheque books shall be obtained from the Bank in
which the University has account. The Finance Officer shall
ensure that on receipt of Cheque books, they are carefully
examined, counted and a certificate of count of the number
of forms contained in each book is recorded along with
the date on the flyleaf as indicated below, by one of his
subordinate officers designated for that purpose.
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“Certified that I have counted the cheque forms in this book

which contains …….. Number of cheque forms from
Number………. to ……..”
(ii) Register of Cheque books shall be maintained in Form 30
Bank account wise.
(3) The Finance Officer/Authorized Officer shall notify to the Bank
with which he/she operates, the number of the cheque books
which from time to time he/she brings into use and the number
of cheques it contains with starting and ending numbers of the
Cheques in the cheque book. Separate cheque books shall be
used for payments from various funds operated by the
University. The Bank shall keep a record of these particulars
for verifying the genuineness of the cheques presented for
encashment.
(4) Where computerized cheques are authorised to be issued by
means of cheque perforating machines, there will be no separate
book number on cheque forms. In such cases, the number
assigned to cheque forms intended to be used during a
particular period shall be intimated to the Bank. Such cheque
forms shall be in continuous lengths and shall be bound in
books. Whenever a computerized cheque is issued, the
amount of which is typed in words with perforated letters by a
special cheque-writing machine, the Finance Officer shall see
that it has been written across it at right angles to the type, the
word “under” followed by an amount a little larger than that for
which the cheque is drawn. No abbreviation such as “Eleven
hundred” for ‘One thousand and one hundred’ shall be used.
Eg: Under thirty rupees will mean that the cheque is for a sum
not less than Rs.29/- but less than Rs.30/-.
(5) Each cheque book must be kept under lock and key in the
personal custody of the Finance Officer or any other officer
designated in this behalf by the Finance Officer, who when
relieved shall take a receipt for the exact number of Cheque
books and unsigned cheque leaves made over to the Relieving
Officer and also record in the cash book and Register of
Cheque books.
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(6) In cases where withdrawal of funds by cheques is no longer

necessary, all the cheque leaves of cheque books which
remain partly or wholly unused shall be surrendered to the
bank, keeping a note of the fact in the Cash Book and Register
of Cheque Books under dated signature of the Finance Officer/
Authorized Officer. Acknowledgement of the Bank shall be
pasted in the Register of Cheque Books.
(7) The loss of a cheque book or blank cheque leaves shall be
notified promptly to the Bank, to stop payment and obtain a
stop payment certificate from the Bank following the procedure
prescribed for lost cheques.
(8) Corrections and alterations in a cheque are totally prohibited.
If a correction becomes necessary, the cheque shall be
cancelled and a fresh cheque shall be issued.
(9) Cheque shall be payable at any time within three months from
the date of issue or as notified under the Negotiable Instruments
Act. Thus a cheque bearing the date January 15th is payable at
any time upto 14th of April.
(10) (i) All Cheques signed by the Finance Officer shall invariably
be crossed with the addition of the words “Account Payee
only” between the crossings.
(ii) The Finance Officer may also arrange payment of amount
through crossed demand draft in favour of the payee based
on request from the drawing officer/payee. System of online
remittance to the Bank Account of the Contractor/Supplier
may also be considered favorably if requested by the
drawing officer/payee.
(11) While drawing the cheques, it shall be ensured that:
(a) cheques are drawn on bank accounts pertaining to relevant
funds,
(b) payment of more than one bill of the same party to be paid
out of the same fund are consolidated and drawn on one
cheque,
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(c) the payee’s name is correctly spelt and recorded in the

cheque,
(d) utmost care is taken in typing / writing the cheques so as
to completely avoid over typing / overwriting in the cheques,
(e) When one cheque is drawn for a number of bills, a
summary of all such bills shall be noted on the first bill or
attached to it and the cheque number noted on all the
other bills.
(12) The employee writing the cheque shall enter the amount of
the bills for which cheques are written in a Register of Cheques
Drawn in Form 31 and place the cheques and bills together
with Cash Book before the cheque signing officer through the
Superintendent / designated person. Separate registers shall be
used for different Bank accounts.
(13) The Superintendent/ designated person shall check in all
respects the correctness of the cheques drawn and put his
initials on the relevant counterfoils. He/she shall ensure that
all the counterfoils together with the cheques signed or
unsigned are returned to him/her, before the close of the day.
He/she shall be personally responsible for the safe custody of
all cheques including unused ones. If individual staff members
looking after the work of cash book maintenance are permitted
to have cheque books in their custody, the Superintendent of
the section must maintain Register of Cheque Books Received
from Bank and submit the same for inspection whenever
required by the Finance Officer/Authorized Officer.
(14) Accounting of expenditure
a. All cheques drawn and duly signed by the cheque-signing
Officer shall be recorded in the Cash Book of the relevant
fund on the day it is drawn, in the order of their drawal,
irrespective of the date of its dispatch or delivery to party
concerned, thus accounting the expenditure. The details
of cashbook voucher number and cheque number and date
shall be recorded on the voucher by the employee
responsible for maintenance of Cashbook.
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b. All paid vouchers shall be stamped “PAID” and all sub-

vouchers shall be stamped “Paid & Cancelled” so that they
cannot be used again.
c. All paid vouchers shall be sent to the section responsible for
compilation of accounts.
d. Based on the entries in the cashbooks and the related paid
vouchers, the expenditure shall be accounted and booked
under the relevant budget heads of accounts, by the
compilation section.
e. All vouchers and other accounting records shall be
arranged to be kept under the custody of some responsible
employee by the Finance Officer, till they are audited.
(15) Revalidation or issue of fresh cheque in respect of Time barred
cheques
a) The Finance Officer may revalidate time barred cheques
received from the parties for revalidation. In such cases, a
note to the effect that the cheques have been revalidated
shall be made against the original entry in the cash book.
b) When a fresh cheque need to be issued in respect of time
barred cheque, the Finance Officer shall cancel the time barred
cheque under his signature. The cancelled cheque shall
be treated as a voucher for issuing fresh cheque and the
fact of issuing fresh cheque shall be noted against original
entry in the cash book and also against the un-cashed
cheque in the reconciliation statement.
c) In the cashbook, the issue of fresh cheque should be noted
in red ink in the particulars column only and the money
should not be written in the money column, so that the
money is not taken again as payment in the cash book
total.
(16) Cancellation of a cheque
Whenever a cheque is wrongly written, it shall be cancelled forthwith
under the attestation of the Finance Officer / Cheque Drawing Officer.
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(17) Lost cheques

a) A request for the issue of a cheque in lieu of a cheque
alleged to have been lost may be entertained, if the request
is received by the Finance Officer within the period of its
validity.
b) When such a request is received, the Finance Officer shall
send intimation to the Bank regarding the alleged loss of the
cheque and advise it to stop payment if the alleged lost
cheque is presented for payment thereafter. If the currency
of such cheque has not expired at the time of receipt of
such intimation, the bank shall acknowledge in writing in
the following form, that it has kept a note of the Stop
Payment Order :
“We Acknowledge receipt of your Letter number
____________dated _________ and advise having noted to
stop payment of Cheque number ___________ dated _______
for Rs.________/-favouring ___________________________.
In this connection it is certified that the said cheque has not
been paid so far and will not be paid if presented hereafter.”
c) The Finance Officer shall satisfy himself with reference to
cashbook, Bank pass sheet / scroll of the concerned Bank
account received from the bank that the payment of the
cheque in question has not been made. He shall also make
a suitable note in the counter foil of the lost cheque and
against the relevant entries in the cashbook and paid
voucher regarding the issue of a fresh cheque in lieu of
the lost one.
d) The party requesting for the issue of a fresh cheque in lieu
of the lost one shall be required to execute an indemnity
bond in Form 32 on stamp paper (value as applicable).
e) On completion of the requirements in clauses (b) to (d),
the Finance Officer shall issue a fresh cheque in lieu of
the lost one. Procedure laid in Rule 6.2 (10) (to issued
crossed cheque) to issue crossed cheque is also required
to be followed in such case.
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(18) The Finance Officer/any other Officer, who is authorised to

sign the cheques for payment of claims against the University,
shall send specimen of his/her signature to the Banks in which
University funds are operated by him/her. When such an Officer
makes over charge of his/her office to another he/she shall likewise
send the specimen signature of the relieving Officer to the
banks concerned.
6.6.3 Scrutiny of claims presented to the Finance Officer
a) The Finance Branch is responsible to scrutinize all the claims
chargeable to the University. Therefore, it shall ensure that
the subordinate staff working under it exercises the following
basic checks with regard to claims received by the University,
before admitting them.
(i) that the claim is a proper charge against the grant or
Budget Provision approved by the Executive Council /
Academic Senate.
(ii) that the expenditure has been incurred by an authority
competent to incur it as per delegation of Powers,
(iii) that the expenditure has received necessary sanction from
the competent authority,
(iv) that the claim is preferred in the prescribed form and in
accordance with the rules,
(v) that the prescribed purchase procedure applicable to the
type of transaction, like inviting tenders / quotation etc.,
is complied with,
(vi) that the expenditure sanctioned for a limited period is not
admitted beyond that period without further sanction,
(vii) that the rules regulating the method of payment have been
observed,
(viii) that the claimant / payee is the authorized person to
receive payment,
(ix) that proper aquittance has been obtained wherever
necessary,
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(x) that the expenditure is correctly charged to the relevant

budget head of account and if the charge is debitable to the
personal account of the Contractor or employee, it is
recorded as such in the prescribed account,
(xi) that charges for which scales / norms have been laid, are
passed as per such scale / norm,
(xii) that the rates paid for work done or supplies are in
accordance with any contract, scale or schedule prescribed
by the competent authority,
(xiii) that any advance outstanding against the claimant has
been deducted from the amount claimed,
(xiv)that the payment has been so recorded that second claim
against the University on the same account is not possible.
(xv) that recovery schedules in respect of any deductions made
in bills are appended to the bills,
(xvi)that the totals actually work up to the amount claimed and
the amount expressed both in figures and words,
(xvii) that the certificates prescribed for the relevant bills,
especially certificate of stock entry, have been signed by
the competent authority.
b) The Finance Branch shall reject and return claims which do
not satisfy the above requirement with necessary note to the
Drawing Officer concerned. It shall not entertain any doubtful
claims.
c) The bills passed for payment and signed by the concerned
Officer in the Finance Branch shall be sent for writing cheque.
6.6.4 Payment of Salaries
a) Administrative branch of the University functioning under the
Registrar shall maintain a Register of sanctioned posts in Form
33 and record therein the sanctioned strength of various posts,
posts in each of the Departments in the University
(establishment-wise), pay scales of these posts, appointments
made against these posts together with the references in which
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the respective posts were sanctioned. Wherever posts are

sanctioned with the approval of the State Government for
specified temporary periods, the same shall be recorded
separately and updated as to its continuance or otherwise,
after expiry of the sanctioned period. The Registrar shall
periodically inspect this record and ensure its updation.
b) The details of sanctioned posts, persons working against them,
pay and allowances that may be drawn by the incumbents as
on 1st April of each year shall be furnished to the Finance
Officer by the Registrar in Form 34 (Annual Establishment
Return).
c) The Finance Officer shall maintain an updated list of
sanctioned posts based on the details furnished by the
Registrar and regulate payment of salary accordingly.
d) No salary shall be allowed by the Finance Officer in respect of
salary claims preferred by any Drawing and Disbursing Officer, if
the post is not included in the Schedule of Establishment.
e) Whenever any change is proposed to any establishment of the
University, such change, when approved by the competent
authority, shall be communicated to the Finance Officer by
the Registrar.
f) Date of payment of salaries:
Pay and allowances of the employees of the University for the
month shall be paid on the first working day of the succeeding
month or as may be prescribed by the Executive Council/
Government.
g) Drawal of claims of arrears of the employees:
a) All claims for arrears of the employees shall be drawn in a
supplemental salary bill by the Drawing and Disbursing Officer
responsible to draw the salary of a particular Department
/ Unit / Office.
b) Arrears claims arising out of sanction of leave, release of
withheld pay, revision of pay, increments allowed, etc, shall
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be drawn only on receipt of orders of the competent

authority.
c) Whenever arrears of pay or leave salary are drawn, a note
of arrear bill shall invariably be made in the office copy of
the relevant bill for the period to which the claim pertains
to, over the dated initials of the Drawing and Disbursing
Officer in order to avoid the risk of the arrears being claimed
once again. The Drawing and Disbursing Officer shall also
record the following certificates on the arrears bill under
his dated signature:
(i) That no part of the amount has been drawn previously.
(ii) That a note of the arrears claimed has been made in
the office copy of the bill for the period to which the
claim pertains.
d) Claims for arrears not preferred within one year of their
becoming due shall be drawn only with the approval of the
Finance Officer. All arrears claims not preferred within three
years of their becoming due, shall be drawn only with the
sanction of the Vice-Chancellor.
e) In the case of drawl of arrears of salary of employees due
to retrospective re-fixation of pay in the old post previously
held, the following procedure shall be followed:
(i) The salary due in respect of the old post on account a
re-fixation of pay which could not be drawn at the time
of transfer may be drawn by the Drawing and
Disbursing Officer who is presently responsible to draw
and disburse salary of the employee against the new
post.
(ii) He shall prepare a Due and Drawn Statement in
respect of arrears due to the employee with reference
to the re-fixation of pay order of the competent authority
and send it to the earlier office for the verification of
the claim. The earlier officer shall check claim preferred
with reference to the relevant documents in his office
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and make necessary entries therein and return the Due

and Drawn Statement to the concerned Drawing and
Disbursing Officer with a certificate that the arrears
relating to the employee have been noted in the
relevant office copies of the bill.
(iii) On receipt of the Due and Drawn Statement with the
certificate, the arrears bills may be drawn in the present
office.
(iv) In case the liability towards the re-fixation of pay in the
previous post held is payable by the previous Office /
University / Department of Government, the present
Drawing and Disbursing Officer shall request the
concerned to arrange for payment of arrears amount to
him for disbursement to the employee concerned. In such
cases, the previous office shall send a Demand Draft in
favour of the Finance Officer of the University for the
amount of arrears payable. On receipt of the Demand
Draft, the same shall be deposited to University account
and the Finance Officer shall issue a cheque for that
amount and forward it to the payment bank for credit
of the amount to the account of the employee.
(v) In respect of arrears of Dearness allowance sanctioned
by the University retrospectively after the transfer of
an employee from one unit to another unit of the
University, the same shall be drawn and paid by the
Drawing and Disbursing Officer of the present unit
without getting the due and drawn statement being
verified by the previous Drawing and Disbursing
Officer. Before making payment of such arrears, it shall
be verified from the service book, leave account and
Last Pay Certificate that there is no spell of
unauthorized absence / half pay leave / extraordinary
leave during the period for which the arrears are
payable in respect of the employee. However,
intimation of payment of such arrears having been
made shall be sent by the Drawing and Disbursing
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Officer to the previous Drawing and Disbursing Officer

for keeping necessary note in the pay bill register. On
receipt of such intimation, the previous Drawing and
Disbursing Officer shall scrutinize it and if any
discrepancy / overpayment is noticed, the same should
be intimated to the present Drawing and Disbursing
Officer to take suitable action in the matter.
(8) Drawal of Salary on First appointment
The salary on first appointment shall be fixed and paid in accordance
with the Service Regulations.
(9) Payment of last month’s salary
a) The last month’s salary of a University employee about to retire
on superannuation or quitting the service, shall not be paid
without obtaining ‘No Demand and Discharge Certificate’ from
the Registrar / Controlling Authority.
b) If it is ascertained from the records maintained in the Finance
branch that there are no dues relating to personal advances or
the amount of retirement benefits payable is adequate to take
care of any dues outstanding, the Finance Officer may release
the last month’s salary.
(10) Payment of salary for the day of death of an employee
a) Pay and allowances shall be drawn for the day of death of an
employee notwithstanding the hour at which his death takes place.
b) Day for the purpose of this rule shall mean a calendar day
beginning and ending at midnight.
(11) Settlement of claims of a deceased University employee/pensioner
a) If, the gross amount of pay and allowances and all kinds of other
claims or pension preferred on behalf of the deceased
employee/pensioner does not exceed Rs.5000/-, the same
may be paid under the order of the head of the office in which
the employee served at the time of his death, provided that
the Head of the Office is otherwise satisfied about the right of
the claimant.
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b) In the cases where the gross amount of the claim exceeds

Rs.5000/- (Rupees five thousand only), payment shall be made
by the Head of the office on the execution of an indemnity
bond in Form 35, duly stamped for the gross amount payable
to the deceased employee/pensioner with sureties as may be
deemed necessary.
c) In the case of any doubt, payment shall be made only to the
person(s) producing the legal authority.
d) On receipt of the claim for the payment of pay and allowances/
pension, traveling allowances etc., on behalf of a deceased
employee/pensioner from his heir(s), the Head of the Office in
which the deceased employee was last employed shall prefer the
bill for the amount payable in the appropriate Bill Form. The
claim should be supported by all the relevant certificates which
the Head of the Office is required to furnish in the normal
circumstances and the indemnity bond and sureties, wherever
prescribed and forwarded to the Finance Officer. The Finance
Officer shall issue a Cheque for the amount payable, if the bill
fulfills all the requirements and shall send the Cheque to the
Drawing and Disbursing Officer who has preferred the bill, for
handing over the cheque to the claimant. The Drawing and
Disbursing Officer shall obtain a formal receipt, stamped
wherever necessary, from the claimant.
(12) Payment of dues of a University employee whose
whereabouts are not known:
Dues in respect of a University employee whose whereabouts are
not known shall not be paid till a presumption of death of the said
employee is shown to be justified. When the presumption of death
is shown to be justified and if any one prefers claims in the capacity
of legal heirs, action may be taken to pay the dues if any after
following the procedure laid down in Rule 6.3 (11) above.
(13) Attachment of pay of a University employee towards debt.
a) When the pay of the University employee is attached by an
order of a Court of Law, it is the duty of the Officer receiving
the attachment order to see that proper deduction is made in
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satisfaction of such order from the pay of the University

employee concerned and to keep a record of such deduction.
b) On receipt of Court Orders, the Finance Branch, in consultation
with the Establishment Branch, shall take action for deduction
from the salary of such Teachers, Officers and other employees
whose salaries are attached.
c) In all the cases of attachment of pay ordered by the Courts,
the Finance Officer shall determine the quantum of the
attachable portion of the pay before giving effect to the Court
orders and shall ensure that attachment is effected only within
the amount available for attachment keeping in view the
following conditions:
(i) The salary* of the University employee is not liable to
attachment to the extent of first four hundred rupees and two
thirds of the remainder in the execution of a decree other
than a decree for maintenance. Provided, if a portion of the
salary liable to attachment has already been under
attachment, either continuously or intermittently, for a total
period of twenty four months, such portion shall be exempt
from attachment until the expiry of further twelve months.
Where such attachment has been made in execution of
one and the same decree, it shall be finally exempt from
attachment in the execution of that decree, after the
attachment has continued for a total period of twenty-four
months.
* Explanation: Salary means the total monthly emoluments
derived by a person from his employment, whether on duty
or on leave, excluding any allowance declared to be
exempt.
(ii) One third of the salary is not liable to attachment in
execution of decree for maintenance.
(iii) All compulsory deposits and other sums received from the
fund for which Provident Fund Act, 1925 applies are not
liable for attachment.
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(iv) Any allowance forming a part of salary, specifically

exempted from attachment by a notification of Government
of Andhra Pradesh, and any subsistence grant or allowance
payable to an employee under suspension, shall be
exempted from attachment.
(v) All kinds of allowances payable to an employee towards
traveling, conveyance, meeting cost of uniforms and rations,
compensation for higher cost of living in places considered
to be expensive by Government, house rent, relief against
increase in cost of living, Children’s Educational Allowance
and re-imbursement of medical expenses are exempted from
attachment.
(vi) Having regard to the provisions relating to various exemptions
mentioned above, the attachable portion of the salary shall
be calculated using the following formula;
(i) A S = (X-Y-400*)/3
(ii) AS represents attachable salary
(iii) X represents gross salary
(iv) Y represents exempted allowances
* or at the rate revised from time to time
(vii) If an order of attachment against an employee is received
while a previous order of attachment against him is being
complied with, the disbursing authority shall ensure that
the salary under attachment inclusive of second order is
within the attachable portion of salary calculated under
clause (vi) above.
d) If a new attachment order has the result of exceeding beyond
the maximum limits prescribed, the Disbursing Officer shall
return the attachment order to the Court concerned explaining
the circumstances along with a statement showing particulars
of the existing attachments, the maximum limit up to which
salary could be attached in terms of clause (vi) above,
particulars of amount presently being attached and remitted
to the court concerned up-to-date, and the amount remaining
uncovered.
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e) Any deductions which may have to be made on account of

rent, subscription to provident funds, taxes on income payable
by the University employee, dues of co-operative society and
debts due to the University should be made from non
attachable portions of the University employee salary.
f) Procedure for recovery based on attachment orders and
remittance to the Court, without prejudice to appropriate
provision of the Civil Procedure Code 1908, to be followed by
the Drawing and Disbursing Officer in making recoveries from
salaries of the University employee of amounts in compliance
with attachment order issued by the Courts shall be as follows:
(i) The gross amount of pay and allowances of the employee
shall be worked out on the Pay bill as usual. The attachable
portion of salary shall be worked out and if that portion is
sufficient to comply with the Court order, that amount shall
be deducted from the salary. Net entitlement arrived at after
making deductions towards other salary recoveries shall
be split into the amount payable to the Court and balance
payable to the employee. A separate cheque for the amount
payable to Court shall be prepared and remitted to the
Court concerned and the balance amount arranged to be
paid to the employee in the usual manner i.e. arranging
credit to his/her bank account as in the case of other
employees.
ii) All cases of attachment of salary in pursuance to the Court
orders and its compliance shall be noted in the Salary
Deduction Register maintained by allotting separate folios
for this type of recovery.
(iii) In cases where a Self-drawing Officer is required to prefer
his salary bills to the Finance Officer for payment and if he
does not prefer the salary bill intentionally to avoid
attachment of salary on account of Court orders, the
Finance Officer may draw the pay of the Officer concerned
in satisfaction of the attachment order, subject to the
prescribed limit, and remit the amount to the Court
concerned.
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(iv) The amount drawn under clause (iii) shall be treated for all
purposes as payment of dues of the employee to that extent
and particulars of the attachment order will be cited in the
pay bill as an authority for the charge and the Court receipts
for the amount shall be filed with the attachment register in
the Establishment Branch.
(14) Recoveries from Subsistence Allowance
Whenever an employee of the University is placed under suspension
by a competent authority and is ordered to be paid subsistence
allowance during the period of suspension, the recoveries towards
various dues shall be regulated as follows:
a) The recovery of the following deductions shall be compulsorily
enforced from the subsistence allowance:
(i) Income tax and surcharge calculated with reference to the
subsistence allowance,
(ii) House rent and allied charges like electricity, water
charges, etc. due to the University or Government,
(iii) Repayment of loans and advances taken from the
University as the Finance Officer may deem it right to fix.
b) The following deductions may be made with the written consent
of the employee:
(i) Premia due on life insurance policies,
(ii) Amount due to co-operative stores and co-operative credit
societies,
(iii) Refund of advances taken from provident fund, if there
are any,
c) Deductions of the following nature shall not be made from the
subsistence allowance:
(i) Subscription to a General Provident Fund,
(ii) Amount due on Court attachments,
(iii) Recovery of loss to the University for which the employee
is responsible.
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6.6.4 Preparation of Pay bills

(1) Separate bills shall be prepared for Permanent and Temporary
establishments.
(2) Separate bills shall be prepared for teaching and non-teaching
employees.
(3) The Officers designated as Drawing and Disbursing Officers shall
prepare the pay bills in Form 36.
(4) The Drawing and Disbursing Officer shall fully check the
arithmetical accuracy of the bill before it is presented for payment
to the Finance Officer. For this purpose, he may direct one of his
Subordinate Officers / Superintendents to verify the correctness
of the claims, arithmetical accuracy of the bill and direct him to
put his initials in token thereof. The Drawing and Disbursing
Officer shall also ensure that schedules towards various
recoveries effected are prepared based on the deduction
register maintained in his office and enclosed to the pay bills
along with a statement showing the net amount to be credited
to the bank account of the employee concerned, bank-wise.
The Drawing & Disbursing Officer shall verify the entries before
signing it. The Drawing and Disbursing Officer is responsible
for the accuracy of the bill.
(5) The Finance Branch shall scrutinize the bills received from
the Drawing and Disbursing Officers and shall arrange for
payment through banks by issuing a cheque or through
payment advice to bank for the net amount of the salary
payable through banks, as per the statement enclosed to the
bills and issuing separate cheques towards various recoveries
effected in the bills, payable to other agencies, as per recovery
schedules enclosed to the bills. Besides, Finance Branch shall
also arrange to transmit the relevant recovery schedules in
respect of recoveries adjustable to University funds to the
section dealing with compilation of accounts, so that necessary
adjustment entries can be passed after consolidating such
recoveries in other bills.
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(6) Generally, the following recoveries may be made from the

salary of the employees:
a) Insurance premium and recovery of loan installments—
based on communication from the concerned Insurance
Agency.
b) Provident Fund contributions - if he is a subscriber allotted
with an account number by the University, if the scheme is in
operation.
c) Recoveries towards:
(i) personal advances/loans to employees like Festival
Advance, Marriage Advance, Educational Advance,
Personal Loan, House Building Loan, Motor Car/ Two-
wheeler Loan, Bicycle Loan, etc.
(ii) rent of quarters based on the orders of the University.
(iii) statutory deductions like Income Tax and Profession
Tax as per the relevant Act.
(iv) Bank loans agreed by the University to recover from
the salary of the employee.
(v) attachment of pay by courts based on the orders of
the courts.
(vi) dues to co-operative societies based on the demand
letters of the societies.
(vii) fines imposed by the competent authority in respect
of employees.
(viii) Security deposits to be given by the employees as
per orders of the competent authority.
(ix) such other items as decided by the Executive Council
d) The Drawing and Disbursing Officers shall maintain a Register
of Recoveries from salaries in Form 11 allotting separate folios
for each type of deductions made. The deductions made in
the salary bills shall be in agreement with the entries made in
this register.
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e) The Statutory deductions like Income Tax, Professional Tax

and Insurance premia and other subscriptions / contributions
payable to other authorities, effected from the salary bills shall
be remitted to the concerned authority within the dates, if any,
prescribed.
(7) In respect of preparation of payroll of the University employees,
the Registrar shall be the Principal Drawing Officer. The Finance
Officer shall be the Disbursing Officer.
(8) Where the Finance Officer functions as Disbursing Officer, he
shall ensure pay bills are prepared by the Pay roll section in respect
of the several Departments / Units separately, which are met under
different budget heads of account and are in accordance with
the Schedule of Establishment approved by the Executive
Council. In respect of employees transferred to an
establishment from another, the salary shall be claimed based
on the Last Pay Certificate issued in Form 37, by the previous
Drawing and Disbursing Officer.
(9) Increments due to the employees shall be allowed
automatically on their due dates unless intimation to withhold
them is informed well in advance to the Joint Registrar (Estt.)/
Finance Officer by the Registrar in case of Teachers and other
officers and by the Drawing and Disbursing Officers in the
case of non-teaching employees. In the case of employees of
Government/Other organizations working on deputation in the
University, the increments shall be allowed only on receipt of
authorization from the other organizations concerned.
(10) All the employees shall open Savings Bank Account in their
personal names in the designated branch or branches of the bank
with which the University has an understanding for payment of
salary through bank accounts only.
(11) After finalising the pay bills for the various Departments/ units /
sections, an abstract shall be prepared showing the total amount
under the respective budget heads, total deductions made
and the total net payment.
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(12) The Pay roll section of the Establishment Branch shall then
prepare a statement of net salary payable to individual
employee through respective banks, bank wise in Form 38
and tally it with the abstract of the net amount payable,
prepared under sub-rule above.
(13) The pay bills are prepared by the Payrolls Section and sent
for verification. After such verification in the Finance Branch,
cheques or payment advice for the net amount payable through
designated Banks shall be written and got signed by the
Designated Officer and sent to the concerned Banks along
with a copy of the Statement in Form 38 for credit to the Bank
account of the employees.
(14) While preparing the pay bills the Payroll section in the
Establishment Branch shall prepare separate schedules for
the various recoveries / deductions to be effected from the
salaries of the employees. The Cheques section in the Finance
Branch, in turn, shall prepare a voucher for each type of
recovery / deduction in the prescribed form (Bank Payment
Voucher) to be remitted to outside agencies and issue cheques
in favour of the agencies concerned. In respect of recoveries
adjustable to the University funds, the schedules prepared
shall be transmitted to the section responsible for accounting.
6.6.5 Service Register
(1) The Registrar shall arrange to maintain a Service Register for
each of the permanent and temporary employee of the
University. The Service Book being a contemporary record in
minute details of the official career of a University employee,
shall be maintained by the Joint Registrar/Deputy Registrar
of Establishment Branch under the direct supervision of the
Registrar.
(2) The Service Register shall be in the custody of these Officers
or such other officer designated in this behalf. The details of
qualifications, name of the nominee, leave(s) sanctioned from
time to time, leave accounts, the grant of periodical increments,
promotions, pay fixations from time to time, awards given,
138
punishments if any, imposed, etc., shall be properly entered

and attested.
(3) The employees shall verify entries in their Service Register at
least once in a year and affix their signature in token of having
verified the entries.
6.6.6 Claims towards Sitting Fees and Traveling Allowances
(1) Claims relating to Sitting Fees/Allowance, etc.
a) The claims of the members of the authorities of the
University shall be preferred by the Registrar in Form 39
or by obtaining claim from individual members in T.A. bill
form at the rates prescribed in the rules of the University.
The internal members (employees of the University) of the
authorities are also eligible for sitting allowance for
attending the meeting(s) of the authority concerned.
b) The claims shall be based on the attendance as per the
meeting minutes book of the concerned authority.
c) The bills shall be sent to the Finance Officer for arranging
the payments.
(2) Travelling Allowances of the members of the authorities of
the University
a) The travelling allowances claims of the members of the
University authorities shall be prepared in Form 40 or in
the T.A. bill form of the University. The internal members
(employees of the University) are not entitled to T.A. /D.A.
for attending meetings of the authority held in the University
campus.
b) Members of the University authorities may draw travelling
allowance for their return journey before the completion of
the journey.
c) The claims shall be regulated as per the Rules applicable
to them.
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(3) Travelling Allowances of the University employees

a) The travelling allowances claims of the University
employees shall be got prepared by the Drawing and
Disbursing Officers in the T.A. bill form prescribed by the
University and they shall get it countersigned by the
competent authority and send it to the Finance Officer.
b) Countersigning of TA bills will not be required in the case
of the Vice-Chancellor.
c) In the case of other officers, the countersigning authority
shall satisfy himself that the journeys have been performed
in the interest of the University and the rates claimed therein
are in accordance with the rules of the University. The
countersigning authority must also satisfy himself that the
fares (bus, railway, airfare) are correct and the journey is
performed by the shortest and cheapest route.
d) The countersigning authority shall also ensure that
wherever performance of journey by road or air in respect
of any category of employee require special sanction of a
specified authority under the University rules, such sanction
/ approval of that authority is obtained. It shall also ensure
that proof of journey if any required, is also enclosed to
the bills by the employee concerned.
e) The countersigning authority shall maintain a Register of
Traveling Allowance Bills Countersigned in Form 41 and
enter therein all bills countersigned by him.
(4) Claims in respect of Tour / Transfer / Travel Concessions
a) The claims of the University employees relating to tours /
transfers shall be preferred in the traveling allowance bill form.
b) The Drawing and Disbursing Officers, claimant officers and
the Countersigning officers shall record the required certificates
in such bills and ensure that the claims are preferred in
time and in accordance with the provisions of the Service
Rules and Statutes of the University and Andhra Pradesh
Traveling Allowance, Transfer, and Leave Travel
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Concession Rules of the Government as amended from

time to time.
(5) Claims in respect of Professors and other Academicians of
Universities other than those in the State of Andhra Pradesh,
attending Seminars, Conferences, Workshop, etc.
The claims of Professors, Associate Professors and other
Academicians of other than the Universities in the State of Andhra
Pradesh, invited by the University to attend any Seminars,
Conferences, Workshop or other meetings of national /
international importance shall be regulated as follows:
a) In the case of teachers of Universities, other than of Andhra
Pradesh, but from within India, TA and DA shall be allowed
as per the rules applicable in this University.
b) In the case of teachers invited to attend such occasions,
the invitation shall specify the entitlements of TA / DA and
lodging charges that will be paid by the University.
c) In the above cases, the fares and DA admissible may be
drawn and paid for both forward and return journey before
undertaking return journey, during their visit to the
University.
(6) Advance towards Traveling Expenses (TA)
a) The employees of the University are eligible for travel
advances for tour / transfers.
b) The advances shall be drawn in the regular TA bill form
enclosing a copy of the order sanctioning the advance issued
by the competent authority.
c) The amount of advance for TA on tours / transfers and travel
concessions shall be regulated as laid down in the Traveling
Allowance, Transfer, and Leave Travel Concession Rules of
the Government/T.A. Rules of the University, as amended
from time to time.
(6A) The University shall formulate detailed Travelling Allowance
Rules containing the rates of TA and other allowances, grades
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of employees with eligibilities thereto, rates applicable to

members of Authorities/Committees/ Visitors to the University,
rates applicable to Examiners, procedures for sanction/
payment, etc., taking into account the relevant Government
rules and the academic character of the institution in the form
of executive instructions for adherence and implementation
by all the concerned. These rules shall be revised from time
to time corresponding to the sanction of new rates of TA, DA
and other allowances/charges by the Government of Andhra
Pradesh along with the new revised pay scales of Government
employees/non-teaching staff of Universities.
(7) Reimbursement of Medical expenses
a) Where the University has extended the benefit of Medical
Reimbursement to its employees/pensioners, the rules,
procedures and forms prescribed shall be as per the rules
framed by the University in this regard by taking into account
existing Government rules/procedures and the needs/
requirements of University employees/pensioners. Wherever
the guidelines of the University do not cover any particular
case/aspect, the relevant rules of the Government will apply
subject to maximum ceiling fixed by the University and the
financial sanction procedures prescribed.
b) The amount drawn in the bills must be supported by proper
receipts and vouchers and an Essentiality Certificate signed
by the authorized medical attendant and countersigned by the
Head of the approved Medical Institution or / and
recommended by the Medical Officer of the University Health
Centre/ Dispensary.
6.6.7 Contingent Expenditure
(1) The term “contingent charges” or “contingencies” is applied
to the incidental expenditure, which is necessarily incurred in
running an office. The main items are common to most offices,
e.g., expenditure on furniture, books and periodicals, service
postage and telegrams, bicycles, electric current, cleaning
charges, customs duty on imported stores, freight and tour
charges. It includes also incidental expenditure, which is
142
required for technical or other special reasons in the working

of particular offices and departments, e.g., expenditure on
uniforms and other equipment, laboratory equipment in
colleges.
(2) Contingencies shall include:
a) Recurring Contingencies namely:
(i) Expenditure required for the maintenance of an office,
and
(ii) Supplies and services i.e. expenditure in connection
with purchase of consumables and non-consumable
stores.
b) Non-recurring Contingent expenditure i.e. expenditure
required for setting up of an office, laboratory, etc and for its
periodic expansion and improvement, which is not recurring
in nature.
(3) Contingent Register
a) The Drawing Officers shall maintain a Contingent Register
in Form 6 and all standard items of contingent expenditure
recorded therein.
b) As soon as each payment is made, necessary entries shall
be made duly recording the date of payment, name of the
payee, sub-voucher number and the budget classification.
(4) Permanent Advance or Imprest
The Heads of the Departments and Heads of the Units may be
sanctioned permanent advance to meet their day to day contingent
expenses connected with office management, with the approval of Vice-
Chancellor.
a) The amount of permanent advance to such officers or any
revision of the amount shall be determined by the Finance
Officer with the approval of the Vice-Chancellor. The amount
shall generally be the average monthly contingent expenditure
during the previous twelve months, excluding heavy and
unusual expenditure otherwise paid on bills preferred by the
suppliers.
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b) All permanent advances shall be drawn in Permanent Advance

Bill in Form 42, (Payee’s Receipt form) enclosing a copy of the
sanction order.
c) The officer to whom permanent advance is sanctioned shall be
personally responsible for the sanctioned amount and shall take
it to account in the Petty Cash Book. He shall be responsible
to produce this amount in the form of cash or partly cash and
balance in the form of paid sub-vouchers at any time either
during inspection by superior officers or to the auditors.
d) When payment is to be made from a permanent advance, a
payment endorsement shall be made by the disbursing officer
on the sub-voucher relating to the charge. When payment
endorsement is made by the Drawing Officer, the amount of
the charge shall be paid to the payees whose receipt shall at
once be taken. The sub-voucher shall be stamped as “Paid &
Cancelled” and details of the expenditure noted in the Petty
Cash Book and the Contingent Register.
e) Conveyance charges for travel between the city and campuses
and other offices may be paid out of permanent advance,
wherever deemed necessary under the orders of the
competent authority. Similarly hamali (cooli) charges may also
be paid. Where vouchers could not be obtained for such
charges, payments may be made on the certificate of the
employee treating it as a voucher. However, it shall be ensured
that the amount claimed is reasonable or is according to the
rates or norms prescribed.
f) In the case of supplies obtained from the imprest, specially,
the Officer who has received the supplies, shall record a
certificate on the bill to the effect that the materials, articles
etc., have been received in good condition and have been
entered, in the appropriate stock account or numerical account,
references to the pages of the register or account being
indicated on the bills. The Recoupment Bill duly signed by
the Officer responsible for the permanent imprest shall be then
forwarded to the Finance Officer for payment.
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g) When the balance of permanent advance is running low and

in any case on the last working day of the month, a red ink
line across the page of the contingent register shall be drawn.
The expenditure column of the contingent register shall be
totaled and totals posted in a contingent bill (Detailed
Contingent bill form) duly classified with reference to budget
head of account. In the bill for re-coupment of permanent
advance, it shall be boldly written as RECOUPMENT BILL on the
bill. The bill supported by relevant sub-vouchers shall be laid
before the Drawing Officer, who after comparing the entries in
the bill with the contingent register and verifying the
classification, places his initials against each entry and signs
the bill. The bill then shall be sent to the Finance Officer for
payment. On receipt of a cheque in payment of a re-coupment
bill, the number and date of the cheque shall be noted against
the amount. To prevent fraudulent use of sub-vouchers, the
Drawing Officer shall cancel all sub-vouchers relating to the
bill with a rubber stamp as follows: “CANCELLED AND INCLUDED
IN DETAILED CONTINGENT BILL NO. ............... FOR PAYMENT”.
h) When there is change in the incumbency of the office, the

relieved officer shall hand over the permanent advance held
by him to the relieving officer, recording this fact in the Petty
Cash Book, Contingent Register and the Certificate of Transfer
of Charge in Form 43.
i) The holder of permanent advance shall furnish a certificate
as given below to the Finance Officer by 15th of April every
year.
“I acknowledge to have in my possession a permanent
advance of Rs…….................. which sum is due from and is
accounted for by me”.
(5) Contingent Bill
a) All claims towards payments for supplies and services shall
be preferred in Detailed Contingent Bill in Form 44. No pay
shall be drawn on contingent bill.
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b) All claims relating to the supplies and services on credit

bills, and bills towards payment of electricity charges, water
charges, rent, rates and taxes, telephone charges etc,
supported by bills of the concerned authorities, etc., shall
be drawn in the contingent bills.
c) All charges actually incurred must be drawn and paid at
once, and under no circumstances they shall be allowed
to be carried over to be paid from the grant of another
year, without adequate reasons. The charges relating to
two or more major heads shall not be included in one bill.
d) Claims relating to purchases / services rendered in the
previous year may be paid during the current year subject
to availability of budget provision under the relevant head.
The Drawing and Disbursing Officer shall furnish to the
Vice-Chancellor valid and justifiable reasons for condoning
the delay in the submission of the bills and obtain his
approval for the payment during the current year.
e) The Drawing Officers shall record Certificates in the
contingent bills of certain charges indicated below:
i. Contingent charges incurred on account of wages of
mazdoors engaged on manual labour and paid at daily
rates shall be supported by a certificate by the
disbursing officer to the effect that the mazdoors were
actually employed and paid,
ii. Contingent bills for claims relating to rent, taxes,
electricity and water charges should be accompanied
with a certificate to the effect that no portion of the
building for which the expenditure was incurred was
utilised for residential or other purposes during the
period to which the charge relates,
iii. In the contingent bills, which include charges on
refreshments served at meetings, conferences, etc.,
a certificate to the effect that the expenditure is in
accordance with the terms and limits prescribed by
the University from time to time shall be recorded.
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(6) Abstract Contingent Bill

a) Where expenditure of contingent nature or of a special nature
is required to be drawn without details of the claims subject to
submission of details later, the required amount shall be drawn
in the form of an advance on an Abstract Contingent Bill, with
the sanction of the competent authority.
b) The Abstract Contingent Bill shall be drawn in Form 45.
c) Amount required for meeting the expenses in connection with
seminars, conferences, workshops, boarding expenses of
hostels, conduct of sports events, etc, obtaining clearance of
parcels from postal / Railway / transport authorities, release
of dispatch documents relating to consignments from banks
when the terms of supplies has specific provision in this behalf,
remitting payment for supplies in advance to the suppliers as
per the terms of payment agreed upon, or for any other
legitimate administrative or academic purpose, may be drawn
on Abstract Contingent Bill as an advance.
d) No amount shall be drawn on Abstract Contingent Bill unless
it is required for immediate disbursement. This should be the
guiding principle for drawing the money for Abstract Contingent
Bills.
e) The amount of the Abstract Contingent Bill shall be charged
to the concerned expenditure head of account and the unspent
amount credited to head of account to which earlier debited
and this adjustment indicated in the Non-Payable Detailed
Contingent Bill.
f) The Finance Officer shall watch the adjustment of all advances
drawn through Abstract Contingent Bills.
g) In respect of amounts drawn on Abstract Contingent Bill, the
concerned Drawing Officer shall submit a Non-payable
Detailed Contingent Bill in Form 46, duly furnishing the details
with supporting vouchers to the Finance Officer.
h) (i) The Finance Officer shall not admit any bills preferred by
the Drawing Officer unless the Non-payable Detailed
147
Contingent Bills towards Abstract Contingent bills drawn

previously have been submitted by the Drawing Officer or
a request from him has been received within specified
period seeking extension of time for rendering Non-payable
Detailed Contingent Bill adducing valid reasons.
(ii) When the account is submitted as per the extension of
time sought for, the vouchers should be scrutinized with
reference to the dates of payments to ensure that the
reasons adduced for extension of time were genuine.
(iii) During scrutiny, if it is found that the unspent amount was
kept in the Bank itself without remitting the same immediately
after the event was over or the unspent amount was drawn
in cash and kept with the officer concerned, the observations
may be reported to the Vice-Chancellor for taking appropriate
action.
i) Procedure for adjustment of advances
(i) The Drawing Officers shall submit certified bills for
adjustment of advances drawn by them within a period
of three months from the date of advance. If a Drawing
Officer is unable to submit the non-payable Detailed
Contingent Bill within three months of the drawal of the
advance on Abstract Contingent Bill, he/she may seek
extension of time not exceeding one month for utilization
and submission of bills for adjustment.
(ii) In case of non-submission of bills even after the extended
period, the office shall give a final reminder to the teacher/
employee concerned seeking immediate submission of bills
at any cost not exceeding a period of one month stating
clearly that failure in this regard entails stoppage of salary
and recovery of advance in lump sum or installments from
his/her salary or amounts due to him/her.
(iii) In case of non-submission of bills even after the one month
period, the office shall obtain orders of the Vice-Chancellor
for recovering the advance from salary or other amounts
148
due to the employee. The process of recovery shall be

administered by the Establishment Branch under intimation
to the employee. In case recovery is effected, the same
shall be returned to him/her if the advance is adjusted at a
later date.
(iv) The office shall record adjustment of advances in the books
within one month from the date of submission of bills. In
case of any objections, the office shall seek clarification and
complete the adjustment of the advance within fifteen days
from the date of receipt of clarification. In order to watch
prompt adjustment of advances, the Finance Officer shall
maintain a ‘Register for Adjustment of Advances’ by designing
a suitable format for the same and conducting reviews
regarding pendency with regard to adjustment of advances
in the Finance Branch.
(v) No advance shall be paid to any employee of the University
during the last six months of his/her service.
(vi) In case of retiring persons, it is the responsibility of the
administration to verify pendency of adjustment of any
advances and issue no dues certificates or notice for
submission of bills for adjustment/recovery of dues, if any, to
facilitate issue of no dues certificate. This process should
be completed at least three months prior to the date of
retirement.
(vii) The University shall formulate detailed rules for adjustment
of advances in the form of executive instructions and
communicate the same to all the Departments/Centres/
Offices/employees for compliance.
(7) Expenditure relating to Examinations
a) Expenditure pertaining to examinations, generally fall under
the following categories:
i. Paper setting and remuneration to paper setters.
ii. Printing of answer scripts/other examination related
stationery
iii. Printing of question papers and confidential work.
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iv. Remuneration to Chief Superintendents, Invigilators,

Squads, Observers, etc.
v. Remuneration to examiners for evaluation work.
vi. Remuneration to examiners for practical examination.
vii. Remuneration to Scrutinisers
viii. Remuneration to the Supervisory staff and Contingent staff
ix. Traveling Allowances of Examiners, Scrutinisers,
Supervisory Staff, etc.
x. Expenditure incidental to the conduct of Examinations
b) The remuneration and other charges in connection with the
conduct of examinations shall be regulated as per rates
approved by the Executive Council from time to time.
c) The Claims of Allowances of examiners and others shall be
claimed in the TA bill Form and the Controller of Examinations/
Authorised Officer shall countersign such bills and send them
to the Finance Officer for payment. The TA claims of the
Examiners shall be regulated as prescribed by the Executive
Council.
d) The Remuneration bills of examiners shall be claimed for paper
setting, evaluation, practical examination and countersigned by
Controller of Examinations/Authorised Officer and sent to the
Finance Officer for arranging payment.
e) Officers-in-Charge of the examination centres may have to
incur some petty contingent expenses and other charges.
Therefore, advances/ entitlement amounts to the Officer-in-
charge of examination centres may be got sanctioned by the
Controller of Examinations to meet the expenditure in
connection with the conduct of theory and practical
examinations including payment of remuneration to the Chief
Superintendents, invigilators, examiners, practical examiners,
skilled assistants, non-teaching staff performing examination
duties, etc.
f) (i)The University shall implement, wherever possible, the
system of payment of entitlement amounts, in lieu of advances,
for the conduct of theory and practical examinations by working
150
out a formula for releasing such amounts. Such entitlement

amounts will not be in the form of advances but in the form of
payments and hence need not be adjusted in the books of
accounts. Hence, Colleges need not submit the bills for
expenditure incurred as per approved norms to the University
but retain with them as record but should be produced
whenever required by the University for inspection/audit. The
Colleges shall submit a receipt for the entitlement amount and
utilization certificate for the amount spent, in lieu of bills. Any
unspent balance out of entitlement amount shall be shown in
the utilization certificate for deduction from entitlement amount
for the next session. The Finance Officer shall ensure that
the date of receipt of acknowledgement and utilization
certificate for the entitlement amounts are watched by entering
them in the Register of Entitlement Amounts to be maintained
and by rounding off the amount in red ink.
g) The Officers-in-Charge of the examination centers shall be
paid such advances or entitlement amounts by the Finance
Officer, based on copy of the sanction orders/ proceedings of
the Vice-Chancellor received through the Controller of
Examinations/Coordinator (Examinations). No adjustment is
needed for the entitlement amounts.
h) The Finance Officer shall arrange for payment noting such
payments in advance in the Register of Examination
Advances in Form 47 or in any other format designed for the
purpose and shall watch for their adjustment.
i) (i) The Controller of Examinations/Authorized Officer of
Examination Branch shall also maintain an advance register
to watch all types of advances paid by him to various Officers
in the Examination Branch in connection with the conduct of
examinations. He shall countersign all adjustment bills received
from the concerned officers and forward them to the Finance
Officer.
(ii) The advances/entitlement amounts paid to Colleges/
Institutions by the Finance Branch may be sent to such Colleges/
Institutions through the offices of the Controller of Examinations
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and Coordinator (Examinations) by recording them in a register

to facilitate follow-up action.
j) In the case of remuneration claims of the Examiners, the
officer-in-charge of such examination centres shall prepare a
bill of remuneration due to himself and other staff in Form 48
and submit the supporting individual bills to the Controller of
Examinations/Authorized Officer. Similarly, the expenditure
incurred on contingencies such as stationery, etc., shall be
prepared in For m 49 and sent to the Controller of
Examinations/Authorized Officer. The unspent advances, if
any, shall be returned to the University by demand draft drawn
in favour of the Registrar/Finance Officer of the University.
The Controller of Examinations shall scrutinise the bills to
ensure that the bills conform to the norms laid down by the
Executive Council and countersign the bills for adjustment of
the advances drawn by the concerned. The countersigned
bills and the Demand Drafts received if any, towards unspent
balance shall be sent to the Finance Officer for the adjustment
of the advances. He/she shall also ensure that all colleges/
institutions submit receipts and utilization certificates for the
entitlement amounts received by them within the specified
period. In both the cases, the Controller of Examinations and
the Coordinator (Examinations) shall record the total amount
of expenditure incurred by the College in the concerned
Register maintained in the respective offices which will help
in better assessment of amount required by the Colleges for
next session of examinations.
k) It shall be the responsibility of the Controller of Examinations/
Authorized Officer to ensure that all advances paid to Colleges
are adjusted without any delay, after completion of examinations.
Where advances are not adjusted within a specified period
after the completion of examinations, he shall address the
Head of the Institution concerned for taking appropriate action
against the defaulting officer and keep the Finance Officer
informed of the action initiated.
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l) In case the Officer-in-Charge concerned of the examination

centre fails to render accounts in spite of steps initiated by the
University through the Head of the College/Institution where
the Officer-in-Charge is employed, before the commencement
of the next examination, the Head of the College/Institution
concerned shall issue an order for recovery of the advance
amount from the Officer-in-Charge and send it in the form of
a DD to the Controller of Examinations/Authorized Officer for
onward transmission to the Finance Officer. The Head of the
Institution shall also ensure that the Officer-in-Charge is not
assigned any responsible duty in future examinations. In case
the Head of the College himself/herself is such defaulting
Officer-in-charge, the Finance Officer shall take necessary
steps for recovery of the amount due to the University, through
the management of the College.
m) The Finance Officer shall bring to the notice of the Controller
of Examinations/Authorized Officer and the Vice-Chancellor,
the details of advances sanctioned in connection with
examinations and remaining unadjusted as at the end of each
quarter for follow up action by the Controller of Examinations/
Authorized Officer.
(8) Setting and Printing of question papers
(a) Setting of question papers and printing of question papers
shall be treated as SECRET and dealt with CONFIDENTIALLY
by the Controller of Examinations/Authorized Officer.
(b) The Controller of Examinations/Authorized Officer shall draw,
if necessary, funds required for setting and printing of question
papers as advance with the sanction of the Vice-Chancellor on
an Abstract Contingent bill, signed by him, before the
commencement of examination work.
(c) He shall maintain proper accounts for the expenditure incurred
out of the advance and shall submit these accounts to the Vice-
Chancellor for approval, after completion of each session of
examination. He shall deposit the unspent amount of advance
into the designated Bank account of the University and obtain
receipt/challan from the Bank.
153
(d) He shall furnish a certificate to the Finance Officer in the

following form duly countersigned by the Vice-Chancellor,
along with the remittance receipt / challan as supporting
document for the refund of unspent balance.
Certificate
Certified that the amount of advance drawn for confidential
work relating to setting of question papers and for printing of
question papers has been spent to the extent mentioned below
and unspent balance amount remitted to University account.
a) Amount drawn in cheque No……. dated… Rs. ……..
b) Amount spent during the period…… Rs. ……………..
c) Unspent amount deposited to University Account
No…...…… As per Receipt / Challan dated….....…….
for Rs. ............…… (Rupees in words ……………
…...............................………only)
Certified that the supporting vouchers for amount shown as
spent have been retained by me and kept in safe custody.
Countersignature of the Signature of

Vice-Chancellor Controller of Examinations /
Authorized Officer
(e) The Vice-Chancellor, before countersigning the document,
shall verify and satisfy himself that proper accounts for the
expenditure have been maintained and are supported by
vouchers.
(f) The Finance Officer shall note the fact of receipt of this
certificate from the Controller of Examinations/Authorized
Officer and shall adjust the expenditure against the advance.
No Non-payable Detailed Contingent bill, other than the above
certificate, is required in these cases.
g) Bills of expenditure without the name and address of
confidential printer for the printing of examination question
papers shall only be submitted for audit. Receipts from the
printer and the schedule of rates approved need not be
submitted for audit.
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(9) Postal expenses

(a) The amount required for purchase of postal stamps shall be
drawn on Detailed Contingent bill form, enclosing a copy of
the order sanctioning specified amount, issued by a competent
authority.
(b) Normally, value of stamps required for one or two months
based on monthly average shall be drawn, on the
recommendation of the Head of the Despatch / Tappal Section.
(c) The Despatch / Tappal Section shall maintain a stamp account
in Form 50. The daily total value of stamps utilized shall be
accounted here based on the despatch register maintained.
(d) The Head of the Dispatch / Tappal Section shall be responsible
for ensuring the maintenance of this register and for the safe
custody of stamps.
(e) Where Franking machines are provided, the Head of the
Dispatch Section shall maintain a register and account therein
the details such as date of receipt of cheques from Finance
Officer, date of payment to the Post office and the amount of
postage stamps refilled. At any time, the balance shown in
the stamp account register should tally with the balance in the
franking machine. The discount/ incentive given by the postal
authority shall be credited to University Fund at the first
opportunity by passing an official receipt and transmitting the
same to the postal authority.
(f) Letters and parcels received shall be accepted by the Dispatch/
Tappal section and the value payable paid out of Permanent
advance given to the office. If the amount is not available, the
same may be drawn on Detailed Contingent bill.
(g) Wherever the letters/parcels are sent through courier service
/ Speed / Registered post by any Department / Unit, they shall
maintain a separate account of the letters / parcels sent through
courier and arrange for payment on the basis of the bills raised
by the concerned courier agency.
155
(10) Advertisement Charges

a) All advertisements required to be published in newspapers,
journals, etc., shall be released only with the previous approval
of the competent authority.
b) The charges shall be preferred in Detailed Contingent bill
enclosing a copy of the sanction order, bill of the publisher
and a copy of the matter published.
c) Instead of directly sending advertisements to the newspapers,
in order to get the benefit of discount, the University may
appoint an advertising agency for the University selected in a
transparent bidding process for a specified period, wherever
possible. Such agency be selected based on how much
percentage of discount on the advertisement bill, which it gets,
it is ready to transfer to the University. Such an agency ensures
publication of advertisements in the newspapers/editions and
on the date(s) specified by the University. The agency will
advise the University in achieving economy in advertisement
expenditure. The agency will pay the advertisement bills and
based on evidence the University will reimburse the amount
after deducting the discount. The service tax at the existing
rate will have to be paid on each bill.
d) The charges shall be booked under relevant budget head of
account.
e) All advertisements released by different Departments/Offices of
the University shall be entered in a Register of Advertisements
duly recording the details of advertisements released, purpose,
name of the newspaper / magazine / journal, the space
consumed, rate and the amount paid with cheque number
and date.
(11) Books, Publications and Journals
a) Books which are required to be purchased fall under the
following three heads:
i. Ordinary books of reference required by all offices,
156
ii. Books of reference relating to the special work of a

particular Department,
iii. Books for Departmental and University Libraries.
b) The Registrar shall circulate to all Offices of the University as
to which books of reference or journals are required for
respective offices of the University in single/multiple copies.
The officers authorized to purchase such books under the
delegation of powers, subject to such limitations specified
therein, shall purchase these books or subscribe to the
journals. The cost of these books shall be treated as an
ordinary item of contingencies and shall be paid by the Finance
Officer, if the bills are countersigned by the designated
countersigning authority.
c) In the case of category (ii) and (iii), the power to purchase
them for each of the Departments is delegated to the Heads
Of the Departments, subject to the limits specified in the
delegation of powers and availability of sufficient budget
allotment under relevant head of account. The Head of the
Department/Officer authorized to purchase books of category
(ii) shall satisfy himself that the books are absolutely required
for the discharge of the duties. This condition shall not apply
to the books for libraries.
d) The Departments may purchase any publications of the
Departments of Government or of other states found necessary
for the Department, if such publications are kept for sale and
not available under any arrangement with the Government
and shall be brought to stock soon after purchase and the
same be noted on the reverse side of the bill duly signed by
the Head of the Department.
e) The Departmental Committee/Head of the Department/Centre
shall decide from time to time the details of periodicals
(newspapers and magazines, etc.,) and Journals, the
Departments of the University shall subscribe. Sanction for
subscription shall be obtained from the competent authority.
f) Books and Journals required for the University (Central) Library
and Libraries of University Colleges/P.G. Centre shall be
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processed by the University Librarian/College Librarians for

procurement in consultation with the academic Departments/
Centres and as per the prescribed procedure strictly within
the grant/fund available.
g) The books purchased shall be accounted for in the Accession
Register in Form 51 or in the format of Accession Register
suggested by the University Librarian by the Department/
Library/Office.
(12) Stationery
a) The stationery articles required for the offices of the University
shall be purchased and stocked in the General Stores of the
University, under the supervision of the Registrar and direct
control of the Finance Officer.
b) The stationery articles required for each of the Departments
and offices shall be issued from the General Stores based on
the Indents in Form 52 and according to any scale or norms
and at such frequency, prescribed by the Finance Officer.
c) The annual requirement of the stationery articles shall be
assessed based on the annual indents to be submitted by the
Departments / Offices of the University to the Finance Officer,
before 15th of January every year in response to a circular to
be issued by him/her in the last week of December.
d) It shall be ensured that the management of stores is handled
by a responsible officer assisted by Storekeeper(s).
e) The articles purchased shall be accounted for a Stock and
Issue Register in the form prescribed under Purchase
Regulations and issued to the indenting offices as per the
scale or norms or within the annual requirement indented by
the office.
f) A Stock and Issue Register shall also be maintained by all the
offices of the University, drawing articles from General Stores.
g) No cash purchase of stationery and other articles locally is
permissible in respect of articles stocked in General Stores
without previous approval of the competent authority and also
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such purchases should not exceed the financial limits

prescribed under delegation of powers.
(13) Hospitality expenses
a) Tea and refreshments may be served at inter-Departmental,
inter-University and other meetings as may be prescribed by
the University. Even in the cases of visitors from other
Universities, Officers of State and Central Government,
University Grants Commission and other organizations, to the
Departments of the University, the Heads of Departments may
provide tea and refreshments not exceeding limits prescribed
under the delegation of powers.
b) The visitors from other Universities, other States and Countries
visiting the University at the invitation of the University or on
official visits approved by the University or the State / Central
Government may be treated as University Guests and provided
such hospitality as may be decided by the Vice-Chancellor, at
the expense of the University.
(14) Telephone charges
a) Sanction of telephone connections requires the approval of
the Vice-Chancellor.
b) The telephone charges shall be met out of University funds in
respect of all telephones provided to the offices and residences
of officers declared to be eligible for residential telephones as
per the limits prescribed by the Vice-Chancellor.
c) In the case of an officer eligible for residential telephone from
the University but opts in writing to use his own residential
telephone, telephone charges for his residential phone may
be paid as per the limits prescribed by the Vice-Chancellor.
d) The University shall prescribe by an order, the limit up to which
the telephone charges in respect of telephones provided to
offices and residences of the officers shall be paid by the
University.
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e) The University may provide mobile phones to specified officials

with the sanction of the Vice-Chancellor and prescribe the
limits there for.
f) The concerned offices / officers shall maintain a Register of
Telephone Charges in Form 53 and record therein the details of
telephone charges paid.
(15) Motor Vehicles
A) General
a) Purchase of Motor Vehicles requires sanction of the Executive
Council.
b) The claims towards cost of vehicles shall be made in the Detailed
Contingent Bills, enclosing the sanction order, bill of supplier with
necessary certificates prescribed. The expenditure on
purchase of motor vehicles shall be treated as Capital
Expenditure. The necessary entry of the purchase may be
made in the Stock Register of Equipment.
c) The cost of maintenance and running of the vehicles shall fall
under contingent expenditure classified as revenue expenditure.
d) The Motor Vehicles of the University shall be under the custody
of University Engineer/Officer in charge of Transport section of
the University or such other officer / official made responsible in
this behalf by the Registrar.
e) Such officer shall be responsible to regulate the movement of
the vehicles only for bona fide University work and keep them
in good running condition.
f) He shall also ensure that the motor vehicle insurance of all
University vehicles is renewed and kept current at all times.
He shall maintain a Motor Vehicles Insurance Register in Form
54.
g) Each vehicle shall be provided with a Logbook in Form 55 or
any other format designed for the purpose. The logbooks shall
be in the custody of the Drivers of the vehicles. He shall ensure
that entries are made under relevant columns of the logbooks
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and that after each journey, the officer using the vehicle attests
the entries pertaining to the purpose of journey, places visited,
distance covered, etc., immediately after completion of each
journey. The officer-in-charge of the transport section shall
ensure that the entries are made in the logbooks properly and
daily.
h) In respect of vehicles assigned to the Vice-Chancellor, Rector,
Registrar and other officers, the personal assistants to these officers
shall verify the entries in the logbook and get them attested by
the concerned officers.
i) In addition to the logbook, the transport section shall maintain
a Vehicle History Sheet for each of the vehicle, wherein the
following details shall be recorded:
i. Date of purchase,
ii. Type of vehicle,
iii. Registration number,
iv. Engine number and chassis number,
v. Cost of the vehicle,
vi. Vehicle tax and insurance premium paid at the time of
purchase,
vii. Insurance Policy No. and date of expiry of policy,
viii.Cost of repairs and replacements with dates,
ix. In the case of transport and Public Service Vehicles, the
date on which Fitness of the vehicles has to be got checked
and Fitness Certificate to be obtained,
x. Details of periodical payment of Motor Vehicle Tax,
xi. Accidents met, if any.
j) These history sheets shall be reviewed by the University
Engineer/Officer in charge of Transport section annually to
see that vehicle insurance and registration of the vehicle is
being renewed as and when they fall due and fitness
certificates are being obtained promptly from the Regional
Transport Officer concerned in respect of transport and public
service vehicles.
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k) A vehicle movement register shall be maintained in respect of

pool cars and jeeps and other vehicles spared to officers and
others as per the orders of the competent authority. The use
of vehicles shall be governed by rules or guidelines issued by
the University.
l) Proper arrangements shall be made by the University
Engineer/Controlling Officer to ensure that petrol, lubricating
oil, etc., are drawn by the drivers from approved sources only,
on the indents of the officers, countersigned by an authorized
officer.
m) The University Engineer/Officer in charge of Transport Section
shall see that an account of the indents approved for drawal
of fuel and bills received for payment from the suppliers of
fuel is maintained. Besides, a register of vehicles sent for
repairs shall also be maintained.
n) When any vehicle is kept out of road due to repair or for other
reason, the services of the driver shall be utilized properly in the
office or at other places.
o) On all the bills for purchase of petrol / diesel, a certificate to the
effect that the vehicle has given not less than the standard rate of
consumption certified previously, shall be recorded.
p) In the sanction orders issued by the competent authority for
replacement of tyres and tubes or for retreading of tyres or for
major or minor repairs of the vehicles, it shall be certified that
the vehicle has covered not less than the distance prescribed
for such replacement or repairs.
q) The Officers provided with official cars shall remit to the
university the costs of travel, wherever they utilize the vehicle
for private purposes, at the rate per km as fixed for mileage
allowance in the T.A. Rules.
B) Operation of transport services
a) Where University possesses a fleet of buses and operates
them for transporting the students and staff by collecting
charges, the transport section shall maintain the following
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registers to keep watch over the daily schedules of vehicles,

operating cost, and connected information:
i. A list of motor vehicles (buses) used for transport
operations and their scheduled routes.
ii. Daily schedule of vehicles deployment indicating the names
of the Drivers and Cleaners, assigned for each vehicle.
iii. Trip sheets to be maintained by the drivers.
iv. Day book of collection of fares if prescribed.
v. Register of operating expenses.
vi. Register of indents signed for issue of fuel to the vehicles.
vii. Register of vehicles sent for minor and major overhauls.
viii. Stock account of spare parts, oil and lubricants, spare tyres
and tubes, if any, permitted to be kept in ready stock.
ix. Stock account of spare parts and other articles.
x. The Transport Section shall submit such returns as may
be prescribed by the Registrar and the Finance Officer.
b) The Transport Section shall submit a report of operation of
vehicles for transportation of staff and students in Form 56 to
the Registrar. Each day’s report shall be submitted on the
next day, without fail.
c) If the University has any arrangement with the public transport
undertakings like APSRTC, etc., or any other Transport
Operators for providing vehicles to the University for its daily
transport operations on contract basis or for operating buses
on the scheduled routes proposed by the University, the
Transport Section shall be responsible to ensure that such
Transport Operators comply with the terms and conditions of
contract and submit such reports, as may be prescribed by
the Registrar / Finance Officer.
C) Replacement of tyres and tubes and retreading of tyres.
a) Retreading of tyres may be resorted to wherever it is more
economical than their ordinary replacement.
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b) Expenditure on replacement / retreading of tyres and tubes

shall be sanctioned by the Vice-Chancellor, as per rules framed
by the University with regard to the types of vehicles, distances
to be covered for replacement / retreading / re-retreading,
etc., in consultation with the Transport Department of the State
Government. Appropriate relaxation limits may also be prescribed
for specific cases.
D) Expenditure on Major and Minor overhauls
a) Expenditure on Major and Minor overhauls / repairs may be
sanctioned by the Vice-Chancellor or Rector or the Registrar,
as per delegation of financial powers, if the vehicles have
covered the prescribed distance. The type of the vehicle, the
distance prescribed for major overhauls and minor overhauls,
and condemnation criteria for vehicles may be prescribed as
per Government norms by a Committee with the participation
of a senior Transport Department officer. Relaxation limits may
also be prescribed for adoption in specific cases.
b) The items of repairs, which fall under major overhauls, minor
overhauls, petty repairs may also be got defined by the aforesaid
Committee.
E) Certification of standard rate of consumption of petrol / diesel
for the vehicle
a) After purchase or overhaul of a vehicle, after an initial run of
over 1000 kms, the Officer-in-charge of the Transport Section or
such other officer entrusted with this duty, shall examine the
vehicle and ascertain the mileage given by the vehicle per
litre of petrol / diesel and record a certificate to that effect in
the logbook of the vehicle under his attestation. This shall be
treated as standard rate of consumption of that vehicle. The
reviewing officer of the logbooks of the vehicles shall see
whether the vehicles’ performance is satisfactory with
reference to such standard rate of consumption certified. If,
any excess consumption beyond 10% of the standard rate of
consumption is noticed, it shall be reported to the Registrar
for taking appropriate action.
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b) The certified rate of consumption shall be reviewed by the

concerned officer once in a year or earlier if the condition of
the vehicle warrants it or if the Controlling Officer deems it
necessary to examine and re-fix the standard rate of
consumption of any vehicles.
c) If the performance of any vehicle is not satisfactory despite
petty repairs or minor overhauls, then only major overhauling
of the vehicle should be resorted to. A vehicle shall not be
considered for condemnation unless it has undergone two
major and three minor overhauls and if it gives prescribed
kilometers after its last overhaul.
d) The Universities, which have a Mechanical Engineering
Department in the Engineering College under their administrative
control, may consider the utilization of expertise available in that
department for the maintenance of the University vehicle.
e) The University may recognize reputed dealers from whom tyres,
tubes and other automobile spare parts may be purchased and
reputed and reliable automobile garages from which the vehicles
may be got repaired.
F) Hiring of vehicles for the use of University
a) The University shall prescribe norms/ guidelines specifying
the circumstances under which vehicles may be hired from
Travel Agents, authority or authorities competent to order hiring
of vehicles, short listing of Travel Agents, determination of
hire charges, procedure of acceptance/ countersignature of
bills towards hire charges, etc.
b) The Transport Section shall be ultimately responsible to
maintain the list of approved Travel Agents from whom vehicles
may be hired and the approved rates for category of vehicles
that may be hired.
c) The Transport Section is also responsible to ensure that proper
record of vehicles hired is kept in Form 57 and a report of vehicles
hired and the charges paid / to be paid during the month is
sent to the Finance Officer, by 15th of the following month.
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(16) Supply of Uniforms to certain categories of employees

a) Certain categories of University employees may be supplied
with uniforms, once in two years, out of University funds e.g.,
last grade employees, Drivers, etc. The Executive Council may
consider issuing uniform to temporary employees working in
the Regular positions.
b) The Executive Council shall prescribe:
i. the categories of employees eligible for uniforms,
ii. composition of uniform for each category, how many sets
and supplied at what intervals,
iii. procedure for purchase and supply of uniforms.
c) Employees supplied with uniforms shall wear them during
office hours, compulsorily.
d) The Registrar/Deputy Registrar (Establishment) shall prepare
a list of employees to whom uniforms are to be supplied during
the year and ensure that sufficient budget provision is made in
the annual financial estimates of that year.
e) Sanction order shall specify the names of the employees and
their entitlements.
f) A copy of the sanction order shall be enclosed to the bill
preferred for the charges payable.
(17) Expenditure on Seminars, Conferences, workshops,
convocation, ceremonial functions etc.
a) The University may prescribe financial limits for the expenditure
for the occasions depending on the level of the participants
like, Departmental level / University level / Inter-University level
/ State level / National level / International level.
b) The Registrar will invite applications for the conduct of
seminars, conferences, symposia, etc., from the Departments/
Centres for the current financial year. Applications will be
placed before a committee to be constituted by the Vice-
Chancellor. The allocations recommended by the committee,
made keeping in view the availability of overall grants from
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the funding agency and matching provision in the general funds

of the University, as approved by the Vice-Chancellor will be
communicated to the Departments/Centres. 90% of the
allocation will be released as advance and remaining 10% will
be released after adjusting the advance.
c) The Departments responsible for arranging seminars,
conferences, workshops, convocation, ceremonial functions
shall, generally prepare an annual plan for the ensuing year
and estimate the approximate expenditure involved, based
on the financial limits prescribed and intimate to the Finance
Officer for providing budget provision to meet this expenditure.
However, this shall not include activities required to be
conducted in respect of any aided projects or schemes funded
by external agencies.
d) The amount required for each of these activities shall be got
sanctioned from the Vice-Chancellor by the Head of the
Department / Head of the Unit, if necessary, duly furnishing details
of approximate expenditure and shall draw on an Abstract
Contingent bill enclosing the sanction order for the goods and
services which could not be obtained without payment of
advance or which require immediate payment. However,
usually these sanctions are accorded for all such Departments
combined based on the recommendations of an allocations
committee.
e) The Drawing Officer shall settle the advance through a non-
payable detailed contingent bill, for the amount drawn, to the
Finance Officer, immediately after the conclusion of the activity.
(18) Legal expenses
a) The legal matters connected with the University are required
to be dealt by the Registrar, as all suits and other legal
proceedings by or against the University shall be processed
and attended to by him.
b) The University may have a Legal Section under the Registrar
to attend to all legal matters and also a panel of Legal Advisers
to assist the University.
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c) The University may prescribe the Retainer fee and legal

charges payable to the Legal Advisers with the approval of
d) In addition to the charges payable to the Legal Advisers, other
legal expenses towards the requisite stamp duty shall be met out
of the University funds.
e) Whenever any advances are required to be paid to the Legal
Adviser towards payment of stamp charges or other incidental
charges, the amount shall be drawn on Abstract Contingent
bills by the Registrar and paid to the Legal Adviser after
obtaining a temporary receipt, subject to rendering of accounts
for the same later. The Registrar shall watch and obtain
accounts for such advances paid and render Non-payable
Detailed Contingent bills to the Finance Officer.
f) The Registrar shall maintain a Register of Suits in Form 58
and shall review this register periodically and ensure that
prompt action is taken by the Legal Advisers to get a favourable
decision at the earliest.
(19) Expenditure on Stores
a) The term “Stores” indicates all articles and materials required
for the use of the University Department/Offices purchased or
otherwise acquired for various purposes which are budgeted and
classified under the head of expenditure “Contingencies” and
includes Furniture, Fixtures, Office equipments, Scientific
equipments, Plants and Machinery, Office and Laboratory
consumables, books, etc., but excludes the expenditure on
“Works” and stores for “Works”.
b) The detailed procedure for purchase of stores, sanctions,
accounting of stores purchased, annual stock verification, etc., is
laid down in Chapter IX captioned as Purchase Regulations.
(20) Expenditure on Works
a) The term “Works Expenditure” indicates expenditure
connected with construction, repair and maintenance works.
The works are primarily classified into two classes, namely,
“Original Works” and “Repairs and Maintenance Works”.
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b) Chapter VIII of these Regulations deals exclusively with

classification of Works, procedure for preparation of works
estimates, sanctions to estimates, tendering for works, execution
of works, accounts records to be maintained, etc. These shall
be strictly followed by the University Engineer and other
concerned officers.
c) The University Engineer shall be responsible for complying
with the requirements relating to technical aspects of the work,
maintenance of initial records of works and basic accounts
records, ensure execution of works of the University as per the
procedure prescribed and completing the same as per the time
schedules.
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6.7 ANNUAL FINANCIAL ESTIMATES

(BUDGET)
6.7 The Budget is a planning exercise relating to the financial
administration of a University. It is a tool that documents and
communicates the quantitative aspects of the financial
functioning of a University in a specified period of time, usually
a given financial year. In other words, it is a Statement of the
Estimated Receipts and Payments prepared in advance of
the ensuing Financial Year. It provides an approach to the
expenditure and the various financial operations of the
University in such a way that it not only gives a glimpse into
the financial operations of a University, but would also lead to
effecting economy in the utilization of available resources. A
well prepared and envisioned budget reflects efficient financial
management of a University.
6.7.1 Financial Estimates:
(1) Section 21 of the A.P. Universities Act 1991 stipulates that the
Executive Council shall prepare the financial estimates for the
ensuing financial year and place the same before the Academic
Senate.
(2) The University shall see that the available resources are
judiciously deployed for achieving the objectives of the Act.
(3) All liabilities payable during the budget year shall be provided
for, as it is no economy to omit or postpone inevitable payments.
(4) Budget Estimates are provisional. Mere provision of funds under
any budget head of account does not give a right to any Drawing
Officer to incur expenditure unless availability of funds and
sanction for the expenditure are ensured.
(5) All items of receipts and expenditure shall be provided under
relevant budget heads of account classified under Revenue and
Capital budget, as given in Schedule-II Model Format of
Budget. Additions or deletions of any of the items of budget
require specific approval of the Executive Council.
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(6) The budget estimated under detailed heads shall be in Lakhs

with two decimal places and rounding off the amount to the
nearest thousand.
(7) All the budgeted provisions shall lapse at the end of the financial
year and shall not be available for utilization in the next financial
year.
6.7.2 Structure of Budget and its Classification:
1. Fund-Based Budgeting:
(1) The University Budget shall be on the lines of Fund Based
Accounting System duly classified under the Fund Types
mentioned under Rule 3.1 of Chapter III of these Regulations.
(2) The financial transactions of the University shall be grouped
under five funds as indicated below:
(i) General Fund - operating fund of the university to account
for all financial transactions not belonging to other types
of fund. Fees collected from the students at the time of
admission to various courses of study conducted by the
university and its affiliated colleges, affiliation fees,
examinations fees and other fees related to, and all other
income are credited to the fund. The grant given by the
State Government towards maintenance such as salaries,
pensions and other contingent expenditure is also credited
to this fund.
(ii) Development Fund – funds received for specific purposes
with reference to the development of the university
including research funds.
(iii) (a) Earmarked Funds – funds earmarked for specific
purposes such as Endowment Fund, Pension Fund,
General Provident Fund, Employees Welfare Fund,
Corpus Fund, any other funds specified by the Executive
Council of the University.
(b) However, Pension, Contributory Pension, General
Provident Fund together with the figures pertaining to
Advances / Loans paid to employees, EMD/ Withheld
amounts may be shown in a separate section in the
budget.
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(iv) Self-Financing Courses Fund – consists of fees collected

from the students who are admitted to the self – financing
courses offered by the University.
(v) Distance Education Fund – consists of admission fees,
course fees, examination fees, certificates fee and related
fees collected from the candidates who join the courses
offered by the Centre for Distance Education
(3) Based on the above classification, the Budget Estimates of
the University shall consist of six parts as shown below:
PART-I GENERAL BUDGET: This part consists of funds
relating to viz. General Fund Account, Salaries Account,
Examination Account, Special Fee Account for University
College of Arts, ANU NT Staff Welfare Fund Account,
Directorate of Admissions Account, Government Academic
Grants Account, ANU College of Sciences Special Fees
Account and International Students Cell A/c.
PART–II DEVELOPMENT BUDGET: This part consists of
funds relating to U.G.C. Account (including Projects), Other
Central Research Agencies Account covering grants received
from Agencies such as CSIR, DST, DRDO, DAE, AICTE, etc.,
Development Account and Sports Hostel Account.
PART–III EARMARKED FUNDS BUDGET: This part consists
of funds relating to N.S.S. Account, Endowment, Public
Donation & Reserve Fund Account (EPDRF A/c), Corpus Fund
Account, IUT Account and Interest Account.
PART – IV DEBTS, DEPOSITS AND ADVANCES BUDGET:
This part consists of funds relating to Advances component of
General Fund A/c, ANU Loan Fund Account, Provident Fund
Account, Pension Account, Contributory Pension Scheme
Account and EMD/Withheld Amounts Account.
PART –V SELF-FINANC1NG COURSES BUDGET: This part
consists of all funds relating to Self-Financing Courses of the
University Colleges of (i) Arts, Commerce & Law (ii) Sciences
(iii) Pharmaceutical Sciences (iv) Physical Education & Sports
Sciences (v) ANU College of Engineering& Technology (vi)
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ANU College of Architecture & Planning and (vii) University

P.G. Centre at Ongole.
PART–VI CENTRE FOR DISTANCE EDUCATION BUDGET:
This part consists of all funds relating to the Centre for Distance
Education
2. Budget Classification
(1) The financial transactions of the University shall be classified
under Major Head, Minor Head, Sub-Head, and Detailed Head
under each Fund.
(2) The principles for the above levels of classifications are given
below:
(3) An illustrative Budget classification based on the above

principles of classification is given in Schedule-I of these
Regulations. The Finance Officer of the University may follow
the Budget classification as above and also make necessary
modifications to suit their requirements.
(4) A model Budget format is given in Schedule-II of these
Regulations.
(5) A Schedule of posts shall accompany the Budget proposals
in the format given in Schedule-III.
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3. Data For Budget Preparation

The Finance Officer shall send out circular in November prescribing
a date for submission of Annual Accounts of previous financial year,
proposals for Revised Estimates and proposals/requirements for
Budget Estimates of next financial year from different offices
operating University Accounts and from the Heads of Departments/
Centres/ Offices constituting individual units of Budget including
central facilities such as Library, Sports, NSS, etc. The budget
estimates received from various Departments/Centres/ Offices must
be consolidated in the Finance Branch and two separate abstracts
must be prepared as specified below:
(1) Fund-Wise Budget Estimates: Under each of the Fundcategory
specified above, the aggregate budget estimate for Receipts
and Expenditure must be set out duly classified into Revenue
and Capital. The format for the Fund-wise summary shall be
in the following Table.
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(2) Overall Abstract of Budget: The overall abstract of Budget

Estimates of all the funds put together shall be in the following
Table.
4. Coding Logic:
The budget code is an eleven (11) digit numeric code. The first digit
represents the Major Head, the second, third digits represents minor
head, fourth and fifth digits represents sub-head, sixth, seventh and
eighth digits represents detailed head, ninth, tenth and eleventh
digits represents Department with which the budget estimate is
associated.
5. The Budget Codes for the Departments/ Centres//Offices/other

units shall be unique for the University and be decided by the
Finance Officer. The Finance Officer shall be responsible for
intimating the Departments about any additions / deletions /
alterations to the Department Codes.
6.7.3. Budget Information Data Sheet (BIDS):
(1) The Finance Officer shall prescribe the formats of BIDS and
specify the details of financial and non-financial information
required to be furnished by the Heads of the Departments/
Centres/ Operators of University Accounts and Heads of Offices/
Units - Estimating Officers, for the preparation of Budget.
(2) All the operators of University Accounts, Heads of the
Departments/Centres and Heads of the Offices/Units shall furnish
the required information in the BIDS as per the time schedule
prescribed in the Budget Calendar.
(3) In submitting the estimates, it shall be borne in mind that the
accounts of the University are maintained on cash basis, i.e.,
they represent the actual receipts realized or expenditure
175
incurred during the year, irrespective of the year to which they

relate. The estimates shall therefore take into account only
such receipts and payments as the Estimating Officer expects
to be actually realized or made in the budget year.
6.7.4 Budget Calendar
1. The calendar events for the preparation, submission and
approval shall be as follows:
2. The Vice-Chancellor will constitute a Budget Committee with

Finance Officer as Convenor so as to (i) scrutinize the Budget
before submission to Vice-Chancellor, (ii) review the Block Grant
position of previous financial year in the month of April so as to
recommend as to what extent the funds from the internal resources
of the university utilized for payment of salaries/pensions by way
of temporary transfers to the Salary Account need to be treated
as permanent transfers due to inadequacy of Block Grant which
should be placed before the Executive Council for its approval
and (iii) to hold Budget Control Reviews during the financial
year.
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3. There shall be a Budget section in the Finance Branch of the

University so as to assist the Finance Officer in (i) following-up
on preparation of monthly accounts/ reconciliation/annual
accounts, (ii) collection and compilation of Budget data and (iii)
preparation of information for Budget control review. An official
of the rank of not less than Assistant Registrar shall head this
section.
6.7.5 Responsibilities of the Finance Officer with regard to
preparation of Budget
1) The budget being an important financial document indicating
the allocation of resources for various objects and monitoring
the expenditure against it, the Finance Officer shall take all
precautions in estimating the anticipated receipts and expenditure
of the University for the budget year.
2) The Finance Officer shall discharge the following duties and
functions in relation to the budget of the University. He shall:
a). be responsible for ensuring that the budget estimates of the
University are properly framed keeping in view the instructions
issued in this behalf and obtain the approval of the Vice-
Chancellor for the presentation of the budget of the University
to Finance Committee, Executive Council and the Academic
Senate,
b). scrutinize the budget proposals submitted by the University
Officers thoroughly and assist the Executive Council in the
formulation of budget proposals of the University,
c). examine and advise on all schemes of new expenditure for
which it is proposed to make a provision in the budget,
d). watch the progress of the expenditure against grants and issue
such instructions as may be found necessary to University
Officers. He will watch the progress of expenditure relating to
the schemes besides rendering accounts for assistance
received from the State or Central Government or other
agencies, financing schemes / projects implemented by
the University.
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e). maintain a Register of Re-appropriation and Sanction of

Additional Funds and record therein the details of re-
appropriations sanctioned during the financial year and
ensure that Revised Estimates indicated in the budget are
based on this information and also the Additional funds
sanctioned by the Vice-Chancellor/ Executive Council
during the course of the year.
f). take steps to implement the redesigned format of Budget
Estimates contained herein at the earliest in a phased
manner by taking help from an expert(s) and by initiating
measures required for eventual shift from the existing
budget format of the university to the revised format
proposed herein.
6.7.6 Estimates for receipts
While estimating the receipts of the University, the following items
shall be taken into consideration:
(1) The estimates for the Budget year shall include Grant-in aid
from State Government (Block Maintenance Grant) including
arrears, if any, and other Grants sanctioned by State / Central
Governments, University Grant Commission and other agencies.
(2) The estimate of receipts from the admission/ tuition fees paid by
students who are admitted to various courses including self –
financing courses in the University College(s)/P.G. Centre based
on the number of courses, sanctioned strength of each course,
etc., taking into account any modification of existing rates of fees
proposed.
(3) The estimate of receipts from the Affiliated Colleges such as
Affiliation fees, university services fees, other categories of fees,
etc., computed based on the number of affiliated colleges, number
of courses/ combinations, number of students, etc., taking into
account any possible modification in the existing rates of fees.
(4) The estimate of receipts from Examination and other related fees
shall be based on the fee structure and on the anticipated number
of students appearing for various University examinations
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computed and intimated by the Controller of Examinations /

Authorized Officers of Examination Branch taking into account
any possible modification in the existing rates of fees.
(5) Receipts under various heads for the budget year, calculated on
the number of students’ already on rolls and also the
anticipated number of students to be registered by the Director,
Centre for Distance Education taking into account any possible
modification in the existing rates of fees.
(6) Calculation of fixed revenue should be based on actual
demand including arrears and probable realization during the
year. The arrears and current demand should be separately
shown and reasons given if full realization cannot be expected.
(7) All receipts from the lands and buildings estimated and
furnished by the Estate/ Engineering Department.
(8) In respect of any Special funds anticipated for ongoing and
new projects during the budget year, estimated and
communicated by the Development Branch, Engineering
Department or other Departments of study.
(9) In the case of other fluctuating items of receipts of the
University collectable by the Departments / Centres / Offices,
the same shall be estimated and furnished by the concerned
Departments / Centres /Offices based on the average receipts
of preceding three years.
(10) In the case of budget heads like Advances, Deposits,
anticipated interest on investments, collections from bills
payable to other agencies shall be estimated based on the
outstanding dues and probable collections for the budget year.
(11) Any other receipts furnished by the concerned Departments/
Centres/ Offices / Units.
6.7.7 Expenditure Estimates
(1) In preparing estimates of salaries for sanctioned establishment,
the full amount of pay including increments and likely increase
in allowances which are likely to be drawn by employees on
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duty during the year shall be provided for each establishment.

Separate estimates in respect of permanent and temporary
establishments shall be prepared.
(2) Estimates towards payment of wages to daily / monthly rated
employees shall be prepared separately and provided under
the relevant budget head of account.
(3) In respect of vacant sanctioned posts in various establishments
of the University, provision computed at the minimum of the
time-scale of the vacant posts plus admissible allowances shall
be provided in thebudget, if the vacant posts are likely to be
filled up during the budget year.
(4) Adequate provision should be made in the budget, estimating
the probable expenditure on surrender leave salary payable
during the year to University employees, contribution towards
leave salary and pension payable to Government in respect of
employees on deputation from Government Departments to
University.
(5) In the case of other fixed charges such as rents, rates and taxes,
actual requirement for the budget year shall be estimated and
provided for.
(6) For fluctuating charges such as traveling allowances, contingent
charges and other general administrative expenses, the estimates
of expenditure shall be based upon an average of the past three
years actuals, with such modifications as may be necessary.
(7) In the case of new schemes, acquisition of new assets, capital
works proposed by the Engineering Department / Departments /
Centers of Study of the University, the actual requirement during
the budget year shall be considered, only if they had been
approved / recommended by the competent authority of the
University, and funds position permitting it.
(8) The request for making provision for capital works should
indicate the following particulars for each work which shall be
furnished by the University Engineer / Authorized Officer In-
charge of Work(s).
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(9) In the case of capital works, the expenditure of which is fully

or partly met out of grants from State / Central Governments /
University Grant Commission or other external sources, necessary
provision shall be made under relevant part of the budget under
capital expenditure or provision for entire expenditure may be
shown in the Development Budget only by providing for
permanent transfer of relevant grant to Development Account
for expenditure. The method to be followed shall be decided by
the Finance Officer.
(10) Any other expenditure furnished by the Departments / Centers /
Offices / Units.
(11) Estimating authorities should explain clearly, material variation
between the estimates of the current year and budget estimates
of ensuring year.
6.7.8 Submission of Budget to the Finance Committee.
(1) The Budget Estimates shall be submitted to the Finance
Committee with the approval of the Vice-Chancellor. An
explanatory memorandum should accompany the Budget
explaining discernible/significant variations, if any, between the
Revised Estimates for the current year and Budget Estimates for
the next year.
(2) The Finance Committee shall scrutinize the financial estimates
and make its suggestions/ recommendation to the Executive
Council.
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6.7.9 Submission of Budget to the Academic Senate

After considering the suggestions / recommendations of the Finance
Committee, the Executive Council shall finalise the Budget estimates
and submit them to the Academic Senate for consideration.
6.7.10 Re-appropriation
(1) If the funds provided under any Detailed Head of Account of
thebudget estimates are found inadequate during a budget year,
and if savings under any other Detailed Head are anticipated in
that year, proposal may be made to provide additional amount
by transfer of fund from savings head to the head of account
under which it is required. This procedure of transfer of funds
from one head of account to another head of account is known
as Re-appropriation.
(2) Whenever demand for additional funds are received from the
Departments/Centres / Offices/Units of the University, the Finance
Officer shall carefully examine the proposals on the basis of
progress of expenditure under each head of account and enquiries
from the Departments, as to the likely savings under any other
head of account. Based on the extent of savings available, he
shall submit proposals for re-appropriation, which are in excess
of the powers delegated to the Vice-Chancellor, to the Executive
Council through the Finance Committee, duly furnishing a Re-
appropriation Statement in Form 59. The proposals for re-
appropriation approved by the Vice-Chancellor within his powers
of financial sanction, shall be reported to the Finance Committee
/ Executive Council
(3) No re-appropriation of funds shall be considered by the Vice-
Chancellor/Executive Council in the following cases:
a) Transfer of funds proposed from a head of account with an
intention to restore the diverted funds by re-appropriation
of likely savings under any other head of account, later in
the year,
b) Re-Appropriation of funds to meet expenditure not provided
or contemplated in the sanctioned budget estimates,
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c) Re-appropriation of funds provided for capital works to any

other revenue expenditure head,
d) Diversion of earmarked funds for other purposes.
(4) The Finance Officer shall ensure that all re-appropriations
sanctioned during the current year are taken into account while
preparing the revised estimates for the current year.
6.7.11 Provision of additional funds for items not
contemplated in the approved Budget Estimates for
the year:
(1) After passing of the budget by the University, it may sometimes
befound necessary to provide additional funds for the following
purposes, during the financial year:
a) when the original grant provided under a budget head of
account is found insufficient to meet the expenditure to be
incurred during the year,
b) when expenditure has to be incurred on new services /
fresh charges not contemplated and provided for in the
original estimates for the year
Note: In case of (a), additional funds required may be provided
as far as possible by way of re-appropriation, resorting to
provision of funds/ additional funds only if re-appropriation is
not possible.
The Vice-Chancellor may sanction such additional funds within the
power of financial sanction delegated to him and report such decision(s)
to the Executive Council at its next meeting
Whenever the requirement exceeds Vice-Chancellor’s power of sanction,
the Executive Council may consider the proposals for providing funds
/ additional funds, in exercise of the powers conferred on it under section
23 of the A.P. Universities Act 1991. But, a report of such expenditure
incurred shall be made to the Academic Senate at its next meeting
for approval.
(2) Any proposal for sanction of additional funds shall not be
considered by the Executive Council unless it is satisfied that
it is an inevitable item of Expenditure which cannot be
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postponed and that additional resources are available for this

purpose.
(3) In case of grants provided in the budget in respect of the
schemes which are fully financed from the grants received
from University Grant Commission, outside bodies etc., formal
approval for provision of additional funds in the Budget need
not be obtained if the scheme is administratively approved by
the Executive Council and the expenditure is within the grants
provided and norms prescribed by the funding agency. A
suitable explanatory note may be given while incorporating
such provisions in the revised estimates.
(4) The Finance Officer shall ensure that all such additional
provisions over and above the budgetary allocations
sanctioned during the current financial year are taken into
account while preparing the revised estimates for the current
year.
6.7.12 Quarterly Review of Receipts / Expenditure
(1) Keeping a constant watch over the progress of receipts /
expenditure is an important step towards financial and budgetary
control. The Finance Officer shall ensure that all operators of
University accounts shall maintain Budget Control Register in
Form 60. Besides, he shall prepare a Report on the Progress of
Receipts /Expenditure in Form 61 duly explaining the reasons
for the variations and submit it tothe Executive Council quarterly,
through the Finance Committee.
(2) The Executive Council shall review the Quarterly Reports
submitted by the Finance Officer and communicate its
observations for further action.
6.7.13 Review of Overall Performance
(1) The Finance Officer shall prepare a Report on the
financialPerformance of the University in relation to the Budget
during the year, in respect of Development Programs and
externally Aided Programs.
(2) In order to prepare the Performance Report, the Finance
Officer may seek necessary information from the Departments
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/ Centers / Offices / Units of the University about their activity-

wise and object-wise programs and schemes prescribing
suitable formats for this purpose.
(3) The Heads of the Departments / Centers / Offices / Units of
the University shall bestow their personal attention and furnish
the required information in the format circulated by the Finance
Officer so that the activities and achievements of the University
are properly projected in the Performance Report.
(4) The information required for the preparation of Performance
Report shall, generally contain:
a) the names of the programs,
b) description of the schemes / activities under the programs,
c) objectives, targets and achievements or likely achievements
in terms of physical, financial and qualitative aspects for the
previous year, if any, for the current year and for the budget
year,
d) cost of the schemes / activities under different programs for
the budget year on manpower, material, equipment and
machinery,
e) if the programs are spread over long period, the financial
requirement for each year, the source of budgetary support
for each program / scheme and the budget head of account
under which it is proposed to be met shall be indicated by
the Departments / Centers / Units concerned.
(5) The Finance Officer shall place the draft Performance Report for
the completed year, before the Vice-Chancellor, who, after detailed
discussion with the Heads of concerned Departments / Centers
/ Offices / Units shall finalize the Performance Report and
place it before the Executive Council through the Finance
Committee for consideration.
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6.8 EXECUTION OF UNIVERSITY WORKS

6.8.1 Classification of Works
(1) The operations of the Engineering Department of Acharya
Nagarjuna University are divided primarily into two classes:
“Original Works” and “Repairs / Maintenance”. The expenditure
under each class shall be accounted for separately.
(2) The term “Original Works” indicates new constructions whether
of entirely new works or of additions and alterations to existing
works and also all repairs to newly purchased or previously
abandoned buildings required for bringing them into use.
(3) The term “Repairs / Maintenance” indicates primarily operations
undertaken to maintain in proper condition, buildings and works
in ordinary use. The term “Repairs / Maintenance” includes
upkeep and maintenance of buildings, equipments or other assets
so as to keep them in proper working order. It also includes minor
additions or alterations which do not materially increase the value
of the asset.
(4) When a portion of an existing structure or work is to be replaced
or remodeled and the cost of the change represents a genuine
increase in the value of the property, the work of replacement or
remodeling may be classified as “Original Work”. In all other
cases the whole cost of the new work shall be charged to repairs.
(5) The procedure prescribed in the PWD (R & B) Department of
Government of Andhra Pradesh shall be followed for the
execution of works by the University Engineering Department
also.
6.8.2 Ordinary Repairs and Special Repairs:
(1) Ordinary Repairs are generally divided into three kinds:
a) Periodical repairs which are carried out as a matter of
routine or rotation and usually involve the same quantity
from time to time, such as painting or white washing of a
building, etc.
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b) Repairs which are not carried out as a matter of regularity

but which is convenient to carry out, as far as may be
necessary, at the time of periodical repairs.
c) Occasional or petty repairs which may have to be carried
out between the times of periodical repairs.
(2) Special Repairs are those which are not periodical or frequent
such as re-flooring and re-roofing of a building, replacement
of beams, etc.
(3) The University Engineer shall prepare an action plan for
ongoing works / new works / repairs and maintenance to be
carried out during the next financial year and recommend to
the Finance Officer to make necessary budget provision in
the Annual Financial Estimates after obtaining approval of the
6.8.3 Administrative Approval and Technical Sanction
(1) Administrative Approval denotes formal acceptance and in
effect an order of the competent authority to the University
Engineer to execute certain work at an approved sum based
on rough estimate with preliminary plans prepared by him or
an authorized person.
(2) Any proposal for according Administrative Approval to a work
shall be accompanied by a preliminary report as to the
necessity of the work, approximate estimate for the work, the
source and the budget head of account under which it can be
met, drawings relating to the works and other information
relevant to the work.
(3) For every work proposed to be carried out, for which
administrative approval has been accorded, except petty works
and repairs the cost of which is not likely to exceed Rs.10,000/
- (Rupees ten thousand only) or as may be prescribed by
competent authority, a proper detailed estimate must be
prepared for the sanction of the competent authority. This
sanction by the competent authority is known as Technical
Sanction to the estimate. Such sanctions can only be accorded
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by an Officer of Engineering Department/ Administrative

Service of the University to whom powers have been delegated
by the University or an Engineer of Public Works Department
of Central/State Government, to whom the work has been
entrusted by the University. The Technical Sanction shall not
ordinarily exceed the value of Administrative Approval already
accorded. However, under special circumstances it may be
higher than the Administrative Approval but shall not exceed
10% of the Administrative Approval.
(4) Splitting of the estimate to avoid sanction of higher authority
shall be strictly avoided.
(5) The Administrative Approval or a Technical Sanction for original
work, unless the same has been commenced, shall cease to
operate after expiry of three years from the date of approval or
sanction. However, expenditure can be incurred only based on
clear cut budget provision and appropriate financial sanction.
6.8.4 Authorities competent to accord Administrative approval
/ Technical sanction /Approval of tenders
The Executive Council may lay down rules specifying the financial limits
upto which the University Authorities / Officers can exercise the powers
of the sanction with regard to Administrative approval / Technical
sanction / Approval of tenders.
6.8.5 Preparation of Estimates
The University shall constitute a Building Committee as per the
composition suggested by the University Grants Commission (UGC)
from time to time. The present composition of the Committee decided
by the UGC is as follows:
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* As per University Grants Commission guidelines, the Building

Committee may associate the Head, Department of Civil
Engineering, Head, Department of Electrical Engineering or the
Principal of the Engineering College of the University.
The Committee shall be entrusted with the following functions:
(i) to examine and recommend for sanction of technical estimates
in excess of the powers delegated to the University Engineer.
(ii) to examine and make suitable recommendations with regard to
(a) the tenders containing special conditions, (b) the tenders in
excess of the powers delegated to the Vice-Chancellor.
(iii) to examine the changes in design or major alterations found to
be necessary during the execution of work and make suitable
recommendations thereon.
(iv) to scrutinize the factors necessitating the revision of estimate and
make suitable recommendations.
(v) to examine and suggest with regard to appointment of
architectural consultants, claims of the contractors, arbitrations,
etc.,
(1) While preparing the estimates, current standard schedule of
rates of the circle of Public Works Department in which the
University is located, shall be adopted.
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(2) Detailed plans and estimates for original works shall be

prepared only after the administrative sanction to the work
is accorded and the designs and drawings are finalized.
The Resolution number of the Executive Council or orders
of other authority competent to accord approval shall
always be quoted in the estimate.
(3) The Estimate shall be prepared generally in the forms used
in the Public Works Department of Government. The
University Engineer may, however, modify the formats, to
suit the requirements of the University in consultation with
the Building Committee.
(4) The estimate shall provide for the complete work (which
shall include electrical, sanitary, water supply, special
fixtures and fittings if any) and not piece-meal work. The
cost of the work shall generally be calculated at the rates
given in the standard schedule of rates of the relevant year.
In respect of rates provided for items of work not
contemplated in the Standard Scheduled of Rates or for
any reason Standard Schedule Rates are not considered
adequate and higher rates are necessary, a detailed data
sheet showing the reasons for higher rates shall be
appended to the estimate and placed before the Building
Committee for its concurrence. Wherever extra items or
deviations from the approved estimate are proposed, these
shall be got technically sanctioned by the authority which
accorded Technical Sanction for the original estimate of the
concerned work.
(5) Where sanction to a work has been accorded by a competent
authority, additions or alterations likely to result in excess shall
be permitted only to the extent of the powers delegated to
the competent authority. Where important structural
alterations are contemplated, orders of the original sanctioning
authority shall be obtained even though they do not involve
excess outlay.
(6) A lumpsum provision shall be made in abstract estimates to
meet the expenditure to be incurred by the Contractor on
engaging Technical Personnel based on number of
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persons indicated in the tender document and permissible

wages as per SSRs.
(7) In respect of major works, provision towards unforeseen
items at 2% and 0.50% towards quality control check shall
be made in the estimates.
(8) A lumpsum provision shall be made in the abstract
estimates towards insurance for the work, covering the
agreement period and the defect liability period, duly
ascertaining the amount of premium payable to the
insurance company.
(9) The seigniorage charges at the rates prescribed by the
Mines and Geology Department of the State Government
from time to time and leads of various building materials
from the approved quarries shall be taken into
consideration in working out the rate for each individual
item of the work in the detailed estimates.
(10)Provision for Value Added Tax (VAT) at the rate prescribed
by the Government from time to time, shall be made in the
abstract estimates.
(11) (a) The Annual Repairs estimates for different categories
of buildings shall be based on plinth area calculated as
per SSR of R & B Department.
(b) The repair estimate shall lapse on the last day of the
same financial year. Estimate for special repairs remains
current till the completion of the repairs in the same
manner as estimates for original works. The University
Engineer shall keep in his office, Standard Measurement
Books showing the detailed measurements of each
building which is usually taken up for Annual Repairs.
(12) In respect of development of a work which is held to be
necessary while it is in progress but is not fairly contingent
on the proper execution of the work as first sanctioned, a
supplementary estimate should be submitted to the
competent authority for sanction together with a full report
as to the circumstances which make it necessary. The
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University Engineer who submits a supplementary

estimate for sanction should see:
(i) that it is numbered consecutively with reference to the
supplementary estimates, if any, already submitted in
respect of the same work and
(ii) that the proposal for sanction shows the amount of the
original estimate, the amount of the previous
supplementary estimates already sanctioned or pending
sanction, and the total cost of the work, including the
amount of the supplementary estimate now submitted.
(13) When the original estimate is likely to be exceeded for
any reason by more than 10% or when a change of
design or plan is necessary, or on account of execution
of any item in excess of the estimated quantity, a Revised
Estimate shall be prepared as soon as the necessity
arises and before the completion of the work. The revised
estimate shall be got sanctioned by the authority
competent to sanction work for the revised cost of the
works, if it is beyond the powers of the authority which
sanctioned the original estimate.
(14) Any minor deviations within the sanctioned estimate
which do not necessitate the preparation of revised
estimate may be carried out with the sanction of the
Registrar or Vice-Chancellor in accordance with the
powers delegated in this behalf. Such deviations shall,
however, be shown in the form of revised work slip to be
kept on record along with the sanctioned estimate.
(15) The sanction to an estimate for a work shall be strictly
limited to the precise object for which the estimate was
intended to provide. Any anticipated or actual savings
on an approved estimate shall not be used to carry out
additional work other than incidental work arising out of
the main work, not contemplated in the original plan and
estimate for the work. The incidental work may be carried
out within the total sanctioned estimate with the approval
of the Registrar or Vice-chancellor or the Executive
Council within the limits of their powers.
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(16) When a work is likely to be spread over more than one

financial year, the budget allocation for that work shall be
limited to the value of work that is likely to be executed
during the financial year concerned and care taken to
provide balance of fund in the budget of subsequent year.
(17) The total of the works grounded in any year including
the works given through tender or nomination basis shall
not exceed the total budget allocation to the University
Engineer for that year.
(18) When a work is abandoned after partial execution due
to unavoidable circumstances and is proposed to be
taken up again, a fresh estimate shall be prepared for
the balance work to be executed, before the work is
restarted.
6.8.6 Method of Execution of Works
(1) Work should be executed only upto the limit granted by
administrative sanction. No excess work should be undertaken
without the sanction of a Competent Authority.
(2) (a) Works shall be executed in one of the following methods:
(i) Departmentally by the University engaging daily
labour.
(ii) By piece work agreement in K2 Form.
(iii) By an agreement based on lump sum tender system.
(iv) By entrusting to an agency on turn-key basis from
concept to completion.
(b) In respect of works proposed for execution departmentally,
the labour required for the work cannot be employed
directly but shall be engaged only through an agency.
(3) No work shall be commenced without proper authority. An order
to prepare an estimate is no authority for execution and no
work shall be commenced or expenditure in connection with it
incurred, until funds are provided.
(4) With regard to the execution of works, verbal orders shall not
be given by any authority, but where due to urgency or
inevitable circumstances such orders are given, they shall be
confirmed in writing after obtaining the sanction of the
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(5) The University Engineer or his subordinate who starts any

such work without a written order from higher authority or an
officer who issues a written order to start a work otherwise
than in accordance with the rules will be liable to be held
personally responsible for paying for the work done if it is found
that his action was not fully justified by very exceptional
circumstances.
(6) In the case of annual current repairs, where it is not possible
conveniently or economically to carry out individual items of
estimates departmentally, they may be got executed on
piecework contract.
(7) Petty works costing less than Rs.1,00,000/- (Rupees One lakh
only) shall be carried out either on regular contract basis (Lump
sum) or piecework basis (K2). All works costing more than
Rs.1.00 lakh and above or as prescribed by the competent
authority, which (i) demand technical skill and / or considerable
financial / material resource; and (ii) other works the execution
of which within a stipulated period is considered necessary
for financial or other administrative reasons, shall be in Regular
Lump sum Contract form No. V-53 of APDSS. In other cases,
depending on the nature of the work, the execution of the
work through K2 contract may be awarded by the competent
authority.
(8) The procedures for preparation of estimates, tender conditions
and awarding of contracts and the related financial limits are
changing very fast due to abnormalities in the prices and
experiences with the contractors in the execution of works.
Hence, the practices prevailing in the R&B department at the
time of preparation of estimates and the awarding the contracts
may be adopted for the university works.
6.8.7 Engaging Governmental Agencies/Consulting Architects
/ Structural Engineers / Civil Engineers / Project
Management Consultant in the execution of major
projects and works:
(1) (a) The University may, in order to ensure speedy and
effective implementation of works, entrust any or all
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construction projects of a specified value and above to a

Governmental Agency such as CPWD of Government of
India or PWD (R&B) Department of Government of Andhra
Pradesh on turn-key concept to completion method as
per terms and conditions agreed up on through a
Memorandum of Understanding. In such a case, the rules/
procedures of such Governmental Agency pertaining to
all matters connected with works will apply to the University
works also subject to overall control of the University on
time schedule for work, quality of work and inspection/
evaluation of work executed.
(b) In the case of Major works and Projects, the University
may engage consulting Architects / Structural Engineers /
Civil Engineering Firms for designing or preparation of
project reports or preparation of plans and estimates,
scrutiny of plans and estimates prepared by the University
Engineer or execution of works or supervision of works
executed by a different executing agency.
(2) For this purpose, the University may from time to time invite
letter of intent to be in the panel of Consulting Agencies, from
the Consultants / Consulting Agencies in the area of expertise
required by the University and have a list approved by the
Executive Council. This list shall be prepared after due
consideration of their experience and reputation, number of
projects / works executed for State or Central Government
Departments or Undertakings, Universities, their financial
stability, cost of the projects / works handled, their lead players
profile, etc.
(3) Whenever a project or a major work involving substantial
investment has to be executed, the University may invite
financial bids from the Consulting Agencies or Consultants in
the list, for specific services required. The Building Committee
will scrutinize the bids received and its recommendations are
to be placed before the Finance Committee / Executive Council
for final approval.
(4) The University shall prescribe the modalities including terms
of payment with regard to assignments
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(i) involving preparation of Project Report relating to a major

work or preparation of plans and estimates for major works
OR
(ii) scrutiny of plans and estimates prepared by the University
Engineer or others.
However, the claims of the Agency / Consultant shall be verified
by the University Engineer who shall pass the bill for payment
duly recording a certificate to the effect “that the claimant has
satisfactorily fulfilled conditions pre-requisite to the payment of
the amount now claimed”.
(5) Wherever the University has a teaching department for Civil
Engineering or Architecture, the services of the faculty members
may be utilized for the purposes of supervision, and quality
assurance of all construction works of the University.
6.8.8 Contracts
(1) The term “Contract” as used in this Chapter, does not include
agreements for the execution of work by “Piece Work”, nor does
it include mere ordinary purchase of materials or stores. All other
works executed pursuant to an agreement entered into, is termed
as “Contract Work”. In agreements for such work, there should
generally be a stipulation as to the rates, quantity of work to be
done, and the time within which it is to be completed.
(2) “Piece Work” is that for which only a rate is agreed upon without
reference to the total quantity of work to be done or the quantity
to be done within a given period. In respect of Piece Works,
the agreement shall be in K-2 contract Form No.V-51 of the
AP Detailed Standard Specifications (APDSS).
(3) The contract shall be either item rate or percentage above /
below the rates given in the notified schedule or lump sum for
the entire work. No contract shall have any commitment on
the University for supply of materials or other stores or for
providing tools and plants, machineries or vehicles for works,
to the Contractor.
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(4) (a) The University works, depending on their estimate contract

value, shall be entrusted to a Contractor registered as a
particular Class of Contractor in Public Works (R & B)
Department, Irrigation and Command Area Development
(I&CAD) Department, Panchayat Raj Department, Public
Health Department or in the University.
(b) The procedure of registration of contractors as prescribed
by the Executive Council has to be followed. The Register
of Registered Contractors shall be maintained by the
University Engineer.
(5) The following principles shall be followed by officers entering
into contracts:
a) The terms of a contract must be precise and definite, and
there must be no room for ambiguity or misconstruction
therein,
b) As far as possible, legal and financial advice should be taken
in the drafting of contracts and before entering into them
finally,
c) Standard forms of contracts approved by the Government
shall be adopted.
d) Terms of a contract once entered into shall not be materially
varied without the previous consent of the competent
authority,
e) No contract involving an uncertain or indefinite liability or
any conditions of an unusual character shall be entered
into without the previous consent of the competent
authority,
f) Whenever practicable and advantageous, contracts shall
be concluded only after tenders have been openly invited
and, in case where the lowest tender is not accepted by
the competent authority, reasons shall be recorded,
g) In selecting the tenders to be accepted, the financial status
of the individuals and the firms tendering must be taken
into consideration in addition to all other relevant factors,
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h) No contracts shall be entered into by University employees,

who have not been empowered to do so. Contracts regarding
which there are no definite rules or orders of Government /
University as to conditions, forms etc., shall be entered into
only after obtaining the sanction of competent authority, who
will take necessary legal and financial advice in each case,
i) Even in cases where a formal written contract is not made,
no order for supplies etc., should be placed without at least a
written agreement as to price and the time needed for supply/
completion,
j) Provision must be made in contracts for safeguarding
University property entrusted to a Contractor,
k) Provision shall be made in contracts to enable University to
cancel it with due notice,
l) A clause to the effect that the Contractor shall be responsible
for payment of compensation to any workmen under the
Workmen’s Compensation Act, shall invariably be inserted
in the Contract, duly executing an indemnity bond on a non-
judicial stamp paper of the appropriate value,
m) Necessary conditions should be incorporated for suitable
reimbursement to the contractors out of the lump sum
allocations made in the estimate for each of the items viz.,
Insurance premium for the work, appointment of Technical
Assistant, etc. The reimbursement shall be limited to the
extent of allocation in the estimate and shall be made only
on production of relevant documents. Failing to engage
the Technical Personnel, suitable penalty shall be imposed
on the Contractor. In the case of failure of the Contractor
to furnish the Insurance Policy, the University Engineer
shall take insurance policy at the cost of the contractor
and deduct the premium from the contractor’s bills. These
reimbursements are not permitted where the item rates
includes overheads as per standard schedule of the
rates,
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n) Time is the essence of the contract in respect of lump sum

agreements and a realistic period for execution of the work
shall be mentioned in the agreement and the power
reserved therein for cancellation of the contract and for
getting the work done by any other agency at the cost of
the Contractor in case of failure on his part to commence
the work in time or to maintain the rate of progress with
due diligence. Provision shall also be made in the
agreement for imposing penalty for breach of any
conditions of the agreement,
o) Work shall be executed strictly in accordance with the
specifications given in the approved estimates. The terms
of every agreement shall be strictly enforced and nothing
shall be allowed to be done that would tend to nullify or
vitiate any agreement,
p) There should be no provision for price escalation clause
in the contract. However, price adjustment is applicable
as per the government orders in vogue for materials like
steel, cement and bitumen used on the works carried out
within the agreement period only and shall not apply to
the work carried out beyond the agreed period of
completion. Such price escalation shall be limited to the
excess over the tender premium percentage,
q) Revision of rates in accepted agreements of any kind,
during the currency of such agreements is normally
prohibited. In exceptional cases, where there are sufficient
reasons to revise rates in current agreements, then the
University Engineer may obtain sanction of the authority
above that which accepted the agreements.
r) Every officer must, before initiating the legal proceedings
against a contractor, obtain prior approval of the competent
authority.
6.8.9 Advances to Contractors
(1) Advances to contractors are as a general rule prohibited.
However, the contractors for works exceeding Rs.1 crore of
estimated contract value are permitted to avail the facility of
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mobilization advance up to 10% of the value of the contract

against an unconditional and irrevocable Bank Guarantee. The
advance is recoverable at suitable rate of interest (Government
borrowing rate) in suitable installments on pro-rata basis from
the contractor’s bills.
(2) The mobilization advance may be released in two installments
(5% of contract value for labour mobilization and 5% of contract
value for machinery and equipment), first installment after
concluding the agreement subject to releasing the second
installment against a certificate to this effect by the University
Engineer when the work is in progress.
6.8.10 Contract Documents
1. Before a work is given out on a contract, the University
Engineer must prepare “Contract documents” to include:
a) A complete set of drawings showing the general
dimensions of the proposed work and, so far as necessary,
details of the various parts,
b) A complete specifications of the work to be done and of
the materials to be used and the Standard Specification
number of the relevant specifications of the A.P. Standard
Specifications shall be referred to in the schedule attached
to the Contract Document,
c) A schedule of quantities and rates of the various
descriptions of item of the work including all leads and lifts
up to the approved quarries.
d) A set of “Conditions of contract” including the preliminary
specifications of the APSS to be complied with by the
tenderer should form part of the contract,
e) The notice for invitation of tenders shall form part of the
agreement. It should, however, be ensured that the terms
and conditions specified in the notice for inviting tenders
do not in any way contravene the terms and conditions of
the standard format of agreement. Any additions or
alterations to rules / clauses of the notice for invitation of
tenders / agreement shall be got approved by the authority
competent to accept the tender, after obtaining legal
opinion.
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2. In respect of works of critical nature and great magnitude

involving special features, the contract deeds should be
prepared in consultation with the legal authority and got
approved by the Executive Council.
3. For every work given out on contract, an agreement on a non-
judicial stamped paper of the appropriate value shall be taken.
As soon as an agreement is entered into with the Contractors, it
shall be entered in a register of Agreements in Form 62 and
given a number and date and year.
6.8.11 Tenders
1. The tender notice shall invariably indicate the following
particulars:
a) The name and description of the Work,
b) Estimated Contract Value (ECV),
c) Time allowed for completion of the work,
d) The place where and the time up to which the tender
schedules can be obtained and the amount to be paid towards
the cost of tender schedule plus tax,
e) Place, date and time for submission of filled in tenders,
f) Place, date and time of opening of tender,
g) The amount of Earnest Money Deposit (EMD) to
accompany the tender and the balance amount of EMD
required in the case of the accepted tender,
h) The authority competent to accept the tender.
i) Right to accept or reject the tender without assigning any
reasons.
2. Contracts for works estimated to cost less than Rs.1,00,000/
- (Rupees one lakh only) may be given out on nomination
basis as per procedure prescribed without the invitation of
Public tenders in view of the urgency or any other reasons to
be recorded. In such case, the rates allowed should not be in
excess of the current schedule of rates. Splitting of the work
into pieces to avoid tenders and entrustment of each piece of
work on nomination basis is strictly prohibited.
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3. If the tender is of an unusual character / special nature, the

contract documents together with a copy of the proposed
advertisement for tender, and the form of the tender notice
shall be submitted to the Building Committee for consideration.
4. The limits fixed for receipt of tenders from the first
advertisement date shall be as follows:
(i) First call : 14 days from the date of notification
(ii) Second call : 7 days if there is no response to the first call
If the above time limit could not be adhered to, a special
permission of the tender accepting authority shall be obtained
for relaxation of time limit duly recording the reasons there
for.
5. No tenders shall be received after the expiry of the time
specified for receipt in the tender notice, even though these
are presented before the time fixed for opening of tenders.
6. On the date, time and place, all tenders received for the same
contract shall be opened by the University Engineer or any
other officer(s) nominated by the Vice-Chancellor in the
presence of such of the intending Contractors or their agents
as may choose to attend. The officers opening the tender
should keep a note of the total number of tenders received
and opened by them in Tender Opening Register in Form 63
or in a register of similar nature already being maintained by
the Engineering Department.
7. The Officers opening the tenders shall invariably date and
initial not only the corrections in the schedule of quantities,
rates, schedule of materials to be issued, specifications and
other essential parts of contract documents but shall invariably
date and initial all the pages of the Schedule of Quantities
irrespective of whether they contain or do not contain any
corrections, over-writings, etc. The number of such corrections
and over-writings must be clearly mentioned at the end of
each page of the Schedule attached to the tender paper and
properly attested with date. Any omission observed should
also be brought out clearly on each page of the Schedule.
8. The corrections and over-writings should be allotted separate
numbers i.e., corrections should start form 1, 2, 3, etc., and
over-writings should similarly start separately from 1, 2, 3 etc.
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9. In case where the Contractor has quoted rate in rupees and

paise, the word “only” shall invariably be added after the words
rupees and the addition should be initialed and dated with
suitable remarks at the end.
10. Where the Contractors have omitted to quote the rates in
figures or in words, the omission should be recorded by the
officers opening the tender on each page of the Schedule.
11. As a rule, no tenders for the execution of works of any
description shall be received unless accompanied by the
Earnest Money Deposit to the extent notified in the tender
notice.
12. The currency period of any tender shall not be more than 90
days. If delay in deciding the tender is inevitable, the consent of
the tenderer for agreeing to keep open the offer for a minimum
further period shall be obtained in advance from the tenderer.
6.8.12 e-Tenders
The procedure for tendering process for works worth of Rs. 1,00,000
and above shall be through e-Procurement as per the following
conditions:
1) The University should give a brief notification in the prominent
local newspapers and “Tenderla Samachar Patrika” in the
following format for all works whose estimated contract value
is Rs.1,00,000/- and above:
Name of the University
e- Procurement Notice
1. Name of the Work : ___________________________________
2. Estimated Contract Value : _______________(Rupees in lakhs)
3. Last date / Time for receipt : ____________________________
of tenders
4. Name and address of the: ______________________________
Univ. Engineer concerned
Further details can be seen @ e-procurement market place
@ “www.e-Procurement.gov.in”.
2) All the officers authorized to invite, open and approve the
tender shall mandatorily login to e-Procurement mode using
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their digital certificates issued by the service provider to carry

out transactions in e-Procurement platform.
3) The University shall direct the suppliers / contractors registered
with it to obtain digital certificates from the service provider on
payment of requisite charges.
4) All the suppliers / contractors have to mandatorily login to e-
Procurement website through secure mode and authenticate all
their electronic transactions using digital certificates (signing
certificate – single key pair) obtained from the service provider.
5) The bidder shall authenticate the bid with his digital certificate
for submitting the bid electronically on e-Procurement platform.
The bids not authenticated by digital certificate of the bidder will
not be accepted on the e-Procurement platform.
6) The participating bidders will pay the transaction fee as prescribed
from time to time to the service provider through payment
gateway service on e-Procurement platform, at the time of
submission of bids.
7) The University shall collect prescribed fee from successful bidders
on e-Procurement platform towards e-Procurement fund,
before entering into agreement / issue of purchase orders.
This charge is in addition to the transaction fee paid by the
bidder.
8) The officers vested with tender opening powers shall obtain
dual key pair digital certificate i.e., two digital certificates
comprising a signing certificate and an encryption certificate.
9) All other officers shall obtain only one digital certificate i.e.
signing certificate (Single key pair).
10) The cost of the digital certificate issued to the officers will be met
from the e-Procurement fund.
11) The intending bidders should upload the scanned copies of all
the relevant certificates, documents, EMD (DD / Bank Guarantee)
etc., in the e-market place in support of their technical bids. The
evaluation of technical bids may be done in the first instance on
the basis of the documents uploaded through online only. The
technical bids will be evaluated against the specified
parameters / criteria and the technically qualified bidders will
be identified and the results displayed on the e-market place
which can be seen by all the bidders who participated in the
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tender. Thereafter the price bids of all the technically qualified

bidders will be opened by the University Engineer in the
presence of Registrar / Finance Officer on the specified date
and downloaded for comparative tender analysis.
12) The successful tenderer will be displayed on the e-market
place. The successful price bidder will have to submit hard
copies of all uploaded documents including Demand Draft /
Bank Guarantee towards Earnest Money Deposit to the tender
inviting authority before entering into an agreement within the
stipulated date. The University Engineer will not take any
responsibility for any delay or non-receipt of original
documents. On receipt of the documents, University Engineer
shall ensure the genuinity of the documents submitted in
support of the qualification criteria before concluding the
agreement.
13) If any successful bidder fails to submit the original and hard
copies of the uploaded documents within the stipulated time
or if any variation is noticed between the uploaded documents
and the hard copies submitted by the bidder, the successful
bidder will be suspended from participating in the tenders on
e-Procurement platform for a period of 3years. The e-
Procurement system would deactivate the user ID of such
defaulting bidder based on the recommendations of the tender
inviting authority. Besides this, the University Engineer shall
invoke all processes of law including criminal prosecution of
such bidder as an act of extreme deterrence to avoid delays
in tender process. This clause may be prominently displayed
in all tender notifications.
14) If for any reason the successful bidder is not in a position to
conclude the agreement, the next lowest price bidder may be
contacted for entering into the tender agreement. This process
may be repeated till all the price bidders are exhausted. If
none takes up the work, the competent authority may either
re-notify the tender or keep the work on hold.
15) Negotiations with the tenderers are not permitted to be
conducted at any level.
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16) All the existing codal rules, Government Orders, Executive

instructions applicable to the processing of conventional tenders
are equally applicable to the tenders through e-Procurement also.
6.8.13 Comparative Statement of Tenders Received
1) As soon as the tenders are opened, the University Engineer will
prepare a comparative statement showing the rates quoted by
the various tenderers. After completion of evaluation of tenders,
the comparative statement may be placed before the Building
Committee for clearance and its recommendations are to be
placed before Finance Committee / Executive Council for
approval.
2) Normally, the lowest tender should be accepted after ascertaining
the capacity of the contractor. For all works, the ceiling of tender
premium shall be 5%. As per the guidelines, even after two
calls if the tender premium is more than 5%, the matter shall
be referred to the Building Committee and the Committee may
order for a fresh call or may constitute a Committee to award
the work on selection basis to a reputed contractor on the
basis of past performance.
3) In cases where it is decided to accept a tender other than the
lowest, the decision shall be taken by the Building Committee,
duly recording the reasons in the proceedings.
4) The University Engineer is responsible for the safe custody of
accepted tenders and contract agreements. He shall keep a
detailed record of such agreements in Form 62. He is authorized
to issue certified copies of tenders and agreements to Contractors
for reference on payment of fees prescribed by the University
and while doing so, he should verify if the copies are correctly
transcribed from the original and sign the copies himself.
6.8.14 Procedure for award of works on selection / nomination
basis
a) Entrustment of works on selection basis
(1) When the notification inviting the tenders fails to receive any
response and a second invitation does not improve the position.
(2) When the tenders received are found to have abnormally high
percentage or within the permissible ceiling limits prescribed but
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under collusion or due to unethical practices adopted at the

time of tendering process, have to be rejected. When such
situation arises that even for second tender call, the reasonable
percentage in fair and free environment is not received.
(3) In both the above situations, the works will be entrusted on
selection basis from out of the list of contractors who are
possessing the eligibility criteria as specified in the tender
document with proven track record will be selected in turns of 5
contractors at each time and will be asked to file their price bids
at a specified place and time before the Building Committee.
The committee shall assess the reasonableness of percentage
quoted from among the bids received and recommend to the
competent authority to award the work.
b) Entrustment of works on nomination basis:
For giving works on nomination basis, lists of contractors with good
track record will be prepared. In preparing these lists, the volume of
works done, quality of works done by them, the infrastructure
possessed by them and also works on hand and their capability will
also be considered. The list of contractors should be prepared and
published in advance regularly i.e., once in 6 months, with the
approval of the Building Committee. From these lists contractors
will be called for negotiations in groups of 5 in rotation. The contractor
offering to do the work at the lowest rate will be given the work.
Time allowed for selection by the Tender Opening Committee will
be 5 days.
6.8.15 Earnest Money Deposit and Security Deposit
1. Security Deposit shall in all cases be taken for the due
fulfillment of a contract in terms of clauses of Preliminary
Specifications (PS) to A.P. Detailed Standard Specifications
(APDSS). This security may be in the form of
a) a crossed demand draft for the Earnest Money Deposit
accompanying the tender,
b) a deduction of percentage fixed from the payments made on
account of work done towards Security Deposit.
2. The Earnest Money Deposit is the guarantee of the tenderer
to enter into the required agreement on intimation of
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acceptance of his tender. The amount of earnest money shall

be paid by the tenderer to the University as indicated in the
tender notice. In the event of any tenderer failing to enter into
agreement, the EMD shall be forfeited. The EMD and the
Security Deposit withheld from each running account bill are
intended to safeguard the interest of the University to ensure
the completion of the work to the satisfaction of the University.
3. The rates at which the Earnest Money Deposit and Security
Deposit (Retention amount) required to be taken on the value of
the work shall be as follows:
(i) For the works costing less than Rs.50.00 lakhs, the EMD
should be in the shape of crossed demand draft only.
(ii) For the works costing more than Rs.50.00 lakhs, the EMD
can also be paid in the shape of Bank Guarantee obtained
from any Nationalized Bank.
(iii) Additional Security Deposit in respect of Discount Tenders
who have quoted 25% less than the estimate contract value,
has to be collected in the shape of a Bank Guarantee or
DD for the difference amount between the tendered amount
and 75% of the estimate value and the same may be
released only after completion of the entire work.
(iv) EMD shall be collected in respect of Nomination works as
in the case of K2 contracts. In cases where 1½ % of the
value of the work is not collected at the time of concluding
agreement, deduction must be made from each bill at 5%.
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(v) In addition to EMD, 2½% of the total value of work done

should only be withheld from the final bills of the contractors
in respect of LS contracts, releasing the balance amount of
retention amount.
4. The Earnest Money received in the form of demand drafts along
with the tenders shall be kept in the custody of the University
Engineer till the tender is finalized. He shall return the demand
drafts of the unsuccessful tenderers after finalization of the
tender. The demand draft in respect of the successful tenderer
shall be taken to Deposit account and necessary entries made
in the Deposit Register in Form 9.
5. No interest shall be allowed on these amounts.
6. The EMD & Security Deposit shall be refunded to the
Contractor after the defect liability period of 24 months from
the date of completion of the work in terms of the agreement.
6.8.16 Issue of work order, Sub-contracts and Revision of Rates
(1) Issue of work order: on acceptance of the tender, the University
Engineer shall ensure that necessary contract document in the
prescribed form is signed by the Contractor and the competent
authority of the University, at the earliest. Besides, he shall also
ensure that “Work Order” is issued to the Contractor to commence
and complete the work as per the time schedule indicated in the
contract agreement.
(2) Sub-Contracts: If the prime contractor desires to sub-let a part
of the work he/she should submit the same at the time of filing
tenders itself or during the execution, giving the name of the
proposed Sub-Contractor, along with details of his qualification
and experience. The Tender Accepting Authority should verify
the experience of the Sub-Contractor and if the Sub-Contractor
satisfies the qualification criteria in proportion to the value of
works proposed to be sub-let, he/she may permit the same.
The total value of works to be awarded on subletting shall not
exceed 50% of contract value. The extent of subletting shall
be added to the experience of the subcontractor and to that
extent deducted from that of the main contractor.
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(3) Revision of Rates: Revision of rates in accepted agreements

of any kind during the currency of such agreements is normally
prohibited. The power of Departmental Officers to revise rates
shall be limited to rectification of bonafide mistakes or errors in
original agreement such as clerical or typographical errors.
Whenever revised rates in any agreement are sanctioned, the
increased rates will have effect only from the date of sanction
of such revised rates, unless it is specially stated by the
sanctioning authority that they shall have retrospective effect.
Any revision shall take place on the recommendations of the
Building Committee only.
6.8.17 Granting Extension of time for completion of works
(1) The authority competent to accept the tender of a Contractor
is also competent to give extension time for the performance
of the contract work according to the powers delegated to it /
him subject to the following conditions:
(i) When work is obstructed by natural calamity or by any
action on the part of the University,
(ii) When the delay is on account of some unforeseen
obstacles in executing work for which the Contractor is
not responsible.
In the above cases, the extension of time for execution of
work will be limited to the actual working period lost, plus 25%
of that period.
(2) In other cases, the University Engineer shall carefully examine
the causes and assess the period of delay for each of the
case precisely, before submitting the proposal for extension
of time to the competent authority.
(3) If the Contractor had failed to commence the work on the
stipulated date or had stopped work intermittently without
intimation to the University Engineer and this had resulted in
delay, action shall be initiated to levy penalty for the delay.
(4) For the delay in completion of the work by the Contractor,
where the delay is attributable to the Contractor, the penalty
shall not exceed 5% (five percent) of the total contract amount.
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(5) While granting extension of time, actual time required for the
completion of balance of work shall be taken into consideration.
(6) If a contractor fails to execute the contract or executes
unsatisfactorily or is proved to be responsible for construction
defects or violates any important conditions of the contract or
is litigious by nature, the University will take action to blacklist
the contractor to prevent him from tendering for future works.
6.8.17(A) Quality Control of Works
1) The Government in G.O.Ms. No. 325 Fin(IF) Dept. dt.21-11-
2006 entrusted the quality control work of Universities to the
quality control unit of the R&B Department.
2) The Contractor and the University Engineer(s) in charge of
construction / maintenance are responsible for the quality of
construction / maintenance. The departmental executing
Engineers will act as Quality Assurance Engineers. The Quality
Control Officials are accountable for the quality of the work for
which certification is issued by them. They should also act as
Quality Audit Engineers.
3) For all works costing more than Rs.2.00 crores, the Contractor
shall submit quality plan and also show proof of owning Quality
Laboratory or having tie-up with an established Quality
Laboratory. The details of Quality Control Test Equipment
required should be incorporated in the Tender Documents.
The equipment needed should be standardized by individual
departments depending on nature of work.
4) All the major contractors should be encouraged to have ISO
certification and those having the same may be given preference
in awarding of works.
5) One of the Deputy Executive Engineers of the University be
kept in charge of design and internal quality control.
6) In case of University works entrusted to the CPWD, the quality
of work may be checked by the Quality Control staff of
Departments / Institutions other than CPWD.
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6.8.18 Completion of Work

(1) The Contractor shall inform the University Engineer in writing
as to the date of completion of a work and the University
Engineer shall inspect and confirm the same. Such date shall
be reckoned as the Date of Completion for all practical
purposes and not the day on which the final measurements
are recorded.
(2) A completion report in Form 64 shall be prepared by the
University Engineer within a period of 3 months after the actual
date of completion of work as per the terms and conditions of
the agreement and placed before the competent authority. The
fact of completion of work shall be recorded in the Register of
Works. If there are excesses or deviations from the original estimate
during the execution of the work, the revised estimate also shall
be prepared and submitted to the competent authority for
regularization. The fact of regularization shall be recorded in the
Register of Works.
(3) The fact of the completion report having been furnished by the
concerned officer does not in any way absolve the official in-
charge of the works from exercising their normal supervision
/ checks in respect of proper execution of works / scrutiny of
the claims, if any, made by the contractor.
6.8.19 Closing the Account on Completion of Works
(1) It is important to close and settle the accounts of works as
soon as possible after the actual work of construction is
completed. If there is necessarily any delay in the closing of
the accounts, it should be seen in particular, that further
charges are not incurred without the permission of the Vice-
Chancellor.
(2) Before the accounts of a work can be closed on its completion,
it should be ensured that all outstanding liabilities have been
liquidated and the balances under the suspense heads,
amounts debitable to the contractor are cleared. If the whole
or any part of the expenditure is recoverable from the colleges,
departments and other funding agencies, action should be
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taken to complete the necessary recovery before the accounts

of the work are closed.
(3) Whenever the final bill is held up for want of sanction to the
revised estimate, the University Engineer should ensure that the
revised estimate is got sanctioned by the competent authority
at the earliest.
6.8.20 Measurement Books
(1) The Measurement Book shall be the most important record
since it forms the basis for all payments.
(2) Payments for all work done and for all supplies required for
specific work shall be made on the basis of measurements
recorded in measurement books in Form 65 or any other
format designed for the purpose. These books shall be
numbered serially and their account maintained by the
University Engineer. The pages of each book shall also be
machine numbered.
(3) A stock register of measurement books shall be maintained
by the University Engineer in Form 66 showing the printed
number on each book, the name of the person to whom it is
issued, the date of issue and the date of return.
(4) Each set of measurements shall commence with the entries
indicating following details:
In the case of works contracts:
(i) Full name of the work
(ii) Location of the work
(iii) Name of the Contractor
(iv) Work order number and date
(v) Number and date of agreement
(vi) Work Code
(vii) Date of commencement and scheduled date of completion
of work and
(viii) Date of measurement
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In the case of supply of materials:

Purpose of supply in one of the forms applicable to the case:
(i) “Stock” (for all supplies for stock purchases)
(ii) “Purchases” for issue to works (name of the work to be
given)
(iii) “Purchases” for issue to the Contractor (name of the work
to be given as in the work estimate)
(iv) Spot of delivery
(v) Name of supplier
(vi) Number and date of his agreement
(vii) Number and date of supply order
(viii) Date, quantity, value of actual supplies and
(ix) Date of measurement
(5) Entries shall be recorded continuously and no blank pages
should be left torn or torn out. If any pages are left blank
inadvertently, they should be cancelled by diagonal line and
attested and dated. The entries shall ordinarily be made at
the work spot, in ink. No entry shall be erased or overwritten.
If a mistake is made, it should be corrected by crossing out
the incorrect words and figures and inserting the corrections,
which shall be initialed and dated. The Engineer concerned
shall also fill up the figures for the ‘contents or area’ column.
Each set of measurements shall end with the dated signature
of the person taking the measurements. The signature of the
contractor should also be obtained in token of acceptance of
the measurements.
(6) If the measurements are taken in connection with running
contract account, on which work has been previously
measured, he shall give cross reference to the last set of
measurements recorded. If the work has been completed, this
fact shall also be noted in the Measurement Book.
(7) In the case of petty miscellaneous works with regard to which
measurements are not feasible, the University Engineer shall
countersign on the bill for the work actually done.
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(8) Before recording the measurements, the person taking

measurement shall ensure that the work done or supplies made
are fully in accordance with the prescribed specifications.
Measurements of all works even original construction and
repairs shall in the first instance be taken by the Engineering
Subordinate (AEE / AE) in-charge of the works and check
measured by the Deputy Executive Engineer to the extent of
not less than 75% of the items measured and initialed by him
in token of check measurement. The University Engineer shall
test check the measurements to the extent of not less than
25% of the measured items and initial the items checked by
him. Check measurement is intended to detect errors and
prevent fraudulent entries. It should therefore be done with
discretion. In selecting the items for check measurement, the
items, which appear most likely to be incorrect and most easily
susceptible of fraud and those, which seriously affect the total
of the bill if inaccurate, should be selected for check
measurement. If any differences are found during check
measurement, a note of explanation shall be recorded.
(9) The University Engineer shall ensure that the subordinate
officers responsible for getting the works executed, record
the measurements immediately after the work is completed
so as to prevent loss on account of the work done becoming
not susceptible of measurement after lapse of time.
(10) Wherever Standard Measurement Books in respect of
permanent buildings are maintained by the University
Engineer, they shall be numbered in alphabetical series so as
to make them distinguishable from other Measurement Books.
A separate account of these Measurement Books shall be
maintained in Form 67. The original Standard Measurement
Books shall be in the custody of the University Engineer.
Certified extracts of the quantities shall be given to the
subordinate engineering staff to facilitate preparation of
estimates, execution of works including preparation of bills.
(11) As Measurement Books are important accounts documents,
to avoid loss of Measurement Books and also to keep track of
its movement from office, a record of movement of
Measurement Books shall be kept in Form 68.
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(12) When a Measurement Book is lost in transit or elsewhere, a

report shall be sent immediately to the Registrar by the
University Engineer narrating the circumstances along with
the explanation of the concerned. The Registrar, after due
enquiry may sanction write off of the Measurement Book with
the concurrence of the Finance Officer.
(13) The University Engineer shall furnish a certificate every year
by 15th of April to the Finance Officer certifying as to the number
of Measurement Books in stock at the beginning of the
previous financial year, number of Measurement Books
received during the year, number of Measurement Books
issued, and balance available in stock.
6.8.21 Materials –at-site accounts
(1) The materials required for the works are either drawn from
stock or purchased specifically for a work. They are issued to
the contractors with whom agreements in respect of completed
items of works i.e. both labour and material have been
executed. They are also issued for the work done
departmentally or by contractors whose agreements are for
labour only. The materials should be drawn only when actually
required and to the extent of actual requirements. An account
of all the materials brought on to the site of the work shall be
maintained in Form P.W.A.XXV or any other format designed
for the purpose showing the quantities and the source from
which the materials have been received, and their issues to
the work as the transactions occur. This account shall be kept
both by quantities and values in the case of the works whose
accounts are kept by sub-heads and only by quantities in other
cases.
(2) The materials brought on to the site of the work shall be shown
as receipts in the materials-at-site accounts giving brief references
in the Measurement Book and the source from which the materials
were received. The cost of the materials brought to the site of the
work shall be debited to the suspense head “Materials-at-site”
in the work for which detailed accounts are maintained by sub-
heads by credit to stock or another work from which they are
216
transferred, otherwise the cost of materials should be treated

as a final charge on the work by credit to the source from
which the materials are received. The quantity of materials
shall be treated as a minus receipt when they are transferred
to stock or another work.
(3) They are issued to the contractor after obtaining an unstamped
receipt (USR) for the materials made over to him. The cost of
the materials at such rates as may be determined shall be
debited to his personal account by charge to the head
“Contractors- other Transactions” in the works accounts by
credit to head “Materials –at- site”. The issues of the materials
should be solely for the bonafide requirements of the works.
(4) Unused balances of the materials at site should be verified at
least once a year. Whenever this verification is done, a report
of verification of materials should be prepared and sent to the
Registrar. On completion of work, the surplus materials at site
should be disposed of without delay by transfer to other works
or otherwise in the manner laid down in chapter IX of these
rules.
6.8.21(A) Muster Rolls:
1) When any work is done by daily labour, a muster roll shall be
maintained in the prescribed form by the official in charge of
the work.
2) A separate muster roll shall be maintained for each work which
has been separately estimated for. All the muster roll forms
shall bear the name of the work for which the muster is used.
3) The muster roll which is the initial record of the labour employed
each day on a work shall be written up daily by the concerned
Engineer.
4) Daily reports of labour showing the number of workers
employed on each work on each day shall be sent to the
University Engineer. These reports shall be used to check the
muster rolls when presented for payment. Labour employed
daily may be checked as often as practicable and at least
once during the period of the muster roll by the Deputy
Executive Engineer in charge of the work.
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5) The description of the work shall be lucid for easy identification

and check.
6) Whenever the muster is closed, the work turned out shall be
measured and the cost of the work shall be calculated as per the
SSR and the wages paid to labourers compared. It shall always
be ensured that the cost of labour employed for execution of
work departmentally does not exceed the cost calculated as per
SSR.
7) Where the work turned out is not susceptible of detailed
measurements, payment may be made on the certificate of the
Officer in charge of the work to that effect.
8) The wages shall be disbursed after the nominal muster roll is
presented by the University Engineer and passed by the Finance
Officer for payment and acknowledgement of each labourer
is obtained at the time of payment by maintaining an
Acquaintance Register for the purpose.
6.8.22 Conditions of Payment to Contractors
(1) No payment shall be made to a Contractor in respect of any
work, unless the same has been measured and accounted in the
measurement book.
(2) The items of work should be executed by the Contractors with
all leads and lifts up to the quarry charts specified in the
agreement. Extra charges for further lead shall be paid to the
Contractors separately, only where the lead involved is beyond
the stipulated quarry.
(3) Delay in payment to the Contractors shall be avoided to the
maximum extent, especially in respect of small works. Bills
shall be paid within a week of its receipt in the Finance Branch.
(4) Reduced rates may be paid in running bills, depending on the
state of work. However, at the time of passing final bill, if any
reduced rate is paid, justification for such reduction shall be
reported and got approved by the competent authority.
(5) The contractor is bound to execute all supplemental items
that are found essential, incidental and inevitable during the
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execution of the work. Payment for such items shall be

regulated as detailed below:
i. Excess quantities of the agreement items - @ the
estimated rates +/- the tender premium accepted by the
ii. New items directly deducible from similar items in the
agreement - @ the rates derived by adding to or subtracting
from the estimated rate of such similar item, the cost of
difference in quantity of material or labour worked out as
per SSR adopted in the sanctioned estimated +/- tender
premium.
iii. New items, which do not correspond to any items of the
agreement - @ the rates worked out as per SSR +/- tender
premium.
(6) Final bill shall be authorized only after work has been
completed to the satisfaction of the University Engineer and
the Engineer shall issue the work completion certificate.
6.8.23 Preparation of Bills for payment
(1) For making payments to the Contractors for works and
materials supplied, bills shall be prepared in the following forms
mentioned in the AP Public Works Accounts Code.
a) PWA - XVIII - for making payments to
contractors
(First and Final bill) and to suppliers, when a single
payment is made to a job or contract
on its completion.
b) PWA - XIX - for advance payments as well as
(Running Account Bill–A) payments for measurement works
to contractors (for work only).
c) PWA – XX - For payments for works or
supplies
(Running Account Bill–C) actually measured.
Note: In respect of b) and c) final payments must be made on
the same forms printed on yellow paper, which should not be
used for intermediate payments.
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d) PWA-XXI - For intermediate payments to

(Running Account Bill) contractors on lumpsum contracts.
e) PWA-XXII - For final payments to contractors on
(Final Bill) lumpsum contracts.
(2) For miscellaneous payments and payment of advances, for which
none of the forms mentioned above are suitable, the bill shall be
prepared in Hand Receipt Form 69.
(3) Bills shall be prepared in duplicate in the prescribed forms.
Every bill shall bear reference to the number and page of the
measurement book in which the measurements of the work
are recorded. The name of the Contractor or Supplier, name
of the work or purpose of supply, serial number of the bill and
reference to the agreement or sanction should invariably be
recorded by the AEE / AE. The bills shall be thoroughly checked
by the Engineering Unit which will ensure that the works have
been executed under proper authority and in accordance with
the prescribed standards and specifications, that the quantities
have been correctly measured, check measured and worked
out, that the rates and calculations are correct and other
conditions of contract are fulfilled and that the excesses or
extra items, if any, are covered by the required sanctions. It
will also ensure that the bill is complete in all respects including
arithmetical accuracy in respect of quantities measured, rates
allowed and recovery of dues from the Contractor. Thereafter,
the original bill shall be countersigned by the University
Engineer for payment and transmission to the Accounts
Section for making payment.
(4) The Accounts Section in the Finance branch will further
scrutinize the bills thoroughly with respect to initial records,
estimates, sanction orders, tender files and shall also ensure
that budget provision exists to meet the expenditure and
prepare cheques drawn in favour of the Contractor, which shall
be given to the University Engineer for delivery to the
Contractor or the supplier. The University Engineer shall obtain
the acknowledgement / voucher of the Contractor in duplicate
for the receipt of the cheque and forward one copy to the
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Finance Section for record. As soon as the payments are made,

the vouchers will be filed chronologically. The Engineering
branch shall note the details of the voucher number, date, the
amount for which it is passed, amount adjusted and the net
amount paid along with cheque details in the duplicate copy
of the bill. The payment may also be made in the form of
demand draft or through online remittance to his/her bank
account on request from the contractor duly recommended
by the University Engineer.
(5) When a running 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 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 should be taken on the
bill, in the Contractor’s ledger account and other relevant books
of account. The Contractor should also be immediately
informed that the payment so made is an advance payment
and excess payment made, if any, is liable to be recovered
from him. While making payment for the remaining amount in
full settlement of the bill, the amount paid in advance shall be
adjusted in the books.
(6) At the end of every year, all documents connected with each
work shall be filed by the Engineering Department in the following
chronological order, namely:
(i) True copies of the original estimate and revised estimate, if
any
(ii) Original tender document by which the work was awarded
to the contractor
(iii) Contract Bond/Agreement/Supplementary Agreement, if
any
(iv) Deviation statement, if any
(v) Duplicate copies of vouchers, (Works bills or Hand
Receipts)
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(vi) Remarks/inspection reports of the University Engineer,

(vii) Completion certificate, in Form 64 signed by the University
Engineer.
6.8.24 Works Abstracts
All the transactions relating to each work should be posted day by
day from the cash book and the connected bills of Contractors and
Suppliers, cash refunds etc., in the following forms and a monthly
account is compiled.
i. Form PWA-10, if the accounts of the work are required to be
kept by subheads of the work
ii. Form PWA-11 if they are not required to be kept subhead-
wise.
In the case of petty works, the accounts of which do not involve suspense
transactions, e.g. Advance payments, other transactions for which
estimate, account and completion reports are prepared on single
form, no separate works abstract need be prepared. Ordinarily, there
should be one works abstract for each work. If, however, the estimate
is for a large work, which is divided into several sub-works, a separate
works abstract may be prepared for each sub-work. When works
abstracts are prepared for sub-works or parts of an estimate, the
transactions relating to each sub-work should be posted separately
and an abstract for the entire work should be prepared, so as to
verify whether the total expenditure incurred on the entire work
(including sub-works) is within the provisions of the sanctioned
estimates.
When the number of subheads of an estimate is large, it will be
convenient to assign a number to each subhead and to prefix the
number to the relevant subhead wherever it is used on vouchers,
works abstracts, register of works or other accounts.
The account of each subhead in the works abstract should ordinarily
exhibit:
i. Amount : total charges finally classified under the subhead.
ii. Progress : total quantities executed from time to time.
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iii. Unit cost : cost per unit on the basis of the amount and
progress.
The maintenance of works accounts by subheads is unnecessary
for all repair works whatever the cost may be.
When the University Engineer considers that the circumstances of
the work render such accounts useless or impossible to maintain,
he shall obtain the approval of the Finance officer for waiving the
maintenance of accounts of the work by subheads.
6.8.25 Registers of Works
The Registers of Works are maintained in Forms PWA-12 and
PWA-13 corresponding respectively to the two forms of works
abstracts PWA-10 and PWA-11. The object of this register is to get
an analysis of the cost of sub-works and subheads so as to make it
possible to determine the rate of cost of work and foresee as far as
possible excesses over estimates.
(1) A permanent and collective record of expenditure incurred on
all (Major and Minor) works carried out during the year shall
be maintained in the Register of Works in the University
Engineer’s Office. The Register of Works shall be posted
monthly from work abstracts.
(2) The total allotment for the year for each work shall be noted
at the top of the page and any additions or reductions made
during the year shall be noted with the authority there for. If
the supplementary estimates are sanctioned, the items of sub-
heads shall be entered below those of the original estimates
and both shall be totalled.
(3) It shall be the duty of the University Engineer to keep a watch
over the progress of the work and to ensure that the
expenditure is kept within the sanctioned estimate. If the
expenditure is likely to exceed the estimate and budget
provision, the University Engineer shall bring this to the notice
of the competent authority and propose revised estimate and
additional provision for the work.
(4) These registers 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
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estimate, total allotment for the year, expenditure incurred

against it and the progressive expenditure on the work. In the
case of repairs, the works accounts will be closed at the end
of 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.
(5) The Register shall be provided with an index, which shall be
subdivided under the several heads and shall be kept neatly
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 current 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 initialed by the officer-
in-charge. Any changes subsequently made and the amounts
of revised or supplementary estimate shall be similarly
recorded.
(6) When a work is completed, the fact of the receipt of the
completion certificate shall be noted in the remarks column of
work abstracts and Register of Works, in red ink.
6.8.26 Contractors Ledger
(1) The accounts relating to contracts shall be maintained in the
Contractors Ledger in Form 70 by the University Engineer,
allotting separate folios or set of folios for each of the
Contractor for whom a personal account is maintained.
(2) If any materials are issued to the Contractor or any on account
payments are made on his behalf, the same shall be posted
in the ledger to the individual account of the contractor. In
respect of works or supplies for which payment will be made
on First and Final bill, the same need not be entered in the
ledger.
(3) Wherever materials are issued to the Contractors by the
University, the University Engineer shall follow the provisions
laid down in the AP Public Works Department Code.
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(4) The ledger accounts of each contractor should be closed and

balanced monthly. The closing balance of each personal account
should show the amount outstanding in respect of each separate
work executed by him/her.
(5) Whenever a Contractor requisitions for an extract of his/her
running account bill or his/her account in the Contractors Ledger,
the same shall be furnished by the University Engineer. The
Contractor should be encouraged to look at his/her account
in the ledger and sign in token of having seen and accepted
it.
6.8.27 Stores of Public Works
The University shall follow the Purchase Rules of the University for
purchase of materials required for Works also.
Procurement of stores/materials related to the execution of
maintenance works shall be processed by the Central Purchase
Committee as per procedure prescribed. However, the Vice-
Chancellor may constitute a specific purchase committee for
purchase of engineering materials upto a value specified, beyond
which the requirements shall be placed before the Central Purchase
Committee.
6.8.28 Coding of works of the University
(1) With a view to keep track of the works executed by the
University, its progress, payments made from time to time, its
liability and its final closure, a works database shall be created
with a unique work code for each of the work.
(a) The University Engineer shall, as soon as a work is proposed
to be executed and cleared by competent authority, submit a
Work Code Application Form in the format given below and
forward it to the Finance Officer for assigning a Work Code.
This shall be sent to Finance Officer in duplicate before
processing for technical sanction.
225
(b) On receipt of the application for Work Code, the Finance Officer
shall examine the proposal and after ensuring that work is
approved by the competent authority and the funds required
for the execution of the work are available or could be provided
under the Budget Head of Account proposed by the University
Engineer or some other relevant Budget Head of Account,
shall assign work code to the work proposed and indicate the
same in the Endorsement portion of the Work Code Application
Form besides noting the Budget Head of Account under which
the expenditure has to be booked.
226
(c) The Finance Officer shall retransmit one copy of the Work
Code Application Form with his endorsement to the University
Engineer, filing the other copy in the relevant file. The relevant
details shall be entered in the Works Module if accounts are
computerized or in a separate Work Code Register in Form
71.
(d) The Finance Officer shall obtain monthly report in ‘Works
Updation Report’ in Form 72 from the University Engineer and
update his works database.
(e) In the monthly Works Updation Report furnished by the University
Engineer, information in respect of works for which Work Orders
/ Letter of Intent are issued, the works for which tender process
has been commenced, the works for which tenders have been
finalized but work orders yet to be issued, works which have
been commenced, works which have been completed during
the month with dates, etc., shall be furnished.
(f) The Finance Officer shall enter the details of payment towards
works in the Works Module or Work Code Register as the case
may be, from his cashbook. The Works Module / Work Code
Register should give a comprehensive picture of the works of the
University, their current status, payments made as on a given
date and the outstanding liability.
(2) Coding of Works
(a) Each work shall be assigned with unique 13 digit alphanumeric
code based on a coding logic. The coding logic shall be as
indicated below:
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(b) The First and Second digits shall indicate the location where
the work is proposed to be executed. Depending on the places
where campuses are located, two Alphabets may be assigned.
For e.g., in Osmania University, there are several constituent
colleges located at different places namely, OU Campus,
Hyderabad, PG Science College, Masab Tank and Nizam
College, Gunfondry. They may be assigned OC, PM and NG
respectively. If the University is located in a single campus,
then the location may be with reference to the premises where
the Departments are situated.
(c) The Third and Fourth digits shall indicate the year in which
the work is approved. For e.g. if the work is approved in the
year 2012-13, this shall be indicated as 13 in the third and
fourth places.
(d) The Fifth digit shall indicate the nature of the work proposed.
That is, whether it is new work – represented by the letter ‘N’ or
an Improvement work-represented by the letter ‘I’ or maintenance
work represented by the letter ‘M’. This will enable management
to easily classify the works as Capital or Revenue Expenditure.
(e) The Sixth, Seventh and Eighth digits shall indicate the key letters
of the Department which is going to be benefited i.e., the
beneficiary Department. For the purposes of easy identification
of the courses of study, the Sixth digit may indicate ‘A’ for Arts
and Humanities faculties, ‘S’ for Science faculties ‘E’ for
Engineering courses, ‘M’ for courses in Medicine, etc.
(f) Ninth digit shall indicate the source from which the expenditure
on that particular work is met out of i.e., State Government
grants-General fund represented by the letter ‘S’, State
Government Development grant represented by ‘D’, Central
Government grant represented by ‘C’, University Grants
Commission’s grants-represented by ‘U’, Own resources
represented by the letter ‘R’ and Other grants represented by
‘O’.
(g) The Tenth and Eleventh digits shall indicate the type of asset
affected by the work proposed i.e., LD-if it affects land BD-if it
involves construction/ improvements/ repairs of buildings PR-
228
if the work involves formation, improvements, repairs,

beautification of parks and gardens. PG- if it concerns play
grounds. IF- if it pertains to infrastructure assets like Roads, Drains,
Footpath, etc.
(h) The Twelfth and Thirteenth digit shall indicate the serial number
of the work approved in that particular financial year.
(i) The Finance Officer may adopt appropriate codes in respect of
Locations (digits 1 & 2) and beneficiary Departments (digits
6,7 & 8)
6.8.28 (A) Duties and responsibilities of the University Engineer/Deputy
Executive Engineers/ Assistant Executive Engineer/Assistant
Engineer
The University Engineer shall be the head of the Engineering
Department of the University. The allocation of work, duties and
responsibilities of University Engineer/Deputy Executive Engineer/
Assistant Executive Engineer/Assistant Engineer shall be as decided by
the Vice-Chancellor from time to time in consultation with the University
Engineer.
6.8.29 Miscellaneous
(1) The records relating to works shall be preserved for the durations
for each record specified in Appendix XV-(B) of APPWD Code.
(2) In respect of matters not specifically covered under these Rules,
the provisions of AP Public Works Departmental Code and A.P.
Financial Code shall be followed to the extent of their
applicability to the University.
6.8.30 Estate Management
(a) Immovable Property
(1) (a) The Estate Officer or any other Officer of the University
who is assigned with the duties of Estate Management
shall maintain a Register of Estates and Immovable
properties in respect of all lands, buildings and other
immovable property of the University in Form 73. This
register shall show the cost of construction or acquisition,
cost of subsequent additions and alterations which increase
229
the value of the buildings from time to time. The details of

lands and buildings shall be shown separately with their
value.
(b) In the absence of any Estate Officer specifically nominated
by the Vice-Chancellor, the University Engineer shall be
treated as the Estate Officer of the University.
(2) The Estate branch shall also maintain separately a Register of
Properties yielding Revenue to the University, i.e., residential
quarters, shops and shopping complexes, Guest houses,
Conference/Meeting hall, lands used for Horticultural, Agricultural
and Sericultural activities yielding revenue from sale of produce
or by lease.
(3) The changes in the value of lands and buildings shall be
intimated to the Estate Branch by the University Engineer,
when construction of buildings on vacant lands or improvement
works to existing buildings is completed and the value
capitalized. For this purpose, at the end of each financial year,
the University Engineer shall send a statement of such capital
works completed during the year with their value in Form74
to the Estate Branch and the Finance Officer.
(4) A certificate shall be furnished by the Estate Branch on 1st
July every year to the Finance Officer certifying that the
properties are under the control of the University and are being
used for the purpose for which they are intended.
(5) The Estate Branch shall maintain a Register of Title Deeds in
Form75, where in all Title and other Deeds relating to all
immovable properties shall be recorded. The originals of all Title
Deeds / Lease Deeds and other related documents shall be kept
in the custody of the Registrar. The copies thereof shall be with
the Estate Branch. The Registrar and the officer-in-charge of the
Estate Branch shall be independently responsible for the safe
custody of all such Deeds accounted for in the Register of
Deeds. The Registrar shall arrange for annual verification of
the Register of Deeds as well as the Register of Immovable
Properties and its certification thereon by an independent
230
officer of the University. The property documents shall be

preserved in digital form also so as to ensure the maintenance
of a parallel record.
(6) The Officer-in-charge of the Estate Branch shall maintain
account of income and expenditure in respect of individual
revenue yielding property and produce it for audit.
(7) All revenue yielding items like fruits, grass, yields of other trees
shall be let out on rent or sold by public auction after giving wide
publicity by advertisement or through notice as may be decided
by the Registrar / Vice-Chancellor. The procedure laid down
in paras 344 to 346 of APPWD Code shall be followed in this
respect.
(8) At the end of each year, the Estate Branch shall prepare a
consolidated statement of Demand, Collection and Balances in
respect of all revenue-yielding properties and shall submit it to
the Registrar, with details of defaulters.
(b) Allotment of Residential quarters to the University Staff
(1) Allotment of Residential Quarters shall be made by the Officer-
in-charge of the Estate Branch as per the rules / guidelines framed
by the University.
(2) Recovery of license fee (rent) from the allottees shall be
effected at the rates approved by the University.
(3) The Estate Branch shall be responsible to send intimation of
allotment of residential quarters to the concerned staff as well as
to the Registrar and the Finance Officer. Besides, it shall also
intimate the Drawing and Disbursing Officer responsible for drawl
and disbursement of salary of the allottees as to the recovery of
rent and also any other charges like water, electricity, conservancy,
garden, maintenance charges recoverable from the salary of
the allottee. Further, the Estate Branch shall maintain Demand,
Collection and Balance Register in Form 25.
(4) The Estate Branch is also responsible for arranging periodical
inspection of the Residential Quarters to ensure that the same
231
are maintained in order and the allottee is actually in occupation

of the quarters.
(5) When a University employee intends to vacate the quarters, he/
she shall give a notice to the Estate Branch in advance as per the
terms of the allotment indicating the date on which he/she
proposes to vacate. The Estate Branch shall arrange to get the
premises inspected before that date and take charge of the fittings
and fixtures, if they are in order. An allottee who vacates the
quarters without giving such notice shall be liable for payment of
penal rent as per the terms of allotment, together with the
payment of other utility charges. The Estate Branch shall
intimate the Finance officer as to the amount of dues
recoverable from the allottee.
(6) Wherever a University employee does not vacate the quarters
on retirement or resignation or quitting the service or for some
other reason, he shall be liable to pay penal rent at the rates
prescribed by the University. The Estate Branch shall ensure that
the allottee is not allowed to stay beyond the time permitted by
the University.
(7) The Drawing and Disbursing Officer / Finance Officer shall
intimate Estate Branch of the recoveries made out of salary
of the allottees towards rent and other charges, every month
before the end of second week of the following month, to
enable Estate Branch to post the recoveries in the accounts
maintained by it.
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6.9 PURCHASE PROCEDURES
6.9 Purchase Procedure

The University shall have a common procedure for purchases of all
material requirements of Colleges/Departments / Offices including
printing and this procedure shall apply to all funds viz., UGC Grants,
General Funds, Self-Finance Funds, funds allocated to Departments
/ Centers from fee receipts, CDE funds and any other funds as
decided by the Vice-Chancellor. The rules governing this procedure
are based on the general principles for purchase of stores followed
by the Government of Andhra Pradesh.
6.9.1 Appointment of various authorities
1) The following shall be designated as Authorities for placing
indents, Opening Tenders, Scrutiny of Tenders etc.
a) Indenting Authority: The Principal of the University College
/ concerned Head of the Department / Head of the concerned
Administrative Unit / Project Coordinator
b) Sanctioning Authority: The proposal of the indenting
authority is to be scrutinized and sanctioned by the
competent authority, as per procedure laid down in these
rules.
c) Tender Inviting and Opening Authority: The Principal
of the University College / concerned Head of the Department
/ Head of the concerned Administrative Unit / Project
Coordinator. Wherever an item of purchase requires expert
opinion, the tender shall be issued only after obtaining the
expert(s) opinion. In case of tenders, a centralized process
of releasing tender by Registrar/ Finance Officer can also
be followed. While sealed quotations are opened by two/
three teachers/employees belonging to the Indenting
Department /Office, tenders shall be opened by the Officials
nominated by the Vice-Chancellor invariably including the
Head of Indenting Department/Office as one of the
members.
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d) Tender Scrutiny and Accepting Authority: Purchase

Committee/ Central Purchase Committee.
6.9.2 Composition of Central Purchase Committee
(1) There shall be a Central Purchase Committee (hereinafter referred
to as CPC) for the University to be constituted for a period of
three years by the Vice-Chancellor as per the following
composition.
(i) Rector or Senior Dean or Senior Professor to be nominated
by the Vice-Chancellor as Chairperson
(ii) Three Principals/Professors to be nominated by the Vice-
Chancellor
(iii) Two Executive Council Members to be nominated by the
Vice-Chancellor
(iv) One technical expert from outside the University to be
nominated by the Vice-Chancellor.
(v) Head-USIC
(vi) Coordinator (UGC)/Deputy Registrar (UGC)
(vii) Deputy Registrar (Finance & Accounts)
(viii) University Engineer
(ix) Finance Officer – Convener
(2) In the absence of Chairperson at a meeting of the Central
Purchase Committee, the members of Committee present shall
elect one of the members present as Chairperson for that
meeting.
(3) The Vice-Chancellor can reconstitute the committee on expiry
of three years term or as and when necessary prior to the
term with regard to categories at 1 (i to iv) above. The CPC
shall meet as frequently as possible to cater to the needs of
various wings of the University. Seven members of the CPC
shall constitute the quorum for the meetings of CPC.
(4) The Central Purchase Committee shall process only such
cases for which clear cut availability of funds/grant is assured.
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It shall record all its recommendations pertaining to purchases

in the form of resolutions. The Finance Officer shall
communicate copies of CPC Minutes to the Colleges/
Departments/Offices concerned so as to enable them to obtain
financial sanction from competent authority and then issue
purchase order. The Finance Officer may, wherever possible,
obtain financial sanction from competent authority based on
the recommendations of Central Purchase Committee, in full/
part and issue sanction Proceedings to different users so as
to enable them to issue purchase orders.
(5) The recommendations of the Central Purchase Committee
shall be based on consensus. However, the Chairperson may
record the views of a dissenting member in the Minutes of the
Committee.
(6) (i) The Central Purchase Committee may constitute its Sub-
Committees to consider specific purchases/issues. The
recommendations of the Sub-Committee may be
considered either (a) by circulation if there is urgency or
(b) considered and decided at the next meeting of the CPC
if it is not urgent. The Chairperson shall decide as to its
urgency.
(7) The Vice-Chancellor can appoint Special Committee(s) in lieu
of CPC in case of specialized supplies or urgency. Such
Committees will also negotiate price. The recommendations
of such Committees may be considered for financial sanction
(8) The Vice-Chancellor shall constitute a Library Committee for
attending to matters pertaining to procurement of Books and
Journals and improvements in Library Services. The Librarian,
Dr Ambedkar Memorial Library, ANU be nominated as
Convener of the Library Committee.
(9) The Central Purchase Committee shall be empowered to
scrutinize the proposals of major requirements for equipment/
furniture/other materials received from the Colleges/
Departments/Centres/ Offices, if necessary, by inspecting
existing facilities and to recommend the quantity and value
that can be taken up for further processing.
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6.9.2.1. Functions of the Purchase Committee:

1. The Central Purchase Committee shall discharge the following
functions:
a) To draw up specifications for the materials to be purchased,
wherever necessary.
b) To inspect samples, machinery, performance of equipment/
articles etc., wherever necessary.
c) To consider the tenders/quotations on the basis of
comparative statement prepared in terms of (a) and (b)
above by the Principals of the University Colleges/ Heads
of the Departments /Offices concerned or by the committee
itself by entrusting this to Finance & Accounts Branch and
make recommendations for the purchases/ printing, etc.,
with regard to the make/technical specifications/model/
price/name of the supplier for each item to be purchased/
procured.
d) The Central Purchase committee shall lay down
parameters of quality/specifications/ additional technical
features while selecting the firm/brand for supply of
equipment/ machinery/material, besides negotiating for
reduction in price/better configuration/better warranty, etc.
The Committee shall take assistance from technical
expert(s) towards this end by inviting them to its meeting(s)
as ‘Special Invitees’.
e) To formulate rate contract system for supplies, annual
maintenance contract for equipment/services, etc. In this
regard, the CPC shall process Rate Contact as per the
prescribed procedure for a specified period in respect of
furniture required for Departments/Offices, chemicals/
glassware /consumables required for laboratories,
stationery requirements of all units, and electronic spares/
consumables. The requirements of individual Colleges/
Departments/ Centers/Offices which are in accordance with
Rate Contract can be directly purchased by the Colleges/
Departments/Centers/Offices after obtaining necessary
financial sanction.
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f) To recommend advance payments to firms wherever it is

absolutely necessary. It will suggest quantum of advance in
such cases.
g) The Central Purchase Committee can either finalize a
single supplier for a given requirement or in case of general
requirements of much-needed equipment/material across
many Colleges/Departments/Centers/ Offices, it can
incorporate all viable suppliers who submitted tenders/
quotations, their items, prices (after negotiations) in its
recommended list as different options. After approval by
competent authority, such lists with different options shall be
circulated to the Departments/ Centers/Offices indicating
validity period for the prices. Each individual College/
Department/Center/Office can select from the list the make/
supplier/price according to which it would procure its
requirements depending on its specific need and resources
available with it and obtain financial sanction accordingly
based on which it can issue purchase order.
6.9.3. Constitution of Expert Committee with regard to
proprietary items.
1) Whenever the goods and services worth above Rs.5.00 lakhs
have to be procured from a single source or directly from the
manufacturer who has exclusive rights in respect of those
goods and services, Vice-Chancellor shall constitute an Expert
Committee consisting of the following members for considering
such proposals.
a) Concerned Indenting Authority - Chairperson
b) Two members to be nominated by the - Members
Vice-chancellor of whom one
shall be a subject expert.
c) Technical Expert from outside University - Member
d) Finance Officer - Convener
2) The Technical Expert shall be nominated by the Vice-
Chancellor from among a panel of three members proposed
by the Indenting Authority.
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3) The Expert Committee shall (a) scrutinize and recommend

the technical specification of the goods and services required,
(b) reasonableness of the price, (c) verify the availability of
such goods and services from different sources and to suggest
calling for tenders, if necessary.
4) The recommendation of the Expert Committee shall be placed
before the Central Purchase Committee and Vice-Chancellor
/ Executive Council for acceptance & approval of the purchase.
5) For purchases worth above Rs.1.00 lakh to Rs.5.00 lakhs
from manufacturer or from Authorized Distributor/Dealer
endorsed in writing by the manufacturer for the specific supply
to the University, the Head of the Indenting Department/Center/
Office can forward the single quotation along with required
documents to the Principal/Finance Officer, as the case may
be, for processing through the Purchase Committee. In case
of Teaching Departments/Centers, selection of Manufacturer
for obtaining the supply required must be recommended by
the Departmental Committee.
6) The purchase procedure contained herein shall not be
applicable in the case of printing of Examination Question
papers.
6.9.3.1. Constitution of special Purchase Committees
In case of requirements worth above Rs.1,00,000/- to Rs.5,00,000/
-, the following special Purchase Committees shall be constituted
by the Vice-Chancellor so as to attend to the processing of
quotations/tenders of their constituent units and make
recommendations regarding the item, make, name of the Supplier,
Price, other charges etc., for consideration of the competent
authority.
A. Examination Branch (including printing other than Question
Papers)
(i) Registrar - Chairperson
(ii) Nominee of the Vice-Chancellor - Member
(iii) Finance Officer - Member
(iv) Controller of Examination/concerned
Indenting Officer such as Coordinator (Exams)/
Additional Controller of Examinations) - Convenor
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B. Engineering Department (for purchase of materials/machinery/

instruments/accessories)
(i) Registrar - Chairperson
(ii) Finance Officer - Member
(iii) DEE concerned - Member
(iv) Nominee of the Vice-Chancellor - Member
(v) University Engineer - Convenor
C. College-wise Purchase Committee (to attend to the requirements
of the College/Departments/ Projects including Research
Projects)
(i) Principal concerned - Chairperson
(ii) One Dean of Faculty nominated
by the Vice-Chancellor - Member
(iii) One Subject Expert nominated
(iv) One Technical expert nominated
by the Vice-Chancellor wherever
required - Member
(v) One Senior Teacher nominated
(vi) Finance Officer - Member
(vii) Vice-Principal (if no Vice-Principal is appointed,
the next senior teacher after the Principal in
the College - Convenor
D. The Vice-Chancellor may constitute a special Purchase
Committee for printing requirements of Center for Distance
Education and Directorate of Admissions not exceeding
Rs.5,00,000/-.
E. The procedures/norms applicable to Central Purchase
Committee shall apply to these Committees also.
F. Requirements of all the above units worth above Rs.5,00,000/
- shall be placed before the Central Purchase Committee to
process them as per prescribed procedure.
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G. The purchases relating to Hostel stores and medicines/medical

consumables required for Health Center are exempted from the
purview of Purchase Committee. The concerned functionaries
shall be authorized to process their requirements as per procedures
of financial sanction prescribed, under the guidance of Hostel
Advisory Committee and Medical Advisory Committee
respectively in the process.
6.9.4. General Responsibilities:
1) All the Heads of the Departments and Officers of the University
who make purchases shall be responsible for:
a) defining standard specifications for items normally required,
b) evaluation and maintenance of a list of approved vendors of
goods generally required by the Department, circulated by
the Central Purchase Committee,
c) evaluation of requirements of Departments and Units,
d) calling for tenders / quotations as per procedure laid down
in these rules or in case of tenders, to forward the
requirement to the Registrar/Principal/Finance Officer for
calling tenders through centralized system.
e) scrutinizing the tenders / quotations as per the rules and
obtaining approval of competent authority,
f) arranging for negotiations, wherever necessary
g) obtaining financial sanction
h) release of purchase orders, and
i) follow-up on deliveries and watch against defects during
warranty period.
2) While purchasing, the Heads of the Departments and the
Officers shall ensure that:
a) economy is achieved in operations,
b) commitments are limited to the budget allocations,
c) funds are utilized to the optimum extent,
d) purchases and their utilization are properly accounted for.
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3) The General Stores functioning under the overall supervision

of the Registrar and direct control of the Finance Officer may
procure the commonly required articles of all the Departments
and Offices of the University following the purchase rules and
issue them as being done in the case of stationery items.
4) All the sanctions for purchases shall be within the financial
powers delegated to the various Officers of the University.
5) All the purchases exceeding the limits prescribed under
delegation of financial powers shall be referred to the
competent authority for sanction.
6.9.5 Fixation of Financial limits for Purchase modalities
1) Purchases can be made through quotations / tenders / e-
Procurement subject to the following limits:
a) Purchases up-to the value of Rs.10,000/- for a single article
and Rs.20,000/- for more than one article without quotation.
b) Purchases beyond Rs.10,000/- / Rs.20,000/- and up to
the value of Rs.1.00 lakh, based on sealed quotations
obtained from the empanelled vendors as well as dealers/
suppliers in the market place and sanction to be accorded
through normal administrative channel without the need
to pass through the Purchase Committee/Central Purchase
Committee.
c) Purchases above Rs.1.00 lakh shall be affected through
e-Procurement only. However, in the following exceptional
cases, limited quotations can be called for from the
empanelled vendors as well as suppliers/dealers in the
market place, for purchases not exceeding Rs.5.00 lakhs:
(i) When the calling of tenders by advertisement is not in
public interest, the purchasing officer must record the
reasons and communicate to the controlling authority.
(ii) When the indenting officer certifies that the demand
is so urgent, the indenting officer must place on record
the nature of the urgency and why the demand could
not be anticipated and report the facts to the controlling
authority.
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d) All purchases worth above Rs.1.00 lakh to Rs.5.00 lakhs

shall be placed before the concerned Purchase Committee
or Central Purchase Committee, as the case may be. All
requirements above Rs.5.00 lakhs of all units shall be
placed before the CPC.
e) However, in case the purchases are either from the
manufacturer or authorized dealer whom the manufacturer
directly authorizes for the specific supply to the University or
from Governmental/Semi-Governmental undertakings, there
is no need to invite tender under e-procurement. Single
quotation, duly processed as per procedure prescribed, from
such firm/s can be considered.
Note: The University may modify these financial limits from
time to time keeping in view the relevant Government Orders
and the need for effective procedure to cater to the changing
needs of the user Departments and changing market
environment.
2) In respect of proposals involving expenditure exceeding
Rs.5.00 lakhs, the recommendations of the Central Purchase
Committee shall be placed before the Vice-Chancellor/
Executive Council, depending on the actual amount of sanction
involved. However, in case of urgency, Vice-Chancellor may
accord sanction and report to the Executive Council under
Section - 13 (8) (a) of the Act.
3) In exceptional cases, where any purchase proposals are
sanctioned by the Executive Council directly, the Indenting
Authority shall follow the purchase procedure laid down under
the rules. However, the concerned authority shall submit a
compliance report which shall be placed before the Executive
Council at its next meeting.
6.9.6 Classification of Materials
1) The goods shall be broadly classified into capital items (non-
consumables) and revenue items (consumables).
2) Furniture, fixtures, office equipment and items such as air
conditioners, air coolers, generators, pump sets for bore-well,
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scientific equipments, machinery, instruments, computers,

vehicles, sports equipment, books, teaching aids, medical
equipment etc., fall under capital items.
3) Items required for maintenance and repairs, laboratory
consumables, spare parts, medicines, medical consumables,
stationery (including computer stationery), Engineering stores,
printing, Hostel Stores and such other items fall under revenue
items.
6.9.7 Empanelment of vendors for furniture and fixtures,
laboratory consumables and stationery items etc.,
1) The Convener of the Central Purchase Committee shall invite
applications in the prescribed proforma (downloadable from
the university website) from the manufacturers / dealers
possessing VAT Registration Number and Income Tax Pan
Number with five years standing in the field for the supply of
furniture / fixtures / lab consumables/ printing/stationery items
and such other items to be identified and the fact shall be
notified in two leading daily newspapers (one Telugu and one
English) asking them to refer to the university website for
details. The applicants shall enclose to their applications
demand draft of a Nationalized Bank for Rs.10,000/- towards
registration fee.
2) The Central Purchase Committee will scrutinize the
applications received with regard to their eligibility and prepare
classified panels of registered vendors and place them before
Vice-Chancellor/Executive Council for approval. The approved
panels will be communicated to all Departments /Centers/
Offices/Units for information. The demand drafts for
registration fee enclosed by vendors whose applications are
not accepted shall be returned immediately.
3) The approved panels will be valid for three years. The
registration shall be renewed for every three years in case of
satisfactory service.The registration of firms with unsatisfactory
record shall be cancelled by forfeiting the fee paid by them to
the University Account. New firms can be added to the list in
every April on submission of application together with DD for
registration fee after necessary scrutiny.
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6.9.8 Procurement of goods and services costing above

Rs.20,000/- and upto Rs.1,00,000/-.
1) The Indenting Authority shall examine the requirement of the
units / sections of the Department and determine the actual
need of the Department as well as the make/brand, if any, of
the item(s) to be procured.
2) While submitting indent of requirement, they shall indicate the
details of actual requirement, present stock and the actual
quantity to be purchased in respect of each item indented.
3. (a) In respect of stores, equipment, material for which there
is already provision in the budget/grant and for which
approved allocation exists, the Heads of the Departments/
Officers concerned are authorized to invite quotations on
their own and submit the same for financial sanction. When
such is not the case, the Indenting Departments / Offices
must first obtain administrative approval for their
requirement and to call for quotations.
(b) The Indenting Authority shall take action to send enquiries
to at least five registered vendors among the approved list
and call for the sealed quotations giving them at least seven
days time. Quotations received through E-mail with
scanned signature of authorized signatory within the time
period prescribed for submission of quotations can also
be accepted.
4. On receipt of sealed quotations, two/three functionaries
including the HOD/Officer concerned shall open the quotations
and attest the quotations and envelopes and corrections if
any found with their signatures.
5. If the quotation cover is not wax- sealed it shall be noted as
“Not wax-sealed” on the cover by the officer(s) opening the
quotations. The covering letter if any attached to the quotations
shall be filed along with the quotations.
6. All the pages in the quotation forms shall be signed by the
HOD/Officer(s) opening the quotations. Any over-writings or
corrections of rates in the quotations shall also be noted as
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“corrections in rates, for items at serial number ____” in

the quotations under the dated signature of the officer(s)
opening the quotations.
7. After opening the quotations, the Indenting Authority shall
ensure that the quotations received are in accordance with
the terms and conditions and specifications of the goods, as
per the quotation notification. The Indenting Authority shall
also ensure that the firms have the VAT Registration Number
and Income Tax Permanent Account Number.
8. After ensuring that the quotations received are in accordance
with the specifications as sent by the Indenting Authority and the
reasonableness of the price, the Indenting Authority shall
prepare comparative statement to identify the lowest quoted
vendor in such a way that the landed cost of the materials
proposed to be purchased is worked out and are readily
comparable. The landed cost shall take into account the
discount allowed, all applicable taxes, duties, packing, freight
and handling charges, insurance, if any.
9. Wherever negotiations with the firms are considered necessary
by the indenting department/ sanctioning authority, it may be
negotiated with the lowest quoting firm. The revised rates after
negotiations shall be noted accordingly in the comparative
statement.
10. In case the value of goods proposed to be procured is within
the financial powers of the Indenting Authority, he/she shall
take action for procurement of goods.
11. In case the value of goods proposed to be purchased is beyond
the financial powers of the Indenting Authority, he/she shall duly
fill-up the prescribed indenting form and submit the proposal
to the appropriate authority along with copies of the
specifications, enquiries sent, quotations received with
envelopes, comparative statement and other relevant
documents for obtaining sanction through normal
administrative channel.
12. After receiving approval/sanction from University Office the
concerned HOD/Officer shall place purchase order and forward
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the bill with necessary certifications for payment to the Principal/

Finance Officer, as the case may be.
13. Repeat orders can be placed based on already approved price
/firm, after obtaining financial sanction as per the procedure,
up to a period of two/ three years, from the date of approval of
the price/firm, provided there is no downward trend in the
prices. If necessary, a downward revision can be made in the
price by negotiating with the approved firm by the Head/Officer/
CPC as the case may be. In cases of urgency and if the
existing supplier expresses inability to make supply or to hold
the price, the option of procuring items at approved price from
any other supplier willing to supply may be considered. In
case of repeat orders, financial sanction can be obtained by
the Office through normal administrative channel for any value
without the need for placing before the CPC. However, the
condition of overall period of two /three years should not be
crossed. After two/three years, price/firm should be established
afresh through quotations/tenders.
14. Spares and attachments required for existing equipment can
be procured from the original equipment manufacturer on
“single quotation basis”.
6.9.9 e-Procurement of Goods and Services costing above
Rs.1,00,000/-.
1) For procurement of goods, the cost of which exceeds
Rs.1,00,000/-, the Indenting Authority shall examine the
requirement of the units / sections of the Departments and
determine the actual need of the Department as well as the
make/brand, if any, which is most suitable.
2) The Indenting Authority shall send the proposal to the
Convener of Purchase Committee for approval and release
of tenders through e-Procurement. The convener shall convey
the approval to the Indenting Authority for the release of brief
Notification in selected newspapers after getting clearance
from the Vice-Chancellor or arrange for issue of notification
by the University Office itself.
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3) (a) The Indenting authority shall give a brief notification in

selected newspapers and “Tendarla Samachara Patrika”,
giving reference to the details of the goods / services
required opening and closing dates for e-tenders and the
website from which the e-tender document can be viewed
/ downloaded by the Intending tenderers through e-
Procurement process.
(b) Such notifications may also be sent for publication by the
concerned Officer of the University instead of the user
Department, in which case it will go in the name of Registrar
or any Officer authorized by him.
4) The Indenting Authority or Officer of sanctioning office, as the
case may be, shall release the tender notification including
conditions of payment of EMD/Bank Guarantee if any, under
the e-Procurement platform and host the same on the
university website / e-market place.
5) The procedure for processing e-tenders through e-
Procurement shall be as follows:
i) All the officers authorized to invite, open and approve the
tender shall mandatorily login to e-Procurement mode using
their digital certificates issued by the service provider to
carry out transactions in e-Procurement platform.
ii) The University shall direct the suppliers / contractors
registered with it to obtain digital certificates from the
service provider on payment of requisite charges.
iii) All the suppliers / contractors have to mandatorily login to
e-Procurement website through secure mode and
authenticate all their electronic transactions using digital
certificates (signing certificate – single key pair) obtained
from the service provider.
iv) The bidder shall authenticate the bid with his digital
certificate for submitting the bid electronically on e-
Procurement platform. The bids not authenticated by digital
certificate of the bidder will not be accepted on the e-
Procurement platform.
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v) The participating bidders will pay the transaction fee as

prescribed from time to time to the service provider through
payment gateway service on e-Procurement platform, at
the time of submission of bids.
vi) The University shall collect prescribed fee from successful
bidders on e-Procurement platform towards e-Procurement
fund, before entering into agreement / issue of purchase
orders. This charge is in addition to the transaction fee
paid by the bidder.
vii) The officers vested with tender opening powers shall obtain
dual key pair digital certificate i.e., two digital certificates
comprising a signing certificate and an encryption
certificate.
viii)All other officers shall obtain only one digital certificate i.e.
signing certificate (Single key pair).
ix) The cost of the digital certificate issued to the officers will
be met from the e-procurement fund or, if necessary, from
the General Fund Account of the University.
x) The intending bidders shall upload the scanned copies of
all the relevant certificates, documents, EMD (DD / Bank
Guarantee) etc., in the e-market place in support of their
technical bids. The evaluation of technical bids may be
done in the first instance on the basis of the documents
uploaded through online only. The technical bids will be
evaluated against the specified parameters / criteria and
the technically qualified bidders will be identified and the
results displayed on the e-market place which can be seen
by all the bidders who participated in the tender.
xi) (a) On expiry of the last date, the Tendering Authority shall
open the price bids of the technically qualified bidders
in the presence of the Indenting Authority/Registrar /
Finance Officer, on the date and time specified in the
tender notification. The price bids of all the technically
qualified bidders will be downloaded for comparative
tender analysis, as per the guidelines indicated in para
9.10.
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(b) Wherever possible, prices shall be verified in the internet

to ascertain the market appropriateness of the prices
quoted in the tenders. Either a functionary of the
University Office or one of the members of the CPC may
be entrusted with this responsibility.
(c) DGS & D prices for the products under processing for
purchase shall be verified if they are less than the prices
quoted in the tenders. For this purpose, it is required to
invite offers for DGS & D prices also along with the
Tenders. Notwithstanding this, the CPC can also invite
offers only for DGS & D prices and select one of the
suppliers based on price/ suitability / quality.
xii) The successful price bidder will be displayed on the e-market
place. He will have to submit hard copies of all uploaded
documents including Earnest Money Deposit / Bank Guarantee
to the tender inviting authority before entering into an
agreement within the stipulated date. The Department shall
not take any responsibility for any delay or non-receipt of
original documents. On receipt of the documents, Department
shall ensure the genuinely of the documents submitted in
support of the qualification criteria before concluding the
agreement.
xiii) If the successful bidder fails to submit the original hard copies
of the uploaded documents / certificates, Demand Draft/ Bank
Guarantee towards Earnest Money Deposit within the
stipulated time or if any variation is noticed between the
uploaded documents and the hard copies submitted by the
bidder, the successful bidder will be suspended from
participating in the tenders on e-Procurement platform for a
period of 3 years. The e-Procurement system would deactivate
the user ID of such defaulting bidder, based on the trigger /
recommendation by the tender inviting authority in the system
and decision of tender sanctioning authority. Besides this, the
Department shall invoke all processes of law including criminal
prosecution of such defaulting bidder as an act of extreme
deterrence to avoid delays in the tender process. The
information to this extent may be displayed in the e-
Procurement website.
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xiv) (a) Negotiations can be conducted with the successful bidder

to further reduce the price(s).
(b) If for any reason the successful bidder is not in a position
to conclude the agreement, the next lowest price bidder
may be contacted for entering into the tender agreement.
Efforts may also be made to negotiate the rates equal to
that of the lowest bidder. This process may be repeated till
the attempts are successful or all the price bidders are
exhausted, whichever is earlier.
6) All the existing Regulations, G.Os, Executive instructions, etc.,
applicable to the processing of conventional tenders are
equally applicable to the bids to be procured through e-
Procurement.
6.9.10 Preparation of Comparative Tender Analysis Sheet
1) The tenders received shall be tabulated and a comparative
tender analysis sheet prepared by the Indenting Authority. The
comparative tender analysis sheet shall also contain the terms
and conditions of payment, delivery schedule, tax and any
other requests made by the tenderer.
2) This comparative analysis sheet shall be prepared in such a
way that the landed cost of the materials proposed to be
purchased is worked out and is readily comparable. The landed
cost shall take into account the discount allowed, all applicable
taxes, duties, packing, freight and handling charges,
Insurance, if any.
3) The Identifying Authority shall underline in red ink the lowest
rates quoted and the name of the tenderer quoting it in the
comparative statement.
4) The comparative analysis sheet shall be sent to the specified
Purchase Committee (for purchases up to Rs.5,00,000/-)/
Central Purchase Committee (for purchases above
Rs.5,00,000/-) together with the duly filled-in form of indent
for scrutiny and necessary recommendation to the Tender
Accepting Authority.
5) Wherever negotiations with the tenderers are considered
necessary by the Purchase Committee, the tender inviting
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authority may negotiate with the lowest tenderer and the

negotiated rates should be signed by the tenderer. The revised
rates after negotiations shall be noted accordingly in the
comparative analysis sheet.
6) A higher quotation/ tender can be recommended in very rare
and specific cases, after negotiating the price to the extent
possible, based on such considerations as superior quality/
efficiency of the equipment, technical know-how, warranty,
servicing, operational feasibility, etc. The Principal of the
College, Head of the Department/Office or Purchase
Committee or Central Purchase Committee, as the case may
be, shall furnish reasons for recommending a higher quotation
and the matter shall be decided by the Vice-Chancellor and if
necessary, will be reported to or placed before the Executive
Council for consideration.
6.9.11 Procurement of Goods and Services for Projects Funded
by External Agencies
1) In respect of projects undertaken by the Departments of the
university funded by external agencies, the purchase procedures
followed are the same as prescribed by the university, unless
specified otherwise by the funding agency.
2) However, the procedure relating to accounting of goods
purchased, physical stock verification etc., shall be applicable as
in the case of purchases of Departments of the University.
6.9.12 Purchase of Books, Periodicals and Journals
1) The list of books, periodicals and journals proposed for each
Department/College shall be identified by the concerned Heads
of the Department/Principal with the recommendations of the
Departmental Committee and shall be forwarded to the
University Librarian for placing it before the Library Committee.
2) The books, periodicals and journals shall be procured from the
publishers / sources which offer a discount of 25% and more
and have record of timely supply. In cases where the publisher/
supplier offers less than 25% discount, books be purchased
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at lesser discount with the specific recommendation of the

Library Committee duly approved by the Vice-Chancellor.
3) The proposals for purchase of books, periodicals and journals
for the University Library shall be placed before the Library
Committee. The procurement of books, periodicals and
journals shall be made after obtaining financial sanction of
the competent authority based on the recommendations of
the Library Committee. The meetings of Library Committee
shall be held as frequently as possible depending on need.
4) The Librarian shall follow the procedure of placing of purchase
orders, taking into stock, payment terms etc., as applicable to
other procurements.
5) Purchases for Library other than books and journals shall be
made as per the procedures followed for purchase of other
items in the University.
6.9.13 Procurement of items from Outside India
1) Whenever any goods, books, periodicals and journals are
required to be purchased from a source outside India, such
cases shall be referred to the Central Purchase Committee.
The Committee shall examine such cases in detail and
recommend as to its necessity, specification, quantity, etc.
While placing the Purchase Order, the Customs Duty
Exemption Certificate of the University shall be furnished to
the supplier.
2) If the payment is to be made by rising a Letter of Credit, the
concerned Indenting Authority shall write to the Finance Officer
indicating the exact Indian Rupee / foreign currency, the name
of the bank on which the Letter of Credit is to be raised. The
Finance Officer shall take necessary action for getting the Letter
of Credit and incorporate it in the Accounts of the University.
3) However, the concerned Indenting Authority shall be entirely
responsible for receipt of the goods in accordance with the
specification, quality, conditions of books and journals and
installation and commissioning of goods / equipments, etc.
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4) For purchases of imported goods, ‘Bill of Entry’ should be

submitted along with the bill to process the payment.
6.9.14 Issue of Sanctions
1) In respect of proposal for purchase of goods or procurement
of services coming under the sanctioning powers of the officers
concerned, the Sanction Order shall be issued by the
concerned officer in Form 76 or in any other format designed
for the purpose.
2) On receipt of sanction orders, the Indenting Authority
concerned shall issue Purchase Orders in Form 77 or in any
other format designed for the purpose to the approved
suppliers / service providers duly sending a copy to the Finance
Branch. The Customs & Central Excise Exemption Certificate
of the University shall be enclosed to every purchase order to
ensure obtaining the said concession on the price without fail.
3) As far as possible, where purchases ordered are meant for
distribution to the units, the suppliers shall be instructed to supply
the specified items and quantities to the units directly and
submit bills for payment, enclosing the copies of invoices
wherein the receipt of stock is acknowledged recording the
stock certificate by the recipient unit. It shall be the
responsibility of the units receiving goods through such orders
to ensure that the goods received are in good condition and in
accordance with specifications given in the purchase order.
In such cases, a condition to the above effect may be
incorporated in the tender notification / enquiries for quotations
released by the University as well as in the Purchase Orders
released, wherever necessary.
6.9.14 (A) Collection of Security Deposit
(1) 5% of the total cost in case of the purchases made by the
University worth Rs.5.00 lakhs and above but below Rs.10.00
lakhs in single transaction from the same firm and 10% of the
total cost in case of purchases made by the University worth
Rs.10.00 lakhs and above from the same firm in single
transaction be collected in the form of Demand Draft/Bank
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Guarantee towards security deposit to be held with the

University for a period of one year from the date of installation.
Penalty as decided by the University can be levied and drawn
from this amount in case of defective supply/ service. In case
of satisfactory completion of one year period, the amount /
Bank Guarantee can be returned based on the
recommendation of the concerned Principal/ Head of the
Department/Officer.
(2) For all purchases worth Rs.5.00 lakhs and above but below
Rs.10.00 lakhs from the same firm in single transaction, in
case the firm does not submit demand draft/bank guarantee
for 5% of the value, then 95% payment be released soon after
installation as part payment and remaining 5% be paid as
final payment based on submission of advance stamped
receipt for the amount by the firm after satisfactory completion
of one year period from the date of installation based on the
recommendation of the concerned Principal/ HOD/ Officer.
(3) Similarly in case of purchases worth Rs.10.00 lakhs and above
from the same firm in single transaction, if the firm does not
submit Demand Draft/Bank Guarantee, then 90% payment
be released soon after installation as part payment and
remaining 10% be paid as final payment based on submission
of advance stamped receipt for the amount by the firm after
satisfactory completion of one year period from the date of
installation based on the recommendation of the concerned
Principal/ HOD/ Officer.
(4) In case the Purchase Order is issued in the name of the
manufacturing firm and if the manufacturer does not give Bank
Guarantee, the firm may authorize its authorized dealer to submit
the Bank Guarantee on its behalf.
6.9.15 Payment Terms
1) The payment for the goods procured shall be made only after
receipt of the goods.
2) Payment of advances for procurement of goods and services shall
be avoided except in cases of importing of goods by availing
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customs duty exemption and also in specific instances on the

recommendation of the Indenting Authority, who shall be
responsible for approval of such advance payment.
3) The Finance Officer shall arrange for payment towards
purchase of goods / services on receipt of bills received from
the Indenting Authorities with required certification on the bills.
4) There is no need to deduct Income Tax at source while making
payment of bills pertaining to purchases and printing also
where the Printing Firm executed all items of work including
procurement of paper.
5) The bills received in the office shall be processed for payment
and if found in order shall be paid within 7 (seven) days.
Similarly, bills submitted for adjustment of advance payment
subject to bills being in order shall be adjusted within one month
and letter of adjustment shall be issued to the indenting
authority.
6) Before payment, any amount to be withheld with the University
or EMD/Bank Guarantee to be obtained as security to ensure
effective service during warranty period or such period as may
be decided, shall be observed and implemented by the
disbursing officer.
7) The payment can be made through DD or Online transfer to
the bank account of supplier if the indenting authority
recommends.
8) The Finance Officer can reject payment if the bills are not in
accordance with the sanction order / specifications or for any
other discrepancies.
6.9.16 Price Variation:
Tenders / quotations with price variation clause shall not be
considered by the University.
6.9.17 Entering into Contract
1) For purchases of the value of above Rs.20,000/- and below
Rs.1,00,000/- the supplier has to sign an Undertaking that he
shall abide by the terms and conditions of the purchase order.
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2) For the purchases exceeding Rs.1,00,000/-, before issue of

purchase order, the Indenting Authority shall enter into a
contract, on a stamp paper of the value prevailing at the time,
with the supplier incorporating all the particulars of the
purchase order including penalty clauses for inordinate delay
in supplies or non-completion of supply as per delivery
schedule stipulated in the purchase order. The contract in Form
78 or in any other format designed for the purpose shall be
signed both by the supplier and the Indenting Authority. In
case of agreements of higher value, Registrar or an Officer
authorized by him may enter into agreement with the vendor.
This rule applies to Annual Maintenance Contracts also.
6.9.18 Accounting of Goods Purchased
1) All goods purchased shall be accounted for duly making entries
in the Stock & Issue Register in Form 79 or in any other format
designed for the purpose.
2) The Heads of Units receiving goods shall arrange to mark
(paint) the relevant stock number assigned to each category
of goods within three days from the date of receipt of the goods
and record a certificate to that effect along with the stock
certificate on the bills, before sending them for payment to
the Finance Officer/Authorized Officer.
3) The Heads of the Departments and the Heads of the Units
shall be responsible for the maintenance of Inventory Register
of all goods in each of the rooms under their control, including
class rooms. In case the rooms are allotted to individual
teachers / staff, the Head of the Department shall ensure that
proper stock account of the goods in the rooms are maintained
and take necessary action as he deems fit to make such
persons accountable for it.
4) The Heads of Departments shall maintain a Register of Fixed
Assets acquired by the Department in Form 80 and account
therein the fixed assets like office equipments, laboratory
equipments, scientific equipments, engineering equipments,
furniture, etc., falling under capital items as per Rule 9.6 above.
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6.9.19 Physical Verification of Stock

1) The respective Heads of Departments shall arrange for annual
physical verification of stock of furniture, fixtures, equipments
etc., in the Departments, every year preferably during vacation
(i.e. in the month of May).
2) The physical verification of stock by an individual or by a
Committee specially constituted for the purpose shall be got
done by an official belonging to another Department or by a
committee specially constituted for the purpose. The Registrar
shall draw an Annual Stock Verification Programme, indicating
the staff member /Committee drawn for stock verification and
they shall not refuse the assignment and Heads of
Departments shall see that teachers and other officials working
in their Departments drawn for the work are allowed to
complete the assignment, without delay or giving any excuses.
The staff assigned for stock verification shall conduct physical
verification under the direction and supervision of the
concerned Head of Department / Unit and submit the report
to him. They shall also affix their signature in the certificate of
physical verification of stock.
3) Before 15th of June, a report of the result of physical verification
of stock in Form 81 shall be sent to the Registrar with a copy
to the Finance Officer by the Heads of Departments / Offices
along with a report of differences noticed between the actual
physical stock and the stock position as per the relevant Stock
and Issue Register together with the reasons for variations.
4) Wherever shortages are reported, the Registrar shall get them
reviewed and initiate further proceedings for recovery of value
of shortages from the officials responsible.
5) Any excess detected should, after investigation, be entered in
the stock accounts at once as a receipt with the remark “excess
found on stock verification”. No special orders are necessary for
this.
6) Every Indenting Authority shall send a list of value of the assets
procured during the preceding financial year in the prescribed
Form 82 before 31st of May, every year to the Finance Officer.
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7) If any Officer of the University has not sent the Annual Stock
Verification Report in Form 81 and the assets value list in
Form 82 within the stipulated time, the Finance Officer shall
not accept the payment of contingent bills of the concerned
college / department / office / project, etc. till the Officer
concerned submits the said reports.
6.9.20 Emergent Purchases.
1) Emergent purchases are permissible under the following
circumstances:
when the material required is crucial,
when material available in stock is not adequate to meet the
immediate requirement,
when the purchase of indented material is not effected due to
procedural delays,
2) The Vice-Chancellor / Executive Council may prescribe the
financial limits up to which the Officers of the University may
make emergent purchases, based on the recommendations of
the Central Purchase Committee.
3) The Vice-Chancellor / Registrar may nominate a team of two
or three members, including at least one member from Central
Purchase Committee, to make emergent purchases. All emergent
purchases made by the team will be duly recorded including the
enquiries made and submit such report to the Vice-Chancellor
/ Registrar.
6.9.21 Review and Disposal of unutilized / unserviceable items.
1) (a) The unutilized items lying in the university have to be
reviewed periodically to examine whether they are still
required for the department for which they have been
purchased. The periodicity of review depends upon the
value of the items -
i) High value items - quarterly
ii) Medium value items - half yearly
iii) Low value items - annually
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Note: The value of items for the purpose of categorization in

the above categories is to be determined by the university
based on the recommendations of the Central Purchase
Committee.
(b) Each college/department/center shall submit an annual
review of usefulness/obsolescence of equipment to the
Registrar in the prescribed format by 15th April every year.
2) The items which are no longer required for the use of the
department may either be transferred to the other departments
where they are required or disposed off by sale following the
prescribed procedure. The Estate Officer /University Engineer shall
be entrusted with this job.
3) Unserviceable items lying in the university shall be condemned
after making due enquiry and thereafter disposed-off by sale/
auction duly following the prescribed procedure. The Estate
Officer /University Engineer shall be entrusted with this
responsibility.
4) The value of items which are broken / damaged / perished shall
be written off by the competent authority based on
recommendations of Inspecting Officer/Committee who
conducted physical verification of stocks.
6.9.22. Detailed procedure pertaining to purchases.
The University may formulate further rules/procedures on purchase
procedures based on the recommendations of the Central Purchase
Committee duly obtaining approval of the Executive Council for the
same.
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6.10 EXTERNALLY AIDED PROJECTS AND

CONSULTANCY PROJECTS / SERVICES
6.10.1 Externally Aided Projects
1) The funds received from the external agencies of Central /
State Government like UGC, CSIR, DST, etc., for general
development of the University like buildings, library books,
equipments, salary for the posts and other projects shall be
treated as part of the University Development Fund. These
funds shall be operated in two separate accounts — one for
the funds received from UGC and the other for the funds
received from other Central/State Funding Agencies.
2) All the instruments received from the funding agencies shall
be immediately deposited by the UGC Section in to the
respective Bank Account without any delay under intimation
to the Finance Officer. If the instruments are received by the
Project Co-ordinator, he/she shall forward the same to the
University office for depositing in the concerned account.
3) (a) The funds received from the funding agencies shall be
spent for the purpose for which the funds are received.
Under no circumstances, the funds shall be diverted even
for a temporary period. Any re-allocation within the project
components shall be made with the permission of the
funding agency only.
(b) The funds may be kept in fixed deposits in the bank for
such periods as the gestation period of the project(s)
permit. The deposits may be made separately for each
project fund. The interest earned and its utilization shall
be shown in the accounts submitted to the funding agency.
4) Funds received for general purposes like buildings,
equipments, books and salary shall be allocated based on
the proposals submitted by the Registrar/ Finance Officer or
based on the recommendations of an Allocations Committee
constituted for the purpose. The allocations as approved by
the Vice-Chancellor shall be communicated to all concerned.
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5) Action shall be initiated in the UGC Section for sending the

Utilization Certificate for the funds received towards general
development as mentioned above and it is the responsibility
of the Finance Officer / Coordinator (UGC) / Registrar to ensure
timely submission of the Utilization Certificate. The expenditure
shall be incurred as per the guidelines of the funding agency
in respect of the funds received for general development.
6) The procedure prescribed in the University for construction of
buildings, procurement of books and equipments etc. shall be
normally followed unless the funding agency prescribes
different procedure.
7) The accounts of the funds received for general development
shall be got audited by the Statutory Auditor / Chartered
Accountant at the end of the tenure of each project and shall
be submitted to the funding agency within the prescribed period
in the prescribed format.
6.10.2 Individual Projects:
1) Project Coordinators / Principal Investigators shall be
responsible for
a) Taking prompt follow up action for the release of funds by
the Funding Agencies
b) Timely execution of the Project by following an integrated
plan of action for the entire project period
c) Incurring expenditure as per the terms and conditions
stipulated by the funding agency
d) To limit the expenditure component-wise as decided by
the funding agency
e) To seek prior approval of the funding agency in case any
reallocation of funds becomes necessary
f) To take action for submission of the Progress Report well
in-time
g) To initiate timely action for submission of Utilization
Certificate to the funding agencies by the University.
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h) To get the Accounts of the projects audited by the

concerned as per terms and conditions of the Project.
i) To handover the equipment purchased out of project funds
to the Head of the Department / Centre for common use
after the completion of the project. The Project
Coordinators will be accorded priority in utilization time for
such equipment.
6.10.3 Powers of the Principal Investigator / Project Coordinator
1) In order to ensure timely implementation of the Project, the
Principal Investigator / Project Coordinator shall draw funds
directly by submitting the required bills to the UGC Section,
subject to the availability of funds received from the projects
in the following cases:
a) Funds for Travel
b) Contingency
c) Funds for consumables and chemicals
d) Funds for procurement of equipment up to Rs.10,000/ -
e) Salary for the Project Staff
2) He/she may also draw such funds as advance(s) and submit
bills for adjustment within the time prescribed.
6.10.4 Procurement of Services and Goods for the Projects
1. The Project Coordinator / Principal Investigator with the
approval of Head of the Department shall appoint staff for the
project period as sanctioned by the funding agency in
accordance with the terms and conditions.
2. It shall be the responsibility of the Project Coordinator /
Principal Investigator to terminate the services of the staff as
soon as the project period is over. University shall not be
responsible and shall not pay any salary in case the services
of the staff of the Project are continued beyond the Project
period.
3. All procurement of goods & services shall be made as per the
terms and conditions of the Project. Where there are no
specific terms and conditions prescribed regarding the method
for procurement of the project equipments / goods, the
Purchase Rules as prescribed in Chapter IX of these Rules
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shall be followed. The Registrar / Vice-Chancellor shall ensure

that the prescribed rules are followed for sanction of
procurement.
4. The procedure of tenders / quotations as prescribed in the
purchase rules of the University shall generally be followed
for the purchases pertaining to Research Projects/ Fellowships.
In order to provide an expeditious mechanism for processing
the purchases pertaining to projects, a separate purchase
committee shall be constituted by the University as per the
composition and terms and conditions to be decided by the
Vice-Chancellor.
6.10.5 Equipment / infrastructure procured under the project
1) The equipments / instruments procured out of the project funds
shall be the property of the Department / University after the
project period is over.
2) The Stock of the articles / equipments procured shall be
accounted for as per the Purchase Rules of the University.
3) After the project is over, all the equipments / articles procured
shall be taken in to the general Stock Register of the
Department.
4) During the Annual Stock Verification, the stock of these articles
also shall be verified by the concerned.
5) The University shall take steps for maintenance of an Assets
Register for all capital items purchased out of project grants
by entrusting it to a coordinating office.
6.10.6 Miscellaneous:
1) The University may formulate and implement set of norms /
procedures / delegation of powers for projects as part of its
goal of promoting research and innovation in addition to the
guidelines of the funding agency.
2) The Project should not be continued beyond the project period
unless it is extended by the funding agency.
3) University shall not be responsible for any expenditure
disallowed by the funding agency.
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4) The institutional charges/overheads earmarked in the Project

funds should be adjusted to the general fund of the University,
unless and otherwise the Vice-Chancellor decides to provide
a proportion of these amounts for the requirements of the
project keeping in view the needs of the project(s) as well as
the provision for the same in the rules of the concerned funding
agency.
5) The accounts of the project funds shall be maintained in the
formats prescribed by the funding agency.
6) If any funding agency does not prescribe the formats for
accounts of the expenditure, the accounts shall be maintained
as prescribed by CSIR/UGC.
6.10.7 Consultancy / Advisory Projects / Service.
1) The University Departments of Studies / Faculties shall
undertake Consultancy or Advisory Services to State / Central
Government, Public / Private sector or other external agencies
as much as possible.
2) The University may frame rules for such consultancy projects.
3) The University shall ensure that the Consultancy cell or one
of its branches is made responsible to process all proposals
of Consultancy / Advisory Services and for proper reporting
and documentation of cases including submission of periodical
review reports to the Executive Council.
4) All proposals approved shall be intimated to the Finance Officer
to reflect the anticipated revenue (University share) in the
annual budget and watch realizations against it.
5) The financial transactions relating to such Consultancy /
Advisory Services shall be accounted for under General fund
of the University, under a separate sub-head “Consultancy
Projects”.
6) The University may also fix some portion of the consultancy
fees as payable to the concerned faculty to encourage such
services, the remaining amount being taken credit to the
General Fund Account of the University as indicated in sub-
rule (5) above.
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6.11 ENDOWMENTS
6.11.1 Vesting of donations / Endowments in Finance Officer:

On approval of the conditions of Endowment/Donations by the
Executive/Vic-Chancellor, the Registrar on behalf of the University,
the Registrar, as trustee and custodian, shall file together all the
documents of endowments / donations, after numbering them in
consecutive order of receipt. All the public donations, endowment
donations, etc., shall be first lodged into the concerned account
maintained by the Finance Officer and later deposited or utilized as
per the orders of the Vice-Chancellor. The Register of Donors shall
be maintained in Form 83 by Finance Officer. A Register of
Investments of Endowments shall be maintained in Form 84 by the
Finance Officer or Endowment Deposits may be entered in a
separate section in the Register of Investments (Form-12).
6.11.2 Management of immovable property vested in the
University:
Wherever property endowed consists of immovable property, the
University shall have the right to act as the administrator of the
trust, and hold in possession, manage, control and apply the income
derived there from for the object of the endowment. A separate
account for each such property shall be maintained, in a register
maintained for the purpose, indicating how it is let out or leased, the
income that is being derived and utilized. This shall be maintained
by the Officer in-charge of the Estate Management or by any Officer
authorized by the Vice-Chancellor distinctly separate from other
properties of the University.
6.11.3 Corpus fund of the endowments
The corpus fund of the endowments shall not be utilized for any
other activities of the University.
6.11.4 Award of Scholarships:
The Officer responsible for award and release of scholarships to
the beneficiaries under the Endowments shall send requisition for
funds required to the Finance Officer along with the list of
265
beneficiaries. The Finance Officer shall arrange for issue of cheques

drawn in favour of the beneficiaries and arrange for their distribution
to the beneficiaries through such Officer, obtaining proper
acknowledgements from them. Such Officer shall be responsible
for distribution of cheques to the beneficiaries and furnishing of
acknowledgements obtained from them to the Finance Officer, within
a fortnight. A Register of Scholarships awarded out of endowments
shall be maintained by such Officer in Form 85.
6.11.5 Awards of Medals and Prizes:
(1) The medals and prizes shall ordinarily be awarded at the
annual Convocation. The Executive Council shall have the
power to award a cash prize in lieu of the gold medal whenever
the interest earned by the endowment is not sufficient, unless
the candidate concerned is prepared to meet the extra amount
or the interest accrued on the endowment deposits of Gold
Medals be pooled up and average value be worked out
according to which all the medals to be awarded at the
convocation are prepared by following prescribed procedure.
A Register of Award of Prizes and Medals shall be maintained
in Form 86 by the Controller of Examinations.
(2) The Executive Council shall determine from time to time, the
minimum amount of donation for institution of the endowments
for: a) Endowment lectures, b) Institution of chairs, c) Institution
of scholarships, d) Institution of gold medals, e) Institution of
cash prizes, etc. The Executive Committee may introduce new
categories of endowments as and when it deems fit.
6.11.6 If the funds donated or endowed become insufficient:
(1) If the purposes for which the funds have been donated or
endowed cannot be carried out due to insufficiency of funds,
the University shall intimate the Donors about the insufficiency
and request the donor to provide additional funds that may be
required. The University is not liable to carry out the purpose
of the endowment, unless the donor donates or endows the
required additional funds.
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(2) The University may, however with the prior approval of the
Executive Council, make suitable arrangements for the award
of prize/medal/scholarship or delivering a lecture, etc., without
exceeding the total income on each Budgeted item.
6.11.7 Release of Funds:
1) The Controller of Examinations shall ascertain from the Finance
Officer the amount available in respect of each of the endowments
instituted for the award of prizes and medals well in advance
of the Convocation. He shall requisition the amount required
for the purchase of prizes and medals preferring an Abstract
Contingent bill supported by a list of prizewinners /medal
winners ensuring that the value of prizes does not exceed the
available amount of each endowment intimated by the Finance
Officer and that in respect of medals it does not exceeds the
aggregate of the interest earned on all endowments of gold
medals put together. The Finance Officer shall release the
fund requisitioned with least delay. The Controller of
Examinations shall ensure that the Detailed Contingent bill is
furnished to the Finance branch within two weeks from the
date of Convocation.
2) Unspent Interest: If in any year, no scholarship, medal or prize
is awarded or lecture delivered, the interest accrued shall be
added to the corpus fund of the endowment. If any amount is
left out after award of the medal/prize/scholarship or
conducting a lecture in a year, the same shall also be added
to the corpus fund.
6.11.8 Annual Accounts of Endowments:
The Finance Branch shall prepare annually a statement showing
the financial position of each endowment.
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6.12 PENSIONS, GENERAL PROVIDENT FUND

AND INSURANCE
6.12 Pensions to University Employees

1. Teachers of the University appointed prior to 01.09.2004 shall
be governed by, the ‘AP University Teachers’ Pension Rules 1992’.
2. Non-teaching employees of the University appointed prior to
01.09.2004 shall be governed by the ‘Andhra Pradesh Revised
Pension Rules 1980’.
3. The age of superannuation and minimum/maximum
pensionable service of the above employees shall be as
prescribed under the respective Rules applicable to them.
4. The Pension, Family Pension, Gratuity and Commutation
payable to the retired employees shall be worked out and
implemented as per principles contained in the above said
rules.
5. Amendments issued from time to time to the above rules shall
also apply to the university employees after adoption of the
same by the Executive Council.
6. The teaching and non-teaching employees appointed after
01.09.2004 shall be governed by the Contributory Pension
Scheme of the Government of A.P. The detailed rules,
amendments there to and G.Os issued from time to time under
this scheme shall be implemented after adoption by the
Executive Council. The General Provident Fund Scheme shall
not be made applicable to these employees.
6.12.1 Sanction of Pension
1. The Establishment Branch of Registrar’s Office shall process
the pension applications submitted by retiring employees and
forward the applications found to be in order in all respects to
the Finance Branch together with verified and updated Service
Register and No Dues Certificates at least one month in
advance to the date of retirement.
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2. The Finance Officer shall get the pension applications

thoroughly scrutinized and in all cases found to be in order,
obtain financial sanction of the Vice-Chancellor for service
pension, family pension, retirement gratuity and commuted
value of pension which are calculated as per the latest pension
rules applicable to the teaching staff and non-teaching staff.
He/she will arrange for issue of pension payment order to the
retiring employee at least fifteen days before the date of
retirement.
3. The Finance Officer shall arrange for the payment of gratuity
and commutation on the date of retirement of the employee in
the form of cheque dated with the first of next month. The
payment of monthly pension shall commence immediately.
4. Applications not found to be in order for legal/technical/
disciplinary reasons shall be decided as per rules in force.
6.12.2 Constitution of Pension Fund for the employees
appointed prior to 1.9.2004 and eligible for pensionary
benefits under A.P. University Teachers’ Pension Rules
1992 / A.P. Revised Pension Rules 1980
1) The State Government releases Block Grant to the university
every year to meet the expenditure on salaries and pensions.
Whenever this grant falls short of total expenditure on pension/
gratuity/commutation, the University shall submit claim to the
Government, based on audited expenditure statement, to
reimburse excess of pension expenditure incurred by the
University over and above Block Grant.
2) In view of the inadequacy of Block Grant to meet entire pension
expenditure, the University shall create a pension fund in the
form of a capital corpus fund so as to utilize the interest earned
to meet the expenditure on pension whenever the Block Grant
is inadequate. Whenever the interest earned is not sufficient
for the purpose, the university shall utilize general fund or other
internal resources to meet the pension expenditure in full.
269
3) Such Pension Corpus Fund shall consist of:

a) Remittances made by the University towards the Annual
contribution of the University from the General Fund to
the Pension Fund, at the rate prescribed by the
Government / Executive Council on the total pay of the
employees in service as on 1st of April, every year as per
the Register of Sanctioned Posts of Establishment.
b) Permanent transfer of funds from the surpluses of general
fund and other internal resources to the corpus of pension
fund.
c) Pension contribution received from the Previous Employers
or by the employees themselves in respect of teachers/
officials of other organizations, who are appointed and
absorbed in the University.
d) Pension contribution paid by the Foreign Employer or
Employee himself in respect of employees sent on
deputation to the foreign organizations from this University.
6.12.3 Operation of Pension Fund
1) The Pension Fund created shall be operated by opening a
separate bank account in a Nationalized bank in the official
designation of the Registrar/Finance Officer. This bank account
shall be operated by the Finance Officer on behalf of the
University.
2) The contributions received from other sources and the
contributions transferred from the General fund/or other
internal resources of the University from time to time, shall be
deposited to this account and invested in fixed deposits with
highest possible return towards interest. The interest earned
shall be made use of for payment of Pension /Family pension,
Death-cum-Retirement Gratuity, Commutation of pension, etc.
to the retired employees of the University, whenever Block
Grant is inadequate.
3) The Pension Fund shall not be utilized or diverted for any
other purpose other than utilizing interest earned on deposits
for payment of pension and other pensionary benefits to the
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retired University employees. In dire contingency, the pension

fund in fixed deposits can be withdrawn and utilized for
payment of pension and other pensionary benefits with the
prior permission of the Vice-Chancellor and reported to E.C.
at its next meeting.
4) The Finance Officer shall maintain a Cash Book in Form 19
to record the transactions relating to the pension fund. A
Register of Investments shall also be maintained in Form 12
to record investment particulars or extra folios may be allotted
to the investments from this Fund in the Investments Register.
5) The Executive Council may appoint any government
organizations like, the LIC, SBI Life, etc., for maintenance of
pension funds pertaining to employees appointed prior to
1.9.2004 if the same is more beneficial to the stakeholders.
6.12.3 (A) Payment of Pension:
1) It shall be ensured that a list of pensioners with details of Bank
accounts opened for receiving pension is maintained in the
Finance Branch and arrangements are made with banks
concerned for credit of pension / family pension to the
pensioner’s accounts on the first working day of every month.
2) A Pension Payment bill shall be prepared every month before
25th of the month, along with a detailed statement of pensioners,
bank-wise indicating the amount of pension to be credited to
the bank accounts of the pensioners. The Finance Officer shall
draw a cheque for the total amount of the bill and forward the
same along with the detailed statement of pensioners to the
bank or banks concerned, before 26th of each month (before
24th in the month of February) and ensure that the pension is
credited to the accounts of the pensioners on the first working
day of each month.
3) Every pensioner is required to furnish an Annual Verification
Certificate (Life Certificate) in Form 87 to the Finance Officer
from 1st November to 31st March every year. Wherever the
pension is paid through the designated bank, the Officer-in-
charge of the bank shall sign the Life Certificate based on the
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personal appearance of the pensioner at the bank and forward

the same to the Finance Officer during the period from
November to March. The Life Certificate may be signed by a
Gazetted Officer of the State or Central Government or by the
Finance Officer or by an Officer of the University not below
the rank of Assistant Registrar. The pension for the month of
April shall not be drawn by the Finance Officer in respect of
pensioners who have failed to furnish the Life Certificates with
the signature of any Officer mentioned above. He shall
forthwith intimate the bank as well as the pensioner concerned
about the stoppage of pension. When the Life Certificate is
furnished after the prescribed date, the withheld pension may
be released by the Finance Officer provided valid reason, if
any, is furnished by the pensioner to the satisfaction of the
Finance Officer.
4) Every widow or widower to whom family pension has been
sanctioned by the University shall furnish a certificate to the
Finance Officer during the period from November to March
every year to the effect that “she/he has not remarried attracting
discontinuance of the family pension”. If such certificate is not
received before the end of March from the widow or widower
to whom family pension is granted, the Finance Officer shall
stop payment of family pension for the month of April and
onwards and intimate the concerned bank as well as the family
pensioner.
5) In matters not expressly covered in these rules, the provisions
of Pension Rules of Government of Andhra Pradesh shall apply
mutatis mutandis.
6.12.4 Contributory Pension Scheme
1) It is mandatory to all new employees who are recruited on or
after 01.09.2004 to become the members of the Contributory
Pension Scheme. Each employee will pay a monthly
contribution of 10% of the basic pay and DA from his salary to
the Contributory Pension Scheme.
2) The contribution towards Contributory Pension Scheme shall
be recovered from the salary of the employees every month
as is done now for General Provident Fund.
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3) A matching contribution shall be made by the University for

each employee who contributes to this scheme.
4) The University shall operate a separate Bank Account for this
scheme.
5) The University may formulate, besides the Contributory
Pension Scheme, another pension scheme, if possible under
group category by deduction of subscription from salary,
advantageous to the employees as well as the university and
get it implemented through the public-sector insurance
companies.
6) Nomination has to be filed at the time of admission into the
scheme and has to be revised upon marriage of the subscriber
and thereafter once in five years. Necessary entry to the effect
of filing the nomination along with name of nominee(s) should
be noted in the Service Register of the concerned employee.
7) The University shall furnish an Annual Statement of Account
to each employee covered under CPS, before the end of June.
6.12.5 General Provident Fund
1) The General Provident Fund Scheme, introduced under the
General Provident Fund Act, 1925, shall be applicable to all
the employees of the University, except those who joined
service on or after 1-09-2004.
2) The Scheme shall be administrated as per the GPF rules
communicated by the Government from time to time.
3) Every subscriber shall nominate one or more persons conferring
the right to receive the amount that may stand to his/her credit
in the event of his/her death. If the subscriber has a family,
the nomination shall not be in favour of any person or persons
other than the family. The definition of family for this purpose
shall be as stated in GPF rules. If a subscriber nominates
more than one person, he/she shall certify in the nomination,
the amount of share payable to each of the nominees. A
subscriber may, at any time, cancel the nomination by sending
a notice in writing to the Registrar duly enclosing a fresh
nomination.
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4) The subscription to General Provident Fund by employees

shall commence from such date as prescribed in the GPF
rules.
5) The amount of subscription to General Provident Fund shall
be fixed by the subscriber himself/herself without detriment to
the percentages of minimum and maximum subscription fixed
in the GPF Rules from time to time. The subscriber can
intimate the fixation of the amount of his/her monthly
subscription in each year- once for reducing the amount of
subscription at any time during the year and twice for
enhancing the amount of subscription at any time during the
year. A subscriber shall not subscribe during the last four
months of his/her service. Even in cases where the subscriber
does not exercise this option, there shall be no deduction
towards General Provident Fund subscription in the month in
which a subscriber retires on superannuation.
6) The university shall pay to the account of a subscriber interest
on the subscription at such rate as may be determined for
each year by the competent authority under the GPF Act.
7) Method of calculation of interest: The balances outstanding
on the last day of every month shall be worked out. The
balances so arrived at for every month of financial year should
be summed up. The product so arrived at is denoted by ‘P’
and the rate of interest is denoted by ‘R’. The formula for
interest calculation is as follows:
Interest = P x R/100x1/12
8) The provisions of the GPF scheme such as drawing of
advances and part final withdrawals, conversion of an advance
into part final withdrawal, mode of recovery, etc., shall be
implemented by the University as per the GPF Rules in force.
9) The Provident Fund Booster Scheme pertaining to payment
of an additional amount to the nominee of a subscriber who
died in service based on the average balance in the P.F.
account of the deceased subscriber during the three years
immediately preceding the month in which the subscriber died
shall be implemented as per the eligibility and other conditions
stipulated in the GPF Rules.
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10) The total amount of provident fund including interest lying to

the credit of an employee’s P.F. Account shall be paid to him/
her on the date of retirement based on his/her application for
releasing the amount. However, the provision that a subscriber
is entitled to withdraw the amount to the credit of his/her P.F.
Account one year in advance of the date of superannuation
shall be implemented as per the G.P.F Rules. In such cases,
the accumulation during the last one year of service only shall
be payable on the date of retirement.
11) As soon as possible after the close of each year, the Finance
Officer shall send to each subscriber a statement of his/her
account in the fund showing the opening balance as on the
first of April of the year, the total amount credited or debited
during the year, total amount of interest credited as on the
31st March of the year and the closing balance on that date as
per proforma prescribed.
12) In matters not expressly covered in these rules, the provisions
of GPF rules mentioned above shall apply mutatis mutandis.
6.12.6 Other Provident Fund Schemes
1. The University shall implement the employees provident fund
scheme in respect of temporary employees working on NMR
basis in the university. The scheme shall be implemented as
per EPF Rules in force.
2. In case of employees who joined service on or after 01-09-
2004 and other temporary employees who are not governed
by any P.F. scheme, the Executive Council of the university
may itself put in place a provident fund scheme with terms
and conditions and provisions like those of General Provident
Fund/Employees Provident Fund scheme and implement the
same at its level.
6.12.7 Insurance
1) Provision shall be made for payment of premia to the LIC of
India on the Life Insurance Policies of the employees by
making monthly deduction from the salaries. The employees
intending to take LIC policies from salary have to exercise
their option and communicate the same to the Registrar to
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affect recoveries from their monthly salary and to pay premium

to the LIC before 10th of each month. This is implemented
subject to the following general conditions.
(i) The policy holder is the custodian of the original policy.
(ii) There is no assignment procedure in this Scheme.
(iii) Loan can be taken by the policy holder from the LIC directly.
(iv) Policy can be cancelled at any time by the policy holder.
(v) The policy will be discharged on maturity and the assured
amount will be paid to the policy holder by the LIC directly.
(vi) The policy can be continued till the date of maturity even
after the retirement of the policy holder. The responsibility
of payment of premium after retirement rests w i t h
the policy holder.
2) The employees may subscribe to Life Insurance Policies from
their Provident Fund Account also. This is an optional scheme.
The employees may subscribe to Insurance Policies under
this scheme with premium payable quarterly / half yearly /
yearly, at their option. The Insurance Policies will be pledged
in the name of the Registrar, ANU and hence the Policy Bonds
will be in the custody of the Registrar. On maturity, the amount
will be claimed by the Registrar and credited to their PF
Account. In case of death of an employee while in service the
amount due will be claimed by the Registrar from the LIC and
paid to the nominee. In case of Policy being still in operation
as on the date of retirement of the employee, the policy can
be assigned to the pensioner to continue payment of premium
on his / her own. The policy can be terminated at the option of
the employee by sending information to the LIC to this effect.
3) (i) All the regular employees have to insure their lives with
the LIC under Group Linked Insurance Scheme (GLIS)
compulsorily, after completion of one year of service from
the date of their appointment. The monthly subscription of
the employees will be deducted from the salaries of the
employees at the rates prescribed by the LIC from time to
time based on the grade of the employee and remitted to
the LIC by the Office.
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(ii) On retirement / death of an employee the insured amount

will be claimed by the Registrar (Master Policy Holder)
and the amount will be paid to the employee / legal heir by
the Registrar. The master list of Insurance Policy as on
the last day of February of each year will be communicated
to the Branch Manager of L.I.C. in the month of March
every year.
4) The Executive Council is the competent authority to introduce
and implement any other Insurance Scheme such as accident
insurance as an optional scheme to the employees of the
University and may extend any Insurance Scheme to the wage
earners paid on monthly basis.
6.12.8 University Employees’ Welfare Schemes
1) The University may implement Welfare Schemes like Family
Benefit Fund etc., for the benefit of the employees of the
University by framing rules or by issue of executive instructions.
2) The Rules / Orders / Instructions of the University providing
for implementation of employees welfare schemes shall specify
the object, the group of employees covered, the eligibility
conditions, the rate of subscription, benefits accruing from the
schemes, the responsibilities of the Drawing and Disbursing
Officers and the employees, modalities relating to opening of
Bank Account, Operation of the Funds, the records of Accounts
to be maintained and Annual Accounts to be placed before
3) Wherever the University adopts any rules relating to the
employees’ welfare schemes framed by the Government for
its employees, the University shall specify in the order of
adoption as to the authority / authorities which shall exercise
the powers in this regard. The University shall ensure that the
provisions of the Government Rules adopted are strictly
adhered to.
4) The financial transactions of each welfare scheme shall be
accounted, as far as possible, in a separate bank account.
The Finance Officer shall operate the accounts of the
Employees’ welfare schemes.
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6.13 DISTANCE EDUCATION
6.13. Distance Education

The University is running the distance education programme by
admitting candidates on the basis of a qualifying test and/or pass in
qualifying examination to the Undergraduate / Postgraduate
programmes, etc. The course material is supplied to the candidates
and contact programmes are arranged at the study centers through
qualified teaching staff.
The Director is the Head of the Center for Distance Education. He
is assisted by teachers/Officers/Employees of Non-Teaching cadres
as per the approved staff pattern.
6.13.1 Income and Expenditure of the Program
a) Income:
i) The fees for the qualifying test
ii) The course fees paid by the candidate
iii) Examination fee
iv) Other miscellaneous fee such as convocation fee, issue
of certificates fees, etc.
b) Expenditure:
i) Salaries of staff
ii) Remuneration of Counselors
iii) Payment of share of income to study centers
iv) Contingent expenditure at the study centre
v) Printing and supply of course material
vi) Conduct of examinations
vii) Pension contribution for the employees
viii)Other miscellaneous expenses such as rents for the study
centers, etc.
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6.13.2 Responsibilities of the Director of Distance Education

1) The Director shall maintain all the records of accounts referred
to in the Regulation on university funds as are applicable to
the activities of the Directorate with the help of Deputy
Registrar/Assistant Registrar deputed for the purpose.
2) He shall maintain detailed accounts of receipts and payments
and furnish any information required by the Vice-Chancellor
and Finance Officer periodically.
3) He shall prepare the budget for the Directorate as per the
directions of the Vice-Chancellor / Finance Officer and furnish it
to the Finance Branch as per the budget calendar in the
prescribed format.
4) The expenditure towards various activities of the Directorate
for which services are provided by other Departments of the
University and expenditure met out of the budget provision
made for such Depar tments shall be charged to the
Directorate, including Administrative/overhead charges at such
percentage as decided by the Executive Council.
5) The Director shall prepare the annual accounts comprising
Receipts and Payments Account for each financial year and
submit it to the Finance Officer for being placed before the
Finance Committee / Executive Council. He shall also submit
Revised Estimates for the current year and Budget Estimates
for the coming financial year pertaining to the CDE to the
Finance Officer as per the Budget Calendar.
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6.14 MISCELLANEOUS ITEMS
6.14.1 Advances Loans and Deposits

(1) Advances:
Advances are generally given for the following purposes, subject to
such restrictions and conditions stipulated by the University.
a) (i) Personal Advances to Employees like Marriage Advance,
Education Advance, Festival Advance, etc. may be paid by
the University. Such advances are recovered from monthly
salaries. The account of the advances paid and the
recoveries made shall be maintained in the Register of
Advances in Form 10 or any other format designed by
the University and Register of Recoveries in Form 11
respectively.
(ii) The conditions governing the sanction of the above
advances as well as their recovery shall be as per the
orders of the Government of Andhra Pradesh issued from
time to time and adopted by the Executive Council.
(iii) Executive Council is the competent authority to decide to
implement any other categories of personal advances
approved by the Government for the University employees
keeping view the need and financial viability.
(iv) Besides the above advances, the University implements
the scheme of reimbursement of school fees for not more
than two children of University employees as per the rate/
procedure of recovery approved by the Government of
Andhra Pradesh.
b) Advances to Departmental officers of the University to meet
expenses towards urgent purchases, seminars, conferences,
workshops, etc., these advances shall be adjusted on
submission on Non-Payable Detailed Contingent Bill in Form
46 duly furnishing the details with supporting vouchers. The
280
procedure for adjustment of these advances shall be as given

in Chapter- 4 on “Procedure relating to Payments” of these
Regulations.
c) Advances to other executing agencies like CPWD, Roads &
Buildings Department, HWSSB, APSEB, etc., of the
Government for execution of any works of University as
Deposit Contribution Works. These advances shall be adjusted
on the basis of the completion report furnished by the
Executing Agency along with details of the total expenditure
incurred for the work.
(2) Loans
a) The University has introduced the sanction of following
categories of loans, recoverable from salary, to its employees
from the revolving fund provided out of its own internal
resources for the welfare and benefit of employees.
(i) Interest free Medical Loan
(ii) Housing Loan
(iii) Vehicle (Car/Two-wheeler/Bicycle) Loan
(iv) Educational Loan
(v) Medical Loan
(vi) Personal Loan
b) The detailed rules regarding eligibility, quantum of loan, rate
of interest, method of recoveries, etc., for the above loans
shall be as decided by the Executive Council from time to
time.
(3) Deposits
a) Generally, the following types of deposits are received by the
University.
(i) Security Deposits from Employees,
(ii) Deposits from Contractors/ suppliers for the fulfillment of
their contracts,
(iii) Earnest money deposits of tenderers,
(iv) Deposits representing sums which cannot be brought to
an account under any revenue head, and
(v) Other departmental deposits.
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b) The accounting procedure of Contractor (s) Security Deposits

and the Earnest Money Deposits is laid down in the Chapter
on Execution of University ‘works. It shall be applicable even
in the case of Security Deposits / Earnest Money Deposits
obtained from the suppliers.
c) Register of Deposits: Other deposits referred to under clauses
(iv) and (v) of sub-rule 14.1.3(a) above shall be accounted in
the Register of Deposits separately and full details of the
purpose for which such deposit is received and the
conditions if any, shall be clearly noted therein. In addition to
this, the date of receipt and receipt number and the Cash
Book Folio number should also be recorded in the register.
i) Each part of this register shall be opened on 1st of April
every year, with the details of the outstanding balance as
on 31st March of previous year. The deposit received during
the year shall be entered in the relevant part as and when
each transaction occurs. At the end of each month, a total
of deposits received during the month should be arrived
at and agreed with the corresponding figures in the monthly
accounts.
ii) The refund of deposits in cash or by transfer or by adjustment
should be noted against the original credit entry in the deposit
register and the total refunds in a month agreed with the
corresponding figures in the monthly accounts.
iii) A plus and minus memorandum of deposits shall also be
prepared for each set of deposits indicating;
A) Opening Balance Rs.__________
B) Deposits Received during the Month Rs.__________
C) Total Deposits (A+B) Rs.__________
D) Refunds during the month Rs.__________
E) Closing Balance (C-D) Rs.__________
d) In the case of deposits falling under types (ii) & (iii) of sub-rule
(3)(a), amount deposited may be released by the Finance
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Officer after due fulfillment of the terms of contract on the

recommendation of the University Engineer and with the
approval of the Vice-Chancellor. Before repayment, it shall be
ensured that the deposit is actually outstanding and conditions
for the refund of deposits are satisfied.
e) The deposits are outstanding liabilities and hence should not
be utilised to meet general expenses. However, the deposits
of the types mentioned in (ii) to (v) of sub-rule 14.1.3(a) above,
remaining for THREE complete account years after their refund
falls due, shall be transferred to the credit of the University
General Fund Account, as lapsed deposits. If claims are
preferred subsequently and admitted, the amounts may be
refunded as miscellaneous charges from the General Fund
Account.
6.14.2 University Printing Press
1) In the event of the University establishing a Printing Press,
the Executive Council shall constitute a Press Advisory
Committee to advise the University relating to the functioning,
policies, administration, budgeting for the printing activities.
Such Committee shall invariably have the Director of Printing,
Stationery and Publications of the Government or his/her
nominee as one of the members besides such other members
nominated by the Executive Council.
2) The University press shall be responsible for printing of all
forms and registers and books of routine use in the offices of
the University. In addition to this, printing work relating to
University publications shall also be undertaken.
3) All printing works of the university shall be got done through
the university press only. If the Director of the University press
expresses his inability to undertake the work, the work may
be awarded to outside agencies. All such printing works
awarded to outside agencies shall be first got approved by
the Press Advisory Committee and thereafter the Director or
the designated officer shall follow the procedure of inviting
tender, acceptance etc., as laid down in the Regulation on
Purchases.
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4) The University printing press shall maintain the following record

in the forms indicated against each.
5) Apart from the above, the Printing Press shall maintain the
Stock and Issue Account in the prescribed Form 79 in respect
of (a) Paper and other raw material purchased for printing
works, (b) Non-consumable stores and (c) Register of Fixed
Assets (Plant & Machinery) in Form 80.
6) The press in-charge shall raise a bill in Form 91 for the work
done (based on the details entered in the work cost register) for
the Departments of the University and send it to the concerned
Heads Of Departments, in triplicate. The indenting officer shall
countersign the bill with a certificate accepting the debit of
cost of work and to charge it to the budget head of account of
the Department. He shall return two copies of the bill to the
press in-charge, retaining the other copy for his office
reference. The press in-charge shall retain one copy and send
the original copy to the Finance Officer for scrutiny and
payment/adjustment.
7) The press in-charge shall prepare an annual account of
Receipts and Payments of the printing press at the close of
each financial year, and furnish the details of balance value
stock of raw materials, finished books and other productions
and value receivable from the Departments of the University.
He shall send it to the Finance Officer for scrutiny and for
placing it before the Executive Council along with other
accounts of the university.
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6.14.3 Constituent Colleges and their Responsibilities

1) In the event of the University establishing a Constituent College
all receipts of fees and other amounts shall be remitted to the
University fund. Only amounts (including scholarships) which
are authorized to be credited to the Principal’s Bank account
shall be deposited to that account and utilized for authorized
purposes. Proper care shall be taken to ensure that all amounts
received from the students and the Common Entrance Test cell
towards admission and other fees in the form of Bank drafts /
cheques are deposited to the designated Bank account of the
University on or before the specified date.
2) The Principal shall ensure that all the transactions of receipts
& payments made through the Principal’s Bank account are
reconciled with Bank every month.
3) Wherever the University prescribes procedure for remittance
of admission and other fees by the students through the notified
Banks / branches of Banks / online remittances, production of
receipt / challans in support of payment of fees to the colleges
shall be insisted upon. The Principals of the colleges shall
ensure that no student is admitted to the courses of study
unless receipts / challans are produced along with other
required documents, at the time of admission (s).
4) The Principals shall prefer bills in the prescribed forms in
respect of claims payable out of University funds and send
them to the Finance Officer for arranging payment.
5) In the case of expenditure incurred out of specific funds
deposited to the Principal’s Bank account and those released
by the University to meet expenses in connection with any
scheme or activity, the Principals shall maintain proper
accounts supported by vouchers and produce them for audit
and inspecting authorities.
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6.14.4 University Library

1) Payment of subscription for Periodicals
a) Where subscription for Periodicals for which advance,
payment is required to be made, orders should be placed
directly with the publishers or through a subscription agency
of known standing. The subscription amount shall be drawn
on an Abstract Contingent bill by the Librarian and shall be
paid in advance for periodicals only on receipt of the Proforma
invoice, and shall be checked against their regular invoice at
the end of the year. The advances shall be adjusted when the
receipt for the payment is received from the publisher /
agency by submitting Non-Payable Detailed Contingent
bill to the Finance Officer. While sending the bill for
adjustment to the Finance Officer, the following certificate
shall be recorded: “Certified that the periodicals subscribed
are being received by the Library”
b) If any issue of the periodical is not received against the
order, the Publisher / agent should be asked to replace it
free of cost. The Librarian shall be responsible to ensure
that periodicals are received promptly and regularly against
advance payments made. Periodicals meant to be kept as
sets shall be bound on the completion of the volume and
will be accessioned and shelf listed in the usual way.
2) Payments for Newspapers and Magazines: Payments for the
Newspapers, Weekly and Monthly magazines shall be made
monthly, quarterly or yearly as the case may be, on receipt of
the invoice / bill from the vendor by preferring a Detailed
Contingent bill and obtaining cheque in favour of the vendor,
from the Finance Officer.
3) Physical verification of books, Journals, equipments, library
materials and non-consumable items:
a) As a general rule, the physical verification of books,
journals, periodicals stocked in the Library shall be
undertaken once a year.
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b) There shall be an annual verification of all the books in the

Reference Section of the Library. In respect of other sections
of the Library, having regard to the size of the library, the
time required, the cost and the personnel involved etc., if
it is not possible to have physical verification done annually,
random sample checks shall be carried out in such a way so
as to cover the entire Library stock at least once in every
three years, or as may be directed by the Library Committee.
c) As far as possible, the physical verification of stock should
be got done by officers/ staff other than those working in
the Library. If this is not possible, this may be entrusted to
the staff members of the library who are not connected
with the custody of books of the particular section taken
up for physical verification.
d) In the case of Manuscripts, Art collections, Rare
publications, encyclopedias etc., a complete physical
verification shall be done by a senior officer personally,
every year.
e) The fact of physical verification as required under these
rules shall be certified by the Librarian and sent to the
Registrar/Finance Officer for record.
4) Writing off losses of Books and Journals of the University
Library:
The Library Committee shall lay down norms to write off the value
of books and journals lost, worn-out etc. After annual verification as
above, the findings thereof shall also be placed before the Library
Committee. The value of the missing books, the books withdrawn
from the library as torn and which cannot be bound securely shall
be taken out from the value of the books and such write off shall be
as per the norms laid down by the Library Committee. Till such norms
are laid down by the Library Committee, write off shall be done with
the approval of the Vice-Chancellor/Executive Council.
5) Collection of Library Deposit and Fines and accounting thereof:
a) The Librarian shall collect Library caution deposits from
the students borrowing books at the rate prescribed in the
rules formulated by the Library Committee. Besides this,
287
he shall collect fine for delay in return of books at such

rates depending on the period of delay, as fixed by the
Library Committee.
b) With the approval of the Finance Officer, the Librarian shall
open a Bank account in his official designation and credit
Library deposits collected from the students to that account.
He shall operate this account for refund of deposits to the
students. He shall maintain a Library Deposit Register in
Form 88 and account therein the receipt and refund of
Library deposit, as and when the transaction takes place.
c) Other collections from students towards fines and penalty
and cost of books not returned shall be deposited to the
specified bank account intimated by the Finance Officer,
as they relate to receipts of the University.
6.14.5 National Service Scheme
1) All National Service Scheme activities of the University shall
be organized and carried out by the Coordinator, National
Service Scheme appointed by the University.
2) The Coordinator, National Service Scheme shall prepare an
annual plan of the activities sponsored / approved by the
Central / State Government and submit it to the Finance Officer
indicating the details of schemes, estimated expenditure,
expected sources of funds including University share, for
consideration and providing funds in the annual financial
statement (budget). The Finance Officer shall examine the
proposal and make necessary budget provision in the annual
budget and submit it to the Executive Council for consideration.
3) The Coordinator, National Service Scheme shall be
responsible to follow up with the Central / State Government
for release of funds due from them for the various National
Service Scheme activities proposed by him.
4) A separate account shall be maintained in respect of grants
received from Central / State Governments. The Finance
Officer shall release funds from this account to the Coordinator,
National Service Scheme for approved activities for which
funds are provided.
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5) The Coordinator, National Service Scheme shall be allowed

to open a Bank account in his official designation for operating
funds received from the Finance Officer. He shall prepare
Abstract Contingent / Detailed Contingent bills for funds
required for National Service Scheme activities and send it to
the Finance Officer for issue of Cheque.
6) The Coordinator, National Service Scheme shall maintain
proper accounts for the moneys received and expenditure
incurred out of it. He shall maintain records of accounts records
as are required to account for the transactions pertaining to
National Service Scheme. He shall furnish reports that may
be called for by the Finance Officer.
7) Wherever he draws money on Abstract Contingent bills, he
shall render Non-payable Detailed Contingent bills for the
advances drawn through Abstract Contingent bills, within a
fortnight. In case of delay in rendering accounts, unless
extension of time for submission of Non-Payable Detailed
Contingent bill is obtained, the Finance Officer shall initiate
appropriate action including withholding all further payments.
8) The Vouchers not submitted to Finance Officer and other
accounts records shall be safely preserved by the Coordinator
till they are audited by the Statutory Auditor and all the
objections raised, if any, are cleared.
6.14.6 Hostels
1) Wherever there is a Chief Warden (Hostels), the Wardens
will function under his/her control. The Chief Warden will open
a Bank account under his official designation for operating
the funds relating to Hostels management to which the
following remittances shall be credited:
a. Boarding and Establishment charges collected from the
students, mess charges received from the Principals of
constituent colleges.
b. Caution Money Deposit collected from the students
admitted to hostel.
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The Chief Warden will release the funds required by the

Warden for running the Messes from time to time.
2) The Wardens of the hostels run by the University shall draw
advances from the Chief Warden through abstract contingent
bill for meeting the expenses of the Hostels / messes and render
proper accounts every month through non-payable detailed
contingent bill. The Wardens shall pay to the vendors and
other agencies related to Hostel / Mess management from
the advances drawn. In case of non-settlement of an advance
by the Warden, the Chief Warden shall stop further advances
till the previous advance is settled.
3) It shall be the responsibility of the Principal to ensure that
required certificates in respect of the students eligible for
scholarships are obtained from the students at the time of
admission.
4) Soon after the admissions to the Hostels are over, the Chief
Warden / Warden, shall send a list of students admitted to the
hostels in Form 89 to the Principal of the College concerned
and the Registrar.
5) As the payment of boarding charges in respect of reserved
categories of hostel inmates is dependent on the receipt of
grants from the Social Welfare Department of the Government,
the Principal shall take timely action to claim the grants from
the concerned Department by raising the bills in time duly
supported by required certificates.
6) The Chief Warden/Wardens of the hostels shall be responsible
to maintain proper accounts for the amounts collected from
the students admitted to hostels, the amount of establishment
and boarding charges received and the expenditure incurred
there-from. They shall maintain accounts/records mentioned
in these regulations, besides certain other basic account
records like stock and issue account of groceries, furniture-
fittings, linen, kitchenware and daily consumables purchased
as may be prescribed by the Finance Officer.
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7) The Wardens shall prefer an Abstract Contingent bill for the

amount of boarding charges receivable for each month and
send it to the Principal of the college concerned/Chief Warden
by the first of the concerned month. They shall enclose to the
Abstract Contingent bill, the Non-Payable Detailed Contingent
bill for the amount drawn for the second previous month.
Unless the Non-payable Detailed Contingent bill for the second
previous month’s advance is enclosed, the Principal/Chief
Warden shall not admit the Abstract Contingent bill and no
further advances shall be released.
8) In the case of special purchases or services procured with
special sanctions from the competent authority, the Detailed
Contingent bills shall be prepared and sent to Finance Officer/
Chief Warden, as the case may be, along with a copy of the
sanction order. After passing the bills, the Finance Officer or
Chief Warden, as the case may be, shall arrange to issue the
cheque in favour of the party concerned and send the cheque
to the Warden for delivery to the party concerned, duly
obtaining acknowledgement.
9) The Wardens of the hostels shall furnish such other statements
as may be prescribed by the Finance Officer/Chief Warden,
from time to time.
6.14.7 University Guest House
1) The maintenance of the University Guest house(s) shall be
the responsibility of the Officer in-charge of the Guest
House(s)/University Engineer who shall function under the
direct control of the Registrar.
2) The University shall frame rules covering:
a) procedure for allotment of accommodation in the Guest
House,
b) fixation of rent for different categories of occupants,
c) arrangements for boarding and fixation of charges therefor
and
d) fixation of user charges for telephone and other services
and facilities.
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3) The Officer in-charge/University Engineer shall be responsible

for the maintenance of the Guest House, collection of rent and
other charges from the guests and deposit the collections to the
designated Bank account of the University.
4) He shall maintain the accounts pertaining to room rents, other
charges, boarding expenses etc.,
5) He shall maintain a Guest Register to record the arrival and
departure details of the guests in Form 94.
6) He shall arrange to issue receipt (printed / computer generated)
for the amount collected from the guests retaining the counterfoil
of the receipt book for record and verification.
7) He shall also send a monthly statement of guests
accommodated in the Guest House and the charges collected
etc., during the previous month in Form 95 by 15th of every
month to the Registrar and the Finance Officer.
8) The Finance Officer or his nominee shall inspect the accounts
of the Guest House periodically, at least quarterly.
6.14.8 Horticultural Activities
1) The University shall designate one of its Officers as officer in-
charge of Nursery, Parks and Gardens of the University who shall
work under the direct control of the Registrar in coordination
with the Officer in-charge of Estate Affairs/University Engineer.
2) The Officer in-charge shall maintain a detailed list of Nurseries,
Parks and Gardens duly assigning an ID number for each of these.
He shall also record in such register the manpower sanctioned
for each of these places.
3) He shall maintain the accounts and also other records like
stock account of consumables like manures, sand and red
earth, insecticides, fungicides, etc., and for equipments, pots,
plants, seeds and seedlings, etc. He shall also maintain a
Revenue Yielding Properties Register i.e., fruit bearing trees,
pasturelands, plantations and other garden products.
292
4) He shall submit a detailed list of activities for each year by

January to the Finance Officer indicating the anticipated
revenue and expenditure for the next financial year. The
Finance Officer, shall provide funds for these activities, as
deemed necessary, in the annual budget of the University.
5) The officer-in-charge shall draw required funds by preferring
Abstract Contingent / Detailed Contingent bills to the Finance
Officer for arranging payment.
6) The Finance Officer shall admit claims only against the approved
budget sanctions.
7) The Officer-in-charge shall submit such reports as the Finance
Officer may prescribe in this behalf, from time to time.
6.14.9 University Health Center / Dispensary
1) The Medical Officer of the Health Centre / Dispensary of the
University shall be responsible for proper accounting of medicines
purchased and dispensed to the students and staff of the
University.
2) He/she shall draw the funds required for the purchase of
medicines and for the maintenance of Health Center by
preferring claims to the Finance Officer through Abstract
Contingent Bill / Detailed Contingent Bill as may be necessary.
3) The Register of patients maintained by the Health Centre /
Dispensary should clearly indicate the medicines prescribed and
the medicines issued to individual patients.
4) The expenditure on the maintenance of Health Centre shall
be met from the provision made in the Budget of the University.
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6.15 FINANCIAL INFORMATION SYSTEM
6.15. Financial Information System

In view of the idea of e-governance picking-up pace, the University
may go in for a common integrated Financial Information System. Such
a system would ensure increased efficiency and transparency of the
Financial Management of the Universities. The benefits broadly are:
i) Ready Monitoring of the University financial position
ii) Standardization of formats for financial transactions
iii) Availability of information instantly about the overall and item-
wise financial position
iv) Effective planning and monitoring of budget utilization
v) Quick generation of reports to funding agencies and other
sources
The proposed system covers financial transactions such as payrolls,
student fees, income from various sources, deposits, advances,
purchases, stores etc.
The proposed system shall broadly consist of the following modules:
i) Budget module covering various aspects of the budget like
sanctions, approvals for expenditure, revisions etc.
ii) General ledger covering the cash book, other ledgers and
modules to generate various financial statements.
iii) Employee module covering service particulars, payroll, leave
account, leave encashment, loans and advances, cumulative
benefits, etc.
iv) Administration module covering posts sanctioned, reservation
structure, recruitment, posts vacant and so on.
v) Purchase module covering purchase, requests and approvals,
quotation/ tendering process, purchase order generation,
goods, invoices and receipts.
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vi) Payment module covering approvals for payment, cash /

cheque payment, advance settlement, etc.
vii) Bank module covering cash /cheque deposits, investments,
cash transfers, interest details, bank reconciliation, etc.
viii) Student module covering admission register, TC and other
registers, fee collection Registers, scholarships, loans, insurance
cover, etc.
ix) Laboratories module covering details of equipment purchases,
maintenance details, cost of equipment, purchase chemicals and
movement of chemicals and so on.
x) Academic module covering affiliations, inspections, fee
collections, academic regulations, combination fee, recognition
fee, etc.
xi) Examination module covering nominal rolls, fee collection
particulars, hall ticket generation, examination stores, purchases
and utilization, valuation data and confidential information, etc.
xii) Hostels module covering enrollment, room allotments, fee
collections, fee exemptions, mess bill generations, stores, etc.
xiii) Modules relating to Center for Distance Education / Centre for
Inclusive Studies and Social Exclusion, and other Centres
capturing their transaction data.
xiv) Receivables module covering various income receipts (including
agricultural, horticultural, plantations) and their status.
xv) General Stores module covering inventory, maintenance,
materials receipts and issues.
xvi) Assets module covering all fixed assets such as lands, buildings,
equipments, etc.
xvii) Library module containing books, journals, non-print material,
maps, charts, etc., and other assets such as equipments.
xviii) Pension and Terminal benefits, Contributory Pension Scheme,
EPF module.
xix) Modules relating to sports and games, NSS, etc.
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FORMS
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Form 1
[Rule 3.7 (1) (a)]
PETTY CASHBOOK
Receipts
Month & Particulars of T
Salary A Contingencies Others Total
date receipts
1 2 3 4 5 6 7
Payments
Particulars of
Month &
date
payments / Salary TA Contingencies Others Total
remittances
8 9 10 11 12 13 14
Form 2
[Rule 3.7 (1) (b)]
STOCK ACCOUNT OF RECEIPT BOOKS
Receipt Particulars
Source No. of Total
Sl. Date Opening of books Series Book no. Receipt. no.
No balance no.
receipt received From To From To
1 2 3 4 5 6 7 8 9 10 11
Issue Details Signature

Date of
Book no. Receipt. of
Signature return
To No. of From To From To official
Series of the Balance of
Date whom Book receiving
no. receiver receipt
issued issued the used
Book
book
12 13 14 15 16 17 18 19 20 21 22 23
Form 3
[Rule 3.7.1(c)]
Receipt Date of
Receipt Total remittance
Date book no. On what Account*
Collection into
no. Bank
1 2 3 4 5 6 7 8 9 10
* Depending on the types of receipts, number of Columns may be provided in this segment.
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SCHEDULES
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REGULATION-7 CONDITIONS FOR

GRANT OF AFFILIATION
TO COLLEGES
These Regulations are made by the Academic Senate in terms of

the powers conferred on it by Section 19 (16) (19) of the Act read
with statute in chapter 6 (i) prescribing the conditions for grant of
affiliation/suspension/ withdrawal of affiliation to the colleges in the
University area.
7.1 Conditions for grant of Affiliation to the Colleges by the

University:
1. The University shall follow the conditions stipulated by the
Government of A.P./ Andhra Pradesh State Council of Higher
Education (A.P.S.C.H.E.) from time to time in addition to those
prescribed by the University for affiliating colleges to the University
as per the Statutes and these Regulations.
2. The following conditions as stipulated by the Government of
Andhra Pradesh/APSCHE for sanction of new colleges/new PG
colleges/new courses/additional sections/change of medium of
instruction in the existing colleges shall be followed.
(1) Corpus Fund
(2) Land
(3) Buildings/Accommodation
(4) Financial Resources
(5) Certificate of Registration of the Educational Societies under
the Societies Registration Act/Trust Deed under the Indian
Trusts Act.
(6) Furniture in accordance with the proposed intake.
(7) Laboratories as per the norms of the University.
(8) Library as per the norms of the University.
359
(9) Games and Sports as per the norms of the APSCHE/

University.
(10) Staff as per the norms of the University.
(11) Any other conditions specifically prescribed.
3. The Government/A.P.S.C.H.E. have prescribed the following
conditions:
(1) Corpus Fund:
(a) The Corpus Fund prescribed by the Govt./A.P.S.C.H.E. as
applicable shall be deposited by the college.
(b) The Corpus Fund shall be remitted in the form of Demand Draft
at the time of applying for new colleges for sanction by the
Government/A.P.S.C.H.E.
(c) The Corpus Fund shall be in the form of FDRs obtained in the
joint names of Regional Joint Director and Secretary and
Correspondent of the Colleges at the time of applying for affiliation
for new colleges/renewal of affiliation.
(2) Land:
The requirement of Land shall be as prescribed by the Government/
APSCHE from time to time. Lease of Land from private persons/
societies shall not be accepted. However, a Lease of land for a period
for not less than twenty-five years from Government/ Municipalities/
Endowments and Quasi Government authorities can be accepted.
(3) Accommodation/Building: The college management shall provide
accommodation/buildings as prescribed by the Government/
APSCHE from time to time.
(a) For existing colleges continuing in rental accommodation
beyond seven years, new courses/sections shall not be granted
until the college moves into its own accommodation. Good
sanitary facilities shall be provided whether in own or rental
accommodation.
(b) Colleges may be permitted to continue in rental
accommodation for not more than 5 years from the date of
establishment. Affiliation shall not be renewed unless the
360
management shows evidence of starting construction of

buildings on their own land and complete the construction
within the next two years.
(c) Every college shall provide a plinth area of 8000 sq.ft. in
urban and 6000 sq. ft in rural locations for accommodating
class rooms, labs, library, office, etc. Separate
accommodation shall be provided for BCA/PG/PG Diploma
courses additionally as per the norms laid down by
A.P.S.C.H.E.
(d) Lecture Rooms: The college management shall arrange
spacious Lecture rooms by providing space at the rate of 12
sq. ft. per student. The Lecture hall shall in no case be less
than 400 sq. ft in area. Adequate lecture halls shall be
arranged depending on the combinations/courses offered by
the College.
(e) The college management has to provide accommodation for
the following common facilities as prescribed by the
Government/APSCHE:
(i) Principal’s Room
(ii) Staff Room
(iii) Office Room
(iv) Games Room
(v) Library
(vi) Ladies’ Waiting Room
(vii) Principal’s Room
(viii) Toilets with all facilities
(4) Financial Resources:
The College Management shall adhere to the condition of minimum
financial resources prescribed by APSCHE from time to time.
(5) Registration of the Educational Society:
As per the Government/APSCHE norms, an Educational Society must
obtain a Certificate of Registration from the Registrar under the Societies
Registration Act. A copy of the constitution and bye-laws of the
361
educational society proposing to establish educational institution

shall be submitted along with a copy of the registration certificate
under the Societies Registration Act. This rule shall also apply to
colleges established by Trusts under a Registered Trust Deed.
(6) Furniture:
The College Management shall arrange to provide adequate furniture
in the class rooms, office rooms, library and laboratories.
(7) Laboratories:
(a) For graduate courses each Laboratory shall be of 600 sq.ft in
area and for PG courses each Laboratory must be of at least
1000 sq.ft. area. The Laboratory shall be equipped with
necessary Apparatus, Chemicals, etc. prescribed for the
courses of study.
(b) For other courses, it shall be as prescribed by the regulatory
bodies, such as, AICTE, NCTE and PCI.
(8) Library:
The management shall arrange for establishment of a Library,
with sufficient accommodation, with at least 100 books in each
subject and the same should be raised to 200 within a period of
3 years. A recurring expenditure of not less than Rs. 3,000 per
subject for books shall be ensured. In each subject a minimum
of two subject journals shall be subscribed.
(9) Games and Sports:
The Managements shall provide facilities for games and sports as
prescribed by the Executive Council from time to time.
(10) Staff:
The college must have adequate number of qualified teachers with
average work load of not more than 20 hours per week per teacher.
Classes must be conducted for English and Telugu Medium students
separately.
(i) For recruitment of teachers in affiliated colleges, the
selection committees shall be constituted as prescribed
362
by the Executive Council from time to time based on the

guidelines formulated by the APSCHE/Government.
7.2 Conditions for grant of Temporary affiliation/Renewal of
Temporary affiliation/Permanent affiliation/Withdrawal of
affiliation.
A Temporary affiliation for starting new colleges:
Mere sanction of the Government is not sufficient for starting
a new college. Temporary affiliation shall have to be
obtained from the University for a College to come into
existence.
(1) The University will consider grant of temporary affiliation
on submission of an application with the following
documents.
(a) Education Society’s Registration certificate from the
Registrar under Societies Registration Act along with
the Bye-Laws.
(b) Permission letter for starting the college from the
Government/A.P.S.C.H.E.
(c) Joint Inspection Commission Report of Govt./
A.P.S.C.H.E. along with the condition-wise fulfillment
report.
(d) Registered sale/gift deed for the required one/two/
more acres of land. Registration of Govt. land implies
an alienation certificate issued by the Collector and
District Magistrate or by an Order of the Govt. (G.O.)
(e) Sketch plan of the temporary / permanent
accommodation, if provided in the college site, or in
case of rental accommodation a registered lease deed
for a period of not less than five years, for a minimum
of 8000/6000 sq.ft. Building accommodation ass the
case may be.
(f) Compliance Report on purchase of furniture,
equipment, books or on-line Library and Laboratory
provisions as prescribed from time to time.
363
(g) Photostat copies of FDR in proof of payment of

Corpus Fund in the joint names of the Secretary and
Correspondent of the College and the R.J.D. of Higher
Education.
B. On production of the above documents, the University shall
appoint Inspection Commission for verification of the physical
facilities made available by the College managements. Sanction
order of affiliation shall enable the starting of the college. For
colleges started without the receipt of sanction orders of affiliation,
the students admitted will run the risk of not allowing them to
appear for examinations and action against the management will
be taken as per rules for violation of University procedure.
7.3. Sanction of Affiliation for new courses/additional
sections in an existing college:
For starting of new U.G. courses/Additional Sections in the college, the
A.P.S.C.H.E. is the competent sanctioning authority according to
G.O.Ms. No.278, Education, dated 24-07-1995. Conditions for the
sanction of new U.G. courses shall be as prescribed by the APSCHE
from time to time. Compliance of the conditions prescribed by the earlier
inspection commissions of the University and the Government is a
prerequisite for sanction of New courses/Additional Sections in the
existing colleges. The requirement of building and furniture, Laboratory,
Library, Staff shall be complied with as per the recommendation of the
earlier Inspection Commissions of the APSCHE and the University.
Permission shall be obtained from the APSCHE for starting new courses,
additional sections, change of medium of instruction etc. Temporary
affiliation must be obtained from the University before admitting
candidates into the new courses/ additional sections sanctioned by the
APSCHE. Application for temporary affiliation will be considered by
the University for starting new courses in an existing college on
production of the following documents:
1. The college management shall submit a copy of the sanction
order of APSCHE/Govt.
2. The college management shall submit a compliance report
on the conditions stipulated by the JIC of the APSCHE.
364
3. The college management shall fulfill all the conditions

stipulated by the earlier inspection commissions that visited
the college.
4. Photostat copies of Corpus Fund deposited by the College,
details of Corpus Fund prescribed by the University; amount
deposited by the College and the balance due to be paid
shall be submitted.
5. Copies of the documents showing the extent of land
prescribed by the University/APSCHE and the land that is
procured by the college shall be submitted.
6. A sketch plan of the total area of buildings constructed by the
college. A statement showing the total number of class rooms,
laboratories, library and staff rooms prescribed by the earlier
inspection commissions and their fulfillment shall be
submitted.
7. A list of existing courses/sections both aided and unaided,
along with student enrolment/strength in the current year shall
be given in a statement.
8. For starting new courses/sections in existing colleges,
permission for making admissions in such courses may be
considered on the basis of the report of the JIC of the
APSCHE, with or without further inspection by the University
on submission of the following documents by the
managements.
(a) Proceedings of the APSCHE sanctioning new course/
courses.
(b) Application for temporary affiliation along with course
fees.
(c) All the documents relating to fulfillment of the basic
conditions through compliance report.
(d) No dues certificate on fees and adjustment of accounts.
However, the above provision is subject to processing and finalization
of grant of affiliation prior to commencement of regular examinations
for the year under consideration.
365
7.4. Extension/Renewal of Temporary Affiliation:

The following are conditions for extension of temporary affiliation:
1. Every institution shall submit a compliance report on the
conditions stipulated by the immediate previous inspection
commission and the earlier ones if any.
2. For new colleges/new courses temporary affiliation shall be
granted for the first three years on an annual (year to year) basis.
3. The Executive Council shall have the power to grant extension
of temporary affiliation to colleges for two years at a time as per
the norms mentioned below:
(i) Inspection commission shall be appointed for considering
extension of temporary affiliation for a period of two years
for the colleges/courses which have completed three years of
standing. However, the University reserves the right to appoint
inspection commission for considering extension of temporary
affiliation for one year only for colleges which have not fulfilled
the conditions stipulated by the earlier inspection
commission(s).
(ii) Whenever an inspection commission is appointed to consider
a college for extension of temporary affiliation for two years
at a time, the commission will recommend the extension of
temporary affiliation for two years at a time, if there are no
major deficiencies and if the courses have been in existence
for more than three years with more than 50% admissions
out of the sanctioned strength of students. However, orders
of affiliation may be granted on annual basis.
(iii) However, in case of backlog of affiliation for more than two
years, the inspection commission will be entrusted to cover
the extension of affiliation for the previous years also along
with current year. Such commissions will mainly work on
the assumption of bringing the temporary affiliation up to
date (up to current year) if satisfied with the fulfillment of
conditions or to give time from one to three months, for
fulfillment in case of minor deficiencies on making sure
366
that the college has remitted the affiliation fee for all the
years to be covered.
4. The following is the infrastructure required for the colleges:
(i) APSCHE/University norms shall be followed with reference
to Land, Buildings, Staff, Class rooms, Laboratories, Library
(Books), Office Room, Waiting room, Furniture, etc.
(ii) Colleges are not permitted to continue in rental
accommodation for more than 5 years from the date of
establishment. Affiliation shall not be renewed unless the
management shows evidence of starting construction of
buildings on their own land and complete the construction
within the next two years. Colleges which have been in
leased accommodation for more than 5years shall not be
considered for sanction of new courses/additional sections.
(iii) Lab furniture and lab equipment shall be provided as per
the norms of the University.
(iv) Colleges should provide 8000 Sq. Ft. plinth area excluding
accommodation for BCA/PG/PG Diploma courses.
Separate accommodation over and above 8000 Sq.ft.
should be provided for these courses.
(v) Corpus Fund as per norms.
(vi) While granting affiliation for starting a new college
established in a rented accommodation, a condition shall
be stipulated that the college shall move into its own
buildings in their-own land within 5 years from the date of
establishment, failing which introduction of new courses
shall not be permitted.
(vii) All the dues, such as Affiliation fee, IUT fee, Youth Festival
fee, Development/Infrastructure fee, refund of balance
amounts of advances for conducting examinations, etc.,
shall be paid and the same be entered in the Pass Books
of Affiliation Section of the University for considering the
renewal of temporary affiliation for the current year.
(viii) Renewal of temporary affiliation shall be considered on
compliance of the conditions laid down at the time of
starting of the college for those colleges started prior to
1976.
367
5. (i) The college managements shall take the responsibility

to get the inspection of colleges completed by the
Commissions of University to consider extension of
affiliation, to furnish information to such Commissions and
any Committees constituted by the University to visit the
college and submit report there on.
(ii) Colleges which fail to complete inspection of their college
by the commission appointed by the University till the
commencement of the degree regular exams of the
concerned academic year, shall not be permitted to make
admission for the succeeding year by giving a proper notice
to this effect to such college. Colleges which do not apply
for extension of affiliation for more than two years shall not
be permitted to make admissions for the succeeding
academic year.
(iii) The University shall pay TA/DA or Car Hire charges and
Inspection Fee to the members of the Inspection
Commissions for visiting colleges to inspect and report on
matters of affiliation as is done in the case of Joint Inspections
by the APSCHE. The University shall include the TA/DA
component also while fixing the fee for inspection. The
colleges seeking affiliation shall pay the inspection fee and
enclose the challan/DD to the application form, failing which
the inspection shall not be conducted. This procedure shall
be brought into force with immediate effect.
(iv) Once this new procedure comes into existence, the members
of the inspection commission shall not accept any payment
towards TA/DA or Car Hire charges or Inspection Fee from
the colleges. Any violation of this norm by any member of
inspection commission of the University shall be viewed
seriously and treated as an act of indiscipline and follow-up
action will be taken accordingly. This measure is intended
to ensure independence of inspection commissions in the
discharge of their duty.
7.5 Conditions for sanction of Permanent Affiliation:
The proposals for sanctioning permanent affiliation to colleges having
a standing of five years shall be considered on fulfillment of the
368
following conditions. However, a course with temporary affiliation

in a college, which had permanent affiliation for other course(s), will
be considered for permanent affiliation after completing three years
of existence of that course in the college.
In addition to the conditions stipulated for temporary affiliation, the
college shall fulfil the following before the grant of permanent
affiliation.
(i) The course/courses must have completed 5 years of
existence or 3 years of existence in such colleges which have
already got permanent affiliation for at least one course.
(ii) The college must have:
(a) undisputed possession of land as prescribed by the
University/APSCHE at the time of starting of the college;
(b) permanent pucca buildings (RCC structures) adequate for
the courses on its own land (sheds are not allowed);
(c) deposits of Corpus Fund prescribed;
(d) a management elected by a registered society;
(e) regularly appointed staff through authorized selection
committees with the following members for the course/
courses for which permanent affiliation is sought.
(i) Nominee of the University;
(ii) Nominee of Commissioner/Director of Collegiate
Education;
(iii) Secretary/Correspondent of the college;
(iv) Principal of the concerned college; and
(v) Subject Expert invited by the college management;
(f) a duly constituted Governing Body in case of private
Degree Colleges/LPDC in case of Govt. Degree Colleges;
(g) a record of satisfactory conduct of examinations;
(h) obtained ‘no dues’ certificate from the University as
evidence of clearance of all dues/fees and for adjustment
of advances drawn;
(i) adequate number of books in a Library allocating the
required space for this purpose;
369
(j) the requisite equipment for Labs with running water facility
(wherever necessary);
(k) adequate facilities like furniture, drinking water, separate
toilets for staff, male students and female students;
(l) adequate facilities on the college campus for indoor and
outdoor games/sports;
(iii) In addition to the above, the college:
(a) shall have fulfilled the conditions prescribed by the earlier
inspection commissions and complied with the instructions/
guidelines issued by the University from time to time;
(b) has not refused to conduct University examinations.
(iv) Instructions to Inspection Commission Members:
Permanent affiliation shall not be recommended unless the
recommendations for temporary affiliations are made subject to
fulfillment of any conditions. The managements have to fulfil all the
conditions before the inspection commission visits the college. The
commissions shall also take into consideration of facilities made available
for co-curricular activities, settlement of dues and accounts and
satisfactory conduct of University examinations, compliance of
University directions, etc., while making their recommendations for
permanent affiliation.
(v) Withdrawal of affiliation:
University reserves the right to withdraw affiliation to colleges which (i)
violate Statutes, Ordinances and Regulations of the University, or (ii)
fail to fulfil the conditions stipulated by the inspection commissions of
the University resulting in poor academic performance of the college
or (iii) loss of viability for all courses run by the college.

370
REGULATION-8 SERVICE MATTERS
(These Regulations on Service Matters were approved by the

Executive Council vide Resolution No. 1.16 in the meeting held on
15-5-2018 and by the Academic Senate vide Resolution No. 2.3 in
the meeting held on 27-10-2018 and are effective from 27-10-2018).
371
8.1 EXTENT OF APPLICATION

In exercise of the powers conferred by Section 19{5(i) (ii) (iii),
(7), (8) and (24)} of A.P. Universities Act, 1991 (Act No.4 of 1991)
(hereinafter called the Act), the Executive Council hereby makes
the following Regulations in respect of qualifications,
classification, methods of appointment and all other terms and
conditions of service of persons employed by Acharya Nagarjuna
University, hereinafter called Service Regulations-2017.
1. COMMENCEMENT: These Regulations shall come into force

from the date of approval by the Executive Council. Till then
the rules and regulations of Andhra University shall remain in
force as per Syndicate Resolution No.5, dt.12-03-1977 of
Nagarjuna University except in cases where Nagarjuna
University made rules of service through the resolutions of its
own Syndicate/Board of Management/Executive Council.
2. APPLICATION OF REGULATIONS: These Regulations shall
apply to all regular employees of the University appointed
against sanctioned posts.
3. If any doubt arises as to the application or interpretation of these
Regulations to any employee of the University, the matter shall
be referred to the Vice-Chancellor, as per Section 13 (5) of the
Act.
4. These Regulations shall be applicable to both Teaching and Non-
Teaching staff of the University, except where a special provision
has been made for Teachers in these Regulations.
5. (i) In any case where there is no specific provision in these
Regulations on any matter or when any clarification or
interpretation of provision(s) contained herein is required, the
Fundamental Rules of A.P. State Government and either the
A.P. State and Sub-ordinate Service Rules or the A.P. State
Ministerial Service Rules or A.P. Last Grade Service Rules or
A.P. Roads and Buildings Engineering/Engineering
Subordinate Service Rules or A.P. Leave Rules or any other
372
relevant Act/Rules of the State of Andhra Pradesh, as the

case may be, together with their amendments from time to
time shall apply to the University employees.
(ii) With regard to the service conditions of teachers, relevant
UGC Regulations together with their amendments from time
to time shall apply to the extent accepted by the Government
of Andhra Pradesh subject to the adoption of relevant G.Os
by the Executive Council.
Provided that the Executive Council may adopt relevant
Government Orders issued by the Government of Andhra
Pradesh from time to time making additions or deletions or
amendments to the matters covered in these Regulations, as it
deems fit, so as to make them applicable to the employees of the
University.
6. With regard to the Non-Teaching staff who are covered by the
Service/Family Pension scheme, the A.P. Revised Pension Rules
1980, as amended from time to time, shall apply.
7. With regard to the Teachers who are covered by the Service/
Family Pension scheme, the A.P. Universities Teachers Pension
Rules 1992, as amended from time to time, shall apply.
8. With regard to the employees who are appointed, whether
Teaching or Non-Teaching, on or after 01-09-2004, the
Contributory Pension Scheme prescribed by the A.P. State
Government, as amended from time to time, shall apply.
373
8.2 DEFINITIONS
1. APPOINTED TO THE UNIVERSITY SERVICE:

(a) A person is said to be appointed to the University service in
a cadre when he/she discharges for the first time the duties
of a post or commences the probation or training
prescribed there for.
(b) Appointment to any service, class or category shall be by
one or more of the methods indicated below as may be
applicable to the relevant post:
(i) Direct Recruitment
(ii) Recruitment/Appointment by Transfer
(iii) Promotion
(iv) Tenure/Temporary Appointment/Re-employment.
(v) Deputation/Foreign Service
(vi) Appointment of persons of high academic distinction
and professional attainments as Professors by invitation.
2. CADRE means the sanctioned strength of a category in the
Acharya Nagarjuna University service.
3. DAY means a calendar day beginning and ending at midnight.
But an absence from the headquarters which is of 24 hours
duration is reckoned as one day at whatever hour the absence
begins or ends.
4. EMPLOYEE means a member of both teaching and non-teaching
staff appointed in sanctioned posts and includes those appointed
on probation or on temporary basis, approved probationers and
full members of all types of services in the University.
5. TEACHER OF THE UNIVERSITY means a person appointed
by the University, in accordance with the rules framed for the
purpose, to give instruction or guide research in the University
College(s) and the Post-Graduate Center(s) of the University.
374
6. MEMBERS OF UNIVERSITY SERVICE means a probationer

or a full member who has been appointed by the University
and has not resigned or retired or been removed or dismissed
or been discharged for any reason. Members other than last
grade service shall belong to superior service.
7. FULL MEMBER OF THE UNIVERSITY SERVICE means a
person who has been appointed substantively to a permanent
post.
8. PROBATIONER is a person appointed to the service of the
University in a regular vacancy whose conduct and abilities are
put to test for a period specified in the rules of the University.
9. APPROVED PROBATIONER means a person who, having been
appointed to the University service on regular basis, has
satisfactorily completed the period of probation prescribed to the
post.
10. DISCHARGE OF A PROBATIONER means reverting the full
member of another post to his original post in case he could not
successfully complete the period of probation prescribed to the
post or dispensing with the services of a person appointed to the
post for the first time for not successfully completing the period
of probation.
11. ADDITIONAL CHARGE means allowing a University employee
to perform duties of another post, in addition to the duties of his/
her own post, on which no other employee holds a lien. Holding
additional charge of another post shall not amount to appointment
to that another post.
12. OFFICIATING ARRANGEMENT means allowing a University
employee to perform the duties of a post on which another
employee holds a lien. University may, if it thinks fit, appoint its
employee to officiate in a vacant post on which no other University
employee holds a lien.
13. DUTY : An employee is said to be on duty while
i) Performing the duties of the post to which appointed
375
ii) Undergoing probation or training to be followed by

confirmation
iii) On authorized holidays or casual leave
iv) On vacation
v) Attending conferences, workshops, symposia, etc., when
deputed by the University
vi) On joining time
vii) On tours attending to University work entrusted to him/her
relating to his/her post or not and enforced halts occurring
enroute on such tours
viii) Compulsory wait for orders of posting on return from leave.
14. FAMILY (for the purpose of T.A. rules and medical aid) shall
include the members of the family as specified in the relevant
Pension Rules.
15. HEAD OF THE DEPARTMENT OF STUDY means a teacher in
each Department of Study nominated to this position by the Vice-
Chancellor as per rules framed for the purpose.
16. HONORARIUM means a recurring or non-recurring payment
granted to an employee of the University as remuneration for
special or professional work.
17. LEAVE SALARY means the monthly emoluments paid by the
University to its employees on leave sanctioned by the University.
18. JOINING TIME is the time allowed to a University employee to
enable him/her to join a new post at a different station to which
he/she is appointed while on duty in his/her old post.
19. PERMANENT POST means a post carrying a definite rate of
pay, sanctioned without a limit of time included in the cadre
strength.
20. TEMPORARY POST means a post carrying a definite rate of
pay sanctioned for a limited time.
21. TENURE POST means a post which an employee shall not hold
for more than a limited period on contract basis.
376
22. PAY means the amount drawn by the University employee on

duty every month which includes the basic pay, special pay and
personal pay and any other emoluments which may be specially
classed as pay by the Executive Council.
23. TIME-SCALE OF PAY means pay which, subject to the
conditions prescribed in these Regulations, rises by periodical
increments from a minimum to a maximum.
24. PAY-PERSONAL: Personal pay means additional pay granted
to a University employee (i) to save him from loss of substantive
pay in respect of a permanent post due to revision of pay or to
any reduction of such substantive pay otherwise than as a
disciplinary measure and (ii) in exceptional circumstances, on
other personal considerations by the Executive Council.
25. PAY-SPECIAL: Special pay means an addition of the nature of
pay to the emoluments of a post or of an employee, granted in
consideration of
(i) the specially arduous nature of the duties or
(ii) a specific addition to the work or responsibility.
26. PAY-SUBSTANTIVE: Substantive pay means the pay other than
special pay or personal pay.
27. SUBSISTENCE ALLOWANCE means a monthly allowance made
to an employee of the University who is not in receipt of pay or
leave salary during the period of suspension.
28. TRAVELLING ALLOWANCE means all allowances granted to
an employee of the University as per the T.A. rules in force to
cover the expenses which he/she incurs in travelling in the interests
of the University or on University business and having been
authorized by the appropriate authority.
29. SERVICE-TEACHING: The teachers of the University shall
be of the following three categories and/or any other category
approved by UGC/State Government/Executive Council from
time to time:
377
29A. SERVICE-TEACHING (Non-Vacation Academic Staff)*: The

Library Professionals shall be re-designated as follows, as
per the G.O.Ms.No.35, Higher Education (U.E.-I-1) Department,
dated 16-6-2003, who are drawing UGC scales of pay,
approved by the State Government/Executive Council, subject
to condition that there is no financial commitment on the part
of the Government and also with the following conditions:
(i) Assistant Librarian working in the Universities possess the
same qualifications like the Librarians earlier working in
Government Degree Colleges and later designated as
Lecturers in Library Science vide G.O.Ms.No.91.
(ii) The Assistant Librarians have the duties separately identified
and as and when necessary they may be asked to teach
classes and they are not regular teaching staff of the
Department of Library and Information Sciences.
(iii) The Assistant Librarians are non-vacation academic staff
charged with the responsibility of offering academic services
to various Departments in the Universities.
* Approved by the Academic Senate vide Resolution No. T.04 in the

meeting held on 27.10.2018
378
30. SERVICE-ADMINISTRATIVE: Administrative Services include

University employees of the cadre of Asst. Registrar and above
and any other employees defined as such by the Executive
Council. The following are the posts that fall under the
Administrative Service:
31. SERVICE-PROFESSIONAL: Professional Services include

University employees of different professions, other than teachers,
drawing State or UGC scales of pay:
379
32. SERVICE-ENGINEERING: Engineering Services include all

categories of University employees whose duties are technical in
nature and whose services are utilized in the Engineering
Department and any other employee specially defined as such
by the Executive Council. The following are the posts that fall
under Engineering Service:
380
33. SERVICE-TECHNICAL: Technical Services include all

categories of University employees whose duties are technical
in nature and whose services are utilized in the Departments
other than the Engineering Department. The following are the
posts that fall under the Technical Service:
381
34. SERVICE-MINISTERIAL: Ministerial Services include all

categories of University employees whose duties are entirely
clerical and any other class of employees specially defined as
such by the Executive Council. The following are the posts
that fall under the Ministerial Service:
382
35. SERVICE-LAST GRADE Last Grade Services include all

services in posts carrying the lowest time scale of pay or any
other post which is declared to be such by the Executive
Council. The following are the posts that fall under the Last
Grade Service:
383
8.3 GENERAL CONDITIONS OF SERVICE
1. AGE
(i) A person shall not be eligible for appointment by direct
recruitment to any of the posts if he/she has not completed
the age of 18 years on the First of July of the year in which the
recruitment is made.
(i) The upper age limit for eligibility for direct recruitment of Non-
Teaching Staff shall be as decided by the Government from time
to time as on the date of notification.
(iii) Age limit in respect of teaching posts shall be as decided by the
University Grants Commission/State Government from time to
time.
(iv) The relaxations in upper age limit granted to reserved categories
by the Government from time to time shall be implemented
mutatis mutandis by the University.
(v) The upper age limit prescribed is not applicable to the internal
candidates who apply for positions notified under direct
recruitment quota.
(vi) The date of birth entered in the service record at the time of
entering into service of a member of the Teaching or Non-Teaching
staff of the University will not be altered subsequently. The change
of date of birth will not be effected as far as the service record is
concerned even though any subsequent change of date of birth
is made in the School or University records due to any judgment
decree or order of a Civil Court.
2. ORDER OF APPOINTMENT: Every appointment of a person to
the University service shall be through an order of appointment
which shall clearly indicate the nature of appointment, scale of
pay, period of probation, etc.
(i) The Executive Council shall appoint members of all services
in the University.
384
(ii) In all types of appointments, the maximum time allowed for

reporting to duty shall be 30 days unless and otherwise specified
in the order of appointment. The Vice-Chancellor may, in genuine
cases, extend time for reporting to duty by such time as he/she
deems fit.
3. MEDICAL CERTIFICATE:
(a) Every person other than the Vice-Chancellor, appointed for the
first time, to a post in the University service shall invariably
produce a medical certificate of health as to the physical fitness
of the candidate issued by the University Medical Officer or any
other qualified doctor appointed for the purpose by the Vice-
Chancellor. Appropriate formats prescribed are given as
Annexures-I and II.
(b) No further medical examination shall be required for confirmation
of services.
4. WHOLE TIME EMPLOYMENT: Unless in any case it be otherwise
distinctly provided, the whole time of a University employee is at
the disposal of the University which pays him/her, and he/she
may be employed in any manner required by the University
authorities concerned without claim for additional remuneration
irrespective of the fact whether his/her salary is met from the
Block Grant or the funds raised by the University.
5. WORK OTHER THAN THAT OF THE POST HELD BY AN
EMPLOYEE:
(i) No full time employee of the University shall undertake any other
remunerative work or honorary work without the prior approval
of the appointing authority.
(ii) No permission is required for publications embodying one’s
research work or books of reasonably good standard or radio
talks or T.V. programs relating to his/her subject or of literary value
or any topic of general interest.
6. SUBSTANTIVE APPOINTMENT TO ONLY ONE POST:
(i) Two or more persons cannot be appointed substantively to the
same permanent post at the same time in the University.
385
(ii) A University employee cannot be appointed substantively,

except as a temporary measure, to two or more permanent
posts at the same time.
(iii) A University employee cannot be appointed substantively to a
post on which another University employee holds a lien.
7. LIEN:
(i) Unless in any case it be otherwise provided in these Regulations
a University employee on substantive appointment to any
permanent post acquires a lien on that post and ceases to hold
any lien previously acquired on any other post.
(ii) Unless the lien is suspended a University employee holding
substantively a permanent post retains a lien on that post:
(a) while performing the duties of the post;
(b) while on foreign service, or holding a temporary post, or
officiating in another post;
(c) during joining time on transfer to another post; unless he/she
is transferred substantively to a post on lower pay in which
case his/her lien is transferred to the new post from the date
on which he/she is relieved of his/her duties in the old post;
(d) while on leave;
(e) while under suspension.
8. TRANSFERS:
(i) The transfers of employees from one Branch/Section to another
Branch/Section in the University or to the P.G Center(s) or vice-
versa may be taken-up by the University ordinarily once in three
years.
(ii) Transfer of an officer/employee shall not be completed until the
Certificate of Transfer of Charge (CTC) has been signed by both
the relieving and the relieved University employees. Pay and
allowances shall not be drawn in case no such certificate is
received in the establishment section in respect of such transferred
employees. A copy of the charge list shall also be enclosed to
the certificate (Format of CTC is given as Annexure-III).
386
9. PROVIDENT FUND: Every full time employee of the University,

appointed prior to 1-9-2004, shall as a condition of service
become a depositor in the General Provident Fund Scheme or
other similar fund in accordance with such rules as may be
prescribed from time to time.
10. CONDUCT RULES: All the employees of the University shall be
subjected to the disciplinary control of the Executive Council and
other authorities or officers specified in this behalf by the Executive
Council or by Statutes or Ordinances.
11. PROBATION:
(i) No person appointed to a post in the University shall be eligible
to be confirmed as a permanent member of the University service
without being on probation for the period prescribed by the rules
governing appointment thereto or in the order of appointment.
(ii) Every person appointed to a category by direct recruitment shall
be on probation for a total period of two years. Every person
appointed to any category or grade by promotion shall be on
probation for a total period of one year.
(iii) Date of commencement of probation: If a person having been
appointed temporarily to a post and is subsequently appointed
to the post on a regular basis, he/she shall commence his/her
probation from the date of such subsequent appointment or from
such earlier date as the appointing authority may determine.
(iv) Service in a higher post counting for probation: The services of
a probationer in any post in the same cadre or in any post in a
higher cadre during the period of probation counts for the period
of probation prescribed for such a probationer to the first post.
(v) Extension, Suspension or termination of probation:
(a) If, within the period of probation, a probationer fails to acquire
the qualifications specified in the order of appointment or to
pass the tests prescribed in the rules or fails to serve the period
of probation satisfactorily, the appointing authority may, by
order, discharge the probationer from service or extend the
period of probation. Such extension in any case shall not
387
exceed two years, extension being ordered for not more

than one year at a time.
(b) The appointing authority may at any time before the expiry
of the period of probation,
(i) suspend the probation of a probationer and discharge
him/her from service for want of a post.
(ii) terminate the probation of a probationer and discharge
him/her from service for unsatisfactory work or
incompetence.
(vi) Probationer’s suitability for full membership:
(a) At the end of the prescribed or extended period of probation,
as the case may be, the appointing authority shall consider
the probationer’s suitability for full membership of the post
for which he/she was selected.
(b) If found suitable, the appointing authority, as soon as possible,
issue an order declaring the probationer to have satisfactorily
completed the period of probation which enables the
employee for full membership in the University service.
(c) If found not suitable for such membership, the appointing
authority shall, by order, discharge him/her.
(vii) Delay in discharge of probationers:
(a) Any delay in the issue of an order discharging a probationer
shall not entitle him/her to be deemed to have satisfactorily
completed his/her probation.
(b) However, the delay shall not exceed one year and where it
exceeds it shall be construed that the probationer is deemed
to have completed the period of probation satisfactorily with
retrospective effect.
12. CALCULATION OF A PERIOD EXPRESSED IN TERMS OF
MONTHS AND DAYS:
(i) To calculate three months and 20 days on and from the 25th
January the following method should be adopted:
388
Y M D
25th January to 31st January 0 0 7
February to April 0 3 0
st th
1 May to 13 May 0 0 13
————————
Total 0 3 20
————————
(ii) The period commencing on 30 January and ending with 2nd
th
March should be deemed as 1 month and 4 days as indicated

below:
Y M D
th st
30 January to 31 January. 0 0 2
February 0 1 0
1st March to 2nd March 0 0 2
————————
Total 0 1 4
————————
13. JOINING TIME :
i) Joining time shall be granted to a University employee to enable
him/her to join a new post at a different station to which he/she
is appointed while on duty in his/her old post. However, the
competent authority may, in appropriate cases, extend the joining
time either on administrative grounds or on request from the
concerned employee.
ii) Six days are allowed for preparation and in addition a period to
cover the actual journey shall be at the rate of 250 km per day.
For any fractional portion over and above 250 km an extra day
is allowed.
389
iii) A Sunday does not count as a day for computing the period of
six days of preparation but Sundays are included in the period
allowed for the actual journey.
iv) No joining time shall be admissible in cases of temporary transfer
for a period not exceeding 180 days. Only the actual transit time
as admissible in case of journeys on and to may be allowed.
v) A University employee, who does not join his/her post within the
joining time, after being relieved, is not entitled to pay or leave
salary at the end of the joining time.
vi) Willful absence from duty after the expiry of the joining time shall
be treated as misbehavior.
14. SENIORITY:
(i) Every year by 30th of September, the seniority lists of employees
of all cadres have to be updated and circulated.
(ii) The seniority of an employee, other than a teacher, in a cadre
shall, unless he/she has been reduced to a lower rank as a
punishment, be determined as per the merit order recommended
by the Selection Committee and approved by the Executive
Council and in the absence of such merit order, as per the seniority
in the previous cadre subject to the rule of reservation and roster
points thereon, wherever needed.
a) If any portion of the service of such employee does not count
towards probation under these rules, the seniority shall be
determined by the date of commencement of his/her service
which counts towards probation.
b) Where the holder of any post in a cadre is reduced to a lower
cadre on a permanent basis as a punishment he/she shall be
placed at the top of the latter cadre. The reduction in rank
shall not affect the right of full membership of an employee.
(iii) For arriving at the seniority of teachers, the following criteria shall
be followed:
390
15. TESTS:
(i) The candidates appointed to the posts of Superintendents/
equivalent cadres on or after the introduction of these rules shall
have to pass Accounts Test Part-I for Executive Officers to be
conducted by the A.P. Public Service Commission (APPSC) within
a period of two years from the date of appointment in order to
become eligible for promotion to the post of Assistant Registrar.
391
(ii) Superintendents appointed prior to the introduction of these

rules are eligible for promotion as Assistant Registrars without
passing the test referred to above, but shall not be eligible for
further promotion until they pass the test.
Provided that the rule is not applicable to those who have
completed the age of 50 years on the date of appointment as
Assistant Registrars and also to persons already serving as
Assistant Registrars prior to the introduction of these rules.
(iii) (a) A candidate appointed to the service as Junior Assistant/
JACT/Typist/equivalent cadres by direct recruitment or
promotion on or after the introduction of these rules shall not
be eligible for promotion to the posts of Senior Assistants/
equivalent cadres unless he/she has passed the Accounts Test
Part-I for Subordinate Officers to be conducted by the A.P.
Public Service Commission or Office Test to be conducted
by the University within a period of two years from the date
of appointment. The employees who pass in the Office Test
conducted by the University need not appear for the Accounts
Test Part-I for Subordinate Officers to be conducted by the
APPSC.
(b) The syllabus, test methodology and evaluation procedures
for the Office Test shall be as decided by the Vice-Chancellor.
(iv) Junior Assistants appointed prior to the introduction of these rules
are eligible for promotion as Senior Assistants without passing
the test referred to above, but they shall not be eligible for further
promotion until they pass the test.
Provided that the rule is not applicable to those who have
Senior Assistants and also to persons already serving as Senior
Assistants prior to the introduction of these rules. Those who
passed the Office Test conducted by the University need not pass
the Accounts Test conducted by the APPSC.
(v) The candidates appointed to the posts of Deputy Executive
Engineer/equivalent cadres on or after the introduction of these
rules shall have to pass either the Accounts Test for PWD Officers
392
and Subordinates or APPSC Accounts Test Part-I for Executive

Officers within two years from the date of appointment in order
to become eligible for promotion to the cadre of University
Engineer. A person who has already passed in the Test at AEE/
AE level is exempted from the operation of this rule.
(vi) A Deputy Executive Engineer appointed prior to the introduction
of these rules is eligible for promotion to the post of University
Engineer without passing the test referred to above, but he/she
shall have to pass the test within a period of 3 years from the
date of his/her promotion as University Engineer. If he/she fails
to pass the test within the prescribed period of 3 years, his/her
increment shall be postponed without cumulative effect until the
test is passed.
Provided that the rule is not applicable to a person who has
University Engineer and also to a person already serving as
University Engineer prior to the introduction of these rules.
(vii) The candidates appointed to the posts of Assistant Executive
Engineer/Assistant Engineer by direct recruitment or promotion
or by transfer on or after the introduction of these rules shall
have to pass either the Accounts Test for PWD Officers and
Subordinates or APPSC Accounts Test Part-I for Executive Officers
within two years from the date of appointment in order to become
eligible for promotion to the cadre of Deputy Executive Engineer.
(viii) An Assistant Executive Engineer/Assistant Engineer appointed
prior to the introduction of these rules is eligible for promotion to
the post of Deputy Executive Engineer without passing the test
referred to above, but shall not be eligible for further promotion
until he/she passes the test.
Provided that the rule is not applicable to persons who have
Deputy Executive Engineer and also to persons already serving
as Deputy Executive Engineer prior to the introduction of these
rules.
393
16. PROMOTION:
(i) No member of the University service shall be eligible for
promotion from the category of post to which he/she was
appointed unless he/she has satisfactorily completed the period
of probation.
(ii) Promotions to all the posts shall be made on the grounds of merit
and ability, seniority being considered only where merit and ability
are approximately equal. However, the rule of reservation for
SC/ST categories in promotions shall be strictly adhered to.
(iii) The promotees shall be required to report to duty within 15 days
from the date of relief failing which the order of promotion stands
cancelled. However, such an employee will be considered for
future promotions subject to the condition that his/her seniority
in the promotion cadre shall be reckoned from the date of joining
in the promotion post.
(iv) The details of sanctioned cadres/posts, methods of appointment
(i.e., direct recruitment/ promotion/appointment by transfer),
channels of promotion, qualifications, experience, tests to be
passed required for filling up the Non-Teaching Posts of the
University are given at Annexure-IV. The employees can be
promoted to the next cadre as per the channel/qualifications/
experience/passing in tests indicated therein.
(v) The candidature of existing employees possessing the requisite
qualifications and fitting into the particular reservation category
in the temporary roster be taken into consideration, while making
purely temporary/adhoc arrangements for filling up of the
vacancies under direct recruitment quota.
(vi) Automatic Advancement Scheme: The Automatic Advancement
Scheme applicable to Andhra Pradesh State Government
employees shall apply to the Non-Teaching employees of this
University to relieve them from stagnation. The Executive Council
may adopt the Government Orders amending this scheme from
time to time.
394
17. DIRECT RECRUITMENT:

(i) The vacancies for all the posts which have to be filled by direct
recruitment shall be advertised in the statewide news papers as
well as notified to the State Level Employment Exchange
prescribing the fees to be paid and all the applications received
from the qualified candidates shall be consolidated and a written
examination conducted in the following subjects:
(a) Assistant Registrars : 1.Telugu or Hindi
(Advanced Standard) 2. English
3. General Knowledge
4. Computer Applications
5. Office Organization
(b) Senior Assistants : 1.Telugu or Hindi
(Higher Standard) 2. English
(c) Junior Assistants : 1.Telugu or Hindi
(Lower Standard) 2. English
(d) Steno-Typists : A Test in Shorthand, Typewriting,
General Knowledge and Computer
Applications.
(e) Typists : A Test in Typewriting, General
Knowledge and Computer
Applications.
(f) Other categories of : Oral Test (Interview)
Posts
(ii) The syllabus and texts for the above subjects (at different levels)
shall be prescribed by the University. Based on merit in the written
test, candidates in the ratio of 1:10 shall be called for an oral test
(interview) by the Selection Committee to be constituted by the
Vice-Chancellor and candidates shall be selected for appointment
395
on the basis of their performance in the written test and

interview and by following the rule of reservation. A panel of
the selected candidates shall be prepared and appointments
made from the said panel after obtaining the physical fitness
certificates and verifying their antecedents.
18. SELECTION COMMITTEES:
(i) It shall be competent for the Vice-Chancellor to constitute a
Selection Committee for recruitment, selection or preparation of
panels for appointment by direct recruitment or promotion and
to lay down the procedure to be adopted by such committee.
The selection committee shall consist of at least five members.
The Registrar shall be the Ex-officio Secretary of the Committee.
The procedure for Selection Committees is provided at
Annexure-V and VI.
(ii) In respect of the Direct Recruitment category, the aggregate marks
for the written test and for performance at the interview shall be
75% and 25% respectively.
19. RECORD OF SERVICES:
(i) A service register shall be opened for every employee of the
University within one month from the date of his/her first entry
into the University service.
(ii) In the service register, every step in the official life of the employee
shall be recorded and attested.
(iii) The date of birth once recorded, based on evidence, in the service
register shall not be changed.
(iv) Each entry of the service register shall be duly verified and attested
(v) Annual verification of service registers shall be undertaken in the
month of April, as to the correctness of entries made till 31st March
of the preceding year and entry to that effect be made by the
Officer concerned.
(vi) The name of the Nominee (s) of every employee shall be obtained
in the prescribed form and recorded in the Service Register.
396
(vii) A photo copy of one’s Service Register can be given to an

employee on request.
20. EMPLOYEES’ AUTHORIZED ABSENCE FROM DUTY
(i) The absence of a member of the University service from duty in
such service, whether on leave or on foreign service or on
deputation or for any other reason and whether his/her lien on a
post borne on the cadre of such service is suspended or not,
shall not, if he/she is otherwise fit, render him/her ineligible on
his/her return-
(a) For re-appointment to a substantive or officiating vacancy
in the class, category, or post in which he/she may be a
probationer or an approved probationer; and
(b) For promotion from a lower to higher category in such
service.
(ii) However, such an authorized absence of any employee of the
University shall not exceed five years, except in cases where
Government/other University/Institution consider his/her services
necessary beyond five years.
21. SPECIAL REPRESENTATION IN RESPECT OF S.C., S.T.,
B.C., P.H., ETC.:
The rules of special representation (rule of reservation) in appointments
prescribed by the Government of Andhra Pradesh from time to time in
respect of Scheduled Castes, Scheduled Tribes, Backward Classes,
Physically Handicapped, etc., as adopted by the Executive Council of
the University, shall be made applicable to the University.
22. SERVICE CONTRACT:
(i) Every University employee including teachers shall be appointed
under a written contract in the prescribed form as required under
Sections 39 and 40 of A.P. Universities Act, 1991. The contract
shall be lodged with the Registrar and a copy thereof shall be
furnished to the employee concerned.
(ii) The service contract shall be executed within one month of the
date of employee’s joining duty failing which he/she shall have
397
no claim for pay and allowances. The proforma for Service

Contract is given as Annexure-VII.
(iii) When an employee in a lower grade of pay is appointed to a
higher grade, he/she shall be required to execute a fresh contract.
23. FOREIGN SERVICE/DEPUTATION:
(i) Foreign Service for the purpose of this regulation means the
service rendered by an employee of this University under any
other employer / University or vice-versa.
(ii) Under no circumstances shall, an employee who is not an
approved probationer, be deputed to Foreign Service.
(iii) No order of transfer to Foreign Service shall be issued without
the previous approval of the appointing authority.
(iv) No University employee may be transferred to Foreign Service
against his/her will.
(v) University Employee in Foreign Service will draw pay from the
foreign employer from the date on which he/she relinquished
charge of his/her post in the University service.
(vi) Leave salary and pension contribution shall be paid by the foreign
employer at the rates prescribed by the GoAP from time to time.
It shall be the responsibility of the employee to ensure the timely
payment of such contribution.
(vii) The travelling allowance of a University employee both in respect
of journey on transfer to Foreign Service and the journey on
return there from to University service shall be borne by the foreign
employer.
(viii) Executive Council is the competent authority to approve
proposals for Deputation/ Foreign Service.
(ix) No University employee on Foreign Service shall accept a
pension/gratuity from the foreign employer in respect of such
service without the knowledge of the University.
(x) A University employee in Foreign Service shall not be granted
leave otherwise than in accordance with leave rules of the
398
University as applicable to his/her cadre and shall not take

leave or receive leave salary from the University unless he/
she goes on such leave.
(xi) On the return of a University employee from Foreign Service,
his/her pay will cease to be paid by the foreign employer, and
the payment of leave salary and pension contribution will be
discontinued with effect from the date of return.
(xii) Employees to Foreign Service shall be permitted to encash leave
as per rules of the University. The foreign employer shall initially
bear the expenditure and get the expenditure reimbursed.
(xiii) No deputation of University employees should be permitted to
any private organization whether or not such deputation is in
public interest. Further, any University Employee seeking
employment in any private organization should resign from the
University service.
(xiv) Foreign Service including service on deputation does not count
for probation in the parent department.
(xv) However, the total period of such deputation or foreign service
shall not exceed five years (2+1+1+1) in the entire service of
an employee.
(xvi) Employees on deputation/foreign service shall be entitled for
sanction of notional increments for such period.
(xvii) Employees of any other University, institution or organization
may be appointed for any post of this University, whenever
necessary for a limited period of not exceeding two years at a
time with the prior approval of the Executive Council. After that
they may be granted extension on year-wise basis not exceeding
a total period of five years if the Executive Council deems it
necessary.
24. SANCTION OF LEAVE ON LIEN:
Definition of Lien: Lien means the title of an employee to hold
substantively, either immediately or on the termination of a period or
399
periods of absence, a permanent post including a tenure post to

which he/she has been appointed substantively.
A University employee on substantive appointment to any permanent
post acquires a lien on that post and ceases to hold any lien previously
acquired on any other post.
Applications from the University employees (Teaching or Non-Teaching)
for grant of lien for taking up studies/assignments/employment in other
institutions may be dealt with under the following categories: (a)
Academic, (b) Non-Academic.
(a) Academic: Applications under academic may be classified as
follows: (i) For pursuing postgraduate studies or pursuing Ph.D.
either in India or abroad, (ii) For pursuing post-doctoral studies
either in India or abroad.
(b) Non-Academic: Applications under non-academic may be
classified as follows: (i) For undertaking assignments /employment
elsewhere either in India or abroad, (ii) For undertaking
assignments/employment in State Government or Central
Government in India.
(c) Rules for academic purposes subject to the General Rules given
hereunder: (i) The employee should have put in a minimum of
five years experience in the University. (ii) In the case of request
for grant of lien to take up postgraduate studies/Ph.D. the period
of lien granted shall be for the actual period of study or for a
period of two years whichever is less. Further extension of leave
on lien may be granted for a period of one year on merits of
each case subject to a total period of three years at a stretch. (iii)
In the case of request for grant of leave on lien for postdoctoral
studies, the period of leave on lien granted shall be for one year
extendable by another year on the merits of the case. (iv) Request
for extension of leave on lien shall be considered on submission
of satisfactory reports on the progress of the work done issued by
the Chairperson/Dean of the Department or Head of the
Institution concerned. (v) After return, the employee should
submit a report on the work done during the leave on lien period.
400
(d) Rules for Non-Academic purposes subject to the general rules

given hereunder: (i) The employees should have put in not less
than ten years experience in the University. (ii) The leave on lien
granted for this purpose shall be for two years at a time subject to
the condition that the total period of leave on lien granted shall
not exceed 1/5th of the total service rendered by the employee
in the University and shall not be for more than two years at a
stretch. (iii) Request for extension of leave on lien shall be
considered on the submission of satisfactory evidence from the
employer concerned.
(e) General Rules for Sanction of Leave on Lien: (i) The employee
should be a permanent employee in the University working in a
substantive post. No teacher who has been appointed specifically
to teach a specialized subject shall be considered for lien, unless
a substitute is available in the department. (ii) No teacher, who
has a scheme on hand for which funds have been received from
the University or from outside funding agencies, shall be relieved
on lien for accepting the assignment/service until completion of
the scheme or alternative arrangements are made by the
appropriate authorities and approved by the funding agencies.
(iii) No teacher under whom Research Scholars are working shall
be considered for leave on lien unless alternative arrangements
are made for the Research Scholars. (iv) All applications for
sanction of leave on lien or extension of the same should be
submitted sufficiently in advance through proper channel along
with the supporting documents indicating the purpose for which
the leave on lien is sought for. (v) Leave on lien shall be granted
on the merits of each case but not as a matter right. Not more
than 1/5th of the staff members of a department are eligible for
leave on lien at any one time. Among the applicants for sanction
of leave on lien from a department/office, preference may be
given to those who are seeking leave on lien for the first time and
for the academic purposes. Other things being equal, applications
shall be processed on first-come-first-served basis. (vi) Employees
who are proceeding on leave on lien and who are provided with
financial assistance during the period of leave on lien by the
University should execute a bond giving an undertaking to serve
401
the University on the expiry of leave on lien for a period equal

to the period of leave on lien granted. No employee during the
period of obligation to serve the University under the bond is
eligible for sanction of leave on lien again, until he/she completes
the period of service in the University as specified in the bond
unless the teacher gives an undertaking to forego the accrued
benefits of leave on lien including the financial assistance. (vii) If
an employee granted leave on lien desires to avail the same for
another purpose he/she should obtain prior approval of the
University after submitting the necessary documents. (viii) Every
employee proceeding on leave on lien should report back to the
University on expiry of the same. If he/she does not do so or fails
to pay the stipulated amount to the University, suitable action
will be taken as per the rules in force and that may be amended
from time to time. (ix) Any employee granted leave on lien shall
pay to the University the leave salary and pension contribution
at the rates prescribed by the Government from time to time and
the period of authorized leave on lien shall count for the counting
of service for retirement benefits. The employee on such leave
on lien shall be entitled for the sanction of notional increments
for such period.
(f) The Executive Council is the competent authority to grant leave
on lien.
25. TRAINING:
(i) Candidates appointed by direct recruitment to the posts of Junior
Assistant, Senior Assistant and Assistant Registrar shall,
immediately after joining service, undergo training for a period
of two months in different departments/offices of the University
in the manner prescribed by the Vice-chancellor so as to enable
them to acquaint with different kinds of work and to acclimatize
themselves to the University environment. At the end of the
training, he/she will be given the posting. Internal candidates
selected under direct recruitment category need not undergo this
training.
402
(ii) The University shall ensure that every employee of the

University in the non-teaching cadres undergoes at least one
training session every year in one of the following areas: (i)
attitudinal training, (ii) on the job training and (iii) training in
additional skills such as computerization, advanced computing,
language skills, etc. The Establishment wing shall undertake
activity pertaining to conducting these training programs in
collaboration with the Center for Human Resource
Development, Acharya Nagarjuna University. Necessary
financial provision shall be made for this purpose in the
University Budget.
(iii) The University shall make similar arrangements for conducting
training programs for University teachers, whenever found
necessary, to enable them to acquire teaching orientation/latest
concepts/additional skills.
(iv) The persons appointed as Deputy Executive Engineers by way
of appointment by transfer, as Assistant Executive Engineer by
direct recruitment or promotion or by transfer and as Assistant
Engineers by direct recruitment or promotion or by transfer shall
undergo, immediately after joining the said post, a course of
training for a period of three months as per such programme
and syllabus as may be prescribed. The University may conduct
this training in collaboration with the Department of Roads and
Buildings, Government of Andhra Pradesh. A person who has
undergone training once need not undergo the same in a higher
cadre.
(v) All the above rules relating to Training shall apply to the persons
appointed to the posts indicated above after the introduction of
these rules.
26. RESIGNATION:
(i) A University employee may resign from the service on the
University and the acceptance of his/her resignation by the
appointing authority is subject to the fulfillment of the condition
that the employee may by resignation terminate his/her services
by giving three months notice or on payment of salary in lieu
of notice and shall take effect:
403
(a) In case he is on duty, from the date on which he/she is

relieved of his/her duties in pursuance of such acceptance.
(b) In case he/she is on leave, from the date of communication
of such acceptance to the employee or from such other
date as the said authority may specify:
Provided that a resignation of a University employee who is
placed under suspension from service, pending investigation
or enquiry into grave charges or who is deemed to have been
suspended under the Discipline and Appeal Rules of the
University shall not be accepted during the period of such
suspension.
Provided further that the employee may withdraw his/her
resignation before it takes effect.
(ii) No withdrawal of resignation shall be permitted except with
the sanction of the Executive Council, after the date of its
actual acceptance by the appointing authority.
(iii) A member of a University service shall, if he resigns, forfeit
not only the service rendered by him in the particular post
held by him at the time of resignation but all his previous service
under the University. He/she shall not be entitled to any terminal
benefits such as leave salary, pension, gratuity, etc.
(iv) The reappointment of such person to the service shall be
treated in the same way as a first appointment to the service
by direct recruitment and all rules governing such appointment
shall apply and on such reappointment shall not entitle him/
her to count any portion of his/her previous service for any
benefit or concession admissible under any rule or order of
the University.
(v) Employees who join the employment of another University/
Institution while holding lien on their post in the parent
University can submit technical resignation seeking to
terminate their lien on the parent University post so as to get
absorbed into the service of such other University/Institution
in which case the accrued service/pensionary benefits in the
parent University will not be forfeited.
404
27. RETIREMENT:
(i) The rules of retirement of Non-teaching staff shall be as
prescribed in the A.P. Revised Pension Rules 1980 as
amended from time to time.
(ii) The rules of retirement of University Teachers shall be as
prescribed in the A.P. Universities Teachers’ Pension Rules 1992
as amended from time to time.
(iii) With reference to the employees, whether Teaching or Non-
Teaching, who are appointed, after 01-09-2004, the Contributory
Pension Scheme prescribed by the A.P. State Government as
amended from time to time shall apply.
28. TERMINATION OF SERVICES:
(i) The University shall have the right to terminate the appointment
of any permanent employee of the University for reason of want
of vacancy, abolition of post, and such other reasons by giving
notice of three months before the date of termination of
appointment or by paying an amount equal to the salary of three
months without giving any notice:
Provided that, if the termination is effected during the period of
notice of three months the employee shall be paid such pay and
allowances as might be admissible to him/her for the unexpired
portion of the notice of three months.
(ii) It shall be competent for the appointing authority to terminate
the services of any employee of the University, if it is satisfied on
the report of a Medical Board or Medical Officer, as the case may
be, appointed by the appointing authority for the purpose, that
the employee is incapacitated or seriously afflicted with an illness
and he/she is likely to continue to be so incapacitated or ill to be
incapable of discharging his/her duties by reason of such
incapacity or ill health. An employee so discharged from service
of the University shall not be entitled to any damages or
compensation whatsoever. It shall, however, be competent for
the Executive Council to grant a lump sum amount on
405
compassionate grounds if such an employee is not entitled

for pension as per the rules of the University.
29. The Executive Council may formulate service conditions in
respect of persons working (teaching and non-teaching) in the
University outside the sanctioned posts on purely temporary basis.
406
8.4 PAY AND ALLOWANCES
1. DRAWING OF PAY AND ALLOWANCES:

All the members of the University service, both teaching and
non-teaching, shall be entitled to such emoluments (basic pay,
dearness allowances, HRA, etc.) as determined by the Executive
Council on the basis of the orders issued by the Government of
Andhra Pradesh from time to time.
(i) A University employee will begin to draw the pay and allowances
attached to the post with effect from the date on which he/she
assumes the duties of that post and shall cease to draw them as
soon as he/she ceases to discharge those duties.
(ii) In the case of assumption of duties on the afternoon, the pay
and allowances shall be drawn from the following day.
2. FIXATION OF PAY: It shall be competent for the appointing
authority to fix the initial pay of a person appointed to the post.
(i) All new appointments shall ordinarily be made on the minimum
of the time scale attached to the post.
(ii) If the employee holds a lien on a permanent post, other than a
tenure post, or would hold a lien on such a post had his lien not
been suspended:
(a) When appointment to the new post involves the assumption
of duties or responsibilities of greater importance than those
attaching to such permanent post, he/she will draw as initial
pay the stage of the time scale next above his substantive
pay in respect of the old post.
(b) When appointment to the new post does not involve such
assumption he/she will draw as initial pay the stage of the
time scale which is equal to his substantive pay in respect of
the old post, or if there is no such stage, the stage next below
that pay plus personal pay equal to the difference.
407
(iii) In order to remove the anomaly of a University employee

promoted or appointed to a higher post and drawing a lower
rate of pay in that post than another University employee junior
to him/her in the lower post and promoted or appointed
subsequently to another identical post, in all such cases, the pay
of the senior in the higher post should be stepped up to a figure
equal to the pay as fixed for the junior in that higher post subject
to the conditions that –
(a) both the employees should belong to the same cadre.
(b) their scale of pay should be identical.
(c) the anomaly should be directly as a result of implementation
of this rule. If in the lower post the junior employee draws
from time to time a higher rate of pay than the senior by
virtue of grant of advance increments etc., the pay of the
senior employee need not be stepped up.
(d) For settlement of the cases of stepping up of pay of senior
employees on par with the pay of their juniors as per rules,
the request/representation of the senior employees must be
received up to a period of five years after the promotion of
their juniors. Under no circumstances, such representations
beyond five years after the promotion of their juniors can be
allowed.
3. CHANGE OF POST TREATED AS TRANSFER: The holder
of a post, the pay of which is changed, shall be treated as if he/
she were transferred to a new post on the new pay and his/her
pay in the new time-scale be fixed in accordance with the principle
laid down in clause 2 (ii)(a) above provided that he/she may at
his/her option retain his/her old pay until the date on which he/
she earns his/her next or any subsequent increment on the old
scale, or until he/she vacates his/her post or ceases to draw pay
on that time scale. The option once exercised is final.
408
4. RULES RELATING TO INCREMENTS:

(i) Service for increment:
(a) All duty in a post on a time scale counts for increments in
that time scale. Service in another post, whether in a
substantive or officiating capacity, service on deputation
and leave other than extraordinary leave, count for
increments in the time scale applicable to the post.
Provided, the Executive Council shall have the power to direct
that extraordinary leave shall be counted for purposes of
increment when it is taken for the purposes specified in the Leave
Rules included in these Regulations.
(b) In the case of teachers or other employees of the University
appointed temporarily or in an officiating capacity, approved,
continuous, temporary or officiating service in any post, may
count for increment in the time scale in which the temporary
or officiating appointment is made.
(c) Probation shall not be a bar to increments. Annual increments
may be granted to officers, teachers and employees of the
University appointed on probation, after the completion of
one year’s satisfactory service.
(ii) Service in higher post counts for increment in the lower post: If a
University employee, while officiating in a post or holding a
temporary post on a time scale of pay, is appointed to officiate in
a higher post or to hold a higher temporary post, his/her officiating
or temporary service in the higher post shall, if he/she is
reappointed to the lower post, count for increment in the time
scale applicable to such lower post.
(iii) Increment how drawn: To the first bill in which a periodical
increment is drawn for an employee of the University, shall be
attached an increment certificate, signed by the Officer or member
of the staff authorized to sanction the increment as detailed below:
409
Category of Staff and Department/Office where Sanctioning Authority

working to whom the Increment may be sanctioned
1. Rector, Principal/Special Officer, Professors, Registrar, Vice Chancellor
Librarian, Director of Physical Education, Dean-CDC,
Associate Professors, Assistant Professors, Finance
Officer, Joint Registrar and any other equivalent cadre.
2. University Engineer, University Medical Officer, Registrar
Controller of Examinations, Deputy Registrars,
Assistant Registrars, Deputy Executive Engineers,
AEE and AE and any other equivalent cadre.
3. Superintendents, Ministerial Staff, Engineering Staff, Joint Registrar /
Technical Staff not covered above, Last Grade Service Deputy Registrar (Estt.)
and any other equivalent cadre.
(iv) Power to suspend or withhold increment:

The power to suspend, postpone or withhold the increment with
or without cumulative effect of any employee of the University
shall be vested with the Vice-Chancellor. In ordering the
withholding of an increment, the withholding authority shall state
the period for which it is withheld and whether the postponement
shall have the effect of postponing future increments.
(v) Advance Increment:
The appointing authority may grant, at the time of appointment,
advance increment(s) not exceeding five to University employees
on a time scale of pay based on the recommendation of the
Selection Committee.
(vi) Reduction to a Lower grade or Post:
The Executive Council when ordering the reduction in rank of a
University employee as a penalty from a higher to a lower grade
or post may allow him/her to draw any pay not exceeding the
maximum of the lower grade or post which it may think proper:
Provided that the pay allowed to be drawn by a University
employee under this rule shall not exceed the pay which he/she
would have drawn by the operation of Rule 22 read with clause
(b) or clause (c), as the case may be, of Rule 26 of Fundamental
Rules.
410
If a University employee is, on account of gross misconduct or

inefficiency, reduced to a lower grade or post or to a lower stage
in his time scale, the competent authority when ordering such
reduction, shall state the period for which it shall be effective and
whether, on restoration, it shall operate to postpone the future
increments and if so, to what extent.
(vii) Non-continuous service:
An officiating University employee who has no substantive
appointment cannot count non-continuous officiating service for
increments in a time scale.
5. PAY AND ALLOWANCES DURING SUSPENSION,
REMOVAL OR DISMISSAL:
(i) Pay and Allowances: The pay and allowances of a University
employee who is dismissed or removed from service cease from
the date of such dismissal or removal.
An employee under suspension pending enquiry shall not draw
his pay and allowances during the period of suspension but is
entitled to a subsistence allowance at such rates as the suspending
authority may direct, but not exceeding one-half of the pay (drawn
on the date of suspension) with proportionate allowances of the
party concerned on certification that he/she is not engaged in
any other employment, business, profession or vocation.
When the suspension of a University employee is held to have
been unjustifiable or not wholly justifiable, or when a University
employee who is dismissed, removed or suspended is reinstated,
the appellate authority may grant to him/her for the period of
his/her absence from duty:
(a) If he/she is fully exonerated from the alleged misconduct, the
full salary to which he/she would have been entitled if he/she
had not been dismissed, removed or suspended.
(b) If otherwise, such proportion of such pay and allowances as
the appellate authority may prescribe.
411
In a case falling under clause (a) above, the period of absence

from duty will be treated as a period spent on duty. In a case
falling under clause (b), it will not be treated as period spent on
duty, unless ordered by the appellate authority otherwise.
(ii) A University employee who has been committed to prison either
for debt or on a criminal charge shall be considered as under
suspension from the date of his/her arrest, and therefore entitled
only to subsistence allowance until the termination of the
proceedings against him/her. If he/she is not dismissed or
removed, subsequently, adjustment of his/her pay and allowances
shall be made according to the conditions and terms prescribed
above, the full amount being given only in the event of the
employee being considered to be acquitted of blame, or where if
the imprisonment was for debt, it is proved that the employee’s
liability arose from circumstances beyond his control.
(a) The amount of subsistence allowance, if any, already drawn,
shall be deducted from the pay and allowances or proportion
of them which may be granted later.
(b) The grant of pay and allowances or a portion of them does
not cancel any officiating arrangements that may have been
in force while the employee was under suspension not as a
punishment.
(iii) Leave during suspension: Leave shall not be granted to a
University employee under suspension.
(iv) Where suspension is awarded as a punishment, the employee is
not entitled to any pay and allowances for the period of
suspension.
6. RE-EMPLOYMENT OF RETIRED EMPLOYEES:
The Executive Council shall have the power to reemploy in special
cases, the employees of the University including those belonging to
last grade service, after attaining the age of superannuation for a period
of not exceeding 5 years, the reemployment being for one year at a
time subject to the following conditions:
412
(i) Service during the period of reemployment shall not count for
purposes of increment and Provident Fund. It shall, however,
count for purposes of leave.
(ii) The employee shall be eligible to the pay and allowances drawn
by him on the date of superannuation.
(iii) If the reemployed person draws pension, the remuneration
payable shall not exceed the difference between the emoluments
drawn at the time of retirement and the pension amount he/she
is drawing.
(iv) The Executive Council may also appoint retired teachers on
reemployment basis on consolidated pay or on payment of
honorarium at the rates fixed by it.
7. The Executive Council may fix the remuneration, allowances,
rate of daily wage, etc., as it deems fit in respect of persons working
(teaching and non-teaching) in the University outside the
sanctioned posts on purely temporary basis.
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8.5 LEAVE RULES
1. These Regulations on Leave shall apply to all the employees

except teachers who are governed by separate Leave Rules
contained in the Government Orders issued based on the
recommendations of the University Grants Commission and
adopted by the Executive Council.
2. Leave how earned: Leave is earned by duty only. Duty for the
purposes of leave does not include any period of absence on
any leave admissible under the leave rules but includes:
(i) any period of absence on casual leave during a continuous
period spent on duty;
(ii) any period of absence on gazette holidays or other days
declared to be holidays by a competent authority during a
continuous period spent on duty;
(iii) any period of absence on gazette holidays when permitted
to be prefixed and suffixed to leave;
(iv) any period of absence during vacation either during a
continuous period spent on duty or when permitted to be
prefixed or suffixed to leave;
(v) joining time;
(vi) such other periods as the Executive Council may treat as
duty.
3. APPLICATIONS FOR SANCTION OF LEAVE:
(i) All leave applications shall be submitted through proper channel
to the sanctioning authority sufficiently in advance (other than
casual leave) to take all necessary action in making alternate
arrangements for carrying on the work. It shall be clearly
understood by the employees of the University that leave will be
granted to the extent eligible only where in the opinion of the
authority competent to grant leave such a grant does not
414
prejudicially affect the work of the University and the reasons

for leave are satisfactory. No one shall avail himself/herself
of leave except with prior sanction, unless it be on medical
grounds duly certified or for urgent reasons to be fully explained
to the satisfaction of the sanctioning authority. Disregarding
this basic procedure will be viewed seriously. A person leaving
the station shall intimate to the Head of the Department/Office
in which he/she is working and shall also furnish his/her
address during the period of such absence.
(ii) Intimation of leave at credit: The order sanctioning earned
leave/half-pay leave to a University employee shall indicate
the balance of such leave at his/her credit.
4. REFUSAL OR REVOCATION OF LEAVE: Leave cannot
be claimed as a matter of right. When the exigencies of
University service so require, discretion to refuse or revoke
leave of any description is reserved to the authority empowered
to grant it.
5. COMMENCEMENT OF LEAVE: Leave ordinarily begins on
the day on which transfer of charge is effected or the employee
avails himself/herself of the leave sanctioned and ends on the
day preceding that on which charge is resumed.
6. SUFFIXING OR PREFIXING HOLIDAYS TO LEAVE: When the
day immediately preceding the day on which the leave of a
University employee begins or immediately following the day on
which his/her leave or joining time expires is a holiday or one of
series of holidays, the University employee may leave the station
at the close of the day before, or return to it on the day following
such holiday or series of holidays. If holidays are prefixed to
leave, the leave and any consequent re-arrangement of pay and
allowances take effect from the first day after the holidays. If
holidays are suffixed to leave or joining time, the leave or joining
time is treated as having terminated on, and any consequent re-
arrangement of pay and allowances taken effect from, the day
on which the leave or joining time would have ended if holidays
had not been suffixed.
415
When a University employee is certified medically fit for joining

duty, holiday(s) if any, succeeding the day he/she is so certified
(including that day) shall automatically be allowed to be suffixed
to the leave and holiday(s) if any preceding the day he/she is so
certified shall be treated as part of the leave. When the certificate
is of a date intervening the holidays, the entire period of holidays
may be treated as part of leave.
7. SERVICE WHILE ON LEAVE: A University employee while
on leave may not take up any other service or accept any
employment without obtaining the previous sanction of the
Executive Council. This rule does not apply, however, to casual
literary work or to serve as an examiner or to similar assignment.
8. RECALL TO DUTY WHILE ON LEAVE: The authority which
sanctions the leave or its superior authority shall have the power
to recall the University employee to duty before the expiry of the
period of leave. All orders recalling the University employee to
duty before the expiry of his/her leave shall state whether the
return to duty is optional or compulsory. If the return to duty is
compulsory he/she is entitled to be treated as on duty from the
date on which he/she starts for the station to which he/she is
posted, and to draw travelling allowance for the journey. But
until he/she joins his/her post, he/she is entitled to leave salary
only. If the return to duty is optional, he/she is not entitled to
travelling allowance.
9. CANCELLATION OF LEAVE: A University employee on leave
may not return to duty before the expiry of the period of the
leave granted to him, unless he/she is permitted to do so by the
authority which granted him/her leave. However, ordinarily he
will be permitted to do so, provided that if any arrangements
have been made for the period of his/her leave which would
involve a pecuniary loss in the case of his/her premature return,
he/she shall take upon himself/herself such pecuniary liability.
No formal cancellation order for the unexpired portion of leave
is necessary when a University employee returns to duty before
the expiry of his/her leave.
416
10. OVERSTAYAL OF LEAVE: In the case of any employee who

remains absent after the end of his/her leave, the period of such
overstayal of leave should, unless the leave is extended by the
competent authority, be treated as follows:
(i) as leave on half pay on private affairs to the extent such leave
is due unless the overstayal is supported by medical
certificate;
(ii) as leave on half pay on medical certificate to the extent such
leave is due, if the overstayal is supported by a medical
certificate;
(iii) as extraordinary leave to the extent the period of half pay
leave due on private affairs and/or on Medical certificate
falls short of the period of overstayal.
(iv) the employee is not entitled to leave salary during such
overstayal of leave not covered by an extension of leave by
11. TIME LIMIT FOR CONTINUOUS LEAVE:
(i) Unless the Executive Council in view of the exceptional
circumstances of the case otherwise determine, no University
employee shall be granted leave of any kind for a continuous
period exceeding five years.
(ii) Willful absence from duty after the expiry of leave may be
treated as misbehavior which attracts disciplinary action.
(iii) Willful absence from duty not covered by grant of any leave
will be treated as ‘dies-non’ for all purposes, viz., increment,
leave and pension.
(iv) Any kind of leave (except casual leave and special casual
leave) admissible under these rules may be granted in
combination with any other kind of leave so admissible or in
continuation of leave already taken whether of the same or
of any other kind.
12. LEAVE ON RETIREMENT: The leave account of an employee
shall be settled at least one day prior to his/her retirement as
per rules.
417
13. KINDS OF LEAVE: Leave may be of the following kinds:

(i) Casual Leave
(ii) Special Casual Leave
(iii) Compensatory Leave
(iv) Duty Leave (On Duty)
(v) Earned Leave on full pay
(vi) Half-pay Leave
(vii) Commuted Leave
(viii)Leave not due
(ix) Extraordinary Leave on loss of pay
(x) Study Leave
(xi) Medical Leave
(xii) Paternity Leave
(xiii)Special Disability Leave
14. CASUAL LEAVE:
Every regular employee including probationers belonging to non-
vacation Departments/Offices is entitled for 20 days of casual leave per
calendar year without any provision for optional holidays. Casual leave
may be reckoned in terms of full day or half day for purposes of debit
in the account.
Casual leave may be taken in one or more installments as the applicant
desires, but such leave may not be granted for more than five days
inclusive of holidays at a time in the case of teachers. In the case of
others, casual leave may not be granted for more than seven days
exclusive of Sundays or holidays at a time provided that no period of
absence from duty shall exceed ten days. Casual leave cannot be
accumulated and shall not be combined with any other kind of leave
or vacation but it may be combined in any manner with Sundays and
other authorized holidays subject to the limitations prescribed
above.
418
15. SPECIAL CASUAL LEAVE:

(a) Special Casual Leave not counting against ordinary casual
leave may be granted to a University employee in the following
circumstances:
(i) When he/she is detained in a plague camp on the way to
rejoin duty.
(ii) When he/she, on the way to rejoin duty, is held up at a place
due to civil disturbances, natural calamities or other factors
entirely beyond his/her control.
(iii) When he/she is summoned to serve as an assessor or to give
evidence before a court as a witness in civil and criminal
cases in which his/her private interests are not in issue: The
leave to cover the total period of absence necessary.
(b) In the cases coming under (a) above, when the absence from
duty exceeds the period which may be reasonably treated as
casual leave under the discretion vested in the sanctioning
authority, the University employee may be granted for the entire
period of absence such regular leave with leave salary as may be
due to him/her and thereafter extraordinary leave.
(c) In addition, special casual leave to the extent mentioned below
may also be granted for undergoing family planning operation:
Category No. of Days of Leave
Male – Vasectomy 6 working days
Second operation 6 working days
Female – Tubectomy 14 working days
Male – for Tubectomy of wife 7 working days
Second operation 14/7 working days
Female – Salpingectomy after
Medical termination of pregnancy 14 working days
Male for above operation of wife 7 working days
Insertion of intrauterine contraceptive 1 day
419
Note: Leave for second operation is permitted when the Doctor

certifies that the first operation was a failure. Additional special
casual leave beyond above limits can be given on account of post
operation complications subject to production of medical certificate.
(d) Special casual leave cannot be accumulated, nor can it be
combined with any other kind of leave except casual leave. It
may be granted in combination with holidays or vacation.
16. COMPENSATORY LEAVE:
A University employee who is called on to attend to office on public
holiday to keep ordinary turn duty/due to exigencies of work shall be
granted compensatory leave not more than ten days in a calendar year
and no such leave shall be taken after the expiry of six months from
the public holiday for which it is substituted.
17. DUTY LEAVE (ON DUTY):
(i) Duty leave may be granted:
(a) For performing administrative or academic or any other duty
assigned by the University to any member of Teaching or
Non-Teaching staff of the University in which case duty leave
will be sanctioned as per the number of days required.
(b) To the Office bearers of recognized Service Associations for
attending State/ Regional/National conferences/meetings of
such Associations. Number of persons to be deputed and
number of days of ‘on duty’ to be sanctioned shall be as
decided by the competent authority.
(c) To the personnel of the Department of Physical Education
and Sports for attending this sports events/tournaments of
IUT/State/Regional/National/International level and for
attending the meetings of Sports Associations/Authorities.
(ii) The duration of leave should be such as may be considered
necessary by the sanctioning authority on each occasion.
(iii) The leave may be granted on full pay.
420
(iv) Duty leave may be combined with earned leave, half pay leave
or extraordinary leave.
(v) Duty leave must be availed only after obtaining prior approval
from the sanctioning authority.
18. EARNED LEAVE ON FULL PAY:
All regular employees, other than teachers who are declared as vacation
staff, earn leave as indicated below:
(a) The leave account of all regular employees (approved
probationers) should be credited with 30 days earned leave, in
two installments, 15 days each on the 1st January and 1st July
every year. The employees on probation shall be entitled to
Earned Leave at the rate of 8 days for every six months. After
declaration of probation, his/her earned leave will be recast on
par with regular employees with effect from the date of
commencement of probation.
(b) The leave at credit of the employees at the close of the previous
half year shall be carried forward to the next half year subject to
the leave so carried forward plus the credit for that half year shall
not exceed the maximum limit of 300 days in respect of regular
University employees.
(c) The credit afforded under clause (b) shall be reduced by 1/10th of
the period of extra-ordinary leave only availed during the
previous half year subject to a maximum of15 days.
NOTE:
(i) When an employee is appointed on or after 1st January or 1st
July of a year earned leave should be credited to the leave account
at the rate of 2 ½ days for each completed month of service
which he/she is likely to render in the calendar half year in which
he/she is appointed. e.g., if he/she is appointed on 13th March,
the number of completed months of his/her service in that half
year will be 3 and credit will be 3 x 5/2 = 7 ½ days rounded to
8 days. If he/she is appointed on 20th April the number of
completed months will be only 2 and credit will be 2 x 5/2 = 5
days.
421
(ii) The credit for the half year in which an employee is due to
retire or resigns from the service, shall be afforded only at the
rate of 2 ½ days per completed month in that half year up to
the date of retirement or resignation. If in the case of a
University employee who resigns from the service the leave
already availed of is more than the credit so due to him/her,
necessary adjustment should be made in respect of leave
salary overdrawn, if any.
(a) The maximum earned leave that can be granted at any
time shall not exceed 180 days.
(b) Vacation may be availed of in combination with or in
continuation of any kind of leave admissible under these rules.
Total duration of vacation, earned leave and leave on half
pay commuted on medical certificate and/or half pay leave
on private affairs taken in conjunction shall not exceed 180
days.
19. HALF PAY LEAVE:
(a) The half pay leave admissible to an employee on successful
completion of initial probation for each completed year of service
is twenty days. The half pay leave is admissible in respect of
periods spent on duty and on leave including extra-ordinary leave.
(b) The half pay leave due may be granted to any employee on
medical certificate. In the case of permanent employees leave
may be granted on private affairs also. In respect of probationers
half pay leave on medical certificate may be granted after putting
in 2 years of service.
(c) A permanent employee or an approved probationer may be
granted leave on medical certificate for the treatment of
Tuberculosis or Leprosy provided that a medical certificate from
the Medical Officer of a recognised Sanatorium, in the case of
those undergoing treatment in a recognised sanatorium, is
produced. The prospect of returning to duty on the expiry of
the leave should be assessed on the basis of the certificate
given by the appropriate medical authority.
422
20. COMMUTED LEAVE: Commuted leave not exceeding half

the amount of half pay leave due may be granted on a Medical
Certificate to an employee subject to the following conditions:
(a) Commuted leave availed during the entire service shall be limited
to a maximum of 240 (two hundred and forty) days.
(b) When commuted leave is granted, twice the amount of
such leave shall be debited against the half pay leave due.
Provided, that no commuted leave may be granted under this
rule unless the authority competent to sanction leave has reason
to believe that the employee will return to duty on its expiry.
NOTE:
(i) When commuted leave is granted to an employee under this
rule and when the employee intends to retire or resigns
subsequently, the commuted leave should be converted to half
pay leave and the difference between the leave salary in respect
of commuted leave and half pay leave should be recovered from
him/her. An undertaking to this effect should therefore be taken
from the employee whenever commuted leave is sanctioned to
him/her.
(ii) In all cases of resignation or voluntary retirement refund of excess
leave salary should be enforced, while in cases where he/she is
compulsorily retired by reason of ill health incapacitating him/
her from further service or in public interest, and if he/she dies
before resuming his/her duty, no refund should be enforced.
21. LEAVE NOT DUE: Leave not due may be granted to a
permanent employee only on medical certificate for a period not
exceeding 180 days during the entire service. Such leave will be
debited against the half pay leave the employee may earn
subsequently. The following norms be followed:
(i) Leave not due should be granted only if the authority
empowered to sanction leave is satisfied that there is a
reasonable prospect of the employee returning to duty on
the expiry of the leave and it should be limited to half pay
leave the employee is likely to earn thereafter.
423
(ii) When an employee who has been granted leave not due
under this clause applies for permission to retire voluntarily,
the leave not due shall, if the permission is granted, be
cancelled. In such cases the retirement shall have effect from
the date on which such leave commenced. An undertaking
to this effect should therefore be taken from the employee
who avails the leave not due. The question whether an
employee should be called upon to refund the amount of
leave salary should be decided on the merits of each case,
e.g. if the retirement is voluntary, refund should be enforced,
if it is unavoidable by reasons of ill health incapacitating him/
her for further service, no refund need be insisted upon.
(iii) When leave not due is granted to an employee under the
above rule and he/she applies for permission to retire
voluntarily or resigns of his/her own volition at any time after
returning to duty, the question of refund of leave salary in
respect of leave not due already availed before return to duty
shall, to the extent it has not been subsequently wiped off, be
treated in the same way as laid down in the preceding
paragraph.
(iv) In cases where an employee is compulsorily retired from
service as a measure of penalty under Discipline and Appeal
Rules of the University, the recovery need not be insisted
upon.
22. EXTRAORDINARY LEAVE ON LOSS OF PAY:
(A) Extraordinary leave on loss of pay may be granted to a permanent
employee in special circumstances:
(i) When no other leave is admissible under these rules, or
(ii) When other leave being admissible, the employee
concerned applies in writing for the grant of extraordinary
leave. Such leave is not debited against the leave account.
No leave salary is admissible during such leave.
424
(iii) Extraordinary leave shall always be without pay and

allowances. Extraordinary leave shall not count for increment
except in the following cases:
(a) Leave taken on the basis of medical certificates;
(b) Cases where the Vice-Chancellor is satisfied that the leave
was taken due to causes beyond the control of the
employee, such as inability to join or rejoin duty due to
civil commotion or a natural calamity, provided the
employee has no other kind of leave to his/her credit;
(c) Leave taken for pursuing higher studies; and
(d) Leave granted to accept an invitation to a teaching post
or fellowship or research-cum-teaching post or an
assignment for technical or academic work of importance.
Provided that such counting of extraordinary leave for
purpose of increments as per (iii) above shall be limited
to a maximum period of 36 months and provided further
that in case of availing of extraordinary leave for purpose
of higher studies, counting of the period for increments
shall be subject to the condition that the candidate shall
work in the University on his return from leave for a period
of 36 months or period of leave availed whichever is
less.
(iv) Extraordinary leave may be combined with any other leave
except casual leave and special casual leave, provided that
the total period of continuous absence from duty on leave
(including periods of vacation when such vacation is taken
in conjunction with leave) shall not exceed three years except
in cases where leave is taken on medical certificate. The
total period of absence from duty shall in no case exceed five
years in the full working life of the individual.
(v) The authority empowered to grant leave may commute
retrospectively periods of absence without leave into
extraordinary leave.
425
(B) In the case of Probationers the duration of extraordinary leave

on any one occasion shall not exceed –
(i) Three months;
(ii) Six months in cases where the employee completes three
years continuous service on the date of expiry of leave of the
kind due and admissible under the rules (including three
months extraordinary leave under (i) above) and his/her
request for such leave is supported by a medical certificate as
required under the rules;
(iii) Eighteen months where the employee is undergoing treatment
for:-
(a) Pulmonary tuberculosis (or Pleurisy of tubercular origin)
on production of a certificate from a T.B. specialist; or
(b) Tuberculosis of any other part of the body on production
of a certificate from a qualified tuberculosis specialist or
a Civil Surgeon; or
(c) Leprosy in a recognised Leprosy institution or by a Civil
Surgeon or a specialist in Leprosy on production of a
certificate to this effect.
NOTE: The concession of extraordinary leave upto eighteen
months under this sub-rule will be admissible only to those
employees who have been in continuous service in the University
for a period exceeding one year.
(iv) Twelve months where the employee is undergoing treatment
for Cancer or for mental illness in an institution recognised
for the treatment of such diseases or is so certified by a Civil
Surgeon or a specialist in such diseases.
(v) Twenty four months where the leave is required for the
purpose of prosecuting studies certified to be in the interest
of the University.
Provided, that the employee has completed three years of
continuous service on the date of expiry of leave of the kind due
and admissible under the rules (including three months
extraordinary leave under item B (i) above).
426
NOTE: This concession will be admissible only to those

employees who have been in continuous University service
for a period exceeding one year.
The grant of leave to a probationer shall be subject to the
condition that but for the grant of the leave, he would have
continued to hold a post in the University service until the expiry
of leave.
23. STUDY LEAVE:
(a) Study leave may be granted to approved probationers with at
least three years of continuous service.
(b) Study leave may be granted by the Executive Council to the
teachers (who are governed by separate leave rules as mentioned
above) of the University and in special cases to the employees
other than teachers on such terms and conditions as may be
prescribed by it to enable the employees to study or undertake
research in scientific and technical, linguistics or other problems
or to undergo special course of training or to make a special
study of the various aspects of University organization and
methods of education. The grant of study leave should be made
with due regard to the exigencies of University service. Such leave
is not debitable to leave account. Study leave sanctioned shall
lapse if not availed within 12 months from the date of sanction.
However, such employee may apply afresh for study leave.
(c) The study leave shall not be granted for more than three years in
one spell, save in very exceptional circumstances in which the
Executive Council is satisfied that such extension is unavoidable
on academic grounds and necessary in the interest of the
University. In case the course of study falls short of study leave
sanctioned, the employee shall resume duty immediately on the
conclusion of such course of study, unless prior approval of the
Executive Council to treat the period of shortfall as ordinary leave
has been obtained.
(d) Subject to the maximum period of absence from duty on leave
not exceeding three years study leave may be combined with
earned leave, half pay leave, extraordinary leave or vacation,
provided that the earned leave at the credit of the employee
shall be availed of at the discretion of the employee.
427
(e) Study Leave cannot be claimed as a matter of right and the

Executive Council may, at its discretion, refuse to grant study
leave to any employee without assigning reasons. The Executive
Council may terminate the study leave for reasons of
unsatisfactory work by giving two months notice in which case
the employee will have to pay back the amounts, if any, due to
the University as decided by the Executive Council.
(f) Study leave may be granted not more than twice during one’s
career. However, the maximum of study leave admissible during
the entire service should not exceed five years.
(g) An employee who has been granted study leave should execute
a bond binding him/her to serve the University on return from
leave for a continuous period of at least three years and in default
pay a sum equivalent to the entire leave salary paid to him/her
during such study leave.
(h) Employees who are granted study leave are ordinarily required
to meet the cost of fees paid for courses of study.
(i) Study Leave will count as service for sanction of notional
increments, promotion, pension and contributory pension but
not for leave, provided the employee joins the University on the
expiry of his/her study leave. It will not affect any leave which
may already be due to an employee.
(j) An employee who is selected to a higher post during study leave
will be placed in that position (through paper promotion in the
case of employees other than teachers) and get the higher scale
after joining the post subject to such joining time as may be fixed
for this purpose by the appointing authority.
(k) Study leave may be granted on full pay up to two years extendable
by one year at the discretion of the University based on
satisfactoriness of the progress of work and timely submission of
six-monthly progress reports subject to taking into account
the amount of scholarship or fellowship or any other financial
assistance awarded to the employee on study leave, if it exceeds
a specified amount to be determined from time to time based
on the cost of living in the country of study, in determining the
pay and allowances on which the study leave may be granted.
428
In the case of an Indian fellowship which exceeds the salary

of the employee, the salary would be forfeited.
(l) The study leave shall not be granted to an employee who is
due to retired within five years of the date on which he/she is
expected to return to duty after the expiry of study leave.
24. MATERNITY LEAVE:
(i) Maternity leave on full pay may be granted to a woman
employee for a period not exceeding 180 days, to be availed
of twice in the entire career. Maternity leave may also be
granted in case of miscarriage including abortion, subject to
the condition that the total leave granted in respect of this to a
woman employee in her career is not more than 45 days, and
the application for leave is supported by a medical certificate.
(ii) Maternity leave may be combined with earned leave, half pay
leave or extraordinary leave but any leave applied for in
continuation of maternity leave may be granted if the request is
supported by a medical certificate.
(iii) Special Leave up to a maximum of 45 days, as recommended
by Civil Surgeon/University Medical Officer, can be sanctioned
to Women Employees who undergo Hysterectomy operation
without debiting the same to the regular leave account of the
individual and on payment of full pay and allowances.
25. PATERNITY LEAVE:
Paternity leave on full pay is admissible to married male University
employees, temporary or permanent, for a period of 15 days from the
date of his wife delivering the baby subject to the condition that this
leave is admissible up to two children only.
26. SPECIAL DISABILITY LEAVE:
i. Subject to the conditions hereinafter specified the Executive
Council may grant Special Disability Leave to a University
employee who is disabled by injury intentionally inflicted or
caused in or in consequence of the due performance of his/
her official duties or in consequence of his/her official position.
429
ii. Such leave shall not ordinarily be granted unless the disability
manifested itself within three months of the occurrence to which
it is attributed, and the person disabled acted with due
promptitude in bringing it to notice.
iii. The period of leave granted shall be such as is certified by the
University Medical Officer or other qualified Doctor appointed
ad hoc by the Vice-Chancellor for the purpose to be necessary.
It shall not be extended except on the certificate of the said Medical
officer or Doctor as the case may be and shall in no case exceed
24 months.
iv. Such leave may be combined with leave of any other kind.
v. Such leave may be granted more than once if the disability is
aggravated or reproduced in similar circumstances at a later date,
but not more than 24 months of such leave shall be granted in
consequence of any one disability.
vi. Such leave shall not be debited against the leave account.
vii. Leave salary during such leave shall be equal:
(a) For the first four months of any period of such leave including
a period of such leave granted under clause (v) of this rule,
to full pay and
(b) For the remaining period of any such leave, to half pay, or at
the University employee’s option, for a period not exceeding
the period of full pay which would otherwise be admissible
to him, to full pay.
27. MEDICAL CERTIFICATES:
(a) A University employee who has been granted leave on medical
certificate shall be asked to produce a certificate of physical fitness
before he/she returns to duty by the Head of the Office where
he/she joins duty. A similar certificate may be required in the
case of any University employee who has been granted leave for
reasons of health, even though such leave was not actually granted
on medical certificate.
(b) When the leave applied for is on medical certificate, the certificate
shall be from a Gazetted Medical Officer or University Medical
430
Officer. However, the University employee may, if felt

necessary, be asked to appear before a Medical Board or the
District Medical and Health Officer or the Superintendent or a
Civil Surgeon of a Government Hospital on requisition at his/
her cost for examination and report. Requisitions for this
purpose will be issued by the University wherever necessary.
The medical certificates issued by other Doctors (Private/
Government) shall require the counter signature of the
University Medical Officer.
(c) The medical leave can be debited either to earned leave or to
half pay leave or to a combination of both depending upon the
option of the employee and the availability of sufficient balance
in the concerned leave account. Any excess of medical leave
availed shall be treated as extraordinary leave on loss of pay.
28. LEAVE SALARY:
A University employee:
(a) While on earned leave and on half pay leave on medical certificate
commuted to full pay is entitled to leave salary equal to his/her
pay last drawn.
(b) While on leave on half pay or medical leave is entitled to leave
salary equal to half the pay last drawn:
Provided, that when such leave is taken or is combined with
earned leave by an employee for the treatment of Leprosy,
Tuberculosis, Cancer, Mental illness and heart disease, as the
case may be, he/she shall be eligible for leave salary equal to his/
her pay for not more than six months in all on producing a
certificate (i) from the Medical Officer in charge of a recognized
Leprosy, Tuberculosis, Cancer, Mental illness or heart diseases
treatment centre of his/her having undergone regular treatment
during the period of such leave or (ii) from the Superintendent of
the Government Head Quarters Hospital in which such employee
is kept on the waiting list for admission into a recognized centre
for want of accommodation in the respective recognized
centre.
(c) While on extra-ordinary leave the employee is not entitled to
any leave salary.
431
29. SURRENDER OF EARNED LEAVE:

(a) Regular Non-Teaching employees of the University are, after
successful completion of their probation, permitted to surrender
earned leave not exceeding 15/30 days once in one/two calendar
years, and receive cash equivalent of leave salary and allowances
in lieu of the leave so surrendered. The orders sanctioning
surrender leave should specifically indicate the date on which
the employee is permitted to surrender the leave so as to facilitate
necessary entries to be made in the service registers. They may
be permitted to surrender earned leave for the first time up to 15
days after one year of service.
(b) The rate per month of cash value of the leave surrendered by an
employee shall be the sum total of the monthly rates of leave
salary and allowances to which the employee is eligible on the
date of the surrender. For this purpose a month consists of 30
days irrespective of the month in which the leave is surrendered.
(c) In order to ensure that surrender of leave has not been permitted
more than once during the block period of one/two years, the
authority competent to grant leave should append the following
certificate in the sanction order:
‘Certified that the surrender of leave now permitted for one or
two calendar year(s) has not been sanctioned and availed by the
employee earlier’.
(d) The leave salary for the period of leave surrendered will not be
liable to deductions under any account.
(e) Cash equivalent of the leave salary to the extent of leave
admissible to the employee, subject to a maximum of 300 days
may be paid to the employee on his/her retirement and to the
legal heirs of a deceased employee in case of death of the
employee while in service. This ceiling will be as per the
Government Orders issued from time to time.
(f) Employees shall not be permitted to surrender leave on a date
earlier than the date of application.
432
(g) Re-employed Pensioners are also eligible for surrender up to

15 days of earned leave after completion of twenty four months
of service for the first time.
(h) Such of those teachers who are posted to work in the
administrative posts, non-vacation posts, etc., on full time basis
shall be entitled for Earned Leave as per the limits mentioned in
these regulations for the period they worked in such administrative
posts and are also entitled for surrendering and encashing such
leave on par with other administrative staff in the non-teaching
cadres.
30. AUTHORITIES TO GRANT LEAVE:
433
434
31. LEAVE ACCOUNT:

Leave account shall be maintained for each employee of the
University, wherein is entered the leave earned, leave taken and
the balance of leave to his/her credit. The amount of leave due to a
University employee is the balance of leave at his/her credit in the
leave account. Leave at credit of the University employee in his/her
leave account lapses on the date of retirement.
32. The Executive Council may sanction listed holidays with pay
and such leaves as it deems fit to persons working (teaching and
non-teaching) in the University outside the sanctioned posts on
purely temporary basis.
33. The leaves for which provision is made by research funding
agencies to the research scholars/ research fellows directly or in
research projects shall be sanctioned by the Principal/Special
Officer of the respective College(s)/P.G. Centre(s). Further, the
Executive Council may make provision for such leaves as it deems
fit in respect of research scholars without fellowship.
435
8.6 SERVICE CONDITIONS OF TEACHERS

1. Notwithstanding anything contained in these Regulations, the
conditions of service of teachers shall be regulated as per the
provisions of G.O.Ms.No.38, dt.23-6-2016, on the following
matters:
(i) Pay scales, pay fixation formula, age of superannuation,
etc.
(ii) Recruitment and Qualifications
(iii) Increments
(iv) Allowances
(v) Leave rules
(vi) Teaching days
(vii) Workload
(viii) Superannuation & Re-employment of Teachers
(ix) Pension, Gratuity and other Service related benefits
(x) Consultancy Assignments
(xi) Period of Probation and Confirmation
(xii) Revised Scales of Pay to Tutors and Demonstrators
(xiii) Counting of past service for direct recruitment and
promotion under CAS
(xiv) Service agreement and fixing of seniority
(xv) Applicability of the Schemes/Regulations
(xvi) Creation and filling up of Teaching Posts
(xvii) Amendment to Service Rules
(xviii) Code of Professional Ethics
(xix) Revised Pay Scales, Service conditions and Career
Advancement Scheme for teachers and equivalent positions
436
(xx) Assistant Professors/Associate Professors/

Professors in Colleges & Universities
(xxi) Professors in Undergraduate and Postgraduate
Colleges
(xxii) Pay Scales of Principals in Colleges
(xxiii) Librarian/College Librarian
(xxiv) Pay Scales and Career Advancement Scheme for
Physical Education Personnel
(xxv) Vice-Chancellor
(xxvi) Incentives for Ph.D./M.Phil. and other higher
qualifications
(xxvii) Direct Recruitment
(xxviii) Selection Committees
(xxix) Selection Procedures
(xxx) Stages of promotion under Career Advancement Scheme.
2. All other matters specified in the above referred G.O. shall be
applicable to the Teachers.
3. However, in respect of the following matters, the service conditions
of teachers of the University shall be regulated by these Service
Regulations:
(i) Lien
(ii) Deputation
(iii) Foreign Service
(iv) Resignation
(v) Pay and allowances during suspension, removal or dismissal
(vi) University welfare schemes including medical benefits
(vii) Any other matters not specifically included in the
G.O.Ms.No.38, dt.23-6-2016
4. The Executive Council shall adopt relevant G.Os modifying the
provisions pertaining to the service conditions of teachers listed
above issued by the Government of Andhra Pradesh from time
to time based on UGC Regulations or its own rules.
437
8.7 UNIVERSITY WELFARE SCHEMES

The University shall provide the following facilities for the benefit of the
University employees, pensioners and their family members as may be decided
by the Executive Council from time to time:
1. HEALTH CENTRES:
The University shall provide a Health Centre on the University campus and
appoint University Medical Officer(s) to attend to the medical needs of the
employees (Teaching and Non-teaching staff), pensioners, NMRs and their
dependents, Students and Research Scholars. In addition to the Campus
Health Centre, University may appoint part-time Honorary Medical Officer(s)
in Guntur city for attending to the medical needs of the employees and their
dependents residing at Guntur. The Health Centre on the University campus
may, in addition to free consultation with Doctor, provide the following
facilities:
a) Free Medicines, b) Clinical Laboratory Investigation, c) ECG, d) Ultrasound
Scanner, e) X-Ray Unit, f) Ambulance.
The medical facilities available in Guntur city may be limited to free consultation
and medicines as prescribed by the Doctors concerned limiting the cost of
medicines per employee to the amount decided by the Executive Council
from time to time.
2. MEDICAL REIMBURSEMENT SCHEME:
The University shall implement Medical Reimbursement Scheme as per the
terms and conditions stipulated by the Executive Council (Resolution
No.4.1.2.12, dated 17-03-2008). The present ceiling limit of financial
assistance under this scheme stands at Rs.2.00 Lakhs per employee/
pensioner and their dependents. The Executive Council may enhance the
upper limit of the medical reimbursement scheme on par with Government
employees.
3 COMPASSIONATE APPOINTMENTS SCHEME:
The University shall implement the Compassionate Appointments Schemes
for the dependents of employees as per the G.Os issued by Govt. of A.P.
from time to time.
438
4. RESIDENTIAL QUARTERS:
The University may provide residential quarters on the campus for different
categories of employees for their residence in the University campus on
payment of rent as may be fixed by the Executive Council from time to time.
Some officers/employees of the University, whose presence on the campus
is considered necessary, may be provided with quarters on such concessional
terms as decided by the Executive Council. The employees residing in the
University quarters shall not be entitled to House Rent Allowance.
5. ADVANCES:
The University shall sanction certain advances and loans to the staff like
Marriage Advance, Festival Advance, Education Advance, etc., as per the
relevant G.Os passed by Government of Andhra Pradesh from time to time
meeting the expenditure from the General Fund Account of the University.
6. UNIVERSITY LOAN FUND SCHEME:
The following types of loans may be extended to the employees of the
University meeting the expenditure by constituting a corpus fund from the
general funds of the University administering the scheme as per the terms
and conditions stipulated by the Executive Council from time to time:
a. Personal Loan
b. Vehicle Loan
c. Education Loan
d. Housing Loan
e. Medical Loan
The details of these schemes are available in the Regulations on Finance.
439
ANNEXURE - I
CERTIFICATE OF PHYSICAL FITNESS
This form is to be used by every candidate who is required by Acharya Nagarjuna
University to produce a certificate of physical fitness. It must be signed by the
University Medical Officer or any other qualified Doctor appointed for the purpose
by the Vice-Chancellor.
Name and Rank of the Officer granting the certificate:
I do hereby certify that I have examined (full name) _____________________
_________________________, a candidate for employment under Acharya
Nagarjuna University in the ________________________ service as
_____________ and cannot discover that he/she has any disease, constitutional
affection or bodily infirmity except that his/her weight is in excess/below of the
standard prescribed.
I do/do not consider this a disqualification for the employment he/she
seeks.
I also certify that he/she has marks of small pox vaccination
Chest measurement in centimeters on full inspiration:
on full expiration:
Chest measurement in centimeters ________________________
Difference Expansion
Cms. Cms.
Weight in Kgs._______
His/her vision is normal.
Hypermetropic_______________________________________________
(Here enter the degree of defect and the strength of correction glasses)
Myopic_____________________________________________________
Astigmatic (simple or mixed)_____________________________________
Hearing is normal/defective (much or slight)
Urine – Does Chemical examination show (i) albumin, (ii) sugar-state specific
gravity.
Personal Identification Marks: 1.
(at least two should be mentioned) 2.
SIGNATURE :
RANK :
Station:
Date: DESIGNATION :
440
ANNEXURE – II
DECLARATION
The candidate must make the statement required below prior to his/her
medical examination and must sign the declaration given below in the presence
of the Medical Officer. His/her attention is specially directed to the warning
contained in the note below:
1. State your name in full:
2. State your date of birth, age and place of birth:
3. a) Have you ever had Small pox, intermittent or any other Fever,
enlargement or Suppuration of Glands, Spitting of blood, Asthma,
Inflammation of Lungs, Heart disease, Fainting attacks,
Rheumatism, Appendicitis?
OR
b) Suffered from any other disease or accident requiring confinement
to bed and medical or surgical treatment?
OR
c) Suffered from any illness, wound or injuries sustained while on
active service during war?
4. When were you last vaccinated ?
5. Have you or any of your near relations been afflicted with consumption,
scrofula, gout, asthma, fits, epilepsy or insanity?
6. Have you suffered from any form of nervousness due to over work or
any other cause?
7. Have you been examined and declared unfit for Government service
by a Medical Officer/Medical Board, within the last three years (to be
filled in only in the case of candidates for subordinate services).
441
8. Furnish the following particulars concerning your family:-
I declare all the above answers to be, to the best of my belief, true and
correct. I also solemnly affirm that I have not received a disability certificate
pension on account of any disease or other condition.
Candidate’s Signature
Signed in my presence
Signature of Medical Officer
Note
Note: The candidate will be held responsible for the accuracy of the above
statement. By willfully suppressing any information he/she will incur
the risk of losing the appointment and, if appointed, all claims relating
to salary and superannuation benefits are liable to be forfeited.
442
ANNEXURE – III
CERTIFICATE OF TRANSFER OF CHARGE
1. Name of the Officer / Employee taking over charge :
2. Name of the Officer/Employee handing over charge :
3. Authority under which transfer is effected

(Number and date of the transfer order shall be cited) :
4. Date and time of handing over and taking over of charge :
5. Whether lists of files, furniture, etc., have been signed by

both the Officers/Employees and enclosed to this certificate:
6. Are there any discrepancies noticed from the previous

charge lists? If so reasons to be furnished :
Signature of the Officer/Employee Signature of the Officer/Employee

handing over charge taking over charge
443
ANNEXURE – IV
TABLE SHOWING THE DETAILS OF SANCTIONED CADRES/POSTS, METHODS OF APPOINTMENT,
CHANNELS OF PROMOTION, QUALIFICATIONS/EXPERIENCE/PASSING IN TESTS
REQUIRED FOR THE FILLING UP OF NON-TEACHING POSTS OF THE UNIVERSITY.
Acharya Nagarjuna University
444
Regulations
445
446
447
448
449
450
451
452
453
454
455
456
457
458
459
460
Acharya Nagarjuna University
461
NOTE: 1. Eligible internal candidates can apply for appointment to direct recruitment posts.
2. For the qualifications specified against the above posts, their equivalent qualifications from recognized Universities/
Institutions can also be accepted.
3. The Executive Council is the competent authority to create provision for appointment by transfer for any direct recruitment
posts shown above keeping in view the exigencies of work. This cannot be claimed as a matter of right. Any appointment by
transfer shall be subject to availability of vacancy, possessing of qualifications prescribed for direct recruitment and following
the rule of reservation. The service in the previous cadre will count for seniority in the present cadre.
Regulations
ANNEXURE – V
PROCEDURE FOR SELECTION COMMITTEES FOR
NON-TEACHING POSTS
1. The Chairperson of the Selection Committee shall preside at the
meeting of the Committee. The absence of any member of the
Selection Committee at its meeting shall not invalidate the
proceedings of the Committee. In case of absence of the
Chairperson the Vice-Chancellor shall decide as to who shall
preside over the meeting.
2. The Committee shall ordinarily consist of five numbers. In that
case, the quorum for a meeting of the Selection Committee
shall be three members which shall include the external member
nominated by the Vice-Chancellor, if any.
3. A member of the Selection Committee shall not participate in
the meeting of the Selection Committee if he/she is a near relative
of a candidate for appointment to any post for which selection is
held.
4. The Selection Committee shall record the criteria followed in
recommending the candidates. The recommendation shall be
made on the basis of relevant material record placed before it, in
addition to the candidate’s performance in the written test and
interview in respect of direct recruitment posts. The selection to
posts on promotion shall be made on grounds of merit and ability,
seniority being considered where merit and ability are
approximately equal.
5. In respect of the direct recruitment category, the aggregate marks
prescribed for the written test and performance at the interview
shall be 75% and 25% respectively. The details of candidates
shall be prepared in the proforma attached and placed before
the Committee.
462
6. In case of promotion posts, particulars of the qualified candidates

for each post and relevant material relating to the candidates
shall be prepared in the proforma attached and placed before
the Selection Committee. Where candidates for promotion have
to be selected on merit and ability basis, records pertaining to
qualified candidates to the tune of thrice the number of posts to
be filled have to be placed before the Committee. If the number
of qualified candidates is less than or equal to three times the
number of the vacancies, the records relating to all of them shall
be placed before the Committee.
463
ANNEXURE – VI
PROFORMA FOR SUBMITTING PROPOSALS TO SELECTION
COMMITTEE
1. Name of the Branch/Department/Office:
2. Name and Designation of the members of the Selection
Committee:
Name Designation
3. Post to which direct recruitment/promotion is to be made:
Branch / Category No.of posts in the category
No. of vacancies to be filled
Dept./ Direct Promotion Direct
Promotion
Office Recruitment
Recruitment
4. Recruitment Rules for the Post:

a) Date on which the recruitment rules were issued.
b) Whether an up-to-date copy of the recruitment rules has
been enclosed (this should invariably be enclosed for
reference).
5. Seniority list:
a) A seniority list shall be enclosed. The seniority list should
include names of eligible and ineligible candidates upto
the last eligible candidate.
b) Whether the seniority list has been duly authenticated by
6. Bio-data for Promotion Posts:
Complete up-to date character rolls of all the eligible officers/
464
employees (to the tune of thrice the number of posts) are to

be placed before the committee.
7. Format for Bio-data of the applicants for direct recruitment
posts:
(Applications should be placed on the table for the perusal
of Selection Committee members)
8. Self-contained note for the Selection Committee:

The self contained note for the Selection Committee explaining
proposals for promotion should invariably contain information
regarding any representations, writs/ court cases pending in
connection with the present promotion indicating the names of
aggrieved parties and the present stage of cases. If there are any
Court orders relating to the promotion which the Selection
Committee has to keep in view may also be indicated in the
note. Whether any enquiry/charges are pending against the
persons being considered for promotion and if so the present
stage may be indicated.
SIGNATURE OF THE OFFICER IN-CHARGE

DATE : _______________ OF THE ESTABLISHMENT SECTION
DESIGNATION______________
465
ANNEXURE – VII
PROFORMA FOR SERVICE CONTRACT

ARTICLES OF AGREEMENT executed on this ______ day of
________ of the year two thousand ________________ the
___________ year of the Republic of India between
(Name of the Employee) residing at of
the first part (herein after called ‘the party of the first part’) and the
Acharya Nagarjuna University of the second part represented by its
Registrar.
WHEREAS Acharya Nagarjuna University (hereinafter referred to
as ‘the University’) has engaged the party of the first part as
(Designation) and
the party of the first part has agreed to serve the University on the
terms and conditions hereinafter contained.
Now these presents witness and the parties hereto respectively
agree as follows:
1. The party of the first part shall submit to the lawful orders of
the University and of the authorities under whom he/she may,
from time to time, be placed by the University and shall remain
in the service of the University until further orders commencing
from (Date of joining duty) subject to the terms and conditions
contained herein.
2. The party of the first part shall devote his/her whole time and
attention efficiently and diligently to his/her duties and at all times
obey the service rules including the University Employees’
conduct, discipline and appeal rules and shall whenever required
proceed to any part of India and perform there such duties as
may be assigned to him/her.
3. The party of the first part shall, from the date of coming into
force of these presents, be granted Rs. (Basic Pay) in the scale
of Rs. (Pay Scale) . He/she shall also be eligible for
the usual allowances admissible under the rules of the
University in force.
466
4. The party of the first part shall, during the period of this
agreement, earn leave according to the rules applicable to
him/her.
5. If the party of the first part is required to travel in the interest
of the University Service, he/she shall be entitled to travelling
allowance as per University Travelling Allowance Rules on the
scale applicable to his/her grade.
6. The party of the first part may by resignation terminate his/her
services by giving 3 months notice or on payment of salary in
lieu of notice.
7. In regard to any matter in respect of which no provision has
been made in this agreement, the provisions of the rules made
or deemed to have been made, the provisions of any Act or rule
made by the University in regard to the employee’s borne category
of (Designation) and in subsequent promotions/
appointments in the University service shall apply to the extent
to which they are applicable to the service of the party of the first
part under this agreement and the decision of the University as
to their applicability shall be final.
IN WITNESS WHEREOF (Name) , the party

of the first part and the Registrar acting for and on behalf of the University
have hereinto set their hands on date____________.
SIGNED BY THE PARTY OF THE REGISTRAR

FIRST PART IN THE PRESENCE OF ACHARYA NAGARJUNA UNIVERSITY
WITNESSES:
1.
2.
467
REGULATION-9 DELEGATION OF POWERS
These Regulations are made in accordance with Section 19 (25)

of the A.P. Universities Act, 1991 (Act No.4 of 1991).
The following are the delegated powers of the Vice–Chancellor/

Rector/ Registrar/Principal/ Special Officer P.G Center/Chief Warden,
etc. of the University, which were not included in other Regulations.
468

469
NOTES
NOTES
NOTES
NOTES
NOTES
NOTES
NOTES

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ACHARYA NAGARJUNA UNIVERSITY

Regulation No. Name of the Regulation Page No.

Regulation-1 Admissions into P.G. Courses of Study 1

Regulation-2 Equivalency of Qualifications 5

Regulation-3 Admissions, Attendance and Transfer of

Regulation-4 Center for Distance Education 27

Regulation-5 Conduct of Examinations 38

Regulation-6 Financial Matters 59

Regulation-7 Conditions for Grant of Affiliation to

Regulation-8 Service Matters 371

Regulation-9 Delegation of Powers 468

REGULATION - 1 ADMISSIONS INTO P.G.

These Regulations are made by the Academic Senate in accordance

5. The Tuition and other fee payable by the candidates admitted

exempted from appearing for Entrance Tests, such as ANUCET

(This Regulation was approved by the Executive Council vide

These Regulations on Equivalency of qualifications is made by

(iv) In case of specific degrees of Indian Universities

(This Regulation was approved by the Executive Council vide

These Regulations are made by the Academic Senate in accordance

(b) The dates on which applications are submitted in the

list for double the number of vacancies remaining after the

This is suggested to prevent students from pursuing two

(1) B.Sc. Courses: Candidates who opt for any combination of

In case of the following new combinations approved by the

(ii) List of new Combinations approved (Vide 68th Academic

28. Geography Physics Chemistry

59. Engineering Geology Mathematics Chemistry & Geo-

beyond 20% of the sanctioned strength of the B.Com.

examination is not available with any college the matter

(a) Children of the employees who are working in Government,

(ii) ADMISSIONS ON TRANSFER FROM ONE COLLEGE TO

3.5 ATTENDANCE RULES:

incorrigible even after the warning may be removed from the

students etc., could not attend college on account of bundhs

(4) The attendance and progress certificates shall be in the form

the rules on this subject. The fee prescribed shall be collected

(This Regulation was approved by the Executive Council vide

REGULATION-4 CENTER FOR DISTANCE

These Regulations are made by the Executive Council and the

(iv) The remuneration and other perquisites of the functionaries

(b) fixation of fee for various courses and break up of

8. There shall be a Core Board of Studies attached to the CDE

(e) To engage in periodical review of the ongoing programs

(vii) to make necessary arrangements for the staff at the

teaching, publication, discussion-groups, workshops and

13. The CDE shall have the following Administrative Divisions to

(viii) Issuing admission notifications for Calendar/Academic year

(b) Examination Wing:

(This Regulation was approved by the Executive Council vide

These Regulations are made by the Executive Council and the

(ii) Framing of Time-table.

6. A Notification shall be issued for the conduct of every

d. Ensuring the issuance of Hall-tickets, through the

16. The Co-ordinator shall maintain strict confidentiality with regard

h. Reporting procedure of examination mal-practices cases.

9. The Co-ordinator shall arrange to prepare detailed guidelines

paper and get the approval of the Rector for appointment of

21. The University may enter into an agreement with a computer

5.5 PERSONAL VERIFICATION AND REVALUATION: