I. Initiation Phase
1. Proposal Submission
- The Organizing Secretary / Coordinator initiates the event proposal.
- Submit a formal letter to the Vice-Chancellor through the Dean, Research Innovation and Entrepreneurship (DRIE) seeking permission to organize the event.
2. Details to be Included in the Proposal Letter:
- Name of the Organizer with Department.
- Details of the Organizing Committee Members.
- Details of the proposed Budgets, including:
- Anticipated Expenses.
- Expected Earnings: Registration fees, Institutional support, Industry sponsorships, Government funding agency support (if applicable).
- Tentative Schedule/Periodicity of the event.
- Tentative Head-wise Expenditure details for each funding source (if available).
II. Execution Phase
Upon Receipt of Sanction Letter(s) from Funding Agency(ies):
Case – 1: No Temporary Advance from Institute Required
Conduct of Event
- Organize the event and incur expenses strictly under the approved budget heads.
Settlement Process
- Ledger Opening at office DRIE
- Obtain the ledger number
- Submit all original bills/invoices to the Finance Section for settlement (both hard copies and ERP).
- Obtain the Project Ledger from the Accounts section (DRIE).
- Prepare and submit the Statement of Expenditure (SE) and Utilization Certificate (UC) to the respective funding agencies.
Case – 2: Temporary Advance from Institute Required
1. Advance Request
- Submit request to Vice-Chancellor through DRIE based on approved Schedule of Expenditure.
2. Conduct of Event
- Organize the event and incur expenses strictly under the approved budget heads.
3. Settlement Process
- Ledger Opening at office DRIE
- Obtain the ledger number
- Submit all original bills/invoices to the Finance Section for settlement (both hard copies and ERP).
- Obtain the Project Ledger from the Accounts section (DRIE).
- Prepare and submit the Statement of Expenditure (SE) and Utilization Certificate (UC) to the respective funding agencies.
III. Completion Phase
Final Settlement
- Upon receipt of the balance fund from the agency, settle the advance received from the Institute.
Important: Procurement and Expenditure Guidelines
- Prior approval is required for any single-day payment exceeding ₹15,000.
- Minimum three quotations from vendors must be collected.
- A comparative statement must be prepared and reviewed.
- Organizing Committee's approval required before placing orders.
- Single quotation cases must have written justification.
- If not using the Purchase Department, maintain proper documentation for audit.
✅ Documentation Checklist
- VC approval letter (routed through DRIE).
- Sanction Letter from funding agency.
- Vendor quotations and comparative statements.
- Bills/invoices, payment proofs.
- Attendance sheets, event photos for reporting.
- Project ledger from Accounts.
- SE and UC documents.
- Final report to funding agency (if required).