6134_1_Process for Releasing Research Grant Received From External Agency

7/30/2019 6134_1_Process for Releasing Research Grant Received From External Agency

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Division of Research & Development

Process for Releasing External Grant Received from External Agency

1. ProcedureFollowing Steps shall be followed for releasing grants received from external agency

1.1. When the project is sanctioned by the funding agency/industry, details of the projectalong with the sanction letter/ agreement/ MoU and proposal need to be submitted to

the Office of DRD. A suitable project number is assigned to the Project.

1.2. Cheque/Demand Draft/ECS received from the funding agency is to be submitted toaccounts through office of DRD.

1.3. Division of Accounts will create different budget heads with respective sanctionedamount to make the project operational.

1.4. The funds shall be maintained by Division of Accounts. The main authority to spend thefunds from a project is the PI/Co-PI subject to the approval of the Competent Authority.

2. Release of Funds2.1. Funds shall be released in accordance with the approved line item budget of the project,

subject to the availability of funds in the concerned budget head as per project sanction.

2.2.

Further cash advances shall be allowed only if previous cash advance is fully liquidated.3. Expenses against funds/ Budget head3.1. Appointment on projects

Research and support staff can be appointed on projects, if there is budgetary provision

for staff salaries in the budget sanctioned for the project. All Appointment on the

project will be as per terms & conditions mention in the project sanction .

3.1.1. The project positions will be co terminal with the project maximum duration so eachappointment can be made up to duration of the project.

3.1.2. These appointments will be on a contractual basis and appointing authority for allproject appointments of this type will be DOF/DOD of concern Faculty/Discipline.

3.1.3. The consolidated amount for salary to be offered will be as per University guidelines, ifnot mentioned in the project sanction .


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3.1.4. Appointment Procedure:Such appointment can be made through Walk in Interview after advertizing on the LPU

website and / or in relevant news paper. The selection committee should consist of

following:

DOD/CD of concerned discipline Principle Investigator Expert from allied faculty /outside LPU in consultation with DOD/CD. Dean, DRD/ Nominee from DRD

3.1.5. Research Assistants/ Associatesmay be deployedfrom within and outside the Universityfor assisting the research activity on part time/full time basis with remuneration from

the contingent grant of the project as per the policy of University.

Such appointment can be made with approval of the DOD on recommendation of the PI.

4. Purchase4.1. All the purchases shall be carried out by Division of Purchase except the purchase from

contingent fund.

4.2. All items purchased under a project will be the property of the University, though are tobe used primarily for the Project. They shall be purchased using the university approved

procedures. After the project terminates, they remain with the University, unless thereis a specific provision or requirement of returning the same. Consequently, each item

purchased will be recorded by central store/concerned store/lab.

4.3. The purchase of all goods or services in different categories will be as per policies ofuniversity and funding agency. The budget sanctioning authority for the same is given

below:

Amount Sanctioning Authority

Up to Rs 50,000 Principal Investigator

Rs 50,000-2, 00,000 Dean, R&D on the recommendation of Principal

Investigator and DOD

Rs 2, 00,000-5, 00,000 Office of Vice Chancellor/Pro-Chancellor on the

recommendation of Dean, R&D and Principal Investigator

Rs 5, 00,000 and above Office of Chancellor on the recommendation of Dean, R&D

and Principal Investigator

5. Imprest/advances


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5.1. Imprest/advances can be of various types like: Contingency, consumables, nonconsumables and travel advance.

5.2. The Principal Investigator and others associated with the project can travel forprofessional work to places within or outside the country. For the travel to be supported

through project funds, university rules for travel entitlement will apply, and will be

subject to availability of funds under budget head "travel" of the project. PI will sanction

tours of project staff and students while tours of PI will be sanctioned by competent

authority as per University policy.

5.3. Principal Investigator is to assure that all expenditure is as per project sanction and cashpurchase is to be done only in unexpected emergencies.

5.4. Important points5.4.1. Overheads: Overheads are the payments due to University from the grant approved by

funding agency. As and when new project is opened, overheads if any may be deducted

as per policy/ project sanction.

5.4.2. Service Tax: Service tax at applicable rates is deducted from the project as and whenrequired as per the policy of Division of accounts and norms of Govt. of India.

5.4.3. The PI is responsible for sending technical and financial reports to funding agency as perrequirement of the project. These reports shall be forwarded by the competent

authority.

5.4.4. The expenses against respective budget head should not cross the sanctioned limit atany time. If any changes are to be done to the budgetary allocation, approval should be

taken from the sponsoring/funding agency and submitted to the Office of DRD.

5.4.5. Auditing of Funds: Every year, the accounts are to be audited covering all the projectaccounts.

5.4.6. Utilization Certificate: The donors demand utilization certificate from time to time. ThePIs shall coordinate with the Office of the DRD and Division of Accounts to send it timely

as per the need.


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5.4.7. Funding agencies will not release the funds for the following year without UC/SE andannual progress report. Based on the audited statements, utilization certificate of

individual project is prepared, which may be sent to the funding agency by the PI.

5.4.8. Submission of Progress Reports and other Deliverables: It is the responsibility of the PIto send regularly and timely reports and other deliverables. Statement of account to be

submitted will be made available to the PI on request to the Account Office.

6. Project Closure and Completion Report:6.1. For extension of the project, permission from the funding agency may be sought. Project

is extended only after approval from the funding agency.

6.2. The Principal Investigator is responsible for submitting technical and financial reportsincluding project closing report, and other details as per the guidelines of the funding

agency. A copy of this report will also be sent to the Office of DRD.

6.3. Remaining funds, if any, will be returned to the sponsoring/funding agency. After this,the Project will be closed.

Documents

6134_1_Process for Releasing Research Grant Received From External Agency