SOP for collection of fees ECM.2.

(7)/2012

STANDARD OPERATING PROCEDURE FOR COLLECTION OF LICENCE

FEES, WATER CHARGES AND ELECTRICITY CHARGES ETC.

Introduction:-

Estate Section is mainly dealt with allotment of residential accommodation and

coordination of construction and maintenance works of entire building at JIPMER Campus. In

addition to that Estate Section is responsible for collection of rent from tenants of

rooms/shops/commercial space at JIPMER Campus and occupants like Students and other

category.

The Collection of licence fees from occupants of hostels are being done at Estate

Section since long time when this Institute was in beginning stage of its development, but this

Institute has now been vastly developed and at the same time number of courses also increased

manifold. Thus number of students occupying the hostels also increased proportionately to its

development. So it needs consolidated instructions so as to streamline the procedure of collection

of licence fees, water charges and electricity charges thereby financial loss to state can be

avoided.

Objective:-

The main objective of this SOP is to consolidate guidelines available in different Section

of JIPMER and Staff members involved in allotment of rooms and collection of fees could be

followed the instructions meticulously in order to smooth functioning of the Section. The Hostels

are functioning under the control of Dean (Academic) and its administrations are being looked

after by the Wardens nominated by the Dean (Academic). But the collection of room rent from

inmates of all hostels are being managed at Estate Section and fees structure are fixed by Estate

Section based on the guidelines issued by government from time to time.

Estate Section 1
SOP for collection of fees ECM.2.(7)/2012

As terms and conditions for collection of fees from Categories like student, inmates and

tenants etc are available in more than an Office, Estate Section is experienced that the combined

instructions under one umbrella on collection of fees relates to hostels is essential to smooth

coordination with hostels so that allotment of hostel rooms to needy persons by the Wardens and

collection of fees by Estate Section have to be correlated with both side.

Available Hostel Accommodation

There are six hostels in JIPMER and the available rooms in respective hospitals are

furnished below :-

No. Of Single No. Of Double

Name of Hostel Rooms Rooms Total

Men’s Hostel

Lister House 50 64 114

Harvey House 200 -- 200

Ladies Hostel

Curie House 121 24 145

Blackwell House 64 -- 64

Hostel Complex

Men Resident Doctors

Hostel – 1 138 -- 138

Men Resident Doctors

Hostel – 2 58 -- 58

Women Resident Doctors

Hostel 100 -- 100

UG Boys Hostel 120 101 221

UG Girls Hostel 120 101 221

Estate Section 2
SOP for collection of fees ECM.2.(7)/2012

Nurses (Ladies) Hostel 123 -- 123

Total 1094 290 1384

The Collection of fees

Generally, first year students are paying the room rent for the period of one year directly

to State Bank of India, JIPMER Branch as per the advice of Academic Section and after that they

are paying the room rent to the Cashier, Cash Section, JIPMER after collecting the challan from

the Estate Section till they completes their course at JIPMER.

Moreover, First year students are paying hostel rent for one year irrespective their joining

in the hostel at middle of academic year. That is if academic year of student is from July to June

and he/she has joined in the hostel during November, he will pay the rent for one year. Then he

has to again pay the room rent during the month of July for second year to the Cashier Section,

JIPMER after collecting the challan from Estate Section. This process will advance the payment

of room rent by the student and Estate Section are facing the difficulties at the time of collecting

the fees from the final year student and issue of no dues certificate at the time of completion or

leaving the course because neither Estate Section does have any records of first year payment of

room rent nor Students are producing the receipts for verification if asked as the students did not

preserve the receipts till they completes the course. Therefore, it is indeed necessary to have the

list of students who had occupied the hostel and payment details as per Annexure ‘A’ so as to

further payment of hostel fees for second year onward could be collected according to their

course period.

Moreover, the Students are always reluctant to show the receipts on the plea that once the

Students got the exam hall ticket for semester exam from the Academic Section, it will assumes

Estate Section 3
SOP for collection of fees ECM.2.(7)/2012

that they had paid the all dues including hostel room rent. This will leads to embracing situation

as the Students have came to the Estate Section for obtaining the no dues certificate at last leg of

movement of leaving the Institute and they are not interested/remembered to recall the payment

of room rents which they had paid earlier for reconciliation.

The Conditions of eligibilities

The courses and durations are mentioned at Annexure ‘B’ are being offered by JIPMER

and students of these courses may utilize the hostel facilities as per terms and conditions at the

time of admission. The eligibility and fees particulars in different conditions may be adhered as

per details narrated below. Normally we are collecting the fees as per details mentioned below

during the course/tenure period, afterwards inmates have to pay the fees at the double the rate of

normal rate or other category rate :-

S/No Category Eligibility

1. Student
(a) M.Sc. Courses
(b) M.Sc. (Nurs) Hostel accommodation is available on payment of normal
(c) M.B.B.S. rate.
(d) B.Sc. (Nurs)
(e) B.Sc. Courses
(f) EMTC Course
2. Ph.D. Program -do-
3. Senior As per the Residency scheme the Junior Residents/Senior
Resident/Junior residents are permitted to stay in the Hostel at free of cost
Resident for the residency period plus a period of 10 days after the
completion of the term. In exceptional circumstances, if any
one desires to stay beyond the period they have to get the
written permission from the Director through the Warden
and should pay the room rent from the day of the
completion of tenure at the double the rate of normal rate.
4. M.B.B.S. Intern Free furnished single accommodation will be provided for
the period of one year Internship. However, CRRI should
pay the room rent at normal rate during the internship at

Estate Section 4
SOP for collection of fees ECM.2.(7)/2012

JIPMER. For extension of period of internship, the Intern is

not entitled to free furnished single accommodation.
5. B.Sc. (Nurs) Intern Free hostel accommodation will be provided for the period
of one year Internship subject to availability of
accommodation.
6. Regular Staff of Hostel accommodation is available on payment of normal
JIPMER rate as per government norms with the condition that they
will not be eligible to draw HRA during the stay at Hostel.
7. Trainee Hostel accommodation is available on payment of normal
rate.
8. Contract Staff They are not eligible to provide the hostel accommodation
in JIPMER Campus. However, due to exigency of their
services, Hostel accommodation may be provided with the
written permission from the Director through the Warden if
their services can be utilized promptly by providing the
hostel accommodation on payment at the double the rate of
normal rate.
9. Guest and other They are not eligible to provide the hostel accommodation
than above in JIPMER Campus. However, due to exigency of their
category services, Hostel accommodation may be provided with the
written permission from the Director through the Warden if
their services can be utilized promptly by providing the
hostel accommodation on payment at Rs. 100/- per day.
10. Foreign National Hostel accommodation is available on payment of normal
(Training) rate.
11. Intern other than Hostel accommodation is available on payment of normal
JIPMER’s Student rate.
12. M.Sc. (Medical Free furnished single accommodation will be provided for
Physics) the period of one year Internship.
13. Diploma in Public Hostel accommodation is available on payment of normal
Health rate. But the amount will be paid through Dept. of P& SM.
Management
14. Post basic Diploma Free furnished single accommodation will be provided for
courses in Nursing the period of one year
Apart from the above, the Academic section is required to be ensured to mention the

terms and conditions for provision of hostel accommodation whether the Students/Training

are/are not eligible for hostel accommodation at the time of issue the offer letter for admission of

Students in our Institute for undergoing the academic course/training so that Hostel authorities

Estate Section 5
SOP for collection of fees ECM.2.(7)/2012

will provide the accommodation and thereafter collection of fees from occupants can be

regulated by Estate Section.

Uniformity to give input data for fees collection

Although rent for hostel accommodation have been managed by the Estate Section,

administration for allotment of hostel accommodation are being looked after by the Concerned

Warden. Hence, Estate Section is always needs proper input data from the Hostel as incomplete

information will resort to ask all information from the payee who may not be able to know the

details at instant and some time payee have to be obtained the data/documents from Hostel. This

will lead to student may thing that they unnecessarily shuttling to obtain information from Hostel

and they always feel to settle the issue then and there. So we have formulated the format for

providing information by hostel uniformly and the same are placed at Annexure ‘C’.

Usually the Students will be instructed to pay hostel fees during Jun/July of every year, at

that time, the nominal roll of the students as per Annexure ‘D’ may be provided to the Estate

Section for collection of hostel fees from the Students. After that, format as per Appendix ‘C’

may be used to provide the input data for collection of fees from single Student instead of bulk.

Procedure of payment of fees

After receipt of information from the Hostel, Estate Section will prepare the challan as

per Annexure ‘E’ in duplicate, one for Estate Section and another for Cashier. On the basis

challan, the Cashier will prepare the Receipt for payment and the receipt and Estate’s copy of

challan will be handed to payee. The Payee is then responsible to hand over the Estate’s copy of

challan to Estate Section for posting the entry into respective individual account. This entry will

facility the issue of no dues certificate to the Students at the time of leaving from this Institute on

completion of course or vacation of hostel. Thus return one portion of challan (Estate’s copy) to

Estate Section 6
SOP for collection of fees ECM.2.(7)/2012

Estate Section and posting entry in individual account are very essential so as to avoid duplicate

payment.

Importance of posting of payment details and preservation of receipt

On receipt of Estate’s copy of challan from payee, Estate Section will enter the payment

details into respective page of payee concerned and while issue of no dues certificate, this entry

will be checked thoroughly. The Separate Original receipt for payee issued by the Cashier can be

kept by the payee for their records. This receipt may also be shown to the Warden as a proof to

permit the payee to stay in hostel.

Hence, return of Estate’s copy of challan to Estate Section by payee and entry of payment

details into Rent register is indeed very important to avoid extra payment and financial hardship

to the Student. If any payment particulars is omitted in the Register, it will be presumed that

student did not paid the hostel fees and they will be asked to pay the hostel fees before getting no

dues certificate. The Students should also ensure to preserve the receipts until they complete the

course and got no dues certificate from Estate Section because these receipts should be shown to

Estate Section incase the receipt is needed for reconciliation.

Fees Structure

With effect from 01-07-2013, the rent for hostel accommodation including electricity

charge has been fixed @ Rs. 500/- per month per candidate in a double room and Rs. 750/- per

month for a single room. Before this fees structure i.e. before 30-06-2013, Licence fees w.e.f.

01.07.2010 were collected in accordance with the flat rate of license fees for various type of

Government quarters issued vide the Government of India, Directorate of Estates, New Delhi

memorandum No. O.M. No.18011/1/2009-Pol. III, dated 28.4.2011. These fees structures are

mentioned as per Annexure ‘F’.

Estate Section 7
SOP for collection of fees ECM.2.(7)/2012

Revision of fees

The fees structures as per government norms will be revised at every three years from last

revised rates as per instructions issued by the Government of India, Directorate of Estates, New

Delhi from time to time and rest of the fees will be revised by the respective Sections as deemed

necessary at regular intervals. Particulars are detailed as under :-

S/No Particulars Responsibility to re-fix the fees

1. Hostel Fees Academic Section
2. The flat rate of license fees for Estate Section
various type of Government
quarters
3. Hostel Fees for Guest and other The Warden, Harvey House in consultation
than eligible category with the Academic Section

Delay in payment of fees

The student is always advised to pay the hostel fees in advance for the current academic

year during the month of July of every year. But, the Some student is not followed this

instruction and they could not aware the obligation to pay the hostel fees in time. Even some

Student has came after lapse of one or two year and some time they came to Estate Section for

payment of hostel dues at the time of getting no dues certificate while relieving the institute on

completion of course. The main reason is for this causes that no mechanism to cross check as to

whether inmate of hostel has been paid the hostel fee before occupation of room. To check this

issue, the verification and issue of instruction to inmate of hostel could be done by the Warden as

the administration is looked after by the Warden. Moreover, the Estate Section are collecting the

hostel fees based on the input given by the hostel and we are not able to check the pending

payment of hostel fees from records of previous payment details as we can not assume from

Estate Section 8
SOP for collection of fees ECM.2.(7)/2012

these entries that once student is admitted in hostel, they will continuously be stayed till

completion of course.

Hence, it has been decided to implement to levy the late fees, if any students fails to pay

the hostel fees on or before the due date i.e. 31 July of every year/any stipulated date fixed by

Academic Section, a fine will be levied from the inmate at the rate of Rs. 50/- per month of

default up to payment of fees. In case of default beyond two month from 01 Jul, the payment of

fees by the students will be accepted only on written request with reason for delay from the

applicant. The application should be routed through the Warden of concerned hostel and delay

will be condoned by the Warden otherwise no challan for payment of fees will be issued by the

Estate Section.

Regular Employees of JIPMER

Some Staff of JIPMER who need to live away from their families opt to occupy the

Hostel accommodation due to some unavoidable domestic circumstances and search of safe and

conveniently located accommodation which facilitates for attending day to day duties and shift

duties at Hospital. HRA is not admissible to those provided with Government accommodation.

In addition to that regular Staff members have to pay the Licence fees in accordance with

Government Residence Allotment Rules available in FR & SR Part I (General Rules). Hence,

payment of establishment charges by regular Staff members may be delinked besides licence

fees and HRA as this comparatively higher and will leads to additional financial burden on

regular Staff members.

Estate Section 9
SOP for collection of fees ECM.2.(7)/2012

Fees Collection Time

The Cash Section, JIPMER are being followed the cash collection timing as per schedule

mentioned below. To correlate the fees collection with the Cash Section, all Payees are

requested to follow these timings and collect the challan from the Estate Section for making

payment to The Cash Section. Other than these timings, Payees can collect the challan from

Estate Section on all working days, but the payment can be made at next working days :-

Monday to Friday - 9.00 AM to 1.00 PM

Saturday - 9.00 AM to 11.30 AM

Audit of Register

The challan for payment of Licence fees, water charges and electricity charges will be

issued by Dealing Assistant/Estate Manager after checking the request of payee. After payment,

payment particulars will be entered in respective page of payee by the Staff deployed for that

work and these entry will be checked by the Estate Manager. The fee collection register is

auditable documents and register will be produced to audit party as and when they visited the

Institute on audit tour.

Conclusion

The different Sections are involved in the process of collection of fee, the proper use and

benefits of this SOP would be achieved if we are meticulously adhered the guidelines in letter

and spirit in all level without hindrance. The above guidelines are derived from instructions

which are available in letters/notes issued by concerned Section and any reference is need for

clarifications, the same could be obtained from that respected Section. However, this SOP will

be updated by collecting the information from the Sections concerned and maintained at Estate

Section accordingly.

Estate Section 10
SOP for collection of fees ECM.2.(7)/2012

Annexure ‘A‘

LIST OF STUDENTS ADMITTED IN HOSTEL

Name of Hostel:_______________________________________________

S/No Name of Name of Date of Period of Amount Remarks

Student Course/Year admission Fees paid
of Course in Hostel From To
Admission

Signature of the Warden

Estate Section 11
SOP for collection of fees ECM.2.(7)/2012

Annexure ‘B‘

COURSE, INTAKE CAPACITY & DURATION

Intake
S/No Academic Courses Duration
Capacity

1 PG (MD/MS) 126 3 Years

SUPER SPECIALITY
1 M.Ch. (Urology) 3 3 Years
2 M.Ch (CTVS) 3 3 Years
3 M.Ch. (Neuro Surgery) 2 3 Years
4 M.Ch. (Surgical Gastroenterology 2 3 Years
5 M.Ch. (Plastic Surgery) 2 3 Years
6 M.Ch. (Pediatric Surgery) 2 3 Years
7 D.M. (Cardiology) 4 3 Years
8 D.M. (Neonatology) 1 3 Years
9 D.M. (Neurology) 2 3 Years
10 D.M. (Clinical Immunology) 1 3 Years
11 D.M. (Clinical Pharmacology) 1 3 Years
12 D.M. (Clinical Hematology) 1 3 Years
13 D.M. (Nephrology) 2 3 Years
14 D.M. (Medical Oncology) 2 3 Years
FELLOWSHIP COURSES
1 Diabetology 3 1 Year
2 Cardiac and Neuro Anesthesiology 4 1 Year
3 Critical Care (Anesthesiology) 3 1 Year
4 Pediatric Critical & Emergency Care 2 1 Year
5 Tropical Parasitology 1 1 Year

Estate Section 12
SOP for collection of fees ECM.2.(7)/2012

M.Sc. COURSES
1 Medical Biochemistry 9 3 Years
2 MLT - Microbiology 4 2 Years
3 MLT - Cytopathology 4 2 Years
4 Medical Physiology 4 2 Years
5 Nursing 25 2 Years
Ph.D., PROGRAM
1 Biochemistry 2 3 Years
2 Physiology 2 3 Years
3 Microbiology 2 3 Years
4 Pharmacology 4 3 Years
5 Pediatrics 2 3 Years
6 Clinical Immunology/Medicine 2 3 Years
7 Pathology 2 3 Years
8 Biostatistics (Medical Biometrics) 2 3 Years
UG - COURSES
41/2 Years with
1 M.B.B.S. 145
1 Years Internship
2 B.Sc. Nursing 75 4 Years
3 B.Sc. MLT 30 3 Years
4 B.Sc. Perfusion Technology 4 3 Years
5 B.Sc. Radiotherapy Technology 4 3 Years
6 B.Sc. Dialysis Technology 4 3 Years
7 B.Sc. Operation Theatre Technology 4 3 Years
8 B.Sc. Neuro Technology 4 3 Years
9 B.Sc. Cardiac Laboratory Technology 4 3 Years
10 B.Sc. Nuclear Medicine Technology 4 3 Years

Estate Section 13
SOP for collection of fees ECM.2.(7)/2012

CERTIFICATE COURSES
Emergency Medical Technician Certificate
1 Course 20 1 Year
(One Year Duration)

2 Diploma in Public Health Management 50 1 Year

2 Post basic Diploma courses in Nursing 50 1 Year

TOTAL 629

Estate Section 14
SOP for collection of fees ECM.2.(7)/2012

Annexure ‘C’
JIPMER, PUDUCHERRY-6
APPLICATION FOR REMITTANCE TOWARDS LICENSE FEE, HOSTEL ROOM RENT,
WATER AND ENERGY COMSUMPTION CHARGES

1. Name of the Student/Staff/Party :

2. Name of Course/Designation :

3. Name of the Hostel :

4. Room No/Shop No/Quarter No :

Commercial spaces

5. Period of Course/Tenure in JIPMER :

6. Purpose of Occupation of Hostel : Student/Scholar/Guest/Contract Staff

Room /Shop/Quarters/Commercial /Regular Staff/Intern/Trainee /Tenant/
spaces Senior Resident/Junior Resident

7. Whether terms and conditions for :

engagement of yourself in JIPMER is
allowed to provide hostel
accommodation in JIPMER Campus?
8. Period of Occupation of Hostel : From to
Room /Shop/Quarters/Commercial
spaces for which the amount has to
be paid now

9. Whether you are staying in single :

room or double room

Signature of the Applicant

It is certified that :-
(a) No previous room rent is pending against the above mentioned payee.
(b) No inmates are allowed to stay in the Hostel without payment of hostel room rent.
(c) Periodic check are being carried out whether all inmates have been paid the hostel
room rent and defaulters if any are instructed to pay the fees immediately.

Signature of the Warden

Estate Section 15
SOP for collection of fees ECM.2.(7)/2012

Annexure ‘D’

NOMINAL ROLL FOR COLLECTION OF HOSTEL ROOM RENT

AS ON

Name of Hostel :________________________________________________

S/No Name of Name of Date of Period of Whether Remarks

Student Course/Year admission Fees staying in
of Course in Hostel From To Single or
Admission Double
Room

________________________________________________________________________

It is certified that :-

(a) No previous room rent is pending against the above mentioned payee.

(b) No inmates are allowed to stay in the Hostel without payment of hostel room rent.

(c) Periodic check are being carried out whether all inmates have been paid the hostel
room rent and defaulters if any will be instructed to pay the fees immediately.

Signature of the Warden

Estate Section 16
SOP for collection of fees ECM.2.(7)/2012

Annexure ‘E’
CASHIER COPY
JIPMER, PUDUCHERRY-6
PROFORMA FOR REMITTANCE TOWARDS LICENSE FEE, HOSTEL ROOM RENT,
WATER AND ENERGY COMSUMPTION CHARGES

1. Name of the Student/Staff/Party :

2. Name of Course/Designation :

3. Name of the Hostel & Room No/Shop :

No/Quarter No
4. Month & Year of admission :

5. Towards : License Fee Rs. Elect. Charges Rs.

Water charges Rs.
6. Total amount paid : Rs

7. Period : From to

Please collect a sum of Rs. . (Rupees only)

Dealing Assistant/Estate Manager Signature of the Remitter

ESTATE COPY
JIPMER, PUDUCHERRY-6
PROFORMA FOR REMITTANCE TOWARDS LICENSE FEE, HOSTEL ROOM RENT,
WATER AND ENERGY COMSUMPTION CHARGES

1. Name of the Student/Staff/Party :

2. Name of Course/Designation :

3. Name of the Hostel & Room No/Shop :

No/Quarter No
4. Month & Year of admission :

5. Towards : License Fee Rs. Elect. Charges Rs.

Water charges Rs.
6. Total amount paid : Rs.

7. Period : From to

Please collect a sum of Rs. (Rupees only)

Dealing Assistant/Estate Manager Signature of the Remitter

(Please see on overleaf)

Estate Section 17
SOP for collection of fees ECM.2.(7)/2012

Note :

(a) This challan should be returned to Estate Section for posting of payment details in your
account and enter the receipt particulars in Rent Receipt Acknowledgement Register
available with Estate Section. This entry will facilitate the students as a proof that he has
handed over the receipt to Estate Section.
(b) If not return the Receipt after payment, there is a possibility to assume that you did not
pay the fees and hence you have to pay the fees again and it will leads to financial loss to
you.
(c) The Separate Original receipt for payee issued by the Cashier can be kept by the payee
for their records and receipt may also be shown to the Warden as a proof to permit the
payee to stay in hostel.
(d) The Students should also ensure to preserve the receipts until they got no dues certificate
from Estate Section and receipt should be shown in case the receipt is needed for
reconciliation.

Signature of the Remitter

Estate Section 18
SOP for collection of fees ECM.2.(7)/2012

Annexure ‘F‘

DETAILS OF ROOM RENT

Sl. Room Electricity

Room Period Total Remarks
No. Rent Charges

W.e.f. 01.06.2010 to 30.06.2013

1 Single Room One Month Rs.280/- Rs.7/- Rs.287/-

Double Room
2 (Single One Month Rs.550/- Rs.12/- Rs.562/-
Occupancy)
Double Room
3 One Month Rs.275/- Rs.6/- Rs.281/-
(Sharing)
W.e.f. 01.07.2013

1 Single Room One Month Rs.750/- - Rs.750/-

Double Room
2 (Single One Month Rs.1500/- - Rs.1500/-
Occupancy)
Double Room
3 One Month Rs.500/- - Rs.500/-
(Sharing)

Estate Section 19