File Processing System for the Academic Administrative issue

Various types of Academic Administrative requirements are needed to be

approved, permitted and processed for the whole university. Such as

A. Permission of Study Leave, Maternity Leave, Leave without pay, Part-

time PhD program, attending Int. Conference, Training, applying for job,
resignation, joining, new teacher req. NOC, Study tour etc
B. Course Load for Full-time and Part-time teacher, Self-study
 C. Others : Honorarium of Part-time teacher, Service extension, external
member’s honorarium

A.
Permission of Study Leave, Maternity Leave, Leave without pay, Part-
time PhD program, attending Int. Conference, Training, applying for job,
resignation, joining, new teacher req. NOC, Study tour etc will be
addressed to the Registrar through Head of the dept. & Dean of the
faculty and Advisor/Academic Director/Coordinator (if there is any)
For approval/ permission documents will be sent to Hon. Vice-Chancellor
directly or through the Treasurer if it is required
For further approval/ permission documents will be sent to Hon.
Chairman, BoT if it is required
A copy of approval/ permission will be sent to the Accounts Section if it is
required.

B.

Head of the dept. will send the Course Load for Full-time and Part-time
teacher, Self-study etc to the Dir. of Studies through Dean of the faculty
and Advisor/Academic Director/Coordinator (if there is any).

Dir. of Studies will send the document to Hon. Vice-Chancellor for

approval.

Hon. Vice-Chancellor will send the document to the Registrar for

necessary action and acknowledging the concerned dept.

Head of the dept. (for MBA program-Advisor) will send the document
such as Honorarium of Part-time teacher, Service extension, external
member’s honorarium etc to Hon. Vice-Chancellor through Dean of the
faculty and Advisor/Academic Director/Coordinator (if there is any).

Hon. Vice-Chancellor will place it either to the Deans’ or to the

Management Committee meeting for discussion and decision.
Hon. Vice-Chancellor will send the document to the Registrar for
necessary action and acknowledging the concerned dept.

Registrar will take approval from Hon. Chairman, BoT if it is instructed by

Hon. Vice-Chancellor and will do the needful.
File Processing System for the requirements of IT accessories

• Any kind of requirements for IT accessories (PC, Monitor, keyboard,

mouse, IPS, UPS, Hard disk, Power supply, Printer, Laptop etc.) will be
addressed to the Section Head of IT. IT section will check and process the
files to complete the task from his section if the requirement is rational.

• IT section will forward the file to the Director of Administration if further

approval is required.

• Director of Administration will resend the file to IT section with the

approval for next necessary steps to complete the task.

• Section Head of IT is empowered to approve the bills upto TK. 50,000/-

and can directly sent to Director of F&A. If the bill is more than TK. 50K
it will be approved by Director of Administration who is empowered to
approve the bills upto TK. 1 Lac. If it is more than that it will be approved
by the Treasurer.
File Processing System for logistic support

• Any kind of requirements for logistic support (Table, Chair, Shelf,

Drawer, Fan, Water filter, Side shelf, cabinet, Scarp selling etc.) will be
addressed to the Section Head of DIU Store. DIU Store will check and
process the files to complete the task from his section if the requirement is
rational.

• DIU Store will forward the file to the Director of Administration if further
approval is required.

• Director of Administration will resend the file to Section Head of DIU

Store with the approval for next necessary steps to complete the task.

• Section Head of DIU Store is empowered to approve the bills upto BDT.
50,000/- and can directly send to Director of F&A. If the bill is more than
TK. 50K it will be approved by Director of Administration who is
empowered to approve the bills upto TK. 1 Lac. If it is more than that it
will be approved by the Treasurer.
File Processing System for Planning & Development

• Any kind of requirements related to Planning & Development

(Renovation, repairmen, construction, AC, sitting arrangement, lab set up,
class room, transport etc. to the concerned person as stated below:

• For DIU Permanent Campus (PC)- All requisition will be addressed to

Director of Permanent Campus

• For DIU Uttara Campus (UC)- All requisition will be addressed to

Director, Uttara Campus.

• For Campus-3- All requisition will be addressed to Deputy Registrar.

• For Main Campus (MC)- All requisition will be addressed to Sr. Ad

(P&D).
• All of them will check and process the files to complete the task from their
sections if the requirement is rational.

• Director of PC is empowered to approve the bills upto TK. 1 lac.

• Deputy Director, UC is empowered to approve the bills upto TK. 50, 000/-
.

• Deputy Registrar is empowered to approve the bills upto TK. 50, 000/-.

• Sr. Ad (P&D) is empowered to approve the bills upto TK. 50, 000/-.

• If further approval is required, the file will be forwarded to the Director of

Planning & Development (P&D).

• Director (P&D) will resend the file to them with the approval for next
necessary steps to complete the task.

• Director (P&D) who is empowered to approve the bills upto TK. 1 Lac. If
it is more than that it will be approved by the Treasurer.

• A copy of all works (soft copy) will be reported to the Director (P&D) by
sending him e-mail for acknowledgement.

• The above file processing system for P&D will be followed only for the
regular task completion. In case of project based work, all the files should
be sent to the Director (P&D) at first for its screening, checking and
approval, no matter whatever the amount of bill/budget would be.
File Processing System for requirements related to conduct a program/ a
seminar /a workshop/ an event /others

• Any kind of requirements related to conduct a seminar /a

workshop/ an event /others will be will be addressed to Treasurer.
Officer of Treasurer Office will go through the file whether the
proposal is rational or not, check the budget. He will place the file
to Director of Administration with notes/observations/comments.
• Director of Administration will approve the proposal if it is
feasible, budget (upto Tk. 1 lac) and other requirements to conduct
the program.
• Director of Administration will recommended the file for further
approval to the Treasurer/Vice-Chancellor/Chairman, BoT if it is
required.
File Processing System of Bills

Various types of bills are needed to be processed for the whole university. Such
as

a. Academic Bill (Extra Load, Part-time teachers’ payment, bills of Project

dissertation, External member's honorarium etc)
b. Utility Bill & Service Charge (Electricity, Water, Drinking water, Phone,
Gas, Lift/Generator service charge, House Rent etc)
c. Regular Expenditure (Mid/Final exam, Contingency fund, Office
expenses, Over-time, Friday duty, pre approved bill, adjustment, fuel etc)
 d. Other Bills (approval was not taken early, bills on emergency/sudden
needs etc)

File processing system of Academic Bill

All Academic Bills will be sent to the Director of Studies at first. After checking
Director of Studies will recommended them (if found ok) and sent to the
Registrar Office. Finally it will be sent to the Director of F&A for disbursement.

File processing system of Utility Bill & Service Charge

All monthly Utility Bills & Service Charges of all campuses will be sent to the
Director of F&A directly. He will check and take necessary steps for bill payment
if found ok. It is to be noted that Deputy Director (F&A) is empowered to
approve the Utility Bill & Service Charge upto TK. 50,000/-. If it is more than that
Director (F&A) will approve that. If any abnormality is found, Director (F&A)
will send it to the Treasurer for further decision.

File processing system of Bills for Regular Expenditure

Bills for Regular Expenditure will be submitted as follows:

• For DIU Permanent Campus (PC)- All bills will be sent to Director of PC

• For DIU Uttara Campus (UC)- All bills will be sent to Director, UC.

• For Campus-3- All bills will be sent to Deputy Registrar.

• For Main Campus (MC)- All bills will be sent to Sr. Asst. Registrar,
Registrar Office.

• All of them will check and process the bill to Director (F&A) if found ok.

• Director of PC is empowered to approve the bills upto TK. 1 lac.

• Deputy Director, UC is empowered to approve the bills upto TK. 50, 000/-
.

• Deputy Registrar is empowered to approve the bills upto TK. 50, 000/-.

• Sr. Asst. Registrar is empowered to approve the bills upto TK. 50, 000/-.

• Director (F&A) is empowered to approve the bills upto TK. 1 Lac.

File processing system of Other Bills

• All bills will be screened and checked by Director of Administration. If
found ok he will approve the bill upto 1 Lac Tk. for any campus.

• Director of Administration will recommended and forwarded the bill to

the Treasurer for approval (if required) and when the bill is more than 1
Lac taka.

• Treasurer will recommended and forwarded the bill to the Vice-

Chancellor/Chairman, BoT for approval (if required).

• After getting approval the bill will be sent to Director (F&A) through the
Registrar’s Office for payment/disbursement.
File Processing System for the printing requisition materials

 Any kind of requisition for printing materials such as Flyer, Poster,

Banner, Waiver Form, Admission Form, Brochure, Festoon, Visiting Card,
Invitation Card etc will be submitted to the Office of the Treasurer
through Head of the department/ Section Head.

 After approval by the Treasurer, it will be sent to the Design Section to prepare
the material and finalize the design

 After completion of task, Design section will return the material to the office of
the Treasurer
 Office of the Treasurer will take necessary steps for proof reading, printing the
required material and receiving the material from press . Also send the material
to the concerned person/section/department/store accordingly

 Bill will be sent to the accounts section after completion the task