Process code : From: C-DAC, NOIDA Title : FI Process

AS-IS Process

Process Owner : CDAC,Noida Core Team Member : Mary Jacintha, Kavita, Tejveer Version : 1.1 Date : 07.04.2010

Table of Contents 
Business Process scope ................................................................................................................................. 2  1. Fund Management .................................................................................................................................... 4  1.1 Grant In Aid (GIA): ............................................................................................................................... 4  1.2 Sponsored Projects: ............................................................................................................................ 4  1.3 Business Projects:  ............................................................................................................................... 4  . 1.4 Training & Education:  ......................................................................................................................... 5  . 2. General Ledger .......................................................................................................................................... 5  3. Tasks of Finance and Accounts Department ............................................................................................. 6  3.1 Corpus/Capital Fund ........................................................................................................................... 6  3.2 Accounting for Salary .......................................................................................................................... 7  3.3 Accounting for Reimbursement/Claims: ........................................................................................... 10  3.4 Accounting for Income Tax Work related to Salary, Contractor, Consultancy & Rent ..................... 11  3.5 Accounting for Training Division: ...................................................................................................... 13  3.6 Project Accounting and Submission of Utilization Certificates: ........................................................ 19  3.7 Accounting for Customers: ............................................................................................................... 20  3.8 Accounting for Vendors .................................................................................................................... 21  3.9 Asset Maintenance: .......................................................................................................................... 22  3.10  MIS ................................................................................................................................................. 23       

Process code : From: C-DAC, NOIDA Title : FI Process

AS-IS Process

Process Owner : CDAC,Noida Core Team Member : Mary Jacintha, Kavita, Tejveer Version : 1.1 Date : 07.04.2010

Document Control Version 1.0 Date 05.03.2009 Change Description Initial Creation Author
Mrs. Mary Jacintha & Kavita

Approver

1.1

07.04.2010

Process modification

Ms. Mary, Kavita & Tejveer

Devender singh

Business Process scope
The purpose of this implementation is to fully derive the benefits of total integrated process for functions of HR, Finance, Material Management and Project teams in CDAC. This computerization will be carried out using mySAP ECC 6 - ERP product with PS (Project system) as the central module. The PS module will be integrated with other modules such as Human Resource, Finance Management System and Materials Management system. The higher level As-Is process for FI Function is as per the below flow chart. Finance and Accounts
Accounting  for Salary  Salary Asset  Maintenance  Accounting  for Tax  Employee Personal Claims 

Details

HR

FI & Accounts 

MIS Reports

MM

Training  division 

Accounting  for customer 

Accounti ng for  Vendor

Other  Ledgers 

Tejveer Version : 1.Process code : From: C-DAC.2010 The Scope of this document is SAP implementation of FI/CO Module includes Fund Availability. GL. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC. Integration with HR for loan. (limited scope).04. Kavita. reimbursement and salary and Integration with MM for Purchase. Cash/Bank Management. AR. AP. .1 Date : 07.Noida Core Team Member : Mary Jacintha.

A project plan. The projects under GIA are: e-governance projects HIS projects NLP projects QI projects Every year and as per progress.04. Form 19A of the utilization certificate (UC) will be submitted by the Project leader to Finance Department. an agreement will be signed by the centre and DIT/MIT/other agencies. Once the plan is approved along with the budget. . Detail of the projects under this category is attached as The centre will get project to implement the software developed in-house. 1. will be submitted to DIT/MIT/other agencies for acceptance and approval. a utilization certificate will be prepared and send to head quarters to show the progress for the grant provided.2010 1. approved by ED. aid will be provided by the head quarters for the internal projects.) are considered as Sponsored projects. The audited UC will be sent to DIT/MIT/other agencies for the release of fund as per budget. Detail project list is available in Annexure 1.3 Business Projects: Annexure 3. Tejveer Version : 1. 1. handholding and support services (FMS) provided to outsiders for the project developed in the centre. Fund Management   CDAC Noida receives fund from different sources to run the centre and reports accordingly.2 Sponsored Projects: Projects under the sponsorship of DIT/MIT (Department of Information Technology) and other agencies (other ministry and state Govt. Kavita. As the work is in progress. the above mentioned services will be provided by the centre to the client through local teaming partners. Implementation. The verified UC (by MM and Finance Department) will be submitted to ED for approval and then to Auditor.1 Grant In Aid (GIA): As per budget prepared by the centre.Process code : From: C-DAC.Noida Core Team Member : Mary Jacintha. 1. The major services provided by the centre are implementation of the developed software at client site. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC. Projects under this category are attached in Annexure 2.1 Date : 07.

maximum of 75% will be given to Teaming partner on back to back basis. Professional and Post Graduate Diploma courses conducted by the centre on self sustain basis and affiliated to GGSIP University. Kavita. 1. Training given to external members-Annexure 5 Training given to internal employees-Annexure 6 External training to employees-Annexure 7 2.04.PGDASDD Corporate Training courses: Training given to Air force. Training is given to employees and Formal Course provide by IP University: MCA.MBA and M. Out of the availed fund. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC. . fund will be provided by the candidate as fees).4 Training & Education: outsiders.1 Date : 07. Short term courses: ERP Programmed (For all the courses/programme conducted in Training & Education.PGDEVD.Tech Non-Formal Course (on self sustain basis): PGDSDA.Noida Core Team Member : Mary Jacintha. Tejveer Version : 1. For the supply of hardware to the client. invoice will be raised and the same will be considered as sale of goods to outsiders. An attendance sheet signed by the client (a satisfaction report should be given by the Teaming Partner to release the money. Details about the ledger are attached as Annexure 8.PGDGIS. Fund will be provided by the client on back to back basis.Process code : From: C-DAC. General Ledger Ledgers are prepared to perform different tasks of Finance & Accounts Department.PGDWTA.2010 Procedure for selecting teaming partner is attached as Annexure 4.

additions during the year and other adjustment/transfers.1 With the closing balance of the previous year. Tejveer Version : 1.8 Accounting for Vendors 3.1. Donations/Grants.6 Project Accounting 3.1 Grant Fund and Mission Fund: 1. surplus as per Income & Expenditure Account will be added and own contribution to Mission and other adjustments/transfers will be deducted.2 1. current year receipts will be added and the expenditures like Capital and Revenue expenditures will be deducted.10 Reporting Description of Business Process Flow 3.1 Accounting for Corpus/Capital Fund 3. wages and allowances.Noida Core Team Member : Mary Jacintha.4 Accounting for Income Tax Work related to Salary.2 Reserves and Surplus: With the closing balance of the previous year.5 Accounting for Training Division 3.7 Accounting for Customers 3. It is maintained in the Liability of the Balance Sheet 3.1 Corpus/Capital Fund With the balance at the year end. Consultancy & Rent 3. value of asset created from GIA and sponsored project takes as capital Reserve during the year will be added and depreciation on assets calculated by Finance & Accounts Department and Assets . Capital expenditures include fixed assets and other capital expenditures Revenue expenditure includes Salary. Tasks of Finance and Accounts Department 3. Additions to the funds include. Income from investments made on account of funds.4 3.1 Date : 07.04. The balance amount will be transferred to the current year as Corpus/capital Fund. 1. Rent and other administrative expenditures.2 Accounting for Salary 3.3 Accounting for Personal Claim 3.1.1. Kavita.3 1.1. other additions like C-DAC contribution and other incomes.2010 3.1.1.Process code : From: C-DAC.9 Asset Maintenance 3. Net balance will be transferred as Earmarked/Endowment Funds in the Liability side of Balance Sheet. Contractor. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC.

Wages and Allowances Rent Other Administrative Expenditures • Fund for the funded projects received from different parties will be debited in the ED cost center and then it will be distributed to the respective group cost centers as per budget/plan.Process code : From: C-DAC. Ledgers Maintained: Accou nt Group General Ledger Balance Sheet/P&L account Corpus Capital Capital Funds Fund Reserves Surplus and Capital Reserve Earmarked and Balance of Mission Grants Sheet: Endowment Fund and Additions to the funds: Funds Donations /Grants Income from Investments made on account of funds Other additions Deductions from the fund: Capital Expenditure: Fixed Assets Others Revenue Expenditure: Salaries.2 Accounting for Salary • • Gross Salary will be prepared by HR by considering all earnings and statuary deductions.04. Net balance will be transferred as Reserves & Surplus in the Liability Side of Balance Sheet. • Accounting for Grants: o Debit Grants/Subsides (Income in P&La/c) o Credit Donations/Grants (Earmarked and Endowment Funds in Balance Sheet) • Other Administrative Expenditures are maintained in the P&L account as other administrative expenditures and the same is transferred as Revenue expenditure in the calculation of Earmarked/Endowment funds. Tejveer Version : 1.Noida Core Team Member : Mary Jacintha. Balance Corpus/Capital Liabilities Balance Corpus/Capital Liabilities Balance Corpus/Capital Liabilities Fund Sheet: and Sheet: and Fund 3. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC.2010 disposed during the year will be deducted.1 Date : 07. Kavita. It is maintained in four General Ledgers: o Salary & Wages(Scale-Regular) .

Tejveer Version : 1. Child Education Allowance. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC. . Hindi Allowance.04.Process code : From: C-DAC. Leave encashment allowance are specific to some employees.1 Date : 07. Risk Allowance. Cash Allowance.Noida Core Team Member : Mary Jacintha. Kavita.2010 o o o Salary & Wages(Scale-Contract) Salary & Wages(Consolidate) Salary & Wages(Consolidate-Consultant) Ledgers for Salary Postings: General Ledger Account Group Balance Sheet/ P&L account P&L A/c Salary & Wages(Scale-Regular) Salary & Wages(Scale-contract) Salary & Wages(Consolidate) Salary & Wages(Consolidate-Consultant) Establishment Expenses Ledgers for earnings: General Ledger Account Group Balance Sheet/P&L account P&L BASIC Grade Pay DA HRA/Self Lease TA Family Planning Allowance Cash Allowance Risk Allowance Hindi Allowance Child Education Allowance Lunch Allowance Leave Encashment Allowance • Establishment Expense Family Planning Allowance.

1 Date : 07. Kavita.Process code : From: C-DAC. For each loan.Noida Core Team Member : Mary Jacintha. separate ledger will be maintained employee wise.2010 General Ledger PF Payable VPF Payable GSLI Payable Sub Ledgers Employee wise Account Group Current Liability/LLT Balance Sheet/P&L account Balance Sheet HRR Current Assets Balance SheetAsset HBA Vehicle Advance PC Advance Festival Advance PF Advance Personal Loan ADV TO STAFF Salary Advance Bank Loan TDS Salary Current Liability Balance sheet (Income Tax) Income from Library Fine Indirect Income P&L a/c (Library fine) LIC Employee Current Assets Balance Sheet wise Vehicle Hiring Expenditure Current Assets Balance Sheet (Transport Recovery) • All the loans and advances will be given from the ED cost center to the employees. • Sanctioning Loan to employee o Debit: Employee loan account o Credit: Employee’s Bank account • At the time of recovery every month: o Debit: Salary & Wages o Credit: Employee loan account monthly o Credit: Employee bank account as Salary & Wages Interest earned on loans is considered as indirect revenue in P&L a/c Self Lease of employee • • . Tejveer Version : 1.04. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC.

Process code : From: C-DAC. Traveling Allowance: Telephone & Internet Newspaper Vehicle maintenance Professional book Children book allowance Membership fee of professional body LTC Lease Maintenance Other Miscellaneous Employee can take the advance for Medical and LTC: o Debit: Employee’s advance account o Credit: Employee’s bank account On settlement of the actual bill of Medical and LTC: o Debit: LTC account o Credit: Employee’s advance account In case of advance taken by the employee is lesser than the actual expenditure o Debit: Employee’s advance account: with the difference amount o Credit: Employee’s bank account In case of advance taken by the employee is higher than the actual expenditure o Debit: LTC account with the difference amount o Credit: Employee’s salary account with the difference amount For all personal claims other than Medical and LTC. actual bills will be submitted to the F&A department. • • • . Following are the personal claims. 12.04. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC.Noida Core Team Member : Mary Jacintha. 3. Tejveer Version : 1. • • Medical Conveyance:. A consolidate ledger is maintained for each claims. 4. reimbursement will be done. 9. 2. 7. 6. 5. 10. 8.1 Date : 07. which can be claimed by the employees as per their entitlement: 1. Kavita. As per the entitlement approved by HR.3 Accounting for Reimbursement/Claims: • • All personal claims will be routed through HR after checking the entitlement.2010 Loans: • • • • • HBA Personal Loan Salary Advance Festival Advance PF Advance 3. 11.

Consultancy & Rent • • • Schedule for filing of Income Tax Return: by 31st July ( audited by 30th September) Tax for the staff members is calculated as per central Govt. Kavita. Misc. Tejveer Version : 1.Noida Core Team Member : Mary Jacintha.4 Accounting for Income Tax Work related to Salary.2010 o o Debit: Personal Claims a/c (ledger is maintained for each personal claim separately) Credit: Employee’s bank account Ledgers Maintained: Account Group General Ledger Establishment Expenses Medical Reimbursement Members Medical & Accident Insurance Expenses Reimbursement of Conveyance Expenses Leave Travel Concession Telephone Reimbursement Travelling And Conveyance Expenses: Inland Travel Expenses • Director • Members • Others Foreign Travel Expenses • Director • Member • Others Balance Sheet/P&L account P&L Other Administrative Expenses ETC.04. Expenses News paper Books & Periodical (Professional Books and Children book Allowances) Membership & Subscription P&L 3. . NOIDA Title : FI Process AS-IS Process Process Owner : CDAC.1 Date : 07. rule and the same will be made available for all staff members.Process code : From: C-DAC. Staff members can provide the proposed investments also. Investments reports will be collected for the staff members in the month of Feb every year. Contractor.

1 Date : 07.Noida Core Team Member : Mary Jacintha. Service Tax: 10% + Education Cess @2% +Secondary  and  Higher  Education  Cess@1%.5%  • Professional Tax‐10%  • Contractor‐2%  • Rent‐10%  Ledgers Maintained: Ledgers Account Group Current Liabilities General Ledger Balance Sheet/P&L account Balance Sheet Service Tax Service tax Payable (STP Service tax Receivable C.S. TDS – Salary TDS – Payable .04. Kavita.10 lacs are exempt for Service Tax.Process code : From: C-DAC.= 10.30% Small Service Providers whose Gross Annual Turnover for Services is less than Rs.5%  • Vehicles‐12.2 Encashable Leaves Provision for leave encashment is being made consistently on the basis of actual liability as on Balance Sheet date • Reports for Tax Calculations: o Employee Investments details o Income tax forecasting for employees’ ready reference of tax structure for the financial year o Employee wise manual exemption amount o Reports on Proofs received or not.T. Tax Rate:  • Scrap Sale‐4. Reports Required for salary: o Loan Bank Up Report o Loan Balance & Payback Report 1.2010 • • • • After tax rebate. Tejveer Version : 1. if tax exists. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC. then it will be deducted from the salary from the month of January onwards.

1 Date : 07.000/Rs.2010 TDS – Rent TDS – Rent – P&M. 65. Equipment U. 73.000/-* Rs.5 Accounting for Training Division: Training Division has following courses: MBA: o Academic Fees Structure: Fee per annum :: Rs.Process code : From: C-DAC. Provision has been made under the head “Gratuity Expenses” as per the calculation made by LIC TDS Certificates Internal.P. 1. Settlement of PF Gratuity Account and GSLI o The center has taken a group gratuity policy from LIC Meerut.T VAT Payable VAT Recoverable Work Contract Tax (WCT) Statutory Liabilities: • • • • • • • Discharge of Statutory Liabilities Maintenance of PF Records. : : 8.T.000/: Students Activity Fees and Security Deposit fees (Refundable ) shall be submitted in the Institute between 1st August to 10th August of every year.000/- University's Other Dues per (to be sent to IP University) Total Fee Student Activity Fee (per annum) Security Deposit (Refundable) Rs. Kavita. Statutory and CAG Audit Maintenance of FDR Register 3.04. Tejveer Version : 1. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC. . 5. Loan and other recoveries.Noida Core Team Member : Mary Jacintha.000/- Rs.

1 Date : 07.000 Students should submit Rs.000 at the time of admission (Payment will be made through bank and chellan will be given in the reception of Academic Block) in the first year.2010 • • • • • • • • • • Maximum No. 44.800/-): Under the head Fees/Subscription: Income: P&L Account Course Fees: Under the head Fees/Subscription: Income: P&L Account o Payable: Library/other Security Deposit Payable: Under Other current Liabilities: Balance Sheet Refund of course Fees Due: Under Other current Liabilities: Balance Sheet Fees Received in Advance: Under Advances Received: Current Liabilities: Balance Sheet o Expenses Advertisement Expenses Examination Expenses Faculty Members Expenses Other Course Related Expenses Course Material Production Expenses Printing of forms & Prospectus Campus Interview Expenses .1000 will be deducted and remaining amount of Rs. Tejveer Version : 1.000 will be paid through cheque/DD to the candidate. Block o Cheque/DD deposit into Bank A/c & entry in Bank Book Entered as Income from admission fee in the book of accounts Taking Print out of Cash/Bank receipt vouchers Approval and signing of Voucher by CFO and Filing of Voucher • Ledger Maintained: o Income: Entrance Fees(Application Fees Rs. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC.Noida Core Team Member : Mary Jacintha.72. o In case of 2nd counseling: no amount will be given back to students Collection sheet received in finance& accounts department from reception A.73. Kavita.Process code : From: C-DAC. through the same mode of payment Withdrawal: o In case of first counseling: if withdrawal made within 5 days of admission(can be changed year to year). Second year payment will be made from 1st Aug to 7th Aug.000 =Rs. Rs.04.40. of seats: 60 Actual Admission in the academic year 2008-09: 60 Amount collected through admission fee: 60 * 74.

Block o Cheque/DD deposit into Bank A/c & entry in Bank Book Entered as Income from admission fee in the book of accounts Taking Print out of Cash/Bank receipt vouchers Approval and signing of Voucher by CFO and Filing of Voucher Ledger Maintained: o Income: • • • • • .2010 M.Tech Actual Admission in the academic year 2008-09: 60 Amount collected through admission fee: Students should submit Rs. Tech. Kavita. 5000/Rs.Process code : From: C-DAC.1 Date : 07. 10000/Rs. through the same mode of payment Withdrawal: o In case of first counseling: if withdrawal made within 5 days of admission (can be changed year to year). Particular University fee Academic Fee Fee Rs. Tejveer Version : 1. 50000 Annual Student Welfare fee Refundable Security (Library.000 at the time of admission (Payment will be made through bank and chellan will be given in the reception of Academic Block) in the first year.04.1000 will be deducted and remaining amount of Rs. 000 will be paid through cheque/DD to the candidate.Tech o Fees Structure: M. Rs. o In case of 2nd counseling: no amount will be given back to students Collection sheet received in finance& accounts department from reception A. One Time) Total Rs.72. 66000/- Students Activity Fees and Security Deposit fees (Refundable ) shall be submitted in the Institute between 1st August to 10th August of every year. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC. of seats: 25 for all M. Second year payment will be made from 1st Aug to 7th Aug. 1000/Rs. • • • • • • Maximum No.Noida Core Team Member : Mary Jacintha.73.

Process code : From: C-DAC.Noida Core Team Member : Mary Jacintha. Tejveer Version : 1. • Maximum No.2010 o o Entrance Fees(Application Fees Rs.1 Date : 07. o In case of 2nd counseling: no amount will be given back to students Collection sheet received in finance& accounts department from reception A.1000 will be deducted and remaining amount of Rs. of seats: 60 • Actual Admission in the academic year 2008-09: 60 • Amount collected through admission fee: • Students should submit Rs. Rs.000 at the time of admission (Payment will be made through bank and chellan will be given in the reception of Academic Block) in the first year.800/-): Under the head Fees/Subscription: Income: P&L Account Course Fees: Under the head Fees/Subscription: Income: P&L Account Payable: Library/other Security Deposit Payable: Under Other current Liabilities: Balance Sheet Refund of course Fees Due: Under Other current Liabilities: Balance Sheet Fees Received in Advance: Under Advances Received: Current Liabilities: Balance Sheet Expenses Advertisement Expenses Examination Expenses Faculty Members Expenses Other Course Related Expenses Course Material Production Expenses Printing of forms & Prospectus Campus Interview Expenses Expenses on Seminars/Workshops MCA: Students Activity Fees and Security Deposit fees (Refundable) shall be submitted in the Institute between 1st August to 10th August of every year.73. Block o Cheque/DD deposit into Bank A/c & entry in Bank Book Entered as Income from admission fee in the book of accounts Taking Print out of Cash/Bank receipt vouchers Approval and signing of Voucher by CFO and Filing of Voucher Ledger Maintained: o Income: • • • • • . through the same mode of payment Withdrawal: o In case of first counseling: if withdrawal made within 5 days of admission(can be changed year to year).000 will be paid through cheque/DD to the candidate. • • Second year payment will be made from 1st Aug to 7th Aug.04. Kavita. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC.72.

PGDGIS. PGDASDD) o Fees Structure: Rs.000. 45. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC. Second installment should be paid on the first working day of the course No Withdrawal .1 Date : 07.000 Rs.800/-): Under the head Fees/Subscription: Income: P&L Account Course Fees: Under the head Fees/Subscription: Income: P&L Account Payable: Library/other Security Deposit Payable: Under Other current Liabilities: Balance Sheet Refund of course Fees Due: Under Other current Liabilities: Balance Sheet Fees Received in Advance: Under Advances Received: Current Liabilities: Balance Sheet Expenses Advertisement Expenses Examination Expenses Faculty Members Expenses Other Course Related Expenses Course Material Production Expenses Printing of forms & Prospectus Campus Interview Expenses o Short Term Courses: (PGDSDA.30.Process code : From: C-DAC. Kavita. of seats: Actual Admission in the academic year 2008-09: Students should submit Rs.04. his/her seat will be cancelled. Tejveer Version : 1.000/- First Installment Second Installment Total FEE per course (six months) • • • • • • Maximum No.000 :: Rs.30.15. first installment at the time of admission (Payment will be made through bank and chellan will be given in the reception of Academic Block) If payment is not made within two working days of the announcement of the selection.Noida Core Team Member : Mary Jacintha. PGDWTA. PGDEVD.2010 o Entrance Fees(Application Fees Rs.

Hostel Security and Library Security also Current Liability Consolidated Security Deposit will be invested in FDs and the interest earned through FDs will be considered as Indirect Revenue. Credit: Security Deposit Account .Noida Core Team Member : Mary Jacintha. Tejveer Version : 1. Project wise. Kavita. Entrance Fees Course Fees Others: Admission Cancellation Fees Examination Fees Late Fees Registration Fees/Project Fees P&L Expenses on Courses: Advertisement Expenses Campus Interview Expenses Course Material Production Expenses Examination Expenses Faculty Members Expenses Other Course Related Expenses Printing of forms & Prospectus Selling Distribution and Business Promotion P&L Expenses: Advertisement Expenses Expenses on Exhibition. Block o Cheque/DD deposit into Bank A/c & entry in Bank Book Entered as Income from admission fee in the book of accounts Taking Print out of Cash/Bank receipt vouchers Approval and signing of Voucher by CFO and Filing of Voucher Corporate Training Programmes: Accounting in Phase II Ledgers Maintained: Account Group Fees/Subscriptions Fees/Subscriptions Fees/Subscriptions General Ledger Balance Sheet/P&L account P&L P&L P&L Other Administrative Expenses Etc.2010 • • • • Collection sheet received in finance& accounts department from reception A.1 Date : 07. Seminars/Workshops B/S Library/other Security Deposits Payable: Security Received: All securities for course wise. Other Administrative Expenses Etc.04. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC.Process code : From: C-DAC. Debit: Cash account.

Report will be prepared by different project head along with the utilization certificated and the same will be submitted to the Finance & Accounts Department . Credit: Investment Account Hostel/Guest House: Hostel fees are Rs.1 Date : 07.Process code : From: C-DAC.4500 per months (including lodging and boarding except lunch on working days) Security Deposit: Rs. Hostel Security and Library Security also 3. h/w.2010 Debit : S/D account.04.5000 (one time) Ledgers Maintained: • Security Deposit Payable • Students Hostel Fees Account General Ledger Group Fees/Subscriptions Other Administrative Expenses Etc. Project wise. workshops/training/seminar. etc. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC. Kavita.6 Project Accounting and Submission of Utilization Certificates: • • Utilization certificates have to be submitted for the projects which are funded by MIT/DST/DRDO.Noida Core Team Member : Mary Jacintha. Tejveer Version : 1. Report of the project contains the financial details for the project like: o o o • Fund allocated Fund utilized Distribution of the fund for various activities like purchase of assets for the project (capital equipments). s/w. Current Liability Students Hostel Fees Students Hostel Expenses Balance Sheet/P&L account P&L Library/other Security Deposits Payable: B/S Security Received: All securities for course wise. manpower.

service will be provided.2000/.000 per annum. Invoice will be raised for the payment. Web hosting: providing web server space to outsiders. For other projects also. axis facility. Payment will be on per MBPS per month and this depends upon the volume of client. the same will be sent to DIT for settlement/release of fund. • • ITCC services ITCC provides space to SMEs with the per seat charge of Rs. Ledgers Maintained: o Project wise Ledgers 3.10. Once Charted Accountant verified and put his initials. Physical space charge of the server and bandwidth charge will be paid by the client per month. server location.04.2010 • • • • Report will be verified by the Finance & Accounts Department and sent to Charted Accountant for verification. Tejveer Version : 1. report will be prepared and verified by Finance & Accounts Department for audit purpose and initials will be taken by Charted Accountant. Consultancy services: providing service to Departments and institutions for design of internetworking. Server Colocation: Design of server. This service will be through tenders. Kavita. Following are the services provided by the center: • ISP Services Data center provides the following services: Internet services: providing bandwidth through Radio Frequency(RF) on corporate level.Noida Core Team Member : Mary Jacintha. The payment will be based on volume. monitoring and providing space.1 Date : 07.7 Accounting for Customers: ISP Services o Services given by CDAC Noida to its customers o Accounting will be done by preparing billing and invoice. Each SME should pay three . Quotation will be raised and on approval.per month along with the registration fee of Rs. Depends upon the size of the website and requirement(minimum 25 MB). quotation will be raised and on approval the service will be provided.Process code : From: C-DAC. o Accounting will be considered in Phase II Fund will be received by the center for the services provided to outsiders. keeping their server. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC.

On the approval of committee SME can enter in IT-CC Step 3: ask for any specific requirement like tool Step 4: SME sign the agreement for one year AMC: Maintenance services provided to clients for installed softwares.1 Date : 07. Clients are the one to whom the developed softwares were implemented. supplier should assure the same in written in the “Stamp Paper”. Procedure for and SME to enter ITCC is as follows: Step 1 : Incubation form : SME fill up the Incubation form Step 2: SME call for give presentation before the committee. o Financial Grantee Same as Performance Bank Grantee. 3.Supplier o Performance Bank Grantee This is a manual process. Tejveer Version : 1.Process code : From: C-DAC. It is the assurance of money Letter of Credit o It is payment to the vendors through bank • • . Once L1 is selected for supplying/installing the material.04. Invoice will be raised to receive the money.8 Accounting for Vendors • • • • • Services taken from any other branches of CDAC Services taken from Visiting Faculty Services taken from contractors Services taken from Goods and others EMD: Earnest Money Deposit o Money deposited by the vendors against their quotation o After finalizing the contract(L1 is decided) deposited money will be returned back to the Vendors Bank Guarantee.2010 • months security money according to their seat. Invoices will be raised for the service provided for the payment. Kavita.Noida Core Team Member : Mary Jacintha. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC. Training to outsiders: Income through training will be received on the Training given to external members • Sale of product and services to Turnkey projects: for the supply of hardwares to the clients.

Ledgers Maintained: o Project wise/ Asset wise Ledgers .04. Depreciation is charged at the rates prescribed by Income Tax Act 1961. • Services taken from any other branches of CDAC: Payment to other branches of CDAC will be paid through debit note. Kavita. which are in process of acquisition. Tejveer Version : 1.1 Date : 07.Process code : From: C-DAC. Depreciation is charged on the WDV basis on all assets including on those acquired out of Mission and sponsored project grants. All additions to Fixed Assets are fully depreciated irrespective of the date of acquisition.2010 o Manual Process o Mode of payment is from Indian bank to foreign bank if the materials supplied from out of India Account Group General Ledger Balance Sheet/P&L account Branch Division Current Liabilities & Ledgers for all individual branches of B/S: Liability CDAC and others Contractors ( from whom service are taken) Visiting Faculty Suppliers of Goods and others For purchases and services taken from outsiders.Noida Core Team Member : Mary Jacintha. or installation or development is treated as Capital Work – In – Progress Fixed Assets created out of Sponsored project grants and lying at project site are not capitalized and shown as consumable under revenue expenditure. NOIDA Title : FI Process AS-IS Process Process Owner : CDAC. the center will do the payments and same will be accounted. • Services taken from Visiting Facutly • Services taken from contractors • Purchase of Goods and others 3.9 Asset Maintenance: • • • • • • Fixed Assets created from GIA and Sponsored projects are credited to Capital Reserve Costs incurred on Assets.

NOIDA Title : FI Process AS-IS Process Process Owner : CDAC. Tejveer Version : 1.1 Date : 07. Cost centers & Profit centers-Annexure 10 .04. General Ledger with Reconciliation Concept-Annexoure 9 2.2010 3.Noida Core Team Member : Mary Jacintha.Process code : From: C-DAC.10 MIS • • • • • • • Trail Balance Balance Sheet P&L Account Cash Flow Statement Fund Flow Statement Subsequent Schedules Reports for Audit Proposed Structure: 1. Kavita.

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