Government of Odisha

Sports & Youth Services Department

West Stand, Kalinga Hockey Stadium, Bhubaneswar 751012
*****

No. SYS-YS-YS-0005-2023/ _310 I\ /SYS, Bhubaneswar Dated. 1¼.12.2023

From
Shri Ranjit Parida, OAS
Joint Secretary to Govt.

To
Commissioner,
Municipal Corporation of Bhubaneswar/
Berhampur/ Cuttack/ Rourkela/ Sambalpur,

All Chief Development Officer-cum-E.O.,

Zilla Parishad.

Sub: Guidelines for utilizing the funds received for the conduct of Sports Competitions
under the Scheme NUA-O.
Ref: This OM No. 30258/SYS, Dated. 29.11.2023 on Guidelines for Organization of NUA-O
Sports Competition at Block/ULB Level and District Level.

Madam/Sir,
In continuation to this Office Memorandum under reference and subjected cited
above, I am directed to enclose herewith the "Guidelines for utilizing the funds received for
the conduct of Sports Competitions under the Scheme NUA-O in Annexure-A" and
"Guidelines for Audit for each Block/ULB level Sports Competition in Annexure-8" for kind
perusal and necessary action.

Yours Sincerely,

Encl: As above.
Joint Secret~Govt.

Memo No. S C) I"- /SYS, Bhubaneswar, Dated. \½ .12.2023

Copy forwarded to the P.A. to Commissioner-cum-Secretary/ Jr. DEO to Special

Secretary/ Steno to Director, Sports & Youth Services Department for kind information of
the Commissioner-cum-Secretary/ Special Secretary/ Director, Sports & Y.S. Department.

Joint Secr~to Govt.

Memo No. 3 !t e I 3, /SYS, Bhubaneswar, Dated. '4 .12.2023
Copy forwarded to all Collector & District Magistrates for favour of kind information
and necessary action.

lo
Joint Secretary to Govt.
 Annexure-A

Guidelines to utilizing the funds received for the conduct of sports

competitions under the scheme of NUA-O
_______________________________________________________________
1. Cash Awards
a. For Block and Municipality the cash awards will be

Champions 1st Runner up 2nd Runner up (1) 2nd Runner up (2)

Rs. 20,000/- Rs. 15,000/- Rs. 10,000/- Rs. 10,000/-

b. For Municipal Corporation & District level the cash awards will be

Champions 1st Runner up 2nd Runner up (1) 2nd Runner up (2)

Rs. 50,000/- Rs. 30,000/- Rs. 20,000/- Rs. 20,000/-

2. Certificates & Trophies

a. Funds to be spent for procuring trophies & certificates.
3. Match Referee/Technical Officials
a. Approx @ Rs. 500/- per day per technical official may be provisioned
4. Transportation
a. Rs. 1,000/- per day to all participating teams may be provisioned at the
Block/NAC/Municipality/Municipal Corporation if coming from more than 10 Km
distance from the competition venue.
b. Transportation cost to all the team for District level competition may be provisioned
and the amount to be suitably worked out by the District Administration.
5. Refreshments
a. Rs. 50/- per day per person may be the provisioned
6. Branding
a. Branding of the venue and near by area may be carried out
7. Organisational Cost
a. Preparation of FoP
b. Purchase of fair and standard quality equipment
c. Closing ceremony – stage, cultural program, etc
d. Documentation – Photography & Videography
e. For any other cost as deemed proper by the organiser
8. General instructions
a. Funds allocated for the NAC may be transferred to the nearest Block to which it is
tagged (as decided by the District Administration).
b. The branding creatives have been shared with all the districts and good quality
branding to be ensured.
c. Photography and videography to be done appropriately and professionally at all
levels (Block, Municipality, Municipal Corporation & District). Sports discipline wise
folder to be created at the block level and backup of data to be ensured. The entire
bunch of photographs and videos to be shared with the Department along with the
expenditure statement.
d. Fixture – The fixture to be prepared on a knockout basis and should be beyond
any reasonable doubt. The same practice to be followed for the District level
competitions as well.
e. Refreshments – All players, technical officials and staff to be given proper
refreshments. Photographic documentation of the same to be ensured.
f. Transportation – The receipts/challans pertaining to the transportation cost to
respective teams to be recorded scrupulously.
g. Certificates & Trophies – Administration to procure these for the champion teams
at the block and district level. Certificate of participation to be given to all the teams
as well.
h. Unutilized funds to be returned to the Department of Sports and Youth Services
along with expenditure statement (in the prescribed format)
 Annexure-B
Guidelines for Audit for Each Block/ ULB Sports Competition
1. For the organization of Sports festival as part of the NUA – O program at Block/ ULB
level, expenditures can be made in the below mentioned heads:
a. Cash Awards
b. Certificates & Trophy.
c. Match Referee/ Technical Officials.
d. Transportation
e. Refreshments
f. Branding
g. Organizational Costs.

2. To ensure transparency and ensuring proper management of funds allocated under each
head. It is suggested to maintain the Annexures and documentary evidence as per the
below mentioned table against each expense heads. The sample Annexure formats has
been appended below this document.

Sl Expense Documentary Annexures Countersigned

No Heads Evidence to be by
maintained
01 Cash Awards  Photographs of Annexure Head of Sports
Team / 1. Festival in ULB/
Individuals given Block.
the cash award.
02 Certificate and  Photographs of Annexure 2 Head of Sports
Trophy Trophy. Festival in ULB/
 Bill from supplier. Block.
 Receipt from
supplier with
proof of payment
being made.
03 Match Photographs of Match Annexure 3 Head of Sports
Referee/ Referee/ Technical Festival in ULB/
Technical Officials in action for Block.
Officials each match.
04 Transportation  Bill from supplier. Annexure 4 Head of Sports
 Receipt from Festival in ULB/
supplier with Block.
proof of payment
being made.
05 Refreshments  Bill from supplier. Annexure 5 Head of Sports
 Receipt from Festival in ULB/
supplier with Block.
 proof of payment
being made.
06 Branding  Photographs of Annexure 6 Head of Sports
Branding. Festival in ULB/
 Bill from supplier. Block.
 Receipt from
supplier with
proof of payment
being made.
07 Organizational  Bill from supplier. Annexure 7 Head of Sports
Costs  Receipt from Festival in ULB/
supplier with Block.
proof of payment
being made.

In case, there are no receipts and bills received from the supplier for any expense made,
it can be considered as an exceptional case and cash vouchers should be made against
these expenses which shall be counter signed by the Head of Sports Festival in Block/
ULB Level.
 Annexure 1- Details of Cash Awards Provided as part of Sports Festival at << Mention
name of ULB/ Block>>

Sl Date Sports Position Cash Mode of Sign of Reference

No Discipline Awards Transfer Representative No to
Amount of the Team Photographs
Received
01 << << Name of << 1st/ << Enter <<Cash/ << Signature>> << Reference
Date>> Sports 2nd/ amount of Bank & << UTR No in to the
Discipline>> 3rd>> cash Trasfer>> case of Bank photograph
Awards>> Transfer>> of the team/
individual>>
Annexure 2 – Details of trophies Provided as part of Sports Festival at << Mention name
of ULB/ Block>>

Sl Item Unit Quantit Total Bill No Receipt Reference

N Name Rate y Cost with proof No to
o of payment Photograph
s
01 << << << Enter << Cost <<Mention <<Mention << Reference
Name Ente the paid to Bill No and Receipt No to the
of the r the quantity the Reference to and photograph
Item> Unit >> supplier> Bill Attached Reference to of the
> Rate > as Bill Attached trophy>>
>> documentar as
y evidence documentar
>> y evidence
>>
 Annexure 3 - Details of Honorarium Provided to Referees/ Technical officials as part of
Sports Festival at << Mention name of ULB/ Block>>

Sl Date Sports Name Honorarium Mode of Sign of Reference

No Discipline Amount Transfer Referee/ No to
Received Technical Photographs
Officials
01 << << Name of << Enter << Enter <<Cash/ << << Reference
Date>> Sports name of amount of Bank Signature>> to the
Discipline>> the cash Trasfer>> & << UTR photograph
referee/ Awards>> No in case of the
Technical of Bank referee/
officials Transfer>> technical
>> officials>>
Annexure 4 – Details of expenses made on Transportation as part of Sports Festival at
<< Mention name of ULB/ Block>>

Sl Date Description Total Bill No Receipt with proof of

No of Expense Cost payment
01 << enter << Name of << Cost <<Mention <<Mention Receipt No
date of the Item>> paid to the Bill No and and Reference to Bill
the supplier>> Reference to Attached as
bill>> Bill Attached documentary evidence
as >>
documentary
evidence >>
Annexure 5 – Details of expenses made on Refreshments as part of Sports Festival at
<< Mention name of ULB/ Block>>

Sl Item Unit Quantit Total Bill No Receipt Reference

N Name Rate y Cost with proof No to
o of payment Photograph
s
01 << << << Enter << Cost <<Mention <<Mention << Reference
Name Ente the paid to Bill No and Receipt No to the
of the r the quantity the Reference to and photograph
Item> Unit >> supplier> Bill Attached Reference to of
> Rate > as Bill Attached refreshments
>> documentar as if any>>
y evidence documentar
>> y evidence
>>
Annexure 6 – Details of Branding Provided as part of Sports Festival at << Mention
name of ULB/ Block>>

Sl Item Unit Quantit Total Bill No Receipt Reference

N Name Rate y Cost with proof No to
o of payment Photograph
s
01 << << << Enter << Cost <<Mention <<Mention << Reference
Name Ente the paid to Bill No and Receipt No to the
of the r the quantity the Reference to and photograph
Item> Unit >> supplier> Bill Attached Reference to of the
> Rate > as Bill Attached branding item
>> documentar as post
y evidence documentar installation>>
>> y evidence
>>
Annexure 7 – Details of any other organizational expenses incurred as part of of Sports
Festival at << Mention name of ULB/ Block>>

Sl Date Description Total Bill No Receipt with proof of

No of Expense Cost payment
01 << enter << Name of << Cost <<Mention <<Mention Receipt No
date of the Item/ paid to the Bill No and and Reference to Bill
the Expense>> supplier>> Reference to Attached as
bill>> Bill Attached documentary evidence
as >>
documentary
evidence >>