The Gauhati University has been receiving funds for different Research Projects funded by the

outside organizations in most of the circumstances the funds are required to be kept in a
separate bank A/C as per the guidelines of the Funding Agency.
Since the funds are released in favor of the Registrar, the Finance Officer automatically
becomes responsible for the proper utilization certificate as well as maintenance of the
Accounts.
As a makeshift arrangement the following procedure has been developed till date for
maintenance of such accounts
1. A separate bank A/c is created for each project where required as per guidelines
with the approval of V.C and the said A/c operated jointly by the Treasurer/Finance
Officer and the concerned PI (Principal Investigator of the Project)
2. All the records (Cash Book, Ledger, Stock Book, Vouchers) etc. are maintained and
kept by the PI and at the time of making payments and submitting UC the signature
of the Finance officer is obtained.
3. Due to heavy shortage of staff in Accounts branch, the Treasurer/Finance Officer is
forced to adopt short cut policy to sign the cheques only without proper verification,
which may invite audit objections due to improper internal check.
4. The maintenance process of A/c are not routed through proper accounting system,
but the treasurer/FO appears to be liable for those transactions which are not
practically possible on the part of the Treasurer/FO to thoroughly check with all the
details.
In view of the above a subcommittee was formed consisting Prof. P.J.Das,
Director i/c, IDOL, Prof. Bimal Kr. Kar, Dept. of Geography, Prof. Amit Choudhury,
Dept. of Statistics, Dr. Ratul Mahana, Dept. of Economics and the undersign.
The committee has recommended their suggestion which is enclosed herewith
for kind perusal and necessary advice herewith Please.

Annexure A
In terms of the suggestions of the subcommittee the following steps may be taken immediately
for proper and transparent maintenance of Accounts of all projects under GU.
1. A separate Cell to be opened in the name of Research & Project Wings (Accounts)
2. An Accounts Officer/ Deputy Treasurer may be assigned with prescribed qualification
and experience to work in various portals of the Govt. of India to supervise the cell
exclusively or a Post of Project officer may be created on work charged basis to be
financed from the overhead fund received from various projects funded externally.
 3. Three Accounts Asst. are to be appointed as per suggestions of the subcommittee with
prescribed qualification equivalent to the post of Accounts Asstt.(Para 6)
4. As per requirement existing staff may also be engaged in this Wing against newly
appointed accounts assistants.

Projected Scope of Works for the Research & Project Wings (Accounts)
1. This wing will work under direct control of the Finance Officer.
2. The nominated Accounts Officer shall be responsible for the performance of the Wing.
3. All types of fellowship are also to be dealt in this cell since Project & fellowship are
almost inter related and funded by the outside Agencies.
4. The Cell will be responsible for maintenance of Accounts & keeping records for all the
Research Projects and the fellowship under control of the nominated Accounts Officer.
5. Henceforth all the separate Accounts which may be required to be created as per terms
of Sanctioned may be operated jointly by the Treasurer/FO & the Honorable V.C.
through this wing. The existing separate accounts may also be brought under the cell for
better and effective monitoring and management.
6. With the introduction of PFMS system by the Govt. of India for funding as well as
maintaining accounts now limiting to the Research projects only, the nominated Nodal
Officer shall be responsible for the PFMS transactions as well as Utilization certificate.
7. The Nodal Officer shall design the procedure and process for the function of the wing
for obtaining approval from the higher authority.