COLLEGE FUNDS RULES 2010

HIGHER EDUCATION DEPARTMENT GOVERNMENT OF THE PUNJAB 2011

Page No. 1 of 25

COLLEGE FUNDS INTRODUCTION

Colleges are domains of Higher Education. The education in Public Sector College is not free but it is highly subsidized. The students seeking admissions in these colleges have to pay three kinds of dues: 1. The Government Dues, which include nominal Admission fee, and a Registration fee for public examination to be administered by the relevant Board of Intermediate and Secondary Education or the University. 2. College Funds, which are mainly the refundable securities such as Library Security, Hostel Security etc. These are refunded to the students after completion of their respective sessions of academics. 3. College Funds known as Pupil or Students Funds, which include nominal funds like General (or Union) Fund, Magazine Fund, Helal-i-Ahmar Fund etc. These are levied to students in accordance with the instructions of the Government issued from time-to-time. The receipts collected under different Heads of these funds are non-refundable. They are utilized in providing various facilities to the students during their stay in college and are used in best interest of the students. Thus, in real terms, the only amounts charged in public college are these Students Funds. The utilization of these funds is governed by the Delegation of Financial Powers and Student Fund Rules / Instructions issued time-to-time by the Education Department. It is, therefore, imperative to frame improved and simplified operating procedures to increase the efficiencies of the colleges and to optimize utilization of these funds to generating more facilities for better academic environment.

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PRESENT SITUATION
Initially very few College Funds were collected under these heads. With the passage of time and as the need generated, quite a number of additional funds were levied. Currently, as many as thirteen funds are the component of these student funds. There is variation in the rates with which these funds are being charged. Further, the colleges are making use of different notifications of the Government issued from timeto-time, for utilization of these funds and incurring expenditures under them. This status of affairs is resulting in a number of anomalies and difficulties in maintaining accounts and utilizing these funds.

COLLEGE FUNDS ORDER RULES 2010

Government of the Punjab is pleased to issue the following order for the administration and control of College Funds in colleges under its control.

CHAPTER I GENERAL
1. SHORT TITLE & COMMENCEMENT i) ii) This order may be called College Funds Order Rules 2010. Notwithstanding anything contrary in any other order or circular issued from time to time for this purpose, it shall come into force at once. iii) It is applicable to all Public Sector Colleges functioning under administrative control of the Higher Education Department, Government of the Punjab, throughout the Province. iv) It is not applicable to autonomous educational institutions that are run by their respective Board of Governors. Page No. 3 of 25

2. DEFINITIONS i) College Funds means all funds provided in Chapter-II of this Order, and includes all those funds determined by the Higher Education Department, Government of Punjab. ii) iii) iv) v) vi) vii) viii) ix) Government means Government of the Punjab. D.P.I (C) means Director of Public Instructions (Colleges), Punjab Director means Director of Education (Colleges) Deputy Director means Deputy Director of Colleges Principal means Principal of the Government College College Council means College Council constituted notified by the Government in each Govt. college Funds mean College Funds. Accounts means accounts maintained for collection / disbursement of the college funds x) xi) Order means College Funds Order 2010. College means Intermediate-, Degree- or Post-graduate Government College for Boys or Girls 3. ADMINISTRATION & CONTROL OF FUNDS i) All the College Funds mentioned in Chapter II of this Order will be administered and controlled under instructions by the Higher Education Department, Government of the Punjab. ii) Expenditures of these Funds will be made by the Principal, or through the College Council as the sanctioning authority, for the purpose(s) prescribed in Chapter II.

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iii)

Principals are responsible for proper collection and utilization of these funds in accordance with the College Funds Order Rules 2010 or the instructions issued by the Government.

iv)

Principals of colleges will maintain record of these Funds in auditable manner. They are responsible to prepare statements of all receipts and expenditures.

v)

Directors of Education (Colleges) will get monthly statements of these funds of all districts under his jurisdiction through the respective Dy. Director Colleges after they are collected from all the Principals under their jurisdiction and will consolidate them. The Directors will be responsible to submit college wise annual consolidated statement of these accounts / funds to Secretary Higher Education through the Director of Public Instructions (Colleges), of all receipts and expenditures made throughout the year, against each of the College Fund.

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CHAPTER II COLLEGE FUNDS

Name of Fund I) General Fund Subscription Rate Rs.15/per month Scope and Utilization of Funds a) Purchase of sports material and general expenses on Sports and Games b) Watering, cleaning, turfing and leveling of play grounds. c) T.A./D.A. of students for Educational Tours/ Debates / Sports Competition etc. @ Rates Rs.50/- per student per day plus actual expenditures incurred on transportation. d) Payment of T.A./D.A. to teachers accompanying students for Board/ University events, tournaments etc. as per T.A. Rules of the Govt. e) Purchase of sports gear
Distributi on 20%
Expenditure Sanctioning Power

College Council - Full Powers College Council - Full Powers College Council - Full Powers

20%

20%

20%

College Council - Full Powers

5%

College Council Full Powers College Council - Full Powers

f)

Sports kit for girls and boys (75% of cost will be borne by College and 25% by student), and will be property of the student.

5%

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Name of Fund

Subscription Rate

Scope and Utilization of Funds g) Purchase of Hot and Cold utilities. h) Excursions, recreation programmers like hiking, camping picnic etc., visits tto places of historical/ geographical/ educational/ recreational interests. i) Hobbies (including dramatic and performance clubs, societies, internet etc.)

Distributi on 5%

Expenditure Sanctioning Power

Principal full powers Principal full powers

5%

10%

Principal full powers

j)

Purchase of TV, radio multimedia, over-head projector and computers, UPS, batteries, etc. alongwith their peripherals, accessories stationeries / toners, for educational purpose. k) Purchase of newspapers, magazines, library books, library equipment etc. l) Temporary contract appointment of teaching / non-teaching staff as per Govt. rules / policy in vogue, on urgent need basis till arrival of the regular employees (at a rate: for teaching as described for 2nd shift hiring, and for nonteaching as per rates of respective D.C.O. for skilled, semi-skilled and unskilled labour).

20%

College Council - Full Powers

5%

Principal full powers

10%

College Council - Full Powers

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Name of Fund

Subscription Rate

Scope and Utilization of Funds m) Expenses regarding exams purchase of answer sheets, printing of question papers etc. n) Expenditure on students progress reports. o) Recurring expenditure of student societies, social work groups, parent teacher meetings, cocurricular activities etc. p) Purchase and maintenance of college furniture. q) Refreshment cost / gifts on students functions

Distributi on 5%

Expenditure Sanctioning Power

Principal full powers

5%

Principal full powers

5%

College Council - Full Powers Principal full powers Principal full powers

5% 50%

II) Fine Fund

Absence: a) Per period Rs.5/-. b) Full Day Rs.10/ c) Without uniform: Rs.25/- per day. Misconduct/ Indiscipline Min= Rs.100/Max=Rs.1000/-

a) Expenses in connection with award of prizes, photographs for sports and co-curricular activities etc. b) Purchase and maintenance of Security cameras / VCR / monitors, UPS, batteries etc. c) Purchase, maintenance and updating /upgradation of computers in college

10%

College Council - Full Powers

5%

[NOTE: Fine on misconduct / indiscipline after d) Purchase of disciplinary Newspapers and proceedings magazines for Reading and Room endorsement of th C ll Page No. 8 of 25

College Council - Full Powers

20%

Principal full powers

Name of Fund

Subscription Rate the College Council]

Scope and Utilization of Funds e) Participation Fee of students and faculty in Training programmes / Seminar/ Workshops etc. a) Expenses regarding cost of printing of college magazine, educational gazette etc. b) Expenses on distribution of magazine / college gazette etc. c) Subscription to national and international research journals, for publication of research articles of students

Distributi on

Expenditure Sanctioning Power

15%

Principal full powers

Rs.8/III) Magazine Fund per month

80%

College Council - Full Powers

10%

Principal full powers

d) Purchase and printing of stationery of students societies, clubs and other student bodies Rs.10/IV) Red Crescent/ per month Hilal-e-Ahmer Fund a) Financial aid for the award of stipends, textbooks, uniforms to poor students. b) Annual Contribution to Punjab Red Crescent Society

10%

Principal full powers

90%

College Council - Full Powers

5%

Principal full powers

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Name of Fund

Subscription Rate

Scope and Utilization of Distributi on Funds 5% c) Purchase of fire-fitting /Civil Defense equipment / gadgetry d) Purchase and maintenance of security equipment / CCTV and all its accessories, backups

Expenditure Sanctioning Power

College Council - Full Powers

V) Medical Fund

Rs.5/per month

a) Purchase of medicines, first aid / medical kit. b) Maintenance of dispensary / sick room c) Purchase of furniture etc. for sick room.

40%

College Council - Full Powers Principal full powers College Council - Full Powers College Council - Full Powers

5%

5%

d) Reimbursement of medicines prescribed by Medical officer to the poor students e) Employment of part time Doctor /nurse / medical attendant in consultation with the Medical Superintend of Govt. Hospital / dispensary f) Engagement of janitorial staff on need basis(as per D.C.O. rate)

10%

25%

College Council - Full Powers

10%

Principal full powers

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Name of Fund

Subscription Rate

Scope and Utilization of Funds g) Purchase of cleaning /sanitary material etc. Library Security

Distributi on

Expenditure Sanctioning Power

5%

Principal full powers Principal full powers

Intermediate: Rs.1000/Graduation Rs.1500/Postgraduate Rs.2000/Lapsed amount VII) Lapsed Library transferred from the Security Fund Library Security Fund and Interest accrued, on 30th April of each year [ Accounts to be maintained as per format of Annex-I] VI) Library Security Fund (at the time of admission)

Refundable to students

a)

Cost of repair and replacement of damaged library books. Improvement of libraries and reading rooms. Provision of educational / supporting softwares, computer/ Internet facilities, Photo-copying services for the library and lamination etc. Payment of On-Line Library usage charges Purchase and maintenance of library furniture, Photocopier, scanners, computers, printers, UPS, batteries and accessory equipment etc. Purchase of Books and journals etc. Purchase of stationery and related material for the library. Repairing / maintenance etc. for library.

50%

Principal full powers

b) c)

d)

e) f)

50%

College Council - Full Powers

g) h)

i)

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Name of Fund

Subscription Rate

Scope and Utilization of Funds j) Purchase and maintenance of water electric cooler, desert coolers /AC etc. for libraries. Return of Hostel Security

Distributi on

Expenditure Sanctioning Power

i. VIII) Hostel Security ii. Fund (at the time of Admission) iii.

Intermediate Rs.1000/Graduation Rs.1500/Postgraduate: Rs.2000/Lapsed amount IX) Lapsed Hostel transferred from Hostel Security Fund Security Fund and Interest accrued, on 30th April of each year [ Accounts to be maintained as per format of Annex-I]

Refundable

Principal full powers

a)

Purchase and replacement of damaged hostel furniture / crockery etc. Improvement /Renovation in hostel building / surroundings, hostel library, common room, hostel dispensary, kitchen, etc. Hiring of Hostel employees. Meeting un-paid Mess charges in an academic term: i) upto Rs. 2000/ii) beyond Rs 2000/-

80%

College Council - Full Powers

b)

c) d)

10% Principal full powers College Council - Full Powers 10% 20% Principal full powers College Council - Full Powers

e) X) Welfare Fund Rs.20/per month

Payment of Washer man / janitorial staff for hostel

a) Construction of additional facilities like classrooms / wash rooms etc. Page No. 12 of 25

Name of Fund

Subscription Rate

Scope and Utilization of Funds b) Provision and maintenance of science and other equipments including Computers, Multimedia, Photo Copier etc. c) Provision and maintenance of civic services.

Distributi on

Expenditure Sanctioning Power

35%

College Council - Full Powers

5%

Principal full powers Principal full powers

d) Renovation and repair of college building, electricity, water / gas repair. e) Purchase of plumbing material pertaining to Water supply, Sui gas and electrical goods etc. f) Provision and maintenance of furniture.

10%

15%

Principal full powers

10% 5%

Principal full powers Principal full powers Principal full powers Principal full powers College Council - Full Powers College Council - Full Powers

g) Other initiatives of collective welfare to the institution and students. XI) Parking/Cycle Fund Rs.5/per month a) Arrangements to ensure safe custody of student vehicles, cycles etc. b) Maintenance of parking area c) Engagement of security guards / attendants

30%

10% 60%

XII) Transport Fund

Rs.40/per month

a) Repair and maintenance of vehicles including spare parts.

20%

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Name of Fund

Subscription Rate

Scope and Utilization of Funds b) Engagement of drivers/ conductor / helper/ security guards etc c) Purchase of new vehicles.

Distributi on

Expenditure Sanctioning Power

30%

College Council - Full Powers College Council - Full Powers Principal full powers Principal full powers Principal full powers

10% Actual basis 5% Actual basis

d) Expenses on petrol, diesel, CNG, lubricants, filters etc. e) Construction of sheds, parking stands etc. f) Payment of college vehicles registration Fee, Tokens and Toll taxes etc.

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Subscription Rate Gen.Sc., XIII) I.Com./ICS Science Breakage Fund F.A. with Practical/ Non-Medical/ Medical etc. = Rs.10/- per month Name of Fund B.A./B.Sc./ B.Com,BCS etc. =Rs.30/- per month M.A./M.Sc./ M.Com., MCS etc. = Rs. 60/per month

Scope and Utilization of Funds a) To meet the requirements of Practicals b) Replacement of the broken/ defective laboratory apparatus / glass ware / equipment etc. c) Purchase of apparatus/ chemicals & related materials of laboratories

Distributi on

Expenditure Sanctioning Power

5%

Principal full powers Principal full powers

10%

25%

College Council - Full Powers Principal full powers

d) Purchase and storage of Practical materials / animals and chemicals etc. e) Transportation cost of the mobility of students to libraries, exhibitions, competitions, seminars etc. f) Hiring of temporary teaching / non-teaching staff in laboratories for Science and other practical subjects on need basis till such time a regular post and / or an incumbent is provided. (at a rate for teaching as described for 2nd shift hiring, and non-teaching as per rates of respective D.C.O. for skilled, semiskilled and unskilled labor).

10%

10%

Principal full powers

40%

College Council - Full Powers

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Name of Fund XIV) Burqa Fund

Subscription Scope and Utilization of Rate Funds Rs.5/- per a) Arrangements to ensure month safe custody of burqas (for female etc. Colleges and in male colleges b) Purchase of hangers where coeducation exists). c) Engagement of female attendants d) Initiative for collective welfare of students/ institution.

Distributi on

Expenditure Sanctioning Power

10%

Principal full powers Principal full powers College Council - Full Powers Principal full powers

30% 50%

10%

Page No. 16 of 25

Name of Fund XV) Computer Fund Computer Centers Managed by: 1) Public/ private partnership through PITB. 2) PITB itself 3) College administration itself [funds realized as percentage of income through Escrow account in the new scheme and funds realized as percentage of profit in the old scheme and any other computer related receipts] [funds realized as percentage of income through Govt. of th P j b ICS

Subscription Rate Fee Structure as follows: i) Intermediate Rs.200/- per month ii) Degree Rs.250/per month iii) Postgraduate Rs.400/- per month

Scope and Utilization of Funds a) Purchase / maintenance of computers, its peripherals, accessories UPS, batteries, etc. b) Meeting cost of installation of computers/ photocopiers, Resocopiers etc. Purchase of stationery for computer, toners / ribbons etc. Purchase of computer tables and chairs etc. Engagement of computer teaching/nonteaching staff. Fee for Internet connection and related services. Repair and maintenance of Computer Lab. Purchase and maintenance of Airconditioner(s)/ Split unit(s).

Distributi on

Expenditure Sanctioning Power

20%

College Council - Full Powers Principal full powers

50%

c)

10%

Principal full powers Principal full powers College Council - Full Powers Principal full powers Principal full powers Principal full powers

d) e)

5% 40%

f)

5%

g) h)

5% 5%

Page No. 17 of 25

Name of Fund the Punjab, ICS Policy, Escrow account in the new scheme and also the funds realized as percentage of profit in the old scheme and any other computer related receipts] XVI) Scouts/Girl Guide Fund

Subscription Rate

Scope and Utilization of Distributi on Funds 5% i) Any other purpose as mentioned in the Welfare Fund Account.

Expenditure Sanctioning Power

College Council - Full Powers

Rs.5/per month

a)

b)

Payment to District Scout/Girl Guide Association and Regional Scout/Girl Guide. Payment of T.A / D.A. to students participating in Guide trainings, rallies, moots, workshops etc Expenses for promotion of Scouting/Guiding including Camps, Hikes etc. Purchase of gadgets, uniforms, training materials/literatures, souvenirs etc. Payment of Registration Fee.

5%

Principal full powers

20%

Principal full powers

c)

10%

Principal full powers

d)

50%

College Council - Full Powers Principal full powers Principal full powers

e) XVII) Identity Card Fund Rs.30/- per annum [at the time of admission] Duplicate Card to be issued on payment of

Actual basis Actual basis

a) Purchase of Identity Card Lamination machine, clips and related material b) Payment of card printing charges and lamination. Page No. 18 of 25

Actual basis

Principal full powers

Name of Fund

Subscription Rate Rs.50/Intermediate =Rs.20/- (p.a) Degree = Rs.30/-(p.a) Postgraduate= Rs.50/-(p.a)

Scope and Utilization of Funds c) Purchase of card jackets a) Payment of Affiliation Fee to the University b) Payment of Affiliation Fee to the Board c) Professional developmental courses/ seminars/ trainings of teaching / non-teaching staff.

Distributi on

Expenditure Sanctioning Power

Actual basis Actual basis

Principal full powers Principal full powers

XVIII) Affiliation Fund

20%

Principal full powers

XIX) Home Economics Fund

Rs.10/per month

a) Purchase and maintenance of Sewing Machines/ Refrigerator/ Deep Freezer/ MicroWave Oven / Cooking Range/ Kitchen Accessories etc. b) Appointment of Laboratory Attendant (as per D.C.O rates). c) Maintenance of Laboratories.

30%

College Council - Full Powers

20%

College Council - Full Powers Principal full powers College Council - Full Powers College Council - Full Powers

10% 20%

d) Purchase of furniture for kitchen, display show / exhibition, laboratory, household etc. e) Purchases for the practicals: grocery, food preparation and preservation items, sewing and cutting material, printing and coloring materials etc.

20%

Page No. 19 of 25

Name of Fund XX) Physical Education Fund (from all students male & female)

Subscription Rate Rs.5/Per month

Scope and Utilization of Funds a) Leveling of grounds b) Hiring of ground keeper / mali and coaches (at a rate for teaching as described for 2nd shift hiring, and non-teaching as per rates of respective D.C.O. for skilled, semi-skilled and unskilled labor). c) Cost of tent and tentage for all functions. d) Purchase of lawnmower/ rollers etc. e) Purchase of sports goods f) Construction and maintenance of grass / clay courts etc.

Distributi on

Expenditure Sanctioning Power

50% 20%

Principal full powers College Council - Full Powers

15% 10%

Principal full powers College Council - Full Powers College Council - Full Powers College Council - Full Powers College Council - Full Powers

40%

10%

XXI) Building Renovation Fund XXII) College Examination Fund

Rs.10/Per month

Renovation of Building

Rs.10/Per month

Expenses pertaining to examinations including: a) Printing charges b) Stationery c) Storage articles d) Postage charges

70%

Principal full powers

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Name of Fund

Subscription Rate

Scope and Utilization of Funds e) Hiring of support staff on need basis (as per rates of respective D.C.O. for skilled, semi-skilled and unskilled labor). f) Cost of running and maintenance of printing equipment like cyclostyle machine, photocopier, Reso-copier, computer paper and toners, other stationery items required for marking, packing, storage etc.

Distributi on

Expenditure Sanctioning Power

20%

College Council - Full Powers

10%

Principal full powers

XXIII) Sports Fund

Rs.5/Per month

a) Payment of entry fee to Board / University meets. b) Entry fees for district / divisional sports events c) Incentives for college teams.

Actual cost Actual cost Actual cost 20%

Principal full powers Principal full powers Principal full powers College Council - Full Powers College Council - Full Powers

d) Promotion of on campus sports activities etc. e) Purchase of sports gear and kits

60%

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CHAPTER III AUDIT OF FUNDS

1. AUDIT OF FUNDS: The receipts under College Funds are auditable by the Higher Education Department. However, Director General Audit, Punjab or any of its offices located in the districts, will not audit these funds / accounts. Since Pupil funds do not form part of the Provincial Consolidated Fund under Note below Rule 2.1 of the Subsidiary Treasury Rules, Punjab, these are not subject to audit by the Pakistan Audit Department. The Higher Education Department will however, arrange internal audit. 2. FINANCIAL POWERS: Delegation of Financial Powers Rules 2006 does not apply to College Funds. The authority administering the funds has full powers to sanction expenditure out of these funds for the objects envisaged in the Rules. 3. RE-APPROPRIATION: Surplus College Funds may be spent on other than specified objects, subject to approval of re-appropriation by the College Council. The College Council will have full powers for re-appropriation.

Page No. 22 of 25

CHAPTER IV MANAGEMENT OF COLLEGE FUNDS

The following procedure shall be observed for the custody, administration and disbursement etc. of the College Funds. 1. 2. College Funds are held in trust for the purposes for which these are collected. Surplus amount of any fund, if needed to be used beyond the scope specific for the purpose in interest of the students, will have to be re-appropriated through the College Council before undertaking the spending by the administering authority. 3. Accounts under this Order will be opened with a branch of the Bank of Punjab / National Bank of Pakistan with the approval of the College Council. 4. The Principal of the institution will be personally responsible to ensure that the College Funds are expended in strict conformity with the Order governing the funds observing all codal formalities. 5. 5. Government Instructions and regulations for accounting / book keeping are to be observed strictly. All computer related funds of the colleges lying idle with the banks shall be transferred to one account titled Computer Fund and the Principal shall have full powers to utilize this fund in accordance with the purposes specified in Chapter II clause XV.

Page No. 23 of 25

CHAPTER V MISCELLANEOUS
1. Students enjoying concessions in tuition fee are not entitled to similar concessions in subscription to College Funds. The students enjoying fee concession in tuition fee will be entitled upto 50% similar concession in subscription to College Funds on case-to-case basis, with approval of the College Council. 2. Sports gear purchased out of College Funds for the students shall remain the property of the college. 3. Construction and erection of goal posts / poles for various games in the grounds of the college is a legitimate charge on the General Fund. 4. Prizes given to students on sports and other co-curricular events include photographs (both still and movies), group photograph of societies, teams, staff and visitors / functions. 5. Interest accrued on library, hostel and mess security deposits are not to be paid to the students at the time of the refund of the security. 6. Security deposits of students like Library, Hostel or Mess securities shall not lapse to the Government. 7. For utilization of Magazine Fund, NOC shall not be required from the Government Printing Press, but other due codal formalities will be fulfilled 8. In case of any ambiguity or dispute, the case may be referred to the Higher Education Department for guidance and final decision.

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ANNEX - 1

CASH BOOK OF LIBRARY SECURITY FUND

FOR THE MONTH OF ________ RECEIPT SIDE DATE DESCRIPTION LIBRARY SECURITY RS. LAPSED SECURITY RS. TOTAL RS. VOUCHER NO. & DATE PAYMENT SIDE DESCRIPTION LIBRARY SECURITY RS. LAPSED LIBRARY SECURITY RS. TOTAL RS

TOTAL RECEIPTS = TOTAL EXPENDITURE = CLOSING BALANCE = SIGNATURE & STAMP OF THE PRINCIPAL NOTE: 1) 2) 3) The amount of Library security and Lapsed Library Security will remain in one and the same account of the Library Security Fund Similar Cash Book for the accounts of Hostel Security and Hostel Lapsed Security will be maintained. The cash Books of other College Funds may be maintained accordingly. SIGNATURE & STAMP OF THE PRINCIPAL TOTAL PAYMENTS MADE =

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