Wednesday, 2 March 2016

RMSA 2015-16 Utilization of Annual Grants Guidelines




PROCEEDINGS OF THE COMMISSIONER & DIRECTOR OF SCHOOL EDUCATION AND EX-OFFICIO PROJECT DIRECTOR, RMSA- A.P., HYDERABAD.
Present:: K.Sandhya Rani, IPoS.,

Rc.No.359/RMSA/2014                                            Dated:29 .12 .2015.
Sub:-  SE- RMSA- Release of funds towards implementation of RMSA Programme in Andhra Pradesh under the components of School Annual Grants and Minor Repairs at School level - Utilization of funds – Certain guidelines and instructions – Issued – Reg.
Read:- 1. Lr.No.F.14-2/2014/RMSA-1, Dt.29-05-2014 from the Under Secretary to GoI, (RMSA-1), MHRD,New Delhi.
           2. F.No.14-3/2014/RMSA-1(General), dt.02.06.2014 of GoI, MHRD,  New Delhi.
           3. F.No.14-3/2014-RMSA-1(TSP) ,dt.02.06.2014 of  GoI, MHRD, New Delhi.
           4. F.No.14-3/2014-RMSA-1(SCPSC), dt.02.06.2014 of  GoI, MHRD, New Delhi.
           5. This office Prog.Rc.No.999/RMSA/2013, dt.12.02.2014.
           6. This office Prog.Rc.No.359/RMSA/2014, dt.14.08.2014.
           7. This office Prog.Rc.No.333/RMSA/2014, dt.30.03.2015.
****
All the identified  Head Masters/ Principals & Chairmen of School Management Development Committees of identified Secondary Schools & all the District Educational Officer & Ex-Officio District Project Coordinators of RMSA are informed that the following amounts have been released year wise to each of the school  as follows:-
Year
Amount released
2009-10
12112/-
2010-11
34250/-
2011-12
50,000/-
2012-13
15,000/-
2013-14
75,000/-
2014-15(1st spell)
25,000/-
2014-15(2nd spell)
20,000/-
Total
2,31,362/-

         Further, they are informed that GOI, MHRD, New Delhi have communicated a Framework for Implementation of RMSA Scheme. Based on the Frame Work of chapter IV of 4.6 the following are the details of sanctioned components, Grant of amount and details for utilization of Grants relating to Physical infrastructure, School Annual Grants and Minor Repairs under Recurring Grants and communicated from time to time including  the norms prescribed by GOI on School infrastructure, learning resources, teachers and others from Para 4.1 to 4.8 and from Para 8.3.1 to 8.3.7 on management structure at school level to strictly adhere to the instructions/norms.

Component
Norms as per Mannual for Financial management and Procurement for RMSA
School Annual Grants
v  To be used for repair/ replacement of laboratory equipment, purchase of lab consumables, purchase of books, periodicals, news paper, electricity charges, water charges, purchase of sports equipment, music, dance, painting, culture teaching aids, maps, charts, stationary, etc.
v  Expenses for conducting on sports days, annual day
v  Organising meeting
v  PA system, racks etc.
v  Teaching learning material etc can also be purchased.

        Keeping in view of the observations made by the District Educational Officer, Inspecting Officers at Secondary School level and requests made by them, to have an idea in purchasing of books, periodicals, Science material etc. at School level, keeping in view of the norms prescribed by GOI, MHRD, New Delhi in the RMSA Frame Work, they are requested to purchase the books and periodicals from the catalogues of KVS, NCERT, NBT, CBT, Telugu Academy and Telugu University” or any other Government publications which are  useful both for the teachers and students.
   Further they are informed that following are the suggestive guidelines on utilization of the School Annual Grants and Minor repair grant under AWP&B of RMSA.
Suggestive Guidelines on utilization of the Annual School Grants and Minor Repair Grant under AWP&B of RMSA for year
The Annual School Grants @Rsl.50,000/-  (@ Rs. 40,000.00 in total and Minor Repair Grant @ Rs. 10,000.00) under AWP&B 2015-16 of RMSA, Andhra Pradesh are being released to the School Management and Development Committees (SMDCs) of Govt.  Secondary and Higher Secondary (having secondary section) schools maintaining A/C in various Banks by way of Bank transfer from State Office of RMSA, AP.
The Grants are released to those schools who submitted the utilization the school grants released during 2014-15.
The details of the Annual School Grants and the Minor Repair grant released to the schools in 2014-15 are as follows-
1.          Purchase of Books, periodicals, news papers etc. (Rs.0.10 lakh per school): To strengthen the library and enhance knowledge & information for teachers as well as students of Secondary schools and Higher Secondary schools, the grant will be utilized for
a.Purchasing of reference books for teacher & students,
b.Newspapers, periodicals/journals/magazines etc on need basis.
(Purchase of books with due reference to the lists of books recommended by the KVS (or) recommended by the State Governments (or) Text Books and Reference Books for teachers should also be included or as per the scheme formulated by Raja Ram Mohan Roy Library Foundation, the nodal agency of Govt. of India to support public library services and systems.)
(Books may be purchased from the Book Fair which will be organized under RMSA at district level.)
2.          Water, electricity, telephone charges etc. (Rs.0.10 lakh per school): For smooth functioning of the school and to meet the daily expenses of the school, this grant will be utilized in Secondary and Higher Secondary (having secondary section) schools. The grant will cover-
a. Water,
b. Electricity,
c. Telephone charges, internet charges/ other rates and taxes,
d. Equipments for Sports, music, dance, painting, culture etc.
e. Teaching aids, instruments & appliances,
f. Stationery etc.
3.          Grant for Minor Repairing (Rs.0.10 lakh per school): To meet the urgent need for minor repairing and renovation of existing school buildings, this grant will be utilized and the suggestive works are-
a. Repair of School building,
b. Toilets,
c. Tanks, 
d. Play Ground,
e. School Campus,
f. Conservancy Services,
g. Electrical fittings,
h. Sanitary & Other fittings, Furniture and fixtures etc.
4.   Sanitation and ICT  : ( Rs.0.15 lakh per school) To meet the expenditure of Sanitation  worker not exceed Rs.1000/- may be allowed. To meet the Allowance of Rs.500/- for teachers who allotted and to look after the  activities of ICT in the school.
5.    Need Based works and Permission authority: Other Expenditure time to time on need based : The suggestive items on need based to meet the expenditure with prior permission should be taken from the District Education Officer for limitation of Rs.5000/-  and Regional Joint Director is competent to provide permission upto 10000/- on detailed report and outcomes  should be submitted by the SMDC chairman (Head Master) along with resolution copy so as to take the decision by the competent authorities.
5.          ROLE OF SMDCS
To ensure the proper utilization of the grants, the SMDCs will have to organize their meeting and the resolutions are required to be taken as below-
(a)    Proposal of works to be done through the specific grant with priority of works. Process for implementation of the works including timeframe should also be clearly mentioned in their resolution.
(b)    Resolution on community contribution & arrangement of Panchayat contribution etc either cash or kinds to support the grants are also required to be mentioned.
(c)    Process for maintenance of records, registers & vouchers etc against the each work.
(d)    Submission of the utilization certificate of the grants to the District Programme Co-ordinator, RMSA or Dy.Educational Officer of School concerned in the specified formats within stipulated timeframe.
In addition to resolutions of the SMDCs meeting, the following issues should also be strictly attended to:-
1.     The SMDCs will have to maintain a separate cash book for recording the financial transaction of the grants separately under RMSA programmes.
2.     SMDCs will have to up-date their Bank Passbook immediate after receiving information on Bank transfer of the fund and the same should be recorded in the cash book in detail.
3.     In case of the problems related to credit in the SMDCs A/C & other transacting process of the bank, the SMDCs should inform the District Programme Co-ordinator, RMSA concerned immediately.
4.     The SMDCs will have to complete all works to be implemented through the grants within the stipulated period.
5.     After implementation of every work, cash book should be updated mentioning voucher numbers etc.
6.     The SMDCs must be submitted the utilization certificate of the school grants along with photocopies of vouchers within 10 days from utilization of the grants to the concerned District Programme Co-ordinator, RMSA or Dy.Educational Officer of Schools in the specified format.
7.     The SMDC will be legally duty bound for utilization of the grants as per guideline. Disciplinary action will also be initiated against the defaulter SMDC and HM/ Principal of the school.
6.        Community Contribution:
For effective implementation and better completion of the works, contributions of the Govt./ PRI/ Community/ Private sector (either through cash or kinds) are always encouraged and the SMDCs can receive such contributions. The details of contributions should be donated systematically and the contributions are required to be mentioned in the format for proposal of works.
Role of the District Programme Co-ordinator, RMSA or Dy.Educational Officer of Schools and others:
The Dy.Educational Officer of Schools of the district will be the overall co-ordinator for proper implementation of the Annual school grants and Minor Repair grant and the responsibilities in utilization of the grants of the DPCs or Dy.E.O.s are as follows-
1.     To ensure receipt of the grants by the SMDCs timely, the DPCs or ISs will have to co-ordinate with the nodal Bank in the district.
2.     In case of error found in the Bank details along with in the list of schools, the DPCs or ISs should inform the Mission Director, RMSA, Andhra Pradesh immediately.
3.     The RJD , DPC (DEO)  and Dy.E.O. and other officials of RMSA will have to monitor the proper and timely utilization of the grants as per guideline during their school visit.
4.     The DPC (DEO)  and Dy.E.O.s are also to ensure distribution of the guidelines & formats related to proposal as well as utilization of the grants and submission of utilization through the specified format to the Mission Director, RMSA, Andhra Prdesh.
    Format for proposal on the Activities to be implemented through Annual Grants and Minor Repair Grant in the school is enclosed here with.
Encl: as above                            Sd/- K.Sandhya Rani,
     Commissioner and Director of School Education
& Ex-Officio Project Director, RMSA


To
 All the Headmaster & Chairmen, SMDCs of Secondary Schools in the State.  (through the DEO & & Ex-Officio District Project Coordinator, RMSA)
All the District Educational Officer & Ex-Officio District Project coordinator, RMSA in the State for information and take further follow up action in the matter.
Copy   to all the District Collectors & Chairmen, Managing Committee (District Level), RMSA in the State for information and take further follow up action in the matter.
Copy to all RJDSEs in the State for information and take further follow up action in the matter.


//t.c.f.b.o.//

ASSISTANT DIRECTOR, RMSA


















Format for proposal on the Activities to be implemented through Annual Grants and Minor Repair Grant in the school
( For Govt.  Secondary & Higher Secondary schools only in the year of 2014-15)
1.         Name of the school:-
2.         Name of Bank and A/C number of SMDC :-
3.         Name of President of SMDC:-
4.         Name of Member Secretary of SMDC:-
5.         Name of the CD Block:-
6.         District:-
We, the entire members of the SMDC of……………………………. School have placed our proposal of the works to be done and items/ materials to be purchased through the various Grants under 2014-15 provided by Rastriya Madhayamik Siksha Abhiyan (RMSA), Andhra Pradesh as follows –
(Activity- A) :
Minor Repair (Up to a maximum limit of Rs. 0.10 lakh per school): The suggestive repairing works are - School building, Toilets, Tanks, Play Ground, Campus, Conservancy Services, Electrical fittings, Sanitary & Other fittings, Furniture and fixtures etc.
Nature of the work
Expenditure incurred
Remarks
Priority-1


Priority-2


Priority-3


Priority-4


Priority-5


Priority-6


Priority-1


Priority-2
Total Rs.         


(Activity- B) : Purchase of Books, periodicals, newspapers etc (Up to a maximum limit of Rs. 0.10 lakh per school): The suggestive items are - Purchase of Text Books and Reference Books for teachers, Purchase of Library books, Journals & Megazines, Newspapers etc.
Nature of the work
Expenditure incurred
Remarks
Priority-1


Priority-2


Priority-3


Priority-4


Priority-5


Priority-6
Total Rs.         


 (Activity- C) :
Water, Electricity etc. : (Up to a maximum limit of Rs. 0.10 lakh per school): The suggestive items are - Water, electricity and telephone charges, internet charges/ other rates and taxes, Equipments for Sports, music, dance, painting, culture, teaching aids instruments & appliances, Stationeries etc.
Nature of the work
Expenditure incurred
Remarks
Priority-1


Priority-2


Priority-3


Priority-4


Priority-5


Priority-6
Total Rs.         


(Activity- D) :
Sanitation and Allowances : (Up to a maximum limit of Rs. 0.15 lakh per school): The suggestive items are – Wages for Sanitation worker and cleaning activities and allowance to the Teachers who look after the ICT activities and Computer activites.
Nature of the work
Expenditure incurred
Remarks
Priority-1


Priority-2


Priority-3


Priority-4


Priority-5


Priority-6
Total Rs.         




(Activity- E) : Other Expenditure
Other Expenditure time to time on need based : The suggestive items on need based to meet the expenditure with prior permission should be taken from the District Education Officer for limitation of Rs.5000/-  and Regional Joint Director is competent to provide permission upto 10000/- on detailed report and outcomes  should be submitted by the SMDC chairman (Head Master) along with resolution copy so as to take the decision by the competent authorities.
Nature of the work
Expenditure incurred
Remarks
Priority-1


Priority-2


Priority-3


Priority-4


Priority-5


Priority-6
Total Rs.         


            (Activity- F):  Community Participation :
Nature of the work
Donations Received from the Donors
Expenditure incurred
Remarks
Priority-1



Priority-2



Priority-3



Priority-4



Priority-5



Priority-6

Total Rs.         


The following contributions of the Govt./ PRI/ Community/ Private sector (either through cash or kinds) are also proposed to be utilized against the activity.


Activity
Details of Contribution
Activity – 1

Activity - 2

Activity- 3

Activity- 4


As per resolution and decision of SMDC meeting held on …………….., the above Annual School grants of RMSA for 2014-15 along with various contribution will be utilized properly and effectively within the year. The details of works and expenditures will also be do oriented accordingly. The utilization certificate of the grants and the contributions will be submitted to the District Programme Co-ordinator (DPC) or Dy.Educational Officer (RMSA) within the stipulated time.

Name & Signature of                              Name & Signature of Member Secretary
President of SMDC                                  of SMDC:

                                                                                                                                                      
Date:                                                       Date:

















Format for Submission Of Utilization Certificate
(Utilization Certificate of the Minor Repair Grant)
1.       Name of The school:-
2.       Name of the CD Block:-
3.       District:-
4.       The amount of the grant received: - Rs. 10,000.00
5.       The year for which the grant received:-

The utilization certificate on expenditure of Grant for Minor Repair under AWP&B 2014-15 has been submitted as follows:

S.No
Works Completed
Amount Spent
















Total Rs.


Rs. (in words). ...... .. . .. .. .. . .. . .. . . . . . . . . .. .. . .. .. . . .. . .. . . . . . . . Only). The photocopies of the vouchers against the works are enclosed.
We the undersigned certify that the expenditure shown above against each item has been actually spent with utmost parsimony for the benefit of the school.
Signature of 2/3 members of SMDC:
1)
2)
3)
4)
5)
6)
7)
8)
Name of the President of SMDC with Signature
Name of the Member Secretary of SMDC with Signature
Name of the Signature of the Authorized official of DPC, RMSA.

 ------------------- (Receipt of U/C) -------------------
Received the utilization certificate against the Minor Repair Grant of Rs. 10,000.00 for the year of 2014-15 of……………………………….. School.

Date:                                                           Seal & signature of DPC 
                                                          or Dy.Educational Officer of Schools:
                  
 Format for Submission of Utilization Certificate
(Utilization\ Certificate for the Grant of water, Electricity etc. and Purchase of books, periodicals, newspapers etc.)
1.       Name of The school:-
2.       Name of the CD Block:-
3.       District:-
4.       The amount of the grant received:-
i.        Utilization Certificate for the Grant of water, Electricity etc. : Rs. 10,000.00
ii.       Utilization Certificate for the Grant of Purchase of books, periodicals, newspapers etc.:Rs. 10,000.00
5.       The year for which the grant received:-
(i) The utilization certificate on expenditure for the Grant of Electricity, water etc. under
AWP&B 2014-15 has been submitted as follows:
S.No
Works Completed
Amount Spent



















Total Rs.


Rs. (in words) . . . . ... .. . .. .. .. . .. . .. . . . . . . . . .. .. . .. .. . . .. . .. . . . . . . . Only). The photocopies of the vouchers against the works are enclosed.
(ii) The utilization certificate on expenditure for the Grant of Purchase of books, periodicals, newspapers etc. under AWP&B 2014-15 has been submitted as follows:
S.No
Works Completed
Amount Spent



















Total Rs.



Rs. (in words) . . . . . .. .. . .. .. .. . .. . .. . . . . . . . . .. .. . .. .. . . .. . .. . . . . . . . only). The photocopies of the vouchers against the works are enclosed.
We the undersigned certify that the expenditure shown above against each item has been actually spent with utmost parsimony for the benefit of the school.

Signature of 2/3 members of SMDC:
1)
2)
3)
4)
5)
6)
7)
8)
Name of the President of SMDC with Signature
Name of the Member Secretary of SMDC with Signature
Name of the Signature of the Authorized official of DPC, RMSA.

                    -------------------  (Receipt of U/C) -------------------    

Received the Utilization Certificate for the Grant of water, Electricity etc. and Purchase of books, periodicals, newspapers etc. for Rs. 20,000.00 in total for the year of 2014-15 of ……………………………….. School.


Seal & signature of DPC
Date: or Dy.Educational Officer of Schools:
Format for submission of report on utilization of Grants by the DPC or DY.E.O. to State level

District :

Nos. of schools utilized the grants fully:

Nos. of schools utilized the grants Partly:

Sl      Name        of     Amount   Utilised   and   submitted   Voucher                  Utilized fully/ Reason   on   non
        school                alongwith the U/C                                partially     completion/
                        Electricity etc      Library books      MinorRepair
(10,000/-)  Sanitation and ICT Instructor allowance (15000)       Other Activities approved by DEO /RJD (5,000 to 10,000)              remark
                        (10,000/-)  etc (10,000)                                      
                                                                               
                                                                               
Date:

Seal & signature of DPC                   or Dy.EO (RMSA)





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