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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