Minutes of the Meeting held with Administrative Officers / Superintendent / Hostel

Superintendent of the Government Polytechnics by the Commissioner of Technical Education

on 25/04/2015 at 11.00A.M. by Commissioner of Technical Education Telangana State at CTE
Office.
1. It is observed that there is heavy cash on hand in I.R.G., Non-Government funds; Hostel
accumulated Account funds and DDO cash books. Which is ranging between to Rs.3,500/- to
Rs.1,46,000/- and it is highly objectionable as per A.P. Financial Code. The Principals &
Administrative Officers will be equally held responsible for the above lapses. The excess
amount cash in hand beyond the rules prescribed in A.P. Financial Code shall be remitted
immediately. If any expenditure incurred with the cash in hand, the vouchers in a proper
form shall be entered in the cash book and shall produce the copy of the update status on
their cash books before 05/05/2015 to Commissioner of Technical Education by 07/05/2015.
Any deviation in this regard will be viewed seriously.
2.

It is observed that there are discrepancies in the cash balance and Bank Balance as per Cash
book and Bank statement. It is observed that the above discrepancies are noticed in the
following Institutions:

Non-Govt. Cash Book, IRG

-do
-do Bank statements not
produced.
Government Polytechnic for Women, Suryapet.
Not submitted Cash
Books/ records.
Government Polytechnic for Women, Badangpet. Non-Govt. Cash Book
Government Polytechnic, Bellampalli.
Non-Govt. Cash Book
S.S.G.P. Zaheerabad.
Scholar ships Cash Book.
Government Polytechnic for Women, Medak.
IRG Cash Book and
Hostel Cash Book
Government Model Residential Polytechnic, Gajwel. SC Sub-Plan Cash Book,
DDO Cash Book and
Non- Govt. Cash Book
Government Polytechnic, Hyderabad
Q.Q. Government Polytechnic, Hyderabad
G.I.O.E. Secunderabad
A.P.G.I.L.T., Hyderabad

The above discrepancies/ lapses shall be rectified before 05/05/2015, any deviation will be
viewed seriously.
3. It is proposed to constitute a Committee on the issues of student remittances, preparation
of Departmental Manual and remittance of tution fee by students through challan instead
of Cash.
4. It is agreed that to provide computers to all the Administrative Officers for accounting
purpose.

5. Online admissions register shall be maintained by Institutions. It is agreed to consider the

possibility of linkage of fees paid with e-pass website
6.

It is agreed to issue to latest instructions on Cash on hand as per A.P. Financial Code and
reiterate the instructions for payment of Electricity & water charges from the Govt. / NonGovt. funds.

7. It is also noticed that activities taken up in Annual Physical verification of stock is not recorded.
Hence, there is no evidence of Physical stock verification done. Hence, necessary recording
about shortage and excess stock shall be made. Stock entries shall be properly made in the main
stock register and Lab/Section stock registers
8. Necessary Budget is to be provided for clearance of arrears of Water & Electricity Bills.
9. The number of plants actually, received from the concerned District officials and number of
planted in the Institution premises shall be recorded in the separate register of Haritha Haram.
10. The Administrative Officer also shall be included as a member of the Institutional purchase
committee.
11.

The Budget requirement for the 2015-16 shall be submitted by those Institutions which are
not submitted.

12.

The next meeting will be held on 05-06-2015 and between 10-15 May, inspection teams will
visit Colleges to Carryout an academic & financial audit.

Date: 03.05.2015

Sd/- A.VANI PRASAD,

COMMISSIONER