(i) ensure that the bill or claim has been duly verified by the official incurring the expenditure.
(ii) satisfy itself that the bill or claim is reasonable;.
(iii) in the case of bill or claim of any article of dead stock, stationery or stores, satisfy itself that necessary steps have been or will be taken to keep a proper record in respect thereof; and 2
(iv) ensure that all payments to the officers and employees on account of pay and allowances or expenditure on account of benefits and perquisites are authorized by the Punjab Ex-Servicemen Corporation (Service) Regulations, 1979 as amended from time to time or by general or special order of the Board not inconsistent therewith.
4. Tenders to be called.
(1) Except in the circumstances mentioned in clause (2) of this Regulation, no article of dead stock, stationery or stores involving total expenditure of more than two thousand rupees in any one instance may be purchased by or on behalf of the Corporation unless tenders therefore have been called through Public Notice or quotations therefore have been called from at least three reputed firms, suppliers or contractors.
(2) It will not be necessary to call tenders or quotations in the following circumstances :-
(a) where the source and rates of supply have been approved by the Central or the State Government ; or
(b) where articles are required urgently and delay will cause serious inconvenience of dislocation of work if the purchase thereof is deferred untill after the tenders or quotations have been obtained ; or
(c) for purchase of proprietary items.
In each case that the purchase is made without inviting tenders or quotations, reasons shall be recorded in writing.
5. Powers delegated to the Financial Controller : The Financial Controller may incur expenditure under the following Heads, subject to the condition that budgetary provision is not exceeded and the payments are admissible under the Rules and Regulations of the Corporation or have been authorized by general or special order of the Board not inconsistent therewith :-
(1) Establishment Account
(i) Pay including special pay personal pay and deputation pay ;
(ii) Dearness allowance and deputation allowance ;
(iii) Compensatory allowance ;
(iv) House Rent allowance ;
(v) Conveyance allowance ;
(vi) Contribution to Provident Funds ;
(vii) Leave Salary Contribution
(viii) Pension Contribution ;
(ix) Interim relief hot relief ;
(x) Gratuity.
(2) Medical reimbursement bills allowance :
Upto 300 per month by the Financial Controller Above this limit by the Managing Director 3
(3) Ex-gratia and payments on compassionate grounds:
subject to specific approval of the Board in each case.
(4) General Charges Account :
(i) Director's Fees and Other Allowance Full powers.
(ii) Auditor's Fees and Expenses :
On the scale authorized by the Board.
(iii) Law Charges :
Monthly retaining fee as may be payable to the Legal Adviser of the Corporation under the terms of his appointment. All other expenditure under this head shall require the specific approval of the Board, provided that in cases of urgency and emergency, the Managing Director may authorise such expenditure and inform the Board at its next meeting.
(5) Rent, Taxes, Insurance :
(i) The rent of premises or other property leased to the Corporation, other than accommodation, other than accommodation for the residence of Corporation's officers or employee, upto Rs.5000/- per month. Beyond this limit the prior approval of the Board shall be required.
(ii) Rates and taxes on the scale applicable to the property involved.
(iii) Such other rates, cesses and taxes as may be levied by the State or Central Government or any local or other authority, from time to time.
(6) Insurance Premium on Insurance Policies Taken :
(i) to insure the Corporation's premises and their contents against loss or damage by fire and/or earthquake ;
(ii) for the benefit of the officers and employees of the Corporation provided it is one of the conditions of their service ; and
(iii) to insure the moveable property including machinery of the Corporation as and when they fall due.
(7) Electricity and Water Charges :
Full Powers.
(8) Postage, Telegrams and Telephones :
Full powers, provided that the prior approval of the Board has been obtained for :- 4
(i) installing a new telephone connection either at the office or at the residence of any officer ;
(ii) regularizing local calls from residential telephones in excess of that permissible to officers of comparable rank in the State Government.
(9) Printing :
Upto Rs. 1000 in any single case, and above this limit with the prior approval of the Managing Director.
(10) Depreciation :
(i) Depreciation on corporation property will be on the scale laid down in the Indian Companies Act, 1956 or the Income Tax Act as amended from time to time.
(11) Repairs to Corporation's Property :
Full powers subject to authorisation by the Managing Director to incur expenditure upto a sum of Rs.10000/- at a time, and in excess of this limit by the Board.
(12) Bank and Agency Charges :
(i) Any commission, exchange or other charges payable to any bank, or to the Post Office on account of money order commission.
(ii) Any charges to any agent of the Corporation in terms of any arrangements or agreement approved by the Board.
(13) Miscellaneous :
(i) Books and Newspapers :
Full Powers
(a) for the supply of official Gazette of the Central and the State Government ;
(b) for any other periodical/newspaper for official use, with the approval of the Managing Director ; and
(c) other expenditure, subject to the approval of the Board.
(ii) Uniforms :
On the scale authorized by the Board, subject to the specific sanction of the Managing Director in each case.
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(iii) Advertisements and Notices :
Within the budgetary provision with the approval of the Managing Director. Expenditure in excess of this limit requires the approval of the Board.
(iv) Travelling and Halting Expenses:
(v) Entertainment Expenses :
Within the limits laid down by the Board.
(vi) Maintenance of Staff Cars and Other vehicles :
Expenditure upto Rs.1000 at a time, and in excess of this, the approval of the Managing Director.
(14) Stationery and Stores :
Upto Rs.500 at a time, and above this limit with the prior approval of the Managing Director.
` (15) Immovable Property :
(i) Purchase or sale of immovable property and the leasing out or disposal in any other manner thereof.
(ii) Expenditure of capital nature on addition and alterations of the Corporation's premises, land etc with the prior approval of the Board.
(16) Electric installations fans and other equipment :
(other than Cars. Vehicles, air conditioners and telephones) With the approval of the Managing Director or subject to provision in the budget.
(17) Maintenance or Service Contracts :
Maintenance or service contracts in respect of the following items :-
(i) Corporation's building including leased premises ;
(ii) Electric installation etc ;
(iii) Sanitary and plumbing installation ; and
(iv) Office Machines (Computers and Peripherals, Xerox machines, FAX, accounts machines, typewriters etc.)
Subject to approval of Managing Director.
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