government of the punjab - psca€¦ · psca delegation of financial power rules & procedures 1...

Punjab Safe Cities Authority

DELEGATION OF FINANCIAL POWERS

RULES AND PROCEDURES, 2015

Government of the Punjab

PSCA DELEGATION OF FINANCIAL POWER RULES & PROCEDURES

1

OFFICE OF THE PUNJAB SAFE CITIES AUTHORITY LAHORE

DELEGATION OF FINANCIAL POWER RULES AND PROCEDURES

2015

NOTIFICATION

No.1747/PSCA/2016,

1. SHORT TITLE AND COMMENCEMENT

(1) These rules may be cited as the Punjab Safe Cities (PSCA)

Delegation of Financial Powers Rules, 2015. The jurisdiction of

these rules applies to the PSCA and its subordinate offices

including Project Management Units.

(2) These shall come into force at once.

2. DEFINITIONS

(1) In these rules, unless the context otherwise requires:

a) “Chairperson” mean Chairperson of the Punjab Safe Cities

Authority as defined in Section 3(2)(a) of Punjab Safe Cities Authority Ordinance 2015

b) “Chairman Management Committee” means the Chairman

Management Committee of the Authority

c) “Managing Director” means the Managing Director of PSCA;

d) “First Schedule” and “Second Schedule” mean, the First and the Second Schedules enclosed to these rules respectively, and


2

e) “Officers in Category-I” and “Officers in Category-II” mean

the Officers specified in Part-I and Part-II of the First Schedule and Second Schedule respectively.

f) “Financial Procedure” means Financial Procedures of PSCA made under these

(2) An expression used in these rules but not defined in it, shall have

the same meaning as assigned to it in the Punjab Financial Rules,

Volume-I.


3

3. DELEGATION OF POWERS

(1) The authorities specified in column 3 of the Second Schedule shall

exercise the powers conferred in column 2, to the extent mentioned

in column 4 thereof.

(2) Notwithstanding anything contained in sub-rule (1) –

(a) subject to the superintendence of the Home Department and in the spirit of Article 9(1) read with Article 2(xxvi-a) of the

Police Order, 2002, the Managing Director may exercise financial powers of an Administrative Department under Part-I of the Second Schedule to these Rules;

(b) the Chief Operating Officer controlling budget of the PSCA may exercise the powers of a Category-I Officer under Part-I

of the Second Schedules to these Rules;

(c) the Government may, by notification, confer the financial powers of an Administrative Department on any officer;

(d) the Government may, by notification, confer the financial powers of an officer of a category as mentioned in the First Schedule, on any other officer; and

(e) the Government may, by notification, confer the special financial powers mentioned in Part-II of the Second

Schedule, on any officer.

3. Notwithstanding anything contained in rule 3, the higher authority in a

Department shall have the same powers as have been delegated to an authority

subordinate to it under the said rule. The powers conferred under this rule on

a higher authority shall not be in derogation of, but in addition to, the powers

of the subordinate authority.

4. The powers delegated under rule 3 shall be exercised subject to any

general or specific conditions laid down in the Second Schedule to these Rules

and financial procedures of PSCAas amended from time to time by the

Authority. Minor changes in the Forms can be made by the Head of the

Department which are not inconsistent with spirit of these rules.

5. These Rules shall be exercised subject to prevailing Punjab Procurement

Rules.

BY ORDER OF THE GOVERNOR OF THE PUNJAB


4

FIRST SCHEDULE

[See Rule 2(1) (c)]

PART – 1 ----- OFFICERS IN CATEGORY - 1

1. Managing Director PSCA

2. Chief Operating Officer PSCA

PART – II ------OFFICERS IN CATEGORY – II

1. Chief Administrative Officer of PSCA

2. Any other Officer Designated by the Managing Director for this purpose.


5

SECOND SCHEDULE

[See Rule 3(1)]

PART–I POWERS

Sr.# Nature of Powers To whom delegated Extent

1 2 3 4

1. Creation/Abolition of

posts

i. Chairperson

ii. Managing Director

iii. Officers in Category - I

Full Powers

Full Powers in

respect of the

posts under his

control.

Full powers in

respect of posts in

PSCA-9 to PSCA-

12 under his

control.

Note-1: All orders regarding abolition of posts passed by the Chairperson/

Officers in Category-I and II shall be communicated to the

Accountant General, Punjab / District Accounts Officers and

Finance Department.

2. Sanctioning expenditure

debit able to the object

classification other than

purchase / replacement

of vehicles / machinery

/ tools/ plants etc. and

employees related

expenditure

a) To sanction

expenditure on items specifically

shown in the current budget estimates, against

detailed objects

i. Chairperson

ii. Officer in Category – I

iii. Officer in Category-II

Full Powers

Full Powers

Each item not

exceeding Rs.0.300

million.

Note:

i. The Administrative Approval shall connote “financial sanction” and the prescribed procedure shall apply.


6

ii. Chairperson and Officers in Category –I to III may adopt purchase procedure under PPRA rules.

2(b) Sanctioning

expenditure on local

purchase of items as

under:

i. Local purchase of stationery

including Toners, Ribbons, and Computer

related Stationery.

i. Chairperson

ii. Officers in Category-I

iii. Officers in Category-II

Full powers

Full powers

Upto Rs.0.400

million during the

financial year.

ii. Sanctioning

expenditure on local purchase /

addition to stores, Durable goods, equipment,

instruments, computers,

Photostat machines, printers, fax machines,

duplicators, computer accessories, motor

cycles / cycles, and commodities

(not involving expenditure in foreign exchange)

i. Chairperson



Full Powers

Full Powers

Upto Rs.0.300

million during the

financial year for

one article / item or

class of similar

articles of stores /

commodities.

Note: Furniture items shall be considered as one article / item.

iii. Local purchase Powers of sanctioning

expenditure on repair of articles

of stores etc. mentioned

No. 2(b) ii) above.

i. Chairperson



Full Powers

Full Powers

Upto Rs. 40,000

in each case.

iv. Expenditure on

utility charges i.e Electricity, Sui gas, water

charges, and taxes.

i. Chairperson



Full Powers

Full Powers

Full Powers


7

v. Service Postage,

telegraphic charges, charges on Courier

Services, Fax, internet / E- mail,

(for official business only),computer

services , both customized and licensed, publicity

and advertisement and office

telephone charges other than those for residential

telephone.

i. Chairperson.



Full Powers

Full Powers

Full Powers

Note 1: Residential telephone shall be sanctioned by the Chairperson and

Managing Director upto the extent of ORT facility. Note 2: Office telephone will be sanctioned by officers in Category-I.

Note 3: In emergencies, like floods, epidemics and earthquake, terrorist incidents, crises, Managing Director and Chief Operating Officer will

have the powers to sanction installation of residential telephones for Government / Authority Officers upto the period of three month.

vi. POL including CNG charges

(not exceeding the rates mentioned in the Part II of

these rules).

i. Chairperson.



Full Powers

Full Powers

Full Powers

vii. Charges for

Printing at private presses other then

Government Press.

i. Chairperson.



Full Powers

Full Powers

Upto Rs. 0.200

million in each case

Note 1: PSCA and subordinate offices/PMUs will be empowered to have

printing done at Private Presses upto the value Rs. 0.500 million and officer

in Category-I, II ,III will be empowered to get printing done at Private Press

upto the extent of their respective local powers as indicated above without

obtaining No Objection Certificate from the Government Printing Press.

Note 2: The Chairperson and Managing Director may exercise full power to


8

sanction expenditure on printing done at Government Printing Press.

viii. Contributions &

Subscriptions in accordance with the rules /

governmental instructions and availability of

funds.

i. Chairperson.


Full Powers

Full Powers

ix. Conference,

Seminars/ Workshops / Symposia.

i. Managing Director


Full Powers

Full Powers

x. Conference, Seminars/ Workshops /

Symposia.


iii. Officers in

Category-I

Full Powers

Full Powers

xi. Law Charges.

xii. Fees to Law Officers.

xiii. Fees / Charges in

connection with departmental examinations /

trainings in accordance with

the rules.




Full Powers

Full Powers

Upto Rs. 0.5 million in

each case.

xiv. Fees in other cases on lieu of

services rendered.



Full Powers

Full Powers

xv. Compensation

payable to any individual under

law / rules of judgment of Courts.

xvi. Payment of Scholarships


ii. Officers in

Category-I

Full Powers

Full Powers

xvii. Purchase of Periodicals

Newspapers (Printing / Electronic)


ii. Officers in

Category-I

iii. Officers in

Category-II

Full Powers

Full powers

Two Newspapers Daily


9

Note: Chairperson and Officers in Category-I to III may exercise full powers

to sanction expenditure on the purchase of newspapers and

periodicals for library in accordance with the scale prescribed by the

Authority.

xviii. Purchase of Books, Maps and

Teaching Materials.




iv. Officers in Category-II

Full Powers

Full Powers

Full Powers if

authorized by the

Managing Director

Upto Rs. 50,000

during the financial

year

xix. Copies and Photostat Charges.


ii. Officers in

Category-I

iii. Officers in

Category-II


Full Powers

Full Powers

Full Powers

Full Powers

xx. Hire Charges of furniture and

tentage etc.



iii. Officers in

Category-II

Full Powers

Full Powers

Upto to Rs. 60,000

per annum in each

case.

xxi. Expenditure on carriage of records and movable

assets / property of the

Government.

i. Chairperson

ii. Officers in

Category-I


Full Powers

Full Powers

Full Powers

xxii. Expenditure in

emergent cases on account of binding

work executed locally.

i. Chairperson

ii. Officers in

Category-I

Full Powers

Full Powers


10


Full Powers

xxiii. Other (items not

mentioned in Sr 2(b) (i) to (xxii):

a) Non-

recurring items.

b) Recurring items.

i. Chairperson



Full Powers

Upto Rs. 5.0 million in

each case.

Upto Rs. 0.250 million

in each case.

Note 1: The procedure prescribed under paras b & c of Annex-D to Rule 15.2

of Punjab Financial Rules Vol-I may be adopted if PSCA procedures do not

provide guidance, while effecting local purchases / hiring & renting of the

items mentioned therein under Sr. No. 2 (b) (i) to (xxiii) above and will be

exempted from the procedures of competitive bidding.

Note 2: No item of expenditure may be sanctioned under Sr. No. 2 (a) & (b)

and purchased from contingencies on unusual or novel / luxurious items

except with the prior approval of Head of the Department.

3. Purchase and

replacement of

machinery, tools, plants

and vehicles including

commercial vehicles,

jeeps and land rovers.

Provided that :

i. Chairperson

ii. Chairperson

Management Committee

iii. Officers in Category-I

Full Powers

Full Powers

Full Powers

i. The strength of vehicles in the PSCA has been sanctioned by the

Finance Department, and the purchase / replacement is required for keeping up the sanctioned strength.

ii. The vehicle, machinery etc. to be replaced has been condemned / declared surplus by the Managing Director as per Financial Procedures of PSCA.

iii. The sanctioning authority is satisfied that the work for which the vehicle / machinery etc. was originally sanctioned has not undergone a substantial reduction making it redundant to replace the vehicle /

machinery etc. and iv. Minimum distance of two Lac Kilometers for all motor cars, jeeps and

motor cycle / scooter with engine power upto 1600 cc and of 0.250 million kilo meters for all other motor vehicles shall be observed as a uniform criterion for replacement of vehicles.

4. Powers to sanction and

incur expenditure on

addition to or repairs /

replacement of parts and

overhauling, etc. of the

i. Chairperson

Upto Rs. 0.500

million or 50 percent

of the un-

depreciated book

value (cost of


11

machinery, tools and

plants and motor

vehicles subject to

Following restriction.

i. That the repairs are carried in the

prescribed / authorized workshops; in

absence such workshops

quotations and open tenders may be invited in the

ii. Following manner:- a) Small order

uptoRs. 50,000/- b) Limited tender

enquiry, upto Rs.

0.150 million; c) Open tender

enquiry, when the

estimate of repair exceeds the limit of

Rs. 0.150 million; iii. The expenditure is

economical with

reference to the service period of the tools, plants,

machinery, vehicle


iii. Officers in

Category-I

iv. Officers in

Category-II

purchase) in each

case.

Upto Rs. 0.150


of the un-

depreciated book

value (cost of

purchase) in each

case.

Upto Rs. 0.10


of the un-

depreciated book

value (cost of

purchase) in each

case.

Upto Rs. 50000/- in

each case.

5. Expenditure on rent of

non-residential buildings

and land.

i. Chairperson


iii. Officers in

Category-I


Full Powers

Full Powers

Upto Rs. 2.00

million per annum

in each case.

Upto Rs. 1.00

million per annum

in each case.

FOR BUILDINGS- Hiring of buildings on rent would be subject to the

condition that rent reasonability certificate given by Chief Administrative

Officer and approved by officers in the Category-I.

FOR LAND- Subject to the condition that rent reasonability certificate is

given by the Revenue Department exercising powers of the Collector under

Land Revenue Act 1967.


12

6. Awards/Honoraria i. Chairperson




Full Powers

Full Powers

Upto salaries in each

case during F.Y

Upto one salary in each

case during the

financial year subjected

to approval from MD.

7. Grants – in – Aid. Chairperson

Full powers in

accordance with the

rules.

8 (a) Powers of Administrative

approval to Work /

Development Schemes.

i. Chairperson.

ii. Administrative Department

iii. Chairperson of Management

Committee

Full Powers

Upto Rs. 700 million.

Upto Rs. 300 million

Note 1: These powers shall be exercised by the Authority in Development

Sub-Committee consisting of the members indicated below:-

Managing Director

A representative of the

P&D

Department, not below

the rank of Additional

secretary / Chief of

Section / Assistant Chief

of the Department

concerned.

A representative of the

Finance Department not

below the rank of Deputy

Secretary.

A representative of Police

Department not below

the rank of Senior

Superintendent of Police

BS-18.

Chairperson

Member

Member

Member


13

Where there is difference of opinion, the scheme shall be referred to the

Provincial Development Working Party.

The powers delegated to the Administrative Department and Chairperson

in Sub Committee shall be subject to the condition:-

i. No expenditure shall be incurred on a scheme unless there is a

provision in the Development Budget of the year. ii. The scheme so sanctioned shall be sent to Planning and Development

Department and Finance Department, simultaneously for their record.

iii. Where the schemes involve creation of new post/s. the staff portion of such schemes shall be separately got cleared from the Finance Department.

iv. A development scheme having a subsidy / foreign aid element shall be brought to the PDWP for approval irrespective of its cost.

Note 2: The powers delegated to Officers in Category-I shall be subject to the

following conditions:-

i. No expenditure shall be incurred on a scheme unless necessary provision for such expenditure exists in Development or the Non-

Development budget of that year, as the case may be. ii. In case of Development Schemes copies thereof shall be sent to the

Finance Department for record. iii. A development scheme having a subsidy / foreign aid element shall be

brought to the PDWP for approval irrespective of its cost.

8

(b)

Powers of Administrative

Approval (for

maintenance and repair

works of Residential and

non-residential buildings

– chargeable to current

budget of the department

concerned).

i. Chairperson



iv. Officer in Category-II

Full Powers

Upto Rs. 3.00 million

Upto Rs. 1.500

million

Upto Rs. 0.500

million

Note I: No administrative approval and technical sanction would be required

for M&R Works upto Rs.1.0 million and institutions may carry out these

works on a quarterly basis, if required;

Note II: Certificate of satisfactory completion of work by the Chief

Administrative Officer shall be required for final payments and closing of the

accounts by the executing agency; and

Note III: 10% and 4.5% cushion admissible for original work for technical

sanction and acceptance of tender respectively shall not be allowed for M&R

Works.

9 Re-appropriation of

funds.

i. Chairperson


iii. Officers in

Full Powers

Full Powers


14

Category-I Full Powers

Subject to the following conditions:-

1. No re-appropriation will be made from one Grant to another.

2. No re-appropriation will be made from the funds allocated for a particular financial year after the expiry of that financial year.

3. Re-appropriation will not be made from the funds authorized for expenditure charged upon the Provincial Consolidated Fund and other expenditure.

4. No re-appropriation will be made to meet expenditure not sanctioned by an authority competent to sanction it. (If the authority sanctioning

re-appropriation of funds for a particular purpose is authorized to sanction expenditure for that purpose its order of re-appropriation will operate as sanction for such expenditure also).

5. Re-appropriation will not be made to meet expenditure on purposes not contemplated in the Schedule of Authorized Expenditure pertaining to a particular financial year. If funds to meet such

expenditure are available under the relevant grant, re-appropriation to meet such expenditure may be made but only after a token sum has

been authorized through a Supplementary Grant. 6. No re-appropriation will be made to meet expenditure for a purpose

the allotment for which was specifically reduced or refused by the

Provincial Assembly. 7. Re-appropriation will not involve under-taking of recurring liability. 8. Re – appropriation will not be made out of lump sum provision.

9. No authority subordinate to the one which reduced an allocation will increase such reduced allocation by means of re-appropriation.

10. No re-appropriation will be made to or from “Basic Pay of Officer” and “Basic Pay of Staff: and Regular Allowances.

11. Re-appropriation will not be made so as to divert the provision

for specified new items to other purposes. 12. Re-appropriation will not be made so as to convert the provision

specifically made for expenditure in foreign exchange into expenditure in local currency.

13. No re-appropriation will be made from the sub-head “

Surrenders or Withdrawals within the Grant” 14. No re-appropriation will be made from a unit with intention of

restoring the diverted appropriation to that unit when savings become

available under other units later in the financial year. 15. In the case of expenditure on works:-

a) No re-appropriation will be made to meet any expenditure which is likely to involve further outlay in a future financial year.

b) No re-appropriation will be made from or to the units “Major

Works”. “Minor Works” and “ Repairs” and “ Maintenance and Repairs”;

c) No re-appropriation will be made from the allotment for a new original major work to any other work or item or vice versa; and

d) Re-appropriation can be made from an original major work in

progress only to a work or works of the same category. 16. In the case of development schemes:-

a) Re-appropriation will not be made except for approved schemes;

and b) The approved cost of the scheme will not be exceeded, through

re-appropriation, by more than 10% of the amount for which the


15

scheme has been administratively approved. 17. No re-appropriation will be made out of the budgetary

allocations under “Electricity, POL, Gas, and Telephone Charges Rent,

Rates & Taxes “without the prior approval of the Finance Department. 18. No re-appropriation will be made from one detailed function to

another.

10 Power to declare motor

vehicles, T& P,

machinery, equipment,

spares, stores/ stocks

etc, as surplus & / or

unserviceable.

i. Chairperson



iv. Officer in Category-II

Full Powers

Upto the value of

Rs.3.00 million per

item.

Upto the value of

Rs.1.500 million per

item

Upto the value of

Rs.50,000 per item

Note:- In case of motor vehicles, minimum distance of two Lac Kilometers for

all motor cars, jeeps and motor cycle / scooter with engine power upto

1600cc and of 0.250 million kilo meters for all other motor vehicles

shall be observed as a uniform criterion for replacement / declaring of

vehicles as surplus

11 Powers to sell surplus or

unserviceable motor

vehicles, T&P,

machinery, equipment,

spares, stores/ stocks

etc. by auction.

i. Chairperson



Full Powers

Full Powers

Upto Rs.0.200/- at a

time.

Note: I: The amounts indicated above refer to un-depreciated book value

(cost of purchase). Further, reserve price for auction of condemned

/ surplus / stolen vehicles, machinery, tools / plants and durable

goods may be assessed in accordance with the yardstick given in

para 4.31 or B&R Code read with Finance Department’s letter

No.FD(FR)II-36/79,dated 12th July, 2007.

Note:-II Open auction will be held for disposal of condemned / surplus

items at the level of PSCA headquarter / PMU office when the

assessed value of auctioning items upto Rs.0.200 million.

12 Power to order refund in

accordance with the

rules or in pursuance of

decisions of Courts in

respect of which no

i. Chairperson


Full Powers

Full Powers


16

appeal is proposed to be

filed.


Upto Rs.0.300

million in each case.

13 Power to suspend

collection of Government

dues.

i. Chairperson


For a period not

exceeding one year.

For a period not

exceeding 3 months.

14 Remission of

Government dues in

accordance with the

rules.

i. Chairperson


Full Powers

Full Powers

15 To sanction advance to

PSCA employees for

construction / purchase

of a house or purchase of

motorcar or any other

means of conveyance or

purchase of computers.

i. Chairperson


Full Powers

Full Powers to

sanction the above

stated advances to

the employees of the

Authority to whom

they are competent

to appoint.

Note: - The above powers are to be exercised subject to the availability of

funds certified by the Audit Office concerned and in accordance with

the scale of advance prescribed by the Authority from time to time.

16 To write off losses on

account of negligence

and fraud.

i. Chairperson


Upto Rs.2.0 million

in each case

provided an enquiry

report is sent to the

Director General

Audit and F.D.

17 To write off losses on

account of negligence

and fraud.

i. Chairperson

ii. Officer in Category-I

Upto Rs. 2.00


provided the

Administrative

Secretary certifies

that, responsibility

to the loss does not

lie on any individual.

Upto Rs. 0.500


provided that

responsibility to the

loss does not lie on


17

any individual.

18 Powers to sanction

investigation of claims of

Government servants to

arrears of pay,

allowances, etc.

i. Chairperson


Full Powers

Full powers in

respect of T.A claims

not more than 3

years old, and other

claims not more

than 3 years old.

19 a) Leases of Land

pertaining to Government

buildings.

b) Auctioning of

service outlet / canteen, leases of fruit trees and sale

of grass growing in the compounds of

Government Buildings/ Land.

i. Chairperson


iii. Officer in Category-II

Full Powers subject

to leases being

openly auctioned for

a period not

exceeding one year

at a time.

Full Powers subject

to leases being


a period not

exceeding one year

at a time.

Full Powers subject

to leases being


a period not

exceeding one year

at a time.

20 Power to dismantle and

sell – unserviceable

buildings.

i. Administrative Department.

ii. Officer in Category –I.

Upto the value of

Rs.3.000 million in

each case.

Upto the value of

Rs.1.50 million in

each case

Note: - The prescribed procedure as in para 3.10 of B&R Code may be

adopted for the calculation of value of the dismantled material.


18

21 Power to sanction

reimbursement of

medical charges.

i. Chairperson


Full Powers

Full Powers

22 Engagement of

services/consultants for

the Authority.

i. Chairperson


iii. Officer in Category -I

Full Powers

Full Powers

Full Powers


19

PSCA Financial Procedures

[See Rule 4]

[November 12, 2015]


20

These Procedures may be cited as the Punjab Safe Cities (PSCA) Financial

Procedures, 2015. The jurisdiction of these procedures applies to the PSCA

Financial matters and its subordinate offices including Project Management

Units.

1. CAPITAL EXPENDITURE

(1) Tangible and intangible property having a useful life of more than one year

and an acquisition cost of Rs. 10,000 or more per unit shall be capitalized.

(2) All durable items costing less than Rs. 10,000 and having a recurring value

but not capitalized shall be recorded on the Fixed Assets Register at Rs.1.

(3) Major repairs shall be capitalized based on the principle of Materiality and

useful life of the expense being capitalized.

(4) Budgeted items shall mean number of items as well as amounts included in

the approved budget.

(5) All disposals of fixed assets shall be according to disposal policy approved

by the Authority.

(6) Re-appropriation of Budget shall be made as per Part-I of the Schedule.

(7)

(8) All procurement shall be made in accordance with the Public Procurement

Rules, 2004 and subsequent amendments, if any.

(9) On execution of purchase and receipt of items, the Goods Receiving Note

(GRN) (F-1 to F-3) will be signed and cleared for payment by the following:

Head Office/SRO

i) Where purchase is up to Rs. 200,000/: By concerned

Deputy Chief of Unit and DC Finance.

ii) Where purchase is more than Rs. 200,000/: By

concerned Chief of Unit and Chief of Procurement.

(10) On receipt of invoice duly supported by a GRN*, it shall be approved and

signed by authorities concerned as per delegated powers:

(11) At month-end, all purchased capital items for each Unit/Section shall be

submitted by Finance department to the concerned Chiefs & Chief

Operating Officer for information.


21

(12) Total ‘Budgeted’ expenditure on capital items duly authorized by the

Authority for the Quarter with details of quantity and cost and presented to

the Managing Director and placed on record by the Finance Unit.

(13) All payments against capital expenditures shall be pre-audited.

2. REVENUE EXPENDITURE

(1) Expenditure on goods and services procured shall be processed by

Contracts and Procurement Unit on the following basis:

(2) Request from various Units/Sections shall be received and signed off by the

concerned Chief(s).

(3) All purchases/services will be initiated on written requests. Administration

Unit shall take action on the receipt of approved requests.

(4) Requisition shall be approved by authorities specified in Part-I of the

Schedule.

(5) Re-appropriation of Budget shall be approved by authorities specified in

Part-I of the Schedule.

(6) All procurement shall be made in accordance with the Public Procurement

Rules, 2004 and subsequent amendments, if any.

(7) The bills arising from executed work order/purchase requisition shall be

approved, on the strength of invoice verification by the concerned Unit Head

or the concerned individual in case of the goods and services.

(8) All payments (excluding payroll, all utility expenses, & employee

entitlements) will be pre-audited.

2.1 Payroll

(1) Payroll shall be prepared by Administration Section on monthly basis.

(2) Monthly reconciliations shall be prepared between last month and current

month payroll. Any changes must be supported by properly approved and

authorized additions/deletions.

(3) Chief Administrative Officer shall approve payroll irrespective of amount and

the Managing Director shall countersign for hind sight review.

(4) In case of temporary absence of Chief Administrative Officer Chief of

Finance shall approve the payroll for payment. However, it shall be

approved by Chief Administrative Officer on his return.


22

2.2 Payments Against Employee’s Entitlements

(1) Since these are pre-defined and pre-approved benefits laid down as per

policies, all payments shall be processed by the Finance Department

without any further approval.

2.3 Petrol Expense Payments

(1) Petrol Expense payments of Managing Director, Chief Operating Officer shall

be approved by Chief Administrative Officer irrespective of amount.

(2) The monthly limits shall be followed in approval of monthly Petrol Expense

Payments.

(3) The monthly limits as prescribed by the Managing Director will be

monitored on yearly basis, i.e. July 01 to June 30. Once the annual limit

has been consumed by an officer any excess will be informed by

Administration Section to Finance Unit.

(4) Finance Unit will pay the vendor in full and book the excess as receivable

and deduct from monthly salary/adjust in next month provided that no

adjustment shall be carried forward to next Financial Year.

2.4 Local Conveyance Reimbursement

(1) In case official vehicle is not available in office and an employee has to travel

locally for official work, he / she will be paid Rs. 20 per Km. on the basis of

approval of the concerned Chief of Unit/Section. The concerned Chief shall

ensure that correct mileage is claimed.

2.5 Outstation Conveyance Reimbursement

(1) In case any employee up to DC level, uses his/her car for outstation travel,

payment @ Rs.10 per K.M will be made to cover the cost of fuel, lubricants,

wear & tear, toll tax etc.


23

(2) The distance allowed will be as follows:

From To Distance (Km)

Lahore Rawalpindi/Islamabad 400

Lahore Faisalabad 150

Lahore Multan 375

Lahore Gujranwala 75

2.6 Advertisement Expense

(1) Advertisement expense shall be initiated and incurred by the Chief

Operating Officer.

(2) Approval shall be granted by the Managing Director for placing

advertisement.

(3) Invoice shall be received and verified by the Chief Administrative Officer

ensuring that Press Information Department (PID) approval has been

obtained.

(4) All advertisements shall be through advertisement companies duly

appointed by the Authority. Appointment of advertisement companies will

be done with the approval of Managing Director on yearly basis.

(5) Once the invoice is approved by PID and verified by Chief Administrative

Officer, no further approvals will be required by Finance Unit for processing

payment.

2.7 Overtime

(1) Overtime shall be charged at the following rates for the work done after

close of business hours during week days and for holidays.

Staff Entitled for Overtime Payment Overtime Rate

PSCA -10, 11, 12

Hourly rate Rs. 100 for week

day

Hourly rate Rs. 125 for week

end/holiday

(2) No overtime shall be paid to an employee in case he works less than one

hour after close of business hours on week days.

(3) If staff puts in more than 3 hours on weekdays and more than 5 hours on

weekend, they will be entitled to meal allowance as per following rates:


24

Staff Entitled for Meal

Allowance

Meal Allowance Rate

(per day)

PSCA - 10, 11, 12 Rs. 100

(4) No vouchers need to be submitted.

(5) Overtime, lunch/dinner claims and conveyance for late sitting of staff

entitled to overtime shall be submitted on prescribed form and shall be

approved as follows:

i. Chief of Units shall approve overtime charges for their staff reporting

to them.

ii. Managing Director/Chief Operating Officer shall approve overtime

charges for staff reporting directly to them.

(6) In case an employee of the Authority is required to stay late for office work,

conveyance charges at the following rates shall be reimbursed to him on

production of an approved Expense Claim Form (F-4):

i. All employees except those who have been provided vehicles by the

Authority and are provided with petrol allowance shall be entitled to

conveyance charges.

ii. All officer grade employees shall be entitled to conveyance allowance

of Rs. 500 per day where they are required to perform official duties

in office or otherwise on weekends.

iii. All non-officer employees shall be entitled to conveyance allowance of

Rs. 300 per day where they are required to perform overtime in

excess of 3 hours on weekdays and Rs. 400 per day for working on

weekends.

iv. The claim shall be presented on a monthly basis on the Expense

Claim Form (F-4), duly verified by the Chief of Unit.

v. The person delegated the authority for approval of claim shall be

responsible to monitor the genuineness of the claim.

(7) Chief of Units shall provide a comparative figure on monthly basis of

overtime bill for the month for each Unit and total for the Authority by the

Finance Unit to the Chief Operating Officer/Managing Director.

2.8 Official Entertainment

(1) Per event entertainment expenses limits are as follows:


25

Initiated By Amount of Expense Approving Authority

Deputy Chief of Unit Upto Rs. 10,000 Approved by authorities

specified in Part-I of the

Schedule Chief of Unit Above Rs. 10,000

Chief Operating

Officer/Managing Director

Upto Rs. 50,000

Above Rs. 50,000

(2) Where the expense is being signed by the higher relevant authority, the

intervening signatories may not be required to sign the expense form.

(3) Official entertainment will be claimed on the Expense Claim Form (F-4).

Names of persons must be given on expense claim form, who was actually

entertained.

(4) All entertainment requisition forms should specify the occasion and

justification for expense together with names of persons proposed to be

entertained.

(5) Finance Unit shall provide monthly expenditures together with budget and

variance.

(6) Official entertainment expenses of Authority and Executive/Management

Committee’s meeting up to Rs. 50,000 shall be approved by the Chief

Operating Officer of the Authority and above Rs. 50,000 by the Managing

Director.

2.9 Utility Expenses

(Electricity, gas, telephone, electronic communication such as internet/cable

TV utility, DSL connection, water, rent, rates and taxes of approved premises)

2.9.1 Electricity, gas, water, rent, rates and taxes

(1) All charges relating to Rent, rates and taxes and utilities including

electricity, gas, electronic communication such as internet/cable TV utility,

DSL connection etc., diesel and water shall be approved by Chief

Administrative Officer.

2.9.2 Official Telephones at PSCA Offices

(1) The below mentioned limits shall be followed for payment of official

telephone charges for direct numbers provided.


26

Level of Person No Approvals

Required for

Amounts

Approval

required for

Amounts

Approving

Authority

Chief Up to Rs.10,000 Over Rs.10,000 Chief Operating

Officer

COO/MD Up to Rs.25,000 OverRs.25,000 Managing

Director

(2) All employees shall ensure proper use of the official telephone. Finance Unit

shall provide comparative figures on a Quarterly basis to the Chief of Chief

Operating Officer for his review and necessary actions.

(3) All employees entitled for the official telephone shall be provided at least one

telephone line.

(4) All charges of personal overseas calls shall be paid by the employee to whom

the phone has been allocated.

(5) All employees responsible for the phone shall sign-off on the monthly bills

when received as having approved it.

(6) All charges relating to official telephones of the Authority shall be approved

by the Chief Administrative Officer and measures taken to ensure that all

costs are reasonable.

(7) Finance Unit will process payment on time and adjustment if any will be

made subsequently after getting approval.

2.9.3 Mobile Phones

(1) All entitled employees shall carry mobile phones and must be available on

the mobile phones after office hours.

(2) Mobile phone sets shall be provided or cost shall be reimbursed as per

following entitlement limits:

Level Limit

All Drivers/Despatchers etc. Rs. 5,000 maximum ceiling

Other officers/officials Rs. 12,000 maximum ceiling

Chiefs of Units Rs. 40,000 maximum ceiling

Managing Director/Chief Operating

Officer

Rs. 60,000 maximum ceiling

(3) The Mobile telephone costs shall be reimbursed or sets shall be replaced

after 2 years from the date of claim of previous sets


27

(4) Authority shall reimburse staff for the mobile phone running cost , provided

that all entitled employees shall carry a mobile phone and are available on

it, on the basis of bills subject to the following limits:

Level Limit

Managing Director/Chief Operating Officer Rs. 5,000 pm

Chiefs of Units Rs. 3,000 pm

Deputy Chiefs/Executive Off/AO/RO/JRO Rs. 2,000 pm

All Drivers/Despatchers etc. Rs. 1,000 pm

(5) International roaming on official trips of Managing Director/Chief Operating

Officer will be reimbursed at actual irrespective of entitlement limits.

Roaming charges of all other employees will be reimbursed within the

entitlement limits of each individual.

(6) Internet facility on mobile phone will be allowed within the entitlement

limits. All other expenses included in the mobile phone bill like balance

transfer facility, mobile phone set charges etc. will not be reimbursed.

2.9.4 Residential Telephones and Internet Facility

(1) Following staff shall have official declared residential address, telephones

expenses of which shall be reimbursed at actual subject to following

maximum limits:

Post Entitlement

MD/COO Rs. 5,000 p.m.

Chief of Unit Rs. 3,000 p.m.

Deputy Chief Rs. 2,000 p.m.

Exec. Officer /AO working with MD/COO Rs. 2,000 p.m.

(2) Reimbursement shall be made on the strength of bills of fixed line telephone

service providers or wireless telephones service providers. Reimbursement

will be made against the telephone number installed at residence, subject to

above limits.

(3) The above mentioned limits of mobile and residential telephone shall be

monitored on annual basis i.e. July 01 to June 30.Reimbursement will be

made till the annual limit is consumed. Once the limit has been consumed

no further reimbursement will be made.


28

(4) Internet and other related facilities on phone line at residence of MD& COO

shall be reimbursed at actual in addition to the above mentioned

entitlement.

2.10 Hospitalization & Medical Expenses

2.10.1 Hospitalization/Post Hospitalization/ Hospitalization

other than entitlement, expenses (as per policy)

(1) The claims shall be checked by the Administration to ascertain authenticity

of the claim. Once checked medical bills will be approved and signed as per

following delegated limits:

Level Limit

Chief Operating Officer Up to Rs.50,000

Managing Director - Over Rs.50,000

(2) Once approved the amount will be reimbursed by Finance Department

within five working days to the concerned employee.

2.10.2 Expense on Hospitalization of Managing Director/Chief

Operating Officer as per policy

(1) Since these are covered under policies, Chief Administrative Officer shall

approve it irrespective of amounts once the authenticity of expense has been

checked.


29

3. TRAVEL/TOURS

(1) All local travel and Trainings of employees up to Unit Chiefs shall be

approved by Chief Operating Officer.

(2) All local and foreign travel and trainings of Chief Operating Officer shall be

approved by the Managing Director.

(3) All international travel programs and trainings of all employees shall be

approved by the Managing Director or in his absence by Chief Operating

Officer.

(4) All travel expenses including registration fee in case of trainings shall be

processed for payment by the Finance Unit on the basis of approved training

/ Tour Program.

(5) Payment of travel expenses and boarding and lodging of

Authority/Executive/Management Committee shall be on the basis of

verification of Secretary to the Authority/Executive/Management

Committee.

(6) Payment of travel expenses and boarding and lodging of

Authority/Executive/Management Committee shall be on the basis of

approval of the Managing Director for such expenses and verification of

attendance at the meeting.

(7) Expense Claim Form (F-4) for each tour must be submitted separately by

all employees of Authority attaching in original the following documents:

i. Actual expense vouchers/bills where required

ii. Boarding pass / Airline Flown Report / Toll Tax Receipt

iii. Hotel Bills if more than the authorized limits

iv. Approved tour Program

v. Daily allowances claimed

vi. Approval of training

vii. Invoices and receipt for registration fee

3.1 Daily Allowances for Local Tours

(1) Daily allowance shall be given to employees as per their entitlements to

cover meals, taxi / conveyance charges, laundry and other incidental

charges such as mini bar, telephone etc. other than hotel stay.

(2) A schedule of daily allowance and travel entitlements is annexed as F-5 for

local daily and travel allowances for officers of PSCA Grades.


30

(3) Taxi/conveyance charges for official travel will be paid at actual on the basis

of receipts if official vehicles are not used.

3.1(a) Day Trip

(1) In case of a day trip wherein an employee travels at least 150 kms in a day

for intercity travel and/or 06 hours absence from Headquarters, 50% of

entitled daily allowance shall be paid. Employees availing day trip will not

be entitled for overnight stay.

3.1(b) Overnight Stay

(1) In case of overnight stay, daily allowance per night will be paid and the

above mentioned provision of day trip will not be applicable.

3.2 Air Travel Entitlement

(1) Managing Director/Chief Operating Officer shall be entitled to travel in

Economy class (domestic travel), however on medical grounds, physical

handicap or any other reason, Managing Director can approve travel in

Business class.

(2) Members of Authority/Executive Committee/Management Committee shall

be entitled to travel in Economy class (domestic travel), however on medical

grounds, physical handicap or any other reason, Managing Director can

approve travel in Business class.

(3) All other employees shall be entitled to travel in Economy class (domestic

travel).

(4) All employees travelling internationally shall be entitled to travel in

Economy class. However, where Government /Authority funds are not being

used, Chief Operating Officer/Managing Director may travel in business

class during foreign travel.

(5) All bookings for international travel shall be preferably made in advance at

least 21 days and 10 days for domestic travel.

3.3 Hotel Entitlements

(1) Officer grade staff shall be entitled to stay in a 4-star hotel or at the hotel at

which the event he/she is attending is being held. Below officer grade staff

shall stay in 2/3-star hotel as available.

(2) Members of Authority/Executive Committee/Management Committee

/Managing Director/Chief Operating Officer shall be entitled to stay at

executive rooms. All expenses of Members of Authority/Executive


31

Committee/Management Committee on their hotel stay will be covered by

the Authority. All other employees of the Authority shall be entitled to stay

at standard rooms.

(3) Authority may also provide its own boarding facility to the employees in

place of hotel accommodation as stated above.

(4) Any exception to entitlement for Hotel / Air Travel shall be approved by the

Managing Director.

3.4 Health Insurance for Foreign Tour

(1) Whenever an employee has to go on an official foreign tour, Administration

Unit shall obtain Health Insurance for the employee.

3.5(a) Daily Allowance on Foreign Tours

(1) A schedule to Federal Finance Division’s office Memorandum No. F.1.(10) R-

10/2006 Dated 30th December 2006 is annexed as F-5 for foreign daily

allowances for employees of the Authority and may be revised by the

Authority from time to time.

(2) Hotel bills for room rent, Wi-Fi charges and allied taxes only shall be paid at

actual. No other cost included in the hotel bill like dining charges etc. shall

be paid.

(3) Intercity Taxi/ conveyance charges for official travel will be paid at actual on

the basis of receipts. If there is extensive travelling involved, extra cost may

be reimbursed by approval of Managing Director or on his behalf by the

Chief Operating Officer.

3.5(b) Daily Allowance on Fully Sponsored Foreign Tours

(1) No TA/DA will be paid for foreign tours which are fully funded by donor

agencies. However if during the tour employee has paid for food, laundry,

taxi etc. (if not provided/reimbursed by the donor agency) such actual

expense shall be reimbursed on case to case basis subject to approval of the

Managing Director.


32

3.5(c) Daily Allowances on Partially Funded Foreign Tours

(1) Advance approval i.e. approval before departure shall be obtained on case to

case basis from Managing Director, in case the tour is partially sponsored

for payment of Daily Allowance.

3.6 Travelling Allowance Advance and Payment of Expense Claims

(1) No advance payment shall be paid for local travel.

(2) All payments for travelling will be subjected to submission and approval of a

Travel Authorization request (Form F-6) to Chief of Finance prior to travel in

prescribed manner from time to time.

(3) Advances of approved daily allowance on foreign tours may be made in

equivalent Pak Rupees for foreign travel only up to an amount of daily

allowance and approximate expenses of boarding/lodging, for the number of

days that the employee is on tour.

(4) Chief of Finance shall authorize and pay all foreign tour advance payments,

based on approved tour program.

(5) On completion of tour, the employee must submit a full expense claim form

detailing the actual tour conducted, attaching airline ticket or ticket jackets

and listing all expenses being claimed including the daily allowance. If

actual tour is different than approved tour, this must be detailed and claim

statement made as per the actual tour. This claim form shall be submitted

within 15 days of return from tour.

(6) Any deviation from approved tour program including change in flight

schedule shall cause concerned Authority to approve the claim form. If there

is no deviation then Chief Administrative Officer shall approve the expenses

claimed.

(7) Ticket cancellation charges to be approved by concerned authority in case of

local and foreign travel.

(8) Advance received must be deducted from the final expense statement to

determine amount payable/receivable from the employee.

(9) Finance Unit shall pay all expense claims within 3 working days of

submission of duly approved form.

(10) Cash payment allowed in lieu of hotel stay will be 66.67% of entitled

Daily allowance for employees.


33

(11) In case of foreign tour if employee makes a reimbursable payment

through his/her credit card, employee will be reimbursed the amount stated

on their credit card statement.

(12) In case of advance payment of DA, or reimbursable expenses on foreign

travel (for example hotel, taxi etc.) not paid through credit card, will be

reimbursed at the exchange rate prevailing on the last working day of

previous month. Open market exchange rate quoted by an authorized dealer

shall be used for conversion of foreign currency in to Pak Rupees.

3.7 Travel Expenses of ex-employees to attend court hearings

(1) If an ex-employee is required to report for official purpose, his/her tour

expenses shall be approved by the Chief Operating Officer or the Managing

Director, as the case may be.

(2) The travel, boarding and lodging entitlements in this case shall be

equivalent to the grade in which that ex-employee was serving at the time of

leaving the Authority.

(3) If an ex-employee is required to attend court hearings etc., by the Authority

with respect to his/her tenure/ engagement with the Authority, the

Authority shall bear all expenses.

(4) In such cases, if the ex-employee is required to obtain assistance of a

lawyer, to serve the interests of the authority, the cost of the same shall also

be approved by Chief Law & Procurement Officer and paid by the Chief of

Finance after approval from the Managing Director.

3.8 Transfer and Posting Entitlements.-

(1) All employees shall be entitled to the following on their transfer/posting

from one station to another:

(2) One way Air fare/railway fare/road travel for eligible family members.

(3) Packing, forwarding and unpacking on door-to-door basis to be arranged by

the Administration Department.

(4) Cost of transportation of entitled car and one private car.

(5) Insurance of household luggage/goods will be allowed up-to a value of

Rupees five hundred thousand [Rs.500,000]. Employees shall liaise with the

Administration Department for getting the insurance cover before the

transportation of goods takes place.


34

(6) Transfer Grant equal to a lump sum amount equivalent to actual cost of

vehicle hiring for transportation, loading, unloading and packing or [Rupees

fifty thousand [Rs.50,000] whichever is higher will be allowed.

4. APPOINTMENT OF PROFESSIONALS, AUDITORS,

LAWYERS, ACTUARIES, CONSULTANTS

(1) Authorities for approving of expenses incurred on professional services shall

be as specified in part-I of Schedule as follows:

(2) All advance payments and out of pocket expenses in relation to the

professional services in accordance with the terms of appointment shall also

be approved by the approving authority as mentioned above.

(3) Once the expense is approved, Finance Unit shall process payment within

03 days subjected to availability of funds.

5. APPROVAL OF CONTRACTS

(1) Public Procurement Rules, 2004 and any amendments thereafter, shall

apply in case of all contracts entered into Authority.

(2) All draft contracts shall be vetted by the Chief Law & Procurement Officer

and/or legal Consultant of the Authority.

(3) All contracts shall be prepared by the concerned Chief of Unit after

confirmation of available budget from Finance Unit and shall be approved

by authorities specified in part-I of Schedule.

(4) Any contract spanning for more than 12 months period shall be approved

by the Managing Director irrespective of amount and in his absence by

Chief Operating Officer.

(5) All Contracts once approved shall be signed by Chief of Procurement and in

his absence Chief Administrative Officer.

5.1 Advance to Third Parties

(1) Advances as per terms of contract shall be approved by Managing Director

subject to verification of initiation of work as per contract has been verified

by the concerned Chief of Unit.


35

(2) All advances to third parties will be pre-audited by the Finance Unit. Note:

Any advance of Rs. 2 million and above shall be secured through a Bank

Guarantee which will be vetted by Legal Consultant of Authority and/or

Chief Law & Procurement Officer.

6. LEASE/RENT AGREEMENTS

(1) Lease of Head Office in Lahore shall be approved by the Management

Committee of the Authority.

(2) All new leases and changes in the terms and conditions of existing leases

shall be approved by the Management Committee.

(3) Leases agreements shall be vetted by Chief Law & Procurement Officer or

Legal Consultant of the Authority.

(4) Once the lease is approved, Chief Administrative Officer shall sign the lease

agreement on behalf of the Authority.

(5) Finance Unit shall pay the lease rentals in accordance with the terms of

lease agreement and no approvals for payment would be required.

7. TRANSFER OF FUNDS

(1) All fund transfers between Authority’s bank accounts over Rs. 2.5 M shall

be approved by Managing Director.

(2) All fund transfers between Authority’s bank accounts upto Rs. 2.5M shall be

approved by Chief Operating Officer.

8. PETTY CASH IMPREST

(1) Head Office will maintain a petty cash impress to meet day to day expenses

and minor employee payments as per following limits:

Office Amount(Rs.)

Head Office 100,000

Other offices 50,000-100,000

(2) All expense payments other than advance payments from this imprest

account will be approved by authorities as specified in Part-I of Schedule.


36

(3) Imprest will be replenished on the basis of approval of Chief Administrative

Officer.

(4) Each payment will be supported by a payment voucher and

acknowledgement of cash will be obtained from the person receiving cash.

(5) All employee claims up to Rs. 5,000 other than telephone reimbursements

may be paid through imprest.

(6) No payment to a third party shall be made out of the imprest amount.

(7) No payment will be made out of cash advance to regular suppliers of the

Authority.

9. PAYMENT OF TAXES

(1) Income tax and sales tax withheld from payments will be deposited as per

relevant tax laws. Since these are deducted from already approved

payments, therefore, Finance Unit will process payment of withholding taxes

without any further approval.

10. ACCOUNTS & AUDIT

(1) The Authority shall maintain proper accounts and other relevant records

and prepare annual statement of accounts.

(2) The statement of annual accounts within three months of close of the

financial year shall be submitted along report of auditor to the Authority.

(3) Auditor General of Pakistan shall audit the accounts of Authority.


37

Annexures


38

FORM F-1Capital Expenditures


39

FORM F-2 Good Receiving Note

PUNJAB SAFE CITIES AUTHORITY

GOODS RECEIVING NOTE

No.

Date.

Goods Supplied By M/s………………………………………………………………………………………

Against purchase order No…………………………………. Date:

Suppliers Delivery Challan No. (If any)…………………..Date:

Sr. No. Items Unit Quantity Remarks

Prepared by:……………………………………………….

Received, Checked and found as per specifications

………………… ……………….

Signatures (Receiving Department) Name

For Store items Only

Name & Signatures (Store Incharge)

Authorized Signature (authority concerned)

Authorized Signature

(Administration)


40

FORM F-3 Purchase/Work Order

PUNJAB SAFE CITIES AUTHORITY

PURCHASE/WORK ORDER

No………………

Date……………….

Supplier’s Name…………………………………………………………………….

Address……………………………………………………………….

We are pleased to place our order for the following items at rates mentioned against each as

quoted vide your Quotation No………………………………………

Dated………………………………………….

S.No. Description of

Items

Unit Qty. Unit

rate

without

GST

Per Unit

Sales

tax

amount

Unit

rate

with

GST

Total

Rs.

Grand Total Rs.

Prepared By Issued By

Other Terms & Conditions.

1. Delivery within ………….. days or by…………..

2. Invoice must refer to this PO & Clearly mention the PO No.

3. Items not conforming to the specification will be returned 4. Withholding Tax and Sales Tax will be deducted as per applicable Tax rules.

5. Sales Tax Invoice must be submitted along with the bills.

6. Payment will be made by crossed cheque within 30 days of receipt of gods and invoice

delivery/challans.

Suppliers Signatures


41

FORM F-4Expense Claim Form

Name: Employee ID# :

Designation: Date :

Unit/Subunit:

Claim RateNo of

days

F.C. (where

applicable)

F.C.

Conversion

Rate

Total Claimed

Amount Rs.

F.C. - (where

applicable)

F.C.

Conversion

Rate

Total Claimed

Amount Rs.

TRAVEL ENTITLEMENTS (To be claimed within 15 days of completion of travel & Original approved tour plan to be attached)

Foreign Travel

Attachments Original verified

hotel bills

Original payment

receipt or credit card

slip

Attachments

Visa Fee Original verified payment receipts

Attachments

Original payment receipt or credit card slip

Boarding pass or Flown report

Train Travel Original verified train tickets

Road Travel Original verified bus tickets

Rs. 10/Km

Taxi

Petrol Original verified bills

Toll Tax Original verified payment receipts

OTHER Expense Claims/ENTITLEMENTS (To be claimed within 3 months)

Attachments

Cell Phone Original verified bill

Residence Phone Original verified bill

Purchase of Cell phone Original verified bill

Original verified & approved payment receipts

Original verified bill

Entertainment Original verified & approved payment receipts

Overtime

Other (Please specify)

Total Claim:

Shaded boxes are only for the use of finance department.

Claimant

Hotel

Advance taken (if any)

Total Expenses

Original payment receipt or credit card slip

Original verified payment receipts

Mileage Allowance (for local travel only) -

Upto AD level only

Professional membership fee

Club membership/Subscription

Air Travel

Original verified air tickets

Registration Fee (of the

event to be travelled for)

Punjab Safe Cities Authority

Expense Claim Form (F-4)

Daily Allowance

For use of Finance Unit

DA in lieu

TO BE FILLED IN BY THE CLAIMANT

Local Travel

Nature of Expenses


42

FORM F-5 Local & Foreign TA / DA Rates

PSCA Grade Positions Category

Foreign Travel

Category

Local DA

Local TA

PSCA 01 Managing Director I I Rs.10/km

PSCA 02 Chief Operating Officer I I Rs.10/km

PSCA 03 Head of IT Technical Unit II II Rs.10/km

PSCA 04 Unit Head/ Deputy Head of

Tech Unit II II Rs.10/km

PSCA 05 Deputy Unit Head II II Rs.10/km

PSCA 06 Executive Officers III III Rs.10/km

PSCA 07 Associate Officers NA 8000 Rs.10/km

PSCA 08 Research Officers NA 8000 Rs.10/km

PSCA 09 Junior Research Officers NA 8000 Rs.10/km

PSCA 10 Support Staff NA 5000 Bus/Train




43

FORM F-6 Duty Travel Authorisation Form

Name: _________________________________________

Title: _Employee/Consultant___ ________________________

Duty Station: _____________________

Index No.____Vendor # _____Contract Type: FT PT Others

Purpose of Travel: ________________________________

Itinerary: _ ______ Mode of Travel: By Air By Road

Departure date & time: ____________Return date & time: _____________

Number of days of official duty: ________Personal days (if any): _

Project Number & Title: _____________________

Please click on below worksheet for calculation of travel expenses:

Chart of Account:

Unit Oper

Unit Fund

Project

ID Project Activity

Impl

Agent Source

%age

100

Travel Advance Required: Yes / No

Amount of Travel Advance Requested: ____________________________________

Name & Signature of Traveller: _____________________________Date: _________

Approved by Supervisor DC/Chief: _________________________Date: _________

(Name & signature)

Approved by Chief of Finance: _____________________________Date: _________

(Name & signature)

Approval of MD (for International Travel only): _____________Date: _________

Justification in case prior booking of 21 days for International travel /10 days for domestic

travel is not met:

________________________________________________________________________ Submission of Travel Claim: Upon completion of the journey all receipts for transportation and excess baggage, any

unused transportation tickets, and stubs of used tickets together with original copy of the travel authorization MUST be returned to PSCA, attached to the Expense Claim Form F-4. Failure to comply may result in debiting any outstanding charges to the traveler’s account. The cost of any deviations from the authorized itinerary and standard(s)

of accommodation will be borne by the traveler. If the standard(s) of accommodation actually used is lower than the standard to which the traveler is entitled, calculation of the cost to the PSCA shall be based on the lower standard.

Description Qty Price Amount (PKR) Amount (USD)

Ticket/Travel Cost: 0

DA Amount 0

Terminals: 0

Other Expenses( If any) 0

0 Total Travel and DA Costs:

government of the punjab - psca€¦ · psca delegation of financial power rules & procedures 1...

Documents