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Grants-in-aid for Central Government Employees Residents Welfare Associations – Submission of Accounts

In Finance & Economy, Governance & Administration, Notifications & Circulars
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This document details the guidelines and procedures for Central Government Employees Residents Welfare Associations to receive grants-in-aid for the year 2013-2014. It outlines eligibility criteria, financial ceilings, required documentation (including detailed account submissions, utilization certificates, and membership lists), and deadlines for submitting requests. The circular emphasizes the importance of maintaining accurate records, adhering to the Model Constitution, and the consequences of failing to submit required documentation or misusing funds. It also specifies the types of expenditures permissible with grant funds and clarifies rules regarding donations from commercial firms. Several annexures provide proforma for various reports and certificates required for the grant application and accounting process.

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BY SPEED POST

No.7/2/2013-Welfare
Government of India
Ministry of Personnel, Public Grievances and Pensions
(Department of Personnel and Training)

3rd Floor, Lok Nayak Bhawan,
New Delhi-110003
Dated, 30th December, 2013

To

The Secretaries of the Grantee,
Central Government Employees
Residents Welfare Associations
(As per list)

Subject:-Grants-in-aid for the year 2013-2014 to the Central Government Employees
Residents Welfare Associations- submission of Accounts for the year 2012-2013- regarding.

Sir,

I am directed to say that the Department of Personnel and Training has been sanctioning Grants-in-aid to the eligible recognized Residents Welfare Associations formed by the Central Government Employees in residential colonies to enable them to meet a part of their expenditure on the welfare activities, programmes during the financial year. The recognized Central Government Employees Residents Welfare Associations eligible to receive grants-in-aid may please send a request to this effect to this Department in the prescribed proforma.

2 The recognized Central Government Employees Residents Welfare Associations are requested to send their request keeping in view the following guidelines:-

(a) Central Government employees and employees of the Delhi Administration shall qualify for regular membership of an Association in respect of the grants-in-aid from the Department of Personnel and Training subject to fulfillment of conditions as laid in para (b) to (f) of clause II (2) of the rules and regulations under the Model Constitution.

(b) Grants-in-aid admissible will be subject to an upper ceiling of Rs.10,000/- during a financial year.

(c) Consolidated accounts for the previous financial year may be provided in Annexure ‘A’, signed by the President, Secretary, Treasurer and Internal Auditor.

(d) A complete list of all the members showing their names, residential address, official designation and address as on 31.3.2013 may be submitted as in Annexure-‘B’.
(c) All the vouchers relating to every head of expenditure as appearing in Annexure ‘A’, should be maintained by the Association, so as to verify the expenditure as and when needed.
(f) The stock register maintained by the Association as audited and certified by the Internal Auditor after physical verification should be maintained by the Association. The Department of Personnel and Training may verify the stock register as and when required Similarly, the inventory of articles should also be maintained.
(g) A copy of the minutes of the General Body meeting wherein the accounts of the Association and other activities thereof for the previous year etc. have been approved may be submitted (Annexure-‘L’).
(h) Utilization certificate in respect of the grant-in-aid provided by this Department and information regarding Assets acquired wholly or substantially funded from the grant may also be furnished as per proforma in Annexure ‘ G ‘ and ‘ H ‘ respectively.
(i) A report on the activities of the Association with reference to the Annual Action Plan as provided in Clause VII of the rules and regulations framed under the Model Constitution may also be provided (Annexure ‘ K ‘).

  1. It may be noted that even if the Association is not keen to obtain further grants-in-aid from the Government, it shall have to render full and satisfactory accounts of the grants taken in the past. In case any Association fails to get grants-in-aid for any reason for two consecutive years, such Association will stand derecognized. Those Associations which have not sent acknowledgements in token of having received the grants-in-aid for the year 2012-2013 so far, are requested to send the same.
  2. CGERWAs are requested to send their request complete in all respects to DOP&T preferably by 20.1 .2014 during the current financial year for further necessary action in the matter.

Yours faithfully
P. Hase

(Pratima Tyagi)
Director (Canteen)
Tele:-24624722
Copy to:-
NIC, DOP&T, Lok Nayak Bhawan, New Delhi with the request to place the above circular alongwith proforma on the website of this Ministry under Welfare Division(Residents Welfare Associations)

ANNEXURE-‘A’

STATEMENT OF RECEIPTS AND EXPENDITURE OF THE ASSOCIATIONS FOR THE YEAR 2012-2013

RECEIPTS

  1. Opening balance as on 1.4.2012
    (a) Cash Rs. \qquad )TOTAL
    (b) In Bank Rs. \qquad )
  2. Grants-in-aid sanctioned for the year 2012-2013
  3. Bank Interest
    etc
  4. Normal annual membership

Subscription from: (a) Regular Members
(b) Associate Members
(Amount collected for chowkidar
Should not be included)

  1. Games Fees
    postage
  2. Ad-hoc contributions
    (details of source also, state from
    Members or non-members
  3. Entry fee for tournament realised
  4. By sale of old newspaper & magazines
  5. By sale of used articles of Sports

Body

  1. Contribution for picnic
  2. Entertainment proceeds from
  3. Receipts from the Community Needs Scheme.
  4. Miscellaneous receipts

Grand Total:-

EXPENDITURE

  1. Articles of Sports:
    (i) for Adults
    (ii) for Children
  2. Accommodation charges
  3. Magazines and Periodicals
  4. Film Shows
  5. Hiring and repairing of furniture
  6. Purchase of furniture etc.
  7. Organization of Picnics etc.
  8. Prizes (i) Adults (ii) Children
  9. Office equipment, stationary
  10. Social cultural & Religious meets (details of every meet attached)
  11. Purchase and maintenance of Community need equipment
  12. Conveyance charges
  13. Light refreshment at the General

Executive meeting/guests etc.

  1. Miscellaneous (details attached)
  2. Attendance charges

Total Expenditure:-
Balance as on 31.03.2013
(a) Cash in Hand \qquad
(b) In Bank \qquad
Total Balance \qquad
Grand Total: \qquad

PRESIDENT
(INK

SECRETARY
DATED

TREASURER
SEAL

AUDITOR
AND

SIGNATURE )
FROM PRE-PAGE

NOTE: NO CHOWKIDAR ACCOUNTS SHOULD BE SHOWN IN ANNEXURE A’.

CERTIFICATE

Certified that:-

  1. The opening balance has been tallied with the closing balance of the last year accounts and no difference found to exist. In case, there is any difference, suitable explanation has been furnished.

  2. All the receipts have been exhibited truly and correctly in the cash book.

  3. Totals of both sides have been physically checked and found to be correct.

  4. Vouchers have been classified under blocks and are relevant to the item as shown in the expenditure side of the statement.

  5. All the vouchers have been produced for the entire expenditure shown and no voucher is missing. The vouchers have been thoroughly checked by me and are found to be in order. vouchers have been properly affixed with the Revenue stamp where necessary. All the vouchers bear the pay order of the Executive.

  6. The vouchers bear the dated signature of the payee/payee(s) whose names tally with those shown in covering list of vouchers.

  7. No part of expenditure and/or vouchers pertain to the period other than the one under review.

  8. I have Audited the accounts of the Association for the year 2012-2013 and found them in order.

(SIGNATURE IN INK WITH DATE)

AUDITOR
SEAL

N.B.:-
IN CASE, THE AUDITOR HAS MADE ANY OBJECTION, A COPY OF THE OBJECTIONS RAISED BY THE AUDITOR AND THE COMPLIANCE BY THE GENERAL SECRETARY/ PRESIDENT OF THE ASSOCIATION SHOULD BE FURNISHED.

CLARIFICATION ON ACCOUNT OF EXPENDITURE

  1. No expenditure should be incurred out of grants-in-aid on watch and ward of the Quarters in the Colony.
  2. Associations may incur expenditure on picnics and excursions not exceeding 10 % of the total grant-in aid for the year, the balance of such expenditure, if any, being met by raising special contributions from the participating members. The expenditure incurred on transport to the place of picnics/excursions should be met by raising special contributions for the purpose from the participating members.
  3. Expenditure on entertainment (light refreshment on the General Body/executive committee meetings /Guests etc.) and conveyance should not exceed 15 % and 10 % respectively, of the total grants-in-aid for the year.
  4. An illustrative list of item on which expenditure may be incurred by the clubs/ associations out of the grant is given below:-
    a) Articles of sports – outdoor and indoor games equipment.
    d) Reading Room – library organization of book clubs, magazines and periodicals.
    c) Purchase, hire and repair of furniture, fittings etc. of clubs premises.
    d) Hiring of accommodation for club/Association.
    e) Film shows.
    f) Social and cultural programmes, sports and children’s functions.
    g) community expenses incurred locally.
    h) conveyances expenses incurred locally.
    i) Entertainment.
    j) Prizes.
    k) Stationery, office equipment etc.

COLLECTION OF DONATIONS FROM COMMERCIAL FIRMS

While there is no objection to stray local voluntary donations of small amount being received, it becomes an unhealthy practice if a regular collection drive is made for collecting donations from firms, specially those with whom the clubs/associations are having commercial transactions. It has, therefore, been decided that no Association/club receiving grants-in-aid from the Department of Personnel and Training should seek any donations or financial assistance from commercial firms particularly donations of substantial amount. There is no objection to the donations being received from members giving in their personal capacity but these should be accounted for.

ANNEXURE ‘B’

LIST OF MEMBERS FOR THE YEAR 2012-2013 SHOWING THEIR RESIDENTIAL/ OFFICE ADDRESSES ETC.

SI. No. Name and designation Address (should be given in full Official/ residential Category Amount of subscription for the year 2012-2013 Amount Receipt No. Date
1. 2. 3. 4. 5. 6.
7. 8.

ANNEXURE ‘C’

LIST OF OFFICE BEARERS AND MEMBERS OF MANAGING COMMITTEE OF THE ASSOCIATION/ CLUB FOR THE BLOCK YEAR 2013 – 2015

Sl.No. Name in full and office held Residential address Ministry/ Deptt./ Office Tele No. Office/ Residence Remarks
1 2. 3. 4. 5. 6.

NOTE: A COPY OF THE REPORT OF THE RETURNING OFFICER/MINUTES OF THE MEETING OF THE GENERAL BODY ELECTING THE OFFICE BEARERS MAY BE ADDED.

ANNEXURE ‘D’

(FORM OF AQUATTANCE FOR GRANT-IN-AID)

Received a sum of Rs. \qquad (Rupees \qquad
\qquad ) by
Cheque No. \qquad dated \qquad from the Deputy Secretary.
Department of Personnel and Training on account of Grants-in-aid for 2012 -2013 sanctioned
in Department’s letter No. \qquad dated \qquad

SIGNATURE OF GRANTEE
REVENUE STAMP
DATE \qquad

ANNEXURE’E’

STATEMENT SHOWING THE NUMBER OF MEMBERS (REGULAR & ASSOCIATE CATEGORY-WISE FOR THE YEAR 2012 – 2013

Category _members” style=”text-align:center;”>Associate
Members
Regular Members Associate Members
1. 2. 3. 4. 5. 6.
i). Group ‘D’
employees
ii) Group ‘C’
employees
iii) Group ‘B’
and ‘A”,
employees
TOTAL

IMPORTANT NOTE

Please ensure that the number of Regular and Associate members as shown invariably tallied with the amount of subscription realized from each category and tallies with that shown on the receipt side of statement of Receipts and expenditure.

ANNEXURE’F’

CERTIFICATE

Certified that no member of this Association is enrolled on the record of any other Residents Welfare Association which is recognized as well as is sanctioned the grant-in-aid by the Department of Personnel and Training.

Signature
Signature
Name & Address of the President
Name &
Address of Secretary
Dated

ANNEXURE ‘G’

(To be given in duplicate)
FORM OF G.F.R. 19-A
(See Rule 212(1))

FORM OF UTILIZATION CERTIFICATE

Sl. No. Letter No. Amount
  • Certified that, I have satisfied my self that the conditions on which the grants-in-aid was sanctioned have been duly fulfilled/are being fulfilled and that I have exercised the following checks to see that the money was actually utilized for the purpose for which it was sanctioned.

    • Kinds of checks exercised
    1 .
    Signature
    2.
    3.
    Designation
    4.
    5.
    Date

    ANNEXURE-‘H’

    (To be given in duplicate)

    Assets acquired wholly or substantially out of Govt. Grants.

    1. Name of the Association.
    2. Name of grantee institution
    3. No. and date of sanction
    4. Amount of the sanctioned grant
    5. Brief purpose of grant
    6. Whether any condition regarding right of ownership of Govt. in the property or other assets acquired out of the grant was incorporated in the grant- in -aid sanction.
    7. Particulars of assets actually credited or acquired.
    8. Value of the Assets as on

    9 Purpose for which utilized at present

    1. Encumbered or not
    2. Reasons if encumbere
    3. Disposed or not
    4. Reasons and authority if any, for disposal
    5. Amount realized on disposal
    6. Remarks

    ANNEXURE-‘I’

    STATEMENT OF EXPENDITURE HEADWISE FOR THE YEAR 2012-2013

    Sl. No. Voucher No. Brief description of the expenditure with Bill No. _ Amount.
    1. 2. 3. 4.

    CERTIFICATE

    CERTIFICATE FROM THE BANK SHOWING THE AMOUNT AT THE CREDIT OF THE ASSOCIATION AS ON 31^{st } MARCH, 2013.

    Signature of the
    Bank(Branch Manager)

    ANNEXURE -‘K’

    A REPORT ON THE ACTIVITIES UNDERTAKEN DURING THE YEAR 2012-2013 AS PER ANNUAL ACTION PLAN OF THE ASSOCIATION / SABHA / SAMITI . ETC.

    Item in Annual Action Plan Action taken thereon Reasons for shortfall if any
    1. 2. 3. 4.

    ANNEXURE – ‘L’

    A COPY OF THE MINUTES OF GENERAL BODY MEETING IN WHICH THE AUDITED ACCOUNTS FOR THE YEAR 2012 – 2013 WERE APPROVED MAY ALSO PLEASE BE ENCLOSED.

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