Financial Concurrence and Check list (English)

e lii! Airi.q a r.u,,. r E nglotrn it coyt of Lrd.l .L;,$li ,/raf 6dil{ rr@ tqr H,rq (m !I rt{qn {rrdr Tfd fiwr) ETPLoYEES SIAII |XSUR XCt COf,Pon.^nOX Fllq l-lerhsrfi tdqra$..dd fu,did-rrm PATO{OEEP E.IAWAT CIG 1lAf,6.IGW D€I}I.I 'l) M 0lt-?I0a700 EmiJ (,.ecrterlr. llbhE rllr €so ,ts n / wrr 6a n File No. F-55055t97t2O22-FA7 (Comp No. 139813) Circular Dared 10.10.2025 Subject : Financial Concurrence and Check list INTRODUCTION The aim ol financial concurrence is to ensure that all oxpensss are incurred with due prudence and expenses are never more than what Is actually requlred. Any matter involving tinancial implicalion shall invariably be Jorwarded to Finance division for concurence and vetling to ensure expendllure is in conlormlty wlth tinanclal propriety. 'l. lt is noticed that most ol the tiles being forwarded to the F&A Division for concurrence etc. do not contain required elements such as rules, regulations' specilications, entitlement, DoP, budgetary provisions etc- This leads to unnecessary movemenl and consequent delay in processing of files. 2. Where policy decisions are involved, filBs should come to F&A Division alter Technical Approval and after working out the cost, if any, for the same with supporting papers by the concerned division and invariably with the approval of the concerned Divisional Heads. 3. Concurrence is required at two stage:- i. Atter administrative approval (AA) kom lhe sanctioning Authority lor vetting ol expendilure. ii. Aftsr seleclion ol vendor/agency following dus procass, before awarding work order/ purchase orders. iii. Subsequent to i and ii), sutficient time should be given lor Financial v€tting ol RFP. 4. Proposals should be sell-contained, clear, and concise. In case ol relerences to notings in a differenl file, the same may be reproduced/ quoted /summarised portion should be part of the proposal. ll considered important, proposals should quote page/note number/f ile number. 5. Essential Dotails/information for Financial Concurrence Files: All liles being submitted lor financial concurrence may invariably indicate: - L i. The specific proposals, listed at tho end ol the noting. ii. The Sanctioning Authority, with the specific DOp para linked. iii. The amount for concurrence approval. iv. Availability of Budget. v. Approval of the concernsd OfficervDivisional Head. vi. Statemenycertif ication that the proposal is in conformity with lhe relevant provisions of the GFR-2017. The relevanl provision should be quoled in the proposal. vii. Juslilication for expenditure suggesting that expgnditure is not more than what is actually required. E.g.- ln case o, commissioning of radiology department, statf posting should be accompanied with rslatod status of installation of machinery, clearances from Government, specific waste disposal clearances and FOOTFALL of lp in a sell- contained Note for financial concurrence. 'The lootfall of lP is to be mandatorily included in a liles for sanctioning ot staff. 6. Time Frame: Policy Matters should be submitted for concurrence/vetting at least before 01 Monlh Procurement proposals should be submitted for concurrencely'etting at leasl before o1 week. 7. Negative list: ltems which should not b€ referred tor financial concurrence: i. GST Payment. ii. Statutory payment. iii. Payment to vendors/personal/consultanls, etc as per approved contracls iv. Acceptance of Judgement. v. Administrative decisions not having financial implications. Checklist for Finance Concurrence 1. General Financial Rutes (GFRs), 2017 The primary lramework governing financial propriety Financial Rulos (cFRs) issued by the Ministry Expenditure). These rules primarily locus on: is laid down in the General of Financo (Deparlment of . Bule 20-23: Stdndads ol Financiat prcpriety . Bule 21: No aulhority may spend or sanc on expenditure which ls not covered by a provision ot law or a delegated power. . Rule 23: Expenditure should not be prima facie more than lhe occasion 2 demands. 2. Delegation ol Financial Powers . Concurrence can only be given if th€ proposal is within the Delegated Powers of the administrative Minislry/Department or the subordinate authority. . ll beyond delegated powers, the proposal has to be r€ferred to Competent authority. 3. Budgotary Control Rules Prior to sending liles for concurrence, ensure: . Ensure availability of funds under the relevant head ol accounl. . Expenditure must be within the Budget Grant and Appropriation. . Ensure alignment with Outcome BudgeyPerlormance Budget targets. 4. lnstructions and Circulars ot MoF MoF issues periodic instructions regarding: . Restrictions on purchase of vehicles, furnilure, etc. r Ceilings on TA/DA, hospitality, office exp€nses, LTC, etc. . E-procurement and GeM (Government e-Marketplace) mandates (as per Rule 149 of GFRS). User branch musl check lhe latest OMs ( Office Memoranda) before seeking concurrence. 'The list is indicative & not exhaustive. 5. Procuremenl and Contract Bules )GFR 144173' lf the proposal involves procurement: . Ensure tendering process is followed (open tender, limited tendel, GTE on GeM/CPPP as applicable). . Verify reasonableness of rales (CVC guidelines, price r€asonability checks, market survey). . Check bid evaluation and negotiation norms. . Ensure compliance with Rule 144 (xi) regarding restriclions on bidders from certain countries (based on MoF/DoE orders). . Ensure compliance with MSME/Startup norms/Mll guidelines wherever applicable. 6- Manual ot Procuremenl ol Goodsand Manual ol Plocurement ot Services: Guidelines issued by Department of Expendiluro, l/inistry ol Finance and ESIC must be 3 adhered to. 7. Vigllance and CVC Guidelines. . Check lor conflict of intorest or deviations lrom standard procedures that may invit8 audit objections. . Ensure proposals have not been objectod to by int€rnal audit or C&AG ln similar c:lses. . CVC Guid€lines must be followed in spirit. 8. Extension ol Tender. Key Points lo Record while Forwarding File lor Concurence . Whether the proposal is covered by delegated powers. . Whether funds are available. . Whelher rules & procedures (GFR, procurement, MoF instructions) are followed . Whether it satisfies standards of financial propriely_ . Whelher adminislrative approvals/comp€tent authority / approvals are in place. . Any conditions to be imposed (e.g., ceiling on expenditure, periodrc review). . Details as por the ch€cklist enclosed should be attached. Parikshit Singh Director ( Finance) ,O It0 To:- All Regional Directors/SRO (l/c) All Deans / Medical Superintendents All Divisional Heads, Hqrs L4 . Period o, validity of original contract and provision for extension, iI any. ' Total value of original contract and the progressive amounl ol expenditure incurr€d till date. . The proposed period and the linancial implication calculated. . Whether the total, incurred plus financial implication of the extended period proposed will go beyond the powers of the original approving authority. Annexuae-A Check list of intormation/details to be lurnished wilh cases lor c.eation ot posts lnformation w.r.t. Col.2 Page no- correspondenc€ (Referencing) on side sr. No Item of lnformation I 1 Name & Designation of the Post 2 Pay Scale ol the post 3 GAdeE tegory of thG post 4 SdiEntifidEchnical or adminislrative nature ol the post 5 Functional justification (for each of the category separately) How were the functions of the post being managed in the absence of its crealion 6 Duties and responsibilities ol the post (ob description for each position) 7 I Essentia ahd minimum qualifications of the post I ecruitment Rules relevant to lhe post 10 Mocie ot tittlngrrp the post mn'ediaie lealer post in the line of promolion 1'1 12 imrnediate promotion post in lhe hierarchy 13 Woiko-aA-ffie postlExtract of study, if anY) 14 Finano--al implications for creation ot the posl lFanre ol Accounling Unit and division 15 16 Fetai led sanctioned slrength (category- wise) with pay scales l 17 a streng category-w 5