PARVATIYA JAN KALYAN SANSTHAN

Functions of the Accounts Section

> To maintain all essential all records related to accounts.
> To list the accounting records.
> To maintain the different ledgers and Registers for different Projects.
> To determine guidelines for internal checking and monetary control.
> To ensure the validity of bills /expenses to be paid.
> To monitor investment / expenditure on projects.
> To keep records of various forms of expenditure such as conveyance, material demand, etc.
> To describe the accounting polices and to instruct the staff on financial matter.
> To plan and forecast forthcoming expenses.
> To lay down the foundations of an effective Management Information System.
> To prompt financial dealings at all levels.

Responsibility of Accounts Section

> To maintain all vouchers duly signed and approved by the Secretary and Chief Functionary.
> To maintain the cash book on day to day basis.
> To maintain separate ledgers for different projects.
> To prepare the monthly Trial Balance.
> To prepare the interim statements of accounts as per requirement.
> To prepare the Receipt and Income Expenditure statement.
> To authenticate and validate all bills of expenditure statement.
> To prepare the monthly bank reconciliation statement by the 30th of every month.
> To prepare daily case report.
> To physically variance report and to ascertain the cause of variance.
> To make the bank and cash payments.
> To get the budget sanctioned from the concerned authority for monthly variable and non-variable expenses.

Books and Files to be maintained by the Accounts Section
1.Cash book with Bank column for Indian Government Funded Projects.
2.Cash book with Bank column for Foreign Funded Projects.
3.Main ledger for Indian Government Projects.
4.Main ledger for Foreign Projects.
5. Sub-ledger (Project ledger) for each project, separately.
6. Main ledger for Foreign Projects.
7.Sub-ledger (Project ledger) for each project, separately.

Registers
The following registers shall be maintained by the accounts, administrative and library sections.

1. fixed assets Register
2. Salary Register (Foreign Funding project)
3. Salary Register(Indian Government Funded Project)
4. Stock Register
5. Stationery Register
6. Inventory Register
7. Attendance Register
8. Movement Register
9. Vehicle log Book
10. Telephone Record Register
11. Photocopy Register
12. Postage Register
13. Boon Dispatch Register
14. Boon Membership Register
15. Registers to be maintained by the library section.

Financial Power

1. Budget Approval
2. Project / Program Expenditure
3. Salary /Stipend
4. Assets purchase
5. Traveling /Conveyance Bills
6. Traveling / Conveyance Bills
7. Petty cash transaction
8. Cheque signing authority

Financial Transactions
Funds such as grants, donations, contributions, financial assistanand bank interest etc.shall be deemed as receipts of origination.
Funds received in cash must be –acknowledge in cash receipt book and entry in this regard should be made in the Indian / Foreign cash book. Receipt slip must be sent to the donors without any delay .Proper and complete entry of funds should be made in the cherubs/draft register Simultaneously acknowledgment should be sent to the donor without any delay.

Expenditure
Expenditure shall be monitored as per the following guidelines:-
1) Funds shall be allotted on the basis of cash as per the project requirements.
2) Project Co-ordinate or seeking advance money for project related expenditure shall have to forward his /her requisition to the accounts section.
3) Project Co-coordinator /field workers seeking materials /money for the project work may place their requirement by submitting the appropriate forms.
4) Traveling expenses will be paid after submitting the details ,tour reports, etc.
5) The secretary shall approve meeting expenses. Such expenses shall be transferred to   the related projects and project head jointly.
6) For any joint events, budget shall be approved by the secretary and concerned Parties
7) Expenditure on salary /stipend and honorarium will be approved by the secretary.
8) Printing and publication expenses shall be approved as per the needs of the organization or project.
9) All expenses of capital nature will require prior approval as per the budget or provision made in the project.

Fund Management
The main objectives of fund management are:-
1) To ensure adequate and timely receipts of funds.
2) To ensure the minimization of funds.

Fund management Procedure
Annual fund flow statement should be prepared, for each project /program undertaken Separate Annual fund flow statement must be prepared, for each project / program Undertaken.The accounts department must identify the key factors influencing the flow of funds and prepare fund flow statement to guide the concerned authority. Program Co-coordinator should place his requisition too the accounts section well in advance.

Management Information System

a)    Monthly Report

       Monthly report is to be submitted by the 30^th /31^stof each month having the details of donation., contribution, outstanding debts, bank reconciliation, interest received, trial balance income and expenditure monthly budget.

    b)    Half Yearly Report

    Report to be submitted by the end of September with all the above details and a balance   sheet for each and every project.

     c)     Annual Report

      The following have to be submitted by the 15^th working day after the end of every financial year.

1.      Details of from F C-3.

2.      Details of from FC-6.

3.      Trial balance.

4.      Receipts and payment accounts.

5.      Income and expenditure accounts

6.      Statement of affairs

7.      Final accounts

Statutory Audit

   Since auditing is a legal obligation, a qualified chartered accountant shall be engaged For conducting the annual audit. The Executive council will appoint the auditors for conducting the annual audit.

Internal Audit

Internal audit will be conducted only if required. Last Date for Submission of Final accounts
From FC-6 and from FC-3 duly complete in respects, should be sent to the miAffairs along with the statement of receipt, payment and income and expenditure before 31^st July.Filing of Income Tax Return from N -3A along with the computation of income, auditors report along with annexure, audited income and expenditure accounts and balance sheet should be completed by 31^stof august.

Programme