CHAPTER 4

GENERAL ADMINISTRATION PROCEDURES

4.1 Preamble

This chapter discusses the general administration procedures carried out by the University of Peradeniya (UoP) according to the rules, regulations and guidelines applicable to the university system.

Contents of the Chapter

4.2 General rules of administration 4.3 Custody of records 4.4 Supply of Goods & Maintenance of Inventories 4.5 Annual Verification of Inventory Articles 4.6 Regulatory Framework for Capital Expenditure 4.7 Capital Projects 4.8 Procedure adopted by the Maintenance Division in carrying out maintenance and rehabilitation work

4.9 Vehicle administration

4.2 General rules of administration UEC 20

4.2.1 Working day UEC 20.01

1. The usual working days of the University of Peradeniya and the affiliated Postgraduate UEC 09.10 Institutes are from Monday to Friday inclusive of both days (i.e. five days of the week), except public holidays and special University holidays specified under Section 9 of Chapter IX.

1. The University should not be closed on any working day except with the permission of the Vice Chancellor.

4.2.2 Hours of Work UEC 20.02

Please refer Chapter 05, Section 5.2.4 for details.

UEC 20.03

4.2.3 Attendance

UEC 20.03.01

1. Marking the times of arrival & departure An attendance monitoring system, in which the times of arrival and departure of every employee working in the institution are marked, should be maintained.
2. Permission to leave station UEC 10. Div I. 02.

A person may not be absent himself/herself from his/her station without prior permission having been obtained from the same authority/ officer who is authorized to grant leave.

3. Leave during the course of day

A person leaving institution during the course of the day on leave or on duty should, at the time of UEC20.03.03 his/her departure, “sign-out‟ and mark the time of leaving.

If he/she intends to returns to the institution during the course of the same day, at the time of the departure he/she should sign the short-leave register or movement register as applicable and get the approval of the authority/ officer who is authorized to grant leave.

On expiry of his/her leave or on completion of the duty, he/she should sign the short-leave register or movement register as applicable and mark his/her time of return. He/she should “sign-out” and mark the time of departure when he/she finally leaves the institution for the day.

All the staff of non-academic and academic support staff categories should mark their attendance VC/G/04/2018/01 using finger/face scanning machine. (VC/G/04/2018/01)

4. Attendance registers

There is no objection for maintaining more than one attendance register in any institution in respect UEC20.03.04 of persons of different times of arrival and departure or of different grades or different work places in the same Institution.

5. Correcting entries in the attendance system All the heads of departments/divisions/units should take a report of the attendance of employees on

the following day and inform the staff regarding any missed entries of attendance. VC/G/04/2018/01 The staff should submit an application to correct the attendance in the attendance monitoring system with the approval of the officer who is authorized to grant leave.

4.3 Custody of records

4.3.1 Custody of Records 1. UEC 20.11.1.

The Registrar of the University shall be responsible for the custody of the records of the University. 2. Universities Act

– Part VI- 37(2)

4.3.2 Delegation of responsibilities for custody of records UEC 20.11.2

The Registrar may delegate the responsibility of the custody of records to the most senior officer of the Administrative Staff. The Registrar or his/her nominee shall annually inspect such records of their proper storage and safety.

4.3.3 Preservation of records 1. UEC 20.11.3

It shall be the responsibility of the officer referred to in the foregoing sub-section to ensure the safety of 2. National Audit records against any losses, damage, or destruction, caused by whatsoever reason. Act, No. 19 of

The period for preservation of records should be applied as per the regulations/guidelines prevailing at 2018 the time. (the period of preservation of records differ according to the type of the record)

4.3.4 Removal of records

1. No person shall remove, permanently or temporarily, any records from any premises of the University, to which such records belong, without the written permission of the Registrar of the University.

1. The removal of records will be carried out with the recommendation of the Registrar, UoP as per the guidelines given in 4.3.3. This process is carried out by the General Services Division of UoP.

1. University guidelines: removal of the official records after the implementation of Right to Information (RTI) Act no. 12 of 2016.
   1. Records already in existence prior to the enactment of RTI Act shall be preserved for a period of not less than 10 years
   2. Records created after the coming into force of RTI Act are required to be preserved for a period of not less than 12 years
   3. However, where a record or information is the subject of a request under the RTI Act, it must not be destroyed during the pendency of such request or any appeal or judicial proceeding related to the request.

UEC 20.11.4

Right to Information Act no. 12 of 2016- Section 7, subsections 3(a), (b) and 4

4.3.5 Destruction of records UEC 20.11.5

No person shall damage or destroy any records of the University.

4.3.6 Penalty UEC 20.11.6

Any person employed in the University who contravenes section 4.3.4 (sub- para UEC20.11.4) and section 4.3.5 (sub-para UEC20.11.5) shall be liable to disciplinary action for misconduct.

4.4. Supply of Goods & Maintenance of Inventories

The University supplies two types of articles to departments of study and administrative divisions. They Sri Lanka Public could generally be classified as, Accounting standard 7-

1. Fixed Assets Inventory

1. The cost of fair value of an item of property, plant and equipment shall be recognized as a fixed asset based on the fixed asset policy of the University.

1. The fixed asset policy of the University shall be prepared for each faculty separately by the faculty since each faculty uses various assets for various purposes depending on their academic programme. This may include items used for teaching, experiments, surveying, research and laboratory items/ archived items etc.

1. The fixed asset policy shall recognize the asset as a fixed asset based on the recognition criteria that;
   1. Nature : teaching, experiments, survey, research and may be laboratory items/ archived items etc. other academic purposes or administrative purposes

• 1. Scope: if it is probable that future benefits (Financial/Non-Financial) or service potential associated with the item will flow to the university.

• 1. Useful life time period of the article

2. Consumables

Consumables are goods which are used up and not returned once issued fromstores (eg stationery) or goods which are incorporated in to other goods and lose their identity (e.g. the reagents and chemicals used in the laboratories).

The main purpose of maintaining proper records on accounting for consumables is to leave a trail on the usage in case a need arises for a follow up.

Consumables are procured through the normal procurement process.

The head of the Department /Division by virtue of the position held by him/her becomes personally responsible for the proper maintenance and the safe use of equipment assigned to the Department/Division.

4.4.1 Fixed Assets and Inventory Articles

Items categorized under fixed assets and inventory articles as mentioned above must essentially be inventoried by the person who is responsible for the maintenance of the department /divisional Inventory.

The Head of the department / division is responsible for ensuring that such articles are properly inventoried by the person responsible for maintaining the Inventory.

1. When inventorying articles the following must be taken into account
   1. Articles or items obtained for repairing an existing asset are considered as consumables ii. Articles or items obtained to replace an existing asset are considered as fixed asset or consumables depending on whether the value of the asset go-up or remain unchanged.

iii. Articles or items obtained to upgrade an existing asset are considered as fixed assets and the cost is treated as capital expenditure. iv. Articles or items bought to be used for teaching or research purposes are considered as consumables.

v. Articles or items bought to be used as models for teaching, academic or research purpose are considered as capital items.

1. Heads of departments/divisions are responsible for ensuring that capital items received from the stores are immediately inventoried in the departmental/divisional inventory by the person responsible on the receipt of such items.

• 1. The purchase value of the capital items that are being inventoried shall be recorded with the relevant entry in the departmental/divisional inventory register.

• 1. A fixed asset identification number should be assigned to each item and it should be marked on each individual item

• 1. With the acceptance of any capital item by the department / division, the Head of the department / division concerned automatically becomes responsible and accountable for such items, their safety, maintenance, and proper use.

• 1. It also becomes the responsibility of the Head of the department /division concerned to produce such items /articles for inspection at the annual inventory verifications.

• 1. Records of capital items issued to staff members for research and or teaching purposes (such as laptops, projectors, etc.) must be maintained properly. This task could be assigned to the person who is responsible for the maintenance of the inventory of such items, under the supervision of the Head of the department/division. The Head of the department/division will be accountable for such items and hence should ensure that related records are properly maintained by a designated person.

4.4.2 Consumable Items

Consumable item issue orders are different to that of capital item issue orders.

Consumables are not recorded in inventories. However, the Head of the department /division should ensure that a consumable inventory register is maintained at the department /division by an authorized person for internal control purposes.

4.5 Annual verification of inventory articles UEC 26

All the fix assets and stores of the University, as at 31^st December in every year, should be physically 1. UEC 26.02 verified by Boards of Survey (BOS) appointed by the Vice Chancellor. The Registrar shall function as 2. UGC the coordinating officer. The process of verification means that the BOS must satisfy themselves by Establishment physical inspection or by suitable documentary evidence that the assets exist and they are owned by the Circular letter

04/2013

University. All assets purchased or received as gifts and donations should be recorded and properly valued.

The board of survey (BOS) normally commences their works not later than the last week of December and completes the work on or before the end of the first week of January. A BOS consists of a minimum of 2 members and there may be several boards if required. At least one of the members of the Board should be acquainted with the type of material to be verified.

4.5.1 The annual verification would result in categorizing capital items into 05 groups namely.

1. Serviceable items
2. Used Serviceable items
3. Serviceable items which could be used with repair
4. Unserviceable items
5. Outdated items

Unserviceable and outdated items should be separated from the rest and be retained at the department /division securely. The Head of the department / division would be accountable for these items.

4.5.2 Procedure to be followed when disposing of unserviceable articles: UEC 26.4.

1. If a capital equipment in the departmental/divisional inventory starts malfunctioning, action should be taken to get it examined and repaired.
2. Any Inventory item which is found to be beyond repair and therefore in an unserviceable state, it must be retained in the department/division to be presented to the annual Board of Survey.
3. The Condemned Article Evaluation Board appointed by the Vice Chancellor will thereafter visit the departments/ divisions/ centres/ units and decide on the capital items to be disposed.
4. Such items must be handed over to the Condemned Article Evaluation Board by the Head of the Department/Division or a person nominated by him/her with a complete list of such items singed by the Head.
5. The list submitted to the Condemn Article Evaluation Board shall contain the purchase value/issue order number of each individual item in the list.
6. Such items handed over to the Condemn Article Evaluation Board under the signature of the Head of the department/division will be auctioned by the university which would thereafter get the Council approval for writing off of such items from the books of inventory.
7. The General Services Division of UoP and the Fixed Asset unit under the Financial Administration Division of UoP will convey the council approval to the Head of department/division in writing.
8. On receipt of such information the Head of the department/division will cause such items to be written off from the departmental/divisional inventory by the person designated to maintain the inventory.

4.6 Regulatory Framework for Capital Expenditure

4.6.1 Statutory Reports 1. University prepares the strategic plan (for 05 years) with the recommendations of faculties, University centres and division with the approval of the Council.

1. Faculty/ division/ centre/unit prepares annual action plan in compliance with the strategic plan of the University
2. The Dean of the faculty finalizes the action plan with the consultation of Heads of Departments,

Directors of faculty centres and coordinators of the faculty sub committees and forward to Corporate Management Division (CMD) with the recommendation of the Heads of the Departments. The divisions and centres in the University forward the annual action plan to the CMD.

1. CMD finalizes the University Action Plan and obtain the approval of the Council.

1. The procurement plan is prepared based on the annual Action Plan and sent to the Bursar, UoP. The Financial Administration Division will finalize the University procurement plan.

4.6.2 Procedure for Capital Expenditure Capital expenditure for projects/works should be authorized according to such expenditure indicated on the University Procurement Plan in accordance with the Action Plan and the Strategic Plan.

4.7 Capital projects

4.7.1 Implementation of a Capital Projects

1. The faculty/ division/ unit/ centre should forward the project proposal to the Capital Works Division 481^st Council

(CWD) of the UoP with the below given documents. ^Meeting

i. Project is included in the action plan/ corporate plan of the UoP Justification and the feasibility study ii.

iii. Cost Estimate

iv. The Bursar’s certification of the availability of funds for the project v. Approval of the Faculty Board vi. Detailed Bill of Quantities (BOQ) from the Works Department, UoP vii. Observations of the Landscape Advisory Committee

1. The CWD places the request at the Land, Building and Maintenance Committee (LBMC) of the UoP for its approval which will be tabled at the Council Meeting of the UoP for approval. 3. The CWD will forward the approved project proposal with the duly completed documents (LBMC approval, BOQ, feasibility study) for the cabinet approval in Vice Chancellor’s signature.

4. Procedure of forwarding proposals for the cabinet approval

University

(1)

Proposal with the documents

given in

. above

4.7.1.1

(2)

(3)

(

4

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(

5

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(

6

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(

7

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(

8

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Cabinet approval on proposal

4.7.2 Internal Audit Recommendation on contract administration of the UoP

1. It is required to mention Institute of Construction Training and Development (ICTAD) requirement Internal Audit in the terms and conditions when calling quotations/ advertisement to select qualified contractors to ^{Circular No.}

01/2018 ensure their valid registration at the time of submission of bids. (Procurement Guidelines 5.3.5).

1. It is recommended to make necessary arrangements to complete contract works/ projects within the stipulated time period as per the agreement. Delay in completion of contract should be avoided.

1. It is recommended to appoint a project monitoring committee (PMC) chaired by the Vice Chancellor/ Registrar to review the progress of the contracts closely on monthly basis and provide directives for preventing any delays, variation on contract and any deviation from the contract agreement. (Supervising consultants of the projects, all respective officers and contractors should be summoned for these meetings)

1. It is recommended to monitor all projects / contract works closely by Project Manager’s Office/ Maintenance division of the University.

1. Progress review meetings for all projects should be conducted regularly within the contract period. The progress review meeting will be convened by the faculty/ division/ unit/ centre with the contractor, Capital Works Division and Project Manager’s Office/ Maintenance division.

1. It is recommended to obtain the approval for any time extension from the relevant authority as per the letter (HE/PR/2017/works/contract-extension) dated 14.12.2018 from the Secretary of Ministry of Higher Education as follows

1. Up to 4 months Vice-Chancellor(UoP)/ Director (PG/s)

1. 4-8 months Council(UoP)/ Board of Management (PG/s)

1. Above 8 months Secretary of Ministry of Higher Education on recommendation of the

Council/Board of Management

1. It is recommended to appoint a Bids Opening Committee by the Vice Chancellor and the members shall officially sign in attendance and format of Bids Opening minutes to be filled and signed by the members in order to ensure the acceptance of bids (Procurement Guidelines 6.3.6).

1. It is recommended that after opening original of each and read out the relevant information, the Bids Opening Committee shall re-seal the envelope before handing over the documents to the

Procurement Entity. The Procurement Entity shall hand over the bid documents to the Chairman of TEC in sealed form in order to maintain confidentiality. (Procurement Guidelines 6.3.3)

1. TEC is solely responsible for the technical evaluation of the bids. Therefore, TEC should carry out rate analysis line by line of Bids as per BOQ (Procurement Guidelines 7.7.7) and prepare a detailed Bid Evaluation Report in addition to the summary report according to the Procurement Guidelines 7.9.1 & 7.9.2 & 2.11.3.

1. It is recommended to prepare the order for contract variation in a prescribed format and to obtain the approval from relevant authority. (Procurement Guidelines 8.13.4)

1. It is recommended to take over the completed contract works by the user (faculty/ division/ unit/ centre) on time (Procurement Guidelines 8.12.)

4.7.3 Execution of the Construction Work

1. Construction works are carried out by awarding contracts in keeping with the guidelines laid down by the government and as per the ICTAD tender conditions.

1. Project Manager executes and administers the contract with the assistance of a supervisory staff and ensures the quality and standards of the jobs.

1. It is recommended to obtain the following drawings / layouts (Bill drawings) from the contractors after completion of contract works and save them securely so that they will be useful in attending to any damages/repairs in the future.

• • • 1. Buildings
      2. Electricity
      3. Plumbing / water
      4. Network
      5. If any other

1. It is recommended to follow the check list and paste it inner side of the front page of the relevant contract file for the easy reference.

4.7.5 Paying of the bill Payments are of two types:

• 1. Interim payment
  2. Final Payment

Bills are certified by the Project Manager/ Works Engineer and sent to the Capital Works Division for payments. CWD prepare vouchers and sent to the Bursar for payment.

The Internal Audit Division will audit the relevant documents before the payment of the bill.

Where it is necessary, the recommendation of the final bill could be obtained pre-auditing the relevant documents.

4.8 Procedure adopted by the Maintenance Division in carrying out maintenance and rehabilitation work

4.8.1 Services carried out by the Maintenance Division

Maintenance division in the University shall be responsible for carrying out the following work.

1. Maintenance and rehabilitation of lands and buildings
2. Providing uninterrupted services such as electricity and water 3. Construction of building except major projects given under 4.7.

4. Assisting various student activities

4.8.2 Procedure for providing services by the Maintenance Division

4.8.2.1 Routine maintenance jobs, running repairs including minor improvements, urgent breakdown and auxiliary work

The Jobs of this nature are attended by the maintenance staff itself under the supervision of the works /Electrical Superintendents and Supervisors as follows.

1. Requests for rehabilitation, repairs and minor improvements are received from Heads of Departments/Divisions.

1. These jobs are entrusted to works Superintendent/Electrical Superintendent/Civil Supervisor by the Works Engineer.

1. Each and every job should be estimated (BOQ should be prepared and identify labour for each job) by the Works Engineer before attending to the job.

1. Works Superintendent/Electrical Superintendent/Civil Supervisor will deploy workers for the jobs daily in the morning.

1. Jobs are registered in the job register and a number is assigned for easy identification and job-cards are opened by the maintenance division

1. Jobs are carried out under the supervision of the supervisory staff and on completion job cards are signed by the Heads of Departments/Division to acknowledge that the work is satisfactorily completed.

1. Materials for the above jobs are obtained from the Supplies Division through the main stores.

1. Raw material remaining if any, equipment etc. taken from stores for a job should be returned to the stores on completion of the task.

4.8.2.2 Rehabilitation and improvement work Procurement

Guidelines Rehabilitation works are carried out by awarding contracts in keeping with the guidelines laid down by the government and as per the ICTAD tender conditions.

Procedure for awarding contracts are as follow:

1. Requests are received from Heads of Departments/Divisions for major Improvements work.

1. Contracts are awarded in keeping with the guidelines given in the section 4.7.1.

1. Works Engineer executes and administers the contract with the assistance of supervisory staff and ensures the quality and standards of the jobs.

1. Bills are certified by the Works Engineer and sent to the Capital Works Division for payments. CWD prepare vouchers and sent to Bursar for payment.

4.8.2.3 Construction of building except major projects

Procedure adopted is similar to 4.8.2.2.

4.8.2.4 Assisting various student activities 1. Requests are received from student body through Academic Coordinator/ Administrative Officer and Dean for major Improvements work.

2. Works Engineer executes the request through the supervisory staff

4.9 Vehicle administration UEC

Internal Circulars

SoPs

Financial

Regulations

Public

Administration Circulars 4.9.1 The Registrar of the University of Peradeniya shall be responsible for the custody and maintenance of motor vehicles belongs to the University of Peradeniya.

Official Motor cars have been assigned with the approval of the Governing Council of the University of Peradeniya to the following officers for use as official cars.

The Vice-Chancellor

The Deputy Vice-Chancellor

The Deans of the Faculties

The Registrar

The Librarian

The Bursar

An official car is intended for use only in connection with the official travel, however it is permitted to use the vehicle for private purpose provided a payment at the rate of Rs.500.00 per month is made. In addition to the above staff, students of the University and any other authorized official can use the University vehicles in connection with the official travels such as field visits/overnight trips with the approval of the Registrar/ Deans of the faculties with respect to the faculty requirements. The officer In Charge of motor vehicles of the University of Peradeniya is the Deputy Registrar/Senior Assistant Registrar of the General Services Division who will be responsible for the care, maintenance and proper use of motor vehicles, for the maintenance of all records in respect of such motor vehicles, and for the control and duty arrangement of Drivers and Cleaners.

Some motor vehicles are allocated to the Faculties of the University of Peradeniya to facilitate the smooth functioning of academic programmes and those are under the supervision of Senior Assistant Registrar/Assistant Registrar of the faculties.

4.9.2 Reservation of Vehicle

A vehicle reservation form approved by the Head of the Department, should be forwarded to Deputy Registrar/Senior Assistant Registrar General services or Senior Assistant Registrar/Assistant Registrar of the Faculty preferably before two working days. Arrangements will be made depending on the availability of University vehicles. If vehicles are not available in the University at the time of request, a vehicle can be hired from the service providers who are approved by the University Procurement Committee.

4.9.3 Supply of Diesel, Petrol and oil

Diesel/Petrol and oil will be obtained by means of orders drawn in favour of an authorized dealer.

The fuel requirement is notified to the subject clerk by the respective driver and necessary approval for fueling is obtained from Deputy Registrar/Senior Assistant Registrar, General Services Division/Assistant Registrars of the faculties. Fueling is carried out under the supervision of the subject clerk who is responsible for keeping all records regarding transportation.

4.9.4 Maintaining running charts and Log books

A Running chart showing the purpose of trip, journeys performed, places visited, mileage travelled, diesel/petrol consumed, should be maintained by the driver of the vehicle. The entries should be signed by the person using the vehicle on each journey and the Officer In-Charge of motor vehicle should maintain an effective check against misuse of vehicle or fuel.

An inventory of all non-perishable articles belonging to a vehicle, should be maintained in the inventory book of the vehicle. A copy of the list of the non-perishable articles should be given to the driver of the vehicle and his acknowledgment should be obtained. Date of replacement of spare parts or adding any accessories should be carefully monitored and the reason for such replacements should be recorded. Frequent replacement of any spare part should be investigated.

A logbook must be maintained for each vehicle and it should be kept under the custody of the subject clerk of the Division/Faculty.

4.9.5 Maintenance of Vehicles

Servicing of vehicle

Vehicles should be serviced once it is used / completed the following number of kilometers.

1. Three wheelers and motor bikes - 2500kms
2. Other vehicles -5000kms

The service requirement should be informed to the Deputy Registrar or Senior Assistant Registrar of

General Services / Assistant Registrar of the faculty by the Head of the Department / Division and the

service is done accordingly by the service station registered with the University of Peradeniya for providing such services.

4.9.6 Repairing of Vehicles

A written request, reporting the defect of vehicle should be forwarded to the Deputy Registrar/Senior Procurement Assistant Registrar, of General Services Divisions or Assistant Registrar of the faculty by the driver. This manual request is forwarded to the Officer In-Charge of the Motor Vehicle Repair Unit of the University of Supplement 35 Peradeniya via Deputy Registrar/Senior Assistant Registrar, General Services Division, for his inspection Delegation of

and recommendation. Financial

Once the recommendation is made, the repairs will be attended by following the procurement procedures. authority 2019 Payments for the repair will be done only after obtaining the recommendation of the Officer In-Charge, Motor Vehicle Repair Unit.

4.9.7 Reporting of Accidents

An official who is assigned to use the official motor vehicle at the time of any accident to the vehicle or the driver of the vehicle is responsible for reporting such accidents to the nearest police station immediately after the occurrence of such accidents.

In the meantime, Deputy Registrar/Senior Assistant Registrar -General Services Division or Assistant Registrar/Senior Assistant Registrar -Faculty who is Officer-In-Charge of the motor vehicle should be informed and it will be the responsibility of the Deputy Registrar/Senior Assistant Registrar -General Services Division or Assistant Registrar/Senior Assistant Registrar -Faculty to inform the Insurance Company immediately by telephone. Subsequently, a report should be submitted to the Office-In-charge in writing along with all particulars of the accident by the driver.

The Officer-In-Charge of the motor vehicle should take all action for safeguarding the University in any court case arising from the accident, recovering the value of damage to the official motor vehicle, and investigating the cause of the accident. Disciplinary action should be taken by the University against the driver if the accident or damage to motor vehicle is the result of any negligence or lapse on his part.

4.9.8 Unserviceable Motor Vehicles

If a University motor vehicle is presently unserviceable, the Registrar of motor vehicles should be informed to cancel the vehicle registration, and a notice of non-use should be given to the licensing Public Finance authority. If the motor vehicle is owned by a faculty the Assistant Registrar/Senior Assistant Registrar - circular 02/2015 Faculty should inform the Deputy Registrar/Senior Assistant Registrar -General Services Division to carry out the procedure.

If a vehicle is identified as unserviceable, it can be condemned as per the Public Finance circular number 02/2015 issued by the Ministry of Finance. According to the Circular, two committees should be appointed to identify the vehicles to be condemned and estimate the value of the condemned vehicles.

4.9.9 Disposition of Vehicles

Once the vehicles are identified as condemned, the procumbent procedures should be followed to auction those vehicles with the permission of Chief Accounting Officer / Accounting Officer of the Ministry / University.