RECORDS AND REGISTERS TO BE MAINTAINED AT SCHOOL LEVEL RELATED TO RMSA

REGISTER SHOWING THE FUNDS RELEASED FROM RMSA

CASH BOOK
REGISTER OF CHEQUES ISSUED
LEDGER REGISTER
FURNITURE STOCK REGISTER
LIBRARY STOCK REGISTER
LAB EQUIPMENT STOCK REGISTERS
REGISTER OF PARMANENT ARTICLES
SMDC MEETING MINUTES REGISTER
VISITORS REGISTER

I.

REGISTER SHOWING THE FUNDS RELEASED FROM RMSA

The purpose of maintenance of this register is to record the release of funds from RMSA time to time for
quick reference in the periodical meetings and for official verification including statutory audit.
Sl.No

Date

Particulars of funds
released

Amount

Remarks
(Record the
page number of
the cash book
where the entry
posted in the
receipt column)

Signature
of the first
Assistant

Signature
of the HM

II. CASH BOOK

The purpose of maintaining the cash book is to know the expenditure made or transaction made time to
time. This is the main source to show the amounts received and expenditure made including the amounts
released to the parties and the purpose of disbursing the amounts through cheques.This also will be the
main source for auditing.
Rece
ipts
Sl.No

II.

Date

Particulars of
Amounts
received

Amount

Total

Paym
ents
Date

Vr.No

Particulars of
expenditure
made/amounts
paid to

Amount

Balance

REGISTER OF CHEQUES ISSUED

This register is suggested to maintain to record the particulars of cheques issued to the parties
mentioning the purpose of issue and the sanction order particulars.
Sl.NO

Date

Cheque
Number

Particulars
of payment made

Amount

Signature of
the party

Initial of
the HM

Rs
(In this column at the
beginning we have to
mention the name of the
grant )
The purpose of issuing
the cheque, particulars
sanctioning proceedings
and the party name also
to be recorded.

III.

LEDGER REGISTER
The purpose of maintaining the Ledger register is to record the particulars of Head wise amounts
received and the amounts expenditure made time to time. We can monitor the provision and balances
available in such head of account to incur expenditure on a particular head of account. The ledger register
also can be treated as budget watch register.
Nature of grant:
Total grant:

Annual/school/civil works/library books/lab material

Remarks

Sl.No

Date

Particular
s
Of Grants
released
with
Sanction
order
particulars

Grant
received

Expenditure

Progressive
Expenditure

Rs

Rs

Rs

Balance
Amount
available
Rs

Signature
Of the
Sr.teacher

Signature
of the
HM

V. FURNITURE STOCK REGISTER

RMSA is providing furniture to the library and Science Lab, these items has to be recorded in this
register.
Name of the item: Table/chair/Almerah/stool/rack etc.,
(separate page to be maintained for each item mentioned above)
Sl.No

Date

Particulars

Rate

Quantity

Amount

Total
Quantity
available

Initial
Of the
In-charge

Initial of the
HM

In this column
the particulars of
sanction
order /DPC
order/
Name of the
agency supplied
the
material/delivery
challan number
to be recorded.

VI. LIBRARY STOCK REGISTER

RMSA is providing grants for purchase of library books and periodicals. The particulars of
purchase and stock of library books and periodicals has to be recorded in this register.
Similarly the issues register also to be maintained separately by the library in-charge.
S.No

Date

Title of the
Book

Particulars

Rate

Number
of
books
purchased

Amount

Total
books
available

Initial
Of the
In-charge

In this
column the
particulars
of sanction
order /DPC
order/
Name of
the agency
supplied
the
material/del
ivery
challan
number to
be
recorded.

I.

LAB EQUIPMENT STOCK REGISTERS

RMSA is providing grants for purchase of Lab equipment lab consumables. The
particulars of purchase and stock of these items has to be recorded in this register.
Similarly the issues register also to be maintained separately by the science teacher/lab incharge.
Name of the item: Microscope/test tube/balancer/pendulum/beaker/

Initial of
the HM

Chemicals/salts etc.,
(Separate pages to be maintained for each item)

S.No

II.

Date

Brand
name

Particulars

Rate

Quantity
purchased

Amount

Total
Quantity
available

Initial
Of the
In-charge

Initial of
the HM

In this column
the particulars
of sanction
order /DPC
order/
Name of the
agency supplied
the
material/delivery
challan number
to be recorded.
REGISTER OF PERMANENT ARTICLES

NOTE: The permanent articles are furniture/computers/ Telephone/electrical fittings/Lab

equipment/locks etc.,
After every purchase of the permanent article, the particulars of purchases made and the material
transfered to the in-charge where the stock is further maintained have to be recorded very carefully in this
register, this register can also called as central stock register(Total purchases of permanent articles made
in the school should reflect in this register).
Sl.No

Date

Name
of the
Article

Particulars

Rate

Quantity

Amount

In this column
the particulars
of sanction
order /DPC
order/
Name of the
agency supplied
the
material/delivery
challan number
to be recorded.
In this column
the particulars
of sanction
order /DPC
order/

III.

Stock
Transferred
To
with date

Signature
of the
in-charge
Received
the stock

Here the
particulars
of material
transferred
to a
particular
in-charge
has to be
recorded
with date
and the
page
number of
such stock
register for
future
verifications

SMDC MEETING MINUTES REGISTER

As per the RMSA norms we have to conduct SMDC meetings periodically.
Whenever we conduct such meeting we must record the discussions made in the meeting and
resolutions taken in the form of minutes and should obtain signature of the members participated.
Sl.No

Date

Minutes of meeting

Signatures of

HM
initial

Remarks

ar
ti
c
ul
ar
s
of
m
e
m
b
er
s
P
ar
ti
ci
p
at
e
d
The minutes should be recorded
point wise with good clarity to read
and should be able to understand
the Proceedings what actually
discussed and resolved in the
meeting.

IV.
V.
VI.
VII.
VIII.

VISITORS REGISTER
Register for advances (for others)
Bank pass book
Bill register
Stock register

The members
Participated