Indian Institute of Technology Delhi

Store Purchase Section

NO. IITD/SP/SV/ 4qO Date: 3013/2011

The Physical Stock Verification Rep0iL of Establishment-If for the year 2005-06 to
2010-11 submitted by the Stock Verifier is forwarded for your kind perusal and remedial action
please.

Observations of the Stock Verifier may kindly be looked into and steps initiated to rectify
the discrepancies, if any, be intimated to this section within 15 days from the date of issue of this
note so as to avoid objection from the DGACR Party at a later date.

A monthly progress report thereafter may kindly be sent by 25th of each month till all the
discrepancies are resolved, for reporting to Registrar/Director.

Assistant Registrar (Stores)

c.
Assistant Registrar-If

c.c. to: 1. I3.egistrar

~DGACR Party
3. Stock Verifier

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 INDIAN INSTITUTE OF TECHNOLOGY
HAUZ KHAS:, NEW DELHI

(Store Purchase Section)

Subject: Cbecking of Record and Physical Verification of stores held on tbe charge of
. Establishment-II for the year 2005-06 to 2010-11.

Physical stock verification of stores and equipments held on the charge of Establishment-II for
the year 2005-06 to 2010-11 has been carried out by the undersigned. The report in this respect
is given as under:-

During the last verification we were having two sections i.e. Establishment-II & Establishment-
III and there was.a separate report for both the sections. This time these two sections have been
merged and only Establishment-II is in operation at the Institute. .

We have so far not received any report regarding action taken to the discrepancies and
observations pointed out in the previous verification report. It is necessary as action taken on the
report may be confirmed by the department within fortnight of issue of physical verification
report. However, the position of the following points of previous report is given as under:

A. Review of Last Stock Verification Report of Establishment-II for the Year 2003-04
& 2004-05.

1. Refer Para 1

Action has not been initiated for making use of Duplicating Machine - I No.,
however, the concerned person informed that this machine is being used by R&I
office but transfer voucher or relevant papers to transfer this machine has not been
traceable in the E-II office.

It is further suggested to trace out the relevant papers or take necessary action to
regularize these items and inform accordingly.

2. Refer Para 2 :

Action has not been initiated to trace out the following deficient items pointed out
in the previous years.

# Stock/Inventory Item Description Qty. Year

Page No.
1 CS-I/09 & 52 Stappling Machine HD,MD 24/6, 04 2002-03'
kores 7 & 8
2 CS-I/18 Duplicating Machine 01 1994-95
3 CS-I/40 Lock 50mm 11 2002-03
4 CS-I/41 Lock T-3 12 2002-03
5 CS-I/66 Briefcase VIP 01 2002-03

It is further suggested that action be taken to trace out the deficient items failing
which responsibility be fixed for the losses.

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3. Refer Para 5 :
I

Action has not been initiated totaken on chargethe following items which were
found surplus in the year 2002-03.

# Item Description Qty.

1 Staff Table with notice board 16
2 Superintendent Table 01

It is further suggested that these items be taken on charge with source of receipt
and to be shown accordingly.

4. Refer Para 6 :

At present there is no item in the name of Ms. Sunita Shiva (26314) as she has left
the Institute and the same has been transferred to Mr. V.K. Wadhwa (26037),
Conference Section.

# Item Description ICNo. Qty.

1 Staff Chair with PVC back 5836/200011-18 18
and arms
2. Visitors Chairs 583612000/i 9-20 02
3. Executive Chair 5836/2000121 01
4. HP Laser· Jet Printer 6L 4942/2000/2 01
Gold
5. UPS 500 VA Elnova make 7133/200113 01

The above has been checked accordingly.

5. Refer Para 7 :

(a) Action has been taken to write-off the following items through buy-back
vide Notification No. IITD/SP/W.Offl2006 dated 2215/2006 from the
inventory of Mr. Dharmender Bajaj (26517) who has left the Institute.

# Item Description ICNo. Qty.

1 HP Deskiet 81OC Printer 494212000/4 01
2 LQ-I050 + 132 col. Dot 34601199911 & 2 02
Matrix Printer

(b) Mr. Dharmender Baj aj (26517) has left the Institute, but the following items
are still outstanding in his computerized inventory (refer Annexure 'A').

# Item Description ICNo. Qty.

1 Keyboard (Samsung) 10278/200211 01
2 UPS 500 VA Elnova make 7133/200113 01

It is further suggested to take necessary to transfer these items in the name of

actual user in Establishment-II through S.P. Section and inform accordingly.

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 6. Refer para 8 :

(a) Action has not been taken to regularize the following item which is in the
name of Ms. Usha Shukla (25336) who has long been retired from the
Institute (refer Annexure 'B') ..

# Item Description ICNo. Qty.

1 Non-woven Unitex carpet 6156/2000/2 01
(l50Sq. Ft.)
••
It is surprised - time of
to see that how the No Dues has been cleared at the
superannuation and why the action has not been taken so long. It is further
suggested to take necessary action to transfer these items in the name of
actual user in Establishment-II through S.P. Section and inform accordingly.

B. Review of Last Stock Verification Report of Establishment-III for the Year 2003-04
& 2004-05.

7. Refer Para 2

Action has not been initiated so long to trace out the following deficient items
pointed out in the previous years.

# Stock/lnventory Item Description Qty. Year

Page No.
1 CS-I/05 Cycle Ester Star 01 1994-95
2 CS-I/06 Emergency Light 01 1994-95
3 CS-I/08 Room Heater 01 1994-95
4 CS-V10 Locks 36 1994-95
5 CS-II17 Drugged 01 1994-95
6 CS-I/21 Lock 46 mm 01 1994-95
7 CS-I/34 Table Workstation 01 1998-99
8 CS-I/35 Printer Table 01 1994-95
9 CS-I/37 Lock 50 mm 01 1994-95
10 CS-I/42 Thermos Flask 05 01 1996-97
11 CS-I/42 Revolving Chair (Surplus) 01 1996-97

It is further suggested that an immediate action be taken to regularize these items

failing which responsibility be fixed for the losses.

8. Refer Para 5 :

Action has not been initiated since long to obtain the receipt/acknowledgement
for the following items returned to Furniture Workshop.

S.No. Item Qty.

1. Staff Table with notice board 07

2. Superintendent Table 01
3. Staff Chair with arm 07
4. Visitor Chairs 12
5. Side Rack 06 /
/

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.
At-the same time, a concerned official informed that all furniture and inventory
.

.Iterns-which were being used in E-IIl office in Maiznen Floor has been kept as it
is there only, No handing Itaking over has been done at that time, Hence manual
inventory also could not be checked.

The matter is little serious and A.R. E-II to requested to look into the matter to
sort out this issue through S.P. Section and inform accordingly.

9. Refer Para 6 :

Action has not been initiated to transfer one UPS-500 VA make Elnova, Model T-
505 in the name of Ms. Kusum Sehrawat (26328) from E~III whereas she has long
been transferred from E-III to Centre for Atmospheric Sciences.

As the case has since long been pending, it is suggested to take necessary action at
the earliest and inform accordingly.

10. Refer Para 7 :

At present there is no inventory in the name of Sh. R.C. Nagarajan (25340).

Action has been taken to write-off under buy-back one HP Brio Bax System P-III,
IC No, 343511999/5 from his inventory. The write-off order No.
IITD/SPS/W.Off/2006/600 dated 3/10/2006 @ Total Book Value Rs. 5,28,8001-
and Total Buy-Back Value Rs. 30,2001- has been checked accordingly.

B. CHECKING OF STORES RECORD FOR THE YEAR 2005-06 to 2010-11

11. No C & NC Form has been generated during this period.

12. The following write-off orders (under buy-back) have been checked:

(i) The write-off order No. IITD/SPS/W.Off/2006/600 dated 3110/2006 @ Total

Book Value Rs, 5,28,8001- and Total Buy-Back Value Rs. 30,2001-

(ii) Write-off Notification No. IITD/SP/W.Off/2006 dated 2215/2006 @ Total

Book Value Rs 79,125/- and Total Buy-Back Value Rs. 4,8001-

13. The following Stock Level Reports have been checked:

S.No. Name E.Code

1. Ram Prasad 25787
2. Neeru Sharma 25381
3. Suresh Kumar Gohar 26378
4. Mamta Srivastav 26254
5. Vijay Pal Singh 25443
6. Veena Vasudeva 25425
7. Anita Chhabra 25436
8. Kamla Rani 25253
9. Purushottam Mishra 26422

-5 -
 10. Sharanpreet Kau'r ,26528
1l. V. Sirlhou 26801
12. Lalit Kumar 26771
13.
·14.
15.
Ms. Hema Kumari
Sudesh Rani
Mohit Kumar Sharma
50792/26833
50470
26838
--
14. While checking of write-off order No. IITD/SPS/W.OffI2008/8677 dated
1011112008, it is observed that the disposal entries in the ACSS Register has not
yet been done (refer Annexure-' C'). The detail is as under:

S.No. Inventory Page No. Items Description Qty

l. ACSSI1/57 Extension Board 1

2. ACSS/3/41 Printer Sharer 1
3. ACSS/1/55 RJ Cable Connector 2

You are suggested to take necessary action through S.P. Section/Store Official of
ACSS and report accordingly.

15. It is also observed that the number of items are in the inventory of Mr. Kalyan
Kumar Bhattacharjee (26621) whereas he has long been transferred from E-II
section. The action is in process to transfer these items in the name of current
A.R. Mr. Ram Prasad (25787).

You are suggested to complete the process and report accordingly.

16. Mr. Lalit Kapoor (26771) is holding number of items in his inventory from P.G.
Section whereas he is working in E-II (refer Annexure-Tr'). You are suggested
to transfer these items in the name of actual user of PG section and inform us
accordingl y.

17. Mr. Rohtas Singh (25475) has been superannuated from the Institute but one rack
Mountable Switch (24 port) is still in his inventory (refer Annexure- 'E').

It is suggested to take necessary action through S.P. Section and inform

accordingl y.

18. Mr. V.K. Vashistha (25338) has been transferred from E-II to IRD Unit but still
holding number of inventory items in his inventory from E-II (refer Annexure-
'F').

It is suggested to take necessary action through S.P. Section and inform

accordingl y.

19. Mr. Harish KW11arGupta (25922 ) has been transferred from E-II to Recreation &
Creative Activity but still holding few inventory items in his inventory from E-II
(refer Annexure- 'G').

It is suggested to take necessary action through S.P. Section and inform

accordingly.
/

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 20. Mr. Kamta Prasad Singh (26039) has been transferred from E-II but still holding
one item in his inventory from E-II (refer Annexure- 'H')..~
."':"

It is suggested to take necessary action through S.P. Section and inform

accordingly.

C. Physical Verification

21. Physical Verification has been done on the basis of balances standing in the
following inventories:

1. Manual inventory maintained by Central Store - 1.

2. Existing inventory (ACSS) and
3. Stock Level Report in the presence of concerned official.

The physical verification of manual record could not be done completely as the
official concerned from E-II informed that at the time of renovation, they have
returned inventory items to Maintenance Unit but at present they do not have any
receipt/acknowledgement of the above items. At the same time the concerned
official of E- III informed that while shifting from E-III to E-II we have not taken
any item from that section, whereas no official handing over and taking over was
placed at that time.

It is very strange to heard this but now the A.R., E-II is requested to seriously look
into this matter and assign concerned official to sort out this issue after
consultation with Store Official of Central Store - I & ACSS to avoid objection
from DGACR Party.

D. Suggestions:

22. As few paras have since long been pending, A.R., E-II is further requested to look
into the issues and take necessary action with the approval of competent authority
at the earliest to avoid objection from DGACR Party.

23. At present the record of consumable items has not been maintained by the E-II
office. They directly reimburse their contingent expenditure. through Temporary
Imprest. It is suggested to follow Institute Stores & Purchase Rules regarding
maintenance of record for consumable expenses.

24. The record of all 'C' & 'NC' forms are to be maintained year wise with fresh
number in an each financial year. All hard bond CINC Forms be certified
through Assistant Registrar, E-II.

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25. An unserviceable items which are beyond economical repair are to be written-off ,
as per Institute procedure. .-

26. Marking/engraving 011 major & minor assets/furniture must be there. It will help
in easy location and identification of stores.

This is submitted for your kind perusal and necessary action please.

(Anita Manchanda)
Assistant

Assistant Registrar (Stores)

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No: IITD/SPS/W.off/20081
Dated:- November 2008

Approval of the Competent Authoritv is hereb . conveyed to write-off t e u: serviceable

items a;, per report 01 survey (I-Page) worth Rs.55,155/- (Rupees Fifty five thousand one
hundred fifty five only) pertaining to the Estt.Il Section.

Further action to delete these items from records will be taken by the respective
Deptt.lCentre after its final disposal through Central Disposal Committee
-
of the Institute.
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Asstt. Regi trar (Stores)
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~2. Central Stores-If
3. Stock Verifier

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