MANUAL OF

OFFICE
PROCEDURE

DELHI TOURISM & TRANSPORTATION

DEVELOPMENT CORPORATION
(A Government of Delhi Undertaking)

MANUAL
OF
OFFICE PROCEDURE

DELHI TOURISM & TRANSPORTATION

DEVELOPMENT CORPORATION
(A Government of Delhi Undertaking)

INTRODUCTION
Application of methods and procedures in organizations has been age-old. The efficiency of an
organization depends largely on evolution of adequate processes and procedures and the
ability of its employees to follow them. Accordingly, the efficiency of persons handling work
in an organization can be judged by their ability to dispose of matters - mostly receipts, cases
etc. with speed and quality, following the procedures prescribed for the purpose. The ultimate
object of all Government business is to meet the organization without undue delay or
dilatoriness. At the same time, those who are accountable for fair conduct of business have to
ensure that public funds are managed with utmost care and prudence. It is therefore necessary,
in each case, to keep appropriate record not only of what has been done but also of why it was so
done. These records serve as evidence, precedent, guide and training material too.
The procedures prescribed in this manual, attempt to balance the conflicting considerations of
speed, quality, transparency and propriety. In a dynamic context, this balance cannot be
rigidly or permanently fixed. Every rule and step in the procedure must serve a definite
purpose and meet such tests. Is it necessary or sufficient? Is there any simpler and quicker way
to serve the purpose?
Mere written procedures may not ensure their effective operation. A written procedure just
guides how to do the work. In order to make sure that procedures are being followed,
documentation of actual practice and spot checks of actual work need to be done. Newly
inducted officials must be trained on the procedures contained in this manual and Refresher
course should also be organized.
A well designed procedure serves as a standing order, a means to coordination effort a tool of
communication, and a basis for performance measurement and appraisal. This office
procedure manual continues to form the backbone of process management.

FORM AND PROCEDURE OF COMMUNICATON

Forms of written communication and methods of deliveryThe different forms of written communication and methods of delivery generally
used by a department are described below. Each form has a use and, in some cases,
a phraseology of its own. Only black or blue ink will be used in communications. A
small margin of about one inch will be left on all side (left, right, top and bottom) of
each page of communication to ensure better preservation of records as at times the
paper gets torn from the edges, making reading of the documents difficult.
Specimens of these forms form are given.
(1)

Letter- This form is used for corresponding with foreign Government. State
Governments, the Union Public Service Commission and other constitutional
bodies, heads of attached and subordinate offices, public enterprises,
statutory authorities, public bodies and members of the public generally. A
letter begins with the salutation Sir/Madam as may be appropriate and ends
with the subscription Yours faith fully.

(2)

Demi-official letter- This form is generally used in correspondence between

Government officers for an interchange or communication of opinion or
information without the formality of the prescribed procedures. It may also
be used when it is desired that the matter should receive personal attention of
the individual addressed. Since demi-official letter is writer in the first person
in a personal and friendly tone, it should be addressed by MD/GM in the
corporation who is ordinarily not more than one or two levels below the
officer to whom such communication is addressed.

(3)

Office Memorandum- This form is generally used for corresponding with

other Department or in calling for information from or conveying information
to its employees. It may also be used in corresponding with attached and
subordinate offices. It is written in the third person and bears no salutation or
subscription except the name and designation of the officer signing it.

(4)

Inter-departmental note/U.O.note-

(a)

This form is generally employed for obtaining the advice, views, concurrence
or comments of other Departments on a proposal or in seeking clarification
of the existing rules, instruction etc. It may also be used by a department
when consulting its attached and subordinate offices and vice versa.
(b) The inter-departmental note may either be recorded on a file referred to
another department or may take the form of an independent selfcontained note. The subject need not be mentioned when recorded on the
file self.

(5)

Telegram
(a) This form is used for czommunicating with outstation parties in matters
demanding prompt attention. The text OF telegram should be as brief as
possible.

(6)

Fax facility- In urgent and important matters (including legal and financial
messages), departments may use fax facilities to send messages, wherever
available. Offices not connected through fax but having telex facilities, may
send urgent and important messages through telex, instead of a telegram in
communication with outstation offices.

(7)

Registered Post/Registered A D (Acknowledgement Due)- This method of

delivery is used in communicating with offices to ensure receipt of the
communication and in the case of Registered A D an acknowledgement of the
delivery is also received by the issuing office.

(8)

Speed Post- This method of delivery is used to ensure quick receipt of

messages warranting urgent attention at the receiving end and an
acknowledgement of the delivery is also received by the issuing office.

(9)

Office order- This form is normally used for issuing instructions meant for
day to day internal administration. e.g. grant of regular leave, distribution of
work among officers and sections, appointments and transfers, etc.

(10) Order- This form is generally used for issuing certain types of financial
sanctions and communicating government orders in disciplinary cases, etc., to
the officials concerned.
(11) Notification- This form is mostly used in notifying the promulgation of
statutory rules and orders, appointments and promotions of gazetted officers,
Etc,. Through publications in the Gazette of India. The composition of the
types of matters to be published in each part and section thereof, the
instructions for sending the matter for publication therein and for sending
copies to GNCTD.
(12) Resolution- This form of communication is used for making public
announcement of decisions of DTTDC in important matters of policy.
(13) Press communiqu/note- This form is used when it is proposed to give wide
publicity to a decision of DTTDC.
(14) Circular- This form is used when important and urgent external
communications received of important and urgent decisions taken in enrollee
have to be circulated within a department for information and compliance by
a large number of employees.

(15) Advertisement- This form is used for reaching out to the general public to
create awareness about DTTDC policies and operational matters. It may take
the form of audio-visual or written communication or both.
(16) E-mail- This is a paperless form of communication to be used by corporation
having computer facilities supported by internet or intranet connectivity.
Telephonic Communications(1)

Appropriate use of the medium of telephone may be made by corporation for

intra and inter-department consultation and for communication of
information between parties situated locally.

(2)

In matters of urgency, departments may communication with out-station

offices also over the telephone.

(3)

Telephonic communications, wherever necessary, may be followed by

written communications by way of confirmation.

Correspondence with attached and subordinate offices1.

Senior Officers/Head of a subordinate under an administrative will

correspond in respect of matters involving intervention/approval of another
Govt. Corporation Department in a note form to their concerned
Ministry/Department.

2.

Head of Corporation will write in respect of matters involving

intervention/approval of another Ministry/Department to the Secretary of
the concerned Ministry/Department in a letter form.

3.

In both the cases, concerned Ministry/Department, if required, will take up

the matter with another ministry.

4.

An officer of below the rank of MD/GM will not correspond directly with the
Minister of another Ministry except the Head of a statutory body/regulatory
authority set up by an Act of Parliament.

File numbering system- One single file system should be adopted for a subject
matter dealt in that file opening of part file on similar subject should be avoided as
for as possible.
Functional file numbering system(1)

In this system the range and dimensions of the subjects falling under the scope
of business allocated to a department are analyzed in the following sequence.
(a) Main functions of the department;
(b) Activities in each of these functions;

(c) Aspects or operations involved in each of these activities; and

(d) Factors to be taken into consideration relating to each of these aspects or
operations.
File numbering system based on subject classification(1)

Each section will maintain approved lists of:

(a) Standard heads, i.e. main subject headings concerning it; and
(b) Standard sub-heads, i.e. aspects of the main subject headings.

(2)

The standard heads will bear consecutive serial numbers. No such numbers,
however, will be allotted to standard sub-heads.

(3)

The lists of standard heads and sub-heads will be reviewed at the beginning of
each year and revised, if necessary, with the approval of the branch officer
concerned. The serial numbers once allotted to the standard heads should not
ordinarily be changed.

(4)

Before opening a new file, the dealing hand will ascertain the standard head to
which the paper under consideration relates. He will then propose a suitable
title of the file for the approval of the section officer. The title will consist of :
(a) Standard head;
(b) Sub-head which will be more indicative of the precise suitable than the
head. (where it is necessary to have more than one sub-head in a title the
general should usually precede the specific); and
(c) A brief content indicating the question or issue under consideration in
relation to the standard head and sub-head and where necessary, the
specific institution, person, place or thing involved.

(5)

The title should be as brief as possible. It should give at a glance sufficient

indication of the contents of the file so as to serve as an aid to its identification
and retrieval. It should be articulated, i.e. broken up into components, each
consisting of the minimum possible substantive words and expressing an
element in the subject matter. Each part will begin with a capital letter and will
be separated from the preceding one by a bold dash.

(6)

As far as possible, there should be a separate life for each distinct aspect of the
subject. The title of a file should not be couched in very general or wide terms
which might attract large number of receipts on different aspects of the matter,
there by making the file unwieldy.

(7)

If the issue raised in a fresh receipt or in the note on a current file goes beyond
the original scope, a new file may be opened to deal with it, after placing the
relevant extracts or copies thereon.

(8)

Every file will be assigned a file number which will consist of:
(a) The serial number allotted to the standard head;
(b) The serial number of the file opened during the year under the standard
head;
(c) The year of opening the file all four digits e.g. 2012-2013; and
(d) An abbreviated name/symbol identifying the section.

(9)

The first three elements in the file number will be separated from one another
by a slant stroke and the last two by a dash. Thus, files opened in, say,
Scientific Research Section during 2009 under the standard head bearing
serial number 3 will be numbered consecutively as 3/17/2009-SR, etc. and
so on, where SR represents the section.
Instances where files need not be opened-Normally, no new files will be
opened for dealing with receipts of a purely routine nature (e.g.requests for
supply of unclassified factual information, notice of holiday, miscellaneous
circulars) which:

(1)

Can be disposed of straightaway be recording the reply on the source receipts

and returning them to the originators; or

(2)

Are unlikely to further correspondence and therefore can be placed in a

miscellaneous file to be destroyed at the end of a calendar year, or placed in the
folder of circulars, etc. on a given subject.
File register A record of files opened during a calendear year will be kept in
a file register to be maintained by the diarist. A list of approved standard
heads along with the serial numbers identifying them should be pasted at the
beginning of the register. The pages allotted to the standard heads in the
registers should also be indicated against each. Electronic file register exactly
in the form of the will also be prepared and maintained in the computerized
environment.
Part file If the main file on a subject is not likely to be available for some time
and it is necessary to process a fresh receipt or a note without waiting for its
return, a part file may be opened to deal with it. This device may also be
resorted to where it is desired to consult simultaneously two or more sections
or officer and it is necessary for each of them to see the receipt noted upon.

(1)

A party file will normally consist of :

(a) Receipt or note dealt with; and
(b) Notes relating thereto.

(2)

Where two or more part files are opened, each will be identified by a distinct
number, e.g. part file II and so on.

(3)

A part file will be merged with the main file as soon as possible, after removing
duplicate papers, if any.

(4)

Appropriate electronic entry for opening of part file will be made in a

computerized environment, so that easy tracking is facilitated for the purpose
of merging of the part file with the main file on its return.

Transfer, reconstruction and numbering of fileswhenever work is transferred

from one department/section to another; the former will promptly transfer all the
related records including files, both current and closed, to the latter. The
department/section taking over the records will not divide, reclassify or renumber
the closed files transferred to it. In the case of current files, the endeavor should be
to close them at the earliest possible stage and open new files according to the
Department/Sectionss own scheme of classification for dealing with the matter
further.
A file will be reconstructed if it is misplaced. The file number and the subject will be
obtained from the file register and the copies of correspondence will be sought from
the corresponding departments. On receipt of all such papers they will be arranged
in chronological order on the file and a self-contained note will be prepared on the
basis of the copies of correspondence, and placed on the notes portion of the
reconstructed file
Movement of files and other paper
(1)

Movement of files will be entered meticulously in the file movement register.

Electronic file movement register will be prepared and maintained in the
computerized environment.

(2)

The movement of the linked files will be marked in the space allotted in the file
movement register for the file with which these are linked and also
individually in the space allotted in the file movement register for each of the
linked files.

(3)

Movement of files received from other departments/sections and other

receipts which have not been brought on to a file in the receiving section will
be noted in the remarks column of the section diary.

(4)

No current file will be issued to their sections except against written

requisition and after marking its movement in the file movement register.

(5)

Files and other papers marked by the Chief Managers to other officers,
sections or departments will be routed through the section for noting their
movement.

(6)

When the file are handed over personally by the Chief Manager to other
officers, he will inform the section officer accordingly who will ensure that the
movement of such files is marked in the file movement register.

(7)

The personal staff of officers of the rank of DM/AM and above will
maintain the movement of papers received by their officers in the respective
personal section diary. Movement of any file handed over personally to a
higher officer or the Chairman /Minister will similarly be noted by the
personal staff. Papers/File marked by them to other department, however,
will be routed through the section concerned, for noting their movement in
the file movement in the file movement register or section diary, as
appropriate.

(8)

In a computerized environment the movement of files will be recorded

electronically at every stage.,

Correspondence with State Governments

(1)

Communications on the subjects which clearly relate to the business of a

particular department will normally be addressed to the Secretary of that
department. Other communications including those of special nature of
importance warranting attention at higher levels may be addressed to the
Chief Secretary. Demi-official letters can also be sent to officers of State
Government. In case of demi-official communications to the Chief Secretary
of a State, this level will not be below the level of Joint Secretary.

(2)

Communications other than those of a purely routine nature e.g.

acknowledgements will not ordinarily be addressed to State Governments,
except with the prior approval and over the signature of the branch officer.
Purely routine communications can, however, be signed by a section officer.

Correspondence with the Lok Sabha and the Rajya Sabha Secretariats
Communications meant for the Lok Sabha Secretariat or the Rajya Sabha Secretariat
and requiring urgent or high level attention may be addressed to the officers
concerned in the Secretariat of the house concerned and not to the Secretary
General.

Correspondence with Member of Parliament

(1)

Communication received form Members of Parliament should be attended to

promptly.

(2)

Where a communication is addressed to a Minister, it should, as far as

practicable, be replied to by the Minister himself. In other case, a reply should
normally be issued over the signature of an officer of the rank of Secretary
only.

(3)

Where, however, a communication is addressed to the head of an attached or

subordinate office, Public Sector Undertaking, Financial Institutions
(including nationalized banks) Division/Branch In charge in a
Ministry/Department/Organization, it should be replied to by the addressee
himself. In routine matters, he may send an appropriate reply on his own. In
policy matters, however, the officer should have prior approval of higher
authorities before sending a reply. It should, however, be ensured that the
minimum level at which such replies are sent to Members of Parliament is that
of Under Secretary and that also in a polite letter form only.

(4)

Normally information sought by a Member should be supplied unless it is of

such a nature that it would have been denied to him even if asked for on the
floor of the Houses of Parliament.

(5)

As far as possible, in corresponding with Members of Parliament, pre-printed

or cyclostyled replies should be avoided.

(6)

In case a reference from an ex-Members of Parliament is addressed to a

minister or Secretary, reply to such reference may be sent by the concerned
Divisional Head after obtaining approval of Secretary of the Ministry/
Department. In case the reference is addressed to a lower level officer, reply to
such reference could be sent by the officer on his own in non-policy cases and
after obtaining approval of the higher authorities in policy cases, However,
the lowest level at which reply could be sent, should be that of an Under
Secretary and that too in a polite letter form only.

Correspondence with Foreign Governments and International Organizations

Correspondence with Foreign Governments and their Missions in India. Heads of
Indian Diplomatic Missions and posts abroad and United Nations and its
specialized agencies will normally be channelized through the Ministry of External
Affairs. The exceptions under which direct correspondence may be resorted to are
indicated in the instructions entitled Channel of communication between the
Government of India and State Governments on the one hand; and foreign and

commonwealth Governments or their Missions in India. Heads of Indian

Diplomatic Mission and posts abroad and United Nations and its specialized
agencies on the other issued by the Ministry of External Affairs.
Prompt response to letters received
(1)

Each communication received from a Member of Parliament, member of the

public, recognized association or a public body will be acknowledged within
15 days, followed by a reply within the next 15 days of acknowledgement sent.

(2)

Where (i) delay is anticipated in sending a final reply, or (ii) information has to
be obtained from another Ministry or another office, an interim reply will be
sent within a month (from the date of receipt) indicating the possible date by
which a final reply can be given.

(3)

If any such communication is wrongly addressed to a department, it will be

transferred promptly (within a week to the appropriate department under
intimation to the party concerned).

(4)

Where the request of a member of the public cannot be acceded to for any
reason, reasons for not acceding to such a request should be given
courteously.

(5)

As far as possible, requests from members of public, should be looked at from

the users point of view and not solely from the point of view of what may be
administratively convenient;

Target date for repliesIn all important matters in which State Governments,
departments of the Central Government, or other offices, public bodies or
individuals are consulted, time limit for replies may ordinarily be specified. On
expiry of the specified date, orders of the appropriate authority may be obtained on
whether the offices, whose replies have not been received, may be allowed an
extension of time or whether the matter may be processed, without waiting for their
replies.

10

DAK RECEIPT, REGISTRATION AND DISTRIBUTION

12. Receipt of Dak
During office hours, the entire dak of the department including that addressed to
Officers by name will be received in the Central Diary Information Facilitation
Counter. Where, However, immediate/important dak addressed to Officers by
name if sent through special messenger directly to the addresses themselves, it will
be received by them or by their personal staff.
(1)

In case an officer is on long leave, has retired or left the office after completion
of his tenure, the incumbent of the personal staff concerned or the officer just
below the concerned officer dealing with the subject will receive the
immediate/important reference, expect confidential letters, in case none of
the above mentioned officers is in position, the central registry will receive
such letters. In no case immediate/important letters should be undelivered or
returned.

(2)

Outside the office hours, dak will be received by the addresses himself at his
residence if market immediate urgent and addressed by name. In such
cases, the officer will normally be informed in advance over telephone about
the dak being delivered at his residence. In all other cases, dak will be received,
outside office hours by:

a)

The night duty clerk of the Department concerned; or

b)

Where no such arrangements exist by the officer designated to receive such

dak

(3)

Communication received through emails will be downloaded centrally in the

computer section by a designated person, who will forward the same to the
Central Diary. Such communications addressed to officers will be
downloaded by them or by their personal staff.

(4)

Communication received through FAX should be immediately photocopied

as the text of the FAX message fades with the passage of time.

13. Acknowledgement of dak the receipt of dak, except ordinary postal dak,
will be acknowledged by the recipient signing his name in full and in ink with date
and designation. As far as possible, e-mail received should be acknowledged and
responded through email.
14. Registration of dak
1)

Urgent dak will be separated from other dak and dealt with first.

11

2)

All covers, except those addressed to Officers by name or those bearing a

security grading, will be opened by the Central Diary.

3)

On opening dak, the Central Diary/IFC will check enclosures and make a note
of any item found missing.

4)

All opened dak, as well as the covers of unopened classified dak, will be datestamped (vide specimen as under)Stamp
Section..
Diary.

5)

The entire dak will be sorted out section wise (and officers-wise, if addressed
by name) to facilitate this, the Central Diary will keep a list showing the up to
date allocation of the subjects to various sections.

6)

The following categories of dak will be registered by the Central Diary /IFC in
the dak register (Appendix-1):

Telegrams, wireless messages, FAX messages, telex messages and email

messages received from the Computer Centre;

Registered Postal dak

Inter departmental files

Court/summons etc. and receipts enclosing valuable documents, e.g., service

books agreements etc.

Parliament/Assembly questions, resolutions reference seeking information

relating to them

Unopened inner covers containing classified dak;

Letter from members of Parliament MLAs

Any other category covered by speech instructions and

Envelops received without contents or with material not market to any officer
will be registered with necessary comments in the remarks column of Dak
Register.

7)

The Central Diary, IFC will maintain one or more dak registers or computers
as may be found convenient.
In no case, however, will a single
register/computer be operated upon by two or more clerks. Where more than
one dak register is maintained each register will be identified with an
alphabetical code letter A, B, C and so on.

12

8)

The DC/IFC Number assigned to dak, manually in the dak register or through
the computer, will be indicated on the dak in the appropriate place in the
stamp affixed on it.

9)

Dak received may, however, be registered in the computer wherever such a

facility is available in Central Diary/IFC. In that case, dak register and
invoice, register need not be maintained manually.

15

Distribution of dak

The Central Diary/IFC will prepare an invoice (Appendix-2) separately for each
section to which the dak is to be distribution, the dak along with invoicve, will be
sent to the section concerned and acknowledged by the diarist, the invoice, duly
section-wise and date-wise.
In case the dak is registered through computer, section-wise report will be
generated by computer.
Alternatively, dak may be distributed and acknowledgement obtained in
messenger books or dak register maintained sectionwise.
The above procedure will also apply to the dak meant for officers, which will be
acknowledged by their personal staff.
Urgent dak will be distributed as and when received. Other dak may be distributed
at suitable intervals (i.e., 11 AM, 2 PM and 4 PM) such part of the ordinary dak as is
received late to be included in the last daily round will be kept ready for distribution
early next day. The official in charge of the Central Diary will ensure:

(5)

a)

That, as far as possible, sorting, registration and invoicing of dak is

completed on the day of its receipt.

b)

That to the extent which the above work cannot be completed during the
day, and without prejudice to the processing of urgent dak, the night duty
staff attends to it and

c)

That the total number of receipts pending at the end of the day for sorting,
registration and invoicing are noted in a register and the full signature of
the night duty staff are obtained on it in token having taken custody of
these.

Urgent dak received outside office hours will be sent to the sections concerned
if there is staff on duty. In other cases, such dak will be dealt with in
accordance with the instructions issued by the Department concerned.

13

RECEIPTS SUBMISSION AND DIARIZATION

Perusal and marking of receipts:The diarist will submit all receipts to the officer with whatever designation is
assigned the job who will
(1)

Go through the receipts;

(2)

Forward the misdirected receipts to the section concerned

(3)

Separate those which, either under the specific instructions or in his discretion
should be seen by higher officer before those are processed to concerned
officer

(4)

Mark other receipts to the dealing hands concerned

(5)

Keep a note in his diary of important receipts requiring prompt action or

disposal (by a specified date) and enter in a VIP register.

Section Diary
(1)

Each section will maintain a section diary

(2)

The diarist will diarize in the section diary all receipts except the following
before these are submitted to the officers concerned or distributed amongst the
dealing hands:
(a) Receipt which as a class, are adequately taken care of by a register
specially devised for the purpose ( e.g. telephone bills which are entered
in the telephone register).
(b) Receipts which have already been diarized in computer
(c) Communication received from Members of Parliament/,MLA for which
a separate register is maintained for watching their disposal
expeditionary and on immediate basis
(d) Unsigned communications (except e-mail) on which no instructions have
been recorded by officers and on which no action is to be taken
(e) Identical copies of representations, except the one received first
(f) Post copies of telegrams, unless they contain additional information
(g) Petty contingent vouchers such as those relating to night duty or overtime
claims of the staff, claims for collie hire or conveyance hire, chits asking for
articles of furniture, stationery etc.,
(h) Routine acknowledgements
(i) Casual leave applications

14

(j)

Copies of miscellaneous circulars, office memoranda, extras, etc.

circulated by any section for general information e.g. orders of general
application, telephone lists, notices of holidays, tour programmes etc. and

(k) Any other types of receipts which under specific instructions are not
required to be diarized.
(3)

Inter- departmental notes, telegrams, or any other category of receipts sought

to be distinguished from the rest, may be entered in the section diary in red ink.

(4)

Receipts redirected to other sections will also be diarized.

(5)

Papers referred under diary numbers, however, previous and later entries in
the diary will be linked by giving the earlier and the later diary number against
each entry.

(6)

If a receipt is diarized after a lapse of more than 15 days from the date it bears,
the entry date of the section diary will be circled in red ink.

(7)

The diary number of a receipt will be indicated in the space provided for the
purpose in the stamp affixed by the central Diary.

(8)

The branch officer by whatever designation assigned the job will scrutinize the
section diaries once a week to see that these are being properly maintained and
append his dated initials in token of scrutiny.

Diarizing of receipts addressed to officers

(1)

The personal staff of officers equipped with personal see that the receipts
addressed to the officers in respective personal section diary envelopers
received without content or with material not marked to any officer should
also be diarized.

(2)

However, in order to monitor the management of the communication diarized

at the level of MD & CEO and any other officer where it is diarized for the first
time, subsequent recur will be mentioned with the original diary not assigned
by the personal staff for the first time was received
In the computerized diary system no receipt will be diarized more than once.
For receipts addressed to officers, diarizing will be done by their personal
staff. For receipts received in the Central Diary it will be done by the data entry
operator and after office hourse by the night duty clerk proficient in computer
operation. The dak will also be sacnnned at the initial source.

Movement of receipts
(1)

Receipts submitted to officers willmove in pads conspicuously labeled as

15

Receipts Pad. Their movement and perusal will receive prompt attention.
(2)

The officer )by whatever designation assigned the job) will keep a careful wath
on any hold up in the movement of receipts. The diarist will bring to his notice
any receipt which is not received back from officers within one working day.

Action by higher officersOfficers to whom receipts are submitted will:

(1)

Go through the receipts and initial them:

(2)

Remove receipts which they may like to dispose of without assistance from
section or to submit to higher officers

(3)

Where necessary, give directions regarding line of action to be taken on other

receipts and

(4)

Return the receipts together with movement slip, if any, to the officer (by
whatever designation assigned the job) for action.

Allocation of disputed receiptsIf a section files that it is not concerned with a misdirected receipt forwarded to
concerned section, the same should be brought to the notice of the officer
designated by the department for deciding allocation of disputed receipts.

ACTION ON RECEIPTS
While dealing with the receipts, certain general principles are to be observed in this
regard:
1.

An officer will himself initiate action on as many receipts as possible, keeping

in view the priority requirements.

2.

Numbers of levels at which a case is examined will be reduced to the

minimum.

3.

Paper work will be kept at an essential minimum.

4.

Least possible time will be taken for examination and disposal of cases.

5.

While disposing of cases, an officer will aim at optimizing the quality as well as
the quantity of work performed by him.

6.

Simplified and pre-structured formata will be devised for processing routine

i.e. repetitive cases. Simplified formats should also be devised for the benefit of
the citizen in his interaction with the offices.

16

Action by dealing handThe dealing hand will :

1.

Go through the receipts and separate urgent receipts from the rest;

2.

Enter the receipts in the assistants diary: it is not necessary to maintain this
diary separately in computerized environment, as the system can generate
information through query;

3.

Deal with the urgent receipts first; code indicating the priority may be given in
a computerized environment.

4.

Check enclosures and if any fund missing, initiate prompt actin to obtain it;

5.

See whether any other section is concerned with any part or aspect of a receipts
and if so, send copies or relevant extracts to that section for necessary action;

6.

Bring the ceipt on to a current file if one already exists or open a new file (as per
paras 14 and 15 indicate file n in column 4 of the Assistant Diary. If the current
file is under submission, a part file will be opened, which will be subsequently
merged with the main one by the dealing assistant when he accesses both. In a
computerized environment the relevant file number, whether of existing file
or a new file, should be indicated in the relevant column in the diary register
itself.

7.

Docket the receipt and reproduce on the notes portion of the file remarks, if
any, recorded by an officer on the receipt;

8.

With the help of file register, indices, precedent book (para, standing guard
files (para 35), references folders etc, locate and collect other files or papers, if
any, referred to in the receipt, or having a bearing on the issues raised therein.

9.

Identify and examine the issues involved in the case and record a functional
note,

10. Arrange papers and reference them in the case properly

11. Where necessary, attach a label indicating the urgency grading appropriate to
the case.
12. Put up the case to the appropriate higher officer; and
13. Indicate the date f submission in column 5 of the assistant diary. In the
computerized diary system, indicate the details of submission, at the
appropriate column.

17

Action by Branch Manager

1.

The branch Manager

a)

Scrutinize the note of the dealing hand;

b)

Finally dispose of routine cases;

c)

Take intermediate routine action;

d)

Record, where necessary, a note setting out his own comments or suggestions;
and

e)

Submit the case to the appropriate higher officer

f)

In computerized environment also make a suitable entry in the electronic

diary register.

Examination by section
When the line of action on a receipt is obvious or is based on a clear precedent or
practice, or has been indicated by a higher officer, and a communication has to
issue, a draft communication for approval / signature will be put up without any
elaborate note. In other cases, the section, while putting up a case, will:
1.

See whether all the statement, so far as they are open to check, are correct;

2.

point out mistakes, incorrect statements missing data or information, if any;

3.

Draw attention, if necessary, to the statutory or customary procedure and

point out the relevant law and rules;

4.

Furnish other relevant data or information available in the department, if any;

5.

State the questions for consideration and bring out clearly

requiring decision;

6.

Draw attention to precedents;

7.

Evaluate relevant data and information; and

8.

Suggest, where possible, alternative courses of action for consideration.

9.

The number of levels through which a file passes for a decision should not
exceed three.

a)

In cases where the MD & CEOS approval is required, the file should be
initiated by the Deputy Manager / Manager concerned and should be moved
through General manager / FC.

b)

Cases requiring approval of the General manager / Financial Controller and

Manager / Chief Managers.

18

the points

c)

Cases requiring approval of the Chief Manger should come through just one
level. The exact combination of levels should be spelt out in the scheme of
delegation by each Departments.

For addressing cross cutting issues, the Chief Manager of the concerned
Department should have the flexibility to create inter-disciplinary teams.
A Manager can submit cases directly to General Manager/Financial Controller
through the Chief Manger
Chief Manger should be allowed to function independently in day-to-day
administrative and functional matters. In matters requiring orders of the MD&
CEO other than those relating to policy/important cases, Chief Manager can submit
file directly to the MD & CEO.
In Departments with a Chief Manger and Manager, there should be a clear
delegation of authority so that in most matters he can function independently.
Where level jumping is done in respect of any category of cases, each such case on its
return, will pass through all the levels jumped over who in suitable cases could
resubmit the cases for reconsideration.
In a computerized environment, the system will provide scope for level jumping.
Direct submission of cases by senior assistants-1.

An assistant in a conventional section who has more than five years service in
the grade including at least six months in the section concerned may be
required to submit all his cases direct to the branch office. In appropriate
cases, assistants with less than five year service in the grade may also be
permitted to submit to submit cases direct to branch officer.

2.

All the case directly submitted by assistants to the branch officer will as per
rule, go back to the assistants through the Asstt.Mgr. The Asstt.Mgr. will be
free to bring to the notice of the Dy. Mgr any omission or flaws in the
submission of cases or the decisions taken and thus give an opportunity to the
Dy. Mgr. to reconsider the matter.

Examination by officer-1.

An officer will regularly discuss with and guide his staff to decide the course of
action to be taken on various cases. Normally a single note will be put up to
the decision making level after the line of action is decided.

2.

For dealing with important problem solving issues, the technique of writing a
self-contained Note may be used. This involves entrusting an officer or a
group of officers with preparing a comprehensive note which will be put up

19

straight to the decision making level. The note will contain the background of
the problem, issues arising out of its, precedents, if any, analysis of all relevant
facts, and recommendations.
Deviation from normal procedures or rules:-- In every case where a major or
minor information, other than trivial, of the existing procedures or rules, is
sought to be made, it shall be the responsibility of the decision marking
authority to ensure that reasons are recorded in writing, justifying such a
deviation from the rules or procedures.
Running summary of factsTo facilitate consideration and obviate repeated
recapitulation of consecutive noting, a running summary of facts will be
prepared and placed on the file in separate folder labeled as such in every case
in which it is evident that such a summary would contribute to its speedy
disposal. This summary will also include the advice or views of other
departments consulted in the matter but not opinions of individual officers
within a department. It should be kept up to date, incorporating changes
whenever further developments take place. Running summary of facts will
also be maintained in electronic form in a computerized environment. It is
essential in long drawn cases calling for consideration at senior levels from
time to time.
Guidelines for noting:-1.

All notes will be concise and to the point. lengthy notes are to be avoided, by
shifting bulk of material to statements placed below.

2.

The verbatim reproduction of extracts from or paraphrasing of the paper

under consideration, fresh receipt, or any other part of correspondence or
notes on the same file, should not be attempted.

3.

When passing orders or making suggestions, an officer will confine his note to
the actual points he proposes make without reiterating the ground already
covered in the previous notes. If he agrees to the line of action suggested in the
preceding note, he will merely append his signature.

4.

Any officer, who has to note upon a file on which a running summary of facts is
available will, in drawing attention to the facts of the case, refer to the
appropriate part of the summary without repeating it in his own note.

5.

Relevant extracts of a rule or instruction will be placed on the file and attention
to it will be drawn in the note with proper referencing rather than reproducing
the relevant provisions in the note.

6.

Unless a running summary of facts is already available on the file or last note

20

on the file itself serves that purpose a self-contained note will be put up with
every case submitted to the decision making authority. Such a note will bring
out briefly but clearly relevant facts, including the views expressed on the
subject by other departments, if any, consulted in the matter and the point or
points on which the orders of the decision making authority.
7.

If apparent errors or incorrect statements in a case have to be pointed out or if

an opinion expressed therein has to be criticized, care should be taken to couch
the observation objectively, in courteous and temperate language free from
personal remarks.

8.

When a paper under consideration raises several major points which require
detailed examination and respective order, each point (or group of related
points) will be noted upon separately in sectional notes; such notes will each
begin with a list of the major point(s) dealt with therein and placed below the
main note in a separate folder.

9.

Notes and orders will normally be recorded on note sheets in the notes portion
of the file and will be serially numbered. Black or blue ink will be used by all
category of staff and officers. Only an officer of the level of General Manger
and above may use green or red ink in rare cases.

10. The dealing hand will append his full signature with date on the left below his
note. An officer will append his full signature on the right hand side of the
note with name, designation and date.
11. A note will be divided into serially numbered paragraphs of easy size, say ten
lines each. Paragraphs may preferably have brief titles. The first few
paragraphs will give the profile of the problem, position of rules, precedents
and the position of resources with proper analysis and sequence and an
indication of the evidence and the conclusions reached. The final paragraph
should weigh the arguments and recommend the best course of action, with
supporting draft communication, if necessary.
12. A small margin of about one inch will be left on the sides (left, right, top and
bottom) of each page of the note sheet to ensure better preservation of notes
recorded on the files as at times the paper gets torn from the edges making
reading of the document difficult. However, notes should be typed/written
on both sides of the note sheet as per instructions.
Modification of notes or orders:-1.

Senior officers should not require any modification in, or replacement, of, the
notes recorded by their juniors, once they have been submitted to them,

21

Instead, the higher officers should record their own notes giving their views
on the subject, where necessary correcting or modifying the facts given in
earlier notes. In any case, the replacement or modification of the notes which
have already been recorded on a file when the file has been further noted upon
by others should not be permitted.
2.

Pasting over a note or a portion of it to conceal what has been recorded is not
desirable. Where a note recorded in the first instance requires any
modification on account of additional facts or any error having come to
notices, a subsequent note may be recorded, keeping the earlier note intact.

3.

Where a final decision already communicated to a party is found later on to

have been give on a mistaken ground or wrong facts or wrong interpretation
of rules due to misunderstanding, such withdrawal may have also legal
implications.. In all such cases, in addition to consulting the legal section,
wherever necessary, such a withdrawal should be permitted only after the
approval of an officer higher than the one, who took the original decision, has
been obtained and reasons for the reversal or modification of the earlier
decision have been duly recorded on the file.

Noting on files received from other departments-1.

If the reference seeks the opinion, ruling or concurrence of the receiving

department and required detailed examination, such examination will
normally be done separately through routine notes and only the final result
will recorded on the file by the officer responsible for commenting upon the
reference. In the former case, he may direct that the note in question or a
specified portion there of may be reproduced on the main file for
communication to the department concerned. In the latter case, he will record
a suitable note on the main file itself. In either case, copy of the note recorded
on the main file will be kept on the routine notes folder for retention in the
receiving department before the file is returned to the originating department.

2.

The department will open subject-wise files each year in which such routine
notes will be kept. The inter-departmental note recorded on the file of the
origination department will bear the subject file number to facilitate filing of
papers and their retrieval for future reference. The retrieval is faster in a
computerized environment due to easier tracking.

3.

Where the reference requires information of a factual nature or other action

based on a clear precedent or practice, the dealing hand in the receiving
department may note on the file straightway.

4.

Where a note on a file is recorded by an officer after obtaining the orders of a

22

higher officer, the fact that views expressed therein have the approval of the
latter should be specifically mentioned.
Aids to processing1.

To facilitate processing of a case, each section will develop and maintain the
following processing tool for important subjects dealt with by it:

(a)

Standing guard files;

(b)

Standing notes;

(c)

Precedent book (vide Para 110)

(d) Standard process sheets (for repetitive items of work only) and
(e)

Reference folders containing copies of circulars, etc.

The above records will also be maintained in electronic form in computerized
environments.

2.

A part from copies of Acts, rules, orders and instruction concerning subjects
dealt with by it, each section is expected to maintain, for ready reference, the
Constitution of India and certain Acts, rules and instruction of a general
nature. Each department is expected to procure an adequate number of copies
of these acts, rules and instructions and make them available to all concerned.
These acts, rules and instructions will be accessed electronically if available on
website of issuing Ministries/Departments.

3.

The documentation-cum-reference system (manual as well as electronic form)

will include reference material peculiar to the need of the functional sections
and consciously developed information system to act as an aid to policy
formulation, review and operational decisions.

Oral discussions:1.

All discussions/instructions/decisions which the officer recording them

considers to be important enough for the purpose, should be got confirmed by
all those who have participated in or are responsible for them. All points
emerging form discussions (including telephonic discussions) between two or
more officers of the same department or from discussions between officers of
different departments, and the conclusions reached will be recorded precisely
on the relevant file by the officer authorizing action.

2.

Particularly desirable in cases where the policy of the organization is not clear
or where some important deviation from the prescribed policy is involved or
where two or more levels differ on significant issues or the decision itself,

23

though agreed to by all concerned, is an important one.

Oral instructions by higher officers1.

Where an officer is giving direction (including telephonic direction) for taking

action in any case in respect of matters on which to his subordinate has powers
to decide, he shall ordinarily do so in witting. If however, the circumstances of
the case are such that there is no time for giving the instructions in writing, he
should follow it up by a written confirmation at the earliest.

2.

An officer shall, in the performance of his official duties, or in the exercise of

the powers conferred on him, act in his best judgment except when he is acting
under instructions of an official superior to him. In the latter case, he shall
obtain the directions in writing wherever practicable before carrying out the
instructions, and where it is not possible to do so, he shall obtain written
confirmation of the directions as soon thereafter as possible. If the officer
giving the instructions is not his immediate superior but one higher to latter in
the hierarchy, he shall bring such instructions to the notice of his immediate
superior at the earliest.

Oral orders on behalf of MD & CEO

1.

Whenever a member of the personal staff of MD&CEO communicates to any

officer an oral order on behalf of the MD&CEO it shall be confirmed by him in
writing, immediately thereafter.

2.

If any officer receives oral instructions from the MD & CEO or from his
personal staff and the orders are in accordance with the norms, rules,
regulations or procedures they should be brought to the notice of the MD &
CEO where the officer concerned is working .

3.

If any officer receives oral instructions from the MD & CEO or from his
personal staff and the orders are not in accordance with the norms, rules,
regulations or procedures, he should seek further clear orders from the MD &
CEO be taken, stating clearly that the oral instructions are not in accordance
with the rules, regulations, norms or procedures.
Examination of progress of cases in which two or more authorities are
consultedWhere two or more departments or other authorities are simultaneously
consulted, the examination and where necessary, tabulation of the replies will
ordinarily be started as soon as replies begin to arrive and not held over till the
receipt of all the replies or the expiry of the target date.

24

A check-list of the replies received/pending should be maintained in a

separate folder and position should be put up periodically on file after regular
reminders to the defaulters.
Referencing:
1.

Every page in each part of the file (viz., notes, correspondence, appendix to
notes, and appendix to correspondence) will be consecutively numbered in
separate series in pencil on the right top corner. Blank intervening pages, if
any will not be numbered.

2.

Each item of correspondence in a file, whether receipt or issue, will be assigned

a serial number which will be displayed prominently in red ink at the top
middle of its first page.

3.

The paper under consideration on a file will be flagged PUC and the latest
fresh receipt noted as FR. In no circumstances, will a slip, other than PUC
and FR be attached to any paper in a current file. If there are more than one
FR, these should be flagged separately as FR, II and so on.

4.

In referring to the papers flagged PUC or FR, the relevant page numbers will
be quoted invariably on the margin. Other papers in a current file will be
referred to by their page numbers only.

5.

Recorded files and other papers put up with the current file will be flagged
with alphabetical slips for quick identification. Only one alphabetical slip will
be attached to a recorded file or compilation. If two or more papers contained
in the same file or compilation are to be referred to, they should be identified
by the relevant page numbers in addition to the alphabetical slip, e.g. A/23.n,
A/17.c, and so on.

6.

To facilitate the identification of references to papers contained in other file

after the removal of slips, the number of the file referred to will be quoted
invariably in the body of the noted and the relevant page numbers, together
with the alphabetical slip attached thereto, will be indicated on the margin.
Similarly, the number and date of orders, notification and the resolutions,
and, in the case of acts, rules and regulations, their brief title together with the
number of the relevant section, rule, paragraph or clause, referred to will be
quoted in the body of the notes, while the alphabetical slips used will be
indicated on the margin.

7.

Rules or other compilations referred to in a case need not be put up if copies

thereof are expected to be available with the officer to whom the case is being
submitted. The fact of such compilations not having been put up will be

25

indicated on the margin of the notes in pencil.

8.

The reference slips will be attached neatly on the back of papers so flagged.
When a number of papers put up in a case are to be flagged, the slip will be
spread over the entire width of the file so that every slip is easily visible.

Linking of files1.

If the issues raised in two or more current files are so inter-connected that they
must be dealt with together simultaneously, the relevant files will be linked in
the manner indicated in sub-para (2) below. Such linking may also be resorted
to, if a paper on the current file is required for reference in dealing with another
current file, unless a copy of the paper can be conveniently placed on the first
file.

2.

When files are to be linked, strings of the file board of the lower file (but not its
flaps) will be tied around the upper file and those of the file board or flap of the
upper file tied underneath; it in a bow out of the way so that each file is intact
with all its connected papers properly arranged on its file board or flap.

3.

On receipt after completion of action, the linked files will be immediately

delinked after taking relevant extracts and placing them on the linked files,
where necessary.

4.

In a computer environment, the file tracking system has the facility for easy
linkage of files and its subsequent movement.

Use of urgency gradings:1.

The two urgency gradings authorized for use on cases are lmmediate and
Priority.

2.

The lable Immediate will be used only in cases requiring prompt attention
Amongst the rest, the Priority label will be used for cases which merit
disposal in precedence to others of ordinary nature.

3.

Where Lok Sabha/Rajya Sabha labels for questions, assurances, motions, bills,
notices etc. are used, it will not be necessary to use, in addition, Immediate or
Priority lable.

4.

The grading of urgency assigned to case will be reviewed by all concerned at

different stages of its progress and where necessary, revised. This is
particularly important for cases proposed to be referred to other Departments.
Delhi Tourism & Transportation Development Corporation Ltd. (an
undertaking of the Govt. of NCT of Delhi ) was set up in Dec. 1975 to promote

26

Tourism in the Capital City of India. When the mandate for construction of
flyovers was entrusted to Corporation in 1989, its name was enlarged to Delhi
Tourism & Transportation Development Corporation Development
Corporation Ltd. It offers a wide-ranging spectrum of services to tourists and
also to the delhiites.
As part of its endeavor to make Delhi as the modern & tourist friendly city,
Government of NCT of Delhi has undertaken various initiatives in recent
years for development of tourism infrastructure, conservation of monuments
& heritage and tourist facilitation by setting up tourist information centers.
Delhi Tourism has also started Hop On Hop Off bus service which covers all
the main tourist attractions in Delhi including Monuments, Bazars, Museums
and cultural centers for the tourists visiting Delhi. DTTDC also offers local &
outstation tour packages to neighboring states, Air Ticketing, Adventure
Sports activities etc. to facilitate the tourists.
The Government of NCT of Delhi has also launched Bed & Breakfast Scheme
in order to add more than 3000 rooms in the city. This scheme will also be
helpful for the residents of the city as they would be able to earn from the
scheme on one side and at the same time will benefit from the cultural
exchange with visitors form all parts of the world during the home stay
experience. DTTDC is playing an important role in the implementation of B &
B Scheme.
CHAIRMAN
a.

The Chairman chairs the meeting of BOD meetings and shareholders meetings
(AGM & EGM )

MANAGING DIRECTOR & CHIEF EXECUTIVE OFFICER

The Managing Director & Chief Executive Officer, an IAS is the Head / and Chief
Executive officer of the Corporation. He provides guidance and leadership to the
officers and staff employed in DTTDC. His most important role is to secure
coordination and amongst all the branches of the Corporation. The Board of
Directors of the Corporation decides and delegates the powers and duties of
Managing Director of Delhi Tourism. Besides above powers and functions in
respect of the Corporation, he is entrusted with the following functions.
a)

To take firm decision in the best interest of the Corporation by exercising

administration & executive powers vested with him.

b)

Responsible for inter-division coordination and routine liaison coordination

work with all the divisions of the Corporation.

27

c)

Supervising responsibility over the Head of all divisions of Corporation.

d)

To ensure strict discipline in the Corporation and give directions to the

Officers such as General Manager, Financial Controller, Chief Managers and
for prompt disposal of work.

e)

To receive visitors and see that their requests, complaints and grievances are
attended to.

GENERAL MANAGER
The General Manager holds the administrative charge of the Corporation and
reports to the Managing Director & CEO. He is responsible for the disposal of
Corporations day-to-day business and directs all the Chief Managers/Managers/
Dy. Managers and other subordinate officers/ officials for timely disposal of work
assigned to them. He uses his discretion making orders to the Chief Managers/
Managers on important cases, either orally or by written orders sometime after
taking approval from the Managing Director & CEO. There is only one General
Manager in the Corporation appointed by the Govt. of NCT of Delhi, from DANICS
Cadre. Powers are delegated to him by Board of Directors for financial matters as
well as general/administrative. The General Manager is assisted by Chief
Manager/Managers and his personal staff and allocation of work among the staff is
done from time to time with the approval of MD & CEO or by constituting a
committee constituted for the proposal. Besides the specific duties that may be
allotted to him by Board of Directors, the general duties of a GM of the Corporation
are as follows.
(a)

To ensure strict discipline in all division under his charge.

(b)

To ensure that the instructions relating to disposal of Corporations business

are strictly adhered to in a time bound manner.

(c)

To receive visitors and see that their requests, complaints and grievances are
attended to.

(d) To go through the dak and give directions to the officers/chief Managers/
Managers and subordinates for its disposal.
(e)

To get the important receipts/cases dealt immediately by disposing of as

many cases as possible on his own initiatives and responsibility be fixed after
discussion with MD & CEO.

(f)

To keep a watch over timely submission of statements of all divisions from

time to time and scrutinize them.

(g)

To keep watch over pending Court Cases and progress on implementation of

28

Court Orders and direct Officer concerned to submit statement in time.

(h) To constitute a committee with the approval of Managing Director for Routine
transfers or to use his discretion any powers for transfer & posting in the best
interest of the corporation.
(i)

To make surprise visits to the divisions under his control to check attendance
and to see that the various instructions issued from time to time are strictly
adhered to.

(j)

To deal with any other work assigned by the MD & CEO.

(k)

Appointed as First Appellate Authority under the provision of RTI Act 2005
and performs his duties accordingly.

CHIEF MANAGER
Chief Manager is ordinarily in-charge of one or more than one divisions and is
normally assits to General Manager, Managing Director & CEO. Besides the specific
duties that may be allotted to the Chief Manager by a general or special order by the
Competent Authority of the Corporation.
1.

To ensure strict discipline in the divisions under his charge.

2.

To ensure that the instructions relating to disposal of Govt. business are

strictly adhered to in time.

3.

To receive visitors and see that their requests, complaints and grievances are
attended to properly.

4.

To be responsible for prompt disposal of work in the divisions/under his

charge.

5.

To go through the dak and give directions to the Manager/Dy. Manager for its
disposal.

6.

To deal with urgent or important receipts/cases himself and to dispose of as

many cases as possible on his own initiatives and after discussion with higher
officers.

7.

To keep a watch over timely submission of weekly and monthly statements of

receipts.

8.

To keep watch over pending Court Cases and progress on implementation of

court Orders regularly and as per directions submit progress report to
concerned officer as and when required.

29

9.

To allocate work to subordinate officials/officers in the divisions as per rank

& file in consultation with the General Manager/MD.

10. To keep himself acquainted with the moral and conduct of the staff working
under him.
11. To make surprise visits to the divisions under his control and check attendance
and to see that the various instructions issued from time to time are strictly
adhered to.
12. To deal with any other work assigned by GM/MD from time to time.
13. To deal the RTI applications in their time frame.

DY. MANAGERS/ASSISTANT MANAGERS

1.

They report to Manager and are under the administrative control of the
respective heads of Department with whom they are attached.
Besides the specific duties that may be allotted to them by a general or special
order by the Competent Authority, the general duties of a Dy Manager/Asstt.
Manager are as under:

3.

To go through the dak and give directions to the official/officer/subordinate

for its disposal.

4.

To deal with urgent or important receipts/cases himself and to dispose of as

many cases as possible on his own initiatives and responsibility after
discussion with higher officers.

5.

To have a watch over timely submission of weekly monthly reports/arrears

statements and other returns and scrutinize them.

6.

To keep watch over any pending court cases and progress on implementation
of Court orders on regular basis and to submit before time so that there should
not be any delay to the concerned division.

7.

To allocate subjects to Dealing clerks in the division in consultation with the

Chief Manager concerned.

8.

To ensure punctuality of staff and to see that the various instructions issued
from time are strictly observed.

9.

To keep himself acquainted with the moral and conduct of the staff working
under him.

To discuss with the Manager/Chief Manager from time to time measures necessary
for expeditious disposal of Corporation business

30

1.

To deal with any other work assigned by the higher authorities from time to
time.

OSD to MD
1.

Maintenance of ACR dossiers upto the level of Deputy Manager and above in
MD & CEOs office.

2.

Arranging meetings, engagements for MD & COEs and preparation of

engagement diary and reminding timely for meetings and engagements fixed
by him.

3.

Arrangements in connection with MD & CEOs tour to India and abroad.

4.

Maintaining, in proper order, the paper required to be retained by the Officer.

5.

Screening the telephone calls and the visitors in a tactful manner.

6.

Assisting MD in Coordination Committee Meeting in such a manner as he

directs.

7.

Attending to duties during VIPs/VVIPs meetings

8.

Keeping track of the progress of the action taken by the MD & CEOs on
important matters as required by the MD & CEO

9.

Maintaining all the confidential records and receiving all communications

brought by hand which are either addressed to the officers by name or marked
CONFIDENTIAL . SECRET, TOP SECRET.S

10. Ensuring that the matter dealt with the MD & CEO are not lost sight of and
dealst with promptly and in due time and keeping track of the progress of the
action taken n important matters as required by him.
11. Overall supervision of work in the MDs office.
12. Carrying out the corrections of officers book and making fair copies of draft
demi-official letters to be signed by the concerned officer.
Function of Private Secretaries Personal Assistant
PRIVATE SECRETARIES/PAs
1.

Maintenance of Secret file and receiving all communications brought by hand

which are either addressed to the officer by name or marked
CONFIDENTIAL, SECRET, TOP SECRET and all e-mails on computer
and also taking print out all the important e-mails and inform the officers

31

concerned. Also maintain confidentiality and secrecy of confidential ands

secret papers entrusted to her / him.
2.

Keeping a list of meetings and engagement and reminding the officer well in
advance for keeping them up.

3.

Arrangement for the official tours of Chief Manager.

4.

Taking dictation in shorthand and its transcription and carrying out the
corrections and making fair copies of the DFA/D.O/ official letters/Notes to
be signed by the officer.

5.

Screening the telephone calls and the visitors and maintaining and verifying
the telephone calls.

6.

Assisting him for the Coordination /committee meeting and other meetings.

7.

Maintaining, in proper order, the papers required to be retained by the officer.

8.

Keeping a check on the movement of files seen by his officer and other officer.
If, necessary.

9.

Maintaining the paper required to be retained by the officer and also ensuring
that the matters/ engagements/meetings dealt with by the officer are not lost
sight of and dealt with promptly and in due order.

10. Keeping track of the progress of the action taken by the officers concerned on
important matters as matters are required by the Officer.
11. Familiarizing himself with the practice and procedure followed in connection
with the tours of officers.
12. Maintain cordial relation with the persons who come in contact with her/his
boss official and also assisting the officer as he / she directs.

CARETAKER/SR.CARETKER (reporting in GAD)

1.

Procurement and supply of Forms and Stationery in accordance with

instructions on the subjects.

2.

Procurement and supply of furniture and Office equipment to all Sections and
Officers.

3.

Custody and care of furniture and office equipments

4.

Removal of un-serviceable equipments and arranging their repairs.

5.

Checking the furniture twice a year at the time of stock verification in various
divisions.

32

6.

Proper maintenance of Stock Register (dead stock) and submission to the Chief
Manager (GAD).

7.

Procurement and issue of uniform to the staff.

8.

General control and allotment of work of class IV staff and supervision over
the work of Sweeper, Malis, Security staff and other Class IV staff such as
attendants and making surprise checks.

9.

Maintenance of Attendance Register/Punching machine for all categories of

staff.

10. Ensuring general cleanliness and tidiness of the office.

11. Making arrangements, including supply of refreshment at Corporations cost
for meetings, conferences etc. held in various senior officers office from time
to time.
12. Arranging proper sitting for staff and officers at their respective offices where
they are posted either in headquarter or units.
13. Attending to matters relating to staff welfare as may be directed by Sr.
Officers/Chief Managers.
14. Ensuring that all the payments such electricity, water and property tax,
telephone bills etc. are depositing in time.
15. Ensuring for timely renewing of AMCs of various services like computer/fire
extinguisher/ACs etc.
16. To get annual stock verification of all consummates and Non-consummates
items.

ASSISTANT GRADE-I/II
They report to Dy. Manager/Manager. Their ACR will be reported by
Dy. Manager or whom he is reporting to and reviewed by the Divisional head.
Besides the specific duties that may be allotted to him by a general or special order,
The other duties are as follows.
Responsibilities relating to Daka)

To go through the receipts.

b)

To submit receipts which should be seen by the Dy. Manager/Manager at the

dak stage.

c)

To keep a watch on any hold-up in the movement of day

33

d)

To scrutinize the section diary once a week to know that it is being properly
maintained.

Responsibilities relating to issue of drafta)

To see that all corrections have been made in the draft before it is marked for
issue.

b)

To indicate whether a clean copy of the draft is necessary.

c)

To indicate the number of spare copies required and to check whether all
enclosures are attached.

d)

To indicate the priority or flag in the file if urgent.

Responsibility of efficient and expeditious disposal of work and checks on

delaysa)

To keep a note of important receipts with a view to watching the progress of

action.

b)

To ensure timely submission of arrear and other returns.

c)

To check that no paper/file has been overlooked/ pending and the cases are
not held up at any stage.

d)

To check that there is any pending Court Cases or action of Court Orders to
avoid Contempt of Court Cases.

All the above items of work shall be independently held by AGI/II himself.
a)

To see that the file numbers for receipts are entered by the Dispatcher/ dealing
clerks regularly in their Dak Books.

b)

To see that all routine duties including maintenance of Registers, etc are
carried out promptly and thoroughly.

c)

To attend to the disposal of all records of the division which are crossed the
prescribed period of preservation as laid down for each record.

d)

To maintain confidentiality/ secrecy and also to be loyal towards his job and
officer to whom he is reporting to.

Duties in respect of recording and indexing-.

a.

Ensuring proper maintenance of registers required to be maintained in the

section.

b.

Ensuring proper maintenance of reference books, office orders,

Memorandum, Notes etc and keep them up-to-date.

34

c.

Ensuring strict compliance with divisional with divisional security

instructions.

d.

To see that all Manual, Rules etc. of the Section are kept up-to-date by
inserting latest correction.

e.

To give special instructions Diary dispatcher/Jr.Asst., where necessary on the

draft as to the manner of its issue after getting approval/signed form
Manager/Chief Manager/GM/MD e.g. By Registered Post, By Speed Post,
Thru Courier etc.

f.

To see that all routine duties including maintenance of Register, etc. are carried
out promptly and thoroughly.

g.

To deal with such confidential or other work of the Section/officer as may be

entrusted to him by the officer.

DEALING CLEARKS
General Correspondence Assistant (GCA) Office Assistant/ Transport Assistant/
Salesman Salesgirl/ Ticket Window Clerk (TWC) shall work under the orders of the
Manager of concerned division and will be responsible for the work entrusted to
him. The duties of them are as under:
1.

Maintenance of files/records or whatever job assigned to him and to enter all

receipts marked to him.

2.

To examine cases in the light of instructions, if any given or line of action

indicated by his immediate officer.

3.

To seek assistance of the officer for the disposal of work entrusted to him, in
case of difficulties and also follow the instruction of the officer whom he is
reporting to.

4.

To examine promptly all receipts marked to him and to submit them on the
due required dates.

5.

To put up cases after examination to the officer on the dates required.

6.

To submit weekly arrears statement, pending Court Cases/Orders in time to

avoid Contempt of Courts.

7.

To maintain list of file he deals with and watch their movements and if the file
is held up at any level for an unduly long period.

8.

To comply with the instructions of the Officer and assist them.

35

9.

To attend to such other work as may be assigned to him from time to time by
his immediate officer.

TYPISTS
The following are the duties of the Typists
1.

To type all matters marked to him.

2.

To maintain proper records of typing work.

Bill Clerk /Cash clerk

1.

To maintain proper records of all receipts & cash & other accounts for the job
so assigned.

2.

To maintain cash register with proper entries in ledger book.

Centralized Diary systemThe following are the duties entrusted to him

a.

To enter all the Dak /receipts /File/Envelops etc. in the central diary division
in the incoming diary register and to put up in the Dak Pad of MD /GM/FC.

b.

To submit all the files and receipts Dak Pad for perusal of the concerned
officer at the dak stage, as directed; by MD/GM/FC.

c.

To distribute the receipt/cases to the dealing officials to whom they have been
marked, after obtaining the initials of the respective officials in the dispatch
register itself; and

d.

To maintain file register up-to-date; and

e.

To maintain file movement register; and

f.

To trace out old files/ records as may be required by dealing officials with the
help of peon attached to the division concerned; and

g.

To deal with the routine receipt and files;

h.

To circulate papers amongst the staff in the section/office and its recording;

i.

To receive RTI applications and deliver them quickly to concerned PIO. And a
ID No. be assigned to each RTI applications.

36

VARIOUS DIVISIONS & FUNCTIONING OF DTTDC:

1

CHAIRMAN OFFICE:

OFFICE OF THE MANAGING DIRECTOR:

To put up all the Dak received for information of Managing Director.

Confidential records such as ACRs upto the level of Dy.Manager and the
above and confidential files are being maintained in this division.

Actions on constitution of various committees such as DPC, transfers, opening

up of tenders, leasing out any premises /shop etc. are taken.

Arrangements for the meeting and engagements and preparations are made.

Making coordination with all the divisions for their activities.

To putup Dak Pad for the receipts /Papers addressed to MD/CEO sent by
central diary division for perusal of MD.

OFFICE OF THE GENERAL MANAGER:

To put up all Dak Pad to GM for information & marking of Dak

Assisting GM for completing ACRs, whose Reviewing Officer is GM.

All files and papers are properly diarized in dispatch register.

Appointments and meeting fix by the PS

Hearing of RTI appeals are also fixed & communicated to the appellants.

Following divisions are report to General Manager for their routine works.

Sr. Chef Managers (should be designated as AGMs)

Chief Managers

Managers

RTI Appeals

Board Section

Tourism, EDP, B&B,

HOHO Bus Service,

Travel and Foreign Exchange

Marketing Board Section,

37

Board Section, GAD, DITTM

Dilli Haat INA

Catering, Dilli Haat

Pitam Pura, Tikri

Kalan & GTB

Memorial

Personnel, Legal,

Enforcement, GFS

And Qutub

Restaurant Vigilance

38

OFFICE PROCEDURE MANUAL OF PERSONNEL DIVISION

OF DTTDC:
ORGANIZATIONAL CHART OF PERSONNEL DIVISION
CHIEF
MANAGER

DEPUTY
MANAGER

ASSTT.
MANAGER

ASSTT.
MANAGER

AGI

DEPUTY
MANAGER

DEPUTY
MANAGER

DEPUTY
MANAGER

GCA

GCA

ASSTT.
MANAGER

JUNIOR
ASSTT.

TWC

FUNCTIONS OF PERSONNEL DIVISION

All establishment matters and maintenance of personal files.

Processing various interest and non interest bearing advances like personal
loan, House loan, vehicle loan, festival advance etc.

Grant of administrative approval for LTC (any where in India and hometown).

Administrative approval for leave encashment as per the scheme of DTTDC

and 10 days leave encashment as mentioned in LTC Rules.

Grant of administrative approval for and Processing death dues/ retirement

benefits.

Administrative approval for grant of financial up-gradation.

Matters relating to pay fixation on promotion, financial up-gradation.

Implementing the recommendation of pay commission for pay fixation and

also as when there are amendments in the same.

Matters relating to personal pay, special pay etc.

Time to time empanelment of hospitals as per the CGHS enlistment.

Issue of reference slip for indoor treatment for various empanelled hospitals.

39

Processing the claims of the hospitals. Examining and restricting them at

CGHS Tariff.

Examining the individual medical claim and restricting them on CGHS tariff.

Issuing and updating medical cards.

Correspondence with Delhi Govt.

Dealing with information asked under RTI Act.

Proposing officers for various training programms.

Court cases and dealing with NCSC

To make proposals for posting & Transfer of officers/officials in various

divisions.

To deal with all policy matters of DTTDC.

All the records are kept at Head Office

Responsibilities of each employee at division/unit level
Responsibilities of Chief Manager (Personnel)

Sanctioning of all kinds of leave not exceeding 60 days up to the level of

Deputy Manager. Maternity and paternity leave upto Deputy Manager.

Grant of Admn. approval for availing LTC up to the level of Asstt. Manager.

Approval for leave encashment below Asstt. Manager.

Forwarding the application up to Deputy Manager Level.

Issue of NOC for the passport upto Deputy Manager level.

All other files pertaining to other establishment matters, correspondence with

various government and other agencies, RTI information etc. enrooted to GM
and MD through CM(P).

Chief Manger (P) is also PIO of the Corporation.

Deputy Manager (Personnel)

EL, commuted leave and HPL not more than 30 days upto level of Assistant
Manager.

Dealing with all establishment matters.

All other duties assigned from time to time by the seniors.

40

Deputy Manager Gr. II / Asstt. Manager

Dealing with personal files of all cadres of employees of the corporation for
various establishment matters.

DEO

Handling duties assigned to him / her by Chief Manager (P) /Seniors

GCA

Helping Deputy Manager and Assistant manager for keeping records of

personal and other files

AG-I

Handling hospitalization claims i.e. individual claims and claims raised by

hospitals and issuing reference slips for admission in hospital.

Jr. Assistant

Typing and diary dispatch work.

Time required for performing a specific job
Time specified for disposal of various types, of requests made by the
employees after receiving of applications in Personnel division.
The time limit given below is in accordance with DTTDC, Staff Service Rules,
FRSR, GFR and other Govt. Service Rules applicable from time to time:

Application for EL

5days

Application for further studies

5days

Forwarding of the application for the post outside

Corporation

5days

Application for LTC/Home town concession

8days

Settlement of LTC/Home town concession

8days

Re-imbursement of tuition fee

10days

Sanction of Leave Encashment

10days

Grant of annual increment

15days

Application for various advances like HBA, Vehicle

Advance etc.

10days

Examining & restricting at CGHS rates

10days

41

Hospital and individual medical claim

10days

Grant of NOC for passport

10days

Sanction of death dues and retirement dues

10days

Pay fixation on promotion and financial up- gradation 15days

Disposal of representation of employees union

Information asked under RTI Act : within one month

15days

OPERATION MANUAL OF GENERAL ADMINISTRATION DIVISION

ORGANIZATION
The General Administration Division (GAD) is functional from DTTDC Head office
i.e. 18-A, DDA, SCO Complex, Defence Colony and New Delhi- 110024. The
Division work under the policy guidelines of MD & CEO and General Manager,
DTTDC
STAFF STRUCTURE

The staff structure under the GAD is as under:-

Sr. Chief Manager

Manager

Dy.Manager (store)

Sr. Caretaker

Asstt. Manager

D.E.O

Two dispatch riders having official bikes

Three Jr. Assistants for dispatch

Electrician

Four Helpers/Assistants

Sweeper

FUNCTIONS
The following activities are looked after by GAD Division:
o

Postal, Telegraph, Telephones facilities in DTTDC

Security and House Keeping

42

Maintenance of DTTDCs Property records

Basics facilities at Head Quarter like Drinking water, Electrical etc.

maintenance and back up, sanitations etc.

Biometric attendance at Head Office.

Maintenance of furniture and fixture.

Photocopy machine, Fax machine (Not Computer)

Protocols service at the time of joining/ retiring of Sr. Officers like MD & CEO,
GM and FC.

Organizing retirement party for retiring officers.

Distribution of invitation cards

Diary and Dispatch at Head Office.

Procurement and distribution of Uniforms.

Assisting in tentage and electricity work during various events of DTTDC.

Procurement and printing of stationery items.

Centralized tendering for Job contract to provide security and house keeping
services at various unit of DTTDC.

PROCEDURES
Diary Dispatch: Presently, Manual diary dispatch for limited Divisions as many of
the Divisions like Office of MD & CEO, GM, FC, Company Secretary are having
their separate dispatch sanction and also the other units outside Head Office do
their dispatch at their level. The system of diary & dispatch should be centralized.
However, sectional diary may be maintained. Needs to improve with centralized
and computerized dispatch system like Government of Delhi.
Attendance: Maintenance of Bio-metric attendance of their office but, no provisions
of centralized attendance records of other units of DTTDC. Further, the present
system has no facility to record the persons on outdoor duty/meetings/working in
projects. Needs to be improvised. The Divisional Heads should maintain the CL
record.
Procurement/Purchase: Tendering process is followed as per the GFR for
procurement and purchase of stationeries and other articles. A designated
Committee having officers of Finance and General Administration may deal with
the tendering process. Tender document should be vetted by Legal/Finance
department . The procurement is as per the allocated budget.

43

Processing payment of property tax on the property of DTTDC.

Processing payment of electricity, telephones, water charges with the approval of
Sr. Chief Manager (GAD) and concerned Chief Manager (Finance).
Processing payment of security service, house keeping as per the approved rates
through proper tender and recommended by the Divisional Head of their
respective Division.
Dispatch of invitation cards and articles as per the list of invitation provided by
Event Division and PR Division.
Processing of procurement of Uniforms and distribution thereof by following a
tender process as per the GFR with a designated committee approved by MD &
CEO.
Running of Front Office at the Head Quarter maintaining register for visitors,
dissemination of Tourism literature.
Maintenance and up keeping of Corporate Office: For minor works department and
for major works through Engineering Division of the Corporation through tender
system.
OPERATION MANUAL OF GENERAL ADINISTRATION DIVISION
Place of operation:
The General administration Division (GAD) is functional from DTTDC head office.
The following activities are looked after by this division:
Invitation of tender notices for procurement of goods.
Invitation of tender notices for award of AMC jobs (Annual Maintenance Contract)
Invitation of tender notice for providing house keeping / security services.
All the above tender process is finalized at GAD for all units/ projects of DTTDC
including 150 IMFL /CL vend. Besides this, the following other activities are also
looked after by GAD.
Procurement of MTNL phones for all units and officer of DTTDC.
Sanction / payment of all landline phones/mobile phones/ internet connections.
Upkeep of record of DTTDC's properties and payment of their lease rent/ground
rent.
Mailing list of Govt. Offices/ embassies Resident Commissioners /State Tourism
Corporations and Ministries etc.

44

General diary and dispatch of all divisions functional from DTTDC head office.
Procurement of office/computer stationery from Kendriya Bhandar and its
distribution to all units/ projects of DTTDC.
The following issues are pending:

Non availability of suitable space for record room

Auction of old records

EDP cell to be functional under GAD

Centralized dispatch system with computer back up

Bar coding system for files

Other staffs:
Two dispatch riders having official bikes
Four Jr. Assistants for dispatch
Two Electricians
Eight Helpers/ Assistants
FINANCIAL ACCOUNTS
MEANING AND SCOPE OF ACCOUNTING
Accounting is simply an art of record keeping. Every record keeping system
includes suitable transactions and events, as well as their summarization for ready
reference. Essentially the transactions and events are to be measured in terms of
money. The transactions and events must have at least in part financial
characteristics.
The financial Accounts will be maintained according to the following directions.
1.

All accounting will be done on the double entry accounting system. The
accounts shall be maintained in computerized environment. However, few
records will be maintained manually too, as prescribed here under.

2.

The accounts will incorporate all transactions relating to receipt and payment
(both cash and through bank), purchases and sales, if any, but also all such
transactions in which even though no money may have been received or paid,
still the same will have an impact on the financial results of the period for
which the accounts are compiled, called the journal entries.

45

3.

All corrections and rectifications in accounts will be carried out by appropriate

entries and not just by cutting or interpolating any accounts, particularly after
the accounts of any period have been closed.

4.

The complete accounting procedure, subject to the aforesaid directives, shall

take into accounts the management need and the accounts shall be so
compiled and closed/balanced periodically so that they convey useful
information to the management form the financial angle so as to enable it to
keep itself informed and take appropriate decision from time to time.

BOOKS OF ACCOUNTS
1.

The Accounts will be maintained through Accounting software, Tally 5.4 or a

higher version. Separate sets will be maintained for:
1.1. Main Accounts containing promoters contribution and Non-specific
grant
1.2. Separate Accounts for each of specific grant/budget allocation.

2.

Computer generated Books: For each of the set of Accounts, the following
reports.
Mainly available for maintenance of such accounts:

3.

2.1

Cash Book

2.2

Bank Book

2.3

Journal/ Day Book

2.4

Purchase Register

2.5

Ledger

2.6

Stock Summary

Manual Books: In addition to maintenance of computerized Accounts,

following manual accounts will also be kept:
3.1

4.

Cash Book/Day Book

Non-Accounting Records- Register: Apart from the above accounting

records, following supplementary record will also be maintained:
4.1

Fixed Assets Register

4.2

Stationery & Other Office Items Stock Register

4.3

Dak Dispatch & Receipt Register

46

5.

4.4

Cheque Issue Register/Expenses Approval Register to review

expenditure against budget allocation.

4.5

Register of Advance to record payment made in advance and advance

to implementing agencies/volunteers. This also includes permanent
advances made like for petty Cash, Imprest for travelling & other
expenses to staff.

4.6

Tender sale Register

Documents: In proof of authentication of the above accounting books, the

following documents are necessary to be maintained:
5.1

Cash receipt/payment vouchers along with supporting documents.

5.2

Bank receipt/payment vouchers along with supporting documents.

5.3

Purchase Vouchers along with the Purchase Invoice, Challans, Material

Receipt Note, Purchase Order/ Purchase Requisition

5.4

Journal vouchers along with supporting documents.

5.5

Material Indent-cum-challan for issue of material

5.6

Bank Statements-

5.7

Bank Reconciliation Statement

5.8

Tender File

5.9

Other incidental documents required for accounts/financial

information

CASH BOOK
All cash receipt and payment vouchers shall be entered in the manual Cash book
that shall be balanced weekly and the FC/CEO shall physically verify the closing
cash balance. The Cash Book shall be written on day-to-day basis and signed by the
Cashier. In addition to keeping the manual Cash book, all the cash transactions will
be entered in computerized Accounts with complete details so as to avoid cross
references as far as possible.
In case the Cashier makes any advance for incurring certain expenses, he may do so
by keeping a token in the cash-chest with details like name of person, amount and
purpose. If the person does not submit the account of such advance by the time of
balancing of cash book, then such advance shall be shown in the cash book under
the head Advance for Expenses, but by every means, the cash balance and cash book
balance should tally.

47

BANK BOOK
As all the payment by cheques are entered in the Cheque Issue Register, therefore,
all bank receipt and payment vouchers shall be directly entered in computerized
Accounts with complete details so as to avoid cross references as far as possible.
The F.C should keep track on cheques deposited in the bank and necessary
accounting entries should be passed in case of dishonor of cheques. If there are any
collection charges or administrative charges debited by the bank then it shall be the
responsibility of the F.C. to collect this information from the bank from time to time
and give effect of such entries in the books of accounts.
BANK RECONCILIATION STATEMENT
Bank Reconciliation Statement shall be prepared by the F.C. on monthly basis by 7th
of every next month wherein all the entries in the bank book should be reconciled
with bank statements received from the banks. After the reconciliation, entries
pertaining to Interest, bank charges and other charges appearing the Bank
Reconciliation Statement shall be recorded in the bank book.
Details of cheques issued but not presented for payment and cheques deposited but
not cleared by bank should be scrutinized regularly and Accountat should take
necessary follow up actions.
All cheques issued but remain un-cleared for six months from the date of issue of
cheques (Stale cheques) should be reversed by debiting the respective bank account
and crediting the Stale Cheques Account.
JOURNAL BOOK
Journal book is maintained to incorporate all entries other than pertaining to cash,
bank, purchase/sales i.e., adjustments of various advances, debit/credit notes and
opening closing entries etc. Entries in the computerized Journal Book shall be made
on the basis of Journal Vouchers, which shall be serially numbered and duly signed,
by the competent authority, Necessary details of the entry made shall also be
reflected in the Journal Book so as to avoid cross-reference as far as possible.
GENERAL LEDGER
General Ledger contains all the ledger account form which the trial balance for a
given period is derived. In the computerized Accounts, the General Ledger is
automatically generated by the accounting software. All the opening balances as
per the Balance Sheet of the previous year are entered in the General Ledger.
In order to exercise proper control over the advances made to staff and others,
subsidiary ledger containing separate account for each individual staff and others
shall be maintained for showing the position of advance given to them.

48

PERIODICAL AND ANNUAL CLOSING:

TRIAL BALANCE:
A Trial Balance is a list of debit and credit balances of ledgers. If the totals of both
the debit and credit side agree, it apparently proves that the books are
arithmetically correct, thought it is not the conclusive proof of accuracy. In the
computerized Accounts, the Trial Balance is automatically generated by the
accounting software.
It is recommended that F.C. should invariably take a Trial Balance on monthly
intervals and check the debit/credit balance of individual accounts by way of his
personal knowledge and available documents. In that manner, he can find most of
the errors or shortcomings in the accounts.
ADJUSTMENTS:
At the time of annual or periodical closing, after the Trial Balance has been taken,
such factor should be incorporated in the accounts as have financial affects but have
not been accounted for up to the ledger stage. Such facts will normally relate to:1.

Income due but not received.

2.

Expenditure accrued but not paid.

ANNUAL ACCOUNTS:
The Annual Accounts prepared at the end of the year comprise of Receipt and
Payment Account, Income and Expenditure Account, Statement of
Utilization of Funds and Balance Sheet. The Receipt & Payment Account,
Income & Expenditure Account, Statement of Utilization of Funds is Prepared for a
certain period i. e. form 1 April to 31 March of the financial year, whereas the
Balance Sheet is prepared at a particular date i.e. 31 March of the financial year.
RECEIPT AND PAYMENT ACCOUNT
All the receipts in form of funds from Govt. Of India, Govt. of Delhi, other agencies
and other sources and the payments made against various expenditure, amount
advanced to difference units and other agencies etc. are reflected in the Receipt and
Payment Account.
Receipt side of the Receipt and Payment Account shall include the following:
Opening balances of cash in hand, cash at bank and funds received on account if
Revenue fund and Capital Funds during the year, other receipts on account of
Earnest Money, sale of tender forms, security deposit, interest received from bank.

49

Payment side of the Receipt and Payment Account shall include the following:
All Revenue Expenditures, advances to various agencies, procurement of Fixed
Assets, Refunds and closing balance of cash and bank etc.
INCOME & EXPENDITURE ACCOUNT
The F.C. shall prepare Income & Expenditure account at the end of every financial
year, in which all the grant/budget allocation received form Govt. of India, Govt. of
Delhi, any other Agencies and other income will shown on the right hand side and
all revenue expenses on the left hand side. No item of capital nature or personal
nature is included in this account, and all revenue items should relate only to the
year concerned. The item related to the past years will be shown as Prior Period
Income/Expenses and the expenses related to subsequent year will be shown as the
asset/liability in the balance sheet. The surplus of income over expenditure or viceversa will be transferred to the Balance Sheet.
BALANCE SHEET
Balance Sheet is prepared as at particular date where in the various Assets
comprising of Fixed Assets, Current Assets, Loans and Advances etc and Liabilities
comprising of balance in Designated Fund or Revenue fund and Current Liabilities
etc. are shown.
STATEMENT OF UTILIZATION OF FUNDS:
Statement of Utilization of funds is prepared to show the utilization of funds
received during the year on account of revenue expenditure and the unutilized
amount is transferred to the liabilities side of the balance sheet.
Funds received from State Government towards Revenue Expenditure and
Receipts on account of earnest money, interest, Sale of Literature, sale of tender
forms etc. shall be shown under the credit side of this Statement.
INTERNAL CONTROL PROCEDURES
There is an important need to evaluate internal control for the purpose of getting the
affairs of the organization-managed efficiently. A good system of internal control
also enable the management to restrict detailed examination in areas where internal
control is satisfactory & extends it in areas where internal control is weak. A good
system of internal control should comprise the following:
?
Proper allocation of functional responsibilities within the Corporation.
?
Proper operating and accounting procedures to ensure the accuracy and

reliability of accounting, efficiency in operation and safeguarding of assets.

50

?
Quality of personnel commensurate with responsibilities and duties.
?
The review of the work of one individual by another whereby the possibility of

fraud or error is minimized.

INTERNAL CONTROL PRACTICES IN DAY-TO-DAY TRANSACTIONS
A.

GENERAL

1.

Organization chart laying down a specific allocation of duties &

responsibilities of officials should be prepared and circulated to all concerned
for implementation.

2.

All accounting records should be kept up to date. All subsidiary and

supplementary records should be reconciled with control accounts
periodically.

3.

Cash book should be closed daily and surprise physical check of cash balances
should be made at least once in a month by Administrative Officer/CCEO.

4.

Internal management reporting system should be strictly adhered to by the

Officers at all levels.

5.

Timely submission of periodical report to the concerning Department/

Funding Agencies must be ensured.

6.

Fixed Assets shall be physically verified at least once in a year and

discrepancies revealed if any, should be appropriately dealt with in books of
accounts.

7.

All the fixed assets including cash in hand/transits and inventories shall be
got insured. It shall be ensured that necessary action for insurance is taken by
the Account Department well before the expiry of the insurance.

8.

A proper system of Internal Audit commensurate with size and nature of

activities of the Board, form time to time, should be instituted.

CASH TRANSACTIONS:
CASH RECEIPTS
For all cash receipts, a cash receipts shall be issued on the basis of duly authorized
documents except for receipts from the banks. A serially pre-numbered receipts
book shall be printed in three copies. The original copy of the receipts will be issued
to the person/firm from whom the cash amount has been received, second copy
will be issued to accounts Department for recording the entries in the cash book and
third copy retained in the cash receipt book for future references.

51

A revenue stamp shall be affixed on each money receipt exceeding Rs.5000/Format

of cash receipts is given as T.S.5/ GAR 6.
A cash receipt voucher incorporating all necessary details i.e. name of the
parties/employees, money receipt number, nature of receipt and amount etc. shall
be prepared by the cashier and duly signed by Accountant. Thereafter, each cash
voucher shall be recorded in the cash books on day to day basis,
CASH PAYMENT
Cash payment will include the payments against expenditure/advances to the
individuals/firms/institutions/organization; this will also include the amount
deposited in the Bank.
Cash voucher incorporating necessary details, i.e. name of the party/employee, bill
number and date, nature of payment etc. shall be prepared by the Accountant for
all payments and duly passed/authorized by the competent authority.
Each payment shall be charged to suitable account head as per the direction of
sanctioned project. Cash vouchers duly passed by the competent authority shall be
sent to the cashier for payment. All supporting documents shall be duly enclosed
with the cash payment voucher.
Except in case of special circumstances, payment-exceeding Rs.10,000/- shall not be
made other than by way of accounts payee cheque or demand draft. Cash payment
in such special circumstance will be made with the prior permission of the CEO.
Before payment, cashier shall ensure that the voucher duly passed by the competent
person and obtain on each cash payment voucher the payees signature on revenue
stamp as per the prevailing statutory requirement (Presently, a payment of
Rs. 5000/- or more require a 1/- rupee revenue stamp to be affixed on every receipt).
BANK TRANSACTION
BANK RECEPITS
Receipts from various sources by way of Draft/Cheques etc. shall be deposited in
bank through pay in slip on the same day or invariably by the next working day.
The bank receipt voucher incorporating necessary details i.e. name of the party,
name of the bank cheques no; date, amount and nature of receipt etc. shall be
prepared on the same day and recorded in the bank book on day to day basis given
full details to avoid cross reference as far as possible.
BANK PAYMENT
Accountant shall prepare the cheque on the basis of duly passed vouchers by the
FC/GM and shall enter the same in the cheque issue register.

52

Issuing cheques shall ensure to obtain formal receipt/signature of the payee on the
bank payment voucher while handing over the cheque to the concerned party. If
the cheque is sent by post/courier, a Cheque Remittance Letter, shall be prepared in
duplicate, one copy shall be sent along with the cheque and another retained along
with voucher.
PROCUREMENT OF GOODS & EQUIPMENTS
The following guiding principal will regulate procurement generally:
1.

If a contract of the Director General of Supplies & Disposal, Govet. Of India or

any other such Government institutions exist for the articles proposed to be
purchased and the supply is available under the same the procurement will be
made under such rate contract.

2.

If a rate contract as stated above does not exist for the article(s) to be purchased
for the supply is not available under such rate contract, if existing and the
purchase has to be made from the open market then as far as possible; the
supplies will be obtained from the manufacturers or from the authorized
dealers.

3.

Purchase of proprietary goods will be made with the approval of CEO.

In consultation with the GM & FC normally the purchase of proprietary goods
will be avoided.

4.

In making purchases, the need to achieve maximum possible economy

without sacrificing quality will always be kept in view.

5.

Technical Bid taken first and after satisfying the need the financial Bid will be
called.

6.

In accepting quoted/tendered rate/price vis--vis the earlier purchases,

prevailing market rate etc. will be given due weight.

PROCUREMENT PROCEDURE FOR ITEMS AND SERVICES;

Subject to the guiding principals laid down in the above Para purchase from the
open market be made in accordance with the procedure given below and GFR 2005.

Procurement up to Rs. 15,000/-

For all procurement upto Rs. 15,000/, a Purchase Requisition shall be made in
duplicate. Original copy of Purchase Requisition, which shall form a purchase
order for the personnel making purchase, shall be delivered to Accounts along with
the MRN & purchase bill. Second copy will be retained by Purchase Department.
Purchases will be authorized by a competent persons after making personal rate

53

enquiries from the open market without inviting quotations. Payment of

Rs. 10000/- or above should normally be made by account payee cheque/bank
draft.

Procurement above Rs. 15,000/- & up to Rs. 1,00,000/-

If the procurement is likely to exceed Rs. 15,000/-, but not Rs. 2,00,000/-, on
receiving a Purchase Requisition, Purchase Department will make enquiries, in the
most possible open manner from known and reputed suppliers of the article (s). A
minimum of three quotations should be obtained in response.
After receipt of quotations, comparative chart thereof will be prepared, giving the
rates/prices quoted by each parties as well as terms & conditions, if any, which is
different from those given in the quotation notice. The comparative chart so
prepared will be checked by the Accountant and will then be put up before General
for his decision who, at his discretion, may depute someone else for verification of
rates by personal enquiries.
Upon authorization of the Purchase Requisition, the Purchase Department shall
issue a Purchase Order, clearly mentioning the detail specifications of the required
article(s), quantity and rate agreed upon, total invoice price, terms regarding duties
and tax, freight, insurance, time schedule of delivery, payment and other terms and
conditions.

Procurement above Rs. 1,00,000/- & up to Rs. 25,00,000/-,

If the procurement is likely to exceed Rs. 10,00,000/-, on receiving a Purchase

Requisition, Purchase Department will make enquiries, in writing, in the most
possible open manner from known and reputed suppliers of the article(s). For the
purpose, a list of know and reputed suppliers will be prepared and maintained for
all the significant items to be frequently purchased. The parties, which may have
satisfactorily made supplies earlier, will, as a rule, be included in list of parties. The
enquiry letter will be sent to all of them. A minimum of three quotations should be
obtained in response.
In the letter inviting tenders, detailed specifications of the required article(s),
quantity, time schedule of delivery and other terms and conditions of supply will be
given in full and the parties will be asked to quote their rates/prices and other
items/conditions clearly. The parties will be advised to send their quotations that
should reach in the office by the given date and time enclosed in sealed envelop
addressed by name to the officer inviting quotations.
After due date for receipt of quotations, a comparative chart thereof will be
prepared, giving rates/prices quoted by each parties as well as terms & conditions,

54

if any which is different from those given in the quotation notice. The comparative
chart so prepared will be checked by the Accountant and will then be put up before
CEO for his decision.
Upon authorization of the Purchase Requisition, the Purchase Department shall
issue a Purchase Order, clearly mentioning the detailed specifications of the
required article(s), quantity and rate agreed upon, total invoice price, terms
regarding duties and tax, freight, insurance, time schedule of delivery, payment
and other terms and conditions.

Procurement above Rs. 25,00,000/-:

All purchases including the purchases of fixed assets of the value exceeding Rs. 25.0
lac at a time shall be made only after approval of the Board Of Directors.
Therefore, for purchases exceeding Rs. 25.0 lac, a purchase committee consisting of
the GM, Financial Controller and such technical expert persons as they may deem
fit shall be constituted. The committee may take a decision by circulation.
Procurement of items/services for a value exceeding Rs. 25.0 lac will, as a rule, be
made by inviting sealed tender in a most possible open and public manner and
publishing tender notice in the representative newspapers and journals or by any
other transparent methods.
In the tender notice, the following should be specifically mentioned:
(a)

Approximate quantity of the article (s) likely to be required

(b)

Specifications thereof.

(c)

Terms and conditions of supply, e.g. freight, insurance and delivery period,
terms regarding duties and taxes, terms of payment,

(d) The amount of earnest money/tender fee., the security that would be required
to be furnished by the party to whom supply order will be placed and the
mode of payment of such earnest money/security deposit
(e)

The date and time up to which tenders will be received and the date and time
on which they will be opened

(f)

Stipulations regarding power of the Board to increase or reduce the required

quantity, to extend the delivery period or to amend any other terms of the
supply at any time before issue of purchase orders, or to reject any or all
tenders without assigning any reasons

(g)

It should also be specifically mentioned that intending bidders should obtain

the tender document giving required details from the Board. The tender

55

document should be suitably priced so as to cover the postal other incidental

expenses. The tender documents in such case should be prepared before the
publications of the tender notice so that there is no delay in supplying the same
to the intending bidders.
(h) It should also be mentioned that the bidders desiring to be present at the time
of the opening of the tenders shall be allowed to be present personally or
through their duly authorized representatives.
(i)

The period for which the rates tendered will be valid should be kept
sufficiently larger to cover the delay in processing of the tender by the
Purchase Committee.

(j)

It may also be desired in the tender notice that the bidders should submit the
samples of the item or submit an authenticable report that the material fulfils
the specification parameters.

(k)

As per CVC guidelines, negotiations not permissible with the bidder other
than L-1.

On opening of the tenders, every page of the tender(s) along with enclosures will be
signed by the person opening the tender(s) and the rate/price of each tender will be
announced by him/them. The bidders or their representatives present at the time
shall be at liberty to note rates tendered by various parties.
After the tender have been opened and signed, a comparative chart will be prepared
giving the rates/price tendered by each bidder, showing cost to the Board including
all duties and tax and freight and insurance, etc. and also the specific terms and
conditions, if any, that are different from those mentioned in the tender notice. If
any additional information or clarification is required from any bidder, the same
will be obtained from them before taking any decision on the tender. However, no
information/clarification shall be accepted, which materially alters tendered price
or any other terms and conditions. The comparative chart so prepared will be
checked by the General Manager and will then be put up before Purchase
Committee for its decision.
Upon the decision of the Purchase Committee, the Purchase Department shall issue
a Purchase Order to successful bidder(s), clearly mentioning the detailed
specifications of the required article(s), quantity and rate agreed upon, total invoice
price, terms regarding freight, insurance and payment, time schedule of delivery
and other terms and conditions.
GUIDELINES REGARDING PAYMENT AGAINST PURCHASES:
Upon receipt of vendors invoice accompanied by the Material Receipt Note,
Transporters GR, Form 31/32, wherever applicable, the Purchase Order/ Purchase

56

Requisition, quotations, comparison sheet etc., the purchase officer/accounts

officer shall ensure that all the columns of the MRN are duly filled in, material has
been duly ordered, supplied and received by the Stores and entered in the Stock
ledger. If any test reports were to be obtained, these have been duly obtained and
considered. He shall, then, prepare the bill of purchase below each of the MRN or
where a single bill covers more than one MRN a consolidated Bill of Purchases on
the lines given below the MRN. While preparing this bill, he shall also ensure that
the discounts admissible in accordance with the offer of the supplies, are availed
and the deductions for shortages are duly made. Correctness of the charges on
account of transportation, duties and tax, etc. will also be scrutinized and satisfied.
He shall also ensure that the payment has been authorized the through the notesheet and will mention the number/date of Note Sheet and the s. no. of the
resolution at which it was placed in the Note Sheet.
PAYMENT OF REMUNERATION TO STAFF & MOTIVATIONS
Remuneration to office staff, field staff and motivators will constitute a major head
of expenses of the Corporation. It is, therefore, considered necessary to frame
certain general guidelines in respect thereof.
1.

All the appointments, for the time being, shall be made on contract basis for a
certain fixed period. Appointments shall be made by the CEO.

2.

The job assignment for each and every staff should be very clear and this will
be made known by way of job order to be issued by the CEO/GM

3.

The every person shall mark his attendance in the Attendance Register. The
field staffs that normally are on roaming duty shall mark the attendance when
they present themselves at the office for reporting, etc.

4.

The leave for absence from duty should be taken in advance in writing.

5.

The monthly remuneration will be worked out on the format named as Salary
Bill format.

6.

A staff-wise register shall be maintained to show the month-wise payment of

remuneration to each member of staff.

STORE MANAGEMENT:

Receipt of Material:

On receipt of a material, the storekeeper shall ensure that the consignment received
is covered by a valid purchase order and the cumulative quantity received against
that purchase order, including the present consignment is within the ordered

57

quantity. He must also ensure that the consignment is accompanied by the

requisite documents, like challan, transporters GR and form 31/32, wherever
applicable. In case of any deficiency, he shall contact the Accounts/Purchase
department and inform the situation and act according to their instructions.
After ensuring this, he shall receive the material and prepare a Material Receipt
Note (MRN) in triplicate. Original copy of the MRN is for vendor, second copy for
the accounts and the third copy is to be retained by the Stores.
He shall ensure that the quantity of the material is the same as mentioned in the
challan. In case of any shortage, he shall mention the same in the MRN. He shall
also ensure that the material received is in good condition and it resembles with the
sample supplied by the Purchase Department/material received in the past. Only
that material satisfying the quality specification will be accepted and taken in
Stores, the rejected material should be returned. In case of any dispute as to quality,
he shall contact to the purchase Department.
To ensure safe storage of different type of materials, provision of proper storage
space and godown management should be ensured. For purpose, not only
adequate numbers of storage receptacles such as racks, almirahs, marked space, etc.
will be made available, but also care will be exercised to make special arrangements
for storage conditions, like air conditioning, air-tight containers, etc. Adequate
security arrangements will also be made for storage of costly items. The stock
should be sufficiently insured.

Internal Check at F.C. level in respect of receipt of material:

To avoid a possible of fraud by way of over-booking of purchase in connivance

with the store-keeper/recipient of material, it should be ensured by the accounts
department that the challans are accompanied by a GR (billity).

Stock Records:

The stock registers will be maintained for all significant items of stock. For the
purpose, ABC system of stock maintenance will be adhered. For this purpose:

A category of stock will constitute those items whose total value (quantity
multiplied by rates) exceeds 10% of the value of total purchases.

B category of stock will constitute those items whose unit price is significant,
though its value is less than 10% of the value of total purchases. Items in this
category will be identified by the management from time to time.

C category of stock will constitute those items whose neither unit price nor
total value is significant.

58

Day-to-day stock registers will be maintained only for A & B categories of items.
For C category of items, only the record of its purchase in amount or quantity and
amount both can be maintained for comparison with the last years.
Maintenance of stock records for fixed assets and stationery items will be
maintained by the Stores.

Issues from Store:

Indents for issue of store items will be prepared by indenting officers in the Material
indent-cum-challan. The indent-cum-challan shall be prepared in triplicate. All
three copies will be sent to stores. Original copy duyly filled in and acknowledged
will be retained by the Stores. Second copy duly filled in and acknowledged will be
sent to the Accounts and the third copy will be sent/delivered to different officers
for raising indenter. The General Manager will delegate authority suitably to
different officers for raising indents. The Storekeeper shall issue/deliver/send the
material on the basis of such Material indent-cum-challan and make the entries in
the Stock Ledger.

Return to Store:

If a material is returned, a Store Return Memo will be prepared by the department

returning the material/Stores. The Store Return Memo shall be prepared in
triplicate. All three copies will be sent to stores. Original copy duly filled in and
acknowledged will be retained by the Stores. Second copy duly filled in and
acknowledged will be sent to the Account and the third copy will be sent/delivered
to the department returning the4 material. The Storekeeper shall receive the
material on the basis of such Store Return Memo and make the entries in the Stock
ledger.
The value of the material will be taken at the original issue price. However, if any
Store item is received back in a damaged condition, they will be, though, taken in
the Stores and entered at the issue price, but he shall inform the matter to the
competent authority who shall decide the value of the damaged stores. The
difference of the issue prices and the diminished price of the damaged stock will be
adjusted in the stock ledger immediately after receipt of the order of the competent
authority by recording a note of loss in the remark column of the stock ledger and
reducing the value of the closing stock of the date. Simultaneously, he shall inform
the Accounts to F.C for the loss in the books of the Corporation and /or to fix
liability on erring staff.

Stores Verification

1.

Each Store item will be physically verified at least once in very financial year,

59

preferably in the month of April. The CEO shall nominate officers for the
purpose from amongst the officers not associated with the maintenance of
stores.
2.

Since, the verification work will be spread over number of days, the indenting
officer will obtain before the verification period as a whole and will place
indents on the Stores during verification period only when absolutely
necessary and unavoidable.

3.

The verifying officers will prepare verification sheets in the following forms
and record the shortage and excess in the appropriate columns.

S. No.

Name
of Item

UOM

Quantity
Verified

Shortage
as per
record

Excess

Remarks

Authorization

V.O

SK

4.

The excess pointed out by verifying officer will be entered in the stock ledger
as fresh receipts valued at the issue rates of the date of such entry. On the
contrary, in case of shortages, while a note of shortages will be immediately
recorded in the remarks column in the Stock ledger, the balance will be
reduced and the accounting effect will be recorded in the Stock ledger only
after the losses have been written off under the decision of the competent
authority.

5.

All cases of the excesses and shortages pointed out by the verifying officer will
be investigated to ascertain the reasons of such excess/shortage and fix
responsibility for the same as well as to take remedial measures to avoid
similar discrepancies in the future.

Condemnation of Unserviceable Stores items:

In the month of December, every year, the unserviceable Stores will be condemned
for disposal after inspection by the competent officer to be nominated by the CEO
for the purpose.

Disposal of Condemned Stores:

1.

Store items, duly condemned for disposal by competent authority, will be

disposed of by public auction at least once in very year year after giving
publicity of such disposal by circulation in the locality, if the original value
exceeds the above amount. The auction will be conducted in most possible
open manner.

2.

If in respect of any condemned Store item, it is considered that no useful

60

purpose will be served by holding public auction, the same will be disposed of
suitably with the approval of the CEO. In such a case, the reasons for not
holding public auction and taking resort to other methods of disposal will be
recorded in writing.
MAINTENANCE OF STATUTORY AND OTHER RECORDS
STATUTORY RECORDS:
In addition to the Accounting records, the Society is required to maintain certain
statutory records, which shall be maintained by the F.A./ Administrative Officer in
consultation with General secretary. The nature and the formats of such records are
given here under:
1)

Members Register:
A) Founder Members
B) Associate Members
C) Technical Members
S.No.

Name, Fathers Name, Complete Address and Contact Nos.

Occupation/Designation

Date of

Particulars

Date of

Particulars of

Admission

of Admission

Removal

Removal

Note: Under the columns-Particulars of Admission & Particulars of Removal, the reference of
meeting, etc. by which admitted to or removed form membership should be given.

2)

Executive Body Register:

S. No.

Name, Fathers Name, Complete Address and Contact Nos.

1.
Designation

Date of
Appointment

Particulars of
Appointment

Date of
Removal

Particulars of
Removal

Note: Under the columns-Particulars of Appointment & Particulars of Removal, the reference
of meeting, etc. by which appointed or removed from membership of Executive Body should
be given

61

Grants-in-Aid Register: (Two page for each grant) As per FGR 2005
FINANCIAL FUNCTION
DELEGATION OF FINANCIAL POWERS
In view of the Rules and regulations of the Corporation, the financial powers vest
with CEO and Financial Controller, if any thing is not provided in the Rules and
regulations of the Corporation to have vested in the powers of these officers, it is
within the jurisdiction of the CEO to make such provision. However, to achieve the
better transparency in the functioning of the Corporation, it has been considered
appropriate to make certain general rules in respect of major financial recurring
transactions so that the powers may be delegated to the grass root level.
Delegation of powers for purchases & Expenses:
The policy of the Corporation for authorization of purchases and other work
expenses:
a)

For purchases up to Rs.5 lac as per Govt order by the CEO

b)

All work Expenses & purchases exceeding Rs.5 lac upto Rs.25 lac is made after
approval of the CEO by circulation or in a duly convened meeting of the Board
of Directors

c)

All expenses above Rs.25 lakh and upto Rs.50 lakh, Board of Directors by
sitting or by circulation

d)

All expenses above Rs.50 lakh matter will be approved from BOD

e)

Subject to the above, the CEO will authorize all purchases to be made or the
expenses incurred by the Corporation.

Norms for reimbursement of Travelling Expenses to staff and others:1)

As per TA rules issued by the Government of India, in case of CEO and other
officers employed on the strength of Corporation.

2)

Other Contingency staff / on contract appointees/consultant will be paid

actual conveyance charges only if deputed on duty in the Local Territory of
Delhi.

3)

Staff and officers Re-employed : As per TA rules applicable on last Basic pay
drawn before re-employment.

4)

Consultants, Members, Auditors and the officials going out of head-quarter

for official purposes or visiting the head quarter for attending meetings and
monitoring of the project:

62

5)

Actual expenses on travel by rail by AC-II class. If journey is undertaken by

Taxi or by Air, Actual expenses on production of bills will be reimbursed.

6)

Actual lodging expenses in case of stay at night at a place other than the actual
residence of such persons on production of bills. Subject to maximum as per
TA rules or the rates authorized by executive committee whichever is less;

7)

Boarding expenses @Rs. 1,000/- per day without production of bill or actual
expenditure on production of bills whichever is less.

8)

Conveyance charges not exceeding Rs. 250/- per day or actual expenses on
production of bills whichever is less.

Norms for reimbursement of Residential Telephone and Cell Phone expenses

to staff
1)

As per government orders circulated by GAD, Govt.of Delhi for CEO, DPGS &
other Government officers however, it can be increased with the approval of
Executive Committee on merit of the case.

2)

Cell phone charges or the recharge coupon of the value of Rs.330/- to 550/- can
be reimbursed to such officer or filed staff that, in the opinion of the CEO/GM
has responsibilities of supervisory or managerial nature and provision of such
facility will be advantageous to the Corporation.

3)

For contingency staff / Re-employed staff of conveyance allowance will be

reimbursed as per TA/DA rules & other instructions issued by Government

Delegation of power for incurring petty expenses:

Since, it is considered necessary to delegate the powers of incurring day to day petty
expenses to the Financial Controller/GM/Sr.Chief Managers/Chief Manager, it is,
therefore, decided that the powers to incur expenses on following expenses upto
Rs.5000/- is delegated to the Financial Controller/GM/Sr.Chief Managers/Chief
Manager.However, they shall get these payments countersigned by the CEO at
weeks interval:
Postage and Courier, Printing and Stationery, Computer Consumables and
Maintenance, Electricity and Telephone bills of the office and the staff within the
above mentioned limits, Repairs and Maintenance, Staff Welfare expenses and
other Sundry expenses.

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Procurement of Consultancy Services:

The Corporation may hire services of the Chartered Accountant & other relevant
Technical Consultant as and when needed. Appointment and payment of the
consultancy charges are subject to approval of MD&CEO. However, the following
shall be the guiding factor in deciding the remuneration for the consultants.
1)

The payment to the consultants shall be made after deducting the Income Tax
and other deduction, if any.

2)

The travel expenses and lodging and boarding expenses shall be paid only if
the terms and conditions so prescribe and they produce a proof of travel and
lodging bills.

3)

In cases where the consultants are paid on actual basis for their boarding
expenses, no expense on alcoholic drinks, cigarettes etc. shall be paid.

4) The payment to the consultants should be processed by the user section for
obtaining the approval of the MD&CEO and then the same shall be sent to the
Accounts Officers for release of payment.
For hiring services of national / international consultant(s) in case of direct contract,
following procedure shall apply:
1)

The requirement of expert shall be decided according to the project in hand

2)

The MD&CEO will decide the remuneration payable to consultants.

Approval of the other expenses:

Subject to the general rules given herein above, all expenses shall be approved by
MD&CEO. However, the reimbursement of the expenses of the MD&CEO will be
approved by the Chairman.
Tax deduction at source from payments:
Tax deduction at source will be made normally in case of the following payments:
Section

Nature of Payments

Over Rs.

192

Salaries

1,00,000

194C

Payment against Advertisement, Transportation

charges, Repairs &Maintenance, Printing

20,000

194 I

Rent

50,000

194 J

Payment to consultants, Auditors,

Documentary Film makers

1,20,000

Payment to non-residents

20,000

195

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The rates of deduction keeps changing, therefore, in the beginning of the each
financial year i.e., 1st April the rates of deduction of tax should be enquired. The tax
deducted should also include surcharge and education cess, wherever applicable.
The tax deducted during any month should invariably be paid before 7th of the next
month, otherwise it will attract not only interest @12% but can also attract penalty.
Depreciation:
1)

2)

Depreciation on the assets will be provided at the following rates:

a) Furniture & Fixtures (including Electric installation)

15%

b) Office Equipments (Normally having useful life above 5 years)

25%

c) Electronic Gadgets (normally having useful life below 5 years)

60%

d) Vehicles (Two wheelers & Four wheelers)

25%

The depreciation on fixed assets put to use at any time during the year will be
provided at the prescribed rate as above.

PLANNING DIVISION
ACTIVITIES OF PLANNING DIVISION

Seeking Grants & Financial Assistance from Govt. of NCT of Delhi as Well as
Govt. Of India.

Co-ordination for state funding with Tourism Department, Govt. of NCT of

Delhi.

Co-Ordination for Central Financial Assistance with Ministry of Tourism,

Govt. of India.

Preparation of Annual Budget both BE & RE for seeking funds from Govt.

Liasoning for Parliament Questions/ Assembly Questions.

Co-ordination with all the Divisions for various proposals /reports and
implementation/ utilization of funds received from the state as well central
govt.

Submission of Weekly Reports on the Activities of DTTDC.

Submission of Monthly/ Quarterly Reports on Plan Schemes of DTTDC.

ORGANIZATION CHART OF THE VIGILANCE DIVISION

There is full fledge Vigilance Division under the charge of Sr. Chief Vigilance

65

Officer and important matters relating to Vigilance Division are put up to GM

through the Sr. Chief Vigilance Officer of the Corporation.
Functional Structure
CHIEF MANGER (VIGILANCE)
Deputy Manager
Asstt. Manager
Jr Asstt.

Asstt. Gr. I
Attendand (two)

Objectives

Initiation of actions against the employees of the Corporation on receipt of any

complaint including issuing suspension orders, preparing the charge-sheet,
expedite the appointment of Inquiring Authority and Presenting Officer and
follow up action on the inquiries pending with various Inquiring Authorities
and inquiry report are examined on receipt from Inquiring Authority,
expedite the proposal any individual employees.

Speedy disposal of the matters pertaining to disciplinary proceedings against

the employees.

Co-ordination and persuasion with the Directorate of Vigilance, Govt. of NCT

of Delhi and agencies like CVC, CBI, Police Authorities etc. in regard to any
vigilance matter of the employees of this Corporation.

Review of Suspension of the employees at the regular interval by the

Suspension Review Committee.

Nodal officer designation by CEO/GM for RTI Matters.

Issuance of Vigilance Clearance for various purposes.

To keep strict vigil on the functioning of entire Corporation.

Bottlenecks
There is a lack of resources for functioning of the division. There is an emergent
need to strengthen the Vigilance Division for smooth functioning of the division.
Further, there is a need to import training among the staff of the Vigilance Branch
from time to time in the present emerging global innovation and environment.

66

Future Plan

To minimize the irregularities at various units of the Corporation by

submitting the departmental cases against the employees and taking actions
thereof in pursuance of the decisions of the competent authority.

To keep strict vigil on functioning of entire Corporation.

ORGANIZATION CHART OF THE LEGAL DIVISION

Legal Division is functioning from Dilli Haat, INA. The division works under the
guidance of Sr. Chief Manager (Legal).
1.

Sr. Chief Manager (Legal)

2.

GCA. Grade-II

3.

Office Assistant Cum Helpers

Powers and Duties of its Officers and Staff:

1.

Sr. Chief Manager (Legal)

Chief Manager (Legal) is authorize to sign all legal document to be filed before the
Legal authorities, Quasi Judicial Authorities, Courts including the High Court and
Supreme Court of India and to hire the services of Advocates with the approval of
the Competent Authority and to brief them on all legal matters and coordinate and
maintain liaison with the Advocates as well as to appear before the Courts and legal
authorities on behalf of the Organizations.
Sr. Chief Manager (Legal) also advising the Corporation on various legal matter,
rules and regulations.
Legal Division also empanelled Advocates on the panel of Advocates of DTTDC on
the terms and conditions of empanelment.
FUNCTIONS OF DIVISION:
1.

To deal with the legal matters.

2.

To engage and assist the lawyers to handle cases in Courts for & against the
Corporation.

3.

To obtain legal opinion in the matters where legal opinion required from
lawyers or Secretary (law), Govt. of NCT Delhi.

4.

To vet draft and execute legal matters.

5.

To advise the Corporation on legal matters.

67

6.

To attend cases before all Courts such as District Courts, High Court, Supreme
Court of India and the various Quasi Judicial authorities.

7.

To co-ordinate with other divisions of the Corporation in relates to legal

matters.

8.

Verification of date/events for paradise comments for the cases limit

defended in the Court of law.

The Procedure Followed in decision making process, including Channels of

supervision and accountability in the legal division.
All documents, files papers, petitions etc. are received in the division by the staff
and put up the same to the General Manager through Sr. Chief Manager (Legal)
with his observations / recommendations and after seeking approval of the
Competent Authority, decisions are implemented at the lower level.
Centralized Diary System
PROCEDURES
Receipts of Dak- The entire dak of the department including the addressed to MD/
Sr.Chief Manager (Legal) of the department received in the corporation would be
diarized by the recipient in the Central register.
Acknowledgment of Dak- The receipt of dak, except ordinary postal dak, will be
acknowledged by the recipient signing his name in full and in ink with date and
designation. The acknowledgement of e-mail received will, as far as possible, be
sent electronically.
Distribution of Dak:
1)

Urgent dak will be separated from other dak and dealt with first.

2)

All file/envelops except those addressed to the Sr. Chief Manager (legal) will
be opened by the Division.

3)

On opening dak, recipient will check enclosures and make a note of any item
found missing.

4)

On opening of Dak as well as the envelops of unopened dak, will be datestamped (vide specimen as under)

Department of ---------------------Received on--------------------------R & I No.-------------------------------Sec.Dy.No.---------------------------------

68

Diarizing of receipts addressed to Chief Manager (Legal)

1)

The Personal staff of officers will diarize receipts addressed to the Chief
Manager (Legal) in respective personal section diary. Envelops received
without contents or with material not marked to any officer also be diarized.

2)

The entire Dak will then be submitted to the chief Manager (Legal).

Action by the Chief Manager (Legal):

1)

Go through the receipts and initial them; and

2)

Disposed of the receipts which he may like to dispose of without assistance

from section; or to submit to higher officers; and

3)

Where necessary, give directions regarding line of action to be taken on

receipts.

Movement of file and other papers: (1) Movement of files will be entered in the file
movement register.
RECORDS BEING MAINTAINED AT DIVISION LEVEL:
Attendance Register:
The register will be maintained under the personal supervision of Sr. Chief
Manager (Legal) who will see that the entries are made correctly. The Sr. Chief
Manager (Legal) will draw the attention of the Private Secretary of the Branch to the
names of persons who were frequently or habitually late during the month without
prior permission. The following abbreviations will be used by the Private Secretary
to denote the reasons of non attendance-I.

C.H- Compensatory Holiday in lieu of attendance on a holiday.

II.

C.L. Casual Leave

III. EL- Earned Leave

IV. ML Medical Leave
V.

RH- Restricted Holiday

VI. Absent without leave or permission (this entry should be made in pencil-when
leave of any kind is sanctioned, the appropriate abbreviation as indicated
above should be substituted in ink.)
File opening Register:- A record of file opened will be kept in a file register to be
maintained by the diarist.
Advocates Payment Register:- A record of Advocates payment Register will be
maintained by the diarist.

69

Dak Register:- A record of dak receipt register will be kept in a file register and
maintained by the diarist.
FINANCIAL RECORDS
Advocate payment Register is being maintained in the Legal division.
MONITORING OF COURT / CAT CASES AND IMPLEMENT OF COURT /
CASE ORDERS
Legal division will maintain a details of Court / Cat cases from the date of
filing of the petition / application in Court / Cat. To keep a watch on status of
implementation of Court/CAT Judgments / orders Legal division will maintain
details and mark out prominently those Court/ CAT cases finally implemented and
give date of implementation of court/CAT orders.
On the 1st and 15day of each month Legal division will submit the file with details to
the Sr. Chief Manager (Legal). The details with the remarks of Chief Manager
(Legal) General Manager, will be submitted to the MD, DTTDC for Monitoring of
Court/CAT cases.
RESPONSIBILITIES OF STAFF AT DIVISION LEVEL
Private Secretary:
I.

Maintenance of Secret files and receiving all communications brought by hand

which are either addressed to the Sr. Chief Manager (Legal) by name or
marked 'CONFIDENTIAL', 'SECRECT', 'TOP SECRET' and check e-mail on
computer and also taking print out and inform. Also maintain confidentiality
and secrecy of the division as well as confidential and secret papers entrusted
to her.

II.

Keeping a list of meeting and engagements and reminding the officer well in
advance.

III. Arrangement for the official tours of Sr. Chief Manager.

IV. Taking dictation in shorthand and its transcription and carrying out the
corrections and making fair copies of the DFA/D.O./official letters/Notes to
be signed by the Sr. Chief Manager.
V.

Screening the telephone calls and the visitors and maintaining and verifying
the telephone calls.

VI. Assisting Chief Manager for the Coordination Committee Meeting and other
meetings.
VII. Maintaining, in proper order, the papers required to be retained by the Chief
Manager.

70

VIII. Keeping a check on the movement of files.

IX. Maintaining the papers/office order/circulars/notes etc required to be
retained by the Chief
Manager and also ensuring that the
matters/engagement/meeting dealt with by him are not lost sight of and dealt
with promptly and in due order.
X.

Keeping track of the progress of the action taken by him on important matters
as required by him.

XI. Familiarizing herself/himself with the practice and procedure followed in

connection with the legal matters.
XII. Tries to maintain cordial relation with the person who come in contact with
her/his boss and also assisting him as he directs.
GCA
I.

To maintain files/records or whatever job assigned to him and to enter all

receipts marked to him.

II.

To examine cases in the light of instructions, if any given or line of action

indicated by his immediate officer.

III. To seek assistance of the Chief Manager for the disposal of the work entrusted
to him, in case of difficulties and also follow the instruction of the officer who
he is reporting to.
IV. To examine promptly all receipts marked to him and to submit them on the
due required dates.
V.

To put up the cases after examination to the Chief Manager (Legal) on the
stipulated date.

VI. To submit weekly arrears statement, pending Court Cases/Orders, Court fee,
advocate fee etc. in time to avoid Contempt of Courts.
VII. To maintain list of file he deals with and watch their movements and if the file
is held up at any level for an unduly period.
VIII. To attend to such other work as may be assigned to him by the Chief Manager.
IX. To comply the instructions of the office and assist him.
X.

To deal with the legal matters.

XI. To engage and assist the lawyers who handle cases in Courts for & against the
Corporation.

71

XII. To obtain legal opinion in the matters where legal opinion is required from
lawyers or Secretary (Law), Govt. of NCT of Delhi.
XIII. To vet, draft and execute legal documents.
XIV. To advise the Corporation on legal matters and also to assist Chief Manager
(Legal).
XV. To attend cases before all Courts such as District Courts, High Court, Supreme
Court of India and the various Quasi Judicial authorities.
XVI. To co-ordinate with other divisions of the Corporation in relates to legal
matters.
Office Assistants:
1.

To see that all tables, records in the division present a neat and tidy
appearance.

2.

To ensure cleanliness in the division with the help of sweepers.

3.

To attend office half an hour early than the hour described for office.

4.

To attend any other work which may be assigned to him by the staff/Chief
Manager (Legal).

5.

He should remove all the waste papers etc for disposal.

6.

Before leaving office, he ensures the switching off the light and close the
doors/windows.

Working hours both for office & public

Office : 9.30 A.M. to 6.00 P.M.
Public : Nil (being not a public dealing department).
Public interaction if any :- Nil in view of above.
Grievance redress mechanism: Petitions/Suits/ Legal Notices
References/complaints/grievances received by the Legal Division are promptly
attended to and appropriately transmit onward to the concerned/division/
departments/unit for their comments and communication thereof and after
receiving comments on the petitions/ suits /legal notices/ references/ complaints
from the concerned division a reply thereof is filed.

72

SR. CHIEF MANAGER

MANAGER

DY. MANAGER

STORE KEEPER

GCA

HELPER

The P.R. and Publicity division of the Corporation has been primarily working with
a domain to building of Public image exercise through Media Relations besides
carrying out various publicity related activities like-Production of Tourist
Literature on Delhi, advertising in Print & Electronic media, Trade Magazines etc.
from time to time, on behalf of Govt. of NCT of Delhi.
Publicity and promotion is an important aspect to showcase any Tourist
destination. This is all the more important in order to build up positive prospective
about the destination and to create the brand image especially in present in present
scenario where all destinations are facing great competitions.
Therefore, Publicity through Print, Electronic and internet media is all the more
necessary to achieve this objective to promote the capital city which receives over
60% of the total international tourist traffic 50.80 lakhs (5.8 million) and 360 million
domestic tourists every year.
The Following are the key areas of deliverables:
Public Relations-Key Accountabilities

Media Planning and Public Relations conceptualization, selection of

advertising campaigns and other sales promotion technique for the promotion
of the various activities of the corporation.

Promote a positive image of the corporation by working closely with the Print
and electronic, online Media & Travel Magazines.

Responsible for Planning a Public Relations Strategy to minimize negative

Publicity and promote the activities.

A preparation of Media invites, Press Releases, background notes,

advertorials etc.

73

Compilation of regular data base of Media, including contact Details ,

(Mob./Email, addresses etc)

Maintaining a Photo Bank

Organization of conferences

Issuance of Media invites and Follow up with Journalists on one on one basis
to ensure coverage of the events

Mailing of Press releases, during and post events

Thanks letter to Media, Post event

Scanning of English-Hindi news paper and online news items on daily basis

Preparation of Media clippings on daily basis and forwarding the same to the
senior officials.

Processing of proposal received from various agencies for release of

advertisement in trade magazines, journals, tender notices etc

Planning and execution of advertising campaign in consultations with the

advertising agencies. This include inviting of creative designs, estimates,
processing of proposals for seeking approvals from the management, coordination with Adv. Agencies to ensure timely delivery for material such as :
invites, Newspapers Advertisements, Brochures, Outdoor Publicity,
standees, FM radio jingles, SMSes, backdrop, signages etc

Deployment of transport for the Media during the events and its close coordination by deputing staff for their picking/ dropping at the designated
spots.

Processing of bills received from the agencies (post event)

Maintaining expenditure record

Photography /vide coverage of the events and maintenance of its records.

Facilitation of Media at the venue of the event including refreshments

Designing of exhibitions for the corporation while participating in Travel

Marts Seminars etc.

Organizing Interviews of the MD & CEO for the print and Electronic Media

To maintain Publicity Literature in a centralized store and its distribution to

various outlets of the corporation and during conferences, organized by
various government / non-governmental organizations.

74

Maintaining update records of issuance/ availability of Publicity Literature at

the store

Distribution of Gifts to the Media-as and when required

Co-ordination with PHD Chambers, CUU, FICCI, etc. for Tourism Promotions
activities

Corporate image building

Consistent Promotional efforts for retaining the Brand Image of Tourist

Products and services.

Production of Publicity Material

Planning of Annual budget plan for seeking Publicity Grant form Govt. of
NCT of Delhi and regular co-ordination with Planning division.

Conceptualization, Planning and Production of Tourist Literature for the

corporate Promotion of Delhi as a Tourist destination such as Delhi Maps,
Folders, Guide, Books, Brochures, Posters, Kit Bags, CDs etc

The Process includes- brief to the agency, drafting of technical specifications,

visualizing the design and its impact, proof-reading of the dummy of the
material being printed, supervision of printing process (wherever required)

Regular co-ordination with advertising agencies for inviting expression of

interest, Designs & Execution of Jobs

Conceptualization of Publicity and Promotion campaign through print and

Electronic media

Production of Newsletter, coffee table book, Souvenir on various Promotional

Events.

Production of Films on Delhi

Development of various exhibitions in flex, digital prints, stand alones etc. To

promote Delhi as a cultural destination during international exhibitions such
as PATA, SATTE, WTM, ITB etc.

Preparation of utilization certificate on completion of the financial year.

Co-ordination of Advertising campaigns for the promotion Cultural Tourism

such as Fair and Festival related to Tourism Development.

Staff Strength:- To carry out the above mentioned tasks, the P.R & Pub. Division is
presently functioning with below mentioned staff:

75

Serial No.

Designation

Number

01.

Sr. Chief Manager

01

02.

Manager (PR & Pub)

01

03.

Dy. Manager

02

04.

Store Keeper

01

05.

GCA

01

06.

Helper

01

Contractual Staff
Serial No.

Designation

Functional

1.

Management Trainee

02

2.

PR Trainee

01

ORGANIZATION OF THE ENFORCEMENT DIVISION

CHIEF MANAGER II (ENFORCEMENT)
PS attached with division
Manager-II

Asstt. Manager-II

FUNCTIONS OF DIVISION:The officers conduct the Inspections of the various units of the the Corporation
As per the directions of the Chief Manager (Enforcement) and submit report.
A separate file is being maintained of every Unit Inspection in by Enforcement
Division.
Number Of Employees Designation Wise:

Chief Manager II (Enforcement)

Manager II (Enforcement)

Deputy Manager II (Enforcement)

PS

Office Asstt

Records being maintained at Division Level:

76

Attendance Register

File Register

Unit Inspection Register

Files related to each unit Inspected

FINANCIAL RECORDS

No financial records are being maintained in the Enforcement Division

as no financial transactions are being done in the division.

Responsibilities of Each Employee at Division/Unit Level.

To carry out the Inspection as per the directions received.

To submit the Inspection report to General Manager

To issue the memo as per the directions.

To put up the reply of the memo received from the concerned Employees
to the General Manager.

Time required performing a specific job.

With in the timing of the Units being Inspected.

Normal office tours at HQ

For specific job depends upon the nature of job.

Finance Division
1. Organizational Chart of Finance Division:
o

Financial Controller

Chief Managers

Managers

Deputy Managers

Assistant Managers/PS

Assistant Grade-1

AACC

Junior Assistant /Data Entry Operator

Office Assistant

77

2. Functions of Finance Division / Unit:

Finance Division is responsible for overall financial management and
budgetary control in line with the short and long term cooperate objective.
Finance Division is also responsible for maintenance of proper financial
accounting and other statutory records prescribed under the Indian
Companies Act, Income Tax Act, Accounting standards and other Acts.
Finance Records

Vouchers (cash/bank /General)

Petty Cash Book/Cash Book /Bank Book/Journal Book

Bank statement/Bank Reconciliation Statement/Trial Balance

Asset Register.

Annual Financial Statements including profit and loss account, balance sheet,
cash flow statement.

Responsibility of each employee in Finance Division / Finance Units

Maintain up-to-date accounting records to generate prescribed financial

statements for presentation to audit /BOD /Share holders.

Coordination with internal auditor / statutory auditors/ government auditor

Deposition of statutory dues including excise income tax, service tax with the
designated authorities in a timely manner.

Prepare annual returns of income tax, service tax and VAT.

Time required for performing the official duties:

Normally, personnels posted in finance division are expected to observe the
prescribed time of duty, i.e. 9.30 a.m. to 6 p.m. everyday with weekly off of
Saturdays and Sundays or as per timing of unit where posted outside head office.
Chief Manager (F) looks after the taxation following staff are posted in Taxation
Division.

Manager-

One

Deputy Mgr-

One

Asstt.Mgr.-II

One

PS

One

Jr. Asstt.-

One

78

ORGANIZATION CHART OF THE INFORMATION TECHNOLOGY

DIVISION
Information Technology Division Manual
The Computerization process in Delhi Tourism was initiated in the early 90s by
setting up a small computer room with the help of one contractual official taken
through NIC. Further, internal officials were trained to further strengthen the
computerization process. At the first instance the software for salary disbursement
was implemented.
Concrete process for computerization in the corporation was initiated in the year
1992 with setting up of an Electronic Data Processing (EDP) Cell by recruiting
manpower in the following categories;

Computer Programmer

System Analyst

Computer Operator

Data Entry Operator

During this period, focus was to get data from different divisions and process the
same in Electronic format by data entry and provide desired results to the end user,
thus naming the cell as EDP cell. Training was imparted to various sections of staff
such as stenos and accountant. Things were never the same again and journey on
information Technology has actually begun during this period.
The software for Salary was redeveloped by the EDP CELL and various new
additions such as Provident Fund Trust, Pay commission processing as per 6th Pay
Commission were added making it a comprehensive salary software.
There was no looking back as almost all divisions of the Corporation were studied
and process for systems study and software development was initiated for creation
of an automated management information system thereby leading to a better
decision support system.
Gradually the small computer cell have grown up as EDPCELL and now matured
with in the new era as Information Technology Division, becoming integral part of
all activities of the Corporation.
Some of the activities taken up since that period and implemented are as under;

Website of the Corporation

Liquor Inventory Management System

79

Financial Accounting System

Payroll System

PF Trust computerization

Project Management System-Engineering Division

Taxation System

Airline Reservation System

Foreign Exchange Services software

Ticketing at Dilli Haat and Garden of Five Senses

E-Newsletter for Corporation

Tourist reservation system with e-commerce facility for DTTDC packages

Space Booking System for Dilli Haats at INA and Pitam Pura and Garden of
Five Senses

OTHER PROJECTS OF DELHI GOVERNMENT UNDER

IMPLEMENTATION AND FUTURE PROJECTS

Delhi State Spatial Data Infrastructure (DSSDI) Project with IT Department,

GNCTD and Survey of India

E-Tendering System with Delhi Government for Head office (completed for
Engineering Division)

Virtual walk though/ Panoramas for Website and independent monuments

Barcode Based Liquor Inventory Management System with Excise

Department, GNCTD

PROPOSED

File Management System

Artisan Management System for Dilli Haat

HRD Management System

Transport Management System

Stock Management System

ERP Management System

ERP System

80

Locations where computer are installed in the Corporation

Head Office

Laxmi Nagar

Tourism-CRO

Travel N-Block

Dilli Haat INA

Dilli Haat Pitam Pura

Legal Division

Garden of Five Senses

Engineering Division

DITTM

Transport Division

ACTIVITIES FOR THE IT DIVISION AT HEAD OFFICE

1.

Identification and Initial System Study for designing of new computerized

systems.

2.

Processing of tenders for technical evaluation

3.

Coordination between various vendors for procurements, maintenance of the

Website, Hardware and Software.

4.

Coordination with various Government Departments

5.

Preparation of presentations

6.

Processing of Files

7.

Training In house

8.

Maintenance / Updation of existing Softwares

9.

Hardware and Software Management for Head office and various divisions of
the Corporation.

EDP CELL Head Office

A Brief write-up on present software systems
Computerization and maintenance of systems in the Corporation for all Divisions
for the following projects, which includes data base and software management:

81

1.

Inventory Management for Liquor Division

A new Inventory Management software is got developed from M/s TBL Ltd.
and implemented at Liquor Division, Laxmi Nagar and Head Office, Defence
Colony. The software is developed in VB.Net with SQL Database. It covers
areas from weekly shops reconciliation, ordering process, payment thereof
and various MIS reports.
The system is developed for the Liquor Division i.e., IMFL and Country
Liquor Division. The same is being utilized presently b y the IMFL division at
Laxmi Nagar for ordering and at Head Office for payment purpose. The same
is to be implemented in the Country Liquor Division where the ordering
process is handled partially by the Excise Department. M/s TBL Ltd. is being
called for finalizing the issue of AMC as the warranty period is already over.

Financial Accounting System

Presently the accounts of the Corporation are computerized through Tally
Software. The Corporation awarded the work for development of new
software to M/s TBL Ltd., who was not able to complete the task. Enterprise
partners of Tally are called for customized solution on present software.

Salary System and CPF Trust System

The salary system is handled through Payman Software. The main function
includes implementation of changes in the employees profile from financial
and personnel angles. The system is proposed to upgrade as a HRD system, for
which work is underway.

4.

Travel Bureau System

Travel ease software is implemented in Travel Division at N-Block office.
The software handles the front office operations such as sale of tickets and
IATA based reports.

5.

FOREX Bureau System

Forex ease software is implemented in Foreign Exchange Division at NBlock office. The software handles the front office operations such as sale of
currency and RBI based reports.

6.

Ticketing System at Dilli Haat and Garden of Five Senses

Ticketing software was developed to handle sale of tickets at these two
projects. The system is being reviewed as required support is not being
provided by the developer.

82

7.

Project Management System Engineering Division

The Engineering Division purchased project Management System
Primavera. The same is being implemented by the Engineering Division. It
enables the project management at the project level with a possible
consolidation effect at the Corporate level.

On-Going Projects (Under CFA by Ministry of Tourism, Govt. of India)

1.

Multilingual website of the Corporation (CFA)

The Corporations first website was launched in the year 2000, which provides
static information on the activities and facilities of the Corporation. In this
new era, a new multilingual website in English, Japanese, German and
Spanish language is being developed, work for which is awarded to M/s
Cincom Ltd. The website is designed and submitted to National Informatics
Centre, Delhi for security audit. As informed by NIC the e-commerce facility
is to be incorporated through a banker. The Corporation is tying up with
ICICI for the purpose. Besides it is noticed that content in other languages is
not completed, which M/s Cincom is advised to completed at the earliest so
that the site is launched. Total cost of the project is Rs.9.87 lakhs with AMC
@Rs.4.00 lakhs/year for a period of 3 years.

2.

Reservation System (CFA)

M/s SARK Ltd. developed a web-based system for Package Tour reservation
system. This sytem is proposed to be made available at the Sugam Kendras
at MCD offices in Delhi (134 nos.) This system provides facility for on-line
booking for package tours offered by the Corporation. Required training was
provided at the Central Reservation System on which a few changes are
suggested by the Tourism Division. Total cost of the project is Rs.2.25
lakhs/year for a minimum period of 2 years.
The newly developed website of the Corporation also has the Tourism
Reservation system with e-commerce facility. This would be used by our
officials as well as General Public for making booking on-line.

3.

Handy Audio Reach Kit (HARK) (CFA)

It is proposed to install HARK at Jantar Mantar. The HARK provides facility
to the tourist to know about the monument before which he/she is standing,
by keeping a small receiver in hand. The transmitters would be installed at
monuments strategic locations. The total cost of the project is Rs.3.25 lakhs.
The project once installed may be handled by the staff of ASI at Jantar Mantar.

83

4.

Help Line / Call Centre (CFA)

It is proposed to set up single telephone line based help line / call centre for
helping the tourist. A CFA of Rs.28.50 lakhs was sanctioned by Ministry of
Tourism, Government of India. As informed by IT Department, GNCTD, a
company is selected by Delhi Govt. for setting up of one number based Call
Centre. They are expected to visit the Corporation as per schedule provided
by Govt.of Delhi.
They may further be advised to provide a new number to the Corporation for
Tourism in Delhi on the same lines as Delhi Government.
The Corporation may take two seats initially for a period of 12 hours locally.
The time duration and reach may further be extended to India and the World
in future.

5.

Networking for Internet facility at HO, Tourism and Liquor Division (CFA)
A broadband internet facility is installed at Head Office, Tourism Central
Reservation office, Connaught Place and Liquor Division, Laxmi Nagar. The
same is proposed to be upgraded to better connectivity based leased lines in
near future.

6.

HRD System for Personnel Division

It is proposed to implement HRD based system in the Corporation.. Presently
C-DAC (A scientific society under Ministry of IT, GOI) is called for a detailed
presentation. It is proposed to computerize the entire Personnel Division
through new software including the functions such as personnel record files,
leave records, training, vigilance etc.

STATUS OF COMPUTERIZATION
S. N.

Activities under Computerization

Web Site with information on Delhi

Salary & CPF Trust system

Liquor Inventory Management System

Financial Accounting System

International and Domestic Air Ticketing

Money Changing System

Taxation System

84

1.

Ticketing System Dilli Haat

Ticketing System Garden of Five Senses

10

Transport Management System

11

Assets Management System

12

First information based CD on Tourism in Delhi

13

First Virtual Walkthrough based CD on Jantar Mantar Monument

S. N.

Services offered to citizens

Web Site

CD Rom on Delhi

Touch Screen Kiosk

Reservation System (Amadeaus, Galelio &IA)

Airline/Hotel/Car Rentals

FOREX Services

S. N.

More Services identified for computerization

Website with multilingual contents & e-commerce

Virtual Walkthrough based CD on monuments

File Management System

Reservation of tours through Citizen Service

Bureaus at the office of MCD, DTC, Employment
Exchanges etc. in Delhi

HRD Management System

Call Center /Help Line

Inventory Management for Liquor Division

The Corporation shifted to computerized Inventory Management System nearly 9

years back. The software was got developed from M/s Magic Software in Dbase
/Clipper based platform. The system was aimed at automating the process at
Liquor Division at Liquor Division and payments thereof at Head office with data

85

transfer facility to the Excise Department, GNCTD. As the database capabilities

were limited a need was felt to upgrade to a better platform keeping in view the
growing needs in the organization. At that time the software could only be
implemented at Liquor Division for ordering purposes only.
A new Inventory Management software is got developed from M/s TBL Ltd. and
implemented at Liquor Division, Laxmi Nagar and Head office, Defence Colony.
The software is developed in VB.Net with SQL Database. The software was
implemented and made operational in September 2004. It covers areas from weekly
shops reconciliation, ordering process, payment thereof and various MIS reports.
In the process, the weekly reconciliation statements (receipts and sales) received
from the vends are fed in the computer system. The system then based on the
formula devised calculates the next weeks ordering pattern. The options for
festivals /events anticipating more/ less sales are also advised in the system in the
process. The output of the ordering process once approved by the management is
transferred to the Excise Department, GNCTD for Transport Permits issuance to the
suppliers. Same data is now being forwarded to the Head office where next part of
the system is made functional for payment purpose. The system provides various
analytical reports besides record keeping reports as required and devised in the
process. Since the system is designed in one of the latest platforms the security
issues and better facilities are being provided by the new system. This has resulted
in better utilization of resources and creation of superior decision support system
for a much better Management Information System.
The system is developed for the Liquor Division i.e., IMFL and Country Liquor
Divisions. The same is being utilized presently by the IMFL division at Laxmi
Nagar for ordering and at Head office for payment purposes. The same is to be
implemented at the Country Liquor Division where the ordering process is handled
partially by the Excise Department. Presently matter is being discussed with
M/s TBL Ltd. for finalizing the issue of AMC as the warranty period is already over.
OPERATIONAL DIVISIONS
ORGANIZATIONAL CHART OF TOURISM DIVISION
SENIOR CHIEF MANAGER
Manager

Dy. Manager
Asst. Manager
AG-I
Office Asstt.

86

FUNCTIONS OF TOURISM DIVISION:

Following are the different Units (Information Counters) of Tourism Division:

Central Reservation Office

N-Block

Dilli Haat INA

Domestic Airport Terminal I

Nizamuddin Railway Station

I-Centre

Govt.of India Tourist office (GTO)

New Delhi Metro Station (Ajmeri Gate Side)

Shivaji Stadium Metro Station

Kolkatta

Chennai

The officials posted at the above mentioned Units impart the Tourist Information
Distribute free Literature and book the Package Tours operated by the Tourism
Division. Special Bookings as regards to Car and Coach Rental, Hotel Reservation
within and Outside Delhi (Empanelled Hotels).
RECORD BEING MAINTAINED AT DIVISION LEVEL / UNIT LEVEL
ADMINISTRATIVE AND FINANCIAL RECORDS.
Administrative Records:

Attendance Register

Movement Register

Regular Tours Register separately for Local Sight Seeing, Agra Same Day,
Golden Triangle Tour, Haridwar Rishikesh Tour, LTC Package Tours,
Special Booking Register, Credit Card Bookings & Records of Booking
through IRCTC & Online booking.

Record of Participation in National & International Events in the Calendar

Year and the Expenditure incurred.

Files pertaining to the payment of Electricity, Telephone, Internet, Fax, Pest

Control & Portable Drinking Water, Space and security

87

Any other miscellaneous files / Records as required

Files related to Each Information Counter.

FINANCIAL RECORDS

Cash Memo Booklet on which the manual booking of the Package Tours are
done

Cash Abstract booklet for reconciliation of Monthly Sales

Receipt Booklet for Cheque/Demand Draft

Bank Deposition Statement

Petty Cash Book

Monthly Sale Records of all Information Counters

Profit /Loss Statement of Package Tours

Files pertaining to monthly imprest for day to day maintenance of Information

counters

Files pertai9ning to Imprest for Regular & LTC Package Tours

Files pertaining to the expenditure incurred on the publicity of the Package

Tours and on printing of the Regular and LTC Package Tour Brochures

Maintaining the Sale Register

Records pertaining to the Bookings done by the officials posted in Kolkatta

and Chennai Office.

RESPONSIBILITIES OF EACH EMPLOYEE AT DIVISION / UNIT LEVEL

Maintaining the Sale Register

Coordination with Transport Division and with officials posted on

Information Counter

Deposition of Sales proceeds with the Cashier

Imparting the Information to the Tourists to his/her satisfaction

Escorting the Tour within and outside Delhi

To set up the Exhibition and manning the booth in the events organized by the
Corporation and in National and International Events in which the Tourism
Division particulars

88

To safeguard the furniture / fixtures / documents available in the unit.

Any other job assigned to the officials.

TIME REQUIRED TO PERFORM A SPECIFIC JOB

Normally the officials who are posted at the Information Counters Work in shift
duties which are ass under:Morning shift

(7 AM to 2 PM)

General shift

(10 AM to 5 PM)

Afternoon shift

(2 PM to 9 PM ) with one weekly off

For specific jobs depends upon the Nature of Job

ORGANIZATIONAL CHART OF THE ADVENTURE TOURISM DIVISION

Sr. Chief Manager (Adventure)

Manager (Water Sports)

Manager (Adventure Marketing)

Assistant Manager (Water Sports)

Sr. Rock Climbing Instructor

Sr. Para Sailing Instructor

Sr.Marketing Assitant (Adventure)

Life Guard (Water Sports)

Motor Boat Operator

Office Assistant

Functions of Division:
A)

Water Sports
The Corporation is having seven functional water sports units. These units are
headed by Assistant Manger (Water Sports). The water sport facilities are
being sold to general public. The main facilities available are Pedal Boats,
Motorized Shikara and Water Ball. Training in Kayaking & Canoeing is also
provided.

89

B)

Adventure Division
To prepare and market custom made tours. To organize trekking and
mountaineering expeditions. To organize special tours for school children.
Number of Employees Designation-wise:-

4.

5.

6.

Sr. Chief Manager (Adventure)

Manager (Adventure)

Assistant Manager (Water Sports)

Sr. Rock Climbing Instructor

Sr. Para Sailing Instructor

Sr. Marketing Assitant (Adventure)

Life Guard (Water Sports)

Sr. Motor Boat Operator

Office Assitant

Total

24

Records being maintained at Division Level / Unit Level:

Attendance Register

File Register

Unit Inspection Register

Files related to each unit

Imprest File

File of electricity bill

Financial Records:

A cash book is being maintained at every unit to record the daily sales.

Imprest register is also being maintained at unit level.

Responsibilities of each employee at Division/Unit Level:

To maintain the required files

To sell the tickets for boating activities and collect the cash

90

7.

To deposit the cash at HQ

To maintain sale register

To keep the water sports equipment in running condition.

To help customers board/de-board boats

To keep an eye on every boat to avoid any mishap

To improve the water sport activities at lakes with Private participation

To procure new water sports equipments

To procure new water sports equipments

To provide training in the Field of Kayaking and Canoeing

To organize different activities to promote Adventure/Water Sports

To participate in state/national level adventure water sports

competitions.

Time required for performing a specific job:

Within the timing of the units timings

Normal office hours of the unit

For specific jobs depends upon the nature of job.

ORGANIZATIONAL CHART OF TRANSPORT DIVISION

CHIEF MANAGER (TRANSPORT)
MANAGER (TRANSPORT)
Asst. Manager (Accts.)

AG-I (General)

Data Entry Operator

Salesman/Jr. Asst./TCA/Off. Asst./Security Guard/Cleaner/Drivers/ Sweeper/

Contractual Staff (Gardener/Sweeper)
At the outset the Transport Division of the Corporation has been entrusted with the
following functions:1.

Maintenance of all vehicles.

2.

Purchase of new vehicles and disposal of old vehicles.

3.

Deployment of commercial vehicles.

91

4.

Deployment of staff vehicles.

5.

Empanelment of Transport Vehicles (including tendering process).

6.

Sale of tourism car rental etc. (Independent booking).

7.

Liaison with Govt. Departments for procurement of business.

8.

Follow up of payment and rising of bills.

9.

Maintenance of History Registers, Log books, Salvage Register, tax register,

POI Register and stock Registers etc.

10. Finalization of tenders and contracts.

11. Transportation tariff fixation.
12. Handling of International and National Conferences.

REVENUE SOURCES:
In addition to the DTTDC fleet owned by the corporation, Delhi Tourism has also
panel of transporter for different types of vehicles from whom we hired the vehicles
as and when required. The details are as under:For AC and Non AC Coaches (Valid upto 31.3.2013) 15%
1.

M/s Sehgal Transport Service

2.

M/s Bakshi Transport Co.

3.

M/s Highway Travels

4.

M/s The Times Travels

5.

M/s Vivek Travels

For AC Tourists Cabs for Airport (Valid upto 31.3.2013) 36%

1.

M/s B.S. Travels

2.

M/s Bridge the World Tour & Travels

3.

M/s Jai Mohan Transport Services

4.

M/s Taj India Tours

5.

M/s Indira India Taxi Service

92

Empanelled Workshops are as under:S.No.

Name of Workshop

Nature of Job/Repair

1.

Tara Dutt Automobiles

301/5 Sukhdev Market
(Opp Defence colony)
Kotla Mubarakpur
New delhi-110003

CNG Vehicles

2.

Raju Automobiles
808 22-23 Sukhdev Market,
Kotla Mubarakpur
New Delhi-110003

CNG/Mechanical Repair
(Small Vehicle)

M/s. Gurdeep Singh

91 DDA Market Apna Bazar
Nehru Nagar,
New Delhi

Radiator Repair
(Small Vehicle)

4.

M/s B.Motors
10 DDA Market Apna Bazar
Nehru Nagar
New Delhi

Mechanical/Denting and
Painting (Small Vehicle)

M/s B.Motors
37 DDA Market Apna Bazar
Nehru Nagar
New Delhi-110065

Electrical Repair
(small vehicle)

M/s H.S.Automobiles
63, Mohan Singh Market
(Behind Super Bazar)
INA New Delhi -110023

Mechanical Repair
(Small vehicle /Coaches)

M/s Air Conditioner Enterprises

Back Side-9, Tyag Raj Nagar Market
(Prem Nagar)
New Delhi - 11003

Air-conditioned repair
(Small Vehicle)

M/s Narender Singh

M/s B.Motors
33 DDA Market Apna Bazar
Nehru Nagar
New Delhi

Denting & Painting

(Small Vehicle)

93

Motors
M/s B.Motors
77 DDA Market Apna Bazar
Nehru Nagar
New Delhi

Upholstery Work
(Small Vehicle)

10

German Diesel Service

Shop No.C-64, Transport Centre
Near Police Station,
Timarpur.
Delhi - 110054

Diesel Pump
(For coaches)

11

M/s S.S.Body Builders

D-4. New Truck Parking
Transport Centre
Timarpur,
Delhi - 110054

Fabrication /
Mechanical Repair
(For coaches)

12

M/s Indersons Motors Pvt.Ltd

B-11/98. Mohan Cooperative
Industrial Estate,
Near Badarpur
New Delhi

For coaches/All works

13

M/s Sidwal Refrigeration

Industries Pvt.Ltd
Transport Centre,
Majnu Ka Tila
Timarpur, New Delhi

14

M/s Sita Ram Automobiles

Transport Centre,
Majnu Ka Tila
Timarpur, New Delhi

For coaches

15

M/s Satkar Motors

C-4 Transport Centre,
Majnu Ka Tila
Timarpur, New Delhi

Mechanical Repairs
For coaches

16

M/s Ralhan Body Builder

D-12, Transport Centre,
Majnu Ka Tila
Timarpur, New Delhi

For coaches

94

17

M/s Alisha Glass Fitting

Shop No.D-34 Transport Centre,
Majnu Ka Tila Timarpur,
New Delhi

For coaches

18

M/s R.S.Auto Engineers

31, Jamrudpur Auto Complex
Greater Kailash-I
New Delhi - 110048

For Diesel coaches /Cars

19

M/s Durga Motors (Regd)

Shop No.C-33,
34 Transport Centre,
Majnu Ka Tila
Timarpur, New Delhi

For coaches

20

M/s Babulal & Sons

Garage No.K-10,
Sujan Singh Park,
New Delhi - 11003

For Cars

21

M/s Bombay Wheels

T-807/8, KH.No.301, GF
Sukhdev Market, Kotla Mubarakpur
New Delhi - 11003

For Tyres

22

M/s Sai Tyre House

252-E, Sant Nagar,
East of Kailash
New Delhi

For Tyres

23

M/s Goel Motor Works

3978, Ajmeri Gate
Delhi - 110006

For Tyres

24

M/s Battery House

26,Mohan Singh Market,
INA Market
New Delhi-110023

For Battery

25

M/s Sunder Battery

108, Ring Road Market
Sarojini Nagar
New Delhi - 110023

For Battery

95

26

M/s Nice Auto Elec. Works

S-27, Pratap Market,
Jangpura-B
New Delhi - 110014

Forbattery/Elect. Works

27

M/s Amrit Battery Junction

S-28, Pratap Market,
Jangpura-B
New Delhi - 110014

Forbattery/Elect. Works

28

All authorized workshops

of the manufacture

IMPREST
An imprest of Rs.2.00 lakhs is sanctioned to Transport Division for day to day
expenditure on following heads:1.

Petrol /diesel for outstation tours

2.

CNG for staff vehicles/coaches

3.

Minor repair and maintenance

4.

Printing and office stationery

5.

Payment of inter state taxis during outstation tour

6.

TA/DA to the drivers/cleaners for outstation tour

7.

Wages to contractual sweeper and Gardener

DETAILS OF VEHICLE HIRE ON MONTHLY BASIS FOR OFFICIAL USE OF

DTTDC OFFICIALS
Sixteen Ac Cars as staff vehicles are being hired on monthly basis through
empanelled transporter m/s Laxmi Tours & Travels @ Rs.27200 per vehicle for 2500
kms /250 hours / 25 days in a month for the following officers/ projects:
1.

Chief Managar (Catering & GAD)

2.

Chief Manager (DH-INA) and Co.Secy

3.

Sr.Chief Manager (Tourism)

4.

Sr.Chief Manager (Adv. & Events)

5.

Chief Manager (Liquor)

96

6.

Chief Manager (Finance)-6 vehicles

7.

Chief Manager (Personnel & Legal)

8.

Manager (PR & Pub )

9.

Manager (DH INA Project)

10. Manager (Liquor)

11. General Pool (Liquor Division)
Economy in both planned and Non-Planned expenditure
Transport Division is strictly enforcing all guidelines issued by the government of
NCT of Delhi from time to time regarding Economy in both planned and NonPlanned expenditure Like ceiling drawl of petrol / diesel @200 liters per vehicle
per month is being enforced on the staff vehicles of the Corporation despite the fact
that the Corporation is commercial organization. The Corporation being a
commercial organization the BOD approved 300 liters petrol per moth to Chairman
and MD & CEO only. Only enhancements allowed to a maximum of 50 liters per
month in exceptional and on commercial consideration to other officers of the
Corporation approved by the General Manager.. For CNG vehicle 120 kg. CNG &
20 liter petrol per vehicle per month is being enforced on the staff vehicles other
than CMD, GM & FC. Only enhancement is allowed to a maximum of 25 Kg.CNG
per month in exceptional and commercial consideration to oth4er officers of the
Corporation approved by the General Manager.
REPLACEMENT AGE OF FLEET
DLY Permits (TATA Indica/Indigo)

After 5 years operation

DLZ Permits (Swift Dzire)

After 5 years operation

DLY Permits (Innova/Tavera)

After 5 years Operation

Coaches Diesel Version

After 7 years operation

Coaches CNG Version

After 10 years operation

Staff Car

After 6 & 12 years operation /

1.5 lakh km.

Whichever occur later

VEHICLE MAINTENANCE SCHEDULE

Time/Kms covered by the vehicle regarding change of oil/servicing/major
repair:1.

Servicing
cab/Staff car

5000 kms. Covered for Tourist

7500 kms. Covered for coaches

97

2.

Engine Overhauling
cab/staff car

1 to1.5 lakh kms. For Tourist

1.5 to 2.00 lakh kms for coaches

3.

Denting/Painting

Condition of the vehicle/

At the time of fitness
(To get the fitness renewal
certificate from
Transport Department GNCTD)

RECORDS S BEING MAINTAINED AT DIVISION LEVEL

ADMINISTRATIVE RECORD:1.

Attendance Register

2.

Files pertaining to the payment of telephone, Fax, Pest Control & drinking
water

3.

Files pertaining to various Government departments

4.

Files pertaining to tender for various sectors/tours

FINANCIAL RECORDS:
1

Daily Fleet Utilization Statement along with Hired vehicles

History Register of each vehicle

POL Register Vehicles wise

Inter State Tax Register vehicle wise

Stock Register

Salvage Register

Log Book of each vehicle

In and out shedding register for vehicles

Party ledger

10

Cash Abstract booklet

11

Imprest booklet

12

File pertaining to Imprest/Ex-post Facto approval.

13

File pertaining to Major repair of each vehicle.

98

RESPONSBILITIES OF EACH EMPLOYEE AT DIVISION

-

Maintaining the vehicle & Log Book of the Vehicle.

Maintaining the advance Booking Register.

Maintaining the IN & Out Register.

Maintaining the OTA Register.

Co-ordination with Drivers & Cleaners regarding deployment of the duties.

Imparting the information to the Govt. Officers/Tourists to his/her

satisfaction.

Maintaining the imprest, POL, Cash Abstract Booklet, Party ledger, History
Register, stock Register, Inter state Tax Register, Salvage Register. To safe
guard the DTTDC assests available in the unit. Any other job assigned to the
officials.

TIME REQUIRED PERFORMING A SPECIFIC JOB

-

Normally the officials who are posted at the Transport counter work in shift
duties which are as under:-

Morning Shift (7 Am to 2 Pm)

Afternoon Shift (2 Pm to 10 Pm)

Night Shift (9 Pm to 6 Pm)

General Shift (9.30 Am to 6 Pm)

- Drivers & Cleaners duties depend upon the Nature of requirements.

ORGANIZATION CHART OF THE TRAVEL DIVISION

Sr. CHIEF MANAGER (TRAVEL)

|
--------------------------------Manager------------------------------Manager

Dy. Manager

Trainee

99

AM A/cs (Two)

FUNCTIONS OF DIVISION
The Travel Division was started in 1996 to provide the International and Domestic
Ticketing and also the money exchange facility to the Traveler.

The RBI License to the Corporation as (FFMC) Full-Fledged Money Changer

was issued in the year 1997.

The official banker for the purpose of Bank of Punjab Ltd. which was now
merged into HDFC Bank.

As per the guidelines the division needs to submit the reports of the transaction to
RBI by the 10th of the following month on the basis of which RBI can conduct the
inspection of the premises. As per policy of RBI the license is renewed on yearly
basis. The said license is valid upto 3/4/2015.
The division is authorized to the do the sale/purchase of foreign exchange as per
the guidelines of reserve Bank of India with two types of clients. One is Walk-in and
other one is corporate client.
Full-Fledged Money Changers may freely purchase foreign currency notes, coins
and travelers cheques from residents as well as non-residents. The Forex division
issues certificate of encashment in cases of purchases of foreign currency notes,
coins and travelers cheques. These certificate bearing authorized signatures are
being issued on Encashment Certificate containing the address of the Corporation
and proper record is also being maintained. FFMCs can purchase from other
FFMCs and Ads (Banks) any foreign currency notes, coins and encashed travelers
cheques tendered in the normal course of business. Rupee equivalent of the amount
of foreign exchange purchased has to be paid only by way of crossed account payee
cheque/Demand draft/Bankers cheque/Pay order.
FFMCs may sell foreign exchange up to the prescribed ceiling (currently US $
10,000), out of which USD 3000 can be given in cash and rest has to be in traveler
cheques from, specified in Schedule III to the Foreign Exchange Management
(Current Account Transaction) Rules. 2000 during a financial year to person
resident in India for undertaking one or more private visits to any country (except
Nepal and Bhutan). Exchange for such private visits will be available on a selfdeclaration basis to the traveler regarding the amount of foreign exchange availed
during a financial year.
AMCs may sell foreign exchange to persons resident in India for undertaking
business travel or for attending a conference or specialized training or for
maintenance expenses of a patient going abroad for medical treatment or check up
abroad or for accompanying as attendant to a patient going abroad for medical

100

treatment/ check-up to the limits (currently US $ 25,000 per visit) specified in

Schedule III to FEMA (Current Account Transactions) Rules, 2000.
FFMCs may accept payment in cash up to Rs, 50,000/- (Rupees fifty thousand only)
against sale of foreign exchange for travel abroad (for private visit or for any other
purpose). Wherever the sale of foreign exchange exceeds the amount equivalent to
Rs. 50,000/- the payment must be received only by a crossed cheque drawn on the
applicants bank account or crossed cheques drawn on the bank account of the
firm/ company sponsoring the visit of the applicant or Bankers cheque/ Pay
Order/ Demand Draft for this purpose.
Through its Bankers HDFC the Division is also dealing in Western Union Money
Transfer on commission basis. The Commissions defers from Country to Country
and it is decided on slots. The division was also issuing Travelers cheques from
American Express till 31/12/2008. The facility of issuance of American Express
Travelers cheques is not available with DTTDC :td. The accounting package of the
Forex is through Satnam Compute whose annual fee is Rs. 6618/-. The notifications
issued by RBI are provided by Shakun & Company on the annual fee of Rs. 1260/-.
TRAVEL DIVISION
The division got its IATA license in January 1998. The IATA license is mandatory
requirement for any travel agency to function world over as it acts as a regulatory
body.
Prior to 2003, the division was making payments to the respective airlines after
deducting the necessary commission on the tickets issued by the division.
Post 2003 as per the guidelines from IATA all payments as well as issuance of
tickets is being handled through its BSP (billing settlement plan). There is no extra
fee for the same. The payments are settled with the BSP for international ticket on
the 15th and 31st of the month. Domestic payment are settled on the 10th and 25th
of the month. The computerized statements generate through IATA.
Since November 2008, the system of charging Handling charges was introduced
which is as follows:International

Domestic

Economic

Rs.2500/-

Rs.500/-

Business

Rs.5000

Rs.1000/-

Ist Class

Rs,10,000

101

However, no service charge is being charged on LTC tickets by the division.

If the division procures visa through M/s Delhi Visa & Consultancy Services
then the division pays Rs.150/- as service charges to that company and retains
Rs.50/- as handling charges.

International Airlines like Air India, Kingfisher Airlines, Jet Airways, THAI
Airways, China Eastern Airways and China Airlines give 3% commission.

Domestic Airlines for which Travel Division does the ticketing like Indian
Airlines, Air India, Jet Airways, Kingfisher Airlines and Jetlite give 3%
commission.

On Visa fee handling charges is Rs.50/-

Overseas Mediclaim is through SMS Travelers which give 20% commission.

Rs.150/- is being charged as commission by the division.

Amadeus system is being used for ticketing as well as accounting package.

?
As per the requirement of the customer, the rate and availabiality of the ticket

is seen on the Amadeus system installed with Travel division.

?
Once the itinerary is finalized, the ticket is issued through the Amadeus

system.
?
The invoice is also generated through the accounting package/power office of

IATA BSP
?
In case of Cancellation/Reissuance of tickets the credit note is also being

generated through Power Office.

-

The airlines for which the travel division is not equipped with the ticket
quota those tickets are booked through approved agency.

The division is the member of Travel Agency Association of India and

Travel Agency Federation of India.

Similarly the division is also booking hotel accommodation for

international travelers on commission basis.

The division monthly recurring expenditure is Rs.1,00,000/- besides the

salary expenditure of Rs.2.75 lakhs.

102

Staffing Pattern
-

Manager Travels Mr.Rajesh Juneja

Deputy Manager (Forex) Mr.Ashish Sharma

Assistant Manager (Accounts) Mr.Naam Kishore

Future Prospects of the Division

Empanelment with Ministry of Finance, Expenditure Department on the lines of
Balmer Lawrie and Ashok Tours and Travel.
Opening of Ticketing Extension counters at Delhi Jal Board, Delhi Secretariat,
Education Department and the metro station at Shivaji Stadium along with the
Tourism Division, so that all facilities are provided under one roof.
Opening up of Forex counters at Dilli Haat and I-Centre alongwith Western Union
Money Transfer Services.

ORGANIZATIONAL CHART OF EVENTS DIVISION

SENIOR CHIEF MANAGER

|
PS
------------------------------------|

Manager

Dy. Manager

------------------|--------------------Asst. Manager
|
AG-I
|
Office Asstt

103

ACTIVITIES OF EVENTS DIVISION

1.

Planning of Events

2.

Execution of events

3.

Seeking permission from civil agencies for events

4.

seeking grant from GNCTD under plan funds / Ministry of Tourism, GOI

5.

Seeking confirmation of international participation

6.

Seeking financial assistance from PSU

7.

Coordination with different Government departments/ State Tourism Corp

8.

Analysis of events and proposal for improvement of events

9.

Providing inputs for printing of souvenir

10. Preparation and submission of Utilization certificates for events organized

under Plan funds/CFA

REGULAR EVENTRS ORGANISED BY DTTDC Events Division

1

Mango Festival

International Magic Festival

International Kite Festival

Itra Festival

Sharad Utsav

Basant Utsav

Adventure Festival

Garden Tourism Festival

DTTDC also provides financial assistance to various exhibitors/events / festivals

for promotion of tourism in Delhi.

DTTDC also acts as co-sponsor in some events by way of provision of venue /

technical support / advertisement space in street furniture etc.

104

ORGANIZATIONAL CHART OF CATERING DIVISION

SENIOR CHIEF MANAGER

|
------------------------------------|

Asstt Manager (Acctt)

Asstt Manager (Acctt)

---------------------------------------------------|
AG-I
Store Keeper / Bill Clerk /Sr. Cook/Masalchi
|
Office Asstt

FUNCTIONS OF CATERING DIVISION

Following are the different Units of the Catering Division:Connaught Place Coffee Home
Vidhan Sabha Canteen
Corporate office of Catering Division
Outdoor catering Cell
Connaught Place Coffee Home and Vidhan Sabhsa Canteen are being run by the
Corporation independently and the staff posted at both the Units are managing and
preparing the eatable items. The duties of the Corporate office to keep the records
of catering division. The outdoor catering cells duties are to make arrangements for
outdoor catering booking done from different office of GNCTD.
Apart from this, the following catering units have been outsourced after completing
codal formalities on license fee basis.
1

R.K.Puram Coffee Home

Media Coffee Home

105

Vikas Puri Coffee Home

Shaheed Bhagat Singh Restaurant

The tendering process in respect of Laxmi Nagar Coffee Home is under process. As
regards, IGI Coffee Home, the matter is sub-judice.
Records being maintained at Division / Unit level Administrative & Financial
Records

ADMINSTRATIVE RECORDS
-

Attendance Register

Movement Register

Dispatch Register

File Opening Register

CL Records

Files pertaining to the payments of Electricity, Telephones, Pest Control, space

and security, Fax, Genset, Payment of Share to NDMC, ATM installed at RK
Puram Coffee Home,

Files pertaining to receipt of license fee in respect of units outsoured by the

Corporation on license fee basis.

Any other miscellaneous files/records as reqired

Files related to each units of catering division

Financial records

Cash Memo booklet in case of power failure and non-functioning of cash

register machine

Cash vouchers

Bank vouchers

Journal vouchers

Ledger in tally system

106

Petty cash book in computer

Cash/cheque receipt book

Cash Registrax Machine

Fixed Assets Register

Stock Register

Daily consumption register

Daily MIS register

RESPONSIBILITIES OF EACH EMPLOYEE AT DIVISION/UNIT LEVEL:

Maintenance of the records of their division/unit

Coordination with Unit-Incharge for the smooth operation of Unit

Deposition of sale proceeds on daily basis

To have courteous behaviour with the customers

To be regulated in attendance

To safeguard the belonging of their units

To keep neat and clean restaurant area and provide hygienic food to the
visitors visiting their respective units

Any other job assigned to the officials

Time required performing a specific job

The staff posted at Connaught Place Coffee Home works in shift as under:Morning shift

7 AM to 2 PM

Afternoon shift

12 Noon to 8 PM

General shift

10 AM to 6 PM

The timings of Coffee Home at Connaught Place is from 10 AM to 8 PM

Corporate office timings are 10 AM to 6 PM
Vidhan Sabha Timings are 10 AM to 6 PM

107

DELHI INSTITUTE OF TOURISM & TRAVEL MANAGEMENT (DITTM)

Following courses run by DITTM which is a unit of DTTDC Ltd
1

Basic Course on Airlines Travel Agency and Tour Operation Management

Foreign Language Course

Basic course in Computerized Reservation system (AMADEUS)

IC3 (Internet and Computing Core Certificate)

Post Graduate Diploma in Travel and Tourism Industry Management

Basic Course on Air Travel Fares & Ticketing

ORGANIZATIONAL CHART OF THE PROJECT DIVISION

Sr. Chief Manager (Projects)

---------------------------------|

Manager

Senior Chief Manager (Projects)

Manager (Projects)

PS to Sr. CM (Projects)

Office Assistant

PS

List of projects being handled by the Project Division.

1

Chhawla & Kangan Heri at Najafgarh Drain

Nature Bazaar (Kisaan Haat) at Andheria More

Neighbourhood Cultural Centre below Raja Garden Flyover

Signature Bridge at Wazirabad

World Heritage status for Delhi in association with INTACH

Wayside Amenities at NH-8

108

Sound & Light Show at GTB Memorial

Soft Adventure Park at Sanjay Lake

Cultural Hub at Bhairon Marg Opposite Pragati Maidan

10

Dilli Haat at Janakpuri

Function of Divisions

To prepare DPR, RFP

Pre-Bid meetings, Opening of Bids, Appointment of Transactional Advisors,

Signing of MOU with different departments

Preparation of feasibility reports

To arrange funds for various projects either through CFA or GNCTD

PPP cell has been created in DTTDC to fast track the work on various long
pending projects.

Records being maintained at Divisional level

1

Attendance Register

File Register

Files related to each unit

Responsibilities of each employee at division

To prepare DPR,

To prepare RFP

To prepare Bid documents

To prepare Tender documents both technical & financial

To answer to RTI

Time required for performing a specific job

Normal office hours

For specific jobs depends upon the nature of job

109

Delhi Tourism

www.facebook.com/delhitourism

www.chiranjn.com

(A Government of Delhi Undertaking)

18-A, DDA, SCO Complex, Defence Colony, New Delhi-110024
91-11-24647005, 24698431, 24618026
Website: www.delhitourism.gov.in