Purchase of Equipment/Instrument/ Capital Goods and Materials

All purchases of equipment and materials related to PROJECTS are only for research purposes. The necessary certificate related to Customs Duty / Excise Duty exemption will be signed by the Registrar. The request from the HOD / Director / concerned will be endorsed by one member from the Research Advisory Committee and routed through the Director, CTDT to the Registrar for the issue of Certificate for the purchase of equipment and materials related to projects.

The rules followed by the University, including e-tendering and that framed under Tamilnadu Transparency in tender Act, 1998(TNTT) for tendering, evaluation and acceptance of the tender including possible exemptions under this ACT such as single source of supply, low value purchase, etc. are to be followed for procurement of items, will be applicable to all purchase of equipment and materials for project/consultancy and a fast track process of processing the purchase request shall be followed for which,a standing committee constituted by the Vice-chancellor with Director CTDT as Chairman for project related purchases, shall meet at least twice in month, to look into purchase of non-routine equipments or any other item required for the project as per University norms. Based on the recommendations of this committee and with pre auditing, orders shall be placed within ten working days for indigenous items and within thirty working days for imported items by appropriate authorities.

Outsourcing of fabrication for project related work may be permitted, after the proposal is processed and recommended by a departmental level committee of three members. Based on this recommendation Director CTDT shall approve the outsourcing and the work order shall be placed within seven days by the appropriate authority.

  • Machinery / Instruments Maintenance Contract
  • Machinery/ Instrument Erection and Commissioning
  • Purchase of items listed under head 101 in the finance and account manual, Anna University
  • Maintenance of Stock
Machinery / Instruments Maintenance Contract
The department can enter into a maintenance contract with the firm which supplies the Machinery / Instruments for projects or its authorized dealers after the guarantee period. Expenses for the same can be met from the contingency grants of the projects.
Machinery/ Instrument Erection and Commissioning

For erecting and commissioning of Machinery/ Instruments purchased in a project, funds available under the head contingency can be utilized. Since all the projects are time bound, execution of such work can be entrusted by the HOD/ Director directly, based on the opinion of expert members in civil and electrical engineering on structural and electrical works, to any reputed contractor by calling quotations The HOD / Director will release the work order.

If the value of civil or electrical work is less than Rs. 20,000/- the work can be entrusted by the HOD/ Director to any contractor or executed by purchasing / hiring required materials / Labour.

Purchase of items listed under head 10.1 in the finance and account manual, Anna University

If the funding agency has approved the purchase of items listed under section 101 of Finance and accounts Manual, 1999, (Refrigerator, Television sets, Cameras, Computers, Fax, Photocopier, office equipments, Audio/Video recorders, Musical instruments, Air conditioners and furniture) and mentioned it while releasing the grant, Director CTDT can give the sanction proceedings for the purchase of such items.

Faculty members associated with the projects are permitted to purchase various items such as books, software, components and consumables or subscribe to technical journals/pay membership fee as per University norms through Credit Cards and ask for reimbursement from project/PCF. The maximum permissible limit is 500 USD per purchase. The claims are to be sent to CTDT along with STOCK BOOK REGISTER (SBR) entries and details of customs duty paid, if any. Any customs duty at the existing rate can be reimbursed over and above 500USD separately on production of supporting documents. If they are purchased on single quotation basis justification shall be provided along with the claim for reimbursement.

If the value of civil or electrical work is less than Rs. 20,000/- the work can be entrusted by the HOD/ Director to any contractor or executed by purchasing / hiring required materials / Labour.

Maintenance of Stock

Maintaining the correct account of the stock is as important as the purchase formalities. The procedures outlined in the University Finance and Accounts manual must be adhered to with regard to the maintenance of stock. The information about the assets created through projects shall be furnished to CTDT while submitting the funds utilization certificate, in GFR 19 form (format given in the booklet).