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LP/ Miscellaneous Bills

 

The audit sections and the sub offices under PCDA (R&D) are responsible for payments of third party claims forwarded by the labs and establishments pertaining to stores and services.  A compilation of documents that are required to be seen in audit are given below for information and guidance.

 

  1. User demand / justification for procurement (Form MM06 DRDO Purchase Management 2006)
  2. Store Procurement Committee (SPC) approval for procurements exceeding Rs. 1 Lakh
  3. CFA approval for the procurement
  4. Tender Enquiry
  5. Quotation/Bids (in original)
  6. Technical Evaluation Committee minutes
  7. Tender Purchase Committee minutes along with the Comparative Statement of Tenders
  8. Supply order (ink signed) and amendments if any
  9. PAC concurrence in case procurement is made on PAC basis (Form MM07 DRDO Purchase Management 2006)
  10. Invoice in original and copies of challan/inspection note etc.
  11. Bank Guarantee
  12. Certified Receipt Voucher (in duplicate)
  13. Contingent bill
  14. Financial Sanction (in original)
  15. ECS Mandate form for electronic payments

 

In many instances, the bills are returned by the PCDA (R&D) organization to the lasb/establishments concerned on account of shortcomings observed during audit.  This not only delays the payments to the suppliers, it also creates unnecessary paper work both within the PCDA (R&D) and the Labs/Establishments concerned.  To obviate common deficiencies, the following are listed as check points for the guidance of suppliers and the DRDO establishments.

 

Common Deficiencies in Submission of Bills

 

  1. The requisite documents not enclosed
  2. Photocopy of the document(s) is/are attached which are required to be submitted in original
  3. The bill is either unsigned or the signature is not affixed with the official seal.
  4. Amendments in terms & conditions of the Supply order have been made without convening a review TPC
  5. Terms & conditions laid down in the Supply order have not been fulfilled.
  6. LD is not imposed where store is supplied after the stipulated delivery period and no mention for its waiver by the competent authority has been enclosed.
  7. Terms & conditions laid down in the supply order are not in confirmity with the TPC minutes
  8. EPC/SPC approval is not revalidated where the SO is placed after a lapse of 1 year of EPC/SPC approval.
  9. PAC concurrence has not been furnished for procurement on PAC basis.
  10. Integrated Finance concurrence has not been indicated while exercising enhanced financial powers.