1.      After receiving the Book Grant from the Development Section, Visva-Bharati, the “Sub-Committee for the Systematic Allocation of Library Book Grant” allocates the fund among all the departments/ Bhavanas/ Sadanas/ Centres of Visva-Bharati.

2.      Mode of Allocation or Plan of Utilization of the Books and Journal Grant:

i.         Out of the grant, an amount is proposed to be allocated for a) Print Books and subscription of print journals, being tangible asset b) Purchase and subscription of E-resources (e-Books, e-Journals, e-Archives, Online Databases, Institutional Membership, Software, Cloud storage & services, etc.) including software being Intangible Asset for the VBLN.

ii.        Amount 10% of the Books and Journals Grant is to be allocated utilized (as per UGC standing instruction and practice of Visva-Bharati) for providing stacking facilities including furniture and equipment for print books i.e. and for e-books/e-resources, Software & Hardware (Desktop, Laptop, UPS, Printer, Projector and other ICT related accessories for Central and twelve Sectional Libraries for providing modern library services.

UGC standing instruction is quoted below:

“5.19 Central Library 5.19.1 Under this item it is envisaged that each University should have a wed stacked and comprehensive, automated-digitized Central Library. As such, efforts may be made by the University to not only enrich the Central Library, but also to make it fully computerized. The amount up to 10% of the grant allocated under this item is for providing stacking facilities including furniture, equipment, computerization and automation of the Library.” (Attached herewith, Page 10 of 67)

 

Ref.: Guidelines for general development assistance to Central, State Universities and institutions deemed to be universities during XII plan. http://14.139.60.153/bitstream/123456789/9399/1/Guidelines%20for%20General%20Development%20Assistance%20to%20Central%2C%20State%20Universities%20and%20Institutions%20Deemed%20to%20be%20Universities%20During%20XII%20Plan.pdf

iii.    Break-up of allotted book grant under the probable main headings:

Ø  Departments

Ø  School

Ø  Central Administration

Ø  Upacharya

Ø  Centres

Ø  P. M. Hospital

Ø  In-Charge, Sectional Libraries

Ø  Requisition from Students/ Scholar

Ø  Central Library Reference Section

Ø  E-resources/ Databases, if any

3.      Then, the recommendation of the “Sub-Committee for the Systematic Allocation of Library Book Grant” is to be placed before the competent authority with the following documents and seeking approval for procurement of books.

                    i.            Forwarding letter for approval

                  ii.            Statement of departments/ Bhavanas/ Sadanas/ Centres wise fund allocation, proceedings and recommendations of the “Sub-committee for the Systematic Allocation of Library Book Grant”

                iii.            Letter of fund allocation received from the Development Section, Visva-Bharati

                iv.            Notification of meeting of the Sub-committee for fund allocation

                  v.            Copy of last approval for the same issue for easy/quick processing

                vi.            Other related paper, if any.

4.      After receiving the necessary approval from the competent authority of Visva-Bharati, necessary notification will be issued by the University Librarian/Prof-In will be circulated among all the Principal, Directors, HOD, In-charge of the Library to expedite the Book procurement process. With the notice the allocation table along with the last date of Submission of Book list to the In-charge of the concerned Bhavana Library or directly to the university librarian where there is no Bhavana Library.

5.      Discount rate: All the enlisted Book publishers and suppliers have to offer minimum 20% discount rate (i.e. Visva-Bhaarti Library will accept 20% or more as discount) on printed price for the interest of the Visva-Bharati. However, there will be no discount for Publications by Government and any Institutes.

6.      Book procurement process: Book procurement process includes different steps as mentioned below:

                    i.            Book Selection

                  ii.            Ordering

                iii.            Book receiving with Bill and other relevant documents

                iv.            Physical verification of books

                  v.            Checking of bill and other relevant documents

                vi.            Accessioning of book in the Accession Register of the library and proper stamping in the book

              vii.            Noting of Accession number in the respective bill

            viii.            Signature by the dealing/ technical staff member as “Checked & Verified” by him/her.

                ix.            ‘Checked & Verified’ by the In-Charge of the said Section/ In-Charge of the Sectional Library

                  x.            Finally, submission of bill to the University Librarian through the proper channel.

                xi.            Submission of utilization of the grant

 

i. Book Selection

v  Book Fair: Visva-Bharati Library Network organizes the book fair, if time permits before the utilization of the grant. The merits of the book fair are that the stakeholders i.e. faculty members, research scholars, students, etc. can select the books by physical observation of the content of books. They have the opportunities to have a look of the different current books of the renowned Indian and Foreign renowned publishers. Therefore, with this VBLN may utilize the grant by purchasing more qualitative and effective books. However, Faculty members may recommend books, if these are essential and not available at the stall of the book fair. Therefore, selection of books from the book fair is to preferred. Further, the external Audit Team has appreciated the endeavor and they advised to organize the fair in a suitable time without waiting for grant received. Soon after receiving the grant, process of procurement may be initiated to get more time for procurement of the books.

v If book fair is not possible, then notification will be issued to all HODs, Faculty Members for recommending the list of books based in compliance of the grant allocated and in order of preference and send the list to the concerned HOD, who is supposed to send the departmental list to the respective Bhavana Library (where it is available) or Central Library as the case may be. A Book Requisition Proforma is attached herewith (Annexure – I). After getting the list library will place order in the order of preference of the list.

v  Scholars and Students may submit their requisitions to the Head of the Department to include the same in the recommendation list. Also, Scholars and Students have the provision to submit the book requisition directly to the In-charge of the Bhavana Library or University Librarian through proper channel i.e. Through HOD for UG/PG students and through HOD or Research Supervisor for M.Phil and PH.D scholars to ensure quality and needful library collections. A Book Requisition Proforma is attached herewith (Annexure – II).

v  For books on generic, Text book on Library and Information Science & Tools for book processing, Career related books, Reference books, University Librarian and In-charge of concern Bhavana Library / Sectional Library is authorized to select and procure.

v  As advised by the External Audit Team, Faculty Members are not supposed to recommend name(s) of any book supplier in their list of book requisition/selection.

ii. Ordering

v  Based on the recommendations, copy of order is to be prepared by the concerned library or Acquisition Section of Central Library, as the case may be.

v  According to the allotted fund and the list of priority, In-Charge of the concerned Bhavana Library/ Section of Central Library may issue the order in the prescribed format (Annexure – III).

v  Book Supply Order is to be given only to the enlisted Suppliers of the Visva-Bharati Library only and order will be distributed among the enlisted vendors with an intention to cover the vendor as much as possible based on their service and supply performance. It is preferred to avoid placing order to any particular supplier or any non-listed vendor.

v  Book Supply Order may also be given to the non-enlisted Vendor, if

Ø  Participated in the Book Fair organized by Visva-Bharati Library Network

Ø  Willing to follow the Terms & Conditions as imposed on the enlisted Vendors

Ø  Order may be given for only selected books from stall during the Book Fair

v  Preparation of panel of enlisted Vendors by the Visva-Bharati Library Network:

Ø  Visva-Bharati Library seeking application from the willing Vendors (Book Sellers as well as Book Publishers) along with the Terms and Conditions of Book supply (Annexure – IV) at VBLN. University Librarian may impose any terms and conditions based on grounds reality and for the interest of VBLN which may not include in the present T&C and enlisted vendors are bind to adhere.

Ø  Then the Library selects and prepares the list of enlisted vendors on the basis of the acceptance of Terms & Conditions as laid down by VBLN.

Ø  Period of Enlistment of Book Supply will be for four years and process of renewal will be done every after four year with modified Terms and Conditions.

iii.    Book receiving with Bill(s) and other relevant documents

v  Ordered book should not be received, if

ü  the last date of bill submission is over.

ü  the supplier overruled the Terms & Conditions mentioned in the order form.

ü  there is any lack of documents to be supplemented with the bill.

iv.    Physical verification of books

v  The book will not be processed if the book is in poor condition (appearance, damage in transit); and flick through to check whether a gathering is missing, pages are missing, or pages are blank or printed upside down or second hand.

v  To be confirmed whether ordered book has been supplied by the Vendor.

v  If any dispute found, then the concern vendor is liable to change the book.

v  If any manipulation found on the printed price of the book, then the concern vendor is liable to change the book.

v.      Checking of bill(s) and other relevant documents

v  Only printed price must be considered in the bill, if the printed price is available on the book.

v  The sticker price, hand written price (except printed price) will not be considered in the bill

v  In case of foreign title, Indian title or Indian edition of foreign title where the price is not available in printed form, signed invoice price proof is mandatory along with Publisher's Online Price Proof from Publisher’s website (not publisher's printed catalogue).

v  Invoice Price Proof provider should be a Members of FPBAI (Signed membership certificate to be attached)

v  Foreign currency should be converted as per RBI / SBI Conversion rate on the date of order of title issued to the Vendor (i.e. Order date of Visva-Bharati Library)

v  Discount Rate, Sub-total and grand total of the bill are to be checked before submission.

Relevant documents are to be provided by the Vendor:

a)      Original Bill – 1 copy (Format attached herewith)

b)      Copy of Original Bill – 2 copies

c)      Foreign currency conversion rate Certificate – 1 copy (To be attested by the Vendor). As advised by External Audit, Library will accept only RBI (SBI) conversion rate.

d)     Book Supply Order issued to vendor – 1 copy

e)      Invoice Price Proof, if printed price is not available on the book– 1 copy (To be Attested by the Vendor)

f)       Publisher's Online Price Proof from Publisher’s website (not publisher's printed catalogue) for each title, if printed price is not available on the book (To be Attested by Vendor)

g)      FPBAI (Federation of Publishers' and Booksellers' Associations in India) Membership Certificate of “Invoice Price Proof Provider” – 1 copy (To be Self-attested by the Member)

h)      Bank details if not printed on the bill – 1 copy (To be Self-attested)

vi.    Accessioning of book in the Accession Register of the library and proper stamping in the book

v  Accessioning and proper stamping of the book may be performed only on being satisfied after verification of the book, bill and other relevant documents supplied by the Vendor.

v  The Accession Number must be noted at least on the title page of the book and also on the secrete page of the book as selected by the library.

vii.  Noting of Accession number in the respective bill

v  Accession Number of each volume/ title is to be noted on the respective bill.

viii. Signature by the dealing/ technical staff member of the Acquisition Section of the Central Library and Staff/In-charge of the concerned Bhavana Library, in case of Bhavana Library.

v  The dealing/ technical staff member or In-charge of the concern Bhavana Library who processed the acquisition with the order and supply, billing amount, etc. will sign on the bills and other documents.

v  Then he/she send the same to In-charge of the Section/library for necessary ‘checking and verification’ the book, bill and other relevant documents and finally to sign as ‘checked and verified’.

ix.    ‘Checked & Verified’ by the In-Charge of the said Section/ In-Charge of the Sectional Library

v  All documents including bill should also be checked and verified by the staff/ In-Charge of the Acquisition Section, Central Library/ In-Charge of the Sectional Library.

v  The In-Charge of the Acquisition Section, Central Library/ In-Charge of the Sectional Library should sign only after satisfaction with the all documents.

x.      Submission of bill(s) with relevant documents to the University Librarian by the In-charge, Bhavana Library or In-charge, Acquisition Section, Central Library

v  In-charge of all Sectional / Bhavana Library will submit the bill to the University Librarian, Visva-Bharati within the date-line as noted in the concern notification.

v  The Original Bill (One copy) along with Book Supply Order issued to Vendor (One copy) should be forwarded by the University Librarian after duly signed by him to the Accounts Officer, Visva-Bharati for making payment.

v  Forwarding letter addressing to the Accounts Officer, Visva-Bharati is to be enclosed on the top of the bills; one for Books ordered, purchased and Accessioned at Bhavana Library (Annexure – V) and another for Books ordered, purchased and Accessioned at Bhavana Library (Annexure – VI)

Relevant documents are to be submitted to the University Librarian by the Acquisition Section / Sectional Library:

a)      Original Bill: The Original Bill is to be submitted to the University Librarian and it is to be forwarded to the Accounts Officer by the University Librarian after duly signed by him/her for making payment.

b)      One copy of Original Bill- A copy of the Original Bill is to be submitted with the Original Bill for the documentation at Central Library.

c)      Two copies ‘Book Supply Order’- one copy of ‘Book Supply Order’ for the documentation at Central Library and another copy is to be forwarded to the Accounts Officer by the University Librarian with the Original Bill.

d)     One forwarding letter addressing to the University Librarian, Visva-Bharati (Annexure – V)

xi.    Submission of utilization of the grant

v  Finally, a Utilization Certificate of supplier wise as well as departments/ Bhavanas/ Sadanas/ Centres wise allotted grant should be submitted before the University Librarian, Visva-Bharati by the In-Charge of the Acquisition Section, Central Library/ In-Charge of the Sectional Library through proper channel (Annexure - VII)

v  The University Librarian should submit a Utilization Certificate of total fund to the competent authority of Visva-Bharati (Annexure – VIII)

7.      a) Purchase print books through Online: External Audit Team verbally advise to procure books on online (from Amazon, Flipkart, etc. etc.). As pilot study, some books may be procured from online book store, if Accounts Office helps to make either advance payment or COD. Here, library has doubt on authenticity of the book(s) received through online mode. 

b)           For experiment, during a bulk purchase a list of titles to be procured will be sent to the enlisted publisher/book seller through mail to seek the highest rate of discount (more than or equal 20%)

c)            For sectional libraries, the existing practices may be continued uniformly, i.e. Both the In-charge / Library Professional  and Principal / HOD of the concerned Bhavana/ Departments as the case may be will sign in the order copy while purchasing book(s).

d)           In case of multiple foreign currencies printed on a book, Visva-Bharati Library will take/accept the lowest price in Indian currency after conversion.  

 

ANNEXURE - I

 

Forwarding Letter

 

VISVA-BHARATI

CENTRAL LIBRARY

(Visva-Bharati Library Network)

 

 

 

 

To

 

The University Librarian

 

Visva-Bharati, Santiniketan

 

Dear Sir,

 

The following book(s) may kindly be procured for our department as recommended by the members of the faculty by utilizing the fund allotted on Visva-Bharati Library Committee meeting, vide Memo No. …………………………….

 

General Information:

 

 

1.Name of the Department:------------------------------------------------------------------------

 

2.Name of the HOD:-------------------------------------------------------------------------------

 

3.Contact Number of HOD:-----------------------------------------------------------------------

 

4.      E-mail of HOD:----------------------------------------------------------------------------------- 

 

You are requested to purchase the books list in the enclosed format and

1) Make them available in the Stack/Reading Room of Central Library for the use of the users

2) Send for our Bhavana Libraries having serial no………………….

  

 

 

Signature of the HOD

 

(With seal and Date)

 

 

Note: The practice of attaching vendor challan as indent for books is not permissible in the light of External Audit.

VISVA-BHARATI

CENTRAL LIBRARY

(Visva-Bharati Library Network)

 

Table of proposed Books Requisition:

Sl. No	Author	Title	Publisher	Year	ISBN	No. of Copies	Price

 

Name of the faculty:                                                                           Signature:

Name of the Bhavana:                                                                                    Date:

Name of the Department:

   

                                                                   

ANNEXURE - II

Visva-Bharati

Central Library

 

Book requisition Form for Scholars / Students

   Session -

To                                                                                                  

The University Librarian

Visva-Bharati, Santiniketan

 

A.              General Information

Name of the Candidate:_________________________________________________________________

Course (Please put tick mark on right one): UG / PG / M.Phil. / Ph.D.; Semester......../ Ph. D. Course Work

Bhavana:_________________________________                           Subject:________________________

Visva-Bharati Library Card No._______________                           Contact No._____________________

 

B.              Information about the Book

Sl. No.	Title (Name of the Book)	Author(s)/Editors	Publisher	Year of Publication*	Price*	Where to be kept**
1
2
3
4
5

* Please provide, if known. ** Choice any one option: Reading Room / Reference / Stack Room

 

 

_______________________________

(Signature of the Candidate with date)

C.               Comments of the Head of the Department / Research Supervisor

The above-mentioned title(s) will be helpful for course curriculum of the Department or research purpose of the Scholar.

 

 

Signature of Head of the Dept.                                                          Signature of Supervisor

     (with Date and Seal)                                                                           (with Date and Seal)

                                                                                                            (In case of Scholars only)

 ANNEXURE - III

 

ACHARYA SR. NARANDRA MODI     UPACHARYA PROF. BIDYUT CHAKRABARTY

VISVA-BHARATI FOUNDED BY RABINDRANATH TAGORE CENTRAL LIBRARY

SANTINIKETAN- 731235 WEST BENGAL, INDIA Telephone: (03463) 262-751 (6 lines) Fax: 91-03463 262-672/261-156/161-409 E-Mail: This email address is being protected from spambots. You need JavaScript enabled to view it. Website: htp:// www.visva-bharati.ac.in

 

Order No.                                          PURCHASE ORDER                                     Date –

 

 

	To The....................................................... ............................................................. .............................................................

 

 

 

 

 

 

 Dear vendor,

You are requested to supply the following list of books / list of books as enclosed with our T&C and as you have accepted during enlistment;

 

Sl.No.	Author (s)	Title, Year of Pub, Edition	Publisher	Unit Price	Copy (ies)
1.
2.
3.
4.

Major Terms and Conditions:

·         This order cancels all previous orders for these titles.

·         Titles should be supplied within three months, in case of late supply please report and obtain our confirmation.

·         Condition of paper, form, binding, etc. must be checked up and supply fresh copies only.

·         Supply latest edition of titles along with a challan copy.

·         Please send two copies of the bill by quoting our order number.

·         Foreign titles are to be separated from Indian titles in case of billing.

·         Include price proof documents along with the bill (It is mandatory for foreign titles and also for Indian titles/ Indian editions of foreign titles where price is not in printed form, Price proof should contain signature and seal of the supplier).

·         Mention conversion rate for each foreign currency and charge it as per RBI Terms &Condition(i.e procurement  date)

·         Less 20% discount as per Terms & Conditions

·         Bill should be certified as instructed in GOC  Terms & Conditions  by quoting your PAN and GST No.

·         Please include a copy of invoice in parcel.

·         Please quote our order number on the label of the parcel and in your invoice, else parcels are liable to be refused.

Note: Please quote our ORDER NUMBER on the label of the parcel and in your invoice otherwise parcels are liable to be refused.

 

Recommended by:-                                                                 Date of Recommendation:-    

Challan No. & Date (in case of Book fair):-                                       No. of titles:-

 

Prepared by ……………………………………… Checked by ………………………………

 

University Librarian / In-charge of the Bhavana Library

 

 

ANNEXURE - IV

 

 

Visva-Bharati

Central Library

(Visva-Bharati Library Network)

Memo No.                                                                                                                         Date:

 

Notice

To

 ……………………………………………………………………………

 ……………………………………………………………………………

 ……………………………………………………………………………

Dear Supplier/Publisher,

        We keep on record our appreciations for your co-operation during the last few years. We expect the same spirit for co-operation in future. For our mutual convenience and more effective handling of problems, if any raised at all, we request you to kindly note the following instructions and hope that you will find out TERMS & CONDITIONS for supplying books quite agreeable.

TERMS & CONDITIONS FOR SUPPLY OF BOOKS

1.      These instructions are to be followed for the financial years’ 2021-2025.

2.      Books will be received against the order of the University Librarian in case of Central Library and In-charge of Sectional / Bhavana Library for Bhavana Library only.

3.      Titles should be supplied within two months. In case of late supply, please report and obtain our confirmation. Titles may also to be supplied as the date specified by the Library.

4.      Condition of paper, form, binding etc. must be checked up and supply fresh copies only.

5.      Foreign titles to be separated from Indian titles in case of billing.

6.      It is mandatory to produce price proof documents (Publisher’s/Importer’s/Distributors’ invoice and publisher’s catalogue) along with bills for foreign titles. Price proof is also required for Indian edition of foreign titles and Indian publications where price is not available in printed form. Price proof should contain signature and seal of the supplier.

7.      Mention conversion rate for each foreign currency and charge it as per RBI (SBI) conversion rate on the date of order issued to the Vendor (i.e., Order date of Visva-Bharati Library) by Central or Sectional Libraries of VBLN.

8.      of books procured by the vendor(s), where necessary evidence for date of purchase of book(s) need to be submitted with the bill for transparency and clear understanding.

9.      Discount rate: Book publishers and suppliers have to offer 20% discount on printed price of the book(s) for the interest of the Visva-Bharati. However, there will be no discount for Publications by Government and any Institutes as per the Goods Offices Committee (GOC).

10.  Bill should be certified as instructed in GOC by quoting the PAN and GSTN.

11.  One copy of invoice should be included in parcel and quote our ORDER NO. on the label of the parcel and invoice no. Otherwise parcels are liable to be refused.

12.  No delivery charge will be provided by the library for supply of any book(s).

13.  If any document is found to be unsatisfactory, payment will be made after deleting that particular item on the invoice/bill or payment of the entire bill will be withheld by the library till the deficiency is rectified. For this reason, supplier/publisher are advised to make contact with the Central Library Acquisition Section or with the In-charge of the concern Bhavana Library.

14.  Supply latest edition of titles along with a challan copy and three copies of the bill by quoting our order. Please do not forget to note the bank details (Name of the account holder, Name of the Bank and Branch, Account Number, Type of the Account, IFSC of the Branch,) along with the PAN, GSTN, etc.

15.  Regular communication (through mail / cell phone) with the appropriate section is highly required and expected for smooth dealings which are pre-requisite from both sides.

16.  Enlisted supplier(s)/publisher(s) are expected to maintain close contact with the library throughout the year and will take active role to supply any single book ordered by the library. Frequent physical visit will also ensure to place order on any sudden requirements and it is expected that vendors will pay enough attention to find out the book(s) from the state and national book market. It is not welcome to visit library for bulk-order.

17.  It is expected that, enlisted vendors will participate in the Book Fair as and when organized by the library.

18.  In case of supply books against “Confirm Order’ supplier(s)/publisher(s) are requested to strictly follow the guidelines and others conditions as stated in the order copy. In case submitting “inspection challans’ to the Departments / Library and ‘Bills’ to the Central Library and Sectional Libraries of Visva-Bharati, please use the following formats: -

*The Conversion Rate should be as per RBI (SBI) and may vary in case of challan date and order date. Finally, the Conversion Rate should be calculated on the date of Book(s) procured by the vendor. Vendors are accountable to submit necessary evidence of procurement.

19.  Suppliers(s)/ Publisher(s) are requested to submit the documents relating to the firm e.g. of the trade license, PAN No., GSTN, Income Tax Return (last three years), list of institutions where supplying books, and other documents in support of vendorship, which will enable to enlist the name of the concern supplier/publisher name in the Visva-Bharati Library Network. Give contact person name, communication address, mobile no and e-mail id.

Hope, you will agree/accept the above terms & conditions regarding supply of books at Visva-Bharati Library. Book purchase procedure will be processed further on receiving your confirmation along with the signed copy of the Terms and Conditions as noted

After receiving response from the vendor side, library authority will scrutinize the application along with the documents submitted. On satisfaction, the name of the concern supplier/publisher will be accepted with a confirmation mail and uploaded in our library website under the caption ‘Enlisted Book Supplier’.

Last date of submission of application for enlistment (proposed)- 30/06/2021

For any doubt and query don’t forget to contact with Sri Ramprasad Majumdar (9434250016, This email address is being protected from spambots. You need JavaScript enabled to view it.) before submission of application for enlistment.

Thanking you                                                                                     

(Dr N. C. Saha)

University Librarian (Acting), Visva-Bharati, Santiniketan

 

 

 

 

VISVA-BHARATI

CENTRAL LIBRARY

(Visva-Bharati Library Network)

 

BILL NO. 1

 

Memo No.                                                                                                                   Date: -            

 

To

The Accounts Officer

Visva-Bharati, Santiniketan

 

Please find herewith the original bills of the suppliers for books accessioned at Bhavana Libraries after ordering, purchasing and accessioning.

The amount will be paid out of the budget head allocating Rs.……………………. for the year ……………….. for procuring of Books and Journals vide Memo No. …………………………………………dated …………………..

Sl. No.	Name of the Bhavana Library	Memo No. & Date	Amount (Rs.)	Total Amount Rs.
1.	Hindi Bhavana
		Total
2.	Siksha-Bhavana
		Total
3.	Palli SikshaBhavana
		Total
4.	Palli SamgathanaVibhaga
		Total
5.	Sangit Bhavana
		Total
6.	Siksha-Satra
		Total
		Grand Total Amount

Total Amount in Words (Rs:- ………………………………………………………………) Only.

This may please be noted that the last date of utilization of this grant is …………………………

You are requested to release the respective payment at the earliest after necessary checking.

 

 

University Librarian (Acting)

Visva-Bharati, Santiniketa

 

 

 

ANNEXURE - VI

 

VISVA-BHARATI

CENTRAL LIBRARY

(Visva-Bharati Library Network)

 

BILL NO. 1

 

Memo No.                                                                                                                   Date: -            

 

To

The Accounts Officer

Visva-Bharati,, Santiniketan

Please find herewith the original bills of the suppliers for books accessioned at Central Library after ordering, purchasing and accessioning.

The amount will be paid out of the budget head allocating Rs.……………………. for the year ……………….. for procuring of Books and Journals vide Memo No. …………………………………………dated …………………..

You are requested to release respective payment at the earliest.

 

Sl. No	Name of the suppliers	Memo No. & Date	Amount (Rs.)	Total Rs.
1.	Padmabati Book stall
		Total
2.	Omega Books & Systems
		Total
3.	Sriniketan Books and Suppliers
		Total
		Grand Total Amount

 

Total Amount in Words (Rs:- ……………………………………………………………) Only.

 

This may please be noted that the last date of utilization of this grant is …………………………

You are requested to release the respective payment at the earliest after necessary checking.

 

 

University Librarian (Acting)

Visva-Bharati, Santiniketa

 

 

 

ANNEXURE - VII

 

VISVA-BHARATI

 (Visva-Bharati Library Network)

 

University Librarian,

Central Library, Visva-Bharati

 

 

Sub: Utilization of Books purchased

 

As noticed (vide Memo No. ……………………………….……., date……………..  to submit the utilization of the Capital Asset Grant for Books and Journals for the year …………………….. Vide Memo. No. ……………………….………………………, dated 01.12.2020 for the ………………………… Bhavana Library:

 

An amount of Rs. ……………. (………………………………………) only has been Over Spent or Under Spent.

 

 

 

 

 

 

 ANNEXURE - VIII

 

 

VISVA-BHARATI

CENTRAL LIBRARY

(Visva-Bharati Library Network)

Memo No. CL                                                                                                 Date

 

Joint Registrar (Accounts)

Visva-Bharati, Santiniketan

 

Sub: Summary of Utilization of Grant for Capital Assets during the year ……………….. particularly to show the ‘Advance Payment’ and ‘Payment on Purchase/Procurement/Access’

 

Dear Sir,

In response to discussion among Assistant Registrar (Accounts) and External Audit Team, Library has been verbally requested by the Assistant Registrar (Accounts), I am to submit the summary of utilization of grant for Capital Assets during the year …………………. particularly to state the ‘Advance Payment’ and ‘Payment on Purchase/Procurement/Access’. Hope this may help to note properly as desired by the External Audit Team.  For the year 2020-21, Library has been allocated grants Vide Memo no. ………………………….. on dated ………………, as noted below;

i)                    Allocation for “Books and Journals” of fund of Rs. ……………. lakh

ii)                  Allocation for “Other Infrastructures” of fund of Rs. ..…….….. lakh

iii)                Allocation for “Small Equipment etc.” of fund of Rs. ………….. lakh

 

Let us now replicate the item wise (based on distribution of the above funds by Departmental Purchase Committee, CL & Systematic Fund Allocation Committee and subsequent approval from the competent authority as below;

Head / Item wise Break-up of the utilization;

1.      Journals (Including renewal of print journals; Institutional membership renewal; Online database; E-journals; Remote Access; Discovery Services; Including Print Journals of PSB etc)- ………….. lakhs

2.      Print Books- …………. lakhs

3.      Procurement of E-resources including database- ……….. lakhs

4.      Equipment and furniture & fixture – …………….