1.Recruitment of project staff
2.Extension/enhancement/transfer
3.Resignation and no dues 
4.Leave encashment 
5.Medical reimbursement 
6.Advance/settlement of office expenses of admin section 
7.Accommodation 
8.IRCC purchase and stock entry

1. Joining formalities-
 Emp. code generation and data entry of employee details in SAP/ Drona as necessary.
 Ex- Employee service record verififcation
2.Right to information (RTI)
3. Financial Support for project staff for international travel.
4. Mediclaim:
   Reimbursement of Medical Insurance Premium (IRCC &PS)
   Medical Reimbursement- Adhoc

Regular Employees Establishment
1. Re-appointments / Re-designation
2. Extension of Appointments / Transfer
3. Enhancement/Increment of salary
4. Offline and online updating of Service Record of Project and IRCC Staff from time to time (e.g., Renewal of ID cards)-DRONA/SAP-ERP
5. Project staff assessment committee reports.
6. IRCC staff assessment / promotion etc.
7. All kind of correspondence with the employees pertaining to their service matters.
8. Cash Imprest.
9. AR related secretarial work as and when required
10. Noting and drafting
11. Disciplinary Matters (if any)
Miscellaneous work as assigned by Supervisor from time to time

Ad-hoc Appointments (89 days) through internal Circulars/ Committee reports
1.Committee report
2. Generation of offer letter/Sharing joining documents
IIT Bombay – IRCC Research Internship
Miscellaneous work
1. Issue of various circulars on service matters/Personal matters received from main building or IRCC.
2. Receipt of letters / representation and further action on such paper
3. Issue of various office memorandum / office orders from time to time
4. Miscellaneous service matters
5. Issue of service certificates / experience certificates / Passport related certificates / NOCs etc for current employees
6. Issue of service certificates/Passport related activities/NOCs etc. for current employees
Miscellaneous work as assigned by Supervisor from time to time

Regular Appointments (6 months/1 year / 3 years etc.) through online recruitment portal – Drona/SAP-ERP/ASC and other related work.
Circular /Advertisement processing
Scrutiny (Admin)
Call letter generation
Committee report
Processing of committee report|
Generation of offer letter/Sharing joining documents
Miscellaneous work as assigned by Supervisor from time to time

Ad-hoc employees establishment work
1. Re-appointments / Re-designation
2. Extension of Appointments / Transfer
3. Enhancement/Increments of salary
4. Offline and online updating of Service Record of Project and IRCC Staff from time to time (e.g., Renewal of ID cards)-DRONA/SAP-ERP
5. All kind of correspondence with the employees pertaining to their service matters
6. Registration fees for Medical Reimbursement with form.
Miscellaneous work as assigned by Supervisor from time to time

Joining Formalities
1. Document verification
2. Employee code creation and creating of record in SAP/Drona
3. Joining Order
4. I- card verification,
5. Registration fees for Medical Reimbursement for Ad-hoc employment.
Miscellaneous work as assigned by Supervisor from time to time

Project staff Accommodation
1. On Campus Accommodation
2. Off Campus accommodation
Right to Information (RTI)
Mediclaim:
1. Reimbursement of Medical Insurance Premium (IRCC & PS)
2. Medical Reimbursement -Ad-hoc
Procurement and asset management
1. GeM procurement / Bid related work
2. Stationery and Printer Cartridge etc.
3. IRCC related Infrastructure and Asset Management
4. Stock Register entry and maintenance
5. Admin. Muster
6. Financial support for project staff for international travel.
Miscellaneous work as assigned by Supervisor from time to time

Employees resignation/Termination/End Tenure work
1. End Tenure / Verification of renewal of extension request by the PI within 15 days and if not done then initiate the process of No-dues certificate (NDC) for final closure.
2. Termination / Resignation, No Dues Certificate
3. Calculation of leave encashment, leave record
4. Experience certificates after NDC
5. Ex- employee verification
Miscellaneous work as assigned by Supervisor from time to time

Project staff Salary
1. Main Payroll (Checking Attendance/Executing
2. Pay Slip/Checking Salary Slip/Corrections of error cases/Posting of salary/Sending softcopy and hardcopy to Bank)
3. On-demand salary (3-4 times in a month, process as above).
4. Off-cycle Salary (3-4 times in month, process as above).
5. Online Salary Register: Every month data from the salary slip of each project staff needs to be put in Drona since the salary register in hard copy is not being maintained.
Form 16
i. Checking the tax-saving investment documents (for income tax     purposes) given by Project Staff in Drona.
ii. Preparing excel sheet and uploading data of savings given by project staff in SAP, section wise.
iii. Checking of quarterly data of salary/income tax of project staff and sending it to IITB Main Account.
iv. Checking of Form 16  (Part A & Part B).
v. Generation of Form 16 in SAP.
vi. Sending Form 16 to Project Staff.
Reconciliation needs to be done for
i.  Salary
ii.  Honorarium
iii. Leave Encashment
iv. Final Salary
Miscellaneous work related to salary:
i. Providing salary report every month to PI/ Project Manager
ii. Adjustment of Salary in SAP
iii. Resolving queries (related to salary) raised by accounts dealing staff while preparing UC/Statement of Account.
Any other work as assigned by the controlling supervisor / officer

Fellowships through Projects (TAP / PS / PRA etc.)
1. Receipt of the details from the Academic Office / PI about the admission of a student in the academic programme of the Institute (M.Tech. Ph.D) through Projects under TAP/PS/Seed-Grant TAP/PRA category etc.)
2. Issuance of Office Memorandum for information of all concerned and opening of a file of the individual student and mapping as required for PS students.
3. Maintenance of Fellowship Record / Disbursement of monthly fellowship depending upon the attendance to be received through the Project Investigator / Supervisor etc.
4. Transfer from one project to another as communicated by the PI
5. Payment of financial (pre-syn, post-syn etc.) support to regular students of the Institute who have completed TA-ship period and has been decided to be supported from the Project / IRCC as and when required
6. Enhancement of fellowship as per rule / correspondence from the PI/Academic Office / RPC / APS etc.
7. Maintenance of statistical information about the Fellowship programme through Project / IRCC / Seed-Grant fellows etc.
8. Any other work as assigned by the controlling supervisor / officer

1. Project Staff Salary
2. Form 16
3. Income Tax related work
4. Adjustment / Reconciliation of bills / past payments

1. NPS subscription and uploading on NSDL portal – currently for IRCC staff-
2. Work related Group Term Insurance Scheme (GTIS) for IRCC staff in coordination with the Administration Unit
3. Final payments calculation after intimation from Admin unit and disbursement and closure of files in Drona system. Disbursement of leave encashment.
4. Entry of recovered salary and run in SAP
5. Honorarium (in lieu of salary) Payments to PS
6. Any other work as assigned by the controlling supervisor / officer

1. Data entry in the online salary register in DRONA
2. Data verification before release of monthly salary
3. Income tax document verification and updation
4. Helping in salary related miscellaneous work
5. Attending student queries for fellowship
6. Any other work as assigned by In-charge
7. Any other work as assigned by the controlling supervisor / officer

IOE SCPP Projects

Material Management Division

Cash Section

Cash Section

Material Management Division