::ARMNgo.com-Policies::

The organization has adopted new policies in the context of changing scenario of professional management needs by adopting recently a transparent and appropriate intervention approach.

The personnel policy is related with administration and personnel matter segments. Contents include personnel selection and administration, recruitment, training, promotion, termination, suspension, transfer and core group management. Leave rules, TA & DA, staff benefit fund, loans/advances and other allowances, mobile telephone, vehicle and other assets too and to the efficient functioning of the organization.

The performance assessment of staff and field personnel are done from time to time to accommodate with new guidelines & policy requirements meant for deployment /redeployment of staff according to their capacity and skills.

ARM has been following this policy since inception in order to bring a gender justice from grassroots to organizational level covering all the segments. Women constitute the major chunk of ARM staff personnel in different level of organizational cum field activities. They are provided with all facilities as stipulated in the personnel policy in addition to their maternity leave rules and ancillary benefits.

Promotion of Women and Children’s empowerment, livelihood & property with emphasis on rural background, backward & deprived status as well as socio economically oppressed cum exploited categories have, in principle, been adopted as the core mission of ARM project & programme intervention. Equitable extension of development opportunities to all, honest implementation, linkage with development departments and transparency of operation have eased the organization all-round support and cooperation.

Under the new financial policy ARM developed manual on different tools and techniques, registers, formats etc. Rules and regulations, modalities for use of those instruments has also been developed and adopted to streamline financial segments in a decentralized manner on financial management and monitoring, budgeting, staff welfare, leave and assist management etc.

		Cash book
		Ledger
		Stock book
		Assets Register

		Cash book & Bank book separately maintained for each project .
		Separate ledger for each project.
		Daily cash book entry should be made .
		Daily cash reconciliation should be made- book balance and physical cash.
		Year-end physical verification of cash by the person other than cashier to be made and certificate should be obtained from proper authority (in the presence of the authority not related to cash.

		Bill/Cash Memo (Pakka).
		Challan .
		Receiver full signature.
		Proof of payments – Receipt.
		Signature in Cheque outgoing (if payments through cheque).
		Signature on revenue stamp if payment is more than or equal to Rs.5000.
		Conference/working/MS meeting expenses voucher used to be separated by a detail report of the event .
		Travel voucher should be supported by Railway ticket/Air ticket/ Bus ticket (if available) .
		Motor Cycle/ other vehicle, log book should be maintained as per funding agencies requirements.
		Photocopy- Record should be maintained in the register with the signature of the ordering authority.

		Appointment letter- (file should be maintained for appointment letter) if possible each file for employee in the detail biodata and agreement copy).
		Attendance and Leave Records.
		Payments through A/C Payee cheque (except animators and Village Health Workers) .

		DA as per Service rule.
		Railway ticket if journey availed by R/W or Air (Air ticket).
		Bus ticket if available .
		Log book for vehicle – should be maintained .
		Check the logbook once in a fortnight by proper authority either Accountant or Coordinating Member.

1.		Bank Cheque Book- without signature of authority to be kept in the custody of Accountant.
2.		Cheque Signatory-Chairperson and Co-ordinating Member Signature will be made at the time of requirement with consent of proper authority signature of Coordinating Member.
3.		B.S. should be made at the end of each month.
4.		Passbook should be up dated at regular interval.

		Cash basis of Accounting should be followed .
		Computerized Cash & ledger book .

Grant Received: All Grants received are treated as income and disclosed in Income and Expenditure Account. Provision is to be created in Accounts for unspent grant balances and shown as a liability in Balance sheet .

Fixed Assets: Grants received for fixed Assets are transferred to Capital fund account. Fixed assets acquired out of such grants are shown at gross cost of acquisition less accumulated depreciation.

Depreciation: Depreciation is charged on fixed assets as per I.T.Act specified rate.

Advances to Projects:

a.		Computerized Cash book should reflect the advances made to projects and against which expenses received for adjustment of advances No advances is to be given if previous advances is not spent for the project .
b.		Advances to be made to project coordinator for project expenses in cash or bearer cheque considering the remoteness of locations.
c.		Payments for acquiring fixed assets shall be paid in demand draft/cheque.
d.		Each project Co-ordinator should submit fund requirement plan at least 15 days before the release of fund. Fund request form should contain details of expenses/assets to be made/purchased.

Fixed Assets Procurement:

a.		At least 3 quotation should be obtained in case of every procurement.
b.		Quality and price should be given importance.
c.		Proper bill/voucher/ cash memo/receipt should be obtained.
d.		Assets should be entered in the assets register in time.
e.		Payments should be made either by DD/account payee cheque.
f.		Purchase committe.

Payment of Salary: Salary should be paid within 10th of the following month exclusively in cheque beside animator and TAX shall be deducted wherever applicable

Social Security Fund: will be paid to illegible employees @ 10 % of salary per month and the same amount to be contributed by the employees.

Part-time employee: Part time employee should maintain record of their attendance with details of work done during their presence in the office/project sites. No pay shall be paid for Sunday without work.

Inventories: Inventories held for income generation projects are to be valued at cost or net realizable value; whichever is lower (stock register should be maintained invariable).

Investment: Investments are valued at cost .

Filing of Return with Income Tax under section 12A: Return shall be submitted to the income tax department within 25th September of the financial year .

Filing of FC-3 shall be filed within the prescribed time limit .

Consultancy/Professional fees: TDs shall be deducted on the payment as per income tax prescribed rates as and when payments shall be made .

Audit: Audit shall be carried out of the books of Account maintained for each projects at quarterly interval.

Appointment of Auditor: Auditor shall be appointed by the Executive Committee .

Audit Report: Auditor shall furnish audit report at quarterly interval on the accounting function and adequacy of the internal control system.

Budget: Every year budget will be prepared for the organization, Chairperson, Coordinating Member and Treasurer .

Alternative For Rural Movement (ARM)

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