About F&A Division
The Finance and Accounts Division of the Institute is located on the First Floor (A-Wing) of the Old Academic Building. The Division handles all the financial matters of the Institute. The primary functions of the Division are handling Payroll, Income tax-related matters, Payments, Receipts and Accounting of Tuition, Hostel, and Other receipts, Investments of the Institute, Preparation of Budget Estimates, Revised Budget Estimates, Conducting of Internal, External and CAG Audits, Preparation of the Final Accounts, Processing of Reimbursement Claims, Processing of Payments to Vendors/Service Providers, etc. The F&A Division interacts with all the Administrative Divisions, Departments, and Centres of the Institute and facilitates the flow of financial information as and when required. It implements the directions of the Finance Committee and the Board. The Controller of Finance is the head of the Division and is supported by a Administrative Officer (Accounts) and Junior Administrative Officers who look after these functions.
FAQs
A. Claims/Reimbursements
1. What is the frequency of reimbursements of claims for Telephone/Mobile bills, PDA, Children's Education Allowance, etc?
All reimbursement claims are processed on a weekly basis within 2-3 working days, i.e., bills received during Monday to Friday are processed and paid by Wednesday (generally, a day before, i.e., on Tuesday). The Advances are released within 4-5 working days from the date of receipt. The Children's Education Allowance is processed annually in April or May. More details are available in the F&A Processes document.
2. Which Form is to be filled up for claiming the reimbursement?
The related Forms are available at https://iiitd.ac.in/form_docs
3. Whom should the Forms be submitted?
The details are available in the F&A Processes document at the link: Click Here . Presently, the Forms may be submitted to Sh. Harsh Gupta in the F&A Division. In case of faculty, the claims may be submitted through Department officials.
4. Can bills not in favour of IIIT-D be accepted?
All bills must be favoring IIIT-D.
5. Can Cash Memo be submitted?
Cash Memo without the address/stamp of the vendor is not accepted.
6. Can e-copies of the boarding passes and digital copies of the bills be submitted?
Yes, e-copies of the boarding passes and digitally signed bills are accepted.
7. Are bills for both sides of travel required?
Yes, for all expenses claimed. In case of train and air-fare, please enclose the tickets containing the amount.
8. Can photocopies of the bills be submitted?
All bills must be submitted in original or digitally signed.
9. Can the Form be emailed?
Yes, digitally signed Form can be emailed. However, original copies have to be delivered to the F&A Division.
10. Whom should the Form for PDA be submitted?
The Claim from the Institute PDA can be submitted to the F&A Division and from IRD-PDA to the IRD Division. Please submit separate claims if claiming both.
11. What are the documents that need to be enclosed with the Reimbursement Claims?
The details are available in the F&A Processes document at Click Here
12. Whom should the bills for 'procurement' out of PDA, etc., may be submitted?
The bills must be submitted to the Stores and Purchase Department for entry in Stores records.
13. Can the PDA Form be directly sent to the F&A ?
Yes
14. Whom to submit the PhD/ORF/Students' Travel Budget/ Contingency claim,etc.?
The claim with required bills must be submitted to the Academics Division.
15. How payment can be made using the Institute's Credit Card?
Please contact the releated Division who shall forward the request to the F&A Division for carrying out the transaction.
16. Do I need to submit PDA Claim Form for advance payment of Conference Registration Fee, Article/Journal Publication Charges ?
No. Email approval of the Advisor for students and DIRD for Faculty is sufficient.
B. Claims Tracking/Balance View
1. How to trace the submission and payment of Claims?
An email confirmation of the claim receipt is sent. Upon the expiry of the timeline, the claims are processed and released. E-net advice from the HDFC Bank is sent containing the nature of the claim and the amount. Claims submitted through the File Monitoring System (FMS) can be traced through the FMS Portal. The access is available to the Deptt. JMs and the administrative staff only.
2. How can I view Faculty PDA Balance?
The PDA balance can be viewed by logging in to https://projecterp.iiitd.edu.in/login
3. How can I view Staff PDA Balance?
The PDA balance can be viewed by logging in to https://projecterp.iiitd.edu.in/login
4. By when claims for a Financial Year can be submitted?
By 15th April of the next Financial Year or as announced beforehand.
5. What are the basic requirements of submission of proposals over file?
The whole process is mentioned in the F&A Process document.
6. How to submit the file to the F&A Department?
Every file must be submitted through File Monitoring System .
7. Should the proposals be routed only through the Dean/HoD/Sr. Admin., as applicable?
Yes, all proposals to the F&A Division must have the approval of the Dean/HoD/Sr. Admin., as applicable.
C. Rules and Regulations
1. Who can provide copies of the related Rules?
The related Rules are available with the concerned Divisions, e.g., IRD Division can provide the updated Faculty PDA Rules, HRD can provide entitlement relted Rules, etc.
2. Who can provide the depreciated value of an asset for buy-back?
On request, the F&A Division provides the value to the Stores and Purchase department.
3. What is the life of mobile phone/laptop, etc., for depreciated value, or when can such assets be bought back?
The life of such assets is five years, and can be purchased after three years at depreciated value in the year of purchase.
4. Who will provide clarification regarding the Staff PDA usage?
The HR Division of the Institute will provide the clarifications as per the Rules.
5. What is the per diem rate if travel is within India and outside India?
You may refer to office order via link Click Here
D. Stipend/Salary/Benefits/Income Tax/Refunds
1. When is the stipend released?
Generally, on the last working day of the month. However, in exceptional circumstances, it may get delayed by few working days.
2. Can I get amount payable adjusted against Salary?
No. The balance of the advance amount must be refunded/deposited.
3. Whom to request and submit the LTC claims or LTC Advance?
The claim/request for advance may be submitted to the HR Division.
4. How can I get Caution Money/Hostel Security refund?
Please submit your request to the concerned divisions, i.e., Academics Division for Caution Money and Students' Affairs Division for Hostel Fee Refund.
5. How to get the copies of the Pay Slips?
The copies of the Pay Slips can be downloaded from the Salary Portal using the login credentials. If certified copies are required the same can be requested to the Administrative Officer (Accounts).
6. Can I see the historical Salary record?
Yes, the Salary Portal can provide the details.
7. When do I get the salary?
The salary is credited to the bank account on the last working day. If the last working day is a holiday, a day before the holiday.
8. When do I get the Form-16?
The Form-16 is issued by the last week of June after filing the TDS Quarterly Return of the Institute.
9. How can I see my Income Tax Projections?
Using the Salary Portal tax projections can be viewed.
10. Whom to contact for resetting the Salary Portal password?
Accounts Assistant at Telephone extension number 516 can be contacted or you can write at admin-accounts@iiitd.ac.in
Salary & Tax Portal
All the salary-related details (including Salary Slip) are available in the Institute’s online Salary Software. Using the software You can also check your Income Tax-related information, e.g., Monthly Tax Deduction, Projected Tax liability, Tax Computation, etc.
Please follow the link: https://easypay.iiitd.edu.in/easypay/view/login.htm for logging to the Software, and use the following credentials:
Choose Module: ESS
Company Code: IIITD
User Name and Password is the Employee Code prefixed with “0” (zero)" [In case Employee Code is more than 3 Digits then prefixing "0" is not required]. The Employee Code can also be checked from the HR Division of the Institute.
Please Note (Trouble-shooting)
Password expires in 365 days and if 5 wrong attempts are made (the user is be blocked for safety reasons).
For printing the Pay slip, please enable the pop-up on your internet browser.
Access to the Software is available from IIIT-D Network. For access from outside the Campus, please connect through VPN (For VPN details you may contact the IT Division of the Institute).
The old password will continue to prevail over the above-mentioned password.
Faculty PDA
You can check details of your institute PDA expenses and balance on https://projecterp.iiitd.edu.in/login
(works on campus network only and may require VPN for out-of-campus access). Your current PDA balance as of
It uses Google @iiitd.ac.in authentication and will automatically sign you in if you are already logged in, The system was designed for sponsored research projects, so kindly ignore non-relevant fields like sanction amount, manpower, travel, etc.
Thank you for your cooperation. We are open to any suggestions if you may have.
Office Orders
- ● Depreciated Value of Assets (2023-05-08)
- ● Payment of Statutory Dues (2022-10-10)
- ● Revised Investment Policy (2022-10-10)
- ● Settlement of Advances (2015-05-07)
- ● Revised Investment policy of the Institute (2013-05-28)
- ● Imprest Limits (2011-03-22)
- ● Revised Operation of Bank Account (2011-08-18)
- ● Proposal Of Keeping An Imprest Amount (2010-11-08)
- ● NEW PENSION SYSTEM (NPS) (2009-12-11)
- ● General Guidelines For Reimbursement (2009-07-01)
- ● Purchase Of Tally 9.0 (2008-12-10)
Forms
Team
Controller of Finance
Kapil Chawla
Controller of Finance
A-102, Academic Block
+91-11-26907418
kapil@iiitd.ac.in
Officers
Harsh Gupta
Junior Administrative Officer (Accounts) (SG)
A-109, Academic Block
+91-11-26907429
harsh@iiitd.ac.in
Shishir Jain
Administrative Officer (Accounts)
A-103(1), Academic Block
+91-11-26907124
shishir@iiitd.ac.in
Uma Shankar Prasad
Junior Administrative Officer (Accounts)
A-109, Academic Block
+91-11-26907144
uma@iiitd.ac.in
Varsha
Junior Administrative Officer (Accounts) (SG)
A-109, Academic Block
+91-11-26907577
varsha@iiitd.ac.in
Last updated: 01-05-2025