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Diamond Jubilee Society Trust

Guidelines for depositing/utilization of the amount deposited in DJST

Donation/Grant/Sponsorships/Award money/ Scholarship for specific purpose are welcome in DJST. These amounts are deposited in specific subaccounts of the depositor.

  1. Staff members of the institute (Associate Professors and above) can have their own subaccount. For other (including students) subaccount can be opened for a specific activity, however while operating it signature of Associate Professor/ Professor/HOD associated with that activity is required. Name of such authorizing person should be communicated to DJST at the time of submitting request letter for opening the subacount, along with consent letter of the said staff member.
  2. While depositing the amount received by the member of the institution for a specific project, a letter from the donor/sponsor is a must, which should mention the purpose of donation.
  3. The staff member should submit the utilization budget. In case it is not possible to provide the utilization budget for the entire amount donated, budget for the amount, which he/she wishes to utilize in near future, should be submitted.
  4. If the donation is for a research project, then Ethics Committee approval needs to be submitted.
  5. The staff member should also mention if any other colleague is to be authorized to operate the grant/ donation. Name of the subaccount may also be suggested.
  6. It is essential that all these documents should be forwarded through Head of the Department.

The Board of Trustees meets on 2nd Saturday of each month. In this meeting, the papers will be placed before the trustees and their approval will be sought. The decision of the trustees will be communicated to the staff member.

Please note the following:
1. Administrative charges on the deposited amount will be deducted as per the slab structure given below

Deposit amount (Rs)
Administrative charges
to be deducted (Rs)
Upto 1,00,000/- 10 %
>1 lac to 5 lacs = 10,000/-
>5 lacs to 10 lacs = 25,000/-
>10 lacs to 25 lacs = 50,000/-
>25 lacs to 50 lacs =1,00,000/-
>50 lacs to 1 crore =1,35,000/-

The deduction will be made from the donation deposited in the trust based on the slab into which this individual deposit falls, irrespective of the anticipated total deposit for the purpose.

2. Stipend structure for personnel appointed through subaccounts in DJST:

a.The format of letter of appointment should be as follows:

To

Dear_______,

In pursuance of your application dated ……….. in our trust, we have decided to appoint you on a fixed duration stipendiary assignment.

Be it clearly understood that the assignment offered to you will not confer any right or entitlement for claiming absorption, benefits and privileges of any permanent employment in our trust.

Your services shall be liable to be terminated with one months notice or stipend in lieu thereof on both the sides.

In case all the above terms and conditions are acceptable to you, please sign the duplicate copy in token of your having understood, agreed and accepted the same.

Yours sincerely,

b. All the appointment will be on temporary basis.
c. The appointed persons will have to work as per the directives of the staff member.
d. Maximum number of CLs per year are15. No ELs are allowed. The depositor, as the case may be, may allow additional number of leaves.
e. No salary certificate will be given to the appointed person. Only experience certificate will be given if requested for.
f. The stipend structure adopted for various posts is as follow:

CategoryQualification Minimum Stipend(Rs.) MaximumStipend less than(Rs.) ProfessionalTax(Rs.)
A. Research Fellows DM,MCh 10,000.00 Starting salary of lecturer in the respective super specialty 175-200
 MD,DNB,PhD 8,000.00 Starting salary of lecturer in the respective super specialty 175-200
 Diplomas, MD (Ayurveda) 7,000.00 Starting salary of lecturer in the speciality 175-200
 MBBS 5,000.00 3rd yr Resident Doctor 120-175
 BAMS 4,000.00 2nd yr Resident Doctor 120-175
B. Research Assistant/Lab Technicians B.Sc.,Msc., DMLT 3,000.00 Starting salary of Jr.Scientific Officer/Lab technician 60-120
C. Lab Assistants B.Sc.,DMLT 2,500.00 Staring salary of Lab assitant 30-60
D. Clerical Staff  2,000.00 Starting salary of clerk NIL-30
E. Accountants  3,000.00 Starting salary of Jr.Accountant 60-120
F. Computer Operator  2,000.00 8,000.00 NIL-30
G. Lab Attendant/Servants/Helpers  1,400.00 Starting salary of similar posts in MCGM NIL-30
H. Medical Social Worker  3,000.00 Starting salary of MSG 60-120

The starting stipend of the appointed person may be between the minimum and Maximum prescribed for the post, depending on experience of the person and discretion of the staff member who wishes to employ. The latter will decide increment. The maximum payment for any post should not exceed that for a similar post in corporation. The stipend for part-time post can be decided on the basis of amount and duration of work.

The above-mentioned stipend structure may not apply to the projects funded / sponsored by Central Government, State Government, and Government Departments & Agencies as they may have their own prescribed pay structure.

g. Professional tax will be cut each month from the stipend given as shown in the above Table.
h. Identity card will be given to the personnel working on DJST account. For this, one should provide following details in a request letter addressed to the Secretary, DJST.
1. Name of the trial on which person is employed.
2. Name/Address of the employee.

This letter should be forwarded by the investigator.

A copy of stamp size photograph is a must. The Identity card charges are Rs.50/- and should be deposited in DJST.

3.Procedure for Purchase of consumables and equipment :

a. Minimum 3 quotations should be invited.
b. These along with recommendation should be sent to DJST.
c. The order should be placed after receiving sanction. To shorten the time in this procedure, you may attach quotations, comparative statement and recommendation for consumables/equipment at the time of deposition of grant and submission of utilization budget. Thus at the time of approval of deposition, sanction can be taken for purchase.
d. Once you receive the consumables/ equipments, a covering letter with bill duly signed by the investigator for payment should be sent to DJST alongwith the sanction papers.
e. Bill should be in the name of Seth G.S. Medical College and K.E.M. Hospital, Diamond Jubilee Society Trust.
f. If the delivery of consumables/equipment is going to be against payment, DJST staff should be informed accordingly so that the cheque will be kept ready.
g. Payments are made by crossed cheque. You need to inform the company personnel/agent to collect the same form DJST office. The cheques are issued to the party only against a stamped receipt.
h. If the company needs payment by draft, DJST staff should be informed in advance.
i. It takes minimum 3 days to prepare the cheque after receiving bill in the DJST office, if the amount is less than Rs. 50,000/-. If it is more than Rs.50,000/-, we may need one day extra.
j. Maintenance bills and annual maintenance contracts for equipment purchased for the department can be paid from DJST after prior approval.

4. Travel grants:

a. 10% of total grant deposited in DJST can be used by the investigator as travel grant to attend conference/ workshop/ seminar/ symposium/ training programme etc.
b. However, no advance for travel can be granted. The amount will be reimbursed on submission of the tickets. On the recommendation of the staff member owing the subaccount, other staff employed on project and resident doctors are also considered as eligible to use travel grant.
c. It is necessary to apply for the sanction for travel grant if it is not taken earlier. The depositor should forward the application of personnel on project/residents. Head of the department should also be informed.
d. The applicant can claim for the travel grant only after getting sanction of the trustees

5.Advance for contingency:

a. The investigator may apply for an advance to be used for contingency purpose.
b. An amount of Rs. 1000/- is given as an advance.
c. This amount is to be used for local conveyance, fax/telephone calls, xerox, development of learning resources, stationary, postages/courier, expenses for research meeting, general expenses, repairs & maintaince, reimbursement of volunteers/ patients on trial for case paper charges etc.
d. The bills more than Rs.500/- should not be given in cash.
e. For local conveyance, conveyance forms for individual travel are needed to be filled up.
f. For postages, if courier services are used, bills are to be attached. If postal services are used, evidence of the correspondence needs to be produced. (e.g. receipts of registered post or UCP mailing or franching).
g. After submission of expenditure document duly signed by the staff member, next advance will be given after verification of bills.

6.Vounteer/patient compensation:

a. Any compensation to volunteer/patient will be given only if prior sanction is taken.
b. Only crossed cheques will be issued. You are requested to inform the volunteers at the time of enrollment in the study.

7. Holding scientific event (e.g. workshop/seminars/conference/symposium etc.)

i.)A request letter should be submitted to DJST informing
a) Title of the workshop.
b) Name of the Organizing secretary or the faculty who will operate the subaccount in DJST.
c) Dates of Scientific event.
d) Target population with number of participants expected.
e) Utilization budget.
Please note that the utilization budget will be placed in the Trustees' meeting. Without the approval of trustees, no deposit for the event will be accepted.

ii) An advance of Rs.5, 000/- can be sanctioned from the deposit for preparation of the event. This amount is only for the contingency purposes. The expenditure documents duly signed by the sub-account operator needs to be submitted after spending this amount and/or before requesting for the further amount.

iii) For any expenditure exceeding Rs.500/-, the payments will be made directly in favour of the respective beneficiaries and not to the organizing secretary or any of the faculty members. Appropriate bills are to be produced to release the amount. In case there are any exceptions to the above, trustees' permission is to be sought. Stamped receipts are needed to be produced after the payment.

iv) a) The guidelines given under 'Advance for contingency expenditure' are also applicable here.
b) Catering bills will be given directly to the respective caterers. If the scientific event is arranged in a hotel, payment will be done directly to the hotel management. If needed, 50% advance can be given for booking arrangement.
c) Payment for the printing will be made to the printer.

v) Payment for the travel of the outstation faculty will be made either directly to the travel agent or to the out-station faculty. However, Xerox copies of the tickets should be deposited in the DJST at least 1 day prior to the payment. Stamped receipts are also to be submitted in DJST.

8. Statement of audited accounts will be sent to all the investigators twice a year, in the month of
a.April and
b.October.
You are requested to verify these statements. Please feel free to communicate to us in case of any queries. Apart from these 2 statements, if you need any additional statement, Rs 100/- will be charged per statement.

9. Financial support given by DJST for patient care:
In the month of October-November, DJST will communicate to you regarding the extent of financial support it can give for patient care. The Head of the Departments are requested to submit their requisites along with approximate budget. A review committee will scrutinize the applications and decide which departments to be given the financial aid and to what extent. A general rule is that the departments given support in the previous year are not considered eligible. This is mainly to extend aid to all the departments at least once in 2 years.
The HOD will be communicated the decision of the review committee in the month of February. Following this, the usual procedure for purchase of consumables/ equipment should be fo llowed.

10. Financial support given by the DJST for medical education:
In the month of October-November, DJST invites project proposals from PG students. These projects should be the dissertation/thesis of the student. The project proposal forms will be available in the DJST office. The proposals should be forwarded by the guide. These proposals are reviewed by the experts and decision will be communicated to the students in the month of April.

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