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Rajasthan - Submission of Utilization Certificate

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ProcedureEdit

Apply In-Person:

  1. To apply for Utilization Certificate in person, the applicant has to visit any nearest office of the Ministry of Finance, Department of Expenditure. The address and contact details can be found in the “Office Location & Contacts” section below or Click on the following link Finance Department
  2. Visit the office and get an application form for Utilization Certificate (GFR 12 – A) from the Expenditure department. Or download here: Application Form
  3. Complete the application form with appropriate information under relevant sections. Attest it with your signature once completed.
  4. Once completed filling the application form, make sure that you have attached all the documents listed in the “Required Documents” section of this page.
  5. Then, submit it in person to the relevant authority at the office along with the stipulated fees.
  6. After submission, your application along with the attached documents will be forwarded for further verifications.
  7. Once all the internal processes are over, the applicants will be notified with the further instructions.


Apply Online

  1. Log in to Login. Please note that only Agency Makers can login & upload Utilization Certificate.
  2. Select the option “Utilization Certificate”.
  3. Click on “Add New UC” from the menu.
  4. On choosing “Add New Utilization Certificate” option, a new screen appears, the user needs to choose the Scheme and Financial Year.
  5. On the basis of the Scheme the details of all the sanctions for the selected Financial Year will be displayed.
  6. Enter the details against each sanction and select ‘’add’’ button.
  7. On completion of data entry, click on ‘’submit’’ the button.
  8. Click on the ‘‘adjust unutilized amount from previous years’’ link.
  9. New screen will appear.
  10. By default all the checkboxes will be unchecked. Please check the boxes if you want to adjust previous year unutilized amount.
  11. Click on “submit” button.
  12. After Clicking on “Submit” button, a confirmation pop up will appear where Total Adjusted amount and Total checked sanction is displayed in the message.
  13. Click “Ok” on pop up if agree for the same.
  14. After clicking on “Ok” button on pop up, the Total Amount from previous year and Total Utilized Amount Text Box value get updated.
  15. When the button is clicked the system generates a unique Utilisation Certificate ID (UCID), which is required for all operations here-after. Using this UC-ID the user will be able to view /edit / approve the Utilisation Certificate.
  16. An e-mail containing the UC-ID is also sent.
    • Note: If you are not able to submit UC for the particular year (say 2013-2014)You will get a message on screen that "Please make sure, you have submitted all previous year outstanding UC"
  17. It implies that UC is not submitted for previous years.
  18. So please change financial year drop down and check whether UC is submitted for previous years (say 2009-2010).
  19. If previous year UC is not submitted/uploaded then system will not allow you to move further.
  20. To view or modify the submitted UC, Select the option “Utilization Certificate – Manage UC” from the menu. By default all UC’s pertaining to the agency are displayed.
  21. The user can then filter on the basis of desired Financial Year, Certificate Status, or UC ID if required.
  22. Click on “Edit” to make changes. Make necessary changes and click on “update” button.
  23. Uploaded or Digitally signed UC’s cannot be edited so please make sure that all the details are correct.
  24. Once the UC is uploaded/digitally signed it flows to the Agency Checker.
  25. The Agency Checker approves or rejects the UC.
  26. After approval the UC moves to the Program Division user (PD) and in case of rejection it moves back to Agency maker who can then make the necessary rectifications.
  27. The Program Division user verifies & approves the UC or returns it back to the Agency.
  28. On approval by PD, UC flows to Pay and account Officer (PAO) and on return it flows back to Program division.
  29. The PAO either Records (Accepts) the UC or returns it to PD.
  30. The acceptance of UC by PAO completes the process.


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Required DocumentsEdit

  • Annexure - I
  • Annexure – II (to be formulated by the Ministry/Department concerned as per their requirements/specifications.)
  • Provided at the end of the application document page.


Office Locations & ContactsEdit

Ministry of Finance
Department of Expenditure
1st Floor, Main Building, Gate 2,
Government Secretariat,
Jaipur, Rajasthan 302005
Website: Website Link
For other Districts: Finance Department
For State Wise List: Link
Click on “State wise list of Sr.AO/AO/AAO posted in SPMU” to download a word document containing contact details for all the states.

EligibilityEdit

  • All grantee institutions shall submit Utilization certificate on Public Financial Management System.


FeesEdit

  • As requested by the authorities.


ValidityEdit

  • The validity period of the certificate is 1 year. So the utilization certificate must be uploaded/submitted every year.


Documents to UseEdit


Sample DocumentsEdit

Please attach sample completed documents that would help other people.


Processing TimeEdit

  • Processing time depends on the accuracy of the information provided in the form.


Related VideosEdit

Videos explaining the procedure or to fill the applications.
Attach videos using the following tag <&video type='website'>video ID|width|height<&/video&> from external websites.
Please remove the '&' inside the tags during implementation.
Website = allocine, blip, dailymotion, facebook, gametrailers, googlevideo, html5, metacafe, myspace, revver,
sevenload, viddler, vimeo, youku, youtube
width = 560, height = 340, Video ID = Can be obtained from the URL of webpage where the video is displayed.
e.g In the following url 'http://www.youtube.com/watch?v=Y0US7oR_t3M' Video ID is 'Y0US7oR_t3M'.


InstructionsEdit

Instructions for the Agencies about using UC module in PFMS:
Agencies will have to enter & upload the UCs in PFMS portal besides sending it in physical form to their respective Program Division.
The below mentioned steps may be followed for entering and uploading the UCs in their PFMS Account:

  1. Login into Login by entering the “Username” & “Password” then select the year and then click “Login” and open your PFMS Account.
  2. Go to Utilization Certificate module of PFMS.
  3. Enter Utilisation Certificate details of current fiscal year as well as previous fiscal year’s for the various releases made to him and then submit.
  4. Generate GFR19 (UC).
  5. Manually sign the UC.
  6. Upload the UC.
  7. Approve the UC


Required InformationEdit

  1. Name of the Scheme
  2. Whether recurring or non-recurring grants
  3. Grants position at the beginning of the Financial year
    (i) Cash in Hand/Bank
    (ii) Unadjusted advances
    (iii) Total
  4. Details of grants received, expenditure incurred and closing balances: (Actuals)Component wise utilization of grants
  5. Details of grants position at the end of the year
    (i) Cash in Hand/Bank
    (ii) Unadjusted Advances
    (iii) Total


Need for the DocumentEdit

  • This certificate is proof that the money was actually utilised for the purpose for which it was sanctioned.


Information which might helpEdit


Other uses of the Document/CertificateEdit

Please explain what are other uses of obtaining this document/certificate.
e.g. Birth Certificate can be used as proof of identity.


External LinksEdit


OthersEdit

More information which might help people.


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