SOP: SITE IMPREST MANAGEMENT
Dept : Regional Affairs and Development
No: RAD/Site Imprest/01
Pages: __________________
Effective Date: ____________
Purpose
To establish guidelines and streamline procedures for site imprest management for both
Projects and site O&M activities.
Scope
Applies to Regional Offices/ Project and O and M sites of the ReNew Power Pvt. Ltd.
Responsibility: Regional / Site Head- Regional Affairs and Development Dept.
General Information
An imprest is a standing advance of a fixed sum of money placed at the disposal of Office/Site
Admins to meet initial and monthly expenditures in establishing and maintaining the office and
GHs at sites and other admin related site expenses including emergent charges of small amounts
which cannot be foreseen.
Imprest Cash funds:
(a) will only be approved and allotted for meeting admin expenditures to include daily
operation and maintenance of office and GHs at sites .
(b) are established at an initial fixed amount based on the employees strength and
administration needs at offices and sites.
(c) will only be used for routine admin operations requirements related to office and site
GHs.
(d) will be allotted to earmarked site admin employee designated as fund custodian and will
be credited to his personal bank current account.
(e) will be credited to the fund custodian's account on monthly basis as per the expenditure
details submitted over the month.
(f) custodian will be wholly responsible for all the expenses made, accounting of the imprest
amount on monthly basis and ultimately for repaying the balance advance amount when
the need for the fund no longer exists/ the custodian leaves the Organization.
Imprest Cash funds must NOT be:
(a)
(b)
(c)
(d)
used to pay for services rendered.
loaned to or used by any individual for personal requirements.
used to reimburse employees for travel and hosting expenses
used to make any advance payment or settling any kind of debits.
Process Flow
Ser
No
1
Activity
Process
Initiation by
Action to be Taken By
RO
Projection of
Initial imprest
amount
requirement
Office/ Site
Admin in
consultation by
Admin Head/
RO
Amount required along with
likely expenditure details to
be worked out in
consultation with the RO
and requisition to be
forwarded to RO
Initial vetting out the
requirements and
further submission of
the requirement to
HO for approval.
Purchases and
Payments
Site Admin
Necessary legitimate
expenditure be done for
smooth operation of office/
site GHs as per the
projection and needs.
Proper bills for the
expenditures made be
obtained and complied over
the month.
Maintain check on the
expenditures made
during the month.
Submission of
Expenditure
Details/ Bills
Site Admin/
Fund
Custodian
Bills of the expenditure
made during the month
be compiled by the end
of the month as per the
Monthly Expense Report
(As per annexure
attached) and the
expense report be
submitted to RO by 05th
of each month so as to
cover the expense cycle
for
the month)
Monthly Expense
report to be
scrutinized along
with the bills for the
expenditure made.
Same be submitted
to HO RAD Dept
duly approved and
signed by Admin
Head, by 07th of
each month
2
3
Office/ Site Admin
HO (RAD Dept)
HO (Fin Dept)
Final vetting of the
requirements, taking
approval from
concerned Depts.
and Finance Dept.
and aligning of cost
Center.
On approval, crediting
the imprest amount to
the office/ site Admin/
Fund custodian
current account.
Remarks
Fund Custodian to open
current account with his
banker.
Imprest amount to be
credited to current account
of the site Fund custodian
Expenses to be made for
smooth running of the
Office/ site GHs only.
If expenditure is to be made
for any unforeseen
requirement, necessary
approval be taken from the
RO/ HO
On receipt of the
Monthly Expense
Reports from ROs,
same be approved
and processed
further with the
Finance Dept for
settling the
amount.
On receipt of the
approved expense
report, settlement
memo for the
imprest amount
credited with the
Fund Custodian be
done.
As part of the rolling
imprest, the
expensed amount
be credited again to
the account of the
fund custodian for
maintaining the
allotted rolling
imprest balance for
meeting the
expenses for the
next month.
Expenditure amount of
the rolling imprest
amount be credited on
routine basis before 15th
of each month so as to
maintain the credit
balance in the fund
custodian’s account.
General Information
(a) Bills be obtained and collated for all the expenses made during the month.
(b) Expense report to be prepared on monthly basis as per the format attached.
(c) Expense report to be submitted in the given timelines along with the bills duly numbered for purchases
made.