ROUND TABLE INDIA
COMPLETION REPORT GUIDELINES
COMPLETION PACK
Dear Tabler / Circler,
Any Table / Circle who has been issued an Allotment Letter of RTIT Grant, may apply for Full and Final
Disbursement of the Grant any time after completing and inaugurating the project.
Following is the Checklist of Documents required for the Final Disbursement and Closure of Grant:
1.
Completion Report on Table/Circle’s Letterhead (Sample attached in Annexure-C.1)
2.
Chartered Engineer’s Completion Certificate in specified format (Sample attached in Annexure – C.2)
3.
Funds Utilisation Certificate from Chartered Accountant (Sample attached in Annexure – C.3)
4.
Copy of Invoices from Contractor / Material Suppliers.
5.
Letter of Acknowledgement from the School (Sample attached in Annexure – C.4)
6.
Area Chairman Recommendation in format ACR-3 (Sample attached in Annexure – C.5). In case of Ladies
Circle also, the ACR-3 must come from the Round Table Area Chairman.
7.
At least 4 high resolution coloured pictures of the School Building to include (a) Building Exterior with
Branding, (b) Inauguration Plaque with Dignitaries, (c) Classrooms and Students. Atleast one of these
pictures should show presence of some Table / Area dignitaries at site.
8.
Copy of the Project Inauguration Invite and a brief report on inauguration.
9.
Copies of Media Coverage of inauguration in form of Newspaper Clippings.
You must send the above documents in 2 Sets of Hard Copy to Ms.Fathima at the National Secretariat by courier.
You must also send the Annexure C.1 and the high resolution pictures by email to akd@rti.in and
projects@roundtableindia.org
If all the documents are complete, it may take 7-10 days to process the disbursement.
I for India
Tr. Akshay Dugar
National Projects Convener (2015-16)
Round Table India
akd@rti.in
P.S.: IMPORTANT! Your attention is drawn to the following important points:

Ensure Prominent and Permanent Branding specially on the exterior of the Building. Project is to be branded
as “Round Table India FTE Block By __RT#__..

Disbursements shall be subject to various Donor / Statutory / Organizational Documentation & Compliances
as applicable.
RTI SECRETARIAT, Bob Chandran Centre, Round Table House 80, Nungambakkam High Road, Chennai - 600 034 Email: projects@roundtableindia.org
Page 1

Registration as a Registered Charitable Society / Trust be initiated / maintained by Table.

Intimate the inauguration date atleast 15 days prior to the inauguration for information to the Area, National
Board and Donors.

File the Completion Report to claim the balance grant within 30 days of the inauguration or 6 months of
Interim Disbursement (whichever is earlier).
RTI SECRETARIAT, Bob Chandran Centre, Round Table House 80, Nungambakkam High Road, Chennai - 600 034 Email: projects@roundtableindia.org
Page 2
Annexure – C.1
(To be printed on Letterhead of Table / Circle)
Date:…………..
The National Projects Convener
Round Table India
Bob Chandran Centre, Round Table House
80, Nungambakkam High Road,
Chennai - 600 034
Dear NPC Tr.Akshay Dugar,
Sub: Completion Report and Request for Release of Full and Final Disbursement
Project Name:…………………………………………………………………… (PID:…………)
We are happy to inform you that the above mentioned project is now complete and inaugurated. You are now
requested to release the full and final disbursement of the RTIT grant sanctioned to us for this project. The
completion report of the project is as under:
SL
PARTICULARS
DETAILS
1
Date of Allotment Letter
2
Date of Inauguration
3
No. of Classrooms Built + Additional Facilities
4
No. of Students benefitted immediately
5
Total Area Built (sq.ft)
6
Final certified quantum / value of work done (as per CE
certificate in Annex C.2)
7
Total amount paid to the school / contractor for the project till
Rs…………………… till ……./……../………
date (as per FU certificate from CA in Annex C.3)
Consolidated Details of all RTIT Grants & RTIT routed funds against this Project:
SL
Name of Grant & Donor
Sanctioned
Amount
Amount Already
Disbursed
Disbursement
Requested Now
Remarks
Brief description of the project in not more than 200 words (about the school, objective of the project, impact to
community and some unique aspects of the project)
RTI SECRETARIAT, Bob Chandran Centre, Round Table House 80, Nungambakkam High Road, Chennai - 600 034 Email: projects@roundtableindia.org
Page 3
LIST OF ATTACHMENTS / ENCLOSURES (All are Mandatory):
SN Attachment / Enclosure
Yes / No
1
Chartered Engineer’s Completion Certificate (Annexure-C.2)
Y/N
2
Photographs of Front Elevation, Exterior Branding, Inauguration
Plaque, Classrooms and Students
Y/N
3
Funds Utilisation Certificate from CA (Annexure-C.3)
Y/N
4
Copies of Receipts, Vouchers, Bills from Contractor / Suppliers
Y/N
5
Letter of Acknowledgement from the School (Annexure C.4)
Y/N
6
Area Chairman Recommendation - 3 (Annexure C.5)
Y/N
7
Copy of Inauguration Invite and Report
Y/N
8
Copy of Media Coverage / Newspaper Clippings
Y/N
Please
draw
the
cheque
in
……………………………………………………………………………………..…………
Remarks
favour
of
I, hereby certify that the above information is true and correct.
Name: Tr. __________________________ Sign: ____________________________
(Table Chairman / Circle Chairperson)
RTI SECRETARIAT, Bob Chandran Centre, Round Table House 80, Nungambakkam High Road, Chennai - 600 034 Email: projects@roundtableindia.org
Date: _____________
Place:_____________
Page 4
Annexure – C.2
(Chartered Engineer Completion Certificate - To be printed on Letterhead of the Chartered Engineer)
To
Round Table India Trust
Bob Chandran Centre, Round Table House
80, Nungambakkam High Road,
Chennai - 600 034
Sub: Completion Certificate of Construction at ……………………………………………………. (project name) of
…………………………………. (Table/Circle Name) situated at …………………………………………………………
(location address)
I hereby declare that I have personally inspected the above mentioned construction site and I certify the findings as
given below:
1. The construction work of the entire school building is complete in all respects.
2. The construction of the entire school building has been done as per the sanctioned building plan duly
approved for construction.
3. The physical dimensions and plinth area are checked and found correct as per the sanctioned building
plans. The dimensions of the building are ………. x ………….. and the plinth area of the building is
………….. square feet.
4. Total number of classrooms constructed are: ………….
5. Material used are of approved quality and grade.
6. All structural work including brick walls, roofing, plastering, etc are being implemented to my satisfaction
as per relevant Indian Standards of Construction (IS:456 & others as applicable). The expected life of the
new structure is 25 years.
7. Total value of work done on the construction till date is Rs……………… and is commensurate with the
amount of work done.
I, hereby certify that the above information is true and correct.
Thanking you,
(Name, Sign and Stamp of the Chartered Engineer)
Date: _________ Place: ________
RTI SECRETARIAT, Bob Chandran Centre, Round Table House 80, Nungambakkam High Road, Chennai - 600 034 Email: projects@roundtableindia.org
Page 5
Annexure – C.3
(To be printed on Letterhead of Table / Circle)
FUNDS UTILISATION STATEMENT FOR CONSTRUCTION OF SCHOOL
School / Project Name: ………………………………………..
Table / Circle Name: …………………………………………..
Name of beneficiary / Amount
paid to (e.g. School Trust or Cotractor)
Purpose of Payment
(e.g. Purchase of Steel / etc.)
Amount spent from
the Project Account
of the Table/Circle
(A)
Amount spent by
others (B)
TOTAL:
Total amount spent on the project (A+B): Rs………………………
Encl: Copies of Receipts / Vouchers / Bills / Invoices
Name: Tr. __________________________ Sign: ____________________________
(Table Chairman / Circle Chairperson)
Date: _____________
Place:_____________
CA CERTIFICATION
I hereby certify that, to the best of my knowledge and information made available to me including the bank
statements, amount spent by the Table/Circle from their Project Bank Account towards the captioned project as per
the Funds Utilisation Statement given above is true and fair.
For …………………………..
Chartered Accounts
(Sign and Stamp of Chartered Accountant)
Name: ……………………………….
Designation: …………………………
Membership No.:…………………..
Date:………………..
Place:………………
RTI SECRETARIAT, Bob Chandran Centre, Round Table House 80, Nungambakkam High Road, Chennai - 600 034 Email: projects@roundtableindia.org
Page 6
Annexure – C.4
(School Acknowledgement Letter - To be printed on Letterhead of the School Trust)
To
Round Table India Trust
Bob Chandran Centre, Round Table House
80, Nungambakkam High Road,
Chennai - 600 034
Sub:
Completion
of
construction
…………………………………………………….
of
our
School
Block
situated
at
This is to acknowledge that the construction and provision of …………………………………………………………
(No. of classrooms and list of amenities built or provided) at ………………………………………………… (name of
school) has been completed by ………………………… ………………………………………… (Table / Circle Name &
No).
We ensure to maintain and use these amenities properly for education of underprivileged children. We also ensure
to retain the donor plaque and branding provided to these amenities for a long term.
We thank you for your generous assistance and further look forward to your support in future.
Thanking you,
(Name, Sign and Stamp of the School Trust)
Date: _________ Place: ________
RTI SECRETARIAT, Bob Chandran Centre, Round Table House 80, Nungambakkam High Road, Chennai - 600 034 Email: projects@roundtableindia.org
Page 7
Annexure – C.5
ROUND TABLE INDIA TRUST
AREA CHAIRMAN RECOMMENDATION (ACR 3)
FOR RELEASE OF FINAL DISBURSEMENT OF GRANT
To
The National Project Convenor
Round Table India,
Bob Chandran Centre, Round Table House
80, Nungambakkam High Road,
Chennai - 600 034
Dear NPC Tr. Akshay Dugar,
Sub: ACR for Release of Final Disbursement
This refers my earlier Recommendation ACR-1 and ACR-2 for Project Proposal of
_______________________RT/LC#_____. The Table has now submitted Completion Report on Construction
Activity and has requested the Final Disbursement of Funds.
SL PARTICULARS
DETAILS
1
Name of the Table / Circle
2
Name & Address of the Project
3
Name and Amount of Grant Sanctioned
4
Any Dues from the Table / Circle to the Area /
RTI?
Category of the Project
5
6
7
Comments of the Area Chairman or any AEx
Board Member who has personally visited the
Project Site. (Attach photo with plaque and
school building in background)
Date of Inauguration
8
Is the Project Fully Complete?
Yes / No (If yes, give details)
FTE / Non-FTE / Others…………..
I verify above details as true and Recommend release of balance and final RTI Trust Grant be made to
____________________________________ # RT/LC_____
I further confirm that,
 Project has been prominently and permanently branded as “Round Table India FTE Block By __RT#__ and
Supported By ‘Donor Name’. A copy of the plaque can be downloaded from www.roundtableindia.org or can be
requested from the secretariat projects@roundtableindia.org.
 Table and Project has duly complied with all Donor / Statutory / Organizational Documentation & Compliances as
applicable.
 Table is considering Registration as a Registered Charitable Society / Trust at earliest.
Name: Tr. __________________________ Sign: ____________________________
(Area Chairman Area ____, RTI & RTI Trustee)
RTI SECRETARIAT, Bob Chandran Centre, Round Table House 80, Nungambakkam High Road, Chennai - 600 034 Email: projects@roundtableindia.org
Date: _____________
Page 8
SAMPLE DONOR PLAQUE AT SCHOOL:
ROUND TABLE INDIA
FREEDOM THROUGH EDUCATION
SCHOOL BLOCK
at
Shishu Mandir, Sattenapalli
A project undertaken by
Guntur Round Table 86
under partnership with
70% RTIT
Recommended
Branding
a P&G Shiksha Initiative
and financial support from
P&G Shiksha
Round Table India Foundation
[List of other Major Donors]
Table Branding
30% Table
Branding
In cases where the school has a major donor apart from RTIT & its partners, the Tables / Circles can provide the
major donors branding on a separate plaque to give them prominence as well.
SAMPLE PRESS RELEASE:
Madras Sterling Round Table 123 and Ladies Circle 63 supports Freedom Through Education by building a
classroom block at Siragu Montessori school, Avadi
Chennai , ___ 2015 : Madras Sterling Round Table 123 (MSRT 123) and Madras Sterling Ladies Circle 63
(MSLC63) have a new classroom block at Siragu Montessori School, palavedu, Avadi.
The new school block consists of 5 classroms and a lobby at Siragu Montessorri School Avadi. Under the
FREEDOM THROUGH EDUCATION initiative of Round Table India. Associations (refered to as Tables) across the
country support the construction of Classrooms and provide various allied infrastructure for needy schools which
provide free education or provide education at highly subsidized fees. This 5 classroom block would benefit 500
children every year as the school is planning to conduct part time courses for children after their regular school
hours.
Inaugurating the classrooms, National President, Round Table India- Tr. Suman Voora and National President,
Ladies Circle India- Cr. Masuma and Area 2 Chairman Tr. Inder said, “It is the right of every child to get education
and we can help in doing so we are building the future of our country as responsible citizens”.
RTI SECRETARIAT, Bob Chandran Centre, Round Table House 80, Nungambakkam High Road, Chennai - 600 034 Email: projects@roundtableindia.org
Page 9
Over the years they have done tremendous work for underprivileged students. Building schools, classroom
assistance, stationary and sport equipments and library and book distribution have been some of the undertaking
that they have successfully completed under the Freedom through Education banner of Round Table India.
RTI SECRETARIAT, Bob Chandran Centre, Round Table House 80, Nungambakkam High Road, Chennai - 600 034 Email: projects@roundtableindia.org
Page 10