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Guidelines for the Conduct of Training Programmes

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  1. The Course Fee is calculated as estimated expenditure plus 20% institutional overheads. In some cases, where the Course Fee per participant has already been determined, the expenditure will be limited to 80 % of the Course Fee actually received.
  2. Sanction Orders for the conduct of a training programme will issued after receipt of the course fee and the remittance particulars have been communicated to the Central Training Institute, Mannuthy. 
  3. The Course Director may propose a mutually convenient date for the conduct of the training programme. However, the Course Director may make changes in the dates of conduct of the training programme in concurrence with the sponsoring agency and the Central Training Institute, Mannuthy if the situation so warrants.
  4. A Email Training Needs Analysis (E-TNA) may be done with the sponsoring agency and deputed participants so as to determine their specific training needs and on receipt of this feedback, the schedule of the training programme may be suitably modified and the concern Resource Persons appraised so that they may be in a position to address the specific issues raised by the participants during the sessions.
  5. Purchase of equipment if necessary for the effective conduct of the training may be included in the training proposal.
  6. Total anticipated expenditure for transportation utilising vehicles outside the Kerala Agricultural University pool may be included   under POL charges.
  7. A minimum of Rs.1000 per day may be levied as rent for physical facilities, power and logistics.
  8. Based on the sanction order an advance may be drawn and disbursed to the Course Director directly or the funds will be placed at the disposal of the Head of the Institution concerned who can obtain the same from the Comptroller by sending demand.
  9. Leave availed by the trainees during training period has to be reported to the sponsoring agency.  No leave other than medical leave should be granted to the trainees during the training period.
  10. Based on the evaluation, a certificate duly signed by the Course Director, Dean/Head of the Institution concerned and Director of Extension will be issued to the candidates who have successfully completed the course. Blank certificates can be obtained from the Central Training Institute by a responsible person only on submitting a request with list of trainees for whom the certificates are to be issued. The certificate number issued to each trainee should be recorded.
  11. The Course Director may please ensure that the advance is settled within 3 months.
  12. Any expenditure that exceeds the sanctioned amount will have to be forfeited.
  13. All bills and vouchers for advances drawn from CTI, Mannuthy, should be in the name of the Professor & Head, CTI, Mannuthy, OR in the name of the Course Director.
  14. All bill and vouchers should be serially numbered and securely tagged.
  15. Store Purchase rules should be followed and necessary certificates given for all bills as detailed below.
  16. All bills should have ‘Paid by me from the advance’ seal signed by the Course Director.
  17. For articles purchased: Certified that the articles have been received in good condition, quantity correct and brought into page number .……… of the Stock Register …………
  18. For works done: Certified that the work has been done satisfactorily and recorded in Page…….of the Stock Register …………
  19. For food items served: Certified that the food served was of good quality, quantity correct and that it was served in full to the participants and resource team.
  20. For diesel/petrol bills necessary certificate with page entries of the concerned vehicle log book must be furnished. 
  21. If a single bill exceeds Rs. 15,000/- copies of the valid rate contract or quotations called for, quotations received, tabulated statements and supply orders must be submitted along with the settlement. The Quotation No. and date must be recorded on the concerned bill.
  22. All bills of less than Rs.15,000/- must have: Certified that stock purchase rules have been observed and the rates claimed are reasonable on local enquiry.
  23. Permanent stock items if any must be transferred to permanent stock registers of the institution before submitting the settlement of advance.
  24. Honorarium may be disbursed by the Course Director to the resource persons after obtaining a receipt from them on which the Course Director shall certify as follows: Certified that the resource person has actually engaged ………theory and ……… practical sessions over and above normal duties fulfilling all the criteria laid down for the payment of honoraria.
  25. The time and topic of the session should be mentioned. A schedule of the whole programme should be attached with the settlement bills.
  26. Admissible TA and DA as per government guidelines may be paid if provision exists for the same and the prescribed TA bill included in the settlement bills.
  27. Avoid Thermal Bills. If unavoidable take a photocopy of the same before the print begins to fade.
  28. If bills are placed for prepaid telephone recharges, the certificate should specify that the calls were made exclusively for training purpose.
  29. Certificate by the Course Director to justify the medical emergency should be there in all Medicine/Medical bills if included.
  30. The use of plastic flex boards may be curtailed. Paper postors, cloth or canvas may be used instead.

Useful Links:

1.   www.kerala.gov.in(link:Reports&Manuals) STORESPURCHASE MANUAL as per G.O(P) No: 3/2013/SPD dated                       21.06.2013 and modified vide GO(P) No.7/2014/SPD dated 28.08.2014 and www.spd.kerala.gov.in                                                                                   

Additional guidelines for conducting training programmes of KAU


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Kerala Agricultural University
Mannuthy P.O.
Thrissur Kerala 680651