Check List

For Processing of RAbills @

 General Information
Name of work & Location:
Name of Contractor:
Agreement /Contract Value:
Ref to LOA/ Agreement:
Date of Commencement of work:
Schedule date of Completion:
R/A Bill No.
Work measured up to
PAN No of Agency
Labour License No & validity details:
 1. Following BG’s to be given by Contractor in original :-

 Performance BG

 Retention BG/ Security Deposit BG

 Mobilisation Advance BG

The BG to be obtained as per terms of tender with requisite value as per contract.

- Confirmation of BG with issuer bank

- Renewal of BG before expiry
Insurance Policies to be obtained from Contractor as per terms of tender:

In many cases, the additional sum assured /required is not considered for replacement cost. Sometimes insurance cover is
not taken in Joint names i.e. in the name of client and contractor. In such cases, the client cannot initiate claim on
occurrence of risk.
Statutory Compliances:

Registration of the Contractor under various Laws/ Acts viz. : EPF, ESI, Income Tax (PAN No.), Building
Cess, Other Statutory Laws, etc. (Copies of Registration Certificates to be enclosed)

Copies of PF,ESI, Deposit Challans (incorporating regular employee as well as temporary employee), acknowledgement for
payment under Building Cess Act to be enclosed.

Alternatively, exemption certificates for non-applicability under the relevant Laws / Acts.
Compliance Certificate for Labour Payment including returns by the Contractor up to the date of bill(Copy to be
enclosed)

Contractor needs to submit an undertaking /indemnification certificate (Indemnifying IISER for all liabilities) for all
the statutory compliances under the various applicable Laws & Acts

The quantity as mentioned in the abstract of Cost, matched with the measurement book
The indenture for secured advance by the contractor, mentioning agreement date, amount of advance and signed
with full name and stamped duly supported by relevant bills /vouchers/challans etc.

Approval of competent Authority for Extra Items, if any,

Approval of competent Authority for Part Rate payments, if any

Acceptance of MOP (by site) / bill by the contractor

Pre-receipt for Gross value Bill of the bill:

Bill to be in cumulative form ( both quantities of work done and recoveries ):

Bill’s pages should be properly numbered :Matching the actual quantity & rate with BOQ quantity & rate,

In case of increase beyond the variation limit/deviation limit as per contact the approval of competent authority:

Liquidity damages / Time extension

 RECOVERIES
Recovery for Secured Advances

Recovery for Retention Money

Recovery for Mobilisation Advances

Payment to sub-contractor on behalf of contractor - TDS obligation to be taken care of.

If lower rate deduction of TDS / VATetc. the certificate from the authority to be enclosed in original

Other deduction / recovery specific if any

Payment recommendation to be in words & figures;

All the Documents / photocopies attached needs to be authenticated by site in charge:

The ECS / RTGS details to be attached preferably by cancelled cheque leaf

Any other item as per contract required

Note : Item no. 1 to 5 are compulsory with the first R.A Bill & subsequently only confirmation to validity.
For Escalation bill the formula given in the contract has to be supported by relevant data towards amount on which
escalation claimed & basic data of Inflation index.
For processing Final Bill :-
 Cumulative Measurement for the total Project
 Matching the actual quantity & rate with BOQ quantity & rate
 In case of increase beyond the variation limit, the approval of competent authority
 Confirmation of submission of as built drawings
 Confirmation of validity of BG’s towards Performance & Retention money validity till
detect liability period in line with contract
 No claims / No dues certificate
 Statutory clearances from relevant authorities.
 Completion / Taking over certificate form Client
Disclaimer: This is not an exhaustive check list and it may vary from contract to contract as entered into.

Common errors: 1. Insurance cover in Joint Name, sometime taken in name of Contractor and Client Name not inserted.
2. 15% Additional Insurance not taken
3. Contractor fails to renew the BG before expiry
4. BG validity dates are not as per contract ie beyond certain period of validity of contract.
5. overdue of EMD. (failure to return EMD even after L1 identified/ work awarded.
 General Check List to be followed before sending bills to F&A

st
1 RA / Subsequent Bill

1 Yes/No
Whether the Bill is Pre-receipted
2
Whether the bill is in prescribed form
3 Whether funds available with HEFA or not
4 Whether the bill prepared by the authorized person or with
power of attorney of authorized person on behalf of Contractor
5 Bill is accompanied with the detail M.B
(Cumulative) with page no
6 Contractor acceptance of bill and signature there in
7 Confirmation regarding Bank Guarantee for M.Advance and performance
received as per terms of the Contract along with its validity as well
confirmation of them from the Bank & vetted by Project
incharge/Conducting
8 Insurance Policy as per Contract duly verified/vetted by the
project Incharge
9 PAN Service Tax Registration Number of the Contractor/Proof & certified by
Project In charge/Coordinator.
10 PF, ESI registration no. wherever applicable exist, Proof of compliance duly
verified/checked by the Project In charge
11
Details of Bills worked out and totals are in words and figures duly
checked
12
Payment recommendation
13
Whether rates claimed in the bill are as per the rates applied in the
contract and its calculation.
14
That additions/alterations/overwriting are authenticated by the E in C of
the contract/ approved by BWC as per delegation of powers.
15 Secured Advance given if any.
16 Material brought to site by the contractor is used in this work
 Copy of invoice & Challans for that material with insurance and Indemnity
Bond
18 Contract must be with completed items of work
19
Recovery statement / part rate statement / EI /SI/Deviation statement
enclosed with the bill?
20 Necessary approval of obtained from competent authority:
Extra items
Substituted items
Deviation in quantities
21 Whether sample of items approved by EIC and kept safe custody before use
22 Part rates allowed in the bill if any, have the approval of the authorized
officer / competent authority about the reasonability of part-rate being
allowed.
23 Statutory deduction:- (To be checked accounts)