Sr. No.

I
1
2
3

7
8

10

11

12

13

II

2
3
4
III

2
3

IV

2
3

5
6

V
1
2
3

10

VI
1
2

4
VII

9
10

VIII
1
2

4
IX

2
X
1

XI
1
2

XII

2
XIII
1

6
XIV
1

XV
1
2
3
4

XVI
1
2
3
4

6
7
OBSERVATIONS

Security
Check the contract with the security contractor
Ensure that the terms and conditions and other general matters are being complied with by the contractor
The bill of the contractor should be accompanied by the attendance sheet of the security personnel deployed during a particul
The bill of the contractor should be accompanied by a certificate from the contractor that the statutory obligations have been

The Bill should be approved by the Head of the Administration

Ensure that a specific clause has been put in the contract regarding the PF / ESI liability of the employer of security personnel.I
contract as to who will bear the employer’s contribution towards PF / ESI.
In case the contractor is to bear the PF liability then the company should ask for copies of monthly challans in respect of PF de
Study the various clauses of the contract and ensure their compliance
Ensure that contract has been awarded to the contractor on the best possible terms. Quotations/offers of other contractors sh
terms a well as general profile/standing & reputation of the contractors have been considered for appointing the contractor
Check that the security personnel are properly deployed over the area under their jurisdiction and responsibility. Ask for a dep

Check the Registers and records maintained at the security gates/ security points and ensure that the registers and records are
columns are filled in completely
In case Gun men have been deployed ensure that they hold valid licences and that the licences are renewed in time
Ascertain the responsibility of the Security Department / contractor in the form of a check list. The check list should give point
activities/work to be performed by Housekeeping should be documented in the form of a check list
Canteen Services
Wheather the quotation has been taken from minimum three vendors & QCS has been prepeared for the same ? If vendor wit
reason for the same ?
Check the contract with the canteen contractor and ensure that the terms and conditions of the contract are being complied w
Check compliance with point No(s) 3 to 8 as stated in the case of security services. The points are applicable to Canteen Servic
Ensure that a duly approved Rate list of food items has been prepared and is displayed at the canteen
House keeping Services
Wheather the quotation has been taken from minimum three vendors & QCS has been prepeared for the same ? If vendor wit
reason for the same ?
Check the contract with the Housekeeping contractor and ensure that the terms and conditions of the contract are being comp
Check compliance with point No(s)3 to 8 as stated in the case of security services. The points are applicable to Housekeeping s
Ascertain the responsibility of the Housekeeping Department / Contractor in the form of a check list. The check list should giv
contractor. The activities / work to be performed by Housekeeping should be documented in the form of a check list
Courier Services
Wheather the quotation has been taken from minimum three vendors & QCS has been prepeared for the same ? If vendor wit
reason for the same ?
Check the contract with the courier companies
Ensure that the terms and conditions of the contract are complied with, by the contractor
Check that the Bill of courier is checked in detail with the copies of consignment Notes and the Proof of delivery. The Administ
unless all the consignment notes are matched with the Proof of Delivery (POD)
The bill should be approved by the Head of Administration
Ensure that the Contract(s) have been awarded to the contractor / courier company on the best possible terms. Quotations / O
companies should be verified to ensure that the financial terms as well as the general profile / reputation of the courier agenci
the contractor / courier company

Fax Machines / Photocopy Machines

Check the total number of fax machines installed and their location
Ensure that a budget has been fixed in respect of every single fax machine
Compare the Budget V/s Actual position in respect of all the fax machines and comment upon the negative variances between
Ensure that a proper control is kept over the paper issued for photocopy purpose. A record should be kept by the photocopy o
received in a month and the number of photocopies made during that month. A monthly control report should be prepared
Ensure that system of requisition slips for fax / photocopy is in place. Requisition slip system would ensure that there is no mis

Ensure that the fax / photocopy machines are maintained properly and that the operators of the machines do not allow any un
machines
In case the work of photocopy has been given to an outside agency – check the contract entered into with the party and ensur
contract have been complied with
Ensure that the contract with the outside agency is renewed in time i.e before the expiry of the validity of the contract.
A monthly record should be maintained by the company in respect of paper issued to the contractor and the number of photo
variation / differences should be explained by the Department
In case the photocopy / fax work is carried out after the office hours the requisition slips be kept and the employees instructed
number of photocopies made / fax done, after the working hours in the register
Telephones
Ensure that a budgeted amount has been fixed in respect of every telephone. The budget amount should be approved in writi
A monthly Budget v/s Actual statement – Telephone wise should be prepared and reviewed
In case the actual expenses exceed the budgeted amount on a quarterly /six monthly / annual basis, ensure that the approval f
appropriate authority
Ensure that the telephone bills are duly approved / certified for payment by the concerned users
Guest House
Check that the record of fixed assets installed at the Guest House is kept properly in a bound register / computer. The record o
all the details of FA like -Quantity / location/ Make & type / Identification Number / value etc
A six monthly verification of the FA should be carried out and the physical balances compared with the book balances. The dis

Similarly a record of electricity / water / and telephone bills should be kept in a register / computer
A bound register should be maintained to record on a daily basis the Bill number - amount and the type of purchases made - M
register should be kept upto date
Per meal cost should be worked out on a monthly basis ( By dividing the total expenses on food / milk / vegetables etc by the N
The per meal cost would indicate the expenses actually incurred on meals provided to the guests and assess whether the meal

A guest / occupancy register should be maintained at the guest house and all the particulars of the guest like - Name / Time in
departure / address / Room No allotted etc should be entered
A Meal register / slip should be made to record the details of meals provided to the guests. The meal slip should be prepared
guest should be taken on the slip
The register / slip should clearly indicate the No of Break fast / lunch / dinner /tea / milk / snacks etc provided to the guest
A register / statement of consumables (other than Fixed Assets) should be maintained and all particulars of items like - buckets
sheets / covers / utensils should be entered. The Register / Statement should be prepared Room wise
In case the guest house is in a rented / leased premises - verify the rental / lease agreement and see whether the terms and co

Visitors Register at the Reception

Ensure that the system of issuing Visitors Card to the visitors is in existence. The cards should have a serial control
The visitors Card Number should be entered in the Visitors register
The visitors register should be complete in all aspects i.e all the entries as prescribed in the format should be filled in properly
should be kept as blank
The visitors register should be maintained clearly in a legible hand
Travel - Air / Taxi / Train
The bookings in respect of Air / Taxi / Train should be made on the basis of Requisition slips. The Requisition slips should be pr
necessary details like – Approval of the HOD / authorized by / Date and time / details of travel / Name and Designation / purpo

The Administration Department should not accept the Requisition Slips not filled in completely and properly.
Stationery
Ascertain whether there is any system / procedure to ascertain the book quantity of stock of stationery at any point of time.
Check whether there is a procedure wherein the opening balances, Receipts, Issues and the closing balances of each stationery
number) are recorded in the stationery stock Register (manual / computerised)
Carry out a physical verification of stationery items (costing say Rs. 25/- or more) in stock and compare the physical balances w
discrepancies, if any
Ensure that there is a system of issuing stationery items to various Departments against duly approved Requisition slips
Check whether a monthly statement of stationery issued to various Departments is made. The statement should reflect the de
Department wise
Hotel Reservations / Guest House reservations
Ensure that there is a proper procedure for making Hotel / Guest House reservations
The procedure should ensure that the details in respect of Hotel/Guest house reservations are recorded in a control book / reg
Check whether all the columns of the Control Register are filled in properly and completely. All the necessary details as given
Control Register
Fixed Assets for maintenance - Repair
A record of fixed Assets for which the Administration Department is responsible for carrying out the repairs / maintenance or u
( Manual / computerized). The FA would include Air conditioners, Refrigerators, Water coolers, Fax / photocopy machines, Elec
include details of FA like - Quantity / location / Identification Number / make or type. Check whether such a record of FA is ma

A physical verification of such FA should be carried out on a six monthly / annual basis to find out the discrepancies, if any
Renovation and Routine interior maintenance
Check whether quotations / comparative statements were invited / prepared before issuing a Purchase / Work Order to a contr
Ensure that the Purchase / Work Order were issued keeping in view the commercial considerations - lowest quotation / offer /
/ recommendation of architects Engineers etc
Check whether the Purchase / Work Order were issued before the start of the work by the parties. Confirmatory orders should
circumstances
Check whether the Comparative statements are duly approved and dated by a competent authority
Ensure that the variation between the actual Quantity / Value and the Quantity / Value as per the PO / WO does not exceed +
should be as accurate and as possible and all work should be estimated and planned in advance and provided for in the PO /
should be issued in special cases only. The cases of amendment orders being issued for an increase in the scope of work should
activities should be estimated / calculated in advance.

Ensure that the amendments to PO / WO are issued before the start of the extended work/scope of activities and not after the
 Premises upkeep / Maintenance
Check whether the Administration Department has prepared a list of Fixed Assets provided to the employees at their residenti
Check whether an acknowledgement has been taken in the list of FA provided to the employees from the employees. The sign
taken in the list of FA, as a token of their acceptance towards having received the FA
The Administration Department should carry out a physical verification of FA at the residential premises of the employees and
if any between the physical balances and the book balances should be enquired into
The Administration Department should maintain a Register / book wherein all the complaints received from the colony residing

The specific nature of the complaint should also be entered, whether Electrical / Mechanical / Civil / Electronics etc along with
the employee. Similarly, the date and the time of attending / rectifying the problem should also be entered along with the sign
would enable the Administration Department to exercise a proper control over the complaints / maintenance work

Vehicles
Ensure that the details of company owned Vehicles are available by way of a register
Check whether insurance cover is renewed in time
Check the Registration books / Insurance papers of all the vehicles to locate any discrepancies, if any
Check whether log books are properly maintained in respect of vehicles. Check the entries in the log books
Ensure that a Vehicles register is maintained and details of running and maintenance expenses in respect of every vehicle are e
and the amount
Check whether a monthly exercise is carried out to calculate the running and maintenance cost of every vehicle per km. This ca
running and maintenance expenditure by No of Kms run by the vehicle as per the log book. The Administration would know a
maintaining a particular vehicle on a monthly basis

Incoming / Outgoing Correspondence

Ensure that a separate manual register is maintained for the incoming and outgoing correspondence
Check whether all the relevant information is recorded in the incoming / outgoing registers
The registers should be kept updated at all times and entries should be made on a day to day basis
A stamp / seal should be put on the cover of every incoming correspondence indicating the date of receipt of the document / c

A separate record/ register should be kept for documents / correspondence sent through the Registered post. ( copies of Regis
A proper record should be kept of Postage stamps
In case of Franking machine - check the use and the balance amount at the end of the day
COMMENTS REF./WORKING