Internship Report On Finance Directorate of Hazara University

INTERNSHIP REPORT ON FINANCE DIRECTORATE HAZARA UNIVERSITY DHODIAL MANSEHRA KHYBER PAKHTOON KHWA PAKISTAN
PREPARED BY ZUBAIR KHAN AFRIDI ROLL NUMBER 19041 MBA (FINANCE) 2009-11
DEPARTMENT OF MANAGEMENT SCIENCES HAZARA UNIVERSITY
INTERNSHIP REPORT ON FINANCE DIRECTORATE HAZARA UNIVERSITY DHODIAL MANSEHRA KHYBER PAKHTOON KHWA PAKISTAN
Internship Report Submitted To the Department Of Management Sciences for the Partial Fulfillment of the Requirements for the Degree of Master of Business Administration
COMMITTEE APPROVAL FOLIO
External Assessor
Mr.__________________________________Signature___________________
Supervisor
Mr.__________________________________Signature___________________
Chairman
Mr.__________________________________Signature___________________
ACKNOWLEDGEMENT
This internship report existence is the help, support and inspiration of many people. It is a pleasure to express my thankfulness to all of them in my modest acknowledgment. First of all, I would like to express my sincere appreciation and thankfulness to my brother Mr. Ajab Khan for his advices, guidance, support, encouragement & supervision throughout my life as well as providing me extraordinary support throughout my academic career, because without his social and financial support it was not possible for me to take admission in MBA and complete it well in time.
I am also thanks to Mr. Akbar Khan (Acting Treasurer) Finance Directorate Hazara University, who let me to exercise my practical segment of Business Administration in the Finance Directorate of Hazara University and humble thankfulness to Mr. Abdur Rahim (Assistant Accountant) at Finance Directorate Hazara University who enabled me to understand audit, bank reconciliation, general provident fund, payroll, pension, taxation, and many other accounting transactions. His involvement with his originality has triggered and nourished my intellectual maturity in accounting field that will benefit me in upcoming professional career.
Zubair Khan Afridi
List of Contents
Acknowledgement List of Contents List of Figures Executive Summary I II VI VII
Chapter 01 Introduction to Internship Research Programme

1.1 1.2 1.3 1.4 1.5 Background of Internship Research Programme Purpose of Internship Research Programme Limitation of Internship Research Programme Methodology used for Internship Research Programme Observations of Internship Research Programme
01 01 01 02 02 03
Chapter 02 Overview of Hazara University

2.1 2.2 2.3 2.4 Introduction to Hazara University History and Establishment of Hazara University Location of Hazara University Vision and Mission of Hazara University
04 04 04 05 05
Chapter 03 Structure of Hazara University

3.1 3.2 3.3 3.4 3.5 Hazara University Departments Hazara University Administration Hazara University Campuses Finance Directorate of Hazara University Hierarchy of Finance Directorate 3.5.1 3.5.2 3.5.3 3.5.4 3.5.5 3.5.6 Treasurer Assistant Treasurer Superintendent Accountant Assistant Accountant Office Assistant II
07 07 09 10 11 12 13 14 14 15 15 16
3.5.7
Computer Assistant
16
Chapter 04 Functions of Finance Directorate

4.1 4.2 Main Books of Account of Finance Directorate Accounts of Hazara University
4.2.1 4.2.2
18 18 18 19 19 20 20 21 21 22 22 23 24 26 28 29 29 30 31 31 32 33 33 34 35 35 36 37 37 37 38
Recurring Account of Hazara University Project and Development Account of Hazara University
4.3 4.4
Cheques of Hazara University Receipts Of Hazara University 4.4.1 4.4.2 4.4.3 Recurring Grant & Donations Development Grant Income from Owns Sources
4.5 4.6
Petty Cash Pay and Allowances 4.6.1 4.6.2 4.6.3 4.6.4 4.6.5 Pay of Employees Benefits Deduction Overtime Allowances Payment Rate applied for overtime allowances
4.7
Traveling Allowance / Daily Allowance 4.7.1 4.7.2 Traveling Allowance Daily Allowance
4.8 4.9
Projects and Developmental Expenditure Other Expenditures 4.9.1 4.9.2 4.9.3 Purchase of durable goods Repair and Maintenance of Durable Goods Transport Services
4.10 Bill Processing 4.11 Balancing and Reconciliation 4.12 Communication and Utilities Expenditure 4.13 Audit Office 4.13.1 Internal Audit 4.13.2 External Audit
III
Chapter 05 Receipts versus Expenditure

5.1 Receipts of Hazara University 5.1.1 5.1.2 5.2 Internal Receipts External Receipts Total Pay & Allowances Faculty (Basic Pay Scale) Total Salary / Gratuity Faculty (TTS) Total Pay & Allowances Officer / Staff (Teaching Departments Only) Total Pay & Allowances Officer / Staff (Administrative Departments) Non Salary Expenditure Research & Planning
39 41 41 41 42 42 43 43 43 43 44 44
Expenditure of Hazara University 5.2.1 5.2.2 5.2.3 5.2.4 5.2.5 5.2.6
5.3
Opening versus Closing Balances
Chapter 06 My Activities at Finance Directorate

6.1 Internship at Finance Directorate 6.1.1 6.1.2 6.1.3 Dealing Security Applications Verification of Cheques Maintenance of Cashbooks
45 45 46 47 47
Chapter 07 SWOT Analysis

7.1 SWOT Matrix of Hazara University 7.1.1 7.1.2 7.1.3 7.1.4 7.1.5 7.1.6 7.1.7 7.1.8 7.2 Strengths of Hazara University Weakness of Hazara University Opportunities for Hazara University Threats to Hazara University Strengths Opportunities Strategies Weaknesses Opportunities Strategies Strengths Threats Strategies Weaknesses Threats Strategies
49 49 49 53 57 61 65 65 65 65 66 66 70 72
SWOT Matrix of Peshawar University 7.2.1 7.2.2 7.2.3 Strengths of Peshawar University Weakness of Peshawar University Opportunities for Peshawar University IV
7.2.4 7.2.5 7.2.6 7.2.7 7.2.8
Threats to Peshawar University Strengths Opportunities Strategies Weaknesses Opportunities Strategies Strengths Threats Strategies Weaknesses Threats Strategies
75 77 77 77 78
Chapter 08 Recommendations on the Basis of SWOT Analysis

1. 2. 3. 4. 5. 6. 7. 8. 9. Building new Academic Blocks Enrollment of Academically Capable Students Building new Hostels for Students Training and Developing of Faculty Members Installation of Management Information System Access to Digital Library Up Gradation of Laboratories Reducing Racism Building Hostels for Students
79 79 79 80 80 81 81 82 82 83
References
84
List of Figures
Figure-1 Figure-2 Figure-3 Figure-4 Figure-5 Figure-6 Figure-7 Figure-8 Figure-9 Figure-10 Figure-11 Emblem of Hazara University Hazara University Departments Hazara University Administration Hazara University Campuses Hierarchy of Finance Directorate Main Books of Accounts Accounts of Hazara University Pay Slip of Hazara University Overtime Allowance Rates Rates of Traveling & Daily Allowances Receipts versus Expenditure of Hazara University 06 07 09 10 12 18 19 24 30 32 39
VI
EXECUTIVE SUMMARY
Educational Institutions play an important and vital role in strengthening societies and putting nations on track for esteem. In a third world country like Pakistan, its importance is superior. In last two decades the education sector of Pakistan has witnessed practical development in the shape of enhanced Higher Education. Currently there are 132 Universities functional in Pakistan including 73 Public Sector Universities and 59 Private Sector Universities.
Hazara University is a reputed University in Khyber Pakhtoon Khwa. I completed my Internship at Finance Directorate in Hazara University. Being the student of this University with specialization in finance I preferred Finance Directorate of this University for Internship to employ my abilities and enhance my skills in the field of Finance.
This Report holds valuable and significant information about the importance of Internship Programme, brief introduction of Hazara University, its vision & mission statements, structure of Hazara University & Finance Directorate hierarchy, Functions of Finance Directorate, Receipts and Expenditures of this University, activities I performed during my internship, SWOT analysis of Hazara & Peshawar Universities, recommendations for strengthening this University and at the end references.
Chapter 1st entails information regarding the background, purpose, limitation, methodology and observation of Internship research programme. Chapter 2nd holds information regarding the introduction of this University, its brief history & VII
establishment, its location, and its vision & mission statements. Chapter 3rd explains the structure of Hazara University. This chapter elaborates the departments and administration of this University as well as the Finance Directorate structure & its hierarchical activities.
Chapter 4 entails and elaborates the functions of Finance Directorate including all its transactions, events, affairs, procedures and processes. Receipts versus Expenditure of Hazara University are briefly elaborated in chapter 5. Chapter 6 entails all those activities I performed as an intern at the Finance Directorate of this University.
Chapter 7 has detail information regarding the SWOT analysis of Hazara & Peshawar Universities and SO, WO, ST & WT Strategies for Hazara & Peshawar Universities. Chapter 8 holds recommendations that are essential to be carried out for strengthening Hazara University. And references are given at the end of this report.
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Chapter 01 Introduction to Internship Research Programme
1.1
Background of Internship Research Programme
Professional students face barriers and hurdles when they complete their degrees and face the real world. The real workplace environment is not the same mentioned in the books. A competent professional is the one who has practical exposure along with theoretical knowledge. To make the business students competent enough to survive in the real workplace the Management Sciences Department has made it compulsory for all outgoing students to undergo through an Internship programme for six to eight weeks to expose their selves to the real workplace environment and become competent professionals. The selection of the Internship research programme area is based on the choice of the students, whether they are doing Business Administration in Finance, Human Resource Management or Marketing that leads to the study and analysis of the work already done in the selected area and to do further practical work to either bring enhancement in the existing work or forward some new proposals to bring up growth.
1.2
Purpose of Internship Research Programme
The main purpose of the internship research programme is to expose the student of Management Sciences to the real workplace environment of different equipped organizations. Where students should become pre professional and start learning how different types of events are accomplished in real workplace environment in an
organization. The Internship research programme enables the students of Management Sciences to apply their ideas, abilities and potential skill in their selected areas to bring enhancement and innovation in different organizational practices and transactions. Secondly the internship is done as pre-requisite for the completion of the degree program of Master of Business Administration (MBA), at all the Universities of Higher Education Commission. And finally the internship research programme lets the students to study the organizations as a whole with special emphasis on the roles and responsibilities of their respective area i.e. Finance, Human Resource Management, and Marketing. This let the students of Management Sciences to explore their respective area abilities and acquire the required skills.
1.3
Limitation of Internship Research Programme
The time given for this internship research programme is considerably short for collecting data on large scale. The availability of professionals in the field was also limited & uncooperative and collecting data about the finance practices of University was difficult. For many days I was sitting idle in the office. Moreover this University is a non - profit earning and public sector institution, therefore it is a different experience. Being an intern in this University I have tried my best to cover all the aspects for what I was sent.
1.4
Methodology used for Internship Research Programme
For the preparation of this report I studied a couple of other Internship Reports of different students who completed their Internship in different public and private sector 2
organizations in the field of Finance. From the study of other reports I came to know how to prepare and document my Internship Research Programme Report. Then I observed the current financial and non financial practices of Hazara University. During the preparation of this Internship Research Programme Report the most important task for me was to gather all the information about the adopted practices associated with financial and non financial affairs of this University and to identify the problems associated with them and the changes which should be adopted to eliminate the hurdles and to facilitate the financial and non financial affairs and practices in the future. For this purpose I gathered information from Hazara University Annual Reports.
1.5
Observations of Internship Research Programme
I have observed the overall working environment; methods, and procedures of Finance Directorate at Hazara University Dhodial Mansehra and found them irregular. A transaction that should take a couple of hours usually took many days to complete. A simple transaction such as security adjustment which normally required a day to execute wasted almost a week or more than a week of those who were seeking it. I observed lack of responsibility and mismanagement at the Finance Directorate. A few employees were responsible and executed their duties properly and the rest were denying their responsibilities and all this led to the mismanagement of resources especially financial of Hazara University.
Chapter 02 Overview of Hazara University
2.1
Introduction to Hazara University
The gentle and the fresh wind blowing across the campus waft an invigorating freshness so conducive for learning environment. Hazara University with its immaculate natural surrounding appears to have a far superior location with a formative influence, which serves as the educator of senses and mind alike. The most famous and attractive summer resorts of Kaghan Valley, Galliyat and Siran Valley with fascinating mountains and hills are at a convenient distance of a few hours drive from the University Campus, linked with wide metal-roads. The transport facilities to these places of attraction are available at any hour of the day and night.
2.2
History and Establishment of Hazara University
The first draft of Hazara University Act was prepared by Higher Education Department, NWFP and the University Grants Commission (Now Higher Education Commission) in 1995. Two years later, in 1997, the NWFP Provincial Assembly passed Hazara University Act in 1997 and Lt. Gen. (R) Syed Iftikhar Hussain Shah Governor NWFP took the bold step of establishing Hazara University in the Neuropsychiatry Hospital, Dhodial, Mansehra, in 2002.
2.3
Location of Hazara University
The campus of Hazara University is situated 14 kilometers to the north of Mansehra town on the right side of Karakorum Highway in a serene, peaceful, rural, pollution free environment. The patches of the green pines across the sprawling campus enhanced its natural location and accentuate the harmonious calm of its location. The vast plain of Pakhal with its agricultural wealth irrigated by the River Siran and tea gardens surround the University. Towards the northeast the hills are covered with the dense forest and in the background far beyond the lofty peaks of the snow-covered mountains of Kaghan Valley add to its panoramic attraction. On the western, southern and the eastern sides the rolling ranges of the hills offer the captivating scene.
2.4
Vision and Mission of Hazara University
The mission of Hazara University is to impart knowledge in the fields of emerging and social sciences as well as liberal arts inculcating the universal values of truth, beauty and goodness among the younger generations, on the one hand, and to provide a befitting research base for contributing original research to the world research pool for the service of mankind, on the other. It further aims at imbuing the students with higher and nobler ideals of Islam and socializing them into well-rounded persons ever ready to serve their own nation, the Ummah and humanity at large.
Figure-1
Emblem of Hazara University
The Emblem of the University has the motto derived from the Holy Quran, an injunction from Almighty Allah meaning Get Knowledge. The Emblem has snow-covered mountains of Kaghan in the backdrop and the Siran River in the foreground, having Deodar trees on its bank. Deodar tree has the symbolic significance of slow, steady and sure growth spreading over centuries. The mission of the University, therefore, is to impart education systematically, gradually but surely spreading over centuries. The objective of the University, therefore, is to impart universal education systematically and gradually but surely to the coming generations of students for over indefinitely remote and distant future with Godspeed. "The emblem of the University was approved in its present design by its faculty, 'Ullema' and the Syndicate in 2003.
Chapter 03 Structure of Hazara University

3.1
Hazara University Departments

Faculty of Health Sciences Faculty of Law and Administrative Sciences
Faculty of Sciences
Faculty of Art
Department of Botany
Department of Bio Chemistry
Department of Economics
Department of Management Sciences
Department of Chemistry Department of Information Technology Department of Mathematics
Department of Micro Biology
Department of Education
School of Law
Department of English Language & Literature
Department of Islamic & Religious Studies
Department of Physics
Department of Communication & Media Studies
Department of Zoology
Department of Political Science
Department of Psychology
Department of Urdu
School of Cultural Heritage & Creative Technologies
School of Cultural Heritage & Creative Technologies
Department of Art & Design
Department of Archaeology
Department of Architecture
Department of Conservation Studies
Department of Tourism & Hospitality
Figure-2
3.2
Hazara University Administration
Registrar Office
Central Library Finance Directorate
Transport Office
Provost Office
Museum
Vice Chancellor Office
Administration
Office
Medical Center
Research & Planning Office
Sports Office
Director Works Office
Examination Cell
Figure-3
Hazara University Administration
3.3
Hazara University Campuses
Haripur Campus
Havelian Campus
Garden Campus
Figure-4
Hazara University Campuses
10
3.4
Finance Directorate of Hazara University
Hazara University is a Public Sector University and its Finance Directorate manages and controls all its financial affairs. Finance Directorate oversees and regulates the accounts of University, investments & finances of the University, judges & revises annual budget estimates, in accordance to the advice of the Finance Committee.
The Senate and Syndicate approve the rules, regulations and procedures of the Finance Directorate to perform its activities, tasks and transactions. Finance Directorate is not authorized to implement the rules and laws by itself. The Higher Authorities of the University have to approve them. The Treasurer under the supervision of the Vice Chancellor administers and manages the Finance Directorate of the University. Finance Directorate is responsible to provide finance for the procurement all types of material and services.
11
3.5
Hierarchy of Finance Directorate

Assistant Accountant Accountant Superintendent Computer Assistant Assistant Accountant
Computer Assistant Accountant Assistant Accountant
Peon Treasurer Assistant Treasurer Peon Office Assistant Peon Computer Assistant peon
Assistant Acountant
Accountant Superintendent Computer Assistant Assistant Accountant
Figure-5
Hierarchy of Finance Directorate
12
3.5.1
Treasurer
The Treasurer Mr. Akbar Khan is the Chief Financial Officer (CFO) of Hazara University. The Treasurer is responsible for the financial activities and preside decision making regarding financial planning, fund raising, capital expenditure, managing cash & credit, pension obligations, and so on. The Treasurer approves all financial transactions of Hazara University. Senate and Syndicate make financial decision on the basis of recommendations given by Treasurer. Payment for any purpose needs the approval of the Treasurer of the University. Every employee within the Finance Directorate is owed to report to the Treasurer. Treasurer usually performs the following functions: To check and approve salary bills of all employees of Hazara University. To sign all the cheques for payment like salary, traveling allowance, daily allowance, medical re-imbursement, leave salary and pension contribution and other payments regarding the purchase of stationery articles and other articles like purchase of computers, payment of rent for any hired building etc. To check annual accounts, income and expenditure statements and balance sheets etc. To sign the cashbook. To sign all the vouchers of payments / receipts. To release the grant of University from the Government. Supervision of preparation of budget estimates / revised estimates of University. Manage the property, finances and investments of University. Prepare the annual and revised budget estimates of the University and present them to the Finance Committee. 13
Ensure that the funds of the University are spent for the purpose for which they are provided.
3.5.2
Assistant Treasurer
Assistant Treasurer is a person who assists the Treasurer in performing his / her activities. Assistant Treasurer also keeps an eye on the processes within the Finance Directorate. Assistant Treasurer coordinates the following activities of their respective sections. Ensure adequate cash reserves to meet ongoing cash requirements from operations of University. Maintain banking and credit facilities. Maintain financial accounting system(s) and books of record of University. Responsible for all cash management, bookkeeping, cheque writing, payroll, monthly reporting, budget and financial statement preparation of University. Process members payments and account records. Prepare bank deposits; perform monthly bank account reconciliation.
3.5.3
Superintendent
Account superintendent perform the activities relating to record maintenance, bank dealing, selling of equipments, repotting, and billing. Bank reconciliation is also the activity of superintendent. These functions are distributed among different account superintendents. So they are further classified according to the task assigned to them.
14
3.5.4
Accountant
Accountant typically handles the accounting activities, tax management, budgeting, and also checked the financial operations within the organization. Accountant focus is more on the internal control of money. Accountant usually performs the following duties. Checking of traveling allowance / daily allowance bills of the staff. Checking vouchers and cheques for payment. Reconciliation with Accountant General / bank. Income tax evaluation / returns. Checking of audit reports. Medical reimbursement claims etc. Leave salary, contribution deposits, payment of water, electricity and telephone bills etc. Checking of balance sheets, expenditure statements, budget / revised budgets, correspondence regarding quarterly grants with the Government. Salary bills, arrear of pay, LTC, salary statements and all other account matters of the employees of the Organization. Checking the accounts ledger, of all employees of the Organization for accounts of rent and income tax etc.
3.5.5
Assistant Accountant
Assistant Accountant is a person who assists the Accountant in performing his / her activities. Preparation of traveling allowance / daily allowance bills of the staff. Preparation vouchers and cheques for payment. 15
Preparation income tax evaluation / returns. Preparation of audit reports. Preparation medical reimbursement claims etc. Preparation of leave salary, salary bills, salary statements of all employees of University. Preparation of balance sheets, expenditure statements, budget estimates of University. Preparation the accounts ledger, of all employees of University for accounts of rent and income tax etc.
3.5.6
Office Assistant
The Office Assistant fills documents, updates files and maintains the attendance register of all the staff at the Finance Directorate in Hazara University. Office Assistant makes copies of the documents, as directed by the Treasurer and also according to the needs of the office. Office Assistant sends faxes and handles communications with post office, bank, VC office, registrar office, provost office etc. and distributes the incoming mails to the respective staff. The Office Assistant provides stationary and staples to Finance Directorate. Office Assistant keeps the contacts list of all the staff of Finance Directorate and assists the concerned authorities in matters related to preparation of annual reports, files / weekly reports of Finance Directorate.
3.5.7
Computer Assistant
Computer Assistant digitalizes the financial transactions of Finance Directorate. Computer Assistant keeps the record of all affairs of Finance Directorate in soft form. 16
Computer Assistant prepares the meeting minutes in soft form and then sends them to the related department in just no time. The following transactions are prepared and maintained by the Computer Assistant in soft form: Preparation of traveling allowance / daily allowance bills of the staff. Preparation income tax evaluation / returns. Preparation of audit reports. Preparation medical reimbursement claims etc. Preparation of leave salary, salary bills, salary statements of all employees. Preparation of balance sheets, expenditure statements, budget estimates of University. Preparation of accounts of rent and income tax of all employees of Hazara University.
17
Chapter 04 Functions of Finance Directorate
4.1
Main Books of Account of Finance Directorate
Finance Directorate keeps the following Books of Account to record and maintain all the financial transactions and events:
Cash Book Contractors Ledger Loan Register

Grant in Aid Register
Income Ledger Students Bill Book Subsidiary Cash Book

Students Admission Register
Band Ledger Scholarships Register Expenditure Ledger

Advances Register
Imprested Money Register
Medical Claims Register
Subsidiary Ledger
Figure-6
Main Books of Accounts
4.2
Accounts of Hazara University
Hazara University has various accounts in National Bank, Khyber Bank, Askari Bank and Allied Bank. The main two accounts are Recurring Account that receives grant from Higher Education Commission of Pakistan and the Project & Development Account that makes payment for new and developmental projects expenditures. Other accounts of Hazara University in all the above mentioned banks are given in the table below.
18
4.3.1
Recurring Account of Hazara University
Recurring Account is the main account of Hazara University. This account gives information to Higher Education Commission of Pakistan about the utilization of funds and in return the Higher Education Commission gives grant to Hazara University in order to meet its expenditures. All the receipts receive from HEC are credited in Recurring Account and thus this account makes payment for all the expenditures except the project development.
4.3.2
Project and Development Account of Hazara University
Project and Development Account is an account that receives funds for different developmental projects from Higher Education Commission of Pakistan after the approval of PC 1 of each project.
Hazara University Various Accounts at March 24, 2011

University Due A / C Affiliation Income A / C Social Work Income A / C
Hostel Dues A / C Security A / C Scholarship A / C Foreign Currency A / C GP Fund A / C
Exams Dues A / C All Departments A / C Premium Plus A / C Boys Hostel A / C NCCRT A / C
Workshop A / C Sport Income A / C Phase I A / C Girls Hostel A / C Staff Welfare Fund A / C
Figure-7
Accounts of Hazara University
19
4.3
Cheques of Hazara University
Accountant and Assistant Accountant are responsible to deal carefully with cheques and cheque books in the Finance Directorate of Hazara University. In the Finance Directorate the Assistant Accountant Mr. Abdur Rahim first verifies all kind of cheques and then refers these cheques to the Treasurer Mr. Akbar Khan for approval. After the signature of Mr. Treasurer the bearer can withdraw the amount of money mentioned in the cheque from the concern bank. When the Finance Directorate receives a new cheque book from any bank of Hazara University, then its the responsibility and duty of the Accountant to count and check all the page of the cheque book to confirm they are in acceptable condition and after satisfying the requirements the Accountant should sign it. The counterfoils of the used cheque books are preserved and kept in safe custody.
4.4
Receipts Of Hazara University
Hazara University generates its income or receipts from various sources. The main sources of funds generation are Higher Education Grant, Admission & Tuition fees, Donations, Affiliation charges & fees, Government Special Grant, Degree fee, Transcript fee, and some other sources. All of these funds are credited to the University various accounts. These deposits are recorded in cash book on daily bases by the accountants of Finance Directorate. All the money received is then recorded in the main cash book of the University. The Account Section in the Finance Directorate has its own bank ledger where it note all the daily transactions of deposit in and withdrawal of money from any account in any of its concern bank branch. In the
20
second step the income is posted to the income ledger on monthly bases. Sources of Hazara University Funds generation are classified in three main heads: Recurring Grants & Donations Development Grants Income from Owns Sources
4.4.1
Recurring Grant & Donations
Recurring Grant includes those funds which Hazara University receives from Higher Education Commission of Pakistan (Federal Government) and Provincial Government of Khyber Pakhtoon Khwa. While Donations are special grants which are received from Federal Government, Provincial Government, Foreign Countries or Private Sector Organization in the form of Scholarships, Grants for different Projects, Sport & Festival Weeks, and up gradation of Computer Labs & other Labs.
4.4.2
Development Grant
Hazara University gets its developmental grants from Higher Education Commission of Pakistan (Federal Government) and Provincial Government for different developmental projects. These grants are credited to Project & Development Account after the approval of PC 1 of each project by the Audit & Planning Commission of Higher Education Commission of Pakistan.
21
4.4.3
Income from Owns Sources
Hazara University also generates funds from its own sources. These sources include Admission fees, Tuition fees, Examination fees, Affiliation fees, Medical & Transport fees, Annual Subscription fees, Hostel fees, Sport fees, and on and on.
4.5
Petty Cash
Petty Cash is an advance payment of money to all departments of Hazara University for their daily expenses. Petty Cash is granted to each department of University once in a month. Each Department of University is bound to submit proper account of the Petty Cash to Finance Directorate. The Head of each Department determines the required Petty Cash and then the Head of Department communicates it with the Treasurer at Finance Directorate.
The Petty Cash is granted and recorded as an advance payment against the Head of each Department. Petty Cash is issued in the form of cheque in the name of the Head of Department. Each Department Head is required to send an adjusted account against the used Petty Cash. Petty Cash is only for the departmental purpose and no Head of Department is allowed to use it for his / her personal matters. The amount of Petty Cash is specific for each department of Hazara University and is dependent upon the capacity of each department.
Each department sends adjusted account against the used Petty Cash approved by the Head of Department along with the original invoice bills to Finance Directorate. So these invoices are then processed at Finance Directorate to check their creditability. 22
The Accountant matches the actual expenditures with these invoice bills. While checking the invoice bills the Accountant take care of the following. The invoice bills have to be in original. The invoice bills and adjusted accounts of Petty Cash have to be approved by the Head of Department. The amount on each invoice bill should be clear and easily understandable. The invoice bills of excluded Petty Cash item should not be included such as the invoice bill of furniture purchased. The expenditure will be recorded in the ledger after the approval of the Treasurer.
4.6
Pay and Allowances
The pay bills of all the employees of Hazara University are prepared in the Finance Directorate according to the scale of each employee. Record of all employees regarding their appointment, designation, promotion and termination is prepared and maintained by the Registrar Office of Hazara University. This type of record is documented in Establishment Check Register which is prepared in the Establishment Section at Registrar Office. Each employee has a personal file which carries all the information about him / her. All pay bills are prepared from the Establishment Check Register and are sent to Finance Directorate before 25th of each month for salary preparation. While preparing the pay bills of employees of University the Finance Directorate ensures the following things to be satisfied. Pay bills of all employees are prepared according to their pay scales. Deductions from salaries are according to the pay scale. 23
Other deductions from salaries of employees are due to absence or some other reasons which are influenced & directed by the employees concerned department. Allowances are included in the pay bills according to the pay scales of employees.
The Salary Section of Finance Directorate prepares general vouchers and sends them to the internal audit for pre - audit. The Account Section Finance Directorate prepares pay slips / cheques of all employees of University according to post - audit.
4.6.1
Pay of Employees
Registrar Office prepares pay slips of all employees of University and sends them to the Finance Directorate and the later makes payments to all the employees. A typical pay slip appears in the following shape. Hazara University Mansehra KPK Pay Slip Name Scale Employee Code Designation Department Month Bank Account Bank
Salary Amount Basic Pay Arrears House Allowance
Deduction Amount House Rent Benevolent Fund Group Insurance
24
Conveyance & Medical Allowance Ad hoc/Special Relief 15-20% Dearness Allowance Deputation Allowance Additional Charges / Utilities Special Pay Integrated Allowances Special Additional Allowance 20% PhD Qualification Allowance Computer Allowance Senior Post Allowance Entertainment Allowance Orderly Allowance Others Gross Pay Net Pay
Staff Welfare Fund GP Fund Income Tax Others
Total Deduction
Figure-8
Pay Slip of Hazara University
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4.6.2
Benefits
House Rent Allowance: - House Rent Allowances are based on the basic pay of the employees. Hazara University pays 45% House Rent Allowance to all its employees on the basis of their basic pay.
Medical Allowance: - Medical Allowances are based on the basic pay of the employees. Hazara University pays 35% Medical Allowance to all married employees and 17.5% to all unmarried employees. In case of hospitalization the employees gets extra amount of money depending upon the sensibility of the case and these are given if the employees hospitalized or their parents or their children are hospitalized.
Ad hoc / Special Relief 15-20%: - This Allowance is paid to all the employees who are working in Hazara University on Ad hoc basis. It is paid on the basis of basic pay as well and ranges from 15 to 20 percent. This policy is adopted since July 2009.
Dearness Allowance: - Dearness Allowances are based on the running salaries of the Government employees. Hazara University pays 15% Dearness Allowance to all its employees based on their running basic pay.
Deputation Allowance: - Deputation Allowances are paid to those employees who are deputed from other organizations to Hazara University. Such
26
allowances are also based on the basic pay of the employees. Hazara University pays 20% Deputation Allowance to all deputed employees.
Additional Charge / Utility: - When an employee of Hazara University is in charge of more than one designation then in such cases that employee receives his / her pay slip and also receives additional pay for the additional charge.
Special Pay: - Special Pay is a grant for specific employees by the Government. When an employee is authorized by the Government to receive additional pay then it is called Special Pay.
Integrated Allowance: - The Integrated Allowances are for Class Four Employees.
Special Additional Allowance: - In past Special Additional Allowance was used to benefit the old employees of Hazara University. It was 20% on the basis of basic pay. But now the allowance under this head is abandoned.
PhD Qualification Allowance: - Doctors and Post Doctors of any department in Hazara University receive the PhD Qualification Allowance. It has a fixed rate of Rs. 5,000 for all employees.
Computer Allowance: - Computer Allowances are paid to all the Computer Operators / Computer Assistant designated employees in Hazara University. Its rate is fixed and that is Rs. 750.
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Senior Post Allowance: - Any employee who executes the duties and responsibilities of a senior post receives the Senior Post Allowance.
Entertainment Allowance: - Grade 20 to 22 Officers / Executives receive Entertainment Allowances in Hazara University. Lower grade employees do not receive Entertainment Allowances.
4.6.3
Deduction
All employees of Hazara University receive Net Pay. Net Pay on the pay slip is obtained when all the deduction items are deducted from the Gross Pay of the employees. The following are the deduction items on a pay slip of employees.
House Rent: - House Rent is deducted from all those employees who are using University Houses for accommodation purpose. The House Rent deduction from salary is according to the rent value of the rented house.
Staff Welfare Fund: - Staff Welfare Fund is deducted from all the regular employees of Hazara University. The deduction rate of Staff Welfare Fund is 1% of the basic pay of all employees of Hazara University.
General Provident Fund: - General Provident fund is deducted as well from all the regular employees of Hazara University but this deduction vary from lower rank employees towards upper rank employees of Hazara University.
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Income Tax: - Hazara University deducts Income Tax from all of its employees and the deduction from employees income is on the basis of Government Rate.
4.6.4
Overtime Allowances Payment
Employees from Grade 1st to 16th are eligible to receive the Overtime Allowance when they execute tasks after the working hours of Hazara University. Applications of Overtime Allowances are processed in the Finance Directorate of Hazara University. Each application of Overtime Allowance has to satisfy the following requirements. Head of Department should approve the Overtime Bills. Overtime Bills should be properly signed and stamped by the concerned Department. No Overtime Allowance on public holidays.
4.6.5
Rate applied for overtime allowances
The following are the rates for Overtime work. The Overtime hours start after an hour of the working hours. After the satisfaction of all requirements mentioned above the accountant prepares the voucher and sends it to pre audit and then after the approval of the Treasurer the subjected employee receives the Overtime Allowance.
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Hazara University Overtime Allowance Rates for Employees Basic Pay Scale Overtime Allowance Rate Per Hour in Rupees 14 58 9 11 12 13 14 15 16 8 11 12 14 15 18
Figure-9
Overtime Allowance Rates
4.7
Traveling Allowance / Daily Allowance
Traveling and Daily Allowances are paid to all those employees of Hazara University who execute different tasks outside the jurisdiction of Hazara University or participate in different types of events, functions, ceremonies, orientation, seminars or festivals outside the jurisdiction of Hazara University. All the Traveling and Daily Allowance Bills are processed in the Finance Directorate of Hazara University. And after the approval of Treasurer the concern employees receive Traveling and Daily Allowances. These rates are applied on the basis of basic pay scale. However Traveling and Daily Allowances are also payable for Sundays and Public Holidays in case the University employees are outside the University for Official Affairs.
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4.7.1
Traveling Allowance
Hazara University pays Rs. 5 per kilometer to all its employees above the basic pay scale 16th who use to travel in their personal vehicles in order to perform different tasks outside the University Location. If these employees are not traveling in their own vehicles then the traveling allowance is Rs. 1 per kilometer.
4.7.2
Daily Allowance
Hazara University pays Daily Allowance to all its employees when they mark absence in University due to some official constraints. Daily Allowance covers the expenses of University employees when they are outside the University for Official Tasks Execution. Official Tasks Execution spot should be 10 miles / 16.2 kilometers away from the University. If the spot is not that much away then the employees cannot claim Daily Allowance. When the employees do not spend night outside the University Location then half Daily Allowance will be paid to them. But when they are spending night too outside the University Location for Official Tasks Execution then they will receive full Daily Allowance. The rates of Daily Allowances are given in Figure 7 on next page.
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Rates of Daily Allowances Basic Pay Scale Ordinary Rates per Day in Special Rates per Day in Rupees 14 5 11 12 16 17 18 19 20 21 22 125 155 280 500 625 700 Rupees 200 220 365 640 825 1000
Figure-10
Rates of Traveling & Daily Allowances
4.8
Projects and Developmental Expenditure
Finance Directorate processes all bills of Projects and Developmental Expenditure. The Project Director / Consultant submits all such bills in the Finance Directorate for processing after the approval of Vice Chancellor and Director of Research & Planning. The Project Director is required to verify such bills prior to submit them to Finance Directorate. The Project Director is also bound to submit a copy of tender notice along with such bills. After the approval of the Treasurer the Project Director / Consultant will receive the amount of money from the Developmental Grant which the Higher Education Commission of Pakistan (Federal Government) and the Provincial Government of Khyber Pakhtoon Khwa provide to Hazara University.
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4.9
Other Expenditures
Other Expenditures are Hazara University includes purchase of durable goods, purchase of supplementary items, repair and maintenance of durable goods, and transport services expenditures. These are briefly explained in the following line.
4.9.1
Purchase of durable goods
In Hazara University the purchase of all durable goods is categorized in four categories. All the purchases of durable goods are made against the needs and requirements of any Department of Hazara University. The Head of Department, Dean of Faculty, Registrar, Treasurer and Procurement Director are responsible for the purchase of any durable goods.
Firstly if the value of durable goods which are going to be purchased is Rs. 5,000 or less than this amount then such goods will be purchased in the local market after the approval of the Treasurer. In this case there is no need to invite quotations for such durable goods purchases. Secondly if the value of durable goods which are going to be purchased range from Rs. 6,000 to Rs. 25,000 then the purchase of such durable goods will be made in the open market after a survey of the market. The authorized committee has to ensure the quality of material and its adequate costs.
Thirdly if the value of durable goods which are going to be purchased range from Rs. 26,000 to Rs. 75,000 then in such cases the authorized purchasing committee will invite quotations from at least three recognized suppliers and will select the best quotation in them. If the response from the approved suppliers is not up to mark then the authorized committee can go ahead to buy the required durable goods in open 33
market after the permission of Treasurer. And lastly if the value of purchasing durable goods is more than Rs. 75,000 then the authorized purchasing committee will advertised the tender through print and electronic media and will obtain sealed quotations from various recognized suppliers by an open tender system. The authorized purchasing committee will open all the sealed tenders and each member of the committee will mark presence and will sign those opened tender. The committee will select the tender with lowest costs.
After receiving the purchased durable goods the purchasing committee is bound and responsible to check, count, weight, or verify all the purchased goods / items. All these will be recorded in the purchase register of Hazara University and in addition all departments also carry purchase register where they record their departmental purchases. Durable goods may be transport related items, equipments, sports related items, lab equipments, furniture and fixtures etc.
4.9.2
Repair and Maintenance of Durable Goods
Finance Directorate pays all the repair and maintenance bills of durable goods. The repair and maintenance estimation are first sent to the Works Department. The Works Department engineers / sub engineers verify the condition of durable goods and if they need repair and maintenance then the authorized person takes the estimation of cost and sends them to the Finance Directorate and the Finance Directorate issues the demanded sum of money to the concern department after the approval of Treasurer.
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4.9.3
Transport Services
Hazara University provides conveyance facility to all its students and employees. For this purpose University is running its own transport. Hazara University has many buses which bring students and employees to University in the morning and take them home in the evening every day. Hazara University also has many other small vehicles for executives who use them for their own conveyance.
Buses are also used to take students for study tours and employees to important events, festival, seminars, and orientation outside the location of Hazara University. The Finance Directorate provides money to Transport Department. All the transportations bills need prior approval from the Transport Department and the Provost Office of Hazara University. The transportation bills are then sent to Finance Directorate for the Treasurer approval after which the payments would be made by the Finance Directorate.
4.10
Bill Processing
Finance Directorate processes all the Bills of Hazara University. This Department of University is responsible to arrange the payments of all the expenditures of the University. That is why Bill Processing is the most important function of Finance Directorate of the University. All type of Bills are processed in the Finance Directorate and the payments against the Bills are made after the approval of Treasure and the authorized committee who are in charge to deal with Bills.
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The authorized committee is responsible to check the creditability of the Bills and ensures that the Bills are in accordance to the rules and regulations of University. The approval of Vice Chancellor is also required prior to the payments of expenditures of University. Vice Chancellor approves all Bills before they appear in the Finance Directorate. When the Bills appear in Finance Directorate, they are first recorded in the Diary Register for record keeping purpose and then are sent to the Treasurer to approve them.
After the Treasurer approval the Bills are directed to Account and Budget Section of Finance Directorate. In the Account & Budget Section the Bills are checked and analyzed and then the Accountant matches the Bills with the actual expenditures. After the approval of this section the Bills are sent to the Pre Audit Section of Finance Directorate where these Bills are recorded and this Bills Processing ends with the preparation of cheques in the name of the bearer.
4.11
Balancing and Reconciliation
At the end of each month the Account Section of Finance Directorate reconciles its checkbooks / cashbooks by comparing its receipts with its bank statements. As Hazara University has many accounts in various banks, therefore the Account Section carries out the process of reconciliation with all of them. This process determines the fraudulent withdrawal of money from any account of Hazara University. If any cheque remains uncollected for long, the Account Section will bring it to the notice of Treasurer and the Treasurer will hold its withdrawal. The Accountant Section will
36
issue another cheque to the bearer on demand after which the bearer will be able to withdraw the amount from the mentioned bank.
4.12
Communication and Utilities Expenditure
Finance Directorate pays all the Communication and Utilities expenses of Hazara University on monthly basis. All the payments are made after the approval of the authorized personnel and the Treasurer. The Communication Services include Courier & Pilot Services / Postage Services. Leopard Courier Services Mansehra is the authorized courier for Hazara University. Utilities Services include Electricity, Telephone & Trunks and Printing & Publishing.
4.13
Audit Office
The Audit Office in Finance Directorate audits the accounts of University. The aim of Audit Office is to check all the activities and operations of Finance Directorate to verify either they are in accordance to the Financial Rules & Regulations of Hazara University or not. There are two types of auditing in the Finance Directorate i.e. the Internal Audit and the External Audit. The Internal Audit is a continuous process and is performed monthly while the External Audit is performed once in a year.
4.13.1
Internal Audit
The Local Fund appoints the Internal Audit Officer. The Internal Audit Officer is responsible to audit all the accounts of University continuously on daily or monthly
37
basis. The rest of employees working the Internal Audit Office belong to Hazara University. All the expenses of Internal Audit Office are born by University. The employees working in the Internal Audit Office are transferable to other Department of Hazara University.
4.13.2
External Audit
The Accounting General Office appoints the officers and employees of External Audit. Hazara University has no influence in the External Audit Office and their operations. This office is autonomous in its actions. The External Audit Office audits the accounts of University to verify their creditability and variability. The External Audit is not of continuous type it is conducted once in a year. After the External Audit the Financial Year of Hazara University ends.
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Chapter 05
Receipts versus Expenditure
Total Receipts
(Actual) 2009 10
(Estimated) 2010 11
i.
Opening Balance
6,014,638
7,051,000
ii.
Grants
a. Federal Government (Annual)
180,376,000
236,420,000
b. Grant for Tenure Track Faculty
25,360,752
29,711,000
c. Other Grants (Foreign Faculty, Grant for Quality

Enhancement Cell)
1,892,862
176,843
Sub Total: (i + ii)
213,644,252
273,358,843
iii.
Own Receipts
a. Income from Regular Fee Structure
108,820,710
145,445,000
b. Receipts from Other Resources
136,338,290
152,976,000
Sub Total: (iii = a + b)
245,159,000
298,421,000
Total Receipts: {A = i + ii + iii}
458,803,252
571,779,843
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Expenditure
(Actual) 2009 2010
(Estimated) 2010 2011
i.
Total Pay & Allowances Faculty (Basic Pay Scale) Total Salary / Gratuity Faculty (TTS) Total Pay & Allowances Officer / Staff (In Teaching
Departments Only)
152,496,270
188,552,000
ii.
26,037,177
29,711,000
iii.
60,771,209
86,265,701
iv.
Total Pay & Allowances Officer / Staff (In all other

Administrative Departments)
66,589,958
89,080,000
v.
Non Salary Expenditures
129,813,553
144,004,000
vi.
Research & Planning
16,044,085
24,012,142
Total Expenditure: {B = i + ii + iii + iv + v + vi}
451,752,252
561,624,843
Surplus / Deficit {A B}
7,051,000
10,155,000
Approved Budget
458,803,252
571,779,843
Figure-11
Receipts versus Expenditure of Hazara University
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5.1
Receipts of Hazara University
The total receipts of this University from both its internal and external resources were Rs. 458.8 million during fiscal year 2009 10 whereas the total receipts for fiscal year 2010 11 are being estimated to be Rs. 571.8 million. This means there would be 24.62 % increase in the receipts of this University during the fiscal year 2010 11. The increase in both internal and external receipts is briefly explained in the following.
5.1.1
Internal Receipts
During 2009 10 this University received Rs. 108.82 million from regular admissions and Rs. 136.34 million from other internal resources. The total internal receipts of this University during fiscal year 2009 10 were Rs. 245.16 million. While on the other hand for fiscal year 2010 11 this University is expected to earn Rs. 298.42 million from its internal operation where the regular admissions will contribute Rs. 145.44 million and Rs. 152.97 will come from other internal resources. This University will see an increase of 21.72 % in its receipts from its internal operations. This means Hazara University is growing internally and this is due to the fact that this University is enrolling students to its potential.
5.1.2
External Receipts
During 2009 10 this University received Rs. 180.4 million as annual Federal Government Grant and Rs. 25.36 million as Tenure Track Faculty Grant from Higher Education Commission of Pakistan. While other grants including Foreign Faculty grant and grant for Quality Enhancement Cell was Rs. 1.89 million. The total external grant of Hazara University during fiscal year 2009 10 was Rs. 213.6 million. While 41
on the other hand for fiscal year 2010 11 this University is expected to receive Rs. 273.3 million from its external resources where the annual Federal Government Grant will be Rs. 236.4 million and Rs. 29.71 million will come as Tenure Track Faculty Grant. These Grants will come from Higher Education Commission of Pakistan. While other grants including Foreign Faculty Grant and grant for Quality Enhancement Cell would be Rs. 0.176 million for the upcoming period. This University will see an increase of 31 % in its receipts from its external resources. The annual Federal Grant of this University will see an increase of 27.9 % which comes directly from Higher Education Commission of Pakistan.
5.2
Expenditure of Hazara University
The total expenditure of this University were Rs. 451.7 million during fiscal year 2009 10 whereas the total expenditure for fiscal year 2010 11 are being estimated to be Rs. 561.6 million. This means there would be 24.33 % increase in the expenditure of this University during the fiscal year 2010 11. The increase in expenditure for all heads is briefly explained in the following.
5.2.1
Total Pay & Allowances Faculty (Basic Pay Scale)
Basic Pay and Allowances of faculties of this University were Rs. 152.5 million during fiscal year 2009 10 and are being estimated to be Rs. 188.5 million in upcoming year. The total increase in this category will be 23.6 %.
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5.2.2
Total Salary / Gratuity Faculty (TTS)
Total Gratuity of faculties of this University were Rs. 26 million during fiscal year 2009 10 and are being estimated to be Rs. 29.7 million in fiscal year 2010 11. The total increase in faculty gratuity will be 14.3 %.
5.2.3
Total Pay & Allowances Officer / Staff (In Teaching Departments Only)
Basic Pay and Allowances of Officers in Teaching Department of this University were Rs. 60.8 million during fiscal year 2009 10 and are being estimated to be Rs. 86.3 million next year. The total increase in Basic Pay and Allowance of Officers in Teaching Departments will be 41.9 %.
5.2.4
Total Pay & Allowances Officer / Staff (In all other Administrative Departments)
Basic Pay and Allowances of Officers in all Administrative Departments of this University were Rs. 66.6 million during fiscal year 2009 10 and are being estimated to be Rs. 89 million in fiscal year 2010 11. The total increase in Basic Pay and Allowances of Officers in Administrative Departments will be 33.6 %.
5.2.5
Non Salary Expenditure
Non Salary Expenditure of this University were Rs. 129.8 million during fiscal year 2009 10 and are being estimated to be Rs. 144 million in upcoming fiscal year. The total increase in Non Salary Expenditure category will be 10.9 %.
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5.2.6
Research & Planning
Research and Planning Expenditure of this University were Rs. 16 million during fiscal year 2009 10 and are being estimated to be Rs. 24 million next year. The total increase in Research and Planning Expenditure will be 23.6 %.
5.3
Opening versus Closing Balances
The Opening Balance in the fiscal year 2009 10 was Rs. 6 million and the Closing Balance for the same period was Rs. 7 million. This means Hazara University has shown an increase of 16.7 % in its Closing Balance during the fiscal year 2009 10. While the fiscal year 2010 11 is being estimated to show up an increase of 42.8 % in the Closing Balance and the Closing Balance will be Rs. 10 million.
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Chapter 06 My Activities at Finance Directorate
6.1
Internship at Finance Directorate
I completed my Internship at the Finance Directorate of Hazara University. I selected Hazara University for Internship due to many reasons. Firstly it is a well established public sector University in Khyber Pakhtoon Khwa and a dynamic Institute dealing with various numbers of Departments which leads to maximum number of financial transactions and where there seemed to be a lot of opportunities for an Intern to learn much about various financial transactions.
Secondly I belong to this University and I thought being the asset of this University, the Finance Directorate would warmly welcome me and would guide me to learn all the financial transactions that occur. Thirdly I preferred this organization for Internship due to the adjusted accommodation as I already had in this University it was better for me to stay in the University and complete my Internship. And the final reason behind doing Internship in this University was the easy obtaining of financial information. It seemed to me that all the financial information I would need for the Internship Report at the end of Internship would be easily accessible.
When I joined the Finance Directorate, I realized that being an Intern you will face a lot of trouble. No one would be ready to guide you and no one would be willing to let you be part of their work. It was a very tough and awful experience doing Internship at Finance Directorate. Being the student of this University, it was the responsibility of Finance Directorate to guide an Intern in all the aspect of financial transactions. But the typical Pakistani culture exists everywhere in this country. If you have 45
references then you would be exposed to opportunities otherwise nothing is favorable for you to learn and survive.
However the activities I performed in six week duration at Finance Directorate of this University include dealing with securities & securities adjustments of the students, verifying the cheque before sending them to the Treasurer for approval, and recording cheques detail in the cash books of Finance Directorate. These activities are given in brief in the following paragraphs.
6.1.1
Dealing Security Applications
Dealing Security Applications include the verification of the demands of the students against their securities and the adjustments of the securities of the students against their transcript fee, degree fee, certificate fee, and services fee. If a student demanded his / her security, then it was my duty and responsibility to check the student record and confirm that the student has not taken out his / her security, and checking the amount of security which would be payable to the student.
The service charge @ Rs. 500 were deducting from all the students securities as a fee of processing at Finance Directorate and the remaining amount of security was then payable to the student. The security adjustments include deduction of transcript fee / degree fee / certificate fee and the services charges of Finance Directorate. After calculating the adjustment of securities and verification of securities it was my duty to forward these cases to the Accountant Mr. Akram Khan for further processing.
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These applications then would be forwarded for cheques preparation and after that the Assistant Computer Operator was responsible to note them in the computer database of Finance Directorate. The student would be in position to collect his / her security cheque after a week.
6.1.2
Verification of Cheques
The second activity I performed at Finance Directorate as an Intern was the verification of cheques before sending them to the Treasurer for approval which were known as opening cheque. All types of cheques prepared in the Finance Directorate need the approval of Treasurer Mr. Akbar Khan and the Assistant Registrar Mr. Amjad Khan prior to the withdrawal of money from any of the University Bank.
My duty and responsibility was to verify and examine the bearer original computerized national identity card and match the name of the bearer & father name of the bearer on the cheque & on the CNIC and then match the signatures of CNIC to those on the cheque. If the bearer was not present by self, then collecting the CNIC copy of the person who was opening the cheque instead of the bearer and also collecting an authority letter from him / her for verification purpose and keeping these two pre requisite papers in a folder. After all the verification I was to send the cheques to the Treasurer for approval. After the Treasurer signature, the cheques also need to be signed by the Assistant Registrar.
6.1.3
Maintenance of Cashbooks
The final activity I performed at Finance Directorate as an Intern was to maintain the Cashbooks of Finance Directorate up to date. I was assigned to record all types of 47
cheques details either they come in or go out in the Cashbook daily. I entered all the Receipts received by the University from any of its source and all the Payments made by University for any purpose. Cheques record keeping was a monthly base activity at Finance Directorate. Cheques details recording included the following details to be recorded in the Cashbooks on the debit / credit side of the Cashbook.
The name of the cheque holder / issuer. Father name of the cheque holder. Designation of the cheque holder / issuer. Department of the cheque holder / issuer. Supplying company / retailing company name of the cheque holder. Serial number of the cheque. Amount on the cheques which would be paid to the holder / to be received by University. Date on the cheques. The purpose for which the cheques were issued by Finance Directorate / the reason why money was received by Finance Directorate.
At the end of each month both sides of the cashbook had to be equal and the Assistant Treasurer and Treasurer had to check and sign the Cashbooks at the end of each month.
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Chapter 07 SWOT Analysis (Strengths, Weaknesses, Opportunities & Threats)
7.1
SWOT Matrix of Hazara University
SWOT Matrix is an important matching technique that helps an organization to develop four kind of strategies i.e. SO (Strengths Opportunities) Strategies, WO (Weaknesses Opportunities) Strategies, ST (Strengths Threats) Strategies, and WT (Weaknesses Threats) Strategies. SWOT Matrix is the starting point for discussion on how recommended strategies could be cost effectively implemented that could lead Hazara University to have competitive advantage in the Higher Education Sector. Secondly the SWOT Matrix determines the most important internal and external factors for strategies formulation. And finally it leads the University to focus on single internal / external factor to formulate its strategies.
7.1.1
Strengths of Hazara University
Strengths are the positive attributes and traits of a University. Strengths are the internal resources and capabilities which enable a University to compete in the Education Sector. Hazara University has the following strengths:
1.
Support for Faculty Development: - Hazara University allows its entire teaching staff to take admission in M Pill / PhD / Post Doctorate and complete their higher education while remaining on service by providing them no objection certificates. This University also provides financial aid
49
to some of its teaching staff in various departments by giving them scholarships and sending them abroad to world top listed Universities for Doctorate / Post Doctorate.
2.
Effective Enrollment Management: - Hazara University offers admission in Fall & Spring Semester every year. This allows maximum number of students to be enrolled in this University. So Hazara University is taking full advantages of its capability to enroll students.
3.
Higher Education Grant: - Grant from Higher Education Commission of Pakistan is the main receipts source of Hazara University. For the fiscal year 2011, Hazara University received Rs. 294 million from Higher Education Commission. While in 2010 the Grant was Rs. 216 million for this University.
4.
Good Market Share: - Hazara University has a good market share in Higher Education Sector. According to Vice Chancellor 7000 students are presently enrolled in Hazara University. The Vice Chancellor stated it in an interview to Hazara.Com on March 12, 2011.
5.
Variety of Programs offering: - Hazara University is offering various programs in every semester per year. Hazara University has three Campuses; with four faculties and twenty seven departments. Each department offers enrollment to Under Graduate, Post Graduate and M Phil.
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6.
Fiscally Well Managed University: - Hazara University is fiscally well managed University in Khyber Pakhtoon Khwa. At the end of fiscal year 2010 it had Rs. 7 million in its various accounts while at the end of fiscal year 2011 it will have Rs. 10 million. The net saving shows that this University is fiscally well managed.
7.
Enhanced Work Environment: - The work environment for employees is the best as they get salaries, incentives, allowances, accommodations and many other facilities for nothing. Most of the employees of this University are not suiting their posting nor do they respond to their assigned responsibilities.
8.
Diverse Faculty: - Hazara University has diverse faculty where each employee belongs to different community, social class / educational background. All these build synergies that enable Hazara University to perform well.
9.
Diverse Scholars: - The enrolled students of this University also belong to different regions of Khyber Pakhtoon Khwa, whose customs and traditions and educational backgrounds are different. All these students have chances to learn a lot from each other.
10.
New and Expanding Academic Building: - Hazara University is expanding its Academic Buildings each year by building / constructing New Academic Blocks. In a short span of 9 years it has almost constructed
51
14 new blocks in the Garden Campus which is an achievement. Some of them are still under construction.
11.
Location of Hazara University: - Hazara University is located on the right side of Karakorum Highway in a pollution free area. This University is surrounded by greenery and icy mountains.
12.
Development of Community: - With the establishment of Hazara University, the local community of Mansehra got the opportunity to progress and just in 10 years this community has shown significant growth. Which has become the strength of Hazara University as the Primary & High Schooling and College Studying has increased afterward.
13.
Resource Enhancement: - This University has the capacity to offer enough enrollments in various departments to increase its revenues from internal resources. The University is implementing this strategy for many years but it should also focus on delivering quality of higher education.
14.
Maximum Enrollment: - University has almost twenty seven departments which mean the capability of enrolling maximum students and scholars in those departments. Maximum number of enrollment means more revenues.
15.
Stability in Region: - The establishment of Hazara University brought stability in this region. The people of this region got opportunity to run / deal different type of small scale businesses / selling / dealings and earn
52
profit to support their families. So the establishment of Hazara University indirectly helped to promote Primary, Meddle, High & College level schooling in this region.
16.
Plagiarism Checking: - Plagiarism Checking is a positive step towards pure and independent research studies. Hazara University is now a premium user of the online plagiarism checking website
www.turnitin.com. With the help of such technological enhancement now the students will be enforced to independently prepare pure thesis / reports.
7.1.2
Weakness of Hazara University
Weaknesses are the negative attributes and traits associated with a University. Weaknesses are its limited resources and in capabilities which prevent it to compete in the Education Sector. Hazara University has the following weaknesses:
1.
No Sensitivity to Students and Educational Needs: - The workforces either teaching / clerical are neither responsive to the students nor to the educational needs. Throughout a semester students are unaware of their syllabus / program of study. The teaching staff is not interested to communicate what they are going to teach their students. On the other hand students have to wait for weeks for a single application approval. The clerical staff not keen to work hard to satisfy the needs of students.
53
2.
Academically incapable Students: - Students enrolled in Hazara University are not competent. Majority of them possess lower grades in their prior assessments. That is why the outcome of this University is not excellent and intellectual.
3.
Ineffectual Teaching: - The teaching staff of this University is also incompetent. Each department has fewer well qualified, talented, intellectual, skilled and capable teachers. Majority of the teachers are not qualified to teach at University Level.
4.
Unsupportive environment for Learning: - Departmental Libraries have books but those books are useless for students / scholars. Departmental Laboratories also have the same type of instruments and apparatus. Standard apparatus and instruments are not available for students to carry out their practical / research works.
5.
Unsystematic Assessment of Students: - Improper assessment system is operational at each department of Hazara University. Every teacher has his / her own established assessment method where students usually do not adjust their selves. There should be a uniform assessment system at University level and should be adopted by the teaching staff.
6.
Improper Research Commitment: - Lack of facilities for carrying out pure and independent research. The students of Physical Sciences need
54
more laboratories to carry out their research works but they do not have laboratories to take their practical.
7.
Technologically Incapable: - Outdated and out of work apparatus and instruments are present in laboratories. Computer Labs are not functional neither computers are functioning properly nor the internet.
8.
Incapable Use of Technology: - The Laboratory Assistants are not capable to use the instruments and apparatus present in the various laboratories. The Intranet Control Cell employees do not know how to effectively manage the internet inside University. Computer Labs have internet connections but do not have access to web. The Computer Assistants are also not functional due to lack of proper know how of computers and their uses.
9.
Small Number of Highly Qualified Faculty: - Each department at Hazara University has fewer highly qualified teaching staff i.e. 1 3 Doctors and 2 4 MS teachers and the rest are simply master degree holder. Then how is it possible that a master degree holder will teach and convince a master degree obtainer?
10.
Limited Boarding Facility: - Majority of students / scholars are from outside Mansehra / Hazara Division and all of them need accommodation facility at University. But this University has only two girls hostel which have hardly accommodated the girls and the only boys hostel is still under
55
construction. All of them live outside the Campus in very bad and unfavorable settings.
11.
Insufficient Library: - The existing Central / Departmental Libraries cannot fulfill the needs and requirements of students / scholars. The books presently available at Central / Departmental Libraries are out dated / useless for students / scholars. Both of them needs up gradation and should be up to date.
12.
Limited Enrollment Potential in Region: - University region have limited potential to enroll students. Most of the students of this University are from other regions. The establishment of Universities in other regions will minimize the enrollment of this University.
13.
Unhealthy Governance: - Hazara University has unhealthy governance. The Voice Chancellor and other Executives are not taking keen interest to promote education and make this University one of the best.
14.
Improper Labs for Research: - Laboratories are not facilitated with up to date equipments. The apparatus and instruments are out of work then how it is possible that the researcher will carry out their research works in them.
15.
Poor Intranet: - Hazara University is paying a lot of money for internet on monthly basis but the intranet inside the University is not working
56
properly. All the Intranet Control Cell employees are mismanaging the precious resources of this University.
16.
Negative Reputation of University: - Hazara University has negative reputation among its students and employees. No one will ever praise it. All of them are always criticizing it.
17.
Gender / Bias Discrimination: - Gender Discrimination is on peak in Hazara University. Most of the teaching and clerical staff has soft corners for girls. But I must say there are lecturers who do not believe in such thing and treat both the girls and guys in a similar way.
7.1.3
Opportunities for Hazara University
Opportunities are the potential positive factors and distinctions which a University can adopt and pursue to gain competitive advantages. Opportunities are the potential resources and capabilities which will lead a University to dictate the Education Sector. Hazara University has the following Opportunities:
1.
Changing Demand for Higher Education: - Due to privatization the demand for higher education has significantly increased in the last decade. Now everyone wants to acquire higher education. So Hazara University needs to enroll maximum academic capable students to promote the research and development in various fields of study.
57
2.
Higher Education Commission Scholarships for Scholars: - Higher Education Commission of Pakistan announces huge number of scholarships for MS and PhD scholars every year. Hazara University should help and assist its scholars to win such scholarships.
3.
Changing Teaching Techniques: - New and innovated techniques of teaching should be adopted by the teaching staff of this University. These techniques include the use of multimedia, internet & intranet, and computers.
4.
Improved Enrollment: - Enrollment can be improved by enrolling academic capable scholars to Undergraduate and Post Graduate Programs.
5.
Scholarships for Students / Scholars: - Hazara University should grant scholarships to competent students / scholars. Giving scholarships to top listed students / scholars will increase the competency among them and they will work hard to win scholarships. Thus they will become more intelligent, skillful, capable and innovative.
6.
Determination of unmet Educational Needs: - Hazara University needs to carry out a number of focus group sessions to identify the unmet needs and to determine how the University will better serve them and their employees. Hazara University faculty members have to develop model processes and instruments for more accurately determining the nature and range of educational needs in the community.
58
7.
Response to unmet Educational Needs: - Hazara University has to create a Local Outreach Center to appraise and respond to community needs for information, educational programs, and applied research.
8.
Installation of Management Information System: - Management Information System should be installed in this University as soon as possible. The installation of Management Information System will increase the efficiency of the employees and the students / scholars.
9.
Scholars Access to Digital Library: - Here at Hazara University no scholar / student can access the Online Digital Library. Scholars are unaware of the research and development that is taking place around the globe. This University should facilitate its scholars / students to access the Digital Library.
10.
Expanding the Range of Programs at Campuses: - This University is offering a wide range of programs at Garden Campus. The University should expand the range of programs offering at Havelian and Haripur Campuses.
11.
Effective Reward Structure for Employees: - Hazara University should establish a well organized and effective reward structure for its employees. If an employee is performing well and strives to improve the organization performance to achieve its mission & vision then the University should also praise his / her contribution and should give him / her incentives as
59
well as recognition. An effective reward structure will make the workforce more competent and vision oriented.
12.
Effective Reward Structure for Students / Scholars: - An effective reward structure is also essential for the students / scholars. Not only can the Gold Medals motivate the students / scholars to work hard. The students / scholars semester fees should be exempted if they are top listed and this will make them more competent and hard working.
13.
Up gradation of Central and Departmental Libraries: - The Central and Departmental Libraries have outdated books. These libraries need up to date and course relevant books and materials. So the University should provide all the essential books and materials to them.
14.
Enhancement of Communication: - Most of the students are from distance. They need proper communication channels whenever they communicate University. Hazara University needs to enhance its communication through improving fax, post, telephone and internet services and responding immediately to inquirers.
15.
Training and Development of Employees: - Hazara University should properly train its all workforce periodically and should develop their skills to survive in a competent environment.
60
16.
Construction of Boys Hostel: - This University should construct hostels for boys inside the University. Building hostels for boys will facilitate the students / scholars and will increase the revenues of this University.
17.
Construction of Academic Blocks: - This University has the capacity to construct more and more academic blocks that will increase its capability to enroll more and more students.
18.
Development of Re Creational Area: - Hazara University has a lot of land lying spare inside the Garden Campus. The University should build parks where the students and the employees would be having fun in leisure time with their friends and families.
19.
Development of Play Grounds: - There is only one Football Ground in this University for around 5000 students. The University should arrange more grounds for student to have fun in leisure time.
7.1.4
Threats to Hazara University
Threats are the potential negative factors that should be addressed to avoid its harmfulness. Threats are the potential hazards and menaces which will lead a University to abandon its operations. Hazara University has the following threats:
1.
Rapid Enhancement in Technology: - The rapid growth in technology is dangerous for Hazara University as this University has not up to date 61
technology in any field of study. All its laboratories have useless apparatus and instruments and the students / scholars cannot carry out their practical work through them. These students will not suggest their younger to take enrollment in this University.
2.
Devolution of Higher Education Commission of Pakistan: - The devolution of Higher Education Commission is also risky for this University because Peshawar University will hold the control of decentralized Higher Education Commission of Khyber Pakhtoon Khwa and fewer funds will be allotted to other University of Khyber Pakhtoon Khwa including Hazara University.
3.
Abdul Wali Khan University Mardan: - The establishment of Abdul Wali Khan University Mardan prevents the students of that region to take enrollment in this University. Most of the Mardan region students will now try to take enrollment in Abdul Wali Khan University Mardan instead of Hazara University.
4.
Other Public Universities in Khyber Pakhtoon Khwa: - The establishment of other Public Sector Universities in Khyber Pakhtoon Khwa has also reduced the flow of students to this University. These Universities include University of Malakand and Shaheed Benazir Bhutto University.
62
5.
Aggressive Semi Private Universities: - Semi Private Universities have also reduced the flow of students to take enrollment in this University. For example COMSATS Institute of Information Technology Abbottabad is a well reputed University in Pakistan and if the guardians of students have the capacity to afford COMSATS expenses then they do not let their children to take enrollment in a University like Hazara.
6.
Demographic Trends: - The population of this region is growing moderately, but the college participation rates have been considerably lower than the average for the greater population. This trend would require regulating strong connecting strategies at the elementary, junior and high school levels. Hazara University requires a shared initiative to address this trend.
7.
Racism: - The racism is also an essential threat to be addressed. University is not socially stable due to the conflicts between Pakhtoon and Hazarewal.
8.
Lack of Awareness about Higher Education in Region: - The people of this region are unaware of the importance of Higher Education. If the students of other regions stop enrolling here will affect the operation and performance of this University.
9.
Higher Rate of Turnover: - Higher rate of turnover is also a severe problem for Hazara University. The talented employees quit their jobs 63
either teaching / clerical whenever they have the opportunity to get employment in a better setting.
10.
Incompetent Faculty due to Political Involvement: - Hazara University and its governance do not follow the fair recruitment procedures which results in the employment of incompetent and ineffectual staff. And all this is due to the political involvement in the affairs of the University.
11.
Social Threats: - This University does not provide the accommodation and boarding facility to its students / scholars, the students / scholars involuntarily accommodate their selves outside the jurisdiction of this University. As the University is located in a backward area and surrounded by illiterate people its very unpleasant and awful for students / scholars to adjust themselves in such locations.
12.
Inconvenient Infrastructure: - Access to Hazara University for most of its students is through inconvenient infrastructure. The roads are not built properly and give a lot of trouble when you drive to reach this University.
13.
Distance: - Distance is another hazard associated with this University. It simply takes five to six hours to reach the Garden Campus if you are coming from Mardan and nine to ten hours if coming from Swat.
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7.1.5
1. 2.
Strengths Opportunities Strategies

Building new Academic Blocks. (S2, S10, S5, S14 & O1, O4, O17) Enrollment of Academically Capable Students. (S2, S4, S9, S13 & O1, O2, O5, O10, O12)
3.
Building new Hostels for Students. (S3, S4, S9, S13 & O1, O10, O16)
7.1.6
1.
Weaknesses Opportunities Strategies

Training and Developing of Faculty Members. (W1, W3, W5, W7, W9, W17 & O2, O3, O11, O15)
2.
Installation of Management Information System. (W1, W5, W6, W7, W15 & O3, O8, O10, O14)
3.
Access to Digital Library. (W1, W4, W6, W11, W14 & O1, O6, O9, O13)
7.1.7
1. 2.
Strengths Threats Strategies

Up Gradation of Laboratories. (S5, S6, S13 & T1) Reducing Racism. (S4, S8, S12, S15 & T7, T11)
7.1.8
1.
Weaknesses Threats Strategies

Building Hostels for Students. (W10 & T7, T11, T13)
65
7.2
SWOT Matrix of Peshawar University
SWOT Matrix is an important matching technique that helps an organization to develop four kind of strategies i.e. SO (Strengths Opportunities) Strategies, WO (Weaknesses Opportunities) Strategies, ST (Strengths Threats) Strategies, and WT (Weaknesses Threats) Strategies. SWOT Matrix is the starting point for discussion on how recommended strategies could be cost effectively implemented that could lead the Peshawar University to have competitive advantage in the Higher Education Sector. Secondly the SWOT Matrix determines the most important internal and external factors for strategies formulation. And finally it leads the University to focus on single internal / external factor to formulate its strategies.
7.2.1
Strengths of Peshawar University
Strengths are the positive attributes and traits of a University. Strengths are its internal resources and capabilities which enable a University to compete in the Education Sector. Peshawar University has the following strengths:
1.
Qualified Faculty: - Peshawar University has qualified teaching staff. Many departments have 8 14 Doctors or Post Doctors and many MS / M Phil professors / lecturers.
2.
Support for Faculty Development: - Peshawar University sends its lecturers / professors for Doctorates / Post Doctorates on regular basis to enhance its teaching capabilities.
66
3.
Effectual Teaching: - Peshawar University has capable teaching staff that knows how to teach and convince the students. They are capable to involve students in study to their potential.
4.
Positive Reputation of University: - Peshawar University is a well reputed and best known University in Pakistan and is ranked as number four by Higher Education Commission of Pakistan.
5.
Higher Education Grant: - Peshawar University is in the fewer Universities that receive much of the Higher Education Commission Grants for its operations and developments.
6.
Good Market Share: - Peshawar University is the oldest and largest University of Khyber Pakhtoon Khwa and not a single University is in position to compete it in education sector in Khyber Pakhtoon Khwa.
7.
Fiscally Well Managed University: - The Finance Directorate of Peshawar University has full control over its internal and external resources and their utilization.
8.
Enhanced Work Environment: - This University provides its workforce a lot of benefits and good packages to motivate them toward the University short and long term objectives.
67
9.
Technologically Capable: - The laboratories of many departments have fine and useful apparatus and instruments which help the students / scholars to carry out their practical and research works.
10.
Capable Use of Technology: - The employees are capable to use the latest apparatus and instruments in different situations / for different processes.
11.
Sufficient Library: - The Central and Departmental Libraries are facilitated with latest version books, articles, research papers and reference books. These libraries help the students / scholars of this University to enhance their abilities and skills.
12.
Access to Online Digital Library: - The Online digital Library is also accessible in Peshawar University which means the students and teachers are in position to access everything.
13.
Supportive Environment for Learning: - The environment of Peshawar University is supportive for learning because its laboratories and libraries are up to date and the online digital library is also accessible.
14.
Enrollment Potential in Region: - Peshawar University is surrounded by hundred of schools and colleges and these schooling systems produce competent enrollers for this University.
68
15.
Effective Enrollment Management: - The enrollment system is properly managed and candidates only get enrollment on the basis of their academic records.
16.
Academically Capable Students: - Bright students of Khyber Pakhtoon Khwa tend to take enrollment in Peshawar University. That is why the students of this University are posted at higher position in the province.
17.
Sensitivity to Students and Educational Needs: - The teaching staff of this University is much sensitive to students and their educational needs and gives them positive response whenever there is a need.
18.
Proper Research Commitment: - Each faculty of this University is committed to smoothen ways for pure and independent research studies. Faculty members provide appropriate guidance to scholars in their research studies.
19.
Proper Labs for Research: - Majority of the laboratories inside Peshawar University has useful and latest apparatus and instruments for scholars.
20.
Variety of Programs offering: - Peshawar University offers a wide range of study programs annually. This University takes account of six Faculties with forty Postgraduate Departments, four Centers, two Centers of excellence, four Colleges and three high schools. Students enrolled in this University are over 21,000.
69
21.
Location of Peshawar University: - The location of Peshawar University is ideal one. It is situated in the Capital of Khyber Pakhtoon Khwa and has direct access to many of the provincial departments.
22.
Various Play Grounds: - There are various playgrounds for students. The students play different game in their leisure time including cricket, football, hockey, badminton, basketball, and many more.
7.2.2
Weakness of Peshawar University
Weaknesses are the negative attributes and traits associated with a University. Weaknesses are its limited resources and in capabilities which prevent it to compete in the Education Sector. Peshawar University has the following weaknesses:
1.
Unsystematic Assessment of Students: - Without Management Information System the assessment of students cannot be systematic. Peshawar University is a best known and well reputed University that needs to have a Management Information System.
2.
Limited Boarding Facility: - This University has many hostels for boys and girls but still it needs more hostels to accommodate its entire boarder students because the private hostels outside the University are not properly organized and established.
70
3.
Unhealthy Governance: - The Political influence in the posting of top management of Peshawar University has negative effects on its operations and performance.
4.
Poor Intranet and Internet: - The internet facilities are not up to mark in Peshawar University. It should facilitate its students and employees with high speed LAN and Wi-Fi internet connections.
5.
Gender / Bias Discrimination: - Gender Discrimination exists in Peshawar University. Some of the teaching and clerical staff has soft corners for females.
6.
No Management Information System: - Being the number Four University in Pakistan still no Management Information System exists in Peshawar University. Management Information System improves the effectiveness and efficiency of both the employees and students.
7.
Political Parties inside University: - Political Party Culture exists in Peshawar University and decelerates its operations and advancement.
8.
No land for more Constructions: - Peshawar University is fully covered and has less space for the construction of more buildings.
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7.2.3
Opportunities for Peshawar University
Opportunities are the potential positive factors and distinctions which a University can adopt and pursue to gain competitive advantages. Opportunities are the potential resources and capabilities which will lead a University to dictate the Education Sector. Peshawar University has the following Opportunities:
1.
Devolution of Higher Education Commission: - The devolution of Higher Education Commission will enable Peshawar University to control it in future and the rest of Public as well as Private Universities will have less access to the Grants of Decentralized Higher Education Commission.
2.
Changing Demand for Higher Education: - Due to privatization the demand for higher education has significantly increased in the last decade. Now everyone wants to acquire higher education. So Peshawar University needs to enroll maximum academic capable students to satisfy the changing demand for higher education in the country.
3.
Higher Education Commission Scholarships for Scholars: - Higher Education Commission of Pakistan announces huge number of scholarships for MS and PhD scholars every year. Peshawar University should help and assist more and more of its scholars to win such scholarships.
4.
Changing Teaching Techniques: - New and innovated techniques of teaching should be adopted by the teaching staff of this University. These 72
techniques include the use of multimedia, internet & intranet, and computers.
5.
Scholarships for Scholars: - Peshawar University should grant scholarships to more and more scholars / students. Giving scholarships to top listed scholars / students will increase the competency among them. Thus they will become more intelligent, skillful, capable and innovative.
6.
Determination of unmet Educational Needs: - Peshawar University needs to carry out a number of focus group sessions to identify the unmet needs and to determine how the University will better serve them and their employees. Peshawar University faculty members have to develop model processes and instruments for more accurately determining the nature and range of educational needs in the community.
7.
Response to unmet Educational Needs: - Peshawar University has to create a Local Outreach Center to appraise and respond to community needs for information, educational programs, and applied research.
8.
Installation of Management Information System: - Management Information System should be installed in this University as soon as possible. The installation of Management Information System will increase the effectiveness and efficiency of both the employees and students / scholars of this University.
73
9.
Establishment of new Campuses at other Locations: - Peshawar University is in position to establish and successfully run new Campuses. This University has the resources and capability to operate new campuses in different regions of the province.
10.
Effective Reward Structure for Employees: - Peshawar University should establish a well organized and effective reward structure for its employees. If an employee is performing well and strives to improve the organization performance to achieve its mission & vision then the University should also praise his / her contribution and should give him / her incentives as well as recognition. An effective reward structure will make the workforce more competent and vision oriented.
11.
Effective Reward Structure for Scholars: - An effective reward structure is also essential for the scholars / students. Not only can the Gold Medals motivate the scholars / students to work hard. The students semester fees should be exempted if they are top listed and this will make them more and more competent and hard working.
12.
Enhancement of Communication: - Many students are from distance. They need proper communication channels whenever they communicate University. Peshawar University needs to enhance its communication through improving fax, post, telephone and internet services and responding immediately to inquirers.
74
13.
Construction of Boys Hostels: - This University should construct hostels for boys inside the University. Building hostels for boys will facilitate the scholars / students and will increase the revenues of this University.
14.
Construction of Girls Hostels: - This University should also construct hostels for girls inside the University. Building hostels for girls will facilitate the scholars / students and will increase the revenues of this University.
7.2.4
Threats to Peshawar University
Threats are the potential negative factors that should be addressed to avoid its harmfulness. Threats are the potential hazards and menaces which will lead a University to abandon its operations. Peshawar University has the following threats:
1.
Abdul Wali Khan University Mardan: - The establishment of Abdul Wali Khan University Mardan prevents the students of that region to take enrollment in Peshawar University. Most of the Mardan region students will now try to take enrollment in Mardan University instead of Peshawar University due to financial constraints.
2.
Other Public Universities in Khyber Pakhtoon Khwa: - The existence of other Public Sector Universities in Khyber Pakhtoon Khwa has also reduced the flow of students to Peshawar University. These Universities
75
include Frontier Women University, Islamia College University, Institute of Management Sciences and Agriculture University.
3.
Aggressive Private Universities: - The existence of Private Universities in the region has also reduced the flow of students to take enrollment in Peshawar University. For example CECOS University of Information Technology & Emerging Sciences, IQRA University, City University of Science & Information Technology, Abasyn University, Gandhara University and Sarhad University of Sciences & Information Technology.
4.
Political Involvement in University Governance: - The Political influence in the posting of top management of Peshawar University has negative effects on its operations and performance. The Government and the Political Leadership should not interfere in its matters.
5.
Terrorism in the Region: - The terrorism has very bad effects on the safety of Peshawar University. Peshawar is one of the most affected regions by war against terror.
6.
Polluted Location: - Being located in congested region this University is totally exposed to pollution.
7.
Terrible Summer Season: - The summer season in Peshawar and in this University is terrible. Students stay in their classrooms and dooms having no power to run fans and are totally exposed to hot weather.
76
8.
Load Shedding inside University: - Load Shedding is a major problem in Pakistan now a day. But this is a severe problem for students in Peshawar University because this University has no power generation facility.
7.2.5
1.
Strengths Opportunities Strategies

Establishment of New Campus. (S1, S3, S4, S6, S7, S9, S11, S12, S13, S17, S20 & O2, O9)
2. 3.
Control over Higher Education Commission. (S1, S4, S21 & O1) Structuring new Hostels for Students. (S6, S7, S17 & O2, O13, O14)
7.2.6
1.
Weaknesses Opportunities Strategies

Installation of Management Information System. (W1, W4, W6 & O4, O8, O9, O12)
2. 3.
Acquisition of extra Land. (W2, W8 & O9, O13, O14) Improving Boarding System. (W2 & O9)
7.2.7
1. 2.
Strengths Threats Strategies

Establishment of Security Control Centre. (S4, S9, S10, S21 & T4, T5) Structuring of Solar Power Station. (S1, S7, S9, S10, S16, S18, S19 & T6, T7, T8)
77
7.2.8
1.
Weaknesses Threats Strategies

Plantation and growing gardens. (T6 & T8)
78
Chapter 08 Recommendations on the Basis of SWOT Analysis
*1*
Building new Academic Blocks (S2, S5, S10, S14 & O1, O4, O17)
Hazara University should construct new academic blocks to overcome the short fall of accommodating its student appropriately in the future. This University enrolls large number of students in various Graduate and Post Graduate Programs per semester and the enrolling students require appropriate classrooms, computer labs and experimental laboratories. Hazara University has already started the construction of many new blocks in which fewer are ready for use but most of them are in progress. The Higher Authority should take bold steps to complete these in progress blocks in short time. The completion of these new academic blocks will satisfy the changing demand for higher education in the region.
*2*
Enrollment of Academically Capable Students

S13 & O1, O2, O5, O10, O12)
(S2, S4, S9,
Hazara University should enroll only academically capable students to improve its ranking through research and development. This University has a good market share and offering enrollment twice a year. This results in diverse students enrollment and increases its internal funds generation. The demand for higher education has significantly increased and by providing scholarships to capable students will tend them to take enrollment in this University. In addition by expanding the range of programs and a well organized reward structuring will also compel academically capable students to take enrollment in this University.
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*3*
Building new Hostels for Students

O16)
(S3, S4, S9, S13 & O1, O10,
The construction of hostels for students and teachers is essential because this University enrolls large number of students in each semester and majority of the students are from distance that need accommodation in University. The resources either external / internal are sufficient for constructing standardized hostels for both male and female students / staff. The demand for higher education has increased and now more and more people want to acquire higher education and thus tend to take enrollment.
*4*
Training and Developing of Faculty Members

W7, W9, W17 & O2, O3, O11, O15)
(W1, W3, W5,
Teaching and clerical staff of this University needs proper training and development. They are not sensitive to their students and educational needs. Their teachings are ineffectual and need modifications. Being not highly qualified their assessments are not appropriate. The use of latest technological instruments should be practiced by both the teaching and clerical staffs. They should be trained to use such instruments efficiently. There should be a proper reward structure that would motivate employees toward the execution of their assigned tasks and duties. So training and developing is the most important things to progress this University. The employees should know: What to do? Why to do? How to do and when to do?
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*5*
Installation of Management Information System

W6, W7, W15 & O3, O8, O10)
(W1, W5,
The existence of Management Information System is very essential for any type of organization in this global era. Hazara University should also install Management Information System to make teaching and clerical staff sensitive toward students and educational needs and to eliminate the unsystematic assessment of the students of this University. The scholars will easily approach their supervisors and the Intranet Control Cell will become more responsible. This system will easily evaluate the performance of both students and employees and will reward them adequately.
*6*
Access to Digital Library (W4, W6, W11, W14 & O1, O6, O9, O13)
Online Digital Library should be accessible. The students should have permission to access this library whenever they need. The present environment is not supportive for learning and there is no literature available that would increase the research knowledge of the scholars. The libraries either Central / Departmental have improper and useless books and the laboratories are facilitated with useless instruments. The changed demand for higher education has made it necessary for this University to establish well organized libraries and also arrange access to online libraries. The access to Online Digital Library will improve the learning of the students / scholars of this University.
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*7*
Up Gradation of Laboratories (S5, S6, S13 & T1)
Hazara University has to upgrade all Departmental Laboratories to facilitate and advance the execution of practical and research work of students and scholars. This University entails a wide range of study programs where students / scholars need well structure and well organized laboratories for their practical work. This University is fiscally well managed University, which means capable to incur expenditure to construct fully functional laboratories for students and scholars. And to overcome the rapid changes in technology and the demand of research work this University must upgrade its laboratories.
*8*
Reducing Racism (S4, S8, S12, S15 & T7, T11)
Racism can be reduced through enrolling academically capable students who are primarily interested in learning. Racism can also be reduced by the establishment of an effective reward structure for students and by training & developing the employees of this University. Social threats exist outside the University Jurisdiction because this University is located in a village and the villagers are illiterate who do not know the importance and complication of higher education. So the establishment of hostels inside University Jurisdiction to accommodate all its students and scholars will also reduce this threat.
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*9*
Building Hostels for Students (W10 & T7, T11, T13)
Majority of students / scholars are from outside Mansehra / Hazara Division and all of them need accommodation facility at University Campus and this University has only two girls hostel which have hardly accommodated the girls and a single boys hostel under construction. All the male students / scholars live outside the Campus in very bad and unfavorable settings. The construction of more hostels is essential because racism and social threats exist in the locality and the students / scholars face a lot of hazard and problem while communicating the local community.
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References
Hazara University Official Website. Annual Report of Hazara University. Report on Finance Directorate Hazara University. Budget of Hazara University.
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Internship Report On Finance Directorate of Hazara University

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Internship Report On Finance Directorate of Hazara University

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INTERNSHIP REPORT ON FINANCE DIRECTORATE HAZARA UNIVERSITY DHODIAL MANSEHRA KHYBER PAKHTOON KHWA PAKISTAN

DEPARTMENT OF MANAGEMENT SCIENCES HAZARA UNIVERSITY

DEPARTMENT OF MANAGEMENT SCIENCES HAZARA UNIVERSITY

COMMITTEE APPROVAL FOLIO

DEPARTMENT OF MANAGEMENT SCIENCES HAZARA UNIVERSITY

Zubair Khan Afridi

Chapter 01 Introduction to Internship Research Programme

Chapter 02 Overview of Hazara University

Chapter 03 Structure of Hazara University

Chapter 04 Functions of Finance Directorate

Chapter 05 Receipts versus Expenditure

Expenditure of Hazara University 5.2.1 5.2.2 5.2.3 5.2.4 5.2.5 5.2.6

Opening versus Closing Balances

Chapter 06 My Activities at Finance Directorate

Chapter 07 SWOT Analysis

7.2.4 7.2.5 7.2.6 7.2.7 7.2.8

Chapter 08 Recommendations on the Basis of SWOT Analysis

Chapter 01 Introduction to Internship Research Programme

Background of Internship Research Programme

Purpose of Internship Research Programme

Limitation of Internship Research Programme

Methodology used for Internship Research Programme

Observations of Internship Research Programme

Chapter 02 Overview of Hazara University

Introduction to Hazara University

History and Establishment of Hazara University

Location of Hazara University

Vision and Mission of Hazara University

Emblem of Hazara University

Chapter 03 Structure of Hazara University

Hazara University Departments

Department of Bio Chemistry

Department of Management Sciences

Department of Chemistry Department of Information Technology Department of Mathematics

Department of Micro Biology

Department of English Language & Literature

Department of Islamic & Religious Studies

Department of Communication & Media Studies

Department of Political Science

School of Cultural Heritage & Creative Technologies

School of Cultural Heritage & Creative Technologies

Department of Art & Design

Department of Conservation Studies

Department of Tourism & Hospitality

Hazara University Departments

Hazara University Administration

Vice Chancellor Office

Research & Planning Office

Director Works Office

Hazara University Administration

Hazara University Campuses

Hazara University Campuses

Finance Directorate of Hazara University

Hierarchy of Finance Directorate

Computer Assistant Accountant Assistant Accountant

Hierarchy of Finance Directorate

Chapter 04 Functions of Finance Directorate

Main Books of Account of Finance Directorate

Cash Book Contractors Ledger Loan Register

Income Ledger Students Bill Book Subsidiary Cash Book

Band Ledger Scholarships Register Expenditure Ledger

Imprested Money Register

Medical Claims Register