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How to Apply for and Utilize Grants from the Department of Urban Development and Municipal Affairs, West Bengal

The Government of West Bengal, through its Department of Urban Development and Municipal Affairs (UDMA), provides financial assistance to municipalities for executing various developmental schemes. This guide explains the process of applying for and utilizing grants, with a specific focus on the recent grant sanctioned to Jhalda Municipality. The guide will help municipal authorities and officials understand the steps required to secure, manage, and properly utilize these grants in compliance with the state's financial regulations.

Step-by-Step Guide to Applying for Grants

Step 1: Understanding the Grant Sanction

The UDMA Department has sanctioned a grant of ₹23,58,000 (Rupees Twenty Three Lakh Fifty Eight Thousand Only) to Jhalda Municipality. This grant is part of the ongoing schemes under the Basic Minimum Services (BMS) Programme and is intended for the execution of various schemes within the municipality.

Key details of the grant include:

• Recipient of Grant: Jhalda Municipality
• Head of Account Code: 72-2217-05-789-009-35-00-V
• Type of Grant: Non-Recurring
• Purpose of Grant: Execution of various schemes under Basic Minimum Services
• Sanctioning Authority: Additional Secretary, Urban Development and Municipal Affairs

Step 2: Preparing the Application

To apply for such grants, municipalities must ensure that they have administrative approval and financial concurrence from the relevant departments. The application must include:

• Detailed project proposals outlining the schemes to be executed.
• Budget estimates and financial projections.
• Adherence to all relevant financial rules and regulations, including e-tender rules.

Step 3: Submission of Application

Once prepared, the application must be submitted to the UDMA Department. It should include:

• A cover letter addressed to the Additional Secretary, UDMA Department.
• Detailed project reports.
• Budget and financial details.
• Any other required documentation.

Ensure that the application is submitted well before the deadline and is complete to avoid delays in processing.

Step 4: Receiving the Grant

Upon approval, the sanctioned amount will be transferred to the designated account of the municipality through ECS or Cheque. The Treasury Officer, Jhalda, will be responsible for managing the funds.

Step 5: Utilizing the Grant

Municipalities must use the grant strictly for the purposes specified in the sanction order. For Jhalda Municipality, the funds are earmarked for the execution of various schemes under the Basic Minimum Services Programme. It is crucial to:

• Follow all relevant financial regulations.
• Adhere to e-tender rules for procurement.
• Ensure timely completion of projects.
• Maintain proper records and documentation for all expenses.

Step 6: Submission of Utilization Certificate (UC)

After the completion of the project or at regular intervals as specified, the municipality must submit a Utilization Certificate (UC) to the UDMA Department. The UC should detail how the funds were spent, along with supporting documents and receipts.

Step 7: Compliance and Reporting

Municipalities must ensure compliance with all the terms and conditions laid out in the grant sanction order. This includes:

• Strict adherence to the budget and project scope.
• Submission of progress reports to the UDMA Department.
• Maintenance of proper accounts and records for audit purposes.

Troubleshooting Tips

• Ensure Compliance: Non-compliance with financial regulations can result in the withdrawal of the grant.
• Timely Completion: Delays in project execution can lead to penalties or the requirement to return unused funds.
• Accurate Documentation: Proper record-keeping is essential for audit and reporting purposes.

FAQs

Q1: What is the purpose of the grant sanctioned to Jhalda Municipality?

• The grant is for the execution of various schemes under the Basic Minimum Services Programme within Jhalda Municipality.

Q2: How is the sanctioned amount disbursed?

• The amount is disbursed through Transfer Credit into the designated account of the municipality via ECS or Cheque.

Q3: Is a Utilization Certificate required?

• Yes, a Utilization Certificate must be submitted to confirm the proper use of funds.

Q4: What happens if the funds are not utilized as per the guidelines?