Khyber Pakhtunkhwa TechnicalEducation & Vocational Training

Authority (KP-TEVTA)

KHYBER PAKHTUNKHI/1/A

KHYBER PAKHTUNKHWA

TECHNICAL EDUCATION AND VOCATIONAL TRAININGAUTHORITY(FUNCTIONS) REGULATION. 2015

KP TEVTA Revised Reeulations 2017

N o. K p:fetli+ / mJ / R.A,,t"l,tspoZ/ ? t W t-T) Dated: l7 /to lZatrIn exercise of the powers conferred by section-21 of the Khyber Pakhtunkhwa TechnicalEducation and Vocational Training Authority Act, 2015 (amended2017), the Board is pleased tomake the following Revised Regulation (20l7),namely;

1. REGULATION.I

TECHNICAL EDUCATION AND VOCATIONAL TRAINING AUTHORITY (FUNCTIONS

REGULATION.II

KTIYBER PAKHTUNKHWA TECHNICAL EDUCATION AND VOCATIONAL TRAININGAUTHORITY (APPOINTMENT, PROMOTION & TRANSFER)

REGULATION-III

PAKHTUNKHWATECHNICAL EDUCATION AND VOCATIONAL TRAINING AUTHORITYEMPLOYEES (EFFICIENCY & DISCIPLINE)

REGULATION.IV

KFIYBER PAKHTUNKHWA TECHNICAL EDUCATION AND VOCATIONAL TRAININGAUTHORITY EMPLOYEES (CONDUCT)

REGULATION.V

KFTYBER PAKHTUNKHWA -TECHNICAL EDUCATION AND VOCATIONAL TRAININGAUTHORITY (APPEALS)

REGULATION.VI

KTIYBER PAKHTUNKHWA -TECHNICAL EUCATION AND VOCATIONAL TRAINING AUTHORYCONTRIBUTORY PROVIDENT FUND AND GRATUITY

REGULATION-VII

KI-IYBERPAKHTLINKHWA TECHNICAL EDUCATION AND VOCATIONAL TRAINING AUTHORITY (LEAYE)

REGULATION.YIII

KHYBER PAKHTUNKHWA TECHNICAL EDUCATION AND VOCATIONAL TRAINING AUTHORITYTRANSPORT/STAFF VEHICLES (USE AND MAINTENANCE)

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REGULATION-I TECHNICAL EDUCATION AND VOCATIONAL

Chapter-1(Preliminarv)

Short Title. Application and Commencement:-

This Regulation may be called " the Technical Education and Vocational Training

Authority (Functions) Revised Regulation, 2017 "Except as otherwise provided by the Act, it shall apply to all persons in the service

of Technical Education and Vocational Training Authority and all offices,

Institutions, Centers and Colleges under its administrative control.

shall come into force at once and supersede all previous corresponding regulations

Definitions: [n this Regulation, unless there is anything repugnant to the subject orcontext:

a) "Authority" means the Khyber Pakhtunkhwa Technical Education and

Vocational Training Authority, established under the Act.

"paragraph" means paragraph of this Regulation.ooRules" means the KP-TEVTA Rules, made under the Act

" Section" means a Section of the Head Office of the Authority, headed by a

Director;

Head Office means the Head Office of the KP-TEVTA.

" Organization" organization means Departments, Wings, Sections or Fields

Units of Federal and Provincial Governments and Military Services.

Words and expressions used but not defined in this Regulation shall have the

meanings as assigned to them in the Act or Rules or Regulations made there

under.

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*ln case the Chief Executive is not appointed, then the Managing Director.

CHAPTER-2SECTIONS

3. Powers and functions of the Chief Executive Officer

There shall be a Chief Executive Officer appointed by the BOD who shall, on behalf of theBoard, he/she shall;

(i) act as chairperson of the Strategic Planning Committee and shall frameStrategic Plans for the Authority to produce qualrty skilled workforce and

elevate the quality of training to the national and international standards

and

(ii) exercise all administrative powers of the Board as given in Section 5 of theAct, and exercise and perform other such powers and functions, as

delegated to him by Board under section 12 of the Act.

4. Function of the Managing Director

The Managing Director, under the guidance and supervision of the Chief Executive Officer, shall

(D perform all his duties and responsibilities as presuibed in the Act and(ii) report to the Board in his/her capacity as secretary of the Board and to the

Chief Executive Officer in operational and administrative matters.

5. Administration and Human Resource Section

1) There shall be a Section of Administration and Human Resource, hereafter in this

paragraph called as "the Section", at the head office level, headed by a Director and

directly responsible to the Chief Executive Officer*.

2) The Section shall:

(i) keep the Board, the Chairperson, Chief Executive Officer (CEO)* and

Managing Director of the Authority informed about the day to day business of

the Authority and the institutions under its administrative control;

(ii) ensure service discipline and good order in the Authority and its institutions;(iii) take actions on specific recommendation of monitoring and evaluation section.

(iv) process cases of appointment by initial recruitment, by transfer and bypromotion in accordance with this Regulation;

(v) initiate, process and pursue all amendments in the laws, Rules and regulations;(vi) protect the rights of employees of the Authority conferred on them by the law;(vii) allot or cancel the allotment (as applicable) the official residential

accommodations to the employees of the Authority, on the terms pnd conditions

as specified for government servants of the Government; \[l '. )rt@

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(viii) install office telephone connections as per policy of the Authority;(i") assist the *Chief Executive Officer in preparation of agenda for the meeting of

the Board, recording minutes of the meeting and in coordination with M&Epursuing implementation of the decisions of the Board;

(") formulate mechanism for generation of funds by introducing special courses and

arranging service outlets in various fields for financial sustainability of the

Authority;(xi) undertake a continuous process to discover opportunities, venues and Industrial

Market and prospective business requirements and to evaluate the quantum ofexperienced hands and skilled personnel's needed to the market which should be

produced by the Institutions, Colleges and Centers of the Technical Education and

Vocational Training Authority and make available to the market;

("ii) intimate to the Director Finance all appointments, promotions, resignations and

terminations of the employees. For every employee, a proper service book orpersonal file shall be maintained containing all information of his service fromrecruitment till his retirement, termination or removal from service, as the case

may be.

3) Al1the Regional offices and Institutions under the administrative control of the

Authority shall submit in the form Annexure-I, monthly progress report of theirperformance to the Section. The Section shall compile such reports and place the

same before the Board on quarterly basis.

Finance and Accounts Section.

There shall be a Section of Finance and Accounts, hereafter in this paragraph called as

"the Section", atthe head office level, headed by the Director Finance and directlyresponsible to the Chief Executive Officer*The Section shall:

i. prepare annual budget of the Authority;ii. monitor and control budgetary allocations to various heads of Accounts;iii. prepare payrolls of the employees of the Authority, pay their monthly salaries and

distribute pay slips to them;

iv. maintain the Contributory or General Provident Fund Accounts of the employees,

shall process the claims in this respect and shall intimate to all the employees theposition of the said Fund on monthly basis;

v. withdraw moneys from the Fund for various pufposes, after sanction by the

competent authority and pre-audit by the concemed official of the Section;

vi. maintain accounts, cash books, ledgers and other relevant record;

vii. prepare monthly and annual accounts of receipts and payments;

viii. process cases of creation, up-gradation, re-designation and abolition of posts inthe Authority;

ix. reconcile monthly accounts of the Authority with the Banks where the Fund is

kept;

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xln case the Chief Executive is not appointed, then the Managing Director.

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x. maintain a "Current Account Register" in respect of each institute of the Authority

and all moneys allocated and released to such institution shall be debited. Such

Register shall be reconciled with the Section on quarterly basis.

In case money is received directly by the Authority, it shall be deposited in Bank account

on the same day. If for certain unavoidable reasons, the money cannot be so deposited, itshall be recorded in the books and the matter shall be brought to the notice of the

Managing Director for safe custody of the cash.

All money received in the Authority accounts shall be arnlyzed date-wise on the

classification sheet and recorded in the main cash book.

Postings to the ledger shall be made from the main cash book. Monthly total receipts,

after having been analyzed head-wise, shall be posted to the ledger.

The profit accruing on bank accounts and other investments shall be transferred to "I(P-TEVTA Fund". Amount of profit credited by the Bank shall be recalculated and

reconciled. The difference, if any, shall be pursued with the Bank till settlement.

7) For each project or program, there shall be a separate account and all receipts pertaining

to such project or program shall be credited thereto. Other moneys not pertaining to

certain project or program shall be credited to "KP-TEVTA Fund".

S) A11 cheques shall be issued under a proper payment voucher, duly numbered, dated and

recorded in the cash books. The cheque number shall appear on the relevant voucher and

in the expenditure ledger.

9) Postings to the expenditure ledger shall be made in the light of sanctioned payment orders

and vouchers.

l0) No overwriting or erasement shall be allowed in the cash book. In case of any correction,

fresh entry shall be made after cancelling the wrong / corrected entry.

11) Blank cheques shall never be signed by any of the signatories.

12) Before signing an acknowledgment of new cheque book, its number of cheques shall be

counted and confirmed.

13) All the cheque books and counterfoils of issued cheques shall be kept in safe custody.

14) At the end of each month, the bank balances shall be reconciled with the cash book and

ledger accounts and a reconciliation statement shall be prepared by the Accounts section

of the Section and submitted by the Director Finance to the Managing Director.

15) At the end of each financial year, a consolidated yearly bank statement shall be obtained

from the bank(s) for further reconciliation of the annual accounts of,the Authority.

16) The following books shall be maintained in the Accounts section of the Section for

record and proper accounting treatment of transactions:

i. Main Cash Book;

ii. Subsidiary cash Book;

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iii. Petty Cash Book;iv. Income and Expenditure Ledger;v. Advances/Loans Register;vi. Utility Bills Register;vii. C. P.or G. p. Fund Register;viii. Stock Register for capital and Non-perishable Items;ix. Stock Register for consumable/perishable Items.

17) Separate registers shall be maintained for the receipts and issue of all Consumable andNon-consumable items. A proper Goods Receiving Report (GRR) shall be prepared bythe storekeeper with a certificate to the effect that the goods have been received in therequisite quantity, in good condition and quality in accordance with the specification inthe invoice or bill and the supply order. The receipts shall be recorded from the invoices,bills and other relevant documents and stock on ground.

18) For issuing of any item from the stock or store, a proper Material Issue Requisition(MIR)/Indent may be prepared, duly signed by the requiring officer/official.

19)In case of transfer of any assets or store items from Head office to regional offices orvice-versa, a proper Assets Transfer Report (ATR) may be prepared and signed by theissuing and receiving officials/officers duly countersigned by the concerned store officersof the issuing and receiving offices.

20) Aphysical verification of all stock or stores, stock taking, shall be made every year by theofficer authorized by the *chief Executive officer and report thereof be submitted to theBoard through the Chief Executive Officer.

21)All discrepancies, shortages, and damages to the stock as well as unserviceable storesshall be reported to the *Chief Executive officer for fixation of responsibilities, assessingthe extent ofloss and recovery from the defaulting offrcer/official after proper procedureor writing off the same if deemed appropriate by the *Chief Executive oificer.

22)The Section shall prepare the monthly salary bills of all employees of the Authority anddistribution thereof to all concerned.

23) The Section shall ensure that changes, if any, made in salary bills have been dulysupported by the order of the competent authority.

24)The salary bills summary prepared shall be presented to the Managing Director forapproval' The Section shall prepare cheques or bank transfer vouchers, u, tt

" case may

be, for all the employees well before the first of each month to ensure payment of salarieson the first day of every month.

25) when a request for an advance is made for certain specific purpose, the Director Finance,with the approval of the Competent Authority, may allow the advance to the officer orofficial concerned.

*ln case the chief Executive is not appointed, then the Managing Director.

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26)The employee receiving advance should render the statement of expenses within onemonth of incurring the expenditure duly supported by cash memos and evidence that allcodal formalities have been duly observed for proper adjustment of the advance.

27) Functions of the Audit section shall be as follows, namely:a) To conduct pre-audit of all expenditures related to the Head Office of the Authority.b) to conduct an independent internal audit of accounts of Head Office, colleges,

institutions and centers under the administrative control of the Authority oncompletion of each financial year and submit , a complete audit report to the ChiefExecutive Officer within three months of succeeding financial year; and

c) to follow up and obtain compliance of routine audit and external audit; andd) to conduct special audit of any of the accounts/matters assigned to it by the

Competent Authority.

28) The officers of the Section shall also coordinate with and extend full cooperation to theExternal Audit Party to visit any office, institution, college or center of the Authority inorder to carry out audit ofthe respective accounts thereof.

29)The Principal Accounting Officer of the Authority may declare any officer of theAuthority not below the rank of BPS-17, including Administrator, as the Drawing andDisbursing Officer.

30)In all other matters not expressly provided for in this Regulation, the rules made by theGor,t. for its own employees, so for as may be applicable, shall apply to the employees ofthe Authority.

Monitoring and Evaluation Section:There shall be a Section of Monitoring and Evaluation, hereafter in this paragraph calledas "the Section", at the head office level, headed by a Director and directly responsible tothe *Chief Executive OfficerThe Section shall:

have a watch on the day to day progress of the developmental, operational andfunctional performance of all the Sections, Colleges, Institutions and Centers of theAuthority;ensure economy in expenditure, prudence in administration, honesty in financialtransactions and efficiency in work;inspect the sites of projects and check the suitability of the site, feasibility of thescheme, Bill of Quantity, the sufficiency of funds and execution of work according tothe approved plan/ time frame in the respective pC-I;

monitor the quality of specified materials used in the project, from its initial stage tillthe completion of the scheme;

Suggest remedial measures in case of any drawbacks, short comings and bottlenecksin the formulation and proper management of projects, effective functioning of theinstitutions and performance of the functionaries of the Authority;

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Evaluate, after completion of a project or expiry of an annual session of theinstitutional performance, the achieved objectives, and scrutinize with objectiveanalysis as to whether the assigned targets have been achieved or not;prepare a PC-V of the completed projects and developmental schemes after two yearsof the completion of the scheme but not later than 5 years and shall submit a pC-Vreport to the Board accordingly;periodically evaluate the performance of the teaching staff in the institutions of theAuthority in a prescribed way prepare and submit periodic reports to the *ChiefExecutive Officer and annual reports to the Board on the performance audit of theinstitutions and offices of the Authority.

Academics Section.There shall be a Section of Academics, hereafter in this paragraph called as .,the Section,,,at the head office level, headed by a Deputy Director and directly responsible to the* Chief Executive Offi cer.The Section shall:(i) Develop academic models for technical education and vocational training for

implementation in the colle ges/institutes/centers(ii) implement policies and methodologies pertaining to academics so developed by

the BOD and other related national and international organizations. ensureimplementation of standard curriculum, teaching leaming material Text Books,Student Work Books, Training Manuals, lesson planning, practical intemshipprograms and the by the students/trainees on completion of their internshipprogram.

(iii) devise training modules for various courses of technical education andvocational trainings as per the requirements of the market for skilled andtechnical professionals in the public and private sector industries/professions atthe local, national level;

(iv) ensure quality training program by following national accreditation system andmaking efforts to achieve international accreditation system.

(v) update periodically the curricula keeping in view the day to day developments intechnology as per market demand; and

(vi) explore employment led avenues of standards technical education andvocational training within the country and abroad for building appropriatelinkages.

There shall be a Section of Planning, Development and Works hereafter in this paragraphcalled as" the Section", at the head office level, headed by a Director and directlyresponsible to the *Chief Executive Officer.The Section shall:i' prepare amap of the existing technical education and vocational training facilities

pertaining to the infrastructure of the institutions and offices of the Authority;

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*ln case the chief Executive is not appointed, then the Managing Director.

ii. prepare short term and long term institutional development plans, keeping in view thefuturistic uplift in the industrial and technical fields;

iii. prepare new schemes for inclusion in the Annual Development Program of theAuthority as well as Public Sector Development Program of the Federal Govt. forsubmission to the competent forums for approval.

iv. liaise with the quarters concerned at provincial and federal level and follow upapproval of the developmental schemes;.

v. Undertake project formulation and appraisal of the schemes for approval of thecompetent forum;

vi. carry out feasibility study for identification of sites, prepare detail designs anddrawings of the new developmental schemes and prepare detailed cost estimates ofthe new projects for inclusion in the PC-Is/PC-IIs;

vii. supervise execution of the approved development schemes for ensuring constructionwork in accordance with the provision of the relevant pC-ls;

viii. carry out the routine repair and maintenance work of the existing infrastructure of theoffices and institutes of the Authority as per provisions of the Khyber PakhtunkhwaPublic Procurement Regulatory Authority Rules, 2014;

ix. perform such functions as may be assigned to it by the Board for addition, alterationor up gradation of the existing institutions or establishment of new colleges, institutesor centers as per laid down procedure; and

x. Liaise with Donor organizations to secure funds for developmental projects.

11. ProcurementSection:-1) There shall be a Section of Procurement, hereafter in this paragraph called as "the

Section", at the head office level, headed by a Director and directly responsible to the* Chief Executive Officer.

2) The Section shall make procurements on the recommendations of the ProcurementCommittee, provided that allprocurement shall require sanction of the competentauthority as per KP-TEVTA Delegation of Powers under the Financial Rules Powers ofRe-Appropriation Rules. The term of the Procurement Committee shall be as decided bythe BoD.

12. Information and Communication Technolosy (ICT) Sub-section under M&ESeqtion of the Authority;

1) There shall be a Sub - Section of Information and Communication Technology, hereafterin this paragraph called as "the Sub-Sectiofl", atthe head office level, headed by a DeputyDirector.

2) The Sub-Section shall:

i. responsible for maintaining the ICT infrastructures within KP-TEVTA Head Officeand its all subordinate colleges/institutes/centers.

ii. Submit weekly reports to the CEO* on the functioning of all IT equipment providedin the colleges/institutes/centers and generate daily reports on attendance of the staffand performance of CCTVs.

iii. manage implementation of MIS in KP-TEVTA Head Office and its suboSdinate

colleges/institutes/centers. II

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iv. responsible for rectification of any problem related to MIS and other IT equipment

brought into the notice of Authority within three days.

v. provide methods, tools and procedures for data integrity assurance and guarantee

daily operation;

vi. ensure Information and Communications Technology systems comply with regulatory

and legal requirements;

vii. computerize all the activities of the head Office, Regional Offices and

colleges/institutions of the Authority;viii. arrafige proper networking of all the activities of Head Office, colleges and

institutions of the Authority and update it from time to time;

ix. develop, maintain and update the Authority website perform any other function

relating to the Information and Communications Technology, as assigned by the

Board or the *Chief Executive Officer.

13 . Power of Transfer and Postins. The powers of transfer and posting of all the

employees, as mentioned in sub section (5) of section 4 of the Act, shall be exercised

by the *Chief Executive Officer.

*Note: Till such time that CEO is not appointed, all his authority as mentioned inpreceding paras shall be exercised by the Managing Director.

*ln case the Chief Executive is not appointed, then the Managing Director.

3,1,

Annexure-I

1.

l"1-).

4.

TECHNICAL EDUCATION AND VOCATIONAL TRAINING AUTHORITY

Report for the month of 20-.

Name of college/institute/centre:Date of Establishment:

Total cost of the Project:Physical Progress:

(Rs. In millions)

(Please attach additional sheet if required)

5. Staff/Employment position:

6.

A. Technical Teaching Staff:

B. SupportingA{on Technical Staff:

Physical Infrastructure :

(Please attachdetails and machinery and equipment unserviceable/ unutilized)Financial Progress:

A. Capital Expenditure:

B. Revenue Expenditure:

7.

Name ofTechnology/Course

Approved

strength ofstudents/trainee

S

Students/

trainees

admitted/recr

uited

Total No. of passed

out students/trainees

during the month

Progressive

Total since

the

inception

Name of post Basic Scale No. of approvedposts

Filled/vacant Remarks

(Reasons ifvacant)

Name of Head Opening

BalanceAddition duringthe month

Total Remarks(if any)

Opening

balance

Expenditure

during the

month

TotallclosingBalance

Source ofFunding

Remarks

Particulars Opening

Balance

Expenditure

during the

month

Total/ClosingBalance

Source ofreceipts.

Chief Executive is not aooointed. then the Manasins Dirprtor*ln case the ^A),ah

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i. Salaries and allowances of staff:

ii. Utilities/ contingences:

iii. Miscellaneous:

8. Financial Position:

i. Cash in Banks. (Please attach bank wise detail if the accounts are maintained in

more than one bank):

ii. Cash in hand:

g. Special Events during the month (if any) (Please attach detail and photographs, ifavailable):

10. Problems/bottlenecks faced and suggestions for their removal;

Opening

Balance

Additionduring the

month.

Total. Expenditure

during the

month

Closing

Balance

Source ofreceipts.

*ln case the Chief Executive is not appointed, then the Managing Director.