Prturambabu Info ....: IFMIS - SPARSH: Process Flow Chart, Budget Checking, Bill Entry & Approval Notes

A comprehensive guide for DDOs on utilizing Samagra Shiksha grants, checking budgets, adding vendors, preparing documentation, and online bill submission on the IFMIS portal.

1. IFMIS Login & Initial Instructions

Access the Portal

Portal URL: telangana.gov.in
Login Flow: Web Portal ➔ Enter DDO Code ➔ Enter DDO Password ➔ OTP Verification ➔ Login Dashboard

Important Guidelines

Samagra Shiksha Grants: Starting from the Assessment Year (A.Y.) 2026-27, IFMIS must be used to utilize all grants received from Samagra Shiksha.
Time-Sensitive OTP: The OTP is sent to the registered DDO mobile number. If multiple OTPs are generated on the same day (across primary and alternate numbers), always use the latest generated OTP.
Alternate Mobile Number: If necessary, you can select your registered alternate mobile number to receive the login OTP.
Security: Do not share DDO passwords or OTPs with anyone.

2. Check Available Budget

To view the balance or grants credited against your MRCs or CRCs, use one of the two methods below:

Method 1: Budget Report

Navigation: Bills Section ➔ Reports ➔ Budget Report
Action: Select the Head of Account ➔ Choose the required head among General, SC, or ST ➔ Check Balance.

Head of Account Reference Table

Category	Head of Account Noted in Training
GENERAL	2202010011505500503 NVN
SC	2202017891505500503 NVN
ST	2202017961505500503 NVN

Method 2: DDO Budget Report

Navigation: Bills Section ➔ Reports ➔ DDO Budget Report
Action: Select Financial Year ➔ Head of Account ➔ Click Search.
Details Displayed: Displays the available balance along with State Project Office (SPO) proceeding details. After expenditures are met, spent details will also update under this head.

3. Add Vendor / Agency Details

Navigation: IFMIS Bills Section ➔ Add New Agency
Single Vendor Entry Mandatory Fields:
- Agency Name
- Account Number (A/C No.) & Confirm Bank A/C
- IFSC Code
- Click Search, then click Add New Agency Button.

Bulk Vendor Upload

Use the Bulk Agency option for multiple vendors.
Download the sample Excel file template.
Fill in the mandatory columns: Agency Name, Bank Account Number, and IFSC Code.
Upload the file through the bulk portal option.
Always verify added details; incorrect bank information will trigger system notifications and stall entry.

4. Bill & PDF Preparation (Before Online Entry)

Documentation Pipeline

Collect Original Bill ➔ Proceedings / Sanction ➔ Advance Stamp Receipt ➔ Cheque Book / Bank Passbook Proof ➔ Stock Entry (If Applicable)

Mandatory Attachments Checklist

All supporting items must be merged into a single PDF file not exceeding 10 MB:

Resolution: A formal resolution copy detailing the proposed expenditure.
Proceedings:
- Must be issued in the name of the MEO (for MRCs) or Complex HM (for CRCs).
- Can be prepared individually per vendor or as a single bulk proceeding for multiple agencies.
- The explicit Head of Account must be written clearly on the proceeding document.
Stock Entry: For stationery or physical materials, attach the updated register page showing the entry.
Original Bill: Must feature a handwritten Pass Order indicating the exact amount to be paid.
Advance Stamp Receipt: Must feature a valid revenue stamp signed by the vendor.
Bank Proof: Copy of the front page of the vendor’s cheque book or passbook (attach both where possible).

5. Online Bill Entry

Step-by-Step Portal Navigation (Maker/Operator login)

Go to Bills Section ➔ Bill Entry.
Select Other Bills Option.

Form Configuration Parameters

Form No.: 58
Form Type: OTHER CHARGESOTHER EXPENDITURE
Bill Category: Welfare Schemes/Other Schemes
Bill Type: Non-Adjustment

Finalizing Submission

Search By: Select A/C. No ➔ Input vendor details.
Select Entry type::Single /Bulk
Data Input: Enter the precise Bill Date, Bill Amount, and select the correct Agency Name.
FLOW CHART :
1. Head of Account : ( Ex. Gen/SC/ST Component)
2. Scheme Code : TL119 Samagra Shiksha
3. Intervention Component Code : Grant Wise Component Codes
4. Agency Name : Enter UDISE Code of the School
5. Major Head : 2202
6. DDO Remarks : Click on Sample Remarks → 9th option → " Onetime adjustment entry under welfare schemes or other schemes"
7. Add Attachments : ADD the PDF File related to this bill not exceed 10MB
8. Enter Remarks : Enter remarks of HM/CHM sanction order / MEO proceedings Number
9. Enter Bill OTP : Enter the OTP received for bill submission Then Click on Submit Bill
With this, the first part of bill preparation is completed in the Maker/Operator login.
(reference purpose :INTERVENTION OR GRANT WISE COMPONENT CODES :
- For MRC Grant : F.01.23.01
- for Complex Grant : F.01.23.02.01
- for High Schools School Grant : F.03.12.01
- For High Schools Sports Grant : F.03.21.01
- For Badi Bata Grant (HS) : F.03.03.01
- For Safety & Security Grant (HS) : F.03.04.01
- For Youth & Eco Clubs (HS) : F.03.06
- For Library Grant (HS) : F.03.13.01
- For GCEASC Grant (HS) : F.03.18.01
- For Self Defence Grant (HS) : F.01.26
- Eco Clubs (PS/UPS) : F.01.12.01
- for PS/UP Schools School Grant : F.01.18
- For PS/UP Schools Sports Grant : F.01.29)
Upload: Attach your prepared consolidated PDF (under 10 MB).
Submit: Verify the Head of Account values and click Submit Bill.

After Submission Workflow

The bill routes into the automated approval workflow.
Track real-time processing under the "My Bills" dashboard tab.
Upon final approval, the digital file transfers automatically to the Treasury for disbursement.

IFMIS - SPARSH: Process Flow Chart, Budget Checking, Bill Entry & Approval Notes