SPARSH BILLS IFMIS INSTRUCTIONS

📄 Download Official IFMIS SPARSH Instructions (PDF)

1. IFMIS Login & Initial Instructions

From the Academic Year 2026-27, IFMIS is to be utilized for managing and spending Grants received from Samagra Shiksha[span_1](start_span)[span_1](end_span).

Open IFMIS / e-Finance Portal (https://ifmis.telangana.gov.in/login) ➔ Enter DDO Code ➔ Password ➔ OTP Verification ➔ Login[span_2](start_span)[span_2](end_span)

📌 Important Points:

• OTP will be sent to the registered DDO mobile number[span_3](start_span)[span_3](end_span).
• If multiple OTPs are generated on the same day, always use the latest generated OTP[span_4](start_span)[span_4](end_span).
• You may select a registered alternate mobile number for OTP generation if needed[span_5](start_span)[span_5](end_span).
• Security Notice: Do not share passwords or OTPs with anyone[span_6](start_span)[span_6](end_span).

2. How to Check Available Budget

To verify the available balance/grants credited to MRCs / CRCs, use either of the following methods[span_7](start_span)[span_7](end_span):

Method 1 - Budget Report:

Go to Bills Section ➔ Reports ➔ Budget Report ➔ Select Head of Account[span_8](start_span)[span_8](end_span). Choose among the 3 heads below to check the balance[span_9](start_span)[span_9](end_span):

Category	Head of Account Noted in Training
General	2202 01 001 15 05 500 503 NVN[span_10](start_span)[span_10](end_span)
SC	2202 01 789 15 05 500 503 NVN[span_11](start_span)[span_11](end_span)
ST	2202 01 796 15 05 500 503 NVN[span_12](start_span)[span_12](end_span)

Method 2 - DDO Budget Report:

Go to Bills Section ➔ Reports ➔ DDO Budget Report ➔ Select Financial Year ➔ Head of Account Search[span_13](start_span)[span_13](end_span). Available balances along with SPO Proceeding details will be displayed[span_14](start_span)[span_14](end_span). Expenditure details update automatically as funds are spent[span_15](start_span)[span_15](end_span).

3. Add Vendor / Agency Details

IFMIS Bills Section ➔ Add New Agency ➔ Enter Agency Name ➔ Bank A/c No. ➔ Confirm A/c No. ➔ IFSC Code Search ➔ Click "Add New Agency[span_16](start_span)"[span_16](end_span)

Bulk Vendor/Agency Registration:

• For multiple vendors, navigate to Add Agency in Bulk[span_17](start_span)[span_17](end_span).
• Download the sample Excel format file[span_18](start_span)[span_18](end_span).
• Mandatory fields: Agency Name, Bank Account Number, IFSC Code[span_19](start_span)[span_19](end_span).
• Upload the completed file (max 1000 agencies per file, under 5 MB)[span_20](start_span)[span_20](end_span).
• Verify all details carefully; incorrect details can cause bill rejection[span_21](start_span)[span_21](end_span).

4. Preparation of PDF Attachment (Before Online Entry)

Collect all mandatory physical documents and compile them into a single PDF file (Maximum 10 MB)[span_22](start_span)[span_22](end_span):

• Resolution: Formal resolution approving the proposed expenditure[span_23](start_span)[span_23](end_span).
• Proceedings: Prepared in the name of MEO (for MRC) or Complex HM (for CRC)[span_24](start_span)[span_24](end_span). Can be single or bulk proceeding; Head of Account must be explicitly stated[span_25](start_span)[span_25](end_span).
• Original Bill & Pass Order: Physical original bill with written Pass Order stating the approved amount[span_26](start_span)[span_26](end_span).
• Stock Register Entry: Copy of the updated stock register page (mandatory for stationery/materials)[span_27](start_span)[span_27](end_span).
• Advance Stamp Receipt: Revenue stamp affixed and signed by the vendor[span_28](start_span)[span_28](end_span).
• Bank Account Proof: Front page copy of vendor's cheque book or passbook[span_29](start_span)[span_29](end_span).

5. Online Bill Entry (Maker / Operator Login)

Bills Section ➔ Bill Entry ➔ Select "Other Bills" ➔ Form No: 58 ➔ Form Type: "Other charges / other expenditures" ➔ Category: "Welfare Schemes/Other Schemes" ➔ Bill Type: Non-adjustment ➔ Search by A/c No ➔ Select Single/Bulk[span_30](start_span)[span_30](end_span)

💡 Key Configuration Details:

• Form No: 58 (Samagra Shiksha)[span_31](start_span)[span_31](end_span).
• Bill Category: Select Welfare Schemes/Other Schemes[span_32](start_span)[span_32](end_span).
• Deductions: PT, TDS, GST, GIS, Haritha Haram fields default to 0[span_33](start_span)[span_33](end_span).
• Scheme Code: TL119 (Samagra Shiksha)[span_34](start_span)[span_34](end_span).
• Major Head: 2202[span_35](start_span)[span_35](end_span).
• Intervention Component Codes:
  • MRC Component: F.01.23.01 (Provision for BRC/URC)[span_36](start_span)[span_36](end_span)
  • CRC Component: F.01.23.02.01 (Subcomponent under Provision for CRCs)[span_37](start_span)[span_37](end_span)
• DDO Remarks: Copy from Sample Remarks 9th option: "Onetime adjustment entry under welfare schemes or other schemes"[span_38](start_span)[span_38](end_span).

After filling details, attach your single PDF file (max 10MB), enter bill remarks, generate Mobile OTP, enter it, and click SUBMIT BILL[span_39](start_span)[span_39](end_span).

6. Authorization & Approval (Checker Login)

Login to Approver Account ➔ Bills Section ➔ DDO Bills ➔ Open Bill ➔ View Details ➔ Verify Attachments ➔ Select Checkbox ➔ Click APPROVE ➔ Enter Approval OTP ➔ Submit[span_40](start_span)[span_40](end_span)

7. Print Bill & Documentation

• Log back into the Maker/Operator account[span_41](start_span)[span_41](end_span).
• Go to Print Bill, set the date range, and view details[span_42](start_span)[span_42](end_span).
• Ensure the Digital Signature is displayed on screen[span_43](start_span)[span_43](end_span).
• Print single-sided copies[span_44](start_span)[span_44](end_span): Prepare 2 Sets (1 Original + 1 Xerox/Office Copy)[span_45](start_span)[span_45](end_span).
• File signed copies safely with all original supporting vouchers[span_46](start_span)[span_46](end_span).

8. Bill Cancellation & Administrative Rules

To cancel an unprocessed or erroneous bill: Go to Bills Section ➔ Cancel Bill ➔ Select CANCEL[span_47](start_span)[span_47](end_span).

⚠️ Administrative Guidelines:

• No Personal Payments: Payments in the name of MEO, MIS/CCO/CRP, office staff, or teachers are strictly prohibited[span_48](start_span)[span_48](end_span). Payments must be made directly to eligible 3rd party vendors[span_49](start_span)[span_49](end_span).
• Vouchers & Invoices: Plain paper vouchers/receipts are invalid[span_50](start_span)[span_50](end_span).
• Below ₹25,000: Official cash bills/invoices with bill numbers are required[span_51](start_span)[span_51](end_span). Quotations, estimates, or proforma invoices are strictly not allowed[span_52](start_span)[span_52](end_span).
• Above ₹25,000: GST Invoice is mandatory[span_53](start_span)[span_53](end_span).

Master Flowchart Summary

1. IFMIS Login ➔ 2. Check Budget ➔ 3. Add/Verify Vendor ➔ 4. Prepare PDF & Proceedings ➔ 5. Enter Bill Details ➔ 6. Select HoA/Scheme ➔ 7. Upload PDF Attachment ➔ 8. Maker OTP Submit ➔ 9. Checker Login Review ➔ 10. Approver OTP Submit ➔ 11. Print & File Documentation[span_54](start_span)[span_54](end_span)

Quick Pre-Submission Checklist

Budget verified under correct Head of Account[span_55](start_span)[span_55](end_span)

Vendor bank account details and IFSC verified[span_56](start_span)[span_56](end_span)

Form 58 and Welfare Schemes category selected[span_57](start_span)[span_57](end_span)

Gross amount and deductions checked[span_58](start_span)[span_58](end_span)

Correct intervention component code selected (MRC/CRC)[span_59](start_span)[span_59](end_span)

Single PDF attached (< 10 MB) containing Proceedings, Bill, Stock Entry, Stamp Receipt & Bank Proof[span_60](start_span)[span_60](end_span)

DDO Remarks pasted correctly[span_61](start_span)[span_61](end_span)

Maker OTP submitted successfully[span_62](start_span)[span_62](end_span)

Checker approval completed with Header OTP[span_63](start_span)[span_63](end_span)

Digital signature verified on printed single-sided copy[span_64](start_span)[span_64](end_span)

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