This document provides an overview of administrative procedures and asset management for an organization. It includes: 1) Details on petty cash, reimbursements, and cab booking procedures. Employees can book cabs through Ola with a Rs. 1500 limit and trips are tracked for utilization reporting. 2) A breakdown of assets like AC units, UPS systems, generators, and small electronic devices across various zones and offices. Procedures are outlined for maintenance and warranty/AMC tracking. 3) Guidelines for managing Airtel SIM cards including new SIM requests and lost/damaged SIM reporting processes from different departments.

1. ADMIN FLOW CHART

2. Indent
Request (Package V
& Package II)
Indent cannot be
Approved if not
attached Live
Stocks sheet with
Indent sheet
Stationeries,
Housekeeping,
Pantry,
Safety.
List of items with
proper
description and
delivery location
to be mentioned
here.
Urgent requirement
from any
department.
General Admin
Requirement
Buy from petty cash,
if the product is
Urgent and the cost
lesser than Rs.2000.
Created by Requested by: Verified by:
Approved 1
by:
Approved 2 by:
(it should be
added in indent
when its
required, not for
all time.)
Description can
be provided by
respective
department or
purchase team.

3. PETTY CASH
Petty cash
1. HO-Nungambakkam
2. Alandur
3. Lloyds Colony
CASH & CARD
Package-V & Package -
II
HO PV & PII -
Nungambakka
m
Alandur
- PII
Lloyds
Colony
- PV
Other Expenses
1. Reimbursement
S.No Date Invoice/Bill No Description Amount Rem
arks
Prepared by Checked by Abu Checked by Mr. Sikander Verified by Lofiya Approved by CEO
Petty Cash Admin Format
1. Proper bills required for all regular expenses. paper bills not
accepted.
2. If we spent anything for any department for meeting, we should
get signature from respective HOD of the department.
3. Separate line for each bill in the petty cash account statement.
4. Don’t accept previous month bills from any employees and
HOD’s without proper approval.
5. Make sure the account statement top-sheet should neat and
clean.
6. Mentions correct description in the account statement.
7. We should try to get duplicate bills from same vendor if Incase
we missed out bills by our end.
8. We should same format for all employees.
Any transaction which is
not done by our company
card, that will be comes
under reimbursement, in
this case the amount will
directly credited to
respective person.

4. Ola Corporate – Account
Ola Cab
ADMIN EMPLOYEE
Employees can book cab by giving
access to them with Limit of Rs.1500
Eligible employees can send a mail
request with approval for use ola
corporate account.
Admin team has no limit.
Admin person can remove or add any
employees on respective department HOD
request basis,
Ola Cash load by finance team by
giving request from Admin team
Admin should be mention their employee
name, department and purpose of travel in
remarks. It will help us to understand the
monthly utilization of the respective
employees.

5. HOME PAGE OPTION:-
1.Home – Employees utilization details
2. Employees – We can add or remove employees.
3. Rides – History of rides
4.Payment - this will be take care by finance team
5.One travel desk – Admin can book a ride for employees.

6. ASSETS
OFFICE STORES FACILITY
1.HO-OMR
2.ALANDUR
3.LLOYDS COLONY
1.MANDEVELI
2.SAIDAPET
3.SHOLINGANALLUR
4.LLOYDS COLONY
2 Packages – 7 Zones – 91
Ward office.
Zone office under examination and
waiting for IA confirmation.
WORKSHOP
1.LLOYDS COLONY
2.SAIDAPET
3.SHOLINGANALLUR

7. 7 Zones – Asset Tagging
Zone - 9 Zone - 10 Zone - 13 Zone - 11 Zone - 12 Zone - 14 Zone - 15
Package - V Package - II
Ward – 18 Ward - 16 Ward -13 Ward -12 Ward - 12 Ward -11 Ward -09
109
110
111
112
113
114
114 – Beach
115
116
117
118
119
120
121
122
123
124
125
126
127A
127B
128A
128B
129
130
131
137
138
139
132
133
134
135
136
140
141
142
170
171
172
173
174
175
176
177
178
179
180
181
182
143
144
145
146
147
148
149
150
151
152
153
154
156
157
158
159
160
161
162
163
164
165
166
167
168
169
183
184
185
186
187
188A
188B
189
190
191
192
193
194
195
196
197
198
199
200
Zone - Assets

8. ADMIN REPORT TO MAINTAIN
AC TYPE MODEL NO SERIAL NO CAPACITY TON WARRANTY PERIOD AMC PERIOD Last service date Last complaint
date
UPS Product Mode
l No
Serial
No
Installed
Date
No of
Batterie
s
Warranty
for UPS
Warranty for Batteries Start
Date & End date
AMC for UPS
Start Date &
End date
Last Service
Date
Last Complain
Date
DG TYPE Product Model No Serial No Installed Date Warranty
Period
AMC Period Last Service Last Complaint

9. Small Assets Managements
1.Any product which is less than or equal to Rs.2000 and it comes under warranty; maintain a records to understand
utilization period.
2.If incase of any electrical issue or physical damage of the product and its not under warranty, We can use our petty
cash for service.
3.All the small products should be inspected by Mr.Arokiaswamy before doing the service.

10. Airtel Sim cards
Office employees
Operations
Data
New sim Request comes from
HR
New sim Request comes from
ZM/AZM
New sim Request comes from
IT Manager
Sim damage/sim lost - Mail request from
Respective person / department HOD
Sim damage/sim lost - mail requests or
mobile phone confirmation from
respective ZM/AZM
Sim damage/sim lost – Mail requests
from Mr. Amit - IT

11. THANKS YOU FOR
YOUR VALUBLE
TIME!!!