All purchase must first be tried on the GeM site. Only if the item is not available there can it be purchased, after getting permission, from other sources.
There are two types of purchases in IIT Delhi:
The budget heads from which one can make purchases in Institute funds are:
Purchases from Sponsored Project / Consultancy Funds
Usually sponsored projects are handled by the IRD so the funds will have a project name like RP-<something> or MI-<something>.
And Consultancies are done under FITT so the consultancies will be called FT/<something>/<some-year>
But, sometimes, IRD will also let you do consultancies. And FITT will let you do a project with it. So it is a little confusing. But don't get confused. Smile and remember that IRD is 80% projects and 20% consultancies. FITT if 80% consultancies and 20% projects.
There is more. Both IRD and FITT handle what are known as Training Programs and Workshops. So the project:consultancy:training/workshop ratio is 70:20:10 for IRD and 20:50:30 for FITT.
In every purchase, there is always a person called the CFA who approves it - this person's signature is a must before you incur that expenditure. Who is the CFA depends on the amount of money to be spent. This is summarized in the Table below.
Internal Link:
https://internal.iitd.ernet.in/iitdapps/sites/default/files/circular/IITD-56220-17-ICDN.pdf
External Link:
https://owncloud.iitd.ac.in/owncloud/index.php/s/adskMS6uCBqf35W
HoD = Head of Dept / School / Centre
What is a bill ?
A bill (also called a Invoice) is what you get from the vendor whn something is bought by you. It has a number, a TIN number and a VAT/DVAT number. 'Kuchha' bills are usually not allowed as bills unless they are obtained in exceptional circumstances - like a roadside shop where you had tea - in which case you must certify as a Class 1 officer that this is a certified expenditure by signing it.