Write-Off Committee

Role & Functions of the Committee

1. Assessment of Non-functional Items: Identify, list, and evaluate unusable, damaged, outdated, or irreparable assets across all departments.
2. Verification of Inventory Records: Cross-check stock registers, purchase records, issue registers, and departmental inventories.
3. Physical Inspection: Conduct regular inspections of laboratories, classrooms, library, ICT rooms, furniture, equipment, and office materials.
4. Documentation & Evidence Collection: Collect photographs, reports, repair estimates, and service records supporting the write-off proposal.
5. Prepare Write-Off List: Draft a detailed list containing item description, quantity, purchase date, cost, depreciation, and reason for write-off.
6. Coordinate with Departments: Communicate with all Heads/Coordinators for verification of items proposed for write-off.
7. Process for Approval: Prepare proposals for the Principal/Management for final approval of write-off.
8. Disposal Procedure: Recommend appropriate disposal method—scrap sale, recycling, donation, or safe disposal.
9. Maintain Write-Off Register: Update and maintain annual records of written-off items.
10. Audit Support: Provide documents and clarifications required during internal/external audits.
11. Leadership & Supervision: Lead the committee, distribute responsibilities, and ensure timely completion of procedures.
12. Policy Implementation: Ensure the write-off process aligns with institutional and government guidelines.
13. Approval Coordination: Review department-wise proposals and forward them to the Principal/Management for approval.
14. Final Decision Oversight: Verify accuracy of lists and certify correctness before write-off.
15. Meeting Conduct: Schedule and chair meetings, review findings, and finalize action plans.
16. Reporting: Submit final write-off report annually to the Principal and Governing Body.
17. Data Collection: Gather information from departments regarding unusable items.
18. Inspection & Verification: Participate in physical inspection and validate the condition of assets.
19. Record Checking: Confirm accuracy of purchase and issue records with stock registers.
20. Drafting Reports: Prepare item lists, depreciation details, and write-off justification notes.
21. Assist in Disposal: Help in segregating and supervising disposal of scrap materials.
22. Compliance Support: Ensure safety norms and environmental guidelines during disposal.
23. Maintain Transparency: Ensure fair, unbiased, and accountable procedures throughout write-off activities.