How the donations are managed

Jipmer Alumni Associations (JAA, JAANA) , alumni chapters (JAAUK), JIPMER Covid Task Force Committee members meet weekly to review the contributions, status of funded projects, projects on the deck for funding and JIPMER response to COVID

The goal of these meetings is to review how the donations are best utilized to support JIPMER’s response to COVID

The Committee members will work with JIPMER to identify the most appropriate and essential needs for the quantum of funds raised in the week.

With approval of the majority of the committee members, the project is approved for funding. The project details are shared with all alumni in Jipmernet Forum.

Based on the project specifications, the committee will initiate invoicing with the vendors

For medical equipment, the vendors are pre-approved by JIPMER and have previously supplied the equipment to JIPMER in the last 24 months.

The committee ensure the rates at which the items are supplied will be equal to or less than that at which the items were supplied to JIPMER and the warranty is at least for 3 years and the comprehensive annual maintenance contract (CAMC) charges are specified a priori in the quotation

In the case of new vendors or items not procured by JIPMER in the last 24 months, The committee will request a purchase order to a government or public hospital or Govt. of India enterprise hospital to ensure rates are reasonable.

The invoice must include the costs of equipment, the Annual Maintenace Contract (AMC) and warranty for 3 years, Comprehensive Maintenace Contract (CMC) for 4th to 10th year, GST, Customs duty, Import GST, clearing house charges, Insurance, Agency commission, Carriage and Insurance Paid (CIP), Local transportation, Installation charges.

The quotation will contain the bank account details for online / wire transfer (domestic / international) payment and tax details like PAN, GST numbers of the vendor

The invoice and letter of intent to donate will be approved by the Director, JIPMER.

On approval, the invoice, letter and approval notice will be shared with the individual or organization paying the vendor

The organization (JAA or JAANA) or individual will pay the invoice with the vendor directly. The invoice will state the appropriate payee. The item will be shipped and installed in JIPMER.

The items are promptly entered into JIPMER Stock Register and JIPMER Gift Register for record keeping.

The invoice must include the costs of equipment, the Annual Maintenace Contract (AMC) and warranty for 3 years, Comprehensive Maintenace Contract (CMC) for for 4th to 10th year, GST, Customs duty, Import GST, Clearing house charges, Insurance, Agency commission, Carriage and Insurance Paid (CIP), Local transportation, Installation charges.

The quotation will contain the bank account details for online / wire transfer (domestic / international) payment and tax details like PAN, GST numbers of the vendor

The vendors are already informed of the need, and have the documents such as invoices ready.

Invoice from vendors with stock ready to ship and install in JIPMER is sent for Director’s approval. Director reviews and approves within 24 hours

The invoice is shared with payee and payment is done the next day. The entire process is anticipated to take 2 business days

The item is also expected to ship and install in 1-2 days.

The alumni are required to complete the donation acknowledgement form so we can track the donation and send out receipts.

Every week, the transactions are reviewed and confirmed. Invoices are checked and receipts documented

Every week, updates about the funding and projects will be posted in Jipmernet Forum