Information Regarding Levy and Clearance of Dues

Students need to ensure that all the Dues showing up on ASC (Payment → Check No Dues Status) are green in colour before the convocation ceremony. You will not get your degree unless you ensure all dues (due to imposed fines or unpaid fees) are green.

Colour scheme for Dues:

• White – Due not processed
• Red – Dues not paid
• Yellow – Due being processed
• Green – Dues cleared

If the dues are white or red, then please mail/visit the respective units for determination and clearance. Various dues that need to be cleared are as follows:

1.  Dean SA Office

Those who need to pay fines will receive a mail from the Dean SA office where the account number has been mentioned. You have to pay the amount and send a screenshot of proof to dean.sa.office@iitb.ac.in along with your name and roll number.

2.  Hostel

Visit the HCU office (Main Building) or mail them (hcu.office@iitb.ac.in) to determine the semester in which you have dues, and then email the hall manager of that respective hostel where you were staying during that semester. Make any payments if required and ask them to clear it.

3.  Department Office

Will be cleared for everyone manually once the summer semester concludes. If the due is red, it means you haven't finished your degree requirements, in which case reach out to the respective department office.

4.  Academic Office

Reach out to aracad4@iitb.ac.in if the due is red. Academic office dues largely arise from holding multiple scholarships:

• A student cannot hold both an institute scholarship and an external scholarship at the same time. If this happens, the student must refund one of them within the given time period. If they fail to do so, the Institute scholarship is revoked and the amount is recorded as a due against the student.
• The deadline for refund is not fixed in advance. It is specified in the email sent to the student once the Scholarship Unit becomes aware of their dual scholarship situation. The same email also specifies the consequences of not meeting the deadline. These may include not being allowed to register for the next semester or, in the case of a graduating student, withholding the degree until the due is cleared.
• If the student chooses to refund the institute scholarship or clear an existing due, the payable amount must first be certified at the Accounts Section. Payment is then to be made at the Cash Section (Main Building), and the payment receipt is to be submitted at the Scholarship Unit for final clearance.
• If the student chooses to refund an external scholarship, the refund receipt must be submitted at the Scholarship Unit in the Academic Office (Main Building). A declaration form (available at the Scholarship Unit) must also be filled and submitted to complete the process.

Contact Information: Email: ugscholarships@iitb.ac.in  |  Phone: 022-25767038  |  Office: Scholarship Unit, Academic Office, Main Building.

5.  SAU

Reasons associated with SAU dues:

• Semester Fees: This includes the Academic Fee and the Hostel Fee (excluding SMA). A due is raised if either is not paid. It can be cleared via ASC or by visiting the Cash Section (in the Main Building).
• Advances: These include advances borrowed by students for medical reasons, or for attending events where they represent IITB (national and international conferences, cultural, technical and sports events, including Inter-IIT meets). These advances are usually borrowed for paying for food bills, travel tickets, registration fees, etc. These dues can only be cleared manually by visiting the Accounts and Finance Section in the Main Building.
• Excess Scholarships (may be reflected as academic office dues): These may arise due to technical errors while awarding scholarships. They are also raised if a student avails multiple scholarships (e.g. one institute and one external scholarship). These dues are cleared by paying at the Cash Section or via NEFT.

For those with pending dues, a demand will be raised on the External ASC indicating the amount to be paid. Go to Payments and click on "Amount". From there you can pay directly. Once you have paid, send proof of your payment to sau@iitb.ac.in to get your dues cleared.

In case of non-payment of semester fees: First determine the semester and exact amount to be paid by contacting the Acad Office. You will need to collect your transaction history from the Account Section (ground floor, Rahul Bajaj) and get it stamped by the academic office. Then inform the same to Accounts and they will raise a demand on External ASC. Once the amount is confirmed you need to pay to the following account:

• Name: Registrar IITB
• Account Number: 10725729128
• IFSC Code: SBIN0001109

Once the payment has been made, the payment details should be emailed to feereceipt@iitb.ac.in with cc to arfa1@iitb.ac.in, aracad4@iitb.ac.in and cash@iitb.ac.in. After you receive your receipt, send it along with payment proof to sau@iitb.ac.in for due clearance.

6.  Gymkhana

Gymkhana dues are levied for the following three types of reasons:

• If advances like expenses for events, purchase, TA/DA, and so on are taken under the name of the sports office, and the student is not able to settle the amount or produce necessary supporting documents, then a due arises in the name of the student. (Note: Even though the advance is in the name of the sports office, the due is applied on the student's name.)
• If a student borrows sports equipment, or other requirements like a camera, printer, etc. from the Gymkhana and is unable to return it or has damaged it in any sense, then a due arises in the name of the student.
• If a student is responsible for any damage to the Gymkhana infrastructure and facility, a due arises in the name of the student.

During the student's degree, they will be notified by the academic section, as the degree will be retained until the due is cleared. Once the student knows that there is a due levied, they should approach the SAC office/gymkhana office, from where they will get to know the reason for the due. For further process:

• Either the student has to produce required documents and submit them to the SAC office/sports in-charge, and it has to be verified.
• If the due is some amount, then the student needs to settle the required amount by paying to the Cash Section and submitting the receipt to the SAC office.
• The student can also directly pay to the SAC office.

Contact Information: Gymkhana Contact: +91-22-25768968  |  SAC office Email: sac.incharge@iitb.ac  |  SAC office: Old SAC  |  Cash Section office: 1st floor, Main Building (beside the Dean IP's office).

7.  Estate Office

Reasons for levying dues:

Room Booking:

• A letter has to be submitted with Dean SA sign and there must be a waiver (a line stating "Charges must be waived"). If there is no waiver, the student will have to pay before the event is conducted, otherwise the booking will be cancelled. Once that is done, that room will be blocked in the Portal for the event.
• If a student hasn't brought a waiver, then an invoice will be made. The student will be required to pay before the event at the Cash Section (First Floor, Main Building). After paying, the student must hand a copy of the receipt to the Booking Office (SOM Building, First Floor opposite IC101).
• If the amount is large, money is transferred from the respective Student Fund Account (e.g. Mood-I, Techfest). This happens at the Account Section (Main Building, 2nd Floor). During the transfer, a document number is generated and that needs to be handed over to the estate office.

Contact Information: pasystem.office@iitb.ac.in  |  2576 7984  |  Booking Office – SOM Building, First Floor opposite IC101.

Quarters (Estate): Relevant for PhD students, since they are provided with quarters.

• A monthly deduction is made for License Fee, water charges and electricity charges from the student's salary. For this they are given a bill which has to be collected from the Estate Office and submitted at the Cash Section. There is a deadline for the payment but it can be done later as well (3 months' payment can be made together).
• When the quarters have to be vacated and there is some months' payment left, the student will receive an email from the Estate Office intimating them of the same. They are also fined if the room is not cleaned or there is damage to property, and this is then deducted from the security deposit made at the start of admission (approx. 3000 for DRDO, 5000 for others). The security deposit, if original, can be submitted at the Estate Office directly, otherwise the student has to get a duplicate from the Cash Section and submit it at the Estate Office.
• An NDC (No Due Certificate) copy is generated where a summary is made of the recovery and refund to be made to the student and what the student is required to pay. This is sent to the Academic Department and then to the Accounts Section. Then the student gets the refund directly into their account.
• All payment by the student is done online or in the Cash Section.

Contact Information: pritambaswante@iitb.ac.in, 2576 4994 – NDC (No Due Certificate); dilipbhagivant@iitb.ac.in, 2576 4096 – Bill Preparation and Email Sending for Bill. Estate Office – Second Floor, Estate Building beside Monash Building behind Rahul Bajaj.

8.  Library

Following are the rules for borrowing books from the library and the late fees levied on non-adherence:

Students can renew the books borrowed by them if the same books are not claimed by any other user. Books can be renewed either by bringing them to the library Circulation Counter or online (without bringing them back to the library). However, online renewal of books can be done only up to 4 times by students.

Issue/Return Timing:

• General / Reference books – Monday to Friday: 9:00 A.M. to 8:00 P.M.; Saturday, Sunday & Holidays: 11:00 A.M. to 1:00 P.M.
• Bound volumes of journals, loose issues, pamphlets and standards are issued from the first floor issue counter on working days from 9:00 A.M. to 6:00 P.M.
• Self-issue/checkout is also available till the library is open.

Late Fee Structure:

If there is any fine levied for not returning a book:

• Online Payment: Visit the OPAC portal to make the payment, then email a screenshot of proof to libcir@iitb.ac.in.
• Offline Payment: Visit the Central Library office.

Point of Contact for any clarification regarding dues: In-charge Circulation Section, Central Library, IIT Bombay, Powai, Mumbai, Maharashtra 400076 (India). Email: libcir@iitb.ac.in  |  Contact no.: 022-25768933 / 8926.