The AR-37 BHU form is a one-page direct payment bill used by Banaras Hindu University departments to request vendor payments from the Finance Section. It contains 19 fillable fields and takes approximately 4 minutes to complete. The sections below walk through each part of the form, the required certifications, and how to submit correctly to avoid delays.
Step 1: Enter Bill and Voucher Identification
The top section of the AR-37 requires three identifying numbers. The Bill Number is assigned by the issuing department when raising the payment request. The Voucher Number is generated by the Finance Section and must be pre-assigned before you submit the form. The Department Number identifies the specific budget head from which the expenditure will be drawn. If any of these three numbers is incorrect, the Finance Section will return the form for correction before processing begins.
Step 2: Complete the Budget and Expenditure Columns
The budget section asks for three monetary figures that must balance correctly. First, enter the total amount budgeted for the relevant head of account for the current financial year. Second, enter the cumulative amount already spent against that budget. Third, enter the value of the current bill you are submitting. The Finance Section auditor will verify that the sum of amount spent plus the current bill does not exceed the total budget. Prepare these figures from your department's official budget register before filling in the form.
Step 3: Record the Payee and Order Details
The middle section of the form requires the name and address of the payee (the vendor or service provider), the earmarked order number under which the goods or services were procured, and the sanction reference. The sanction reference is the approval letter or order number from the competent authority that authorized the original purchase. Without a valid sanction reference, the Finance Section cannot verify the legitimacy of the expenditure.
Step 4: Complete the Three Certification Sections
The AR-37 form requires three separate certification statements that must be signed by the responsible officer before submission.
The first certification confirms that the goods or services described in the bill have been received in satisfactory condition and that the items have been entered into the departmental stock register with the correct entry date and quantity.
The second certification confirms that the purchase order or work order was issued by the competent authority, that the rates charged are as per the sanctioned order, and that the vendor invoice matches the delivery receipt.
The third certification covers freight and ancillary charges. If additional charges such as transportation or handling fees appear on the bill, the signing officer must certify that they are reasonable and in line with the contracted rates.
Step 5: Forward for Finance Office Authorization
Once all fields are complete and all three certification sections are signed, the bill is forwarded to the Finance Section for payment authorization. The Finance Office scrutinizes the voucher against the budget register, assigns a payment order number, and initiates the payment to the vendor. The original AR-37 form is retained by the Finance Section as the primary payment record. Your department should keep a certified copy for its own accounts.
Typical processing time is 7 to 14 working days from the date of receipt by the Finance Section, provided all documents are complete. Submissions with missing sanction references, unsigned certification sections, or budget overruns will be returned without processing.
Documents to Attach with the AR-37 Form
The following supporting documents must be attached to every AR-37 submission:
- Original vendor invoice or bill, with the supplier's signature and stamp
- Purchase order or sanction letter from the competent authority
- Goods receipt certificate or delivery challan signed by the receiving officer
- Stock entry proof (page reference from the stock register)
- Pre-receipted voucher if the amount exceeds the threshold requiring pre-receipt
Missing any of these attachments will delay payment. For managing recurring vendor payments, the ACH payment enrollment form can help set up direct bank transfers for approved vendors, reducing the need for repeat AR-37 submissions.
Common Mistakes When Filling the AR-37 BHU Form
Four errors account for the majority of AR-37 returns from the Finance Section:
Budget head mismatch. The Department Number entered does not match the budget head under which the sanction was issued. Always confirm the exact head of account with your departmental accounts office before filling in the form.
Unsigned certifications. One or more of the three certification sections is left blank or signed by an officer without the required delegated authority. Each section must be signed by the authorized signatory for that category of expenditure.
Arithmetic errors in budget columns. The cumulative amount spent plus the current bill exceeds the total budget. Run the figures through your departmental budget statement before submission.
Missing or wrong voucher number. The Voucher Number must be obtained from the Finance Section in advance. Leaving it blank or entering an estimated number causes the form to be returned.
Frequently Asked Questions About the AR-37 BHU Form
Who is authorized to sign the AR-37 certifications?
Each of the three certification sections requires the signature of the officer who holds the relevant delegated financial power. The goods receipt certification is signed by the store keeper or receiving officer. The purchase order certification is signed by the head of the purchasing department. The freight certification is signed by the officer who authorized the transport or handling arrangements. A single officer can sign all three only if they hold all three delegated powers for that expenditure.
What is the difference between the AR-37 and a contingency bill?
The AR-37 is used for direct payment to vendors for goods and services received against a formal purchase order. A contingency bill covers small recurring departmental expenses that do not require a formal order, such as postage, stationery, or minor repairs. The AR-37 requires a sanction reference and a pre-receipted voucher above a set threshold, while contingency bills follow a simpler certification process. For employee-related payment needs, the employee advance payment form is the correct document.
Can the AR-37 be submitted for partial payments?
Yes. If a vendor delivers goods in multiple batches, a separate AR-37 can be submitted for each delivery. Each submission must reference the same original purchase order number and show the cumulative amount paid against that order in the expenditure column. The Finance Section tracks partial payments against the total order value to prevent overpayment.
What happens if the form is returned by the Finance Section?
The Finance Section will attach a return memo specifying the reason for return. The submitting department must correct the identified deficiency, obtain any additional signatures or documents required, and resubmit the complete package. The processing clock restarts from the date of resubmission. To avoid this, use the bill payment checklist to verify all fields and attachments before submitting.
Is the AR-37 form available as an editable PDF?
Yes. The AR-37 BHU form available on this page is a fillable PDF with 19 editable fields. You can complete it directly in your browser, download the filled version, print it, and sign the certification sections by hand before submitting to the Finance Section. For broader financial record-keeping and affidavit needs, see the financial affidavit form.