Postal Assistant
Savings Bank Control Organisation
Induction Training
Trainee Guide PA ––– SBCO Induction training --- Trainee Guide
About India Post ...... 3
Administrative setup ...... 5
Operative Network ...... 10
Accounting Network of Post Offices ...... 14
Postal Manuals ...... 15
Basic records / Registers ...... 17
IT Modernisation – INDIA POST 2012 ...... 19
Overview of the various Savings Schemes ...... 20
Savings Bank / Savings certificates ...... 21
Know Your Customer (KYC) Guidelines ...... 38
SB - Deceased Claims– Settlement Procedure ...... 43
Savings Bank Control Organisation (SBCO) ...... 48
SBCO procedure – CBS environment ...... 53
Finacle Menus ...... 65
Prevention Of Frauds In CBS Offices ...... 75
PMSBY & PMJJBY ...... 81
Atal Pension Yojana ...... 83
CCS (Conduct) Rules (1964) ...... 85
Right To Information Act 2005 ...... 91
Welfare Measures ...... 95
II ABOUT INDIA POST
Introduction
We extend a warm welcome to you to the Postal family. The organization, you have chosen to enter had a glorious past and a bright future with an ambitious project about to be commissioned.
The Department has been the backbone of India‘s communication network and core of the country‘s socio-economic development for the last 150 years. It touches the lives of every citizen, be it through mail, banking, insurance, money transfer or retail service. As on 31.03.2015, it has a network of 154939 Post Offices in the country, the largest in the world, of which 139222 are in rural areas.
The core activity of the Department is processing, transmission and delivery of mail. Mail is collected from 5,17,890 letter boxes, processed by network of Mail Offices and conveyed by rail, road and airlines all over the country to reach the customers. Postal operations at the post office counter encompass the entire gamut of basic postal services that include sale of stamps, booking of registered articles, insured articles, value payable articles, remittance of money through money orders, booking of parcels and Savings Bank transactions. Traditionally, these services were being provided at manually operated counters. Considering the vital need for providing benefits of technology to customers, counter operations are now being progressively computerised to provide a greater range of services to the customer from a single window.
With the spread of telephony, internet and modernised banking services, citizens are used to new level of speed, transparency and quality. This has also been the experience of other postal administrations in the world. In India, customers of the postal service expect Department of Posts to provide a service level similar to industry standards maintained by banks, insurance, express industry, etc. This is the challenge that the Department faces today and you have a greater role to play in fulfilling the customer aspirations through dedicated, honest and efficient service.
3 Our Vision
The vision of the organisation is
―India Post‘s products and services will be the customer‘s first choice ǁ
The vision, in its broader sense, means that customer will prefer our products and services ahead of other similar options available in the industry. If a customer has to prefer our products and services, the delivery mechanism of our products and services has to be of a very high quality coupled with an efficient after sales service. This requires that all of us should always strive to achieve the standard of service that customer expects from us and sustain the high standard achieved, always. For this to be realized, we should have a clear understanding of the organisation structure, the functional levels, tasks performed, operational procedures and be updated with latest changes. This training will provide you the right inputs towards these objectives.
Our Mission
Our mission underlines the steps to be taken towards achieving the vision of the organisation. The mission is
• To sustain its position as the largest postal network in the world touching
the lives of every citizen in the country. • To provide mail parcel, money transfer, banking, insurance and retail
services with speed and reliability. • To provide services to the customers on valuevalue----forforforfor----moneymoney basis. • To ensure that the employees are proud to be its main strenstrengthgth and serve
its customers with a human touch. • To continue to deliver social security services and to enable last mile connectivity as a Government of India platform.
You can observe that our mission, apart from stating the economic objective, also tries to realize the potential of its employees, recognizing them as a asset. The mission also underlines the social responsibilities through its objective to deliver social security services connecting the last mile. This multi- faceted approach makes India Post a viable entity in the life of the common man.
Our Organisation
Our organisation is a large network of offices with a 4,60,457 strong workforce delivering efficient Postal services across the country. This vast organisation is managed through administrative units and services rendered through operative units. You need to understand the various levels of administrative hierarchy and the operative network to appreciate your position in this network and the role you will play.
4 ADMINISTRATIVE SETUP
In the administrative setup, the apex is the Postal Services Board (PSB). The Department functions under the Ministry of Communications and Information Technology, Government of India. The head of the department is Director General, Department of Posts who heads the Postal Services Board. The Postal Services Board consists of 6 members and Joint Secretary & Financial Advisor. The organisation setup at the Directorate is in the chart
below
Each member is assisted by DDGs and other staff in the day-to-day functions. The Administrative setup from the Directorate down to Post offices is shown in the chart below
5
The Department is territorially divided into 23 circles, each encompassing one or more than one state and/or a union territory. A Circle is headed by Chief Postmaster General (CPMG). The circle is divided into Regions each headed by a Postmaster General (PMG). Regions are further classified into Postal and Railway Mail Services (RMS) divisions. Postal divisions are in charge of the Postal operations in their jurisdiction whereas the RMS divisions manage the mail movement. Postal Divisions are headed by Superint endent of Post Offices (SPOs)/ Senior Superintendent of Post offices (SSPOs)/. RMS Divisions are headed by Superintendent of RMS (SRM)/ Senior Superintendent of RMS (SSRM)/. Divisions can be under the jurisdiction of PMG or CPMG. The Postal Divisions are d ivided into sub divisions headed by Inspector Posts (IP) or Assistant Superintendent of Posts (ASP). Similarly, RMS subdivisions are headed by Inspector Posts. In General each region may have a Postal Stores Depot (PSD)., headed by a superintendent, cateri ng to the needs of forms and stationery of the PO/RMS offices in the region. Each circle has Circle Stamps
6 Depot., headed by a superintendent which supplies stamps and Postal stationeries to all offices in the Circle. The organisation chart below shows this functional classification
Postal accounts offices (PAOs) consolidate the accounts of a circle. We have 20 PAOs in the country.
The following is the list of Postal Circles.
SlSlSl Circle Headquarters Territorial jurisdiction Andhra
1 Vijayawada Andhra Pradesh and Yanam
Pradesh 2 Assam Guwahati Assam
4 Chattisgarh Raipur Chattisgarh
5 Delhi New Delhi Delhi
Gujarat, Daman, Diu, Dadra &
6 Gujarat Ahmedabad
Nagar Haveli 7 Haryana Ambala Haryana
Himachal
8 Shimla Himachal Pradesh Pradesh
Jammu and
9 Srinagar Jammu and Kashmir Kashmir
11 Karnataka Bangalore Karnataka
12 Kerala Tiruvananthapuram Kerala, Lakshadweep and Mahe
Madhya
13 Bhopal Madhya Pradesh
Pradesh 14 Maharashtra Mumbai Maharashtra and Goa
Arunachal Pradesh, Manipur,
15 North Eastern Shillong Meghalaya, Mizoram, Nagaland
and Tripura 16 Odisha Bhubaneshwar Odisha
7
17 Punjab Chandigarh Punjab, Chandigarh U.T 18 Rajasthan Jaipur Rajasthan
Tamilnadu, Pondicherry (except
19 Tamilnadu Chennai
Yanam and Mahe) 20 Telangana Hyderabad Telangana
21 Uttar Pradesh Lucknow Uttar Pradesh
22 Uttarakhand Dehradun Uttarakhand
West Bengal, Andaman and
23 West Bengal Kolkata Nicobar islands and Sikkim state
A look into the history of Indian Post Office
We are unable to exactly determine the origin of Indian Post Office. Even though there is mention of Postmasters and messengers even during the Mogul period of Mogul period in Indian History, we find that the Indian Post Office acquired its identity during the British rule in India. While the British started their commercial ventures in India and presidencies were established in Bengal, Bombay etc., the Post Offices became very important part of the administration. The Post Office used to carry mail as well as keep the rulers informed about the various incidents in the kingdom. The Postmaster was thus a very important pillar of the administration.
There were many native Postal systems in India at that time. The British attempted to bring these systems under the Imperial Post Office but the move was resented and resisted by the native rulers. There were private agents running the mail service for some rulers too. With the Post Office Act passed in 1854, Indian Post Office came to have a legal sanctity. Subsequent acts made it possible to integrate and expand the services of the Post Offices. In 1898, the Post Office Act was passed which gave shape to the Postal system. Of course the number of offices was very small. Some native Postal systems were integrated with the Indian Post Office much later.
After independence, there was considerable growth in the network of the Post Offices. Anybody who reads the Indian Postal History would be surprised to see the loyalty of the staff, their desire to render valuable service to the customers and the utility of the service. These included such services as palanquin service to carry travellers or supply of quinine to fight against malaria. It is the utility of the Post Office and the values and qualities of its personnel which have helped the Post office to maintain its efficiency over decades. The value of the Post office to the society even today cannot be underestimated.
8 Some important dates in Indian Postal history
1st July 1852 – Use of first Postage stamp (Scinde dawk) 1854 – Indian Postal system came into existence October 1854 – Release of first Postage stamp for use throughout India 1884 – Introduction of Postal Life Insurance 18 th February 1911 – India became first country to carry mail by air (Allahabad to Naini) 1931 – Use of first pictorial stamp 21 st November 1947 – Release of first Postage stamp of independent India 1972 – Introduction of Postal Index Number 1982 – Centenary of Post Office Savings Bank 1986 – Introduction of Speed Post 1995 – Introduction of VSAT money order system and Rural Postal Life Insurance 2004 – 150 years of India Post 2008 – Commissioning Project Arrow 2010 – Introduction of Mail Network Optimisation Project 2012 – Commissioning India Post 2012 2017 – Launch of India Post Payment Bank
India Post logo
The construct of the new logo is inspired by the fact that India Post carries emotion across physical distance. At first glance, it is an envelope and at the next glance, it is a bird in flight, unhindered and unrestricted. The following bold strokes convey free flight.
The choices of colours are Red and Yellow. Red has been chosen for its traditional association with the Postal Service. It embodies passion, power and commitment. Yellow communicates hope, joy and happiness. Evidence of the combination of the two colours is found across the country.
9
OPERATIVE NETWORK
We will now look at the operational network. Post offices collect mail and perform other financial transactions. The mail collected is moved to sorting offices. The sorting offices sort the mail according to destination and move them to the delivery Post Offices. The delivery Post offices deliver the mail. The Post offices are classified as
• Head Post Offices (Head office or HO) • Sub Post Offices (Sub office or SO) • Branch Post Offices (Branch office or BO)
The Head Post offices and Sub Post offices are in charge of departmental officials whereas the Branch Post Offices are in charge of Gramin Dak Sevaks (GDS).
Every Postal division comprises of one or more than one Head Post offices, sub offices and branch offices. The operational network is such that the branch offices report to a sub office/ head office and sub offices report to Head offices daily.
Branch office:
Branch Post Office (BO) is mostly located in rural areas. They operate for minimum of 3 hours and maximum of 5 hours daily. BOs offer basic services such as mail booking, banking and insurance. In addition to this, BOs are also responsible for the disbursement of wages under the MGNREGS.
The office is in charge of Gramin Dak Sevak Branch Postmaster (GDS BPM). He may be assisted by a GDS mail deliverer (GDS MD). Branch offices serve the Postal needs of one or more villages.
Sub office:
Sub Post Office (SO) is an operational unit located in urban as well as rural areas which reports to Head Post office. SO provides mail booking services, banking services and insurance services. It incorporates the account of BOs placed under it and also supplies and receives funds.
SOs are classified based on the number of staff. They are • Mukhya Dak Ghar (MDG) • Higher Selection Grade (HSG) SO • Lower Selection Grade (LSG) SO • Triple Handed SO (A Class SO)
10 • Double Handed SO (B Class SO) • Single Handed SO (C Class SO) These POs are further categorised as Delivery and Non-Delivery offices. Each delivery PO will have delivery staff and is allotted a unique (Postal Index Number) PIN code. Non delivery offices perform only counter transactions and are not assigned any separate pincode. They are identified with the pin code of the concerned delivery PO.
Head office:
It is the Chief of a group of Post Offices consisting of itself and its subordinate offices called Sub and Branch Offices.
It is an operational unit and is authorized for the posting, receipt, sorting, handling, transmission and delivery of mail. HO offers mail-related services such as Post Office boxes, postage and parcel. It also offers non-postal services like Banking, Insurance, Philately, money remittances and retail such as passport applications and sale of government forms.
It consolidates accounts of all SOs under its jurisdiction and reports to the Postal Accounts Office. It also draws salary and other bills for officials in its jurisdiction and maintains the service book. It may be headed by a Postmaster (HSG) / Senior Postmaster (Sr. PM) (Gazetted) / Chief Postmaster (CPM) (Gazetted) or a Director (Gazetted). The principal HPO situated at the circle Head quarters is called General Post Office (GPO) and headed by a CPM / Director.
Army Post office (APO):
These Post Offices serve defence personnel. There are two POs carrying the HO status – 1 CBPO (Central Base Post Office), in Delhi and 2 CBPO, in Kolkata. 1 CBPO is called 56 APO and 2 CBPO is called 99 APO for the purpose of addressing. Field Post Offices (FPO) which carry the status of sub offices are under the jurisdiction of CBPOs and serve the armed forces in different locations.
Foreign Post:
There are foreign Post offices and sub foreign Post offices in the country which deal with the incoming and outgoing foreign mails. Mails are exchanged between countries and the accounts need to be settled on account of the mails transmitted and delivered. The Universal Postal Union facilitates this.
Role of Universal Postal Union (UPU):
The Universal Postal Union, established in 1874, with its headquarters in Berne, Switzerland sets guidelines for the free flow of mails between countries.
11 It is a special agency of United Nations coordinating the Postal Policies of member nations. The conventions entered into under the aegis of the UPU ensure that the national boundaries merge into one for the purpose of exchanging letter post items. There is a guaranteed freedom of transit within the territory of the Union.
Under the convention each country keeps the postage it collects on international mail. But each country must pay other member countries for the excess mail sent (terminal dues) and also for transporting mails across their borders (transit charges).
Apart from promoting international cooperation in organizing and improving postal services, the UPU has standardized postal charges to be collected by each country for letter post items. The UPU has made it possible for a postal item to reach the addressee, wherever on the globe, regardless of his social status, political views, religion, or race. Free postage for items concerning prisoners of war and civilian internees and for literature for the blind and reduced rates for conveyance of newspapers and periodicals are some of the achievements of the UPU. Currently there are 192 member countries. The UPU‘s technology centre manages IPS (International Postal System) which is an international mail management system facilitating track and trace of international mails and IFS (International Financial System), a software application for international money order service. We will learn about these, in detail, later.
Railway Mail Service (RMS)
Railway Mail Service wing performs collection , sorting and transmission of mails. We have different types of Mail Offices.
Sorting Mail office:
This is a stationary office of the Railway Mail Service. This office deals with the contents of mail bags addressed to it and closes bags. Sorting Mail Offices which are located at Railway Stations are designated by the names of the stations followed by th e letters ―RMSǁ eg. Villupuram RMS. Sorting Mail Offices which are not located in Railway Station premises are designated as sorting office. eg : Karaikudi Stg, Egmore Stg.
Transit Mail Office (TMO):
This office deals with closed bags only.
Transit SectSection:ion:
It is a travelling unit of RMS working in trains. Transit Sections deal with closed bags only.
12
Record Office:
It is a stationary office of the RMS where the work papers of Transit Sections are checked and preserved. The record office supplies the forms, bags and stationery required by sections for their work. It takes care of the staffing requirement of mail offices and supplies forms and stationeries.
Head Record Office (HRO):
The record office situated at the head quarters of RMS division which is entrusted with preparation of salary and contingent bills for the staff and offices of the entire division and the accounts connected therewith, in addition to the ordinary duties of a record office is called Head Record Office, headed by Head Record Officer. Sections and mail offices are attached to a Head Record Office. This office supplies the forms, bags and stationery required by mail office / sections for their work. It takes care of the staffing requirement of mail offices and sections and supplies forms and stationeries.
Sub Record Office (SRO):
Record Office located outside the headquarters of the division and may have sections apart from mail offices attached to it. It takes care of the staffing requirement of mail offices and sections and supplies forms and stationeries.
13
ACCOUNTING NETWORK OF POST OFFICES
Postal Account office Responsible for incorporating account of all HOs in circle
Head Post Office Head Post Office Head Post Office
Supplies cash, stamp, IPOs, certificates, Consolidation of account of Submits returns and accounts to
passbooks, recpt bks subordinate offices concerned PAO
Sub Post Office Sub Post Office
Sub Post Office Submits its Daily A/C to Head Post Consolidate the transactions of BO also SO is placed in account with HO Office into its accounts
Branch Post Office
Branch Post Office Submits Daily Account to its
Having limited powers of Saving account office i.e. SO
Bank and Booking of postal articles
Branch Post Office
Branch Post Office
Sub account branch of account office
Can be directly under Sub Office monitors its functioning
which is called its Account Office
Savings Bank Control Organisation ———
• set up in each Head Post Office under the administrative control of the Divisional Heads
• consists of Supervisor and Postal Assistants
• to maintain control accounts of Savings bank and carry out day-to day checks of the work done by the SB Branch
• will submit consolidated reports to Regional Office
14 POSTAL MANUALS
The manuals and guides specify the procedure to be followed in performing routine operations in Post Offices in various branches. Every official performing various transactions is expected to know the rules prescribed for doing the job and be updated with the latest changes. Following is the list of manuals prescribed and a brief of their contents.
Post office Guides are for the guidance of customers Post office GuiGuidede ––– Part I
- Contains guidelines to customers transacting in various Postal products in inland mail and other financial services and details the conditions subject to which
Post office Guide ––– Part II - This guide deals with conditions for posting of international mail
Post office Guide ––– Part III - Contains the list of Post offices
Post office Guide ––– Part IV - This guide relates to Post office Savings bank and certificates
Postal manuals are for the guidance of staff in Post Office. They lay down the operational procedures. The various volumes and their scope are detailed below.
Postal Manual Volume I – This is a compilation of legislative enactments related to Post office. It contains the following acts and rules
• The Indian Post office Act 1898 • The Indian Post office Rules, 1933 • The Government Savings Banks Act 1873 • The Post office Cash Certificates Act 1917 • The Post office Savings Banks (Nomination) Rules, 1960 • The Government Savings Certificates Act, 1959 • The Government Savings Certificates Rules, 1960
Postal Manual Volume II – Contains general guidelines, rules relating to organisation matters, appeals, petitions, stock, budget and buildings
Postal Manual Volume III – Rules relating to discipline
Postal Manual Volume IV – Rules relating to appointments, promotions, leave and establishment
15 Postal Manual Volume V – Rules relating to mails and investigation
Postal Manual Volume VI – This is in three parts and contains rules relating to Postal operations except Savings bank and certificates • Part I – Rules relating to collection and delivery of ordinary and accountable mail • Part II – Rules relating to booking, transmission, payment and accounting of Money orders • Part III – Rules relating to functioning of sub accounts branch, accounting in POs, Duties of postmen and letter box attendants
Postal Manual Volume VII – Rules relating to operations in Railway mail service
Postal Manual Volume VIII – Rules relating to functioning of various administrative units like Circle office, Divisional office, Stock Depot, etc.,
Branch office rules – Rules relating to the working of branch offices
Post office Savings Bank Manual Volume I – Contains Procedural Rules relating to various types of savings accounts
Post office Savings Bank Manual Volume II – Contains Procedural Rules relating to transactions in various types of Savings Certificates
Post office Savings Bank Manual Volume III – Contains Acts & Rules relating to Various Savings Scheme (SB & SC).
PostaPostall Manual of SB Control Pairing & Internal CheckCheck OrgOrganisationanisation ––– Contains the Procedural Rules relating to the work of SBCO, ICO
Financial Hand Book Volume I – Contains rules about accounting, supply of funds, remittances, revenue and miscellaneous receipts, rules on pay and allowances, loans and advances and other contingent charges.
Financial Hand Book Volume II – Contains rules relating to supply of stamps, accounting of various revenue receipts and consolidation of accounts in various post offices.
POLPOLII Rules – Contains rules relating to PLI and RPLI.
Foreign Post Manual – Contains rules relating to foreign post operations.
Indian Post Office Act, 1898 – Lays down the privileges in carrying mails, prohibitions, protections, offences and penalties.
16 BASIC RECORDS / REGISTERS
111)1))) Attendance Register
This is a book kept for the officials to sign, noting the time of attendance before the start of their duties. The head of the office examines and initials it.
222)2))) Nominal Roll (MS(MS----12)12)
This is a record showing the names of Postal Assistants actually on duty on a given date and the nature of duties performed by each of them. Whenever there is a change, the Postmaster / Supervisor notes it on the Nominal Roll. In other words, if there is no change in the duties performed by an official, no entry need be made and the previous day‘s arrangement continues.
333)3))) Memorandum of distribution of work (MDW) (MS(MS----11)11)
This shows the duties to be performed by each official (PAs & Supervisor) working in SBCO. The Supervisor will prepare the MDW and the same is to be approved by AO (ICO) SB.
Any change of a permanent nature in the duties of officials, has to be ordered by the authority competent to issue the memo.
444)4))) Order Book/ Office Order Book (M(MSSSS----8)8)8)8)
Every post office is supplied with this book to record remarks and orders of inspecting officers. Postmaster is personally responsible to take action on the remarks and orders passed by the officers. It should always be kept in the personal custody of the Postmaster.
555)5))) Sub Office Daily Account
Sub office prepares its transaction report containing its own transactions as well as its attached branch offices which is called Sub office daily account and submits this everyday to Head Post Office along with the vouchers of accounted transactions.
666)6))) HO Summary
A record maintained in Head Post Office to compile its own transactions. It is prepared by Treasurer.
17 777)7))) SO Summary
A record maintained in Head Post Office to compile and consolidate the accounting transactions of each SO as reported in the SO Daily Accounts
888)8))) HO Cash Book
A Daily report, prepared by the APM (Accounts), consolidating the transactions of HO and all the SOs under its control based on the HO Summary and SO Summary. It contains the following details;
• Amount of transaction as per HO Summary • Amount of transaction as per SO Summary • Total • Progressive total upto yesterday • Grand Total should be struck in the Cash book daily.
999)9))) HO Cash Account
A monthly report, prepared by the APM (Accounts), consolidating all the transactions accounted in the HO during the whole month. It is compiled from the HO Cash book. It is to be submitted to PAO along with other schedules and returns.
101010)10 ))) List of Transaction
• A system generated report
– showing the details of transactions of POSB accounts including those of attached BOs (if any)
– Prepared separately for each schemes at the end of the day.
11) Objection Register (SB(SB----61)61)
A register to be maintained in SBCO to record the irregularities noticed during the checking of vouchers etc. The copy of objection should be sent to the office concerned for settling the same.
12) Register of Undeliverable Passbooks at SBCO
The Passbooks remaining undelivered for more than 3 months in SOSB branch should be transferred to SBCO for safe custody. The registered should be verified periodically by the Supervisor and the PBs should be destroyed under the personal supervision of AO after completion of preservation period
18 IT MODERNISATION – INDIA POST 2012
A Brief about the Eight Projects under IT modernization:
SlSlSl Name Description Vendor 1 Rural ICT Software Development for BO Infosys System Computerisation Integrator (RSI) 2 Rural ICT • Supply of Hardware for BO M/s. TCIL Hardware computerization. (RH) • Network facility to BOs 3 Core System Integrated software for, Tata Integrator • counter Consultancy (CSI) • back office Service • Accounts (TCS) • HR management etc 4 Financial • Core Banking Solution (Finacle) Infosys Services • Core Insurance Solution System (McCamish) Integrator • ATM Facility (FSI) 5 Data Centre • Primary Data Centre at Mumbai Reliance Ltd. Facility (DCF) • Disaster Recovery Centre at PTC, Mysore 6 Network Networking of, Sify Integrator (NI) • All DOP offices Technology • DC & DRC 7 Mail • Hardware for Postal & Mail Offices. DG S & D Operations • Handheld device for delivery staff (GEM) Hardware (MOH) 8 Change • Change Management for all Tata Management Employees Consultancy (CM) • Capacity building recommendations Services
19 OVERVIEW OF THE VARIOUS SAVINGS SCHEMES
India Post offers several products and services. These can be broadly classified under the following heads
• Mail services • Premium products • Financial services • Retail services • Philately
Post office savings schemes
India Post offers various savings scheme, mainly attracting small savings come under Financial Services.
The types of Accounts Schemes available are,
• Savings Account ( SB) • Recurring Deposit (RD) • Monthly Income Account Scheme (MIS) • Time Deposit (TD) • Public Provident Fund (PPF) • Senior Citizen Savings Scheme (SCSS) • Sukanya Samriddhi Account (SSA)
Savings Certificates schemes are,
National Savings Certificates – VIII Issue (NSC)
Kisan Vikas Patras (KVP)
20 SAVINGS BANK / SAVINGS CERTIFICATES
SAVINGS ACCOUNT
Type Who can open Number of accounts
Single An adult 1 / PO
Minor himself if attains atleast 10 years 1 / Minor
Guardian on behalf of minor 1 / Minor
Joint (A & B) 2 / 3 adults 1 / PO
Sanchayika Head of the Institution & 2 students (not less than 1 / Institution 10 years of age)
Pension Single Any pensioner (Postal / Railway /Telecom / any dept) 1 / Pensioner
Joint Pensioner with his / her spouse in whose favour family pension nominated
Basic Savings A/C Registered Beneficiary 1 / Beneficiary
[I n addition to pension A/C, pensioner can open a single / Joint
A/C] [No new Sanchayika Account is allowed w.e.f 01.10.2016]
Where to open - HO/ SO / BO
Minimum balance - Rs 50 / Rs 500 (cheque A/C) / Zero for Basic Savings A/C
Maximum balance - No limit
Mode (opening) - Cash only
Mode (deposits) - Cash/Cheque/DD
Opening of SB cheque accounts
- Only in HO , SO
- Only In Single A/C, Joint A/C, Minor A/C through guardian, Pension A/C, Sanchayika A/Cs
- Only by literate adults who can sign in running hand
- Minimum balance to be maintained is Rs. 500.00
- Withdrawal by Cheque is allowed even if the balance falls below Rs.500/-but the depositor to be advised to maintain sufficient balance.
21 - If cheque is dishonoured, a service charge of Rs 50/- to be deducted
- Passbook need not be presented with subsequent deposit or cheque withdrawal
Nomination
Applicable in Single, Joint, Pension, Basic SB (not in Minor, Sanchayika) A/Cs
When At the time of opening / later but before maturity / closure
Who can be a Any person (Including Association, Trust etc).
Nominee
In case of minor nominee, an adult person is to be appointed
No of nominees No limit
Fees free for 1 st nomination &
Rs 1 for subsequent/ alteration/ cancellation – Form - SB 55 -
Mode - Postage stamp
Interest - 4% pa SI on total IBB
th IBB – lowest balance between 10 closing & last working day
Deposit :
Mode - Cash / Cheque / DD / IPO etc
Minimum - Rs 5/-.
Paise transactions allowed, but only in multiples of 5 paise.
Deposit through cheques:
• Cheque to be written in ink or ball point pen signed by drawer
• Cheque should not be more than three months old
• Not post dated one.
• Drawn in favour of depositor or postmaster.
• Amount in words and figure should agree without any correction.
• Not torn or mutilated
• Crossed generally or specially.
• Particulars of the cheque should be written in the pay-in-slip and presented along with the cheque
22 • Date of encashment / realisation will be taken as the date of deposit.
• For out-station cheque, collection charge will be debited from the account.
• Rate of collection charge
o Cheque value up to Rs.1000 ... Rs.30/-
o Every additional Rs.1000 or part there of ... Rs.3/-
Local & Outstation Cheque:
A cheque drawn on any bank at the same station as that of the office at which it is accepted will be regarded as ‗Local cheque‘
A cheque drawn on any bank located at the same station as that of the HO and accepted at any of its sub offices will also be regarded as ‗Local cheque‘.
( All other cheques will be treated as ‗Outstation cheques‘.)
No collection charge for POSB cheques
No commission is charged on cheques presented on local bank of so and got cleared through ho concerned due to non availability of SBI/ Nationalised Bank / Clearing house
If any amount recovered by bank to be charged as ‗office expenses‘ & full amount to be credited to depositor
Withdrawal:
Number of Withdrawal per day : SO / HO – No restriction
BO – Only one in an account
(Maximum Rs. 5,000/- - BPM‘s limit)
Minimum amount : Non Cheque A/C … Rs. 5/-
Cheque A/C … Rs. 20/-
Messenger transactions – conditions:
- Not allowed in A/Cs opened by minor himself
- Postmaster, PO agents not to be allowed to act as messengers
- In case of closure, no cash payment. Only cheque irrespective of amount
- If SS differs, payment through messenger is not allowed.
- In illiterate A/C, if paying PM satisfies, allowed.
23 Transfer from PO to PO
Transfer of Savings Account is not allowed when,
Silent Account before its revival
After death of the depositor
When it is ordered to be closed
Types:
- Local / Home / Foreign Advice of Transfer (AT) conditions: - AT to be prepared in the transferring HO in duplicate.
- AT should be sent along with SB-3, SB-55(if any), KYC document through service insured post to the transferee HO
- If any AT is received not through service insured post, then it should be returned to the transferring HO and account should not be opened.
- Check whether the AT contains ―originalǁ along with combined oblong stamp.
- If there is any abnormal delay in receipt of AT, refer ‗Register of duplicate ATs received‘.
Conversion from single to joint & vice versa:
Allowed, but after conversion, it should contain atleast one of the original depositor.
Duplicate Passbook:
Cases:
- Lost / destroyed / spoiled passbooks
- Seizure of PB for departmental enquiry
Fees:
- Rs 10/- in the shape of postage stamp
- Exemption allowed if reason is beyond the control (permitted by postmaster)
- No fee - seizure for enquiry
24 RECURRING DEPOSITS
Type Who can open Number of accounts
Single An adult No limit
Minor himself if attains atleast 10 years No limit
Guardian on behalf of minor No limit
Joint (A & B) 2 adults No limit
Where to open - Minimum HO / SO / BO
Denomination - Maximum Rs 10. Multiples of Rs 5
Denomination - No limit
Mode – Opening - Cash/ Cheque/DD
Mode – Deposits - Cash/ Cheque/DD
Monthly deposits should be made,
Period in which A/c is opened Last date for Subsequent month‘s deposit
1st to 15 th of a month 15 th
16 th to last day of a month Last working day
Defaulted Deposits:
If not paid within the above period,
- Default fee: Rs 0.10 for Dn Rs 10/- to be collected along with deposit.
- 4 defaults allowed. For personnel of defence services (except civilian defence employees), 7 defaults allowed.
- If exceeds 4/7defaults, should be renewed within 2 months, from 5 th / 8th default
- If not renewed within that period, A/C will become ―Discontinuedǁ.
- (no further deposit / part withdrawal is allowed in discontinued accounts) Advance Deposits:
• Rebate is paid for advance deposits including deposit made for current month. ( All advance deposits made in different dates of a calendar month will also qualify for rebate calculation )
For Dn-Rs 10/- - 6 months to 11 months – Rs.1
- 12 months – Rs.4
25 Withdrawal :
- Only after 1 year from the date of opening
- At least 12 deposits to be made
- Account should not be a ‗discontinued‘ one o Maximum 50 % of balance can be allowed, including the amount of advance deposits, if any o Withdrawal amount should be in multiples of Rs 5 oOnly one withdrawal is allowed in an account
Repayment of withdrawal:
- Only along with monthly deposit
- Either in Lump sum / in equal Instalments
- Only in multiples of Rs 5
- Interest to be collected - 5 yr TD interest prevailing on the date of withdrawal+ 2 %
PMC:
• Only after 3 years
• If advance deposit is made, PMC will be allowed only after expiry of such advance period.
• Interest rate applicable to Savings Account is payable
• Default Fee already collected and Interest on withdrawal repaid will be refunded at the time of PMC
Maturity:
Maturity Period – 5 Years
Interest Rate & Maturity Value – 7.3 % & Rs 725.05 (as on 01.10.2018)
Extension:
- Can be extended with / without deposit after maturity.
- No application required.
- Extension with deposit allowed for maximum period of 5 years. (Nomination, Transfer, Conversion, Duplicate PB – as in the case of SB Account)
26 MONTHLY INCOME SCHEME
Type Who can open Number of accounts
Single An adult No limit
Minor himself if attains atleast 10 years No limit
Guardian on behalf of minor No limit
Joint (A & B) 2 or 3 adults No limit
Where to open - HO / SO
Minimum - Rs 100 multiples of Rs 100
Maximum - Rs 4,50,000 (single A/C) (individual limit)
Rs 9,00,000 (joint A/C)
Mode – opening - Cash/ Cheque/DD
Interest - 7.7 % SI pa (as on 01.10.2018) –
Paid in monthly basis - Cash / SB credit / MO
PMC:
Before 1 year - not allowed
After 1 year but upto 3 years - 2 % deduction on deposit
After 3 years but before maturity - 1 % deduction on deposit
Maturity Period - 5 years [6 years for the A/Cs opened upto 30.11.2011]
Bonus - Payable on maturity
Account opened period Bonus rate
From 01.12.2011 Nil
8.12.2007 to 30.11.2011 5 %
13.02.2006 to 7.12.2007 Nil
Before 13.02.2006 10 %
PMI : Allowed on maturity value (principal + bonus if any) – @ SB interest
Conversion
– As in the case of Savings Account (Not allowed – for A/Cs opened irregularly by exceeding the prescribed limits)
(Nomination, transfer, duplicate passbook – as in the case of Savings Account)
27 TIME DEPOSIT
Type Who can open Number of accounts
Single An adult No limit
Minor himself if attains atleast 10 years No limit
Guardian on behalf of minor No limit
Joint (A & B) 2 adults No limit
Category - 1 year / 2 year / 3 year / 5 year
Where to open - HO / SO / BO
Minimum - Rs 100 multiples of Rs 100
Maximum - No limit
Mode – opening - Cash/ Cheque/DD
Interest: (as on 01.10.2018)
1 year - 6.9 % CI compounded quarterly
2 year - 7.0 % CI compounded quarterly
3 year - 7.2 % CI compounded quarterly
5 year - 7.8 % CI compounded quarterly
Interest payment - Cash / SB credit
PMC:
- Upto 6 months - Lock up period
- After 6 months but before 1 year - SB interest
After 1 year - One per cent less than the rate specified for a deposit of 1- year, 2-years or 3-years which was prevailing on the date of opening of account
Completed years - Compound interest compounded quarterly
Completed months - Simple interest
PMI : SB interest rate is allowed on maturity value (Principal + Interest due) Investment in 5 yr TD – eligible for IT rebate
( Nomination, Transfer, Conversion, Duplicate PB - as in the case of SB Account )
28 SENIOR CITIZEN SAVINGS SCHEME
Type Who can open Number of accounts
Single Person attaining 60 years & above No limit
Person aged of 55 years & above but less than 60 years, No limit who has retired on superannuation or under any scheme ( A/C to be opened within 1 month of getting retirement benefits)
Retired Defence Employees ( Person aged of 50 years ) (A/C to be No limit opened within 1 month of getting retirement benefits)
Joint Eligible Main Depositor (as above) with his or her No limit spouse
Where to open - HO / SO
Minimum - Rs 1000/- (multiples of Rs 1000/- )
Maximum - Rs 15,00,000 / retirement benefit whichever is less
Mode – opening - upto Rs 1 lakh - Cash/ Cheque/DD
above 1 lakh - Cheque /DD
Interest - 8.7 % SI pa (as on 01.10.2018)
Paid in quarterly basis by Cash / SB Credit / MO
TDS on Interest:
If interest payment exceeds Rs 50,000/- in a FY (For Senior Citizen) If interest payment exceeds Rs 10,000/- in a FY (For other than Senior Citizen)
- TDS is 10% on interest
- To be recovered for whole amount of interest
- No deduction will be made, if form 15(g) / 15 (h) is submitted.
29 PMC:
Before 1 year - Not allowed
After 1 year but before 2 years - 1.5 % deduction on deposit
On or after 2 years but before maturity - 1.0 % deduction on deposit
Maturity:
Maturity Period – 5 years
PMI:
Allowed on maturity value (Principal) – @ SB interest rate
Extension :
- Can be extended for a maximum period of 3 years
- Apply within 1 year from the date of maturity in writing (Form-B)
- Interest rate applicable for the A/Cs opened on the date of maturity
- Cannot be closed the A/C within 1 year from the date of extension Nomination:
- Form A / Form C
- No fee – first / subsequent / cancellation
- Signature, photo of nominee(s) required in nomination form
Transfer – (PO – PO & PO – Bank )
No fee – Below Rs 1 lakh
First transfer – Rs 5 per lakh
Subsequent transfer – Rs 10 per lakh
Duplicate PB:
First - Rs. 10
Subsequent - Rs. 20
- Mode of collection of fees –cash through form D & credited under UCR
30 PUBLIC PROVIDENT FUND
Type Who can open Number of accounts
Single An adult 1
Guardian on behalf of minor 1
- Opened in HO, SO ( Except Class ‗C‘ SO)
- Mode of opening & deposit – Cash / Cheque / DD
- Interest – 7.7 % SI pa (as on 01.10.2018) on total IBB
o IBB - (Lowest balance between 5 th & last day of each month)
- Account can be opened with a minimum of Rs 100/-
Limits:
Amount of Subscription per FY Number of Subscription per FY
Minimum Rs 500 1
Rs 1,50,000
Maximum 12
(in self & minor A/C)
[Penalty – Rs 50/- for each FY along with arrears of subscription]
[Regularisation of default is not applicable in case of default in the initial year of opening. A/C will be treated as Irregular Account, and be closed without Interest]
Other features:
No Court attachment
Income tax rebate allowed
Interest is tax free
Transfer – (PO – PO & PO – Bank)
31
Nomination: No fee – first / subsequent / cancellation
Loan:
- Eligible from 3 rd FY to 6 th FY
- Max 25 % of balance held in 2 nd preceding year
- Further loan will also be allowed if earlier is repaid with interest
- Only one loan in a FY
- To be repaid in lump sum / instalment of not more than 36 months
- Interest on loan - if repaid within 36 months - 2 %
- otherwise (on outstanding loan) - 6 %
Withdrawal:
- eligible from 7 th FY
- Max 50 % of balance held in preceding year (or) 4 th preceding year whichever is lower
- One withdrawal in a FY
- No need to repay. No interest on withdrawal
Closure: - After expiry of 15 FY excluding the year of opening
Extension with subscription:
- Can be extended for further block(s) of 5 years
- Apply in writing within 1 year (form –H)
- Conditions of Minimum, Maximum, Default fee, IT rebate will be applied
- Withdrawal allowed.
- Max 60% of the balance on the commencement of extension period
- Either in one / more than one withdrawal ( Only 1 withdrawal / FY ) Extension without subscription:
- Maturity amount can be retained. No need to apply in writing
- Withdrawal is allowed.
- Any amount within the balance ( Only one withdrawal in a FY )
Duplicate PB: Fee – Rs 1
32 SUKANYA SAMRIDDHI ACCOUNT
Salient features:
Who can Open?
Guardian (Natural / Legal) (called as Depositor) can open in the name of girl child (called as Account holder) from the date of birth to till she attains 10 years [As a relaxation, Girl child born on or after 03.12.2003 were allowed to open account up to 02.12.2015] o On attaining the age of 10 years, account can be operated either by the Girl Child herself or by the Guardian till attaining 18 years of Girl Child.
How many accounts?
Only one account can be allowed in one girl child‘s name.
Guardian can open accounts maximum for 2 girl children in one family.
ExceptionException: More than two accounts are allowed, in the event ofof birth of two or more girls in the first and / or second birth in a family
Above condition is not applicable, for the girl children of second birth, if the first order of birth results in two or more surviving girl children.
Where to open?
Account can be opened at all Post offices (HO, SO, BO) & authorized banks.
Documents required:
KYC documents of Guardian
Birth Certificate / Certificate of DOB from School / Certificate from Head of Village showing DOB / Certificate from Hospital where the child born / Aadhar / PAN Card / Passport
Medical Certificate in case, more than two accounts are to be opened in a family.
Deposit:
Account can be opened with a minimum of Rs 250/-
Subsequent deposits should be in multiples of Rs 100/-
Minimum Rs. 250/- Maximum Rs 1,50,000/- allowed to deposit in a F.Y.
33 No maximum limit for number of deposit.
Penalty Rs 50/- along with minimum deposit (Rs.250/-) will be collected for defaulted deposit.
No Deposits are accepted on completion of 15 years from the date of opening. (For example, if account was opened on 13.05.2014, the deposits can be made up to 12.05.2029 only).
Cash, Cheque, DD can be accepted. (for Cheque / DD, date of realisation will be the date of deposit) [In CBS offices, deposits can be made by any electronic mode in addition to above modes and deposits can be made at any CBS office]
Nomination: Not available.
Withdrawal:
Permitted, on attaining the age of 18 years or passing 10 th Standard whichever is earlier
Permitted for Higher education
Allowed up to a maximum 50% of balance held at the end of the preceding financial year.
In one or more installments (not exceeding the overall limit)
Only once in a financial year
Maximum five times
Allowed on production of documentary proof obtained from the educational institution.
Amount is restricted to the actual fee and other charges.
Interest:
Current interest rate is 8.5 % simple interest per annum.
Interest is calculated on the lowest balance held in the account between close of 10 th and the last day of calendar month.
Credited on 1 st April of every year.
34 Premature Closure:
• Death of the Girl Child (SSA Interest up to the date of death of girl child)
• If the Girl Child becomes NRI or Non Citizen (SSA Interest up to the date of change of status)
• In case of compassionate ground such as medical support in life threatening diseases of girl child or death of the guardian (only after 5 years) (SSA Interest). This closure can be allowed only by Head of the Division / Sr. PM / CPM / Director.
• At any time (SB Interest)
Maturity
• Account can be closed after 21 years from the date of opening.
• Account can also be closed in the event of account holder‘s marriage, on attaining the age of 18 years.
o Can be closed before 1 month from the proposed date of marriage or after 3 months from the actual date of marriage
o Age proof is to be submitted
• Girl Child has to submit Fresh Identity Proof, Residence and Citizenship along with account closure form (SB-7A).
• If the account is not closed after maturity, it will not earn any further interest.(i.e.No PMI)
• If any default is not regularized within 15 years from the opening of the account, only SB rate of interest is eligible for thethe whole amount.amount account, only SB rate of interest is eligible for the whole amount o This is not applicable in case of death of guardian.
Transfer of Accounts:
• Can be transferred from PO to PO, PO to Bank & vice versa
• No Fee for transfer of Accounts, if the change of residence proof is submitted. o Rs. 100/100/---- in other cases
Duplicate Passbook:
• Fee for issue of Duplicate PB is Rs. 50/-
Note: Head Postmaster will issue Duplicate Pass Books forfor all schemes
35 Savings Certificates (NSC / KVP)
Type Who can purchase
Single An adult
Minor himself if attains atleast 10 years
Any person on behalf of minor
Joint (A & B) 2 adults
(No Limit on investment )
Comparison Chart
Feature 5 Yr NSC(VIII Issue) KVP
Date of introduction 01.12.2011 Re -launched vide notification dt 23.09.2014 (SB Order 12/2014)
Minimum Rs 100 Rs 1000
(Multiples of Rs 100) (Multiples of Rs 1000)
Maturity Period 5 years 9 years 4 months
(112 months)
Maturity Value per Rs Rs 146.93/ - (8.0%) Rs 200.00/ - (7.7%) 100/-
Lock up period 5 years 2 years 6 months
Tax benefit Available Not Available
Limit No limit No limit
Post Maturity Interest Available Available
Transferability Can be transferred from Can be transferred from one holder to another one holder to another
General payment conditions
Accounts / Certificate Scheme:
Except SB - if the payment value is Rs 20,000 or more - Cheque / SB Credit
Whenever any payment is made by cheque, cheque number and date details should be noted in the withdrawal / account closure forms.
36 Agency system:
MPKBY
- Authorised to do RD transactions
- Cash limit – Rs 20000 /-
- Cash limits applicable for transaction at a time & not for a day
- No limit for transaction by cheque
- Commission –4% for all deposit – monthly, defaulted, advanced
Not for repayment of withdrawal, default fee
- Income Tax - 5 % if commission exceeds Rs 5000/- per FY
PRSS:
- Authorised to do RD / PPF / NSC / TD transactions
- In BOs - only through cheque
- No Commission
SAS:
- Commission eligible for TD, MIS, NSC, KVP
- No commission in case of TD redeposit
- Cash limits up to Rs 20,000/-
- Commission – 0.5% for TD, MIS & NSC and 1% for KVP
- Income tax - 5% if commission exceeds Rs 5000/- per FY
37 KNOW YOUR CUSTOMER (KYC) GUIDELINES
General Conditions
• No account is opened in anonymous /fictitious name (Benami) • No account to be opened/closed (existing accounts) when unable
to o verify the identity of customer o obtain document due to non co-operation of customer non reliability of
information furnished by customer • In case any PO finds that depositor/investor is not co-operating in furnishing KYC documents, the PM will refer the matter to Div. Head who will order for closure of Account and intimate the depositor the reasons of taking such
decision. • However, the customer should not be harassed and any decision to close the account should be taken by head of the Postal Division by giving suitable
notice to the customer • If wife, son, parents etc. who live with father, mother, son as the case may be,
from the relative with whom customer lives should give the following: o ID proof, Address proof of him
o Declaration that prospective customer is staying with him • While sealing vouchers, o Closed documents (SB-7(a) should be separately sealed along with Account opening form & KYC Documents by SO / HO / SOSB in case of non-CBS office.
o In case of CBS Office, all the vouchers including closed vouchers should
be sealed along with the print out of consolidation. • If account/certificate holder is minor, norms are applicable to guardians • In case of joint depositors / holders , norms are applicable to all joint account /
certificate holders • If, KYC documents already submitted – o Customer who has already submitted KYC documents in any purchase, need not to submit these again.
o A note ―KYC Documents already submitted vide Account No. ____ / Registration No ___ dt ____ ǁ should be noted by the investor on the top of
the Account opening form / purchase application. o Note : Name and address of the customer should match with earlier KYC Documents. (if the account is closed fresh KYCD to be taken)
38 Risk Categories & KYC Requirements
Risk Description Documents / Requirement category (1) Accounts opened / 2) Certificate purchased / 3) credit of maturity value of existing savings instrument/ 4) balance of all accounts & certificates) Low Up to Rs 50000 1) Photograph, 2) ID proof, 3) Address proof Medium Between Rs 50001 and Rs 1) Photograph, 10,00,000/- 2) ID proof, 3) Address proof 4) PAN copy / Letter issued by IT department quoting PAN / Declaration in Form 60 / Form 61
High Above Rs 10,00,000/ - 1) Photograph, 2) ID proof, 3) Address proof 4) PAN copy / Letter issued by IT department quoting PAN / Declaration in Form 60 / Form 61 5) Source of fund • Photograph:
– Recent Passport size photos • 2 in case of accounts opened in BO • 1 in case of accounts opened in SO/HO (FOR SCSS – 2 Photos) • ID Proof:
– Electoral Photo ID – Ration Card with photo – Passport – Driving License – PAN – POSB ID/ Post Office Identity Card / ID card from Central (or) state govt., PSU e.g. PPO, BPL card, Job card issued under MG-NREGA – Photo ID issued by recognized educational institution – UIDAI letter (Aadhaar Card)
39 • Address Proof:
– Following documents having current address, • Bank / PO passbook / Account statement • Passport • Ration card • Electricity bill (not more than 3 months old) • Telephone bill (not more than 3 months old) • Salary slip of reputed employer • UIDAI letter (Aadhaar Card) • Certificate from any public authority /Postman / GDSMD/BPM (not applicable to HIGH RISK)
• Attestation of KYC documents
Direct Investment
o Self Attested or If illiterate, attested by Gazetted Officer / Sarpanch /
BPM/SPM/HPM/Sr. PM/ Chief PM / Postman / GDSMD / GDSBPM Through Agent
o Self Attested or If illiterate, attested by Gazetted Officer / Sarpanch / BPM/SPM/HPM/Sr. PM/ Chief PM / Postman / GDSMD / GDSBPM
o Agent should also attest with Agency Number
Operating Procedure (KYC)
1) Checking of documents
Item To be done / Checked Attestation of Self / By Competent Persons KYCD If through agent, additional attestation of Agent Photograph Compared with Face Impression If through agent, compared with ID proof Name Compared with ID Proof Address Compared with Address Proof
2) Attestation of Photo
• BPM/SPM/Supervisor will attest the photographs after affixing on the documents as prescribed
3) Official Remarks about KYC In Account Opening form / purchase application following note will be made. • ―KYC DOCUMENTS VERIFIED & ATTACHEDǁ – if submitted along with transaction • ―KYCD ALREADY TAKEN AND VERIFIEDǁ – if already submitted.
40 Handling of KYC Records Disposal for KYC Documents
Post Office POSB Accounts / Certificates HO /SO Attached with AOF and kept in guard files.
BO Attached with AOF and sent to AO.
Disposal of Photo
PO POSB Accounts / Certificates HO / SO SB/RD/TD/MIS/PPF AOF, Annexure - II SCSS AOF, Annexure - II & Passbook
BO SB/RD/TD BO SS book AOF, Annexure - II
Preservation of Records
Records Period Records Period Long Books / List of Transactions 5 Years
Ledger Cards, Account Details, Account 5 Years after Closure
Opening Forms with KYCD
SS Book 5 Years after Closure
Acco unt Closure Vouchers 5 Years after Closure
Purc hase Application Form with KYCD 5 Years after Discharge
Other Vouchers 6 Years
Reporting of Transactions
Cash Transaction Report (CTR)
Description Channel Schedule Description Channel Schedule rd All CASH transaction exceeding Post Office - Divisional 3 working day of
10,00,000/- & All CASH Office subsequent month
transaction in series which are th Divisional Office – Circle 5 working day of less than Rs 10,00,000/- at a Office subsequent month
time but are integrated & total th Circle Office – Directorate 8 working day of
exceeds Rs 10,00,000/ - in a subsequent month
month done by an individual
Suspected Transaction Reports (STR) Suspected Transaction Reports (STR)
Description Channel Schedule Description Channel Schedule • Any transaction including Post Office - On the very same
attempted transactions involving Divisional Office day
forged or counterfeit currency Divisional Office – On the very same
notes forged Security or Circle Office day
documents Circle Office – On the very same
• All suspicious transactions, Directorate day involving deposit withdrawal,
transfer of account, solvency
41
certificate/ Indemnity certificate etc. irrespective of the amount of transaction.
Guidelines for Existing Accounts / Certificates SB/RD/TD/MIS/PPF/SCSS
• A printed notice will be handed over to the depositor/messenger at the time of next transaction(deposit/withdrawal)
• Based on balance in the account, KYCD will be taken
• If KYCD not submitted up to 3 rd next transaction, 4th transaction will not be allowed.
• RD accounts, opened through agents, ID and Address proof should be attested by agent concerned.
• If KYCD already taken for fresh investment, copy of PB/SC should be produced, remark to be made in Account opening form/SS book of old accounts
• Transfer of Account, revival of silent account, SS differs– KYCD to be taken
NSC / KVP
• A notice will be displayed at the notice board in Public Hall to submit KYC documents
• If not provided before encashment, obtain at the time of encashment. (If encashment through messenger, KYCD of holder to be collected)
• If not produced, discharge should not be allowed.
• For transfer from PO to PO, Person to person, SS difference also KYCD to be taken
42 SB - DECEASED CLAIMS– SETTLEMENT PROCEDURE
Types of Claims
(a). With Nomination (b). With legal evidence (c). Without Nomination / legal evidence
Norms for preferring claims :::
When there is NO NOMINATION & NO LEGAL EVIDENCE ––– Claim up to Rs. 1 Lakh can be claimed only after expiry of THREE MONTHS from the date of death of the depositor.
Norms for settlement of claims: 7 days from the date of receipt of claim application along with other documents, otherwise official will be made responsible
What the customer should presentpresent????
For Savings Accounts Scheme
With Nomination With Legal Evidence Without Nomination & Without Legal Evidence • Claim Application (SB -30) for SB/RD/TD & MIS For SCSS & PPF – Claim Application in Form –F & Form – G respectively • Death Certificate – In original or attested copy • Passbook • Copy of ID Proof and address proof of the claimant(s) Legal Evidence in original ANNEXURES or certified copies or I) Letter of Indemnity Attested copies with II) Affidavit Original (Original to be III) Letter of disclaimer returned after verification) on Affidavit [Probate of Will / Succession Certificate / Letter of Administration]
For Savings Certificats
With Nomination With Legal Evidence Without Nomination & Without Legal Evidence NC -14 NC -15 NC -16 with Annexures
43 Probate of Will --- It is a certificate granted by the competent Court to the effect that the Will is genuine and is indeed the last Will left behind the deceased
Succession Certificate --- It is a certificate of succession of the properties of a person who has died without making a Will, issued by the competent civil Court.
Letter of Administration --- A letter from the Court appointing an administrator when there is no WILL from the deceased or there is no specifications on WILL.
Check list for sanction of claim
Account Particulars are correct and verified with our records ( Account No., Name of Depositor, Balance, Nominee name if any., etc.,)
BPM/SPM/PM/Sr., PM has accepted the two witnesses in the claim application (Postmaster accepting the claim applicationapplication has to accept the witnesses)
ID Proof and address proof of claimant(s) submitted
Death Certificate in original submitted / photo copy duly compared by PM
Photo copy to be verified with original by BPM/SPM/PM and a remark ―Compared with original and found correctǁ to be made under his/her dated signatures & original returned to claimant
Legal evidence is submitted (if No Nomination exist and claim exceeds 1 lakh) (or) Annexure viz., (if No Nomination and No legal evidence) (existence of signatures)
SlSlSl Annexure Signed by Executed before
1 Letter of Indemnity Claimant, Sureties, witnesses Notary Public
2 Affidavit All legal heirs Notary Public / Oath Commissioner
3 Letter of disclaimer All legal heirs except claimant Notary Public / Oath on affidavit Commissioner
44 Procedure
• Date stamp all documents. • Receipt of claim application should be acknowledged on the same day • In System generated (or) In Manuscript • Make entry in ‗Claim Register‘ • Verify the balance, Nomination details etc. • If it is maintained at HO, to be verified from HO. • Detailed verification is not required. • Sanction the claim if you are competent, No separate sanction memo (with some exceptions) is required if sanctioned by Postmasters. • Otherwise forward on the same day to the competent authority by Service Insured post • Pay the amount (thru Cheque) by getting the acquittance on the claim application • Preserve a copy in claim file (Xerox copies of claim papers are to be kept as office copy) and forward the original as voucher to the HO/ SBCO as no separate SB ––– 7A is required. • If the claim is to be sanctioned by any other administrative authorities other than the Postmaster, then the sanction will be issued separately . • PM/SPM concerned will fill up & sign in the sanction portion of claim form attaching a copy of sanction. • Update the ‗Claim Register‘ • All payment should be made by cheque irrespective of amount
Special procedures 1) Claim Closure without Passbook
– refer the case to the Head of the Division – Get orders of Divisional Head for Closure of a/c without PB – Attach the order with the warrant of payment – Make remarks in Ledger and other records 2) Payment to Minor claimants
– to the person appointed in the nomination to receive it. – Where no nomination exist, Guardian (Father or Mother or a person entitled under law when neither parent is alive) – Certificate to be furnished by the Guardian that the minor is alive and the money is required on behalf of the minor 3) Claim not preferred by all the nominees at a time
– Can be sanctioned upto the share of the claiming nominee(s) – Passbook will be in the custody of Postmaster – An intimation to be sent to other nominee(s) regarding this.
45 Payment Options For Claimants On Sanction
SB, MIS & RD & SCSS Savings Certificates PPF TDTDTD To be Can be Can be closed or – Take immediate payment closed closed continued by Spouse (or) or only – Have fresh certificates in his contin Now spouse can / their name(s) (or) ued continue the SCSS A/C – Sub divide the certificate & even if he/she is already have fresh certificates issued in the having a SCSS A/c names of the nominees in opened in his name. SB appropriate denominations Order 07/2014
INTEREST ELIGIBILITY
Sl.Sl.Sl. Type Interest Eligible
1. SB Upto the month preceding the month in which refund is made
2. RD As per table
3. TD For Completed years – Interest is applicable for completed years (CI) For Completed months – SB rate of Interest (SI)
4. MIS 1) Up to the month preceding the month in which refund is made
2) If claimed after maturity period, Bonus / PMI will also be paid if applicable)
5. PPF Up to the month preceding the month in which refund is made
6. SCS Up to the date of death – SCSS Interest
S After date of death & up to date of payment – SB interest
7 KVP/ 1) As per table, as on the date in which refund is made NSC 2) PMI will also be paid if applicable General Condition
– Claims relating to Savings Bank Accounts and Savings Certificates shall
be treated as separate and the prescribed limit shall be applied separately; – For each account or purchase application.
– The Sanctioning authority has to give precedence to nominee over all other persons seeking claims.
– Only in those cases where the nominee has not claimed the amount and legal heir produces Succession Certificate or Probate of will or Letter of Administration, the claim should be settled in favour of legal heir without waiting the nominee to prefer the claim.
46 Claim Sanctioning Authorities
Sl. Authority SAVINGS BANK ACCOUNTS SAVINGS Sl.Sl. Authority SAVINGS BANK ACCOUNTS SAVINGS No (SB,RD,TD,MIS) CERTIFICATES NoNo (SB,RD,TD,MIS) CERTIFICATES
. With Nomination Legal Evi-Evi - Withou With Legal Without .. With Nomination Legal Evi -- Withou With Legal Without
SB, TD RD, dence ttt NomiNomi---- EviEvi---- NomiNomi---- MIS Nomi-Nomi - nation dence nation MIS Nomi -- nation dence nation nation nation
1 T/S SPM 1,000 B&C – 1,000 1,000 No 1,000 1,000 1,000 limit
A–No
limit
2 LSG SPM 2,000 No 2,000 2,000 No No 2,000
Limit limit limit
3 HSG-SPM 5,000 No 5,000 5,000 No No 5,000
Limit limit limit
HSG-PM, No No No Limit 5,000 No No 5,000
MDG-PM Limit Limit limit limit
4 SR PM / SP No No No Limit 20,000 No No 20,000
(GR-B) Limit Limit limit limit
5 CPM / SSP No No No Limit 50,000 No No 50,000
(GR-A) Limit Limit limit limit
6 DPS ------75,000 ------75,000
7 PMG / CPMG ------1 Lakh ------1 Lakh
In respect of SCSS & PPF schemes, Postmaster of the office of deposit is the competent authority to sanction the claims. For without Nomination --- If claim exceeds 1 Lac ––– LEGAL EVIDENCE is compulsory
Definition ------BALANCE
For Savings Accounts For Savings Certificates For the purpose of determining the For the purpose of determining the sanctioning authority the term ― sanctioning authority, the limits should Balance means the balance at credit be the maturity value of the certificate ǁ on the date of death to which interest i.e., the face value plus the amount of
already accrued during the preceding interest accrued upto the last
years but excluding the interest for the completed year (or) half year, as the
current year. case may be, prior to the death of the deceased holder.
47 SAVINGS BANK CONTROL ORGANISATION (SBCO)
Preamble:Preamble:———— Before the take over of S.B. control work from Audit, the branch audit offices used to maintain duplicate Savings Bank ledger card in respect of every S.B. account in addition to the ledgers maintained in the Head Post Offices. Irregularities and discrepancies noticed by them at the time of posting the transactions in the ledger cards from the savings bank returns received from head post offices used to be taken up with the head offices in the form of lengthy objection statements. The interest used to be calculated by the audit and sent to Head Offices in the form of interest statement in the middle of June every year. It was then posted in the ledgers and thereafter the pass books were called for the entry of interest in them. The entire procedure meant a check by a remote office on the transactions and the procedure entailed duplication and delay. It was, therefore, felt necessary to set up a local departmental machinery for ensuring an on the spot check on the maintenance of ledger accounts in head offices and ensure their correct maintenance.
The P&T Board decided in 1960 to take over the SB control work from the A.G. P&T and abolish the duplicate ledger cards maintained in branch audit offices. The approval of the A.G. P&T, C. A. G. and Ministry of Finance was also obtained. The scheme was first tried on an experimental basis in 5 Head Offices w.e.f. 1.1.1961. The experience then gained showed that the new system was workable and was in the interest of efficiency and economy. The scheme was then extended to all Head Offices in a phased program. The work was taken over in phases and last phase completed on 1-10-1965. The C.T.D. control work was also taken from the audit offices in phases w.e.f. 1.4.1966 and the last phase completed on 1.7.1976. Thereafter the pairing work of SB accounts on transfer was also taken from the A.G. P&T w.e.f. 1.2.1973 and entrusted to Pairing Organisation set up in each Circle.
Setting up of Control Organisation:Organisation:————The Savings Bank accounts of the depositors are maintained in the ledger cards by the SB Branch of the Head Post Office. The deposit/withdrawal transactions as and when made by the depositor are posted in the ledger card and balance is worked out after each transaction. The ledger cards are kept in binders for the sake of convenient handling and accounting. Each binder contains 300 ledger cards. The control accounts of these binders i.e, binder-wise and office-wise balances of these accounts, are maintained by a separate Organisation named as Savings Bank Control Organisation set up in each Head Post Office.
48 Control Organisation ——— Organisation and significance ::———— The Savings Bank Control Organisation has been set up in each Head Post Office to maintain control accounts of Savings bank and carry out day-to day checks of the work done by the SB Branch. The Control Organisation consists of Supervisor and Postal Assistants. The Senior Postal Assistants are required to do the work of checking of vouchers, cash and non-cash transactions, verification of binder balances, checking of interest calculation, revival of silent accounts, etc. The Junior Postal Assistants do only posting and listing work in the various control registers. This Organisation is under the administrative control of the Senior Superintendents/Superintendents of Post offices/Gazetted Postmasters and functionally responsible to these authorities. The Organisation has a very important role in respect of Savings Bank operations. Unless the performance of this Organisation is efficient, the working of Savings Bank Branch will suffer and frauds may be facilitated.
Functions of Control Organisation ::————
• To maintain control accounts of all the Savings Banks Schemes. • To carry out percentage checks of vouchers and other items of work. • To verify binder ledger balances periodically.
• To keep in its safe custody important records such as vouchers, undelivered pass books, list of transactions, silent accounts lists, Interest cum silent accounts statements, various control registers, etc.
• To check annual calculation of interest in SB/PPF/NSS accounts.
• To prepare annual interest and silent accounts statements. • To submit periodical returns to various authorities such as Postal
Accounts Office, Divisional Office, Circle Office and Internal Check Organisation (SB).
Relation of Control Organisation with the Postal Accounts Accounts Office and Audit:Audit:————
After the takeover of control accounts from the erstwhile audit and accounts offices the Control Organisation is now required to submit a monthly statement containing statistics of number of accounts, transactions, balances, etc. at the close of the month to the Postal Accounts Office. In the Postal Accounts Offices these statistics are consolidated for all the Head Offices in the Circle in order to arrive at the final closing balance of the Circle at the end of each month. The consolidated statistics of deposits, withdrawals
49 and closing balance under each category of accounts are intimated by the Postal Accounts Office to the Directorate by the due date.
The Control Organisation is not required now to submit any return to the audit office. This Unit is, however, inspected periodically by the audit party.
Pairing Organisation ::————A Pairing Unit in each Circle and one Central Pairing Office has been set up in New Delhi. The Pairing Units are responsible for pairing the credits and debits of Home Transfers (Transfer of accounts from one Head Office to another in the same Postal Circle) and the Central Pairing Office for pairing the credits and debits of Foreign Transfers (Transfer of accounts from one Head Office to another in different Postal Circles). The Circle Pairing Unit is under the administrative control of Accounts Officer, Internal Check Organisation (Savings Bank) in each Circle whereas the Central Pairing Office is under the charge of Accounts Officer, Central Pairing Office. New Delhi. The Central Pairing Office also functions as a Circle Pairing Unit for Delhi Postal Circle and Base Circle of Army Post Offices. A separate section for this purpose has been formed in this office.
The Staff of the Circle Pairing Unit and Central Pairing Office consists of Supervisor and Postal Assistants. The main function of Pairing Units/Office is to compare the debit and credit items of Transfer from one Head Office to another in order to check frauds in wrong opening of accounts with higher balance in the transferee head office. These Units are inspected in detail by the Accounts Officer, ICO (SB) once a year in addition to the routine weekly/monthly checks which are carried out by him. The units are also inspected by the audit party periodically.
Internal Check Organisation (SB) : ——— (1) The Internal Check Organisation (SB) is an effective inspecting organisation for the inspection of the S.B. Branch of Head Post Offices and Control Organisation. It has been set up in each Postal Circle. It is under the administrative control of the Postmaster General/Regional Director of Postal Services and under the charge of an Accounts Officer, who is assisted by a Junior ACCOI nts Officer, one or more Postal Assistants and a Stenographer. The Accounts Officer is a technical advisor on SB matters to the Regional Director/Postmaster General under whom he may be working. The main functions of the Internal Check Organisation are summarised as under:—
50
• To see that the staff of the Head Post Offices and the Control Organisation carry out their functions as prescribed in the rules and orders issued from time to time. • To see that the prescribed checks by the Control Organisation on the day-to- • day functioning of the Head Office are carried out properly. • To see that the registers of binder balances are maintained properly. • To see that the various registers and documents prescribed to be maintained by the Control Organisation are being properly and regularly maintained. • To see that the pending objections are settled without any abnormal delay. • To review the objections pending over three months in order
Composition and Functions of SBCO
Duties of Supervisor
1. Supervision over the staff of the Control Organisation.
2. Distribution of work among the start
3. To ensure that the sta ff performs the duties properly as prescribed in these
rules and orders issued from time to time.
4. To perform the duties specifically assigned to him in these rules and in the orders issued from time to time.
5. To ensure that the periodical returns are sent by due dates.
6. To maintain Nominal Roll (MS-12) [Annexure I] in respect of staff of the SBCO and put up the Roll once a week to the Postmaster for check.
Duties of Postal Assistant
1. Examination of the lists of transactions.
2. Maintenance of register SB62(a) and SB-63.
3. Preparation of the list of binder balances for verification.
4. General check of vouchers. .
5. Checking of H.O. and S.O. transactions.
6. Checking of non-cash transactions and entries in the register SB-62.
7. Verification of binder balances.
51 8. Making entries in the consolidated journal (SB-72) and checking the daily
and progressive totals of different columns.
9. Any other work which may be entrusted to him by the Supervisor and also in the orders issued from time to time.
The P.A. will maintain various registers as prescribed from time-to time for the above mentioned items of work. In respect of objections raised by him he should ensure that the wanting information is furnished and satisfactory replies are given by the S.B. branch in time.
Distribution of work:work:---- The Supervisor will prepare the Memo of distribution of work among himself and Postal Assistants and send it to the A.O. ICO(SB) for approval. After it is approved by the A.O., it will be followed rigidly by the staff and the Memo will be kept in a file in the personal custody of the Supervisor. Any change found necessary thereafter will also require approval of the Accounts Officer.
52 SBCO PROCEDURE – CBS ENVIRONMENT
(SB Order: 14 / 2015 ––– Addendum ––– II dt 04.08.2016)
1. General
1.1 As and when SOs are migrated to CBS, staff working in SOSB Branch should be reduced and re-deployed either at POSB Counters or at CPC or in the SBCO Branch for assistance in physical voucher checking.
1.2 Supervisor SBCO will identify one SBCO PA who will take vouchers bundles with consolidation from Sub Account and tally totals shown in consolidation with amount shown in SO Daily Account and SO Summary.
1.3 Handling of Agent Commission Schedules and ACG-17 by SBCO will be discontinued.ACG-17 will be preserved alongwith Agent Commission Report/schedule in the Accounts Branch of HPO and sent to PAO alongwith other schedules
1.4 In case of RD deposits accepted through MPKBY Agents, only two copies of Agent LOT is to be taken from the agent alongwith pay-in-slip and ACG-17. One copy of Agent LOT will be kept in the office guard file and second copy Agent schedule (LOT) should be attached with the pay-in-slip and placed at the end of RD Voucher Bundle.ACG-17 is to be attached with the Agent Commission Report/schedule and sent to Accounts Branch of HO.
1.5 Account Opening Form (SB-3/AOF) where KYC documents are attached will not be transferred to SBCO along with Account Closure Voucher. APM/SPM should record on the closed vouchers that ― SB -3/AOF retained with KYC documents ǁ. In case of any SB -3 or AOF with whom KYC documents are not attached (subsequently opened accounts), SB-3 or AOF is to be attached with the closed voucher and sent to SBCO. SBSO branch of HOs will send all SB-3 of SOs (migrated to CBS) to the respective SOs. In case of Accounts closed at the Post Office other than the one where account was opened, Account Transfer Form collected by the Post Office at the time of closure should be attached with the closure voucher.
1.6 In case of any adjustment if required in interest, Postmaster/Sub Postmaster will write error book and raise the issue to Head Postmaster who will raise the issue with Supervisor SBCO. In case of any adjustment related to pre-migration period, Head Postmaster will raise the issue with Divisional Head with copy of error book who will after necessary inquiry (if required), approve adjustment and send letter to SBCO Supervisor.
53 1.7 Postmaster/APM/SPM will be held personally responsible for all transactions happened in the Finacle Office Accounts in the post office. They should be vigilant while verifying thetransactions to see the Office Account Number used by the User.
2.Change in procedure of Sealing of Vouchers and LOT by CBS Post Offices
2.1 Post Office staff will write name of Scheme and TRAN ID in red ink on the right hand side of the voucher.
2.2 One deposit slip and one withdrawal slip will be prepared for auto-credit of MIS/SCSS/TD to Savings and Savings to RD.
2.3 One deposit slip will be prepared for the total of each type of Agent commission credited into savings accounts supported by consolidated list of commission paid.
2.4 One withdrawal slip will be prepared by SPM/APM for the POSB Cheque clearing amount ( based on the clearing amount intimated to Clearing House/HO) and print out of cheque‘s images should be attached to it.
2.5 At the closing of counter hours, all vouchers should be sorted scheme-wise and TRAN ID wise. Vouchers should be tallied with LOT shown in the system by Counter PA and Supervisor.
2.6 A consolidation of the scheme should be generated and printed by all CBS post offices. Where laser printers are not available, while executing command in HFINRPT, user has to select ―XLSǁ instead of ―PDFǁ (which is shown by default) in the field ―Output File Nameǁ. Then report can be printed on Dot Matrix printer.
2.7 All vouchers including closed vouchers are to be sealed alongwith print out of consolidation. One copy of consolidation (scheme-wise) is to be preserved in post office in guard file to be maintained scheme-wise and date-wise. APM/SPM will sign the consolidation and write the amount in words and figures alongwith No. of Deposit/Withdrawal vouchers included in the bundle. If any manual correction is made, it should be supported by copy of error book (one copy to be attached with voucher, one copy with office copy of consolidation and one copy to be sent to Divisional Office.
54 3. Overview of work of SBCO
Sl. Present Nature of After Implementation of CBS Postal No Work Manual of SB Control Procedure 1 Receipt of Returns Will be discontinued. SBCO PA Rule -3 will receive Vouchers and Consolidations of SOs directly from Sub Account and APM (SB) HO Counter for HO 2 Checking List of Will remain continued as at present. Rule – 4 Transactions SBCO has to carry out prescribed [SB -60/76] checks of vocuhers and LOT (to be viewed from Finacle) if there is any discrepancy, print out of LOT may be taken and objection should be raised. 3 Un -posted Items Not applicable Rule – 6 4 Register of Non -cash Not applicable Rule – 7 transactions SB-62 [a]/85 [a] 5 Register of Office Not applicable wise [SB- 63/RD85] Balances. 6 Consolidated Has to be separately prepared for Rule – 9 * Journal of all the CBS Post Offices (if all SOs are not Schemes * migrated) by SBCO for the purpose of tallying totals of SOs with SO Summary and HO with HO Summary. Total amount has to be added below Consolidated Journal of Sanchaya Post received from SOSB and tallied with HO Cash Book. 7 i) General check of i) Will be carried out as prescribed in Rule – 11 vouchers Para 5. ii) Will be carried out as prescribed ii) Checking of in Para 5 for the following type of Rule – 15 Vouchers with vouchers:- System Generated LOTs (a) All Closure vouchers of all schemes.
(b)(b)(b) All RDRDRD &&& PPF Loan disbursement vouchers.
(c) All vouchers of Savings, PPF and
55
SSA of the amount of Rs.20000/Rs.20000/---- and above for LSG and above offices and all vouchers of Savings, PPF and SSA in respect of other offices irrespective of any amount.
(d)(d)(d) All new accounts opened vouchers for the amount of Rs.5 lakh and above. 8 Checking of Non - Not applicable Rule – 12 cash Transactions 9 Revival of Accounts Not applicable Rule – 12 [3] pre 01.01.2003 10 Objection Register Will remain continued without any Rule – 13 change 11 Reporting of Minus Not applicable Rule – 13 [2] balance 12 Verification of Not applicable Rule – 14 binder balances 13 Checking of Annual Not applicable Rule – 16 Interest 14 Preparation of Report taken from Finacle is to be Rule – 16* Interest cum Silent compiled and Only summary will be Accounts * required to be sent to DAP 14 Annual Listing Not applicable Rule - 38 .a. balances RD/MIS/TD/SCSS 15 Silent Account Not applicable Rule – 17 (3) Revival Procedure 16 Un -used Cheque Continued as it is. Rule -18 Foils 17 Un -deliverable & Continued as it is. Rule – 19 spoilt Pass books 18 Statistical Register Only non financial part will be Rule – 20 continued. 19 Custody and Continued as it is (without LOT). Rule – 25 preservation of records 20 Monthly progress Not applicable Rule – 26 Report 21 Checking of Agents Not applicable Commission bill 22 Submission of Only Statistical Register (non Rule – 40 returns to AO & financial) and Interest Summary will DAP * be continued. * *This will be discontinued once CSI & FSI both are rolled out in all Post Offices
56 4 . Mode of handling of work
1 Receipt of Vouchers Physical 2 Checking List of Transactions In system & print out is to be taken only if there is any objection. 3 Consolidated Journal* In MS Excel.* 4 General check of vouchers & checking of Manual & In system vouchers 5 Objection Register Manual 6 Reporting of Minus balance Not applicable 7 Verification of office wise balances Not applicable 8 Checking of Annual Interest Not applicable 9 Preparation of Interest statement* Only grand summary will be prepared manually / MS Excel (not in system)* 10 Annual Listing balances Not applicable RD/MIS/TD/SCSS 11 Un -used Cheque Foils Manual 12 Un -deliverable & spoilt Pass books Manual 13 Statistical Register* Manual/MS Excel* 14 Custody and preservation of records Manual 15 Monthly progress Report Not applicable 16 Checking of Agents Commission bill Not applicable 17 Submission of returns to DAP * Manual/MS Excel* [*This will be discontinued once CSI & FSI both are rolled out in all Post Offices]
5.Duties of SBCO PA/Supervisor
5.1 Examination of scheme-wise consolidation received from HO and SOs.
5.2 General Check of vouchers, checking of vouchers with LOTs viewed from Finacle MIS server and checking the daily/progressive totals in the Cash Book.
5.3 Writing of Objections and maintenance of Objection Registers.
5.4 Entries of Interest Adjustments in Finacle and maintenance of Interest AdjustmentRegister.
5.5 Unused Cheque Foils.
5.6 Undelivered/Spoiled Passbooks.
5.7 Maintenance of Statistical Registers (non financial)
5.8 Submission of Returns
5.9 Requisition of Vouchers for Inquiry.
57 5.10 Safe Custody of Keys.
5.11 Preservation of Record.
5.12 To maintain Nominal Roll(MS-12) in computerized form in respect of SBCO staff.
5.13 Any other work which may be entrusted by the Supervisor/Divisional Head/AO(ICO) and through any subsequent order issued from time to time.
5.1 Examination of schemescheme----wisewise consolidation received from HO and SOs .
5.1.1 SBCO PA
The designated Postal Assistant SBCO will receive Scheme-wise sealed and stitched Voucher Bundles with Consolidation placed at the top from Sub Account PA. He will generate fresh consolidation of each scheme from Finacle Production Server (HFINRPT) and compare the print out received from SOs with the system generated consolidation. Both the consolidations should be tallied with the SO Daily Account and SO Summary. Voucher Bundle of HO will be received from APM(SB) of HO Counter and amount shown in the consolidation should be tallied with the fresh consolidation generated from Finacle production Server (HFINRPT) and HO Summary. If there is any discrepancy in both the consolidations with SO DailyDaily Account/Summary and ththee same is not supported by copy of error book or special report, it shoshoulduld immediately report to Supervisor SBCOSBCO. All Voucher Bundles of each scheme will be handed over to Supervisor SBCO. It is mandatory that consolidation report should be generated from Finacle production system for reconciliation
5.1.2 SBCO Supervisor
SBCO Supervisor will examine the voucher bundles and verify that the Scheme-wise Consolidation bears signatures and designation stamp of the Supervisor (APM)/Sub Postmaster and number of vouchers written on the consolidation are tallied with number of vouchers attached with the bundle. He will countersign each consolidation and mark to concerned SBCO PA as per workload and availability of staff. In case of any shortcoming, he will write objection and send copy of objection to the Postmaster. Supervisor SBCO will send immediate report on the difference between consolidation sent by SO or HO and generated from the system by SBCO PA as well as SO Daily Account and SO/HO Summary to Postmaster/Divisional Head and Vigilance branch of Regional/Circle officeoffice.
58 5.2 General Check of vouchers, checking of vouchers with LOTs viewed from Finacle MIS server and checking the daily/ progressive totals in the Cash Book.
Following checks should be exercised:exercised:----
5.2.1 SBCO Supervisor
Supervisor SBCO, before handing over consolidation and voucher bundle to SBCO PA, should prepare consolidation in MSEXCEL* for each scheme for CBS Offices. He can download consolidation from Finacle (in MSEXCEL)* by selecting SOL SET ID as input criteria and remove the data of SOs from where vouchers are not received on that day and add data of those SOs from where vouchers are received but these are not in the excel (due to transit). He will struck total and if all SOs and HO are in CBS, the total will be tallied with the Cash Book and progressive totals will be entered manually. If all offices are not in CBS, totals of CBS Offices should be manually entered at the end of Sanchay Post Consolidation at the end and totals are to be tallied with cash book as usual.(where(where there is no transit, consolidation can be generatedgenerated from Finacle by entering set ID as input criteria.)
*Once CSI and FSI are rolled out all over India, this activity will be discontinued.
5.2.2 SBCO PA a) On receipt of Voucher Bundle and Consolidation, SBCOSBCO PA will carry out general check of vouchers for all the vouchers in the bundle. Following checks
should be carried out as part of general check:check:----::::---- (i) The entries in the vouchers are complete and there are no suspicious erasures and alterations.
(ii) The date stamp of the office has been affixed on the voucher.
(iii) The application for withdrawal bears the signature of the depositor.
(iv) The warrant of payment bears the signature of the Postmaster in token of having authorized the payment.
(v) There is acquaintance of the depositor or his messenger on the warrant of payment in token of having received the amount.
(vi) The identification of the depositor, wherever taken, is in proper form and witness has written full name and address on the Form.
(vii) In the case of illiterate depositor, the thumb impression has been attested on both the sides of the voucher.
(viii) Scheme name and Tran ID is written on each voucher.
59 bbb)b))) SBCO PA will login to MIS server and generate LOT. Following checks should be carried out for tthehe vouchers prescribed toto be checked with system generated LOT:LOT:----
(i) Whether the amount written on the Account Opening Form (AOF), Pay-in- Slip, Warrant of Payment of SB-7 or SB-7A or Account Closure Form by the post office and the depositor agrees with that shown in the system generated List Of Transactions (viewed from Finacle MIS server).
(ii) Account number written by the depositor on the voucher tallies with the account number shown in the system generated LOT.
(iii) Transaction date displayed at the top of LOT and Value date shown in LOT against the transaction is same and if there isa difference in both, it is supported by proper error extract or approval of competent authority (except in case of deposits through cheques of other banks). If there is any difference of more than 3 days (in other than clearing) and more than 7 days in (clearing) transactions, full transaction should be checked in Finacle through HTI and objection should be raised if required. While sending copy of the objection to Postmaster of HPO, print out of LOT/Screen Shot of HTI should be taken and attached.
(iv) That in case of withdrawal exceeding Rs. 5000/- the signature of the depositor on the withdrawal form has been attested by two postal officials except in Single Handed Offices (list of Single Handed offices to be taken from the Divisional Head by Supervisor SBCO).
(v) In case of transactions by cheque, the rules relating to cheques have been observed. In case of CTS clearing, image of the cheque should be treated equivalent to the hard copy of the cheques.
SBCO PA will place his/her full signature on each voucher checked with system generated LOT. No voucher checking register should be maintained separately.
ccc)c))) Supervisor SBCO (wherever posted/available) will carry out same checks as mentioned in (b) above for 5% of the vouchers (to bebe selected from transactions of greater than Rs.50,000/Rs.50,000/----)) checked by every SBCO PA and countersign in full on these vouchers in token of having exercised prescribed checks.
60 5.3. Writing of Objections and maintenance of ObjectionObjection Registers.
5.3.1 Any irregularity noticed will be entered in clear and concise words in the Objection Register and copy of objection should be sent to Postmaster of HPO supported by printed copy of LOT/Finacle screen.
5.3.2 If the irregularity relating to a transaction is such as would affect its validity e.g., if there is erasure or overwriting or the depositor's acquaintance is wanting, the amount involved should be placed under objection. Vouchers once received by the Control Organization should not be given back to the Head Office.
5.3.3 Every irregularity should be brought to the notice of the Postmaster for necessary action.
5.3.4 Supervisor SBCO will write to Head of Postal division in case of those objections where inquiry is required and those which are not settled within 30 days.
5.4 Entries of Interest Adjustments in Finacle and maintenance of Interest Adjustment Register
5.4.1 Supervisor SBCO will maintain Interest Adjustment Register manually and execute Interest Adjustments in Finacle through HIARM menu after getting approval from the competent authority.
5.4.2 Details of interest adjustments will be communicated to PAO (DAP) with copy to AO(ICO) on monthly basis.
5.5 Unused Cheque Foils
5.5.1 If the depositor of the cheque account closes his account or ceases to avail of the cheque facilities, the Postmaster will take over from him the cheque book containing unused cheques. Counter Supervisor will cancel each cheque under his dated signatures and designation stamp.
5.5.2 At the close of the day the Postmaster will transfer the partly used cheque books to the Control Organization duly entered in the voucher list.
5.5.3 The Supervisor SBCO will verify that all unused cheque foils have been cancelled by Counter Supervisor and keep them in his personal custody. In case of any missing cancellation, Supervisor will cancel the cheque under his own signatures.
61 5.5.4 The Control Organization will enter the particulars of unused cheques in a manuscript register in the following form after noting the date of receipt on the top. The serial number of the register will be in an annual series starting from No. 1 in April.
5.5.5 These cheque leaves should be destroyed during inspection of AO(ICO) in his presence.
5.6 Undelivered/Spoiled Passbooks/Will Follow items
5.6.1 As and when a fresh pass book is issued in lieu of a spoilt one, spoilt pass book will be transferred by the Head Office to the Control Organization duly entered in the Savings Bank voucher list.
5.6.2 The Control Organization will enter the particulars of the spoilt pass books in a manuscript register in the following form.
5.6.3 The Serial No. in the register will be in an annual series starting from No. 1 in April. The pass books will be kept in an almirah in the personal custody of the Supervisor
5.6.4 If for any reason, a voucher does not accompany the list/of transactions, the remark "will follow" must have been noted by the head office against the relevant entry.
5.6.5 In case such a remark has not been noted by the head office, the official should bring this to the notice of the Postmaster immediately without damaging the seal on the bundle of vouchers.
5.6.6 An entry should also be made in the "Register of vouchers not received" in form prescribed (Annexure 3 of Rule 4 of Postal Manual of SB Control) and the Serial number of the entry in the register should be noted against the relevant account number in the list of transactions .
5.7. Statistical Registers (Non Financial)
5.7.1 The Supervisor/PA Supervisor Control Organization, at the end of each month will generate Statistical report with HO SOL Set ID (non financial) from Finacle MIS server. If all Post Offices under HO are on CBS, copy of the report should be sent to PAO and AO(ICO) and if some offices are in CBS, totals of this report should be added while sending Statistical Report to PAO(DAP).
5.7.2 Note:- Non- financial means statistical information of number of accounts and number of transactions etc.
62 5.85.85.8 Submission of Returns*
Sl. Particular of Return Office to which Due Date No due 1 Copy of the statistical register Postal Accounts By the 10th of the (non financial if all Post Offices Office following month in CBS) 2 Report of Silent Accounts ( to be PAO By the 10th of the taken from Finacle Application) following month 3 Annual Interest Summary PAO & AO (ICO) In the month of April * Once CSI Data Warehousing solution will be in place and DAPs/AO(ICO) are also online, these reports need not to be sent by SBCO as these reports can be viewed on line byDAP/AO(ICO).
5.95.95.9 Requisition of Vouchers for Inquiry
5.9.1 May be given to the Divisional Supdt/Postmaster under receipt.
5.9.2 Requisition be signed personally by the Divisional Supdt/ PM.
5.9.3 If any voucher is required for investigation by the police, the police should send the application to the Head of the Postal Circle.
5.9.4 Keeping an a nested copy of the voucher in its place, the voucher should be delivered to the Police authorities after getting the copy of the voucher attested by the officer concerned.
5.9.5 The voucher/document should be sent by insured post when it cannot be conveniently transferred by hand under receipt.
5.9.6 Record of the vouchers given be maintained in a separate register and case pursued by the C.O. to obtain back the voucher/document.
5.9.7 When the voucher/document is received back, it is kept in its proper place by the in charge SBCO The requisition slip and the attested copy will be removed and kept in aseparate file. The bundle will be again resealed.
5.9.8 The vouchers/documents required to be preserved in connection
with fraud cases will be made over to the Divisional Supdt till the finalization of case and need not be preserved by the SBCO.
Note:Note:---- It is not open to Postmasters, Inspectors, etc. to see in person or to call back any record or document except on a written requisition. Whenever any voucher or document is required by these officers, the same may be obtained on a written requisition only.
63 5.10 Safe custody of Keys
5.10.1 The duplicate keys of steel almirahs, etc. supplied to S.B.C.O. will be kept by the A.O.ICO(SB) in his personal custody.
5.10.2 The Supervisor SBCO will send all the duplicate keys by parcel post registered and insured for Rs. 100 to the A.O.ICO(SB) after entering their number in a list to be prepared in triplicate.
5.10.3 When the original key is lost by the SBCO the matter will be reported to the A.O.ICO(SB) who will authorize the issue of duplicate key. The A.O. will make necessary entries in the register and attest them.
5.10.4 The duplicate key will be sent by parcel post registered and insured for Rs.100
5.11 Preservation of Record
SlSlSl Record Preservation Period (i) Vouchers with Consolidation 5 years (ii) Consolidated Journal 1 Year (iii) Undeliverable Passbook 1 year (iv) Statistical Register 3 Years (v) Objection Register 2 Years after settlement of all objections (vi) Interest Adjustment Register 5 Years
5.12 To maintain Nominal Roll(MSRoll(MS----12)12) in computerized form in respect of SBCO staff.
Supervisor SBCO shall maintain Nominal Roll in respect of SBCO staff in computerized form in the format of MS-12 which will be checked by all visiting/Inspection Authorities during visit/Inspection.
64 FINACLE MENUS
Topic Purpose Menu Option Checking for duplicate CIFs CDEDUP Creating new CIF & Verification CCRC / CIFCR Modification Before Verification CCRC / CIFCR CIF Modification after verification or CMRC / CIFMD modification in existing CIF ID Merger of CIF HCCA CIF Search HCRV Opening a new SB A/c CASBAO/QDESA Modification Before Verification CASBAOM/QDEMSABV Verification of new a/c CASBAV/QDESAVF Modification after verification or CASBAM/QDEMSA modification in existing A/c ID Funding of the Account By Cash & CTM Verification Funding of the Account By A/c CXFER Transfer & Verification SB A/c Printing of Pass Book HPBP Closing of Account & Verification HCAAC / CLOSE Find out the new account no. for old CNAC account no. Changing the status of the customer HCBM from Minor to Major Report Print spooled reports HPR Account Transactions Inquiry HACLI Account Balance Inquiry HACCBAL Account Details Enquiry HACCDET Add Inventory & Verify HIMC Selecting SO SOL ID for Transferring HCCS Inventory by HO Split Inventory Own Location HISAI Split Inventory Other Location HISIA Inventory Merge Inventory Own Location HIMAI Management Merge Inventory Other Location HIMIA Inventory Status Report HISR / HISRA Inquire Inventory (Between HIMI Locations – Movement) Inquire Inventory (Particular HIIA Location – Available) Issue Across the Counter Cheque HICHB / HICHBA Cheque Book Book & Verify Issuance Enquiry of Cheque Book HCHBI Enquiry of A/c with Cheque No. HINQACHQ
65 Lien Marking / Removing Lien on A/c & HALM/ACLNM Lien
Maintenance Verify Freezing A/c Freezing / Unfreezing A/c and Verify HAFSM/ACTFRS Freezing A/c Marking / Revoking Stop Payment of HSPP/CHSTOP
Cheque Stop Stop Verifying Marking / Revoking Stop HSPPAU
Payment
Payment of Cheque Stop Payment Report HSPRG/CHSTPR
SI Creation & Verify HSSIM / HSIM
SI Inquiry HSSII
Standing SI Reports HSIREPTS/SIREP
Instructions SI Register Print HSIRP
SI Advice Print HSIADVC
Teller cash balance position – Own HTCPI
Teller cash balance position – Any HTCPIAE/ TRTWCPIE
Teller
Vault Transactions Entering, Posting HTM
& Verifying Vault Vault Transaction Inquiry by Tran ID HTI
Transactions Teller Transaction Wise Cash Report HSCWRPT
- Own
Teller Transaction Wise Cash Report HSCWRPTA
– Any Teller See scheme-wise reports HFINRPT
Inquire on Transactions HIOT
Postings into Office Accounts Basic HTM
Office and Office Accounts Pointing & Verification Accounts Ledger Inquiry – Office Accounts HACLINQ
Printing of Office A/c Ledger HACLPOA
Open TD A/c CMISAOP/ MISAO
Modify TD a/c before verification CMISAOPM / MISAMBV
Verify new TD A/c CMISAOPV/ MISAVF
Modify & Verify existing TD A/c CMISAM /MISAMAV
Funding TD a/c by Cash TRCDP/ CTM
Funding TD A/c by Transfer TRTFR/HXFER/CXFER
TD Renewal History HRENHIST
Term TD Transaction History HTDTRAN Term Printing Pass Book HPBP Deposits Extension of TD A/c & Verify TDRED/HTDREN
Close TD A/c HCAACTD/TDACTCL
Verify closure of TD A/c HCAACVTD/TDACTCLV
Enquire Details of a TD A/c TDINQ
Payment Closure Proceeds by Cash HCASHPND
66
Inquiry on holding amount of an CLIMIT
existing MIS A/c holder
Open MIS A/c CMISAOP/MISAO
Modify MIS a/c before verification CMISAOPM / MISAMBV
Verifying new MIS A/c CMISAOPV/MISAVF
Modify & Verify existing MIS A/c CMISAM /MISAMAV
Inquiry into Old Sanchay Post TIPM
MIS Transactions
Extension of MIS A/c & Verify TDRED/HTDREN
Close MIS A/c HCAACTD/TDACTCL
Verify closure of MIS A/c HCAACVTD/TDACTCLV
Inquire on MIS Interest in Sundry HIOT
A/c
Payment of MIS Interest by Cash HTM
Open SCSS A/c CSCAOP/SCSSAO
Modify SCSS A/c before verification CSCAOPM/SCSSMBV
Verify new SCSS A/c CSCAOPV/SCSSAV
Modify & Verify existing SCSS A/c CSCAM/SCSSMAV
Close SCSS A/c HCAACTD/TDACTCL
SCSS Verify closure of SCSS A/c HCAACVTD/TDACTCLV
Extension of SCSS A/c & Verify TDRED/HTDREN
TDS Inquiry and Print HTDSIP
TDS Customer wise report HTDSREP
generation
Open New RD A/c CRDOAAC/RDAOCM
Modify RD A/c before verification CRDOAACM/RDMAO
Verify RD A/c Opening CRDOAACV/RDAOVF
Modify & Verify existing RD A/c CRDACM/RDAMM
Pass Book Printing HPBP
RD RD A/c Installment Deposit & RDAMT/CRDP RDRD Verifying
Check Pending Installment HPLIST/RDPENINS
Extension of RD A/c & Verify PRDCM
Close RD A/c & Verify CRDCAAC/RDACLM
Open New NSC CMISAOP/MISAO
Modify NSC before verification CMISAOPM / MISAMBV
Verify new NSC CMISAOPV/MISAVF
Modify existing NSC / KVP A/c CMISAM /MISAMAV
Closing NSC & KVP A/c and
NSC / KVP Verifying
NSC/KVP Certificate Transfer and
Verifying A/c Maintenance Inquiry
67 Open PPF A/c CPPFAO/PPFAO
Modify PPF A/c before verification PPFAMBV/CPPFAOM
Verify new PPF A/c CPPFAV
Modify existing PPF A/c PPFAMAVF/CPPFAM
Funding of PPF A/c & Verifying CPDTM
Withdrawal from PPF A/c & CPWTM
PPF Verifying Extension of PPF A/c & Verifying PPFAEXT/HCEXTN
Closure of PPF A/c and Verifying HCAAC / CLOSE
Zeroise interest for Transfer -out a/c HINTTM
Transactions Upload to Transfer -in CTUPLD
a/c CBS to CBS Transfer A/c HACXFSOL
Open RD Loan A/c CAOLARD/RDHWAO
Modify RD Loan A/c before CAOMLARD/RDHWAMBV
verification Verify new RD Loan A/c CAOVLARD/RDHWAVF
Modify existing RD Loan A/c CACMLARD/RDHWAMAV
RD Loan RD Loan disbursement LARDD/RDHWDP
RD Loan Repayments – Unscheduled HLAUPAY
RD Loan Repayments – Scheduled HLASPAY
RD Loan A/c Payoff & Verification HPAYOFF
RD Loan A/c closure & verification CAACLA
Open PPF Loan A/c CLPPFAO/PPFLAO
Modify PPF Loan A/c before CLPPFAOM/PPFLAMBV
verification
Verify new PPF Loan A/c CLPPFAOV/PPFLAVF
Modify existing PPF Loan A/c CLPPFAM/PPFLAMAV
PPF Loan PPF Withdrawal, Loan Disbursement CPWTM/PPFWLINT
and Interest Recovery Repayment of PPF Loan CPDTM/ PPFDPLR
Before PPF Loan A/c closure CLPR and HACINT
Closure of PPF Loan A/c & Verify HCAAC / CLOSE
Lodge Instruments at SO / HO Level HOMSO
Report generation for cheques lodged HOMSOEX
by SO / HO
File download of SO by HO HTRFTOPC
File Upload by HO HCLUPLD
O/w Zone – Open, Suspend, Release HMCLZOH
Outward to Shadow Balance, Regularize Clearing Clearing O/w clearing cheques lodging in the HOCTM
zone Lodged O/w Clearing cheques bulk HOCTV
verification Print Outward Clearing Schedule HPCLSO
Inquiry of Lodged Cheques HIOCLS
68
Marking certain cheques pending in HMARKPEN
a zone
Revoke pending status of the cheques HREVPEND
I/w Zone –Open, Suspend, Validation HMICZ
Run, Post, Close Upload I/w Clearing File HRMI
Inward Inward Verify and Post I/w Clearing records, HICTMO
Clearing
Return Marking Print Inward Clearing Dump HPICW
Report of I/w clearing rejects HREJREP
Outstation Lodge & Realize / Dishonour OCC & HIRM Outstation Verify Cheque Enquire on remittances HINWREMI Collection Enable the facility of ECS for the RD –
customers at the time of account CRDOAAC/RDAOCM,
opening TD/MIS – CMISAOP/MISAO, SCSS –
CSCAOP/SCSSAO Enable the facility of ECS for the SB – CASBAM/QDEMSA,
existing customer MIS/TD – ECS ECS CMISAM/MISAMAV, RD -
CRDACM/RDAMM, SCSS
- CSCAM/SCSSMAV Add ECS Mandate and Verify HECSM
Create ECS dump HEGOC
Settlement process run HEOSR
Rejection Processing HEORP
Create Agent ID & Verify HDSAMM
Agent Portal Post Agent‘s Transactions & Verify HAGTXP
Check Unverified Financial HFTI
Transactions Check Un -authorized Functions HAFI
All pending activities report – By SO HSVALRPT
SOL Change of Operating Date – By HSCOD
EOD / BOD EOD / BOD SO
Process Process Check SOL Status –by HO HSSI
SOL Closure Operations – Run By HSOLCOP
HO by Sol Set ID SOL Closure for Last Day – Run by HSCOLD
HO
Create Memopad HMEMOPAD
Memopad Verify Created Memopad HMPAU
Withdrawal Transactions CTM or CXFER
Amend Nomination Details & Verify HACM
NSS Recover TDS before Closure HCACC
Closure of NSS A/c & Verify HCAAC / CLOSE
69
Removal of Freeze & Verify HAFSM Enquire NSS92 original deposit HACM_MIS Codes amount (Free Text 12) Enquire NSS Form 15G / 15H update HACM_MIS Codes (Free Code 9) Exceptional Change of Scheme & Verify HACXFRSC / TFRSCH A/cA/cA/c Discontinued Payment of Principle Amount & HTM Scheme Verify Payment of PMI Amount & Verify CTM or CXFER
Important Inquiry Options:
Purpose Menu Option Duplicate CIF CDEDUP Accounts Linked to a CIF HCRV Transactions in a customer a/c HACLI Transactions in office a/c HACLINQ Find out the new account no. for old account no. CNAC Inquire Balances in the customer a/c HACCBAL Inquire general details of customer a/c HACCDET Inquire Inventory (Between Locations – Movement) HIMI Inquire Inventory (Particular Location – Available) HIIA Enquiry of Cheque Book HCHBI Enquiry of A/c with Cheque No. HINQACHQ Inquire on Transactions in Office Accounts HIOT Term Deposits Transaction Details HTDTRAN Inquiry into Old Sanchay Post Transactions TIPM A/c Maintenance Inquiry HACITD Standing Instruction Inquiry HSSII Particular transaction inquiry with Tran ID HTI Teller cash balance position – Own HTCPI Teller cash balance position – Any Teller HTCPIAE/ TRTWCPIE Search existing customer and accounts HACS Inquiry of lodged outward clearing cheques HIOCLS Enquire on remittances HINWREMI Inquire Status of Financial Transactions (E/P/V) HFTI Enquire NSS92 original deposit amount (Free Text 12) HACM_MIS Codes Enquire NSS Form 15G / 15H update (Free Code 9) HACM_MIS Codes
70 Important Office Account Nos.
A/c Description A/c No. Postmaster Cheque A/c Sol ID 0340 New A/c Opened by NDC Sol ID 0382 PPF & RD deposit by NDC Sol ID 0017 RD deposit by NDC by Agents Sol ID 0017 TD Interest Payment by Cash Sol ID 0335 MIS Interest Payment by Cash Sol ID 0337 SCSS Interest Payment by Cash Sol ID 0338 Vault A/c ID Sol ID 0406 Branch Settlement A/c Sol ID 0339 Sundry A/c Sol ID 0324
Menu Shortcuts for Important Reports
Function Report Description Menu Reports View / Print System Generated HPR Reports Reports View / Print Customised Reports HFINRPT Clearing Inward Clearing Dump HPICW Clearing Print Outward Clearing Dump HPWO Clearing Print Inward Clearing Returns HREJREP Advice / Report Stop Payment Stop Payment Register HSPRG Standing Instructions Standing Instructions Report HSIREPTS Cash Cash Transactions done by Teller HSCWRPT Transactions Financial Transactions Report HFTR Exceptions Exceptions Report HEXCPRPT TD / MIS / SCSS / RD A/c Balance Details HACDET Office Accounts Ledger Prints HACLPOA Savings Accounts Minor Turned Major Report HCBM EOD All pending activities report HSVALRPT
Various Reports in Finacle
OFFICE ACCOUNTS AND REPORTS
HIOT – Inquire on transaction
HIEARP- Income and Expenditure Analysis Report
HIEMRP-Income and expenditure Monitor Report
HMSGOIRP- Minor Subsidiary Outstanding item report
HMSOIRP-Minor Subsidiary transaction report
HMSTRP-Minor subsidiary transaction report
71 HIOGLT-Inquiry on GL transaction
HACLINQ-Office Account Ledger Inquiry
HACLPOA-Office A/c. Ledgers Print
INTEREST INQUIRIES AND REPORTS
HAITINQ-Account Interest Inquiry
HCUIR-Customer Interest Inquiry
HAINTRPT-Account Interest report
HINTTI-Interest Details Inquiry
HLINTI-Inquiry on Interest
HIARM-Interest Adjustment
CHARGES INQUIRY AND REPORTS
HCCI – Customer wise charges Inquiry
HCHGIR –Charge Income Report
IFD – Inquire Fee details
CCCSA-Closed Charges For Silent Account
HGCHRG – General Fees
CLEARING INQUIRIES AND REPORTS
HPICSL-Print inward clearing statement
HMICZ- Print inward clearing validation report
HREJREP-Clearing rejection report
HINWREMI- Inward Remittance Details Report
HOUTREMI- Outward Remittance Details Report
HOIQ- Outward Clearing Instrument Inquiry
HTRFTOPC- Transfer File to PC
LOAN ACCOUNTS INQUIRY AND REPORTS
HLAOPI-Loans overdue position Inquiry
HCULA-Loan accounts of customer report
HCOLINI-Collateral and Insurance details report
HLARSH-Loans Repayment Schedule Report
HLNGI-Loan General Details
HLACLI- Ledger Inquiry
CUSTOMER INQUIRIES AND REPORTS
HCUSEL-Customer Selection
72 HACS- Account Selection
HACSP-Account selection and Print
HACCBAL-Components of account balance
HACCBALI-Account balance inquiry
HACLI- Account Ledger inquiry
HABMR-Account below minimum balance report
HACLPCA-Account ledger print
HCUACC-Account of customer
HCUSUM-Customer Summary
HCUDET-Inquire on General Details of Customer
HACI- Signature Verification
VSPH- View Signature and Photograph List
CHEQUE BOOKS AND REPORTS
HCHBIR-Cheques book issue register
HISAI- Inventory Split and Inquiry
HIIA- Inventory Inquiry All
HIMI- Inquire on Inventory Movement
HISI- Inquiring on the inventory
OTHER INQUIRY AND REPORTS
HBR- Balancing report
HQBR- Quick balancing report
HPR- Print report
HISTR- Inter sol transaction report
HISAR Inter sol audit report
HEXCPRPT- Exceptions Report
HFINRPT-FINRPT Report Generation
HGR1- General Report
HPDB- Day Book printing
HSPRG-Generate Stop Payment Register Report
HSCWRPT-Shroff Cash Report
CWDREP-Report of SB Withdrawals exceeding Rs.5000
CATREP-Accounts Transfer Report
73 HMR-Monthly/Yearly Statistical report
CSCB- Scheme Balances
CNSR- HNSR (Monthly/Yearly Nomination Statistical Reports)
HMEMOPAD- Memo pad Maintenance
Important Scheme Codes
Product Scheme Code Particulars SB A/c SBBAS Basic Savings A/c SBCHQ General – With Cheque Book SBGEN General – Without Cheque Book SBPEN Pensioner – With Cheque Book SBPWC Pensioner – Without Cheque Book MIS A/c MISN1 Monthly Income Scheme – Normal NSC NSC16 NSC KVP KVP16 KVP RD A/c RDIPN Recurring Deposit - Normal SCSSS A/c SCSCM Senior Citizens Savings Scheme SCDEF SCSS – Retired from Defence SCVRS SCSS – Voluntary Retirement TD A/c TDIP1 Term Deposit for 1 Year TDIP2 Term Deposit for 2 Years TDIP3 Term Deposit for 3 Years TDIP5 Term Deposit for 5 Years RD Loan LARD Recurring Deposit
74 PREVENTION OF FRAUDS IN CBS OFFICES
(SB Order: 5 / 2016 dated 21.06.2016 and Addendum dated 04.08.2016)
1. Staff working on CBS should not share password with any other official of his own office or CPC officials or CEPT Team members or any other person. Administrative Officers should take stringent disciplinary action against staff who have been found sharing password.
2. It will be duty of Postmaster/SPM/APM/ to get user IDs of those officials who proceed on leave/deputation etc. disabled.
3. It will be the responsibility of the concerned Division to get user IDs of officials deleted who have been suspended, dismissed, retired or transferred to non CBS offices by referring it to CEPT Team through Circle CPC.
4. SBCO should generate Consolidation of each scheme from the Finacle (which is available in production for any date) when vouchers are received from SOs/HO and compare the consolidation print out sent by SOs/HO Counter with the consolidation shown by the system. In case of discrepancy, SBCO Incharge should immediately raise the issue and report to Divisional Head as well as Vigilance branch of Region/Circle. It is mandatory that consolidation report should be generated from the Finacle production system for reconciliation.
5. SBCO should tally vouchers with the LOT generated through MIS server only. Whenever MIS server access is available, SBCO should first tally vouchers of old/pending dates. Efforts are being made to make MIS server access available all the time. SBCO should immediately raise ticket through CPC concerned as and when MIS server is unable to generate reports.
6. Each and every Counter PA should make all the cash received from Treasurer and cash returned to Treasurer entries in Finacle between VAULT and His/ Her Teller Cash Account. Supervisor should ensure that all such entries are tallied with Vault / Teller Cash Account and entries shown in SB Cash. In addition to this each and every counter PA should make its Teller Cash Account ZERO before start of End of Day. If above functions are not done, suitable disciplinary action should be taken against the official concerned.
75 7. All CBS Post offices should follow the cheque clearing process scrupulously and no transfer entry should be made in any clearing office account from any other office account. Any unauthorized entry into any office account shall be treated as violation of rules and official will be liable for disciplinary action.
8. Salary or Pension credit to savings account of employee or pensioner should be done only at Head Post Office. Postmaster/APM shall be responsible for correct upload of amount of salary/Pension into employee/pensioner savings account. Similarly any credit of benefits like MGNREGS or Old Age Pension should also be done at HO only. Use of HTTUM menu by any other office shall be treated as violation of rules and shall be liable for disciplinary action.
9. Freezing and unfreezing of any account/certificate should be done in the Post Offices where there are two Supervisors in Finacle. In case of post offices with only one Supervisor, request with prescribed documents should be sent to HPO.
10. Transfer of account/certificate from one CBS office to another or from post office to bank should also be done at HO level only. SO has to enter transfer application detail in a register and send transfer application with prescribed documents to HPO duly recommended on the day of receipt. HO shall transfer the account after due verification of signatures/KYC documents and balance in the system on the day of receipt and return the application and documents to SO duly signed and mentioning the date of transfer. SO shall maintain a separate guard file to keep such applications which will be checked by visiting/inspecting authorities.
11. Transfer of account / certificate from one person to another should be initiated at SO Level by using the menu HCCA. SO should maintain separate register and guard file for entering such request and keeping the documents. After initiating the process such requests should be sent to HO along with documents and date of sending to HO and Transaction ID should be entered in the register as well as on the application for transfer. When such request along with documents is received at HO, all such requests should be verified by postmaster of HPO (after confirming that all the documents are complete as per prescribed rules) by using HCCS and HCCA menus on the day of receipt and return the Application and documents to SO duly signed and approved. HO shall also maintain separate register and guard file for the requests presented directly at HO. For requests received from SOs, a separate register should be maintained
76 to enter such requests with date of receipts, date of return and Transaction ID of the each request. Transfer of account/certificate from one scheme to another and transfer of certificates from one person to another should be done at HO only. Any such request if received at any SO, should be entered in a register and sent to HO alongwith documents and recommendations on the day of its receipt. On receipt at HO, all such requests should be executed on the day of receipt and retuned to SO duly signed. SO should maintain separate guard file for keeping such requests. This should also be checked and verified by Inspecting/Visiting Officers. HO shall maintain register and guard file for the requests presented directly at HO.
[ Transfer of Savings Account from SBGEN to SBCHQ can be done at SO Level. Every SO should maintain a register to enter all such requests and file request applications in separate Guard File]
12. Revival of silent account shall be done Post offices having Two Supervisors in Finacle for which a register in manuscript shall be maintained at each office. Application for revival, KYC documents and KYC Form shall be filed in a separate Guard File at each Office. For Post Offices with single Supervisor, this should be done by HO. SOs with single Supervisor have to enter application for revival in the register to be maintained an send application for revival duly recommended with prescribed KYC form (in duplicate) with KYC documents to HO on the day of receipt. HO will verify the signatures with the system and ensure proper KYC documents have been taken. HO will first unfreeze the account and then modify the status from Dormant to Active. Ho will return the application to SO alongwith one KYC Form and KYC documents duly signed mentioning date of revival and one copy of KYC Form will be sent to CPC. SO shall maintain a separate guard file to keep these application and KYC documents as well as KYC Form which will be checked by visiting / inspecting authorities.
13. All SBCO staff should be given training at WCTCs by User Champions for End User/Supervisor Module and Auditor training by Infosys or User Champion. Circles should ensure that all SBCO staff has been trained by User Champions or Infosys and a certificate of completion of training should be obtained from all SBCO staff and kept in their service book. All IP/ASP who have not yet taken training of EAP should also be given EAP training through User Champions.
14. Divisional Heads should ensure that SBCO staff is comparing LOT generated through MIS server with the vouchers received from SO/HO. Wherever, there is shortage of staff in SBCO, necessary help should be
77 provided from Post Office staff to SBCO (spared from SBSO branch) to complete voucher checking. Voucher checking should not be in arrears for more than 2-3 days. It will be responsibility of Divisional heads to ensure that adequate staff are provided.
15. No user should normally use back value date while doing transaction. Back value date should be used only in case of deposits through clearing. If in case, back value date is to be used, user should write in error book, take permission from next higher authority and attach copy of error book with the voucher.
16. SBCO staff should sign on each and every voucher after tallying with LOT generated through the system in token of having checked TRAN ID, Account Number and Amount in addition to general check of vouchers as prescribed. [ SBCO staff should place full signature on the vouchers prescribed to be checked with system generated LOT in token of having checked TRAN ID, Account Number and Amount in addition to general check of vouchers as prescribed.
17. SBCO should also compare LOT Date shown at the top of LOT the value date shown against each transaction. If difference in date in any of transaction will be of more than 3 days (other than clearing), objection should be raised, if error book entry or approval of competent authority is not attached with the voucher.
18. No BPM should accept cash deposit transaction for more than Rs.25,000/- in any account in a day. Instructions in this regard should issued by Circles/Regions and Divisions.
19. Deleted
20. BO transactions should not be entered in Finacle if BO Bag is received after 3:.30 PM. These transactions should entered on the next day.
21. All CBS Post Offices should complete their transactions maximum by 5 PM and no new transactions should be entered after 5 PM. All Supervisors should verify transactions regularly without any delay. For any delayed verification of more than 30 minutes, Supervisor will be held responsible except in Single/Double handed offices where it will be 60 minutes.
78 22. All Supervisors should tally Teller Account with each counter PA with Treasurer's Cash Book and ensure that teller account has become 0 (zero) before start of EOD.
23. Teller Cash Account of each Single/Double Handed SO should be checked at HO by a designated PA to ensure that balance has been made as 0 (Zero).
24. SOs should not lodge cheques in Finacle. Cheques received for New Investment and subsequent deposit should be sent to HO by preparing manual list. For this purpose, SO should maintain a register for entering all the Cheques sent to HO. HO should lodge cheques presented at SOs for new Investment and RD subsequent deposit cheques against Clearing Office Account of SO and for subsequent deposits in other schemes in its own Clearing Account. SOs should check their clearing office Account on daily basis to see clearance received at HO and open accounts with value date as clearing date and fund the account. Amount of clearance of cheques lodged against SO Clearing accounts should be shown as remittance received from SO in advance and SO after funding the account shall account for as Deposit and remittance (in advance) to HO.
25. Every office should generate Post Office Clearing Report from HFINRPT and tally the inward and outward clearing amount with Treasury figures.
26. All POSB cheques should be given clearance by the CBS Post Office dealing with clearance and should not be sent to other HOs or SOs for giving clearing as data relating to all accounts is available in every CBS post office.
27. All POSB Cheques issued by any CBS Post Office if presented at any CBS Post Office should be treated as AT PAR cheques and should not be sent for clearing. No POSB Cheque for more than Rs.25000/- should be accepted at other SOLs in a day.
[ POSB Cheques of other offices can be accepted for opening of new accounts irrespective of any amount]
28. Activities of security pledge or release in case of TD or NSC or KVP should also be carried out at offices where there are two Supervisors. For those offices, where there is only one Supervisor, this activity will be done at HO only. at HOs only. In case such request is submitted at SO, SO can verify the facts and recommend security pledge or Release on the application and send to HO. At HO, a designated Supervisor will use HAFSM menu and
79 execute the request. Another Supervisor or Postmaster has to verify the same. Application should be returned to SO which will do necessary entries on the original certificates and keep requests in a separate guard file. No other office should use HAFSM menu even having two Supervisors.
29. Closing of any discontinued scheme account/ certificate including NSS-87 or NSS-92 should be done at HO only and closure amount should be paid only by credit into Saving Account or by Cheque. No cash payment should be made in such cases. Any depositor if approaches for closure of such account / certificates at any SO, SPM should verify the balance and signature on the Account Closure Form and then depositor should be asked to approach HPO
30. For closure of any account / certificate at the office other than the office of account opening or issue of certificate, first account / certificate has to be transferred in the office by following the procedure of transfer of account / certificate mentioned in Point NO. 10
31. Issue of Duplicate Passbook should also be done at HPO only. Oif any application is received at any SO, it should be sent to HO duly recommended after entering into a register. Ho on receipt of application should issue Duplicate Passbook adn send back the Passbook to SO duly entered in SO Slip. SO will enter date of receipt in register and deliver Passbook to customer under receipt in the register. Application for issue of Duplicate Passbook should not be routed through SBCO for balance verification as prescribed earlier.
32. No CBS Post Office will now collect closed Passbook of any scheme from the customer an no closed passbook should be sent to SBCO for checking.
33. All circles should start a drive for collection of Mobile and AAdhaar numbers from the customers and enter into CIF and this modification should be verified by Supervisor. In addition to this, drive should be started to pursue depositors to open Savings Account at the time of new investment and also for credit of maturity value at the time of closure.
[Aadhaar number should be entered in the field ―Unique IDǁ available in the option Document Details in CIF modification menu]
Important Instruction: It has been observed that CBS Post Offices are still insisting of presentation of Passbook at the time of Deposit/Withdrawal. It is clarified that customers should not be forced (Except Accounts opened in
80 BOs) to present passbook while deposit or withdrawal in CBS Post Offices. Presentation of Passbook by customer and updation of Passbook instantly shall be mandatory if account stands in any BO....
PMSBY & PMJJBY
FEATURES PRADHAN MANTRI PRADHAN MANTRI SURAKSHA BIMA JEEVAN JYOTI BIMA YOJANA (PMSBY) YOJANA (PMJJBY) Insurance cover offered Accidental Death due to any reason for death/disability/accidental injury Annual Premium Rs. 12 Rs. 330 Sum Assured 1) Rs. 2,00,000 (for Rs. 2,00,000 for death due accidental death) to any reason 2) Rs. 2,00,000 (for (natural/accidental) permanent disability) 2) Rs. 1,00,000 (for partial disability) Insurance coverage One Year One Year period 01st June - 31st May 01st June - 31st May To be renewed Every year To be renewed Every year
Can one person opt for No No same policy more than once in same/different banks? Eligibility - Age limit 18 -70 Years 18 -50 Years Till what age premium 70 years 55 years has to be paid
81 Payment Mode Only Auto debit from the Only Auto debit from the Savings Bank account Savings Bank account From where to buy the CBS Post Offices, Public CBS Post Offices, Public insurance? and private banks and private banks wherever customer holds wherever customer holds savings bank account savings bank account Documents required Any KYC document Same as for PMSBY showing Date of Birth, (Aadhaar Card, a certificate of birth issued by Headmaster of the School or Sarpanch of Gram Panchyat or self declaration etc) Can anyone buy this Yes. Anyone irrespective Yes. Anyone irrespective policy? of the income of the income Is money refunded if No No claim is not made? Is the premium paid tax Yes Yes free? Who will receive the Nominee Nominee money in case of policy holder's death? Can the customer rejoin Yes Yes the scheme if he leaves the scheme?
• In India, above 70% people do not have any insurance policy. Considering the situation, these two schemes were launched. With an annual premium of Rs.12/- and Rs.330/-, insurance coverage for Rs.2 Lakhs is given. This insurance coverage will be in addition to any other insurance scheme thethe subscriber may be covered under.
How would the premium be appropriated?
Appropriation towards PMSBY PMJJBY per annum per annum a. Insurance Premium to LIC /other insurance Rs.10/ - Rs.289/ - company b. Reimbursement of Expenses to Re.1/ - Rs.30/ - BC/Micro/Corporate/Agent
c. Reimbursement of Administrative expenses Re.1/ - Rs.11/ - to participating Bank
Incentive to Staff
82 Staff PMSBY PMJJBY Incentive Incentive ( paisa) (paisa) GDS/Postman/Counter PA 0.50 Rs.18 .00 GDS BPM(additional work as BPM) 0.10 Rs. 1.00 Counter PA (Additional work in Finacle) 0.10 Rs. 3.00 Counter Supervisor/SPM (For verification) 0.05 Rs. 1.50 HO Special Monitoring Cell Officials 0.10 Rs. 1.50 Accounts branch of HO 0.05 Rs. 0.75 Divisional Office Monitoring Cell 0.04 Rs. 0.75 RO/CO Monitoring Cell 0.02 Rs. 0.50 Directorate Monitoring Cell 0.02 Rs. 0.50 DAP Monitoring Cell 0.01 Rs. 0.25 Directorate Monitoring Cell (PAF) 0.01 Rs. 0.25 Sansad Marg HO (Nodal Office) Rs. 2.00
ATAL PENSION YOJANA
The Govt. Of India has announced a new scheme called Atal Pension Yojana (APY)1 in 2015-16 budget and is focussed on all citizens in the unorganized sector.
The scheme is administered by the Pension Fund Regulatory and Development Authority (PFRDA) through NPS architecture.
Highlights
• Guaranteed minimum monthly pension (by GoI) for the subscribers
ranging between Rs. 1000 and Rs. 5000 per month. • GoI will also co-contribute 50% of the subscriber‘s contribution or Rs. 1000 per annum, whichever is lower. Government co-contribution is available for those who are not covered by any Statutory Social Security Schemes
and is not income tax payer. • GoI will co-contribute to each eligible subscriber, for a period of 5 years who joins the scheme between the period 1st June, 2015 to 31st December, 2015. The benefit of five years of government Co-contribution under APY would not exceed 5 years for all subscribers including migrated
Swavalamban beneficiaries. • All bank account holders may join APY.
Eligibility
83
• APY is applicable to all citizen of India aged between 18-40 years. • Aadhaar will be the primary KYC. Aadhar and mobile number are recommended to be obtained from subscribers for the ease of operation of the scheme. If not available at the time of registration, Aadhar details may also be submitted later stage.
Indicative Monthly Contribution Chart
Monthly Monthly Monthly Monthly Monthly
Age of
pension of pension of pension of pension of pension of
Entry
Rs. 1000 Rs. 2000 Rs. 3000 Rs. 4000 Rs. 5000 18 42 84 126 168 210
20 50 100 150 198 248
25 76 151 226 301 376
30 116 231 347 462 577
35 181 362 543 722 902
Charges for default
Banks are required to collect additional amount for delayed payments, such amount will vary from minimum Re 1 per month to Rs 10/- per month as shown below:
Charges for Charges for Charges for Charges for contribution contribution between contribution between contribution up to Rs. 100/- Rs. 101/- & Rs. 500/- Rs. 501/- & Rs. 1000/- above Rs. per month per month per month 1000/- per month Rs. 1/ - Rs. 2/ - Rs. 5/ - Rs. 10/ -
The fixed amount of interest/penalty will remain as part of the pension corpus of the subscriber.
Important information for subscriber:
Discontinuation of payments of contribution amount shall lead to following:
• After 6 months account will be frozen. • After 12 months account will be deactivated. • After 24 months account will be closed.
Subscriber should ensure that the Bank account to be funded enough for auto debit of contribution amount.
84
Exit from APY :::
On attaining the age of 60 years:
The exit from APY is permitted at the age with 100% annuitisation of
pension wealth. On exit, pension would be available to the subscriber. In case of death of subscriber pension would be available to the spouse and on the death of both of them (subscriber and spouse), the pension corpus would be returned to his nominee.
Exit Before the age of 60 Years:
Exit before 60 years of age is not permitted however it is permitted only in exceptional circumstances, i.e., in the event of the death of beneficiary or terminal disease.
CCS (CONDUCT) RULES (1964)
Objectives of Conduct Rules
• To regulate general behavior of Govt Servants • To secure full commitment of Govt servants in implementing Govt‘s policies • To set certain moral standards • To eliminate all forms of immoral and immoderate behavior which are likely
to impact on Govt servant‘s capabilities to discharge his duties • To make Govt servant to learn to live within his means since he belongs to
fixed income group • To prevent Govt servant from aligning against Govt or exercising undue influence or duress
Rule 3
Rule 3 (1)
Every Govt. Servant shall at all times
(i) Maintain absolute integrity
(ii) Maintain devotion to duty
(iii) Do nothing, which is unbecoming of a Govt. servant
(iv) Commit himself to and uphold the supremacy of the Constitution and democratic values;
85 (v) Defend and uphold the sovereignty and integrity of India, the security of the State, public order, decency and morality;
(vi) Maintain high ethical standards and honesty;
(vii) Maintain political neutrality;
(vii) Promote the principles of merit, fairness and impartiality in the discharge of duties;
(ix) Maintain accountability and transparency;
(x) Maintain responsiveness to the public, particularly to the weaker section;
(xi) Maintain courtesy and good behaviour with the public;
(xii) Take decisions solely in public interest and use or cause to use public resources efficiently, effectively and economically;
(xiii) Declare any private interests relating to his public duties and take steps to resolve any conflicts in a way that protects the public interest;
(xiv) Not place himself under any financial or other obligations to any individual or organisation which may influence him in the performance of his official duties;
(xv) Not misuse his position as civil servant and not take decisions in order to derive financial or material benefits for himself, his family or his friends;
(xvi) Make choices, take decisions and make recommendations on merit alone;
(xvii) Act with fairness and impartiality and not discriminate against anyone, particularly the poor and the under-privileged sections of society;
(xviii) Refrain from doing anything which is or may be contrary to any law, rules, regulations and established practices;
(xix) Maintain discipline in the discharge of his duties and be liable to implement the lawful orders duly communicated to him;
(xx) Maintain confidentiality in the performance of his official duties as required by any laws for the time being in force, particularly with regard to information, disclosure of which may prejudicially affect the sovereignty and integrity of India, the security of the State, strategic, scientific or economic interests of the State, friendly relation with foreign countries or lead to incitement of an offence or illegal or unlawful gain to any person;
(xxi) Perform and discharge his duties with the highest degree of professionalism and dedication to the best of his abilities.".
Rule 3 (2)
(i) Supervisors shall ensure the integrity, devotion to duty of GS under his control.
(ii) Act in his best judgement, except when he is acting under the direction of his official superior
86 (iii) Oral directions shall be avoided. If unavoidable, the issuing officer shall confirm
(iv) GS, who has received oral directions, shall seek confirmation of the same.
Other DOs
Maintain impartiality (GID under rule 3) Maintain proper decorum during working hours, lunch hours.
(GID under rule 3)
Maintain standard conduct in private life (GID under rule 3)
Maintain prompt and courteous service (Rule-3-A)
Report to superiors the fact of arrest or conviction (GID(I) Rule 3 (c))
Keep away from demonstrations & strike (Rule 5)
Avoid any habitual indebtedness or insolvency (Rule- 17)
Act with Govt. policies (Rule- 3 (b)-i)
Observe courtesy to MP/MLA (GID 17.(A) Rule 3. A)
DON‘Ts
Not to be a member of any political party (Rule – 5)
Govt servant should not lease or otherwise allow occupation by any other person of Govt accommodation which has been allotted to him. (Rule- 15 A)
Not to make joint representations in matters of common interest. (GID 21 Rule 3.C)
Govt. servant shall not be under the influence of any intoxicating drink or drug during the course of his duty and in public places also (Rule- 22)
Bigamous marriage. (Rule- 21)
Dowry - Neither give ; Nor take (Rule 13-A)
• A govt. servant shall not give or take Dowry. • A govt. servant shall not demand any dowry directly or indirectly from the parent/guardian of a bride/bridegroom. • Dowry means any property/valuable security given or agreed to be given.
Do not join or support any illegal strike (Rule- 7)
Do not speculate in stock, share or other instrument (Rule- 16)
Do not undertake private consultancy work (GID.8 / Rule 15)
Do not lend or borrow money from the person or firm having official dealings (Rule – 16)
87 Do not bring any political influence in matters pertaining to his /her own service (Rule – 20)
Do not adopt dilatory tactics in the dealings with the public (GID / Rule- 3)
Do not approach his/her subordinates for standing surety for loans taken (GID / Rule-16) ACTIVITIES REQUIRING PERMISSION OR SANCTION To join educational institution (GID / Rule 15) To join Civil Defence Service / Home guards (GID / Rule 3) To join foreign language class (GID / Rule 5)
To own wholly or part or participate in the editing or management of newspaper or electronic media (Rule 8)
To give evidence in any enquiry except enquiry by
Court Authority appointed by Govt, Parliament, Stale legislature. Dept. Enquiry (Rule 10)
To ask for or accept contributions (Rule 12)
To engage in any trade or business (Rule 15)
To accept fee for work done for any private or public body or person (Rule 15 (4))
To hold an elective office in Co-operative Societies and other bodies (Rule 15)
To accept gifts when value exceeds limits (Rule 13)
Gift may be accepted in rare occasion such as wedding, religious functions etc
Only from near relatives / personal friends
(Includes, Free transport, boarding & lodging or any other pecuniary advantage)
Gift Limit
Religious & Other Occasions Religious && Other Occasions Category Category Customary Functions
Category ––– I (in Rs.) CategoryCategory----IIII (in Rs.)
GROUP -A 25,000 1,500
GROUP –B 15,000 1,500
GROUP –C 7,500 500
GROUP –C–MTS 7,500 500
Category – I: To be reported Category – II: Prior sanction is required
Immovable & Movable Property (Rule 18)
Transactionwith person Transaction with others Transactionwith person Transaction with others
88
having official dealing with Govt. Servant Govt. Servant Immovable Prior sanction to be obtained Prior Intimation to be given
Movable Prior sanction to be obtained
• If within the limit* No – need to report
• If beyond the limit* to be – reported within 1 month
(* Movable Property Limit 2 months Basic Pay) –
Movable property includes, Jewels, Insurance policies, the annual premia of which exceeds 2- of the official, Shares, securities & month‘s basic pay debentures, Loans taken by an employee, Motor cars, motor cycle, horses & other means of conveyance, Radio, TV, Refrigerators, etc.
Declarations to be submitted
• Every Govt. Servant is required to furnish a declarationdeclaration regarding his assets and liabilities --- At the time of Joining & As on 31 ststst March of Every
year by 31 ststst July • Every Govt. Servant is required to submit a declaration of immovable property return --- AAAtA the time of Joining & As on 31 st December of Every year
Government Servants & Politics
A Govt. Servant should not be
A member of any political party/organization. A member or otherwise associated with any banned organizations. Acting as an election agent, polling agent or counting agent of a candidate at an election. Displaying on his person, vehicle or residence of any electoral symbol in connection with an election.
Unauthorized Absence
Wilful absence from duty not covered by grant of leave will be treated as ―Dies Non ǁ for all purposes, viz., increment, leave & pension.
A government servant is also liable for disciplinary action for such an act of misconduct.
Sexual Harassment of working women
It includes: • Physical contact & advances, Demand or request for sexual favours • Passing sexually coloured remarks, Showing pornography, • Any other physical, verbal or non-verbal conduct of sexual nature
89 Any act of sexual harassment of woman employees attracts acts related to unbecoming of a Govt. servant and amounts to misconduct.
Internal Complaints Committee is set up in each Circle for redressing of such complaints.
Marriage Restrictions
Bigamous marriage (Rule 21 (2))
Following persons are ineligible for appointment under Govt:
(a) Who has entered into or contracted a marriage with a person having a spouse living
(b) Who, having a spouse living, has entered into or contracted a marriage with any person.
Note:- Similar restrictions continue even after appointment
Marries a foreign national it should be intimated (Rule 21 (3))
90 RIGHT TO INFORMATION ACT 2005
Why RTI? • To promote transparency & accountability in the working of every public authority
What is the date of enactment? • 15.06.2005
When the act came into force? • On 120 th day of its enactment i.e. 12.10.2005
Why RTI act came into force after a long period? • Since every public authority has to create an official website and publish the particulars about its organisation, functions, duties. • Further names of the PIO, Appellate Authorities etc should be published
Who is eligible to get an information? • Any Indian citizen can get information
How to make request for obtaining information? • Orally (assistance to be given to reduce in writing, • Writing • Electronical form (Online)
In which language applicant can seek information? • English, Hindi (or) Official Language of the area
Is there any prescribed format for seeking information? • No • But every public authority has to publish a proforma of application in their website for the convenience of applicants
Should reasons for seeking information be furnished? • It is not required to furnish reason for seeking any information under RTI act Information means
• Records • Documents • Memos • E-mails • Opinions • Advices
91 • Press releases • Circulars • Orders • Data material in any electronic form • Any Information relating to any private body which can be accessed by a public authority
Record
• Documents, files, manuscript, • Microfilm, fax, • Reproduction of film or images embodied in such film, • Any other material produced by a computer or an electronic device.
Right to information
• Inspection of works, documents & records, • take notes, extracts, certified copy of documents & records, • Take certified samples of materials, • Obtaining information in the form of diskettes, floppies, tapes, video cassettes or in any other electronic mode or through printouts where such information is stored in a computer or in any other device;
Various Fees
Fee for seeking information Rs 10/- per application Fee for copy of records per page Rs 2/ - for A4 / A3 size paper, if it is larger than A3, actual cost Fee for Samples / Models Actual cost In electronic form Rs. 50/ - per Diskettes / Floppy Inspection of records Free for first one hour & Rs. 5/ - per hour or part thereof for each subsequent hours Modes of payment Cash against a proper receipt DD / Cheque / IPO / Electronic means The above fees are exempted for Citizens Below Poverty Line
(Supporting documents should be furnished)
Time limit for furnishing Information:
30 days from the date of receipt of application. 48 hours if involves the life or liberty of a person. 40 days if involves the interests of a third party. If no response is given by the public authority on RTI application within the time limit, the same treated as deemed refusal
Obligation & time limit for CAPIO / other offices
Forward the application to concerned PIO within 5 days with intimation to the applicant
92 Proactive disclosures under RTI Act
Every Public Authority must proactively disclose the following:
• Particulars of the organization, its functions and duties; • Procedure followed in its decision making process • Norms set out for the discharge of its functions; • Rules, regulations, instructions, manuals and records used by its employees for the discharge of its functions, • Arrangement for consultation with or representation by the public, in policy formulation/implementation; • Designate Public Information Officer to provide information to applicants • Also to designate APIOs at sub-divisional/district level • No bar on the number of such PIOs/APIOs • Designate appellate authority for the first appeal within the public authority Exemption from disclosures ––– Section 8(1) a) Information which would prejudicially affect the sovereignty and integrity of India b) Information which has been expressly forbidden by any court c) Information which would cause a breach of privilege of parliament/state legislature d) Information relating to commercial confidence, trade secrets, the disclosure which would harm the competitive position of a third party e) Information available to a person in his fiduciary relationship. f) Information received in confidence from foreign govt. g) Information, the disclosure of which would endanger the life or physical safety of any person h) Information which would impede the process of investigation or apprehension or prosecution of offenders; i) Cabinet papers including records of deliberations of the council of ministers, secretaries and other officers. j) Information which relates to personal information, the disclosure of which has no relationship to any public activity or interest, or which would cause unwarranted invasion of the privacy of the individual
Exemption from disclosures –
Section 8(2)
Information comes under official secrets act, 1923 Section 9
Information which would infringe the copyright subsisting in a person Section 10 (Severability)
Where a request for information is rejected vide sections 8/9 above, access may be provided to that part of the record which does not contain any information which is exempted from disclosure (provided that part can be
93 severed without causing any damage to any part that contains exempt information)
Section-11 (Third Party Information)
CPIO intends to disclose, shall give a written notice to third party within 5 days Third party to make representation within 10 days. CPIO shall make a decision keeping in view of the submission of third party However the information may be disclosed if the public interest outweighs the harm or injury to be caused to the third party. If he prefer appeal, CPIO has to finalize based on the decision of the First Appellate Authority
Appeals
If the applicant is not satisfied with the information received or if no information is provided by the PA within the prescribed time limit, he can prefer appeals in following two stages. Stage of To whom Time limit within Time limit for appeal (Appellate Authority) (AA) which appeal should disposal of by be preferred by the Appellate applicant Authority First Designated Departmental 30 days from the date 30 to 45 days (Internal) Appellate Authority of decision of PIO Second Central / State 90 days from the date No limit (External) Information Commission of decision of First AA (CIC/SIC) Penalities
Public Authority is liable to a fine of Rs 250/- per day, subject to a maximum of Rs. 25,000/- for
Not accepting an application;
Delaying information release without reasonable cause;
Malafidely denying information;
Knowingly giving incomplete, incorrect or misleading information;
Destroying information that has been requested; and
Obstructing furnishing of information in any manner.
SIC/CIC has the power to impose penalty & recommend for disciplinary action
RTI Online Portal --- www.rtionline.gov.in
94 WELFARE MEASURES
(((A(AAA)))) Allowances
(((1(111)))) Dearness allowance Based on increaseof 6 monthly average in All India Consumer Price Index above 100 points (base year 2001) is determined twice in a year for the period from January to June and July to December It is calculated on the Pay in the Pay Band + Grade Pay + NPA Neutralization will be 100% uniformly for all employees.
(((2(222)))) Rent Allowance Allowed with reference to Pay in the Pay Band + Grade Pay + NPA and place of duty at the following rates:
Classification of Rates of House Rent Allowance cities/towns X 24 % of Basic Pay Y 16% of Basic Pay Z 8% of Basic Pay
During leave, HRA is admissible for the first 180 days only. Beyond this period allowances can be claimed by furnishing requisite medical certificate. During Joining time from one station to another station on transfer, HRA is admissible at the rate of old station.
(((3(333)))) Transportation allowance • All employees are entitled to Transport Allowance at the rate as mentioned below:-
Sl Pay Level (Grade Pay) Transport Allowance
Higher TPTA No Cities Other places (Rs)
(Rs)
Level 9 and Above 1 (GP 5400 PB-2 and Above) 7200 + DA 3600 + DA
Level 3 to Level 8 2 (GP 2000 to GP 4800) 3600 + DA 1800 +DA
3 Level 1 and Level 2 1350 + DA 900 + DA
(GP 1800 and GP 1900)
• Transport Allowance is not eligible during absence from duty for a full calendar month due to leave/training/tour etc..,
95
(((4(444)))) Children‘s Education Allowance
This allowance can be availed by Government Servants for two eldest surviving children. Reimbursement for the following items can be claimed under this scheme,
Tuition Fee, Admission Fee, Laboratory Fee, Special
Fee charged for agriculture, Electronics, music or any other subject,
Fee charged for practical work under the programme of work experience,
Fee paid for the use of any aid or appliance by the child, Library Fee,
This also includes reimbursement for purchase of two sets of uniforms and one set of school shoes which can be claimed for a child in a year.
The annual ceiling fixed for reimbursement of Children Education Allowance is Rs 27,000.
In case both the spouses are Government Servants, only one of them can avail reimbursement under Children Education Allowance.
The reimbursement should be made on the submission of certificate from the Headmaster of the school stating that the child has studied in that school in the respective academic year
Reimbursement can be claimed once in a year only.
Hostel subsidy will be reimbursed up to the maximum limit of Rs.6250 per month per child for two eldest surviving children. However, both hostel subsidy and CEA can be availed concurrently.
The above limits would be automatically raised by 25% every time the Dearness Allowance goes up by 50%.
For children with disabilities, reimbursement will be at double the normal rates and the annual ceiling will be Rs.54,000/-
96 (((B(BBB)))) Leave
Leave cannot be claimed as a matter of right of the employee.
(((1(111)))) Casual Leave Eligible for 8 days Casual Leave and two Restricted Holidays in a calendar year. It can be combined with special CL only but not with any other kind of leave. Sundays, Holidays, Restricted Holidays and Weekly off can be suffixed or prefixed to CL. Sundays and Holidays falling during the period of Casual Leave will not counted as part of Casual Leave. Casual Leave can be taken for half a day also. It is intended essentially for short periods and therefore will not normally be granted for more than 5 days at a time. LTC can be availed during Casual Leave. CL can be availed while on tour.
(((2(222)))) Earned Leave Credit of Earned leave will be given in advance with 15 days each on 1 st of January and July every year. Un-availed Joining Time is also credited to EL account with certain restrictions. The credit for the half-year in which a Government Servant is appointed will be afforded at the rate of 2 ½ days for each completed calendar month of service.
(((3(333)))) Half Pay Leave o It is credited in advance at the rate of 10 days for each half year on 1st of January and July each year. oIt can be availed either with or without medical certificate. o It can be availed converted into commuted leave on support of medical certificate o Half-pay leave can also be converted into commuted leave without medical certificate in continuation of Maternity Leave (up to 120 days of HPL) or for approved course of study certified to be in public interest (up to 180 days of HPL during the entire service). o The advance credit for the half-year in which a Government Servant is appointed will be at the rate of 5/3 days for each completed calendar month.
97 (((4(444)))) Commuted Leave Period of commuted leave permissible is half of number of days of the half pay leave atcredit. Maximum commuted leave permissible without medical certificate is 90 days for approved course of study and 60 days in continuation of Maternity Leave. Otherwise, it is granted on medical certificate only. Twice the number of days of commuted leave availed is debited to HPL Account. Commuted leave may be granted at the request of the Government servant even when earned leave is available.
(((5(555)))) Maternity Leave It is granted to both married and unmarried women for 180 days for pregnancy Admissible to employees with less than 2 surviving children only For miscarriage/abortions/induced abortions supported by medical certificate 45 days of maternity leave is admissible in the entire service. It is not debited to leave account Full pay is paid for the period. This leave can be combined with any other leave without Medical Certificate up to two years This period will count for Increment and Pension as well.
(((6(666)))) Paternity Leave A male Govt. servant (including Apprentice) with less than two surviving children may be granted Paternity Leave for a period of 15 days during the confinement of his wife. i.e. up to 15 days before or up to 6 months from date of delivery of the child. Also eligible for 15 days from the date of valid adoption of a child During the period of such leave, he shall be paid leave salary equal to the pay drawn immediately before proceeding on leave. This leave shall not be debited against the leave account and may be combined with any other kind of leave (as in the case of Maternity Leave).
(((7(777)))) Child Care Leave Women employees who are having minor children i.e below the age of 18 years may be granted Child Care Leave for a period of two years (730 days) during the entire service. This leave eligible for taking care of minor children or to look after any of their needs during Examination, Sickness etc.., This leave will not be granted in more than 3 spells in a Calendar Year This can be combined with leave of kinds due and admissible. CCL cannot be demanded as a matter of right. Proper approval of leave sanctioning authority is required to avail the leave.
98 The leave is to be treated like the Earned Leave and sanctioned as such. Saturdays, Sundays, Gazetted holidays etc would also count for CCL, as in the case of Earned Leave. CCL will not be granted during probation period LTC cannot be availed during CCL
(((C(CCC)))) Advances ––– (((i(iii)))) Interest free advances
1) Advance of TA on Tour
It is granted to all the Government servants who are required to proceed on tour. The amount of advance permissible is the expected travelling expenses (inclusive of daily allowance, road mileage, fares and Accommodation expenses - both ways) to cover the expenses for a month on tour. The advance is to be adjusted within 15 days of completion of tour otherwise penal interest is levied.
222)2))) Advance of T.A. on transfer
• It is granted to all Government servants on transfer. • The amount of advance permissible is the amount to cover traveling allowance for self and family (inclusive of composite transfer grant, fare for journey in eligible mode of transportation, cost of transportation of personal effect, etc). • The advance should be adjusted in the final TA claim to be preferred by the official immediately on completion of the journey.
333)3))) Advance of T.A. to the family of a deceased Government servant o Advance of T.A. can be granted to one family member of the deceased employee on behalf of all members. oThe amount of advance permissible is 75% of the admissible T.A. o Surety by a permanent Government servant of higher status in prescribed form should be given.
444)4))) Advance for LTC
Up to 90% of the fare can be taken as advance. Advance admissible for both onward and return journeys if the leave taken by the official does not exceed 90 days. Otherwise, advance may be drawn for the outward journey only. The official should furnish Railway ticket numbers, PNR No., etc., to the competent authority within ten days of drawal of the advance. When advance is taken, the claim should be submitted within one month from the date of return journey.
99
5) Immediate financial relief in case of death • When an employee (permanent or temporary) dies while in service, an amount of Rs 8,000 or three months' pay, whichever is less, is sanctioned immediately without formal application on receipt of intimation of death. • It is adjusted from the arrears of pay and allowances, leave salary, death gratuity, GPF balance or any other dues payable. The adjustment should be made as soon as possible and in any case within six months from the date of sanction.
(((ii(iiiiii)))) Interest bearing advances
Personal Computer Advance For construction/Purchase of house/flat/enlargement of living accommodation
SlSlSl Name of Ceiling Other Conditions Advance 1 PC Advance Rs 50,000 or actual Maximum 5 times in the entire price of PC, service whichever is lower 2 House 34 times of Basic Minimum continuous service is 5 Building Pay (or) years Advance Rs 25 lakhs (or) If both spouses are government servants, HBA is admissible to both anticipated price of separately. house whichever is least Existing employees who have already taken Home Loans from Banks and other Financial institutions can be allowed to migrate to this scheme.
(((D(DDD)))) Other Welfare schemes
(((1(111)))) ProductivityProductivity----LinkedLinked Bonus Bonus granted equivalent to emoluments for certain number of days for the relevant financial year. The PLB is admissible to all non-Gazetted employees and is restricted to a maximum of Rs.7000 p.m.
100 (((2(222)))) Group Insurance Scheme
o Applicable to all Central Government employees. The rates are as follows: Group of Employees Rate of subscription Amount of Insurance cover
A Rs.120 Rs.1,20,000
B Rs.60 Rs.60,000
C Rs.30 Rs.30,000
D Rs.15 Rs.15,000 o An employee joining service after 1st January of a year will be enrolled as member from the 1st January of next year only. o Out of the monthly subscription, 30% is apportioned to Insurance Fund and 70% to Savings Fund. o The portion of Savings fund earns interest 12% p.a. compounded with effect from 1-1-1988. o If the employee dies while in service, the nominee/family of the deceased employee will be paid the accumulations in Savings Fund as well as the amount of insurance cover. o If the employee ceases to be in service due to retirement, resignation, etc., the employee will be paid only the accumulations in Savings Fund. oThe subscription is eligible for Income Tax rebate.
(((3(333)))) Leave Travel Concession
• Any employee with one year of continuous service on the date of journey performed by him/her and/or his/her family is eligible. • Government servants whose spouses are working in Indian Railways / National airlines are not eligible for LTC.
LTC to Hometown It can be availed once in a block of two calendar years Home town of the official once declared in the service book is treated as final. In exceptional circumstances, the Head of the Department may authorize a change, only once during entire service. An employee (including unmarried) having his family at his Hometown can avail of this concession for himself alone every year instead of having it for both self and family once in two years.
LTC to any place in India • This concession is admissible in lieu of one of the two journeys to Home town in a block of four years. • Available for travel to any place in India including employee‘s Hometown. • Officials availing LTC to Hometown for self every year are not entitled to LTC to anywhere in India.
( For Fresh Recruits --- For first two Blocks (first 8 years period) --- Allowed to travel to Home town on 3 occasions in a block and any place in India on the fourth occasion )
101