Revised Voucher Checking: Effort of AISBCEU

 M E M B E R S   A T T E N T I O N

DATE: 08.08.2016

Dear Comrades,

Recently, Our Union had a meeting with Sri.Sachin Kishore, Director [CBS] & Smt.Manju Pillai,  DDG [FS] at the Directorate during June/July-2016. In the meeting, I, Our Union CHQ President Sri.R.K.Tandon and Sri.Kesava Rao, AGS met the senior officers and discussed the CBS problems & given suggestion to reconsider the roll of SBCO particularly voucher checking and other issues VIDE Letter No: AISBCEU/CHQ/59 DT: 20.06.2016 & No : AISBCEU/CHQ/SBCO VOUCHER CHECK/66-2016 Dated 12.07.2016.

After our discussion, the FS section arranged a video conference with seven circles to analyze our proposals and now orders were issued - vide the addendum – II of SB-Order No: 14/2015 Dt: 04.08.2016, regarding change of Roll of SBCO in the backdrop of CBS implementation, it is stated that “ on receipt of references from various Circles and SBCO Associations. The competent authority has decided to replace the Annexure to the above said order. Revised annexure is attached”.

In this order,  ANNEXURE TO SB ORDER 14/2015 ADDENDUM-II, 3. Overview of  work of SBCO

7

i) General check of vouchers ii) Checking of Vouchers with System Generated LOTs-  Rule – 11 & 15

i) Will be carried out as prescribed in Para 5. ii) Will be carried out as prescribed in Para 5 for the following type of vouchers:- (a) All Closure vouchers of all schemes. (b)  All RD & PPF Loan disbursement vouchers. (c)   All vouchers of Savings, PPF and SSA of the amount of 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)   All new accounts opened vouchers for the amount of Rs.5 lakh and above.

In our SBCO wing, there is two Unions, one in the name of AISBCE Union with 70% membership & other one in the name of AIPSBCOE Association with 15% membership. Still now, the facts of two Unions are not clear to the higher officers at Directorate and Circle Offices. Hence, while issuing the ANNEXURE TO SB ORDER 14/2015 ADDENDUM-II vide SB Order: 14/2015 Dt.04.08.2016, it is mentioned by mistake as Associations.

a.     Actually, AIPSBCOE Association did not take this voucher checking issue with Dte. Copy of their letter addressed to their GS is enclosed for your kind information.

b.     Our AISBCE Union had taken this matter with Directorate, the suggestions which were given in our Letter Dt: 12.07.2016 is approved with some changes as given above. The copy of our Union letter is enclosed for your kind information to compare it with Dte.orders.

c.      Now, the AIPSBCOE Association which is one of the sisters Union of NFPE wants to share our Union achievement as their achievement. In that case, if the Directorate mentioned as SBCO Association, then it is OK – instead it is mentioned as Associations [In plural] for which they thought that both Unions are Association, since the Directorate is not aware about the two Unions in SBCO wing. However, it will be taken with DDG FS to avoid such confusions in future.

       Hence, members are requested to go through the enclosed both Union/Association letters to confirm the true factor and our Union had written several letters to the Directorate with various problems after CBS and the same is published in the Union Website and Bulletins issued almost every month. Hence, all members are requested not to believe the false information of, AIPSBCOE Association. In the past three years, they have not achieved anything for SBCO staff. In case of any achievements, they may publish it in their website.

[P.A.MHATHRE, GENERAL SECRETARY]

  Below are the two documents for your clarification about the truth.

1.  AISBCE Union letter Dt: 12.07.2016

 2. AIPSBCOE Association. Dt: 11.06.2016   

     

ALL INDIA SAVINGS BANK CONTROL EMPLOYEES UNION

(Service union under Dept. of Posts)

CHQ UNION WEBSITE: http://www.aisbceu.blogspot.in/

[HQ-NO: B-105, JAY DWARAKA CHS LTD, NEW AYARE ROAD, DOMBIVALI [E], DT, THANE-421201

MAHARASTHRA  CIRCLE]

R. K. TANDON         PRESIDENT O/O CPMG, U.P.CIRCLE LUCKNOW-226001 CELL: 09415025900, 09616500831          Email: rakeshshobha@gmail.com

P.A.MHATRE GENERAL SECRETARY SUPERVISOR, SBCO MUMBAI CENTRAL HO-400008 CELL: 09819188067 Email: prakashamhatre@gmail.com

K.R.DESHMUKH TREASURER SBCO, AKOLA HO-444001 MAHARASTHRA CIRCLE CELL: 8485812990

No : AISBCEU/CHQ/SBCO VOUCHER CHECK/66-2016 Dated 12.07.2016

To,

Smt. Manju Pillai

DDG (FS)

Department of Posts

Dak Bhavan, Samsad Marg

New Delhi 110 001

            Sub : Proposal for revised norms for SBCO voucher checking with system ledger- Reg

Ref :      1. Rule amended vide D.G Posts letter No. 5-2/99-SB dated 5.3.2003

                                2. SB Order No. 14/2015 and subsequent letter No. 25-11/2016 – SB Dated  10/11.05.2016,  

                                 25.05.2016, 10.06.2016 and SB Order No. 05/2016 dated 21.06.2016

3. This union letter No : AISBCEU/CHQ/2015/62   Dated 25.06.2016

Respected Madam,

                This is regarding the new proposal for voucher checking under CBS scheme in all SBCO Units in continuation of our earlier proposal Dt: 25.06.2016. It is kindly requested  to consider it in view of the following difficulties caused to SBCO staff in implementation of SB order No. 14/2015 dated 19.10.2015 and subsequent letter No. 25-11/2016 – SB Dated 10/11.05.2016,  25.05.2016, 10.06.2016 and SB Order No. 06/2016 dated 21.06.2016.

1. This union had already explained to your good self that, as on today only 40% staff of the sanctioned strength is working in SBCO.  Since 1984,  there is no creation of posts and all the vacant posts due to retirement have not been filled up properly, but work load has increased three times and many schemes are launched. Most of the posts are abolished in ADR plan.

2. Still today MIS server is inaccessible most of the time and  day,  our man power is put in waste in these processes.

3. Due to shortage of staff in Post Office counter side the Divisional Heads have not provided SB SO staff to SBCO in most of the offices.  Despite the two repeated instructions issued by the Directorate vide SB Order: 14/2015 and 06/2016 with responsibility put with Divisional Heads to 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 provided from Post Office staff to SBCO (spared from SBSO branch) to complete voucher checking.  The entire orders on staff re deployment was not implemented and not redeployed the staff by the Divisional Heads, the Orders of Directorate is only a paper order. Comparing to work load a minimum of two to five PAs is required for every offices.

4. In spite of demand of this union for fixing the time factor in computerized environment there is no action at all.

                In this critical situation, the necessity arises to review the earlier order issued by the Directorate in connection with voucher checking vide Lr.No: 5-2/99-SB dated 5.3.2003 and reiterated the same in SB order: 14/2015 as given below:-

3.         Overview of Proposed work of SBCO – Voucher checking with system ledger copy

SL	PRESENT NATURE OF WORK	After implementation of CBS		Postal Manual of SB Control
7	General check of vouchers & checking of vouchers		Will remain continued as at present		Rule – 11 & 15

                At present, sufficient security has been provided in the CBS operation as given below:

1. Data security is provided in the main server and no one can access the data file.
2. At the end of counter transactions, a menu [HISCOD] will be operated to initiate Day end process, and later on in mid night, change of date menu will be initiated by the CPC, Chennai.
3. After the day end process of first stage, the consolidation for each scheme will be generated in Finacle production server [HFINRPT] and the same will be sent to SBCO along with vouchers.
4.  On receipt of returns from SB branch on the next working day with consolidation for each scheme and office, the SBCO PA will generate fresh consolidation of each scheme from Finacle production server [HFINRPT] and compare the print out received from S.Os with system generated consolidation.
5.  Both the consolidations should be tallied with SO Daily Account and SO Summary. Bundle of HO will be received from APM (SB) of HO Counter and amount shown in the consolidation should also be tallied with fresh consolidation generated from Finacle production server [HFINRPT] and HO Summary.
6. In the middle of the above process, i.e. after the generation of consolidation for SB category, in case of any irregular transactions by any officials,  the consolidation which was already generated after day end process will vary in the next day process at SBCO branch. Now, all the SBCO staff is alerted to cross check the figures of deposits and withdrawals between the consolidations generated from SB branch and from SBCO branch in every day morning.
7. SBCO staff should sign in each and every voucher after tallying with LOT generated through the system in token of having checked TRAN ID, Account number and Amount
8. In case of any discrepancy between the both consolidations of SB & SBCO branch or with SO Daily account/Summary, the same is not supported with copy of error book it should be reported  immediately by In-charge, SBCO to Divisional Head.
9.  In addition to the above security, our Union suggests that the revival of silent account process done at Head Office must be centralized in Circle level to obtain approval from CPC.
10. Under SB Order: 14/2015. It is stated that no manual   entry   in Passbook   is to   be  written   (except   default   fee/Rebate/TDS)     and pass books should be updated through Passbook printer only. But, this instruction is not followed in all HOs and the counter clerk makes the last transaction entry only in the Passbook with a reason that the passbook printer is under repair. In Post Offices, most of the depositors are illiterate and innocent and they may not be aware about their credits in their account. There is lot of chances for non-credits of the deposit amounts in their account due to non-operation of pass book printer.

In the above mentioned security options except the last two cases mentioned in (i) & (j), the SBCO branch has taken more care with consolidation and 100% LOT checking with account no, TRAN ID, Account number and Amount in r/o all schemes. Now the noting of DLT/BAT is withdrawn. Hence, the voucher checking work with system mentioned in earlier order No. 5-2/99-SB dated 5.3.2003 may be withdrawn, instead the following checks may be considered as given below:

CATEGORY	DETAILS OF VOUCHER CHECKING              FOR HO/SO
SB [Noting of DLT & BAT in VRs are withdrawn]	All Closures/withdrawals of Rs.25000/- & above All transactions having over corrections either in amount &account no
PPF/NSS	All Closures/withdrawals of Rs.25000/- & above All transactions having over corrections either in amount &account no
TD	All closures All transactions having over corrections either in amount &account no Yearly interest need not be checked , since annual interest is automatically generated in the system and already interest table have preloaded in the system
MIS	All closures All transactions having over corrections either in amount &account no Monthly interest need not be checked, since rate of interest is already preloaded in the system and the annual interest will be generated automatically.
RD	All part withdrawal and  closures All transactions having over corrections either in amount &account no Refund of interest, interest recovered on defaulted installments or on withdrawals repaid and rebate paid on advance deposits need not be checked since it is automatically generated in the system.
SCSS	All Closures All transactions having over corrections either in amount &account no Quarterly interest need not be checked, since rate of interest is already preloaded in the system and the quarterly interest will be generated automatically.
SSA	Withdrawal, pre-mature closures/closures All transactions having over corrections either in amount &account no

    Since the interest is preloaded in the system for all categories, the checking of monthly/quarterly/annual interest and closure calculation is not necessary for all closures of all categories. The other checks of Principle amount and routine check will be carried out.

                     Since, the noting of BAT/DLT was withdrawn, the above prescribed checks are sufficient. The intention of the CBS is to maintain the paperless office and avoid duplication work. Hence, the preparation of LOT in HO/SO was withdrawn and the SBCO staff is directed to check the vouchers with the LOT generated from system. Just like, it is necessary to change the voucher checking process also, for example the monthly interest for MIS category is automatically generated in the system. Just like, the RD deposits will be the same for the next 60 months. 

                This union therefore requests your good self to consider the proposed revised norms and order revised checking of vouchers, otherwise there will be mess in the work for which SBCO staff should not be held responsible in the absence of in-sufficient staff and acute shortage position in all SBCO branches.             Thanking you, Madam.

 (P. A. Mhatre, General Secretary)

 

Letter of No. AIPSBCOEA /HQ /02 / 2016                      Dated : 11.06.2016 

 To

Comrade VIRENDRA TEWARY,

General Secretary,

All India Postal SBCO Employees Association,

1^st floor, North Avenue Post office building,  New Delhi 110 001. 

Dear comrade,

Sub: Working procedure of SBCO in CBS environment – Harassment of SBCO cadre -reg

Ref: SB orders, instructions issued by the DTE on CBS working procedure.  

            Our Circle Association wants to record its anguish over the issuance of SB orders / instructions by the DTE which severely affects entire SBCO cadre. 
             With around 40% shortage of staff in SBCO cadre, our staff are striving hard to complete their day to day works but not considering the ground realities, DTE is going on issuing various orders / instructions for SBCO for working in CBS environment. 
             In every order so far issued, DTE categorically directs the Administration down to the Divisional level to provide adequate staff from operative side to SBCO which is not at all carried out by most of the Divisions. In the latest instructions issued on 10.06.2016, DTE   changes its tone from providing staff to SBCO to request the Divisional Head to provide help to SBCO as though we are from outside the Department of Posts. The DTE actually does not recognize our Role in safeguarding the interests of Govt as well as Public money at large. Hence, they intend to issue various orders which are practically not possible to carry out by SBCO. Hereunder is some of the examples. 

1     1. In SB order 14/2015 dated 19.10.2015, orders issued on checking of LOT (viewed from Finacle) with  respect to voucher, General checking and checking of vouchers will continue as at present. Another important change is preparation of consolidation journal of all schemes directly by SBCO 

 2.      Vide para 2.5 of SB order 14/2015, responsibility of tallying vouchers with LOT shown in the system is entrusted with Counter PA and Supervisor of Post office.           
         By this order, SBCO officials are working hard to generate consolidation, LOT for tallying and checking the vouchers from the time old computer systems and peripherals that are not commensurate with the technology used for Finacle. Barely for few minutes in a day , the Finacle server opens but almost no report could be generated. Exceptionally if generated, the same could not be viewed in Finacle.  We are compelled to work without proper training in this situation but when a fraud is unearthed, the Administration immediately questions SBCO officials without going to the officials who are directly responsible for the commitment of fraud and officers who are responsible for monitoring the proper functioning of offices in CBS Finacle.

Suspension of innocent SBCO official in connection with fraud in Karaikudi HO is one of the worst example for this. 

             In this situation, DTE has issued another set of directions as “ Further steps to be taken to prevent frauds in CBS offices “vide memo no. 25-11/2016-FS-CBS dated 19.06.2016 which added fuel to the fire. 


 Point no.7 in this order speaks  “SBCO staff should sign in each and every voucher after tallying with LOT generated through the system in token of having checked Trans ID, Account no. and amount”.  Point no.8 in this order speaks “ SBCO should also see the value date in LOT and if any value date of more than 3 days of the LOT date is used, objection should be raised if no error book entry of approval of competent authority is not attached with the vouchers”. 
 These points 7 and 8 are quite contrary to the orders issued in SB order 14/2015. Considering the point no 7 and 8 as mentioned above,  we can not understand 
 1.What role is entrusted to the Supervisory officers such as  SPM / APM of operative side for the transactions in CBS offices then

2.Whether SBCO is  continuing as audit wing of DOP or becoming the operative staff of DOP. 

 Carrying  out the instructions contained in point 7 and 8 is humanly not possible as 
 1.      One PA SBCO has to check around 600 transactions in a day in respect of Trans ID, value date , Account no. and amount with respect to the  LOT viewed from Finacle from  MIS server which could not be opened  in almost all the time in a day or if  generated, report could not be viewed practically.  Besides, one PA SBCO has to do other works such as generation of Consolidation of  schemes and to tally with SO daily account, SO summary and HO summary, General check of vouchers etc., 
 2.      As per instructions contained in para 4 of  DTE order 25-11/2016-SB dated 11.05.2016, “SBCO should first tally vouchers of old / pending dates whenever MIS server access is available”. This clearly indicates how MIS server opens and admission of Department on the inadequate access of MIS server.  With this major handicap, Department instructs SBCO officials to check all the transactions and sign every voucher which is humanly impossible. 
 For the best implementation of CBS, we suggest

1.To entrust the primary work of generation  of consolidation of all schemes from Finacle software and to tally the figures with respect to SO summary and HO summary  with the SOSB group of HO and forwarding to SBCO as in earlier practice since continuance establishment of SOSB group at HO is inevitable by the orders issued on 10.06.16 

 2.In order to curb fraudulent activities, Mobile no. of depositor or one of the person authorized by depositor  can be incorporated in the CIF ID of each depositor so that SMS alert shall be sent after every transaction. If need be, charges shall be levied for this from depositor.  

Our Circle Association declares that while we, the SBCO officials, are ready to

render 100% co- operation to the Administration for the successful implementation of CBS Finacle in all the Post offices, we request our GS to putforth the following to the Administration for consideration and orders. 

 1.   Workout correct Time factor for each and every work of SBCO  and ensure providing adequate man power based on this.

2.      Provide computer systems that meet over the functioning of CBS Finacle software

3.      Provide adequate practical training to all SBCO officials including Supervisory cadre

4.   Change the Administrative control of SBCO from Divisional Head to the Regional DPS with the sub-ordinate control of AO ICO SB

5.      Absolve SBCO officials from the frauds committed by the operative staffs and others 

Our Circle Association sincerely appeals to our General Secretary to take up the issue with Directorate and do the needful at the earliest.  

Asst.General Secretary 

SB Order 14/2015 - Addendum -II :

ANNEXURE TO SB ORDER 14/2015 ADDENDUM-II

Role of SBCO in CBS environment. 

In the CBS Environment, following procedure will be followed by Post Offices and SBCO Officials for Transactions happened in CBS Post Offices:-

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 alongwith Account Closure Voucher. APM/SPM should record on the closed vouchers that “ SB-3/AOF retained with KYC documents”. 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.

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 “XLS” instead of “PDF”  (which is shown by default) in the field “Output File Name”. 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.

3.        Overview of  work of SBCO

S. No.	Present nature of Work	After implementation of CBS	Postal Manual of SB Control
1	Receipt of Returns	1           Will  be  discontinued.  SBCO  PA  will receive Vouchers and Consolidations of SOs directly from Sub Account and APM (SB) HO Counter for HO	Rule -3
2	Checking List of Transactions [SB -60/76]	Will remain continued as at present. SBCO has to carry out prescribed checks of vouchers and LOT (to be viewed from Finacle) if there  is  any  discrepancy,  print  out  of LOT may be taken and objection should be raised.	Rule – 4
3	Un-posted Items	Not applicable	Rule – 6
4	Register of Non-cash transactions SB-62 [a]/85 [a]	Not applicable	Rule – 7
5	Register of Office wise [SB- 63/RD85] Balances.	Not applicable	Rule – 8 & 10
6	Consolidated Journal of all the Schemes *	Has  to  be  separately  prepared  for CBS Post Offices (if all SOs are not 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.	Rule – 9 *
7	i) General check of vouchers ii) Checking of Vouchers with System Generated LOTs	i) Will be carried out as prescribed in Para 5. ii) Will be carried out as prescribed in Para 5 for the following type of vouchers:- (a) All Closure vouchers of all schemes. (b)  All RD & PPF Loan disbursement vouchers. (c)   All vouchers of Savings, PPF and SSA of the amount of 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)   All new accounts opened vouchers for the amount of Rs.5 lakh and above.	Rule – 11 Rule-15
8	Checking of Non-cash Transactions	Not applicable	Rule – 12
9	Revival of Accounts pre 01.01.2003	Not applicable	Rule – 12 [3]
10	Objection Register	Will remain continued without any change.	Rule – 13
11	Reporting of Minus balance	Not applicable	Rule – 13 [2]
12	Verification of binder balances	Not applicable	Rule – 14
13	Checking of Annual Interest	Not applicable	Rule – 16
14	Preparation of Interest cum Silent Accounts *	Report taken from Finacle is to be compiled and Only summary will be required to be sent to DAP.	Rule – 16*
14.a	Annual Listing balances RD/MIS/TD/SCSS	Not applicable.	Rule – 38
15	Silent Account Revival Procedure	Not applicable	Rule – 17 (3)
16	Un-used Cheque Foils	Continued as it is.	Rule – 18
17	Un-deliverable & spoilt Pass books	Continued as it is.	Rule – 19
18	Statistical Register	Only non financial part will be continued.	Rule – 20
19	Custody and preservation of records	Continued as it is (without LOT).	Rule – 25
20	Monthly progress Report	Not applicable.	Rule -  26
21	Checking of Agents Commission bill	Not applicable
22	Submission of returns to AO & DAP *	Only Statistical Register (non financial) and Interest Summary will be continued. *	Rule - 40

*This will be discontinued once CSI and FSI both are rolled out in all Post Offices.

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 vouchers	Manual & In system
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 RD/MIS/TD/SCSS	Not applicable
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 and 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 Adjustment Register.

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.

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 scheme-wise 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 Daily Account/Summary and the same is not supported by copy of error book  or  special report, it should immediately report to Supervisor SBCO. 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 office.

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:-

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 there is  no transit,  consolidation  can be generated 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, SBCO 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:-:-

(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.

b) SBCO PA will login to MIS server and generate LOT. Following checks should be carried out for the vouchers prescribed to be checked with system generated 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.

c) Supervisor SBCO (wherever posted/available) will carry out same checks as mentioned in (b) above for 5% of the vouchers (to be selected from transactions of greater than Rs.50,000/-) checked by every SBCO PA and countersign in full on these vouchers in token of having exercised prescribed checks.

5.3.       Writing of Objections and maintenance of Objection 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.

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.

5.8      Submission of Returns*

Sl. No.	Particular of return	Office to which due	Due date
	Copy of the statistical register (non financial if all Post Offices in CBS)	Postal Accounts Office	By the 10th of the following month
	Report of Silent Accounts ( to be taken from Finacle Application)	PAO	By the 10th of the following month
	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).

5.9      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/Postmaster.

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 a separate 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:- 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.

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

(i)   Vouchers with Consolidation           -         5  YEARS

(ii)   Consolidated Journal                       -         1 YEAR

(iii)  Undeliverable Passbooks                -         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(MS-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.