SB Order 14/2015 - Addendum -II :
ANNEXURE TO SB ORDER 14/2015 ADDENDUM-II
In the
CBS Environment, following procedure will be followed by Post Offices and SBCO
Officials for Transactions happened in CBS Post Offices:-
ANNEXURE TO SB ORDER 14/2015 ADDENDUM-II
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.
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