Annexure - I
(to SB Order No.14/2015 Dated 19.10.2015)
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 Incharge
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 Incharge 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
Incharge.
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 the transactions 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 Proposed work of SBCO
SL
|
PRESENT NATURE OF WORK
|
After implementation of CBS
|
Postal Manual of SB Control
|
1
|
Receipt of Returns
|
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 match account number on LOT
(to be viewed from Finacle) and account number on voucher and if there
is any difference, 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
|
General check of vouchers & checking of vouchers
|
Will remain continued as at present
|
Rule – 11 & 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. Proposed duties of SBCO PA/Supervisor
5.1 Examination of scheme-wise consolidation received from HO and SOs.
5.2 Checking
of entries in LOTs viewed from Finacle MIS server and checking the
daily/ progressive totals in the Cash Book and general check of
vouchers.
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 Any
other work which may be entrusted by the Supervisor/Divisional
Head/AO(ICO) and through any subsequent order issuedfrom time to time.
5.1 Examination
of scheme-wise consolidation received from HO and SOs, Checking of
entries in LOTs viewed from Finacle MIS server and checking the daily/
progressive totals in the Cash Book.
5.1.1 SBCO PA
— The
designatedPostal Assistant SBCO will receive Scheme-wise sealed and
stitched Voucher Bundles with Consolidation placed at the top from Sub
Account PA and tally the amount shown in the consolidation with SO Daily
Account. Voucher Bundle of HO will be received from APM(SB) of HO
Counter and amount shown in the consolidation should be tallied with the
HO Summary. All Voucher Bundles of each scheme will be handed over to
Incharge SBCO.
5.1.2 SBCO Incharge
— SBCO
Incharge 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.
5.2 Checking
of entries in LOTs viewed from Finacle MIS server and checking the
daily/ progressive totals in the Cash Book and general check of
vouchers. Following checks should be exercised:-
5.2.1 SBCO Incharge
Incharge
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
On
receipt of Voucher Bundle and Consolidation, SBCO will login to MIS
server and view LOT of the concerned office from Finacle Application and
execute following checks:-
(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.
(vii) In the case of illiterate depositor, the thumb impression has been attested on both the sides of the voucher.
(viii)
Whether the amount of deposit/withdrawal/Interest/Default
Fee/Rebate etc. as shown in the Pay-in-Slip and Withdrawal
Form/Cheque/Account Closure Form by the post office and the depositor
agrees with that in the List Of Transactions (viewed from Finacle MIS
server). Date shown on the voucher and value date shown in LOT is same
and if there is a difference in both, it is supported by proper error
extract or approval of competent authority (except in case of clearing
entries). If there is any difference, 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.
(ix)
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 Incharge SBCO).
(x)
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.
(xi) The vouchers do not bear any erasure or over-writing.
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
theRegister 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 Incharge
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 Incharge
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
Incharge 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 incharge Control Organization will 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
|
1
|
Copy of the statistical register (non financial if all Post Offices in CBS)
|
Postal Accounts Office
|
By the 10th of the
following month
|
2.
|
Report of Silent Accounts
( to be taken from Finacle Application)
|
PAO
|
By the 10th of the
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 by DAP/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.
