Steps To Be Taken To Prevent Frauds In CBS Offices - Directorate Order No.25-11/2016-FS-CBS Dated 10.06.2016
Government of India
Ministry of Communication
& IT
Department of Post
Financial Services
Division
Dak Bhawan, New Delhi
-110001
Directorate Order
No.25-11/2016-FS-CBS
Dated 10.06.2016
Subject : Further steps to be taken to prevent
frauds in CBS Offices
1. It was requested
earlier that all SBCO staff should be given training at WCTCs by User Champions
for End User/Supervisor Module before SBCO training by Infosys. Please ensure
that all SBCO staff has been trained by User Champions as well as Infosys. A
certificate of completion of training should be obtained from all SBCO staff
and kept in their service book.
2. 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 provided from Post Office staff to SBCO (spared
from SBSO branch) to complete voucher checking.
3. Any objection
received from SBCO by Divisional Head or Vigilance Branch of RO/CO should be
investigated promptly.
4. Transfer of account
from one CBS PO to another CBS PO should be carried out at HO only. If any
application for transfer is submitted at any CBS SO, that SO has to verify
genuineness of the customer by taking fresh KYC documents (if required). Application
should entered in a register to be maintained in manuscript and forward with
KYC documents to its HO for transfer of account. In HO, one designated PA
should transfer the account and Supervisor has to verify the same. After
transfer, Application of transfer and KYC documents should be returned to SO
duly entered in SO slip. SO should make entry in the register and maintain
separate Guard File for keeping such applications.
5. All visiting/
inspecting officers should check this register and guard file at SO.
6. No SO should transfer
any account from one scheme to another. Any such request should also be sent to
HO along with documents and recommendations by SO. This activity should be done
only by Supervisor at HO and verify by another Supervisor at HO. All such
requests should be entered in a register HO and kept in n separate guard file.
This should also be checked and verified by inspecting / visiting officers.
7. SBCO staff should
sing 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. SBCO should also see
the value date printed in LOT and if any value date of more than 3days 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 voucher.
9. Postmaster of HPO
shall designate one PA who will generate LOT of Office accounts of Single/ Double
handed SOs and see if any transaction of more than Rs.25,000/- is shown in
these LOTs. Customer Account details of such transactions should be generated
from HACLI Menu and sent to PRI(P) / Inspection Post / ASP(Post) for
verification.
10. All CBS Post Offices
should be instructed that BO transactions should not be entered if BO Bag is
received after 3.30 PM. These transaction should entered on the next day
11. All CBS Post Offices
should be directed to complete their transactions maximum by 5 PM and no new
transactions should be entered after 5 PM. All supervisors should verify
transactions regularly without delay so that EOD can be started by 5 PM.
12. All Supervisors
should tally teller account with each counter PA with Treasurer’s Cash book and
ensure that teller account has become 0 before start of EOD.
13. 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.
14. SOs should not lodge
cheques in Finacle. Cheques received from New Investment and subsequent deposit
should be sent to HO by preparing manual list. HO should lodge cheques
presented at SOs for new investment against clearing office account of SO and
for subsequent deposits in its own clearing account. SOs should check their New
Investment Clearing Office account daily to see clearance received at HO and
open accounts with value date as clearing date and fund the account.
15. Activities of
security pledge or release in case of TD or NSC or KVP should also be carried
out 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 execute the request.
Another Supervisor or Postmaster has to verify the same. Application should be
returned to SOs which will do necessary entries on the original certificates
and keep requests in a separate guard file.
This has the approval of
competent authority.
Sachin Kishore
Director(CBS)
