RECOMMENDATIONS PROPOSED FOR NEW ROLE OF SBCO
IN DOP FINACLE
Group
of SBCO Officials conducted a workshop at Circle Office of T.N Circe Chennai
where lot of SBCO staff, ICO and DAP staff of T.N Circle also participated.
Group deliberated the current role of SBCO and the proposed role of SBCO in the
backdrop of implementation of CBS. Following are the recommendations of the
Group:-
General
·
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.
·
In every HO, at least one PA
will remain in SOSB branch who will take vouchers and LOTs from Sub Account and
prepare Consolidated Journal of SOs and add HO figures. That PA will report
directly to Incharge of the Head Post Office and will be responsible for
handing over daily return alongwith vouchers to SBCO. This PA may be assigned
the work of handling deceased claim cases and Certificate related work of SOs
also.
·
Handling of Agent Commission
Schedules and ACG-17 by SBCO will be discontinued.
·
Transfer of Account Opening
Form (SB-3/AOF) at the time of closure of account for the accounts opened after
migration will not be transferred to SBCO alongwith Account Closure Voucher.
·
In case of any adjustment
if required in interest, Postmaster/Sub Postmaster will write error book and
raise the issue with Divisional head with copy of error book who will approve
adjustment and send letter to SBCO Incharge.
·
SBCO has to keep a watch on
Freeze/Unfreeze Account report of SBGRP, RD, PPF and raise objection in case of
suspicion.
·
SBCO Has to keep watch on some
identified Office Accounts.
·
Postmaster will provide list of
cheques issued by HO against matured/closed accounts of HO and SOs and List of
Transactions of Postmaster Office Account 0340. SBCO has to cross verify these
entries and raise objections in case of any suspicion.
·
Each SO will send copy of SB
Cash statement of its office to HO and HO (SBSO Branch) will stitch all
the statements chronologically and send to SBCO after adding HO SB Cash
Statement to SBCO alongwith daily return.
·
SBCO will cross verify these SB
Cash Reports with total of Scheme-wise consolidations and preserve the same in
guard file to be maintained date-wise.
·
Every CBS Office will send LOT
of following office accounts on daily basis alongwith SB Return to HO , duly
signed by Postmaster/Sub Postmaster which will hand over to the same to SBCO
alongwith LOTs of these accounts of HO on daily basis alongwith daily
return:- 0340, 0382, 0017,0409, 0410, 0408, 0096, 0098, 0437, 0322, 0387,
0382, 0339, 0007
·
SBCO will preserve these LOTs
in a separate bundle to be maintained office-wise and date-wise. In case of
suspicion, SBCO will raise objections.
·
All SBCO users should be
given Finacle End User Training first (without hand on) before giving
specialized SBCO training.
·
There are many Finacle menus
through which SBCO can test check individual accounts. This will be shown to
SBCO during specialized SBCO Training and it will be optional to carry out
these checks and raise issues.
·
Training material of
specialized training finalized by the group is attached. It is recommended that
the training should be of two days.
Change in procedure of Sealing of Vouchers
and LOT by CBS Post Offices
·
Post Office staff will write
name of Scheme and TRAN ID in red ink on the right hand side of the voucher.
·
One deposit slip and one
withdrawal slip will be prepared for auto-credit of MIS/SCSS/TD to Savings and
Savings to RD.
·
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.
·
At the closing of counter
hours, all vouchers should sorted scheme-wise and TRAN ID wise. Vouchers should
be tallied with LOT and LOT is to be signed by Counter PA as well as
Supervisor.
·
A consolidation of the scheme
should be generated and printed by all CBS post offices.
·
All vouchers including closed
vouchers are to be sealed alongwith print out of consolidation. One printed
copy of LOT is to be taken and attached to the voucher bundle separately. One
copy of consolidation (scheme-wise) is to be preserved in post office in
guard file to be maintained scheme-wise and date-wise.
Other
Changes at Post Office level
Overview
of Proposed work of SBCO
|
SL
|
PRESENT NATURE OF WORK
|
After implementation of CBS
|
POSB – VOL –IV -RULE
|
|
1
|
Receipt of Returns
|
Will remain continued as at present
|
Rule -3
|
|
2
|
Checking List of Transactions [SB
-60/76]
|
Will remain continued as at present. SBCO
has to match account number on LOT and account number on voucher and raise
objection in case of difference.
|
Rule – 4
|
|
3
|
Un-posted Items
|
No item will remain as un-posted (may be
deleted)
|
Rule – 6
|
|
4
|
Register of Non-cash transactions
SB-62 [a]/85 [a]
|
May be deleted
|
Rule – 7
|
|
5
|
Register of Office wise [SB-63/RD85]
Balances.
|
May be deleted
|
Rule – 8 & 10
|
|
6
|
Consolidated Journal of all the Schemes
|
Will remain continued as at present and will
be prepared by SBSO and sent to SBCO.
|
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
|
May be deleted
|
Rule – 12
|
|
9
|
Revival of Accounts pre 01.01.2003
|
May be deleted
|
Rule – 12 [3]
|
|
10
|
Objection Register
|
Will remain continued as proposed solution
of memo Pad is not giving desired results in software.
|
Rule – 13
|
|
11
|
Reporting of Minus balance
|
May be deleted as no minus balance will be
there.
|
Rule – 13 [2]
|
|
12
|
Verification of binder balances
|
May be deleted
|
Rule – 14
|
|
13
|
Checking of Annual Interest
|
Will remain continue as done in present
Scenario ( 100 accounts of each scheme are to be tested and results to be
noted in Register )
|
Rule – 16
|
|
14
|
Preparation of Interest cum Silent Accounts
|
Only summary will be required to be sent to
DAP.
|
Rule – 16
|
|
14.a
|
Annual Listing balances RD/MIS/TD/SCSS
|
Not required.
|
Rule – 39
|
|
15
|
Silent Account Revival Procedure
|
Not required
|
Rule – 17 (3)
|
|
16
|
Un-used Cheque Foils
|
May be continued.
|
Rule – 18
|
|
17
|
Un-deliverable & spoilt Pass books
|
May continued.
|
Rule – 19
|
|
18
|
Statistical Register
|
May be continued.
|
Rule – 20
|
|
19
|
Custody and preservation of records
|
May be continued.
|
Rule – 25
|
|
20
|
Monthly progress Report
|
Not Required.
|
Rule - 27
|
|
21
|
Checking of Agents Commission bill
|
Not Required.
|
|
|
22
|
Submission of returns to AO & DAP
|
Only Statistical Register and Interest
Summary can be continued and others discontinued.
|
Rule - 42
|
Mode of handling of
work
|
1
|
Receipt of Vouchers
|
Physical
|
|
2
|
Checking List of Transactions
|
Physical/In
system
|
|
3
|
Consolidated Journal
|
Manual
/System
|
|
4
|
General check of vouchers & checking of
vouchers
|
Manual/In
system
|
|
5
|
Objection Register
|
Manual
|
|
6
|
Reporting of Minus balance
|
Not
Required
|
|
7
|
Verification of office wise balances
|
Not
Required
|
|
8
|
Checking of Annual Interest
|
In
system
|
|
9
|
Preparation of Interest statement
|
Only
grand summary will be prepared manually (not in system)
|
|
10
|
Annual Listing balances RD/MIS/TD/SCSS
|
Not
Required
|
|
11
|
Un-used Cheque Foils
|
Manual
|
|
12
|
Un-deliverable & spoilt Pass books
|
Manual
|
|
13
|
Statistical Register
|
Manual
|
|
14
|
Custody and preservation of records
|
Manual
|
|
15
|
Monthly progress Report
|
Not
Required
|
|
16
|
Checking of Agents Commission bill
|
Not
Required
|
|
17
|
Submission of returns to DAP
|
Manual
|
Proposed duties of SBCO
PA/Supervisor
·
Examination of the lists of
transactions of HO and SOs, Checking of entries in the consolidated Journal and
checking the daily/progressive totals of different columns with Cash Book.
·
General check of vouchers.
·
Writing of Objections and
maintenance of Objection Registers.
·
Checking of Annual Interest
Calculation.
·
Unused Cheque Foils
·
Undelivered/Spoiled Passbooks
·
Statistical Registers
·
Submission of Returns
·
Requisition of Vouchers for
Inquiry.
·
Safe Custody of Keys
·
Preservation of Record.
·
Any other work which may be
entrusted by the Supervisor/Divisional Head/AO(ICO) and through any subsequent
order issuedfrom time to time.
Examination/Checking
of List of Transactions (LOT)of HO and SOs, Checking of entries in the
consolidated Journal and checking the daily/ progressive totals of different
columns with Cash Book.
·
The Postal Assistant SBCO
will exercise the following checks:-
·
(a) The account numbers in the
list of transactions are entered in the serial order of the accounts.
·
(b) The list of transactions
bears signatures and designation stamp of the Supervisor (APM)/Sub Postmaster.
·
(c) The account number, the
amount of deposit, withdrawal and interest on closed accounts have been tallied
with the voucher.
·
The Head Office will prepare
daily a consolidated journal of S.B. deposits and withdrawals, etc. at the Head
and the Sub Offices under it.
·
The clerk of the Control
Organization will copy the progressive figures of all columns at the end of the
previous day and work out the progressive figures at the end of the day at the
bottom of the consolidated journal.
·
He will check the daily as well
as the progressive totals of all the columns and sign the journal in token of
having carried out the checks.
·
Supervisor SBCO will then check
the totals of deposits and withdrawals both daily as well as progressive with
the corresponding figures in the Head Office Cash Book.
·
He will put his dated initials
in the Head Office Cash Book against the respective amounts in token of having
carried out the check.
·
The Certificate "checked
and agreed with the HO Cash Account" will be recorded under the
Supervisor's dated signature on the consolidated journal in addition to the
certificate as prescribed above.
General Check of Vouchers
|
SL
|
CATEGORY
|
GENERAL CHECK
|
Check With System
|
|
1
|
All Schemes
|
All Vouchers with LOT
|
Vouchers where account number or amount
differs in voucher and LOT.
2. Where there is any manual correction either
on the voucher or in the LOT.
|
General Check:-
The entries in the vouchers are
complete and there are no suspicious erasures and alterations.
(2) The date stamp of the
office has been affixed on the voucher.
(3) The application for
withdrawal bears the signature of the depositor.
(4) The warrant of payment
bears the signature of the Postmaster in token of having authorized the
payment.
(5) There is acquaintance of
the depositor or his messenger on the warrant of payment in token of having
received the amount.
(6) The identification of the
depositor, wherever taken, is in proper form.
(7) In the case of illiterate
depositor, the thumb impression has been attested on both the sides of the
voucher.
8) Whether the amount of
deposit/withdrawal as shown in the Pay-in-Slip and application for withdrawal
by the post office and the depositor agrees with that in the List Of
Transactions on the date of deposit/withdrawal. If there is any difference,
full transaction should be checked in the System .
(9) 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.
(10) In case of transactions by
cheque, the rules relating to cheques have been observed. In case of CTS
clearing, hard copy of the cheques will not be checked.
(11) The vouchers do not bear
any erasure or over-writing.
Objection Registers
Any irregularity noticed will
be entered in clear and concise words in theRegister.
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.
Every irregularity should be
brought to the notice of the Postmaster for necessary action.
Checking of
Annual Interest
|
SL
|
Name of Scheme
|
In present scenario, the % of
checking is as follows
|
|
1
|
SB/PPF/SSA/NSS-87/NSS-92
|
Minimum100 Accounts of each
scheme to be selected at random of HO and SOs (at least 5 accounts from each
office)
For this, SBCO has to
calculate IBB from HACLI and then calculate Interest manually to cross verify
the interest. For this a register has to be maintained. this will be
discontinued once all offices are migrated and interest is calculated by the
system correctly.
|
Checks to be carried out on account of Interest Calculation
·
After Interest calculation, on
1st working day of the next financial year, Silent Account maintenance Fee
would appear in W/D column of SB Consolidation. SBCO has to ensure that this
amount is charged by the Head Post Office in the HPO Account for its own and
all Sos in jurisdiction.
·
Generate Interest Balance
Report of 1st April from Finacle MIS Server and account for interest credited
under each scheme in HO and send report to DAP.
·
Discrepancy in interest
calculation found if any should be communicated to the Postmaster for HO and
Divisional Head for SOs.
·
Maintain Interest Adjustment
Register manually and execute Interest Adjustments in Finacle through HIARM
menu after getting approval from the competent authority.
Unused Cheque Foils
·
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.
·
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.
·
The Incharge SBCO will cancel
the unused cheque foils under his dated signature on each cheque and keep them
in his personal custody.
·
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.
·
These cheque leaves should be
destroyed during inspection of AO(ICO) in his presence.
Undelivered/Spoiled Passbooks
·
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.
·
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.
·
The Incharge SBCO will cancel
the unused cheque foils under his dated signature on each cheque and keep them
in his personal custody.
·
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.
·
These cheque leaves should be
destroyed during inspection of AO(ICO) in his presence.
·
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
·
The Control Organization will
enter the particulars of the spoilt pass books in a manuscript register in the
following form.
·
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.
·
Will Follow Items
·
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.
·
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.
·
An entry should also be made in
the "Register of vouchers not received" in form prescribed at
Annexure 3 and the Serial number of the entry in the register should be noted
against the relevant account number in the list of transactions .
Statistical Registers
·
The Supervisor/PA incharge
Control Organization will maintain a statistical register for each
scheme.
·
Postings in this register will
be made for the Head Office as a whole at the end of each month from the
following records.
·
Consolidated Journal of S.B.
Deposits and Withdrawals and interest on closed accounts.
·
No. of accounts treated silent
from Statistical report.
·
Summary of annual interest
statement
Submission of Returns
|
Sl. No.
|
Particular of return
|
Office to which due
|
Due date
|
|
1
|
Copy of the statistical
register
|
Postal Accounts Office
|
By the 10th of the
following month
|
|
2.
|
Report of Silent Accounts
|
PAO
|
By the 10th of the
following month
|
|
3
|
Annual Interest Summary
|
PAO & AO(ICO)
|
In the month of April.
|
Requisition of Vouchers for
Inquiry
·
May be given to the Divisional
Supdt/Postmaster under receipt
·
requisition be signed
personally by the Divisional Supdt/Postmaster.
·
If any voucher is required for
investigation by the police, the police should send the application to the Head
of the Postal Circle
·
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..
·
The voucher/document should be
sent by insured post when it cannot be conveniently transferred by hand under
receipt .
·
Record of the vouchers given be
maintained in a separate register and case pursued by the C.O. to obtain back
the voucher/document.
·
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.
·
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.
Safe
custody of Keys,
·
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.
·
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.
·
When the original key is lost
by the C.O. 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.
·
The duplicate key will be sent
by parcel post registered and insured for Rs.100.
Preservation
of Record
·
— LIST OF TRANSACTION
1 YEAR
·
— VOUCHERS
5 YEARS
·
— CONSOLIDATED JOURNAL
1
YEAR
·
— UNDELIVERABLE PASSBOOKS
1 YEAR
·
— STATISTICAL REGISTER
3 YEARS
·
— OBJECTION REGISTER
2 Years after settlement of all objections.
·
— Interest Adjustment Register
5
Years.
No comments:
Post a Comment