Steps To Be Taken To Prevent Frauds In CBS Offices
- Dte.Order dated 10.06.2016
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)
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