CHANGE OF ROLE OF
SBCO IN THE BACKDROP OF IMPLEMENTATION OF CBS - ANNEXURE TO SB ORDER 14/2015
ADDENDUM-II
ANNEXURE
TO SB ORDER 14/2015 ADDENDUM-II
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
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
|
|
|
|
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
