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 along with 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 along with 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.
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