ANNEXURE TO SB ORDER 14/2015 ADDENDUM-II (Role of SBCO in CBS environment)
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
2.1
Post Office staff will write name of Scheme and TRAN ID in red ink on the right
hand side of the voucher.
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
Will remain continued as at present.
SBCO has to carry out prescribed checks of vocuhers 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
Not
applicable
Rule – 7
5
Register of Office wise [SB-
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.
Rule – 11
Rule-15
8
Checking of Non-cash
Not
applicable
Rule – 12
9
Revival of Accounts pre
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
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
Not
applicable.
Rule – 38
15
Silent Account Revival
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
Not applicable
22
Submission of returns to AO
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
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 vocuhers 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
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
|
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 serverand 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 AdjustmentRegister.
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 aseparate 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.
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