- The Addendum of SB Order No.14/2015 dated 19.10.2015 issued by Directorate is share for your kind information.
- If any Clarification/queries regarding Process and SB order, may please be taken up with FS Division Directorate through Proper Channel.
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 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
|
*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 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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