PROCESS ORIENTED NATURE OF WORK IN SBCO BRANCH

SL

PRESENT NATURE OF WORK

After implementation of CBS

POSB VOL
IV -RULE

Receipt of Returns

Will remain continued as at present

Rule -3

Checking List of Transactions [SB

-60/76]

Will remain continued as at present

Rule 4

Un-posted Items

No item will remain as un-posted (may be

deleted)

Rule 6

Register of Non-cash transactions

SB-62 [a]/85 [a]

May be deleted

Rule 7

Register of Office wise [SB63/RD85]

May be deleted

Rule 8 & 10

Consolidated Journal of all the

Schemes

Will remain continued as at present

Rule 9

General check of vouchers &

checking of vouchers

Will remain continued as at present

Rule 11 &
15

Checking of Non-cash Transactions

May be deleted

Rule 12

Revival of Accounts pre to

01.01.2003

May be deleted

Rule 12 [3]

10

Objection Register

Will maintain in software .

Rule 13

11

Reporting of Minus balance

May be deleted as no minus

balance will be there.

Rule 13 [2]

12

Verification of binder balances

May be deleted

Rule 14

13

Checking of Annual Interest

Will remain continue as done in

present Scenario ( 100 accounts
of each scheme and also noted in
Register )

Rule 16

14

Preparation of Interest cum Silent

Accounts

Only summary will be required.

Rule 16

14.a

Annual Listing balances

RD/MIS/TD/SCSS

Not required.

Rule 39

15

Silent Account Revised Procedure

Not required

Rule 17 3

16

Un-used Cheque Foils

May be continued.

Rule 18

17

Un-deliverable & spoilt Pass books

May continued.

Rule 19

18

Statistical Register

May be continued.

Rule 20

19

Custody and preservation of records

May be continued.

Rule 25

20

Monthly progress Report

Not Required.

Rule - 27

21

Checking of Agents Commission bill

Not Required.

22

Submission of returns to AO & DAP

Only Statistical Register and

others discontinued.

Rule - 42

SL

NATURE OF WORK

Computerized/
Manual

Receipt of Vouchers

Physical

Checking List of Transactions [SB

-60/76]

Physical/In
system

Consolidated Journal [SB-72/86]

Manual /System

General check of vouchers &

checking of vouchers

Manual/In
system

Objection Register

In system

SL

NATURE OF WORK

Computerized/Manual

Reporting of Minus balance

Not Required

Verification of office wise balances

Not Required

Checking of Annual Interest

In system

Preparation of Interest statement

Only grand summary will be

prepared (not in system)

10

Annual Listing balances RD/MIS/TD/SCSS

Not Required

11

Un-used Cheque Foils

Manual

12

Un-deliverable & spoilt Pass books

Manual

13

Statistical Register

Manual

14

Custody and preservation of records

Manual

15

Monthly progress Report

Not Required

16

Checking of Agents Commission bill

Not Required

17

Submission of returns to DAP

Manual

Duties of Postal AssistantSBCO

1.Examination of the lists of transactions.
2. General check of vouchers.
3. Checking of H.O. and S.O. transactions.
4. Making entries in the consolidated journal
(SB-72) and
checking the daily
and
progressive totals of different columns.
Any other work which may be entrusted to him by
the Supervisor and also in the orders issued from time
to time.

Receipt of S.B. Vouchers from the Head

Office- PARA 3
List of transactions of the Head Office and Sub-Offices and

sealed voucher bundles arranged in alphabetical order.

A consolidated Journal of S.B. transactions (SB-72) at the

Head and Sub Offices. It may be transferred in the course

of the day if it cannot be sent along with the list of
transactions, etc.
List of transactions and vouchers in respect of petty S.B.
Accounts closed.
Any other document/list.

Checking of Lists of Transactions

(SB-60)- PARA 4
The

Postal Assistant SBCO will exercise the following

checks:-

(a) The account numbers in the list of transactions are

entered in the serial order of the accounts.

(b) The list of transactions bears signatures and designation

stamp of the Supervisor (APM)/Sub Postmaster.

(c) The account number, the amount of deposit, withdrawal

and interest on closed accounts have been tallied with the

voucher.

Consolidated Journal of S.B. Deposits

and Withdrawals (SB-72)- PARA 9
(i) The Head Office will prepare daily a

consolidated journal of S.B. deposits and

withdrawals, etc. at the Head and the Sub
Offices under it.
(ii) The clerk of the Control Organization will
copy the progressive figures of all columns
at the end of the previous day and work out
the progressive figures at the end of the day
at the bottom of the consolidated journal.
He will check the daily as well as the
progressive totals of all the columns and
sign the journal in token of having carried
out the checks.

PARA 9 contd..
Supervisor

SBCO will then check the totals of

deposits and withdrawals both daily as well as
progressive with the corresponding figures in the
Head Office Cash Book.

He will put his dated initials in the Head Office Cash

Book against the respective amounts in token of

having carried out the check.

The Certificate "checked and agreed with the HO

Cash
Account"
will
be
recorded
under
the
Supervisor's dated signature on the consolidated
journal in addition to the certificate prescribed in
sub-para(iii) above.

GENERAL CHECK OF VOUCHERS & VOUCHER CHECKING FOR HO

PARA 11
SL

CATEGORY

GENERAL
CHECK

Check With System

All Schemes

All Vouchers
with LOT

1.
2.

Vouchers where account number or

amount differs in voucher and LOT.
Where there is any manual correction
either on the voucher or in the LOT.

(c) While carrying out the General checks, following

points should be kept in mind: (1) The entries in the vouchers are complete and there

are no suspicious erasures and alterations.

(2) The date stamp of the office has been affixed on the
voucher.
(3) The application for withdrawal bears the signature
of the depositor.
(4) The warrant of payment bears the signature of the
Postmaster in token of having authorized the payment.
(5) There is acquaintance of the depositor or his
messenger on the warrant of payment in token of
having received the amount.
(6) The identification of the depositor, wherever taken,
is in proper form.
(7) In the case of illiterate depositor, the thumb
impression has been attested on both the sides of the
voucher.

(c) While carrying out the General checks, following points

should be kept in mind: (8) Whether the amount of deposit/withsdrawal as shown

in the Pay-in-Slip and application for withdrawal by the post

office and the depositor agrees with that in the List Of
Transactions on the date of deposit/withdrawal. If the
difference, full transaction should be checked in the System
.

(9) 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.

(10) In case of transactions by cheque, the rules relating to

cheques have been observed. In case of CTS clearing, hard

copy of the cheques will not be checked.

(11) The vouchers do not bear any erasure or over-writing.

Objection Register- PARA

13

Any irregularity noticed will be entered in clear

and concise words in the system.

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.

Every irregularity should be brought to the

notice of the Postmaster for necessary action.

Checking of annual interestPARA16

SL

Name of Scheme

In present scenario the % of

checking is as follows but need
to be redefine

SB/PPF/SSA/NSS87/NSS-92

Minimum100 Accounts of each

scheme to be selected at
random of HO and Sos (at least
5 accounts from each office)
For this, SBCO has to calculate
IBB from HACLI and then
calculate Interest manually to
cross verify the interest. For this
a register has to be maintained.
this will be discontinued once all
offices are migrated and interest
is calculated by the system
correctly.

SILENT ACCOUNTS-TREATMENT OF SAVINGS ACCOUNTS

AS SILENT ACCOUNTS REVISED PROCEDURE
[Effective from 31.3.2003 onwards

PARA 17

After Interest calculation, on Ist working

day

of

the

next

financial

year,

Silent

Account maintenance Fee would appear in

W/D column of SB Consolidation. SBCO to
ensure that this amount should be charged
by the Head Post Office in the HPO Account
for its own and all Sos in jurisdiction.

Unused cheque foils

PARA 18

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.
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.
The Incharge SBCO will cancel the unused cheque
foils under his dated signature on each cheque and
keep them in his personal custody.
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.
These cheque leaves should be destroyed during
inspection of AO(ICO) in his presence.

Undeliverable and spoilt Pass Books

A-Undelivered Pass Books - PARA 19
The Pass Books remaining undelivered for more than

three months in a Head Office will be transferred by

the Head Office alongwith undelivered Passbooks
received from Sos for safe custody once a month
along with the register of undeliverable pass books to
SBCO.
The Supervisor will put his dated signature in the
remarks column of the register against the entry of
the pass books sent for deposit and return the
register to the Postmaster.
He will verify the balance in the pass books
The pass books will then be entered in the manuscript
register in the following form after noting the date of
receipt on the top. The serial No. in the register will
be in an annual series starting from No. 1 in April.

B-Spoilt Pass Books

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
The Control Organization will enter the
particulars of the spoilt pass books in a
manuscript register in the following form.
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.

WILL FOLLOW ITEMS

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.
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.
An entry should also be made in the
"Register of vouchers not received" in
form prescribed at Annexure 3 and the
Serial number of the entry in the register
should be noted against the relevant
account number in the list of transactions
.

Statistical Register - PARA

The Supervisor/PA incharge Control
Organization will maintain a statistical
20
register .
(1)

Postings in this register will be made for

the Head Office as a whole at the end of

each month from the following records.

(i)

Consolidated Journal of S.B. Deposits

and Withdrawals and interest on closed
accounts.
(iii) No. of accounts treated silent from
Statistical report.
(iv) Summary of annual interest statement.

Sl.
No.

Particular of return

Office to which
due

Due date

Copy of the statistical

register

Postal
Accounts
Office

By the 10th
of the
following
month

2.

Report of Silent Accounts

PAO

By the 10th
of the
following
month

Annual Interest Summary

PAO & AO(ICO)

In the month
of April.

SUBMISSION OF RETURNS- PARA22

Requisition of SB Vouchers
for enquiry- PARA 23
May be given to the Divisional Supdt/Postmaster under

receipt
requisition
be signed personally by the Divisional
Supdt/Postmaster.
If any voucher is required for investigation by the police, the
police should send the application to the Head of the Postal
Circle
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..
The voucher/document should be sent by insured post when
it cannot be conveniently transferred by hand under receipt
Record of the vouchers given be maintained in a separate
register and case pursued by the C.O. to obtain back the
voucher/document

 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.
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.

Safe custody of keysPARA 24

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.
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.
When the original key is lost by the C.O. 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.
The duplicate key will be sent by parcel post
registered and insured for Rs.100.

 LIST OF TRANSACTION
VOUCHERS
CONSOLIDATED JOURNAL
UNDELIVERABLE PASSBOOKS
STATISTICAL REGISTER

1 YEAR
5 YEARS
1 YEAR
1 YEAR
3 YEARS

SBCO PRESERVATION OF RECORDS- PARA 26

Preservation period of closed account vouchers along with account opening form and List of Transactions has
been revised to 10 Years vide SB Order 10/2010 dated 2.6.2010.

SBCO PROPOSED PROCEDURE

Sealing of Vouchers and LOT
Post Office staff will write name of Scheme and TRAN ID in red

ink on the right hand side of the voucher.

One deposit slip and one withdrawal slip will be prepared for
auto-credit of MIS/SCSS/TD to Savings and Savings to RD.
One deposit slip will be prepared for the total of each type of
Agent commission credited into savings supported by
consolidated list of commission paid.
At the closing of counter hours, all vouchers should sorted
scheme-wise and TRAN ID wise. Vouchers should be tallied
with LOT and LOT is to be signed by Counter PA as well as
Supervisor.
A consolidation of the scheme should be generated and
printed.
All vouchers including closed vouchers are to be sealed
alongwith print out of consolidation. One printed copy of LOT
is to be taken and attached to the voucher bundle separately.

Proposed
Procedure(Contd.,)

In case of any adjustment if required in interest,

Postmaster/Sub Postmaster will raise the issue with

Divisional head who will approve adjustment and send
letter to SBCO Incharge.
SBCO Incharge will use HIARM menu and enter interest
adjustment entry. All such approvals will be maintained
in a gusrd file.
SBCO has to kept a watch on Freeze/Unfreeze Account
report of SBGRP and raise objection in case of suspicion.
SBCO Has to keep watch on some identified Office
Accounts.
SBCO will get list of cheques issued by Postmaster
against matured/closed accounts and LOT of Postmaster
Office Account 0340. SBCO has to cross verify these
entries and raise objections in case of any suspicion.

Proposed Procedure(Contd.,)

SBCO will get LOTs of some office accounts like 0382,

0017,0409, 0410, 0408, 0096, 0098, 0437, 0322,

0387, 0382, 0339 etc. SBCO has to preserve these
LOTs and in case of suspicion raise objections.
In case of closed accounts, no need to send SB-3 in
CBS Offices.
There are many Finacle menus through which SBCO
can test check individual accounts. This will be
optional to carry out these checks and raise issues.
SBCO will get LOTs of some office accounts like 0382,
0017,0409, 0410, 0408, 0096, 0098, 0437, 0322,
0387, 0382, 0339 etc. SBCO has to preserve these
LOTs and in case of suspicion raise objections.