GUIDELINES TO FOLLOW PROCEDURES IN POSB
The following are the most important procedures in operating the SB scheme in POs. It has been observed that most of the rules on the subject are being violated by the HO/SOs. If this situation is allowed to continue it will give room for frauds, excess/short payments etc. Hence it is requested to cause necessary instructions to all concerned suitably in this regard. In case of any omissions/commissions objections will be raised by SBCO accordingly and any serious case, It will be reported to Postmaster, Divisional Head.
A. Opening of New Account:
1. SB 103 pay in slip should be used for SB/RD/TD/MIS. Only the prescribed forms should be used in respect of PPF and SCSS scheme of accounts.
2. New Account no, Depositor name should be noted invariably in SB 103.
3. Deposit amount should be written in Words and Figures.
4. Date stamp, Accepting official signature, depositor signature are mandatory.
5. There should not be any corrections/over writings in the pay in slip, especially in money column.
6. Similarly, corrections/over writings should be avoided in pass book entries also.
7. In case of Minor accounts, the DOB of the Minor should invariably be obtained in the SB 3. Only the persons authorized in the rules should be permitted to be the Guardian of the minor depositor.
8. Only the current SB 3 form should be used for opening of New accounts.
In case of SO, SB/TD/PPF account opening form should be sent to HO. RD/MIS/SCSS account opening form with KYC documents(Photo, Photo ID, Address proof) should be preserved at the SO itself. The SPMs will be personally held personally responsible for any lapse in this regard.
In case of HO, new account opening form with KYC documents should be preserved at HO itself.
B. Accepting of deposit:
1. Pay in slip should be used according to the category of the account.
2. Account no, Depositor name should be noted in SB 103 without any corrections/over writings.
3. Deposit amount should be written in Words and Figures without any corrections/alterations. The BAT/DLT should be noted by the HO/SO, without giving room for any suspicion.
4. Date stamp, Accepting official’s signature, remitter’s signature are mandatory.
If any omission found in any of above said points, Passbook along with copy of ledger card will be called for verification.
5. If the deposit is made through cheque, the full particulars of the cheque should be got noted in the pay in slip.
C. Allowing of withdrawal:
1. SB 7 should be used for wdl. In SA/RD/TD/MIAS/NSS category of accounts and other forms as specified in the rules for other respective category of accounts (like PPF/SCSS) alone should be used.
2. Account no should invariably be got noted in SB 7.
3. Amount of withdrawal (words and figures) should be got noted in application side without any corrections/over writings.
4. Balance after withdrawal should be got noted application side.
5. Depositor Signature/LTI (Left thumb Impression for Illiterate account) should be obtained application side as well as acquaintance side.
6. In case of LTI (Left thumb Impression for Illiterate account), appropriate Certificate(s) by the withness(es) should be obtained in the application side as well as in the receipt side with full address of the witness(es).
7. Application side should be verified by PA as well as SPM/APM in all aspects. Initial of PA /SPM should be available in Application side in token of having verified the signature of the depositor.
8. Signature of depositor should be verified both by the PA and SPM/APM in case of withdrawals exceeding Rs.5000/-.
9. Payment order should be filled up with amount of withdrawal, in words and figure, with date stamp, SPM/APM signature.
10. Acquaintance side should be filled up with words and figure; the signature of the Depositor/messenger (or Signature/LTI(Left thumb Impression for Illiterate account) should be obtained.
11. In case of withdrawal from an account opened by illiterate depositor, the required certificates by the Witness(es) should be obtained along with the Name and full postal address of the witness in both sides of SB 7.
12. In case of messenger, messenger signature should be obtained in application side as well as acquaintance side.
13.In case of withdrawal from Minor account, the guardian should furnished the required certificate in the SB 7.
d. Closing of Account:
1. SB 7-A closure form should be used or any other specified forms in POSB manual for PPF/SCSS.
2. Account no should be noted in SB7A.
3. Amount of closure (words and figures) should be noted in application.
4. Depositor Signature/LTI (Left thumb Impression for Illiterate account) should be obtained application side as well as acquaintance side.
5. In case of LTI (Left thumb Impression for Illiterate account), Witness Certificate, witness signature, witness Name and postal address should obtained in application side as well as acquaintance side.
6. Application side should be verified by PA as well as SPM/APM. Initial of PA as well as SPM/APM should be available in Application side.
7. Signature of depositor should be verified by both PA and SPM/APM with SS verified remark and Initial of both PA and APM/SPM.
8. Payment order should be filled up with amount of allowing payment (principle, interest, PMI, RDF, Loan, Loan interest, Total), total amount of payment order in words and figure with date stamp, SPM/APM signature, and designation seal.
9. Acquaintance should be filled up with words and figure, and Depositor Signature/ LTI (Left thumb Impression for Illiterate account) should be obtained.
10. In case of LTI (Left thumb Impression for Illiterate account), Witness Certificate, witness signature, witness Name and postal address should obtained acquaintance side.
11. In case of messenger, messenger signature should be obtained in application side as well as acquaintance side.
12. for Minor account, minor account certificate is mandatory.
13. SB3 card with KYC document (Photo, Photo ID, Address proof) should be attached with SB7-A.if original SB3 card are not available ,revised SB3 with KYC document should be attached.
If closure amount above Rs.50000, PAN card Xerox or form 60/61 is mandatory.
14. In case of RD/MIS/SCSS, single/double handed Sub office account closure, Passbook also attached with SB7-A.
15. if closure amount is above Rs.20000, cheque no or SB credit account should be noted in SB7A.
16.if account is closed via messenger,cash payment should not be made.crossed payment only. cheque no should be noted in SB7A.
LOT Preparation :
1. Sanchay Post LOT print must be taken .(Manual LOT should not be prepared in Computerized Office)
2.SPM Signature with Designation seal must be affixed at bottom of LOT.
3.Date stamp impression is mandatory in LOT.
4.There should not be any manual correction in computerized LOT.
5.There should not be Manual Addition and deletion in Computerized LOT .
6.Salary List , Pension List,SB auto credit list from MIS ,RD auto credit list from SB,SB auto credit list from SCSS, must be attached with SB LOT.
7.SB auto credit list from MIS must be attached with MIS LOT .
8.RD auto credit list from SB must be attached with RD LOT.
9.SB auto credit list from SCSS must be attached with SCSS LOT.
IF ANY OMISSION FOUND ,OBJECTION WILL BE RASIED BY SB/SBCO BRANCH
