Operational Guidelines for CBS Post Offices handling Post Office Savings Bank related work

SB Order No.09/2017 

F.NO.116-01/2016-SB 

Government of India 

Ministry of Communications & IT 

Department of Posts 

Dak Bhawan, Sansad Marg, 

New Delhi-110001. 

Date: 16.08.2017 

To, 

All Heads of Circles/Regions 

Add). Director General, APS, New Delhi. 

Subject:- Operational Guidelines for CBS Post Offices handling Post Office Savings Bank related work. 

Sir / Madam, The undersigned is directed to refer to this office letter No.ll6-15/2013-SB(Pt. SBCO} dated 19.10.2015, Addendum dated 25,5.2016 and Addendum-ll dated 04.08.2016 vide which role of 

SBCO was circulated after implementation of CBS. The Annexure attached to these letters was having Sonne guidelines for Postal Staff handling POSB Schemes after implementation of CBS. It has been brought to notice of this office that since subject of this SB Order was for Role of SBCO, the operative staff of Post Offices handling POSB operations is either not aware or ignorant of these guidelines on the pretext that this SB Order was for SBCO staff only. Therefore, the competent authority has now decided to reiterate these operative guidelines through a separate SB order so that these can be implemented strictly. Following are the operative guidelines for CBS Post Officeshandling day to day work relating to POSB:- 

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. 

2. Sub Account PA in HPOs will handover Vouchers Bundles with consolidation received from Sub Post Offices to SBCO Incharge. 

3. ACG-17 along with Agent Commission Report/schedule will not be sent to SBCO and instead will be preserved in the Accounts Branch of HPO and sent to PAO along with other schedules. 

4. In case of RD deposits accepted through MPKBY Agents, only two copies of Agent LOT is to be taken from the agent along with 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 are to be attached with the Agent Commission Report/schedule and sent to HO/Accounts Branch of HO. 

5. Account Opening Form {5B-3/AOF) where KYC documents are attached wilt not be transferred to SBCO along with Account Closure Voucher, APM/SPM should record on the closed vouchers that " SB-3/A0F 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. 

6. 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. 

7. 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 wilt 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. 

8. Postmaster/APIVl/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.  

9. Post Office staff will write name of Scheme and TRAN ID in red ink on the right hand side of the voucher. 

10, One deposit slip and one withdrawal slip will be prepared for auto-credit of MIS/SCSS/TD to Savings and Savings to RD. 

11. 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. 

12. 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. SPM/APM should sign on each image of the cheque with designation stamp, 

13. 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. 

14. A consolidation of each scheme should be generated and printed by all CBS post offices, Where laser printers are not available, this can be printed on Dot Matrix Printer also. For this, while executing command in HFINRPT, user has to select "XLS" instead of "PDF" (which is shown by default) In the field "Output File Name". 

15. In case of RD/MIS/SCSS/TD Consolidations, amount of auto credit/Debit fronn SB to RD and MIS/SCSS/TD to SB, SPM/APM should prepare a manual summary as given below;- 

a) Total amount of Counter Transactions:- 

b) Total amount of Auto Debit/Credit Transactions 

c) Grand Total:- 

This Grand Total (C) should be taken into account in SO Daily Account and must tally with the amount printed In the consolidation from Finacle. 

16. 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 in consolidation, 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. 

17. 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. 

It is requested that these guidelines should be circulated to all CBS Post Offices and strictly followed. Any lapse in following above guidelines shall be liable for taking disciplinary action against the official responsible. 

This issues with the approval of competent authority. 

Yours faithfully, 

Assistant Director (SB-1) 

Copy to:- 

1) DOG (FS)/DDG (VIG)/JS&FA/DDG (PAF)/DDG (RB)/DDG (Estt.)/DDG(PG & Inspections)/DDG (PCO) 

2) Director (FS}/Director (CBS), DakBhawan. 

3) Director of Audit |P&T), Delhi. 

4) All Directors/Dy. Directors of Accounts, Postal 

5) Director, RAKNPA, Ghaziabad. 

6) All Directors, Postal Training Centres. 

7) Director CEPT Mysore for uploading the SB order on India Post Web Site. 

8) Dy. Director CEPT, DMCC/SDC O/o CPMG T.N.Circle. 

9) AD/Inspection/PF/Vigilance 

10) All Accounts Officers ICO(SB) 

11) All recognized unions. 

12) MOF{DEA), NS-II, North Block, New Delhi 

13) Director, NSI, CGO Complex,'A'Wing, V*" Floor, Seminary Hills, Nagpur-440006 

14) PS to Member (Banking & HR) 

15) PPS to Secretary Posts.