Precautions to be taken to prevent frauds after Implementation of CBS

Precautions to be taken to prevent frauds after Implementation of CBS

F.No.25-11/2016-515 

Department of Posts 

Financial Services Division

To

All Heads of Circles Dak Bhawan, Sansad Mang New Delhi- dated: 10.05.2016

Ir

Sub:- Precautions to be taken to prevent frauds after implementation of CBS. Respected Sir/Madam

This office has issued various instructions through e mails and VCs for taking various measures to prevent frauds after implementation of CBS. Now. UP Circle has reported one fraud case noticed at one double handed post office where SPM has committed fraud by using password of on duty counter PA as well as former PA who has been transferred. Similarly. one case has been noticed in T.N Circle where one PA and SA have committed fraud in Karaikudi HO and A.E College SO. Though, detailed inquiry in both the cases is in progress, it is requested to take following immediate steps to prevent such kind of frauds:-

1. Issue strict instructions to staff working on CBS not to share password with any other official and regularly change password after 10-15 days.

2. Get user Ds of those officials deleted immediately who have been transferred, retired or transferred to administrative offices by referring it to CEPT Team.

3. SBCO should be directed to generate Consolidation of each scheme from the Finale (which is available in production for any date) when vouchers are received from SOs and compare the consolidation print out sent by SOs/HO Counter with the consolidation shown by the system. In case of discrepancy, immediately raise the alarm and report to Divisional Head. It is mandatory that consolidation report should be generated from the system for reconciliation.

4. SBCO should tally vouchers with the LOT generated through MIS server and not with the LOT printout. Whenever MIS server access is available, SBCO should first tally vouchers of old/pending dates. Efforts are being made to made MIS server access available all the time. SBCO should immediately raise ticket through CPC concerned as and when MIS server is unable to generate reports.

5. Each and every counter PA should make its teller cash account ZERO before leaving the office.

6. All CBS offices should follow the cheque clearing process scrupulously and no transfer entry should be made in any clearing office account from any other office account.

7. Access to HTTUM menu is being provided to Postmaster Login ID instead of System Administrator Login ID. It should be ensured that any Salary/Pension/DBT upload should be done with Postmaster Login ID only.

8. HCCS menu is being disabled so that no one can change the SOL and do any transaction.

9. HAFSM menu is being given to SU and Postmaster so that any freeze or unfreeze can be done only at HPO level. For this purpose, SOs have to send request with prescribed documents to HPO. PPF Account Transfer to other SOL or Bank should also be done at HO only for which SO has to send transfer application with prescribed documents to HPO.

10. All silent accounts are getting freezed. For revival of any silent account SOs have to send  application for revival with prescribed KYC form to HO which will first unfreeze the account by using HAFSM and then modify the status from Dormant to Active. HO will return the documents to SO after completing this activity.

Further instructions including cross verification of office accounts will be sent on receipt of detailed report from the circles. U.P Circle and T.N Circle are requested to send detailed report on both the frauds mentioning full detail of each suspected transaction with TRAN ID and modus operandi used.

(Sachet ishore) Director (CBS)