Download Revide Postal Manual Volume VI part III ( Provisional) issued by Department of Post

 No. 30-13/2019-WS ( Pt.)

Government of India
Ministry of Communications
Department of Posts
(PO Division)

Dak Bhawan, Sansad Marg
New Delhi-110001.
Dated: 18th May,2021

To

All CPMsG/All PMsG
CGM, BD Dte/ Parcel Dte./PLI Dte/ CEPT
Director RAKNPA/ All PTCs
Addl. Director General, APS, New Delhi
All GMs (Finance)/ DAPs

Subject: Issuance of revised Postal Manual Volume VI part III ( Provisional) .

The competent authority is pleased to issue the revised Postal Manual Volume VI part III (provisional) till the final implementation of IT Modernization project. ( copy enclosed).

2. Consequent upon implementation of IT Mordernization project, which has brought technological advancement in the working of the post offices, , the need for bringing out a comprehensive revised Postal Manual Volume VI part Ill ( provisional) to serve as a guide for Postal Sub accounts work has been keenly felt.

 

3. The revised Postal Manual Volume VI Part III ( provisional)) contains the detailed principles and instructions, mainly of a procedural nature, regarding upkeep and submission of sub accounts and checks to be exercised on various transactions of the Department of Posts and provides the guidelines in carrying out day to day functions by the concerned officers/ officials. It contains rulings in respect of Sub-Accounts, Accounts in Post Offices, Duties of Postmen and Letterbox Attendants etc

4. The inputs of some field units were also sought in finalizing the Manual from the perspective of the working units in the field. Many of the recommendation/ suggestions have been incorporated to make it more comprehensive & robust.

5. The revised edition of Postal Manual Volume VI part III(provisional) has been brought out making every endeavour to get the rules updated in accordance with the technological updation. However, any error, omission come to noticed should be promptly reported to the PO Division.

6. These rules must be brought to the notice of all officers & officials of the Department of Posts.

7. This issues with the approval as well as concurrence of the competent authorities. 

encl- Postal Manual volume VI part III(provisional)

Sd/-
(Sukriti Gupta)
Assistant Director General (PO)

---

POSTAL MANUAL
VOLUME VI (Part III)

(One Chapter with 120 Rules)

(Updated Copy)

PREFACE

Postal Manual, Volume VI contains special regulations for the Post offices.

PART III-—Sub-Accounts, Accounts in Post Offices, Duties of Postmen and Letterbox Attendants

---

INDEX

CHAPTER: 1

Rule No	Rule	Pages
1	Supervision of subordinate offices by postmaster	1
2	Examination of B. O. daily transaction report in sub-offices	1-2
3	Relations of sub and branch offices to their account offices	2
4	Short receipt of vouchers by account office	2
5	Inadmissible vouchers	2-3
6	Unnecessary remittances of cash to be avoided	3
7	Cash office	3
8	Check of remittances between the account office and its subordinate offices	3-4
9	Limits for remittances by various modes of conveyance	4-5
10	Regulation of funds for sub-offices	5-6
11	Provision of funds for sub-offices	6-7
12	Disposal of surplus funds at sub-offices	7
13	Supply of funds to sub-offices at treasury or sub-treasury or bank stations	7
14	Exchange of remittances between sub-offices in account with the same head office	7
15	Exchange of remittances between sub-offices under different head offices	8
16	Manner of exchanging remittances between sub-offices	8-9
17	Contents of account bag	9
18	S.O. slips	9
19	Remittance of cash	9-10
20	Supply of postage and other stamps	10
21	Remittances sent through the post	10-11
22	Remittances through special carriers	11-12
23	Supply of Indian postal orders	12
24	Adjustment of errors in account	12
25	S.B. Slips	12-13
26	Closing of account bags in the head office	13-14
27	Opening of account and cash bags in the sub-office	14
28	Preparation of S.O. daily transaction report	14-15
29	Preparation of daily accounts by a sub-office not in daily communication by post with its head office of account	15
30	Liabilities of sub-office	15-16
31	Details of remittances received and sent	16
32	Details of drawings from treasury/bank	16
33	Remarks in S.O. daily transaction reports	17
34	Requisition for postage and other (non-postal) stamps	17
35	Documents sent with S.O. daily transaction report	17-18
36	Contents of account bag	18
37	Remittances sent through the post	18
38	Closing of the account bag	19
39	Remittances through special carriers	19-20
40	Opening of account bags in the head office	20-21
41	Opening of cash bags in the head office	21
42	Check of account items in head office	22
43	Check in head office of remittances between sub-offices under the same head office	22-24
44	Sub-office e- money order journals and documents	24
45	Memo of Indian postal orders sold	24
46	List of S.B. Documents	24-25
47	Sub-office Post office certificate lists and documents	25
48	Parcel receipts submitted by sub offices	25
49	Adjustment of incorrect account items	25-26
50	Entries in the accounts of the head office of remittances received	26
51	Postage in transit from the head office to sub-offices, and cash and stamps in transit between the head office and its sub-office and between sub-offices in account with the head office	26
52	Maintenance of SO Daily Transactions Report	26
53	Examination of sub-office balances by head office	26-27
54	Action to be taken by head postmaster on irregularities in connection with sub-office balances	28
55	Receipt of S.P. M’s Monthly report	28
56	Contents of B.O. Bags	29-30
57	Mode of sending remittances to branch offices	30-31
58	B.O. slips	31-32
59	Closing of bags for branch offices	32
60	Contents of B.O. bags received	32-33
61	Opening of B.O. and cash bags	33
62	Check and disposal of cash remittances	33-34
63	Check of B.O. Daily transactions reports	34
64	Disposal of contents of B.O. bags	34-35
65	Disposal of V.P. articles receipts	35
66	Check of B.O. serial No.s	35
67	Adjustment of errors and irregularities	35-36
68	Stamps and cash in transit between the account office and its B. Os	36
69	Responsibility for accounts, cash etc.	36-37
69(A)	Roles and responsibilities of Postmaster in ATM (Automated Teller Machine) attached with their office	37
70	Verification of balances by sub-postmaster	37-38
71	Treasurer’s cash book	38
72	Custody of postage and other (non-postal) stamps, etc.	38
73	Disbursement of pay	38
74	Disposal of acquittance rolls	38-39
75	Payment of Travelling Allowances	39
76	Payment of contingent charges	39
77	Refund	39
78	Preparation of S.O. account	39-40
79	Checking balance of S.O. account	40-41
80	Preparation of S.P. Ms monthly report	41
81	Principles regulating the supply and disposal of funds	41-42
82	Authorised Balances	42-43
83	Treasury pass-book	43
84	Remittances to and drawings from, treasury or Bank	43-44
85	Purchase of postage stamps	44-45
86	Head Postmen	45-46
87	Knowledge of postal business	46
88	Supply of forms to be carried	46
89	Postman’s book	46-48
90	Addresses to be noted on articles	48
91	Damaged articles to be noticed	48
92	Receipts for articles issued for delivery	48-49
93	Book of receipts for intimations and notices delivered	49
94	Instructions for delivery	50
95	Realisation of postage before delivery	50
96	Receipts of addressees for registered articles delivered	51
97	Delivery to illiterate addressees	52
99	Delivery of insured articles addressed to minors	52
100	Payments of e-money orders	52-55
101	Payment of e-money orders by pay order	55
102	Money orders addressed to minors	55
103	Payment of e-money orders addressed to persons without hands or fingers	55
104	Payment of e-money orders and delivery of registered letters to lunatics	56
105	Responsibility for correct delivery of articles and payment of e- money orders	56-57
106	Loss of articles reported	57
107	Return of undelivered articles	57-58
108	Payment of postage and sums realised from addressees	58
109	Penalties for detaining articles	58
110	Penalties for neglect of duty	58
111	Details of Postman Mobile Application	58-59
112	Additional duties of postman	59
113	Duties of mail attendants	59-60
114	Attendance on railway platform	60
115	Employment of mail attendant as packers	60
116	Duties of letter-box attendants	60
117	Clearance of outside letter-boxes	60-61
118	Employment of letter-box attendants to carry mails	61
119	Duties of packers	61
120	Changing of date and other type and change of labels	62

 DOWNLOAD

Relaxation of rules in regularization of SCSS Accounts opened by the Defence Personnel aged below 50 years of age during the period

 SCSS : Relaxation of rules in regularization of SCSS Accounts opened by the Defence Personnel aged below 50 years of age during the period

Download PDF

F.No. 10/2/2016-NS.II

Ministry of Finance 

Department of Economic Affairs 

(Budget Division)

North Block, New Delhi Dated: 04.04.2022

OFFICE MEMORANDUM

Subject: Relaxation of rules in regularization of SCSS Accounts opened by the Defence Personnel aged below 50 years of age during the period from 11.10.2017 to 22.11.2017 - reg.

The undersigned is directed to refer to the letter DOP ID No. FS-65/4/2021-FS-DOP dated 13.09.2021 and related references on the above subject. The matter has been examined in this Department and it has been decided that the relaxation of rule is agreed to in all such cases of SCSS accounts.

2.Further, this Department has serious concerns on the repeated instances of rule violation by the DoP in operations of the Small Savings Schemes. The DoP needs to develop the system to avoid such kind of recurrence.

3.This issues with the approval of the competent authority.

(Rajesh Panwar) Deputy Director (NS) Tel. 01123093170

Ministry of Communication

{Assistant Director (SB-I), Department of Posts}

Dak Bhawan

New Delhi

15-FS-2002

087.042022

Condonation of period of irregular retention beyond 65years of GDS

 No. 18-05/2024-GDS

Government of India

Ministry of Communications 

Department of Posts

(GDS Section)

Dak Bhawan, Sansad Marg

New Delhi - 110 001

Dated: 05.06.2024

OFFICE MEMORANDUM

Subject: Condonation of period of irregular retention beyond 65 years of GDS - Delegation of powers.

Attention is drawn to this Directorate's letters no. Lr. no. 40-9/82-Pen., dated 26.06.1982, Lr. no. 18-36/97-ED & TRG dated 13.11.2001 and Lr. no. 18-41/2002- GDS dated 05.12.2003 whereby instruction for condonation of period of irregular retention beyond 65 years of service of GDS were issued.

2. As per the existing instructions, the cases of condonation of period of over- stayal/retention of GDS beyond 65 year has to be forwarded to this directorate. This causes delay in settlement of the terminal benefits available to the GDS. Therefore, in order to avoid delay in payments of terminal benefits to GDS on this account, in supersession of the previous instructions, it has been decided to delegate the power for condonation, subject to following terms and conditions:

i) In the cases where 100% recovery of the overpaid allowances has been made, i.e., the allowances paid to the GDSS for the period of their employment beyond 65 years of age has been made from the GDS overstayed/official at fault, the Head of Region/Head of Circle will be competent to condone the overstayal of the GDS beyond 65 years of age.

ii) In the cases where 100% recovery of the overpaid allowances cannot be made, i.e., allowances paid to the GDSS for the period of their employment beyond 65 years of age, cannot be made from the GDS overstayed/official at fault, the Head of Circle will be competent to condone the overstayal of the GDS beyond 65 years and unrecovered amount of overpaid allowances in consultation with CIFA.

iii) Necessary administrative/disciplinary action may be taken against the officer/official found responsible for over retention of a GDS beyond 65 years of age.

iv) Till the period is condoned, the payment of terminal benefits will not be made. Upon condonation, the overstayal period condoned will, however, not be reckoned for the purpose of calculation of terminal benefits.

3. Further, on any reference sent to this directorate for condonation on the above grounds in the past, which has not been decided yet, the circles may take decision as per provisions of this O.M.

4.This issues with the approval of the competent authority.

5. Hindi version will follow

Director (GDS)

To

All the Chief Postmasters General / Post Masters Generals

Copy forwarded to :-

1.Sr. PPS to Secretary (Posts)/Sr. PPS to Director General Postal Services 

2.PPS/PS to Additional DG (Coord.)/Member (Banking)/Member (O)/ Member (P)/ Member (Planning & HRD)/ Member (PLI)/ Member (Technology)

3.Chief General Manager BD Directorate/Parcel Directorate/PLI Directorate/ CEPT Bengaluru

4.Director RAKNPA Ghaziabad/ General Manager, CEPT Bengaluru Addl. Director General, APS Bhawan, New Delhi

5.Sr. DDG (Vigilance) & CVO/Sr. DDG (PAF)

6.Director General P&T (Audit), Civil Lines, New Delhi

7.Director General, NICF, Ghitorni, New Delhi

8.All the Deputy Director General

9.All General Manager (Finance)/ Director Postal Accounts/ DDAP Director Postal Training Centres.

10.All Sections of Postal Directorate.

11.All recognized Federations/Unions/Associations

12.GM (Operations), CEPT, Mysuru, for uploading the order on India Posts Website.

13.Guard File

14.Spare Copies.

15.Hindi Section, Dak Bhawan, New Delhi :- For translation of the OM.

DOWNLOAD DELEGATION OF POWERS - Condonation of Period - GDS

Holding of Pension Adalat - Display of calendar of Pension Adalats on the website

 File No. 100-1/2019-Pen.

Government of India 

Ministry of Communications 

Department of Posts

(Pension Section)

Dak Bhawan, Sansad Marg

New Delhi-110001

Dated: 24May, 2024

To

1.All Heads of Postal Circles

2.Chief General Manager, BD Directorate / Parcel Directorate / PLI Directorate

3. All Regional Postmasters General

4. Director, Rafi Ahmed Kidwai National Postal Academy, Ghaziabad

5. All Directors/Dy. Directors of Accounts (Postal)

Subject: Holding of Pension Adalat-display of calendar of Pension Adalat's on the website of Ministries/Department/Organizations/Pension Disbursing Banks-reg.

Sir/Madam,

I am directed to forward herewith a copy of the O.M. No. O.M. No. 1/2/2022(JCM)-P&PW (E) dated 15.01.2024 of Department of Pension and Pensioners' Welfare, Ministry of Personnel, Public Grievances and Pensions on the subject mentioned above.

2.It is, therefore, requested to follow the said instructions in letter and spirit.

Yours faithfully,

(Amit Ranjan)

Assistant Director General (Pension)

Encls.: As above.

Copy along with enclosures to:-

1. PPS to Secretary (Posts)/DG(Posts)

2. PPS to Member (Banking & DBT) / Plg.& HRD/Tech./Pers./Ops./PLI/Addl. DG(Cord.)

3. AS & FA/ Sr. DDG(PAF)

4. Secretary (PSB)/All DDSG

5. All Regional Postmasters General/GM(G)/DA(P)/DDA(P)

6. All Postal Training Centres

7. Director, CEPT Mysore-for uploading on the official website of the Dept. Of Posts 8. Guard File

DOWNLOAD PDF 9PAGESDOWNLOAD PDF 9PAGES

Enhancement of Allowances due to enhancement of dearness allowance w.e.f. 01.01.2024 - DOP Order

 Enhancement of Allowances due to enhancement of dearness allowance w.e.f. 01.01.2024- DOP Clarification

PP-08/2/2021-PAP-DOP

File No.: PP-08/2/2021-PAP-DOP 

Ministry of Communications 

Department of Posts

[Establishment Division/P.A.P. Section]

Dak Bhawan, Sansad Marg, New Delhi-110001. 

Dated: 05.06.2024

To
1. All Chief Postmasters General / Postmasters General
2. Chief General Manager, BD Directorate / Parcel Directorate / PLI Directorate
3. Director, RAKNPA/GM, CEPT/ Directors of All PTCs
4. Addl. Director General, Army Postal Service, R.K.Puram, New Delhi
5. All General Managers (Finance) / Directors Postal Accounts / DDAP

Sub: Enhancement of Allowances due to enhancement of dearness allowance w.e.f. 01.01.2024-regarding.

Sir/Madam,

Department of Expenditure vide their ID No. 2/5/2017-E.II (B) dated 20.03.2024 addressed to the Controller General of Accounts, New Delhi with copy to this Department and others, has reiterated their position that no separate order with regard to increase of allowances consequent upon increase in DA rates to 50% is required.

The undersigned is, therefore, directed to draw the attention of all concerned to the following orders issued by Department of Expenditure/DoPT in the past and request that consequent upon increase of Dearness Allowance by 4% (now 50% w.e.f. 01.01.2024,), the payments of the following allowances may be made at enhanced rates of 25% over the existing rates w.e.f. 01.01.2024:

Allowance	Rates as per DoE/DoPT Order
Tough Location Allowance	DoE OM no. 3/1/2017-E.II (B) dated 19.07.2017
Conveyance Allowance	DoE OM no. 19039/03/2017-E.Il dated 19.07.2017
Special Allowance for child of women with disabilities	DoE OM No. A-27012/03/2017-Estt.(AL) dated 16.08.2017
Children Education Allowance	DoPT OM No. A-27012/02/2017-Estt.(AL) dated 17.07.2018
House Rent Allowance	DoPT OM No. 2/5/2017-E.II(B) dated 07.07.2017
Hotel Accommodation	DoE OM No. 19030/1/2017.E.IV dated 13.07.2017
Reimbursement of Traveling charges for travel within the city (touring station)	DoE OM No. 19030/1/2017.E.IV dated 13.07.2017
www.potoolsblog.in	www.potoolsblog.in
Reimbursement of Food Charges/Lump sum amount or Daily Allowance	DoE OM No. 19030/1/2017.E.IV dated 13.07.2017
For journey performed by own Car/taxi, Auto rickshaw own Scooter etc. at the place where no specific rate have been prescribed by Director of Transport of concerned State or the neighboring State	DoE OM No. 19030/1/2017.E.IV dated 13.07.2017
Rate of transportation of Personal effects by road on transfer etc	DoE OM No. 19030/1/2017.E.IV dated 13.07.2017
Dress Allowance	DoE OM No. 19051/1/2017-E.IV dated 02.08.2017
Split Duty Allowance	DoE OM no. 27/1/2017-E.II(B) dated 14.07.2017
Deputation (Duty) allowance	DoPT OM No. 2/11/2017-Estt.(Pay-II) dated 24.11.2017

DOWNLOAD ORDER COPY IN PDF

Guidelines to regulate transfer under Rule-38 of Group 'C' officials, Group 'B' (Non-gazetted) employees in Department of Posts - reg

 X-12/6/2021-SPN-II-DOP

No.X-12/6/2021-SPN-II-DOP

Government of India 

Ministry of Communications 

Department of Posts

To,

All Chief Postmasters General.

Dak Bhawan, Sansad Marg, New Delhi, dated 06-06-2024

Subject: - Guidelines to regulate transfer under Rule-38 of Group 'C' officials, Group 'B' (Non-gazetted) employees in Department of Posts - reg.

Madam/Sir,

I am directed to refer to letter of even no. dated 03.02.2023 on the above-mentioned subject and to bring attention to following provisions / paras of this communication: -

Para A (xii): An official will be eligible for two Inter-Circle and two Intra-Circle transfer during entire service. However, a gap of 3 years shall be mandatory for availing same category of transfer for the second time, but no such gap will be required in case of applying for different category transfer.

Para A(xv): Employee can withdraw the request on online portal at any time and they have also been provided with opportunity to decline provisionally approved transfer on online portal within 72 hours of such allotment. However, after expiry of 72 hours timeline and issue of final transfer order, if an employee wish to cancel his approved transfer, he may do so and in such case, employee will deemed to have availed one chance of transfer.

2. In this regard, various references have been received from Postal Circles seeking clarification w.r.t officials who have declined approved transfer after expiry of 72 hours.

3. The matter has been examined and Competent Authority has decided that if an employee declines his approved transfer after expiry of 72 hours timeline and issue of final transfer order, only one chance of Rule-38 transfer shall be deducted and employee can apply for the same category of transfer without any time bar.

4. Accordingly, a gap of 3 years shall not be required for availing same category of transfer if an employee declines his approved transfer after expiry of 72 hours timeline and issue of final transfer order. However, one chance of Rule-38 transfer shall be deducted.

Yours faithfully,

(Vangara Prasad)

Assistant Director General (SPN)

Copy to:

a) Sr. PPS to Secretary (Posts) / Director General Postal Services.

b) PPS/PS to Addl. DG (Coordination) / Members Postal Service Board

c) Sr. DDG (Vig) & CVO / CGM (Parcel) / CGM (BD) / CGM (PLI)

d) Director (RAKNPA) and Director all Postal Training Centres

e) General Manager, CEPT, Bengaluru with request to make necessary changes in Rule- 38 Online transfer portal.

f) Portal upload, CEPT with a request to upload this document on India Post website

1/97159/2024

Permission to pursue further study to Gramin Dak Sevaks (GDS)- regarding.

 17-29/2024-GDS

No. 17-29/2016-GDS 

Government of India 

Ministry of Communications 

Department of Posts (GDS Section)

Dak Bhawan, Sansad Marg New Delhi 110 001 

Dated: 03.06.2024

To
All the Chief Postmaster General

Subject: Permission to pursue further study to Gramin Dak Sevaks (GDS)- regarding. 

Madam/Sir,

This office, time and again, receives several representations and RTI requests regarding rulings/instructions on permission required for further studies to the GDS. However, due to absence of instructions on the subject, Circles are following different practices in allowing GDS to pursue further study after their engagement.

2. The matter has, therefore, been examined with regard to requirement of permission of competent authority for higher studies to the GDS. It has been decided that there should not be any objection if a GDS desires to pursue further studies beyond duty/office hours provided the work of the office should not be hampered. In view of this no permission is required to be obtained for pursuing studies beyond duty/office hours.

3.In case the of pursuing further studies, GDSS may be allowed, leave as per extant rules and as per their entitlements to take examination for such courses. However, grant of leave in such situations would not be considered as a matter of right in official exigencies, whereby he/she may be denied leave/weekly off even for taking examination in the public interest.

4. This is issued with the approval of the competent authority.

Yours faithfully,

Signed by Ravi Pahwa

Davi7:50:01

Assistant Director General (GDS/PCC/PAP)

Tel. No. 01123096629

Email: adggds426@gmail.com

Copy to:
All General Secretaries of GDS Unions