WHAT A BRANCH POSTMASTER SHOULD NOT DO

WHAT A BRANCH POSTMASTER SHOULD NOT DO

1. Absent himself from office during office hours.

2. Admit strangers to the interior of the post office.

3. Make public any information obtained in the course of business.

4. Affix postage stamps to articles posted. This should always be done by the senders.

5. Take any fees from the public for filling up money order forms on rendering any similar service.

6. Return an article which has been posted to the sender without the authority of a Superintendent. 

7. Allow parcels or registered or insured articles of the letter mail or money orders to lie scattered about the office, pending delivery or payment or despatch to destination.

8. Issue receipt for registered articles of the letter or parcel mail, or money orders on any but the authorised forms.

9. Allow any of his subordinates to help in packing the mail, or allow runners or GDMC’s to be present when the mail is being packed.

10. Make erasures or obliterations in the books or documents of his office.

11. Retain a larger balance of cash than is absolutely necessary.

12.Allow his accounts with the postman, village postman or GDDA to fall into arrears.

13. Delay the despatch to the account office of applications for purchase of Post Office Certificates and omit to record the purchaser’s address.

14. Omit to obtain the payee’s signature or attested thumb impression over the words “Received payment Rs. …………P,” (in words and figures) on certificate (or acknowledgement) discharged.

15. Pay the value of Post Office Certificate without the sanction of the account office.

16. Retain warrants of payment beyond the period prescribed 

WHAT A BRANCH POSTMASTER SHOULD DO

WHAT A BRANCH POSTMASTER SHOULD DO

1. Treat the public with courtesy, and meet their convenience in every way consistent with the rules of the Post Office.

2. Paste neatly on the notice-board all departmental notices of interest to the public. Remove all obsolete notices.

3. Keep a sufficient stock of postage stamps, postcards and embossed envelopes for sale to the public.

4.Keep in his own possession the keys of the office letter-box and other boxes in the office.

5. Lock up stamps and seals when not in use.

6. Count all money received, and lock it up at once in a secure place.

7. Examine every bag received, weigh the cash bags and compare their weight with the entry on the B.O. slip, keep the bags in his custody until they are disposed of. Personally open the bags intended to be opened in the office.

8. Keep the bags prepared for despatch in his custody till the time fixed for despatch.

9. Fasten and seal every bag despatched. Weigh the cash bags, and record their weight in the B.O. daily account. Put a small piece of paper under the knot of the cord with which a bag is tied, so as to obtain a good impression of the seal and avoid damaging the bag.

10. Personally exchange mails with the carriers.

11. Turn bags inside out, and examine them to see that none of the contents remain in them.

12. Report by first mail the short receipt or excess receipt of any bag, article or documents, or the occurrence of any other serious irregularity.

13. Take particular care to obliterate postage stamps, to stamp articles clearly, and to properly tax articles with postage due. 

14. Examine the signatures of the persons franking “O.I.G.S.” covers posted in the office and satisfy himself that they are genuine.

15. Return acknowledgements for registered and parcel mail articles punctually. 

16. Write up all his books, etc., neatly, clearly and carefully. If a mistake is made, score it out and write the correct entry above it in red ink, and then attest the correction with his initials.

17. Verify his cash balance by counting the cash and postage stamps in the office every evening, and also see that the balances due from the postman, village postman or the extra departmental Delivery Agent and on articles in deposit are correct.

18. Look strictly after the work of the postman or village postman or extra departmental delivery agent and make every effort to deliver articles to the addressees. 

19. On receipt of Savings Certificates, promptly send an intimation in the prescribed form to the purchaser, and take over the preliminary receipt held by him before the certificates are delivered to him

Appointment of agents and other agency functions - fresh instructions issued by MOF(DEA)

SB ORDER NO. 03/2011

No.116-352009-SB

Government of India

Ministry of Communications & IT

Department of Posts

Dak Bhawan, Sansad Marg,

New Delhi-110001, Dated: 11.03.2011

To
All Heads of Circles/Regions
Addl. Director General, APS, New Delhi.

Subject:- Appointment of agents and other agency functions - fresh instructions issued by MOF(DEA) regarding.

Sir / Madam,

The undersigned is directed to say that Min. of Finance (DEA) vide letter no. F.1/29/2010-NS.II dated 31.12.2010 has issued some instructions regarding appointment of agents and other agency functions. This office is also receiving some representations from Agents Associations regarding noncooperation by the postal staff and insistence on bringing RD schedules in CD format. All these matters have been considered in this office and fresh guidelines as given below are being issued which shall be applicable from the date of receipt of this letter:-

1. Whenever, it is noticed that in any post office, number of agents attached are more than the business potential which may cause heavy rush in that post office, appointing authority should immediately be informed to change the jurisdiction of some agents to alternative post offices.

2. All Divisional Heads will maintain a record of agents which are found involved in the fraudulent activities and inform the appointing authority immediately for cancellation of the agency. No business from such agents should thereafter be accepted. At the beginning of the year, a negative list containing details of such agents should be circulated to all post offices in the division and to the appointing authority. During the course of the year, any addition/deletion may be made and at the beginning of the next year, the list may be reviewed and issued afresh. If name of any agent whose agency is renewed is found in the negative list, no business from such agent should be accepted and matter should be reported to the appointing authority immediately.

3. SAS Agents were earlier authorized to handle cash up to Rs.50,000/- at a time. Now, this limit has been reduced to Rs.10,000/- at a time. If any depositor wants investment of more than Rs.10,000/- through SAS agent, he has to give cheque to the agent duly crossed and endorsed as per latest rules and procedures. However, the limit of issue of cash receipt books to SAS agents will remain Rs.50,000/- at a time. 

4. No SAS/MPKBY/PPF agent shall be permitted to issue cheque from his own account on behalf of any depositor. 

5. MOF(DEA) has prescribed a half yearly coordination meeting between District Magistrate and Divisional Head. All Divisional Heads may also take up the issues related to agents, such as, appointment, renewal and fraud cases at District level with appointing authority, whenever such issues arise. 

6. The postal staff posted at the counters should co-operate with the agents bringing business. Postmaster should fix separate working hours for the acceptance of business from agents keeping in view the business potential of the office and wherever possible, may identify one full time separate counter for handling business of agents particularly in Head Post Offices.

7. This may kindly be brought to the notice of all post offices and administrative offices.

8. This issues with the approval of DDG(FS).

Yours faithfully,

(Kawal Jit Singh)

Assistant Director (SB)

Copy to:-

I. DDG(FS)/DDG(VIG)/JS&FA/DDG(PAF)/DDG(RB)

II. Director (FS)/Director (CBS), Dak Bhawan.

III. Director of Audit (P&T), Delhi.

IV. All Directors/Dy. Directors of Accounts, Postal

V. Director, Postal Staff College, Ghaziabad.

VI. All Directors, Postal Training Centres.

VII. Director CEPT, PTC Mysore for uploading the SB Order in

Department’s Web Site.

VIII. A.D (Tech), SDC Chennai O/o CPMG T.N.Circle, Chennai.

IX. AD /Inspection/PF/Vigilance

X. All Accounts Officers ICO(SB)

XI. All recognized unions.

XII. PS to Member (T)

XIII. Under Secretary (Budget), MOF(DEA) North Block, New Delhi.