GUIDELINES TO FOLLOW PROCEDURES IN POSB

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

Clarifications on different scenarios being faced or likely to be faced in CBS Post Offices

SB Order 08/2014 

F.No. 116-15/2013-SB

Department of Posts

Clarifications on different scenarios being faced or likely to be faced in  CBS Post Offices

1.Scenario:- When a certificate holders attend CBS Post Office from where Certificates were purchased for transfer of certificates to another CBS Post Office.

The Counter PA or Supervisor or Postmaster should politely request the Certificate holder that since CBS has been implemented in the office, where he wants to transfer certificates, there is no need for transfer of certificates as he/she, on maturity, can take payment from any CBS Post Office after giving fresh KYC documents.

2.Scenario:- When a Certificate holder attends any CBS Post Office to encash certificates either on maturity or for premature closure where certificates were purchased from other CBS Post Office.

The Counter PA should first go to HACLI and see that Certificates are genuine and stand in Finacle. He/She will verify signatures of the holder(s) on the certificates with that available in Finacle. Once, it is confirmed from the signatures that holder is genuine, holder should be asked to fill NC-32 and give fresh ID as well as Address Proof and Mobile number. After proper verification of KYC documents, Certificates first be transferred IN by using HACXFSOL. 

Customer’s new address and mobile number should be entered through account modification menu and it should be verified by Supervisor. Then payment should be made by crossed cheque or credit to savings account. 

Payment should not be made by cash in any case. If holder wants re-investment, closing proceeds should be transferred to Re-investment office account (0387) and credit re-invested amount into newly opened account/certificate. Remaining amount can either be credited to savings account or paid back by cheque.

If certificates belong to the period of pre-migration, an intimation of discharge  should be sent to the office of issue by service registered post which will make discharge entry in the Purchase Application.

NC-32 and KYC documents should be sent to CPC of the office where payment is being made. CPC will scan the document and attach the same with CIF.

3.Scenario:- When any claimant presents certificates issued by another CBS Office alongwith claim application form for payment or transfer to claimant’s name.

In CBS environment, claim form can be submitted at any CBS post office. When such a claim is presented at any CBS post office, first of all, user has to enter date of death in the CIF and supervisor has to verify. Then procedure of settlement of deceased claim case has to be followed. After sanction of claim, if claimant wants payment, procedure mentioned in scenario 2 should be followed. If claimant wants to transfer of certificates in his/her name, open new CIF in his/her name based on new AOF(if no CIF is available in his/her name) and attach the existing Certificates (Accounts) with new CIF. Name of holder can be changed through menu HAALM.

In this case also, If certificates belong to the period of pre-migration, an intimation of discharge or sanction of claim should be sent to the office of issue by service registered post which will make discharge entry in the Purchase Application and attach sanction memo.

Claim Application Form and KYC documents of claimant and Account Opening Form (AOF) should be sent to CPC of the office where payment is being made or claim is sanctioned. CPC will scan the document and attach the same with CIF.

4. Scenario:- When Account Holder of MIS/SCSS/TD scheme approaches CBS Post Office, where account stands for transfer of accounts before maturity to another CBS Post Office.

The Counter PA or Supervisor or Postmaster should politely request the Account holder that since CBS has been implemented in the office, where he wants to transfer Accounts, there is no need for transfer of Accounts as he/she, on maturity, can take payment from any CBS Post Office after giving

fresh KYC documents. Whenever any account is closed at the office other than the office where account was opened, payment should not be made by cash in any case and payment should either be made by crossed cheque or credit to savings account (where required KYC documents have been taken). 

Monthly/quarterly or Yearly interest can also be withdrawn at any CBS Post Office.

5.Scenario:- When Account Holder of MIS/SCSS/TD scheme approaches any CBS Post Office for taking interest or closing accounts.The Counter PA should first go to HACLI and see that Account(s) are genuine and stand in Finacle. He/She will verify signatures of the holder(s) on the withdrawal Form or Account Closure Form with that available in Finacle. Once, it is confirmed from the signatures that holder is genuine, payment of interest should be made to the account holder as per process being followed for normal withdrawal. If account closure is requested, take SB10(b) form, fresh IDas well as Address Proof. After proper verification of KYC documents, Accounts(s) first tobe transferred IN by using HACXFSOL. Whenever any account is closed at the office other than the office where account was opened, in any case, payment should not be made by cash and payment

should either be made by crossed cheque or credit to savings account (where required KYC documents have been taken) only.If holder wants re-investment, closing proceedsshould be transferred to Re-investment office account (0387) and credit re-invested amount into newly opened account/certificate.

Remaining amount can either be credited to savings account or paid back by cheque.

SB10(b) and KYC documents should be sent to CPC of the office where payment is being made. CPC will scan the document and attach the same with CIF.

6.Scenario:- When any claimant presents documents for preferring claim in respect of any MIS/SCSS/TD/RD/PPF account(s) stand at another CBS Office alongwith claim application form for payment or transfer of account(RD/TD/SCSS) in the name of claimant.

Deat should be noted in the relevant field in CIF of deceased depositor. Follow the procedure laid down for settlement of deceased claim case. After sanction of claim, follow the procedure mentioned in scenario 5 above. If claimant wants to transfer RD/TD/SCSS account in his/her name, open new CIF (based on new Account Opening Form (AOF)} in his/her name (if not already exists) and attach the existing Accounts with new CIF. Name of holder can be changed through menu HAALM.

Claim Application Form and KYC documents of claimant or Account Opening Form (AOF) should be sent to CPC of the office where payment is being made or claim is sanctioned. CPC will scan the document and attach the same with CIF.

7. Scenario:-A Certificate holder whose certificates stand at CBS post office wants payment of matured certificates at non CBS Post Office .

When a certificate holder attends non-CBS post office, he/she should be asked to submit application on plain paper in duplicate requesting payment at nonCBS post office and his/her contact number. He/she should be asked to submit original certificates duly signed on the back. The certificate holder should be identified with fresh KYC documents. Postmaster of the post office(Non CBS) will accept KYC documents on the application for payment under dated signatures and send original certificates and application for payment duly accepted under his dated signatures attesting holder’s signature with designation stamp by service Insured Post to the Postmaster ofCBS Post Office from where certificates were purchased. He will enter details of certificates and holder (including contact number) in a register to be maintained in manuscript.

When Insured is received at CBS Post Office, Postmaster will open the same and enter details of certificates and holder (including contact number) in a register to be maintained in manuscript. (CBS)Postmaster, after satisfying that Postmaster of Post Office(Non CBS) from where insured was received has attested signatures of holder on the application, will transfer original certificates to the CBS counter. Further process for discharge of certificates will be followed at the CBS Post Office. A crossed Postmaster cheque for the maturity amount will be prepared in the name of holder and handed over to the Postmaster. Entry of the cheque will be made in the same register and cheque will be sent by service Insured Post to the Postmaster of the Post Office(non CBS) from where certificates were received. Insured Letter number and receipt should be entered in the register and receipt will be pasted against the entry.

On receipt of Insured letter at the Post Office(non CBS) from where certificates were sent, Postmaster will open the Insured Letter, enter Insured Letter number and cheque number as well as date in the register against the entry which was made at the time of sending the certificates. Certificate holder should be called over phone to receive the cheque.  When certificate holder attends post office, cheque should be handed over to him under receipt in the register against the relevant entry.

8. Scenario:- Application for transfer of certificates sent for verification by non CBS post office and on receipt of verification, post office migrated CBS. 

The Postmaster will send such requests to the divisional head who will inform the certificate holder and arrange payment from the nearby non-CBS Post Office.

9.Scenario:- Advice of Transfer(AT) issued by a non CBS HO received at CBS HO or SO.

Account Holder should be contacted and requested to provide name of any nearby non CBS Post Office for opening of account. On getting such information, account will be opened on transfer in that office.

10.Scenario:- An account holder applies for transfer of account to any other HO or SO at CBS or Non CBS Post Office.Postmaster or Sub Postmaster of SO/HO where transfer of account is applied will go to DMCC Chennai website to see list of CBS Post Offices and confirm that post office to which transfer is applied is not a CBS Post Office. If SO is completely manual and unable to see the list, it will be the duty of HO that before issue of AT, list should be consulted and if that post office is already in the list of CBS Post Offices, AT should not be issued. Account holder should be contacted and asked to submit name of any nearby non CBS post office.

11. Scenario:- A Certificate holder of CBS Post Office, lost certificates and wants to get duplicate certificates issued.

In such cases, certificate holder can apply for issue of duplicate certificates only at the CBS post office from where, certificates were issued. Process of issue of duplicate certificates should be started and completed by that CBS Post Office only.

(Procedure )

1.Move the inventory of Duplicate Certificates (if available) of same scheme to the user id from which duplicate certificate is getting printed. Otherwise, fresh certificates will be taken from the existing inventory. 

2. GO to HDUDRP and provide details like account number /cif id for which certificate is getting printed.

3. HDUDRP will take the current inventory i.e either normal or duplicate certificates which is available with the user.

4. If certificates are actually printed through printer, the user is able to see DUPLICATE on the certificates. If certificates are not printed then a Rubber Stamp of “Duplicate” should be placed on the certificates where normal certificates are used.

5. After this, new certificate number will be available under the account number. Use NSCAM menu to confirm that new certificate numbers are replaced with lost certificates.

6. If the any holder/customer come with old certificates, while closure, system will not those certificates in the closure menu .

7. Old certificate number will not be reflected in the system and user can’t be able to close the account.

12.Scenario:- An account holder of a CBS post offices wants to get duplicate Passbook issued.

Duplicate Passbook can be issued by any CBS Post Office after following the laid down procedure of issue of duplicate Passbook.13. Scenario:-Inter CBS Post office Transactions (INTERSOL TRANSACTIONS)

In CBS environment, transactions can be initiated in any CBS Post Office. Any depositor of Savings, RD, TD, MIS, SCSS, PPF or Certificates can initiate transaction either Financial or Non-Financial at any CBS Post Office.

Transaction will appear in the Report No.19 i.eCommon Counter Wise Transactions Report-Inter Branch of the office where transaction is initiated. 

Amount of the transaction would also appear in Consolidation of the same office. No transaction would appear in the office where account/certificate stands. Extra care should be taken at the time of such transactions. In respect of withdrawal from savings Account for more than for Rs. 50,000/- , it should be allowed only if required KYC documents of the account holder (s) have been taken. In respect of accepting deposits, no extra care is required to be taken.

As regards, payment of maturity value of MIS/RD/SCSS/TD/PPF/Certificates, payment should be made by crossed cheque or credit to Savings Account (where appropriate KYC documents have been taken). Non Financial transaction means modification in account or CIF. This can also be initiated at

any CBS Post Office but it should be supported by documentary proof. This document and application for modification (to be taken on A4 size paper) should be sent to concerned CPC where modification is being done for scanning and attaching to CIF. Please ensure that all Financial or Non Financial Transactions should be verified by Supervisor/SPM at the same office and same time when initiated.

14. Scenario:- A customer wants to do re-investment of matured amount in CBS post office.

In case, depositor wants re-investment from one scheme's maturity value to another scheme, total maturity value+interest should be credited/deposited under Office Account 0387 and then amount to be invested should be debited/withdrawn from this account and credited/deposited in the concerned new account. Remaining amount can be paid by cash/cheque from this account to the customer.

One Supervisor/SPM should take print out of the ledger copy of this office account by invoking HACLPOA or Office Account LOT and cross verify all debits and credits with corresponding re-investment entries in the LOTs on daily basis. Supervisor has to ensure that balance at the end of each day in this account is Zero i.e against all the credits entered for re-investment, amount should be debited from this account and concerned accounts are credited or remaining amount is paid

Changes in statutory Rules of POSB in the backdrop of implementation of CBS

SB ORDER 05/2014

No.113-01/2011-SB

Government of India

Ministry of Communications & IT

Department of Posts

Dak Bhawan, Sansad Marg,

New Delhi-110001.

Dated: 20.05.2014

ADDENDUM

To
Ail Heads of Circles/Regions
Addl. Director General, APS, New Deliil.

Sub: - Changes in statutory Rules of POSB in the backdrop of implementation of CBS- reg.

Sir / Madam,

In continuation of this office letter of even number dated 24.3.2013 on the above
subject, the undersigned Is directed to forward copies of Original Notifications received from
Min. of Finance, Department of Economic Affairs (Budget Division), New Delhi for circulation.
Copies of following notifications are enclosed:-

(i) GSR 219 (E) POSB General (Amendment) Rules, 2014.
(ii) GSR 220 (E) POSA (Amendment) Rules, 2014.
(iii) GSR 221 (E) PORD (Amendment) Rules, 2014.
(iv) GSR 222 (E) POTD (Amendment) Rules, 2014.
(v) GSR 223 (E) Post Office Monthly Income Account (Amendment) Rules, 2014.
(vi) GSR 224 (E) SCSS (Amendment) Rules, 2014
(vli) GSR 225 (E) PPF Scheme (Amendment) Rules, 2014.
(viii)GSR 226 (E) NSC (Viil issue) (Amendment) Rules, 2014.
(ix) GSR 227 (E) NSC (IX Issue) (Amendment) Rules, 2014.

2. it is requested that these Notifications may be circulated to all Pest Offices for
information and necessary action.

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

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