Appointment of agents and other agency functions- issue of clarifications regarding [AGENTS]

SB ORDER NO. 05/2011

F.No.116-35/2009-SB

Government of India

Ministry of Communications & IT

Department of Posts

Dak Bhawan, Sansad Marg,

New Delhi-110001, Dated: 21.04.2011

To

All Heads of Circles/Regions

Addl. Director General, APS, New Delhi.

Subject:-Appointment of agents and other agency functions- issue of clarifications regarding

Sir / Madam,

The undersigned is directed to refer to this office letter of even number dated 11.3.2011 (SB Order No.3/2011) vide which some instructions on the subject were circulated. This office is receiving references from agents as well as circles on issue of clarifications on few issues which are being clarified below:-

Sl.No.	Issue raised	Clarification
1	Whether the limit of acceptance of Rs.10,000/- as cash from SAS agents is also applicable to PPF and MPKBY agents?	There are three types of agents i.e SAS,MPKBY and PPF. The instructions circulated are applicable to SAS agents only. Therefore, it is not applicable to MPKBY or PPF agents.
2	Whether the above limit is also applicable in case of re-investment through SAS agents?	In case of re-investment, no cash handling is involved. In case of re investment through agents, this limit is not applicable.
3	Whether depositor can give cheque from his/her post office savings account for investment?	Yes. POSB cheque is also acceptable for investment through agents.

2. This may kindly bring to the notice of all post offices for information and guidance.

3. 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

WHAT A BRANCH POSTMASTER SHOULD NOT DO

WHAT A BRANCH POSTMASTER SHOULD NOT FAIL TO DO

1. Do not fail to examine seal card label and condition of the B.O. Bag received before opening. (Rule 52).

2. Do not fail to stamp the mail lists received and sign them. (rule 55).

3. Do not fail to examine the cash bags received, ascertain the correct weight, and compare it with the weight noted in the Branch Office slip. [Rule 167 (1)].

4.Do not fail to sign and date stamp the B.O. slips and file them in monthly bundles. [Rule 167(3)].

5. Do not fail to check the Book of B.O. Receipts as soon as it is received from the account office to see that the receipts are in order. [Rule 23(3)].

6. Do not fail to make the remarks “Re-entered” (with date) against the last previous entry in respect of accountable articles which are reissued after having been kept in deposit. (Note below Rule 169).

7. Do not fail to show the accountable articles in deposit at the close of the day noting them in red ink between two lines drawn in red ink after the last entry of the day in the journal. (Note 3 below Rule 169).

8. Do not fail to sign and stamp the registered lists or parcel lists or B.O. slips with which the registered articles are received. [Rule 86(1)].

9. Do not fail to submit the Monthly Abstract of B.O. transactions to the account office on the 1st of each month. (Rule 178).

10. Do not fail to maintain an error book and to report important irregularities immediately. (Rules 36 and 37).

11. Do not fail to sign the check slip in full. (Rule 64).

12. Do not fail to ask the delivering official to attest with his signature the thumb impression of the addressee on the receipt for the registered article. (Rule 91).

13. Do not fail to ascertain the weight of the insured article received and note it below the entry of the weight recorded by the account office in the registered list or the B.O. slip [Rule 97(1)].

14. Do not fail to note date of despatch of the delivered V.P. receipt to the account office against the entry corresponding to the article in the Registered or parcel list or in the B.O. Slip with which the V.P. article was received. [Rule 103(3)].

15. Do not fail to obtain the signature of witness in attestation of all payments of money orders paid in villages whether the payee is illiterate or not. [Rule 112(1) (g)].

16. Do not fail to record the words “Too late” on the B.O. receipts and counterfoil when a money order is booked after the despatch of the branch office bag. [Rule 104(2)].

17. Do not fail to weigh the cash bag containing remittance before despatch and note the weight in words and figures in the remarks column of the B.O. Account and on the label of the cash bag and in the B.O. daily account. [Rule 171 (3)].

18. Do not fail to keep under safe custody cash received from account office, or collected at B.O. as you alone are responsible for it in case of its loss or theft. (Rule 11).

19. Do not fail to pass receipts for accountable articles immediately. (Rules 81, 90, 104 and 129).

20. Do not fail to make immediate entries in the B.O.S.B. journal and S.B. pass book and return the later to the depositor unless it is required otherwise in which case a receipt should be given immediately. (Rule 131).

21. Do not fail to check up the visit book maintained by the village postman or GDDA and to ensure that all villages are visited on due days. (Rule 9) 

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