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Showing posts with label SBCO. Show all posts

June 01, 2019 ,

Instructions to Sub Offices for smooth functioning and avoid Objections

   This is regarding omissions and mistakes occurred in SB transaction and the reason for raising OMs brought to your notice for future guidance and to avoid such mistakes in future.  All are requested to pay an additional effort to minimize these mistakes and reduce the number of OMs.
1.    The vouchers should be arranged by the transaction ID wise, stitched and sealed intact.
2.    Separate consolidations for SO i.e. BRN and BO i.e. SDP should be forwarded along with the vouchers.   Total Deposit amount,Withdrawals amount, etc should be written manually on the consolidation for each category along with the No.of transactions.
3.    Closure vouchers (SB - 7A) should invariably attach with SB-3 card documents.
4.    The Account number, Amount and Transaction date should not be overwritten on the Vouchers
5.    In respect of withdrawals allowed at Sub Office, compulsorily the SS should be verified by the SB counter PA irrespective of the amount.  When the amount exceeds Rs.5000/-, SPM also should verify and put his initial in the appropriate place in token of having verified.
6.    Date stamps should be impressed legibly in the SB3 cards, LOTs and vouchers.
7.    When the amount of  withdrawal exceeds Rs.20,000/-,  payment should  be effected only by cheque  or by giving credit in Savings account of the depositor,  where the Cheque   Number or SB A/C Number should be noted in the acquaintance portion of the SB-7/SB-7(a).
8.    For transactions exceeding Rs.10,00,000 for all categories and above the source of income is to be obtained and kept in SO guard file, with the remark in the voucher “SOURCE OF INCOME OBTAINED” AND SIGNED BY THE SPM WITH SEAL to avoid IR paras.
9.    In respect of AT transactions for various categories (MIS, 1 YR TD, 2 YR TD, 3 YR TD, 5 YR TD, SCSS), the print out of the AT list generated in Finacle for each category should be kept along with the consolidation and a separate voucher for the AT amount duly signed by the SPM should be kept in the voucher bundle.
10.  Any corrections in the consolidation must be supported by an Error Entry copy.
11.  Normally Messenger service is not allowed for all Closure. (Dte Order No 15/2010). When it is specifically required, the Payment should be made to the messenger only through account payee cheque drawn in favour of the depositor, after receiving the letter of authorization from the depositor.
12.  Necessary certificate should be obtained both on the application and payment order side, while making payment made to illiterate depositor Witness should be obtained with full address.
13.  When the deposit/withdrawal exceeds Rs.50, 000/-, PAN particulars/form-60/form-61 to be obtained.
14.  PAN number to be mentioned in the deposit form and same to be updated in concerned depositor CIF
15.  If the Revised SB3 card prepared for any closures , the  PA / SPM / APM should put their signature in the SB3 card after adding the word “KYC documents verified and attached” with Copy of ID proof which is self-attested by the Customer. All the supporting documents must have the date stamp in it.

It is requested to follow the above instructions, besides the rules and instructions issued by the Department then and there. It is to be noted that, the rules framed and instruction issued by the department will supersede the above instruction and always hold good.

Postmaster / Supervisor SBCO

April 09, 2019 , , ,
SB - SBCO Related General Ledger Code / Account Head

GL starts with 1 is for revenue.
GL starts with 3 is for expenditure
GL starts with 8 is for Receipts
GL starts with 4 is for Payments

All receipts from customers has to repaid by us to customers in the form of Payments.

Revenue is our income. Ex. MO Commission, ePayment Commission.

Expenditure is all the Bills paid by us.

Savings Bank transactions Document number will always start with 6.

Insurance transactions Document number will always start with 7.

While doing Expenditure transactions Cost Centre is must.

While doing Revenue transactions Profit Centre is must.

So please understand and do the transaction accordingly.


August 11, 2016 , ,

Change of Role of SBCO in the backdrop of implementation of CBS:


ANNEXURE TO SB ORDER 14/2015 ADDENDUM-II

Role of SBCO in CBS environment. 


In the CBS Environment, following procedure will be followed by Post Offices and SBCO Officials for Transactions happened in CBS Post Offices:-

1.        General                            
         
1.1 As and when SOs are migrated to CBS, staff working in SOSB Branch should be reduced and re-deployed either at POSB Counters or at CPC or in the SBCO Branch for assistance in physical voucher checking.

1.2 Supervisor  SBCO  will  identify  one  SBCO  PA  who  will  take  vouchers  bundles  with consolidation from Sub Account and tally totals shown in consolidation with amount shown in SO Daily Account and SO Summary.

1.3 Handling of Agent Commission Schedules and ACG-17 by SBCO will be discontinued.ACG-17 will be preserved alongwith Agent Commission Report/schedule in the Accounts Branch of HPO and sent to PAO alongwith other schedules.

1.4 In case of RD deposits accepted through MPKBY Agents, only two copies of Agent LOT is to be taken from the agent alongwith pay-in-slip and ACG-17. One copy of Agent LOT will be kept in the office guard file and second copy Agent schedule (LOT) should be attached with the pay-in-slip and placed at the end of RD Voucher Bundle.ACG-17 is to be attached with the Agent Commission Report/schedule and sent to Accounts Branch of HO.

1.5 Account  Opening  Form  (SB-3/AOF)  where  KYC  documents  are  attached  will  not  be transferred to SBCO alongwith Account Closure Voucher. APM/SPM should record on the closed vouchers that “ SB-3/AOF retained with KYC documents”. In case of any SB-3 or AOF with whom KYC documents are not attached (subsequently opened accounts), SB-3 or AOF is to be attached with the closed voucher and sent to SBCO. SBSO branch of HOs will send all SB-3 of SOs (migrated to CBS) to the respective SOs. In case of Accounts closed at the Post Office other than the one where account was opened, Account Transfer Form collected by the Post Office at the time of closure should be attached with the closure voucher.

1.6 In case of any adjustment if required in interest, Postmaster/Sub Postmaster will write error book and raise the issue to Head Postmaster who will raise the issue with Supervisor SBCO. In case of any adjustment related to pre-migration period, Head Postmaster will raise the issue with Divisional Head with copy of error book  who will after necessary inquiry (if required), approve adjustment and send letter to SBCO Supervisor.

1.7 Postmaster/APM/SPM will be held personally responsible for all transactions happened in the Finacle Office Accounts in the post office. They should be vigilant while verifying thetransactions to see the Office Account Number used by the User.

July 31, 2016
Duties of POSTAL ASSISTANT - SBCO :
  • Examination of the lists of transactions.
  •  General check of vouchers.
  • Checking of H.O. and S.O. transactions.
  • Making entries in the consolidated journal.(SB-72) and checking the daily and progressive totals of different columns.
  • Any other work which may be entrusted to him by the Supervisor and also in the orders issued from time to time.

 Receipt of S.B. Vouchers from the Head Office- PARA 3
  • List of transactions of the Head Office and Sub-Offices and sealed voucher bundles arranged in alphabetical order.
  • A consolidated Journal of S.B. transactions (SB-72) at the Head and Sub Offices. It may be transferred in the course of the day if it cannot be sent along with the list of transactions, etc.
  • List of transactions and vouchers in respect of petty S.B. Accounts closed.
  • Any other document/list.

 Checking of Lists of Transactions (SB-60)- PARA 4
The Postal Assistant SBCO will exercise the following checks:-
  • The account numbers in the list of transactions are entered in the serial order of the accounts.
  • The list of transactions bears signatures and designation stamp of the Supervisor (APM)/Sub Postmaster.
  • The account number, the amount of deposit, withdrawal and interest on closed accounts have been tallied with the voucher.

 Consolidated Journal of S.B. Deposits and Withdrawals (SB-72)- PARA 9
  • The Head Office will prepare daily a consolidated journal of S.B. deposits and withdrawals, etc. at the Head and the Sub Offices under it. 
  • The clerk of the Control Organization will copy the progressive figures of all columns at the end of the previous day and work out the progressive figures at the end of the day at the bottom of the consolidated journal. 
  • He will check the daily as well as the progressive totals of all the columns and sign the journal in token of having carried out the checks.
  • Supervisor SBCO will then check the totals of deposits and withdrawals both daily as well as progressive with the corresponding figures in the Head Office Cash Book.
  • He will put his dated initials in the Head Office Cash Book against the respective amounts in token of having carried out the check.
  • The Certificate "checked and agreed with the HO Cash Account" will be recorded under the Supervisor's dated signature on the consolidated journal in addition to the certificate prescribed in sub-para(iii) above.

 While carrying out the General checks, following points should be kept in mind:-
  • The entries in the vouchers are complete and there are no suspicious erasures and alterations. 
  • The date stamp of the office has been affixed on the voucher. 
  • The application for withdrawal bears the signature of the depositor. 
  • The warrant of payment bears the signature of the Postmaster in token of having authorized the payment. 
  • There is acquaintance of the depositor or his messenger on the warrant of payment in token of having received the amount. 
  • The identification of the depositor, wherever taken, is in proper form. 
  • In the case of illiterate depositor, the thumb impression has been attested on both the sides of the voucher. 
  • Whether the amount of deposit/withsdrawal as shown in the Pay-in-Slip and application for withdrawal by the post office and the depositor agrees with that in the List Of Transactions on the date of deposit/withdrawal. If the difference, full transaction should be checked in the System . 
  • That in case of withdrawal exceeding Rs. 5000/- the signature of the depositor on the withdrawal form has been attested by two postal officials except in Single Handed Offices. 
  • In case of transactions by cheque, the rules relating to cheques have been observed. In case of CTS clearing, hard copy of the cheques will not be checked. 
  • The vouchers do not bear any erasure or over-writing. 

 Objection Register- PARA 13
  • Any irregularity noticed will be entered in clear and concise words in the system.
  • If the irregularity relating to a transaction is such as would affect its validity e.g., if there is erasure or overwriting or the depositor's acquaintance is wanting, the amount involved should be placed under objection. Vouchers once received by the Control Organization should not be given back to the Head Office.
  • Every irregularity should be brought to the notice of the Postmaster for necessary action.

October 20, 2015 ,
Change of Role of SBCO in the backdrop of implementation of CBS 

To view SB Order No.14/2015 please Click Here.


Annexure - I
 (to SB Order No.14/2015 Dated 19.10.2015)

Role of SBCO in CBS environment.
In the CBS Environment, following procedure will be followed by Post Offices and SBCO Officials  for Transactions happened in CBS Post Offices:-
1.         General
1.1  As and when SOs are migrated to CBS, staff working in SOSB Branch should be reduced and re-deployed either at POSB Counters or at CPC or in the SBCO Branch for assistance in physical voucher checking.
1.2  Incharge SBCO will identify one SBCO PA who will take vouchers bundles with consolidation from Sub Account and tally totals shown in consolidation with amount shown in SO Daily Account and SO Summary.
1.3  Handling of Agent Commission Schedules and ACG-17 by SBCO will be discontinued. ACG-17 will be preserved alongwith Agent Commission Report/schedule in the Accounts Branch of HPO and sent to PAO alongwith other schedules.
1.4  In case of RD deposits accepted through MPKBY Agents, only two copies of Agent LOT is to be taken from the agent alongwith pay-in-slip and ACG-17. One copy of Agent LOT will be kept in the office guard file and second copy Agent schedule (LOT) should be attached with the pay-in-slip and placed at the end of RD Voucher Bundle.ACG-17 is to be attached with the Agent Commission Report/schedule and sent to Accounts Branch of HO.
1.5  Account Opening Form (SB-3/AOF) where KYC documents are attached will not be transferred to SBCO alongwith Account Closure Voucher. APM/SPM should record on the closed vouchers that “ SB-3/AOF retained with KYC documents”. In case of any SB-3 or AOF with whom KYC documents are not attached (subsequently opened accounts), SB-3 or AOF is to be attached with the closed voucher and sent to SBCO. SBSO branch of HOs will send all SB-3 of SOs (migrated to CBS) to the respective SOs. In case of Accounts closed at the Post Office other than the one where account was opened, Account Transfer Form collected by the Post Office at the time of closure should be attached with the closure voucher.
1.6  In case of any adjustment if required in interest, Postmaster/Sub Postmaster will write error book and raise the issue to Head Postmaster who will raise the issue with Incharge SBCO. In case of any adjustment related to pre-migration period, Head Postmaster will raise the issue with Divisional Head with copy of error book who will after necessary inquiry (if required), approve adjustment and send letter to SBCO Incharge.
1.7  Postmaster/APM/SPM will be held personally responsible for all transactions happened in the Finacle Office Accounts in the post office. They should be vigilant while verifying the transactions to see the Office Account Number used by the User.


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