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SOP on Transfer/ Promotion / Retirement / Death / Punishment /Training & Leave of DOPs Staff & GDS with reference to IPPB
Standard Operating Procedure on Transfer/ Promotion / Retirement / Death / Punishment /Training & Leave of DOPs Staff & GDS with reference to IPPB
Standard Operating procedure for handling Speed Post/ Express Parcel/ Business Parcel in BNPL/BPCs
Standard Operating procedure for handling Speed Post/ Express Parcel/ Business Parcel in BNPL/BPCs
[SOP] Standard Operating Procedure for Claim Settlement under PMSBY
PMSBY Claim form and SOP for claim settlement
Following benefits are available under PMSBY:
The process followed will be as under:
Steps to be taken by the Nominee in case of death of depositor in accident:
1. Nominee should approach CBS Post Office where the depositor was having the ‘Savings Bank Account’ through which he / she was covered under PMSBY and collect Claim Form, and Discharge receipt, from the Post Office.
2. Nominee to submit duly completed Claim Form, Discharge Receipt, along with the death certificate in original, FIR/Panchnama in original and Post Mortem Report.
3. Nominee has to provide his/her own Post Office Savings Bank Account details (if opened in any CBS Post Office or Nominee will first open savings account) or bank Account details (if nominee is having savings account in any Nationalized Bank).
2. Nominee to submit duly completed Claim Form, Discharge Receipt, along with the death certificate in original, FIR/Panchnama in original and Post Mortem Report.
3. Nominee has to provide his/her own Post Office Savings Bank Account details (if opened in any CBS Post Office or Nominee will first open savings account) or bank Account details (if nominee is having savings account in any Nationalized Bank).
Steps to be taken by the Depositor in case of permanent disability in accident:
1. Depositor should approach CBS Post Office where the depositor was having the ‘Savings Bank Account’ through which he / she was covered under PMSBY and collect Claim Form, and Discharge receipt, from the Post Office.
2. Depositor to submit duly completed Claim Form, Discharge Receipt, along with the permanent disability certificate in original by Civil Surgeon and FIR/Panchnama in original.
2. Depositor to submit duly completed Claim Form, Discharge Receipt, along with the permanent disability certificate in original by Civil Surgeon and FIR/Panchnama in original.
Steps to be taken by the Post Office
1. Upon receipt of claim form and discharge certificate alongwith documents mentioned above, the Post Office should check whether the cover for the said member was in-force on the date of his death, i.e., whether the premium for the said cover was deducted from account prior to the Member’s death.
2. Post Office to verify the Claim Form & the nominee details from the relevant Finacle menu through which enrolment was made and to fill in the relevant columns of the Claim form.
3. Post Office should ensure that following documents are attached with claim form:-
(i) Claim Form duly completed
(ii) Death Certificate (in case of death)
(iii) FIR/Panchnama in Original
(iv) Post Mortem report (in case of death)(v) Permanent Disability Certificate issued by Civil Surgeon
(vi) Discharge Certificate duly completed.
(vii) Photocopy of cancelled cheque of the Nominee account (if it is a cheque account).
4. Post Office user will enter relevant details in Finacle menu CCSPMY
The screen shots of menu – CCSPMY
Criteria Page – CCSPMY (Claims and Settlements for PMY Policies)
Criteria Page – CCSPMY (Claims and Settlements for PMY Policies)
In the criteria page of CCSPMY menu following functions are provided –
A – Add
M – Modify
V – Verify
I – Inquire
C – Cancel
5. Post Office User has to select the function ADD. Then enter Account ID and select the scheme as PM Suraksha Bima. Click on GO. In case of permanent disability, user will change the option of Existing Disability Status as Yeas and fill details of disability in the relevant field.
Following screen will appear:-
6. User has to enter Nominee Aadhar No. (if given), Nominee Address, Nominee Mail ID(if given), Nominee Mobile Number (if given), Nominee PAN No.(if given), Nominee Bank Account (either POSB or any Bank Account), Nominee IFSC Code (if having account in Bank), Guardian name if Nominee is minor, Nominee Date of Birth (if nominee is minor), select Bank as DOP (if POSB Account) or others if other Bank Account.
7. User will click on validate and ensure that all mandatory fields are filled. It will submit documents to Supervisor.
8. Supervisor will select Function Code Verify and compare all the information filled in claim form and discharge voucher with the data filled by user. After, satisfaction, he will verify the claim. Upon verification, Claim Identification No. will be displayed by the system. This number should be noted on the top of the Claim Form and the claim register.
9. Claim Form duly filled and verified by CBS Post Office alongwith enclosures should be sent to Sr.Post Master Sansad Marg HO, New Delhi 110001 by service registered Letter. One RL should be sent even if more than one claim form is due to be sent on same day.
10. User will also maintain a claim register in which the claim shall be entered. This register has to be prepared manually by entering Date of entry of claim/Account ID/Name of Account Holder/Date of Death/Name of Nominee/Claim Identification No. (generated by system)/ Date on which claim Form sent to Sansad Marg HO/Registered Letter receipt to be pasted against claims sent on a particular date.
11. Snasad Marg HO, on receipt of claim form will enter the claim in the register to be maintained manually and designated PA of this HO will intimate System Manager for extraction of the data from Finacle for the said claim. Data extraction file will be sent to NIC by Sansad Marg HO and all the claim forms received will be sent by service Registered Parcel to the designated branch of NIC.
12. NIC, after sanctioning of the claim will push credit of the claimed amount into Bank Account of the depositor or nominee as the case may be if account stands at any Bank or Credit the funds toSansad Marg HO Bank Account No._________________ IFSC Code_______________________ if depositor or nominee account is in any CBS Post Office. NIC will provide data file in the format of
HTTUM to Sansad Marg HO. Snasad Marg HO will upload the HTTUM file in Finacle provided that
funds are already received and account for the money in SB Deposit and Remittance to Bank (against
credit entry received from NIC).
13. Sansad Marg HO will make entry of date of credit against the claims in the register and send intimation to the relevant CBS Post Office about the credit.
14. Relevant CBS Post Office will make entry of date of credit in its register and inform the claimant
over phone about the credit. No accounting entry is to be made in any other CBS Post Office.
Click below link to download application form and Claim Settlement SOP
SOP in case of deputation/transfer/promotion/punishment/retirement/training/leave of DOP Staff with reference to IPPB Operations
SOP in case of deputation/transfer/promotion/punishment/retirement/training/leave of DOP Staff with reference to IPPB Operations
Standard Operating Procedure (SOP) for CSI - Working Procedure for All Transactions in CSI
Standard Operating Procedures (SOP) for CSI - Step by Step with Screenshots
| S.No. | Document Name | URL |
| 1. | Advance Customer Settlement | Link |
| 2. | Cash Transfer between CSI and Non CSI | Link |
| 3. | COD Epayment Steps Document | Link |
| 4. | COD After CSI | Link |
| 5. | Create Customer CRM | Link |
| 6. | CSI Bank Reconciliation | Link |
| 7. | CSI IPVS Schedule Creation | Link |
| 8. | CSI E-Payment V6.1(Non-COD) | Link |
| 9. | Customer and Contract Creation | Link |
| 10. | GSTN Configuration CRM | Link |
| 11. | Master Guide for BNPL Centres | Link |
| 12. | NAF Customers | Link |
| 13. | Reversing the Clearing Document | Link |
| 14. | Substitute Workflow | Link |
| 15. | CQ Request Process | Link |
| 16. | Cash transfer Process | Link |
Source : http://utilities.cept.gov.in/csi/
Standard Operating Process for Accounting in offices where CSI has been implemented
Standard Operating Process for Accounting in offices where CSI has been implemented
In CSI offices, accounting is centralized at transaction level. Hence there is no requirement of consolidation of accounts at sub office and head office level. Classification according to account codes is done automatically at the point of transaction, in respect of all POS and DPMS transactions. However, in respect of other financial transactions like Finacle, Mccamish, WUIMT, MMTS etc, there is a need to do voucher posting currently. Once integration is completed (which is expected to be done on completion of country-wide rollout of CSI), there would be no requirement of voucher posting.
The actions needed to ensure correct accounting in CSI offices are outlined below:
❖ Tallying of system balance with physical balance:At the start of business day, view ZFBL3N and check the correctness of the ‘DOP Cash’Opening Balance with that of physical balance. At the end of business day, the closing cash balance of ZFBL3N should be tallied with that of Physical balance. Any difference can be due to the missing voucher postings of financial transactions like PLI/RPLI, WMTS, MMTS, etc. Any pendency in voucher postings of Finacle transactions does not affect the DOP cash unless, they are wrongly posted in reference to DOP Cash.
❖ Accounting of transactions: All POS transactions have to be accounted through ‘POS Back Office Cash’ as obtained from Treasurer/DOP cash. Voucher posting relating to Finacle transactions (DPBS) done through POS has also to be with reference to ‘POS Back Office Cash’only. DOP cash GL is not to be used for this purpose. If DOP Cash GL is used, it will inflate the cash balance of treasurer and resultantly the closing DOP cash balance and physical cash balance will differ.
❖ Allocation of cash to counters: The allocation of cash to POS counter must be invariably done through POS Back Office module.In no case, cash which was not routed through the process be used in the POS counter.
❖ Verification of closing cash: Ensure correctness of Closing cash (DOP Cash) as in ZFR_DAY report of previous day with the opening DOP cash as in ZFBL3N report. Differences can be verified with the subtotals of each G/L by the FAGLL03 report with respective Posting Key of the day with that of ZFR_DAY.If the cash transfer is done through voucher posting, those figures will not reflect in ZFR_DAY, resulting in difference with ZFBL3N balance.
❖ Use of appropriate posting key: While posting any transactions in SAP, use appropriate posting key for Debit or Credit. In general, when department receives cash, DOP cash / POS cash GL as the case is debited (use Posting Key 40) and respective receipt GL is
credited (use Posting Key 50). When department pays cash, DOP cash / POS cash as the case credited (Use Posting Key 50) and payment account head is debited (Use Posting Key 40).
❖ Posting of PLI/ RPLI transactions: The transactions relating to PLI/RPLI done through POS, need to be posted at the end of the day by using DOP cash GL as debit or credit as the case may be [till issuesin POS/McCamish are settled]. Voucher postings of Finacle transactions and McCamish should be done with reference to the swift report figures generated from POS module.
❖ Cash transfer to other offices: Cash transfer to other offices should invariably be done through workflow only and not by voucher postings. Cash received through workflow should be acknowledged by the receiver office on receipt of Cash,failing which DOP Cash of the receiver office will not be debited, i.e, balance will not be raised. Instances were noticed where cash receipt was posted manually and resultantly Cash in transit of the sender office is outstanding.Any lapse in these procedures will lead to different closing balances in ZFR_DAY and ZFBL3N.
❖ Functioning of DPMS: Every event of malfunctioning in DPMS is to be brought to the notice of TCS by raising tickets appropriately. When DPMS is down, voucher posting has to be done in respect of disbursements of Money orders, undelivered MO, receipts of COD and VPP. APM (Mails)/SPM should ensure that the MO postman issue is settled on a day to day basis. This can be verified through FAGLL03 with GL code 4200020009 of the respective profit centers.Please ensure that sum of MO postman issue is also zero at the end of the day.
❖ Checking for pendency: The sum of POS CASH GL 4867100011 should be zero at the end of the day. Any outstanding balances indicate pendency of voucher posting of Finacle transactions held in POS that day. The pending balances can be identified from the swift report from POS. Voucher postings for Finacle transactions should be invariably done with reference to POS CASH GL only. Rarely, there can be cases where invoices raised for walk- in customers in POS but billing not occurred in SAP, resulting in outstanding POS balances. This can be verified through FAGLL03, where invoice and billing documents can be linked with the code available in the text column.
❖ VPMO booking: While booking the VPMO and crediting VP clearing accounts, the appropriate check box for VPP should be clicked to enable proper accounting and clearance of their respective documents. The proper procedure for clearing COD receipts and its remittances to the sender may be followed through CSI only.
❖ Third party transactions: Third party transactions like WUIMT etc, which are not integrated with and not functioning in CSI POS, be done with DOP cash and voucher posting be done with reference to the Hand to Hand book of receipts and payments as tallied by the respective PA.
❖ Verification of Voucher posting: Once the Voucher posting is completed for the day, it may be cross-verified with the shift report figures as generated in POS for that particular day. Any variation be reconciled immediately and posted.
❖ Remittances: While making cash remittances between HO and SO, the prescribed workflow should invariably be followed. In case of Remittances from SO to BO and BO to SO, when Workflow is not functioning, direct posting with single DOP GL be avoided. In such cases also SAP GL of cash in transit should be used.
❖ Certification of voucher posting: The entire voucher posting be supported by a voucher, which should be signed and approved by the PM/ SPM. In case of voucher posting relating to Finacle and PLI/RPLI, the signed copy of Excel sheet be used as voucher and Document number be mentioned therein.
❖ Traceability of payments/ receipts: Every payment /receipts should invariably supported by voucher/List and the Document number in which it is posted be mentioned in the Voucher.
❖ Cheque clearance: The Clearance of Inward and outward cheques received for various transactions be processed through FSI and the GL of POR Chennai be used for the cheques got realized through Chennai Grid. Separate procedure issued by PAO Bangalore be invariably followed.
❖ Accounting of BO transactions: As all the BOs are under Non CSI as BOs are not computerized, the transactions posting thereon be checked by taking ZFR_Day report for the Branch Office and its data be checked with the Hard copy of respective BO daily Account. No activity be kept backlog and the day’s work be completed and tallied on the day itself.
❖ Verification of one-time customer GL: For any Transactions in POS, an invoice is generated with one time customer GL for walk in customer and it should be ensured that it will be zero at the end of the day. Cross check with reference to FAGLL03. Any variations should be reported with raising tickets.
❖ Use of correct document type: While doing voucher posting, correct document type of
CSI be used.
❖ Posting of Bank Scrolls: The Drawings from Bank clearing account and remittance to bank Clearing GLs should be cleared on posting of entries on receipt of Bank Scrolls.
❖ Care in selecting proper field in POS transaction: Proper care may be taken while feeding appropriate fields while making POS transactions, especially while scanning bar codes. There have been instances of barcode being fetched in Amount field wrongly. Even after reversal entry, the account shows distorted figures. Hence avoid such instances.
❖ Records: Every office must take a print of the day’s account which is to be signed by Head of the office. All vouchers/lists etc be sent to HPO duly noted with document number. HPO will send such vouchers and lists along with its records to PAO Bangalore.
❖ General Check at HPO: The HPO shall check the SO/BO accounts by accessing the data online. No need for taking print outs for rendering accounts to HPO by SPOs. The Postmaster concerned shall have to nominate such employees and role be authorized. It is the duty of the Postmaster to ensure check on day to day basis and raise such objections deemed fit and also raise tickets with TCS. The Divisional Head may obtain revised MDW consequent on CSI Roll out and examine and approve accordingly.
Standard Operating Procedure - POS machine at Post Offices
Preamble:
In order to provide digital payment options to the customers of India Post, the Department has approached the largest Bank in the country viz. State Bank of India to provide the Point of Sale (POS) terminals which can be used to make card-based payments. These POS machines will be initially used to book domestic and foreign speed post, Registered Letters/Parcels, Money Orders & buying stamps and any other transactions being done by Post Offices (except Banking/Insurance transactions).
OPERATING PROCEDURE:-
1. The Postal Assistant (PA)/Sub Postmaster (SPM) in respect of counter operations will accept valid debit/credit & prepaid cards
2. CEPT Mysore has release the updates to modify the Point of Sale module in Meghdoot to accept cash/card mode.
3. PA/SPM will enter the category of transaction, Transaction number (eMO/SP/Regd) and amount for the transaction for which data will flow to CEPT server at the day end.
4. Counter PA at the end of the day while handing over the transactions to the Treasurer will account for the card based transactions amount as part of cash and handover related vouchers along with the daily report thereof generated in the desktop application
5. The treasurer will enter the total of such card based swipe machine receipts in his Treasurer’s Cash Book (TCB) and preserve the daily consolidated report alongwith the receipts which are received from the counter PAs.
6. Respective entries will also be made in the HO summary and HO cash account.
7. Similarly in respect of Sub Post Offices (SO) the daily account will show the details of cash and swipe vouchers in respect of each category of accounts.
8. The entries will be entered in the SO summary at HO. Necessary fields of swipe machine receipts in the Treasury modules of Meghdoot can be customized by installing the updates released by CEPT.
Accounting Procedure:
1. One Nodal office for DOP (Hyderabad GPO) has been identified for the purpose of settlement of payments by SBI to the Postmaster Account. This settlement will be made on T+1 basis one consolidated entry (remittance to bank).
2. Accountant of the nodal HO will tally the T+1 settlement entry with reference to the MIS daily report provided by the CEPT and with the amount in the HO cash account under the head Card Swipe machine charges category wise provided to the user of the nodal office. The nodal office will also reconcile the information with reference to the Bank scrolls and take it into account of “Card Swipe machine receipts” in receipt side and as bank remittance towards the “Card Swipe machine payments”. Any discrepancy is to be reported by the Postmaster to settle the issue with SBI.
3. At accounts section, One schedule will be generated for the Card Swipe machine transactions and the same will be reconciled with the MIS provided by SBI.
4. For generation of MIS, SBI will share all the details of machine transactions like date, machine number, office name, office pincode, Transaction number, category of account and amount to CEPT server.
5. CEPT taking the transaction data from Meghdoot application of post offices where POS machines are installed will develop a MIS portal which shows all the MIS reports for the day and the fortnight and Month.
6. Circle DA(P) of each Circle will carry out the monthly reconciliation of payments by means of Schedules of “Card Swipe machine Receipts” and “Card Swipe machine Payments” received by each HO and consolidated amounts will be certified to the DA(P) of AP Circle so as to carry the consolidated reconciliation with the Bank Scrolls of the Nodal HO in respect of the All India Receipts and Payments.
7. CEPT Mysore should develop a module whereby reconciliation is automated by matching the card based transactions made by all Circles with the amount received by SBI.
Card Usage Instructions:
1) The Post Office should not levy any charges on the card holder for permitting the customer to use a valid card.
2) The Post Office shall not place any minimum transaction limit for using a valid card.
3) The Post Office shall ensure that the card is a Valid Card and shall swipe the card on the PoS terminal and enter the details of the transaction as displayed and ensure that Reserve Bank of India guidelines which requires entering of PIN (as applicable) as well as Non PIN cards are also accepted.
4) Post Office shall ensure entering of PIN by the card holder and to ensure that while entering of PIN sufficient privacy is given to the card holder.
5) The Post office shall obtain the signature of the card member on the charge slip and verify the same with the signature of the Card Member on the back of the Valid Card. In case of a photo card, Counter PA shall also verify that the photograph on the card matches with the card holder.
6) The Post Office will initially not allow or make any cash advances and/ or cash refunds directly to the Card Members. The Post Office will allow card holders to perform transactions equivalent to the amount utilized for the service.
7) DOP will be responsible to the demurrages due to official negligence otherwise the regular maintenance of the machine to be covered by AMC with SBI.
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