CLEANLINESS
IS NEXT TO GODLINESS; KEEP YOUR
ENVIRONMENT CLEAN PLEASE.
IMPORTATANT
POINTS TO BE KEPT IN MIND BY A SBCO OFFICIAL IN THE DAY TO DAY WORKS
Prepared
by:
Team
of members of AlI India Postal SBCO Employees Association (NFPE) in the interest of SBCO officials
PREAMBLE:
THE
ISSUE OF BELOW CIRCULAR IS IN THE
INTEREST OF OUR STAFF. The Manual on control procedure, issued by our
department, is based on the Manual working method whereas presently we are
using the V2/SP/CBS softwares. However,
the most of the Rules/concepts mentioned in the manual still holds good and
knowledge of the manual is indispensable.
CONSIDERING
THE FACT THAT LARGE NO. OF PAs HAVE JOINED THE SBCO RECENTLY, FEW IMPORTANT
POINTS IN OUR DAY TO DAY WORK HAVE BEEN OUTLINED BELOW. FOR
ANY DOUBTS/CLARIFICATIONS ON THE POINTS GIVEN BELOW, YOU MAY KINDLY REFER THE SB
MANUALS ESPECIALLY THE
MANUAL ON SB CONTROL PROCEDURE.
OUR
INTENTION IS NOT TO REPRODUCE EACH AND EVERY WORD IN OUR CONTROL PROCEDURE BUT
TO OUTLINE ONLY FEW OF THEM. ALL FRIENDS ARE REQUESTED TO STATE THE MAJOR
OMISSIONS/MISTAKES IN THE CIRCULAR
ISSUED BELOW SO THAT A PUCCA MINIATURE GUIDELINES MAY BE CIRCULATED AMONG OUR
STAFF IN FUTURE.
CIRCULAR ON IMPORTANT
PROCEDURES IN OUR DAY TO DAY WORK
1. INTRODUCTION OF SBCO IN
HPOs:
After
the takeover of control accounts from the erstwhile Audit and Accounts office,
the Savings Bank
Control Organization has been set up in each HPO since middle of 70’s to
maintain control/audit the accounts of Savings Bank. The Control Organization consists of Supervisor
and Postal Assistants and in some offices only the Postal Assistants, with the
senior most of PA as the incharge of the branch.
This Organization is under the
administrative control of various authorities like the PMG of the region/the
SSPOs/SPOs/Gazetted PMs. The Postmaster
of the HO has control over the attendance of the staff and he has to ensure
that the SB branch fully cooperates with the SBCO in discharge of its
duties. While the SBCO staff are
considered as Circle cadre staff, the DPS of the region, where the official is
working, is the appointing authority for the SBCO staff concerned
2.MAIN FUNCTIONS
OF SBCO:
- Maintaining the accounts
of all Savings Bank Schemes.
- Carry out check of
vouchers
- Check of non-cash
transactions.
- Verify the binder/ledger
balances periodically(presently it ma y be taken as balances available in
the system)
- Safe custody of
important records, like vouchers, undelivered passbooks, un utilized
cheque leaves etc.
- Check the annual
calculation of interest cum silent accounts
- Maintenance of objection
registers
- Submission of periodical returns to Divisional office,
Regional office, Circle office and GM (PA&F)
- Submission of any other
information called for by higher authorities
The Organization has a very
important role in respect of Savings Bank operations. Unless the performance of
this Organization is efficient, the working of Savings Bank system in the
department will become clumsy.
The work of Supervisor/PA Incharge
of is SBCO is many-fold; he has to co-ordinate the activities of both SB and
SBCO branches and has to have frequent touch with the higher ups including the
Postmaster of HO for the smooth functioning of the branch. The Supervisor is
also required to have good liaison with the SOs so that the performance of the
SOs are on higher level.
3. RECEIPT OF DAILY RETURNS WITH
CONSOLIDATION & SCRUTINY BY SBCO SUPERVISOR :
SBCO
plays an important role here. The SB branch is required to submit SB returns of
all categories on day-to day basis after completion of relevant works. SBCO has to take the returns very cautiously
as there are chances of following omissions in submitting the Consolidation.
·
The consolidation is not tallying with
the HO and SO summary
·
The interest has been wrongly booked
·
The columns such as Default fee
collected, Refund of default fee, rebate on advance deposits are either booked
wrongly or not booked in RD scheme.
·
The bonus and deductions in respect of
MIS category has been wrongly booked or not booked
·
Not noting ‘will follow’ item, if any,
in the remarks column of the consolidation.
·
The closed Pass books of RD, MIS and
SCSS categories are not attached with the vouchers concerned.
The
above points are only illustrative and not exhaustive. The SB branch should
ensure proper submission of SB returns to SBCO on day-to day basis. Only if the
returns are submitted on daily day –today basis, other activities of SBCO could
be carried out and timely submission of no. of live accounts and statistical
reports to the authorities concerned is possible which in turn helps in getting
the remuneration for SB activities from the Finance Ministry.
On
receipt of returns, pl vfy Whether LOTs
and vouchers as mentioned in the consolidation are received and if any item is
not received, make an entry in the Will follow register and note the same
against the office in the Consolidation.
Pl
vfy whether the LOTs are affixed with HO date stamp and remarks “Posted” and
“Checked” are given with the signature of PA and APM (SB) of the SB branch
respectively for the centralized categories and for decentralized categories
remarks “checked” with the signature of the APM (SB) are available.
If
the above mentioned points are not done by the SB branch, bring the matter to
the Postmaster through “Supervisor office note”. If it is continuing, bring the
matter to the Head of the Division.
In
r/o RD LOTs, pl verify whether the lists of MPKBY & SAS agents are
correctly tagged as brought in the LOT. If not, pl raise the OM and make an
entry in the ‘Will follow’ register.
The
“will follow” register is to be put up to the Postmaster every week for signature.
4.CHECK OF
VOUCHERS With Respect To LOTs:
The PA concerned will check the
entries in the LOTs wrt the respective vouchers as outlined in the rules on the
subject. If any discrepancy was noticed
he will raise an objection in the concerned register and note the objection no.
in the LOT/voucher and place them to the Supervisor for approval. He will also ensure that there are no
corrections/over writings in the LOT, the LOT has been signed by the CC/SPM
etc. He will also ensure that all
vouchers have been received along with the respective LOT and if not a remark
has been made in the Will Follow register.
The PA will check the required
quantum of vouchers as per the category and shall record the same in the
register to be maintained therefor. Then
he will be handover the vouchers and voucher checking register to the Supervisor,
for further disposal.
Both the General check of vouchers
and check of vouchers with respect to systems are very important.
If these items of work are done extensively and perfectly more than half
of our control work will become easier.
Further the Wrong BATs/ Over payments / wrong payments etc. can be found
in time. While the control procedure
manual details many items of check, more no. of checks can also be exercised and
by virtue of practical experience and by sharing of knowledge with others, we
can acquire more knowledge on the subject.
5.AGREEMENT OF BINDER
BALANCES:
a.
AGREEMENT in r/o SAVINGS ACCOUNT / NSS & PPF :
Agreement of Savings Accounts,
NSS & PPF binders should be done wrt balances as on 31st March
and 30th September every year.
These agreements will be done between balances in the V2 software and HO
SP software.
The agreement of TD category
accounts will be done based on the balances as on 30th June and 31st
December every year. The TD agreement
will be done between the balances in V2 and HO SP balances.
The cut off date of whose
balances are to be agreed, in respect of
MIS and SCSS accounts are 30th June and 31st
December.
The cut off date for RD
category of account for each SO (agreement to be done twice a year, with a gap
period of six months) will be suggested by the SBCO to RO and after approval
from RO these dates will be put into practice.
The procedure for agreement
of RD/MIS/SCSS is different from SA/NSS/PPF/TD accounts.
Each PA will be having his
own method of agreement of binders.
Irrespective of the path followed, the ultimate aim should be to agree
the balances between the two software.
One such method is as
follows: Before taking up the agreement
work, first ensure that the office-wise balance has been tallied up to date. In order to obtain the list of discrepant
accounts the following methods may be used.
1. Fetching the datas from ‘DB
Analyser – Agreement’ tool wherein we can get the reports and reconcile
the difference in balance of accounts.
2. Fetching the datas from
‘Balance matching tool’ developed in the Western Region
3. Take print out of discrepant
accounts.
4. The discrepancy in balance
may be minimized if
a. The HOSO SB group and HO SB
group are prevented from using ‘Data entry’ option in Sanchay post (SP) option.
Using this option, entries already made in SP, shall subsequently be modified
without the knowledge of SBCO and there by leading to discrepancy. If
correction in SP is inevitable, pl ensure that
it should be made after getting the concurrence of SBCO
b. The discrepancy in accounts
shown during V2Conversion is settled then and there.
c. V2conversion is to be given
on day –to-day basis and tallying the figures with the consolidation every day.
5. Always don’t relay on the
balance in Sanchay post. There are chances of BAT difference after a
correction, posting omission, non-clearance of UP items etc.,
6. If BAT difference could not
be reconciled at the first instance ask for ledger copy / PB from SO by raising
OMs and if any difference is noticed in the transaction, pl ask for revised LOT
/ long book copy to relay on the SO records.
After satisfying these things, make corrections in SBCO records.
7. On completion of settlement
of discrepancy, take print out of account balances, put dated signature below
the end of each binder.
8. Keep the discrepant accounts
print out and the list of balance along with the binder-wise summary and
office-wise of the particular office.
b.
MIS CATEGORY :
Pl maintain a Register of
list of balance sent to SOs that may
contain the following to watch the progress.
MIS
List of balance for the period ending : Date on which sent to SOs:
S.no. office
Dt. on which recd back Dt. of reconciliation of diff. Remarks
1.
The
list of balance at the close of June and December every year for each office is
to be taken printout in triplicate by SBCO
2.
Please
keep one copy as office copy with SBCO and send the list of balance in
duplicate along with a letter
requesting the SPM to verify the balance with SO records and to send back one
copy of the list of balance after due verification by the SO wrt to SP data at
the SO. The SPM may also be advised to
sign the list intoken of having verified the same.
3.
The
list may be sent to SOs by registered post or by entry in SO slip through Sub
accounts branch. Pl ensure obtaining of acquittance of Sub Account PA if the
list is sent to SO through SO slip.
4.
On
receipt of the verified list, make necessary entries in the Register of lists
of balance recd. If the list of balance is not received from the SOs within 10
days after receipt of the same at SO, report the matter to the Divisional Head
immediately and bring the same in the monthly progress report of SBCO
5.
If
any discrepancy is noted by the SO, the same may be reconciled immediately
using normal formalities.
c.SCSS
CATEGORY :
1. In r/o this category, list of balance
is to be prepared by the SOs for the account ending dates of June and December
every year and the same is to be forwarded to SBCO within 10 days of the
following month. Pl maintain a Register of list of balance received from SOs
that may contain the following.
SCSS
List of balance for the period ending :
S.no. office
Dt. on which recd Dt.
of reconciliation of diff.
Remarks
2.
If the list of balance is not received, report the matter to the Divisional
Head immediately and bring the same in the monthly progress report of SBCO
3.
Any discrepancy is noticed, the same may be reconciled immediately using normal
formalities.
Verification
of balance in r/o RD CATEGORY :
1. In r/o this category, list of
balance is to be prepared by the SOs for the account
ending
dates for the selected months in the interval of 6 months every
year and the same is to be forwarded to SBCO within 10 days of the following
month. The select months will not include March & Sept and June &
December every year as the agreement / vfn of balance in r/o other categories
are to be taken up on these months.
2 .Pl maintain a Register of list of balance
received from SOs that may contain the following.
RD
List of balance for I half / II
half year ending ( year ) :
Sl.
no. office Dt.
recd Dt. of completion of Remarks
Reconciliation of diff
Month
: JAN / JULY
Month
: FEB / AUG
Month
: APRIL / OCT
Month
: MAY / NOV
2. If the list of balance is not received,
report the matter to the Divisional Head immediately and bring the same in the
monthly progress report of SBCO.
3. As per the latest directions on the
subject, the RD datas are to be obtained from the SOs for the selected months
and the same is to be uploaded in HO SO sanchay post.
Almost
all HOs in our country are working with SP and V2 software. While the SB branch operates the SP for
centralized category of accounts the SBCO uses the V2 software for
decentralized category of accounts.
The
agreement of balances, for centralized category of accounts, shall be done with
reference to the balances in SP and V2 software, as on the cut off date. The PA doing the agreement work will handover
the agreement sheets, after due agreement of binders, to the Supervisor, after
making necessary corrections in V2 software(if there is a need therefor), after
raising of objections (if there is a need therefor) and after making entries in
the Discrepancy register. He will get
back the agreement sheets from the Supervisor after he completes his
formalities like checking of mistakes found out by the PAs, making of entries
in the Binder verification check sheet, check of OMs raised on mistakes
found and makes
Procedure after decentralization of RD and MIS
schemes:
The
RD and MIS schemes have been decentralized around the year 2003. The working procedure for SCSS scheme is also
almost similar to that of RD/MIS accounts. While detailed ledger postings are
maintained at the SO level for these schemes, no ledger postings etc are being
made at HO level. In HOs where V2
software is under use in SBCO branch, the ledger postings are made in the V2
software (as designed in the ledger format in the software.) The LOTs and vouchers in respect of these
schemes are received at SBCO, from the SB branch of the HO, after preparation
of consolidation journal and other duties vested with SB branch in respect of
these decentralized category of accounts.
The list of balances for RD accounts
will be obtained from the SOs, twice a year, with the balances as on the
prescribed cut off dates. The agreement
of SO RD balances will be done with reference to balances in V2. If there is difference in balances between SO
SP and V2 a copy of the ledger card(s) etc. of accounts, with difference in
balances, may be obtained from the SOs concerned and the same reconciled wrt to
LOTs/vouchers.
Inrespect of MIS category of account a copy of
account balance as on 30th June and 31st December will be
sent to the SOs and the SPMs will be asked to compare the same wrt to balances
in the SO SP and to return the same along with their remarks. The discrepancy
in balances, if any, shall be reconciled by obtaining necessary copy of ledger
cards etc. from the SOs concerned
In respect of SCSS category of account
the SOs will be asked to send the list of balances as on 30th June
and 31st as available in the SO SP and the SBCO will verify the same
wrt to balances in V2. The discrepancy
in balances, if any, shall be reconciled by obtained necessary copy of ledger
cards etc. from the SOs concerned.
VOUCHER CHECKING:
SBCO branch has to carry out the
check of vouchers according to the percentage prescribed in the rules and
record the same in a register in the prescribed format. For the centralized
category of accounts the entries in the voucher are to be checked wrt the SP
software. Inrespect of decentralized
category of accounts the check of vouchers will be general in nature but has to
be recorded like centralized category of accounts.
The following points may be
kept in mind while check of vouchers.
1. Account no., date of transaction.,
amount noted in figures and words, BAT, DLT, signature of the depositor, BO/SO
date stamp impression etc. does not bear any corrections,
over-writings/erasures. The signature of
the depositor should have been verified by the PA (and also by the SPM, if the
amount of withdrawal of Rs.5000/- or above)
|
|
SL
|
CATEGORY
|
GENERAL CHECK
|
% CHECK WITH LEDGER
|
|
1
|
SB
|
All Vouchers
|
4% Deposit check
10% Withdrawal [Compulsory above Rs.5000/=]
20% of closed accounts
|
|
2
|
RD
|
All vouchers
|
4% of deposit transactions
All vouchers of withdrawals, closures, refund of interest, interest
recovered on defaulted installments or on withdrawals repaid and rebate paid
on advance deposits
|
|
3
|
MIS
|
All vouchers
|
a.4% of
deposit transactions
b. All vouchers of premature and final closures.
c. 10% vouchers
of monthly payment of interest
|
|
4
|
TD
|
All vouchers
|
4% of deposit transactions
20% of vouchers
relating to payment of annual interest
Warrant of payments of 20% of closed accounts of heavy
amounts.
|
|
5
|
PPF
|
All Vouchers
|
4% of
deposit transactions.
All vouchers relating
to loans, withdrawals, interest recovered on loans and final closures
|
|
6
|
NSS 87/92
|
All vouchers
|
Warrant of payments of 20% of closed accounts of heavy
amounts.
All withdrawals above Rs.5000/=
|
|
7
|
SCSS
|
All vouchers
|
All vouchers of premature and final closures
10% of vouchers of
monthly payment of interests
4% of deposit
transactions.
The amount of Interest
calculated for new accounts with reference to interest rate to ensure
correctness.
|
It
is same as HO except for the RD, MIS & SCSS schemes which are furnished
below.
|
SL
|
CATEGORY
|
GENERAL CHECK
|
REMARKS
|
|
2
|
RD
|
All vouchers
|
Deposit entries
once in three months with passbook
in r/o single and double handed sub offices w.e.f 15.02.2008
|
|
3
|
MIS
|
All interest wdls
with passbook in r/o single and double handed sub offices w.e.f
15.02.2008
|
|
|
7
|
SCSS
|
[D.G Posts letter No. 5-2/99-SB dated
5.3.2003]
Note
:1. Voucher checking register is to be maintained
categorywsie by each PA. It is suggested
to note the important orders, interest rate and percentage check to be carried
out at the front or last page of the register in order to have a glance at
once.
2.
For RD category, month of deposit entries are to be noted. In SBCO-utility
module, PB of an account can be generated and stored in a separate folder for
each office – month wise noting the account no. and date. of closure as file
name. This may be used as a register replacing a manual register.
THNANKING YOU
ALL
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