RESOLUTIONS OF THE 6TH CIRCLE CONFERENCE:
Ref. No: AIPSBCOEA/Resolutions of 6th Circle Conference/TN/2022 Dt-01.07.2022
To
The Chief Postmaster General,
Tamil Nadu Circle,
Chennai- 600 002.
Sub: Resolutions of the 6th Circle Conference of AIPSBCOEA held on 24.06.22 & 25.06.22
at Madurai …
Ref: 1. Directorate Letter No.Q-25/11/2022-PE-I-DOP Dated 09th May, 2022.
2. Directorate Letter No. 1-2/2021-IA/932 to 1052 dated 21.10.2021.
3. Directorate letter No.25-10/2016-PE-I, DOP (PE-I-Section) dated 07th July, 2020.
4. Directorate letter No.25-10/2016-PE-I(PE – I Section) dated 30th July, 2021.
The following Resolutions were passed unanimously in the 6th Circle Conference of the All India Postal SBCO Employees Association held on 24.06.22 and 25.06.22.
RESOLUTIONS TO BE FORWARDED TO DIRECTORATE:
1. Change of control to GM PA&F/AO or merger with DAP:
With reference to the Directorate Letter No.Q-25/11/2022-PE-I-DOP Dated 09th May, 2022, the SBCO and ICO(SB) to be either brought under the control of GM PA&F/AO or Unification to be done with DAP as both SBCO and DAP were part and parcel of AG P&T earlier with similar nature of work even today.
The SBCO and ICO(SB) branches were introduced in the Department of Posts bifurcating from Accountant General , Posts & Telegraph as per the order of AG P & T No. Admn. III/5(S)4A- KWiii/2806 Dated at Simla the 31st March 1964. The aim of the bifurcation was to transfer of Audit and Accounting work to the HPO. Since then, SBCO has been performing the Audit and Account functions of the various POSB categories of accounts involving crores of Rupees of lacs of Depositors.
The Savings Bank Control Organisation was set up w.e.f 01.01.1960 with the approval of AG P & T, CAG and Ministry of Finance to ensure an On-Spot Checking over the work of Small Savings Schemes for audit & accounting, vouchers checking & reconciliation work vested within AG P&T which has its own separate identity other than existing PA Cadre in the Department being their nature of duties identical to the Audit & Accounts wing.
Through an Act of amendment by Nodal Ministry (Ministry of Finance) Small savings Audit & accounting work was transferred from the Audit office to the Post Office in 1964 with formation of new nomenclature as “SBCO”.
On similar lines the Account wing was also introduced in the Department of Posts w.e.f 01.04.76 in the form of Office of Director of Accounts (Postal).
Both the wings were previously part of AG P & T.
Shri. J.S. Bhatia Member P & T Board (FD & AF) formulated a separate manual known as “Postal Manual of SB Control, Pairing & Internal Check Organisation” for duties of SBCO staff headed by AO ICO(SB) on the pattern of P& T Audit.
Prior to 1.8.1991, the existence of the SBCO cadres are as below,
Head Clerk/ JAO/Supervisor SBCO
U.D.C.
L.D.C
Class IV official
The role of SBCO officials may be redefined accordingly to suit this CBS and GL integration scenario as written in detail by the Association in the above mentioned letters. The role of Auditors (SBCO officials) play an important role in the POSB checking/accounting/auditing which is to be redefined and modified so as to match with the current scenario.
v The administrative control of SBCO to be changed from the Superintendent of Post offices to the GM PAF which is our long lasting demand to work more effectively and independently.
Time and again, our Association is demanding that the SBCO wing should be brought under the control of Director of Accounts (Postal) for effective functioning as both the wings are performing the same nature of work and bifurcated from the AG P&T only. Of late an order was issued assigning the work of NSCs & KVPs to SBCO which was previously done by DAP w.e.f 01.07.2016 vide SB Order 06/2016 issued vide No.32-01/2016-SB Dt.21.01.2019. In our strong opinion, an robust internal audit should be mooted out for POSB like various audit organizations (ie) P & T audit General, Audit Civil Audit, Defence and Railway Audit, striving for the safety of public money.
In Finacle the SBCO Auditor’s manual issued by India Post reveals that all the transactions are to be verified by the SBCO staff or auditor and all SBCO staff/Auditors have to get login IDs from CEPT, Chennai to view LOT. These lines are incorporated in page No. 03 of the said manual. Accordingly, the entire Manual indicates the detective controls by SBCO/Auditor staff. In the Auditor’s Manual under the head “Detective Controls”-Comparison of Account number and amount in the voucher with LOT, it has been written as however, the SBCO staff or Auditor has to verify all the transactions from the vouchers received from the LOT available in the Finacle.
In this context, it is a compulsory requirement that change of nomenclature as Auditor in place of PA (SBCO). Ultimately SBCO section is dealing entirely with the work of audit i.e. downloading the data from Finacle and voucher checking with most concentration.
The term AUDIT defines “an official inspection of an organizations account by an independent body and it cannot be expected to detect every fraud”. Fortunately the work presently done by SBCO has still coincided with the definition of AUDIT. The SBCO cadre is treated as distinct category in the department so far. POSB is very large banking institution under the Department of Posts having crores of account holders and multi crore of rupees as investment by the people. Proper audit to POSB system is a must and inevitable. In our strong opinion, robust internal audit should, be mooted out in POSB like various audit organizations (ie) P & T Audit, General Audit ,Civil Audit, Defence and Railway Audit, for the sake of safety of public money.
SBCO is performing all the work on behalf of Postal Accounts having similar nature of work. Hence as both DAP and SBCO were formed from the same P & T Audit , SBCO may be brought under the control of DAP which is our very important demand.
v It is pertinent to point out that the duplicate accounting done by SBCO wing has been abolished with induction of CBS & Finacle in POSB banking operations. As such the SBCO wing is now entrusted with sole work of auditing of day to day transactions of POSB and Certificates by the latest orders. This work is being done by the SBCO on behalf of Postal Accounts at all the Head Post Offices. Now the Government/Department should take initiative to re-designate the SBCO wing as POSB Audit wing and rename its cadre as Auditors and make it as part of Postal Audit office. The nomenclature of the staff of present SBCO should be re-designated as “Auditors”, “Senior Auditors”, “ Chief Auditors” ,”Executive Auditors” and “Chief Executive Auditors” as per the cadre/pay levels. It is repeated again that SBCO is performing all the work on behalf of Postal Accounts having similar nature of work. Hence as both DAP and SBCO were formed from the same P & T Audit , SBCO may be brought under the control of GM PAF which is our very important demand.
2. Cadre Restructuring of SBCO:
The Cadre Restructuring of SBCO may be done immediately as nearly two years have been completed since formation of the committee for the same. Cadre Restructuring may be done based on the number of accounts justification, Increase in the Sanctioned strength of PA Posts due to entrustment of excess work after CBS, Nomenclature change, Change of Controlling authority of SBCO to GM PAF as both the wings were earlier part and parcel of P & T Audit and have similar work nature as given in detail in both letters of AIPSBCOEA-CHQ dated 9.7.20, 13.7.20, 30.9.2020, 30.08.2021 and all our previous letters and memorandum.
A committee has also been constituted for Cadre review/restructuring of Gr ‘C’/Gr ‘B’ (Non –Gaz) of PAOs vide memo dated 05.03.2020 under the chairmanship of Sr. DDG (PAF). As our Association is already demanding for bringing the SBCO staff under the Director of Postal Accounts(PAO); the Cadre restructuring may be done for SBCO by bringing SBCO under the Control of GM PA & F as both the wings are performing the same kind of work. Moreover, SBCO is discharging its duties w.r.t to all the SB Categories as per procedures on behalf of GM PA & F ONLY at H.O level. So, the change of Control of SBCO to GM PA & F is inevitable and SBCO staff may be centralized at regional levels for effective functioning of the Cadre and also to avoid the undue hardships faced by the SBCO officials during every tenure of their transfers and to work with full dedication and mental peace.
On behalf of AIPSBCOEA CHQ, it is requested that Cadre Restructuring may please be done immediately without any further delay as already its more than two years have passed since the first meeting of the proposal and more than 5 years since done for the General line PAs. Due to this inordinate delay, all the SBCO officials are facing great monetary loss because of unavailability of selection grade posts in the wanting places for accepting the same (or) because only very few posts are available altogether.
3. One time relaxation in RRs of HSG I & HSG II for SBCO:
Our Association would like to bring to the kind notice of the honorable Chief Postmaster General, that in SBCO there are so many HSG I and HSG II posts lying vacant due to very few eligible officials in the feeder cadre of LSG posts. This creates a lot of problems in almost all units wherever the HSG I and HSG II posts are vacant as the junior officials who have just entered the Department are forced to look after the duties of the Supervisory (HSG I & HSG II) Posts and are overburdened. Hence our Association requests that one time relaxation in RRs of HSG I and HSG II Posts may be given for SBCO officials so that the eligible officials in LSG posts may be accommodated in the vacant HSG I and HSG II posts. Also the PA/SBCO will have promotional chances to LSG as a result of this.
4. Revised time factor:
The revised time factor is to be framed for the new works assigned vide the SB Order 4/2021 dated 8.3.2021, SB Order 3/2022 dated 18.02.2022 and the orders issued thereafter. The adhoc norms time factor issued vide the Directorate’s letter No. 25-11/2019-PE-I/WS(PE-I Section) dated 24th May 2019 does not include the new works assigned. Hence revised time factor is to be framed including the works of Deleted, Unverified transactions, manual corrections and office accounts to review the establishment of all SBCO units.
RESOLUTIONS TO BE ESCALATED AT CIRCLE LEVEL:
5. Officiating arrangements in the Supervisory vacancies/Temporary down gradation of the HSG I & II Supervisory posts in SBCO:
With reference to the circle office letter No. STA/76-Union/16 dated at Chennai 600 002 the 23.09.2020 & 05.03.2021 instructions were given to all the Regional Postmasters General for making arrangements in LSG/HSG II/HSG I Cadres of SBCO. Even in the minutes of the four monthly meeting held on 24.03.2022, it was replied to the Association that the Regions will again be directed to examine the situation and take necessary action for arrangements in Selection grade supervisory posts in SBCO cadre (LSG/HSG II/HSG I). But still the instructions are not followed by any of the regions and almost all the Higher Selection Grade Supervisory posts are still kept vacant. The junior most officials who are inexperienced and not drawing the pay scale of that post are compelled to shoulder the responsibility and are doing their own seat work in addition. Hence, all the Regions to be instructed to follow the Circle office orders dated 23.9.20 & 5.3.21 to make arrangements in SBCO for filling up of the Supervisory posts immediately which do not cause any monetary loss to the Department as already the officials who are drawing the respective Grade pays of LSG/HSG II/HSG I are only to be considered for making the arrangements.
In case the arrangements are not done in the Higher Selection Grade Supervisory posts of SBCO cadre, then those HSG II/HSG I posts lying vacant for years together may be downgraded temporarily till the regular incumbents assume charge in the Posts.
This will enable many SBCO officials to accept their LSG promotions without declining which will be beneficial to them as well as to the concerned units of SBCO where the higher selection grade supervisory posts are lying vacant for years together.
6. Staff shortage:
Tamil Nadu Circle:
|
REGIONS |
SANCTIONED STRENGTH |
WORKING STRENGTH |
||||||
|
|
HSG I |
HSG II |
LSG |
PA |
HSG I |
HSG II |
LSG |
PA |
|
CCR |
1 |
6 |
8 |
83 |
0 |
0 |
6 |
68 |
|
CR |
1 |
3 |
11 |
83 |
0 |
0 |
4 |
39 |
|
SR |
2 |
5 |
13 |
112 |
0 |
0 |
9 |
70 |
|
WR |
1 |
4 |
11 |
91 |
0 |
0 |
4 |
58 |
|
TOTAL |
5 |
18 |
43 |
369 |
0 |
0 |
23 |
235 |
One third of the total sanctioned strength is vacant throughout the Circle in SBCO. Hence priority may be given while filling up of vacancies through Departmental exams viz the 40% of PAs promoted from MTS may be posted at SBCO to enable the smooth functioning of the branch without pending of voucher checking and to perform the additional works assigned vide the SB Order 4/2021 dated 8.3.2021. Vide the Directorate’s letter mentioned in the reference the reply given to the AIPSBCOEA CHQ letter point no 4. Regarding suggestions to fill up all vacant posts in SBCO, “ In respect of PA Assistance to all the SBCO units, vide Point No. 14 of SB Order No. 5/2016 dated 21.06.2016, already there is direction that Divisional Heads shall provide necessary help from Post Office staff to SBCO wherever there is shortage of staff. Hence, the issue may be settled at Circle Level”. Hence directions may kindly be given to all the regions/divisions to follow the SB Order 14/2015 & SB Order 5/2016 dated 21.06.2016 for providing PA Assistance to all the needy SBCO units.
Also the vacant posts of PA SBCO may be filled on priority basis with the new recruits who join from time to time.
7. Establishment of ICO (SB) at Circle Office:
As per the Directorate letter mentioned in reference 2 above, Checking of SBCO operations, taking remedial actions in case of shortcomings, monitoring/checking of various office accounts, minus balance, SBCO objections, FRMU alerts, AML/CFT norms, status of number of accounts in POSB schemes, Jan suraksha schemes and bank reconciliation status in various Hos in the Region/Circle, review of fortnightly OM statement, review of monthly report based on the revised IA Mechanism and Quarterly report review are assigned to the AO/AAO (ICO SB) posted in all the Regional offices of the circle.
The Regional ICO(SB)s need to send the reports/compliance relating to all the above works to the circles and the ICO(SB) unit in the circle need to consolidate the reports of all the regions and forward to the higher authorities for further remedial actions.
In this scenario, one ICO (SB) section was functioning at Circle office since years together which is now shifted to the O/o the Postmaster General Chennai City Region. The need of ICO (SB) at Chennai City Region is now fulfilled. But at Circle level one ICO (SB) unit is needed to be established to consolidate the work of all the four Regions in the Circle. At least one LSG Supervisor and one PA SBCO official may be posted at Circle Office to attend the SBCO related works and dealings, as without such establishment it will cause delay or accumulation of works coordinating all the Regions and common issues of SBCO.
8. Posting of two PAs in all the ICO (SB) units:
In accordance with the Directorate Letter No. 1-2/2021-IA/932 to 1052 dated 21.10.2021 Modified internal audit mechanism is assigned to the AO/AAO ICO(SB). Checking of SBCO operations, taking remedial actions in case of shortcomings, monitoring/checking of various office accounts, minus balance, SBCO objections, FRMU alerts, AML/CFT norms, status of number of accounts in POSB schemes, Jan suraksha schemes and bank reconciliation status in various Hos in the Region/Circle, review of fortnightly OM statement, review of monthly report based on the revised IA Mechanism and Quarterly report review are assigned to the AO/AAO (ICO SB) posted in all the Regional offices of the circle.
Hence, all the four Regions to be posted with two ICO (SB) PAs uniformly. The Western and Southern Region ICO (SB) units are working with 2 PAs each whereas the Central and Chennai City Region ICO (SB) units are working with only one PA each. Both the CR and CCR ICO (SB) units may also be posted with one more PA SBCO each so that the work load can be managed. One PA is to go for inspection along with AO/AAO and another PA is to be at office to attend all the correspondence, staff dealings, compliance reports and other file works without accumulation of the same.
9. Training and workshop to SBCO officials as and when any SB Order issued:
A common training may be given to all the SBCO officials throughout the circle for performing the new roles assigned vide the SB Order 4/2021 dated 08.03.2021 w.r.t Deleted, Unverified transactions, manual corrections and office accounts, the SB Order 3/2022 dated 18.02.2022 and the orders issued from time to time thereafter. Each unit is doing the works according to the knowledge of the staff of that unit which is not a correct one and which may lead to undue problems in future.
10. To Include Sr. Accounts officer/AO/AAO, ICO(SB) in transfer/Posting committee:
The Sr. Accounts officer/AO/AAO, ICO (SB) should be a member of the transfer committee for ensuring proper transfer movements of the SBCO officials.
It is kindly requested to forward the resolutions 1 to 4 to Directorate for further action. The resolutions from 5 to 10 may kindly be escalated at Circle level for settlement of the same.
A line of reply is solicited please.
With regards,
-Sd-
/ SHP JasmineJalal Begam /
Circle Secretary
LIST OF CIRCLE OFFICE BEARERS ELECTED UNANIMOUSLY IN THE 6TH CIRCLE CONFERENCE:
Ref. No:AIPSBCOEA/Circle Office Bearers list/Tamilnadu/2022 Dated- 01.07.2022
To
The Chief Postmaster General,
Tamilnadu Circle,
Chennai- 600 002.
Respected Sir,
Subject: List of Circle office bearers elected unanimously in the 6th Circle conference of AIPSBCOEA for approval of the same and grant of trade union facilities for the next two years reg…
The list of the Circle Office Bearers of the All India Postal SBCO Employees Association who were elected unanimously in the 6th Circle Conference of Tamilnadu Circle on 24th & 25th June 2022, at Sri. Sokkanathar kalyana Mandapam, North Masi Street, Madurai 625 001 is submitted in the Annexure. It is kindly requested to approve the same for the next two years and grant all the trade union facilities for smooth and active functioning of the Association.
-Sd-
SHP.Jasmine Jalal Begam)
Circle Secretary
Copy To:
1. The Postmaster Generals Chennai City Region/Central Region/Western Region/Southern Region.
2. The Asst Director SR/Welfare, O/o the Chief Postmaster General,T.N. Circle,Chennai-2.
3. All the Office Bearers of AIPSBCOEA.
4. All the members of AIPSBCOEA in Tamilnadu Circle.
5. The General Secretary, AIPSBCOEA, 1st Floor, North Avenue Post Office Building, New Delhi- 110 001.
-Sd-
(SHP.Jasmine Jalal Begam)
Circle Secretary
ANNEXURE
The All India Postal SBCO Employees Association’s 6th Circle Conference was held at Madurai on 24th and 25th June 2022 and the following office bearers were elected unanimously.
President: MPP. Karthikeyan ,PA/SBCO, Tallakulam H.O. Madurai-2.
Vice presidents: 1. G. Gopalakrishnan ,LSG Supervisor, Pollachi H.O.
2. C. Idayanathan, LSG Supervisor, Mannargudi H.O.
3.C. Jayashankar, LSG Supevisor,Tiruvannamalai H.O.
Secretary: SHP. Jasmine Jalal Begam, LSG Supervisor, Park Town H.O.
Asst. Circle Secretaries: 1. D. Pradeep, LSG Supervisor, Ranipet H.O.
2. A. Kesavan , LSG Supervisor, Tiruchendur H.O.
3. A.Venkatesh , PA/SBCO, Thanjavur H.O.
4. K.R. Gokulakrishnan , PA, ICO(SB), O/o the PMG, Western
Region, Coimbatore.
Org. Secretaries: 1. S. Rojakannan, LSG Supervisor, Bhavani H.O.
2. S.Gayathri, PA SBCO, Mylapore H.O.
3. M.Anitha, PA SBCO, Arasaradi H.O.
4. K. Karthigeyan, PA/SBCO, Trichy H.O.
Treasurer: K.R. Jeevan ,PA,ICO(SB), O/o the PMG, Chennai City Region, Chennai -2.
Asst. Treasurer: Smt. M.Vijayanavaneethamary, LSG Supervisor, Periyakulam H.O.
T. Prema LSG Supervisor, Tiruchengodu H.O. had been nominated as Auditor for our Circle Association.
-Sd-
(SHP.Jasmine Jalal Begam)
Circle Secretary
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