Postal Traffic and Weighment System

Postal mails are carried in special postal vehicles, ordinary vehicles with reserved mail space, or by guards/mail peons.

Half-yearly mail conveyance programs are created and shared with railway managers in January and July. Other mail needs are arranged as needed.

Railway stations send accommodation reservation details to Railway Managers by January 21st and July 21st, or agreed dates, using Appendix XII/A.

Returns must specify the exact space or compartment length for mail carriage in postal vans or non-postal vehicles.

Returns are provided twice a year, in January and July.

Mail bags are transferred to the Station Master by the Postal Department, along with a duplicate mail list.

Divisional offices consolidate accommodation return data and send it to the Traffic Accounts Office on a half-yearly basis.

When mail is diverted due to disruptions like breaches, and the new route is used for more than 14 days, the Postal Department pays for the extra distance traveled.

Detailed records of mail transported on a longer route due to diversions must be sent to the Divisional Office for billing.

Mail bags not covered by daily service are treated like parcels, with a mail list in duplicate, and booked for transport.

Instead of a railway receipt, occasional mail despatches get an acknowledgment on the mail list, one copy of which becomes a voucher.

Fees for occasional mail despatches are calculated based on weight per kilometer, with a minimum weight and a minimum payment per despatch.

At the destination, the mail bags are recorded in the parcels delivery book and signed for by the postal official receiving them.

When a mail bag is transported daily for the first time between stations, the Station Master needs written authorization from postal authorities.

Weighing mail bags by Postal Department officials, in the presence of Station Masters on specific dates, to determine the weight for half-yearly adjustments.

Triplicated documents recording the weight of mail bags/parcels, signed by both Postal Department and Station Master officials.

For a new daily mail bag service between stations, the station master needs a written requisition from the postal authorities, stamped and signed.

Charges calculated based on the total weight of mail bags recorded in the mail lists.

Specific dates (January 21st and July 21st), or subsequent Wednesdays, for preparing mail returns, if the original dates fall on weekends.

Office responsible for calculating and managing half-yearly mail charges.

Railway disruption of mail service for more than 14 consecutive days due to breaches, accidents, etc.

Adjustment in service charges for affected postal mails due to interruptions exceeding 14 consecutive days.

The exact space or weight utilized during a service resumption in cases of prior interruption for mail service.

Manager of rail divisions, forwarding details of half-yearly mail and parcel statements to the Traffic Accounts Office.

A form (G-1403) used to document and transmit amounts collected by departmental officers for eventual remittance to the cash office.

A separate form (Com./C-11 Rev.) used by Station Masters to record various types of revenue received at the station, including those from departmental officers.

A record at the station that lists all cash receipts, including miscellaneous receipts, for a specific day, before being transmitted to the Cashier.

Document used to record and send the station's total cash collection for daily transactions, including miscellaneous receipts, to the cash office.

Departmental officers provide a miscellaneous receipts transmit note (Form G-1403) to Station Masters, who then record them in the Cash Transmit Note of Miscellaneous Receipts (Form Com./C-11 Rev.). These receipts are then entered into the Daily Trains Cash-cum-Summary Book before being shown as a single sum in the daily Cash Remittance Note sent to the Cashier.

When the Postal Department needs more space than usual for mail transport, they submit a requisition form in triplicate.

The Station Master ensures the additional space is provided, records details, and sends a copy to the Divisional Office.

One copy of the requisition, with the Station Master's acknowledgment, serves as proof of the extra space allocated during transport.

The Divisional Railway Manager compiles all the extra accommodation requisitions received from stations and submits them to the Traffic Accounts Office.

On the first day a new mail bag service starts, the Station Master must weigh the bag and forward the original requisition with the weight noted.

When regular mail delivery stops, the Station Master obtains a notice from the postal official, weighs the last bag, and forwards both documents to the Divisional Office.

The Station Master needs written notice from the postal official when regular mail service is discontinued, even if no prior notice was given.

The Divisional Railway Manager gathers and summarizes monthly data on mail bag weights, extra accommodation, and service changes sent to the Traffic Accounts Office.

The Traffic Accounts Office calculates and charges the Postal Department for any extra space utilized beyond the regular mail service.

The Station Master plays a crucial role in coordinating mail transport operations, including weighing mail bags, handling extra accommodation requests, and documenting service changes.

The process of sending mail bags from one railway station to another, following specific procedures and documentation.

The process of receiving mail bags at a railway station, checking their condition, and documenting their arrival.

A regular schedule for transporting mail bags between stations, with charges calculated based on weight.

The specific dates (January 21st and July 21st) when mail bags are weighed by a Postal Department official in the presence of the Station Master.

The mail list, prepared in triplicate, records the weight of each mail bag or parcel and is signed by the Station Master and the Postal Department official.

The Traffic Accounts Office uses the total weight of mail bags recorded in the mail lists to calculate the half-yearly charges for mail transportation.

The Statistical Day is January 21st or July 21st, but if these dates fall on a weekend, the Wednesday following is the statistical day for preparing mail returns.

When mail cannot be conveyed by railways due to disruptions exceeding 14 days, rebates are considered and adjustments are made by the Traffic Accounts Office.

The Divisional Railway Manager is responsible for collecting data on mail bags and parcels transported on the railway and forwarding these details to the Traffic Accounts Office.

The Station Master coordinates with the Postal Department, weighs mail bags, handles extra accommodation requests, and documents service changes related to mail.

In cases of mail service interruptions, the actual space or weight used for mail transport on the day service resumes, or other advised days, is considered for calculating charges.

The Divisional Railway Manager submits a half-yearly statement to the Traffic Accounts Office, detailing the mail bags and parcels carried under the weighment system.

The process of recording and accounting for all telegraph money receipts, including cancellations and refunds.

Various revenue sources at stations besides telegraph charges, such as sales of timetables, unclaimed goods, and fines.

Examples include: excess cash received, registration fee forfeitures, building rent, vendor licence fees, water sale, fines, and sale of grass or trees.

When the Postal Department needs more space than usual for mail transport, they request extra accommodation.

The Station Master provides extra space and documents the request, sending a copy to the Divisional Office.

On the first day of a new mail service, the Station Master needs to weigh the mail bag and attach the weight to the original requisition.

When a mail service ends, the Station Master needs to weigh the last mail bag and document it with a notice from the postal official.

A manual log kept at stations with retiring rooms, recording daily occupancy.

A printed or handwritten receipt given to passengers using retiring rooms, proving payment.

Charges collected for using retiring rooms are recorded in the station's daily cash summary book.

Passengers staying beyond 24 hours must pay additional charges and get a new ticket or receipt.

No refunds are given if a passenger leaves early. Cancelled tickets are signed by the Station Master.

A form (G-1403) used to document and transmit amounts collected by departmental officers for eventual remittance to the cash office.

They receive the Miscellaneous Receipts Transmit Note from departmental officers, record them in the Cash Transmit Note of Miscellaneous Receipts, and then enter them into the Daily Trains Cash-cum-Summary Book before finally sending them to the Cashier as part of the daily Cash Remittance Note.

It's a record kept at the station that lists all cash receipts for the day, including miscellaneous receipts, before the station's total cash collection is transmitted to the Cashier.

It's a document used to record and send the station's total cash collection for daily transactions, including miscellaneous receipts, to the cash office.

It's a form (G-1403) used to document and transmit amounts collected by departmental officers for eventual remittance to the cash office.

It's a form (Com./C-11 Rev.) used by Station Masters to record various types of revenue received at the station, including those from departmental officers.