Postal Accounts Manual Volume-II PDF

Government of India MINISTRY OF COMMUNICATIONS DEPARTMENT OF POSTS Postal Accounts Manual-Vol. II 2nd Edition September – 2021 Issued by Secretary (Posts) New Delhi-1 © Department of Posts No part of this publication may be reproduced in any material form (including photocopying or storing in any medium of electronic means and whether or not transiently or incidentally to some other use of this publication) without the express permission in writing of Department of Posts. Committing an unauthorized act in relation to a copy-right work may result in both a civil claim for damages and criminal prosecution. No person can export this book outside India except with the written permission of the Department of Posts. PREFACE The Postal Accounts Manual Volume - II contains the rules and procedure to be followed by Postal Accounts offices in conjunction with Business Rules &standard operating procedures of DOP agency service products & retail services for such checks & balances, monitoring and reconciliation of transactions. Over a period of time, various products and services have been introduced in DOP and several procedural changes have been implemented consequent on roll out of ERP application. This manual serves to ensure proper accounting of the agency services & retail services in the Department of Posts. The ways in which activities are performed have been drastically changed keeping in view the service delivery to Public. As a major change, classification of transactions have been placed at point of transaction thereby, such checks can be exercised concurrently by Postal Accounts Offices so that there will not be any under/over statement of revenue & expenditure. The major portion of accounting has been computerised with few exceptions of performing activities in semi computerised environment at Postal Accounts Offices, thus the major role is on monitoring, reconciliation, periodic adjustments, Budget formulation and monitoring, settlement of terminal benefits, auditing of transactions, Internal Audit etc., as per the rules and regulations issued by the Department. Keeping in view of above aforesaid changes, the Postal Accounts Manual Volume - II has been revised accordingly. This manual consists of all such modifications and new changes, there by supersedes the corresponding provisions of Postal Accounts Manual Volume-II 1983 edition. Errors and omissions, if any, may be brought to the notice of the Postal Directorate (PA Wing), for issue of amendments. Corrections and additions if any will be issued by the PA wing on approval by Secretary and Chief Accounting Authority, Department of Posts. Vineet Pandey Secretary Department of Posts Dated 28th September 2021. New Delhi FOREWARD 1976 (Departmentalization of Accounts in DoP) to 1983 (First publication of Postal Accounts Manual II)- a decade for establishing the basic objective of Departmentalization of Accounts basing on which, the first Postal Accounts Manual II was compiled taking into account the inherited system and experience of a decade. 1983 to 2021 with several changes in Postal operations specifically Automation of Postal operations at different stages and various additions of new product & serviceis a long drawn time to revise the Postal Accounts Manual Volume II. Guidance from Shri Vineet Pandey, Secretary (Posts), Shri Alok Sharma, Director General (Posts), Shri. Anil Nayak, AS&FA, Department of Posts and encouragement from Members of the Postal Services Board, as well as other stakeholders helped PAF Wing, Department of Posts to revise the Postal Manual Volume-II with all out efforts of GM (PAF), Kolkata & her team, GM (PAF), Delhi & his team, DDG (Accounts) DoP, Ex-Director(IA) & their team. The Manual contains comprehensive procedural aspects of technical work like electronic Money orders, Post Office cash certificates, Indian Postal orders, National Pension system –All Citizen of India, Savings bank, Dak Air accounting, Customs duty, Goods and services tax from DOP business & products perspective, India Post Passenger Reservation system. A thorough understanding of each rule in the Manual along with its Standard Operating Procedure and Standard Accounting Procedure will definitely help to achieve quality performance of work, and to present true and fair view of accounts in the Department of Posts. G. K. Padhy Sr. DDG (PAF) Dated 28th September 2021. New Delhi CONTENTS Chapter No Name of the chapter Page No. Electronic Money orders I Foreign Money orders 01-23 Value payable money orders II Post Office Cash Certificates 24-57 Indian Postal Orders III 58-65 e-Indian Postal Orders IV Field postal orders 66-67 V National Pension System- All Citizen of India 68-94 Savings bank Pradhan Mantri ‘Jeevan Jyoti’ Bima Yojana (PMJJBY) VI Pradhan Mantri Suraksha Bima Yojana ( PMSBY) 95-195 Atal Pension Yojana (APY) Standard Accounting procedure –ATM transactions VII Dak Air accounting 196-206 VIII Customs duty 207-211 IX Goods and services tax- DOP perspective. 212-233 X India Post Passenger Reservation system 234-240 Postal Accounts manual Volume-II Electronic Money order Chapter-I Introduction: 1.01. The issue and payment of Money orders constitute one of the main activities of the Indian Post Office. The Rules governing the issue and payment of money orders prescribed by the Government of India or the Secretary Posts & DG Posts and rates of commission on money orders are contained in the Post Office Guide part-I and procedure for issue & payment is incorporated in Postal manual Volume –VI part-II. 1.02. eMO is a web based rapid money transfer service, an order issued by the post office for the payment of a sum of money to the person in whose name the money order is sent electronically through the Post Office. The amount for which a single money order is issued shall not exceed Rs.5000 and shall not include a fraction of rupee. The maximum limit is not applicable to Postal service Money orders. 1.03. Money order transactions are permitted at all Head and Sub Post Offices and Branch Post Offices subordinate to them. The accounts of the latter are, however incorporated in those of the former and consolidated accounts of HO/SO/BO forms accounting unit as DDO, while detailed transactions available at respective units of HO/SO & BO where applicable. The results of checking conducted in the Postal Accounts Offices are communicated to the Head Post Office which is responsible for seeing the prompt action is taken for settling the objections raised or remedying the defects pointed out by the Postal Accounts Offices. 1.04. The checking of Money order transactions is conducted in the postal accounts Offices as mentioned below. Sl. Designation of the Head Circle Name of the Office No. of Postal Accounts Office Office of the General Manager ( Postal General Manager (PAF), Gujarat 1 Accounts & Finance) , Ahmadabad Ahmadabad Office of the Director ( Postal Accounts Director ( PAF), Ambala Haryana 2 & Finance) Ambala Office of the General Manager ( Postal General Manager (PAF), Karnataka 3 Accounts & Finance) , Bangalore Bangalore Office of the General Manager ( Postal General Manager (PAF), Madhya Pradesh 4 Accounts & Finance) , Bhopal Bhopal Office of the General Manager ( Postal General Manager (PAF), Tamil Nadu 5 Accounts & Finance) , Chennai Chennai Office of the Director ( Postal Accounts Director (PAF), Cuttack Odisha 6 & Finance) , Cuttack 7 Office of the Director ( Postal Accounts Director (PAF), Dehradun Uttarakhand 1 Postal Accounts manual Volume-II & Finance) , Dehradun Office of the General Manager ( Postal General Manager (PAF), Delhi 8 Accounts & Finance) , Delhi Delhi Office of the Director ( Postal Accounts Director (PAF), Guwahati Assam 9 & Finance) , Guwahati Office of the Director ( Postal Accounts Director (PAF), Telangana 10 & Finance) , Hyderabad Hyderabad Office of the General Manager ( Postal General Manager (PAF), Rajasthan 11 Accounts & Finance) , Jaipur Jaipur Office of the Director ( Postal Accounts Director (PAF), Jammu J&K 12 & Finance) , Jammu Office of the Dy.DAP ( Postal Accounts Dy. Director (PAF), Punjab 13 & Finance) , Kapurthala Kapurthala Office of the General Manager ( Postal General Manager (PAF), West Bengal 14 Accounts & Finance) , Kolkata Kolkata Office of the General Manager ( Postal General Manager (PAF), Uttar Pradesh 15 Accounts & Finance) , Lucknow Lucknow Director (Postal Accounts Maharashtra Office of the Director of Accounts ( ), Nagpur ) 16 Postal Accounts ) , Nagpur  General Manager (Finance) Mumbai. Office of the General Manager ( Postal General Manager (PAF), Bihar 17 Accounts & Finance) , Patna Patna Office of the Director ( Postal Accounts Director (PAF), Raipur Chhattisgarh 18 & Finance) , Raipur Office of the Director ( Postal Accounts Director (PAF), Raipur Jharkhand. 19 & Finance) , Ranchi Office of the Director ( Postal Accounts Director (PAF), Shillong North east 20 & Finance) , Shillong Office of the Director ( Postal Accounts Director (PAF), Sunder Himachal 21 & Finance) , Sunder Nagar Nagar Pradesh Director of Accounts Kerala Office of the Director ( Postal Accounts 22 (PAF), & Finance) ,Thiruvananthapuram Thiruvananthapuram Office of the General Manager ( Postal General Manager (PAF), Andhra Pradesh 23 Accounts & Finance) , Vijayawada Vijayawada  Functions from office of CPMG Mumbai. 1.05. The checking of Money orders consists in seeing that for every paid order, there is a corresponding credit, in some post office for an equivalent amount and commission is correctly realised. The check is limited to prescribed quantum as decided by DOP and within the system/application being used in DOP from time to time tracing credits against payments. The voucher audit is at Head post Office, during the course of internal audit by Postal Accounts Office for the marked month at random selected by Head of Postal Accounts Office. The other duties include, monitoring payment of eMOs for which currency of eMO is expired, transfer of unpaid eMOs to revenue as forfeited eMOs as detailed in the succeeding paras, check to ensure that there is no 2 Postal Accounts manual Volume-II debit balance in the respective eMO Head of Account for DOP, etc. Each Postal accounts Office is responsible for the check and adjustment of all the money orders issued in each month in the Post Offices under its jurisdiction. The month of Issue is considered as the unit of account. Check of eMOs Issued: 1.06. The oblong MO stamp in the oblong space below date stamp is impressed represents authorisation for transmission of eMO at the office of Issue (HO or SO). At the time of printing of eMO for payment, Money order date stamp and Round MO stamp authorising payment will be impressed in the space provided for it in the receipt portion of the form. After payment, oblong MO stamp is affixed below the round MO stamp, represents payment of eMO. The PAO Internal Audit team shall check the impression of such stamps while conducting voucher auditing of eMOs for the marked month as per Internal Audit Manual. 1.07. Commission is not charged on service eMO or on eMOs specially exempted from time to time by a notification in the DG (Posts) General Circular. The Rules regarding acceptance of Cheques as in codified in corresponding Rules of FHB Volume-I (Rule 110 to 113) is followed in respect of eMOs issued against cheques. The classes of cheques generally accepted unless otherwise provided in ibid rules are codified in chapter II of eMoney Orders- issue of Inland eMoney Orders postal Manual Volume –VI part II. The PAO Internal Audit team shall ensure that the provisions are followed while booking of eMO relevant to cheques and proper accounting recorded in the Daily transaction Report. 1.08. The eMOs are also booked under one to many options, many to one option, duly bulk upload with soft copy version of booking details. In case of booking of service eMO, copy of sanction order of competent authority to do so is required. eMO booking in case of service eMO, contra debit will be against the Head of account as in the sanction, need to be checked by accountant in case of eMO service order. 1.09. eMOs at Non RICT branch offices shall be re booked at account office concerned and receipt will be sent to BO. eMOs are booked at Branch Post offices through the prescribed booking Module in the DARPAN device as per SOP prescribed by Postal Directorate. The Branch Postmaster shall send the pay-in-slip, list of eMOs booked along with the documents due to be sent to account office on daily basis. 3 Postal Accounts manual Volume-II 1.10. While conduct of IA, it shall be checked that the Head Post office is comparing all the entries in daily transaction Report of eMOs issued including eMOs received from the SOs and ensures that totals are correct and correct commission has been realised ,compared with Pay-in-slip & list. A random check on amount of eMO transmitted for a day tallies with the credit as shown in the Daily transaction report. 1.11. The accountant shall check the total of eMO issue & eMO commission figure for a DDO tallies with that of Figures furnished in the daily CGA report and any variation be immediately taken up with DDO pre submission of daily CGA report through PFMS. In case rectification is not happened before submission of the daily CGA report, matter has to be rectified before the monthly consolidation of accounts is finalised. 1.12. Details of service eMO issue is analysed with reference to the sanction/approval copy of the competent authority and verified. 1.13. The difference between system credits and debits at any point of time represents the liabilities of Government, the total credit being always more than the total debit. Any variation be checked by the nodal PAO and brought to the notice of Postal Directorate PA wing, where it will be placed before DG for causing rectification with Heads of Circle & Centre of Excellence Postal technology Bangalore. In the meantime it shall be verified by PAOs that no misclassification occurred against the eMO Head of Account and ensure all misclassifications got rectified. 1.14. Any discrepancies found are adjusted by clearing the eMO head to a debit head 8553-Postal advances -001-01 Postal advances over payment or short credit on eMOs or 8446 –postal Deposits -001-01- Postal deposits –short payments or excess credit on eMOs and the Head postmaster are addressed to settle the objections. 1.15. Money orders are current only for two months; the month of issue and the next month, after which they become void. All such void eMOs are available for release for payment only on requisition by Postmaster with designated unit. Void eMOs will be released for payment either to booking office or payee office as the case may be after due system checks in built in the eMO application. The paid eMOs are debited to the eMO head of account. 1.16. The head eMOs relating to a particular financial year is kept open in the books for three financial years and the balance i.e., the excess of actual receipts over payments, under this head will lapse to Government at the close of the third financial year and be transferred to the revenue head “forfeited Money Orders”. This does not, 4 Postal Accounts manual Volume-II however, prevent subsequent payment of such money orders, should the claims in respect of them is established. It is necessary to maintain eMO issue unpaid data to enable transfer of such data centrally by Nodal PAO and also data of eMOs stands transferred to revenue as forfeited for future reference. Returns Due: 1.17. The following e-accounts of eMO are available for each Head Post Office to the Postal accounts Office:- a. Daily/monthly lists of eMO issued b. Daily/monthly lists of eMO paid c. Monthly summary of eMOs issued d. Monthly summary of eMOs paid. The e-list of eMO issued shall contain the name of office of Issue, eMO number, eMO value & commission etc. transaction ID wise. The e-list of eMO paid shall contain eMO number, payment office, amount, etc., transaction ID wise. It shall be ensured that the amount submitted to PFMS/CGA for the day tallies with the Issue total value/commission & eMO paid by the concerned eMO accountant and any variation are reconciled by taking up the matter with Head Post Master. Dates for submission of accounts and completion of Check 1.18. The due dates for completion of the various checks relevant to eMO are as follows. Description of work Due dates Check of the correctness of eMO Before submission of daily CGA report on issue value & commission with T+3 day basis that of PFMS/eMO CGA report Detail check & rectification of 5th of the following month of account, eMO issue value & commission before consolidation of monthly account. with that of PFMS/eMO CGA report Check of the correctness of eMO Before submission of daily CGA report on paid with that of PFMS/eMO T+3 day basis CGA report Detail check & rectification of 5th of the following month of account, eMO paid with that of before consolidation of monthly account. PFMS/eMO CGA report Transfer of unpaid eMOs as 15th April for the previous financial year. forfeited to revenue by Nodal PAO 5 Postal Accounts manual Volume-II 1.19. For the purpose of seeing that service eMOs are issued only for the bona fide departmental purpose, a check should be carried out monthly with reference to the e- entry in the list of eMOs and copy of approval or sanction issued by the competent authority. The checker should satisfy himself by reference to the purpose of remittance as noted on the issue e-list. Any deviations in issue of eMO without commission are brought to the notice of branch officer through AAO. Progress Report: 1.20. The concept of Man-day with defined outturn per day stands discontinued. It shall be ensured that the day‟s work are completed as per due dates prescribed in the preceding paras and maintain that the work is current & upto date without any arrears or backlog. 1.21. Any discrepancy found in the checking of eMO transactions is brought to the notice of the Head Postmaster in the form of an objection statement for adjustment. All money value objections are watched carefully for rectification & adjustment. Statistics of eMOs Issued & paid 1.22. The number of eMOs issued, number of eMOs paid, eMOs issued as service eMO is obtained from respective application of eMO at various levels of DDO/Division wise/region wise/circle wise and DOP as a whole for the statistical purpose. Various Professional analytics & outcome is made with revenue generated thereon and submitted to Heads of Postal Accounts office on monthly basis. Check of eMO paid: 1.23. The checking of Money orders consists in seeing that for every paid order, there is a corresponding credit, in some post office for an equivalent amount. The check is limited to prescribed quantum as decided by DOP and within the system/application being used in DOP from time to time tracing credits against payments. The application shall allow only such eMOs for payment provided corresponding issue is available in the system and once such order is paid, data gets pushed to archive, which arrest re issue of such eMOs to the system. The PAO shall verify the process of keeping void eMOs in e-store and its re issue by designated office such that unpaid eMOs after currency expired are paid only after validation through system driven process. 6 Postal Accounts manual Volume-II Debit checking or checking payments against issues: 1.24. The PAO shall provide with access of DOP data of eMO issues & payments and check at prescribed percentage, the corresponding credits against eMO payment in the system and also check that no eMOs are paid more than once. It shall be ensured that selection of random check is done in such a way that all DDOs are covered once in a year. The check is limited within the system data calling for credits against payment. MO check marking register be maintained for selection of unit by Head of Postal accounts Office and the work be completed on current due dates. The random check shall be completed by the end of the month following the month of account. Further against payment document it shall be verified whether duplicate payments occurred within the data of selected office for check. Care should be taken to see that in cases of discrepancies, the objection statement is issued to the Head Postmaster of the office of issue or payment. Errors or irregularities discovered in checking are communicated to Postmasters for necessary action for remedying the irregularity. The work of accountant shall be reviewed by AAO of Money order section. Provision for check in accordance with this para is made in the eMO application used. eMOs lost after Payment 1.25. If an eMO is lost after payment, the office of payment prepares a memo of admission of payment duly signed by the payee and available as voucher in support of the charge in the list of eMOs paid. While conducting IA of the unit, it shall be verified that the process of obtaining Memo of admission of payment is followed and in all cases MOP is on record. In case the signature of payee is not available, orders for admission of payment by Divisional Head or 1st class Postmaster are available. Void Money orders 1.26. “Void Money order” is a money order not paid within the period of its currency i.e., on or before the last day of the month following the month of issue. The void eMOs will be e-stored in safe custody & blocked and will be released for payment by designated office on requisition from the office of issue or payment office. The accounting of void eMO is at par with that of normal eMO. No account adjustment will be necessary for the unpaid void eMOs and their amount will continue to remain under the eMO head till its transfer to revenue as forfeited on completion of three financial years. An eMO returned to a SO of issue for repayment to the remitter and 7 Postal Accounts manual Volume-II which cannot be paid, will be sent to HO as void as soon as the endeavour to find the remitter has failed, and will be treated as void in the HO. 1.27. Although a money order is technically void, if not paid within the currency, there is no bar to its being paid, if payment is possible. In such cases, the payment is treated in the post office accounts under eMO head concerned. While conduct of internal audit of Head Post Office, IA team shall check Void eMO payments and satisfy themselves that due procedure for payment of void eMO is followed. 1.28. Applications for the re-issue of void money orders will be received by postmaster and forwarded to designated office for re issue from the system. A money order will not be re-issued in favour of the heir of the deceased remitter or payee unless the claim is acknowledged by the competent authority (or by the original payee or remitter if surviving). 1.29. When system approval for re-issue of eMOs is received from the designated office , the eMO will be printed personally by postmaster using his credentials and eMO be marked with “Reissued under the authority of -----------“ Payment of Money orders detained under orders issued by a court of Law or otherwise. 1.30. Under the provisions contained in Postal manual Volume –VI part I, unpaid money orders (within currency expired) are received along with a copy of the prohibitory order. Such eMOs is barred from payment until order for payment from competent authority is available. System provision to hold such eMOs to arrest payment & release by designated office is made in the eMO application. 1.31. In case of attachment of eMO by a Civil court under section 44 of the Indian Post Office Act ( 6 of 1898), it shall be verified during IA that the prescribed procedure vide Rule 65 of Postal manual VI part-II is followed and court order is on record. 1.32. If an eMO cannot be paid owing to the death of the payee, it should be disposed of as an unclaimed eMO. Recoveries from wrong payees and payments to right payee of eMOs 1.33. Credits and debits on account of recoveries from wrong payees of eMO and their subsequent payments to the right payees will be taken to “recoveries of wrong money order payments” under the head “other Deposits “. It shall be verified that subsequent adjustment are charged to “other Deposits” and there shall not be any excess debit in the other deposits relevant to eMO product. 8 Postal Accounts manual Volume-II Note 1: As the payments to the right payees are generally made after recoveries of the amounts from the wrong payees, credits will, as a rule, precede the debits in such cases. If, however, a payment is made to the correct party under orders of the competent authority before recovery of the amount from the wrong payee, the charge should be debited to the head 8553-Departmental advances and its contra credit be watched & reconciled. Transfer entries in the Money order section 1.34. Any transfer entry consequent on erroneous transactions or adjustment in Money order section will be done in the application by accountant after approval from AAO/AO and such cases will not be routed to Book section for effecting TE in the system. Errors found in eMo issues and payments 1.35. The error includes short payments or over payments on account of money orders. The term short payment includes every case in which the payment falls short of the credit. The term over payment includes every payment which is in excess of the credit of value implies - A payment in excess of the credit whether the credit is correct or erroneous - A double payment - A payment for which corresponding credit not available. The amounts of overpayments or short credits should be taken to head 8553 postal advances eMo over payments /short credits & short payments or excess credit to 8446-postal deposits Money order short payments/excess credits. Objection statements are sent out to enable the postmaster to take prompt measures for the recovery of eMO overpaid (or short collected from the party concerned), or to refund of eMO short paid (or over collected) to the person to whom it is due. Each objection statement should be carefully scrutinised before it is issued. Any overpayments or short credit in excess of Rs.1000 (Rs. One thousand) be brought to the notice of Regional Head/Heads of circles. All cases of double payments be investigated from the vigilance point of view and simultaneously system inbuilt checks be configured in the application in use. 1.36. The following rules shall be followed while settling erroneous debits and credits in eMO. 9 Postal Accounts manual Volume-II a. Recoveries of overpayments should be credited to 8553-postal advances eMO over payments. b. Charges on account of short payments should be debited to 8446-postal Deposits- eMo short payments, c. Adjustments on account of short and excess credits of commission should be credited to 1201-commission on eMO and debited to 1201 –commission on eMO respectively. 1.37. All money value objections are brought to the objection book for monitoring and pursue for settlement. A e-broad sheet of the debits and credits of the 8553-postal advances -001-01 postal advances-02-0001 over payment or short credit on money orders and 8446- postal deposits -001-01- postal deposits short payment or excess credit on money orders. This should be reviewed by AAO once a month and submitted to branch officer for orders. All outstanding items pending over a period of 6 months above are brought to the notice of Regional head providing full details for causing settlement. Note: - The balance under 8553 – Postal advances Money order overpayment be reviewed personally by the Accounts officer/sr.Accounts Officer. Appropriation Accounts Detailed instructions on this subject is found in Postal Accounts Manual Volume-I. All cases of eMOs frauds and embezzlements, wrong payments and double payments involving Rs.100 and above etc. will be included in the register referred to in para ibid. Statistics 1.38. A register will be maintained for each postal circle in respect of each Head Post Office in the circle, depicting the number of eMOs issued, value, commission and number of eMOs paid, value of eMO paid during each month of the year. The figures shall be extracted from the application in use and submitted to branch officer. After the closure of the March supplementary accounts the consolidated statement be sent to PA wing of the postal Directorate by the 31st August. PA wing shall verify the figures from General abstract of eMO issued and paid for the year. The annual Report on eMO should be sent by PA wing to statistics section of the Directorate on or before 20th September. 10 Postal Accounts manual Volume-II Money Order sent out 1.39. The eMO paid vouchers & unpaid void eMOs will be supplied by custodian of paid orders to the various departmental authorities and Judicial & police authorities. It shall be checked that all eMOs supplied are supported by valid requisitions and they are on record. For each money order referred herein, a check slip showing the particulars of the money order as well as the number & date of reference is mentioned and kept along with the bundle of paid vouchers. The custodian of eMO paid voucher shall maintain the register showing cases of eMO requisitions by Departmental officers/police etc., for investigation etc. in the following format. Register showing cases of eMO requisitions by Departmental officers/police etc., for investigation etc. Sl.No. Particulars of eMo Office of Office of Date of supply of Remarks Authority of No. issue payment voucher requisition and date Progress Report 1.40. Each accountant in the eMO group shall maintain diary depicting performing of days‟ work as enumerated in the preceding paras and submit to AAO on weekly basis and to branch officer at the end of the month. AAO shall review the work performance of accountant and record his remarks before submission to branch officer. e-data for eMO Auditing 1.41. Postal Accounts Offices shall be given electronic access to the various reports in respect of eMO issued, eMOs paid, VPP eMO issued & paid, void eMO freezing & release strategy, provision to check certain paid eMO with corresponding credits tracing, report on unpaid eMOs as void for transfer to revenue as forfeited. All such data shall for a unit/DDO and flexible select criteria to meet the roles and responsibilities of PAO staff as mentioned in the preceding paras. 1.42. The system driven accounting process in the DOP ERP application is tabulated in Annexure-I. The accountant shall check that no balance left in the intermediary Head 11 Postal Accounts manual Volume-II of accounts in the process. Any balance unduly left over a period of time is brought to the notice of Postmaster for clearance. Family Allotment eMOs (FAMO) 1.43. Family Allotment e-MOs drawn in India in favour of the dependents of combatants and non –combatants on field service under peace conditions beyond the limits of India, will be presented without cash (in Cheque only) for issue by the officer commanding the training battalion or permanent depots. The process of accounting and checks are akin to normal eMOs. However in case of civil pioneer Force units FAMO, e-list of issue will be separate from that of FAMOs. Value Payable e-Money Orders The value payable system is designed to meet the requirements of persons who wish to pay for articles sent to them at the time of receipt of the articles or of the bills or railway receipts relating to them, and also to meet the requirements of traders and others who wish to recover, through the agency of the Post Office the value of article supplied by them. Value Payable Articles Registered Parcels, registered letters, registered book packets and newspapers prepaid with postage of newspaper rates of postage and with registration fee may be transmitted by the inland post as value payable postal articles, provided that the amount specified for remittance to the sender in the case of any such postal article does not exceed Rs.5,000/- and provided that such parcels, letters and packets do not contain coupons, tickets, certificates of introduction designed for the sale of goods on what is known as the “Snowball System”. 1.44. The system driven accounting process in the DOP ERP application is tabulated in Annexure-II. The accountant shall check that VPMO collections are booked in the system as eMO and no balance left in the intermediary Head of accounts in the process. Any balance unduly left over a period of time is brought to the notice of Postmaster for clearance. On booking of eMO, payment & reconciliation process will be at par with that of eMO. One to many-eMO System 1.45. Provision exits for a registered customer in ERP application of DOP to send multiple eMOs at a time having robust MIS on the status of eMO booked, transmitted, paid, 12 Postal Accounts manual Volume-II unpaid etc., including handling of return eMOs through the system driven process. PAO shall have the access of e-data of such transactions and to satisfy himself that a. The eMO value plus commission for the eMO booked tallies with that of credit made by the registered customer in the Bank account of the Postmaster. b. The eMOs received back as RTS (Return to Sender) has been properly dealt in the system and payment details are correctly depicted in the individual registered customer account. c. The amount paid on account of RTS has been correctly shown as eMO paid and the registered customer e-account is updated correctly. d. The ledger of registered customer is not showing any adverse balances. e. All the payment to Registered customer as RTS are properly processed in the system as system driven process and no manual intervention for creation of document is involved. f. The RTS payment document is system driven and duly checked by the postmaster before release of payment to the registered customer. Any irregularity noticed is immediately brought to the notice of Regional Head/Head of Circle for remedial action. The checks are done in the system on concurrent basis and any deviation noticed be brought on record immediately by Accountant & AAO Money order section. 1.46. The work flow process as in DOP ERP is in Annexure-III and the IA party visiting the nodal office handling such eMOs shall check the end to end process for one month and satisfy themselves that procedure followed is in accordance with Standard operating procedure and no adverse balance are noticed in the ledger involving outflow of eMO is less than the eMO credit by the registered customer. Foreign Money Order and IFS -EIMO Service 1.47. Foreign Money orders are called paper-based money orders whereas IFS-eIMO is electronically International Money orders which are handled through IPS Software. 1.48. Foreign Money orders as well as IFS-EIMO are handled, booked /delivered as per all terms and conditions, framed for this purpose in the Bilateral Agreements between India Post and concerned Foreign Postal Administrations. CF Section, IR&GB Division of Postal Directorate are the nodal Section to formulate rules, monitor the transactions, accounts adjustments, etc. 13 Postal Accounts manual Volume-II 1.49. Foreign money orders Inbound and outbound service is, at present, with Foreign Postal Administration of Nepal and Bhutan only. Inbound money orders are only handled by India Post from some selected Designated Postal Administrations. 1.50. IFS-EIMO Inbound Service was started with the Instant Cash -UAE and Foreign Postal Administration of France Foreign Postal Administrations. Foreign Money orders are received and delivered by the nominated Foreign Post offices in India as per SOP and SAP maintained for this purpose by nodal Section of Postal Directorate. At present Foreign Money orders are received and Delivered within India by Foreign Post office, Mumbai, Kolkata and Chennai. 1.51. IFS-EIMO is received by IFS helpdesk which is functional at CEPT Mysore. IFS helpdesk receive IFS-EIMO through IFS software from other Foreign Postal Administrations and ensure its deliveries through domestic network within India. In the same way eMOs from Bhutan Post are also received electronically and delivered by CEPT Mysore through Domestic network within India. 1.52. Postal Accounts office Delhi shall conduct annual IA of functioning of Foreign Money order and its settlement and submit important irregularities noticed to IA section of the Postal Directorate. Settlement of FMOs or IFS-EIMO Accounts at DAA Section 1.53. DAA Section receive monthly statement from Nominated Foreign Post offices in India in respect of FMOs received for payment in India in the form of VALUE STATEMENT from other Foreign Postal Administrations WHEREAS Money orders which are not delivered to its payee for various reasons are returned by nominated Foreign Post offices originated Postal Administrations of FMO, the details thereof are received in format of Repayment Statement. 1.54. FMO Accounts are prepared and verified by DAA Section as per terms and conditions of FMO Bilateral Agreement. DAA Section prepare or verify the FMO Account on the basis of Value Statement and Repayment Statement submitted by nominated Foreign Post offices and sent to concerned Foreign Postal Administrations for their acceptance/amendment, if any as per terms and conditions of FMOs Agreement. 1.55. FMO Accounts which received from other Foreign Postal Administrations are verified with reference to aforesaid record submitted by concerned Foreign Post office. After Acceptance or Amendment of FMO Accounts, remittance of FMO 14 Postal Accounts manual Volume-II Amount along with the requisite commission from concerned Foreign Postal Administration is ensured by DAA Section. 1.56. On receipt of remittance, amount so received is acknowledged by DAA Section to concerned Foreign Postal Administration in token of receipt of payment in settlement of FMO Account and copies thereof are endorsed to concerned Postal Accounts offices as well as Sansad Marg HPO for booking of amount in relevant head of Account. 1.57. All records related to IFS-EIMO as well as inbound eMO from Bhutan is received from IFS help desk, CEPT Mysore on monthly/Quarterly basis in the form of SFP2 and SFP3 statements. IFS Accounts are prepared on the basis of these statements on monthly basis and sent to concern Foreign Postal Administration for their acceptance. Rest accounting procedure at DAA Section is followed as in the case of FMO Accounts settlement. 1.58. The salient features are; International Financial System (IFS) is software developed by UPU to coordinate international remittance services among the partner countries. At present the service is operational with La Poste Group, France and UAE.This service is India Post‟s own service. The remittances received under this service are being paid through our eMO service.  Remittances can be received at any of the 17,500 post offices on eMO network.  The Payee receives the full amount in Indian Rupees.  Remittances up to INR 50,000 can be received in cash.  Amount exceeding INR 50,000 to be paid through Cheque subject to a maximum limit of USD 2500.  Maximum of 30 transactions per person per year. Beneficiary has to furnish Unique MO Number (9 digits in case of UAE and 26 digits in case of France) along with valid identification documents like Voter ID Card, Driving License, PAN Card, Ration Card, Aadhar Card, Passport etc. A copy of such document has to be handed over to Post Office staff for their record (KYC Documents).  Same day payment for remittances booked before cut-off time.  Payments subject to RBI Guidelines from time to time.  Payment can be collected from identified Post offices. 15 Postal Accounts manual Volume-II The payment of such Foreign Money orders are processed for payment akin to the procedure laid down for eMO. While conduct of IA of DAA section shall ensure that the accounting was done in accordance with bilateral agreement, accounting done in the Nodal post office correctly and commission earned is taken to revenue & and all accounting adjustments have been done before the end of march supplementary accounts for a year. 16 Postal Accounts manual Volume-II Annexure-I EMO accounting process in DOP application 2020-21 Scenario -1 (eMO delivered through BO/Window Delivery) When eMO (individual) is received, it is assigned for delivery. On Delivery of the article at BO EOD following accounting entries are passed. All system driven account postings. Debit/ Doc. Description GL Code Remarks Credit Type Electronic MO Debit First Year of Issue 8878100070 SK Current Year Once eMO is delivered at Credit DOP Cash 4867100010 SK BO / through window delivery Scenario - 2 (eMO delivered through beat Postman). On eMO (individual) is received and the same is assigned to beat with cash to postman and returns are taken. On performance of EOD following accounting entries are passed. All system driven accounting postings. Debit/ Remarks Description GL Code Doc. Type Credit Debit MO Postman Issue 4200020009 KZ eMO assigned to beat and amount handed Credit KZ over to postman DOP Cash 4867100010 Electronic MO First year eMO is paid Debit 8878100070 KZ of Issue Current Year and returns are Credit MO Postman Issue 4200020009 KZ taken Clearing Document Debit MO Postman Issue 4200020009 AB Credit MO Postman Issue 4200020009 AB 17 | P a g e Postal Accounts manual Volume-II Annexure-II VPMO accounting process in DOP application 2020-21 Scenario -1 (Articles delivered through BO/Window Delivery. When a VP article is received, it is assigned for delivery. On Delivery of the article at BO EOD following accounting entries are passed. All are system driven accounting postings. Debit/ Doc. Description GL Code Credit Type Debit DOP Cash 4867100010 SK Once the article is delivered through Credit VPP Clearing A/c 4200030002 SK Postman Debit VPP Clearing A/c 4200030002 DZ Credit One Time Customer A/C 4200000005 DZ Debit One Time Customer A/C 4200000005 RV Once eMO is booked Credit eMO Issue 8878100070 RV for the said VP article Credit eMO Commission 1102100000 RV Clearing Document Debit One Time Customer A/C 4200000005 AB Credit One Time Customer A/C 4200000005 AB 18 | P a g e Postal Accounts manual Volume-II Scenario - 2 (Articles delivered through BO/Window Delivery. On Delivery of the article, and amount collected by postman is handed over to the treasurer. On performance of EOD following accounting entries are passed. All are system driven accounting postings. Doc. Debit/ Credit Description GL Code Type Debit MO Postman Issue 4200020009 KZ Credit VPP Clearing A/c 4200030002 KZ Article delivered and Debit DOP Cash 4867100010 KZ Cash received from Credit MO Postman Issue 4200020009 KZ Postman Clearing Document Debit MO Postman Issue 4200020009 AB Credit MO Postman Issue 4200020009 AB Debit VPP Clearing A/c 4200030002 DZ Credit One Time Customer A/C 4200000005 DZ Debit One Time Customer A/C 4200000005 RV Credit eMO Issue 8878100070 RV VP booked against the Credit eMO Commission 1102100000 RV article delivered Clearing Document One Time Customer A/C 4200000005 Debit AB 7000000012 Credit One Time Customer A/C 4200000005 AB 19 | P a g e Postal Accounts manual Volume-II Annexure-III Workflow process –One to many eMOs Khajana eMOs The concerned customer will credit the amount (Value + Commission) to identified Postmaster Bank Account through NEFT/RTGS. The same will reflect in Postmaster Bank Account Scroll Copy. Considering one Example: Transaction Bank Scroll Date Date Description Credit 18/06/2020 18/06/2020 BY TRANSFER- 12600000 NEFT*RBIS0GOKAEP*RBI17120 34683497*Raichur District-- Description column indicates the UTR Number and Blue source from which money got credited, in the Postmaster Bank Account. 2. The customer shall generate the Beneficiary files against the credited UTR and makes arrangement to place the files in SFTP Server. (Backend Process) 3. DOP TCS K-II team will consume the UTR data files from SFTP and consume the UTR in CSI Server. After consuming the UTR, the data of the UTR will reflect in ZMOKHZ t-code under SAP in Bengaluru GPO. (Backend Process) The file will reflect as mentioned as below in SAP. 4. The user at Bengaluru (with role as Khazane-II treasurer) will tally the UTR number and its funds by comparing with the BGGPO Postmaster Bank Scroll copy. 5. If the funds are tallied with respect to BGPO Postmaster Bank Scroll Copy, then the user will induct the funds into the SAP System using the option „Liability Creation on Receipt of Fund‟ under t-code ZMOKHZ. 20 | P a g e Postal Accounts manual Volume-II 6. After inducting the funds with respect to the UTR, the treasurer will post one liability document (In option File Receive Summary for Booking under t-code ZMOKHZ) against the UTR. The UTR will reflect with receipt document as mentioned as below: (Note: If Funds are mismatch) a) Data File amount is less than Funds transfer amount i.e.…, credited amount to the Bank is more than Data file received amount with respect to UTR, the excess amount which credited against the UTR will be paid back to State Government Treasury by creating a payment document in the option „Payment of Excess Fund to Khazane‟ under the t-code ZMOKHZ. After creating a payment document, a Cheque will be issued against the payment document and the same will be credited to State Government through NEFT by creating a K-II Challan. b) If Data file is having a more amount but the credited amount to the Postmaster Bank Account is less, then a dispute will be raised against that type of UTR and request the State Government to push the revised UTR.) 7. After posting the receipt document, treasurer will book the UTR in the option „Validate the data and Book eMO‟ under t-code (transaction code) ZMOKHZ in SAP System. The Khazane-II supervisor will approve the booked UTR in the option „Validate the data and Book eMO‟ under t-code ZMOKHZ in SAP System. 8. The Treasurer will generate the report for the Approved and Booked UTR in option „Khazane-II UTR Booking Report‟ under t-code ZMOKHZ in SAP System. 21 | P a g e Postal Accounts manual Volume-II Sample Report will be like: UTR Number eMO Number Value Commission Pensioner Address Pincode Name RBI17120346834 045788900020157528 1400 70 Xxx Xxx 575003 97 RTS of the UTR to the State Government K-II Department After Booking and approving of the UTR, eMO number will get generated against each beneficiary which is mentioned in the booked UTR. The eMO will now reflect at Delivery Post Office in DPMS System. Considering the one example as: The K-II eMO 045788900020157528 will be returned to the Booking office as the Beneficiary address in „Insufficient‟. Now the Delivery Post Office will mark the said eMO as „Insufficient‟ in their DPMS system. After marking the said eMO as Insufficient this eMO will again reflect as UTR in Booking Post Office i.e.…, Bengaluru GPO. These can be viewed in the option „Post Liability for Unpaid eMO‟s‟---„Post Liability for Unpaid‟ under t-code ZMOKHZ in SAP System. The entries will be mentioned as below as follows: Facility ID Unpaid Description Year Month Customer UTR Number E-Payment Id Pension Bengaluru G.P.O. 2020 03 6000002905 RBI1712034683497 E584A1801200002 1400 37 1. The treasurer will create a liability document against the said UTR in the option „Post Liability for Unpaid e-MO‟s‟---„Post Liability for Unpaid‟ under t-code ZMOKHZ in SAP K-II system. 2. After Creation of Liability document against the UTR, the treasurer will generate a report option Post Liability for Unpaid e-MO‟s‟---„Payment Pending‟ under t- code ZMOKHZ. 3. Treasurer will invoke the t-code F-04, and generate a payment document for Liability documents which are created in Step 1. 22 | P a g e Postal Accounts manual Volume-II 3. After creation of Payment document the treasurer will issue a cheque against the payment document number in t-code FCH5. After generation of Cheque the amount will be credited to State Government K-II department through NEFT/RTGS by creating a „K-II Challan‟ in State Government K-II Portal. 23 | P a g e Postal Accounts manual Volume-II Chapter II Post Office Cash Certificates (Revised after 04/21 SB Order) Introduction 2.01.To facilitate the investment of small amounts, the Government of India have instituted a series of National Savings Certificates of different denominations, which can be purchased at all post office doing Saving Bank business up to the limits fixed by the Government of India. The certificates are redeemable on presentation in accordance with the rules in the Post Office guide. 2.02.The sales of pre-printed Cash Certificates were stopped from 01.07.2016 in all CBS and non CBS post offices and pass books are issued on opening of NSC/KVP account. There will be no denomination of NSC/KVP. NSC VIII issue can be opened for minimum of Rs.1000 and in multiples of Rs.100. Similarly KVPs can be opened for minimum of Rs.1000 and in multiples of Rs.1000. Discontinued Certificates and Current Certificates 2.03.Prior to the introduction of the KVP with effect from 1.4.88, 6 year NSC VIII issue with effect from 5.5.88, the P.O. Certificates detailed below were being issued. Their sale was discontinued from the dates noted against each. They were however, allowed to be retained at the option of the holder, for a further period as indicate against the series concerned with interest even after the date of their maturity. Thus it is ensured that no credits will appear in the books of DOP against these certificates except to the extent of transfer such certificates from one unit to other either at the request of holder or merger/consolidation of Post offices etc. as non-financial transactions. 1. 5 Year Cash Certificates 14-6-47 2. 10 Year D.S.C. - 30-09-43 3. 12 Year N.S.C. - 31-05-57 Maturity period extended by 5 Years. 4. 7 Years N.S.C - 31-05-57 Do. 5. 5 Year N.S.C. - 30-06-53 Maturity period extended by 7 Years and again by 5 Years. 24 | P a g e Postal Accounts manual Volume-II 6. 10 Years N.P.C. - 31-05-57 Maturity period extended by 5 Years. 7. 12 Years N.P.S.C. - 14-11-62 Do. 8. 12 Years N.D.C. - 14-03-70 Do. 9. 10 Years N.S.C. (I Issue) 14-03-70 10. 7 Years N.S.C. (II Issue) 31-12-80 11. 7 Years N.S.C. (III Issue) 31-12-80 12. 7 Years N.S.C. (IV Issue) 30-04-81 13. 7 Years N.S.C. (V Issue) 30-04-81 14. 6 Years N.S.C. (VI Issue) 01-04-89 15. 6 Years N.S.C. (VII Issue) 01-04-89 16. N.S.P.C. - 31-12-80 17. 5 Years N.D.B. - 20-04-81 18. 10 Years S.S.C. - 01-09-90 19. I.V.P. - 15-07-99 (Interest is not payable for IVPs‟ after the date of maturity). 20. 10 years NSC IX Issue- 20.12.2015. 2.04.The rules governing the issue and discharge of Cash Certificate, Defence Certificates and National Savings Certificates etc. are contained in the relevant rules issued by the Government of India. Rules prescribing, the procedure to be followed in Post Offices in dealing with P.O. Certificates, and also for the accounts to be maintained by Post Offices and to be rendered by them to the Postal Accounts Offices will be found in PO SB Manual Volume-II. 2.05.Monthly e-journals of P.O. Certificates issued and discharged are available in the Postal Accounts Office from the Post Office, the journal of e-discharges being supported by the Certificates. The amounts of these journals representing the receipts from the sale of P.O. Certificates and the payments made on their redemption are included in the monthly cash accounts submitted to the Postal Accounts Office. The procedure followed in the checking of these accounts and of the discharge certificates is described in this chapter. Procedure laid on the preparation of Monthly journals of PO Certificates issue stands abolished from 01.07.2016 since the pre- printed certificates were stopped. 25 | P a g e Postal Accounts manual Volume-II 2.06.Monthly journal of discharge of the certificates issued prior to 01.07.2016 are received in Postal Accounts Office supported by paid certificates. The existing procedure followed in checking these accounts is continued. As regards the closure of the certificate accounts opened on or after 01.07.2016, the procedure to be followed is similar to that followed for other savings accounts. The checking of vouchers is done by the Savings Bank Control Organization and the Postal Accounts Office will receive the details of Certificate accounts closed for the final checking and further action. (SB order 06/2016 dated 23.06.2016, Addendum I to SB order 06/2016 dated 28.04.2017 and Addendum II to SB order 06/2016 dated 21.01.2019). 2.07.The main check in the Postal Accounts Office is conducted through a Stock and Issue Register of P.O. Certificates (SIR) which is maintained in Form D.G. (PA)- 323. One register for each Head Post Office and for each denomination of all series, or one Register for all denominations of one or more series for each Head Post Office as may be convenient, should be used. In it is entered, from the Post Office issue Journal against the number of the P.O. Certificate, month and year of issue of each certificate. 2.08.The Stock and Issue Register of PO certificates maintained in the Form D.G. (PA)- 323 should be kept as a permanent record. Only the entries regarding the discharges of the certificates issued prior to 01.07.2016 have to be posted in the register hereafter. After implementation of PATRAM software in CC section, maintenance of SIR has been discontinued in PAOs. Hence checking process in PAOs relating to Cash Certificates issued prior to 01.07.2016 may be done through SIR or PATRAM depending upon the availability of data to achieve the desired checks and balances. Immediately on receipt of paid returns from Head post offices, the pre-check of returns or the certificates issued prior to 1-7-2016 to ensure that, a. For every entry of payments (line item wise), there is a corresponding voucher. b. The total of discharge value as shown in the discharge journal is correct and tallies with the amount shown in CGA report for the day/month. c. That the amount as in CGA/monthly total tallies with that of e-lekha figures d. Any discrepancy is taken with head post master through objection statement. e. If the certificates is discharged is different from that of office of issue, corresponding letter of sanction as prescribed in POSB Volume –II is received. f. That the amount of interest paid is correct 26 | P a g e Postal Accounts manual Volume-II g. That the amount of post maturity interest if any paid is correct and classification is correct. h. The paid vouchers are segregated according to circle and other circles & it is correct. i. If no vouchers received, check it is written that voucher will follow, and such cases be brought to objection statement for prompt watch of paid vouchers. j. Any misclassification is corrected by way of transfer entry in the DOP application. k. After pre-check, detailed check to ensure whether corresponding issue details exists for the discharged certificate and process for submission of such certificates belonging to other circles by issue of remittance advices. 2.09.No prescribed outturn is fixed for pre-check work and the work is to be completed in such a way that the work is current using the staff optimally during working hours of the office. Any lapse on the part of pre-checking will result in invoking contributory negligence in duties and dealt accordingly. It shall be the responsibility of AAO and branch officer that work is managed properly and completed by deploying required manpower on temporary basis based on the quantum of work involved. The review report of AAO and BO is submitted to head of Postal Accounts office at the end of each month. 2.10.when a P.O. Certificate is discharged and received in the Postal Accounts Office, the interest included in the amount paid to the holder is checked with reference to the date of issue and discharge as noted on the certificate and the Week (Month & Year) of discharge is noted in the Stock and Issue Register against the number of the P.O. Certificate in the column provided for the purpose. The total amounts of issues and discharges are verified each month with the figures in the Detail Book. 2.11.The outstanding credit under the head Post Office 5 year P.O. Certificates, 10 Year Defence Savings Certificates and National Savings Certificates etc. which is kept open in the books for three financial years after the period of their original or extended maturity, as the case may be, for each series will thereafter lapse to Government and be transferred to Government by credit to Minor Head “0075-00- 101000001- unclaimed Deposits” under Major Head “0075-Miscel1aneous General Services 00-101-Unclaimed Deposits”. This does not however preclude the subsequent payments should claims arise. 27 | P a g e Postal Accounts manual Volume-II Sectional Arrangements, Distribution of Work etc. 2.12.The P.O. Certificates Section is divided into the following groups depending upon the quantum of work involved in relation to certificates issued prior to 1-7-2016. The concept of outturn & man-days is stopped forthwith and staff deployed shall perform work in such a way that work is completed on month to month basis and no arrears are created. As major portion of work is done at the stage of pre check, detailed check is limited to ensure corresponding credits in the SIR and forwarding of other circle certificates to respective circles under remittance advice. a. Accounting Group. b. Miscellaneous Group. Accounting group is entrusted with the posting in Stock and Issue Registers, proving, re-issuing objection etc. and other miscellaneous work mainly connected with the checking. The AAO will be generally responsible for the work of the item workers in his group. He will distribute the work amongst existing staff on rotation basis and ensure completion on current dates without keeping the work falling into arrears. AAO shall be responsible for supervision for completion of work using his skills and submit review reports to Branch officer & Head of Postal accounts Office. He will check every item in the objection statement or half marginal reference prepared by the item workers with the original documents, initial them and submit them to the A.A.O. who will pass the half marginal reference and submit the objection statement to the A.O. where necessary. He will receive the inward letters and replies to the half marginal references and deal with all correspondence. He will see that the Stock and Issue Registers are properly maintained and that the Journals and invoices are properly filed by the item workers. The AAO will also concurrently review the work covering all stages including postings and checking of transaction, proving classification etc. the entries in the registers, lists and vouchers being initialled (with date) by him. The result of review should be noted in the diary in form D.G. (PA)-444 which should be submitted daily to the BO and monthly to the A.O. He is also responsible for the proper up keep of the records in his group. 28 | P a g e Postal Accounts manual Volume-II The Accounting Group is entrusted with the following duties and will be in charge of a senior Accountant. i. Postings and preparation of the Circle Balance Sheets, ii. Preparation of all statistics, iii. Preparation of all periodical statements in respect of P.O. Certificates, iv. Maintenance of Transfer Register, v. All adjustments relating to transfer transactions and reconciliation with Detail Book figures. The miscellaneous group consists of checker or checkers who are independent of each other. Each checker or entrusted with one or more items of work mentioned below:- 2.14.Issue or declarations, warrants of payment on safe Custody acknowledgements, maintenance of objection book etc. - When a P. O. Certificate is requisitioned for, a check slip in Form D.G. (PA)-319-A showing the particulars of the P. O. Certificate as well as the number and date of the letter with which it is sent, will be prepared, signed by the checker in charge and placed in the bundle. The particulars of the certificates will also be entered in a register Form No. D.G. (PA)-319 and the date of despatch and receipt of the certificate noted therein. The register should be reviewed weekly by the J.A.O. and monthly by the A.O. For this purpose a list of outstanding items should be drawn at the end of the register by citing the serial number on each page of the register. 2.15.The A.A.O. and the A.O. will see that the checker perform their duties properly. They should review every month the accounts and other work in the section with a view to see that the supervisors and checker have done their work properly and also check the classification slips. The A.A.O. should note in his diary in form No. D.G. (PA)-444 the result of the examination and the mistakes found and submit it to the Account Officer weekly and to the Head of the Office on completion of each months review. Note 2 -- A certificate on the following lines under the dated initials of the checkers, and the A.A.O. should be recorded on completion of months review in the review diary before its submission to the A.O. in-charge. “Certified that the checking and review of vouchers and returns marked for check and review/required to be checked and reviewed for the month 29 | P a g e Postal Accounts manual Volume-II __________________ have been completed and objections if any raised as a result of such check and reviews have been issued”. The register of irregularities maintained by the portioner under shall also be scrutinised by the Group Checkers, Supervisors/Reviewers and the A.A.O.s while conducting review to see that the irregularities of the kind are properly entered therein and prompt action has been taken. The A.O. In-charge of the Cash Certificates Section should keep a register of allotment of post review of checking of all post offices in form M.S.O. (T)-5. As soon as the checking and current review of months accounts are over the register should be put up to the Director/Dy. Director who will enter the names of the Post Office or offices to be reviewed during the Internal Check. The reviewing officer should submit to the Director/Dy. Director a report of the review in form SM15. NOTE -- If necessary a senior A.A.O. who is not in-charge of Cash Certificates Section may be asked to take up this review. Progress Report 2.16.The statement [Form No. D.G. (PA)-320] on the state of work of each member of the Section should be prepared by the checkers concerned, reviewed by the A.A.O. daily and submitted every Monday to the Account Officer-in-charge with such comments as the A.A.O. may think necessary. Accounts submitted by Post Offices. 2.17.Each Head Post Office send the following documents duly entered in a P. O. Certificate Vouchers list [Form CC.-31-A] to the Accounts Office on the dates mentioned herein:- (a) Monthly Journals of Cash Certificates, KVPs and National Saving Certificates etc. Issued before 01.07.2016 and discharged (paid)-Forms CC. 19 and 19(S). (b) Monthly Journals of discharges (i.e. repayments) of P. O. certificates in safe custody [Forms CC-19 and 19(S) with headings suitably altered]. (c) Monthly issue and discharge summaries of NSC, KVP and Savings Certificates [Forms CC-30 and 31]. 30 | P a g e Postal Accounts manual Volume-II (d) Monthly consolidation journals of NSC, KVP and Cash certificates duly verified by SBCO vide Rule 41 of POSB (CBS) Manual. Note 1 -- A separate journals required for each denomination of P.O. Certificates issued before 01.07.2016 and discharged. Note 2 -- Immediately on receipt the bundles should be carefully examined by a senior checker or at the discretion of the A.A.O. to see whether all the returns and vouchers mentioned in the voucher list [Form CC-31-A] have been received correctly. The Checker should record a certificate “checked” under his dated initial on each voucher list checked by him. If there is any discrepancy, it should be brought to the notice of the Postmaster concerned and settled as early as possible. If the above examination is not possible immediately on receipt of the bundles, they should be kept under lock and key in the custody of responsible persons, preferably the A.A.O. of the Cash Certificate Section, till the examination is taken up at the time of checking or on an earlier date. Verification of credits and debits on account of P.O. Certificates issued and Discharged with the Figures in the CGA report 2.18.The HO wise Monthly Consolidated Journal or the Monthly Accounts Report in respect of the Certificates Account opened and discharged/closed is available in FINACLE and to be accessed in the Finacle MIS database. The figures of each HOs thus accessed from the Finacle should be checked with the figures reflected under the corresponding GL heads in the Trial Balance generated for each profit center (HO) and steps to be taken to settle and adjust discrepancies, noticed if any. Checking of journals of PO certificates Discharged (issued prior to 01.07.2016) 2.19.The Monthly Journals of discharges for certificates issued prior to 01.07.16 (Forms CC. 19 and 19(S) should be examined to see:- a. that all the particulars required by the form are given; b. that the entry numbers run in a consecutive series for each month; c. that each entry is supported by a paid (discharged) P. O. Certificates or Safe Custody receipt if any voucher is wanting, it should be called for, a check slip in Form. No. D.G. (PA)319-A being prepared and kept in the proper place; 31 | P a g e Postal Accounts manual Volume-II d. that the amount shown in the column for “Interest” is correct with reference to the dates of issue and discharge of the certificates; and e. that the totals of the journals are correct Note l: - On completion of check of an issue of discharged Journal, the checker will write the words checked by ……………… on the last sheet of the journal signing the entry and dating his signatures. Note-2:-If a discharged certificate is not received with the list, it should be called for through an objection statement. 2.20.It should be seen that there are no erasures or alterations etc. in the summaries and the journals of certificates issued and discharged, and if there be any, the same are duly authorised by proper attestations. The irregularities detected as a result of the above check should be entered in a manuscript Register by the portioner concerned under his dated initials. The group checker will pick out from the register the items of issues and discharges in respect of which un-authorised corrections, over writings, erasures or alterations etc. Have been noticed and immediately issue special references to the Postmasters through form D.G. (PA)-325-B after keeping a note thereof in the register. The endorsement of the form D.G. (PA)-325-B may be dispensed with at the discretion of the A.O. in case the irregularities are of minor nature and non- persistent. 2.21.In checking a discharged P. O. Certificates it should be seen:- a. that where the signature is decipherable, the name signed is the same as that shown in the certificate; b. that the certificate is receipted by the payee for the amount including interest, if any, received by him and that his signature on the reverse of the certificates is dated; NOTE -- In the case of P.O. Certificate is issued in joint names, it should be seen that the provisions of the P.O. Certificates Rules have been fulfilled. c. That the P.O. certificate is impressed with the round and oblong money order stamp. If however, an omission is detected, the Postmaster should be asked to write the word "Discharged" in red ink across it, over his signature with date; 32 | P a g e Postal Accounts manual Volume-II d. That when a P. O. Cash Certificate is discharged at an office other than that at which it is registered, the requirements of the Post Office Cash Certificate rules have been complied with. In cases where payment is made without pre- verification from the office of registration; it should be seen that an advice of payment in Form CC-10 is received and that the certificate printed on its reverse bas been duly signed by the Postmaster of the office of registration. The advice of payment should, after check be filed with the relevant discharged certificate for preservation. In case an advice of payment relates to more than one Certificate, the advice should be attached, to one of the certificates concerned but a remark regarding its receipt should simultaneously be made on the rest of the certificates also, indicating there on the number of the certificates to which it has been attached. NOTE -- The advices of payment received in the Section should in the first instance be entered in a separate manuscript register as per specimen given below the record clerk and the same should be delivered to the portioner concerned after obtaining his dated initials in column 7 of the register in token of receipt. Columns 8 and 9 should be filled up by the portioner at the time of filling the advices of payment with the relevant paid certificates. REGISTER OF ADVICE OF PAYMENT 33 | P a g e Postal Accounts manual Volume-II In the first week of each month a pending list should be prepared by the record clerk in the register itself. The pending list should show portion-wise, the serial No. of advices of payment received up to 15th of the previous month but not disposed of. The register should be submitted by 7th of each month to the sectional AAO through group accountant/supervisor and quarterly to the Accounts Officer in charge. While reviewing the register, the group Accountant/Supervisor and the Sectional AAO should also check the correct disposal of a selected number of advices of payment and attest the entries in the remark column in token of the check. e. that in the case of a deceased investor, proper sanction for payment has been received; f. that in the case of a minor holder proper sanction to the payment has been received. Note l -- Copies of sanctions issued by officers higher than Postmasters, to payments of P.O. Certificates held by minor or deceased holders will on receipt be filed after scrutiny in a guard file. The expenditure on account of the discharge of such certificates will be checked against the copies of the sanctions in which the particulars of the payment will be noted by the Accountant and attested by the reviewer/AAO Note 2 -- on receipt of a sanction authorising payment of P.O. certificate to the heirs of a deceased holder Without the production of a succession certificate or other legal evidence and where there is no nomination on record it should be seen that the sanction contained a certificate by the sanctioning authority to the effect that the current value of the P.O. certificate(s) held by the deceased holder does not exceed Rs. 100, 500, 1000, 5000, 10000 as per claimants statement in the claim application. g. that when a minor's holding has been paid at an office other than the office of registration, the P.O. certificate has been pre-verified by the latter office. If an omission is detected in this respect the P.O. certificate should be got verified by the office or registration. h. that payment is received by the minor himself the word “minor or ex-minors in the case of joint holdings” is written below his signature on the reverse of the P. O. Certificate under the signature of the Postmaster; 34 | P a g e Postal Accounts manual Volume-II i. that payment of P.O. certificates purchased in the name of a teacher out of the amount at his credit in the Teachers' Provident Fund Account, has been made only to the person authorised by the Local Government or Administrator controlling the fund; j. that when the value of a discharged P.O. Certificate is paid to a person authorised by the holder a letter of authority is furnished along with the discharged P.O. certificate and that the signature of the messenger also is obtained on the reverse of the P.O. Certificate. Any discrepancies or omissions in any of these respects should be noticed either through an objection statement or through a half marginal memorandum. A check slip in Form D.G. (PA)-319-A should be prepared and kept in the proper place when a discharged P.O. Certificate is sent to a disbursing officer for removal of any irregularity noticed therein. Note 1 -- As the discharge of P.O. Certificates at an office other than the e has to be posted, in the issue and stock register of the office of issue, the discharge certificate should be filed with the discharged list of the office of issue for the week of discharge. Note 2 -- After exercising the above checks the discharged certificates should be enfaced checked with a rubber stamp over the dated initials of the checker Note-3 Checking of journals of PO accounts closed (which are opened on or after 01.07.2016): As regards the closure of the certificate accounts opened on or after 01.07.2016, the procedure laid on is similar to that followed for other savings accounts. The checking of vouchers will be done by the Savings Bank Control Organisation and the Postal Accounts Office will receive the details of Certificate accounts closed for the final checking and further action. Stock and Issue Register of PO Certificates 2.22.As prescribed in para 2.04 the Postal Accounts Office should maintain a set of registers in Form D.G. (PA)-323 either for each denomination of all series for each Head Post Office or for all denominations of one or more series for each Head Post Office to record the supply, sale and redemption of the certificates. One register in each set should be set apart for each denomination of P. O. Certificates of all series or for all denominations of one or more series and the pages in each register should be numbered and provided with an index in Form No. D.G. (PA)-324. Different 35 | P a g e Postal Accounts manual Volume-II coloured ink may be used in different financial year, for posting in Stock & Issue Registers. NOTE 1 -- As soon as an intimation regarding the attachment of a Post Office Certificate by a Court of Law is received in the Postal Accounts Office from the Postmaster, suitable note should be kept in red ink in the Stock and Issue Register under the attestation of the A.A.O. Any corrections to the entries in the Register should be attested by the A.A.O. After the discharged P.O. Certificates have been checked, they should be serially arranged. The date of discharge (week month and year) should then be posted in the register, as in the case of “Issues” in columns 3 and 7. At the time of posting of Discharges in the Stock and Issue Register the date of issue as shown in discharged P.O. Certificate should be compared with the Month of issue as entered in the register. The office of payment should be noted in the Register in the case of P.O. Certificates discharged at an office other than that of issue and in cases where discharges are accounted for in a month other than that of payment, the month of account should also be noted. On completion of posting of discharge journal in the Stock and Issue Register, the poster will write the words “Posted by (name of the poster)” on the last sheet of the journal signing the entry and dating his signature. Any discrepancy between the serial numbers of P.O. Certificates taken up for posting and those entered in the Stock and Issue register will be reported in a half margin memorandum. Note l -- As the stock and Issue Registers are very important records, it is essential that entries of particulars should be carefully made. Any corrections to the entries in the Register should be attested by the AAO Note 2 -- Discharges which have not been posted in the Stock and issue register for any reason should be entered in the Register of Un-posted Discharges in form D.G. (PA)-338-A. (Part I) and their subsequent posting in that stock and issue register watched through this register. One such register should be maintained for each class of certificates and for each Head Post Office or group of offices as may be found necessary. Where a register is in use for a group of offices separate set of pages should be allotted for each Head Office. Each register should have attached to it an Abstract in form No. D.G. (PA)-338A (Part II) showing the number and amount of items kept un-posted in each month, the number and amount of discharges posted during the month and the closing balance at the end of each 36 | P a g e Postal Accounts manual Volume-II month. The particulars of item, kept un-posted and those subsequently c1eared should be entered by the journal checkers. Where copying of details of individual items is not considered necessary, the total number of such items and the total value thereof may be entered. The register should be maintained by the Supervisor of each checking group and Submitted to the sectional AAO and B.O., by the 25th of the next month following the month of account. The balance sheet clerk should, before signing the consolidated abstract of issues and discharge in form D.G. (PA)-32l-A, see that the number of un-posted items shown therein with the monthly total shown in the register of un-posted items. At the end of each financial year the outstanding items in the register of un-posted items should be totalled and the total agreed with the closing balance of March shown in the abstract and a certificate of agreement recorded over the dated signature of the supervisor. While reviewing the register for March, the Sectional AAO should see that the above certificate has been recorded by the Supervisor. A statement in showing the progress in posting the un-posted issues and discharges during the quarter ending March, June, September and December of each year should be submitted to the Postal Wing of the Postal Directorate by the end of the month following the quarter. Proof of Posting 2.23.After the discharges for a month have been posted in the Stock and Issue Registers, the total number of discharges, posted on each page should be counted and the number entered in the Proof Sheet (Form No. D.G. (PA)-321) in appropriate columns. After the number of discharges of all the pages have been entered in the proof sheets, they should be summed up and the totals agreed with the figures of discharges, shown in the register in form D.G. (PA)-337 and 338 respectively for the month. To facilitate the agreement, the details should be worked out in form No D.G. (PA)-321-A. The proof sheet should then be handed over to the Supervisor for review. The AAO should check the entries of the proof sheet from the Stock and Issue Registers. Irregularities discovered in the review should be noted in the review Diary, similarly check should also be exercised in the case of safe custody transactions. 37 | P a g e Postal Accounts manual Volume-II Transfer of PO Certificates and Issue of Duplicate Passbooks in Lieu of Lost P.O. Certificates between different persons. 2.24.The following rules applicable: a. If the transfer is sanctioned by the Head Postmaster, in every case of transfer, name of previous holder shall be rounded and name of new holder shall be written under the dated signature of the authorized Postmaster along with his designation and date stamp of the post office. The application for transfer shall be attached with the original application for purchase. b. A separate register of issue of Duplicate Passbook in lieu of Certificates issued should be maintained in the H.Os. and the particulars of the duplicate certificate passbook(s) issued should be noted in it. The mutilated or defaced certificates for which duplicate certificate/ passbook(s) have been issued should be produced before the Inspecting Officer at the time of annual inspection along with the register of duplicate certificate passbook(s) issued. The Inspecting Officer after verifying the particulars noted in the register, will arrange to destroy the mutilated or defaced certificates, in his presence and note down the date of destruction in the relevant column of the register and also place his initials in the register in token of having carried out this check. The officer-in-charge in the context of issue of duplicate certificate passbook(s) shall be construed to be the Head Postmaster who alone shall be competent as hitherto, to issue duplicate certificates Passbooks pertaining to the Post Offices including Head Office falling under its jurisdiction. c. If the original certificate lost, stolen or destroyed is subsequently traced by the holder and made over to the post office, it should be cancelled and a note 'duplicate issued' made in the application for purchase. The cancelled certificate should be sent to the Postal Accounts Office. Abstracts and Balance Sheets 2.25.For PO certificates issued prior to 01.07.2016, a numerical Balance Sheet showing for each Circle, the total number of P.O. Certificates sold by Post Offices in that Circle, but remaining un discharged at the end of each month, relating to each year of issue, should be maintained in Form D.G. (PA)-339. Separate pages should be allotted for each official year. The column for issue is posted from the Abstract of Issues and Discharges [Form. No. D.G. (PA)-337] mentioned in Para 2.28 and the discharges are posted from the classified abstract of discharged P.O. Certificates [Form D.G. (PA)-339-B] referred to in Para 2.38. To ensure that the postings in 38 | P a g e Postal Accounts manual Volume-II Balance Sheet are correctly made a broadsheet in Form No. D.G. (PA)-339-E should be maintained in addition according to series of issue. The opening balances at the commencement of each year should be copied from the broadsheet for the previous year, and the monthly issues and discharges according to series of issues are to be posted therein from the Proof-Sheets [Form D.G. (PA)-32l] and an agreement effected monthly with the figures shown in the Circle Balance sheet. 2.26.For certificates issued on or after 01.07.2016, posting of Discharge particulars in SIR is not required. It will be done in FINACLE. A Broad- Sheet separately for each series( NSC/KVP) containing HO-wise particulars of issues and discharges (along with progressive figures) may be prepared month-wise from the CC consolidation reports received duly verified from SBCO sections of respective HOs in the CC Section and will be maintained for each financial year. The correctness of the figures, which includes the discharge amounts relating to the certificates issued prior to 01.07.2016 also, may be cross checked with the figures obtained from Finacle software as well as from CSI. The cases of discrepancies in booking figure noticed, if any, may be settled by bringing the fact to the notice of the Branch Officer (Sr.A.O/A.O) for taking further action with the Postmaster of the concerned HO as well as with the Divisional Head. 2.27.To facilitate consolidation of P.O. Certificates issued and discharged in a Circle, Abstracts and Registers in Form No D.G. (PA)-337 and 338 are maintained as explained below:-- Issues are posted in the Abstract in Form D.G. (PA)-337 from the checked summaries for the last week of the month and the “Discharges” are posted from the “Register of Discharges” in Form No. D.G. (PA)-338 are explained in Para 2.29. The total of the figures thus arrived at represents the issues and Discharges for the whole Circle for the month. Reconciliation should be effected between these figures and those shown in the Detail Book Register of Discharges 2.28.As P.O. Certificates are sometimes discharged in an Office different from that of issue or registration, the journals of the discharges of one office may include payments of certificates originally purchased at another office. Adjustment must therefore be made so that the entries of discharges for each Head Office may eventually relate only to P.O. Certificates sold at it. These adjustments will consist in deducting from the total under the head “Discharges” in the monthly Summary the 39 | P a g e Postal Accounts manual Volume-II totals of amounts paid on account of certificates originally issued by other offices either in the jurisdiction of the same Accounts Officer or in that of Foreign Accounts Offices and adding to it the amount of P.O. Certificates received in transfer from other Accounts Offices. The net total arrived at represents the number and amount of P.O. Certificates discharged on account of its own issues. In Post GL Integration environment CBS transactions done in Finacle will get incorporated in Daily Transaction Report through system postings on T+1 day basis. If the Offices of issue and payment are all in the same Postal Circle, the amounts

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