POSB CBS Manual 2021 PDF Government of India

Government of India Ministry of Communications Department of Posts POSB (CBS) MANUAL (Corrected up to 31.12.2021) Issued under the authority of Director General Postal Services, New Delhi DEPARTMENT OF POSTS, INDIA POSB CBS Manual Corrected up to 31.12.2021 Issued under the authority of Director General Postal Services, New Delhi Table of Concordance The various procedural rules of POSB (CBS) Manual released in the year 2018 are spread over in different chapters of this version of POSB (CBS) Manual. A Table of Concordance linking the rules of POSB (CBS) Manual Version 2018 with the respective rules of this book has been prepared for ready reference. POSB (CBS) Manual This Version Version 2018 Topic Remarks Chapter Rule Rule New No. No. No. Chapter 1 1 Saving Bank Offices 1 1 1 2 Duties and Responsibilities 2 1 1 3 Distribution of Work 3 1 1 4 CBS Passbook 4 2 1 5 Stock Register for CBS Passbooks 4(5) 2 1 6 Stock Register for CBS Passbooks in SO 4(6) 2 1 7 Transmission of CBS Passbooks 4(7) 2 1 8 Register of Undeliverable Passbooks 4(8) 2 1 9 Pay-in-Slip 5 2 1 10 Preliminary Receipt (SB-26) 7 2 1 11 Receipt for Passbooks (SB-28) 8 2 1 12 Supply of SB Statement of Account 24 3 1 13 Types of Savings Accounts 47 4 1 14 Specimen Signature and Photograph 48 4 1 15 Nomination 12 3 1 16 Opening of Savings Account 49 4 1 16(a) CDD/KYC Norms 11 3 1 16(b) Scrutiny of AOF 49(2) 4 1 16(c) Creation of CIF 49(3) 4 1 17 Opening of Account 50 4 Acceptance of deposit / Funding in Savings 1 18 51 4 / SSA and PPF Account 1 19 Printing of Passbook 52 4 1 20 Process in CPC 53 4 Procedure for acceptance of deposit / 1 21 funding of account when initial deposit is 54 4 made by cheque Procedure for acceptance of deposit / 1 22 funding of account when initial deposit is 55 4 made by transfer of funds Opening of Account Procedure in BOs (Non- 1 23 65 5 RICT) Procedure in Account Office for the 1 24 66 5 accounts opened in BOs (Non-RICT) 1 25 Accounts opened in Contravention of Rules 26 3 Subsequent Deposits / Credits - Mode of 1 26 56 4 Deposits / Credits 1 26(1) Deposit by cash in HO / SO 56(2) 4 1 26(2) Deposit by cheques / drafts etc 56(3) 4 6 1 26(3) Deposit by transfer of funds 56(4)(A) 4 1 26(4) Deposit by electronic mode 56(5) 4 Closure value and interest due of any small 1 26(5) 56(6) 4 savings scheme 1 26(6) SB Money Orders from Field Post Offices Deleted 1 27(1) In case Account stands at BOs 56(4)(B) 4 1 27(2) Procedure for Deposits at BOs (Non-RICT) 68 5 Deposit at an office other than than where 1 27(3) 56(4)(B) 4 the account stand (INTERSOL) 1 28 Withdrawals/Debits from Savings Account 57 4 Withdrawal by literate Depositors through 1 28(1)(a) 57(1)(a) 4 SB-7 Withdrawal by illiterate or Blind or 1 28(1)(b) 57(1)(b) 4 physically disabled Depositors through SB-7 1 28(1)(b) Scrutiny of withdrawal through SB-7 57(1)(c) 4 1 28(1)(d) Allowing withdrawal through SB-7 57(1)(d) 4 1 28(2)(a) Scrutiny of POSB Cheque 57(2)(a) 4 1 28(2)(b) Processing of various types of cheques 57(2)(c) 4 1 28(2)(c) Allowing withdrawal through POSB Cheque 57(2)(e) 4 Withdrawal by POSB Cheque received 1 28(2)(d) 57(2)(f) 4 through clearing 1 28(3) Withdrawal through ATM Card 57(3) 4 1 28(4) Withdrawal through electronic mode 57(4) 4 1 29 Presentation of Passbook 4(12) 2 Withdrawal on the basis of general power 1 30 27(A) 3 of attorney either at HO or SO 1 31 Withdrawal at Branch Offices (Non RICT) 69 5 Withdrawal from any CBS Post Office 1 32 including Account Office in respect of 58 4 accounts standing at EDBO (Non-RICT) 1 33 Memo of Admission of Payment 29(A) 3 1 34 Attestation of Signature of the Depositor 30 3 1 35 Withdrawal from Minor's Account 31 3 1 36 Withdrawal from Lunatics Account 32 3 1 37(1) Closure of Savings Account 59 4 Closure of Account in office other than 1 37(2) 59(2) 4 office where account was opened 1 37(3) Closure of account without passbook 59(3) 4 Procedure in Account Office in respect of 1 37(4) 72 5 the accounts received from BOs for closure List of Transactions, Consolidation and 1 38 33 3 Voucher Bundle 1 39 Disposal of LoTs and LoDs 34 3 1 40 SB Slips (SB-27) 9 2 Consolidated Journal of Deposits / 1 41 35 3 Withdrawals 1 42 Transfer of Accounts 21 3 Procedure for Transfer - Application for 1 43 (1) 22(1) 3 Transfer 1 43(2) Transfer of Account from one HO to 22(4) 3 7 another HO and another SO under same HO or different HO on CBS - Procedure in HOs when request is received at HO When request for transfer account is 1 43(2)(a) 22(5) 3 received at SO Transfer of Account from CBS to Non CBS 1 43(3) 22(6) 3 and vice versa Issue of Fresh Passbook in lieu of used up 1 44 24(C) 3 one 1 45 Issue of Duplicate Passbook 24(A) 3 Issue of passbook in lieu of spoiled 1 46 24(B) 3 passbook Action to be taken by Inspecting/vising 1 47 41 3 officers Change of name of depositor or change of 36 1 48(1) 3 agent of depositor 37 Conversion of a Joint Account to Single 1 48(2) 38 3 Account and vice versa Calculation and posting of Annual SB 1 49 60 4 Interest 1 50 Verification of Balances 80 5 1 51 Disposal of undelivered Passbooks 4(10) 2 Return of Passbooks to Depositors by 1 52 4(11) 2 HO/SO 1 53 Interes Short / Excess passed 61 4 1 54 Silent Accounts 62 4 1 55 Revival of Silent Accounts 63 4 Transfer of Branch Office from one Account 1 56 Office to another under the same Head 39 3 Office 1 57 Conversion of Branch Office in to Sub Office 40 3 Amounts defrauded from S.B. Accounts to 1 58 Departmental Officials and not accounted 42 3 for in the books of the Department Verification of withdrawals of Rs. 10,000/- 1 59 and above in savings accounts at branch 64 4 offices Payment of the amount of SB Accounts in 1 60 172 19 the name of Deceased Depositor Settlement of claim of a depositor 1 61 becoming insane or otherwise incapable of 173 19 managing his own affairs Settlement of claims to balance in SB 1 62 Accounts Standing in the name of persons 174 19 unheard for more than Seven Years Attachment of money at the credit of an 1 63 account by Civil or other court or other 43 3 competent authority Confiscation of money by the RBI or any 1 64 44 3 other competent authority 8 2 Recurring Deposit 2 65 RD Accounts - Salient Features 81 6 2 66 RD - CBS Passbook Deleted 2 67 RD Journal Deleted 2 68 RD - Nomination Deleted 2 69 Type of Accounts 82 6 Defaults in Payment of Monthly 2 70 83 6 Installments 2 71 Payment of Defaulted Installments 84 6 2 72 Opening of An Account (RD) 85 6 Mode of Deposit of Subsequent 2 73 86 6 Installments 2 74 Rebate on Deposits paid in advance 87 6 Acceptance of deposits in the absence of 2 75 88 6 CBS Passbook 2 76 Half Withdrawal (Loan) 89 6 2 77 Repayment of Withdrawal 90 6 2 78(1) Closure of Account on Maturity 91(2) 6 2 78(2) Procedure in HO / SO 91(3) 6 Included in 2 78(3) Procedure in BO Deleted 5 Rule 70 Continuance of deceased depositor's 2 79 92 6 account Payment of amount in accounts in the 2 80 93 6 name(s) of deceased depositors 2 81 Premature Closure of RD accounts 94 6 LOT and Consolidation of Deposits and 2 82 Deleted Withdrawals 2 83 Transfer of Accounts Deleted Submission of Returns to Control 2 84 Deleted Organization 2 85 Protected Savings Scheme 95 6 2 86 Sanction of Claim 95(4) 6 Procedure in Circle Office for registration 2 87 and verification of claims under the PSS in 95(5) 6 RD accounts 3 Time Deposit Accounts 3 88 Categories of accounts 96 7 3 89 Forms Deleted 3 90 Opening of an Account 97 7 Repayment of deposits and payment of 3 91 98 7 annual interest Procedure for payment of annual interest - 3 92(a) 99 7 in HO/SO 3 92(b) Auto Credit of Interest into Savings Account 99(2) 7 Included in 3 92(c) ED Branch Office Deleted 5 Rule 71 3 93 Procedure for closure of TD account 100 7 Reinvestment of Maturity value of Time Extension of 3 94 Deleted Deposit in a new T.D. Account Account 9 3 95 Post Maturity Interest (over-due) Deleted 3 96 Premature Closure of TD accounts 102 7 3 97 Transfer of TD Account as Security 103 7 Re-investment of amounts payable to 3 98 104 7 depositors Credit of maturity value of T.D. Account 3 99 28 3 into PO Savings Account Payment of maturity value if becomes Note under 3 100 Deleted Rs.20,000/- or above Rule 20 Payment of claims in Time Deposit Included in 3 101 Deleted Accounts of deceased depositors Chapter 19 Checking of Time Deposit Accounts at 3 102 branch offices and single handed 41 3 departmental sub post office Transfer of TD Account from one Post 3 103 Deleted Office to another 4 NSS - 1987 & NSS - 1992 4 104 NSS - 1987 132 12 4 105 NSS - 1992 132(15) 12 5 Public Provident Fund Accounts 5 106 Salient Features 117 10 5 107 Forms Deleted 5 108 Procedure to be followed in HO/SO 118 10 5 108(1) Acceptance of subscriptions 118(2) 10 5 108(2) Payment of Loans 118(3) 5 108(3) Recovery of Loan and Interest 118(4) 5 108(4) Interest on subscriptions 118(5) 5 108(5) Withdrawal from PPF Account 118(6) 5 108(6) Premature closure of PPF Account 119 5 108(7) Closure of Account 118(10) 5 108(8) Extension of Account 120 5 108(9) Submission of daily returns Deleted Transfer of PPF Account from one CBS PO 5 109(1) 121(1) to another Transfer of PPF Account from notified Bank 5 109(2) 121(2) to HPO and vice versa Condonation of default in payment of 5 110 122 subscriptions Included in 5 111 Extension of PPF Account without deposits Deleted Rule 120 Withdrawal when account is extended with Included in 5 112 Deleted deposits Rule 120 Settlement of PPF claims of subscribers, Included in 5 113 Deleted who go missing Chapter 19 Settlement of deceased claim cases of PPF Included in 5 114 Deleted Subscribers Chapter 19 6 Monthly Income Account Scheme 6 115 Salient Features 105 8 6 116 Forms Deleted 6 117 Types of Accounts Deleted 10 6 118 Nomination Deleted 6 119 Opening of Account in HO/SO 106 8 6 120 Payment of Monthly Interest 107 8 6 121(1) Closure of Account - Payment on Maturity 108(1) 8 6 121(2) Premature closure of account 108(2) 8 6 121(3) Procedure for closure 108(3) 8 6 122 Transfer of Accounts Deleted 6 123 General Deleted 6 124 Post-maturity interest Deleted 7 Senior Citizens Savings Scheme 7 125 Salient Features of the Scheme 110 9 7 126 Forms Deleted 7 127 Mode of Deposit Deleted 7 128 List of Transactions (LOT) Deleted 7 129 Type of Accounts 110(2) 9 7 130 Nomination Deleted 7 131 Opening of account 111 9 7 132 Payment of quarterly interest 112 9 7 133 Payment on maturity 113 9 7 134 Premature closure of account 110(6) 9 7 135 Transfer of accounts 114 9 Continuation of account after death of Included in 7 136(1) Deleted depositor Chapter 19 Limits for sanction of deceased claims Included in 7 136(2) Deleted where nomination is not registered Chapter 19 Note under 7 136(3) Calculation of 30 days after retirement Deleted Rule 110(1) 7 137 SCSS 2004 - Deduction of TDS 115 9 Procedure for payment of Commission to 8 SAS/MPKBY Agents 8 138 General 166 18 8 139 Deposit through SAS and MPKBY Agents 167 18 Procedure to be followed by the Accounts 8 140 169(3) 18 Branch Sukanya Samriddhi Account (SSA) 141(1) General Deleted Included 141(2) SSA can be opened by 123 11 141(3) Type of SSA Accounts Deleted 141(4) Number of SSA Accounts 123(4) 11 141(5) Passbook Deleted 141(6) Minimum amount for opening of SSA 124(1) 11 141(7) Minimum/Maximum Balance in SSA 124(2) 11 141(8) Mode of deposit of opening of account Deleted 141(9) Subsequent Deposit / Default Fee 125 11 141(10) Subsequent Withdrawal 126 11 141(11) Nomination Deleted 141(12) Interest 127 11 141(13) Maturity of account 128 11 141(14) Premature Closure 129 11 141(15) Operation of account 123(6) 11 11 141(16)(a) Miscellaneous - Entry of interes in Passbook Deleted 141(16)(b) Transfer of account 130 11 Settlement of claims of deceased Included in 141(16)(c) Deleted depositors Chapter 10 141(16)(d) Income Tax benefits in SSA 124(5) 11 National Savings Certificates 142 Definitions 133 13 143 Delegation of duties Deleted 144 Application for purchase of certificates 134 13 Modes of payment for purchase of 145 135 13 certificates 146 Procedure for issue of a Certificate 136 13 146(3) Provisional Receipt for certificates collected 137 13 147(1) Appointment of authorized agents 166(3) 18 147(2) Scope of the Agency 166(5) 18 147(3) Receipt of Certificate of Authority 166(4) 18 147(4) Transaction of business through messenger 166(7) 18 147(5) Termination of Agency 166(8) 18 147(6) Stocking and Supply of Receipt Books 166(9) 18 147(9) Supply of receipt books to SAS agents 166(10) 18 Purchase of certificate by an authorized 147(10) 167 18 agent 147(11) Rates of Commission 166(6) 18 Reinvestment of matured 147(12) 168 18 Certificate/Deposits through agents Investments on which commission is not 147(13) 166(12) 18 payable to agents Payment of commission to heirs of 147(14) 166(13) 18 deceased agents Issue of certificate of commission earned by 147(15) 166(14) 18 authorized agent Facilities to be provided to agents by the 147(16) 166(15) 18 Post Office 147(17) Recovery of Expenditure 166(16) 18 Procedure for payment of Commission to 147(18) 169 18 SAS/MPKBY Agents Deduction of Tax at Source from the 147(19) 166(6) 18 commission paid to agents Maintenance of Application for purchase / 148 138 13 AOF Preparation of LOT and Consolidation of 149 139 13 Certificate Accounts opened 150 Encashment of Certificate 140 13 150(3) Encashment by illiterate & Blind holders Deleted Payment to persons holding Power-of- 150(4) Deleted Attorney Encashment of Certificate purchased in 150(5) excess of prescribed limit or in Deleted contravention of the rules 150(7) Credit of proceeds of certificate in Post 28 3 12 Office Savings Account 150(8) Issue of certificate of discharge 140(4) 13 150(9) Payment in sub office 140(5) 13 150(10) Loss of Application for purchase 140(6) 13 Closure of Certificate Account on maturity 151 141 13 or pre-mature closure 152 Journals of Certificates discharged 142 13 153 Memo of Admission of Payment 143 13 154 Memo of Admission of Transfer Deleted 155 Nomination Deleted Included in 156 Change of name of holder of a Certificate Deleted Rule 36 Transfer of Certificates from one PO to 157 144 13 another Transfer of Certificates from one Holder to 158 145 13 another 159 Pledging of Certificates as Security 146 13 160 Issue of Duplicate Certificate 147 13 Attachment of a certificate by a Court of 161 148 13 Law Confiscation by Customs or Excise 162 149 13 Authorities Payment of proceeds of Savings Certificates held by Holder(s) to an authority 163 150 13 empowered under the law to demand such payment Encashment of certificates held by Army 164 23 3 and Air Force personnel Payment of Value of certificate in the name Included in 165 Deleted of deceased holder(s) Chapter 19 166 Head Office Monthly Summaries 151 13 166A Statistical Register Deleted 167 Certificates Voucher List 152 13 168 Kisan Vikas Patra 153-157 14 169 National Savings Certificate (VIII-Issue) 158-162 15 170 10 Years NSC (IX-Issue) 163 16 CBS FINACLE working Environment as Appendix - I App-III related to Cheques clearings Standard Operating Procedure for RICT CBS Included in Appendix - II Deleted -Branch Office Transactions Chapter 5 Appendix - III Cheque System in Post Office Savings Bank App-II Appendix - IV Preservation Period for SB Records App-XIX Register of Verification Memos for Included in Appendix - V withdrawal of Rs. 10,000/- and above at Deleted Appendix – EDBOs/Single Handed SOs XX Application for the purpose of availing the Included in Appendix - VI facilty of automatic transfer from sb Deleted Appendix – account to RD account(s) XX Included in Appendix - VII Application for issue of duplicate passbook Deleted App – XX 13 Appendix - VIII Incentives Scheme for Branch Postmasters App-X Payment of Pension to Postal & Telecom Appendix - IX pensioners through Post Office Savings App-XIII Bank Disbursement of Pension to Railway Appendix - X App-XIV Pensioners through Post Offices Grant of Pension to freedom fighters Appendix - XI App-XV through Post Office Savings Bank Know Your Customer (KYC) / Anti Money Appendix - XII Laundering (AML)/ Combating of Financing App-I of Terrorism (CFT) Norms Appendix - XIII Jan Suraksha Schemes 175-177 20 Appendix - XIV Pay Roll Savings Scheme 171 18 Schedule of fees to be charged from the investors/ holders of savings certificates for Appendix - XV 25 3 various services rendered by the post offices Register of duplicate certificate Passbooks issued in lieu of lost, stolen, destroyed, Included in Appendix - XVI mutilated or defaced certificates, which Deleted Appendix – were issued after to 01.07.2016 and issued XX prior to 01.07.2016. Intimation of the seizure of National Included in Appendix - XVII Savings certificates issued by the Post Deleted Appendix – Office XX Period of Preservation of Savings Appendix - XVIII App-XIX Certificates Records in Post Offices Appendix - XIX Calendar of Returns Deleted 14 INDEX CHAPTER 1 - GENERAL..................................................................................................... 20 1. SAVINGS BANK OFFICES................................................................................................................................. 20 2. DUTIES AND RESPONSIBILITIES OF THE SUPERVISOR AND TENURE........................................................................... 20 3. DISTRIBUTION OF WORK................................................................................................................................ 22 CHAPTER 2 - IMPORTANT DOCUMENTS........................................................................... 24 4. PASSBOOK.................................................................................................................................................. 24 5. PAY-IN-SLIP (SB-103).................................................................................................................................. 31 6. APPLICATION FOR WITHDRAWAL (SB-7) / CLOSURE (SB-7A) / PREMATURE CLOSURE (SB-7B) AND LOAN (SB-7C)...... 31 7. PRELIMINARY RECEIPT (SB-26)....................................................................................................................... 32 8. RECEIPT FOR DEPOSITOR’S PASSBOOK (SB-28):................................................................................................. 34 9. SB SLIP (SB-27).......................................................................................................................................... 35 CHAPTER 3 - GENERAL RULES / PROCEDURES................................................................... 36 10. ELIGIBILITY TO OPEN AN ACCOUNT............................................................................................................... 36 11. IDENTIFICATION OF DEPOSITOR................................................................................................................... 36 12. NOMINATION.......................................................................................................................................... 39 13. TYPES OF ACCOUNT UNDER NATIONAL (SMALL) SAVINGS SCHEMES................................................................... 41 14. OPERATION OF ACCOUNT OPENED IN THE NAME OF MINOR / PERSON OF UNSOUND MIND.................................... 42 15. OPERATION OF ACCOUNT BY DEPOSITORS SUFFERING FROM PHYSICAL INFIRMITY OR BY DIFFERENTLY-ABLED PERSONS.. 44 16. MODE OF DEPOSITS................................................................................................................................. 44 17. PAYMENT OF INTEREST.............................................................................................................................. 45 18. WITHDRAWAL FROM AN ACCOUNT.............................................................................................................. 46 19. LOANS AND PARTIAL WITHDRAWAL.............................................................................................................. 46 20. CLOSURE OF ACCOUNT.............................................................................................................................. 47 21. TRANSFER OF ACCOUNTS........................................................................................................................... 48 22. PROCEDURE FOR TRANSFER OF ACCOUNT..................................................................................................... 49 23. PAYMENT OF THE ELIGIBLE BALANCE IN AN ACCOUNT HELD BY ARMY, AIR FORCE AND NAVY PERSONNEL................... 52 24. ISSUE OF PASSBOOK.................................................................................................................................. 53 25. FEE/CHARGE FOR SERVICES........................................................................................................................ 58 26. ACCOUNTS OPENED IN CONTRAVENTION OF RULES........................................................................................ 63 27. WITHDRAWAL BY OTHER THAN DEPOSITOR................................................................................................... 64 28. CREDIT OF MATURITY VALUE OF ACCOUNTS INTO PO SAVINGS ACCOUNT............................................................ 66 29. DISCREPANCIES IN WITHDRAWAL / CLOSURE VOUCHERS................................................................................. 67 30. ATTESTATION OF SIGNATURE OF THE DEPOSITOR............................................................................................ 68 31. WITHDRAWALS FROM MINORS’ ACCOUNTS.................................................................................................. 69 32. WITHDRAWALS FROM ACCOUNTS OF PERSON OF UNSOUND MIND................................................................... 69 33. LIST OF TRANSACTIONS, CONSOLIDATION AND VOUCHER BUNDLE..................................................................... 70 34. DISPOSAL OF LIST OF TRANSACTIONS (LOT) AND LIST OF DOCUMENTS (LOD) IN HEAD OFFICES............................. 74 35. CONSOLIDATED JOURNAL OF DEPOSITS / WITHDRAWALS................................................................................. 75 36. CHANGE IN THE NAME OF DEPOSITOR.......................................................................................................... 75 37. CHANGE OF LITERATE AGENT OF THE DEPOSITOR........................................................................................... 76 38. CONVERSION OF A JOINT ACCOUNT INTO A SINGLE ACCOUNT AND VICE VERSA:.................................................... 76 39. TRANSFER OF BRANCH OFFICE FROM ONE TO ANOTHER ACCOUNT OFFICE UNDER THE SAME HEAD OFFICE............... 76 40. CONVERSION OF BRANCH OFFICE IN TO SUB OFFICE....................................................................................... 77 41. ACTION TO BE TAKEN BY INSPECTING / VISITING OFFICERS................................................................................ 77 42. AMOUNTS DEFRAUDED OR NOT ACCOUNTED FOR IN THE BOOKS OF THE DEPARTMENT........................................... 78 43. ATTACHMENT BY CIVIL OR OTHER COURT OR OTHER COMPETENT AUTHORITY...................................................... 80 44. CONFISCATION OF MONEY BY THE RESERVE BANK OF INDIA OR ANY OTHER COMPETENT AUTHORITY....................... 81 45. ISSUE OF INTEREST CERTIFICATE.................................................................................................................. 82 46. TDS DEDUCTIONS UNDER SECTION 194N.................................................................................................... 83 15 CHAPTER 4 – POST OFFICE SAVINGS ACCOUNT SCHEME................................................... 84 47. TYPES OF SAVINGS ACCOUNT..................................................................................................................... 84 48. SPECIMEN SIGNATURE AND PHOTOGRAPH.................................................................................................... 87 49. PROCEDURE FOR OPENING OF ACCOUNT...................................................................................................... 88 50. OPENING OF SAVINGS ACCOUNT................................................................................................................. 92 51. ACCEPTANCE OF DEPOSIT/FUNDING IN SAVINGS, SUKANYA SAMRIDDHI AND PPF ACCOUNT................................... 94 52. PRINTING OF PASSBOOK............................................................................................................................ 94 53. PROCESS IN CPC...................................................................................................................................... 94 54. PROCEDURE FOR ACCEPTANCE OF DEPOSIT/FUNDING OF ACCOUNT WHEN INITIAL DEPOSIT IS MADE BY CHEQUE.......... 95 55. PROCEDURE FOR ACCEPTANCE OF DEPOSIT/FUNDING WHEN INITIAL DEPOSIT IS MADE BY TRANSFER OF FUNDS............ 96 56. SUBSEQUENT DEPOSITS / CREDITS............................................................................................................... 97 57. WITHDRAWALS / DEBITS FROM SAVINGS ACCOUNT...................................................................................... 100 58. WITHDRAWAL FROM ACCOUNTS STANDING IN RICT-CBS BO AT ANY CBS PO.................................................. 107 59. CLOSURE OF SAVINGS ACCOUNT............................................................................................................... 107 60. CALCULATION AND POSTING OF ANNUAL S.B. INTEREST AND POSTING OF INTEREST IN PASSBOOKS IN HO / SO....... 110 61. ADJUSTMENT OF SHORT / EXCESS AMOUNT................................................................................................ 112 62. SILENT ACCOUNTS.................................................................................................................................. 113 63. REVIVAL OF SILENT ACCOUNT................................................................................................................... 115 64. VERIFICATION OF WITHDRAWALS OF RS. 10,000/- AND ABOVE IN SAVINGS ACCOUNTS AT BRANCH OFFICES............ 117 CHAPTER 5 – PROCEDURE FOR POSB OPERATION IN BRANCH OFFICES........................... 119 65. OPENING OF ACCOUNT-PROCEDURE IN GDS BRANCH POST OFFICES............................................................... 119 66. PROCEDURE IN THE ACCOUNT OFFICE FOR ACCOUNTS OPENED AT THEIR BRANCH POST OFFICES........................... 123 67. ACCOUNT OPENING PROCESS IN CBS AT ACCOUNT OFFICE FOR THE ACCOUNTS OPENED AT RICT-CBS BOS........... 124 68. DEPOSIT/SUBSEQUENT DEPOSIT BY CASH AT BRANCH POST OFFICES IN SAVINGS ACCOUNT................................. 127 69. WITHDRAWAL AT GDS BRANCH OFFICES.................................................................................................... 127 70. CLOSURE OF ACCOUNTS STANDING IN BRANCH POST OFFICES........................................................................ 131 71. LOAN / INTEREST PAYMENT OF ACCOUNTS STANDING IN BRANCH POST OFFICES................................................ 132 72. PROCEDURE IN ACCOUNT OFFICE IN RESPECT OF ACCOUNTS RECEIVED FROM GDS BOS FOR CLOSURE................... 133 73. TRANSACTION UPDATE PROCESS IN RICT-CBS APPLICATION........................................................................... 133 74. OTHER INSTRUCTIONS TO BPM................................................................................................................ 134 75. OTHER INSTRUCTIONS TO ACCOUNT OFFICE................................................................................................ 134 76. ACCOUNT OPENING AND SUBSEQUENT DEPOSITS THROUGH CHEQUE IN BRANCH POST OFFICES............................. 134 77. ACCOUNT OPENING AND SUBSEQUENT DEPOSITS THROUGH WITHDRAWAL FORM (SB-7) IN BRANCH POST OFFICES.. 138 78. ATM / E-BANKING / MOBILE BANKING / CHEQUE BOOK FACILITY FOR BO SAVINGS ACCOUNT............................ 140 79. ENTRY OF ANNUAL INTEREST IN PASSBOOKS OF BO ACCOUNTS....................................................................... 143 80. VERIFICATION OF BALANCES..................................................................................................................... 144 CHAPTER 6 – RECURRING DEPOSIT SCHEME................................................................... 147 81. SALIENT FEATURES OF RD........................................................................................................................ 147 82. TYPE OF RD ACCOUNTS........................................................................................................................... 147 83. DEFAULTS IN PAYMENT OF MONTHLY INSTALMENTS..................................................................................... 148 84. PAYMENT OF DEFAULTED INSTALMENTS..................................................................................................... 149 85. OPENING OF RD ACCOUNT...................................................................................................................... 150 86. MODES OF DEPOSIT OF SUBSEQUENT INSTALMENTS..................................................................................... 150 87. REBATE ON DEPOSITS PAID IN ADVANCE..................................................................................................... 153 88. ACCEPTANCE OF DEPOSITS IN ABSENCE OF THE PASSBOOK............................................................................. 154 89. LOAN (HALF WITHDRAWAL)..................................................................................................................... 155 90. REPAYMENT OF LOAN (WITHDRAWAL)....................................................................................................... 156 91. MATURITY OF RD ACCOUNT.................................................................................................................... 159 92. CONTINUANCE OF DECEASED DEPOSITOR’S ACCOUNTS.................................................................................. 160 93. PAYMENT OF AMOUNT IN ACCOUNTS IN THE NAME(S) OF THE DECEASED DEPOSITORS.......................................... 161 94. PREMATURE CLOSURE OF RD ACCOUNTS.................................................................................................... 161 95. PROTECTED SAVINGS SCHEME.................................................................................................................. 162 16 CHAPTER 7 – TIME DEPOSIT SCHEME............................................................................. 167 96. CATEGORIES OF TD ACCOUNTS................................................................................................................. 167 97. OPENING OF TD ACCOUNT....................................................................................................................... 168 98. REPAYMENT OF DEPOSITS AND PAYMENT OF ANNUAL INTEREST....................................................................... 168 99. PROCEDURE FOR PAYMENT OF ANNUAL INTEREST......................................................................................... 168 100. PROCEDURE FOR CLOSURE OF TD ACCOUNT................................................................................................ 170 101. EXTENSION OF TD ACCOUNT.................................................................................................................... 170 102. PREMATURE CLOSURE OF TD ACCOUNTS.................................................................................................... 171 103. TRANSFER OF TIME DEPOSIT ACCOUNT AS SECURITY (PLEDGING).................................................................... 172 104. RE-INVESTMENT OF AMOUNTS PAYABLE TO DEPOSITORS................................................................................ 174 CHAPTER 8 – MONTHLY INCOME ACCOUNT SCHEME..................................................... 175 105. SALIENT FEATURES.................................................................................................................................. 175 106. OPENING OF MIS ACCOUNTS................................................................................................................... 177 107. PAYMENT OF MONTHLY INTEREST............................................................................................................. 177 108. CLOSURE OF MIS ACCOUNT..................................................................................................................... 179 109. REFUND OF EXCESS DEPOSIT IN MIS ACCOUNT............................................................................................ 180 CHAPTER 9 – SENIOR CITIZENS SAVINGS SCHEME........................................................... 183 110. SALIENT FEATURES................................................................................................................................. 183 111. OPENING OF SCSS ACCOUNT................................................................................................................... 187 112. PAYMENT OF QUARTERLY INTEREST............................................................................................................ 187 113. PAYMENT ON MATURITY.......................................................................................................................... 187 114. TRANSFER OF ACCOUNTS......................................................................................................................... 188 115. DEDUCTION OF TDS IN SCS SCHEME......................................................................................................... 190 116. PROCESS FOR SCSS DEATH CLAIM CLOSURE IN FINACLE................................................................................ 192 CHAPTER 10 – PUBLIC PROVIDENT FUND SCHEME.......................................................... 194 117. SALIENT FEATURES.................................................................................................................................. 194 118. PROCEDURE FOR OPERATION OF PPF ACCOUNT AT HEAD/SUB OFFICE............................................................ 199 119. PREMATURE CLOSURE OF PPF ACCOUNT..................................................................................................... 201 120. EXTENSION OF ACCOUNT......................................................................................................................... 204 121. TRANSFER OF PPF ACCOUNTS.................................................................................................................. 204 122. CONDONATION OF DEFAULT IN PAYMENT OF SUBSCRIPTIONS.......................................................................... 206 CHAPTER 11 – SUKANYA SAMRIDDHI ACCOUNT SCHEME............................................... 207 123. OPENING OF SUKANYA SAMRIDDHI ACCOUNT.............................................................................................. 207 124. DEPOSITS IN SSA ACCOUNT..................................................................................................................... 208 125. SUBSEQUENT DEPOSIT AND DEFAULT FEE.................................................................................................... 209 126. WITHDRAWAL....................................................................................................................................... 209 127. INTEREST.............................................................................................................................................. 210 128. MATURITY OF ACCOUNT.......................................................................................................................... 211 129. PREMATURE CLOSURE............................................................................................................................. 211 130. TRANSFER OF SSA ACCOUNT.................................................................................................................... 212 131. SSA DEATH CLAIM CLOSURE PROCEDURE IN FINACLE.................................................................................... 212 CHAPTER 12 – NATIONAL SAVINGS SCHEME 1987 & 1992 (NSS)..................................... 214 132. SALIENT FEATURES OF NSS-87 & NSS - 92............................................................................................... 214 CHAPTER 13 – SAVINGS CERTIFICATES GENERAL RULES / PROCEDURES.......................... 218 133. DEFINITIONS......................................................................................................................................... 218 134. APPLICATION FOR OPENING OF NSC ACCOUNT......................................................................................... 218 135. MODES OF DEPOSIT FOR OPENING OF NSC ACCOUNT.................................................................................. 218 17 136. PROCEDURE FOR OPENING OF NSC ACCOUNT............................................................................................. 219 137. PROVISIONAL RECEIPTS FOR CERTIFICATES (ISSUED BEFORE 01.07.2016) COLLECTED......................................... 219 138. MAINTENANCE OF THE APPLICATION FOR OPENING OF ACCOUNT AND PURCHASE OF CERTIFICATE (SB-AOF)......... 220 139. PREPARATION OF LIST OF TRANSACTIONS AND CONSOLIDATION OF ACCOUNTS OPENED...................................... 220 140. ENCASHMENT OF CERTIFICATE.................................................................................................................. 220 141. CLOSURE OF CERTIFICATE ACCOUNT ON MATURITY OR PRE-MATURE CLOSURE.................................................... 223 142. JOURNALS OF CERTIFICATES DISCHARGED................................................................................................... 223 143. MEMO OF ADMISSION OF PAYMENT.......................................................................................................... 224 144. TRANSFER OF CERTIFICATES FROM ONE PO TO ANOTHER PO.......................................................................... 224 145. TRANSFER OF CERTIFICATE FROM ONE HOLDER TO ANOTHER HOLDER.............................................................. 225 146. PLEDGING OF CERTIFICATE ACCOUNT AS SECURITY........................................................................................ 226 147. ISSUE OF DUPLICATE CERTIFICATE.............................................................................................................. 227 148. ATTACHMENT OF A CERTIFICATE BY A COURT OF LAW................................................................................... 240 149. CONFISCATION OF CERTIFICATES BY CUSTOMS OR EXCISE AUTHORITIES............................................................ 241 150. PAYMENT OF CERTIFICATE(S) TO AUTHORITY EMPOWERED UNDER THE LAW TO DEMAND SUCH PAYMENT............... 242 151. HEAD OFFICE MONTHLY SUMMARIES........................................................................................................ 242 152. CERTIFICATES VOUCHER LIST.................................................................................................................... 244 CHAPTER 14 – KISAN VIKAS PATRA SCHEME................................................................... 245 153. SALIENT FEATURES................................................................................................................................. 245 154. TYPES OF ACCOUNTS.............................................................................................................................. 245 155. DEPOSITS............................................................................................................................................. 246 156. MATURITY............................................................................................................................................ 246 157. PREMATURE CLOSURE............................................................................................................................. 246 CHAPTER 15 – NATIONAL SAVINGS CERTIFICATE (VIII ISSUE) SCHEME............................. 247 158. SALIENT FEATURES................................................................................................................................. 247 159. TYPES OF ACCOUNTS.............................................................................................................................. 247 160. DEPOSITS............................................................................................................................................. 248 161. MATURITY............................................................................................................................................ 248 162. PREMATURE CLOSURE............................................................................................................................. 248 CHAPTER 16 – 10 YEAR NATIONAL SAVINGS CERTIFICATES (IX-ISSUE)............................. 249 163. SALIENT FEATURES................................................................................................................................. 249 CHAPTER 17 – PM CARES FOR CHILDREN SCHEME 2021.................................................. 251 164. SCHEME RULES...................................................................................................................................... 251 165. OPERATING PROCEDURE.......................................................................................................................... 255 CHAPTER 18 – AGENCY SYSTEM..................................................................................... 264 166. MPKBY & SAS AGENCY SYSTEM.............................................................................................................. 264 167. OPENING OF ACCOUNT BY AN AUTHORIZED AGENT:....................................................................................... 269 168. REINVESTMENT OF MATURED CERTIFICATE/DEPOSITS THROUGH AGENTS.......................................................... 270 169. PROCEDURE FOR PAYMENT OF COMMISSION TO SAS/MPKBY AGENTS........................................................... 272 170. MISCELLANEOUS.................................................................................................................................... 274 171. PAY ROLL SAVINGS SCHEME (PRSS) IN RESPECT OF RD................................................................................. 276 CHAPTER 19 – SETTLEMENT OF DECEASED CLAIM CASES................................................ 278 172. PAYMENT OF THE AMOUNT OF SAVINGS BANK ACCOUNTS IN THE NAME OF DECEASED DEPOSITORS....................... 278 173. CLAIM OF A DEPOSITOR BECOMING INSANE OR OTHERWISE INCAPABLE OF MANAGING HIS/HER OWN AFFAIRS.......... 304 174. CLAIMS OF ACCOUNTS STANDING IN THE NAME OF PERSONS UNHEARD FOR MORE THAN SEVEN YEARS................... 304 CHAPTER 20 – JAN SURAKSHA SCHEMES........................................................................ 305 175. PRADHAN MANTRI JEEVAN JYOTI BIMA YOJANA (PMJJBY)........................................................................... 305 18 176. PRADHAN MANTRI SURAKSHA BIMA YOJANA (PMSBY)................................................................................ 315 177. ATAL PENSION YOJANA (APY).................................................................................................................. 325 APPENDIX I – KYC / AML / CFT NORMS.......................................................................... 344 APPENDIX II – CHEQUE SYSTEM IN POST OFFICE SAVINGS BANK.................................... 360 APPENDIX III – CHEQUE CLEARING PROCESS................................................................... 373 APPENDIX IV – ELECTRONIC CLEARING SYSTEM (ECS)..................................................... 397 APPENDIX V – INTERNET BANKING................................................................................ 407 APPENDIX VI – MOBILE BANKING................................................................................... 412 APPENDIX VII – INTERACTIVE VOICE RESPONSE (IVR) FACILITY....................................... 415 APPENDIX VIII – CBS – CSI GL INTEGRATION................................................................... 416 APPENDIX IX – UNCLAIMED ACCOUNTS / CERTIFICATES IDENTIFIED - SCWF RULES 2016. 431 APPENDIX X – INCENTIVE SCHEME FOR BRANCH POSTMASTERS.................................... 435 APPENDIX XI – SOL MERGER.......................................................................................... 443 APPENDIX XII – TDS SUBMISSION................................................................................... 446 APPENDIX XIII – PAYMENT OF PENSION TO POSTAL & TELECOM PENSIONERS................ 451 APPENDIX XIV – PAYMENT OF PENSION TO RAILWAY PENSIONERS................................ 464 APPENDIX XV – GRANT OF PENSION TO FREEDOM FIGHTERS......................................... 477 APPENDIX XVI – ROLE OF SBCO FOR CBS POST OFFICES.................................................. 480 APPENDIX XVII – HANDLING OF CASES FOR RELAXATION IN RULES................................. 498 APPENDIX XVIII – INTEREST RATES W.E.F. 01.04.1981..................................................... 501 APPENDIX XIX – PRESERVATION OF RECORDS................................................................ 508 APPENDIX XX – SPECIMEN OF SOME IMPORTANT FORMS AND REGISTERS..................... 512 19 Chapter 1 - General POST OFFICE SAVINGS BANK The responsibility shall not vest with the Post Office under the following circumstances; (a). for any fraudulent withdrawal by a person by obtaining possession of a passbook or savings certificate or the cheque book while in the custody of the depositor, and where the Post Office has applied all due diligence and caution while making such payment. (b). for any act, whatsoever, committed by a person or agent duly authorised by the depositor to act on his/her behalf with respect to the operation of an account. (c). for any action taken in good faith by the Authorised Officer of the Post Office. (Rule 24(6) of Government Savings Promotion General Rules-2018) 1. Savings Bank Offices All Head Offices (H.O.), Sub-Offices (S.O.) and Branch offices (B.O.) with the exception of those which are not vested with Saving Bank powers or from which the Savings Bank powers have been withdrawn by the Head of Circle are Savings Bank offices. All Department Post Offices are called Service Outlets (SOL) in Core Banking Solution. All the Post Offices including Branch Post Offices are authorised to open all types of accounts under National (Small) Savings Schemes, unless or otherwise it is specifically prohibited in any rules / scheme. 2. Duties and Responsibilities of the Supervisor and Tenure (1). The term Supervisor used in this chapter includes a Sub-Postmaster, a Deputy Postmaster, an Assistant Postmaster or Assistant Sub Postmaster. (2). All the duties of the Supervisor in connection with the Savings Bank Department may be performed as may be assigned in the memo of distribution of work. The following duties shall be the personal responsibility of the Head Postmaster: - 20 Sanctioning claims in respect of savings bank accounts of deceased depositors which lie within his/her power of sanction and the safe custody of the records relating to such claims. (3). The Postmaster will however remain personally responsible for the general functioning of the S.B. Branch. (4). If the officer to whom the duties of the S.B. branch have been delegated notices any erasures or alterations in Pay-in-Slip (SB-103) or applications for withdrawal (Form SB-7) or application for closure of account on maturity form (SB-7A) or application for premature closure of account form (SB-7B) or application for loan / withdrawal from RD/PPF and SSA Accounts form (SB-7C) or Account Opening Form (SB-AOF) or any Know Your Customer (SB-KYC) document or any other suspicious circumstances attending a S.B. transaction, these will be brought to the personal notice of the Head Postmaster who will report the matter at once by name to the Divisional Head confidentially, unless he is under the direct control of the Regional/Circle Office, after taking appropriate action at his/her level as laid down in the rules. He/She should preserve all relevant records which may have a bearing on the case in his/her personal custody until they are transferred to the investigating authorities. (5). All the duties of the Supervisor in connection with Finacle CBS Software may be performed. Supervisor will ensure that the transactions happened in the office accounts of Finacle CBS Software are genuine and none of the financial and non-financial transactions are left un-verified at the End of the Day in Finacle CBS Software. (6). Supervisor will ensure the safety of his/her own password and direct his/her sub- ordinate staff to keep their passwords safely to avoid any misuse. (7). Supervisor will check all the latest orders available on India Post Website on daily basis and if any new order is found released, he/she will circulate the same all the staff in the SB branch. (8). Supervisor will ensure the upkeep of Hardwares available in the SB Branch and ensure not to allow any outsiders, pen drive, external hard disks etc except authorized by the Competent Authority. (9). Tenure of SB/SC Counter Assistants: - The following tenure has been fixed for SB/SC Counter Clerks in various offices: Sl No Type of Office Tenure (a) Tenure in single-handed and double handed offices 3 years (b) Overall tenure in ‘A’ Class and bigger offices 3 years (c) Overall tenure in Head Office and bigger sub office 3 years having full time SB/SC Assistants 21 Note: - Any Official who has been given training of Finacle End User should not be posted at any branch other that POSB/SC unless there are compelling circumstances. Otherwise, staff can be rotated within the office on POSB/SC related seats. 3. Distribution of Work The work in the SB Branch of a Head Post Office should be distributed in the following manner: - (1). The common duties of the SB branch as mentioned below should be assigned to one person who may be given other duties also so as to utilize him fully. (i) Receipt and distribution of dak. (ii) Maintenance of statistics and preparation of statements. (iii) Maintenance of the register of undelivered passbooks. (iv) Maintenance of the files of instructions and circulars. (v) Settlement of objections. (vi) Deceased claim cases. (vii) Correspondence including complaints. (viii) Maintenance of Register relating to transfer of accounts. (ix) Issue of ATM debit cards and maintaining related registers (x) Delivery of Welcome KIT to the depositors (xi) Processing of cheques for clearance (xii) Processing of Pledge / Pledge Release and Revival of Silent Accounts cases (xiii) Forwarding of Forms 15G/15H/Form-60/Form-61 to the Income Tax Authorities (xiv) Issue of TDS Certificates in Form-16A to Agents and Customers (xv) Issue of Interest Certificates to the Customers Note: - Postmaster can assign some of these duties to Counter Assistant. (2). Each of the remaining Assistants should be given rest of the Savings Bank work to be determined on the average number of transactions, such as: - (i) Maintenance of Savings Bank Accounts. (ii) Maintenance of Account Opening Forms (SB-AOF) and KYC documents for accounts opened. (iii) Transfer of accounts and maintenance of registers as well as KYC documents of accounts transferred. (iv) Entry of interest in passbooks belonging to BOs and Passbook Printing. (v) Revival of silent accounts and maintenance of register and separate guard file to keep the KYC documents of customers of such accounts. (vi) Issue of fresh/duplicate passbooks. 22 (vii) Maintenance of Index to Preliminary receipts (SB-26) issued by the ED Branch Post Offices. (viii) Issue of sanction of withdrawals and closure of accounts of /BOs. Note: -The list given above is not exhaustive and covers some of the salient points only. (3). Statistical Registers: All reports and statistical registers shall be maintained by the FINACLE CBS Software except those which have been specifically mentioned for manual maintenance. 23 Chapter 2 - Important Documents All the public utility forms like Account Opening Form, Pay-in-slip, Withdrawal form etc can be filled in either in English or in Hindi or in the Regional language at the option of the depositor. The depositor(s) should fill the forms using the Blue or Black colour ink pen / ball point pen. The Postal Staff handling the Savings Bank transactions should not fill the forms pertaining to such transactions on behalf of the depositor, however they may assist the depositor(s) in filling the forms correctly. 4. Passbook (1). Two uniform common Passbooks (SB-5) and (SB5A) have been introduced. SB-5 will be used of SB/RD/MIS/SCSS/SSA and PPF schemes whereas SB5A will be used for NSC/KVP and TD Accounts. The entries in the said Passbooks will be made through Passbook printer only wherever Passbook printer is available. The uniform common Passbooks need to be stitched and not stapled so that it can be Passbook printer friendly. Information and entries shown in the Passbooks is for the information of public and there will be no legal liability of the department with regard to the balance or transactions shown in the Passbooks. Entries relating to Penalty Fee charged in case of RD and PPF as well as Rebate paid only should be made manually by hand by the user. Except these entries, no entry should be made by hand in the passbooks in any departmental post office. (2). For the new accounts opened in CBS post offices, this Passbook should be issued. For, migrated accounts, as and when old passbook is presented at the counter, first page of passbook shall be re-printed on right hand side of next blank page and further transactions happened in FINACLE CBS shall be printed from next page. Blank space left if any, on the page being used currently before migration, should be cancelled by drawing lines in red ink. On the title page, word “CBS” is to be printed. Title of passbook will not be printed by FINACLE CBS application and counter assistant has to fill the information by permanent marker. (3). For the Accounts opened through e-banking and mobile banking, passbooks shall be issued by concerned Post Office where depositor’s PO Savings Account stands, if depositor desires. (4). In Head / Sub Post Office, stock register of Passbooks in form SB-4(a) will be maintained manually, separately for SB-5 and SB-5A. (5). Stock Register for Passbooks in Head Post Offices (i). The H.Os., will obtain supply of Passbooks by placing an indent in the first week of January, April, July, October on the Postal Stores Depot. The stock on hand and the indented quantity together will be equal to the requirement of six months. The indent will be prepared 24 in duplicate; one copy being retained in the Head Post Office. The indent will be in manuscript and in the following form: - (INDENT FOR THE QUARTER ENDING ……………20…..…) Type of Number of CBS Stock in hand Number Remarks Passbook Passbooks used Required during the last quarter 1 2 3 4 5 (ii). It will be the duty of the Postmaster to ensure proper maintenance of Passbooks and stock of Passbooks. Immediately when the supply of new Passbooks is received, the Supervisor should verify that the number of Passbooks noted in the invoice has actually been received. He/She should then make an entry of the receipt in the Stock register (SB-4(a)) maintained manually. He/She should enter the invoice number and date of the invoice and the balance in hand in the stock registers maintained separately for both SB5 and SB5A. (iii). The particulars of Passbooks issued to S.Os should be entered in the registers maintained separately for SB5 and SB5A. The account numbers of the Passbooks issued for new accounts and in lieu of used up one and the account numbers of all duplicate Passbooks issued for lost and spoilt Passbooks will be entered in the relevant columns of stock register and balance will be struck. (iv). At the close of the day, the Supervisor should check the stock registers and see that the balance of passbooks in hand is the tallied with stock shown in the register. (v). Postmaster should check the stock of physical passbooks with reference to the stock register and see that: - (a) The entries showing the number of passbooks issued for new accounts and serial numbers of the accounts in question are correct by reference to the new accounts opened on that day. (b) The entries showing the number of passbooks issued in lieu of used up and spoilt passbooks and the serial numbers of the accounts in question are correct by reference to the receipts taken from the depositors in respect of the accounts standing at the H.O. and the entry in the S.B. Slip or B.O. Slip in respect of accounts standing at a S.O. or its B.Os or at a B.O. in direct account with the H.O. (c) The entries showing the number of duplicate passbooks issued and the serial numbers of the concerned accounts are correct by reference to the relative application containing his/her orders for the issue of duplicate passbooks; and (d) The balance of passbooks in hand is the same as shown in the Stock Register. (e) The stock of Passbooks should remain in the Supervisor’s custody and be verified by him daily with the balance shown in the stock register. 25 (6). Stock Register of Passbooks in Sub Post Offices (i). For each sub post office, the Divisional Head will fix the authorized stock of Passbooks i.e., SB-5 and SB-5A which should be the average requirement of two months. (ii). (a). The S.O. will place an indent on the Head Post Office at the beginning of every month for replenishment of stock of Passbooks up to the authorized limit fixed. The indent will be prepared in duplicate in the following form, copy being retained in the SOs. Type of Stock in hand Authorised Number Passbook Stock Required 1 2 3 4 The Head Office will make supplies to the Sub Post Office, after proper check over the quantity indented for with reference to the authorized stock, under separate series of invoice to each Sub Post Office. The invoice will be prepared in triplicate, serially numbered for each Sub Post Office and two copies will be sent to the sub post office with the Passbooks. The serial number of invoices will run consecutively for each financial year. The Sub Office will return one copy of the invoice to the Head Post Office duly acknowledged. The acknowledged copy will be filed with the original invoice. (b) In Sub Post Office stock register of Pass Books in form SB-4(a) will be maintained in the format given below separately for SB5 and SB5A: - SPECIMEN OF FORM SB-4(a)Stock Register of Passbooks of Head / Sub Office CBS Passbooks CBS Passbooks issued (Accounts Balance Received numbers should be mentioned) in Hand after Initials of Date Particulars Number In lieu of Remarks For New Duplicate each Postmaster of the of used up Accounts Issued receipt / Invoice Passbooks passbooks issue 1 2 3 4 5 6 7 8 9 (7) Transmission of Passbooks (i) When a Passbook is made over by a depositor to a Post Office for any purpose, a receipt will be issued from SB-28.and handed over to the depositor. (ii) When a Passbook is made over by a depositor to a Post Office for dispatch to another post office, it should be dispatched by service registered post and the receipt for the registered article being given to the depositor. The words “Passbook of Post Office Saving/ RD/TD/PPF/NSS/MIS/SCSS/SSA (Account No…………………….. with a balance of 26 Rs………… should be written on the receipt. When a Passbook is returned by the post office to the depositor or sent by one Post Office to another, a similar note should made on the receipt which should be given to the Saving Bank Assistant who should paste it in his/her receipt book or case file. (iii) In the following cases, free transmission of Passbooks from one post office to another is allowed: (i) As enclosure to a complaint or a deceased claim. (ii) In response to a call from the post office for presentation of Passbook. (iii) From a depositor on active service through the Field Post Office to his/her near relative for operating on the account and vice versa. (8). Register of Undeliverable Passbooks in Deposit in the HOs and SOs (i). Register of Passbooks in deposits in H.O.: - If a depositor fails to take delivery of his/her Passbook within 30 days from the date of its receipt in the HO or SO, the S.O. will forward the Passbook to the H.O. duly entered in the list of documents with remarks “Undelivered”. Whenever a Passbook is returned undelivered by a subordinate office or is received by the H.O. from any other source (e.g. from the depositor himself) and remains undelivered for any reason, particulars thereof should be entered in the Register of undeliverable Passbooks in deposit in the H.O. in the format given below: - SPECIMEN OF FORM SB 12(c) Register of undelivered Passbooks in deposit in the Head Post Office…………………………………… Name of Particulars Date of receipt of Sub regarding undeliverable or Branch the final disposal CBS Post Office of Passbook from Account Balance from which the Passbook Remarks sub Number received or with date of its or branch post the person dispatch from the office or from any from whom HO or delivery to other source. received the depositor 1 2 3 4 5 6 (ii). When a Passbook which has been brought on the register is returned to the depositor either directly or through a subordinate office or in any other way, particulars regarding its final disposal should be entered in the register. (iii). The register and the Passbooks entered in it should remain in the personal custody of the Supervisor. 27 (iv). If a Passbook is not claimed within a period of three months from the date of its original receipt at the H.O. it should be forwarded to the SBCO for safe custody. The acquaintance of the SBCO for such Passbook will be obtained in the remarks column of the relevant entry in the register. (v). Before the Passbook is sent to the SBCO, the balance shown therein should be verified with that shown in the Finacle CBS application using relevant menu and the remarks “Balance Rs………… verified and Passbook transferred to control organization for safe custody on………………………….” (vi). If an application for a Passbook which has been transferred to the SBCO is received in the H.O., the Passbook should be called for from the SBCO by sending a requisition duly signed by the Postmaster. On receipt of the Passbook from the SBCO, a suitable note should be made in the register against the particular entry. A note in the Register should be made as follows” Recalled and delivered to the depositor on………/dispatched to SO on……………” (vii). Such an application received in a SO should be forwarded to the HO indicating the date on which the Passbook was returned to the HO as undelivered. (9). Register of Passbooks in deposit in SOs: The Passbooks received from the head office or any other source for delivery to the depositors will be entered in a manuscript register to be maintained for this purpose in the form given below in order to keep their proper account. The date of receipt will be noted on the top in the register. The serial number in the register will run in an annual series starting from No. 1 in April each year. The Passbooks should be delivered to the depositors as soon as possible on their surrendering the receipt (SB-28) granted to them duly signed and date of delivery noted in the register. The details of Passbooks sent to branch offices will be entered in the register in the prescribed columns. The date on which the Passbook is finally returned as undelivered to the Head Office will be noted in the register under initial of the SPM in the prescribed column. A summary of the Passbooks in hand showing the closing balance on a day when there is change in the balance will be prepared in the remarks column of the register by the sub postmaster under his/her dated signature. The receipt should be pasted to the office copy of the receipt in the receipt book (SB-28). Summary (a) Opening balance ….……………………………………………………………….. (b) Passbooks received …..……………………………………………………………. (c) Total …..……………………………………………………………………………. (d) Passbooks delivered/returned to H.O. /sent to Branch Office ….……….…………. (e) Closing balance ……………………………………………………………………. Date Signature of the Sub Postmaster 28 Note : The closing balance should be verified with the Passbooks in hand. The register and the Passbooks entered in it should remain in the personal custody of the Sub Postmaster. SPECIMEN OF FORM Register of Passbooks in Deposit in Sub Offices Date of Name of delivery Date on branch Type of To the which office to Initial of Account account depositor returned as Sl No which the Remarks No SB, RD or undelivered the Supervisor etc. date of to the Head Passbook dispatch Office. sent to the BO 1 2 3 4 5 6 7 8 (10). Disposal of Undelivered Passbooks Any passbook remaining undelivered at SO/BO, at the end of the period (not exceeding one month) fixed by the Head of the Circles for keeping them in the SO/BO will be sent back to the HO. It should be sent entered in the list of documents in accordance with relevant Rule. Such passbooks should be kept in the Postmaster's personal custody after entering the particulars thereof in the register of undeliverable passbooks in deposit in the HO. Whenever such a passbook is called for by the SPM/BPM for delivery to the depositor, it should be sent to the SO/BO, in accordance with the procedure laid down in relevant rule. (11). Returns of Passbooks to Depositors by Head / Sub Office (i) The passbooks received from the any other source for delivery to the depositors will be entered in a manuscript register to be maintained for this purpose in the form given below in order to keep their proper account. The date of receipt will be noted on the top in the register. The serial number in the register will run in an annual series starting from No. 1 in April each year. The passbooks should be delivered to the depositors as soon as possible on their surrendering the receipt (SB-28) granted to them duly signed and date of delivery noted in the register. The details of passbooks sent to BO will be entered in the register in the prescribed columns. The particulars of call issued to depositor in form SB-33 and the date on which the passbook is finally returned as undelivered to HO will be noted in the register under initial of the SPM in the prescribed column. A summary of the Passbooks in hand showing the closing balance on a day when there is change in the balance will be prepared in the remark column of the register by the SPM under his/her dated signature: 29 SPECIMEN OF FORM Register of Passbooks in deposit in Head/Sub Post Office Date on which returned Name of Branch Office to which passbook sent Particulars and date on (SB-33) issued to the which notice in form depositor or date of Initials of PM/SPM despatch to the BO Type of Account (SB/RD/TD etc) delivered to the as undelivered Date on which Account No. depositor Remarks Sl. No. 1 2 3 4 5 6 7 8 9 Summary (i) Opening balance …...............……………………………………………………….. (ii) Passbooks received today………………………………………....................……… (iii) Total…………………………..........................……………………………………… (iv) Passbooks delivered/returned to HO/sent to BO………………...........……… (v) Closing balance………………………………….......................……………… Signature of the Sub-Postmaster (ii) The closing balance should be verified with the passbooks in hand. The register and the passbooks entered in it should remain in the personal custody of the PM/SPM. (iii) If a passbook remains undelivered at the end of one month, it should be sent back to the HO entered in the list of documents. When the depositor calls for the passbook which has been sent back to the HO after being retained for the prescribed period, the SPM should call for the passbook from the HO. It should, when received, be delivered in accordance with the procedure laid down in Sub Rule (1). Undelivered passbooks received from BOs in account with the SO should be similarly forwarded to the HO after entering them in the register. (iv) If the passbook has to be sent to the depositor by post, it should be forwarded to him by service registered post and the word “Passbook of account No. …………….balance Rs…………….”should be written on the receipt. This receipt or the depositor's acknowledgement, as the case may be, should be pasted to the office copy of the receipt book (SB-28). 30 (12). Presentation and updation of Passbook in CBS Post Offices (i) Presentation of passbook is mandatory for all withdrawals / transfers using withdrawal form (SB-7) and in case of withdrawal / transfer using POSB Cheque and at the time of deposit transactions, it is not mandatory. (ii) If an illiterate depositor attends any post office for deposit/withdrawal, presentation of Passbook is mandatory. (iii) If depositor whose account stands at any GDS Branch Post Office attends any CBS Post Office for deposit/withdrawal, presentation of Passbook is mandatory. (iv) The passbook shall ordinarily be presented for all the withdrawals or deposits made at the counter and in case deposits or withdrawals are made by using cheque or any electronic mode, the passbook, wherever issued, may be presented at any CBS Post office at-least once in six months for bringing it up to date. (v) Whenever or wherever, the Passbook is presented at any time in any CBS Post office for bringing it up-to-date, the Passbook should be updated using Passbook Printer, where the passbook printer is provided. 5. Pay-In-Slip (SB-103) (1). All deposits presented at the counter of Post Office will be accompanied by pay-in- slips with counterfoil (SB-103) duly filled in by or on behalf of the depositor. Pay-in-Slip has the provision to write the details of the deposits / transactions like Default Fee, Rebate Amount, Loan Repayment, Loan Interest and Cheque / DD Number in case of deposit by Cheque / DD. In addition, provision is also made to write the PAN Number and Mobile Number of the Depositor. (2). The Counter Assistant accepting the deposit should check the entries in both parts to see that they agree in all respects and after transaction is done in Finacle CBS Application, note Name of Scheme and Transaction ID in red ink on the upper right-hand corner of the Pay-In-Slip. The date stamp should be impressed at the marked place on both parts. The counterfoil will be signed, detached and handed over to the depositor or his/her messenger. The pay-in-slip will serve as a voucher for deposit. This voucher will be included in the Voucher Bundle along with other vouchers. 6. Application for Withdrawal (SB-7) / Closure (SB-7A) / Premature Closure (SB-7B) and Loan (SB-7C) (1). All withdrawals from Savings Account presented at the counter of Post Office will be accompanied by SB-7 (Application for Withdrawal). Whenever any Depositor opt for closure of any account after its maturity, application is submitted in form SB-7A and whenever any account is closed pre-maturely before the maturity, application is submitted in SB-7B. For 31 availing loan and withdrawal from Recurring Deposit, Public Provident Fund and Sukanya Samriddhi Account, application is submitted in the form SB-7C. (2). The Counter Assistant accepting the above forms should check the entries and after transaction is done in Finacle CBS Application, note Name of Scheme and Transaction ID in red ink on the upper right-hand corner of the forms. The date stamp should be impressed at the marked place. These forms will serve as voucher for payment transactions, for other than the payment made to the claimant in case of deceased claim settlement. This voucher will be included in the Voucher Bundle along with other vouchers. 7. Preliminary Receipt (SB-26) (1). Preliminary receipts SB-26 are printed in books of 50 receipts in triplicate for Branch Offices and are machine-numbered. (2). In Extra-Departmental Branch Office, these receipts are to be prepared by the ED- BPM for the first deposit in triplicate by double sided carbon paper with indelible pencil entering the name of the person and the amount of deposit. The type of account for which receipt is issued should be prominently noted at the top on both copies of the receipt, e.g., SB, TD (___year/s), RD/SSA, etc. After all, three copies of the receipts are signed by the ED-BPM the pencil copy should be given to depositor after noting the date on which he may attend the post office to collect the passbook, the second copy to be sent to account office duly entered in list of documents and third copy being retained in the book as office copy. The number of receipt issued should be noted in the remarks column of BOSB/RD/TD/SSA Journal and Specimen Signature book in red ink. Note: Cheque deposit can be accepted at BO for all National Savings Scheme Accounts. Whenever an account is opened through cheque, BPM will issue preliminary receipt following the due procedure as detailed in this rule. (3). If a preliminary receipt is spoiled, the word “Spoiled” should be written across all the copies of the receipt under the dated signature of the E.D.B.P.M. First and second copies should be sent to the Account Office (HO/SO) duly entered in the BO Daily Account with appropriate remarks. (4). On receipt of the original and duplicate copies of a preliminary receipt from a Branch Post Office with the remarks “Spoiled”, the Sub/Head Postmaster will, after verification and counter-signature, return the original to the Branch Office and file the duplicate in his/her office. When the receipt is received back at BO from the Account Office after verification and counter signature by the Postmaster, it should be pasted to the office copy of the receipt by the BPM (5). The Account Office of a Branch Office will maintain an Index to Savings Bank preliminary receipts issued by the Branch Offices in account and keep a watch over the use of 32 the receipts in serial order. The duplicate copies of the preliminary receipts received from the Branch Offices should be filed in the Account Office in monthly bundles Branch Office wise. (6). A designated Savings Bank Assistant in HO/SO will maintain an index of preliminary receipts which will have entries for Extra-Departmental Branch offices. The index should be in the form of index to preliminary receipts (MS-15). On receipt of the vouchers from BO, he/she will check that the first serial number is in continuation of the last serial used and that all serial numbers are in a consecutive order. He/She will enter the numbers of preliminary receipts issued by each ED Branch Office in the index (MS-15) and initial the entry. He/She will put up the index to the Supervisor who will initial the entry with date after satisfying himself that the prescribed check has been carried out. In case of any discrepancy in continuity of serial numbers

POSB CBS Manual 2021 PDF Government of India

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