Presentation Transcript

1. DUTIES OF A MAILOVERSEER

2. REMITTANCES MAILS SAVINGS BANK MARKETTING INSURANCE MO PREVENTIVE VIGILANCE
3. MAIL OVERSEER…. is the integral part of a Sub Division. is subordinate to the Sub Divisional Head. Accompany the sub divisional head on official tour Carry out mandatory visits of branch office Perform 2nd inspection of BOs -- as ordered by the Sub Divisional Head. Perform mandatory checks to prevent frauds. Assist Sub divisional Head in investigating frauds

4. Mail Related Duties

5. THE MAIL OVERSEER SHOULD …. Post Test letter/card to check the punctual clearance of letter boxes by GDSMD of the BO Know the Working hours, Mails receipts & despatch timings LB clearance timings of each BO in his jurisdiction Verify Articles in deposit Date of receipt Condition Reason for non delivery
6. The mail overseer should have a copy of beat list and route map Village sorting list Letter box statement should know the standard delivery remarks What are the standard remarks?????
7. STANDARD REMARKS
8. The mail overseer should verify Accountable articles in Postman or GDS’s bag Confirm the genuineness of the remarks Check unregistered articles Tally undelivered MOs with cash in hand Verify VP Collection/Unpaid articles Check articles in deposit Condition of articles in deposit Date of receipt of these articles If any Intimation has been served
9. Is any article in deposit beyond 7 days ? Have any Demurrage charges been ? If any article is in deposit beyond 14 days ? Are deposit articles entered in Red ink in BO Journal ? Have undelivered articles returned to AO- duly invoiced in BODA ?
10. VALUE PAYABLE & INSURED RULE NO 343-A OF POSTAL MANUAL VOL VIII MO should examine Insured articles Value Payable Articles & Money Orders in deposit Requisite entries are made in BO journal Retention of these articles/ MOs is justified Articles are not damaged or tampered Check genuineness of signatures in VP delivery receipts

11. SB Related duties

12. SB -28(in duplicate) receipt which has been given to the depositor in lieu of the pass book if the passbook is obtained for - adding interest transfer of account verification closer of a/c Original given to the depositor Original receipt obtained from depositor on return of PB from AO RULE NO 355 OF POSTAL MANUAL VOL VIII
13. Compare SB-28 office copy with BO journal entries Verify signature of the depositor with the SS book SB-28 to be issued individually for each SB PB SB PBs sent to AO = SB-28 receipts issued Non issue of SB-28 is a crime RULE NO 355 OF POSTAL MANUAL VOL VIII
14. Undelivered PBs PBs should be shown under deposit in the BO journal Entry in BO Journal in red ink PB balance = balance in BO SB/RD/TD journals Contact depositor if balance does not tally Ascertain the transaction details from the depositor report to Sub divisional head for enquiry Instruct BPM to deliver the pass books immediately RULE NO 355 OF POSTAL MANUAL VOL VIII
15. SB –26 (in triplicate) Issued for opening new SB/RD/TD accounts at BO Serially numbered 50 receipts Original receipt - depositor Second copy- to AO Third copy - office copy Verification procedure similar to SB 28 Type of account mentioned in the receipt RULE NO 355 OF POSTAL MANUAL VOL VIII
16. verify credit particulars of total receipts into BO account cross check these receipts in SB/RD/TD journals verify the corresponding entries in SS book verify the genuiness of delivery of new pass book to the depositor by contacting the depositor comparing signature of depositor with SS book Verify if BPM has prepared a single SB-26 receipt for new accounts (MPKBY agent’s RD bulk lists) Contact AO immediately if PB is not returned for long periods Report issue immediately to Sub divisional head RULE NO 355 OF POSTAL MANUAL VOL VIII
17. original copy of SB 26 to be detached from receipt book after delivery of PB Tally depositor’s signature in the receipt with the SS book Call for explanation of BPM if original receipt not handed over to depositor ascertain the receipt of the pass book from the depositor – if signature does not tally if depositor has lost original receipt Ensure BPM gets orders from AO before delivering PBs Beware of spoilt receipts RULE NO 355 OF POSTAL MANUAL VOL VIII
18. Spoiled Receipts….???? Wrongly prepared With lot of corrections/ overwriting Torn/Mutilated or disfigured Wrong serial number; mis printed inadvertently passed over receipts (left blank) verify the genuiness of the Spoiled receipts Check if the word “Spoiled” is written across the counterfoil Ensure despatch of the receipt to AO check its entry in the BO journal on that date VIDE RULE NO 22[2] of BO RULES
19. MS-87 [a] receipts RULE NO 355 OF POSTAL MANUAL VOL VIII VIDE RULE NO 22 OF BO RULES Issued to sender of an insured article sender of the VP article of the letter or parcel mail Remitter of the money order Policy holder for premia paid Every receipt issued for MOs has matching MO receipt from AO MO amount in MS 87(a) = amount in MO receipt of AO Ensure BPMs use fresh receipts for transactions Ensure credit of total amount of the receipts issued daily into BO account Cross check the same with the BO journal
20. VERIFICATION OF RECEIPT BOOKS check all BO Receipt books – SB-28,SB-26, MS-87[a],Eng-9, PLI-2 verify used receipts of all kinds since last inspection/visit Check all the unused receipts If they are intact in duplicate/triplicate etc Note the following remarks in the last used receipt “CERTIFIED THAT ALL THE UNUSED RECEIPTS FROM ………….. TO …………… ARE INTACT” Affix dated signature RECEIPTS RULE NO 355 OF POSTAL MANUAL VOL VIII
21. check if receipts are in consecutive series Verify if the used ones are issued in chronological order Check if all receipts are prepared using double sided carbon All receipts are impressed with date stamp SPM’s certificate should be available on the wrapper of receipt book As a token of having verified by him Note down the cancelled receipts numbers by SPM RULE NO 355 OF POSTAL MANUAL VOL VIII

22. Remittance related duties

23. YOU SHOULD……. Verify Cash and stamp balance MO form accounts liabilities reasons for non-payment of MOs Other non payments also What do you mean by Non Payments….??????
24. Line Limit (*)- under orders of the divisional head

25. Accounts related duties

26. BO ACCOUNT – Pa-6 arrive at OB with balance acknowledged by the AO ( in BO slip) Opening balance = acknowledged balance + receipts – payments physically count cash and stamps in hand Tally the same with OB Make the following entry in BO account- “CASH AND STAMPS VERIFIED, FOUND Rs..……………[In words and figures] AND CORRECT” RULE NO 355 OF POSTAL MANUAL VOL VIII
27. Note minimum and maximum authorized balance of the BO Note dates on which excess cash has been retained in BO Select dates based on heavy withdrawals, suspicious transactions etc In case of liability …. Check if amount is shown in the payment side of the Pa (6) contact payees, depositors, personally and enquire Check if liability shown on the dates has been paid to them actually Cases of unnecessary retention of cash to be reported to sub divisional head RULE NO 355 OF POSTAL MANUAL VOL VIII
28. If the liabilities are shown regularly Suggest revision of authorized balance Revision to be done by sub divisional head Check if totals of receipt & payment side have been struck every month in BO account tally the account for that month Check for corrections/over writings in BO account Corrections & over writings to be circled and counter signed by BPM Check remittances/special remittances received from AO Ensure that they are incorporated in the BO account on the same day RULE NO 355 OF POSTAL MANUAL VOL VIII
29. Check if BPM has made remarks in the BO account during special remittance weight of the BO bag [in words and figures] is entered in BO account abstract of BO account has been sent to AO till the preceding month of his visit Check correctness of daily receipt side & payment side totals closing balance check the contents of the BO bag with BO slip Examine the cash bag Examine accountable articles received through the BO bag RULE NO 129, 130, 131 OF BO RULE
30. BO JOURNAL [Pa – 5] compare entries in BO journal with BO slip Check Disposal of all accountable articles received from AO Disposal of SB warrants received from AO UCR and UCP particulars All the documents sent to & from AO Passbooks in deposit RULE NO 123 OF BO RULES

31. Insurance related duties

32. RPLI Receipts Check if amount collected through all the receipts has been entered in RPLI Journal Schedules Credited in BO account Check collection of default fee payment of rebate etc Tally the receipts with BO Account & RPLI Journal Train the BPM to calculate the default fee and rebate
33. What will you do in this situation ???????? During your visit you notice that Credit in RPLI accounts is only at the end of the month BPM assures that insurants only credit at month ends Credit in RPLI accounts is at the end of 6 months together
34. Reports & Documents What are the records to be maintained by Mail overseers? What are the statements to be submitted? To whom? In what periodicity? Importance of these records and statements LET US RECAP
35. Weekly Diary (Genl-4) with- Visit Reports on BOs visited every day’s particulars of the travelling done to be noted down weekly diaries to be submitted on 1st ,8th 16th ,24th of every month Signature of BPM to be taken in the diary Date stamp of the office visited to be impressed in the diary Monthly report on payment of Money orders Reports on petty enquiries performed RULE NO 355 OF POSTAL MANUAL VOL VIII
36. VISIT REPORTS Submit visit reports of every visit to BO along with the diary Details furnished in VR to tally with diary - the number of money orders verified, number of pass books verified Extract of visit report to be put up to Sub Divisional Head
37. MONEY ORDER STATEMENT verify atleast 50 MOs under his jurisdiction every month Diary should contain particulars of the money order result of verification submit Monthly list of money orders verified[Genl 6] Submit Genl-6 with monthly summary [Genl.12]
38. PASS BOOK VERIFICATION In each visit, you should verify a minimum of 10 SB pass books, 5 RD pass books 2 TD pass books 5 RPLI pass books, by contacting the depositors This is done to detect the frauds all the transactions appearing in the pass book should be checked all transactions after the addition of interest will have to be checked
39. You will be supplied with the list of PBs not received for entry of interest This list will be supplied by sub divisional head or AO List will be supplied in July every year The accounts in the list to be verified mandatorily Regular SB PB verification to be done only after verification of this list
40. What will you do if the list of PBs not received for entry of interest?????
41. identify such accounts by referring to the SB journal Note down the account numbers not received for subsequent transaction Check the blank in the column for DNT in the journal List account numbers for which the SB – 28 receipts has not yet been issued for the last1year verify these PBs arrange for sending for interest posting
42. Checking of RD pass books RD account will get discontinued after four defaults It will be revived automatically within 2 months Default installments to be paid by the depositor RD accounts give sufficient scope for manipulation Manipulations can be covered up easily Non updation of ledgers, pending at AO/HO will enable frauds
43. Check every single transaction in the PB Count number of date stamp impressions in RD PB Multiply it by the denomination The product should agree with the balance Check dates of transactions Check RD accounts & MPKBY agent list with penalties with care Contact the concerned depositors Agent list should contain ASLASS card number
44. Compare the previous month’s total deposit & number of accounts with the current month Calculate the monthly totals RD Deposits for every month since last visit There should be no discrepancy in amount of RD deposits return the PBs obtained for verification immediately Or atleast before your return from the village Do not entrust the PBs to the BO staff
45. PBs for new accounts Cross check the SB-26 receipts with PBs for - name of the depositor date of credit date of delivery of the pass book Signature of the depositor with the particulars available in the BO records
46. Please note….. Number of pages in each PB Correctness of pages in the PB Blank pages in between filled up pages Verify all passbooks received at counter on the date of visit Ensure that dates recorded in manuscript & the date stamp impression are same Caution BPM for retaining PBs without receipts
47. What will you do if large number of PBs are found in the BO without receipts
48. A statement showing the account number DLT BAT to be prepared and got signed by the BPM with witness Deliver them to the depositor after confirming the balance Report this issue to the sub divisional head
49. WHILE VERIFYING THE PASS BOOKS Ensure that the counterfoils are given to the depositor across the counter depositors are preserving the counterfoils verify discontinued RD & silent accounts Avoid verifying the same pass book Sign with date on verified the pass books In case of discrepancies- Enquire with the depositor immediately Report the matter to the sub divisional head
50. Prepare extracts of PBs verified Submit to the sub divisional head After endorsement by sub divisional head, forward it to HO On return from HO/SO Sub divisional head will check for any discrepancy noted by the HO/SO If found, the PB is to be called for If not, paste the extracts in concerned work papers
51. Cent percent verification Ensure supply of list of balances of all accounts standing in the BO and copy of ledger cards Obtain pass books from the depositors Check the balances of the account and date of each deposit and withdrawal In case of discrepancies in the amount & in the dates record the statement from the depositor Report matter to the Sub Divisional Head
52. verify the remarks of undelivered SB -46 notices issued return the same with the result of your verification If you deliver any notices during verification obtain acknowledgement for the same
53. EXTRAORDINARY CIRCUMSTANCES In case of disruption of services due to Theft Fire accidents interruption of mail service due to floods, earthquakes etc If directed by the sub divisional head You must proceed to the spot. make enquires and arrangements as may be possible you should be ready to work as GDS Carry out duties of GDS along with your regular duties Train newly appointed BPM/GDSMD/GDSMC
54. Miscellaneous confirm the updation of all BO records Assist in Settlement of OMs Minus balance verification Verify Stock register Book of postmarks check if SS book contains Remarks in red ink for Closed accounts New accounts