INTRODUCTION
Preamble:— Before the take
over of S.B. control work from Audit, the branch audit offices used to maintain
duplicate Savings Bank ledger card in respect of every S.B. account in addition
to the ledgers maintained in the Head Post Offices. Irregularities and
discrepancies noticed by them at the time of posting the transactions in the
ledger cards from the savings bank returns received from head post offices used
to be taken up with the head offices in the form of lengthy objection
statements. The interest used to be calculated by the audit and sent to Head
Offices in the form of interest statement in the middle of June every year. It
was then posted in the ledgers and thereafter the pass books were called for
the entry of interest in them. The entire procedure meant a check by a remote
office on the transactions and the procedure entailed duplication and delay. It
was, therefore, felt necessary to set up a local departmental machinery for
ensuring an on the spot check on the maintenance of ledger accounts in head
offices and ensure their correct maintenance. The P&T Board decided in 1960
to take over the SB control work from the A.G. P&T and abolish the
duplicate ledger cards maintained in branch audit offices. The approval of the
A.G. P&T, C. A. G. and Ministry of Finance was also obtained. The scheme
was first tried on an experimental basis in 5 Head Offices w.e.f. 1.1.1961. The
experience then gained showed that the new system was workable and was in the
interest of efficiency and economy. The scheme was then extended to all Head
Offices in a phased program. The work was taken over in phases and last phase
completed on 1-10-1965. The C.T.D. control work was also taken from the audit
offices in phases w.e.f. 1.4.1966 and the last phase completed on 1.7.1976.
Thereafter the pairing work of SB accounts on transfer was also taken from the
A.G. P&T w.e.f. 1.2.1973 and entrusted to Pairing Organisation set up in
each Circle.
Setting
up of Control Organisation:—The Savings Bank accounts of the depositors
are maintained in the ledger cards by the SB Branch of the Head Post Office.
The deposit/withdrawal transactions as and when made by the depositor are
posted in the ledger card and balance is worked out after each transaction. The
ledger cards are kept in binders for the sake of convenient handling and
accounting. Each binder contains 300 ledger cards. The control accounts of
these binders i.e, binder-wise and office-wise balances of these accounts, are
maintained by a separate Organisation named as Savings Bank Control
Organisation set up in each Head Post Office.
Control Organisation — Organisation and
significance :— The
Savings Bank Control Organisation has been set up in each Head Post
Office to maintain control accounts of Savings bank and carry out day-to day
checks of the work done by the SB Branch. The Control Organisation consists of
Supervisor and Postal
Assistants. The Senior Postal Assistants are required to do the work of
checking of vouchers, cash and non-cash transactions, verification of binder
balances, checking of interest calculation, revival of silent accounts, etc.
The Junior Postal Assistants do only posting and listing work in the various
control registers. This Organisation is under the administrative control of the
Senior Superintendents/Superintendents of Post offices/Gazetted Postmasters and
functionally responsible to these authorities. The Organisation has a very
important role in respect of Savings Bank operations. Unless the performance of
this Organisation is efficient, the working of Savings Bank Branch will suffer
and frauds may be facilitated.
Functions
of Control Organisation :—
·
The
main functions of the Control Organisation are as under :-
·
To
maintain control accounts of all the Savings Banks Schemes.
·
To
carry out percentage checks of vouchers and other items of work.
·
To
verify binder ledger balances periodically.
·
To
keep in its safe custody important records such as vouchers,
·
undelivered
pass books, list of transactions, silent accounts lists,
·
Interest
cum silent accounts statements, various control registers, etc.
·
To
check annual calculation of interest in SB/PPF/NSS accounts.
·
Preparation
of annual interest and silent accounts statements.
·
To
submit periodical returns to various authorities such as Postal
·
Accounts
Office, Divisional Office, Circle Office and Internal Check
·
Organisation
(SB).
Relation
of Control Organisation with the Postal Accounts Office and Audit:—
After
the take over of control accounts from the erstwhile audit and accounts offices
the Control Organisation is now required to submit a monthly statement
containing statistics of number of accounts, transactions, balances, etc. at
the close of the month to the Postal Accounts Office. In the Postal Accounts
Offices these statistics are consolidated for all the Head Offices in the
Circle in order to arrive at the final closing balance of the Circle at the
end of each month. The consolidated
statistics of deposits, withdrawals and closing balance under each category of
accounts are intimated by the Postal Accounts Office to the Directorate by the
due date.
The
Control Organisation is not required now to submit any return to the audit
office. This Unit is, however, inspected periodically by the audit party.
Pairing
Organisation :—A
Pairing Unit in each Circle and one Central Pairing Office has been set up in
New Delhi. The Pairing Units are responsible for pairing the credits and debits
of Home Transfers (Transfer of accounts from one Head Office to another in the
same Postal Circle) and the Central Pairing Office for pairing the credits and
debits of Foreign Transfers (Transfer of accounts from one Head Office to
another in different Postal Circles). The Circle Pairing Unit is under the
administrative control of Accounts Officer, Internal Check Organisation
(Savings Bank) in each Circle whereas the Central Pairing Office is under the
charge of Accounts Officer, Central Pairing Office. New Delhi. The Central
Pairing Office also functions as a Circle Pairing Unit for Delhi Postal Circle
and Base Circle of Army Post Offices. A separate section for this purpose has
been formed in this office.
The
Staff of the Circle Pairing Unit and Central Pairing Office consists of
Supervisor and Postal Assistants. The main function of Pairing Units/Office is
to compare the debit and credit items of Transfer from one Head Office to
another in order to check frauds in wrong opening of accounts with higher
balance in the transferee head office. These Units are inspected in detail by
the Accounts Officer, ICO (SB) once a year in addition to the routine
weekly/monthly checks which are carried out by him. The units are also
inspected by the audit party periodically.
Internal
Check Organisation
(SB) : — (1) The Internal Check Organisation (SB) is an effective
inspecting organisation for the inspection of the S.B. Branch of Head
Post Offices and Control Organisation. It has been set up in each Postal
Circle. It is under the administrative control of the Postmaster General/Regional
Director of Postal Services and under the charge of an Accounts Officer,
who is assisted by a Junior accoints
Officer, one or more Postal Assistants and a Stenographer. The Accounts Officer
is a technical advisor on SB matters to the Regional Director/Postmaster
General under whom he may be working. The main functions of the Internal Check
Organisation are summarised as under:—
·
To
see that the staff of the Head Post Offices and the Control Organisation carry
out their functions as prescribed in the rules and orders issued from time to
time.
·
To see that the prescribed checks by the
Control Organisation on the day-to-
·
day functioning of the Head Office are
carried out properly.
·
To
see that the registers of binder balances are maintained properly.
·
To see that the various registers and
documents prescribed to be maintained by the Control Organisation are being
properly and regularly maintained.
·
To see that the pending objections are
settled without any abnormal delay.
·
To review the objections pending over three
months in order
Composition
and Functions of SBCO
Duties of Supervisor
1. Supervision over the staff of the Control
Organisation.
2. Distribution of work among the start
3. To ensure that the sta ff performs the
duties properly as prescribed in these
rules and orders issued from time to
time.
4. To perform the duties specifically assigned
to him in these rules and in the orders issued from time to time.
5. To ensure that the periodical returns are
sent by due dates.
6. To maintain Nominal Roll (MS-12) [Annexure
I] in respect of staff of the SBCO and put up the Roll once a week to the
Postmaster for check.
Duties of Postal Assistant
1. Examination of the lists of transactions.
2. Maintenance of register SB-62, SB62(a) and
SB-63.
3. Preparation of the list of binder balances
for verification.
4. General check of vouchers. .
5. Checking of H.O. and S.O. transactions.
6. Checking of non-cash transactions and
entries in the register SB-62.
7. Verification of binder balances.
8. Making entries in the consolidated journal
(SB-72) and checking the daily
and progressive totals of different
columns.
9. Any other work which may be entrusted to him
by the Supervisor and also in the orders issued from time to time.
The
P.A. will maintain various registers as prescribed from time-to time for the
above mentioned items of work. hi respect of objections raised by him he should
ensure that the wanting information is furnished and satisfactory replies are
given by the S.B. branch in time.
Distribution of work:-
The Supervisor will prepare the Memo of distribution of work among himself and
Postal Assistants and send it to the A.O. ICO(SB) for approval. After it is
approved by the A.O., it will be followed rigidly by the staff and the Memo
will be kept in a file in the personal custody of the Supervisor. Any change
found necessary thereafter will also require approval of the Accounts Officer.
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