RECURRING DEPOSIT CONTROL PROCEDURE
[Issued vide D.G. Posts letter No.
113-1/2002-SB dated 13.12.2002]
Note
:-
The rules in this chapter will also apply mutatis mutandis to CTD accounts
which have not been closed so far.
28.
The Control Organisation is responsible for the proper maintenance of RD
accounts. For this purpose, it will maintain register of binder wise and office
wise balances (SB-85), register of non-cash transactions SB-85(a), undertake
necessary checks and submit returns to the Accounts Officer, (ICO) and Postal
Accounts Office in the manner prescribed below. The instructions contained in
para 2 of the SB Control procedure about duties and responsibilities of the
staff relating to SB Control work will apply mutatis mutandis to RD control
work also.
[Para
27 of Manual of S.B. Control Procedure]
29.
(a) The official in charge of the Control Organization will receive every
morning the voucher list in duplicate with documents as detailed below from the
Head Office. He will check the contents of the voucher list and return one copy
thereof duly receipted to the Head Office.
(i)
List of transactions (duplicate in respect of head office and the original
lists received from all sub offices) along with sealed voucher bundles in
alphabetical order.
(ii) Consolidated journal of deposits and
withdrawals (SB-86)
(iii) Combined local credit and debit
transfer journal.
(iv) Home and Foreign journal of accounts
transferred to other Head offices.
(v)
Home and Foreign journal of accounts received on transfer from other head offices alongwith Advices of transfer.
(b)
Further action regarding transfer of vouchers to Postal Assistants will be
taken as per instructions contained in para 3(ii) of the SB Control procedure.
[Para 28 of Manual ofS.B. Control
Procedure]
30.
(a) The P.A. entrusted with the work of writing up of the register SB-85 will
check the entries of account numbers, amount of deposits and withdrawals,
interest/bonus on closed accounts, etc. as entered in the lists of transactions
with those in the pay-in-slips and warrants of payment. He will also exercise
all other checks which are prescribed for S.B. lists of transactions as
contained in para 4( i) of the S.B. Control Procedure and note the irregularity
detected in the objection register if not already noted by the RD P.A. in his
objection register. [See Annexure I for Form SB-76]
(b) If for some reason the voucher does not
accompany the list of transactions in which it has been accounted for , the
remark "will follow" will have been noted by the Head Office against
the entry of the transaction. In case, this remark has not been made by the
Head Office, the remark "Voucher not received" should be noted in the
list by the Control Organization. In such
cases the transaction may be taken into account and a note of non
receipt of voucher made against the office concerned in a "Register of
vouchers not received". The register will be maintained in the same
proforma as prescribed for S.B. transactions, the entries made in annual serial
starting from 1st April each year.
This
should immediately be brought to the personal notice of the Deputy/ Assistant
Postmaster in charge of the S.B. branch. When the voucher is subsequently
received a suitable remark should be made against the entry in the
"Register of vouchers not received" and the remark
"Received" will be made against the item in the list of transactions
below the entry "will follow" under dated signature of the
Supervisor. Such vouchers will be kept in a separate monthly bundle in the same
order as the entry in (lie register. The M.A.Ps and certificates of payment,
will, however, be attached to the relevant voucher in which a note to this effect
should be recorded under the initials of the Supervisor.
(c)
The "Register of vouchers not received" will be reviewed once a week
by the supervisor and action taken to obtain the wanting vouchers from the RD
branch. In case the voucher is not received within a fortnight, the matter
should be reported to the Divisional Superintendent and Accounts officer
ICO(SB) for necessary action.
(d) The P.A. will
check the accuracy of the totals of the list. If there is more than one binder
in the head office, he will work out the total amount of deposits, withdrawals
etc. for each binder. He will then take action for posting the total amount of
deposits, withdrawals and bonus/interest on closed accounts as shown in the
list of transactions in the register SB-85.
(e) If there is any
entry of Part II transaction, the P.A. will verify that each of the Part II
entries have been correctly entered in part III of the respective list of
transactions .He will then take action as laid down in para (d) above to post
these entries in the register SB-85.
(f) In respect of unposted items the
procedure laid down in para 6 of the SB Control Procedure will be followed.
[Para 29 of Manual of S.B.
Control Procedure]
31.
(a) The register will be maintained in the form SB-85 (Annexure-2).
The
postings in the register will be made from the various lists and registers as
detailed
below:
(i) Columns 2,3,4,5 and 7 from the list of
transactions.
(ii) Columns 6 and 8 from the register of non
cash transactions SB-85(a).
(b) After posting the entries in the register
SB-85 from the list of transactions the official should put his dated signature
in the lists of transactions
(Part
I and III).
(c)
The SB-85 register will be checked by the P.A. in the same manner prescribed in
para 5(v) of the SB Control Procedure for checking of SB-62 register.
(d)
At the end of the month, the totals of different columns of the register will
be struck and the closing balance for each office i.e. HO and SO arrived at by
adding to the totals of credit columns and deducting the totals of debit
columns. This closing balance will be carried forward as the opening balance of
the next month.
(e)
For HO entries will be made binder wise and totaled for the office. For sub
offices entries will be made office wise where RD work is computerised.
[ Para 30 of Manual of S.B. Control
Procedure]
Note :-
In head offices where RD work has not been computerised, the SBCO will maintain
SB-85 register binder-wise and office-wise.
32.
(i) The register SB-85 (a) (Annexure-3) is to be maintained for noting
particulars of non-cash transactions affecting the binder balances. These
particulars will be found in journals referred to in para 28 above. The office
wise transactions will be posted in appropriate debit and credit columns of the
register serially numbered for each month.
(ii)
Against each item of the journal/list, the serial number of the register
SB-85(a) against which the item has been posted will be noted. In case of
transfer of accounts from one HO to another the name of the HO/SO to which the
account is transferred and the name of the HO from which the account is
received on transfer will be noted in the remarks column of the debit and
credit side. After posting the transactions from all the non-cash
journals/lists, total of each of the column on debit and credit side will be
struck. The progressive total at the end of the day will also be cast. The
grand totals of the columns "Total credit for each office' and "
Total debit for each office" on the credit and debit sides both daily and
progressive should also be written in words after agreement of various columns.
The daily as well as the progressive total of credit and debit under each of
the different columns must agree with the corresponding totals in the
respective journals and other records from which these items have been taken.
The credit and debit amounts of each office will then be posted in the page
relating to the office in register SB-85.
(iii)
The concerned P.A. will ensure that each of the items of non-cash transactions
has been posted against the correct binder in SB-85(a) register.
He
will also ensure that amounts of respective binders/offices are correctly
transferred to proper pages in the SB-85 register.
(iv)
At the end of the month progressive total of different items of non- cash
transactions as worked out in the register SB-85( a) will be checked and
verified with the progressive figures in the non-cash journals as on the last
day of the month and the following certificate recorded in the register by the
Supervisor under his dated signature:
"Agreed
with the monthly figures of the respective journals, lists and registers."
[Para 31 of Manual of S.B. Control Procedure]
WORKING
OUT THE TOTAL RD BALANCE OF THE HEAD OFFICE AS A WHOLE
33.
(i) The consolidation of transactions of all offices will be prepared in SB-85
register at the end of the month in respect of all the columns including the
opening and closing balances to work out the closing RD balance at the end of
the month for the head office as a whole.
(ii)
The balance of the head office as a whole (including that of sub offices) will
then be worked out from the consolidated journal of RD deposits and withdrawals
(SB-86) and register SB-85( a) as follows:
(a)
Opening balance.
(b) Add monthly totals of
columns 8 and 13 of consolidated journal and column 12 (credit side - total
credits) of SB-85 (a) register.
(c)
Total of items (a) and (b).
(d) Deduct monthly totals
of column 12 of consolidated journal and column 10 ( debit side-total debits)
ofSB-85( a) register.
(e)
Closing balance item (c) - item (d).
(iii)
This closing balance should agree with the closing balance as worked out in the
summary in the register SB-85 vide sub para (i) above. The following
certificate will be recorded by the Supervisor under his dated signature below
the closing balance thus worked out and agreed:
"
Closing balance as shown above has been checked and agreed with closing balance
worked out in the SB-85 register"
Note:
For the month of March, the SB-85 register should comprise of transactions at a
sub office upto 31st March.
[Para 32 of Manual of S.B. Control
Procedure]
34.
(i) The Head Office will prepare daily a
consolidated journal RD deposits and withdrawals, with head and sub offices
arranged in alphabetical order in form SB-86 (Annexure-4).The total amount
against each office will be posted from the lists of transactions and sent to
Control Organization along with the daily returns.
(ii) The progressive
figures at the end of the day will be worked out in SBCO by adding the
progressive figures of all columns at the end of previous day. The daily and
the progressive totals will be checked and the journal signed by the P.A. in
token of having carried out the checks.
(iii) The Supervisor
will check each entry of the consolidated journal with the corresponding entry
in the lists of transactions. He will then check the totals of deposits,
withdrawals, interest on defaulted installments and refund of interest and the
amount of rebate on the advance deposits, both daily as well as progressive
with the corresponding figures in the Head Office Cash Book and put his dated
initials in the cash book against the respective amounts in token of having
carried out the checks. He will then record the following certificate at the
bottom of the consolidated journal under his dated signature.
"
Certified that each entry in the journal has been checked with the
corresponding entry in the lists of transactions. The totals of columns
8,9,12,15 and 16 have been verified with the amount shown in the Head Office
Cash Book."
(iv)
At the end of the month the total amounts of deposits, withdrawals interest and
rebate on advance deposits shown in the consolidated journal will be checked
and agreed by the Supervisor with the corresponding figures in the cash
account. The Supervisor will furnish the following certificate under his dated
signature in the journal in addition to the certificate of para (iii) above:
"Checked
and agreed with the H.O. cash account".
(v)
The Supervisor while comparing the figures of deposits and withdrawals as shown
in the consolidated journal on the last day of the month with those shown in
the cash account will see that amounts of deposits and repayment of withdrawals
have been shown separately in the cash account and cash book before putting his
initials in token of having carried out the check.
[Para
33 of Manual of S.B. Control Procedure]
35.
General check of vouchers and checking of vouchers with reference to entries in
the ledger cards:- (i)All the transactions of withdrawals, closures, refund
of interest, interest recovered on defaulted installments or on withdrawals
repaid and rebate paid on advance deposits will be checked by the P.A. of the
Control Organization on the lines of checks prescribed for SB vouchers vide
para 11 of the SB Control Procedure. He will check that the rebate was not paid
previously, and that it has been paid within a period of one year from the date
of advance deposit and that the rebate now allowed is correct as per rules. A
note regarding payment of rebate showing the date and the amount will be made
against the original relevant entry in the list of transactions under the dated
signatures of the of In charge S3CO. He should then initial the vouchers in
token of the check. In case of transactions having no vouchers, he will initial
in remarks column of the list of transactions against the concerned entry. He
will also maintain a register showing the particulars of all vouchers/
transactions checked. posting of deposit vouchers in the ledger cards to the
extent of 4% transactions will be checked by the P.A. of Control Organization
on the same lines as prescribed in para 11 (ii) of SB Control Procedure.
(ii)
All premature closures of accounts will be checked by the Postal Assistant. The
Supervisor will check 20% of such accounts.
Note
:-
The checks will apply uniformly to accounts maintained either manually or on
computers. The ledger cards of RD accounts of sub offices are now not
maintained in head offices. Hence general check of vouchers will be done.
[D.G Posts letter No. 5-2/99-SB dated
5.3.2003]
(iii) Checking of schedules of commission paid to MPKBY agents
and PRSG Leaders :- (a) The SBCO will receive daily from the RD branch the
schedules of commission paid to MPKBY agents and PRSG Leaders supported by
deposit schedules and receipts ACG-17. The SBCO will carry out checks as
detailed below. After necessary checks, the schedules will be sent to the
Postal Accounts Office on monthly basis after the close of the month in the
first week of the following month. The entries of the amount of deposits and
commission paid to agents for the month will be made in the statistical
register of RD accounts.
(b) The following checks will be carried out by the SBCO.
(i)
The official of the SBCO will compare the amount of commission paid as shown in
the receipt (ACG-17) with the entries in the schedule.
(ii)
The correctness of the total of the schedule and commission paid at the
prescribed rate will be checked.
(iii)
The official concerned will put his dated signature at the bottom of the
schedule in token of having carried out the above checks.
(iv)
The official-in-charge of the SBCO will compare the total amount of the
schedules with the entries in the cash book in order to verify its correctness
and place his initials in the cash book in token of this check.
[D.G Posts letter No. 107-16/97-SB dated
17.4.2000J
(iv)
Instances of irregularities which come to light in course of carrying out
checks will be recorded in the objection register which will be maintained
separately for head and sub post offices. Before recording the objection in the
register, the Control P.A. will satisfy himself that the objection has not
already been included in the objection register of the RD branch by the
Ledger Assistant The procedure laid down in the case of SB accounts will be
followed in respect of RD accounts also.
[Para
34 of Manual of S.B. Control Procedure]
36.
Transfer of accounts: (i)All the non-cash transactions will be
checked by the P.A. In case of accounts transferred to other head offices,
accounts opened on transfer from other head offices and accounts relating to
local transfer
the procedure prescribed
for SB accounts in para 12 of the SB Control Procedure will be followed for RD
accounts both by the PA. and the Supervisor. The Supervisor will check the
advices of transfer in respect of accounts transferred to other head offices as
is done for SB accounts.
(ii) Short or excess paid interest/bonus on
closed accounts: The procedure
prescribed for the maintenance of register and checking of interest as
prescribed for SB accounts in para 16(2) of SB Control Procedure will be
followed for RD accounts also.
[Para
35 of Manual of SB Control Procedure]
37.
The Supervisor/In charge will carry out the checks of SB-85 and SB- 85(a) registers
and maintain the selection register on the same line as indicated in para 15 of
the SB Control Procedure. He will also test check 5% of the vouchers checked by
the P.A.s and maintain the register of vouchers test checked for RD accounts
and note the irregularities detected by him in the Review Register.
[Para
36 of Manual of S.B. Control Procedure]
38.
The balances of the accounts in each binder will be verified once in six
months. The first round will cover the period from January to June and the
second round from July to December. The listing will be done for the balances
as on 30th June and 31st
December each year. The agreement work should be completed by 30th September and 31st March for the 1st and 2nd round respectively.
The
detailed procedure laid down for verification of binder balances in respect of
MIS accounts in para 6 of the MIS Control Procedure will be followed in respect
of RD accounts.
[D.G
Posts letters No. 110-23/2001-SB dated 7.1.2003 and
No.
113-1/2002 dated 5.5.2003]
VERIFICATION OF
LEDGER BALANCES OF SUB OFFICES ACCOUNTS
38. A. The
verification of Rd balances of sub offices accounts will be done once in six
months. The verification will be spread over in six month duration and the
following procedure will be followed:-
(1) The balances of sub post offices are to be carried out once in every six
months, but the dates as on which the balances will be agreed to be spread over
four months equally depending upon number of accounts, as on 31st January,
28/29th February, 30th April and 31st May in
the first round and 31st July, 31st August, 31st
October and 30th November in the second round. That is if there are
20 sub offices under a head office the number of sub offices in respect of
which balances have to be agreed will be 5 sub offices each month. The number
of offices may however differ depending on the number of accounts. [31st
March and 30th September are omitted from the dates of agreement..
since the SBCO has to verify the balances of savings and other accounts as on
these dates).
(2) The sub office will prepare six monthly lists of balances as on the
dates fixed for the agreement and intimated by the Head office. The PA of the
sub office can be paid honorarium for listing at the same rates as applicable
to SBCO and the listing machines of SBCO can also be used for the purpose
wherever possible. The sub office has to submit the list of balances to SBCO
before 19th of the month following the due month of agreement(if the
agreement is due on 31st January the list of balances has to be
received by the SBCO by 10th February). The sub offices will prepare
the list of balances binder/ledger chart will be sent to SBCO).
(3) On receipt of list of balances from the sub office, the SBCO will take
action to verify the balances as prescribed in letter No: 113-1/2003-SB dated
05.05.2003 and complete the verification by the end of the month. [See Para
38B]
(4) At Head Offices where the SBCOs are not computerized, the verification
of balances has to be carried out as prescribed in para 14 of the Manual of SB
Control Procedure. However in the absence of binders to compare the balances
and verify, the SBCO will conduct all other checks prescribed for manual
agreement before taking further action.
(5) The SBCOs of both computerized and non-computerized offices will check
the balances of accounts with reference to previous lists of agreed balances
for having no change in balances and ticked.
(6) The verification of balances as detailed above has to be completed
before the end of the month following the month as on which the agreement is to
be conducted.
(7) If the balances are agreed with
the above efforts, the concerned PA at the SBCO with prior permission of the
Divisional Superintendent will visit the sub office concerned along with
required records for verification of balances in respect of binders and
accounts which are not agreed. With the differences reduced to the minimum, it
is felt that one day is sufficient to finish verification of balances of an
officer having 3000 accounts. On return from the sub office, the PA, SBCO will
give a report to the Superintendent concerned on the visit through the
Postmaster.
(8) The verification of balances of an office should be completed in all
respects by the end of second month following the month as on which the
agreement is to be conducted.
(9) For the purpose of grouping of offices for agreement, the SBCO will
prepare list of sub offices showing the number of RD accounts as on
31stDecember, 2003 and send to AO, ICO[SB] through the concerned Divisional
Superintendent suggesting the groups of offices that can be put together for
the purpose in the following proforma.
PROFORMA
Due date of Offices to be
agreed No of Total no of accounts
Agreement Sl Name of the account to be agreed during
No office the
month
31st January
31st July
28th February
31st August
30th April
31st October
31st May
30th November
30th June
Head Post Office
31st December
GRAND TOTAL
(The grand total number of accounts should agree with the total number
of accounts of the Head office including all the sub offices).
(10)
The AO, ICO [SB] will return the list of offices to
be agreed every month duly approved. A copy of the approved list will also be
sent to the concerned Divisional Superintendent for information. During the
annual inspection of the Head Office, the AO, ICO [SB] will check and confirm
whether the verification of balances of sub offices is being carried out as per
the approved list.
(11)
The above
procedure is effective from 01.01.2004 and up to 31.12.2003 the procedure
already circulated vides SB Letter No: 113-1/2002-SB Dated 05.05.2003 has to be
followed. The SBCOs where the computerization of Rd work has been made, may
however verify the balances as on 31.12.2003 as per the above said procedure.
(12)
Except to the extent explained in this order, all
other guidelines given in the letter No: 113-1/2002-SB Dated 05.05.2003 hold
good.
[D.G.Posts Letter No: 1-1/2004-SB Dated 11.02.2004]
39.
(i) The listing of balances as on 31st December will be done in duplicate in the
month of January each year showing all the account numbers as in the case of SB
interest statement. The duplicate copy of the lists of balances will be sent to
the A.O. ICO(SB) immediately after it is prepared as in the case of SB interest
statement. After agreement work is over, these lists will be obtained by the
Incharge SBCO from the A.O. ICO(SB) for incorporation of corrections, if any,
and then returned to the A.O. ICO(SB) within a week for safe custody in his
office to serve as duplicate record for use as and when necessity arises. The
transmission of these lists will be by registered post at all stages.
(ii)
In order to watch the progress of the completion of the work a fortnightly
statement in the form at Annexure 5 will be sent by the Control
Organisation
to the A.O. ICO (SB) from
15th January onwards till the work is completed. The Accounts Officer will
consolidate the statements of the SBCOs under his control in duplicate and send
one copy to his Circle Office for information. The statement will be continued
to be submitted by the AO till the work is completed in all the Head Offices.
(iii)
These lists will be preserved by the C.O. and A.O. ICO for 3 years like S.B.
interest statement after agreement of all binders is over.
[Para
38 of Manual of S.B. Control Procedure]
40.
The procedure prescribed for the maintenance of register of undeliverable and
spoilt S.B. pass books vide para 19 of the SB Control Procedure will apply
mutatis mutandis to such RD pass books.
STATISTICAL
REGISTER
41.
(1) The Control Organization will maintain statistical register in the form
SB-89 (Annexure-6) for RD accounts. The posting in this register will be
made for the Head Office as a whole at the end of each month from the
following records;
(i)
Consolidated Journal of RD deposits and withdrawals
(ii)
SB-85(a) register.
(hi)
Local transfer journals.
(iv)
Home and foreign transfer journals.
(2
) A copy of the statistical register will be sent to the Postal Accounts Office
by the 10th of the following month. The Supervisor will record the following
certificate under his dated signature on the copy.
"Checked
and agreed with the cash account and register SB-85(a)"
[Para
40 of Manual of S.B. Control Procedure]
42.
The Control Organization will submit the following documents to the office
noted against each by the due dates duly entered in the SB voucher list.
Sl. Particular of return Office to which due Due date
1. Copy of the RD Post Accounts By the 10th of the
statistical register Office following
month
2. Home Debit/Credit Circle Pairing By 7th of the
transfer journals along Unit following month
with ATs
3. Foreign Debit/Credit Central Pairing By 7th of the
transfer journals along Office following
month.
With ATs
4. Pencil copies of A.O.ICO(SB) On 8th, 16th, 24th and
and SO lists of 1st of the month
transactions
relating to the
preceding
week.
[Para
41 of Manual of SB Control Procedure]
43.
The instructions contained in para 26 of the SB Control Procedure will apply
mutatis mutandis to RD records also.
[Para
42 of Manual of SB Control Procedure]
44.
Para 43 of Manual of S.B. Control Procedure—Deleted vide D.G. Posts
letter No. 113-1 2002-SB dated l3.12.2002.
MONTHLY PROGRESS REPORT
45.
The Supervisor of the Control Organisation will submit a monthly. progress
report showing the state of work in respect of RD accounts by the 5th
of the following month to the Accounts Officer, l.C.O. (SB) with a copy to the
Divisional Superintendent of Post Offices in the form given at Annexure-7.
[Para
44 of Manual of S.B. Control Procedure]
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