DUTIES OF A MAILOVERSEER

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