Preventive Vigilance

1. Preventive Vigilance • Define Vigilance: • ‘Vigilance’ means -to be watchful, to be alert – • Vigilance is more about prevention and less about investigation

2. Preventive Vigilance • Helps us • To identify wrong doers • To Eliminate corruption • To bring transparency / accountability in administration • Early detection of frauds & • Avoids wastage of Govt. Resources • Main reason for frauds is – • Non observance of Rules & Procedures • Lack of supervision of inspectorial officials • Timed out checks/ visits/inspections

3. Preventive vigilance - SB Action points: • Verify the PBs with the passed warrant kept in BO • Ascertain the signature of the depositor with SS book • In case of a lapsed warrant- contact depositor personally & enquire • Whether he has received the closure amount or not ? • On what date? • Ensure the cancellation of • the first page • all the unused pages of the closed passbook in red ink by AO • Rule 44 of POSB Manual Volume I

4. Preventive Vigilance -SB • Prepare a list of illiterate depositors and to obtain PBs for verification from them • On receipt of PB from AO after entry of interest, check • date stamp impression of the AO • Initials of the SPM • Check if, • particular account number is repeatedly shown under Liability • The amount received for withdrawal has been often returned by the BPM

5. Preventive vigilance- SB • Check -Unclear date stamp impressions -Date stamp impressions with corrections • Should be viewed seriously • While verifying high value withdrawal memo • Contact the depositor personally • Obtain and see the entry of withdrawal in the pass book • Get the signature of depositor on the memorandum in token of having contacted the depositor who admits his withdrawal

6. Preventive Vigilance - Remittance • Always attend the BO before its opening • Contact the payees without knowledge of the BPM/GDSs of the BO • Contact as many illiterate payees as possible • Ensure that payees of all the villages (in BO jurisdiction) are covered during MO Paid verification • Check if GDSMD has received the MO amount from the BPM under acquittance in the BO journal

7. Preventive vigilance –Mails • Maintain liaison with Prominent citizens of the fixed & unfixed villages • Panchayat presidents, • School teachers and HM, • VAO,PHC etc., • Ensure that GDS obtains signature from prominent citizens in the Visit Book • Make as many surprise visits as possible • This will help in ascertaining • Delivery efficiency • Correct payment of MOs • Timely opening & closing of the office • Punctual clearance of the LBs

8. Preventive vigilance - Mails • Verify • Genuineness of remarks on articles • If intimation is served for deposit articles • If the date stamp has been impressed clearly • Condition of articles in deposit • Any articles is kept beyond 7/14 days • Details of demurrage fee collected • The MOs paid by BPM personally across the counter • If more MOs are shown in red ink in the BO journal. • Pay attention on -The date of delivery of the VP articles -The date of despatch of the VP receipts

9. Preventive vigilance -Insurance • Check the following: • Register of RPLI policies • RPLI PBs with more defaults • RPLI lapsed policies • Compare the last month RPLI collection with Current month collection & with corresponding figures of last year. • Contact insurants personally

10. Preventive Vigilance - Misc • General check of • BPM’s supervision on the work of GDSMD • Maintenance of the BO account by the BPM • The financial status/spending behavior of BPMs/GDS MCs/GDS MDs under his jurisdiction • Through confidential enquiries in the villages • BPMs not availing any leave continuously list out the BPM’s supervisory duties on GDSMD/MC

11. Preventive vigilance - Misc • General check of • Any records kept beyond its preservation period unnecessarily • All the monthly schedules presented by the agents since last inspection/Visit • Multiple/additional receipt books, or Journals in the BO • Abnormal fluctuation in monthly total receipts/payments of BO account from last visit/inspection Rule No 9,133 of BO Rules

12. Preventive Vigilance -Misc • Stagger visit dates to avoid guess by BPM • Avoid visiting BOs exactly on due date • Always make general inquiries with the villagers about BO & GDS • Collect PBs from depositors on the way to BO

13. Preventive vigilance – Receipt books • Verify used receipts of all kinds since last inspection/visit • Check the credit particulars • Check all the unused receipts • If they are intact • If its in duplicate/triplicate etc • Note the following remarks on the back side of the last used receipt “Certified that all the unused receipts from ………….. to …………… are intact” • Affix dated signature RULE NO 355 OF POSTAL MANUAL VOL VIII

14. Preventive vigilance - Receipt books • 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 • Check if - • All receipts are impressed with date stamp • SPM’s certificate should be available on the wrapper of receipt book • In token of having verified by him • Note down the cancelled receipts numbers by SPM RULE NO 355 OF POSTAL MANUAL VOL VIII

15. Preventive vigilance – Receipt book • What are Spoiled Receipts? • Wrongly prepared receipts • Receipts with lot of corrections/ overwriting • Torn/Mutilated or disfigured receipts • Receipts with wrong serial number • Mis printed receipts • Inadvertently passed over receipts (left blank) RULE NO 22[2] of BO RULES

16. Preventive vigilance – Receipt books • Action to be taken – • Verify the genuineness of the Spoiled receipts • Check if the word “Spoiled” is written across the counterfoil • Ensure despatch of the spoiled receipt to the account office • check its entry in the BO journal on that date

17. Time for Sharing experience ….. Frauds came to light in your service