Important Order : Steps To Be Taken To Prevent Frauds In CBS Offices - Dte.Order dated 10.06.2016
Steps To Be Taken To Prevent Frauds In CBS Offices
- Directorate Order No.25-11/2016-FS-CBS Dated 10.06.2016
Government of India
Ministry of Communication & IT
Department of Post
Financial Services Division
Dak Bhawan, New Delhi -110001
Directorate Order No.25-11/2016-FS-CBS
Dated 10.06.2016
Subject : Further steps to be taken to prevent frauds in CBS Offices
1. It was requested earlier that all SBCO
staff should be given training at WCTCs by User Champions for End
User/Supervisor Module before SBCO training by Infosys. Please ensure that all
SBCO staff has been trained by User Champions as well as Infosys. A certificate
of completion of training should be obtained from all SBCO staff and kept in
their service book.
2. Divisional Heads should ensure that SBCO
staff is comparing LOT generated through MIS server with the vouchers received
from SO/HO. Wherever, there is shortage of staff in SBCO, necessary help should
be provided from Post Office staff to SBCO (spared from SBSO branch) to
complete voucher checking.
3. Any objection received from SBCO by
Divisional Head or Vigilance Branch of RO/CO should be investigated promptly.
4. Transfer of account from one CBS PO to
another CBS PO should be carried out at HO only. If any application for
transfer is submitted at any CBS SO, that SO has to verify genuineness of the
customer by taking fresh KYC documents (if required). Application should
entered in a register to be maintained in manuscript and forward with KYC
documents to its HO for transfer of account. In HO, one designated PA should
transfer the account and Supervisor has to verify the same. After transfer,
Application of transfer and KYC documents should be returned to SO duly entered
in SO slip. SO should make entry in the register and maintain separate Guard
File for keeping such applications.
5. All visiting/ inspecting officers should
check this register and guard file at SO.
6. No SO should transfer any account from one
scheme to another. Any such request should also be sent to HO along with
documents and recommendations by SO. This activity should be done only by
Supervisor at HO and verify by another Supervisor at HO. All such requests
should be entered in a register HO and kept in n separate guard file. This
should also be checked and verified by inspecting / visiting officers.
7. SBCO staff should sign in each and every
voucher after tallying with LOT generated through the system in token of having
checked TRAN ID, Account number and Amount.
8. SBCO should also see the value date printed
in LOT and if any value date of more than 3days of the LOT date is used,
objection should be raised if no error book entry of approval of competent
authority is not attached with the voucher.
9. Postmaster of HPO shall designate one PA
who will generate LOT of Office accounts of Single/ Double handed SOs and see
if any transaction of more than Rs.25,000/- is shown in these LOTs. Customer
Account details of such transactions should be generated from HACLI Menu and
sent to PRI(P) / Inspection Post / ASP(Post) for verification.
10. All CBS Post Offices should be instructed
that BO transactions should not be entered if BO Bag is received after 3.30 PM.
These transaction should entered on the next day
11. All CBS Post Offices should be directed to
complete their transactions maximum by 5 PM and no new transactions should be
entered after 5 PM. All supervisors should verify transactions regularly
without delay so that EOD can be started by 5 PM.
12. All Supervisors should tally teller
account with each counter PA with Treasurer’s Cash book and ensure that teller
account has become 0 before start of EOD.
13. Teller Cash Account of each Single/ Double
handed SO should be checked at HO by a designated PA to ensure that balance has
been made as 0.
14. SOs should not lodge cheques in Finacle.
Cheques received from New Investment and subsequent deposit should be sent to
HO by preparing manual list. HO should lodge cheques presented at SOs for new
investment against clearing office account of SO and for subsequent deposits in
its own clearing account. SOs should check their New Investment Clearing Office
account daily to see clearance received at HO and open accounts with value date
as clearing date and fund the account.
15. Activities of security pledge or release
in case of TD or NSC or KVP should also be carried out at HOs only. In case
such request is submitted at SO, SO can verify the facts and recommend security
pledge or release on the application and send to HO. At HO, a designated
Supervisor will use HAFSM menu and execute the request. Another Supervisor or
Postmaster has to verify the same. Application should be returned to SOs which
will do necessary entries on the original certificates and keep requests in a
separate guard file.
This has the approval of competent authority.
Sachin Kishore
Director(CBS)