Sub accounts and Treasury

Accounting network PAO SO BO HO 1.1.A

Mukhya Dak Ghar Function in a self contained manner in r/o all its own counter services Competent to complete all transactions in savings schemes Work relating to consolidation & financial arrangements, MDG function like SO in a/w its HO PM of MDG is in the grade of LSG and above SO daily a/c will be forwarded to HO 1.1.A

Computerised office - links 1.1.A

Relation between BO and AO BOs are attached to account office (AO-SO) BOs submit daily account of transactions to Account transactions They look forward to AO for supply of funds AO verifies and incorporates BO transactions in its account 1.1.A

Receipt of BO bags from BOs and disposal of contents Sub accounts work at SO Receipt of BO bags from BOs and disposal of contents Incorporating BO transactions in various branches and receipt of remittances, if any Conveying ordinary and accountable mail for delivery at BOs Supplying cash to BOs Acknowledging BO balances 1.1.A

Transactions at BOs Collection of unregistered mail from LBs and at office Registered letter mail booked at office Registered parcels booked at BOs – upto 10 kgs (requires rebooking at AO) VP articles Insured articles upto Rs. 600/- Money orders (to be rebooked at AO) SB/RD/TD transactions – incorporated in the accounts of AO 1.1.A

Receipt and opening of BO bag at AO Treasurer receives the BO bag from mails PA He/she examines the condition and opens in the presence of subaccounts PA If remittance is made, weighs the cash bag , opens the same in the presence of subaccounts PA and secures the same Treasurer signs in the daily account for remittance received Hands over the daily account and other documents to sub account PA 1.1.A

Receipt and opening of BO bag at AO Role of sub account PA Examine if all the documents are correctly received Distribute the contents as shown in next slide Secure the daily accounts for posting in subaccounts module later 1.1.A

Distribution of contents Description of contents Handed over to Unpaid station article SPM Paid station articles Delivery PA Other unregd. articles Sorting PA Regd.and VP letters booked at BOs Point of sale counter Undeliverd registered articles PA in charge of Postman module Parcel and VP parcel MOs issued (for re-booking) MO s paid vouchers PA in charge of Postman module SB/RD/TD vouchers and documents SBPA Acquittance rolls BO daily account Retained by Subaccounts PA 1.1.A

Checking BO daily account Sub account PA should check and ensure that Cash from BO acknowledged by treasurer Cash remitted to BO taken into account Date stamp impression on BODA Opening balance is correct The account tallies with documents such as MO issue, MO paid, SB deposit etc. Details of closing balance agrees with closing balance Cash and stamps retained is within the limits Signature of BPM is available 1.1.A

Common irregularities by BOs Action to be taken Opening bal taken wrongly Correct opening bal is to be taken and BPM to be informed (entry noted in error book) Striking incorrect totals Correct totals to be taken Non –submission of vouchers Item to be admitted and BPM informed to send voucher Submission of in-admissible voucher Item to be admitted and BPM informed to send correct voucher 1.1.A

BO Summary Generated in subaccounts module at AO Transactions posted Opening balance - Receipts - Total of Receipts - Payments - Total of payments - Closing balance Consolidated due from BOs generated in subaccounts module after verification and adjustment of remittances 1.1.A

Accounting BO transactions Each branch has to incorporate transactions SB branch to post BO transactions and include in LOT Point of sale to rebook MO/parcel/VP/PLI/RPLI transactions Postman module enters data of RLs/VPs/RPs delivered and MOs/eMOs paid Subaccounts module provides a tool for subaccounts PA to check if rebooking transactions are correctly done in Point of sale (Tools – Tally rebooked transactions) Other branches to check the totals in the printout of BO summary and initial against the entry 1.1.A

Rebooking of BOMOs at AO BO issues temporary receipt in MS 87(a) for MOs booked and sends form to AO AO rebooks BOMO in Point of sale entering the following additional info BO receipt number BO name and date booking MO receipt is given to subaccounts PA for forwarding to BO BO pastes AO receipt against the concerned temporary receipt 1.1.A

Index to BO receipts Maintained in subaccounts module for all types of receipts used in BOs Used to watch continuity of receipts and avoid irregular usage Subaccounts PA to enter the data of receipts used daily Continuity report can be printed daily or periodically Supervisor can enter the data of receipts sent when supply of new receipt books are made to BOs 1.1.A

Contents of BO bag from AO BO slip(due document) Unregistered articles Registered articles, VP articles, insured articles of letter mail & parcel mail MOs for payment SB documents/passed warrants Bills and acquittance Rolls Cash bag with or without remittance 1.1.A

Purpose of generating BO slip Acknowledge BO balance of previous daily account Invoice accountable mail, MOs and other documents to BO Advising remittance, if any Issue instructions to BPM 1.1.A

Generated by AO in subaccounts module Preparation of BO Slip Generated by AO in subaccounts module Particulars of accountable articles, MOs, MO receipts and other documents are invoiced Remittance, if any, entered in treasury module automatically shown; Sub accounts PA to enter cash bag weight Sub accounts PA prints the BO slips on completion of invoicing and includes in BO bag 1.1.A

Subaccounts PA collects the following and includes in BO bag Closing of BO bag Subaccounts PA collects the following and includes in BO bag Item Collected from Unregd. Articles Delivery PA – sorted to respective Bos Regd. VP & INS PA in charge of Postman module under acquittance and invoiced in sub accounts module MOs & eMOs -do- MO receipts Point of sale counter Unpaid articles Postmaster Cash bag Treasurer 1.1.A

Closing of cash bag for BO Subaccounts PA gets orders for remittance from Postmaster in BO daily accounts Shows the orders to treasurer and gets acquittance Treasurer closes the cash bag in the presence of subaccounts PA Treasurer makes entries of remittances in Treasury module Subaccounts PA notes cash bag weight for the remittance in subaccounts module and on the label of cash bag 1.1.A

Closing of cash bag for BO Subaccounts PA prints the BO slip after entering data of all valuables He/she places the BO slip along with contents in BO bag Treasurer places the cash bag in the bag in presence of subaccounts PA Subaccounts PA closes BO bag immediately 1.1.A

Accounting work at PO Watch the demo of functions in various branches and integration leading to generation of daily account Exercise 1 1.1.A

Treasurer’s cashbook Generated by treasurer in Treasury module At the close of the day On completion of all transactions Transactions serially numbered by the system Treasurer to use the option ‘Prepare afresh’ before final generation To confirm that all transactions are incorporated To ensure that balance on hand agrees Treasurer to ensure that balance shown in TCB agrees with that shown in daily account Editing of transactions, if any should be done carefully Should be signed both by treasurer and SPM 1.1.A

Closing account bag by SO Treasurer generates the daily account, but can only view the same SPM can print the daily account only after day end Before generating the daily account, the following tasks need to be completed The account tallies correctly Documents accompanying the daily account must be invoiced Reasons for excess retention of balances, if any, should be furnished in ECB memo 1.1.A

Closing account bag by SO After generating printout of daily account in treasury module, SPM performs floppy upload The SO data folder is copied to offline device or uploaded by other authorised means Now, the SPM signs the daily account , obtains Joint custodian’s signature The daily account and other enclosures are placed in the account bag and the bag is closed 1.1.A

Authorised balances The office has to retain cash and stamp balances within the authorised limits The limits can be found in the MAB Cash balance Minimum and Maximum limits are prescribed Balance should not fall below minimum limit If there are liabilities, Cash to the extent of Min + liabilities to be retained If liabilities exceed maximum, cash to the extent of liabilities only to be retained Stamp balance To operate within the authorised maximum BO balances Account office to ensure that BO balances are within the maximum prescribed in the CMAB 1.1.A

ECB memo details are entered by Supervisor in treasury module Office needs to remit excess collections to bank/HO/cash office and maintain balance within the limits If balance retained exceeds the limits, ECB memo has to be submitted by SOs other than HSG/LSG ECB memo details are entered by Supervisor in treasury module 1.1.A

SO Slip SO Slip is sent by HO everyday to all the SOs Acknowledges previous daily account balance Also used by HO To invoice stock of IPO’s and NSC’s To invoice SB slip To invoice checked BO daily account To invoice acquittance rolls To invoice MO pads & MO receipt book To advice remittance, if any Cash Stamps 1.1.A

Functions at HO Generates HO summary for its own office (like SO daily account) in treasury module Uses subaccount module to Generate SO summary (consolidation of SO transactions Generate SO transit/advance summary Print SO slip Generates HO cashbook daily in Accounts module (consolidation of HO & SO transactions) for the previous day Generates Monthly cash account in Accounts module for submission to PAO 1.1.A

Functions of Accounts branch Drawal of pay & allowances and other dues for the staff of HO and SOs under the HO Maintaining service book and leave account of the staff Maintaining GPF account Drawal of pension for pensioners and maintaining related accounts Generating schedules of various transactions Generating Form 16 for income tax returns HO uses Accounts and Accountant PBS module for this purpose 1.1.A

Supply of PBs, certificates etc., Supply stock of NSC’s to SOs based on their requirement Replenish stock of IPOs to SOs Supply blank passbooks to SOs based on their requirement Supply MO receipt book, Cheque book, SB-26, SB-28, NC-4(a), LI-37 & PLI-12, ACG-67 etc., to SOs & watch continuity in issue of receipts 1.1.A

Functions of SOSB branch Post the SO transactions of accounts except decentralised account types, daily Generate consolidated journal everyday Forwards interest statement for SB/PPF accounts to SOs Maintaining NC12(a) register and submission of NSC returns to PAO (using CC bridge software) HO uses SOSB module of Sanchay Post to perform all these transactions 1.1.A

Functions of SOSB branch Maintain objection register and following settlement Submit periodical returns to PAO,DO, ICO(SB) at R.O. Periodicity for binder agreement – For decentralised accounts like RD, MIS, SCSS, once in 6 months as on 30/06 & 31/12 For centralised accounts like SB,TD once in 6 months as on 31/03 & 30/09 1.1.A

SBCO functions To maintain control register for all types of accounts Carry out percentage check of vouchers everyday Verify ledger balances periodically Has safe custody of important records such as vouchers & lists of transactions, undelivered pass books, interest statements , control registers etc., Check of interest calculation in SB/PPF accounts 1.1.A