Ref. No.: AIPSBCOEA/CHQ/Change of role of SBCO/2019     dated- 02.12.2019                                                                                                        

To

              The Secretary,

              Department of Posts,

              Dak Bhawan, Sansad Marg,

              New Delhi – 110 001.

                                                                      

Sub:    Regarding input/Suggestion reg- Change of role and responsibility of SBCO, Post GL integration.

Ref. Association letter No.AIPSBCOEA/CHQ/ Input/Suggestion on prevention of Fraud/2019 dated- 16.9.19.

Ref.Association letter No.AIPSBCOEA/CHQ/AUDIT STATUS/2019 dated- 25.11.2019.

In continuation with the Association’s letter dated 25.11.19 written in reply to the Directorate’s letter dated 22.11.19  regarding inpupt/Suggestion reg- Change of role and responsibility of SBCO, Post GL integration the following suggestions are given in respect of change in role,working scenario, changes in procedures, administrative control :-

ROLE:-  SBCO  to be given the status of  AUDIT  as per the previous letter dated 25.11.19 written by the Association to work independently without any kind of influence like a local AUDIT for effective functioning and detection of frauds.

A letter was already written by the Association   vide Ref. No.: AIPSBCOEA/CHQ/ Input/Suggestion on prevention of Fraud/2019  dated- 16.9.19 in which all the suggestions to prevent frauds were given  in detail.

WORKING SCENERIO:-

 The  Finacle Consolidation to be received by SBCO on the next day.

SBCO To Download  the Finacle consolidation and compare with that received from all the H.O/S.Os  for any difference or manual corrections /manipulation and raise objections.

General check:- The General check of vouchers as per para 5 of SB Order 14/2015.

Withdrawals/Closures for RD,MIS,TD,SCSS:-  The vouchers of withdrawals for more than Rs. 50000/- and all closures / Premature closures , the AOF/SB-3 Cards received for the closures to be scrutinized with utmost care,  checked by SBCO by generating the LOTs in finacle and cross verifying with the sent voucher for correctness. If any deviation from the rules , omissions ,difference in signature noticed objections to be raised.

Loan payments :-The  RD & PPF Loan disbursement vouchers to be checked for any deviation.

Checking of interest bearing categories :- AS per SB order 14/2015 add II para 3 serial no. 7, voucher checking for PASBCO in r/o LSG and above offices and below LSG offices prescribed may be changed as follows For SB,  PPF,  SSA:

1.Rs.20000/- and above for LSG and above offices shall be changed as Rs.50000/- and above.

2.All the vouchers in r/o offices below LSG shall be changed as Rs.20000/- and above.

3. Checking of single handed S.Os:- All the transactions of every single handed S.O to be checked thoroughly for any deviation of rules to avoid any misappropriation of public money.

Deposits: - All new accounts opened vouchers for the amount of Rs. 5 Lakhs and above.

Interest adjustments:- The interest corrections will be given through HIARM menu by the supervisor SBCO after confirming the correctness of the excess or short payment of interest intimated by the H.O/S.Os after getting approval  (as of now).

Revival of silent accounts :- There should be atleast two checks  for all the revival of silent accounts  at counter level to prevent fraud.

Transactions in discontinued accounts:- All the transactions done in discontinued accounts  of all categories including TD, RD, SCSS, MIS  to be checked at the stage of posting itself  to avoid fraud. 

Issue of ATM cards:- In Finacle there should be a  check  for the correctness of issue of ATM cards to depositors either by linking Aadhaar or personal appearance for signing to get the cards to prevent frauds.

Unused cheque foils:- To be maintained separately (as of now) in a register after receiving from H.O/S.Os for destruction during inspection by AO, ICO(SB).

Undelivered passbooks:- To be maintained separately (as of now)  in a register after receiving from H.O/S.Os for destruction during inspection by AO, ICO(SB).

Sending of returns by SBCO:-

1.    The Non – Financial  report generated by the CPC  to be consolidated and sent  every month as of now.

2.    The Interest  cum Silent account Summary report generated at CPC  from Finacle to be compiled  and sent to DAP every year (as of now).

Preservation of Records:-

As per SB order 14/2015  add II, para 5.11 preservation of record needs to be changes as follows.

S.no	Particulars	Prescribed	Proposed	Remarks
1	Vouchers with Consolidation	5 yrs	1 yr	@
2	Consolidated Journal	1 yr	1yr
3	Undeliverable Passbooks	1yr	1yr
4	Statistical Register	3 yr	1yr	#
5	Objection Register	2 yrs after settlement of all Objections	1 yr after settlement of all Objections	$
6	Interest Adjustment Register	5 yrs	1 yr	%

@ since transactions once entered in finacle could not be changed at any level and voucher checking completed as prescribed in SB order 14/2015 add II

# Since statistical figures are being maintained based on the report generated and sent by CPCs

$ Since voucher checking completed, figures not able to modified / changed in finacle and objections settled

% Interest adjustment of an account is effected through ‘HIARM’ menu by the Supervisor, SBCO only and report forwarded to GMPAF and AO ICO (SB) at the close of the month in which Interest adjustment effected.

ADMINISTRATIVE CONTROL

As of now, SBCO officials recruited are appointed by the Regional DPS after getting allotment to the respective regions and postings and transfers are controlled by the Regional DPS. The officials are placed in SBCO units in each Head Post office and day to day administration vested with Head Postmaster and other controls executed by Dvl Head.

Multiple conflict - controls over SBCO by Head Postmaster,Divisional Head and Regional DPS causes so many disturbances in the functioning of SBCO. While the appointing authority is the controlling authority of other departmental officials, it differs in respect of SBCO officials. This needs to be set right .For this the following two types is suggested:

A.   SBCO shall be brought under the control of GMPAF. As the nature of work now carried out by SBCO is more or less equaling to audit function, this type of control is very much appropriate.

B.    SBCO shall be brought under the direct control of DPS of the Region. As the appointing and transferring authority remains the same.

            The Administrative hierarchy shall be as furnished below:

DPS  / GMPAF   -  Chief accounts officer (or) Senior accounts officer at the HQs – Supervisors in Selection grades – PAs SBCO.

1.Day today administration rests with the Supervisor HSG I in respect of other selection grade officers and PAs SBCO.

2.Writing of APARs of SBCO officials rests with Accounts officers of the HQ

3.Other administrative powers shall be vested with DPS / GMPAF

Note :  SBCO is the guardian of Public money as well as Exchequer. The present Administrative control by Postmaster of HO, Divisional Head make lot of disturbance in the functioning of SBCO and officials working with so much constrains. If the suggestion given above is considered favourably, it will pave way for the smooth functioning of SBCO and Public and Exchequer money will be safe.

Thus the Accounting and Auditing work will be done by SBCO effectively and independently under the Nomenclature of “AUDITOR”  as mentioned in the Association letter dated 25.11.19  to be a custodian of  crores of  public money for Lakhs of depositors who have faith and confidence on the Department of Posts.

 With Regards,

                                                                                                                -Sd-

                                                                                          (SHP. JASMINE JALAL BEGAM)  

                                                                                                     General Secretary

Copy To:

1.    Smt. Meera Kumar,

DDG (P), Department of Posts,

Dak Bhawan , Sansad Marg,

New Delhi – 110 001.

2.    Shri. Sachin Kishore,

DDG FS, Department of Posts,

Dak Bhawan, Sansad Marg,

New Delhi – 110 001.