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Know your Branch Office

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Presentation on theme: "Know your Branch Office"— Presentation transcript:

1 Know your Branch Office

2 Branch Office Branch office is last status of Operative office
BPM will be in charge of the BO BPM has to provide the accommodation ( building) for Office Establishment of a BO & TRCA depends on work load. More than one GDS will be working in BO depending on work load of the BO. They are GDS BPM GDS MD GDS MC

3 Establishment norms Sl.No Item of work Points Standard prescribed 01
Handling of unregistered articles 1 point of work load For every 25 unregistered articles handled in a day 02 Handling of Registered articles For every 22 registered articles handled in a month 03 Handling of Money Orders For every 15 Money Orders handled in a month 04 Sale of Postage stamps For every Rs.900 worth of stamps sold in a month 05 Handling of cash For every Rs.20000/ cash handled in a month Letter .No. 14-6/87-PAP dated PAP section

4 Establishment norms 06 Savings Bank/NSC 1 point of work load
For every 10 transactions in a month 07 Rural Postal Life Insurance transactions 08 Collection of Telephone bill or any other bills For every 20 bills collected in a month 09 Disbursement of old age pension through Money Orders For every 15 Old age pension Money Orders disbursed in a month 10 Disbursement of old age pensions through Savings Bank accounts For every 10 old age pension through Savings Bank in a month 11 Accounts work and receipt and dispatch of mails in a month Fixed 14 points per month

5 TRCA corresponding to work load
Sl.No Category of GDS Existing TRCA Revised TRCA w.e.f Work load in points Work load in hours 01 GDS Sub Postmaster Rs Rs -- 4-5 hours 02 GDS Branch Postmaster Rs Rs 75 points Up to 3 hours work New TRCA slab Rs 87.5 points More than 3 hours up to 3 hrs 30 mts Rs Rs 100 points Up to 4 hours Rs 112.5 points More than 4 hours up to 4 hours 30 mts Up to 125 points More than 4 hours 30 mts up to 5 hours

6 TRCA corresponding to work load
03 GDS Mail deliverer/stamp vendor New TRCA slab Rs -- For work up to 3 hours for new entrants Rs Rs For work load upto 3 hours 45 mts Rs Rs More than 3 hours 45 mts up to 5 hours 04 GDS Mail carrier /packer/Mailman Rs Rs Rs More than 3 hours up to 3 hours 45 minutes Rs Rs More than 3 hours 45 minutes up to 5 hours

7 Documents used in Branch offices
Notice of hours of business Book of Postmarks Complaint & Suggestion Book Order Book Stock book

8 Notice of hours of business
A notice of hours of business in form M-6(c) will be supplied to each branch office by the S.D.I. (P) and the B.P.M. should work to the timings shown therein. The notice should be pasted on a notice board and hung up prominently in the office so as to be visible to the public. Rule 5 of BO Rules

9 Book of Postmarks Maintained in Form MS-18
Impression of all stamps with changeable types in use in the BO are to be taken. It should be checked by the BPM & he/she should initial below the impression in the Book of Postmark for having checked correctness of the stamps Rule 20 of BO Rules

10 Error Book It is maintained in MS-21 in all BOs.
The BPM should record all types of irregularities noticed in the error book. Entries in the error book should be as brief as possible. Entry in the error book should be signed by the BPM. Error extracts may be forwarded to SPO/SDI(P) in deserving cases.

11 ERROR BOOK DATE Name of official/office committing irregularity
Particulars Sl.No/Details Remarks showing action taken Signature of BPM

12 Complaint & Suggestion Book
This is a permanent record of the BO. To be retained in the custody of the BPM. Used to note down the grievances/complaints & suggestions given by the members of public. Relevant extracts, seeking instructions from the competent authorities, should be forwarded by the BPM.

13 Order Book Maintained in Form MS-8.
It contains 200 serially numbered pages. BPM is the custodian of the Order Book. Inspecting officers will record their orders & remarks. Action should be taken promptly by the BPM. Order Book is a permanent record of the BO. Rule 42 of BO Rules

14 Stock book All the items supplied to the BO will be entered in this book BPM should update the stock book as and when items supplied or returned BPM to present this book for Inspecting officers to check and confirm the stock

15 Village Postman’s Book
It is maintained in form MS-27. It is maintained by a GDS doing the delivery work. All accountable articles, viz., Registered letter, Speed Post articles, Parcels, VP articles, Insured articles, Money Orders, are entered in this book.

16 Village Postman’s Book
GDS doing the delivery work will make entry in this book in connection with details of articles. After delivery of articles, the GDS will pass appropriate remarks against the corresponding entry made in this book. BPM will verify the remarks made by the GDS in this book & he will sign against each entry in this book.

17 Village visit book Names of villages attached to a BO together with total number of ordinary articles received for delivery for each such village is entered in this book. At the time of effecting delivery of ordinary articles, the concerned GDS shall obtain the signature of a respectable person of each village in this book.

18 Village visit book After completion of delivery work, the concerned GDS will hand-over this book to the GDS BPM together with undelivered ordinary articles. GDS BPM will verify the entries made in this book and he should sign therein.

19 Fixed and unfixed village
Where letter box is planted Frequency of visit by GDSMD is daily Details of articles received for delivery to those villages will be entered by GDSMD in black ink

20 Fixed and unfixed village
Frequency of visit-whenever there are articles for delivery to those villages BPM enter in red ink in the visit book, the order in which village is to be visited by the GDSMD BPM write the number of unregistered and accountable articles in the visit book Signature of a important person of the village should be obtained in the visit book

21 Exercise 1.4

22 Receipt Books used in Branch offices
Ms-87 (a) SB-26(t) SB-28 LI-12 Eng-9 RP-51 PLI-12 Speed Post booking receipt

23 Book of BO Receipts Maintained in form MS-87 (a).Issued for
(i) Booking of Insured/parcel mail (ii) Booking of Money Order (iii) Acceptance of PLI/RPLI premia. Rule 22 of BO Rules

24 SB preliminary receipts(SB-26)
It is used for opening of SB Account in BO It is printed in books of 50 Receipts in triplicate for BO s. 1st copy to the Depositor. 2nd copy to the Account Office. 3rd copy as Office Copy.

25 Receipt for Pass Book (SB-28)
It is given to the Depositor when Passbook is collected by the BPM from the depositor for postal transactions such as verification, closure, transfer, addition of interest etc. On receiving back the PB from the AO, the pass-book will be handed over to the depositor on obtaining back his SB-28 & to be pasted together with the Office copy. On the reverse side of the SB-28, the BPM must note the date of handing over the PB to the depositor. The BPM has to sign there under.

26 Registered /Parcel Journal
It is maintained in Single copy in Form RP-51. It is the receipt to be granted to the sender of an ordinary registered article (excluding VP & Insured) of letter & parcel mail. Each receipt contains a number and the series of numbers runs from 1 to 200 in each book. Rule 77 of BO Rules

27 Yearly Village Return Prepared by the BPM in form MS-88.
Prepared during 1st to 14th March every year. Number of articles of all types received for delivery (including Money Orders) daily are detailed. On 15th of March, the list should be totaled & signed by the BPM & forwarded to the ASPO/SDI. Rule 46 of BO Rules

28 Half yearly enumeration returns
Made in the second week of February and August every year (8th to 14th both days inclusive) On the day of enumeration the branch postmaster must count and enter in form M.S.-6 the number of ordinary unregistered articles of the letter mail and of unregistered parcels given out for delivery

29 Half yearly enumeration returns
Total number of articles of each class should be shown in the enumeration return against the appropriate head. A copy of the return should be forwarded by the mail of the 15th to the account office. Enumeration should be accurate and branch postmasters are, therefore required to give special attention to this work

30 Exercise 1.5

31 Important Forms used in Branch offices
SB-3 card ( Application for Opening A/c) SB-103 ( pay in slip) SB-7 ( withdrawal form) SB-7 (a) ( Closure form) SB-10 (b) ( Transfer form) MO-8 ( Money order form) LI-01 ( RPLI proposal form) LI-09 ( RPLI Medical form) PA-07 (BO Abstract) MS-88 (Yearly Village Return)

32 Important Records used in BO
BO - Journal SB - Journal RD - Journal TD - Journal RPLI – Journal BO – Account Book Postman Book

33 Preservation of Records
Sl. No. Name of the record Period of preservation 1 B.O. Account (Pa-6) 3 years after they are used up 2 B.O. Journal (Pa-5) along with BO Slips 3 Book of BO receipts (MS-87(a) 2 years 4 Registered Lists 5 Parcel lists 6 Mail lists 7 B.O. Slips 8 Invoices of publications & articles received from the Stock Depot 3 years 9 Order Book To be destroyed on special permission of the Divisional Superintendent

34 Preservation of Records
Sl. No. Name of the record Period of preservation 9 Stock Book To be destroyed on special permission of the Divisional Superintendent 10 Village Postman’s book of receipts (MS-87) 2 years 11 Book of Postmarks 12 Circulars of the Head of Circles containing convictions of departmental officials Permanent 13 Enumeration Returns 5 years 14 Yearly village returns

35 Preservation of Records
Note: - 1.Records at Serial 9,10,11 & 12 should be destroyed by fire or otherwise, in such a manner that they may not be used again. 2.Other records should be torn & sold as waste paper. 3.Inspecting officer will segregate the old records during office inspection 4.BPM should send old records to AO duly invoiced in the BO daily account

36 Equipment's Stamps and seals Ink pad/ rubber pad/stone slab
Cash and stamp chest Leather cash bag Canvass bags Table / chairs Letter Boxes

37 Requirements Inland mail tariff chart Classified list of post offices
Pin code directory Speed post information book RPLI premium table book BO rules book Savings accounts information book Double sided carbon paper Gum/ labels/ wax

38 Exercise 1.6

39 Duties of BPM Receipt and despatch of BO bag
Sale of stamps and stationeries Letter box clearance Facing and defacing of articles Booking and delivery of accountable articles Booking and payment of Money orders

40 Duties of BPM Acceptance of SB transactions
Safe custody of BO records, valuables equipment's and infrastructures Supervision over the duties of other GDS Maintenance of BO accounts Marketing of Postal products Writing labels & closing bags

41 Duties of BPM Examination of BO bags received
Completion and correct preparation of BO records Detection and reporting irregularities Ensuring correct sealing of bags Maintenance of BO records Receipt & Dispatch of BO bag

42 How to get clear and distinct stamp impression?
Clean the stamps and seals regularly Put them in boiling water Keep the stamp pad clean Apply sufficient ink Use rubber pad on a stone slab Make minimum cancellation Do not cancel non-postage stamps.

43 Key points for BPM: BPM should ensure the followings:
Keep BO premises neat and clean. Punctual in attendance BO records should be neatly prepared Stamp and seals impressions to be taken on Book of postmarks before use Sufficient stock of stamps & stationeries to be maintained Attend the customer promptly. Availability of necessary forms

44 BPM to avoid above mistakes and work properly
Common mistakes Failure to sign the BO records Failure to impress the date stamp on the forms and BO records Failure to enter the transactions in BO records Wrong Total /accounting in BO accounts Failure to check entries made by the other GDS Non reporting of irregularities in-time BPM to avoid above mistakes and work properly

45 Checks to be carried out by the BPM
Must see that postman book (MS-27) is properly kept and written See that visit book (MS 86) is properly written and signature of important person of the village obtained Check the returned articles to see the genuine remarks is written ,collect cash ,put the initial in MS-27 Check the signature of addressee, payee on the RP-1 receipt and MO paid voucher to see the articles are delivered/paid to the genuine person

46 Checks to be carried out by the BPM
Check the accounts of postman and tally. GDSMD should not leave the office until his accounts have been quite settled. Check the unpaid account Ensure exchange of hour plates if provided to the letter box of the villages to check punctual clearance of LBs Check whether the GDSMD sell postage stamps and stationery while in his beat

47 Role & Responsibility of GDSMD
Responsible for the correct delivery of all articles delivered by him Correct payment of all money orders paid by him. Should satisfy himself as to the addressee’s or payee’s identity by making proper inquiries before delivering the article or paying the money order. In the case of uninsured registered articles of the letter or parcel mail, if the addressee is not known to the G.D.S.M.D. delivery should be made in the presence of a respectable witness residing in the locality

48 Role & Responsibility of GDSMD
GDSMD to attest the addressee’s thumb impression, seal or other mark in case of delivery of registered articles In case of an insured article or a money order, the addressee’s or payee’s thumb-impression, seal or other mark should be attested by the signature of a resident witness Unpaid articles should not be delivered until the postage due on them has been paid.

49 Role & Responsibility of GDSMD
Articles addressed generally or by name to scholars or students at a school or college should be delivered to the Headmaster or Principal, Where the minor is living with his parent or lawful guardian, payment should be made to the parent or guardian, on his signing the money order on behalf of the minor Where the minor is old enough to understand the nature of the transaction, payment should be made to the minor himself.

50 Limits of GDSMD Aggregate amount of MOs to GDSMD-Rural & Urban Rs 5000/ Single money order Rs 2000/ (Rural & Urban) Limit of Insured/VP article-Rs 500/ (Rural & urban)

51 Thank YOU

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