2 Branch Office Branch office is last status of Operative office BPM will be in charge of the BOBPM has to provide the accommodation ( building) for OfficeEstablishment 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 areGDS BPMGDS MDGDS MC
3 Establishment norms Sl.No Item of work Points Standard prescribed 01 Handling of unregistered articles1 point of work loadFor every 25 unregistered articles handled in a day02Handling of Registered articlesFor every 22 registered articles handled in a month03Handling of Money OrdersFor every 15 Money Orders handled in a month04Sale of Postage stampsFor every Rs.900 worth of stamps sold in a month05Handling of cashFor every Rs.20000/ cash handled in a monthLetter .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 month07Rural Postal Life Insurance transactions08Collection of Telephone bill or any other billsFor every 20 bills collected in a month09Disbursement of old age pension through Money OrdersFor every 15 Old age pension Money Orders disbursed in a month10Disbursement of old age pensions through Savings Bank accountsFor every 10 old age pension through Savings Bank in a month11Accounts work and receipt and dispatch of mails in a monthFixed 14 points per month
5 TRCA corresponding to work load Sl.NoCategory of GDSExisting TRCARevised TRCA w.e.fWork load in pointsWork load in hours01GDS Sub PostmasterRsRs--4-5 hours02GDS Branch PostmasterRsRs75 pointsUp to 3 hours workNew TRCA slabRs87.5 pointsMore than 3 hours up to 3 hrs 30 mtsRsRs100 pointsUp to 4 hoursRs112.5 pointsMore than 4 hours up to 4 hours 30 mtsUp to 125 pointsMore than 4 hours 30 mts up to 5 hours
6 TRCA corresponding to work load 03GDS Mail deliverer/stamp vendorNew TRCA slabRs--For work up to 3 hours for new entrantsRsRsFor work load upto 3 hours 45 mtsRsRsMore than 3 hours 45 mts up to 5 hours04GDS Mail carrier/packer/MailmanRsRsRsMore than 3 hours up to 3 hours 45 minutesRsRsMore than 3 hours 45 minutes up to 5 hours
7 Documents used in Branch offices Notice of hours of businessBook of PostmarksComplaint & Suggestion BookOrder BookStock 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 stampsRule 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 ParticularsSl.No/DetailsRemarks showing action takenSignature 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 bookAll the items supplied to the BO will be entered in this bookBPM should update the stock book as and when items supplied or returnedBPM 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 bookNames 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 bookAfter 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 plantedFrequency of visit by GDSMD is dailyDetails 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 villagesBPM enter in red ink in the visit book, the order in which village is to be visited by the GDSMDBPM write the number of unregistered and accountable articles in the visit bookSignature of a important person of the village should be obtained in the visit book
22 Receipt Books used in Branch offices Ms-87 (a)SB-26(t)SB-28LI-12Eng-9RP-51PLI-12Speed 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 BOIt 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
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 - JournalSB - JournalRD - JournalTD - JournalRPLI – JournalBO – Account BookPostman Book
33 Preservation of Records Sl. No.Name of the recordPeriod of preservation1B.O. Account (Pa-6)3 years after they are used up2B.O. Journal (Pa-5) along with BO Slips3Book of BO receipts (MS-87(a)2 years4Registered Lists5Parcel lists6Mail lists7B.O. Slips8Invoices of publications & articles received from the Stock Depot3 years9Order BookTo be destroyed on special permission of the Divisional Superintendent
34 Preservation of Records Sl. No.Name of the recordPeriod of preservation9Stock BookTo be destroyed on special permission of the Divisional Superintendent10Village Postman’s book of receipts (MS-87)2 years11Book of Postmarks12Circulars of the Head of Circles containing convictions of departmental officialsPermanent13Enumeration Returns5 years14Yearly 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 inspection4.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 chestLeather cash bagCanvass bagsTable / chairsLetter Boxes
37 Requirements Inland mail tariff chart Classified list of post offices Pin code directorySpeed post information bookRPLI premium table bookBO rules bookSavings accounts information bookDouble sided carbon paperGum/ labels/ wax
39 Duties of BPM Receipt and despatch of BO bag Sale of stamps and stationeriesLetter box clearanceFacing and defacing of articlesBooking and delivery of accountable articlesBooking and payment of Money orders
40 Duties of BPM Acceptance of SB transactions Safe custody of BO records, valuables equipment's and infrastructuresSupervision over the duties of other GDSMaintenance of BO accountsMarketing of Postal productsWriting labels & closing bags
41 Duties of BPM Examination of BO bags received Completion and correct preparation of BO recordsDetection and reporting irregularitiesEnsuring correct sealing of bagsMaintenance of BO recordsReceipt & Dispatch of BO bag
42 How to get clear and distinct stamp impression? Clean the stamps and seals regularlyPut them in boiling waterKeep the stamp pad cleanApply sufficient inkUse rubber pad on a stone slabMake minimum cancellationDo not cancel non-postage stamps.
43 Key points for BPM: BPM should ensure the followings: Keep BO premises neat and clean.Punctual in attendanceBO records should be neatly preparedStamp and seals impressions to be taken on Book of postmarks before useSufficient stock of stamps & stationeries to be maintainedAttend the customer promptly.Availability of necessary forms
44 BPM to avoid above mistakes and work properly Common mistakesFailure to sign the BO recordsFailure to impress the date stamp on the forms and BO recordsFailure to enter the transactions in BO recordsWrong Total /accounting in BO accountsFailure to check entries made by the other GDSNon reporting of irregularities in-timeBPM to avoid above mistakes and work properly
45 Checks to be carried out by the BPM Must see that postman book (MS-27) is properlykept and writtenSee that visit book (MS 86) is properly written and signature of important person of the village obtainedCheck the returned articles to see the genuine remarks is written ,collect cash ,put the initial in MS-27Check 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 accountEnsure exchange of hour plates if provided to the letter box of the villages to check punctual clearance of LBsCheck 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 himCorrect 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 articlesIn 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 witnessUnpaid 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 minorWhere the minor is old enough to understand the nature of the transaction, payment should be made to the minor himself.
50 Limits of GDSMDAggregate 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)