Action in case of loss/theft

Theft Burglary/theft/Loss in Post office – Cases of break open overnight or otherwise – Immediate complaint(FIR) to be lodged with jurisdictional police – Also to be reported to the divisional head at once – Staff not to enter the office or touch any article at the scene of crime till police investigation commences – Full co-operation with Police

Action to be taken Quantify loss of cash and stamps and charge to UCP in day’s account Trace if loss of certificates/IPOs are lost and report to investigating IP/ASP for further action Secure the records (stock book, invoice through which received and other relevant materials) Get all the locks replaced and repair doors, if required Loss of date stamps, oblong stamps or round MO stamps to be reported

Exercise Draft a police complaint to report instance of theft of the PO on yesterday night at Model PO with following inputs – The PO is a quartered SO in account with Training HO – SPM is staying in the quarters but yesterday he had gone to his native with permission – Theft noticed at 0700 hours on today morning by SPM when he came to open office – The cash chest is opened and valuables stolen – Inventory preparation after initial investigation by Police shows loss of cash of Rs /-; No other items are lost – Imagine other facts

Revenue Protection

Why revenue protection is needed? To increase revenue To reduce deficit To become self-sufficient

Why leakage of revenue is prevailing? Ignorance of procedure by the customers Ignorance of rules by officials Pilferage of postage stamps Fraudulent procedure

How revenue protection can be done? By taxingPersonal letters By taking up the case with office of posting Bulk posting

TAXING OF UNPAID ARTICLES (MIN. RE.1/-) Double the deficiency For official unpaid – single deficiency If returned, sender should pay

Penalty for breach of conditions – Min. Re Post card ILC Letter

Penalty for breach of conditions – Min. Re Book packet Registered newspaper Over Size and over weight; Returned to sender. Others; treated as letter or parcel whichever is less, difference charged Treated as book packet or periodical as per condition- difference charged

Penalty for breach of conditions – Min. Re Blind literature Treated as book packet, letter or parcel and difference charged

Leakage of revenue Mails – Book Post – Parcels – RNP – Periodicals – Printed Books – Other general mails

Book Posts Printed matter Picture, Plans, Maps, Drawings Business, Commercial, Legal documents Manuscript for Press/Students exercise Cyclostyled print (mechanical means) Printed cards with same thickness and flexibility of embossed card {Clause 117(2)}

Periodicals Registered with Registrar of News paper for India, New Delhi (RNI) Superscription as “Periodical registered with RNI-New Delhi under No…….” Price to be printed Free circulation- no concession, it should be accepted under Book Post rate

Periodicals – Concession rate

Registered Newspaper Registered with RNI-New Delhi & Divisional Supdt. Published not more than 31 days Registered No.to be printed in 10 size font – KA/SK/CKM/656/ – CKM/680/ (w.e.f ) Printer, publisher, Editor and cost

Registered Newspaper If free circulation- No concession Bundle- Agents only Licensed to post without prepayment (WPP) – By Pr.CPMG/CPMG/PMG – For posting more than

Registered Newspaper- Tariff Single copy – Up to 50 grams0.25 – Above 50 up to 100 grams0.50 – Each additional 100 grams0.20 Bundle (More than one copy) – Up to 100 grams0.50 – Each additional 100 grams

Printed Books Should not be a publication published at regular intervals Superscription- “Printed Book” Should not contain any advertisement

Printed Books Publisher and printer to be printed Contains wholly or substantially of reading matter, painting, photographs, diagrams or similar matter Tariff: –F–For every 100 grams or partRe

Exercise

Modus operandi - general mails – Insufficient payment of postage – Use of used up & fake stamps – Non collection of Late fee – Private manufactured ILC and Post Cards not confirming prescribed size and thickness

Modus operandi - general mails… – Acknowledgements sent by couriers – Dispatching articles without defacing postage stamp – Miss-sending of letters

Modus operandi-Periodicals – Posting with bogus RNI number or without RNI number – Posting publication of less than 31 days as periodical (it can be presumed as bogus) – Sending periodicals more than one copy in single packet paying single copy postage

Modus operandi- RNP – Posting of Pamphlets, printed letters, appeals under RNP – Printing bogus registration number – Without registration – With registration number affixed with rubber stamp impression

Modus operandi- RNP… – Without renewal – With same number for different RNP – Different tariff for different POs – With enclosures – Posting the publication of more than 31 days under RNP – Without WPP number

Modus operandi- Printed Book – Posting magazines under Printed Book rate – With enclosures – Posting of Pamphlets, printed letters, appeals under printed book rate. – Posting Annual reports Souvenirs under printed book rate

Preventive Vigilance Keeping a watch to maintain the integrity of an organisation, its procedures and its employees Identification of areas where surveillance is necessary Maintenance and preservation of records/data Surprise verification of cash balances of different branches & Stamp vender Duplicate key of safe to be kept in D.O. Examination of safe custody of insured articles and cash bags/account bags

Preventive Vigilance Safe custody of stamps and seals Transfer of cash as per rules Escorting cash conveyance Avoid unnecessary cross remittance Observance of limit of cash remittance

Preventive Vigilance SO account and SO daily account should be prepared by SPM personally Transit items of remittance are being watched personally by SPM/PM Special attention on security arrangement of cash chests and treasury

Preventive Vigilance - SB Adding of interest in PB GDSBO’s should collect and send it to AO Special Error book of PBs not received for entry of interest Forward the list of PBs not received for entry of int by 30th June to Sub Divisional Head Watch register to monitor the credits of PRSS Register of undelivered pass books Maintenance of index registers for SB-26, SB- 28 receipt books

Preventive Vigilance - SB SB/SBCO Objection Registers Cases of minus balances Stock register of blank pass books Invoices of Pass books Duplicate Pass books Spoiled/defective pass books

Preventive Vigilance - RD MPKBY RD schedules Prescribed format should be used Each schedule to be assigned serial number in format X/Y/L X – Month Y – Serial number L – Last serial number

Preventive Vigilance - Mails Proper checking of articles posted for dispatch Letter Box Bulk Mails Franked articles RNPs/Periodicals/Printed Books Monitoring of mails received for delivery Unpaid articles Breach of condition in RNP/Periodicals/Printed Books

Preventive Vigilance - Mails Register of unpaid articles received for delivery Letter/Postman postage account Checking of accountable articles received for delivery Before issuing to Postmen After receipt of returns Remarks on returned articles Verification of MOs paid

Building Security of building to be ensured Night watchman Police patrolling Attached quarters Lock and key – watching Cash chest/Iron safe Avoiding unauthorized persons in PO premises

Computerised office Ensure accounting entire counter collection Supervisor to take shift report for entire day Ensure total collection incorporated in PO account Correction in shift report/cancelled shift report – viewed suspiciously Ensure that postage paid in cash is not booked under prepaid option

Computerised office Ensure correct tariff is configured in POS Ensure none of system is working in stand- alone mode Ensure password security Ensure daily back up is being taken Power supply/back up – to avoid loss of data

Preventive Vigilance Non collection of redirection fee for parcels Extending Post box/Post bag facility without renewal Ensure proper accounting of Business Reply Permit articles Issuing PLI/RPLI policies to ineligible persons

Preventive Vigilance Non credit of amount realized from sale of garden products Excess payment of coolie charges Improper payment of conveyance charges Check for proper accounting of pledge/release fee

Exercise

Thank You