POST OFFICE

SAVINGS BANK MANUAL

VOLUME I

SAVINGS BANK PROCEDURE

SECOND EDITION

(CORRECTED UP TO 31.12.2006)

ISSUED UNDER THE AUTHORITY OF

DIRECTOR-GENERAL OF POSTS, INDIA

AND

SECRETARY TO GOVERNMEMNT OF INDIA

DEPARTMENT OF POST

MINISTRY OF COMMUNICATIONS & INFORMATION TECHNOLOGY

PREFACE

The first edition of P.O.S.B. Manual Volume I & II containing savings bank procedure and savings certificates procedure to be followed by the head and sub offices were brought out in 1988. The Manual relating to various Acts and Rules of all savings schemes was not printed as a separate Manual as these Acts and Rules were available in Post Office Guide Part IV meant for use both by the Public and Post Offices. However Post Office S.B. Manual Volume III containing various Acts i.e. Savings Bank Act, Savings Certificates Acts and Public Provident Fund Acts and Rules of all Savings Schemes has been brought out now.

During the period from 1988 to 2006 a number of new schemes were introduced and some old schemes discontinued. The new scheme introduced were (i) Indira Vikas Partra Rules (ii) National Savings Certificates (VIII-Issue) Rules (iii) Kisan Vikas Patra Rules, 1992 and (v) Senior Citizen Savings Scheme Rules, 2004. The schemes discontinued were (1) C.T.D Schemes (2) National Savings Scheme Rules,1987 (3) National Savings Scheme Rules, 1992 (4) Indira Vikas Patra Rules, (5) Social Security Certificates Rules (6) 6-year National Savings Certificates Rules (VI Issue) and (VII-Issue). The rules of only current schemes have been kept in these Manuals as the rules of discontinued schemes are of no use now and can be referred to in the old Manuals, if any, necessity arises.

The Manuals are corrected up to 31st December, 2006 and all the changes in rules and procedures made in these schemes have been inorporated thus making the Manuals quite up to date. These Manuals are meant for use by the operative, supervising and inspecting staff of the Post Offices in order to ensure that correct procedures are followed by the staff and correct information is given to the public. The Manuals will become very useful in the daily use by the staff.

Dy. Director General (Financial Services)

.5.2007

CONTENTS

Chapter 1 – Savings Accounts

APENDICES

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CHAPTER I

SAVING ACCOUNTS

N.B.—These rules apply to the Post Office Savings Bank Accounts and, mutates, to

(1)

(2)

(3)

(4)

(5)

(6)

(7)

also, except where separate rules are made in regard to the particular type of accounts, in which case, such rules relating to the particular type of accounts will apply.

SAVINGS BANK OFFICES

1. All Head Offices (H.O.), Sub-Offices (S.O.) and branch offices (B.O.) with the exception of those which are not vested with saving bank powers or from which the Savings Bank powers have been withdrawn by the Head of Circle are savings bank offices. The facilities of deposits and withdrawals by cheque are available only in Head and departmental sub offices. The facilities of deposits only by cheques and demand drafts are available at branch offices.

DUTIES AND RESPONSIBILITIES OF THE POSTMASTER AND TENURE

2. (1) The term Postmaster used in this chapter includes a Sub-Postmaster.

(2) (i) All the duties of the Postmaster in connection with the Bank Department may be performed under the orders of the Head of the Circle by the Deputy Postmaster, Assistant Postmaster or Assistant Sub Postmaster, to whom these may be assigned in the memo of distribution of work except the following which shall be the personal responsibility of the Head Postmaster.

(ii) Sanctioning claims in respect of savings bank accounts of deceased depositors which lie within his power of sanction and the safe custody of the records relating to such claims.

(iii) Signing and submission of S.B. returns to the S.B.C.O. in offices where there is no separate selection grade official incharge of the Savings Bank branch.

(3) The Postmaster will however remain personally responsible for the general functioning of the S.B. Branch and in particular for regular submission of S.B. returns on the due dates.

(4) If the officer to whom the duties of the S.B. branch have been delegated notices any erasures or alterations in Pay-in-Slip (SB-103) or applications for withdrawal (Form SB-7) or (SB-7A) the List of Transactions (SB-60) or other suspicious circumstances attending a S.B. transaction, these will be brought to the personal notice of the Postmaster who will report the matter at once by name to the Superintendent confidentially, unless he is under the direct control of the Circle Office, after taking appropriate action at his level as laid down in the rules. He should preserve all relevant records which may have a bearing on the case in his personal custody until they are transferred to the investigating authorities.

(5) (i) The Counter Assistant shall be rotated after every three years with the other P.A. in S.Os, having three hands or more this provision may be extended upto four years at the discretion of the Head of the Circle.

(ii) The tenure in Single Handed and Double Handed Offices is 3 years.

(iii) The overall tenure in Head Office and bigger sub-office having full time SB counter assistant is 5 years out of which 3 years can be as ledger assistant or supervisor-continuously.

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(iv) The overall tenure in Head Offices having incentive scheme is 6 years out of which 3 years may be as counter Assistant, ledger Assistant or Supervisor continuously. The incentive scheme has now been replaced by a new scheme in which S.B. Allowance is granted to the Postal Assistants. Under this scheme the maximum tenure in the S.B. branch is 5 years inclusive of the period during which the official had worked in this branch prior to the introduction of the scheme.

(v) In Head Offices having instant counter facilities, the counter Assistant will be rotated with other officials working in S.B. branches every two years.

(6) Tenure of SB/SC Counter Clerks: The following tenure has been fixed for SB/SC Counter Clerks in various offices: -

Note: - In order to increase the efficiency and have continuity in working, the tenure of the counter clerks in the Savings Bank and Savings Certificate Branch can be extended upto 4 years at the discretion of Heads of Circles. The overall tenure in office at © above will, however, remain 5 years.

(7) Shorter tenure for counter clerks in Head Offices having Instant Counter facility:- As per provisions of Rule 2(5) the SB counter clerk shall be rotated after every 3 years with the other clerks. In Head Post Offices having instant counter facilities, the counter clerk will be rotated with other officials working in SB Branch every two years instead of 3 years.

DISTRIBUTION OF WORK

3. The Work in the SB Branch of a HO should be distributed in the following manner –

(1) The common duties of the SB branch as mentioned below should be assigned to one person who may be given other duties also so as to utilize him fully.

(i) Receipt and distribution of dak.

(ii)

(iii)

(iv)

(v)

(vi)

(vii)

(viii)

(ix)

NOTE: - The counter Assistant may be assigned some of these duties.

(2) Each of the remaining assistants should be given the rest of the Savings Bank work relating to a set of offices, to be determined on the average number of transactions, such as: -

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(i)

(ii)

(iii)

(iv)

(v)

(vi)

(vii)

(viii)

(ix)

NOTE: - The list given above is not exhaustive and covers some of the salient points only.

(3) Statistical Registers: The following statistical registers are required to be maintained in Head and Sub post offices in order to keep the statistics relating to Savings Bank and Savings Certificate transactions. The registers are closed on monthly basis. The Postmaster/Sub Postmaster should ensure that these registers are maintained properly and kept up-to-date.

(i)

(ii)

(iii)

PASS BOOK

4. A uniform computerized pas book (SB-5) for all POSB Schemes has been introduced. The entries in the said pass book will be made through pass book printer. In view of the above, the computerized uniform pass book needs to be stitched and not stapled so that it can be pass book printer friendly.

STOCK REGISTER FOR PASS BOOKS IN HEAD POST OFFICES

5. (1) A separate stock register of pass books in form SB-4 will be maintained for each kind of pass books in the Head Post Offices.

(2) The H.Os., will obtain supply of pass books by placing an indent in the first week of January, April, July, October on the Postal Stores Depot. The stock on hand and the indented quantity together will be equal to the requirement of six months. The indent will be in manuscript and in the following form: -

(INDENT FOR THE QUARTER ENDING………..19…………)

The indent will be prepared in duplicate, one copy being retained in the Head Post Office.

(3) Immediately when the supply of new pass books is received, the Postmaster should verify that the number of pass books noted in the invoice has actually been received. He should then make an entry of the receipt in the stock register noting the number and date of the invoice, strike the balance and initial in the column provided.

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(4)

(5)

(a) the entries showing the number of pass books issued for new accounts and serial numbers of the accounts in question are correct by reference to the index to ledger cards.

(b) the entries showing the number of pass books issued in lieu of used up and spoilt pass books and the serial numbers of the accounts in question are correct by reference to the receipts taken from the depositors in respect of the accounts standing at the H.O. and the entry in the S.B. or B.O. Slip in respect of accounts standing at a S.O. or its B.Os., or at a B.O. in direct account with the H.O.

(c) The entries showing the number of duplicate pass books issued and the serial numbers of the concerned accounts are correct by reference to the relative application containing his orders for the issue of duplicate pass books; and

(d) The balance of passbooks in hand has been correctly arrived at and entered in the register.

After carrying out the checks prescribed above and having satisfied himself that all the entries in the register are correct the Postmaster should put his initials in the column provided therefore.

(6) An advance of adequate number of pass books should be given to the Ledger Assistant for use during the day. At the end of the day, balance with him should be verified and the stock replenished. A receipt for the advance should be taken whenever there is a change of incumbent and kept in the register of pass books.

(7) The stock of pass books should remain in the Postmaster’s custody and be verified by him once a month with the balance shown in the stock register. He will note the number of pass books in stock in words and sign in the register.

6. (1) For each sub post office, the Superintendent of Post Offices will fix the authorized stock of pass books which should be the average requirement of two months.

(2) (a) The S.O. will place an indent on the Head Post Office at the beginning of every month for replenishment of stock of pass books upto the authorized limit fixed. The indent will be prepared in duplicate in the following form, copy being retained in the SOs.

The Head Office will make supplies to the Sub Post Office, after proper check over the quantity indented for with reference to the authorized stock, under separate series of invoice to each Sub Post Office. The invoice will be prepared in triplicate, serially numbered for each Sub Post Office and two copies will be sent to the sub post office with the pass books. The serial number of invoices will run consecutively for each financial year. The Sub Office will return one copy of the invoice to the Head Post Office duly acknowledged. The acknowledged copy will be filed with the original invoice.

(b)

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SB-4(a) Stock Register of Pass Books of Sub Office

7. (1) When a Pass Book is made over by a depositor to a Post Office for dispatch to another post office, it should be dispatched by service registered post, the receipt for the registered article being given to the depositor. The words “Pass Book of Post Office Saving/ RD/ TD/ PPF/NSS/MIS/SCSS” (Account No…………………….. with a balance of Rs………… should be written on the receipt. When a Pass Book is returned by the post office to the depositor or sent by one Post Office to another, a similar note should made on the receipt which should given to the Saving Bank Assistant who should paste it in his receipt book or case file.

(2) In the following cases, free transmission of pass books from one post office to another is allowed:

(i) As enclosure to a complaint or a deceased claim.

(ii)

(iii) From a depositor on active service through the Field Post Office to his near relative for operating on the account and vice versa.

(iv) For entry of interest.

REGISTER OF UNDELIVERABLE PASS BOOKS IN DEPOSIT IN THE HEAD OFFICES AND SOs

8. (1) Register of pass books in deposits in H.O.: - If a depositor fails to take delivery of his pass book within 30 days from the date of its receipt in the HO or SO, the S.O. will forward the pass book to the H.O. duly entered in the list of documents with remarks “Undelivered”. Whenever a pass book is returned undelivered by a subordinate office or is received by the H.O. from any other source (e.g. from the depositor himself) and remains undelivered for any reason, particulars thereof should be entered in the Register of undeliverable pass books in deposit in the H.O. (SB-12(c)).

(2) When a Pass Book which has been brought on the register is returned to the depositor either directly or through a subordinate office or in any other way, particulars regarding its final disposal should be entered in the register.

(3) The register and the pass books entered in it should remain in the personal custody of the Postmaster.

(4) If a pass book is not claimed within a period of three months from the date of its original receipt at the H.O. it should be forwarded to the SBCO for safe custody. The acquaintance of the SBCO for such pass book will be obtained in the remarks column of the relevant entry in the register.

(5) Before the pass book is sent to the SBCO, the balance shown therein should be verified with that shown in the ledger card and the remarks “Balance Rs.……. verified and pass book transferred to control organization for safe custody on …………” recorded under the dated signature of the postmaster in the remarks column of the ledger card.

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(6) If an application for a pass book which has been transferred to the SBCO is received in the H.O., the pass book should be called for from the SBCO by sending a requisition duly signed by the Postmaster. On receipt of the pass book from the SBCO, a suitable note should be made in the register against the particular entry. A note in the ledger card should also be made as follows: “Recalled and delivered to the depositor on ………../dispatched to SO on……”

(7) Such an application received in a SO should be forwarded to the HO indicating the date on which the pass book was returned to the HO as undelivered.

(8) Register of Passbooks in deposit in SOs: The pass books received from the head office or any other source for delivery to the depositors will be entered in a manuscript register to be maintained for this purpose in the form given below in order to keep their proper account. The date of receipt will be noted on the top in the register. The serial number in the register will run in an annual series starting from No. 1 in April each year. The pass books should be delivered to the depositors as soon as possible on their surrendering the receipt (SB-28) granted to them duly signed and date of delivery noted in the register. The details of Pass books sent to branch offices will be entered in the register in the prescribed columns. The date on which the pass book is finally returned as undelivered to the Head Office will be noted in the register under initial of the SPM in the prescribed column. A note to this effect should be made below the last transaction in the SB ledger of the concerned account. A summary of the pass books in hand showing the closing balance on a day when there is change in the balance will be prepared in the remarks column of the register by the sub postmaster under his dated signature. The receipt should be pasted to the office copy of the receipt in the receipt book (SB-28).

Summary

(i)

(ii) Pass books received …………………………………………………………………………………………

(iii) Total …………………………………………………………………………………………………………….

(iv) Pass books delivered/returned to H.O. /sent to Branch Office……………………………………

(v) Closing balance ………………………………………………….

Date Signature of the Sub Postmaster

The closing balance should be verified with the pass books in hand. The register and the pass books entered in it should remain in the personal custody of the Sub Postmaster.

Proforma for the Register of Pass Books in Deposit in Sub Offices

PAY-IN-SLIP (SB-103)

9. (i) All deposits will be accompanied by pay-in-slips with counterfoil (SB-103) duly filled by or on behalf of the depositor. The Counter Assistant accepting the deposit should check the entries in both parts to see that they agree in all respects, and note the balance after deposit at the bottom in the prescribed column of the pay-in-slip under his signature. The date-stamp should be impressed at the marked place on both parts. The counterfoil will be signed, detached and handed over to the depositor or his messenger. The pay-in-slip will serve as a voucher for deposit. This voucher will accompany the list of transactions in a separate bundle along with warrants of payments.

(ii) The pay-in-slip is in two different colures viz. white (SB-103) for Savings/TD/MIS/NSS accounts and yellow (SB-103) (a) for RD accounts. The specimen of these forms are given at Annexure-1 and 2.

Note: - The pay-in-slip can be filled in either in English or in Hindi or the Regional language at the option of the depositor.

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10. Long Book (SB-58): - All transactions as and when they occur will be entered in a Long Book (SB-58). The details, such as number of account, amount of deposit, withdrawal and interest on closed account will be shown in this book. In Head Offices and Selection Grade Sub offices where there is an Instant Counter Scheme, this book will be maintained by the Counter Assistant for Savings Accounts only. For all other types of accounts this book will be maintained by the Postmaster. In other Head offices and Sub offices the Postmaster/Sub Postmasters will maintain it. The total of all the columns will be struck at the end of the day. These totals will be agreed with the corresponding totals of list of transactions by the Postmaster. The Postmaster will sign below the totals for each day in the Long Book in token of having carried out the check.

Note 1: - Separate Long Books will be maintained for each kind of accounts viz. Savings/RD/TD/NSS/MIS/PPF and separately for each type like 1-Year, 2-Year, 3-Year and 5-Year T.D. account.

Note 2: - Long Book will be used for savings accounts in all sub offices and for RD/TD/MIS/NSS accounts in departmental sub offices only.

11. Preliminary Receipt (SB-26): - (1) Preliminary receipts SB-26 (Annexure-3) are printed in books of 50 receipts in duplicate for use in Extra-Departmental Sub Post Offices and in triplicate for Branch Offices and are machine-numbered.

(2) In and Extra-Departmental Sub Office, these receipts are to be prepared by the ED-SPM for the first deposit in duplicate by double sided carbon paper with indelible pencil entering the name of the person and the amount of deposit. The type of account for which receipt is issued should be prominently noted at the top on both copies of the receipt, e.g., SB, TD (------year/s), RD, etc. After both the copies of the receipts are signed by the ED-SPM the pencil copy should be given to depositor after noting the date on which he may attend the post office to collect the pass book, the carbon copy being retained in the book. The number of the receipt issued should be entered in the remarks column of the list of transactions preceded by the entry P.R.

(3) The current book of preliminary receipts should remain in the personal custody of the E.D.S.P.M. At the close of the day, he should see that the unissued receipts in the book are intact and put his dated signature on the reverse of the last receipt issued after ensuring that the receipts issued have been accounted for in the day’s account.

(4) If a preliminary receipt is spoiled, the word “Spoiled” should be written across both the copies of the receipt under the dated signature of the E.D.S.P.M. The original should be sent to the Head Office entered in the list of documents with appropriate remarks and when received back from the Head Office after verification and counter-signature by the Postmaster, it should be pasted to the duplicate copy of the receipt.

(5) On receipt of the original and duplicate copies of a preliminary receipt from a Branch Post Office with the remarks “Spoiled”, the Sub/Head Postmaster will, after verification and counter-signature, return the original to the Branch Office and file the duplicate in his office.

(6) The Account Office of a Branch Office will maintain an Index to Savings Bank preliminary receipts issued by the Branch Offices in account and keep a watch over the use of the receipts in serial order. The duplicate copies of the preliminary receipts received from the Branch Offices should be filed in the Account Office in monthly bundles Branch Office-wise.

(7) Each Savings Bank Ledger Assistant will maintain an index of preliminary receipts which will have entries for Extra-Departmental sub offices for which he is responsible to maintain the ledgers. The index should be in the form of index to preliminary receipts (MS-15). On receipt of the list of transactions, he will check that the first serial number is in continuation of the last serial used and that all serial numbers are in a consecutive order. He will enter the numbers of preliminary receipts issued by each ED Sub Office in the index (MS-15) and initial the entry. For this purpose, he will also consult the RD and TD ledger Assistants to ascertain the numbers of preliminary receipts, if any, issued for those categories of accounts while posting the index. One index will be maintained by the ledger Assistants for all types of accounts, e.g. SB, RD and TD. He will put up the index to the APM who will initial the entry with date after satisfying himself that the prescribed check has been carried out. In case of any discrepancy in continuity of serial numbers, the ledger Assistant should promptly bring the fact to the notice of the APM for necessary action.

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(8) The Head Office is responsible for supply of preliminary receipts book to Extra- Departmental Sub Office and Branch Office in direct account only when the receipts in the book in use are about to be exhausted. To ensure against double supply, a note with the date of supply of the receipt book should be made in the index to preliminary receipt books (MS –15). In case of Branch Offices, in account with the Sub Office, a fresh receipt books should be supplied on receipt of requisition from the Sub Office. The date of supply of receipt book should be intimated to the Divisional Superintendent for verification at the time of inspection.

(9) When a Branch Office or an Extra-Departmental Sub Office is closed, the Savings Bank preliminary receipt book should be sent to the Head Office where the unused receipts will be examined. The unused receipts will be destroyed personally by the Postmaster after making suitable remarks in the index to the preliminary receipts.

(10) When a depositor reports the loss of the original receipt he should be asked to submit a written application giving full particulars of the first deposit and stating the circumstances in which the original receipt was lost. If the depositor is illiterate, his mark or seal on the application should be attested by a respectable person acquainted with the applicant and known to the post office. The signature and other particulars mentioned in the application should be carefully verified and when the genuineness of the application has been established, the following certificate should be recorded on the application by the sub-postmaster under his dated signature:-“Certified that the particulars of the first deposit and the signature of the depositor have been verified by me and found correct”.The application should be forwarded to the head office for verifying the signature of the depositor and for orders (to be recorded on the application itself) regarding delivery of the pass book to the applicant. After the orders are passed by the Postmaster the application with the orders thereon should be pasted to the office copy of the preliminary receipt. The pass book should be delivered to the depositor on obtaining his receipt on the reverse of the office copy of the preliminary savings bank receipt on which the following endorsement should be made by the E.D. sub postmaster under his dated signature.

“Delivered on proper identification and after verification vide application dated………………… of the depositor pasted herewith”.

12. Receipt for depositor’s Pass Book (SB-28):- (1) A receipt (SB-28) (Anneure-4) printed and machine numbered in books of 50 receipts will be given to the depositor when his pass book is taken from him and cannot be returned to him immediately but has to be retained in the office.

(2) The receipt is to be prepared in duplicate by carbonic process using double sided carbon paper with an indelible pencil by the Counter Assistant entering the account number, name of the depositor and the balance at credit. Both copies should be impressed with the date stamp and signed by him before the receipt book is placed before the APM/SPM for check. After the entries are checked and both copies of the receipt signed by the APM/SPM, the pencil copy will be given to the depositor after noting the date on which he should attend the post office to collect the pass book and the carbon copy retained in the book.

(3) When the pass book is delivered to the depositor, his copy of the receipt (SB-28), duly signed by him in token of having received the pass book, will be taken back from him and pasted to the office copy of the receipt. The signature of the depositor appearing on the receipt should be compared with the specimen signature on record before delivering the pass book.

(4) The current book of receipts should remain in the personal custody of the APM/SPM at the close of the day’s transactions when he should see that the unissued receipts in book are intact and put his dated signature on the reverse of the last used receipt.

(5) The APM/SPM will review the receipt books at the close of each month in order to see that all the receipts are properly accounted for and that the depositor’s copies of the receipt containing acknowledgement for the pass books are on record duly pasted to the office copies before the books are transferred to record.

(6) If the receipt is spoilt the word “spoilt” should be written across both the copies of the receipt under the dated signature of the APM/SPM which may be kept on record. If the receipt is spoilt in the branch office, the branch office will forward the original copy of the spoilt receipt to its account office which will return the same to the branch office after verification and counter-signature.

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(7) The Head/Sub Post Office will maintain an index of receipts (SB-28) issued by the Branch offices in account with it in form MS-15 with reference to the relevant entries in the BO daily account and ensure that the receipts are serially issued.

(8) The Head Office is responsible for the supply of receipt books (SB-28) to the sub and branch post offices. A fresh receipt book will be supplied to the sub and branch office in direct account on receipt of requisition from SPM/BPM. In case of branch offices in account with the sub office, a fresh receipt book will be supplied on receipt of requisition from the sub office. Care should be taken to guard against double supply of receipt book against the same requisition. The date of supply of the receipt book should be intimated to the Divisional Superintendent/Inspector of Post Offices, as the case may be, for verification at the time of inspection.

(9) When a branch office or sub office is closed, the receipt book should be sent to the H.O. where the unused receipts will be examined. The unused receipts will be destroyed personally by the Postmaster after making a suitable remark in the index receipts (MS-15).

(10) When a depositor reports the loss of the original receipt, he should be asked to submit a written application indicating the account number and last balance in the pass book and stating the circumstances in which the original receipt was lost. If the depositor is illiterate, his mark or seal on the application should be attested by a respectable person acquainted with the applicant and known to the post office. The signature and other particulars mentioned in the application should be carefully verified and when the genuineness of the application has been established the following certificate should be recorded on the application by the APM/SPM under his dated signature.

“Certified that the last balance shown in the application and Signature/L.T.I. of the depositor have been verified by me and found Correct.”

After the orders are passed the pass book should be delivered to the depositor on obtaining his receipt on the reverse of the office copy of the receipt on which the following endorsement should be made by the APM/SPM under his dated signature.

“Delivered on proper identification and after verification vide application dated………of the depositor pasted herewith.

The application with orders thereon should be pasted to the office copy of the receipt.

13. Ledger Cards (SB-1):- (1) In respect of each account opened, a ledger card (form SB-1) should be prepared by the ledger Assistant in the Head Office. The account number taken from the index to ledger cards should be noted neatly on the top right hand corner in the cage provided for the Purpose. The name of the branch office if the account is opened at a branch office, the name and full address of the depositor, the type of account “PEN” for Pension account. “Joint A or Joint B” for joint account or “Minor” for minor account) and special remarks, if any, should be noted from the application form (SB-3). The first deposit should be posted under the actual date of deposit, drawing a line across the blank vertical of the ledger card under the heads “Deposits”, “Withdrawals” and “Balance”.

Note: - A new format of ledger (SB-1) common for all SB schemes has been devised which will be brought into use when printed and supplied to post offices.

(2) (i) Every binder must have a top binder sheet of ledger card in the prescribed form.

(ii) When a new ledger card is brought into use either for opening of a new account or as a continuation of a used up ledger card, the ledger card must bear the full signatures and names of the Supervisor at the top under the cage for account number/denomination. The ledger card must also be impressed with the SB date stamp of the HO so as to authenticate its insertion in the binder.

(iii) Each posting in the ledger card should be under the full signature of the ledger Assistant.

(iv) The Postmaster should put his signature after checking the entries in the ledger card.

(3) Each subsequent deposit or withdrawal should be entered by the ledger Assistant in the respective ledger card with the help of the entry in the pass book/pay-in-slip or withdrawal form against the actual date of transaction. He will note the balance after transaction neatly and affix his signature in the relevant column. He will then draw a line across the blank vertical columns of the ledger card under the heads “Deposits”, “Withdrawals” and “Balance”. If the transaction is the first in the month, the I.B.B. for and upto the month preceding should be noted in the column for I.B.B. If there has been no transaction for two or more preceding months, the I.B.B. for the last month should be multiplied by the

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number of months for which it has remained unchanged and only the resulting figure noted in the column for I.B.B. and the number of months from and to which I.B.B. relates should be noted in the remarks column in Roman figures. The Postmaster should compare and verify the entries made in the ledger card with the help of the relevant vouchers and see that the I.B.B. has been noted correctly in the prescribed manner and then put his signature in the ledger card in token of having carried out this check.

(4) When an account is closed, the ledger card should be removed from the binder after making a note in the index to ledger cards as follows: -

“Closed on………(Date)”.

The closed card will be transferred to SBCO duly entered in the voucher list along with voucher on the next day for retransfer to APM (SB) after the ledger agreement of a particular round is completed. The APM (SB) should keep these cards separately in the bundle of ledger cards of closed accounts.

(5) Where a ledger card is used up, a fresh ledger card should be prepared with full and complete ledger heading as for the used up card.” Balance brought forward” should be noted against the date of last actual transaction. The total of interest bearing balances of the previous months and if the last transaction is after 10th of the preceding month, the minimum balance for the month after the 10th should also be noted. A remark “Fresh card prepared on……” should be made under the signature of the Postmaster in the used up card. The remark “Continuation Sheet No……..” should be made on the top of the fresh card in red ink. The fresh and the used up cards will then be placed before the Postmaster who will, after Verifying all the entries, authenticate the fresh card under his dated signature and designation stamp. The fresh card along with the used up card will be returned to ledger Assistant for being placed in their proper serial order in the binder. The used up cards for which continuation cards have been brought into use must be removed, once the agreement for the entries contained in the used up card have been carried out and interest calculation thereon has been completed. The ledger cards so removed should be placed in a separate bundle of used up cards in the serial order of accounts, office wise and kept in the custody of the Postmaster.

(6) (i) As in Rule 13(4) ledger cards of transferred accounts will be transferred to SBCO for retransfer to APM (SB) after ledger agreement.

(ii) Ledger cards of accounts transferred from one office to another office under the same head office shall be transferred to the binder of the transferee office after recording remarks in the index to ledger cards of the transferring office and assigning a new number from the index to ledger cards of the transferee office.

(iii) The ledger cards of accounts closed, transferred, etc. and the used up ledger cards removed from the binder should be kept in bundles made up separately for each sub office and head office in the serial order of accounts.

(7) No document, paper or parchment should be attached to the ledger card. The binder containing the ledger cards should on no account be handled by the counter Assistant or other officials and should be allowed to be removed from the SB Branch by the SBCO only whenever required by them. The binder must be returned by the SBCO to the S.B. branch before the close of the day for safe custody.

14. SB Ledger for Sub Offices: (1) In sub offices, SB ledger (SB-1)will be used for savings accounts. ‘These are bound books and one leaf may be allotted to each account. The transactions will be entered in the ledger as and when they occur. The balance in the balance column should be written by the Sub Postmaster himself.

(2) The account number should be noted at the top in the cage provided for the purpose. All other entries and procedure laid down in Rule 13(1) will also be applicable.

(3) When the leaf allotted to an account is completed, the entries at the top of the page should be copied in a new leaf and the words “Carried over to page……………” should be entered at the bottom of the page. In the new page, the last balance should be carried over with the words “Brought forward from page…………”. The Sub Postmaster should check the entries and sign and date both the entries in the new page and the old page.

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(4) Each entry of transaction should be attested by the signature of the Sub Postmaster and signature of SB Assistant, where there is one, in the columns prescribed for the purpose.

(5) There are 250 pages in each ledger. 20 pages should be left blank in each ledger for carry over of accounts whose pages are completed.

(6) The ledgers should remain in the custody of the Sub Postmaster after the working hours of the SB Branch.

SUPPLY OF SAVINGS BANK LEDGER COPIES

15. A depositor may obtain ledger copy of his Savings account on payment of a fee of two rupees for every thirty entries or part thereof. For this purpose, the depositor should make an application in writing to the Head Postmaster concerned and in case, an application is made to any postal authority, such authority shall forward it to the Head Postmaster concerned.

The Post Office should accept the fee in cash by granting a receipt in form ACG-67 to the depositor and credit the amount in the schedule of Unclassified Receipts. The Postmaster should satisfy himself before asking the depositor to credit the amount that the person making the application is the bonafide depositor by making such enquiries as he considers proper. Normally the Postmaster can satisfy about this with reference to the depositor’s specimen signature available on record in his office.

The ledger copy shall be prepared by the H.O. Ledger Assistant and it shall be authenticated over the signature of the Postmaster. Thereafter, it shall be handed over to the depositor personally or posted to him as the situation demands.

BINDERS FOR LEDGER CARDS

16. (1) Ledger cards should be kept serially arranged in binders supplied for the purpose. Each binder will contain 300 ledger cards. When a binder contains the cards of more than one S.O., a blank-sheet of thick paper will be kept as a separator between the cards of two S.Os.

(2) When the SBCO requires any binder for check, agreement, etc., the same should be transferred by the Ledger Assistant under aquittance. The SBCO should return the same before the end of the day for safe-custody. The restrictions for the return of binders before the close of the day will not apply in the following cases when the SBCOs have to perform the work on overtime/honorarium basis beyond duty hours: -

(i)

(ii)

(iii)

(iv)

(v)

(3) In the above cases, the binders will be transferred to SBCO in the evening under receipt by the SB Branch. The in charge SBCO should ensure that the binders are kept in safe-custody under lock and key when not in use during the night and that these are transferred to SB Branch under receipt the next day morning.

(4) The binders will be kept locked up in ledger almirahs at the close of the day. The key of the almirahs will be kept in the custody of APM overnight and will be handed over to the ledger Assistant at the time of commencement of work each day.

(5) All the binders in the Head Office will be reviewed once a year after the interest statement for savings account has been prepared and after the annual list of balances in respect of other types of accounts has been done. The ledger cards of two or more binders will be amalgamated to form one binder which should contain about 300 ledger cards. The regrouping of binders will be done by the Postmaster in consultation with the officer in charge of the SBCO on the last date of March to enable the SBCO to adjust the balances of SB-62/SB-85 registers. After regrouping, the serial number of binders in the Head Office will be changed and ledger chart also prepared afresh, a copy of which will be supplied by the SB Branch to the SBCO.

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(6) Use of Binder Top Sheet

(i) Every binder must have a top sheet of ledger card with the information as given in the specimen below. More than one Top Sheet may be used, if necessary.

(ii) Whenever a new ledger card is brought into use either for opening of a new account or as a continuation of a used up ledger card, thr ledger card must bear the full signature and name of supervisor at the top under the cage for account no./denomination. The ledger card must also be impressed with SB date stamp of the HO so as to authenticate its insertion in the binder.

(iii)Each posting in the ledger card should be under the full signature of the ledger Assistant and Postmaster/Supervisor.

(iv) After every re-grouping of binder the top binder sheet should be kept in the binder.

(v) Particulars of all ledger cards may be given in the column relating to “From-To” (For example A/c No.6715050 to 65,6715069 to 72, especially when there is a break in continuity due to segregation, re-grouping, etc.)

(vi) For noting account numbers of accounts due to closure, induction of new cards in lieu of used up cards, revival of silent accounts cards, etc sufficient space has been provided in the proforma.

(vii) Entries in the un-utilized column may be made in red ink instead of blue ink.

(viii)The size and thickness of the Top Sheet should be same as that of the ledger card.

BINDER TOP SHEET

1. Sl.No. of Binder

1.

3. Ledger cards of Account Numbers From _______ To________

In the binder From _______ To________

From _______ To________

From _______ To________

(4) Details of ledger cards removed due to _____________________

(indicate the account number under the appropriate column).

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DATE OF AGREEMNT

P.A. (SBCO) P.A. (SBCO)

Name Name

Signature Signature

Date Date

Name Name

Signature Signature

Date Date

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PREPARATION OF DUPLIATE LEDGER CARD

17. (1) When it is found that the original ledger card of an account is missing, the pass book should be obtained from the depositor and the balance as on 31st March preceding appearing in the pass book should be tallied with the last interest statement available in the SBCO. Further transactions, if any, found entered in the pass book for the current year should be checked with the lists of transactions which will be available with the SBCO. In the case of a cheque account, the cheque book should also be obtained and all the transactions of cheques issued should be compared with the list of transactions. After the balance is thus checked, a duplicate ledger card should be prepared with the indication “Duplicate” in red ink at the top. This should be signed and dated by the Assistant Postmaster (Savings Bank) impressing his designation stamp below. In the duplicate ledger card, the balance as on 31st March preceding should be first shown and all the subsequent transactions of the current year entered noting the interest bearing balances for each month in the relevant column. In respect of cheque account, care should be taken to ensure that cheques paid but not entered in the pass book are duly noted in the duplicate ledger card/pass book.