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SUB POST OFFICE INSPECTION QUESTIONNAIRE

PART-I - ACCOUNTS

1. Verify cash and stamps balance of the office with reference to respective stamp balance register and treasurers cash book taking into account all the transactions. In order to confirm the balances lying with the SO, compare the balances shown on the last acknowledged SO slip with that of SO account and see that the balance arrived at tallies.

1.1 See that vouchers in respect of balances forming part of cash are sent to concerned sanctioning authority and the proof of having sent these vouchers for sanction is on record. The details of such vouchers should be noted in the inspection report. In case some voucher is forming part of cash balance for a period of more than one year, a special reference indicating the date from which such amount is forming part of cash balance should be reflected in the IR.

1.2 See that amount kept out of account is correct and there are valid reasons for keeping it as out of account. Also suggest remedial measures, so that the cash can be accounted for on the same day.

1.3 Check the register of cheques received and see that the register is maintained in prescribed proforma and that cheques do not suffer delay. In case of delay, the reasons should be ascertained and reflected in the IR. This check should be carried out for four days selected at random preferably one day in each quarter.

1. Check the memo of authorised balances and take action for revision of authorised balances, if required as per the requirements of Sub Post Office.
2. Check the BO daily account last received in the SO and confirm that the balances lying with BOs are tallying with the entries made in BO Summary. See that total of BO summary tallies with the corresponding entry in the SO A/c. Similar check should be exercised for one day in one quarter

i.e. in all for 4 days in a year selected at random.

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2.1 Compare the entries noted in the BO slips w.r.t. entries noted in BO Summary and see that the remittances if any made, have been properly noted in BO slip and the weight of Cash Bag is also noted and see that the BO slips have been prepared with double sided carbon.

2.2 See that proper funding is made to BO viz whenever there is liability with the BO, the SO remits cash with the MO, SB-7 etc., in case the BO has no cash with it.

2.3 See that SPM does not show fake liabilities with BOs and allows cash remittances to BO without any liability.

2.4 Check BO daily account and see that BPMs are not in habit of showing false liability. For this purpose, Inspecting Authority should verify the genuineness of liabilities shown by the BOs is due to non remittance of cash by SO. If so, a special reference be made in IR for personal attention of Divisional Head.

2.5 See that Register of Index to PRs viz. SB-26, MS-87 (a), NC-4 (a), SB-28, PLI-2 etc. are maintained properly as per rules.

2.5.1 Check the PRs w.r.t. long books MO 1 (s) NSC issue journals etc. In case of cancellation of any receipt if suitable remarks are available in the respective index register and both copies of receipts are available.

2.6 Check the working of Sub A/C Branch and see that the remittances are enclosed in LC bags and these bags are in good condition and are provided with locks and rules are being followed strictly at the time of exchanging remittances.

1. See that LC Bags are being exchanged with BOs daily account even if there is no remittance for the BO.
2. Examine SO account and SO slips for 5 dates to check that accounts are regularly written and that proper arrangements exist, taking into account inter alia MO, SB and other liabilities for supply and disposal of funds and safe custody of cash and valuables.

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4

(a)

Label bundles and bags are correctly prepared.

(b)

That transaction is done where necessary and insufficiently paid and unpaid articles are taxed, and

(c)

That the stamping is distinct.

(ii) Whether letters received in LB clearance meant for the office it self are picked up for delivery without intervention of RMS office.

(a)

Examine the day bag book and satisfy yourself that the book is maintained properly as prescribed separately for canvas and Blue airmail bags and that closing balance agrees with physical counting of the bags.

(b)

Examine the memo. of authorized bag balance fixed for the office according to the Due Bag list and see whether the balances fixed for the office is according to the due bag list and see whether the balance have been fixed correctly.

(c)

See that the closing balance of the office is within the maximum prescribed and satisfy yourself that the office is not in the habit of retaining bags in excess of the maximum.

(d)

Examine the linking arrangements made between the DBO and its UBOs and ensure that these are satisfactory and that the transmission of surplus bags is kept to the minimum. See that judicious distribution has been made between surplus and deficit offices. Also see that the recoupment or withdrawal of bags is quick and satisfactory.

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(ii) Also see that number of articles with acknowledgements given to the postman and the no. of articles actually returned by them are entered in the relevant abstract.

(iii) See that prescribed procedure for delivery of registered articles is followed and these do not suffer under undue delay for delivery.

(a)

On four selected Saturdays, see whether V.P. calls were issued in case of non-receipt of VPMOs after examination of V.P. journals by the Postmaster.

(b)

Examine the register of V.P. articles received to see that it is written up properly and the particulars and number of articles in deposit are noted daily as well as those of V.P. money orders issued.

(c)

See whether signed receipts, acknowledgements and undelivered articles, cash for remittance to senders were made over properly and whether demurrage charges have been recovered.

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(b) See that after preparing TMO advice, telegraph charges are

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(c) See postal confirmation are sent by registered post and receipts

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are pasted/ on record.

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acknowledgements, necessary calls are issued to office of payment.

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(c) See that particulars of TMO received for payment are noted in

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9

(a)

The register of MOs received for payment has been maintained as prescribed.

(b)

The prescribed procedure has been followed in issuing the MOs for payment and cash to the delivery staff and taking back unpaid MOs and balances of cash and that miscredited, missent etc. MOs are properly disposed of.

(c)

MOs are not unnecessarily held up in deposit for want of cash or for other reasons and that reasons for non-payment are entered in the register of MOs received for payment and suitable remarks given by the Postman on the MO form.

(d)

Whether payments by cheques or pay order of MOs can be made in the case of parties who receive frequently large sums of money by MOs.

(e)

HVMOs received for payments are received duly entered in the HVMO lists.

(ii) Select at random five dates in different months since the last inspection and check whether the totals of five deposits / withdrawals shown in the long book / journals tally with the amounts shown in the sub office account (This check should be carried out for all types of accounts, viz SB, TD, RD, MIS, PPF, NSS 87, NSS 92 and MSY accounts) and send it to Head Postmaster for verification with reference to list of transactions (LOTs) of the SOs concerned.

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(iii) ñd`§H$mog§Vwï>H$a|{H$àma[å^H$agrXm|H$snwpñVH$m_|(Eg~r-26)Cn`moJZhtH$sJB© agrX|H«$_mZwgmah¡§VWmdhAjwÊUh¡§Ÿ&

(iv) `{XH$moB©_ybà{V{b{nIam~hmoJB©h¡AWdm[aH$m°S>©_|`Wm{d{YaIrZhtJB©h¡Vmo H$m`m©b`à{V_|AnZrg§Vw{ï>Ho${bEBgHo$H$maUXoI|Ÿ&

receipt (SB-26) issued since the last Inspection in case of GDS

Sub Post Offices.

(ii) Verify by reference to the HO the number of SB preliminary receipts (SB-26) used by the office since the last inspection and also the particulars of the last receipt issued by the office.

(iii) Satisfy yourself that the unused receipts in the book of preliminary receipts (SB-26) run in consecutive serial order and they are intact.

(iv) If any of the original receipts is spoiled or is not on record duly pasted, ascertain from the office copy the reasons for the same to your satisfaction.

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12

Contact the depositors of each of these 15 accounts personally and verify whether the DLT and the balance shown in the pass books agree with the entries in the list. If any of the depositors are not available, record the fact in your inspection note. Prepare a form in SB-46 and have the same delivered personally at the address of the depositor along with a service cover addressed to the Postmaster.

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(ii) EH$bH$_©MmarEgAmoHo$_m_bo_|\$m°_©Eg~r-46_o§eofImVmo§Ho$g§~§Y_|Zmo{Q>gOmar H$a|VWmEogoImVm|H$sgyMràYmZH$m`m©b`_|H$ma©dmB©hoVw^oO|Ÿ&

(ii) Š`mnyar`y{ZQ>Ho${bEàYmZS>mH$Ka_|{Z[îH«$`ImVm|_|gogodmà^maH$mQ>Zogog§~§{YV gyMZmEMAmoÛmamCnS>mH$KaH$mog§~§{YV[aH$m°S>©AWm©Vb¡Oam|_|Amdí`H$à{d{ï>`m§ H$aZohoVwg§ào{fVH$aXrJB©h¢?b¡Oam|_|H$sJB©Hw$N>à{d{ï>`m|H$sOm§MH$s{O`oVWmŠ`m Z_yZmhñVmja_|H$sJB©{Q>ßnUr_|ImVoH$mo{ZpîH«$`~Vm`mJ`mh¡?

(iii) Eg~rgrAmoÛmamV¡`ma{H$EJEã`mO-gh-{Z[îH«$`ImVm|H$m{ddaUCnS>mH$Ka_| g_`naàmáH$a{b`mJ`mh¡Ÿ&

(iv) Š`mEg~rgrAmoÛmamV¡`maH$sJB©Ý`yZV_50é.dmbo{Z{îH«$`ImVm|H$sEH$AbJgo gyMrã`mO-gh{ZpîH«$`ImVm|Ho${ddaUgoCnS>mH$Ka_|àmáH$abrJB©h¡?

13

Indicate this in the remarks column of the list against the account concered. The statement prepared should be sent to the HO for verification with records and for intimating the results of verification.

Note : If anybody is not available at the address, notice in SB-46 should be sent through the Mail Overseer when he visits the office next.

(ii) In the case of single handed SOs issue notices in form SB-46 in respect of remaining accounts and send the list of such accounts to the Head offices for taking action.

(ii) Whether the service charges deducted from the silent accounts at the Head Post Office for the unit as a whole has been communicated to the SO by the HO for making necessary entries in the relevant record i.e. ledgers. Test check a few entries made in the ledgers and whether remarks made in the specimen signature treating the account as silent.

(iii) Whether Interest-cum-silent accounts statement prepared by SBCO has been received in SO on time.

(iv) Whether a separate list of silent accounts prepared by SBCO with balance of below minimum of Rs. 50/- from the interest-cum-silent accounts statement has been received in the SO ?

(v)

Š`mã`mO-gh-{ZpîH«$`ImVoH$m{ddaUCnnmoñQ>_mñQ>aZoJmS>©\$mBb_|\$moëS>a_| g§a{jVH$aZohoVwaImWmŸ&

(vi) Š`mCnS>mH$Kam|_|g§~§{YVb¡Oam|_|ã`mOH$sà{d{ï>,ImVm|H$mo{Z{îH«$`_m ogog§~§{YV {Q>ßnUr,bJm`mJ`mgodmà^maVWmA§Veofà{dï>H$a{X`mJ`mh¡Ÿ&gmWhr`h^r Om§MH$a|{H${Z{îH«$`à{d{ï>`m|Ho$ImVm|Ho$g§~§Y_§oZ_yZmhñVmjanwpñVH$m_|^rà{d{ï> hmoJB©h¡Ÿ&

(vii) `hOm§MH$a|{H$Š`m{ZpîH«$`ImVm|Ho$nwZ:àdV©Z_|Cn`wº$nÕ{VH$mnmbZ{H$`m J`mh¡Ÿ&

(viii) Š`m{ZpîH«$`ImVoH$moXmo~mamMmbyH$aZoHo${bEO_mH$Î ©Zo{ZH$mgrHo${bEAmdoXZHo$ gmWnmg~wH$`mO_mHoo${bEO_mnMuàñVwVH$sh¡Ÿ&Bg_|XoI|{H$Š`meofam{eÝ`yZV_ goH$_h¡VWO_mH$sJB©am{egoÝ`yZV_am{eH$meof~‹T>J`mh¡Ÿ&

(ix) Š`mM`ZJ«oS>S>mH$Kam|Ûmam{ZpîH«$`ImVm|H$moXmo~mamMmbyH$aZoHo${bE{ZYm©[aV a{OñQ>a_|à{d{ï>`m§H$sJB©h¢VWmOm§MH$a|{H$Š`mH${WVa{OñQ>aH$m_m{gH$gma àYmZS>mH$Kam|Ho$_mÜ`_go{Z`§ÌUJ¡aamoH$‹S>/a{OñQ>a_|Amdí`H$g_m`moOZHo${bE {Z`§ÌUg§JR>ZH$mo^oO{X`mJ`mh¡Ÿ&

(I) BgH$snarjmOm§MH$a|{H$Š`m{H$gmZ{dH$mgnÌ,amï´>r`~MVnÌBË`m{XHo${bEImVo ImobZo/IarXhoVwAmdoXZnÌm|gog§~§{YV{d{^ÞImVm|/`moOZmAm|Ho$g§X^©_|Zm_m§H$Z a{OñQ>aCn`wº$ê$ngo~ZmEOmVoh¢VWmZm_m§H$Zg§»`mH$mob¡OaAm¡aAmdoXZ-nÌHo$ g§JVH$m°b__|XO©{H$`mOmVmh¡?BgH$s^rOm§MH$a|{H$Š`m~mX_|Zm_m§H$Z_| n[adV©ZH$aZona{ZYm©[aVewëH$à^m[aVhmoVmh¡Ÿ&(`hOm§MàË`oH$àH$maH$s~MV `moOZmHo$5_m_bm|_|H$sOmgH$Vrh¡)

14

(v)

Whether interest-cum-silent accounts statement is preserved by the Sub-Postmaster in the guard file to be kept in a folder.

(vi)

Whether entries of interest, remark regarding accounts treated as silent, service charge levied and closing balance has been made in respective ledgers at SOs ? Simultaneously check regarding accounts having been treated as silent entry has been made in the Specimen Signature Book.

(vii) Check whether correct procedure has been followed in revival of silent accounts.

(viii) Check whether for revival of a silent account, the depositor has presented the pass book with application for withdrawal or pay-inslip for deposit. See that If the balance is below the minimum, the amount of deposit has to raise the balance above the minimum.

(ix) Whether entries have been made in the prescribed register for revival of silent account by the selection grade Post Offices and to check whether monthly extract of the said register has been sent to the control organization for making necessary adjustments in the control non-cash register through the HOs.

(b) Test check whether the nomination register maintained in respect of various accounts / Schemes w.r.t application for opening of accounts / purchase application of KVP, NSC etc. that the nominations are registered correctly and nomination number noted in the relevant column in the ledgers and application form ? Also check whether the prescribed fee is charged for change of nomination subsequently. (This check may be carried out in respect of 5 cases of each type of Savings Scheme.)

CÎma{XZm§{H$VM¡H$

36. (i) Om§MH$a|Š`mCÎma{XZm§{H$VM¡H$_|^mdrXo`{V{WH$mo{d{Z{X©ï>{H$`mJ`mh¡?Š`m S>mH$Ka~MV~¢H$Ho$ImVmYmaH$m|H$mo{dVaUHo${bECnS>mH$Ka_|CnbãYh¡Ÿ&

37. g^r~MV`moOZmAm|Ho$g§~§Y_|O¡goEg~r,AmaS>r,Q>rS>r,E_AmB©Eg,nrnrE\$BË`m{XHo$ _m_bo_|_¥VH$Xmdm|Ho$a{OñQ>aH$sOm§MH$a|Am¡a`hgw{ZpíMVH$a|{H$CÝh|Cn`wº$ê$ngo~ZmH$aaIm OmVmh¡Ÿ&H$_goH$_nm§M~MV~¢H$_¥VH$Xmdm|H$sOm§M`hXoIZoHo${bEH$a|{H$CÝh|Cn`wº$ê$ngoVWm {~ZmAZw{MV{db§~Ho$àmogog{H$`mJ`mh¡Ÿ&

38(H$).AmaS>rAm¡aE_AmB©EgImVm|Ho$g§~§Y_|`hOm§MH$a|{H$Š`m{nN>bo{ZarjUgoAmaS>r ~mBÝS>a_|nmopñQ>¨JH$mog§emo{YVnÕ{VHo$AZwgmaamO_aAmYmana{H$`mOmVmh¡?`{XpñW{VAÚVZ Zhth¡,VmoH$maU[aH$mS>©H$a|VWm`hgw{ZpíMVH$a|{H$AmaS>r_|~H$m`oH$s{~Zm{db§~Ho${ZH$mgrH$s OmVrh¡Ÿ&

(I). Š`mAmaS>rImVo~ÝXH$aZoHo$g§~§Y_|b¡OaH$mS>m]H$mo~mBÝS>agohQ>m`mOmVmh¡VWm_hrZodma ~ÝS>bHo$ê$n_|nyaodf©Ho${bEaImOmVmh¡Ÿ&

(ii) The error book is maintained and cancelled franks are pasted on it with reasons for cancellation since last inspection and error extracts are submitted to Divisional Office.

(iii) Pliers of the seals and the Franking Machine are in the proper custody during and after working hours.

(iv) Carry out random check of credits for four dates (one in each quarter) w.r.t. Register of Franking Machine and SO A/c and see that the reading of the office franking machine is recorded on the requisition given by the treasurer/postmaster.

(i)

\«¢$qH$J_erZYmaH$m|H$sgyMr

(ii)

bmBg|gm|H$mg_`goZdrH$aU{H$`mJ`mh¡Am¡adhMmbyAd{Y_|h¡Ÿ&

(iii) \«¢$qH$J_erZ[aH$m°S>©~wH$,b¡OaH$sOm§MŸ&

(iv)

{ZarjUHo$Xm¡amZX¡{ZH$XñVmdoOgyMrHo$g§~§Y_|\«¢$qH$J_erZYmaH$m|Ûmam^oOoJE10 àofUm|H$sOm§MŸ&

(v)

Š`mEgnrE_/nrE_nmopñQ>¨JHo$g§~§Y_|{dÝS>mo{Q>H$Q>,{S>ñn¡MS>m°Ho$Q>Am¡a\«¢$qH$J_erZ a{OñQ>aOmoaXoH$a_m§Jahoh¡§Ÿ&

(vi)

Š`màofUH$snMu/X¡{ZH$XñVmdoOgyMrH$mo{Z`{_Vê$ngoaImOmVmh¡Am¡a`{XCÝh| _w»`H$m`m©b`Ho$~Om`{H$grA{YH$marÛmamàmá{H$`mOmVmh¡,VmoŠ`mBgoàYmZ H$m`m©b`^oOmOmVmh¡Ÿ&

(vii) `hOm§MH$a|{H$Š`mEgnrE_/nrE_Ûmamg^rS>mH$-ewëH$VWm\«$¢qH$J_erZa{OñQ>a _|à{d{ï>Ho${bE{ZYm©[aVOm§MH$sOmVrh¡VWm\«¢$qH$J_erZAm¡ab¡Oa_|à{d{ï>`m| H$m{_bmZh¡Ÿ&

(viii) `hOm§MH$a|{H$Š`mgrb/ßbm`aH$m`m©b`K§Q>m|Ho$nhboAm¡a~mX_|Cn`wº$g§ajU_| aIoOmVoh¡§VWmgoqQ>J/[agoqQ>JHo${bEHw$N>_erZm|H$snarjmOm§MH$a|Am¡a`hXoI|{H$ Š`mEogr_erZm|H$sgrbAjwÊUh¢?

(ix) `hXoI|{H$Š`mnrAmaAmB©(nr)_erZm|H$m{Z`{_VA§Vambna{ZarjUH$aVoh¢VWm {ZYm©[aV[aH$mS>©Cn`wº$ê$ngo~ZmEOmVoh¢Ÿ&

(iii) Check on at least 5 days whether speed post mails are received and despatched according to timings w.r.t. time bills. In case of any irregularity, a special mention should be made in the IR.

20

(ii) CÝh|\$ZuMaH$sdñVwAm|H$sñWmZr`ê$ngo_aå_VH$admZoHo${bECnm`H$aZmMm{hEŸ&

(iii) ~oH$madñVwE§Zrbm_rHo$O[aEhQ>mE§Ÿ&

(iv) Amdí`H$ànÌm|H$sCnbãYVmna{Q>ßnUrH$a|,A{YH$`mH$_nmEJEànÌm|Ho$g§X^©_| H$ma©dmB©H$a|Ÿ&AnZoXm¡aoHo$Xm¡amZn«nÌm|H$mogwÝXaVmgoì`d{ñWVH$a|Ÿ&

(iii) Š`md¡ÚwVAm¡aBb¡ŠQ´>m{ZH$/`m§{ÌH$CnñH$am|Ho$AZwajU/g{d©[g§JHo${bEn`m©áì`dñWm H$sJB©h¡Am¡aCZH$s_aå_VH$admZoHo${bEVËH$mbH$ma©dmB©H$sOmVrh¡?BgH$sOm§M H$a|{H$Ohm§Oê$aVh¡,dhm§_aå_V/g{d©qgJHo${bEg§{dXmË_H$AZw~§YH$a{b`m J`mh¡Ÿ&

21

(ii) He should take measures to get the items of furniture repaired locally

(iii) write off the unserviceable items by auction,

(iv) Comment on the availability of necessary forms, take action in respect of forms found in excess or found short, get the forms neatly arranged during your stay.

(iii) Are adequate arrangements available for maintenance / servicing of the Electro and Electronic / Mechanical aids and is prompt action taken to get them repaired ? Has contracts for repairs / servicing been entered into wherever required ?

(iv)

haoH$_erZH$s{nN>bo{ZarjUHo$g_`goS>mCZ-Q>mB_H$mnVmbJmE§Am¡a_aå_VH$aZo _|hþE{db§~,`{XH$moB©hþAmhmo,Ho$H$maUm|H$sOm§M-n‹S>VmbH$a|,Am¡agwYmamË_H$Cnm` gwPmE§Ÿ&

(v)

Š`mhaoH$_erZH$moMbmZoHo${bEàMmbH$Am¡an`©dojH$s`XmoZm|ñQ>m\$n`m©ág§»`m_| CnbãY h¢ ?

(vi)

Š`mhaoH$_erZCn`w©º$ñWmZ_|g§ñWm{nVH$sJB©h¡Am¡aàMmbH$Ed§OZVmHo${bEAm¡a gw{dYmOZH$ñWmZ_|AdpñWVh§¡&

(vii) Š`mg^r_erZm|Ho$B{Vd¥ÎmH$mCn`w©º$VarHo$goaIaImd{H$`mOmVmh¡?

(viii) Š`mS>mH$Ka_|Cn`moJ_|bmB©Omahrg^r_erZm|Ho$ã`moao{d{hVa{OñQ>a_|aIoOmVoh¢ Cg_|XO©à{d{ï>`m§AÚVZh¡?

(ix)

Š`mg^r_erZm|H$mBï>V_Cn`moJ{H$`mOmVmh¡?AJaZht,VmoCZH$mAm¡aA{YH$ Cn`moJH$aZoHo${bEŠ`mH$X_CR>mEOmgH$Voh¢?

(x)

Š`mH$m`©-{ZînmXZ[anmoQ>],Ohm§{d{hVh¢,{Z`{_VVm¡ana^oOrOmVrh¢?

(xi)

Š`màmoËgmhZam{eHo$AZwXmZH$mg_w{MV[aH$mS>©,Ohm§{d{hVh¡,aImOmahmh¡?

(xii) Š`mAmn{H$grAÝ`CnñH$aH$mBñVo_mbH$aZoH$mgwPmdX|Jo?

(I) Š`mS>mH$KaHo$~mha½bmogmBZHo$~moS>©à_wIVmgoàX{e©V{H$EJEh¢? (J)Š`mS>mH$KaHo$^rVaàX{e©Vg§Ho$V-{MôZJ«mhH$H$monmoñQ>_mñQ>aHo$H$jH$m{ZXoe

CnbãYH$amVoh¢?

(K)Š`mAÝVam©ï´>r`YZA§VaUgodmh¢S>bH$aZoHo${bES>mH$Ka_|H$_goH$_3à{e{jVH$_uh¢?

(L>)Š`mS>mH$Ka_|""YZàmáH$aZohoVw''(Q>rAmaE_)ànÌCnbãYh¡§?

(M)Š`mhmS>©do`a(\¡$ŠgAmYm[aVbmoHo$eZH$sXem_|\¡$Šg_erZ`mnrgrAmYm[aVbmoHo$eZ

H$sXem_|nrgr,_moS>o_,qàQ>a)MmbyhmbV_|h¢? (N>)Š`mnrgrAmYm[aVbmoHo$eZH$sXem_|AÝVam©ï´>r`YZA§VaUgodmH$mgmâQ>do`abmoS>

{H$`mhþAmh¡Am¡aR>rH$T>§JgoH$m_H$aahmh¡? (O)Š`mJ«mhH$H$mo^wJVmZH$aVog_`àmáH$Vm©Ho$d¡YnhMmZà_mUH$sg_w{MVOm§MH$sOmVrh¡? (d¡Y\$moQ>monhMmZà_mU-nmgnmoQ>©,MwZmdH$mS>©,n¡ZH$mS>©,ameZH$mS>©,S´>mBqdJbmBg|g,

gaH$marg§ñWmZm|Ûmam{ZJ©V{dÚmWuH$mS>©,gaH$maÛmam{ZJ©VH$moB©AÝ`nhMmZ,S>mH$KaÛmam {ZJ©Vbmo`ëQ>rH$mS>©)

22

(iv)

Ascertain the down - time of each machine since the last inspection and investigate the reasons for delay in repairs, if any, and suggest remedial measures.

(v)

Is adequate number of trained staff both operative and supervisory available to operate each machine ?

(vi)

Is each machine installed in a suitable place and located at a place convenient to the operator and the public ?

(vii) Are the history sheets of all the machines properly maintained ?

(viii) Are details of all the machines in use in the Post Office kept in the prescribed register and are the entries therein up-to-date.

(ix)

Are all the machines used optimally ? If not, what steps could be taken to promote the use thereof ?

(x)

Are performance reports, where prescribed, sent regularly ?

(xi)

Are proper records for the grant of incentive, where prescribed being maintained ?

(xii) Would you suggest the use of any other aid ?

(b)

Is the Glow Sign Board promptly displayed outside the post office ?

(c)

Are the signages displayed inside the Post Office, direct the customer to the Postmaster ?

(d)

Are there at least 3 trained personnel to handle IMTS in the post office ?

(e)

Are “To Receive Money” (TRM) forms available in the Post Office ?

(f)

Is the hardware (Fax Machine in case of Fax based location or PC, modem, printer in case of PC based location) in working condition ?

(g)

Is the IMTS software loaded and working properly in case of PC based location ?

(h)

Is the valid identification proof of the receiver properly checked while making the payment to the customer.

(Valid Photo Identification Proofs-passport, Election Card, PAN Card, Ration Card, Driving Licence, Student’s ID card issued by Government Institutes, Refugee Card, Any other Government concern issued Identification, Loyalty Card issued by Post Office).

Om§M{~ÝXw:

(i)

nhMmZà_mUnaàmáH$Vm©H$m\$moQ>moh¡Ÿ&

(ii)

J«mhH$H$mo{H$EJE^wJVmZHo${XZnhMmZH$mà_mUd¡YWmAm¡aà_mUH$sd¡Y Ad{Yg_máZhthmoJB©WrŸ&

(P) Š`m^wJVmZH$aVog_`^maVr`[aOd©~¢H$Ho$_mJ©Xeu{gÕm§Vm|H$mAZwnmbZ{H$`mOm ahm h¡ ? BZ_| g_`-g_` na A§Va hmogH$Vmh¡,naÝVw_mM©,2006H$spñW{VHo$ AZwgma`o{ZåZdVh¢:

(i)

{H$grEH$H¢$b|S>adf©_|J«mhH$H$mo12goA{YH$A§VaUm|H$mo^wJVmZZht{H$`m OmEŸ&

(ii)

50,000/-é.goA{YH$H$sam{eH$mM¡H$m|Ûmam^wJVmZ{H$`mOmE`m~MV~¢H$ ImVo_|grYoO_m{H$`mOmEŸ&

(iii) H$moB©EH$A§VaU2500`yEgS>mbaH$sg_Vwë`am{egoA{YH$ZhthmoZmMm{hEŸ&

(Äm) Š`m ^wJVmZ ñH«$sZ nag§Xoe“Will call Money Transfer paid” {XIVm h¡ Am¡a BgH$mqàQ-AmCQ>àmá{H$`mOmVmh¡`m{~Zmg§XoeXem©EqàQ>AmCQ>^wJVmZB{Vd¥Îmn«má {H$`mOmVmh¡Am¡a^wJVmZH$aZogonhbo[aH$m°S>©_|aImOmVmh¡Ÿ&

(Q>){^Þ-{^Þ_hrZm|_|go4{XZm|Ho${bEàË`oH$_mhHo$EH${XZHo$AÝVaUm|H$mAÝVam©ï´>r` YZA§VaUgodmHo$a{OñQ>a,S>mH$Ka_|`WmXO©ã`moam|H$sOm§M-n‹S>VmbH$a|Am¡aCZH$m V¡`maAÝVaUm|H$sgyMrHo$gmW`hgw{ZpíMVH$aZoHo${bE{_bmZH$a|{H$XmoZm|_obImVoh¢Ÿ&

(R>)Š`mCnS>mH$KaZoàYmZS>mH$KaH$mo{H$EJE^wJVmZm|H$mdmCMa^oO{X`mh¡?

23

Checks :

(i)

The identification proof bears the photograph of the receiver

(ii)

Identification proof was valid and not expired on the date the payment was paid to the customer.

(i)

Are the RBI guidelines being followed while making the payment ? These may vary from time to time but as on March 2006 these are :

(i)

Not more than 12 transactions are paid to the customer in a calender year.

(ii)

The amount exceeding Rs. 50,000/- is paid by cheques or by direct credit to the SB account.

(iii) A single transaction does not exceed equivalent amount of US $ 2500

(j)

Is the message “WILL CALL MONEY TRANSFER PAID” generated on the payment Screen and printout is obtained or the print out of payment History without showing the message is obtained and kept in record before making the payment ?

(k)

Check the details of transactions for 4 days in different months one day from each month as recorded in the IMTS Register, in the Post Office and tally them with the list of transactions generated to ensure that both of them match.

(l)

Whether the Sub Office has sent the vouchers of payments made to Head Post Office ?

69. ì`dgm`{dH$mggog§~§{YVàíZmdbr

1. Om§MH$a|{H$Š`mS>mH$KañnrS>nmoñQ>,EŠgàognmoñQ>Am¡aAÝ`àr{_`_CËnmXm|H$s~wqH$JHo$ {bEA{YH¥$Vh¡Ÿ&`{Xhm§,Vmo{nN>boN>h_hrZm|Ho$n[a`mVEd§amOñdH$snwZarjmH$a|Ÿ&
2. `{XA{YH¥$VZhth¡,Vmo`hOm§MH$a|{H$Š`mS>mH$Ka_|godmE§ewê$H$aZoH$sH$moB©g§^mdZmh¡Ÿ&
3. XoI|{H$S>mH$Ka_|àË`oH$CËnmXgog§~§{YVn`m©án¡å\$b¡Q²>g/{dkmnZgm_J«rCnbãYh¡Ÿ&
4. Š`màXmZH$sOmahrgodmE§J«mhH$m|H$sOmZH$marHo${bE½bmogmBZ~moS>©,nmoñQ>aAm{XàX{e©V H$aHo$g_w{MVT>§JgoA{Ygy{MVH$sJB©h¡§Ÿ&
5. 5. joÌ_|Z`mì`dgm`àmáH$aZoH$sg§^mdZmHo$~mao_|oñQ>m\$Ho$gmW m©H$a|Am¡aC{MVì`dñWm H$a|Ÿ&
6. àYmZS>mH$Ka/{S>drOZbH$m`m©b`Ho$gmWg§~Õ_mH}$qQJE½OrŠ`y{Q>dÛmam{H$EOmahoH$m`© H$sBg~mVgog§VwîQ>hmoZoHo${bEnwZarjmH$a|{H$Š`mH$_©MmarH$sgodmAm|H$mbm^àXT>§Jgo Cn`moJ{H$`mOmahmh¡Ÿ&
7. ZE~rEZnrEbJ«mhH$m|H$moem{_bH$aZoH$sg§^mdZmH$mnVmbJmE§Ÿ&
8. {nN>boEH$df©_|~rEZnrEbHo$_mÜ`_goàmáamOñdH$sOm§MH$a|VWm`hOm§MH$a|{H$EH$ _hrZogoA{YH$H$sH$moB©~H$m`mam{eVmoZhth¡{Ogodgyb{H$`mOmZmh¡Ÿ&
9. ñnrS>nmoñQ>H$s{eH$m`Vm|Ho$b§{~V_m_bm|H$snwZarjmH$a|Am¡aBg~mVgog§VwîQ>hm|{H$VrZ {XZgoA{YH$H$mH$moB©_m_bmb§{~VZhth¡Ÿ&
10. H$_goH$_VrZ{Z`{_VJ«mhH$m|gog§nH©$H$a|VWmS>mH$KaÛmamàXmZH$sOmahrgodmAm|Ho$~mao _|CZHo${dMmaàmáH$a|Ÿ&
11. Om§MH$a|{H$Š`mS>mH$KaH$mon`m©ág§»`m_|\¡«§$qH$J_erZ|gßbmB©H$sJB©h¢Ÿ&
12. Om§MH$a|{H$Š`m{nH$AngodmAm|Ho${bECn`wº$ì`dñWmH$sJB©h¡Ÿ&
13. Om§MH$a|{H$Š`mS>mH$KaHo$nmg~ëH$_obg©H$sgyMrh¡OmoS>mH$Kagogw{dYmàmáH$aahoh¢Ÿ&
14. 14. _mH}$qQ>JE½OrŠ`y{Q>dVWmñQ>m\$Ho$gmW m©H$a|{H$Š`m~ëH$_obg©H$moAnZoì`dgm`Xm`ao _|bmZoHo${bEH$moB©à`mg{H$`mJ`mh¡Ÿ&`{XZht,VmoVarH$m|H$mgwPmdX|Ÿ&
15. ñnrS>nmoñQ>/EŠgàognmg©bnmoñQ>Am{XHo${dVaUHo${bEH$sJB©{dVaUñQ>m\$H$sì`dñWmH$s Om§MH$a|Am¡aXoI|{H$Š`m`h{dVaUHo${bEàmá_Xm|H$sg§»`mVWmV`H$sJB©XyarHo$AZwê$n h¡Ÿ&`{XZht,Vmo{S>drOZbà_wI/nmoñQ>_mñQ>aHo$gmW m©H$a|Am¡aC{MVì`dñWmH$a|Ÿ&
16. Om§MH$a|{H$Š`må`wMwAb\§$S>godmE§OZVmH$moCnbãYH$amB©JB©h¢VWmg_w{MVàMmagm_J«r àX{e©VH$sJB©h¡§Ÿ&

ñnrS>nmoñQ> SPEED POST

69.(H$) (i)Š`m100%~wqH$JñnrS>ZoQ>_|H$sOmVrh¡?AJaZht,VmoBgHo$H$maUH$m{díbofU H$a|Am¡aBgogw{ZpíMVH$aZoHo${bEg_w{MVH$ma©dmB©H$a|Ÿ&

70. (H$){~b_obgodmHo${bES>mH$Ka_|H$sJB©ì`dñWmAm|H$sg_rjmH$a|Ÿ&

71. (H$)Š`mnmoñQ>_mñQ>ajoÌHo$godmàXmVmAm|goAdJVh¡?

69.(a) (i) Whether 100% booking is made in the Speed net. If not analyse the reason and take appropriate action for ensuring the same ?

72. (H$)S>mH$Ka_|CnbãYB§Q>aZoQ>gw{dYmAm|H$sn‹S>VmbH$a|Ÿ&_m¡OyXmì`dñWmŠ`mh¡?

74. (H$)Š`m~YmB©S>mH$H$s{~H«$shoVwH$moB©AbJH$mC§Q>a/àXe©Za¡H$h¡VWmŠ`mdhm§H$mS>©aIo JEh¢?

1. (H$)_r{S>`mnmoñQ>Ho$VhV{d{^Þlo{U`m|_o§Am¡gVì`dgm`Š`mh¡?

(I)H$m¡Z-H$m¡ZgrH§$n{Z`m§{Z`{_VAmYmanaH$mamo~maH$aahrh¢? (J)Š`mH$moB©EogmAmS>©ab§{~Vh¡{OgHo$g§~§Y_|^wJVmZnhbohràmáH$a{b`mJ`mh¡?

1. H¥$n`mXoI|{H$CnpñWVn§{OH$mE§g_w{MVn«H$magohm|,ñQ>m\$Ho$gXñ`g_`Ho$nm~§Xhm|,ghr àH$magodXuAm{X_|gwg{‚mVhm|,{deofVm¡anaCnnmoñQ>_mñQ>aBg~mVna~bX|{H$g_yh"K'Ho$ H$_©MmarEd§S>m{H$`oJUMwñV-XwéñVZOaAmE§Ÿ&Om§MHo$Xm¡amZEH$Om§M{H$Q>aI|Ÿ&BgHo$AbmdmdXu Amny{V©H$sVmarI^rgw{ZpíMVH$a|Ÿ&
1. H$¥n`mñQ>m\$go{_b|Am¡a~mVH$a|:
1. Š`mCÝh|AnZo{ZOr_m_bm|Ho${ZnQ>mZ_|hþE{db§~Ho$g§~§Y_|H$moB©{eH$m`Vh¡;VWm
2. Š`mS>mH$KaCnñH$am|VWmgw{dYmAm|gogwg{‚mVh¢Ÿ&CÝh|OZVmH$sgodmVWmS>mH$KaH$mo gwYmaZoH$og§~§Y_|gwPmdXoZoHo${bEn«moËgm{hVH$a|,CÝh|H$moB©Xm{`Ëdgm¢nH$aBgH$m`© _|em{_bH$a|Ÿ&
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1. Test check the booking of and receipt of, service telegrams, service registered and insured letters to see that this is kept to the minimum. Impress the importance of this on Despatch Assistant and SPM.
1. (i) Examine the inward references and other correspondence register and the public complaints register with the purpose to see that references are disposed of promptly. Also see that public complaints register has been maintained separately and complaints have been attended to promptly.

(ii) See that PA-17(a) is being submitted regularly.

(iii) See that Book of Information is available and indicate all latest information in it .

2. Review the Order Book of the Sub Postmaster to see the quality, periodicity and effectiveness of the internal inspections of directions on the working of various branches and the checking of various records and registers. See whether the Error Books are kept in various branches to note shortcomings, irregularities and due notice is taken of them by the Sub Postmaster.
3. On 4 selected days, see that the copies of PPO are available in all cases of pension payments and that the entries in the SO accounts tally with those in the schedule of pension payment. Also check that all the disbursers halves are available and kept in guard file.

84.

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5. (H$)Š`mg^r~moS>©/Zm_nÅ>Am{X{Û^mfrê$n_|h¢?

13. Full use of utilities of the packages :

_• By reference to the checklist of utilities offered by different packages. Verify if all the utilities are made use of in the office.