RTI MANUAL-4

NORMS SET FOR THE DISCHARGE OF FUNCTIONS

NORMS FOR VARIOUS POSTAL SERVICES

Department of Posts is proud to have the largest postal network in the world. Our service area continues to expand to reach people even in hilly, difficult and inaccessible terrains. At the same time there is a continuous endeavor to improve our services/operations with innovative ideas and induction of technology. Our commitment towards rendering better service emanates from our Mission. Our Mission guidelines are:

Total dedication to understanding and fulfilling customer needs;

Total devotion to providing efficient and reliable service which the customers consider to be value  for money;

Total commitment to providing challenging and rewarding career for every employee;

Total recognition of the responsibilities as a part of the social, industrial and commercial life of the country

Total enthusiasm to be forward looking and innovative in all areas

The Department has formulated and implemented in all major offices its  citizen's charter, which is an expression of our commitment towards improving our services offered to make them more efficient and responsive and at the same time making our working more transparent to our valued customers.

The citizen's charter is an attempt to bring the Department closer to its customers.

Our Citizen's Charter Commitments

Our Customers/ Clients

  • We serve all residents of India and we are the main service provider for rural citizens for mails and financial services
  • Public Institutions, private businesses and print media,
  • Government organizations,
  • Other postal administrations,
  • Philatelists
Our Services - http://www.indiapost.gov.in
  • Mails Services:
  1. Letters, postcards, Inland letter cards, book packets, value payable post, parcels, Flat Rate Box, Logistics PostRegistration and insurance of postal articles and parcels covered by such facility.
  2. Premium mail services like Speed Post, Business Post, Direct Post, Bill Mail Service, Express Parcel Post, etc.
  3. Delivery services are provided by the designated delivery post offices and Branch Post Offices in villages.
  • Financial Services:
  1. Money Transfer – Money Order, Instant money order, MO Videsh, Indian Postal Order, etc.
  2. Post Office Savings Bank- Small Savings Schemes and Savings Certificates.
  3. Postal Life Insurance and Rural Postal Life Insurance.
  • Philately:
  1. Promotion of philately,
  2. Issue of definitive postage stamps.
  3. Issue of commemorative and special postage stamps
  4. Delivery through Philatelic Bureau and counters as well as through ePost Office.
  • Counter Services:
  1. Counter services are provided from post offices (Departmental and Branch Post Offices), Mail Offices or any other outlet designated for the purpose. These include:
  2. Sale of postage stamps and postal stationery etc.
  3. Booking of registered, insured, Speed Post and other mail articles etc.
  4. Booking of money orders, various transactions relating to Post Office Savings and Postal Life Insurance (PLI)/Rural Postal Life Insurance (RPLI) etc.
  • ePost Office for anytime anywhere transaction related to instant money order, electronic money order and philately products. http://www.epostoffice.gov.in

Expectations from Service Recipients

Sl. No.

 

Expectations from Service Recipients

1

Mails Services

Address of addressee and sender should contain House Number, Name of Street, City, District, State and Pin Code.

2

Mails Services

Name of village of addressee and the name of the delivery Branch Post Office of the addressee.

Post. http://www.indiapost.gov.in/MailProhibitions.html .

3

Mails Services

Phone number of the sender and addressee.

4

Mails Services

To conform to packing, size and content requirements for registered and Insured articles and parcels. http://www.indiapost.gov.in/MailProhibitions.html

5

Mails Services

To comply with instructions for articles prohibited by

6

Mails Services

To affix correct amount of postage on mail articles.

7

Mails Services

To provide Mail Box on the ground floor for each address in the multi storied building.

8

Mails Services

To notify the delivery post office of the change of address and provide the forwarding address.

9

Mails Services

To give proper authorization to his/her representative for receiving delivery of registered, insured, money orders and Speed Post etc.in his/her absence.

10

Money Order/Mails Services

To cooperate by producing ID on demand by Postmen or at the counter.

11

Money Order/Mails Services

To insist on obtaining receipts for articles and money orders booked.

12

Savings Bank / Cash Certificate Services

To provide Know Your Customer (KYC) documents as prescribed.

13

 

Savings Bank / Cash Certificate Services

To check the Agency Number, Authorization and validity of the Small Savings and Postal Life Insurance Agents and Rural Postal Life Insurance Agents before carrying out any transactions with them.

14

Savings Bank / Cash Certificate Services

Savings Bank / Cash Certificate Services:- To keep pass book updated and secure. Obtain receipt if passbook is handed over to the

post office and check that the last balance in the Pass Book matches with that written in the receipt.

15

 

Savings Bank / Cash Certificate Services

To make nominations for all Post Office Savings Bank Accounts, Savings Certificates, Postal Life Insurance and Rural Postal Life Insurance.

16

Financial Services

Not to disclose the code numbers of instant money orders and MO Videsh communicated by thePost Office to any person other than the recipient

17

Financial Services

To bring the officially valid ID for iMO payments.

18

Savings Bank / Cash Certificate/Postal Life Insurance Services

To collect receipt when handing over requests for transfer or deceased claim cases.

19

General / Public Grievance Redress Services

To lodge a complaint, if so desired; within 60 days of the transaction / availing of a service, relating to any deficiency in service.

Our norms for various services

Services/Transaction

Success Indicators

Service Standards

Unit

Mails

Time from posting/booking to delivery
* Local – within Municipal City limits,

** Metro- Delhi, Mumbai, Kolkata, Chennai, Hyderabad and Bengaluru.

·   Excludes day of posting, holidays and Sundays.

·   Maximum time

·   Articles posted before cut off time.

Delivery of Speed Post articles & First class mail i.e,  letters, postcards, Inland letter cards, etc.

Local* and between Metro Cities**

2

 

Days

 

 

Rest of India

4 - 6

Delivery of Registered / Insured articles, Express Parcel Post, Parcels, Book Packets, Registered Newspapers, etc.

Local* and between Metro Cities**

3

Rest of India

 

5-7

International EMS articles

Exclusive of time taken in customs examination.

4-10

Instant Money Order –payment on same day.

(service available at specified offices)

Booking

15

Minutes

 

Payment on production of code and ID

20

Money Order

Local* and between Metro Cities**

3

Days

Rest of India

4-6

Transfer of S. B. Accounts

Time taken for opening of account at the post office where transfer is sought

-          When request is for transfer of accounts within the same Head Post Office

1

 

 

Days

-          When request is for transfer of accounts in post offices which are under different Head Post Offices.

7

-          When request is made at the transferee post office

20

Settlement of customer requests for deceased claims, issue of Duplicate Passbook and interest posting   (in office other than Head Post Office)

Time taken for settlement starting from the time of receipt of completed documents.

7

Days

Discharge of Savings Certificates at post office other than the office of purchase

Time taken from the receipt of application for discharge of certificates at the post office.

30

Days

Transfer of Savings Certificate

Time taken from the receipt of application for transfer at the post office.

30

Days

Issue of Duplicate Certificate

Time taken from the receipt of application along with required documents :

-           at the post office of issue of the Certificate.

30

Days

Issue of Postal Life Insurance and Rural Postal Life Insurance Acceptance Letter and Policy Bond

Time taken from the receipt of completed documents

15

 

 

 

Days

Settlement on  Maturity of PLI/RPLI policy 

Time taken from the receipt of completed documents

30

Settlement of claims on death of PLI/RPLI policy holder

With nomination

30

Without nomination – (time taken after production of required documents.)

Involving investigation

90

Transfer of PLI/RPLI policy from one Circle to another

Time taken for settlement on receipt of request

10

Paid up Value of policy

Time taken for settlement on receipt of request

30

 

 

 

Days

Revival and conversion of PLI/RPLI policy

Time taken from receipt of request

15

Settlement of customer requests for loan against policies, change of address, change of nomination, assignment of policy and issue of duplicate policy bond

Time taken for settlement on receipt of request

10

Counter Services: Booking of articles Registered, Speed Post, Value Payable, Insured, Money Order, eMO, Premia collection for PLI/RPLI, sale of forms, bill collection, Savings Bank and Savings Certificate Transactions - Deposit, Withdrawals, updation of pass book

Transaction time at the counter

(excluding waiting time in queue)

5

 

 

 

 

Minutes

Counter Services:  Savings Bank and Savings Certificate Transactions-Opening of Account, Closure of Accounts, Issuance of Certificates, Discharge of Certificate

Transaction time at the counter

(excluding waiting time in queue)

15

Grievance Redress Mechanism: acknowledgement of complaint. (Instantaneous in case of web registration)

Time from lodging of complaint

By post or other means

7

Days

Settlement of Complaints

Time from lodging of complaint

60

Days

Settlement of complaint in cases requiring investigation

90

Days

Compensation

We are not liable for any loss or damage to letters carried by the ordinary letter service. But in some cases you are entitled to compensation depending upon the type of service that you have availed. Compensation claims should be submitted to the Postmaster of the office where you booked the article after completing the formalities. However we suggest that you send your valuable mail either by Speed Post or Registered Post.

Norms For Administrative Functions

With respect to official dealings at the postal headquarters (Directorate), the time limits/norms as prescribed by Ministry of Finance and Planning Commission are adhered to on budget related matters. Norms as laid down by O&M Unit are followed to deal with the following items:-

Parliamentary references

Same day.

Audit Paras

Two weeks.

Inter Branch references/clarifications

One week.

VIP references 

One week.

Public references

Two weeks

As per O&M guidelines, cases are disposed by not more than three levels. Ordinarily not more than two working days are taken for disposal of a case by the officer of the Division. List of pending cases are reviewed by Divisional head on monthly basis as prescribed.

Norms evolved (internal) for disposal of various Items of Work in Administrative Section

Sl. No

Item

Max. number of working days for disposal of application.

1.            

Forwarding of applications for higher posts

10

2.            

Grant of Leave

15

3.            

Grant of Increment

During the 1st week of the month in which increment is due.

4.            

Honorarium

15

5.            

Furnishing of various types of reports

By the due date

6.            

Verification of various types of applications e.g. GPF, LTC advance etc.

05

7.            

Pay fixation

10

8.            

Issue of NOC

15

9.            

Encashment of unutilized earned leave after retirement

07

10.        

Acceptance of nominations of DCRG/Family Pension/GPF

10

Norms for disposal of cases in Cash &Accounts/Pay Bill Section

Sl. No.

Item of work

Working days required for disposal of case

Remarks

1.

GPF Advance/withdrawal

5

 

2.       

GPF & Retirement Benefits (Except CGEGIS)

-

On the date of retirement provided requisite papers received from DA (P)

3.       

CGEGIS

30

Subject to availability of Service Book complete in all respects

4.       

LTC/TA/FTA Advance

5

 

5.       

Final settlement of LTC/TA/FTA bills

5

 

6.       

Festival Adv

-

2 days before the festival. Application for festival advance must reach seven days before the date of festival

7.       

Honorarium/ OTA/Tuition Fee

-

Payment one in a month on 25th of each month in r/o the applications received by 15th of the month.

8.       

HBA

30

 

9.       

Motor Car/Computer/Scooter

15

Subject to release of funds by Budget Section

10.  

Cycle & Other Short term advances

7

 

11.  

Assignment of CGEGIS fund to financial institutions

5

 

12.  

Medical Advance

5

 

13.  

Medical Reimbursement

25

Subject to the claims being complete

14.  

Telephone Bills

5

 

15.  

Contingent Bills

5

 

16.  

News Papers Bills

5

Payment once in a month on 20th of each month in r/o the applications received by 15th of the month.

17.  

Conveyance/Tea/Other Petty bills

5

 

18.  

Air India/India Air Lines Bills

20

 

 


19.  

Assessment of Income Tax

-

Twice during the year. Once in Nov. of each year & the final assessment in Feb. of each year.

20.  

Issue of Form 16

-

30th April of each year

21.  

Submission of Income Tax Return in Form 24

-

31st May of each year

22.  

Fixation of Pay

15

 

23.  

Arrears after pay fixation

30

 

24.  

Periodical Increment Certificates

-

By 15th of each month

25.  

Disbursement of salary

-

On the last date of each month, except for the month of March payment for which is made on the Ist working day of April.

26.  

Credit of undisbursed A/c

-

Before salary date

27.  

Schedules

-

By 10th of each month

28.  

Service Verification

15

 

29.  

GPF Statement of Class IV Staff

-

By 31st July of each year

30.  

GPF Statement of Other Staff

15

After receiving from DA (P)

31.  

Reconciliation of Accounts with DA (P)

-

By 10th of each month

32.  

Payment of DA arrears

5

 

33.  

Payment of Bonus

10

 

34.  

Pay Advance

5

 

35.  

Pay Certificate/LPC

15

 

36.  

Deposit of Cheques to P.O.

2

 

37.  

Payment by Cashier

2

 

38.  

NDMC/MCD Guarantee

2

 

39.  

RE/BE/FG

-

As per scheduled time

40.  

Parliament Questions

-

-do-

41.  

Periodical Statements

-

-do-

42.  

Audit Objection

-

-do-

Norms for opening for post offices in Rural areas.
The following norms for opening of Branch Post Offices in rural areas came into effect from 1st April, 1991.

  • Population
  1. In normal areas 3000 population in group of villages.
  2. In hilly tribal desert and inaccessible areas, 500 population in an individual village or 1000 in a group of villages.
  • Distance
  1. In normal areas, the minimum distance from the nearest existing post office will be 3 km.
  2. In hilly, tribal, desert and inaccessible areas, the distance limit will be the same except that the hilly areas, the minimum distance limit can be relaxed by the Directorate in cases where such relaxation is warranted by special circumstances which should be clearly explained while submitting a proposal.
  • Anticipated Income
  1. In normal areas, the minimum anticipated revenue will be 33.33 % of cost.
  2. In hilly, tribal, desert and inaccessible areas, the minimum anticipated income will be 15% of the cost.

Norms for opening of post offices in Urban areas.

  1. Initially the SO should be self supporting but at the time of the first annual review, it should show a 5% profit to be eligible for further retention.
  2. The minimum distance between two post offices is 1.5 km in Cities with population of 20 lakhs and above and 2 km in Urban areas.
  3. No Extra Departmental PO will be opened in future in Urban areas.
  4. Heads of circles will continue to have powers to relax the distance conditions in 10% of the cases but this power should be exercised personally and not by delegation.

Norms for delivery post offices.

  1. The proposed delivery office should have a well demarcated delivery jurisdiction so as to minimize errors in TD Sorting.
  2. The minimum strength of postmen justified on the existing basis should not be less than 7.
  3. There will be no requirement of a minimum distance between the proposed delivery office and the nearest existing delivery office in view of 1 above.
  4. In case of new townships/individual estates and new colonies, heads of circles and regions will have the power to relax the condition of a minimum contingent of 7 postmen to open a delivery sub office or to convert a non-delivery office in to a delivery office.