MANUAL-5

RULES, REGULATIONS, INSTRUCTIONS, MANUALS AND RECORDS USED BY EMPLOYEES FOR DISCHARGING FUNCTIONS

In addition to the above, the Manual of Office Procedure, Service Rules such as FR SR, Leave Rules, PF Rules, LTC Rules, Pension Rules, Conduct Rules, CCS (CCA) Rules, GFRs, Notes on office procedure, Rules of Conduct of Business in LS/RS etc. are referred to. Details are available on the website http://persmin.nic.in

        The Government Savings Banks Act, 1873

      The Government Savings Certificates Act, 1959

      The Post Office Savings Bank General Rules, 1981

      The Post Office Savings Account Rules,  1981

      The Post Office Recurring Deposit Rules, 1981

      The Post Office Time Deposit Rules, 1981

      National Savings Scheme Rules, 1992

      Post Office  (Monthly Income Account) Rules, 1987

      Indira Vikas Patra Rules, 1987

      National Savings Certificates (VIII  Issue) Rules, 1989

      Kisan Vikas Patra Rules, 1988

      National Savings Scheme Rules, 1987

       The Post Office Savings Certificates Rules, 1960

        Senior Citizens  Savings Scheme Rules, 2004

        Post Office Savings Bank Manual Volume I

        Post Office Savings Bank Manual Volume II

 1. POST OFFICE GUIDE PART-I

The Post Office Guide Part I relates to Inland Post. It contains clauses related to

     Organization of the Department,

     Type of Post Offices,

     Business Hours,

     Post Office Holidays,

     Payment of postage, stamps and stationery,

     Franking machine,

     Spoiled or defaced stamps,

     Fictitious stamps,

     General rules as to packing, sealing and posting, manner of affixing postage stamps,

     Methods of address,

     Certificate of posting,

      Recall of posted article,

     Delivery of mails,

     Refusal of article,

     Obligation to pay charges,

     Recovery of charges due,

     Payment of money orders,

     Post boxes, post bags,

     Identity cards,

      Post restante,

      Redirection,

      Instruction regarding address change,

      Post office monopoly in the conveyance of letters,

      Legal responsibility of the post,

      Services which cannot be claimed,

      Licenses for sale of postage stamps,

      Secrecy,

      Non-exchange of postage stamps and stationery,

      Acceptance of small coins,

      Articles addressed to deceased persons,

      Liability to detention of certain mails,

      Facilities provided by postmen in rural areas,

      Issue of post office forms,

      Acceptance of cheques,

      Last dates for payment of dues,

      Letter and parcel post,

      Special packing instructions,

      Letter cards,

      Post cards,

      Business reply service,

      Book packets,

      Book packets containing printed books,

      Book packets containing periodicals,

     Pattern and sample packets,

     Blind literature, packets,

     Registered newspapers,

     Parcel,

     Air mail services,

     Registration,

     Insurance,

     Value payable articles,

     Official postal articles,

     Prohibited articles,

     Money orders,

     Telegraphic money orders,

     Indian postal order,

     Philately,

     Postal life insurance.

2. POST OFFICE GUIDE PART-II

        Post office Guide part-II relates to Foreign Post. It contains clauses relating to

       definition of Foreign Post,

       category of Foreign Postal Articles,

        Universal Postal Union,

       Asian Pacific Postal union,

       General applicability of Inland Regulations,

       general regulations applicable in the Letter Post,

       Conditions relating to various classes of Letters Post i.e. Post cards, Printed papers, Small Packets and Literature for Blinds,

      Conditions relating to various special services in the Letter Posts, Parcel Post, Insured Parcels,

      Compensation for loss, damage or abstraction of contents,

      Parcels for delivery free of all charges and fees,

      money order, Air Mail Money orders, Telegraphic Money orders,

      British Postal order, Irish Postal order,

      V.P. and C.O.D. Services,

      Custom Control, Prohibitions and Restrictions,

      Enquiries and Complaints, Prohibitions and Restrictions applicable to various Countries and  Details of countries providing optional services and other special provisions.    

3. POST OFFICE GUIDE PART-III

            It has two volumes containing the list of Post offices.

4. POST OFFICE GUIDE PART-IV

            Post office Guide Part-IV relates to Post office Savings Bank and Post office Saving Schemes. It consists of the sections relating to

       Post office Saving Bank General Rules,

       Post office Savings Accounts rules,

       Post office Time Deposits Rules,

       Post office Recurring Deposit Rules,

       Post office Savings Certificates Rules,

       National Savings Certificates (VI- Issue),

       National Savings Certificates (VII-Issue),

       National Savings Certificates (VIII-Issue) and

       Social Security Certificates Rules.

Postal manual volume –I contains the following Acts and Rules:-

       The Indian Post office Act 1898

     The Indian Post office Rules, 1933

     The Government Savings Banks Act 1873

      The Post office Cash Certificates Act 1917

      The Post office Savings Banks (Nomination) Rules, 1960

      The Government Savings Certificates Act, 1959

       The Government Savings Certificates Rules, 1960

       Post Boxes order, 1956 

6. POSTAL MANUAL VOLUME–II

Volume II Contains Rules relating to: -

       Organization of the Department,

       Appeal and petition,

       Institutions and defense of civil suits,

        Criminal proceedings,

       Employment of Govt. pleader,

       Compensation for loss of property,

       Medical aid,

       Security deposits,

       Stock,

       Forged, counterfeit and defaced postage stamps, coins and currency,

        Printings,

       Contracts,

       Buildings,

       Budget estimates and control and

       Misc. rules relating to official display of National flag, National anthem and National song, Naming and Changing of name of Post office, Correspondence, Cover containing official documents, Initial and signing the documents, Erasing, Case mark system, Personal files, Manual correction slip, Admittance of stranger, Maintenance of order and tidiness in office, Inland Postal Service articles, Transmission of official correspondence by foreign Post, Service money order, Reports and returns, Secret and confidential papers, Books and publications, Maps, Annual Reports, Behavior with Public, Publication for sale, Departmental Identity Card, Thumb and finger impression, Deep changing of surname, Uniforms, Production of record before Courts.

7. POSTAL MANUAL VOLUME III

            This postal manual contains rules on the following chapters and schedules:

      Discipline

      Central Civil Services (Classification, Control and Appeal) Rules 1965,

      Rules relating to appointments, penalties, and appeal of employees excluded from the operation of the Central Civil Services (Classification, Control and Appeal) Rules 1965, and

       Schedules showing the administrative powers of the different classes of Officers of the Indian Postal Department, Other than those vested in and exercised by them under (1) the Indian Post office Act and the Indian Post office Rules, (2) Rules for guidance of Depositors in Post office Savings Bank, (3) The cash Certificate rules, and (4) Compilation of fundamental and supplementary Rules.

8. POSTAL MANUAL VOLUME-IV (WITHOUT APPENDICES)

This Postal manual contains general rules relating to: -

       Appointment and Promotion

       Transfer and Posting

       Leaves

       Pension and Gratuities and

Special rules for Appointment and Promotion of: -             

       Gazetted Officers of Post office and RMS

       Non-gazetted officer of Post office and RMS

       Class-IV servants of Post office and RMS

       Class-IV servants of Circle office

        Class-IV servants of Postal Dispensaries and

General Rules relating to: -

       Revision of Establishments and

       Establishment of Post offices and RMS.

9. POSTAL MANUAL VOLUME-IV (APPENDICES)

                        This Volume consists of Appendices relating to: -

     Rules for recruitment of Indian Postal Services Class- I Junior and Senior Time Scale

     Rules for recruitment of the Post of Time Scale Clerks of Post offices and Sorter in RMS

     Rules for recruitment to the service of RMS Sorters and clerks in Post offices

      Rules for recruitment to the service of clerk in RLO

     Rules for recruitment to the Cadre of Postmen, Village Postman and mail guards.

     Rules for recruitment to the cadre of Postal Asst. in Circle offices and Administrative offices.

     Volunteers for Army Postal Services

     Central Civil Services (Extra Ordinary Pension, Rules)

     Grant of honoraria for setting Question Papers, Valuation of Answer books and for Supervision and Investigation duties in respect of various Departmental Examination.

     Rules for recruitment to the Cadre of Stenographer.

    Rules relating to Departmental Examination.

    Rules for recruitment to the Post of Accounts officer.     

    Rules for recruitment to the Post of Daftaries and Jamadars.

    Rules for recruitment to the cadre of Asst. Hindi Supervisors.

    Rules for recruitment to the cadre of Postal Asstt. In PSD.

    Rules for recruitment to the cadre of Postal Asst. in CSD.

    Syllabus for on the job training of candidates appointed as clerks in Mail Motor Service.

    Rules for recruitment to Work Shops and Stores

    Rules for recruitment to the Cadre of PA, SBCO

    Rules for recruitment to the cadre of Overseer

    Rules for recruitment to the Post of Asstt. Supdt. Posts and Inspector Posts

    Rules for recruitment to the Post of Office Supdt. In Postal Circle Office

    Rules for recruitment to the Post of Staff Car Driver

    Rules for recruitment to the Post of Auxilliary Nurse Midwives

    Rules for recruitment to the Post of Nurses (non- resident)

10. POSTAL MANUAL VOLUME V

This volume contains the rules on the following subjects: -

      Definitions

      Miscellaneous Rules

      Investigation

     Transmission of mails under the weighment system and appendices relating to rules for treatment of Navel Mail by Post and RMS offices

      Issue of Sorting List and Conventions

      Period of Preservation of Records

11. POSTAL MANUAL VOLUME-VI Part-I

This Postal manual contains rules relating to: -

     Mails.

     Sorting.

     Delivery.

     Deposits.

     Registration.

     Parcel.

     Insured.

     Valuable Payable Articles and

     Miscellaneous Rules. 

12. POSTAL MANUAL VOLUME-VI Part-II

This Postal manual contains rules relating to: - 

    Money Orders.

    Indian Postal Orders.

    British Postal Orders and

    Irish Postal Orders

13. POSTAL MANUAL VOLUME-VI Part-III

This Postal manual contains rules relating to: -

      Sub-accounts.

      Accounts in Sub Post Offices.

      Duties of Postman.

Duties of Letter Box Attendants and Appendices. 

14. POSTAL MANUAL VOLUME-VII

      Postal Manual Volume VII contains Rules relating to: -

      Transit Section and Mail Offices.

      Sorting Mail Offices.

      Record offices.

      Mailmen and Van Attendants.

      Mail Operations.

      Bag Accounting.

      Camp Articles.

       Governing the Relations between Railway Administration and Post office in regard to train timings.

      List of work-papers issued to Sections and Mail Offices and.

      Misc. Rules relating to Railway Mail Services.

15. POSTAL MANUAL VOLUME-VIII 

           Postal Manual Volume VIII contains Rules relating to: -

     Personal duties of Heads of Circles and Misc. Rules related to Circle Offices.

      Personal duties of Assistant Superintendents of Post/ Inspectors of Posts.

     Personal duties of Town Inspector Of Post offices/ Public Inspector of Post offices.

     Personal duties of Overseers and Postmen.

     Personal duties of Assistant Superintendents/ Inspectors of Railway Mail Service.

     Stock Depots.

     Returned Letter Offices.

     Breaks and

     Accidents. 

16. BRANCH OFFICE RULES

This book contains rules on the following subjects for the guidance of GDSs working in Branch offices: -

     Mails

     Sorting

     Delivery

     Registration

     Parcels

     Money orders

     Postal orders

     Accounts

     Telegram and

      Miscellaneous Rules relating to function of Branch Offices.

17. FINANCIAL HANDBOOK VOLUME I

     This volume contains the following Chapters.

     INTRODUCTORY

     General Principles and Rules

     General Outlines of the Systems of Accounts

     Relations with Audit

     Cash

     Supply of Funds and Other Remittance Transactions

     Revenue and Miscellaneous Receipts

     Pay and Allowances: General Rules

     Bills of Gazetted Government Servants

     Establishment

     Contingent Charges

     Miscellaneous  Charges

     Loans and Advances to Government Servants

     Sanction

     Depots

     Buildings and Railways Mail Service Vans

     Provident and Other Funds

     Miscellaneous Subject  and appendices on the following matter

     Table of Concordance.

     List of Financial Rules

     Different classes of receipts exempt from Stamp Duty

     Instructions for regulating the enforcement of responsibility for losses, etc.

     Rules regarding the destruction of accounts records appertaining to the accounts audited by the Indian  Audit Department

     List of remittance transactions of Post Offices with other departments under the Government of Indian audit Department.

     List of remittance transactions of Post Offices with other departments under the Government of India

     List of remittance transactions with private firms etc.

     Rules regulating the preparation of Last Pay Certificates in case of transfer on duty or of return from leave.

     Statement showing the disbursing offices at which office establishment pay bills of the Indian Posts and Telegraphs Department (including the Posts and Telegraphs Audit Offices) are cashed.

     Procedure for disbursement of pay and allowances of establishment.

     Miscellaneous rulings relating to office expenses.

     List of important items to be classified under ‘Other Contingencies’ and list of important articles in common use in the Posts and Telecommunications Departments, the cost of which should be classifiedunder ‘Liveries and Uniforms’.  ‘Operational and Minor Equipment for Post Offices and RMS Offices’ and ‘Purchase and Repair of  furnitures’ below contingencies.

     Rules for the supply of articles and subsidiary instructions for the guidance of officers who are required to make purchase of stores required for the public service.

     Instructions for the purchase of stores through Central Purchase Organization (Director-General, Supplies and Disposals, New Delhi/India Supply Mission, London/India Supply Mission, Washington).

     Rules regulating the purchase of Stationery Stores for the public service.

     Directions regulating Inter-Departmental transfers.

     Rules relating to the procedure of work done in Postal Seals Office, Aligarh.

     Conditions governing issue of Government Drafts.

     Hints on detecting counterfeit coins

     List of approved Banks

     Application form for advance/final withdrawal from Provident Fund.

     Application forms for final payment of balances in the Provident Fund, etc.

     Objects of the P&T Development Fund and Revenue Reserve Fund, etc.

     Procedure for accounting of certain categories of deposits.

     Co-operative Credit Society Dues.

     History of the convention governing relations between P&T and General Revenues.

     Procedure for the accounting of advances on account of pay and traveling allowances on transfer. 

18. FINANCIAL HAND BOOK  VOLUME- II

This Financial Hand Book consists the rules relating to: -

        Supply of stamps

      Revenue Receipts

      Post office Accounts

      Railway Mail Service Accounts

      Miscellaneous Charges

       Pension Payments

      Miscellaneous subjects and appendices

      Table of Concordance

      Rules for supply and Distribution of stamps

      Rules relating to payment of interest on stock certificates

      Rules relating to the procedure to be followed when the status of a Post office is changed or when a Post office is closed.

      Rules relating to the conveyance of mail and construction, haulage and maintenance of Postal Vehicle and

      List of forms referred in Rules and Appendices in this volume.  

19. FOREIGN POST MANUAL    

     Foreign Post Manual contains the rules relating to: -

     General Principles of the Universal Postal Union, Acts of the Union, Asian Oceanic Postal Union, Letter Post Items, Terms and Expressions commonly used in international post, Books of reference published by the International Bureau and the Postal administrations, Correspondence with other Administrations, Methods of Payment. Prepayment of Postage in Cash, Free Postage, Treatment of cotraband and prohibited articles, Counterfeit or fraudulent stamps and impressions, Preservation of records.

     Outward Surface Mails

     Inward Surface Mails

     Closed Surface mails in Transit

     Outward Air Mails

     Inward Air Mails

    Closed Air mails in Transit

    Closed Air mails in Transit

    Naval mails

    Bags

    Enquiries and Responsibility for Loss, Damage Etc.

    Surface Letter mail Accounts

    Accounts Related to Air Mail Conveyance Dues

    General Principles relating to Parcel Service

    Outward Surface Parcels

    Inward Surface Parcels

    Closed Surface Parcel mails in Transit

    Outward Air Parcel Mails

    Inward Air Parcel Mails

    Closed Air Parcel mails in Transit

    Enquiries and Responsibility for Loss, Damage Etc. in Case of Parcels

    Parcel Accounts

    V. P. And C.O.D. System

    Foreign Money Orders

    “Through” Foreign Money Orders

    Foreign Telegraphic Money Orders

    Method of Settlement of Account

    General Account With The United Kingdom

    Budget and Statistics And Appendices consisting the

    Names of members countries of the UPU and the Optional Agreements to which they subscribe

    Names of the offices to which or offices to whom enquiries relating to unregistered item should be Addressed in different countries

    List of Foreign Countries/ Administrations for which an Enquiry regarding registered article should be forwarded direct to the office of destination instead of the office of Exchange.

    Names of the Countries for which Mumbay, Kolkata, Delhi, Chennai and Patna function as office of Exchange for surface parcels

    Mode of settlement of balance of accounts with Foreign Administration

    List of currencies in which payments are to be made or receipt accepted by India

    Name of countries/ territories, which insist on a separate Dispatch Note for each Parcel.

20. SCHEDULE OF FINANCIAL POWERS  

This Schedule contains the financial Powers of the following authorities/ officers of the Department Of Posts: -

       Postal Services

     Board

     Director General, Postal Services

     Head of Circle

     Regional Director/ Area manager

     Senior Supdt. of Post offices, Senior Supdt. of RMS, First Class Postmaster (including Presidency Postmaster),Dy. Director Foreign Post Mumbai, Supdt. Foreign Post Kolkata and New Delhi, Group ‘B’ Postmaster 

       Supdt. of Postal Seals, Aligarh.

      Principal of Postal Training Centre

      Dy. Supdt of RMS

      Director/Dy. Director PLI Kolkata

      Supdt. of Postal Stores Depot.

      Accounts Officer, ICO (SB) and Central Pairing Officer, New Delhi.

      Manager MMS. 

21. POSTAL ACCOUNTS MANUAL VOLUME I

This manual contains rulings on the following subjects: -

       Definitions and general system of Accounts.

     Organisation and Control

     Postal  Accounts Work

     Book and Compilation

     Remittances

     Annual Accounts of Central Govt.

     Transfer Entries Journal and Ledger

     Cost Calculation

     Pension

     Service and other Funds

     Capital

     Account

     Misc. Checks

     Checking of Receipt

     Entitlement, Authorisation, and Ddrawal of Pay and Allowances of Group ‘A’ or ‘B’ officers

     Internal Check Inspection and Appendices relating to

     Extent of Checks and Review, conducted in Postal Accounts Office

     Statement /Returns dealt with in the Account Current Section

     Period of preservation and destruction of records in Postal Accounts Offices

     List of Forms Referred to in Postal accounts Manual Vol. I

     List of Account heads of the Postal Receipts and Disbursements (printed separately)

22. POSTAL ACCOUNTS MANUAL VOLUME II 

     This manual contains rulings on the following subjects: -

        Government Securities

      Post office Certificates

      Section (I) – Inland Money Order

      Section (II) – Foreign Money Order

      Indian Postal Orders

      British Postal Order

      International Reply Coupons

      Irish Postal Order

      Savings Bank etc.

      Custom Duty

      Army Postal Service Accounts and Appendices relating to: -

       Periodical Returns to be rendered by the Branch Postal Accounts Offices

      List of Forms referred to in this Manual

23.  APPENDIX V TO THE POSTAL ACCOUNTS MANUAL VOL-I

      This Appendix contains List of Account Heads of Department of Posts Receipts and Expenditure.

24. Book of Postal Account Forms Part I & II

25. POST OFFICE SAVINGS BANK MANUAL VOLUME I

                  This Manual contains Rulings on the following subjects: -

      Savings accounts

   Recurring Deposit Accounts. Duties and Responsibilities of postmaster

     Time Deposit Accounts

     Public Provident Fund Accounts

     National Savings Scheme 1987

     Monthly Income Account Scheme1987 and Appendices relating to: -

     Cheque System in Post office Savings Bank

     Pay Roll savings scheme

     Preservation Period of SB Records

     Memo of admission of SB transfer

     Register of Verification memos for withdrawal of Rs. 2500/- and above at BOs/ Single handed SOs

     Claim Application form for settlement of SB Account of the deceased depositor, where the claim is prepared on legal evidence of heirship.

     Sanction for the payment of the amount of a Saving Bank Account in the name of a deceased depositor

      Application for the purpose of availing the facility of automatic transfer from SB Account to RD account

      Register of automatic transfer from SB to RD account 

      Proforma for the Register of applications for transfer received and advices of transfer dispatched

      Application for issue of a duplicate Pass book

      Incentive scheme for GDS Sub and Branch Postmaster

      Payment of P&T and Railway Pensioners through Post office Savings Bank.

      Questionnaire for inspection of Saving Bank Branch and CO of Head Post office by the Accounts Officer ICO (SB)

       Questionnaire for inspection of SBCO by the Officer of the Circle office – Regional Director and Sr. Supdt./ Supdt. Os/Postmaster Gazetted.

      Responsibility of Divl. Supdt. towards SBCO

      Questionnaire for inspection of the office of AO ICO (SB)

      Statistical Highlights

      Syllabus for training of SB Counter Assistants

      Syllabus for training of Supervisor in SB Work. 

26. POST OFFICE SAVINGS BANK MANUAL VOLUME II

SAVINGS CERTIFICATES

      Definitions

      Delegation of duties

      Stocking and supply of certificates

      Custody of Certificates

      Maintenance of the Stock Register

      Disposal of surplus stocks

      Yearly lists of unsold certificates

      Yearly list of unclaimed certificates

      Application for purchase of certificates- Signing of

      Application on behalf of Minors

      Modes of payment for certificates purchased

      Scrutiny of application for purchase and procedure for the issue of certificates

      Issue of Preliminary receipt

      Provisional receipts for certificates

      Purchase of certificates by persons living aboard.

      Sale of certificates independently by selected branch post offices

      Sale of certificates through authorized Agents and payment of their commission through Post Office

      Maintenance of the applications for purchase.

      Disposal of Applications of purchase received at Branch Offices

      Preparation of Journals of certificates issued

      Payment of certificates by branch offices authorized to do certificates work independently.

      Identity Slips.

      Encashment of Certificates

      Payment of Annual Interest.

      Credit of Annual Interest in SB Accounts

      Payment of Annual Interest through banks

      Encashment of Certificates of minors.

      Encashment of Certificates purchased from Provident Fund

      Encashment of certificates held in joining names

      Encashment of certificates at Branch Post Office.

      Encashment of certificates at an office other than the office at Registration.

      Partial payment and exchange of certificates

      Journals of certificates discharged and annual interest paid

      Memo of admission of payment

      Nomination

      Change of name of holder

      Transfer of certificates from one Post Office to another

      Transfer of certificates from one holder to another

      Pledging of certificates as security

      Disposal of unclaimed and undeliverable certificates

      Certificates spoiled before issue

      Loss or theft of certificates before issue and from the custody of post office after issue.

      Loss, theft, destruction, mutilation of defacement of certificates in the custody of the holder

      Issue of duplicate certificates

      Attachment of a certificate by a Court of Law.

      Confiscation by Customs or Excise Authorities.

      Payment of savings certificates to an authority empowered under the law

      Clerical or arithmetical mistakes in the issue of  certificates

      Encashment of certificates held by Army and Air Force personnel

      Payment of the value of certificates in the name of deceased holders

      Head Office Weekly/Monthly Summaries

      Certificates Voucher List

      Social Security Certificates

      Sale of NSCs to non-Resident Indians

      Issue of a certificate to non-Resident Indian on encashment

      Kisan Vikas Patra-Procedure to be followed.

      Indira Vikas Patra-Procedure to be followed

      Schedule of fees to be charged. And appendices

      Register of duplicate certificates issued

      Intimation of seizure of NSCs