3875_Branches in Post office_2.1-Branches in POs.pptx

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1. An overview of different Departments in PO 1.4. 1

2. Different Branches in POs Mail Sorting Delivery Deposit Registration/Speed Post Parcel Money Order & IPO Sub A/c &Treasury Accounts Branch Savings Bank & Certificate Accounts 1.4. 2

3. Different Branches in POs & Modules used 1.4. 3 Mail Sorting Delivery Deposit Registration Parcel MO/IPO SB/CC Treasury Accounts DPMS/IPVS Manually DPMS DPMS POS/IPVS /DPMS POS/IPVS /DPMS POS/ DPMS Finacle F&A SAP HR SAP

4. Mails Department Work relating to dispatch, transmission and receipt of mails Receipt of bags- examination – opening of TB – transfer of bags received to concerned branches- preservation of mail list Dispatch of bags – receives closed bags from different branches –TBs to be closed whenever required - preparation of Mail List Making arrangements for transmission of bags Accounting of bags Any discrepancy noticed entry is made in error book. Mail list received and prepared for dispatch will be signed , date stamped and kept on record bundle wise. Mails PA should be thorough with the DM & SL of the office Functions of Mail branch are performed in DPMS/IPVS 1.4. 4

5. Sorting Department Collection of ordinary articles from counters, clearance of letter boxes, bulk mails, branch offices, postman returns Examination of the articles for correctness of the Postage paid Stamping of the articles TD & NTD Sorting Closing of ‘L’ bags (Ordinary articles) to linked sorting office/hubs Letter boxes are cleared through Nanyatha App. 1.4. 5

6. Delivery Department Deals with delivery functions Receipt of bags from mails PA Examination & opening of bags – tying the tag label with bags Separation of letters for beats, post boxes, BO’s and for taxing of unpaid, insufficiently paid and article with breach of conditions after stamping Handover articles relates to BO’s to subaccount PA. Transfer of registered bags to registration PA under acquittance . e. instructions contained in “Book of Addressee’s Instructions” to be communicated to the concerned postman Hand over articles to beat postmen and take return of undelivered articles. Invoice and take return of articles through DPMS module 1.4. 6

7. Deposit Department Deals with articles which are not delivered Undelivered Articles will be in the custody of Deposit PA Poste restante articles (c/o Postmaster) will also be in custody of Deposit PA Maintains “Book of Addressee’s Instructions” (Temporary Instructions and Permanent Instructions) 1.4. 7

8. Registration Department Booking of Registered letters/VP Letter/Insured Letter/Insured VP Letter & Speed Post articles at counters. Registration Export Branch: (Generally at Counters) Collect undelivered articles from Import Branch Sorting of all regd./SP articles as TD /NTD and station articles. Prepare station bag for station articles. Preparation of Registered List & Closing of Registered/Speed Post Bags. (At counters). Sign on manifest (Regd. list), impress date stamp of office and kept on record. Booking and dispatch of Regd./SP articles done through POS & IPVS module. Transfer ‘R’ /SP Bags physically to Mail branch. 1.4. 8

9. Registration Department Registration Import Branch: Receipt of ‘R’ Bag in Registration Import Branch from Mail PA Examination & Opening of bags Checking of contents Stamping of articles with delivery stamp Sorting of articles manually with the help of postman Invoicing of articles to Postman beat. Invoicing of articles to BO’s deliverable by BO’s and handover to Sub account PA with manifest. Delivery of articles through Postman/ at window. Updating of Return remarks on undelivered articles Invoicing & Delivery/return remark updation of accountable articles done through DPMS Module All manifest received from bags and delivery manifest will be signed, stamped with date stamp and kept on record. Maintenance of Registered Abstract Any discrepancy noticed entry must be made in error book 1.4. 9

10. Parcel Departments At Counters: Booking of Registered Parcel/VP Parcel/Insured Parcel/Insured VP Parcel through POS Module. Collect undelivered/ missent Parcels from deposit/import branch Sorting of Parcels as TD&NTD for dispatch and station articles separately. Prepare station bag for station articles. Preparation & closing of Insured Bag through IPVS module. Preparation of Parcel List & Closing of Parcel Bag through IPVS module Dispatch of Regd. Parcel bags through POS-IPVS module Sign on manifest (Parcel list), impress date stamp of office and kept on record. Transfer of ‘PL’ Bag to Mail branch physically 1.4. 10

11. Parcel Departments 1.4. 11 Parcel Branch: Receipt of ‘PL’ Bag from Mail PA Examination & Opening of bags Checking of contents Stamping of articles with delivery stamp Sorting of articles manually with the help of postman Invoicing of articles to Postman beat. Invoicing of Parcels to BO’s deliverable by BO’s and handover to Sub account PA with manifest. Delivery of articles through Postman/ at window. Updating of Return remarks on undelivered articles Invoicing & Delivery/ updation of return remark of Parcels done through DPMS Module All manifest received from bags and delivery manifest will be signed, stamped with date stamp and kept on record. Maintenance of Parcel Abstract Any discrepancy noticed entry is made in error book

12. Money Order/IPO Department At Counters: Booking of Money orders - eMO Authorization by supervisor and transmission of eMOs Sale of IPOs and Payment of IPOs Maintain stock register of IPO at counter and in POS also. MO booking and IPO sale/payment done through POS module. List of booking of MO & Sale/payment of IPO will kept on record after sign and date stamped. 1.4. 12

13. Money Order/IPO Department MO Paid Branch: Receipt & Printing of eMOs received for payment through DPMS MO’s deliverable through our office will be stamped with Oblong stamp Sorting of MO’s Beat wise Invoicing of MO’s to Postmen beat Invoicing of Mo’s to BO’s deliverable by BO’s and handover to Sub account PA with manifest. Arranging of Cash for payment of eMOs , if to be paid through window Payment of MO’s through Postman/window Updating return remark for unpaid eMO’s . Checking of MO paid voucher received from Postmen i.e. sign of payee and paying official, witness in case of illiterate payees etc.. Stamping of MO Paid vouchers with round MO stamp. Accounting of eMOs , IPOs. (Preparation of fortnightly returns) MO payment activities done through DPMS module Delivery manifest should be signed, stamped and kept on record. 1.4. 13

14. Subaccounts Department (Re-designated as Miscellaneous) Monitoring the functioning of sub-ordinate offices (SO &BO) Receipt of ordinary articles from Delivery branch. Sorting of ordinary articles for BO’s. Receipt of accountable articles/ SB documents if any from concerned branches Strict watch over closing of cash bags by treasury branch Closing of Account bags for SO’s and BO bags for BO’s Handing over account/BO bags to Mail Branch at the time of dispatch. 1.4. 14

15. Subaccounts Department (Re-designated as Miscellaneous) Receipt & Accounting of contents of Account Bags/BO Bags Sorting of documents received from SO/BO’s branch wise and hand over the same to concerned branches Monitoring and verification of accounts by tallying reports of transactions performed in various modules ( Finacle , SAP, Mc- Camish etc.) with the amount accounted for in F & A module Watch over the cash flow between HO/SO & its subordinate offices Kept related record safely bundle wise i.e. SO/BO Slip and daily accounts (DTR) 1.4. 15

16. Cash Department (Treasury) Safe custody of cash, stamps and other valuables Supply of cash to counters Receipt of cash from counters Financing of sub-ordinate offices (SO &BO) Receipt and payment of cash to Postman Payment of bills/ External Payments i.e. WUMT/ PLI &RPLI payments. Maintenance of Treasurer’s Cash book All above functions of this branch shall be performed in F&A module of SAP 1.4. 16

17. Accounts Branch Drawal of pay & allowances and other dues for the staff of HO, SO & BO under the HO. Maintaining service book and leave account of the staff of the HO and its SOs. Maintaining GPF account Drawal of pension for pensioners and maintaining related accounts. Generating & tallying of schedules of various transactions Generating Form 16 for income tax returns Monitoring of overall balance of HO with its subordinate offices. HO uses CSI’s SAP HR module for this purpose. 1.4. 17

18. Savings Bank & Certificate Opening of Savings A/ cs Subsequent transactions Transfer/Closure of A/ cs Issue/ Discharge /Transfer of Certificates Settlement of Claims All transactions/work related to SB/CC shall be performed through Finacle . Kept related records safely i.e. AOF & KYC/ List of diff. Type of transactions, claim case papers etc. 1.4. 18

19. Thanks 1.4. 19