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Know your Branch Office. Branch Office. Branch office is last status of Operative office BPM will be in charge of the BO BPM has to provide the accommodation ( building) for Office Establishment of a BO & TRCA depends on work load.
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Branch Office Branch office is last status of Operative office BPM will be in charge of the BO BPM has to provide the accommodation ( building) for Office Establishment of a BO & TRCA depends on work load. More than one GDS will be working in BO depending on work load of the BO. They are GDS BPM GDS MD GDS MC
Documents used in Branch offices Notice of hours of business Book of Postmarks Complaint & Suggestion Book Order Book Stock book
Notice of hours of business A notice of hours of business in form M-6(c) will be supplied to each branch office by the S.D.I. (P) and the B.P.M. should work to the timings shown therein. The notice should be pasted on a notice board and hung up prominently in the office so as to be visible to the public. Rule 5 of BO Rules
Book of Postmarks Maintained in Form MS-18 Impression of all stamps with changeable types in use in the BO are to be taken. It should be checked by the BPM & he/she should initial below the impression in the Book of Postmark for having checked correctness of the stamps Rule 20 of BO Rules
Error Book It is maintained in MS-21 in all BOs. The BPM should record all types of irregularities noticed in the error book. Entries in the error book should be as brief as possible. Entry in the error book should be signed by the BPM. Error extracts may be forwarded to SPO/SDI(P) in deserving cases.
Complaint & Suggestion Book This is a permanent record of the BO. To be retained in the custody of the BPM. Used to note down the grievances/complaints & suggestions given by the members of public. Relevant extracts, seeking instructions from the competent authorities, should be forwarded by the BPM.
Order Book Maintained in Form MS-8. It contains 200 serially numbered pages. BPM is the custodian of the Order Book. Inspecting officers will record their orders & remarks. Action should be taken promptly by the BPM. Order Book is a permanent record of the BO. Rule 42 of BO Rules
Stock book All the items supplied to the BO will be entered in this book BPM should update the stock book as and when items supplied or returned BPM to present this book for Inspecting officers to check and confirm the stock
Village Postman’s Book It is maintained in form MS-27. It is maintained by a GDS doing the delivery work. All accountable articles, viz., Registered letter, Speed Post articles, Parcels, VP articles, Insured articles, Money Orders, are entered in this book.
Village Postman’s Book GDS doing the delivery work will make entry in this book in connection with details of articles. After delivery of articles, the GDS will pass appropriate remarks against the corresponding entry made in this book. BPM will verify the remarks made by the GDS in this book & he will sign against each entry in this book.
Village visit book Names of villages attached to a BO together with total number of ordinary articles received for delivery for each such village is entered in this book. At the time of effecting delivery of ordinary articles, the concerned GDS shall obtain the signature of a respectable person of each village in this book.
Village visit book After completion of delivery work, the concerned GDS will hand-over this book to the GDS BPM together with undelivered ordinary articles. GDS BPM will verify the entries made in this book and he should sign therein.
Fixed and unfixed village Fixed village: Where letter box is planted Frequency of visit by GDSMD is daily Details of articles received for delivery to those villages will be entered by GDSMD in black ink
Fixed and unfixed village Unfixed village: Frequency of visit-whenever there are articles for delivery to those villages BPM enter in red ink in the visit book, the order in which village is to be visited by the GDSMD BPM write the number of unregistered and accountable articles in the visit book Signature of a important person of the village should be obtained in the visit book
Receipt Books used in Branch offices Ms-87 (a) SB-26(t) SB-28 LI-12 Eng-9 RP-51 PLI-12 Speed Post booking receipt
Book of BO Receipts Maintained in form MS-87 (a).Issued for (i) Booking of Insured/parcel mail (ii) Booking of Money Order (iii) Acceptance of PLI/RPLI premia. Rule 22 of BO Rules
SB preliminary receipts(SB-26) It is used for opening of SB Account in BO It is printed in books of 50 Receipts in triplicate for BO s. 1st copy to the Depositor. 2nd copy to the Account Office. 3rd copy as Office Copy.
Receipt for Pass Book (SB-28) It is given to the Depositor when Passbook is collected by the BPM from the depositor for postal transactions such as verification, closure, transfer, addition of interest etc. On receiving back the PB from the AO, the pass-book will be handed over to the depositor on obtaining back his SB-28 & to be pasted together with the Office copy. On the reverse side of the SB-28, the BPM must note the date of handing over the PB to the depositor. The BPM has to sign there under.
Registered /Parcel Journal It is maintained in Single copy in Form RP-51. It is the receipt to be granted to the sender of an ordinary registered article (excluding VP & Insured) of letter & parcel mail. Each receipt contains a number and the series of numbers runs from 1 to 200 in each book. Rule 77 of BO Rules
Yearly Village Return Prepared by the BPM in form MS-88. Prepared during 1st to 14th March every year. Number of articles of all types received for delivery (including Money Orders) daily are detailed. On 15th of March, the list should be totaled & signed by the BPM & forwarded to the ASPO/SDI. Rule 46 of BO Rules
Half yearly enumeration returns Made in the second week of February and August every year (8th to 14th both days inclusive) On the day of enumeration the branch postmaster must count and enter in form M.S.-6 the number of ordinary unregistered articles of the letter mail and of unregistered parcels given out for delivery
Half yearly enumeration returns Total number of articles of each class should be shown in the enumeration return against the appropriate head. A copy of the return should be forwarded by the mail of the 15th to the account office. Enumeration should be accurate and branch postmasters are, therefore required to give special attention to this work
Important Forms used in Branch offices SB-3 card ( Application for Opening A/c) SB-103 ( pay in slip) SB-7 ( withdrawal form) SB-7 (a) ( Closure form) SB-10 (b) ( Transfer form) MO-8 ( Money order form) LI-01 ( RPLI proposal form) LI-09 ( RPLI Medical form) PA-07 (BO Abstract) MS-88 (Yearly Village Return)
Important Records used in BO BO - Journal SB - Journal RD - Journal TD - Journal RPLI – Journal BO – Account Book Postman Book
Preservation of Records • Note: - 1.Records at Serial 9,10,11 & 12 should be destroyed by fire or otherwise, in such a manner that they may not be used again. 2.Other records should be torn & sold as waste paper. 3.Inspecting officer will segregate the old records during office inspection 4.BPM should send old records to AO duly invoiced in the BO daily account
Equipment's Stamps and seals Ink pad/ rubber pad/stone slab Cash and stamp chest Leather cash bag Canvass bags Table / chairs Letter Boxes
Requirements Inland mail tariff chart Classified list of post offices Pin code directory Speed post information book RPLI premium table book BO rules book Savings accounts information book Double sided carbon paper Gum/ labels/ wax
Duties of BPM Receipt and despatch of BO bag Sale of stamps and stationeries Letter box clearance Facing and defacing of articles Booking and delivery of accountable articles Booking and payment of Money orders
Duties of BPM Acceptance of SB transactions Safe custody of BO records, valuables equipment's and infrastructures Supervision over the duties of other GDS Maintenance of BO accounts Marketing of Postal products Writing labels & closing bags
Duties of BPM Examination of BO bags received Completion and correct preparation of BO records Detection and reporting irregularities Ensuring correct sealing of bags Maintenance of BO records Receipt & Dispatch of BO bag
How to get clear and distinct stamp impression? Clean the stamps and seals regularly Put them in boiling water Keep the stamp pad clean Apply sufficient ink Use rubber pad on a stone slab Make minimum cancellation Do not cancel non-postage stamps.
Key points for BPM: BPM should ensure the followings: Keep BO premises neat and clean. Punctual in attendance BO records should be neatly prepared Stamp and seals impressions to be taken on Book of postmarks before use Sufficient stock of stamps & stationeries to be maintained Attend the customer promptly. Availability of necessary forms
Common mistakes Failure to sign the BO records Failure to impress the date stamp on the forms and BO records Failure to enter the transactions in BO records Wrong Total /accounting in BO accounts Failure to check entries made by the other GDS Non reporting of irregularities in-time BPM to avoid above mistakes and work properly
Checks to be carried out by the BPM Must see that postman book (MS-27) is properly kept and written See that visit book (MS 86) is properly written and signature of important person of the village obtained Check the returned articles to see the genuine remarks is written ,collect cash ,put the initial in MS-27 Check the signature of addressee, payee on the RP-1 receipt and MO paid voucher to see the articles are delivered/paid to the genuine person
Checks to be carried out by the BPM Check the accounts of postman and tally. GDSMD should not leave the office until his accounts have been quite settled. Check the unpaid account Ensure exchange of hour plates if provided to the letter box of the villages to check punctual clearance of LBs Check whether the GDSMD sell postage stamps and stationery while in his beat
Role & Responsibility of GDSMD Responsible for the correct delivery of all articles delivered by him Correct payment of all money orders paid by him. Should satisfy himself as to the addressee’s or payee’s identity by making proper inquiries before delivering the article or paying the money order. In the case of uninsured registered articles of the letter or parcel mail, if the addressee is not known to the G.D.S.M.D. delivery should be made in the presence of a respectable witness residing in the locality
Role & Responsibility of GDSMD GDSMD to attest the addressee’s thumb impression, seal or other mark in case of delivery of registered articles In case of an insured article or a money order, the addressee’s or payee’s thumb-impression, seal or other mark should be attested by the signature of a resident witness Unpaid articles should not be delivered until the postage due on them has been paid.
Role & Responsibility of GDSMD Articles addressed generally or by name to scholars or students at a school or college should be delivered to the Headmaster or Principal, Where the minor is living with his parent or lawful guardian, payment should be made to the parent or guardian, on his signing the money order on behalf of the minor Where the minor is old enough to understand the nature of the transaction, payment should be made to the minor himself.
Limits of GDSMD Aggregate amount of MOs to GDSMD-Rural & Urban Rs 5000/ Single money order Rs 2000/ (Rural & Urban) Limit of Insured/VP article-Rs 500/ (Rural & urban)
