Duties of Postal Assistant- SBCO

Duties of POSTAL ASSISTANT - SBCO

1.Examination of the lists of transactions.

2. General check of vouchers.

3. Checking of H.O. and S.O. transactions.

4. Making entries in the consolidated journal.(SB-72) and checking the daily and progressive totals of different columns.

5.Any other work which may be entrusted to him by the Supervisor and also in the orders issued from time to time.

Receipt of S.B. Vouchers from the Head Office- PARA 3

1. List of transactions of the Head Office and Sub-Offices and sealed voucher bundles arranged in alphabetical order.

2. A consolidated Journal of S.B. transactions (SB-72) at the Head and Sub Offices. It may be transferred in the course of the day if it cannot be sent along with the list of transactions, etc.

3. List of transactions and vouchers in respect of petty S.B. Accounts closed.

4.Any other document/list.

Checking of Lists of Transactions (SB-60)- PARA 4

The Postal Assistant SBCO will exercise the following checks:-

(a) The account numbers in the list of transactions are entered in the serial order of the accounts.

(b) The list of transactions bears signatures and designation stamp of the Supervisor (APM)/Sub Postmaster.

(c) The account number, the amount of deposit, withdrawal and interest on closed accounts have been tallied with the vouche

Consolidated Journal of S.B. Deposits and Withdrawals (SB-72)- PARA 9

(i) The Head Office will prepare daily a consolidated journal of S.B. deposits and withdrawals, etc. at the Head and the Sub Offices under it. 

(ii) The clerk of the Control Organization will copy the progressive figures of all columns at the end of the previous day and work out the progressive figures at the end of the day at the bottom of the consolidated journal. 
( iii) He will check the daily as well as the progressive totals of all the columns and sign the journal in token of having carried out the checks.

Supervisor SBCO will then check the totals of deposits and withdrawals both daily as well as progressive with the corresponding figures in the Head Office Cash Book.

He will put his dated initials in the Head Office Cash Book against the respective amounts in token of having carried out the check.

The Certificate "checked and agreed with the HO Cash Account" will be recorded under the Supervisor's dated signature on the consolidated journal in addition to the certificate prescribed in sub-para(iii) above.

While carrying out the General checks, following points should be kept in mind:-

(1) The entries in the vouchers are complete and there are no suspicious erasures and alterations. 

(2) The date stamp of the office has been affixed on the voucher. 

(3) The application for withdrawal bears the signature of the depositor. 

(4) The warrant of payment bears the signature of the Postmaster in token of having authorized the payment. 

(5) There is acquaintance of the depositor or his messenger on the warrant of payment in token of having received the amount.
(6) The identification of the depositor, wherever taken, is in proper form. 

(7) In the case of illiterate depositor, the thumb impression has been attested on both the sides of the voucher. 

(8) Whether the amount of deposit/withsdrawal as shown in the Pay-in-Slip and application for withdrawal by the post office and the depositor agrees with that in the List Of Transactions on the date of deposit/withdrawal. If the difference, full transaction should be checked in the System . 

(9) That in case of withdrawal exceeding Rs. 5000/- the signature of the depositor on the withdrawal form has been attested by two postal officials except in Single Handed Offices. 

(10) In case of transactions by cheque, the rules relating to cheques have been observed. In case of CTS clearing, hard copy of the cheques will not be checked. 

(11) The vouchers do not bear any erasure or over-writing. 

Objection Register- PARA 13 

1. Any irregularity noticed will be entered in clear and concise words in the system.

2.If the irregularity relating to a transaction is such as would affect its validity e.g., if there is erasure or overwriting or the depositor's acquaintance is wanting, the amount involved should be placed under objection. Vouchers once received by the Control Organization should not be given back to the Head Office.

3. Every irregularity should be brought to the notice of the Postmaster for necessary action.