DOP : Issuance of revised Postal Manual Volume VI part III ( Provisional)

No. 30-13/2019-WS ( Pt.)
Government of India
Ministry of Communications
Department of Posts
(PO Division)

Dak Bhawan, Sansad Marg
New Delhi-110001.
Dated: 18th May,2021

To
All CPMsG/All PMsG
CGM, BD Dte/ Parcel Dte./PLI Dte/ CEPT
Director RAKNPA/ All PTCs
Addl. Director General, APS, New Delhi
All GMs (Finance)/ DAPs

Subject: Issuance of revised Postal Manual Volume VI part III ( Provisional) .

The competent authority is pleased to issue the revised Postal Manual Volume VI part III (provisional) till the final implementation of IT Modernization project. ( copy enclosed).

2. Consequent upon implementation of IT Mordernization project, which has brought technological advancement in the working of the post offices, , the need for bringing out a comprehensive revised Postal Manual Volume VI part Ill ( provisional) to serve as a guide for Postal Sub accounts work has been keenly felt.

3. The revised Postal Manual Volume VI Part III ( provisional)) contains the detailed principles and instructions, mainly of a procedural nature, regarding upkeep and submission of sub accounts and checks to be exercised on various transactions of the Department of Posts and provides the guidelines in carrying out day to day functions by the concerned officers/ officials. It contains rulings in respect of Sub-Accounts, Accounts in Post Offices, Duties of Postmen and Letterbox Attendants etc

4. The inputs of some field units were also sought in finalizing the Manual from the perspective of the working units in the field. Many of the recommendation/ suggestions have been incorporated to make it more comprehensive & robust.

5. The revised edition of Postal Manual Volume VI part III(provisional) has been brought out making every endeavour to get the rules updated in accordance with the technological updation. However, any error, omission come to noticed should be promptly reported to the PO Division.

6. These rules must be brought to the notice of all officers & officials of the Department of Posts.

7. This issues with the approval as well as concurrence of the competent authorities.

encl- Postal Manual volume VI part III(provisional)

Sd/-
(Sukriti Gupta)
Assistant Director General (PO)

________________________________________

POSTAL MANUAL
VOLUME VI (Part III)
(One Chapter with 120 Rules)
(Updated Copy)
PREFACE
Postal Manual, Volume VI contains special regulations for the Post offices.
PART III-—Sub-Accounts, Accounts in Post Offices, Duties of Postmen and Letterbox Attendants

________________________________________

INDEX

CHAPTER: 1

Rule No	Rule	Pages
1	Supervision of subordinate offices by postmaster	1
2	Examination of B. O. daily transaction report in sub-offices	1-2
3	Relations of sub and branch offices to their account offices	2
4	Short receipt of vouchers by account office	2
5	Inadmissible vouchers	2-3
6	Unnecessary remittances of cash to be avoided	3
7	Cash office	3
8	Check of remittances between the account office and its subordinate offices	3-4
9	Limits for remittances by various modes of conveyance	4-5
10	Regulation of funds for sub-offices	5-6
11	Provision of funds for sub-offices	6-7
12	Disposal of surplus funds at sub-offices	7
13	Supply of funds to sub-offices at treasury or sub-treasury or bank stations	7
14	Exchange of remittances between sub-offices in account with the same head office	7
15	Exchange of remittances between sub-offices under different head offices	8
16	Manner of exchanging remittances between sub-offices	8-9
17	Contents of account bag	9
18	S.O. slips	9
19	Remittance of cash	9-10
20	Supply of postage and other stamps	10
21	Remittances sent through the post	10-11
22	Remittances through special carriers	11-12
23	Supply of Indian postal orders	12
24	Adjustment of errors in account	12
25	S.B. Slips	12-13
26	Closing of account bags in the head office	13-14
27	Opening of account and cash bags in the sub-office	14
28	Preparation of S.O. daily transaction report	14-15
29	Preparation of daily accounts by a sub-office not in daily communication by post with its head office of account	15
30	Liabilities of sub-office	15-16
31	Details of remittances received and sent	16
32	Details of drawings from treasury/bank	16
33	Remarks in S.O. daily transaction reports	17
34	Requisition for postage and other (non-postal) stamps	17
35	Documents sent with S.O. daily transaction report	17-18
36	Contents of account bag	18
37	Remittances sent through the post	18
38	Closing of the account bag	19
39	Remittances through special carriers	19-20
40	Opening of account bags in the head office	20-21
41	Opening of cash bags in the head office	21
42	Check of account items in head office	22
43	Check in head office of remittances between sub-offices under the same head office	22-24
44	Sub-office e- money order journals and documents	24
45	Memo of Indian postal orders sold	24
46	List of S.B. Documents	24-25
47	Sub-office Post office certificate lists and documents	25
48	Parcel receipts submitted by sub offices	25
49	Adjustment of incorrect account items	25-26
50	Entries in the accounts of the head office of remittances received	26
51	Postage in transit from the head office to sub-offices, and cash and stamps in transit between the head office and its sub-office and between sub-offices in account with the head office	26
52	Maintenance of SO Daily Transactions Report	26
53	Examination of sub-office balances by head office	26-27
54	Action to be taken by head postmaster on irregularities in connection with sub-office balances	28
55	Receipt of S.P. M’s Monthly report	28
56	Contents of B.O. Bags	29-30
57	Mode of sending remittances to branch offices	30-31
58	B.O. slips	31-32
59	Closing of bags for branch offices	32
60	Contents of B.O. bags received	32-33
61	Opening of B.O. and cash bags	33
62	Check and disposal of cash remittances	33-34
63	Check of B.O. Daily transactions reports	34
64	Disposal of contents of B.O. bags	34-35
65	Disposal of V.P. articles receipts	35
66	Check of B.O. serial No.s	35
67	Adjustment of errors and irregularities	35-36
68	Stamps and cash in transit between the account office and its B. Os	36
69	Responsibility for accounts, cash etc.	36-37
69(A)	Roles and responsibilities of Postmaster in ATM (Automated Teller Machine) attached with their office	37
70	Verification of balances by sub-postmaster	37-38
71	Treasurer’s cash book	38
72	Custody of postage and other (non-postal) stamps, etc.	38
73	Disbursement of pay	38
74	Disposal of acquittance rolls	38-39
75	Payment of Travelling Allowances	39
76	Payment of contingent charges	39
77	Refund	39
78	Preparation of S.O. account	39-40
79	Checking balance of S.O. account	40-41
80	Preparation of S.P. Ms monthly report	41
81	Principles regulating the supply and disposal of funds	41-42
82	Authorised Balances	42-43
83	Treasury pass-book	43
84	Remittances to and drawings from, treasury or Bank	43-44
85	Purchase of postage stamps	44-45
86	Head Postmen	45-46
87	Knowledge of postal business	46
88	Supply of forms to be carried	46
89	Postman’s book	46-48
90	Addresses to be noted on articles	48
91	Damaged articles to be noticed	48
92	Receipts for articles issued for delivery	48-49
93	Book of receipts for intimations and notices delivered	49
94	Instructions for delivery	50
95	Realisation of postage before delivery	50
96	Receipts of addressees for registered articles delivered	51
97	Delivery to illiterate addressees	52
99	Delivery of insured articles addressed to minors	52
100	Payments of e-money orders	52-55
101	Payment of e-money orders by pay order	55
102	Money orders addressed to minors	55
103	Payment of e-money orders addressed to persons without hands or fingers	55
104	Payment of e-money orders and delivery of registered letters to lunatics	56
105	Responsibility for correct delivery of articles and payment of e- money orders	56-57
106	Loss of articles reported	57
107	Return of undelivered articles	57-58
108	Payment of postage and sums realised from addressees	58
109	Penalties for detaining articles	58
110	Penalties for neglect of duty	58
111	Details of Postman Mobile Application	58-59
112	Additional duties of postman	59
113	Duties of mail attendants	59-60
114	Attendance on railway platform	60
115	Employment of mail attendant as packers	60
116	Duties of letter-box attendants	60
117	Clearance of outside letter-boxes	60-61
118	Employment of letter-box attendants to carry mails	61
119	Duties of packers	61
120	Changing of date and other type and change of labels	62