Clarifications on different scenarios being faced or likely to be faced by Post Offices after implementations of CBS
SB Order No. 7/2015
Government of India
Ministry of Communication & IT
Department of Posts
Dak Bhawan, Sansad Marg,
New Delhi-110001.
Date: 18.06.2015
To
All Heads of Circles/Regions
Addl. Director General APS, New Delhi.
Subject- Clarifications on different scenarios being faced or likely to be faced by Post Offices after implementations of CBS.
Sir/ Madam.
The undersigned is directed to refer to this office letter of even number dated 06.08.2014 (SB Order No.8/2014) & 14.08.2014 (Addendum to SB Order No. 8/2014) on the subject.
2. The competent authority has reviewed the process of all the 14
scenarios circulated vide above reference in the light of roll out of
CBS HOs and 1790 SOs across the country as well as change in the process
of Circle Processing Centres (CPC). Process mentioned in the scenario
No. 2,3,5,6,10,11 and 14 have been revised. Revised process pertaining
to these scenarios is attached as ANNEXURE with this letter. This will
supersede the process circulated vide SB Order No. 8/1014 and Addendum to SB Order No.8/2014
3. This may kindly be circulated to all post offices for guidance and necessary action.
Yours faithfully,
(Kawal Jit Singh)
AD (SB-II)
ANNEXURE
Revised procedure to be followed in ease of following scenarios which will supersede the existing procedure.
2.Scenario:- When a Certificate holder
attends any CBS Post Office to encash certificates either on maturity or
for premature closure where certificates were purchased from other CBS
Post Office.
The Counter PA should first go to HACLI and see that Certificates are
genuine and stand in Finacle. He/She will verify signatures of the
holder(s) on the certificates with that available in Finacle. Once, it
is confirmed from the signatures that holder is genuine, holder should
be asked to fill NC-32 and give fresh ID as well as Address Proof and
Mobile number. After proper verification of KYC documents. Certificates
first be transferred IN by using HACXFSOL. Customer’s new address and
mobile number should be entered through account modification menu and it
should be verified by Supervisor. Then payment should be mode by
crossed cheque or credit to savings account. Payment should not be made by cash in any case.
An intimation of Transfer/Discharge should be sent to the office of
issue by service registered post which will make Transfer/Discharge
entry in the Purchase Application (in case of old certificates) or AOF.
NC-32 and KYC documents should he preserved in the CBS Post Office in a A4 size Ring Guard File.
3.Scenario:- When any claimant (In ease of death of holder) presents certificates issued by another CBS Office alongwith claim application form for payment or transfer to the claimant’s name.
In CBS environment claim form can be submitted at any CBS post office.
What such a claim is presented at any CBS post office. first of all.
user has to enter date of death in the CIF and supervisor has to verify.
Then procedure of settlement of deceased claim case has to be followed.
After sanction of claim. if claimant wants payment, procedure mentioned
in scenario 2 should be followed. If claimant wants to transfer of
certificates in his/her Mine. open new CIF in his/her name hosed on new
AOF (if no CIF is available in his/her name) and attach the existing
Certificates (Accounts) with new CIF. Name of holder can he changed
through menu HAALM.
In this case also, an intimation of Sanction of Claim/Transfer/Discharge
alongwith copy of sanction memo should be sent to the office of issue
by service registered post which will make Death/Transfer/Discharge
entry in the Purchase Application (in case old certificates) or AOF.
Claim Application Form and KYC documents of claimant and Account Opening
Form (AOF) should be preserved in the CBS Post Office. If certificates
are transferred in the name of claimant. KYC Form NB to be taken from
the claimant and sent to CPC of the office where claim is sanctioned CPC
will scan the Photograph and signature and attach the same with new
CIF.
3. Scenario:- When Account Holder of MlS/SCSS/TD scheme approaches any CBS Post Office for taking Interest or closing accounts.
The Counter PA should fast go to HACLI and see that Accounts) are
genuine and stand in Finacle. He/She will verify signatures of the
holder) on the withdrawal Form or Account Closure Form with that
available in Finacle. Once. it is continued from the signatures that
holder is genuine, payment of interest should be made to the account
holder as per process being followed for normal withdrawal. If account
closure is requested. take SB10(b) form, fresh ID as well as Address
Proof. After proper verification of KYC documents. Accounts(s) first to
be transferred IN by using HACXFSOL. Whenever any account is closed at
the office other than the office where account was opened. In any case.
payment should not be ade by cash and payment should either be made by
crossed cheque or credit to savings account (where required KYC
documents have been taken and signatures are available in the system)
only.
SB10(b) and fresh KYC documents obtained should be preserved in the CBS
Post Office where payment is made. An intimation of Transfer/Closure
should be sent to the office from where the account was transferred by
service registered post which will make Transfer/Closure entry in the
original AOF.
6.Scenario:- When any claimant presents
documents {or preferring claim (In case of death of depositor) in
respect of any MlS/SCSS/TD/RD/PPF accounts stand at another CBS Office
alongwith claim application form for payment or transfer of account
(RD/TD/SCSS) {only spouse}) in the name of claimant.
Death should be noted in the relewmt field in CIF of deceased depositor.
Follow the procedure laid down for settlement of deceased claim case.
After sanction of claim. follow the procedure mentioned in scenario 5
above. If claimant wants to transfer RD/TD/SCSS (only spouse) account in
his/her name. open new CIF (based on new Account Opening Form (AOF)} in
his/her name (if not already exists) and attach the existing Accounts
with new CIF. Name of holder can be changed through menu HAALM.
Claim Application Form and KYC documents of claimant or Account Opening
Form (AOF) should be preserved in the CBS Post Office and in case
account(s) is/are transferred in the name of claimant. KYC Form has to
be obtained and sent to CPC of the office where claim is sanctioned. CPC
will scan the Photograph and Signature and attach the same with new
CIF.
10.Scenario:- An account holder of a CBS
Post Office applies for transfer of account to any Non CBS Post Office
or any account holder of non-CBS post Office to a CBS Post Office.
Transfer of account from CBS Post Office to Non-CBS Post Office and vice
verse is not allowed. However, Postmaster or Sub Postmaster of SOIHO
where transfer of account is applied will go to DMCC Chennai website to
see list of CBS Post Offices and confirm that post office to which
transfer is applied is a CBS Office or not. If SO is completely manual
and unable to see the I'm. it will be the duty of HO that before issue
of AT, list should be consulted and if that post office is already in
the list of CBS Post Offices. AT should not be issued.
In case transfer is sought from CBS to a non CBS Post Office. Account
holder should be advised to select a nearby CBS Post Office (from the
list) and get account transferred or avail services of that CBS Post
Office
In case transfer is sought from a non CBS Post Office to a CBS Post
Office. account holder should be advised to get his/her account
transferred to a nearby non CBS Sub Post office.
11. Scenario:-Inter CBS Post office Transactions (INTERSOL TRANSACTIONS)
In CBS environment. transactions can be initiated in any CBS Post
Office. Any depositor of Savings. RD. TD. MIS. SCSS. PPF or Certificates
can initiate Financial Transactions at any CBS Post Office. Transaction
will appear in the Report No.19 i.e Common Counter Wise Transactions
Report-Inter Branch of the office where transaction is initiated Amount
of the transaction would also appear in Consolidation of the same
office. No transaction would appear in the office where
account/certificate stands. Extra care should be taken at the time of
such transactions. In respect of withdrawal from savings Account for
more than for Rs. 50,000.’- , it should be allowed only if signatures
are available in the system and are tallied In respect of accepting
deposits. no extra care is required to be taken. As regards, payment of
maturity value of MIS/RD/SCSS/TD/PPF/Certificates procedure given in the
relevant scenario should be followed.
Non Financial transaction like modification in account or ClF can be
made only the office where account stands and it should be supported by
documentary proof. In case of change in name or photograph or address,
fresh KYC Form (in duplicate) has to be obtained with documents and one
copy of KYC Form has to be sent to CPC for scanning of fresh photograph
or signature. Please ensure that all Financial or Non Financial
Transactions should be verified by Supervisor/89M at the same office
when initiated by PA.
14. Scenario:- A customer wants to do re-investment of matured amount in CBS post office.
In case. depositor wants re-investment from one scheme's maturity value
to another scheme. customer should be asked if he/she has a Savings
Account in any CBS Post Office. If yes, then signature in that account
available in the system should be tallied with the signature on the
Closure Form or Certificate & if not, customer should be asked to
open new savings account under the same CIF (fresh KYC documents and
Form should be taken if account/certificate matured belong to
pre-migration period). Customer should write on the receipt side of the
Account Closure Form or Certificate, the amount to be re-invested. name
of scheme and Savings Account number under his/her signatures. In case
of new AOF presented for re-investment. under the tiled "Mode of
Deposit”. He/she has to write savings account number. In such a case. no
separate withdrawal form is required to be given and this transaction
has to be treated as non-cash transaction for the purpose of eligibility
of commission to agents (if AOF contains detail of agent). Once
Postmaster/Sub Postmaster is sure about genuineness of the depositor
(from signatures/photograph/any other identification). total maturity
value+interest should be credited into that Savings Account and then
amount to be re-invested should be debited/withdrawn from this savings
account and credited/deposited in the concerned new account while
funding.
No re-investment should be accepted if customer does not have a savings
account in a CBS Post Office or customer is not ready to open new
savings account. in such a case, payment should be made by Postmaster
Cheque only.
