Ministry of Communications and IT has issued
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
Ministry of Communication & IT
Department of Posts
Dak Bhawan, Sansad Marg,
New Delhi-110001.
Date: 18.06.2015
New Delhi-110001.
Date: 18.06.2015
To
All Heads of Circles/Regions
Addl. Director General APS, New Delhi.
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)
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.
SB 8/2014 – : Clarification on process of transfer,
closure, re-investment, payment of interest/maturity value of
MIS/RD/SCSS/TD/PPF/Certificates in CBS Post Office
Source:www.gconnect.in