Postal Manual Volume VI part III ( Provisional) issued by Department of Post: View/Download
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 |
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