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INSPECTION - BO

INSPECTION - BO

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Published by: K V Sridharan General Secretary P3 NFPE on Jan 14, 2010
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02/01/2013

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BRANCH POST OFFICE INSPECTIONQUESTIONNAIRE
INTRODUCTION :
Visited.................... GDSBO in account with.................... SO under.................HO. at................... AM/PM on................................ and stayed thereupto.................AM/PM for carrying out its annual Inspection. The lastinspection was carried out by Shri.................................................on..................During the period, Shri................................................worked as the BPM.Shri.................................................... is a regular appointed BPM and he hasfurnished requisite security and is having adequate solvency.The sanctioned establishment of the BO with the names of the in-cumbents holding posts is as follows :1. Sl. No.2. Designation3. Rate of allowance4. Name of incumbent5. Date of Birth6. Date of appointment.
1.
(i)Verify cash and stamp balances and the stock of money orderforms and record the results in the BO account, and also obtainthe signature of the BPM concerned below the result noted.(ii)Are the authorised balances adequate with reference to SavingsBank withdrawals, Money Order payments etc.(Rule 13 & 13b)
2.
(i)Check the balances of BO account for one day selected atrandom, bi-monthly, since the last inspection by comparison withthe balances including postage due on unpaid articles noted bythe Account Office on BO slips and see whether the entries againstheads (a) and (b) of the BO slips have been correctly transferredto the BO Account. If any alterations have been made in the balancesnoted by the Account Office in the BO slips, satisfy yourself that thecorrections made are genuine.(Rule 133 & 136)(ii)Check the last acknowledged BO balance by the Account Officeand verify the subsequent transactions of the BO to satisfy thatthe cash balance arrived at is correct.1
emIm S>mH$Ka {ZarjU àíZmdbr
n[aM`
............àYmZ S>mH$Ka Ho$ A§VJ©V.................... Cn S>mH$Ka Ho$ gmW boIm~Õ...............J«m_rU S>mH$godH$ emIm S>mH$Ka H$m {XZm§H$.................. H$mo ................~Oo nydm©h²Z/AnamôZ _| Xm¡am {H$`m Am¡a BgH$m dm{f©H$ {ZarjU H$aZo Ho$ {bE.........................~Oo nydm©h²Z/AnamôZVH$ dhm§ éHo$ Ÿ& A§{V_ {ZarjU lr...................................... ×mam.......................H$mo{H$`m J`m Wm Ÿ& Cg Ad{Y Ho$ Xm¡amZ lr............................................emIm nmoñQ>_mñQ>aHo$ ê$n _| H$m`©aV Wo Ÿ& lr.............................................. {Z`{_V Vm¡a na {Z`wº$ emImnmoñQ>_mñQ>a h¢ Ÿ& CÝhm|Zo Ano{jV O_mZV am{e O_m H$s hþB© h¡ Am¡a do Am{W©H$ Ñ{ï> go n`m©á gwÑ‹T> h¢ Ÿ&emIm S>mH$Ka H$s g§ñdrH¥$V g§ñWmnZm _| {ZåZ{b{IV nX Am¡a CZ na V¡ZmV ì`{º$`m| Ho$ Zm_Bg n«H$ma h¢ :-
1.
H«$_ g§.
2.
nXZm_
3.
^Îmo H$s Xa
4.
nXYmaH$ H$m Zm_
5.
OÝ_-{V{W
6.
{Z`w{º$ H$s {V{W Ÿ&
1.
(i)
ZH$Xr Am¡a S>mH$-{Q>H$Q>m| VWm _ZrAmS>©a \$m_m] Ho$ ñQ>mH$ H$mo gË`m{nV H$a| Am¡a Cgo emImS>mH$Ka Ho$ ImVo _| [aH$mS>© H$a| VWm BgHo$ ZrMo g§~§{YV emIm nmoñQ>_mñQ>a Ho$ hñVmja H$adm b| Ÿ&
(ii)
Š`m ~MV ~¢H$ AmhaUm|, _ZrAmS>©a ^wJVmZm| Am{X Ho$ g§X^© _| àm{YH¥$V eof n`m©á h¢ Ÿ&({Z`_
13
Ed§
13
-I Ÿ)
2.
(i)
emIm S>mH$Ka n{M©`m| na boIm H$m`m©b` Ûmam ZmoQ> {H$E JE AZwgma AXÎm S>mH$ _Xm| na Xo`S>mH$ ewëH$ g{hV eof Ho$ gmW VwbZm H$aHo$ {nN>bo {ZarjU Ho$ ~mX Xmo _hrZo _| H$moB© ^r EH${XZ MwZH$a emIm S>mH$Ka boIm Ho$ eof H$s Om§M H$a| Am¡a XoI| {H$ Š`m emIm S>mH$Ka n{M©`m|Ho$ erf© (H$) VWm (I) Ho$ g_j Xr à{d{ï>`m| H$mo R>rH$ T>§J go emIm S>mH$Ka boIm _| A§V[aVH$a {X`m J`m h¡ Ÿ& `{X emIm S>mH$Ka n{M©`m| _| boIm H$m`m©b` Ûmam ZmoQ> {H$E JE ~H$m`m _| H$moB© n[adV©Z {H$E JE h¢ Vmo Bg ~mV H$s g§Vw{ï> H$a b| {H$ {H$E JE g§emoYZ ghr h¢({Z`_
133
Am¡a
136
) Ÿ&
(ii)
boIm H$m`m©b` Ûmam A§{V_ àmá emIm S>mH$Ka ~H$m`m H$s Om§M H$a| Am¡a emIm S>mH$KaÛmam CgHo$ níMmV {H$E JE boZ-XoZm| H$mo gË`m{nV H$a| Vm{H$ Bg ~mV H$s g§Vw{ï> hmo OmE{H$ àmá amoH$‹S> eof ghr h¢ Ÿ&
1
 
3.
A§{V_ {ZarjU Ho$ ~mX Ho$ emIm S>mH$Ka boIm H$s Om§M H$a| Am¡a XoI| {H$ emIm nmoñQ>_mñQ>a ZoAZmdí`H$ hr A{YH$ ZH$Xr amoHo$ Zht aIr Ÿ& Om§M H$a| {H$ Š`m boIm H$m`m©b` Ho$ gmW ZH$Xr Ho$ boZ-XoZH$s ì`dñWm g§VmofOZH$ h¡ Ÿ& gmW hr {Z{Y`m| H$s H$_r Ho$ H$maU _ZrAmS>©am|, ~MV ~¢H$ AmhaUm| Am{X Ho$^wJVmZ _| {db§~ Ho$ _m_bm| H$mo ^r [aH$mS>© H$a| Ÿ&({Z`_
136 (2)
)
4.
emIm S>mH$Ka agrX (E_ Eg-
87)
(H$) H$s Om§M H$a| Ÿ& XoI| {H$ Š`m boIm H$m`m©b` ÛmamImbr agrX nwpñVH$m (E_ Eg-
87)
(H$) H$m Amdí`H$ Om§M à_mUnÌ n¥ð>m§{H$V {H$`m J`m h¡ Ÿ& A§{V_{ZarjU Ho$ ~mX Omar emIm S>mH$Ka agrX (E_ Eg-
87)
(H$) H$s Om§M H$a| Ÿ& Omar agrXm| H$s g§»`mH$m C„oI H$a| Ÿ& Bg ~mV H$s g§Vw{ï> H$a b| {H$ Aà`wº$ agrX| R>rH$ go aIr h¢ Ÿ& boIm H$m`m©b` Ho$ ÛmamgË`mnZ {H$E OmZo Ho$ {bE {ZarjU H$s VmarI VH$ Omar agrXm| H$m C„oI H$a| Ÿ&({Z`_
22
)
5.
(i)
{ZarjU àm{YH$mar H$mo àË`oH$ {V_mhr _| EH$ {XZ Bg ~mV H$s Om§M H$aZr Mm{hE {H$ Š`m^wJVmZ Ho$ {bE àmá _ZrAmS>©am| H$m ^wJVmZ VWm {dVaU Ho$ {bE àmá dr.nr. _Xm| H$m {dVaUg_w{MV T>§J go hmo ahm h¡ Ÿ& Bg ~mV H$s ^r Om§M H$a| {H$ Ohm§ Ano{jV h¡ Š`m dhm§ {db§{~VewëH$ {b`m Om ahm h¡ Am¡a g§~§{YV dr.nr. _Xm| Ho$ g_j g§JV {ddaU H$mo emIm S>mH$KaX¡{ZH$s _| {bIm J`m h¡ Ÿ&
(ii)
Om§M H$a| {H$ Š`m ^wJVmZ Ho$ {bE àmá _ZrAmS>©am| H$m C{MV T>§J go ^wJVmZ hmoVm h¡ Ÿ&
(iii)
CZ _Xm| H$s Om§M H$a| Omo emIm S>mH$Ka _| O_m h¢ {H$ do AÀN>r hmbV _| h¢ Am¡a CÝh| A_mÝ`T>§J go Zht aIm J`m h¡ Ÿ&({Z`_
123)
6.
n[adhZ ì`dñWm, boIm H$m`m©b` go Xyar Am¡a emIm S>mH$Ka Ho$ H$m`©^ma H$mo Ü`mZ _| aIVo hþEemIm S>mH$Ka Ho$ H$m_ Ho$ K§Q>m|, S>mH$ H$s àm{á Am¡a àofU VWm {dVaU Ho$ g_` H$s g_rjm H$a| Ÿ&({Z`_
5
)
7.
(i)
S>mH$Ka H$s nÌ-noQ>r Ho$ Abmdm emIm S>mH$Ka go g§~Õ {H$VZr nÌ-no{Q>`m§ h¢ (H$)emIm S>mH$Ka Jm§dm| _| (I) g§~Õ Jm§dm| _|, C„oI H$a| {H$ Š`m nÌ-no{Q>`m§ a§J H$s hþB©VWm AÀN>r hmbV _| h¢ Ÿ& Š`m ~mha H$s nÌ-no{Q>`m| _| Ky_Zo dmbr g_` nÅ>r bJrhþB© h¡ Ÿ&
(ii)
Š`m CZ_| go {Z`{_V g_` na S>mH$ {ZH$mbr OmVr h¡ Am¡a S>mH$ {ZH$mbZo H$m g_`Cnw`º$ h¡ Ÿ&
2
3.
Examine the BO Account since the last inspection to see that the BPMhas not unnecessarily retained excess cash. Examine whether thearrangements for exchange of cash with the Account Office aresatisfactory and record instances of delay in payment of Money Orders,Savings Bank withdrawals etc. for want of funds.(Rule 136 (2))
4.
Check the BO receipt (MS-87)(a). See whether necessary certificateof having checked the blank receipt book (MS-87)(a) has beenendorsed by Account office. Check BO receipts (MS-87)(a) issued since lastinspection. Mention No. of receipts issued. Satisfy yourself that unusedreceipts are intact. Mention receipts issued till date of inspection forverification of Account Office.(Rule 22)
5.
(i)The inspecting authority should also check for one day in eachquarter whether MOs received for payment and VP articlesreceived for delivery are paid/delivered promptly and check whetherdemurrage fees are being charged when required and relevantparticulars have been noted in BO journal against the VP articleconcerned.(ii)To check whether MOs received for payment are paid promptly.(iii)To check the articles which are in deposit to see that these are ingood condition and have not been unduly withheld.(Rule 123)
6.
Review the hours of business of the BO, hours of receipt, despatch ofmails and hours of delivery, keeping in view mode of transport,distance from Account Office and workload of the BO.(Rule 5)
7.
(i)Apart from the office letter box, how many letter boxes areattached to the BO (a) in the BO villages (b) in the attachedvillages, State whether the LBs have been painted and are ingood condition. Are the outside letter boxes provided withmoveable hour plates ?(ii)Are they cleared punctually and are the timings of clearancesuitable.2
 
(iii)See whether mails cleared from LBs and those received missentare properly included in the despatch of the day. If it is not so,please revise the duties of the BPM. GDSMD / MC to ensure thedespatch of mails on the same day. Similarly, in the case ofdespatch of mails through GDSMC, action should be taken to en-sure the despatch of the day’s mails on the same day.(Rule 59 with notes 1 to 7)
8.
(i)(a)Examine the contents of BO bag received on the day ofinspection and comment on articles (MO/RL/Ordinary letters)received in the BO bag with transit norms D+1, D+2, D+3, D+4investigate cause of delay, if any and suggest improvement in mailarrangements.(b)Compare traffic with latest enumeration returns.(c)Also mention designation of officers to whom test letters havebeen posted.(Rule 125)(ii)Are the registered and unregistered articles posted in the BO meantfor delivery through the BO being disposed of without routing themthrough the AO (No. of such registered articles should be enteredin BO daily account)
9.
(i)Examine BO journal and see that the same is maintained as perprescribed procedure and the articles are made to delivery agentsproperly in accordance with prescribed procedure.(ii)See that delivery agents have been authorised to carry stamps / stationery for public use. Also check the postman book (MS-27)and visit book (MS-87) of GDSMD to see that the same arecorrectly maintained.(Rules 16, 103, 106 & 123)
10.
(a)Examine the Daily account and other contents of the BO bag madeready for despatch. Are the articles properly stamped before theirinclusion in the bag ? Is the cash bag locked / sealed / and weighedproperly and weight noted on the relevant records ?(Rule 129)(b)Whether any change is required in the accounts / delivery jurisdiction of the BO.3(iii)
XoI| {H$ Š`m nÌ-no{Q>`m| _| go {ZH$mbr JB© S>mH$ Am¡a JbV OJh na ^oOZo Ho$ H$maU àmáS>mH$ H$mo {Xdg Ho$ àofU _| em{_b {H$`m OmVm h¡ Ÿ& `{X Eogm Zht hmoVm h¡, Vmo Cgr {XZ S>mH$H$m àofU gw{ZpíMV H$aZo Ho$ {bE J«m_rU S>mH$godH$ S>mH$ {dVaH$/S>mH$ dmhH$ Ho$ H$m`m] H$mog§emo{YV H$a| Ÿ& Bgr àH$ma J«m_rU S>mH$godH$ S>mH$ dmhH$ Ho$ _mÜ`_ go S>mH$ Ho$ àofU Ho$ _m_bo _| ^r {H$gr ^r {Xdg H$s S>mH$ H$m Cgr {XZ àofU gw{ZpíMV H$aZo Ho$ {bE H$ma©dmB©H$s OmZr Mm{hE Ÿ&({Z`_
59
- {Q>ßnUr
1
go
7
VH$ g{hV)
8.
(i)
(H$){ZarjU H$s VmarI H$mo àmá emIm S>mH$Ka W¡bo H$s A§Vd©ñVw H$s Om§M H$a| VWmQ´>m§{OQ> _mZH$ S>r
+1
, S>r
+2
, S>r
+3
, S>r
+4
Ho$ g§X^© _| emIm S>mH$Ka W¡bo _| àmá _Xm|(_ZrAmS>©a/n§OrH¥$V nÌ/gmYmaU nÌ) na {Q>ßnUr H$a|, {db§~ hmoZo na CgHo$ H$maUm|H$s Om§M H$a| Am¡a S>mH$ à~§YZ _| gwYma bmZo Ho$ {bE gwPmd X| Ÿ&(I)A§{V_ àñVwV {ddaU Ho$ gmW n[a`mV H$s VwbZm H$a| Ÿ&(J)CZ A{YH$m[a`m| Ho$ nXZm_m| H$m C„oI H$a| {OÝh| narjU nÌ (Q>¡ñQ> b¡Q>a) ^oOo JE WoŸ &({Z`_
125
)
(ii)
Š`m emIm S>mH$Ka Ho$ _mÜ`_ go {dVaU Ho$ {bE emIm S>mH$Ka _| S>mH$ go ^oOr n§OrH¥$V Am¡aJ¡a-n§OrH¥$V _Xm| H$m boIm H$m`m©b` Ho$ _mÜ`_ Ho$ {~Zm {ZnQ>mZ H$a {X`m J`m h¡ (BZn§OrH¥$V _Xm| H$s emIm S>mH$Ka Ho$ X¡{ZH$ boIm _| à{d{ï> hmoZr Mm{hE) Ÿ&
9.
(i)
emIm S>mH$Ka X¡{ZH$s H$s Om§M H$a| Am¡a XoI| {H$ Bgo {ZYm©[aV à{H«$`m Ho$ AZwgma aIm OmVmh¡ VWm {dVaU EO|Q>m| H$mo {ZYm©[aV à{H«$`m Ho$ AZwgma g_w{MV T>§J go _X| Xr OmVr h¢ Ÿ&
(ii)
XoI| {H$ {dVaU EO|Q> H$mo OZgmYmaU Ho$ à`moJ Ho$ {bE S>mH$-{Q>H$Q>/boIZ gm_J«r ~oMZoHo$ {bE àm{YH¥$V {H$`m J`m h¡ Ÿ& nmoñQ>_¡Z ~wH$ (E_.Eg.-
87)
Am¡a J«m_rU S>mH godH$S>mH$ {dVaH$ H$s {d{OQ> ~wH$ (E_.Eg.-
87)
H$s Om§M H$a| VWm XoI| {H$ BZH$m R>rH$ goaI-aImd {H$`m OmVm h¡ Ÿ&({Z`_
16, 103, 106
Am¡a
123)
10.
(
H$
)
X¡{ZH$ boIm Am¡a àofU Ho$ {bE V¡`ma {H$E JE emIm S>mH$Ka Ho$ W¡bo H$s AÝ` A§Vd©ñVwAm| H$s^r Om§M H$a§o Ÿ& Š`m W¡bo _| S>mbZo go nhbo BZ _Xm| na C{MV S>mH$-{Q>H$Q> bJo h¢ ? Š`m ZH$XrW¡bm Vmbm/grb~§X h¡ Am¡a C{MV T>§J go dOZ H$aHo$ Cgo g§JV [aH$mS>© _| XO© H$a {b`mJ`m h¡ Ÿ&({Z`_
129
)
(
I
)
Š`m emIm S>mH$Ka Ho$ boIm/{dVaU joÌm{YH$ma _| n[adV©Z Ano{jV h¡ Ÿ&
3

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