Format of IR

8/8/2019 Format of IR

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IR/ _________________________ /2010

Carried out Annual Inspection of _________j BO in account with ____________

SO under Rajouri H.O on 24.07.2010. The office was last inspected by Shri Vijay

Kumar SDI(P) on 26.11.2009. Shri Rattan Lal is working as GDS BPM since DLI.

1.1 Sanctioned establishment of the BO with the names of incumbents holding posts is as

under: -

S.No. Designation Name of

Incumbents

Date of

Birth

Date of

Appointment

Rate of

Allowance

Community

1. GDSBPM

1.2 Abranch Divisional Office will verify service particulars of the incumbents.

1.3 PM Rajouri will verify if F.G Bond of the GDS BPM is on record and current.

2. Verified cash and stamps balance of the BO with satisfactory results. Accounts Office

to further verify.

2.1 Against availability of cash, there was no liability as no MO or SB withdrawal waspending to be paid.

2.2) GDS BPM was instructed to remit surplus cash Rs 2000/- to A.O. A.O will

confirm.

2.3 Memo of Authorized balances issued was on record which needs to be revised.E

branch Divisional office to issue afresh MAB with the following balances as proposedvide para 05 of IR for the year 2009.

Cash Max-Rs 2000/-Min-Rs 500/-

Postage stamps- Rs 1000/-

Cash in Hand Postage Stamps Revenue Stamps Total


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3) Checked the balances of BO Account for the following dates selected at random, bio-

monthly, since last inspection by comparison with the balances noted by the account

office on BO slips with satisfactory results.

Date of BO

Account

Date of BO

Slip

Balance

As per BO

Balance

As per HO

Results

3.1 Examination of BO Account revealed that BPM has retained excess cash without anyliability with him on some occasions. He was instructed on spot to put an end to this

practice in future. He should send excess cash to the Account office regularly to keep hisoffice balance within the authorized limit. Account office will also keep a watch over theretention of cash in the BO and keep the BPM informed of the consequences of such

practice.

3.2 LC Bag is available with the BPM. He should ensure that the same is exchangedregularly, even if there is no remittance from BO. BPM to take note of it.

3.4 Following remittances made to Account office by the BPM were examined with

satisfactory results. Account office to verify.

4) Checked MS-87 (a) Preliminary Receipts used for issue of Money orders. Thefollowing receipts were found issued since DLI.

Date Remittance Date Remittance Date Remittance


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R.No. to in duplicate were found blank and intact A.O. to

confirm.

4.1 Credits were checked with satisfactory results.

4.2 Certificate in token of having checked MS-87 (a) before supply to BO was not foundrecorded/endorsed on the Receipt Book. Account office to ensure that certificate

invariably be given whenever any Receipt Book is supplied to the BO in future.

5) VP articles received were found properly delivered and VP amount realized.

Following VPs were examined with satisfactory results.

5.1 No article was found in deposit on the date of inspection. Articles in deposit in goodcondition and have not been unduly withheld.

5.2 Money orders received for payments are paid promptly. Test checked payments in

respect of following MOs paid with reference to BO journal & BO account with theresult noted below.

R.No. Dated Amount Last Receipt Dated Amount

Date of

Receipt

Particulars

of VP

Office of

Issue

Amount VP delivered on


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6) Working hours of BO are to hours and to

hours. Mail is exchanged through up to Account office. Mail is

received at hours and dispatched at hours. No change isrequired in the mail arrangement of the BO.

6.1 The BO functions as transit BO for

7) Two Letter Boxes are installed in the BO and the same are cleared at before

hours. Before dispatch of mails to Account office.

7.1 The Letter Box is cleared punctually, with suitable timings of clearance and mails

included for dispatch on the same day.

8) The registered and unregistered articles posted in the BO and meant for deliverythrough the BO itself are reportedly not routed to through Account office and disposed of

in the BO itself.

8.1 Examined the BO bag received on the date of inspection and found articles with

transit norms ____________________________________.

8.2 Posted Test letter to ___________________________________.

9) Examined BO Journal and found the same properly maintained.

9.1 The Delivery Agents have been authorized to carry stamps/ stationary for public use.

Examined Postman Book (MS-27) and Visit Book (MS-87) of GDS MD and found the

same correctly maintained.

10) Examined the Daily account and other contents of the BO bag made ready fordispatch with satisfactory results. BPM was found habitual of sending loose BO bag to

the Account Office. He was instructed on spot to put an end to this practice henceforth

with. He must ensure that BO bag is closed for Account office. Account Office to keepwatch over it.

10.1 No change is required in the accounts and delivery jurisdiction of the BO.


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11) Checked SB-26 Preliminary Receipt Books issued since DLI. Following Receipts

were found issued.

R.No. to in Triplicate were found blank and intact. AO to

verify.

12) Separate specimen Signature Book has been maintained for each category of SB

Accounts ( ) in a single SS Book. SS Book was found maintained.

12.1 Separate Journals for SB/RD/TD were found maintained by the BPM.

12.2 The BPM has opened SB Accounts, RD Accounts andTD Accounts since DLI.

13) Examined SB-28 book regarding Depositors receipts issued since DLI. Book No.was in use in the BO. R.No. dated to R.No. Dated

were found issued. R.No. to in duplicate were

blank and intact. AO to verify. Depositors copy of Receipt No.

__________________________________ was not on record.

13.1 Depositors signatures were not found obtained in respect of R.No. And. BPM will obtain the same and keep this document up-to-date.

14) Checked totals of deposits and withdrawals with reference to SB/RD/TD Journals and

with corresponding entries in BO Account and balances of those dates acknowledged by

the Accounts Office with satisfactory results. AO to further confirm.

Book No. R.No. Dated Amount Last Receipt Dated Amount


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Date SB Date

Deposit Withdrawal Deposit Withdrawal

15) No undelivered Pass books were found in deposit with the BPM. 15-i Balances of

following passbooks obtained from the depositors for inspection work were verified with

BO record with satisfactory results.

Account Office to further Verify.

Category Date Deposit Withdrawal

Category SB

Account No. Deposit Withdrawal Balance Date of Last Transaction


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16) Interest for the year to was not found

posted in the SB Pass Books. BPM was, however, asked to collect all SB Pass books and

forward them to the Account office for verification of balances and posting of interest.

17) Commission on net SB deposits was reportedly never claimed by the BPM. However,he has received commission on TD deposits.

17.1 The BPM has not been authorized to transact certificated business.

18) The BO is not authorized to make pension payments.

18.1 Checked register maintained for recording RPLI transactions and the same was

found maintained by the BPM. Following Receipts were found issued from PLI-2

Receipt Book since DLI.

R.No. to in triplicate was found blank and intact.Account office to further confirm.

18.2 Premium collected was found duly accounted for in Govt. Accounts. Credits were

checked with satisfactory results. AO to further confirm.

Book No. R.No. Date Premium Last Receipt Date Premium

Date RPLI Credits Date RPLI Deposit


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18.3 Test checked the entries in following Premium receipt books w.r.to RPLI register,

receipt book (PLI-2) and BO account with satisfactory results. Account office to verify.

Policy No. Name Rate of

Premium

Date Amount R.No. Dated

R-JK-EA-

R-JK-EA-

R-JK-EA-

R-JK-EA-

R-JK-EA-

18.4 The RPLI premium accepted in the BO is not properly shown in PLI-2 Receipts by

the BPM. A Lump entry is made in the PLI-2 Receipt and interest taken on late premiums

is not shown separately. Similarly, late premiums are not shown in the columnsprescribed for the purpose. BPM was instructed on spot.

18.5 BPM is fully conversant with the RPLI Rulings/instructions and takes interest in the

business procurement.

19) NO PCO facility has been provided in the BO.

20) Work Load of BO is not enough to examine up gradation of this BO.

20) Area Mail overseer has last visited BO on and thereafter he has not

paid any visit to the BO. ASPOs/SDI will obtain explanation of the AreaMail overseer and forward the same to Divisional office.

.22) No item of stock has been received in this BO since DLI.


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22.1 Forms of all types were found available in the BO.

23) No old record was found available sufficient with BPM for disposal. 1 to be neededout during Inspection.

24) Complaint and suggestion ha been maintained. Village Sorting List, Route List andBeat Map, Book of Postmarks and Error Book were also available at BO.

25) No action is pending on any Para of the Previous IR except those repeated above.

26) Para-wise compliance in respect of all forgoing Para should be furnished within 10

days of receipt of the IR Positively.

Supdt. Of Posts offices

Rajouri Division

Rajouri 185131

Copy to: -

(1-2): - The SPOs Rajouri(3): - GDS BPM

(4): - ASPOs Sub-Division / SDI (P)

(5): - Office Copy


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