14 (i) 1 and 2 Central Base Post Offices of Army Postal Service (APS) are Head Post Offices. They will follow the same procedure as laid down in paras (1) to (11). Field Post Offices of APS are sub offices in connection with their Head Offices, namely, No. 112 Central base Post Offices. These Field Post Offices will follow the same procedure laid down in para (12).
(ii) When documents are received from Field/Army Post Offices vide para (13) above, the transferring Head Office will follow the same procedure as laid down in para (13) except that the pass book will also be sent to the transferee Head Office under intimation to the Field/Army Post Office concerned.
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Opening of an account received on transfer from another HO or from a branch office/sub office in account with another HO
54. (1) Procedure in Head Office :- (i) On receipt of the advice of transfer together with the application for transfer and other documents, the Postmaster should see that the advice of transfer is marked “Original”, that it is complete in all respects and bears the impression of the oblong money order stamp of the transferring Head Office and also the signature of the official-in-charge of the Savings Bank Control Organisation of the transferring Head Office with designation stamp. It should then be got date stamped on the date of its receipt.
Note :- It should be seen that the Advice of Transfer bears the indication “Original” at the top right hand corner either by print or by means of a rubber stamp. No account should be opened on transfer on the basis of an advice of transfer marked “Duplicate” in print.
(ii) The Postmaster will transfer the documents to the Miscellaneous Assistant who will enter the details of the advice of transfer in the register of advices of transfer received and disposed of to be maintained in the form given. He should transfer the documents to the ledger Assistant concerned after entries are made in the register. After the account is opened in the Head Office an intimation of opening the account will be sent by the ledger Assistant to the transferring Head Office. At the end of each day the ledger Assistant should give a memo noting the number of advice of transfer, account number allotted with date and the date of sending intimation to the transferring Head Office to the Miscellaneous Assistant who will note the particulars against the concerned account in the register of advices of transfer received and disposed of. The memos will be filed in monthly bundles for each ledger Assistant. The register will be checked by the supervisor daily in order to ensure that it is written up and maintained up-to-date. He will put his dated signature below the entries of the day in the remarks column of the register in token of having carried out 'the check. The register should be reviewed once a week by the Postmaster personally to ensure that the accounts are opened promptly and intimations are sent to the sub/branch offices where necessary and to transferring Head Office without delay.
Note : Separate registers for advices of transfer received should be maintained in respect of each type of account in big head offices. In other head offices separate pages for each type of account may be allotted in the same register.
(iii) The account should then be opened by the ledger Assistant in the name of the depositor. The next number available in the index to ledger cards should be assigned to the account. The remark “Account No.... . . . of. . .. .SO under ... HO received on transfer vide A/T No.. . . dated . . . should be given in red ink in the remarks column of the index to ledger cards and in the space for “Other particulars” in the ledger card. The balance transferred as shown in the advice of transfer should be entered in the ledger card as a deposit against the words “Account opened for Rs. . . .” and against the date on which date account is opened. Interest for the previous year or years found noted on the advice of transfer by the transferring head office will be copied in the remarks column of the ledger card. The total of the IBBs for
the current year upto the end of the month prior to the month of transfer and IBB for the month of transfer should be noted in the column of IBB and remarks column respectively of the ledger card. Any other particulars relating to the account that may have been noted by the transferring Head Office in advice of transfer should be copied on the ledger card or other documents in the manner prescribed for such entry. If information on any point is found wanting, it should be obtained at once from the transferring Head Office. In case there is a nomination, action should be taken as prescribed in Rule 22(3).
Note l :- In the case of accounts received on transfer from Army/Field Post Office, the pass book will also be received with the advice of transfer. After making necessary entries relating to opening of the account, the pass book should be returned to the Army/Field Post Office for delivery to the depositor.
Note 2 :- In the case of accounts received on transfer after the 31st March, it should be seen whether the account was transferred before the 16th March and if so, the date 31st March will be noted over the actual date of opening of the account on transfer in the ledger card. (e.g. if an account has been transferred from Head Office ‘X’ on 14.3.1992 and is opened in the Head Office ‘Y’ on 3.4.1992 the date of opening will be noted by the head office ‘Y’ as 31.3.1992. A separate transfer journal will be prepared for such accounts showing the
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Date
The annual interest due should also be
calculated and added to the balance at the credit of the account after it has been opened. Care should be taken to see that such accounts are included in the interest statement.
March supplementary
Actual date of opening
(2) An entry of the transfer should be made in the journal of savings bank account opened on transfer (SB-2(b) on the date the account is opened. The journal will be prepared in duplicate. The daily and progressive totals upto the end of the day should be shown in both the copies of the Journal at the end of the day. Separate journals will be prepared for home transfers and foreign transfers. The words “Home Transfer” and “Foreign Transfer”, as the case may be, should be written prominently at the top of the journals. A rubber stamp as per specimen given in Note below Rule 53(3) should be affixed on the foreign transfer journals to facilitate their sorting in the Central Pairing office.
(3) The ledger assistant should prepare an application card (SB-3) if one does not accompany the advice of transfer, fill in the required particulars from the advice of transfer and note the number of the account in the transfer application. He should then cut out the specimen signature from the application for transfer, date stamp it and paste the same in the application card in the space provided for the depositor’s signature and get the card countersigned by the Postmaster. If the application form (SB-3) had accompanied the advice of transfer, the new account number and the revised address of the depositor should be noted on the application card. If the depositor is illiterate, his thumb impression should be cut out from the application for transfer and pasted in the application card after making the note “Depositor Illiterate” under the signature of the Postmaster on the application card. In case there is a remark in the application for transfer that the “Signature does not agree” as suitable remark should be made in the ledger card that withdrawals should not be permitted in the account till the depositor produces proper identification. This remark should be cancelled as soon as the first withdrawal is allowed.
If the specimen signature in the transfer application form has not agreed with the signature on the application form, the Postmaster of the transferring office should have attested the signature in the transfer
application. The Ledger Assistant should in that case cut out the attested specimen signature from the transfer application form paste it on the application card/form (SB-3) received with the advice of transfer and get the card/form countersigned by Postmaster.
(4) the entries in the advice of transfer, application form (SB-3), application for transfer, ledger card and the journal of SB accounts opened on transfer (SB-2(b) should be checked by the Postmaster who should then fill in the particulars in the intimation portion of the advice of transfer. After signing the intimation portion, the Postmaster should send the advice of transfer with the application for transfer ledger card and the Journal of SB accounts opened on transfer to the Control Organisation for check. The official-in-charge of the Control Organisation will scrutinize the documents, sign in the prescribed column of the transfer journal, countersign the intimation portion in the advice of transfer under his designation stamp and return the documents to the SB Branch. The application card/form should be placed in the card index cabinet. The pencil copy of the transfer journal alongwith advice of transfer should be transferred to the Control Organisation along with the day’s return. The application of transfer should be filed with the office copy of the relevant transfer journal. The intimation portion of the advice of transfer should be detached by the ledger assistant and despatched to the Postmaster of transferring Head Office by ordinary post. A remark “Intimation sent to Postmaster ………. On …………” will be made in the remarks column in the ledger card under the signature of the ledger assistant. If any nomination has been made in the account, the particulars should be noted in the nomination register. The serial number of the entry in the register should be noted in the ledger card and in the pass book when it is presented for any transaction. At the end of each day the ledger assistant should give a memo noting the number of advice of transfer account number allotted and the date of sending intimation to the transferring Head Office to the Miscellaneous Assistant for noting the particulars in the register of advice of transfer received and disposed of.
(5) When the pass book is presented by the depositor subsequently, the words “Account opened for Rs………… (amount)” should be written below the closing entry made by the office from which it has been transferred and the balance transferred should be entered as deposit. If the last balance in the
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pass book does not agree with the balance shown as transferred in the ledger card, the difference will be the interest for previous year/years which would be found noted in the remarks column of the ledger card separately for each year. These entries will be copied by the ledger assistant in the pass book below the opening entry and final balance struck which should agree with the balance shown as transferred in the ledger card. All the entries will be date stamped, initialed and the pass book retuned to the depositor. A remark “Opening entries of transfer made in the pass book on ………” should be made in the remarks column of the ledger card.
(6) The office receiving the account on transfer whether a head or sub or branch post office should given an intimation in writing to the depositor about the receipt of the account on transfer, within one month of the transfer being effected if the depositor does not get the account opened at the new office within that time. A note that the intimation has been sent should be made in the ledger card or the ledger or the SB journal as the case may be.
TRANSFER OF ACCOUNTS FROM OTHER HOs – PROCEDURE TO BE FOLLOWED IN THE H.O. WHEN THE ACCOUNT IS TO BE TRANSFERRED TO AN E.D. SUB OFFICE OR B.O. IN