An overview of different Departments in PO

1.4.1

Different Departments in POs

• Sorting•Mail• Delivery• Deposit• Registration

1.4.2

Different Departments in POs

• Parcel• Money Order & IPO• Sub accounts• Cash (Treasury)• Savings Bank & Certificates• Accounts Branch

1.4.3

Sorting Department

• Collection of articles from counters, clearance of letter boxes, bulk mails, branch offices, postman returns

• Examination of the articles for correctness of the Postage paid

• Stamping of the articles • TD & NTD Sorting • Collection of registered bag from registration branch• Closing of mail bags to linked sorting office/hubs

1.4.4

Mails Department

• Work relating to dispatch, transmission and receipt of mails• Receipt of bags- examination – opening of TB – transfer of

bags received to concerned branches- preservation of mail list

• Dispatch of bags – receives closed bags from different branches –TBs to be closed whenever required - preparation of Mail List

• Making arrangements for transmission of bags• Accounting of bags• Mails PA should be thorough with the DM & SL of the office

1.4.5

Delivery Department

• Deals with delivery functionsa. Receipt of mail bag (MB) from mails PAb. Examination – opening – tying the tag labelc. Separation of letters for beats, post boxes, for taxing

(un paid, insufficiently paid and article with breach of condition) after stamping

d. Transfer of register bags to registration PA under acquittance

e instructions contained in “Book of Addressee’s Instructions” are communicated to the concerned postman

1.4.6

Deposit Department

• Deals with articles which are not delivered• Undelivered Articles will be in the custody of

Deposit PA• Poste restante articles (c/o Postmaster) will

also be in custody of Deposit PA• Maintains “Book of Addressee’s Instructions”

(Temporary Instructions and Permanent Instructions)

1.4.7

Registration Department

• Booking of Registered letters/VP Letter/Insured Letter/Insured VP Letter

• Preparation of RB/IB• Preparation of Registered List & Closing of Registered

Bag• Transfer of ‘R’ Bag to sorting branch• Receipt of ‘R’ Bag from delivery PA• Examination – Opening – checking of contents –

stamping- sorting - delivery through Postman• Maintenance of Registered Abstract

1.4.8

Parcel Departments

• Booking of Registered Parcel/VP Parcel/Insured Parcel/Insured VP Parcel

• Preparation of Insured Bag• Preparation of Parcel List & Closing of Parcel Bag• Transfer of ‘PL’ Bag to Mails branch• Receipt of ‘PL’ Bag from Mails PA• Examination – Opening – checking of contents –

stamping- sorting - delivery through Postman• Maintenance of Parcel Abstract

1.4.9

Money Order/IPO Department

• Booking of Money orders (eMO, VPMO, iMO etc)

• Sale of IPOs and Payment of IPOs• Authorization and transmission of eMOs• Receipt & Printing of eMOs received for payment• Arranging of Cash for payment of MOs• Payment through Postman/window• Accounting of eMOs, IPOs

1.4.10

Subaccounts Department

• Monitoring the functioning of sub-ordinate offices

• Receipt & Accounting of contents of Account Bag/BO Bags

• To look after cash/stamps requirements of sub-ordinate offices

• Verifying the accounts• Consolidation of the accounts

1.4.11

Cash Department (Treasury)

• Safe custody of cash, stamps and other valuables• Supply of cash to counters• Receipt of cash from counters• Helping in financing of sub-ordinate offices• Receipt and payment of cash to Postman• Payment of bills/ PLI RPLI payments• Maintenance of Treasurer’s Cash book & HO

Summary

1.4.12

Savings Bank & Certificate

• Opening of Savings A/Cs• Subsequent transactions• Transfer/Closure of A/Cs• Issue/ Discharge /transfer of Certificates • Settlement of Claims

1.4.13

Accounts Branch

• Drawal of pay & allowances and other dues for the staff of HO and SOs under the HO

• Maintaining service book and leave account of the staff of the HO and its SOs

• Maintaining GPF account• Drawal of pension for pensioners and maintaining related

accounts• Generating schedules of various transactions• Generating Form 16 for income tax returns• HO uses Accounts and Accountant PBS module of

Meghdoot Software for this purpose1.4.14

Practice

• Exercise 1.4.1

1.4.15