No.
UN-BN/AIPEU-Gr.-C/04–02/2016
Dated at
Bhubaneswar the 5th February, 2016
To
The Senior Superintendent
of Post Offices
Bhubaneswar Division,
Bhubaneswar – 751 009
Sub:- Retention / removal of excess cash/stamp beyond
the authorized balance - regarding
Ref.- Divisional Office letter No.G-4, dated
21.01.2016
Sir,
Recently the Post Offices under Bhubaneswar
Division are in receipt of the Divisional Office letter under reference
containing some important departmental rules pertaining to retention/removal of
cash/stamps beyond the authorized balance of the respective offices.
While we have no contradiction to
any of the rules cited in the said letter, we would like to bring the following
ground realities to the kind notice of the SSPOs.
1.
The
authorized minimum/maximum cash balance of most of the offices in Bhubaneswar
Division are ranging from Rs.3000/Rs.5000 to Rs.10000/Rs.15000 with which it is
quite impracticable to run the office and render timely service to the members
of public, especially in the capital city of Bhubaneswar.
2.
As
known to this union, such balances have not been revised for years together.
Illustratively, it can be said that the authorized cash and stamp balances of
all the post offices under Bhubaneswar Division were last revised in 2002 (
Division Office Memo No. G-5, dated 25.06.2002) and some offices like Ashoknagar
MDG were last revised in 2008.
3. (a). The only cash van deployed
in Bhubaneswar Division is clearing / supplying cash from / to different post
offices in huge amount beyond the line limit without police escort. After
withdrawal of police forces by the State Govt. authority since 2005, unnecessary
high risk has been thrown upon the staff related to cash conveyances. Despite
several discussions for years together with the Divisional administration in
the monthly union meetings and with the Circle administration in the bi-monthly
and four-monthly meetings, no satisfactory progress is being observed till
date. Replying to examine the issue for revising the authorized balances,
required statistics were called for from the Sub Offices by Divisional Office
during 2013. (Divisional Union Item No. 06-01/2013).
But unfortunately, though
many offices submitted the statistical justifications thereafter, no revision
was made. The poor
postal employees are always working under apprehension of threat / robbery and
contradictorily, the administration except issuing circulars from time to time
on rule positions, has remained a silent spectator to such unfortunate
practices.
(b). Similarly, keeping in view the recent ongoing robberies in
broad-day light from banks and other
cash counters in cities on one hand and considering the amount of per day cash transactions in Bhubaneswar GPO, we have given a proposal
in 2006 to the administration for deployment of arm guards in the campus of and
inside Bhubaneswar GPO. Due to our continuous pursuance, the matter was discussed with the DPS (HQ)
by the Circle Union on 16.11.2006 and as replied by the DPS(HQ), the matter
would be referred to the Directorate since related to all India. But since then, we are in dark on the
progress of this issue.
( c ). However, lastly both the above items were taken up at
Directorate level by our CHQ on
11.03.2014 and Directorate vide its
letter F No. 18 - 1/-2012 – PO, dated
20.03.2014 has directed the Chief PMG, Odisha Circle to follow the instructions
of Postal Directorate issued on security of cash at Post Offices and conveyance
of cash from Post Office earlier issued vide Directorate’s letter No. 24-4/2003-PC,
dated 10.10.2007 and No.32 - 1/86-CE,, dated 09.01.1986 authorizing the Circle
Head with full Administrative and Financial Powers in this regard.
It
is too unfortunate that no tangible action has yet been made in this regard.
4. In the meantime, Postal Directorate
vide F No. 24-3/2012-PO, dated 19.12.2013 revising the limit of cash conveyance
under Rule 127(1) of Postal Manual, Volume – III and Rule 9 of Postal Manual,
Volume – VI, Part-III has instructed as follows:
Sl.
|
Mode of Conveyance
|
Limit in Rs.
|
1
|
Loose Cash entrusted to any Departmental employee
|
2 Lakhs
|
2
|
Departmental MMS with MTS and Driver (Cash in
Cash Bag enclosed in Account Bag)
|
2 Lakhs
|
3
|
Hired MMS exclusively used for carriage of Mails (Cash
in Cash Bag enclosed in Account Bag)
|
1 Lakh
|
4
|
Account Bag carried through weighment system,
road transport and where bag is handed over to carrier.
|
40000/-
|
5
|
Loose conveyance of cash above 2 Lakhs
accompanied with Police/Private Guards or armed escort
|
No Limit
|
While circulating the above guidelines,
it has been categorically instructed to the Divisional Heads for fixing the
line limit carrying out an upward revision review on quarterly basis
considering the data base limit fixation as the ground rule and not on
hierarchy of posts or post offices located in Rural and Urban area. In
exceptional cases, the Divisional Head can fix a higher limit with prior
approval of Regional/Circle Head.
But we are extremely sorry to
state that though a period of 2 years has since been elapsed, the above instructions
of the Directorate have been grossly avoided in Bhubaneswar Division though several instances of carrying cores of
rupees in a single day without armed escort in the only cash van are there.
5. Most surprisingly, the only cash
van of Bhubaneswar Division is being driven by an outsider on daily-wage basis.
Similar is the position for mail vans. The recruitment to the posts of drivers
falling vacant since one decade is not being done. Thus, under the conditions, regular
conveyance of heavy cash without armed escort clearly violets the above
instructions of the Directorate.
6. In addition, now a day, the
Department is giving undue pressure on the post offices for achieving
POSB/POSC/PLI/RPLI/BD targets for which the operative officials at grass root
level are working hard from dawn to dusk inviting heavy flow of cash to the
post offices. It is needless to state that most of the post offices are
functioning in a very precarious condition on rented houses below the
prescribed schedule of accommodation without proper security arrangements
baring a few in departmental buildings.
Under such circumstances, the
SPM/Postmasters are compelled either to remove the cash or to retain overnight
with risk.
a. When the only cash van fails to
attend the concerned PO for removal, no other alternative is left before the
PA/Postmaster to remit through cash bag keeping an eye to the limit fixed and
retain the excess cash overnight with risk submitting required ECB Memo.
b. Since the only cash van is moving
without armed escort, it should not carry cash beyond 2 lakhs. It is often
experienced that the cash-overseers moving with the cash van are avoiding to
remove cash beyond the prescribed limit causing retention of excess cash over
and above the authorized balance.
Simultaneously, it is a reality that on the approach of the concerned
SPM/Postmaster, the cash van is carrying excess cash than the prescribed limit,
though moving without armed escort.
Under
both the above conditions, retention of excess cash attracts disciplinary
action as per the rules circulated vide Divisional Office letter under
reference. In addition, in case of any mishap during conveyance of such excess
cash beyond the prescribed limit without armed escort and that too through a
daily-wage driver, the matter may be more serious inviting heavy punishment to
the poor officials involved in such conveyance.
Thus, the
conditions are such in Bhubaneswar Division that both retention and removal of
excess cash are totally full of risk. Issuing circulars will not at all solve
the issue since far away from the ground reality of Bhubaneswar Division.
Therefore,
while the Divisional Office is making aware the rule position on the matter
issuing periodical circulars, this union would like to suggest the Divisional
administration to look into the following aspects with every priority for
safety and security of the post offices and the employees as well.
i.
Arrange to provide Police Escort to the Cash Van as
instructed by the Directorate for smooth conveyance of cash without any limit.
ii.
Reschedule the Cash-Van route so that it can touch
each office requiring supply or removal of cash.
iii.
Examine the security aspect of each and every post
office since in many post offices iron safes/chests are still found not
embodied. Lock and key arrangement of the main / back doors are not also proper
in many post offices.
iv.
Revise
the authorized balances of cash of all post offices without delay in the light
of the instructions contain in Directorate’s letter No. No. 24-3/2012-PO, dated
19.12.2013 which may solve retention of excess cash to a great extent.
v.
Fill up
the vacant posts of drivers in Bhubaneswar Division.
With
regards.
Yours faithfully,
Divisional Secretary
Copy
with request to take up the issue at appropriate level to : (Through eMail)
1.
The
Circle Secretary, AIPEU, Group-C, Odisha Circle branch, Bhubaneswar – 751007
2.
The
General Secretary, AIPEU, Group-C, CHQ, Dada Ghosh Bhawan, 2151/1. New Patel
Road New Delhi-110 008
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