Instructions for executing End of Year (EOY) in CBS post offices/CPCs

From: Director (CBS)

Sent: 28 March 2017 17:05

To: All CPMG; CPMG Telangana Circle

Cc: All PMG; All DPS; All Postal Divisions; CPC Bangalore; Giriraj Ponnambalam; Gopinath S; vimal.kumar@nisg.org; Vinay Gupta; ADG (CBS); Member (Banking & HRD);  pande.alok@nic.in

Subject: Instructions for executing End of Year (EOY) in CBS post offices/CPCs

Respected Sir/Madam, 

The competent authority has taken following decisions for executing End of Year (EOY) activities for 2016-17 in CBS Post Offices/CPCs:-

1. On 1.4.2017, no CBS Post Office will do any transaction but staff working on CBS will attend post office and follow instructions (as and when ) issued by CEPT Team Chennai. 

(A public notice should be put on the notice board of all CBS Post Offices that due to End of Year, no transaction will be accepted on 01.04.2017 and Monthly/Quarterly Interest of MIS/SCSS if due on 1st April 2017 will be paid on03.04.2017. ATMs will be operational  on 01/04/2017). Salary & Pension uploads should be done after completion of EOD for 1st April 2017. 

2.CBS Post Offices should ensure that no unverified account or modification in  accounts of SB/PPF/SSA/NSS-87/NSS-92 remains unverified as interest is not calculated for any account if any modification is unverified, as on 31/03/2017. Concerned staff should be alerted so that such lapses may be avoided.

3.   All CBS Post Offices, on 31.3.2017, should do transactions latest up to  1700 hours and verify all the transactions simultaneously so that there may be no Blocking Transactions at 1700 hours. All CBS Post Offices should complete HISCOD latest by 1800 hours, except those SOLs which await clearing information from the respective HOs. CPCs should monitor this activity and any blocking validation should be reported to FSI Helpdesk and CEPT Team, immediately on noticing so that solution can be provided well in time. 

4. CBS Head Post Office dealing with clearing house, should intimate cheque clearing intimation of the cheques cleared on 31.03.2017 to other linked CBS HOs and SOs  well in time on 31.03.2017 either over mail or phone so that credit/debit can be afforded well in time.  Late clearance activity and corresponding credits/debits should be handled by the clearing house POs without any delay. (Please note that in case of PPF Accounts maturing on 31.03.2017, cheque cleared before 31.03.2017 will not be allowed to be credited after 31.03.2017)

5. CEPT FSI Team will be disabling certain menus according to the requirements during EOY Batch execution to control resource utilisation; CPCs will be kept informed from time-to-time on this and should coordinate with their SOLs on this exercise.

5. Reports regarding Interest credited in SB/SSA/PPF/NSS-87 and NSS-92 accounts of a CBS post office, Silent Account maintenance Fee charged and Total number of accounts marked as silent (total amount and accounts  for a Post Office and not account-wise) will be intimated through CPCs by the end of first week of April 2017.

6.  All the concerned teams who are part of the EOY activity (CPC SPOCs, EOD Support Team, CEPT Team) should be available on 2nd April, 2017 and ensure that EOY activity are completed smoothly. 

Instructions for CPCs

1. CPCs should call post offices under their jurisdiction on 31.03.2017, help in clearing blocking validations and ensure smooth completion of HISCOD.

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2.  HSCOD will be executed by CEPT team centrally; CPC teams should be available till HSCOD is completed for all their respective SOLs. 

3. All CPCs will remain open during the night of 31.03.2017 and duties of staff should be notified in shifts.

Circles/Regions/Divisions should ensure that these instructions are followed scrupulously  by all CBS Post Offices and CPCs.

With regards,
Sachin Kishore
Director (CBS)
Sansad Marg,
Dak Bhavan