The Parcel Network Optimization Project (PNOP) aims to streamline parcel operations within India Post. As part of this project, Nodal Delivery Centers (NDCs) have been established to handle the last-mile delivery using two-wheelers and four-wheelers, improving delivery productivity.
Current Reimbursement System
As of November 6, 2017, delivery staff at NDCs receive fuel reimbursement for using their personal two-wheelers. This step ensures they are compensated for fuel and vehicle maintenance.
New Guidelines for Fuel Reimbursement
1. Applicability
The updated fuel reimbursement guidelines apply to the following staff categories:
- Regular Postmen.
- Gramin Dak Sevaks (GDS) on delivery duty.
- Departmental staff engaged in delivery.
- Outsourced delivery staff in NDCs or delivery post offices.
Exceptions:
- Outsourced Postal Agents (OPAs) and franchisees (already compensated separately).
- NDCs where departmental two-wheelers/electric bikes are provided.
- Delivery staff not using the Postmen Mobile Application (PMA).
2. Delivery Norms
Each delivery staff member using a two-wheeler is expected to deliver 50-60 parcels daily in two trips. This includes:
- Trip 1: 30-35 parcels.
- Trip 2: Remaining parcels.
3. Required Documentation
Delivery staff must provide the following documents for reimbursement approval:
- Valid driving license.
- Registration certificate of the two-wheeler.
- Insurance certificate of the two-wheeler.
- Proof of ownership (or declaration if owned by immediate family members).
Fuel Reimbursement Calculation
To address fuel cost variations across states, the fuel reimbursement formula is as follows:
Total Fuel Reimbursement per Km=Maintenance Cost (Rs. 0.98 per km)+Fuel Price40 km per litre\text{Total Fuel Reimbursement per Km} = \text{Maintenance Cost (Rs. 0.98 per km)} + \frac{\text{Fuel Price}}{40 \text{ km per litre}}
For example, the table below shows sample calculations for various cities based on April 2022 petrol prices:
| State | Fuel Price (₹) | Reimbursement per Km (₹) |
|---|---|---|
| Delhi | 105.41 | 3.61 |
| Kolkata | 115.12 | 3.85 |
| Mumbai | 120.50 | 3.99 |
| Chennai | 110.95 | 3.75 |
| Hyderabad | 119.49 | 3.97 |
| Bengaluru | 100.58 | 3.49 |
Fuel Reimbursement Claim Submission
Delivery staff must submit a Fuel Reimbursement Claim Form by the 18th working day of each month for the previous month’s deliveries.
Annexure I: Fuel Reimbursement Claim Form
Here’s the format for the claim form:
| Field | Description |
|---|---|
| Name of NDC/Post Office | Name of delivery staff’s assigned post office. |
| Name of Delivery Staff | Name of the delivery staff requesting reimbursement. |
| Employee ID | Unique identity number of the delivery staff. |
| Beat No. | Assigned delivery beat number. |
| Month/FY | Month and financial year of the claim. |
| Date | Total No. of Parcels | Delivery Attempts | Total Distance Traveled |
|---|---|---|---|
| RP | BP | SPP | RP |
| BP | SPP |
- Total amount claimed = Reimbursement rate per km × Total distance traveled (rounded to the nearest whole rupee).
Declaration: Delivery staff must certify that all parcel deliveries were completed at the addressee’s doorstep.
Submission, Verification, and Payment Process
- Submission by APM Mails/NDC In-Charge: Verify claims by randomly checking at least 5 parcels daily.
- Reimbursement Calculation: Capture two-wheeler mileage and delivery details before and after each round.
- Payment: Claims submitted to Divisional Office by the 5th of each month, with payments by the 10th.
Annexure II: Payment Register Format
The Payment Register for recording reimbursement payments is structured as follows:
| S.No | Date | Delivery Staff Name | Designation | Vehicle No. | Odometer Start | Odometer End | Km Traveled | No. of Parcels Delivered | Signature of APM Mails/In-Charge |
|---|
All Circle Heads must fix the fuel reimbursement rates by 25th May 2022 and share an action report with the Parcel Directorate by 31st May 2022. The rates for each financial year should be set based on fuel prices as of March 15 for the following April 1 implementation.