Responsibility in Case of Cash Discrepancy Between Branch and Sub Post Office
When a Branch Post Office (BO) sends cash to the Sub Post Office (SO), and the cash is deducted from the BO’s account but not received at the SO, it becomes a serious accountability issue that requires prompt investigation.
The responsibility to monitor such transactions lies with multiple levels:
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Sub Accounts Branch: The Sub Accounts Branch at the Head Post Office (HO) is responsible for tracking and verifying all remittances, including cash in transit between BOs and SOs. They must ensure that the transactions are duly accounted for and properly acknowledged.
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Monitoring by HO and DO: The Head Office (HO) and the Divisional Office (DO) both have supervisory roles. The DO, through the Office Assistant (OA) or Sub-Divisional Inspector, must monitor the functioning of SOs and BOs under their jurisdiction, including cash flow, stamps, and IPOs in transit.
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Treasurer’s Role: While the Treasurer at the Head Office is primarily responsible for cash management at the HO level, they may also be involved in investigations if any discrepancy points towards lapses in remittance monitoring or accounting. However, the treasurer’s responsibility typically arises only when the remittance involves the HO directly.
There is no single fixed rule that holds one official entirely accountable. The responsibility is shared, and coordinated action between the Sub Accounts Branch, Divisional Supervisory Authorities, and the concerned SO and BO is required to trace and resolve the issue.
Relevant Reference: Postal Manual of Sub-Accounts and Postal Guide Part III contain detailed procedures regarding handling and accounting of cash remittances. Divisional Inspectors are also directed to verify such cases during routine and surprise inspections.