SCHEDULE-III: SCHEDULE CONTAINING FINANCIAL POWERS OF THE HEAD OF POSTAL DIVISION

1. Scope and Applicability

1.1 The financial powers enumerated in this Schedule shall be exercised by the Head of a Postal Division, which includes officers holding Group ‘A’ and Group ‘B’ positions, namely, Chief Postmaster, Senior Postmaster, and Superintendent Foreign Post.

1.2 These powers are applicable in respect of all offices and establishments under the administrative control of such officers and are to be exercised strictly in accordance with operational requirements.

1.3 The powers delegated herein are subject to the Delegation of Financial Powers Rules, 1978, and are confined to establishments under the control of the Director General (Posts). Expenditure under these powers shall be incurred only from the funds placed at the disposal of the concerned officer by a competent authority.

1.4 Officers shall not split works into parts to circumvent the requirement for sanction by higher authorities. These powers are non-delegable and must not be further entrusted to any subordinate authority.

1.5 All financial sanctions must conform to the relevant provisions of the General Financial Rules, Financial Hand Book Volume-I, Fundamental and Supplementary Rules, departmental codes, and other instructions issued by the Ministry of Finance and Postal Directorate from time to time.

2. ADDITIONS TO PAY

(a) Overtime Allowance

May be sanctioned by the Head of Postal Division for all eligible categories, within the monthly ceilings prescribed by the Circle/Regional Head concerned. Such sanction shall be in accordance with the provisions of the Overtime Allowance Rules and general instructions issued by the Department from time to time.

(b) Boat Allowance

May be sanctioned to Postmen, Village Postmen and similar categories who regularly incur expenditure on boat hire for official duties. The maximum permissible amount shall not exceed ₹500/- per month in any single case. [Authority: MOF(C) Endst. No. F.56-1/47 dated 20.10.1947]

(c) House Rent Allowance

The Head of Postal Division is competent to sanction House Rent Allowance for permanent and temporary post holders provided:
(i) The rate of allowance does not exceed that sanctioned by Government; and
(ii) The official is entitled to rent-free accommodation but the same is not available at the station.
[Authority: DGP&T No. 18/11/58-CI dated 28.11.1958]

(d) Outstation Allowance

May be sanctioned to Village Postmen as per the rate and scale fixed by the Directorate, subject to general departmental orders issued from time to time.

3. CONTINGENT EXPENDITURE (NON-RECURRING)

(a) General Non-Recurring Contingent Expenditure

May be sanctioned up to ₹5,000/- per case, where specific provision is not otherwise available.
[Authority: Schedule-V read with Rule-13(2) of DFPRs]

(b) Specific Items

Includes embedding of mail/cash chests, purchase of technical books, painting of letterboxes, notice boards, etc., with the same monetary limit of ₹5,000/- per case.

(c) Equipment and Consumables (Computers)

Sanction permissible up to ₹5,000/- per case for procurement of equipment and consumables related to computer systems.
[Authority: Annexure to Schedule V of DFPRs]

(d) Office Furniture and Fittings

May be purchased as per the following annual limits:

Total expenditure for a Division shall not exceed ₹2,00,000/- per annum. Procurement to be done only after norms are framed by the Directorate.

4. CONTINGENT EXPENDITURE (RECURRING)

Full powers are delegated for:

• Legally assessed rates and taxes on buildings and vehicles.

• Water, electricity, and gas charges.

• Fixed stationery and contingent allowances as per departmental norms.

Other sanctioned recurring expenditures include:

• Hiring of buildings for office use up to limits based on city classification (₹5,000 for A1/A, ₹4,000 for B1/B2, ₹3,000 for others).

• Maintenance and repair of office equipment up to ₹2,000/- per case.

• Repair of transport equipment (boats, bicycles, etc.) up to ₹500/- per case.

• Gardening and landscape maintenance up to ₹1,000/- per month per case.

• Legal charges, advertisement via DAVP (₹5,000/case), hiring of halls and generators (₹5,000/case), emergent purchases of stationery (₹50,000/year post Non-Availability Certificate).

5. REPAIRS TO BUILDINGS

• Petty works: ₹10,000/- per annum per departmental building.

• Annual/special repairs: ₹15,000/- per annum per building.

• Repairs in rented buildings: ₹2,500/- per building, subject to conditions including landlord refusal and deduction from rent as per Rule 391 of FHB Vol-I.

6. MAIL CARRIAGE AND TEMPORARY ARRANGEMENTS

• Alternative transport for mail: Up to ₹1,000/- per month.

• Temporary conveyance arrangements (without tender): Up to ₹5,000/- for up to 3 months.

• Escort services: Full powers for State Police personnel.

7. WRITE-OFF POWERS

• Damaged postage/recruitment fee stamps: Up to ₹1,000 per case, subject to an annual limit of ₹50,000/-.

• Dead stock or obsolete items: Full powers if original cost ≤ ₹1,000/- per item, with annual ceiling of ₹50,000/-.

8. REFUNDS

Full powers are delegated for:

• Refunds on unpaid or maliciously posted articles.

• Refunds of coins, unused postage/stationery found in post boxes.

• Refunds due to over/underpayment by public, including earnest money.

• Refund of air surcharge in cases of delay attributable to service failure.

9. MISCELLANEOUS EXPENDITURE

• Publicity printing and distribution: Up to ₹10,000/- per annum.

• Customer meet expenses: ₹5,000/- per event, with sub-ceilings of ₹1,000/- for hiring, ₹100/- per person for refreshments, and ₹50/- per person for stationery.

• Marketing support to staff: Annual limit per person — ₹500 for visiting cards, ₹4,000 for mobile reimbursement, applicable to up to 10 persons (Class-I) or 6 persons (Class-II).