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ROLE GUIDE CUM CERTIFICATION MANUAL SERVICE MANAGERS
ROLE GUIDE CUM CERTIFICATION MANUAL SERVICE MANAGERS
ROLE GUIDE CUM CERTIFICATION MANUAL SERVICE MANAGERS
ROLE GUIDE CUM CERTIFICATION MANUAL SERVICE MANAGERS
ROLE GUIDE CUM CERTIFICATION MANUAL SERVICE MANAGERS
ROLE GUIDE CUM CERTIFICATION MANUAL SERVICE MANAGERS

ROLE GUIDE CUM CERTIFICATION MANUAL SERVICE MANAGERS

For Internal Circulation Only

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Chapter - 1

Role & Responsibility of Service Managers

NOTES

Chapter – 1: Roles and Resonponsibilities of Service Manager

With the advancement of technology, when everything in banking is happening at a fast pace, the age old emphasis on ‘Systems and Procedure’ is getting diluted to a considerable extent, leading to sharp rise in fraud cases with huge financial and reputational implications. This is particularly evident in branch operations. The fraud cases not only cause immense reputational loss to the bank, but these also dent the customer’s trust on bank.

There is no denying the fact that customer service should get top priority at the branches, but this does not warrant any compromise in systems and procedure. We can attain highest level of customer service while following the laid down norms of the bank. Willingness to develop team spirit, to stay updated by gathering knowledge about the products and services and to strive for excellence can provide solution to this problem. The Service Manager or Manager(Branch Operation) can play a pivotal role as he/she is the key person who can set the tone for the branch.

He/she is responsible for outstanding customer relations as well as imbibing the bank’s service culture in all staff members. In order to achieve the best results, he/she needs to develop a team and delegate duties to various team members, giving them specific tasks to accomplish within the given timeline.

He/she is someone, who needs to exhibit confidence and competence to inspire and motivate the team members. He/she needs good interpersonal and communication skills to take the team in the right direction and needs to ensure that entire team at the branch should show a single face to the customer and deliver effective financial services.

His/her role also involves creating an ambience conducive for efficient branch operations. He/she needs to ensure that the team members follow highest ethical practice and strive to achieve the laid down goals and objectives of the bank.

The performance of the branch significanly depends on the performance of the Service Manager. He/she is someone, who needs to update his/her skills continuously by acquiring knowledge and expertise. He/she should lead by examples as the entire team at the branch looks up to him/her.

He/she needs to fill the team with energy and provide mentorship to those in operations by observing their activities and assisting them in solving complicated operational problems.

Some of the roles and responsibilites for a Service Manager are listed as under.

Roles:

Ÿ Joint Custodian of the Branch.

Ÿ Responsible for Cash/Gold Ornaments (as a Joint Custodian), SecurityDocuments viz., Specimen Signatures, Branch Documents, etc.

Ÿ He is the floor manager for the Branch, ensuring punctuality, neatness and efficient functioning of the Branch.

Ÿ Coaching and motivating the SWOs to be customer friendly, encouraging them to interact with the customers.

1
1

Ÿ Handling staff related matters, maintenance work for the Branch, Operational risks in the Audit process, timely submission of MIS related information etc., under overall supervision of the Branch Manager

Ÿ Taking charge of Administrative matters, matters relating to Premises, Rent, Electricity, Utilities, Annual Maintenance Contracts, ATM, etc. under the overall supervision of the Branch Manager.

Ÿ Liaising with external agencies like CPCs, Contact Centre, ATM Agencies and CM (Admin) to ensure effective functioning of the Branch.

Ÿ Ensuring smooth and efficient functioning of the Branch on various efficiency related parameters for the customer service, staff and upkeep of the Branch.

Ÿ Act as a whistle blower and report to Controllers actual or suspected frauds, inappropriate behaviour and practices, unethical actions etc.

Responsibilities:

Ÿ Overall Head of the Administration Unit of the Branch reporting to the BranchManager.

Ÿ Handling CMS complaints and Customer Complaints which cannot be solved bySWOs/ Grahak Mitra.

Ÿ Monitor and report the performance of external agencies attached to theBranch for upkeep of ATMs, hardware, courier services etc. to controllers, so thatall the facilities are available in trouble- free manner for rendering excellent customer service.

Ÿ Ensure that the ATM PIN mailers are handled securely and the undelivered ATMcards are not handled by the persons who handle ATM PIN mailers. Allundelivered ATM cards and PINs are delivered to the account holders after followup & destroyed after 45 days if remains undelivered.

Ÿ Ensure Safe custody of scrip, safe deposit articles, and vacant safe deposit lockerkeys.

Ÿ Ensure that Current and Last calendar month’s vouchers are kept in lock and key.

Ÿ Delivering and accepting welcome kits to/from Senior/Special Assistants at the end ofthe day.

Ÿ Branch Document Register is to be maintained as per laid down instructions.

Ÿ Branch Licence, Emergency Arrangement, Locking up Arrangement, DRP & BCP,Insurance and AMC of Bank’s properties, Lease Agreements, Audit notes, Gunlicence, Copy of RC books, FC, Insurance, Agreement etc. are entered in the BDRegister.

Ÿ Items like NSC and LIC policies are properly recorded in the MiscellaneousSecurities Register.

Ÿ The Emergency Arrangements / Locking up Arrangement are properly approvedand current in order.

Ÿ BCP and DRP are approved by controllers and current.

Ÿ Ensure the display of proper notice boards as per the laid down norms from RBI/SBI time to time.

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2

Ÿ Allotment of staff duties and ensure job rotation.

Ÿ Resetting/ foreclosure of password to the SWOs, when required after entering inthe relevant Register.

Ÿ SOD/EOD Processes.

Ÿ Authorising transactions referred to him.

Ÿ Ensure Rent for Lockers are recovered periodically. (Failed SI report for recovery of rent is available in the CDC Reports Folder between 1st and 5th April.)

Ÿ Follow-up on IBTS reconciliation on a daily basis and follow up un-reconciled GLIFentries etc.

Ÿ Custody of articles for Safe Deposit and Safe Custody.

Ÿ Accepting and delivering cash from/to CAC personnel/Cash Officer.

Ÿ Any other activity necessary for efficient working of the Branch.

Ÿ Extend full support to the Branch Head as he cannot deliver 100% without yourconstructive support.

HOUSE-KEEPING

Ÿ Arrange for withdrawal of duplicate keys for verification from the branch where itis deposited and completely verify the keys with that of the Key Register and afterdue verification, re-seal the keys presently in use and deposit the same andadvise the Controllers about the withdrawal and redeposit in the prescribedmanner and obtain their confirmation which should be kept securely in thedrawer of his desk (not hand-safe).

Ÿ Cash balance with physical counting to agree with cash balance register, BGLcash balance & CGL cash balance. Note down the difference if any for follow up& balancing.

Ÿ If the branch is a currency chest, count all the packets above Rs. 500 and 10% ofthe rest of the cash with clip system.

Ÿ Balance all the cash in almirah, bins and cages by jotting down in a register andtally with cash vault register/Currency Chest Register/98958.

Ÿ Verify all small coins bags by weighing them & check their content slips.

Ÿ Reshuffle the cash in almirah at least once in three-months.

Ÿ Verify and Initial one or two items of cash in cash balance register daily.

Ÿ Randomly verify the complete cash balance and authenticate all items.

Ÿ Verify the gold items in gold loans bags with their content slips and tally the number of gold bags with the Loan balance file.

Ÿ Verify the ‘Report on Loan Accounts’ in the ‘Other Reports’ folder daily andensure that the security of gold obtained as security for each gold loan account appearing in the report is turned into the vault.

Ÿ Deliver Gold pledged as security against Gold Loan Accounts after ensuring that the Gold Loan A/c is closed in the System and Gold Loan register against proper acknowledgement.

Ÿ Ensure Sundry loan documents are complete and securities obtained are current.

Ÿ Maintain daily list and present for renewal/ payment on due dates.

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3

Ÿ Have full control over non-home (non cash) transactions to avert any fraud.

Ÿ Ensure the reconciliation of all the Systems Suspense Accounts including TrickleFeed, Draft/BC to be issued and other BGLAccounts on daily basis.

Ÿ Ensure the VVR checking allocation and checking on daily basis. Maintain theVVR Roaster as per laid down instructions. Ensure entering the missing vouchers inthe ‘Missing Vouchers Register’. Any deviations to be brought to the knowledgeof the Branch Manager.

Ÿ All statutory instructions regarding Service Tax and TDS must be adhered with andthe amount recovered is deposited into the Government a/c before the 7th ofevery month. In case of need, help of any local Chartered Accountants can besought.

Ÿ Verify the physical stock of all security forms with that of registers.

Ÿ Ensure destruction of all obsolete security forms viz. DD/BC etc. except IOIinstruments with the Controller’s permission.

Ÿ Verify

fordeliveries since last inspection. Examine the packing, seals, numbers and storage.

acknowledgements

the

Miscellaneous articles in

Safe Deposit with

the

Ÿ The Fixed Assets Register and Ledger should be checked, including physicalverification of fixed assets.

Ÿ Verify the securities held at the Branch pending disposal.

Ÿ Verify the balance of stamps held in Stamp Account. Obsolete, unusable stampsshould be sent to appropriate stamp authority for seeking refund.

Ÿ Maintain

ensure

the

relative

books

and

BMMC

depicts

the

true

picture

of

positionobtaining at the Branch.

Ÿ Ensure Joint Custody of Security forms other than cheque books.

Ÿ Ensure KYC norms / AML guidelines are followed for deposit accounts.

Ÿ Ensure

Trusts,

Minors

accounts

and

Government

Accounts

are

clearly

indicated,flagged and operations conducted according to the mandate.

Ÿ The specimen signatures, Trust Deeds and letters of various governmentdepartments are held under proper custody.

Ÿ Diarise the dates of renewal of Gun Licence, Lease Deeds of Office Premises/ATMPremises, and Certificate for Weights & Measures, Insurance Policies of Bank Vehicles,and Strong Room Fitness Certificate etc. and ensure proper renewal.

Ÿ Ensure the prompt balancing of securities, stamps, fixed assets etc.

Ÿ Scrutinise and follow-up outstanding entries in the sensitive accounts likeSuspense, Sundry Deposits, and System Suspense Accounts.

Ÿ Clearing difference should be followed up vigorously.

Ÿ Postage Balance, letters pending, Inward/Outward/Courier/ Registered LettersSent Registers should be scrutinized periodically. Letters should be delivered fordespatch only against proper acknowledgement of the Courier in the postagebook.

Ÿ Deceased case documents for the period between two inspections previous tolast one inspection should be kept as one document with new number.

Ÿ All staff loans are sanctioned properly and lien is noted in PF and cancelled whenthe account is closed. Take a print of lien from PPG SITE, if confirmation notreceived from LHO.

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4

Chapter - 2

Taking over as a Service Manager

NOTES

Chapter-2: Taking over as a Service Manager

BRANCH CASH BALANCE

Ÿ Cash Balance by Physical counting to agree with Cash Balance Register, BGLCash balance and CGL Cash Balance.

Ÿ Also verify ATM Cash, if joint custodian for ATM to the above)

VERIFY

Ÿ Cash Retention Limit.

Ÿ Vault Register & Currency Chest for their accuracy with physical cash.

Ÿ Count all Rs.2,000, & Rs. 500 denominations in full and remaining by clip counting with a minimum of 10% of the packets.

Ÿ Un-examined remittances, if any

Ÿ Small Coin Depot- All the bags have to be verified / weighed denomination wise with content slips.

Ÿ Verify balance of coins not in circulation with register.

CBS

Ÿ Denomination-wise balance in the cash drawer should tally with physical cash balance and balance in BGL account No. 98903.

Ÿ Verify glcomp.txt for GLIF entries, if any

Ensure that:

Ÿ All the day end transactions are over except EOD

Ÿ The cash officer has transferred the cash balance to the accountant (Vault custodian)

Ÿ CT transactions are completed (for currency chest branches)

Ÿ All the cash drawers are closed including the Accountant

Ÿ The incoming Accountant has to open & close the Cash drawer

Ÿ Both the incoming and outgoing Accountants are to be signed off from CBS

Ÿ Switchover should be done by an officer with Admin rights through the CBS menu:

Ÿ Transaction group and capability levels are to be changed to 12 & 7 respectively, if necessary

Gold Loans

Ÿ Verify Gold Retention Limit

Ÿ Verify the stock register maintained inside the strong room in respect of the number of bags containing gold ornaments pledged to the Bank.

Ÿ Verify individual ledger accounts to confirm the quantity/number of pieces & weight of gold ornaments with the actual ornaments kept in the bags.

Currency Chest Branches

(In addition

Foreign Currency Notes/

Verify FC Notes retention limit, kept in joint custody- All Foreign Currency notes to be verified Currency wise and Denomination wise. Also ensure that existing balance of Travellers Cheque tallies /destroyed.

SAFE DEPOSIT LOCKERS

The correctness of maintenance of locker key register has to be ensured. Verify the surrendered/unrented keys held by the other officer with locker key register to ensure that ‘locks’ have been interchanged in respect of surrendered lockers and kept ready for allotment.

Branch Documents

Bds are arranged as per SF-19, as per instructions in BD Register

VERIFY following Documents

Ÿ Lease Deeds of the Branch / ATM Premises / Generator / Vehicle(s) and its validity

Ÿ RBI License, Strong Room Certificate, Insurance Policy of valuables / Gold / Jewellery / Computers / Vehicles and its validity

Ÿ Indemnities in respect of duplicate DDs / BCs / TDRs / Deceased Claims

Ÿ Migration Reports / DATs

Ÿ Original Power of Attorneys

Ÿ Agency Arrangements with other banks, if any

Ÿ Password for Branch login ID-PW in ‘Traces’ for generation of ‘Form 16A’

Ÿ Branch Server Admin Password

Ÿ Netware Licenses

Ÿ Old Inspection Reports / Cds

Ÿ Gun Licenses with Gun History Book

Ÿ Weights & Measures Certificate

Ÿ Disaster Recovery Plan and Business Continuity Plan

Ÿ Certificate issued by the Labour Officer / Commercial Tax Officer (Profession Tax)

Ÿ Protective arrangements / Locking up arrangements / Emergency arrangements

Ÿ “Aide Memoir”

Ÿ Annual Maintenance Contracts relating to Computer systems, UPS, AC, etc.

Ÿ Banks Book of Instructions

Security Forms

Physical stock of all Security forms with registers and in VPIS of CBS.

Ÿ IOIs

Ÿ Cheque Book

Ÿ Holograms

Ÿ Damaged / cancelled security forms

Please ensure:

Ÿ Joint custody of TDRs/STDRs held as security

Ÿ Securities for availability and due dates

Ÿ Liens / Assignments are noted

VERIFY

Ÿ Outstanding entries in respect of Suspense Sundry Deposits, GLIF, IOA etc

Ÿ Undelivered BCs and DDs register

Ÿ Postage balance with Postage register along with stamps

Ÿ Pending VVR Position

Ÿ Pending submission of Govt Challans to State Treasury or Various Central Govt Establishments. Discrepancy if any of any un reconciled position

Pension Payment Orders (PPOs)

Take stock of the any pending correspondence with CPPC/State Treasury

KEYS- Branch duplicate Keys

Withdraw, interchange & Redeposit on the Same Day to the nearby branch, where these keys are kept. The communication is also required to be sent to controllers for the same.

Fixed Assets, Stationery and Record Room

Ÿ Creation/amendment as USER- Authoriser in ISTAMS and IFAMS

Ÿ Position and identification of Fixed Assets- Physical vs. Items appearing in iFAMSlist

Ÿ Take position of available Stationery items and last purchase details

Ÿ The access to stationery and record room should be restricted

Ÿ Position of last ‘Destruction of old Records’

Deceased Accounts

The updated registers along with papers of deceased accounts settled and pending matters if any.

Clearing House (at Non-MICR Centres)

Ÿ Details of Clearing differences, if any and its position

Ÿ Updation of Signatures and KYC details in the Bank, where our Bank is maintaining account for clearing

Previous Audit Reports

Peruse the latest Corporate Centre Inspection & Audit Report and other Audit reports, their compliance position, including RBI Inspection Report- Currency Chest, Clearing House etc, if any.

Other Important Aspects:

List of important Registers and Reports in Branch CBS Server: Important Registers

q
q

Important Reports :

I. Audit_BGL_accounts_age_wise_break_up_gend0805.txt

ii. Agewise_Report_of_sys_susp_gend7054.txt

iii. DDP_outstanding_cfpd0308.txt (For DDP Outstanding items)

iv. ddp_outstanding_cfpd0349.txt (For DDP Outstanding tracking by no. of days)

v. pending_coll_ cfpd0320.txt (For SC Outstanding items)

vi. Dep_act_deb_bal_dcsd0630.txt

vii. glcntr.txt (for Glif entries for Transfer transactions)

viii. glcomp.txt (for Glif entries for Cash transactions)

ix. ListOfNonZeroIntermediateSuspenseAccounts-gend0804.txt

x. Fail_sweep_report_dayd0203.txt

xi. Fail_standing_instructions_dayd0197.txt

xii. Stopped _Cheques_gend0825.txt

xiii. CC_OD_Balance_File_depd0580.txt (for all OD a/cs)

xiv. LoansBalanceFile_lond2390.txt (For SLs/DLs/GIs/Staff A/cs)

v

v v

Chapter - 3

Operational Risk Management-I :

Critical Areas

NOTES

Chapter-3: Operational Risk Management: Critical Areas

3 (i) CHARGES OVERHEADS: REPORTING & CONTROL

Expenses and Overheads are an integral part of any commercial activity and an effective system of their monitoring and control is the key to commercial success. In the Bank, all revenue expenses incurred on running day to day operations at the branches/other offices are accounted for by way of debit to Charges Account divided into various subheads in accordance with the need and nature of the expenses involved.

Ÿ All debits to the charges account must be authorized by the Branch Manager under his signature.

Ÿ At divisionalised branches debits to charges account may be authorized by the Managers / Deputy Managers of Divisions in respect of transactions pertaining to their own divisions and by the Manager (accounts & administration) or by the Accountant in respect of other transactions.

Ÿ In all cases, the sanction for the amounts involved must be obtained from the competent authority and the particulars of sanction entered on the relative voucher, unless the expenditure is within the discretionary powers of the official concerned.

Ÿ The official authorizing the debits are responsible to see that no unauthorized expenditure is incurred. Sanctioned periodical charges such as salaries, rents, taxes, subscriptions to newspapers, renewal fees for post box numbers, etc. will be debited as they become due.

Ÿ At the beginning of each month, a suitable sum not exceeding a month’s requirements will be advanced for meeting expenses towards postages by debit to Charges Account and will be credited in the postage book under the initials of the official passing the relative debit. Further sums will be advanced thereafter, as and when required. On the last working day of each month, the unspent balance will be refunded to Charges Account.

Ÿ All bills in respect of expenses incurred by the branches on account of remittances of treasure (except freight and police escort charges) will be paid by debit to Charges

Account (under appropriate sub-heads) The Branch Manager / Manager (Accounts &

Administration) must scrutinize the bills thoroughly and ensure that the expenses

.

incurred are reasonable and are kept to the barest minimum.

Ÿ Recoveries of amounts debited to Charges Account must not be applied towards other payments but must be credited as distinct items to Charges Account.

Ÿ All bills in respect of expenses incurred by the branches on account of remittances of treasure (except freight and police escort charges) will be paid by debit to Charges

Account (under appropriate sub-heads) The Branch Manager / Manager (Accounts &

Administration) must scrutinize the bills thoroughly and ensure that the expenses

.

incurred are reasonable and are kept to the barest minimum.

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PETTY CASH PAYMENTS

Cash Officer will maintain the standard petty cash register, in which he will record all advances received and payments made there from. The expenses will be classified under different sub heads of charges account. The entries in the register will be initialed by the branch Manager or the managers of divisions within their respective areas of control. No payment will be made unless it has been duly authorized on the bill/cash memo by the Branch manager/manager of the division/ any other designated authorized official.

The present ceiling for petty cash expenses is Rs. 50/-. The petty cash expenses normally comprise of expenditure on purchase of articles against cash memos. Where cash memos are not available, authenticated vouchers will be prepared for reimbursing such expenses, which are normally incurred by staff members. A rubber stamp reading,” The expenses incurred have been paid” will be affixed on each such voucher/ cash memo and authenticated by the person receiving the money and the cash officer who makes the payment.

After money is paid, all bills / memos will be branded with the days cash paid date stamp. The unspent balance with the cash officer will be verified once in a month at irregular intervals by an officer of MMGS II and above. At the end of the month the Suspense Account entry will be adjusted by debiting the amount spent to charges account under the appropriate sub heads and refunding the balance in cash.

REPORTING

At the end of the month, abstract of charges account generated by CBS as part of month end reports along with duplicate copies of bills is required to be submitted by the branches / other offices to their controller for the purpose of monitoring and control.

Ÿ Scrutiny of Returns and Submission of Certificates:

Ÿ Submission of Certificate:

All branches shall submit a certificate in respect of ‘Charges Account’ to their controllers by incorporating a specific certificate in the ‘Branch Manager’s Monthly Certificate [BMMC] of the Branch, certifying that:

“Expenses booked to Charges Account are genuine, necessary and well controlledin addition to having sanction of the competent authority”.

Charges Miscellaneous: Creation of New BGL Heads in CBS

With a view to have a better control over the expenditure booked under Miscellaneous Expenses new sub-heads have been created as given below:

i. Other Alternate expenditure]

ii. Professional

Channels

Fees

for

Expenses[ATM/Debit

Card,

Internet

Banking

related

on

Consultants[Charges/expenditure

incurred

consultancy/professional services hired]

iii. Charges Fixed Assets [Fixed Assets below Rs.1000/-]

iv. Staff Expenses Not Enumerated [Self explicit]

v. Expenses - Incentives/Honorarium [Self explicit]

vi. Functions /Seminars related expenditure [Self explicit]

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BGL ACCOUNTS AS UNDER ARE TO BE USED FOR BOOKING THE OPERATIONAL LOSSES ON ACCOUNT OF DAMAGE TO BANK'S PHYSICAL ASSETS.

 

.

Sl.No.

BGL A/c No

BGL A/c Name

Description

1

2399967

Assets stolen

Value of fixed assets stolen/missing.

2

2399968

Loss of Cash

Loss of cash in transit due to Dacoity, burglary, theft, etc.

3

2399983

Asset damages (negligence)

Loss due to assets damaged due to negligence.

4

2399984

Asset damages

Damage (loss) to physical assets due to external factors like dacoity /blast/strike/riots, etc.

(external)

dacoity/

arson, etc.

5

2399985

Asset damages (fire/accident)

Damages (loss) to physical assets on account of fire/accident /arson.

6

2399986

Asset damages (natural disaster)

Loss due to assets damaged due to natural disaster, floods, earthquake, etc.

The damage (loss) to physical assets may be debited to any one of the above BGL accounts (1 to 6), as the case may be, by writing off the WDV (Written Down Value) available in fixed asset(s) concerned, irrespective of the fact whether these assets are eligible/not eligible for claim under insurance. If any claim amount is received in future or any scrap value realized, the same may be credited to the respective BGL account, i.e. the BGL account to which the loss was originally debited.

In case of partial loss, the amount of loss may be debited to one of the above six BGL accounts and credited to the concerned Fixed Assets account.

The financial powers for write off in above cases may be used by the authorities as per Delegation of Financial Powers : General Matters under head “Power to write off under miscellaneous /General matters (frauds other than reported in loans & advances, cash shortages, dacoity, etc.)”, which are as under:

Sr No

Power to write off bad debts/Losses

Amount

1

MD

Rs.100 lac

2

CGM

Rs.15 lac

3

GM

Rs.10 lac

3 (ii) ONLINE VOUCHER VIEWING AND VERIFICATION

Online Voucher Viewing and Verification Module (Online VVR-Version-4) has been released by CBS-DEV Department, after making necessary enhancement and changes in the functionality as per the suggestions / feedback received from Circles/Branches. OVVVM-Acceptance/Verification (Screen – 60658) is provided with one more button named as ‘Accept All’ to facilitate acceptance of all Transaction Tellers by the VVR checker in one click. On clicking this button, system will change the status of all the Transaction Tellers from Allocated to Accepted.

OVVVM-Online Voucher Verification (Screen – 60663) is provided with

against each verification record (voucher record) to display other related transactions with

fetch button

the same journal number pertaining to the record being verified. The fetch record will display additional information about the transaction like product-code, transaction-type and transaction description etc. This will facilitate in searching of the related voucher / transaction record at the time of verification.

Transaction Excluded : At the time of premature closure of an account by a teller, the

interest reversal (Debit Interest Adjustment) transactions for which there is no voucher,

were appearing in online VVR checking These transactions have been excluded from

online VVR checking .

Transactions Included : Vendor Payment transactions pertaining to single debit/credit payments which are posted through MR port will also appear under Online VVR functionality for checking. These transactions were got excluded from online VVR checking after shifting of posting method of these transactions in CBS. These transactions are getting posted in CBS through MR port in place of Trickle Feed mechanism. Single Debit/Credit Vendor Payment transactions were shifted to MR port as number of Trickle Feed files required for processing in CBS were increased to alarmingly high and hence processing of all these files in a single day were becoming a challenge.

3 (iii) INWARD / OUTWARD DAK

Inward Mail

acknowledgement and disposal is ensured / marked.

Outward Mail : Postal / Courier Receipt (duly acknowledged by authorized courier agent) numbers are recorded in the Register. Letters returned undelivered are recorded and held in the custody of authorized official. Proof of Delivery (POD) is collected and Courier bill payment is made only after disallowing bill claimed for the delay in delivery as per terms of agreement.

3 (IV) CHEQUE COLLECTIONS

Bank’s Cheque Collection Policy-2015 has been formulated as a comprehensive document with transparency, covering following aspects, taking into account our technological capabilities, systems and processes adopted for clearing arrangements and other internal arrangements for collection through different methods. The Policy takes adequate care to ensure that the interests of small depositors are fully protected and is in line with the IBA’s model policy on Collection of Cheques/instruments. The procedure for collection ofdomestic Cheques/instruments and international instruments has been included herein, which, inter alia, incorporates the following:

a) Established procedure for collection of Bank’s own Cheques (local and outstation).

b) Collection of Cheques from our branches and branches of other banks.

c) Reduced time frame for collection of outstation/local Cheques drawn on branches of the

Bank

d) Penalty for delayed collection for local/outstation Cheques in a progressive manner

e) Amounts of Chequesup to which immediate credit is to be provided.

The printing of IOI instruments is also now migrated on “CTS-2010standard” platform.

Cheque Truncation System (CTS) is presently working at

Southern Grid

is opened in the presence of an authorized official, distributed against

,

.

Northern grid

in Delhi,

in Chennai and

Western grid

in Mumbai.

All centres covered under the same grid will be treated as a single clearing zone and cheques drawn on these centres and presented at any of the grid centres are treated as locally drawn cheques in as much as no clearing charges would be applicable for such cheques.

RBI has directed that no changes/corrections should be carried out on the Cheques. For any changes in the payee’s name, courtesy amount (amount in figures) or legal amount (amount in words) etc. fresh cheque forms should be used by customers. This will help Banks to identify and control fraudulent alterations. Collecting banks have to ensure that such Cheques are not accepted for presentation in CTS. It is not applicable to Cheques cleared under other clearing arrangements such as MICR clearing, non-MICR clearing, over the counter collection (for cash payment) or direct collection of Cheques outside the Clearing House Arrangement.

Clearance of Govt. cheque is presently under “paper to follow” system at CTS and other clearing centers. However, RBI proposes to introduce CTS for Govt. Cheques also. Upon receipt of RBI instructions the Bank would modify its systems suitably.

TIME FRAME FOR COLLECTION OF CHEQUES

Cheques drawn on branches of other banks located at State Capitals/Major “A” class Cities/other locations will be collected within 7/10/14 days respectively. If there is any delay in collection beyond this period, interest at the rate specified shall be paid without insisting/waiting for a request from the customer.

CHEQUE TRUNCATION SYSTEM

Cheque Truncation System is the process whereby images of cheques are scanned and electronically sent to the concerned branches, for inward and outward clearing, instead of physical movement of the relative instrument. In the process, the paying branch will receive the images for inward clearing and, if found to be in order, will pay and send facsimile of cheque back to the clearing centre and vice versa.

CTS INWARD CLEARING PROCESS FLOW AT CCPC BROADLY CONSISTS OF THE FOLLOWING:

Ÿ Ensure data entry of account number and payee’s name

Ÿ Technical Verification (T.V.) which is scrutiny of the instruments and passing the same on-screen

Ÿ OLRR Disposal, i.e. making sure that the Pay or Reject decision has been taken for each cheque that has been referred to the home branch / Asset CPC

Ÿ Sending returns through CTS to Clearing House

CTS FILE UPLOAD@ CCPC

Ÿ Receive inward cleaning instruments and data file (RBI file) from MICR centre

Ÿ Process RBI file in the Cheque Mark software (instead of CBS)

Ÿ Take images of instruments and upload images to CBS

Ÿ Ensure account number and payee’s name in Cheque Mark

Ÿ Generate posting file in Cheque Mark and upload it to Host (CDC) through TFM

Ÿ Receive reports for Trickle Feed Posting

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13

TECHNICAL VERIFICATION @ CCPC

Let us take a look at how technical verification takes place at CCPC.

Ÿ Receive Trickle Feed reports

Ÿ Do scrutiny of physical, if any received through P2F(Paper–To-Follow), instruments to guard against chemical alterations, colour Xerox etc

Ÿ Do image-based Technical Verification i.e., on-screen passing of instrument

Ÿ Check and clear referred items

Ÿ Check for pending items

OLRR Disposal at Branch

Open OLRR enquiry prompt screen; enter branch code and instrument type

Check and take decision on each item

Check for pending items before cut-off time to ensure complete disposal

At CCPC

Ÿ Check for pending items

Ÿ At cut-off time, reject all pending OLRRs by running Blanket Rejections program

ECS

Entire work related to processing of ECS inward transactions is moved from branch to CCPC. However, as a precondition, branches will have to record customers’ mandates for debit transactions in respective customers’ accounts as one time activity for each account.

Ÿ Receive data file for the day from Clearing House

Ÿ Upload data file to CBS and process it to retain records pertaining to the linked branches

Ÿ Correct wrong account numbers by using Look-up table

Ÿ Generate a posting file and upload it to Host through Trickle Feed Mechanism

Ÿ Process Rejections Report to generate Returns file and send it to Clearing House

Ÿ Input financial transactions in CBS for Funds Settlement

LOCAL CHEQUES/COUNTER RETURN

Ÿ All cheques, and other Negotiable Instruments, payable locally in clearing, would be presented through the clearing system prevailing at the centre.

Ÿ Cheques deposited at branch counters and in Drop-boxes, within the branch premises, before the specified cut-off time will be presented for clearing on the same day.

Ÿ The broad time–limit for receipt of cheques (say up to 3 hours after opening of branch, 1 hour before closure of business etc.), which can be fine-tuned for individual locations/branches, based on local practices, will be fixed by the Controllers of the respective branches.

Ÿ All the drop-boxes shall indicate clearly the time up to which cheques dropped in the drop boxes would be sent for clearing on the same day.

14
14

Ÿ Bank branches situated at centres where no clearing house exists, would present local cheques on Drawee banks across the counter and proceeds would be credited, at the earliest, on realization.

Ÿ The time line for collection/clearing of local cheques will be extended by extra day in case of branches having non-Sunday weekly off and for 7 days branches

OFFICE ACCOUNTS

Many instances have occurred when branches have misused System SuspenseAccounts for unrelated transactions. Branches are even permitting unauthorized clean overdraft to customers / Government while paying salary / pension by not debiting the appropriate account first and payments are made by debit to a System Suspense Account. This results in loss of substantial amount of interest and opportunity cost to the Bank. Branches are not following correct accounting procedures relating to clearing transactions. Branch Suspense accounts are being misused in place of System Suspense accounts. Huge balances remain outstanding in such accounts unattended for months together and are eventually transferred to Recalled Assets account and written off.

SR

BGL

BGL

NATURE

OF

PURPOSE FOR WHICH

RECONCILIATION/REV ERSAL PROCESS

NO

NO

NAME

ACCOUNT

ACCOUNT IS OPENED

1

98533

SYSTE

1. Reconciliatory

1.

It is an intra-day temporary

1. All the users (tellers) have to ensure that the credits parked in this account during the day

M

type

a/c

with

parking account to be used while

SUSPE

System Generated Reference No.

putting through various day- to- day transactions in CBS.

NSE -

ORIGI

2. One to many

2.

Cash receipts on account of

by them are invariably reversed and the respective credits are posted to appropriate accounts.

NATIN

type a/c.

new deposit accounts are usually

G

3. Outstanding

parked in this account till the

CREDI

should be in credit

account opening procedure in

T

only.

CBS is completed.

4. Intraday parking account 5. The balances in this account should

3.

Govt. transactions involving a

2. Before EOD

the

single debit & multiple credits

account to be checked and outstanding if any,

can be parked in this a/c.

4.

IOI transactions involving a

should be Zeroed invariably daily. 3. Reference no. has to

be

zeroed

single debit & multiple credits can be parked in this account.

invariably every

day before EOD.

5.

Whenever credits are required

 

to be paid through vendor module to beneficiaries, having accounts in other Bank, the credit has to be parked in this account.

be used while reversing the entries.

16

S

R

N

         

BGL

BGL

NATURE

OF

PURPOSE FOR WHICH

RECONCILIATION/REVE RSAL PROCESS

NO

NAME

ACCOUNT

 

ACCOUNT IS OPENED

   

3 O

98543

MICR

1.

Non-

1.

This account is being used to

1.

Normally this account

INWAR

Reconciliatory

type

park the inward clearing cheques

should show zero balance every day before EOD.

D

account.

 

amount in debit till the cheques

CLEARI

2.

Outstanding

may

are posted in their respective

2.

Any

discrepancy

in

NG

be in Debit or Credit.

account at the concerned

inward clearing

amount

SUSPE

3.

Manual

credits

Branch.

received from the clearing

NSE

have beenrestricted

2.

Clearing house conducting

conducting

branch

and

ACCOU

in this account.

 

branches maysend the inward

total of

inward clearing

NT

4.

Clearing

house

clearing cheques received in Clearing house from other banks by debitingBGL 98543 of linked branches either by Service Branch Functionality or by IBTS. In case of Service Branch Functionality, the debits will beposted by the system in the

cheques

leads

to

either

conductingbranches

excess

debit

or

credit

have

to

post

the

balances in this account.

debit entries in this

The

debit

or

credit

account

of

linked

balances in the account at

branches

by

using

the time

of EOD will

be

service

branch

swept

to

BGL

98724

-

functionality.

 

System

 

Suspense

5.

This account may

linked branches of the clearing house conducting branches. In case of IBTS entries received by

Clearing. Difference

have

a

debit

or

(Debit) (in case of debit

credit

balance at

balances) or

to

BGL

EOD for the following reasons:

 

the linked branches, branches have to approve the

98745-System Suspense Clearing. Difference (Credit) (in case of Credit balances).

a.

Wrong reversal

of IBTStransactions after verifying the packing slips and inward

clearing cheques.

b.

Discrepancy

clearing cheques received. Manualcredit entry postings are restricted in this account.

3.

Branches

 

have

to

between inward

reconcile

the

balances

amount

held in BGL 98724 or BGL

clearing posted by the

 

3.

After posting of inward

98745 on the without fail.

next day

Clearing. Conducting Branch

clearing cheques by Inward clearing menu, the following entries will take place:

 

and

the aggregate

amount of Clearing.

a.

Dr. Customer A/c (Successful

Cheques

received

Debits) orDr. 98557 - OLRR Suspense a/c (When customer

for payment.

 

c.

Posting

of

a/c could not be debited for any reason).

cheques through

Clearingmodule

b.

Cr. 98543 - Inward clearing

without the account having been debited

Suspense a/c

by

Clearing.

Conducting branch.

18
19
 

98582

8 CUSTOMER

1.

Reconciliatory type

1.

Originating transaction

1.

The transactions

A/C

a/c

with

system

is posted by the system when customer account is

posted by the system in this account are given

DEBITED

-

generated

reference

ATM CASH

number.

debited but cash has not in the report with

 

NOT

2.

Originating Credit

disbursed by the ATM.

details ATM SU

DISBURSED

a/c.

 

2.

At times two debits are

SPENSE POSTINGS REPORT in branch

3.

One

to

Many type

raised with same RR no. in the account due to

accounts.

reports folder. Branches may use the report to reverse the

4.

Generally

some technical glitches.

Originating

credit

For such erroneous debits

entries are posted by

credit will be posted in BGL-98582 by ATM SWITCH CENTER on a later date say T+2.

a

entries.

Corporate

Centre.

2.

The outstanding

Branches should avoid originating any entry in this account.

entries in the account

are also available in the daily report of Audit BGL accounts age wise breakup report.

   

3.

Branches need to

pass on the credit to customers after properly analysing the case and matching the RR no. and settle the corresponding entry in

BGL-98582.

 

98585

9 IOI TO BE ISSUED A/C

1.

Intraday

credit

1. For issuing Inter Office instrument (IOI), funds can

No ma nual reversals are required normally as both the credit and debit entries are system generated. This account should be zeroised before EOD of everyday.

based BGL Account.

     

2.

Non

reconciliatory

be received either in Cash

System

Suspense

or

through transfer and will

account

be parked in this intermediary account for printing the IOI. By using

 

journal number for printing

of

IOI, system will debit

 

BGL 98585 and issue IOI.

 

98588

10 Inward

1.

Non Reconciliatory When cheques are

No ma nual reversals are required normally as both the credit and debit entries are system generated. (Branches debit this account manually for direct credit to customers without routing it throughSC/DDP menu. This results in debit balance in the account). In such situation the account cannot be credited manually. The debit entry can only be reversed with the help of Service Desk.

collections

type Account.

received for collection by a

suspense

2.

Cannot be credited

branch through automation, on invoking

account

manually.

 

3.

Credit

based

SC, system de bits B G L 98544 (Outward Clearing Suspense account - MICR) and Credits 98588. When SC is marked off after receiving credit, BGL 98588 is debited and Customer's account is credited by the system.

account.

21

3 (v) REPORTS IN CBS

Reports in Core Banking environment are generated from control and risk perspective. The reports are broadly classified into four categories, as follows:

1.

EOD Reports: namely Structured reports provided by CDC to Branches at daily aswell as periodic intervals viz. weekly, monthly. The EOD Reports are further classified as:

a)

Online Reports: Transaction-based reports, needed by Branches for Checking andReporting on a top priority basis.

b)

Offline Reports: Other daily reports, which need to be checked/ verified/ scrutinized / followed up at a convenient time during the day.

2.

Front End Reports: Reports that can be generated by Branches using the Core Banking Menu Options.

3.

Ad-hoc Reports: Reports, which may be obtained by placing a request to CDC, Belapur through CBSmenu.

4.

Reports for Inspecting Officials can be generated by Branches using the Core Banking Menu Options.

Besides the reports received from CDC, a web-site has also been created by the Data Warehouse Project from which Data on critical areas is made available for Branch Managers and Controllers (at ZO/LHO/CC). The URL of the website is

Data

http://10.0.10.22/.The information about Reports also is made available at Centre - Core Banking Project under Useful links-1.

1. EOD Reports - A Brief Introduction:

On completion of EOD, a set of structured reports is generated for each CBS Branchand these reports are sent to (ftp'd) the Branch Servers, through LHOs. The EOD reports in turn can be classified under the following operational categories:

a) Exception Reports.

b) Transactions Reports.

c) Letters/Reminders.

d) MIS Reports.

e) Other Reports.

f) Concurrent Auditor Reports [for specific branches]

g) Ad-hoc Audit Reports

h) Reports on Request

2. Generation and Transmission of Reports:

Every day after EOD, CDC generates a set of reports for each Branch and these are transmitted through ftp (File Transfer Protocol) to the LHO reports server. LHO report server in turn pushes the reports for each branch to the Branch Server which is identified by an IP Address like ftp://A.B.C.D where A is 10 (for the network number), B is the CAP (City Aggregation Point) Locator Number, C is LAN (Local Area Network) Locator Number and D

is the Server number which is 33 or 34. Each branch should know the IP address of the ftp location, which will be of the form ftp://10.b.c.33 or 34/

3. Accessing Reports:

Open Internet Explorer; in the address box type the ftp site address; Click on GO or alternatively press ENTER key.

The ftp folder will open up where you will observe a folder by name CDC. Open that folder. You will find a folder named “Reports”. Open the folder “Reports”. (These folder names are case insensitive.) You will find a number of folders each of them named after the date in YYYYMMDD format like 20180212. Each folder contains the report files that generated for that date.

Care: Only those folders, which are not more than 35 days old, will have files inside them. If the folder is more than 35 days old, only the folder will be there but all files inside would have been purged (i.e. the files are irrevocably deleted).

It is necessary for every branch to download the reports for each day systematically and save them on a local disk. At regular intervals, backups on appropriate media should be taken and the backed up resources should be deleted from the local disk to ensure availability of space for regular use.

i) Exception Reports

Exception reports pertain to important areas of Branch functioning & Customer Service like VVR status, Probable NPAs, Failed SI/Sweeps etc. These are necessary for effective control & mitigating risks at the Branch. These reports are in the “Must See” category & it would be absolutely necessary for the Branch Manager to either scrutinize these reports himself/herself or allot it to other designated official for immediate corrective actions. These reports are available in a sub- folder named as “Exception Reports”. The path for this report in the FTP directory on the Branch server will be “cdc/reports/<datewise folder>/Exception_Reports”.

ii) Transaction Reports

These reports are related to transactions that take place at the Branch which require mandatory checking. These Transactions Reports will be provided to a Branch on the next day of transaction. The Reports are available with a sub-folder named as “Transaction Reports”.

Branch server will be

The

path for

this report in

the FTP directory on

the

“cdc/reports/<datewise folder>/Transaction_Reports”.

iii) MIS Reports

These are the reports, which are miscellaneous in nature. These are required by Branches to deal customer queries & monitoring Branch activities. The reports are available with a sub-folder named as “MIS Reports”. The path for this report in the FTP directory on the Branch server will be “cdc/reports/<datewise folder>/MIS_Reports”.

iv) Letters/ Reminders

These are schedules/reminders/advices/intimations/GAD reports etc. These reports facilitate Branch work. These reports are placed in a sub-folder named as “Letters-

23
23

Reminders”. The path for this report in the FTP directory on the Branch server will be “cdc/reports/<datewise folder>/Letters_Reminders”.

v) Other Reports

The reports, which are not covered in the above mentioned categories, are provided to the Branch in CDC Reports folder with a subfolder named as “Other Reports”. The path for this report in the FTP directory on the Branch server will be “cdc/reports/<datewise folder>/Other_Reports”.

vi) Summary File

CDC report folder will contain a text file named as “List of Reports”, which shall give complete list of reports that have been generated for the branch during the day. All other reports which are not listed inthese text files are considered „Nil Reports' for that particular branch. The path for this report in the FTP directory on the Branch server will be “cdc/reports/<datewise folder>/list_

4. Viewing / Printing of Reports:

The reports are either direct TEXT files (.txt) or TEXT files zipped using the GZIP freeware utility (.txt.gz). Files can also be of the type PRT files (.prt) or PRT files zipped using GZIP (.prt.gz). If the system being used is configured properly, when you right click on a TEXT file (.txt file) or a PRT file (.prt file), you will observe that the option OPEN / OPEN WITH available in the Context Menu that appears. If OPEN is available, click on OPEN option. The program which has been registered with Windows for opening files ofthat file (like Notepad or WordPad) will open and the data in the file will appear in that program window.

If a printout is needed, FILE PRINT in this word processor window will generate the printed report.If the file is a zipped file namely a .gz file, it can be viewed by a right click on the file and then by invoking with VIEW/ VIEW WITH GZVIEW, which will appear in the Context Menu. If a printout is required, it can be obtained by right clicking on the file name and then invoking PRINT/ GZPRINT in the Context Menu that appears. (In case problems are encountered in viewing/ printing reports, call for the services of a Project Officer who can configure the GZVIEW and GZPRINT correctly.)

3 (VI) IMPORTANT CDC REPORTS

The system is generating various daily reports and is posted in the CDC Reportfolder, date-wise, for the purpose of scrutiny / checking by the branch functionaries.The CDC reports, which are to be checked on a regular basis is listed hereunder:

Yes, a

request can be lodged through Screen No. 036031 – Adhoc Audit Report. The daily report is available under “Exception Report folder”.

2. Is there any report available for VVRs pending for quite long time?

i. Report ID: dbcs0008 - VOUCHER_VERIFICATION_PEN DING_FOR_THE_ LAST_7_DAYS.prt (Pending for last 7 days)

ii. Report ID: dbcs0014 - VOUCHER_VERIFICATION_PEN DING_FOR_THE_ LAST_15_DAYS.prt (Pending for last 15 days)

1. Can we get the failed S.I and Sweep reports for a particular period ?

iii. Report

ID:

dbcs0016

-

VOUCHER_VERIFICATION_PEN

DING_FOR_

THE_LAST_MONTH.prt (Pending for One Month)

[The above reports are available under “Exception Reports folder”]

3.

Is there any report to verify the manual interest adjustment ?

Report ID:

depd0199 - MANUAL_INT_ADJUSTMENT, under “Exception Reports folder”.

 

4.

Any

report

on

ATM

suspense

transaction,

which

will

be

useful

for

reconciliation

?

Report

ID:

infd1130

-

ATM_SUSPENSE_POSTINGS

_REPORT_infd1130.txt under “Transaction Report folder”.

 

5.

Any report on monitoring high value transactions ?

Report ID: lond2599 -

Report_High_Value_ Transactions.txt, under “Exception report folder”.

 

6.

Any report to follow with BC/BFs ?

Report ID: lond1221ms - FI_Daily_Acc_

Bal_Above_Threshold_ File.prt, under “Exception report folder”.

 

7.

Any report to verify the staff accounts balance as well as transactions ? Report ID: depd3323 - Report_on_Staff_acct_transactions_greater_ than_50000.txtReport ID: depd3324 - Report_on_Staff_ acct_balances_greater_ than_100000.txt Both the reports are available under “Exception report folder”.

8.

Any report to verify KYC compliance with “ID Acceptable to Manager”?

Report

ID: audt3411 - DAILY REPORT ON KYC_ID ACCEPTABLE TOMANAGER, under

“Exception Reports folder”.

 

9.

Any report to verify back value dated transactions?

Report ID: lond2476 -

Report_ Back_Value_Dated_Transactions_lond2476.txt Report ID: long2483 - Back_ Value_Trans_ Greater_Period_lond2483.txt, Under “Exception report folder”.

10. Any report to verify TDR/STDR Open/Close/Renewal for the business

Report ID: depd6690 - TDR_STDR_OPEN_CLOSED_

development

?

RENEWED, under “Exception Report folder”.

11. Any report to verify Accounts (Other than TDR/STDR) Opened /Close

a) Daily_ACCT_CLOSE_BRANCH.txt.gz

b) Daily_ACCT_OPEN_BRANCH.txt.gz (Both the reports are available under “Other Reports folder”).

v v

v

25
25

Chapter - 4

Operational Risk Management-II :

VPIS Management Control

NOTES

Chapter -4: Branch Security Forms and Disposal of Obsolete Security Forms

4 (i) DEALING WITH SECURITY FORMS

Custody of Blank Security Forms, Stamped Forms, Pass Books and other Stationery’ items Boxes /parcels containing security forms must be opened immediately on their receipt from tire CirSD. The acknowledgement cards accompanying the consignments should be promptly dispatched to the CirSD duly signed in full by the officers holding joint custody of the security forms. The stock of all security forms, after verification and record in the appropriate registers, will be kept in cupboards/bins, duly locked by tire concerned official(s), inside the strong room Branches not having strong rooms, should hold them in FBR safes /cupboards, securely locked and adequately insured against loss by fire. The books of security forms should bear the evidence of having been counted and checked. Stationery stored outside the strong room should like-wise be insured against loss by fire.

On receipt, the stocks of security forms will be examined and verified with the relative invoices received from the CirSD. The total number of books /forms under each category of the security forms will be recorded in the Stamped and Unstamped Forms Register. All subsequent deposits and withdrawals of books /forms will be posted in the respective columns in the above register to show the stock position at any given time. The first and the last printed serial numbers will be entered under the appropriate headings in separate registers sections of the register maintained for different types of the security forms. Each

entry in the registers must be authenticated by the designated officer is) holding custody of the books/forms. The date a book or a form is subsequently taken out for use will be recorded under the initials of the official(s) holding custody of the forms

The security forms will be kept

the strong room in the/joint custody of the Cash Officer

and the authorized official jointly in charge of cash. The date on which the forms are brought into use will be recorded in the relative register under the initials of the joint custodians. It

will be their joint responsibility to ensure that the official who receives the security forms for

token of receiving the books /forms. They

use, initials the relevant column of the register

will be/jointly responsible for the stock of security forms and should exercise proper control

over the issue of security forms held in their joint custody.

The security forms taken out of the strong room for use at the branch will be held in the single custody of the concerned official During the day. the forms will be delivered for actual use to the concerned assistants, duly entered in the Security Forms Issued Register.

Before taking the forms in his custody, the receiving assistant will verify the forms

in the register. The security forms will be issued to the concerned assistant on production of the voucher(s) duly passed /receipted. At the time of issue of the security forms, the concerned assistant and the official will ensure that the serial is unbroken. When away from his seat, the assistant must keep the security forms duly locked in his drawer. At the end of the day, he will return the unused security forms to the official who will account for the forms

issued, including the destroyed forms, and tally the closing stock with the opening stock and the quantity used during the day. The printed number of the cancelled forms, before

being destroyed, should be cut and pasted

under proper authentication of the official and its details also must be entered in CBS

/

in

in

and

initial

in

the register in evidence of its destruction

26
26

through proper menu. The returned forms will be Held overnight by the official in his custody

duly locked

the strong room overnight.

All blank cheque books will be kept under lock and key in the custody of an official not below the rank of accountant or. at the discretion of the Controlling Authority, any other official. The number of forms in each cheque book will be counted and checked in his presence when they are first received at tire branch The first and the Last serial number in each cheque book, will be altered in the Cheque Book Register, in which other particulars will be subsequently recorded at the time of issue of the cheque books.

The Bank Guarantee and Letters of Credit forms which are printed on security paper and bear distinctive numbers, should be kept in charge of a supervising official, duly recorded in separate registers.

OBSOLETE SECURITY FORMS

PROCEDURE FOR CUSTODY AND DESTRUCTION

The following procedure is prescribed for the custody and subsequent destruction of security forms, which are rendered obsolete either due to change in their design or due to change in the scheme / accounting procedure etc. The obsolete security forms, after they are properly identified, should be segregated and retained in the custody of the two officers holding joint custody of the security forms. The details of the forms, so withdrawn should be recorded in a separate register, called ‘Obsolete Security Forms Register (specimen given below). All entries therein should be authenticated by the said joint custodians. Appropriate remarks should also be made against the original entries in the Security Forms Register / Stamped – Unstamped Forms Register.

OBSOLETE SECURITY FORMS REGISTER

in

his FBR safe or a cupboard in the strong room or in a locked box to be kept

in

per latest
per latest
the strong room or in a locked box to be kept in per latest Where it

Where it is specifically advised that a change in the design of a particular form will not render it obsolete, existing stocks of such forms should be exhausted completely before bringing into use the new design forms. Such forms should not be considered obsolete. The value of the obsolete security forms so segregated should be arrived at by reference to the latest stationery valuation sheets received from the stationery deptt. and the same should be written off after obtaining approval from the appropriate authority. A suitable remark about writing off should be recorded against the relative entries in the register introduced for the purpose.

After writing off the value, the obsolete security forms should be effectively destroyed in the presence of the said joint custodians and the Branch Manager / Manager (Accounts), all of whom will record their signatures in the above register in token of having ensured effective destruction of the obsolete security forms. The forms will be destroyed either by burning (if small quantity) or by shredding into minute pieces, manually or otherwise, so that the forms are rendered irretrievable. The amount raised, if any, from sale of shredded forms will be credited to the Charges A/c (Sundries).

The Branch Manager, thereafter will send to the Controlling Authority a Certificate of Destruction (specimen given below), the office copy of which should be retained on branch / office record. During the next inspection & audit of the branch / office the Inspecting Official /Circle Auditor should verify this certificate and point out in his report any lapses observed by him in this behalf.

SPECIMEN OF CERTIFICATE OF DESTRUCTION

(BRANCH LETTER HEAD)

The Controlling Authority

State Bank of India

OBSOLETE SECURITY FORMS CERTIFICATE OF DESTRUCTION

We have to advise that the following obsolete security forms were effectively destroyed by burning / shredding on -----------------, as per the laid down procedure. These forms were rendered obsolete in terms of LHO Circular No. ------------------------------, dated----------------

Particulars with distinctive members of forms Value written off

Yours faithfully,

Branch Manager

MAINTENANCE OF RECORDS PERTAINING TO ATM CARD UNDELIVERED

The Bank has prescribed a Register for recording, a few cards which could not be delivered by the postal authority to the customers owing to improper/incomplete address, which are returned to the branches for recording in a prescribed register and eventual delivery to the customer.

Further the bank has stipulated that such undelivered Cards need to be destroyed on expiry of 45 days to avoid misuse of the instruments against perpetration of fraud. We have observed that at the time of searching the undelivered Card in respect of the customer, the Customer Assistants have to spend avoidable manpower besides resorting to unfruitful activity in locating the instrument and at times they are not able to locate; and simple solution given to the customer is to seek duplicate ATM pin which is a costly affair besides affecting the Bank's image in the eyes of customers.

In view of the above, it has been decided that the branches will be required to maintain the

record in excel format containing the essential columns as under :

SL.

Consig

Consign

Date

Account

Name of

Sign of

Sign of

Sign of

Date of

No.

nment

Date

of

no.

Account

Officer

customer

officer

Delivery

No.

Recei

Holder

(custodia

taking

Delivery

pt

n)

delivery

of Card

The sheet be printed on A4 sheet in landscape mode for pasting in the requisite register when it contains 20 entries in Times New Roman font & 9 font size.(Format enclosed).

This will provide hassle free service to the customers in view of the “Find & Search” option available in Excel sheet. This will also eliminate chances of non-location of Cards by keying

in the account no. of the customer in the excel sheet. The sample sheet in excel soft format

has been provided at ftp://10.64.9.34/ATM Pins/Cards undelivered which may please be downloaded for immediate implementation of the instructions. This will ensure uniformity in maintaining record across the Circle Branches and it would be neat and tidy for

presentation during Inspection & Audit at Branches.

STATIONERY

No Accounting entries will be passed at the branches as and when stationery- is received from the CirSD. On receipt of the consignment- branches will verify the contents with the relative ‘Advice -cum- Invoice of stationery dispatched and the office copy- of the same Any discrepancy in the consignment should be immediately pointed out by a special letter to the CirSD. Stationery received in error should not be returned to the CirSD without prior reference. Similarly, the attention of the CirSD should be drawn to any inaccuracies that may be found in the books or forms supplied by them The original of the Advice -cum- Invoice will be retained by the branch and the duplicate will be forwarded to the CirSD after the branch’s certification thereon that the stationery covered by the invoice has been duly received and is

correct in terms of the quantity and value. The following details of each invoice will be entered in

a portion of the Stationery Ledger, viz. date of receipt, Invoice number, value of stationery, amount of pacing & forwarding charges, total amount of Invoice. etc.

Early in February, CirSD will send /originate to all branches Originating Debits and the relative statement (in duplicate) incorporating the details of stationery supplied by them during the accounting period (Le. February to January). The branches will verify and compare the particulars in the statement with their records and respond to the total amount shown in the Advice. One copy of the statement indicating the date on which the entry was responded to, will be returned to the CirSD. Entries originated by the CirSD should be responded, forthwith, by the branches /offices without any alteration in the amount debited by the CirSD. In case there is any discrepancy in the figures, the branch concerned, should immediately bring the matter to the notice of the CirSD for their necessary action

The cost of COS forms and sundry articles detailed in the statement received from CirSD along-with the Originating Debits will be debited to the Charges Account (stationery) at the receiving branches. The cost of COS forms printed locally and small value sundry articles (e.g pencil, rubber, clips, pins etc.) purchased locally by branches will also be debited to the Charges Account (stationery). Proper record of COS forms and sundry articles received /printed /purchased and used from tune to time will be maintained at the branches. The high

-

valued items of stationery like security forms, books, registers, binders etc. supplied by CirSD will be debited to the Stationery Account at the receiving branches.

All other stationery must be kept under lock and key in charge of a senior assistant He will maintain a record of all stationery issued in the Stationery Requisition and Issue Book which will have two openings, one for articles, such as pens, refills. pencils. rubbers, etc., and the other for forms and registers, the custody and issue of which call for more effective control. A separate page will be allotted to each employee in the first opening and to each section of the office (eg current, dispatch, etc.) in the second opening of the register. At divisionalised branches a separate register the above lines may be maintained in each division.

In the last week of each month the requirements of the employees and the various sections for the following month, (or, in between for emergency unforeseen use), will be entered in

the relative page of the Stationery Requisition and Issue Book: wherein an official at least of the rank of Accountant will sanction the issue of articles /stationery, after satisfying himself that the demands are justified The assistant in charge of the stationery will thereafter, issue the stationery to the employees and the officials in charge of the sections against the recipients’ initials in the said register. The name of the branch, code number and the appropriate identification letters of the market segments must be clearly impressed, where necessary, on all stationery before it is issued for use. At least once a month an official of the rank of Accountant or above will verify the stock of various articles on hand, selected at random, with the quantities shown in the Stationery Register and will satisfy himself that the articles are kept in good order.

An account of all stationery received and issued will be maintained in the Stationery Register, a separate page being allotted to each item of the stationery held. An index of the items will be maintained in the register. Stationery received will be entered in the appropriate column in the register on the date of receipt. A list of stationery items, the custody and issue of which call for more effective control will be supplied to branches by their Controlling Authority. The issue of stationery items included in this list will be entered in the register monthly form an abstract of the Stationery- Requisition and Issue Book made at the end of each month. The number of cheque books, draft books, etc. issued will be similarly posted in the Stationery Register from the cheque book and the Stamped and Unstamped Forms Register. In regard to other items, the total issue (ie. Consumption will be arrived at and the necessary posting made on the basis of opening balances plus receipts minus the closing stock as on 31" January. The particulars at the head of each page and all entries in the registers will be checked and initialed by a supervising official or the Senior Assistant.

/

Local purchase printing of stationery, in excess of discretionary power, may be made only with the sanction of the Controlling Authority

Branches will calculate total value of the closing stock of stationery- as on the 31" January. The

difference between the total value of stationery-

Stationery Account in the General Ledger as on that date have been passed will be the cost of stationery- used during the preceding twelve months. The amount will be debited to Charges Account (stationery-) and credited to Stationery- Account.

arrived at and the debit balance of

/

thus

30
30

Disposal of obsolete Stationery

Before the Annual Stock Taking, CirSD will prepare a list of the high valued items which have become obsolete and circulate it to the branches to enable them to write off the value of such items, if held. Branches should segregate obsolete items of stationery- on the basis of the list circulated by the CirSD. Stationery must be written off only with the sanction of the appropriate authority. The book value of the obsolete stationery to be written off , debited to the Charges Account (stationery-) and credited to Stationery Account. The writing off of the obsolete stationery- should be done well before the exercise of Annual Stock Taking so that these items are not included in the closing stock as on 31 January. As far as possible, obsolete books and forms should be utilized for some other purposes, (eg. One-side printed forms/pads/ registers etc. may be used as scribbling paper). In the case of large quantities the obsolete forms/pads/registers etc. should be sold as ‘scrap’ to the paper/board mills for repulping and a certificate from the mill confirming pulping of the stock of obsolete stationer.- is obtained and kept on record. Alternatively, the stock of obsolete stationery- should be sold only after it is effectively shredded. The sale proceeds of obsolete stationery should be credited to the Charges Account (sundries). Branches should submit a detailed statement of obsolete stationery- disposed off to their Controlling Office for perusal and necessary action.

RECORDS

As per the RBI directives. Bank has formulated a comprehensive Record Retention Policy, which, inter alia, lays down the following as its main objective:

“Preservation of records in an efficient, secured and cost-effective manner so that identification and retrieval of records by branches / offices of the Bank. are facilitated to meet their operational, business, legal, statutory and decision /policy making requirements in the course of their pursuit of the Bank’s Mission “

st

The staff responsible for management of records at the branches /offices will ensure to:

I. Establish and maintain a convenient, safe and low cost area for storage of records at even’ branch /office of the Bank.

II. Manage the records in accordance with the procedure laid down for custody, upkeep, inspection, retention and destruction of records.

III. Preserve the various records for the laid down prescribed minimum periods.

IV. Retain entire records, by and large, in paper-and-electronic form in branches /offices.

V. Hold the records in digitized images’ or ‘microfilm’ with suitable back-ups. if so required with the approval of the competent authority to improve the ease and efficiency of the retrieval /referencing the original records being preserved up to their prescribed retention periods.

VI. Hold the original records for which secondary record in the form of ‘images’ / ‘microfilm’ has been created, at a central storage location to reduce cost and also to eliminate congestion and free space in branches /offices.

VII. Maintain at least two sets of back-ups in addition to disk duplexing at computerized branches, one set being kept on-site in a fire proof safe and the other in an off-site location, with the approval of the Controlling Authority.

The records at branches /administrative offices will be retained for the periods mentioned below. However, these are the minimum periods for which the records are to be retained. Relevant records may be kept for longer periods where circumstances so warrant, such as in case of suit filed cases, fraud cases, disciplinary cases, etc. Records relating to inter-office transactions will be preserved for the prescribed minimum periods or for any longer period as may be specifically instructed by the Controlling Authority in consultation with the concerned Reconciliation Office. Records/or which no retention

period has been laid down, will

retained for such period as may be determined by the

concerned departments) at the Corporate Centre / Business Group in consultation with the Systems and Procedures dept. at Ac Corporate Centre. The Record Retention Period-

will be reviewed periodically to accommodate changes in the record retention area in the light of Statutory /Legislative changes, or introduction of new technologies.

The relevance, adequacy and accuracy of the information and data generated at branches /offices of the Bank. And other allied areas such as the methods by which information and data are collected, data warehousing mining information audit, creation of repositories of

information at different levels and processing of information for management functions, etc. will be periodically reviewed by the management Information Systems dept. at the Corporate Centre in consultation with the user departments / functionaries concerned. The retention periods of the records so generated will be laid down, if not already laid down, in consultation with the Systems and Procedures dept.

The authority responsible for compliance with the Record Retention Policy will be as under:

be

/

with the Record Retention Policy will be as under: be / file being conspicuously numbered altered
with the Record Retention Policy will be as under: be / file being conspicuously numbered altered
with the Record Retention Policy will be as under: be / file being conspicuously numbered altered
with the Record Retention Policy will be as under: be / file being conspicuously numbered altered
with the Record Retention Policy will be as under: be / file being conspicuously numbered altered
with the Record Retention Policy will be as under: be / file being conspicuously numbered altered
with the Record Retention Policy will be as under: be / file being conspicuously numbered altered
with the Record Retention Policy will be as under: be / file being conspicuously numbered altered
with the Record Retention Policy will be as under: be / file being conspicuously numbered altered
with the Record Retention Policy will be as under: be / file being conspicuously numbered altered
with the Record Retention Policy will be as under: be / file being conspicuously numbered altered
with the Record Retention Policy will be as under: be / file being conspicuously numbered altered

file being conspicuously

numbered

altered

and

then retention period (vide

Annexure R/1) recorded at the top of the page. He will take a receipt

must see that all

such records are promptly returned.

Every precaution must be taken to prevent damage to the Bank’s stationery, vouchers or

records by white ants, mildew

discovery

official not below

month for this purpose

at the

that they are being properly maintained.

time examine

should

a

another-

on

Register

soon as it is received. A

separate page should be used for each type of book or file

under his

Records must be kept tidily

and

methodically,

each

book

and

and

in

dated for easy reference The assistant (records) will maintain a Record

the

name of every book

and

first

or

file placed in the record

the last dates

as

and

room

removed

from

his

charge

and

will be

in the

Record

which

should be eradicated immediately

once

see

which

initials with its number

for each

Requisition Register

bock or file

or

dry-rot, any of

far

and

the damage repaired as

the rank

as

as possible. The Branch Manager or

of Accountant should inspect fire record room at least

well as to ensure that records are being properly kept. He

the

Record Register

and

Record Requisition Register

same

and

other officials must keep themselves fully conversant with the

for the

protection of the Bank’s records in the event of riots, civil commotion. floods, etc. so that

there

instructions

Branch Managers

may be no

and

issued by

delay

the Controlling Authority

in

introducing

in regard

to the steps to be

taken

the necessary arrangements at their branches should

an emergency arise.

RETENTION PERIOD OF VARIOUS RECORDS

Sno

PARTICULARS

PERIOD

IN YEARS

1

ATTENDENCE REGISTER

5

2

ASSETS HYPOTHECATION REGISTER

8

3

BRANCH MANAGER’S MONTHLY CERTIFICATE REGISTER

5

4

BONUS REGISTER

10

5

BRANCH DOCUMENT REGISTER

20

6

CASH BALANCE BOOK

8

7

CASH CREDIT INSURANCE REGISTER

5

8

CASH CREDIT REGISTER

20

9

CASH RECEIPT AND PAYMENT REGISTER

8

10

CHARGES REGISTER

5

11

CHEQUE BOOK REGISTER

5

12

CHEQUE REFERRED AND RETURNED REGISTER

8

13

COMPLAINT REGISTER

3

14

CURRENCY CHEST BOOKS

8

15

DAK CUM SC REALIZED REGISTER

5

16

VVR ALLOTMENT / VERIFICATION

8

17

DCB REGISTER

3

18

DEMAND LOAN REGISTER

10

19

DOCUMENT EXECUTION REGISTER

20

20

GOLD LOAN LEDGER

10

21

HEAD CASHIERS CASH JOTTING BOOK

8

22

INSPECTION REGISTER

8

23

INSURANCE REGISTER

8

24

INTEREST REALISED ON SECURITIES REGISTER

8

25

INWARD MAIL REGISTER

5

26

LEAVE APPLICATION FILE

3

27

LEAVE REGISTER

45

28

LOCAL MAIL REGISTER

5

29

LOST DOCUMENT REGISTER

10

30

MEDICAL AID REGISTER

5

31

MISC SECURITY REGISTER

20

32

OVERTIME REGISTER

5

33

PASSBOOK RETAINED OVERNIGHT

5

34

PETTY CASH BOOK

5

35

POSTAGE BOOK

8

36

POWER OF ATTORNEY REGISTER

60

37

RECORD REGISTER

60

38

REGISTERED LETTERS DESPATCHED REGISTER

8

39

RBI REMITTANCES DRAWN REGISTER

8

40

RBI REMITTANCES ENCASHED REGISTER

8

41

SAFE CUSTODY REGISTER/ LEDGER

20

42

SAFE DEPOSIT LOCKER REGISTER

45

43

SAFE DEPOSIT LOCKER KEY REGISTER

45

44

LOCKER ACCESS REGISTER

10

45

PASSBOOK ISSUED REGISTER

5

46

SECURITY REGISTER/ LEDGER

20

47

SECURITY FORMS ISSUED REGISTER

5

48

SECURITY AND SHARES EX CUSTODY REGISTER

5

49

SECURITY AND SHARES PURCHASE AND SALE REGISTER

8

50

SC DESPATCHED REGISTER

8

51

SMALL COIN DEPOT BOOK

8

52

STATIONERY LEDGER

10

53

STATIONERY REGISTER

5

54

STATIONERY REQUISITION BOOK

5

55

STOCK REGISTER / STOCK INSURANCE REGISTER

8

56

STOPPED CHEQUE REGISTER

5

57

SUSPENSE ACCOUNT REGISTER

8

58

TITLE DEED REGISTER

30

59

VAULT REGISTER

5

60

EQUITABLE MORTGAGE REGISTER

8

61

NOMINATION FORMS

8

62

CHEQUE BOOK ACKNOWLEDGEMENTS

1

63

CHEQUE REQUISITION SLIPS

1

64

DOCUMENTS RELATING TO CLOSED LOAN ACCOUNTS

10

65

DOCUMENTS RELATING TO CLOSED LOCKERACCOUNTS

5

66

LETTER OF INDEMNITY/ SUCCESSION CERTIFICATE

60

67

SURRENDERED SAFE CUSTODY/ DEPOSIT RECEIPTS

10

68

STATIONERY INDENT / INVOICES

5

69

TERM LOAN DOCUMENTS EXECUTION REGISTER

20

70

DEMAND LOAN DOCUMENT EXECUTION REGISTER

10

71

USER IDENTITY ALLOCATION REGISTER

PERMANENT

72

COMPUTER HARDWARE ACCESS REGISTER

5

73

SYSTEM ROOM ACCESS REGISTER

5

74

DRAFTS CANCELLED AND DESTROYED REGISTER

8

75

LEASE DEED

PERMANENT

76

ROUTINE CORRESPONDENCE RELATING TO PREMISES

20

77

CORRESPONDENCE RELATING TO FIXED ASSETS

5

78

CORRESPONDENCE ON STATIONERY

5

79

CASH VERIFICATION REPORT

5

80

DUPLICATE KEYS DEPOSIT/ WITHDRAWAL

5

81

INB APPLICATION FORMS

8

82

ATM CARD APPLICATION RECEIVED REGISTER

2

83

DUPLICATE ATM CARD ISSUED

3

84

ATM CASH RELATED REGISTERS

8

INCOME LEAKAGE

INCOME MISC CALCULATION

To eliminate the possibility of Income leakage following steps to be taken:

Ÿ All type of service charges including advance related charges are recovered promptly & correctly as per extant instructions and advance related are recorded in a back-up Register.

Ÿ Penalties (including penal interest) wherever applicable have been recovered as per terms of sanction and special stipulations of the Sanctioning Committee.

Ÿ Back-value dated transactions whether manual or through CBS are properly put through with appropriate authentication with record thereof.

Ÿ Commission on Issue of LC / BG is recovered promptly and correctly. b. Rating of customers with Forex Exposure as per Margin Matrix has been entered in theMercury / IFMS. c. Reset of interest rate has been done at stipulated intervals for all Fixed-Rate Home Loans / Other Term Loans. d. Back up register of concession in interest applied / service charges maintained with record of sanctioning authority. e. Back-up register is maintained for recording all entries passed manually through Interest Expense a/c and Interest Income a/c and are scrutinized & authorized by thecompetent authority.

Ÿ All the income calculation errors detected in earlier audit reports and the current report have been rectified.

To have effective control over reporting , recovering and monitoring a new

software

3 rd

EYE - Income Leakage Tracker Tool has been introduced

EYE - INCOME LEAKAGE TRACKER TOOL

3 rd

INTRODUCED BY I & A DEPARTMENT

OBJECTIVE

Income Leakage Tracker Tool Software prevents overlapping in reporting of Income Leakages by various types of Audits at the Branches. This will also help in authentic reporting & tracking of the recoveries made by Branches.

The software can also help in generating various Income leakage reports branch wise, audit wise and whole bank level, which facilitate reporting to ACB.

Ÿ Work Flow for capturing the Income Leakage reported by various inspecting officials.

Ÿ The concept is to have an application to collate information on Income Leakage at the Branches under inspection.

Ÿ The information can help at compiling information for MIS and bring improvements in compliance of Bank’s systems and procedures.

Ÿ In this application, the Inspecting Official captures the leakage information with relevant details.

Ÿ Branch Manager will have to login and enter details of the recovery/refund periodically.

Ÿ All activities on this application are logged. This system is for use of authorized officials only.

Sl No

Charges for / Income

Detected

Recover

Balance

1

Non Recovery of Interest

     

2

Recovery of Interest at lower rates

     

3

Payment of Excess Interest

     

4

Exchange on Bankers cheque Issued

     

5

Exchange on Drafts / TTs issued

     

6

Commission for Duplicate Drafts issued

     

7

Commission on Short Credits

     

8

Commission on DDP of cheques / bills

     

9

Commission on Inland LCs/BG

     

10

Bank Guarantee commission

     

11

Collection Charges on Demand bills

     

12

Retirement of bills under LC

     

13

Draft / BC Revalidation / cancellation

     

14

Issue of Duplicate BC/ STDR

     

15

Cheques / Bills returned unpaid

     

16

Return of cheques drawn on branch

     

17

Charges for Stop Payments

     

18

Fee for Safe Deposit Receipts

     

19

Fee for Articles kept in Safe Deposit

     

20

Rent for Safe Deposit Lockers

     

21

Charges for Standing Instructions

     

22

Duplicate Pass Books / Statements issued

     

23

MICR C/A and SB cheques issued

     

24

Non MICR C/A & SB cheques issued

     

25

Ledger Folio Charges

26

Minimum Balance Charges

27

Charges for excess debits in SB accounts

28

Service Charges on Inoperative A/cs

29

Account Closure charges

30

Charges for enquiry regarding old records

31

Loan Processing Charges

32

Upfront fee in case of Term Loans

33

Project Appraisal Fee

34

Fees for Limits allocated

35

Inspection Charges

36

Document Charges

37

Late submission of Stock Statements.

38

Late submission of financial statements

39

EM Charges

40

Non payment / Non acceptance of bills

41

P&T Charges recovered

42

ClearingHouseexpensesnotrecoveredfromClearingHousememberbanks.

43

Penalty paid to Govt Departments

44

Penalty paid for delayed reporting of Currency Transfer

45

Penalty paid to Customers on late payment of SC, etc.

46

Any other penalty paid

 

FOREX RELATED AREAS

47

Charges for overdue export bills remaining unpaid beyond 6 months

48

Charges for export documents sent directly by exporter to overseas buyer

49

Charges for Registration of Export Contracts

50

Charges for issuance of Certificates

51

Export LC advising / confirmation charges

52

Collection charges on FC/Re export bills

53

Charges for amendments to LC

54

Charges for booking Forward Contracts

55

Cancellation of forward contracts

56

Charges for issuing opinion reports on our customers to foreign banks

57

Service Charges for operations in EEFC a/c

58

Any other item of revenue loss

v

v v

Chapter - 5

BCP/DRP And Locking Up Arrangement

NOTES

Chapter-5:BCP/DRP and Locking up Arrangement

5 (i) Business continuity Plan

The Business Continuity Guidelines provides a framework to the organization to draw up an action plan for meeting any crisis (disaster or emergency). It enables the organization to take appropriate action to overcome the crisis and ensure the organization’s continued operability. Heads of Branches/Processing Centres/Offices will arrange for periodical review of the BCP and obtain approval of their Controllers. Heads of Branches/Processing Centres/Offices shall be responsible to their controllers for BCP and shall submit a confirmation to this effect in BM’s Monthly Certificate (BMMC). The Certificate to incorporate that BCP is in place and was last reviewed on …… (date) and testing was

conducted last on

(date).

Ÿ BC Plan in case of newly opened Branch/CPC/Office should be drawn and approved within 15 days from the date of opening.

Ÿ The BC Plan is required to be reviewed and approved as on 30th June every year.

Ÿ BC Plan (new/review) should be formally reco