||* ALL INDIA POSTAL ACCOUNTS EMPLOYEES ASSOCIATION , ODISHA CIRCLE CUTTACK *||: July 2020

Thursday, July 30, 2020

Soliciting inputs/observations/comments for amendment of RRs 2018 of IP&TAFS Gr “B” –reg.

ALL INDIA POSTAL ACCOUNTS EMPLOYEES ASSOCIATION

Odisha Circle, Cuttack-753004

Office of the Director of Accounts(Postal), Daklekha Bhawan, Mahanadi Vihar, Cuttack-753004.

Ref. No AIPAEA/CK/ 18/2020 Date : 30/07/2020

The Director of Accounts (Postal)

Cuttack: 753 004

Sub: Soliciting inputs/observations/comments for amendment of RRs 2018 of IP&TAFS Gr “B” –reg.

Ref : Postal Dte (PA-Wing), F. No. 301(1)/2012/PA-Admn III/5052 to 5140 dtd 27/07/2020

Respected Sir,

Kindly refer to the letter under reference, wherein it is requested to provide your valuable inputs and suggestions for changes in RRs 2018, ground for change, prospects of the cadre after change etc. In this connection I would like to draw your kind attention about the following points which may kindly considered while submitting your views to the Postal Directorate.

HISTORY OF RR :

It is to bring to your notice that, initially the steering Committee constituted by Member (F) for amalgamation of IP&TAFS Gr-B cadres had recommended to earmark 30% in the total cadre strength of AAO for the Senior Accountants under SCF quota and the remaining 70%, promotion through DR. SEA Section of DOT has changed that recommendation and a draft notification was released with 20% for SCF, 40% for DE and 40% for DR. However, DOP&T did not favour this proposal. After several rounds of discussions spanning over three years DOP&T approved the RRs with 40% SCF, 40% DE and 20% DR and this modified draft had also been approved by the UPSC and was sent to DOLA before final notification.

Again a fresh draft dated 23-03-2017 was floated retaining the percentage of promotion quota i.e. 20% DR, 40%DE and 40%SCF. The only difference in the fresh RR is the enlargement in category of officials for recruitment by promotion through Limited Departmental Competitive Examination. The same was accepted by the DOP&T and was sent to UPSC.

Mysteriously, at a later stage, the RRs that was earlier approved by DOP&T and accepted by UPSC was completely altered. The UPSC has backtracked on its earlier stand and made a complete U-turn by recommending 100% through LDCE, failing which Deputation and Direct Recruitment SCF Quota for Senior Accountants in the present RRs was denied. There came the discontentment among the existing Accounts Fraternity as they could not understand the reason of denying the SCF quota all of a sudden.

However, para 3.2.1 of DoP&T letter No.35034/7/97-Estt.(D) dated 08 February 2002 clearly stated that eligibility for promotion will no doubt be subject to fulfillment of all the conditions laid down in relevant Recruitment/Service Rules, including the condition that one should be the holder of the relevant feeder posts on regular basis and that he should have rendered the prescribed eligibility service in the feeder post.

Further, para(4) of DoP&T letter No.35035/7/97-Estt.(D) dated 16 February 2005 has directed all the Ministries/Department to ensure that they review all Recuritment/Service Rules and carry out amendment in conformity with the decision contained in DoP&T O.M. dated 08.02.2002 in a time bound exercise.

In the existing RR for Group ‘B’ IP&TAFS 2018, the above DoP&T guidelines have been blatantly violated and employees who are not belongs to feeder cadre were allowed to compete for the AAO Examination.

GROUND FOR CHANGE :

I would like to humbly state that more than 90% of the Senior Accountants officiated as AAOs for years together and shouldered the responsibilities when the Department was in dire need and at critical juncture. During their long tenure of officiating promotion, they utilized their domain knowledge and ever allowed any complaints. They proved beyond doubt that the sphere knowledge of the Senior Accountants is second to none of the so called fresher’s qualified as AAO.

In other organized Accounts establishments like AG, Railway & Defence Accounts, only Accounts origin staff have been given opportunity to appear in PA&F Gr-B. But Similar provisions have not been extended to PAOs & CCAs.

Senior Accountants working in the Postal Accounts have been stagnating for decades together and retiring as Senior Accountants only. Some of them joined as Junior Accountants and retired as Sr Accountants. The SCF quota is a recognition of domain knowledge and expertise and is a part of a well-recognized wholesome recruitment policy. It is difficult to digest that how PA Wing claims that the present RR belongs to IP & TAFS Group B where original Accounts fraternity has almost zero representation due to ignoring the existing Seniority cum fitness quota and opening the gates to the outsiders who are less concerned with Accounting System in PAOs and allow them to write the examination to Accounts and Finance Service which is going to sound the death knell for the career prospects of the employees working in Postal Accounts.

It is also submitted that Senior Accountants/Junior Accountants of the PAOs are not allowed to appear in any of the Departmental Examinations like IPOs/ PSS Gr ‘B’ examinations being conducted by Postal Operative/ Executive side, presumably on the ground that it is not the natural line of promotion for Senior Accountant/Junior Accountant. Similarly AAO cadre is the natural line of promotion to the Senior Accountant/Junior Accountant, not for the people working in Operative/ Executive Wing. It is therefore quite logical that the eligibility to appear in the AAO examination should be restricted to the employees of Accounts stream.

PROSPECTS OF THE CADRE AFTER CHANGE

It is to be mentioned that the SCF quota is not first of its kind in Postal Accounts alone, such provisions are also available in other Departments including DOP. To boost the morale and confidence of the Staff of PAOs, the 40% SCF quota promotion has to be provided. This measure only will ensure the proper promotional channel to the Senior Accountants.

The Senior Accountant/Junior Accountant cadres are the core accounting cadres in the Postal Accounts and are sufficiently acquainted and equipped with accounting and audit skills through their working experience. Hence, it Is suggested that no residency period be prescribed for Senior Accountants and 3-year residency period be prescribed for the Junior Accountant & 5 years for LDCs to appear for the AAO examination apart from 40% direct SCF promotion.

This Association urge upon to effect this 40% SCF promotion Quota on the total strength of sanctioned post in AAO cadre as on 01/04/2018 and 40% post of Accounts Officer may also be filled exclusively with Accounts origin AAOs (PAO & CCA) cadre. As no probation period is required for Accounts origin AAOs(SAs), 40% promotion to Accounts Officer from AAO may also be effected wef 01/04/2018.

In view of the above submissions, kindly consider to include the following in proposal of RR.

1. By SCF Quota : 40%

(i) Sr. Accountants who have completed the period

of probation.

(ii) The promotion to AAO cadre under 40% SCF

quota may be effected wef 01/04/2018.

(iii) 40% posts of Accounts Officer may be promoted exclusively from the PAO/CCA Cadre AAOs wef 01/04/2018.

2. By Departmental Examination : 60%

(i) Sr Accountants in PAOs/CCAs

(ii) Jr. Accountants in PAOs/CCAs with 3years Service in this grade.

(iii) LDCs in PAOs/CCAs with 5 years of service in this grade.

(iv) Qualified Postal/RMS Accountants with 05 years regular Service as Accountants.

With regards.

Yours faithfully,

(KALINGA KUMAR PANDA)

Circle Secretary

Monday, July 27, 2020

Posting of more SA/JAs to PA Sections.

ALL INDIA POSTAL ACCOUNTS EMPLOYEES ASSOCIATION

Odisha Circle, Cuttack-753004

Office of the Director of Accounts(Postal), Daklekha Bhawan, Mahanadi Vihar, Cuttack-753004.

Ref. No AIPAEA/CK/ 17/2020 Date : 27/07/2020

The Director of Accounts (Postal)

Cuttack: 753 004

Sub: Posting of more SA/JAs to PA Sections.

Respected Sir,

I would like to draw your kind attention towards the functioning of PA Sections and deployment of man power to look after its day to day works in CSI environment. There are 48 units/DDOs in Odisha Postal Circle (including 45 CSI & 3 non-CSI units) whose financial accounting management of receipt, payment and relevant audit works are to be guided by PA Sections. At present, to manage those 48 units, there are 4 PA Sections with man power of 16 JA/SAs who are backbone of PA Sections. Though AAOs and Sr AO/AO are guiding the dealing hands, but the entire burden of work is being shouldered by the Sr./Jr. Accountants. Before highlighting the difficulties, let me allow to draw your kind attention about some major works prescribed in CSI to be performed in PA section.

The following works are being performed in PA Sections by the JAs/SAs under supervision of AAOs and Sr. AO/AO on daily/monthly basis for verification of authenticity of transaction made at DDO level of the entire Odisha Circle.

1. Agreement of Schedule with trial balance of all type of transactions i.e. PLI, RPLI, Western Union Money Transfer, MO, IPO, RSAO, POR, DAOA, and Non-DAOA, Drawing from Bank, and Remittance to Bank in monthly basis.

2. Audit and agreement of Monthly Pay-bill of all three categories i.e. Departmental, GDS, Pension (Postal, Telecom, Railway) in monthly basis.

3. Agreement of Schedule with trial balance of Income TAX (Salary), GPF, NPS, SDBS in monthly basis.

4. Agreement of Schedule with trial balance of all type of Loans and advances i.e. OMCA, MCA, PCA, HBA in monthly basis.

5. Agreement of Schedule with trial balance of all type of Retirement benefits i.e. DCRG, GPF Final Payment, Leave Encashment Full & Final, CGEGIS, Commuted Value of Pension, Severance, Ex-Gratia, and EDGIS in monthly basis.

6. Audit of Off-cycle payments of all kinds of advances and claims like TA, Medical, CEA, CHA, LTC, LTC EL Encashment, Newspaper, Telephone, Dress Allowance, GPF withdrawal, Honorarium, OTA, All type of arrear payments etc on daily and monthly basis.

7. Posting of transactions of TNF offices are being verified in CSI environment after receiving data from concerned DDOs on daily basis.

8. Checking of nullification of 59 type of NA items (as in Annexure – A) created due to incomplete process of posting of transactions at DDO level on daily basis.

9. Checking of POS cash, DOP cash on daily basis.

10. Preparation of Trial Balance in monthly and quarterly basis.

11. Generation of CGA Report and its sub-mission to PFMS after verification on T+3 basis.

12. Derivation and Posting of difference figure in PFMS between e-lekha and Trial Balance through manual transfer entry in quarterly basis.

13. Correspondence to the DDOs for any discrepancy noticed during verification.

14. Preparation MPR, DGIR, CPMG IR, Union Finance Accounts Report, IFA Report & SWR.

15. Establishment Audit and its agreement with CSI Establishment Register.

16. Service Book verification.

17. Pre-check work of arrear pay of retired as well as existing employees.

18. Correspondence in General Seat (Monthly Performance Report, Union Finance Account (Annually), DG(P) IR, CPMG IR, IFA (Quarterly), IPO (Quarterly), State of Work Report (Monthly).

19. Review of Monthly Accounts of DDOs.

20. Verification of Voucher & OB Register for settlement of various Audit objections and Loss/Fraud cases and making correspondence there to.

Total 16 officials have been deployed in PA Sections to monitor all the above works in respect of entire Odisha Circle. But the existing officials are attaining only 11 items out of 20 items. Out of 11 items, item No- 3, 13,14 & 18 are performed properly (100%). The Item No.- 1 is being done without checking of vouchers. The Item No.- 4, 7, 8, 10, 11, 12 & 17 having been partially watched but the actual Audit Work are not being done. Against Sl No-11, the CGA Reports are being generated and submitted without examining systematically. It is being happened due to severe shortage of man power in Sr/Jr. Accountant Cadre. Wrong booking by units, slow server are also other hurdles faced by them.

The work of Sl. No. – 2, 5, 6, 9, 15, 16, 19 & 20 are not touched due to acute shortage of staff. One official has been entrusted the work of 4 DDOs and instructed to complete the work in any way i.e. to look into the Sl No. – 3, 13, 14 &18 only to maintain the routine of the completion of work. In this regard it is to bring to your kind notice that neither order has been issued not to do the untouched work, nor adequate staff are deployed to perform all the items of work. By ignoring the Audit work which is the identity of this office, it will be not proper to accept the transactions made at DDO level as genuine and correct. Postal Directorate(PA Wing) vide File No.11-26/PA/BK-1/PFMS/2019-20 dated 05/2020 has issued guidelines that Cent percent sharing of Accounts on T+3 basis should be ensured…… Responsibility shall be fixed on the SA/JA concerned.

As work study has not yet been done regarding the quantum of work to be performed by an individual SA/JA, the minuscule staff posted in PA sections are very much apprehensive of imposition of responsibility on them for any lapses.

At present, the centralized HRMS Payment has since been stopped w.e.f 19.06.2020. During centralized payment huge irregular payments were detected regularly and stopped before payment by HRMS section of this office. But, at present, there is no other option to audit the irregular payments other than by PA sections. So, proper audit is inevitable to run the entire CSI system correctly. At least one and half (1½) man power is badly needed per DDO/unit and one man power for small units like PSD, CSD, PCD to run the PA sections correctly and efficiently.

In this context, I may be permitted to draw your personal attention about the history of Account Current Section. The Officials including LDCs & MTSs were urged by Sr AO & AAOs to complete the huge pendency of work in specified time period given by Postal Directorate. The officials were advised to complete the work without Preparing broadsheet, attending the un-compiled schedules received from DDOs and so other deficiency of records and they have done this and completed the work in time. But the consequences have been shouldered by our poor officials when the fraud of Bhawanipatna HO was detected by our office. The name of officials in Account Current section were included in subsidiary offender list resulting in punishment to them. It is more surprising that the names of the officers were not included in the list of subsidiary offenders who were the supervisors and instructed the officials to complete the work. It is apprehended that the same occurrence may be repeated if all the works are not being properly audited. It is feared that the responsibility of irregular payment, if any, may be imposed upon the heads of the staff deployed at PA Sections who are being instructed to burden excess load than their actual duty.

Again it is submitted that the JA/SAs are working in their personal employee IDs. There is no scope/proof about the proper examination by the supervisor before completion of work. The work procedure of Postal Accounts has been experienced that every accounts & works have been done at least in three ladders, i.e. Dealing Asst(JA/SA) , Supervisor(AAO) and Branch Officer(SR AO/AO). But the work in CSI is performed by the employee id of dealing Asst only. So action may be taken to perform all the work in PA sections through CSI in joint employee IDs of SA/JA, AAO, Sr AO/AO.

The officials deployed in PA sections are not conversant with the functioning of all the items of CSI. As such a complete training programme may kindly be arranged to make them CSI literate. Total 63 JA/SAs are required to perform the entire work impeccably. At present, at least 48 officials in SA/JA cadre are badly necessary to attend the important items of CSI.

Therefore, I request your goodself to consider about deployment of more hands in PA Sections, imparting complete training to them and adding the employee ids of supervisors & Branch officer for smooth functioning of CSI works in PA sections.

With regards.

Yours faithfully,

(KALINGA KUMAR PANDA)

Circle Secretary