Standard Operating Procedure: Rectifying POSB Account Balance Discrepancies

Standard Operating Procedure for Rectifying POSB Account Balance Discrepancies

Complete Guide for Central Government Employees on Non-Migrated Transactions (POSA, SSA, PPF)

Important Notice: This SOP addresses account balance discrepancies arising from non-migrated transactions during CBS migration period.

📄 Download Official PDF Document

Download Complete SOP (PDF)

1. Overview and Scope

What This SOP Covers:

This procedure outlines the steps to rectify account balance discrepancies in Post Office Savings Bank (POSB) accounts, specifically:

• POSA - Post Office Savings Account
• SSA - Sukanya Samriddhi Account
• PPF - Public Provident Fund

1.1 Scope of Application

This SOP applies to account balance discrepancies arising due to:

1. Non-migrated transactions from legacy application (Sanchay Post) to Finacle CBS
2. Customer requests to continue operating the account despite discrepancies

⚠️ Important Handling Note:

Such cases shall be handled only at the post office where the account existed during the pre-migration period, as the records would be available at that Post Office only.

2. Approval and Processing Hierarchy

2.1 Approval Authority

All accounts with balance differences shall be processed with approval from Gazetted Postmasters:

For GPO/HO Cases:

• Chief Postmaster
• Senior Postmaster
• Deputy Chief Postmaster
• Deputy Director / Assistant Director of GPO/HO concerned

For Sub Offices and Non-Gazetted HO:

• Divisional Head

2.2 Procedure for Sub Post Offices

When Sub Post Offices receive such cases:

1. Forward the case to respective Head Post Office
2. HO conducts verification and calculation of Principal and Interest through SBCO
3. Head Postmaster submits to Divisional Head for approval

2.3 Order Specification Requirements

To ensure accurate account balance rectification, the Divisional Head or Gazetted Postmaster must issue a precise order specifying:

• Exact principal amount to be adjusted
• Exact interest amount to be adjusted
• Verification of genuineness of transactions

3. Approval Process for Parameter Relaxation

1

Divisional Head / Gazetted Postmaster

Process case for approval and send to Circle Office

2

Circle Office

Forward to CPRC Chennai with specific recommendations as per Directorate Letter No. CBS-25/82/2022-FS-DOP dated 28.03.2024

3

Director CPRC Chennai

Examine and convey approval for relaxing parameter to CEPT with copy to Head of Circle

3.1 Account Transfer Requirements

After receiving approval:

• Account shall be transferred to the concerned HO if it stands in another office
• No transfer fees shall be collected (administrative ground)

3.2 User-ID and Role Assignment

The concerned HO shall:

1. Intimate user-IDs through which transactions will be performed to CBS-EOD Team
2. Route through Central Processing Centre (CPC)
3. Identified user-IDs will receive relevant Role-ID/Work-Class from EOD Team

3.3 Parameter Relaxation

CEPT(CBS) team shall relax the parameter for posting non-migrated transactions on the notified date with prior intimation to all concerned through office email.

4. Transaction Posting Procedure

4.1 Pre-Transaction Preparation

Step 1: Note First Transaction Date

Designated PA and Supervisor must note down the First Transaction Date (General Ledger Date) of the account in Finacle.

How to Check: Use HACLI menu

First Transaction Date = Earliest value date allowed for an account after migration

4.2 Posting Principal Amount

I. For PO Savings Accounts (POSA)

Menu to Use: CXFER

Value Date: 01/04/YYYY (where YYYY = financial year following year of migration)

Office Account: SOLID+MXSBP

Example:

If account migrated on 10.05.2020, transaction shall be posted with value date 01.04.2021

Process:

1. Designated PA posts transaction for difference in Principal amount
2. Use SOLID+MXSBP for Credit/Debit leg
3. Authorized Supervisor verifies the transaction

II. For PPF and SSA Accounts

Step A: Check Account Status

Verify if account is active or discontinued:

• If discontinued, customer must make it active by paying:
  • Subscription amount for current year
  • Defaulted subscriptions
  • Default fee

Step B: Post Transaction

Menu to Use: CPDTM or CPWTM (With report code REVRS - Reversal Transaction)

Value Date: 01/04/YYYY (where YYYY = financial year following year of migration)

Account Type	Office Account
PPF Account	SOLID+MXPPP
SSA Account	SOLID+MXSSP

Example:

If account migrated on 20.12.2021, transaction shall be posted with value date 01.04.2022

4.3 Interest Calculation and Posting

SBCO Responsibility:

1. Calculate interest difference using HIARM menu
2. Post for period up to 31-03-YYYY (financial year of migration)
3. Update HIARM entries in Interest Adjustment Register

4.4 Monitoring and Completion

CBS-EOD Team shall:

• Monitor and coordinate with CBS-CPC and HO
• Ensure successful completion of transaction posting
• On completion, CEPT Team will immediately disable parameter relaxation

5. Post-Transaction Activities

5.1 Interest Recalculation (HACINT Execution)

Step 1: Initial HACINT Execution

CBS-CPC of concerned Circle executes HACINT with:

• End-date: 31-03 (31st March) of previous financial year
• Value date: 31-03 (31st March) of previous financial year

Example: If current financial year is 2024-25, use 31-03-2024

5.2 Report Sharing and Verification

1. CBS-CPC shares report from HPR menu with SBCO and HO
2. Report shows:
   • Interest calculation prior to balance restoration
   • Recalculation entries

5.3 SBCO Cross-Check

Designated SBCO official shall:

1. Cross-check calculation and interest amount posted
2. Generate interest report using HAINTRPT menu for detailed verification
3. If discrepancy found (excess or short):
   • Create HIARM entry for difference amount
   • Use applicable date: 31-03 (31st March) of previous financial year

⚠️ Critical Note:

HIARM entry should be created only for adjusting the difference in interest amount payable. After adjustment, update entries in Interest Adjustment Register maintained by SBCO.

5.4 Final HACINT Execution

After HIARM entry completion, CBS-CPC executes HACINT with:

• End-date: 01-04 (1st April) of current financial year
• Value date: 01-04 (1st April) of current financial year

5.5 Timeline and Account Restoration

Completion Timeline: All post-transaction activities must be completed:

• On the day of posting, OR
• Within next two working days after posting

On completion, HO shall transfer account back to original office (if applicable).

6. Record Keeping and Register Maintenance

All transactions posted for updating balance due to non-migration must be entered in a register maintained by the HO:

Column	Details to Record
1	Serial Number
2	Date of Receipt of Case
3	Name of Post Office where account stands
4	Scheme
5	Account Number (New/Old)
6	Name of Depositor(s)
7	Amount of Deposit adjusted (₹)
8	Amount of Withdrawal adjusted (₹)
9	Interest Amount Adjusted through HIARM (₹)
10	Order detail for posting Back Value dated Transactions
11	Date of posting Transaction / Value Date
12	Initials of Designated PA
13	Initials of APM/DPM
14	Initials of In-Charge SBCO

6.1 Fortnightly Reporting

Head Postmaster must:

• Generate "Back Value Dated Transactions Report" from Finacle MIS Server fortnightly
• Check report to ensure only approved transactions are carried out

7. Role of Inspecting / Visiting Officers

7.1 Regular Visits

All officers during visits should:

• Check Back Value Dated Transactions Report at HO
• Verify prescribed procedure has been followed
• Ensure cases settled within stipulated time

7.2 Annual Inspection Requirements

During annual inspection, Inspecting Officers must:

• Check at least four cases
• Report observations in Inspection Report

8. Timeline for Completion

⏱️ Overall Timeline:

Such cases shall be settled within 45 working days from date of receipt of request/complaint.

Stage / Activity	Timeline
Forwarding by SO to HO from date of receipt	3 Working Days
HO Activities (Verification of Balance, Calculation, Forwarding to Division)	5 Working Days
Division Office approval and forwarding to RO/CO	5 Working Days (15 working days if inquiry required)
Regional Office recommendation & forwarding	5 Working Days
Circle Office forwarding	5 Working Days
CPRC Chennai - Approval for Parameter Relaxation	7 Working Days
Completion by CBS-CEPT/Circle CBS-CPC/HO	4 Working Days

9. Practical Illustrations

Illustration 1: SSA Account - Deposit Transaction

Scenario:

• Transaction Date: 07.11.2015
• Amount: ₹10,000/-
• Account Type: SSA Account No. 1234567890
• Location: Lal Bazar SO under Srinagar GPO (J&K Circle)
• Issue: Deposit transaction not migrated to Finacle
• Parameter Relaxation Date: 05.11.2024

Actions Required:

1. Transfer Account: Transfer Account No. 1234567890 to Srinagar GPO. Note First Transaction Date: 04.02.2016
2. Post Transaction using CPDTM Menu:

   Transaction Date	Value Date	Amount	Debit	Credit
   05.11.2024	01.04.2016	₹10,000/-	SOLID+MXSSP (19000100MXSSP)	Depositor's SSA Account No. 1234567890

3. HIARM Entry: Post interest difference payable up to 31.03.2016
4. CPC Actions: Execute HACINT menu and share HPR report to HO/SBCO
5. SBCO Verification: Check interest posted. If discrepancy exists, adjust through HIARM
6. Final HACINT: CPC executes HACINT menu
7. Restore Account: Transfer account back to Lal Bazar SO

Illustration 2: POSA Account - Withdrawal Transaction

Scenario:

• Transaction Date: 07.11.2013
• Amount: ₹5,000/-
• Account Type: POSA Account No. 2345678901
• Location: Magadh University SO under Gaya HO (Bihar Circle)
• Issue: Withdrawal transaction not migrated to Finacle
• Parameter Relaxation Date: 05.11.2024

Actions Required:

1. Transfer Account: Transfer Account No. 2345678901 to Gaya HO. Note First Transaction Date: 23.11.2015
2. Post Transaction using CXFER Menu:

   Transaction Date	Value Date	Amount	Debit	Credit
   05.11.2024	01.04.2016	₹5,000/-	Depositor's POSA Account No. 2345678901	SOLID+MXSBP (82300100MXSBP)

3. HIARM Entry: Post interest difference payable up to 31.03.2016
4. CPC Actions: Execute HACINT menu and share HPR report to HO/SBCO
5. SBCO Verification: Check interest posted. If discrepancy exists, adjust through HIARM
6. Final HACINT: CPC executes HACINT menu
7. Restore Account: Transfer account back to Magadh University SO

10. Key Takeaways for Central Government Employees

✅ Important Points to Remember:

• Balance discrepancies from CBS migration can be rectified through this SOP
• Process must be initiated at the original post office where account existed pre-migration
• Multiple levels of approval required (Gazetted Postmaster, Divisional Head, CPRC Chennai)
• Total settlement time: 45 working days from complaint receipt
• No transfer fees charged for administrative transfers during rectification
• Comprehensive record keeping mandatory at every stage
• Regular monitoring by inspecting officers ensures compliance

📌 What You Need to Do:

1. Report discrepancy to your post office where account existed during pre-migration
2. Provide all relevant account details and transaction records
3. Follow up within prescribed timelines
4. Maintain copies of all communications
5. Download and keep this official SOP for reference

📥 Need the Official Document?

Download Full SOP PDF

Source: Department of Posts, Government of India

Disclaimer: This article is for informational purposes only. Please refer to the official PDF document for complete details and latest updates. Always consult with your post office officials for specific case guidance.