SOP for Address Proof ID Card in TN.doc

OPERATING AND ACCOUNTING PROCEDURE

1. The application for Proof of Address Card available at all HOs, HSG and LSG Sub Post Offices in Chennai City and Tambaram and also at Anna Road HO and Chennai GPO is now also available at the District Head Quarters of Vellore, Kanchipuram, Tiruvallur, Villupuram and Pondicherry UT at the cost of Rs.10/-. The cost per application will be brought under RETAIL POST on the date of sale.

2. Application duly filled in all respects with the recent stamp size colour photos affixed in the relevant portion of Annexure I & II will be presented at the HO or HGS/LSG Sub Post Office from where the postal articles are being delivered to the applicant. The processing fee for Fresh / Renewal / Duplicate cards of Rs. 240/- (or) Rs.140/- (or) Rs. 90/-(as the case may be) will be collected and credited under RETAIL POST on the date of collection of application.

  Procedure at receiving SO / HO:

The application received at the delivery Post Office will be checked first, the name stamp is impressed on the top of application i.e. Annexure I; a rubber stamp impression ‘FRESH / DUPLICATE / RENEWAL’ should be made on the top of both Annexure I and II and the irrelevant option should be scored out. The relevant fee collected should also be invariably mentioned below it. And then the particulars of application will be entered in a Register, the columns of which will be as shown in Annexure -3 and the application alone will be sent to the concerned PRI (P) for verification.

3. The Annexure-II need not be sent to PRI (P) but to be kept in the office itself.

4. If PRI(P) finds answer to SL No. 11 of the application as ‘YES’, the PRI(P) shall then check with the applicant about the status of proof of address card issued earlier and make appropriate observations on the application. Words such as “DUPLICATE” etc may be written on the application.

5. The PRI (P) will complete the verification within FIVE days and return the verified application immediately to SO or HO. The PRI(P) will take utmost care in verifying the application. He will ensure through all possible means that the applicant is actually residing in the address furnished in the application. Suppose the applicant stays in a FLAT, the association of FLATS or Land Lord of the flat/house is to be enquired and confirmed. Even if the applicant is not able to produce any documentary proof for address, it is enough, if the genuineness of applicant residing in that address is ascertained by him from the Residents Association/ Neighborhood.

6. On receipt of verified application from the PRI(P) by the SO, the application (i.e. Annexure I) and the Annexure-II will be forwarded to the concerned HO for further action.  The verified application received from Sub Offices and the verified applications received from the PRI (P) in respect of HO will be assigned with the SERIAL NUMBER as follows. The abbreviation of HO will be placed first followed by four digit Number assigned Chronologically and Year of Issue. The abbreviation of all 14 HOs issuing this Card are as follows:

Anna Road – ARD	Mylapore  - MYL	Tambaram – TBM
Chennai GPO – GPO	Park Town   – PT	Avadi Camp – AVC
T.Nagar    - TNR	St.Thomas Mount -  STM	Ambattur  - ABT
Vellore – VLR	Kanchipuram – KCM	Tiruvallur – TVR
Villupuram – VLM	Pondicherry - PDY	Chengalpattu – CPT
Tindivanam – TDM	Arakkonam – AKM	Ranipet – RPT
Tiruvannamalai – TVM	Arni - ARN

                                   

           

           

          The Serial No. and the Card no. under item No.9 in Annexure-II and the Serial No. in application will all      be ONE AND THE SAME and the number will be like ARD/0001/2008, MYL/0001/2008, STM/0001/2008 etc.

7. The particulars against Sl.7 to 11 in Annexure-II will be entered by the PA at HO and the Annexure-II duly filled in all respects will be sent to the Card Maker, Shri.Bastin Paul, Southern Regional Manager, UTI Technology Services Ltd., No.45, Justice Bhasheer Ahmed Building, II floor, Second Line Beach, Chennai – 600 001 by service Registered Post.

8. The card prepared in Ultra Silk finish touch quality will be entrusted with the BD Section of Regional Office by the Card Maker for dispatch to the concerned Head Postmaster. On receipt of card from the Regional Office, the PA at HO will immediately enter particulars of all Cards in the Register, retain all Annexure II in HO and return only Annexure I (i.e. Application) and card duly enclosed in a strong cover to the concerned Sub Office, duly invoiced in SO Slip for delivery to the applicant from SO concerned.  The PAs at HO and SOs will contact the applicant over his Telephone/ Mobile number and deliver the card to the applicant under acquittance on his/ her arrival.

9. The Register for issuance of Proof of Address Card will be properly maintained by the PA at HO / SO. Entries will invariably be made in the Register at each and every course of action.

10. When the application tendered at a SO is received back at HO duly verified by the PRI(P), entry will be made in the Register as if it was a fresh case received at HO and the entry under column-6 will be the date on which the application was originally received at SO.

11. On receipt of cards and applications from HO, the PA at SO will contact the applicant over his Telephone / Mobile Number and deliver the card to the applicant under acquittance in the application, on his / her arrival.

12. The undelivered cards will be under the personal custody of Postmaster / Sub Postmaster. At the end of each day, the position of pendency will be noted under the ‘Remarks’ Column of Register under the dated signature of Postmaster / Sub Postmaster.

13. The cost of preparing each card is Rs.19/- only. A consolidated bill for all cards prepared during a month will be furnished by the Card Maker to the Regional office during the first week of following month. The sanction for payment will be issued by the Regional Office with directions to the Card Maker to take payment by cheque at Anna Road HO. The Chief Postmaster, Anna Road HO will effect payment by cheque and charge the amount under “RETAIL POST – Deduct.”

14. The application for issue of Proof of Address Card will be kept in a Guard File by all HOs / SOs and the same preserved till the expiry of validity of card ie., three years. Annexure II in respect of HO and SOs will be preserved at HO only.

15. Renewal of the Card after expiry of Validity period:

The Proof of Address Card can be renewed after the validity period on following the same procedure as that of a fresh one ie., Furnishing Application with the then stamp size photo, verification by PRI(P), Fees collection, Card preparation etc.  The fees for renewal will be Rs. 150/- (Rupees One hundred and fifty only) i.e. Rs. 10/- towards application and Rs. 140/- towards processing fees.

16. DUPLICATE: Change of address within Chennai City:

If the Card holder has to shift his residence to some other place in Chennai City and if the new address of Card holder falls within the jurisdiction of Card issuance of Chennai City and if the Card holder desires to surrender his/her card and get a new card upon the new address, he/she may get a new one by paying Rs. 100/- (Rupees One hundred only) i.e. Rs. 10/- towards application and Rs. 90/- towards processing fee.  The date of validity of new card will be the same as that of old card.  The card will however be issued only after the genuineness of new address is duly verified by PRI (P) / ASP. The old card will be surrendered by the holder on getting his/her new card.  PM/SPM will personally destroy the old card and endorse a certificate in the Annexure I of the new application.

17. DUPLICATE: Loss of the Card:

Similarly, if the card holder has lost his original Proof of Address Card and if the holder desires to obtain a duplicate card, he/she may get a new one by paying Rs. 100/- (Rupees One hundred only) i.e. Rs. 10/- towards application and Rs. 90/- towards processing fee.  The date of validity of new card will be the same as that of old card. The details of original card should be verified with the Original Annexure I & II (submitted for obtaining original card) available at the PO and the information furnished in the new form should be attested by the verifying Postmaster / Sub Postmaster.

18. Forfeiture of processing fee:

In the event of address furnished in the application found to be “false” or “bogus” at the time of verification, the processing fee of Rs. 240 / 140 / 90/- will be forfeited and no refund of fees need be ordered, as followed hitherto.

19. Procedure for Accounting sale of Application form of Proof of Address card (Rs.10/-):
    At the end of the day, the amount realized on the sale of application forms of Proof of Address Card should be brought under Retail post by selecting the option Other Receipts→Retail Post.

20. Procedure for Accounting processing fee for Proof of Address card (Rs.240/-):
    

                                i.            Create a new service with name ‘Proof of Address Card’ by logging in as POS Supervisor

                              ii.            Add three columns with the follow up discipline

o   Applicant Name           :

o   Applicant Number       :

o   Amount                       :

            All the above three columns should be printed in receipt.

                            iii.            While configuring the amount column the Account Head should be ‘Retail Post’.

The System Administrator should ensure that the service should be configured in all the offices that are authorized for Proof of Address Card Services.

21. Incentive:

i.           The PA at HSG/LSG SO who is selling and also  processing the application for  correct preparation and sending the application to PRI(P) for verification will be paid Re.2/- per application as incentive.

ii.         The PA who is doing the aforesaid work at HO will be paid Re.2/- per application.

iii.       The correspondence section PA at HO who is maintaining entries in the Register, preparing particulars in Annexure-II and sending the same to the Card Maker by Registered Post, dispatching cards with respective application i.e. Annexure I to concerned SOs through SO Slip, delivering the card pertaining to HO and maintaining closing entries at the end of a day will be paid Re.2/- per application.

iv.       The PRI(P) who is verifying the application will be paid Rs.3/- per application.

22. Payment of incentive:   

      According to the conveniences, the Postmaster will effect payment of  incentive to all          eligible officials including those at HO and SOs under his jurisdiction weekly,       fortnightly    or monthly depending upon the voluminous of this business and charge the           payment under “RETAIL POST-Deduct”.

23. Statements:

      Each HO and SO involving this business will furnish a monthly statement to the Regional                 Office directly with copy endorsed to the respective Divisional Office.

Sl. No.	Number of Applications entered in the Register	Number of cards issued from Sl…….. to…….	Number of cards delivered	Number of cards pending delivery at the end of each month.
1	2	3	4	5 (4-3)

     

      Each Division involving this business will furnish a monthly statement to the Regional                      Office on or before 3^rd of every month in the following format henceforth.

Sl. No.	Name of the PO	No. of applications sold	No. of cards processed			Revenue earned
			Fresh	Duplicate (Loss / Change of address)	Renewal

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