RBI - DGBA Manual Vol.1 - Division of Bank Accounts

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DEPARTMENT OF GOVERNMENT AND BANK ACCOUNTS

LAUNCH OF BANKING DEPARTMENT MANUAL VOLUME I –DIVISION OF BANK ACCOUNTS

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Banking Department Manual Volume -I

Table of Contents Sr No.

Particulars

Page No.

1.

Glossary

2

2.

Chapter 1: Introduction & Organisational Set Up and Functions

7

3.

Chapter 2: Bank’s System of Accounts

12

4.

Chapter 3: Account Management

26

5.

Chapter 4: General Instructions with respect to e-KUBER

47

6.

Chapter 5: Inventory Management and Processing of Instruments

50

7.

Chapter 6: Remittance of Funds

66

8.

Chapter 7: Loans and Advances

78

9.

Chapter 8: Miscellaneous

84

10.

List of Annexures

93

11.

List of Banking Department Forms

94

12.

List of Banking Department Registers

95

13.

Annexures

96

14.

Banking Department Forms

120

15.

Banking Department Registers

143

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Banking Department Manual Volume -I

Glossary Sr. No.

Abbreviation Full Description

1.

ADB

Asian Development Bank

2.

ADF

African Development Fund

3.

AGM

Assistant General Manager

4.

AM

Assistant Manager

5.

AoA

Articles of Association

6.

Asst

Assistant

7.

BD

Banking Department

8.

BDF

Banking Department Form

9.

BDR

Banking Department Register

10.

BFEA

Bank for Foreign Economic Affairs

11.

BR

Board Resolution

12.

CAB

College of Agricultural Banking

13.

CAS

Central Accounts Section

14.

CBDC- R

Central Bank Digital Currency - Retail

15.

CBDC- W

Central Bank Digital Currency - Wholesale

16.

CBOT

Core Banking Operation Team

17.

CBS

Core Banking Solution

18.

CCIL

Clearing Corporation of India Ltd.

19.

CDS-ITP

Compulsory Deposit Scheme - Income Tax Payers

20.

CGM

Chief General Manager

21.

CHB

Clearing House Balance

22.

CO

Central Office

23.

Cr

Credit

24.

CRR

Cash Reserve Ratio

25.

CSAA

Control Self-Assessment Audit

26.

CSBD

Corporate Strategy and Budget Department

27.

CT

Clearing Transaction

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Banking Department Manual Volume -I

28.

CTS

Cheque Truncation System

29.

DAD

Deposit Accounts Department

30.

DBA

Division of Bank Accounts

31.

DCM

Department of Currency Management

32.

DD

Demand Draft

33.

DEIO

Department of External Investments and Operations

34.

DGBA

Department of Government and Bank Accounts

35.

DGM

Deputy General Manager

36.

DIN

Document Identification Number

37.

DIT

Department of Information Technology

38.

DoR

Department of Regulation

39.

DoS

Department of Supervision

40.

DPN

Demand Promissory Note

41.

DPSS

Department of Payment and Settlement Systems

42.

Dr

Debit

43.

DT

Deputy Treasurer

44.

EMD

Earnest Money Deposit

45.

EOD/SOD

End of Day/Start of Day

46.

ER

Expenditure Rules

47.

EXIM

Export-Import Bank of India

48.

FCB

Foreign Central Bank

49.

FED

Foreign Exchange Department

50.

FER

Financial Entry Request

51.

FI

Financial Institution

52.

FMOD

Financial Markets Operations Department

53.

FMRD

Financial Markets Regulation Department

54.

GBD

Government Banking Division

55.

GL

General Ledger

56.

GM

General Manager

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Banking Department Manual Volume -I

57.

GST

Goods and Services Tax

58.

HOD

Head of Department

59.

IAU

Independent Accounting Unit

60.

IBA

Inter-Banking Arrangement

61.

IBRD

International Bank for Reconstruction and Development

62.

ÌCEGATE

Indian Customs Electronic Data Interchange Gateway

63.

ID

Issue Department

64.

IDA

International Development Association

65.

IDL

Intra-Day Liquidity

66.

IFAD

International Fund for Agricultural Development

67.

IFC

International Finance Corporation

68.

IMF

International Monetary Fund

69.

IOAR

Inter Office Auto Reconciliation

70.

IRS

Income Review Statement

71.

LAF

Liquidity Adjustment Facility

72.

LOC

Line of Credit

73.

LSF

Liquidity Support Facility

74.

MIGA

Multilateral Investment Guarantee Agency

75.

MIS

Management Information System

76.

MNSB

Multilateral Net Settlement Batch

77.

MoA

Memorandum of Articles

78.

MRFS

Modified Remittance Facilities Scheme

79.

MSF

Marginal Standing Facility

80.

NABARD

National Bank For Agriculture and Rural Development

81.

NACH

National Automated Clearing House

82.

NEFT

National Electronic Funds Transfer

83.

NHB

National Housing Bank

84.

NPCI

National Payments Corporation of India

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Banking Department Manual Volume -I

85.

NRB

Nepal Rashtra Bank

86.

OAT

Own Account Transfer

87.

O-I-C

Officer-In-Charge

88.

P/N

Promissory Note

89.

PAD

Public Accounts Department

90.

PD

Premises Department

91.

PDO

Public Debt Office

92.

PF ID

Provident Fund Identity

93.

PO

Payment Order

94.

PoA

Power of Attorney

95.

PPI

Prepaid Payment Instruments

96.

PSP

Payment Service Provider

97.

QDO

Quarterly Demi Official

98.

RBI

Reserve Bank of India

99.

RBIA

Risk-Based Internal Audit

100. RBSC

Reserve Bank Staff College

101. RD

Regional Director

102. RFS

Remittance Facilities Scheme

103. RO

Regional Office

104. RTGS

Real Time Gross Settlement

105. RTI

Right To Information

106. SBI

State Bank of India

107. SDS

Special Deposit Scheme

108. SIDBI

Small Industries Development Bank of India

109. SLF

Special Liquidity Facility

110. SWIFT

Society for Worldwide Interbank Financial Telecommunications

111. TB

Treasury Bill

112. TE

Training Establishment

113. TIN

Taxpayer Identification Number

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Banking Department Manual Volume -I

114. TT

Telegraphic Transfer

115. VEB.RF

Vnesheconombank Russian State Development Corporation

116. WLA

White Label ATM

117. WSA

Weekly Statement of Affairs Go To Index

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Banking Department Manual Volume -I

Chapter 1 Introduction – Organisational Setup and Functions of Banking Departments 1.1.

Statutory provisions relating to the functions of Banking Departments

In terms of section 3(1) of the RBI Act 1934 (hereinafter referred to as “the Act”), the Reserve Bank of India shall be constituted for the purposes of taking over the management of the currency from the Central Government and of carrying on the business of banking in accordance with the provisions of the Act. In terms of section 17(1) of the Act, the Bank shall be authorized to carry on and transact several kinds of business, including accepting of money on deposit without interest from and the collection of money for, the Central Government, the State Governments, local authorities, banks, other Financial Institutions and any other persons.

In terms of section 53(1) of the Act, the Bank shall prepare and transmit to the Central Government a weekly account of the Issue Department and of the Banking Department in such form as the Central Government may, by notification in the Gazette of India, prescribe.

In terms of Section 53 (2) of the Act, the Bank shall, within two months from the date on which the annual accounts of the Bank are closed, transmit to the Central Government a copy of the annual accounts.

In this regard, the Bank acts as a banker to (a) Central Government, State Governments and local authorities. (b) Banks, other Financial Institutions and any other persons.

The Banking Department at Regional Offices (ROs) performs the functions of the banker to the above-mentioned entities. They have also been entrusted with the responsibilities of maintaining accounts of the Bank, generating and checking the Weekly Statement of Affairs (WSA) for every week ending on Friday (irrespective of whether Friday is a working day or a holiday) and confirming its correctness to DGBA, and preparation of the periodical Income Review Statement (IRS) of the respective ROs. Also, they act as the nodal point for DGBA in matters relating to the finalization of accounts at the time of Annual Closing/Half-Yearly Review.

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Banking Department Manual Volume -I

Organizational Set up and Functions 1.2. The Banking Department will have the following sections and attend to the functions as mentioned below: 1 Account Management Section i.

ii. iii. iv. v. vi. vii. viii. ix.

x.

2

Opening, maintenance and closing of current accounts and loan accounts (wherever applicable) of banks and other Financial Institutions (FIs).

Maintenance of record of Authorized Signatories and Power of Attorney holders.

Maintenance of Standing Instructions like Debit mandate and Letter of Authority.

Obtaining balance confirmation from current account holders and providing certificates of balance to current account holders.

Issuance and Maintenance of cheque books.

Monitoring of Inoperative Accounts.

Sanction, Disbursement and Recovery of loans and advances (wherever applicable). e-KUBER portal administration.

Attending to Attachments/Garnishee Orders issued by Courts, Quasi-Judicial Authorities, etc., relating to current accounts of banks/FIs. Half-Yearly Customer Service meetings with current account holders.

Government Banking Division i. ii. iii. iv. v. vi.

vii.

viii.

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Opening, maintenance and closing of Government accounts.

Maintenance of record of Authorized Signatories and Power of Attorney holders.

Managing special Government Schemes like SDS, CDS-ITP, etc.

Processing Government transactions-(receipts/payments /remittances).

Processing reimbursement with respect to Letters of Credit/Bank Guarantee.

Generating, verifying and dispatching scrolls to the Government (cash, clearing & transfer) and verifying & dispatching date-wise monthly statements to government departments.

Handling references received in connection with the authorisation of banks for conducting government business and referring the same to DGBA. Government receipts collection (e-mode and physical mode) through agency banks.

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Banking Department Manual Volume -I

ix.

Inspection of agency banks, follow-up, maintaining data relating to agency banks and sending inspection reports to certain offices.

Detailed Guidelines are provided in Chapter 7 of BD Manual Vol (II) (updated up to June 30, 2023). x. Payment of agency commission claims with due diligence, recovery of excess commission claimed by banks and imposition of penal interest, wherever applicable. xi. Pension reimbursement to agency banks. xii. Reconciliation of outstanding discrepancies in State Government transactions and holding meetings on a Half-Yearly basis. xiii. Annual closing and Half-Yearly review (provisioning of agency commission for March and September quarter, respectively and write back of unutilised provision made during Annual Closing). xiv. Check the month-end balance transfer in the government accounts to the Central Accounts Section (CAS), Nagpur and tally it with government transactions undertaken at ROs and the agency banks. xv. Providing statements of accounts to the central government departments/State Governments. xvi. Attending to court orders/attachments, etc., relating to government accounts.

3 Remittance and Clearing Service Section CTS Related: i.

ii. iii.

Collection of cheques from current account holders and internal departments of the Bank for outward clearing; Scanning and authorization of outward clearing cheques, processing of outward clearing files; Posting and regularization of outward clearing instruments.

Verification and processing of inward clearing instruments; processing of inward clearing return files.

Releasing of paid challans and returning unpaid instruments to customers.

NACH/NEFT Related: iv. Uploading and processing of NEFT files for current account holders and government accounts. v. Sending NEFT inward/outward reports and NEFT return reports to current account holders and government accounts. vi. NEFT Inward GL account reconciliation. vii. Handling daily queries relating to NEFT from customers and internal departments of the Bank.

Other activities: viii. Maintaining inventory and issuing of Demand Drafts (DDs) and Payment Orders (POs).

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Banking Department Manual Volume -I

ix. Clearing of Short Credit.

Accounts Section

4

i.

Obtaining balance confirmation pertaining to charges account and transit GLs (Suspense account, Sundry Deposits account, Earnest Money Deposit (EMD), Security Deposit account, etc.). ii. Generating, checking and confirming the correctness of WSA, preparing IRS for submission to DGBA. iii. Monitoring transit heads in coordination with concerned departments. Submission of Housekeeping statements to COD concerned. iv. Attending to Annual Closing/Half-Yearly Review and related activities. v. Checking of accounts and entries pertaining to cash vouchers and physical instruments. vi. Checking of exception reports. vii. Checking of cash scroll, clean cash book, GL posting & GL summation and trial balance.

Administration Section

5

i. ii. iii. iv. v. vi.

Administration & General Services.

Compliance with various audits.

Maintenance of Risk Register and Incident Reporting Register. e-KUBER user administration.

Inwarding and monitoring of pending letters in SARTHI. Submission of various statements related to pending court cases, RTI matters, etc. vii. Maintenance of records. viii. Maintenance of Citizens’ Charter. ix. Payment of bills. x. Maintaining and reviewing job cards for the department. xi. Placing of indent for security instruments (cheques, DDs, POs) with DGBA biennially. xii. Safe custody of articles.

Additional functions to be performed by Mumbai, Kolkata and Chennai Regional Offices Mumbai Regional Office (DBA) i.

ii.

Opening and maintaining accounts of Supranational Institutions, International Organizations and Foreign Central Banks (except Nepal Rashtra Bank (NRB)).

Communication with foreign account holders by way of SWIFT (wherever applicable).

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Banking Department Manual Volume -I

iii.

Sanctioning and disbursal of Liquidity Support Facility (wherever applicable). iv. Processing Special Liquidity Facility to banks/FIs; refinance to FIs like SIDBI, EXIM, NABARD, NHB, etc. v. Opening of Intra-day Liquidity (IDL) account for current account holders (wherever applicable) and maintenance of IDL limit in e-KUBER. vi. Overseeing RTGS Operations and Maintenance of RTGS Net Funded account. vii. Maintenance of mandate of account holders for debiting their account on account of various clearings. viii. Monitoring the timely settlement of MNSB files from other clearing houses (CCIL and NPCI). ix. Opening, maintenance and closing of CBDC- W and CBDC- R accounts of current account holders.

Mumbai Regional Office (GBD) i. ii.

iii. iv. v. vi. vii.

Reconciliation of CHB-NEFT account.

Payment of interest warrants received from PDO for RBI Administrator's Safe Custody Deposit account and RBI Banking Company's Deposit account.

Creation and encashment of securities (P/N) of International Financial Institutions.

Generation and dispatch of monthly statements of all International Financial institutions to DEIO, DAD and Ministry of Finance.

Deposit and withdrawal of securities by foreign banks under Section 11(2) (b) of BR Act, 1949.

Safe custody of securities.

Nodal office for GST, TIN 2.0 and ICEGATE Collections.

Kolkata Regional Office i.

Maintenance and handling transactions on behalf of NRB.

Chennai Regional Office (as Grid Service Centre) i. ii. iii.

Reconciliation of CHB -CTS account.

Sending daily settlement reports to all ROs and attending daily queries relating to CTS Grid Clearing.

Ensure timely uploading and authorization of CTS MNSB files pertaining to both presentation and return session.

1.3. ROs will have the flexibility to make changes in the grouping to take care of local requirements, if any.

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Chapter 2 Bank’s System of Accounts 2.1 The Bank acts as a banker to banks and Governments, quasi-government institutions, foreign central banks, FIs and other entities authorised by the Bank.

The Bank also manages the public debt of the Central Government (as per provisions of the Act) and State Governments (based on agreements) and provide remittance facilities throughout the country. Financial transactions undertaken by the Bank either on its own account or on behalf of account holders affect the Bank’s books of accounts.

2.2 Financial transactions undertaken by the Bank are classified under various heads of accounts. The bank follows a double-entry system of bookkeeping.

Usage of physical debit and credit vouchers (except for cash transactions) has been dispensed with, as e-KUBER automatically generates vouchers upon authorization.

2.3 Transactions of the Bank fall into two categories: cash and non-cash (i.e., transfer through cheques, DDs, POs, debit mandates, or electronic mode). Cash transactions are accounted for based on vouchers, whereas transfer transactions are accounted for as follows: (i) In case of receipts -Pay in slips, Challans, Applications for remittances, etc. (ii) In case of payments - Cheques, DDs, POs, Debit Mandates, Sanction notes, etc.

2.4 All transactions put through by the Bank will necessarily find a place in one of the following scrolls, viz. (i) Cash Scroll - for cash transactions. (ii) Transfer Scroll - for transactions other than cash.

Note: For the purpose of accounting, clearing transactions are classified under transfer transactions.

2.5 For accounting purposes, all ROs, Central Accounts Section (CAS) Nagpur, Samadhan and two Training Establishments (TEs) viz., College of Agricultural Banking (CAB), Pune and Reserve Bank Staff College (RBSC), Chennai are treated as IAUs with their own books of accounts. Also, all Central Office

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Departments (CODs) together are treated as one IAU. There are 36 IAUs at present (Annex A).

2.6 All accounts relating to banks, Central Government, State Governments, NonBanking Financial Institutions, etc., and the Bank’s internal accounts will be maintained in ‘General Ledgers’ (GLs) in the Banking Department Register (BDR 1).

2.7 Transactions relating to receipts and payments will be entered in e-KUBER by sections/divisions/departments concerned through various modules, and a maker-checker system will be followed for this purpose. Once a transaction is authorized, accounting entries will be automatically captured in the relevant scroll and posted in relevant heads of accounts.

2.8 Subsidiary books/registers pertaining to various heads of account will be maintained in the system.

2.9 Books of Accounts, Registers and Other account related records Transactions of the Bank flow through books of accounts maintained by the Bank as below: Scrolls (Cash & Transfer) Day Book

Clean Cash Book

GL Posting and Summation

Trial Balance (I) Scrolls Cash Scroll Cash scroll (BDR 2) will contain particulars of all cash receipts and payments.

However, for offices whose cash transactions are numerous or where it is 13 | P a g e

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considered convenient to decentralize the work for certain categories of transactions, separate sub-scrolls can be generated by e-KUBER. This will help individual sections to independently check and balance their books with instruments/base supporting documents. The total of these scrolls and transactions taking place in GBD will be automatically captured in the Main Cash Scroll. Wherever separate scrolls are being generated by separate users, they will be verified and signed by the respective Manager/AGM. At the end of the day, totals of credits and debits appearing in the Main Cash Scroll will be matched with the total of Cash Receipts and Payments as per registers of the Cash Department, and the Cash scroll will then be signed by Manager/AGM (of the Accounts Section).

Transfer Scroll Transfer scroll (BDR 3) will contain particulars of all transfer credit and debit transactions. Totals of the credit and debit side of the scroll must always be equal.

Totals of this scroll will be automatically carried over to the Main Cash Scroll.

(II) Day Books (a) Account head-wise listing of all credit and debit transactions will be recorded by the system in Day Book (BDR 4). This will facilitate the Assistant Manager/Manager to check whether all transactions have been posted correctly or not. (b) General Ledger-wise totals will automatically be reflected in the Clean Cash Book.

(III) Clean Cash Book (a) Clean Cash Book (BDR 5) for any day reflects debit and credit totals (automatically transferred from the Day Book) under GL heads operated during the day. (b) It will be ensured that in the Clean Cash Book, debit totals as in the Day Book are reflected on the right-hand side, i.e., on the Credit side and credit totals as in the Day Book are reflected on the left-hand side, i.e., Debit side. (c) Clean Cash Book also contains opening and closing Cash Balance to enable the Assistant Manager/Manager to check corresponding entries with reference to supporting documents/vouchers. (d) Clean Cash Book will contain GL-wise debit and credit summations of the day’s transactions (Cash and Transfer). Totals of receipts and payments in the 14 | P a g e

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Clean Cash Book should agree with consolidated figures of debit totals and credit totals in Cash and Transfer Scrolls, respectively. The previous day’s cash balance is added to total receipts, and the day’s closing balance is to total payments to match the credit and debit sides of the Clean Cash Book. Totals of the credit and debit side of the scroll must always be equal. (e) Clean Cash Book will be checked daily with subsidiary registers/day books where generated. After verification of total receipts, total payments, opening cash balance and closing cash balance in Clean Cash Book with respective figures in the cash scroll, the checking official will sign at the end of the transactions in Clean Cash Book under remarks “Checked and Verified”. Designation of the Checking Official, i.e., Assistant Manager or Manager/AGM, will be indicated below their signatures.

(IV) General Ledger Posting & Summation General Ledger (BDR 1) is the principal book of account in which all transactions will ultimately find their place under the respective GL heads. To ensure correct usage of internal accounts, the transactions shall be booked based on the instructions (including circulars and instructions issued on rationalization of GL heads) issued by the respective nodal COD. Posting & Summation (a) GL posting consists of a total of all GL-head-wise debit and credit transactions that have taken place in a single day. (b) GL summation consists of all GL-head-wise debit and credit summations that have taken place from the first day of the Financial Year till the date on which the report for GL summation has been generated. (c) The GL posting and summation will be checked and verified by the Assistant Manager/Manager on a daily basis to see that the total of the ‘Dr’ side agrees with the total of the ‘Cr’ side to ensure that the balances in these reports are correct.

The balances in GL posting and GL summation will be checked by the AGM or Manager by tallying the same from the Clean Cash Book on a daily basis.

(V) Trial Balance (a) The trial balance of an IAU reflects GL-wise credit and debit balances as on the day. GL-wise debit or credit balances from GL-Posting will be automatically reflected in the Trial balance.

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(b) Trial Balance also provides the total of all debit and credit balances of GLs as of the day. The Trial Balance will be checked and verified by the Assistant Manager/Manager on a daily basis to ensure that balances under various GLs are correct.

2.10 Weekly Statement of Affairs (WSA), Balance Sheet and Income Statement (i) In terms of section 53 (1) of the Act, the Bank shall prepare and transmit to the Central Government a weekly account of the Issue Department and of the Banking Department in such form as the Central Government may, by notification in the Gazette of India, prescribe. The Central Government shall cause these accounts to be published in the Gazette of India at such intervals and in such modified form as it may deem fit. (ii) In terms of section 53 (2) of the Act, the Bank shall also, within two months from the date on which the annual accounts of the Bank are closed, transmit to the Central Government a copy of the annual accounts signed by the Governor, the Deputy Governors and the Chief Accounting Officer of the Bank, and certified by the auditors, together with a report by the Central Board on the working of the Bank throughout the year, and the Central Government shall cause such accounts and report to be published in the Gazette of India. (iii) Presently, the accounting year of the Bank is ‘April’ to ‘March’. (iv) The Bank prepares WSA for every week as of Friday, the balance sheet every year as of March 31st and the income statement for the half-year ending September 30th and the year ending March 31st. (v) All IAUs will generate their WSA as of Friday, and it will be the responsibility of the IAU to ensure its correctness and accuracy in all respects. All IAUs (including CODs) will also forward the Income Review Statement (IRS) at the end of June, September, November and December (new periodicity effective from April 2021 onwards), at the latest by the fifth of the following month, in the prescribed format. In years in which a half-yearly review of the books of the Bank is to be undertaken, the IRS shall not be prepared at the end of September. (vi) The WSA will also be checked by concurrent auditors on a weekly basis. The IAU will confirm to DGBA that the WSA has been checked and found correct within the timeline prescribed below:

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Sr. No.

Scenario

*Timeline for completion of WSA checking and Confirmation email to be sent to DGBA in this regard a. If Saturday is a working day Same day. b. If Saturday is a holiday By noon of the following Monday. c. If Saturday and the Positively by 11 AM of the following following Monday are business day. holidays * Note: The above timeline may be revised by DGBA. (vii) Whenever there is an additional requirement for preparation of IRS at the end of months other than that mentioned {in Para (v) above}, DGBA will send an intimation to ROs/CODs for the same. (viii) It will be the responsibility of each RO and COD to ensure the correctness of data reflected in IRS (manually prepared and system generated) before the same is forwarded to DGBA. Note: It will be the responsibility of every section/division/department entering transactions to ensure that they are correctly captured in scrolls/relevant heads of accounts. If any errors/omissions are detected by any user, they should be brought to the notice of the head of that section/division/department, and necessary corrective action should be taken to rectify the error, preferably before the branch sign-out by the IAU concerned. If rectification is not carried out immediately, it should also be brought to the notice of the HOD of the Banking Department at ROs or the Senior Officer dealing with Internal Accounts in other IAUs. Further, if pending such rectification/s, the RO is not in a position to conclude verification of its WSA and delay in confirmation of the correctness of WSA to DGBA is anticipated, then the matter should be brought to the notice of DGBA providing details of the issue thereof, action being taken by the office and timeline within which issue is expected to be resolved.

2.10.1 Daily Checking: (a) All transactions entered in e-KUBER should be checked on a daily basis by the respective Section/Division/Department and the concurrent auditors to ensure that amounts are correctly booked, and correct heads of accounts are debited/credited. (b) It should be ensured that the balances of notes, rupee coins and small coins appearing in relevant reports in e-KUBER such as WSA, WSA Abstract, Trial 17 | P a g e

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Balance Report, GL Balance Sheet Category-wise Report match with the cash register. (c) It must be ensured that the balance transfer, if any, to CAS Nagpur is complete in terms of extant processes/procedures. (d) The balances appearing under the Central and State Government accounts in relevant reports in e-KUBER must tally with the balances appearing in CAS Nagpur reports (GoI 1 & GoI 2). (Checking will be done by CAS Nagpur as other IAUs will not have access to CAS reports.) (e) All the registers maintained in e-KUBER, which provide detailed MIS information (for example, DD/PO/Inventory register), should be matched with the respective GL balances appearing in the above-mentioned e-KUBER reports. (f) Errors, if any, detected during such checking must be rectified before IAU signs out for that day on which such errors are detected, with the approval of the in-charge of the department concerned. (g) For instruction on supplementary transactions and batch cancellation, reference may be made to Annex B. (h) The GL Posting, GL Summation and clean cash book will be generated, and it will be verified by the Assistant Manager/Manager to see that the total of the ‘Dr’ side agrees with the total of the ‘Cr’ side to ensure that the balances in these reports are correct. The balances in GL posting and GL summation will be checked by the Manager/AGM daily from the Clean Cash Book. (i) ROs that are involved in Government transactions may check their Government Balance figure in WSA with the Government Account daily balance report.

2.10.2 Weekly Checking: (a) The total of Liabilities should match the total of Assets. (b) The figures reported under various heads in the WSA, and weekly abstract report should tally with the respective balances appearing in relevant reports in e-KUBER, such as Trial Balance Report, GL Balance Sheet Category-wise Report, etc. (c) A certificate of completion of checking of transactions and accuracy of posting may be obtained from all Sections/Divisions/Department on a weekly basis or more frequently, if need be, before finalization of WSA. 18 | P a g e

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(d) The checks mentioned above are not exhaustive. ROs may use their discretion to incorporate any additional measures for checking WSA as they deem fit and may inform DGBA so that the checklist can be updated.

Certificate of Verification of Daily and Weekly Reports -Annex C: A weekly declaration by Manager/AGM in the format of Annex C will be submitted to the HOD of the Banking Department within the second working day of the following week confirming that all transactions along with relevant reports have been checked and found to be posted correctly.

2.11 Opening of Internal Heads of Accounts: The opening of Internal Accounts is done as below: Concerned COD for Opening of Internal Accounts

Account Type

Fixed Assets and Project Premises Department (PD) Accounts Charges Account

Corporate Strategy and Budget Department (CSBD)

Currency Management

Department of Currency Management (DCM)

Balances Held Abroad Department of External Investments and Operations Account (DEIO) Other Accounts*

Internal Department of Government and Bank Accounts (DGBA)

* If for any specific purpose internal accounts/GLs, a separate nodal COD is designated, then such specific natured internal accounts shall be opened by the designated COD only

A list of GLs, which forms part of the Bank's books of accounts and a short description of the purpose for which they will be operated are given in Annex D. The detailed list of accounts can be seen in GLCHART in e-KUBER. In addition, details of some of the specific accounts which are auto-operated are given below: (a) Inter-Office Auto Reconciliation (IOAR) Account Inter-IAU transactions are facilitated by IOAR accounts. Entries in the IOAR account are system-generated, and there is no manual intervention in this account.

Whenever there is a transaction where debit/credit is under one IAU and corresponding credit/debit is under another IAU, then one set of debit and credit 19 | P a g e

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entry takes place in the IOAR account of both IAUs. In the WSA of IAUs, the balance in this account will appear either on the Liabilities or Assets side (depending upon the credit/debit balance in the IOAR account). The balance of IOAR for the Bank will always be NIL. (b) Income and Expenditure Account (erstwhile Profit and Loss Account) At the time of Annual Closing, balances under various heads of income and expenditure at IAUs are automatically transferred to the Profit and Loss Account of the respective IAU. Excess of income over expenditure represents net profit, and excess of expenditure over income represents net loss at IAU-level. The balances in the ‘Profit and Loss Account’ of ROs and Training Establishments are then transferred to DGBA for arriving at surplus or loss for the Bank as a whole. (c) Balance Account This account will be operated automatically in e-KUBER only at the time of the Annual Closing of the Bank’s accounts. Balances of all asset and liability accounts (except Cash held in the Banking Department) will be transferred to the Balance Account. Accounts with debit balances will be credited and those with credit balances will be debited with corresponding credit and debit to the Balance Account. The debit and credit summations of the Balance Account will agree.

The entries in the Balance Account will be reversed automatically on the first working day of April by debit or credit to the original accounts, from where they were transferred, restoring balances in assets and liabilities accounts as they were before closing entries were passed. (d) Issue Department - Adjusting Accounts This is a transit account that reflects Issue Department-related currency transfer transactions. There are ten types of ID Adjusting Accounts, viz.

S. No. Type of Account 1.

ID Adjustment Contraction (Banking Dept)

Usage Used for Banking Department transactions when there is a contraction in Notes in Circulation.

2.

ID Adjustment Contraction (Agency Banking)

Used for Currency Chest transactions when there is a contraction in Notes in Circulation

3.

ID Adjustment Coin Inflow (Coins)

Used for transactions when there is an inflow of coins.

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4.

ID Adjustment Contraction (CBDCR) ID Adjustment Contraction (CBDCW) ID Adjustment Expansion (Banking Dept)

Used for CBDC-R transactions when there is a contraction in Notes in Circulation Used for CBDCW transactions when there is a contraction in Notes in Circulation Used for Banking Department transactions when there is an expansion in Notes in Circulation

7.

ID Adjustment Expansion (Agency Banking)

Used for Currency Chest transactions when there is an expansion in Notes in Circulation

8.

ID Adjustment Coin Outflow (Coins) ID Adjustment Expansion (CBDCR) ID Adjustment Expansion (CBDCW)

Used for transactions when there is an outflow of coins.

Used for CBDCR transactions when there is an expansion in Notes in Circulation Used for CBDCW transactions when there is an expansion in Notes in Circulation

5.

6.

9.

10.

2.12 Income and Expenditure Accounts 2.12.1 Balances in various Income and Expenditure accounts will be (i) Shown in the Income Statement of the office concerned. (ii) Transferred to the ‘Profit and Loss Account’ of the office concerned at the end of the Bank’s accounting year, i.e., on March 31st each year.

2.12.2 Separate Analysis Registers are maintained in e-KUBER for heads of income and expenditure, containing daily totals of credits and debits under each income and expenditure head. (i) Separate records/reports can be generated for each sub-head. (ii) The balance under each account in the register can be checked every day with reference to the balance of the relative account in the General Ledger.

2.12.3 Maintenance of Register of Charges and Income Heads A register in the format given in BDR 7 is maintained in e-KUBER for recording expenditures and incomes.

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2.12.4 Monitoring of Expenditure Accounts (i) Any expenditure incurred by the departments has to be checked/verified by concurrent auditors on a day-to-day basis. Details regarding credit entries in expenditure GL should be provided to the concurrent auditors. (ii) The register for charges account will be confirmed by the departments concerned on a monthly basis.

2.12.5 Monitoring of Income Accounts Income/revenue earned by the bank is recorded in various income accounts/GL heads like Interest, Commission, Rent, etc. These accounts will reflect credit entries. However, there can be exceptional circumstances wherein income accounts may be required to be debited; for instance, when a rectification entry has to be passed, or payment is to be made by debit to income head, etc. In such exceptional circumstances, ROs/CODs are advised to ensure that the income accounts are debited in the current year only after due verification of relevant records, getting the transactions checked from the concurrent auditors irrespective of the amount and with the prior approval of RD/CGM/O-I-C. The same shall also be captured in the exception report, which will be generated on a daily basis and subjected to verification by concurrent auditors.

Note: All ROs/CODs/TEs should ensure that the narration for such debit entries is in the following lines: ‘ Debited as per the approval of RD/CGM/O-I-C dated…..on account of…..(give

reason/purpose of debit in short).’

2.13 Expenditure heads (a) Whether an expenditure is to be booked under the Fixed asset/Dead Stock Account or the Charges Account will depend upon the nature of the expenditure.

Expenditure of a capital nature will be booked under the relative sub-head of the Fixed asset/Dead Stock Account. (b) Instructions on fixed assets/dead stock account, its capitalization and depreciation charged thereon, physical verification, etc., are issued by PDCO. Matters relating to fixed assets, including capitalization and depreciation thereon, etc., should, therefore, be taken up with the Premises Department. (c) Revenue expenditures are accounted for under Charges accounts. These are guided by Expenditure Rules issued by CSBD. Instructions on purpose or 22 | P a g e

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operation thereof can be issued by CSBD and/or other nodal Central Office Department concerned from time to time.

2.14 Income heads The various sources of income at ROs and TEs generally comprise interest, commission, rent realized, profit/loss on sale of the Bank’s property and provision no longer required.

2.15 Petty Cash (a) A Petty Cash Register (BDR 8) with columns for different sub-heads in the Charges account, such as stationery, miscellaneous expenses, etc., will be maintained. Petty Cash Register and unspent balance of advance will be kept with the head of the Divisions/Departments, or any other officer designated by him/her for the purpose. (b) Advances for petty cash expenses will, as far as possible, be made in one lump sum at the beginning of the month by debit to ‘Suspense Account – Petty cash’ [Account No. 8637423], corresponding, the relative entry being made in Petty Cash Register. The initial petty cash advance in a month should not exceed ₹ 15,000/- and subsequent advance(s), if any, should be restricted to ₹ 5,000/- per instance. Payment in any one instance should not exceed ₹ 2,000/-. (c) Petty Cash payments will be made by vouchers in BDF 1 signed by CGM /GM or an officer authorised by him/her on this behalf. Particulars of the expenditure will be narrated in brief in the register and the voucher. All Petty Cash vouchers and bills will be branded with a dated paid stamp. The vouchers will be entered in e-KUBER by the dealing Assistant/Officer and authorized by an Officer. (d) At the end of the month, the balance in Suspense A/c - Petty cash will be reversed, and excess balance may be carried forward to the next month (if required), or the same may be returned and credited to cash GL. However, at the end of the year, the balance should necessarily be nullified by transferring the remaining petty cash to cash. In the case of CODs, at the end of the year, the remaining petty cash may be deposited with the Banking Department (BD), Mumbai Regional Office (MRO).

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2.16 Recoveries of the amount debited to the Charges account: 2.16.1 Recoveries made of the amount debited to the Charges account, if any, will not be set off against payments but will be credited as distinct items in the Charges account under relative sub-heads.

2.17 Suspense Account 2.17.1 Expenditure items (debit items) that cannot be immediately passed on to the appropriate accounts for want of full particulars will be initially booked in the Suspense Account.

2.17.2 Additional sub-heads can be opened where considered necessary, for which the request must be forwarded by the nodal Central Office Department to DGBA as per extant instructions. Reference may be made to para 2.11 above.

2.18 Raising debits in Suspense Accounts 2.18.1 ROs are authorized to raise debits in Suspense Accounts as per the delegation of authority mentioned in the extant Expenditure Rules. In respect of ‘Suspense A/c-Miscellaneous. -BD’ [Account No. 8637025], ROs/TEs/CODs are authorized to raise debits according to powers delegated by DGBA, which is as below: Officers in Grade D/E

Up to ₹ 50,000/-

Officers in Grade F/OIC

Beyond ₹ 50,000/-

2.18.2 Before debiting any amount to “Suspense A/c - Miscellaneous- BD”, it will be ensured that in-principle approval for incurring the said expenditure has been obtained from the authority competent to sanction such expenditure.

2.18.3 The time for reversal of entries in “Suspense A/c-Miscellaneous - BD” will be two months from the date of raising such debits. If debit entries remain outstanding beyond two months from the date of raising the debit, permission may be obtained from the RD/CGM/O-I-C to continue the same.

2.19 Sundry Deposits Account Credit items which cannot be immediately passed on to proper heads of account, for want of full particulars, will be initially booked in the ‘Sundry Deposits Account’.

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2.20 Maintenance of Suspense/Sundry Deposits Account Register A register (BDR 9) is maintained in e-KUBER to record details of transactions in Suspense and Sundry accounts. Suspense/Sundry register will be generated centrally at the Banking Department at ROs/TEs. Clarifications regarding outstanding entries will be sought from respective departments, if necessary.

CODs will also monitor outstanding entries in the suspense and sundry accounts they operate upon.

2.21 Agreement of Suspense and Sundry balances (i) The total of the balance of each sub-head in the Suspense and Sundry Deposit Register will be agreed with the respective balance of Suspense and Sundry Deposit Accounts in the GL daily and checked once a week by Manager/AGM. Each department/section will verify balances at the close of business on Friday or the previous working day with reference to outstanding entries and furnish a certificate to the Banking Department to that effect. The amount outstanding under the various sub-heads of Suspense and Sundry Accounts will be tallied on a weekly basis. The outstanding entries will be reviewed periodically at a frequency of at least once a month (ii) A progress/status report on clearance of such entries along with other entries in Suspense and Sundry Accounts with age-wise/category-wise details under various sub-heads will be submitted to the RD/CGM/O-I-C by the 10th of every month for scrutiny and necessary orders.

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Chapter 3 Account Management 3.1 Types of Customers/Account Holders The entities maintaining an account with the Bank will fall into one of the following categories: (a) Banks viz., Scheduled Banks & Non-Scheduled Banks. (b) Indian Financial Institutions, viz., Primary Dealers, Insurance Companies, Mutual Funds, RBI Officer/Staff Credit Cooperative Societies, etc. (c) Foreign Institutions, viz., Foreign Central Banks, Foreign Governments, Supranational Institutions, International Organizations, etc. (d) Central Government, State Governments, Local Bodies and Quasi Government Institutions. (e) Any other entities as approved by the Bank.

3.2 Types of Accounts Types of customer accounts maintained will fall into one of the following two broad categories: 3.2.1 Financial Accounts: (a) Deposit Accounts (Current Account maintained in e-KUBER) (b) RTGS Accounts (maintained in the RTGS system) (c) Loan Accounts (maintained in e-KUBER) (d) CBDC – W and CBDC -R Accounts (maintained in e-KUBER) The process of opening and maintaining the current accounts of banks, financial institutions, etc., has been detailed in the subsequent paras. Opening and maintenance of RTGS accounts are guided by instructions issued by the Department of Payment and Settlement System, CO (DPSS CO) and opening and maintenance of loan accounts will be guided by instructions issued by the respective nodal CODs. The opening and maintenance of CBDC accounts will be guided by the instructions of the Fintech Department, CO. 26 | P a g e

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3.2.2 Depository Accounts(a) Subsidiary General Ledger (SGL) Accounts, (b) Constituent SGL Accounts, (c) IDL-SGL Accounts These accounts are opened and maintained in e-KUBER at a central location (MRO) for holding securities in a dematerialised form. Opening and maintenance of these accounts is guided by instructions issued by the Internal Debt Management Department (IDMD).

3.2.3 Current Account 3.2.3.1 The banks and financial institutions eligible to open an account with the Bank can normally open only a single Current Account. The conditions permit operations of the current account only for the following purposes: (a) Inter-institutional Fund transfers (among institutions maintaining an account with the Bank), (b) Making payments to the Bank and Government Departments, (c) Maintaining Cash Reserve Ratio (CRR) as applicable to banks.

Current accounts should not be used for making payments to third parties, i.e., to those who are not maintaining accounts with the Bank.

Further, (i) Operations on current accounts maintained by other bodies, viz. Primary

Dealers, Mutual Funds, etc., will be allowed only for the purpose for which the account is opened. (ii) Operations in current accounts of Foreign Central Banks, International

Institutions, and Supranational Institutions will be guided by the instructions of the concerned CODs. There are different Account Types/Product Codes/Constitution Codes in eKUBER pertaining to current accounts depending on the category of banks for whom the accounts are opened. The RO opening the account will take due care to see that the account of the bank/institution, etc., is opened under the appropriate Account Type/Product Code/Constitution Code.

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3.2.3.2 Account Opening - Scheduled Banks, Non-Scheduled Banks, and Other Entities I – Scheduled Banks (a) Scheduled banks are the banks included in the Second Schedule to the Act. Every scheduled bank is required to maintain an average daily balance with the Bank as prescribed under Section 42 of the Act. (b) In terms of Regulation 3 of the Reserve Bank of India Scheduled Banks' Regulations, 1951, the scheduled bank will maintain a current account with the Banking Department of a RO of the Bank at a place where the scheduled bank has an office or branch. If it has no office or branch at any place where the Bank has its Banking Department, it may maintain its statutory deposits at any RO of the Bank as the Bank may permit at its discretion. Notwithstanding the above, the Bank may at any time require a scheduled bank to maintain its account at any specified RO of the Bank. (c) While opening an account for a scheduled bank, it will be noted that the interval between the date of inclusion of a bank in the Second Schedule to the Act and the date on which it opens its account with the Bank should be as short as possible. (d) As the scheduled bank's fortnightly return under Section 42 of the Act will relate to a Friday, the account of a scheduled bank shall preferably be opened on a Friday or when Friday is a holiday on the working day immediately preceding it. (e) In terms of Regulation 4 of the Reserve Bank of India Scheduled Banks' Regulations, 1951, a scheduled bank may be allowed to maintain its account with the Issue Department of the Bank at a place where there is no Banking Department for the purpose specified.

Note: In order to cater to the unique working arrangements and the agency agreements between the Reserve Bank of India and the State Bank of India, a separate Product Code in e-KUBER has been allotted to the State Bank of India distinct from that of Scheduled Banks.

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II – Non-Scheduled Banks Non-Scheduled banks are banks that are not included in the Second Schedule to the Act. There is no obligation on the part of non-scheduled banks to maintain accounts with the Bank. They are, however, allowed to open accounts with the Bank at their option and at the discretion of the Bank.

The entity intending to open the account has the discretion to open the account in the RO of the Bank nearest to any of its branches or in the RO of the Bank within the state in which the Head office of the bank is located.

III – Other entities (Local Bodies, Quasi-Government Institutions, Other Financial Institutions, Foreign Central Banks, International Financial Organisations, etc.)

Local Bodies, Quasi-Government Institutions, Other Financial Institutions, Foreign Central Banks, International Financial Organisations, etc., are permitted to open an account with the Bank with the approval of the concerned COD. 3.2.3.3 Approval of CODs for the Opening of Current Accounts A current account will be opened in e-KUBER after obtaining the approval of the RD/O-I-C of the RO. The approval of the RD/O-I-C shall be based on the recommendation of a COD, which shall be the nodal COD for that account.

The indicative list of nodal COD for accounts opened by various types of entities is tabulated below.

Type of Entity Scheduled Banks Non-Scheduled Banks (except Cooperative Banks) All Co-operative Banks

Land Development Banks

Nodal COD/Office for granting approval for opening of account DoR * DoR DoR (Powers are now delegated to the DoS at ROs) DoR

Non-Banking Financial Institutions– DoR (or) IDMD viz. Local Bodies, Quasi Government Institutions, Primary Dealers, Insurance Companies, Mutual Funds 29 | P a g e

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Foreign Institutions – Foreign Central DEIO (or) FMOD (or) FMRD Banks, Foreign Governments, International Organisations Non-Bank PSPs viz PPI issuers, WLA DPSS, CO operators, Card Network * No specific approval is required as the inclusion in the Second Schedule of the Act mandates the opening of a current account as soon as possible Once an account is opened, the RO should inform the account number and name of the account to all ROs, DGBA and the nodal COD for that account within one working day of opening the account.

3.2.3.4 Opening of Additional Current Accounts for a Current Account Holder: Additional accounts for existing current account holders may be permitted for specific purposes with the approval of DGBA based on the recommendations of the CODs concerned.

3.2.3.5 Merger of Entities holding Current Account: Situations may sometimes arise following the merger of entities holding current accounts, wherein an entity may be required to maintain two current accounts. Such requests will be forwarded to DGBA after receipt of approval from the nodal CODs concerned. Such arrangements will normally be accommodated only for a temporary period. The name of the account held by the merged entity will be changed to indicate the name of the entity with which the latter has been merged.

3.2.3.6 Wherever applicable, an initial deposit through RTGS, NEFT or cheque tendered by the applicant shall be received before opening the account.

3.2.3.7 Payment of Interest: Under the Act, generally, no interest is payable by the Bank in respect of any deposit maintained with it by the central government/state government/other account holders.

3.2.3.8 Segregation of current accounts of banks and other entities The balances of all banks will be categorized under Deposits – Banks (category under Liabilities side of the Balance sheet).

The balances of entities such as Foreign Central Banks, Foreign Governments, Supranational Institutions, International Organizations, Primary Dealers, Insurance Companies, Mutual Funds, RBI Officer/Staff Credit Cooperative Societies, etc., form a part of Deposits – Others (category under Liabilities side of the Balance sheet).

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3.2.3.9 Minimum Balance: The minimum Balance to be maintained by various account holders is prescribed as follows: Sr. No. 1

Entity

Minimum Balance

Scheduled Banks

₹ 1,00,000/-

2

Non-Scheduled Banks

₹ 1,00,000/-

3

RBI Officers/Staff Coop. Credit Societies

Nil

4

Financial Institutions/Special Purpose Accounts/Non-banking entities/Foreign Central Banks/LOC account/Supranational or Multinational Institutions

Minimum Balance shall be guided by the instructions of the concerned nodal COD.

Detailed instructions on maintenance of minimum balance in current account and calculation/imposition of penalty. (a) The current account holders should ensure that the minimum balance, wherever prescribed, is being maintained with the Bank on a daily basis. (b) In case ROs notice an intra-day breach in minimum balance, follow-up must be done immediately with the defaulting entity advising them to restore the minimum balance as soon as possible during that day itself. (c) System capabilities: If the breach continues and even the day-end balance of any account holder remains below the minimum balance, the RO maintaining the current account will get a prompt/warning message in e-KUBER at the time of sign-out. Further, the day-end breach will also be captured in the exception report. (d) Penalty shall be imposed on the defaulting entity at the rate of Repo Rate + 2% on a pro-rata basis on the amount by which the minimum balance has been breached at the end of the day. The penalty shall be initially credited to Sundry Deposit A/c Miscellaneous- BD-8614038. (e) The competent authority for imposing a penalty shall be the HOD of the Banking Department.

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(f) In case of any appeal against the penalty/request for waiver of the penalty imposed is received by the RO, the authority to decide the same shall be the RD/ O-I-C of the RO. (g) The timeline for appeal against the penalty/request for waiver of penalty by the defaulting entity shall be one month from the date of imposition of penalty by the RO. (h) In case of no appeal from the entity within one month of breach of minimum balance, the penalty recovered shall be credited to the INT RECEIPT PEN INTMISCELLANEOUS account -400001005005. In case the entity appeals against the penalty, and the case is considered favorably, the penalty amount parked in Sundry Deposit A/c Misc- BD-8614038 shall be credited back to the concerned current account, otherwise the penalty amount shall be credited to the INT RECEIPT PEN INT- MISCELLANEOUS account -400001005005.

3.2.3.10 Overdraft (debit balance) in current accounts and special purpose accounts is not allowed, including intra-day overdraft. However, if the current account is overdrawn due to technical/system issues at any time, the RO has to intimate the same immediately to DGBA and CBOT, DIT, CO. 3.2.4 Opening of Accounts Formalities/Requirements, etc.

3.2.4.1 All entities desirous of opening an account with the Bank shall submit a duly filled prescribed application form (BDF 2) to the RO where the account is to be opened along with the documents mentioned therein for scrutiny.

Account Opening forms will be serially numbered and filed. A register (BDR 10) is maintained by e-KUBER for this purpose and entries/remarks on "Accounts opened/closed” will be authenticated by Manager/AGM when accounts are opened/closed.

3.2.4.2 Documents to be submitted for opening of an account (i)

Copy of Certificate of Incorporation/Registration attested by Chairman /Chief Executive/Managing Director.

(ii)

An up-to-date copy of the Memorandum and Articles of Association /Bye-Laws duly authenticated by the Chairman/Chief Executive /Managing Director of the Board of Directors of the bank or a duly authorised official.

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opening of the account together with specimen signatures of the authorised signatories duly attested by the Chairman/Chief Executive /Managing Director. The resolution need not be insisted upon if the official/s who has/have signed the Account Opening Form on behalf of an entity hold(s) Power of Attorney authorising him/her/them to open bank accounts in its name singly/jointly. In such cases, ROs must ensure that the power of attorney has been validly given and executed and that the authority is not limited to particular banks or to particular branches. (iv) Properly executed and stamped Power of Attorney/Board Resolution

attested by Chairman/Chief Executive/Managing Director in favour of the officials authorised to operate on the account. (v)

A list of branches (wherever applicable).

Note: The nodal COD for an account may request may any additional document at their discretion. In the case of entities incorporated outside India, the required documents shall be as decided by the nodal COD for that account.

3.2.5 Scrutiny of Documents 3.2.5.1 When the account opening forms are received by ROs from entities, the forms and documents accompanying them will be scrutinised by the Assistant, Assistant Manager and Manager/AGM to ensure that they are in order, with particular reference to the following: (a) that the official/s who has/have signed the Account Opening Form has/have the authority to open accounts with banks based on the Board Resolution or Power of Attorney. (b) that the signature/s of the official/s who has/have signed the account opening form and the signature/s of the official/s authorised to operate on the account furnished therein are attested by an official of another entity whose specimen signature is on record with the Bank and is still operative. (c) that the Memorandum and Articles of Association/Bye-Laws have been duly certified by the Chairman/Chief Executive/Managing Director as up-to-date. The mode of operation of the account and the powers vested in the Directors and other officials of the entity, including its borrowing powers as contained in the Memorandum and Articles of Association/Bye-Laws, should be carefully perused.

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(d) that the copy of the resolution passed by the Board of Directors authorising the opening of the account with the Bank has been duly certified as true by the Chairman/Chief Executive/Managing Director of the Board or a duly authorised official under the seal of the entity, where it is required by the Articles of Association and the resolution is generally worded on the lines of the text printed on the Account Opening Form. (e) that the officials authorised to operate on the account singly, jointly or with specific restrictions, have been granted such powers under any of the modes mentioned in para 3.2.6 Notes: (i) All the documents shall be scanned and uploaded to e-KUBER. (ii) Where a special purpose account is to be opened for an entity maintaining a main account with another RO of the Bank, the Account Opening Form with certified copies of other documents will normally be received through the latter RO. The signatures of the official/s who has/have signed the Account Opening Form and the signatures of other authorised officials furnished therein have to be attested by an officer of that RO. (iii) Since Co-operative institutions are exempt from Stamp duty, the need for obtaining Powers of Attorney in favour of officers authorised to operate on their account does not arise. Such officers will be allowed to operate on the account on the strength of duly passed resolutions, which will be furnished by the cooperative banks for registration.

3.2.5.2 If the Account Opening Forms and other required documents are found to be in order, the documents received along with the Account Opening form shall be entered in a document register.

3.2.5.3 The Power of Attorney/Board Resolution favouring officials who can operate the account will be scrutinised and, if in order, will also be entered in eKUBER (BDR 11) under the authentication of Manager/AGM and shall also be entered physically in PoA register.

3.2.6 Operations on Accounts The account shall be operated as per the mode of operations of that account prescribed by the entity's Board of Directors.

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The officials who operate the accounts derive their powers by virtue of the following modes: (a) Provisions, if any, expressly incorporated in the Articles of Association/ByeLaws or (b) Resolutions duly passed by the Board of Directors or (c) Powers of Attorney in proper form duly executed and stamped.

In case of SBI, the officials who operate the accounts derive their powers by virtue of a letter signed by one of the officials whose specimen signature is already on record with the Bank and is still operative.

The application for inclusion of the officials for operating their current account shall be accompanied by a copy of the signature of those officials in the prescribed specimen signature card (BDF 4) and attested by such officials whose signatures are already on record. Such an application shall be submitted along with the basis on which the officials derive their power, i.e., one of the three modes mentioned in (a) to (c) of this para. Further, the application and all other documents shall be attested by their existing authorized signatories in accordance with their mode of operations.

It is the practice of some of the entities to issue a mandate to the Bank that the accounts will be operated jointly by two officials. In such cases, the authorized signatories will not be allowed to operate the account singly.

The mode of operations, the names of signing officials and their specimen signatures so furnished will thereafter be captured and kept in the current database created in e-KUBER for the purpose under the authentication of Manager/AGM. The mode of operations for operating the account shall be duly verified by the RO before passing any instrument.

Though the entities may be permitted to operate the account singly, they may be impressed upon to operate the account jointly.

In cases where a current account does not have enough active signatories, the entity will be required to submit a new list of active signatories attested by the Chairman/Chief Executive/Managing Director and attested by an official of another entity whose specimen signature is on record with the Bank and is still operative. In cases of accounts opened for Foreign Central Banks, Foreign Governments and International Financial Organisations under instructions from 35 | P a g e

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the COD concerned, the mode of operations and the names of the officials who will operate on the respective accounts are to be advised by the same COD. 3.2.7 Specimen Signatures: (a) Specimen signatures shall be received from the entity in the prescribed specimen signature card (BDF 4) attested by officials whose specimen signatures are already on record. The signatures will be captured in e-KUBER under the authentication of Manager/AGM. Specimen signatures in Hindi/regional languages furnished by the account holders will also be accepted. Subsequent alterations, if any, will be carried out in e-KUBER under the authentication of Manager/AGM. (b) Names of the signing officials and their specimen signatures so furnished will be captured in e-KUBER under the authentication of Manager/AGM. (c) Authentication of signatures of authorised officials in the case of banks opening their account for the first time will usually be made by an official of another entity whose specimen signature is on record with the Bank. (d) The date of expiry of the authority of officials to operate on accounts, if any, will be prominently noted on the specimen signature card by Manager/AGM and recorded in e-KUBER. (e) All specimen signature cards of account holders, after capturing in e-KUBER, will be kept in a binder and handed over to Manager/AGM for safe custody. A list of the number of specimen signature cards in the binder will be suitably maintained in the binder under the initials of Manager/AGM. The binder will then be sealed and kept in the vault or fireproof safe. Suitable entries relating to the binder will be made in the Document Register (BDR 12). (f) In cases where a complete folder or binder containing specimen signatures is sent by a Foreign Central Bank, the signatures will be captured and kept in eKUBER. Such folders/binders will be held in the safe custody of Manager/AGM following the same procedure above. (g) On receipt of requests for cancellation from the account holders in writing and duly signed by the officials in accordance with their instructions, specimen signatures will be removed from e-KUBER. Also, the corresponding BDF 4 cards will be transferred to a separate file. The reasons for the cancellation (if advised by the account holders) and the numbers and dates of their letters will be recorded against the entry under authentication by Manager/AGM. 36 | P a g e

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(h) The specimen signature cards will also be branded with the remark ‘Cancelled’ in bold letters in red ink under the signature of the Manager/AGM. Cancelled cards will be removed from the binder, held in a separate cover in the custody of the Manager/AGM and transferred to the Record Room in sealed packets at the end of every financial year in accordance with the procedure prescribed for transfer of noncurrent records to the Record Room. (i) Great care will be taken to see that the list of authorised officials whose specimen signatures are operative is kept up to date. To this end, by February 15, the list of officials authorized to operate the account will be referred to the account holder for confirmation by the Regional Office which has uploaded the signature in e-KUBER. The names of the officials and their signatures shall be removed in case of no confirmation from the account holder to ensure that no signature is valid beyond the expiry date.

3.2.8 Record of officers and staff authorized to issue DDs/POs (a) The ROs should maintain a list of officers of all departments with their signatures who are authorized to issue DDs/POs. The signatures and names of such officials shall be updated in e-KUBER. (b) Once the concerned officer is transferred out/retired from the RO/department/section/desk and is no longer authorised to sign such instruments, an entry to this effect should be made in e-KUBER. The user signature should be blocked, and a note to this effect should be made in the record of the specimen signature. However, if the concerned officer has signed some instrument/s, care must be taken that the signature is not blocked immediately but after three months or after clearing of those instruments, whichever is earlier. (c) Manager/AGM should furnish a monthly confirmation to the HOD of the Banking Department confirming the current signatures of users who are authorized to issue DDs/POs. The confirmation statement, along with the signature report generated from e-KUBER, may be put up to the HOD of the Banking Department on a monthly basis in the first week of the succeeding month and on a quarterly basis to the RD/O-I-C before the 10th of the succeeding month of the quarter.

3.2.9 Current Accounts of Foreign Central Banks/Foreign Institutions (a) In terms of Section 17(13) of the Act, the Bank is authorised to act as agent or correspondent of a bank incorporated in any country outside India, or the principal currency authority of any country or any international or regional bank 37 | P a g e

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or financial institution formed by such principal currency authorities or foreign governments. These accounts are Rupee-denominated accounts. As a matter of policy, the Bank allows the opening of convertible accounts with it by Foreign Central Banks (FCBs) and monetary authorities only. The Bank will generally not handle transactions such as handling documents, opening letters of credit, etc., which are to be routed through commercial banks. (b) The accounts of the FCBs, except Nepal Rashtra Bank (NRB), are maintained at MRO. The NRB account is maintained at the Kolkata Regional Office. (c) The policy and procedure for handling the foreign exchange transactions of accounts opened under this category will be laid down by DEIO. The policy with respect to opening of such accounts, maintenance of minimum balances, types of debit and credit, etc., will be laid down by the nodal COD of the account. Prompt and courteous service shall be extended to FCBs having an account with us to maintain a good image of the Bank as well as of the country. (d) Brief information on the foreign central banks/foreign institutions which currently maintain accounts with our ROs is given below: A. International Monetary Fund (IMF) All transactions with the IMF regarding the General Resources Account, Special Drawings Rights (SDRs) Account, and variations in the quota are handled by the Bank. The fund maintains the following accounts with the Bank: 

IMF Account No. 1

For operational purposes, the IMF maintains an account styled as IMF Account No.1 with the Mumbai Office. This account is reflected under the GL Head 'Other Deposits' in e-KUBER. The Bank is required to maintain a minimum balance in account No. 1 equal to ¼ th of 1 per cent of the quota at all times. The remaining part of the contribution in rupees is held by way of non-negotiable, non-interestbearing securities issued by the Government of India in favour of the Fund. These securities are held in safe custody by the Securities Section of the Mumbai Office.

The securities will be encashed by the Securities Section as and when necessary to fund Account No.1 under specific instructions from DEIO. 

IMF Account No. 2

The IMF also maintains another account, styled IMF Account No. 2, with the Bank’s Mumbai office to meet/receive its day-to-day administrative expenditure 38 | P a g e

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and receipts (for example, expenses of the IMF representative offices) in Indian Rupees within India. This account is funded by transfers from Account No.1 under instructions from the IMF. B. Accounts of other International Institutions (a) The Bank arranges for payment of capital subscription on behalf of the Government to other International Institutions such as the International Bank for Reconstruction and Development (IBRD), the International Development Association (IDA), Multilateral Investment Guarantee Agency (MIGA), the Asian Development Bank (ADB), the International Finance Corporation (IFC), the International Fund for Agricultural Development (IFAD) and African Development Fund (ADF). (b) All these Institutions maintain Rupee accounts with the Mumbai Regional Office. In the case of some of these institutions, such as IDA, ADB, IFAD, etc., the membership subscription is partly paid by the creation of securities on behalf of the Government of India. (c) These securities are held in safe custody by the Securities Section of Mumbai Regional Office. Encashment of securities is done by the Securities Section under instructions from DEIO. C. Accounts of Foreign Central Banks, Foreign Governments, Supranational Institutions, International Organizations Accounts of all FCBs except that of NRB are maintained with the Mumbai Regional Office. Some details about VEB.RF Rupee arrangements (relevant to VEB.RF Account – erstwhile BFEA Account) and NRB account are mentioned below.

VEB.RF Rupee Arrangements (i) The Bank has an Inter-Banking Arrangement (IBA) dated September 06, 1993 with VEB.RF for repayment of state credits to Russia. The Rupee account of VEB.RF is maintained with the Banking Department, MRO. (ii) The balances held in this account are used for identified purposes as agreed upon between the two governments. Currently, the enabled/specified use of funds by the Russian Side are – (a) reimbursement to the Indian exporters for goods and services exported from India to Russia in terms of Articles 6 and 7 of Inter-Banking Arrangement 39 | P a g e

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(b) automatic investment of surplus in Central Account in 14-day Treasury Bills up to a limit of ₹ 3000 million in terms of Article 8 of the Inter-Banking Arrangement (c) investment in Projects in India (FDI) in terms of Addendum 6 to the IBA. The instructions regarding T-Bill investments are given by IDMD, CO to BD, MRO. Further, the instructions regarding investments in projects in India (as per Addendum 6) are received by DEIO from VEB.RF. (iii) In case of a shortfall in the Central Account, a swing credit limited to ₹3,000 million inclusive of interest at the prevailing rate for 91 Day TBs shall be arranged. (iv) The policy matters regarding the implementation of the arrangements are looked after by FED, CO and the operations/procedural matters in the accounts are taken care of by DEIO, CO, IDMD, CO and BD, MRO. VEB.RF USD Arrangements (i) Reserve Bank has signed an Inter-Banking arrangement dated March 04, 1994, with BFEA (now VEB.RF). Subsequently, Banking Department RBI opened a separate Central account denominated in non-repatriable US dollars in the name of BFEA for funds accruing up to ninety per cent of repayment of credit, which would be utilised for export of goods and services from India to the Russian Federation in terms of Article 2 of the said IBA and utilization of balances for project investments in Indian territory in terms of Addendum 2 to the said IBA. The said account is distinct from the Central account maintained in Indian Rupees. (ii) Entire policy matters regarding the implementation of the arrangements are looked after by FED, CO and the operations/procedural matters in the accounts are taken care of by DEIO, CO and BD, MRO. Nepal Rashtra Bank The current account of NRB is maintained at Kolkata Regional Office. The funds in the account are utilised to pay to different beneficiaries' accounts with various commercial banks. Temporary surplus funds in the principal account may be invested by the Kolkata Regional Office following the instructions of DEIO and NRB in the tap 14-Day Intermediate Treasury Bills.

Note: SWIFT (Using Alliance Messenger) 40 | P a g e

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Official communication between the Bank and a foreign account holder will be undertaken using SWIFT. 3.2.10 Closing of accounts Approval to close the accounts will be granted by the nodal COD of the account.

Procedure for closing of accounts (i) An application for closure of the account in the form (BDF 3) shall be signed by two authorized signatories of the entity who have been delegated the power to authorise closure of their current account. However, in case the entity maintaining the current account is under liquidation, the request for closure of the current account and transfer of balance therein, if any, may be received from the official liquidator. If the official liquidator requests for the transfer of funds on one or more occasions prior to the closure of the current account, the same may be accepted. (ii) The ROs maintaining the current account shall ensure the following before the closure of a current account: (a) No loans and advances are outstanding in the name of the entity. (b) All unused cheque forms issued to the entity have been accounted in eKUBER and acted upon in line with the procedure mentioned in Para 5.10 (c) All accounts other than current accounts have been closed. (d) The outstanding balance, if any, has been transferred to the account, as desired by the entity. In case the entity maintaining the current account is under liquidation, the request for request for transferring the account should come from the official liquidator. (iii) The approval of the RD/O-I-C will be required for the closing of a current account. (iv) The entry for closure of a current account in e-KUBER is to be done by an officer and authorised by Manager/AGM. Once the entry of closure of an account is passed in e-KUBER, (a) Necessary remarks will be made on the related Account Opening Form submitted by the entity.

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(b) All related papers shall be stored in a separate file maintained for the purpose under the authentication of Manager/AGM. (c) Instructions regarding the removal of Specimen Signature as the provisions of this Manual shall be followed. (d) Confirmation of the balance in Form (BDF 5) showing NIL balance as of the date of the closing of the account will be sent to the account holder. A note in this regard in e-KUBER against the ledger account will be made.

This will be authenticated by the Manager/AGM. (e) All ROs, DGBA and the nodal COD of the account shall be informed about the closing of the account. (f) Entries pertaining to the current account in the Power of Attorney Register will be cancelled in e-KUBER. (g) Paid cheques will be returned to the account holder on receipt of confirmation of balance referred above, and the same shall be recorded in the Paid Cheques Delivered Register (BDR 15).

3.2.11 Transfer of Accounts When an account is to be transferred from one office to another, the office transferring the account will (a) Remit the balance in the account to the transferee office (through FER) and close the account, following the procedure prescribed for the closing of accounts. (b) send the Account Opening Form and any other forms/documents which will be useful for the proper conduct of the account as well as specimen signature sheets duly completed by officials authorised to operate on the account and attested by the Manager/AGM; and (c) The papers will be despatched on the same day by registered post insured for a nominal value of Rs.100/-.

Note: - In the case of the transfer of a current account of a Scheduled Bank from one office to another office, the transfer will be effected by the former on a Friday or when Friday is a holiday, on the working day immediately preceding it after obtaining specific instructions from Department of Banking Regulation / Department of Cooperative Bank Regulation as the case may be. On receipt of the transfer advice from the transferor office, the transferee office will follow the usual procedure for the opening of accounts. Special Current/Brokerage 42 | P a g e

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Accounts opened under “Other Deposits” for accounting subscriptions to new Central/State Government loan/brokerage payable to banks and brokers in respect thereof will be closed, after obtaining the concurrence of the Public Debt Office.

3.2.12 Balance Certificates A certificate of balance (BDF 6), along with additional copies, if requested by the authorized signatories (marked as duplicate, triplicate, etc.), will be furnished to the account holder. The balance certificate will be checked and signed by the Manager/AGM and dispatched in a closed cover marked 'Confidential'. Requests for the issue of balance certificates received from auditors of the account holders will be accepted only after a reference to the account holders has been made (which has to be done immediately) and a confirmation signed by the authorized signatories is received.

3.2.13 Confirmation of Balances (a) The e-KUBER automatically sends the statement of account to the account holders on a daily basis to their registered mail. Further, the balances of the accounts are to be sent by the ROs on a quarterly basis requesting confirmation with the under-noted clause: “The Reserve Bank’s own record of transactions maintained through computer systems or otherwise shall be accepted as conclusive and binding for all purposes unless any discrepancy is pointed out within seven days from the date of access of account by the user/account holder through the computer system or from the date of sending the statement to the account holder, whichever is earlier.” (b) The balance confirmation as of March 31st should be obtained in duplicate (BDF 5) and made available to the Bank's Statutory Auditors for audit purposes in time. (c) The covering letter will be generated from e-KUBER. The Assistant will record the date of dispatch of the forms in a register. The confirmation of balance advice, along with the covering letters will then be put up to the Assistant Manager, who will check them. He/she will sign the covering letter and put his initial at the left-hand bottom corner of the advice and will also authenticate the date of dispatch of the forms in e-KUBER already keyed in by the dealing Assistant.

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(d) The advice, along with covering letters, will then be sent to the account holders, obtaining necessary acknowledgement from the account holders/their representatives. Steps will be taken to get confirmations duly signed by account holders within a reasonable time. (e) Confirmation letters should be signed by the officials authorised to operate on the relative account. On receipt of the confirmation from the account holders, the dealing Assistant will affix on the confirmation advice, a 'Signature verified' stamp of the RO. The Assistant will also compare the balances in the relative ledger accounts and key in the fact of receipt of confirmation advice with the date.

He/she will also record the date of receipt of confirmation in the Paid Cheques Delivered Register (BDR 15). The confirmation advice will then be passed on to the Assistant Manager, who will verify the signatures and compare the balances and initial on the signature verified stamp. The Assistant Manager will also authenticate the date of receipt of advice already keyed in by the Assistant in the relative ledger account and Paid Cheques Delivered Register (BDR 15). (f) The balance confirmation certificate as of March 31st will be obtained, and the original will be sent by offices directly to the Bank's auditors for audit purposes.

The true copies of the same may be retained by them. (g) In the event of delay/default beyond fifteen days by the current account holder in submission of balance confirmation for the balances as on March 31, a show cause notice for levy of penalty at the rate of ₹ 1,000/- per day of delay shall be issued. The penalty may be levied at the discretion of the RD/O-I-C within a month, and the amount shall be credited to Sundry Deposit A/c Misc- BD8614038 . (h) In case any appeal against the penalty/request for waiver of the penalty imposed is received by the RO, the authority to decide the same shall be the RD/O-I-C of the RO. (i) The timeline for appeal against the penalty/request for waiver of penalty by the defaulting entity shall be one month from the date of imposition of penalty by the RO. (j) In case of no appeal from the entity within one month of issue of show cause notice, the penalty recovered shall be credited to the INT RECEIPT PEN INTMISCELLANEOUS account -400001005005. In case the entity appeals against the penalty, and the case is considered favorably, the penalty amount parked in Sundry Deposit A/c Misc- BD-8614038 shall be credited back to the concerned 44 | P a g e

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current account, otherwise the penalty amount shall be credited to the INT RECEIPT PEN INT- MISCELLANEOUS account -400001005005.

3.2.14 Statement of Account The statement of account will be sent daily through auto-generated emails by eKUBER. The statement must contain a note advising the account holders to report discrepancies, if any, on an immediate basis. Also, the account holders will be able to download the statement through an online portal.

3.2.15 Request for change in the name of account holder Request for change in name of account holder will be processed after receipt of regulatory approval from the nodal COD and gazette notification (wherever applicable). In case of banks appearing in the Second Schedule, a copy of the gazette notification in which such change has been published shall mandatorily be obtained.

On the basis of this advice, the changes will be made in the name of the entity and account. A confirmation in this regard will be given to the nodal COD of that account, DGBA and the account holder.

3.2.16 Change of Contact Details The contact details, such as address, name of contact person, telephone number, mobile number, email address, etc., will be obtained and updated in e-KUBER. Any change request in this regard must be made in the letter head of the account holder signed by authorised signatories as per their mode of operations. The changes may be updated in e-KUBER, and a confirmation in this regard will be given to the customer.

3.2.17 Inoperative Accounts A list of current accounts which have not been operated upon for three successive accounting years will be generated from the system as at the close of March 31 st each year and referred to the nodal COD of the account concerned for instructions within April 30th of the ensuing accounting year.

3.2.18 Special-Purpose Accounts Financial Institutions may require a special account for some specific purpose in addition to their current account.

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Examples of such accounts are Line of Credit (LOC) accounts, SBI DD/TT Payable Account, CCIL Multi-Modal Account, etc. Such special-purpose accounts can be opened at any RO depending on the request and with the approval of the nodal COD concerned.

Whether the amount in this account will be considered for the purpose of statutory reserve will be advised by the nodal COD concerned.

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Chapter 4 General Instructions with respect to e-KUBER 4.1 Introduction The chapter briefly explains the systematic workflow involved in day-to-day operations in the Banking Department, which includes instructions related to eKUBER checkpoints and ensuring accounting hygiene and internal controls.

4.2 Signing into e-KUBER: 4.2.1 To commence work on e-KUBER, every IAU will be required to do Branch sign-in through the ‘EODSOD’ module. At the office/branch level, an Officer will initiate and complete the process of signing into e-KUBER and ensure that e-KUBER is on the current date. Transactions can be entered in e-KUBER only after the branch has been signed in. For generation of reports from e-KUBER, Branch sign-in is not required. It will be the responsibility of every user to ensure that the system is on the current date before transactions are entered.

4.2.2 Before counters are opened, cash will be transferred from the day-to-day vault of the Issue Department to the custody of the Deputy Treasurer, Banking (DT). In e-KUBER, Cash Sign-in has to be done by the DT. The DT will then provide cash to counters. Corresponding entries reflecting this transfer from the Issue Department to the Banking Department will be made in e-KUBER. Where cash is transferred from Banking Vault (overnight cash balance kept in Banking Vault under joint custody of DT and Manager, Banking) to custody of Deputy Treasurer, Banking, no entries are required to be made as cash will be transferred from Banking Department vault to DT. 4.2.3 At the close of business hours, cash will be transferred back to the day-today vault of the Issue Department. Before effecting the transfer, DT and the Manager will ensure that the Teller balance is zero and the physical cash balance tallies with the balance shown in relevant reports in e-KUBER, after which Cash has to be signed out and closed.

4.3 Signing out of e-KUBER: 4.3.1 After completion of all activities, every IAU will be required to sign out of e-KUBER through the ‘EODSOD’ module. At the office/branch level, an Officer will initiate and complete the process after ensuring that all checks have been carried out, which are as follows: 47 | P a g e

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(i) Physical cash balance must tally with cash balance in all relevant reports in eKUBER. (ii) All financial transactions for the day have been entered and authorized. (iii) All activities relating to DD/PO requests for the day have been completed. (iv) All intra-day loans have been closed (applicable only for Mumbai Regional Office). (v) All clearing and settlement files for the day have been entered and authorized.

4.4 Re-Signing into e-KUBER: 4.4.1 If, after completion of the Branch sign-out process in e-KUBER, any transaction remaining pending comes to the notice of an IAU, then the RO may request CBOT, DIT, CO to allow the RO to execute ‘Branch Re-sign in’. Once allowed by CBOT, then Branch Re-sign in can be done through the ‘EODSOD’.

After completion of transactions, the RO will have to sign out of e-KUBER again as per instructions in para 4.3 above.

4.5 General Instructions for Scrutiny, Entering and Authorization of Transactions 4.5.1 Maker and Checker: A transaction must be entered and authorized by different officials to ensure adherence to the maker and checker system. The entries in e-KUBER will be made either by Assistants/Officers (maker) and checked by Officers (checker).

The maker will do the first-level scrutiny and enter transactions. The checker will do second-level scrutiny, verify transaction details entered and authorize transactions. Some specific transactions may go into Risk Authorization when there is a breach in certain pre-configured conditions (exceptions) and will require an additional (third) level of Authorization.

4.5.2 Debiting/Crediting of current account and inter-office transactions Current accounts can be debited and credited by any accounting unit. However, for inter-office transactions involving internal accounts, transactions should be done through Financial Entry Request (FER) mode.

4.5.3 Entering of transactions: (i) Transactions must be entered in e-KUBER using the proper transaction type and under the correct heads of accounts to ensure that appropriate accounting 48 | P a g e

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entries are passed, and transactions are captured scrolls/registers/ledgers/other records meant for the same.

precisely

in

(ii) Appropriate and clearly worded narration must be provided for both debit and credit entries so as to clearly indicate the purpose of the transaction, and the same shall be ensured by the official entering the transaction. Incorrect narration can lead to difficulty in understanding the transaction and hence result in reconciliation issues. (iii) Serial number, date of instruments and all other relevant details must be entered correctly. (iv) A single batch of transactions may contain multiple debit and credit entries, and e-KUBER will permit the closing of the batch only when the total amount of debits and credits are tallied. Appropriate and clearly worded narration must be ensured while closing the batch. Transaction number generated by e-KUBER for the batch must be recorded on the top of the instrument or supporting/base document.

4.5.4 Authorization/Passing/Posting (i) When a transaction is authorized, it is automatically posted in relevant scrolls/registers (Subsidiary General Ledger)/books of accounts (Day Book, Clean Cash Book) and the relevant head of account in the GL by e-KUBER. (ii) Limits, if any, on officials for authorizing transactions on the basis of amount and/or restrictions, if any, on the type of transactions will be determined by the Head of the concerned Banking Department as per requirements of respective ROs. (iii) After authorization, the authorizing official must subscribe his/her signature near the transaction number on the instrument or supporting/base document.

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Chapter 5 Inventory Management and Processing of Instruments 5.1 Placing of Indent for DD/PO/Cheque Forms 5.1.1 ROs will advise DGBA, biennially, in the first week of November of their estimated requirements of DD/PO/cheque forms for the following two financial years. The estimated requirements of forms will be arrived at on the basis of the consumption of the relative forms during the previous four financial years and after taking into account any special demand for the forms anticipated during the years for which the indent is made. The indent is to be sent to DGBA with the approval of the HOD of the Banking Department. DGBA will forward a consolidated indent to the General Manager, India Security Press, Nashik indicating the number of the different forms required by each office.

5.1.2 The Press will supply the forms directly to the respective ROs. On receipt of the parcel/consignment, its contents will be checked and verified by the Manager/AGM of the Banking Departments at the respective ROs. The Manager/AGM will have to check the quality, number of cheque leaves and the cheque numbering on a sample basis (approximately 50 samples on a random basis). In case of any discrepancies, the same has to be sent to the Printing Press in their service feedback form.

5.1.3 After the forms have been checked and verified, the inventory will be received and maintained in e-KUBER using the Branch Inventory module by the Banking Department against authentication of Assistant Manager and Manager/AGM. 5.2 Transfer of Office/Branch Inventory 5.2.1 In case of transfer of the inventory to another department of the RO, the stationery will be directly issued in e-KUBER to the concerned officials of the department. Stationery loading and printing can be done only by these users in e-KUBER. 5.2.2 In case of transfer of the inventory to CODs - The RO will have to first transfer the stationery to the respective COD in e-KUBER. After the departments accept the stationery, they will issue it to the users who will be in charge of the inventory.

5.3 Custody of Office/Branch Inventory 5.3.1 The instruments will have to be tied into bundles (under the supervision of the Manager and the AGM) in approximately 10 books per bundle in case of books and in bundles of 1000s in case of loose forms.

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5.3.2 Bundles will be kept sealed with the personal seal of the Manager/AGM and will be in the personal custody of the Manager/AGM along with a record of the inventory in possession.

5.3.3 Unused leaves of the book in use shall be kept along with the Issue Register in the personal custody of the Manager/AGM. 5.4 Verification of Office/Branch Inventory 5.4.1 The stock of instruments will be verified on a half-yearly basis at the end of April and October each year, within one month of completion of the half-year by a Manager (other than the one holding custody) by counting the books in each bundle and ensuring that the seals of the bundles are intact. The officer deputed for the verification should ensure that the seals are intact and verify the stock by counting the number of books in each bundle. Broken bundles will have to be counted in detail. Detailed counting will be necessary only in the case of broken bundles and the books in use.

5.4.2 Paid instruments have to be verified on a monthly basis by the Manager/AGM. 5.4.3 While issuing books from the stock, it will be ensured that the latest consignment is issued only after all the books of the earlier consignment have been issued.

5.4.4 When a new officer takes over the custody of the instruments, the new officer will have to ensure the stock of instruments by counting each bundle and will have to do a detailed verification of the books in the broken bundles (A charge certificate, including the printed numbers of the blank draft forms handed over/taken over under the signatures of the relieved/relieving officer will be issued).

5.5 Destruction of Office/Branch Inventory Based on the usage of DD/PO/BC/cheque forms in the last four financial years and after taking into account the expected usage for the next two financial years, if considered necessary, ROs may destroy the excess blank DD/PO/BC/cheque forms with the approval of HOD of the Banking Department and record the same in the e-KUBER. Blank draft forms that are spoilt in the process of issue will have to be destroyed by shredding them at the end of the day in the presence of the Manager/AGM, and the same will have to be recorded in the e-KUBER.

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5.6 Processing of Instruments 5.6.1 Cheques In addition to the initial supply made at the time of opening of the current account, a supply of cheque forms will be made to account holders against their requisition slips duly signed by the authorised signatories of Current Account holders whose signatures are on record in accordance with the mode of operations. (i) The required number of chequebooks will be withdrawn from the stock by the Manager/AGM and handed over to the Assistant Manager, who will arrange for their issue to the account holders. The entries will be made by the Assistant in the Cheque Book Register (BDR 13) and in e-KUBER and will be authenticated by the authorizing officials. (ii) The following instructions should be borne in mind while attending to the work in connection with the issue of chequebooks. (a) Before authorizing the transaction, the Assistant Manager will verify the serial number, prefix of the chequebooks and the account number of the account holder in e-KUBER and the register. On authorization, the Assistant Manager will put a remark in this regard on the application and register. (b) Signatures of account holders on the requisition slips will be verified by the Assistant Manager with the specimen signatures on record under his/her initials on the "Signature verified" rubber stamp of the office. (c) Particulars of the requisition slips will be entered in the chequebook register against the number of cheque forms to be issued. (d) The number of cheque forms to be issued and the date of issue will be recorded on the requisition slips and in the relative accounts in eKUBER. (e) The Manager/AGM will initial against the number of cheque forms recorded in the requisition slips and also authenticate in the current account ledger against the details of cheque forms issued to the current account holder. (f)

The signatures of the account holders on the requisition slips will be cancelled in red ink by the issuing official.

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chequebooks, their officials authorised to operate their current accounts should attest the signatures of their messengers on the reverse of the application/requisition slip. While delivering the chequebooks to the messengers, the ROs will obtain their signatures on the requisition slip and tally them with their attested signatures. (h) When chequebooks are despatched by Registered Post, they will be sent in a sealed cover with a forwarding letter in BDF 7 (in duplicate) addressed in the name of one of the authorised officials operating the account of the concerned constituent. In case the postal acknowledgement due card duly signed by the authorised official is received, the acknowledgement in BDF 7 need not be insisted upon.

5.7 Scrutiny of Cheque 5.7.1 Cheques must be scrutinized to ensure that: (i)

The cheque is issued from the appropriate chequebook inventory pertaining to the account holder, and the cheque is payable at the office where it is presented.

(ii) The cheque is neither post-dated nor stale. As per present guidelines, cheque becomes stale three months from the date of issue, (iii) The amounts written in figures and words agree. (iv) The amount of the cheque does not exceed the cheque amount written across it by way of protective crossing, if any. (v) The cheque has been signed by the drawer(s) in accordance with the instructions relating to operations on the account. (vi) The signature(s) of the drawer(s) of the cheque conform to the specimen on record. (vii) No alterations in cheques are allowed in terms of extant CTS guidelines, which mention that ‘no changes/corrections can be carried out (other than that for date validation purposes, if required). For any change in the payee’s name, courtesy amount (amount in figures) or legal amount (amount in words), fresh cheque leaves should be used by account holders. (viii) The endorsement or the chain of endorsements are in order, if permissible, in the case of an order cheque. (ix) There is a sufficient balance in the account.

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(x) No ‘Stop’ has been recorded against the cheque. (xi) The cheque, if received through clearing, is branded with the dated clearing stamp of the bank presenting the cheque or as per extant CTS guidelines. (xii) The cheque, if presented over the counter for payment in cash, does not bear any crossing. The cheque should be signed on the reverse by the payee himself/herself or a messenger who is authorized for the purpose of collection of cash in the presence of the Assistant. The signature of the messenger should be duly attested by authorized signatories of the account holder. (xiii) In some cases, the authorized signatories may depute some other officials of the entity for collection of cash. It shall be ensured that the signature of such persons deputed shall be counter-signed by the authorized signatories. The signatures of such persons deputed will again be obtained and verified by the Assistant under their initials before the tokens are issued to them. (xiv) Cheque Drawn on the Bank (Transfer Transaction): When the pay-inslip along with the cheque is tendered over the Banking Department counter, the receiving Assistant/Assistant Manager will scrutinize it and enter the transaction in e-KUBER and record the transaction serial number on the face of the cheque. It will be ensured that the total amounts of all the cheques match with the total amounts indicated on the pay-in-slips. (xv) The checker will verify the details in e-KUBER with reference to supporting/base document/pay-in-slip and authorize the transaction. (xvi) Cheque Drawn on other banks (Clearing Transaction): For all clearing-related activities, ROs will be guided by instructions issued

by DPSS, CO. 5.7.2 Positive Pay System for Cheque Truncation System: To augment customer safety in cheque payments and reduce instances of fraud occurrence on account of tampering with cheque leaves, the Bank has introduced a mechanism of Positive Pay. The concept of Positive Pay involves a process of reconfirming key details of large-value cheques. Under this process, the issuer of the cheque submits payment details electronically, through channels like SMS, mobile app, internet banking, ATM, etc., to the drawee bank, details of which are cross54 | P a g e

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checked with the presented cheque by CTS. 5.8 Stopped Cheques 5.8.1 Instructions to stop payment of cheques will be acted upon by ROs if, (i)

They are received in writing/fax/scan from drawers of cheques only.

(ii) They relate to current cheques. (iii) The cheques have not already been paid.

5.8.2 The time of receipt of letters intimating the ROs to stop payment of cheques mentioned therein will be carefully noted. The signatures are to be verified by Assistant Manager/Manager under his initials on the “Signature verified” rubber stamp of the office. Thereafter, prompt action will be taken thereon by the concerned staff. If the cheques are current and not paid: (i)

Particulars in respect thereof will be entered in the Register of Stopped Cheques (BDR14) and in e-KUBER for recording a stop in the relative ledger account. These will be checked and authorised by Manager /AGM.

(ii)

Account holders will be advised in BDF 8 generated by e-KUBER. If a stopped cheque is presented for payment, it will be returned unpaid and the words “Payment stopped by drawer” will be written across the cheque in bold letters in red ink to prevent its further negotiation. If the same is returned through CTS, it will be returned unpaid, mentioning the pertinent return reason code.

(iii)

The file containing papers pertaining to stopped cheque correspondence will remain in the custody of the Manager/AGM during office hours. It will be kept by him/her in the fireproof safe or vault overnight.

5.8.3 Stop against Lost Blank Cheque Forms Reports of loss of blank cheque forms will be dealt with in the same way as requests to stop payment of cheques. In addition, the following instructions will be observed: (i) In case a whole chequebook is reported lost, a remark “Lost” will be made

in the relative ledger folio. (ii) The word ‘nil’ will be stated in the space intended for indicating ‘date’,

‘amount’ and ‘name of payee’ in the acknowledgement in BDF 8 to be issued to account holders.

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Banking Department Manual Volume -I (iii) If a blank cheque leaf/book is reported lost, the serial number/s of such

cheques will be removed/marked off from the particulars of cheques issued to the account holder, and a stop will be recorded in e-KUBER. If the cheque, against which instructions to stop payment are received, is already found to have been paid, the fact may be advised to the account holder and no further action is called for.

During the time of closure of the Current Account, in case unused cheque/s is/are lost, then the account holder should submit a self-declaration on their letterhead to the Bank.

5.8.4 Removal of Stop Orders (i) Stops recorded against cheques in the Bank’s records (i.e. Register of

stopped cheques and Ledger accounts) will be removed by making a suitable remark in the e-KUBER under the authentication of the Manager/AGM and above when instructions are received in writing from the account holders concerned. (ii) It shall be ensured that letters containing instructions received from account

holders for the removal of stop recorded against cheques are signed in accordance with the mode of operations, and signatures thereon will be verified by the Assistant Manager under his initials on the “Signature verified” rubber stamp of the office. (iii) In the absence of instructions from the account holders to remove the stops,

the entries in the Register of Stopped Cheques, which are available in eKUBER, will be retained permanently.

5.9 Disposal of paid cheques (except clearing cheques, which will be guided

by CTS guidelines) (i) Paid current account cheques for the half-year ending March 31st and

September 30th will be returned to account holders as early as possible after receipt of confirmation from them of balances as on those dates. Paid cheques required by account holders at more frequent intervals will be delivered to them on receipt of their applications duly signed in accordance with the mode of operations and their confirmation of balances as on the last date of the period to which the paid cheques relate. Signatures on such applications will be verified by the Assistant Manager with “Signature verified” rubber stamp of the RO concerned. (ii) A Paid Cheques Delivered Register (BDR 15) will be maintained to record

the names of account holders to whom paid cheques are to be returned, the 56 | P a g e

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receipt of letters of confirmation of balance from the account holders and the number of paid cheques to be returned to them. The number of paid cheques, in each case, will be physically counted and agreed with the number of entries in the relative ledger accounts. For this purpose, a list of cheques paid during the half-year will be generated by e-KUBER. The entries in the register will be scrutinised by the Assistant Manager and initialled by him in addition to the Assistant/s. (iii) Local account holders will be advised by ROs to arrange to take delivery of

paid cheques, which will be counted and taken over by their representatives on the production of letters of authority furnishing their specimen signatures, duly signed in accordance with their mode of operations and against the representatives’ receipt on such letters. Acknowledgements of receipt of paid cheques from the account holders will be insisted upon and when received, the date of their receipt will be recorded in the register under the initials of the Assistant Manager after verifying the signatures of the signing officials. If the cheques are not taken delivery by the local account holders despite advice, the cheques may be despatched to them by registered post after balances are confirmed. Paid cheques of outstation account holders will be despatched by Registered Post-Acknowledgement Due. The date of delivery/dispatch of paid cheques will be recorded in the Paid Cheques Delivered Register under the initials of the Assistant Manager. (iv) Paid cheques of banks that have gone into liquidation will be delivered to

the official liquidators on application and after obtaining confirmation of the balance. (v) Paid cheques pertaining to CODs and Public Debt Office (in respect of

Brokerage Accounts) will be preserved for a period of three years as in the case of other debit vouchers and destroyed thereafter subject to the condition that these cheques are verified by the Concurrent Auditors/Inspection Team in the meantime. In case the inspection does not take place even beyond the period of three years, the said cheques should be preserved till they are audited by the Inspection Team. However, in respect of cheques, where the transaction is under dispute or claims/counterclaims are made by different parties or lawyer’s notice is received, or a Court case is pending, the cheques concerned may be preserved even beyond the period of three years, till settlement of dispute/conclusion of the pending case, if any. (vi) Ordinarily paid cheques will not be destroyed by ROs unless authorised by

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taken delivery of by account holders whose accounts are operative will be referred in the first week of January each year to the nodal COD of the account for instructions for their disposal.

5.10 Return of blank cheques (i) When an account is closed, the account holder will be required to return the unused cheque forms. The numbers of the cheques returned will be recorded by the dealing official in e-KUBER under authentication. In case, the entity has lost some unused cheques, a self-declaration for the same may be obtained and those cheques shall be marked off from e-KUBER. (ii) Before authorizing the transaction, the Assistant Manager will verify the serial number of the chequebooks, the account number of the customer in eKUBER and the register. On authorization, the Assistant Manager will put a remark in this regard on the application and register. (iii) Unused cheque forms cannot be re-issued and will be destroyed by shredding in the presence of the Manager/AGM and suitable remarks made in e-KUBER. A certificate of destruction signed by the concerned official will be placed on record.

5.11 Payment Order (PO)/Banker’s cheque (BC) 5.11.1 At the time of issue of Banker’s Cheque, the amount will be credited to Payment Orders/Banker’s Cheques Account. Details of PO/BC will be available in e-KUBER by way of separate reports of a list of PO/BC issued and PO/BC outstanding.

5.11.2 PO/BC will be signed by the Assistant Manager and issued only after ensuring that entry for issuance of the instrument has been carried out in eKUBER. 5.11.3 PO/BC for the amount of Rs. 1 lakh and above issued by ROs towards local payments or withdrawal of cash may be signed jointly by two officers viz.

AGM and DGM/GM. DGM/GM is not available, the Officer in-Charge/CGM may act as the countersigning authority. Bankers’ cheque will not be issued for amounts less than one rupee.

5.11.4 The list of outstanding PO/BC available in e-KUBER should tally with the total balance of the relative account in the General Ledger. A quarterly review of the same may be done and put up to HOD, Banking Department.

5.11.5 PO/BC, which are outstanding for over three consecutive (clear) accounting years will be lapsed and transferred to the account ‘‘Commission 58 | P a g e

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Account - Sundries’’ at the time of Annual Closing every year in March after obtaining orders of the RD/CGM/O-I-C. Once the lapsing of PO/BC has been done in e-KUBER, the drawee office shall verify the details of the transferred instruments for their correctness. A separate record of outstanding PO/BC transferred to the Commission Account- Sundries will be maintained to facilitate payment of claims if and when lodged.

5.11.6 When PO/BC are presented for payment/cancellation, the amount of PO /BC will be debited to the Payment Orders/Bankers’ Cheques Account. When a claim for lapsed PO/BC is received, the payment will be made by debit to “Commission Account- Sundries” after approval of RD/CGM/O-I-C under advice to DGBA. 5.11.7 Issue of Duplicate PO/BC: When a PO/BC is reported to be lost, a stop may be recorded in e-KUBER as in the case of lost cheques. However, a duplicate PO/BC need not be issued to the beneficiary. Instead, a fresh PO/BC in lieu of the lost one may be issued to the beneficiary on his application after obtaining a simple letter of undertaking from him. Before the issue of fresh PO/BC, it must be ensured that the entry in respect of lost PO/BC is outstanding in the PO/BC Account. While issuing a fresh PO/BC to the beneficiary, he/she may be advised to surrender the original instrument if traced at a later date.

5.11.8 The validity period for PO/BC will be three months, as is the usual practice. On receipt of an application for revalidation of PO/BC along with reasons for the delay in encashment, the existing PO/BC will be cancelled, and a fresh PO/BC of three months’ validity will be issued for the same amount and favouring the same beneficiary after ensuring that no stop has been recorded against the original PO/BC and no duplicate PO/BC has been issued against the original.

5.11.9 The scrutiny of a PO will be the same as that of a cheque, except that the PO is payable only at the office where it is issued.

5.12 Demand Draft (DD) Instructions regarding the processing of Demand Drafts (DDs) are provided in Chapter 6 on Remittance of Funds.

5.13 Processing of Cash Transactions 5.13.1 For all transactions entered in e-KUBER, there will be a transaction date and transaction batch & serial number, which will be recorded on the instrument /supporting/base document along with the authorizing official’s initial.

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branded with a “Cash” stamp. This stamp will contain a field for the date, token number, cash scroll number, transaction serial number, receiving/paying official’s signature and authorizing official’s signature, which must be filled in.

5.13.3 The token system will be followed for all cash payments and also for certain types of cash receipts e.g., issue of PO, DD etc. The token will be issued to the customer at the time of receipt of service request and the payment/delivery of the instrument will be made against the token issued.

5.13.4 Loss of token: When a metal/paper token is reported lost, Treasurer, Cash Department will be informed of it immediately. The payment of the instrument in respect of which the token has been lost will be made only after the Cash Department is fully satisfied with the bonafide of the payee. A sum of ₹ 100/will be recovered from the payee/endorsee towards the cost of the lost metal token. Recoveries made by ROs from parties on account of the loss of tokens will be credited to the charges head, which was debited earlier for its procurement with the approval of the concerned DGM/GM of the section that has acquired the tokens 5.13.5 Receipted challans will be delivered to tenderers who have lost the paper tokens issued to them on specific requests and on payment of a penalty of Rs.10/per token. For this purpose, they will have to apply to the Bank in writing duly furnishing the required correct particulars of deposits, viz., tenderer’s name, date of deposit, amount, name of the department on whose behalf the amount was deposited, heads of account, etc. In case the loss of paper tokens is reported by tenderers after the due date (noted on the challans), an aggregate amount of ₹ 20/for search fee and penalty per token will be recovered from the parties. The amount recovered will be credited to the Commission Account - Miscellaneous.

The information should be entered in e-KUBER, which will generate a voucher and receipt in form No. PAD 139 for issuing it to the party. Cash collected will be sent to the Cash Department through BDR 16.

5.14 Cash Receipts 5.14.1 Entry and authorization will be done in accordance with the relevant instructions of para 4.5, Chapter 4.

5.14.2 Cash will be received either for funding an outward remittance (Demand Drafts/Payment Order/NEFT/RTGS) or for deposit into an account.

5.14.3 Cash will be tendered along with a supporting/base document. This document will either be an application in a prescribed format/pay-in-slip/challan.

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copy.

5.14.4 The Assistant will examine the supporting/base document tendered along with cash and enter a cash receipt transaction, indicating the denominations received.

5.14.5 After entering the transaction, the Assistant will affix the dated “Cash receipt” stamp on the customer and the Bank’s copy of the supporting/base document and subscribe his/her signature on the stamp as a token of receipt of cash.

5.14.6 Customer copy will be returned to the depositor and the Bank’s copy will be marked with the transaction number and passed to the Assistant Manager /checker through a transit book for authorization.

5.14.7 After verifying the receiving officials’ signature on the supporting/base document and the Assistant’s stamp thereon, the checker will verify the details entered in e-KUBER with reference to the supporting/base document and authorize the transaction and subscribe his/her signature on Cash Stamp.

5.15 Cash Payments 5.15.1 Cash payments will be made against cheque/request for withdrawal received from the account holder or internally from any section/division /department.

5.15.2 An Assistant in the Banking Department will receive and examine the cheque/base/supporting document and brand a “Pay Cash” stamp on the face of it. Scrutiny of the cheque will be done as mentioned in para 5.7.1. The Assistant will obtain the signature of the presenter on the cheque/base/supporting document, record the token number and hand over the token to the presenter.

5.15.3 The Assistant will then enter the cash payment transaction in e-KUBER and record the transaction number on the supporting document. In case of payment against a cheque, it must be ensured that the details of the cheque are entered correctly in e-KUBER. 5.15.4 The cheque/base/supporting document will be passed on to the checker for authorization.

5.15.5 After verifying the signature and other details in e-KUBER with reference to that on the cheque/base/supporting/document, the Authorizing Official will authorize the transaction and subscribe his/her signature on the "Pay Cash" stamp.

5.15.6 The cheque/base/supporting document will then be passed to the Cash Department through a transit book for payment.

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5.15.7 The Assistant will verify the authorizing official’s signature on the cheque/base/supporting documents and enter the denomination-wise details in eKUBER. After the payment is made to the beneficiary, the cheque/base/supporting document will be branded with a ‘Cash paid’ stamp by the Assistant. He/She will initial on the stamp and cancel the drawer’s signature on the cheque.

5.15.8 The paid instruments will be returned to the Banking Department through the transit book in convenient lots.

5.15.9 A similar procedure will be followed for making internal payments.

5.15.10 Cheques received for payment in cash and not found in order will be returned to the presenter along with a cheque return memo. The memo will contain the details of the instrument and reason for return and signed by the Manager.

5.15.11 After banking hours, an Assistant will verify whether any disbursal of cash is pending in e-KUBER. If the cash is not collected, the cash payment transaction in e-KUBER will be rejected.

5.16 Debit mandates Debit mandates can be issued by banks/financial institutions to enable the Bank to debit their accounts for various purposes in lieu of cheques. These must be scrutinized to ensure that: (i)

It is in the prescribed format on the letterhead of the account holder – BDF 16 or BDF 16A, as applicable.

(ii)

It is signed in accordance with the instructions relating to operations on the account, as recorded in e-KUBER.

(iii)

The signature(s) conforms to the specimen signature on record.

(iv)

The account number, as mentioned by the customer/account holder, is correct.

(v)

The amount in figures and words agrees in BDF 16A.

(vi)

There are no alterations.

BDF 16 is a one-time revocable mandate issued by the account holder. BDF 16 A is mandate, which can be used in lieu of cheques for effecting NEFT transactions.

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5.17 Letter of Authority Letter of Authority (LoA) is to be treated as a one-time revocable mandate given by the account holder (usually a financial assistance receiver) authorising third parties (usually a financial assistance provider) to raise a written request for debiting the current account of the account holder and remit funds to a third party.

The LoA has to be supported by an agreement between the account holder and the third party.

The RO receiving the LoA shall ensure the following: (i)

The current account of the financial assistance receiver (entity such as bank/financial institution, etc.) is maintained with them and verify the details.

(ii) The signature(s) in the LoA conforms to the specimen signature on record and stamped. (iii) Maintenance of the current account by a third party (such as NABARD /SIDBI) with RBI is not mandated.

If the current account of the financial assistance provider is maintained with the Bank, then payment shall be made through ETRAN. In case of non-maintenance of current account of the financial assistance provider with RBI, then the financial assistance provider shall be paid by RBI by way of DD by debiting the current account of the financial assistance receiver maintained with RBI. (iv) The Authorized Official for the signing of acknowledgement for the receipt of LoA shall be Manager/AGM. (v) Ensure that LoA mentions, “This letter of authority shall not be revoked by us except with prior concurrence of RBI”. (vi) Ensure that if statements such as “The Reserve Bank of India hereby agrees to comply with the requisitions as may be issued by ____ (name of financial assistance provider), from time to time, in terms of the above letter of authority” are included in LoA, the same is modified to read “RBI acknowledges the receipt of the mandate by ____ (name of the financial assistance receiver)” (vii) Ensure that there is no phrase such as “Confirmation of Reserve Bank of India on duplicate copy of the letter of authority”.

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The preservation period shall be Permanent.

5.18 Standing Instructions (SI) (i) Standing Instructions are required to be submitted by account holders for funding/zeroing of the RTGS settlement Account as provided in BDF 17.

These must be scrutinised in the same manner as a Debit mandate. (ii) In case of addition/modification/revocation of the SI, the request shall be submitted in BDF 18. (iii) After verification of the account number and the specimen signatures, the details of the SI will be entered in e-KUBER by the Assistant and authorized by the Assistant Manager/Manager. (iv) Confirmation, in this regard, will be sent to the customer/account holder.

Note: All such mandates/instructions must be kept in the safe custody of the Manager/AGM following the same procedure adopted for the safe custody of Specimen Signatures.

Correctness of data The responsibility for providing correct details lies with: (i) the customer, if the details are provided by him/her. (ii) the initiating bank (if the mistake is due to manual/automated intervention

by the bank official/system.)

5.19 Scrutiny of Base/Supporting Documents Base/Supporting Documents must be scrutinized to ensure that, (a) The amount in figures and words agree. (b) Account numbers to be debited and credited are mentioned. If it is an interoffice transaction, then the IAU (Independent Accounting Unit) code is also mentioned. (c) Signature, name, and Employee/PF ID of the authorized signatory are mentioned. (d) The signature(s) of the approving official conforms to the specimen on record.

5.20 Online Access (e-KUBER Portal) 5.20.1 Online access to the account and other services are provided to the account holders. Services will be provided to them based on their constitution (banks /governments/financial institutions/primary dealers etc.). The service modules 64 | P a g e

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allotted to account holders may be related to their current accounts and SGL accounts or may relate to any of the reporting modules.

5.20.2 The indicative list of services which may be provided to the customers depending on their needs: (i) Own Account Transfer (OAT): Fund transfer from principal to settlement account and vice versa. (ii) Account enquiry (iii) Account statements download (iv) Primary Auction - Bidding and other details (v) LAF/MSF – Bidding and other results (vi) Uploading data relating to tax collections (vii) Uploading data relating to subscription of securities such as Inflation Indexed Bonds.

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Chapter 6 Remittance of Funds 6.1 General 6.1.1 Under Section 17(6) of the Act, the Bank has been authorised to issue drafts and other kinds of remittances payable at its own offices or agencies. Further, under Section 20 of the Act, the Bank is under statutory obligation to carry out, among other things, remittance operations on behalf of the Central Government.

Similarly, the Bank may, by agreement, undertake, as provided in Section 21A of the Act, remittance transactions on behalf of the State Governments too.

6.1.2 In view of the statutory provisions and the agreements entered into with Central and State Governments, and also to make remittance facilities available to banks and others, including members of general public, a remittance scheme was formulated and introduced on October 1, 1940. The Scheme has been extended and liberalised from time to time since then and evolved into the Reserve Bank of India Remittance Facilities Scheme during the year 1975. The current Scheme known as the Modified Remittance Facilities Scheme (MRFS) was introduced in the year 2007.

6.2 Provisions in this Chapter should be read along with the Modified Remittance Facilities Scheme details (details of the scheme are available on EKP).

6.3 Parties to whom remittance facilities are available 6.3.1 The various parties entitled to make remittances under MRFS include Central and State Governments, Local bodies, Commercial banks, Co-operative Banks, Financial Institutions.

Note: Since various electronic modes of fund transfers are available now, use of drafts should be discouraged. As far as possible, issue of drafts should be avoided unless and until it is absolutely essential. It will be the responsibility of the applicant to satisfy the Bank why electronic modes of transfer cannot be used, and the use of drafts should be an exception and not a rule.

6.3.2 The Bank’s objective is to promote and migrate to e-modes of payments. In line with the same, the facility of issuance of DDs at par to current/ex-employees of the Bank has been discontinued with effect from July 1, 2016.

6.4 Restrictions on drawings Provisions of MRFS 2007 will apply on restrictions on drawings.

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6.5 Modes of remittances There is only one mode of remittance now operating under the MRFS i.e., drafts.

Drafts shall be issued in one of the following methods: A.

Drawings issued by RBI offices on other RBI Offices.

Reserve Bank drafts, which are in the nature of negotiable instruments, are used for remittances between ROs of the Bank, agencies and treasury agencies.

B.

Drawings issued by RBI offices on SBI branches To cater to the needs/requirements at locations/places where there is no RBI presence, drawings issued by RBI offices on SBI branches shall be issued.

6.6 Application for issuance/cancellation of Drafts Applications for issue of a draft will be received in BDF 9. For cancellation/issue of a duplicate demand draft, applications shall be received in BDF 10 (together with the amount in cash or by cheque). These applications will serve as credit vouchers for receipt of money either in cash or by cheque.

6.7 Scrutiny of applications All applications received for issue of remittances will initially be tendered by the parties at the Banking Department counter. The Assistant/official receiving the application will verify the details such as office of the bank/agency authorised to conduct remittance transaction, balance in Current Account, specimen signature/s of the drawer/s, and scrutinize the applications and cheques for the following details and put his/her initials on the applications. (i) The application and cheque are properly filled in, dated and signed by the remitter with his/her address. (ii) If the application for remittance is accompanied by a cheque it is to be ensured that the cheque is drawn in favour of the Bank, and it is prima facie in order as per the instructions contained in the paragraph 5.7.1 of Chapter 5 and particulars of the cheque are furnished on the application. (iii) The name of the beneficiary with the address has been clearly stated. (iv) If the applicant is a government official, a certificate that the remittance is required for bonafide public purposes has been furnished in the application. (v) In case of institutional entities, DDs preferably will be issued only against cheques.

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6.8 Processing of Applications 6.8.1 Applications received with cheques will be treated as transfer transactions The Assistant will brand the cheque and application with transfer/clearing stamp with date. The details of the applications as well as cheque will be entered in eKuber. He/She will also record the serial number of the transaction appearing in e-Kuber on both the cheque and application form and pass them on to the passing official. The token in duplicate will be issued in form (BDF 11/12) to be used for cash and transfer/clearing transactions respectively. Further, the words ‘Cash’, or ‘Transfer/Clearing’ as the case may be, will be recorded distinctly on the token.

Original will be issued to the tenderer of the application and the duplicate will be attached to the application and passed on to Assistant Manager for authorising the transaction.

6.8.2 The passing official will verify all the details that have been entered in eKuber with reference to application and cheque. He/she will also verify the balance, specimen signature/s, office of the bank/agency. The Assistant Manager will scrutinize the cheques. After satisfying himself/herself of the correctness of the transaction and ensuring that the points mentioned in paragraphs above have been complied with, he/she will authorise the transaction and initial on the application.

6.8.3 Applications received with cheques drawn on Government Accounts will be first sent to Government Banking Division (GBD) for passing. On receipt of applications back from GBD, it will be entered in e-Kuber. Transfer stamp will be affixed on the cheques and the applications and the serial number of the entry appearing in e-Kuber will be recorded in the transfer stamp.

6.9 Scrutiny of application in case of request for DD against cash: Since entities to whom DDs under MRFS can be issued include institutional entities normally, there should not be a need to issue DD against cash. In the rare event of applications where the amount is received in cash, the prima facie scrutiny of the application will be carried out by the Assistant under his/her initial. The details will be entered by him/her in e-Kuber. The application will be branded with “To Cash” stamp and will be passed on to the passing official. The transaction serial number will also be recorded on the application. Payment for issue of DDs for amount of ₹ 50,000/- and above will be accepted only against cheque.

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6.9.1 The passing official after satisfying himself/herself will initial in the application in the above stamp and return it to the Assistant for handing it over to the applicant. The applicant will be advised to tender cash at the cash counter (Cash Department).

6.9.2 A paper token in duplicate in BDF 11 will be provided to the applicant. The Assistant/officer on receipt of application from the Cash Department will arrange to print the draft and pass it on to the Assistant Manager for signature after checking the entry regarding receipt of cash in e-Kuber. The Assistant Manager will verify the draft details and authorise the transaction after satisfying that the cash has been received. After signing the draft, it will be handed over to the Assistant for delivery of the draft against surrender of token.

6.10 Drawings issued by RBI offices on other RBI Offices/internal departments (i) Request for issue of drafts by departments of the Bank: As far as possible departments of the Bank should use electronic modes of making payments.

Therefore, request for issue of draft should be accompanied by reasons why use of draft is necessary. For the purpose of providing drafts to internal departments, their respective charges account will be debited. (ii) The passing official will verify all the details that have been entered by the Assistant with reference to the application. After satisfying himself/herself of the correctness of the data that has been entered he/she will authorize the transaction. (iii) The issued draft will then be handed over to the Assistant Manager for signature. On receipt of draft duly signed by the Assistant Manager, the dealing Assistant will arrange the drafts and application forms according to the serial number of the tokens in seriatim issued to the tenderer. (iv) Signed drafts, to which the counterfoils of paper tokens will be attached, will remain in the custody of the counter Assistant/officer during the day. At the close of the day, the undelivered drafts will be returned to the Assistant Manager who will take them over for overnight custody after counting. The tokens surrendered by the applicants and the counterfoils will thereafter be destroyed.

Note: If the applicants do not take delivery of drafts within a month from the date of application, the drafts will be sent to them by recorded delivery. They will also be advised that the tokens issued to them have been treated as lapsed.

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6.10.1 Issue of Duplicate Draft In cases where a duplicate draft is issued in lieu of the original, entries for cancellation of the draft together with the entry for the issue of new drafts will have to be passed. However, the procedure relating to obtaining the non-payment certificate from the drawee office, issue of stop notice etc. should invariably be followed before the cancellation and issue of a duplicate draft. If the instrument gets lapsed on account of non-presentation, the modified procedure requires the applicant of the draft to get the instrument cancelled by the issuing office and thereafter purchase a fresh draft.

6.10.2 If the original draft issued on another RO is traced subsequently, it will be returned to the issuing office where it will be destroyed under the supervision of the Manager/AGM under advice to the drawee office and a suitable remark made against the original entry available in e-Kuber.

6.11 Encashment of Drafts and procedure for payment 6.11.1 DDs may be received for encashment over the counter or in clearing.

6.11.2 On receipt of drafts for payment, Assistant/Assistant Manager will ensure that they have been properly signed by the authorised official whose signature is on record and refer to the “DDs TTs Issued under RFS A/c” to check if the DD is outstanding.

6.11.3 (a) The Remittance Section will receive drafts for payment directly at its counters or through clearing. In addition to all precautions observed in regard to the payment of cheques, it will be ensured that (i) Payee's discharge has been furnished on the draft. (ii) Payee is identified if payment is to be made in cash. (iii) It is outstanding in the DD issue register of the respective Regional Office. (iv) The particulars of the drafts such as date, the number, the name of the payee, the amount, etc. agree with those given in the advices/register. (v) The draft is neither postdated nor stale. (vi) No stop has been recorded against the draft. (b) After satisfying himself/herself that the draft is prima facie in order and payable, the counter clerk will generate a paper token on his printer. He/she will obtain signature of the payee on the draft as well as on the token and advise the 70 | P a g e

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party to go to Cash Counter. He/she will then initial and brand the draft with dated ‘Pay cash’ stamp and pass on the instrument to the Assistant Manager. (c) The authorizing official will, after scrutinizing the draft and the details in eKuber, sign the ‘Pay Cash’ stamp and authorize the payment.

6.12 Payment of Drafts received in Clearing/Transfer Drafts received for payment through clearing will be received by clearing section and for transfer credit to accounts maintained with the Bank are received from Government Banking Division along with a list. The procedure for their scrutiny, passing and marking off the advices/entries will be the same as detailed above except that while passing, the Assistant Manager will initial in the clearing/ transfer stamp, cancelling the drawer’s signature simultaneously.

6.13 Outstanding drafts 6.13.1 The drawee office will monitor the DDs (drawn on RBI Offices) outstanding and follow up with the drawing office to ensure that reminders are issued to the applicants at least twice in this regard, first after one month and second after two months from date of issue of the drafts. Reminders for high value drafts may also be issued according to above frequency. Items which are outstanding for three consecutive (clear) accounting years in the ‘Drafts Payable Account’ will be transferred to the ‘Commission Account - Sundries’ by the drawee office at the time of annual closing every year in March after obtaining orders of the RD/CGM/O-I-C. Once the lapsing of DDs has been done in e-Kuber, the drawee office shall verify the details of the transferred instruments for its correctness.

Note: Separate record of outstanding DDs transferred to Commission Account will be maintained to facilitate payment of claims if and when lodged.

6.14 Balancing of outstanding in Drafts Payable Account The draft outstanding will be agreed with the balance in the Drafts Payable Account in the General ledger. The list of outstanding DDs will be put up to Manager/AGM on monthly basis and to HOD, Banking Department at quarterly intervals.

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6.15 Payment of Lapsed Drafts 6.15.1 The procedure for accounting of lapsed drafts issued by the ROs which are outstanding beyond the Bank’s three clear accounting years has been given in paragraph 6.13.1 above.

6.15.2 Advices of lapsed drafts will be maintained separately to facilitate future reference.

6.15.3 If a lapsed draft is presented for payment, the holder will be required to furnish an explanation for his/her failure to claim payment within the prescribed period. The draft will be forwarded to the issuing office for revalidation. Since lapsed drafts are transferred to Commission Account-Sundries, payment against lapsed drafts will require the approval of RD/CGM/O-I-C as it involves debit to Commission Account-Sundries. ROs may also refer to paragraph 2.12.5 on debit to income head.

6.16 Return of Drafts under Objection The same procedure as laid down for the return of cheques will be followed whenever any draft is required to be returned unpaid.

6.17 Drawings issued by RBI offices on SBI branches The procedure with respect to the current arrangement is detailed below: (i) The money received at the time of issue of instruments under RFS at ROs will be credited to the designated current account of SBI called “SBI DD/TT issued under RFS” maintained in e-Kuber, on a day-to-day basis. (ii) The designated current account of SBI called “SBI DD/TT issued under RFS” will be maintained by the Mumbai Regional Office. A list containing particulars of the DD Number, date, SBI branch (code number together with the place name) on which the draft has been issued, amount and the name of the beneficiary will be furnished to the nodal SBI office (Mumbai Branch) by Mumbai Regional Office. Once the amount has been transferred to the account of SBI, SBI shall communicate the particulars of the instrument to the drawee branches. (iii) In respect of the cancelled drafts, the amount should be debited to the designated current account of SBI. Remittance Section, Banking Department should communicate particulars of the cancelled draft to the nodal SBI branch for onward transmission by them to their respective branches. In case of shortfall in the designated account, the deficit will be recovered from the Current Account of 72 | P a g e

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SBI for which a mandate would have been obtained from them at the time of opening of the designated account.

ROs may ensure that the details of DDs issued and DDs cancelled are correctly updated in e-Kuber after all such transactions.

6.17.1 Issue of Duplicate Draft 6.17.1.1 Duplicate drafts will be issued in the following manner after obtaining a non-payment certificate in BDF 13/email confirmation from SBI Mumbai Main Branch as it acts as the Nodal branch. In the advice calling for non-payment certificate, the date of revalidation, if any, will be indicated by the drawing office.

6.17.1.2 A duplicate will be issued only to the remitter on his satisfactorily explaining the loss or destruction of the original and executing a letter of indemnity in BDF 14 with two sureties each good for the amount. Sureties may be waived at the discretion of the CGM/GM in the case of financially sound parties or where the amount is small.

6.17.1.3 It is not necessary for ROs to obtain a fresh application for the issue of a duplicate draft. A letter intimating the loss or destruction of the original draft and requesting the issue of a duplicate in lieu thereof will be sufficient.

6.17.1.4 The duplicate draft will be issued after cancellation of the original draft.

For issue of DD in lieu of lost/destroyed DDs, a fresh demand draft will be issued in its place for the same amount and favoring the same beneficiary, subject to obtaining letter of indemnity in BDF 14 and satisfactory reasons for the loss/ destruction of the original, and after obtaining non-payment certification in BDF 13 from the drawee offices.

Note: (i) Where the remitter of the lost draft is a Government Department, the application for issues of duplicate draft may be received from a Government Department/Departmental Officer in its/his capacity as the remitter or the payee or endorsee. A letter of indemnity should be obtained from the applicant in BDF 14. It will be ensured that the official executing the indemnity is one who is authorized to sign such documents on behalf of the President of India or Governor of the State as provided under Article 299 (1) of the Constitution and Offices will ask the Government Departments/Officials to furnish certified copies of the notifications issued by the concerned Government authorising the signatory to execute documents under Article 299 (1) of the Constitution every 73 | P a g e

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time an indemnity is asked for. In case the Government Department expresses its inability to submit a copy of such notification, offices may not insist upon the same. Instead, a declaration may be obtained to the effect that he/they have the authority to execute the letter of indemnity under a Government notification. (ii) If payee/endorsee is not a Government Department (Departmental Officer), he should be required to furnish the usual letter of indemnity with/without surety as may be considered appropriate. Further, when the applicant for the duplicate claims to be the endorsee of the original draft he/she should be asked to produce proof of his title, such proof being in the form of letters purporting to be from the payee named in the draft and subsequent endorsee (s), if any. (iii) However, if a draft is lost under circumstances for which payee cannot be held responsible, such as in the event of loss in the departments of the Bank or in transit etc. it will be incorrect to require the payee to indemnify the Bank and duplicate may be issued, waiving the condition regarding indemnity. (iv) In all cases, the duplicate should be issued in the name of original payee only. (v) The letter of indemnity should be stamped as an agreement in accordance with the Stamp Act of the State in which it is executed. The completed letters of indemnity/undertaking should be retained by the office issuing the duplicate and will be held in the custody of Manager/AGM after entering them in BDR 12 which will be available in e-Kuber.

ROs may ensure that the details of DDs issued and DDs cancelled are correctly updated in e-Kuber after all such transactions.

6.18 Payment of drafts by cancellation 6.18.1 Drafts will be cancelled by ROs which have drawn them and the amount refunded to the remitter with the approval of the Manager/AGM only, if the DD is still outstanding. It will be cancelled for payment on receipt of application from the original applicant/remitter stating the reasons for the cancellation provided the draft bears no endorsement or other evidence to show that it was delivered to the payee of the draft. The signature of the remitter on the letter of request for cancellation will be verified by the Assistant Manager with reference to the original application or specimen signatures of account holders if the applicant happens to be an account holder. The fact of cancellation of the draft will be recorded on the application under the authentication of the Assistant Manager.

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6.18.2 The refund will be made on the surrender of the original draft or duplicate, if any, issued. No refund will be made on a lost draft and the remitter will have to obtain a duplicate of the draft from the issuing office in such cases and receive the payment thereof through the payee at the drawee office. A draft, when surrendered for cancellation, should be receipted by the remitter as under “Received payment by cancellation.

Signature”.

In case the draft bears any endorsement by the payee/endorsee/s or crossing by any bank, the remitter should be asked to have the endorsement/crossing cancelled by the makers thereof before surrendering the draft for cancellation. If the remitter, however, is unable to satisfy the above requirements, he should state the circumstances under which the refund is being applied for and the reason for not being able to comply with the requirement. Such applications will be put up to the CGM/GM for orders. Doubtful cases will be referred to DGBA and action will be taken in accordance with the instructions of DGBA. Note: Issue of duplicate drafts, their cancellation and refund by credit to Government account will be left to the local office to decide based on the merits of each case.

6.18.3 The cancellation of the draft by issuing office will be effected by debit to the office to which the original credit was accorded under advice to that office and refund made to the remitter.

6.18.4 (a) The draft received for cancellation will itself be treated as the debit voucher. The officer will create a request for the DD cancellation in e-Kuber and send the same for authorization. (b) The request will be authorized to effect the cancellation of the demand draft and update the necessary details in e-Kuber. (c) Once the cancellation has been approved, the funds (amount of the DD) will automatically be returned/reversed back to the current account of the account holder. (d) When a DD is cancelled, the refund will always be made as a transfer to the account only and will not be paid in cash. (e) In case of drafts drawn on SBI, a Non-Payment Certificate/ email confirmation will be obtained from SBI Mumbai Main Branch stating that the draft is still 75 | P a g e

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outstanding in their records and a stop payment has been marked for the same.

Only then, the cancellation request will be entered in e-KUBER and the funds are transferred back to the account of the customer/account holder/applicant.

6.18.5 Drawee office will be advised of cancellation of drafts in BDF 15 which will, enable them to mark off the item in the relative advice, if sent.

6.19 Revalidation of Drafts Drafts are current only for three months from the date of their issue. On receipt of application for revalidation of draft along with reasons for delay in encashment, the existing demand draft will be cancelled and a fresh demand draft of three months’ validity will be issued for the same amount and favouring the same beneficiary after ensuring that no stop has been recorded against the draft and no duplicate draft has been issued for the original draft.

6.20 Stop Payment of Drafts 6.20.1 Applications to stop payment of drafts will be entertained by issuing offices, only if it is received from the applicant. However, in case of drafts issued to Government Departments, ROs may entertain requests for stopping payment of such drafts from the payees/endorsees thereof. Such applications, when received, will be scrutinised by the Assistant Manager to ensure that they purport to have been signed by the applicants. The fact of stop payment of drafts will be recorded against the original entry/entries under authentication by the Manager/ AGM. 6.20.2 Where payment of drafts issued on ROs by other offices/ treasury agencies is required to be stopped, the drawee office will receive an advice to that effect from the drawing office. When such an advice is received, the Assistant Manager will scrutinise it to ensure that it is in order. He/She will thereafter ascertain and certify thereon under his signature that the draft has not already been paid. If the draft is outstanding, the details of the draft will be entered in the Stopped Cheques Register. A non-payment certificate (BDF 13) will be issued to the issuing office / treasury agency, if so required.

6.21 Specimen Signatures 6.21.1 Specimen signatures of the officials authorised to sign drafts are uploaded in e-KUBER and the same may be forwarded to SBI, Mumbai Main Branch

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centrally by Banking Department, Mumbai Regional Office being the nodal office.

6.21.2 The specimen signature cards of officials transferred or who may not otherwise sign drafts will be cancelled. The cancelled specimen signatures will be preserved for three years from the close of the accounting year to which they relate.

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Chapter 7 Loans and Advances 7.1 General (i) As per Sections 17 and 18 of the Act, the Bank is authorized to make loans, grant advances and discount bills. Types of loans and advances that can be granted and entities to whom such loans and advances can be made are detailed in Sections 17 and 18 of the Act. (ii) Detailed Instructions governing the grant of loans/advances to various eligible borrowers, limits, rate of interest, nature of security to be taken, margin, and documents to be executed will be issued by the COD concerned.

7.2 Documents for opening of Loan Account Documents that are required to be obtained from a borrowing entity are specified by the COD concerned in accordance with the loan type. An indicative list of documents that may be obtained from the account holder has been given below: (a) Duly signed loan account opening form (b) Board Resolution (c) Loan Agreement (d) Demand Promissory Note (DPN) (e) List of authorized officials with specimen signatures Note: (i) If at any time during the tenure of the loan, if there is a change in loan amount or loan agreement, the Scheduled Commercial bank/Scheduled Cooperative bank is required to submit a fresh DPN for the same amount as mentioned in the revised loan agreement. The old DPN will be returned to the concerned bank. (ii) DGBA may be kept informed if any new type of loan is advised by any COD. (iii) DGBA will create a new product code for a new loan type based on details of the new loan type provided by the concerned COD. However, the creation of loan accounts and contracts in e-KUBER will continue to be handled by the ROs that banks/FIs have approached for loan or any RO that the concerned COD has explicitly indicated to disburse the loan.

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7.3 Scrutiny of Documents Specific instructions pertaining to individual loan scheme/product will be issued by the COD concerned. An indicative procedure for scrutiny of documents have been given below: (a) the documents received from the borrower will be scrutinised by the Assistant Manager and Manager/AGM, particularly with regard to the following points and thereafter, relevant clauses will be registered in the Power of Attorney Register maintained in e-KUBER; (b) borrowing powers of the borrowing entity (Corporations/banks etc.) are laid down clearly in their Articles of Association/Regulations; (c) officials who have executed prescribed documents have express powers to do so, i.e., they are authorised to borrow money against securities of the Central and State Governments or any other trustee securities and also to pledge, draw, accept and endorse bills and to receive and discharge debts; (d) the documents are adequately stamped in accordance with Stamp Laws in force in the State where it is executed/or where it is acted upon; (e) the agreement bears the seal of the borrowing entity and each page of the Agreement is signed at the bottom by the authorised officials and any alterations, cancellations, erasures, or additions bear the full signature of such officials; (f) that the resolutions are certified by an authorized official of the borrowing entity whose signature is on our record. In cases where resolutions are accepted on the basis of signatures appearing on forwarding letters, the fact that the resolution was received with a letter signed by a duly authorised official will be recorded on the resolution under proper authentication especially where the forwarding letters are not recorded with the resolutions; (g) borrowing entity’s seal/stamp is affixed on the DPN. 7.4 Disbursement (a) The customer requiring loan/advance will apply in the prescribed format to the concerned RO.

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(b) The application will be received by an Assistant and scrutinized to ensure the following: (i) The application has been signed by the authorized official/s whose signature/s is/are on our record and is/are in accordance with the operational instructions. (ii) The amount of advance applied for together with the outstanding balance, if any, is within the limit sanctioned for the institution and does not exceed the ceiling limit or drawing limit, whichever is lower. (c) After scrutiny, the Assistant will subscribe his/her signature on the format.

The application will then be passed on to Assistant Manager for further necessary action. (d) The Assistant Manager will ensure that the application is complete in accordance with circulars pertaining to the loan product/scheme concerned. (e) The Manager will verify all details and record his/her remarks regarding sanction of loan on the sanction format. The loan application along with the sanction format will be submitted for sanction to AGM/DGM/GM/CGM as indicated in instructions/guidelines issued by the COD concerned. (f) The processed application may be put up to AGM for sanction in the following format.

Particulars

Amount in Rs.

Ceiling/Limit Drawing limit Securities/Bills

on

Amount outstanding Advance Required

Manager AGM Sanctioned loan amount of Rs………… (Rupees……………in words) DGM/GM/CGM 80 | P a g e

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(g) After sanction, the Assistant will enter the transaction and the Assistant Manager/Manager will authorize it after verification. The Loan Ledger/Loan Account/Direct Liability Ledger will be automatically updated by e-KUBER. (h) In the case of advances against usance bills and time promissory notes, proceeds of approved bills/notes will be recorded under the column ‘Value of Collateral Security Lodged/Declared’ of the loan Ledger maintained in e-KUBER with reference to the register of usance bills/time promissory notes maintained in e-KUBER. These entries will be authenticated by Manager/AGM each time an advance is taken. (i) The borrowing bank’s holding of eligible bills/amount of pre-shipment advances as disclosed in the respective declarations will also be recorded in eKUBER and will be authorized by the Manager. (j) Bills/Time Promissory Notes received from eligible institutions will be scrutinized and entered in the register of usance bills/promissory notes, maintained in e-KUBER. (k) Maintenance of Margin in the form of Government Securities: (i) Maintenance and calculation of margins against loans and advances will be guided by instructions of the COD concerned. (ii) Details of securities held/lodged for the purpose of margin will be entered in e-KUBER. The Maker-checker system will be followed. (iii) Since the prices of securities may vary every day, care will be taken to ensure that the requisite margins are maintained at all times.

7.5 Maintenance of loan accounts, loan ledger, recovery of interest, returns, etc.

Loan ledgers will be maintained in e-KUBER, in which all transactions relating to loans granted to banks/corporations/financial institutions will be reflected. In addition, reports on DPN registered for loans granted, loan contracts opened/closed, interest accrued for loan contracts account etc. are also available in e-KUBER.

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7.6 Direct Liability Ledger (a) A Direct liability ledger will be maintained in e-KUBER to ensure that total direct liability of a Scheduled bank/State Co-operative bank/Corporation etc. to the Bank does not exceed the sanctioned limit in each case. (b) A separate account will be maintained for each Scheduled bank/State Cooperative bank/Corporation etc. in the above ledger to indicate total direct liability to the Bank and particulars such as amount of loans granted to it and of bills, if any, discounted for it [in case of bills discounted under Section 17(2) (a)] will be recorded therein. The amount of liability will be classified according to various sub-sections of Section 17 of the Act under which accommodation has been granted to the concerned bank. (c) It would be sufficient if sanctioned limits under various sub-sections of Section 17 of the Act are recorded at the top of the sheet in figures only. Total liability of parties as recorded in the Direct Liability Ledger will be agreed with other books as at the end of each month.

7.7 Custody of Documents (a) All documents will be entered in the loan document separately in respect of various types of institutions such as banks/corporations/financial institutions. (b) Separate reports will be maintained in e-KUBER for each of these entities.

All documents will be initialed by the Manager in token of having scrutinized and accepted them. (c) The executed agreement, letters of extension of limit, if any and Demand Promissory Notes, lodged as security received from scheduled banks and others will be held in the custody of Manager/AGM of the Bank’s office maintaining the principal account of banks/corporations/financial institution.

7.8 Agreement of balances: The total of outstanding balances in individual loan accounts in various categories will be agreed with the GL balance daily.

7.9 Renewal of Demand Promissory Notes/Agreements (a) Agreements and letters of extension of limit need not be renewed so long as there is no change in the terms thereof and no specific validity period is mentioned therein. In case of renewal such agreements and letters of extension of limit 82 | P a g e

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should be stamped. Promissory notes given by the borrowing banks should, however, be renewed within three years of their dates of execution notwithstanding their validity for three years from the date of the last transaction. (b) Since promissory notes are to be renewed within three years of their date of execution, two months prior to completion of three years period, e-KUBER will indicate details of such promissory notes which will be due for renewal. The office will take up the matter with the entity concerned. An intimation of renewal of the Demand Promissory Notes will invariably be sent to concerned offices where limits have been apportioned for availing of advances.

7.10 Calculation of Interest Interest on loans will be calculated by e-KUBER and recovered on the daily balance in the relative loan accounts by the product method. The recovery will be made on the last day of each month or fortnight as specified by the COD concerned. In case of early repayment, interest will be charged on outstanding balance and recovered on the day of final repayment. In case the date of final repayment is a holiday, the date of closing of the loan will be the previous working day. If a loan is repaid on the same day it is availed of, it is subject to a day’s minimum interest i.e., the minimum tenor is one day.

7.11 Repayment/Part Payment of Loan (a) A customer can repay the loan, full or part, by RTGS, Debit mandate or by depositing a cheque accompanied by a covering letter in duplicate. After scrutinizing the cheque, the receiving Assistant will process the cheque as a transfer transaction in the manner as detailed in Chapter 5 in the Manual. (b) He/She will be given an acknowledgment on the duplicate copy of the letter to the borrowing bank’s representative after ensuring that there is sufficient balance in the current account to cover the repayment of loan.

7.12 Penal Interest Penal Interest will be levied as per instructions of the COD concerned.

In the event of a Scheduled bank or a State Co-operative bank committing default in repayment of loans availed of carrying interest at prescribed rate, a penal rate of interest as advised by the COD concerned will be charged on the outstanding loan or loans.

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Chapter 8 Miscellaneous 8.1 Registration of Powers of Attorney, Resolutions etc.

A Power of Attorney Register (BDR 11) will be maintained by ROs. Separate files will be opened for each account for recording Powers of Attorney, resolutions and other documents. Entries in the file will be serially numbered with prefixes PA/Res./Misc. as the case may be.

8.1.1 Power of Attorney Powers of Attorney/resolutions will be scrutinised by the Assistant, Assistant Manager and Manager/AGM with reference to the following points before they are accepted at ROs (a) The Power of Attorney is signed, and common seal is affixed in the manner set out in the Articles of Association of the entity or the Board Resolution. It should be ensured that the executant has the necessary authority to execute the power on behalf of the entity if the Power of Attorney has not been executed under a common seal. (b) The authority of the attorney is express and not implied. (c) The Power of Attorney is definite and not provisional or conditional.

Documents of this nature which are contingent upon certain conditions as "during my absence from India", etc. should not ordinarily be accepted as the return of the grantor will automatically cancel the authority or power without the Bank's knowledge. (d) The signature/s on the Power of Attorney is/are properly witnessed. (e) The Power of Attorney is stamped in accordance with the provisions of the Indian Stamp Act and the State Stamp Act in force. A Power of Attorney executed abroad for use in India, whether it is stamped or not in the country where it is executed, must be stamped in India within three months of its first receipt in India.

In case of any doubt on the requirement on the need to stamp a document, the same shall be appropriately referred to the Legal Cell for its opinion. (f) The attorney is granted the powers necessary for operating on the account and for transacting general banking business. A general authority granted to transact business and receive and discharge debts neither gives the attorney power to 84 | P a g e

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borrow or pledge nor to draw, accept and endorse bills, nor does an authority to draw bills confer authority to accept or endorse. (g) Where the Power of Attorney is granted by another attorney of the entity, the grantor should have the authority to delegate his powers. This will be ascertained by receiving a copy of Power of Attorney of the grantor, attested by existing authorised signatory of the current account.

8.1.2 If the Power of Attorney is found in order, the clauses relating to the entity's transactions which are required to be kept on record will be marked in pencil by the Manager/AGM. The clauses so marked will be entered by the Assistant in the Power of Attorney Register maintained in e-KUBER. Note: If the marked clauses of the Power of Attorney received for registration are the same as those of the Power of Attorney favouring another official of the same entity registered earlier in the Power of Attorney Register, it is not necessary to copy the clauses so marked in e-KUBER. Instead, a reference to the earlier registry number will be made in e-KUBER. 8.1.3 Special features, if any, of the Power of Attorney, such as those mentioned below, will be recorded prominently in the 'Remarks' column of the Power of Attorney Register and authenticated by the checking official (i)

The value of stamp duty paid on the Power of Attorney.

(ii) The official is empowered to exercise powers singly or jointly. (iii) The official has power/no power to borrow money or has the power to borrow up to a limit. (iv) If the powers granted to the official are operative for a specified period, the date on which the Power of Attorney/resolution will expire will also be recorded in e-KUBER against the name of the concerned official in the Current Account Ledger under proper authentication. In addition, a suitable diary note will be taken for necessary action on the due date.

8.1.4 Entries in the Power of Attorney Register will invariably be checked and authenticated by the Manager/AGM. After registration, the document will be branded with the office rubber stamp and the registry number and date written thereon under the initials of the checking official.

8.1.5 When the Power of Attorney lapses or is revoked, a necessary remark will be made against the entry in e-KUBER and authenticated by the Manager/AGM. 85 | P a g e

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Necessary remarks will also be made in all the books and ledgers in which it has been recorded. The specimen signature of the concerned official will be removed from e-KUBER and transferred to a non-current file. It will be ensured that advice from account holders intimating cancellation of Powers of Attorney of their officials are signed by officials authorised to operate accounts and their signatures will be verified by the Manager/AGM under his initials on the "Signature verified" rubber stamp of the RO. The number and date of the letter from the account holder authorising cancellation will also be quoted against the relevant records in e-KUBER. Note: (i) A Power of Attorney will be liable to additional stamp duty if it empowers the person to exercise powers in more than one capacity, such as a trustee.

In case an entity is not inclined to comply with this requirement, it will be advised to refer the Power of Attorney in question to the Stamp Office for adjudication. (ii) Powers of Attorney of those officials of entities who will operate accounts will only be registered in the Power of Attorney Register. (iii) Powers of Attorney and other documents received will remain in the custody of the Assistant Manager until they are registered and returned to concerned account holders.

8.1.6 Board Resolutions (a) In accepting a Board Resolution, ROs will ensure that the Board of Directors who had passed the resolution is competent to delegate the power under the Articles of Association/Bye-Laws of the concerned entities. (b) ROs will ensure that the copy of the resolution is duly certified and attested. (c) Board Resolutions authorising officials with designations only (and no names) are risky for the Entity on account of vagueness. Hence, as a matter of practice, only Board Resolutions with names and designations of Authorised Signatories may be accepted. (d) Board Resolution authorising specific officials (first authority) to subdelegate may be acceptable if Articles of Association give such power to the Board. The officials (authorised by Board Resolution) who are to subdelegate may do so in favour of other officials, and the Bank may accept such sub-delegations as it has the backing of Board Resolution. Any further 86 | P a g e

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delegation of powers by these officials (second authority) may not be accepted. Further, the following may also be noted: (i) Responsibility of advising the Bank with respect to the changes in officials (first authority) indicated in the Board Resolution rests with the entity. The new Board Resolution, in such case, must be submitted to the Bank. (ii) The document/letter submitted to the Bank indicating sub-delegation of power by such officials (first authority) must carry reference of Board resolution in vogue. (iii) The Signatures of officials authorized in Board resolution must be registered with the Bank. (e) Similarly, the resolution will be entered in the Power of Attorney register if it is found in order. Special features, if any, mentioned in the Resolution shall be dealt with as mentioned in para 8.1.3 above.

8.2 Attachment/Garnishee Orders issued by Courts (Judicial Authorities) and Statutory Authorities (Quasi-Judicial authorities) attaching balances of banks, financial institutions, etc., in Current Accounts maintained with the Bank 8.2.1 The RO maintaining the Current Account of the judgment debtor/defaulter, i.e., banks, financial institutions, etc., mentioned in the Attachment/Garnishee Order, will attend to the same. If the order is received by an RO which does not maintain the Current Account, it will immediately forward (in any case, not more than one working day) it to the concerned RO maintaining the Current Account.

8.2.2 An Attachment/Garnishee Order attaching the balance in a current account issued by a competent Court/Statutory Authority and served upon the Bank will be scrutinized by the Assistant Manager and Manager/AGM to see if the same is in order. Also, they will make sure to take action on the order as described in the subsequent paras after due consultation with the Legal Department (Central Office or Legal Cells, as applicable). All cases of Attachment/Garnishee Order will be put up for approval to the HOD of the Banking department and RD/O-IC. 8.2.3 The name of the judgment debtor, i.e., current account holders (banks, entities, etc.) as indicated in the Attachment/Garnishee Order should be checked with the current account maintained in the books of the Bank.

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8.2.4 In case the Attachment/Garnishee Order is against a particular branch of a specific current account holder, the same shall be treated as an Attachment /Garnishee Order against the specific current account holder maintaining an account with the Bank.

8.2.5 The amount specified in the order may be parked in Sundry Deposits Account-Legal/litigation, and a letter may be issued to the Court/Statutory authority issuing the order intimating them that the request is under process.

Simultaneously, the concerned current account holder may be advised to get the Attachment/Garnishee Order withdrawn/stayed/revoked/quashed by a Court or Competent Authority within 3-4 working days of the Bank’s letter/notice and intimate the Bank immediately. The concerned bank shall also be advised that (a) in the event the bank fails to get the attachment order withdrawn/stayed /revoked/quashed by the Court or Competent Authority within the stipulated time, then RBI will be constrained to comply with the order and (b) in case RBI receives another advice from the Court/Statutory authority for honouring the order within a stipulated time, then RBI shall immediately remit the amount indicated in the Order to the Court/Statutory Authority.

8.2.6 The RO should ensure that it is holding money on behalf of the judgment debtor/defaulter, i.e., the current account holder, so as to honour the Attachment /Garnishee Order. If the amount specified in the Order is more than the balance held in the concerned current account i.e., the current account does not have sufficient credit balance, the entire balance in the account, leaving the minimum balance, will be attached and parked in ‘Sundry Deposit A/c- Legal/Litigation’ and the Court/Statutory Authority should be informed that the Bank will be able to comply with the amount only partly as sufficient funds are not available in the account and request the Court/Statutory Authority to amend/withdraw the order.

The current account holder will be advised as indicated in para 8.2.5 above. Also, it may be informed that no further debits will be allowed in the account until the withdrawal of the order by the Court/Statutory Authority.

8.2.7 If no amount is specified in the Order, then the concerned office should inform the Court/Statutory Authority, stating the reason for not being able to comply with the order and request them to amend/withdraw the order.

8.2.8 Any action taken in the Attachment/Garnishee order will be advised to the Order issuing authority and the concerned account holder, the advice being issued 88 | P a g e

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under the signature of the Manager/AGM. It must be ensured that the approval of the HOD of the Banking Department and the RD/O-I-C has been taken as indicated in para 8.2.2 above.

8.2.9 If, for any reason, the Office is not in a position to comply with the said order for any other valid reason, the Legal Cell/Legal department, as the case may be, may be consulted and only after approval of the HOD of the Banking Department and the RD/O-I-C, the same should be brought to the notice of the Order issuing Court/Statutory Authority clearly stating the reason for not complying with the order and further request them to withdraw the said order.

Note: DBA at ROs are requested to read para 8.2 along with the Standard Operating Procedure (SOP) (Annex E1) and/or other instructions, if any, issued by DGBA on the matter.

Reference may be made to Annex E1 for the SOP in respect of legal cases and E2 for list of LD/Legal cell. A register mentioning the details of the Garnishee order shall be maintained in BDR 17.

8.3 Court Cases A statement containing details of all pending court cases pertaining to current accounts with the current status will be sent to DGBA on a quarterly basis. The statement will be sent by the 10th of the month following the quarter.

8.4 Evidence in court - Production of documents, etc., to, and interrogation by, police authorities conducting investigation at our offices (a) Under the Bankers’ Books Evidence Act, 1891, the Bank shall not be compelled, except under a specific order from the court, to produce its books as evidence in any legal proceedings to which it is not a party. It will be sufficient for the Bank in such cases to furnish extracts from its books duly certified by the CGM/GM in the following form Certified that the above is a true copy of an entry/entries in the ————— which is one/are of the ordinary books of the Bank, that such entry was/entries were made in the usual and ordinary course of business and that such book is/books are still in the custody of the Bank. (b) The above provision does not apply to cases where the Bank’s records are requisitioned by police officers in pursuance of Section 91 of the Code of 89 | P a g e

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Criminal Procedure. While ordinarily a requisition under this section can be issued only by a police O-I-C of a police station, an investigating police officer who is not in charge of a station may arrange through another competent police officer for the issue of a valid requisition. In terms of Section 91 ibid, any police officer, superior in rank to an officer-in-charge of a police station may exercise the same powers, throughout the local area to which he is appointed, as may be exercised by such officer within the limits of his station. In such cases, a request may be addressed to the officer issuing the written order that the Bank may be excused from producing the original books, etc. and may be permitted to furnish authenticated copies of the relevant entries, etc. If the request is not acceded to, the books required should be produced before the police officer. The Bank can get back the books so produced only if the police officer is agreeable to return /release them. Notwithstanding anything contained in the Bankers’ Books Evidence Act, the officer-in-charge of a police station conducting an investigation is entitled to inspect books even without an order of the court.

Statements of the staff will be allowed to be taken by the Police Officer whether or not the concerned document is in the Bank’s possession. The employee(s) is /are supposed to answer all questions relating to the case put to him/her/them by police officer other than questions, the answers to which would have a tendency to expose them to a criminal charge or to a penalty or forfeiture. If a police officer asks any question which the employees cannot answer without referring to a document in question, he/she/they may say so, and the police officer may then let them peruse the document. Under the Code of Criminal Procedure, 1973 (amended till date), no statement made to police in the course of an investigation is to be signed by the person making such statements. Therefore, employees are not required to sign the statements given before the police officer in the course of an investigation.

Note: In case of doubt in regard to any of the points mentioned above, a reference will be made to the concerned Central Office Department/Legal Department for clarification, under advice to DGBA. 8.5 Action to be taken by ROs in case of any direction imposed on entity maintaining account with RBI In case of any direction issued by the Government or by the Bank, upon an entity maintaining an account with the Bank, the action taken by the RO where such account is maintained will be in accordance with the directions issued by Government or the department of the Bank issuing the direction. The BDs should 90 | P a g e

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be vigilant to comply with any restriction imposed on the operation of the current account maintained by the entity.

Prompt action should be taken to avoid any delays. DGBA, will be kept informed of the any of the action taken on the current account.

8.6 Monitoring and Internal Control 8.6.1 HOD of the Banking Department, should frequently visit the department or depute an officer to ensure that working of the department is being carried out as per various provisions in the Banking Department Manual and instructions issued

by CODs from time to time. In particular, he/she should inspect “stopped cheques/instruments” list/register, various specimen signature cards/binders, stock of blank cheques/drafts/pay orders, periodical balancing of various accounts/subsidiary registers with General Ledger balances, follow-up /monitoring of outstanding entries in transit accounts, matching of balances held under GL with subsidiary registers wherever maintained, postings in Charges Accounts Register, etc. In case, HOD of the Banking Department deputes an officer to inspect Banking Department, then the officer should submit a report to the HOD on his/her behalf on immediate steps that should be initiated to rectify deficiencies, if any, observed in working of the department.

8.6.2 It may be ensured by the HOD that irregularities, if any, pointed out by concurrent auditors are immediately rectified. Further, the HOD will also ensure compliance of action paras of CSAA/RBIA/Statutory Audit are submitted by sections in a timely manner.

8.6.3 The HOD will send a quarterly DO (QDO) letter to DGBA containing developments relating to the Banking Department. Areas to be covered in QDO will be indicated by DGBA from time to time.

Note: e-KUBER users must frequently check all relevant reports available in menus pertaining to their respective work areas to ensure that no anomalies are observed.

8.7 Maintenance of Files ROs will maintain two files in respect of each account holder - an operations file containing papers such as the Account Opening Form, Memorandum and Articles of Association/Bye Laws, copies of resolutions and other necessary correspondence which are of a permanent nature, and another file for general correspondence relating to the account. Maintenance of separate files on the 91 | P a g e

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above lines from the beginning will facilitate destruction of papers on the expiry of the preservation period. The operations files will be held in the charge of the Manager/AGM and verified half-yearly with the File Register within one month of completion of the half-year.

8.8 Customer Service Meetings: The ROs maintaining current accounts are required to conduct customer service meetings once in every half year. A team at RO level may be formed to study complaints/ suggestions emanating from the meeting and initiate prompt corrective action wherever feasible.

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Banking Department Manual Volume -I

List of Annexures Manual

Annex

Description

Annex A

List of Independent Accounting Units (IAUs)

Para 2.5

Annex B

Instruction on supplementary transactions and batch cancellation

Para 2.10

Annex C

Weekly Certificate for verification of reports

Para 2.10

Annex D

List of GLs with GL heads and its components

Para 2.11

Annex E1

Standard Operating Procedure in respect of Legal Cases

Para 8.2

Annex E2

Legal Department/Legal Cell to be referred to in case of Attachment/Garnishee Order

Para 8.2

Provision

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List of Banking Department Forms

FORM NO. BDF 1 BDF 2

BDF 3

DESCRIPTION Voucher For Petty Expenditure Application For Opening Account for Limited Companies /Associations/Banks/State Co-Op Banks etc., Application For Closing of Current Account

MANUAL PROVISION Para 2.15 Para 3.2

Para 3.2

BDF 4

Specimen Signature Card

Para 3.2

BDF 5

Confirmation of Balance

Para 3.2

BDF 6

Certificate of Balance

Para 3.2

BDF 7

Requisition for cheque books

Para 5.6

BDF 8

Loss of Cheque

Para 5.8

BDF 9

Remittances –Application for Draft

Para 6.6

BDF 10

Application for Cancellation/Issue of a Duplicate Demand Draft/Fresh Bankers’ Cheque

Para 6.6

BDF 11

Cash Remittance- Token

Para 6.9

BDF 12

Transfer Remittance- Token

Para 6.9

BDF 13

Non-Payment Certificate

Para 6.13

BDF 14

Letter of Indemnity

Para 6.13

BDF 15

Draft cancellation Advice

Para 6.17

BDF 16

Mandate to debit Current Account

Para 5.16

BDF 16A BDF 17 BDF 18

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Mandate to debit Current Account in lieu of Cheque Standing instruction for Funding/Zeroing of the RTGS Settlement Account Form for Modification/Revocation of existing Standing instruction for transfer of fund

Para 5.16 Para 5.17 Para 5.17

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Banking Department Manual Volume -I

List of Banking Department Registers REGISTER

DESCRIPTION

NO.

MANUAL PROVISION

BDR 1

General Ledger

Para 2.6

BDR 2

Cash Scroll

Para 2.9

BDR 3

Transfer Scroll

Para 2.9

BDR 4

Day Book

Para 2.9

BDR 5

Clean Cash Book

Para 2.9

BDR 6

Para 2.9

BDR 7

Pass Book of Vouchers sent to Manager for Scrutiny Charges Account Register

BDR 8

Register of Petty Cash

Para 2.15

BDR 9

Para 2.20

BDR 11

Sundry Deposits/Suspense Account Register Pass Book to Record the details of Accounts opened Power of Attorney Register

BDR 12

Documents Register

Para 3.2

BDR 13

Cheque Book Stock & Issue Register

Para 5.6

BDR 14

Register of Stopped Cheques

Para 5.8

BDR 15

Paid Cheques Delivered Register

Para 3.2

BDR 16

Register of Commission Account

Para 5.13

BDR 17

Details of Attachment/Garnishee Order

Para 8.2

BDR 10

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Para 2.12

Para 3.2 Para 8.1

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Banking Department Manual Volume -I

Annex A- List of Independent Accounting Units (IAUs) Sr. No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36

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IAU Ahmedabad Bengaluru Belapur Bhopal Bhubaneswar CAS, Nagpur CAB, Pune Chandigarh Chennai Dehradun Guwahati Hyderabad Jaipur Jammu Kanpur Kochi Kolkata Lucknow Mumbai Nagpur New Delhi Panaji Patna Raipur Ranchi Samadhan Shimla Thiruvananthapuram RBSC Agartala Shillong Gangtok Aizwal Imphal APRO All CODs

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Banking Department Manual Volume -I

Annex B- Instruction on supplementary transactions and batch cancellation Instead of batch cancellations, the entry may be reversed by passing the reversal entry as follows: 1. Reversal entry in the current business date: With due approval of the authority who had approved/sanctioned the original transaction.

2. For reversal entry to be passed in supplementary mode as listed below: Supplementary Transaction Sr. Scenario Approving Authority Comment No. i Supplementary Department In-Charge (GM transaction/s of the /DGM) current week for if which WSA is yet Additionally, Supplementary transaction/s to be finalized. affects Government transaction/s, approval of CAS Nagpur should also be obtained as it may impact the Government balances and already processed DP. DGBA may also be kept informed.

Regional Director/Officer-lnii Supplementary Such actions are Charge transaction/s viewed very affecting the seriously by the Additionally, approval of figures of Top DGBA should be obtained previous week/s Management, if stating the reason/s for the for which WSA/s the same results proposed Supplementary have been already in change in transaction/s and its impact on finalized. figures of already the WSA/s of previous week/s. approved WSA/s.

Further, the Supplementary transaction/s affects government transaction/s of previous week/s, approval of CAS, Nagpur may also be obtained as it may impact the Government balances and already processed DP.

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3. In exceptional circumstances, such as the transactions processed in an automated/STP manner like NEFT, RTGS, Agency banks reporting etc. wherein reversal of the accounting entry is not possible, the batch cancellation option may be resorted to as follows:

Sr. Scenario No. i Batch cancellation in the current week for which WSA is yet to be finalized.

ii

Batch cancellation affecting the figures of previous week/s for which WSA/s have been already finalized.

Batch Cancellation Approving Authority

Comment

The Regional Director / Officer-ln-Charge Additionally, Batch cancellation affects Government transactions, approval of CAS, Nagpur should also be obtained as it may impact the Government balances and already processed DP. DGBA may also be kept informed.

Regional Director/Officer-lnCharge

Such cancellation should only be attempted, if the Additionally, approval of DGBA reversal or rectification should be obtained stating the cannot be carried out in reason/s for the proposed the current date and it cancellation and its impact on the is absolutely necessary WSA/s of previous week/s. to cancel the batch as such actions are viewed Further, the batch cancellation very seriously by the affects government transaction/s Top Management, if of previous week/s, approval of the same results in CAS, Nagpur may also be change in figures of obtained as it may impact the already approved Government balances and WSA/s. already processed DP.

4. Further, post such batch cancellation/supplementary transaction, ROs/CODs may ensure that WSA/s which are impacted should be subjected to checking, verification and concurrent audit again.

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Annex C-Weekly Certificate for verification of reports

Reserve Bank of India Office: _____________ Weekly Certificate for verification of reports Period ---- to ----1. The transactions entered in CBS were checked on daily basis by respective sections/divisions/departments and subjected to concurrent audit. A weekly confirmation in this regard was received from all departments /sections by second working day of the week.

2. Supplementary transactions, if any, were checked on daily basis by respective sections/divisions/departments. (Details to be provided and also indicate the sanctioning authority).

3. Batch cancellations, if any, were checked on daily basis by respective sections/divisions/departments. (Details to be provided and also indicate the sanctioning authority).

4. Clean Cash Book, GL Posting, GL Summation and Trial Balance: The reports were checked on daily basis and no discrepancies were observed.

(Note: In case of discrepancies-Provide the details stating the action taken for the resolution of the same).

5. Weekly Statement of Affairs for the week ended ______ was verified and found to be correct. WSA was also verified by the concurrent auditors and they did not indicate any errors/discrepancies in the same.

(Note: In case of any errors/discrepancies observed in WSA, provide the details stating action taken for resolution).

6. If WSA for any of the previous week/s undergoes a change, then WSA for the week ended____ was/were verified and subjected to concurrent audit.

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Incident reporting of the matter to RMD has also been completed. (Details of the matter may be appended).

(Signature with seal) Name: Designation: Date: (To be signed by AM/Manager)

(Signature with seal) Name: Designation: Date: (To be signed by AGM)

Deputy General Manager/General Manager, Banking Department

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Annex D- List of GLs with GL heads and its components Annex D- 1: GL Chart for Assets and Liabilities forming part of books of Regional Offices only

Sr No.

Balance Sheet Head

Name of GL head

GL Number

Used for booking of /Components

Liabilities of Banking Department 1

a)

Deposits

Government

Railway Fund A/c

1100

DoP A/c

1110

Defence A/c

1120

Departmentalized Ministries Govt. Dep A/CCentral Closed Proforma A/cCentral

1140 1150 1152

DoT

1160

Govt. Dep A/C-States

1170

Inter Govt. Transitory A/C Agency Transactions A/C-States Agency Transactions A/C-Central

Accounts maintained by various Govt.

Departments with the Bank.

1180 2530 2531

BSNL Dot Cell

1130

BSNL Dot Cell

1131

Scheduled Commercial Banks

b)

Banks

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Deposits-State Bank 1400-01 of India Deposits-Public Sector 1400-02 Banks Deposits-Private 1400-03 Banks Deposits- Foreign 1400-04 Banks Other Banks

Accounts maintained by banks with RBI for the Cash Reserve Ratio (CRR) requirements and for working funds to meet payment and settlement obligations

Go To Index

Banking Department Manual Volume -I Deposits-Sch State Coop Banks Deposits-Other Sch Coop Banks Deposits-Other Coop Banks

1410 1420 1430

Gramin Banks

1440-01

Deposits-LDB/Other Banks

1440-02 Not operated since long. Balance showing Nil. Not operated since long. Balance showing Nil. Amount payable on Demand Drafts which have not been presented for payment yet.

This account pertains to DDs drawn on all Regional Offices.

Amount payable on Payment Orders/Banker's Cheque which have not been presented for payment yet.

This account pertains to DDs drawn on Associates of State Bank of India for which claim has not yet been received.

Provisions for LFC expenditure incurred but not defrayed.

2

Bills Payable

Bills Payable

1620

3

Other Deposits

GR SuperAn-Rcpts

1800

Drafts Payable

1640

PO/Banker Cheque A/c

1650

Remittance Facility Scheme

1770

RBI Employees LFC Provision

1760

Leave Encashment

1790

Accrued Liability of leave encashment

MAF Receipts

1780

Medical Assistance Fund Membership amount received from retired employees is held in this account.

RTGS Accounts

1850

Internal Accounts not there.

Gratuity And Superannuation Receipts

1865

Gratuity And Superannuation Receipts

Other Liabilities

4

Liabilities of Issue Department Sr No.

1

2

Balance Sheet Head

Name of GL head

GL Number

Notes held in Banking Department

9100

Notes in Circulation

9110

ID adjustement receivable payable BD

9260

Notes Issued

Adjusting Account

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Used for booking of /Components All bank notes issued by the Reserve Bank since April 1, 1935, including notes held by public, notes in Banking Department and the currency notes issued by the Government of India before the commencement of operations of the Reserve Bank form part of Notes Issued.

Used for Banking Department transactions when there is contraction or expansion in Notes in Circulation.

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Banking Department Manual Volume -I

ID adjustment (CBDCW)

9265

ID adjustement receivable payable - ab

9270

ID adjustment (CBDCR)

9275

Used for CBDCW transactions when there is contraction or expansion in Notes in Circulation.

Used for Currency Chest transactions when there is contraction or expansion in Notes in Circulation Used for CBDCR transactions when there is contraction or expansion in Notes in Circulation.

Assets of Banking Department Sr No.

Balance Sheet Head Notes, rupee coin, small coin with RBI

1

2

Bills Purchased and Discounted

Name of GL head

General Account of Cash

Bills Purchased and Discounted Govt. Tbills Local Bills Purchased Discounted L A to SCMB DL A/C L A to oth DL A/C L A to SSCB DL A/C L A to SSCB DL A/C L A to oth -DL A/C

3

Loans and Advances

L A to SCMB-DL A/C Loans Advances to Non-Scheduled State Cooperative Bank L A to NSSCO-OP BK L A to OSCO-OP BK L A to OSCO-OP BK Loans and Advances to SCMB FL L A to oth -FL A/C

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GL Number

Used for booking of /Components

2000

The stock of bank notes, one-rupee notes, rupee coins of Rs 1, 2, 5 and 10 and small coins kept in the vaults of the Banking Department to meet the day-to-day requirements of the banking functions conducted by the Reserve Bank, are held in this account.

2010 Commercial Bills purchased discounted by the Bank.

and

2020 2060

Not operated showing Nil.

2061

Internal Accounts not there.

2070

Not operated showing Nil.

2071

Internal Accounts not there.

2080

Last operated in 2023. Balance showing Nil.

2081

Internal Accounts not there.

2090

Not operated showing Nil.

since

long.

Balance

Not operated showing Nil. Not operated showing Nil.

since

long.

Balance

since

long.

Balance

2091 2100 2101 2105 2110

since

since

long.

long.

Balance

Balance

Internal Accounts not there.

Not operated since long. Balance showing Nil. Last operated in 2015. Balance showing Nil. Go To Index

Banking Department Manual Volume -I

L A to oth -FL A/C

4

Loans and Advances To NABARD Loans Advances to Other State Cooperative Banks Demand Loan A/C Loans Advances and Investments From Loans advances and investments from Loans advances and investments from Loans advances and investments from Loans advances and investments from Loans advances and investments from Loans advances and investments from Loans advances and investments from Loans advances and investments from Loans advances and investments from L A NABARD demand ln L A NABARD demand ln SDF- State Government Accrued coupon idfc debt Clearing diff receivable a/c Clearing diff payable a/c Rb DD paid exadvice Other Assets Miscellaneoustransfers

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2111 2120

2121

2130 2140 2150 2160 2170 2180 2190 2200 2210 2220 2230 2231 2250 2310 2331 2332 2390 2400

Cab cash transit a/c

2420

Cas tran account

2430

FD Recognition Account

2565

Not operated since long. Balance not showing.

Not operated since long. Balance showing Nil. Internal Accounts not there.

Not operated since long. Balance showing Nil. Not operated since long. Balance showing Nil. Not operated since long. Balance showing Nil. Not operated since long. Balance showing Nil. Not operated since long. Balance showing Nil. Not operated since long. Balance showing Nil. Not operated since long. Balance showing Nil. Not operated since long. Balance showing Nil. Not operated since long. Balance showing Nil. Not operated since long. Balance showing Nil. Not operated since long. Balance showing Nil. Last operated in 2023. Balance showing Nil. Not operated since long. Balance showing Nil. Not operated since long. Balance showing Nil. Not operated since long. Balance showing Nil. Not operated since long. Balance showing Nil. Not operated since long. Balance showing Nil. Not operated since long. Balance showing Nil. Last operated in 2023. Balance showing Nil. Not operated since long. Balance showing Nil. FD opened by Bank for employees.

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Banking Department Manual Volume -I

Assets of Issue Department Sr No. 1 2 3 4

5

Balance Sheet Head Gold Coin and Bullion

Name of GL head

GL Number

Used for booking of /Components

Gold Held in India

9200

Gold held as backing for Note Issue

Rupee Coin

Rupee Coins A/c

9230

Rupee coin balance of Issue offices.

Investment Foreign ID Investment DomesticID

Foreign Securities A/c

9220

Foreign securities held as backing for Note Issue

Rupee Securities A/c

9240

Rupee Securities A/c, if any, held for backing Notes issued.

9210

Not operated showing Nil.

since

long.

Balance

9250

Not operated showing Nil.

since

long.

Balance

9280

Used for transactions when there is inflow or outflow of coins.

Other Asset

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Gold coins and bullion - held outside India Int BOE and other CP ID adjustment receiveable-payable cn

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Banking Department Manual Volume -I Annex D-2: GL Chart for Assets and Liabilities forming part of books of Central Office Departments only

Sr No.

Balance Sheet Head

Name of GL head

GL Number

Used for booking of /Components

Liabilities of Banking Department 1

Capital

Capital

2

Reserve Fund Reserve Fund

National Housing Credit (NIC) Long Term Operations (LTO) fund 3

1000

1010

1020

Other Reserves National Industrial Credit (NIC) Long Term Operations (LTO) fund

1030

Capital of RBI wholly held by the Central Government Contribution from the Central Government and gains on periodic revaluation of Gold up to October 1990.

Created under section 46D of the RBI Act. The fund represents annual contribution from the Reserve Bank for extending financial accommodation to the National Housing Bank Created under section 46C of the RBI Act. The fund represents annual contribution from the Reserve Bank for financial assistance to eligible financial institutions.

Includes accounts: -

4

Other Liabilities

1700 Appropriation

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the

following

a) Bilateral Swap Maintenance of Value (MoV): - This account is operated for the purpose of maintaining the value of currency swaps under special arrangements with other central banks b) Currency and Gold Revaluation A/c: - Unrealized gains/losses on revaluation of Gold and currency are credited /debited to this account. c) Asset Development Fund: Provisions made for internal capital expenditure and investment in subsidiaries, etc., are held in this account.

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Banking Department Manual Volume -I

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Foreign Exchange Forward Contracts Valuation Account (FCVA)

1730

Provision for Forward Contracts Valuation Account (PFCVA)

1840

Interest earned on earmarked securities

1820

c) Contingency Fund Provision made for unforeseen contingencies are held in this account. d) Investment Revaluation A/c Foreign Securities: - Unrealized gains/losses on revaluation of Foreign Securities are credited/debited to this account, respectively. e) Provision for Adjustment of Discrepancies: Global Provisions made by DGBA. f) Specific provisions for Demonetisation of HV notes, Provision for arrear payment of salaries, Chest Note Difference Delhi, ITRO New Delhi, Transfer of surplus to GOI, Wrong adjudication of Note, Appropriation A/cNW Railway Jaipur and Mumbai, Provision towards Liquidation expenses paid to liquidator DNBS. if any.

Marked to Market gain on forward exchange contracts entered into by RBI are credited here with contra debit to Revaluation of Forward Contracts Account (RFCA) while MTM loss is debited to FCVA with contra credit to Provision for Forward Contracts Valuation Account (PFCVA).

Marked to Market loss on forward exchange contracts entered into by RBI is credited to this account and reversed on the maturity of contracts Used for booking interest earned on Earmarked securities.

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Banking Department Manual Volume -I

5.

6.

Bills Payable

Other Liabilities

Interest on Earmarked Security Reserve A/c

1830

COT Account

1630

COT Account

1635

Adv for Capital of BRBNML

1690

Asian Clearing Union Swap RBI Emp Medical Provision Gratuity Superannuation Receipts Gold Coin FundRetiring Employees Payments Infrastructure Development Fund Deposits-Financial Institution outside India

7.

Other Deposits

1720 1750 1810 1815 1870 1880

At the end of the accounting year, balance lying in interest earned on earmarked security account is transferred to this reserve account. If expenditure on interest on EM security is more than income, the excess amount is met by debit to this account.

Not operated since long.

Balance showing Nil. Internal Accounts not there.

Not operated since Balance showing Nil.

long.

Not operated since long.

Balance showing Nil. Not operated since long.

Balance showing Nil. Gratuity Superannuation Receipts Gold coin fund for retired employees.

Fund for development of Payment Infrastructure.

Deposits of Financial Institutions outside India.

Not operated since long.

Balance showing Nil.

Abps Pool GL

1890

DEA Fund

1900

Fund for unclaimed deposits.

Consumer Education and Awareness Fund

1910

Fund for promoting Consumer Education and Awareness.

Assets of Banking Department Sr No.

Balance Sheet Head

Name of GL head

1

Gold Coin and Bullion

Gold

2580

2

Investments Foreign- BD

Balances Held Abroad

2030

108 | P a g e

GL Number

Used for booking of /Components Gold held by RBI as a part of Foreign Exchange Reserves (FER) Comprises (i) deposits with other central banks, (ii) deposits with the Bank for International Settlements (BIS), (iii) balances with foreign branches of commercial banks, (iv) investments in foreign treasury bills and securities and, (v) Special Drawing Go To Index

Banking Department Manual Volume -I

3

4

Investments Domestic- BD

Bank's Investment Account

2040

Other Assets

(i)

Swap Amortisation Account

Swap Amortisation

2572

(ii)

Revaluation of Forward Contracts Account

Revaluation of Forward Contracts

2571

5

Investments

6

Loans and Advances

7

Rights (SDRs) acquired from the Government of India Bank's investment in Dated Government Rupee Securities, Treasury Bills and Special oil bonds.

Other Assets

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SEC Purch Under Rev Repo Loans Advances to Fin Inst outside India Leave encashment payments Gold coin fund-ret emp- payments Reverse repo adjustment Admin of rbi employee fund Imd maintenance of value Depreciation adjustment Accrued Remuneration - Imf

2050 2095

2440 2455 2480 2490 2500 2510 2590

In the case of swaps that are in the nature of repo at offmarket rates, the difference between the future contract rate and the rate at which the contract is entered is amortised over the period of the contract and held in this account Forward contracts which are entered into as part of intervention operations are marked to market on half yearly basis. The net gain is debited to this account, with contra debit to FCVA and reversed on the maturity of the underlying contracts Not operated since long.

Balance showing Nil. Loans and Advances extended to Financial Institutions outside India.

Payments for Leave encashment.

Last operated in 2023.

Balance showing Nil. Not operated since long.

Balance showing Nil. Not operated since long.

Balance showing Nil. Not operated since long.

Balance showing Nil. Not operated since long.

Balance showing Nil. Not operated since long.

Balance not showing.

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Banking Department Manual Volume -I

Annex D-3: GL Chart for Assets and Liabilities forming part of books of both Regional Offices and Central Office Departments

Sr No.

Balance Sheet Head

Name of GL head

GL Number

Used for booking of /Components

Liabilities of Banking Department Deposits

1

Administrators of RBI EMP PF A/C

1660

Represents fund created from Provident Fund contributions of employees and the Bank.

NEFT A/Cs

1860

NEFT Clearing related Accounts.

Other Dep A/C-EMD/Sec Deposits

1600

Earnest Money Deposits, Security Deposits received from vendors.

1670

This is a transitory account and is used for parking funds temporarily until they are credited to another account.

Sundry Deposits

a)

Others Contains the following Sub General Ledgers

Other Deposits A/CInternal)

1610

a) Internal Clearing Accounts like Clearing House Balance, Clearing Difference Payable/Receivable, Cheques for Collection account, etc., These are transit accounts which are used for passing accounting entries related to clearing of instruments in NEFT, CTS clearing. b) Internal ID Accounts: - Exchange Goods Note. This account reflects transactions related to exchange and adjudication of defective notes. c) Internal Trans Income account for keeping amounts recovered, till they can be credited to final account heads A/c - PDO Fees, Medical Charges Recovered A/c, Sale Proceeds of Lounge Coupons account, etc.

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Banking Department Manual Volume -I

d) Internal Funds A/c: - RBI Medical Assistance Fund, Retired Medical Exec Fund A/c, National Defence Fund Account, etc. e) Internal Misc. A/c: - Includes Welfare Comm Bhopal Gas Victims which reflects fund maintained by the Welfare Commissioner for Bhopal Gas victims, Banking Companies Cash Deposit account which reflects cash deposits received from banking companies incorporated outside India, under the proviso to Sec 11(2) of BRA, 1949.

Other Deposits-Customer A/c

1450

Accounts of Indian and International Financial Institutions, Primary Dealers, Foreign Central Banks, etc.

RBI Employees Benevolent fund

1825

Contribution made by employees towards Benevolent Fund.

Medical Assistance Fund

1828

Contribution made by employees towards MAF.

Provision for payables (Adjusting Account)

3075

This account is used to book two kind of provisions viz: a) expenses incurred but not defrayed, b) incomes received in advance

Administrator of RBI Empl Coop GF

1680

Not operated since long. Balance showing Nil.

Other Liabilities

2

Assets of Banking Department Sr No. 1

a)

Balance Sheet Head

Name of GL head

GL Number

Used for booking of /Components

Loans and Advances

Loans/Advances to Central and State Government

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Ways and Means Advance/OverdraftCentral Govt.

2240/2241/22 60

Special Drawing Facility-State Govt.

2251

Loans and advances extended to the Central Government and State Governments in terms of section 17(5) of the Reserve Bank of India Act. These advances are

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Banking Department Manual Volume -I

b)

(i)

(ii)

2

Ways and Means Advances-State Govt.

2252

Overdraft-State Govt.

2270

repayable, in each case, not later than three months from the date of the making of the advances.

Loans/Advances to

Scheduled Commercial Banks

Others

Liquidity Adjustment Facility REPO to SCB

2062

Loan to National Housing Bank (NHB)

2082

Loans Advances to Others-Demand Loan A/C (LSF)

2083

Liquidity Adjustment Facility REPO to Primary Dealers

2084

Refinance availed by banks/institutions from the Reserve Bank under the export credit refinance (ECR) facility against eligible outstanding export credit and outstanding Liquidity Adjustment facility (LAF)Repos and Marginal Standing Facility (MSF) Loans extended to NHB u/s 17(4DD) of the RBI Act and other assistance given to the National Housing Bank in such manner and on such terms as may be determined by the Central Board Collateralized loans to the Primary Dealers (PDs) and outstanding Repo/Term Repo with the PDs.

Other Assets

(i)

Fixed Assets (net of accumulated Dead Stock A/c Depreciation)

(ii)

Accrued Income (a+b)

112 | P a g e

2340

Fixed Assets net of depreciation. This account includes the net balances of dead stock items like premises, furniture, land & building, electrical installations, machinery, computer equipments, motor vehicles, etc.

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Banking Department Manual Volume -I Outstanding interest on loans to employees given by the Bank. These loans include Housing loan, festival advances, vehicle loans, etc.

This account is used to book two kind of provisions viz: a) Prepaid Expenses b) incomes accrued but not received

a.

On loans to employees

Accrued Interest on Advances

2320

b.

on other items

Adjusting Account

2600

Loans to Employees for Educational Loan

2280

Educational Loan to wards of employees

Housing Loan to Staff

2290

Housing Loan to Staff

(v)

Miscellaneous

2300

Advances HRMDrecoverable from employees

2301

Accrued Interest on Advances

2325

Accrued interest on demand loans.

Insurance Claim Receivable

2341

Claim receivable on lost items from insurance companies.

Festival, LFC, etc.

Advance Banking Department (BD)

2350

Festival, LFC, etc.

Advance Issue Department (ID)

2360

Suspense A/c

Project A/c

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Comprises Motor vehicle, medical, PC and other advances to Staff Comprise Advance to Insurance CompanyOverseas Travel Scheme of employees and Advance for Housing Loan Group Insurance Scheme

Advance to StaffMotor Vehicle, etc.

Festival and other Advances to Staff

2370

This is a transitory account.

Payments which cannot be assigned to any particular account heads are temporarily made through debit to Suspense Account.

2380

This account is used for payments against dead stock which have not been capitalized yet.

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Banking Department Manual Volume -I

Group Savings Linked Insurance

2410

GSLI Advances

Medical Assistance Fund Payments

2450

Medical expenditure paid to staff under MAF scheme.

Recoverable Government Expenses

2470

Expenditure on handling charges, management commission, etc., on issue of Govt. Securities incurred by the Bank and recoverable from the Government

Interest on Earmarked securities

2520

Used for transferring interest to fund accounts.

Rent Dep Leased Premises

2540

Security Deposit for Premises taken on lease by the Bank

Security Deposit Paid A/c

2550

Security Deposit paid for other utilities i.e., telephone, electricity, etc.

Gratuity SuperannuationPayments

2560

Gratuity/superannuation payments

Items in Transit Adjustment Account

3060 (at the time of Annual Closing)

Demand Draft Received for Realisation A/c

2330

Advance towards capital contribution to Subsidiaries

3090

Balance A/C

2460

IOE A/C

2570

Reflects net credit balance, if any, in RBI General Account at DGBA level at the time of Annual Closing.

This is a transit account used in inward clearing until the same is regularized and customer account is debited.

Advance payment towards investments in subsidiaries of the Bank.

Last operated in 2023.

Balance showing Nil. Last operated in 2023.

Balance showing Nil.

Note: GL Number starting with 1 denotes Liabilities and GL Number starting with 2 denotes Assets.

114 | P a g e

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Banking Department Manual Volume -I Annex D-4: GL Chart for Income and Expenditure forming part of books of Regional offices /Central Office Departments GL Sr No. Name of GL head Used by RO /COD/Both Number 1.

Interest receipt a/c

4000

RO

2.

Interest on investment

4010

COD

3.

Commission A/c Disc AmortisationForeign

4020

Both

5.

Exchange A/c

4040

Both

6.

Rents Realised A/c

4050

Both

7.

Discount- Domestic

4060

COD

8.

P or L On Sale Of Securit Mtm Gain n Losses on Etcd

4070

COD

10.

Porl on sale Foreign Sec

4080

COD

11.

P/l on sale Bk Prop

4090

Both

12.

Provsn no longr reqd

4100

Both

13.

Profit and loss misc - co

4110

14.

Interest rate futures

4120

15.

Options

4130

16.

Security lending

4140

17.

Swaps

4150

18.

Currency futures

4160

19.

Interest payment a/c

5000

Both

20.

Charges a/c Bkg dept

5010

Both

21.

Charges a/c Iss dept

5020

RO

22.

Agency charges

5030

Both

23.

Provisions to funds

5040

COD

4.

9.

4030

4075

COD

COD

COD COD COD COD COD COD

Note: GL Number starting with 4 denotes Income GL and GL Number starting with 5 denotes Expenditure GL

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Banking Department Manual Volume -I

Annex D-5: Off Balance Sheet Items Sr No.

Name of GL head

GL Number

1.

Subsidiary General Ledger

3001

2.

Member CBDCW

3003

3.

Member CBDCR

3004

4.

Subsidiary General Ledger - contra

6001

5.

Contra - CBDCW

6003

6.

Contra-CBDCR

6004

Annex D-6: Miscellaneous GL Heads Sr No.

Name of GL head

GL Number

1.

RBI branches account

3020

2.

Inter branch operations-receivable

3030

3.

Inter branch operations - payable

3031

4.

Inter office transaction

3040

5.

Issue dept adjusting a/c

3050

6.

Adjusting a/c

3070

7.

BD ID adjustment account

3080

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Banking Department Manual Volume -I

Annex E1- Standard Operating Procedure in respect of Legal Cases (1) The Office maintaining the current account will attend to the attachment /Garnishee Order. If the order is received by another office, it will immediately forward the Order to the office maintaining the current account (in any case, not less than one working day).

(2) On receipt of notices/attachment Orders/Garnishee Orders, etc. from Courts of Law/Statutory authorities attaching a balance in an account maintained with RBI or having legal implications, the concerned Regional Office (RO) will immediately make available to the Legal Department (LD), Central Office/Legal Cell, as applicable, (list as per Annex E2) directly, by e-mail/fax all the relative documents in the matter and seek their advice.

(3) In case the notice is received in Central Office (DGBA) directly, DGBA will forward the same to the RO concerned.

(4) Legal Department/Legal Cell, as applicable, (list as per Annex E2), may be requested to directly advise the course of action by email/tax to the RO concerned.

(5) ROs may initiate action immediately as per the advice of the LD/Legal Cell as applicable, and keep LD/Legal Cell apprised of the action taken (6) LD/Legal Cell, as applicable and DGBA may be kept posted of all the subsequent developments in the matter, from time to time, citing earlier reference/s.

(7) Regional Office (RO) is also required to maintain details of the Orders /Notices dealt by them in prescribed format (BDR 17). The details in the prescribed format may be put up on quarterly basis to DGM/GM. The record of legal cases may be maintained/kept in file styled Legal Cases-BD Garnishee/Attachment Orders.' The Preservation Period of the file would be 5 years.

A reference may also be made to para 8.2 of the Banking Department Manual, Volume I which details the procedure to be followed when dealing with Attachment/Garnishee Orders.

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Banking Department Manual Volume -I

Annex E2- Legal Department/Legal Cell to be referred to in case of Attachment/Garnishee Order Sr. Banking Department- Office Legal Cell no (Office where current account is maintained) 1. Ahmedabad Ahmedabad Legal Cell 2. Bengaluru

Bengaluru Legal Cell

3. Belapur

Mumbai Legal Cell

4. Bhopal

Legal Department, CO

5. Bhubaneswar

Kolkata Legal Cell

6. Chandigarh

New Delhi Legal Cell

7. Chennai

Chennai Legal Cell

8. Guwahati

Kolkata Legal Cell

9. Hyderabad

Hyderabad Legal Cell

10. Jaipur

New Delhi Legal Cell

11. Jammu

New Delhi Legal Cell

12. Kanpur

Lucknow Legal Cell

13. Kolkata

Kolkata Legal Cell

14. Lucknow

Lucknow Legal Cell

15. Mumbai

Mumbai Legal Cell

16. Nagpur

Mumbai Legal Cell

17. New Delhi

New Delhi Legal Cell

18. Panaji

Mumbai Legal Cell

19. Patna

Kolkata Legal Cell

20. Thiruvananthapuram

Chennai Legal Cell

21. Kochi

Chennai Legal Cell

22. Shillong

Kolkata Legal Cell

23. Shimla

New Delhi Legal Cell

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Banking Department Manual Volume -I

24. Dehradun

Lucknow Legal Cell

25. Raipur

Legal Department, CO

26. Ranchi

Kolkata Legal Cell

27. Gangtok

Kolkata Legal Cell

28. Agartala

Kolkata Legal Cell

29. Aizawl

Kolkata Legal Cell

30. Imphal

Kolkata Legal Cell

31. APRO

Hyderabad Legal Cell

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Banking Department Manual Volume -I BDF1 VOUCHER FOR PETTY EXPENDITURE RESERVE BANK OF INDIA VOUCHER FOR PETTY EXPENDITURE Date

Particular of expenditure

Amount Rs.

P.

Pay __________________________________ to the debit of ____________________________

Received Payment

Assistant Manager

Manager/AGM

Signature and Date

Preservation period 3 years 120 | P a g e

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Banking Department Manual Volume -I

Serial Number:

(For Office Use)

BDF 2

APPLICATION FOR OPENING OF CURRENT ACCOUNT

The Regional Director, Reserve Bank of India,

Madam/Dear Sir, Opening of Current Account in the name of Registered Office: Address: ______________________________________________________

We request you to open an account in your books in the name of the abovementioned entity and forward herewith the following documents:

i)

Copy of Certificate of Incorporation/Registration attested by Chairman/Chief Executive /Managing Director.

ii)

An up-to-date copy of the Memorandum and Articles of Association/Bye-Laws duly authenticated by the Chairman/Chief Executive/Managing Director of the Board of Directors of the bank or a duly authorised official.

iii)

True copy of a resolution of the Board of Directors authorising the opening of the account together with specimen signatures of the authorised signatories duly attested by the Chairman/Chief Executive/Managing Director (or) Power of Attorney authorising him/her/them to open bank accounts in its name singly /jointly (or) Provisions, if any, expressly incorporated in the Articles of Association /Bye-Laws / Properly executed and stamped Power of Attorney/Board Resolution attested by Chairman/Chief Executive/Managing Director in favour of the officials authorised to operate on the account.

iv)

A list of branches (wherever applicable).

2. We agree to conduct the account in accordance with the terms and conditions mentioned at Annex F of this application and shall follow the rules and regulations prescribed by the Reserve Bank of India from time to time.

3. Please furnish us with an order/bearer cheque book with forms for our use.

4. The Reserve Bank’s own record of transactions maintained through computer systems or 121 | P a g e

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Banking Department Manual Volume -I otherwise shall be accepted as conclusive and binding for all purposes unless any discrepancy is pointed out within seven days from the date of access of account by the user/account holder through the computer system or from the date of sending the statement to the account holder, whichever is earlier.

Yours faithfully, Chairman/Chief Executive/Managing Director ------------------------------------------------------------------------------------------------

OFFICIALS AUTHORISED TO OPERATE ON THE ACCOUNT Name

Designation

Signature

1.

2.

3.

4.

(FOR OFFICE USE ONLY)

1. Signature verified by me 2. Account No.

Opened on

Manager Reserve Bank of India

122 | P a g e

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Banking Department Manual Volume -I The Resolution referred to in item (iii) of BDF 2 should be in the following terms: We hereby certify that the following Resolution of the Board of Directors of the (Name of the entity) was passed at a meeting of the Board held on

(Date) and has been duly recorded in the Minute book of (Name of the entity).

“Resolved that in accordance with the Articles of Association/Bye Law____________(Para Number), the board resolves that a banking account for the

(Name

of

the entity) be opened with Reserve Bank of India and that the said Bank be and is hereby authorised to honour cheques, bills of exchange and promissory notes drawn, accepted or made on behalf of

(Name of entity) and to act on any instructions so given

relating to the account.

And also resolved that the mode of operation shall be singly or by any two of the following officials of ____________ (Name of the entity).”

Officials authorised to operate on the account

Name

Designation

Signature

1.

2.

3.

4.

Chairman/Chief Executive/Managing Director

Preservation Period Permanent

123 | P a g e

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Banking Department Manual Volume -I Annex F- Terms and conditions for opening of current account with RBI: i)

A minimum balance commensurate with the volume of business transacted and in no case less than ₹__________ will be maintained in the account.

ii)

If the balance in the current account at the EOD is lesser than minimum balance prescribed, then penalty shall be levied at the rate of Repo Rate + 2% on a pro rata basis on the amount by which the prescribed minimum balance has been breached at the end of the day.

iii)

The account should not be treated as an ordinary current account and cheques in favour of third parties should not be issued. The account may be used for remittance purposes and inter-bank transactions.

iv) No interest will be allowed on the balances in the account. v)

The account may be closed by the Reserve Bank of India at its discretion without assigning any reason.

vi) The entity at the time of scrutiny of its application shall produce the original documents, wherever applicable for verification. vii) The entity shall submit any other document whenever, if required.

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Banking Department Manual Volume -I BDF 3 APPLICATION FOR CLOSING OF CURRENT ACCOUNT

The Regional Director, Reserve Bank of India,

Madam/Dear Sir, Closing of Current Account of Account Number: ___________________________________ Registered Office: Address: ______________________________________________________ It has been decided by ______ (Name of the entity) to close the above-mentioned current account held with Reserve Bank of India. We therefore request you to close the current account and transfer the balance amount of ₹ ____________to our current account held with __________________________ (Bank Name) Beneficiary Name: A/c No.: IFSC Code: Bank Name: Branch Address: In this regard, we confirm that no loans and advances are outstanding for the said account.

We hereby confirm that we are handing over the unused cheques issued which are unutilized in the system to RBI along with this this account closure request.

Kindly acknowledge the receipt of the letter.

Yours faithfully, 1………………………………………

2……………………………………

(Authorised Signatories)

Chairman/Chief Executive/Managing Director 125 | P a g e

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Banking Department Manual Volume -I (*Official Liquidator) Encl: (i) (ii)

True Copy of a Resolution of the Board of Directors authorizing the of the account.

closing

Unused cheques bearing numbers from _______ to _______

* In case the entity is under liquidation.

Preservation Period Permanent 126 | P a g e

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Banking Department Manual Volume -I BDF 4 SPECIMEN SIGNATURE CARD Name of Bank

Title of Account: Account number:

Authorised Official: ________________________________________________________ (Surname) (First Name) Designation:____________________Contact Number: ____________________________ Specimen Signature 1) _________________________

2) __________________________

Attested by:

(Signature with designation, Seal & Address) Special Instructions

Power of Attorney/Resolution No. ___________________________________ Registration No. ___________________

Mode of Operation: Singly/ Jointly

For RESERVE BANK OF INDIA

Manager

Preservation Period 1 year after the official ceases to operate the Account 127 | P a g e

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Banking Department Manual Volume -I

BDF 5 CONFIRMATION OF BALANCE (In duplicate) Date-------------To Reserve Bank of India Banking Department Post Box No. _______________________ From __________________________ _____________________________

Dear Sir, CONFIRMATION OF BALANCE We hereby confirm that the balance of our Current Account with you as on the ----------was ₹.-----------(Rupees-------------------------------------------------------------------- as shown in the statement of Accounts of date.

Yours faithfully,

---------------------(Signature of Authorised official) Encls:

Preservation period 3 years 128 | P a g e

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Banking Department Manual Volume -I BDF 6 CERTIFICATE OF BALANCE RESERVE BANK OF INDIA BANKING DEPARTMENT POST BOX NO. _______ CERTIFICATE OF BALANCE Certified that the balance standing at the credit of the account of __________________________________________________________________________ maintained with Reserve Bank of India, _____________ as at the close of business on ___/___ /20___was ₹_______(Rupees__________________________________________) Manager Ref.No.

/

/

dated the _______________20_____

Forwarded to the Manager, ___________________________________________________ With reference to their letter No. _____________ of ________________ 20_____

Manager

Preservation Period 3 years

129 | P a g e

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Banking Department Manual Volume -I BDF 7 Requisition of Cheque Books RESERVE BANK OF INDIA BANKING DEPARTMENT Date _________________

__________________ __________________ __________________

Dear Sir, With reference to your requisition slip/letter dated ____________, we forward herewith __________ cheque book/s containing 25/50/100 order/bearer cheque forms bearing Nos.___________ to _______________ For your own protection as well as the Bank’s, we shall be glad if you will please return the duplicate copy of this letter acknowledging receipt of cheque forms,

Yours faithfully, Manager Received cheque forms mentioned above. They have been counted and found to be correct. ______________________ (Signature of Authorised Official)

______________________ (Date)

Preservation Period 3 years 130 | P a g e

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Banking Department Manual Volume -I BDF 8 Loss of Cheque

RESERVE BANK OF INDIA BANKING DEPARTMENT Ref.No.BD/ ______________20 ___ ______________20 ___ Dear Sir, Loss of Cheque We acknowledge receipt of your letter No. _______________________________ dated _______________and advise having noted today to stop payment of the cheque No. ________________dated ______________for ₹_____________drawn by you in favour of _________________________________ we further confirm that the said cheque has not been paid by us so far.

2. In this connection, please note that we cannot guarantee you against loss in the event of the cheque being paid.

Yours faithfully, Manager

Preservation period 5 years

131 | P a g e

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Banking Department Manual Volume -I BDF 9 APPLICATION FOR DRAFT RESERVE BANK OF INDIA REMITTANCES – APPLICATION FOR DRAFT 1) For my /our account and risk and without any responsibility to yourselves and subject to the conditions outlined in Reserve Bank’s Remittance Facilities Scheme Booklet, please issue a Draft/s as detailed below.

2) The draft may be crossed (i) Account Payee, (ii) Superscribed Account Government Not Payable in Cash (iii) Not Transferable.

3) Certified that the remittance represents ___________________________________________________________________________________ __________________________________________________________________________________________________________________ Signature of Applicant: ______________ Date: ________________ Place: _________________________________ Applicant’s

Name:

-------------------------------------------------- Beneficiary’s Name: -----------------------------------------------

Address -------------------------------------------------------------------------------------------------------------------------------------------------Drawee Office /Bank Payable at Amount of Draft Rs. Ps

Address ---------------------------------------------------------------------------------------------------------------------------------------------------------------------Exchange Tel. Charges Total Rs. Ps. Rs. Ps. Rs. Ps.

Rupees Particulars of Accompanying Cheques No.

Date

Details of Draft/s Issued Drawn on

No.

Date

Time

Space for Cash / Transfer Stamp Preservation period 3 years

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Banking Department Manual Volume -I BDF 10 Application for Cancellation/Issue of a Duplicate Demand Draft/ Fresh Bankers’ Cheque (To be filled in by the Applicant) 1. Name of the Applicant: 2. D.D./Bankers’ Cheque No. and date:

3. Name of the Bank/Branch on which D.D. is drawn:

4. Reason/s for Cancellation/issue of Duplicate Demand Draft/Fresh Bankers’ Cheque:

5. Mode of Payment: Cash/Credit Issue of Fresh Draft

6. I request you to cancel the aforesaid Demand Draft/issue to me a Duplicate Demand Draft/Fresh Bankers’ Cheque: 7. Signature of the Applicant:

Name: Designation: Address: Stamp of Office/Department

Preservation period 3 years

133 | P a g e

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Banking Department Manual Volume -I BDF 11 Cash Remittance- Token RESERVE BANK OF INDIA REMITTANCE SECTION

RESERVE BANK OF INDIA REMITTANCE SECTION

CASH REMITTANCE

CASH REMITTANCE TOKEN NO.

TOKEN NO. No. of Draft/s ------------Date: ----------------

No. of Draft/s ------------Date: ----------------

IMPORTANT

IMPORTANT

Note: 1) This token should be surrendered at Note: 1) This token should be surrendered at the time of taking delivery of the draft. the time of taking delivery of the draft.

2) In case of loss of this token, a fee of 2) In case of loss of this token, a fee of Rs.10/- will be charged for delivery of the Rs.10/- will be charged for delivery of the Draft.

Draft.

Preservation period 3 years

134 | P a g e

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Banking Department Manual Volume -I

BDF 12

Transfer Remittance- Token

RESERVE BANK OF INDIA REMITTANCE SECTION Transfer

RESERVE BANK OF INDIA REMITTANCE SECTION

REMITTANCE Transfer TOKEN NO. ----------

REMITTANCE TOKEN NO. -----------

No. of Draft/s ------------Date: ----------------

No. of Draft/s ------------Date: ----------------

IMPORTANT

IMPORTANT

Note: 1) This token should be surrendered at Note: 1) This token should be surrendered at the time of taking delivery of the draft. the time of taking delivery of the draft.

2) In case of loss of this token, a fee of 2) In case of loss of this token, a fee of Rs.10/- will be charged for delivery of the Rs.10/- will be charged for delivery of the Draft.

Draft.

Preservation period 3 years

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Banking Department Manual Volume -I BDF 13 NON-PAYMENT CERTIFICATE RESERVE BANK OF INDIA REMITTANCES NON-PAYMENT CERTIFICATE

To ------------------------------------------------------------------------------------------------------------------------------Ref: Your Bank Draft No.___________ dated ________________ For ₹_____________________ favouring_____________________ With reference to your_______________ dated the_______________ We have to advise you that the above draft is still outstanding in our books and that the usual precautions will be taken if it is presented for payment hereafter.

_____________________________ Manager /Agent /T. O /S.T.O.

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Banking Department Manual Volume -I BDF 14 LETTER OF INDEMNITY Note. : i) To be stamped as an Agreement in accordance with the Stamp Act of the State in which the Indemnity is executed. ii) This document will not be attested.

IMPRESSED STAMP The _______________ Reserve Bank of India _________________.

In consideration of the Reserve Bank of India issuing a duplicate of a Reserve Bank of India ‘Bank’ Draft on ----- No.----- dated the----- favouring------- for ₹-----------(in words)-------------------------------------------------------------------------------I /We, the undersigned-------------- and--------------- hereby (jointly and severally) guarantee and agree to hold the said Reserve Bank of India, their successors and assigns, harmless and indemnified, from and against all consequences that may arise from their so doing and from payment of the original Reserve Bank of India ‘Bank’ Draft and from and against all losses, charges and expenses in connection with the said ‘Bank’ Draft or--------------- further undertake to deliver to you the said ‘Bank’ Draft if and when found.

Dated at------ this------- day of----------20---------------

------------------------------) ------------------------------) Signature (s) ------------------------------)

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Banking Department Manual Volume -I BDF 15 Draft cancellation Advice RESERVE BANK OF INDIA BANKING DEPARTMENT REMITTANCE SECTION Ref.No._________

Date: __________

The Manager Reserve Bank of India/State Bank of India / Treasury/Sub-Treasury Officer __________________ Madam/Dear Sir, Draft cancellation Advice We advise that the undernoted draft/s issued by the office have now been cancelled at the request of the applicant. The relative advice/advices may please be corrected accordingly.

2. We have debited you today with a sum of ₹---------------(Rupees-------------------------- only) being the amount of the draft/s in question.

3. Please respond.

(Delete whichever is not applicable) Yours faithfully, Manager Sr.No.

Particulars of Draft /Drafts No. Date

Amount Rs.

Payee/ Beneficiary P.

Copy forwarded for information to _______________________ With reference to his letter No. ______________dated_____________ Manager Preservation period 5 years 138 | P a g e Go To Index

Banking Department Manual Volume -I BDF 16 Mandate to debit Current Account (To be printed on the account holder’s letterhead) Authorized signatory with name The Regional Director Banking Department Reserve Bank of India Name of Regional Office

Madam/ Dear Sir, Mandate to debit our Current Account No. --------------- with Reserve Bank of India (RBI),------------------- (Name of RO) We are maintaining Current Account No. -------------- with ________________ Regional Office of the Reserve Bank of India (RBI). We need to make payments in favour of /into the account of ---------------- ______________ 2. Accordingly, we hereby authorize you to debit our Current Account No.--------------maintained with you notwithstanding any dispute that may arise between us and any authority to whom we intend to make such payments.

3. This letter of mandate shall not be revoked by us except with the prior written consent of RBI and you may act upon this mandate till such time this is revoked in writing and all actions taken by RBI in pursuance of the provisions of this mandate shall be absolutely binding on us, without any risk or responsibility to RBI.

Yours faithfully, For and on behalf of (Name of the account holder)

Date: Place:

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Banking Department Manual Volume -I BDF 16A Debit mandate to be given in lieu of cheque (To be printed on the bank's/account holder’s letterhead) The Regional Director Banking Department Reserve Bank of India __________________ (Name of Regional Office) Madam/Sir, Mandate to debit our Current Account No.___________ with Reserve Bank of India (RBI), _________________ (Name of RO).

We are maintaining Current Account No._______ with__________ Regional Office of the Reserve Bank of India (RBI). We need to make payments in favour of /into the account of ____________________ (Account No. and Name of the Account holder) for ₹___________________(amount in figures) Rupees _________________________________ (amount in words).

2. Accordingly, we hereby authorize you to debit our Current Account No.__________ maintained with you notwithstanding any dispute that may arise between us and any authority to whom we intend to make such payments.

3. The letter of mandate shall not be revoked by us except with the prior written consent of RBI. All actions taken by RBI in pursuance of the provisions of this mandate shall be absolutely binding on us, without any risk or responsibility to RBI. Yours faithfully,

For and on behalf of (Name of the bank/account holder) Authorized signatory with name Date: Place: Preservation period 5 years 140 | P a g e Go To Index

Banking Department Manual Volume -I BDF 17 Standing Instruction for the Funding /Zeroing of the RTGS Settlement Account < On the letter head of the institution> The Regional Director, Reserve Bank of India, Deposit Accounts Department, Mumbai Regional Office, Shaheed Bhagat Singh Marg, Mumbai.

Dated: dd/mm/yyyy Madam /Dear Sir, Standing Instruction for the Funding /Zeroing of the RTGS Settlement Account 1. We request that the Settlement Account opened by us with you for participation in the RTGS System be funded at RTGS Start of Day from the current account number … with a sum of ₹…… only.

2. The other terms and conditions remain the same.

Signature of authorised signatory/ies for the current account with company seal

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Banking Department Manual Volume -I BDF 18 Form for Modification /Revocation of existing Standing instruction for transfer of fund < On the letter head of the institution> The Regional Director, Reserve Bank of India, Deposit Accounts Department, Mumbai Regional Office Shaheed Bhagat Singh Marg Mumbai.

Dated: dd/mm/yyyy Madam/Dear Sir, Modification /Revocation of existing Standing Instruction for Transfer of fund from one account to other account 1. Please refer to the standing instruction placed by us with you on dd/mm/yyyy.

2. In this regard, we request that the same may be (the applicable case may be ticked) i.

revoked.

ii.

modified as under: The Settlement Account opened by us with you for participation in the RTGS System be funded at RTGS Start of Day from the current account number … with a sum of ₹…… only.

iii.

enhanced as under: The …… Account opened by us with you may be funded (mention the frequency of funding) from the ……. Account with a sum of ₹…… only.

3. The other terms and conditions remain the same.

Signature of authorised signatory/ies

for the current account with company seal

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Banking Department Manual Volume -I बीडीआर 1 /BDR 1 GENERAL LEDGER Title of Account ________________________________________

तारीख Date

को/द्वारा To/By

नामे Dr. रू Rs.

नामे या जमा Dr. or Cr.

जमा Cr. P.पै

रूRs.

Pपै

जमा शे ष Balance

रू Rs.

अध्याक्षर Initials

Pपै

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Banking Department Manual Volume -I बीडीआर 2 /BDR 2 नकद स्क्रोल CASH SCROLL ता.

Date: _____________ नामे Dr. स. वि​िरण No. Particulars

जमा Cr. रावश Amount रु Rs.

अध्याषर Initials P. पै

स No.

वि​िरण Particulars

रावश Amount रु Rs.

अध्याक्षर Initials P. पै

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Banking Department Manual Volume -I बीडीआर 3 /BDR 3 अं तरण स्क्रोल TRANSFER SCROLL ता. /Date: _____________ Dr.नामे स. वि​िरण No. Particulars

जमा Cr. वकस बैंक से अंतरण सामाशोधन Transfer from Bank Clearing

स.

No.

वि​िरण Particulars

वकस बैंक को अंतरण Transfer to Bank

समाशोधन Clearing

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Banking Department Manual Volume -I बीडीआर 4 /BDR 4

ता /Date : _______________

फ़ोवियो सं Folio No.

खाते/बैंक का नाम Name of Account/Bank

दै ननक बही DAY BOOK नामे Debits रु Rs.

पै. P.

जमा Credits रु Rs.

पै. P.

आगे िाया गया B/F

आगे िे जाया गया C/F

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Banking Department Manual Volume -I बीडीआर 5 /BDR 5 अं नतम नकद बही CLEAN CASH BOOK नामे

जमा

Dr.

Cr. रु

पै

रु

पै

रु

पै

रु

पै

Rs.

Ps

Rs.

Ps

Rs.

Ps

Rs.

Ps

आगे िाया गया /B/F

आगे िाया गया B/F

आगे िे जाया गया C/F

आगे िे जाया गया C/F

Preservation Period 20 years

147 | P a g e Go To Index

Banking Department Manual Volume -I बीडीआर 6 /BDR 6 ता /Date : _______________ प्रबंधक के पास जा​ाँच के नलए भेजे गए वौचसस की पास बु क Pass Book of Vouchers sent to Manager for Scrutiny ता Date

िौचसस की सं No. of Vouchers नामे जमा Dr. Cr.

जोड़ Total स.प्र AM

आध्यक्षर Initials प्रबंधक Manager

विप्पणी Remarks प्रबंधक Manager

Preservation Period 1 year

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Banking Department Manual Volume -I बीडीआर 7 /BDR 7

ता /Date : _______________ प्रभार खाता रनजस्टर CHARGES ACCOUNT REGISTER विभाग Department: _______________ खाते का उप शीषस Sub-Head of Account: ____________________ खाते का उप शीषस आध्यक्षर Initials तारीख

िाउचर सं

नामे

जमा

शे ष

Date

Voucher

Debit

Credit

Balance

No.

रु

पै

रु

पै

रु

स.प्र

प्रबंधक

AM

Mgr

पै

आगे िाया गया B/F

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Banking Department Manual Volume -I बीडीआर 8 /BDR 8 ---------- माह के नलए फुटकर नकदी का रनजस्टर REGISTER OF PETTY CASH – FOR THE MONTH OF --------व्यय Expenditure तारीख Date

वि​िरण Particulars

अविम की रावश Amount of Advance

रु Rs.

पै. P.

िे खन सामिी आवि Stationery etc. रु Rs.

पै. P.

बैंक संपवि की मरम्मत Repairs to Bank Property रु Rs. पै. P.

पुस्तके और समाचार पत्र Books and Newspapers रु Rs. पै. P.

विविध व्यय,अन्यत्र शावमि बही Misc. expenses N. E. रु Rs. पै. P.

जोड Total

शे ष Balance

रु Rs. पै. P.

रु Rs. पै. P.

आध्याक्षर Initials

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Banking Department Manual Volume -I

बीडीआर 9 /BDR 9 फुटकर जमा रानिया /उचंत खाता रनजस्टर SUNDRY DEPOSITS /SUSPENSE ACCOUNT REGISTER तारीख Date

वि​िरण Particulars

अिग अिग मि की रावश Amount of Individual item रु पै Rs. Ps.

प्रवत प्रविष्ट की तारीख Date of Contra item

आध्यक्षर Initial

नामे रावशया Debits

जमा रावशया Credits

रु पै Rs. Ps.

रु Rs.

पै Ps

शे ष Balance

रु Rs.

आध्यक्षर Initial

पै Ps

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Banking Department Manual Volume -I बीडीआर 10 /BDR 10 खोले गये खातों के ब्यौरे रख्ने की पास बु क Pass Book to Record the details of Accounts opened क्रम

तारीख

संख्या

पूिास क्षर

खाताधारी

खाता

खाता

खाता बंि

का नाम

खोिने की

संख्या

करने की

तारीख Sr.No.

Date

अद्याक्षर

तारीख

Prefix Name of

Account

Account Account

Account

opened

Number Closed on

Holder

on

Initials

स.प्र

प्रबंधक

AM

Mgr

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Banking Department Manual Volume -I बीडीआर 11 /BDR 11 मुखतारनामा रनजस्टर

तारीख

Date

पंजीकरण सं.

Registration No.

Power of Attorney Register वनष्पािन का स्थान और िे नेिािे का पाने िािे का सीबीएस संिभस तारीख

नाम

नाम

सं.

Place and date of

By whom

To whom

CBS Reference

Execution

Granted

Granted

No.

विषयिस्तु

आद्यक्षर

विप्पणी

Contents

Signature

Remarks

Place

Date

स.प्र

प्रबंधक

स्थान

तारीख

AM

Mgr

Preservation Period Permanent

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Banking Department Manual Volume -I बीडीआर 12 /BDR 12 दस्तावे ज़ रनजस्टर DOCUMENTS REGISTER क्रम सं.

Sr.No.

तारीख Date

प्रिे खों के वि​िरण Particulars of Documents अिेषण पत्र सं.

Forwarding Letter No.

तारीख Date

आद्यक्षर Initials

कायसभार में पररितसन (भारिाही अवधकाररयों के अद्याक्षर Change of Charge (Initials of Relieving Officers)

वनपिान /विप्पणी

आद्यक्षर Initials

Disposal/Remark

प्रिे ख का स्िरुप Type of Document

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Banking Department Manual Volume -I बीडीआर 13 /BDR 13 चेक बु क का स्टॉक और जारी करने का रनजस्टर CHEQUE BOOK STOCK & ISSUE REGISTER

प्राप्त /जारी करने की तारीख Date of Receipt /Issue *

वनम्नविखखत से प्राप्त /को जारी Received from/Issued to

चेक बुकों की संख्याए Numbers of cheque books

चेकों की संख्याए Numbers of cheque leaves

से From

से From

तक To

कुि Total

तक To

बकाया चेक बुकों की सं.

Balance No.of Cheque Books

आद्यक्षर Initials

AO

प्राखि-सूचना की आद्यक्षर तारीख Initials Date of Acknowledgement

SO

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Banking Department Manual Volume -I बीडीआर 14 /BDR 14

रोके गये चेकों का रनजस्टर REGISTER OF STOPPED CHEQUES पत्र /तार के ब्यौरे Details of Letter /Telegram प्राखि की समय सं. तारीख Time No. Date of receipt

चेकों /डराफ्ों /वबिों आवि के वि​िरण Particulars of Cheques /Drafts /Bills etc. विखत का सं तारीख रावश वि​िरण .

Date Amount Descripti No. रु. Rs. पै. P. on of Instrume nt

आहरण आिा कतास ता Drawer Payee

अवधकाररयों को सूवचत Officials advised तारीख समय Date Time

आद्यक्षर Initials

विप्पणी Remarks

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Banking Department Manual Volume -I बीडीआर 15 /BDR 15 भुगतान नकए गए चेक नवतरण रनजस्टर PAID CHEQUES DELIVERED REGISTER खाताचारी का नाम Name of Account Holder

िौिाये गये प्रित्त चेकअद्यतन Paid cheques returned up to-date

जमा शेष की पुवष्ट की तारीख

आद्याक्षर

Balance confirmed on

Initials

प्रित्त चेको की सं ख्या Number of Paid cheques

आद्याक्षर

Initials

चेकों की सु पुिसगी के विए भे जी गयी सू चना Advice sent for delivery of cheques

सं .

No.

आद्याक्षर Initials

सु पुिसगी की तारीख

आद्याक्षर

प्राखि सू चना की तारीख

आद्याक्षर

Date of Delivery

Initials

Date of Acknowled gement

Initials

तारीख Date

Preservation Period 5 years

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Banking Department Manual Volume -I बीडीआर 16 /BDR 16

तारीख Date

जमाकतास का नाम Name of Depositor

जमा प्रमाणपत्र Certificate of credit रु पै

कमीिन खाते का रनजस्टर REGISTER OF COMMISSION ACCOUNT िण्ड खोज शुल्क जोड Penalty Search Total Fee रु. पै रु. पै रु. पै

आद्याक्षर Initial

जमा विखने की तारीख Date of credit

आद्याक्षर Initial

Preservation period 3 years

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Banking Department Manual Volume -I बीडीआर 17 /BDR 17 Details of attachment /garnishee order Order issuing

Order

Region of the

authority

Number

order issuing

and Date

authority

Date of

Amount

Receipt

Name of current

Account

Dealing office

Action

Any other

account holder

Number

(Office maintaining

taken

comments

the current account)

Asst. Manager/Manager

Asst. General Manager

DGM/GM

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