63. Model Representation - non-submission of SMR, Rule 16 charge sheet
Due to non-submission of SMR, Rule 16 charge sheet was issued in none case. The following was the reply sent at that time.
This representation is submitted in response to your memo bearing reference number IR/SMR/Rule 16/…………..dated 14.42024, concerning the imputation for non-submission of Sub Postmaster's Monthly Reports (SMRs), which I received and duly acknowledged on 15/04/2024.
In my defence against this imputation, and with the earnest request for the charges to be dropped, I respectfully present my understanding of the governing rules as outlined in the Postal Manual Volume VI Part III.
Firstly, the note under Rule 55 explicitly addresses the operational framework within a Core Banking Solution (CSI) environment. It clearly states:
"In CSI Offices, At HO, Sub Account Asstt may invoke ZFDAILY and Profit Centre of SO (From to date by putting blank as GL Code) to see SPMs Monthly Report on 1st of next month."
This unequivocally indicates that within a CSI setup, the SMR data is electronically accessible at the Head Office. Consequently, the physical submission of these reports by Sub Offices becomes redundant.
Secondly, Rule 78, which pertains to the "Preparation of S.O. account," includes a crucial note stating:
"In CSI environment, preparation of SO Account is discontinued."
The SMR, as detailed in Rule 80, is intrinsically linked to and derived from the entries in the SO Account. Therefore, with the discontinuation of the SO Account in a CSI environment, the necessity for preparing the SMR logically ceases.
Thirdly, this point is further reinforced by the note under Rule 79, which states:
"In CSI environment, preparation of SO Account is discontinued. Hence checking of SO account is not needed."
This again underscores the fact that the foundational accounting process upon which the SMR is based is no longer applicable in a CSI environment.
Fourthly, Rule 80 itself, which outlines the "Preparation of S.P.Ms monthly report," specifies in sub-rule (1):
"The monthly report should be written up daily from the entries in the S.O. account."
This clearly establishes a direct and undeniable link between the SMR and the SO Account. As previously established, the SO Account is discontinued in a CSI environment.
Consequently, given the explicit directives within the Postal Manual regarding the discontinuation of the SO Account in CSI environments (as per Rules 78 and 79) and the direct dependence of the SMR on this account (as per Rule 80), the requirement for Sub Offices operating under CSI to prepare and submit physical SMRs is logically negated. The relevant data is readily available electronically at the Head Office, as clearly stated in the note under Rule 55.
While I have complied with the request to prepare the SMRs, my understanding of these rules leads me to believe that this requirement is not consistent with the current CSI framework.
Therefore, based on these firm citations from the Postal Manual Volume VI Part III, particularly the notes under Rules 55, 78, and 79, and the explicit linkage in Rule 80 to the discontinued SO Account, I respectfully and strongly urge your kind reconsideration of this matter and the dropping of the charges leveled against me, in adherence to the established guidelines within the CSI framework.
Thank you for your kind consideration.
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