DAY TO DAY BANKING COMPILED BY KAMLESH CHATURVEDI, M.COM., LL.B., CAIIB, DIPLOMA IN MANAGEMENT FOR AND ON BEHALF OF WE BANKERS AN ORGANISATION HERALDING BANK WORKERS CAUSE
Day in and Day out, I receive frequent queries from workmen clerical employees on various duties which are entrusted upon them. These queries assume greater significance in view of unscientific, irrational, unilateral and subjective staff strength assessment mechanism of the banks which has resulted in imbalance between quantum of work load in the branch and staff provided to undertake such work. The productivity per employee in banks has reached to alarming high level converting the men into machines. The Branch Managers who have been provided lesser staff strength than required have no choice but to exert pressure on workmen clerical employees to complete the work. These workmen clerical employees with no knowledge about their duties have to undergo lot of tensions on entrustment of such duties. It is high time that these employees become aware of their duties and resort to protest against such duties which they are not required to perform under the terms of the Bipartite Settlement. Before understanding such duties, it is essential to understand basic principles:
WHO IS CLERK IN BANKING INDUSTRY?
A Clerk is one who performs his duties, manually or online, under the close control, supervision and guidance of the Officers under whom they are posted. Their job is to assist Officers in carrying out various jobs of the bank and their work does not involve any risk and responsibility. No work performed by any clerical employees assumes any monetary value unless and until same is checked and verified by an Officer. Under CBS System, the concept of maker and checker or Four Eyes concept is a prerequisite i.e. all jobs must invariably be entered, checked and verified by two employees.
WHAT ARE THE DUTIES OF VARIOUS CATEGORIES OF CLERICAL EMPLOYEES?
The 9th Bipartite Settlement brought about the radical changes in the traditional duties which were henceforth was performed by Clerical Employees in the Banking Industry abolishing various posts and creating new posts in Clerical Cadre. Annexure III of the Bipartite Settlement dated 27.04.2010, contains both i.e. duties which shall inter alia form part of the normal duties of the clerical cadre and for performance of those duties no special pay shall be payable and job profile of special pay carrying duties of various posts in clerical cadre. These duties must be borne in mind. A copy of such duties is reproduced for ready reference, perusal and understanding.
The following duties shall form part of the normal duties of the clerical cadre and for the performance of which no special pay shall be payable.
(a) Acknowledgments of inward mail received.
(b) Receipt of cheques, drafts, dividend warrants, pay orders and other like instruments other than bills and giving acknowledgment in the counterfoil.
(c) Delivery of cheque books subject to authorisation by competent authority.
(d) Issue cash receipt.
(e) Issue of ESI stamps wherever applicable or may become applicable.
(f) Recounting of currency notes by cash department staff.
(g) Ensuring the proper contents in covers and envelopes including registered ones before dispatch.
All clerks shall also perform all duties and functions of their cadre, either online or manually, which does not involve any passing or supervisory function of an officer of the bank. The clerk will wherever and whenever required, function as a Single Window Operator and perform the following duties duties:
a. Passing and cash payment of all cheques/withdrawal forms/banker’s cheques/ gift cheques/ etc. upto and including Rs. 10,000/-.
b. Passing independently clearing and transfer cheques, vouchers, etc. (whether credits or debits) upto and including Rs. 15,000/-
c. Receipt of cash and issuance of pre-signed drafts/ gift cheques/ travelers cheques/ pay orders/ bank orders, etc. upto and including Rs. 15,000/-.
DUTIES OF SINGLE WINDOW OPERATOR - B (SWO-B)
In addition to the duties of SWO-A as stated above, the duties of Single Window Operator - B will include:
a. Passing and cash payment of all cheques/ withdrawal forms/ bankers’ cheques/ gift cheques, etc. up to and including Rs. 20,000/-.
b. Passing independently clearing and transfer cheques, vouchers, etc. (whether credits or debits) up to and including Rs. 25,000/-.
c. Receipts of cash and issuance of pre-signed drafts/ gift cheques/ travellers’ cheques/ pay order/ bank orders, etc. upto and including Rs. 25,000/-.
DUTIES OF HEAD CASHIER II (HC-II)
In addition to the duties of clerical cadre, the duties of HC-II will involve holding bank’s cash, key and/or other valuables in safe custody jointly with an officer and being accountable for them and being responsible for the running of the cash department:
1. Opinion Compilation;
2. Verification of vernacular signatures/endorsements;
3. Countersigning cheques and/or drafts (on selves or correspondence), payment orders, deposit reaccepts, etc.
4. Attending to Government Treasury work;
5. Discharging/endorsing bills, cheques, etc.;
6. Being in charge of clearing and godown departments, etc.;
7. Passing independently clearing and transfer cheques, vouchers, etc. (whether credits or debits) upto and including Rs. 50,000/- and cash vouchers up to Rs. 50,000/- jointly with an authorized person.
DUTIES OF SPECIAL ASSISTANTS (SA)
The duties of Special Assistants will be accountable and responsible for running of the department/section under them and their duties will involve looking after and checking the work of other clerk or clerks and substaff and will include:
1. Passing independently, manually or online, cash instruments up to Rs. 35,000/- and clearing and transfer cheques, vouchers etc., (whether credits or debits) up to and including Rs. 1,50,000/-. Passing will include verification of signatures and scrutiny as to the correctness of endorsement on and other particulars of such instruments. There shall be no limits for verification of signatures, passing authenticated credit vouchers/ entries and verifying authenticated vouchers in the ledgers, books,computer print-outs etc.
2. Accept, verify and post cash/ transfer/clearing cheques and other instruments, as the case may be, in appropriate of accounts/ ledgers, either manually or online and give due acknowledgements.
3. Signing vouchers, checks, drafts, mail transfers, pay orders, advices such as non payment advices, inter branch fate calling advices, bill schedules, demand notices, statement certificates etc.,
4. Checking all vouchers, advices, statements, cheques, drafts etc., bill and books of accounts including current savings and other ledgers, cash, postal and revenue stamps, franking machine balances,exchange, discount, brokerage calculations and initialing by way of authenticating them for accuracy/correctness;
5. Checking, manually or online, current, savings and other accounts.
6. Checking the coding and decoding of telegram (Excluding cheque symbols or ciphers)
7. Discharging, endorsing cheques, bills, etc,
8. Perform when required in a computerized set up, system control functions either jointly with an officer and independently, upon specific authorization in this regards;
9. Briefly explain, the features so bank’s various products and services to customers, to reply their queries and to refer interested to appropriate personnel.
10. Inspecting godown (only in banks where such work is already done by the workman)
For the purpose of efficient and effective functioning of the section or department the special assistant shall ensure that all acts, things and steps necessary therefore are taken by himself or by the clerks placed under him and shall ensure that, wherever necessary:
a. Reminders are sent on time and follow up
b. Pass sheets/books are filled up and issued promptly
c. Deposits are renewed on due dates or reminders sent to the parties
d. Standing instructions are complied with
e. Bills are accepted and due dates diarised/advised and followed up
f. Interest, commissions and service charges are collected
g. Proceeds of bills are received or remitted promptly;
h. Confirmation of balance of accounts of the customers and its follow up.
i. All securities relating to the department/section of which the special assistant is in charge are secured
and/or kept in proper custody and properly handed to authorized person at the close of the day.
j. Balances promptly taken, tallied and reported and followed up and also returns submitted;
k. Advices and/or duplicate advices/summaries are issued/responded promptly, whenever called for;
l. Checking the proper recording of entries and all relevant particulars in th regard to accounts opened under due authorization.
Now based on these duties, I have complied frequently asked questions which have been asked and my views in the form of answers.
WHETHER SWO CAN OPEN ACCOUNTS?
Opening of an Account is not listed either as normal Clerical Duty or as Duty of a Special Pay Carrying post in Clerical Cadre. Opening a new account is full of risks as mostly frauds are carried out through new accounts. The Account Opening Form of Banks these days contain various formalities including KYC related formalities which are required to be checked and verified by an authorized officials. It has been observed that Identity and Address proof submitted by fraudsters in the form of PAN Card, Aadhar Card, etc. turn out to be fake during the course of investigation subsequent to committing of the fraud and Charge Sheets has been issued to Clerical Employees too for gross negligence. In order to avoid such situation, it is advisable to refuse to open an account by politely stating that job of Account Opening since it is not listed as duty of Clerical Employee under the Bipartite Settlement.
WHETHER SWO-A AND SWO-B MUST TALLY SIGNATURES WHILE MAKING PAYMENT OF RS. 10,000/ AND 20,000/ RESPECTIVELY?
No. A deeper and closer scrutiny of job profile of various categories of Clerical Employees with regard to "Passing" and comparing the difference in the meaning of such "Passing is Necessary. Unlike Duties of Special Assistants, Head Cashier etc. job of tallying the signature has not been specifically mentioned with the word “Passing” under the Job Profile of SWO-A and SWO-B. Moreover, the word "Passing" used in job profile of SWO does not prefix the word-"Independently" as used in case of Single Window Operator. Thus, it is undoubtedly clear that "passing' in respect of job profile of SWO is not "independent" but dependent on involvement of other Officer for tallying and verifying the signature from the specimen signatures held into the system. As such, the job of SWO while posting the Cheque or Withdrawal form with in his passing power with the menu option "P" is to ensure that Cheque/Withdrawal form bears the correct date, amount in words and figures mentioned on the instrument tally and does not differ, the instrument belong to same account on which it has been drawn and other details such as crossing, order or bearer, endorsements, address proof etc. After verifying such details and making posting with “P” Menu option, the SWO will hand over the Instrument to Officer under whom he is posted for tallying of the Signature and putting instruction on stamp by way of signature as proof of having verified the work of SWO with menu option “V” for making payment of amount mentioned in the instrument. This is how the system of maker and checker has been ensured by not inserting the word "independently" and "passing will include verification of signature" in the job profile of SWO while these words found mention in job profile of Special Assistant and Head Cashier II.
WHAT IS THE CONCEPT OF SINGLE WINDOW:
The single Window Concept got introduced through 9th Bipartite Settlement carrying with it a meaning and purpose. It has been so designed that all types of work of a customer should be carried out on a single counter just like railways without any hassle and customer will not have to visit different counters for a single work. As such sitting arrangement of the Branch is required to be designed in such manner that Officers sit besides the SWOs in close proximity so that job of customers could be performed promptly without any interruption. Perhaps this is the reason that ratio of Officers and Clerk has declined ever since signing of the 9th Bipartite Settlement.
WHETHER HEAD CASHIER MUST RECEIVE AND MAKE PAYMENTS BEYOND THE LIMITSOF SWO?
No, under the 9th Bipartite Settlement, Head Cashier has been made responsible for running of the Cash Department and has also been assigned duties of passing just like special assistant besides other duties. He has to hold bank’s cash-key and/or other valuables in safe custody jointly with an officer, has to meet demands of extra cash by SWO, has to manage sorting of notes, has to ensure that Cash holding of the branch does not exceed the limit. Further, he has to receive balance of Cash at the end of the day and recount the bundles of Cash Receipts from the SWO for the purpose of tallying the Cash of the Branch. The duties of Receipt and Payments, beyond the limit of SWO, is not listed under the job profile of Head Cashier because of this concept of Single Window System. This is the reason, most banks have abolished the system of issuing tokens in as much as that Cash is to paid to the same person who has tendered the instrument across the counter either by SWO or by Officer concerned. As such receipts and payments beyond the limits of the SWO have to be carried out by Officer sitting beside the SWO for successful implementation of Single Window Concept.
WHETHER A SWO/HEAD CASHIER SHOULD VERIFY THE CHEQUE THROUGH UV MACHINE?
No, the UV Machines provided to workmen staff such as SWO/Head Cashier is only for verifying the genuineness of currency notes. It is the duty of passing officer to ensure if the instrument is genuine or fake through UV Machines while verifying and passing the instrument.
WHETHER REFUSING TO MAKE PAYMENT FOR WHATSOEVER REASONS AND RETURNING THE INSTRUMENT TO THE PERSON WHO TENDERED IT ON THE COUNTER FALLS WITH IN THE DUTIES OF SINGLE WINDOW OPERATOR?
No, such duties are not listed in the job profile of Single Window Operators. Branch Managers have been given specific powers to accommodate valuable customers and as such it is sole discretion of the Branch Manager to allow or refuse payment of such instruments which are not found in order by SWO. The concerned SWO must enter such instrument in Refer Register entering full details of the instrument as also the reason for not entering the instrument into the system and must seek instructions of the Branch Manager.
RECEIVING OF LATE CASH & MAKING LATE PAYMENTS BEYOND BANKING HOURS
Book of Instructions of every bank contains instructions with regard to late receiving of the Cash and has spelled out situations when late receipt of the Cash is permitted. These include recoveries in the loan account and Late Cash Challans. Whenever such receipt is tendered, it is advisable to seek proper instructions of the Branch Manager with Signature and Time. If Manager permits such late receipt, proper record must be made in Cash Balance Register. Obviously such late receipt may require sitting beyond working hours and hence exact time of leaving branch must be recorded in the Attendance Register under initial of competent officer for claiming the Overtime for such late sitting.
There are situations when customers have entered into branch premises just before the end of business hours for taking payment or else a customer enters with heavy Cash to be deposited just before the close of business hours. Under these situations, it is obvious that workmen employee will have to sit beyond working hours while the instructions from RBI stipulate that Bank must make payments in such situation. So what workmen employees must do in such situations? The proper course of action is to divert the customer politely towards the Manager for taking instructions on instruments with time. There are instances when Insurance companies have refused to settle the claim for loss sustained by the bank arising out of accidents and hence in order to avoid such unforeseen situation, instructions of the Manager is must because it is the duty of the Branch Manager to facilitate timely balancing of Cash. If Manager permits by putting time on the instrument, perform the job and mark the actual timing of leaving the Branch premises In the attendance register for claiming the Overtime for sitting beyond the working hours because of instructions of Branch Manager to make late payment/late receipt.
My Manager is asking me to deliver cash to customers in his cabin. Is it OK?
No. You are supposed to make payments on your counter only. Workmen making Payment should not leave his counter and cash unattended under any circumstances. The Manager himself can come and collect the cash or send a staff member to collect cash. In later case, take the signature of the person who took cash from you by asking him to sign on the back of the Cheque for having received the cash. Make a note on the Cheque. Ask the Manager to take the second signature of the customer on the back of the Cheque.
The customer is refusing to affix his second signature at the cash counter.
Customer has no choice and Cashier has no discretionary power to waive the rule. Whatever may be the amount involved and status of the customer, second signature has to be obtained at the time of making payment.
Can workmen employees in Clerical Cadre be assigned targets and can duties of recoveries and marketing of bank products be assigned on them?
The job profile of workmen employees in Clerical Cadre does not include such duties as such targets can’t be fixed and duties of recoveries and marketing of bank products cannot be assigned on workmen employees of the bank. If an Office Order is issued for such job, just sign the Office Order first and later submit a representation stating that Orders given vide Office Order are neither lawful nor reasonable being outside the nature and scope of duties of clerical cadre provided under the Bipartite Settlement and hence Office Order requires review and fresh instructions in accordance with the mandatory provisions of Bipartite Settlement.
SHOULD WORKMEN EMPLOYEES FILL UP THE LOANS AND ADVANCES RELATED DOCUMENTS AND SHOULD THEY REVIEW LOANS AND ADVANCES ACCOUNTS?
No such duties fall outside the nature and scope of duties of workmen employees provided under the Bipartite Settlement.
CAN WORKMEN EMPLOYEES IN CLERICAL CADRE KEEP LOOSE LEAF CHEQUE BOOK AND ISSUE THE SAME?
No. Loose leaf has to be given only by the Manager or any other persons identified by him. The account number has to be written on the LL and Manager has to affix his signature on the face of the Cheque.
Should SWO keep the DD books, Cheque books, ATM cards, etc?
Stationery required for the day only should be kept by the clerks only if there is proper lock and key. Cheque books and ATM cards have to be delivered by Officer on proper identification. Clerks can assist an officer to arrange or identify in presence of an officer.
How long, branch should hold return Cheques?
Returned Cheques have to be sent to customer by registered post (not through private courier) immediately. Any delay may cause damage to the customers’ interest and bank would be exposed to litigation.
Can workmen Lodge complaint of the Branch Manager before the Higher Authorities of the Bank.
Para 517 authorizes and empowers a workman to file complaint of the Branch Manager relating to unfair treatment/wrongful exaction on the part of the Manager and makes it mandatory for the management to investigate the complaint by fixing date, time and place for such investigation. The provisions also provide assistance of Union Representative during the course of such investigation.
If the complaint relates to corruption or other types of working against the interest of the bank, it is advisable to use Whistle Blower Option and directly complain to higher authorities and Chief Vigilance Officer of the Bank.
What is movement register? What is its importance?
The movement register is meant for recording the details of the employee who is assigned a duty which involve going out of the branch during office hours with purpose of such outdoor duties. These details must be invariably filled up before moving out of the Branch as a measure of safeguard against possible accidents to the detriment and disadvantage of the workman concerned as also to get insurance cover.
Manager is asking me to debit the account without Cheque. Is it OK?
Don't oblige if there is no written communication from the customer. Don't prepare any vouchers. If a properly signed voucher comes to you for posting, make a note on the back of the debit voucher.
CAN MANAGER ENTRUST SPECIAL ALLOWANCE CARRYING DUTIES OF HEAD CASHIER AGAINST MY CONSENT?
No, the relationship of a workman with bank is contractual one which is determined by service contract executed at the time of joining the Bank. As per such contract, consent of the workman is required for discharge of certain additional duties requiring greater skill and responsibilities over and above the duties of the post for which he has been recruited. It is for this reason that bank wise settlements have been entered into by the Unions for entrustment of special pay carrying posts such as SWO-B, Head Cashier, and Special Assistants etc either in stop gap arrangements or on a permanent basis. These Settlements also provide for consent of the workman concerned. Thus, if a Branch Manager asks to perform such special pay carrying duties requiring greater risk and responsibility against the will of the workman concerned, the Branch Manager must be asked to issue specific office order and if issues such Office Order, duties must be performed albeit under protest and subsequently protest must be filed for issuance of unlawful Office Order contrary to service conditions.
MY WORK IS UNFINISHED AT THE CLOSE OF WORKING HOURS-WHAT SHOULD I DO?
Provisions of Awards and Settlements Provide that work entrusted must be complete in all respect only then employee must leave the branch premises. Banks are constantly reducing the number of Clerical Employees as such pressure of work is mounting on them. Clerical Employees are forced to sit beyond working hours without payment of Overtime in utter disregard of the mandatory provisions of Bipartite Settlement. It is high time now to deal with such situation in such a prudent manner which ensures protection from being charged for disobedience of lawful and reasonable instructions or leaving the branch without completing the day's work.
I have been repeatedly drawing the attention of both Officers and workman on the instructions of the bank which require written permission from Branch Manager for remaining in the branch premises after working hours. It is really strange that both Officers and Workmen are violating the Bank's instructions and exposing them to enormous risk of being charged for connivance in case any untoward accident happens in the branch premises after working hours. If you have not been able to finish the work in spite of making best possible efforts and working efficiently and effectively, you must inform the Manager about the pendency of the work and must seek his specific written permission for remaining in the branch premises beyond working hours for finishing the pending work. If Manager gives you permission, finish the work and mark your time of leaving the branch in attendance register along initials of competent official on such timing and claim the Overtime. If Manager does not permit, then leave the work unfinished. An unusual situation arises when Branch Managers refused to receive requests for permitting late sitting to complete the pending work. Under such situation, email your request on the official email id of the branch with the remark-"refused to accept" and also send it on whatsapp of the Branch Manager.
The Branch Managers and Officers must also realize that unless and until staff strength of the Branches are assessed in an objective manner through use of scientific methods, there is every possibility of poor relations at the branch. We all spent as much time together in the branch, we do not spent with our family members. Thus there must be family like atmosphere at branches of helping each other. Such mutual cooperation must not be at the cost of violating provisions relating to hours of work and overtime. If a workmen is seeking permission to sit late, inform the situation to controlling office and seek their instructions and act accordingly. Managers must frequently write to controlling office about the shortage of staff and its impact on working of the branch in the form of poor customer service or pendency of the work and keep demanding extra staff no matter authorities pay attention or not. Why to destroy your inter personal relationship by use of your official position and power in exerting pressure on workmen employees?
These answers must be taken in right earnest. These are based on provisions made in Bipartite Settlement and their interpretation by me. These are not meant for creating Cadre Conflict between Workmen and Officer Cadre. Difference of opinion are bound to be there in view of prevailing past practices which were in operation before the signing of 9th Bipartite Settlement. Such difference of opinion are highly welcomed provided they are based on logic and reasoning.
Views and comments are invited from bank employees for the purpose of adding all such issues which keep confronting in day to day working. At this moment there is fear psychosis prevailing everywhere. Knowledge is the only tool which can counter such fear psychosis. Let all Seniors must devote their time and energies in imparting knowledge to young bank employees with a view to create an enabling atmosphere for strengthening of Trade Union Movement once again which has lost its glory and charm at present.
Day in and Day out, I receive frequent queries from workmen clerical employees on various duties which are entrusted upon them. These queries assume greater significance in view of unscientific, irrational, unilateral and subjective staff strength assessment mechanism of the banks which has resulted in imbalance between quantum of work load in the branch and staff provided to undertake such work. The productivity per employee in banks has reached to alarming high level converting the men into machines. The Branch Managers who have been provided lesser staff strength than required have no choice but to exert pressure on workmen clerical employees to complete the work. These workmen clerical employees with no knowledge about their duties have to undergo lot of tensions on entrustment of such duties. It is high time that these employees become aware of their duties and resort to protest against such duties which they are not required to perform under the terms of the Bipartite Settlement. Before understanding such duties, it is essential to understand basic principles:
A Clerk is one who performs his duties, manually or online, under the close control, supervision and guidance of the Officers under whom they are posted. Their job is to assist Officers in carrying out various jobs of the bank and their work does not involve any risk and responsibility. No work performed by any clerical employees assumes any monetary value unless and until same is checked and verified by an Officer. Under CBS System, the concept of maker and checker or Four Eyes concept is a prerequisite i.e. all jobs must invariably be entered, checked and verified by two employees.
WHAT ARE THE DUTIES OF VARIOUS CATEGORIES OF CLERICAL EMPLOYEES?
The 9th Bipartite Settlement brought about the radical changes in the traditional duties which were henceforth was performed by Clerical Employees in the Banking Industry abolishing various posts and creating new posts in Clerical Cadre. Annexure III of the Bipartite Settlement dated 27.04.2010, contains both i.e. duties which shall inter alia form part of the normal duties of the clerical cadre and for performance of those duties no special pay shall be payable and job profile of special pay carrying duties of various posts in clerical cadre. These duties must be borne in mind. A copy of such duties is reproduced for ready reference, perusal and understanding.
The following duties shall form part of the normal duties of the clerical cadre and for the performance of which no special pay shall be payable.
(a) Acknowledgments of inward mail received.
(b) Receipt of cheques, drafts, dividend warrants, pay orders and other like instruments other than bills and giving acknowledgment in the counterfoil.
(c) Delivery of cheque books subject to authorisation by competent authority.
(d) Issue cash receipt.
(e) Issue of ESI stamps wherever applicable or may become applicable.
(f) Recounting of currency notes by cash department staff.
(g) Ensuring the proper contents in covers and envelopes including registered ones before dispatch.
All clerks shall also perform all duties and functions of their cadre, either online or manually, which does not involve any passing or supervisory function of an officer of the bank. The clerk will wherever and whenever required, function as a Single Window Operator and perform the following duties duties:
a. Passing and cash payment of all cheques/withdrawal forms/banker’s cheques/ gift cheques/ etc. upto and including Rs. 10,000/-.
b. Passing independently clearing and transfer cheques, vouchers, etc. (whether credits or debits) upto and including Rs. 15,000/-
c. Receipt of cash and issuance of pre-signed drafts/ gift cheques/ travelers cheques/ pay orders/ bank orders, etc. upto and including Rs. 15,000/-.
DUTIES OF SINGLE WINDOW OPERATOR - B (SWO-B)
In addition to the duties of SWO-A as stated above, the duties of Single Window Operator - B will include:
a. Passing and cash payment of all cheques/ withdrawal forms/ bankers’ cheques/ gift cheques, etc. up to and including Rs. 20,000/-.
b. Passing independently clearing and transfer cheques, vouchers, etc. (whether credits or debits) up to and including Rs. 25,000/-.
c. Receipts of cash and issuance of pre-signed drafts/ gift cheques/ travellers’ cheques/ pay order/ bank orders, etc. upto and including Rs. 25,000/-.
DUTIES OF HEAD CASHIER II (HC-II)
In addition to the duties of clerical cadre, the duties of HC-II will involve holding bank’s cash, key and/or other valuables in safe custody jointly with an officer and being accountable for them and being responsible for the running of the cash department:
1. Opinion Compilation;
2. Verification of vernacular signatures/endorsements;
3. Countersigning cheques and/or drafts (on selves or correspondence), payment orders, deposit reaccepts, etc.
4. Attending to Government Treasury work;
5. Discharging/endorsing bills, cheques, etc.;
6. Being in charge of clearing and godown departments, etc.;
7. Passing independently clearing and transfer cheques, vouchers, etc. (whether credits or debits) upto and including Rs. 50,000/- and cash vouchers up to Rs. 50,000/- jointly with an authorized person.
DUTIES OF SPECIAL ASSISTANTS (SA)
The duties of Special Assistants will be accountable and responsible for running of the department/section under them and their duties will involve looking after and checking the work of other clerk or clerks and substaff and will include:
1. Passing independently, manually or online, cash instruments up to Rs. 35,000/- and clearing and transfer cheques, vouchers etc., (whether credits or debits) up to and including Rs. 1,50,000/-. Passing will include verification of signatures and scrutiny as to the correctness of endorsement on and other particulars of such instruments. There shall be no limits for verification of signatures, passing authenticated credit vouchers/ entries and verifying authenticated vouchers in the ledgers, books,computer print-outs etc.
2. Accept, verify and post cash/ transfer/clearing cheques and other instruments, as the case may be, in appropriate of accounts/ ledgers, either manually or online and give due acknowledgements.
3. Signing vouchers, checks, drafts, mail transfers, pay orders, advices such as non payment advices, inter branch fate calling advices, bill schedules, demand notices, statement certificates etc.,
4. Checking all vouchers, advices, statements, cheques, drafts etc., bill and books of accounts including current savings and other ledgers, cash, postal and revenue stamps, franking machine balances,exchange, discount, brokerage calculations and initialing by way of authenticating them for accuracy/correctness;
5. Checking, manually or online, current, savings and other accounts.
6. Checking the coding and decoding of telegram (Excluding cheque symbols or ciphers)
7. Discharging, endorsing cheques, bills, etc,
8. Perform when required in a computerized set up, system control functions either jointly with an officer and independently, upon specific authorization in this regards;
9. Briefly explain, the features so bank’s various products and services to customers, to reply their queries and to refer interested to appropriate personnel.
10. Inspecting godown (only in banks where such work is already done by the workman)
For the purpose of efficient and effective functioning of the section or department the special assistant shall ensure that all acts, things and steps necessary therefore are taken by himself or by the clerks placed under him and shall ensure that, wherever necessary:
a. Reminders are sent on time and follow up
b. Pass sheets/books are filled up and issued promptly
c. Deposits are renewed on due dates or reminders sent to the parties
d. Standing instructions are complied with
e. Bills are accepted and due dates diarised/advised and followed up
f. Interest, commissions and service charges are collected
g. Proceeds of bills are received or remitted promptly;
h. Confirmation of balance of accounts of the customers and its follow up.
i. All securities relating to the department/section of which the special assistant is in charge are secured
and/or kept in proper custody and properly handed to authorized person at the close of the day.
j. Balances promptly taken, tallied and reported and followed up and also returns submitted;
k. Advices and/or duplicate advices/summaries are issued/responded promptly, whenever called for;
l. Checking the proper recording of entries and all relevant particulars in th regard to accounts opened under due authorization.
Now based on these duties, I have complied frequently asked questions which have been asked and my views in the form of answers.
WHETHER SWO CAN OPEN ACCOUNTS?
Opening of an Account is not listed either as normal Clerical Duty or as Duty of a Special Pay Carrying post in Clerical Cadre. Opening a new account is full of risks as mostly frauds are carried out through new accounts. The Account Opening Form of Banks these days contain various formalities including KYC related formalities which are required to be checked and verified by an authorized officials. It has been observed that Identity and Address proof submitted by fraudsters in the form of PAN Card, Aadhar Card, etc. turn out to be fake during the course of investigation subsequent to committing of the fraud and Charge Sheets has been issued to Clerical Employees too for gross negligence. In order to avoid such situation, it is advisable to refuse to open an account by politely stating that job of Account Opening since it is not listed as duty of Clerical Employee under the Bipartite Settlement.
WHETHER SWO-A AND SWO-B MUST TALLY SIGNATURES WHILE MAKING PAYMENT OF RS. 10,000/ AND 20,000/ RESPECTIVELY?
No. A deeper and closer scrutiny of job profile of various categories of Clerical Employees with regard to "Passing" and comparing the difference in the meaning of such "Passing is Necessary. Unlike Duties of Special Assistants, Head Cashier etc. job of tallying the signature has not been specifically mentioned with the word “Passing” under the Job Profile of SWO-A and SWO-B. Moreover, the word "Passing" used in job profile of SWO does not prefix the word-"Independently" as used in case of Single Window Operator. Thus, it is undoubtedly clear that "passing' in respect of job profile of SWO is not "independent" but dependent on involvement of other Officer for tallying and verifying the signature from the specimen signatures held into the system. As such, the job of SWO while posting the Cheque or Withdrawal form with in his passing power with the menu option "P" is to ensure that Cheque/Withdrawal form bears the correct date, amount in words and figures mentioned on the instrument tally and does not differ, the instrument belong to same account on which it has been drawn and other details such as crossing, order or bearer, endorsements, address proof etc. After verifying such details and making posting with “P” Menu option, the SWO will hand over the Instrument to Officer under whom he is posted for tallying of the Signature and putting instruction on stamp by way of signature as proof of having verified the work of SWO with menu option “V” for making payment of amount mentioned in the instrument. This is how the system of maker and checker has been ensured by not inserting the word "independently" and "passing will include verification of signature" in the job profile of SWO while these words found mention in job profile of Special Assistant and Head Cashier II.
WHAT IS THE CONCEPT OF SINGLE WINDOW:
The single Window Concept got introduced through 9th Bipartite Settlement carrying with it a meaning and purpose. It has been so designed that all types of work of a customer should be carried out on a single counter just like railways without any hassle and customer will not have to visit different counters for a single work. As such sitting arrangement of the Branch is required to be designed in such manner that Officers sit besides the SWOs in close proximity so that job of customers could be performed promptly without any interruption. Perhaps this is the reason that ratio of Officers and Clerk has declined ever since signing of the 9th Bipartite Settlement.
WHETHER HEAD CASHIER MUST RECEIVE AND MAKE PAYMENTS BEYOND THE LIMITSOF SWO?
No, under the 9th Bipartite Settlement, Head Cashier has been made responsible for running of the Cash Department and has also been assigned duties of passing just like special assistant besides other duties. He has to hold bank’s cash-key and/or other valuables in safe custody jointly with an officer, has to meet demands of extra cash by SWO, has to manage sorting of notes, has to ensure that Cash holding of the branch does not exceed the limit. Further, he has to receive balance of Cash at the end of the day and recount the bundles of Cash Receipts from the SWO for the purpose of tallying the Cash of the Branch. The duties of Receipt and Payments, beyond the limit of SWO, is not listed under the job profile of Head Cashier because of this concept of Single Window System. This is the reason, most banks have abolished the system of issuing tokens in as much as that Cash is to paid to the same person who has tendered the instrument across the counter either by SWO or by Officer concerned. As such receipts and payments beyond the limits of the SWO have to be carried out by Officer sitting beside the SWO for successful implementation of Single Window Concept.
WHETHER A SWO/HEAD CASHIER SHOULD VERIFY THE CHEQUE THROUGH UV MACHINE?
No, the UV Machines provided to workmen staff such as SWO/Head Cashier is only for verifying the genuineness of currency notes. It is the duty of passing officer to ensure if the instrument is genuine or fake through UV Machines while verifying and passing the instrument.
WHETHER REFUSING TO MAKE PAYMENT FOR WHATSOEVER REASONS AND RETURNING THE INSTRUMENT TO THE PERSON WHO TENDERED IT ON THE COUNTER FALLS WITH IN THE DUTIES OF SINGLE WINDOW OPERATOR?
No, such duties are not listed in the job profile of Single Window Operators. Branch Managers have been given specific powers to accommodate valuable customers and as such it is sole discretion of the Branch Manager to allow or refuse payment of such instruments which are not found in order by SWO. The concerned SWO must enter such instrument in Refer Register entering full details of the instrument as also the reason for not entering the instrument into the system and must seek instructions of the Branch Manager.
RECEIVING OF LATE CASH & MAKING LATE PAYMENTS BEYOND BANKING HOURS
Book of Instructions of every bank contains instructions with regard to late receiving of the Cash and has spelled out situations when late receipt of the Cash is permitted. These include recoveries in the loan account and Late Cash Challans. Whenever such receipt is tendered, it is advisable to seek proper instructions of the Branch Manager with Signature and Time. If Manager permits such late receipt, proper record must be made in Cash Balance Register. Obviously such late receipt may require sitting beyond working hours and hence exact time of leaving branch must be recorded in the Attendance Register under initial of competent officer for claiming the Overtime for such late sitting.
There are situations when customers have entered into branch premises just before the end of business hours for taking payment or else a customer enters with heavy Cash to be deposited just before the close of business hours. Under these situations, it is obvious that workmen employee will have to sit beyond working hours while the instructions from RBI stipulate that Bank must make payments in such situation. So what workmen employees must do in such situations? The proper course of action is to divert the customer politely towards the Manager for taking instructions on instruments with time. There are instances when Insurance companies have refused to settle the claim for loss sustained by the bank arising out of accidents and hence in order to avoid such unforeseen situation, instructions of the Manager is must because it is the duty of the Branch Manager to facilitate timely balancing of Cash. If Manager permits by putting time on the instrument, perform the job and mark the actual timing of leaving the Branch premises In the attendance register for claiming the Overtime for sitting beyond the working hours because of instructions of Branch Manager to make late payment/late receipt.
My Manager is asking me to deliver cash to customers in his cabin. Is it OK?
No. You are supposed to make payments on your counter only. Workmen making Payment should not leave his counter and cash unattended under any circumstances. The Manager himself can come and collect the cash or send a staff member to collect cash. In later case, take the signature of the person who took cash from you by asking him to sign on the back of the Cheque for having received the cash. Make a note on the Cheque. Ask the Manager to take the second signature of the customer on the back of the Cheque.
The customer is refusing to affix his second signature at the cash counter.
Customer has no choice and Cashier has no discretionary power to waive the rule. Whatever may be the amount involved and status of the customer, second signature has to be obtained at the time of making payment.
Can workmen employees in Clerical Cadre be assigned targets and can duties of recoveries and marketing of bank products be assigned on them?
The job profile of workmen employees in Clerical Cadre does not include such duties as such targets can’t be fixed and duties of recoveries and marketing of bank products cannot be assigned on workmen employees of the bank. If an Office Order is issued for such job, just sign the Office Order first and later submit a representation stating that Orders given vide Office Order are neither lawful nor reasonable being outside the nature and scope of duties of clerical cadre provided under the Bipartite Settlement and hence Office Order requires review and fresh instructions in accordance with the mandatory provisions of Bipartite Settlement.
SHOULD WORKMEN EMPLOYEES FILL UP THE LOANS AND ADVANCES RELATED DOCUMENTS AND SHOULD THEY REVIEW LOANS AND ADVANCES ACCOUNTS?
No such duties fall outside the nature and scope of duties of workmen employees provided under the Bipartite Settlement.
CAN WORKMEN EMPLOYEES IN CLERICAL CADRE KEEP LOOSE LEAF CHEQUE BOOK AND ISSUE THE SAME?
No. Loose leaf has to be given only by the Manager or any other persons identified by him. The account number has to be written on the LL and Manager has to affix his signature on the face of the Cheque.
Should SWO keep the DD books, Cheque books, ATM cards, etc?
Stationery required for the day only should be kept by the clerks only if there is proper lock and key. Cheque books and ATM cards have to be delivered by Officer on proper identification. Clerks can assist an officer to arrange or identify in presence of an officer.
How long, branch should hold return Cheques?
Returned Cheques have to be sent to customer by registered post (not through private courier) immediately. Any delay may cause damage to the customers’ interest and bank would be exposed to litigation.
Can workmen Lodge complaint of the Branch Manager before the Higher Authorities of the Bank.
Para 517 authorizes and empowers a workman to file complaint of the Branch Manager relating to unfair treatment/wrongful exaction on the part of the Manager and makes it mandatory for the management to investigate the complaint by fixing date, time and place for such investigation. The provisions also provide assistance of Union Representative during the course of such investigation.
If the complaint relates to corruption or other types of working against the interest of the bank, it is advisable to use Whistle Blower Option and directly complain to higher authorities and Chief Vigilance Officer of the Bank.
What is movement register? What is its importance?
The movement register is meant for recording the details of the employee who is assigned a duty which involve going out of the branch during office hours with purpose of such outdoor duties. These details must be invariably filled up before moving out of the Branch as a measure of safeguard against possible accidents to the detriment and disadvantage of the workman concerned as also to get insurance cover.
Manager is asking me to debit the account without Cheque. Is it OK?
Don't oblige if there is no written communication from the customer. Don't prepare any vouchers. If a properly signed voucher comes to you for posting, make a note on the back of the debit voucher.
CAN MANAGER ENTRUST SPECIAL ALLOWANCE CARRYING DUTIES OF HEAD CASHIER AGAINST MY CONSENT?
No, the relationship of a workman with bank is contractual one which is determined by service contract executed at the time of joining the Bank. As per such contract, consent of the workman is required for discharge of certain additional duties requiring greater skill and responsibilities over and above the duties of the post for which he has been recruited. It is for this reason that bank wise settlements have been entered into by the Unions for entrustment of special pay carrying posts such as SWO-B, Head Cashier, and Special Assistants etc either in stop gap arrangements or on a permanent basis. These Settlements also provide for consent of the workman concerned. Thus, if a Branch Manager asks to perform such special pay carrying duties requiring greater risk and responsibility against the will of the workman concerned, the Branch Manager must be asked to issue specific office order and if issues such Office Order, duties must be performed albeit under protest and subsequently protest must be filed for issuance of unlawful Office Order contrary to service conditions.
MY WORK IS UNFINISHED AT THE CLOSE OF WORKING HOURS-WHAT SHOULD I DO?
Provisions of Awards and Settlements Provide that work entrusted must be complete in all respect only then employee must leave the branch premises. Banks are constantly reducing the number of Clerical Employees as such pressure of work is mounting on them. Clerical Employees are forced to sit beyond working hours without payment of Overtime in utter disregard of the mandatory provisions of Bipartite Settlement. It is high time now to deal with such situation in such a prudent manner which ensures protection from being charged for disobedience of lawful and reasonable instructions or leaving the branch without completing the day's work.
I have been repeatedly drawing the attention of both Officers and workman on the instructions of the bank which require written permission from Branch Manager for remaining in the branch premises after working hours. It is really strange that both Officers and Workmen are violating the Bank's instructions and exposing them to enormous risk of being charged for connivance in case any untoward accident happens in the branch premises after working hours. If you have not been able to finish the work in spite of making best possible efforts and working efficiently and effectively, you must inform the Manager about the pendency of the work and must seek his specific written permission for remaining in the branch premises beyond working hours for finishing the pending work. If Manager gives you permission, finish the work and mark your time of leaving the branch in attendance register along initials of competent official on such timing and claim the Overtime. If Manager does not permit, then leave the work unfinished. An unusual situation arises when Branch Managers refused to receive requests for permitting late sitting to complete the pending work. Under such situation, email your request on the official email id of the branch with the remark-"refused to accept" and also send it on whatsapp of the Branch Manager.
The Branch Managers and Officers must also realize that unless and until staff strength of the Branches are assessed in an objective manner through use of scientific methods, there is every possibility of poor relations at the branch. We all spent as much time together in the branch, we do not spent with our family members. Thus there must be family like atmosphere at branches of helping each other. Such mutual cooperation must not be at the cost of violating provisions relating to hours of work and overtime. If a workmen is seeking permission to sit late, inform the situation to controlling office and seek their instructions and act accordingly. Managers must frequently write to controlling office about the shortage of staff and its impact on working of the branch in the form of poor customer service or pendency of the work and keep demanding extra staff no matter authorities pay attention or not. Why to destroy your inter personal relationship by use of your official position and power in exerting pressure on workmen employees?
These answers must be taken in right earnest. These are based on provisions made in Bipartite Settlement and their interpretation by me. These are not meant for creating Cadre Conflict between Workmen and Officer Cadre. Difference of opinion are bound to be there in view of prevailing past practices which were in operation before the signing of 9th Bipartite Settlement. Such difference of opinion are highly welcomed provided they are based on logic and reasoning.
Views and comments are invited from bank employees for the purpose of adding all such issues which keep confronting in day to day working. At this moment there is fear psychosis prevailing everywhere. Knowledge is the only tool which can counter such fear psychosis. Let all Seniors must devote their time and energies in imparting knowledge to young bank employees with a view to create an enabling atmosphere for strengthening of Trade Union Movement once again which has lost its glory and charm at present.
