278-A-286] STOCK 39 NOTE 1.—If articles of stock other than those named in the list of such articles are required for use in a office, mail office or section, a requisition should be sent to the Superintendent. NOTE 2.—In the case of a first class head office the indenting and counter articles are required for use in a record office, mail office or section, a requisition should be sent to the Superintendent. 2. After the article indented for has been supplied, the Stores Depot will send the certificate of credit received with the indent to the Superintendent by whom the accounts of the head office issuing the certificate are verified and in the case of certificate of credit issued by the head office at the Headquarters of the circle, to the Head of the Circle. Countersignature of emergent indents 279. Indents prepared by first class postmasters do not require countersignature, and should be forwarded direct to the Depot. Indents prepared by other officer should be forwarded to the next higher authority for countersignature. 280. In the case of a mail line, the indent should be forwarded by the postmaster of the principal terminal office, whether it is a first class head office or not, to the Superintendent in charge of the line for countersignature. Requisition for article procured locally 281. Every article of stock must be obtained from or through the Depot. If an article of stock which can be procured locally [as in the case of furniture, e.g., tables, stools, etc., of local manufacture, fragile articles, such as lamps, lanterns, etc., and their appurtenances (chimneys, globes, etc.)] is required for the use of an office, the officer in charge should apply by letter to the next higher authority for sanction to the expenditure if the same is beyond his powers of sanction. The local purchase may be made or recommended provided that in respect of articles which are manufactured in the Postal Workshop the local rates for articles of similar size and make do not exceed the rates (plus cost or transit) of the Postal Workshop, which can be ascertained by reference to the Depot. Supply of articles in compliance with indents 282. Articles of stock indented for, the supply of which has been sanctioned by the Head of the Circle, will be received direct from the Depot, with an invoice (Form S.K.-3) containing a description of the articles. The invoice should be prepared in triplicate by means of carbonic paper, but two copies should be sent by the Depot to the indenting office. The invoice should be checked with the articles by the indenting officer, who should then sign both copies and file the third copy of it in the order of its Serial No. in the bundle of invoices for articles of stock received from the Depot. The required entries should be made in the stock book, the No. of the page allotted being noted against each article in the last column of the invoice. 283. The duplicate copy of the invoice (Form S. K.-3) should be duly receipted by the indenting officer and returned to the Depot. NOTE.—When articles of stock despatched by rail or steamer have to be forwarded by road from a railway or steamer station to the office of destination and mazdoors or carts engaged for the purpose, the cost of conveyance should be paid by indenting officer of the office of destination and charged at once in the accounts as contingent expenditure, in anticipation of the sanction of the higher authority which should be applied for at once. Discrepancies in invoices 284. It there is any discrepancy between the number or description of the articles of stock or stationery entered in an invoice and the number or description of the articles actually received, the indenting officer should make a note of it on the invoice and report the matter to the despatching officer. If, however, this does not result in a proper adjustment of stock, a report should be made to the supervising officer to whom the receiving office is subordinate. Numbering of invoices 285. Invoices for articles or stock issued by the Depot to indenting offices will be consecutively numbered in an annual series commencing with No. 1 from the 1st of April in each year. Officers receiving such invoices should observe that the Numbers are in an unbroken series. NOTE.—With a view to enable each indenting office to verify that all the invoices for the year have been received, a service postcard will be sent to it by the Depot on the 31st March of each year bearing the closing No. of the annual series, if no invoice is issued on that date. Schedule of Forms 286. The Head of the Circle must prescribe the two six monthly periods for which forms are to be supplied to each offices in the circle. For this purpose, as many different six monthly periods as possible should be fixed and matters 286-291] STOCK 40 should be so arranged that the Stock Depots/Store Depots will not be called upon to supply forms to any office during the month in which it has to count its stock and prepare its own requisitions. These periods should be distributed according to groups of offices—each group consisting of a number of head offices and all their subordinate offices, or of record offices, as the case may be—and not according to divisional groups. 287. A Master Schedule in the prescribed form will be supplied to the undermentioned offices by the officers noted against each :— (1) First Class Head Post Offices (Form SK-4) (2) (3) Supdts. Offices (P.O. & R.M.S.) [Form SK-5and SK-5 (R)] Postal Training Centres } Head of Circles (4) Second Class Head Post Offices (Form SK-4) (5) Sub-Post Offices [Form SK-4 (S)] Supdts. } Offices of Post (6) Record Offices [Form SK-5 (R)] } Supdt., R.M.S. The Schedule will show the description, the average rate of consumption and the total number of copies of each of the different kinds of forms and labels required for use during a period of six months. The total number of copies of each form shown in the Schedule will be the number required for actual use plus a margin, on account of wastage of 2 per cent in case of forms for departmental use only, or of 10 per cent in the case of those for use by the public. Heads of circles may, in the case of selected big offices, increase the margin on account of wastage up to 15 per cent in respect of certain forms for use by the public e.g. Inland and Foreign Message Forms. NOTE 1.— Schedules supplied to the Superintendents’ Offices will include the requirements of Inspectors under their control, those supplied to head and sub-offices will include the requirements to branch offices in direct account with them and those supplied to record offices will include the requirements of the sections attached to them. 288. A copy of the Master Schedule of Forms will be supplied to the Stores/Stock Depot concerned for its guidance in supplying forms or in checking the indents and another copy should be kept on record in the office of the officer who will supply the Master Schedule. The Master Schedule, subject to such alterations may be required from time to time, will be an authorisation for the offices to obtain supply of forms to the extent specified in it direct from the Postal Stores Depots/Postal Stock Depot concerned. Figures in the Master Schedule of Forms must, therefore, be compiled with the utmost care. No alteration will be made in the Master Schedule without the previous sanction of the officer by whom it was supplied. Whenever any alteration is ordered, it will be shown at once in the copy of the Master Schedule on record in the office of the officer who supplied the Master Schedule and will at the same time be communicated to the Stores Depot/Stock Depot and to the office concerned, with instructions that their copies of the Master Schedule should be corrected accordingly. The office concerned will correct its copy of the Master Schedule neatly in red ink over the initials of the officer incharge of the office. At the time of inspection of an office, the number of forms of each class in stock will be verified and after the requirements of the office are ascertained a note will be made in the inspection remarks suggesting suitable changes in the quantity of forms authorised in the Master Schedule. This will enable the controlling officer to modify the figures in the Master Schedule, if necessary. The Master Schedule of Forms will, however, be thoroughly reviewed after every 5 years and the changes ordered during the intervening period will be incorporated, and the revised Master Schedule of Forms will be supplied to each office. 289. An indent in Form SK-85 will be placed direct on the supplying agency in all cases, where there is no variation in the demand from the authorised supply or the variation is within 10 per cent of the prescribed limit. The indent should be prepared in duplicate and signed by the incharge of the office, with a certificate to the effect that the indent has been prepared according to the authorised supply, as prescribed in the Master Schedule fixed for the office, and also taking into account the stock in hand. For additional requirement of forms, the offices should prepare indent in the prescribed form and give justifi- cation for increase of demand in the remarks column, and submit it to the Controlling Officer, who after examining the justification for increase in demand countersign the Supplementary Indent and pass it on to the supplying agency for effecting supply. 290. The date of commencement of each of the two six monthly periods fixed for an office will be noted on the front cover of the Master Schedule of Forms supplied to it and the six monthly supply from the Stock/Stores Depot will be received by the office according to the indent submitted by it in full by the date of supply as laid down in Rule 293. 291. Six weeks before the date fixed for the supply of forms for each six monthly period, the officer incharge of the office must personally examine the stock of forms. This examination by the officer-in-charge of the office is of paramount importance. 291-292] STOCK 41 During the last week of March every year the Superintendent of the Postal Stores Depot, including those at Kolkata, Aligarh, Nashik, Delhi and Jammu & Kashmir, should carry out detailed physical verification of every item of stock and froms alongwith his Inspection, and the verified balances of the articles of stock and forms should be brought forward in the new stock registers on the 1st of April every year. During this period of stock verification, the supplies to various offices will remain suspended. Distribution of Forms 292. The Postal Stores Forms and Seals, Aligarh and Regional Forms Depots at Nashik, Bhubaneshwar, Thrissur and Kolkata will supply forms in bulk to other Postal Stores/Stock Depots as per the following distribution. In addition these five depots will also supply forms in retail to the post offices located in the Circles in which these Depots are located except those mentioned in the notes below this rule. Where there are more than one Postal Stores/Stock Depots in any Circle, the allotment of Post offices for the purpose of getting supplies of forms/articles of stock from these Postal Stores/Stock Depots shall be made by the Heads of Circles concerned. Sl. No. Name of the Postal Stores/Stock Depots Bulk supplies to be made by 1. Postal Stores Depot, Delhi RFD, Aligarh 2. Postal Stores Depot, Jammu Tawi Do. 3. Postal Stores Depot, Ambala Do. 4. Postal Stores Depot, Shimla Do. 5. Postal Stores Depot, Ludhiana Do. 6. Postal Stores Depot, Ajmer Do. 7. Postal Stores Depot, Jodhpur Do. 8. Postal Stores Depot, Jaipur Do. 9. Postal Stores Form and Seals,Aligarh Do. 10. Postal Stores Depot, Lucknow Do. 11. Postal Stores Depot, Saharanpur Do. 12. Postal Stores Depot, Varanasi Do. 13. Postal Stores Depot, Bareilly Do. 14. Postal Stores Depot, Ahmedabad RFD, Nashik 15. Postal Stores Depot, Rajkot Do. 16. Postal Stores Depot, Vadodara Do. 17. Postal Stores Depot, Bangalore Do. 18. Postal Stores Depot, Hubli Do. 19. Postal Stores Depot, Arsikere Do. 20. Postal Stores Depot, Mumbai Do. 21. Postal Stores Depot, Nagpur Do. 22. Postal Stores Depot, Nashik Do. 23. Postal Stores Depot, Kolhapur Do. 24. Postal Stores Depot, Bhopal Do. 25. Postal Stores Depot, Raipur Do. 26. Postal Stores Depot, Hyderabad RFD, Bhubaneshwar 27. Postal Stores Depot, Vijayawada Do. 28. Postal Stores Depot, Guntakal Do. 29. Postal Stores Depot, Rajahmundry Do. 30. Postal Stores Depot, Patna Do. 31. Postal Stores Depot, Muzaffarpur Do. 32. Postal Stores Depot, Ranchi Do 33. Postal Stores Depot, Bhubaneshwar Do. 34. Postal Stores Depot, Sambalpur Do. 35. Postal Stores Depot, Thrissur RFD, Thrissur 36. Postal Stores Depot, Thiruvananthapuram Do. 37. Postal Stores Depot, Kozekode Do. 38. Postal Stores Depot, Chennai Do. 39. Postal Stores Depot, Trichy Do. 40. Postal Stores Depot, Tirunelveli Do. 41. Postal Stores Depot, Madurai Do. 42. Postal Stores Depot, Coimbatore Do. 43. Postal Stores Depot, Kolkata RFD, Kolkata 44. Postal Stores Depot, Siliguri Do. 45. Postal Stores Depot, Guwahati Do. 46. Postal Stores Depot, Silchar Do. NOTE 1.—Postal Stores Forms & Seals, Aligarh will make retail supply of forms to all the offices in U.P. Circle and articles of stock will be supplied by Postal Stores Depot, Lucknow.
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