OFFICE OF THE DIRECTORATE OF ACCOUNTS

PAKISTAN POST OFFICE DEPARTMENT, LAHORE-54550

No PA .II/Turbat GPO/OS/ Dated: - -20

To
The Senior Postmaster,
Turbat GPO.

Sub: - OBSERVATION STATEMENT OF TURBAT GPO FOR THE MONTH OF JANUARY

2020.
During classification of accounts for the above mentioned month the following irregularities have been
noticed which may please be rectified and avoided in future.

ACCOUNT RETURN:-
The 1st period of account return should be dispatched on 11th of each month and 2nd period on 1st of
the following month as per Article 372 of IAC volume-I. Please ensure timely submission of account
return.

CASH RETENTION:-
According to Article 78 and 362 of PT & T IAC Vol-1 requires that “the cash and stamps balance of
each post office should be kept as low as possible consistently with the proper working of the office and
should , except in very special circumstance, be within the limits of maximum and minimum authorized
cash balance fixed by the competent authority. Contrary to the above rule, it is revealed that you have
retained excess cash unnecessarily from the maximum authorized limits fixed by the competent
authority.

S.No Cash in hand Amounts Maximum Difference %

1 January.2020 3859666 300000 3559666 1186%

There is 1186% excess retention of cash without any valid justification for the months of January.2020
respectively. This state of affairs may lead to misuse of Cash, fraud, misappropriation or robbery etc.
Moreover, inadequate security arrangements, particularly in sub office in addition to prevailing adverse
law and order situation and terroristic activities give high risk. It is clear violation of DGPPOD circular
No. IM.25.1/2004-II dated:31-10-2018. Please clarify.

CASH ACCOUNT & FORM A :-

1) Provide revised Cash Account for the Month of November & December.2019 with showing correct Head
of account of Army/Indian & Hong Kong Pension.
2) Mention Head of accounts in Deduction Sheet.
3) Difference of Rs.21039/-in Form A and deductions total balance. Please clarify and provide revised
documents.

-P.T.O-
 UNCLASSIFIED RECEIPTS AND UNCLASSIFIED PAYMENTS:-
1) Mention correct Head of account of G.P.F Advance IV in U/P for M/O 01.2020.
2) Mention correct Head of accounts in U/R and U/P for M/O September to January.2020
3) Mention Head of Account of transfer fee of Motor Vehicle Licensed in U/R.

ESTABLISHMENT BILLS:-
1) Kindly stick a copy of sanction, working and vacant post on each establishment bills and also
mentioned sanction memo # against each post of establishment bills. It is one time exercise that will
help in post audit of establishment bills.
2) Unit wise summary of the monthly sanction strength is not provided.
3) Mention correct head of accounts in bills paid (Deduction & Payments).

CONTINGENT BILLS:-
Please provide contigent bills at the earliest for the period November.2018 to January.2020.

OTHER RECOVERY:-
1) Mention Bill No’s in recovery schedule.
2) Other recovery schedule prepared as per attached specimen.(copy enclosed)
3) Please provide the details of Debit against which the recovery is being made in the recovery
Schedule from the official.

(Arshad Pervaiz)
Accounts Officer
042-99212024

No PA .II/Turbat GPO/OS/ Dated: - -20

Copy to:-

The Accounts Officer (budget), O/o The Postmaster General, Quetta.

(Arshad Pervaiz)
Accounts Officer
042-99212024