TIPS FOR HANDING OVER & TAKING OVER Booklet 03-06-17
TIPS FOR HANDING OVER & TAKING OVER Booklet 03-06-17
TIPS FOR HANDING OVER & TAKING OVER Booklet 03-06-17
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(Affiliated to AIBOC & AINBOF)
Introduction:
FUNCTIONAL AREAS:
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ATM. Tally JPT balance with ATM-Cash General Ledger Balance
and also Day book
iv. Daily tallying of Cash deposit machine to be ensured
v. Physically check all security items like Demand Drafts, Cheque
Books, Term Deposit Receipts, Pay orders – Tally with the Key
Register. Ensure quarterly balancing taken – Whether tallied and
signed by both the key holders.
vi. Ascertain the Standard Cash Limit xed for the branch
vii. Please ensure management of cut, soiled and non-issuable
notes.
viii. Single lock keys – Ensure availability of SL Key with cashier
2. Banker's Account
i. Account with SBI or other banks, if any – Register fresh mandate
in your name for operating the Banker's account duly signed by
the outgoing incumbent
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ii. Remittance arrangements with Currency Chest/ other
Branches/Banks – with phone numbers
iii. Is there any reconciliation pending in Banker's account?
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vi. Duplicate keys of Double lock / Premises - when & where lodged,
where receipts are kept and when last exchanged (to be
exchanged once in two years) to be ascertained.
vii. Exhaust fans, re alarm, Burglar Alarm, Surveillance Camera in
Double lock – Ensure that all are in working condition
4. Gold Loan:
i. Name / Phone number of Appraiser/s- Security obtained-
verication of agreement.
ii. Physical checking of Gold Loan packets – Tally with the balancing
report (7775-LN632) and also Key Register. – Conrm Gold Loan
applications are available and kept in seriatim
5. Deposits:
I. List of Good / High Value Depositors / HNIs – Generate report of
TOP 50 customers through Business Objects Report
ii. List of prospective parties – already met by the predecessor.
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iii. Keep the Name, Address, Phone number, E mail ID of HNI
customers and also NRI clients
iv. Ascertain the number of Inoperative accounts and steps taken by
the branch for reviving them.
v. KYC compliance status
vi. Ensure the account opening forms are led properly and
preserved safely.
vii. Observe the List / Balancing of Temporary Overdrafts (TODs) in
SB and Current Accounts – Ensure follow-up action has been
taken for early regularization / recovery.
viii. Balancing report of In-built Overdraft (IOD) accounts are to be
taken and obtention of proper loan papers to be ensured.
ix. Ensure undelivered Debit Cards are kept in safe custody and
destroyed if more than 3 months old.
x. TDS remittance – Check SL Parking head for prompt remittance
of TDS deducted till last month
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xi. Ensure ETDS – Quarterly returns led promptly till last quarter
and related acknowledgments are kept safely
xii. Ensure Form 16-A (TDS certicate) whether issued to depositors
till last quarter
xiii. Ascertain the password for e-TDS SARAL package
xiv. Ascertain TRACES userid and password for the branch
xv. Login to TRACES website and generate the default notices
issued by Income Tax department. Ensure that there are no
deciencies / Penalties
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rotation basis – Ensure maintenance of separate register for
godown checking.
iv. Farm inspection done with location and nature of loan.
v. Verication of other high value security hypothecated / mortgaged
to the bank by borrowers
vi. Ensure maintenance of Interest Rate Modication Register /
Interest Checking entrustment register.
vii. Ensure subsidy claim has been made in eligible cases like Self
Help Group Loans / PMEGP / Other Govt sponsored Schemes /
TUFFS etc.
viii. Ensure subsidy received has been kept in appropriate SL head or
Zero Interest Term Deposit and account wise details are available.
ix. Ensure that Interest subvention for eligible Agri Crop Loans,
Educational Loans and Housing loans have been claimed
uptodate.
x. Ascertain the information about the pending Loan proposals sent
to CO/RAH for sanction.
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xi. Ensure Credit Sanction Register is entered in Single Sign On /
Manual register and sent to Advances Section / R.M Section for
review every month
xii. Ensure copies of Loan appraisal above Rs.5 lacs in the case of
Retail Lending and above Rs.1 lac in other cases are sent to Circle
Ofce for review promptly
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Obtention of correct loan agreement and signature of the
manager in relevant places
AOD is physically available with the loan papers and the date of
AOD is correctly shown in the report.
AOD is stamped and signed by all the borrowers / co-obligants /
co-borrowers
AOD is witnessed by branch ofcial.
List out any Loan paper / AOD likely to expire / get time barred
shortly.
Ensure submission of PRR12 for the last half year and glance
through the same.
Ensure EMT documents are kept along with the Loan papers and
preserved separately
Ensure document movement register is maintained and updated.
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Accounts
ii. Check Loan documents as mentioned in 7 (ii)
iii. In addition to the point ii
Ensure availability of the latest Credit appraisal / proposal in the
CR le
Ensure the latest sanction letter communicated to the party duly
against his acknowledgment.
Check the continuity in the loan documents ending with the latest
Letter of Renewal.
Ensure whether the limit is in force
Ensure the expiry date of limit as per the Sanction / Loan Papers
has been correctly fed in CBS
iv. Ensure maintenance of Stock statement - Filed party wise
v. Generate list of expired OD/OCC limits from Business Objects
Report under option 280024. Ascertain Credit reports due /
Expired Credit Limits and notices to be sent.
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9. EMT / MODTD / ROC Verifcation:
i. Check availability of all the Equitable Mortgage Documents
pertaining to all the Loans / Advances / running limits
ii. Check the latest EMT Balancing report and ensure availability of
all the original documents.
iii. Verify that all original documents as per LSR have been obtained
before putting through EMT.
iv. Ascertain whether any EMT transaction is pending to be put
through by customers – e.g.Housing Loan for purchase of vacant
site released but documents yet to be obtained from Registrar
ofce.
v. Ascertain whether registration of EMT / MODTD is pending to be
executed – as applicable in some States.
vi. Ensure / ascertain all the EMTs (other than Agricultural property)
have been registered with CERSAI.
vii. Ascertain any pending Mortgages are to be registered with
CERSAI – Delay in regn attracts penalty
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viii. Ascertain if any further Encumbrance certicates are to be
obtained in the case of EMT transactions.
ix. Ascertain Pending charge creation in case of Company advances
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Any important aspect like taking possession / issuing sale notice
etc is pending?
vi. Ascertain the Names and Addresses of Panel Advocates, Valuers
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14. Premises / Furniture
i. Terms of lease, Carpet area details, rent /tax liability details, TDS
on rent, Advance rent details, periodical maintenance
ii. Lease agreement / Deed registration, exercise of option and
timely renewal of lease
iii. Rent details – amount, due date of payment, TDS particulars
iv. Insurance- amount, due date for renewal, insurance agency,
v. Gun license and retainer license to be in force
vi. Annual drill for security guard / using security guard for other
works
vii. List of furniture and ttings (inventory certication, numbering,
conditions of items).
viii. Stock and stationery maintenance.
ix. Ensure Name Board, Enquiry Board, Timing Board are displayed
x. Suggestion Box/ First Aid boxes – Ensure availability.
xi. Annual Maintenance Contract (AMC) for computers / printers /
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UPS etc in force
xii. Ensure availability of Fire extinguishers with relling date
xiii. Ensure smoke detectors are xed and in working condition.
xiv. Ensure Generator back up is available and generator lease
agreement is in force
xv. Ensure CC TV is in working condition and back up of data is kept
safely
xvi. Ensure proper generator back up arrangement in ATM site
15. Lockers:
i. Keys details - Duplicate Master key, vacant locker keys, and
locker room maintenance.
ii. Locker Vacancy position, waiting list
iii. Rent details, whether review is due or done (for each size).
iv. Rent arrears details, details of non- operation - KYC norms
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16. Foreign Business:
i. Ascertain full details about parties enjoying Packing Credit /
Export Bills / LC Limits / Pending GR / BEF etc
ii. Ascertain details about Non-Resident Deposits (NRE, NRO,
FCNR) and related Pending correspondence, if any
iii. Ensure FCNR balancing is tallied / reconciled with mirror account
in Foreign Department.
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19. Standing Instruction:
i. Ensure effective and timely execution Standing Instructions -
pending, if any
ii. Ensure PDCs in respect of Retail Lending Loans are recorded in
register and presented on due dates
iii. Ensure ECS Debit mandate has been registered for Retail
Lending Loans wherever applicable.
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under SA
ii. Telephone payments, Electricity Board deposits, Water Board
deposits outstanding in SA
iii. Any amount is outstanding in SA-furniture and xtures and
pending for capitalization.
iv. Sundry Deposits – List out long outstanding items – Steps taken
for reversing / write back
v. Overdue Deposits – List out overdue for a very long period – Steps
taken for renewal of overdue Deposits.
vi. Any other items, outstanding for long duration.
vii. Ensure Interest Subvention received have been credited to Loan
accounts / Operative accounts of the borrowers (if Loan is closed)
and no amount is lying in SL
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23. Branch Vehicle:
Ensure proper maintenance of Logbook, Petrol limit, Insurance,
Garage Rent etc.
26. Staff:
i. Ensure Names, addresses, phone numbers, Mobile numbers
specimen signatures, initials are available in Staff Bio-data
Register – Very important.
ii. Staff Report-condential le and performance appraisal le.
iii. Festival Advance/ Medical Bill reimbursement / BDEs, other staff
welfare expenses details - Ensure proper record is maintained.
iv. Details of Staff Quarters, lease details, expiry date of lease etc to
be ascertained.
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v. Work distribution / Job rotation cards.
vi. Work Review sheet
vii. Staff Meeting reports
viii. Ensure user ID / Password available for required staff members in
Single Sign On, OLTAS, e-Tax payment, Net banking Admin, Govt
Business, CERSAI, e-Token etc.
ix. Password secrecy and periodical change of pass words - to be
ensured. Ensure user prole register is maintained and resetting
of various passwords by Administrator / Managers are recorded.
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iv. Verify Banker's account and LCCR Reconciliation Statement
PRR 14 A/ B
v. Ensure PRR18 has been submitted till previous month –
Certicate of books of accounts checked without remarks /
shortcomings
vi. Ensure PRR19 has been submitted promptly – Certicate of
Interest Checking
28. Inspection:
i. Date when last held and important remarks.
ii. Verify inspection report is replied promptly.
iii. Verify DO letter / explanatory letter received by the branch.
iv. Verify whether inspection report is closed fully, if not, list out
pending remarks.
v. Verify whether any fraud has been reported by the branch and if
yes, record the present status
vi. Ensure rectication of major remarks, especially the ones in Part-
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B, Special Reports, if any.
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all the mandates have been entered in the system. ECS debits
may get rejected if not entered in CBS.
vii. Branch Managers' DASH BOARD is an important tool – to see the
past performance, Targets and present level of business –
Ascertain the password from the outgoing Manager
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