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different between note making and note taking
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So that, you will find recommended and appropriate HP training courses, reference and study material to help you achieve a successful passing score, studies conducted by HP
Cash Systems and Procedures – A Handout (Module - 3) Chapter or Module Chapter or Screen title Voice-over Text
Cash Systems and Procedures
Screen No.
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Preparation and Handling of Note Packets / Welcome
Welcome to the Module on Preparation and Handling of Note Packets
Welcome to the Module on Preparation and Handling of Note Packets
Chapter or Module Chapter or Screen title
Cash Systems and Procedures
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Preparation and Handling of Note Packets / Objectives By the end of this module, you should be able to:
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• • •
Describe the various procedures and specifications of handling note packets Recall the cash remittance guidelines on handling note packets List the steps to sorting and verifying note packets
By the end of this module, you should be able to: • • •
Describe the various procedures and specifications of handling note packets Recall the cash remittance guidelines on handling note packets List the steps to sorting and verifying note packets
Chapter or Module Chapter or Screen title Voice-over Text
Cash Systems and Procedures
Screen No.
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General Instructions to Prepare Note Packets The Cash Department while preparing the note packets should follow clear instructions. For example, Cash Assistant shall prepare the notes packets of each denomination. The packets should be wrapped by a note slip and secured with the help of twine wrapped vertically and horizontally. Ensure that the twines are knotted carefully. Only adhesive and paper seals to be used prepare note packets.
The Cash Department should follow the instructions while preparing the note packets. They are: •
The Cash Assistant shall prepare separate note packets, every day at the end of day’s transactions, of each denomination.
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The note packets shall be wrapped by a note slip around the left hand edge in such a manner that the note slip covers the vertical rings, as per procedure prescribed.
•
The note packet shall be secured with the help of a twine vertically wrapped from left hand side along the water mark portion as also right hand side near to the edge and again horizontally across the width of the note packets in such a manner that the twine rings cross each other over the water mark position on the left side and also on the right side and knots are tied securely at the each intersections.
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Adhesive paper seals shall be affixed on the intersection of vertical and horizontal rings on both sides covering the knots.
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A paper seal shall be affixed covering the intersection on the left hand side of the back side of the note packet.
Chapter or Module Chapter or Screen title
Voice-over Text
Cash Systems and Procedures
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Steps to Prepare Note Packets of Different Denominations Denominations below Rs. 500 Counting or recounting of notes for denominations from Rs. 1 to below Rs.500 shall be done by the Asst .(Cash)/Junior Asst./Spl. Asst/ SWO who prepares the packet. Recounting of notes packets are done with the help of note counting machine or in case of non availability, recounting shall be done manually. The SWO or Cash Assistant prepares packets every day at the end of work’s transaction, separately for each denomination. Each packet should contain hundred pieces of each denomination. The packets should be wrapped following the standard guidelines ensuring that the note slip covers approximately two third lengths of the notes on both sides of the packet. Tens of note packet containing hundred pieces each are twined securely. Each bundle of tens needs to be countersigned by Cash-in-charge before storing of dispatch. Click each tab for details.
Denominations below Rs. 500 •
Counting or recounting of notes for denominations from Rs. 1 to below Rs.500 shall be done by the Asst .(Cash)/Junior Asst./Spl. Asst/ SWO who prepares the packet.
•
Recounting of notes packets are done with the help of note counting machine or in case of non availability, recounting shall be done manually.
•
The SWO or Cash Assistant prepares packets every day at the end of work’s transaction, separately for each denomination.
•
Each packet should contain hundred pieces of each denomination.
•
The packets should be wrapped following the standard guidelines ensuring that the note slip covers approximately two third lengths of the notes on both sides of the packet.
•
Tens of note packet containing hundred pieces each are twined securely.
Each bundle of tens needs to be countersigned by Cash-in-charge before storing of dispatch. Denominations above Rs. 500 •
•
Note Packets of denomination of Rs. 500 or - and above should be signed by SWO to ensure quality of notes in the bundle.
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Counting of notes packets are done either manually or with the help of note counting machine.
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The SWO or Cash Assistant prepares packets every day at the end of work’s transaction.
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Each packet should contain hundred pieces of each denomination.
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A note slip should be tied around the bundle tightly around the bundle in such a manner that the note slip covers approximately two-third length of the notes on both sides of the packet.
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The paper seal should contain the name of the SWO along with the date across the paper seal tied to the note packets.
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CIC need to sign in the token across the paper seal and place a stamp that "Recounted and found in-order".
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Tens of note packet containing hundred pieces each are twined securely.
Chapter or Module Chapter or Screen title Voice-over Text
Cash Systems and Procedures
Screen No.
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Preparing Note Packets – Others After receiving or preparing the note packets, the CIC or SWO should: Preparing of Fractional Bundles, Receiving Cash from CIC and Issuing Receipt and Delivery Note. Click the bulleted text to know the details.
After receiving or preparing the note packets, the CIC or SWO should: • • •
Preparing of Fractional Bundles Receiving Cash from CIC Issuing Receipt and Delivery Note
Preparing of Fractional Bundles •
Fractional bundles, containing less than ten packets, if any, shall also be prepared and bundled as mentioned in 3(a)(v) and 3(b)(iv) above as per denomination of note packets.
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The number of packets contained in fractional bundles shall be prominently mentioned on the note slips pasted on the bundle.
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Fractional bundles shall be kept in a separate bin or almirah shelf in the vault and put to use next day.
Receiving Cash from CIC After cash is withdrawn from the strong room the Assistant (Cash) or SWO; etc. shall receive from the CIC or any other authorized official cash on the basis of his estimate of the day's requirements against acknowledgement in Cash. Issuing Receipt and Delivery Note While taking over the cash, the Assistant (Cash) or SWO etc. shall also famine and count physically loose pieces of notes, so received. He shall count the number of bundles or fractional bundles of notes and ensure that they bear the note slips duly signed by CIC and or Assistant (Cash) or SWO. From the cash so received, the Assistant (Cash) or SWO etc. shall break open the bundles one at a time in the presence of the CIC and verify the correctness of the notes for bath quality and quantity.
Chapter or Module Chapter or Screen title Voice-over Text
Cash Systems and Procedures
Screen No.
6
Procedures to In-Branch Cash Handling Let’s look at the circular to understand the guidelines involved managing and delivery of note packets by the In-Branch Cash handling. Click the hyperlink text to view the annexure.
The In Branch Cash Handling process involves managing note packets and deliverance as stated under the circular below. Annexure I Circular Letter No. CirDO: OP&SP: 52:2007-2008 (dt. 18 or 09 or 07)
Chapter or Module Chapter or Screen title
Voice-over Text
Cash Systems and Procedures
Screen No.
7
Procedures to In-Branch Cash Handling Before we proceed further, let’s look at the roles and responsibilities of CIC and SWO on handling note packets. The CIC or SWO prepares the note packets and responsible for quality and quantity of packets. CIC or SWO counts the notes in each bundle and verifies. The CIC or SWO is held responsible for tampered notes or any deficiency.
Responsibilities of CIC or SWO are: •
The Assistant (Cash) or SWO etc. preparing the packets remains responsible for the quality and quantity of the notes in the packets prepared and recounted by him for denominations from Rs.1 or - to below Rs. 500.
•
In respect of packets of denominations of Rs. 500 and above, the Assistant (Cash) or SWO etc. shall be responsible for quality of notes in packets prepared by him. CIC who recounts such packets of Rs. 500 or - and above shall be responsible for quantity of notes in such packets.
•
The responsibility for the Quality and quantity of notes as stated above continues till such time as the packets are broken and counted by an Assistant (Cash) or SWO etc. and found correct.
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In respect of tampered bundles or note packets in the vault, the joint custodian shall be responsible for any deficiency.
