Bank of Bangladesh Locker facility and procedures thereof
Bank of Bangladesh Locker facility : With a view to expanding services to the clients, for safekeeping of jewelry, valuables, documents etc. Lockers may be installed to the Branches:
- The operation of lockers may be made as per following guidelines:
- Following the size of lockers may be available to the Branches.
|Size of locker
|Size of Chamber
|No of Chambers
|9″x 14″ x 23.5
|As per requirement
|4.5″ x 14″ x23.5″
|4.5″ x 7″ x73.5″
- Rent Chargeable:
|Size of locker
|Amount of Rent
|Tk-2000/- Per Year
|Tk- 1500/- Per Year
|Tk- 1000/- Per Year
Yearly rent shall be received in full at the time of allotment of locker & thereafter on annual basis. The rent so received shall be credited to the Income A/C Rent from Locker for which a main Head of income is to be opened in Income and Expenditure Ledger as well as in Statement of Income and Expenditure.
iii) Security Deposit for Locker: For all types of Lockers security deposit shall be realized @ Tk-1000 for each key. This amount is refundable to the locker holder at the time of surrender of the locker. This amount shall be accounted for in the subsidiary ledger under separate Subhead “sundry Deposit A/C Security Deposit for locker” Which should also be shown on the back of the Daily statement of affairs under the broad head “Sundry Deposit A/C”
- Locker may be allotted to any client at the discretion of the Branch In charge.
- Locker will be rented out to the clients on obtaining an application on the prescribed form which should have the terms and conditions of hiring the locker printed at the back. Apart from signing in the front page of the form, the locker holder must also sign on the back page thereof as a token of having accepted the terms and conditions.
- Specimen signatures of the locker holder shall be recorded in the signature card and the same as well as the signatures on the application must be attested by the Manager.
- Preferably in all cases and invariably where the signature of the locker holder is not firm i.e raw, a password (code word) should be obtained and the same shall be noted on the application form as well as on the specimen signature card to facilitate operation of the locker without the doubt.
- A locker holder who wishes to authorize a third person to operate the locker may do so by duly signing the authorized form and enclosing therewith the specimen signature duly attested by him. Such arrangement must, however, be noted in the locker ledger wherein locker accounts shall be maintained,
- Locker shall be allotted on yearly basis.
- The locker holder shall be handed over with the key of the locker while the master key shall be retained by the Bank as custodian of the locker.
- Operation of the locker shall be allowed twice in a week within business hours of the bank.
- Before allowing the locker holder or his authorized agent to operate the locker he must sign in the appropriate column of the locker operation register in presence of the authorized officer of the Bank who will attest the same form the specimen recorded with the bank. He shall also ask the password and verify the same and shall allow access to the locker only when he is satisfied beyond doubt as to his or her identity.
- Locker ledger shall be properly maintained.
- The locker shall be under the charge of a responsible officer preferably Manager and the locker cabinets shall be placed in the strong room/ locker room or in a safe place which is not accessible to the others beyond the knowledge of the Manager or authorized officer of the bank.
- Receipt for key deposit & rent shall be given duly filled in and signed.
- The keys of the locker Room door shall be retained by the Manager & 2nd officer of the respective branch as custodian of the Locker Room.
Management of stock of stationery is an important function of the Branch. The operandi modus of Management of stock may differ from Bank to Bank. But there is always a consensus that preservation of the stock of stationery in an excellent manner is an art & helps to work efficiently as well as tidiness of the branch. The stock of Stationery consists of (a) ordinary stationery like books, registers, ledgers & forms etc. (b) Security stationery like checkbooks, D.D., P.O., TDR blocks etc.
MAINTENANCE OF STOCK:
As per procedure in vogue indent for stationery for the ensuing whole year is required to be placed to Head office Stationery Section vide standard Indent Form well ahead of annual closing to facilitate supply thereof in time so that the branches do not face the problem.
b) While placing indent as said above, prudence should be exercised with an end in view that the branch shall be able to maintain standard lever of stock & no inconvenience shall occur due to shortage or excess throughout the year.
c) Simultaneously it must also be seen that stocks of unnecessary items are not going to be maintained since all kinds of stationeries are nor generally required by all branches.
d) For ordinary stationery, branches shall maintain two registers one for Books, ledgers registers & the other for forms. It will be evident that Bank’s each standard books & registers are serially numbered as B-1 , B-2, etc. & the forms are serially numbered as F-1, F-2 etc. in addition to having the specific name for each item. They shall allot one folio for each item. Chronologically in the stock of stationery Register, to facilitate recording of receipts & consumption of stocks with value thereof.
e) On receipt of ordinary stationery. They shall verify whether the stocks have been supplied as per challan accompanied therewith. Thereafter, they shall immediately record the stocks received in the proper folio of stock of stationery Register & shall work out the balance of stock of items received with the value thereof.
f) The stocks shall be placed in racks of stationery room/strong room as per facilities available in the branch & for the purpose of identification of each item a tag showing the kind & number must be given.
g) They shall also respond the accompanying debit advice as follows :
Dr. Stock of Stationery in Hand.
Cr. General A/C. Head Office.
h) The stock of stationery shall remain under the custody of one official. At the time of delivery of stock for consumption in day to day works he will record the item & quantity in a Katcha register numerically & pass consumption voucher Half yearly as on 20th June & 20th December each year by debiting the consumed quantities & value thereof in a sheet referring to the aforesaid register as follows:
Dr. Exp A/C Printing & Stationery
Cr. Stock of stationery in hand (Detail as per sheet enclosed with item, quantity & value)
Consumption of stationery item wise & value thereof shall be posted in reducing the stocks & book value to the extent of consumption made during the preceding half year.
i) For Security Stationery a separate stock register may be maintained. The security stationery as a matter of procedure shall be received in original packets & the same shall immediately be opened on receipt by the stationery in charge in presence of Manager/ 2nd officer. The contents shall be verified with accompanying challan. Nevertheless, each leave shall be counted & in case the leaves are not domiciled to the branch while printed must be done by affixing name stamp of the branch on each leaf.
j) Unlike ordinary Stationery, the stocks of security stationery shall be kept in steel almirah placed in the strong loom of the bank & the keys thereof shall remain in possession of the stationery in charge of the branch.
k)Value of security stationery like C. D. Cheque leaves & PLS Deposit cheque leaves may contain Excise Duty recoverable from the customers. As such while responding IBDA in this connection in order to ensure recovery of excise duty from customers as per Head office instruction the following vouchers shall be passed.
Dr. suspense A/C Excise duty recoverable A/C (@ Tk. Per leaf for CD & SB cheques).
Dr. Stock of stationery in hand (Rest amount)
Cr. General Account Head office.
L) The checkbook issuing department shall be provided with fifteen days requirement & one block of P.O., D.D. TDR each at a time from the main stock with proper record & consumption voucher shall be passed half-yearly as usual like ordinary stationery consumption voucher. The checkbook issuing officer, however, must ensure recovery of excise duty from the customers & the total amount of receipts at the end of each day shall be credited to “Suspense A/C Excise duty’ Recoverable Account”.
M) Stock of stationery in hand A/C, as well as suspense A/C excise duty Recoverable Account vis-a-vis stock, shall be balanced half Yearly.
N) Branches must not print stationery-book & forms.
A token is a special form of stock of stationery & the stock shall remain under the control of the custodian of cash, to enable its use. Token shall, however, be checked by the Joint custodian of cash each fortnight. In case of loss of token, an inquiry must be constituted & necessary steps leading to its recovery shall be taken & responsibility shall be fixed up.
However, if the same is not found must be reported to the Head Office for circulation as a matter of precaution against fraudulent use. The paying cashiers must keep a list of tokens which have been lost.
TABLE STATIONERY :
The items of table stationery shall be debited to Expenditure
Account: Table Stationery.
Consumption of table stationery of a particular branch depends on the volume of business, staff position, voucher turnover & the limit in this connection is fixed by Head Office,
Expenditure Control Section. Branches shall get the limit renewed as & when required with justification.
1. Dead Stocks are assets of the Bank. Deadstock generally comprises of a) Furniture & fixture such as Chair, Table, Counter, Iron Safe, Almirah, Roneo, Interior Decoration etc. (b) Mechanical appliances such as Computer Typewriter, Fan, Cyc1e, Calculator Machine, Gun, Air cooler etc.
(c) Car & Scooter.
2. The cost of each item is debited to Dead Stock Account and particulars thereof with Date of Purchase, the rate per unit, make size, quantity is recorded in Dead Stock Register item wise in separate folio.
- Record of Deadstock shall also be kept separately for office & residence of officers.
- Purchase, sale, transfer, polishing & repairing are to be done with the prior permission of Head office well ahead of annual closing but not later than 30th November.
- Dead Stock items should be properly placed on the bank premises. Broken & worn out items should be disposed of on obtaining instruction of Head Office In case any item of Deadstock is lost, FlR should be lodged & action is taken as per Head office advice.
- The Deadstock item of each type may be given the serial number like l, 2,3 etc. Preceded by the abbreviation of Bank name & O. T. for Officers Table etc.
- Banks asset account must not be kept overstated by the amount of dead stock which is required to be written off. The matter should be taken up with Head Office with full particulars & reasons for write off.
- if the book value of a particular item of dead stock is about to be nil due to the charging of depreciation whereas the item remains serviceable, the depreciation should be charged leaving book value of Taka one for that particular item in order to have accounting control over the item.
- Since Head Office is comprised of different departments, each department should maintain a separate inventory. The establishment Department should also maintain a central inventory of Head Office Dead stock items to facilitate control.
- Head office Establishment Department should also maintain a register wherein all items purchased over the year should be entered & delivered as per requisition depicting stock if any. This will facilitate information like yearly purchase etc.