Saturday, June 18, 2011

Insertion of Rule -389-A in Foreign Post Manual.

Government of India
Ministr
y of Communications & IT
Department of Posts
          (CF Section)
Dak Bhawan, Sansad Marg,
New Delhi-110 001

No: 71-1212010-CF                                                                                                                                           Dated: 14.06.2011

Subject : Insertion of Rule -389-A in Foreign Post Manual.


The undersigned has been directed to convey the Secretary, Department of Posts Order regarding insertion of Rule 389-A in the Foreign Post Manual with immediate effect to deal with settlement of Bills relating to carriage of Foreign Outward Air / Salmail by different Airlines. The same may be circulated to all concerned.
Rule 389 A
Accounting and Settlement of bills relating to Carriage of AIR / SAL Mails:
i.         All claims made by Airlines for carriage of Air / SAL mails shall be settled on the basis of CN 51 and CN 66 generated from IPS.
ii.         The Offices of Exchange sending mails including LC/AO, Parcels and EMS by air shall generate all delivery bills on IPS.
iii.         If the mails are transferred to an Airlines other than the one recorded on the Delivery Bill for any reason, the TMO shall clearly record the change on the copy of the Delivery Bill which is retained by the TMO with the acknowledgement of the Airlines and signed by the supervisor of the TMO. The TMO shall issue an error note and forward one copy to the Office of Exchange where the mails originated, one copy shall be attached to the Delivery Bill returned by the Airlines and one copy shall be sent to the DAA section of Postal Directorate.
iv.         The TMO shall send all the delivery bills with the acknowledgement of receipt by the Airlines to the Office of Exchange in the Airmail Sorting Division, along with the attached copies of the Error notes mentioned in the above paragraph.
v.         The Office of Exchange on receipt of theses Delivery Bills shall file them in Airline wise folders.
The Office of Exchange shall immediately on receipt of these delivery bills, check whether any changes in the Airlines mentioned have been made by the TMO. Where any changes are seen, the Office of Exchange shall on IPS reopen the Despatch and make the necessary changes, generating a revised delivery bill. A copy of this revised delivery bill shall be sent to the Office of Exchange of Origin of the mails and the rest shall be kept alongwith the original Delivery Bills.
vii. The Office of Exchange shall inform the DAA Section of Postal Directorate of the
changes made on a daily basis in the following form:


Date

Category of mail (Airmail, Air Parcels, EMS, SAL Mail, SAL Parcels)

Office of Exchange of Origin

Airline specified in Delivery Bill

Changed Airline







viii.    The DAA Section of Postal Directorate shall on the 2nd of each month generate on IPS a copy of the CN 66 for each airline used to carry foreign mail from India.
ix.      The Bills received from the Airlines for carriage of foreign mails from India shall be checked against the CN 66 generated from IPS within 7 days of receipt of the bills.
x.          Any despatches which are claimed by the Airlines in their bills which cannot be confirmed on the CN 66 generated from IPS shall be forwarded to the Office of  Exchange in the Airmail Sorting Divisions for verification by fax or email. The Airmail Sorting Divisions shall verify and reply within 3 days to the DAA Section of Postal Directorate by fax or email.
xi.      The DAA Section of Postal Directorate shall within 15 days of receipt of the Bills from  the Airlines, issue a sanction memo for amounts verified to the Airlines.
xii.     The payments to the Airlines shall be on rates approved by the Postal Directorate.

Please acknowledge the receipt of this letter.

( J. Srinivasan)
Assistant Director General (IM)