CONTENTS
SUBPOSTMASTERS’ CONTRACT AND STATUS
CONTRACT
PO RULES & POSTAL INSTRUCTIONS
CONTRACT - CHANGES AND AMENDMENTS,
REGIONAL GENERAL MANAGER
REMUNERATION
GENERAL.
FREQUENCY OF PAYMENT
REVISIONS
FREQUENCY WITH WHICH REVISIONS ARE UNDERTAKEN
DATES ON WHICH ANNUAL REVISIONS ARE DUE
INFORMATION ON WHICH REVISIONS ARE BASED
BACK-DATING OF RESULTS OF REVISIONS
INTERMEDIATE REVISIONS,
ADJUSTMENT OF REMUNERATION FOR NEW TYPES OF BUSINESS.
SEASON SUB-OFFICES
. SUBPOSTMASTER’S PERSONAL BUSINESS
RETURNS COMPLETED BY SUBPOSTMASTERS FOR REVISION PURPOSES
CANVASSING
QUESTIONS ABOUT REMUNERATION
SUBPOSTMASTERS’ ABSENCE FROM OFFICE
GENERAL
4. ABSENCE ON HOLIDAY - HOLIDAY SUBSTITUTION ALLOWANCE
4.1, CLAIMS FOR REIMBURSEMENT
4.2. PREPARATION OF CASH ACCOUNTS
5. I ABSENCE - TO ATTEND TERRITORIAL, FORCES RESERVE, ETC., TRAINING
5.1. ARMY
5.2. ROYAL NAVY
5.3. ROYAL AIR FORCE
6. ABSENCE FOR JURY SERVICE
SUBPOSTMASTER’S SICK ABSENCE SCHEME - SUBSTITUTION ALLOWANCE
CONDITIONS AND LIMITATIONS
PERIODS OF SICK ABSENCE OF LESS THAN 3 WEEKS
8. STATUTORY SICK PAY SCHEME
8.1. INTRODUCTION
8.2. GENERAL
EXCLUSIONS
QUALIFYING CONDITIONS
NOTIFICATION OF SICKNESS
EVIDENCE OF SICKNESS,
END OF ENTITLEMENT TO STATUTORY SICK PAY
RULES OF PAYMENT
DUAL EMPLOYMENT
SICK ABSENCE SUBSTITUTION SCHEME
9, RESIGNATION AND RETIREMENT
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9.1. RESIGNATION
9.2. RETIREMENT
10. NATIONAL INSURANCE
10.1. CLASSIFICATION
10.2. PERSONS TAKING UP APPOINTMENT AS A SUBPOSTMASTER
10.3. CONTRACTING OUT
10.4. CONTRIBUTIONS
10.5. MARRIED WOMEN AND WIDOWS,
10.6. NON LIABLE SUBPOSTMASTERS
10.7, ARREARS OF REMUNERATION
10.8. DEATH OF SUBPOSTMASTERS
10.9. HOLIDAY AND SICK ABSENCE PAYMENTS
10.10. SICKNESS BENEFITS
10.11. SUBPOSTMASTERS WITH MORE THAN ONE EMPLOYMENT
10.12. SUBPOSTMASTERS SUSPENDED FROM OFFICE AND THEIR SUBSEQUENT REINSTATEMENT
CHANGES IN NATIONAL INSURANCE STATUS
DEFERMENT OF NORMAL RETIREMENT DATE
RESIGNATION/TERMINATION OF APPOINTMENT
MARRIED WOMEN AND WIDOWS.
CANCELLATION OF ELECTION TO PAY AT REDUCED RATE
ACTUAL EXPENSES INCURRED
11. INJURY RESULTING FROM CRIMINAL ATTACK
11.1. REPORTS
11.2. POST OFFICE COUNTERS LTD PERSONNEL CRIMINAL INJURY COMPENSATION SCHEME,
11.3. EXCLUSIONS
11.4. CONDITIONS
11.5. CLAIMS PROCEDURE
11.6. EVIDENCE
12. RESPONSIBILITY FOR POST OFFICE STOCK AND CASH
12.1. CREDIT STOCK OF STAMPS ETC.
12.2. CASH BALANCE
12.3. ACCOUNTS
12.4, SECURITY OF CASH, STAMPS ETC.
12.5. GAINS
12.6. THEFT OR BURGLARY
12.7. MISSING OR STOLEN STOCK
12.8. RELIEF
. PREMISES
. TENANCY
. ALTERATIONS TO SUB-OFFICE PREMISES, ACCOMMODATION
NOTICES
. RESITING OF POST OFFICE SECURITY EQUIPMENT
. RESIDENCE
. MAILWORK OFFICES
. ADVERTISEMENTS
14. HOURS OF BUSINESS
14.1. INTRODUCTION
14.2. STANDARD COUNTER HOURS OF SERVICE
14.3. LUNCH TIME AND HALF DAY CLOSURE (MONDAY TO FRIDAY)
14.4. EXTENDED HOURS.
14.5. SUSPENSION OF MID-WEEK HALF-DAY CLOSING DURING THE CHRISTMAS AND.
NEW YEAR
14.6. LOCAL HOLIDAYS AND TUESDAYS AFTER BANK HOLIDAYS
14.7. ADVERTISING OF HOLIDAYS.
14.8. PAYMENT FOR THOSE PERIODS OUTSIDE THOSE MENTIONED IN,
PARAGRAPH 2 ABOVE - NON MAILWORK OFFICES
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15. ASSISTANTS
15.1. GENERAL
15.2. ASSISTANTS’ CONDITIONS OF SERVICE
15.3. AGE
15.4. SUITABILITY OF APPLICANTS - REFERENCES
1 SUB-OFFICE ASSISTANT ACCUSED OR SUSPECTED OF DISHONESTY ETC.
15.6. UNSUITABLE PERSONS.
15.7. OUTDOOR POSTAL WORK
16. DIVULGENCE OF OFFICIAL INFORMATION, CORRESPONDENCE
AND INTERVIEWS
16.1. DIVULGENCE OF OFFICIAL INFORMATION
16.2. PERSONAL DECLARATIONS
16.3. CONTACT WITH THE PUBLIC NEWS MEDIA
16.4. PUBLICATION OF OFFICIAL INFORMATION
16.5. CORRESPONDENCE WITH THE PUBLIC
16.6. OFFICIAL DOCUMENTS AND LEGAL PROCEEDINGS
16.7. USE OF OFFICIAL INFORMATION OR POSITION FOR PRIVATE PURPOSES
16.8. BREACHES TO BE REPORTED
17. SUBPOSTMASTERS’ PRIVATE BUSINESS ACTIVITIES
17.1. “PRIVATE BUSINESS ACTIVITIES”
17.2. BETTING
17.3. LICENSED PREMISES,
17.4. POLITICAL ACTIVITIES
17.5. USE OF THE NAME “POST OFFICE”
17.6. CANVASSING
17.7. EMPLOYMENT IN THE POST OFFICE OR THE CIVIL SERVICE
17.8. BORROWING AND LENDING MONEY
17.9. USE OF POST OFFICE EMPLOYEES IN PRIVATE BUSINESS.
18. NON-OBSERVANCE OF RULES: APPEALS PROCEDURE
18.1. ALLEGATIONS OF NON-COMPLIANCE OR NON-OBSERVANCE OF RULES
18.2. REPRESENTATIONS ON POST OFFICE MATTERS
18.3. APPEALS
18.4. APPROACHES TO PERSONS OUTSIDE THE POST OFFICE
19. OFFENCES: SUSPENSION
19.1. ARREST
19.2. IMMORALITY
19.3, SUSPENSION FROM OFFICE,
19.4, CRIMINAL CONDUCT,
19.5. INDUCEMENT TO ACT CONTRARY TO RULES
19.6. THEFTS BY STRANGERS,
19.7. FAILURE TO REPORT DISHONESTY
19.8. ENQUIRIES BY OFFICERS OF THE POST OFFICE INVESTIGATION DIVISION
19.9. FRIENDS AT INVESTIGATION INTERVIEWS
19.10. SEARCHES
20. INFECTIOUS (INCLUDING CONTAGIOUS) DISEASES,
TELEPHONE FACILITIES AT SCALE PAYMENT SUB-POST OFFICES
PROVISION OF TELEPHONE FACILITIES.
. REIMBURSEMENT
.3, RENTAL CHARGES
. CALL UNIT ALLOWANCE
5. SUPPLEMENTARY ALLOWANCE
. EMERGENCY REPAIRS.
. REIMBURSEMENT OF VAT CHARGES
22. QUALITY STANDARDS
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22.1.
22.3.
22.4.
25.
WAITING TIME.
. TRANSACTIONS
QUALITY STANDARDS
SUBPOSTMASTER ERRORS: MAXIMUM PENALTIES
REDEMPTION OF TELEPHONE, TELEVISION, MOTOR VEHICLE AND OTHER SAVINGS STAMPS.
MAILWORK
GENERAL
ACCOMMODATION AND FITTINGS
ATTENDANCE
ACCESS TO PREMISES
POST OFFICE OBLIGATIONS
CHANGES TO FACILITIES
'. REMUNERATION
WITHDRAWAL OF MAILWORK
CHANGES IN CONDITIONS OF SERVICE
JOB DEFINITION: MAILWORK
AREA OF RESPONSIBILITY
QUALITY OF SERVICE
MANAGEMENT OF STAFF
CUSTOMER CARE
COST CONTROL
MANAGEMENT INFORMATION
DISCIPLINE
SAFETY AND SECURITY
INDEX
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POST OFFICE COUNTERS LTD
SECTION 1
SUBPOSTMASTERS’ CONTRACT AND STATUS
CONTRACT
1. The contract is a contract for services and consequently the Subpostmaster is an agent
and not an employee of Post Office Counters Ltd.
2. All references to Subpostmasters are to be construed as including Subpostmistresses
unless otherwise stated or implied from the context.
3. The Subpostmaster must provide and maintain, at his own expense, reasonable office
accommodation required by Post Office Counters Ltd, and pay also at his own expense,
any assistants he may need to carry on Post Office Counters business.
4. The hours of attendance (liable to variation) are:-
to to
to to on Sundays
to to
to to on Bank Holidays
to on week days to
to on Public Holidays
to on days, except when registered items or parcels are on hand
for despatch, when it may be necessary to attend at PM.
5. The Subpostmaster is not obliged to attend the sub-office personally but he is required,
whether he is there or not, to accept full responsibility for the proper running of his
sub-office and the efficient provision of those Post Office services which are required to
be provided there. Retention of the appointment as Subpostmaster is dependent on the
sub-office being well managed and the work performed properly to the satisfaction of
Post Office Counters Ltd.
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10.
11.
12.
The Subpostmaster is informed at the time of his appointment of the classes of business
he is required to provide. He must also undertake, if called upon to do so later, any
other class of business not required at the time of his appointment but which Post
Office Counters Ltd may subsequently and reasonably require him to do, except that
Post Office Counters Ltd may not require him to undertake Mailwork where the
Subpostmaster did not undertake to do so as part of the terms of his appointment.
If Post Office Counters Ltd alters the services to be provided or withdraws a service the
Subpostmaster has no claim to compensation for any disappointment which may result
from the change.
The terms of the appointment of Subpostmaster do not entitle the holder to be paid sick
or annual leave, pension or to compensation for loss of office.
If on resignation of his appointment the Subpostmaster disposes of his private business
and/or premises in which the sub-office is situated, the person acquiring the private
business and/or the premises or exchanging contracts in connection with the purchase
of the private business and/or premises will not be entitled to preferential
consideration for appointment as Subpostmaster.
Should the Subpostmaster desire to resign his office he must give three calendar
months notice in writing failing which he shall be liable to bear any expense incurred
by Post Office Counters Ltd in consequence. The Agreement may be determined by
Post Office Counters Ltd at any time in case of Breach of Condition by him, or non-
performance of his obligation or non-provision of Post Office Services, but otherwise
may be determined by Post Office Counters Ltd on not less than three months notice.
The Subpostmaster will display a vacancy notice in the Sub-Post Office window at the
time of his resignation if so required by the Regional General Manager.
The Subpostmasters’ initial remuneration will be in accordance with the official figures
of business found to be warranted at the last revision.
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PO RULES & POSTAL INSTRUCTIONS
14,
15.
16.
SECTIONS 1-23 contain the general terms of a Subpostmasters’ appointment. Post
Office Counters Ltd issues the Subpostmaster with rules and Postal Instructions which
deal with the various classes of Post Office Business to be transacted at his sub-office.
The rules provided for the instruction and guidance of Subpostmasters must be kept up
to date. They must be carefully studied and applied. No breach of rules will be
excused on the grounds of ignorance.
Operational rules are intended for the instruction an guidance of both the
Subpostmaster and the staff which he employs at his sub-office. The Subpostmaster
must ensure that his Sub-Office Assistants carry out their duties in accordance with the
rules and instructions affecting their respective duties.
Certain Postal Instructions are supplied to Mailwork offices for the use of the postmen
employed there and should be kept in a position where they are readily available for
reference, These particular instructions and rules do not apply to Subpostmasters.
Duties - The principal duties at present required have been marked on the following
list:-
Sale of Postage Stamps. Filling and clearing of Stamp-Selling Machines. Treatment of
Postal Packets, including Overseas Parcels, Despatch and receipt of Mails.
Business connected with:
Postal Orders Telephone Accounts
Pension Allowances Telephone Saving Stamps
Saving Certificates National Insurance
Savings Bank, Government Stock and Annuities — Premium Savings Bonds
Television Licences Local Taxation Licences
Television Licence Savings Stamps Girobank
Motor Vehicle Licence Saving Stamps Community Charge.
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CONTRACT - CHANGES AND AMENDMENTS
18. Changes in conditions of service and operational instructions, including those which
are agreed with the National Federation of Sub-Postmasters, will appear from time to
time in Counter News or by amendment to the Contract. Such changes and
instructions are deemed to form part of the Subpostmaster’s contract.
REGIONAL GENERAL MANAGER
19. All instructions received from the Regional General Manager should be carried out as
promptly as possible,
END
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POST OFFICE COUNTERS LTD
SECTION 2
REMUNERATION
GENERAL
1, A Subpostmaster is paid according to the amount of work which is transacted at his
sub-office.
FREQUENCY OF PAYMENT
2. Remuneration is paid monthly, in arrears, normally at the rate of 1/12 of the annual
remuneration, by bank credit transfer.
3. The amount of work undertaken at a sub-office is assessed periodically. The
Subpostmaster’s remuneration may be increased or decreased accordingly, except that
if the work done is below a specified level, a fixed minimum payment will be made.
REVISIONS
4. The assessment of work done for the purpose of a periodic revision of remuneration is
undertaken in the following way.
5. Every major item of work undertaken in sub-offices has been assigned a “unit credit”
e.g. the unit credit for the payment of a pension is 3. The amount of the unit credit
sned to a particular tra
ction is intended to reflect the amount of time required to
complete the transaction and any associated accounting work. A list of the items of
work to which unit credits have been assigned and the current amount of those unit
credits, which is applied uniformly for all sub-offices, is at APPENDIX 1. The amount
of any unit credit may be increased or decreased, after negotiations with the National
Federation of Sub-Postmasters a new unit credit or cash allowance will similarly be
introduced when Subpostmasters are required to undertake any major new item of
business.
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Information about the number of transactions for those items of work listed at
APPENDIX 1 undertaken at the sub-office, over the 12 month period of which the
revision is being prepared, are extracted from accounting records.
The number of transactions of each item of work which has been performed is
multiplied by the unit credit assigned to that item of work. Total unit credits are so
determined for every item of work, at APPENDIX 1. They are totalled and increased
by 3% to allow for other minor items of business which do not justify a specific unit
credit. The figure which results is the final total of unit credits applicable to the office
concerned.
The annual amount of remuneration to be paid in respect of the sub-office is
determined by reading from a table which lists the annual amount of remuneration
payable in respect of any final total of unit credits. This table, called a unit scale, is
published (as a supplement to Counter News. The cash figure given by the unit scale is
called the “scale payment”).
In addition to the scale payment determined according to paragraphs 5 to 8 above,
certain cash allowances may also be paid. The circumstances in which such allowances
are paid, and their value, are also set out in a supplement to Counter News.
The scale payment is in respect of the provision of Post Office Counter services during,
the hours of opening,
FREQUENCY WITH WHICH REVISIONS ARE UNDERTAKEN
11.
The Procedure described at paragraphs 5 to 9 is normally undertaken at every sub-
office, and the Subpostmaster’s remuneration adjusted accordingly, at yearly intervals
(the “annual revision”).
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DATES ON WHICH ANNUAL REVISIONS ARE DUE
12. Annual revisions in the area controlled by The Regional General Manager are carried
out according to a rota. Every office occupies a particular place in that rota and the
date when revision is due is fixed accordingly. It does not depend upon the date when
the Subpostmaster was appointed, and may not be altered, except that: the Regional
General Manager may bring forward the date of an annual revision by not more than 3
months. If he does so, and the revision results in a reduction in the Subpostmaster’s
remuneration, this reduction will not be made until the “old” revision date, unless the
appointment has become vacant in the meantime.
INFORMATION ON WHICH REVISIONS ARE BASED
13, The dates on which revisions may be due, and the corresponding period from which
records of work done will be used are:
DATE ON WHICH REVISION DUE: PERIOD FROM WHICH RECORDS USED:
1 January Year Ended the preceding 30 September
1 February Year Ended the preceding 30 September
1 March Year Ended the preceding 31 December
1 April Year Ended the preceding 31 December
1 May Year Ended the preceding 31 December
1 June Year Ended the preceding 31 March
TJuly Year Ended the preceding 31 March
1 August Year Ended the preceding 31 March
1 September Year Ended the preceding 30 June
1 October Year Ended the preceding 30 June
1 November Year Ended the preceding 30 June
1 December Year Ended the preceding 30 September
14. Normally the actual record of transactions carried out in the sub-office over the
appropriate 12 month period is used in assessing remuneration, and the Subpostmaster
must supply certain information for use in the revision. However, certain adjustments
may be made to the figures actually recorded.
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15.
16.
17.
18.
19,
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Where a type of work (e.g. savings bank work) has been entirely withdrawn in the
course of the year covered by the returns of work or subsequently, but before the due
date of the revision, no unit credits for this work will be included in the final total of
unit credits used for determining the future scale payment. However, unit credits
based on the annual equivalent of the work performed up to the date of withdrawal
will be included in the final total of unit credits used in calculating any arrears of
remuneration which may be due.
Where there has been a temporary increase in the work undertaken at a sub-office for
whatever reason, the increase in the work will be included in the figures of business
used at the time of the next revision.
When a sub-office is temporarily closed (except to allow the Subpostmaster to take a
holiday) or a particular type of work is suspended for a period falling within the year
covered by the returns of work, the actual figures of work done in the 12 month period
will be increased proportionately in order to cover the temporary closure or suspension.
of business.
Where a Subpostmaster receives unit credits for scheduled attendance between 6am
and Yam, attendances during the revision period will be averaged when a
ing,
remuneration,
Details of the figures on which an annual revision has been based are given to the
Subpostmaster before any adjustment is made to his remuneration.
BACK-DATING OF RESULTS OF REVISIONS
20.
21.
If following an annual revision the Subpostmaster’s remuneration is to be increased,
then this increas
is backdated to a date 6 months before the date on which the revision
was due, Arrears of remuneration are paid accordingly.
If following an annual revision the Subpostmaster’s remuneration is to be decreased,
the reduction will come into effect only from a current date, i.e. the date on which the
revision is finalised and implemented.
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INTERMEDIATE REVISIONS
22.
A Subpostmaster will not normally be allowed to claim a revision of remuneration
between annual revisions. However, where he can demonstrate exceptional
circumstances, which cause a major change to the volume of business transacted (e.g.
closure of a neighbouring office or other clearly identifiable change) the claim should
be submitted via the Regional General Manager to Post Office Counters Business
Headquarters who will have sole discretion to decide whether an abnormal change in
business has occurred. Where Post Office Counters Ltd is satisfied that such a case
exists any intermediate revision will attract arrears to the date of the increase in work,
which must not be before the date of the figures of business for the previous revision.
ADJUSTMENT OF REMUNERATION FOR NEW TYPES OF BUSINESS.
23,
24,
If a new class of business is required to be undertaken at a sub-office, except at
minimum payment sub-offices (see paragraph 3), an estimate is made of the additional
amount by which the new work is likely to increase the Subpostmaster’s annual
remuneration. The estimate is arrived at by taking the figures for the new business
transacted during the month following its introduction and multiplying appropriately
to produce an annual figure. Two-thirds of the estimated increase in remuneration
should be paid as soon as possible after the introduction of the new work. The increase
is adjusted as appropriate when figures of business for a full year are available.
No change is made at minimum payment sub-offices except where the new class of
business warrants a higher minimum payment. This higher rate is paid from the date
of introduction of the new business.
SEASON SUB-OFFICES
25.
Where a sub-office is regularly open for part of the year only, remuneration will be
paid for the period of opening only. The minimum payment for the class of office or
half the estimated remuneration, whichever is the greater, will be paid provisionally
and, at the end of the season, the remuneration will be revised on the basis of the actual
work performed.
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SUBPOSTMASTER’S PERSONAL BUSINESS
26. Full credit is normally allowed for the personal Post Office business of a Subpostmaster
and members of his household, but Post Office Counters Ltd reserves the right to
withhold credit for part of such business at its discretion.
RETURNS COMPLETED BY SUBPOSTMASTERS FOR REVISION PURPOSES
27. Subpostmasters will be notified by the Regional General Manager of the periods during
which counts of items for revision purposes are to be undertaken. It is essential that
Subpostmasters complete and return these records without delay failure to do so may
adversely affect calculation of the Subpostmaster’s remuneration.
CANVASSING
28. Canvassing of persons, firms or companies or any action having the object of inducing
the transaction at a sub-office business of persons, firms or companies residing at or
carrying on a business at a place nearer to another Post Office , or the deliver of stamps
or postal orders at the premises of persons, firms or companies is forbidden.
Remuneration may be withheld in respect of any business obtained by a Subpostmaster
in breach of this rule.
QUESTIONS ABOUT REMUNERATION
29. Ifa Subpostmaster considers that the foregoing rules have not been correctly applied in
the case of his office he should make any representations to the Regional General
Manager.
(APPENDIX 1 FOLLOWS)
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Description
Unit Credit
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APPENDIX1
Remarks
Letter posted across the counters. These
items of business are now formed into a
baseline traffic figure comprising of
traffic for the following posted items,
taken from four quarterly counts of
traffic recorded on forms P2313 in 1986,
or a subsequent weeks count, whichever
is the later.
Inland Letter Packets
(a) Unbundled adhesive stamped items
above the minimum weigh step
tendered for individual weighing (as
for inland letter packets (b)).
(b) Unbundled adhesive stamped items
within the minimum tariff weight
step tendered for individual
weighing at the request of the
customers and accepted across the
counter for transmission by letter
post.
(©) Adhesive stamped items,
irrespective of weight, presented for
posting at the counter in bundles
tied with string or held with rubber
bands which do not require
individual treatment by the
Subpostmaster.
Overseas Letter Packets
(a) Unbundled adhesive stamped items,
bearing a customs declaration,
tendered for individual weighing as
for inland letter packets (b).
(b) Unbundled adhesive stamped items
not bearing a custo aration
form, excluding postcards and
officially approved air letter forms,
tendered for individual weighing as
for inland letter packets (b).
(c) Adhesive stamped items,
irrespective of weight (presented as
for Inland letter packets (c)
Meter Franked Correspondence handed
in over the counter
75
7.5 per
20 items
3.25
15
15
The base line traffic figures
were formulated from an
estimate of the yearly traffic
based on a weeks traffic taken
4 times in 1986 to secure a fair
average. The multiplier was
then applied to give an annual
figure, including an allowance
old additional weeks for
Christmas pressure.
Subsequent to 1986
Subpostmasters/ District
Managers were able to
undertake a special one weeks
traffic count.
Multiplier of 10.5 applied to
bring if to an annual equivalent
(ie. 0.75 x 14)
Multiplier of 5.25 applied to
bring it to an annual
equivalent (ie. 7.5 x 14)
Multiplier of 21 applied to
bring it to an annual equivalent
(ie, 15 x 14)
The yearly traffic for overseas
letter packets was derived from
the same count as inland letter
packets.
Multiplier of 45.5 applied to
bring it to an annual equivalent
25 x 14)
Multiplier of 21 applied to
bring it to an annual equivalent
(ie. 15x 21)
Multiplier of 21 applied to
bring it to an annual equivalent
(ie. 1.5 x 21)
The yearly traffic is calculated
as for letter packets.
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APPENDIX1
Description Unit Credit Remarks
(a) Bundles 05 Multiplier of 7 applied to bring,
it to an annual equivalent (i.e.
05x14)
(b) Pouches 3 Multiplier of 42 applied to
bring it to an annual equivalent
(ie. 3 x 14)
Recorded Delivery Items posted 1.25 The yearly traffic is
as for letter packets.
multiplier of 175 is applied to
give an annual figure 1.25
x 14)
calculated
A
Reply Paid Postage Packets posted. 5.25 per Multiplier of 21 is applied to
20 items bring 4 weeks traffic to an
annual equivalent
2 Compensation Fee Parcels 25
3 International Parcels 5.5
4 Personal Account Cheque deposits 1
5 Discount wholesale stamp books 10
6 Registered letter posted 3.25
7 Ulster Savings Certificates repaid 9.5
8 Postage stamps sold 16.4 This credit covers postage
per£10 stamp, stamped stationery
sales and philatelic items as
well as stamps supplied for
vending, machines.
9 Milk Tokens issued 7 per 10
10 Citizen Band Radio Licence stamps sold 4 Annual traffic based on
number of licence fee stamps
sold.
11 National Insurance stamps sold 5.5 per £10 — Sales rounded up to next £10.
12 No of pensions paid 3
13 Allowance paid 2.5
14 PSB warrants repaid 6.25
15 Savings bank deposits and withdrawals 65
16 No of DNS Dividend Warrants cashed 4
17 DNS Other Stock and Bond payments 65
18 Savings Certificates repaid 95
19 Premium Savings Bond repaid and each 15
prize repaid
20 Motor Vehicle Licence stamps supplied 2.75 per £10 Sales rounded up to next £10.
(less returns)
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Description
Unit Credit
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APPENDIX1
Remarks
22
24
26
27
28
29
30
2
a
45
Television Licence savings stamps
supplied (less returns)
Local Taxation licences sold
Televisions licences sold
Motor Vehicle licences issued
Thomas Cook’s/Visa Travellers cheques
supplied (less returns)
International Money Orders
Postal Orders supplied (less number
returned)
Postal Orders paid
Postal Orders in excess of 5,000 paid in
batches where a docket is used
Cashing other Bank Cheques
Girobank dep
Transcash trans
its, inpayments and
tions
Girobank depos
s, inpayments and
Transcash transi
tions aggregate value
Girobank coloured social security
payment orders
Girobank outpayments and withdrawals
Girobank rent/rate voucher and card
payments
Phonecards
No of Telephone Subscribers’ accounts
paid
Telephone Saving stamps supplied (less
returns)
RMSD items accepted
NHS Prescription Charge Refunds
Refunds on Mono TV Licences
6.5 per £10
5.75
6
13
3.75 per
£156
45
15
1
0.5
4
4.25
1 per 115
7 per £10
3.5
6.5 per £10
15
5
Sales rounded up to next £10.
Number of transactions.
This credit is in addition to the
normal Girobank deposit,
inpayment and Transcash
credit of 4.25 units and
Girobank rent/rates voucher
and card credit of 4 units.
Sales rounded up to next £10
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APPENDIX1
Description Unit Credit Remarks
Mailwork Offices
42 Mailwork: 5.75
Posted
No of unregistered letters etc. for one
week which are subject to a sorting
office process (plus 6% to cover
“Christmas Pressure”).
Delivered
Average number of unregistered letters
etc. for one week (plus 6% to cover
“Christmas Pressure”).
Average number of registered parcels
registered weekly (Crom Irish Republic)
xT
Average number of inland COD items
weekly x 18.
Average number of telephone
directories weekly x 3.
43, Scheduled day attendance between 0600 700 No separate attendance on a
and 0900 hours weekly weekday counts as less
half an hour where it is
contiguous with the standard
hours of attendance, e.g. 0845-
0900. (More that one
attendance within any half
hour counts as one half hour
only).
Early morning attendance,
broken by a period of one hour
or less will be regarded as
continuous for purposes of
payment.
46 Custody of Posting Pouches 10
47 E111 Certificates issued 45
48 British Gas Meter Tokens 2.5
49 Inland Stamped/Metered Parcels 2
53, Number of Girobank High Withdrawals 2.5
59 Council Tax Cards/ Vouchers 4
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SECTION 3.
SUBPOSTMASTERS’ ABSENCE FROM OFFICE
GENERAL
A Subpostmaster, under the terms of his contract, is not obliged to render personal
service and is therefore free to absent himself from the office, provided he makes
suitable arrangements for the conduct of the office during his absence.
He should notify the Regional General Manager on form P2593 when he will be away
for a period of more than 3 days and give the name of the person substituting for him.
A Subpostmaster’s responsibility for the proper conduct of the office, or for any losses
occurring during his absence, is in no way diminished by his absence from the Sub-
Office. He must make proper provision, at his own expense, for the conduct of the
office while he is away, but assistance towards the cost of his own substitution is
provided, in respect of certain absences, under the terms outlined in other relative
sections listed below:-
SECTION 4 Absence on holiday
SECTION 5 Absence on Territorial Training
SECTION 6 Absence for Jury Service
SECTION7 Sick Absence Scheme
END
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SECTION 4
ABSENCE ON HOLIDAY - HOLIDAY SUBSTITUTION ALLOWANCE
A Subpostmaster is not entitled to annual leave as such, but subject to the following
conditions he may claim for reimbursement of the necessary cost of his substitution
when taking a holiday. To qualify for reimbursement, the Subpostmaster must be able
to certify that he renders on overage not less than 18 hours personal services each week.
The reimbursement of the costs of substitution is paid as Holiday Substitution
Allowance and the maxima payable are published annually in Counter News. The sum
reimbursable is the net additional cost necessarily incurred by the Subpostmaster in
providing during his own absence for the Post Office duties which he normally
performs.
To assist Subpostmasters to overcome the difficulties sometimes experienced in
obtaining suitable substitutes in a particular year the holiday substitution allowance
extends over a period of 2 years, The holiday periods for which the costs of
substitution are payable are:-
For a Subpostmaster with I
ss than 10 years service; a total not exceeding 7 weeks in a
period of 24 months beginning 1 April in every odd year; 7 weeks for this purpose
consist of 42 weekdays plus not more than 7 associated Sundays.
For a Subpostmaster with 10 years or more aggregated service; a total not exceeding 8
weeks in a period of 24 months beginning 1 April in every odd year; 8 weeks for this
purpose consists of 48 weekdays plus not more than 8 associated Sundays.
NOTE: Subject to the above limits on holiday periods, Subpostmasters may claim
reimbursement of substitution costs for absences of less than 3 days, provided that
claims are aggregated and made quarterly.
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Proportionate adjustments will be made to the period for which reimbursement can be
claimed when a Subpostmaster qualifies for the higher allowance during the 2 year
cycle.
Subject to the limits in paragraphs 3,4 & 5, a Subpostmaster is free to take up to the
maximum of the period for which he may claim holiday substitution allowance at any
time during the 2 year cycle provided that he makes suitable arrangements for the
conduct of the office during his absence. A further cycle will recur in every odd year,
The Subpostmaster must do his best to find his own substitute and make all necessary
arrangements for his absence, which should be notified to the Regional General
Manager on form P2593. In cases of difficulty the Regional General Manager or the
Secretary of the local branch of the National Federation of Sub-Postmasters may be able
to give the names and addresses of local people known to be willing to offer their
services as holiday relief’s to Subpostmasters. Responsibility for concluding
arrangements with such people remains with the Subpostmaster concerned.
CLAIMS FOR REIMBURSEMENT
The Subpostmaster must submit a formal claim for reimbursement of the holiday
substitution allowance on forms P2340 and P2340(A) (obtainable from the Regional
General Manager) within three months of the end of the period of substitution to which
the claim relates, except in the cases as in paragraph 10 where claims should be
submitted quarterly. He must certify:-
9.1 that he has taken a holiday both from the Sub Post Office and from his private
business during the whole period covered by the claim; and
9.2 that in respect of the services he provided as subpostmaster, he has actually and
necessarily incurred additional expenditure equating to the amount claimed, in
respect of a paid substitute or substitutes, payment will not be made in respect of
substitution by family members who work in the Sub-Post Office unless their
involvement is occasional or, if regular, minimal.
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10.
11.
12.
13.
14,
Claims for refundment of substitution costs for absences of less than 3 days (see Note at
paragraph 5) should be submitted on form P2340 and P2340(A) at the quarter end,
showing the separate dates of absence and the costs of substitution incurred.
In addition to the arrangement quoted above, with effect from January 1990 all claims
for reimbursement of the cost of employing a substitute for periods longer than 2 days
in the event of holiday or sickness, should be submitted for payment to the Regional
Office no later than six months following the date the claim is made.
Where a Subpostmaster is employed by the Post Office either on a full or part-time
basis, e.g. Auxiliary Postman, it is essential, in view of the terms of the certificate
required as a condition of refundment of the cost of his substitution as Subpostmaster,
that he should be absent from all Post Office work during his holiday as
Subpostmaster.
A Subpostmaster who holds more than one sub-office appointment and who satisfies
the general conditions entitling him to claim reimbursement must also satisfy the
further condition that he is absent from all his sub-offices at the same time, i.e.
irrespective of the number of sub-office appointments held, he shall only be entitled to
claim reimbursement for a total period of:-
12.1 not more than 7 weeks in the 24 months beginning 1 April in every odd year, if
he has less than 10 years service;
12.2. not more than 8 weeks in the 24 months beginning 1 April in every odd year, if
he has 10 years or more aggregated service.
Only one claim for reimbursement is admissible and not one claim per office held.
Reimbursement of the cost of annual holiday warranted under the foregoing rules will
be suitable restricted in respect of a Subpostmaster’s first and last 2 years of
appointment to amounts proportionate to the actual periods of appointment during
those years; any overpayments which may thus occur will be recovered subsequently.
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4.2.PREPARATION OF CASH ACCOUNTS DURING ABSENCE ON HOLIDAY
15.
16.
17.
19.
ense with the preparation of cash accounts on up to
ons in each accounting/ financial year during his own absence on holiday. On.
one oc h account may cover up to 3 weeks transactions, and on two
additional occasions 2 weeks transactions. Alternatively, on two occasions a cash
account may cover up to 3 weeks transactions. In no circumstances may two occasions
be consecutive.
Applications to dispense with cash accounts should be made on form P2639, to
Regional General Managers at least 2 weeks before the date of absence, but they can
only be allowed when the 2 or 3 weeks involved fall within the same accounting
period. (The accounting periods are shown in front of the cash book).
“Despatch of Accounts” instructions to cover the period concerned will be supplied by
FC4,3/CAG Chesterfield and for Scotland, Scottish Accounting Office AD1.
It will not be possible to dispense with 2 consecutive cash accounts when one or both of
them, or the next account that would be due, is for longer than a normal cash account
week, e.g. Christmas and New Year. However, applications to dispense with one
account at such times will be considered.
Where a cash account is prepared during the Subpostmaster’s absence on holiday and
is signed by a substitute on his behalf, a note to this effect should be made on the
Account.
END
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SECTION 5
ABSENCE - TO ATTEND TERRITORIAL, FORCES RESERVE, ETC., TRAINING
1. A Subpostmaster who renders an average not less than 18 hours personal services each
week may be reimbursed with the cost of providing a substitute, up to the maximum of
the appropriate Holiday Substitution Allowance in force, for an additional period of
absence of up to 12 working days and 2 associated Sundays in each year, to attend for
training at a Territorial, etc., camp.
2. Claims should be made on form P2340 and P2340(A) on which the Subpostmaster must
certify that he has spent the whole period covered by the claim in full-time training,
with the force concerned and that he has actually and necessarily incurred additional
expenditure to the amount claimed. In all other aspects, the conditions relating to the
payment of Holiday Substitution Allowance apply (see Section 4).
3. A Subpostmaster who enlists for whole time service in HM Forces is required to resign
his appointment.
4, Territorial, etc. forces which are recognised for the purposes of reimbursement of
additional substitution costs are:-
ARMY
Regular Army Reserve of Officers
Army Reserve - Section D
Territorial Army
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5.2.ROYAL NAVY
Royal Navy Reserve
Royal Naval Auxiliary Services
Royal Naval Retired and Emergency List Officers
Royal Marines Reserve
Royal Fleet Reserve
Women’s Royal and Naval Reserve
Queen Alexandra’s Royal Naval Nursing Services Reserve.
ROYAL AIR FORCE
Royal Auxiliary Air Force
Royal Air Force Volunteer Reserve
Royal Air Force Reserve of Officers
Royal Air Force Reserve - Class E
Princess Mary’s Nursing Service Reserve
Royal Observer Corps
END
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POST OFFICE COUNTERS LTD
SECTION 6
ABSENCE FOR JURY SERVICE
1. A Subpostmaster who receives a summons to serve on a jury should notify his Regional
General Manager immediately, and should inform him of the arrangements which he
proposes to make for the conduct of the work of the sub-office in his absence.
2. Where exceptionally the Subpostmaster is unable to find a substitute and the Sub-
Office is temporarily closed on account of the absence of the Subpostmaster on jury
service, the scale payment for the period of the closure will be withheld.
3. Subpostmasters attending for jury service should claim from the court any allowances
for which they are eligible in respect of travelling and subsistence and, where
appropriate, compensation for loss of remuneration. If a Subpostmaster is in need of
advice of the allowances to which he will be entitled, he should seek it from the official
responsible for the issue of the summons.
END
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SECTION 7
SUBPOSTMASTER’S SICK ABSENCE SCHEME - SUBSTITUTION ALLOWANCE
1. ASubpostmaster is not required to give personal service and is not entitled to sick
leave as such. However, subject to certain conditions and limitations described below,
he is entitled to claim sick absence substitution allowance, in respect of the costs of
substitution necessarily incurred, when he is absent from his sub-office through illness.
CONDITIONS AND LIMITATIONS
2. With the exception of women over 65 and men over 70 years of age, all Subpostmasters
who give 18 hours or more personal service a week, who are absent from their sub-
office through illness, are eligible to claim Sick Absence Substitution Allowance. The
maxima rates payable are published from time to time in Counter News. The
allowance is payable subject to, and in accordance with, the following conditions:~
3. The allowance will be payable when the period of any continuous sick absence
amounts to three weeks (21 days including Sundays) or more and it will be paid
retrospectively for all but the first week (seven days including Sunday) of absence,
4, Payment of the allowance will be limited to an aggregated period of 13 weeks (91 days
including not more than 13 associated Sundays) in any consecutive period of 12
months.
5. Where a Subpostmaster is incapacitated by an accident or illness which results, or is
likely to result, in a continuous absence beyond 13 weeks, Regional General Managers
may authorise payment of the allowance to be extended up to a maximum period of 26
weeks (182 days including not more than 26 associated Sundays) in any one period of
12 months. Where a Subpostmaster has already received up to 12 weeks of the Sick
Absence Substitution Allowance entitlement in the previous 12 months he may,
because of an absence resulting from an extended illness, be entitled to an allowance up
to a maximum of 26 weeks in any one period of 12 months.
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Where a Subpostmaster's period of reimbursement of sick absence substitution costs is
extended beyond 13 continuous weeks, such extension will be reviewed periodically.
Under no circumstances will a Subpostmaster be allowed to aggregate separate periods
of sick absence beyond 13 weeks in any one period of 12 months.
The maximum allowance payable will be the total amount calculated by applying the
Subpostmaster’s appropriate Holiday Substitution Allowance rate for the period for
which sick absence allowance is payable, or the actual additional costs of substitution
incurred for the same period, whichever is less.
The maximum amount of the allowance for the period of absence for which an.
allowance is payable will be abated, where applicable, by the statutory national
insurance sickness benefit or maternity allowance and earnings related supplement
received by the claimant in respect of the same period. Details of these are recorded on
DSS forms BS12 and BF168 which should accompany the Subpostmaster’s claim for the
substitution allowance (see paragraph 10). Where however, a Subpostmistress receives
a NHS Maternity Grant, the substitution allowance should not be reduced by the
amount of that grant.
(NOTE: Statutory national insurance sickness benefit means that benefit which is
payable to a person otherwise than in respect of another person who is a child or an
adult dependent.) Where a Subpostmaster is not eligible for DSS benefits, a medical
certificate should accompany the claim for payment of the substitution allowance.
Subpostmasters holding more than one Sub-Office appointment will be entitled to
claim the allowance in respect of only one appointment.
Any Subpostmaster who qualifies for the sick absence substitution allowance and can
produce evidence to show that substitution costs were incurred should submit a claim
to the Regional General Manager after he has been absent for three weeks. Thereafter
he should claim the allowance at the end of each subsequent period of absence of four
weeks (or al the end of the period of absence if that is reached earlier). Claim forms
will be supplied by the Regional General Manager on request.
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PERIODS OF SICK ABSENCE OF LESS THAN 3 WEEKS
11. Where an eligible Subpostmaster as defined above is absent sick for a period of less
than three weeks, and does not qualify for payment of the sick absence substitution
allowance, he will be free to claim, in respect of any substitute for him, Holiday
Substitution Allowance for the period of absence up to the limit of any outstanding
balance of his HSA entitlement. Form P2340 and P2340(A) should be used by
Subpostmasters when making these claims. The amounts payable will not be the
subject to abatement of any national insurance sickness benefit received. Any period of
sick absence for which HSA (as distinct from Sick Absence Substitution Allowance) is
paid will count against HSA entitlement.
END
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SECTION 8
STATUTORY SICK PAY SCHEME
INTRODUCTION
1. Under the terms of the Social Security and Housing Benefits Act 1982 employers are
responsible for statutory sick pay arrangements in respect of their employees. An
employee is interpreted as including office holders who receive emoluments liable for
income tax under Schedule E. Subpostmasters come within this category and
consequently Post Office Counters Ltd is obliged to comply with the conditions of the
Act.
2. The use of the words “employee” and “employer” are used in the context of this
particular piece of legislation and do not in any way alter the Subpostmaster’s status as
an independent contractor.
GENERAL
3. Under the terms of the Scheme most Subpostmasters will not get State sickness benefit
for their first twenty eight weeks of sickness in each tax year. Instead they will get
Statutory Sick Pay, known as SSP, from Post Office Counters Ltd. SSP is paid ata flat
rate, There are 2 weekly rates and eligibility depends on an employee's average
earnings over a specified period. There are no allowances for dependants. SSP is
taxable and subject to NI contributions.
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EXCLUSIONS
4. A Subpostmaster will not get statutory sick pay if he comes within one of the following,
groups. If a Subpostmaster falls within one of these groups he should still notify his
Regional General Manager about his sickness.
A Subpostmaster reaches the end of his entitlement to SSP from Post Office Counters
when:
(a) Subpostmasters who already had twenty eight weeks of SSP from Post Office
Counters Ltd in a tax year in any one period of incapacity for work (referred to as
PIW)(linked or unlinked);
(b) his linked PIW with Post Office Counters Ltd has run for 3 years;
(©) she is pregnant and reaches the “disqualifying period”;
(d) his contract for service ends;
(e) Subpostmasters who fall sick in a country outside the EEC;
(9 heis no longer incapable of work, ie. he returns to work or stops sending,
certificates of incapacity;
(g) _ he is taken into legal custody.
QUALIFYING CONDITIONS
5. Statutory Sick Pay can only be paid for qualifying days. It has been agreed with the
National Federation of Sub-Postmasters that qualifying days for Subpostmasters will be
those days they are normally required to provide the services detailed in Section 1 of
this contract. Where Subpostmasters are required to give services for only part of the
day, that day will count in full for statutory sick pay purposes. For the majority of
Subpostmasters there will be six qualifying days in each week (Monday to Saturday).
if a Subpostmaster is in doubt about which days are regarded as qualifying days he
should seek confirmation from his Regional General Manager.
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The entitlement of a Subpostmaster to SSP, rests on 6 qualifying conditions, all of which
must be fulfilled.
(a)
(e)
The Subpostmaster must have notified his Regional General Manager of his
absence;
Days sickness must be days of incapacity;
The Subpostmaster must provide evidence of incapacity;
Period of incapacity for work (PIW) must be formed and PIW consist of 4 or
more consecutive days, including Saturdays, Sundays and Public Holidays, when
a Subpostmaster is incapacitated for work. It is immaterial for this purpose
whether or not the Subpostmaster would normally have worked on those days.
PIW’s which are separated by 8 weeks (56 calendar days) or less are linked and
count together as a single PIW;
When a Subpostmaster falls into one or more of the categories listed below he
will be excluded from receiving SSP;
(i) he is excluded from receiving SSP. A Subpostmaster who has been
excluded cannot return to SSP entitlement during the course of a PIW, nor
at the start of a PIW which links with a previous one during which he was
excluded even though he ceases to be a member of an excluded group.
(ii) Over State pension age;
A Subpostmaster who is over State pension age (65 for a man, 60 for a
woman) is excluded from SSP. However, if when a Subpostmaster reaches
State pension age he has a PIW which links with a previous one, he will be
entitled to SSP for as long as his PIW’s continue to link.
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(iii)
(iv)
(vi)
Short contract workers;
A Subpostmaster whose contract of employment is for a specified period of
3 calendar months or less is excluded from SSP. However, if the contract
does not at first exceed 3 months, but a Subpostmaster works past the time
stated in the contract so that the total period worked becomes more than 3
calendar months the employee becomes entitled to SSP as soon as it is
known that the total period will be more than 3 calendar months.
Low average earnings;
A Subpostmaster whose average earnings are less than the lower earnings
limit for NI contribution liability is not entitled to SSP. When one PIW
links with a previous one, the first day in the earlier PIW is used for
calculating an employee's average earnings.
Recent State benefit entitlement;
A Subpostmaster who has received, or in some cases claimed but not
received, certain State benefits within the 8 weeks period before the first
day of a PIW is not entitled to SSP. The benefits are:
- Sickness Benefit;
- Invalidity Benefit;
- Severe Disablement Allowance;
- State Maternity Allowance (but not Statutory Maternity Pay);
- Unemployment Benefit, but only in very limited circumstances.
No work done;
A Subpostmaster how has done no work under a contract of employment
is not entitled to SSP under that contract. If he is a new employee and he
reports sick before he takes up duty, he is not entitled to SSP. However, if
he reports for work on his first day of service, but goes sick on the second,
he is entitled to SSP if he fulfils the other qualifying conditions.
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(viii)
(ix)
(x)
(xi)
(vii) Trade dispute;
If a Subpostmaster is participating in a stoppage of work due to a trade
dispute, he may be excluded from SSP.
Pregnancy;
There is a “disqualifying period” during which the Subpostmistress is not
entitled to SSP. The “disqualifying period” begins with the 11th week
before the expected week of confinement and runs for 18 weeks. This is the
same as the period for entitlement to state or statutory maternity pay to
which the Subpostmistress is entitled provided she fulfils the appropriate
conditions.
Already been due 28 weeks SSP from former employer(s);
A Subpostmaster is excluded from SSP if he gives his Regional General
Manager a leaver's statement (SSP 1(L)) showing that he has been due 28
weeks SSP from his former employer(s) and the gap between the first day
of the PIW (with the new employer) and the last day of SSP shown on the
leaver’s statement is 8 weeks or less.
Abroad outside the EEC;
A Subpostmaster who is abroad outside the EEC at the start of a PIW is not
entitled to SSP. He is
xcluded even it the PIW links with a previous one
when he was in the UK.
Legal custody.
A Subpostmaster who is in legal custody on the first day of a PIW is not
entitled to SSP. “Legal custody” means that the person concerned is
detained, usually arrested and/or in prison. A person who is voluntarily
helping Police with their enquiries is not excluded. A Subpostmaster in
legal custody is not entitled to SSP even if his PIW links with a previous
one when he was not in legal custody.
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(9) Days of incapacity to be a qualifying day.
If a Subpostmaster becomes incapable of work part way through a day, that day
cannot count as a qualifying day unless he has not commenced work on that day.
NOTIFICATION OF SICKNESS
A Subpostmaster or his representative must inform his Regional General Manger by
telephone of his incapacity for work on or before his first working day of sickness
irrespective of whether he is entitled to statutory sick pay.
Subpostmasters, including those nominated by limited companies, who hold more than
one appointment, must notify the appropriate Regional General Manager who is
responsible for the collection of primary National Insurance contributions in respect of
his appointments. (See section 10, paragraph 1)
If a Subpostmaster is late in giving notification of sickness, he should advise the
Regional General Manager of the reason for the delay. If the Regional General
Manager is not satisfied with the reason given for the delay, any period of sickness
prior to the date of notification will not count for the purposes of statutory sick pay. If
a Subpostmaster is not satisfied with the Regional General Manager's decision on this
matter he may apply to the Department of Social Security for a ruling. Ifa
Subpostmaster does not qualify for statutory sick pay, he will on notification of sickness
be sent a form SSP1 (E) by his Regional General Manager.
EVIDENCE OF SICKNESS
10.
11.
Subpostmasters must provide Post Office Counters Ltd with evidence of incapacity for
work by means of either a doctor’s medical certificate of by a self certificate if the
incapacity is less than eight days. A proforma to be used for self certification can be
obtained from the Regional General Manager.
Subpostmasters must notify their Regional General Manager when they cease to be
sick.
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END OF ENTITLEMENT TO STATUTORY SICK PAY
12. When a Subpostmaster has exhausted his entitlement to statutory sick pay he will be
sent a form SSP1(T), on which, if he is still sick, he can claim state sickness benefit from
the Department of Social Security.
RULES OF PAYMENT
13. In accordance with the Act, Post Office Counters Ltd is obliged to abate any
remuneration due by the appropriate amount of statutory sick pay. The effect of this
will mean that for the first eight weeks of sickness, remuneration will be paid in full
and that statutory sick pay will be regarded as “notional”. Consequently although
statutory sick pay will be regarded as “notional” the total remuneration paid the
Subpostmaster will continue to attract income tax and National Insurance contributions
in full.
DUAL EMPLOYMENT
14. Ifa Subpostmaster who is sick is also employed either by the Post Office (e.g. as an
Auxiliary Postman) or another employer, and provided National Insurance
contributions are paid separately for each employment and alll other conditions are met,
he must claim statutory sick pay in respect of both his Subpostmaster services and
other employment(s).
SICK ABSENCE SUBSTITUTION SCHEME
15. The provisions of this Scheme, which are set out in Section 5, remain except that no
claim will be entertained unless the Regional General Manager has been properly
notified of the Subpostmaster’s sickness. Claims for reimbursement for up to 28 weeks’
sick absence will not be subject to abatement in respect of Statutory Sick Pay. Claims
for reimbursement for a period of sickness which does not attract statutory sick pay
will continue to be subject to abatement.
END
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SECTION 9
RESIGNATION AND RETIREMENT
RESIGNATION
1, ASubpostmaster who wishes to resign his appointment must give 3 calendar month's
notice in writing. If he does not give such notice Post Office Counters Ltd may require
him to pay any expense which it incurs in providing temporary arrangements to cater
for the business which would normally be expected to be transacted at the sub-office
during any part of the 3 month notice period.
RETIREMENT
2, There is no specific age limit for the retirement of a Subpostmaster.
3. Unless indicated otherwise by the Regional General Manager, a vacancy will be
advertised at the existing sub-office premises.
4. Subpostmasters at offices earning 125,050 units or more are required to make an
introductory payment to Post Office Counters Ltd as a condition of appointment.
END
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POST OFFICE COUNTERS LTD
SECTION 10
NATIONAL INSURANCE
CLASSIFICATION
1. For National Insurance purposes, a Subpostmaster is regarded as an office holder with
emoluments chargeable to Income Tax under Schedule E. As such, all Subpostmasters
are liable to make National Insurance contributions in accordance with the provisions
of Class 1,
Class 1 contributions comprise 2 parts:-
(a) _ the Primary contribution which is generally known as the employee's
contribution;
(b) _ the Secondary contribution which is generally known as the employer's
contribution.
PERSONS TAKING UP APPOINTMENT AS A SUBPOSTMASTER
2. All persons taking up an appointment as a Subpostmaster should supply the Regional
General Manager with their National Insurance number by means of a NI number card,
form P45 and/or P60 (see leaflet NI217) and also any current certificate of Earner’s
non/reduced rate liability that they have. Where for one reason or another a new
Subpostmaster does not supply a NI number the action outlined in the Employer's
Guide to National Insurance Contributions (NP15) will be followed.
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CONTRACTING OUT
Under the Social Security Act 1975, pensions for retirement, widowhood and invalidity
consist of 2 parts:-
(a) _ basic pension;
(b) and additional pension related to an employee's reckonable earnings between the
lower earnings limit and the upper earnings limit.
4. Anemployer may contract his employees out of that part of the State Scheme which
provides an additional pension if the Occupational Pensions Board is satisfied that his
occupational pensions scheme meets the conditions required by the Act. As
Subpostmasters are not employees of Post Office Counters Ltd they are ineligible to
belong to the Post Office Staff Superannuation Scheme and therefore are not contracted
out of the State Scheme.
CONTRIBUTIONS
5. DSS leaflet NP15 “Employer's Guide to National Insurance Contributions” gives a
guide to the contribution arrangements.
6. Provided that earnings reach or exceed the lower earnings limit, a Subpostmaster will
be liable to pay primary contributions on all earnings up to the upper earnings limit at:-
(a) the standard rate; or
(b) _ the reduced rate (see paragraph 8); or
(©) isnot liable for contributions because he/she is over pension age or has made
other arrangements (see paragraph 9).
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MARRIED WOMEN AND WIDOWS
7. There is no longer a right to choose to pay reduced rate contributions. However, a
woman entitled to pay at the reduced rate for the 1977-78 tax year continues to be able
to do so for subsequent years unless:-
(a) _ she revokes her election;
(b) asa married woman her marriage ends in divorce or annulment;
(©) _ she becomes a widow and after the initial period becomes entitled to widow's
benefit;
(d) during 2 consecutive tax years which fall after 5 April 1978 she was neither liable
to pay a Cl
98 1 contribution nor was self-employed.
DSS will provide a certificate authorising deductions of a Class 1 contributor’s
contribution at the reduced rate. As Post Office Counters Ltd will be held responsible
for any deficiencies in contribution, deductions will be made at the standard rate unless
the Subpostmistress produces a valid certificate.
NON LIABLE SUBPOSTMASTERS
8. No contributions are payable by men over 65 or women over 60 and in such
circumstances DSS will normally issue a certificate of age contribution. However, if
some other definite evidence is being held to show that a Subpostmaster has reached
age 65 (60 for a woman) his/her deductions may be ceased even though a certificate of
age exception has not been produced.
9. The Secondary contribution (see paragraph 2) is due at the same rate regardless of the
Subpostmaster’s rate of contribution or even where he is non liable.
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ARREARS OF REMUNERATION
10. Arrears of remuneration resulting from a revision or other payments made to adjust
remuneration paid in an earlier month, will be treated as part of the total remuneration
in the month in which the payment is made, regardless of the period for which they are
proper to. This applies whether or not the additional payments are made regularly.
11. Where arrears of remuneration are due to a former Subpostmaster national insurance
contributions will be calculated from the weekly contributions table published by DSS.
DEATH OF SUBPOSTMASTERS
12. Contributions are not payable on any remuneration that might be due to a
Subpostmaster’s estate after his death.
HOLIDAY AND SICK ABSENCE PAYMENTS
13. Contributions are not due on any payments made under the holiday substitution or
Sick Absence Substitution schemes because all payments are made in respect of specific
costs incurred.
SICKNESS BENEFITS
14. NI Contributions continue to be payable when a Subpostmaster who is sick continues
to receive his scale payment. NI sickness/industrial injury benefits received are not
assessable for NI contribution.
SUBPOSTMASTERS WITH MORE THAN ONE EMPLOYMENT
15. Primary Class 1 contributions are normally payable in respect of each job including
other Sub-Office appointments for which earnings exceed the lower earnings limit,
unless a current form RD950 has been received from DSS. Even where a form RD950 is
held, POCL is obliged to collect Secondary Class contributions.
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SUBPOSTMASTERS SUSPENDED FROM OFFICE AND THEIR SUBSEQUENT REINSTATEMENT
16. Any payment withheld during suspension and subsequently paid upon reinstatement
should be treated as part of the total remuneration in the earnings period in which it is
paid regardless of the periods to which it relates. The NI contribution rate current at
the time of payment should be applied.
CHANGES IN NATIONAL INSURANCE STATUS
17. In the event of a change or impending change in national insurance status, a
Subpostmaster should consult his local DSS office as soon as possible.
18. The following are regarded as changes in status:
(a) WOMEN:
Divorce In these circumstances the Subpostmistress must advise
Annulment DSS and Post Office Counters Ltd
Marriage
Widowhood See paragraph 8
Re-marriage
Retirement age Towards the beginning of the tax year in which a woman
reaches age 60 and again at the approach of the 60th
birthday, a Subpostmistress will be asked to consult DSS
so that a certificate of age exception may be issued if
appropriate (see also paragraph 9).
(a) MEN:
Retirement age At the approach of the 65th birthday the Subpostmaster
will be asked to consult DSS so that a certificate of age
exception may be issued if necessary (see also paragraph
9).
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DEFERMENT OF NORMAL RETIREMENT DATE
19. Inall cases where a Subpostmaster seeks to enhance his retirement pension by a
deferment of NI retirement date (normally the 60th birthday for women, the 65th
birthday for men) see DSS leaflet NI92 - or where he wishes to cancel his deferment, the
Subpostmaster should be asked to consult his local DSS office so that the necessary
arrangements can be made and certificates of age exception obtained.
RESIGNATION/TERMINATION OF APPOINTMENT
20. When a Subpostmaster resigns or has his contract terminated the Guaranteed
Mi
imum Pension will be preserved by DSS.
MARRIED WOMEN AND WIDOWS
21. There will be no Guaranteed Minimum Pension (GMP) for a married woman or a
widow who has retained the right to pay the reduced rate of NI contribution.
CANCELLATION OF ELECTION TO PAY AT REDUCED RATE
22. Whena married woman or widow revokes her election to pay NI contributions at the
reduced rate the GMP will accrue only on the contributions she pays after revoking her
election.
ACTUAL EXPENSES INCURRED
23, Subpostmasters who are asked by their Regional General Manager to give details of the
expenditure which they incur in providing Post Office services should do so with all
haste, Such information will be restricted to Post Office Counters Ltd and Department
of Social Security.
END
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POST OFFICE COUNTERS LTD
SECTION 11
INJURY RESULTING FROM CRIMINAL ATTACK
REPORTS
If a Subpostmaster or one of his Assistants is injured in an attempted robbery of Post
Office property a report should be made at once to the Regional General Manager
however slight these injuries may appear to be. In addition, in order that entitlement to
National Insurance (Industrial Injury) benefit may be preserved it is important that the
DSS should be informed without delay.,
POST OFFICE COUNTERS LTD PERSONNEL CRIMINAL INJURY COMPENSATION SCHEME
The scheme has application to Subpostmasters and their registered Sub-office
Assistants and reliefs and substitutes who sustain permanent physical injury during the
theft/attempted theft of Post Office property on the premises, in or out of normal
business hours; or whilst travelling to/from the bank on Post Office business.
For the purpose of the scheme, registered Sub-Office Assistants are those:-
(a) whose commencement of employment has been reported to the Regional General
Manager on form P250 and thereafter recorded on form P356W at 1 April each
year as being employed on Post Office work full-time, part-time, occasionally, or
(b) whose employment as a temporary Assistant or Subpostmaster’s substitute has
been reported to the Regional Office on form P250.
Also covered is DISAPPEARANCE, if any of the categories of the people in (2) above is
missing as a result of criminal activity, and is presumed dead, a claim can be made
subject to:
(a) _ satisfactory evidence supporting the disappearance being supplied.
(b) _ there is no reason to believe otherwise and
(c) a period of 3 years has elapsed.
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Any payment thus made will be refunded if subsequently the person concerned is
found to be alive.
EXCLUSIONS
(a)
(b)
©
(d)
The policy does not cover:-
Bodily injury sustained whilst under the influence of intoxicating liquor or drugs other
than drugs taken in accordance with treatment prescribed and directed by a qualified
registered medical practitioner but not for treatment of drug addiction;
any consequence of pregnancy or childbirth;
any pre-existing physical or mental defect or infirmity;
CONDITIONS
The maximum benefit payable to one individual in one insurance year is £60,000 irrespective
of the number of incident/claims which may have occurred. If the maximum benefit is paid
to one individual in one insurance year no further liability rests with POCL. POCL’s liability
for a series of claims in any insurance period for the same person, shall not exceed the
maximum benefit (£60,000).
5.1
5.2
Any benefits payable under Parts 2 and 3 of the Schedule of Benefits, will only be paid
on receipt of a DSS Medical Assessment, confirming permanent disablement Data to be
supplied to Post Office Group Treasury, Risk Management at the address shown in part
6. Payment under Part 2 will not be made before the expiry of 90 consecutive days of
disablement. Fifty percent of the value of the medical assessment of benefit may be
paid on receipt of a2 year provisional assessment. Any balance will be paid if a life
assessment is given. Benefits payable are subject to the overriding maximum of
£60,000.
Benefits may be paid for more than one disability listed in Part 3 of the schedule of
benefits, provided that the total amount received does not exceed the maximum benefit
of £60,000.
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5.5
Any benefit Payable under Part 3 and/or 4 of the Schedule of Benefits will be deducted
from the maximum benefit (£60,000), if the individual concerned subsequently dies, or
suffers permanent total disablement as a result of the injuries received in the
incident(s).
Any payment made under Part 4 of the Schedule of Benefits, can be made in advance of
the settlement of a claim under Parts 1, 2 or 3 of the schedule but is subject to an
overriding maximum benefit of (£60,000).
Benefits under Section 4 may be paid up to, but not exceeding 104 weeks, for total
disablement arising from a criminal attack while collecting cash from the bank for
authorised Post Office business.
Payments may be made:-
(a) at the end of the period(s) of total disablement; or
(b) at the injured persons request, at the end of at least four weeks total disablement
and thereafter at four weekly intervals, if requested.
Payments are subject to the provision of medical and any other relevant information as
requested by POCL.
Disablement or Partial loss not specified in the schedule of benefits.
The percentage benefit will be in accordance with the DSS medical assessment.
CLAIMS PROCEDURE
Claims must be made by the injured person (or his personal representative) within 3
months of the date of the incident(s) direct to the insurer, Post Office Counters’ Ltd
Agent, (Group Treasury) Chetwynd House, Chesterfield, S49 1PF. Claim forms are
available from the Regional General Manager or the Headquarters of the National
Federation of Sub-Postmasters, Evelyn House, 22 Windlesham Gardens, SHOREHAM
BY SEA, West Sussex, BN34 5AZ.
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EVIDENCE
All certificates and information shall be sent to POCL’s agent (Group Treasury) as and
when requested. If a Second opinion is required, an appointment will be made at a
time and date mutually acceptable. the cost will be met by the scheme. The injured
person will as often as required, submit to medical examination in respect of any
alleged bodily injury.
In the event of any dispute, POCL reserves the right to take such disputes to an
independent insurance broker for arbitration.
Income Tax is not payable on any benefits under the scheme.
THE GOVERNMENT'S SCHEME
10.
Compensating victims for crimes of violence is administered by the Criminal Injuries
Compensation Board, whose address for ENGLAND and WALES is Whittington
House, 19 Alfred Place, LONDON WC1E 7EA, and for SCOTLAND is Blythswood.
House, 200 West Regent Street, GLASGOW G2 4SW Details of scheme can be obtained
from the Board, Office of the Department of Social Security, Department of
Employment and Productivity and Citizens Advice Bureaux. Injuries which occur in
Northern Ireland, the Channel Islands and the Isle of Man are outside the scope of the
government scheme.
(APPENDIX 1 FOLLOWS)
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SCHEDULE OF BENEFITS
1 Death
2. Permanent total Disablement resulting in inability to follow any
occupation.
3. Loss of/loss of use of limb(s) etc. and permanent disability in
accordance with the following permanent disabilities:~
PERMANENT TOTAL DISABLEMENT
Total loss of sight of both eyes
Total incurable insanity
Loss of both arms or both hands
Complete deafness of both ears of traumatic origin
Removal of lower jaw
Loss of speech
Loss of one arm and one leg
Loss of one arm and one foot
Loss of one hand and one foot
Loss of one hand and one leg
Loss of both legs
Loss of both feet
Loss of one eye
Complete Deafness of one ear
UPPER LIMBS
Loss of one arm or hand
Total loss of thumb
Partial loss of thumb (ungual phalanx)
APPENDIX1
£60,000
£60,000
expressed as a
percentage
of £60,000
100%
30-40%
20%
LEFI/RIGHT
60%
30%
10%
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Total amputation of forefinger
Amputation of two phalanges of forefinger
Amputation of ungual phalanx of forefinger
Simultaneous amputation of thumb and forefinger
Amputation of thumb and finger other than thumb and forefinger
Amputation of two fingers other than thumb and forefinger
Amputation of three fingers other than thumb and forefinger
Amputation of three fingers and thumb
Amputation of four fingers excluding thumb
Amputation of the median finger
Amputation of a finger other than thumb, forefinger and median
LOWER LIMBS
Amputation of thigh (upper half)
Amputation of thigh (lower half) and leg
Total loss of foot (tibio-tarsal disarticulation)
Partial loss of foot (sub-ankle-bone disarticulation)
Partial loss of foot (medio-tarsal disarticulation)
45
APPENDIX1
1%
35%
30%
12%
50%
12%
7%
expressed as a
percentage
of £60,000
80%
70%
30%
30%
30%
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APPENDIX1
Partial loss of foot) (tarso-metatarsal disarticulation) 20%
Shortening of the lower limb by at least 5cm 40%
Shortening of the lower limb by at least 3 to 5em 40%
Shortening of the lower limb by 1 to 3cm 40%
Total amputation of all toes 20%
Amputation of four toes including big toe 14%
Amputation of four toes 9%
Amputation of big toe 14%
Amputation of two toes 5%
Amputation of one toe other than the big toe 3%
Benefit from other injuries will be paid according, to DSS assessment all occurring within 24
months of bodily injury or incident giving rise to a claim.
Total disablement arising from criminal attack whilst collecting Post Office cash from the
Bank, entirely preventing the injured person from engaging in, or giving attention to his/her
usual occupation - £200 per week, for each full week (one week = 7 days).
END
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POST OFFICE COUNTERS LTD
SECTION 12
RESPONSIBILITY FOR POST OFFICE STOCK AND CASH
CREDIT STOCK OF STAMPS ETC.
1.
The Subpostmaster on taking up his appointment is supplied with suitable Post Office
stock, the amount of which is fixed by the Regional General Manager.
CASH BALANCE
The Subpostmaster is permitted to hold Post Office Counters Ltd cash normal to meet
payments at his sub-office after due allowance has been made for expected receipts and
in accordance with official accounting and security instructions.
The Subpostmaster is expressly forbidden to make use of the balance due to Post Office
Counters Ltd for any purpose other than the requirements of the Post Office service;
and he must, on no account apply to his own private use, for however short a period,
any portion of Post Office Counters Ltd funds entrusted to him. He must also be
careful to keep the Post Office money separate from any other monies. Misuse of Post
Office Counters Ltd cash may render the offender liable to prosecution and, or, the
termination of his Contract of Appointment.
ACCOUNTS
The Subpostmaster must ensure that accounts of all stock and cash entrusted to him by
Post Office Counters Ltd are kept in the form prescribed by Post Office Counters Ltd.
He must immediately produce these accounts, and the whole of his sub-office cash and
stock for inspection whenever so requested by a person duly authorised by the
Regional General Manager.
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SECURITY OF CASH, STAMPS ETC.
10.
The Subpostmaster is held strictly responsible for the safe custody of cash, stock of all
kinds and other Post Office Counters Ltd property, papers and documents, whether
held by himself or by his A\
especially at night.
tants, and should keep them in a place of security,
The Subpostmaster is responsible for maintaining a standard of security sufficient to
enable him to meet the obligations laid on him by paragraph 5 for the safe keeping of
Post Office Counters Ltd cash and stock placed in his care. If any circumstances arise
which lead him to doubt whether he can do so he should immediately consult the
Regional General Manager.
In deciding the standard of security which it would be reasonable to require under
paragraph 6 Post Office Counters Ltd will have regard to (a) the circumstances in
which the Subpostmaster was appointed, and in particular the standard of security
then accepted; (b) the length of time since his appointment; and (c) any particular
circumstances affecting, the sub-office which appear to be relevant.
All vouchers for payments e.g. Postal Orders, Allowance Dockets etc. should be placed
in a suitable receptacle (cardboard box or strong envelope), labelled “Paid Vouchers”
and at the close of business kept separately from cash and stock in another secure place,
such as a locked drawer or cupboard.
The Subpostmaster must be careful to keep his stocks of all kinds in such a manner that
they remain in good condition. The stocks must be protected against damp and dust.
Datestamps used for authenticating documents (e.g. Postal Orders) or stamping
correspondence must be kept ina position on the counter where they are out of reach
of members of the public. When not needed for work they must be locked away.
Precautions should be taken to guard against the risk of fire.
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LOSSES
12. The Subpostmaster is responsible for all losses caused through his own negligence,
carelessness or error, and also for losses of all kinds caused by his Assistants.
Deficiencies due to such losses must be made good without delay.
13. The financial responsibility of the Subpostmaster does not cease when he relinquishes
his appointment and he will be required to make good any losses incurred during his
term of office which may subsequently come to light.
GAINS
14. Surpluses may be withdrawn provided that any subsequent charge up to the amount
withdrawn is made good immediately.
THEFT OR BURGLARY
15. Ifa theft or burglary is committed or attempted at a sub-office, whether or not official
cash or stock is stolen, the facts must be reported at once to the Police and to the
Regional General Manager by the person who first makes the discovery.
MISSING OR STOLEN STOCK
16. Ifa Subpostmaster considers that any stock items have been accidentally lost, or stolen
he should make a report, in accordance with Appendix 1, as quickly as possible to the
Regional General Manager.
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RELIEF
17. COUNTER LOSSES A Subpostm
the full amount of certain losses at his office. If he feels entitled to relief in making
ter may exceptionally not be required to make good
good a loss he should apply to the Retail Network Manager.
18. THEFT OR BURGLARY The question of granting relief will depend upon whether the
Subpostmaster has taken reasonable precautions to safeguard the official cash and
property.
19, FRAUD All cases of fraud or attempted fraud should be reported immediately to the
Regional General Manager.
(APPENDIX 1 FOLLOWS)
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APPENDIX1
ACCIDENTAL LOSS
If at any time any items of stock (including stock of no intrinsic value such as motor vehicle
licences) is found to be mi
ing. Steps must be taken at once to ascertain what has
happened to the missing items. The serial numbers must be ascertained (see 2(a)) and
verified by examination of items in stock, and the requisition forms examined to
discover whether or not any of the items purport to have been issued out of sequence.
All the requisition forms for the previous 3 months must at the same time be
impounded and held for instructions. If, after careful search, the missing items cannot
be found and are thought to have been mislaid only, or inadvertently destroyed, a
preliminary report of the loss giving the serial numbers of the items in question must be
sent to the Regional General Manager.
STOLEN ITEMS
1. If as a result of burglary, break in, theft, or suspected theft any items of stocks are
missing the facts should be reported as quickly as possible to the Regional General
Manager.
2. The further details which will be required, and which should be obtained and
submitted to the Regional General Manager at the earliest opportunity, are as follows:
(a) I The denominations, total values and serial numbers of missing or stolen items, so
far as they are known, with serial numbers of any remaining stocks.
(b) A statement as to whether the date stamp of the sub-office has been stolen, and if
so, particulars of the type in it when stolen, If the date stamp has not been stolen
a statement should be given which should intimate whether there is a reason to
believe that it has been used upon the stolen items.
(Asp
cimen impression of the date stamp and, if it was stolen, particulars of the
type in it when stolen.
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(e)
A statement of the circumstances which are thought to show that a theft has been.
committed and of the supposed date, time and method of commission. It should
include, if possible, written report from the person who last saw the missing
items and the person who first discovered the loss. The former should say when
the items were last seen, in what place and in what kind of receptacle (locked or
unlocked) they then were. The latter should state how and when the loss was
discovered and describe exactly the condition of the place and of the receptacle
from which the items were apparently taken.
Particulars of any cheques, including the transaction for which they were
accepted.
END
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POST OFFICE COUNTERS LTD
SECTION 13
PREMISES
1. The Subpostmaster must, at his own expense, provide premises in which such
reasonable office accommodation and fittings as Post Office Counters Ltd may require
are made available for carrying on the Post Office Counters business.
TENANCY
2. The Subpostmaster must hold the premises either as owner or on a tenancy subject to at
least one quarter's notice. Exceptions are sometimes allowed as to tenancy where the
premises are owned or held on a suitable tenancy by the spouse of the Subpostmaster
or where the sub-office is transferred to a near relative of a Subpostmaster of long,
service who holds the premises on a suitable tenancy.
3. The Subpostmaster must also at his own expense:-
clean, decorate and maintain the sub-office premises inside and out to a good
standard;
light and heat the sub-office premis
exhibit the sub-office title (i.e. “. .. POST OFFICE”) in large painted letters in a
prominent position outside the building.
in Wales exhibit an external bi-lingual sign “Syddfa’r Post/Post Office”;
if required, provide convenient space for a letter box;
if required, provide, where no security screen of a type approved by Post Office
Counters Ltd already exists, for the installation of such a screen. Post Office
Counters Ltd will provide and pay for the components of the screen and the
Subpostmaster will be responsible for its erection to the satisfaction of the
Regional General Manager and for its maintenance. On installation the screen
will become the property of the Subpostmaster.
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ALTERATIONS TO SUB-OFFICE PREMISES, ACCOMMODATION
4, The Subpostmaster must not, without the prior agreement of the Regional General
Manager:-
- move the sub-office to premises other than those in which it was situated at the
time of his appointment;
= alter the accommodation for carrying on the work of the sub-office from that
agreed at the time of his appointment.
NOTICES, PUBLICITY ETC.
5. The Subpostmaster must display in a position visible to the public at all times:
an up-to-date window notice indicating hours of opening which is supplied by the
Regional General Manager; other notices and leaflets, as required by Post Office
Counters Ltd.
6. The Subpostmaster must permit Post Office Counters Ltd to provide (in addition to a
security screen - paragraph 3) any improvements in the standard of security which it
decides to be necessary and for which it is prepared to pay.
RESITING OF POST OFFICE SECURITY EQUIPMENT
7. Where any agreed re-arrangement of the sub-office accommodation and/or fittings -
see paragraph 4 - involves the moving of Post Office security equipment the
Subpostmaster’s contribution to the cost of doing so will be decided as follows:-
NATURE OF ALTERATION CONTRIBUTION
REQUIRED OF
SUBPOSTMASTER
(a) Subpostmaster wishes to improve Post Office NIL
accommodation and Regional General Manager
agrees improvement is desirable.
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(b) Subpostmaster has no alternative but to move his NIL
premises or alter them to meet requirements beyond
his control.
(©) Subpostmaster wishes to re-arrange his private 50%
accommodation, which will neither increase nor
improve the Post Office accommodation, but will
require security equipment to be moved.
(d) Subpostmaster wishes to re-arrange his private 80%
accommodation, which will reduce Post Office
accommodation, though not to a level unacceptable
to the Regional General Manager, but security
equipment will need to be moved.
The above scale is intended as a rough guide only and Regional General Managers
have discretion to fix the level of contribution according to the circumstances of each
particular case.
RESIDENCE
8. A Subpostmaster who does not reside on the premises must satisfy his Regional
General Manger that he has made proper provision for the safety of Post Office
Counters cash and stock entrusted to his care. If residential accommodation is
associated with the sub-office the Subpostmaster must inform the Regional General
Manager if he does not occupy it himself, or if he ceases to do so, and must
immediately inform the Regional General Manager if at any time it becomes vacant,
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MAILWORK OFFICES
10.
At Mailwork sub-offices where Post Office employees work on the premises, the
Subpostmaster will in addition be required to provide at his own expense:-
Access to lavatory facilitis
Facilities for washing, including a supply of hot water, e.g. a kettle of hot water where
running hot water is not available;
Hat and coat pegs;
Facilities for making tea, if required;
Adequate lighting and ventilation;
Adequate heating in winter.
The Subpostmaster as occupier of the premises, is required to provide most of the
above facilities under the provisions of the Offices, Shops and Railways Act 1963. It is
likely that the presence of postmen on the premises will require the Subpostmaster, as
occupier, to comply with other provisions of this Act. In addition duties are laid down
in Sections 3 and 4 of the Health and Safety at Work Act 1974, as regards persons not in
his employment. Bearing in mind that the responsibility is his, it is in the
Subpostmaster’s best interest to be aware of the various requirements of these Acts.
ADVERTISEMENTS
11.
A title, which might suggest that Post Office Counters Ltd is concerned in the
management of the Subpostmaster’s private business, such as “ Post Office Stores”,
must not be used.
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12.
13.
No advertisement may be exhibited in the part of the premises used for Post Office
Counters business which relates to:-
= alcoholic liquors (for or against);
- betting, gambling and football pools;
- any illegal business or matter;
- any controversial matter, an advertisement for which might sug gest the Post
Office supported on side or the other;
- any commercial business which operates services of a kind conducted by the Post
Office.
Otherwise Post Office Counters Ltd is not concerned with the display of commercial
advertisements in the sub-office providing that they are not placed in such position as
to impair the security or the facilities for transacting Post Office Counter business. In
cases of doubt the matter should be referred to the Regional General Manger.
END
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POST OFFICE COUNTERS LTD
SECTION 14
HOURS OF BUSINESS
INTRODUCTION
1. The actual hours of opening of any individual sub-office are set by the Regional
General Manager in accordance with the following rules.
The Subpostmaster must not without permission vary the hours of public business set
by the Regional General Manager.
STANDARD COUNTER HOURS OF SERVICE
2. The standard hours during which the Subpostmaster may be required to open his office
in order to transact all kinds of counter business appropriate to his office are:
Monday - Friday 0900-1730
Saturday 0900-1230 or 1300 (depending on local circumstances)
LUNCH TIME AND HALF DAY CLOSURE (MONDAY TO FRIDAY)
3. At the Subpostmaster’s request the Regional General Manager may authorise the
closure of an office within the times stated in paragraph 2:-
3.1. For up to 1 hour at lunch times, at times agreed between the Regional General
Manager and Subpostmaster.
3.2 On 1afternoon per week (normally Tuesday, Wednesday or Thursday but, in
exceptional circumstances Monday to Friday) from 1300 onwards.
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14.4.EXTENDED HOURS
Where a Subpostmaster wishes to conduct Post Office business outside standard hours,
Regional General Managers will consider such requests taking into unt the normal
shopping pattern in the locality and the proximity of other Post Offices.
Where a Regional General Manager considers non standard hours may be more
appropriate for a particular office but the Subpostmaster disagrees, the Subpostmaster
may if he wishes trial a rearrangement of the opening hours. A trial period should not
extend beyond three months.
SUSPENSION OF MID-WEEK HALF-DAY CLOSING DURING THE CHRISTMAS AND
NEW YEAR PERIOD AND (WHERE APPLICABLE) ON THE THURSDAY PRECEDING
GOOD FRIDAY
The Regional General Manager may, on his own initiative or at the request of the
Subpostmaster, suspend any mid-week early closing on any day or days between 18
and 31 December (Christmas Day and Boxing Day excluded) and on the Thursday
before Good Friday. Additional payment will be made by Post Office Counters Ltd for
such opening.
LOCAL HOLIDAYS AND TUESDAYS AFTER BANK HOLIDAYS
Regional General Managers will review the concession under which some offices close
on Local Holidays or on Tuesdays after Bank Holidays. Where this no longer matches
customer needs the concession will be withdrawn.
ADVERTISING OF HOLIDAYS
The times at which a sub-office is closed for National or Local holidays should be
prominently advertised at the office concerned.
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PAYMENT FOR THOSE PERIODS OUTSIDE THOSE MENTIONED IN PARAGRAPH 2
ABOVE - NON MAILWORK OFFICES
No additional payment will be made by Post Office Counters Ltd for any opening
outside standard Counters’ hours other than that attracted by extra business transacted.
END
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POST OFFICE COUNTERS LTD
SECTION 15
ASSISTANTS
GENERAL
A Subpostmaster must provide, at his own expense, any assistance which he may need
to carry out the work in his sub-office.
Assistants are employees of the Subpostmaster. A Subpostmaster will be held wholly
responsible for any failure, on the part of his Assistants, to apply Post Office rules, or to
provide a proper standard of service to the public. He will also be required to make
good any deficiency, of cash or stock, which may result from his assistants’ actions.
ASSISTANTS’ CONDITIONS OF SERVICE
AGE
Wages, hours, holidays etc., are a matter to be settled between Subpostmaster and the
assistants concerned. However, they should be no less favourable than those enjoyed
by shop assistants generally in the same district, Post Office Counters Ltd reserves the
right to intervene if such conditions are considered inequitable.
The Subpostmaster is responsible, as employer of his assistants, for complying with the
provisions of any legislation which imposes obligations on employers.
Asa general guide no person under 16 years of age should be employed on Sub-Office
work, or have access to mails, unless however there is no reasonable alternative to the
part-time employment of an Assistant under 16 years of age.
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SUITABILITY OF APPLICANTS - REFERENCES
6. Inthe light of the Subpostmaster’s responsibilities, set out in paragraph 2 above, he is
strongly recommended to satisfy himself of the character and suitability of an applicant
for employment as an As
ant before a firm offer of employment is made. Generally
the Subpostmaster should:-
(a)
(b)
obtain proof of the identity of the applicant, e.g. birth or marriage certificate,
unless the applicant is known;
seek information form the applicant about any conviction or finding of guilt for
any offence in a Court of Law (including Juvenile Court or Court Martial). In this
connection the Subpostmaster should be aware of the Rehabilitation of Offenders
Act 1974 which restricts the information that needs be given;
enquire whether the applicant has ever been employed by the Post Office,
worked for another Subpostmaster or held sub-office appointment. If the former
then details of such employment should be entered on form P250 (see paragraph
8) and a reference waited from the Regional General Manager. If previously the
applicant has worked at another Sub-Post Office, including as a Subpostmaster,
details should be given on form P250 and a reference in respect of that
employment sought from the Subpostmaster concerned;
obtain references from all previous employers or schools attended over the last 3
years or from the last employer where the applicant has been employed during
the whole of that period.
7. When seeking references the Subpostmaster is advised to enquire if the applicant had
found to be completely trustworthy and ask the reason for his leaving that
employment. In some instances a Subpostmaster might have to employ an Assistant
before the procedures suggested above are completed. Bearing in mind the
complexities of current employment legislation a Subpostmaster in such a situation is
recommended to offer initially only short term employment pending receipt of
satisfactory references etc.
8. The Subpostmaster must notify the Regional General Manager of his intention to
employ a new Assistant on Post Office Counters Ltd work or when an Assistant ceases
to be employed in the sub-office.
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PERSONAL DECLARATION
Before any person (including a member of the Subpostmaster’s family) is allowed to
have access to mails or to perform, either temporarily or permanently, any Post Office
work, he/she must make a personal declaration on form P13 (see section 16, appendix
2).
The declaration of the Subpostmaster’s Assistants and of any members of his family
who perform Post Office duties should be signed in the Subpostmaster’s presence in
circumstances which will help to fix the occasion and the declaration in the memory of
the signatory. The declaration should be made with proper deliberation and the
Subpostmaster should stress its importance and witness the signature. A signed and
witnessed copy of the form should be given to the signatory at the time and he should
be advised to preserve it carefully.
Forms P13 can be obtained from the Regional General Manager as required and must
be returned to him when signed.
SUB-OFFICE ASSISTANT ACCUSED OR SUSPECTED OF DISHONESTY ETC.
10.
11.
In cases where an Assistant is accused or suspected of dishonesty or any other offence
such as wilfully delaying postal packets, the Subpostmaster must report the particulars
to the Regional General Manager as soon as possible and await instructions. If the
report is made by telephone it must be confirmed in writing as a matter of urgency.
In cases where a person employed by the Subpostmaster is guilty of misappropriating
Post Office Counters Ltd money, any sum which may be tendered by, or on behalf of,
the offender may be accepted but a receipt must be given showing that the money is
held pending possible investigation and without prejudice to any action that Post
Office Counters Ltd may be advised to take. The Subpostmaster should be careful not
to take any action which may be liable to prejudice the question of legal proceedings. A
copy of any receipt must be kept for reference,
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UNSUITABLE PERSONS
12.
In order to help prevent the employment of unsuitable or dishonest persons on Post
Office work, a Subpostmaster must notify the Regional General Manager if he
dismisses an employee on these grounds, or if his enquiries about an applicant for
employment give him reason to believe that the applicant is an unsuitable person. Brief
particulars of the evidence should be forwarded to the Regional General Manager who
will decide what steps should be taken to prevent the applicant obtaining employment
elsewhere in the Post Office or at another sub-office.
13. Where Post Office Counters Ltd has good reason to believe that it would not be in its
best interests for a particular person to have access to Post Office Counters Ltd cash
and stock as a Sub-Office Assistant it may call upon the Subpostmaster to:
(a) refrain from offering that person a post if not already employed;
(b) ensure that the person is not further employed on Post Office business if employed.
OUTDOOR POSTAL WORK
14. For any outdoor postal work required, provision is made either by the employment of
staff in the direct employ of the Post Office or by a special allowance to the
Subpostmaster for the engagement of casual labour.
END
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SECTION 16
DIVULGENCE OF OFFICIAL INFORMATION, CORRESPONDENCE AND
INTERVIEWS.
DIVULGENCE OF OFFICIAL INFORMATION
1, The unauthorised disclosure, or use directly, of any information or document which
has come to the knowledge of a Subpostmaster or Sub-Office Assistant through the
work of his Sub-Office is forbidden. Any such disclosure may render the offender liable
to prosecution under Post Office legislation or the Official Secrets Act (see paragraph 3)
2. Subpostmasters and their employees must not disclose any information regarding
postal packets passing through the post except to the person(s) to whom such packets
are addressed; nor may they make known information that may come to them officially
concerning the character, standing, or responsibility of individuals or firms, or the
private affairs of any person.
PERSONAL DECLARATIONS
3. (a)
(b)
All Subpostmasters on taking up appointment and newly recruited Sub-Office
Assistants are required to sign a Personal Declaration (form P13) which reminds
them of the duty of the Post Office to ensure that all communications and items
entrusted to it reach the people for whom they are intended promptly and safely,
and that the information in them reaches no one not entitled to it. The Person
Declaration also brings to the notice of newly appointed Subpostmasters and
Sub-Office Assistants on taking up employment their obligations under the
Official Secrets Acts and various Post Office and Telegraph Acts. Extracts from
these Acts are reproduced at Appendices 1 and 3. A copy of form P13 is at
Appendix 2.
A Subpostmaster on termination of his appointment is required to sign a
Declaration (P301) as a reminder that the provisions of the Official Secrets Acts
continue to apply to him after he has left in respect of all the information which
he has acquired or to which he has had access by virtue of his appointed position
as Subpostmaster. A copy of form P301 is at Appendix 3.
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(c) Subpostmasters and Sub-Office Assistants are given a copy of their P13 and
Subpostmasters on termination of their appointment, additionally of form P301
for retention as a reminder of their importance and of the message they contain.
The duty not to disclose information is imposed by the relevant Acts, not by the
Personal Declarations. Consequently no Subpostmaster or Sub-Office Assistant
can avoid these legal obligations by refusing to sign form P13 (also for
Subpostmasters form P301) or attempting to revoke or disclaim his signature on
the form(s).
4, Any request made by the Police or any other authority or by a private person for
information which may be confidential, or may concern matters connected with the
duties of another Subpostmaster or a Post Office employee, or with regard to the
address of a person who resides, in the neighbourhood should be referred immediately
to the Regional General Manager.
CONTACT WITH THE PUBLIC NEWS MEDIA
5. The Post Office has a duty to safeguard its own interests and those of its employees and
sub-office personnel in relation to material which is published in the news media. The
Public Relations Department of the Post Office is primarily responsible for deciding
whether the Post Office should enter into public correspondence and for ensuring fair
and accurate presentation of facts about the Post Office and its services; comment by
other persons is undesirable and in particular, untrue, ill-informed or reckless comment
will not be allowed to go unchallenged. While recognising the right of any individual
to comment publicly on matters of general interest therefore, the Post Office expects
Subpostmasters and their employees who wish to comment upon matters affecting the
Post Office to exercise those right in a responsible manner. Subpostmasters must
ensure, when communicating with the press or offering comment which may be
broadcast on radio or television, that their comments do not go beyond the accepted
bounds of propriety and are not likely to cause embarrassment or to mislead the public.
The Regional General Manager should be asked to advise in cases of doubt.
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6. A Subpostmaster wishing to communicate with the public news media should be
guided by the following:-
(a) there must be no unauthorised disclosure of official information (see paragraph
1);
(b) _ views and opinions expressed publicly must not bring the Post Office or its
employees or any other Subpostmaster into disrepute;
(c) a Subpostmaster offering unauthorised public comment must make it clear that
he is commenting in his private capacity and not on behalf of the Post Office.
7. A Senior Representative (as defined in the national agreement on facilities for
recognised unions) may wish from time to time to represent the view of the National
Federation of Sub-Postmasters, particularly on matters affecting his
Branch/Committee/ Federation. In doing so he must indicate his position as a
Federation spokesman and give his own name.
8. Particular care is necessary when offering spontaneous comment to press or
broadcasting reporters or interviewers,
PUBLICATION OF OFFICIAL INFORMATION
9. No Subpostmaster may, without the Regional General Manager's permission, use
information derived from official records or experience for the purpose of publishing
any document, book, play or article, broadcasting on radio or television, producing or
exhibiting a film or photographs, giving a talk or lecture or taking part in a public
discussion.
CORRESPONDENCE WITH THE PUBLIC
10. A Subpostmaster should not, without the permission of the Regional General Manager,
write to or interview members of the public on Post Office matters other than for the
purpose of correcting an error committed at his own sub-office.
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OFFICIAL DOCUMENTS AND LEGAL PROCEEDINGS
11. No Subpostmaster may, without permission, make an official document or a letter from
the public, or any other document which may come into his hands officially, the subject
of legal proceedings.
USE OF OFFICIAL INFORMATION OR POSITION FOR PRIVATE PURPOSES
12. No Subpostmaster may use his position to further his private interests, or act in any
way which might give rise to the suspicion that he has used, for private purposes,
information available to him in his capacity as Subpostmaster.
BREACHES TO BE REPORTED
13. A Subpostmaster must report to the Regional General Manager any case in which there
appears to have been a breach of the above rules by anyone employed by him on Post
Office duties at the sub-office.
(APPENDICES 1-3 FOLLOW)
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APPENDIX1
SUMMARY OF EXTRACTS FROM ACTS OF PARLIAMENT
POST OFFICE ACT, 1953
(SECTION 57) as amended;
1. INENGLAND, WALES AND NORTHERN IRELAND if any person engaged in the
business of the Post Office secretes a postal packet in course of transmission by post, he
shall be guilty of a misdemeanour and be liable to imprisonment for a term not
exceeding seven years.
(The offences of theft or destruction of a postal packet are covered by the Theft Act,
1968 or the Criminal Damage Act, 1971. Persons convicted on indictment for such
offences are liable under the relevant sections of those Acts to imprisonment for a term
not exceeding ten years or in some cases for life.)
2. INSCOTLAND If any person engaged in the business of the Post Office steals, or for
any purpose whatever embezzles or secretes a postal packet in course of transmission
by post, he shall be guilty of a misdemeanour and be liable to imprisonment for a term
not exceeding seven years.
(SECTION 58(1))
If any person engaged in the business of the Post Office, contrary to his duty, opens, or
procures or suffers to be opened, any postal packet in course of transmission by post, or
wilfully detains or delays, or procures or suffers to be detained or delayed, any such
postal packet, he shall be guilty of a misdemeanour, and be liable to imprisonment for a
term not exceeding two years or to a fine, or to both.
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APPENDIX1
(SECTION 59)
4. If any person employed to convey or deliver a mail bag, or a postal packet in course of
transmission by post, or to perform any other duty in respect of a mail bag or sucha
postal packet:-
(a) Without authority whilst so employed, or, whilst the mail bag or postal packet is
in his custody or possession, leaves it, or suffers any person, not being the person
in charge thereof, to ride in the place appointed for the person in charge thereof
in or upon any vehicle used for the conveyance thereof or to ride in or upona
vehicle so used and not licensed to carry passengers, or upon a horse used for the
conveyance on horseback thereof;
(b) Is guilty of any act of drunkenness whilst so employed;
(©) Isguilty of carelessness, negligence or other misconduct whereby the safety of
the mail bag or postal packet is endangered;
(d) I Without authority collects, receives, conveys or delivers a postal packet
otherwise than in the ordinary course of post;
(©) Gives any false information of an assault or attempt at robbery upon him; or
() —_Loiters on the road or passage, or wilfully misspends his time so as to retard the
progress or delay the arrival of a mail bag or postal packet in the course of
transmission by post, or does not use due care and diligence safely to convey a
mail bag or postal packet at the due rate of speed;
He shall be liable on summary conviction to a fine not exceeding fifty pounds (twenty
pounds in Northern Ireland).
(SECTION 87)
5. “Postal packet” means a letter, postcard, newspaper, printed packet, sample packet, or
parcel, and every packet or article transmissible by post, and includes a telegram.
(APPENDICES 2 AND 3 FOLLOW)
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APPENDIX2
PERSONAL DECLARATION (P13)
To be made by all persons on entering employment in the Post Office.
DUTY OF THE POST
OFFICE
NON-DISCLOSURE
OF OFFICIAL
INFORMATION
The first duty of the Post Office is to ensure that letters, parcels,
and all other communications or items entrusted to it reach the
people for whom they are intended promptly and safely, and that
the information in them reaches no one not entitled to it.
To help the Post Office to render this essential service to the
community, the Law makes certain provisions of which the more
important are stated overleaf. It is important for you to know and
understand those provisions, not only for your own sake, but also
in order that you should not, through any fault or omission on
your part, enable or tempt others to break them.
Itis illegal to disclose official information without authority. A
person engaged in Post Office work must not disclose any
information which he/she obtains as a result of that work, unless
he/she has written permission to do so.
You shall neither during you employment with the Post Office nor
for a period of 1 year after that employment ceases, disclose to
any other person, firm, or company, or publish or broadcast or
use for your own benefit any confidential information relating in
any way to the activities, operations or business methods of the
Post Office, except as previously authorised in writing by the Post
Office.
YOU SHOULD READ CAREFULLY THIS STATEMENT AND THE ONE OVERLEAF
AND THEN SIGN YOUR NAME TO THE DECLARATION BELOW.
19
In the presence of
Note:
Signature
Rank
The person signing this form should sign with his ordinary
signature in the presence of a Supervising Officer. The
Subpostmaster should witness the signature of persons employed
at a Scale Payment Sub-Office.
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APPENDIX2
PERSONAL DECLARATION (P13)
SAFETY OF
POSTAL PACKET
SECRECY
It is an offence to STEAL, SECRETE or DESTROY a letter, parcel
or any other postal packet in course of transmission by post, and
heavy penalties, including terms of imprisonment are provided
for such offences.
It is also an offence to OPEN or DELAY (without proper
authority) a letter, parcel or any other postal packet in course of
transmission by post, and penalties of fine or imprisonment are
provided for such offences.
CARELESSNESS, NEGLIGENCE or other mis-conduct which
endangers the safety of a mailbag or postal packet is likewise a
punishable offence.
Under the Official Secrets Act 1989, it is an offence of a
Government contractor (including an employee of a Government
Contractor) to make a damaging disclosure relating to security or
ence. A damaging disclosure may relate to defence,
international relations or information received in confidence from
another state or international organisation, or which results or is
likely to result in the commission of offences, or which is of
information which relates to or was obtained by special
investigation powers. It is also an offence for Government
contractors (and their employees) to fail to safeguard or
improperly to retain or provide access to documents or articles
containing information which it would be an offence under the
Act to disclose. A Government contractor means any person or
body who is employed in the provision of goods or services for
the Crown.
When a person transfers from one post to another, he must
surrender all documents connected with the post he is leaving,
except those issued to him for his personal retention. When he
leaves the Post Office all official documents must be given up,
with the exception of those which he has been authorised to
retain.
All the above conditions apply to all persons with access to any
official information, not only while the a continues, but also
after it ceases, and by termination of employment.
Any person who handles information about identifiable living
people which is processed automatically (e.g. on a computer or
word processor) may also commit an offence under the Data
Protection Act, 1984, if he/she improperly obtains, holds or
discloses any such information, of if he/she improperly transfers
it outside the United Kingdom.
(APPENDIX 3 FOLLOWS)
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APPENDIX3
DECLARATION TO BE SIGNED BY ALL PERSONS CEASING TO BE EMPLOYED ON
POST OFFICE WORK, ALSO BY OTHER PERSONS ON CEASING TO HAVE ACCESS
TO SECRET INFORMATION.
My attention has been drawn to the provisions of the Official Secrets Act 1989 which is set out
on the back of this document, and I am fully aware that serious consequences may follow any
breach of those provisions.
Tunderstand:
1. that the provisions of the Official Secrets Act 1989 may apply to me after my
appointment has ceased;
2. that information which I have acquired owing to my official position may be
information which is covered in Sections 1-8 of the Official Secrets Act 1989.
For a period of one year after my appointment with the Post Office ceases I shall not disclose
to any other person, firm or company, or publish or broadcast or use for my own benefit any
confidential information relating in any way to the activities, operations or business methods
of the Post Office, except as previously authorised in writing by the Post Office.
Thereby declare that I have surrendered any document made or acquired by me owing to my
official position save such as I have written Post Office authority to retain.
Signed Rank
Permanent Home Address (inc. postcode)
Date
Official Address
Signed in The Presence Of
Rank
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Surname
(BLOCK LETTERS)
Forename(s)
(BLOCK LETTERS)
Date of Birth
APPENDIX3
DateofLeaving
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Regd No of Appt Papers
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APPENDIX3
THE OFFICIAL SECRETS ACT 1989
Under the Official Secrets Act 1989, it is an offence of a Government contractor (including an
employee of a Government Contractor) to make a damaging disclosure relating to security or
intelligence. A damaging disclosure may relate to defence, international relations or
information received in confidence from another state or international organisation, or which
results or is likely to result in the commission of offences, or which is of information which
relates to or was obtained by special investigation powers. Itis also an offence for
Government contractors (and their employees) to fail to safeguard or improperly to retain or
provide access to documents or articles containing information which it would be an offence
under the Act to disclose. A Government contractor means any person or body who is
employed in the provision of goods or services for the Crown.
END
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POST OFFICE COUNTERS LTD
SECTION 17
SUBPOSTMASTERS’ PRIVATE BUSINESS ACTIVITIES; BETTING AND GAMBLING;
POLITICAL ACTIVITIES
“PRIVATE BUSINESS ACTIVITIES”
1. The appointment of a Subpostmaster confers on the individual concerned the right to
transact, and to receive payment for, certain items of business of behalf of Post Office
Counters Ltd at the premises specified. The conditions of the appointment also involve
such restrictions on the private activities of the Subpostmaster as are necessary to
ensure the continued viability of Post Office Counters nation-wide network.
2. It is, therefore, in the interests of all Subpostmasters that Post Office Counters Ltd
should be able to seek, negotiate and manage retail business in the market place
without the risk that it will find any Subpostmaster competing against it for the same
business, and accordingly a Subpostmaster must not undertake in a private capacity
any business, or allow anyone else to undertake on the premises in which a sub-office is
situated, business of the kind which Post Office Counters Ltd requires him to provide
for itself or its clients.
The current restrictions on private business activities on the premises in which the sub-
post office is situated are as follows:
i, collection of payments, or sale of prepayment meter tokens on behalf of any
public utility - water, gas, telephone or electricity company;
ii. collection of payment, on behalf of cable or satellite television companies,
collection of revenue whether by sale of stamps or other means on behalf of local
authorities;
iii, sale of “unbooked” travel tickets or passes on behalf of any transport company or
local authority;
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vi.
viii.
xi.
sale of National Lottery tickets, or similar nationally available lottery products,
unless POCL is unable to secure this business because of legal restraints;
commercial change giving service;
phone card sales on behalf of BT, Mercury or any future phone card operator
with whom POCL obtains or seeks to obtain a contract for the sale of such cards;
business concerned with the provision of services relating to the conveyance of
letters, parcels and other postal packets (“collectively called postal packets” in
this paragraph) including without prejudice to the generality of the foregoing the
sale of stamps, the acceptance of postal packets for conveyance and delivery and
the acceptance of payment for services relating to the collection, conveyance and
delivery of Postal Packets;
provisions of private box and poste restante facilities;
business which is connected with the acceptance or delivery of parcels;
collection/ delivery or return of undeliverable packets and parcels;
Banking, Building, Provident or Friendly Society business.
The above categories of business constitute the current restrictions but Post Office
Counters Ltd reserves the right to review these restrictions in the light of changing
Business requirements, varying them if necessary. All Subpostmasters will be
informed of any such changes.
If an opportunity for new business occurs to a Subpostmaster, or if a Subpostmaster
receives any communication from a third party which amounts, or may amount, to an
offer to the Subpostmaster to undertake the work, which come within the current
restrictions specified in paragraph 3 above the Subpostmaster should not accept such
work, Instead he should, at once, inform Post Office Counters Ltd of the circumstances
and seek advice as to whether the work concerned falls within the restrictions
described above.
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17.2.,BETTING AND GAMBLING
6. A Subpostmaster or Sub-Office Assistant should not:
(a) bet or gamble by means of post (betting by private telephone off the Post Office
part of the premises is permissible);
(b) _ take part in racing etc. pool or competitions or betting at “fixed odds” on football
matches (there is no objection to participation in ordinary football pool
competition).
7. A Subpostmaster should not on the premises in which the sub-office is situated;
(a) _ allow or provide for gambling;
(b) conduct any business with a turf commission agency or a football or turf pool
agency.
8. Notwithstanding the conditions of Paragraphs 3 (iv), 5 and 7 above, a Subpostmaster or
a Sub-Office Assistant may in a private capacity take part in or act as a promoter of
such local lotteries as are permitted under the Lotteries and Amusements Act 1976
(Northern Ireland in part III of the Betting and Lotteries Act (Northern Ireland) 1957).
The onus of ensuring that the law is complied with rests with the person concerned in
the promotion and conducting of the lottery and the sale of tickets. Tickets for such
lotteries must not be sold over the sub-office counter nor must the Post Office be used
in any way for advertising purposes, e.g. in giving addresses at which tickets are
available, nor must advertisements include the words Post Office, Sub-Post Office or
Subpostmaster.
LICENSED PREMISES
9. A sub-office may not be situated in premises for which an “on” licence allowing for the
sale of drinks, other than a restaurant, has been granted, unless the premises have been
clearly divided so that Post Office customers do not need to go through the licensed
premises. There is no objection to the Subpostmaster holding and “off” licence
provided the liquor is sold in closed vessels.
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POLITICAL ACTIVITIES
10.
11.
A Subpostmaster is free to take part in any national and local political activities subject
to the following conditions:
(a) he must not engage in or allow his
stants to engage in political activities
whilst engaged on Post Office business or on the sub-office premises;
(b) he must not exhibit any notice soliciting votes for any particular candidate or
with any party or political object either in the sub-office or on any vehicle under
the control of the Post Office; and no leaflet or address with a party or political
object may lie or be exhibited within the sub-office.
A Subpostmaster who intends to stand for Parliament must notify the Regional General
Manger accordingly at the earliest opportunity. He must cease to have connection with
the running of the sub-office from the day he is nominated when the office will be
placed “in charge”. On receipt of the notification the Regional General Manger will
inform him of arrangements whereby he may name a deputy to act as Subpostmaster
should he be elected. If he is elected he will be able to resume office when he ceases to
be a Member of Parliament, provided he has complied with the arrangements for
naming a deputy and the sub-office has not been closed through normal changes
during his absence; should he fail to comply with these arrangements he will be
regarded as having resigned on the day he is elected. If he is not elected he may
resume office after the election result has been declared. A Subpostmaster who is
elected retains the right to resume office after he ceases to be a Member of Parliament,
provided the break in his service does not exceed 5 years.
USE OF THE NAME “POST OFFICE”
12.
A Subpostmaster must not use the name “Post Office” in connection with any of hi
private business activities or in such a way as to imply that the Post Office is in any
way connected with these activities.
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CANVASSING
13. A Subpostmaster must not canvass persons, firms or companies who reside or carry on
business at a place nearer to another Post Office, to transact Post Office business at his:
sub-office. Nor must he deliver items of Post Office business to customer's premises.
EMPLOYMENT IN THE POST OFFICE OR THE CIVIL SERVICE
14. A Subpostmaster or a Sub-Office Assistant may not be employed in the Post Office if
his duties would bring him into contact with the work of the sub-office.
BORROWING AND LENDING MONEY
15. A Subpostmaster must not borrow from or lend money to any Post Office employee.
Nor should he become security for any Post Office employee in raising a loan. The
loaning, of money to persons drawing, pensions or allowances on the security of their
order books is also strictly forbidden.
USE OF POST OFFICE EMPLOYEES IN PRIVATE BUSINESS.
16. A Subpostmaster must not engage Post Office employees to undertake any work
whatsoever connected with the Subpostmaster’s private business at anytime when they
are employed in Post Office duties.
NOTE: In view of the implications of the Restrictive Trade Practices Act 1976 the agreement
of the National Federation of Sub-Postmasters has not been sought in the terms of
this section.
END
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SECTION 18
NON-OBSERVANCE OF RULES: APPEALS PROCEDURE
ALLEGATIONS OF NON-COMPLIANCE OR NON-OBSERVANCE OF RULES
1, Although there may be instances where civil or criminal proceedings are contemplated
in which it would serve no useful purpose to call for a written explanation, in all other
instances, and without prejudice to any subsequent proceedings, any Subpostmaster
will be afforded an opportunity of giving a written explanation of allegations of non-
compliance or non-observance of the rules which are made against him.
2. At the discretion of the Retail Network Manager which will not normally be withheld,
the Subpostmaster may, if he wishes, meet the Retail Network Manager to discuss the
allegations. he may be accompanied by a friend while doing so. The friend must be
aged 18 or over and cannot be someone involved in the enquiry. The friend must be a
Subpostmaster, sub-office Assistant or Post Office employee - and can be the local
NFSP representative.
3. As repeated breaches of the rules, even if minor in themselves, may lead to the
determination, without further warning or appeal, of the contract by means of the
giving of three months notice, it is strongly recommended that Subpostmasters take the
opportunity to make such written and verbal explanations of their actions at the time of
the alleged breach of rules. A record will be kept by the Retail Network Manager of
any such discussions and of any written warnings issued to the Subpostmaster.
REPRESENTATIONS ON POST OFFICE MATTERS
4, Without prejudice to the above a Subpostmaster may address at any time the Regional
General Manager and representation he may wish to make having reference to his
duties, remuneration or any other Post Office matter. The decision of the Regional
General Manager as to his response to such representations is final.
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APPEALS
5. __ If the Subpostmaster wishes to appeal against a decision to summarily terminate his
contract for services, he may do so either in writing or by personal interview and will
be allowed ten (10) working days from the date of the termination letter to make
application, to a member of the Post Office Counters Ltd “Appeals Authority” whose
de
n will be final. There is no formal appeal against three months notice of contract
termination or against termination with pay in lieu of notice. Appeals on all other
issues (e.g. recovery of loss
caused by the Subpostmasters negligence) are heard by
the Regional General Manager whose decision is final.
APPROACHES TO PERSONS OUTSIDE THE POST OFFICE
6. Until the Subpostmaster has exercised his final right of appeal, he should not ask
persons outside the Post Office to take up the case on his behalf although this does not
prevent a Subpostmaster from obtaining such advice and support from the NFSP or
any other outside person as may help him to present his case effectively. The
Subpostmaster should not detain Post Office papers or allow them out of his custody
for the purpose of such consultation without the permission of the Retail Network
Manager.
END
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SECTION 19
OFFENCES: SUSPENSION: ENQUIRIES BY OFFICERS OF THE INVESTIGATION
DIVISION
1. Dishonesty is viewed most seriously and any Subpostmaster or Sub-Office Assistant
believed to have carried, or taken part in, an act of dishonesty against Post Office
Counters Ltd may be prosecuted. Furthermore, any Subpostmaster so involved
renders himself liable to summary termination of his contract. The case of an Assistant
Post Office Counters Ltd may recommend to the Subpostmaster that the Assistant
should no longer remain in his employ on Post Office Counters business.
ARRESTS AND CONVICTIONS
2. A Subpostmaster must report to his Regional General Manager if he is arrested and
refused bail, or if he is convicted by a Court of any criminal offence (except a traffic
offence for which the penalty has not included imprisonment).
IMMORALITY AND OTHER MATTERS OF PERSONAL CONDUCT
3. It is the aim and practice of Post Office Counters Ltd to maintain, to the maximum
extent compatible with needs of service to the public, an attitude of non-interference in
the private lives of Subpostmasters. However, where facts come to light calculated to
cause public scandal or grave embarrassment to the Post Office in connection with a
Subpostmaster’s private conduct, the question of his fitness for retention in office may
have to be considered.
SUSPENSION FROM OFFICE
4. A Subpostmaster may be suspended from office at any time if that course is considered
desirable in the interest of Post Office Counters Ltd in consequence of his: (a) being,
arrested, (b) having civil or criminal proceedings brought or made against him, (c)
where irregularities or misconduct at the office(s) where he holds appointment(s) have
been established to the satisfaction of Post Office Counters Ltd, or are admitted, or are
suspected and are being investigated.
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5. Where a Subpostmaster is suspended his remuneration in respect of any period of
suspension will be withheld so long as such suspension continues.
6. On the termination of the period of suspension whether by termination of contract or
reinstatement, the Subpostmaster’s remuneration in respect of the period may, after
consideration of the whole of the circumstances of the case, be forfeited wholly or in
part. If remuneration is paid any rent or other expenses which may have been paid to
him in respect of the continued use of his premises for Post Office purposes during the
period of suspension will be deducted,
CRIMINAL CONDUCT: REPORTING
7. If a Subpostmaster has knowledge or suspicion of dishonesty or other criminal conduct
affecting the Post Office on the part of any person including, a Sub-Office Assistant or a
Post Office employee he must, if there is any apparent need for immediate action, at
once tell the Regional General Manager confidentially of his knowledge or suspicion.
INDUCEMENT TO ACT CONTRARY TO RULES
8. If any person should try to induce a Subpostmaster or a member of his staff to act
contrary to the rules (if, for example, he should be asked to datestamp covers
irregularly with a view to either himself or the offender afterwards enclosing therein
betting slips or other communications relating to the result of some race, game or sport)
he should, while avoiding compliance (save in the case described in paragraph 9, also
avoid putting that person upon his guard by definite refusal). The Subpostmaster
should as soon as possible tell the Regional General Manager what has happened
giving a full report and description of the person so that an immediate report can be
made to POID and instructions sought.
9. A Subpostmaster or Sub-Office Assistant who is asked irregularly to put in course of
post for despatch or delivery from his own office a cover already date-stamped,
addressed to a betting agent, and presumably already containing a betting slip or other
communication respecting the result of some race, game or sport, should accept it and
with it any bribe offered for compliance. He should at once initial the cover and hand it
and the bribe to the Regional General Manager, to whom he should report as provided
in the last sentence of paragraph 8.
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THEFTS BY STRANGERS
10.
A Subpostmaster or Sub-Office Assistant who sees a theft of Post Office Property
committed by a stranger should inform the Police of the facts and then report the
matter to his Regional General Manager as soon as possible.
FAILURE TO REPORT DISHONESTY
1.
In line with any employee of the Post Office a Subpostmaster or Sub-Office Assistant is
expected to report immediately any suspicion of dishonesty or criminal intent which
may in any way affect the Post Office, whether the likely offender be connected with
the Post Office or not. He is similarly enjoined to render all possible assistance to
officers of the Investigation Division (see below).
ENQUIRIES BY OFFICERS OF THE POST OFFICE INVESTIGATION DIVISION
12.
13.
The main job of the Investigation Division is to investigate, or help the Police to
investigate, criminal offences against the Post Office, British Telecommunications and
the Department of National Savings. the Investigation Division does NOT enquire into
matters where crime is not suspected.
Most of the crimes dealt with by the Investigation Division are committed by outsiders.
If follows that a common reason for Investigation Division officers seeking interviews
with persons employed on Post Office business is to get help in clearing up such
offenct
. Usually the help takes the form of a witness statement that provides evidence
about a particular act or acts that the witness has carried out in the course of his or her
duty.
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15.
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Although they comprise the minority of all Investigation Division crime investigations,
there are many ca‘
ses where the possibility (or even direct suspicion) arises that persons
employed on Post Office business may be involved. Officers of the Investigation
ion conduct interviews about these suspected offences and they are required to
observe the same code of conduct when obtaining evidence as that laid down for Police
Officers. This provides for an officer investigating a criminal offence to question any
person, whether suspected or not, from whom he thinks that useful information may be
obtained. As soon as the Investigation Division officer has evidence which would
afford reasonable ground for suspecting that a person has committed an offence, he
must caution him before asking any questions about that offence. The caution must be
in terms which make it clear that the suspected person is not obliged to say anything
unless he wishes to do so and that what he says will be put into writing and given in
evidence.
If a Subpostmaster or Sub-Office Assistant is questioned as a suspected person by an
officer of the Investigation Division, on statements made by a third person, and
expresses a desire to be confronted by that person, such confrontation will, if
practicable, be arranged. At the confrontation, the suspect will be at liberty to question
the third person on his evidence and the questions and replies will be recorded by the
Investigation Division officer.
FRIENDS AT INVESTIGATION INTERVIEWS
16.
Atall interviews between Investigation Division Officers and a Subpostmaster or Sub-
Office Assistant, the interviewing officer will first introduce himself, explain the nature
of the enquiry, the ask the person to be interviewed if he wishes to have a friend
present. The introduction and explanation are necessary first steps so the person to be
interviewed knows what is involved when he makes his free personal choice whether
to ask for a friend to be present at the interview or not.
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18.
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A friend invited to attend an Investigation Division interview must be aged 18 or over
and cannot be someone involved in the inquiry. The friend must be a Subpostmaster,
Sub-Office Assistant or Post Office employee - and can be the local NFSP
representative. To avoid unreasonable delay and to ensure that interviews will not
commence until a friend, if requested, is present, the person being interviewed will be
asked to nominate alternative friends if the one first (or subsequently) chosen is not
available or may be involved in the enquiry.
If a person being interviewed declines to have a friend present when asked but changes
his mind later, he may ask for a friend to be called at that stage. If he is not questioned
as a suspected person at the outset (i.e. not under caution), but fresh evidence emerges
during the interview which gives reasonable grounds for suspicion, the Investigation
Division officer will make this clear and explain that he proposes to continue his
questions after caution. Before the caution is given the Investigation Division officer
will ask if the presence of a friend is desired during the remainder of the interview.
A friend may only attend and listen to questions and answers. He must not interrupt
in any way, either by word or signa
; if he does interrupt he will be required to leave at
once and the interview will proceed without him. Whatever is said at the interview is
to be treated as in strictest confidence. The friend may take notes of the interview but
he must keep the notes in the strictest confidence. The only communication the friend
is entitled to make on behalf of the person who has been questioned will be in the form
of a written “in strictest confidence” statement which may be submitted by the latter, in
support of any official appeal which the person questioned may desire to make in
connection with the methods followed at the enquiry. No other communication about
the interview is allowed (unless made by permission of the Post Office) as it might
constitute a breach of the Official Secrets Acts. The questioned officer may, however, if
he so desires, communicate the friend’s statement to the National Federation of Sub-
Postmasters in strictest confidence.
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19.10.SEARCHES
20.
21.
Ifa person agrees to his property or house being searched by Investigation Division
staff the Investigation Division officer will ask, before the search is carried out, if he
wishes to have a friend present.
Investigation Division officers have no authority to search a Subpostmaster or Sub-
Office Assistant or their homes unless the have first obtained the agreement of the
person concerned or they have obtained a warrant to do so. In practice Investigation
Division officers only seek authority or permission to search when it is deemed
absolutely necessary or in the interests of the person involved (e.g, as a pointer to their
innocence). If search by consent is carried out during the course of enquiries which do
not substantiate any suspicion that may have been directed at a Subpostmaster or Sub-
Office Assistant, he will be handed at a later stage a written apology for any
inconvenience caused, coupled with a statement that he readily agreed to the search
and that nothing which would cast any doubt on his honesty was found.
END
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SECTION 20
INFECTIOUS (INCLUDING CONTAGIOUS) DISEASES
Subpostmasters, are expected to act on the advice given by their general practitioners
or hospital specialists, and to refrain from providing “Personal Service”, by taking,
leave of absence, through sickness if advised to do so. This is both for their own good
and that of others,
Contact with a person suffering from such a disease will only rarely exempt a
Subpostmaster from providing Post Office services, nevertheless the advice in Par. 1
may apply if the medical practitioner so advises.
“Open cases” of Pulmonary tuberculosis must receive clearance from the Post Office,
before a Subpostmaster will be allowed to resume the provision of “Personal Service”.
If the local Public Health Department should require the temporary closing of the
office, the Regional General Manager will issue instructions as to the stock, etc. In such
cases the question of continuing payment of the subpostmaster’s emoluments subject to
a deduction in respect of any saving in expenses, will be considered on its merits.
These conditions apply equally to any assistants employed by a subpostmaster on Post
Office duties, Also, in such cases the question of meeting any loss sustained by the
Subpostmaster or Sub-Office A
tant in consequence of the latters enforced absence
will be considered on its merits. It should, however, be understood that the object of
any payment that may be made by Post Office Counters Ltd in these c
to prevent
there being any inducement to the sub-office Assistant to come on duty when his
presence would be a source of danger to the public or the Post Office employees with
whom they might come in contact in his Post Office work. Post Office Counter
recognises no other obligation in the matter.
END
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SECTION 21
TELEPHONE FACILITIES AT SCALE PAYMENT SUB-POST OFFICES
PROVISION OF TELEPHONE FACILITIES
1, A Subpostmaster must, in connection with official business of Post Office Counter Ltd,
and in the interests of security, arrange for the provision of telephone facilities at his
sub-post office. The following facilities are required by Post Office Counters Ltd:-
(a) a direct exchange line; or
(b) anextension plan installation comprising a portable telephone and two sockets:
‘one to be installed in the sub-post office and the other in the Subpostmaster’s
bedroom. (This type of installation is only required where the Regional General
Manager considers it is desirable, as a security measure, and where the
Subpostmaster resides on the premises. However, Post Office Counters Ltd will
not require this type of system to be installed at island and small rural offices
where the Regional General Manager considers that the risk of criminal attack is
clearly negligible).
REIMBURSEMENT OF INSTALLATIONS COSTS
2. Post Office Counters Ltd will reimburse the Subpostmaster for costs incurred in the
installation of the required telephone facility provided that excessive expenditure is not
involved. However in the event that the Subpostmaster decides to have installed a
system other than that required by Post Office Counters Ltd the Post Office
contribution to the total installation costs will be no greater than the cost of installing,
the facilities outlined in paragraph 1 above. If a Subpostmaster is required to make
provision for an extension plan system as described in paragraph 1(b) and chooses to
have an extension socket in a room other than his bedroom the Post Office contribution
to the installation cost will be no greater than would be incurred in respect of the
installation of a direct exchange line.
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RENTAL CHARGES
3. Post Office Counters Ltd on production of a paid quarterly telephone account, will
reimburse the Subpostmaster the rental charges billed by BT including the VAT
element (see paragraph 10) appropriate to the type of telephone facility that the
Regional General Manager has agreed is necessary (see paragraph 1). Rental charges
which exceed the levels so authorised by the District Manger remain the responsibility
of the Subpostmaster.
CALL UNIT ALLOWANCE
4. Each Subpostmaster is given for each telephone account period an allowance of call
units for official purposes, based on the scale of Post Office business transacted; any
part of the allowance not expended in a telephone account period cannot be carried
over to the next. The Subpostmaster is due to pay for all call units used in excess of this
allowance.
5. The standard allowances have been fixed at a level which takes into account the
varying conditions between offices. They also allow a margin for contingencies.
6. The scale of allowances, related to the telephone account period, is as follows; the call
unit allowance in column (b) is intended to reimburse Subpostmasters for longer
distance calls to DNS, Girobank etc., where these are not covered by the basic
allowance in column (a):
Offices in unit bands: Official call units Additional call units
per annum per annum.
(a) (b)
Up to 85,000 260 NIL
85,001 - 225,000 360 350
225,001 - 400,000 460 500
over 400,000 560 700
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7. Where calls from a sub-post office to the Regional or Controlling Crown Office are not
within a local call area and are charged on the basis of the distance between two points,
the standard allowance of official call units (paragraph 6, column (a)) will be subject to
the following multipliers:
Distance in miles from District or Rate of charge Multiplier to be
controlling Crown Office applied to official
allowance
Up to 35 miles a 5
over 35 miles b 4
SUPPLEMENTARY ALLOWANCE
8. A Mailwork Subpostmaster may claim an additional allowance, in respect of calls made
in connection with his Mailwork responsibilities, providing that the standard allowance
has been expended. A claim, supported by documentary evidence should be submitted
to the Regional General Manager with the telephone account for the period concerned.
EMERGENCY REPAIRS
9. Some British Telecom General Managers are prepared to provide emergency repair
facilities for Subpostmasters. The service allows for attention to faults reported:-
(a) Monday-Friday between 1700 and 0800 hours;
(b) Saturday up to 0800 and from 1300 hours;
(Q) all day on Sunday, Public and Bank Holidays.
All other times repair facilities apply. Subpostmasters will be billed for use of the
emergency service on the normal quarterly bill and Regional General Mangers will
reimburse these costs on presentation of the bill.
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REIMBURSEMENT OF VAT CHARGES
10. The Post Office will reimburse the Subpostmaster the charges raised for VAT at the
standard rate, in respect of that part of the total charge related to Post Office services,
ie. rental, the free call allowance and emergency repairs.
END
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SECTION 22
QUALITY STANDARDS
1. Post Office Counters Ltd, through its network of post offices, aims to give customers
and clients a high quality service. The Subpostmaster must therefore give high priority
to serving customers quickly and efficiently, and to fulfilling the documentation
requirements of clients with accuracy and professionalism. Also the Subpostmaster
will participate in “Putting the Customer First” by attending the training sessions
which form the programme and carrying out the interim activity required between
sessions.
The interim activity consist of commitment to display the Customer Charter in the
public area of the sub post office, and to hand out questionnaires inviting customer
feedback. On an ongoing basis questionnaires will be handed out at regular intervals,
to be determined by POCL, but not more than once every six months. In addition to
the issue of questionnaires Subpostmasters, particularly those in larger offices, will be
encouraged to measure customer service as described below. Subpostmaster’s sub-
office ants are also expected to undergo the “Putting the Customer First”
programme, either at sessions led by the Subpostmasters themselves, once they are
trained, or the retail network manager. Subpostmasters should make all reasonable
efforts to encourage their staff to participate in the training.
Payment for attendance at the four “off site” sessions, led by retail network managers,
within the “Putting the Customer First” programme, will be for travel and substitution.
WAITING TIME
2. The Subpostmaster should ensure that the time for which customers wait to be served
is kept to the minimum, and make any adjustments to the staffing pattern accordingly.
To help achieve this objective Subpostmasters in offices displaying the charter,
particularly those in larger offices, will be encouraged to monitor waiting times using
the system developed by POCL.
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This entails counting the number of customers queuing and the number of clerks
serving, three times a day and to supply the information to POCL to enable the results
to be analysed and fed back to the Subpostmaster.
While POCL has an overall national objective for customers to wait for no longer than
five minutes before being served, it is recognised that customers have different needs
and expectations of waiting time in different offices, and at different times of the day or
week, However, Regional General Managers will treat very seriously any evidence
which suggests that the Subpostmaster is not making all reasonable efforts to ensure
that customer waiting time is minimised, to meet the needs of customers locally.
TRANSACTIONS
3. The Subpostmaster will be responsible for ensuring that transactions are carried out
accurately, that all reasonable steps are taken to prevent fraud and that all
documentation is properly completed and despatched at the due time. Where under
the terms of its contracts with its clients Post Office Counters Ltd incurs financial
penalties as a result of the Subpostmaster’s failure in this regard, Post Office Counters.
Ltd may pass on this additional cost to the Subpostmaster. The Appendix to this
Section sets out the current maxima of the penalties which can be passed on to the
Subpostmaster. In such circumstances, Post Office Counters Ltd will furnish copies of
the appropriate documents as evidence in support of any action, Failure to properly
complete accounting and traffic information documents may lead to the exclusion in
whole or in part of business transacted for the purposes of determining payment.
4, The Subpostmaster will ensure that customers are treated fairly, courteously and
helpfully. Persistent failure to meet the high standard of service demanded by Post
Office Counters Ltd could result in termination of contract.
(APPENDIX 1 FOLLOWS)
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QUALITY STANDARDS
SUBPOSTMASTER ERRORS: MAXIMUM PENALTIES
(1)
21
2.2
b)
©)
d)
Maximum Penalty
British Telecom
Late despatch of BT Bills with due account to cut off times £10 (per summary
and where this is demonstrably the fault of the form)
Subpostmaster.
Girobank
Error notices issued in respect of PDR (G.6301/G.6302) £23.54 (per error
transactions, Community Charge (G6403) transactions, notice)
Green/ Violet Girocheques (G6305/7) transactions.
S
Cashing other Bank's Cheques: Fraud Le
POCL bears in full losses from fraudulently encashed ‘other bank's cheques’
where these cheques have been accepted incorrectly (e.g. no cheque card number
written on back of cheque). Recompense may be sought towards losses incurred.
DVLA (MVL Offices) only
License issued early £8.50 per licence
Incorrect Licence issued £8.50 per licence
Lost tax discs(where Subpostmaster failed to safeguard The six-monthly
properly) rate of duty for
private and light
goods vehicle
chargeable at the
time of loss.
Department of National Savings
DNS may seek recompense from POCL for fraud losses,
where error by Subpostmaster had led to payments which
should not have been made. For example:-
Where a stop payment has been ignored.
Where a forged date stamp impression is a bad one.
Where pass book entries have been blatantly altered.
Where the wrong balance figures have been entered.
Again, depending on the circumstances, a contribution can
be sought towards losses incurred.
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SECTION 23
REDEMPTION OF TELEPHONE, TELEVISION, MOTOR VEHICLE AND OTHER
SAVINGS STAMPS
1. A Subpostmaster must only accept savings stamps either in total or part payment for
the relevant transaction to which they refer.
2. It is TOTALLY UNACCEPTABLE for a Subpostmaster (or anybody acting on his
behalf) to:-
(i) exchange redeemed savings stamps for cash;
(ii) affix savings stamps to savings cards and claim them as if they had been
redeemed by a customer in the normal course;
(iii) convert total of partial cash or cheque payments for licence or accounts payments
into stamps and claim them as if they had been presented by a customer;
(iv) convert official cash (whether directly from the till or paid in over the counter)
into savings stamps (whether affixed to a card or not) for use as a means of
saving for any purpose whatsoever; or to take action which improperly sets out
to increase his remuneration.
3. Redeemed savings stamps must be despatched immediately following completion of
the cash
ccount on which the trans
ction to which they refer takes place. It is not
acceptable to remit redeemed savings
imps later than the scheduled despatch date or
to remit several weeks redemption together.
4. In the event that cases of falsification come to light Post Office Counters Ltd will view
such activities extremely seriously and in such circumstances almost certainly consider
termination of the Subpostmasters Contract for services
END
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SECTION 24
MAILWORK
GENERAL
1. This contract is between Post Office Counters Limited (POCL) and the Subpostmaster
of in
respect of the provision of sorting facilities for both delivery and collection of mails,
known hereinafter as Mailwork.
A current outline job description is associated with this contract as a guide to the duties
involved.
This Mailwork contract does not affect the Subpostmaster’s obligations and
entitlements under a contract for services with POCL to provide counter services.
ACCOMMODATION AND FITTINGS
2. The Subpostmaster agrees to provide and maintain such accommodation as is required
for the effective discharge of Mailwork duties. In fulfilling this requirement, the
Subpostmaster will be responsible for meeting the provisions of all relevant legislation
(in particular HASAW) and where Post Office staff work on the premises specifically
provide:
2.1 Access to toilet facilities.
2.2 Facilities for washing, including a supply of hot water.
2.3 Hatand coat pegs.
24 — Facilities for making tea.
25 Adequate lighting.
2.6 Adequate heating; and
2.7 Adequate ventilation.
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Where provision of relevant legislation or requirements introduced by the Post Office
after the appointment of the Subpostmaster call for changes in the accommodation
provided by the Subpostmaster, the Post Office will pay 100% of the costs involved in
effecting the required changes. A proportion of the costs is returnable should the
Subpostmaster relinquish his/her appointment within 4 years of the work being carried
out.
The Post Office will make available fittings designed specifically for Mailwork use at no
cost to the Subpostmaster. In certain circumstances, Subpostmasters may purchase
other surplus equipment by local arrangement from the Royal Mail District Office.
ATTENDANCE
3. The Subpostmaster is not obliged to attend the office personally. Where he decides to
absent himself he must appoint a substitute who shall be sufficiently well versed to
carry out the responsibilities of the Subpostmaster and who is acceptable to the Royal
Mail and Post Office Counters Ltd. However, a Subpostmaster’s responsibility for the
proper conduct of Mailwork duties is in no way diminished by his non-attendance. In
either case, the Subpostmaster will arrange for:
3.1 the correct handling of value and other special items in accordance with
regulations advised from time to time.
3.2 the maintenance of statistical and management information systems as required
for the effective provision of Mailwork in accordance with agreements reached
with the National Federation of Sub-Postmasters (NFSP).
ACCESS TO PREMISES
4, The Subpostmaster will allow access to the area where sorting is performed at all times
when Mailwork is being carried out to any representative of the Post Office for the
purpose of inspection and procedural audit. Visits to the area where sorting is
performed outside hours when it is in use will be by appointment at a time reasonable
to both the Post Office and the Subpostmaster.
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POST OFFICE OBLIGATIONS
5. The Post Office for its part will provide for:
5.1 Training in all aspects of Mailwork to include not only new entrant training by
also on-going training.
5.2 Support for any Subpostmaster carrying out disciplinary procedures under the
Post Office discipline code. Any Subpostmaster acting within the terms of the
guidelines of the disciplinary code will be supported in such instances pending,
any investigation or subsequent action which may be required,
5.3 Sufficient levels of operational and administrative support to allow the
Subpostmaster to fulfil his obligations under the terms of his contract.
5.4 The supply of soap and towels and toilet paper.
5.5 Fire fighting equipment.
CHANGES TO FACILITIES
6. The Post Office will ensure that any changes to facilities or services will be subject to
consultation with NFSP.
REMUNERATION
7. Remuneration for the facilities and services provided by the Subpostmaster will be paid
in accordance with the agreement that may be in force from time to time between the
Post Office and the National Federation of Sub-Postmasters in respect of Mailwork.
WITHDRAWAL OF MAILWORK
8. Where Mailwork is withdrawn either in whole or in part a payment may be made.
Details of the conditions of such a payment appear at Appendix 1.
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CHANGES IN CONDITIONS OF SERVICE
9. Any changes in conditions of service and operational instructions, including those
which are agreed with the National Federation of Sub-Postmasters, will be
communicated to Subpostmasters either directly, through “Counter News” or by
amendment to Postal Instructions.
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JOB DEFINITION: MAILWORK SUBPOSTMASTER
AREA OF RESPONSIBILITY
QUALITY OF SERVICE
10. To ensure the provision of mail handling and callers services (including those for
parcels) to RM standards as notified in writing to the Subpostmaster by POCL.
11. To bring to the attention of the Area Delivery Manager (ADM), factors having a
negative effect on service, the rectification of which requires higher authority, or action
by other persons/officers.
MANAGEMENT OF STAFF
12. To supervise Royal Mail staff working on the premises and, where appropriate, check
return times of staff after delivery/collection duties.
13. To make initial arrangements, wherever possible, to cover vacancies and absences,
including sick and annual leave. Where the Subpostmaster is unable to make local
arrangements to cover vacancies and absences he will assist in the operation of any
arrangements made by the Royal Mail District Office.
14. To take all reasonable action to overcome staffing emergencies and to report to the
ADM the measures taken.
CUSTOMER CARE
15. To be alert, ina general sense, to the need to provide a high standard of customer care
on behalf of Royal Mail and Parcelforce.
16. To deal with enquiries and complaints from members of the public, referring to the
appropriate person or section at the Royal Mail District Office any matters which
cannot be resolved locally.
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COST CONTROL
17.
18.
To contain cost by exercising powers in accordance with instructions laid down by
Royal Mail District Offices for the control of overtime, sick absence and other cost
elements, but not at the expense of Quality of Service.
To identify areas of potential cost savings and to bring these to the attention of the
ADM for further action.
MANAGEMENT INFORMATION
19.
20.
21.
23.
24,
To provide regular standard staffing returns that are required for the day to day
running of the sorting office,
To provide those regular standard operational returns required for the day to day
running of the sorting office, including those returns for which a separate and specific
payment has been agreed in addition to those required under paragraph 3.2 of the
Mailwork contract.
The Subpostmaster will meet, whenever possible, requests for the provision of
additional returns, subject to consultation between the Subpostmaster/ NFSP/POCL on
a local or national basis as appropriate.
To ensure the correct completion of other documentation by Royal Mail staff.
To provide such information that is required to respond to individual enquiries from
members of the public. However, there is no obligation on a Mailwork Subpostmaster
to conduct any enquiries or investigations outside his Mailwork premises.
To keep management informed on any matters affecting or threatening to affect the
efficient running of the office or the provision of the service.
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DISCIPLINE
25. To be thoroughly acquainted with the discipline code.
26. To initiate disciplinary action where necessary, ensuring the proper procedures are
observed, and carry through to the limit of personal authority as first line supervisor
under the terms of the discipline code.
SAFETY AND SECURITY
27. To ensure that correct safety and security procedures are applied on the premises,
including those procedures associated with appropriate delivery equipment e.g.
bicycles,
(APPENDIX 1 FOLLOWS)
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APPENDIX1
PAYMENT ON WITHDRAWAL OF MAILWORK
Where the whole or part of either category of Mailwork carried out at a sub-office is
withdrawn by Royal Mail or Royal Mail Parcelforce, the Subpostmaster will receive a lump
sum, an amount equivalent to 1.5 times the consequential annual reduction in pay. The
reduction in pay should take effect from the date of the withdrawal of the work.
Where appropriate, the payment should take account of all regular payments including the
effect of any reduction in the 3% addition paid for minor items of work which attract no
specific payment. Regular and intermittent allowances should also be included in calculating,
the amount due.
If the withdrawal of Mailwork happens in stages, the Subpostmaster should receive a lump
sum in respect of the reduction on each occasion. In cases where there is simultaneous loss
and gain of Mailwork the lump sum payment should be calculated on any nett loss.
Payments should not be made where the change is due to variations in traffic.
At least three months’ notice, or payment in lieu of three months’ notice will be paid on
withdrawal of Mailwork, except in those
es where the Subpostmaster’s contract is
summarily terminated or where he resigns to avoid summary termination.
Payment for the loss of Mailwork will not be made where work is withdrawn at:-
1. the request of the Subpostmaster;
2. the time of summary termination or resignation to avoid summary termination;
3. aminimum payment office which is already paid for more work than it carries out.
The annual revision date will be unaffected by withdrawal of Mailwork.
END
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A
ABNORMAL. CHANGE IN BUSINESS 9
ABSENCE FOR JURY SERVICE 15
ABSENCE ON HOLIDAY 15
ABSENCE ON TERRITORIAL TRAINING 15
ACCOMMODATION
ALTERATIONS TO 54
MAILWORK 98
PROVISION OF 1, 53
RESIDENTIAL 55,
ADVERTISEMENTS 56
ADVERTISING OF HOLIDAYS 59
ALLOWANCE DOCKETS 48
ALLOWANCES:
ALTERATION OF ACCOMMODATION 54
CASH ALLOWANCE 5, 6
HOLIDAY SUBSTITUTION ALLOWANCE 16, 17
FORCES RESERVE 20
JURY SERVICE SUBSTITUTION 22
MAILWORK WITHDRAWAL 105
SICK ABSENCE SUBSTITUTION ALLOWANCE 23,
24, 25
STATUTORY SICK PAY 26
TELEPHONE CALL UNIT ALLOWANCE 91
MAILWORK 92
MULTIPLIERS 92.
VAT 93
ANNUAL LEAVE 2
ANNUAL REVISION 6, 7, 105
ANNUITIES3
ANNULMENT 38
APPEALS 82
APPEALS AUTHORITY 82
AREA DELIVERY MANAGER 102
ARMY 20
ARREARS OF REMUNERATION 8, 37
ARREST 83
ASSISTANTS 61
AGE LIMIT 61
CONDITIONS OF SERVICE 61
DISHONESTY 63
DUTIES3
LEGAL OBLIGATIONS 61
LOSSES 49
OFFICIAL SECRETS ACT 65
PERSONAL DECLARATION 63, 65, 66
POLITICAL ACTIVITIES 79
PROVISION OF 1
RECRUITMENT 62
REGISTRATION 63
SECURITY 48
STATUS 61
UNSUITABLE PERSONS 64
ATTENDANCE
AT SUB-OFFICE 99
FORCES RESERVE 20
HOURS OF 1
INVESTIGATION DIVISION INTERVIEWS 87
JURY SERVICE 22
MAILWORK 14
‘SUBPOSTMASTERS OBLIGATION 1
TRAINING 94
PAYMENT 94
UNIT CREDITS 8
B
BANK HOLIDAYS 59
BETTING 78
BI-LINGUAL SIGN 53
BORROWING AND LENDING MONEY 80
BRITISH TELECOM 92
INDEX
107
BURGLARY 49
Cc
CALL UNIT ALLOWANCE 91
CANVASS 10, 80
CARELESSNESS 49
CASH AND STOCK 48
CERTIFICATE OF AGE CONTRIBUTION 36
(CHANGES IN NATIONAL INSURANCE STATUS 38
CHRISTMAS AND NEW YEAR 19, 59
CLAIMS FOR REIMBURSEMENT 17
CLASSES OF WORK 2
COMMUNITY CHARGE. 3
COMPENSATION 2
CONTRACT 1
APPOINTMENT 2
(CHANGES AND AMENDMENTS 4
DETERMINATION 2
MAILWORK 98
POST OFFICE OBLIGATIONS 100
TERMINATION 105
NON-COMPLIANCE WITH RULES 81
NON-OBSERVANCE OF RULES 81
PENALTIES 95
PERSONAL SERVICE AT COUNTER 15
PRIVATE BUSINESS ACTIVITIES 77
SHORT CONTRACT WORKERS 29
STATUS 1
STATUTORY SICK PAY 27
TERMINATION
APPEALS AGAINST 82
AS A RESULT OF DISHONESTY 83
AS A RESULT OF FALSIFICATION 97
FORFEITED REMUNERATION 84
GUARANTEED MINIMUM PENSION 39
MISUSE OF POCL CASH 47
CONTRACTING OUT OF SERPS 35
CONTROLLING CROWN OFFICE 92
CONVICTION 83
‘CORRESPONDENCE WITH THE PUBLIC 67
COUNTER NEWS 4, 6, 16, 23, 101
COUNTS OF ITEMS FOR REVISION 10
CRIMINAL CONDUCT 84
CRIMINAL INTENT 85
CUSTOMER CHARTER 94
CUSTOMER FIRST 94
D
DATESTAMPS 48
DEATH OF SUBPOSTMASTERS 37
DEPARTMENT OF SOCIAL SECURITY 32
DESPATCH OF ACCOUNTS 19
DISHONESTY 85
DIVORCE 38
DUAL EMPLOYMENT 32
DUTIES3
E
ERROR 49
EVIDENCE OF SICKNESS 31
EXTENDED HOURS 59
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INDEX
F N
FILLING AND CLEARING OF STAMP-S NATIONAL FEDERATION OF SUB-POSTMASTERS 81
MACHINES 3 ASSISTANCE WITH APPEALS 82
FINANCIAL PENALTIES 95 CONDITIONS OF SERVICE 4, 101
FORM P13 63, 65, 66
FORM P2340 AND P2340(A) 18, 20, 25
FORM P250 62
FORM P2639 19
FORM P301 65, 66
FORM P45 34
FORM RD95037
FORM SSP131, 32
FRAUD 50
FRIENDS AT INVESTIGATION INTERVIEWS 86
G
GAMBLING 78
GIROBANK 3
GOVERNMENT STOCK 3
H
HEALTH AND SAFETY AT WORK ACT 1974 56
HOLIDAY SUBSTITUTION SCHEME 37
HOURS OF OPENING 58
HOUSING BENEFIT 26
I
ILLEGAL BUSINESS 57
IMMORALITY 83
INCOME TAX 26, 34
INDUCEMENT TO ACT CONTRARY TO RULES 84
INVALIDITY BENEFIT 29
INVESTIGATION DIVISION 83, 85, 86, 88
J
JURY SERVIC
L
LEAFLET NI2I7 34
LEAFLET NI92.39
LEAFLET NPI5 35,
LEGAL CUSTODY 27, 30
LEGAL PROCEEDINGS 68
LETTER BOX 53
LOCAL HOLIDAYS 59
LOCAL TAXATION LICENC!
LOSSES 49, 50
LOTTERIES 78
M
MAILS3
MAILWORK 2, 3, 56, 92, 98, 99, 102, 108, 105
MARRIAGE 38
MEDICAL CERTIFICATE 24
MINIMUM PAYMENT 5
MINIMUM PAYMENT SUB-OFFICES 9
108
INVESTIGATION DIVISION INTERVIEWS 87
MAILWORK AGREEMENTS 99
MAILWORK CHANGES 100
MAILWORK REMUNERATION 100
OPERATIONAL INSTRUCTIONS 4
PRIVATE BUSINESS 80
‘SPOKESMEN 67
STATUTORY SICK PAY 27
SUBSTITUTION 17
UNIT CREDITS, CHANGES TO 5
NATIONAL INSURANCE 3, 34
NATIONAL LOTTERY 77
NEGLIGENCE 49
NEW CLASS OF BUSINESS 9
NHS MATERNITY GRANT 24
NOTICE 33
NOTICES 54
NOTIFICATION OF SICKNESS 31
(e)
OCCUPATIONAL PENSIONS BOARD 35
OFFICES, SHOPS AND RAILWAYS ACT 1963 56
OFFICIAL INFORMATION 65
OFFICIAL SECRETS ACT 65
OPERATIONAL RULES3
OUTDOOR POSTAL WORK 64
OVERPAYMENTS 18
OVERSEAS PARCELS, 3
P
PAID VOUCHERS 48
PARCELFORCE 102, 105
PENSION 2
PENSION ALLOWANCES 3
PERIOD OF INCAPACITY 27
PERSONAL CONDUCT 83
POID 84
POLICE 49
POLITICAL ACTIVITIES 79
POST OFFICE AND TELEGRAPH ACTS 65
POST OFFICE BUSINESS 3
POST OFFICE DISCIPLINE CODE 100
POST OFFICE STAFF SUPERANNUATION SCHEME 35
POST OFFICE STOCK 47
POSTAL INSTRUCTIONS 3, 101
POSTAL ORDERS 3, 48.
POSTAL PACKETS 77
PREGNANCY 30
PREMISES 53
PREMIUM SAVINGS BONDS3
PREPARATION OF CASH ACCOUNTS 19
PRIVATE BUSINESS 56
PROSECUTION 47
PUBLIC RELATIONS DEPARTMENT 66
PUBLICATION OF OFFICIAL INFORMATION 67
PUBLICITY 54
Q
INDEX
T
QUALITY OF SERVICE 103
QUALITY STANDARDS 94
R
RE-MARRIAGE 38
REDEEMED SAVINGS STAMPS 97
REDUCED RATE NI CONTRIBUTIONS 36
REGIONAL GENERAL MANAGER 4, 9, 24, 28, 33, 34, 39,
47, 48, 49, 50, 54, 58, 62, 64, 66, 68, 81, 84, 90
REGIONAL GENERAL MANAGERS 19, 23, 55, 59
REGIONAL GENERAL MANGER 31
REHABILITATION OF OFFENDERS ACT 1974 62
REIMBURSEMENT 16, 18, 24, 90
REMUNERATION 2, 5, 100
REMUNERATION REVISIONS 5, 9
RESIGNATION 2, 33
RESTRICTIONS 76
RETAIL NETWORK MANAGER 50, 81
RETIREMENT 33, 38
ROYAL AIR FORCE 21
ROYAL MAIL 105
ROYAL MAIL DISTRICT OFFICE 99, 102
ROYAL MAIL STAFF 102
ROYAL NAVY 21
S
SAFETY 55, 104
‘SALE OF POSTAGE STAMPS 3
SAVING CERTIFICATES 3
SAVINGS BANK 3
SAVINGS STAMPS 3
‘SCALE PAYMENT 6, 37
SEARCHES 88
‘SEASON SUB-OFFICES 9
SECURITY 47, 48, 54, 57, 104
SECURITY SCREEN 53
‘SEVERE DISABLEMENT ALLOWANCE 29
SHORT CONTRACT WORKERS 29
SICK ABSENCE SCHEME 15
‘SICK ABSENCE SUBSTITUTION 37
SICK ABSENCE SUBSTITUTION ALLOWANCE 28
SICK LEAVE 2
‘SICKNESS BENEFIT 24, 26, 29
SOCIAL SECURITY 26
IAL SECURITY ACT 1975 35
STANDARD HOURS 58
STANDING FOR PARLIAMENT 79
STATE MATERNITY ALLOWANCE 29
STATE PENSION AGE 28
STATUTORY SICK PAY 26
‘SUB-OFFICE CASH AND STOCK 47
‘SUBPOSTMASTER’S STATUS 26
‘SUBPOSTMISTRESS 1, 24, 30
SUBSTITUTION 15, 94
‘SURPLUSES 49
‘SUSPENSION 38, 83
SUSPENSION OF BUSINESS 8
TELEPHONE ACCOUNTS 3
TELEPHONE FACILITIES 90
TELEVISION LICENCES 3
TEMPORARY CLOSURE 8
TENANCY 53
‘THEFT 49, 85
TRADE DISPUTE 30
TRAINING 100
TREATMENT OF POSTAL PACKETS, 3
U
UNEMPLOYMENT BENEFIT 29
UNIT SCALE 6
USE OF POST OFFICE NAME 79
Vv
VACANCY NOTICE 2
VOUCHERS FOR PAYMENTS 48
Ww.
WAITING TIMES 94
WIDOW’S BENEFIT 36
WIDOWHOOD 38
WITHDRAWAL OF SERVICES 2
109
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