POL00131782
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Post Office Ltd
LOSSES POLICY - OVERARCHING
(BRANCHES)
Pagel
CONTENTS
CONTENTS
Document Information
Approval.......
Version control
SECTION 1 — SCOPE AND EXCLUSIONS
SECTION 2 -LIABILITY.....0.0.0000ee
SECTION 3 —- PREVENTION OF LOSSES/SUPERVISORY CONTROLS.
SECTION 4 — COMMUNICATION
APPeNdix An... eeeccececceceeceeceeeeeeeeeeeeeeeeeeeceeeeeeeeeeseeeneeneeeees :
LOSSES POLICY (BRANCHES) - supporting processes.
1. Policy for Handling Burglary & Robbery Losses Within the Agency
MANARRWWWN
2. Liability for losses Multiples Partners/Franchisee
3. Process for awaiting TC - Multiples.
4. Process for awaiting TC — singleton:
5. Process for seeking relief on losses — singletons.
6. Process for remittance disputes — cash.
7
8
9
1
Process for remittance disputes —Burea
Process for Counterfeit note losses.......
. Process for dealing losses revealed at audit
0. Process for losses at Directly Managed Branches................0.::000
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Document Information
Title Losses Policy for Post Office Limited branches
(Registered trademark not needed after Post
Office Ltd)
Category Standard
Subject Treatment of branch trading losses at Post
Office® branches
Version 05
Control
Author Jennifer Robson, Debt recovery section manager,
Product and Branch Accounting
Owner Dave Miller, Chief Operating Officer
Managed by Lynn Hobbs, GM Service
Purpose To document the overarching policy for losses at
branches
Audience
Full circulation, including NFSP
Privacy level Commercial Confidentiality
Document Post Office Sans 14
format
Document type I Electronic (MS Word. Doc),
Effective date I April 2006
Review date September 2006
Approval
Role Name(s) Date
Business V2 of the previous Liability for losses August
input Policy, Geoff May, Rod Ismay, Martin 2005
Ferlinc, Tony Utting, Sandra Murray,
Sean Farrow,
Circulation _I Business document change control
Assurance __I Victoria Noble,
Authorised _I Rod Ismay
Version control
Version Reason for issue Date
No.
1 Draft Completely revised as a result of the December
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implementation of Branch Trading and 05
business requirements to implement a
set of policies for various branch types.
11 Second draft for branch control forum December
05
2 Draft Third draft for branch control forum December
05
3 Draft Fourth draft for branch control forum December
05
4 Draft Fifth draft for branch control forum December
05
Updated with comments received from 30 Dec
5 Draft Rod Ismay and page numbers, contents
} 2005
& appendices added
6 Draft Updated following review and further 10" Jan
appendices added 2006
SECTION 1 - SCOPE AND EXCLUSIONS
This policy defines Post Office Ltd’s actions in respect of losses
associated with cash, cheques and transactional stock (whether in
branches, in transit or in central processing locations) and in respect of
the counter transactions or remittance transactions themselves. It
also considers assets, in branches, that have been partly or fully paid
for by Post Office Ltd.
Other potential liability situations, for example invoices, customer
complaints, client charges/penalty payment and personal injury are
outside the scope of this document, and would be subject to the
relevant terms and conditions in product literature and agent contracts.
For purposes of this document, agent shall be considered to include
franchisee and multiple within its meaning.
SECTION 2 -LIABILITY
In general, agents are liable for all losses, including counterfeits,
under their contractual responsibility. DMB staff are covered by
the conduct code.
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For branches, there are separate liabilities clauses for agents, in line
with their contractual responsibilities, and DMB staff. These are
recorded in separate documents.
Post Office Ltd shall formally consider the balance of risk and liability
between itself and its clients and/or other parties such as joint venture
vehicles, in agreeing contract terms.
It shall also seek to minimise liability risk through cost effective product
and process design.
SECTION 3 - PREVENTION OF LOSSES/SUPERVISORY
CONTROLS
It is the responsibility of the agent /branch manager to ensure that the
accounting and operational procedures and practices employed in the
branch conform to the current business standards. It is their
responsibility to exercise satisfactory supervisory controls to ensure
that this is the case and to provide advice, guidance and instructions
to their staff.
For branch managers at directly managed branches, it is mandatory
they have a programme of surprise supervisory checks on all stock
units (both individual or multi-user stocks). Branch managers must
ensure that each stock unit is checked at least once in a rolling six-
month period or once in a three-month period, where the stock is held
by a single clerk. Such checks are advisory for the agency network.
SECTION 4 —- COMMUNICATION
This policy and the supporting processes outlining how the policy
around contractual liability will be deployed are communicated to the
relevant third parties as appropriate. (See Appendix)
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Appendix A
LOSSES POLICY (BRANCHES) - supporting processes
1. Policy for Handling Burglary & Robbery Losses Within the Agency
Network
Version: 3.5 (31_05_05)
Owner: Len Clay
"Burglary & Robbery
Losses Policy ~ Ver 3
2. Liability for losses Multiples Partners/Franchisee
Version:
Owner:
Note. This currently only applies to National Multiples, but we are
looking to roll this out for Local Multiples, later this year.
3. Process for awaiting TC - Multiples
Version: 1, 15/12/05
Owner: Marie Cockett
"Processes for
awaiting TC - Multip!
Note. This currently only applies to National Multiples, but we are
looking to roll this out for Local Multiples, later this year.
4. Process for awaiting TC — singletons
Version: 1, 15/12/05
Owner: Marie Cockett
al
"Processes for
awaiting TC - Singlet:
5. Process for seeking relief on losses — singletons
Version: 1
Owner: Lynn Hobbs
"Processes for
seeking relief on loss:
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. Process for remittance disputes — cash
Version: 1, 15/12/05
Owner: Sandra Murray
"Process for
Remittance disputes
. Process for remittance disputes —-Bureau
Version: 1, 15/12/05
Owner:
. Process for Counterfeit note losses
Version:1
Owner: Eddie Jarman
“Counterfeit Note
Losses.doc”
. Process for dealing losses revealed at audit
Version: 1
Owner: Martin Ferlinc
"Dealing with
discrepancies reveale
10.Process for losses at Directly Managed Branches
Version:
Owner: Paul Patterson
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