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PLEASE NOTE AN OPENING PACK, , IS REQUIRED FOR ALL NEW POSTMASTERS WHEN A MODEL CHANGES EITHER ON OR OFF SITE
ONLY SECTIONS 16, 17, 21, 23 and 25 WILL APPLY. NO TRANSFER PACK IS REQUIRED FOR AN EXISTING POSTMASTER AT OWN
BRANCH WITH JUST A MODEL CHANGE EITHER ON OR OFF SITE
Activity Transfer Workaid
1 Planning Contact Agent Accounting Team (Debt Recovery; if any outstanding debt is to be recovered on closure I Planned
of the branch by telephoning I to ascertain if any outstanding debt is to be
recovered on transfer of the branch. Or et
2 Planning Contact the outgoing postmaster at least 5 working days prior to transfer. Planned
Ensure the branch is preparing for transfer ie has returned any excess cash and stock.
If there are any unresolved Cash In Pouch or Remittance discrepancies (cash) please contact the appropriate team
below to confirm they are proper to be held & if so to arrange a Transactional Correction to be sent to the branch
prior to closure.
Cash in pouches
Remittances discrepancies (cash) Julie Farenden
Stock Discrepancies Chantelle Hird GRO
3 I Planning Agree audit attendance time with the outgoing Postmaster considering: Planned
The number of stock units and level of cash and stock at the branch
The resource allocated for the transfer
The incoming Postmaster has a right to verify all cash and stock
Time of transfer
If the branch is relocating will the new incoming Postmaster be on site to accept cash and stock
Inform the outgoing Postmaster that activation slips for National Lottery Instants on sale will be required on
the day of the transfer.
Contact the incoming Postmaster and agree an attendance time. If a Core and Outreach and the incoming
Postmaster does not wish to attend all sites then written authority is required to authorise a named person to sign
on his/her behalf.
Please note that for Core and Outreach branches a separate Transfer FAT Tool, P242 Final Account, P344 Transfer
Report and Transfer pack is required for each site. E.g. if the branch has a mobile van which visits 6 different
locations during the week on transfer this will require one P242 Final Account, P344 Transfer Report and Transfer
pack in addition to the Core branch.
A pre populated transfer pack will be emailed by NSAT to the lead FSA prior to the transfer. It must be printed and
taken to the branch on the day of the transfer. If not received a generic pack should be printed and taken.
QueRwnere
Please note within the Transfer chapter on EASE (route Audits>Audit Process Manual>Chapter 4 Transfers) there
are now three packs to be used when transferring, closing or opening a branch.
The three packs should be used as follows:-
Transfer pack :- to be used for a transfer between two Postmasters either on site or could be off site either with or
without a vaulting. (For vaulting instructions please see Appendix H of the closure chapter within EASE).
Closure pack:- to be used when a Postmaster is leaving the business and the branch is closing. Also to be used
when a branch Is closing and relocating to a new site with a new Postmaster but the new branch will receive new
cash and stock.
Opening pack:- to be used when a new branch opens with new cash and stock.
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NB
There is no pack required when an existing Postmaster converts to a Mains/Local model either on or off site. A
pack is only required when a branch changes Postmaster, a branch closes and is not re-opening with the same
Postmaster or for a new Postmaster taking over a branch but not taking the cash and stock from the former
branch. You should never need to complete two different packs at the same time.
4 On site On arrival, introduce yourself and sign the visitors book. Planned
5 Rem Contact the Network Support Admin Team to confirm the inward and outward remittances for the current Branch Planned/
Verification Trading period. Unplanned
Telephone number (
6 I On site Ask the outgoing Postmaster to add you to Horizon with Manager access. If dealing with a suspension or you need I Planned/
to post items to late account you will need to use your Global User Account and password. Unplanned
7 Pay station + Ensure that the Paystation has been reconciled as part of the final account as follows Planned/
(cont.. on Unplanned
next page) At time of transfer, you must check the Horizon TA records to assess the last TA’s received in branch.
Report for Outstanding & Processed TA’s is available via Office Daily Reports.
To ensure you account for any transactions taken after the final TA Print off from the paystation terminal an
unseen Batch Control Summary report using the following path ADMIN, Enter, Reports Menu, Enter, unseen
batch Control summary report enter YES. The terminal will produce a report detailing all outstanding batch
control summaries. These must be reprinted using the following path Admin, Enter, Print BCS, enter. At this
point, enter the batch ID number from the unseen BCS report. The BCS will then print out and this must be
kept for association with TA that will appear the following day.
Check the Receipt Number of the Batch Control Summary (BCS) follows the last number recorded on the
Outstanding & Processed TA report
This will tell you how much cash to secure from the retail side of the branch and place this in the PO account.
(Any cash discrepancy will be accounted as a final account deficit as per normal practise against the outgoing
Postmaster)
The amount identified as outstanding from the terminal print offs will be entered into the emergency suspense
account for this to be accounted for in Horizon. The route to do this is Back Office> Housekeeping>Emergency
payment (21)
Ensure FSC are emailed on the day of the Branch transfer (cheryl.woodward } or contact
Please provide the amount that has been entered into emerg! nd why and
where known the re-opening date for the branch.
Overnight this data will populate the relevant POLSAP accounts, and a TA will be created awaiting the branch
re-opening.
The following morning either you or the branch must accept the TA’s; this will cause a cash discrepancy, which
will relate to the amount in emergency suspense.
Either you or the branch must redeem this figure from the emergency suspense this will ensure both Horizon
and POLSAP balance. Please note different instructions apply to closures, see closure workaid.
suspense occur please contact P&BA (Paul Lebeter x!"
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+ Ensure that it is listed in the network equipment sheets (ARS110) that are signed by the incoming and outgoing
Postmaster.
+ If the Paystation is not on site contact . POLServiceManageme
National
Lottery
Verify all activated packs to activation slips and ensure via the TA print out that all for all packs on sale the TA has
been accepted. If the activation slips cannot be found telephone the Camelot Retailers Helpline who will detail the
date of activation. If any packs are activated for which the TA has not been received the cash value should be
entered into the emergency suspense account using the same process as per Paystation instructions above.
Remember lottery prizes should be processed as normal and the cash paid to the retail till. Scratchcard sales
should be processed via Horizon and the cash received from the retail till. The only amouts to be entered into the
emergency suspense account are for outstanding TAs, using the route outlined in the paystation section above,
Lottery cheques: If there is a surplus of Lottery cheques on hand i.e. there are physically more on hand than is
shown on Horizon remit in the difference to ensure the two agree. If there is a shortage i.e. there are fewer
cheques on hand than is shown on Horizon, contact Michael D Johnson via email or on} iand provide
him with branch name, branch code and actual number of cheques on hand. Michael will arrange for the figure to
be corrected on Horizon. It is not possible for you to reduce the number of Lottery cheques on hand on Horizon in
branch.
Planned/
Unplanned
Asset
Verification
Oversee the transfer as described in the process manual, Chapter 4 Transfers.
Assist the incoming Postmaster to ensure that cash and stock is recorded correctly on Horizon. It is not, re declare
cash and stock on hand; agree any discrepancies on hand with the outgoing Postmaster.
Balance any SSKs in the branch (instructions available on EASE)
If the branch has an ATM then the current withdrawal figure should be processed via Horizon as dispensed. The
cash in the ATM should be physically examined and reconciled to the balance snap shot of the ATM stock unit. The
following day the current withdrawal figure entered the previous day MUST be deducted from the 16:30 to 16:30
figure.
Planned/
Unplanned
10
FAT
On a Transfer ALL cash, foreign currency and Non-Value Items including spoilt postage labels (as listed on the FAA
FAT Input Page) must be checked by the Network Field Support Team member performing the audit. The checking
of postage and the remaining non-value items can be done by the incoming Postmaster over seen by an NFST
member. Once all items have been checked and agreed between the outgoing and incoming Postmaster the Branch
should be rolled into the next BP (or TP if relevant). If there is more than one Stock Unit then an Office Snapshot
needs to be obtained after all Stock Units have been rolled. The figures from the Final Balance (or final Office
Snapshot) need to be entered on an FAT, these figures will then feed through once the “click here” box in Section A
on the Office Snapshot and Results page. In order to complete the PAA and for QAR purposes you will also need to
print off the following Horizon reports if applicable - Final Office Snapshot, Balance Snapshot for each stock unit,
Currency holdings, Outstanding Summaries, Suspense Account, Transaction Corrections Outstanding and Processed
(last 42 days), Rems In and Out, Lottery Terminal Printouts, Unactivated Instant Pack Status and ATM printouts.
If a Transfer follows a Tier 2 audit then the Tier 2 FAT must be fully completed and then the process above must be
followed (a new FAA FAT completed with the Transfer details). Audit code 10 should be used on the planning page.
Both FAT's must be submitted in the normal way.
NB Any outreach branches will require a separate Transfer FAT
Planned/Un
planned
11
TC's
Bring any outstanding Transaction Corrections to account.
Planned/
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Unplanned
12
Reconciliation
s
Complete all the reconciliation's and prepare the weekly pouches to Chesterfield, Santander etc.
Planned/Un
planned
13
Rems to BdC
Please note that Travellers Cheques cannot be transferred to a branch changing branch code.
Spoil traveller cheques & complete TC8 - annotate branch transfer and despatch in ‘green/clear’ pouch marked TC's
Planned/
Unplanned
14
Loss or gain
clearance
Has the branch got sufficient funds available to make the discrepancy good at that time?
Discuss how the Postmaster will make good any losses.
i it card payments can be accepted by calling Agent accounting team team on either
“} Debit/credit card payments can be accepted Monday to Friday between 08.00am and 5.00pm.
Please note that any credit/debit cards payments should not be reflected in the final account i.e. the Debt Recovery
team would match the loss in the Final Trading Statement with the payment.
Any discrepancy need to be corrected via Horizon ie the physical cash is put in or taken out of the till. If mid TP,
adjust cash by re-declaring (physically adjust). If the ‘end ‘of a TP select ‘make good cash’ and physically adjust.
A Trial Balance is produced following BAU processes
The Branch should roll into the next BP or TP as appropriate:
e If the branch is permanently closing it should roll into the next TP.
e If the branch is changing ownership and it is NOT a scheduled TP rollover week then it should roll into the
next BP
e If the branch is changing ownership and it is a scheduled TP rollover week then it should roll into the next
TP if no further transactions are to be conducted that day.
An Office Snapshot should be produced following BAU processes. The snapshot is checked to ensure that no
discrepancies are being carried forward at the expense of an incoming Postmaster.
If the Postmaster presents a cheque in settlement of the amount due to POL in a branch that does not accept
cheque payments then the cheque should be accepted and an official receipt issued (if the shortfall is in excess of
£1000.00 the Contracts Advisor should be contacted to ensure that a cheque is acceptable). The cheque should be
sent with a cover note (to include Postmasters name, branch name and code and date of transfer) to FSC in the
envelope containing the P242 etc. and posted by Special Delivery
Planned/
Unplanned
15
Final Account
Print two copies of the Trading Statement or Office snap shot and prepare P242 Final Trading Statement. If the
transfer is taking place on a day outside the allocated Trading Statement day, then an Office Snapshot should be
attached to the P242. If at completion of a TP then a reprint of the trading statement should be attached to the
P242. Please do not attach a final balance report or balance snapshot.
Planned/
Unplanned
16
Horizon
On Horizon create a new user at manager access level for the incoming Postmaster and ensure that the outgoing
Postmaster has been deleted as a user. Supervise the incoming Postmaster whilst he/she adds any new staff.
Print off a Horizon On Line User Summary.
1. Check that all Horizon User ID’s on the system are in the correct format and that any previous employees
have been removed from the system. All employees on long term absence must have their account
disabled.
2. Check the Horizon User ID’s against the list of Registered Assistants. This will be sent by NSAT 48 hours
prior to the onsite training taking place. Any staff working in the office not registered with HR should be
reported via the P356 Anomalies Report located on EASE. - Audits - Audit Process Manual - Chapter 3
Performing a Branch Audit.
Inform the Postmaster of the correct process for registering assistants with HR.
Planned/
Unplanned
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17 I Transfer Pack I Complete the remaining papers in the transfer pack. All staff recorded on the Horizon user summary should be on I Planned/
the P356. (see what goes where below) Unplanned
18 I Alarm Change the alarm codes ensuring that the new Postmaster enters his own code into alarm panel. If the alarm is Planned/
Code/ATM monitored, the outgoing Postmaster will need to contact Kings Security to inform them of the transfer and new Unplanned
code Postmaster details by telephoning! Details should be confirmed by email (ensuring that the branch
code is included) to admin.
Procedure to change keyless safe code:
Almost all branches have the Managers access code set to1 23456
FIRSTLY - this has to be done when the safe door is OPEN......
e Press » twice till display shows MANAGER CODE then confirm with W
e¢ > twice again till CHANGE CODE is displayed - Confirm with ¥
e Press » till display shows CHANGE MANAGER CODE - Confirm with ¥
e ENTER OLD CODE
e ENTER NEW CODE
e CONFIRM NEW CODE
¢ At prompt that code has been changed press > until EXIT appears on display, Now confirm with ¥
e Now, TEST the code out to make sure all OK before you shut the SAFE DOOR.
The ATM code will also need to be changed 6x 0 / current code /new code/ confirm new code
19 I Former Inform the outgoing Postmaster that he/she is still liable for any errors revealed at a later date that were made Planned/
Postmasters during his/her term of appointment Unplanned
account
20 I P242 Ensure that both the outgoing and incoming Postmaster sign the P242, as well as the lead FTM. If there is an Planned/
amount in suspense, note the reason for the suspense item. In addition to the completed P242 enclose a copy of Unplanned
the suspence account report annotated with the reason along with the P344 and one signed copy of the
Acknowledgement of Appointment ; marked FAO Former Agent Accounting Team and send to Chesterfield on the
day of the transfer by Special Delivery (Noi Future walk, Chesterfield, S49 1PF.)
21 I Transfer only I If no training is taking place ensure that you email the Branch Standards Team to confirm whether Mail Planned/
(no training) Segregation is taking place or not. Also ensure that the Paystation opening hours are updated via Horizon On Line. I Unplanned
Complete the accessibility tool and dangerous goods survey
22 I Despatch Despatch all weekly pouches/envelopes as soon as operationally possible Planned/Unpl
anned
23 I Despatch Return all relevant paperwork to Agent Application Team and the Former Agent Accounting Team as per transfer Planned/
pack instructions. Unplanned
24 I Investigation Contact should be made with the Fraud Team to confirm which, if any, accounting documents they require. These I Unplanned
support should be taken off site if requested by the investigators.
25 I Retention of File paperwork locally for 60 days. If there were issues on closure or if there was a suspension please retain the Planned/
paperwork paperwork in accordance with the Retention of paperwork policy (Process Manual Chapter 9).( PLEASE NOTE THE Unplanned
ALL POSTING RECEIPTS SHOULD BE RETAINED FOR SIX MONTHS)
26 I What goes Despatch completed P242 Final Account, P344 Transfer report and one signed copy of the Acknowledgement of Planned/
where Appointment form to Agents Accounting Team, Finance Service Centre, Post Office Ltd, No. 1 Future Unplanned
Walk, Chesterfield, S49 1PF by RMSD using FSA T&S process: retain the receipt for six months.
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Despatch all other transfer documentation to the Contract Admin Team, Post Office Ltd, Financial Service
Centre, No 1 Future Walk, Chesterfield S49 1PF by placing these in a separate envelope, addressed to CAT
and including in the envelope addressed to Agents Accounting Team.
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