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SUBPOSTMASTERS
CONTRACT
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“an essential part of everyday life” www.postoffice.co.uk
Agency Contracts
Amendments
Communication from Post Office Ltd
Specific changes by Contract Type
Summary of Extracts From Acts of Parliament
Personal Declaration - P13 (Appendix 2)
Non Disclosure Statement - P301 (Appendix 3)
ooo of
4/11/2002
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Changes to Agents’ Contracts. All Subpostmasters Contract,
Community Subpostmasters Contract and Modified Subpostmasters
Contract branches
As a consequence of the recent change of business name, from Post Office
Counters Lid to Post Office Limited, some of the references in the standard
Subpostmasters Contract, Community Subpostmasters Contract and Modified
Subpostmasters Contract no longer apply. The following tables list the
changes, which have been made to the various documents.
This communication should be retained with your contract for services for
future reference. Similarly the associated Appendices 1,2 and 3 should be
retained as they replace the appendices found in Section 16 of the
Subpostmasters, Section 12(M) of the Modified, and Section 12 of the
Community Contracts respectively.
Please note that neither the fundamental relationship, nor any of the
substantial terms and conditions of the documents are affected by this
change of company name.
Should you have any questions about these changes please write to me at
the address below.
Paul Williams
Agency Contracts Analyst
Post Office Limited
Lyceum Building
1 Bold Street
LIVERPOOL
L14HQ
GENERAL CHANGES - throughout whole of each contract
- “Post Office Counters Ltd/POCL.” “Post Office Limited"
- “Post Office Counters” “Post Office”
~ “a/another/other [sub] Post Office(s)” “alanother/other Post Office branch(es)”
~ "post office business” “Past Office business”
“ " "Be i i
. fanaa ne ycashipropertyipapers a jundetmeneylenshipropery? papers/
documents/stock” documents/stock”
“Post Office Limited
funds/money/cash/property/ papers/
documents/stock"
~- “Post Office Counters Ltd funds/money/cash/
property/papers/ documents/stock”
4/11/2002
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Specific changes by contract type and section
Subpostmasters
Contract ref.
Modified
Subpostmasters
Contract ref.
Community
Subpostmasters
Contract ref.
Amendments
Section 2, para. 22
Section 2(a), para.
18:
Not applicable
Not applicable
Words “...submitted via the Regional General Manager to Post Office Counters Business
Headquarters...” should be changed to: “...submitted to Post Office Ltd...”
Section 4, para. 11 I Section 5 (M), Section 3, para8 I Reference to “the Post Office” and “Post Office” should be to “Royal Mail Group pic”
and Section 8, para 14: and section 4
para. 14: para 14:
Section 10, para. 4:
Section 4(M) para
4
Section6, para 4
Words: “employees of Post Office Counters Ltd” should read “employees of Royal Mail Group pic”
and words “Post Office Staff Superannuation Scheme” should read: “ any of Royal Mail's
occupational pension schemes”
Section 11, para. Section 8(M), Section 7, para Reference to “Post Office Group Treasury” should read “Royal Mail Group Treasury”.
5.1: para 5.1 5.4
Section 11, para. 6: I Section 8(M), Section7, para 6 Details of Post Office Counters Ltd Agent should be changed to the following:
para 6
“Post Office Ltd Agent, (Group Treasury), Rowland Hill House, Boythorpe Road
CHESTERFIELD, Derbyshire S49 1HQ”
Section 13, para. 9:
Not applicable
Not applicable
Reference to “Post Office employees” should be changed to “Royal Mail employees”.
Section 13, para
12:
Not applicable
Section 9, para 6
References to “the Post Office” should be changed to “Post Office Ltd”.
Section 15, para. Section 10(M), Section 11, para References to “the Post Office” should be to “Royal Mail Group plc or any of its predecessors”.
6(c), para. 12 and I para 6(c) and 6(c), para 12 and
para. 14: para 12 para 14
Section 16, para. Section 12(M), Section 12, para New form P13 attached.
3a para 3(a) 3(a)
Section 16, para. 4:
Section 12(M),
para 4
Section 12, para 4
Reference to a “Post Office employee” should be to a “Royal Mail employee”
Section 16, para. 5
Section 12(M),
para5
Section 12, para 5
All references to “the Post Office” should be changed to “each of Royal Mail Group ple and Post
Office Ltd”
Section 16, para.6
Section 12(M)
para.6
Section 12 para 6
All references to “ the Post Office” should be changed to “ Post Office Ltd or Royal Mail Group pic
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Specific changes by contract type and section
Subpostmasters I Modified Community Amendments
Contract ref. Subpostmasters I Subpostmasters
Contract ref. Contract ref.
Section 16, Section 12(M), Section 12, New appendices 1,2 and 3 attached.
Appendices 1, 2 Appendices 1, 2 Appendices 1, 2
and 3: and 3: and 3:
Section 17, para. Section 13(M), Section 13, para I The words: “the Post Office” should read: “ either Post Office Ltd or Royal Mail Group pic”
10(b): para 10(b) 40{b)
Section 17, para. Section 13(M), Section 13, para I The words: “in the Post Office” should read: “ by either Post Office Ltd or Royal Mail Group pic”
44: para 14 14
Section 17, para. Section 13(M), Section 13, para. I References to “Post Office employee(s)” should read as follows: “employee(s) of “ either Post
15 and para. 16 para. 15 and para. I 15 and para. 16 Office Ltd or Royal Mail Group pic”
and Section 18, 16 and Section and Section 14, Reference to “Post Office duties” in para 16 should read “duties for Post Office Ltd or Royal Mail
para. 2: 14(M), para. 2: para. 2: Group pic”
Section 18: Section 14(M): Section 14: Words: “outside the Post Office” should read “ outside either Post Office Ltd or Royal Mail Group
Heading and para. I Heading and Heading and plc”
6: para. 6: para. 6: “Post Office papers” should read “Post Office Ltd papers”
Section 19, paras. I Section 15(M), Section 15, paras. I References to “the Post Office”, “should read “either Post Office Ltd or Royal Mail Group pic”
3, 7 and 11: paras, 3, 7 and 3,7 and 11:
At:
Section 19, paras. I Section 15(M), Section 15, paras. I References to “Post Office employee/property” should be to: “employee/property of “either Post
7,10 and 17: paras. 7, 10 and 7, 10 and 17 Office Ltd or Royal Mail Group pic”.
17: Paragraph 7 — reference to “the Post Office” should read “either Post Office Ltd or Royal Mail
Group pic”
Section 20, para. 3: I Section 16(M), Section 16(M), Reference to “the Post Office” should be to “Post Office Ltd”.
para. 3: para. 3:
Section 21, para. Not applicable Section 17, para. Reference to “The Post Office” should be to “Post Office Ltd”.
10: 10:
Section 24: Not applicable Not applicable All references to “Post Office”, or “the Post Office" should be changed to “Royal Mail Group pic”.
Paragraph 2 - reference to “Post Office staff” should read “Royal Mail staff”
Paragraph 3 — reference to “the Royal Mail” should read “Royal Mail Group pic”
4/1102
2(i)
(ii)
2iii)
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APPENDIX 1
SUMMARY OF EXTRACTS FROM ACTS OF PARLIAMENT
Theft Act 1968/Criminal Damage Act 1971
The offences of theft or destruction of a postal packet are covered by the Theft Act
1968 or Criminal Damage Act 1971. Persons convicted on indictment for such
offences are liable under the relevant sections of those Acts to imprisonment.
POSTAL SERVICES ACT 2000
Section 83 - Interference with the mail
Any person engaged in the business of a postal operator commits an offence if
contrary to his duty and without reasonable excuse he intentionally delays or opens a
postal packet in the course of its transmission by post, or intentionally opens a
mailbag. Persons convicted on indictment shall be liable to imprisonment for a term
not exceeding two years or to a fine, or both.
Section 125(1)
Postal packet means a letter, parcel, packet or other articles transmissible by post.
Schedule 7 Unauthorised Disclosure of Information
Any person who makes an unauthorised disclosure of information obtained whilst
dealing with work of a universal service provider, which relates to the affairs of an
individual or a particular business commits a criminal offence.
Appendix 1 ~ 4/11/02
Appendix 2
P13
PERSONAL DECLARATION to Royal Mail Group (i.e. Royal Mail Gr ic and
its associated companies. including Post Office Ltd)
ROYAL MAIL GROUP’S
OBLIGATIONS
SAFETY OF
POSTAL
PACKETS
CONFIDENTIAL
INFORMATION
P13 ~ 4/31/02 (a)
Royal Mail Group must ensure that letters, parcels and all
other communications or items entrusted to it are delivered as
addressed promptly and safely, and that the information in
them reaches no one not entitled to it.
To help Royal Mail Group provide this essential service to the
community, there are important legal requirements which you
must comply with. It is important for you to be aware of 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.
It is a criminal offence to STEAL, DESTROY or damage a
letter, parcel, mailbag or any other postal packet in course of
transmission by post. It is also an offence to OPEN or DELAY
(without proper authority and reasonable excuse) a letter,
parcel, mailbag, or any other postal packet in course of
transmission by post.
Persons suspected of criminal offences will be subject to
investigation which may lead to prosecution in the Criminal
Courts. Heavy penalties, including terms of imprisonment, are
provided for such offences.
Other misconduct which endangers the safety of a mailbag or
postal packet may lead to termination of employment or
engagement or contract with Royal Mail Group.
You shall neither whilst employed or contractually bound by
Royal Mail Group or engaged in Royal Mail Group’s Business,
nor after that employment or engagement ceases, disclose to
any other person, firm or company, or publish or broadcast or
use for your own benefit or for the benefit of a Third Party any
confidential information relating in any way to the activities,
operations or business methods of Royal Mail Group or its
business partners, except as previously authorised in writing
by or on behalf of Royal Mail Group. Any unauthorised
disclosure may amount to a criminal offence.
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OFFICIAL
SECRETS
ACT
DATA PROTECTION
ACT
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Appendix 2
A person may be entrusted with information which is covered
by the Official Secrets Act 1989 whilst engaged on business
for the Royal Mail Group.
Under the Official Secrets Act 1989, it is a criminal offence for
a Government contractor (which means any person or body
who is employed in the provision of goods or services for the
Crown) including any employee of a Government contractor,
to:-
¢ disclose unlawfully any information obtained as a result of
such work without authorisation, and
e fail to safeguard or improperly retain or provide access to
documents or articles containing information which it would
be an offence under the Act to disclose.
The above conditions apply even when work with Royal Mail
Group ends.
Any person who handles information about identifiable living
people whether processed electronically or manually may also
commit an offence under the Data Protection Act 1998 if
he/she improperly obtains, holds, uses or discloses any such
information.
YOU SHOULD READ THIS DOCUMENT CAREFULLY AND
THEN SIGN YOUR NAME TO THE DECLARATION BELOW.
1 HAVE READ AND FULLY UNDERSTAND BOTH PAGES OF THIS DOCUMENT
AND HAVE RECEIVED A COPY TO RETAIN:
Full Name .....
(Block Letters)
SIQNAture......ccecceseceeeeenerenrseserteersearseverseed Date. ...ccecieceeceeerseserereere
in the presence of:
SIQNAture. oc cecsceceeereeecreeceeavecnenevecsenaverneseueearecness
JOD THUG. ..ocsisrrroanerenrcerstarcensendnensaednonsaetesasteteserartnees
NOTE - The person signing this form should sign with his ordinary signature in the
presence of a witness. {{The Sub-postmaster/Franchisee should witness the
signature of persons employed at a sub-Office]]
Retention Period: [
P13 ~ 4/11/02 (a)
Appendix 3
P301
NON-DISCLOSURE STATEMENT - OFFICIAL SECRETS ACT AND CONFIDENTIAL
INFORMATION (To be signed by ali persons ceasing to be employed or contractually
bound by or engaged in Royal Mail Groups Business (ie Royal Mail Group plc and its
associated companies including Post Office Ltd); also by other persons on ceasing to
have access to secret information)
My attention has been drawn to:-
1. the provisions of the Official Secrets Act 1989 (the “Act”) and that under the Act it is
a criminal offence for a Government contractor (which means any person or body who
is employed in the provision of goods or services for the Crown) including any
employee of a Government contractor, to:
e disclose unlawfully any information obtained as a result of such work
without authorisation, and
* fail to safeguard or improperly retain or provide access to documents or
articles containing information which it would be an offence under the Act
to disclose.
I am fully aware that serious consequences may follow any breach of these
provisions.
2. the fact that I must not disclose to any other person, firm or company, or publish or
broadcast or use for my own benefit any confidential and/or commercial
information relating in any way to the activities, operations or business methods of
the Royal Mail Group, or information obtained whilst engaged in Royal Mail Group’s
business except as previously authorised in writing by the Royal Mail Group. Any
unauthorised disclosure may amount to a criminal offence.
I understand that the provisions of the Official Secrets Act 1989 and requirements
regarding confidential information may apply to me after my appointment has ceased;
t hereby declare that I have surrendered any equipment and any document including
any electronic document and back-up disc made or acquired by me owing to my official
position, save such as I have Royal Mail Group’s written authority to retain.
Signature. wJob Title .
Full Name
(Block Letters)
Permanent Home Address (incl. Postcode)...
ssevrccasscorenerenecer dennis DMB racscseresssesceecesnconeasion
Business Address: ............c0:cescee ces ceeceneenecense tne eensceneascanveesestesatennereiententeee
Signed Fao mescense Opn errr
sccessesceessdOb Title...
Surname
(Block Letters).
Forename(s)
(Block Letters:
Date of Birth...
Date of Leavin:
Reg’d No. of Appt. Papers Keep Until ...
P301- 4/11/02(aa)
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Notice of Subpostmaster’s Contract and Community Subpostmaster’s Contract
Variation
Post Office Ltd will introduce a new Post Office® saving stamp on 16 August 2004. The
introduction by Post Office Ltd of the saving stamp to the list of Post Office® products and
services to be provided in the course of a Post Office® business will require a variation to be
made to the provisions of Section 23 of the Subpostmaster's Contract, and Section19 of the
Community Subpostmaster's Contract (which Sections are identical in content).
Therefore, in accordance with Section 1, Paragraph 18 of
(i) the Subpostmaster's Contract, and
(ii) the Community Subpostmaster'’s Contract
(which enable changes to be made to the relevant Contract),
as of 1 August 2004, Section 23 of the Subpostmaster's Contract, and Section 19 of the
Community Subpostmaster's Contract, will be varied as follows:
(a) the following words should be added to the end of Paragraph 1:
“...except in the case of Post Office® saving stamps which may be
accepted for all Post Office® goods and services, and any other goods
and services that the Subpostmaster has, at his/her own discretion,
decided to allow.”; and
(b) the following words should be added to the end of part (i) of Paragraph 2:
“...except in the case of Post Office® saving stamps and only then where
the Subpostmaster is paying change for a purchase made using the Post
Office® saving stamps and the amount of such change is under £5.00.”
Post Office Lid
July 2004
1.1.
1.2.
1.4,
21.
2.2.
2.3.
24.
2.5.
2.6.
2.7.
7A.
7.2.
8.1.
8.2.
8.3.
8.4.
8.5.
8.6.
8.7.
8.8.
8.9.
8.10.
CONTENTS
SUBPOSTMASTERS’ CONTRACT AND STATUS
CONTRACT
PO RULES & POSTAL INSTRUCTIONS
CONTRACT - CHANGES AND AMENDMENTS
REGIONAL GENERAL MANAGER
REMUNERATION
GENERAL
FREQUENCY OF PAYMENT
COMMERCIAL BRANCHES AND SMALL BRANCHES
SEASONAL SUBPOSTOFFICE BRANCHES
SUBPOSTMASTERS PERSONAL BUSINESS
PROHIBITIONS
QUESTIONS ABOUT REMUNERATION
SUBPOSTMASTERS’ ABSENCE FROM OFFICE
GENERAL
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RRWeH
DNADRUUUM
ABSENCE ON HOLIDAY - HOLIDAY SUBSTITUTION ALLOWANCE 16
CLAIMS FOR REIMBURSEMENT
PREPERATION OF CASH ACCOUNTS
17
19
ABSENCE-TO ATTEND TERRITORIAL, FORCES RESERVE, ETC, TRAINING 20
ARMY
ROYAL NAVY
ROYAL AIR FORCE
ABSENCE FOR JURY SERVICE
20
21
21
22
SUBPOSTMASTERS’ SICK ABSENCE SCHEME-SUBSTITUTION ALLOWANCE 23
CONDITIONS AND LIMITATIONS
PERIODS OF SICK ABSENCE OF LESS THAN 3 WEEKS
STATUTORY SICK PAY SCHEME
INTRODUCTION
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
23
25
26
26
26
27
27
31
31
32
32
32
32
Issue
September 1994
“Copyright reserved
9.
9.1
9.2.
10.
10.1.
10.2.
10.3.
10.4.
10.5.
106.
10.7.
10.8.
10.9.
RESIGNATION AND RETIREMENT
RESIGNATION
RETIREMENT
NATIONAL INSURANCE
CLASSIFICATION
PERSONS TAKING UP APPOINTMENT AS A SUBPOSTMASTER
CONTRACTING OUT
CONTRIBUTIONS,
MARRIED WOMEN AND WIDOWS
NON LIABLE SUBPOSTMASTERS
ARREARS OF REMUNERATION:
DEATH OF SUBPOSTMASTERS
HOLIDAY AND SICK ABSENCE PAYMENTS
10.10. SICKNESS BENEFITS
10.11
10.12.
10.13.
10.14.
10.15.
10.16.
SUBPOSTMASTERS WITH MORE THAN ONE EMPLOYMENT
2. SUBPOSTMASTERS SUSPENDED FROM OFFICE AND THEIR SUBSEQUENT REINSTATEMENT
. CHANGES IN NATIONAL INSURANCE STATUS
I. DEFERMENT OF NORMAL RETIREMENT DATE
. +RESIGNATION/TERMINATION OF APPOINTMENT
. MARRIED WOMEN AND WIDOWS
10.17. CANCELLATION OF ELECTION TO PAY AT REDUCED RATE
10.18. ACTUAL EXPENSES INCURRED
nh.
11.1.
11.2.
11.3.
11.4.
11.5.
116.
2
12.1.
12.2.
12.3.
12.4.
125.
12.6.
127.
128.
13.
13.1.
13.2.
13.3.
13.4.
13.5.
13.6.
13.7.
14.
14.1,
14.2.
14.3.
14.4.
145.
14.6.
147.
14.8.
15.
INJURY RESULTING FROM CRIMINAL ATTACK
REPORTS
POST OFFICE COUNTERS LTD PERSONNEL CRIMINAL INJURY COMPENSATION SCHEME
EXCLUSIONS
CONDITIONS
CLAIMS PROCEDURE
EVIDENCE
RESPONSIBILITY FOR POST OFFICE STOCK AND CASH
CREDIT STOCK OF STAMPS ETC.
CASH BALANCE
ACCOUNTS
SECURITY OF CASH, STAMPS ETC.
GAINS
THEFT OR BURGLARY
MISSING OR STOLEN STOCK
RELIEF
PREMISES
TENANCY
ALTERATIONS TO SUB-OFFICE PREMISES, ACCOMMODATION,
NOTICES
RESITING OF POST OFFICE SECURITY EQUIPMENT
RESIDENCE
MAILWORK OFFICES:
ADVERTISEMENTS
HOURS OF BUSINESS
INTRODUCTION
STANDARD COUNTER HOURS OF SERVICE
LUNCH TIME AND HALF DAY CLOSURE (MONDAY TO FRIDAY)
EXTENDED HOURS
SUSPENSION OF MID-WEEK HALF-DAY CLOSING DURING THE CHRISTMAS AND
NEW YEAR
LOCAL HOLIDAYS AND TUESDAYS AFTER BANK HOLIDAYS
ADVERTISING OF HOLIDAYS
PAYMENT FOR THOSE PERIODS OUTSIDE THOSE MENTIONED IN-
PARAGRAPH 2 ABOVE - NON MAILWORK OFFICES
ASSISTANTS
September 1994
©Copyright reserved
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33,
33
34
35
35
36
37
37
37
37
37
38
38
39
39
39
39
39
KRALL LBS
SSEees
59
59
61
15.1
15.2.
15.3.
154.
15.5.
15.6.
. GENERAL
. ASSISTANTS’ CONDITIONS OF SERVICE
AGE
. SUITABILITY OF APPLICANTS - REFERENCES.
. SUB-OFFICE ASSISTANT ACCUSED OR SUSPECTED OF DISHONESTY ETC.
. UNSUITABLE PERSONS
15.7. OUTDOOR POSTAL WORK
16.
DIVULGENCE OF OFFICIAL INFORMATION, CORRESPONDENCE
AND INTERVIEWS
16.1,
16.2.
16.3.
16.4,
16.5.
16.6.
16.7.
16.8.
17.
. DIVULGENCE OF OFFICIAL INFORMATION
. PERSONAL DECLARATIONS
. CONTACT WITH THE PUBLIC NEWS MEDIA
. PUBLICATION OF OFFICIAL INFORMATION
CORRESPONDENCE WITH THE PUBLIC
OFFICIAL DOCUMENTS AND LEGAL PROCEEDINGS
. USE OF OFFICIAL INFORMATION OR POSITION FOR PRIVATE PURPOSES
. BREACHES TO BE REPORTED
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-OBSERV ANCE OF RULES: APPEALS PROCEDURE
18.1. ALLEGATIONS OF NON-COMPLIANCE OR NON-OBSERVANCE OF RULES
18.2, REPRESENTATIONS ON POST OFFICE MATTERS
18.3.
18.4.
19.
19.1.
19.2.
19.3,
19.4.
19.5.
19.6.
19.7.
19.8.
19.9.
I. APPEALS
. APPROACHES TO PERSONS OUTSIDE THE POST OFFICE
OFFENCES: SUSPENSION
. ARREST
IMMORALITY
. SUSPENSION FROM OFFICE
. CRIMINAL CONDUCT
. INDUCEMENT TO ACT CONTRARY TO RULES
THEFTS BY STRANGERS
FAILURE TO REPORT DISHONESTY
. ENQUIRIES BY OFFICERS OF THE POST OFFICE INVESTIGATION DIVISION
. FRIENDS AT INVESTIGATION INTERVIEWS
19.10. SEARCHES
20.
21.
21
21.2.
21.3,
21.4.
21.5.
21.6.
21.7.
22,
INFECTIOUS (INCLUDING CONTAGIOUS) DISEASES
TELEPHONE FACILITIES AT SCALE PAYMENT SUB-POST OFFICES
. PROVISION OF TELEPHONE FACILITIES
. REIMBURSEMENT
RENTAL CHARGES
. CALL UNIT ALLOWANCE
. SUPPLEMENTARY ALLOWANCE
. EMERGENCY REPAIRS
. REIMBURSEMENT OF VAT CHARGES
QUALITY STANDARDS
22.1. WAITING TIME
22.2. TRANSACTIONS
22.3.
22:
. QUALITY STANDARDS
. SUBPOSTMASTER ERRORS: MAXIMUM PENALTIES
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23, REDEMPTION OF TELEPHONE, TELEVISION, MOTOR VEHICLE AND OTHER SAVINGS STAMPS 97
‘©Copyright reserved
24.
24.1.
24.2.
24.3.
24.4.
24.5.
24.6.
24.7.
24.8.
24.9.
25.
MAILWORK
GENERAL
ACCOMMODATION AND FITTINGS.
ATTENDANCE
ACCESS TO PREMISES
POST OFFICE OBLIGATIONS
CHANGES TO FACILITIES
REMUNERATION
WITHDRAWAL OF MAILWORK
CHANGES IN CONDITIONS OF SERVICE
ACCOMMODATION SPECIFICATION,
SUBPOSTMASTER SPECIFICATION
ROYAL MAIL SPECIFICATION
PAYMENT ON WITHDRAWAL OF MAILWORK
MAILWORK INDEX
INDEX
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98
98
98
99
99
100
100
100
100
100
101-103
104-108
109-112
113
114
115
Issue
September 1994
Copyright reserved
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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.
1 Issue
September 199%
10.
11.
12.
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‘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
13.
4.
15.
16.
17.
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, indluding 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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SUBPOSTMASTER’S CONTRACT VARIATION OCT 2004
Post Office Ltd
Section 2 of the Subpostmaster’s Contract
REMUNERATION
GENERAL
1. A Subpostmaster is paid according to the amount of work which is
transacted at his sub Post Office® branch. All remuneration is in respect of
the provision of Post Office® services.
FREQUENCY OF PAYMENT
2. Remuneration is paid monthly, by bank credit transfer, during the
period of the Subpostmaster’s appointment, in accordance with the provisions
of the remuneration booklets referred to below.
COMMERCIAL BRANCHES AND SMALL BRANCHES
3.1. The method of calculating a Subpostmaster’s remuneration will depend
on whether his sub Post Office® branch is designated by Post Office Ltd from
time to time as either a Commercial Post Office® branch or a Small Post
Office® branch in accordance with the provisions of the remuneration
booklets issued by Post Office Ltd from time to time for each category of
branch.
3.2. The remuneration system applicable to Subpostmasters of each
category of branch are set out in these remuneration booklets. The
remuneration booklets also contain the rates of remuneration applicable to
each category of branch.
3.3 Post Office Ltd may revise the remuneration rates set out in the
remuneration booklets (in whole or in part) from time to time following
[consultation with the National Federation of Subpostmasters. Any such
revisions will be communicated to Subpostmasters.
3.4. Post Office Ltd may also revise other parts of the remuneration
booklets (including the definitions of Commercial and Small Post Office®
branches and the remuneration system applicable to them) from time to time,
following negotiation with the National Federation of Subpostmasters. Any
such revisions will be communicated to Subpostmasters. Where appropriate,
revised versions of the booklets will be distributed to Subpostmasters.
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3.5 The remuneration booklets (and any revisions to them) form part of the
Subpostmaster’s Contract.
SEASONAL SUB POST OFFICE ® BRANCHES
4. Where a sub Post Office® branch is regularly open for part of the year
only, remuneration will be paid for the period of opening only.
SUBPOSTMASTER’S PERSONAL BUSINESS
5. Full credit is normally allowed for the personal Post Office® business of
a Subpostmaster and members of his household, but Post Office Ltd reserves
the right to withhold credit for part of such business at its discretion.
PROHIBITIONS
6. The delivery of stamps or postal orders or other items of business 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 clause.
QUESTIONS ABOUT REMUNERATION
7 if a Subpostmaster considers that the provisions of this Section have
not been correctly applied in the case of his bran: ld contact the
People and Organisation Service Centre on:
END
POST OFFICE COUNTERS LTD
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 less 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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6. 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.
7. 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.
8 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
9. 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.
nl.
12.
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, ie.
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 Jess 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.
q7.
18.
19.
A Subpostmaster is allowed to dispense with the preparation of cash accounts on up
to 3 occasions in each accounting/ financial year during his own absence on holiday.
On one occasion a cash 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 ADI.
Tt 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, ete., 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.L.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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SECTION 6
ABSENCE FOR JURY SERVICE
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.
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.
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. A Subpostmaster 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 maxinuum of 26 weeks in any one period of 12 months.
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10.
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 at 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
1.
Where an eligible Subpostmaster as defined above is absent sick for a period of less
than three weeks, and does nat 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 at a 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. Ifa 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;
(c) she is pregnant and reaches the “disqualifying period”;
(d) _ his contract for service ends;
(ce) Subpostmasters who fall sick in a country outside the EEC;
(8 he is 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)
©)
(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;
() 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.
(i) 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)
(v)
(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;
- bwwalidity 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)
&)
(xi)
(vil). 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 excluded 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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() 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.
nh.
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 nust 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.
If a 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 all 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. A Subpostmaster 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
3. 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 “Eniployer’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 Subposunaster will
be liable to pay primary contributions on all earnings up to the upper earnings limit
ake
(a) the standard rate; or
(b) the reduced rate (see paragraph 8); or
(©) _ is not 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) as a married woman her marriage ends in divorce or annulment;
(c) _ 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 Class 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. Inthe 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:
(2) WOMEN:
Divorce
Annulment
Marriage
Widowhood
Re-marriage
Retirement age
(a) MEN:
Retirement age
In these circumstances the Subpostmistress must advise
DSS and Post Office Counters Ltd
See paragraph 8
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).
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
Minimum 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. Subpostinasters 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
1. Ifa 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
2. 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.
3. 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
(©) aperiod 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
The policy does not cover:-
(a) 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;
(b) any consequence of pregnancy or childbirth;
(c) any pre-existing physica! or mental defect or infirmity;
(a) war risks.
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).
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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 Past 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 a 2 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, $49 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
7. 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.
8 Inthe event of any dispute, POCL reserves the right to take such disputes to an
independent insurance broker for arbitration.
9. 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 WCI1E 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)
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APPENDIX 1
£60,000
£60,000
expressed as a
percentage
of £60,000
100%
30-40%
20%
LEFT/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 (ower 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)
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APPENDIX 1
14%
1%
9%
35%
30%
30%
45%
50%
12%
7%
expressed as a
percentage
of £60,000
80%
70%
30%
30%
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Partial loss of foot) (tarso-metatarsal disarticulation) 20%
Shortening of the lower limb by at least Sem 40%
Shortening of the lower limb by at least 3 to Sem 40%
Shortening of the lower limb by 1 to 3em 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
2. 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.
3. 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
4. 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.
11.
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 Assistants, and should keep them in a place of security,
especially at night.
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 in a 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 Subpostmaster may exceptionally not be required to make
good the full amount of certain losses al his office. If he feels entitled to relief in
making 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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APPENDIX 1
ACCIDENTAL LOSS
[f at any time any items of stock (including stock of no intrinsic value such as motor vehicle
licences) is found to be missing. 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. Tas 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) _ 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.
(c) Aspecimen impression of the date stamp and, if it was stolen, particulars of the
type in it when stolen.
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(d) 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.
(e) Particulars of any cheques, including the transaction for which they were
accepted.
END
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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 premises;
- exhibit the sub-office title (ie. “. .. 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;
- ifrequired, 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
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.
‘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
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.
(c) 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.
(a) 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 premuises 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 facilities;
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
i.
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.
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 suggest 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
TION 14
HOURS OF BUSINESS
INTRODUCTION
Lad
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 afternoon per week (normally Tuesday, Wednesday or Thursday but, in
exceptional circumstances Monday to Friday) from 1300 onwards.
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EXTENDED HOURS
Where a Subpostmaster wishes to conduct Post Office business outside standard
hours, Regional General Managers will consider such requests taking into account 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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SECTION 15
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 fron: his assistants’
actions.
ASSISTANTS’ CONDITIONS OF SERVICE
AGE
Wages, hours, holidays ete., are a nuatter 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-Offfice
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 Assistant before a firm offer of employment is made.
Generally the Subpostmaster should:-
(@) obtain proof of the identity of the applicant, e.g, birth or marriage certificate,
unless the applicant is known;
(b) _ 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;
(c) 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;
(a) _ 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
9.
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.
VW
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.
13.
(a)
(b)
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.
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:
refrain from offering that person a post if not already employed;
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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POST OFFICE COUNTERS LTD
SECTION 16
DIVULGENCE OF OFFICIAL INFORMATION, CORRESPONDENCE & 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) 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
sately, 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 hin: 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 conuments do not
go beyond the accepted bounds of propriety and are not likely to cause
embarrassment or to miislead 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
dD;
(b) views and opinions expressed publicly must not bring the Post Office or its
employees or any other Subpostmaster into disrepute;
(©) aSubpostmaster 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/Conunittee/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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APPENDIX 1
SUMMARY OF EXTRACTS FROM ACTS OF PARLIAMENT
POST OFFICE ACT, 1953
(SECTION 57} as amended;
L IN ENGLAND, 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))
3. 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 misdemeanor, and be liable to
imprisonment for a term not exceeding two years or to a fine, or to both.
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APPENDIX 1
(SECTION 59)
4. Ifany 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 such a
postal packet:-
(a)
(b)
©
(a)
(e)
)
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
upon a vehicle so used and not licensed to carry passengers, or upon a horse
used for the conveyance on horseback thereof;
Is guilty of any act of drunkenness whilst so employed;
Is guilty of carelessness, negligence or other misconduct whereby the safety of
the mail bag or postal packet is endangered;
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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APPENDIX 2
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.
It is legal 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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APPENDIX 2
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
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. 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 access 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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APPENDIX 3
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.
T understand:
1, that the provisions of the Official Secrets Act 1989 may apply to me after my
appointment has ceased;
2. that infonmation 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
any 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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APPENDIX 3
Surname
(BLOCK LETTERS)
Forename(s)
(BLOCK LETTERS)
Date of Birth Date of Leaving
19
Regd No of Appt Papers Keep Until
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APPENDIX 3
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. 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.
END
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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. Ibis, 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.
3. 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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iv. sale of National Lottery tickets, or similar nationally available lottery products,
unless POCL is unable to secure this business because of legal restraints;
vy. commercial change giving service;
vi. 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;
vii. 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;
viii, provisions of private box and poste restante facilities;
ix. business which is connected with the acceptance or delivery of parcels;
x. collection/delivery or return of undeliverable packets and parcels;
xi. 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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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. Asub-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.
i.
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 assistants 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 his
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
NESP 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
decision 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 losses 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
11. 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. 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.
13. 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 offences. 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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Although they comprise the minority of all Investigation Division crime
investigations, there are many cases where the possibility (or even direct suspicion)
arises that persons employed on Post Office business may be involved. Officers of the
Investigation Division 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
comunitted 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.
At all 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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17.
18.
19.
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 signal; 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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SEARCHES
20.
21.
If a 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 Assistant 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 cases is
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
per annum units
(a) per annum
)
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 calis 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;
(©) 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 assistants 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 derks
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
@)
2)
3)
4)
24
2.2
a)
°)
4)
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.
Cashing other Bank’s Cheques: Fraud Losses
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.
END
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SECTION 23
REDEMPTION OF TELEPHONE, TELEVISION, MOTOR VEHICLE AND OTHER
SAVINGS STAMPS
A Subpostmaster must only accept savings stamps either in total or part payment for
the relevant transaction to which they refer.
It is TOTALLY UNACCEPTABLE for a Subpostmaster (or anybody acting on his
behalf) to:-
(i) exchange redeemed savings stamps for cash;
(i) affix savings stamps to savings cards and claim them as if they had been
redeemed by a customer in the normal course;
(ii) 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.
Redeemed savings stamps must be despatched immediately following completion of
the cash account on which the transaction to which they refer takes place. It is not
acceptable to remit redeemed savings stamps later than the scheduled despatch date
or to remit several weeks redemption together.
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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POST OFFICE COUNTERS LTD
SECTION 24 SUBPOSTMASTER CONTRACT
MAILWORK
GENERAL
1. This contract is between Post Office Counters Limited (POCL) and the Subpostmaster of
in respect of the
WwW provision of sorting facilities, and supervision of Postmen for both delivery and collection of
mails, known hereinafter as Mailwork.
12
The specifications given at APPENDICES 1-3 of this section explain more fully the
requirements on the Subpostmaster and Royal Mail in the provision of Mailwork.
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
2.2
23
24
25
26
2.7
Access to toilet facilities.
Facilities for washing, including a supply of hot water.
Hat and coat pegs.
Facilities for making tea.
Adequate lighting.
Adequate heating; and
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 Royal Mail.
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 Roya! 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 but also
on-going training.
5.2 Royal Mail will make available the conduct code applicable to their employees
working in the Mailwork office and will take appropriate action to ensure the
conduct code is followed in order to support the Subpostmaster.
5.3 Sufficient levels of operational and administrative support to allow the
Subpostmaster to fulfil his obligations under the terms of his contract.
54 The supply of soap and towels and toilet paper.
55 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 4.
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
(APPENDICES 14 FOLLOWS:
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APPENDIX 1
ACCOMMODATION SPECIFICATION
Current Health & Satety legislation requires that certain standards of accommodation are needed at
Mailwork Sub Post Otfices. The following schedule outlines these standards by reference to
workplace regulation issued by Health and Safety Executive under section 16 of the Health and
Safety at Work Act 1974.
The determination of whether these standards are achieved at particular offices will be made, if
appropriate via Royal Mail (RM) carrying out risk assessments on accommodation used for
Mailwork. RM will communicate the results of risk assessments via Post Office Counters Ltd (POCL)
to the subpostmaster. Any action required as a consequence of the risk assessment will be agreed
between RM, POCL and the subpostmaster and all parties will use reasonable endeavours to ensure
that any such agreement is not unreasonably withheld.
In general terms any action required in respect of general maintenance or what can reasonably be
expected under the following paragraph A will be funded by the sub postmaster. Any action that can
reasonably be attributed to a past change in RM,s requirements or past changes in legislation will be
funded by RM.
Paragraph A
‘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 access to a toilet, facilities for washing,
including a supply of hot water, facilities for making tea, adequate lighting, adequate heating and
ventilation, hat and coat pegs.
The following specification represents guidelines. Their applicability in differing circumstances will
depend on a range of factors such as number of staff, duty structures, composition of staff etc. The
intent is to ensure that at the minimum the legislative requirements are met.
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GENERAL
General Health,
Safety & Welfare
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ACCOMODATION SPECIFICATION
Take measures to ensure, so far as it is reasonably practicable,the Workplace Reg 4
health, safety and welfare of people who use their premises. These
responsibilities I measures should be intended to protect the health and safety of
everyone in the workplace, and to ensure that adequate welfare
facilities are provided for Royal Mail employees at work as detailed
below.
Display of Display suitably and prominently all relevant statutory Notices
statutory including the Health and Safety law notice and the Health and Safety
Notices. policy Abstract Notice.
WORK AREA
Space and room —_ Every room where persons work should have sufficient floor area, Workplace Reg 10
dimensions height and unoccupied space for purposes of health, safety and welfare.
Maintenance of
workplace and
The workplace and the equipment, devices and systems should be Workplace Reg 5
maintained.in an efficient state, in efficient working order and in good
equipment, repair. Where appropriate a suitable system of maintenance should be
devices and in place. Royal Mail will arrange for the maintenance of equipment
systems devices and systems provided by them. The subpostmaster will arrange
for premises maintenance in accordance with his/her contract.
Workstations Workstations should be suitable for the work and for persons working — Workplace Reg 11
and seating
there. Workstations should include, so far as reasonably practicable,
protection from adverse weather, arrangements for swift exit in an
emergency and arrangements to minimise risks of slipping or falling,
and seating suitable for the operation. Royal Mail will provide the
equipment necessary for its employees to undertake the tasks.
The subpostmaster will ensure that such equipment is used correctly
for the appropriate purposes.
CLEANLINESS
Cleanliness and
waste materials
The workplace and the future furnishings and fittings should be Workplace Reg 9
kept sufficiently clean. Surfaces of the floors, walls and ceilings
inside the building should be capable of being kept sufficiently clear.
Workplaces should be kept free of accumulation of waste material,
suitable waste receptacles should be provided.
WELFARE & SANITARY FACILITIES
Toilet facilities
RM staff should have ready access to toilet facilities. Provide Workplace Regs
suitable and sufficient water closets and urinal. Facilities should 20621
be appropriate for men and women. Facilities should be kept clean
and orderly and adequately ventilated and lit.
Supply towels or
dryers, toilet
paper, soap
Soap and hand cleanser should also be provided for RM staff at all Workplace Reg 20
times,as should toilet paper and towels or other hygenic means of
drying hands
Sanitary towel
disposal
Provide suitable means sof disposal of sanitary towels where toilets Workplace Reg 21
are used by women
Capenght 6
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Washing facilities
Provide suitable and suiticient washing facilities, including clear ~~
hot and cold running water, for Royal Mail Employees. Facilities
should be provided in the immediate vicinity of water closets and
urinals. Facilities should be appropriate for men and women. Facilities
should be kept clear, orderly and adequately ventilated and lit
Drinking water
supply
A supply of wholesome drinking water whould be provided and Workplace Reg 22
be readily accessible at all times, It should be clearly marked if
appropriate. Clean drinking cups or beakers should be available
unless the supply is from a drinking fountain.
Facilities for
making tea and
coffee
Facilities for making tea and coffee should be provided and should Workplace Reg 25
be subject to routine safety tests carried out by Royal Mail.
Eating facilities
Provided the mail preparation work area or kitchen is kept ina clean Workplace Reg 25
and hygienic condition, then this should adequately serve as a facility
to eat meals. There should be provision for ensuring food and
beverages are kept in a hygienic environment.
Drying (room)
facilities
Provide facilities for the employees’ clothing to hang in a clean, dry, Workplace Reg 23
warm, well ventilated place where it can dry out in the course of a
working day if necessary.
Individual hat
and coat pegs or
lockers
‘Accommodation for hanging and storage of employees’ clothing Workplace Reg 23
should be provided; at minimum a separate hook or peg for each
worker. (it is desirable that individuals are able to secure their
belongings, so where an employee makes such a request,
space permitting, Royal Mail will provide a 3ft locker)
Safe access
including
passageways
Provide arrangements for safe access including swift exit in an emergency.
Adequate lighting
Provide suitable and sufficient lighting. This should be by natural Workplace Reg 8
light so far as is reasonably practicable. Provide emergency lighting
where sudden loss of light would present a serious risk
Adequate
temperatures
Maintain workplace temperatures which provide reasonable comfort. _ Workplace Reg 7
Use safe heating systems. Provide a thermometer in the workplace.
Rest facilities
Provide suitable and efficient facilities for rest. Workplace Reg 25
Provide suitable protection from discomfort caused by tobacco smoke.
Provide suitable and sufficient facilities to eat meals where they are
eaten regularly in the workplace.
FIRE & SECURITY ARRANGEMENTS
Fire precautions
Provide fire precautions as required by the relevant fire precautions and
regulations. Maintain fire escape minimum standards as defined by Royal Mail.
Fire fighting
equipment,
alarm system,
evacuation drills
Maintain as a minimum, one water fire extinguisher.
These extinguishers must be checked annually and
arrangements should be made to ensure this happens
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APPENDIX 2
SUB-POSTMASTER SPECIFICATION
The following specification sets out the key outputs that Sub-postmasters must deliver in respect of
the undertaking of mailwork in sub post offices. It should be read in conjunction with the Royal Mail
Specification.
The phraseology uses the term “output”. This represents the achievement of an outcome for which
the Sub-postmaster is responsible. It does not necessarily mean that the Sub-postmaster has to
personally perform the task to deliver the output. For example, “RM employees briefed in
accordance with employee communication programme: does not necessarily mean that the Sub-
postmaster has to lead formal team briefing sessions. [t will mean that the Sub-postmaster will be
responsible for distributing written briefing, facilitating team briefings lead by the RM line manager,
passing on urgent messages for, the line manager to RM employees.
There are a number of outputs, particularly in the Customer and Supervision areas, which cannot be
tightly defined and where an element of discretion is needed in determining the level of Sub-
postmasters involvement. In these cases a test of reasonableness applies. In general terms, Sub-
postmasters are expected to deal with issues that can easily be resolved on the spot. But there is no
requirement for them to leave the mailwork premises to do so. In all cases where Sub-postmasters are
unable to resolve issues or believe that resolution requires additional capability, such difficulties must
be referred to the RM Line Manager.
The detailed local arrangements as to how each output will be achieved at each office will be set out
in the Local Specification which will be agreed between Royal Mail, POCL and the Subpostmaster.
1 SUPERVISION
-RM employees adequately supervised at all times when on mailwork premises.
(NOTE: RM employees will be deemed to be adequately supervised if all the outputs in this
specification are achieved).
-Contact point provided for RM employees based at the mailwork office at all other times when they
are on duty.
-RM employees attendance checked (ie start and where appropriate finish times) and all unforeseen
absence reported to RM line manager.
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-Staffing failures covered at minimum cost in accordance with contingency plan difficulties referred
to RM line manager.
-Indoor operational problems resolved where possible: difficulties referred to RM line manager
-Pressure overtime authorised and controlled in accordance with guidance from RM line manager.
-Overtime, Scheduled Attendance’s, allowances and Door to Door records certified.
-Reasonable actions taken to ensure RM employees comply with safety and security instructions.
2 CUSTOMER
-Information provided to RM Customer Care when requested (where Sub-postmaster can reasonably
be expected to have access to such information.)
-Customer complaints /enquiries dealt with where resolution is possible at local office level - any
difficulties referred to RM Customer Care or RM line manager.
-Local customer requirements met in accordance with processes set out in local specification.
-Local delivery problems with customers resolved (eg dangerous dogs) where resolution is possible
at local office level and in accordance with processes set out in local specification - any difficulties
referred to RM line manager.
- Positive approach to Customer First activity in the office (but no requirement for personal
attendance for Royal Mail Customer First Activity).
. Positive approach to Royal Mail’s image in the local community
OPERATIONAL TASKS
we
Mail received and acknowledged
Signature and value items securely held and processed in accordance with product
specification
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APPENDIX 2
Redirection instructions, special instructions, retention instructions issued to appropriate RM
employee
Door to Door managed in accordance with product specification and returns made
Response service items processed in accordance with product specification
Second pouch arrangements made in accordance with local specification
Keys securely held, issued and returned
Callers facilities provided (P739, Surcharges, PO Boxes)
Uniforms, stores, forms, equipment ordered and issued
Letter box faults reported to RM line manager
MANAGEMENT INFORMATION
Attendance record completed
Work Load Assessment forms, completed by Postmen forwarded in accordance with
operational instructions.
Letter Information Systems and parcel sampling returns completed and forwarded in
accordance with operational instructions
Official Motor Vehicle mileage and fuel returns made
Drivers hours information supplied
Information provided in response to ad hoc requests subject to levels of reasonableness
Basic staff hours records completed
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APPENDIX 2
PERSONNEL
Annual leave selection managed and authorised in accordance with local
specifications
RM conduct code followed by RM employees - any failures by RM employees to meet RM
standards referred to RM line manager
Opportunity for input to sick absence, Non - Culpable Inefficiency, conduct code, welfare
interviews for RM employees; recruitment of permanent and temporary RM employees; trial
reports and appraisals, sick reports and appraisals
RM employee grievances resolved where this is possible at local office level - any serious
grievances referred to RM line manager
RM employee questions answered if within the knowledge of the Sub-postmaster - any
difficulties referred to RM line manager or appropriate support function
Late attendance reports completed
RM employees recognised in accordance with RM policy on recognition
Accident reports completed
RM employees briefed in accordance with employee communication processes as set out in
local specification
RM employee training needs identified and where appropriate referred to RM line manager
RM employees coached and trained in accordance with processes set out in local specification
TRANSPORT
Royal Mail vehicles parked securely in accordance with locally agreed arrangements
Fleet maintained, fuelled, and cleaned in accordance with local Royal Mail procedures:
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Road Transport Act requirements met (Logbooks.Drivers hours; returns made)
Vehicle accident reports completed
Cycles and delivery aids kept securely and maintained in safe condition in accordance with
locally agreed arrangements
SAFETY
Hazard /safety checks carried out on mailwork premises
Health and Safety notices displayed
Adequate fire precautions - RM employees aware of precautions
Locally agreed disaster plan followed
First aid facilities available for use and maintained
SECURITY
Security of mail and equipment maintained in accordance with locally agreed
arrangements
Security procedures followed as per locally agreed arrangements
Security checks carried out as per locally agreed arrangements
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APPENDIX 3
ROYAL MAIL SPECIFICATION
The following specification represents the key outputs that Royal Mail must deliver to enable the
Subpostmaster to meet the Subpostmaster Specification. It should be read in conjunction with the
Subpostmaster Specification.
The phraseology uses the term “output”. This represents the achievement of an outcome for which
Royal Mail is responsible. Where further definition is required (eg type of sorting fitting, level and
detail of guidance and training) Royal Mail will determine what is necessary to achieve the Delivery
Specification and agree the details in the Local Specifications.
1 SUPERVISION
- Information on RM employees, attendance times and duties provided
- Contingency plan for office provided
- Guidance provided to Subpostmaster and RM employees on completion of Overtime,
Scheduled Attendance, Allowances and Door to Door records.
Local specification (agreed with Subpostmaster and POCL)
Royal Mail contact point provided to which operational difficulties can be referred
2 CUSTOMER
- . RM Customer Care contact point provided
- Guidance on meeting changes to customer requirements (unit specification)
Information on RM Customer First provided
Information on RM Mission and Values provided
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OPERATIONAL TASKS
Details of scheduled mail arrivals/tick list provided
Telephoned advice of late arrivals, or other operational changes
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Guidelines and training for Subpostmaster and RM employees provided for all RM products
Second pouch arrangements specified
Key security system specified
Instructions provided for the ordering of uniforms, store, forms, equipment
MANAGEMENT INFORMATION
Guidance provided on how Postmen complete Work Load Assessment forms
Guidance provided on completion of Letter Information Systems/parcel sampling returns
Guidance provided on completion of Official Motor Vehicle mileage and fuel returns
Guidance provided on Drivers hours information
Guidance provided on quality checks to be made
“RM contact point provided for all pieces of management information
PERSONNEL
Resourcing plan provided (annual leave)
Royal Mail conduct code made available and appropriate action taken by Royal Mail to
ensure conduct code is followed
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APPENDIX 3
Opportunity given to Subpostmaster to input relevant information regarding RM employees
in cases of Non - Culpable Inefficiency, welfare, sick absence, trial reports, retention,
appraisals
Opportunity given to Subpostmasters to attend selection interviews for RM employees at the
mailwork office
Opportunity given to Subpostmasters to attend at long service awards/retirement functions
RM contact points provided for all relevant Personnel issues relating to RM employees
Guidance provided-on completion of accident reports
RM recognition policy communicated
Guidance provided on training for RM employees (training plans)
Communications plan for RM employees in mailwork office provided
TRANSPORT
Agreed arrangements specified for secure parking of vehicles
Arrangements for maintainence, fuelling and cleaning of fleet specified
Guidance provided on Road Transport Act requirements
Guidance provided on completion of Vehicle Accident reports
Arrangements for secure keeping and maintainance of cycles and delivery aids specified
SAFETY
Safety instructions provided
Disaster plan specified
First aid training provided to postmen in line with legal Health and Safety requirements
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SECURITY
Security instructions provided
Security measures specified
FACILITIES
Sorting fittings, stores cupboards/cabinets, soap /towels, toilet paper, fire fighting,
equipment, first aid equipment provided
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APPENDIX 4
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 arnount
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 reguiar 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 shouid 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 cases 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. a minimum 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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MAILWORK INDEX
A
ACCOMODATION
MAILWORK 98
ALLOWANCES
MAILWORK WITHDRAWAL. 113
ANNUAL REVISION 113
ATTENDANCE
AT SUB-OFFICE 99
Cc
CONTRACT
MAILWORK 98
POST OFFICE OBLIGATIONS 100
TERMINATION 113
COUNTER NEWS 100
M
MAILWORK 98,99, 113
N
NATIONAL FEDERATION OF SUB-POSTMASTERS
CONDITIONS OF SERVICE 400
MAILWORK AGREEMENTS 99
MAILWORK CHANGES 100
MAILWORK REMUNERATION 100
oO
PARCELFORCE 113
POSTAL INSTRUCTIONS 100
R
REMUNERATION 100
ROYAL MAIL 113
ROYAL MAIL DISTRICT OFFICE 99
T
TRAINING 100
114
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INDEX
A Cc
ABNORMAL CHANGE IN BUSINESS 9 CALL UNIT ALLOWANCE 91
‘ABSENCE FOR JURY SERVICE 15 ‘CANVASS 10, 80
ABSENCE ON HOLIDAY 15 CARELESSNESS 49
ABSENCE ON TERRITORIAL TRAINING 15 CASH ANDSTOCK 48
ACCOMMODATION CERTIFICATE OF AGE CONTRIBUTION 36
ALTERATIONS 70 54 (CHANGES IN NATIONAL INSURANCESTATUS 38
MATLWORK 98
PROVISION OF 1.53 CHRISTMAS AND NEW YEAR 19,59
RESIDENTIAL 55 ‘CLAIMS FOR REIMBURSEMENT 17
ADVERTISEMENTS 56 CLASSES OF WORK 2
ADVERTISING OF HOLIDAYS 59 COMMUNITY CHARGE. 3
ALLOWANCE DOCKETS 48 COMPENSATION 2
ALLOWANCES CONTRACT 1
ALTERATION OF ACCOMMODATION 54 APPOINTMENT 2
‘CASH ALLOWANCES, 6 ‘CHANGES AND AMENDMENTS 4
HOLIDAY SUBSTITUTION ALLOWANCE 16, 17 DETERMINATION 2
FORCES RESERVE 20 MAILWORK 98
JURY SERVICE SUBSTITUTION 22 POST OFFICE OBLIGATIONS 100
MAILWORK WITHDRAWAL 105 ‘TERMINATION 105
SICK ABSENCE SUBSTITUTION ALLOWANCE 23, NON-COMPLIANCE WITH RULES 81
24,25 NON-OBSERVANCE OF RULES 81
STATUTORY SICK PAY 26 PENALTIES 95
‘TELEPHONE CALL UNIT ALLOWANCE 91 PERSONAL SERVICE AT COUNTER 15
MAILWORK 92 PRIVATE BUSINESS ACTIVITIES 77
MULTIPLIERS 92 ‘SHORT CONTRACT WORKERS 29
VaT93 STATUS1
ANNUAL LEAVE2 STATUTORY SICK PAY 27
‘TERMINATION
ANNUAL REVISION 6, 7, 105 APPEALS AGAINST 82
ANNUITIES 3 AS A RESULT OF DISHONESTY 83
NNULMENT. AS A RESULT OF FALSIFICATION 97
“ %8 FORFEITED REMUNERATION 84
APPEALS 82 GUARANTEED MINIMUM PENSION 39
APPEALS AUTHORITY 82 MISUSE OF POCI. CASH 47
AREA DELIVERY MANAGER 102 CONTRACTING OUT OF SERPS 35
ARMY 20 CONTROLLING CROWN OFFICE 92
ARREARS OF REMUNERATION 8, 37 CONVICTION 83
ARREST 83 (CORRESPONDENCE WITH THE PUBLIC 67
ASSISTANTS 61 COUNTER NEWS 4, 6, 16, 23, 101
eoNDMO MS OFSERVICES: COUNTS OF ITEMS FOR REVISION 10
DSHONESTY 6s ‘CRIMINAL CONDUCT 84
DUTIES 3 ‘CRIMINAL INTENT 85
LEGAL OBLIGATIONS 61 CUSTOMER CHARTER 94
LOSSES 49
OFFICIAL SECRETS ACT 65 CUSTOMER FIRST 94
PERSONAL DECLARATION 68, 65, 66
POLITICAL ACTIVITIES 79
PROVISION OF 1 D
RECRUITMENT 62
REGISTRATION 63 DATESTAMPS 48
SECURITY 48 DEATH OF SUBPOSTMASTERS 37
ORO EADLE PERSONS 64 DEPARTMENT OF SOCIAL SECURITY 32
ATTENDANCE DESPATCH OF ACCOUNTS 19
AT SUB-OFFICE 9 DISHONESTY $5
FORCES RESERVE 20 DIVORCE 38
HOURS OF 1 EMPLOYMENT.
INVESTIGATION DIVISION INTERVIEWS 87 DUAL EMPLO’ 2
JURY SERVICE 22 DUTIES3
MAILWORK 14
SUBPOSTMASTERS OBLIGATION 1
TRAINING 4 E
PAYMENT %
UNIT CREDITS 8 ERROR 49
EVIDENCE OF SICKNESS 31
EXTENDED HOURS 59
B
BANK HOLIDAYS 59
BETTING 78
BI-LINGUALSIGN 53
BORROWING AND LENDING MONEY 80
BRITISH TELECOM 92
BURGLARY 49
ms
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FILLING AND CLEARING OF STAMP-SELLING MACHINES 3
FINANCIAL PENALTIES 95
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 RD950 37
FORM SSP1 31,32
FRAUD 50
FRIENDS AT INVESTIGATION INTERVIEWS 86
&
GAMBLING 78
GIROBANK 3
GOVERNMENT STOCK 3
EL
HEALTH AND SAFETY AT WORKACT 1974 56
HOLIDAY SUBSTITUTION SCHEME 37
HOURS OF OPENING 58
HOUSING BENEFIT 26
ILLEGAL BUSINESS 57
ILLNESS 23
IMMORALITY 83
INCOME TAX 26,34
INDUCEMENT TO ACT CONTRARY TO RULES 84
INVALIDITY BENEFIT 29
INVESTIGATION DIVISION 83,85,86,88
i
JURY SERVICE 22
LEAFLET NI217 34
LEAFLET NI92 39
LEAFLET NP15 35
LEGAL CUSTODY 27,30
LEGAL PROCEEDINGS 68
LETTER BOX 53
LOCAL HOLIDAYS 59
LOCAL TAXATION LICENCES 3
LOSSES 49,50
LOTTERIES 78
M
MAILS 3
MAILWORK 2,3,56,92,98-114
MARRIAGE 38
MEDICAL CERTIFICATE 24
MIMIMUM PAYMENT 5
MINIMUM PAYMENT SUB-OFFICES 9
NATIONAL FEDERATION OF SUB-POSTMASTERS 81
ASSISTANCE WITH APPEALS 82
CONDITIONS OF SERVICE 4,101
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
Qa
OCCUPATIONAL PENSIONS BOARD 35
OFFICES, SHOPS AND RAILWAYS ACT 1963 56
OFFICIAL INFORMATION 65
OFFICIAL SECRETS ACT 65
OPERATIONAL RULES 3
OUTDOOR POSTAL WORK 64
OVERPAYMENTS 18
OVERSEAS PARCELS 3
bia
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 BONDS 3
PREPERATION OF CASH ACCOUNTS 19
PRIVATE BUSINESS 56
PROSECUTION 47
PUBLIC RELATIONS DEPARTMENT 66
PUBLICATION OF OFFICIAL INFORMATION 67
PUBLICITY 54
116
POL00082751
POL00082751
INDEX
fe] T
‘QUALITY OF SERVICE 103 TELEPHONE ACCOUNTS3
QUALITY STANDARDS 94 ‘TELEPHONE FACILITIES 90
‘TELEVISION LICENCES 3
R ‘TEMPORARY CLOSURE 8
TENANCYS3
RE-MARRIAGE 38 TREFT 49, 85
REDEEMED SAVINGS STAMPS 97 TRADE DISPUTE 30
REDUCED RATE NI CONTRIBUTIONS 36 “TRAINING 100
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, 16, 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 23
ROYAL MAIL 105
ROYAL MAIL DBTRICT OFFICE 99, 102
ROYAL MAIL STAFF 102
ROYAL NAVY 21
S
SAFETY 55, 104
SALE OF POSTAGESTAMPS 3
SAVING CERTIFICATES 3
SAVINGS BANK 3.
SAVINGS STAMPS3
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 23
SICK LEAVE2
‘SICKNESS BENEFIT 24, 26, 29
SOCIAL SECURITY 26
SOCIAL 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 i, 24, 30
SUBSTITUTION 15,94
SURPLUSES 49
SUSPENSION 38, 83
SUSPENSION OF BUSINESS &
7
‘TREATMENT OF POSTAL PACKETS, 3
U
UNEMPLOYMENT BENERIT 29
UNIT SCALES
USE OF POST OFFICE NAME 79
Vv
VACANCY NOTICE2
VOUCHERS FOR PAYMENTS 48
Ww.
WAITING TIMES 94
WIDOW’S BENEFIT 36
WIDOWHOOD 38
WITHDRAWAL OF SERVICES 2