POL00088630
POL00088630
POST OFFICE INTERNAL
Activity I Closure Workaid Planned/
i Unplanned
1 Planning Funded - Contact Agents.accounting.team Planned/
i _i to ascertain if any outstanding debt is to be re Unplanned
branch.
Lor PQ. Local self-funded - Contact Neil Page or Dave Lancashire: GR )
GRO ifor outstanding debt figures
The cash will be returned to the postmaster using the Horizon System utilising the cash
Out Icon.
ALL -
Confirm. that the ACC has been disabled by contacting the Network Support Admin Team
least 5 days before date of closure. Planned/
Unplanned
Ensure spare Closure Pack is carried to branch Closure.
Contact Supply Chain to ensure they have been advised of the closure.
(This is a double check as in the past we have been experiencing problems through
2 Planning Contact the outgoing postmaster at least 5 working days prior to closure. Planned
Confirm receipt of archiving boxes from Box-It.
Please remind Postmaster not to prepare any remittances after the last collection prior to
closure as all Cash & Stock has to be verified at the closure.
Discuss the Pre Closure Activities list to ensure the branch is preparing for closure.
Ensure the branch has some one-trip rem pouches particularly coin pouches for each
denomination.
If there are any unresolved items e.g. Cash In Pouches or Remittance discrepancies
(cash) please contact the appropriate team at FSC to confirm they are proper to be held
Version 7.3 Feb 2019
Network Operations
POST OFFICE INTERNAL
POST OFFICE INTERNAL
POL00088630
POL00088630
& if so to arrange a Transactional Correction to be sent to the branch prior to closure.
Please note that closure processes for Core and Outreach branches have additional
activities.
Ensure the branch has some one-trip rem pouches, particularly coin pouches for each
denomination.
Ask if the branch transacts Biometric Residence. Permits... it-does.cantact should be
made with Stevie West ei Yy phone on G por by email
stevie.c.west¢ iwho will advise where these items should be sent.
On no account should they be sent to Bristol.
Ensure the outgoing postmaster understands that they are responsible for all obsolete
documents, reports, forms, etc. being destroyed as confidential waste. Any non-
conformance to this process can lead to financial penalties to Post Office Ltd and these
costs could be passed on.
3 Planning
RMSD
Agree audit attendance time with the outgoing postmaster considering:
1. If cash and stock is to be returned using Shared Service confirm the mail
collection time so audit attendance can be aligned.
2. Confirm the value of cash held by the branch. If it is over the £10K limit for
Shared Service or the amount of coin on hand exceeds 4 full or part bags, asks the
postmaster to return excess cash over the limit for RMSD/Shared Service.
3. Ask the outgoing postmaster to confirm with the Postman that a collection is
planned from the branch on the day of our visit or following day depending on our
attendance time.
4. Please refer to instructions on how to return by Shared Service
5. Confirm preparations have been made for any mail or parcels left in the office to
be returned to the appropriate depot.
Planned
Version 7.3 Feb 2019
Network Operations
POST OFFICE INTERNAL
POST OFFICE INTERNAL
POL00088630
POL00088630
6. For PO Local self-funded.
If BDC and stock is to be returned using Shared Service confirm the collection
time so audit attendance can be aligned. Please refer to appendix I for instructions
on how to return by Shared Service.
4 Planning
Prepare ART (Audit Reporting Tool) - planned closures before audit - unplanned on
audit.
Planned and unplanned
5 On site Confirm what activities have taken place in preparation for closure. Planned
Ensure all documents, files, reports, etc. that are not being stored are to be destroyed in
the correct manner by the outgoing postmaster.
Again, point out the consequences of inappropriate behaviour regarding this.
6 Logging On To I Ask the Postmaster/ OIC to add you to Horizon On Line with Manager access (Make sure I Planned/
Horizon Online I you have your SmartID available). Unplanned
If dealing with an unplanned closure you may need to use your Global User Account and
password.
If there is a problem in arranging for you to be logged on to HOL, use your Global User
Account sign on to Horizon - unplanned closures only.
7 Rem Contact Network Support Admin Team oni GRO ‘to confirm the inward and Planned
Verification outward rems and Outstanding Debt. ss
8 Asset Ensure that cash and stock is recorded correctly on Horizon Online. Planned/
Verification Unplanned
Cash and stock to be checked against the Office Snapshot/Trial Balance. Discrepancies to
be resolved prior to remitting out all cash and stock by selling or reversing.
If the branch has an ATM this must be taken out of service and the cash withdrawn.
Readings from reports 1, 3 and 6 must be produced and dispensed figure processed
via Horizon Online, if before 16:30 this figure will be the current withdrawal
figure, if after 16:30 then the 16:30-16:30 AND the current withdrawal figure
should be processed via Horizon Online. The cash on hand should be verified and
this amount declared as on hand in the ATM stock unit. Once a balance is achieved, the
cash should be transferred to the final stock unit and then remitted to the cash centre.
If the ATM stock unit fails to balance then any shortfall should be made good by the
Version 7.3 Feb 2019 Network Operations
POST OFFICE INTERNAL
POL00088630
POL00088630
POST OFFICE INTERNAL
Postmaster or settled centrally to FSC. Any surplus should be declared using the surplus
cash icon and the amount remitted to FSC.
9 Suspense Ensure all Suspense Accounts (local and Emergency) are cleared - any items which Planned/
Accounts cannot be removed (i.e. locked in) must be recorded on the ART with a description of the I Unplanned
entry.
10 Postage labels I Print postage labels for final Archiving Boxes (If not already printed by the Postmaster) Planned
& Official Use Parcelforce Express48 as a consignment transaction and claim amount as official
Postage postage.
11 Royal Mail & Any mail items awaiting collection by customers need to be returned to the appropriate Planned/
Parcelforce depot. Unplanned
items For PFWW Convenient Delivery items use the Parcelforce contact list.
For Royal Mail Local Collect items and Amazon collection items contact NBSC and ask for
the contact number of the appropriate Royal Mail Delivery Office.
If you have any issues with Royal Mail collecting the items contact the Branch Support
Services Team via email following the closure.
Ensure to follow the Horizon Online process for returning these items.
Ensure that the Closure Notice is completed and displayed in a prominent position for
customers to see.
12 Paystation, Upon closure of a branch to the public, the Paystation or Lottery Terminal must be Unplanned
Self Service removed from service at the same time that the branch closes irrespective of whether or
Kiosk (SSK) not the retail side remains open.
& National
Lottery At time of closure, you must check the Horizon TA records to assess the last TA’s
received in branch for the Paystation and/or Lottery.
Paystation For the Paystation, you will need to ensure that there are no outstanding barcode
summaries by undertaking the following process:
Report for Outstanding and Processed TA’s is available via Office Daily Reports. Planned
To ensure that you account for any transactions taken after the final TA, print off from
4
Version 7.3 Feb 2019
Network Operations
POST OFFICE INTERNAL
POST OFFICE INTERNAL
POL00088630
POL00088630
the Paystation terminal a manual BCS - press menu several times until you see Manual
BCS - enter - Print - check if the batch ID number is the one after the latest Batch ID
number on the Transaction Acknowledgment report taken from Horizon.
If a TA has not been received for this ID number then this will indicate the amount of
money to be secured from the postmaster for which a TA will be received the following
morning.
Print an unseen Batch Control Summary report using the following path:
ADMIN, Enter, Reports Menu, Enter, unseen batch Control summary report enters YES.
The terminal will produce a report detailing all outstanding batch control summaries.
These must be reprinted using the following path:
ADMIN, Enter, Print BCS, enter. At this point, enter the batch ID number from the
unseen BCS report. The BCS will then print out and this must be kept for association
with TA that will appear the following day.
Check the Receipt Number of the Batch Control Summaries (BCS) follows the last
number recorded on the Outstanding & Processed TA report
e This will tell you how much cash to secure from the retail side of the branch and
place this in the PO account. ( Any cash discrepancy will be accounted as a final
account surplus as per normal practise against the outgoing Postmaster)
Settle this amount to Late Account as a surplus.
DO NOT enter this amount into the emergency suspense account, it must be shown as
part of the figure settled to Late Account and shown on the ART with as much detail as
possible.
Ensure you e-mail the closure report on ART on the day of the transfer this will enable
the relevant departments to associate the TA with the amount required.
For business as usual closures, follow the process detailed above for unplanned closures.
The Paystation terminal can then be disconnected from the power supply and telephone
line the terminal is packed up ready for collection and that the Postmaster is aware of
the collection.
On a planned closure it should have been organised for INGENICO to carry this out. The
Unplanned
Version 7.3 Feb 2019
Network Operations
POST OFFICE INTERNAL
POST OFFICE INTERNAL
POL00088630
POL00088630
Self Service
Kiosk &
National
Lottery
Postmaster should have received a phone call from INGENICO confirming the collection
nfirm this the Auditor must contact PROPERTY
© arrange collection of terminal. DPD will come to
is parceled up ready for collection. The Postmaster
should be instructed to contact the NBSC if the terminal is not collected on the due date.
At unplanned closures where the branch is to be defunded the terminal must be packed
up and returned by Royal Mail Special Delivery to:
Ingenico UK, Lock 13, Ridge Way Donibristle Ind Pk, Dalgety Bay, Fife, KY11 9JU.
__j within 24 hours, with branch details and the
Special Delivery number. Keep the RMSD receipt with branch paperwork.
If the branch is to be re-opened then disconnect the terminal and place in the safe. If it
is impractical to have the Paystation in the safe then look to see if it can be locked away
securely elsewhere such as a coin cabinet and establish that you have all the keys. If
this is not feasible then a secure site such as a local Crown Branch or CTO.
If required contact your Line Manager.
If you locate other red or old grey Paystation on-site, return to Ingenico at the above
address, informing POLServiceManagement¢
If the Paystation is not on site email POLServiceManagemen' :
Where a branch has Self Service Kiosk or National Lottery the process is similar to that
above for Paystation
e The auditor will need to identify how much cash to secure from the retail side of
the branch and place this in the PO account. (Any cash discrepancy will form part
of the final account deficit as per normal practice against the outgoing Postmaster)
e Auditor to e- mail ART closure report on that day, and e-mail
apclient.enquiries.chesterfieldé ith the re-opening date for the
branch where appropriate.
Version 7.3 Feb 2019 Network Operations
POST OFFICE INTERNAL
POL00088630
POL00088630
POST OFFICE INTERNAL
13 Transaction Bring any outstanding Transactional Corrections to account and discuss how the Planned/
Corrections postmaster will make good any losses. Unplanned
and Debt
recovery Credit/Debit card payments can be accepted by calling Debt Recovery team on
Debit/credit card payments can only be offered if before 5pm Monday to Friday.
Any amounts made good by this method should be transferred to FSC either by using
your Global User and settling the amount as a final account deficit.
. . . I Planned/
14 Rems to BdC BDC currency should be returned using horizon print out and in purple pouch marked Unplanned
Currency. Please refer to appendix I for instructions on how to return by Shared Service.
Rem out all the notes on hand and seal in grey pouches enclosing the Horizon print out Planned/
15 Cash Rems ensuring that you keep to the pouch limits of £26,000 and scan prior to sealing. Unplanned
(If ACC is disabled and the grey pouch bar-code cannot be used affix a coin bar code
label P6097 to the grey pouch and use this).
Coin bags should be remitted out and bar code label P6097 affixed to the back of the coin
return advice.
For PO Local Self-Funded Branches, the cash is to be returned to the Postmaster and
reported on Horizon Online utilising the LOAN FROM PO Icon.
If there is a discrepancy that the Postmaster does not rectify, contact the Contracts
Advisor for guidance. A decision will be made to whether cash on hand is to be: (1) used
to make good the shortage,
(2) remmed out and kept securely pending a decision or
(3) handed back to the postmaster.
Please refer to instructions on how to return by Shared Service
CORE & OUTEACH —
TAA at the partner site would:
Unplanned Closures at
Core and Outreach
branches
Version 7.3 Feb 2019 Network Operations
POST OFFICE INTERNAL
POST OFFICE INTERNAL
POL00088630
POL00088630
1. Transfer cash and stock to the CORE branch via Horizon using Core and Outreach
internal transfer pouch numbers (separate pouch numbers for cash, stock and
foreign currency). The cash, stock, foreign currency would then be placed in
normal pouches for despatch.
2. Inform TAA at the Core branch what the pouch numbers are (branch to branch)
and the cash and stock pouch numbers, the items are actually placed in, for CViT
collection.
The lead would:
1. Accept the transfer to the Core and input the barcode manually. (branch to
branch)
2. Rem in the stock items as transfer from Outreach. (Cash and foreign currency
should have gone into the Core automatically).
3. Rem out to ADC cash, stock and foreign currency and manually input the pouch
numbers given for the Outreach branch CVIT collection.
Prepare the partners pouch collection manually in order to hand over assets when the
CViT arrives at both the Core and Partner site if necessary. CViT may need to be advised
to make a small detour from the Core to the Partner branch to complete collection.
16
Stock Rems to
ADC
Rem out all stock on hand and seal in GPROO2 Clear Stock pouches, enclosing the
Horizon Online receipt. For temporary closures and relocations please see vaulting
instructions.
Planned/
Unplanned
17
Postal Orders
Rem out all sealed packs of 250 x Postal Orders.
All open packs of Postal Orders must be destroyed. Adjust stock accordingly.
Complete the Destruction Certificate and store with other documents being despatched
to Box-it UK Ltd.
Version 7.3 Feb 2019
Network Operations
POST OFFICE INTERNAL
POL00088630
POL00088630
POST OFFICE INTERNAL
18 I POCA I All POCA cards at the branch have to be destroyed. Planned/
Prior to destruction - Complete the Card Destruction Log P6187 and store with other Unplanned
documents being despatched to Box-it UK Ltd.
Enter onto Horizon - Front Office, F3 Banking, 66 Card Management, 26 Report
Withdrawn card, Swipe card, Apply reason, Apply reason other: PO closure.
19 National Planned Closures Planned/
Lottery TAA to ensure that the Lottery Terminal is not being used. Unplanned
Instants
If there are any issues, contact this branches Area Network Change Manager
(ANCM) who will need to contact the BAU NOST team. Remind them of the date that the
branch is closed from and the time that no further transactions are to take place under
the current retailer number.
If lottery is being retained then a new retailer number will be issued.
In all cases email nadya.adamsi ith the details of the office and the
type of closure. .
Unplanned
Closures Unplanned Closures ONLY (following a suspension)
ONLY TAA will be speaking to this branches Contract Advisor for instructions regarding the
(following a precautionary suspension; during these calls, the TAA must inform the Contract Advisor
suspension)
that the branch has National Lottery and remind the Contract Advisor to “supress the
Lottery terminal” because the branch is closed until further notice.
In all cases email_nadya.adamski@ ith the details of the office and the
type of closure.
Check all Scratchcards against the Lottery Matrix to verify the Scratchcards that are
current (KC - Audits - Chapter 02 Working Papers).
All out of date Scratchcards are the responsibility of the Postmaster.
Verify Unactivated Scratchcards to print out from lottery terminal. Unactivated packs to
be returned to Camelot by Special Delivery and postage claimed as Official Postage. The
address is at the bottom of this page in “What goes where and how?”
A WH1 form should be completed (4 copies). This should have been sent to the branch
by Camelot. A copy of this is available on KC - Audits - Chapter 05 Closures -
Version 7.3 Feb 2019
Network Operations
POST OFFICE INTERNAL
POST OFFICE INTERNAL
POL00088630
POL00088630
National
Lottery
Destructions Certificates. (Suggest you print 4 copies before attending closure).
e 1-copy to go with the Scratchcard despatch in the Special Delivery envelope,
e 1 to go with other documents to Box-it,
e 1 to stay with the Postmaster,
e 1 to be retained by the Training & Audit Advisor
(Copy the Special Delivery number onto this copy)
All activated Instant Lottery tickets are to be remmed out and returned with the
activation slips in PVC20 Clear Stock Pouches.
If activation slips are not on hand contact the NBSC to confirm that all activated cards on
hand are within the final return date. NBSC will provide a ref. number to be returned
with the cards.
Any obsolete tickets are not to be returned and the shortage is to be made good by the
agent.
Unactivated Packs are to be verified by confirming they agree with the Unactivated Pack
Summary and Individual Pack Status reports obtained from the Camelot Terminal.
Cheque Books I The Pack numbers are then to be recorded on the National Lottery Return Ticket Form,
(WH1), and returned by special delivery to:
Kim Kelly, Returns Department, Camelot PLC, The Kestrel Centre Unit, 44 Salthouse
Road, Brackmills Trading Estate, Northampton.NN4 7EX.
Please refer to instructions on how to return by Shared Service.
Please email nadya.adamski¢” jwith
the Branch Name & Code, Ga Number, Date Returned, and Retailer
Number along with the Special Delivery tracking number. Pro-forma for this is in forms
and guides.
Winning tickets and scratchcards and the validation tickets are to be archived and
despatched to Box-it.
The Lead TAA carrying out the closure must destroy all NL Cheques by the approved
methods
1. Shredding using a cross-cut shredder (with a grill size not more than 6mm).
2. Incineration (not dumping on a bonfire).
Version 7.3 Feb 2019
Network Operations
POST OFFICE INTERNAL
10
POST OFFICE INTERNAL
POL00088630
POL00088630
3. Pulping.
4. Secure collection service (ensuring that you check and confirm the identity of the
collection officer and obtain a signed receipt for the number of bags/boxes
collected.)
If there is a surplus of Lottery cheques on hand i.e. there are physically more on hand
than is shown on Horizon remit in the difference to ensure the two agree, then on HOL
scan the cheques barcode and select to Spoil Cheque.
If there is a shortage i.e. there are fewer Lottery cheques than shown on Horizon it is not
possible to reduce the HOL figure in branch so only scan the number of cheques
necessary to reduce the HOL figure to zero, then destroy all cheques as above.
Email Michael D Johnson and provide the branch name, branch code and the discrepancy
figure.
Complete 2 copies of
michael.d.johnsong
paperwork that is sent to Box-it.
Certificate - One copy to be emailed to
- and the other copy to be archived with other
20 Biometric
Residence
Permits
Biometric Residence Permits should be sent by special delivery to the nominated branch
(see section 2 planning above).
DO NOT SEND these to Bristol
Planned/ Unplanned.
21 International
Driving
Permits
(IDP’s)
700 plus branches now issue these from February 2019. If you are at a branch that
issues them, you will need to remove them from the site at closure/ defund.
In the interim:
e drop the physical IDP’s at the next branch you attend which issues IDP’s
(preferably a Crown/ WHSmith (larger) branches)
« The IDP validations stamps are to be either stored with the branch Date-stamps
(currently set to NSAT for storage, if they are not being sent for destruction) or
dropped off with the physical IDP’s, if the date stamps are being sent for
destruction.
e Recycle any instruction booklets / laminates as you see fit.
Planned/
Unplanned
Version 7.3 Feb 2019 Network Operations
POST OFFICE INTERNAL
11
POL00088630
POL00088630
POST OFFICE INTERNAL
22 CIT same day I Prepare collection before the CViT officer arrives. On arrival of CViT, handover the Planned/
pouches obtaining a signature for them on the collection receipt. Retain one of the Unplanned
collection slips and file with the closure documentation. You can only complete a Final
Trading Statement once the CViT collection is complete when the ACC is still enabled.
Where the ACC card has been disabled HOL process is:
Prepare Collection 22. Dispatch 23.
Then office can be rolled over and Final Account prepared.
CIT next day Prepare collection and obtain 3 pouch collection slips. Keep the collection receipt with the I Planned/
pouches ready for despatch the following day. Unplanned
To remove the amounts from Suspense the process on HOL is:
Prepare Collection 22. Despatch 23.
Then roll stock unit over. When ACC is still enabled.
Where the ACC card has been disabled HOL process is:
Prepare Collection 22. Dispatch 23.
Then office can be rolled over and Final Account prepared.
For an unplanned closure where CViT cannot collect on the same day, we should deal
with the despatch according to what the conditions allow.
A practical approach is required.
Despatch needs to be agreed with the:
Contract Advisor,
Security (Grapevinei_
or POL Security Suppo:
and Cash Management
Nazeem Shafi
Version 7.3 Feb 2019
Network Operations
POST OFFICE INTERNAL
12
POL00088630
POL00088630
POST OFFICE INTERNAL
If you need further guidance contact your Training & Audit Manager.
23) Despatch of If CViT are not attending ON the same day and the Postmaster will be despatching the Planned/
Rem pouches I pouches, transfer the pouches to the outgoing Postmaster and complete the STATEMENT I Unplanned
CONFIRMING AGREEMENT OF DESPATCH TO CASH CENTRE OR RELOCATED OFFICE BY
OTHER THAN THE TRAINING & AUDIT ADVISOR ATTENDING THE CLOSURE (KC - Audits
- Chapter 05 Closures - Rems - Non-TAA Rem Despatch) Print 2 copies.
Bring the signed statement away with you and leave a self-addressed envelope on hand
so the Postmaster can send you the despatch note once complete.
Inform NSAT and Cash Management of the pouch numbers via email.
PLEASE NOTE FOR UNPLANNED CLOSURES WE SHOULD DEAL WITH THE DESPATCH
DIRECTLY OR AGREE DESPATCH WITH CONTRACTS & SERVICE TEAM.
24 Horizon Users I Remove all users from Horizon Online.
Version 7.3 Feb 2019
(Horizon Online will prevent you removing the final manager from the system so
make sure you have created yourself as a User with Manager access prior to removal of
all branch staff).
This should be completed even if the ACC has not been disabled, under no
circumstances should any branch staff be left on Horizon Online.
Network Operations
POST OFFICE INTERNAL
13
25
26
Version 7.3 Feb 2019
I Final Account
Audit
Reporting
Tool
(ART)
POST OFFICE INTERNAL
Proceed to complete the Trading Statement and prepare P242 final trading statement.
Ensure that the outgoing Postmaster signs the P242, as well as the TAA.
If there is an amount in suspense, note the reason for the suspense item.
Enclose in an envelope and post by Royal Mail Special Delivery to:
Debt Recovery Team,
Post Office Limited,
Noi Future Walk,
Chesterfield.
S49 1PF.
Any queries relating to Operator Self-Funded Offices should be directed to:
« Dave Lancashire Te! GRO
Any queries relating to Eme
e Cheryl Woodward Tel
Any queries relating to Robbery suspense/Emergency suspense should be directed to:
should be directed to:
If there is any debt that the Postmaster cannot settle at the time of closure notify the
Current Agents Debt Team of the value of the debt.
Contact details are Chesterfield;
Please note you will need your Global User ID to settle amounts to “Late Account”.
Complete the ART by recording any amounts which have not been cleared from the
Suspense Account or Emergency Suspense Account and show any money that was
settled to Late Account with a description and/or reason (i.e. £40 for Paystation TA).
Email closure report on day of closure (if not able then as soon as possible) and submit
the ART as per audit timescale.
ART to be named in the following format:
[branch code] [ddmmyy] [branch name] CLOSUREART
(e.g. 123456 101018 Any Town CLOSUREART)
Network Operations
POST OFFICE INTERNAL
POL00088630
POL00088630
Planned/
Unplanned
Planned/
Unplanned
Planned/
Unplanned
14
POST OFFICE INTERNAL
POL00088630
POL00088630
27
Advise Supply
Chain
Advise Supply Chain initially by phone and followed by email confirmation immediately it
is made aware a branch is closed as a result of audit or any other reason where the
closure will be for more than 24 hours. This will make sure the cash, bureau or stock are
not dispatched. Recovery of any items dispatched as a result of no or late notification of
closure will be the Networks responsibility. If it is found that Network was at fault. Any
loses incurred as a result, will be investigated and a decision made on individual case
merits.
Email: Cash Management Support Mail
Unplanned/Temporary
28
Safe
Keys/Codes
For temporary closure where no defund is to occur ensure all safe keys are handed
over or safe codes changed.
e If only 1 key produced make enquiries as to the whereabouts of the second and/ or
third keys.
e If the “Master Safe Code is not available for keyless safes, contact the Contract
Advisor & Security for instructions to follow.
If not satisfied with any response contact the Contracts Advisor for instructions.
If a Contract Advisor is not available contact your Training & Audit Manager.
It may be necessary to contact the Training & Audit Manager to raise a framework order
to Insafe from the OBC Budget.
If safe is keyless, you must change all the codes (delete codes if necessary).
Do not forget. te change.the alarm codes (if it is possible to), contact Grapevine for
assistance:
Temporary
Version 7.3 Feb 2019
Network Operations
POST OFFICE INTERNAL
15
29 Datestamps
POST OFFICE INTERNAL
A manual copy of the RECORD OF DATESTAMPS DESPATCHED FOR DESTRUCTION
(KC - Audits - Chapter 05 Closures - Rems - Non-TAA Rem Despatch) to be completed
and stored with other documents being despatched to Box-it UK Ltd.
Self-Inking Datestamps. Complete the appropriate form
(KC - Audits - Chapter 05 Closures - Rems - Non-TAA Rem Despatch).
Enclose this with the Self Inking Datestamp(s) and send by Special Delivery to
Andy Warmer,
COLOP UK, Clifton House,
32 Lower Essex Street, Birmingham
B5 6SN.
Send an electronic copy of the form to post.office.Itd.equipment.team¢
Hand Datestamps.
Complete the appropriate form.
(KC - Audits - Chapter 05 Closures - Datestamps - Hand Datestamp Destr.)
Enclose this with the Hand Datestamp Head(s) only, & send by Royal Mail Special
Delivery to
Andy Warmer, COLOP UK, Clifton House, 32 Lower Essex Street, Birmingham B5 6SN.
The handle, case and numbers and months type to be disposed of locally.
The parcel datestamp should be destroyed locally by removing the rubber and cut in 4.
If there is a possibility of the branch transferring/reopening:
Date stamps should be secured in the locked safe and arrangements made with the NSAT
(Bolton) for the storage of the keys.
Note: Only where the TAA has concerns regarding the security of the safe, or where no
safe exists, then the datestamp head or self-inking datestamp should be removed, with
any branch keys and alarms codes; arrangements to be made with the NSAT (Bolton).
Version 7.3 Feb 2019 Network Operations
POST OFFICE INTERNAL
POL00088630
POL00088630
I Planned
Unplanned/
Temporary/
Planned
16
POL00088630
POL00088630
POST OFFICE INTERNAL
30 Investigation Procedure to be followed on closures following suspensions. Unplanned
support Contact should be made with the investigators to confirm what/if any accounting
documents they require.
These should be taken off site if requested by the investigators.
81, MI notification I For closures where pouches are left with Postmaster contact Cash Management whilst ON I Planned/
SITE to confirm the following: Branch name, Branch code, Type of closure - Unplanned
Suspension/BAU, deficiency/surplus in final account, date of closure, Pouch numbers and
contents i.e. cash or stock and amount of cash enclosed in pouch, Cash Centre and Coin
Centre that deal, Permanent or Temporary closure, rem pouches despatched or not and
scheduled date of collection.
Copy TAM in to all emails.
32 Retention of File paperwork locally for 60 days. Planned/
documentation I If there were issues on closure or if there was a suspension please retain the paperwork Unplanned
in accordance with the Retention of paperwork policy.
What goes where and how?
Branch Closure pack to be completed:
Send to Send to Incoming Operator I Outgoing Retain
FSC - Chesterfield I BSST - Chesterfield Operator
P242 Final Cash P301 N/A P301 P242 Final
Account Cash Account
P344, The Pack Front Sheet RMSD Receipts
Branch Support Services Team (BSST), Post Office limited, No. 1 Future Walk, Chesterfield, S49 1PF
Old accounting records via Parcelforce 48 - Box-it UK Ltd,
Metal Datestamp via Special delivery - Andy Warmer, COLOP UK, Clifton House, 32 Lower Essex Street, Birmingham B5 6SN
Self-inking datestamp via Special delivery - Andy Warmer, COLOP UK, Clifton House, 32 Lower Essex Street, Birmingham B5 6SN
Un-activated Instants via Royal Mail Special Delivery -
FAO Kim Kelly, Returns Department, Camelot PLC, The Kestrel Centre Unit,
44 Salthouse Road, Brackmills Trading Estate, Northampton, NN4 7EX
Version 7.3 Feb 2019
Network Operations
POST OFFICE INTERNAL
17