POST OFFICE INTERNAL
POL00088728
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4 Fype-of
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POL00088728
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ble Aaoae ra thesansh a aed nthe ADaEP =e lade Cent Audits —Chapter-04 Transf Rese tae= I Bi au
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Tim Perkins
POST OFFICE INTERNAL
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Chapter 4a_Transfer Audit Workaid
V7.0
Outlining the preparation, on site and post audit processes associated with the transfer of
Post Office® branches.
Training and Onboarding team/ Audit team
November 2019
Head of Loss Prevention
Pamela Heap
Head of Retail Operations
Jayne Bradbury
Head of Postmaster Onboarding and Operational Support
Alison J Clark Branch Analysis and Control Manager
Paul O'Leary Lead Support Advisor
Gill Hoyland
Sheinaze Aboobaker/ Lies! Jackson
Regional Lead Support Managers
Finance Service Centre
Jason Mumby
Contracts Team
Responsib
Author Simon Talbot - Area Audit Manager 05/11/19
Assurance Victoria Gill — Audit Advisor 05/11/19
Authorised Alison Clark - Branch Analysis and Control Manager
Communication Jayne Bradbury - Head of Postmaster Onboarding and Operational Support
Version control
V7.0 Version control added and full review undertaken 05/11/19
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Activity
Transfer Workaid
Type of
transfer
Planning
Contact the outgoing Agent/Postmaster at least 5 working days prior to transfer.
Ensure the branch is preparing for transfer i.e. has returned any excess cash and stock.
If there are any unresolved Cash In Pouch or Remittance discrepancies (cash) please contact the appropriate team
below to confirm they are proper to be held & if so to arrange a Transactional Correction to be sent to the branch
Prior to closure.
Cash in pouches
Remittances discrepancies (cash) _Jill Southern
Stock Discrepancies Stock and Mails team
ire)
Planning
Planned
Agree audit attendance time with the aubiialina Aust Post oatne one eT
1. The number of stock units and level of cash and stock at the branch (make sure any outreach kits are at the
core site.
The resource allocated for the transfer
The incoming Agent/Postmaster_has a right to verify all cash and stock
Time of transfer
Inform the outgoing Agent/Postmaster that activation slips for National Lottery Instants on sale will be
required on the day of the transfer.
ue)
Contact the incoming Agent/Postmaster and agree an attendance time.
Please note that for Core and Outreach branches, the core branch will require an ART and Transfer Pack, as usual.
However, you only need one ART and Transfer Pack per outreach kit FAD code, not one for each location visited. A
single piece of kit could visit several locations during the week that have different FAD codes, but these are not
relevant for transfer purposes and you should only use the FAD associated with the outreach kit itself.
This also applies to the Horizon kit on a mobile van.
Planned
rS
On site
On arrival, introduce yourself and any colleagues and sign the visitors book.
Planned
In
Rem
Contact the Postmaster Onboarding Team’to confirm the inward and outward remittances for the current Branch
Planned/
Verification
Trading period.
Telephone numbes..
Unplanned
In
On site
Ask the outgoing ‘Agent/Postmaster to add you to Horizon with Manager access.
If dealing with a suspension or you need to post items to Late account you will need to use your Global User Account
Planned/
Unplanned
and password.
N
National
Verify all activated packs to activation slips and ensure via the TA print out that all for all packs on sale the TA has
Planned/
Lottery
been accepted. If the activation slips cannot be found telephone the Camelot Retailers Helpline who will detail the
Unplanned
date of activation. If any packs are activated for which the TA has not been received the cash value should be
entered into the emergency suspense account using the same process as per Paystation instructions above.
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JM1 This is the correct team, but do they have the information? Tried to call them and they said it’s a grey area — may depend who you call. They used to do
this but now not everyone has access — should it be Cash Control team instead?
Jo Milton, 18/11/2019 01:54 PM
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Remember lottery prizes should be processed as normal and the cash paid to the retail till. Scratchcard sales should
be processed via Horizon and the cash received from the retail till. The only amounts to be entered into the
emergency suspense account are for outstanding TAs, using the route outlined in the paystation section above.
Lottery cheques: If there is a surplus of Lottery cheques on hand i.e. there are physically more on hand than is
shown on Horizon remit in the difference to ensure the two agree. If there is a shortage i.e. there are fewer cheques
on hand than is shown on Horizon, contact Michael D Johnson via email or on
with branch name, branch code and actual number of cheques on hand. Michael will arrange for the figure to be
corrected on Horizon. It is not possible for you to reduce the number of Lottery cheques on hand on Horizon in
branch.
loo
Asset
Oversee the transfer as described in the Audit Process: Training section of the Knowledge Centre - Chapter 04
Planned/
Verification
Transfers.
Assist the incoming Agent/Postmaster to ensure that cash and stock is recorded correctly on Horizon. If it is not, re
declare cash and stock on hand; agree any discrepancies with the outgoing Agent/Postmaster.
Balance any SSKs in the branch (instructions available on the Training section of the Knowledge Centre -Self Service
Kiosks)
If the branch has an ATM then the current withdrawal figure should be processed via Horizon as dispensed. The cash
in the ATM should be physically examined and reconciled to the balance snap shot of the ATM stock unit.
When the 6:30 gure e ere D e oming ne ul nt withdrawa g ec
n n he in
entries made will total the 16:30 new figure).
ho
TC's
Unplanned
Bring any outstanding Transaction Corrections to account.
Planned/
Unplanned
Paystation
+ Ensure that the Paystation has been reconciled as part of the final account as follows
At time of transfer, you must check the Horizon TA records to assess the last TA’s received in branch.
Report for Outstanding & Processed TA’s is available via Office Daily Reports.
To ensure you account for any transactions taken after the final TA Print off from the paystation terminal an
unseen Batch Control Summary report using the following path:
ADMIN, Enter, Reports Menu, Enter, unseen batch Control summary report enter YES.
The terminal will produce a report detailing all outstanding batch control summaries. These must be reprinted
using the following path Admin, Enter, Print BCS, enter. At this point, enter the batch ID number from the
unseen BCS report. The BCS will then print out and this must be kept for association with TA that will appear the
following day.
Check the Receipt Number of the Batch Control Summary (BCS) follows the last number recorded on the
Outstanding & Processed TA report
This will tell you how much cash to secure from the retail side of the branch and place this in the PO account.
(Any cash discrepancy will be accounted as a final account deficit as per normal practise against the outgoing
Agent/Postmaster’
The amount identified as outstanding from the terminal printed BCS (Batch Control Summary) will be entered into
Planned/
Unplanned
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the emergency suspense account for this to be accounted for in Horizon.
The route to do this is Back Office - “Housekeeping”(F8) - Emergency Receipt (23) @@
Ensure FSC are emailed on the day of the Branch transfer, or contact 0333 665 1137. Please provide the amount
that has been entered into emergency suspense and why and where known the re-opening date for the branch.
Overnight this data will populate the relevant POL accounts, and a TA will be created awaiting the branch re-
opening.
The following morning either you or the branch must accept the TA’s; this will cause a cash discrepancy, which
will relate to the amount in emergency suspense.
Either you or the branch must redeem this figure from the emergency suspense this will ensure both Horizon and
POL accounts balance. Please note different instructions apply to closures, see closure workaid.
If there were any difficulties encountered during this process or the discrepancy between the figures in suspense
occur please contact FSC, Agent Accounting Section (Knowledge Centre - Audits - Contacts)
+ Ensure that the Paystation is listed in the network equipment sheets (ARS110) that are signed by the incoming
and outgoing Agent/Postmaster.
+ If the Paystation is not on site contact. POLServiceManagement@atos. net
ART
On a Transfer ALL cash, foreign currency and Non-Value Items including spoilt postage labels (as listed on the
Planned/Un
Transfer ART Input Page) must be checked by the TOA performing the audit. Once all items have been checked and
planned
agreed between the outgoing and incoming Agent/Postmaster the Branch should be rolled into the next BP (or TP if
relevant). If there is more than one Stock Unit then an Office Snapshot needs to be obtained after all Stock Units
have been rolled. The figures from the Final Balance (or final Office Snapshot) need to be entered on the Transfer
ART, these figures will then feed through once the “click here” box in Section A on the Office Snapshot and Results
page. In order to complete the PAA and for QAR purposes you will also need to print off the following Horizon reports
if applicable - Final Office Snapshot, Balance Snapshot for each stock unit, Currency holdings, Outstanding
Summaries, Suspense Account, Transaction Corrections Outstanding and Processed (last 42 days), Rems In and Out,
Lottery Terminal Printouts, Unactivated Instant Pack Status and ATM printouts.
If a Transfer follows a risk audit then the Audit Reporting Tool (ART) must be fully completed and then the process
above must be followed (a new ART must be completed with the Transfer details). Both ART tools are to be
submitted in the normal way.
Discrepancy
If the Agent/Postmaster is aware of any undisputed discrepancies alread and offers payment, this
Planned/
clearance
can be resolved by calling the Loss Recovery team on telephone number:
Any discrepancy found during the transfer needs to be corrected via Horizon Online i.e. the physical cash can be put
in or taken out of the till, if the Agent/Postmaster offers to do so. If the discrepancy is more than £1000, contact the
Contract Advisor.”
If the Agent/Postmaster does not offer to make good any discrepancy, settle to the amount to late account and advise
the outgoing Agent/Postmaster that any discrepancy settled to the Final Account on the day of the transfer audit
Unplanned
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JM2 we
Jo Milton, 04/12/2019 02:08 PM
JM3 Check QAR and bullet point
Jo Milton, 04/12/2019 02:12 PM
JM4 Does this/should this happen? Is th amount Ik, as in chapter 4 it says large amount or sim
Jo Milton, 04/12/2019 02:13 PM
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POST OFFICE INTERNAL
could be the responsibility of the outgoing Agent/Postmaster. The Agent/Postmaster will be notified of this
discrepancy and given the chance to accept or dispute the amount.
If mid TP, adjust cash by re-declaring (physically adjust). If the ‘end ‘of a TP select ‘make good cash’ and physically
adjust.
A Trial Balance is produced following BAU processes
The Branch should roll into the next BP or TP as appropriate:
«If the branch is changing ownership and it is NOT a scheduled TP rollover week then it should roll into the
next BP
«If the branch is changing ownership and it is a scheduled TP rollover week then it should roll into the next TP.
if no further transactions are to be conducted that day.
An Office Snapshot should be produced following BAU processes. The snapshot is checked to ensure that no
discrepancies are being carried forward at the expense of an incoming Agent/Postmaster.
If the Agent/Postmaster presents a cheque in settlement of the amount due to POL in a branch that does not accept
cheque payments then the cheque should be accepted and an official receipt issued. The cheque should be sent with a
cover note (to include Agent/Postmaster s name, branch name and code and date of transfer) to FSC in the envelope
containing the P242 etc. and posted by Special Delivery.
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14 I Final Account Print two copies of the Trading Statement or Office Snapshot and complete a Transfer Pack including a P242 Final Planned/
Trading Statement. If the transfer is taking place on a day outside the allocated Trading Statement day, then an Unplanned
Office Snapshot should be attached to the P242. If this is at the completion of a TP, then a reprint of the Trading
Statement should be attached to the P242. Please do not attach a final balance report or balance snapshot.
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95 I) 15
102
Horizon Online
On Horizon Online create a new user at manager access level for the incoming Agent/PostmasterPestmaster and
ensure that the outgoing Agent/PostmasterPestmaster has been deleted as a user.
Supervise the incoming Agent/PostmasterPestmaster whilst he/she adds any new ‘staff “Print off a Horizon Online
User Summary.
1. Check that all Horizon User ID’s are on the system intht ef et Smrartip hes}-and that
any previous employees have been removed from the system. All employees on long term absence must
have their account disabled.
Inform the Agent/PostmasterPestmaster of the correct process for registering assistants with HR. H+-a-branehthat-
uses-SmartiD‘s_Allthe staff will need to have been registered with HR and have received their SmartID, before they
can be added as a user.
Planned/
Unplanned
103 II 46
FransferPack
the P356- the Ty p; de istel thei Jedge-G Wridiic ihe 04-7 }
Sheets
104 II 17
105
106
Alarm
Code/ATM
code
Change the alarm codes ensuring that the new Agent/Postmaster! rPestraaster enters his aii code into alarm panel.
If the alarm is monitored, the outgoing Agent/PostmasterPestmaster will need to contact Grapevine to inform them of
the transfer and new Agent/PostmasterPestmaster’s details by telephoning
Details should be confirmed by email using the New PM -GraI
Knowledge Centre - Audits - Chapter 04 Transfers) to admin
der April 2018 (available from the
Procedure to change keyless safe code:
Almost all branches have a 6 digit Managers access code (sometimes-this.is.set.ta.1.2,3 4 5 6)
If the manager code is not available, contact CBRE Helpdes! GRO
FIRSTLY - this has to be done when the safe door is OPEN......
Press > twice till display shows MANAGER CODE then confirm with ¥
> twice again till CHANGE CODE is displayed - Confirm with ¥
Press » till display shows CHANGE MANAGER CODE - Confirm with ¥
ENTER OLD CODE
ENTER NEW CODE
CONFIRM NEW CODE
At prompt that code has been changed press > until EXIT appears on display, Now confirm with ¥
Now, TEST the code out to make sure all OK before you shut the SAFE DOOR.
The ATM code will also need to be changed 6x 0 / current code /new code/ confirm new code — pul
a detailed guide is available on the Knowledge Centre - Guides & Handouts - ATM - LeGard Lock Code Change
Planned/
Unplanned
109 II 18
107
108
Former
Agent/Postmas
Advise the outgoing Agent/Postmaster that any discrepancy either held at FSC, settled to the Late Account on the day
of the transfer audit or subsequently coming to light at a later date could be the responsibility of the outgoing
terPestmaste’r
Agent/Postmaster (if the amounts relate to his period of office). There will be a time lapse between any amounts.
Planned/
Unplanned
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JM5 Isn’t this all Smart ID? We removed from Ch 4
Jo Milton, 04/12/2019 02:14 PM
JM6 Put back in
Jo Milton, 05/12/2019 04:17 PM
JM7 We may get rid of this form (we have?)
Jo Milton, 18/11/2019 03:39 PM
JM8 Hugo checking if they have this
Jo Milton, 04/12/2019 02:17 PM
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1 POST OFFICE INTERNAL
109 $s account coming to light and after some months (minimum of 6) the Agent/Postmaster will be notified of any discrepancies
and given the chance to accept or dispute the amounts. If there is a discrepancy in the Agent/Postmaster’s favour,
payment details will be requested.tnf th tgeing Pestmaster that he/she is-stittiable fe ¥ ted-at
later-date that de-during-hisfhert appointment
19 I P242 Ensure that both the outgoing and incoming Agent/PostmasterPestmaster sign the P242, as well as the lead TOATAA. I Planned/
If there is an amount in suspense, note the reason for the suspense item. In addition to the completed P242 enclose I Unplanned
a 2 copy of Vie suspensee account report annotated with the reason along with the P344-and-ene-signed-copy-ofthe-
114 tof Appoint t; marked FAO FermerAgentAceountingLoss Recovery Team and send to
Cheval on the day of the transfer by Royal Mail Special Delivery (No1 Future walk, Chesterfield, S49 1PF. - as
detailed on the front page of the Transfer Pack).
20 I Transfer only Also ensure that the Paystation opening hours are updated via Horizon On Line. Planned/
(no training) Complete the accessibility tool if one hasn’t been completed in the last 12 months. Unplanned
21 I Despatch Despatch all weekly pouches/envelopes as soon as operationally possible Planned/
Unplanned
.. II 22. I Despatch Return all relevant paperwork to Centract AdminteamPostmaster Onboarding Team (Bolton) and the FermerAgent- Planned/
AccountingLoss Recovery Team (FSC) as per Transfer Pack instructions. Unplanned
23 I Investigation If required, contact should be made with the Fratd-Security Team to confirm which, if any, accounting documents Unplanned
support they require. These should be taken off site if requested by the investigators.
24 I Retention of File paperwork locally for 60 days. If there were issues on closure or if there was a suspension please retain the Planned/
119 I paperwork paperwork in accordance with the Retention of paperwork policy. tedge-Cent Audits—Chapter-09}- Unplanned
(PLEASE NOTE THE ALL POSTING RECEIPTS SHOULD BE RETAINED FOR six MONTHS)
.. I 25 What A-full-guide-te-help-with-transf lablerenetneinawiedse-Gese Audit: hapter-04-Fransf Planned/
122 hereDespatch I FransferPap: 4-GusideDespatch via Royet Heit Special Delivery the completed P242 Final Account, P344 Unplanned
123 Transfer report-and g oy of the Act dg: rt ppoint: tie to:
= I * AgentsAceounting-FeamLoss Recovery Team, Finanee-Serviee-Centre2™ floor, Post Office Ltd, No.
1 Future Walk, Chesterfield, S49 1PF
Despatch all other transfer documentation via Royal Mail Signed For to the:
126 I « CentractAdmin-teamPostmaster Onboarding Team, Post Office Limited, 4th Floor, 120 Bark
Street, BOLTON, BL1
127 A-full-guide-te-hetp-with-transfer-pap iS Hable from-the-Knewledge-Cent Audit: hapter-04 Fransf
FransferPaperwerk-Guide
128 Costs to be claimed back using TOATAA T&S process: retain all receipt for six months =
129 26 ARTNaming Fhe ARF must be named fbranch-cedej {(ddmmyy} {branch name} 4 RANSFERARF{(e-g—
423456401048 Any Town -FRANSFERART)
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Page 10 Comments
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Jmg9
JM10
Simplify that
Jo Milton, 04/12/2019 02:19 PM
Wait to understand emailing
Jo Milton, 04/12/2019 02:27 PM
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Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
11/11/2019 10:21 AM
11/11/2019 10:21 AM
11/11/2019 10:21 AM
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11/11/2019 11:18 AM
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POL00088728
POL00088728
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Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
Jo Milton,
05/11/2019 03:44 PM
05/11/2019 03:44 PM
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POL00088728
POL00088728