PO ORDER NO. Phil/01/2024
F.No. P-46/38/2024-Phil-DOP
Government of India
Ministry of Communications
Department of Posts
(Philately Division)
Dak Bhawan, Sansad Marg
New Delhi - 110 001
Date: 16th December, 2024
Subject: Conditions related to supply, custody and sale of Postage Stamps under Regulation 8 (1) of the Post Office Regulations 2024 - reg.
Regulation 8 (1) of the Post Office Regulations 2024 provides for supply, custody and sale of Postage Stamps.
2. Conditions for supply, custody and sale of Postage Stamps are as follows:
A. Notification for issue of Stamp
(1) The issue of a stamp is notified by the Directorate well in advance of the date of release to all the Heads of the Circles/Regional Postmasters General and the philatelic bureaux.
(2) The circular will contain full information about stamps including their technical data. (3) The Head of the Circle will ensure that all the bureaux, counters as well as authorized offices are informed of the date of issue, subject and denomination of the commemorative stamp(s) indicated in the circular.
B Publicity of Stamp Release:
(1) On receipt of the circular it will be the responsibility of the postmaster to give as much publicity as possible and display the copy of the circular, on the notice board at a prominent place in the bureau.
(2) The stamp is also publicized by issuing a notification through the press media.
C. Receipt of Stamps:
Besides maintaining records in SAP, all the physical records / registers being maintained in Philately bureaux prior to IT 1.0 may continue till all the technical issues of SAP and POS being reported from field units are completely rectified in IT 2.0.
D. Safety of Stamp before Release:
(1) It is very important to ensure that the stamp is not sold under any circumstances before the date of release as notified in the circular.
(2) In case the date fixed for release of stamp happens to be Sunday/postal holiday, the Philatelic Bureaux in New Delhi and at the place of release of the stamp will open for sale of stamps, first day covers, etc. while the sale of these items at the other bureaux/counters will be effected and the cancellation of the actual date of release provided on the next working day.
(3) If for some unavoidable technical/administrative reasons, the release of the stamp is postponed/advanced, Directorate will inform all the Heads of the Circles about the postponement/ advancement & the latter will intimate all the bureaux/counters in the circle. On receipt of the information that the release of the stamp has been advanced or postponed, it will be the personal responsibility of the Postmaster to ensure that the information is promptly conveyed to all concerned and stamp is not released on the previously notified date of release.
(4) The commemorative/special postage stamps are sent in secured packets bearing advance date of release by the authorized stamp depot, to all philatelic bureaux and selected philatelic counters. The number of stamps which will be received by a bureau or a counter is fixed by the Directorate.
(5) On receipt of the stamp packets the postmaster shall verify if the authorized quota of stamps has been received. Each stamp packet will have a printed label "Not to be sold before.........." pasted on it. The Postmaster, thereafter, shall have the packet opened, in his presence and have the number of sheets counted in each packet to see if there is any discrepancy. He will immediately ensure the safe custody of the stamp packets. Such of the new stamps as are required to be supplied to other attached philatelic counters and authorized offices shall be dispatched well in advance of the date of release of the stamp as per the quota fixed by the Head of the Circle. While dispatching the stamps to other offices, warning should also be given to them that stamps will not be sold in any circumstances before the date of the release.
E. Sale of commemorative/special stamps:
(1) Commemorative/ special stamps should not be given for sale through stamp vendors and licensed agents, but should be sold only through philatelic bureaux/counters and authorized offices.
(2) The incharge of philatelic bureaux obtain the supply of the stamps from the authorized stamp depot, for sale of stamps at the philatelic bureaux or the counter. Before the stamps are put on sale on the day of release, adequate stock of stamps for meeting the requirement of PD Account holder may be retained.
(3) Under no circumstances the philatelic bureau will hold cash or stamps or both in excess of the imprest allowed to it.
(4) The philatelic bureau/ counter will sell commemorative/special stamps of each issue for a period of 12 months from the month of issue or till the supply lasts. To provide greater visibility & availability, the commemorative stamps remaining unsold after 6 months will be released for sale along with definitive stamps at the stamp vending counter of the parent office and also be remitted to all other Post Offices who do not sell philatelic stamps, under the usual remittance procedure.
(5) The multicolored stamps of higher denominations after remaining on sale for 6 months at the bureau should be issued for sale at Speed Post/Parcel/ Registration counters.
(6) Before stamps are put on sale at the counter or any diversion of stamps is effected, retention of adequate stock of stamp(s) for meeting the requirement of PD Accounts be ensured.
F Stock of Commemorative Postage Stamps:
(1) The postmaster is responsible that a sufficient stock of postage stamp of all kinds is maintained for sale to the public.
(2) Postage stamps are to be kept in the office safe, but in order to save them from damage, they should be put first in boxes of wood or tin with compartments for each kind of stamp, and the boxes should be kept inside the safe. In offices where it has not been found convenient or desirable to supply boxes, the stamps should be put in card- board cases, blank books or guard books inter- lined with sheets of blotting paper.
(3) Even during the day time the greater portion of the stock of stamps should be kept in these boxes, books or cases, which should always remain inside the safe, and only the stamps required for a day's sales or half a day's sales should be taken out at a time.
(4) In order to prevent stamps from getting spoilt by being kept too long in the office, the supply of each denomination of stamps must be expended before the sale of a fresh supply of the same denomination begins, and for this purpose each supply purchased should be kept distinct from previous or subsequent purchases.
In Head Offices, serviceable postage stamps and stationary may be obtained by the postmaster from the treasury in exchange for useless obsolete ones in the stock of the post office, provided that they are presented at the treasury only in complete packets.
(6) When useless or obsolete stamp and stationary are held by the post office in quantities less than a complete packet, the orders of the competent authority should be applied for to write off their value in the accounts to the head "Unclassified payments". In every such case a copy of the write off sanction order sanctioning this proceeds will be communicated direct to the Audit office concerned along with the concerned items and schedule of unclassified payments in support of the charge.
(7) In Head Offices, postage stamps and stationery for which there is no demand may be exchanged by the postmaster for those of a different denomination from the treasury concerned, provided that the stationery is in complete packets and the order of the competent authority sanctioning the exchange is obtained in each case.
(8) The value of useless or obsolete or unwanted stamps and stationery sent to the treasury for exchange, as well as that of stamps and stationery found unfit for issue due faulty manufacture and returned to the Controller of Stamps, Central Stamps Store, Nasik Road, should be charged in the of fresh schedule of unclassified payments and on receipts stamps and stationery in exchange, their value should be credited in the schedule of unclassified receipts giving necessary reference to the date on which the value was originally charged in the accounts.
(9) In sub-offices, useless, obsolete, unwanted or defectively manufactured postage stamps etc., should be sent to the Head Office.
3. This issues with the approval of Director General.
(Syed Fraz Haider Nabi)
Assistant Director General (Phil.)
To,
All Heads of Circle/ Region
Copy to:-
1. Sr. PPS to Secretary (Posts)
2. Sr. PPS to Director General
3. Sr. PPS/ PPS/PS to the Members of Postal Services Board
4. Addl. Director General, APS, New Delhi
5. CGM, BD/Parcel Directorate/ CGM CEPT
6. Sr. DDG (Vigilance) & CVO/ Sr. DDG (PAF)
7. Director, RAKNPA/ GM, CEPT/Directors of all PTCs 8. ALL PAOS
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