Responsibilities of Money Order Section, Central Office (Issuing Office)
- Verify payee schedules and service fees with RCBC-issued cashier's checks.
- Deposit cashier's checks into PHILPOST account promptly.
- Issue Telemoney Order Cards (TOC), indicating amount, payee name, RCBC as remitter.
- Prepare transmittal letters, Registry Return Receipts, and ensure mailing via DEEMS (or registered mail).
- Maintain cashbook records and submit monthly financial reports to Resident Auditor, Chief Accountant, Postal Inspector.
- Submit acknowledgment receipts to RCBC within 48 hours of delivery.
Duties of Paying Office/Post Office of Destination
- Verify receipt of TOS mails via registry or DEEMS waybills.
- Deliver Telemoney Order mails immediately to payees with acknowledgment receipt signed.
- Procedures for handling undeliverable mails, including leaving notice cards and safe storage.
- Return undelivered TOCs back to Money Order Section within 10 days.
- Mark dispatch bags containing TOS mails distinctly with "TELE" for priority handling and processing.
- Adopt flexi-time schedules to ensure timely receipt and processing outside regular hours.
Payment Procedures for Payees Presenting TOC
- Payment may be made from Money Order collections, General Fund, or Cash Advance.
- TOCs marked "For Deposit" or "Paid" accordingly and properly recorded.
- Detailed submission and verification of paid TOCs and supporting lists to Chief Accountant and Money Order Section.
- Monthly lists of TOCs paid must be certified by the Postmaster, with copies distributed to relevant offices.
Accounting Section, Central Office Responsibilities
- Record total TOCs issued, fees received, and deposits made.
- Prepare monthly reconciliation statements and initiate corrective actions for discrepancies.
Reporting Requirements
- Postmasters submit weekly monitoring reports every Monday covering remittances and delivery status.
- Money Order Section compiles weekly reports for Postmaster General, including data on amounts, fees, deliveries, and undelivered mails.
- Daily reports submitted during pilot period include detailed transaction data.
- After pilot period, reporting extended to cover other areas under further circular.
Inspection and Monitoring
- Postal District Officers conduct weekly inspections in pilot areas.
- Continuous monitoring by Regional Directors with weekly reporting to Postmaster General.
- Postmasters tasked to ensure priority handling of TOS mails, prompt mailbag opening, and contingency for absent mail carriers.
Awards and Recognition
- Top ten performing post offices in pilot areas to receive monthly awards.
- Selection based on criteria proposed by Regional Directors and approved by central office.
Effectivity and Enforcement
- The order takes effect on May 3, 1993.
- Violations of rules subject officials/employees to administrative and/or criminal actions.
- Regional Directors responsible for monitoring compliance and dissemination.
Pilot Areas for Implementation
- Specific regions enumerated, including provinces and municipalities in Regions II, V, VII, VIII, and IX.
- Commitment to deliver Telemoney Orders within 48 hours in pilot areas.
Key Legal and Administrative Concepts
- Strict adherence to procedural guidelines ensures transparency and accountability.
- Cooperation between government postal service and private banking sector.
- Use of registered and express mail services to secure remittance documents.
- Detailed recordkeeping and timely reporting critical to efficient service delivery.
- Provisions for handling undelivered remittance orders protect payees' interests and institutional accountability.