APPENDIX -VIII

Check List for handing over/taking over Charge of the Branch

While the steps to be taken will largely depend on the size of the Branch, business
composition and problems faced, the incoming/ outgoing Managers will generally comply
with the following :
ITEMS TO BE PHYSICALLY HANDED OVER VERIFIED/TAKEN OVER:
1. Branch Premises key set and Branch RECEIVED ,PHYSICALLY TAKEN OVER
Manager residence key set.

2. Guard keys of Strong room/Cash Safe. RECEIVED ,PHYSICALLY TAKEN OVER

3. Master keys of safe deposit lockers RECEIVED ,PHYSICALLY TAKEN OVER

(wherever applicable)

4. Furniture & Fixtures at Branch NA

Manager’s residence as per Dead Stock
Register.

5. Copy of License issued by Reserve Bank HELD AT BRANCH PREMISES

of India to open the Branch.

6. Certificate of Registration of Branch NOW OBTAINED AND HELD ON RECORDS

under Local Shops & Establishment Act.

7. Gun Licence and Stock of Cartridges, NO GUN LICENSE PROVIDED ,NOT STOCK OF
etc. CARTRIDGES SEEN

8. Safe Custody Receipts in respect of RECIVIED

duplicate keys

9. Keys of the Bank’s Car allotted to the NA

Branch/Branch Manager alongwith the
Registration/Insurance papers.

10. Lease Deed of Branch Premises/Branch BRANCH LEASE DEED HELD ON RECORDS
Manager’s residence.

11. Vigilance Files, documents and staff RECEIVED

personal files and files related to
Disciplinary action contemplated/initiated.

12. Confidential records of Officers and KEPT AT BRANCH

other staff as well as EPRF or personal
service inventory records, etc.

13. Confirmation that all the EPMS reports CONFIRMED

of Officers of the Branch for the previous
year has been submitted to appropriate
authority.

14. Files relating to pending fraud cases. CONFIRMED

15. Custody of records pertaining to NA, ONLINE MANAGED

passwords used to operate computers.

16. Custody of inoperative ledgers/account NA, ONLINE MANAGED

opening forms/cards.

17. Custody of memorandum registers NA, ONLINE MANAGED

maintained for transfer of old outstanding
entries to Head Office in respect of
following accounts :-

18.Keys of suggestions/complaint box. HELD AT BRANCH

19. Keys of cash balance of the branch as on CONFIRMED

a particular date (if joint Custodian is the
Branch Manager).

20. Keys and records related to the ATM YES OBTAINED

attached to the branch

Note : In case any of the above items are not applicable, the same may
be
specifically stated. In case of non-compliance, the reasons for the same may be
given
in the Adverse Features Report as per format in APPENDIX-IX.
II. LIST OF FILES/DOCUMENTS TO BE PERUSED/STUDIED
RELATING TO THE IMPORTANT OPERATIONAL/ ADMINISTRATIVE ASPECTS
OF THE BRANCH :-

1. General Ledger abstract as on a particular date – All heads to be screened and

checked.
2. P/L Abstract as on a particular date.
3. Statements of house keeping/sensitive accounts – position as on a particular date.
4. Performance Budget and Performance reports for the year/quarter and targets
allotted.
5. Classification of advances as per last quarter.
6. ASCROM Statement as per last quarter.
7. Custody of files of all suit filed/decreed/compromise account/ prudential written
off account subject to study to be made in due course.
8. Physical verification of all documents (including mortgage) of all advances accounts
as recorded in the security register as on date of take over subject to any
irregularities pointed out in the Inspection Reports or in the PSR Clearance
received from next higher authority.
9. Declaration/Certificate of physical verification of all security forms as per
Register by a person in dual custody of the same.
10. Complaint book/register/files maintained at the branch.
11. Records of customers Meet/registers.
12. Present status of Inspection Reports/Rectification Certificates in regard to :-

i) Internal inspections carried out by ZIC

ii) Statutory audit (Long Form Audit Report)
iii) RBI Inspection u/s.35 of Banking Regulation Act, 1949
iv) RBI Inspection u/s. 12 of FEMA, 1999
v) Inspection of Foreign Business Department (FORMAT AUDIT)
vi) Government Business
vii) Currency Chest
viii) Concurrent Audit Report
ix) Last HR Audit Report
x) Snap & System Audit
xi) Revenue Audit
xii) Any other Inspection carried out by the Regulatory Authorities/ others
xiii) KYC Audit
FSA SCORE OF THE BRANCH AT THE TIME OF TAKING OVER/ HANDING OVER
CHARGE IS TO BE KEPT ON RECORD

All the reports should be seen at a glance. Non-compliance of the reports should be
highlighted in the Adverse Features Report as per format given in APPENDIX-IX.
Please ensure that Qualified Rectification Certificates (QRCs) are supported with
the list of irregularities yet to be rectified.

13. Pending Flash Reports and Special Observation Letters(SOLs) separately for :-
(a) Time Barred Documents,
(b) Short recovery/excess payment to VRS Retirees under BOBEVRS –2001 and
(c) General
14. Revenue Leakage and Recovery position pertaining to Internal
Inspection/Concurrent Audit.
15. Computerisation :-
(i) List of Users with their access privileges.
(ii) Inventory of Hardware/Software.
(iii) Data back-up.

PLEASE ENSURE MANAGER’S USER I.D. IS transferred to the SOL AND

OUTGOING MANAGER’S USER I.D. IS transferred to destination SOL AT THE
TIME OF TAKING OVER THE CHARGE.

16. Advances :-

i) Submission of Control Returns (Latest Statement of TOD, PSR,

Excess/adhoc, overdue BP/BD, AB, etc. to be verified.
ii) Review of Accounts – List of unreviewed accounts be taken. To be checked
from system
iii) Renewal of Security Documents – Separate list be obtained in respect of
accounts where LAD not obtained and accounts where documents have
become barred by limitation.To be checked from LAD due date diary
maintained in CBS system.
iv) Latest Stock and Book Debt Statements – Verification and inspection of
Securities – List out the accounts where stock/book debts statements not
received and Inspection of Securities not carried out as per Administrative
Instructions.
 v) Accounts where facilities released without compliance of terms and
conditions. Nature of non-compliance should specifically be mentioned
against each account.
vi) Insurance :- List out the accounts where insurance of securities has
expired or is becoming due for renewal in next –15- days time.
vii) Accounts where excesses granted but not adjusted – The list should contain
full details of such accounts along with the action taken/contemplated.

17. Management of NPA Accounts :

(i) Follow up of NPA Accounts

(ii) Identification and review of potential NPA Accounts

18. House-keeping (a) Balancing of Books

(b) Reconciliation of A/c. IBTA, HODD, HOTTR,
FEXTA, FIRDIB Local Branches/Main office
Accounts, Sensitive Accounts, Bankers Accounts, etc.

19. Foreign Business :-

Position of submission of Returns/Statements viz.
- R Returns, BEF, XOS
- Overdue FBP, UFBP, Crystallised devolved Letter of Credit

20. Customer Service.

(i) Pending Customer Complaints
(ii) Status of Complaints with Consumer Redressal Forum

III. APPRAISAL OF VARIOUS IMPORTANT OUTSTANDING MATTERS/ISSUES

WHICH NEED TO BE FOLLOWED UP/
TAKEN UP ON PRIORITY BASIS :-

THIS SHOULD BE PREPARED BY THE OUTGOING MANAGER HIMSELF AND

HANDED OVER TO THE INCOMING BRANCH MANAGER/
The issues falling under this category can be broadly classified into the following :-

i) Operational Issues
ii) Premises & Equipment
iii) Staff
 iv) Advances
v) Frauds
vi) Vigilance issues
vii) Customer services/complaints (cases under COPRA, Ombudsman)
viii) Lockers: Overdue Rent, Registers Migration of lockers, etc
ix) Other miscellaneous issues.

IV. PENDING NEW CREDIT PROPOSALS FOR SANCTION AND ITS PRESENT
POSITION

Sr.No Name of the A/c Date since when pending Present Remarks
Status

V. APPRAISAL ABOUT MAJOR BORROWAL ACCOUNTS REQUIRING SPECIAL

ATTENTION IN TERMS OF ITS VALUE/ SENSITIVITY.

Sr.No Name of the Facilty Points for Special

A/c Fund Based Non Fund attention

VI. LIST FOR MEETING WITH IMPORTANT CLIENTS/ DIGNITARIES/PUBLIC

AUTHORITIES/GOVERNMENT OFFICIALS/ LOCAL BODIES

Sr.No Name of the person with Institution Remarks

designation A/c

VII. ANY OTHER COMMENTS/OBSERVATION (PLEASE SPECIFY).

APPENDIX- IX

ADVERSE FEATURES REPORT

Name of thName of the Branch :JAMMU MAIN

Area Classification of the Branch :URBAN

Categorisation of the Branch :URBAN

Name of the Outgoing Branch Manager E.C. No. DEEPAK KOHLI

Date of Reporting at the Branch :

Date of handing over the charge of the Branch :

FSA Score as per last internal inspection report :

i) At the time of taking over the charge :
ii) At the time of handing over the charge :
Name of the Incoming Branch Manager & E.C.No. : ARUN SINGH MANHAS
172309

ADVERSE FEATURES OBSERVED BY THE INCOMING BRANCH MANAGER :-

---------------------------------------------------------------------------------------
1. Observations and Comments on the Performance Budget and Performance reports for
the year/quarter and targets allotted.
Nil as seen
2. Observations and Comments on the Classification of advances as per last quarter.
Classification as per irac norms

3. Observations and Comments on ASCROM Statement as per quarter.

NA

4. Physical verification of all documents of all advances accounts as recorded in the

security register as on date of take over subject to any irregularities pointed out in
the Inspection Reports or in the PSR Clearance received from next higher authority.
Physical oducments seen PSR in 2 accounts pending (mehul Sharma & Deepak verma)

5. Declaration/Certificate of physical verification of all security forms as per Register

by person in dual custody of the same.
tallied

6. Complaint book/register/files maintained at the branch.

maintined
7. Records of customers Meet/registers.
maintianed
8. Present status of Inspection Reports/Rectification Certificates
in regard to :-

(i) Internal inspections carried out by ZIC rectification certificate given by branch
.compliance not checked

(ii) Statutory Audit (Long Form Audit Report)

NA
(iii) RBI Inspection u/s. 35 of Banking
Regulation Act, 1949

(iv) RBI Inspection u/s. 12 of FEMA, 1999

na
(v) Inspection of Foreign Business Department
(FORMAT AUDIT)
na

(vi) Government
Business
complied
(vii) Currency Chest -
na
(viii) Concurrent Audit
Report

(ix) HR Audit Compliance with special emphasis on:

a) Large absenteism of any staff:nil
b) Maintenance of various staff registers, etc.:NA
c) Daily Wagers without authority, etc.:NA

(x) Snap & System

Audit NA

(xi) Revenue Audit -

NA
(xii) Any other inspection carried out by the Regulatory Authorities.
(xii-i) KYC Audit
9. Pending Flash Reports and SOLs separately for-

(i) Time Barred Documents

NIL
(ii) General
NIL

10. Revenue Leakage and Recovery position pertaining to Internal

Inspection/Concurrent Audit.
NA________________________________________________________

11. House-keeping (a) Balance of Books

(b) Reconciliation of A/c. IBTA, HODD, HOTTR,
FEXTA, FIRDIB Local Branches/Main Office
Account, Sensitive Accounts, Bankers Accounts,etc.
________________________________________________________ NIL___

12. Computerisation :-
(i) List of Users with their access privileges.
________________________________________________________ AS PER
IT POLICY OF BANK_____

(ii) Inventory of Hardware/Software and Data back up.

YES

13. Advances :-

(i) Submission of Control Returns (Latest Statement of TOD, PSR,

Excess/adhoc, overdue BP/BD, AB, etc. to be verified.)
SENT

(ii) Review of Accounts – List of unreviewed accounts be taken.

ACCOUNT PENDING FOR REVIEW

(iii) Renewal of Security Documents – Separate list be obtained in respect of

accounts where LAD not obtained and accounts where documents have
become barred by limitation.
 NIL

(iv) Latest Stock and Book Debt Statements – Verification and inspection of
Securities – List out the accounts where stock/book debts statements not
received and Inspection of Securities not carried out as per Administrative
Instructions.
NIL
(v) Accounts where facilities released without compliance of terms and
conditions. Nature of non-compliance should specifically be mentioned
against each account.
NA

(vi) Insurance :- List out the accounts where insurance of securities has expired
or is becoming due for renewal in next –15- days time.
NA

(vii) Accounts where excesses granted but not adjusted – The list should contain
full details of such accounts along with the action taken/contemplated.
NIL

(viii) Major NPA Accounts of the Branch.

1. DIKSHA ENTERPRISES
2. SS GARMENTS
3. RAJAN MASIH

(ix) Details of potential NPA Accounts of the Branch – List should contain the
nature of irregularities and the CADU amount.
AS PER MOCK ACCOUNTS SENT BY RO CREMON DEPARTMENT

15. Position of submission of Returns/Statements viz.

-R Returns, BEF, XOS
-Overdue FBP, UFBP, Crystallised devolved Letter of Credit
________________________________________________________

16. Customer Service.

(i) Pending Customer Complaints
(ii) Status of Complaints with Consumer Redressal Forum
 ________________________________________________________
________________________NIL______________________________

17. Pending new credit proposals for sanction and its present position

Sr.No. Name of the A/c. Present Status

________________________________________________________
______________________NIL________________________________

18. Appraisal about major borrowal accounts requiring special attention in terms of its
value/sensitivity.

Sr.No. Name of the AccountFacility Points for Special attn.

Fund Non-Fund
Based Based
________________________________________________________
_______________________NIL NOTED_____________________________

19. List for Meeting with important clients/dignitaries/public authorities/government

officials/local bodies.

Sr.No. Name of the Account Person visited Designation Remarks

NIL WITH PREVOIUS BR MANAGER

20. Any other comments/observation (please specify).

LEIN HAS NOT BEEN NOTED IN THE MENTIONED ACCOUNTSAS UNDER

01120400000304 MAHAJAN & CO

01120600001038 BHABHUTI BUSHAN FOTEDAR

01120600001186 KAWAL NAIN SINGH

01120600001729 MANMOHAN JALOTRA

01120600000989 PRATIMA SINGH

01120600001561 PRITI W O SUNIL KOHLI

01120600001135 ROOPESH KUMAR CHOUDHARY

Date :
Place : Counter-Signed by Outgoing Signed by Incoming
Manager Manager
Name : ……………………. Name :ARUN SINGH MANHAS
Grade/Scale :……………… Grade/Scale : II
E.C.No. :………………….. E.C.No.:172309
(P.S. Please use Annexures wherever necessary.)

APPENIX-X
CERTIFICATE
I. TO BE SIGNED BY THE INCOMING BRANCH MANAGER

I hereby confirm having taken over the complete and effective charge of
…………Branch……………..Dist…………….Region……………Zone at the close of working hours today
on………….from Shri/Smt……………………………………… whom I have relieved today.
I have fully discussed with the outgoing Branch Manager the business and Capital
Expenditure Budgets of the Branch as settled for the current year and confirm having
taken over the
responsibility in respect thereof.

I have also spent some time in various departments including the cash department at the
branch with a view to ensuring that operative instructions as laid down are generally
followed.

I confirm that I have satisfied myself that all the accounts, books, balance and that the
cash securities, valuables, godowns, furniture and fixtures, etc. having duly verified by me
and found to be in order subject to my observations in Adverse Features Format-
APPENDIX-IX.

Date : _________________________
Place : Counter-Signed by Outgoing Signed by Incoming
Manager Manager
Name : ……………………. Name :ARUN SINGH MANHAS
Grade/Scale :……………… Grade/Scale :II
E.C.No. :………………….. E.C.No.:172309

II. TO BE SIGNED BY THE OUTGOING BRANCH MANAGER

I have handed over charge of this branch at the close of working hours today
to………………………………………………………………….after completing all necessary formalities thereof
and apprised him truly about the current status of various important matters/issues of
the branch.

Date : ______________________________
Place : Signature of the Outgoing Manager

Name : ………………………
Grade/Scale :………………
E.C.No.:………………………