BARODA GUJARAT GRAMIN BANK(Sponsorcd & Wholly ovned by G0vt. ol lndia, Govl. ol Gujacl & Bank of Earoda)

^ " lReacfrina to unreacfred "Er-rr:p'Ilrr'rrDtuLllt; ql 'v*-'""'"" -- "'-'-*-'--" ,ottr Af.il ,orn

Dear Sir / Madam. .IRCULAR To ALL BRANCHES /

'FFICES

Re : Handing over / Taking over the charge by Branch Managers :- Procedure.

It is observed that Branches are not following the guidelines of Handing over / Taking over the Charge ofthebranch while Handing / Taking orrer the charge of the Branch and many irregularities viz. Time BaredDocuments , Non-updation of LAD due date register, Insurance due date register, IncomPlete Loan documents,

lnegularities of Internal Audit etc. are persisting at the branch level are not being pointed out at the time ofhanding/taking over the charge ofthe Branch.

As a result, iflegularities of serious nature are remained unattended at the Branch level.

It has felt necessary to review the whole process ofHanding over / Taking over the charge ofthe branches bythe Incoming and Out going Branch Managers.

We advise that following procedure is to be followed while handing over / taking over the charge ofthe'brenchby the outgoing/incoming Branch Manager.

1. The Out going / Incoming Branch Manager will generally comply with the checklist as per

Annexure-A.

2. The,,Advefse Feature Report " as per format appended herewith at Annexure-B is to bc submitted

duly signed by the Incoming Branch Manager and countersigned by the Outgoing Branch Manager.

3. The Outgoing and Incoming Branch Manager witl submit the above report at (2) to the Regional

Oflice along with the certificate as per format appended herewith at Anllexure-C.

In following exceptional circumstancas following procedure is to be followed.

(i) when a Branch Manager is required to hand over charge to the next senior most officer and proceed to

another assignment immediately due to various leasons.

(ii) Resignation/Retirement ofthe present incumbent and when a replacement is not idcntified/ posted.

(iii) Other such circumstances where normal handing over/taking over guidelines can not bc made.

(iv) Sudden removal ofBranch Head on account of fraud / misappropriation etc.

A. Branch Head may hand over the charge of items /files in his possession to the next seirior mosl

Oflicer or Office Assistant at the branch and send a joint declaration to concerned Regional Officeto that effect listiog the files/items handed over as per check list.

B. As soon as the new Manager repo(s at the Branch. The senior most officff /Office Assistant willhand over the items / files. etc. which were handed over to him by the out going Branch Manager.

The new Manager to report to concerned Regional Office the factual position affer physical

verification/perusal of relevaff documents/files as stipulated for a normal take over ia the enclosed

prescribed format.

All the concerned are advised to take a careful note ofthe same and scrupulously adhere the above guidelines

and ensure strict compliance.

Regional Oflices are advised to maintain the record ofthe Handing/Taking Over the charge ofthe branches oftheir region and keep a track ofthe same and take required remedial measureV steps if any and ensure that all

the irregularities pointed out in the "Adverse Feature Report" are rectified immediately after taking over the

charge by the Incoming Branch Manager.

Chairman

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Head Oflice:3rd &4th Floor, Suraj Plaza - l, Sayajiganj, Vadodara - 390 005 (Guiarat), INDIA

Email : ho@barodaguiaratrrb,co.in Website : www.bggb.in

Baroda Gujarat Gmmin BankHead OlEce : Vadodara

Annexure-A

CHECK LIST FOR HANDING OVER/TAKING OVER CHARGE OF THE BRA}ICH

Wrile the steps to be taken will largely depend on the size of the Branch business compositionand problems faced, the incoming/ outgoing Managers will generally comply with thefollowing:

I. ITEMS TO BE PHYSICALLY HANDED OVER VERIFIED/TAKEN OVER:

l. Branch Premises key set

2. Guard keys ofStrong room/Cash Safe.

3. Master keys ofsafe deposit lockers (wherever applicable)

4. Furniture & Fixtures as per FASSET in Finacle.

5. Copy of License issued by Reserve Bank of India to open the Branch.

6. Certificate of Registration ofBranch under Local Shops & Establishment Act.7. Safe Custody Receipts in respect of duplicate keys and back up of important data of the

Branch.

8. Keys ofthe Bank's vehicle (ifany) alongwith the Registration/lnsurance papers.

9. Lease Deed of Branch Premises.

10. Vigilance Iiles, documents and staff personal files and files related to Disciplinary actioncontemplated/initiated/ Fraud cases.

11. Confidential records of Officers and other staff as well as EPRF or personal serviceinventory records, etc.

12. confirmation that all the EPRF reports of officers of the Branch for the previous year hasbeen submitted to appropriate authority.

13. Files relating to pending fraud cases.

14. Custody of records pertaining to passwords used to operate computers.

15. Custody ofaccount opening forms/cards.

[6. Custody of memorandum registers maintained for transfer ol old outstanding entries toHead Office in respect of following accounts :-

(a) Sundry deposits

(b) Bankers Cheque/Bills Payable

(c) Cash found excess

(d) Prudentially written off accounts

17. Keys of suggestions/complaint box.

18. Keys ofcash balance ofthe branch as on a particular date (ifjoint custodian is the Br.Head) .

19. Ary other (to be specified)

Note : In case any ofthe above items are not applicable, the same may be specifically stated. Incase of non-compliance, the reasons for the same may be given in the Adverse peatures Repo.rtas per format in Annexure-B.

Baroda Guiaral GmDrin BallkHead oilcc : Vador1,r.

LIST OF FILESiDOCUMENTS TO BE PERUSED/STUDIED RELATING TOTHE IMPORTANT OPERATIONAL/ ADMINISTRATIVE ASPECTS OF THEBRANCH:-

l. 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 ofhouse keeping/sensitive accounts - position as on a particular date.

4. Performance Budget and Performance reports for the yearlquarter and targets allotted.5. Classification of advances as per last quarter.

6. NPA Statement as per last quarter,4ralf yearlyear.

7. Custody of files ofall suit filed/decreed/compromise account/ prudential written offaccountsubject to study to be made in due course.

8. Physical verification of all documents (including mortgage) ofall advances accounts asrecorded in the security register as on date of take over subject to any irregularities pointedout in the Inspection Reports or in the PSR clearance received from next higher authority.

9. Declaration/certificate ofphysical verification of all security forms as per Register by aperson in dual custody ofthe same.

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

I I . Records of customers Meet/registers.

12. Present status of Inspection Reports/Rectification Certificates in regard to :-

i) Intemal Audir

ii) Statutory audit (Long Form Audit Report)

iii) NABARD Inspection

i,r) Snap & System Audit

v) Any other Inspection carried out by the Regulatory Authorities/ others

FEATURES STUDY ANALYSIS (FSA) SCORE OF THE BRANCH AT THE TIME OFTAKING OVEW HANDING OVER CHARGE IS TO BE KEPT ON RECORD

All the reporls should be seen at a grance. Non-cornpliance of the reports should behighlighted in the Adverse Features Report as per format given in Annexure-B. pleaseensure that Qualified Rectification Cerlificates (eRCs) are supported with the list ofirregularities yet ro be rectified.

13. Pending Flash Reports and Special Observation ktters(SOls) separately for :_

(a) Time Barred Documents,

(b) General

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14. Revenue Leakage and Recovery position pertaining to Intemal Audit / Concurrent Audit.

15. Computerization :-

(i) List ofUsers with their access privileges.

(ii) Inventory of Hardware/Software.

(iii) Data back-up.

PLEASE ENSURE MANAGER'S USER ID IS CHANGED AND OUTGOING MANAGER'SUSER ID IS DISABLED AT THE TIME OF TAKING OVER THE CHARGE.

I6. Advances:-

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

ii) Review ofAccounts - List ofUnreviewed accounts be taken.

iii) Renewal of Security Documents - Separate list be obtained in respect ofaccountswhere LAD not obtained and accounts where documents have become barred bylirnitation. To be checked frorn LAD due date diary maintained in CBS system.

irr) Latest stock and Book Debt statements verification and inspection ofSecurities -List out the accounts where stock,book debts statements not received and Inspectionof Securities not carried out as per Administrative Instructions.

v) Accounts where facilities released without compliance ofterms and conditions.Nature of non-compliance should specificalry be mentioned against each account.

vi) lnsurance :- List out the accounts where insurance ofsecurities has expired or isbecoming due for renewal in next - 15- days time.

vii) Accounts where excesses granted but not adjusted - The list should contain fulldetails of such accounts along with the action taken/contemplated.

Baroda Gujarat cmmin BankHcad Of{ic! : Vadodara

17. Management of NPA Accounts :

(i) Follow up ofNPA Accounts i.e actions initiated for recovery in NPA A/c. Ifpending give reasons:

ldentification and review ofpotential NPA Accounts. Infonnation ofaccountwhich rnay slip, with reasons.

House-keeping :

(a) Balancing of Books :

(b) Reconciliation of A./c H.O, C/A with other Banks, Sensitive Accounts, BankersAccounts, etc.

Customer Service.

(i) Pending Customer Complaints :

(ii) Status of Complaints with Consumer Redressal Forum :

III. APPRAISAL OF VARIOUS IMPORTANT OUTSTANDING MATTERS/TSSUESWHICH NEED TO BE FOLLOWED UP/ TAKEN UP ON PRIORITY BASIS :-

THIS SHOULD BE PREPARED BY THE OUTGOING MANAGER HIMSELF ANDHANDED OVER TO THE INCOMING BRANCH MANAGER/

The issues falling under this category can be broadly classified into the following :-

i) Operational lssuesii) Premises & Equipmentiii) Staffiv) Advancesv) Fraudsvi) Vigilance issuesvii) Customer services/complaints (cases under Consumer Forum, Ombudsman)viii) Lockers: Overdue Rent etci*) Audit Compliancex) Other miscellaneous issucs.

(ii)

18.

19.

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Baroda Gujarat G"min BankHead Oilice : Vadodara

IV. PENDING NEW CREDIT PROPOSALS FOR SANCTION AND ITS PRESENTPOSITION

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

V. APPRAISAL ABOUT MAJOR BORROWAL ACCOT]NTS REQUIRINGSPECIAL ATTENTION IN TERMS OF ITS VALUE/ SENSITIVITY.

Sr. Name ofthe Account Facititv (Fund Bases,{r.lon-Fund Based) points for Special attn.

VI. LIST FOR MEf,TING WITH IMPORTANT CLIENTS/ DIGNITARIES/PUBLICAUTIIORITIES/GOVERNMI,NT OFFICIALS/ LOCAL BODIES

Sr. Name of the person with Desisnation Institution Remarks

vIL ANy OTr:mR COMMENTS/OBSERVATION (PLEASE SPECIFY).

Baroda Cujarat Gmmin BankHead ()flrce : vadodara

Annexure-B

ADVERSE FEATURES REPORT

ADVERSE FEATURES OBSERVED BY THE INCOMING BRANCH MANAGER :.

L Observations and Comments on the Performance Budget and Performance reports for the

yearlquarter and targets allotted.

2. Observations and Comments on the Classification ofadvances as per last quarter.

Name of the Branch

Classification of Branch( RuraVSerni-Urban rlJrbanMetro

)

Categorisation of Branch (SA,II,IIl,lV)

Name of the Outgoing Br.Manager , EC No'

Date ofReporting at the Branch

Date of handing over the charge of the Branch

FSA Score as per last intemal inspection report :

i) At the time of taking over the charge :

ii) At the time of handing over the charge :

Name of the Incoming Br.Manager & EC No.:

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Baroda Gujarat Gmmin BaIkHead Oflice : Vadodara

3. Observations and Comments on NPA Statement as per last quarter/half yearlyear.

4. Physical verification ofall documents ofall advances accounts as recorded in the securityregister as on date oftake over subject to any irregularities pointed out in the lnspectionReports or in the PSR Clearance received from next higher authority.

5. Declaration/Certificate of physical verification of al1 security forms as per Register byperson in dual custody ofthe same.

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

7. Records of customers Meet/registers.

Baroda Guia.ai cmnin BankHead Oilice I vadodara

8. Present status of Inspection Reports/Rectification Certificates in regard to :-

(D Risk Based Internal Audit (RBIA) carried out by Intemal Auditors :

(iD Statutory Audit (Long Form Audit Report)

(ii, Snap and System Audit

(i") Concurrent Audit

(v) Revenue Audit

(ui) Any other inspection carried out by the Regulatory Authorities.

9. Pending Flash Reports and SOLs separately for-

(, Time Barred Documents

(iD General

10. Revenue Leakage and Recovery position pertaining to Intemal Audit.

I l. House-keeping (a) Balance olBooks

(b) Reconciliation of H.O A/c. C/A with other BanksSensitive Accounts, Bankers Accounts etc.

12. Computerisation :-

(i) List ofUsers with their access privileges.

(iD Inventory of Hardware/Software and Data back up.

(iiD Undelivered ATM cardsfuser IDs/Credentials to Customers.

(iu) Details ofauthorized Licenses Applications used by branches

13.

(i)

Advances :-

Submission ofControl Returns, PSR, Excess/adhoc, overdue Bp/BD, AB, etc. to beverified.

(ii) Review ofAccounts - List ofunreviewed accounts be taken.

(iii) Renewal of Security Documents - sepamte list be obtained in respect ofaccounts whereLAD not obtained and accounts where documents have become birred by li,ritation.

iv) Latest stock and Book Debt statements - verification and inspection ofSecurities -List out the accounts where stock/book debts statements not received and Inspection ofSecurities not carried out as per Administrative Instructions.

(u) Accounts where facilities released without compliance of terms and conditions. Nature ofnon-compliance should specifically be mentioned against each account.

("i) Insurance :- List out the accounts where insurance ofsecurities has expired or isbecoming due for renewal in next -15- days tirne.

Baroda Griara! GmrDirl BankHead Otllce . Vadodara

Baroda Gujarat Gmrin BantHead OtIice : Vadodara

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

(viii) Major NPA Accounts of the Branch ( Rs. 1 Lac & above) with actions initiated forrecovery.

(ix) Details of potential NPA Accounts ofthe Branch - List should contain the nature ofirregularities and the CADU amount ( Rs.l Lacs & above as on date and possibility ofprevention from slippage)

I4. Position of submission of Returns/Statements viz.Monthly/Quarterly/Yearlyi.e Movement Chart/Asset Classification & Provisioning, DRT/Civil/Sec-138 of NI Act,

SARFAESI Actions.

- Intimation of compromised cases under Lok Adalat, OTS

- Intimation of RC filed cases

- Intimation of PWO A"/cs.

15. Customer Service.

(i) Pending Customer Cornplaints

(i, Status of Cornplaints with Consumer Redressal Forum

16. Pending new credit proposals for sanction and its present positionSr.No. Name of the A/c. Present Status

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Baroda Guiarat cMnrin BankHead Ofiice : Vadodara

17. Appraisal about major borowal accounts requiring special attention in terms ofitsvalue/sensitivity.Sr.No. Name of the A/c Facilitv (Fund .Atron-Fund Based) Points for Special attn.

18. List for Meeting with important clients/dignitaries/public authorities/governmenrofficials/local bodies.Sr.No. Name of the Account Person visited Designation Remarks

19. Any other comrnents/observation (please specif,i).

Counter-Signed by Outgoing Br.Head Signed by Incoming Br.Head

Date :

Place :

Name:............

Grade/Scale :...............

E.C.No.:.....................(P.S. Please use Armexures wherever necessary.)

1l

Baroda Cujarat Gramin Ban-kHead Ofllce : Vadodara

C ERTIFICATEI. TO BE SIGNED BY THE INCOMING BRANCH MANAGER

I hereby confnm having taken over the complete and effective charge of............. .Branch...... .................. .....Dist. .. ....... ........... ..... ....Region

at the close of working hours today on. . . . . . . . . . .. . . . . . . .. . . . . .fromShri/Smt........... whom I have relieved today.

I have fully discussed with the outgoing Branch Manager the business and Capital ExpenditureBudgets of the Branch as settled for the current year and confirm having taken over theresponsibility in respect thereof.

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

I confirm thai I have satisfied myself that all the accounts, books, balance and that the cishsecurities, valuables, godowns, fumiture and fxtures, etc. having duly verified by me and foundto be in order subject to my observations in Adverse Features Format-Annexure-I.

Counter-Signed by Outgoing Br.HeadDate :

Place :

Name:

II. TO BE SIGNED BY THE OUTGOING BRANCH MANAGER

I have handed over charge of this branch at the close of working hours todayto................... after completing all necessaryformalities thereof and apprised him truly about the current status of various importantmatters/issues of the branch.

Signature ofthe Outgoing Branch Head

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

Date :

Place:

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