Seeking comments on Provision of standing arrangement - Emergency Office Purchases for Post Offices

No. Q-25/31/2025-PE-I-DOP

Government of India

Ministry of Communications

Department of Posts

(PE-I Section)

Dak Bhawan, Sansad Marg,

New Delhi – 110001

Dated: 14.10.2025

To.

All Head of Circles.

Subject: Provision of standing arrangement by the Divisional Head for allowing purchase of permissible office items in advance on emergent requirement basis to LSG/HSG-II/HSG-I (including NFG) officials working as Postmasters/incharge of HOs/SOs/HROs/SROs and Sub Divisional Heads - reg.

Sir/Madam,

The Department operates through a vast network of field units, including Head Post Offices (HOs), Sub-Post Offices (SOs), Railway Mail Service (RMS) Offices, and Sub Divisional Offices, many of which are headed by Postmasters/Sub-Postmasters/Head Record Officers/Sub Record Officers in LSG/HSG-II/HSG-I (including NFG) grades and ASPs/lPs. These offices form the backbone of service delivery and require smooth financial support to discharge their functions effectively, including the procurement of day-to-day items such as stationery, bulbs, tube lights, cleaning material, minor office repairs etc.

Since no financial powers have been delegated to them,they have to seek the approval of Divisional Head for purchase of aforesaid items/services for office use, which on some instances leads to delay and impacts efficiency of the establishment.

In order to address the above issue appropriately for ensuring smooth functioning of field establishments and in accordance with the provisions of DFPR, the following mechanism has been drafted:

(i). The Divisional Head may be empowered to sanction on monthly basis in advance the expenditure (with upper financial limit for each item and total upper financial limit for all items) to be incurred on permissible items/services for the Offices headed by the PMs/ HROs/SROs of LSG/HSG-II/HSG-I grades and SDHs for emergency purchases.

(ii). Based on the above, the aforesaid officials may be authorized to procure such items/services from the open market in genuine emergency situations. The bills relating to such purchases shall be submitted monthly (preferably first week of next month) to the Divisional Head, who will make settlement of such bills within his financial powers.

(iii). In order to ensure uniformity and transparency, the following arrangement is proposed:

The Department may prepare a contingency list of permissible items/services with prescribed upper financial limits (item-wise and total).

LSG/HSG-II/HSG-I Incharges of the HOs/SOs/HROs/SROs and Sub Divisional Heads may be authorized to incur expenditure in emergencies strictly within the approved list and limits.

In respect of items not included in the list drawn by the Department, specific approval may be sought from the Divisional Head.

No item shall be purchased from the market for which Fixed Stationery Allowance is already being paid.

An illustrative list of permissible items/services is as under:

a) Replacement/repair of electrical items/lights and fittings, fans, coolers etc. in Post Offices;

b) Petty repair of furniture items;

c) Purchase of stationery and other petty items (excluding those covered under Fixed Stationery Allowance).

This list is indicative and suggestions may be given to add more items/services to this list.

LSG/HSG-II/HSG-I Incharges of the HOs/SOs/HROs/SROs and Sub Divisional Heads shall maintain a petty register and ensure that vouchers are properly defaced as “PAID” (where already paid) and countersigned on the bill. A scanned copy of the bills/vouchers shall be forwarded to the Divisional Head through email on the very date of incurring such expenditure. Further, a consolidated monthly statement along with supporting vouchers shall be submitted to the Divisional Head for final settlement. The Divisional Head will settles the bills accordingly and issue a formal sanction memo. In cases where the item/service has been procured on credit, the payment shall be made directly to the vendor. The accountability for the propriety of such expenditure shall rest with the Divisional Head under DFPR. On receipt of sanction, the LSG/HSG-II/HSG-I Incharges of the HOs/SOs/HROs/SROs and Sub Divisional Heads will make entry of such Sanction Memo in the petty cash register, which will also be inspected by the Inspecting Authorities during Inspection/visits.

This proposed arrangement does not involve delegation of sanctioning/financial powers to LSG/HSG-II/HSG-I Incharges of the HOs/SOs/HROs/SROs and Sub Divisional Heads. The Divisional Head will continue to remain fully responsible for the correctness, regularity and propriety of expenditure.

This arrangement will enable all field offices to meet contingent needs promptly, reduce paperwork, and provide a transparent mechanism for emergency expenditure, while ensuring that propriety and sanctioning authority remain vested with the Divisional Heads.

The Circles are requested to provide their suggestions/inputs/comments in this regard (including items/service, which could be made the part of the list) for further examination of the proposal, latest by 28.10.2025 at email pe1sectiondte@gmail.com/ adgest1t@indiapost.gov.in.

This issues with the approval of Competent Authority.

Ydigitailyliqiyed by

Prabha Sharma

Date: 14-10-2025

15:00:34

(Prabha Sharma)

Asst. Director General (PE-I)

Tele: 011-2304 4822

Copy to:

CGM (PLI), PLI Directorate and CGM (Parcel & CCS), Parcel & CCS Directorate - with request to provide their suggestions/comments on the abovesaid proposal please latest by 28.10.2025 at email pe1sectiondte@gmail.com/ adgest1t@indiapost.gov.in.

DOP Directorate OM No. Q-25/31/2025-PE-I-DOP dated 14/10/2025