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 : : Legal Framework
2009-01-01 00:00:00  Print Version



Ukrainian State Enterprise of Posts Ukrposhta

Ukrainian State Enterprise of Posts Ukrposhta

 

 

ORDER No 211

Kyiv

 

12 May 2006

 

On approval and coming into affect

of the procedure on sending of postal items

 

In order to improve technological processes of provision of postal services based on IT technologies, enhancing reliability of postal network, trust to it on part of postal services customers, revision of regulatory framework,

 

I give the order:

 

1. to approve the Procedure of postal items sending (new wording), (hereinafter referred to as - Procedure) enclosed.

2. to enforce the Procedure dd.01.07.2006.

3. The Marketing Deputy Director General Mr. Ruzhitskiy P.A. is to arrange production of required number of issues of the Procedure and provide it to the regional branches of USEP Ukrposhta till 01.06.2008.

4. For the directors of branches:

4.1. to arrange in their subordinate postal facilities the study of the Procedure by the employees dealing with acceptance, handling, transportation and delivery (hand-over) of postal items as well as by the employees dealing with monitoring. Once training is completed the reports have to be received from the said employees till 29.06.2006.

4.2. to insure continuous control over observance of the requirements of the Procedure.

5. for Services Technology Department Head Mrs. Serednytska T.Y. to revise technological charts on services of postal items dispatch in accordance with the provisions of the Procedure till 29.06.2006.

6. to consider null and void the Orders of USEP Ukrposhta:

dd. 31.10.2001 No 445 On approval and coming into effect of the Procedure on postal items dispatch;

dd. 07.05.2003 No 172 On introduction of changes and addenda to the Order dd. 31.10.2001 No 445;

dd. 25.02.2005 No 47 On introduction of changes and addenda to the Order dd. 31.10.2001 No 445;

dd. 27.07.2005 No 232 On introduction of changes to the Order dd. 31.10.2001 No 445;

dd. 05.12.2003 No 472 On approval and coming into effect of Provisionary procedure of postal facilities operation in conditions of implementation of ASRK-RP System for recording and controlling of registered mail dispatch;

dd. 26.04.2004 No 187 On introduction of changes and addenda to the Order dd. 05.12.2003 No 472;

dd. 31.12.2004 No 600 On introduction of changes and addenda to the Order of USEP Ukrposhta dd. 05.12.2003 no 472;

dd. 17.04.2003 No 139 On approval and coming into effect of the Instructions;

dd. 20.05.2004 No 230 On introduction of changes and addenda to the Instructions;

dd. 28.07.2004 No 334 On approval and coming into effect of the Technology of handling, customs clearance and delivery (hand-over) of grouped postal items with the sign Consignment;

dd. 21.09.2005 No 310 On introduction of changes and addenda to the Order of USEP Ukrposhta dd. 28.07.2004 No 334;

dd. 13.07.2005 No 215 On preparations for the implementation of airmail items (priority);

7. to cancel the validity of the part 5 of the point 1.2 and the sentence of the second point 1.3 of the Order dd. 24.01.2003 No 23 On procedure of sealing up.

8. to entrust The Deputy Director General on technical matters Mr. Moroz V.M. and Postal Services Technology Director Mrs. Ratnykova with the control over completion of the Order.

 

 

Volodymyr Bezruchenko

Acting Director General

 

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The Order shall be filed, sent to the branches of USEP Ukrposhta, directors in different fields and their deputies, services and the headquarters departments, Deputy Director Assistant.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Chapter 3.6. Cash-on-Delivery Postal Items

 

3.6.2. For each letter (wrapper) with declared value to be sent as cash-on-delivery (COD), the sender shall fill out the form of the money order f. 113 that has a diagonal strip of rich yellow colour.

For the COD parcel, there is filled out the mixed form f. 117 (form of accompanying address along with money order form with a diagonal strip of rich yellow colour). If at the request of the sender funds are to be transferred by electronic money order, then he/she is to fill out the form

f. 115 (Figure 43).

3.6.3. In the event of dispatch abroad of COD postal items the forms of international COD money orders TFP3 (Figure 44) are used for drawing-up COD money orders.

3.6.4. On the face side of all parts of the form f. 113, f.115, TFP3 the sender of the postal item fills out the required data provided for in this form.

The address and title of the recipient of the COD amount specified in the money order shall accurately correspond to the return address and name of the sender of the postal item.

 

3.6.5. At acceptance of COD postal items the postal worker checks whether the COD amount does not exceed the declared value amount of the postal item, the correctness of completion of COD money order and compliance of the data indicated on it with the inscription on the postal item.

3.6.6. After drawing-up of the postal item the postal worker indicates in respective side of the money order form f. 113, f.115 the number of the item and the date of acceptance of postal item.

The COD money order is not stamped. After the acceptance of the letter (wrapper) with declared value the COD money order form shall be attached to the cover of the postal item so that to rule out the possibility for it to get lost at dispatch. If the wrapper in plastic is accepted, COD money order form is put under the cover of the postal item.

3.6.7. In the event of reception of the postal item without form of COD money order the postal facility of destination is to fill out a new money order form in accordance with the data specified on the postal item. At the completion of a new COD money order form addressed to the mail order company on the face side of the coupon the number of the order is bound to de indicated.

In the notification f. 22 about arrival of the COD letter (wrapper) with declared value, it is necessary to indicate the COD amount, money order dispatch amount, place of acceptance.

3.6.8. Before the delivery to the addressee of the COD item, data specified on the item cover and on COD money order are reconciled; it is checked whether all necessary data are indicated in the specific side of the COD money order form, and in the event of the absence of any data they shall be indicated by the postal worker that delivers the postal item.

3.6.9. The COD wrapper with declared value in plastic shall be open in the presence of the recipient, COD money order form is taken out, the latter is checked and in case of necessity it shall be given final make-up.

3.6.10. At delivery of the COD item the postal worker that delivered COD postal item, indicates on the face side of the coupon of COD money order f. 113 the date of the delivery of the postal item, puts his/her signature and applies the date-stamp.

3.6.11. If at the request of the recipient the COD amount is transferred by electronic money order, the data on the postal item for which COD amount is sent, is indicated in the line for the written notification. For instance: COD for the parcel Lutsk 5 No 43005 0004839 8 dd.30.01.2006 for Kalinichenko of the amount of 10.

3.6.12. The COD money orders shall be accepted and drawn up in the same way as the ordinary money orders, but hereby the correctness of completion of the specific side of the COD money order form is checked, availability of signature of the postal worker that delivered the COD postal item and the availability of imprint of the date stamp. If the COD is transferred by electronic transfer, then they check the information for which postal item it is transferred, its number and the date of acceptance, its addressee. The settlement document is delivered to the recipient of the COD postal item. On the back side of the notification related to the COD delivered item the sign is made on the date of posting of the COD money order with specification of its number.

3.6.13. If the same recipient is delivered at a time five or more of COD postal items, COD money orders are allowed to be handed over to the work place of the acceptance of money orders in accordance with the list f. 103 to be drawn-up by the recipient or postal worker for the payment in accordance with established rates. The list is attached to one of the notifications on delivered COD postal item, on other notifications the sign is applied about the money order number with the reference to the notification number according to the list.

 

6.2. End of operational day

 

6.2.1. The workers who accepted the registered postal items with the use of receipts are bound to sum up accepted postal items in receipts and write down:

 

g) on the copy of the last on this day (shift) completed receipt in the book f.5 the number of the accepted within the day postal money orders (in figures), the amount of accepted money orders and the amount of the payment separately in cash and by way of settlement documents (in figures and letters).

The sum-ups are entered and signed by the worker that carried out acceptance of postal items in ink or with pen.

The postal office (process area, section) head or its deputy checks and signs the sum-ups. If in the post office one manager works, then he carries out summing-up in person.

The cash and settlement documents received within the working day (shift) for provided services of acceptance of postal items, postal money orders, sales of goods, acceptance of payments etc. shall be delivered by the workers to the cash desk of the postal facility under the signature in the cash desk statement f. 42. .

 

6.2.4. At the end of the working day (shift) the postal worker draws up the report on movement of accepted and dispatched postal items, postal money orders that he attaches to the way bills f. 16, registers f. 11: ..

 

b) in postal facilities non-equipped with ARM VZ(automated work place of post office), the postal worker sums up the movement of postal items, postal money orders for the operational day (shift) according to the way bills f. 16, registers f. 11, notifications on delivered postal items. Doing so, the number of postal items, money orders available at the beginning of the working day (shift), those that arrived during the working day (shift), delivered (handed-over), forwarded to destination (returned) is taken into account. The balance for the end of the working day (shift) is calculated.

 

For the convenience of the summing-up in the way bills f. 16, registers f.11 it is advisable to use the seals of this form and keep the records manually:

Balance for (date, month) __________________________________________________

It was received_____________________________________________________

It was delivered ______________________________________________________

It was forwarded to destination and returned __________________________________

The balance for (date, month) ______________________________________________

The balance is checked by______________________________________________

The sum-ups are effected for each type of items and are certified by the signatures of the worker of this working day and the worker that carried out monitoring.

The worker that carries out monitoring together with the postal worker reconcile the leftovers of postal items stocked in the stockroom and money order records based on the sum-ups of the day indicated in the report on movement of postal items, money orders.

At transfer of the leftovers of postal items, money orders between postal workers at the end of the working day (shift) the inscription is additionally made:

 

The leftover was delivered _______________________

(signature)

 

 

 

The leftover was accepted _______________________

(signature)

 

..

 

6.2.5. In postal facilities the operational documents for items dispatched, received, money orders for each working day (shift) are made up in set of the documents for day (shift), five days, 10 days, 15 days or a month, depending on the quantity of postal items and documents. ..

 

 

6.3.1. Verification of the movement and factual leftovers of postal items, postal money orders and other valuables

 

6.3.1.1. Daily verification of the movement and factual leftover of postal items, money orders and things are effected on each work place before the workers;

a) in main post offices, hubs (postal centers) by workers that are appointed by the Order of the main post office manager, hub (postal center).

b) in post offices (process areas, sections) - by post office (process area, section) heads, their deputies.

In main post offices, hubs (centers) and post offices (process areas, sections) with unfixed pattern of work, the movement and leftovers of postal items, money orders and things are checked separately for each shift.

6.3.1.2. Movement and leftovers of postal items, money orders and things are checked by reconciliation of expenses and proceeds documents.

Herein it is checked:

a) correctness of calculation and summing-up according to documents of received, arrived, dispatched and delivered postal items, money orders (things); compliance of leftovers of postal items, money orders and things, indicated in books and documents to the actual leftover;

b) availability of notifications on all delivered registered items and correctness of their drawing-up (availability of signatures of the recipients on reception of items, data of the presented document, and in specific cases powers of attorney, availability of the signature of the worker, that delivered the item);

b) timeliness of dispatch to its destination of notifications on delivery of postal items;

v) timeliness of dispatch of COD amounts, payments charged by the customs office;

The fact of verification is certified by the signature of the worker, that carries out monitoring, on each bundle of documents that he/she effected.

In the event of non-compliance of the number of accepted, received, dispatched or delivered postal items (things), money orders the urgent steps are taken as to clarifying the cause of the non-compliance.

 

 

 

 

 

6.3.3. Storage of production documentation

 

 

6.3.3.2. Documents of post offices (process areas, sections) for outbound postal money orders, registers f.10a, forms of paid money orders, lists f.103, the certificate on correction of massives; acts on cancellation of mistakenly effected transaction and cancellation of the service in case of rejection of the provided service on the part of the customer, acts (certificates) on cancellation of return of the surpluses in case of return of the surplus of the payment for the service to the customer; register of cash additional payments of advanced money orders accepted in accordance with settlement documents; the last X-report for the operational day; odd sheets f.55 according to which the report is accepted; statement of the services provided by the user at the expense of provided advances; floppy disk; cash desk certificates f.42 along with cash desk report are sent daily by service post packets to the main post office, hub (postal center) with the attachment to the way bill f.16.

Statements on pensions payment, welfare allowances (one-off payment orders) together with the registers f.B3-, report of B5- are sent at the end of the paying period.

Documents on inbound postal items (money orders) and duplicates of documents on inbound postal items drawn-up into the sets for the month in the first working day of the month following the month under review shall be sent to the main post office, hub (postal center).

Used check-strips PPO and the last used book OPO are stored in post office within 3 working days, and then they are sent to the main post office, hub (postal center) under the signature.

The receipt books ff.1, 47, 5, -2 following their complete usage are sent according to the inventory to the main post office, hub (postal center) to the worker responsible for their inventory, storage and delivery. ..

 

6.3.3.4. In the archives of main post offices, hubs (postal centers) the production documentation is stored on the shelves in special boxes or sorted in bundles according to months and post offices (process areas, sections, points).

In the event of availability in the structure of main post offices, hubs (postal centers) of kiosks, shops their documentation is also stored in the archives on shelves in special boxes or sorted in bundles according to months.

For all documents, stored in the archives of main post offices, hubs (postal centers), DTTP, area hub, CTTP, Center for treatment of mail, including documents relating to transfer operations, time of storage is set in accordance with the legislation.

In the course of destruction of documents the Act is drawn-up that is constantly stored in records of the post office.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

(inner sheets of f.55)

It was submitted for delivery

It was returned

Date, year

to whom (surname and name of the mailman); number of money orders, total (in figures); No of the statement (one-ff payment order); number of payments of pensions, welfare allowances, total (in figures); letters, declared value wrappers, parcels according to inbound references, number of government, international registered postal items, notifications f.22

signature of the mailman for the reception of money orders, statements (one-ff payment orders), postal items (number of each type in figures) and cash (in letters)

paid money orders, paid pensions, welfare allowances; notifications for delivered postal items (separately according to the type)

Unpaid money orders, undelivered letters, declared value wrappers, parcels for inbound references; unpaid pension, allowances according to the No of statement (one-off allowance) and amount; number of government, international registered postal items, notifications f.22

Signature for the completion of full payment with indication of return cash amount (in letters), date of the report, hours.

 

q-ty

 

No of the statement (on-off payment order)

Total amount

1

2

3

4

5

6

7

07.01.

2006

Mr. Chyzh L.M.

2 money orders 150-00

Money orders 2, notifications 3

1 m/order

5/06 8

50-00

1046-00

8/9 100-00

2/06 5 40-00

Hundred sixty UAH undelivered

10-30

5/06 8 1046-00

2/06 15 153-60

Insured wrapper 2, registered 2, notifications 5

2/06 10

21/06 8

113-60

34-90

21/06 2 20-00

insured letter No 3

postal items

 

21/06 10 54-90

And cash 1 thousand four hundred

 

1244-50

 

Report is delivered by

Mr. Chyzh

 

1404-50

Four UAH 50 kopecks

Received by Mr Chyzh

Insured registered 2

 

 

It is received by:

Mrs. Koltsova

07.01

2006

Mr. Gupalo G.S.

1 money order 100-00

Money order 1, notifications 3

1 m/order

1/06 4

100-00

160-00

1/06 2 100-00

 

Hundred fifty UAH

10-40

1/06 6 260-00

3/06 2 150-00

Insured letter, registered 3, notifications 7

3/06 2

4/06 4

150-00

1190-00

4/06 1 50-00

registered 1

undelivered postal items

 

4/06 4 1240-00

And cash 1 thousand seven hundred

 

1600-00

 

Report is delivered by Mr. Gupalo

 

1750-00

Fifty UAH are received by

Mr. Gupalo

insured letter 1

registered 2

 

 

It is received by:

Mrs. Koltsova

 

1 insured letter No 4

registered 3, notification 7

 

Notification 7

 

 

07.01.2006

15-00

 

 

 

 

 

 

 

 

Figure 23. Sample of the keeping of the book f.55

 

 

 

 

 

 

 

 



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