1. BANKING OPERATION
DAY -2 SESSION-1
Critical documents in government banking

2. REGISTRATION OF DDO
Why registration?
Documents required
 Request by outgoing DDO for cancellation of his/her signatures
and recording of incoming DDO’s signature
 NIC of incoming DDO
 Reports of charge taking over /handing over
 Number of DDO issued by the Accountant General/Department
 Transfer/Retirement Order
 Specimen Signature card duly filled in.
 Preferably case should be forwarded by outgoing DDO. However
if he is not available or it is a new project then case should be
forwarded by Admin/Head of the department
 All documents should preferably be attested by outgoing officers
otherwise by any of the officer whose signature are already
registered with us

3. ISSUANCE OF CASHIER’S CARD
 DDO’s letter authorizing his representative to collect
cash on his behalf
 Authentication/attestation of Signatures by DDO
 Attested copy of CNIC
 Office Order
 Authentication of signatures and photograph by DDO on
cashier card
 Allotting of running Sr. No. to the card by SBP office
 Pasting of signatures in the prescribed register
 Inscribing of signatures/initials by the Incharge of PAD
on the card
 Delivery of the card to same person against proper
acknowledgment under his signatures

4. SPECIMEN SIGNATURE CARDS
Importance
 Signature is a graphic identity
 Signature is acceptance and consent to the contents of
document
 Signature on the cheque are most important feature to make
the cheque valid or forged
 If a bank pays out on the basis of a forged signature on a
cheque, it does so without its customer’s mandate
 Forgery does not provide protection to the banker
 Spotting a forged signature can save you from bank fraud

5. SPECIMEN SIGNATURE CARDS……
BD Manual Para 389 and FTR 172
Maintenance
 As and when any officer is authorized to draw funds, he will
submit three duly attested specimen signatures to the bank.
 Signatures should be attested by officer known to the bank
 Signature of attesting officer must be verified from Bank’s
record
 In case signatures are on sheet except forwarding letter than
sheet may also be signed by forwarding officer
 Immediate updating in Image Management Module
 Arranging Department wise
 Annual verification

7. SPECIMEN SIGNATURE CARDS……
Cancelation
 On request of cancelation first verify the request
 Manual cancellation by ACM with date and time of
cancellation
‘ signatures are cancelled vide letter
No.........dated.........with effect from……....but
cheques signed before ……are valid till ……..”
 Cancellation in IMM
 Immediate intimation to Passing Officers
 Removal of cancelled SS Cards from Current
cards

9. ISSUES
• Only for receipt purpose
• Drawer for other account
Irrelevant signature
• Authorization from future date
• Passing instruments after expiry
Expiry/authorization
• Treatment to signatories not confirmedAnnual confirmation
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10. CHEQUE BOOK CONTROLS
Cheque Book Intimation
BD Manual Para 391 and FTR 151:
 whenever new cheque book is brought into use the
number of cheque book and serial number of cheques
are to be intimated by Drawing Officer
 Verification of signature of DO from Bank Record
 Immediate entry of cheque book intimation in Cheque
Series Advice available in the system and authorization
thereof
 No Cheque should be accepted for payment if series not
intimated by DO

12. STOP NOTICES
 A stop payment notice is a specific direction given
by the cheque signatory officer to the bank on
which that cheque was drawn requiring it to refuse
to pay the cheque when presented
 This mechanism maybe used to protect the
interests of both the Government and the payee; for
example, where a cheque is not received by the
payee, or is lost orstolen

13. STOPPAGE FOR PAYMENT…..
 Request over telephone for stopping cheques require the
confirmation of the drawer in writing. However a caution
should be exercised in the matter of payment of such a
bill/ Cheque by recording stoppage in Globus system, If it
presented Chief Manager will exercise his discretion
whether to pay it or not. If it is not paid the Cheque will be
returned under the objection ‘Drawer’s confirmation
required Present on ---------’
 If cheque whose payment has been stopped is presented
same may be returned by writing across the cheque the
words “Payment Stopped”(FTR 156)
 Removal of stoppage through Globus Report “Stop
Cheque” (As per policy)

14. STOPPAGE FOR PAYMENT
 Request from Drawer in writing will be received in CR &D
 The date as well as time at which the notice is received at the
office will be stamped on the Notice.
 Verification of Signature of DO by AO/ACM
 Checking of Payment status
 Marking of stop payment on schedule
 Entry in system and authorization for stopping by ACM/Unit
Incharge
 Information to drawer regarding stoppage or otherwise
 Information to all officials of Unit
 Issuance of NPC if required

15. STOPPAGE FOR PAYMENT
Request f drawer
Verification of
request
Payment status
Marking in
schedule and
system
NPC
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16. REMOVAL OF STOPPAGE
 Stop Payment marked in the Globus will be removed by
the Assistant Chief Manager/Unit In charge and
authorized by the Divisional Head.
 Stop Payment in respect of Loss of Blank Cheques will
be processed in terms of Para 398 of B.D. Manual
provided Stop Payment, once marked in the system will
remain intact and not needed to be removed from the
system.