Read Ebook: General Instructions for the Guidance of Post Office Inspectors in the Dominion of Canada by Campbell Alexander

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PAGE. 1. General Instructions, 3

GENERAL INSTRUCTIONS.

The inspection should, however, take place on the 1st of a month, so that the Accountant may be able to verify from your report the entries in the accounts of the Postmaster for the month preceding.

In making these inspections you must verify the Stamp Account of the office--personally count the stock on hand, and see that it agrees with the amount stated in the Postmasters' Stamp Account, made up to the last day of the month, to which account you should attach your signature.

Satisfy yourself that all other items of revenue, such as postage on unpaid matter, on insufficiently paid matter and on newspapers, also rent of boxes, and drawers, &c, are duly brought to account.

Certify to the numbers of both boxes and drawers rented at the time of your inspection.

Investigate the state of the Money Order and Savings Bank business, and see that the regulations and instructions are closely adhered to.

Enquire into the conduct and efficiency of each person employed.

See that all the work of the Letter Carrier's Branch is promptly and accurately performed. That all the Carriers are supplied with and wear uniforms. That an account is kept by the Postmaster of the cost thereof, and that the outlay incurred does not exceed the amount allowed by the Postmaster General.

Forward to the Postmaster General the result of your inspection as promptly as possible, giving clear and full information on the several points enquired into.

Irregularities of whatever kind should be promptly enquired into and corrected; if overlooked they have always a tendency to increase.

In cases where the evidence is conflicting, the characters and antecedents of the parties concerned may probably be important elements for consideration.

I do solemnly and sincerely promise and swear, , that I will faithfully perform all the duties required of me by my employment in the service of the Post Office, and will abstain from everything forbidden by the laws for the establishment and government of the Post Office Department in Canada, so help me God.

In every case application for this authority must be accompanied by a full description of the work to be done, and an estimate of the probable expenditure involved.

All the circumstances, however, should be at once reported to the Postmaster General.

ARRANGEMENT OF PAPERS.

BOOKS AND RECORDS.

RETURNS TO BE MADE TO THE DEPARTMENT AT OTTAWA.

In every case in which a new name appears on the pay list, or in which there has been any fine or alteration of salary, the number and date of the letter conveying the Postmaster General's authority therefor must be written at the foot of the list.

As cheques are issued to the contractors on the entries in the pay lists and variation returns, it is necessary that they should be correct in every particular, and that both names and figures should be distinctly written.

Trademen's accounts should be included in the requisition made for the last month in each quarter. All outstanding accounts should be included in the requisition for the last month in each quarter, as it is very objectionable that accounts for expenses incurred in one quarter should be included in the requisition made for any following quarter.

The vouchers for travelling expenses claimed by officers not entitled to a per diem allowance, should bear your certificate that the amount claimed is the amount of the actual expenses incurred.

The vouchers for telegraph accounts should bear your certificate that all the telegrams charged for have been sent and received on official business.

All accounts for advertising must be accompanied by copies of the advertisement for which the accounts are rendered.

In making out the requisition the accounts should be entered according to their amounts, the largest amount being entered first, and the smallest amount last.

The accounts should be numbered consecutively in the above order on the back.

The number on each account should correspond with the number of its entry in the requisition.

The accounts and vouchers themselves should be placed and forwarded in the order in which entered.

It is very important that the cheques received in payment of accounts should be promptly acknowledged by returning the form sent with them, and that when paid the vouchers should be always returned with the printed letter of advice, in the same order in which entered in the requisition, so that they can be readily checked.

Accompanying these Bills should be sent a memorandum of all changes made during the past month in the Bills used.

This return should include all cases of loss or abstraction occurring within the year ended the 30th June last past, as well as all such cases occurring at the end of the preceding year as it may not have been possible to include that year's return.

Each case should be entered in order according to the date on which the letter was posted. The Return should be divided into two parts.

The first part should include only Registered Letters, the cases of entire loss of the letter being entered separately from cases of abstraction of the contents of the letter.

The second part should include only unregistered letters, the cases of loss being also entered separately from the cases of abstraction.

This return should be very carefully prepared. It constitutes the material from which the annual statement for Parliament has to be compiled, and the explanations given under the head of "Result of Proceedings" should be such as fully to justify every step taken during and subsequent to the investigations instituted.

The services in this return to be entered alphabetically and to be classified according to frequency of service, the distances between the termini of the several routes also, to be accurately stated. Suspended winter services to be given as a supplement.

SALARIES AND ALLOWANCES.

The amount of remuneration should be regulated according to,--

Ordinary Letters, Registered Letters, Postal Cards, Newspapers, Books and Parcels, &c.

It must be clearly understood that in the above must not be included the matter posted, or delivered, at the office to which the allowance forward duty is proposed to be made.

In no case, however, should the allowance for forward duty excel 12 per cent. of the revenue of the offices--the correspondence for and from which is distributed.

Annual Revenue. Annual Allowance.

Over $ 800 and up to ,200 $ 40 00 " 1,200 " 1,600 60 00 " 1,600 " 2,000 80 00 " 2,000 " 3,000 120 00

and so on, the allowance increasing per annum for every ,000 or fraction of ,000 of yearly Revenue. No allowance for rent is made at offices where the Revenue is loss than 0 per annum.

In the 2nd, 3rd and 4th classes, the Clerks receive the lower salary on appointment or promotion with an increase of each year, until the higher salary is attained.

In the first class there is no annual increase, the salary which is fixed by the Postmaster General in each case, having regard to the merits and services of the Clerks and the relative importance of the duty entrusted to them.

NEW POST OFFICES.

MAIL ARRANGEMENTS.

When a packet is sent as above, it should be accompanied by a Letter Bill containing at foot an acknowledgment for registered letters. This acknowledgment should be filled up by the receiving office and returned to the despatching office by the first post.

MAIL SERVICE.

On the outlying routes, where the mails are exposed to the weather, waterproof canvass bags should be used.

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