Chapter 1

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+--------------------------------------------------------------+ | Transcriber's Note: | | | | Inconsistent hyphenation in the original document has been | | preserved. | | | | Obvious typographical errors have been corrected in this | | text. For a complete list, please see the end of this | | document. | | | +--------------------------------------------------------------+

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GENERAL INSTRUCTIONS

FOR THE GUIDANCE OF

POST OFFICE INSPECTORS

IN THE

DOMINION OF CANADA.

CONTENTS.

PAGE. 1. General Instructions, 3

2. Arrangement of Papers, 9

3. Books and Records, 10

4. Returns to the Department at Ottawa, 12

5. Salaries and Allowances, 15

6. New Post Offices, 18

7. Mail Arrangements, 19

8. Mail Service, 19

9. Establishment of New Routes or Alteration in Routes already in operation, 20

10. Contracts for Mail Service, 21

11. Bonds, 23

12. Railway Mail Service, 24

13. Circulation or Distribution, 26

14. Travelling, 27

15. Cases of Loss or Abstraction, 28

16. Arrears and Outstanding Accounts, 32

17. Conclusion, 33

I.

GENERAL INSTRUCTIONS.

1. You are required personally to superintend the performance of the routine work of your office and see that it is properly done.

2. This routine work should be suitably and fairly apportioned amongst your clerks--each clerk (under your superintendence) being responsible for the duty assigned to him. You will, after fair warning, report to the Postmaster General any clerk who fails correctly and efficiently to perform this duty.

3. Carefully superintend the working of the Department in all its branches within the limits of your Division. As however, it is important, that the operations of the Department should be carried on under one uniform plan throughout the Dominion, do not make any alterations in the system of doing the work without the permission first obtained of the Postmaster General.

4. Endeavor to instil into all persons connected with the Department in your Division the importance of a harmonious working together for the good of the Service, and of each, in his own sphere, performing the duties assigned to him in an intelligent and thorough manner.

5. All letters received on official business should be carefully and promptly attended to.

6. All matters referred to you from the Department at Ottawa should be disposed of with the least possible delay.

7. Provision should be made for the performance of the ordinary routine work of your office when you are absent, under the superintendence of your senior clerk.

8. No portion of your work should be allowed to fall into arrear; If it should do so, however, from circumstances beyond your control, you will at once report the fact to the Postmaster General.

9. See that the Time Bills and Mail Transfer Receipts are properly examined and fyled away every day. A separate pigeon hole should be provided for each set of Time Bills and Transfer Receipts, the pigeon holes being arranged and labelled in alphabetical order.

10. When fines should, in your opinion, be imposed upon Railway Mail Clerks, Clerks in City Offices, and other officers in the employ of the Department--full particulars of each case should be communicated to the Postmaster General, and his authority for the imposition of the fine obtained.

11. Make once in every three months a regular and thorough inspection of all the details of account and general business in each City Post Office in your Division--without any pre-arranged date or notice of the time at which such inspection will be made.

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.

12. See that all errors and irregularities are reported to you by the Postmaster or Railway Mail Clerk by whom observed, and that prompt steps are taken for their correction.

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

13. Investigate thoroughly all cases of complaint. Obtain a clear statement of the charges made, and of the facts which can be proved in support of these charges, and from these facts draw your conclusions.

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

14. In making investigations bear in mind that any person who haw been detected in one dishonest act may probably have been guilty of other dishonest acts, and that your enquiry should therefore cover, not only the particular case under investigation, but other irregular or fraudulent proceedings, which it is possible may have been committed by the party suspected. This point should be particularly remembered in regard to offices transacting Money Order and Savings Bank business.

15. You have authority, for the purpose of any official enquiry or investigation it may be your duty to make, to apply to any Judge of the Superior or Exchequer Court of Canada, or of the Superior Court of the Province of Quebec, or of any one of the Superior Courts of either of the Provinces, or to any Judge or Stipendiary Magistrate in and for the Territories, for an order that a subpoena be issued from the Court or Magistrate, commanding any person therein named to appear before you at the time and place mentioned in the subpoena, and then and there to testify to all matters within his knowledge, and (if so required) to produce any document or thing he may have in his possession relative to such enquiry or investigation. And any witness may be summoned from any part of Canada, within or without the ordinary jurisdiction of the Court. Judge, or Magistrate issuing the subpoena,--any reasonable travelling expenses being tendered to any witness so subpoened at the time of such service. And any person thus summoned who may neglect or refuse to appear, or refuse to give evidence or to produce the papers demanded of him, may, by order of the Court, Judge or Magistrate who issued the subpoena, be taken into custody and imprisoned in the common gaol of the locality, as for contempt of Court, for a period not exceeding fourteen (14) days.

16. You have also authority to examine any person on oath or affirmation on any matter pertinent to any investigation you may make; and such oath or affirmation may be administered by you to any person you may so desire to examine.

17. You and any officer under you having the rank of Assistant P.O. Inspector, have authority to require any Postmaster or Assistant Postmaster in any Post Offices, Mail Contractor or other person in the employment or service of, or undertaking to perform any duty or work for the Post Office Department, to make and sign an oath or declaration in the following form, or to a like effect.--

I (_insert the name of the person and the capacity in which he is employed in or by the Post Office_) do solemnly and sincerely promise and swear, (or declare _if the person is one entitled to declare instead of_ taking an oath in civil cases), 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.

_______________________________________________ Signature of person taking oath or declaration.

The oath (_or_ declaration) was ___________ (sworn _or_ made) and subscribed before me, the ____________ day of ____________ 187__.

______________________________________________________ Signature of P.O. Inspector, or Asst. P.O. Inspector, as the case may be.

18. When a formal investigation is necessary, always give due notice to the complainant or complainants, and the party or parties complained against, of the time and place at which the investigation will be held.

19. In your reports to the Postmaster General of the result of an investigation, state whether the enquiry made was personal or _by_ correspondence. State also clearly in the proper order all the facts bearing on the case, and the conclusions which these facts appear to justify.

20. In reporting on cases of a confidential character, in which it is not desirable that the facts should be made public, mark the word "confidential" both on the report and on the cover in which it is transmitted.

21. In all reports in which a previous report is referred to, state in addition to the number and date of the report referred to, its general purport.

22. In all reports Post Offices should be called by their official names, and not by the name by which they may be known in the locality. This rule applies especially to the Maritime Provinces.

23. It is desirable that you should make yourself acquainted, as far as may be practicable, with the general character and financial standing of each Postmaster in your Division who has charge of Money Order or Savings Bank duties; and in any case where you have reason for suspecting the possibility of irregular practices, or a disposition to withhold--even for short periods--Post Office monies, a confidential report should be made to the Postmaster General, in order that a close supervision may be kept by the Superintendent on the returns and remittances received from such Postmasters.

24. In cases of doubt always ask for instructions from the Postmaster General--by letter, if time permits; if not, by telegraph.

25. When absolutely necessary, make use of the telegraph, compressing your message into as few words as are consistent with clearness of meaning. Do not, however, use the telegraph in cases where a letter will answer all the purposes required.

26. Observe in all matters connected with the Department as strict an economy as is consistent with the efficient performance of the Service. Do not in any case recommend additional expenditure unless the circumstances appear fully to justify it.

27. No outlay, whether for alteration in a Mail Service, or for repairs, improvements or fittings, must be incurred without the specific authority first obtained of the Postmaster General.

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.

28. No person must be employed, even in a temporary capacity, without the sanction of the Postmaster General previously obtained.

29. Furnish full particulars of any changes, especially of distribution, to the Inspectors of other Divisions which may be affected in any way by these changes, and cordially co-operate with them in the consideration and carrying out of any improvements which may generally benefit the Service.

30. Make yourself thoroughly conversant with all Acts of the Dominion Parliament relating in any way to the Post Office Service, and with all regulations relating to the Post Office Department, as well as with all details connected with its operation.

31. You have authority when you find it necessary to suspend a Postmaster, Clerk, or any other employé in your Division.

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

32. When it is noticed that Postage Stamps attached to letters or other postal matter frequently fall off, or if it should be found that the stamps are insufficiently gummed or badly perforated, the fact should be reported to the Postmaster General, the name of the office at which the posting took place being given.

33. In closing a Post Office, or in transferring a Post Office to a newly appointed Postmaster, always see that the accounts are made up to the day of closing or transfer; and that the balance due thereon is paid and _deposited in the Bank to the credit of the Postmaster General_. The assumption by an incoming Postmaster of a balance due by his predecessor is objectionable. The amount due from the out-going Postmaster should, in all cases, be deposited as above, to the credit of the Postmaster General.

34. Except in very special cases, the opening and closing of offices should take effect on the first day of each month.

35. In the case of the transfer of a Money Order Office, the Transfer Receipt should be sent to the Superintendent of the Money Order Branch, at Ottawa, by the first mail after the transfer takes effect.

36. Immoral publications and other articles, the transmission of which through the mail are prohibited--and which are sent to you by the Railway Mail Clerks in your Division--should be at once forwarded to the Postmaster General.

37. All forms, books, stationery, &c., required for your office must be applied for by requisition to the Postmaster General in accordance with the Instructions contained in the Catalogue of articles in stock in the Printing and Supply Branch of the Department, a copy of which has been furnished to you.

38. If any of the Regulations laid down in these instructions cannot be carried out in your Division, you will make a confidential report to the Postmaster General, stating the reasons why this cannot be done.

II.

ARRANGEMENT OF PAPERS.

1. All papers and correspondence referring to the same case should be kept together.

2. No letters or papers should be put away until the matter to which they refer is finally disposed of.

3. Separate pigeon-holes should be provided for all papers and letters according to their classification, so that when required they can be readily found.

4. The following classification is recommended:

_For Papers not finally disposed of._

1. Papers in reference to applications for new Post Offices. 2. do. Postmasters' Bonds for execution. 3. do. Applications for alterations in Mail Routes. 4. do. Railway Mail Service. 5. do. Advertisement of Mail Contracts. 6. do. Execution of Mail Contracts. 7. do. Arrears due from Postmasters and ex-Postmasters. 8. do. Cases of supposed loss of or abstractions from Letters. 9. do. Distribution. 10. do. Matters requiring personal enquiry. 11. Letters from Secretary awaiting answers. 12. do. Postmasters, Contractors and the Public awaiting answers.

_For Papers finally disposed of._

1. Mail Contracts in force alphabetically arranged. 2. Mails Contracts terminated alphabetically arranged. 3. Postmasters' Bonds in force do. 4. do. terminated do. 5. Letters from Secretary arranged according to number. 6. Letters from Post Office Department not numbered. 7. do. Post Office Inspectors. 8. do. Postmasters, Contractors and the Public alphabetically arranged, there being a separate pigeon-hole for each letter of the alphabet. 9. Papers in reference to cases of actual losses of or abstractions from letters. 10. do. Cases of supposed losses of or abstractions, in which the enquiry instituted shows that no actual loss or abstraction occurred. 11. do. Accounts included in monthly requisitions. 12. do. Arrears due from Postmasters. 13. do. Railway Mail Service. 14. do. Distribution.

III.

BOOKS AND RECORDS.

1. The books to be kept are as follows:--

1. Book for press copies of reports to the Postmaster General.

2. Book for press copies of such other letters, &c., as it may be necessary to copy.

3. Record of letters and references from the Secretary.

4. Record of applications for lost letters, &c.

5. Record of actual losses of letters and abstractions of articles of value from letters.

6. Journal of travel and proceedings (forms bound up.)

7. Conduct Return Book (press copies).

8. Order Book for instructions to Railway Mail Clerks, in which should be entered the address of each clerk.

9. Book for recording number of miles travelled by Railway Mail Clerks.

10. Record of errors made by Railway Mail Clerks, as shown by labels on packages which they have made up, and which should be forwarded to you by the Mail Clerks or Postmasters by whom opened, as also of other errors made by Railway Mail Clerks reported to you.

11. Record of Mail Contracts.

12. Record of Postmaster's Bonds.

13. Record of dates of expiration of Contract.

14. Variation of Expenditure Book.

15. Record of transfer of offices.

16. Salary Pay List Book.

17. Contractors Pay Book.

18. Book for the Record of Requisitions to the Postmaster General for payment of travelling charges and all other official expenses, with the exception of salaries and Mail Services.

19. Arrears Book.

20. Register of Employés attached to your office, including Railway Mail Clerks in your Division, or under your superintendence. In the book a page should be devoted to each employé, in which should be recorded name, date, and place of birth, religion, class, salary, date of promotion, increase of salary, transfer, suspension, cases in which the employé has received special commendation or censure, date of resignation or removal, or any other particular of which it is desirable a memorandum should be kept.

21. Cash Book for entry of all monies received on P.O. account, with manner of disposal thereof.

22. Money Order Cheque Book.

23. Pass Book in which to record all Registered Letters despatched.

24. Order Book with margin to be used in all cases when an order is given for any article required for official use.

25. Telegraph Books with margin, on which should be recorded copies of all telegraphs sent on official business.

26. Corresponding Offices Book shewing name of Office with which each Office in your Division exchanges direct mails.

27. Book for recording changes in distribution.

28. Book for daily entry of Time Bills on ordinary mail routes.

29. Record of new offices established, of old offices closed, and changes in names of offices.

30. Book for requisitions for printing and stationery, (blank forms bound up.)

31. Guard Book for copies of notices inviting tenders for contracts.

32. Guard Book for Department orders and circulars.

33. Guard Book for Time Bills of Railways, &c.

2. It is very necessary that entries of all transactions should be promptly made in the books provided for their record. The keeping of memoranda on pieces of paper, or trusting to memory in such matters is very objectionable.

3. All printing and binding required both by your own office and city or other offices must be done on requisition to the Department, at Ottawa.

4. Further, all stationery required, both by your own and city or other offices, must be obtained by requisition in the proper form to the Postmaster General. The number of the articles, as shown by the official catalogue, being in all cases given.

IV.

RETURNS TO BE MADE TO THE DEPARTMENT AT OTTAWA.

1. _The Returns required_ by the Department at Ottawa should be rendered punctually, as follows:

2. _Pay Lists for salaries_ to be forwarded so as to reach Ottawa not later than the 23rd of each month. Should any fines be imposed or stoppage of pay take place after the list has been despatched, the fact should be communicated to the Postmaster General by telegraph.

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.

3. _Pay Lists for Mail Services_, accompanied by the necessary receipts or vouchers, to be transmitted on the last day of each quarter, and to include all services performed during the quarter. If the exact amount due to a contractor cannot be ascertained, the service should be entered in the proper place, and the figures left blank. The voucher in such case should be transmitted to the Accountant as soon afterwards as possible. The figure columns in the pay list should always be added up, and the total entered in ink. The distances entered in the vouchers or receipts for Mail Services should, agree with the distances entered in the variation returns.

4. _Return of Variations in the Mail Service expenditure_ to be transmitted on the last day of each month, and to include all new contracts and Mail Services, all renewals and transfers of existing contracts, and all variations in Mail Service taking effect during the month.

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.

5. _Return of new Post routes established and of Post routes discontinued_ to be transmitted not later than the seventh day of each month, and to include all such changes in Mail Services taking effect during the previous month.

6. _Return of New Post Offices established, Post Offices closed, and changes of Names in Post Offices_, to be transmitted not later than the seventh day of each month, and to include all operations under this head up to the first day of the month on which the return is sent in, inclusive.

7. _Weekly Journals of Railway Mail Clerks_ in your Division to be transmitted every Tuesday morning.