C R N

UCO BANK 33 /2009-10

(A Govt. of India Undertaking)
HONOURS YOUR TRUST
Head Office - 2 :
Deptt. of Information Technology Circular No.
3&4, DD Block ( Sector - ) CHO/DIT/03/2009-10
Salt Lake, Kolkata - 700 064 Dated : 12.05.2009

TO ALL BRANCHES /OFFICES IN INDIAN UNION :

Sub : Tallying/Reconciliation of Cash balance in ATM, ATM Cash Account and Cash
balances maintained at ATM Switch – Detailed guidelines

GIST AND ACTION POINTS

As per extant guidelines, branches have to ensure keeping the Cash

balances in ATMs tallied with ATM Cash account of GL. The ATM Switch
must also reflect the same balance as available in ATM. Detailed
guidelines/procedure is reiterated and all ATM owning branches are
advised to ensure keeping the cash tallied. Zonal Offices must ensure
surprise checks for ATM Cash at irregular intervals.

Branches are aware that there has been a sudden increase in ATM trans-
actions after implementation of directives issued by Reserve Bank of India
regarding not levying of any charges on cash withdrawal from any ATM by
card holder of other banks. As on date in addition to cards issued to customers
by our Bank, cards of other Banks under SBI, MITR, NFS network are also
being used at our bank’s ATMs. We have already issued suitable instructions
to all ATM owning branches reiterating that they must review the position of
cash in their ATMs and according to requirement ensure replenishment of
cash so that no ATM remains out of cash. We have also advised branches to
follow two ways strategy :

1. To increase Card base substantially : It will ultimately result in quantum

jump in CASA deposits as our customers shall have facility of using VISA
Debit cards for cash withdrawal and purchase of goods and services.

2. To increase use of our ATMs by card holders of other Banks residing in areas
of ATM owning branches by giving due publicity to RBI directives of N O
CHARGES FOR WITHDRAWAL FROM OUR ATMs BY
CARD HOLDERS OF ANY BANK. It will benefit the Bank as our
Bank shall be receiving
 such charges directly from other banks whose cards shall be used at our
ATMs (through MITR/SBI/NFS).
As per extant guidelines of the Bank, Cash available in ATM should be
tallied with ATM Cash Account of GL on daily basis as is being done for
Branch cash. Similarly, physical cash available in ATM must also tally with
cash balance at ATM Switch as the cash loaded in ATM is reported to
switch by ADMIN function and whenever any transaction occurs, the
balance at Switch is reduced and whenever cash is replenished in ATM,
the amount is increased by ADMIN function.
We are sure that all ATM Owning branches are strictly adhering to the
above and cash balance is kept fully tallied/reconciled on daily basis.
However, for ready reference, we mention below the detailed guidelines
regarding cash tallying and other related aspects:

For convenience of branches, we mention below various terms used for this
purpose :

1. Admin Card – is required to know the cash balances available in the

ATM at any point of time or to replenish cash in ATM. Branches must
ensure that Admin card is available with the concerned Officers and the
same is duly configured. For upcoming ATMs, the concerned base branch
should ensure to open two Savings Bank accounts in the names of ADMIN
ONE and ADMIN TWO with zero balance and debit freeze and send the
request for activation of the cards to Head Office, ATM CELL, through IRPS
(UCO Online) and ensure to get the cards configured as ADMIN Cards.
Branch must ensure that no staff card should be used as
A D M I N
Cards. The two Admin Cards are to be treated as Keys to the ATM to be
held by two officers and to be entered in a separate page of the Key Register
maintained for cash keys. Such cards are to be held one by the Manager/
ATM officer and the second by the Asstt Manager (Cash) or any other
arrangement made by Branch Head, depending upon the prevailing
condition of the branch against signature of the respective officers on the
said register. At the time of transfer/leave of concerned officer(s), same
procedure for handing over of such cards to an alternate officer is to be
followed as is being done in case of Cash Keys.

2. Journal Print – is available inside ATM where uptodate transactions

are recorded and it is also used as conclusive evidence regarding
transaction being successful or unsuccessful.
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3. ATM Cash Account of GL – for carrying out ATM transactions, this
account is available in GL. In case any branch has more than one ATM,
each ATM will have a separate ATM Cash Account. The Branch at the
time of loading of cash will pass the following entry/voucher :

Dr. : ATM CASH Account

Cr. : Cash in hand.

When our customer withdraws cash from our ATM, the system passes
the following entry :

Dr. : Customer’s Account

Cr. : ATM Cash Account

4. Daily reports received from FSS – these reports are sent by our
switch vendor M/s. Financial Software & Systems Pvt. Ltd. (FSS) to all
A T M
Owning branches as well as Card Issuing branches everyday by e-mail.
In case any branch is not receiving reports, they should immediately send
e-mail to operations@[Link] with a copy to [Link]@[Link]
requesting for the same or they may contact operations at FSS on
telephone number 044-22540251. In case of change of e-mail Id of any
branch, they should invariably inform FSS with a copy to us otherwise
reports shall not reach them. These reports are required to know status
of the transaction.

1. Reports of successful / unsuccessful transactions on our card on us

(US ON US)

2. Reports of successful / unsuccessful transactions on our card used

at SBI /MITR/NFS/VISA. (Our cards on them)

3. Reports of successful / unsuccessful transactions on their card (SBI

/MITR/NFS) used at our ATMs. (Their cards on us)

4. Report of transaction on our card used at POS terminals.

5. ATM CURRENCY BIN/CASSETTE :

Presently, all our ATMs have been provided with 4 Bins/Cassettes for
cash. However, only two Bins are in use. The other two BINs have been
kept as spare. The cash loading position for ATMs of different make/model

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 is as under :

For Die-bold ATMs : Cassette 1 for denominations of Rs.100/.

Cassette 2 for denominations of Rs.500/-.

For NCR ATMs : Cassette 2 for denominations of Rs.100/-

Cassette 3 for denominations of Rs.500/-.

For Wincor ATMs : Cassette 2 for denominations of Rs.100/-

Cassette 3 for denominations of Rs.500/-.

All ATM owning branches have to carry out ADMIN functionalities as

mentioned below and should tally physical cash available in ATM with
Switch Cash as well as with General Ledger Balance.

6. Purge Bin / Divert Bin :

Sometimes when any customer tries any transaction but cash is not taken
within stipulated time, the cash will be diverted to a separate Bin called
Purge/Divert Bin. Also, at the time of lodgement of the cash in the ATM,
upon performing ‘TEST CASH’, one note of each currency will be diverted
in this bin. The branch has to perform the REPLENISH function of the
ADMIN function in the ATM. The total cash available in Operative
Cassettes plus Cash in Divert/Purge Bin should be equal to Remaining
Balance and Remaining balance plus dispensed cash should be equal
to Total Cash of previous day.

If the cash in Divert Bin when added to the cash in cassettes is equal to Total
Cash, it implies that the cash at the ATM is tallied. However, if the cash in Divert
Bin is excess and the total cash is tallied even without adding this cash
available in Divert/Purge Bin, then the difference cash should be credited to
Sundry Creditors Account. Subsequently, upon receiving the complaint
from the concerned customer and verifying the same with Journal Print and
FSS reports and after being satisfied about the genuineness of customer
request, the branch should give credit to the customer’s account.

If the amount belongs to customer of the other Bank, the Base branch should
remit the amount to concerned Nodal Branch through Inter Sol parking
account by debiting the Sundry Creditors account giving the details of the

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Txn. No and Txn. date.

ADMIN functionalities :

For ATM Admin Transaction following 4 steps are required to be taken :

.
I Print Machine Subtotals
II. Balancing Terminal – Current Cash
III. Cash Increase/Decrease
IV. Balancing Terminal – Current Cash

I. Print Machine Subtotals

1. INSERT ADMIN CARD INTO ATM

2. ENTER PIN
3. SELECT BALANCE ENQUIRY
4. Select SAVINGS
5. Select Print Machine Subtotal

ATM gives a receipt, BIN wise, which shows Begin Cash, Cash Out and
End Cash. The total of End cash in the respective BINs is the total cash
available at the ATM at any particular point of time.

Please press “Cancel”, the system will show the balance Inquiry screen. Here
following step is to be performed.

II. BALANCING TERMINAL – CURRENT CASH

1. SELECT BALANCE ENQUIRY

2. Select SAVINGS
3. Select BALANCE TERMINAL
4. Select CURRENT CASH.

The output of Current Cash is same as Print Machine Subtotal. However

it is required to be done because after this option when we perform
Print Machine Sub Totals again, the ATM’s closing balance in Print
Machine Sub Total (PMST) will be opening balance (Start Cash) and
t h e
cash out and End Cash will become zero. Branches should once again

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 take the print out of Print Machine Sub Total (PMST) for position of cash
in the ATMs.

Branches should ensure that the total of the cash as per Print Machine
subtotal tallies with GL ATM cash account. While tallying the branches
should consider the following points;

If the Print Machine subtotal doesn’t tally with GL ATM cash account,
branches should check the Daily reports received from FSS (switch)
along with Journal Print out from ATM. Branches should check the
reports Their card on us (MITR/SBI/NFS) where some of the
t r a n s -
actions pertaining to MITR/SBI/NFS shall be appearing for which
branches will get credit FROM RESPECTIVE Nodal Branches within
2-3 days from the date of transaction. The total amount receivable
against such transactions has to be taken into account for reconciling the
physical cash available in ATM with GL ATM Cash account i.e. Physical
cash plus amount receivable should tally with GL ATM Cash account.

In case the above amount is not received within 2-3 days, the matter
has to be taken with concerned Nodal branch (Madam Cama
R o a d
Branch for SBI and MITR transactions and Treasury Mumbai
branch for NFS transactions) marking a copy to Head Office, ATM
Cell.

III. Cash Increase/Decrease in Cash Bins/Cassettes

After the above step branch has to first tally the cash with ATM Cash
account of GL and accordingly increase/decrease the Cash in cash
bins/cassettes as per requirement of replenishment by following
methods (The detailed procedure for tallying cash is mentioned
subsequently) :

METHOD 1 : Increase Cash with Existing Amount

1.1 INSERT ADMIN CARD INTO ATM

1.2 ENTER PIN

1.3 SELECT BALANCE ENQUIRY

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1.4 Select SAVING

1.5 Select Mid-Point Adjustment to Increase Cash

1.6 Select Increase

1.7 Select the Denomination where amount is to be increased

1.8 Enter Amount and Press Correct

[Entered Amount should be equivalent to the amount to be
increased with particular Denomination. For example– Existing
Amount is Rs.50000, and the Amount is to be increased by Rs. 60000,
then the Entered Amount should be 60000. Then the total amount in
particular Bin of Rs.100 denomination will be Rs. 1,10,000/-.]

1.9 Press YES

1.10 If the amount in Bin of Rs. 500/- denomination is also to be increased,

please follow above steps for the same and by selecting Rs. 500
denomination continue the steps till 1.9.

METHOD 2 : Remove Existing amount from the Cash Bins/

Cassettes and Increase Cash .

2.1 INSERT ADMIN CARD INTO ATM

2.2 ENTER PIN
2.3 SELECT BALANCE ENQUIRY
2.4 Select SAVING
2.5 Select Mid-Point Adjustment to decrease Cash
2.6 Select Decrease
2.7 Select the Denomination where amount is to be decreased
2.8 Enter Amount and Press Correct
[Entered amount should be equal to the amount to be decreased]
2.9 Press YES
2.10 If the amount in another Bin is also to be decreased, please follow
above steps for the same and continue the steps till 2.9.

After the cash is increased/decreased, the final step of

Balancing Terminal has to be performed as under :

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IV. B A L A N C I N G TERMINAL – CURRENT CASH

1. INSERT ADMIN CARD INTO ATM

2. ENTER PIN
3. Select BALANCE TERMINAL
4. Select CURRENT CASH to Balance ATM.

5. Press YES and take PRINT MACHINE SUBTOTAL. On the Receipt

the present Cash Position shall be printed.

6. Then Press NO to Finish ADMIN TRANSACTION.

Off-site ATMs :

All our off site ATMs are provided with Off Site Management services
through vendor (currently through M/s CMS Securitas), which includes
Guarding on 24X7 basis, First Level Maintenance, Cash Replenishment, House
Keeping Services etc. Separate work order is issued for the same which also
contain detailed terms and conditions. A copy of the work order is sent to
concerned Zonal Office and Base branch. Branches/Zonal Offices have to
ensure following detailed guidelines for the same.
l The Admin Cards of the Off-Site ATMs are to be handed over to
representatives of the vendor under proper acknowledgement,
which should be kept in safe custody of the Branch.
l For Off-site ATM, Cash has to be handed over to the authorized
official(s) of the Off-site ATM management service provider after
obtaining necessary document/authorisation.
l A separate GL Head is opened for Cash in Hand in Off-Site ATM and
all transactions in the Off-Site ATM should be routed through this GL
and Cash in that ATM has to be tallied/reconciled on daily basis.
l In case a Branch is having more than one Off-Site ATM, separate
GL Heads have to be opened for each Off-Site ATM and proper care
should be taken so that Cash is tallied on daily basis for all the
Off-Site ATMs under their Branch. FSS shall also send the reports
for each ATM separately as per ATM Id.
l The Base Branch has to do physical Checking of Cash in ATM at least
once in a week for all the Off-Site ATMs linked to the Branch.
l Taking out of Journal Printer, Cash Balancing, time of handing over
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 of Cash has to be mutually decided by the Branch and represen-
tatives of the vendor.

STEPS FOR TALLYING OF CASH :

Branches have to make it a routine to tally cash daily and at the same time
they should also perform cash replenishment. While FSS reports are generated
at cut off time of 11.30 PM, which is sent to all branches by e-mail, the branch
may be tallying the cash in the morning hour. As such, some adjustment shall
be required to be carried out in cash balance available in ATM. The steps shall
be as under :

1. Machine Sub Total : The Branch will take the Machine Sub Total by
performing ADMIN functions as stated above. Suppose the balance
available is, as follows :

End Cash for Rs.100 is Rs. 1,50,300

End Cash for Rs.500 is Rs. 2,57,000
Total cash available is Rs.4,07,300

Whereas the General Ledger Balance is Rs. 4,39,600. Thus there is a

difference of Rs. 32,300/- (GL showing more amount).

2. Journal Print out and FSS Reports : The Journal printout contain
details of all the transactions happened in the ATM upto the time of cash
tallying. However, details of transactions upto the cut off time of Switch
(FSS) i.e. 11.30 PM of last day shall be available in reports received from
FSS. As such, by taking out the entries of transactions happened upto
11.30 PM from FSS reports and transactions happened from 11.30 PM
of last day till the time of cash tallying of current date in Journal Printer,
branches can tally/reconcile the cash.

In the above case, to derive the difference of Rs. 32,300/-, the branch
has to depend on the daily reports received from FSS and Journal Print out.
As per the FSS reports, they might find that some of the transactions
have happened in the ATM by other Bank cards as under :

SBI Cards :10,000/-

NFS Cards :15,000/-
MITR Cards
Cards:: 5,000/-
Total Amount : 30,000/- (Still the difference of Rs. 2,300/
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 - exists)

Further, Journal Printer shows the transactions of MITR/SBI/NFS taken

place during the period between 11.30 PM and morning hour as under :

NFS Cards : 1,500/-

SBI cards : 500/-
MITR Card : 300/-

These entries must be reflected in the FSS reports to be received

NEXT DAY (i.e. report of transactions happened during 11.30 PM of last
day to 11.30 PM of current day). The corresponding entries pertaining to
SBI/MITR/NFS will be credited to branches within 2-3 days by the
respective Nodal branch, through branch Inter Sol Account. As such,
cash is tallied/ reconciled by taking into account these entries for
receivable amount.

If the branch is having two or more ATMs., the Txn No./Seq. No. of each
transaction will vary from ATM to ATM. The branches have to take Journal
Printouts separately for all ATMs along with the FSS reports to tally. The
Branch has to take the summary of the entries through Journal Print out and
within 2-3 days the amount will be credited by the respective Nodal Branches.

For Off Site ATM attached to any branch, the Base Branch should ensure to
hand over the ADMIN cards to Off Site Service Provider. Base branch will also
receive FSS reports from the switch and Off Site Service Provider will hand
over the Journal print out and Machine Sub Total print out to the branch on
daily basis. Base branch has to ensure that all receivable amounts appearing
in Journal Prints and FSS reports are received and the cash is tallied/
reconciled on the basis of above reports. The Base branch should also ensure
surprise checks for cash in Off Site ATMs at irregular intervals.

End Of Day activity for ATM :

Performing of Admin functions for tallying of cash, as explained above and

more particularly the steps mentioned hereunder is called End of Day (EOD)
activity :

1. Perform Print Machine Sub Total.(Gives the details about the

position of the cash of the respective Bins in the ATM)

2. Perform Current Cash

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 3. Perform Print Machine Sub Total (give the details about the position
of the cash in the ATM). Here the closing balance before
performing current cash will be the opening balance of the respective
Bins and the start cash and dispense out (cash out) will be zero.

By performing REPLENISH function at the ATM the Sequence Number being

printed on Journal Print gets reset and thereafter it will restart with 1 (one).

Branches are advised to go through the above guidelines carefully and follow
the same meticulously for tallying of the cash. As per existing guidelines,
branches must also submit a monthly certificate confirming keeping ATM
Cash fully tallied to their respective Zonal Offices. Zonal Offices, in turn, shall
ensure submission of consolidated certificate relating to all ATM owning
branches of their zones to Head Office, ATM Cell every month.

For any clarification/guidance in the matter, Branches may contact their Zonal
Offices and/or Head Office, ATM Cell.

General Manager ( IT & HR )

2009
CLARION PRINTING
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