Part 5

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 Employes 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 employe, 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 employe 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.