Alexander Campbell

“ 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. ”

“ On every railway route there should be a Time Bill which should pass from one end of the line to the other, and in which should be entered the particulars of all bags received and delivered by the Mail Clerks. ”

“ Through bags should be exchanged by all offices between which pass a large number of letters and papers, including Travelling Post Offices on different routes.
5. When, as a general rule, an office has a large number of registered letters for another office with which it does not exchange a direct mail, the registered letters may be enclosed in a sealed registered packet, addressed to the office for which the letters are intended. ”

“ 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. ”

“ In all cases where a Railway Mail Clerk is entitled to an increase of salary, a special report should be made and the Postmaster General's sanction obtained previous to the increased salary being entered on the monthly pay list.
9. Railway Mail Clerks, in addition to their salaries, are entitled to half a cent for each mile travelled whilst on actual duty. ”

“ Unless there is any good and sufficient objection, contracts for Mail Services must be made with parties whose tenders, being the lowest, have been accepted.
13. It should, however, be ascertained that the party proposing to undertake the service is able satisfactorily to perform it, and that the sureties he names are good and sufficient for the penalty of the required bond. ”

“ A prompt return of the Tracer must in all cases be insisted on. On no account should its unnecessary detention at any office be permitted.
8. If on return of the Tracer it is shown that no loss has occurred, the applicant should be so informed, a memorandum to that effect written on the envelope in which the papers are enclosed, the papers put away amongst cases of application for letters which have been found, and the entry of the case in the record of applications for Lost Letters scored out with a blue pencil. ”

“ 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. ”

“ All reports regarding forward allowance should be accompanied by a tracing from the Postal Map showing the Distributing Office, and the offices dependent thereon.
6. Allowances for rent, fuel and light are regulated by the Revenue collected at the office, as follows:—
and so on, the allowance increasing $40 per annum for every $1,000 or fraction of $1,000 of yearly Revenue. No allowance for rent is made at offices where the Revenue is loss than $800 per annum.
7. The scale of salaries of Railway Mail Clerks is as follows:—
8. ”

“ Requisition for payment of Miscellaneous expenses to include travelling allowances, telegraph bills, and all outlays, except salaries and contractors' pay, not later than six days after the expiration of each month. Only one requisition should be sent in each month. Each requisition should be numbered consecutively throughout each fiscal year. No. 1 should be the first requisition made, for accounts the dates of which should embrace the month of July. On each voucher it must be stated clearly for what object the expense has been incurred. ”

“ The evidence in each case of enquiry should be carefully taken down in writing, and every circumstance, however trifling, which may in the slightest degree bear on the case, noted. It is frequently by a collection of apparently unimportant facts that important results are arrived at. ”

“ 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. ”

“ Great care must be taken in the filling up and execution of the bonds. The names in the body of the bond must be spelt in the same way as they are in the signature. In the description of the residence of the parties, the name of the judicial, and not the name of the electoral, county must be inserted. ”

“ In reporting on cases of a confidential character, in which it [7] 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. ”

“ 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. ”

“ It is very essential that a strict supervision should be maintained over the performance of the mail service; that all delays and [20] irregularities should be promptly checked, and, when necessary, fines imposed and enforced.
2. On all the important routes there should be suitable Time Bills, in which should be entered the hours of arrival and departure at each office, the names of the couriers, and the No. ”

“ In cases of ascertained loss or abstraction, the Inspector for each Division through which the letter passed should be furnished with full particulars thereof.
22. When there is no moral doubt of guilt, it is desirable that the party suspected should be at once suspended from his duties.
23. It is not advisable however to take criminal proceedings in cases of theft, unless there is a probability of such evidence being obtained as will secure a conviction of the guilty party.
XVI. ARREARS AND OUTSTANDING ACCOUNTS.ToC
1. ”

“ Letter Carriers will receive such salaries and allowances for uniforms as may be from time to time fixed by the Postmaster General.
VI. NEW POST OFFICES.ToC
1. In each report on an application for a new Post Office describe the locality in which it is proposed to establish the office, giving name of the township, number of lot and concession stating whether front or rear of the concession, and county in which situated. In places where land is not so divided give such particulars as may serve to indicate the exact position. ”