national rural letter carriers ’ association february-march 2014 national mail count training

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The National Rural Letter Carriers’ Association

February-March 2014 National Mail Count

NATIONAL RURAL LETTER CARRIERS’ ASSOCIATION

February-March 2014NATIONAL MAIL COUNT TRAINING

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Definition of count Dates to remember Pre-count conference Review of forms

o PS Form 4239 o PS Form 4241

Option elections and leave agreements

Rural Mail Count - Overview

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Who Counts?In accordance with Article 9.2.C.3.a.(1), a national mail count will be conducted for twelve (12) working days beginning February 22, and ending March 7, 2014. All routes will be counted except those routes which both the regular carrier and management agree in writing not to count. The mail count will be effective at the beginning of the fourth full pay period following the end of the count period (April 19, 2014).

Rural Mail Count - Overview

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The following routes MUST be counted and are not included in the option out election process:

o All routes in an auxiliary status as of February 7, 2014o All vacant routes with no regular carrier assigned as of

February 7, 2014

USPS Headquarters directive – the following routes must also be counted:

o All routes receiving DPS letter mail that have been assigned an employer provided RHD vehicle between September 7, 2013 and February 7, 2014

o All routes that have been introduced to DPS letter or flat mail after August 17,2013 through January 22, 2014

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During the time period from January 11, 2014 through February 7, 2014, regular rural carriers and the employer may “opt out” a regular route to the 2014 mail count

Although the employer is entitled to count all regular rural routes for the 2014 National Mail Count, any regular carrier wishing to have their route “opted out” must request and complete a copy of the 2014 National mail count “option out” election form no later than February 7, 2014

Local management will complete their portion of the 2014 National Mail Count “option out” election form no later than February 7, 2014

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If a regular carrier does not request and complete the “option out” election form by close of business (COB) February 7, 2014 the route will be scheduled for a mail count beginning February 22, 2014

If the regular carrier is not available to receive the completed copy of the “option out” election form, management will ensure that the carrier receives a copy of the completed form when they return to the office

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Place the completed original election form in the route file

Local management should provide copies of the “option out” election forms to their respective District in accordance with local procedures

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Important Dates

Date ActionJanuary 11 Beginning of “option out” period

January 22 Delivery Point Sequence (DPS) letters must be running by this date

Delivery Sequence Flats (FSS) must be introduced for delivery on this date to qualify for the national count

January 22 Rural route inspections may begin for all routes scheduled to be counted

February 7 End of the “option out” period

Pre-count conferences must be completed by COB this date

February 8 The last day to have an employer provided RHD vehicle assigned to a route with DPS letters to qualify for RHD rate

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Important Dates

Date ActionFebruary 21 98 percent DPS quality threshold for routes

being introduced to DPS letters must be completed by COB this date

February 22 A 12-day national count begins on rural routes

March 7 Last day of the 12-day national mail count. All route inspections must be completed by this date.

April 19 New route evaluations go into effect.

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“HOT” Topics

DPS Letter standard for LLV routes: 43 pieces per minute

o LLV must be placed on route by February 8, 2014 in order to qualify for new DPS letter rate

Dismount Distance (Walking Speed) standard: 0.00429 minutes per foot (2.647 miles per hour)

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“HOT” Topics

Route Conversions

Auxiliary routes will be converted to regular routes within 30 days of increasing to 42 weekly standard hours. If increase is a result of a mail count, then the conversion will be effective with the mail count.

Regular rural routes may be converted to auxiliary status if they decrease to less than 35 weekly standard hours

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“HOT” Topics

Route Consolidations

Encumbered regular routes may be consolidated and the excessing and/or reassignment provisions of Article 12 will be applied when the route evaluation decreases to less than 37 weekly standard hours

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“HOT” Topics

PS Form 4241 has been modified by changing the header descriptions for Columns 21 and 22 to include prepaid parcels. In addition, the election boxes to convert an auxiliary route to a regular route were removed.

This action will be programmed to automatically occur when the standard hours of a rural route reach 42:00 or more hours as a result of a mail count.

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“HOT” Topics

PS Form 4241-M has been modified to include a new row to provide the distinction between the allowance factor for DPS letters with an Employer-provided vehicle assigned to a rural route; and to increase the allowance factor for Authorized Dismount Distance (Feet) to .00429.

Also, the header descriptions for Columns 21 and 22 were changed to include prepaid parcels.

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Rural Carrier Count Procedures

3/8” 1 9/16”

6 1/8”

5”

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Rural Carrier Count Procedures

18 ”

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All classes of mail must be counted dailyo Before it is casedo Manager/counter must exercise extreme caution to

ensure all entries are correct

o Carriers may verify all counts of mail, including timed functions

Carriers may observe mail counto Relief Dayso Annual Leave Dayso Must be in non-duty statuso Must not participate in office work activitieso Cannot be on sick leave, SWOP, or OWCP

Mail Count Procedures

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Advise your manager, on a timely basis, of any disagreements that cannot be resolved with the counter

Disputed items must be brought to managers attention prior to casing and delivery

Do not enter into any agreements that violate The National Agreements, MOUs, or Postal Service Policies

Carrier Responsibilities

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Purposeo Resolve issues & concerns prior to count

o Must be completed by COB Friday, February 7, 2014

o Mandatory for all involved in the count

o Brief conference - generally 20 minutes or less

o New procedures not discussed during this conference cannot be introduced between pre-count conference and the count

Pre-count Conference Checklisto Refer to mail count guide and check list.

o Do not enter into any agreements outside of these guidelines

Pre-Count Conference

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Mail Flowo Consistent with normal conditions o Honor mailer in-home dates where possibleo Must not require additional clerk work hours

expressly for clearing mail prior to count

Clerk hours must not be curtailed or increased on the last day of count

o Normal cut-off times should be observed

Mail is distributed to ensure a normal flow on the day preceding the count and the last day of the count

Mail Flow

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All mail distributed and placed on carrier case ledges, in hampers, trays, or on the floor beneath the carrier case, and that which is in distribution case up to the cutoff or final withdrawal time prior to the scheduled departure to serve the route.

Definition of “Available Mail”

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Procedures established for count period same as throughout the year

Allowance is for all carriers in a unit, not individually - 30 minutes weekly

Carriers may be required to record DUVRS – on PS Form 4240 comments section— limited to one total linear measurement of letter and flat mail in a single entry and number of box holders sets received

Withdrawal of Mail

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Cutting straps or plastic shrink wrap is carrier’s responsibility whether withdrawal is received or not

Carriers who receive withdrawal may be required to withdraw mail throughout the year

Withdrawal of Mail

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PS Form 4239 - Rural Route Count Of Mail

Daily worksheet and mail count record Only document used to record volume & time

data Available for daily carrier review PO-603, 535.11.c—” When management

completes Form 4239, it will be shown to the carrier, upon request, before the mail is trayed or strapped out to allow verification of the count data”

Signed daily by person conducting count After Form 4239 has been completed each day,

the PM retains the original & a copy is given to the carrier

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PS Form 4239 - Letter Size - Column 1

Letterso All letter-size mail 6-1/8”

or less in widtho Small magazines &

catalogs 6-1/8” or less in width

& 3/8” or less in thickness

o No maximum thickness - 3/8” applies only to small magazines & catalogs

o Detached address cards, regardless of size

o Turn up every 50th or 100th piece in each tray

o DPS letters returned or which would have been returned from the street (if the carrier cases DPS) are not deducted from DPS totals (these letters receive a double credit)

o Do not include accountables - Column 8 only

o PS Form 3982-R cased is credited in Column 1

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Rural Carrier Count Procedures Column 1

6 1/8 ”

This mail piece does not exceed 6 1/8 inches. It would be recorded as a letter.

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PS Form 4239 - Sector/Segment - Column 2

Sector/Segment Letterso Processed on Postal

automated equipment

in sector/segment ordero All for same shelf

generally within a

20” spano All mail up to 6 1/8”

in width

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PS Form 4239 - Sector/Segment - Column 2

Sector/Segment Letters

Credit as Sector/Segment Letters the smaller amount of DPS letter mail (by zone(s)) received when a route continually crosses between zones.

o Ref. Step 4 J06R-4J-C 11406137 Hillsboro, IL (see page 1 in the NRLCA Mail Count Guide Supporting Documents)

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Delivery Point Sequence Letters (DPS)

o End of Run Report will be used to record DPS piece count, either party may verify by manual count

o Mail up to 6 1/8” in width processed on automated equipment in DPS order

o Record in Column 3 all DPS Letters, whether cased or not

o DPS errors are also credited as Column 1 (Letters) or Column 4 (Flats) for double credit. There is no deduction from original count of DPS

PS Form 4239 - DPS Letters - Column 3

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If fewer than 2,400 pieces of DPS mail are averaged per week during the entire mail count period and/or the route was not validated before the count as meeting the 98 percent quality threshold, mail processed as DPS will be cased and recorded as sector/segment in Column 2 on PS Form 4241 (Rural Delivery Statistics Report), or if it does not qualify as sector/segment mail, recorded in Column 1, Letter Size.

Ref: 11-1-2012 letter from USPS HQ, “Delivery Point Sequence Letter Implementation Procedures” (see NRLCA Mail Count Guide Supporting Documents, pages 81-83)


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If a route serves multiple zones and receives DPS letter mail separately for each zone, and does not complete service to the other zone(s) prior to returning to deliver the original zone, only the larger amount of DPS letter mail is credited as DPS Letter Mail in Column 3. The smaller amount(s) of DPS letter mail (by zone(s)) would be credited in Column 2.

Ref Step 4 J06R-4J-C 11406137 Hillsboro, IL (see Supporting Documents, page 1)


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o All DPS letters, for both LLV and POV vehicle routes, will be entered in this column. The appropriate time allowance factor will be automatically determined based on the “vehicle data” entry (EMA or Govt. Veh.) on the PS Form 4241.

LLV must be placed on route by February 8, 2014 in order to qualify for new DPS letter rate


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Delivery Point Sequence Letters (DPS)o School or business is closed

7 or less pieces each piece column 1 (letters) 8 or more one credit column 6 (parcels)

o Inverted DPS Letters 1 additional DPS letter is credited for every 4 DPS Letters

received inverted. Appropriate credit added to the DPS total by rounding down

to the nearest whole number.

o Multiple Runs Only One Run is counted as DPS Management will determine which run Other run(s) counted as Sector-Segment if qualified


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Newspapers, magazines, flats, catalogs & rolls Other sized mail - default from letters & parcels

o Catalogs must fit in empty case separations If not, count as parcels

o Weight is not a considerationo Letters larger than 6-1/8” in widtho Full case separations should be tied out by

carrier to allow more mail to be cased No additional credit given

o Flats processed on USFM 1000 receive an additional 17.5% credit.

Address orientation and mail piece size will determine how pieces are classified.

PS Form 4239 - Flats - Column 4

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This piece exceeds 6 1/8 ” in height, it would be recorded as a flat in column 4.

6 1/8 “

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The NRLCA National Board does not believe the imposed DPS flat implementation procedures are fair, reasonable, and equitable; therefore the issue has been appealed directly to National Arbitration. In the meantime the following procedures will be followed:

DPS FLATS Column 5

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Record in this column all mail processed on the Flat Sequencing System equipment in delivery point sequence flat order.

The parties have agreed that the end of run report will be used as a data source to record the number of DPS flats on PS Form 4239 during a mail count.

DPS FLATS Column 5

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The parties further agree that either the rural carrier or manager may verify the piece count from the EOR report by counting each piece…Should either party elect to verify the piece count, the resulting number will be recorded in column 5, rather than the piece count from the EOR.

REF: Letter of Mutual Understanding, 9-16-2011

DPS FLATS Column 5

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Do not include sequenced flats provided directly from mailers in the DPS flat volume.Do not deduct any mail pieces from the DPS flats. All mail processed as “DPS flats” are considered “DPS flats” regardless of size or rigidity. (This is not the NRLCA position)

DPS FLATS Column 5

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Missent, Missorted, PO Box mail, Forwards, and Undeliverable as Addressed DPS flats brought back to the office will receive additional credit in Columns 1, 4, or 6 as appropriate. No deductions will be made from Column 5.

Multi-Point errors and Missequenced errors that are identified, delivered and tracked by the carrier will receive additional credit in Columns 1, 4, or 6 as appropriate. No deductions will be made from Column 5.

DPS FLATS Column 5

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School or business is closed 4 or less pieces;

each piece additional credit column 4 (flats)

5 or more pieces;

one additional credit column 6 (parcels)

No deductions will be made from Column 5.

DPS FLATS Column 5

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Multiple Zones (Zip Codes)Route serves more than one zone and DPS flats are received separately for each zone; all mail will be credited as DPS flats in Column 5. If the route completes service to the other zone(s) prior to returning to deliver to the original zone, no additional credit will be provided. If the route continually crosses between zones, prior to returning to deliver mail to the original zone(s), additional credit will be provided for the smaller zone(s).

DPS FLATS Column 5

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Multiple Zones (Zip Codes)The following method will be used to determine additional credit:

o 1. The piece count of the smaller volume zone from the daily end-of-run report, multiplied by .0499 minutes per piece, equals additional time.

o 2. This time is entered in Column 17 and annotated as "DPS flats multi-zone".

o 3. Do not reduce the total pieces recorded in Column

Ref: Step 4 B06R-4B-C 11205381

Manchester, CT (Supporting Documents 103-104)

DPS FLATS Column 5

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It is the NRLCA position that only one run of DPS flats per day will be credited in column 5 and carried to the street.

Any additional runs will be credited as raw mail in column 1, 4, or 6 as appropriate.

DPS FLATS Column 5

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PS Form 4239 - Parcels - Column 6 Rigid Parcels

o Rigid article that exceeds any one of these dimensions:

5” in height, 18” in length, 1 9/16” in width A rigid article 5” x 18” x 1 9/16 is a flat Address orientation is used to determine the height

Non-Rigid Parcelso Non - rigid article that does not fit in the letter or flat

separation with other mail without damage to the article. o Includes “DO NOT FOLD OR BEND”

Provided the piece will not fit in the case with other mail without damage to the article

o Determine “fit” based on 2 inch cells unless management has directed the use of 1-inch cells

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PS Form 4239 - Parcels - Column 6 (cont.)

Direct bundles, tubs, or sacks prepared by the distribution operation

Mail all for one single address

o Postage due parcels

Count as postage due AND a parcel

o Parcel size pieces with detached address cards are credited in Column 7, Boxholders

o Do not include direct bundles tied out at the carrier’s case

Casing & strap out credit given - no additional time

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o All parcels for Village Post Office (VPO) post office boxes will be recorded in this column.

o Each container/bundle of mail for the VPO post offices boxes will also be credited as one parcel.

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One parcel credit for DPS letter mail received for delivery for a closed school or business when there are eight (8) pieces or more of mail, (seven (7) pieces or less are credited individually under column 1). This is not deducted from column 3.

One parcel credit for DPS flat mail received for delivery for a closed school or business when there are five (5) pieces or more of mail, (four (4) pieces or less are credited individually under column 4). This is not deducted from column 5.

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Label Orientation:o Relevant in determining a letter vs. flat.o Relevant in determining a flat vs. parcel.

Width is defined as the dimension perpendicular to the address label.

Carrier has option of handling articles as flats or parcels, regardless of how credited.

o How carriers normally handle the mail piece does not determine credit given.

PS Form 4239—Letter, Flat, or Parcel?

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Rigid articles of the same size can be either flats or parcels depending on address orientation.

5 “The article on the right is a flat. It does not exceed any of the parcel dimensions.

5 “

The article on the left is a parcel. It exceeds 5 inches in height.

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1 9/16”

This article would be counted as a flat. It does not exceed any of the parcel dimensions.

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This article is a hard (Rigid) mailing tube.

It would be recorded as a parcel because it exceeds 1 9/16 inches in width.

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18 “

This article is a hard (Rigid) mailing tube that exceeds 18 inches in length. It would be recorded as a parcel.

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Examples of mail pieces counted as Parcelso Flexible mail piece is greater than 6 1/8 inches in width

Contains rigid item Exceeds 5 inches in height, 18 inches in length, or 1

9/16 inches in width Area of rigid item = or greater than 80% of area of

flexible mail piece

o Flexible mail piece is 6 1/8 inches or less in width Contains rigid item Exceeds 5 inches in height, 18 inches in length, or 1

9/16 inches in width Area of rigid item = or greater than 80% of area of

flexible mail piece

PS Form 4239—Rigid Article in Flexible Mail Piece

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Examples of mail pieces counted as Flatso Flexible mail piece is greater than 6 1/8 inches in width

Contains rigid item Exceeds 5 inches in height, 18 inches in length, or 1 9/16

inches in width Area of rigid item less than 80% of area of flexible mail

pieceo Flexible mail piece is greater 6 1/8 inches in width

Contains rigid item Does not exceed 5 inches in height, 18 inches in length, or

1 9/16 inches in widtho Exception:

The flexible mail piece does not fit in the letter (or flat ) separation with other mail without damage to the mail piece

Parcel


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Examples of mail pieces counted as Letters Flexible mail piece is 6 1/8 inches or less in width

o Contains rigid item Exceeds 5 inches in height, 18 inches in length, or 1 9/16

inches in width Area of rigid item less than 80% of area of flexible mail piece

Flexible mail piece is 6 1/8 or less inches in width o Contains rigid item

Does not exceed 5 inches in height, 18 inches in length, or 1 9/16 inches in width

Exception:o The flexible mail piece does not fit in the letter (or flat )

separation with other mail without damage to the mail piece Parcel


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Rigid item inside flexible mail piece, Riverside, CA - Step 4

3

616

87

16

5

6

18

316

Ref #2 Flexible mail piece > 6 1/8” width containing rigid item exceeding 5” height, 18” length, or 1 9/16” in depth. The area of

rigid item < 80% of area of flexible mail piece.

THIS IS A FLAT

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Reference Previous Slide :

The flexible mail piece is:

6 3/16 X 8 7/16 = 6.1875 X 8.4375 = 52.21 square inches.

The rigid item that was inside the flexible mail piece is:

5 1/8 X 6 3/16 = 5.125 X 6.1875 = 31.71 square inches.

31.71 ÷ 52.21 = 60.7%

The rigid item is less than 80% of the flexible mail piece; therefore, the mail piece would be credited as a:

FLAT

Rigid item inside mail piece Riverside CA Step 4

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Boxholderso Daily Number of boxholders taken out for deliveryo Actual Pieces - not setso All simplified address mail, including samples with

detached labelso Boxholder count must not exceed # of families or boxes (as

appropriate)o Samples with detached address cards

Number of samples recorded as boxholders If address cards specifically addressed - letters If address cards simplified addresses - 2 boxholders

o Carriers have the option to handle boxholders separately or case them

PS Form 4239 - Boxholders - Column 7

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Boxholders are counted only when they are delivered.Examples:A 12-day mail count begins February 22 and ends March 7. A boxholder is received in the office on February 21 with a requested delivery date of February 24. This boxholder would be delivered on February 24 and would be included in the count.

Conversely, a boxholder received in the office on March 6, with a requested delivery date of March 10 would be delivered on March 10 and would not be included in the count.

PS Form 4239 - Boxholders - Column 7

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Registered, Certified, Numbered Insured, Return Receipt for Merchandise, Express Mail & Signature Confirmation

o Includes any accountable mail found in DPS o Total number of articles received daily for deliveryo L routes using firm delivery sheets – one

accountable credit per page Firm delivery receipt should only be used for

addresses receiving two or more accountableso Bar coded International mail requiring a signatureo Includes Signature Waiver Express Mail items not

requiring a PS Form 3849o An Arrow Key is not credited in column 8

Accountable articles are not recorded in Columns 1, 2, 4, 6, or 11.

PS Form 4239 - Accountables - Column 8

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Guaranteed By End of Day Express Mail Handle as an accountable May be found in DPS Delivery not time sensitive—must be delivered by

end of day—when the carrier reaches that delivery point

Carriers should not deviate from their normal line of travel to deliver

Waiver of signature available Signature Waiver Express Mail Items not requiring

a PS Form 3849 are credited in this column

Column 8 Accountable Mail

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Express Mail Service


Adult Signature Services

oAdult Signature Required: Requires the signature of someone 21 years of

age or older at the recipient address. Requires verification of age by delivery employee

oAdult Signature Restricted Delivery: requires delivery of mail piece to addressee (or

authorized agent) who is over 21 years of age. Requires verification of age and identity by delivery employee.

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Express Mail Service


Accountable mail for Village Post Office (VPO) post office boxes will be recorded in column 8.

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CODs & Customs Due Received for Deliveryo Number of CODs & Customs Due articles assigned

to the carrier for delivery

Carrier attempts item or delivers and collects fees and completes forms at time of delivery

o Form 3816 completedo Complete a separate Form 3821 for each COD

delivered. Only one Form 3821 is required for multiple COD articles that are not delivered. Record number of completed Form 3821 in Column 14

o CODs and Customs Due mail for Village Post Office (VPO) post office boxes will be recorded in this column.

PS Form 4239 - COD & Customs – Column 9

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Postage Due

o Number of postage due pieces taken out for delivery

o Double credit for parcels that are postage due in Column 6 and in this column

o Do not include in Columns 1, 2, or 4 o One postage due credit for each bundle of

postage due with a single postage due amount

PS Form 4239 – Postage Due - Column 10

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Postage Due

o Carriers are not required to go to the door with postage due letters, only postage due parcels that will not fit in the mail receptacle.

o Postage Due mail for Village Post Office (VPO) post office boxes will be recorded in this column.

PS Form 4239 – Postage Due - Column 10

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PS Form 4239 - CHANGE OF ADDRESS - Col. 11 COA

o No accumulation of COAs prior to count

o 2 minutes if required to write on PS Form 3982 or complete any of the following forms:

o PS Form 3575o PS Form 3546o Carrier initiated Form

3575Z for MLNA 10 day “Hold For

Order” that expires during count

o Entries on 1564 or 4232 are not recorded as COA

o NOTE: PS Form 3982 Label is credited in Column 12. Do not credit in Column 11

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COA credit is 15 seconds for PS Form 3982 Label

Credit is given on the day the 3982 Label is received by the carrier

Management should distribute the labels as they are received in the delivery unit

Credit is only given for either the 3982 Label or the 3575/3546 COA Card **NOT BOTH**

PS Form 3982 - PARS Label Column 12

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COA/PARS Label Credit

There is no double credit for any single COA. Receipt of the yellow 3982 label triggers the credit. If the carrier receives a 3982 label and simply peels it off and

sticks it on the PS Form 3982, the route is credited in column 12 . If the carrier is required to write the address on the 3982 while processing the COA order (3575, 3546, 3575Z), then the route is credited in Column 11 when the yellow 3982 label is received.

Note: Under PARS, the carrier should not be processing 3575’s received from customers unless required to do so by management. These forms should remain in the mail stream (credited in column 20 as a piece collected) and go directly to PARS for processing. If the manager requires the carrier to process (in any way) the 3575, 3546, etc., then the route is credited in column 11 when the yellow label is received.

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Marked - Upo Undeliverable As Addressed mail requiring

carrier endorsemento As specified in DMM 507,1-4.1 and PO-603 242o Mark Ups must be carefully counted in the

correct category

PS Form 4239 - Marked-up - Column 13

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o CFS Machinable

o CFS Non-machinable

o Insufficient Address (IA)

o Undeliverable As Addressed - Unable To Forward

o Unable to Forward (UTF) Formerly (FOE)

o Undeliverable Bulk Business Mail – (UBBM)

o Other Undeliverable BBM (OUBBM) “or current resident” mail that is vacant or misaddressed

o Attempted Not Known (ANK)

o No Such Number (NSN)

o No Such Street (NSS)

o No Mail Receptacle (NMR)

o Vacant (VAC)

o Refused (REF)

o Illegible (ILL)

o In Dispute (DIS)

o Temporarily Away (TA)

o Unclaimed (UNC)

o 3 M (MMM Bundle) If Required By Management

o Excess Boxholders - In Excess of Requirements

Credit one mark-up for each bundle of UAA mail

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Mark-up for each piece that is individually endorsedo Deceased (DEC)o Forwardable parcel, requiring

hand mark – upo CFS No Record Mail o Transcribing information to

PS Form 3982-R (RBNR)o Address Searches receive

mark-up credito Marking mail for CFS processing

if necessaryo Other required individual carrier endorsements in

DMM 507.1.4.1 as appropriate, and undeliverable mail the Postmaster or Supervisor requires the carrier to individually endorse.

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Items that DO NOT receive credit as Mark-Ups: Pieces for which a Form 3579 has been completed Mail missorted or missent to the route Hand-offs due to route adjustments and territory

changes o Credit has already been given in the main count

of mail 911 conversions whether to the same route or

transferred to another route Left notices for parcels

PS Form 4239 - Mark-up - Column 13

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Form 3821 Completed Required by PO 603 431.4

o Number of Form 3821s completed by the carriero Not required if carrier has no accountableso May receive more than one credit per day

Multiple CODs - one for each COD deliveredo Should be used all year, not just during count

PS Form 4239 - Clearance Receipt – Col. 14

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Credit for all items that only require a scan with the hand held scanner and do not require a signature on PS 3849

18 seconds per authorized scanThese items are also credited in column

4 or 6 as appropriate.o Delivery Confirmation o Bar coded International mail

Move to Column 8 if prompted for signature

o Signature Waiver Express Mail Items not requiring a PS Form 3849 are credited in Column 8

Non Signature “Scan” Items Column 15

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Shipment Confirmation Acceptance Notice (SCAN) PS Form 5630

Carrier Pickup manifest scanned Saturation and Bundle Scanning

o Record Saturation scans completed daily in this column

o Management will provide Saturation Mail Barcode for designated Saturation mailing(s)

o Carriers required to scan barcode for designated mailing on the day delivery is complete

o Additional compensation may be applicable if barcode is not located in carriers work area


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Eighteen (18) seconds per scan for all Prepaid Acceptance barcodes

USPS Tracking Number Bar Codes (PVI label)

Non-signature scan items for Village Post Office (VPO) post office boxes will be recorded in this column.

Scanning barcode on cell phone to pair with scanner


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PS Form 4239 - Loading Time - Column 16

Actual time to transfer mail from work area to vehicle

o Includes placing mail in the vehicleo Return of equipment used to

designated location

PO 603 262.1

“Load all mail in the vehicle so it is in sequence of delivery to ensure that no time is lost on the route searching for the proper bundles and parcels or containers.”

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PS Form 4239 - Loading Time - Column 16

Management should observe loading operation during the year and daily during the count

Loading time recorded in MINUTES & SECONDS Do not include time to sequence parcels Loading time includes final hot case withdrawal, if the

withdrawal allowance is not received Loading time in excess of 15 minutes must be fully explained in

comments (this is a management function) No negotiated loading times (must be daily actual time) Unloading and reloading time not included—automatic

allowance

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Must Meet 3 Qualifications:1. Authorized by management

2. Recurring nature (Daily or Weekly)

3. Not covered by any other allowance

Must record ACTUAL TIME in

minutes & seconds No rounding No locally negotiated times

PS Form 4239 – Other Suitable Allowance - Column 17

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Acceptable - Other Suitable Allowance Column 17 o Weekly combined service & safety talks

Usually 5 minutes—record actual time

o Trips to the CFS mail/throwback case including time to deposit mail

o Time to walk to and from hold mail location including time to deposit mail, if away from carrier case

o Saturday close out when no personnel on dutyo Non-personnel Unitso Time to sweep collection box


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Acceptable Column 17 entries (Cont.)o Return of arrow key, only if no other accountable

mailo Riffling DPS mail where breaker cards are not in useo Separating collection mail, when more than 2

separations are requiredo Edit Book entries in addition to what was previously

required on back of PS Form 4240 No time for adds/deletes or name changes

o Actual time, if required throughout the year, to answer official communication, telephone calls, or speak to customers at counter

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Acceptable Column 17 entries (Cont.’d)o Time to put "notice left" parcels on the proper shelf,

if requiredo Time to locate and retrieve errors associated with

the Mail History Tracking System (MHTS) process. This is normally done during the riffling process

o The actual time spent separating and casing the mail into Village Post Office (VPO) post office boxes will be recorded on a daily basis in Column 17. This time begins when the rural carrier unlocks the centralized boxes and ends upon locking the centralized boxes.

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Additional credit for the functions below if not in close proximity; defined as 50 feet (round trip) from the closest edge of carrier’s case. Distance over 50 feet (round trip) is credited at .00429* minutes per foot in Column 17 for:

o Retrieving DPS Mailo Retrieving Parcel Hamper o Returning Articles to Accountable Cage in afternoon only

The 50 foot criteria may not be applied to any other office or street function

*NOTE: The change to the dismount distance standard in the July 3, 2012 Interest Arbitration Award also applies to the following Pre-arbitration decisions (Pre-Arb E95R-4G-C 99088097, Humble TX; Pre-Arb D95R-4D-C 01037982, Louisville KY) as it relates to the “50 foot rule” for DPS Letter Retrieval; Parcel Hampers; and Return of Accountables in the afternoon.


87




Additional time to pickup and or return scanner or cell phone ONLY:

o If not within a reasonable distance of carriers line of travel for other work functions and/or if not in conjunction with other paid work activities

88



Not allowable as Column 17

o Locked pouch serviceo Personal timeo Non-recurring service talkso LLV inspection & refuelingo NDCBU collection compartments (outgoing mail)o Time to pick up samples for delivery (close

proximity)

Not Other Suitable Allowance – Col. 17

89



Not allowable as Column 17

o Vehicle Breakdownso Time associated with stamp stock

Intermediate onlyo Conversations with Managerso Giving customers directions (on route)o Filing Forms 3575

Clerical duty- should not be built into rural route unless required by local management

Not Other Suitable Allowance - Column 17

90



Authorized Dismounts

o Must be authorized by management for Collection boxes Intermediate Offices Non-Personnel Units Apartments, centralized equipment Businesses/Schools Hardship deliveries Village Post Offices (VPO)

PS Form 4239 – Authorized Dismounts - Column 18

91



Authorized Dismounts

o Recorded on a daily basis - Closed on Saturday - 5 days

o Collection and delivery of accountables or parcels is not entitlement to authorized dismount credit

o No credit for locked pouch - included in time allowance

PS Form 4239 – Authorized Dismounts - Column 18

92



PS Form 4239-Auth. Dismount Distance – Column 19

Authorized Dismount Distance

o Measure with mechanical measuring deviceo Establish authorized parking location, should

be available 90% of the time – not handicapped, fire lane, etc.

o Satchel / carts may be authorized to save extra trips

o Most direct/efficient distance from point of dismount from vehicle to delivery point and return

o Record to closest foot

93



Authorized Dismount Distance

o Carrier makes more than one trip a dayHeavy volume (not parcels)Credit given for each trip

o Includes dismount distance at Village Post offices (VPO)

o Make daily entries based on number of trips

o Management should maintain dismount log for each route

PS Form 4239-Auth. Dismount Distance – Column 19

94



Letters and Flats Collected

o One piece for each loose individual letter & flat collected on the route

o One piece for every bundle of letters or flats collected on the route - not individual count

PS Form 4239 - Letters & Flats Collected – Column 20

95



o Do not include pieces deposited in collection compartments or collection boxes

o Carriers must keep mail collected from CBU collection compartments and collection boxes separate from other collection mail

o Credit one piece for each tray/container of letters and/or flats collected from customers

o Returning delivered PS Form 3982-R

PS Form 4239 - Letters & Flats Collected – Column 20

96



There are two events that qualify for the 90 second credit provided in Column 21;

o (1) Carrier Pickup notification and o (2) acceptance of pre-paid parcel(s) not

associated with carrier pickup.

If both events are performed at the same address, only one credit is given in Column 21.

Carrier Pick-up Request /Prepaid Parcel Event Column 21

97



Carrier Pickup Requesto Record each carrier pick up request

received even if no qualifying pieces are collected.

o Request must originate through the web application

o Credit only requests during the mail count period

Prepaid Parcel Evento Record each Prepaid Parcel pickup event


98



Carriers are not required to go to the customer’s door to collect mail for any reason other than a carrier pick up request, which should include at least one qualifying piece (Priority, Express, International, Merchandise Return Service, Parcel Return Service).

One event credit will be provided in Column 21

even if the official pickup request results in no qualifying pieces being collected.


99



If a carrier is instructed by their manager to dismount and go to a customer’s door to collect pre-paid parcels; the carrier would receive credit in Column 21 (Carrier Pickup Re-quest/Prepaid Parcel Event) for the event and the mail collected will be credited as appropriate in Column 20(obvious Letters and Flats) or Column22 (Carrier Pickup Items/Prepaid Parcels or Column 23 (Parcels Accepted).


100



If a carrier accepts a pre-paid parcel, Merchandise Return Service (MRS) or a Parcel Return Service (PRS) at the mailbox or at the delivery point (such as a business where a dismount and distance is provided) credit is provided in Column 21 (Carrier Pickup Request/Prepaid Parcel Event) and Column 22 (Carrier Pickup Items/Prepaid Parcels).


101



Carrier Pick-up Items/Prepaid Parcels Column 22

Record in this column each pickup item received (Express mail, Priority mail, Prepaid Parcels, or International Mail).

Note: Obvious letters and flats collected in conjunction with the carrier pickup are not included in this standard. Ref: National Grievance Settlement Q00R-4Q-C08030088

Also includes Prepaid Parcels collected

without a carrier pickup request.

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PS Form 4239 - Parcels Accepted – Col. 23

Ordinary & Insured Parcels Acceptedo Parcels requiring carrier to weigh, rate and affix postage

Do Not include as Parcels Accepted:o Flats, bulky envelopes

o Collection box parcels

o Parcels undeliverable or refused on the route

o Carrier pickup parcels (Express, Priority, Prepaid Parcels, & International only), -- credit is given in Column 22

103



PS Form 4239 - Parcels Accepted – Col. 23

When a carrier collects UPS Parcel Return Service (PRS) whether or not in conjunction with a carrier pickup request, credit will no longer be provided in Column 23 (Ordinary and Insured Parcels Accepted).

The proper credit will be provided in Column 20 or Column 21 and Column 22 as appropriate.

104



Registered & Certified Acceptedo Rural carrier must perform one of the

following: Weigh, rate, and affix postage Postmark receipt Endorse and return a receipt via Form

3800 or 3896May involve assistance from a clerk

o Rural carrier does not complete any of these Credit provided in Column 20, 21 and 22,

or 23 as appropriate

PS Form 4239 - Reg & Cert Accepted- Col. 24

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Certificate of Mailing Acceptedo Also enter in column 24 the number of

Certificate of Mailing accepted by the carrier during the mail count. A customer may use PS Form 3877 (Firm Mailing Book for Accountable Mail) or a facsimile, when three or more certificates of mailings are presented at one time. In that case, only one credit is provided for processing PS Form 3877.

Ref: Step 4 CO6R-4C-092806648

Wellsboro, PA 16901

(Page 159 of Supporting Documents)


106



Not credited in Column 24

o Accountables returned when notice left

o Certified items from collection box or collection compartment


107



Money Order Applications Processed

o Applications must only be accepted from customers residing on the route

o If the carrier lives on their own route, and regularly purchases money orders throughout the year, credit is allowed.

o Management must review each application daily

PS Form 4239 - Money Order Applications – Column 25

108



Return Receipts - “L” Routes Onlyo L Routes that handle accountable items on

Form 3883-A (Firm Delivery Receipt)o Number of return receipts attached to

accountable items listed on Form 3883

Example: L route received 10 certified pieces, four were listed in a firm delivery book. Two certifieds out of the four listed had return receipts attached

o Credit two receipts in Column 26

Entries in Column 26 - Not authorized for non “L” routes

PS Form 4239 - Return Receipts - Column 26

109



Locked Poucho Weight of Locked Pouch

Transporting mail to or from designated post offices/contract stations

Weight in lbs. of all mail, including parcelso To determine daily weight for Form 4241

Total the pouch weight of all days Divide total by number of days of count Divide the daily weight by the number of locked

pouch stopso Average Daily Weight goes in the total Column 27 on

Form 4241

PS Form 4239 - Locked Pouch- Column 27

110



Waiting Timeo Time spent by carrier waiting for mail after

official starting time. Normally associated with time used by management to count mail

o Wait time is recorded to ensure it is not included in the actual time required to serve the route. Waiting time is not part of total office time on PS Form 4241A

o Starting time may be adjusted to prevent waiting time

PS Form 4239 - Waiting Time - Column 29

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Counting Time

o Time used by carrier to verify the count of mail by Manager

o Do not include time used by manager countingo Do not include time used by carriers observing

on non-scheduled dayso Time recorded to ensure it is not included in

actual time required to serve the routeo Counting Time is not part of total office time on

PS 4241A actual time

PS Form 4239 - Counting Time- Column 30

112



Items Not Included On the 4239

Items automatically credited to each Rural Route evaluation

o Stamp Stock/Rural Reach Credit (20 minutes/week)o Scanner (retrieval/setup/return) (6 minutes/week)o Strapping out (based on formula, PO-603,

543.1)o Other office & personal time (30 minutes/week)o Withdrawing mail (30 minutes/week), if appropriateo USPS vehicle allowance (minimum 30

minutes/week) , if appropriateo Reload/ Unload (18 minutes/week)

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PS Form 4241

Summary of Counto Time Used - Actual from PS Form 4240

Hours and hundredths

o Box count and stops should be accurate as of the last day of count, which may differ from that counted during the route inspection

o Number of boxes, not familieso Seasonal boxes listed are only the actual seasonal

deliveries, not all boxes on the routeo Carriers should review totals on PS Form 4239

against totals on PS Form 4241

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Manager must meet with each regular carrier to discuss options:

o High - Higher pay, but less time off (J or H route)o Low - Lower pay, but more time off (K or J route)

Requirements for High Optiono Route’s evaluation must fall in more than one route

classification (standard hours between 44:11 and 50:43)o In order to be eligible for high option the regular carrier

must have a minimum of ten years of service from his/her retirement computation date.

o Demonstrated no 2080 problems previous yearo Commit in writing to use sufficient annual leave (not LWOP)

so as not to exceed 2080 hrs.

Option Elections & Leave Agreements

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"H"

ROUTES

41 (40:30 TO

41:29)

42 (41:30 TO

42:29)

43 (42:30 TO

43:29) "J" ROUTES

44 (43:30 TO

44:29) 41 (44:11 TO

45:15)

45 (44:30 TO

45:29) 42 (45:16 TO

46:21)

46 (45:30 TO

46:29) 43 (46:22 TO

47:27) "K" ROUTES

44 (47:28 TO

48:32) 40 (47:24 TO

48:35)

45 (48:33 TO

49:37) 41 (48:36 TO

49:47)

46 (49:38 TO

50:43) 42 (49:48 TO

50:59)

43 (51:00 TO

52:11)

44 (52:12 TO

53:23)

"L" Route - > 12 Deliveries per mile 45 (53:24 TO

54:35)

46 (54:36 TO

55:47)

Non "L" Route - < 12 Deliveries per mile 47 (55:48 TO

56:59)

48 (57:00 TO

57:36)

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The Form 4241 contains two (2) signature blocks for the regular carrier to sign. One block pertains to the certification of the mail count totals. The carrier should not sign this block if he/she disagrees with the count totals.

The second block is signed only if the regular carrier is eligible and desires to elect the higher route classification. By signing, the rural carrier agrees to use sufficient annual leave during the guarantee period to assure that the total actual work hours will not exceed 2080 during the guarantee period. Failure to sign will result in the route being classified in the low option. Signing this block has no effect if the route/carrier is not eligible for high option.

Signing the leave commitment box does not signify that you agree with the mail count


117



Do not mark the option as High if the regular carrier does not have a minimum of ten years of service from his/her retirement computation date

Appropriate markings and carrier signature must be documented for route to be placed in high option.

Carriers are not required to sign the leave commitment unless they are eligible for, and desire, High Option.


118



Attempt to resolve disagreements at the local level

o Disputed items must be brought to managers attention prior to casing and delivery

If disagreement cannot be resolved locallyo Provide written details to Postmaster for review &

resolution. If not resolved: Mail a copy to the NRLCA District Representative (or

designee) District will evaluate and provide written reply to local

management Local management will advise the carrier in writing If carrier is not satisfied with decision, grievance

procedure is next step

Disagreements

119



Carrier’s responsibilitieso Travel route normallyo Report boxes vacant over 90 dayso Identify hazards & possible corrective actions

Annual Route Inspection

120



Must be conducted for all routes being counted There is no requirement to inspect routes not

being counted (Except as provided in M-38 Part 512)

Purpose of Annual Inspectionso Historical Data (not a pay document)o Allows management to assess route conditions

Verify boxes, stops, families, dismounts Ensure safe and efficient line of travel Identify needed improvements Assess carrier performance Identify safety hazards


121



Annual Route InspectionThe stop count only effects routes that are served by using a privately owned vehicle and then, only potentially impacts the EMA. The minimum number of stops necessary to serve all receptacles on the route; i.e., the number of times a carrier must move the vehicle in order to serve all boxes on the route, are counted as stops.

122




123



Manager’s responsibilities

o Perform inspections - cannot be delegated to a craft employee, unless detailed to a higher level assignment

o Inspection with regular carrier, if possibleo Accompany the carrier while delivering the routeo Can request carrier to use another vehicle day of

inspection - cannot require


124



REMEMBER

THIS IS YOUR MONEY!

IF YOU HAVE PROBLEMS LET SOMEONE KNOW AS SOON AS THEY OCCUR AND THOROUGHLY DOCUMENT

ALL DISPUTED ITEMS!

Rural Mail Count