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NATIONAL RURAL LETTER CARRIERS ’ ASSOCIATION SEPTEMBER 2012 NATIONAL MAIL COUNT TRAINING. Rural Mail Count - Overview. Definition of count Dates to remember Pre-count conference Review of forms PS Form 4239 PS Form 4241 Option elections and leave agreements. Rural Mail Count - Overview.

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slide1

NATIONAL RURAL LETTER CARRIERS’ ASSOCIATION

SEPTEMBER 2012 NATIONAL MAIL COUNT TRAINING

rural mail count overview
Rural Mail Count - Overview
  • Definition of count
  • Dates to remember
  • Pre-count conference
  • Review of forms
    • PS Form 4239
    • PS Form 4241
  • Option elections and leave agreements
rural mail count overview1
Rural Mail Count - Overview

Who Counts?

  • In accordance with Article 9.2.C.3.a.(4), the Postal Service notified the NRLCA of it’s intent to conduct a national count of mail for all rural routes during the last twelve working days of September.
rural carrier count procedures
Rural Carrier Count Procedures

5”

6 1/8”

3/8”

1 9/16”

mail count procedures
Mail Count Procedures
  • All classes of mail must be counted daily
    • Before it is cased
    • Manager/counter must exercise extreme caution to ensure all entries are correct
    • Carriers may verify all counts of mail, including timed functions
  • Carriers may observe mail count
    • Relief Days
    • Annual Leave Days
    • Must be in non-duty status
    • Must not participate in office work activities
    • Cannot be on sick leave, SWOP, or OWCP
carrier responsibilities
Carrier Responsibilities
  • 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
pre count conference
Pre-Count Conference
  • Purpose
    • Resolve issues & concerns prior to count
    • Must be completed by COB Saturday, September 1, 2012
    • Mandatory for all involved in the count
    • Brief conference - generally 20 minutes or less
    • New procedures not discussed during this conference cannot be introduced between pre-count conference and the count
  • Pre-count Conference Checklist
    • Refer to mail count guide and check list.
    • Do not enter into any agreements outside of these guidelines
mail flow
Mail Flow
  • Mail Flow
    • Consistent with normal conditions
    • Honor mailer in-home dates where possible
    • Must not require additional clerk workhours expressly for clearing mail prior to count
  • Clerk hours must not be curtailed or increased on the last day of count
    • 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
definition of available mail
Definition of “Available Mail”
  • 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.
withdrawal of mail
Withdrawal of Mail
  • 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 mail1
Withdrawal of Mail
  • 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
ps form 4239 rural route count of mail
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
ps form 4239 letter size column 1
Letters

All letter-size mail 6-1/8” or less in width

Small magazines & catalogs

6-1/8” or less in width & 3/8” or less in thickness

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

Detached address cards, regardless of size

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

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)

Do not include accountables - Column 8 only

PS Form 3982-R cased is credited in Column 1

PS Form 4239 - Letter Size - Column 1
rural carrier count procedures column 1
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.

ps form 4239 sector segment column 2
PS Form 4239 - Sector/Segment - Column 2
  • Sector/Segment Letters
    • Processed on Postal automated equipment

in sector/segment order

    • All for same shelf

generally within a

20” span

    • All mail up to 6 1/8”

in width

ps form 4239 dps letters column 3
PS Form 4239 - DPS Letters - Column 3
  • Delivery Point Sequence Letters (DPS)
    • End of Run Report will be used to record DPS piece count, either party may verify by manual count
    • Mail up to 6 1/8” in width processed on automated equipment in DPS order
    • Record in Column 3 all DPS Letters, whether cased or not
    • 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
    • If less than 2400 pieces averaged per week during count, will be credited in Columns 1 or 2 as appropriate
ps form 4239 dps letters column 31
PS Form 4239 - DPS Letters - Column 3
  • Delivery Point Sequence Letters (DPS)
    • 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 September 8 in order to qualify for new DPS letter rate
ps form 4239 dps letters column 32
PS Form 4239 - DPS Letters - Column 3
  • Delivery Point Sequence Letters (DPS)
    • School or business is closed
      • 7 or less pieces each piece column 1 (letters)
      • 8 or more one credit column 6 (parcels)
    • 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.
ps form 4239 flats column 4
PS Form 4239 - Flats - Column 4
  • Newspapers, magazines, flats, catalogs & rolls

Other sized mail - default from letters & parcels

    • Catalogs must fit in empty case separations
      • If not, count as parcels
    • Weight is not a consideration
    • Letters larger than 6-1/8” in width
    • Full case separations should be tied out by carrier to allow more mail to be cased
      • No additional credit given
    • Flats processed on USFM 1000 receive an additional 17.5% credit.
  • Address orientation and mail piece size will determine how pieces are classified.
rural carrier count procedures column 4
Rural Carrier Count Procedures Column 4

6 1/8 “

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

dps flats column 5
DPS FLATS Column 5

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 51
DPS FLATS Column 5
  • 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 52
DPS FLATS Column 5
  • 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

NRLCA September 2012 Mail Count Guide, page 61

dps flats column 53
DPS FLATS Column 5
  • 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 54
DPS FLATS Column 5
  • 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 55
DPS FLATS Column 5
  • 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 56
DPS FLATS Column 5

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.

ps form 4239 parcels column 6
PS Form 4239 - Parcels - Column 6
  • Rigid Parcels
    • 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 Parcels
    • Non - rigid article that does not fit in the letter or flat separation with other mail without damage to the article.
    • Includes “DO NOT FOLD OR BEND”
      • Provided the piece will not fit in the case with other mail without damage to the article
    • Determine “fit” based on 2 inch cells unless management has directed the use of 1-inch cells
ps form 4239 parcels column 6 cont d
PS Form 4239 - Parcels - Column 6 (cont’d)

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

    • Mail all for one single address
  • Postage due parcels
    • Count as postage due AND a parcel
  • Parcel size pieces with detached address cards are credited in Column 7, Boxholders
  • Do not include direct bundles tied out at the carrier’s case
    • Casing & strap out credit given - no additional time
ps form 4239 parcels column 6 cont d1
PS Form 4239 - Parcels - Column 6 (cont’d)
  • All parcels for Village Post Office (VPO) post office boxes will be recorded in this column.
  • Each container/bundle of mail for the VPO post offices boxes will also be credited as one parcel.
ps form 4239 parcels column 6 cont d2
PS Form 4239 - Parcels - Column 6 (cont’d)
  • 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.
ps form 4239 letter flat or parcel
PS Form 4239—Letter, Flat, or Parcel?
  • Label Orientation:
    • Relevant in determining a letter vs. flat.
    • 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.
    • How carriers normally handle the mail piece does not determine credit given.
rural carrier count procedures column 6
Rural Carrier Count Procedures Column 6

5 “

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

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

5 “

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

rural carrier count procedures column 61
Rural Carrier Count Procedures Column 6

1 9/16”

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

rural carrier count procedures column 62
Rural Carrier Count Procedures Column 6

This article is a hard (Rigid) mailing tube.

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

rural carrier count procedures column 63
Rural Carrier Count Procedures Column 6

18 “

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

ps form 4239 rigid article in flexible mail piece
PS Form 4239—Rigid Article in Flexible Mail Piece
  • Parcel
    • 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
    • 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 piece1
PS Form 4239—Rigid Article in Flexible Mail Piece
  • Flat
    • 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 piece
    • 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 width
    • Exception:
      • The flexible mail piece does not fit in the letter (or flat ) separation with other mail without damage to the mail piece
      • Parcel
ps form 4239 rigid article in flexible mail piece2
PS Form 4239—Rigid Article in Flexible Mail Piece
  • Letter
  • 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 less than 80% of area of flexible mail piece
  • Flexible mail piece is 6 1/8 or less inches in width
    • Contains rigid item
      • Does not exceed 5 inches in height, 18 inches in length, or 1 9/16 inches in width
  • Exception:
    • The flexible mail piece does not fit in the letter (or flat ) separation with other mail without damage to the mail piece
      • Parcel
rigid item inside flexible mail piece riverside ca step 4
Rigid item inside flexible mail piece, Riverside, CA - Step 4

7

3

8

6

16

16

3

1

5

6

8

16

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

rigid item inside mail piece riverside ca step 4
Rigid item inside mail piece Riverside CA Step 4

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 X6 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

ps form 4239 boxholders column 7
PS Form 4239 - Boxholders - Column 7
  • Boxholders
    • Daily Number of boxholders taken out for delivery
    • Actual Pieces - not sets
    • All simplified address mail, including samples with detached labels
    • Boxholder count must not exceed # of families or boxes (as appropriate)
    • Samples with detached address cards
      • Number of samples recorded as boxholders
      • If address cards specifically addressed - letters
      • If address cards simplified addresses - 2 boxholders
    • Carriers have the option to handle boxholders separately or case them
ps form 4239 boxholders column 71
PS Form 4239 - Boxholders - Column 7

Boxholdersare counted only when they are delivered.

  • Examples:
  • A two-week mail count begins September 17 and ends September 29. A boxholder is received in the office on September 15 with a requested delivery date of September 17. This boxholder would be delivered on September 17 and would be included in the count.
  • Conversely, a boxholder received in the office on September 29, with a requested delivery date of October 1 would be delivered on October 1 and would not be included in the count.
ps form 4239 accountables column 8
PS Form 4239 - Accountables - Column 8
  • Registered, Certified, Numbered Insured, Return Receipt for Merchandise, Express Mail & Signature Confirmation
    • Includes any accountable mail found in DPS
    • Total number of articles received daily for delivery
    • L routes using firm delivery sheets – one accountable credit per page
      • Firm delivery receipt should only be used for addresses receiving two or more accountables
    • Bar coded International mail requiring a signature
    • Includes Signature Waiver Express Mail items not requiring a PS Form 3849
    • An Arrow Key is not credited in column 8
  • Accountable articles are not recorded in Columns 1, 2, 4, 6, or 11.
column 8 accountable mail
Column 8 Accountable Mail

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
slide49

Express Mail Service

PS Form 4239 - Accountables - Column 8

Adult Signature Services

  • Adult Signature Required:
    • Requires the signature of someone 21 years of age or older at the recipient address. Requires verification of age by delivery employee
  • Adult 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.
slide50

Express Mail Service

PS Form 4239 - Accountables - Column 8

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

ps form 4239 cod customs column 9
PS Form 4239 - COD & Customs – Column 9
  • CODs & Customs Due Received for Delivery
    • 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
    • Form 3816 completed
    • 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
    • CODs and Customs Due mail for Village Post Office (VPO) post office boxes will be recorded in this column.
ps form 4239 postage due column 10
PS Form 4239 – Postage Due - Column 10

Postage Due

  • Number of postage due pieces taken out for delivery
  • Double credit for parcels that are postage due in Column 6 and in this column
  • Do not include in Columns 1, 2, or 4
  • One postage due credit for each bundle of postage due with a single postage due amount
ps form 4239 postage due column 101
PS Form 4239 – Postage Due - Column 10

Postage Due

  • Carriers are not required to go to the door with postage due letters, only postage due parcels
  • Postage Due mail for Village Post Office (VPO) post office boxes will be recorded in this column.
ps form 4239 change of address col 11
COA

No accumulation of COAs prior to count

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

PS Form 3575

PS Form 3546

Carrier initiated Form 3575Z for MLNA

10 day “Hold For Order” that expires during count

Entries on 1564 or 4232 are not recorded as COA

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

PS Form 4239 - CHANGE OF ADDRESS - Col. 11
ps form 3982 pars label column 12
PS Form 3982 - PARS Label Column 12
  • 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**
coa pars label credit
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.
ps form 4239 marked up column 13
PS Form 4239 - Marked-up - Column 13
  • Marked - Up
    • Undeliverable As Addressed mail requiring carrier endorsement
    • As specified in DMM 507,1-4.1 and PO-603 242
    • Mark Ups must be carefully counted in the correct category
ps form 4239 marked up column 131
CFS Machinable

CFS Non-machinable

Insufficient Address (IA)

Undeliverable As Addressed - Unable To Forward

Unable to Forward (UTF) Formerly (FOE)

Undeliverable Bulk Business Mail – (UBBM)

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

Attempted Not Known (ANK)

No Such Number (NSN)

No Such Street (NSS)

No Mail Receptacle (NMR)

Vacant (VAC)

Refused (REF)

Illegible (ILL)

In Dispute (DIS)

Temporarily Away (TA)

Unclaimed (UNC)

3 M (MMM Bundle) If Required By Management

Excess Boxholders - In Excess of Requirements

PS Form 4239 - Marked-up - Column 13
  • Credit one mark-up for each bundleof UAA mail
ps form 4239 marked up column 132
PS Form 4239 - Marked-up - Column 13
  • Mark-up for each piece that is individually endorsed
    • Deceased (DEC)
    • Forwardable parcel, requiring hand mark – up
    • CFS No Record Mail
    • Transcribing information to PS Form 3982-R (RBNR)
    • Address Searches receive mark-up credit
    • Marking mail for CFS processing if necessary
    • 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.
ps form 4239 mark up column 13
PS Form 4239 - Mark-up - Column 13

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
    • 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 clearance receipt col 14
PS Form 4239 - Clearance Receipt – Col. 14
  • Form 3821 Completed
  • Required by PO 603 431.4
    • Number of Form 3821s completed by the carrier
    • Not required if carrier has no accountables
    • May receive more than one credit per day
      • Multiple CODs - one for each COD delivered
    • Should be used all year, not just during count
non signature scan items column 15
Non Signature “Scan” Items Column 15
  • 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 scan
      • These items are also credited in column 4 or 6 as appropriate.
    • Delivery Confirmation
    • Bar coded International mail
      • Move to Column 8 if prompted for signature
    • Signature Waiver Express Mail Items not requiring a PS Form 3849 are credited in Column 8
non signature scan items column 151
Non Signature “Scan” Items Column 15
  • Shipment Confirmation Acceptance Notice (SCAN) PS Form 5630
  • Carrier Pickup manifest scanned
  • Saturation and Bundle Scanning
    • Record Saturation scans completed daily in this column
    • Management will provide Saturation Mail Barcode for designated Saturation mailing(s)
    • Carriers required to scan barcode for designated mailing on the day delivery is complete
    • Additional compensation may be applicable if barcode is not located in carriers work area
non signature scan items column 152
Non Signature “Scan” Items Column 15
  • 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.
ps form 4239 loading time column 16
PS Form 4239 - Loading Time - Column 16

Actual time to transfer mail from work area to vehicle

Includes placing mail in the vehicle

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.”

ps form 4239 loading time column 161
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

No negotiated loading times (must be daily actual time)

Unloading and reloading time not included—automatic allowance

ps form 4239 other suitable allowance column 17
PS Form 4239 – Other Suitable Allowance - Column 17
  • Must Meet 3 Qualifications:
    • Authorized by management
    • Recurring nature (Daily or Weekly)
    • Not covered by any other allowance

Must recordACTUAL TIMEin

minutes & seconds

      • No rounding
      • No locally negotiated times
ps form 4239 other suitable allowance column 171
PS Form 4239 – Other Suitable Allowance - Column 17
  • Acceptable - Other Suitable Allowance Column 17
    • Weekly combined service & safety talks
      • Usually 5 minutes—record actual time
    • Trips to the CFS mail/throwback case including time to deposit mail
    • Time to walk to and from hold mail location including time to deposit mail, if away from carrier case
    • Saturday close out when no personnel on duty
    • Non-personnel Units
    • Time to sweep collection box
ps form 4239 other suitable allowance column 172
PS Form 4239 – Other Suitable Allowance - Column 17
  • Acceptable Column 17 entries (Cont’d)
    • Return of arrow key, only if no other accountable mail
    • Riffling DPS mail where breaker cards are not in use
    • Separating collection mail, when more than 2 separations are required
    • Edit Book entries in addition to what was previously required on back of PS Form 4240
      • No time for adds/deletes or name changes
    • Actual time, if required throughout the year, to answer official communication, telephone calls, or speak to customers at counter
ps form 4239 other suitable allowance column 173
PS Form 4239 – Other Suitable Allowance - Column 17
  • Acceptable Column 17 entries (Cont’d)
    • Time to put "notice left" parcels on the proper shelf, if required
    • Time to locate and retrieve errors associated with the Mail History Tracking System (MHTS) process. This is normally done during the riffling process
    • 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.
ps form 4239 other suitable allowance column 174
PS Form 4239 – Other Suitable Allowance - Column 17
  • 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:
    • Retrieving DPS Mail
    • Retrieving Parcel Hamper
    • 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.
ps form 4239 other suitable allowance column 175
PS Form 4239 – Other Suitable Allowance - Column 17

Additional time to pickup and or return scanner ONLY:

If not within a reasonable distance of carriers line of travel for other work functions and

If not in conjunction with other paid work activities

not other suitable allowance col 17
Not Other Suitable Allowance – Col. 17
  • Not allowable as Column 17
    • Locked pouch service
    • Personal time
    • Non-recurring service talks
    • LLV inspection & refueling
    • NDCBU collection compartments (outgoing mail)
    • Time to pick up samples for delivery (close proximity)
not other suitable allowance column 17
Not Other Suitable Allowance - Column 17
  • Not allowable as Column 17
    • Vehicle Breakdowns
    • Time associated with stamp stock
      • Intermediate only
    • Conversations with Managers
    • Giving customers directions (on route)
    • Filing Forms 3575
      • Clerical duty- should not be built into rural route unless required by local management
ps form 4239 authorized dismounts column 18
PS Form 4239 – Authorized Dismounts - Column 18
  • Authorized Dismounts
    • 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 181
PS Form 4239 – Authorized Dismounts - Column 18
  • Authorized Dismounts
    • Recorded on a daily basis - Closed on Saturday - 5 days
    • Collection and delivery of accountables or parcels is not entitlement to authorized dismount credit
    • No credit for locked pouch - included in time allowance
ps form 4239 auth dismount distance column 19
PS Form 4239-Auth. Dismount Distance – Column 19
  • Authorized Dismount Distance
    • Measure with mechanical measuring device
    • Establish authorized parking location, should be available 90% of the time – not handicapped, fire lane, etc
    • Satchel / carts may be authorized to save extra trips
    • Most direct/efficient distance from point of dismount from vehicle to delivery point and return
    • Record to closest foot
ps form 4239 auth dismount distance column 191
PS Form 4239-Auth. Dismount Distance – Column 19
  • Authorized Dismount Distance
    • Carrier makes more than one trip a day
      • Heavy volume (not parcels)
      • Credit given for each trip
    • Includes dismount distance at Village Post offices (VPO)
    • Make daily entries based on number of trips
    • Management should maintain dismount log for each route
ps form 4239 letters flats collected column 20
PS Form 4239 - Letters & Flats Collected – Column 20
  • Letters and Flats Collected
    • One piece for each loose individual letter & flat collected on the route
    • One piece for every bundle of letters or flats collected on the route - not individual count
    • Do not include pieces deposited in collection compartments or collection boxes
    • Carriers must keep mail collected from CBU collection compartments and collection boxes separate from other collection mail
    • Credit one piece for each tray/container of letters and/or flats collected from customers
    • Returning delivered PS Form 3982-R
carrier pick up request prepaid parcel event column 21
Carrier Pick-up Request /Prepaid Parcel Event Column 21
  • Carrier Pickup Request
    • Record each carrier pick up request received even if no qualifying pieces are collected.
    • Request must originate through the web application
    • Credit only requests during the mail count period
  • Prepaid Parcel Event
    • Record each Prepaid Parcel (over 2 lbs) pickup event
carrier pick up items prepaid parcels over 2 lbs column 22
Carrier Pick-up Items/Prepaid Parcels over 2 lbs Column 22
  • Carrier Pickup Items
    • Associated with a request received through the web application
    • Record number of carrier pickup items received for each of the following categories collected:
      • Express Mail
      • Priority Mail
      • International Mail
    • Individual credit given even if the above listed mail pieces are in tubs, sacks, etc

Does not include pre paid ordinary, insured parcels or other mail received at the carrier pickup location. These items will receive credit in appropriate column(s) based on the characteristics of the mail piece.

slide82

Carrier Pick-up Items/Prepaid Parcels over 2 lbs Column 22

  • Merchandise Return Service (MRS), and Parcel Return Service (PRS) accepted or letters or flats collected in conjunction with the carrier pickup items will not be included in Column 22.
  • These mail pieces will be credited in Columns 20 or 23, as appropriate. Upon return to the office, rural carriers will place MRS and PRS items in a designated location to allow for proper scanning of the piece and proper disposition. Any duties beyond placing these mail pieces in the designated location are not included in the credit received in Columns 20 or 23.
slide83

Carrier Pick-up Items/Prepaid Parcels over 2 lbs Column 22

  • Prepaid Parcels over 2 lbs
    • Parcels weighing more than 2 pounds for which postage has been prepaid are now entered in column 22 for the number of parcels and column 21 for each pickup event
ps form 4239 parcels accepted col 23
Ordinary & Insured Parcels Accepted

Parcels requiring carrier to weigh, rate and affix postage

One parcel accepted for each sack of pre-paid parcels

DoNot include as Parcels Accepted:

Flats, bulky envelopes

Prepaid parcels less than 2 lbs. (credited in Column 20)

Collection box parcels

Parcels undeliverable or refused on the route

Carrier pickup parcels (Express, Priority, Prepaid Parcels over 2lbs, & International only), -- credit is given in Column 22

PS Form 4239 - Parcels Accepted – Col. 23
ps form 4239 reg cert accepted col 24
PS Form 4239 - Reg & Cert Accepted- Col. 24
  • Registered & CertifiedAccepted
    • Rural carrier must perform one of the following:
      • Weigh, rate, and affix postage
      • Postmark receipt
      • Endorse and return a receipt via Form 3800 or 3896
        • May involve assistance from a clerk
    • Rural carrier does not complete any of these
      • Credit provided in Column 20 or23
ps form 4239 reg cert accepted col 241
PS Form 4239 - Reg & Cert Accepted- Col. 24
  • Certificate of Mailing Accepted
    • 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

ps form 4239 reg cert accepted col 242
PS Form 4239 - Reg & Cert Accepted- Col. 24
  • Not credited in Column 24
      • Accountables returned when notice left
      • Certified items from collection box or collection compartment
ps form 4239 money order applications column 25
PS Form 4239 - Money Order Applications – Column 25
  • Money Order Applications Processed
      • Applications must only be accepted from customers residing on the route
      • If the carrier lives on their own route, and regularly purchases money orders throughout the year, credit is allowed.
      • Management must review each application daily
ps form 4239 return receipts column 26
PS Form 4239 - Return Receipts - Column 26
  • Return Receipts -“L” Routes Only
    • L Routes that handle accountable items on Form 3883-A (Firm Delivery Receipt)
    • 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

    • Credit two receipts in Column 26
  • Entries in Column 26 - Not authorized for non “L” routes
ps form 4239 locked pouch column 27
PS Form 4239 - Locked Pouch- Column 27
  • Locked Pouch
    • Weight of Locked Pouch
      • Transporting mail to or from designated post offices/contract stations
      • Weight in lbs. of all mail, including parcels
    • 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 stops
    • Average Daily Weight goes in the total Column 27 on Form 4241
ps form 4239 waiting time column 29
PS Form 4239 - Waiting Time - Column 29
  • Waiting Time
    • Time spent by carrier waiting for mail after official starting time. Normally associated with time used by management to count mail
    • 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
    • Starting time may be adjusted to prevent waiting time
ps form 4239 counting time column 30
PS Form 4239 - Counting Time- Column 30
  • Counting Time
    • Time used by carrier to verify the count of mail by Manager
    • Do not include time used by manager counting
    • Do not include time used by carriers observing on non-scheduled days
    • Time recorded to ensure it is not included in actual time required to serve the route
    • Counting Time is not part of total office time on PS 4241A actual time
items not included on the 4239
Items Not Included On the 4239
  • Items automatically credited to each Rural Route evaluation
    • Stamp Stock/Rural Reach Credit (20 minutes/week)
    • Scanner (retrieval/setup/return) (6 minutes/week)
    • Strapping out (based on formula, PO-603, 543.1)
    • Other office & personal time (30 minutes/week)
    • Withdrawing mail (30 minutes/week)
    • USPS vehicle allowance (minimum 30 minutes/week)
    • Reload/ Unload (18 minutes/week)
ps form 4241
PS Form 4241
  • Summary of Count
    • Time Used - Actual from PS Form 4240
      • Hours and hundredths
    • Box count and stops should be accurate as of the last day of count, which may differ from that counted during the route inspection
    • Number of boxes, not families
    • Seasonal boxes listed are only the actual seasonal deliveries, not all boxes on the route
    • Carriers should review totals on PS Form 4239 against totals on PS Form 4241
option elections leave agreements
Option Elections & Leave Agreements
  • Manager must meet with each regular carrier to discuss options:
    • High - Higher pay, but less time off (J or H route)
    • Low - Lower pay, but more time off (K or J route)
  • Requirements for High Option
    • Route’s evaluation must fall in more than one route classification (standard hours between 44:11 and 50:43)
    • 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.
    • Demonstrated no 2080 problems previous year
    • Commit in writing to use sufficient annual leave (not LWOP) so as not to exceed 2080 hrs
option elections leave agreements2
Option Elections & Leave Agreements
  • 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
option elections leave agreements3
Option Elections & Leave Agreements
  • 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.
  • High option is more work, more money, low is less work, less money.
  • 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.
disagreements
Disagreements
  • Attempt to resolve disagreements at the local level
    • Disputed items must be brought to managers attention prior to casing and delivery
  • If disagreement cannot be resolved locally
    • Provide written details to Postmaster for review & resolution. If not resolved:
      • Mail a copy to the State Steward (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
disagreements1
Disagreements
  • If the carrier disagrees with the count data

carrier should NOT sign PS 4241 certified to be correct

    • Must submit written comments explaining reasons for objecting to sign and the nature of the error or omission on PS 4241
    • Management must provide similar written

comments

  • Form 4241 with management & carrier comments must be forwarded to the District for review and resolution
annual route inspection
Annual Route Inspection
  • Must be conducted for all routes
  • There is no requirement to inspect routes not being counted (Except as provided in M-38 Part 512)
  • Purpose of Annual Inspections
    • Historical Data (not a pay document)
    • 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
annual route inspection1
Annual Route Inspection
  • Manager’s responsibilities
    • Perform inspections - cannot be delegated to a craft employee, unless detailed to a higher level assignment
    • Inspection with regular carrier, if possible
    • Accompany the carrier while delivering the route
    • Can request carrier to use another vehicle day of inspection - cannot require
annual route inspection2
Annual Route Inspection
  • Carrier’s responsibilities
    • Travel route normally
    • Report boxes vacant over 90 days
    • Identify hazards & possible corrective actions
rural mail count
Rural Mail Count

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