Mail Count Guide 2009 Final

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NRLCA MAIL COUNT GUIDE (REVISED JANUARY 2009)

2009 NRLCA Mail Count Guide Table of Contents Sections 2009 Mail Count:  Things You Should Know!........................................................... Section 1:  Mail Count Overview……………………………………………………………………………… Section 2:  Rural Route Count of Mail, PS Form 4239……………………………………………… Forms……………………………………………………………………………………………………………………… Support Documents………………………………………………………………..………………………………

Section 1:  Mail Count Overview National Mail Counts Special Mail Counts Rural Route Inspection Inspecting Rural Routes Carrier Responsibilities During Route Inspections Box Count Stop Count  Family Count Authorized Dismounts Preparing to Ride the Route Request to Repair Roads Mailbox Needs Attention Counting Your Own Mail Pre‐sort Mail Even Flow of Mail  Withdrawal of Mail Duties Associated with Withdrawal  Number of Withdrawals  Required Duties of Carriers Who Do Not Receive the Withdrawal Credit  Withdrawal – All or Nothing Not Part of Withdrawal Cutting Straps or Plastic Obtaining Parcel Hampers Pre‐Count Conference Pre‐Count Items for Discussion Pre‐Count Conference Checklist Summary of Mail Count Principles PS Form 4239 Should Disagreements Occur

Page # 1‐11 12‐18 19‐30 31‐41 42‐154

Page # 12 12 12 12 13 13 13 13 13 13‐14 14 14 14‐15 14 14‐15 15 15 15 15 15 15 15 15 16 16 16‐17 17‐18 18 18

Section 2:  Rural Route Count of Mail, PS Form 4239 Column 1 – Letter Size Mail  Column 2 – Sector/Segment Letters Column 3 – Delivery Point Sequence (DPS) Letters Column 4 – Papers, Magazines, Catalogs, Flats, Other Size Mail Column 5 – DPS Flats Column 6 – Parcels Column 7 – Boxholders Column 8 – Registered Mail, Certified Mail, Numbered Insured, Column 9 – CODs and Customs Due Received for Delivery Column 10 – Postage Due Column 11 – Change of Address (COA) Column 12 – PS Form 3982 PARS Label Column 13 – Marked Up Mail Pieces Column 14 – PS Form 3821 Completed Column 15 – Non Signature “Scan” Items Column 16 – Loading Time Column 17 – Other Suitable Allowance Column 18 – Authorized Dismounts Column 19 – Authorized Dismount Distance (in feet) Column 20 – Letters and Flats Collected Column 21 – Carrier Pickup “Requests” C l 21 C i Pi k “R t” Column 22 – Carrier Pickup “Items” Column 23 – Ordinary and Insured Parcels Accepted Column 24 – Registered and Certified Accepted Column 25 – Money Order Applications Processed Column 26 – Return Receipts Column 27 – Weight of Locked Pouches Carried Daily Column 28 – Reserved Column 29 – Waiting Time Column 30 – Counting Time

Forms Introductory Letter to Forms PS Form 4240 Instructions PS Form 4240 (Rural Carrier Trip Report) PS Form 4248 (Rural Route Inspection Report) PS Form 4239 (Rural Route Count of Mail) PS Form 4241‐M (Rural Route Evaluation Worksheet) PS Form 4241 (Rural Delivery Statistics Report) Rural Mail Count Information Check List NRLCA Mail Count Disagreement Form

Page # 19 19 19‐20 20‐21 21 21‐22 22 22‐23 23 23 23 23 23‐25 25 25 25‐26 26‐28 28 28 28‐29 29 29 29 29‐30 30 30 30 30 30 30

Page # 31 32 33 34‐35 36 37 38‐39 40 41

Support Documents Accepting Registered Pouch at Locked Pouch Stop Accountables Accepted on Route (Pre‐Arbitration 3‐20‐03) Address Orientation (Pre‐Arbitration 3‐19‐03) Address Orientation (Step 4 2‐3‐04) Anti‐Fatigue Mats Arrow Key Available Mail (Discarding Mail while Sorting) Box/Family Count Carrier Pickup CD in Magazine (Arbitration Award 1‐12‐03) Centralized Delivery Certified Mail – Restricted Delivery Change of Address (COA) Maintaining 3575 File  Color Code Policy Counting of Catalogs Curtailing Parcels while Loading to Prevent Second Trip Customer Mail Receptacles (DMM – Locked Box)      Customer Phone Calls and Window Time Delivery to Customer with Post Office Box Designated Location for Loading Vehicle Directs Di t Dismount Deliveries ‐ Crossing Lawns Dismount Deliveries – Not Required to Walk Around Vehicle Do Not Fold or Bend DPS Close Proximity (Pre‐Arbitration 3‐19‐03) DPS Letters for Closed School of Business Edit Book (Phillip Knoll Letter and Q & A) Employer Provided Vehicles (MOU) End of Run Report Express Mail Delivery General Delivery Not Included in Box Count (12‐22‐86) Helicopter Flats (USFM 1000) Henry Letter (Clarification of Loading & Withdrawal Hold Mail – Place/Deposit at Designated Location Influencing Mail Count Loading Satchel for Dismount Delivery Mail Box Stop Illustration Mail Collected – Face and Depositing Mail Collected in Sacks Mail Collected in Tubs Mail Counts (Accurate Recording of Mail Count Data) Mark Ups Non‐Rigid “Do Not Bend Or Fold” Articles Office Procedural Changes Parcel Hamper – Close Proximity (Pre‐Arbitration 3‐19‐03)

Page # 152 151 87 95 141 127 58‐59 47 73‐74 96 45‐46 110 139 80 100 120 57 128 113 143‐144 107‐108 107 108 145 146‐147 77‐79 90‐91 93‐94 122‐126 48‐56 89 111‐112 44 101‐102 64‐66 136 86 138 42 72 148 149 153‐154 117 105‐106 70 69

Support Documents (Continued) Placing/Depositing Mail in MMM Case Postage Due Delivery Postal Bulletin 21631 (M‐38 Revision – Mail Withdrawal) Pre‐Sort Mail Replenishing Stamp Stock Return of Mail from Full Mailbox Rigid Article in DPS Mail (Pre‐Arbitration 2‐6‐98) Rigid Article Inside a Flexible Mail Piece (Flowchart) Rigid Items in Non‐Rigid Mail Piece (Pill Bottles) Rigid Items in Non‐Rigid Mail Piece (Step 4 12‐13‐05) Safety Talks – Begin and End of Timing Safety Talks – Regular and Relief Carriers Safety Talks (7‐28‐04) Scanner (MDCD – Mobile Data Collection Device) 1‐15‐03 Scanner (MDCD – Mobile Date Collection Device) 9‐30‐05 Second Trip Compensation Sequencing Address Cards (Pre‐Arbitration 3‐19‐03) Shipment Confirmation Acceptance Stopwatches for Use by Rural Carriers Template Measurement T l t M t Throwback Case – Placement of Mail Vacant for More than 90 Days (4‐18‐83) Verification of 3575 Labels (Pre‐Arbitration 10‐12‐94) Waiting at Railroad Crossings Withdrawal Allowance – Intermediate Office Withdrawal of Mail Withdrawing Mail from Hot Case (2‐21‐97)

Page # 75‐76 114‐116 67 60 150 118 92 99 103‐104 97‐98 133 134‐135 131‐132 109 129‐130 81‐85 88 119 121 71 137 43 140 142 63 68 61‐62

2009 Mail Count: Things You Should Know! National Director of Steward Operations Ronnie Stutts n accordance with Article 9.2.C.3.a.(2), a national mail count will be conducted for twenty-four (24) working days beginning February 14 and ending March 14, 2009. The following types of routes must be counted and are NOT included in the option-in election process:  All routes in an auxiliary status as of January 23, 2009.  All vacant regular routes with no regular carrier assigned as of January 23, 2009.

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Option-In Election Period:  By no later than January 23, 2009 management and regular carriers may “opt-in” a regular route to the 2009 mail count. Carriers who desire to participate in the mail count must request an Option In Election Form from their manager.  Failure to complete the required form by either party by close of business January 23, 2009 will result in a route not being scheduled for the mail count.  There is no requirement for a mutual agreement between management and the rural carrier to participate in this national count.  There is no requirement for a regular rural carrier to request or sign the option in form unless they desire to participate in the 2009 National Mail Count. Management decision to count all routes: USPS Headquarters management, by a directive dated December 4, 2008, has made the decision that all rural routes will be optioned in for the 2009 National Mail Count. However, the option in election form must still be presented to each regular carrier. The 2009 National Mail Count Option In Election Form must be completed for each regular route in the office, appropriately rounddated and presented to the regular carrier, as soon as possible, but no later than January 23, 2009. If the regular carrier is out of the office and unavailable to have the Option In Election Form presented to him/her, management will place the form in the same location as the PS Form 4240, Rural Carrier Trip report. Failure by management to properly complete and present the Option In form to the regular carrier by close of business on January 23, 2009 will result in the route not being scheduled for the 2009 National Mail Count. Close of business January 23 is defined as 5 p.m. There is no contractual requirement for the carrier to sign this form when management exercises their prerogative to count a route.

Mail count basics:  Counting all the mail handled by the rural carrier during the count period.  Count mail before it is cased.  Management must ensure that mail will be counted on all days during the period.  Personnel who have been officially designated to act in a management capacity can perform the rural count. All personnel responsible for counting the mail must be properly trained. Examples of persons acting in a management capacity are: --A clerk or a city or rural carrier acting in a management capacity: (204-B), Officer In Charge (OIC) --A Postal Operations Administrator (POA) and a Postmaster Relief (PMR). --Other non-employee personnel contracted by the USPS to count mail.  It is unacceptable for either management or rural carriers to take actions that affect the integrity of the mail count. It is not permissible to create, enforce, publish, and impose standards or limitations on markups, loading time, and other (“column R (17)”) time prior to and during the count “so as to make the count data for those targeted elements conform to perceived intended outcome.” Ref: September 15, 2006 directive from Postal Headquarters on National and Special Counts.

Observing the count:  Regular carriers may observe the count on their relief day.  Regular carriers may not observe the count if they are on sick leave, LWOP in lieu of sick leave, or on limited duty.  Carriers who observe cannot participate in any office duties.  Carriers who observe must not interfere or disrupt the count. Label/address orientation for purpose of determining mail piece dimensions: For the purpose of the mail count, the width of the mail piece will be defined as the dimension perpendicular to the address label. Therefore, a mail piece measuring 5 1/2 inches by 7 inches would be recorded as a flat if the label or address on the mail was placed parallel to the 5 1/2 inch dimension. In this exam-

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ple, the 5 1/2 inch dimension would be considered the length because the label orientation is parallel to the 5 ½ inch measurement and the 7 inch dimension is the width because the address is perpendicular to the 7 inch measurement. Ref: Pre-Arb, Q95R-4Q-C-02102188. Computerized 4239: If using a computerized version of PS Form 4239, the carrier still must receive a copy of both the manual and computerized forms for verification daily. Reloading/Unloading Time (18 minutes week): This time will be automatically credited on the PS Form 4241, similar to other fixed credits such as stamp stock and personal time. Do Not Fold or Bend: Any non-rigid article endorsed Do Not Fold or Bend that cannot be cased with other mail without damage to the item should be credited in Column 6 as parcels. This item should be thoroughly discussed during pre-count conferences. Ref: DMM 601.50

Mail Pieces that Contain Rigid Articles: In accordance with a Step 4 settlement, F00R-4F-C-03096043, the parties at the national level agreed that the overall dimensions and rigidity or flexibility characteristics of a mail piece determine whether the article is a parcel rather than any particular item enclosed within that mail piece. Scanner Setup Time: The scanner setup time of 6 minutes per week (1 minute per day) will be credited automatically in the same manner as personal time, withdrawal allowance, etc. (No longer entered in Column 17). Column 8: Includes all Registered, Certified, Numbered insured, Return Receipt for Merchandise, Express Mail, and Signature Confirmation, including foreign items that are prompted for a PS Form 3849 by the scanner Delivery Confirmation Scans: These mail pieces were previously credited at 18 seconds each in Column R for the scan function and also credited as a parcel or flat, as appropriate. A Delivery Confirmation mail piece is now credited in both Column 15, Non-Signature Scan Items

Changes to Mail Count Elements (PS Form 4239) NEW

OLD

NEW

OLD

Column 1, Letter Size

Column A, Letter Size

Column 18, Authorized Dismounts

Column U, Authorized Dismounts

Column 2, Sector/Segment Letters

Column B, Sector/Segment Letters

Column 19, Authorized Dismount Distance (Ft)

Column V, Dismount Distance (FT)

Column 3, DPS Letters

Column L, DPS Letters

Column 20, Letters & Flats Collected

Column N, Letters & Flats Collected

Column 4, Flats, Catalogs, Magazines, Newspapers, Rolls Column 5, DPS Flats

Column C, Newspapers, Magazines, Flats, Catalogs and Rolls

Column 21, Carrier Pickup ‘Requests’

Previously credited in column R at 90 seconds each.

New mail count element. Not currently utilized.

Column 22, Carrier Pickup ‘Items’

Previously credited in column R at 9 seconds each.

Column 6, Parcels

Column D, Parcels

Column 23, Parcels Accepted, Ordinary, Insured, C.O.D.

Column O, Ordinary & Insured Parcels/CODs Accepted

Column 7, Boxholders

Column E, Boxholders

Column 24, Registered, Certified Accepted

Column P, Registered & Certified Accepted

Column 8, Accountable Mail (Signature Item)

Column 25, Money Order Application Processed

Column M, Money Order Applications

Column 9, Customs Due (Rcvd. for Del.), C.O.D.

Column F, Reg., Cert., Spec. Del., No. Insured, Ret. Rec. for Merch., & Exp. Mail Column G, CODs, Customs Due Rec’d for Delivery

Column 26, Return Receipt, (‘L’ Route Only)

Column T, Return Receipt ‘L’ Routes Only

Column 10, Postage Due

Column H, Postage Due

Column 27, Lock Pouch Weight Carried Daily

Column Z, Weight of Locked Pouches Carried Daily

Column 11, Change of Address

Column I, C.O.A. (Form 3575)

Column 28, Reserved

Reserved

Column 12, PS From 3982 PARS Label

Previously credited in Column R at 15 seconds each.

Column 29, Waiting Time

Column X, Waiting Time

Column 13, Marked Up Mail Pieces

Column J, Marked-Up

Column 30, Counting Time

Column W, Counting Time

Column 14, PS Form 3821 (Completed)

Column K, Form 3821 Completed

Deleted from form, automatic entry for all routes

Column S, Stamp Stock “L” Routes Only

Column 15, Non Signature “Scan” Items

Previously credited in Column R at 18 seconds each.

Deleted from Form 4239, no entry necessary

Column Y, Intermediate Offices Served Daily

Column 16, Load Vehicle

Column Q, Load Vehicle

Column 17, Other Suitable Allowance

Column R, Other Suitable Allowance

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for the scan function and also in Column 6 (Parcels) or Column 4 (Flats, etc), as appropriate. 2nd Trips: This applies when carriers are required to perform an additional trip(s) to the street due to mail that could not be accommodated on the first trip, either due to the volume of mail, the physical size of the parcels, or insufficient room in the delivery vehicle. Should an additional trip(s) be necessary during the mail count period, the time associated with the additional trip(s) will not be recorded on the mail count forms; however, the associated mail piece(s) will be recorded appropriately for the intended route and compensation for the additional trip(s) will be granted as provided in Pre-Arbitration settlement C95R-4C-C 98023318. 50 Foot Rule (This rule ONLY applies to three (3) circumstances): If the round trip is over 50 feet, the difference is multiplied by .00284 minutes and credited in Column 17. (Reference Step 4 E95R-4G-C 99088097 and Step 4 D95R-4D-C 01037982). 1. Parcel retrieval: If the parcel hamper is not within 50 feet (round trip) the route will be provided additional credit for only the distance beyond 50 feet. 2. DPS Mail retrieval: Routes, whether or not they case their DPS mail, will receive additional time if required to retrieve their DPS mail when the location is greater than 50 feet (round trip) from the closest edge of the case to the staging area. The 50 foot rule applies. 3. Return from the route trip to the accountable cage: When carriers return the accountable items to the accountable cage in the afternoon and the round trip exceeds 50 feet, the 50 foot rule applies. What are some common items credited in Column 17?:  Trips to: Throwback case, CFS placement (if not combined with another paid function), holds if not at the case, accountable cage in the morning if you have no accountables and have to retrieve arrow key.  If an additional trip is required to a designated location to deposit “MMM” mail, the additional trip, including placing/depositing the mail or bundles of mail on or into the provided equipment is compensated in Column 17. (No time is given for casing or separating individual mail pieces.) Ref: Step 4, B95R-4BC-02237945, North Reading, MA  Collecting mail from a collection box.  Actual time to complete additional edit book duties pursuant to the PO-603 revision, beyond the time that would have been required on the back of the PS Form

4240. The actual time required to perform the edit book duties must be recorded in Column 17 (beyond the time that would have been required on the back of the PS Form 4240). While edit book work may not be performed during the mail count period, an average weekly time associated with the additional work required will be recorded as appropriate.  Carriers may be required to face and deposit mail that is credited in Column 20 in a designated location upon returning to the office. If more than two locations are required, time credited to Column 17 is appropriate.  Safety/Service Talks: Actual time used during mail count. Normally, this will be 5 minutes per week. An additional time credit must be given to the route if management elects to repeat a weekly safety talk for relief employees or a carrier who was not present for the first one.  Any other required reoccurring daily or weekly activity not credited elsewhere on PS Form 4239. DPS Riffling Process and Error Retrieval for Mail History Tracking System (MHTS): With the introduction of the Mail History Tracking System, the DPS riffling process includes MHTS error retrieval, as detailed below:  ROUTES THAT DO NOT USE BREAKER CARDS Carrier chooses a few intervals in each DPS tray, then checks one or two mail pieces before moving further along in the tray to provide assurance that DPS mail is in the proper sequence. During the riffling process, carriers will also retrieve any errors as identified by MHTS. Credit for this work is measured by actual time recorded in seconds in Column 17, Other Suitable Allowances. DPS MAIL/AUTOMATED MAIL: Inverted DPS: National dispute (pending National Arbitration). Flat size pieces, 6 1/8”: Letters over 6 1/8”, found in DPS, will be counted as flats (no double credit). End of run reports: The end of run report (for DPS Letters Only) will be used for the DPS count provided there are no obvious errors. Either party may verify the machine count. Do not use the end of run for flats. DPS Holds, Forwards, Mis-sorts, etc: Any DPS mail brought back that was otherwise not deliverable, will receive additional credit in Columns 1 or 4 as appropriate. 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 (for those routes counting under DPS for the first time) before the count as meeting the 98 percent quality threshold, mail processed as DPS will be recorded as sector/segment in Column 2 on PS Form

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4241 (Rural Delivery Statistics Report), or if it does not qualify as sector/segment mail, recorded in Column 1, Letter Size. Fletters: Letters run on the automated flat machines and found in flat tubs (6 1/8” & under), will be counted as letters. Flats Processed on UFSM 1000: On PS Form 4239, each entry in Column 4 for flats received from UFSM 1000 equipment should be circled. Prior to totaling Column 4 on PS Form 4239, total the circled entries, and place the resulting number in the Comments section of PS Form 4239. Multiple this number by .175 (17.5 percent) and round to the nearest whole number. This calculation should be written out in the Comments section. Transfer the result of this calculation to Column 4 as a separate entry and place an asterisk next to this entry. This will signify that the route has received the additional credit for the flat volume. Column 16, Loading Vehicle Rural carriers receive credit for the actual time used to:  Transfer mail from their work areas to the vehicle.  Place the mail in the vehicle.  Return the equipment used to a designated location.  Loading time must be recorded in minutes and seconds.  If mail is placed directly into equipment used to take mail to the vehicle, loading time begins when carrier begins to move the mail to the vehicle.  If mail is not placed directly into the equipment used to take mail to the vehicle, loading time begins when the carrier begins to load the mail into the transport equipment. This applies in situations where the carrier is required to load mail from the floor or other location into a hamper or gurney for transport to the vehicle. A common example of this is box-holder mail, which is not ordinarily cased. Loading time would include the time needed to place box-holder bundles into a gurney or hamper. It would also be applicable if, because of space restrictions, the carrier is required to strap out mail; place it on the floor or case ledge; and then transport it to a gurney or hamper at the end of the carrier case aisle.  In offices where the carrier does not withdraw mail, the required final withdrawal from the designated distribution case, or other equipment, will be accomplished in conjunction with the loading operation, and the actual time required included in loading time.  Does not include time to arrange parcels in delivery sequence.  If you make more than one trip, time does not stop while you are loading the gurney for the second or third trip (does not include time to pull down mail).  Loading time ends when you finish loading the vehicle

and return your equipment to the designated location. Column 11 and 12, Change of Address and PS Form 3982 PARS Label The time allowance for PS Form 3982 PARS Label (yellow label from CFS) related to change of addresses (COAs) will be 15 seconds for each PS Form 3982 label received during the mail count (recorded in Column 12) unless the carrier is required to perform any additional duties of completing any of the following forms and/or writing on the PS Form 3982. In such instances, the route is credited for the COA in column 11 (2 minutes).  PS Form 3575, Change of Address  PS Form 3575Z, Change of Address (Carrier Generated)  PS Form 3546, Notice to Change Forwarding Order 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 PS Form 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 3575s 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. Example 1: Carrier receives a PS Form 3575 before count and is required by management to process the COA. The carrier completes the form, writes the information on the PS Form 3982 and sends it to CFS/PARS. When the yellow label is received back, the route would be credited in Column 11. Example 2: Carrier receives a PS Form 3575 during count and is required by management to process the COA. The carrier completes the form, writes the information on the PS Form 3982 and sends it to CFS/PARS. The yellow label is not received during the count; no credit in Column 11 or 12 would be given. Example 3: Carrier receives a yellow PS Form 3982 label during the count. The carrier was not required to previously do anything with that COA. The route is credited in Column 12.

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Example 4: Carrier completes a PS Form 3575Z or 3546 during the count. When the yellow label is received the route is credited in Column 11. If the yellow label is not received during count, no credit is given. Column 13, Mark Ups The time allowance for this column is .25 minutes per entry (15 seconds) Credit one mark up for each BUNDLE of the following:  CFS Machineable/CFS Non-Machineable  Insufficient Address (IA)  Unendorsed Bulk Business Mail (UBBM & OUBBM)  Excess box holders  Unable to Forward (UTF) formerly Forwarding Order Expired  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) Credit one mark up for each PIECE endorsed:  No Record Mail  Deceased (DEC)  Transcribing information on the PS Form 3982-R  Other required individual carrier endorsements in DMM 507-1-4-1, as appropriate and other undeliverable mail the postmaster or supervisor requires the carrier to individually endorse. Carrier Pickup: Credit will be given in Column 21 for each Carrier Pickup request received. Each item picked up (Express Mail, Priority Mail, or International Mail) through the Carrier Pickup Web application will be credited in Column 22. This includes all the duties in the office and on the street associated with the Carrier Pickup request.  Customers are limited to one Carrier Pickup request per day.  Credit in Column 21 for the Carrier Pickup request even if the customer has no parcels for pickup.  For Carrier Pickup items (Express Mail, Priority Mail, or International Mail), individual credit is given even if the mail pieces are in tubs, sacks, etc. (this does not apply to items credited in Column 20 or 23). Note: Prepaid ordinary and insured parcels, 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 21.  Prepaid parcels under two pounds should be recorded in Column 20, Letters and Flats Collected.  Prepaid parcels weighing over two pounds or any parcel left by the customer with the appropriate funds for postage should be recorded in Column 23, Parcel Accepted—Ordinary, Insured, COD. Carriers must weigh, rate, and affix postage if management provides the necessary scales and rate charts. However, if the necessary equipment is not made available, credit for a parcel collected is still given. NOTE: The carrier cannot be required to stand in the lobby to purchase stamps or weigh parcels.  Merchandise Return Service (MRS) and Parcel Return Service (PRS) 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. If a Carrier Pickup request is completed by other than the carrier assigned to the route that day, then the route will not receive credit for the Carrier Pickup. It is expected that this practice has been previously instituted and will continue in the event the assigned carrier is not able to complete the Carrier Pickup request due to size and/or space constraints and management normally assigns that duty to another carrier (RCA, TRC, etc). If the assigned carrier is required to deviate or make a second trip to complete the Carrier Pickup request, the appropriate credit for the Carrier Pickup will be credited to the route; however, the time and mileage for the deviation/second trip will not be. Shipment Confirmation Acceptance Notice (SCAN)— Related Duties: The SCAN service associated with Carrier Pickup requires carriers to count parcels and perform a scan of the customer’s manifest (PS Form 5630). During the mail count, each Shipment Confirmation Acceptance Notice will receive a credit for each scan in Column 15. PS Form 3982-R, Rural Boxholder Non-Delivery Request (RBNR): Section 322 of the PO-603, Rural Carrier Duties and Responsibilities, has been changed to reflect Rural Boxholder Non-Delivery Request (RBNR).

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 Time will be credited during a mail count in the following manner:  One (1) markup for transcribing the non-delivery request information on the PS Form 3982-R or annotating or discarding the form when receiving a reinstatement of delivery.  One (1) piece in Column 1, Letters, for casing the PS Form 3982-R.  One (1) piece credited in Column 20, Letters and Flats Collected, for bringing the PS Form 3982-R back from the route.

DPS for a Closed School or Business: Credit for DPS closed school or business letter mail, whether cased or taken to the street, will be credited in the following manner:  Credit will be given in Column 1, Letters, for each piece when there are seven pieces or less  Credit will be given in Column 6, Parcels, for one parcel when there are eight pieces or more  These mail pieces will not be deducted from Column 3, DPS Letters A closed school or business is defined as one that is closed on a recurring basis, usually weekly, and does not have any method of delivery available on the day the school or business is closed, which would require the carrier to bring the DPS letter mail back from the street. No additional riffling time should be credited to identify and/or hold out this mail.

Disputes should be settled on the day that they occur if possible. If disputes are not resolved, detailed documentation with all the specific information (number of pieces, dimensions, photocopies, etc.) must be recorded. The carrier should not sign the PS Form 4241 verifying the validity of the count. The carrier must make a dated written request and give it to their manager. The postmaster/manager will also prepare a written statement and both written responses (carrier’s & manager’s positions), with all the pertinent information, are immediately forwarded to the district. The district is responsible for providing a prompt written reply to the postmaster advising of its decision. The postmaster/manager will provide the carrier with a copy of the written response. The receipt of the response from the postmaster/manager starts the 14-day clock to file a grievance, if the carrier is still in disagreement. We must all realize that mistakes can happen and different interpretations may occur over rules concerning mail count procedures. If this happens to you, make management aware of the disagreement in a calm professional manner and attempt to resolve it at that level. It is imperative that any disagreements should be discussed on the day that they occur. If reasonable discussion fails, contact your local/area/assistant or state steward assigned to your office on the day they occur. Do not wait until the end of mail count.

2009 National Rural Mail Count Event Dates The following are some important dates relative to the national count and inspection of rural routes. 1-13-2009

Where DPS is being introduced, the NRLCA representative and designated USPS manager at the unit level must jointly review the DPS sort scheme. Routes must be receiving DPS mail by this date.

1-14-2009

Rural route inspections may begin.

1-23-2009

End of the “Option In” period.

1-23-2009

All vacant regular routes with no regular carrier assigned and all routes in an auxiliary status will be scheduled to be counted.

1-30-2009

Pre-count conferences must be completed.

2-13-2009

For routes where DPS is being introduced, DPS quality of 98% must have been achieved.

2-14-2009

24-day national mail count begins where management or carrier has opted to count the route.

3-14-2009

Last day of 24-day national mail count. Inspections for routes being counted must be complete.

3-17-2009

Forms 4241 must be totaled at the delivery unit.

3-19-2009

Last day for carriers to review Forms 4241.

4-18-2009

New Forms 4241-A will be completed and sent to delivery units.

4-25-2009

New route evaluations will go into effect.

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2009 NRLCA Mail Count Guide

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2009 NRLCA Mail Count Guide

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2009 National Rural Mail Count Option In Election Form

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National Mail Count Important Dates to Remember

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National Mail Count Important Dates to Remember

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2009 NRLCA Mail Count Guide Note: Changes to the guide for 2009 are in bold type.

SECTION 1: MAIL COUNT OVERVIEW Types of Mail Counts There are two types of mail counts: national count and special count.

National Mail Counts National mail counts are available to all rural routes during selected count years identified in the current National Agreement between the USPS and the NRLCA. In 2009, a national mail count will be conducted for twenty-four (24) working days beginning February 14 and ending March 14, 2009. All vacant and auxiliary routes will be counted. The only other routes to be counted will be those in which either the Employer or the regular carrier opts for a count. The mail count will be effective at the beginning of the second full pay period in the calendar month following the count. Ref: Article 9.2.C.3.a.(2) Additionally, the Postal Service has the right to conduct a national count of mail for all rural routes during the last twelve (12) working days in September of any year. Before the Postal Service can schedule a September national count, the Union at the national level must be notified at least thirty (30) days in advance of the commencement of the count. Ref: Article 9.2.C.3.a.(4)

Special Mail Counts Special mail counts, pursuant to Article 9.2.C.11, will be conducted during the last twelve (12) working days in September as a result of one of the following three conditions: 1. When circumstances have negated the validity of the latest count and evaluation. In this situation, no salary adjustment is made as a result of the count unless the evaluation of the route is changed by 120 minutes or more. 2. When an auxiliary route reaches a weekly evaluation of thirty-nine (39:00) standard hours or more. 3. Whenever a 120-minute (2 hours) or more salary adjustment is made on a route, whether due to a substantial service change or a route adjustment, and the density of the route after the change has been increased to twelve boxes per mile or more or has been decreased

to less than twelve (12) boxes per mile. Ref: Article 9.2.C.11.a Special mail counts must be made during the last twelve (12) working days in September. Salary adjustments will be made pursuant to Article 9.2.C.9. After a route begins to receive DPS flats and once the route has passed any qualifications, a mail count will be conducted in one of the three periods that follow. The route may be counted in the national count period set forth in Article 9.2.C.3 or one of the following special mail count periods. A special count may be conducted either (1) in accordance with the period established in Article 9.2.C.11.b of the National Agreement; or (2) during the 12 working days in May beginning immediately after Mother’s Day. No salary adjustment will be made as a result of a special count unless the evaluation of the route is changed by 120 minutes (2 hours) or more.

Rural Route Inspection A rural route inspection is the physical observation of the official line of travel, identification of safety hazards, condition of the boxes served, adequacy and quality of service to the customer and the character and performance of the carrier. This inspection is to be made by the postmaster or a designee while accompanying the carrier on the route. This task must not be delegated to craft employees. An inspection must be conducted either during or immediately prior to a National or Special Mail Count. Ref: PO-603 Section 521 Ref: M-38 Section 511

Inspecting Rural Routes The purpose of the inspection is to obtain current and accurate data, including route and delivery conditions, number and types of boxes served, minimum stops required to serve all boxes on the route, location, time and frequency of authorized dismounts, and the distance (in feet) required at each dismount. The route layout is reviewed to see if any changes to the line of travel could improve the efficiency and/or economy of service. Additionally, hazardous conditions, situations, and locations must be examined and appropriate action taken to eliminate or reduce the potential for an accident. Ref: PO-603 Section 522

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2009 NRLCA Mail Count Guide Carrier Responsibilities During Route Inspections Rural carriers must travel their route and deliver mail precisely as they do the rest of the year. They must inform the postmaster/designee making the inspection of any boxes that have remained vacant more than 90 days. They should also assist in identifying hazards and/or hazardous conditions on the route and recommend actions to eliminate or reduce them to the extent practicable. Ref: PO-603 Section 524.1 If the carrier’s normal vehicle will not accommodate the examiner, he/she may be requested, but not required, to supply an appropriate vehicle. Management is responsible for the safety of both the carrier and examiner, and for ensuring the accuracy of all data collected. Ref: PO-603 Section 524.2

Family Count For Postal Service purposes, the term “family” is considered the same as “household.” A single residence is a household consisting of only one family regardless of the number of residents or their relationship. In multiresidential buildings, each occupied separate unit is counted as a family. On routes utilizing a route and box numbering system up to five families may use the same box and use a common route and box designation. On routes utilizing a street name and numbering system customers should erect individual mail receptacles. Ref: POM 9 Section 632.526 (pg 47) Ref: M-38 Section 516

Authorized Dismounts

All boxes currently being served and temporarily vacant dwellings, apartments, and places of business with a box erected, or served via a dismount, which have been vacant less than 90 days, are counted as boxes. Do not count abandoned boxes, permanently vacant buildings and dwellings, apartments vacant more than 90 days, buildings under construction, or dwellings and businesses receiving delivery solely through general delivery or a post office box. Do not count collection compartments located in NDCBUs as boxes served. Ref: M-38 Section 515.1 Ref: Step 4 H1R-4H-C 12585 Menlo, KS (pg 43) Ref: Step 4 H4R-4K-C 3738 Polk City, IA (pg 44) Ref: Step 4 E00R-4E- C 02161678 Chanhassen, MN (pg 45-46)

The total number of authorized dismounts are recorded on a daily basis. For example, a carrier is authorized to dismount at a school because of volume. The school office is closed on Saturdays. The route is credited with a dismount Monday through Friday, but would not receive dismount credit on Saturday. When determining the dismount distance, all entries must be made on the basis of the number of trips required by the carrier each day. As in the above example, where the school office was closed on Saturday, on a heavy volume Monday, the dismount may require two or more trips. When a carrier dismounts primarily to provide other services, such as delivery and/or pick up of accountable mail, COD, Express Mail, etc., no dismount credit is authorized. Existing time allowances for accountable mail include time for dismounting to affect delivery and/or pick up. Ref: PO-603 Section 535.12.v Ref: M-38 Section 365

Stop Count

Preparing to Ride the Route

Stop count should only make a difference on routes that are served by using a privately-owned vehicle. 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. Where a group of boxes can be served without moving the vehicle, record one vehicle stop for that group of boxes. Where boxes are grouped, the determination of stops will depend upon the size of the box(s) and the distance between the boxes. As a general rule, 2 small boxes may be served with 1 stop, provided the distance between the 2 boxes is not greater than the width of a small box. Each large box normally requires one stop. Ref: M-38 Section 515.2

In preparation for accompanying the carrier on the street, it will be necessary to obtain a current PS Form 4003 (Official Rural Route Description) route map, measuring device for dismounts, and inspection worksheet for making notes concerning the route, carrier performance, and to ensure the line of travel and the length of the route is correct. This work sheet can also be used to record safety concerns, condition of mailboxes and to identify unnecessary travel and roads that need repair. For offices using the Computerized Labeling Address Sequencing Service (CLASS), a current CLASS edit sheet would be another valuable source document to use during the inspection. This is the authorized sequence of delivery and should reflect the line of travel on the PS Form 4003. Differences would be easily identified and corrected to

Box Count

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2009 NRLCA Mail Count Guide ensure accurate information is reflected in the CLASS data. The delivery data, regular boxes, and central boxes, entered in Columns 52 thru 95 on the PS Form 4248 (Rural Route Inspection Report), should match the active deliveries reflected on the summary page of the CLASS Edit Sheet and the PS Form 4003. Since the information contained in the CLASS database is provided to mailers for preparation of delivery point sequence mail and is also used to generate sort programs for the Delivery Bar Code Sorters (DBCS), using the edit sheets as part of the inspection process makes good business sense. As a result of the inspection, it may be necessary to submit a PS Form 4003 annotated “updated as the result of inspection” to the district office. Remember, the totals on PS Forms 4248, 4003, and the CLASS summary sheet should agree. The mileage check made during a route inspection does not change the official route mileage. Route mileage can only be changed by the processing of PS Form 4003 as a result of an official route remeasurement, or the addition/deletion of mileage to the route. Ref: M-38 Section 623 Average daily mileage deviation for fueling up the LLV must be added to the route mileage on PS Form 4241. Ref: PO-603 Section 535.23.h Ref: M-38 Section 510 Ref: 1988 LLV MOU (pg 48-56)

Request to Repair Roads While conducting the inspection, note the condition of road and road shoulders for both city/town and private roads. Note any area in disrepair that could obstruct delivery of mail, cause undue wear or damage to the vehicle, or present a safety hazard. Management is responsible for completing PS Form 4024 (Request to Repair Roads), in duplicate. Retain a copy and mail the original to the appropriate highway official or individual responsible for the road. If necessary repairs are not made in a reasonable time, management may withdraw service. Ref: M-38 Section 517

Mailbox Needs Attention Inspect the condition of all mail receptacles during the route inspection for possible irregularities. The use of an inspection worksheet completed on the route can aid in this procedure. By using codes, you can quickly identify mail receptacles in need of repair without delaying the carrier. PS Form 4056 (Your Mailbox Needs Attention) is designed to notify customers of mailbox irregularities.

Upon return to the office, the postmaster prepares PS Form 4056 in duplicate, notifying the customer of the irregularity. The carrier delivers the original to the customer the next working day, while the duplicate is kept on file for future reference by the postmaster. In the event locks are used on mailboxes, the slot for the mail must be large enough to accommodate the customer’s normal daily mail volume. Therefore, if the slot is not sufficient to accommodate the normal daily mail volume, the carrier will be compensated in Column 17 for the additional time to effect delivery. Ref: M-38 Section 517.2 Ref: DMM 508.3.2.3 (pg 57)

Counting Your Own Mail If a carrier wants to verify the data collected they may count the mail presented to them. The time to verify or count the mail is without compensation. Time used by the carrier to count mail is recorded in Column 30. This time is recorded to ensure it is not included in the actual time required to serve the route.

Pre-sort Mail Undeliverable non-preferential mail, including letters, flats and magazines, is not to be held back by distribution clerks or managers during the mail count. If management wishes to remove plastic wrap, strings, bands etc., in order to properly count the contents under cover or bound, management should only remove enough covering or binding as necessary to maintain the integrity of the count. Management should not take missent mail from these bundles unless this is the standard practice in the office and it will be followed all year, or until the next mail count. Ref: Step 4 H1R-4B-C 11305 Linden, Ml 48451 (pg 5859) Ref: Step 4 H1R-3P-C 19988 Summerville, SC (pg 60)

Even Flow of Mail Mail should be distributed to ensure a normal flow on the day preceding the count period and the last day of the count period. The manager should not schedule extra clerk hours for the express purpose of clearing out mail volume prior to the count, and clerk hours should not be curtailed on the day the count should end. All simplified address mail (boxholders) which is available at the delivery unit must be distributed to the rural carrier during the count period unless a commitment has been made to a mailer to deliver that boxholder mail on a specific date other than the count period. The

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2009 NRLCA Mail Count Guide mailer’s request must be honored on time value mail. Carriers who normally case mail upon return to the office after completing their routes are to continue this practice on the day preceding the count and during the count period. Carriers who do not case mail upon return to the office after completing their routes will not do so on the day preceding the count, nor during the count period. Ref: PO-603 Section 534 Ref: M-38 Section 526.4 Ref: EL-902 Article 30.1.A

Withdrawal of Mail If rural carriers are required to perform any of the withdrawal duties, they are entitled to the five minutes per day withdrawal time allowance. The withdrawal procedures established for the mail count should be the same as that which will normally be followed the remainder of the year.

Duties Associated with Withdrawal Number of Withdrawals Upon reporting, the carrier will sweep the distribution cases of all letter and flat mail. No more than two additional withdrawals should be made in the morning. Carriers will withdraw mail from distribution cases when a clerk or mail-handler has not placed the mail on their case ledge. All carriers must make a final withdrawal of preferential letters and flats from the designated distribution case immediately before leaving for their routes. Upon returning from the route, the carrier will obtain all letter and flat mail available from the distribution case. Ref: M-38 Section 352.2 Ref: PO-603 Section 212.1 Ref: Step 4 H95R-4H-C 96076679 Largo, FL (pg 61-62) Ref: Step 4 E00R-4E-C 02146601 Spencer, IA (pg 63)

Required Duties of Carriers Who Do Not Receive the Withdrawal Credit Carriers who are exempt from general mail withdrawal requirements must make a final withdrawal of preferential letters and flats from a designated case immediately before leaving for their routes. Normally the final withdrawal will be accomplished in conjunction with the loading operation. Ref: PO-603 Section 212.22 If employees other than rural carriers withdraw mail, they must place it on the carrier’s case ledge as described in PO-603 Section 212.13. Some postmasters require rural carriers to dump sacks and do other things to

prepare mail. In an official position letter, signed by William E. Henry Jr., it was clearly stated that if rural carriers are not credited with withdrawal allowance, they should not be required to dump sacks or perform any of the other duties necessary for preparing the mail for casing. Ref: Henry Letter (pg 64-66)

Withdrawal – All or Nothing There is no provision for a partial credit for a carrier’s withdrawal of mail. If a carrier is required to perform a portion of the withdrawal function, such as dumping mail from sacks, then the carrier is entitled to the withdrawal allowance. Ref: Henry Letter (pg 64-66) When management determines it would be operationally advantageous to change the withdrawal procedures currently used in a unit, the local NRLCA steward (or state steward if a local steward is not available) must be advised of the proposed change. If management proposes a change in withdrawal and the majority of regular carriers in the unit wish to perform the withdrawal function, all carriers in the unit will withdraw all mail, provided they agree to assume the responsibilities associated with daily unit volume recording (DUVRS). The recording of volume means entering the daily linear footage of letter and flat mail received in a single entry in the “Remarks” section of PS Form 4240 (Rural Carrier Trip Report). In addition, they should record the number of box holder sets. Ref: Postal Bulletin 21631 (pg 67)

Not Part of Withdrawal Cutting Straps or Plastic The cutting of straps or plastic wrappers is the carriers’ responsibility whether they receive the withdrawal allowance or not. Ref: Pg 478 of NRLCA Magazine August 13, 1983 (pg 68)

Obtaining Parcel Hampers Management should locate hampers in an area that is convenient to the carriers. If the hamper/gurney is not located as indicated, action should be taken to do so. Ref: Henry Letter (pg 64-66) If the hamper is not located within 50 feet (round trip) the route will be provided additional credit under Column 17 for only the distance beyond the 50 feet. The distance beyond 50 feet will be credited at .00284 minutes per foot. Ref: Pre-Arb E95R-4G-C 99088097 Humble, TX (pg 69)

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2009 NRLCA Mail Count Guide

Pre-Count Conference The pre-count conference is a joint conference between rural carriers and managers. Regardless of the type of mail count, a joint conference must be held at least 15 days prior to the beginning of the mail count. (Note: This year the pre-count conference must be completed no later than January 30, 2009). Ref: M-38 Section 525.11 This is a very important event because it is management’s last opportunity to introduce administrative changes in carrier procedures. Once the conference is completed, procedures are locked in throughout the count and by extension, the remainder of the year, unless corresponding changes are made in salary for additional functions. No changes in carrier work methods, casing equipment, or office procedures can be made between the date of the local conference and the mail count unless these items were specifically discussed at the conference. Ref: M-38 Section 525.14 Ref: Step 4 H4R-4P-C 26467 Columbia, MO (pg 70) It is not necessary that the carriers agree to the proposed changes; it is necessary only that the proposed changes do not violate Postal Service policy or the USPS-NRLCA National Agreement. Ref: M-38 Section 525.14.a This section does not limit a manager’s right to make operational changes at any other time other than the period specifically stated. Ref: M-38 Section 525.14.b It is additionally important to discuss count procedures so that any potential areas of disagreement can be identified and hopefully resolved prior to the actual count. Rural carriers are well advised to take a pre-count conference checklist with them to the local conference and make notes. Any carrier on leave 15 days prior to the beginning of the count must be conferred with before going on leave or immediately upon return. If operational changes are planned while the carrier is on leave, the conference must be held upon the carrier’s return to duty, when all changes must be explained.

Pre-Count Conference Items For Discussion 1. Clarify mail processing procedures on the day preceding the count and the last day of count. 2. How to use rural template for the measurement of mail. Ref: Step 4 H7R-1G-C 5107 Springfield, VT (pg 71)

3. Mail withdrawal procedures and recording of DUVRS if carrier is required to record volume. 4. Carriers have the right to observe mail count on their relief days or when they are on annual leave. 5. Carriers have the right to count their own mail for verification while in an on duty status. 6. Review of PS Form 4239 with an understanding of definitions. Forms must be available to carriers daily, upon request, before the mail is trayed or strapped out. 7. Cut-off times for mail. 8. Implementation of “Directs.” 9. Depositing of CFS mail, hold mail, getting stamp box, etc. 10. Clerk/Supervisor interruptions for official business, being called to the phone or counter, etc. 11. Collection boxes, collection compartments in CBU’s, and parcel lockers. 12. Dismounts and dismount distance. Heavy volume days may require more than one trip. 13. Proper credit for collected mail:  For more than 2 separations Ref: Step 4 H7R-4B-C 29248 Rochester, MI (pg 72)  From collection boxes.  From collection slots/compartments.  Bundled mail.  Certified and registered mail.  Express mail.  Parcels collected on the route. 14. Loading procedures, including time for moving vehicle if it is not loaded or unloaded where it is parked. 15. Intermediate office procedures for routes that work out of more than one office. 16. Misthrows. 17. Mark-ups. A. Bundle B. Individual (Note: Refer to 2009 Mail Count: Things You Should Know and PO-603) 18. COAs and 3982 labels. (Note: Refer to 2009 Mail Count: Things You Should Know and PO-603) 19. Credit for detached-label mailings. 20. Locked pouch when transporting unsorted mail from one post office to another. 21. High Option/Leave Commitment. 22. Safety Talks (actual time, approximately five minutes). If two safety talks are given, compensation must be given for both. 23. Any required functions for Saturday closeouts must

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2009 NRLCA Mail Count Guide be credited. 24. Procedures and time values for USPS vehicles. Average daily mileage deviation for fueling up the LLV must be added to the route mileage on PS Form 4241. 25. Any local requirement that happens on a regular basis (daily or weekly.) 26. Any unique situations. 27. Delivery point sequence (DPS) issues. 28. Rural Boxholder Non-Delivery Request (RBNR.) Ref: PO-603 Section 322.23 (Note: Refer to 2009 Mail Count: Things You Should Know.) 29. PS Form 5630, Shipment Confirmation Acceptance Notice (SCAN.) Ref: Sample PS Form 5630 (pg 119) 30. Carrier Pickup Standard Ref: National Grievance Settlement QOOR-4Q-C 08030088 Washington, DC (pg 73-74) 31. Service talks (actual time) 32. Proper credit for oversized letter (over 6 1/8 inches) processed with DPS mail. 33. Proper credit for missequenced, missorted, missent “MMM” mail Ref: Step 4 B95R-4B-C 02237945 North Reading, MA (pg 75-76) 34. DPS Flats (FSS) 35. Do Not Bend or Fold items that cannot be cased with other mail. Ref: DMM 601.50 (pg 77) Ref: Postal Bulletin 22213 (8/16/07) (pg 78-79)

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Summary of Mail Count Principles • •

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Procedures used during the mail count period must be the same as those used during the rest of the year. No changes in carrier work methods, casing equipment, or office procedures are to be made between the date of the local conference and the mail count, unless they were specifically discussed at the conference. Regular carriers may observe the mail count of their own route on their relief days or on days they are in an annual leave status. Any carrier who observes the mail count must be in a non-duty status. Regular carriers who are observing in a non-duty status may not participate in office work. The relief carrier is entitled to work his/her scheduled work days during the mail count period. Mail must be counted in the facility where the carrier cases the mail, with the exception of DPS mail,

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which is recorded from the End of Run Report (EOR). Either the manager or the carrier may verify the piece count without additional compensation to the carrier for the time involved. Ref: MOU Use of End of Run Report (pg 89) Mail is credited on the day it is cased. Mail flow procedures during the count period must be the same as the rest of the year. Ref: Step 4 H1R-4B-C 11305 Linden, MI (pg 58-59) On the day preceding the count period, all mail available up to the normal “cut-off” time must be delivered on that day. All mail available up to the normal “cut-off” time on the last day is included in the count and delivered. In Expedited Preferential Mail System offices, available mail would be cased but not counted upon returning to the office from the route on the day prior to the start of the count. Conversely, in EPM offices on the last day of the count, available mail would be cased and entered on PS Form 4239 for that day. Refer to clarification by USPS delivery operations on how to color code standard flat mail with a requested in-home delivery date that is entered at the destination delivery unit. Ref. October 8, 2008 policy letter from USPS Headquarters Delivery Operations on National Color Code Policy – Destination Delivery Unit Entered (Flats) Mail with Requested In-Home Dates. (pg 80) Prior to the count period, no extra effort should be made to deviate from normal mail delivery or processing schedules. Mail must not be curtailed on the last day of the count period. Withdrawal procedures in effect at the time of the count should be the same for the rest of the year. Rural carriers always have the right to verify the daily count of mail and all entries made on PS Form 4239. If possible, disputes should be resolved immediately. Unresolved disputes should be thoroughly documented by collecting all of the relevant data. Carriers should take the time to verify the data recorded on PS Forms 4239 and 4241. Record mail associated with second trips appropriately. Ref: Pre-Arb C95R-4C-C 98023318 (Mgt option) Bear, DE (pg 81-85) It is unacceptable for either management or rural

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2009 NRLCA Mail Count Guide carriers to take actions that affect the integrity of the mail count. Ref: September 15, 2006 directive from postal headquarters (pg 153-154) Ref: April 7, 1999 Bothwell Letter (pg 86)

PS Form 4239 This form is designed to function as a combination work sheet and mail count record. (Note: Refer to Revised PS Form 4239 dated February 2009). This important daily record provides the basic source of mail volume and time data, which is transferred daily to Form 4241 (Rural Delivery Statistics Report), and consolidated for the two, three or four week period. (Note: Refer to Revised PS Form 4241 dated February 2009) A separate PS Form 4239 is used to record each day’s count data. The PS Form 4239 is intended to be a work sheet and any other additional items such as facing slips, pads and etc. should not be used. The PS Form 4239 is the only official record of each day’s count data. The postmaster, supervisor, or mileage route carrier responsible for conducting the count will complete PS Form 4239 daily for each route. When management completes the PS Form 4239, upon request it will be shown to the carrier before the mail is trayed or strapped out to allow verification. If a dispute is identified, every attempt should be made to resolve the disagreement prior to delivery of that day’s mail. The postmaster/supervisor, or carrier who conducts the count, must sign the PS Form 4239 daily. Remember, daily totals must be transferred to the PS Form 4241. Do not wait until the end of the count period to complete the rural delivery statistic report. Note: After PS Form 4239 (Rural Route Count of Mail) has been completed each day, the postmaster retains the original and the carrier receives a copy. Ref: PO-603 Section 535.11.b In the case of an Intermediate Office, a separate PS Form 4239 is completed for all services performed at the intermediate office and forwarded under cover to the head out office daily. The postmaster at the head out office is responsible for consolidating the data from all PS Forms 4239, subtracting the total office time spent at the intermediate office from the route time, and transferring all data to PS Form 4241. PS Form 4241 is not completed at intermediate offices.

during mail counts. When there are disagreements between the carriers and managers concerning the proper credit of an item, every effort must be made at the time to resolve the dispute. Carriers should make management aware of each repeated occurrence of disputed items. When there is a dispute pertaining to a mail piece, an attempt must be made to resolve the issue before the mail in question is delivered. If carriers are unable to resolve the differences, documentation of all information regarding the item(s) or issue(s) in dispute is critical. Include in the documentation the issue in dispute, the number of articles and any other relevant information such as dimensions that will be helpful in resolving the disagreement. Ref: Mail Count Disagreement Form (pg 41)

Should Disagreements Occur Many times there are questionable items and issues

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2009 NRLCA Mail Count Guide

SECTION II: RURAL ROUTE COUNT OF MAIL, PS FORM 4239 1. Column 1 - Letter-Size Mail (A) Enter in this column all letter size mail including ordinary letters, cards, newsletter type mail, and circulars six and one-eighth (6 1/8) inches or less in width which can be cased in the separations of the carrier cases. Small magazines and small catalogs six and one-eighth (6 1/8) inches or less in width and 3/8 or less in thickness are included in this column. Include detached address labels (specifically addressed) for sample merchandise, magazines, and catalogs in the letter count. Note: The maximum thickness of 3/8 inch applies only to small magazines and small catalogs. Letter-size mail is whatever fits in the width of the case separation in use regardless of thickness. All detached address cards (with a specific address) for sample merchandise, shared mail, magazines, and catalogs are included in the letter count. Ref: PO-603 Section 535.12.a.1 The manner in which the address is oriented on the mail piece will be relevant for the purpose of recording a mail piece during a mail count as a letter or flat. For the purpose of the mail count, the width of the mail piece will be defined as the dimension perpendicular to the address label. Ref: Pre-Arb Q95R-4Q-C 02102188 Washington, DC (pg 87) One (1) piece is credited in Column 1 for each PS Form 3982-R cased during mail count. Ref: PO-603 Section 322.23 Do not include address cards received for sequencing during the mail count in this category. Ref: Pre-Arb D95R-4D-C 01039476 Lugoff, SC (pg 88) (B) Do not include newspapers, boxholders, flats, and rolls even though they may be cased with letter mail. Count each direct or segmented bundle (see PO-603, Section 225.4) distributed and tied out at mail distribution cases as one parcel, and enter in Column 6. Do not count direct or segmented bundles tied out at the carrier case (see PO-603, Section 225.5) as parcels. Do not include registered, certified, COD, number insured, Express Mail, and either accountable mail in this column. For special delivery articles, see Column 8. Ref: PO-603 Section 535.12.a.2

Small catalogs and magazines with a thickness greater than 3/8 inch are not counted in this column. Undeliverable non-preferential mail, including letters, flats, and magazines, is not to be held back by distribution clerks or managers during the mail count. If management wishes to remove plastic wrap, strings, bands, etc. in order to properly count the contents under cover or bound, management should only remove enough covering or binding as necessary to maintain the integrity of the count. Management should not take undeliverable mail from these bundles unless this is the standard practice in the office, and it will be followed all year. “According to the file, distributors in this local office normally discarded non-preferential mail of no obvious value when it was recognized as being undeliverable rather than distribute it to the rural carriers. The parties at Step 4 agreed that the discarding of mail in this manner is inconsistent with postal procedure and should be discontinued. If discontinuance of this activity resulted in an increased workload for the carriers, the carriers were entitled to a recount, if they desired.” Ref: Step 4 H.1R-4B-C 11305 Linden, Ml (pg 58-59)

2. Column 2 - Sector/Segment Letters Enter in this column all mail up to 6 1/8 inches in width that is processed on automated equipment in sector/segment order. Where Sector/Segment is introduced, the final scheme must be jointly verified, and mail must be processed using this scheme no later than 30 days prior to a scheduled mail count.

3. Column 3 - Delivery Point Sequence (DPS) Letters Enter in this column all mail up to 6 1/8 inches in width that is processed on automated equipment as Delivery Point Sequence mail. Exception: 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.

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2009 NRLCA Mail Count Guide The end of run report piece count (or future equivalent report) from the automated equipment used to process a zone’s DPS letter mail will be utilized when recording volume during a mail count. Ref: MOU Use of End of Run Report (pg 89) During the mail count, if the DPS mail is not within 50 feet (round trip), the route will be provided additional credit under Column 17 for only the distance beyond the 50 feet. The distance beyond 50 feet will be credited at .00284 minutes per foot. Ref: Pre-Arb D95R-4D-C 01037982 Louisville, KY (pg 90-91) Note: Casing of DPS mail will not change mail count procedures or time standards applied to DPS or other mail. Questions on Delivery Point Sequence (DPS) Procedures for Rural Routes, appears in the July 15, 1995 issue of The National Rural Letter Carrier. If multiple runs are received, only one run may be counted as DPS. Management will determine which run is DPS. Other runs may be counted as sector/segment if they qualify. If carriers take DPS mail directly to the street, all the DPS mail they bring back, because it is out of sequence or otherwise not deliverable (hold mail, forwardable mail, missorted mail, etc.), is recorded in Column 1, Letter Size. The fact that the carrier may elect to case that mail during the mail count does not change the recording procedure. DPS mail, which would have been brought back by the carrier, is recorded in Column 1, Letter Size. The mail pieces recorded in Column 1, Letter Size, are not deducted from Column 3, DPS Letters. Inverted DPS letters are recorded for the purposes of mail count in Column 3, DPS Letters (no additional credit). Note: Inverted DPS letters is the subject of a national level grievance. A rigid article received in DPS will be counted and recorded under Column 6 as a parcel if the rigid article exceeds any one of the dimensions in PO-603 Section 535.12.d.(1). Ref: Pre-Arb F91R-4F-C 96020182 Sun City, CA (pg 92) Credit for DPS closed school or business letter mail,

whether cased or taken to the street, will be credited in the following manner: 1. Credit will be given in Column 1, Letters, for each piece when there are seven pieces or less. 2. Credit will be given in Column 6, Parcels, for one parcel when there are eight pieces or more. 3. These mail pieces will not be deducted from Column 3, DPS Letters. No additional riffling time should be credited to identify and/or hold this mail. Ref: Step 4 J00R-4J-C04168408 Plainfield, IL 60544 (pg 93-94)

4. Column 4 - Papers, Magazines, Catalogs, Flats, Other Size Mail Enter in this column newspapers, flats, magazines, catalogs, rolls, and other non-letter size mail that can be cased for delivery using carrier casing equipment. This includes catalogs cased with other mail or cased separately. This does not include those items specifically referenced in Column 6, Parcels. Exceptions: Count simplified address articles, including mail with detached labels, as boxholder mail and enter in Column 7. Count each direct or segmented bundle distributed and tied out at mail distribution cases (see PO-603 Section 225.4) as one parcel, and enter in Column 6. Do not count direct or segmented bundles tied out at the carrier case (see PO-603 Section 225.5) as a parcel. Do not count registered, certified, COD, numbered insured mail, Express Mail, and other accountable mail in this column. For special delivery articles, see Column 8. The manner in which the address is oriented on the mail piece will be relevant for the purpose of recording a mail piece during a mail count as a letter or flat. For the purpose of the mail count, the width of the mail piece will be defined as the dimension perpendicular to the address label. Ref: Pre-Arb Q95R-4Q-C 02102188 Washington, DC (pg 87) Ref: Step 4 Q00R-4Q-C 03096526 Washington, DC (pg 95) Normally a CD enclosed in a magazine does not define the mail piece as a parcel. To define a flexible mail piece containing a rigid item refer to the references below: Ref: Arbitration Award (Eishen) E95R-4E-C 990099528 (pg 96) Ref: Step 4 F00R-4F-C 03096043 Riverside, CA (pg 97-

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2009 NRLCA Mail Count Guide 98) Ref: Flow chart for rigid item inside a flexible Mail piece (pg 99) Catalogs are counted as flats if they will fit into the empty separation to which they are addressed. When flat separations are used, catalogs that will fit into the empty flat separations are credited as flats. Therefore, a catalog may be a flat or parcel depending on the size of the catalog and the size of the separation to which it is addressed. Ref: Step 4 R8-C-0108/C8R4FC19357 Gallipolis, OH (pg 100) Boxes of checks are counted as flats provided the box does not exceed any one of the following dimensions: 5 inches in height, 18 inches in length, or 1 9/16 inches in width. Helicopter Flat credit explained in Pre-Arbitration settlement. Ref: Pre-Arb E95R-4E-C 99103123 Oregon City, OR (pg 101-102) A flat item that contains a rigid article may be considered a flat or parcel depending on whether the mail piece can be cased with other mail without damage to the mail piece. When determining if the mail piece can be cased, some re-positioning of the rigid item(s) inside the mail piece may occur. You are not required to take extraordinary efforts to reposition the item(s) within the piece for casing. If you cannot case it the item is considered a parcel in Column 6. Ref: Step 4 E00R-4E-C 03203190 Fall City, WA (pg 103104)

5. Column 5 – DPS Flats Record number of DPS flats received during count.

6. Column 6 - Parcels (A) A parcel is any rigid article that exceeds any one of the following dimensions: (a) 5 inches in height. (b) 18 inches in length. (c) 1 9/16 inches in width. Examples: A rigid article that measures 4 x 15 x 1 3/4 is recorded as a parcel, because the 1 3/4 thickness exceeds the 1 9/16 criteria. However, a rigid article that measures 5 x 18 x 1 9/16 is recorded as a flat because none of the dimensions exceed the stated criteria. (This includes

articles endorsed “Do Not Fold Or Bend”). Ref: Postal Bulletin 22213 (8/16/07) (pg 78-79) (B) In addition, any non-rigid article that does not fit in the letter or flat separations (where flat separations are used) with other mail is considered a parcel. (This includes articles endorsed “Do Not Fold Or Bend.”) These non-rigid articles should be carried and credited as parcels, provided that they do not fit in the letter or flat separation (where flat separations are used) with other mail without damage to the article. Ref: Step 4 H7R-4M-C 29824 Bay City, MI (pg 105106) Ref: Postal Bulletin 22213 (8/16/07) (pg 78-79) (C) The carrier has the option of handling odd-size articles either with flat mail or separately, regardless of how it is credited. (D) Parcels with detached labels do not belong in this column. They are counted as boxholders in Column 7. Only specifically addressed samples too large to be cased are included in the parcel count. (E) Each direct or segmented bundle distributed and tied out at the mail distribution cases (see PO-603 Section 225.4) is counted as a parcel. Direct or segmented bundles tied out at the carrier case (see PO-603 Section 225.5) are not counted as a parcel. Ref: Step 4 H1R-5B-C 8286 Issaquah, WA (pg 107108) (F) Registered, certified, COD, numbered insured, Express Mail, and other accountable mail are not counted in this column. (For special delivery articles see Column 8.) Include in Column 6: • Directs tied out at distribution cases. Directs are not to be broken by the carrier. • Samples with a specific address directly on the mail piece which meet the parcel size requirements. • A postage due parcel is credited as a parcel and a postage due item. • Credit is given in Column 6 where a second delivery attempt is required only in accordance with the Postal Service’s parcel redelivery regulations. Ref: PO-603 Section 332.11 • For the purpose of the mail count, the width of the

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2009 NRLCA Mail Count Guide

•

mail piece will be defined as the dimension perpendicular to the address label. Ref: Step 4 Q00R-4Q-C 03096526 Washington, DC (pg 95) A rigid article received in DPS will be counted and recorded under Column 6 as a parcel if the rigid article exceeds any one of the dimensions in PO-603 Section 535.12.d(1). Ref: Pre-Arb F91R-4F-C 96020182 Sun City, CA (pg 92)

7. Column 7 - Boxholders Enter the daily number of boxholders (families, boxes, or deliveries, as appropriate) taken out for delivery on the route. This includes all simplified address mail, including samples with simplified address (DMM 602.3.2.1). When samples are received with detached address labels (specifically addressed), enter the total number of samples. (See PO-603 Section 535.12.a, Column 1 for recording the label count.) Include simplified address, detached labels (no specific name or address) in this column. The number of pieces of boxholder mail must not exceed the number of families or boxes (as appropriate) on the route for each mailing. Include in this column all boxholders, whether cased or not. Boxholders are counted only when they are delivered. Examples: 1. A four-week mail count begins February 14 and ends March 14. A boxholder is received in the office on February 12 with a requested delivery date of February 14. This boxholder would be delivered on February 14 and would be included in the count. 2. Conversely, a boxholder received in the office on March 14, with a requested delivery date of March 15, would not be counted.

Example: If a route received 10 accountable articles of which five were for delivery to one address, the route would receive credit for six accountable items: one item each for the five articles for delivery to individual addresses, and one item for the five articles entered on PS Form 3883 (Firm Delivery Book for Accountable Mail) for delivery to the one address. Under no circumstances use a PS Form 3883 for delivery of only one accountable item. (C) When a PS Form 3883 is authorized for use on highdensity (L) routes, additional credit is allowed for handling return receipts on items listed in the book (see Column 26). (D) For each accountable mail piece, including Express Mail and Signature Confirmation in Column 8, an additional time allowance of twenty-eight (28) seconds is incorporated for scanning the mail piece. This includes any time associated with scanning of the PS Form 3849 and the data entry of recipient names. Ref: MOU for MDCD (pg 109) (E) During the mail count, if the accountable cage (or location where accountables are cleared) is not within 50 feet (round trip) the route will be provided additional credit under Column 17 for only the distance beyond the 50 feet. The distance beyond 50 feet will be credited at .00284 minutes per foot. This credit will not exceed more than one round trip per day to return accountable mail/receipts in the afternoon. Ref: Pre-Arb D95R-4D-C 01037982 Louisville, KY (pg 90-91)

(A) Enter the number of articles received daily for delivery in this column. Entries in this column preclude entries for the same items in Columns 1, 2, 4, 6, or 10.

Include in Column 8: • Accountable articles found in DPS mail will also be included in Column 8. • Restricted delivery items Ref: Step 4 H1R-2B-C 16713 Kennett Square, PA (pg 110) • Management shall not alter a route’s mail count by withholding Express Mail from the route during the mail count.

(B) On high-density (L) routes where multiple accountable items are received for one address, enter the items on PS Form 3883. The route receives credit for one accountable article per page or partial page completed.

In accordance with PO-603 Section 342.21, a rural carrier “...must deliver Express Mail to a customer whose residence or place of business is on the carrier’s line of travel. Management, however, shall not circumvent paying the additional compensation by not allowing the

8. Column 8 - Registered Mail, Certified Mail, Numbered Insured Articles, Express Mail, and Other Accountable Mail

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2009 NRLCA Mail Count Guide carrier to deliver Express Mail during the mail count period, if during the rest of the year, the carrier has been delivering Express Mail to the customer.” Ref: Step 4 H1R-5D-C24517 Moses Lake, WA (pg 111112) Pre-Arb H95R-4H-C 01032651 Calhoun, GA (pg 113)

9. Column 9 - CODs and Customs Due Received for Delivery Enter daily the number of articles received for delivery. For each accountable mail piece in Column 9, an additional time allowance of twenty-eight (28) seconds is incorporated in Column 9 for scanning the mail piece. Ref: MOU for MDCD (pg 109)

241 during the mail count period. • • •

PS Form 3575, Change of Address PS Form 3575-WWW, Internet Change of Address PS Form 3575-Z, Employee-generated Change of Address • PS Form 3546, Official Change/Correction to Mail Forwarding Change of Address Order received and entered during the count period. PS Form 3546, initiated by the carrier, is creditable as a forwarding order, provided that it is not a duplication of a previous action. There must be no accumulation of change of address orders at the start of the count period.

10. Column 10 - Postage Due Enter the number of postage due articles taken out for delivery. Do not include postage due items in Columns 1, 2, 3, or 4. A carrier can receive a double credit for a postage due parcel. Example: An ordinary parcel with postage due would be credited as a parcel in Column 6, Parcels, and in Column 10, Postage Due. Include in Column 10: • Number of bundles of postage due (with a single due amount). • If postage due mail was not bundled prior to the mail count and a change in the procedure to bundle postage dues for the same delivery address was not discussed during the pre-count conference, postage due items bundled during the count will be counted as individual postage dues. Ref: Step 4 H7R-2J-C 389 Bowling Green, KY (pg 114-115)

Credit is received in Column 11 for PS Form 8076, Authorization to Hold Mail, that is received from the patron (substitute forms may also be included). In order to receive credit for special orders and hold orders, the carrier must be required to transfer the information to PS Form 1564-B, PS Form 3982 or any other type form used for this purpose.

“Review of this case revealed before the count, the postage due mail was not being bundled, and this procedure was not discussed during the pre-count conference. It was not until September 10, 1987, that the procedure was changed. Therefore, the carrier shall be credited with 58 pieces of postage due mail on his evaluation and shall receive compensation if it is warranted.” Other than for ordinary parcels that do not fit in mail receptacles, carriers are NOT required to take postage due mail to the door. Ref: Step 4 H8R-2W-C 11821 Hilton, NY (pg 116)

12. Column 12 - PS Form 3982 PARS Label

11. Column 11 - Change of Address Enter the number of forms listed below that the carrier is required to process in accordance with PO-603 Section

Do record PS Form 3575-Z, Employee Generated Change of Address, in this column. Do not record the entry of a new or additional customer’s name of PS Form 1564, Address Change Sheet. PO-603 change; COA credit is now 15 seconds for PS Form 3982 Change of Address, Carrier’s Case in Column 12. Credit of 2 minutes if required to write on PS Form 3982 or completion of the listed forms by giving credit in Column 11. 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**

13. Column 13 - Marked Up Mail Pieces (A) In this column, record the number of pieces of all classes of mail marked up. Markups are mailpieces undeliverable as addressed that require the carrier to endorse the mail with the reason for nondelivery specified in DMM Section 507, Exhibit 1.4.1. (pg 117). Do not record mail missorted to a route as a markup. Do include missorted and missent mail in

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2009 NRLCA Mail Count Guide the original count of mail. This applies where routes have been adjusted, territory has changed, or the mail is routed to the wrong carrier. (B) In instances where mailing addresses have been changed from rural routes and box numbers to street names and numbers, mail is not credited as a markup on the route where the territory transferred to or from. This is considered a hand-off and credit is given in the original count of mail. (C) A markup credit is provided for the following categories of undeliverable mail: (1) Mail Individually Endorsed by the Carrier. Credit a markup for each piece of mail in the following categories: (a) Deceased (DEC) -This endorsement is used only when it is known that the addressee is deceased and the mail is not properly deliverable to another person. This endorsement must be made personally by the delivering employee and, under no circumstances, may it be rubber stamped. Mail addressed In Care Of another must be marked to indicate which person is deceased. (b) No Record Mail. Credit as a markup each piece of mail given to the carrier under the provisions of PO603 Section 242.4 (c) Other categories as defined in Domestic Mail Manual (DMM) 507.1.4.1 unless listed in PO-603 Section 535.12.j.3.b (bundled markups). Credit a markup for any mail piece where the manager requires the carrier to correct errors (spelling, numbers) prior to its being sent to CMU/CFS or returned from CMU/CFS. Credit a markup for each piece of mail when management requires barcodes to be blotted or marked out. Credit one markup for transcribing the non-delivery request information on the PS Form 3982-R or annotating or discarding the form when receiving a reinstatement of delivery. Ref: PO-603 Section 322.23 Credit one markup for all additional bundles or mail pieces that management requires the carrier to endorse, to include “MMM” mail.

Ref: Step 4 B95R-4B-C 02237945 North Reading, MA (pg 75-76) (2) Each of the following Carrier Endorsed Bundles is credited as one markup: (a) Insufficient (IA). Mail without number, street, box number, route number, or geographical section of city or city and state omitted and correct address not known. (b) Attempted Not Known (ANK). Addressee is not known at place of address. (c) In Dispute (DIS). Mail is returned to sender by order of the chief field counsel when it cannot be determined which of the disputing parties has the greater right to the mail. (d) No Such Number (NSN). Nonexistent number and the correct number is not known. (e) No Such Street (NSS). Addressed to nonexistent street and correct street not known. (f) Unable to Forward (UTF). Mail undeliverable at address given; forwarding order expired. (g) No Mail Receptacle (NMR). Addressee has failed to provide a receptacle for the receipt of mail. May be PO Box or Caller Service. Ref: Pre-Arb H95R-4H-C 01032651 Calhoun, GA (pg 113) (h) Refused (REF). Addressee has refused to accept mail or pay postage charges. (i) Temporarily Away (TA). Addressee temporarily away and period for holding mail expired. (j) Unclaimed (UNC). Addressee abandons or fails to call for mail. (k) When carrier is required to return mail from a full mail box a second time. Ref: Step 4 F95R-4F-C98086042 West Sacramento, CA (pg 118) (l) Vacant (VAC). House, apartment, office, or building is not occupied. Used only on First, second, fourth and endorsed third-class mail addressed to Occupant, Resident, etc. (m) Illegible (ILL). Address not readable. (n) Undeliverable Bulk Business Mail (UBBM). UBBM with a specific customer name and address. When a piece of UBBM with a specific name is undeliverable as addressed, place the mail to one side of the case ledge or in another designated location at the case. After completing casing of all mail designated for delivery that day, bundle this mail and mark the top piece UBBM, put your initials and route number on it, and leave it on the case ledge. (o) Other Undeliverable Bulk Business Mail. UBBM

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2009 NRLCA Mail Count Guide addressed to Occupant, Resident, or using the exceptional address format (John Doe or Current Address). Normally, this type of mail is undeliverable only because the delivery point is vacant or the address is incorrect. Place undeliverable UBBM marked occupant, resident or current resident to one side of the case ledge, or in another designated location. After completing casing of all mail designated for delivery that day, bundle this mail and mark the top piece Other UBBM, put your initials and route number on it, and leave it on the case ledge. (p) Excess Boxholder Mail. Place all excess box holder mail into the appropriate container (sack, hamper, tray, etc.); endorse a facing slip In Excess of Requirements; initial the slip; and attach it to the container with the excess boxholder mail. Do not credit as a markup parcel post endorsed only to indicate that an attempted delivery notice was left.

14. Column 14 - PS Form 3821 Completed Enter only the number of completed PS Forms 3821, Clearance Receipt. Section 431.4 of the PO-603 states, “Complete Form 3821, Clearance Receipt, showing the number of receipts and undeliverable articles returned for clearance.” Complete a separate Form 3821 for each COD article delivered. Ref: PO-603 Section 432.3

Ref: Sample PS Form 5630 (pg 119) 3. Eighteen (18) seconds per scan for all bar codes associated with Delivery Unit Saturation and Bundle Scanning.

16. Column 16 - Loading Time Enter the time spent transferring mail from the carrier’s work area to the vehicle. This time should include taking mail from the work area to the vehicle, placing mail in the vehicle, and returning the equipment to a designated location. Postmasters or supervisors must observe the loading operation daily to ensure that carriers operate efficiently. Include only the time required to place mail in gurneys or hampers in loading time if mail cannot be placed in the conveyance during strap out. In offices where the carrier does not normally withdraw all mail for the route, the required final withdrawal from the designated distribution case, or other equipment, will be accomplished in conjunction with the loading operation, and the actual time required included in the loading allowance. Do not include the time used for this function if the carrier receives the withdrawal allowance. Loading time in excess of 15 minutes must be fully explained in the Comments section of PS Form 4239. However, do not interpret the loading allowance to be a minimum 15 minutes daily. The actual time shown for loading the vehicle must not include time for arranging parcels in delivery sequence; this is included in the time allowance for those items in Column 6. Ref: Step 4 J95R-4J-C 02108477 Gaylord, MI (pg 120)

Complete one Form 3821 for all CODs not delivered. Ref: PO-603 Section 432.4

Mail, pulled down and strapped or trayed, should be placed directly into equipment used to take mail to the vehicle. In this case, loading time begins when the carrier begins to move the mail to the vehicle.

PS Form 3821, Clearance Receipt, is to be completed by the carrier all year long, not just during mail count. If a route serves one or more intermediate offices, it is possible to receive credit for PS Forms 3821 at each intermediate office in a single day.

If mail is not placed directly into equipment used to take mail to the vehicle, loading time begins when the carrier begins to load the mail into the transport equipment.

15. Column 15 – Non Signature “Scan” Items 1. Eighteen (18) seconds per scan for all delivery confirmation barcodes Ref: MOU for MDCD (pg 109) 2. Eighteen (18) seconds per scan for all Shipment Confirmation Acceptance Notices (SCAN) PS Form 5630 Ref: MOU for MDCD (pg 109)

The time required to place the mail in gurneys or hampers will be included in loading time only when the mail cannot be placed in the conveyance in delivery order, during strapping out or traying. It would also be applicable if because of space restrictions, the carrier is required to strap-out mail, place it on the floor or case ledge, and then transport it to a gurney or hamper at the end of the carrier-case aisle. This was not intended to be applied to situations where the carrier straps out mail and places it directly into a gurney or hamper in lieu of

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2009 NRLCA Mail Count Guide placing it on the floor. Ref: Henry Letter (pg 64-66) The placing of boxholder bundles into a hamper or gurney by the carrier will be included in loading time. Ref: Henry Letter (pg 64-66) Obtaining the parcel hamper is not considered part of the withdrawal of mail. M-38 Section 344.23 states that gurneys and hampers shall be located convenient to the carriers. During the mail count if the parcel hamper is not within 50 feet (round trip), the route will be provided additional credit under Column 17 for only the distance beyond the 50 feet. The distance beyond 50 feet will be credited at .00284 minutes per foot. The credit will not exceed more than one round trip per day. Ref: Pre-Arb E95R-4G-C 99088097 Humble, TX (pg 69) Carrier has the right to use a stop watch for loading vehicle and other suitable allowance. Ref: Step 4 J95R-4J-C 02114117 Adrian, MI (pg 121)

17. Column 17 - Other Suitable Allowance Other Suitable allowance is defined as a reasonable time allowance which may be claimed for unusual conditions, or for other services rendered on a daily or weekly basis that are not accounted for under the normal work functions. This does not include time for vehicle breakdowns. Management must authorize items for which time is claimed under this heading. These items must recur daily or weekly. Weekly safety talks must be conducted, and the actual time required (usually 5 minutes per week) recorded in Column 17. Some examples of actual time as listed in the PO-603 that would be credited in Column 17 are as follows: (A) The actual time required to place Central Markup system/Computerized Forwarding System (CMU/ CFS) mail in the designated location. (B) Where no office personnel are on duty when the carrier returns from serving the route on Saturday, the carrier receives actual time allowance only for those duties performed over and above the normal functions of this day and the following workday. (This does not include time spent counting mail or

completing count forms.) Ref: PO-603 Section 481 (C) Those carriers who serve a non-personnel rural unit receive a minimum allowance of 15 minutes daily for each unit served. Boxes located in these units are not included in the route totals on PS Form 4241. Additional time above 15 minutes claimed for servicing a non-personnel unit must be explained in the Comments section. Ref: PO-603 Section 372 (D) Personal time, or time used for purchasing and checking stamp stock, should not be entered. These times are credited when the evaluation is processed at the Information Service Center (ISC). (E) No entries are made in this column for those routes using USPS-owned or leased vehicles. The ISC will automatically credit appropriate time allowances as indicated in the PO-603 Section 535.23. Time spent waiting for vehicle repair or tow while on the route is not a recurring function, and is not credited in Column 17. The carrier accumulates O time. (F) All entries in Column 17 require explanation in the Comments section. No entries are made in this column for those routes with collection compartments or parcel post lockers located in centralized delivery equipment. Some other typical Column 17 entries are the following: (1) Actual riffling time to assess the quality of DPS mail, if separator cards are not used. (2) Time for returning Business Reply mail to designated location. (3) Time for changes to edit sheets (red books) beyond the time that would have been required on the back of the PS Form 4240 Trip Sheets. Ref: Phillip Knoll Letter w/ Q & A (pg 122-126) (4) Actual time to obtain and return arrow keys, if the carrier had no accountables. Ref: Step 4 F91R-4F-C 96024591 Salinas, CA (pg 127) “The issue in this grievance is whether the grievant is entitled to credit for time obtaining and returning an arrow key during mail count when she has no other accountables. Management should have given the

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2009 NRLCA Mail Count Guide grievant credit for time used during mail count to obtain and return an arrow key when she had no accountables.”

(12) Actual time to travel to and from the CFS/CMU case and place the mail in its designated location.

(5) Time, if required by management, to answer customer questions across the counter or over the phone, if such duties occur daily or weekly. “If local management requires a rural carrier to answer official communications or telephone calls throughout the year, an appropriate credit will be allowed if this function is performed during the mail count period.” Ref: Step 4 H4R-5R-C 47608 Sequim, WA (pg 128)

(13) Actual time if an additional trip is required to travel to and from a designated location and place or deposit “MMM” mail. Ref: Step 4 B95R-4B-C 02237945 North Reading, MA (pg 75-76)

(6) If the scanner is not located within a reasonable distance of the carrier’s casing area, actual time for required extra trips to secure or return the scanner (Scanner/Setup/Return) is an automatic credit (6 minutes). It is no longer credited in Column 17. Ref: MOU for MDCD (pg 109) Ref: Step 4 E00R-4E-C 04086896 Bemidji, MN (pg 129-130)

(15) Time for accessing key, unlocking gate, locking gate, and returning key in gated communities.

(7) Weekly safety talks must be conducted. The actual time required (usually five minutes per week) must be recorded in Column 17. Ref: PO-603 Section 535.12.r.1 Ref: Step 4 Q00R-4Q-C 04101548 Washington, DC (pg 131-132)

(17) Actual time for re-loading a satchel. Ref: Step 4 E95R-4E-C 01259718 Ellington, MO (pg 138)

(8) Actual time for daily or weekly stand-up service talks in addition to safety talks. Ref: Step 4 J00R-4J-C 03140433 O’Fallon, MO (pg 133) (9) An additional time credit (normally 5 minutes) must be given to the route if management elects to repeat a weekly safety talk for the relief employees or a carrier who was not present. Ref: Step 4 H4R-5G-C 38788 Vancouver, WA (pg 134-135) (10) Actual time to take mail to vacation hold and return to the case, if hold location is not at the carrier’s case. Ref: Step 4 E00R-4E-C 02161832 Pequot, MN (pg 136) (11) Actual time to travel to and from throwback case. Ref: Step 4 E00R-4E-C 02250463 Gig Harbor, WA (pg 137)

(14) Actual time to unlock, sweep, verify collection with magnet, wand or scanner, close and lock blue collection boxes

(16) Unusual time required for typical dismount situations such as using elevators, traversing an inordinate amount of stairs, unlocking or going through difficult doors, etc. Ref: Henry Letter (pg 64-66)

(18) When a non-L route carrier purchases stamp stock at an intermediate office, show the actual time required to perform this function, not to exceed 5 minutes daily, in the Other Suitable Allowance, Column 17 and explain in the Comments section. During the mail count period, maintain the normal frequency of stamp purchases at the intermediate office. (19) When an L route carrier purchases stamp stock at an intermediate office, their purchases must meet the minimum requirements of 150 times the First-Class Mail postage rate in order to receive the additional allowance described above. (20) Actual time to close up offices in afternoons, usually on Saturday, and any other required functions in small offices that close for lunch. In addition, Column 17, time should be given for setting alarms, locking and unlocking doors, and taking down flags, etc. (21) Actual time to deposit collected mail in more than two separations.

27

2009 NRLCA Mail Count Guide Ref: Step 4 H7R-4B-C 29248 Rochester, Ml (pg 72) (22) Time to put “notice left” parcels on the proper shelf, if required. (23) Filing PS Form 3575, when required. “Normally, rural carriers are not required to file Forms 3575 after return from Computerized Forwarding System or Central Mark-Up. However, if they are required to maintain such records, an appropriate time credit must be given.” Ref: Step 4 H7R-2H-C 27614 Lexington, SC (pg 139) Ref: Step 4 H7R-4M-C 21551 Traverse City, Ml (pg 140) (24) Time to locate and retrieve errors associated with the Mail History Tracking System (MHTS) process. This is done during the riffling process. Step 4 Settlements that would include unusual conditions for Column 17 credit: Removing floor mats Ref: Step 4 E95R-4E-C 00056816 Yakima, WA (pg 141) Train crossings Ref: Step 4 J00R-4J-C 04149356 DeKalb, IL (pg 142) Required use or relocation of hamper when retuning to office Ref: Step 4 E00R-4E-C 02168812 Yakima, WA (pg 143144)

18. Column 18 - Authorized Dismounts The number of authorized dismounts is shown daily. (See PO-603 Section 313 for those instances where dismount deliveries may be authorized.) Example: A carrier is authorized to dismount at a school. The school office is closed on Saturdays. The route would be credited with a dismount Monday through Friday, but would not receive dismount credit on Saturday. Authorized dismounts must be explained in the Comments section. When a carrier dismounts primarily to provide other services, such as delivery or pickup of accountable mail, COD, Express Mail, etc., do not authorize dismount credit; existing time allowances include time for dismounting. Ref: Step 4 H1R-4J-C-443 Madison, Wl (pg 145) Ref: Step 4 H1R-4T-C 7060 Lexington, KY (pg 146-147)

19. Column 19 - Authorized Dismount Distance

(in feet) (1) Enter the authorized dismount distance (in feet) traveled daily by the carrier. The distance entered could vary daily depending upon the number of dismounts authorized each day (see Column 18). Before determining the authorized dismount distance, the postmaster or supervisor must: (a) For single delivery point dismounts such as CBUs, a school, mailroom, etc., establish the authorized parking location at the closest practicable point. (b) For multiple deliveries requiring a dismount (such as multiple apartment buildings served from one park point, shopping centers, etc.), a parking location is established at the most advantageous point or points, and the authorized dismount line of travel between delivery points is laid out in the most efficient travel pattern. To avoid unnecessary trips to the vehicle and to ensure employee safety, the postmaster or supervisor may authorize the use of a carrier satchel or satchel cart. (2) When determining the authorized dismount distance, the postmaster or supervisor must measure the most direct and/or efficient distance from the point of dismount from the vehicle to the delivery point, or points, and return to the vehicle. Record measurements to the closest foot. Make all entries on the basis of the number of trips required by the carrier each day. Example: A school is authorized as a dismount delivery point. The total dismount distance from the vehicle to the delivery point and return is 140 feet. If, on the first day of the mail count, the volume for this delivery requires only one trip by the carrier, the carrier would receive credit for one dismount in Column 18 and 140 feet dismount distance in Column 19. If, however, on the second day, the volume for this delivery required two trips, the carrier would receive credit for one dismount in Column 18 and 280 feet in dismount distance in Column 19. (3) There must be a reasonable expectation that the line of travel established for the dismount is available to the carrier at least 90 percent of the time. This consideration is especially important in areas that experience consistently heavy snowfalls where direct dismount routes (not coinciding with existing sidewalks) will be blocked most of the winter.

20. Column 20 - Letters and Flats Collected 28

2009 NRLCA Mail Count Guide Enter in this column the number of letters and flats collected on the route. If mail is received in bundles, count each bundle as one piece. Do not count each piece in the bundle. Do not include mail picked up from a collection box or cluster box unit (CBU) collection compartment. Centralized delivery collection compartments receive a standard allowance. Ref: Step 4 H0R-2J-C 4997 Bardstown, KY (pg 148) Ref: Step 4 I95R-4I-C 99031041 Saint Peters, MO (pg 149) Enter in Column 17 the actual time required to open the collection boxes, remove the mail, and close the boxes. One (1) piece is credited in Column 20 for bringing the PS Form 3982-R back from the route. Ref: PO-603 Section 322.23 Carriers may be required to face and deposit mail in a designated location upon returning to the office. Management shall not require rural carriers to deposit mail into more than two designated locations. If more than two locations are required, additional Column 17 time is appropriate. Ref: Step 4 H7R-4B-C 29248 Rochester, MI (pg 72) Handbook PO-603 Section 421.2 requires that rural carriers should face and deposit mail in the location designated by the postmaster or supervisor. Compensation is provided for facing and depositing mail. Management shall not require rural carriers to deposit mail into more than two designated locations.

That is: (1) Parcels that require the carrier to weigh, rate, and affix postage to the article, or (2) Parcels weighing more than 2 pounds for which postage has been prepaid. (B) Do not enter obvious letter and flat-size mail, including film packs, etc., whether the carrier affixes postage or not. Count pre-sacked parcels for which postage has been computed as one parcel for each sack. Do not credit parcels that a customer refuses or are not deliverable as a parcel accepted. Carriers must weigh, rate, and affix postage if management provides the necessary scales and rate charts. However, if the necessary equipment is not made available, credit for a parcel collected is still given. The carrier cannot be required to stand in the lobby to purchase stamps or weigh parcels. Ref: Step 4 H4R-4K-C 33298 Oskaloosa, IA 52577 (pg 150)

24. Column 24 - Registered and Certified Accepted Record in this column the number of registered and certified articles accepted on the route. Do not include in the count those articles returned when PS Form 3849 has been left for the customer. Time credit for No ResponseLeft Notice items is included in the time factor for delivery. Credit is given for certified and registered letters that are received from rural mailboxes and business customers when the carrier completes any of the following items:

21. Column 21 – Carrier Pickup “Requests” Packages picked up, only through the Carrier Pick-up Web application, will be credited 90 seconds for each Carrier Pickup request completed.

22. Column 22 – Carrier Pickup “Items” Record nine (9) seconds for each pickup item received (Express mail, Priority Mail or International Mail). Note: Prepaid ordinary and insured parcels accepted or letters and flats collected in conjunction with the Carrier Pickup are not included in this standard. Ref: National Grievance Settlement Q00R-4Q-C08030088 (pg 73-74)

23. Column 23 - Ordinary and Insured Parcels Accepted (A) Enter in this column the number of ordinary and insured parcels accepted on the route.

1. The rural carrier weighs, rates and affixes postage to the article, which may involve assistance from a clerk. If the carrier accepts payment for the service from the customer and presents the article to a clerk, who weighs, rates and affixes postage, the carrier is still entitled to credit under Column 24. 2. The rural carrier postmarks the receipt, which may involve assistance from a clerk. 3. The rural carrier endorses and issues a receipt via Form 3800 or 3896, which may involve assistance from a clerk. If the rural carrier does NOT complete item 1, 2 or 3 above, the route will be provided credit under Column 20 or 23 for registered or certified articles collected, whichever would be appropriate. Ref: PO-603 Section 535.12.p. Ref: Pre-Arb Q00R-4Q C 03056531 Washington, DC

29

2009 NRLCA Mail Count Guide (pg 151)

Carried Daily

25. Column 25 (Money Order Applications Processed)

Enter the weight carried in pounds (rounded to the nearest whole pound) of all mail, including outside pieces, to or from designated offices. Carriers serving non-personnel rural units do not receive credit for a locked pouch. To determine the daily weight, total the pouch weight of all days and divide by 24. Then divide the daily weight by the number of locked pouch stops from line C, Additional Information section, to determine the average daily weight. Enter this number in Column 27 on PS Form 4241. Ref: Step 4 I95R-41-C 99113048 Sioux Falls, SD (pg 152)

Record in this column the number of money order applications received on the route. If rural carriers reside on the route they serve and regularly purchase money orders throughout the year, they will receive credit. Postmasters or supervisors review each money order application daily.

26. Column 26- Return Receipts On high-density (L) routes, an additional credit is received only for those return receipts for accountable items handled via PS Form 3883 (see Column 8). Enter in this column the number of return receipts attached to those accountable items entered on PS Form 3883. Do not credit return receipts on accountable items other than those listed on PS Form 3883. Example: If a route received 10 accountable items and each had a return receipt attached, but only four of the items were listed in a firm delivery book, the route receives credit for four return receipts in Column 26.

27. Column 27 - Weight of Locked Pouches

28. Column 28 - Reserved This column reserved for future use.

29. Column 29 - Waiting Time Enter the number of minutes the carrier spent waiting for mail after the official starting time.

30. Column 30 - Counting Time Enter the number of minutes actually used to count the mail. Only the carrier’s time is recorded and not the postmaster’s or supervisor’s counting time.

30

Letter to NRLCA President Don Cantriel

31

PS Form 4240 Instructions

Note: Carriers will continue to make changes (additions/deletions) to the edit book or maintenance worksheet as appropriate. This section of the PS Form 4240 will not be used by the carrier for additions or deletions.

32

PS Form 4240

33

PS Form 4248, page 1

34

PS Form 4248, page 2

35

PS Form 4239

Post Office

State & ZIP+4 Code

Route No.

26.

27.

28.

29.

Counting Time

30.

36

United States Postal Service ®

10.

Postage Due

9. Customs Due Rcvd. for Del. C.O.D.

20.

8. Accountable Mail Signature Item

19.

7. Boxholders

18.

6. Parcels

17.

5. DPS Flats

16.

4. Flats, Catalogs, Magazines, Newspapers, Rolls

15.

3. DPS Letters

14.

2. Sector Segment Letters

13.

1.

Rural Route Count of Mail

Letter Size

12.

25.

Waiting Time

Letters & Flats Collected

24.

Reserved

Load Vehicle Authorized Other Suitable Authorized Dismounts Non Signature "Scan" Explanation Required Dismount Distance Allowance Explanation Explanation Required when time exceeds 15 Items (Feet) Required Min

23.

Lock Pouch Weight Carried Daily

PS Form 3821 (Completed)

11. Mail

22.

Return Receipt ('L' Route Only)

PS Form 3982 PARS Marked Up Label Pieces

21.

Money Order Application Processed

Carrier or Manager Signature

Registered Certifed Accepted

Date

Parcel Accepted Ordinary, Insured C.O.D.

Day

Carrier Pickup 'Items'

Comments

PS Form 4239, February 2009

I certify that the above is correct.

Carrier Pickup 'Requests'

Change of Address

Total Total Total

PS Form 4241-M

Rural Route Evaluation Worksheet (PO-603 Exhibit 531.3) Delivery Unit: Carrier: PS 4241 Ref. No.

Route #: Count Dates: Data Description

* * * * * * 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 * * * * * * * *

Route Length Regular Boxes (Non L) Regular Boxes (L only) Centralized Boxes NDCBU Coll/Comp Parcel Lockers Random Letters Sector Segment Letters DPS Letters Flats, Cat., Magazines, Newspapers, Rolls DPS Flats Parcels Boxholders Accountable Mail (Signature Item) Customs Due (Rec'd for Del), C.O.D. Postage Due Change Of Address PS Form 3982 (PARS Label) Markup PS Form 3821 (Completed) Non Signature "Scan" Items Load Vehicle Other Suitable Allowance Authorized Dismounts Authorized Dismount Distance (Feet) Letters, Flats Collected Carrier Pickup 'Request' Carrier Pickup 'Items' Parcels Accepted, Ordinary, Insured, C.O.D. Registered, Certified Accepted Money Order Application Processed Return Receipt ('L' Route Only) Not Used Reserved Not Used Not Used Stamp Stock Scanner (Retrieval / Setup / Return) Strapping Out Other Office & Personal Lock Pouch Stops Withdrawing Mail USPS Vehicle Allowance Reload / Unload Weekly Totals (Minutes) Standard Time (Hours and Minutes) Rural Route Evaluation - No Option Rural Route Evaluation - Low Option Rural Route Evaluation - High Option Volume Only Factor

Allowance Factors Office Time (min)

Allowance Factors Route Time (min)

Office Time (mins.)

Route Time (mins.)

Miles X 12.0 Boxes X 2.0 Boxes X 1.82 Boxes X 1.0 Compartments X 1.0 Lockers X 2.0 Wkly Avg *(.0555) Wkly Avg *(.0444) Wkly Avg *(.0333) Wkly Avg *(.1) Undetermined at this time Wkly Avg *(.333)

Wkly Avg *(.167)

Wkly Avg *(.04) Wkly Avg *(1.0)

Wkly Avg *(3.466)

Wkly Avg *(1.5)

Wkly Avg *(4.466)

Wkly Avg *(.2) round to # Wkly Avg *(2.0) Wkly Avg *(.25) Wkly Avg *(.25) Wkly Avg *(2.0) Wkly Avg *(.3) Actual Wkly Avg Actual Wkly Avg Wkly Avg *(.1) Wkly Avg *(.00284) Wkly Avg *(0.04) Wkly Avg *(0.75)

Wkly Avg *(0.75)

Wkly Avg *(2.0)

Wkly Avg *(2.0)

Wkly Avg *(1.5)

Wkly Avg *(2.0)

Wkly Avg *(0.15)

Wkly Avg *(2.0)

Wkly Avg *(0.25)

20 6 Wkly Avg (1)+(2)+(4)-(13)*0.01428

30 # of Stops *30 (Yes = 30)

(No = 0) Daily Rte Miles *(6/100*4.5)+24

18 min Wkly

PS Form 4241-M, February 2009

37

PS Form 4241, page 1

US POSTAL SERVICE

Rural Delivery Statistics Report

Post Office, State and Zip + 4:

(Follow Instructions in Chapter 5 of Handbook PO-603) District

District ZIP Code

Date of Count From - Through

Route No.

Finance No.

Carrier's Name:

Route Miles (Hundredths)

Regular Boxes

Centralized Boxes

NDCBU Coll. Comps.

Parcel Lockers

Vehicle Stops

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

Date

Letter Size

Sector Segment Letters

DPS Letters

Flats, Catalogs, Magazines, Newspapers, Rolls

DPS Flats

Parcels

Boxholders

Accountable Mail Signature Item

Customs Due Rec'd. for Del. C.O.D.

Postage Due

11.

12.

15.

16.

17.

18.

19.

Date

Change of Address

PS Form 3982 PARS Label

21.

22.

23.

24.

25.

26.

27.

28.

Date

Carrier Pickup 'Requests'

Carrier Pickup 'Items'

Parcel Accepted Ordinary, Insured C.O.D.

Registered Certifed Accepted

Money Order Application Processed

Return Receipt ('L' Route Only)

Locked Pouch Weight

Reserved

Total 13. Marked Up Pieces

14. Mail

PS Form 3821 (Completed)

20.

Load Vehicle Other Suitable Authorized Authorized Dismounts Non Signature "Scan" Explanation Required Allowance Explanation Dismount Distance when time exceeds 15 Explanation Required Items Required (Feet) Min

Letters & Flats Collected

Total Date of Local Pre-Count Conference

High Option? Yes

No

Leave Commitment Signed? Yes

No

Rotating Relief Day? Yes

No

If 39:00 Plus, Convert To Regular? Yes

No

Current Detour? Yes

No

Detour Miles (Hundredths)

Total National

Special

Amended

Negated

Number of Familes Served Number of Lock Pouch Stops (If Applicable) Mail Withdrawal?

Yes

No

Office time

Seasonal Route?

Yes

No

Route time

In Season?

Yes

No

Net Total Time

Seasonal Miles (Hundredths)

EMA

Vehicle Data

In the event that I am eligible to elect a higher route classification, I agree to use sufficient annual leave during the gurantee period to assure that my total actual work hours will not exceed 2,080 during the guarantee period.

Carrier's Signature for "Leave Commitment"

COUNT DATA CERTIFED TO BE CORRECT

Auxiliary Assistance Used

Office

Seasonal Regular boxes Seasonal Central boxes

Govt. Veh.

Time used during count (hrs&hund.) (Subtract Lunch Time from Office and/or Route Time as Reported on Form 4240)

Route

Carrier's Signature & Date - Agreement With Count Data Postmaster's Signature & Date

Waiting and Counting Time

PS Form 4241, February 2009

PAGE 1

38

PS Form 4241, page 2

US POSTAL SERVICE

Rural Delivery Statistics Report

Post Office, State and Zip + 4:

(Follow Instructions in Chapter 5 of Handbook PO-603) District

District ZIP Code

Date of Count From - Through

Date

Route No.

Route Miles (Hundredths)

Regular Boxes

Centralized Boxes

3.

4.

5.

6.

7.

8.

9.

10.

DPS Letters

Flats, Catalogs, Magazines, Newspapers, Rolls

Customs Due Rcvd. for Deliv. C.O.D.s,

Postage Due

19.

Finance No.

1.

2.

Letter Size

Sector/Segment Letters

Carrier's Name:

NDCBU Coll. Comps.

DPS Flats

Parcels

Boxholders

Accountable Mail Signature Item

15.

16.

17.

18.

Parcel Lockers

Vehicle Stops

WKS (1 & 2) WKS (3 & 4)

Grand Total

Date

11.

12.

Change of Address

PS Form 3982 PARS Label

13. Marked Up Pieces

14. Mail

PS Form 3821 (Completed)

20.

Load Vehicle Other Suitable Authorized Non Signature "Scan" Explanation Required Authorized Dismounts Allowance Explanation Dismount Distance when time exceeds 15 Items Explanation Required Required (Feet) Min

Letters & Flats Collected

WKS (1 & 2) WKS (3 & 4)

Grand Total

Date

21.

22.

23.

24.

25.

26.

27.

28.

Carrier Pickup 'Requests'

Carrier Pickup 'Items'

Parcel Accepted Ordinary, Insured C.O.D.

Registered Certifed Accepted

Money Order Application Processed

Return Receipt ('L' Route Only)

Locked Pouch Weight

Reserved

Date of Local Pre-Count Conference

High Option? Yes

No

Leave Commitment Signed? Yes

No

Rotating Relief Day? Yes

No

If 39:00 Plus, Convert To Regular? Yes

No

Current Detour? Yes

WKS (1 & 2) WKS (3 & 4)

No

Detour Miles (Hundredths)

Grand Total National

Special

Amended

Negated

Number of Familes Served Number of Lock Pouch Stops (If Applicable) Mail Withdrawal?

Yes

No

Office time

Seasonal Route?

Yes

No

Route time

In Season?

Yes

No

Net Total Time

Seasonal Miles (Hundredths)

EMA

Vehicle Data

In the event that I am eligible to elect a higher route classification, I agree to use sufficient annual leave during the gurantee period to assure that my total actual work hours will not exceed 2,080 during the guarantee period.

Carrier's Signature for "Leave Commitment"

COUNT DATA CERTIFED TO BE CORRECT

Auxiliary Assistance Used

Office

Seasonal Regular boxes Seasonal Central boxes

Govt. Veh.

Time used during count (hrs&hund.) (Subtract Lunch Time from Office and/or Route Time as Reported on Form 4240)

Route

Carrier's Signature & Date - Agreement With Count Data Postmaster's Signature & Date

Waiting and Counting Time

PS Form 4241, February 2009

PAGE 2

39

RURAL MAIL COUNT INFORMATION CHECK LIST


Do route miles on PS Form 4241 reflect the last approved mileage on PS Form YES 4003? Submit new 4003 with mail count form if changes to mileage needs to be made.

NO







YES

NO







Are number of stops more than total regular and central boxes? Vehicle stops cannot YES be more than total boxes.

NO










Are box holders (column 7) listed in pieces? Do not list in sets.

YES

NO




Are postage due (column 10) parcels included in the postage due column and parcel column (column 6)? Postage due parcels get credit in both columns.

YES

NO










Are Delivery Confirmation mail pieces entered in both columns 15 (NonSignature Scan Items) and Column 4 (Flats, etc) or column 6 (Parcels), as appropriate? Delivery Confirmation mail pieces must get credited for both the scan and the mail piece.

YES

NO




Have Carrier Pickup Requests been credited in column 21 and carrier pickup Items in column 22? Carrier pickup requests are credit in column 21; carrier pickup items (Express,

YES

NO







YES

NO

YES

NO







Is locked pouch weight totaled at the end of the count period and averaged in YES the total column? Daily weight must be totaled at the end of the count period and divided by the number

NO





Are regular boxes and central boxes current as of the last day of count?

Make sure

central boxes are not included in regular box total.




Priority, and International Mail items only) are credited in column 22. Other items picked up in conjunction with a Carrier Pickup Request are credited in columns 20, 23 or 24, as appropriate.












Is NDCBU collection mail and collection box mail included in column 20? This volume is not included in letters and flats collected.




Are loading time and other suitable allowance time (columns 16 & 17) recorded in minutes and seconds daily, then rounded up to the next whole minute in the total column at the end of the mail count?







of count days. This number is documented in the total column.




Is mail withdrawal marked properly?

YES

NO







YES

NO







YES

NO

Must be marked one or the other.

Are High Option and Leave Commitment marked YES? Has carrier signed the leave commitment? Do not mark the option as High if the regular carrier is not in a 6 or 8 hour leave earning status. Remember, 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.










Has the carrier signed PS Form 4241 in block “COUNT DATA CERTIFIED TO BE CORRECT”? If the carrier refuses to sign this block, he/she must submit, in writing, their detailed reasons for not signing. The manager must send the carrier statement and a managers statement along with the count form explain in detail reasons for not signing.










40

NRLCA Mailcount Disagreement Form

Date:

Office:

Dear Postmaster This is to inform you that I have not signed PS Form 4241. I disagree with the information on PS Form 4241 for the following reasons

Respectfully Yours/

Print Name

Phone #

cc: State Stewa rd file

NRLCA Mail Count Guide

Date Received by State Steward

41

42

One stop

Medium box

One stop

Small

One stop

Medium

Large

One stop

One stop

Large

Rural Route Inspection Box Count

One stop

Small Small

r"l~

B-24

s• I :: •••••••••

•-

UNITED STATES POSTAL SERVICE C7SL. . . . ,...,. . ........ DC . .

... ~J

, J

:1 ....

RLeA

Aprll 18. 19 U

Mr. Dallas N. Pields Director, Labor Relations Rational Rural Letter Carriers' Association 1750 Pennsylvania Avenue, B.W. Suite 1204 Wasbington, D.C. 20001-33" Re:

J. Wig9 inton KeDlo, U "'46 IlJl-4B-e: 12585

Dear Hr. rield.:

CD March 24, 1983, we met to cUscus the above-captioned grievance at the foarth step of oar colltraetaal grtevaDe:t! proceclure. ':he matters pre.ented as well as the applicable coDtractual provisions have been reviewed aDd giveD carefal con.ideration.

orbe question inth1l grievUlce ia whether or DOt aDag_ent violated tbe 1981 DS'S/IILCA Rational Igr....Dt ¥ben .ervice to a rural box in vbich ail vas rece1v~ vu 41acontieued. lJ.Ibe dv.lliDCJ had beee ..ac&JJt for over to days. 'art 525.323, of the 11-37, IlaDdboot, clearly iDdicat•• that a dwelling which is vacant laC)~e than 90 daya is not to ~e tDcladecS on the latelt Fom 4003, Offic:ia1 aural Ioute Delcription. Vacut. .eau Dot pbytically occupied. . Accor4ingly, as w fiDd no violation of the lationa! this grievance is deDied.

A9re~ent,

Sucerely,

~£-

Labor Relations Department

43

8-25

. i ==!

r'~ •.~.•

..

.- . •••• •••

_R.tCEIVED Oft 21 '86

HRLCA

UNITED STATES POSTAL SERVICE

""11II... w---.oc_

~n

PIUL . .

Mr. Dalla. N. Fields Director, Labor aelltions National Rural Letter Carriers' Association 1~48 Duke Street, Suite 14~8 Alexandria, VA 22314-3403 Ie:

G. $net••laar

Polk City, IA BU-4X-e 3738

50226

Dear Mr. Fields I On Karen 13, 19.6, ve .et to discuss the above-captioned grievance at the fourtb step of our contractual grievance procedure. The issue in this grievance i. vb.ther the rural carrier is entitled to receive credit· for ..1lboxe. for cu.tomer. vho rec.i"e deUvery of uU. througb g.neral «s.Uvery. The union' contends that dwellings that bave not b••n vacant more tban 'O-days should be included in the aa11box count. It is the position of th. Poatal service that in accordance vith Bandbook M-37, Part 525.223c, and aandbook "-38, 'art 526.633, (4) d~lling. and bu.in••••• r.c.Lving d.liv.ry .olely through general delivery are not included in the uilbox count. Accordingly, this grie.ance i. d.nied. T~e Ii.it. vere extended .by .utual·consent~

DepartMnt

44

~ UNITEDST~TES

. . . .POST.4LSERVICE

Mr. Randy Anderson Director of Labor Relations National Rural Letter Carriers' Association 1630 Duke Street, 4th Floor Alexandria, VA 22314-3465 Re: EOOR-4E-C 02161678 Lowell Vetter Chanhassen, MN 55317 Dear Randy: On several occasions, the most recent being May 7, 2004, we met to discuss the abovecaptioned grievance at the fourth step of our contractual grievance procedure. The issue in this grievance concerns the clarification of a "mail receiving unit" when defining "centralized delivery" for the purpose of applying a rural time allowance. During our discussion. we mutually agreed that the tallowing will constitute full and complete settlement of this grievance: In Article 9.2.C.3.b.4, of the National Agreement states: ·Centralized delivery, for the purpose of establishing a rural time allowance, is defined as any mail receiving unit where the carrier has access to more than on~ individual customer's receptacle by opening only one door, such as Cluster Box Units, Apartment Receptacles, Delivery Centers. Postal Centers, Mailrooms, etc." The Rural Carrier Duties and Responsibilities, Handbook Po-603 in section 535.223, b. Centralized Boxes. provides: "Show the number of centralized mailboxes on the route as of the last day of the count. Centralized mailboxes are defined as any mailreceiving unit where the carrier has access to more than one customer's receptacle by opening only one door. This includes such items as caus, apartment receptacles, delivery centers, postal centers, mailrooms, etc. Not included are boxes served through nonpersonnel rural units." The parties agree that in the instant case the rural carrier entered through one door to make multiple deliveries. It is our understanding that the carrier did not distribute mail into a "mail receiving unit" such as a Cluster Box Unit, Apartment Receptacles, Delivery Center, Postal Center, Mailroom, etc. The parties agree that this type of delivery point would not be considered a "mail receiving unit".

475 L:ErfiwT Pl.ov. 'SN WAlHGItlN OC 202eo-4'00 ~.U6PS.COW

45

·2· Therefore, the parties agree for the purpose of applying a rural time allowance, this type of delivery would not be considered as centralized delivery. Based upon the circumstances of the instant case, the parties agree that no further action is necessary. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle this case. Sincerely,

~~~~~~' ith. tokowski tract Administration (NRLCNNPMHU) Labor Relations

Randy on Director 0 Labor Relations National Rural Letter Carriers' Association Date:·

IJJ~ IDJ :Jooy

46

Postal Operations Manual

632.525

including vehicles, trash cans, and snow, that make delivery difficult. Generally, mailboxes are installed at a height of 41 to 45 inches from the road surface to the bottom of the mailbox or point of mail entry. Mailboxes are set back 6 to 8 inches from the front face of the curb or road edge to the mailbox door. Because of varying road and curb conditions and other factors, the Postal Service recommends that customers contact the postmaster or carrier before erecting or replacing their mailboxes and supports. 632.525

Grouping

Boxes should be grouped wherever possible, especially at or near crossroads, service turnouts, or other places where a considerable number of boxes are presently located. 632.526

More Than One Family

If more than one family wishes to share a mail receptacle, the following standards apply: a.

Route and Box Number Addressing. On rural and highway contract routes authorized to use a route and box numbering system (e.g., RR 1 BOX 155), up to five families may share a single mail receptacle and use a common route and box designation. A written notice of agreement, signed by the heads of the families or the individuals who want to join in the use of such box, must be filed with the postmaster at the distributing office.

b.

Conversion to Street Name and Number Addressing. When street name and numbering systems are adopted, those addresses reflect distinct customer locations and sequences. Rural and highway contract route customers who are assigned different primary addresses (e.g., 123 APPLE WAY vs. 136 APPLE WAY) should erect individual mail receptacles in locations recommended by their postmasters and begin using their new addresses. Customers having different primary addresses but wishing to continue sharing a common receptacle must use the address of the receptacle's owner and the "care of' address format: JOHN DOE C/O ROBERT SMITH 123 APPLE WAY

Customers having a common primary address (e.g., 800 MAIN ST) but different secondary addresses (e.g., APT 101, APT 102, etc.) may continue to share a common receptacle if single-point delivery is authorized for the primary address. Secondary addresses should still be included in all correspondence. 632.527

Locks

The use of locks, locking devices, or inserts on curbside mailboxes on rural and highway contract routes is prohibited. See the list of curbside mailbox manufacturers for approved locking style mailboxes (a current listing of approved manufacturers and models can be obtained from the office listed in section 632.511). The Postal Service does not allow carriers to open locked boxes and does not accept keys for this purpose.

348

POM Issue 9, July 2002 Updated With Postal Bulletin Revisions Through July 19, 2007

47

L-97 MEMORANDUM OF UNDERSTANDING BETWEEN T8E

UNITED STATES POSTAL SERVICE AND THE

NATIONAL RURAL LETTER CARRIERS' ASSOCIATION As soon as practicable at the conclusion of the negotiations, the U.S9 Postal Service will revise

appropriate sections of Handbooks M-37, Rural Delivery Carriers' Duties and Responsibilities, and/or M-38, Management of Rural Delivery Services, to include the

following provisions concerning how and when to process compensation changes related to the addition or deletion of a USPS owned or leased vehicle from a rural route:

Procedures When

A carrier has

si~ty

T~e

EmEloyer Provides Vehicles

(60) calendar days to reject or accept a

USPS provided vehicle from the date notified by Management.

If the carrier accepts the vehicle, the USPS must provide the vehicle within sixty (60) days of receiving the

carrier's decision.

Section 1.

A.

Carrier Acce,Ets USPS Vehicle

Once a carrier accepts a vehicle, the vehicle will remain on the route unless removed by mutual consent of the carrier and the USPS*

48

L-97 8.

c~fe~y

Managem@nt will provide all relat&d vehicle

equipment • ....

c. CARRIERS NO LONGER ALLOWED TO CHANGE FLAT TIRES, SEE L-99

The carrier may elect to perform flat tire

replacement~

The carrier will receive twelve dollars ($12) per occurre~ce for jacking up the vehicle, removlng the tire, and installing the spare tire4

flat

The USPS will bear

the eost of having the flat tire repaired or

r.pl~cQd

and equip the vehicle with a jack, spare tire, lug wrench, and wheel blocks sufficient to safely perform the required task.

1,

Carriers may reelect this option annually in conjunction with the anniversary date. c~rriers

When

change from not performing this function to

performing this function, necessary equipment will be provided as soon as practicable.

2.

If a flat tire occurs during a period of adverse

weather (severe enough to prevent the carrier from performing this function safely), the carrier should contact Management and road service or a replacement

vehicle will be provided.

If a carrier is unable to

perform the tire change function due to a temporary physical impairment, road service or a replacement vehicle will be provided.

In either case, the time

49

L-97 incurred by the carrier as a result of the flat tire w\ll be compensated in the same manner as for

any

other vehicle failure in lieu of the twelve dollar ($12) fee (see Section 2 below).

D*

Rout9S assign9d

USPS

vehicles will bQ

eompe~sated

u~ing

the following standard allowances:

1~

Twenty-four (24) minutes per week for completing

PS Form 4570 (Vehicle Time Record) daily, the vehicle check (as outlined on Notice 76), and PS Form 4565 (Vehicle Repair

2~

Tag)~

as appropriatew

A 4wS-minute allowance for each fueling of the vehicl~.

The

tim~

to be edded to the weekly

evaluation is determined by multiplying the daily route miles (ORM) times six (6) days divided by one hundred CIaO) miles per fueling times the

4~5-minute

fueling allowance_

3.

If the fueling location is not on the route line of tr~vel,

the deviation is

d~termined

by measuring the

distance in miles and hundredths to and from the

fueling station and the official line of

travel~

The average daily deviation mileage is added to the

daily route miles utilizing PS Form 4003.

The

50

L-97 mileage addition on the PS Form 4003 is determined b~

multiplying the mileage deviation times daily

route miles

time~

t~eling divided

six divided by 100 miles per

by six (6) days equals daily average

(1@viationu

4.

In no instance will a route using a USPS provided vehicle receive less than thirty (3D) minutes allowance per week for the activities described in

D.l, D.2, and D93 above.

E.

The carrier may be requested, but not required, to provida a replacsrnQnt vehiela during USPS

vehicle is not available.

period~

whan th&

The carrier vill receive

the equivalent of one (1) full day of the route's regular Equipment Maintenance Allowance (EMA) for each

day, or portion thereof, that a vehicle is provideo*

rw

A carrier

~ill

not be required to operate a USPS vehicle

until the carrier

h~5

been

~rdined

and

pdssed

hdS

standard Employer driver test for the vehicle

th~

provided~

This requirement is waived fer carriers who have a valid OF-346 for the vehicle type being provided.

Any

required training \IIi11 be- on t.he clock and the carrier will be compensated in the

for vehicle failure.

s~me

manner as tnat provided

The carrier

11

given every

51

L-97 possible opportunity to qualify to operate the vehicle being provided including at least two (2) opportunities

to' train and/or qualify if necessary.

G.

In the event the carrier cannot pass the standard Employer driver

te~t

for the vehiclo

provid~d,

the

carrier will be required to provide a vehicle at the

optional Equipment Maintenance Allowance (O£MA) rate.

~!...ction 2 ~

other Leave For Vehicle Failures/Partial "iJIPPT"

il

9"Wl!

~

V

pm

.Training Days

Carrier~

will accrue other leave uncQr

th~

foll¢wing

circumstances:

A.

When an Employer provided vehicle fails during use by

the carrier on the route or other authorized purpose, the carrier will accrue other leave equivalent to the time the carrier was delayed as a result of the vehicle failure.

B.

When a carrier does not elect to perform flat tire

replacement, the carrier will accrue other leave equivalent to the time the carrier

W~B

delayed as a

result of the flat tire.

52

L-97 c.

When initial vehicle training is given in partial

increments (before or after the carrier has completed their daily route duties), the time incurred as a result

of thIs type of vehicle training will accrue other leave equivalent to the time the carrier was being

(NOTE:

trained~

Full day training is paid under training pay

procedures and no other leave time is accrued).

D.

When a carrier accrues eight {B} hours o£ other leave, the carrier will be granted one (l) day's relief to be taken within the next eight (8) weeks.

E.

If a carrier should change vehicle status (e.o., mutual

agreement to remove the USPS vehicle from the route t bid on another route without a USPS vehicle, etc.) or if a carrier should cease to be a rural carrier

(e~g.,

retirement, promotion, etc.) and the accumulated other leave balance from the vehicle failures/training is less than eight (8) hours, the carrier will be given one (1) full

F.

dayi~

relief

chargeabl~

to other

leavQ~

In the event of the carrier's death, any accumulated other leave balance resulting from vehicle failures will be included in the carrier's death benefits.

53

L-97

Carrier Rejects USPS Vehicle

Section 3w

!f the carrier rejects the USPS

vehicle, the carrier will

continue to supply their own vehicle and receive

OEMA~

OtMA

is the equivalent of the cost per mile that the USPS would incur if it provided a vehicle for the OEMA rate i$

th~

provided by the by

~var~gc co~t

USPS

route~

That is; the

per mile of the vehicles

for use on rural routes as determined

the year-to-date rate from accounting period 13 and will

become effective on the first day of the subsequent guarantee period.

However, the OEMA rate cannot exceed the

regular EMA rate for the routs.

A.

A carrier who @lQcts O£MA instead of a USPS vehicle will

be given the opportunity to retain the OEMA or opt for

an Employer provided vehicle once each year on the anniversary date of the priginal option selection.

8.

On~e55

the carrier notifies the Employer thirty (3D)

days in advance of the anniversary date, the OeMA will be renowed

automati~~lly.

The Employer

will notify the

carrier of all options available sixty (60) to

seventy-five (7S1 days in advance of the anniversary date.

If the Employer fails to not!

thin the specified period, all

the carrier

subse~uen~

t

frames

are extended aceordinglYq

54

L-97 c.

If the carrier notifies the Employer of his/her

to reyoke

the

int~nt

election of OEMA within the specified

time, the fmploye~ will huve sixty (60) ~ays to inform

the carrier whether a vehicle will be provided or the carrier will he returned to regular EMA.

D.

If the Employer notifies the carrier of its intent to provide a vehicle within the specified must be installed on the

~oute

within

time~ si~ty

thQ vehicle {60} days of

the date the Employer notified the carrier of its intent

to supply the vehicle.

Ew

If the Employer decides not to provide a vehicle, fails

to respond to the carrier within the sixty (60} day p~riod,

or

fai]~

to provide the vehicle within the sixty

(60) day period, the carrier is automatically placed on regular EMA ettective the first day of the first

p~y

period after the sixty (60) day Employer response period.

In this event, the Employer waives the right to

exercise the option to provide that carrier with a vehicle for

Section 4.

A.

a period of two (2) years.

Handicap2ed and Disabled

Carr~~~

A rural carrier employee who has been safely performing

rural carrier duties, despite a physical who would be prevented

icap, and

;trom safely operating an Employer

provided vehicle, will not be require to accept a

55

L-97

vehicle or OEMA unless the Employer offers to modify its

vehic1e to accommodate the handicapped employee,

B.

A rural 'carrier craft employee who, in t.he performance

of official duties. receives a disability caused by the operation of an Employer owned or leased vehicle that prov~~

to be unsuitdble for the road conditions on the

route will receive all benefits provided employees under

applicable QWCP provisions.

In these cases, the

to modify the vehicle or

Employer reserves the right

provide a vehicle of a different type in order to co~rect

the

problem~

If the Employer does not wish to

exercise this right, the vehicle may be removed from the route and thQ route

retu~ned

section is nat intended to

eo

~e9ular

EMA.

This

cover injuries or

disabilities trom vehicle accidents, driver misuse, or other nonv@hlcle suitability issues since these

items

are specifically adoressed in other USPS policies, procedures, and regulations.

Nothing in this section is

to be construed to preclude the USPS from withdrawing service in aroas where road eonditions deteriorate to

unacceptable levels.

ltsch stmaster General ons Department Service

Da

121$

N~

Fi

Presic;nt Natior 1 Rural Letter Carr.ers t Association

~-'f-i& 56

Recipient Services: Customer Mail Receptacles 508.3.2

3.2

Curbside Mailboxes 3.2.1

Manufacturer Specifications

Manufacturers of all mailboxes designed and made to be erected at the edge of a roadway or curbside of a street and to be served by a carrier from a vehicle on any city route, rural route, or highway contract route must obtain approval of their products under USPS Standard 7, Mailboxes, City and Rural Curbside. To receive these construction standards and drawings or other information about the manufacture of curbside mailboxes, write to USPS Engineering (see bUE3,8J) for address).

3.2.2 Custom-Built Mailbox The local postmaster may approve a curbside mailbox constructed by a customer who, for aesthetic or other reasons, does not want to use an approved manufactured box. The custom-built box must generally meet the same standards as approved manufactured boxes for flag, size, strength, and quality of construction.

3.2.3 Locked Box A mailbox with a lock must have a slot that is large enough to accommodate the customer's normal daily mail volume. The USPS neither opens a locked box nor accepts a key for this purpose.

3.2.4 Mailbox Post The post or other support for a curbside mailbox must be neat and of adequate strength and size. The post may not represent effigies or caricatures that tend to disparage or ridicule any person. The box may be attached to a fixed or movable arm.

3.2.5 Advertising Any advertising on a mailbox or its support is prohibited.

3.2.6 Location Subject to state laws and regulations, a curbside mailbox must be placed to allow safe and convenient delivery by carriers without leaving their vehicles. The box must be on the right-hand side of the road in the direction of travel of the carriers on any new rural route or highway contract route, in all cases where traffic conditions are dangerous for the carriers to drive to the left to reach the box, or where their doing so would violate traffic laws and regulations.

3.2.7 Address Identification Every curbside mailbox must bear the following address information:

904

a.

A box number, if used, inscribed in contrasting color in neat letters and numerals at least 1 inch high on the side of the box visible to the carrier's regular approach, or on the door if boxes are grouped.

b.

A house number if street names and house numbers have been assigned by local authorities, and the postmaster authorizes their use as a postal address. If the box is on a different street from the customer's residence, the street name and house number must be inscribed on the box.

Domestic Mail Manual • Updated 1-3-08

57

M-52 :tTU~1-

..iC1~'" .:: _ lol

;

'"

IU.MUL

~

.........•

•

,,

UNITED STATES POSTAL SERViCE 475 L'Enlant Plaza SW

L f.l J

NRLCA

Washington, DC 20260

Hay 13.

19B3

Mr. Dallas N. Fields Director, Labor Relations National Rural Letter Carriers' Association

1750 Pennsylvania Avenue, N.W. Suite 1204 Washinston, D.C.

20006-3399

Re:

Class Action Linden, MI 4a451 H1R-4B-C 11305

Dear Mr. Fields: On January 13, 1983, we met to discuss the above-captioned grievance at the fourth step of our contractual grievance ~rocedure.

The matters presented as ~ell as the applicable contractual provisions have been reviewed and given careful consideration. The question in this grievance is whether or not management violated the 1981 National A9reement when non-preferential mail addre~seQ to a 5treet or route, but known to be waste, :was discarded rather than distributed to the rural carriers during the 1982 mail count. According to the file, distributors in this local office have normally discarded non-preferential mail of no obvious value when it was recognized as being undelive~able rather than distribute It to the rural carrier. Tn~s was not specifically done with the intention of depriving the rural carriers of mail count-volume during the two-week counting period. However, we mutually-agreed that the discarding of mail in this ~anner is inconsistent with postal procedure and should be discontinued. If discontinuance of this activity will result in an increase of the workload of the rural carriers in this office, th~ carriers will be entitled to a recount, if they desire. We mutually agreed that if the carriers desire a recount under these circumstances, it shall be accomplished under the

58

M-52

Mr. Dallas N. Fields

2

special count provisions of Article 30, Section l.C.12.a.3., of the National Agreement. The special count must be co~pleted within 90 oays of receipt of this decision. Retroactive compensation, if appropriate, shall be from the 1982 mail count. Sincerely,

,:f~~~. ~'-

~bert L. Eugene

Labor Relations

4

partment

59

P-93

rs"On.,.. 11 ..........

=

.- . : _...If' •

i

~

:l

......

::

•••••••

UNITED STATES POSTAL-SERVICE .75 L'Enfanl

"au. SW

WatlingUln, l)C aoztCI

October 24, 1983

Mr. Dallas N. rields Director, Labor Relations National Rural Letter Carriers' Association 1750 Pennsylvania Avenue, N.W. Suite 1204 Washington, D.C. 20006-3399 Re:

J.

kasley

S~erville,

SC

29483

BIR-3P-C 19988

Dear Mr. Fields: On August 30, 1983, we met to discuss the above-captioned grievance at tbe fourth step of our contractual grievance procedure.

The qrievance concerns the contention by the union that all ;presort mail should be cut and sorted'before being given to the rural carrier on route 4. Based on information presented and contained in the irievance file, the grlev4nc~ is ~en1ec. Tne mall in ques~1on 15 being handled presently the same way it was handled during the September 1982 mail count. Postmasters may take steps to ~educe preso~c errors by working the mail througb the distribution case before sending to the rural carrierJand presort mail that contains minimal errors may be sent directly to the rural carrier. ~ime

liMits extended by mutual consent.

Sincerel;;

?-A .--Robert L. EUge Rela . ns

LabOl:'

60

H·70.70 .'

Mr. Leo J. Root . ..Dirlctor of " ' r Relations . NIItloMl RanllIttIr CiIITI....

.Auociliion

1830 Duke StnMtt. 4th Float .

AIaInctia. VA ·2231~ Ra: H85R-iH-C 96076679 . Claa ActIon L8tg0, FL 34640-9998

De. Mr. RoOt: On several occaslonsw the most recent being Jan.aary 29; 1997, we met to discuss the above-captioMd CJi'Vanc8 at the fourth step of our COl drac:tual grievance procedure. . . . The.issue In this gr:Ievance Is whether management can requlre.nnI carrI. . to withdraw mall from more thin one ~ cas" ~ additional comp8nsation.

During cur discussion. we mutually asPect that the following will conStitute full and complete settlement of this grievance: .

. The parties agree that. th••~ case(sr may be used as. 8nd ConsIdered a distribution case In aecord8nce with Part 212.11 of Handbooic POo603. RlnI Carrt. DutJ_1II1CI ReIpNIbI1lt1ea. :RUraI Cn... with wIthdrawaI·tlme may be requhd to withdraw mall3-tlmes each morning fram all the dlltributlon caIU. . Haww.., a ftnaI withdrawal (181*81 from th8 3 previous withdrawaJa) of PI eterentI8I IetterIInCI flats anIY Involves one designated letter and flat Case just blforeleavlng far the route. pursuant to Part 212.14 of the PQ.603. . Thnfore, If th.1oca1 otrIce Is· requiring the nnJ c8rr1.... to withdraw maD froo\ more thIin on. hot case on the tin.. withdrawal, just befol'8.leavtng for the route, it shall either case.or detennlne additional appropriate compensation. .

61

H-70.70 Mr. Leo Root . re: H95R-4H-C 96076679 . Page2

Pi. . . . wAdretLrn the ~ copy db. 1etler. yru ~

of·~It to iettle.1hIs .

case. .' .

.

Sincerely,

..

."

62

W-11 lAsOR RB.ATIONS

d

UNITEDSTi1TES POSTI1L SERVICE

Mr. Randy Anderson Director of Labor Relations National Rural Letter Carriers' Association 1630 Duke Street, 4th Floor Alexandria, VA 22314-3465 Re:

EOOR-4E-C 02146601 Donavan Mozena Spencer, IA 51301

Dear Randy: On several occasions, the most recent being May 7,2004, we met to discuss the abovecaptioned grievance at the fourth step of our contractual grievance procedure. The issue in this grievance concems how withdrawal credit is recorded when a rural route's official route description includes service at an intermediate post office(s). During our discussion, we mutually agreed that the following will constitute full and complete settlement of this grievance: If the "head-out" office and/or the intermediate office(s) requires the carrier to withdraw mail, the Rural Deiivery Statistic Report, PS Form 4241, and/or other rural route evaluation forms, would reflect ·yes" for withdrawal credit for the route. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle this case. Sincerely,

Judith Stokowski Contract Administration (NRLCAlNPMHU) Labor Relations

~~ RandY~n Director 0 Labor Relations National Rural Letter Carriers' Association Date:

ffley 2 ZOo y'

475 L:ENFANT PlAZA SW WASHINGTON DC 20260·4100

63

M-44 J!"nsPO~

'"o~ ..,..

......... -.

RECEIVED JiJ" l.L ~ HZ

UNITED STATES POSTAL SERVICE

NRLCA

= ~ lLS-t

i ~

475 L'enfant Plaza, SW Washington, CC 20260

June 21, 1982

Mr. Wilbur S. Wood

President

National Rural Letter Carriers' Association Suite 1204 1750 Pennsylvania Avenue, N.W.

Washington, D.C.

.20006

Dear Mr. Wood:

Enclosed is our position paper on four specific questions whieh WQ an~ieipate to arise during the 1982 mail count. It is proviaed for your information in an effort to eliminate in advance any possible misunderstanding. Should yeu have any questions, please contact Boward R. Carter of our staff. Sincerely,

~'llm~ Di.rector

Office of Grievance and Arbitration

Labor Relations Department

Enclosure

64

M-44

A.

~eference

M-37, 525.12 Col. Q Loaaing Time

Question

Are carriers entitled to loading time for placing bundles of mail' into a h~"per or gurney?

Answer

"The

tL~e

required to place mail in gurneys or hampers

will be included in loadins t~e.n This excerpt from M-37, 525.12 Col Q was intended to address situations ~~at required the carrier to load mail from the floor or other location into·a h~per or qurney for transport to the vehicle. A co:umon example of this'

is boxho1der mail which is not ordinarily cased. Loading time would include

~~e

time neeced to 'place boxholder bundles into

a hamper or gurney. It would also be applicable if, because of space restrictions, ~,e carrier is required to strap-out mail; placQ i~ on ~c fl~or or easa lodsa, and ~on ~~cpo=~ i~ ~o a gurney or hamper a~ the end of ~e carrier-case aisle. ~t was not in~enced to ~e a~?lied to situations ~he=e the car=ier straos out mail and places it directly into a gurney or hamper in lieuof placing on ~~e floor.

B.

References M37, 525.12 Col. 0 (Sequencing parcels) M37, 211.2, 211.3, and 524.2 Withdraw of Mail Ouestion

Does obtaining ~e parcei post h~~er entitle a carrier to the withdraw allowance?

Answer Obtaining the parcel h~per is not considered part of witharaw of mail. In the references cited, an 1mportant reference has been overlooked. M-38, Section 344.23 states that gurneys and ha~pers shall be located convenient to ~~e carriers. By conveniently located, it is meant for the h~~per or gurney to be in close proximity to the caJ:rieJ:'s case. If the hamper/gurney is so . 1ocated, and all other mail is prepared as required' in Section 21.1..3 of the M-3?, t:hen t;hc

fac~

'that i:hc c=rier

mug~ WAll

a.

~ew

steps to obtain L~e parcel hamper/gurney would not justify allowinq withdr~w time. If the parcel con~ainer is not ~ocated according to section 244_23 of M-38, action shou1d be taken to do 50a Finally, if t.~e physical lay-out of the office or space constraints make it :L"Upossible to comply with the provisions of the M-38, and it: is not possible to have the hampers/gurneys transported to the carrier area by a clerk or mai~handler, ~en consideration should be given to changing the procedures at the office to allow for carrier . withdraw of all' mail. .

--'

65

M-44 c.

References 1-1-37, 211.2, ,211.3 and 524.2 Question ~..nswer

rece~ved

If a carrier is required to take mail from sacks is he eligible for the withdraw credit? section 2l1.2c of the M-37 states in part "If. flats are

in sacks, remove them promptly and stack neatly on

the floor or in ha~pers when provided." Section 21l.3a of the M-J7 states "Mail will be.placed on your case ledge or as described in part 2l1..2b and c when you report." Except for the provi5ion for a final wi~~draw from the "hot case", there is no provision for a partial credit for carrier withdraw of mail. If a carrier is required to perfo~ a portion of the withdraw function, such as dumpinq mail from sacks,- then the carrier is entitled to the withdraw allowance. D.

~eference

M-37, 525.12 Col. R

Question

Are

carriers entitled to time in addition to the di$mount allowance for ~~locking doors, climbing stairs, etc? st~~dard

Answer The dismount allowance was intended to reduce the actual time entries ma~e on the Form 4241. It was designed to be applicable to the majority of dismount situations (i.e., dismount from t~e v~~icle, entering through doors, traversing minL~al quantities of ste~s, etc.). The time required to obtain a key from a keyholder, unlock a door, and replace the key was neve~ considered in determining the allowance. Therefore, if thi~ function is resuired of a rura1 carrier, then that carrier is entitled to credit (i~ Column R) for the time associated with unlocking the door in addition to the standard dismount al1ow~~ce. Finally, because the allowance ~as designed to eover the normal situation, it is probab~e that time adjust=ents mi~ht be necessary (using Collliun R) in certain other atypical situations. ~or ex~~ple, if the carrier is required to use an elevator, or to traverse an inordinate amount of steps, etc., an additiona1 time allo~ance

may be warranted. e-

.

In anticipation o~question that the above explanation may raise, there is no specific guideline as to where a minimaJ. amount of steps becomes an inordinate numbe= of steps. For example, it can't be said the ten (10) is minimal ~~d eleven (11) is inordinate. That determination must be. made by the manager on ~e loeation, and like all management actions, it is challengable by the carrier through the grievance procedure. Managers should remember that the dismount allowance is computed at an average of four miles per hour for the distance traveled. While the intention of the allowance was to minimize the need for Column R entries, where u~usual conditions exist, managers must consider the impact of those conditions on the time needed to perform the dismount function.

66

POSTAL IULLmN 'f

21631, 8-6-87, Pag. 11

All Offirrs ll'ilh R"ral Dtlivtry

M-38 REVISION-MAIL WITHDRAWAL ON RURAL ROUTES The following change in the mail withdrawal policy should allow rural delivery managers to review the current withdrawal procedure used in their office and determine whether a change in this procedure would be beneficial. Where a change is proposed, the regular rural carriers in an office by majority vote may elect to withdraw mail if they also agree to conduct the daily unit volume recording. The recording of volume means entering the daily linear footage of letter and Oat mail received in a single entry in the comment section of Form 4240, Daily Trip Report. In addition. they should record the number of boxholder sets received. In all instances. the procedure used should be the same throughout the office. The withdrawal time allowance will be added to or deducted from the evaluation of any route that has the withdrawal function added or subtracted in the same manner that the Postal Service adds or subtracts time to a route when it authorizes or removes from a route evaluation parcel lockers, USPS ownedlleased vehicles, etc. Part 351 of Handbook M-38, Managnnent ofRural Dtlivery Strviets, is revised to read as follows: I

1.'

350 Carri.r Work Methods-Office 351 Obtoinlng Mall

Carriers will withdraw mail from distribution cases when the mail has not been placed on their case ledge by a clerk or mailhandler in accordance with Part 352.1. However, all carriers. including those exempt from general mail withdrawal reo quirements. must make a final withdrawal ofleners and preferential Oats from the designated distribution case before leaving for the route. 351.2 Changes in withdrawal procedures for rural routes will be made in accordance with the following: a. Managers may change the methods, means, and/or personnel by which such operations are

351.1

conducted in an offices with rural delivery. When management determines it would be operationally advantageous to change the withdrawal procedures currently used in a unit, the local NRLCA steward (or state steward if a local steward is not available) must be advised of the proposed change. If management proposes a change in withdrawal and the majority of regular carriers in the unit wish to perform the withdrawal function, all carriers in the unit will withdraw all mail, provided they agree to assume the responsibilities associated with daily unit volume recording. If the majority of carriers elect not to perform the withdrawal function, mail will be provided to them in accordance with Part 352.1. In these cases, management will perform the daily unit volume recording function. Not.: The withdrawal allowance will be credited to any route where a carrier is required to perform anv withdrawal function other than a final withdrawal from a designated final distribution case before leaving to serve the route. h. Improvements in efficiency at the individual office and assurance that withdrawal of mail, if by an employee other than the rural carrier, will not normally require the carrier to wait for mail. must be supplied in writing to the Management Sectional Center. Additionally. when it is proposed to remove the withdrawal function from rural c;~rriers in a unit. an analysis of rural and clerical time required to perform mail withdrawal must be accomplished. c. Assessment will be on an office-by-office basis at management discretion. d. Normally, there should be no significant schedule changes resulting from a change in the method of withdrawing mail. A future revision of Handbook M-38. Managtmtnt of Rural Delivery StTVices, will include this revision.-Dtlivery StTVit:tS Dept.• 8-6-87.

PREVENT THEFT

KEEP CASH OUT OF 'n

PUB'llC VIEW'

67

(Continued from page 477) Deliver on first delivery trip all mail received at the central distribution facility prior to established city delivery cut­ off time." Section 612.12-0ther Second and Third-Class. Deliv­ er not later than second delivery day after day of receipt (daily receipt to begin at 1'2:00 midnight unless Regional Postmaster General approves different time). Deliver mail received on Saturday, no longer than Tuesday. Deliver cir­ culars received on a day preceding a holiday no later than the second delivery date following the holiday. Section 612.13-Third arid Fourth-Class Parcels. Where possible, schedule delivery of parcels on a delivery trip which will permit achievement of publ ished service standards for these classes of mail. Withdrawal of Mail The withdrawal procedure established for the count period should be the same as that which will normally be followed the remainder of the year. The most frequent dispute on withdrawal of mail re­ sults from a misunderstanding on dumping of sacks. If withdrawal of mail is by employees other than rural carriers, mail must be placed on your carrier ledge or, as described in 211.2 of the M-37 Handbook. If you withdraw your mail as outlined in 211 .2, you should "place letter mail on your case ledge, either in trays or stacked loose, no more than one row high. The mail must be faced right with stamps down whether you place it loose on the case ledge or work it directly from a tray." If you withdraw your own mail, you should "place flat mail on, under, or near your case in neatly stacked piles. If flats are received in sacks, remove them promptly and stack neatly on the floor- or in hampers when provided . Examine sacks after dumping to insure that they are empty. Remove sack labels and deposit empty sacks in the designated place ."

clerk hours for the expressed purpose of clearing out mail volume prior to the count and clerk hours should not be curtailed on the day the count should end. The mail count, this year, will begin on Saturday, September 17, and end on Friday, September 30. Excessive effort should not be exerted prior to the beginning nor should mail be curtailed on the final day of mail count. The worksheet for counting should be used in the same manner it has been used in previous mail counts. All mail should be recorded on the Daily Count Form (PS Form 4239) and a copy of that Daily Count Form should be provided the carrier before the mail is strapped out. If any dispute over numbers contained on the Daily Count Form are encountered, that dispute should be resolved prior to the delivery of that day's mail. For those offices under the CMU-CFS forwarding pro­ cedures, rememb er, the separation labeled "Moved, Left No Address," has been removed and a new separation labeled "CGA (Change of Address) and Entry Mail" should be placed on your case . Preferably, this separation should be located in front of the A-Z separations. In a recent meeting with Postal Headquarters' Officials, they assured Us if mail count seminars are held for Postal Managers, either at the MSC or District level, representa­ tives from the NRLCA would be invited to participate in those seminars just as we did last year. Complete mail count instructions were contained in The National Rural Letter Carrier issue dated August 14, 1982. Except for those items highlighted in this article, the special count in September should be held under the same guidelines as those outlined in that issue of The National Rural Letter Carrier magazine.

It is on those two issues that most of the disagreements occur if someone other than the rural carrier withdraws mail. Section 211.3 states, "If withdrawal of mail is by employees other than rural carriers: a. Mail will be placed on your case ledge or as de­ scribed in Part 211.2.b and c. when you report."

That simply means if someone other than you with­ draws your mail, they must dump mall from sacks ami stack them in neat stacks on or near your carrier case. If you are required to dump sacks, you are entitled to withdrawal of mail allowance. This does not include cut­ ting of straps or plastic wrappers from bundles of mail. That is a carrier's responsibility. Even Flow of Mail Mail should be distributed to insure a normal flow on the day preceding the count period and the last day of the count period. The manager should not work extra 478

for August 13, 1983

68

M-54 LABOR RELATIONS ~

UNITEDSTIJ.TES

a;a POSTIJ.L SERVICE

Mr. Gus Baffa President National Rural Letter Carriers' Association th 1630 Duke Street. 4 Floor Alexandria, VA 23314-3465

Re:

E95R-4G-C 99088097 Class Action Humble, TX 77338-9998

Dear Mr. Baffa: The parties recently met in pre-arbitration discussion regarding the above referenced case. The issue in th is grievance is whether rural carriers are entitled to additional time credit, above the standard withdrawal allowance, for retrieval of parcel hampers. During our discussion, we mutually agreed settlement of this grievance:

that the following will constitute full and complete

All rural carriers are required to retrieve their parcel hamper without additional time credit, whether or not the rural carrier receives withdrawal credit, provided the parcel hamper is in close proximity to the rural carrier's case. The parties define close proximity as 50 feet (round trip). During the mail count, if the parcel hamper is not within 50 feet (round trip), the route will be . provided additional credit under Column R for only the distance beyond the 50 feet. Measurement will be from the closest edge (Wing) on the front side of the carrier's case to the closest edge of the parcel hamper. The distance beyond 50 feet will be credited at .00284 minutes per foot. The credit will not exceed more than one round trip per day. The parties agree that this settlement will be applied to all mail counts SUbsequent to the 2003 national rural mail count and will be considered the settlement in any other grievance concerning this issue. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle the above captioned case and remove it from the pending national arbitration tisting. Sincerely,

Ii~ l!uJLk-.u :A.ndrea B. Wilson, Manager Contract Administration (NRLCAlNPMHU) Date:

~/~1/,'1

..:J I /9! f/.o

Gus Baffa, Pres; National Rural ett Association Date:

3- /1.. ·~3

475 L'5""""T '1.Al.< SW DC 2C260·410J

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lir. st.v.n R. s.~"th Dir.ctor,'Lahor a.lations Rational Rural, L.tt.r' Carrier.' Ailociation Suite '100 1448 ,DUke Str•• t Al.xandria; VA 22314~3499

a.:

84a-4'-C 26~67 Cla•• Action Columbia, 'xc ' 6520i

D.ar IIr. Sad th: On F.bruarY,l, 1991, you m.tvitb Andrea Wilson in. pr.arbitration discussion of the abov.-r.f.r.Dc.d c,s•• ., Th. issue in th~s g~i.vanc.' is wheth.r chang.. in offic. procedur•• that will affect the rout. can h. . .d. during the .ail count. ' During the disc~ision, it vas 'mutually agre.d ,the folloWing wouldrepr.sent' full and compl.te ••ttl•••nt of this cas.:

,Any chang.. in office procedur•• as th.ypertain mail count shouldb. discussed at the p~e-count conf.r.nce which is to be held at 1••• t'15 days b.fore the start of the ..il count.

~o

,S

Pl.as. sign and r.turn the .nclos.d copy of this l.tt~r your ack~ovl.dgm.~t of agr••••D~ to ••ttl.ca•• no. B4.~4p-c 26467 and r••ove it fro. the p.nding na~ional arbltra~lon listing. Sinc.rely"

~~®~.,~v-

~~

/: /Gr..df

Stev~th

. Director, Labor,a.lations , National aural Letter '. Carri.rs' Association ,DATI

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JIhId.t ilie.a ArDola Grlevanc. , Arbitration DiYldon

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Natto••l Aur.l L.tt.r Carriers· AI.ocl.~loll

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'INiTiO S,~TES POST,,:.. S~F;VIC5 AOOM 90''£ 475 L'ENFANT Pl..AZA SW

WAS/1INQTON OC 2ll.."60·,&'00 TEL (2021 288-3818 FAX 12021 288·3074

OFFICE OF THE ASSIS':ANT POSTM.\STE.q GE!II~AL l.A80A RElATIONS OErtARTMENT

Mr. Steven R. Smith

Director, Labor Relations National Rural Letter Carriers' Association 4th Floor 1630 Duke Street Alexandria, VA 22314-3465 Re: H7R-4B-C 29248 C Brubaker aochester HI 48307

Dear Mr. Smith: On october 9, 1991, we Met to discuss the above-captioned grievance at the fourth step of our contractual grievance procedure. The issue in this grievanee is whether manageMent violated the National Agreement, specifically the rural mail count instructions when the grievant was not compensatea actual time for separation of collection mail during mail count.

Durinq our discussion, we mutually agreed that the following constitutes full and COMplete settlement of this grievanee. Part 421.2 of the Rural Carrier

~utie$

and Responsibilities

Handbook PO-603 requires that rural carriers are to ~face and deposit mail in the location desi9nated by your postmaster or supervisor". Compensation is provided for faeing and depositing mail. Management shall not require rural carriers to deposit mail into more than twa designated locations. Please siqn and return tbe enclosed copy of this decision as your acknowledgment of aqreement to settle this case. Time limits were extended by mutual consent. Sincerely,

.

~"E-LJL; UUk"71-J Andrea Wilson Grievance and Arbitration Division

~~~

Steven R. Smith Director, Labor Relations National Rural tetter Carriers' Association Da te

OCT 2 91991

72

C-15

LABOR RELATIONS ~

UNITEDSTIJTES

IJii POSTJ1L SERVICE

Donnie Pitts, President National Rural Letter Carriers' Association 1630 Duke Street Alexandria VA 22314-3467 t

Re: QOOR-4Q-C 08030088 Article 34 Washington. DC 20260-4101 Dear Donnie: In accordance with Article 34.6 of the USPS/NRLCA National Agreement, the parties recently met regarding the above referenced national grievance. The dispute concerns the proposed standard allowance for the duties associated with the carrier pickup program and prepaid ordinary and insured parcels accepted as determined by an Article 34 Postal Service study. During our discussion, we mutually agreed that the following will constitute full and complete settlement of this grievance: The duties associated with carrier pickup requests will be credited dUring a rural mail count applying the following standard: A route will be credited 90 seconds for each carrier pickup request completed during the mail count and 9 seconds for each carrier pickup item received (Express Mail. Priority Mail or International Mail). This includes all the duties in the office and on the street associated with the carrier pickup request. Prepaid ordinary and insured parcels accepted or letters and flats collected in conjunction with the carrier pickup items will not be included in the new standard. At this time. letters and flats collected and ordinary and insured parcels accepted continue to receive the appropriate credit as outlined in Sections 535.12.n and 535.12.0 of Handbook P0-603. Rural Carner Duties and Responsibilities. The parties agree that this settlement will be applied to rural routes involved in carrier pickup beginning with the 2008 national rural mail count. Rural carriers will continue to be compensated for duties associated with carrier pickup requests pursuant to the April 8. 2004 Memorandum of Understanding concerning the Carrier Pickup Program and the April 15. 2004 Compensation Instructions through April 25, 2008.

475 L'ENFANT PlAZA SW WASH'4'lGT~

DC 20260.. 4100

WoMV.USPS.COM

73

-2-

C-15

Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle the above captioned case and remove it from the pending national grievance listing.

Sincerely.

illiam Daignea Manager Contract Administration (NRLCA) Date:

I z.

.

~,..

pr~sid/~

Donnie Pitts, National Rural Letter Carriers' Association

() ']

74

. . UN"EDST~TES

~ POST~LSERVICE

Mr. Randy Anderson Director of Labor Relations National Rural Letter Carriers' Association 1630 Duke Street, 4th Floor ~exandna. VA 22314-3465 Re: B95R-4B-C 02237945 Oass Action North Reading, MA 01889 Dear Randy: On several occasions, the most recent being June 22, 2004, we met to discuss the. above-captioned grievance at the fourth step of our contractual grievance procedure. This grievance concerns the 2002 Middlesex Central District's EXFC Service Improvement Guide SOP for Missequenced. Mis~orted and Missent in which rural carriers onDPS would deposit this.mail into a separate "MMM" case. Specifically, the issue in this grievance is whether management violated the National Agreement by not compensating carriers for segregating the "MMM" mail and placing/depositing the mail at the designated "MMM" case~ During our discussion, we mutually agreed that the following will constitute full and complete settlement of this grievance: When rural carriers are required to segregate Missequenced, Missorted and Missent. found in their DPS mail and deposit this mail into a separate case other than the traditional throwback case, credit during the mail count should be allowed as one markup for each required bundle. The parties agree that if an additional tiip is· required to a·designated "MMM" case location, the additional trip, including the placing/depositing of mail or bundles· of mail on or into the provided equipment,ls compensable. During the mail count the actual time required to place the ·MMM" mail in the .designated location is credited in column "R". However, no time will be allowed for the separating/casing of individual mail pieces on or into the provided equipment at the designated location. This function should be performed at the carrier's case. Accordingly, we agree to remand this case to the parties at Step 2 for possible settlement or further processing and arbitration, if necessary. The parties will also apply this settlement to grievances held in abeyance pending the outcome of this grievance. If resolution is not reached, the grievance(s) will be processed in accordance With Article 15 of the National Agreement.

475 L'E!AHT Pv.zA SoN w~

DC 20260-4100

_.USI"S.cx:N

75

Please sign and return the endosed copy of this letter as your acknowledgment of agreement to settle this case. Sincerely,

,. iJdith Stokowski Contract Administration (NRLCAfNPMHU) Labor Relations U. S. Postal Service Date: {; -

Randy Diredor 0 . abOr Relations National Rural Letter Carriers' Association

:< l./- 0 V

76

DOMESTIC MAIL MANUAL 601 5.0 Handling, C.pntent, and Extra Service Markings 5.1 Handling, Content, and Extra Service Certain markings may be used to identify handling, content, and extra service. Unauthorized markings not designating price, class, address, handling, content, or extra service are not permitted. Extraneous information, which can be confused with ZIP Codes, may not be placed next to or directly under the last line of the delivery address. Any obsolete marking on a container to be reused for mailing must be obliterated. The following markings must be placed in an area below the postage and above the addressee's name in the delivery address and to the right of the return address: a. Handling markings such as "Fragile" must be applied only to packages containing delicate items such as glass and electrical appliances. b. Content markings such as "Perishable" must be applied to any package containing items or substances that can degrade or decompose rapidly such as meat, produce, plants, or certain chemical and hazardous materials samples. Restricted and hazardous articles must be marked and labeled under applicable standards. A container improperly identified by content is not acceptable for mailing (e.g., a box marked "Art Supplies" that contains flammable liquid or a box marked "Bleach" that contains clothing). c. Extra service markings such as "Return Receipt Requested" must use the wording or label required by the applicable extra service standards.

5.2 Method The mailer must mark the package using material that is not readily water soluble or easily smeared or rubbed off. The marking must be readable at a distance of 30 inches. Marking methods or surfaces must permit application and retention of adhesive stamps, postage meter impressions, and postal endorsements made with hand stamp, ballpoint pen, or Number 2 pencil. Any address label or envelope must be firmly affixed to the mailing container, with no more than an 1/8-inch separation between the ends of the label or envelope and the container.

77

DMM Revision: Clarification of Shape-based Standards The Postal Service ™ is clarifying standards for determining flexibility and uniform thickness of flat-size mailpieces and deleting standards for using the marking "Do Not Bend." We are revising the Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) 101, 301, and 601 accordingly. We recognize that some flat-size mailpieces have contents that are stiff but not completely rigid. Some employees may be reluctant to administer the flexibility test on these pieces. As stated in the Federal Register notice of· March 30, 2007, customers may administer the flexibility test on their own mailpieces with an employee observing. When the customer demonstrates that a flat-size piece is flexible according to standards, the employee does not need to perform the test. We are adding this clarification to DMM 101 and 301. The requirement that nonpaper contents in flat-size mailpieces not shift more than 2 inches is within the context of the overall standard concerning uniform thickness. In DMM 101 and 301, we are adding the phrase "if shifting would cause the piece to be nonuniform in thickness," to clarify that intent. We are adding a reminder to the same section that some objects placed in ordinary paper envelopes may need to be fixed in place or wrapped within the other contents of the mailpiece to prevent them from bursting out of the envelope. We are also clarifying when to exclude the external edges of a flat-size mailpiece when determining uniform thickness. There has been a longstanding mailing standard that rTlailers marking their mailpieces with "Do Not Bend" must add a stiffener within the mail piece. That requirement was included to provide a sensory reminder in case our employees did not see the marking. However, we do not guarantee that these pieces will not be bent during processing or bent or folded when delivered. Therefore, we are removing references to this marking. We recommend that mailers prepare these items (that could be damaged by bending or folding) in boxes or similar protective containers mailed at the applicable parcel rates, instead of adding handling endorsements on the outside of the mailpiece. These revised standards are effective immediately.

Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM)

*

*

*

100

Retail Mail

101

Physical Standards

* 2.0

*

*

*

*

*

*

Physical Standards for Flats

*

*

*

*

*

2.3

Minimum Flexibility Criteria for Flat-Size Pieces

[Revise 2.3 to clarify that customers may pet10rm this test when an employee is present, as follows:] Flat-size pieces must be flexible. Boxes - with or without hinges, gaps, or breaks that allow the piece to bend - are not flats. Tight envelopes or wrappers that are filled with one or more boxes are not flats. At the customer's option, a customer may perform the following test on their own mailpieces. When a postal employee observes a customer demonstrating that a flat-size piece is flexible according to these standards, the employee does not need to perform the test. Test flats as follows:

* 2.4

*

*

*

*

Uniform Thickness

[Revise 2.4 to clarify when the outside edges are excluded for determining variation in thickness and when contents must be secured to prevent shifting, as follows:] Flat-size mailpieces must be uniformly thick so that any bumps, protrusions, or other irregularities do not cause more than 1/4-inch variance in thickness. When determining variance in thickness, exclude the outside edges of a mailpiece (1 inch from each edge) when the contents do not extend into those edges. Also, exclude the selvage of any polywrap covering (see 301 .3.3) from this determination. Mailers must secure non paper contents to prevent shifting of more than 2 inches within the mailpiece if shifting would cause the piece to be nonuniform in thickness or would result in the contents bursting out of the mailpiece (see 601.11.18).

*

*

*

*

300

Discount Flats

301

Physical Standards

1.0

Physical Standards for Flats

* 1.3

*

*

*

*

*

Minimum Flexibility for Flat-Size Pieces

[Revise 1.3 to clarify that customers may pet10rm this test when an employee is present, as follows.y Flat-size pieces must be flexible. Boxes - with or without hinges, gaps, or breaks that allow the piece to bend - are not flats. Tight envelopes or wrappers that are filled with one or more boxes are not flats. At the customer's option, a customer may perform the following test on their own mailpieces. When a postal employee observes a customer demonstrating that a flat-size piece is flexible according to these standards, the employee does not need to perform the test. Test flats as follows:

*

*

*

*

*

78

5.0

Handling, Content, and Extra Service Markings

[Revise 1.4 to clarify that the outside edges are excluded· when determining variation in thickness and that contents must be secured to prevent shifting, as follows:]

5.1

Handling, Content, and Extra Service

Flat-size mailpieces must be uniformly thick so that any bumps, protrusions, or other irregularities do not cause more than 1/4-inch variance in thickness. When determining variance in thickness, exclude the outside edges of a mailpiece (1 inch from each edge) when the contents do not extend into those edges. Also, exclude the selvage of any polywrap covering (see 301 .3.3) from this determination. Mailers must secure nonpaper contents to prevent shifting of more than 2 inches within the mailpiece if shifting would cause the piece to be nonuniform in thickness or would result in the contents bursting out of the mailpiece (see 601.11 .18).

[Revise item a to remove the standards for applying markings such as "Do Not Bend", as follows:]

1.4

Uniform Thickness

*

*

*

*

Basic Standards for All Mailing Services

601

Mailability

*

*

*

*

*

*

*

a. Handling markings such as "Fragile" must be applied only to packages containing delicate items such as glass and electrical appliances.

*

*

*

*

*

We will incorporate this revision into the next printed version of the OM M and into the monthly update of the online OMM available via Postal Explorer@ at pevusr:X3vcorn.

*

600

*

*

- Mailing Standards, Pricing and Classification, 8-16-07

*

ELM Revision: Limited Duty and Rehabilitation Assignments Effective August 16, 2007, Employee and Labor Relations Manual (ELM) 546.21, Compliance, and 546.23, Types of Appointments, are revised to incorporate the requirement to comply with the collective bargaining agreement for the craft to which the employee who was injured on duty is being reassigned or reemployed.

Employee and Labor Relations Manual (ELM)

* 5

*

*

*

*

*

*

*

*

*

*

*

*

*

546.23 Types of Appointments [Revise 546.23 to read as follows:] Types of appointments available include the following:

Injury Compensation Program

* 546

*

Employee Benefits

* 540

*

tion under the National Agreement of the craft to which the employee is being reassigned or reemployed. Any such assignment or reemployment must be accomplished through Article 13 of the National Agreement applicable to the craft to which the employee is being reassigned or reemployed.

*

*

Reassignment or Reemployment of Employees Injured on Duty

a. A current full-time career employee may be reassigned to a full-time career position through Article 13 of the National Agreement applicable to the craft to which the employee is being reassigned or reemployed, if his or her job-related medical condition permits.

[Revise 546.21 to read as follows:]

b. A current or former part-time flexible career employee may be reassigned or reemployed to a part-time flexible career position through Article 13 of the National Agreement applicable to the craft to which the employee is being reassigned or reemployed.

Reassignment or reemployment under this section must be in compliance with applicable collective bargaining agreements and applicable law. Individuals so reassigned or reemployed must receive all appropriate rights and protec-

c. A current or former noncareer employee may be reassigned or reemployed to the position held previously or, upon satisfactory demonstration of the ability to meet the job requirements and in accordance

*

*

*

*

546.2

Collective Bargaining Agreements

546.21

Compliance

*

79

80

l.ABOR REi..ATIONS ~

UNITEDSTiJTES

~ POSTiJL SERVICE

Mr. Dale A. Holton President National Rural Letter Carriers' Association 1630 Duke Street, 4th Floor Alexandria, VA 23314-3465 Re:

C95R-4C-C 98023318

G. Mycock III Bear, DE 19701-9998 Dear Dale: The parties recently met in pre-arbitration discussion regarding the abo.ve referenced case. The issue in this grievance ;s whether rural carriers are entitled to additional compensation when required to perform an additional trip(s) to the street due to mail that could not be accommodated on the first trip, either due to the volume of mail or the physical size of the parcels, or both. Handbook PO-603, Rural Carrier Duties and Responsibilities, Section 141.2, Vehicle Requirements states, "Your personal vehicle must be large enough to accommodate the normal mail volume and constructed to proted the mail from loss or damage." During our discussion, we mutually agreed that the following will constitute full and complete settlement of this grievance: Adequate Size Vehicle The parties agree that the above provision indicates that a rural carrier, who is required to furnish a personal vehicle, should provide a vehicle of sufficient size that will normally carry all of the mail for the route. The parties agree that generally, the carrier's personal vehicle may be of adequate size to accommodate all the mail for the carrier's route in one trip, but there may be occasions on which there are unusually large and/or numerous parcels that would prevent the carrier from loading all of the mail intended for delivery in the carrier's personal vehicle. Additional Trip(s) For the purposes of this agreement, an additional trip{s) is when management authorizes/requires the carrier to deliver mail that would not fit in the carrier's personal vehicle, which is of sufficient size In accordance with Handbook P0-603, Section 141.2, or the Employer provided vehicle on the first trip due to the volume of mail or the

475 L'ENfANT Pt..AzA SW

WASHNGTON DC 20260-4100 WNW.USPS.COM

81

-2-

physical size of the parcels, or both. In all cases, the carrier must consult with management as to the need for an additional trip(s). Management will determine if an additional trip(s) is necessary. Management may require the carrier to make an additional trip(s), utilize a leave replacement, curtail mail or take other action in lieu of requiring the carrier to make an additional trip(s).

Compensation for Additional Tripes) When it is determined by management that an additional trip{s) is necessary, the Postal Service agrees that a regular rural carrier (covered under Section 7{b){2) of the Fair· Labor Standards Act) or a leave replacement (when compensated on the evaluation of the regular or auxiliary route served and when actual workhours do not exceed forty hours per week) will be compensated at two minutes for each mile involved in the additional tripes) and for actual loading time at the carrier's straight time rate (Article 8.3.A.). If an additional trip is authorized and it is more efficient for the carrier to split the route in two separate segments for delivery, management may authorize this method of delivery rather than delivering to each box on the route, then retuming and delivering the mail that could not be accommodated on the first trip. If management authorizes this method, carriers as described above, will be compensated at two minutes for each mile involved in retuming to the post office at the completion of the first segment and returning to the route, as well as actual loading time at the carrier's straight time rate. The carrier, in both circumstances, will also receive Equipment Maintenance Allowance (EMA) for each mile the carrier is required to drive to complete his or her route when the total miles (all trips) for the day exceed 40 miles. Forms 1314, Regular Rural Carrier Time Certificate, and 1314-A, Auxiliary Rural Carrier Time Certificate, will be revised to include fields for reporting the time for an additional tripes). The parties expect revision of the forms and necessary reprogramming to be completed no later than one year from the date of this settlement. In the interim, the parties agree that such time will be recorded on Form 8127, Rural Carrier Supplemental Payment, (and the carrier will be compensated at the national average hourly rate for regular rural carriers) or the current Form 1314-A, as appropriate. In certain circumstances, management may eject to include credit associated with a second trip(s) in the evaluation of the route rather than prOViding compensation as described above.

.~

Mail Count Period Should an additional trip(s) be necessary during the mail count period, the time associated with the additional tripes) will not be recorded on the mail count forms, however the associated mail piece{s) will be recorded appropriately for the intended route and compensation for the additional trip(s) will be granted as provided above. Christmas Period An additional trip(s) performed by a regUlar rural carrier or substitute rural carrier (Designation 72) during the Christmas period will not be compensable. but the carrier will

82

-3-

receive additional EMA as prescribed above. However, a regular rural carrier or a substitute rural carrier (Designation 72) may be entitled to Christmas overtime in accordance with Article 9.2.K of the National Agreement. With the exception of the substitute rural carrier (Designation 72), leave replacements (when compensation is based on the evaluation of the regular or auxiliary route served and when actual workhours do not exceed forty hours per week) will be compensated for performing an additional trip(s) during the Christmas period as prescribed above. Excessive Additional Trips If it is determined that the number of additional trips required is excessive, management may require a rural carrier to provide a larger personal vehicle or may adjust the carrier's route, in accordance with the following: Regular Rural Carrier's, Substitute Rural Carrier's (Designation 72), or RCA's (Designation 74) Personal Vehicle If management authorizes an additional trip, utilizes a leave replacement. curtails mail or takes other action due to the size of the carrier's [regular rural carrier; or substitute rural carrier (Designation 72) or RCA (Designation 74) serving a regular route full time] personal vehicle on more than 12 days in any six month period. management may require the rural carrier to provide a larger vehicle that will significantly reduce additional trips or may adjust the route at the option of the carrier. If the carrier chooses to provide a larger personal vehicle, such vehicle must be provided within 60 days of being notified of excessive trips (or show proof of purchase/bill of sale). Additional trips during the Christmas overtime period will not count toward the more than 12 days. Should the carrier be unable to provide a larger vehicle, management will consider assigning an Employer provided vehicle to the route if available, and if the Employer provided vehicle will significantly reduce the additional trips, prior to adjusting the route. If management adjusts a route due to the number of additional trips, such adjustment will limit the impact to the route when practicable, and will attempt to target removal of deliveries that would significantly reduce additional trips. Employer Provided Vehicle If management authorizes an additional trip, utilizes a leave replacement, curtails mail or takes other action due to the size of the Employer provided vehicle assigned to the route on more than 12 days in any 6 month period, management may adjust the route. If management adjusts a route due to the number of additional trips, such adjustment will limit the impact to the route when practicable, and will attempt to target removal of deliveries that would significantly reduce additional trips. Additional trips dUring the Christmas overtime period will not count toward the more than 12 days.

83

-4-

Leave Replacement's Personal Vehicl@

If management authorizes an additional trip, utilizes another leave replacement, curtails mail or takes other action due to the size of a leave replacement's (all bargaining unit leave replacement rural carriers except Designations 72 and 74) personal vehicle on more than seven days in any 20 consecutive leave replacement workdays (excluding the Christmas overtime period), management may consider the following in the order presented below: 1) If it would resolve the situation, management will assign the leave replacement to another leave replacement vacancy in the office, provided leave replacements have been offered and declined the assignment in accordance with Article 30.2.E of the National Agreement. 2) If it would resolve the situation, management will assign the leave replacement a different second or third available assignment on the matrix. 3) If it would resolve the situation, management may grant a requested transfer to another offiGe provided a leave replacement vacancy exists in that office. 4) Management may require the leave replacement to provide a larger vehicle to significantly reduce additional trips. The leave replacement will not be entitled to assignments other than their primary assignment if it may result in an additional trip until the larger vehicle is provided. 5) Management is not required to continue to employ the leave replacement. In the future, if either party has a concern(s) regarding second trips, a meeting at the national level will be scheduled to discuss such concern(s). This agreement is effective on the date signed. Compensation for the time involved in performing an additional trip(s); two minutes per mile, actual loading time and EMA as appropriate will be paid for instances occurring on or after the date of this pre-arbitration settlement. All grievances held in abeyance pending the outcome of this case will be resolved pursuant to the following: If the grievant performed an additional trip(s), exceeded 40 miles for the day and was not provided additional compensation for EMA, the grievant will be compensated EMA for each mile in excess of 40 miles driven to complete the additional trip(s). .

84

-5-

Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle the above captioned case and remove it from the pending national arbitration listing. Sincerely,

~.~ Dale A. Holton, President National Rural Letter Carriers' Association Date:

_-.:>---:"'-r/~/....L.i....,~ __ iJ_Sr

I

_

85

M-58.40

iiiilWuNnmsmru..-_----------

_

CiM1'OST4" SikV1a

April 7, 1999

MANAGERS, DELIVERY PROGRAM SUPPORT (AREA) MANAGERS, OPERATIONS PROGAAM SUPPORT (O'STIRCn

SUBJECT: Influenolng Mall Count It has come to ttl. dentlon of this onte. that, In lome Instances, efforts have been made to unduly influence rural mail count volume. No onB should attempt to Influence mailers to avoid mailing during mall ccunt periods or to send out special

mailings specifically during mall count pertods. This issue, whO, originally brought folWard through the grievance process. Is applicable to both management and craft. Postmasters and supervisors should not Influence customers to change their malDng dates solely for the purpose of affecting the results cfthe mall t:Ounl VVhile J)e~lJnal galn~ are not realized by pg,tma$ters and supervIsors, and customers ultimately declcle When to mal" lntruence rrom Interested parties may have the appearance of affecting the Integrity of the count. Conversely, carriers should nat attempt to c:aerce mailers to send out mailings spec,ncaUy during iii mail count period or have friend, or relatives send mailings to addresses on their routes or to themaelves (If they live on the'r route). This type of

influencing does realize a personal gain and WOUld most dennltely have the appearance of. affecting the integrity at the count. . The count period II IItabU,hed to be a period where the parties can eXJ)eet nonnal mall volume now atrected only by the mailers and our CU$tomers. The mIssIon 01 tne Postal ServIce With respect to a normal rural mall count Is to count, case, and

deliver the maU, not add to or take away from the volume by contrived :sGhemes.

Aj~,

A~~W~er DeliverY Policies and Programs 86

M-58.20 L.A8OP RElAr:O's ~ UNITED STATES

~ POSTIJL SERVICE

Mr. Gus Baffa President National Rural Letter Carriers' Association 1630 Duke Street, 4 th Floor Alexandria, VA 23314-3465 Re: Q95R-4Q-C 02102188 Class Action Washington, DC 20260-4100 Dear Mr. Baffa: The parties recently met in pre-arbitration discussion regarding the above referenced case. The issue in this grievance is whether the address orientation or address label placement on a .mail piece has any affect on the mail piece being recorded as a letter or flat during a mail count. During our discussion, we mutually agreed that the following will constitute full and complete settlement of this grievance: For the purpose of recording a mail piece during a mail count as a letter or flat, the manner in which the address Is oriented on the mail piece will be relevant. In accordance with Section 535.12.a. of Handbook PO-603, Rural Carrier Duties and Responsibilities, a mail piece 6 1/8 inches or less in width that can be cased in the separations of the carrier cases is recorded as a letter. For the purpose of the mail count, the width of the mail piece will be defined as the dimension perpendicular to the address label. Therefore, a mail piece measuring 5 Y:! inches by 7 inches would be recorded as a flat if the label or address an the mail was placed parallel to the 5 Yz dimension. In this example, the 5 Yz inch dimension would be considered the length because the label orientation is parallel to the 5 Y2 inch measurement and the 7 inch dimension is the width because the address is perpendicular to the 7 inch measurement.

The parties agree that this settlement will be applied to all mail counts subsequent to the 2003 national rural mail count and will be considered the settlement in any other grievance concerning this issue. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle the above captioned case and remove i~ from the pending national arbitration listing. Sincerely,

a-d~,e! a!&nJ B. Andrea Wilson, Manager Contract Administration (NRlCAlNPMHU) Date: 475

,J/!9/t?.. 3

L8or-~NT

Date:

:9 - I

f- 03

PLAZA SW

WASI<\NG-QN DC 20260·4·00 _.usPS.COM

87

I~

,

M-58.30 ii:w UNITEDSmTES . .POST.4LSERVICE

Mr. Gus Baffa President NaUonal Rural Letter Carriers' AslOClation 1630 Duke Street, 4111 Aoor AleJcandrla. VA 23314-3465

Re: D9SR-4D-C 01039476 W. Brazell Lugoff. SC 29078-9998 Dear Mr. Baffa: The partles recently met In pr8-Bl'bitration discussion regarding the above ref.renced case. The issue In this grievance is whether address cardl. received by rural canieF'$ dUring the mail count, should be credited to the route evaluation as maR. During our discussion. we mutu8Uy agreed that the following will constitute fuH and complete settlement of this grievance: The parties agree that address cards rec:elved by a rural carrier dUring the mal count are not recorded as part of the maD count. The sequencing of address cards does not warrant Idditlonal compensation. The parties agree that this settlement will be considered the settlement In any other grievance concerning this Issue. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle the above captioned case and remove it from the pending national arbitration listing.

,.

Sincerely,

.

~1$.td4rJ B. df8a

WDson. Manager

Contrad Administration (NRLCAlNPMHU)

Date:

·..3/It/()~

\

Date:

:3 --/

'r{) 3

475 ~~l F'.N1' sw

W""ftllllN DC 202e0-.:OO _.l,$IlLCl:IW

88

M-66

MEMORANDUM OF UNDERSTANDING BETWEEN THE UNITED STATES POSTAL SERVICE AND THE NATIONAL RURAL LETTER CARRIERS' ASSOCIATION

Use of End of Run Report

The parties agree that the end of run report piece count (or future equivalent report) from the automated equipment used to process a zone's DPS letter mail will be utilized when recording volume, during a mail count. Either the rural carrier or manager may verify the piece count from the report by counting the mail, however no additional compensation will be provided for the time involved.

Gus Baffa, Pre National Rura Association

Date:

......:~~A1......:19.:......:1t_t7_:.3

_

Date:

a' 3- /7-03

89

M-57 lABOR RELAT'ONS

~

UNiTEDSTJJTES

J!a POSTAL SERVICE

Mr. Gus Baffa President National Rural Letter Carriers' Association 1h 1630 Duke Street, 4 Floor Alexandria, VA 23314-3465 Re: D95R-4D-C 01037982 Class Action Louisville, KY 40231·9998

Dear Mr. Baffa: The parties recently met in pre-arbitration discussion regarding the above referenced case. The issue in this grievance is whether management's denial of additional credit during the mail count for time involved in retrieving DPS mart and returning articles to the accountable cage violates the National Agreement. During our discussion, we mutually agreed that the following will constitute full and complete settlement of this grievance: Rural carriers may be required to retrieve DPS mail without additional time credit, whether or not the rural carrier receives withdrawal credit, provided the DPS mail is in close proximity to the rural carrier's case. Rural carriers may also be required to return articles to the accountable cage (or location where accountables are cleared) upon completion of street duties without additional time credit provided the cage is in close proximity to the rural carrier's case. The parties define close proximity as 50 feer(round trip). During the mail count, if the DPS mail is not within 50 feet (round trip), the route will be provided additional credit under Column R for only the dislance beyond the 50 feet. Measurement will be from the closest edge (wing) on the front side of the carrier's case to the closest edge of the container of DPS. The distance beyond 50 feet will be credited at .00284 minutes per foot. During the mail count, if the accountable cage (or location where accountables are cleared) is not within 50 feet (round trip) Ihe roule will be provided additional credit under Column R for only the distance beyond the 50 feet. Measurement will be from the closest edge (wing) on the front side of the carrier's case to the window of the accountable cage. The distance beyond 50 feet will be credited at .00284 minutes per foot. The credit will not exceed more than one round trip per day to return mail/receipts in the afternoon.

475 L'!;"JT PLAZA SW WN;Hl"G-ON

DC 20260-4100

90

M-57 -2The parties agree that this settlement will be applied to all mail counts subsequent to the 2003 national rural mail count and will be consider~d the settlement in any other grievance concerning this issue. . Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle the above captioned case and remove it from the pending national arbitration listing. Sincerely,

Date: --"'=---"-+-----==:::....-_

91

M-69.68

Mr. Steven R. Smith President National Rural Letter camers' AsIocidon 1630 Duke Street, 4th F100r

Alexandria. VA 22314-3485 Re: F91R-4F-C 9S020182 M. Weill Sun City, CA 92586-9998

Dear Mr. Smith: On January 21, 1998, the parties entered prearbitration discussion of the abcve-referencad case. The issue in this grievance is whether Management violated the Methods Handbook PO603, Rural Carrier Duties & Responsibilities during mail count. when rigid articles of mail less than 61/8 inches in width, processed on automated equipment as Oeavery Point Sequence (CPS) mail are crecflted as OPS maD and not parcels.

During our discussion. we mutually agreed that the following wilt constitute full and complete settlement of this case: During a rural route mail count, a rigid article l'1tC8ived in DPS will be counted and recorded under Column C. as a parcel if the rigid article exceeds any one of the dimensions in Part 535. 12.c.(1) of the PO-603. Rigid artides received in OPS maD that do not exceed any of the dimensions in Part 535.12.c.(1) of the PQ.603 are counted and recorded under Column L as OPS letters. Please sign and return the enclosed copy of thiS letter as your acknowledgment of agreement to settle the above-c:aptioned case n remove them from the pending national arbitration Osting.

Sincerely,

~'---Manager

Contract Administration

Steven R. Smith President National Rural Letter Carriers' Association

(NALClNRLCA) U. S. Postal Service Date:

------~--~-92

LABOR RELATIONS

~

UNITEDSTllTES

I!ii;j POSTllL SERVICE

Mr. Randy Anderson Director of Labor Relations National Rural Letter Carriers' Association 1630 Duke Street Alexandria, VA 22314-3467 Re:

JOOR-4J-C04168408 Mary Iverson Plainfield, IL 60544

Dear Mr. Anderson: On several occasions, the most recent being December 21, 2007, we discussed the above-captioned grievance at the fourth step of our contractual grievance procedure. The issue in this case concerns the credit given during a mail count when DPS letters are received for a closed school or business and were unable to be delivered. During our discussion, we mutually agreed that the following will constitute full and complete settlement of this grievance. Credit for DPS closed school or business letter mail, whether cased or taken to the street, will be credited in the following manner: 1. Credit will be given in Column A, Letters, for each piece when there are seven pieces or less. 2. Credit will be given in Column 0, Parcels, for one parcel when there are eight pieces or more. 3. These mail pieces will not be deducted from Column L, DPS Mail. A closed school or business is defined as one that is closed on a recurring basis, usually weekly, and does not have any method of delivery available on the day the school or business is closed, which would require the carrier to bring the DPS letter mail back from the street. No additional riffling time should be credited to identify and/or hold out this mail.

475

L'ENFANT

WASHINGTON

PLAZA

SW

DC 20260-4100

INII\IVv'.USPS.COM

93

- 2­ The parties agree that the above method of applying credit for closed school or business DPS letter mail will be utilized during future mail counts. Further, it is agreed that the terms of this settlement apply solely to the specific issue in this case and do not set precedence to any other current or future DPS dispute between the parties. The above-captioned grievance is remanded to the parties at Step 3 to apply the terms of this settlement to the fact circumstances of the instant case. Please sign and return the enclosed copy of this letter as acknowledgement of agreement to settle this case.

Robert M. Olohan Labor Relations Specialist Contract Administration (NRLCA) Date:

_..:..../_-_.,l_..-_C}_Y' _ _ _ __

Date:

/-dv -, CJ g

94

. . . UNlTEDSTlSTES

~ POST&SERVICE

Mr. Randy Anderson Director of Labor Relations National Rural Letter Carriers' Association 1630 Duke Street. 4th Floor Alexandria, VA 22314-3465

Re: OOOR-4Q..C 03096526 Class Action Washington, DC 202~ 110 Dear Randy: On several ~slons, the most recent being January 9. 2004, we met to discuss the abovecaptioned grievance at the fourth step of our contractual grievance procedure. The issue in this grievance is whether the address orientation or address label placement on a man piece, defined as a rigid article in accordance with Handbook PO-603. R~ral Carrier Duties and Responsibilities, Section 535.12.d, has any affect on that piece being recorded as a flat or a parcel during a mall count During our discussion, we mutuaRy agreed that the following will constitute full and complete settlement of this grievance: For the purpose of recording a rigid article during a mail count as a lIat or parcel. the manner in which the addressjs oriented on the piece wlll be relevant. For the purpose of a mall count, the height of the rigid article will be defined as the dimension perpendicular to the address label. In accordance with Section 535.12.d of Handbook PO-603, a rigid article exceeding 5 inches in height would be recorded as a parcel. Therefore, a rigid article measiJring 4 ~ Inches by 5 'Ya inches would be recorded as a parcel if the label or address on the rigid article was placed parallel to the 4 % inch dimension. In this example, the 4 % inch dimension would be considered the length because the address orientation is parallel to the 4 ~ mea~urement and the 5 Yz Inch dimension ;s the height because the address orientation is perpendicular to the 5 Yz inch dimension. The parties agree that this settlement will be applied to the 2004 national rural mail count and all mail counts subsequent Any other grievance concerning this issue filed prior to the 2004 national rural mall count will be considered wIthdrawn. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle this case. Sincerely.

J~~t:"iJ-

William Daigne it

Labor Relations Specialist Contract Administration (NRLCAlNPMHU) 475 L·e......, Pu.ZA sw wisHNG10N DC 20260

~~ National Rural Letter Carriers' Association

Date:

~/~.dl60s/

95

Mail Count Issue - Coeur d'Alene, Idaho

AWARD OF THE NATIONAL ARBITRATOR CAS~ NO. E95R-4E-C 990099528 1) Postal Service management did not violate Chapter 5, Section 535.12 of the PO-603 i.e., the Rural Carrier Duties and Responsibilities Handbook, during the 1998 mail count period, by entering a mail piece consisting of a flexible, labeled periodical wrapper or envdope containing both a non-rigid magazine approximately 10 inches high and 8 inches wide and a rigid CD or computer disc case exceeding 5" in height, in Column B-Papers, Magazines, Catalogs, Flats, Other Size Mail rather than in Column C P"rcels on Form 4239. 2) The: grie:vance: in Ca~e E95R-4E-C 990099528 is denied. 3) Jurisdiction is retained for the sole pllrposc of resolving any disputes which may arise between the Parties regarding the meaning, application or implementation of this National Arbitration Award.

STATE OF NEW YORK } S5: COUNTY OF TOMPKINS On this 12th day ofJanuary, 2003, I, DANA E. EISCHEN, upon my oath as National Arbitrator, do hereby affirm and certify, pursuant to Section 7507 of the Civil Practice Law and Rules of the State of New York, that I have executed and issued the toregoing instrument and I acknowledge that it is my Opinion and Award in Case No. E95R-4E·C 990099528.

Summary

This National-level case resolved the issue of how a particular piece of mail (consisting of flat-sized magazine coupled with a CD packaged in a rigid plastic case) should be counted: as a parcel or flat as defined in the PO-603. The subsidiary issue was whether this case was governed by the terms of a 1998 Step 4 settlement known as "Sun City." The Arbitrator found that the Sun City settlement did not control, due to the marked differences in the "dimensions and characteristics" of the mail pieces in each case. Contrary to the agreement in Sun City that the mail piece met the "rigid article" defmition, the Arbitrator held that the Coeur D'Alene piece was a non-rigid "flat" containing a rigid article. In so doing, the Arbitrator relied on the fact that, if the mail piece was not a per se rigid article and if it could be cased for delivery as a letter or flat, it was more like a flat than a parcel. Accordingly, the Arbitrator denied the National-level grievance.

96

. .UNfTEOST4TES

. .POST.4L SERVICE

Mr. Randy Anderson Director of Labor Relations National Rural Letter Carriers' Association 1630 Duke Street, 4th Floor Alexandria, VA 22314-3465

Re: FOOR-4F-e 03096043 Class Action Riverside, CA 92507-9998 Dear Randy: On several occasions, the most recent being December 12,2005, we met to discuss the above-captioned grievance at the fourth step of our contractual grievance procedure. The issue in this grievance concerns the classification of Certain mall pieces during the mati count that contain rigid articles. During our discussion, we mutually agreed that the following will constitute full and complete settlement of this grievance: The current definition of a parcel as described In Section 535. 12.d of the P0-603. Rursl Carrier Duties and ResponsiblUties, is a rigid article that exceeds 5 inches in height, 18 inches in length or 1 9116 inches in width. The parties agree that the overan dimensions and rigidity or flexibility characteristics of a mail piece determine Whether the article Is a parcel rather than any particular Item enclosed within that mail piece. Therefore, the parties present the following examples to clarify whether an Item should be classified as a parcel during a mail count:

1. The flexible mail piece is greater than 6 1/8 inches in width, containing a rigid item eKceedlng anyone of the dimensions In Section 535.12.d. The area of the rigid item is equal to or greater than 80 percent of the area of the flexible mail piece. This is a parcel. 2. The flexible mail piece is greater than 6 1/8 Inches in width, containing a rigid

Item exceeding anyone of the dimensions in Section 535.12.d. The area of the rigid item is less than 80 percent of the area of the flexibtemail piece. This is a flat. 3. The flexible mall piece is greater than 81/8 InChes in width, containing a rigid

Item that does not exceed anyone of the dimensions in Section 535.12.d. This is a flat.

4'T!) ~E_

PLAZA SN

W~T04 DC 2O~100

"'-.USPS.ooo.o

97

-24. The flexible mail piece is 6 1/8 inches or less in width, containing a rigid item exceeding anyone of the dimensions in Section 535.12.d. The area of the rigid item is equal to or greater than 80 percent of the area of the flexible mail piece. This is a parcel. 5. The flexible mail piece is 6 1/8 inches or less in width, containing a rigid item exceeding anyone of the dimensions in Section 535.12.d. The area of the rigid item is less than 80 percent of the area of the flexible mail piece. This is a letter. 6. The flexible mail piece is 61/8 inches or less in width, containing a rigid item that does not exceed anyone of the dimensions In Section 535.12.d. This is a letter. The parties agree that the above examples must be applied when determining the proper classification of a flexible mail piece containing a rigid item during a mail count. There is an exception to items 2, 3, 5 and 6 above If the flexible mail piece does not fit in the letter (or flat) separation with other mail without damage to the mail piece. This is a parcel. It is also agreed that this settlement does not prohibit the Employer from making changes pursuant to Articles 19 or 34 of the National Agreement in the definition of mail pieces or time standards associated with handling mail pieces. In the instant case, the parties agree that the mail piece in question is a flat. Based on the particular fact circumstances of this grievance, no further action Is necessary. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle this case. Sincerely,

td~~;... i/-

William DaiQ suit Manager Contract Administration (NRLCA) Labor Relations

~ National Rural Letter Carriers' Association

Dale:

t.V~;& S

98

amID AM'RleLB 1118IDB A FLBXIBLE

FLBXIBLE mAlLPIBeB mAlLPIBeB

mIUAPAae&L? mIUAPAae&L?

. .. .-

Does the flexible mail piece that contains the rigid item fit into the letter [or flat] separation with other mail without damage to the mail piece?

4E~

V ~ NO

Does the rigid item inside the mail piece exceed 5" in height, 18" in length or 1 9/16" in depth?

I IrS A PARCEL I

NO>

Is the flexible mail piece that contains the rigid item greater than 6 1/8" in width? (Address orientation)

~~

4E~

YES

I

0

Irs A FLAT

I II

Irs A LETTER

Is the flexible mail piece that contains the rigid item greater than 6 1/8" in width? (Address orientation)

NO ~

YES

nI

lJ

Is the area of the rigid item equal to or greater than 80CYo of the area of the flexible mail piece?

NO

IrS A LETTER

YES

Irs A PARCEL

I

Is the area of the rigid item equal to or greater than 80CYo of the area of the flexible mail piece?

I

YES

NO

-====- ~ IrS A PARCEL

-====- ~ IT'S A FLAT

IrS A PARCEL

I

I

IT'S A FLAT

I

* When determining whether the mail piece can be cased, some re-positioning of the rigid item(s) inside the mail piece may occur during the normal casing process. Management may not require the carrier to make extraordinary efforts to rearrange Irelocate the rigid item(s) within the mail piece in an attempt to case a mail piece that could not otherwise be cased. 99

Save:be;

za,

M-53

19S0

LaJ20:WAStefl:bs 1JEC1':

Step 4 ~ecision Regarain; na-C-0108/CSR4FClS3S7 ~neral

~talo;·Count

in Gallipolis, OS

Manager, Laoor aelations

Central 1'.ec; ion

On Octebe: 21, a Step 4 decision re;a~di?g the proper counting of cat.logs was issued, inte~p~e~in; Postal Bulletin 21702. Atter further consultatlor. -"1':.0. Deliv'!:;{ Servic~s at He~quarters, it was dete=mined that rQstal Bulletin 21202 has been misinterpretec. Thou90 t.1:e cec:ision in this particular case must 5~and, the C~~=9C~ policy on tha

counting of catalogs is as follows: If a

cata.l~

.will fit into

i!n

eD1?"ty secara-:icn,

all like catalogs for ~~at size sepa~a~ion will be cQunted as fla~sr rega~dless of the fact that m~=e

than one catalog mus~ be cesed in~o tha~ separation, and regardless of the number af the number of families or deliveries in that ~articular separ3tion. If a ca~aloq will ~ fit into an e==ty s.~aration because Qf size, then all like catalogs !o~ ~~~t size separa~iQn will be '<::)~"1ted as pareels. ~lease info~

all °neerested

Wi~i~S~~ LilQor

:lel~tions

De_

pa:~ies

c!

~~is L~terp~etatiQn.

\

rt:nent

uEe

11eiJ

100

iirW UNrrEDSTJJTES JJ!!'iijf POST.oL SERVICE

Dale A. Holton, President National Rural Letter Carriers' Association 1630 Duke Street, 411'I Floor Alexandria, VA 23314-3465 Re: E95R-4E-C 99103123 Class Action .Oregon City, OR 97045-9998 Dear Dale: The parties recently met In discussion regarding the above referenced case, which has been presented to a national arbitrator and is pending post hearing briefs. . The issue in this grievance is whether a rural carrier is entitled to additional time credit for handling flats processed on automated equipment when the mail is not in neat order' and faced in the same direction (helicopter flats). During our discussion, we mutually agreed that the following will constitute full and co~lete settlement of this grievance: .

.

The parties agree that the evidence presented in arbitration by the NRLCA in the above referenced case reveals that flats pr~ssed to rural routes on the UFSM 1000 do not always provide a product that can be handled in the same manner'as' flats presented In relatively neat order. Therefore, except as provided below, the parties agree that effective with the next mail count after the signing of this settlement, and continuing thereafter, rural routes receiving flats processed on tne UFSM 1000 will be granted an additional credit for flat volume for the added effort required to handle these flats.. An additional volume credit of 17.5 percent will be recorded for flats processed to rural routes fro~ the UFSM 1000 during the mail count. For example, if a rural route during one day of a mail count receives 300 flats processed on the UFSM 1000, an additional 53 flats (rounded to the nearest whole number) will be recorded in Column C on Form 4239. ' '. . Processing and Distribution Centers that intend to process flats to rural routes on the UFSM 1000 throughout the year will not modify its processing operation for the sake of the mail count. Rural routes that were counted dUring the FebruarylMarch 2004 national count and received flats processed on the UFSM 1000 during that mail count will receive additional credit. The additional credit will be calculated as described above. End-of-run reports from the UFSM 1000 will be used to determine the volume offlats processed on the UFSM 100Q to each rural route from February 14 through March 6,2004. A base hour change will then be processed on affected rural routes as soon as possible, but will be effective no later than June 26; 2004.

475 L:E/RHT F'I.AZA sw w~

DC 20260-4100

_.lS'S,C:OW

101

-2The parties agree that currently, flats processed to rural routes on the AFSM 100 do not exhibit characteristics of "helicopter flats- as presented in the Oregon City, Or$gon, hearing. However, in the future, should rural routes begin to receive flats processed on the AFSM 100 or any other automated equipment, on a national scale, Ulat are in a condition similar to the flats jn the photographs presented in this arbitratiqn hearing and described by the NRLCA as "hel/copter f1ats-; the parties will meet at the national level to address the problem.

As soon as administratively possible, the parties will meet at the national level to determine how to apply this settlement to the particular fact circumstances In the Oregon City, OregOn, grievance and all ot.her grievances held in abeyance pending disposition of this case. Please sign and retum the enclo~ copy of this letter as your acknowledgment of agreement to settle the above captioned cas,e and remove it from the arbitrator's authority. Sincerely,

Andrea B. Wilson ' Manager Con~ct Ad!'"inistration(NRLCAlNPMH U} Date:

~&-~/(lt=

Dale A. Holton . President National Rural Letter carriers' Association Date:

3R;1./o tf 7

7

;

102

lABoR

M-2

RElATIONS

. . . UN"EDSTJlTES

~ POSTJlL SERVICE

Mr. Randy Anderson Director of Labor Relations National Rural Letter Carriers' Association 1630 Duke Street, 4th Floor Alexandria, VA 22314-3465 Re:

EOOR-4E-C 03203190 Class Action Fall City, WA 98024-9998

Dear Mr. Anderson: On several occasions, the most recent being January 12, 2006, we met to discuss the above captioned grievance at the fourth step of our grievance procedure. The issue in this grievance is whether a non-rigid mail piece, containing a rigid cylindrical item (pill bottle) that exceeds anyone of the dimensions in Section 535.12.d of Handbook P().603, was property recorded as a flat during the 2003 national mail count After reviewing this matter, we mutually agreed that no national interpretive issue is fairly presented in this case. It is recognized that, due to the variety In packaging and the shape of the contents in same or similar mail pieces, determining the proper classification during a mail count must be done on a case by case basis. The parties do agree that: • The overall dimensions and rigidity or flexibility characteristics of the mail piece determine the classification of the mail piece, rather than any particular item enclosed within that mail piece. Unless a determination can be made by application of the settlement in grievance FOOR-4F-C 03096043, the classification of a non-rigid mail piece which is the same as or similar to the one defined in the issue above will depend on whether the mail piece can be cased with other mail, without damage to the mail piece. When determining whether the mail piece can be cased, the parties agree that while some re-positioning of the rigid item(s) inside the mail piece may occur during the normal casing process, management may not require the carrier to make extraordinary efforts to rearrange/relocate the rigid item(s) within the mail piece in an attempt to case a mail piece that could not otherwise be cased.

475 L'ENF.WT PLAZA SW WASHINGTON DC 20260-4100 WIIW.USPS.COU

103

EOOR-4E-C 03203190

M-2 Accordingly, we agree to remand this case to the parties at Step 3. If no agreement is reached the union may appeal this grievance to area arbitration. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to remand this case.

Sincerely,

~~211MLiJ. Sandra S vOle Labor Relations Specialist Contract Administration (NRLCA)

~ La~ Randy rson Director National Rural Letter Carriers' Association

Date:

/ -

/3 -o{P

104

*

B

N

M-75

w,lTED STATES POSTAL SERVICE ROOM 9014 475 L ENFANT PLAZA SW WASHINGTON DC 20260-4100 TEL 1202) 268-3816 FAX ,202) 266-3074 OFFICE OF THE ASSISTANT POSTMASTER GENERAL LABOR RELATIONS DEPARTMENT

Mr. Steven R. Smith Director, Labor Relations National Rural Letter Carriers’ Association 4th Floor 1630 Duke Street Alexandria, VA 22314-3465 Re:

H7R-4M-C 29824 M. Bradshaw Bay City, MI 48708

Dear

Mr.

Smith:

On 5/28/91, we met at the fourth step

to of

discuss the above-captioned our contractual grievance

grievance procedure.

The issue in this grievance is whether management violated the National Agreement by crediting Olan Mills mail articles (8” by 10” photographs) marked “do not crease” as flats rather than parcels. During our discussion, following constitutes grievance:

we mutually agreed that the full and complete settlement

of

this

Any non-rigid article that will not fit in the letter or flat separations (where flat separations are used) with other mail is considered a parcel. [This includes articles that have not been prepared in accordance with DMM 121.42(3, even though the mailer has endorsed them “DO NOT FOLD OR BEND”. These non-rigid articles should be carried and credited as parcels, provided that they will not fit in the letter or flat case (where flat cases are used) with other mail without damage to the article.] Although the Olan Mills article “DO NOT CREASE”, this article placed in a letter separation damage to the article.

is marked cannot be without

The terms of this agreement are nonprecedential nonciteable in any other grievance, arbitration for any other purpose.

and hearing

or

105

M-75 Smith

2

Please sign and return as your acknowledgment Time

limits

were

the enclosed of agreement

extended

by mutual

copy of this decision to settle this case. consent.

Sincerely,

Muriel Aikens Arnold Grievance and Arbitration Division

Steven R. Smith Director, Labor Relations National Rural Letter Carriers' Association Date:

IllN 17 /WI

106

M-56 :f""P'OS~

.~=

: ~~ z~ ~., a ........

~t~'

eEIYED

I..'

..•1

:3

UNITED STATES POSTAL SERVICE .75 L'!nfpt Plaza. SW Wut\inglDn, DC 211110

September 22. 1983

Mr. Dallas N. Fields Director, Labor aelations National Rural Letter Carriers' Association 1750 Pennsylvania Avenue, N.W. Suite 1204 Washington, D.C.

20006-3399

Re I

R. <:Oo%ey Issaquah,

~

98027

H1R-SD:-C 8286 Dear Mr. Fields: On August 30, 19B3, we met to discuss the above-captioned grievance at the fourth step of our contractual grievance procedure.

The grievance concerns Whether local management improperly es~ablished a direc~ holdou~ on Ao~te 3 during ~bQ 1~a2 mail

count. We mutually agreed to resolve this grievance in the following manner: 1.

consistent with Part 225.4, 1-37 Handbook and i'art 123, K-3a Handbook,

PQ~tma5ter.l5

may

authorize the use of separations at the distribution case for -direct mail 8 for customers who receive sufficiaftt ~antities of ~il to justify the p~ocedure. 2.

Consistent with Pa~t: 525, x-3Q Handbook, postmasters must hold joint conferences of supervisors and rural carrie~s -to discuss changes in mail handling procedures and in3tructiona. No changes 1n carrier work methods, casing equipment, or office procedures can be made between the date of the local conference and the mail COunt unleCi theA. items were specifically discussed at the . conference. 107

M-56 Hr. Dallas N. Fields

3.

If, in this particular case, a direct for Route 3 was created at the distribution case cn the first day of the 1982 mail count and 1t was not a subject of discussion at the local conference, the direct is considered improperly established.

4.

If the direct was improperly established, the postmaster shall conduct a 12-d&y count of the mail that ~uld go to Route 3 had the direct not been created. The carrier shall receive appropriate credit for this mail retroactive to the date the ch&nge affected

the route compensation and until such an operational change is properly made. Please sign and return the enclosed copy of this decision as acknowledgment of agreement to resolve this case.

Sincerely,

(D,4:;' ~ tJ- ~ ik.. Dallas N. i'lels

Director

National aural Letter Carriers' Association

108

M-107 MEMORANDUM OF UNDERSTANDING BETWEEN THE UNITED STATES POSTAL SERVICE AND THE NATIONAL RURAL LEITER CARRIERS' ASSOCIATION MDCD (Mobile Data Collection Device)

The parties agree that the following Mobile Data Collection Device (MDCD) time allowances and procedures will be implemented on all rural routes that receive a mail count in the 2003 National Mail Count and will continue to be applied in any subsequent mail counts. These allowances will not apply to those rural routes not counted in the 2003 National Mail Count until the next mail count of any type conducted on each of those rural routes. All rural routes that have been assigned a MDCD will continue to receive one (1) minute per day for pick up and set up of the MDCD for use on the route and for the return of the MDCD to its designated location upon the carrier's return to the office. Rural carriers will utilize the MDCD to scan all Delivery Confirmation mail piece barcodes. The routes will be credited with an eighteen (18) seconds per piece time allowance. The one minute credit for MDCD retrieval and the eighteen (18) seconds per piece for delivery confirmation will 1.Jt:: It:l;urut::u ill CUIUIIlII R, Olllf:H SuilalJlt: Allowi;U/<;t:. For each accountable mail piece, including Express Mail and Signature Confirmation, the time allowance will be twenty-eight (20) seconds. This twenty-eight (20) second allowance will be credited to the route for each piece received for delivery and will include any time associated with scanning of the Form 3849 and the data entry of rccipicnt namC:3. Thi:J time allowance will be incorporated into the timc allowancc3 credited for Columns F and G of Forms 4241 and 4241-X and will not be recorded in Column R.

t}~h.u(/ A trLu,-,J Andrea B. Wilson Manager, Contract Administration Labor Relations United States Postal Service

Gus Baffa President National Rural Letter Carriers' Association

-=s--t.I,---,,-;Lt:J~cJ_..3_ _

Date: ---:;.0"":'/-4-£"":""/

109

110

, E-66

•

UNITED STATES' POSTAL SERVICE 475 L'Entant Ptaza, SW Washington, OC 20260

OEC - 6 1984

Mr. Dallas N. Fields Director, Labor Relations National Rural Letter Carriers' Association Suite 100 1448 Duke Street

Alexandria, Virginia

22314-3401

Re:

C. Keith Moses Lake, WA HIR-SD-C 24517

98837

Dear Mr. Fields:

•

On November 7, 1984, we met to discuss the above-captioned grievance at the fourth step of our contractual grievance procedure • The question in this grievance is whether management is proper in requiring a rural letter carrier to deliver Express Mail to a customer who is on the carrier's line of travel. During our discussion, it was mutually agreed that the following would represent a full settlement of this case:

In accordance with the M-37 Handbook, a rural carrier must deliver Express Mail to a customer whose residence or place of business is on the carrier's line of travel. Management, however, shall not circumvent paying the additional compensatio·n by not allowing the carrier to deliver Express Mail during the mail count period, if, during the rest of the year, the carrier has been delivering Express Mail to this customer. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle this case •

• 111

E-66 Mr. Dallas N. Fields

•

2

Time limits were extended by mutual consent. Sincerely, (

I\

/~ ) \

~

~.

!

7J.--

,

1'/ /.? ,'j''"'' N/ i ./1'. .e..;;:=:f?.-...--/ I ~ Dallas N. Fields ' Director, Labo'r Relations National Rural Letter Carriers' Association

•

• 112

M-63 lABoR ~

RELATlCNS

UNITED STATES

*iii POSTI1L SERVICE Mr. Gus Baffa President National Rural Letter Carriers' Association th 1630 Duke Street, 4 Floor Alexandria, VA 23314-3465 Re:

H95R-4H-C 01032651 Class Action Calhoun. GA 30701-9998

Dear Mr. Baffa: The parties recently met in pre-arbitration discussion regarding the abov~ referenced case. The issue in this grievance is whether rural carriers should receive markup credit for each piece of mail returned to the clerk or to the throwback case because the mail is addressed to a street address when the customer actually receives mail by caller service or from a post office box. During our discussion, we mutually agreed that the following will constitute full and complete settlement of this grievance: If a rural carrier receives mail addressed to a customer's street address who receives their mail by caller service or from a post office box, the carrier wifl separate the maif as a local post office box/caller service bundle. This is mail that the carrier does not deliver to the customer because the customer has no mail receptacle. During the mail count, the rural route will be credited with one bundle markup for all mail intended for local post office boxes and caller services. In situations such as this, the carrier will not be required to deliver any mail to the street address except Express Mail. If a customer receives a portion of their mail by caller service or from a post office box and a portion of their mail to a street address, the carrier should case and deliver the mail that is intended for street delivery. The parties agree that this settlement will be applied to all mail counts subsequent to the 2003 national rural mail count and will be considered the settlement in any other grievance concerning this issue. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle the above captioned case and remove it from the pending national arbitration listing. Sincerely,

~ulUJu A· tdUn£! drea B. Wilson, Manager Contract Administration (NRLCNNPMHU) Date:

~ 75

"/i 9~-z'3

Gus Baffa. Pres' National Rural Association ")

Date:

:3" 17/[>3

L'Er-FM-lT po.AlA SW

W,l$HINGTON

DC 20260-4 100

WNW.U'>PS COM

113

M-69 .t"llt ~If~

•::Il~:•c

,,'-..... . ..... .. ... &_;; ~

UNITEO SiATCS POSTAL SEHVICE LCor A.'-bons Dtpanment

47; cent.,. PluL. SW Watlington. Oc 20280-4100

~r. Steven 1. Smith Director of Labor Aelations National Rural Letter Carriers' ASsociation

OCT 2 7 1~6J

5l:i te 100

1448 Duke Street Alexandria, VA 22314-3403 Ite:

Crimes

Bowling

G~een,

KY

H71l-2J-C 389

Dear !lr. Smi th: On several occa5ion$, the most receot

bein~

October 14, 1988,

we met to discuss the above-captioned grievance at the fourth step of our contractual grievance procedure. The issue in this grievance is whether .anage~ent violated the National Agree.ent when postage due mail was bundled and given to the earrier as one parcel during the mail count. It is our position that no national interpretive issue involving the teras and conditions of the National Agreement is fairly preGented in this ca£@_ lowever, the union did not aqree.

During our discussion, we mutually agree that the following

would represent a full settle.ent ot ehis case:

In accordance with the Rural nelivery Carriers Du~ie£

and

R.&ponsibili~i.c,

A.thad Handbook, M-21,

-At least 15 days before the start of the count, postaasters will hold joint conferences of supervisors and rural ~arriers to discuss these procedures and instructions. w Review of this case revealed before the count, the postage due mail was Dot being bundled and this procedure vas not d15cus~ed duripq the p~e-cQunt conferenee~ It was not until September 10, 1981. t~at the procedure was changed. Therefore, the carrier shall be credited with the sa pieces of post&ge due .ail on his evaluation and shall receive compensation if it is warranted. 114

M-69 Mr. Steven R. Smith

2

Please sign and return the enclcsed copy of this decision AI your acknowledqaent af agree_ent to settle this case. Time limits vere extended br mutual consent. Sincerely,

115

P-59 ~tf.S~

. .-. .,.~ ..II ...

z- ...... -c ::I u.uua. ; a ••••••

UNncOSTATESPOSTAlSER~CE 475 LI£n'ant Plaza. SW Wuhingwn. DC lO26O

Ka.rch 11. 1982

Mr. Dallas Fields Director, Labor Relations National aural Let~er Carriers' Associat.ion Suit.e 1204

1750 Pennsylvania Avenue, N. W. Washin9ton, D. C. 20006 Re:

Union

Bilton. NY 14468 B8R-2W-C 11821

))ear Mr. Pields: On February 9, 1982, we met with you to discuss the above-captioned grievance at the fourth step of our -~on:~aetu41

grievance procedure.

The mat.ters presented by you as well as the applicable contractual provisions have been reviewed and given careful

consideration.

It is our mutual understanding that under the circumstances of ~b1s grievance/no rQral carrier has been 1nstructea to attempt door aelivery of all postage~ue mail. ~he !-1 Handbook does require the rural carrier to sign a postage-due 109. when ~.c.ivin~ poc~a9.-du • .ail. . ...

..

We mutually agreed to resolve this grievance on the above basis'.

Please sign the attached copy of this deeision as your acknowledgment of aqreement to resolve this case.

Sineerely,

Dallas N. '-elds Director, Labor Relations

National Rural Letter Carriers' Assoeiati.on

116

Mailer Services: Treatment of Mail 507.1.4.1

Exhibit 1.4.1 USPS Endorsements for Mail Undeliverable as Addressed ENDORSEMENT

REASON FOR NONDELIVERY

Attempted - Not Known

Delivery attempted, addressee not known at place of address.

Box Closed- No.Order*

Post office box closed for nonpayment of rent

Deceased

Used only when known that addressee is deceased and mail is not properly deliverable to another person. This endorsement must be made personally by delivery employee and under no circumstance may it be rubber-stamped. Mail addressed in care of another is marked to show which person is deceased.

Delivery Suspendedto Commercial Mail Failure to comply with bOR Receiving Agency

through b08, 'j<9':3.

IIlegible*

Address not readable.

In Dispute*

Mail returned to sender by order of chief field counsel· (or under SOB, -1 ,0 and because of dispute about right to delivery of mail and cannot be determined which disputing party has better right tomai!.

Insufficient Address*

Mail without number, street, box number, route number, or geographical section of city or city and state omitted and correct address not known.

Moved, LeffNoAddress

Addressee moved and filed •no change-of-address order.

No Mail Receptacle*

Addressee failed to provide a receptacle for receipt of mail.

No Such Number*

Addressedtononexistent number.and correct number not known.

No Such Office in State*

Addressed to nonexistent post office.

No Such Street*

Addressed to nonexistent street and correct street not known.

Not Deliverable as AddressedUnable to Forward

Mail undeliverable at address given; no change-of-address order on file; forwarding order expired.

Outside Delivery Limits*

Addressed to location outside delivery limits of postoffice of address. Hold mail for out-of-bounds. customers. in general· delivery forspecified •period unless·addressee filed order.

Refused*

Addressee refused to accept mail or pay postage charges on it

Returned for Better Address *

Mail of local origin incompletely addressed for distribution or delivery.

Returned for Postage

Mail without postage or indication that postage fell off.

Returned to Sender Due to Addressee's Man returned to sender under false representation order and lottery order. Violation of Postal False Representation and Lottery. Law* Returned to Sender Due to Addressee's Mail returned to sender under false representation order. Violation of Postal False Representation Law* ReturnedtoSender Due to Addressee's Mai/returned to sender under lottery order Violation ofPostal Lottery Law* Temporarily Away*

Addressee temporarily away and period for holding mail expired.

Unclaimed*

Addressee.abandoned or failed to call for mail.

Undeliverable as Addressed, Missing PMB or# Sign

Failure to comply with 508, '1.9.2e,.

Vacant*

House, apartment, office, or building. not occupied. (Use only if mail addressed 1I0ccupant.")

* Alternative addressing formats may not be used on the following: Express Mail pieces; mail with any special service; mail sent with any ancillary service endorsement; mail sent to any overseas military post office. When an alternative addressing format is used on Periodicals pieces, the publisher is notified of nondelivery only for those reasons marked with an asterisk (*).

Domestic Mail Manual • Updated 1-3-08

801

117

~

UNrrEDSTi!TES

~ POSTi!L SERVICE

Mr. Randy Anderson Director of Labor Relations National Rural Letter Carriers' Association 1630 Duke Street, 4th Floor Alexandria, VA 22314·3465 Re:F95R-4F-C98086042 Class Action West Sacramento, CA 95799-9998 Dear Mr. Anderson: On several occasions, the most recent being November 15, 2002, we met to discuss the above-captioned grievance at the fourth step of our contractual grievance procedure. The issue in this. grievance is whether the rural carriers were entitled to additional credit during the 1997 mail count for being required to return mail from full mailboxes. Specifically, after the initial occasion a mail box becomes full and mail is returned to the office, is credit appropriate if carriers are required to continue to deliver mail to the box, then return that mail when the mailbox is full again. The parties agree that generally when a mail box initially becomes full, the mail is removed from the box and returned to the office where it is held with subsequent mail for that address. However, the parties agree that if the rural- carrier was required to continue to deliver mail to the box and was subsequenUy required to remove the mail from the full box again, that route will be credited with one mark-up tor each full box of mail returned during the mail count beyond the initial pull. Accordingly. we agree to remand this case to the parties at Step 3 to determine if the carriers in the instant case are entitled to the additional credit. If the parties are unable to agree on the appropriate remedy,1he Union may appeal the appropriate remedy issue to arbitration. Please sign and return the enclosed copy of this letter as your acknowledgement of agreement to remand this case. Sincerely,

uL;) ~ """ IfWilliam Daignauit Contract Administration (NRLCAlNPMHU) Labor Relations

~~) Director of Labor Relations National Rural Letter Carriers' Association Date:

<175 L'~ FV.zA SN W/.Sl*GTOH DC 20260·4100 _.USPS.co.;

/..
It

~-t.

.1•

118

~

I!a

Shipment Confirmation Acce lance Notice

UNITED STIJTES POSTIJL SERVICE ®

Note To Mailer: The labels and volume associated to this form the

online, must match the labeled packages being presented to the uspg@ employee with this form.

Shipment Date:

_

_

From:

Shipped From: Name

_

Type of Mail Priority Mail Service® Express Mail Service®­ Service®--------------------------J

t----~~----------------------

International Mail· ­ ------------

Other ­ ------------.-

._ ..

------

­ - - - - - - -

·Start time for products with service guarantee and items receive individu

ase scen upon pickup or receipt of mail. Leave form with customer or in customer's mail receptacle.

USPS SCAN

11111111111111111 IIII

91500268 3733 10000001 14

PS Form

5630. November 2006, PSN 7530-{)8-000-4335 119

-=- UNITED STATES

~ POSTAL SERVICE

Mr. Randy Anderson Director of Labor Relations National Rural Letter Carriers' Association 1630 Duke Street, 4th Floor Alexandria, VA 22314-3465 Re:

J95R-4J-C 02108477 Class Action Gaylord, MI 49735

Dear Randy: On several occasions, the most recent being May 7, 2004, we met to discuss the abovecaptioned grievance at the fourth step of our contractual grievance procedure. The issue of this grievance is whether a violation of the National Agreement occurred When management curtailed parcels during a mail count. therefore preventing the carrier from making a second trip to load the delivery vehicle. After reviewing this matter, we mutually agreed that no national interpretive issue Is fairly presented in this case. Nevertheless, we mutually agreed that the following will constitute full and complete settlement of this grievance: The parties agree that the method 'of placing mail into or on a conveyance used to transport mail from the carrier's case to the delivery vehicle should be done in a manner that promotes operational efficiency. However. the decision to curtail parcels distributed to the carrier , solely to prevent authorizing' an additional trip to load the delivery vehicle during the mail count is Inappropriate. Based upon the circumstances of the Instant case, the parties agree that no further action is necessary. Please sign and retum the enclosed copy of this letter as your acknowledgment of agreement to settle this case. Sincerely,

~ National Rural Letter Carriers' Association

4TS L'EN;iHr P\..AzI. SN w ~ DC

202tlO-4100

120

iii=!!I!I UNITED STdTES

~ POST~LSERVICE

Mr. Randy Anderson Director of Labor Relations National Rural Letter Carriers' Association 1630 Duke Street, 4th Floor Alexandria. VA 22314-3465 Re: J95R-4J-e 02114117 Class Action Adrian, MJ 49221-9998 Dear Mr. Anderson: On several occasions, the most recent being January 30, 2004, we met to discuss the abovecaptioned grievance at the fourth step o~ our contractual grievance 'procedure. . .The issue of this grievance concerns the use of stopwatches by Nral carriers during a mail count During our discussion, we mutually agreed.that the following will constitute fuJI and complete settlement of this grievance:

,/

Managers must conduct and record all time measurement required for loading vehicles and other suitable allowance functions. However, there Is no contractual prohibition concerning a Nral carrier substantiating the accuracy of these time measurements. It is agreed that Nral carriers may use a stopwatch for this purpose; however, the use of a stopwatch or any timing device should not disrupt the count, create additional allowance credit or delay the canier in their scheduled duties. This agreement would also apply to carriers who wish to observe the mail count on theIr relief days or on days they are in a leave status as provided for in the M-38, Management of Rural Delivery Services, Section 526.23. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle this case. Sincerely,

Randy An Director 0 abor Relations National Rural Letter Carriers' Association Date:

47!l t.:&
w~

_.USPS.COM

/ - 30 -0

l/ 121

irIW·UNITEDST4TES

"I'OST~LSERVICE

March 23. 2004

DISTRICT MANAGERS SUBJECT: Use 01 Edt Books on Rur8I Routes

In January 1997 a rnemqrandwn was sent to all distrtct managers concerning the use Of Edit Books on nnI routes. This memorandum lnducIed revisions to Handbook PO-603 and a series of questions and answerS addressing Nral CBITfer concems regll'dlng use of .the Edit Book and the CLASS labels. Attached are revisions to. those questions and answers. These have been revised following consultation between the Postal ServIce and the National RInl Letter Carriers' Association. Several questions have been deleted because they no longer apply to the Edit Book process and many answers remain unchanged. Questions concernklg the use of "8-, -N", and V codes have been plac;ed first. as these seem to be causing the greatest concern among rural carriers.

If you have any qUestions concerning thls matter, pIe8se contacI Robert West at (202) 268-3551 or Cathy Perron

at (202) 268-4130.'

.

~~ Acting Manager Delivery Support

Attachment

cc: Managers. Delivery Programs Support (Areas)

475 L"ENF~ PLAZA SW WASHlOGTON DC 20260

_.lJSPS.c:ew

122

RURAL ROUTE EDIT BOOK 1. When I. "S- (for P.O. Box). "Noi (for non-c:leUvery) and "V" (for vacant) u.ed In the 1821 code block for rural route.? .

.

Customers residing along a rural route nne of travel who receive P.O. Box delivery In lieu d rural delivery are not Included ., the rural box count and their residence Is not recorded on the edl sheet with a -8"' code. Therefore. the "8- code Is not utlized on 1UI81 routes. Addresses that rn on the route line d tnweI but not delivered. such as local P.O. Box customers. shall be recorded as code "N". However. deliveries recorded with an -N" wlI appear on both the edit Sheet and case labels. To suppress the addreII from the carrter case labels. the use of cell sizes with the following standards wi cause the address not to print on the labels. but will ~ retained on the edit sheet

•

8O-vaeant adc1ress8s

•

81-PO Box IhrDwbBcks

•

82-1ntema1 add...- (gated communities) 83-futln dellvertes

•

All d the 80+ enlries to the eel size field wil appear with a pound sign (t#) In ceH size on edit sheets. Because the use d a V code slgnlftes a vacant address and these addresses are not recorded in rural delivery untB the vacancy is In excess d 90 days. the V code will not be used on rural routes. onCe the vacancy Is In exc.s of 90 days. the 'N' code would be recorded and the 80 cell size noted. mantalnlng the address on the edit sheet. but not on the case label.

2. Will caRie,. be I'8qUlred to have non-delJvery locations; I•••• a perman.ntly vacant hCRJSe. people who have polt oftIce box.., etc., Included In the Edit Books and listed on the cue labe..? While it is desirable to have all addresses on a rural route line of travel Included In the Edit Book. there Is no requirement for these addresses to appear on the case labels. n stated In the answer to quesUon 1 above. addresses that exist on the rural route line of travel but are not delivered by the carrier must be coded with an -N-In the 1621 column. Use of the appropriate 80 entry in the ceU size field will keep this address from appearing on the case label. In those instances where the carrier Is required to complete a review d the Edit Book and record an nondelivery locations. compensation wal be provided In the form d auxiliary assistance or by utlJzing Fonn 8127.

3. When the Edit Book f, returned to the delivery unit. 1,1t to be kept at the carrie". case so that chang•• can be entered dally? Yes. The Edit Book is normally kept at the carrier's case for easy access. The Edit Book does not have to be speciaRy secured within a post office however, they may only be removed from the office for official business use such as maintenance. route inspections, etc. The edit sheets within the Edit Book may not be duplicated except for purposes authorized by management.

123

4. Can rural carriers cut and ..... on CLASS case labels? Rural carrierI who ~ ~ custoiner name to assist them In casing the mal may write the customer name(s) on a.ASS labels. To enst.n easy eccess to the CLASS labels, rural ruutes 81'8 not requi'ed to utilize the plBStic I8bel guards which restrict access to the labels limiting their abUIly to wrtIe new ack:Jrelses or customer names on the labels. However, If the new selfadhesive labels . . utftlz8d these must be placed on the outside or the plastic label guard. Cutting or labels is generally prohibited unles. the carrier casing equipment being used will not accommodate CLAS$ (case ledgeslseperations do not confonn to Address Management Service ofIice product cepabllty) or the case requires new labels tnvnedlat8ly and cutting Is the only solution to have the IaI*s In proper order or sequence. Canien conc:emecl ~ culling label. may do so where multiple addresses are being added and labels must be shifted to allow for the new deliveries to be placed in the appropriate location on the Iile or travel. Crn should be taken to ensure blank s~ are left where new ~eIJveries have a potential to be added in the near term and to minimize the need to cut labels.

lab.

5. Are rural carriere going to be required tD ~mple" the -Add Sheer' In the Edit Book? No. The carrier wi normally nat be required to complete the Add Sheet. The Add Sheet Is . usuelly utIizad when large groups Gf new deIiv8rieI are added to the roUte .. at once. As., example. 8 manager may want to add an 8pII1ment project to a rouIa but wi ftag the new deliveries with an ~. code such 1m. 81 the carrier reports the customers are moving There Is also a Line of TI1IV8I (LOT) WOI1cIheet Ih8t Is Intended to be used for route adjustments and canter line of trBveI changas. ThIIInformaIIon Is normaIy CQq)Ieled by the manager ar a designated IndlYldual. Rural carrierI wli wrIe new deltv.'y Information on the Maintenance .. Wor1<sheet during those periods that the Edit Book Is at the AMS unl, being Input and haWlg new Jabels generated. However, If carrierl81'8 requi'ed to complete the Add Sheet. appropriate compensation for thIs type of work must be provided at the time it occurs. This compensation could be In the form or auxUlary assistance or by utilizing Form 8127.

una

n

6. Are carriers required to make corrections on edit sheets for chang.s due to route adjustments? No. C8rTIers WI'I normally not make edI sheet changes associated with route adjustments. This Is a managerhent responslbDIty. If carriers 81'8 required to make route adjustment changes on the edit sheets, appropriate compensation for this type of work must be provided at the time it occurs. This compensation could be in the form ofauxilJary assistance or by utilizing Form 8127. 7. Who 1s responsible for making chang.. (and maps) becaus. of a new street on the route? . Management is responsible for makrlg these changes. If car.rters are required to make map changes, appropriate compensation for this type of work must be provtded at the time It occurs. This compensation could be In the form of auxiliary assistance or by utilizing Form 8127.

124

8. Will nam.. be prtnted on CLASS I.els " they were Included In the additional Information block?

Only carriers that ordwed customer names with Ihei' initial CLASS label order wi have the names printed on their labels by'address management. Names wtI not be added at a later date unless management determines that It is necessary to Include a name(s) on the label for clarification purposes for a specific individual address or group of addresses. Names may be discontinued from the labels when the carrier initially ordering names Ie8ves the route. Csrriers not eligible for pre-prfnted names on the ClASS labels may hand .write names on the labela or use some form of stlck-on label applied to Ihe CLASS labels to annotate Ihe names. 9. By what m.ans will a record of additions or deletions of d.,Iv.". be kept?

carriers will record box additions end deletions on Itie edit sheets Included In the Edit Book. When the Edlt Book Is submitted to Address ~t S)8tems (AMS) for rnaHenance, can1erw wi record box additions. deletions end ch8nges on the Mamtenance WOl1csheet. ThIs sheet mey be confaned In the EdI Book and must be tIIk8n out 8I'ld kept at the CIII'Iter C8I8 when the EdI Book has been aubmIIIed for revision. When Ihe new Edt Book II received. CIIIrienI wID r:t:IfIY II ch8nges from the Mainterwlce Work8heet ontD the new edt sIieIta In the edit Book. CopIes of the Route St.mmary Pagel may be kept to ensan that changea In the number of boxes on the route 8/'8 property I'IICOI'ded on the front of PS Form 4240. RurIlI Canter TIme Sheet. and submItI8d on PS Form 4003. 0fftcIaI Rur8I Route~. The aY'8I'8g8 weekly Ime associated with addlllonal work requhd for all forms corttalll8d n the Edl Book wi be bult Into the route evaluation to enstn appropriate compensation. Whle Edit Book work may not be performed during the mag count period, en average weekly tme assoclaf8d with the additional work required will be recorded as appropriate. 10. Does compl.tlng the edit sh..ts only apply to routes receiving automated man? No. The Edit Book process and edit sheets will be used on all rural routes.

11. Because red Ink Is supposed to be used on edit shHts, will pens be provided? Annotations made to the edit sheets should be made In red Ink. Red 10k Is suggested because It is more noticeable to the persons inputtilg the data. If necessary, other colors may be used. However, these colors should contrast with ~e btack print on the white pages of the edit sheets. Red peni will be provided wherever Edit Books are In. use. Carriers are not responsible for providing red pens. .

12. Are the,.. any plans to us. the edit shHts to trigger an Interim adjustment? No. The address management database does not Interface with the route lnformsUon data base used for pa)'l'Oll purposes.

125

13. Is there an under~dlng th. management must return the edit sheets, nWllabel., summary sheet&, etc:. In a timely manner and In the order submitted? Yes. Management expects to be able to process most Edit Books In approximately 15 days. Each edit Book contains a tracklng sheet which wi! show when a book was submitted to AMS and when It was returned. Books wi! generally be processed In order of receipt unless a special change is required in a particular officeIzone which would cause that office to be expedited•. 14. If not r.turned In a timely manner, will the carrter be compensated for any extra work required by the delay In mana~enl's action? . . WhUe the Edit Book Is WNBy being processed. ~ will track changes on the MairUnance Sheet. If the books are processed In a timely manner, a minmal number of addresses should be on these addIdelete sheets and the transfer of this data to the·new edit sheet and the new case labels should be minimal. If processilg has been delayed so long that the new labels and new edit sheets would require extBn81ve rewartcing to make them usable, then compensslIon for the C3rier1' addftionaI etroI1i IhoUId be provtded.. ThJI compenlBIion could be In the form of auxiliary assls1ance or by utilizing Form 8127.

15. What crIt8rIII would management nonnal.y u.. to determine to have the canter do the edit sheets on an _ needed basis? Normally edit Book submission for the purpose of Incorporating edit sheet changes should be made at the time the change occurs. It Is expected that when a new addressees) is recorded it should be submitted at least on a monlhly basis. More frequent submissions might be necessary where delivery addJtions and deletions are extensive. 16. Will management be allowed to have carrie,. review the edit sheets .ach wHk? Weekly review of edit sheets will not be required where the c8rr1er proper1y maintains the Edit Book Blid appropriate worksheets.

17. How will c.rie... be compensated for reviewing the edit .h.ets? An average weekly time required for the edit Book and associated worksheet additions. deletions and reviews will be Included In Column R tirne for the route during t!,e mal count 18. What Is the summary or history shHt? The route History sheet Is actually the Route Summary Sheet, which is usually included as the last page of the edit sheet for a route. The Route Summary Sheet Includes the most current route data as reflected by the edit sheet. at the time It Is returned to that office.

126

K-ll.50 WoR

RELATIONS

. . UNITED ST!l.TES

~ POST!l.LSERVICE

.'

Mr. Leo J. Root Director of Labor Relations National Rural Letter Carriers' Association 1630 Duke Street, 4th Floor Alexandria, VA 22314-3465 Re:

F91 R-4F-c 98024591

G. MILLER SAUNAS, CA 93907-9998 Dear Mr. Root: On several occasions, the most recent being December 29, 1998, we met to discuss the above-captioned grievance at the fourth step of our contractual grievance procedure. The issue in this grievance is whether the grievant is entitled to a credit for time obtaining and returning an LA key during mail count when she has no other accountables. During our discussion, we mutually agreed that the following will constitute full and complete ~ettJement of this grievance. Management should have given the grievant credit for time used during mail count to obtain and retum an LA key when she had no other accountables. In the instant ease, the additional time would not have affected the mail count evaluation, therefore. no adjustment will be made. Please sign and return the enclosed copy· of this letter as your acknowledgement of agreement to settle this case. Sincerely,

bjBQr··~d--

William Oaign;Uit Contract Administration (NALCJNRLCA) Labor Relations

~ ~. / , .~4. Leo J. Root Director of Labor Relations National Rural Letter Carriers' Association Date:

475 L'ENFAHT PUoZA SW WAlIHINQTON DC 20260-4100

/h9h7 ~~4

127

.

:",n

1lOS~

.

.~. •-R _ , .•I

-=: .......

~

UNITED SWES POSTAL SERVICE Ubor AIIatianI Departrnlnl

m

L:lnIMI PIazL SW

WuhingUln. DC 20280-4100

ftr. Steven a. Saith Director of Labor aelations National Rural Letter Carriers' Association Suite 100 1448 Duke Street Alexandria, VA 22314-3~03

t.fAR 23 198$

ae:

Local Sequia, RA s4a-Sa-C

98382

~7608

Dear JIIr. Saith: On several occasions, the .ost recent being Karch 8, 1989, we aet to discuss the above-captioned grievance at the fourth step of our con~ractual grievance procedure. The issue in this grievance il vbether or not aanageaent at the Taco.. sse properly disallowed tiae given in the 1987 aail count for answering custaaer phone calls and window tiae. Daring our discussion, ve .utually agre.d that the following constitutes full and co.plete settleaent of this grievance: The carriers vill be given credit for tiae originally given for answering custoaer phone calls and window tiae with cu.to.ets. The ter•• of this ag.reeaent are noaprecedential, nonci table, and apply only.to this grievance. Please sign and return the enclosed copy of this letter as your ackuowledgaent of agreeaent to settle this case. Sincerely,

'~~:jiC~·.- C~ef

fturiel Aikens Arnold Grievance , Arbitration Division

-~"1 ~/~

Steven R. SalEh Director of Labor Relations National aural Letter Carriers' Association (Da te )

(:.'.~ ~

3 '989 128

;;w UN"EDSTIJTES

~ POSTIJLSERVICE

Mr. Randy Anderson Director of Labor Relations National Rural Letter carriers' Association 1630 Duke Street, 4th Floor Alexandria, VA 22314-3465 Re: EOOR-4E-C 04086896 Class Action Bemidji, MN 56601-9998 Dear Mr. Anderson: On several occasions, the most recent being September 23, 20OS, we met to discuss the above-eaptioned grievance at the fourth step of our contractual grievance procedure. The Issue in this grievance is whether additional time may be credited to a rural route during a mail count In accordance with Section 535.12.r(1) of the Po-603 for scanner retrieval and retum. After reviewing this matter, we mutually agreed that no national interpretive issue is fairiy presented In this case. The parties agree that the MOU regarding the MDCD scanner, dated January 15, 2003 supersedes all previous MOUs regarding MDCD scanner use. The parties further agree that the one minute per day to pick up, set up and retum the MDCD scanner is an elemental standard which is part of the evaluated system, which may not in every instance be adequate for an indMdual carrier, but when examined collectively, represents a fair standard. It is expected that it may take some carriers more than one minute to perform this function whIle it may take others less than one minute, yet all receive the standard time. The parties further recognize that 535.12.r(1) of the P0-603 allows claIms for a reasonable time allowance under unusual circumstances for services rendered on a daily or weekly basis that are not aCCX)unted for under the normal work functions. Therefore, additional time may be allowed for the pick up, set up and retum of the MDCD scanner when it is determined that unusual conditions exist Accordingly, we agree to remand this case to the parties at Step 3 to determine if unusual conditions exist on the routes in question. If no agreement is reached the union may appeal this grievance to area arbitration.

475 L'&I;tHr Pvv. &N W ~ D C 20260-4100 _.I.SPS.COW

129

Please sign and return the enclosed copy of this letter as your acknowledgement of the agreement to remand this case. Sincerely,

~JtW< nctrar 'e Labor Relatials Speclatist Contrad Administration (NRLCA)

Date:

Randy Director Labor Relations National Rural Letter Carriers' Association

9-30-OS

130

~

UNITEDSTIJTES

~ POST4L SERVICE

Mr. Randy Anderson Director of Labor Relations National Rural Letter Carriers' Association 1630 Duke Street, 4th I=/oor ~xandria,VA

22314~3465

Re: QOOR-4Q-e 04101548 Class Action Washington, DC 20260-4100 Dear Randy: On several occasions, the most recent being June 21, 2004, we met to discuss the above-captioned grievance at the fourth step of our contractual grievance procedure. The issue in this grievance is whether a memorandum distributed by an area office concerning the proper recording of Safety/Service Talks during the rural carrier mail count violates the National Agreement. During our discussion, we mutually agreed that the following will constitlJte full and complete settlement of this grievance: The parties agree that the January 21, 2004 memorandum from the Area official does not violate the National Agreement. Nevertheless, the parties at this level have made minor modifications to ensure the memo is not improper1y interpreted. The memo·with the modifications is printed below: It is important that all rural carriers receive an appropriate level of emphasis on both safety and service from local managers. Delivery unit mlnagers and supervisors must conduct one 'aU inclusive' talk each week that Includes safety and any other required talks such as, but not limite"d to service and security concerns. The actual time for this combined weekly required talk must be recorded In minutes and seconds for the purposes of the national rural mail count and recorded in Column R, Other Suitable Allowances. Further, these talks should be given on a -rotating days' basis (such as Saturday one week, Monday the following week) to assure that as many carriers as possible receive this information. The evaluated compensation method calls for crediting roraJ carriers

with average workload based on the most recent count. To that end, all activities that recur on a dally or weekly basis must be included in the route evaluation. Ukemail v.olume, these combined talks will vary from week to week as compared to the count period, but no additional payment will be appropriate on PS Form 8127 unless there is a nonrecurring event, such as a required 30-mlnute safety video. However, 475 L:ew- Pv.v. SoN W.r.IHNGTCN DC ~ 100 _.lIl'S,CCIIoI

131

management must ensure that the average weeldy time for the an inclusive talk during the rest of the year does not differ greslJy from the average weekly time required during the mal count period. Example: During the mail count, combined service and safety talks account for an average of 8 minutes, but during a non-count week a total of 12 minutes was used to conduct that week's combined talk; in this instance, no additional compensation is due. However, if in addition to the talk that took 12 minutes, a 3D-minute safety video was also shown, a 3D-mlnute payment would be appropriate on PS Form 8127. Similarly, when less time Is used as compared to the count period, no changes in compensation would be appropriate. Districts must disallow PS FORM 8127's that claim credit for insignificant deviations from the time used during the count. However, additional compensation on PS Form 8127 would be appropriate for a non-recurring event. Please ensure that all rural delivery offices are advised of this policy and are in compliance. The parties agree that the above area policy of combining daily and/or weekly service talks with safety talks in the mail count is permitted, but not required. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle this case. Sincerely,

,;~a;'."tr iiilam signa1{lt

Labor Relations Specialist Contract Administration (NRLCAlNPMHU)

Randy Director Labor Relations National Rural Letter Carriers' Associatioh Date:

zPBjoi

132

8-5.30 LABOR RB.ATIONS

ifr!!1!!f UNfTED STIJ.TES

I!iii POSTAL SERVfCE Mr. Randy Anderson Director of Labor Relations National Rural Letter Carriers' Association 1630 Duke Street, 4th Floor Alexandria, VA 22314-3465 Re: JOOR-4J-C 03140433 Class Action O'Fallon, MO 63366-9998 Dear Randy: On several occasions, the most recent being March 9, 2005, we discussed the abovecaptioned grievance at the fourth step of our contractual grievance procedure. The issue in this grievance concerns the time to be recorded in Column R, Other Suitable Allowance, on Form 4239, Count of Mail (Rural Route), for a safety talk during a mail count. Specifically, when does management begin and end the timing of the safety talk. During our discussion, we mutually agreed that the following will constitute full and complete settlement of this grievance: The time to be recorded for a safety talk during a mail count begins when the manager makes the announcement for the carriers to report for and/or pay attention to a safety talk. The recording of time ends when the manager informs the carriers that the talk has ended. The provisions of this settlement are effective immediately and do not grant payment of back pay claims for such employees previously affected. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle this case. Sincerely,

Randy A e son Director 0 Labor Relations National Rural Letter Carriers' Association Date:

3-;l3-0S

475L'~~SW

WA5Hl«lTON DC 20260-41 00 WIM.USPS.r::DM

133

134

8-5 2

Mr. Steven R. Smith

Pledse sign dnd return the enclosed copy of this letter as

your acknowledgment of agreement to settle this case. Time limita were extended by mutual

~onG.nt.

Sincerely,

.aLd.. . l.-~~ d t,,{t~'I'/.1 Andrea B. W11son

~rievance

Division

, Arbitration

Steven R. Smith Director, Labor Relations

National Rural Letter Carriers' AIIsociai:ion

135

'--.

. . UNITEDST.4TES ~ POST.4LSERVICE

Mr. Randy Anderson Director of Labor Relations National Rural Letter' Carriers' Association 1630 Duke Street, 4th Floor Alexandria, VA 22314·3465 Re:

OOR-4E-C 02161832 Class Action Pequot, MN 56472

Dear Randy: On several occasions, the most recent being May 7,2004, we met to discuss the abovecaptioned grievance at the fourth step of our contractual grievance procedure. The issue in this grievance is whether man~gement violated the National Agreement when management did not include the time in Column R during the 2002 mati count that rural carriers used to place/deposit hold mail at the designated hold case. During our discussion, we mutuaUy agreed that the following will constitute full and complete settlement of this grievance: The parties agree that when there is a centralized location for hold mail other than at the carriers' case, the carrier may receive credit for one trip to that designated location, including the placing/depositing of mail or bundles of mall on or into the provided equipment, and the actual time should be recorded in Column R. Other Suitable Allowances. However, no time will be recorded for the separating/casing of individual mail pieces on or into the provided equipment at the designated location. This function should be performed at the carrier's case. Based upon the circumstances of the instant case, the parties agree that no further action is necessary. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle this case. Sincerely,

;Judith Stokowski Contract Administration (NRLCAlNPMHU) Labor Relations

.@:h~) ~bor Relations Rural Letter Carriers' National Association

Dale: 475 L:&9Nr PI.RA sw W~1ON DC 20260-4100 _,LJJPll.COhl

~

2 200'1' 136

M-70.10 ~

UNITEDSTLJTES

I!ifiI POSTi1L SERVICE Mr. Randy Anderson Director of Labor Relations National Rural Letter Carriers' Association 1630 Duke Street, 4th Floor Alexandria, VA 22314-3465 Re:

EOOR-4E-C 02250463 Class Action Gig Harbor, WA 98335.9998

Dear Randy: On several occasions, the most recent being March 10.2005, we met to discuss the abovecaptioned grievance at the fourth step of our contractual grievance procedure. The issue in this grievance is whether management violated the National Agreement by disallowing time in Column "R~, Other Suitable Allowance, on PS Form 4241, for time recorded during the 2002 mail count for carriers to place mail in the designated throwback case. After reviewing this matter, we mutually agreed that no national Interpretive issue is fairly presented in this case. The parties have previously agreed (Step 4 settlement dated 6-5-01, F95R-4E-C 00077733) that all rural carriers will receive actual time on a daily basis for one trip to and from the throwback case, inclUding the time to deposit the mail. The time recorded in Column R does not include time to separate mail at the throwback case or for additional trips, unless these trips are required by management.

/

The grievance file in the instant case indicates that the routes in question are entitled to credit that was disallowed. Accordingly, the disallowed time will be restored to the evaluation of each route in question effective May 4,2002. Arty compensation that may result will be prompUy paid. Please sign and return the enclosed copy of this letter as your acknOWledgment of agreement to remand this case. .Sincerely,

udith Stokowski labor Relations Specialist Contract Administration (NRLCA,-NPMHU)

Randy Ander Director of La .r Relations National Rural Letter Carners' Association Date:

475

3#0 IDS: /

L:er- P!.NA '!;oN

WA$4NGTON DC 20280-4100

137

C-111 lABoR ~

RB.ATlONS

UNITEDSTI3TES

'-ifj POST13L SERVICE

Mr. Randy Anderson Director of Labor Relations National Rural LeUer Carriers' Association 1630 Duke Street, 4th Floor Alexandria, VA 22314-3465 Re:

E95R-4E-C 01259718 D. Rayfield Ellington, MO 63638-9998

Dear Mr. Anderson: On several occasions, the most recent being September 27,2002. we met to discuss the abovecaptioned grievance at the fourth step of our contractual grievance procedure. The issue in this grievance is whether management improperly redlined the time credit in Column R during the 2000 mail count that was associated with loading the satchel for dismount delivery. During our discussion, we mutually agreed that the following will constitute full and complete settlement of this grievance: A rural carrier that uses a satchel for dismount deliveries will be provided time in Column R to load that satchel on the route if there is a requirement to load the satchel more than once in any given work day. Loading the satchel for the first dismount, or if the satchel is used only once, should be done at the time of pulldown and strap out and there would be no additional time credit provided. In the instant case, the additional time credit would not have affected the mail count evaluation; therefore, no adjustment will be made to the route. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle this case. Sincerely,

William Daigne It Contract Administration (NRLCAlNPMHU) Labor Relations

~ Director of Labor Relations National Rural Letter Carriers' Association

475 L'E",FANT PLAZA SW WASHINGTON DC 20260-4100 WIYN.USPS.COM

138

C-28

Kr. St.ven I. Salth Dir.ctor, Labor aelationl National Bural Letter C.rriers' Alsoei.tion 4th Floor 1'30 Dule Str•• t Alexandria, VA 22314-3465

.e.

17a-ZI-C 27514

Cl••• Action L.xinfton, IC

29072

D.ar IIr. Salth:

on ' ••er.l oecalionl, the aa.t recent beln, Karch 1~, 1991, w••• t to di.cul. the above-captioned ,rie.ance at tb. fourth step of our contractu.l 9rievance procedure. Th. i ••ue In thi. ,rie.anc. i. wheth.r rural c.rrier. who are required to file ror.. 3575, CbaDge of Addr••• Card., are entitled to c08pen.ation. DuriDg our di.cu••ion, ve autuallf a,r••d that the fol1owiD9 constitute. full ••tt1e..at of tbl. grie••nce. Hor••11y, rural c.rri.r. are not requir.d to file ror.. 3515 aftlr r.turn fro. co~tlrilid Forwarding Sflte. or Central R.rt-up. Bow.v.r, if they .re required to ..lntain auch ricarda, .n appropriate ti., credit ault b, ,l••n. '1•••• lign aad r.turn the enclos.d copy of Chi. deci.ion al your acknowledg.ent of .fr••••nt to .ettl. thi. c••••

Ti•• limitl vere extended by mutual

COD•• nt.

Sinci rely,

'u,,~()..~~c.~J. Kuriel Alk.na Arnola Grievance .nd Arbitration Division

~/:'/~

s~s.i£il

Director, Labor a,lation. Rational Rural L'tta~ . Carrier.' A••ociation

--139

C-30 iir§I UNITEDST47ES

"IIOnaLSEIMCE

JIr. Lao Root

Director of Labor RalatiODS .ational Rural La~c carriers' laaoeiation 1428 Duke Street Alexandria, VA 22314-3499 :Re: Guy Sauer

'1D.VDSE ern HI 1l71l-4!l-c 21551

Dear I!r. Root: On July 20, 1994, you .et with Andrea Wilson in a

prearbit:ration discussion ot the above-reterenced cases. '!'he issue in this qrievanca is wbethar the grievant should have received addi'tioDal credit tor verification ot chang-a ot address labels applied to PS faa 3575 attar it vas re'turned trODl the computeriZed :ronrardinq Syst_ (elS) operation. Darinq the discasaioD, it was autually qreed. that 'the tollowinq would rapreset full and complete .ettl_nt ot this

c:aaa. Verification ot the adrk_ libel appUed },y the as unit 1:0 a =anqe of add:Aaa card is not 1ncluc1e4 in tJle chaDg-a of address staztdard t1ma allovanca. The work ...ociated. with this allowance pr.c1a~ the exiat:anee ot t:tuI as operation, aDd this tunction is DOt incorporated into the current stanciard allowance. . Where the curier is required to verity the chanqa of address card attar its return from tha as operation, ti:me should be iDeluded in any nJ:)saquezrt _il CQunt for tJlat verification. Plus8 siCJD and ra'turn the enclosed =py at this latter as your acknowle~t at .eemant to settle the above-captioned. case and remove it .trOll the pandinq Datioaal arbitra'tion listiDq. Time liJIits were extend.ed by JIlUtual consent. Sincerely,

Leo J. Director, Labor Relations National Rural Le1:1:er car.riers' Association, _AFL-<:IO 67S L.....' JI'_ SIN oc 2llZlIlI

WAIi _

Date:

I

(J

I

In. I/9'lf 140

. . UNITEDSTJJ.TES

~ POST.ALSERVICE

Mr. Randy Anderson Director of Labor Relations National Rural Letter Carriers' Association 1630 Duke Street, 4th Floor Alexandria, VA 22314-3465 Re:

E95R-4E-C 00056816 ClassAdlon Vakina, WA 98903-9998

Dear Mr. Anderson: On several occasions, the most recent being July 23, 2002, we met to discuss the above.captloned grievance at the fourth step of our contractual grtevanca procedure.

The Issue in this grievance is whether Management violated the National Agreement by disallowing entries under Column R. Other Suitable Allowance, of the Fonn 4241 for removal of antl-fatlgue mats and p1atfonns from the floor in order for custodial maintenance of the wortt area. During our discussion, we muluaDyagreed that the following wli constitute fuB and complete settlement of this grievance: Pursuant to Sec:Uon 535.12.r. of the Rursl Carrier DutIes & ResponsIbIIJtJes, Handbook PO603, a reasonable time allowance may be claimed for services rendered on a dany or weekly basIs, that are not accounted for under nonnal work functions. The parties agree that there Is no requirement for the PO$ta1 servtce to provide antl-fatlgue (stress) mats for use by the rural carriers. However, if this equipment Is provided by the Postal 8ervIce and the can1ers are required. on a,regular basis, to remove these mats from the floor to allow for custodial maintenance, then an appropriate time credit for performing this function will be provided. Accordingly, we agree to remand this case to the parties at Step 2 to detennlne whether such a requlr8ment exists and If so, the appropriate time credit to be added to the evaluation of each route. Please sign and retum the enclosed copy of this letter as your acknowledgment of agreement to remand this case.

Raridy Director of Labor Relations NatJonal Rural Letter CarTlers' Association

Date:

475l:~ FtozA

sw

WASHNi!'G'f DC 20260-4100 _.IJSI'S.CCM

g-«./- O:k 141

. . . UNITEDSTIJTES . .POSTIJLSERVICE

Mr. Randy Anderson Director of Labor Relations National Rural Letter Carriers' AssocIation 1630 Duke Street, 4th Floor AJexandria,VA 22314-3465 Re: JOOR-4J.C 04149356 Scroggins DeKalb, IL 60115·9998 Dear Mr. Anderson: On several occasions, the most recent being July 15, 2005, we met to discuss the abovecaptioned grievance at the fourth step of our contractual grievance procedure.

The issue in this grievance is whether the rural carrier should have been granted time in Column R, dUring the 2004 mail count, for time required to wait at train crossings. After reviewing this matter, we mutually agreed that no national interpretive issue is fairly presented in this case. Nevertheless, the parties reaffirm that: A reasonable time allowance may be claimed for unusual conditions, or for other services rendered on a daily or weekly basis, that are not accounted for under the nonnal work functions. Such authorized time allowances are to be recorded in Colurm R on PS Form 4239, Rural Route Count of Mail. Accordingly, we agree to remand this case to the parties at Step 3, for application of the above principle to the Individual fact circumstances. If no'agreement is reached the union may appeal this grievance to area arbitration. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to remand this case. Sincerely,

~kit

Sandra J. S oie Labor Relations Specialist Contract Administration (NRLCA)

Randy Director of bar Relations National Rural Letter Carners' Association Date:

-H

~ 1, r1J~I)S

415 L'EwNfT PwA SW w~

DC 20260-4100

_.lSPS.COW

142

. . UN"EDST.4TES

~ POST.4L SERVICE

Mr. Randy Anderson Director of Labor Relations National Rural Letter Carriers' Association 1630 Duke Street, 4th Floor Alexandria, VA 22314-3465 Re: EOOR-4E·C 02168812 Class Action Yakima, WA 98903-9998 Dear Randy: On several occasions, the most recent being August 27, 2004, we met to discuss the above-captioned grievance at the fourth step of our contractual grieva~ce procedure. The issue in this grievance is whether the loading function during the 2002 national rural mail count was properly credited for rural routes in the Yakima•. Washington. office. During our discussion, we mutually agreed that the following will constitute full and complete settlement of this grievance: Section 535.12 Q of Handbook PC-603. Rural Carrier Duties & Responsibilities, states in part, -Enter the time spent transferring mail from the carrier's'work area to the vehicle. This time should include taking mail from the work area to the vehicle, placing mail in the vehicle, and returning the equipment to a designated locatio,,: If the designated location is the parking lot, loading tim!! ends when the vehicle is loaded and the equipment is at the location in the parking lot designated by management. If the rural carrier chooses to utllize'the available equipment in the parking lot when returning to the office to assist in unloading the vehicle, no additional credit is warranted. However, if management requires the carrier to use and/or relocate the equipment when retuming to the office, the time associated with transporting the equipment from the parking lot to another designated location in the building should be credited during the mail count. .

(75 L,'!:>F.- F'w.o sw W.-oH DC 2026D

143

-2Accordingly, we agree to remand this case to the parties at Step 2 to determine whether the routes in question are entitled to additional credit If the grievance is not resolved at Step 2, the Union may appeal the grievance to Step 3 and arbitration, if necessary. Please sign and return the enclosed copy of this letter as your acknowleQgment of agreement to remand this case. Sincerely,

iJ6~, ... iI-

William Daigneat Contract Administration (NRLCAlNPMHU) ,-abor Relations

Randy n Diredor 0 aOOr Relations National Rural L,etter Carriers' Association Date:

,~4
144

· 0-54 RECEIVED Ju IQ t82 UNITED STATES POSTAL SERVICE

NRLCA

_.1..... DC..-

QI~""""""_'

January 19, 1982

Mr. Dallas N. r1e14. Director, Labor "lations Hational Rural Letter Carriers' Association 1750 'ennsylvania Avenue, III Silite 1204 .ashin9ton, DC 20006 .. :

'l" • Wan-en

Kadi.m, WI

53707

aU-tJ-e-443

Dear Mr. Fields: December 17, 1981, we met on the' abo"e-captiofted grievance at the fourth step of our contractual 'grievaftee procedure.

Oft

~e satters presented .. -.11 as the applicable contractual provisions have been reviewed and given careful coa.1deration.

The question in ~is grievance 18 whether or DOt aanag. .nt violated the Bational Igre. .ent by requiring rural carriers to cross lawns clurine) clia-oanu, particularly, in apar1::JUDt complexes. It is the palia!, of the po.~ Service that where 11&11 1s to be aelivered by foot betvea aelige1:1' poinu, suctl aelivery

shall be accomplisbed as efficiently .. po.aible. !bi• • e&DS c=o••iDCJ laws, u detem1net5 by aaD&g. .ent, vbere safe to do ao aDd the custoaer do•• DOt object. Accordin91y, as ve find no violation of the Bational Agr....nt, this grievance is clenied. Sincerely,

~~Z-..

~Euge'ne

tabor Relations Department

145

. 0-57 "..~

•••.~.•s• I ..... ;

·........ - .

RECEIVED

UNITED STATES POSTAL SERVICE

HRLCA

4JIL~"",,1W

........... DC . .

iUi J'

l83

Karch 4, 1983

Mr. Dallas H. Field. Director, Labor Ralatiofts "tional Rural ~tt'r Carriers' Association 1750 Pennsylvania Avenu., H.W. Suite 1204 Washington, D.C. 20006 Re'

Clus Action Lexington, ICY USll Bla-4tr-C 7060

Dear Mr. rields: On January 6, 1983, we aet. to discus. the above-captioned at the fourth st.p of our contractual grievance procedure.

9~1evance

The matters pr.sented as vell as th. applicabl. coDtractual provisions bave be.n revieved and giveD careful coDsia.ration. 'l'h. question in this 9t'ievanc. is vb.tber or not. management violat.d the 1981 National Agr....nt wh.n it required rural carri.rs to walk coaplet.ly aroand their .ehicl.s Ift.r returning from a diSlOunt delivery witbout immediat. compens.tion. Tbi. occurred aft.r the lat.lt route evaluation. Local a&n&g•••nt's polition i. that tb. time and actual foot.g. for this activity i. to be r.cordedJ bown.r, additional coapensation cannot be paid ~atl1 an incr.... of two full hours of evaluation 18 r.ache4 in accordanc. vith Articl. 30, S.ction l.B~ll.(a)•

•• IIUtually agr••4 that the disaount allowanc. v.. intended to reduce tb. actual time .ntrie. aad. on the Fora 4241 and va. a•• i9ned to b. applicabl. in tb. majority of disaount situations. In this cue, walking coap1et.ly around tbe vehicle vas not a part of the dismount allowanc. &I d.t.raiD.a by the latest ro~t. evaluation. !her.for., if the rural carrier v1l1 b. r.quired to perform this r.curri~ work function, th. carrier should b. compen.ated 1n accordance with Articl. 30, Section 1. B .11 (a). Th. work f~nction should be collput.d as part of the

146

0-57 Mr. Dallas N. Fields

2

total round trip d1st.nce Vb.n tbe rout. is counted. Management vill d.t.~in. the tim. requir...nts for the added duty fro. the till. it vas first r~uir.4 until the rout. v•• count.d. Any .ppropri.t. .dju.taent of the evaluated compensation shall be authorize«! • Pl•••• sign and r.turn th• •nclosed copy of tbls d.cis1on as ac:knowle4gaent of 'gl:'e.ent to resolve this c•••• '!'be time liJIits vere utended by mutu.l consent. Sincerely,

~~,IP

~Q7Iug.n.

C

Labor Relations D.partm8nt

fi\ ~A ~<-?1J£~ l ~ P &i R.

Dir.ctor, Labor Relations .ation.l RDr.l Let'er CArri.rs AI.ociation

147

.. M~61.70 UNITED STATES ~AL

~

471 L,..ANT PLAZA."

.

w~aclD8

Kr. %.eo J. Jtoot

cirec1:or ot ~ 181&tioll8 .•ational auni· JAtte .CUrie.· &uociaUon 4th' ·floor 1630 lNke s:tr.e't Alexanc:lria,.VA 2231"-3465

F.EBO 31993. Ie: .BOR-2J-e 4997 •

CLASS ACr1:011' JWtDftOWN n

4000..

Dear Mr. Root: 011 JanUary 22, 1993, wa .et to discus. the a))ove-captioned . grievance at the fourth step of ow:. cOl1trac1:Ua.l CJ2:ievanca procec!ure.." "

-The issue 111 w.s" gri~ 18 whether the Postal service violated the .a'tional ~_ant vheD count1ncJ each sack of collact.iOD ...il" U ODe piece dur!Dg the . .11 count on Z'Ural "rout_ 1 an4 3. " ," The mUon contends that in accorc!a.nce with !landJ:)ook 1'0-603, Part 5~5.12(n) each sackshaUld be gJ,ven a parcel credit.

. It is" t.he position of the Pos1:ai Service that the collected mail propely c:ouirtad 111 accordaDce with the PO-603, Part: .535.12(a). Part 535.12(n) ~s· no relatiqn to this 18ne u the .buncU" iDsiele the -c:ks CQDaiate4 ot le1:1:uo sile Dail, not parcell. ID the" aJ:tleDce ot any contractual violation, ~i8 gri~e i. daDieel." . "

va.

Sincerely,

148

~ UNrrEDS'mTES

"'I'OSJaLSERVICE

Mr. Gus Baffa Director of Labor Relations National Rural letter Carriers' Association 1630 Duke Street, 4th Floor AJexandria, VA 22314-3465 Re: 195R-4I-e99031041 G. Hoffman Saint Peters, MO 63376-9998 Dear Mr. Baffa: On several occasions, the most recent being February 6, 2001, we met to discuss the above-captioned grievance at the fourth step of our contractual grievance procedure. The issue in this grievance is whether management violated the National Agreement. specifically the rural mail count instructions, when a single piece credit was provided for each tub of mail collected from a customer. During our discussion, we mutually agreed that the following would constitute full and complete settlement of this grievance: Part 535. 12.m. of the Rural Carrier Duties & Responsibilities, Handbook PQ-603, defines how to properly credit letters and flats colleded dUring a rural mail count This section states in part, "If mail is received in bundles, count each bundle as one piece. Do not count each piece in the bundle: The parties agree that when a tub of mail is collected it is considered the same as a bundle of mail and therefore. the individual pieces of mail contained in the tub are not counted separately. Part 421.2 requires that carriers deposit mail colleded on the route in the location designated by the postmaster or supervisor. Should a carrier be required to separate the mall contained in the tub collected, the carrier will be provided actual time for separation and placement of this mail in several designated locations. This time shall be recorded in Column R, other Suitable Allowance, on the From 4241. Please sign and return the enclosed copy of this decision as your acknowledgment of

c!~L cathy . Perron Contrad Administration (NRlCAlNPMHU) labor Relations

475 L'CHFNIr PI.AzA SW WAIHIGTON DC 20260

149

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Bc. Ste.ea a. Ia1 th Dlcecco~ of L&ba~ aal.tlaD• ..tloaal aucal Lette, caccler.' As.oclatloa hlta 100 144' DUka Itcaat AlasaDdrla, ~ 2231.-3.03 .e ~

CIa.. Action O.taloo.a, 1& 52577 .4JI-4~-C 332"

.Dea' IIr. saitJu Oft ••veral oeeaaioaa, ~ .aat r.c.a~ b.la. r.braar,r J. It.,, .. _t to disC1l8. tM uoya-capticmad fd.nac. at the fourth .tap of oar coDtractaal ,ri~c. procedure.

fte 1.l1Ie iD thi. ,rhy.c. 1. wb.ther aaap_at Aoulcl r.qalce racal carri.c. to purcba.e thelc .~ .toct aDd cat. pacc.l aD the C'lIstoaac .lde of th. coaatec alOia' wi th cu.toaeca. DaC1Df ouc cSl.cusslaa, .. .atually afc•• d that th. follovla, would cepc••eat a fall ••ttl...at of tbl. c.s.: Rucal carcl.c••ce Got cequlc.d to 90 lDtO the lobby to ceplelal.b tbelc .taap .tock or velfb, c.te aDd aff1z posea,e. vadoa. a11ovuc.. for .~aap. aDd poatiD, of article. lDcorporate th. a'l1I8Pticm that rucal carcler. be.. acc••s to ac.l.s aDd .taap ~ 1••1.....~ vi~~ ,ol., lata ~o lobby.

.to.. .•

~l.a.e

your

siID aDd retucD th• •aclo.ad oopy of thi. lett.c a. of .gc....at to •• ttl. tbi. c••••

actDovl.d~at

'fl•• 11a1ts wce est.Del.d SlDc.rely,

..tual cODnDt.

.

~~~ ADana WUSOD

~

Gci.vaDc. 'ArbitratioD DivisioD

/A"e~ sii th

sE.yea

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Dlr.ctoc of Laboc lelatioD. .atloGal Bvral L.tt.c Clrcl.rs' AlaoclatloD (Dah)

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C-26 LASOi'l RELATIONS

;;;;::'!!§ UNITEDST.oTES

*-ii:I POST/iL SERVICE Mr. Gus Baffa President National Rural Letter Carriers' Association th 1630 Duke Street, 4 Floor Alexandria, VA 23314-3465

Re:

QOOR-4Q C 03056531 Class Action Washington, DC 20260-4100

Dear Mr. Baffa: The parties recently met in pre-arbitration discussion regarding the above referenced case. The issue in this grievance involves a revision to Section 535.12.p. of Handbook PO-603. Ruraf Carrier Duties and Responsibilities. The revision identified those mail pieces that should be recorded in Column p. Registers and Certified Accepted, during the mail count. The parties agree that a rural route will be provided two minutes credit under Column P for each registered or certified article accepted by the rural carrier on that route during the mail count, provided the rural carrier completes anyone of the following items associated with accepting the registered or certified mail piece:

1.

The rural carrier weighs, rates and affixes postage to the article which may involve assistance from a derk. If the carrier accepts payment for the service from the customer and presents the article to a clerk, who weighs, rates and affixes postage; the carrier is still entitled to credit under Column P.

2.

The rural carrier postmarks the receipt, which may involve assistance from a clerk.

3.

The rural carrier endorses and issues a receipt via Form 3800 or 3896, which may involve assistance from a clerk.

The parties agree that if the rural carrier does not complete item 1, 2 or 3 above, a rural route will be provided credit under Column N or 0, as appropriate, for registered and certified articles collected by the rural carrier on that route during the mail count. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle the above captioned case and remove it from the pending national arbitration listing. Sincerely,

4
4/;Lo/~?l..3

475 (ENFANT PLAZA

WA3~I"C;TO"

3 . . bLt> ~ 03

SW

DC 20260·4100

,,"WW.USPS.CO'"

Date:

151

Lt.soR RELATIONS

-=-

UNITEDSTJJTES

~ POSTIJL SERVICE

Mr. Gus Baffa Director of Labor Relations National Rural letter Carriers' Association 1S30 Duke Street, 4th Floor Alexandria, VA 22314-3465 Re:

195R-4I-e 99113048 Class Action Sioux Falls, SO 57117-7500

Dear Mr. Baffa: On several occasions, the most recent being September 15, 2000, we met to discuss the

above-captioned grievance at the fourth step of our contractual grievance procedure.

The issue in this grievance concerns the appropriate time aHowanee for the duties associated with a locked pouch stop (involving less than 50 pounds) when the rural carrier accepts a registered pouch at the same stop. DUring our discussion, we mutually agreed that the following will constitute full and complete settlement of this "grievance: Pursuant to Article 9.2.K of the National Agreement and Exhibit 531.3 of the Rural Carrier Duties & ResponsibRities, Handbook P0-603, rural carriers are prOVided 30 minutes per week time allowance for locked pouch stops. The parties agree that the rural carrier is entitled to an additional 12 minutes per week if the rural carrier accepts a registered pouch each day at the same stop in accordance with Section 535.12.0. of Handbook Po.s03. Please sign and return the enclosed copy of this letter as your acknowledgment of agreement to settle this case. Sincerely,

~=~"tf

William DaigmJlt . Contract Administration (NRLCAlNPMHU) Labor Relations

us Batra Director of La elations National Rural Letter Carriers' Association Date:

'1-- /.!>-- a.¢.

£fteleet:lP8 475 L'fI&
152

. .UNITEOS'mTES

_I'OS'mLSERVICE

Sel)tember 15, 2006 2006

MANAGERS, DELIVERY PROGRAMS SUPPORT (AREA)

(AREA) MANAGERS, HUMAN RESOURCES (AREA) (AREA)

MANAGERS, LABOR RELATIONS (AREA) (AREA)

MANAGERS, HUMAN RESOURCES (DISTRICT) (DISTRICT)

MANAGERS, OPERATIONS PROGRAMS SUPPORT (DISTRICT)

(DISTRICT) SUBJECT: NaUonal and Special Rural Mall Counts Counts

Management, at some postal facilities will be conducting special rural mail. counts

counts beginning September 18, 2006. The purpose of this directive Is to make certain those

those counts, and all subsequent rural mall counts, are conducted In accordance with the

the decision by Arbitrator Dana Eischen in his naUonal award Involving the 2002 rural mail

mail counl This award may be found on the corporate intranet at:

at: http://blue.usDs.govldelivervlruraVrural mall count elschen award.pdf The emphasis of this award is that tile basic purpose of a mail count is an accurate recording of mail count data to determine the route's evaluation. It is not permissible to create, enforce, pUblish, and impose standards or limitations on markups, loading time and other C-column R") time prior to and during the count "so as to make the count data for those targeted elements conform to preconceived Intended outcomes." It has always been tile Postal Service's position that it is unacceptable for either management or rural eaniers to take actions that affect the integrity of the mail count. It is essential that only the actual time be recorded for elements that are timed, and actual piece counts be recorded for elemerJts that are counted. These principles are of central Importance. We recognize that the strategy of establishing benchmarks for columns J, Q, and R predicated on national averages has not been utilized in any SUbsequent mail counts since the 2002 national mall count. This memo is simply Intended to ensure that we continue to management'Mure mall counts without limIting legitimate credit based on actual time or pieces of mall.,

'15 L'ew_ P-..o.v.

sm

W~OC202SO W~OC202SO

153

-2­ -2-

ConsJstent with the above, areas, districts, and subordinate postal facilities shall not establish, expliclUy or ImpliclUy, any caps, ceilings, benchmarks, targets. or thresholds based on averages that may be designed to limit the time or credit for any element of a mail count in advance of or during the mall count However, postal management should continue to take steps to ensure that the most efficient and best practices are followed In every mail count and may continue to target and review legitimate ouUlers or inappropriate credit.

~~;;;:/!;

Contract Administration (NRLCA) Labor Relations

Patrick S. Co d Manager, Rural Delivery Delivery Programs

154