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NRLCA
MAIL COUNT
GUIDE
(REVISED JANUARY 2010)
2010 NRLCA Mail Count Guide
Table of Contents

Sections Page #
2009 Mail Count: Things You Should Know!........................................................... 1-13
Section 1: Mail Count Overview……………………………………………………………………………… 14-20
Section 2: Rural Route Count of Mail……………………………………………………………………… 20-32
Forms……………………………………………………………………………………………………………………… 33-44
Support Documents………………………………………………………………..……………………………… 45-169

Section 1: Mail Count Overview Page #


National Mail Counts 14
Special Mail Counts 14
Rural Route Inspection 14
Inspecting Rural Routes 14
Carrier Responsibilities During Route Inspections 14-15
Box Count 15
Stop Count 15
Family Count 15
Authorized Dismounts 15-16
Preparing to Ride the Route 16
Request to Repair Roads 16
Mailbox Needs Attention 16
Counting Your Own Mail 16
Pre-sort Mail 16-17
Even Flow of Mail 17
Withdrawal of Mail 17
Duties Associated with Withdrawal 17
Number of Withdrawals 17
Required Duties of Carriers Who Do Not Receive the Withdrawal Credit 17
Withdrawal – All or Nothing 17
Not Part of Withdrawal 17
Cutting Straps or Plastic 17
Obtaining Parcel Hampers 17
Pre-Count Conference 17-18
Pre-Count Items for Discussion 18-19
Pre-Count Conference Checklist 19
Summary of Mail Count Principles 19-20
PS Form 4239 20
Should Disagreements Occur 20
Section 2: Rural Route Count of Mail, PS Form 4239 Page #
Column 1 – Letter Size Mail 20-21
Column 2 – Sector/Segment Letters 21
Column 3 – Delivery Point Sequence (DPS) Letters 21-22
Column 4 – Papers, Magazines, Catalogs, Flats, Other Size Mail 22-23
Column 5 – DPS Flats 23
Column 6 – Parcels 23-24
Column 7 – Boxholders 24
Column 8 – Registered Mail, Certified Mail, Numbered Insured, 24-25
Express Mail, Other Accountable Mail
Column 9 – CODs and Customs Due Received for Delivery 25
Column 10 – Postage Due 25
Column 11 – Change of Address (COA) 25-26
Column 12 – PS Form 3982 PARS Label 26
Column 13 – Marked Up Mail Pieces 26-27
Column 14 – PS Form 3821 Completed 27
Column 15 – Non Signature “Scan” Items 27
Column 16 – Loading Time 27-28
Column 17 – Other Suitable Allowance 28-30
Column 18 – Authorized Dismounts 30
Column 19 – Authorized Dismount Distance (in feet) 30-31
Column 20 – Letters and Flats Collected 31
Column 21 – Carrier Pickup “Requests” 31
Column 22 – Carrier Pickup “Items” 31
Column 23 – Ordinary and Insured Parcels Accepted 31
Column 24 – Registered and Certified Accepted 31-32
Column 25 – Money Order Applications Processed 32
Column 26 – Return Receipts 32
Column 27 – Weight of Locked Pouches Carried Daily 32
Column 28 – Reserved 32
Column 29 – Waiting Time 32
Column 30 – Counting Time 32

Forms Page #
PS Form 4240 (Rural Carrier Trip Report) 34
PS Form 4240 Instructions 35
PS Form 4248 (Rural Route Inspection Report) 36-37
PS Form 4239 (Rural Route Count of Mail) 38
PS Form 4239 (Item Descriptions) 39
PS Form 4241-M (Rural Route Evaluation Worksheet) 40
PS Form 4241 (Rural Delivery Statistics Report) 41
PS Form 4241-A (Rural Route Evaluation) 42
Rural Mail Count Information Check List 43
NRLCA Mail Count Disagreement Form 44
Support Documents Page #
Accepting Registered Pouch at Locked Pouch Stop 161
Accountables Accepted on Route (Pre-Arbitration 3-20-03) 160
Address Orientation (Pre-Arbitration 3-19-03) 96
Address Orientation (Step 4 2-3-04) 104
Anti-Fatigue Mats 150
Arrow Key 136
Available Mail (Discarding Mail While Sorting) 55-56
Box/Family Count 51-52
Carrier Pickup 70-75
Carrier Pickup - UPS Parcel Return Service 164-165
CD in Magazine (Arbitration Award 1-12-03) 105
Centralized Delivery 49-50
Certified Mail – Restricted Delivery 119
Change of Address (COA) Maintaining 3575 File 148
Color Code Policy 89
Counting of Catalogs 109
Curtailing Parcels while Loading to Prevent Second Trip 129
Customer Mail Receptacles (DMM – Locked Box) 53-54
Customer Phone Calls and Window Time 137
Delivery to Customer with Post Office Box 122
Designated Location for Loading Vehicle 152-153
Directs 116-117
Dismount Deliveries - Crossing Lawns 154
Dismount Deliveries – Not Required to Walk Around Vehicle 155-156
Do Not Fold or Bend 78
DPS Close Proximity (Pre-Arbitration 3-19-03) 99-100
DPS Letters for Closed School or Business 102-103
DPS - Inverted DPS 167-168
Edit Book (Phillip Knoll Letter and Q & A) 131-135
End of Run Report 98
Express Mail Delivery 120-121
Express Mail - Waiver of Signature 169
General Delivery Not Included in Box Count (12-22-86) 48
Helicopter Flats (USFM 1000) 110-111
Henry Letter (Clarification of Loading & Withdrawal) 61-63
Hold Mail – Place/Deposit at Designated Location 145
Influencing Mail Count 95
Loading Satchel for Dismount Delivery 147
Mail Box Stop Illustration 46
Mail Collected – Face and Depositing 69
Mail Collected in Sacks 157
Mail Collected in Tubs 158
Mail Counts (Accurate Recording of Mail Count Data) 162-163
Mailing Standards for Flats 79-88
Mark Ups 126
Support Documents (Continued) Page #
Non-Rigid “Do Not Bend Or Fold” Articles 114-115
Office Procedural Changes 67
Parcel Hamper – Close Proximity (Pre-Arbitration 3-19-03) 66
Placing/Depositing Mail in MMM Case 76-77
Postage Due Delivery 123-124
Postal Bulletin 21631 (M-38 Revision – Mail Withdrawal) 64
Pre-Sort Mail 57
Replenishing Stamp Stock 159
Return of Mail from Full Mailbox 127
Rigid Article in DPS Mail (Pre-Arbitration 2-6-98) 101
Rigid Article Inside a Flexible Mail Piece (Flowchart) 108
Rigid Items in Non-Rigid Mail Piece (Pill Bottles) 112-113
Rigid Items in Non-Rigid Mail Piece (Step 4 12-13-05) 106-107
Safety Talks – Begin and End of Timing 142
Safety Talks – Regular and Relief Carriers 143-144
Safety Talks (7-28-04) 140-141
Scanner (MDCD – Mobile Data Collection Device) 1-15-03 118
Scanner (MDCD – Mobile Data Collection Device) 9-30-05 138-139
Scanner (MDCD - Mobile Data Collection Device) 8-6-09 166
Second Trip Compensation 90-94
Sequencing Address Cards (Pre-Arbitration 3-19-03) 97
Shipment Confirmation Acceptance 128
Stopwatches for Use by Rural Carriers 130
Template Measurement 68
Throwback Case – Placement of Mail 146
Vacant for More than 90 Days (4-18-83) 47
Verification of 3575 Labels (Pre-Arbitration 10-12-94) 149
Waiting at Railroad Crossings 151
Withdrawal Allowance – Intermediate Office 60
Withdrawal of Mail 65
Withdrawing Mail from Hot Case (2-21-97) 58-59
2010 Mail Count: Things You Should Know!

n accordance with Article 9.2.C.3.a.(3) of the 2006- Mail count basics:

I 2010 National Agreement between the United States


Postal Service and the National Rural Letter
Carriers’ Association, a national mail count will be con-
• Counting all the mail handled by the rural carrier during
the count period.
• Count mail before it is cased.
ducted for twelve (12) working days beginning February • Management must ensure that mail will be counted on all
27 and ending March 12, 2010. days during the period.
• Personnel who have been officially designated to act in a
The following types of routes MUST be counted and are management capacity can perform the rural count. All per-
NOT included in the option-in election process: sonnel responsible for counting the mail must be properly
• All routes in an auxiliary status as of February 10, 2010. trained. Examples of persons acting in a management capa-
• All vacant regular routes with no regular carrier assigned city are:
as of February 10, 2010. --A clerk or a city or rural carrier acting in a
management capacity (204-B), Officer In Charge (OIC)
Article 9.2.C.3.a(3) also states, “...The only other routes to --A Postal Operations Administrator (POA) and a
be counted will be those in which either the Employer or the Postmaster Relief (PMR).
regular carrier opts for a count.” --Other non-employee personnel contracted by the
USPS to count mail.
Option In Election Period - Through February 10:
In 2010, a national mail count will be counted for twelve It is unacceptable for either management or rural car-
(12) working days beginning February 27 and ending riers to take actions that affect the integrity of the mail
March 12, 2010. All vacant and auxiliary routes will be count. It is not permissible to create, enforce, publish,
counted. The only other routes to be counted will be and impose standards or limitations on markups, load-
those in which either the Employer or the regular carri- ing time, and other (“column R (17)”) time prior to and
er opts for a count. The mail count will be effective at the during the count “so as to make the count data for those
beginning of the second full pay period in the calendar targeted elements conform to perceived intended out-
month following the count. come.”
• Any regular rural carrier wishing to have their route Ref: September 15, 2006 directive from Postal
counted must inform their manager and should request, Headquarters on National and Special Counts (pg 162-
complete, and submit a copy of the 2010 National Mail 163)
Count Rural Carrier Option In Election Form, no later
than February 10. Management will date the form upon Observing the count:
receipt and provide a copy to the regular carrier. • Regular carriers may observe the count on their relief day.
• Management may opt to count individual regular • Regular carriers may not observe the count if they are on
routes by completing the 2010 National Mail Count sick leave, LWOP in lieu of sick leave, or on limited duty.
Employer Option In Election Form. A copy of the com- • Carriers who observe cannot participate in any office
pleted form will be provided to the regular carrier. duties.
• If the regular carrier is out of the office for any reason • Carriers who observe must not interfere or disrupt the
and unavailable to receive a copy of the Option In count.
Election Form, the carrier will be provided a copy of the
completed form when they return to the office. Label/address orientation for purpose of determining
• Local management should provide copies of Option In mail piece dimensions: For the purpose of the mail count,
Election Forms to the district in accordance with local the width of the mail piece will be defined as the dimension
procedures. perpendicular to the address label. Therefore, a mail piece
• Failure by either party to exercise their option in elec- measuring 5 1/2 inches by 7 inches would be recorded as a
tion by February 10 will result in a route not being flat if the label or address on the mail was placed parallel to
scheduled for the mail count. the 5 1/2 inch dimension. In this example, the 5 1/2 inch

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dimension would be considered the length because the label with the additional trip(s) will not be recorded on the mail
orientation is parallel to the 5 1/2 inch measurement and the count forms; however, the associated mail piece(s) will be
7 inch dimension is the width because the address is per- recorded appropriately for the intended route and compen-
pendicular to the 7 inch measurement. sation for the additional trip(s) will be granted as provided
Ref: Pre-Arb, Q95R-4Q-C-02102188 Washington, DC (pg in Pre-Arbitration settlement C95R-4C-C 98023318.
96)
50 Foot Rule, this rule ONLY applies to three (3) cir-
Computerized 4239: If using a computerized version of PS cumstances: If the round trip is over 50 feet, the differ-
Form 4239, the carrier still must receive a copy of the man- ence is multiplied by .00284 minutes and credited in
ual form for verification. Both copies should be returned to Column 17.
the carrier daily.
1. Parcel retrieval: If the parcel hamper is not within 50
Reloading/Unloading Time (18 minutes week): This time feet (round trip) the route will be provided additional
will be automatically credited on the PS Form 4241, similar credit for only the distance beyond 50 feet.
to other fixed credits such as stamp stock and personal time. 2. DPS Mail retrieval: Routes, whether or not they
case their DPS mail, will receive additional time if
Do Not Fold or Bend: Any non-rigid article, whether prop- required to retrieve their DPS mail when the location is
erly prepared in accordance with the DMM or not, that can- greater than 50 feet (round trip) from the closest edge of
not be cased with other mail without damage to the item the case to the staging area. The 50 foot rule applies.
should be credited in Column 6 as parcels. 3. Return from the route trip to the accountable cage:
When carriers return the accountable items to the
Mail Pieces that Contain Rigid Articles: In accordance accountable cage in the afternoon and the round trip
with a Step 4 settlement, F00R-4F-C-03096043, the parties exceeds 50 feet, the 50 foot rule applies.
at the national level agreed that the overall dimensions and Ref: Step 4 E95R-4G-C 99088097 Humble, TX (pg 66)
rigidity or flexibility characteristics of a mail piece deter- Ref: Step 4 D9R-4D-C 01037982 Louisville, KY (pg 99-
mine whether the article is a parcel rather than any particu- 100)
lar item enclosed within that mail piece.
What are some common items credited in Column 17?:
Scanner Setup Time: The scanner setup time of 6 minutes • Trips to: Throwback case, CFS placement (if not com-
per week (1 minute per day) will be credited automatically bined with another paid function), holds if not at the case,
in the same manner as personal time, withdrawal allowance, accountable cage in the morning if you have no accounta-
etc. (No longer entered in Column 17). bles and have to retrieve arrow key.
Column 8: Includes all Registered, Certified, Numbered • If an additional trip is required to a designated location to
insured, Return Receipt for Merchandise, Express Mail, and deposit “MMM” mail, the additional trip, including plac-
Signature Confirmation, including foreign items that are ing/depositing the mail or bundles of mail on or into the pro-
prompted for a PS Form 3849 by the scanner. vided equipment is compensated in Column 17. (No time is
given for casing or separating individual mail pieces.)
Delivery Confirmation Scans: These mail pieces were Ref: Step 4, B95R-4B-C-02237945, North Reading, MA (pg
previously credited at 18 seconds each in Column 17 for 76-77)
the scan function and also credited as a parcel or flat, as • Collecting mail from a collection box.
appropriate. A Delivery Confirmation mail piece is now • Actual time to complete additional edit book duties pur-
credited in both Column 15, Non-Signature Scan Items for suant to the PO-603 revision, beyond the time that would
the scan function and also in Column 6 (Parcels) or have been required on the back of the PS Form 4240. The
Column 4 (Flats, etc), as appropriate.
actual time required to perform the edit book duties must
2nd Trips: This applies when carriers are required to per- be recorded in Column 17 (beyond the time that would
form an additional trip(s) to the street due to mail that could have been required on the back of the PS Form 4240).
not be accommodated on the first trip, either due to the vol- While edit book work may not be performed during the mail
ume of mail, the physical size of the parcels, or insufficient count period, an average weekly time associated with the
room in the delivery vehicle. Should an additional trip(s) be additional work required will be recorded as appropriate.
necessary during the mail count period, the time associated • Carriers may be required to face and deposit mail that is

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credited in Column 20 in a designated location upon return- DPS for a Closed School or Business: Credit for DPS
ing to the office. If more than two locations are required, closed school or business letter mail, whether cased or taken
time credited to Column 17 is appropriate. to the street, will be credited in the following manner:
• Safety/Service Talks: Actual time used during mail count. • Credit will be given in Column 1, Letters, for each piece
Normally, this will be 5 minutes per week. An additional when there are seven pieces or less,
time credit must be given to the route if management elects • Credit will be given in Column 6, Parcels, for one parcel
to repeat a weekly safety talk for relief employees or a car- when there are eight pieces or more, and
rier who was not present for the first one. • These mail pieces will not be deducted from Column 3,
• Any other required reoccurring daily or weekly activity DPS Letters.
not credited elsewhere on PS Form 4239. A closed school or business is defined as one that is closed
on a recurring basis, usually weekly, and does not have any
DPS Riffling Process and Error Retrieval for Mail method of delivery available on the day the school or busi-
History Tracking System (MHTS): With the introduction ness is closed, which would require the carrier to bring the
of the Mail History Tracking System, the DPS riffling DPS letter mail back from the street.
process includes MHTS error retrieval, as detailed below: No additional riffling time should be credited to identify
• ROUTES THAT DO NOT USE BREAKER CARDS - and/or hold out this mail.
Carrier chooses a few intervals in each DPS tray, then
checks one or two mail pieces before moving further along Fletters: Letters run on the automated flat machines and
in the tray to provide assurance that DPS mail is in the prop- found in flat tubs (6 1/8” & under), will be counted as let-
er sequence. During the riffling process, carriers will also ters.
retrieve any errors as identified by MHTS. Credit for this
work is measured by actual time recorded in seconds in Flats Processed on UFSM 1000: On PS Form 4239, each
Column 17, Other Suitable Allowances. entry in Column 4 for flats received from UFSM 1000
equipment should be circled. Prior to totaling Column 4 on
DPS MAIL/AUTOMATED MAIL: PS Form 4239, total the circled entries, and place the result-
Inverted DPS: 1 additional DPS letter is credited in ing number in the Comments section of PS Form 4239.
Column 3 DPS Letters for every 4 DPS Letters received Multiple this number by .175 (17.5 percent) and round to the
inverted. Appropriate credit will be added to the DPS nearest whole number. This calculation should be written
total by rounding down to the nearest whole number. out in the Comments section. Transfer the result of this cal-
Ref: Pre-Arb E00R-4E-05035960 Prior Lake, MN (pg culation to Column 4 as a separate entry and place an aster-
167-168) isk next to this entry. This will signify that the route has
received the additional credit for the flat volume.
Flat size pieces, 6 1/8”: Letters over 6 1/8”, found in DPS,
will be counted as flats (no double credit). Column 16, Loading Vehicle
End of run reports: The end of run report (for DPS Rural carriers receive credit for the actual time used to:
Letters Only) will be used for the DPS count provided there • Transfer mail from their work areas to the vehicle.
are no obvious errors. Either party may verify the machine • Place the mail in the vehicle.
count. Do not use the end of run for flats. • Return the equipment used to a designated location.
DPS Holds, Forwards, Mis-sorts, etc: Any DPS mail • Loading time must be recorded in minutes and seconds.
brought back that was otherwise not deliverable, will • If mail is placed directly into equipment used to take mail
receive additional credit in Columns 1 or 4 as appropriate. to the vehicle, loading time begins when carrier begins to
If fewer than 2,400 pieces of DPS mail are averaged per move the mail to the vehicle.
week during the entire mail count period and/or the route • If mail is not placed directly into the equipment used to
was not validated (for those routes counting under DPS for take mail to the vehicle, loading time begins when the carri-
the first time) before the count as meeting the 98 percent er begins to load the mail into the transport equipment. This
quality threshold, mail processed as DPS will be recorded as applies in situations where the carrier is required to load
sector/segment in Column 2 on PS Form 4241 (Rural mail from the floor or other location into a hamper or gur-
Delivery Statistics Report), or if it does not qualify as sec- ney for transport to the vehicle. A common example of this
tor/segment mail, recorded in Column 1, Letter Size. is box-holder mail, which is not ordinarily cased. Loading
time would include the time needed to place box-holder

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bundles into a gurney or hamper. It would also be applica- Form 3982 and sends it to CFS/PARS. When the yellow
ble if, because of space restrictions, the carrier is required to label is received back, the route would be credited in
strap out mail; place it on the floor or case ledge; and then Column 11.
transport it to a gurney or hamper at the end of the carrier Example 2: Carrier receives a PS Form 3575 during count
case aisle. and is required by management to process the COA. The
• In offices where the carrier does not withdraw mail, the carrier completes the form, writes the information on the PS
required final withdrawal from the designated distribution Form 3982 and sends it to CFS/PARS. The yellow label is
case, or other equipment, will be accomplished in conjunc- not received during the count; no credit in Column 11 or
tion with the loading operation, and the actual time required 12 would be given.
included in loading time. Example 3: Carrier receives a yellow 3982 label during the
Does not include time to arrange parcels in delivery count. The carrier was not required to previously do any-
sequence. thing with that COA. The route is credited in Column 12.
If you make more than one trip, time does not stop while Example 4: Carrier completes a PS Form 3575Z or 3546
you are loading the gurney for the second or third trip (does during the count. When the yellow label is received the route
not include time to pull down mail). is credited in Column 11. If the yellow label is not received
Loading time ends when you finish loading the vehicle during count, no credit is given.
and return your equipment to the designated location.
Column 13, Mark Ups
Column 11 and 12, Change of Address and PS Form The time allowance for this column is .25 minutes per
3982 PARS Label entry (15 seconds)
The time allowance for PS Form 3982 PARS Label (yellow Credit one mark up for each BUNDLE of the
label from CFS) related to change of addresses (COAs) will following:
be 15 seconds for each PS Form 3982 label received during › CFS Machineable/CFS Non-Machineable
the mail count (recorded in Column 12) unless the carrier is › Insufficient Address (IA)
required to perform any additional duties of completing any › Unendorsed Bulk Business Mail (UBBM & OUBBM)
of the following forms and/or writing on the PS Form 3982. › Excess box holders
In such instances, the route is credited for the COA in › Unable to Forward (UTF) formerly Forwarding Order
Column 11 (2 minutes). Expired
PS Form 3575, Change of Address › Attempted Not Known (ANK)
PS Form 3575Z, Change of Address (Carrier › No Such Number (NSN)
Generated) › No Such Street (NSS)
PS Form 3546, Notice to Change Forwarding Order › No mail Receptacle (NMR)
There is no double credit for any single COA. Receipt of the › Vacant (VAC)
yellow 3982 label triggers the credit. If the carrier receives › Refused (REF)
a 3982 label and simply peels it off and sticks it on the PS › Illegible (ILL)
Form 3982, the route is credited in Column 12. If the carri- › In Dispute (DIS)
er is required to write the address on the PS Form 3982 › Temporarily Away (TA)
while processing the COA order (3575, 3546, 3575Z), then › Unclaimed (UNC)
the route is credited in Column 11 when the yellow 3982
label is received. Credit one mark up for each PIECE endorsed:
Note: Under PARS, the carrier should not be processing › No Record Mail
3575s received from customers unless required to do so by › Deceased (DEC)
management. These forms should remain in the mail stream › Transcribing information on the PS Form 3982-R
(credited in Column 20 as a piece collected) and go directly › Other required individual carrier endorsements in DMM
to PARS for processing. If the manager requires the carrier 507.1.4.1, as appropriate and other undeliverable mail the
to process (in any way) the 3575, 3546, etc., then the route postmaster or supervisor requires the carrier to individually
is credited in Column 11 when the yellow label is received. endorse.
Example 1: Carrier receives a PS Form 3575 before count Carrier Pickup: Credit will be given in Column 21 for each
and is required by management to process the COA. The carrier pickup request received through the carrier pick-up
carrier completes the form, writes the information on the PS web application. Each item picked up (Express Mail,

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Priority Mail, or International Mail) through the carrier form a scan of the customer’s manifest (PS Form 5630).
pickup web application will be credited in Column 22. During the mail count, each Shipment Confirmation
This includes all the duties in the office and on the street Acceptance Notice will receive a credit for each scan in
associated with the carrier pickup request. Column 15.
› Customers are limited to one carrier pickup request per
day.
Form 3982-R, Rural Boxholder Non-Delivery Request
› Credit in Column 21 for the carrier pickup request even if
the customer has no parcels for pickup. (RBNR): Section 322 of the PO-603, Rural Carrier Duties
› For Carrier Pickup items only (Express Mail, Priority and Responsibilities, has been changed to reflect Rural
Mail, or International Mail), individual credit is given even Boxholder Non-Delivery Request (RBNR).
if the mail pieces are in tubs, sacks, etc. (this does not apply Time will be credited during a mail count in the following
to items credited in Column 20 or 23). manner:
Note: Prepaid ordinary and insured parcels, Merchandise › One (1) markup for transcribing the non-delivery request
Return Service (MRS), and Parcel Return Service (PRS) information on the PS Form 3982-R or annotating or dis-
accepted or letters or flats collected in conjunction with the
carding the form when receiving a reinstatement of delivery.
carrier pickup items will not be included in Column 21.
› Prepaid parcels under two pounds should be recorded in ›One (1) piece in Column 1, Letters, for casing the PS Form
Column 20, Letters and Flats Collected. 3982-R.
› Prepaid parcels weighing over two pounds or any parcel › One (1) piece credited in Column 20, Letters and Flats
left by the customer with the appropriate funds for postage Collected, for bringing the PS Form 3982-R back from the
should be recorded in Column 23, Parcel Accepted— route.
Ordinary, Insured, COD. Carriers must weigh, rate, and
affix postage if management provides the necessary scales Disputes should be settled on the day that they occur if pos-
and rate charts. However, if the necessary equipment is not sible. If disputes are not resolved, detailed documentation
made available, credit for a parcel collected is still given.
with all the specific information (number of pieces, dimen-
NOTE: The carrier cannot be required to stand in the lobby
to purchase stamps or weigh parcels. sions, photocopies, etc.) must be recorded. The carrier
› Merchandise Return Service (MRS) and Parcel Return should not sign the PS Form 4241 verifying the validity of
Service (PRS) mail pieces will be credited in Columns 20 or the count. The carrier must make a dated written request and
23, as appropriate. Upon return to the office, rural carriers give it to their manager. The postmaster/manager will also
will place MRS and PRS items in a designated location to prepare a written statement and both written responses (car-
allow for proper scanning of the piece and proper disposi- rier’s & manager’s positions), with all the pertinent infor-
tion. Any duties beyond placing these mail pieces in the des- mation, is immediately forwarded to the district. The district
ignated location are not included in the credit received in is responsible for providing a prompt written reply to the
Columns 20 or 23.
postmaster advising of its decision. The postmaster/manag-
If a carrier pickup request is completed by other than the car-
rier assigned to the route that day, then the route will not er will provide the carrier with a copy of the written
receive credit for the carrier pickup. It is expected that this response. The receipt of the response from the postmas-
practice has been previously instituted and will continue in ter/manager starts the 14-day clock to file a grievance, if the
the event the assigned carrier is not able to complete the car- carrier is still in disagreement.
rier pickup request due to size and/or space constraints and We must all realize that mistakes can happen and different
management normally assigns that duty to another carrier interpretations may occur over rules concerning mail count
(RCA, TRC, etc). If the assigned carrier is required to devi- procedures. If this happens to you, make management
ate or make a second trip to complete the carrier pickup
aware of the disagreement in a calm professional manner
request, the appropriate credit for the carrier pickup will be
and attempt to resolve it at that level. It is imperative that
credited to the route; however, the time and mileage for the
deviation/second trip will not be. any disagreements should be discussed on the day that they
Shipment Confirmation Acceptance Notice (SCAN)— occur. If reasonable discussion fails, contact your
Related Duties: The SCAN service associated with local/area/assistant or state steward assigned to your office on
Carrier Pickup requires carriers to count parcels and per- the day they occur. Do not wait until the end of mail count.

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2010 National Rural Mail Count Event Dates
The following are some important dates relative to the national count and inspection of rural routes.

Begin the “Option In” period for regular carriers and management.
Where DPS is being introduced, the NRLCA representative and designated USPS manager
1-27-2010 at the unit level must jointly review the DPS sort scheme. Routes must be receiving DPS
mail by this date.
1-27-2010 Rural route inspections may begin.

2-10-2010 End of the “Option In” period.


All vacant regular routes with no regular carrier assigned and all routes in an auxiliary status
2-10-2010
will be scheduled to be counted.
2-12-2010 Pre-count conferences must be completed.

2-26-2010 For routes where DPS is being introduced, DPS quality of 98% must have been achieved.
12-day national mail count begins where management or carrier has opted to count the
2-27-2010
route.
Last day of 12-day national mail count. Inspections for routes being counted must be
3-12-2010
complete.
3-15-2010 Forms 4241 must be totaled at the delivery unit.
3-17-2010 Last day for carriers to review Forms 4241.

4-17-2010 New Forms 4241-A will be completed and sent to delivery units.

4-24-2010 New route evaluations will go into effect.

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2010 NRLCA
Note: Mail
Changes to Count
the guide for 2010 are in bold type.

SECTION 1: Special mail counts must be made during the last twelve
(12) working days in September. Salary adjustments will
MAIL COUNT OVERVIEW be made pursuant to Article 9.2.C.9.

Types of Mail Counts After a route begins to receive DPS flats and once the
There are two types of mail counts: national count and route has passed any qualifications, a mail count will be
special count. conducted in one of the three periods that follow. The
route may be counted in the national count period set
National Mail Counts forth in Article 9.2.C.3 or one of the following special
National mail counts are available to all rural routes mail count periods. A special count may be conducted
during selected count years identified in the current either (1) in accordance with the period established in
National Agreement between the USPS and the NRLCA. Article 9.2.C.11.b of the National Agreement; or (2)
In 2010, a national mail count will be conducted for during the 12 working days in May beginning immedia-
twelve (12) working days beginning February 27 and tely after Mother’s Day. No salary adjustment will be
ending March 12, 2010. All vacant and auxiliary routes made as a result of a special count unless the evaluation
will be counted. The only other routes to be counted will of the route is changed by 120 minutes (2 hours) or more.
be those in which either the Employer or the regular car-
rier opts for a count. The mail count will be effective at Rural Route Inspection
the beginning of the second full pay period in the calen- A rural route inspection is the physical observation of the
dar month following the count. official line of travel, identification of safety hazards,
Ref: Article 9.2.C.3.a.(3) condition of the boxes served, adequacy and quality of
service to the customer and the character and performan-
Additionally, the Postal Service has the right to conduct ce of the carrier. This inspection is to be made by the
a national count of mail for all rural routes during the last postmaster or a designee while accompanying the carrier
twelve (12) working days in September of any year. on the route. This task must not be delegated to craft
Before the Postal Service can schedule a September employees unless detailed to a higher level assignment.
national count, the Union at the national level must be
notified at least thirty (30) days in advance of the com- An inspection must be conducted either during or imme-
mencement of the count. diately prior to a National or Special Mail Count.
Ref: Article 9.2.C.3.a.(4) Ref: PO-603 Section 521
Special Mail Counts Ref: M-38 Section 511
Special mail counts, pursuant to Article 9.2.C.11, will be Inspecting Rural Routes
conducted during the last twelve (12) working days in The purpose of the inspection is to obtain current and
September as a result of one of the following three con- accurate data, including route and delivery conditions,
ditions: number and types of boxes served, minimum stops requi-
1. When circumstances have negated the validity of the red to serve all boxes on the route, location, time and fre-
latest count and evaluation. In this situation, no salary quency of authorized dismounts, and the distance (in
adjustment is made as a result of the count unless the eva- feet) required at each dismount. The route layout is revie-
luation of the route is changed by 120 minutes or more. wed to see if any changes to the line of travel could
2. When an auxiliary route reaches a weekly evaluation improve the efficiency and/or economy of service.
of thirty-nine (39:00) standard hours or more. Additionally, hazardous conditions, situations, and loca-
3. Whenever a 120-minute (2 hours) or more salary adj-
tions must be examined and appropriate action taken to
ustment is made on a route, whether due to a substantial
eliminate or reduce the potential for an accident.
service change or a route adjustment, and the density of
Ref: PO-603 Section 522
the route after the change has been increased to twelve
boxes per mile or more or has been decreased to less than Carrier Responsibilities During Route Inspections
twelve (12) boxes per mile. Rural carriers must travel their route and deliver mail pre-
Ref: Article 9.2.C.11.a cisely as they do the rest of the year. They must inform
the postmaster/designee making the inspection of any

14
2010

boxes that have remained vacant more than 90 days. They number of residents or their relationship. In multi-resi-
should also assist in identifying hazards and/or hazardous dential buildings, each occupied separate unit is counted
conditions on the route and recommend actions to elimi- as a family. On routes utilizing a route and box numbe-
nate or reduce them to the extent practicable. ring system up to five families may use the same box and
Ref: PO-603 Section 524.1 use a common route and box designation.
On routes utilizing a street name and numbering system
If the carrier’s normal vehicle will not accommodate the customers should erect individual mail receptacles.
examiner, he/she may be requested, but not required, to Ref: POM 9 Section 632.526 (pg 51)
supply an appropriate vehicle. Management is responsib- Ref: M-38 Section 516
le for the safety of both the carrier and examiner, and for
ensuring the accuracy of all data collected.
Ref: PO-603 Section 524.2 Authorized Dismounts
The total number of authorized dismounts are recorded
Box Count on a daily basis. For example, a carrier is authorized to
All boxes currently being served and temporarily vacant dismount at a school because of volume. The school offi-
dwellings, apartments, and places of business with a box ce is closed on Saturdays. The route is credited with a
erected, or served via a dismount, which have been dismount Monday through Friday, but would not receive
vacant less than 90 days, are counted as boxes. Do not dismount credit on Saturday. When determining the dis-
count abandoned boxes, permanently vacant buildings mount distance, all entries must be made on the basis of
and dwellings, apartments vacant more than 90 days, the number of trips required by the carrier each day. As in
buildings under construction, or dwellings and businesses the above example, where the school office was closed
receiving delivery solely through general delivery or a on Saturday, on a heavy volume Monday, the dismount
post office box. Do not count collection compartments may require two or more trips. When a carrier dismounts
located in NDCBUs as boxes served. primarily to provide other services, such as delivery
Ref: M-38 Section 515.1 and/or pick up of accountable mail, COD, Express Mail,
Ref: Step 4 H1R-4H-C 12585 Menlo, KS (pg 47) etc., no dismount credit is authorized. Existing time allo-
Ref: Step 4 H4R-4K-C 3738 Polk City, IA (pg 48) wances for accountable mail include time for dismo-
Ref: Step 4 E00R-4E- C 02161678 Chanhassen, MN (pg unting to affect delivery and/or pick up.
49-50) Ref: PO-603 Section 535.12.v
Stop Count Ref: M-38 Section 365
Stop count should only make a difference on routes that Preparing to Ride the Route
are served by using a privately-owned vehicle. The mini- In preparation for accompanying the carrier on the street,
mum number of stops necessary to serve all receptacles it will be necessary to obtain a current PS Form 4003
on the route; i.e., the number of times a carrier must move (Official Rural Route Description) route map, measuring
the vehicle in order to serve all boxes on the route, are device for dismounts, and inspection worksheet for
counted as stops. Where a group of boxes can be served making notes concerning the route, carrier performance,
without moving the vehicle, record one vehicle stop for and to ensure the line of travel and the length of the route
that group of boxes. is correct. This work sheet can also be used to record
safety concerns, condition of mailboxes and to identify
Where boxes are grouped, the determination of stops will
unnecessary travel and roads that need repair. For offices
depend upon the size of the box(es) and the distance bet-
using the Computerized Labeling Address Sequencing
ween the boxes. As a general rule, 2 small boxes may be
Service (CLASS), a current CLASS edit sheet would be
served with 1 stop, provided the distance between the 2
another valuable source document to use during the
boxes is not greater than the width of a small box. Each
inspection. This is the authorized sequence of delivery
large box normally requires one stop.
and should reflect the line of travel on the PS Form 4003.
Ref: M-38 Section 515.2
Differences would be easily identified and corrected to
Family Count ensure accurate information is reflected in the CLASS
For Postal Service purposes, the term “family” is consi- data. The delivery data, regular boxes, and central boxes,
dered the same as “household.” A single residence is a entered in Section II Route Data (PS Form 4248 Rural
household consisting of only one family regardless of the Route Inspection Report), should match the active deli-

15
2010 NRLCA Mail Count

veries reflected on the summary page of the CLASS Edit In the event locks are used on mailboxes, the slot for the
Sheet and the Form 4003. Since the information contai- mail must be large enough to accommodate the custo-
ned in the CLASS database is provided to mailers for mer’s normal daily mail volume. Therefore, if the slot is
preparation of delivery point sequence mail and is also not sufficient to accommodate the normal daily mail
used to generate sort programs for the Delivery Bar Code volume, the carrier will be compensated in Column 17
Sorters (DBCS), using the edit sheets as part of the for the additional time to effect delivery.
inspection process makes good business sense. Ref: M-38 Section 517.2
As a result of the inspection, it may be necessary to sub- Ref: DMM 508.3.2.3 (pg 53-54)
mit a Form 4003 annotated “updated as the result of
inspection” to the district office. Remember, the totals on Counting Your Own Mail
PS Forms 4248, 4003, and the CLASS summary sheet If a carrier wants to verify the data collected they may
should agree. count the mail presented to them. The time to verify or
The mileage check made during a route inspection does count the mail is without compensation.
not change the official route mileage. Route mileage can Time used by the carrier to count mail is recorded in
only be changed by the processing of PS Form 4003 as a Column 30. This time is recorded to ensure it is not inclu-
result of an official route remeasurement, or the addi- ded in the actual time required to serve the route.
tion/deletion of mileage to the route.
Ref: M-38 Section 623 Pre-sort Mail
Undeliverable non-preferential mail, including letters,
Average daily mileage deviation for fueling up the LLV flats and magazines, is not to be held back by distribution
must be added to the route mileage on PS Form 4241. clerks or managers during the mail count.
Ref: PO-603 Section 535.23.h If management wishes to remove plastic wrap, strings,
Ref: M-38 Section 510 bands etc., in order to properly count the contents under
cover or bound, management should only remove enough
Request to Repair Roads
covering or binding as necessary to maintain the integri-
While conducting the inspection, note the condition of
ty of the count. Management should not take missent
road and road shoulders for both city/town and private
mail from these bundles unless this is the standard prac-
roads. Note any area in disrepair that could obstruct deli-
tice in the office and it will be followed all year, or until
very of mail, cause undue wear or damage to the vehicle,
the next mail count.
or present a safety hazard. Management is responsible for
Ref: Step 4 H1R-4B-C 11305 Linden, Ml 48451 (pg 55-
completing PS Form 4024 (Request to Repair Roads), in
56)
duplicate. Retain a copy and mail the original to the
Ref: Step 4 H1R-3P-C 19988 Summerville, SC (pg 57)
appropriate highway official or individual responsible for
the road. If necessary repairs are not made in a reasonab- Even Flow of Mail
le time, management may withdraw service.
Mail should be distributed to ensure a normal flow on the
Ref: M-38 Section 517
day preceding the count period and the last day of the
Mailbox Needs Attention count period. The manager should not schedule extra
Inspect the condition of all mail receptacles during the clerk hours for the express purpose of clearing out mail
route inspection for possible irregularities. The use of an volume prior to the count, and clerk hours should not be
inspection worksheet completed on the route can aid in curtailed on the day the count should end.
this procedure. By using codes, you can quickly identify All simplified address mail (boxholders) which is avai-
mail receptacles in need of repair without delaying the lable at the delivery unit must be distributed to the rural
carrier. carrier during the count period unless a commitment has
PS Form 4056 (Your Mailbox Needs Attention) is desig- been made to a mailer to deliver that boxholder mail on a
ned to notify customers of mailbox irregularities. Upon specific date other than the count period. The mailer’s
return to the office, the postmaster prepares PS Form request must be honored on time value mail.
4056 in duplicate, notifying the customer of the irregula- Carriers who normally case mail upon return to the offi-
rity. The carrier delivers the original to the customer the ce after completing their routes are to continue this prac-
next working day, while the duplicate is kept on file for tice on the day preceding the count and during the count
future reference by the postmaster. period. Carriers who do not case mail upon return to the

16
2010 NRLCA Mail Count

office after completing their routes will not do so on the Ref: Henry Letter (pg 61-63)
day preceding the count, nor during the count period.
Withdrawal – All or Nothing
Ref: PO-603 Section 534
There is no provision for a partial credit for a carrier’s
Ref: M-38 Section 526.4
withdrawal of mail. If a carrier is required to perform a
Ref: EL-902 Article 30.1.A
portion of the withdrawal function, such as dumping mail
Withdrawal of Mail from sacks, then the carrier is entitled to the withdrawal
If rural carriers are required to perform any of the withd- allowance.
rawal duties, they are entitled to the five minutes per day Ref: Henry Letter (pg 61-63)
withdrawal time allowance. When management determines it would be operationally
The withdrawal procedures established for the mail count advantageous to change the withdrawal procedures cur-
should be the same as that which will normally be follo- rently used in a unit, the local NRLCA steward (or state
wed the remainder of the year. steward if a local steward is not available) must be advi-
sed of the proposed change.
Duties Associated with Withdrawal If management proposes a change in withdrawal and the
Number of Withdrawals majority of regular carriers in the unit wish to perform
the withdrawal function, all carriers in the unit will
Upon reporting, the carrier will sweep the distribution withdraw all mail, provided they agree to assume the res-
cases of all letter and flat mail. No more than two ponsibilities associated with daily unit volume recording
additional withdrawals should be made in the morning. (DUVRS). The recording of volume means entering the
Carriers will withdraw mail from distribution cases when daily linear footage of letter and flat mail received in a
a clerk or mail-handler has not placed the mail on their single entry in the “Remarks” section of PS Form 4240
case ledge. All carriers must make a final withdrawal (Rural Carrier Trip Report). In addition, they should
of preferential letters and flats from the designated record the number of box holder sets.
distribution case immediately before leaving for their Ref: Postal Bulletin 21631 (pg 64)
routes.
Not Part of Withdrawal
Upon returning from the route, the carrier will obtain all
letter and flat mail available from the distribution case. Cutting Straps or Plastic
Ref: M-38 Section 352.2 The cutting of straps or plastic wrappers is the carriers’
Ref: PO-603 Section 212.1 responsibility whether they receive the withdrawal
Ref: Step 4 H95R-4H-C 96076679 Largo, FL (pg 58-59) allowance or not.
Ref: Step 4 E00R-4E-C 02146601 Spencer, IA (pg 60) Ref: Pg 478 of NRLCA Magazine August 13, 1983 (pg
65)
Required Duties of Carriers Who Do Not
Receive the Withdrawal Credit Obtaining Parcel Hampers
Carriers who are exempt from general mail withdrawal If the hamper is not located within 50 feet (round trip)
requirements must make a final withdrawal of preferenti- the route will be provided additional credit under Column
al letters and flats from a designated case immediately 17 for only the distance beyond the 50 feet. The distance
before leaving for their routes. Normally the final withd- beyond 50 feet will be credited at .00284 minutes per
rawal will be accomplished in conjunction with the loa- foot.
ding operation. Ref: Pre-Arb E95R-4G-C 99088097 Humble, TX (pg 66)
Ref: PO-603 Section 212.22
If employees other than rural carriers withdraw mail, Pre-Count Conference
they must place it on the carrier’s case ledge as described The pre-count conference is a joint conference between
in PO-603 Section 212.13. Some postmasters require rural carriers and managers. Regardless of the type of
rural carriers to dump sacks and do other things to prepa- mail count, a joint conference must be held at least 15
re mail. In an official position letter, signed by William E. days prior to the beginning of the mail count. (Note: This
Henry Jr., it was clearly stated that if rural carriers are not year the pre-count conference must be completed no later
credited with withdrawal allowance, they should not be than February 12, 2010).
required to dump sacks or perform any of the other duti- Ref: M-38 Section 525.11
es necessary for preparing the mail for casing.

17
2010 NRLCA Mail Count

This is a very important event because it is management’s out.


last opportunity to introduce administrative changes in 7. Cut-off times for mail.
carrier procedures. Once the conference is completed, 8. Implementation of “Directs.”
procedures are locked in throughout the count and by 9. Depositing of CFS mail, hold mail, getting stamp
extension, the remainder of the year, unless correspon- box, etc.
ding changes are made in salary for additional functions. 10. Clerk/Supervisor interruptions for official business,
No changes in carrier work methods, casing equipment, being called to the phone or counter, etc.
or office procedures can be made between the date of the 11. Collection boxes, collection compartments in CBU’s,
local conference and the mail count unless these items and parcel lockers.
were specifically discussed at the conference. 12. Dismounts and dismount distance. Heavy volume
Ref: M-38 Section 525.14 days may require more than one trip.
Ref: Step 4 H4R-4P-C 26467 Columbia, MO (pg 67) 13. Proper credit for collected mail:
It is not necessary that the carriers agree to the proposed › For more than 2 separations
changes; it is necessary only that the proposed changes Ref: Step 4 H7R-4B-C 29248 Rochester, Ml (pg 69)
do not violate Postal Service policy or the USPS-NRLCA › From collection boxes.
National Agreement. › From collection slots/compartments.
Ref: M-38 Section 525.14.a › Bundled mail.
This section does not limit a manager’s right to make › Certified and registered mail.
operational changes at any other time other than the › Express mail.
period specifically stated. › Parcels collected on the route.
Ref: M-38 Section 525.14.b 14. Loading procedures, including time for moving
It is additionally important to discuss count procedures so vehicle if it is not loaded or unloaded where it is par-
that any potential areas of disagreement can be identified ked.
and hopefully resolved prior to the actual count. 15. Intermediate office procedures for routes that work
Rural carriers are well advised to take a pre-count confe- out of more than one office.
rence checklist with them to the local conference and 16. Misthrows.
make notes. 17. Mark-ups.
Any carrier on leave 15 days prior to the beginning of the A. Bundle
count must be conferred with before going on leave or B. Individual
immediately upon return. If operational changes are plan- (Note: Refer to 2010 Mail Count: Things You
ned while the carrier is on leave, the conference must be Should Know and PO-603)
held upon the carrier’s return to duty, when all changes 18. COAs and 3982 labels.
must be explained. (Note: Refer to 2010 Mail Count: Things You
Should Know and PO-603)
Pre-Count Conference Items For 19. Credit for detached-label mailings.
Discussion 20. Locked pouch when transporting unsorted mail from
1. Clarify mail processing procedures on the day prece- one post office to another.
ding the count and the last day of count. 21. High Option/Leave Commitment.
2. How to use rural template for the measurement of 22. Safety Talks (actual time, approximately five minu-
mail. tes). If two safety talks are given, compensation must
Ref: Step 4 H7R-1G-C 5107 Springfield, VT (pg 68) be given for both.
3. Mail withdrawal procedures and recording of 23. Any required functions for Saturday closeouts must
DUVRS if carrier is required to record volume. be credited.
4. Carriers have the right to observe mail count on their 24. Procedures and time values for USPS vehicles.
relief days or when they are on annual leave. Average daily mileage deviation for fueling up the
5. Carriers have the right to count their own mail for LLV must be added to the route mileage on PS Form
verification while in an on duty status. 4241.
6. Review of PS Form 4239 with an understanding of 25. Any local requirement that happens on a regular basis
definitions. Forms must be available to carriers daily, (daily or weekly.)
upon request, before the mail is trayed or strapped 26. Any unique situations.

18
2010 NRLCA Mail Count

27. Delivery point sequence (DPS) issues.


28. Rural Boxholder Non-Delivery Request (RBNR.) Pre-Count Conference Checklist
Ref: PO-603 Section 322.23
(Note: Refer to 2010 Mail Count: Things You The Pre-Count Conference was held
Should Know.) on_________________.
29. PS Form 5630, Shipment Confirmation Acceptance
Notice (SCAN.) The issues have been discussed and agreed
Ref: Sample PS Form 5630 (pg 128) upon as listed.
30. Carrier Pickup Standard
Ref: National Grievance Settlement QOOR-4Q-C
08030088 Washington, DC (pg 70-73)
Ref: Step 4 B00R-4B-C 08348650 Middleboro, MA SAMPLE
(pg 74-75)
31. Service talks (actual time)
32. Proper credit for oversized letter (over 6 1/8 inches) Post Office
processed with DPS mail.
33. Proper credit for missequenced, missorted, missent
“MMM” mail
Supervisor/Postmaster
Ref: Step 4 B95R-4B-C 02237945 North Reading,
MA (pg 76-77) (signature)
34. DPS Flats (FSS)
35. Do Not Bend or Fold items that cannot be cased with Rural Carrier
other mail. (signature)
Ref: DMM 601.50 (pg 78)
36. Additional time to pick up and return scanner if Route
not in conjunction with other activities and not
within a reasonable distance.
Ref: Step 4 E00R-4E-C08212472 Mesa, AZ (pg 166)
the carrier for the time involved.
Summary of Mail Count Principles Ref: MOU Use of End of Run Report (pg 98)
• Mail is credited on the day it is cased.
• Procedures used during the mail count period must
• Mail flow procedures during the count period must
be the same as those used during the rest of the year.
be the same as the rest of the year.
• No changes in carrier work methods, casing equip-
Ref: Step 4 H1R-4B-C 11305 Linden, MI (pg 55-56)
ment, or office procedures are to be made between
• On the day preceding the count period, all mail avai-
the date of the local conference and the mail count,
unless they were specifically discussed at the confe- lable up to the normal “cut-off” time must be delive-
rence. red on that day.
• Regular carriers may observe the mail count of their • All mail available up to the normal “cut-off” time on
own route on their relief days or on days they are in the last day is included in the count and delivered. In
an annual leave status. Any carrier who observes the Expedited Preferential Mail System offices, availab-
mail count must be in a non-duty status. le mail would be cased but not counted upon retur-
• Regular carriers who are observing in a non-duty sta- ning to the office from the route on the day prior to
tus may not participate in office work. the start of the count. Conversely, in EPM offices on
• The relief carrier is entitled to work his/her schedu- the last day of the count, available mail would be
led work days during the mail count period. cased and entered on PS Form 4239 for that day.
• Mail must be counted in the facility where the carri- • Refer to clarification by USPS delivery operations on
er cases the mail, with the exception of DPS mail, how to color code standard flat mail with a requested
which is recorded from the End of Run Report in-home delivery date that is entered at the destina-
(EOR). Either the manager or the carrier may verify tion delivery unit.
the piece count without additional compensation to Ref. October 8, 2008 policy letter from USPS

19
2010 NRLCA Mail Count

Headquarters Delivery Operations on National trayed or strapped out to allow verification. If a dispute is
Color Code Policy – Destination Delivery Unit identified, every attempt should be made to resolve the
Entered (Flats) Mail with Requested In-Home Dates disagreement prior to delivery of that day’s mail. The
(pg 89). postmaster/supervisor, or carrier who conducts the
• Prior to the count period, no extra effort should be count, must sign the PS Form 4239 daily. Remember,
made to deviate from normal mail delivery or pro- daily totals must be transferred to the PS Form 4241. Do
cessing schedules. not wait until the end of the count period to complete the
• Mail must not be curtailed on the last day of the rural delivery statistic report.
count period. Note: After PS Form 4239 (Rural Route Count of Mail)
• Withdrawal procedures in effect at the time of the has been completed each day, the postmaster retains the
count should be the same for the rest of the year. original and the carrier receives a copy.
• Rural carriers always have the right to verify the Ref: PO-603 Section 535.11.b
daily count of mail and all entries made on PS Form In the case of an Intermediate Office, a separate PS Form
4239. 4239 is completed for all services performed at the inter-
• If possible, disputes should be resolved immediately. mediate office and forwarded under cover to the head out
• Unresolved disputes should be thoroughly documen- office daily. The postmaster at the head out office is res-
ted by collecting all of the relevant data. ponsible for consolidating the data from all PS Forms
• Carriers should take the time to verify the data recor- 4239, subtracting the total office time spent at the inter-
ded on PS Forms 4239 and 4241. mediate office from the route time, and transferring all
• Record mail associated with second trips appropria- data to PS Form 4241. PS Form 4241 is not completed at
tely. intermediate offices.
Ref: Pre-Arb C95R-4C-C 98023318 (Mgt option)
Bear, DE (pg 90-94) Should Disagreements Occur
• It is unacceptable for either management or rural Many times there are questionable items and issues
carriers to take actions that affect the integrity of during mail counts. When there are disagreements bet-
the mail count. ween the carriers and managers concerning the proper
Ref: September 15, 2006 directive from postal head- credit of an item, every effort must be made at the time to
quarters (pg 162-163) resolve the dispute. Carriers should make manage-
Ref: April 7, 1999 Bothwell Letter (pg 95) ment aware of each repeated occurrence of disputed
items. When there is a dispute pertaining to a mail piece,
PS Form 4239 an attempt must be made to resolve the issue before the
This form is designed to function as a combination work mail in question is delivered. If carriers are unable to
sheet and mail count record. (Note: Refer to Revised PS resolve the differences, documentation of all informa-
Form 4239 dated January 2009). This important daily tion regarding the item(s) or issue(s) in dispute is cri-
record provides the basic source of mail volume and time tical. Include in the documentation the issue in dispute,
data, which is transferred daily to Form 4241 (Rural the number of articles and any other relevant information
Delivery Statistics Report), and consolidated for the two, such as dimensions that will be helpful in resolving the
three or four week period. disagreement.
(Note: Refer to Revised PS Form 4241 dated February Ref: Mail Count Disagreement Form (pg 44)
2009) SECTION II: RURAL ROUTE
A separate PS Form 4239 is used to record each day’s
count data. The PS Form 4239 is intended to be a work COUNT OF MAIL, PS FORM 4239
sheet and any other additional items such as facing slips,
pads and etc. should not be used. The PS Form 4239 is 1. Column 1 - Letter-Size Mail
the only official record of each day’s count data. The (A) Enter in this column all letter size mail including
postmaster, supervisor, or mileage route carrier respon- ordinary letters, cards, newsletter type mail, and circulars
sible for conducting the count will complete PS Form six and one-eighth (6 1/8) inches or less in width which
4239 daily for each route. can be cased in the separations of the carrier cases. Small
When management completes the PS Form 4239, upon magazines and small catalogs six and one-eighth (6 1/8)
request it will be shown to the carrier before the mail is inches or less in width and 3/8 or less in thickness are

20
2010 NRLCA Mail Count

included in this column. Include detached address labels the count. Management should not take undeliverable
(specifically addressed) for sample merchandise, magazi- mail from these bundles unless this is the standard prac-
nes, and catalogs in the letter count. Note: The maximum tice in the office, and it will be followed all year.
thickness of 3/8 inch applies only to small magazines and
small catalogs. Letter-size mail is whatever fits in the “According to the file, distributors in this local office
width of the case separation in use regardless of thic- normally discarded non-preferential mail of no obvious
kness. All detached address cards (with a specific value when it was recognized as being undeliverable rat-
address) for sample merchandise, shared mail, magazi- her than distribute it to the rural carriers. The parties at
nes, and catalogs are included in the letter count. Step 4 agreed that the discarding of mail in this manner
Ref: PO-603 Section 535.12.a.1 is inconsistent with postal procedure and should be dis-
continued. If discontinuance of this activity resulted in an
The manner in which the address is oriented on the mail increased workload for the carriers, the carriers were
piece will be relevant for the purpose of recording a mail entitled to a recount, if they desired.”
piece during a mail count as a letter or flat. For the pur- Ref: Step 4 H.1R-4B-C 11305 Linden, Ml (pg 55-56)
pose of the mail count, the width of the mail piece will be
2. Column 2 - Sector/Segment Letters
defined as the dimension perpendicular to the address
Enter in this column all mail up to 6 1/8 inches in width
label.
that is processed on automated equipment in sector/seg-
Ref: Pre-Arb Q95R-4Q-C 02102188 Washington, DC (pg
ment order.
96)
Where Sector/Segment is introduced, the final scheme
One (1) piece is credited in Column 1 for each PS Form
must be jointly verified, and mail must be processed
3982-R cased during mail count.
using this scheme no later than 30 days prior to a sche-
Ref: PO-603 Section 322.23
duled mail count.
Do not include address cards received for sequencing 3. Column 3 - Delivery Point Sequence (DPS)
during the mail count in this category. Letters
Ref: Pre-Arb D95R-4D-C 01039476 Lugoff, SC (pg 97) Enter in this column all mail up to 6 1/8 inches in width
that is processed on automated equipment as Delivery
(B) Do not include newspapers, boxholders, flats, and Point Sequence mail.
rolls even though they may be cased with letter mail.
Count each direct or segmented bundle (see PO-603, Exception: If fewer than 2,400 pieces of DPS mail are
Section 225.4) distributed and tied out at mail distribu- averaged per week during the entire mail count period
tion cases as one parcel, and enter in Column 6. Do not and/or the route was not validated before the count as
count direct or segmented bundles tied out at the carrier meeting the 98 percent quality threshold, mail processed
case (see PO-603, Section 225.5) as parcels. Do not as DPS will be cased and recorded as sector/segment in
include registered, certified, COD, number insured, Column 2 on PS Form 4241 (Rural Delivery Statistics
Express Mail, and either accountable mail in this column. Report), or if it does not qualify as sector/segment mail,
For special delivery articles, see Column 8. recorded in Column 1, Letter Size.
Ref: PO-603 Section 535.12.a.2 Ref: Delivery Point Sequencing (DPS) Implementation
Procedures For Rural Routes
Small catalogs and magazines with a thickness greater
than 3/8 inch are not counted in this column. The end of run report piece count (or future equivalent
report) from the automated equipment used to process a
Undeliverable non-preferential mail, including letters, zone’s DPS letter mail will be utilized when recording
flats, and magazines, is not to be held back by distribu- volume during a mail count.
tion clerks or managers during the mail count. If mana- Ref: End of Run Report (pg 98)
gement wishes to remove plastic wrap, strings, bands,
etc. in order to properly count the contents under cover or During the mail count, if the DPS mail is not within 50
bound, management should only remove enough cove- feet (round trip), the route will be provided additional
ring or binding as necessary to maintain the integrity of credit under Column 17 for only the distance beyond the

21
2010 NRLCA Mail Count

50 feet. The distance beyond 50 feet will be credited at No additional riffling time should be credited to
.00284 minutes per foot. identify and/or hold this mail.
Ref: Pre-Arb D95R-4D-C 01037982 Louisville, KY (pg Ref: Step 4 J00R-4J-C04168408 Plainfield, IL (pg
99-100) 102-103)
HOW IS A HANDFUL OF MAIL HANDLED
Note: Casing of DPS mail will not change mail count
IF IT IS OUT OF ORDER DURING A MAIL
procedures or time standards applied to DPS or other
mail.
COUNT?
If, during the process of riffling or fingering their DPS
If multiple runs are received, only one run may be mail, a carrier notices that a handful of good DPS mail is
counted as DPS. Management will determine which run out of sequence in their tray (most likely a sweeping
is DPS. Other runs may be counted as sector/segment if error), the carrier extracts the handful and places it in the
they qualify. appropriate location. Time to make these types of minor
corrections would be included in the riffling or fingering
If carriers take DPS mail directly to the street, all the DPS time recorded in Column R(17), Other Suitable
mail they bring back, because it is out of sequence or Allowance, during a mail count. A similar method can be
otherwise not deliverable (hold mail, forwardable mail, used to make minor corrections to the mail where
missorted mail, etc.), is recorded in Column 1, Letter separator or marker cards are used.
Size. The fact that the carrier may elect to case that mail Ref: The National Rural Letter Carrier 7-15-95
during the mail count does not change the recording pro-
cedure. DPS mail, which would have been brought back Additional information regarding Delivery Point
by the carrier, is recorded in Column 1, Letter Size. Sequence (DPS Letters) Procedures for Rural Routes,
appeared in the July 15, 1995 issue of The National Rural
The mail pieces recorded in Column 1, Letter Size, are Letter Carrier which may be found in the Steward
not deducted from Column 3, DPS Letters. Reference Guide on the NRLCA website.
4. Column 4 - Papers, Magazines, Catalogs,
Inverted DPS Letters: 1 additional DPS letter is cre- Flats, Other Size Mail
dited in Column 3, DPS Letters, for every 4 DPS Enter in this column newspapers, flats, magazines, cata-
Letters received inverted. Appropriate credit will be logs, rolls, and other non-letter size mail that can be
added to the DPS total by rounding down to the cased for delivery using carrier casing equipment. This
nearest whole number. includes catalogs cased with other mail or cased separa-
Ref: Pre-Arb E00R-4E-05035960 Prior Lake, MN (pg tely. This does not include those items specifically refe-
167-168) renced in Column 6, Parcels.

A rigid article received in DPS will be counted and recor- Exceptions: Count simplified address articles, including
ded under Column 6 as a parcel if the rigid article exce- mail with detached labels, as boxholder mail and enter in
eds any one of the dimensions in Section 535.12.d.(1) of Column 7. Count each direct or segmented bundle distri-
the PO-603. buted and tied out at mail distribution cases (see PO-603
Ref: Pre-Arb F91R-4F-C 96020182 Sun City, CA (pg 225.4) as one parcel, and enter in Column 6. Do not count
101) direct or segmented bundles tied out at the carrier case
(see PO-603, Section 225.5) as a parcel. Do not count
Credit for DPS closed school or business letter mail, registered, certified, COD, numbered insured mail,
whether cased or taken to the street, will be credited in Express Mail, and other accountable mail in this column.
the following manner: For special delivery articles, see Column 8.
1. Credit will be given in Column 1, Letters, for
each piece when there are seven pieces or less. The manner in which the address is oriented on the mail
2. Credit will be given in Column 6, Parcels, for one piece will be relevant for the purpose of recording a mail
parcel when there are eight pieces or more. piece during a mail count as a letter or flat. For the pur-
3. These mail pieces will not be deducted from pose of the mail count, the width of the mail piece will be
Column 3, DPS Letters. defined as the dimension perpendicular to the address

22
2010 NRLCA Mail Count

label. to Column 4 as a separate entry and place an asterisk


Ref: Pre-Arb Q95R-4Q-C 02102188 Washington, DC (pg 96) next to this entry. This will signify that the route has
Ref: Step 4 Q00R-4Q-C 03096526 Washington, DC (pg received the additional credit for the flat volume.
104) Ref: Pre-Arb E95R-4E-C 99103123 Oregon City, OR
(pg 110-111)
Normally a CD enclosed in a magazine does not define
5. Column 5 – DPS Flats
the mail piece as a parcel. To define a flexible mail piece
Record number of DPS flats received during count.
containing a rigid item refer to the references below:
Ref: Arbitration Award (Eishen) E95R-4E-C 990099528 6. Column 6 - Parcels
(pg 105) (A) A parcel is any rigid article that exceeds any one of
Ref: Step 4 F00R-4F-C 03096043 Riverside, CA (pg 106- the following dimensions:
107) (a) 5 inches in height.
Ref: Flow chart for rigid item inside a flexible Mail piece (b) 18 inches in length.
(pg 108) (c) 1 9/16 inches in width.

Catalogs are counted as flats if they will fit into the Examples: A rigid article that measures 4 x 15 x 1 3/4 is
empty separation to which they are addressed. When flat recorded as a parcel, because the 1 3/4 thickness exceeds
separations are used, catalogs that will fit into the empty the 1 9/16 criteria. However, a rigid article that measu-
flat separations are credited as flats. Therefore, a catalog res 5 x 18 x 1 9/16 is recorded as a flat because none of
may be a flat or parcel depending on the size of the cata- the dimensions exceed the stated criteria. (This includes
log and the size of the separation to which it is addressed. articles endorsed “Do Not Fold Or Bend” in accordance
Ref: Step 4 R8-C-0108/C8R4FC19357 Gallipolis, OH with the Domestic Mail Manual).
(pg 109) Ref: Postal Bulletin 22213 (8/16/07)

Boxes of checks are counted as flats provided the box (B) In addition, any non-rigid article that does not fit in
does not exceed any one of the following dimensions: 5 the letter or flat separations (where flat separations
inches in height, 18 inches in length, or 1 9/16 inches in are used) with other mail is considered a parcel.
width. (This includes articles that have not been prepared in
A flat item that contains a rigid article may be conside- accordance with DMM 601.5.0, even though the
red a flat or parcel depending on whether the mail piece mailer has endorsed them “Do Not Fold Or Bend.”)
can be cased with other mail without damage to the mail These non-rigid articles should be carried and credi-
piece. ted as parcels, provided that they do not fit in the let-
When determining if the mail piece can be cased, some ter or flat separation (where flat separations are
re-positioning of the rigid item(s) inside the mail piece used) with other mail without damage to the article.
may occur. You are not required to take extraordinary Ref: Step 4 H7R-4M-C 29824 Bay City, MI (pg 114-
efforts to reposition the item(s) within the piece for 115)
casing. If you cannot case it the item is considered a par- Ref: Postal Bulletin 22213 (8/16/07)
cel in Column 6.
Ref: Step 4 E00R-4E-C 03203190 Fall City, WA (pg 112- (C) The carrier has the option of handling odd-size artic-
113) les either with flat mail or separately, regardless of
how it is credited.
Helicopter Flat credit is ONLY for flats processed on
UFSM 1000. On Form 4239, each entry in Column 4 for (D) Parcels with detached labels do not belong in this
flats received from UFSM 1000 equipment should be column. They are counted as boxholders in Column
circled. Prior to totaling Column 4 on Form 4239, total 7. Only specifically addressed samples too large to
the circled entries, and place the resulting number in the be cased are included in the parcel count.
Comments section of Form 4239. Multiple this number
by .175 (17.5 percent) and round to the nearest whole (E) Each direct or segmented bundle distributed and tied
number. This calculation should be written out in the out at the mail distribution cases (see PO-603 225.4)
Comments section. Transfer the result of this calculation is counted as a parcel. Direct or segmented bundles

23
2010 NRLCA Mail Count

tied out at the carrier case (see PO-603 225.5) are Examples:
not counted as a parcel. 1. A two-week mail count begins February 27 and
Ref: Step 4 H1R-5B-C 8286 Issaquah, WA (pg 116-117) ends March 12. A boxholder is received in the offi-
ce on February 25 with a requested delivery date
(F) Registered, certified, COD, numbered insured, of March 1. This boxholder would be delivered on
Express Mail, and other accountable mail are not March 1 and would be included in the count.
counted in this column. (For special delivery articles 2. Conversely, a boxholder received in the office on
see Column 8.) March 11, with a requested delivery date of
March 13, would not be counted.
Include in Column 6:
8. Column 8 - Registered Mail, Certified Mail,
• Directs tied out at distribution cases. Directs are not
Numbered Insured Articles, Express Mail, and
to be broken by the carrier.
• Samples with a specific address directly on the mail Other Accountable Mail
piece which meet the parcel size requirements.
• A postage due parcel is credited as a parcel and a (A) Enter the number of articles received daily for deli-
postage due item. very in this column. Entries in this column preclude
• Credit is given in Column 6 where a second delive- entries for the same items in Columns 1, 2, 4, 6, or
ry attempt is required only in accordance with the 10.
Postal Service’s parcel redelivery regulations.
Ref: PO-603 Section 332.11 In late November 2009, the requirement for deliv-
• For the purpose of the mail count, the width of the ery employees to capture their signature on PS
mail piece will be defined as the dimension perpen- Form 3849 to document delivery of items where
dicular to the address label. waiver of signature is requested, including
Ref: Pre-Arb Q00R-4Q-C 03096526 Washington, Express Mail, was eliminated. These Express Mail
DC (pg 104) items will continue to be credited in Column 8,
• A rigid article received in DPS will be counted and Accountable Mail Signature Item.
recorded under Column 6 as a parcel if the rigid Ref: Letter from Postal Headquarters December 15,
article exceeds any one of the dimensions in PO-603 2009 (pg 169)
Section 535.12.d(1).
Ref: Pre-Arb F91R-4F-C 96020182 Sun City, CA (B) On high-density (L) routes where multiple acco-
(pg 101) untable items are received for one address, enter the
items on PS Form 3883. The route receives credit for
7. Column 7 - Boxholders one accountable article per page or partial page com-
Enter the daily number of boxholders (families, boxes, pleted.
or deliveries, as appropriate) taken out for delivery on
the route. This includes all simplified address mail, Example: If a route received 10 accountable articles
including samples with simplified address (DMM of which five were for delivery to one address, the
602.3.2.1). route would receive credit for six accountable items:
When samples are received with detached address labels one item each for the five articles for delivery to indi-
(specifically addressed), enter the total number of sam- vidual addresses, and one item for the five articles
ples. (See PO-603 Section 535.12.a, Column 1 for recor- entered on PS Form 3883 (Firm Delivery Book for
ding the label count.) Include simplified address, detac- Accountable Mail) for delivery to the one address.
hed labels (no specific name or address) in this column. Under no circumstances use a PS Form 3883 for deli-
The number of pieces of boxholder mail must not exce- very of only one accountable item.
ed the number of families or boxes (as appropriate) on
the route for each mailing. Include in this column all (C) When a PS Form 3883 is authorized for use on high-
boxholders, whether cased or not. density (L) routes, additional credit is allowed for
Boxholders are counted only when they are delive- handling return receipts on items listed in the book
red. (see Column 26).

(D) For each accountable mail piece, including Express

24
2010 NRLCA Mail Count

Mail and Signature Confirmation in Column 8, an 10. Column 10 - Postage Due


additional time allowance of twenty-eight (28) Enter the number of postage due articles taken out for
seconds is incorporated for scanning the mail piece. delivery. Do not include postage due items in Columns 1,
This includes any time associated with scanning of 2, 3, or 4.
the PS Form 3849 and the data entry of recipient A carrier can receive a double credit for a postage due
names. parcel.
Ref: MDCD MOU 1-15-2003 (pg 118) Example: An ordinary parcel with postage due would be
credited as a parcel in Column 6, Parcels, and in Column
(E) During the mail count, if the accountable cage (or 10, Postage Due.
location where accountables are cleared) is not within
50 feet (round trip) the route will be provided addi- Include in Column 10:
tional credit under Column 17 for only the distance • Number of bundles of postage due (with a single due
beyond the 50 feet. The distance beyond 50 feet will amount).
be credited at .00284 minutes per foot. This credit will • If postage due mail was not bundled prior to the mail
not exceed more than one round trip per day to return count and a change in the procedure to bundle posta-
accountable mail/receipts in the afternoon. ge dues for the same delivery address was not dis-
Ref: Pre-Arb D95R-4D-C 01037982 Louisville, KY cussed during the pre-count conference, postage due
(pg 99-100) items bundled during the count will be counted as
individual postage dues.
Ref: Step 4 H7R-2J-C 389 Bowling Green, KY (pg
Include in Column 8: 123-124)
• Accountable articles found in DPS mail will also be
included in Column 8. “Review of this case revealed before the count, the posta-
• Restricted delivery items: the clerk prepares PS Form ge due mail was not being bundled, and this procedure
3849, the carrier receives full credit for the piece(s) was not discussed during the pre-count conference. It
Ref: Step 4 H1R-2B-C 16713 Kennett Square, PA (pg was not until September 10, 1987, that the procedure was
119) changed. Therefore, the carrier shall be credited with 58
• Management shall not alter a route’s mail count by pieces of postage due mail on his evaluation and shall
withholding Express Mail from the route during the receive compensation if it is warranted.”
mail count. Other than for ordinary parcels that do not fit in mail
receptacles, carriers are NOT required to take postage
In accordance with PO-603 Section 342.21, a rural carri- due mail to the door.
er “...must deliver Express Mail to a customer whose resi- Ref: Step 4 H8R-2W-C 11821 Hilton, NY (pg 125)
dence or place of business is on the carrier’s line of travel.
Management, however, shall not circumvent paying the 11. Column 11 - Change of Address
additional compensation by not allowing the carrier to Enter the number of forms listed below that the carrier is
deliver Express Mail during the mail count period, if required to process in accordance with PO-603 Section
during the rest of the year, the carrier has been delivering 241 during the mail count period.
Express Mail to the customer.” • PS Form 3575, Change of Address
Ref: Step 4 H1R-5D-C24517 Moses Lake, WA (pg 120- • PS Form 3575-Z, Employee-generated Change of
121) Address
Pre-Arb H95R-4H-C 01032651 Calhoun, GA (pg 122) • PS Form 3546, Official Change/Correction to Mail
Forwarding Change of Address Order received and
9. Column 9 - CODs and Customs Due Received entered during the count period. PS Form 3546, ini-
for Delivery tiated by the carrier, is creditable as a forwarding
Enter daily the number of articles received for delivery. order, provided that it is not a duplication of a pre-
vious action.
For each accountable mail piece in Column 9, an additio- There must be no accumulation of change of address
nal time allowance of twenty-eight (28) seconds is incor- orders at the start of the count period.
porated in Column 9 for scanning the mail piece.
Ref: MDCD MOU 1-15-2003 (pg 118) Credit is received in Column 11 for PS Form 8076,

25
2010 NRLCA Mail Count

Authorization to Hold Mail, that is received from the pat- lowing categories:
ron (substitute forms may also be included). In order to (a) Deceased (DEC) -This endorsement is used only
receive credit for special orders and hold orders, the car- when it is known that the addressee is deceased and
rier must be required to transfer the information to PS the mail is not properly deliverable to another person.
Form 1564-B, PS Form 3982 or any other type form used This endorsement must be made personally by the
for this purpose. delivering employee and, under no circumstances,
may it be rubber stamped. Mail addressed In Care Of
Do record PS Form 3575-Z, Employee Generated another must be marked to indicate which person is
Change of Address, in this column. deceased.
(b) No Record Mail. Credit as a markup each piece of
Do not record the entry of a new or additional customer’s mail given to the carrier under the provisions of PO-
name of PS Form 1564, Address Change Sheet. 603 Section 242.4
(c) Other categories as defined in Domestic Mail Manual
PO-603 change; COA credit is now 15 seconds for PS (DMM) 507.1.4.1 unless listed in PO-603 Section
Form 3982 Change of Address, Carrier’s Case in Column 535.12.j.3.b (bundled markups).
12. Credit of 2 minutes if required to write on PS Form
3982 or completion of the listed forms by giving credit in Credit a markup for any mail piece where the manager
Column 11. requires the carrier to correct errors (spelling, numbers)
prior to its being sent to CMU/CFS or returned from
CMU/CFS.
12. Column 12 - PS Form 3982 PARS Label
PS Form 3982 label
Credit a markup for each piece of mail when manage-
Credit is given on the day the 3982 label is received by
ment requires barcodes to be blotted or marked out.
the carrier. Management should distribute the labels as
they are received in the delivery unit. Credit is only given
Credit one markup for transcribing the non-delivery
for either the 3982 label or the 3575/3546 COA card, not
request information on the PS Form 3982-R or annota-
both.
ting or discarding the form when receiving a reinstate-
13. Column 13 - Marked Up Mail Pieces ment of delivery.
(A) In this column, record the number of pieces of all Ref: PO-603 Section 322.23
classes of mail marked up. Markups are mailpieces
undeliverable as addressed that require the carrier to Credit one markup for all additional bundles or mail pie-
endorse the mail with the reason for nondelivery spe- ces that management requires the carrier to endorse, to
cified in DMM Section 507, Exhibit 1.4.1. Do not include “MMM” mail.
record mail missorted to a route as a markup. Do Ref: Step 4 B95R-4B-C 02237945 North Reading, MA
include missorted and missent mail in the original (pg 76-77)
count of mail. This applies where routes have been
adjusted, territory has changed, or the mail is routed (2) Each of the following Carrier Endorsed
to the wrong carrier. Bundles is credited as one markup:
(a) Insufficient (IA). Mail without number, street,
(B) In instances where mailing addresses have been box number, route number, or geographical section
changed from rural routes and box numbers to street of city or city and state omitted and correct address
names and numbers, mail is not credited as a markup not known.
on the route where the territory transferred to or (b) Attempted Not Known (ANK). Addressee is not
from. This is considered a hand-off and credit is known at place of address.
given in the original count of mail. (c) In Dispute (DIS). Mail is returned to sender by
order of the chief field counsel when it cannot be
(C) A markup credit is provided for the following cate- determined which of the disputing parties has the
gories of undeliverable mail: greater right to the mail.
(1) Mail Individually Endorsed by the Carrier. (d) No Such Number (NSN). Nonexistent number
Credit a markup for each piece of mail in the fol- and the correct number is not known.

26
2010 NRLCA Mail Count

(e) No Such Street (NSS). Addressed to nonexistent Do not credit as a markup parcel post endorsed only
street and correct street not known. to indicate that an attempted delivery notice was left.
(f) Unable to Forward (UTF). Mail undeliverable at
14. Column 14 - PS Form 3821 Completed
address given; forwarding order expired.
Enter only the number of completed PS Forms 3821,
(g) No Mail Receptacle (NMR). Addressee has failed
Clearance Receipt.
to provide a receptacle for the receipt of mail.
May be PO Box or Caller Service.
Section 431.4 of the PO-603 states, “Complete Form
Ref: H95R-4H-C 01032651 Calhoun, GA (pg 122)
3821, Clearance Receipt, showing the number of receipts
(h) Refused (REF). Addressee has refused to accept
and undeliverable articles returned for clearance.”
mail or pay postage charges.
(i) Temporarily Away (TA). Addressee temporarily Complete a separate Form 3821 for each COD article
away and period for holding mail expired. delivered.
(j) Unclaimed (UNC). Addressee abandons or fails to Ref: PO-603, Section 432.3
call for mail.
(k) When carrier is required to return mail from a full Complete one Form 3821 for all CODs not delivered.
mail box a second time. Ref: PO-603, Section 432.4
Ref: Step 4 F95R-4F-C98086042 West Sacramento, CA
(pg 127) PS Form 3821, Clearance Receipt, is to be completed by
(l) Vacant (VAC). House, apartment, office, or buil- the carrier all year long, not just during mail count.
ding is not occupied. Used only on First, second, If a route serves one or more intermediate offices, it is
fourth and endorsed third-class mail addressed to possible to receive credit for PS Forms 3821 at each
Occupant, Resident, etc. intermediate office in a single day.
(m) Illegible (ILL). Address not readable.
(n) Undeliverable Bulk Business Mail (UBBM). 15. Column 15 – Non Signature “Scan” Items
UBBM with a specific customer name and address. 1. Eighteen (18) seconds per scan for all delivery
When a piece of UBBM with a specific name is confirmation barcodes
undeliverable as addressed, place the mail to one side
of the case ledge or in another designated location at 2. Eighteen (18) seconds per scan for all Shipment
the case. After completing casing of all mail designa- Confirmation Acceptance Notices (SCAN) PS Form
ted for delivery that day, bundle this mail and mark 5630
the top piece UBBM, put your initials and route num- Ref: Sample PS Form 5630 (pg 128)
ber on it, and leave it on the case ledge.
(o) Other Undeliverable Bulk Business Mail. UBBM 3. Carrier pickup manifest
addressed to Occupant, Resident, or using the excep-
tional address format (John Doe or Current Address). 4. Eighteen (18) seconds per scan for all bar codes
Normally, this type of mail is undeliverable only associated with Delivery Unit Saturation and Bundle
because the delivery point is vacant or the address is Scanning.
incorrect. Place undeliverable UBBM marked occu-
pant, resident or current resident to one side of the 16. Column 16 - Loading Time
case ledge, or in another designated location. After Enter the time spent transferring mail from the carrier’s
completing casing of all mail designated for delivery work area to the vehicle. This time should include taking
that day, bundle this mail and mark the top piece mail from the work area to the vehicle, placing mail in
Other UBBM, put your initials and route number on the vehicle, and returning the equipment to a designated
it, and leave it on the case ledge. location. Postmasters or supervisors must observe the
(p) Excess Boxholder Mail. Place all excess box hol- loading operation daily to ensure that carriers operate
der mail into the appropriate container (sack, hamper, efficiently. Include only the time required to place mail in
tray, etc.); endorse a facing slip In Excess of gurneys or hampers in loading time if mail cannot be pla-
Requirements; initial the slip; and attach it to the ced in the conveyance during strap out. In offices where
container with the excess boxholder mail. the carrier does not normally withdraw all mail for the
route, the required final withdrawal from the designated

27
2010 NRLCA Mail Count

distribution case, or other equipment, will be accomplis- than one round trip per day.
hed in conjunction with the loading operation, and the Ref: Pre-Arb E95R-4G-C 99088097 Humble, TX (pg 66)
actual time required included in the loading allowance.
Do not include the time used for this function if the car- Carrier has the right to use a stop watch for verifying the
rier receives the withdrawal allowance. Loading time in time used to load the route vehicle and other suitable
excess of 15 minutes must be fully explained in the allowance entries.
Comments section of PS Form 4239. However, do not Ref: Step 4 J95R-4J-C 02114117 Adrian, MI (pg 130)
interpret the loading allowance to be a minimum 15
17. Column 17 - Other Suitable Allowance
minutes daily. The actual time shown for loading the
Other Suitable allowance is defined as a reasonable time
vehicle must not include time for arranging parcels in
allowance which may be claimed for unusual conditions,
delivery sequence; this is included in the time allowance
or for other services rendered on a daily or weekly basis
for those items in Column 6.
that are not accounted for under the normal work func-
Ref: Step 4 J95R-4J-C 02108477 Gaylord, MI (pg 129) tions. This does not include time for vehicle breakdowns.
Management must authorize items for which time is clai-
Mail, pulled down and strapped or trayed, should be pla- med under this heading. These items must recur daily or
ced directly into equipment used to take mail to the weekly. Weekly safety talks must be conducted, and the
vehicle. In this case, loading time begins when the carri- actual time required (usually 5 minutes per week) recor-
er begins to move the mail to the vehicle. ded in Column 17.

If mail is not placed directly into equipment used to take Some examples of actual time as listed in the PO-603 that
mail to the vehicle, loading time begins when the carrier would be credited in Column 17 are as follows:
begins to load the mail into the transport equipment.
(A) The actual time required to place Central Markup
The time required to place the mail in gurneys or ham- system/Computerized Forwarding System (CMU/
pers will be included in loading time only when the mail CFS) mail in the designated location.
cannot be placed in the conveyance in delivery order,
during strapping out or traying. It would also be appli- (B) Where no office personnel are on duty when the car-
cable if because of space restrictions, the carrier is requi- rier returns from serving the route on Saturday, the
red to strap-out mail, place it on the floor or case ledge, carrier receives actual time allowance only for those
and then transport it to a gurney or hamper at the end of duties performed over and above the normal func-
the carrier-case aisle. This was not intended to be applied tions of this day and the following workday. (This
to situations where the carrier straps out mail and places does not include time spent counting mail or com-
it directly into a gurney or hamper in lieu of placing it on pleting count forms.)
the floor. Ref: PO-603, Section 481
Ref: Henry Letter (pg 61-63)
(C) Those carriers who serve a non-personnel rural unit
The placing of boxholder bundles into a hamper or gur- receive a minimum allowance of 15 minutes daily for
ney by the carrier will be included in loading time. each unit served. Boxes located in these units are not
Ref: Henry Letter (pg 61-63) included in the route totals on PS Form 4241.
Additional time above 15 minutes claimed for servi-
Obtaining the parcel hamper is not considered part of the cing a non-personnel unit must be explained in the
withdrawal of mail. M-38 Section 344.23 states that gur- Comments section.
neys and hampers shall be located convenient to the car- Ref: PO-603, Section 372
riers.
(D) Personal time, or time used for purchasing and chec-
During the mail count if the parcel hamper is not within king stamp stock, should not be entered. These times
50 feet (round trip), the route will be provided additional are credited when the evaluation is processed at the
credit under Column 17 for only the distance beyond the Information Service Center (ISC).
50 feet. The distance beyond 50 feet will be credited at
.00284 minutes per foot. The credit will not exceed more (E) No entries are made in this column for those routes

28
2010 NRLCA Mail Count

using USPS-owned or leased vehicles. The ISC will


automatically credit appropriate time allowances as (6) If the scanner is not located within a reasonable distan-
indicated in the PO-603 Section 535.23. Time spent ce of the carrier’s casing area, actual time for required
waiting for vehicle repair or tow while on the route is extra trips to secure or return the scanner
not a recurring function, and is not credited in (Scanner/Setup/Return) is an automatic credit (6 minu-
Column 17. The carrier accumulates O time. tes). It is no longer credited in Column 17.
Ref: MDCD MOU 1-15-2003 (pg 118)
(F) All entries in Column 17 require explanation in the Ref: Step 4 E00R-4E-C 04086896 Bemidji, MN (pg
Comments section. No entries are made in this 138-139)
column for those routes with collection compart-
ments or parcel post lockers located in centralized (7) Weekly safety talks must be conducted. The actual time
delivery equipment. required (usually five minutes per week) must be recor-
ded in Column 17.
Some other typical Column 17 entries are the follo- Ref: PO-603 Section 535.12.r.1
wing: Ref: Step 4 Q00R-4Q-C 04101548 Washington, DC
(pg 140-141)
(1) Actual riffling time to assess the quality of DPS mail,
if separator cards are not used. (8) Actual time for daily or weekly stand-up service talks
in addition to safety talks.
(2) Time for returning Business Reply mail to designa- Ref: Step 4 J00R-4J-C 03140433 O’Fallon, MO (pg 142)
ted location.
(9) An additional time credit (normally 5 minutes) must be
(3) Time for changes to edit sheets (red books) beyond given to the route if management elects to repeat a
the time that would have been required on the back weekly safety talk for the relief employees or a carrier
of the PS Form 4240 Trip Sheets. who was not present.
Ref: Phillip Knoll Letter w/ Q & A (pg 131-135) Ref: Step 4 H4R-5G-C 38788 Vancouver, WA (pg 143-
144)
(4) Actual time to obtain and return arrow keys, if the
carrier had no accountables. (10) Actual time to take mail to vacation hold and
Ref: Step 4 F91R-4F-C 96024591 Salinas, CA (pg return to the case, if hold location is not at the carrier’s
136) case.
Ref: Step 4 E00R-4E-C 02161832 Pequot, MN (pg
“The issue in this grievance is whether the grievant is 145)
entitled to credit for time obtaining and returning an
arrow key during mail count when she has no other (11) Actual time to travel to and from throwback case.
accountables. Management should have given the Ref: Step 4 E00R-4E-C 02250463 Gig Harbor, WA (pg
grievant credit for time used during mail count to 146)
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 custo-
mer questions across the counter or over the phone, (13)Actual time if an additional trip is required to travel to
if such duties occur daily or weekly. and from a designated location and place or deposit
“MMM” mail.
“If local management requires a rural carrier to Ref: Step 4 B95R-4B-C 02237945 North Reading, MA
answer official communications or telephone calls (pg 76-77)
throughout the year, an appropriate credit will be
allowed if this function is performed during the mail (14) Actual time to unlock, sweep, verify collection with
count period.” magnet, wand or scanner, close and lock blue collec-
Ref: Step 4 H4R-5R-C 47608 Sequim, WA (pg 137) tion boxes.

29
2010 NRLCA Mail Count

Ref: Step 4 H7R-4M-C 21551 Traverse City, Ml (pg


(15) Time for accessing key, unlocking gate, locking 149)
gate, and returning key in gated communities.
(24) Time to locate and retrieve errors associated with the
(16) Actual time required for unusual dismount situa- Mail History Tracking System (MHTS) process. This
tions such as using elevators, traversing an inordina- is normally done during the riffling process.
te amount of stairs, unlocking or going through dif-
ficult doors, etc. Step 4 Settlements that would include unusual condi-
Ref: Henry Letter (pg 61-63) tions for Column 17 credit:
Removing floor mats
(17) Actual time for re-loading a satchel. Ref: Step 4 E95R-4E-C 00056816 Yakima, WA (pg 150)
Ref: Step 4 E95R-4E-C 01259718 Ellington, MO
(pg 147) Train crossings
Ref: Step 4 J00R-4J-C 04149356 DeKalb, IL (pg 151)
(18) When a non-L route carrier purchases stamp stock at
an intermediate office, show the actual time required Required use or relocation of hamper when retuning to offi-
to perform this function, not to exceed 5 minutes ce
daily, in the Other Suitable Allowance, Column 17 Ref: Step 4 E00R-4E-C 02168812 Yakima, WA (pg 152-
and explain in the Comments section. During the 153)
mail count period, maintain the normal frequency of
stamp purchases at the intermediate office. Time to pick up and return scanner if not in conjunc-
tion with other activities and not within a reasonable
(19) When an L route carrier purchases stamp stock at an distance.
intermediate office, their purchases must meet the Ref: Step 4 E00R-4E-C08212472 Mesa, AZ (pg 166)
minimum requirements of 150 times the First-Class
Mail postage rate in order to receive the additional
18. Column 18 - Authorized Dismounts
allowance described above.
The number of authorized dismounts is shown daily. (See
PO-603 Section 313 for those instances where dismount
(20) Actual time to close up offices in afternoons, usual-
deliveries may be authorized.)
ly on Saturday, and any other required functions in
Example: A carrier is authorized to dismount at a school.
small offices that close for lunch. In addition,
The school office is closed on Saturdays. The route would
Column 17, time should be given for setting alarms,
be credited with a dismount Monday through Friday, but
locking and unlocking doors, and taking down flags,
would not receive dismount credit on Saturday. Authorized
etc.
dismounts must be explained in the Comments section.
When a carrier dismounts primarily to provide other servi-
(21) Actual time to deposit collected mail in more than
ces, such as delivery or pickup of accountable mail, COD,
two separations.
Express Mail, etc., do not authorize dismount credit; exi-
Ref: Step 4 H7R-4B-C 29248 Rochester, Ml (pg 69) sting time allowances include time for dismounting.
Ref: Step 4 H1R-4J-C-443 Madison, Wl (pg 154)
(22) Time to put “notice left” parcels on the proper shelf, Ref: Step 4 H1R-4T-C 7060 Lexington, KY (pg 155-156)
if required.
19. Column 19 - Authorized Dismount Distance
(23) Filing PS Form 3575, when required. (in feet)
“Normally, rural carriers are not required to file (1) Enter the authorized dismount distance (in feet) traveled
Forms 3575 after return from Computerized daily by the carrier. The distance entered could vary
Forwarding System or Central Mark-Up. However, daily depending upon the number of dismounts autho-
if they are required to maintain such records, an rized each day (see Column 18). Before determining
appropriate time credit must be given.” the authorized dismount distance, the postmaster or
Ref: Step 4 H7R-2H-C 27614 Lexington, SC (pg supervisor must:
148) (a) For single delivery point dismounts such as CBUs, a

30
2010 NRLCA Mail Count

school, mailroom, etc., establish the authorized parking Enter in Column 17 the actual time required to open the
location at the closest practicable point. collection boxes, remove the mail, and close the boxes.
(b) For multiple deliveries requiring a dismount (such as
multiple apartment buildings served from one park One (1) piece is credited in Column 20 for bringing the PS
point, shopping centers, etc.), a parking location is esta- Form 3982-R back from the route.
blished at the most advantageous point or points, and Ref: PO-603 Section 322.23
the authorized dismount line of travel between delive-
ry points is laid out in the most efficient travel pattern. When a carrier collects UPS Parcel Return Service
To avoid unnecessary trips to the vehicle and to ensure (PRS), whether or not in conjunction with a carrier
employee safety, the postmaster or supervisor may aut- pickup request, the UPS PRS will be credited in
horize the use of a carrier satchel or satchel cart. Column 20 or 23 as appropriate.
Ref: Daigneault Letter 2-24-09 (pg 164-165)
(2) When determining the authorized dismount distance,
the postmaster or supervisor must measure the most Carriers may be required to face and deposit mail in a
direct and/or efficient distance from the point of dis- designated location upon returning to the office.
mount from the vehicle to the delivery point, or points, Management shall not require rural carriers to deposit mail
and return to the vehicle. Record measurements to the into more than two designated locations. If more than two
closest foot. Make all entries on the basis of the num- locations are required, additional Column 17 time is appro-
ber of trips required by the carrier each day. priate.
Ref: Step 4 H7R-4B-C 29248 Rochester, Ml (pg 69)
Example: A school is authorized as a dismount delivery
point. The total dismount distance from the vehicle to the Section 421.2 of the Handbook PO-603 Rural Carrier
delivery point and return is 140 feet. If, on the first day of Duties and Responsibilities, requires that rural carriers
the mail count, the volume for this delivery requires only should face and deposit mail in the location designated by
one trip by the carrier, the carrier would receive credit for the postmaster or supervisor. Compensation is provided
one dismount in Column 18 and 140 feet dismount distan- for facing and depositing mail. Management shall not
ce in Column 19. If, however, on the second day, the volu- require rural carriers to deposit mail into more than two
me for this delivery required two trips, the carrier would designated locations.
receive credit for one dismount in Column 18 and 280 feet 21. Column 21 – Carrier Pickup “Requests”
in dismount distance in Column 19.
Carrier pickup requests will be credited 90 seconds for
each request received through the “My Post Office”
(3) There must be a reasonable expectation that the line of
web application.
travel established for the dismount is available to the
carrier at least 90 percent of the time. This considera-
tion is especially important in areas that experience 22. Column 22 – Carrier Pickup “Items”
consistently heavy snowfalls where direct dismount Record nine (9) seconds for each pickup item received
routes (not coinciding with existing sidewalks) will be (Express mail, Priority Mail or International Mail). Note:
blocked most of the winter. Prepaid ordinary and insured parcels accepted or letters
and flats collected in conjunction with the Carrier Pickup
are not included in this standard.
20. Column 20 - Letters and Flats Collected Ref: National Grievance Settlement Q00R-4Q-C08030088
Enter in this column the number of letters and flats collec- Washington, DC (pg 70-71)
ted on the route. If mail is received in bundles, count each
bundle as one piece. Do not count each piece in the bund- 23. Column 23 - Ordinary and Insured Parcels
le. Do not include mail picked up from a collection box or Accepted
cluster box unit (CBU) collection compartment. (A) Enter in this column the number of ordinary and insu-
Centralized delivery collection compart-ments receive a red parcels accepted on the route.
standard allowance.
Ref: Step 4 H0R-2J-C 4997 Bardstown, KY (pg 157) That is:
Ref: Step 4 I95R-4I-C 99031041 Saint Peters, MO (pg 158) (1) Parcels that require the carrier to weigh, rate, and
affix postage to the article, or

31
2010 NRLCA Mail Count

(2) Parcels weighing more than 2 pounds for which be appropriate.


postage has been prepaid. Ref: PO-603 Section 535.12.p.
(B) Do not enter obvious letter and flat-size mail, including Ref: Pre-Arb Q00R-4Q C 03056531 Washington, DC (pg
film packs, etc., whether the carrier affixes postage or 160)
not. Count pre-sacked parcels for which postage has
been computed as one parcel for each sack. Do not cre- 25. Column 25 (Money Order Applications
dit parcels that a customer refuses or are not deliverab- Processed)
le as a parcel accepted. Record in this column the number of money order applica-
tions received on the route. If rural carriers reside on the
Carriers must weigh, rate, and affix postage if management route they serve and regularly purchase money orders thro-
provides the necessary scales and rate charts. However, if ughout the year, they will receive credit. Postmasters or
the necessary equipment is not made available, credit for a supervisors review each money order application daily.
parcel collected is still given.
26. Column 26- Return Receipts
The carrier cannot be required to stand in the lobby to On high-density (L) routes, an additional credit is received
purchase stamps or weigh parcels. only for those return receipts for accountable items handled
Ref: Step 4 H4R-4K-C 33298 Oskaloosa, IA (pg 159) via PS Form 3883 (see Column 8).
Enter in this column the number of return receipts attached
When a carrier collects UPS Parcel Return Service to those accountable items entered on PS Form 3883. Do
(PRS), whether or not in conjunction with a carrier
not credit return receipts on accountable items other than
pickup request, the UPS PRS will be credited in
those listed on PS Form 3883.
Column 20 or 23 as appropriate.
Example: If a route received 10 accountable items and each
Ref: Daigneault Letter 2-24-09 (pg 164-165)
had a return receipt attached, but only four of the items
24. Column 24 - Registered and Certified were listed in a firm delivery book, the route receives cre-
Accepted dit for four return receipts in Column 26.
Record in this column the number of registered and certifi-
ed articles accepted on the route. Do not include in the 27. Column 27 - Weight of Locked Pouches
count those articles returned when PS Form 3849 has been Carried Daily
left for the customer. Time credit for No Response-Left Enter the weight carried in pounds (rounded to the nearest
Notice items is included in the time factor for delivery. whole pound) of all mail, including outside pieces, to or
from designated offices. Carriers serving non-personnel
Credit is given for certified and registered letters that are rural units do not receive credit for a locked pouch. To
received from rural mailboxes and business customers determine the daily weight, total the pouch weight of all
when the carrier completes any of the following items:
days and divide by 24. Then divide the daily weight by the
number of locked pouch stops from line C, Additional
1. The rural carrier weighs, rates and affixes postage to
Information section, to determine the average daily weight.
the article, which may involve assistance from a clerk.
If the carrier accepts payment for the service from the Enter this number in Column 27 on PS Form 4241.
customer and presents the article to a clerk, who Ref: Step 4 I95R-41-C 99113048 Sioux Falls, SD (pg 161)
weighs, rates and affixes postage, the carrier is still 28. Column 28 - Reserved
entitled to credit under Column 24. This column reserved for future use.
2. The rural carrier postmarks the receipt, which may
involve assistance from a clerk. 29. Column 29 - Waiting Time
3. The rural carrier endorses and issues a receipt via Enter the number of minutes the carrier spent waiting for
Form 3800 or 3896, which may involve assistance mail after the official starting time.
from a clerk.
30. Column 30 - Counting Time
If the rural carrier does NOT complete item 1, 2 or 3 above, Enter the number of minutes actually used to count the
the route will be provided credit under Column 20 or 23 for mail. Only the carrier’s time is recorded and not the
registered or certified articles collected, whichever would postmaster’s or supervisor’s counting time.

32
33
U.S. Postal Service® Post Office™, State and ZIP +4® Guarantee Period Pay Period(s)
Rural Carrier Trip Report From Thru No. From Thru
(See instructions for completing form on reverse)
Regular Carrier Regular Relief Carrier Regular Rural Carrier
Name EIN Name EIN Hours Hundredths
Beginning of PP
Official Schedule of Carrier Actual Number
Reports Leaves Returns Ends Regular Boxes Central Boxes Stops Auth Dism Del Families Businesses Current PP

Cumulative
Total Work Hours
End of PP

Route No. Length (Miles) Classification Weekly Route Weekly Hours Daily Hours Boxes Vacant Over DELIVERY DATA
" L" M Aux Standard Hrs./Mins. (Evaluated) (Evaluated) 90 Days
J Residential Business Det
Non
" L" H K Other Other Box/
Other Curb NDCBU Central Other Curb NDCBU Central NPU
Carrier's Daily Time Record* Management Daily and Weekly Verifications
(Exact hour and minutes)
Total Actual
Daily Hours Regular Relief Initials of
Day Rptd. Left Rtnd. Comp. Lunch and Carrier Carrier REMARKS
at Office to Work Period Daily Manager
of Date Hundredths Weekly Weekly (Explain any failure to serve the entire route; include miles actually
Post to Serve Post at Post Actual (Less Lunch) Overtime Work Work Verifying
Week served. Also, state cause for any deviation from schedule. If regular
Office Route Office Office Time Hours Hours Entries
Regular Relief carrier was absent, give name of relief. If more space is needed, use
(1) (2) (3) (4) (5) (6) (7) (8) (9) ( 10 ) ( 11 ) ( 12 ) reverse of this form.)
Sat.
Mon. Weekly Overtime
Tues.
Wed.

Week 1
Thur. Week 1 Week 1
Fri.

P/P
Sat.
Mon. Weekly Overtime
Tues.
Wed.

Week 2
Thur. Week 2 Week 2
Fri.
Sat.
Mon. Weekly Overtime
Tues.
Wed.

Week 1
Thur. Week 1 Week 1
Fri.

P/P
Sat.
Mon. Weekly Overtime
Tues.
Wed.

Week 2
Thur. Week 2 Week 2
Fri.
I certify that this report is correct, and that entries have been made promptly daily. I certify that all entries have been completed and verified.
Carrier's Signature Date (MM/DD/YYYY) Postmaster or Designated Supervisor's Signature Date (MM/DD/YYYY)

PS Form 4240, February 2009 (Page 1 of 2) PSN 7530-02-000-9206

34
INSTRUCTIONS
All entries shall be in ink. Complete one copy and retain at Post Office™.

Postmaster or Designated Supervisor shall:


• Complete all information blocks on the upper portion of the form.
• Complete Columns 7-12 on a daily or weekly basis, as appropriate.
• See that the carrier makes appropriate entries for each delivery trip in columns 1-6 and the REMARKS column.
• Determine total actual daily workhours and minutes and, using USPS® Notice 30, Conversion Table, or facsimile, convert this
time to hours and hundreths and enter the time in Columns 7-8. Entries in Columns 9-11 must also be shown in hours and
hundreths.
• Record the CUMULATIVE TOTALS for actual hours worked by the regular carrier for the 52-week guarantee period (as specified
in the Agreement), and not on the basis of calendar or fiscal year.
• Record daily overtime for all actual time worked in excess of 12 hours a day or 8 hours a day, whichever is appropriate (National
Agreement). Authorized overtime hours worked during prescribed Christmas period shall be identified by circling the entry
in column 9.
• Record weekly overtime for all hours and hundreths worked in excess of 56 or 40 in a week, whichever is appropriate (National
Agreement), in the open blocks in Columns 10 and 11.
• Enter A/L, S/L, etc., in Column 7 when the regular carrier is on annual leave, sick leave, etc., enter hours worked each day by
the relief carrier in Column 8.
• Submit amended PS Form 4003 if unnecessary travel can be eliminated or when otherwise required.
• During the pay period, if a sufficient number of boxes are added to or subtracted from the route to trigger a change in the
route's evaluation, adjust the carrier's compensation as required in Article 9 2.C.10.
• Close out the PS Form 4240 and begin a new sheet of the Guarantee Period.
Carrier Shall:
• Make daily entries in Columns 1-6 and the REMARKS column.
• If additional space is required for REMARKS, use the ADDITIONAL INFORMATION space below; precede remarks by date(s)
where appropriate.
• Record information regarding the changes (increase or decrease) in the number of boxes, stops, families, official route miles,
etc., in the space below as the changes occur.

Names of Post Offices Supplied by Locked Pouch:

1. 4. 7.

2. 5. 8.

3. 6. 9.

Use this information to update "DELIVERY DATA" when the next PS Form 4240 is prepared.
Box #, Street Address, Residential Business
Boxes/Stops Apt./Suite # and Other Other Det
Date (+) or (-) Other Curb NDCBU Central Other Curb NDCBU Central Box/
Customer's Name NPU

Additional Information:

PS Form 4240, February 2009 (Reverse)


35
Rural Route Inspection Report
I. Carrier Information
Carrier, First Name Carrier, Last Name Route No. Route ZIP Code™

Area District

Finance No. Date of Inspection (MM/DD/YYYY) Date of Report (MM/DD/YYYY)

II. Route Data


Route Type ('L' or 'Non-L') / (A, H, J, K, M) Seasonal Route (Y/N) Official Length (2 decimals)

Paved Miles (2 decimals) All Weather Miles (2 decimals) Dirt Miles (2 decimals)

No. of Families Served No. of Businesses Served No. Regular Boxes

No. Centralized Boxes No. Vehicle Stops No. Det. Box/NPU Served

No. Det. Box/NPU Boxes No. Intermediate Offices Served No. Intermediate Offices Boxes

No. of ZIP Codes Served by Route Weekly No. of Dismounts Weekly Dismount Distance

No. Collection Compartments Served No. Parcel Lockers Served No. Collection Boxes Served

III. Casing Information


Total Pieces -Casing Equipment Casing System Used (One Bundle - 1/ Average Separation Width (1, 2, 3+)
Two Bundle - 2/ Modified - 3)

Number of Addresses per Separation Shelves Per Case (4 - 8 Shelves) Vertical Flat Case Used (Y / N)
(1, 2, 3+)

Case Type

124 124-C 124-D 125 126 143 143-C 143-D 144 144-C 144-D 145 145-C Other

Case Labels Current (Y/N) Label Covers Used (Y/N)

Case Labels Orientation (WRAP (TL to TR) - WRAP (BL to TR) - Stacked by Piece)

PS Form 4248, January 2009 (Page 1 of 2)

36
Rural Route Inspection Report (continued)

IV. Employee Data


Valid State Drivers License (Y/N) Valid State Insurance (Y/N)

V. Privately Owned Vehicle Data


NOTE: Completion of vehicle data is not required for routes assigned to government vehicle.
Select one of the following: Enter Vehicle Year
Private Vehicle Postal Owned Vehicle
No. of Cylinders Odometer Reading Fuel Used

No. Wheel Drive Warning Signs (Y/N) Warning Lights (Y/N)

Vehicle Size (select) Vehicle Style (select) Right / Left Hand Drive

Vehicle Reflects Positive Postal Image Vehicle Size Sufficient for Volume Side View Mirrors on Vehicle (Y/N)
(Y/N) (Y/N)

VI. Inspection Criteria


No. of Conditions
No. To Be
Identification Criteria Identified for No. Improved
Improved
Improvement

1. Identify the number of uncontrolled (no stop signs / stop light, etc.)
left-hand turns.

2. Identify the number of U-turn locations.

3. Identify the number of delivery locations that require the carrier to walk
or drive across a street.

4. Identify the number of delivery locations require backing.

5. Identify the number of delivery locations where the carrier has an


obstructed view of the approaching traffic.

6. Identify the number of delivery locations where an approaching driver


has an obstructed view of the carrier.

7. Identify the number of locations of delivery box(es) on roads with posted


speeds greater than 50 MPH where a carrier cannot get the delivery
vehicle off the road.

Inspection Criteria Totals

PS Form 4248, January 2009 (Page 2 of 2)


37
Post Office™ State & ZIP+4® Route No.
United States Postal Service®
Rural Route Count of Mail
4. Flats, Catalogs, 9. Customs Due
2. Sector/Segment 8. Accountable Mail
1. Letter Size 3. DPS Letters Magazines, 5. DPS Flats 6. Parcels 7. Boxholders Rcvd. for Del. 10. Postage Due
Letters Signature Item
Newspapers, Rolls C.O.D.

Total
16. Load Vehicle 17. Other Suitable 18. Authorized
11. Change of 12. PS Form 3982 13. Marked Up Dismounts 19. Authorized 20. Letters and
14. PS Form 3821 15. Non Signature Explanation Required Allowance
Address Dismount Distance Flats Collected
PARS Label Mail Pieces Completed “Scan” Items when time exceeds Explanation Explanation
Required Required Feet
15 minutes

Total
23. Parcel 25. Money Order 26. Return Receipt 27. Lock Pouch
21. Carrier Pickup 22. Carrier Pickup 24. Registered
Accepted, Ordinary, Application Weight Carried 28. Reserved 29. Waiting Time 30. Counting Time
“Requests” “Items” Certified Accepted Processed “L” Route Only Daily
Insured, C.O.D.

Total
Comments

Day Date Carrier or Supervisor's Signature


I certify that the above is correct.

PS Form 4239, January 2009 PSN: 7530-02-000-9205 1-Postmaster 2-Carrier

38
PS FORM 4239 ITEM DESCRIPTIONS

Post Office State & Zip + 4 Route No.


United States Postal Service
Rural Route Count of Mail
4. Flats, Catalogs, 8. Accountable 9. Customers Due
2. Sector/Segment
1. Letter Size 3. DPS Letters Magazines, 5. DPS Flats 6. Parcels 7. Boxholders Mail Signature Rcvd for Del 10. Postage Due
Letters
Newspapers, Rolls Item C.O.D.

Letters, cards, Letter mail 6 1/8" or < Letter mail 6 1/8" or Newspapers, flats, TO BE Rigid, exceed 5" high, Detached cards, Articles received Articles received Articles that require a
newsletter-type mail in width processed on <, processed on magazines, catalogs, DETERMINED 18" length, or 1 9/16" samples, and letter or flat that day for that day which the carrier to collect
and circulars 6 1/8" postal automated postal automated rolls, other non-letter wide. Non-rigid, too sized pcs using delivery. Signature customer must pay additional postage.
or < in width and equipment, normally equipment into size mail that can be big for separation. simplified addresses Capture and foreign for at the time of Do NOT include in
3/8" or < in not exceeding 20" Delivery Point cased using casing See training materials without specific box or parcels requiring delivery. columns 1, 2, or 3, 4
thickness; Detached segments. DPS when Sequence (DPS) equipment. Default for rigid item in non- house number in signature. Do NOT or 5.
Address Labels ( avg under 2400 pcs from letters/parcels. rigid container address. Pieces include in Cols
with specific per week. delivered that day. 1,2,3,4,5,6 or 10.
address) Maximum family or box
count.

16. Load Vehicle 18. Authorized


17. Other Suitable 19. Authorized
11. Change of 12. PS Form 3982 13. Marked Up 14. PS Form 3821 15. Non Signature (Explanation Dismounts 20. Letters and Flats
Allowance Explanation Dismount
Address PARS Label Mail Pieces Completed "Scan" Items Required when time Explanation Collected
Required Distance Feet
exceeds 15 minutes) Required

Number of COAs PARS label received, Undeliverable as Total number of Delivery Actual time in Daily or weekly recurring Number of Dismount distance Pieces collected on
carriers required to no additional duties addressed mail 3821's completed. Confirmation MIN:SEC to transfer functions authorized by authorized daily, in feet. the route. Do not
process (Forms required associated requiring the carrier May receive more barcodes, mail from carrier's management and not dismounts daily. Additional distance count mail from
3575, 3575Z, or with 3575. to bundle or than one credit for insurance items that work area to the recorded in any other Explanation in credited for more collection boxes or
3546.) individually multiple CODs sold. do not require vehicle, load the column on this form. comments section than one trip, if CBU collection
endorse. See signature, SCAN, vehicle and return Document in RRMC. of 4239 required. necessary. compartments.
training guide for Delivery Unit equipment to Bundled mail is
endorsements. Saturation and designated location. counted as one piece.
Bundle Scanning. Do not include Include 3982Rs
sequencing parcels. returned to office.

23. Parcel
25. Money Order
21. Carrier Pickup 22. Carrier Pickup Accepted, 24. Registered 26. Return Receipt 27. Lock Pouch Weight
Application 28. Reserved 29. Waiting Time 30. Counting Time
"Requests" "Items" Ordinary, Insured, Certified Accepted "L" Route Only Carried Daily
Processed
C.O.D.
Credit each Carrier Record the ACTUAL Parcels the carrier Articles collected and Money order "L" Routes, only if Daily weight, in rounded No entry. Actual time in Actual time in "whole"
Pickup notification number of qualifying weighs, rates and carrier has provided applications Firm Delivery Book is pounds, to or from "whole" minutes minutes, if used by
received by the packages (Priority, affixes postage to; a Form 3986, received on the used. designated offices. Do carrier spent waiting carrier on the route to
carrier through My International, Express) OR parcels over Receipt for route that day. not include non- for mail after official verify count.
Post Office. picked up by the two pounds Registered Article, or Form 6387 must be personnel unit served. start time.
carrier. Non-qualifying w/prepaid postage. Form 3800, Receipt used.
items should be for Certified Mail.
entered in columns 20 (Not recorded in
or 23, as appropriate. columns 8, 9, or 20.)

39
Rural Route Evaluation Worksheet (Handbook PO-603 Exhibit 531.3)
Delivery Unit: Route #:
Carrier: Count Dates:
PS 4241 Allowance Factors Allowance Factors Weekly Office Time Route Time
Ref. No. Data Description Office Time (min) Route Time (min) Average (mins.) (mins.)
* Route Length Miles X 12.0
* Regular Boxes (Non L) Boxes X 2.0
* Regular Boxes (L only) Boxes X 1.82
* Centralized Boxes Boxes X 1.0
* NDCBU Coll/Comp Compartments X 1.0
* Parcel Lockers Lockers X 2.0
1 Random Letters Wkly Avg *(.0555)
2 Sector Segment Letters Wkly Avg *(.0444)
3 DPS Letters Wkly Avg *(.0333)
4 Flats, Cat., Magazines, Newspapers, Rolls Wkly Avg *(.1)
5 DPS Flats Undetermined at this time
6 Parcels Wkly Avg *(.333) Wkly Avg *(.167)
7 Boxholders Wkly Avg *(.04)
8 Accountable Mail (Signature Item) Wkly Avg *(1.0) Wkly Avg *(3.466)
9 Customs Due (Rec'd for Del), C.O.D. Wkly Avg *(1.5) Wkly Avg *(4.466)
10 Postage Due Wkly Avg *(.2) round to #
11 Change Of Address Wkly Avg *(2.0)
12 PS Form 3982 (PARS Label) Wkly Avg *(.25)
13 Markup Wkly Avg *(.25)
14 PS Form 3821 (Completed) Wkly Avg *(2.0)
15 Non-Signature "scan" Items Wkly Avg *(.3)
16 Load Vehicle Actual Wkly Avg
17 Other Suitable Allowance Actual Wkly Avg
18 Authorized Dismounts Wkly Avg *(.1)
19 Authorized Dismount Distance (Feet) Wkly Avg *(.00284)
20 Letters, Flats Collected Wkly Avg *(0.04)
21 Carrier Pickup 'Request' Wkly Avg *(0.75) Wkly Avg *(0.75)
22 Carrier Pickup 'Items' Wkly Avg *(0.15)
23 Parcels Accepted, Ordinary, Insured, C.O.D. Wkly Avg *(2.0) Wkly Avg *(2.0)
24 Registered, Certified Accepted Wkly Avg *(2.0)
25 Money Order Application Processed Wkly Avg *(1.5) Wkly Avg *(2.0)
26 Return Receipt ('L' Route Only) Wkly Avg *(0.25)
27 Not Used
28 Reserved
29 Not Used
30 Not Used
* Stamp Stock 20
* Scanner (Retrieval / Setup / Return) 6
* Strapping Out Wkly Avg (1)+(2)+(4)-(13)*0.01428
* Other Office & Personal 30
* Lock Pouch Stops # of Stops *30
* Withdrawing Mail (Yes = 30) (No = 0)
* USPS Vehicle Allowance Daily Rte Miles *(6/100*4.5)+24
* Reload / Unload 18 min Wkly
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
PS Form 4241-M, January 2009

40
United States Postal Service® Post Office, State, and ZIP + 4® (Follow Instructions in Chapter 5 of Handbook PO-603)
Rural Delivery Statistics Report
District District ZIP Code™ Carrier's Name

Date of Count Route Route Miles Regular Centralized NDCBU Parcel Vehicle
Finance No.
From - Through No. (Hundredths) Boxes Boxes Coll. Comps. Lockers Stops

3. DPS 4. Flats, Catalogs, 8. Accountable 9. Customs 10.


1. Letter 2. Sector/ Seg-
Date Magazines, 5. DPS Flats 6. Parcels 7. Boxholders Mail Signature Due, Rec’d for Postage
Size ment Letters Letters Newspapers, Rolls Item Del., C.O.D. Due

Total

12. PS Form 15. 17. Other Suit- 18. Authorized 19. Authorized 20. Letters
11. Change of 13. Marked Up 14. PS Form 3821 16. Load
Date 3982 Non-Signature able Allowance Dismounts Dismount & Flats
Address Mail Pieces (Completed) Vehicle*
PARS Label Scan Items (Exp. Req.) (Exp. Req.) Distance (Feet) Collected

Total
21. Carrier 23. Parcel Ac-
22. Carrier 24. Registered, 25. Money Order 26. Return
27. Locked
Date of Local Pre-Count
Date Pickup cep ted Ordinary, 28. Reserved
Pickup “Items” Certified Accepted Application Receipt (“L”
Pouch Weight Conference
“Requests” Insured, COD Processed Route Only)

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 Vehicle Data EMA Govt. Veh. In the event that I am eligible to elect a higher route classification, I agree to
use sufficient annual leave during the guarantee period to assure that my
Number of Families Served Time Used During Count (Hrs. & Hund.) (Subtract
Lunch Time from Office and/or Route Time as total actual work hours will not exceed 2,080 during the guarantee period.
Number of Locked Pouch Stops (If applicable) Reported on PS Form 4240) Carrier's Signature for “Leave Commitment”
Mail Withdrawal? Yes No Office Time
Seasonal Route? Yes No Route Time Count Date Certified To Be Correct/Agreement with Count
In Season? Yes No Net Total Time Carrier's Signature and Date (MM/DD/YYYY)
Seasonal Miles (Hundredths) Auxiliary Assistance Office
Seasonal Regular Boxes Used Route Postmaster's Signature and Date (MM/DD/YYYY)
Seasonal Central Boxes Walking and Counting Time
PS Form 4241, February 2009 PSN 7530-02-000-9207 * Explanation Required when time exceeds 15 Min.
41
42
RURAL MAIL COUNT INFORMATION CHECK LIST

 Do route miles on PS Form 4241 reflect the last approved mileage on PS Form YES NO
4003? Submit new 4003 with mail count form if changes to mileage needs to be made.
 
 Are regular boxes and central boxes current as of the last day of count? Make sure YES NO
central boxes are not included in regular box total.
 
 Are number of stops more than total regular and central boxes? Vehicle stops cannot YES NO
be more than total boxes.
 
 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 YES NO
parcel column (column 6)? Postage due parcels get credit in both columns.
 
 Are Delivery Confirmation mail pieces entered in both columns 15 (Non- YES NO
Signature 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.

 Have Carrier Pickup Requests been credited in column 21 and carrier pickup YES NO
Items in column 22? Carrier pickup requests are credit in column 21; carrier pickup items (Express,
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 YES NO
volume is not included in letters and flats collected.
 
 Are loading time and other suitable allowance time (columns 16 & 17) YES NO
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?
 
 Is locked pouch weight totaled at the end of the count period and averaged in YES NO
the total column? Daily weight must be totaled at the end of the count period and divided by the number
of count days. This number is documented in the total column.  
 Is mail withdrawal marked properly? Must be marked one or the other. YES NO
 

 Are High Option and Leave Commitment marked YES? Has carrier signed the YES NO
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 YES NO
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.

43
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 Date Received by State Steward

NRLCA Mail Count Guide


44
45
Rural Route Inspection Box Count

Medium box
Large Large
Medium Small

Small Small

One stop

One stop
One stop One stop
One stop One stop

46
B-24
r"l~
•-
I
s•
::
•••••••••
... , J
:1
....

UNITED STATES POSTAL SERVICE


C7SL. . . . ,...,. .
........ DC . . ~J 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! A9re~ent,
this grievance is deDied.
Sucerely,

~£-
Labor Relations Department

47
8-25

.
_R.tCEIVED
r'~
..
•.~.• Oft 21 '86
.- .
i ==!
•••• •••
HRLCA
UNITED STATES POSTAL SERVICE
w---.oc_
""11II...
~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 50226
BU-4X-e 3738
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

48
~ 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 above-
captioned 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 mail-
receiving 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
~.U6PS.COW 202eo-4'00

49
·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 Randy on
tract Administration Director 0 Labor Relations
(NRLCNNPMHU) National Rural Letter Carriers'
Labor Relations Association

Date:· IJJ~ IDJ :Jooy

50
Delivery Services 632.526

632.524 Location
Curbside mailboxes must be placed so that they may be safely and
conveniently served by carriers without leaving their conveyances. They
must be reasonably and safely accessed by customers. Boxes must also be
on the right-hand side of the road and in the carrier’s direction of travel in all
cases where driving on the left-hand side of the road to reach the boxes
would pose a traffic hazard or violate traffic laws and regulations. On new
rural or highway contract routes, all boxes must be on the right side of the
road in the carrier’s direction of travel. Boxes must be placed to conform to
state laws and highway regulations. Carriers are subject to the same traffic
laws and regulations as are other motorists. Customers must remove
obstructions, 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

POM Issue 9, July 2002 355


Updated With Postal Bulletin Revisions Through December 18, 2008

51
632.527 Postal Operations Manual

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.
632.528 Unstamped Newspapers
Curbside mailboxes are to be used for mail only, except for newspapers
regularly mailed at Periodicals rates. Publishers of these newspapers may,
on Sundays and national holidays only, place copies of the Sunday or
holiday issues in the rural and highway contract route boxes of subscribers,
with the understanding that these copies must be removed from the boxes
before the next day on which mail deliveries are scheduled.
632.529 Newspaper Receptacles
A receptacle for the delivery of newspapers may be attached to the post of a
curbside mailbox provided that no part of the receptacle interferes with the
delivery of mail, obstructs the view of the flag, or presents a hazard to the
carrier or the carrier’s vehicle. The receptacle must not extend beyond the
front of the box when the box door is closed. No advertising may be
displayed on the outside of the receptacle, except the name of the
publication.
632.53 Nonconforming Mailboxes
Carriers must report to the postmaster any existing mailboxes that no longer
conform to postal regulations. The postmaster sends PS Form 4056, Your
Mailbox Needs Attention, to the owners of these boxes to request that they
remedy the irregularities or defects. All newly installed or replacement
mailboxes must be approved models in accordance with USPS-STD-7. A
current listing of approved manufacturers and models can be obtained from
the office listed in section 632.511.
632.54 State and Local Regulations
Some states have enacted laws that are more stringent and specific about
the type of mailbox that may be used, the post or support that must be used
to mount the mailbox, and the location of the delivery equipment.
Regulations and recommendations published here might not reflect
appropriate requirements for your area. When providing guidance to the
general public concerning mailbox placement and replacement, advise them
not only of postal regulations but also of any mailbox regulations that you
know have been enacted by state or local authorities.

632.6 Apartment House Receptacles


632.61 General
Specifications for construction and approval procedures for manufacturers
are covered in USPS-STD-4 (RDD), Postal Service Standard, Apartment

356 POM Issue 9, July 2002


Updated With Postal Bulletin Revisions Through December 18, 2008

52
Additional Services: Customer Mail Receptacles
508 508.3.2.1

2.3.4 Mailbox Location


Curbside mailboxes meeting the applicable standards in 3.0 must be placed where
they protect the mail and can be conveniently served by carriers without leaving their
vehicles. These boxes must be on the right side of the road in the direction of travel
when required by traffic conditions or when driving to the left to reach the boxes
would violate traffic laws by the carrier.

3.0 Customer Mail Receptacles


3.1 Basic Information for Customer Mail Receptacles

3.1.1 Authorized Depository


Except as excluded by 3.1.2, every letterbox or other receptacle intended or used
for the receipt or delivery of mail on any city delivery route, rural delivery route,
highway contract route, or other mail route is designated an authorized depository
for mail within the meaning of 18 USC 1702, 1705, 1708, and 1725.

3.1.2 Exclusions
Door slots and nonlockable bins or troughs used with apartment house mailboxes
are not letterboxes within the meaning of 18 USC 1725 and are not private mail
receptacles for the standards for mailable matter not bearing postage found in or on
private mail receptacles. The post or other support is not part of the receptacle.

3.1.3 Use for Mail


Except under 3.2.11, Newspaper Receptacle, the receptacles described in 3.1.1
may be used only for matter bearing postage. Other than as permitted by 3.2.10,
Delivery of Unstamped Newspapers, or 3.2.11, no part of a mail receptacle may be
used to deliver any matter not bearing postage, including items or matter placed
upon, supported by, attached to, hung from, or inserted into a mail receptacle. Any
mailable matter not bearing postage and found as described above is subject to the
same postage as would be paid if it were carried by mail.

3.1.4 Clear Approach


Customers must keep the approach to their mailboxes clear of obstructions to allow
safe access for delivery. If USPS employees are impeded in reaching a mail
receptacle, the postmaster may withdraw delivery service.

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 608.8.0 for
address).

Domestic Mail Manual • Updated 11-29-09 929

53
508
Additional Services: Customer Mail Receptacles

508.3.2.2

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:
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.

3.2.8 Owner’s Name


The mailbox may bear the owner’s name.

3.2.9 More Than One Family Sharing a Receptacle


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

930 Domestic Mail Manual • Updated 11-29-09

54
M-52
:tTU~1-

..i
C1~'"'"
lol

;
_
IU.MUL
.
::
~
• .........•
L
,, f.l J
UNITED STATES POSTAL SERViCE
475 L'Enlant Plaza SW
Washington, DC 20260 NRLCA
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 specifi-
cally 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

55
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
4

Labor Relations partment

56
rs"On.,..
P-93
=
.- .
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:'

57
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. .

58
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,

.. ."

59
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 above-
captioned 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
~~
RandY~n
Contract Administration Director 0 Labor Relations
(NRLCAlNPMHU) National Rural Letter Carriers'
Labor Relations Association

Date: ffley 2 ZOo y'


475 L:ENFANT PlAZA SW
WASHINGTON DC 20260·4100

60
M-44
J!"nsPO~

-.
'"o~ ..,..
.........
=
~ lLS-t
i
~
RECEIVED
JiJ" l.L ~ HZ
UNITED STATES POSTAL SERVICE
475 L'enfant Plaza, SW
NRLCA
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

61
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 lieu-
of 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 conven-
iently 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. .
--'

62
M-44
c. References 1-1-37, 211.2, ,211.3 and 524.2
Question If a carrier is required to take mail from sacks
is he eligible for the withdraw credit?
~..nswer section 2l1.2c of the M-37 states in part "If. flats are
rece~ved 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
st~~darddi$mount allowance for ~~locking doors,
climbing stairs, etc?
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.

63
POSTAL IULLmN 21631, 8-6-87, Pag. 11

'f All Offirrs ll'ilh R"ral Dtlivtry


M-38 REVISION-MAIL WITHDRAWAL ON RURAL ROUTES
The following change in the mail withdrawal conducted in an offices with rural delivery. When
policy should allow rural delivery managers to management determines it would be operationally
review the current withdrawal procedure used in advantageous to change the withdrawal procedures
their office and determine whether a change in this currently used in a unit, the local NRLCA steward
procedure would be beneficial. Where a change is (or state steward if a local steward is not available)
proposed, the regular rural carriers in an office by must be advised of the proposed change. If man-
majority vote may elect to withdraw mail if they agement proposes a change in withdrawal and the
also agree to conduct the daily unit volume record- majority of regular carriers in the unit wish to per-
ing. The recording of volume means entering the form the withdrawal function, all carriers in the
daily linear footage of letter and Oat mail received unit will withdraw all mail, provided they agree to
in a single entry in the comment section of Form assume the responsibilities associated with daily
4240, Daily Trip Report. In addition. they should unit volume recording.
record the number of boxholder sets received. In If the majority of carriers elect not to perform
all instances. the procedure used should be the the withdrawal function, mail will be provided to
same throughout the office. them in accordance with Part 352.1. In these cases,
The withdrawal time allowance will be added to management will perform the daily unit volume re-
or deducted from the evaluation of any route that cording function.
has the withdrawal function added or subtracted in
the same manner that the Postal Service adds or Not.: The withdrawal allowance will be credited
subtracts time to a route when it authorizes or re- to any route where a carrier is required to perform
moves from a route evaluation parcel lockers, anv withdrawal function other than a final with-
USPS ownedlleased vehicles, etc. drawal from a designated final distribution case
Part 351 of Handbook M-38, Managnnent ofRural before leaving to serve the route.
Dtlivery Strviets, is revised to read as follows: h. Improvements in efficiency at the individual
I

1.'
office and assurance that withdrawal of mail, if by
350 Carri.r Work Methods-Office an employee other than the rural carrier, will not
normally require the carrier to wait for mail. must
351 Obtoinlng Mall
be supplied in writing to the Management Section-
351.1 Carriers will withdraw mail from distribu- al Center. Additionally. when it is proposed to
tion cases when the mail has not been placed on remove the withdrawal function from rural c;~rriers
their case ledge by a clerk or mailhandler in accord- in a unit. an analysis of rural and clerical time re-
ance with Part 352.1. However, all carriers. includ- quired to perform mail withdrawal must be accom-
ing those exempt from general mail withdrawal reo plished.
quirements. must make a final withdrawal ofleners c. Assessment will be on an office-by-office basis
and preferential Oats from the designated distribu- at management discretion.
tion case before leaving for the route. d. Normally, there should be no significant
351.2 Changes in withdrawal procedures for rural schedule changes resulting from a change in the
routes will be made in accordance with the follow- method of withdrawing mail.
ing: A future revision of Handbook M-38. Managt-
a. Managers may change the methods, means, mtnt of Rural Delivery StTVices, will include this revi-
and/or personnel by which such operations are sion.-Dtlivery StTVit:tS Dept.• 8-6-87.

PREVENT THEFT

KEEP CASH OUT OF


'n PUB'llC VIEW'

64
(Continued from page 477) clerk hours for the expressed purpose of clearing out mail
Deliver on first delivery trip all mail received at the central volume prior to the count and clerk hours should not be
distribution facility prior to established city delivery cut­ curtailed on the day the count should end. The mail count,
this year, will begin on Saturday, September 17, and end
off time."
on Friday, September 30. Excessive effort should not be
Section 612.12-0ther Second and Third-Class. Deliv­ exerted prior to the beginning nor should mail be curtailed
er not later than second delivery day after day of receipt on the final day of mail count.
(daily receipt to begin at 1'2:00 midnight unless Regional The worksheet for counting should be used in the same
Postmaster General approves different time). Deliver mail
manner it has been used in previous mail counts. All mail
received on Saturday, no longer than Tuesday. Deliver cir­
culars received on a day preceding a holiday no later than should be recorded on the Daily Count Form (PS Form
the second delivery date following the holiday. 4239) and a copy of that Daily Count Form should be
provided the carrier before the mail is strapped out. If any
Section 612.13-Third arid Fourth-Class Parcels. dispute over numbers contained on the Daily Count Form
Where possible, schedule delivery of parcels on a delivery are encountered, that dispute should be resolved prior to
trip which will permit achievement of publ ished service the delivery of that day's mail.
standards for these classes of mail.
For those offices under the CMU-CFS forwarding pro­
cedures, rememb er, the separation labeled "Moved, Left
Withdrawal of Mail
No Address," has been removed and a new separation
The withdrawal procedure established for the count labeled "CGA (Change of Address) and Entry Mail"
period should be the same as that which will normally should be placed on your case . Preferably, this separation
be followed the remainder of the year. should be located in front of the A-Z separations.
The most frequent dispute on withdrawal of mail re­
In a recent meeting with Postal Headquarters' Officials,
sults from a misunderstanding on dumping of sacks. If
withdrawal of mail is by employees other than rural they assured Us if mail count seminars are held for Postal
carriers, mail must be placed on your carrier ledge or, Managers, either at the MSC or District level, representa­
as described in 211.2 of the M-37 Handbook. If you tives from the NRLCA would be invited to participate in
withdraw your mail as outlined in 211 .2, you should those seminars just as we did last year.
"place letter mail on your case ledge, either in trays or
stacked loose, no more than one row high. The mail must Complete mail count instructions were contained in
be faced right with stamps down whether you place it The National Rural Letter Carrier issue dated August
loose on the case ledge or work it directly from a tray." 14, 1982. Except for those items highlighted in this article,
If you withdraw your own mail, you should "place flat the special count in September should be held under the
mail on, under, or near your case in neatly stacked piles. same guidelines as those outlined in that issue of The
If flats are received in sacks, remove them promptly and National Rural Letter Carrier magazine.
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 ."
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

65
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 that the following will constitute full and complete
settlement of this grievance:

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 Gus Baffa, Pres;
Contract Administration National Rural ett
(NRLCAlNPMHU) Association

Date:
~/~1/,'1
..:J I /9! f/.o Date: 3- /1.. ·~3
475 L'5""""T '1.Al.< SW
W,lSHI"GTQN DC 2C260·410J
VWN/....S"S./XH

66
M· 69.100

.'

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 ~o
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.
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
,S
26467 and r••ove it fro. the p.nding na~ional arbltra~lon
listing.
Sinc.rely"

~~®~.,~v- ~~
Stev~th .
/: /Gr..df
Director, Labor,a.lations
, National aural Letter
'. Carri.rs' Association
,DATI 2 ..£ ~6 :1'1'
~CIosure

--- 67
M-75
~
iillJ
• •
•••••••

• ~ • •t •••a a. a.!tb
Dl~.ctac af LaMC ..lat1. .
. .ttDDal &tical Lette~ • G8 _
C.cd.c.' ...octati_
hJt. lDO
lCCI Duk. It~•• t
A1••aAd~la~ VA 2231C-340)
.. : •• Gi1be~t
Ipdaffleld, f t 051S'
.,a-1G-C 5107
D.ar .~. Saitta:
OIl •••• 1'.1 ace••lo•• , th• .o.t ~ec.at bela. D.~r 1.. 19",
we _t to dl.na. tile a".-capt1ODed ,rl.....ce at 1:Jl. foa~tb
.t.p af OD~ CODt~.etaal ,~l....c. praced.~••
ft. 1.811. ia W. ,dewu" 111901.... til. _ ...~_at of
cellt~d· ftr1lDllt ....11c "~ce
1dll .....lope. aad _.tb.~ o~
DOt tb. _ ••a~_Dt esc.... 5 lacla•••

Dada, aar di.cu••ioll, ". _bally .I~••d tlaat tile faUowlll9


cGastitut•• fall aad c~l.te .ettl"'Dt of this c••e:

neD a dl.pate .rhe. cOlle.nalD, the .ccur.c:y of tb.


te-vlat. . . . . .~.... t. • .tandard rD1eE viII b.
5ub.tltuted aDd ..ed to ..ke tbe .pp~aprlate
....a~e_Dt.
lb. p.rti•• at till. 1...1 f.~tbe~ .f~ ••d that b.d tb.
fr1."Dt beea ,l.ea ~ r.~.ted c~edlt foe fl.ta, it would
aat ba•• c!IaD,ed lab ~oat. . . .lutloa.
~. t.~ of ~i• •gr....at ar. aoapr.c.d••tlal, DODcltab~••
&ad apply oaly to thia ,~l...ac••
• 1•••••1,D aa4 r.tarD tb. eaelo..d copy of thi. l.tt.r ••
you~ .ekftovl.d,..nt of .'r.....t ta ••ttl. thl. c•••.
Siae.nly,

. r r... /
.&(~~
~_
V 'fIoL .... ·..t ..
Ii r r
f...,/.,.JI::.~ ...... .... I.. L;-...a"J;.,/
JIhId.t ilie.a ArDola
Grlevanc. , Arbitration olr.ctor of Labar aelationa
DiYldon Natto••l Aur.l L.tt.r Carriers·
AI.ocl.~loll

68
M-4
~
'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
~~~
Steven R. Smith
Grievance and Arbitration Director, Labor Relations
Division National Rural tetter
Carriers' Association
Da te OCT 2 91991
69
LABOR RELATIONS

~ UNITED STATES
I!a POSTAL SERVICE

Donnie Pitts, President


National Rural Letter Carriers'
Association
1630 Duke Street
Alexandria, VA 22314-3467

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 PO-603, Rural Carrier 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'ENI'ANT PlAzA SW


WASl-iNGT~ DC 20260·4100
WW\\I.USPS.COM

70
-2-

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,

itL6~:." L:f
illiam Daigneat
Manager
Donnie Pitts, Presid t
National Rural Letter Carriers'
Contract Administration (NRLCA) Association

Date: / ~ , 1.- D J

71
LABOR RELATIONS

d UNITEDSTIJTES
POSTI.1L SERVICE

February 21, 2008

Donnie Pitts, President


National Rural Letter Carriers'
Association
1630 Duke Street
Alexandria, VA 22314-3467

Dear Donnie:

This letter will confirm our mutual understanding regarding the application of the
December 7. 2007 national grievance settlement, aOOR-4Q-C 08030088 concerning the
standard allowance for the duties associated with the carrier pickup program and
whether the carrier assigned to the route is entitled to perform these duties and also,
whether the route win receive the applicable credit during a mail count.

The settlement provides a standard allowance of 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); to be effective with the 2008
national mail count.

The parties agree that the carrier assigned to the route is entitled to perform carrier
pickup duties and the route will receive the applicable credit during a mail count
provided: the carrier's vehicle can accommodate the carrier pickup items to be collected
without deviation from the route's line of travel, including second trip. and the carrier is
able to meet the dispatch of value.

The parties recognize that there may be situations where it is more reasonable to utilize
a leave replacement to complete the carrier pickup request rather than the carrier
assigned to the route where the delivery address for the request is located. If it is
anticipated that the carrier assigned to the route will be required to deviate from the line
of travel or required to make a second trip in order to complete the carrier pickup;
management may designate a leave replacement to complete the duties associated with
that carrier pickup request. Management may also utiliZe a leave replacement for these
duties if completion of the carr;er pickup request will cause the assigned carrier to be
unable to meet the dispatch of value.

In those instances indicated above, management will determine whether the carrier
assigned to the route or a leave replacement will complete the duties associated with the

"75 L'ENI'ANl PlAZA SW


WASHlNG10'4 DC 20260·4 HlO
WWW.VSPS,CO\A

72
- 2-

carrier pickup request. Further, in unusual circumstances where carrier pickup volume is
extremely large or either the rural carrier assigned to the route or any available leave
replacement will be unable to meet the dispatch of value; management may seek
alternate means to complete the pickup.

When it is determined by management that the assigned carrier will complete the carrier
pickup request and this will cause the carrier to deviate from the line of travel or make a
second trip, the carrier will receive additional compensation as outlined in the pre-
arbitration settlement #C95R-4C-C 98023318 dated March 14, 2005. In the alternative,
if these situations are of a recurring nature, management may elect to include credit for
any necessary deviation{s) or second tripes) required to complete the carrier pickup
request(s) in the evaluation of the route during a mail count, rath~r than utilizing the
aforementioned method of compensation.

Management's decision to utilize the assigned carrier or a leave replacement to


complete the carrier pickup request will not be influenced by the event's occurrence
during a mail count. If the carrier pickup request is completed by the carrier assigned to
the route during a mail count, the route will be appropriately credited pursuant to the
December 7,2007 settlement (referenced above) and compensated separately for any
required deviation from the line of travel or second trip. If management's decision is to
utilize the carrier assigned to the route during a mail count and for any reason the
assigned carrier cannot complete the carrier pickup request in its entirety; only those
carrier pickup items handled by the assigned carrier will be credited to the route. If the
carrier pickup request is completed by a leave replacement rather than the camer
assigned to the route during a mail count, the route will receive no credit for the carrier
pickup event and the leave replacement will be compensated in accordance with Article
30.2.Q of the National Agreement.

Sincerely,

J~~
William Dai neault
Manager
Contract Administration (NRLCA)

Concurrence:

Donnie Pitts, President'


National Rural Letter Carriers' Association

Date: c2 -,;t /- 08

73
LABOR RELATIONS

fiii!!!!!!l!!f UNITED STIlTES


IJf.il!lI POSTIlL SERVICE

Joey C. Johnson
Director of Labor Relations
National Rural Letter Carriers'
Association
1630 Duke Street
Alexandria, VA 22314-3467

Re: BOOR-4B-C 08348950


Class Action
Middleboro, MA 02346-9998

Dear Mr. Johnson:

On several occasions, the most recent being May 27,2009, the parties discussed the
above-captioned grievance at the fourth step of our contractual grievance procedure.

The issue in this grievance is whether the carrier assigned to the route is entitled to
perform the duties associated with a carrier pickup request from a customer on the
assigned route.

During our discussion, we mutually agreed that the following will constitute full and
complete settlement of this grievance:

In a letter dated February 21, 2008, the parties confirmed their mutual understanding of
the duties associated with the carrier pickup program and the entitlement to perform
these duties. This letter states in part:

"The parties agree that the carrier assigned to the route is entitled to
perform carrier pickup duties and the route will receive applicable credit
during a mail count provided: the carrier's vehicle can accommodate the
carrier pickup items to be collected without deviation from the route's line
of travel, including second trip, and the carrier is able to meet the dispatch
of value.

The parties recognize that there may be situations where it is more


reasonable to utilize a leave replacement to complete the carrier pickup
request rather than the carrier assigned to the route where the delivery
address for the request is located."

475 L:ENFANT PJ\Z~ SW


WASHINGTON DC 20260-4100
WWw.USPS.COM

74
-2­

The letter also states:

"In those instances indicated above, management will determine


whether the carrier assigned to the route or a leave replacement will
complete the duties associated with the carrier pickup request. Further,
in unusual circumstances where carrier pickup volume is extremely
large or either the rural carrier assigned to the route or any available
leave replacement will be unable to meet the dispatch of value,
management may seek alternate means to complete the pickup."

Based upon the circumstances of the instant case, the parties agree that no further
action is required.

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

Time limits were extended by mutual consent.

Cathy M erron
Labor lations Specialist
Contract Administration (NRLCA)

Date Cf7 4 ~J

75
. . 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 mark-
up 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

76
Please sign and return the endosed copy of this letter as your acknowledgment of
agreement to settle this case.

Sincerely,

,.
iJdith Stokowski Randy
Contract Administration (NRLCAfNPMHU) Diredor 0 . abOr Relations
Labor Relations National Rural Letter Carriers'
U. S. Postal Service Association

Date: {; - :< l./- 0 V

77
601
Mailability: Content and Extra Service Markings

601.5.1

b. Space staples or steel stitches not more than 5 inches apart for easy and
average loads and not more than 2-1/2 inches apart for difficult loads. If placing
staples farther apart, apply strips of 3-inch-wide reinforced tape in the gaps
between the staples.
c. Tightly clinch staples to prevent protrusions. Mailers must remove and replace
inadequately clinched staples before mailing.

5.0 Handling, Content, 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.

978 Domestic Mail Manual • Updated 11-29-09

78
Commercial Flats: Physical Standards for Flats
301 301.1.1

301 Physical Standards


Overview 1.0 Physical Standards for Flats
2.0 Physical Standards for Nonautomation Flats
3.0 Physical Standards for Automation Flats

1.0 Physical Standards for Flats


1.1 General Definition of Flat Size Mail
[10-5-09] Flat-size mail other than that in 3.0, Physical Standards for Automation
Flats, is:
a. More than 11-1/2 inches long, or more than 6-1/8 inches high, or more than
1/4 inch thick.
b. Not more than 15 inches long or more than 12 inches high or more than 3/4
inch thick, except for:
1. Periodicals mailed under 707.26.0.
2. Polywrapped flats, with selvage that extends beyond the contents, up to a
maximum length of 15-3/4 inches. The enclosed contents must not be
longer than 15 inches.
c. Rectangular with four square corners or with finished corners that do not
exceed a radius of 0.125 inch (1/8 inch). See Exhibit 1.1c.

Exhibit 1.1c Maximum Corner Radius for Flat-Size Mailpieces

Corner Radius Maximum 1/8"

Graphic at 100%
Place mailpiece against
template to test accuracy

d. Other size or weight standards may apply to mail claimed at certain prices, mail
addressed to certain APOs and FPOs, and mail sent by the Department of
State to U.S. government personnel abroad.

Domestic Mail Manual • Updated 11-29-09 265

79
301
Commercial Flats: Physical Standards for Flats

301.1.2

1.2 Length and Height of Flats


[10-5-09] The length of a flat-size mailpiece is the longest dimension. The height is
the dimension perpendicular to the length. When determining the maximum height
or length of a flat, include any selvage of polywrap material that may enclose the
piece. When determining the minimum height or length of a flat, do not include the
selvage of any polywrap material that may enclose the piece.

1.3 Minimum Flexibility for Flat-Size Pieces


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:
a. All flats (see Exhibit 1.3a):
1. Place the piece with the length parallel to the edge of a flat surface and
extend the piece halfway off the surface.
2. Press down on the piece at a point 1 inch from the outer edge, in the
center of the piece's length, exerting steady pressure.
3. The piece is not flexible if it cannot bend at least 1 inch vertically without
being damaged.
4. The piece is flexible if it can bend at least 1 inch vertically without being
damaged and it does not contain a rigid insert. No further testing is
necessary.
5. Test the piece according to 1.3b or 1.3c below if it can bend at least
1 inch vertically without being damaged and it contains a rigid insert.

266 Domestic Mail Manual • Updated 11-29-09

80
Commercial Flats: Physical Standards for Flats
301 301.1.3

Exhibit 1.3a Flexibility Test—All Flats

For flats,
length is
the longest
dimension

1" minimum
flexibility required
FLEX TEST
Length runs
parallel to surface

b. Flats 10 inches or longer that pass the test in 1.3a and contain a rigid insert (see
Exhibit 1.3b):
1. Place the piece with the length perpendicular to the edge of a flat surface
and extend the piece 5 inches off the surface.
2. Press down on the piece at a point 1 inch from the outer edge, in the
center of the piece's width, exerting steady pressure.
3. Turn the piece around and repeat steps 1 and 2. The piece is flexible if
both ends can bend at least 2 inches vertically without being damaged.

Domestic Mail Manual • Updated 11-29-09 267

81
301
Commercial Flats: Physical Standards for Flats

301.1.3

Exhibit 1.3b Flexibility Test—Flats 10 Inches or Longer

For flats, length is


the longest dimension

2" minimum
flexibilty
FLEX TEST
required
Flats 10" or longer
that contain a rigid insert;
perpendicular to surface

c. Flats less than 10 inches long that pass the test in 1.3a and contain a rigid
insert ( see Exhibit 1.3c):
1. Place the piece with the length perpendicular to the edge of a flat surface
and extend the piece one-half of its length off the surface.
2. Press down on the piece at a point 1 inch from the outer edge, in the
center of the piece's width, exerting steady pressure.
3. Turn the piece around and repeat steps 1 and 2. The piece is flexible if
both ends can bend at least 1 inch vertically without being damaged.

268 Domestic Mail Manual • Updated 11-29-09

82
Commercial Flats: Physical Standards for Flats
301 301.1.5.1

Exhibit 1.3c Flexibility Test—Flats Less Than 10 Inches Long

For flats, length is


the longest dimension

1" minimum
flexibility required
FLEX TEST
Flats less than 10" that
contain a rigid insert;
perpendicular to surface

1.4 Uniform Thickness


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 1.5) 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 601.2.3).

1.5 Polywrap Coverings

1.5.1 Polywrap Films and Similar Coverings


[10-5-09] Mailers using polywrap film or similar material to enclose or cover flat-size
mailpieces must use a product meeting the standards in 1.5. Polywrapped flat-size
pieces mailed as high density or saturation carrier route are not required to meet
these polywrap standards. Film approved for use under 1.5.4 must meet the
specifications in Exhibit 1.5.1 as follows:
a. Films or similar coverings must meet all six properties in Exhibit 1.5.1.
b. If the address label is affixed to the outside of the polywrap, the haze property
(property 2) does not apply.
c. Only products listed as approved on the USPS RIBBS Web site
(http://ribbs.usps.gov) may be used on flat-size mailpieces.

Domestic Mail Manual • Updated 11-29-09 269

83
101
Retail Mail: Physical Standards for Letters, Cards, Flats, and Parcels

101.1.2

1.2 Nonmachinable Criteria


A letter-size piece is nonmachinable (see 6.4) if it has one or more of the following
characteristics (see 601.1.4 to determine the length, height, top, and bottom of a
mailpiece):
a. Has an aspect ratio (length divided by height) of less than 1.3 or more than 2.5.
b. Is polybagged, polywrapped, enclosed in any plastic material, or has an exterior
surface made of a material that is not paper. Windows in envelopes made of
paper do not make mailpieces nonmachinable. Attachments allowable under
applicable eligibility standards do not make mailpieces nonmachinable.
c. Has clasps, strings, buttons, or similar closure devices.
d. Contains items such as pens, pencils, keys, or coins that cause the thickness
of the mailpiece to be uneven; or loose keys or coins or similar objects not
affixed to the contents within the mailpiece. Loose items may cause a letter to
be nonmailable when mailed in paper envelopes; (see 601.2.3, Odd-Shaped
Items in Paper Envelopes).
e. Is too rigid (does not bend easily when subjected to a transport belt tension of
40 pounds around an 11-inch diameter turn).
f. For pieces more than 4-1/4 inches high or 6 inches long, the thickness is less
than 0.009 inch.
g. Has a delivery address parallel to the shorter dimension of the mailpiece.
h. Is a self-mailer that is not prepared according to 201.3.14.
i. Is a booklet that is not prepared according to 201.3.15.

2.0 Physical Standards for Flats


2.1 General Definition of Flat-Size Mail
Flat-size mail is:
a. More than 11-1/2 inches long, or more than 6-1/8 inches high, or more than
1/4 inch thick.
b. Not more than 15 inches long, or more than 12 inches high, or more than
3/4 inch thick.
c. Flexible (see 2.3).
d. Rectangular with four square corners or with finished corners that do not
exceed a radius of 0.125 inch (1/8 inch). See Exhibit 2.1d.

22 Domestic Mail Manual • Updated 11-29-09

84
Retail Mail: Physical Standards for Letters, Cards, Flats, and Parcels
101 101.2.3

Exhibit 2.1d Maximum Corner Radius for Flat-Size Mailpieces

Corner Radius Maximum 1/8"

Graphic at 100%
Place mailpiece against
template to test accuracy

e. Uniformly thick (see 2.4).


f. Unwrapped, sleeved, wrapped, or enveloped.

2.2 Length and Height of Flats


The length of a flat-size mailpiece is the longest dimension. The height is the
dimension perpendicular to the length.

2.3 Minimum Flexibility Criteria for Flat-Size Pieces


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:
a. All flats (see Exhibit 2.3a):
1. Place the piece with the length parallel to the edge of a flat surface and
extend the piece halfway off the surface.
2. Press down on the piece at a point 1 inch from the outer edge, in the
center of the piece's length, exerting steady pressure.
3. The piece is not flexible if it cannot bend at least 1 inch vertically without
being damaged.
4. The piece is flexible if it can bend at least 1 inch vertically without being
damaged and it does not contain a rigid insert. No further testing is
necessary.
5. Test the piece according to 2.3b or 2.3c below if it can bend at least 1 inch
vertically without being damaged and it contains a rigid insert.

Domestic Mail Manual • Updated 11-29-09 23

85
101
Retail Mail: Physical Standards for Letters, Cards, Flats, and Parcels

101.2.3

Exhibit 2.3a Flexibility Test—All Flats

For flats,
length is
the longest
dimension

1" minimum
flexibility required
FLEX TEST
Length runs
parallel to surface

b. Flats 10 inches or longer that pass the test in 2.3a and contain a rigid insert
(see Exhibit 2.3b):
1. Place the piece with the length perpendicular to the edge of a flat surface
and extend the piece 5 inches off the surface.
2. Press down on the piece at a point 1 inch from the outer edge, in the
center of the piece's width, exerting steady pressure.
3. Turn the piece around and repeat steps 1 and 2. The piece is flexible if
both ends can bend at least 2 inches vertically without being damaged.

24 Domestic Mail Manual • Updated 11-29-09

86
Retail Mail: Physical Standards for Letters, Cards, Flats, and Parcels
101 101.2.3

Exhibit 2.3b Flexibility Test—Flats 10 Inches or Longer

For flats, length is


the longest dimension

2" minimum
flexibilty
FLEX TEST
required
Flats 10" or longer
that contain a rigid insert;
perpendicular to surface

c. Flats less than 10 inches long that pass the test in 2.3a and contain a rigid
insert (see Exhibit 2.3c):

1. Place the piece with the length perpendicular to the edge of a flat surface
and extend the piece one-half of its length off the surface.
2. Press down on the piece at a point 1 inch from the outer edge, in the
center of the piece's width, exerting steady pressure.
3. Turn the piece around and repeat steps 1 and 2. The piece is flexible if
both ends can bend at least 1 inch vertically without being damaged.

Domestic Mail Manual • Updated 11-29-09 25

87
101
Retail Mail: Physical Standards for Letters, Cards, Flats, and Parcels

101.2.4

Exhibit 2.3c Flexibility Test—Flats Less Than 10 Inches Long

For flats, length is


the longest dimension

1" minimum
flexibility required
FLEX TEST
Flats less than 10" that
contain a rigid insert;
perpendicular to surface

2.4 Uniform Thickness


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 301.1.5) 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 601.2.3).

2.5 Flat-Size Pieces Not Eligible for Flat-Size Pricing


Mailpieces that do not meet the standards in 2.1 through 2.4 are not eligible for
flat-size pricing and must pay applicable parcel prices.

3.0 Physical Standards for Parcels


3.1 Maximum Weight and Size
No mailpiece may weigh more than 70 pounds. Lower weight limits apply to
First-Class Mail, Standard Mail, and Bound Printed Matter. Pieces may not measure
more than 108 inches in length and girth combined, except Parcel Post, which may
not measure more than 130 inches in length and girth combined. For parcels, length
is the distance of the longest dimension and girth is the distance around the thickest
part. Lower size or weight standards apply to mail addressed to some APOs and
FPOs subject to 703.2.0 and 703.4.0 and for Department of State mail, subject to
703.3.0.

26 Domestic Mail Manual • Updated 11-29-09

88
89
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

90
-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

91
-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.

92
-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). .

93
-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_S- _
r I

94
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

95
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!
Andrea
B.
a!&nJ
Wilson, Manager
Contract Administration
(NRlCAlNPMHU)

Date: ,J/!9/t?.. 3 Date: :9 - I f- 03


475 L8or-~NT PLAZA SW
WASI<\NG-QN DC 20260·4·00
_.usPS.COM

96
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

97
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

a'
Date: ......:~~A1......:19.:......:1t_t7_:.3 _ Date: 3- /7-03

98
M-57
lABOR RELAT'ONS

~ UNiTEDSTJJTES
J!a POSTAL SERVICE

Mr. Gus Baffa


President
National Rural Letter Carriers'
Association
1630 Duke Street, 4 Floor
1h

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'!;"<A>JT PLAZA SW


WN;Hl"G-ON DC 20260-4100

99
M-57
-2-

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

100
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 PO-
603, 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,

~'---- Steven R. Smith


Manager President
Contract Administration National Rural Letter Carriers' Association
(NALClNRLCA)
U. S. Postal Service
Date:
------~--~--

101
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 PLAZA SW

WASHINGTON DC 20260-4100
INII\IVv'.USPS.COM

102
- 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

103
. . . 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 above-
captioned 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 National Rural Letter Carriers'
(NRLCAlNPMHU) Association

475 L·e......, Pu.ZA sw Date: ~/~.dl60s/


wisHNG10N DC 20260

104
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 peri-
odical 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 cer-
tify, 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.

105
. .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

106
-2-

4. 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)
~National Rural Letter Carriers'
Labor Relations Association

Dale: t.V~;& S

107
amID AM'RleLB 1118IDB A FLBXIBLE
mAlLPIBeB
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~
~
NO

Does the rigid item


V
inside the mail piece I IrS A PARCEL I
exceed 5" in height,

NO>
18" in length or 11 9/16"
18" 9/16" Is the flexible mail piece that contains
in depth? the rigid item greater than 66 1/8"
1/8"
in width? (Address orientation)

YES 4E~ ~~
Irs A FLAT Irs A LETTER
I II
00
I

Is the flexible mail piece that contains the rigid item greater than 66 1/8"
1/8" in
width? (Address orientation)

I
Is the area of the
NO ~
NO IrS A LETTER
rigid item equal to
YES
nI
nI or greater than 80CYo
80CYo
of the area of the

lJ
flexible mail piece? YES Irs A PARCEL

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

YES NO

-====- ~
-====- ~
IrS A PARCEL
IrS A PARCEL IT'S A FLAT
IT'S A FLAT
I I I 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.

108
Save:be; za, 19S0 M-53
LaJ20:WAStefl:bs
1JEC1': Step 4 ~ecision Regarain; ~talo;·Count in Gallipolis, OS
na-C-0108/CSR4FClS3S7

~neral 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 pa:~ies c! ~~is L~terp~etatiQn.

Wi~i~S~~
LilQor :lel~tions De_
\
rt:nent

uEe 11eiJ

109
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

110
-2-

The 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 ' Dale A. Holton .


Manager President
Con~ct Ad!'"inistration(NRLCAlNPMH U} National Rural Letter carriers' Association

Date: ~&-~/(lt= Date: 3R;1./o tf


7 7 ;

111
lABoR RElATIONS
M-2
. . . 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

112
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,

~~211MLi-
Sandra S vOle
J.
Labor Relations Specialist
Contract Administration
~
La~
Randy
Director
rson

National Rural Letter Carriers'


Association
(NRLCA)

Date: / - /3 -o{P

113
w,lTED
ROOM 9014
STATES POSTAL

475 L ENFANT
WASHINGTON
PLAZA SW
DC 20260-4100
SERVICE
M-75
* N TEL 1202) 268-3816
B 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 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 by crediting Olan Mills mail
articles (8” by 10” photographs) marked “do not crease” as
flats rather than parcels.

During our discussion, we mutually agreed that the


following constitutes full and complete settlement of this
grievance:

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 is marked


“DO NOT CREASE”, this article cannot be
placed in a letter separation without
damage to the article.

The terms of this agreement are nonprecedential and


nonciteable in any other grievance, arbitration hearing or
for any other purpose.

114
M-75
Smith 2

Please sign and return the enclosed copy of this decision


as your acknowledgment of agreement to settle this case.
Time limits were extended by mutual consent.
Sincerely,

Muriel Aikens Arnold Steven R. Smith


Grievance and Arbitration Director, Labor Relations
Division National Rural Letter
Carriers' Association
Date: IllN 17 /WI

115
M-56
:f""P'OS~
.~=
: ~~ ~t~' eEIYED
z~ ~.,
- a
........ 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 dis-
tribution 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.

116
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

117
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 Gus Baffa
Manager, Contract Administration President
Labor Relations National Rural Letter Carriers'
United States Postal Service Association

-=s--t.I,---,,-;Lt:J~cJ_..3_ _
Date: ---:;.0"":'/-4-£"":""/

118
119
, E-66

• UNITED STATES' POSTAL SERVICE


475 L'Entant Ptaza, SW
Washington, OC 20260

Mr. Dallas N. Fields


OEC - 6 1984
Director, Labor Relations
National Rural Letter
Carriers' Association
Suite 100
1448 Duke Street
Alexandria, Virginia 22314-3401
Re: C. Keith
Moses Lake, WA 98837
HIR-SD-C 24517
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 •


120
E-66

Mr. Dallas N. Fields 2



Time limits were extended by mutual consent.
Sincerely,

(
/~
) \ ~
~.
! ,
I\ 1'/ /.? 7J.--
N/ i ./1'. .e..;;:=:f?.-...--- /
,'j''"''
I ~
Dallas N. Fields '
Director, Labo'r Relations
National Rural Letter
Carriers' Association


121
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 Gus Baffa. Pres'
Contract Administration National Rural
(NRLCNNPMHU) Association
")

Date: "/i 9~-z'3 Date: :3" 17/[>3


~ 75 L'Er-FM-lT po.AlA SW
W,l$HINGTON DC 20260-4 100
WNW.U'>PS COM

122
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
5l:i te 100 OCT 2 7 1~6J
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.

123
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,

124
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

125
Additional Services: Treatment of Mail
507 507.1.4.1

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 Suspended to Commercial Mail Failure to comply with 508.1.9.1 through 508.1.9.3.
Receiving Agency

Illegible* Address not readable.

In Dispute* Mail returned to sender by order of chief field counsel (or under 508.1.0 and 508.2.0)
because of dispute about right to delivery of mail and cannot be determined which
disputing party has better right to mail.

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, Left No Address 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* Addressed to nonexistent 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 Addressed— Mail undeliverable at address given; no change-of-address order on file; forwarding order
Unable to Forward expired.

Outside Delivery Limits* Addressed to location outside delivery limits of Post Office of address. Hold mail for
out-of-bounds customers in general delivery for specified 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 Mail 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*

Returned to Sender Due to Addressee’s Mail returned to sender under lottery order
Violation of Postal 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 Failure to comply with 508.1.9.2e..


PMB or # Sign

Vacant* House, apartment, office, or building not occupied. (Use only if mail addressed
“Occupant.”)
* 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 11-29-09

126
~ 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;) ~ """ If-


William Daignauit
~~)
Contract Administration Director of Labor Relations
(NRLCAlNPMHU) National Rural Letter Carriers'
Labor Relations Association

Date: /..<I It ~-t.


.1•
<175 L'~ FV.zA SN
W/.Sl*GTOH DC 20260·4100
_.USPS.co.;

127
Shipment Confirmation
Acceptance Notice
A. Mailer Action
Note To Mailer: The labels and volume associated to this form Shipment Date:_______________________________
online, must match the labeled packages being presented to the
USPS® employee with this form. Shipped From:
Name _________________________________________

Address _______________________________________

City __________________________________________

State _____ ZIP+4®_____________________________

LE
Type of Mail Volume

Priority Mail Service®

Express Mail Service®*

International Mail*
MP
Other

Total Volume

*Start time for products with service guarantees will begin when mail arrives at the local Post Office™
and items receive individual processing and acceptance scans.

B. USPS Action
SA

USPS EMPLOYEE: Please scan upon pickup or receipt of mail. Leave form with customer or in
customer’s mail receptacle.

PS Form 5630, November 2006, PSN 7530-08-000-4335

128
-=- 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 above-
captioned 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'


Associatio
4TS L'EN;iHr P\..AzI. SN
w ~ DC 202tlO-4100

129
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 above-
captioned 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: / - 30 -0 l/

47!l t.:&<F.wT f\I.;:... sw


w~ DC 20260-4100
_.USPS.COM
130
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

131
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 non-
delivery 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.

132
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 self-
adhesive labels . . utftlz8d these must be placed on the outside or the plastic label guard.

accommodate CLAS$ lab.


Cutting or labels is generally prohibited unles. the carrier casing equipment being used will not
(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.

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 una such 1m. 81 the carrier reports the customers are moving n
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.

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.

133
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.

134
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.

135
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
.~4.
Leo J. Root
Contract Administration Director of Labor Relations
(NALCJNRLCA) National Rural Letter Carriers'
Labor Relations Association

Date: /h9h7
~~4

475 L'ENFAHT PUoZA SW


WAlIHINQTON DC 20260-4100
136
136
.
:",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 t.fAR 23 198$
Carriers' Association
Suite 100
1448 Duke Street
Alexandria, VA 22314-3~03
ae: Local
Sequia, RA 98382
s4a-Sa-C ~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 -~"1 ~/~


fturiel Aikens Arnold Steven R. SalEh
Grievance , Arbitration Director of Labor Relations
Division National aural Letter Carriers'
Association
(Da te ) (:.'.~ ~ 3 '989

137
;;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

138
Please sign and return the enclosed copy of this letter as your acknowledgement of the
agreement to remand this case.

Sincerely,

~JtW<
nctrar 'e Randy
Labor Relatials Speclatist Director Labor Relations
Contrad Administration (NRLCA) National Rural Letter Carriers'
Association

Date: 9-30-OS

139
~ 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 non-
recurring event, such as a required 30-mlnute safety video. However,

475 L:ew- Pv.v. SoN


W.r.IHNGTCN DC ~ 100
_.lIl'S,CCIIoI

140
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
Randy
Director Labor Relations
Contract Administration National Rural Letter Carriers'
(NRLCAlNPMHU) Associatioh

Date: zPBjoi

141
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 above-
captioned 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

142
143
8-5
Mr. Steven R. Smith 2

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 , Arbitration
Steven R. Smith
Director, Labor Relations
Division National Rural Letter Carriers'
AIIsociai:ion

144
. . 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 above-
captioned 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,

.@:h~)
~bor
;Judith Stokowski
Contract Administration Relations
(NRLCAlNPMHU) Rural Letter Carriers'
National
Labor Relations Association

Dale: ~ 2 200'1'
475 L:&9Nr PI.RA sw
W~1ON DC 20260-4100
_,LJJPll.COhl

145
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 above-
captioned 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 Randy Ander


labor Relations Specialist Director of La .r Relations
Contract Administration National Rural Letter Carners'
(NRLCA,-NPMHU) Association

Date: 3#0 IDS:/

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


WA$4NGTON DC 20280-4100

146
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 above-
captioned 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
~Director of Labor Relations
(NRLCAlNPMHU) National Rural Letter Carriers'
Labor Relations Association

475 L'E",FANT PLAZA SW


WASHINGTON DC 20260-4100
WIYN.USPS.COM

147
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
~/:'/~
s~s.i£il
Grievance .nd Arbitration Director, Labor a,lation.
Division Rational Rural L'tta~
. Carrier.' A••ociation

---
148
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
WAIi _ oc 2llZlIlI Date: I (J
I
In. I/9'lf

149
. . 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 PO-
603, 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: g-«./- O:k

475l:~ FtozA sw
WASHNi!'G'f DC 20260-4100
_.IJSI'S.CCM

150
. . . 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 above-
captioned 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 Randy
Labor Relations Specialist Director of bar Relations
Contract Administration National Rural Letter Carners'

-H
(NRLCA) Association

Date: ~ 1, r1J~I)S

415 L'EwNfT PwA SW


w~ DC 20260-4100
_.lSPS.COW

151
. . 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

152
-2-

Accordingly, 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 Randy n
Contract Administration Diredor 0 aOOr Relations
(NRLCAlNPMHU) National Rural L,etter Carriers'
,-abor Relations Association

Date: ,~4</

153
· 0-54
RECEIVED
Ju IQ t82
UNITED STATES POSTAL SERVICE
_.1..... DC..-
QI~""""""_' NRLCA
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:
OftDecember 17, 1981, we met on the' abo"e-captiofted grievance
at the fourth step of our contractual 'grievaftee procedure.
~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

154
. 0-57
"..~
•••.~.•s•
- .
·........
I ..... ; RECEIVED
iUi J' l83
UNITED STATES POSTAL SERVICE
4JIL~"",,1W
........... DC . .
HRLCA
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
9~1evance at the fourth st.p of our contractual grievance
procedure.
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 coapensa-
tion 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 situa-
tions. 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

155
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
fi\ ~A ~<-?1J£~
l ~ P &iR.
Labor Relations D.partm8nt Dir.ctor, Labor Relations
.ation.l RDr.l Let'er CArri.rs
AI.ociation

156
..

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 F.EBO 31993.
4th' ·floor
1630 lNke s:tr.e't
Alexanc:lria,.VA 2231"-3465
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.
" .
mail va.
It is" t.he position of the Pos1:ai Service that the collected
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." .
Sincerely,

157
~ 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

158
8-59
ij1
......
• ,•
lJNnB) srR'ES POSW. SEfMCE
Labar ""lIa _ ~
471L ,...,.
WIlINa DC - - . . 0
Bc. Ste.ea a. Ia1 th .1M 0 l 'SSi
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

.to.. .•
that rucal carcler. be.. acc••s to ac.l.s aDd .taap
~ 1••1.....~ vi~~ ,ol., lata ~o lobby.
~l.a.e siID aDd retucD th• •aclo.ad oopy of thi. lett.c a.
your actDovl.d~at of .gc....at to •• ttl. tbi. c••••
'fl•• 11a1ts wce est.Del.d ~ ..tual cODnDt.

.
SlDc.rely,

~~~
ADana WUSOD
/A"e~
sii th
sE.yea &.
Gci.vaDc. 'ArbitratioD Dlr.ctoc of Laboc lelatioD.
DivisioD .atloGal Bvral L.tt.c Clrcl.rs'
AlaoclatloD
(Dah) / #",.. .f /f'rtf

159
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<u/.,¢.tr./d.u.~
'Andrea B. Wilson, Manager
Contract Administration
(NRLCAlNPMHU)

Date: 4/;Lo/~?l..3 Date: 3 . . bLt> ~ 03


475 (ENFANT PLAZA SW
WA3~I"C;TO" DC 20260·4100
,,"WW.USPS.CO'"

160
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
us Batra
Director of La elations
(NRLCAlNPMHU) National Rural Letter Carriers'
Labor Relations Association

Date: '1-- /.!>-- a.¢.


£fteleet:lP8

475 L'fI&<NfT PWA f1!N


W_ON DC 2026().4 100

161
. .UNITEOS'mTES
_I'OS'mLSERVICE

Sel)tember 15, 2006

MANAGERS, DELIVERY PROGRAMS SUPPORT (AREA)


MANAGERS, HUMAN RESOURCES (AREA)
MANAGERS, LABOR RELATIONS (AREA)
MANAGERS, HUMAN RESOURCES (DISTRICT)
MANAGERS, OPERATIONS PROGRAMS SUPPORT (DISTRICT)

SUBJECT: NaUonal and Special Rural Mall Counts

Management, at some postal facilities will be conducting special rural mail. counts
beginning September 18, 2006. The purpose of this directive Is to make certain those
counts, and all subsequent rural mall counts, are conducted In accordance with the
decision by Arbitrator Dana Eischen in his naUonal award Involving the 2002 rural mail
counl This award may be found on the corporate intranet 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.


'15 sm
W~OC202SO
W~OC202SO

162
-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)
Patrick S. Co d
Manager, Rural Delivery
Labor Relations Delivery Programs

163
164
165
166
167
168
169