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NATIONAL RURAL LETTER CARRIERS ’ ASSOCIATION February-March 2014 NATIONAL MAIL COUNT TRAINING

NATIONAL RURAL LETTER CARRIERS ’ ASSOCIATION February-March 2014 NATIONAL MAIL COUNT TRAINING. Rural Mail Count - Overview. Definition of count Dates to remember Pre-count conference Review of forms PS Form 4239 PS Form 4241 Option elections and leave agreements.

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NATIONAL RURAL LETTER CARRIERS ’ ASSOCIATION February-March 2014 NATIONAL MAIL COUNT TRAINING

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  1. NATIONAL RURAL LETTER CARRIERS’ ASSOCIATION February-March 2014NATIONAL MAIL COUNT TRAINING

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

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

  4. The following routes MUSTbe counted and are not included in the option out election process: • All routes in an auxiliary status as of February 7, 2014 • All vacant routes with no regular carrier assigned as of February 7, 2014 • USPS Headquarters directive – the following routes must also be counted: • All routes receiving DPS letter mail that have been assigned an employer provided RHD vehicle between September 7, 2013 and February 7, 2014 • All routes that have been introduced to DPS letter or flat mail after August 17,2013 through January 22, 2014

  5. During the time period from January 11, 2014 through February 7, 2014, regular rural carriers and the employer may “opt out” a regular route to the 2014 mail count • Although the employer is entitled to count all regular rural routes for the 2014 National Mail Count, any regular carrier wishing to have their route “opted out” must request and complete a copy of the 2014 National mail count “option out” election form no later than February 7, 2014 • Local management will complete their portion of the 2014 National Mail Count “option out” election form no later than February 7, 2014

  6. If a regular carrier does not request and complete the “option out” election form by close of business (COB) February 7, 2014 the route will be scheduled for a mail count beginning February 22, 2014 • If the regular carrier is not available to receive the completed copy of the “option out” election form, management will ensure that the carrier receives a copy of the completed form when they return to the office

  7. Place the completed original election form in the route file • Local management should provide copies of the “option out” election forms to their respective District in accordance with local procedures

  8. Important Dates

  9. Important Dates

  10. “HOT” Topics • DPS Letter standard for LLV routes: 43 pieces per minute • LLV must be placed on route by February 8, 2014 in order to qualify for new DPS letter rate • Dismount Distance (Walking Speed) standard: 0.00429 minutes per foot (2.647 miles per hour)

  11. “HOT” Topics • Route Conversions • Auxiliary routes will be converted to regular routes within 30 days of increasing to 42 weekly standard hours. If increase is a result of a mail count, then the conversion will be effective with the mail count. • Regular rural routes may be converted to auxiliary status if they decrease to less than 35 weekly standard hours

  12. “HOT” Topics Route Consolidations • Encumbered regular routes may be consolidated and the excessing and/or reassignment provisions of Article 12 will be applied when the route evaluation decreases to less than 37 weekly standard hours

  13. “HOT” Topics PS Form 4241 has been modified by changing the header descriptions for Columns 21 and 22 to include prepaid parcels. In addition, the election boxes to convert an auxiliary route to a regular route were removed. This action will be programmed to automatically occur when the standard hours of a rural route reach 42:00 or more hours as a result of a mail count.

  14. “HOT” Topics • PS Form 4241-M has been modified to include a new row to provide the distinction between the allowance factor for DPS letters with an Employer-provided vehicle assigned to a rural route; and to increase the allowance factor for Authorized Dismount Distance (Feet) to .00429. • Also, the header descriptions for Columns 21 and 22 were changed to include prepaid parcels.

  15. Rural Carrier Count Procedures 5” 6 1/8” 3/8” 1 9/16”

  16. Rural Carrier Count Procedures 18 ”

  17. Mail Count Procedures • All classes of mail must be counted daily • Before it is cased • Manager/counter must exercise extreme caution to ensure all entries are correct • Carriers may verify all counts of mail, including timed functions • Carriers may observe mail count • Relief Days • Annual Leave Days • Must be in non-duty status • Must not participate in office work activities • Cannot be on sick leave, SWOP, or OWCP

  18. Carrier Responsibilities • Advise your manager, on a timely basis, of any disagreements that cannot be resolved with the counter • Disputed items must be brought to managers attention prior to casing and delivery • Do not enter into any agreements that violate The National Agreements, MOUs, or Postal Service Policies

  19. Pre-Count Conference • Purpose • Resolve issues & concerns prior to count • Must be completed by COB Friday, February 7, 2014 • Mandatory for all involved in the count • Brief conference - generally 20 minutes or less • New procedures not discussed during this conference cannot be introduced between pre-count conference and the count • Pre-count Conference Checklist • Refer to mail count guide and check list. • Do not enter into any agreements outside of these guidelines

  20. Mail Flow • Mail Flow • Consistent with normal conditions • Honor mailer in-home dates where possible • Must not require additional clerk work hours expressly for clearing mail prior to count • Clerk hours must not be curtailed or increased on the last day of count • Normal cut-off times should be observed • Mail is distributed to ensure a normal flow on the day preceding the count and the last day of the count

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

  22. Withdrawal of Mail • Procedures established for count period same as throughout the year • Allowance is for all carriers in a unit, not individually - 30 minutes weekly • Carriers may be required to record DUVRS – on PS Form 4240 comments section— limited to one total linear measurement of letter and flat mail in a single entry and number of box holders sets received

  23. Withdrawal of Mail • Cutting straps or plastic shrink wrap is carrier’s responsibility whether withdrawal is received or not • Carriers who receive withdrawal may be required to withdraw mail throughout the year

  24. PS Form 4239 - Rural Route Count Of Mail • Daily worksheet and mail count record • Only document used to record volume & time data • Available for daily carrier review • PO-603, 535.11.c—” When management completes Form 4239, it will be shown to the carrier, upon request, before the mail is trayed or strapped out to allow verification of the count data” • Signed daily by person conducting count • After Form 4239 has been completed each day, the PM retains the original & a copy is given to the carrier

  25. PS Form 4239 - Letter Size - Column 1 • Letters • All letter-size mail 6-1/8” or less in width • Small magazines & catalogs • 6-1/8” or less in width & 3/8” or less in thickness • No maximum thickness- 3/8” applies only to small magazines & catalogs • Detached address cards, regardless of size • Turn up every 50th or 100th piece in each tray • DPS letters returned or which would have been returned from the street (if the carrier cases DPS) are not deducted from DPS totals (these letters receive a double credit) • Do not include accountables - Column 8 only • PS Form 3982-R cased is credited in Column 1

  26. Rural Carrier Count Procedures Column 1 6 1/8 ” This mail piece does not exceed 6 1/8 inches. It would be recorded as a letter.

  27. PS Form 4239 - Sector/Segment - Column 2 • Sector/Segment Letters • Processed on Postal automated equipment in sector/segment order • All for same shelf generally within a 20” span • All mail up to 6 1/8” in width

  28. PS Form 4239 - Sector/Segment - Column 2 • Sector/Segment Letters • Credit as Sector/Segment Letters the smaller amount of DPS letter mail (by zone(s)) received when a route continually crosses between zones. • Ref. Step 4 J06R-4J-C 11406137 Hillsboro, IL(see page 1in the NRLCA Mail Count Guide Supporting Documents)

  29. PS Form 4239 - DPS Letters - Column 3 • Delivery Point Sequence Letters (DPS) • End of Run Report will be used to record DPS piece count, either party may verify by manual count • Mail up to 6 1/8” in width processed on automated equipment in DPS order • Record in Column 3 all DPS Letters, whether cased or not • DPS errors are also credited as Column 1 (Letters) or Column 4 (Flats) for double credit. There is no deduction from original count of DPS

  30. PS Form 4239 - DPS Letters - Column 3 • If fewer than 2,400 pieces of DPS mail are averaged per week during the entire mail count period and/or the route was not validated before the count as meeting the 98 percent quality threshold, mail processed as DPS will be cased and recorded as sector/segment in Column 2 on PS Form 4241 (Rural Delivery Statistics Report), or if it does not qualify as sector/segment mail, recorded in Column 1, Letter Size. • Ref: 11-1-2012 letter from USPS HQ, “Delivery Point Sequence Letter Implementation Procedures” (see NRLCA Mail Count Guide Supporting Documents, pages 81-83)

  31. PS Form 4239 - DPS Letters - Column 3 • If a route serves multiple zones and receives DPS letter mail separately for each zone, and does not complete service to the other zone(s) prior to returning to deliver the original zone, only the larger amount of DPS letter mail is credited as DPS Letter Mail in Column 3. The smaller amount(s) of DPS letter mail (by zone(s)) would be credited in Column 2. • Ref Step 4 J06R-4J-C 11406137 Hillsboro, IL (see Supporting Documents, page 1)

  32. PS Form 4239 - DPS Letters - Column 3 • All DPS letters, for both LLV and POV vehicle routes, will be entered in this column. The appropriate time allowance factor will be automatically determined based on the “vehicle data” entry (EMA or Govt. Veh.) on the PS Form 4241. • LLV must be placed on route by February 8, 2014 in order to qualify for new DPS letter rate

  33. PS Form 4239 - DPS Letters - Column 3 • Delivery Point Sequence Letters (DPS) • School or business is closed • 7 or less pieces each piece column 1 (letters) • 8 or more one credit column 6 (parcels) • Inverted DPS Letters • 1 additional DPS letter is credited for every 4 DPS Letters received inverted. • Appropriate credit added to the DPS total by rounding down to the nearest whole number. • Multiple Runs • Only One Run is counted as DPS • Management will determine which run • Other run(s) counted as Sector-Segment if qualified

  34. PS Form 4239 - Flats - Column 4 • Newspapers, magazines, flats, catalogs & rolls Other sized mail - default from letters & parcels • Catalogs must fit in empty case separations • If not, count as parcels • Weight is not a consideration • Letters larger than 6-1/8” in width • Full case separations should be tied out by carrier to allow more mail to be cased • No additional credit given • Flats processed on USFM 1000 receive an additional 17.5% credit. • Address orientation and mail piece size will determine how pieces are classified.

  35. Rural Carrier Count Procedures Column 4 6 1/8 “ This piece exceeds 6 1/8 ” in height, it would be recorded as a flat in column 4.

  36. DPS FLATS Column 5 The NRLCA National Board does not believe the imposed DPS flat implementation procedures are fair, reasonable, and equitable; therefore the issue has been appealed directly to National Arbitration. In the meantime the following procedures will be followed:

  37. DPS FLATS Column 5 • Record in this column all mail processed on the Flat Sequencing System equipment in delivery point sequence flat order. • The parties have agreed that the end of run report will be used as a data source to record the number of DPS flats on PS Form 4239 during a mail count.

  38. DPS FLATS Column 5 • The parties further agree that either the rural carrier or manager may verify the piece count from the EOR report by counting each piece…Should either party elect to verify the piece count, the resulting number will be recorded in column 5, rather than the piece count from the EOR. REF: Letter of Mutual Understanding, 9-16-2011

  39. DPS FLATS Column 5 • Do not include sequenced flats provided directly from mailers in the DPS flat volume. • Do not deduct any mail pieces from the DPS flats. • All mail processed as “DPS flats” are considered “DPS flats” regardless of size or rigidity. (This is not the NRLCA position)

  40. DPS FLATS Column 5 • Missent, Missorted, PO Box mail, Forwards, and Undeliverable as Addressed DPS flats brought back to the office will receive additional credit in Columns 1, 4, or 6 as appropriate. No deductions will be made from Column 5. • Multi-Point errors and Missequenced errors that are identified, delivered and tracked by the carrier will receive additional credit in Columns 1, 4, or 6 as appropriate. No deductions will be made from Column 5.

  41. DPS FLATS Column 5 • School or business is closed • 4 or less pieces; each piece additional credit column 4 (flats) • 5 or more pieces; one additional credit column 6 (parcels) No deductions will be made from Column 5.

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

  43. DPS FLATS Column 5 Multiple Zones (Zip Codes) • The following method will be used to determine additional credit: • 1. The piece count of the smaller volume zone from the daily end-of-run report, multiplied by .0499 minutes per piece, equals additional time. • 2. This time is entered in Column 17 and annotated as "DPS flats multi-zone". • 3. Do not reduce the total pieces recorded in Column Ref: Step 4 B06R-4B-C 11205381 Manchester, CT (Supporting Documents 103-104)

  44. DPS FLATS Column 5 It is the NRLCA position that only one run of DPS flats per day will be credited in column 5 and carried to the street. Any additional runs will be credited as raw mail in column 1, 4, or 6 as appropriate.

  45. PS Form 4239 - Parcels - Column 6 • Rigid Parcels • Rigid article that exceeds any one of these dimensions: • 5” in height, 18” in length, 1 9/16” in width • A rigid article 5” x 18” x 1 9/16 is a flat • Address orientation is used to determine the height • Non-Rigid Parcels • Non - rigid article that does not fit in the letter or flat separation with other mail without damage to the article. • Includes “DO NOT FOLD OR BEND” • Provided the piece will not fit in the case with other mail without damage to the article • Determine “fit” based on 2 inch cells unless management has directed the use of 1-inch cells

  46. PS Form 4239 - Parcels - Column 6 (cont.) Direct bundles, tubs, or sacks prepared by the distribution operation • Mail all for one single address • Postage due parcels • Count as postage due AND a parcel • Parcel size pieces with detached address cards are credited in Column 7, Boxholders • Do not include direct bundles tied out at the carrier’s case • Casing & strap out credit given - no additional time

  47. PS Form 4239 - Parcels - Column 6 (cont.) • All parcels for Village Post Office (VPO) post office boxes will be recorded in this column. • Each container/bundle of mail for the VPO post offices boxes will also be credited as one parcel.

  48. PS Form 4239 - Parcels - Column 6 (cont.) • One parcel credit for DPS letter mail received for delivery for a closed school or business when there are eight (8) pieces or more of mail, (seven (7) pieces or less are credited individually under column 1). This is not deducted from column 3. • One parcel credit for DPS flat mail received for delivery for a closed school or business when there are five (5) pieces or more of mail, (four (4) pieces or less are credited individually under column 4). This is not deducted from column 5.

  49. PS Form 4239—Letter, Flat, or Parcel? • Label Orientation: • Relevant in determining a letter vs. flat. • Relevant in determining a flat vs. parcel. • Width is defined as the dimension perpendicular to the address label. • Carrier has option of handling articles as flats or parcels, regardless of how credited. • How carriers normally handle the mail piece does not determine credit given.

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