2006 Rural Mail Count & Inspection Training

2006 Rural Mail Count & Inspection Training
The National Rural Letter Carrier Association The National Rural Letter Carriers’ Association 2006 National Mail Count 2006 Rural Mail Count & Inspection Training 1

Rural Mail Count - Overview
The National Rural Letter Carrier Association 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 2

Definition and Purpose of Mail Count
The National Rural Letter Carrier Association Definition and Purpose of Mail Count The count of mail is the physical counting and recording, at specified times, the number of pieces of mail delivered, collected, or handled on rural routes. Mail counts are used to assemble data that provides the basis for the individual route evaluations. The route statistics indicate Volume of mail handled Amount of office and route time 2

Definition and Purpose of Mail Count
The National Rural Letter Carrier Association Definition and Purpose of Mail Count Evaluation of a rural route is determined by the count Mail volume handled Daily miles traveled Number and type of boxes served Time allowances Fixed variable 2

The National Rural Letter Carrier Association
Mail Count Procedures All classes of mail must be counted daily Before it is cased Manager must exercise extreme caution Ensure all entries are correct Carriers may observe mail count Relief Days Annual Leave Days Must be in non-duty status Must not participate in office work activities 2

Important Dates Date Action Dec.10 – January 6 Option in Period January 25 Inspection may begin; introduction of DPS February 8 Pre-count conferences must be complete February 24 FRIDAY Mail Count Begins March 9 THURSDAY Last day of 12 day mail count March 10 Provide carriers a copy of PS Form 4241 for 2-day review March 14 Carriers complete review Submit completed PS Forms 4241 to District 3

Important Dates Date Action March 15 Submit Forms 4241 to District April 8 Eagan will print new forms 4241-A April 15 New Route Evaluations go into Effect. Completed forms 4248 must be forwarded to the District Office. May 26 Input of Form 4248 should be completed 3

Carrier Responsibilities
The National Rural Letter Carrier Association Carrier Responsibilities Advise your manager of any major disagreements that cannot be resolved DO NOT enter into any agreements that violate The National Agreements, MOUs, or Postal Service Policies

Pre-Count Conference Purpose Resolve issues & concerns prior to count Must be completed by February 8, 2006 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 6

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

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

Withdrawal of Mail 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 Cutting straps or plastic shrink wrap is carrier’s responsibility whether withdrawal is received or not Carriers who receive withdrawal must actually withdraw mail throughout the year

PS Form 4239 - Rural Route Count Of Mail
The National Rural Letter Carrier Association PS Form Rural Route Count Of Mail Daily worksheet and mail count record Only document used to record volume & time data Available for daily carrier review Signed daily by person conducting count Also completed at intermediate offices & transferred to 4241 by headout office Original retained by PM & copy given to carrier Review and initial daily, any documentation the carrier intends to use for disputing count

PS Form 4239 - Letter Size - Column A
The National Rural Letter Carrier Association PS Form Letter Size - Column A 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 out of sequence - Do Not deduct from DPS totals(these letters receive a double credit) Do not include accountables - Column F only

PS Form 4239 - Sector/Segment - Column B
The National Rural Letter Carrier Association PS Form Sector/Segment - Column B Sector/Segment Letters Processed on Postal automated equipment in sector/segment order All for same shelf generally within a 20” span All mail up to 6 1/8” in width

PS Form 4239 - Flats - Column C
The National Rural Letter Carrier Association PS Form Flats - Column C 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 Address orientation and mail piece size will determine whether pieces are classified as a letter or a flat

PS Form 4239 - Parcels - Column D
The National Rural Letter Carrier Association PS Form Parcels - Column D 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 Includes articles properly prepared & endorsed “DO NOT FOLD OR BEND” in accordance with the DMM Address orientation is used to determine the height

PS Form 4239 - Parcels - Column D
The National Rural Letter Carrier Association PS Form Parcels - Column D Non-Rigid Parcels Non - rigid article that does not fit in the case separation with other mail Includes “DO NOT FOLD OR BEND” mail that is not properly prepared Provided the piece will not fit in the case with other mail without damage to the article Determine “fit” based on 2 inch cells unless management has directed the use of 1-inch cells

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

PS Form 4239—Letter, Flat, or Parcel?
The National Rural Letter Carrier Association 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. Label Orientation: For the purpose of recording a mail piece during a mail count as a letter or a flat, the manner in which the address is oriented on the mail piece will be relevant. For the purpose of the mail count, the width of the mail piece will be defined as the dimension perpendicular to the address label. P O Box Customers: 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 will separate the mail 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 on the street. 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. Address card sequencing: Address cards received by a rural carrier during the mail count are not recorded as part of the mail count. The sequencing of address cards does not warrant additional compensation. 2

PS Form 4239—Rigid Article in Flexible Mail Piece
The National Rural Letter Carrier Association PS Form 4239—Rigid Article in Flexible Mail Piece Parcel Flexible mail piece is greater than 6 1/8 inches in width (Item 1) Contains rigid item Exceeds 5 inches in height, 18 inches in length, or 1 9/16 inches in width Area of rigid item = or > 80% of area of flexible mail piece Flexible mail piece is 6 1/8 inches or less in width (Item 4) Label Orientation: For the purpose of recording a mail piece during a mail count as a letter or a flat, the manner in which the address is oriented on the mail piece will be relevant. For the purpose of the mail count, the width of the mail piece will be defined as the dimension perpendicular to the address label. P O Box Customers: 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 will separate the mail 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 on the street. 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. Address card sequencing: Address cards received by a rural carrier during the mail count are not recorded as part of the mail count. The sequencing of address cards does not warrant additional compensation. 2

The National Rural Letter Carrier Association PS Form 4239—Rigid Article in Flexible Mail Piece Flat Flexible mail piece is greater than 6 1/8 inches in width (Item 2) Contains rigid item Exceeds 5 inches in height, 18 inches in length, or 1 9/16 inches in width Area of rigid item < 80% of area of flexible mail piece Flexible mail piece is greater 6 1/8 inches in width (Item 3) Does not exceed 5 inches in height, 18 inches in length, or 1 9/16 inches in width Exception to Items 2,3,5,6: The flexible mail piece does not fit in the letter (or flat ) separation with other mail without damage to the mail piece Parcel Label Orientation: For the purpose of recording a mail piece during a mail count as a letter or a flat, the manner in which the address is oriented on the mail piece will be relevant. For the purpose of the mail count, the width of the mail piece will be defined as the dimension perpendicular to the address label. P O Box Customers: 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 will separate the mail 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 on the street. 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. Address card sequencing: Address cards received by a rural carrier during the mail count are not recorded as part of the mail count. The sequencing of address cards does not warrant additional compensation. 2

The National Rural Letter Carrier Association PS Form 4239—Rigid Article in Flexible Mail Piece Letter Flexible mail piece is 6 1/8 inches or less in width (Item 5) Contains rigid item Exceeds 5 inches in height, 18 inches in length, or 1 9/16 inches in width Area of rigid item < 80% of area of flexible mail piece Flexible mail piece is 6 1/8 or less inches in width (Item 6) Does not exceed 5 inches in height, 18 inches in length, or 1 9/16 inches in width Exception to Items 2,3,5,6: The flexible mail piece does not fit in the letter (or flat ) separation with other mail without damage to the mail piece Parcel Label Orientation: For the purpose of recording a mail piece during a mail count as a letter or a flat, the manner in which the address is oriented on the mail piece will be relevant. For the purpose of the mail count, the width of the mail piece will be defined as the dimension perpendicular to the address label. P O Box Customers: 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 will separate the mail 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 on the street. 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. Address card sequencing: Address cards received by a rural carrier during the mail count are not recorded as part of the mail count. The sequencing of address cards does not warrant additional compensation. 2

Rigid Article in Flexible Mail Piece- PARCEL - Item 1
The National Rural Letter Carrier Association Rigid Article in Flexible Mail Piece- PARCEL - Item 1 Area of rigid item = or > 80% of area of flexible mail piece Rigid item Exceeds 5” in height 18” in length or 1- 9/16” in width Flexible Mail Piece > 6 1/8 in width Label Orientation: For the purpose of recording a mail piece during a mail count as a letter or a flat, the manner in which the address is oriented on the mail piece will be relevant. For the purpose of the mail count, the width of the mail piece will be defined as the dimension perpendicular to the address label. P O Box Customers: 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 will separate the mail 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 on the street. 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. Address card sequencing: Address cards received by a rural carrier during the mail count are not recorded as part of the mail count. The sequencing of address cards does not warrant additional compensation. Address 2

Rigid Article in Flexible Mail Piece- FLAT – Item 2
The National Rural Letter Carrier Association Rigid Article in Flexible Mail Piece- FLAT – Item 2 Rigid item exceeds 5” in height 18” in length or 1- 9/16” in width Area of rigid item < 80% of area of flexible mail piece Flexible Mail Piece > 6 1/8 in width Label Orientation: For the purpose of recording a mail piece during a mail count as a letter or a flat, the manner in which the address is oriented on the mail piece will be relevant. For the purpose of the mail count, the width of the mail piece will be defined as the dimension perpendicular to the address label. P O Box Customers: 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 will separate the mail 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 on the street. 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. Address card sequencing: Address cards received by a rural carrier during the mail count are not recorded as part of the mail count. The sequencing of address cards does not warrant additional compensation. Address See exception 2

Rigid Article in Flexible Mail Piece- FLAT – Item 3
The National Rural Letter Carrier Association Rigid Article in Flexible Mail Piece- FLAT – Item 3 Rigid item does not exceed 5” in height 18” in length or 1- 9/16” in width Flexible Mail Piece > 6 1/8 in width Label Orientation: For the purpose of recording a mail piece during a mail count as a letter or a flat, the manner in which the address is oriented on the mail piece will be relevant. For the purpose of the mail count, the width of the mail piece will be defined as the dimension perpendicular to the address label. P O Box Customers: 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 will separate the mail 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 on the street. 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. Address card sequencing: Address cards received by a rural carrier during the mail count are not recorded as part of the mail count. The sequencing of address cards does not warrant additional compensation. Address See exception 2

Rigid Article in Flexible Mail Piece- PARCEL – Item 4
The National Rural Letter Carrier Association Rigid Article in Flexible Mail Piece- PARCEL – Item 4 Area of rigid item = or > than 80% of area of mail piece Rigid item Exceeds 5” in height 18” in length or 1- 9/16” in width Flexible Mail piece = or < 6 1/8 in width Label Orientation: For the purpose of recording a mail piece during a mail count as a letter or a flat, the manner in which the address is oriented on the mail piece will be relevant. For the purpose of the mail count, the width of the mail piece will be defined as the dimension perpendicular to the address label. P O Box Customers: 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 will separate the mail 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 on the street. 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. Address card sequencing: Address cards received by a rural carrier during the mail count are not recorded as part of the mail count. The sequencing of address cards does not warrant additional compensation. Address 2

Rigid Article in Flexible Mail Piece- LETTER – Item 5
The National Rural Letter Carrier Association Rigid Article in Flexible Mail Piece- LETTER – Item 5 Area of rigid item < 80% of the area of the rigid mail piece Rigid item Exceeds 5” in height 18” in length or 1- 9/16” in width Label Orientation: For the purpose of recording a mail piece during a mail count as a letter or a flat, the manner in which the address is oriented on the mail piece will be relevant. For the purpose of the mail count, the width of the mail piece will be defined as the dimension perpendicular to the address label. P O Box Customers: 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 will separate the mail 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 on the street. 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. Address card sequencing: Address cards received by a rural carrier during the mail count are not recorded as part of the mail count. The sequencing of address cards does not warrant additional compensation. Flexible mail piece = or < 6 1/8 in width Address See exception 2

Rigid Article in Flexible Mail Piece- LETTER – Item 6
The National Rural Letter Carrier Association Rigid Article in Flexible Mail Piece- LETTER – Item 6 Rigid item does not Exceed 5” in height 18 “ in length or 1- 9/16 ‘ in width Flexible Mail Piece 6 1/8 or less in width Label Orientation: For the purpose of recording a mail piece during a mail count as a letter or a flat, the manner in which the address is oriented on the mail piece will be relevant. For the purpose of the mail count, the width of the mail piece will be defined as the dimension perpendicular to the address label. P O Box Customers: 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 will separate the mail 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 on the street. 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. Address card sequencing: Address cards received by a rural carrier during the mail count are not recorded as part of the mail count. The sequencing of address cards does not warrant additional compensation. Address 2

Rigid item inside flexible mail piece, Riverside, CA - Step 4
The National Rural Letter Carrier Association Rigid item inside flexible mail piece, Riverside, CA - Step 4 7 8 3 16 6 16 3 1 5 6 8 16 Ref #2 Flexible mail piece > 6 1/8” width containing rigid item exceeding 5” height, 18” length, or 1 9/16” in depth. The area of rigid item < 80% of area of flexible mail piece. THIS IS A FLAT

Rigid item inside mail piece Riverside CA Step 4
The National Rural Letter Carrier Association Rigid item inside mail piece Riverside CA Step 4 Reference Slide # 30: The flexible mail piece is: 6 3/16 X 8 7/16 = X = square inches. The rigid item that was inside the flexible mail piece is: 5 1/8 X 6 3/16 = X = square inches. 31.71 ÷ = 60.7% The rigid item was < 80% of the flexible mail piece; therefore, the mail piece would be credited as a: FLAT

The National Rural Letter Carrier Association PS Form 4239—Rigid Article in Flexible Mail Piece Exception to Items 2,3,5,6: If the flexible mail piece does not fit in the letter (or flat ) separation with other mail without damage to the mail piece, it is counted as a parcel. Label Orientation: For the purpose of recording a mail piece during a mail count as a letter or a flat, the manner in which the address is oriented on the mail piece will be relevant. For the purpose of the mail count, the width of the mail piece will be defined as the dimension perpendicular to the address label. P O Box Customers: 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 will separate the mail 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 on the street. 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. Address card sequencing: Address cards received by a rural carrier during the mail count are not recorded as part of the mail count. The sequencing of address cards does not warrant additional compensation. 2

PS Form 4239 - Boxholders - Column E
The National Rural Letter Carrier Association PS Form Boxholders - Column E Boxholders Daily Number of boxholders taken out for delivery ACTUAL PIECES - not sets All simplified address mail, including samples Boxholder count must not exceed # of families or boxes (as appropriate) Samples with detached address cards Number of samples recorded as boxholders If address cards specifically addressed - letters If address cards simplified addresses - 2 boxholders Carriers have the option to handle boxholders separately or case them provided the carrier maintains the schedule in accordance with Part 150 of the PO 603

PS Form 4239 - Accountables - Column F
The National Rural Letter Carrier Association PS Form Accountables - Column F Registered, Certified, Numbered Insured, Return Receipt for Merchandise, Express Mail & Signature Confirmation Total number of articles received daily for delivery Accountable mail found in DPS for which credit was not previously given L routes using firm books - One accountable credit per page Firm delivery books should only be used for delivery addresses receiving two or more accountables An Arrow Key is not counted as an accountable item Accountable articles are not recorded in Columns A, B, C, D, H or L.

PS Form 4239 - COD & Customs – Column G
The National Rural Letter Carrier Association PS Form COD & Customs – Column G CODs & Customs Due Received for Delivery Number of COD & Customs articles assigned to the carrier for delivery Form 3816 completed

PS Form 4239 – Postage Due - Column H
The National Rural Letter Carrier Association PS Form 4239 – Postage Due - Column H Postage Due Total daily number of postage due pieces taken out for delivery Includes postage due parcels - double credit Do not include in Columns A, B, or C, or L Bundle of postage due with a single postage due amount Each bundle is credited as one piece

PS Form 4239 - CHANGE OF ADDRESS - Col. I
The National Rural Letter Carrier Association PS Form CHANGE OF ADDRESS - Col. I Change of Address (COA) Form 3575, Change of Address Order Same as “3982 Label” for PARS units Form 3546, Forwarding Order Change Notice No accumulation of COAs prior to count Carrier initiated Form 3575Z for MLNA 10 day “Hold For Order” that expires during count Entries on 1564 or 4232 are not recorded as COA

PS Form 4239 - Marked-up - Column J
The National Rural Letter Carrier Association PS Form Marked-up - Column J Marked - Up UNDELIVERABLE AS ADDRESSED MAIL requiring carrier endorsement As specified in DMM and PO-603 Mark Ups must be carefully counted in the correct category

The National Rural Letter Carrier Association PS Form Marked-up - Column J Credit one mark-up for each bundle of UAA mail CFS Machinable - Non-machinable Insufficient Address Undeliverable as Addressed - Unable to Forward Undeliverable Bulk Business Mail - UBBM Other Undeliverable BBM (or current resident - vacant) Excess Boxholders - In Excess of Requirements Mail with street address where customers receive mail in box section This mail DOES NOT receive credit as individual “No Mail Receptacle” pieces

The National Rural Letter Carrier Association PS Form Marked-up - Column J Mark-up for each piece that is individually endorsed Attempted-Not Known UAA-Parcels No Such Number Deceased No Mail Receptacle Refused Vacant (other than OUBBM) Forwardable parcel, requiring hand mark – up CFS No Record Mail Address Searches should receive mark-up credit Marking mail for CFS processing if necessary

PS Form 4239 - Mark-up - Column J
The National Rural Letter Carrier Association PS Form Mark-up - Column J Items that DO NOT receive credit as Mark-Ups: Pieces for which a Form 3579 has been completed Mail missorted or missent to the route Hand-offs due to route adjustments and territory changes Credit has already been given in the main count of mail 911 conversions whether to the same route or transferred to another route Left notices for parcels

PS Form 4239 - Clearance Receipt – Col. K
The National Rural Letter Carrier Association PS Form Clearance Receipt – Col. K Form 3821 Completed Number of Form 3821s completed by the carrier Not required if carrier has no accountables May receive more than one credit per day If accountables received at headout and intermediate offices and returns to intermediate for clearance Multiple CODs - one for each COD delivered Should be used all year, not just during count

PS Form 4239 - DPS Letters - Column L
The National Rural Letter Carrier Association PS Form DPS Letters - Column L Delivery Point Sequence Letters (DPS) End of Run Report Will Be Used to Record DPS piece count Mail up to 6 1/8” in width processed on automated equipment in DPS order Recorded as DPS, whether cased or not DPS errors also credited as letters or flats - double credit Double Credit - No deduction from original count of DPS If less than 2400 pieces averaged per week during count, record in columns A or B as appropriate

PS Form 4239 - Money Order Applications – Column M
The National Rural Letter Carrier Association PS Form Money Order Applications – Column M Money Order Applications received on the route Form 6387 Applications must only be accepted from customers residing on the route If the carrier lives on their own route, and regularly purchases money orders throughout the year, credit is allowed. Management must review each application daily

PS Form 4239 - Letters & Flats Collected – Column N
The National Rural Letter Carrier Association PS Form Letters & Flats Collected – Column N Letters and Flats Collected One piece for each loose individual letter & flat collected on the route One piece for every bundle of letters or flats collected on the route - not individual count Do not include pieces deposited in collection compartments or collection boxes Carriers must keep mail collected from CBU collection compartments and collection boxes separate from other collection mail Credit one piece for each tray/container of letters and/or flats collected from customers

PS Form 4239 - Parcels Accepted – Col. O
The National Rural Letter Carrier Association PS Form Parcels Accepted – Col. O Ordinary & Insured Parcels Accepted Parcels requiring carrier to weigh, rate and affix postage Prepaid parcels in excess of 2 lbs. One parcel accepted for each sack of pre-paid parcels Do NOT include as Parcel Accepted: Flats, bulky envelopes, VCR tapes Prepaid parcels less than 2 lbs. (credited in Column N) Collection box parcels Parcels undeliverable or refused on the route Carrier pickup parcels

PS Form 4239 - Reg & Cert Accepted- Col. P
The National Rural Letter Carrier Association PS Form Reg & Cert Accepted- Col. P Registered & Certified Accepted Rural carrier must perform one of the following: Weigh, rate, and affix postage Postmark receipt Endorse and issue a receipt via Form 3800 or 3896 May involve assistance from a clerk Rural carrier does not complete any of these Credit provided in Column N or O

PS Form 4239 - Reg & Cert Accepted- Col. P
The National Rural Letter Carrier Association PS Form Reg & Cert Accepted- Col. P Not credited in Column P Accountables returned when notice left Certified items from collection box or collection compartment

PS Form 4239 - Loading Time - Column Q
The National Rural Letter Carrier Association PS Form Loading Time - Column Q Actual time to transfer mail from work area to vehicle Includes placing mail in the vehicle Return of equipment used to designated location Management must observe loading operation during the year and daily during the count Loading time recorded in MINUTES & SECONDS Do not include time to sequence parcels Loading time includes final hot case withdrawal, if the withdrawal allowance is not received Loading time in excess of 15 minutes must be fully explained in Comments No negotiated loading times (must be daily actual time) Unloading and reloading time not included—automatic allowance

PS Form 4239 – Other Suitable Allowance - Column R
The National Rural Letter Carrier Association PS Form 4239 – Other Suitable Allowance - Column R Must Meet 3 Qualifications: Authorized by management Recurring nature (Daily or Weekly) Not covered by any other allowance Must record ACTUAL TIME in MINUTES & SECONDS No rounding No negotiated times

The National Rural Letter Carrier Association PS Form 4239 – Other Suitable Allowance - Column R Acceptable Column R Weekly combined service & safety talks Usually 5 minutes—record actual time Trips to the CFS mail/throwback case including time to deposit mail Saturday close out when no personnel on duty Non-personnel Units Time to sweep collection box Time to walk to and from hold mail location including time to deposit mail, if away from carrier case

The National Rural Letter Carrier Association PS Form 4239 – Other Suitable Allowance - Column R Acceptable Column R entries(Cont’d) Return of arrow key, only if no other accountable mail Riffling DPS mail where breaker cards not in use Separating collection mail, only if more than 2 separations are required Edit Book entries in addition to what was previously required on back of PS Form 4240 No time for adds/deletes or name changes Edit Book work should be done, as it occurs, throughout the entire year

The National Rural Letter Carrier Association PS Form 4239 – Other Suitable Allowance - Column R Additional credit for the functions below if not in close proximity; defined as 50 feet (round trip) from the closest edge of carrier’s case. Distance over 50 feet ROUND TRIP is credited at minutes per foot in Column R for: Retrieving Parcel Hamper Retrieving DPS Mail Returning Articles to Accountable Cage in afternoon ONLY NOTE: Mgt. has an Excel Dismount Calculator to determine correct allowance Registered and Certified Accepted: Carrier must perform some of the work associated with the item to receive the 2 minute credit in Column P. Simply collecting the articles is not enough to receive the credit. The carrier must complete any one of the following three functions to receive credit. 1. The rural carrier weighs, rates and affixes postage to the article which may involve assistance from a clerk. If the carrier accepts payment for the service from the customer and presents the article to a clerk, who weighs, rates and affixes postage; the carrier is still entitled to credit under Column 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. 2

PS Form 4239– Other Suitable Allowance - Column R
The National Rural Letter Carrier Association PS Form 4239– Other Suitable Allowance - Column R Mobile Data Collection Device Scanner 6 minutes per week - 1 minute per day for scanners Securing & preparing scanners and returning to charging cradle 18 seconds per authorized scan Delivery Confirmation Bar coded International mail Move to Column F if prompted for signature

Other Suitable Allowance – Col. R
The National Rural Letter Carrier Association Other Suitable Allowance – Col. R Not allowable as Column R QWL/EI Locked pouch service Personal time Purchasing stamps (unless Intermediate) Receiving or clearing accountables (50 ft. rule) Non-recurring service talks LLV inspection & refueling NDCBU collection compartments (outgoing mail) Time to pick up samples for delivery (close proximity)

PS Form 4239– Other Suitable Allowance - Column R
The National Rural Letter Carrier Association PS Form 4239– Other Suitable Allowance - Column R Not allowable as Column R Vehicle Breakdowns Time associated with stamp stock Intermediate only Conversations with Managers Giving customers directions (on route) Filing Forms 3575 Clerical duty- should not be built into rural route unless required by local management

PS Form 4239 - Col. S - Reserved
The National Rural Letter Carrier Association PS Form Col. S - Reserved Column ‘S’ - Not currently used on form 4239 Stamp Stock All carriers required to maintain sufficient stamp stock year round All routes allotted 20 minutes weekly for stamp stock purchases Stamp stock should be checked during count Column S now reserved for future use

PS Form 4239 - Return Receipts - Column T
The National Rural Letter Carrier Association PS Form Return Receipts - Column T Return Receipts “L” ROUTES ONLY L Routes that handle accountable items on Form 3883 Firm Sheet Number of return receipts attached to accountable items listed on Form 3883 Example: L route received 10 certified pieces, four were listed in a firm delivery book. Two certifieds out of the four listed had return receipts attached Credit two receipts in Column T Entries in Column T - Not authorized for non “L” routes

PS Form 4239 – Authorized Dismounts - Column U
The National Rural Letter Carrier Association PS Form 4239 – Authorized Dismounts - Column U Authorized Dismounts Must be authorized by management for Collection boxes Intermediate Offices Non-Personnel Units Apartments, centralized equipment Businesses/Schools Hardship deliveries

PS Form 4239 – Authorized Dismounts - Column U
The National Rural Letter Carrier Association PS Form 4239 – Authorized Dismounts - Column U Authorized Dismounts Recorded on a daily basis - Closed on Saturday - 5 days Must be explained daily in comments section of 4239 No credit for pickup or delivery of accountables, parcels No credit for locked pouch - included in time allowance

PS Form 4239-Auth. Dismount Distance – Column V
The National Rural Letter Carrier Association PS Form 4239-Auth. Dismount Distance – Column V Authorized Dismount Distance Measure with mechanical measuring device, if possible Establish authorized parking location Satchel carts may be authorized to save extra trips Most direct/efficient distance from point of dismount from vehicle to delivery point and return Record to closest foot - do not use decimal

PS Form 4239-Auth. Dismount Distance – Column V
The National Rural Letter Carrier Association PS Form 4239-Auth. Dismount Distance – Column V Authorized Dismount Distance Carrier makes more than one trip on a day Heavy volume (not parcels) Credit given for each trip Make daily entries based on number of trips Explanation in comments section of 4239 Mgt. should maintain dismount log for each route

PS Form 4239 - Counting Time- Column W
The National Rural Letter Carrier Association PS Form Counting Time- Column W Counting Time Time used by carrier to verify the count of mail by Manager Do not include time used by manager counting Do not include time used by carriers observing on non-scheduled days This time recorded to ensure it is not included in actual time required to serve the route Counting Time is not part of total office time on A actual time

PS Form 4239 - Waiting Time - Column X
The National Rural Letter Carrier Association PS Form Waiting Time - Column X Waiting Time Time spent by carrier waiting for mail after official starting time Time is recorded to ensure it is not included in the actual time required to serve the route Reason for waiting time must be explained in comments Waiting Time is not part of total office time on A actual Time Starting time may be adjusted to prevent waiting time

PS Form 4239 - Intermediate Office- Column Y
The National Rural Letter Carrier Association PS Form Intermediate Office- Column Y Intermediate Offices Served Daily, Services Performed at Intermediate Offices Number of intermediate offices served daily Form 4239 for intermediate and headout Actual time not to exceed 5 minutes for intermediate stamp purchases - Normal frequency, as done throughout the year Dismount credit into office only - Loading time on departure Form 4241 totals must include intermediate service Annotate 4241 Includes services performed at intermediate office

PS Form 4239 - Locked Pouch- Column Z
The National Rural Letter Carrier Association PS Form Locked Pouch- Column Z Weight of Locked Pouch Transporting mail to or from designated post offices/contract stations Weight in lbs. of all mail, including parcels To determine daily weight for Form 4241 Total the pouch weight of all days Divide total by number of days of count (12) Divide the daily weight by the number of locked pouch stops Average Daily Weight goes in the total Column Z on Form 4241

PS Form 4241 2 Week Summary of Count Entries are “Right Justified” Zero-fill blocks not used Time Used - Actual from 4240’s Hours and hundredths Certification must be signed manager and carrier Box count and stops should be as of last day of count Number of boxes, not families

PS Form 4241 Note: Column R entries must be explained on reverse of form Mgt. can use Column R worksheet or Rural Manager Program (Excel)

Annual Route Inspection
The National Rural Letter Carrier Association Annual Route Inspection Must be conducted for all routes Must be completed on each route counted by March 9, 2006, but not before January 25, 2006 Purpose of Annual Inspections Historical Data (not a pay document) Allows management to assess route conditions Verify boxes, stops, families, dismounts Ensure safe and efficient line of travel Identify needed improvements Assess carrier performance Identify safety hazards 4

The National Rural Letter Carrier Association Annual Route Inspection Manager’s responsibilities Perform inspections - cannot be delegated to clerk Inspection with regular carrier, if possible Accompany the carrier while delivering the route Can request carrier to use another vehicle day of inspection--cannot require

The National Rural Letter Carrier Association Annual Route Inspection Carrier’s responsibilities Travel route normally Report boxes vacant over 90 days Identify hazards & possible corrective actions

Annual Inspection - Route Data
The National Rural Letter Carrier Association Annual Inspection - Route Data All boxes on PS Form 4248 require an entry All data entered “right justified” “Official” Length to two decimals To nearest .05 mile From most recent Not what was driven Paved, All Weather, and Dirt = official length Families must live in separate quarters Up to 5 families in same box Businesses served Delivery cannot be both residential & business 5

The National Rural Letter Carrier Association Annual Inspection - Route Data Regular Boxes Carrier has access to only one customer’s box Vehicle Stops Any needed halt of the vehicle to deliver mail Includes stops for centralized deliveries and dismounts

The National Rural Letter Carrier Association Annual Inspection - Route Data CENTRALIZED BOXES Multiple delivery points requiring use of an arrow key CBU/NDCBU Apartment gang boxes

Annual Inspection - Delivery Data
The National Rural Letter Carrier Association Annual Inspection - Delivery Data RESIDENTIAL BUSINESS Other - Hardship Other - dismount Curb Curb CBU/NDCBU CBU/NDCBU Other Cent - Apts. Other Cent Non-Personnel Units (NPUs) Postal Center with delivery & retail services Actual time for services - 15 minutes minimum Intermediate Offices & number of boxes

Annual Inspection - Casing System Used
The National Rural Letter Carrier Association Annual Inspection - Casing System Used Case Type - main case followed by wing cases Items 143D,124D, 144D Casing System Used 1 - One bundle 2 - Two bundle 3 - Modified one bundle Average separation width to one decimal Number of addresses per separation Example: 2 - 1

Annual Inspection—Other Data
The National Rural Letter Carrier Association Annual Inspection—Other Data Vehicle Data Vehicle normally used on the route Self-explanatory Dismount Deliveries Centralized Deliveries Locked Pouch Additional Data Office factors affecting carrier performance & service

Disagreements Resolve disagreements at the local level If disagreement cannot be resolved locally Provide written details to Postmaster for review & resolution Mail a copy to the State Steward District will evaluate and provide written reply to local management Local management will advise the carrier in writing If carrier not satisfied with decision, grievance procedure is next step

Disagreements If the carrier disagrees with the count data Carrier should NOT sign 4241 certified to be correct Must submit written comments explaining reasons for objecting to sign and the nature of the error or omission on 4241 Management must provide similar written comments Form 4241 with management & carrier comments forwarded to the District for review and resolution

Option Elections & Leave Agreements
The National Rural Letter Carrier Association Option Elections & Leave Agreements Meeting with each regular carrier to discuss options: High - Higher pay, but less time off (J or H route) Low - Lower pay, but more time off (K or J route) Requirements for High Option Carriers signature-agreeing to use sufficient leave 6 or 8 hr leave category Demonstrated no 2080 problems Commit in writing to use sufficient annual leave so as not to exceed 2080 hrs Route’s evaluation must fall in more than one route classification

Rural Mail Count Forms: District-Specific
The National Rural Letter Carrier Association Rural Mail Count Forms: District-Specific PS Form 4248 PS Form 4003 Include PS Form 4027 for extensions PS Form 4241 Column R Worksheets Delivery Scan Log Dismount/Distance log Mark-up log Edit Books No 4003’s between count and April 15, 2006

Where To Send Mail Count Forms…
The National Rural Letter Carrier Association Where To Send Mail Count Forms… Send to District Operations Programs Support Must be submitted by March 15, 2006

2006 Rural Mail Count & Inspection Training

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2006 Rural Mail Count & Inspection Training

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Presentation on theme: "2006 Rural Mail Count & Inspection Training"— Presentation transcript:

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