2002 Mail Count guide

 

 

a. Column A-Letter Sized Mail

  1. Enter in this column all letter size mail incIuding ordinary letters, cards, newsletter type mail and circulars six and one eight (6 l/8) or less in width which can be cased in the separations of the carrier cases. Small magazines and small catalogs 6 l/8 inches or less in width and 3/8 or less in thickness are included in this column. Include detached address labels (specifically addressed) for sample merchandise, magazines and catalogs in the letter count. Note: The maximum thickness of 3/8 inch applies only to small magazines and small catalogs. Letter-size mail is whatever fits in the width of the case separation in use regardless of thickness. All detached address cards (with a specific address) for sample merchandise, shared mail, magazines, and catalogs are included in the letter count.
  2. Do not include newspapers, boxholders, flats and rolls even though they may be cased with letter mail. Count each direct or segmented bundle (see 225.4) distributed and tied out at mail distribution cases as one parcel, and enter in column D. Do not count direct or segmented bundles tied out at the carrier case (see 225.5) as parcels. Do not include registered, certified, COD, number insured, Express Mail, and other accountable mail in this column. For special delivery articles, see column F.
    Small catalogs and magazines with a thickness greater than 3/8 inch are not counted in this column.
    Undeliverable non-preferential mail, including letters, flats and magazines, is not to be held back by distribution clerks or managers during the mail count. If management wishes to remove plastic wrap, strings, bands, etc. in order to properly count the contents under cover or bound, management should only remove enough covering or binding as necessary to maintain the integrity of the count. Management should not take missent mail from these bundles unless this is the standard practice in the office and it will be followed all year.


See Step 4 H1R-4B-C 11305 Linden, MI
According to the file, distributors in this local office normally discarded non-preferential mail of no obvious value when it was recognized us being undeliverable rather than distribute it to the rural carriers. The parties at Step 4 agreed that the discarding of mail in this manner is inconsistent with postal procedure and should be discontinued. If discontinuance of this activity resulted in an increased workload for the carriers, the carriers were entitled to a recount, if they desired.


b. Column B-Sector/Segment Letters

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


c. Column C-Papers, Magazines, Catalogs, Flats Other Non-Letter-Size Mail

Enter in this column newspapers, flats, magazines, catalogs, rolls and other non-letter size mail that can be cased for delivery using carrier casing equipment. This includes catalogs cased with other mail or cased separately. This does not include those items specifically referenced in column D-Parcels.
Exceptions: Count simplified address articles, including mail with detached labels, as boxholder mail and enter in column E. Count each direct or segmented bundle distributed and tied out at mail distribution cases (see 225.4) as one parcel, and enter in column D. Do not count direct or segmented bundles tied out at the carrier case (see 225.5) as a parcel. Do not count registered, certified, COD, numbered insured mail, Express Mail, and other accountable mail in this column.
Catalogs are counted as flats if they will fit into the empty separation to which they are addressed. When flat separations are used, catalogs that will fit into the empty flat separations are credited as flats. Therefore, a catalog may be a flat or parcel depending on the size of the catalog and the size of the separation to which it is addressed.
Boxes of checks are counted as flats provided the box does not exceed any one of the folIowing dimensions: 5 inches in height, 18 inches in length, or 1 9/16 inches in width.


d. Column D-Parcels

  1. A parcel is any rigid article that exceeds any one of the following dimensions:
    (a) 5 inches in height.
    (b) 18 inches in length.
    (c) 1 9/16 inches in width.
    Examples: A rigid article that measures 4 x 15 x 1 3/4 is recorded as a parcel because the 1 3/4 thickness exceeds the 1 9/16 criteria, However, a rigid article that measures 5 x 18 x 1 9/16 is recorded as a flat because none of the dimensions exceed the stated criteria. (This includes articles properly prepared and endorsed "Do Not Fold or Bend" in accordance with Domestic Mail Manual (DMM) C010.8.2c).
  2. In addition, any nonrigid article that does not fit in the letter or flat separations (where flat separations are used) with other mail, is considered a parcel. (This includes articles that have not been prepared in accordance with DMM COlO.8.2c, even though the mailer has endorsed them "Do Not Fold or Bend." These nonrigid articles should be carried and credited as parcels, provided that they do not fit in the letter or flat separation (where flat separations are used) with other mail without damage to the article.
  3. The carrier has the option of handling odd-size articles either with flat mail or separately, regardless of how it is credited.
  4. Parcels with detached Iabels do not belong in this column. They are counted as boxholders in column E. Only specifically addressed samples too large to be cased are included in the parcel count.
  5. Each direct or segmented bundle distributed and tied out at the mail distribution cases (see part 225.4) is counted as a parcel. Direct or segmented bundles tied out at the carrier case (see part 225.5) are not counted as a parcel.
  6. Registered, certified, COD, numbered insured, Express Mail, and other accountable mail are not counted in this column.
    Include in column D:
    * Directs tied out at distribution cases. Directs are not to be broken by the carrier.
    * Samples with an address directly on the mail piece which meet the parcel size requirements.
    * A postage due parcel is credited as a parcel and a postage due item.
    * Credit is given in column D where a second delivery attempt is required only in accordance with the Postal Service's parcel redelivery regulations.
    * A rigid article received in DPS will be counted and recorded under Column D. as a parcel if the rigid article exceeds any one of the dimensions in Part 535.12.d.(1) of the PO-603.
    See Step 4 F9IR-4F-C 96020182 Sun City, CA


e. Column E-Boxholders

Enter the daily number of boxholders (families, boxes, or deliveries, as appropriate) taken out for delivery on the route. This includes all simplified address mail, including samples with simplified address (see DMM AO40). When samples are received with detached address labels (specifically addressed), enter the total number of samples. (See part 535.12.a, column A, for recording the label count,) Include simplified address, detached labels (no specific name or address) in this column. The number of pieces of boxholder mail must not exceed the number of families or boxes (as appropriate) on the route for each mailing. Include in this column all boxholders, whether cased or not.
Boxholders are counted only when they are delivered.
Example: A two week mail count begins February 28 and ends March 13. A boxholder is received in the office on February 27 with a requested delivery date of February 28. This boxholder would be delivered on February 28 and would be included in the count.
Conversely, a boxholder received in the office on March 13, but not delivered until March 14, would not be counted.


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

  1. Enter the number of articles received daily for delivery in this column. Entries in this column preclude entries for the same items in columns A, B, C, D, or H.
  2. On high-density (L) routes where multiple accountable items are received for one address, enter the items on PS Form 3883. The route receives credit for one accountable article per page or partial page completed. Example: If a route received 10 accountable articles of which five were for delivery to one address, the route would receive credit for six accountable items: one item each for the five articles for delivery to individual addresses, and one item for the five articles entered on PS Form 3883 (Firm Delivery Book for Accountable Mail) for delivery to the one address. Under no circumstances use a PS Form 3883 for delivery of only one accountable item.
  3. When a FS Form 3883 is authorized for use on high-density (L) routes, additional credit is allowed for handling return receipts on items listed in the book (see column T).

Include in column F:
* Accountable articles found in DPS mail will also be included in column F.
* Management shall not alter a route's mail count by withholding Express Mail from the route during the mail count.
In accordance with the PO-603 a rural carrier "must deliver Express Mail to a customer whose residence or place of business is on the carrier's line of travel. Management, however shall not circumvent paying the additional compensation by not allowing the carrier to deliver Express Mail during the mail count period, if, during the rest of the year, the carrier has been delivering Express Mail to the customer." This decision and procedure would also be true for all accountable mail for customers who reside on the carrier's line of travel.
See Step 4 HIR-5D-C 24517 Moses Lake, WA


g. Column G-CODS and Customs Due Received for Delivery.

Enter daily the number of articles received for delivery.


h. Column H-Postage Due

Enter the number of postage due articles taken out for delivery. Do not include postage due items in columns A, B, C, or L.
Note: A carrier can receive a double credit for a postage due parcel.
Example: An ordinary parcel with postage due would be credited as a parcel in column D, Parcels, and in column H, Postage-Due.
Include in column H:
* Number of bundles of postage due (with a single due amount).
* If postage due mail was not bundled prior to the mail count and a change in the procedure to bundle postage dues for the same delivery address was not discussed during the pre-count conference, postage due items bundled during the count will be counted as individual postage dues.

See Step 4 H7R-2.J-C 389 Bowling Green, KY
"Review of this case revealed before the count, the postage due mail was not being bundled and this procedure was not discussed during the pre-count conference. It was not until September 10, 1987 that the procedure was changed, Therefore, the carrier shall be credited with 58 pieces of postage due mail on his evaluation and shall receive compensation if it is warranted. "
Note: Other than for ordinary parcels that do not fit in mail receptacles, carriers are NOT required to take postage due mail to the door.
See: Step 4 H8R-2 WC 11821, Hilton, NY


i. Column I-Change of Address (COA)

Enter in this column the number of change of address orders (PS Form 3575, Change of Address Order, or PS Form 3546, Forwarding Order Change Notice) received and entered during the count period. PS Form 3546, initiated by the carrier, is creditable as a forwarding order, provided that it is not a duplication of a previous action. There must be no accumulation of change of address orders at the start of the count period,
Note: Do not record the entry of a new or additional customer's name on PS Form 1564, Address Change Sheet, or PS Form 4232, Rural Delivery Customer Instructions, as a change of address order.
Include in this column:
* Credit is received in column I for PS Form 8076, Authorization to Hold Mail, that is received from the patron (substitute forms may also be included). In order to receive credit for special orders and hold orders, the carrier must transfer the information to PS Form 1564-E, Form 3932 or any other type form used for this purpose.
Do record PS Form 3575-Z, Employee Generated Change of Address, in this column.


j. Column J-Marked Up Mailpieces

  1. In this column, record the number of pieces of all classes of mail marked up. Markups are mailpieces undeliverable as addressed that require the carrier to endorse the mail with the reason for nondelivery specified in DMM FO10.4. Do not record mail missorted. to a route as a markup. Do include missorted and missent mail in the original count of mail. This applies where routes have been adjusted, territory has changed, or the mail is routed to the wrong carrier.
  2. In instances where mailing addresses have been changed from rural routes and box numbers to street names and numbers, mail is not credited as a markup on the route where the territory transferred to or from. This is considered a hand-off and credit is given in the original count of mail.
  3. Markup credit is provided for the following categories of mail:

    (a) Mail sorted to the Undeliverable-as-Addressed Separations or Designated Location at the Carrier Case.

    (i) A-Z separations/machineable or non-machineable.
    (ii) Insufficient address.
    (iii) Undeliverable-as-addressed, unable to forward.
    (iv) Undeliverable bulk business mail.
    (v) Other undeliverable bulk business mail,

    (b) Excess Boxholders. Carriers will do all of the following.

    (i) Bundle separately each set of excess boxholder mail. (A sack, hamper, tray, etc., may be used for this purpose.)
    (ii) Endorse a facing slip In Excess of Requirements, initial, and attach to each bundle, and
    (iii) Receive one markup credit for each set.

    (c) Mail Individually Endorsed by the Carrier. Credit a markup for each piece of mail in the following categories.

    (i) Attempted-Not Known.
    (ii) No Such Number,
    (iii) Deceased.
    (iv) No Mail Receptacle.
    (v) Refused.
    (vi) Vacant. Only First-Class Mail, Periodicals, endorsed Standard Mail (A) or Standard Mail (B) addressed to Occupant. Do not endorse undeliverable bulk business mail.
    (vii) Undeliverable-as-Addressed (Parcels). Do not credit as a markup parcel post endorsed only to indicate that an attempted delivery notice was left.
    (viii) No Record Mail. Credit as a markup each piece of mail given to the carrier under the provisions of 242.4, whether or not the piece is marked up by the carrier.
    (ix) Other required individual carrier endorsements in DMM FO10.4.2, as appropriate, and undeliverable mail the postmaster or supervisor requires the carrier to individually endorse,
    * Credit a markup for any mail piece where the name or address is required to be corrected (spelling, numbers) prior to its being sent to CMU/CFS or returned from CMU/CFS.
    * Credit a markup for each piece of mail when management requires barcodes to be blotted or marked out.
    * Credit one markup for all additional bundles or mailpieces that management requires the carrier to endorse.

k. Column K-PS Form 3821 Completed

Enter only the number of completed PS Forms 3821, Clearance Receipt.
Section 431.4 of the PO-603 states, "Complete Form 3821, Clearance Receipt, showing the number of receipts and undeliverable articles returned for clearance." Please note that Section 431.4 states the carrier is to complete Form 3821," it does not say "the carrier may complete Form 3821."
Complete a separate Form 3821 for each COD article delivered. (PO-603, Section 432.4)
Complete one Form 3821 for all CODS not delivered. (PO-603, Section 432.4) Form 3821, Clearance Receipt, is to be completed by the carrier all year long, not just during mail count.
If a route serves one or more intermediate offices, it is possible to receive credit for PS Forms 3821 at each intermediate office in a single day.


1. Column L-Delivery Point Sequence (DPS) Letters

Enter in this column all mail up to 6 l/8 inches in width that is processed on automated equipment as Delivery Point Sequence mail.
Exception: If fewer than 2,400 pieces of DPS mail are averaged per week during the entire mail count period and/or the route was not validated before the count as meeting the 98 percent quality threshold, mail processed as DPS will be cased and recorded as sector/segment in column B on PS Form 4241, Rural Delivery Statistics Report, or, if it does not qualify as sector/segment mail, recorded in column, A, Letter Size if 6 1/8 inches and under, or column C, Newspapers, Magazines, Flats Catalogs, and Rolls, if over 6 I/8 inches.
Note: Casing of DPS mail will not change mail count procedures or time standards applied to DPS or other mail.
Questions on Delivery Point Sequence (DPS) Procedures for Rural Routes, appears in the July 15,1997 issue of "The National Rural Letter Carrier."
If multiple runs are received, only one run may be counted as DPS. Management will determine which run is DPS, Other runs may be counted as sector/segment if they qualify.
All mail the carrier received as DPS mail is recorded under column L, Delivery Point Sequence Letters. Normally, if the carrier takes the DPS mail directly to the street, all the DPS mail they bring back, because it is out of sequence or otherwise not deliverable, is recorded in column A, Letter Size if 6 l/8 inches and under, or column C, Newspapers, Magazines, Flats, Catalogs and Rolls, if over 6 l/8 inches.
The fact that the carrier may elect to case that mail during the mail count does not change the recording procedure. DPS mail which would have been brought back by the carrier is recorded in column A if 6 l/8 inches and under or C if over 6 l/8 inches.
A rigid article received in DPS will be counted and recorded under Column D. as a parcel if the rigid article exceeds any one of the dimensions in Part 535.12.d.(1) of the PO-603.

See Step 4 F91R-4F-C 96020182 Sun City, CA

Whether you case the DPS mail or take it directly to the street, any mail which cannot be delivered (hold mail, forwardable mail, missorted mail, etc.) or is out of sequence will be credited as raw mail and recorded in column A if 6 l/8 inches and under or C if over 6 l/8 inches.


m. Column M-Money Order Applications

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

n. Column N-Letters and Flats Collected

Enter in this column the number of letters and flats collected on the route. If mail is received in bundles, count each bundle as one piece. Do not count each piece in the bundle, Do not include mail picked up from a collection box or cluster box unit (CBU) collection compartment. Centralized delivery collection compartments receive a standard allowance.
Enter in column R the actual time required to open the collection boxes, remove the mail, and close the boxes,
Carriers may be required to face and deposit mail in a designated location upon returning to the office. Management shall not require rural carriers to deposit mail into more than two designated locations. If more than two locations are required, additional column R time is appropriate.

See Step 4 H7R-4B-C 29248 Rochester, MI
Part 421.2 of the Rural Carrier Duties and Responsibilities, Handbook PO-603 requires that rural carriers are to face and deposit mail in the location designated by your postmaster or supervisor. Compensation is provided for facing and depositing mail. Management shall not require rural carriers to deposit mail into more than two designated locations*


o. Column O-Ordinary and Insured Parcels Accepted

  1. Enter in this column the number of ordinary and insured parcels accepted on the route. That is:
    (a) Parcels that require the carrier to weigh, rate, and affix postage to the article, or
    (b) Parcels weighing more than 2 pounds for which postage has been prepaid.
  2. (2) Do not enter obvious letter-and flat-size mail, including filmpacks, etc., whether the carrier affixes postage or not. Count presacked parcels for which postage has been computed as one parcel for each sack. Do not credit parcels that a customer refuses or are not deliverable as a parcel accepted.
Carriers must weigh, rate and affix postage if management provides the necessary scales and rate charts. However, if the necessary equipment is not made available, credit for a parcel collected is still given.

p. Column P-Registered and Certified Accepted

Record in this column the number of registered and certified articles accepted on the route, Do not include in the count those articles returned when PS Form 3849 has been left for the customer. Time credit for No Response-Left Notice items is included in the time factor for delivery.
Credit is to be given for certified letters that are received from rural mail boxes and business customers, including those that are prepaid and where customers have properly completed all forms.

See Step 4 H4R-2F-C 1582 Greensburg, PA
"The grievant will receive retroactive credit for 109 certified mail pieces under Column P of Form 4241."


q. Column Q-Loading Vehicle

Enter the time spent transferring mail from the carrier's work area to the vehicle. This time should include taking mail from the work area to the vehicle, placing mail in the vehicle and returning the equipment to a designated location. Postmasters or supervisors must observe the loading operation daily to ensure that carriers operate efficiently. Include only the time required to place mail in gurneys or hampers in loading time if mail cannot be placed in the conveyance during strap out, In offices where the carrier does not normally withdraw all mail for the route, the required final withdrawal from the designated distribution case, or other equipment, will be accomplished in conjunction with the loading operation, and the actual time required included in the loading allowance. Do not include the time used for this function if the carrier receives the withdrawal allowance. Loading time in excess of 15 minutes must be fully explained in the Comments section of PS Form 4239. However, do not interpret the loading allowance to be a minimum 15 minutes daily The actual time shown for loading the vehicle must not include time for arranging parcels in delivery sequence, this is included in the time allowance for those items in column D.
Mail, pulled down and strapped or trayed, should be placed directly into equipment used to take mail to the vehicle. In this case, loading time begins when the carrier begins to move the mail to the vehicle. If mail is not placed directly into equipment used to take mail to the vehicle, loading time begins when the carrier begins to load the mail into the transport equipment.
The time required to place the mail in gurneys or hampers will be included in loading time only when the mail cannot be placed in the conveyance in delivery order, during strapping out or traying. It would also be applicable if, because of space restrictions, the carrier is required to strap-out mail, place it on the floor or case ledge, and then transport it to a gurney or hamper at the end of the carrier- case aisle. This was not intended to be applied to situations where the carrier straps out mail and places it directly into a gurney or hamper in lieu of placing it on the floor.
Obtaining the parcel hamper is not considered part of the withdrawal of mail. M-38 Section 344.23 states that gurneys and hampers shall be located convenient to the carriers. By conveniently located, it is meant for the hamper or gurney to be in close proximity to the carrier's case. If the hamper/gurney is so located, and all other mail is prepared as required in Section 212.2 of the PO-603, then the fact that the carrier must walk a few steps to obtain the parcel hamper/gurney would not justify allowing withdrawal time. If the parcel container is not located according to Section 244.23 of the M-38, action should be taken to do so. Finally, if the physical lay-out of the office or space constraints make it impossible 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 mailhandler, then consideration should be given to changing the procedures at the office to allow for carrier withdrawal of all mail.


r. Column R-Other Suitable Allowance

  1. 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 normal work functions, This does not include time for vehicle breakdowns. Management must authorize items for which time is claimed under this heading. These items must recur daily or weekly. Weekly safety talks must be conducted, and the actual time required (usually 5 minutes per week) must be recorded in column R.
  2. The actual time required to place Central Markup System/Computerized Forwarding System (CMU/CFS) mail in the designated location is credited in column R.
  3. Where no office personnel are on duty when the carrier returns from serving the route on Saturday, the carrier receives actual time allowance only for those duties performed over and above the normal functions of this day and the following work day. (This does not include time spent counting mail or completing count forms,)
  4. Those carriers who serve a nonpersonnel rural unit receive a minimum allowance of 15 minutes daily for each unit served. Boxes located in these units are not included in the route totals on PS Form 4241. Additional time above 15 minutes claimed for servicing a nonpersonnel unit must be explained in the Comments section.
  5. Personal time, or time used for purchasing and checking stamp stock, should not be entered. These times are credited when the evaluation is processed at the Information Service Center (ISC).
  6. No entries are made in this column for those routes using USPS-owned or-leased vehicles. The ISC will automatically credit appropriate time allowances as indicated in 535.23, Time spent waiting for vehicle repair or tow while on the route is not a recurring function, and is not granted.
  7. All entries in column R require explanation in the Comments section.
    Note: No entries are made in this column for those routes with collection compartments, or parcel post lockers located in centralized delivery equipment.

Some typical Column "R" Entries are the following:

  1. Actual riffling time to access the quality of DPS mail, if separator cards are not used.
  2. ime for checking the route identification and order of DPS Separator Cards and returning them to the designated location.
  3. ctual time to pick up DPS mail if it is not located within close proximity to casing area (mail distribution).
  4. ctual time, if required to provide information to designee for "station inputs" for forwarding/holdouts for DPS, including travel time if not in close proximity to the carrier's case. (only if additional trip)
  5. ime for returning Business Reply mail to designated location.
  6. ime for address additions, deletions, or changes to edit sheets (red books) beyond the time that would have been required on the back of the PS Form 4240 Trip Sheets.
  7. f the accountable cage is not within a reasonable distance of the carrier's casing area, additional time may be authorized in column "R" for the actual time to walk to accountable cage and back if the accountable, arrow keys, dog spray, are not brought to the carrier's case. Actual time in the afternoon if only arrow keys/dog spray need to be turned in for the day.
    See Step 4 F9lR-4F-C 96024591 Salinas, CA
    "The issue in this grievance is whether the grievant is entitled to a credit for time obtaining and returning an arrow key during mail count when she has no other accountables. Management should have given the grievant credit for time used during mail count to obtain and return an arrow key when she had no accountables."
  8. ime, if required by management, to answer customer questions across the counter or over the phone, if such duties occur daily or weekly. Answering customer telephone calls and communications-provided they are recurring and performed the entire year.
    See: Step 4 RB-S-l54(R-I3)3SR-6032 Plant City, FL and
    Step 4 H4R-5R-C 47608 Sequim, WA
    "If local management requires a rural Currier to answer official communications or telephone calls throughout the year, an appropriate credit will be allowed if this function is performed during the mail count period. "
  9. ctual time for required extra trips to secure or return the scanner, only if the location is not within a reasonable distance of the carrier's casing area.
  10. Six (6) minutes per week credit for acquisition, setup, and return to cradle of assigned scanners.
  11. Twenty (20) seconds per scan for all Express mail and delivery confirmation barcodes, and for other accountable mail-item barcodes, that the Employer directs to be scanned.
  12. Time to retrieve stamp stock box from safe or designated place, if it is not furnished with accountables.
  13. Actual time to retrieve hampers, etc. for mail transport, if they are not located within close proximity of the carrier's case*
  14. Normally, five minutes for mandatory stand-up safety talk plus actual time for anything over five minutes. Ref. PO-603 Section 535.12.r.1.
  15. Actual time for daily or weekly stand-up service talks in addition to safety talks.
  16. An additional time credit (normally 5-minutes), must be given to the route if management elects to repeat a weekly safety talk for the relief employees or a carrier who was not present.
    See: Step 4 H4R-5G-C 98660 Vancouver, WA
  17. Actual time to take mail to vacation hold and return to the case, if hold location is remote from case.
  18. Actual time to travel to and from throwback case, if management hasn't combined the trip with other compensated office trips.
  19. Actual time to take CFS mail to its designated place and return to the case, if required. Normally this is done in conjunction with loading time. This time includes the time necessary to count the pieces if a scoring sheet is required.
  20. Actual time to unlock, sweep, verify collection (magnet, wand, scanner) close and lock collection boxes.
  21. Time for accessing key, unlocking gate, locking gate, and returning key in gated communities.
  22. Actual time for required atypical dismount situations such as using elevators, traversing an inordinate amount of stairs, unlocking or going through difficult doors, etc.
    Carriers are entitled to time in addition to the standard dismount distance allowance for unlocking doors, climbing stairs, etc. The dismount allowance was intended to reduce the actual entries made on the Form 4241. It was designed to be applicable to the majority of dismount situations (i.e., dismount from the vehicle, entering through doors, traversing minimal quantities of step, etc.), The time required to obtain a keyholder, unlock a door, and replace the key was never considered in determining the allowance. Therefore, if this function is required of a rural carrier, then that carrier is entitled to credit (in column R) for the time associated with unlocking the door in addition to the standard dismount distance allowance.
    Finally, because the time allowances were designed to cover normal situations, it is probable that time adjustments might be necessary (using Column R) in certain other atypical situations. For example, if the carrier is required to use an elevator, or to traverse an inordinate amount of steps, etc., an additional time allowance may be warranted.
    In anticipation of a question that the above explanation may raise, there is no specific guideline as to where a minimal amount of steps becomes an inordinate number of steps. That determination must be made by the manager on location, and like all management actions, it is challengeable 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 unusual conditions exist, managers must consider the impact of those conditions on the time needed to perform the dismount function.
  23. Time to serve Non-personnel Units on a daily basis. (Minimum of 15- minutes per NPU.)
  24. Actual time for park and loop for Ioading satchel and/or loading/breakdown of cart.
  25. When a carrier purchases stamp stock at an intermediate office, show the actual time required to perform this function, not to exceed 5 minutes daily, in the Other Suitable Allowance column and explain in the Comments section. During the mail count period, maintain the normal frequency of stamp purchases at the intermediate office.
  26. Actual time to close up offices in afternoons, usually on Saturday, and any other required functions in small offices that close for lunch. Setting alarms, locking and unlocking doors, taking down flags, etc.
  27. Actual time to deposit collected mail in more then two separations.
  28. Time to put "notice left" parcels on the proper shelf, if required.
  29. Filing PS Form 3575, when required.
    See Step 4 H7R-2H-C 27614 Lexington, SC
    "Normally, rural carriers are not required to file Forms 3575 after return from Computerized Forwarding System or Central Mark-Up. However, if they are required to maintain such records, an appropriate time credit must be given. "
    Note: Any other required functions that do not happen on a daily or weekly recurring basis and are not a part of regular rural carriers' duties as outlined in the PO-603 should be compensated on PS-Form 8127.

s. Column S-Purchasing Stamp Stock

All rural routes will be automatically credited with 20 minutes per week for purchasing and checking stamp stock.
Note: The Minneapolis ISC will credit the 20 minutes per week and record the proper allowance on PS Form 4241-A, Rural Route Evaluation.

t. Column T-Return Receipts

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

u. Column U-Authorized Dismounts

The number of authorized dismounts is shown daily, (See part 313 for those instances where dismount deliveries may be authorized.)
Example: A carrier is authorized to dismount at a school. The school office is closed on Saturdays. The route would be credited with a dismount Monday through Friday, but would not receive dismount credit on Saturday. Authorized dismounts must be explained in the Comments section. When a carrier dismounts primarily to provide other services, such as delivery or pickup of accountable mail, COD, Express Mail, etc.: do not authorize dismount credit, existing time allowances include time for dismounting.

See: Step 4 H1R-4J-C 443 Madison, WI
See: Step 4 H1R-4T-C 7060 Lexington, KY


v. Column V-Authorized Dismount Distance (In feet)

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

w. Column W-Counting Time

Enter the number of minutes actually used to count the mail. Only the carrier's time is recorded and not the postmaster's or supervisor's counting time.

x. Column X-Waiting Time

Enter the number of minutes the carrier spent waiting for mail after the official starting time.

y. Column Y-Intermediate Offices Serviced Daily, Services Performed at Intermediate Offices

  1. Enter the number of intermediate post offices served daily. Carriers who perform functions or services at intermediate offices for which time allowances are provided will receive appropriate time credit for these services.
  2. Record daily on PS Form 4239 all functions performed or services provided at intermediate offices, and forward, in a sealed envelope, to the postmaster at the carrier's originating office.
  3. When a carrier purchases stamp stock at an intermediate office, show the actual time required to perform this function, not to exceed 5 minutes daily, in the Other Suitable Allowance column and explain in the Comments section. During the mail count period, maintain the normal frequency of stamp purchases at the intermediate office.
  4. When completing PS Form 4241 for the week, the postmaster or supervisor at the office from which the route begins will include in the proper Total columns the items applicable to the intermediate office, and writes in above the signature line the words, "Includes services performed at intermediate office." Indicate on the form, in the Comments section, the functions or services performed.

z. Column Z-Weight of Locked Pouches Carried Daily

Enter the weight carried in pounds (rounded to the nearest whole pound) of all mail, including outside pieces, to or from designated offices. Carriers serving nonpersonnel rural units do not receive credit for a locked pouch.
Note: To determine the daily weight, total the pouch weight of all days and divide by 12. Then divide the daily weight by the number of locked pouch stops from line C, Additional Information, to determine the average daily weight. Enter this number in column Z on PS Form 4241.

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