742 General Procedures

742.1 Request and Approval

742.11 Standard Training

All requests for Non-Postal training (to include individual college or university courses, academic degree programs, certification programs, and executive development programs) must be approved through an eBuy requisition. The employee, the supervisor, or the manager submits the eBuy requisition. The MLDD must be included in the approval process if the employee is from the district.

The MLDD will ensure that the employee’s selection is consistent with published training policies and that the training prerequisites have been met.

742.12 Approval Process for Individual College Courses

The approval process for an employee to enroll in individual college courses is as follows:

  1. Training must be documented on the employee’s IDP.
  2. An eBuy requisition must be completed by the employee for each course.
  3. The eBuy requisition must be approved by the employee’s manager and forwarded to the responsible PCES executive for approval.
  4. If an employee completes more than five college courses within 3 consecutive years, then it will be determined that the employee is working towards the completion of an academic degree and must complete the approval process for degree programs.
  5. The employee must complete a Continued Service Agreement if the dollar amounts meet or exceed the initial thresholds defined in section 743.4 below.
742.13 Approval Process for Academic Degree Programs

The approval process for an employee to enroll in an academic degree program is as follows:

  1. The degree program must be documented on the employee’s IDP.
  2. The Non-Postal Training Application Form (Exhibit 743.2) and an eBuy requisition must be completed by the employee.
  3. The employee must complete a Continued Service Agreement.
  4. The eBuy and the application form must be approved by the employee’s manager and forwarded to the responsible PCES manager, who will submit the documentation to his or her Vice President for approval.
  5. The documentation is then forwarded to the Director, Learning and Development, who reviews the application and Continued Service Agreement and secures approval from the CHRO.

Note: Approval will not be granted for participation in a doctoral program.

742.2 eBuy Approval Process

The normal eBuy approval process must be followed. The MLDD must be included if the employee is from the district.

742.3 Payment

742.31 Tuition, Fees, Books, and Supplies
742.311 General

Expenses for tuition, fees, books, and supplies for nonpostal training are paid based on the approved eBuy requisition, supported by certified receipts and invoices. While an approved eBuy requisition is required, expenses should be charged to the individually billed travel card and reimbursed through the eTravel system.

742.312 Payment to the Training Vendor

The eBuy requisition is retained at the billing address office (the employing postal facility and unit of the employee to be trained) until the employee completes the training and the Postal Service receives an invoice from the training vendor. (See 742.314 for the procedure to use when the training vendor requires advance payment.)

The MLDD (or designee) at the district or the employee’s supervisor/manager/budget coordinator at the Area or HQ, must check the invoice for accuracy and certify it for payment. The PCES executive who approved the training is not required to certify the invoice. In the certification statement, the words “approved eBuy requisition” are entered instead of a contract or order number.

742.313 Reimbursement to Employees

If the employee has paid for approved nonpostal training expenses with personal funds, the employee must submit certified receipts or canceled checks with the approved eBuy to be reimbursed.

Payment and reimbursement for tuition, course fees, books, and supplies (for commercial courses and college and university tuition) should be made through the eTravel System.

Employees with access to eTravel and who paid with a Postal Service individually-billed travel card or by personal means (i.e., personal credit card or check) must use eTravel for reimbursement as follows:

  1. Use of the individually-billed government travel card is preferred to pay for properly approved nonpostal training (for any dollar amount) with reimbursement to be made to the card service through eTravel.
  2. If the employee made payment using a personal credit card or check, they may also be reimbursed through eTravel.
  3. Payments manually entered on the expense entry page of eTravel, as opposed to pre-populating the data from the credit card page, may require submittal of receipt(s).
  4. Ensure Travel Expenses is selected as the expense type when claiming reimbursement through eTravel. See travelhelp website for additional information at http://blue.usps.gov/travelhelp.
742.314 Payment in Advance

If a training vendor requires payment in advance, then an eBuy requisition must be prepared and approved before training begins. The procedure is as follows:

  1. The training vendor prepares an invoice for the training.
  2. The MLDD (or designee) at the district or the employee’s supervisor/manager/budget coordinator at the Area or HQ, certifies the invoice as correct for payment.
  3. When nonpostal training payments are within the responsible manager’s local buying delegation authority (cannot exceed $10,000), payments may be made with the responsible office’s purchase card (may be an advance payment or after an invoice is received) using the requirement below.
  4. A copy of the approved eBuy requisition or the Nonpostal Training Application Form (Exhibit 743.2) and some type of delivery documentation must be kept with the cardholder’s records. (See Handbook AS-709, Credit Card Policies and Procedures for Local Buying, section 335.1 for further guidelines.)
742.32 Travel

Approved travel expenses (transportation, lodging, and per diem) for participation in nonpostal training are reimbursed using the eTravel system as authorized in Handbook F-15, Travel and Relocation. As an approved eBuy requisition is not submitted with these forms, these expenditures must be charged to the proper travel-for-training account to distinguish them from other travel expenses for official purposes.

742.4 Documentation

District employees furnish evidence of completion of nonpostal training, including certificates and grade reports, to the MLDD, who maintains copies of the documents and the approved eBuy. If the training provider does not furnish such evidence of completion, the MLDD verifies completion of training. Area and Headquarters employees forward copies of their documents to their supervisors or nominating managers, who maintain copies of the documents and the approved eBuy.