ICM UPDATES

International Customized Mail

We have combined ICM updates into one Postal Bulletin article to save space and paper. Four ICM updates appear on the following pages.

On March 14, 2002 the Postal Service entered into an International Customized Mail (ICM) Service Agreement with a qualifying mailer. In accordance with International Mail Manual (IMM) 297.4, the Postal Service now makes public the following information concerning the Agreement:

a. Term:March 28, 2002, through March 27, 2003.

b. Type of mail:Global Express MailTM service (EMS). Every item must conform to the mailing requirements set forth in the IMM for EMS.

c. Destination countries:Worldwide.

d. Service provided by the Postal Service:The Postal Service has agreed to transport EMS to international destinations for delivery by the appropriate authorities.

e. Minimum volume commitments:The Mailer has agreed to meet an annualized minimum of 600 pieces of EMS or $12,000 in annual postage for EMS.

f. Worksharing:The Mailer has agreed to:

1. Comply with the terms and conditions for mailing EMS as set forth in the IMM.

2. Pay postage for EMS by means of a dedicated Express Mail Corporate Account (EMCA) in accordance with the EMCA requirements set forth in the Domestic Mail Manual (DMM).

g. Rates:The Mailer has agreed to pay postage at a rate discounted at eight (8) percent off of nondiscounted published rates in effect on the date of mailing in accordance with Exhibit 1.

Exhibit 1

OnMarch 14, 2002, the Postal Service entered into an International Customized Mail (ICM) Service Agreement with a qualifying mailer. In accordance with International Mail Manual (IMM) 297.4, the Postal Service now makes public the following information concerning the Agreement:

a. Term:March 28, 2002, through March 27, 2005.

b. Type of mail:Global Express MailTM service (EMS). Every item must conform to the mailing requirements set forth in the IMM for EMS.

c. Destination countries:Worldwide.

d. Service provided by the Postal Service:The Postal Service has agreed to transport EMS to international destinations for delivery by the appropriate authorities.

e. Minimum volume commitments:The Mailer has agreed to meet an annualized minimum of 600 pieces of EMS or $12,000 in annual postage for EMS.

f. Worksharing:The Mailer has agreed to:

1. Comply with the terms and conditions for mailing EMS as set forth in the IMM.

2. Pay postage for EMS by means of a dedicated Express Mail Corporate Account (EMCA) in accordance with the EMCA requirements set forth in the Domestic Mail Manual (DMM).

g. Rates:The Mailer has agreed to pay postage at a rate discounted at eight (8) percent off of nondiscounted published rates in effect on the date of mailing in accordance with Exhibit 1.

Exhibit 1

On March 14, 2002, the Postal Service entered into an International Customized Mail (ICM) Service Agreement with a qualifying mailer. In accordance with International Mail Manual (IMM) 297.4, the Postal Service now makes public the following information concerning the Agreement:

a. Term:March 28, 2002, through March 27, 2005.

b. Type of mail:Global Express MailTM service (EMS). Every item must conform to the mailing requirements set forth in the IMM for EMS.

c. Destination countries:Worldwide.

d. Service provided by the Postal Service:The Postal Service has agreed to transport EMS to international destinations for delivery by the appropriate authorities.

e. Minimum volume commitments:The Mailer has agreed to meet an annualized minimum of 1,000 pieces of EMS or $20,000 in annual postage for EMS.

f. Worksharing:The Mailer has agreed to:

1. Comply with the terms and conditions for mailing EMS as set forth in the IMM.

2. Pay postage for EMS by means of a dedicated Express Mail Corporate Account (EMCA) in accordance with the EMCA requirements set forth in the Domestic Mail Manual (DMM).

g. Rates:The Mailer has agreed to pay postage at a rate discounted at ten (10) percent off of nondiscounted published rates in effect on the date of mailing in accordance with Exhibit 1.

Exhibit 1

OnMarch 14, 2002, the Postal Service entered into an International Customized Mail (ICM) Service Agreement with a qualifying mailer. In accordance with International Mail Manual (IMM) 297.4, the Postal Service now makes public the following information concerning the Agreement:

a. Term:March 28, 2002, through March 27, 2005.

b. Type of mail:Global Express MailTM service (EMS). Every item must conform to the mailing requirements set forth in the IMM for EMS.

c. Destination countries:Worldwide.

d. Service provided by the Postal Service:The Postal Service has agreed to transport EMS to international destinations for delivery by the appropriate authorities.

e. Minimum volume commitments:The Mailer has agreed to meet an annualized minimum of 1,000 pieces of EMS or $20,000 in annual postage for EMS.

f. Worksharing:The Mailer has agreed to:

1. Comply with the terms and conditions for mailing EMS as set forth in the IMM.

2. Pay postage for EMS by means of a dedicated Express Mail Corporate Account (EMCA) in accordance with the EMCA requirements set forth in the Domestic Mail Manual (DMM).

g. Rates:The Mailer has agreed to pay postage at a rate discounted at ten (10) percent off of nondiscounted published rates in effect on the date of mailing in accordance with Exhibit 1.

Exhibit 1

- International Business, 4-4-02

Philately

NEWPUBLICATION

Women on Stamps

Publication 512, Women on Stamps, was released on Friday, March 8, 2002, at the Women's History Month program headquarters. Diversity Development directed the new publication which contains over 150 images of women who have had a lasting impact on American history and society.

You can order Publication 512 by one of the following means:

• Touch Tone Order Entry: Call 800-332-0317, option 1, then option 2.

• cc:Mail: Send an F3Fill-completed PS Form 7380, MDC Supply Requisition, to MDC Customer Service at TOKS001L.

• Mail: Mail a completed PS Form 7380 to the MDC at the following address:

SUPPLY REQUISITIONS
MATERIAL DISTRIBUTION CENTER
500 SW GARY ORMSBY DR
TOPEKA KS 66624-9702

The relevant ordering information for Publication 512 is as follows:

PSIN: PUB 512
NSN: 7610-03-000-9294
Unit of Issue: EA
Bulk Pack Quantity: 160
Quick Pick Number: n/a
Price: $0.8228
Edition Date: 3/2002

- Diversity Development, 4-4-02

Pictorial Cancellations Announcement

As a community service, the Postal Service offers pictorial cancellations to commemorate local events celebrated in communities throughout the nation. A list of events for which pictorial cancellations are authorized appears below. If available, the sponsor of the pictorial cancellation appears in italics under the date. Also provided, as space permits, are illustrations of those cancellations that were reproducible and available at press time.

People attending these local events may obtain the cancellation in person at the temporary Post Office station established there. Those who cannot attend the event, but who wish to obtain the cancellation, may submit a mail order request. Pictorial cancellations are available only for the dates indicated, and requests must be postmarked no later than 30 days following the requested pictorial cancellation date.

All requests must include a stamped envelope or postcard bearing at least the minimum First-Class Mail postage. Items submitted for cancellation may not include postage issued after the date of the requested cancellation. Such items will be returned unserviced.

Customers wishing to obtain a cancellation should affix stamps to any envelope or postcard of their choice, address the envelope or postcard to themselves or others,insert a card of postcard thickness in envelopes for sturdiness, and tuck in the flap. Place the envelope or postcard in a larger envelope and address it to: PICTORIAL CANCELLATIONS, followed by the NAME OF THE STATION,ADDRESS, CITY, STATE, ZIP + 4 CODE, exactly as listed below (using all capitals and no punctuation, except thehyphen in the ZIP + 4 code).

Customers can also send stamped envelopes and postcards without addresses for cancellation, as long as they supply a larger envelope with adequate postage and their return address. After applying the pictorial cancellation, the Postal Service returns the items (with or without addresses) under addressed protective cover.

- Stamp Services,
Government Relations and Public Policy, 4-4-02

Special Cancellation Die Hubs

Postmasters and plant managers who have any of the special cancellation die hubs listed below may use them for the periods designated. At the end of the period, these die hubs must be withdrawn and stored. Postmasters and plant managers who do not have these special die hubs may not request them from the sponsors.

Post Offices

NOTICE

New 3-Digit ZIP Code Area

Effective July 1, 2002, the Postal Service will be activating a new 3-digit ZIP Code area. That new area will be using the 3-digit prefix 398 for a portion of the area currently served by the 317 3-digit prefix.

We will publish information on the 34 new ZIP Codes for those areas separately in future issues of the Postal Bulletin, in the Post Offices section. You should check all Postal Service systems using ZIP Codes to ensure the new ZIP Code prefix has been activated before July 1, 2002.

- Office of Address Management,
Chief Technology Officer, 4-4-02

Postal Employees

ELM REVISION

Administrative Leave Changes

Effective April 4, 2002, the Employee and Labor Relations Manual (ELM) 519, Administrative Leave, is revised as follows:

519, Administrative Leave,is resequenced and renumbered for easier searching, and references within are modified accordingly. The titles of Sections 519.2, 519.51, and 519.52 are changed for clarity.

519.1, Definition,is modified by the removal of the note precluding administrative leave for the donation of organs, blood platelets, and bone marrow.

519.24, Adverse Action Investigation and Decision,is added to make explicit the policy for removal of an employee from duty status.

519.42, Bone Marrow, Stem Cell, Blood Platelet, and Organ Donations,is added to make provision for administrative leave for qualification and donation of bone marrow, stem cells, blood platelets, and organs.

519.45, Day of Death,is added to make explicit provisions for compensation on the day of an employee's death.

The fully revised and resequenced text of ELM 519.1 through ELM 519.5 follows. We will incorporate these revisions into the next printed version of the ELM and into the online version of the ELM, available on the Postal Service intranet at http://blue.usps.gov/cpim; click on Manuals.

Employee and Labor Relations Manual (ELM)

* * * * *

5 Employee Benefits

510 Leave

* * * * *

519 Administrative Leave

519.1 Definition

Administrative leaveis absence from duty authorized by appropriate postal officials without charge to annual or sick leave and without loss of pay.

519.2 Special Conditions

519.21 Acts of God

519.211 General

Acts of Godinvolve community disasters such as fire, flood, or storms. The disaster situation must be general rather than personal in scope and impact. It must prevent groups of employees from working or reporting to work.

519.212 Authorizing Administrative Leave for Acts of God

The following provisions concern administrative leave for acts of God:

a. Postmasters and other installation heads have authority to approve administrative leave for up to 1 day.

b. District managers and Postal Career Executive Service (PCES) plant managers may authorize administrative leave beyond 1 day, but not to exceed a total of 3 days, for their installation and those reporting to it.

c. District managers and senior or lead plant managers may approve administrative leave for periods up to and in excess of 3 days for their installation and those reporting to it.

519.213 Determining the Cause of Absence

Postmasters and other appropriate postal officials determine whether absences from duty allegedly due to "acts of God" were, in fact, due to such cause or whether the employee or employees in question could, with reasonable diligence, have reported for duty.

519.214 Early Dismissal Due to Acts of God

When employees are dismissed from duty before the normal completion of their duty due to an act of God, the following applies:

a. Full-time employees are entitled to credit for hours worked plus enough administrative leave to complete their tour of duty. This combination of work and leave is not to exceed 8 hours in any one day.

b. Part-time regular employees are entitled to credit for hours worked plus enough administrative leave to complete their scheduled hours of duty. This combination of work and leave is not to exceed 8 hours in any one day.

c. Part-time flexible employees are entitled to credit for hours worked plus enough administrative leave to complete their scheduled tour. The combination of straight time worked and administrative leave may not exceed 8 hours in a service day. If there is a question as to the scheduled workhours, the part-time flexible employee is entitled to the greater of the following:

(1) The number of hours the part-time flexible worked on the same service day in the previous service week.

(2) The number of hours the part-time flexible was scheduled to work.

(3) The guaranteed hours as provided in the applicable national agreement.

519.215 Employees Prevented From Reporting

Employees scheduled to report who are prevented from reporting or, who after reporting, are prevented from working by an act of God may be excused as follows:

a. Full-time and part-time regular employees receive administrative leave to cover their scheduled tour of duty not to exceed 8 hours.

b. Part-time flexible employees receive administrative leave, subject to the 8-hour limitation, for their scheduled workhours, as provided in 519.214c.

519.216 Employees on Annual Leave, Sick Leave, or LWOP

Employees on annual leave, sick leave, or LWOP remain in such status. They are not entitled to administrative leave.

519.217 Substitute Rural Carriers and Rural Carrier Associates

Substitute rural carriers and RCAs in a leave-earning status are treated the same as rural carriers:

a. If they are scheduled for duty and are unable to report to the postal installation, administrative leave is granted for the full day that the employees are scheduled to serve their routes. No equipment maintenance allowance is paid.

b. If employees are scheduled for duty and report to the postal installation but are unable to serve all or part of their routes through no fault of their own, they may be granted administrative leave for the remainder of the normal tour of duty for that day. Payment for equipment maintenance allowance is made, if appropriate, because employees are considered to be in duty status.

519.22 Civil Disorders

519.221 Decision to Curtail or Terminate Postal Operations

During times of civil disorders in communities, the postmaster or installation head determines whether conditions are such that postal operations are curtailed or terminated, taking into account the needs of the service, local conditions, and the welfare of postal employees.

519.222 Civil Disorder Extends Beyond Three Days

When civil disorder extends beyond 3 days and administrative leave is indicated as being necessary, prior approval is obtained through the district manager or senior or lead plant manager.

519.223 Early Dismissal

Employees dismissed early because of civil disorder are treated the same as for early dismissals for acts of God (see 519.214).

519.224 Employees Prevented From Reporting

Postmasters and installation heads are authorized to grant up to 3 days of administrative leave on a day-to-day basis to those employees who, through no fault of their own, are prevented from reporting to work. The following applies:

a. Full-time and part-time regular employees prevented from reporting in civil disorder situations are treated the same as employees in the act of God situation (see 519.214a and 519.214b).

b. Part-time flexible employees are not granted administrative leave except if scheduled to report but are prevented from doing so. Provisions in 519.214c apply.

519.23 Relocation

519.231 Policy

An employee who is transferred or relocated in the interest of the Postal Service from one official station to another in the Postal Service is entitled to 5 days of administrative leave. The 5 days of administrative leave are not charged to any other leave.

519.232 Requirements

An actual physical move of the employee's household is a requirement for eligibility for relocation leave. Therefore, employees who are relocated to another duty station in the same commuting area who do not move their households are not eligible. The following employees are entitled to

5 days of relocation leave with pay when directed to transfer or relocate:

a. Employees who are transferred or relocated from one official duty station to another in the interest of the Postal Service.

b. Employees who request and accept a transfer in lieu of a separation or demotion when separation or demotion is not for personal cause.

519.233 Notation on Form 50

If any leave is granted by the losing duty station, the number of days allowed is noted in the Remarks section of the reassignment Form 50, Notification of Personnel Action. Before granting relocation leave, the gaining duty station reviews the losing station's Form 50 to determine the additional leave that may be allowed.

519.234 Limitations

Relocation leave may be taken before or after the physical move and may be taken a day or more at a time; it must be taken in whole days. In no instance does it exceed a total of 5 days. In the event that the employee later decides not to transfer to the new station, all relocation leave taken is charged to annual leave or LWOP.

519.24 Adverse Action Investigation and Decision

During the time required for investigation and decision regarding an adverse action, management may place an employee in an off-duty, nonpay status, in accordance with ELM 651.3 or the applicable bargaining unit agreement. If these provisions are not applicable and it is necessary to remove the employee from a duty status, management may place the employee on administrative leave until the effective date of an adverse action or until the employee is returned to work, whichever comes first. Beginning on the effective date of an adverse action, the employee remains on the rolls but in a nonpay status during an appeal process. (See 651.66 and 651.67, and see applicable bargaining unit agreement to determine maximum allowable time.)

519.3 Civil Participation

519.31 State and Local Civil Defense Programs

519.311 No Charge to Leave

Full-time employees who volunteer and are selected by state or local authorities for civil defense assignments are authorized to participate in pre-emergency training programs and test exercises conducted by the state or local government. Participation in these activities during the employee's regularly scheduled tour of duty cannot exceed more than 40 hours of administrative leave in any 1 leave year.

519.312 Annual or LWOP

Employees who participate in civil defense activities other than those cited in 519.311 are granted annual leave or LWOP if it is possible to spare them without undue interference with the needs of the Postal Service.

519.313 Availability for Civil Defense Assignment

Employees are designated as available for assignment to civil defense activities subject to the following conditions:

a. The employee's participation is requested by the state or local civil defense authorities.

b. Within reason, the employee is expected to be available for assignment to civil defense activities in the event of an emergency.

c. The employee can be spared from regular duties for the required periods of participation.

519.314 Key Role Restriction

Key roles in civil defense activities are not assigned to employees for whom a certificate of availability has been granted for military duty.

519.315 Statement Requirement

On return to duty, employees are required to submit a written statement from the state or local civil defense authorities showing days or hours of their participation.

519.32 Voting or Registering to Vote

519.321 Policy

Employees are encouraged to exercise their voting rights. So far as is practicable without seriously interfering with service, postal employees, excluding casual and temporary employees, who desire to vote or register in any election or in any referendum on a civic matter in their community are excused for a reasonable time for that purpose on a day they are scheduled to work. Casual and temporary workers are encouraged to vote but are not eligible for administrative leave for this purpose.

519.322 Administrative Determination

Postal officials in charge of installations obtain necessary information concerning the hours during which the polls are open in the political subdivisions in which their employees reside. They then make an administrative determination regarding the amount of excused absence necessary (and limits in accordance with 519.323). Employees are notified of this determination and of the procedures to be followed in obtaining advance approval for the absence.

519.323 Voting

The following provisions concern time allowed for voting:

a. Three-Hour Rule. As a general rule, if the polls are not open at least 3 hours either before or after an employee's scheduled hours of work, the employees may be excused for the length of time that permits them to report for work 3 hours after the polls open or to leave work 3 hours before the polls close, whichever requires the lesser amount of time off.

b. Exception to Three-Hour Rule. Under exceptional circumstances, if the general rule in 519.323a does not permit sufficient time, an employee may be excused for the additional time needed to vote. However, time off must not exceed a full day.

c. Charge to Annual Leave or LWOP. If an employee's voting place is beyond normal commuting distance and if voting by absentee ballot is not permitted, employees may be granted sufficient time off to be able to make the trip to the voting place to cast their ballots. When more than 1 day is required to make the trip to the voting place, postal officials observe a liberal policy in granting necessary time off for this purpose. Time off in excess of 1 day is charged to annual leave or, if annual leave is exhausted or the employee so requests, it is charged to LWOP.

519.324 Registration

If the employee votes in a jurisdiction that requires registration in person, time off to register is granted on substantially the same basis as for voting, except that no time is granted if registration can be accomplished on a nonworkday and the place of registration is within a (reasonable) 1 day, round trip travel distance of the employee's place of residence.

519.325 Restrictions

An employee is not allowed administrative leave for voting or registration during a period of absence on sick leave, annual leave, or LWOP pay.

519.33 Funeral Services

519.331 Absence of Veterans to Attend Funeral Services

Full-time Postal Service employees (except rural carriers) who are veterans of any war, campaign, or expedition (for which a campaign badge has been authorized, see Exhibit 512.232a), or who are members of honor or ceremonial groups or organizations of such veterans, may be granted administrative leave, not to exceed 4 hours in any one day, to participate in funeral ceremonies for members of the Armed Forces of the United States whose remains are returned from abroad for final interment in the United States. Such participation is limited to service as active pallbearers or as members of firing squads or guards of honor. Absences in excess of 4 hours in any one day are charged to annual leave or to LWOP.

519.332 Funeral of Immediate Relatives Who Died in Combat Zone

Administrative leave not to exceed 3 days is granted to employees to make arrangements for, or to attend the funeral of, or memorial service for, an immediate relative who died as a result of wounds, disease, or injury incurred while serving as a member of the Armed Forces of the United States in a combat zone. An immediate relative is defined as:

a. Spouse and his or her parents.

b. Children and their spouses.

c. Parents.

d. Brothers, sisters, and brothers-in-law and sisters-in-law (brothers and sisters of spouses and spouses of brothers and sisters).

519.4 MedicalEvents

519.41 Blood Donations

519.411 Policy

All postal employees are urged to cooperate fully with the public blood donation programs for the health and security of their community. The time necessary includes the time required for travel and the time required by the medical facility to process the blood donations.

519.412 Time Allowed

The following provisions concern time allowed for blood donations:

a. General Allowance. Postal employees may be excused for that period of time deemed reasonably necessary to cover any absence from regular tours of duty to make voluntary blood donations, without remuneration, to the Red Cross, the community, or other nonprofit blood bank. This regulation does not apply to those employees who participate in this program on their own time, off duty.

b. Additional Time. In the case of employees in occupations for which the blood bank recommends additional time off following the blood donation, the time necessary includes the additional time recommended by the blood bank. Every effort should be made to have blood donations for such employees scheduled near the end of their tour of duty.

519.413 Restrictions

The following provisions concern restrictions on time allowed for blood donations:

a. The time allowed may in no instance exceed 8 hours. A full day's administrative leave may be granted only when there are unusual circumstances, such as in rural areas where considerable travel may be involved. It is not intended that a full day's administrative leave be granted any employee for donating blood when the blood bank or facility is nearby.

b. Administrative leave for blood donation may be granted during a regular tour of the employee's basic workweek, but only on the date of the blood donation. It is not granted to employees on suspension or in any nonpay status.

519.414 Facility Arrangements

For group donations, postmasters or installation heads make arrangements with the blood bank to provide facilities (mobile) for on-site participation or arrange the hours of donation to present the least interruption and cost to the Postal Service.

519.42 Bone Marrow, Stem Cell, Blood Platelet, and Organ Donations

519.421 Policy

Career postal employees who wish to donate bone marrow, stem cells, blood platelets, or organs may be granted administrative leave, subject to the limitations in 519.422, with appropriate management approval. Administrative leave is not available to bone marrow or organ recipients.

519.422 Time Limitations

The maximum administrative leave that can be granted per leave year to cover qualification and donation is limited to the following:

a. To a full-time career employee:

(1) For bone marrow, 3 days.

(2) For stem cells, 3 days.

(3) For blood platelets, 3 days.

(4) For organs, 14 days.

b. To a part-time career employee:

(1) For bone marrow, 1 ½ days.

(2) For stem cells, 1 ½ days.

(3) For blood platelets, 1 ½ days.

(4) For organs, 7 days.

519.43 Physical Examination for Entry Into Armed Forces

Postal employees who are scheduled for physical examination for entry into the armed forces at times when they are also scheduled for postal duty are given administrative leave for the time necessary to take the examination.

519.44 First-Aid Examination and Treatment for On-the-Job Injury or Illness

519.441 Employee on Regular Tour

If an employee on a regular tour of duty is injured or becomes ill and the injury or illness can be treated so that the employee can return to duty during that tour, the employee is excused without charge to annual or sick leave. The employee is not required to clock out when leaving the place of duty for first-aid examination or treatment.

519.442 Employee in Overtime Status

When an employee is directed by management to an on- or off-site medical unit due to illness or injury, all time spent waiting for and/or receiving medical attention on the service day on which the illness or injury occurs, which would have been worked but for the medical attention, is credited as work time even though overtime hours may be involved. The employee's time card is so noted and initialed by the supervisor.

519.45 Day of Death

If an employee dies during a scheduled work day, the balance of the full tour is charged to administrative leave. If the employee dies before a scheduled tour begins, the full tour is charged to administrative leave, provided the employee was in a pay status, either work hours or paid leave, on the last scheduled day before the day of death. When a scheduled tour overlaps a calendar day and begins at or near the previous day, a death occurring within 2 hours of the beginning of the tour is considered to be before the scheduled tour and the full tour is charged to administrative leave.

519.5 Special Events

519.51 Postal Service Invitation

The postmaster general, deputy postmaster general, or chief operating officer may approve the use of administrative leave for spouses or guests who are postal employees when they are invited by the Postal Service to attend a special event. The invitation from the postmaster general, deputy postmaster general, or chief operating officer must include the spouse or guest attendance as well as the allowable period of administrative leave authorized for the specific special event. The invitation must be attached to the Form 3971, Request for or Notification of Absence, and submitted to the spouse's or guest's supervisor in advance of the leave.

519.52 Postmaster Organization Conventions

519.521 Conventions

The following provisions concern time allowed for career postmasters to attend postmaster organization conventions:

a. Time Limitation. Up to 5 working days of administrative leave with pay are authorized for postmasters for the purpose of attending postmaster organization, state, and/or national conventions. These 5 working days (inclusive of travel time) may be used in a leave year as follows:

(1) For actual attendance at one postmaster organization's annual national convention, and/or at the postmaster organization's annual state or multi-state convention that is held for the district in which the postmaster's installation is located.

(2) For the travel time that is actually required by a postmaster in order to attend the national and/or state conventions provided such travel time is also during a regularly scheduled workday.

b. Restriction. Administrative leave is not authorized for any other meeting, including training sessions or any other meetings or conferences sponsored by the management organizations.

c. Advance Approval. Application for the intended absence must be approved in advance by the Postal Service manager to whom the postmaster directly reports. Any request for annual leave or LWOP to supplement administrative leave must be approved in advance by the postal manager to whom the postmaster directly reports. The postmaster should complete a Form 3971, Request for or Notification of Absence, prior to taking such leave.

d. Verification of Attendance. Supporting documentation such as hotel receipts and confirmation of convention registration may be requested by the postal manager to whom the postmaster reports following attendance at any state or national convention for which administrative leave has been extended.

519.522 Recording Leave at Time Card Offices

Postmasters record their own leave. Administrative leave is recorded in the "OL" column. LWOP is recorded on time cards in the "WOP" column using the following symbols:

519.523 Travel or Per Diem

The Postal Service does not pay the postmaster's travel or per diem expenses for travel to or attendance at conventions.

* * * * *

- Compensation,
Employee Resource Management, 4-4-02

[D-Link]

Retail

HANDBOOKPO-102 REVISION

Change in Vending Refund Process

Effective April 4, 2002, the vending refund process described in Handbook PO-102, Self Service Vending Operational and Marketing Program, Chapter 8, Handling Customer Complaints, Claims, and Refunds, May 1999, is revised.

In all cases, vending refunds will now be cash transactions. If a refund is to be mailed, a no-fee postal money order will be issued. Customers desiring to purchase a product will be able to complete this transaction after receiving their cash refund.

Currently, vending refunds are paid using PS Form 4314-C, Consumer Service Card. That form serves as a receipt for the customer, as well as supporting documentation during credit examinations for sales and services associates and vending servicing personnel. PS Form 4314-C is replaced with Notice 4314-C, We Want To Know. For this replacement, a transition plan will begin with the Pacific and Western Areas in April 2002 and end with the Capital Metro Area in August.

During the transition period, you should continue to use PS Form 4314-C stock until it is depleted or until your area begins to use Notice 4314-C.

Once supplies of PS Form 4314-C are exhausted, order PS Forms 5445 by sending PS Form 7380, MDC Supply Requisition, or by using the Touch-Tone Order Entry (TTOE). PS Form 5445 will be available for ordering after April 19, 2002.

You can order PS Form 5445 by one of the following means:

• Touch Tone Order Entry: Call 1-800-332-0317, option 1, then option 2.

• cc:Mail: Send an F3Fill-completed PS Form 7380, MDC Supply Requisition, to MDC Customer Service at TOKS001L.

• Mail: Mail a completed PS Form 7380 to the MDC to the following address:

SUPPLY REQUISITIONS
MATERIAL DISTRIBUTION CENTER
500 SW GARY ORMSBY DR
TOPEKA KS 66624-9702

The relevant ordering information for PS Form 5445 is as follows:

PSN: 7530-05-000-4885
PSIN: PS5445
Unit of Issue: EA
Price: $0.0368

For more information, see the Handbook PO-102 section in the "We Want to Know" kit on page 9.

- Self Service and Access Management,
Delivery and Retail, 4-4-02

ALLIRT ANDDEBIT/CREDITCARDOFFICES

Setting Clocks for Daylight Saving Time

Managers must ensure that before opening for business on Monday, April 8, 2002, the clocks in all integrated retail terminals (IRTs) and debit/credit card terminals under their control are set forward (in most locations) 1 hour to reflect the change to Daylight Saving Time. Facilities with Saturday night operations should reset the time as soon as possible after the 2A.M. start time, Sunday, April 7, 2002.

The correct system time in IRTs is critical since their internal clocks are used to verify Express Mail® and GXGTM acceptance times and service commitments. The IRT system time is also printed on customer receipts and employee reports. It is very important that the debit/credit card terminal clocks be set to the correct day, date, and time as this will help reduce the possibility of accepting an expired debit/credit card.

IRTs

On the UNISYS III Supervisor Disk, select menu item 11, Set System Date and Time, from the Control menu, and perform the following steps:

1. Observe that the date appears.

2. Press the ENTER key to accept the current date. The time appears.

3. Press the CE key to clear the time.

4. Enter correct Daylight Saving Time in military format (examples: 8A.M. = 0800, 1:30P.M. = 1330).

5. Press the ENTER key to save the corrected time. The Control menu appears.

6. Observe that the corrected time is displayed in the upper right-hand corner of the screen.

Debit/Credit Card Terminals

For debit/credit card terminals, follow these steps:

You must make an entry for each selection, even if the display is correct.

Note:The date and time of Tranz 380s located in Europe should be set to Eastern (New York) time. The date and time of Tranz 380s located in the Pacific should be set to Pacific (San Francisco) time.

Displaying the Clock and Calendar

To verify the existing date and time of the clock in the terminal, follow these steps:

Retail Consolidation Unit (RCU)

The time for the RCU/CONA will be updated automatically by the Raleigh Distributed Systems Service Center, Operations and Support Services.

Mobile Data Collection Devices (MDCDs)

The Delivery ConfirmationTM handheld scanners will automatically change to Daylight Saving Time. No manual changes are necessary.

IBM and NCR POS ONE Terminals

The IBM and NCR POS ONE terminals will automatically change to Daylight Saving Time. No manual changes are necessary.

- Customer Service System Support,
Delivery and Retail, 4-4-02

FOLLOW-UP

Meter Manufacturer Contacts - Setting Electronic Manually Reset Meters After April 30, 2002

As part of the overall plan to improve security and revenue protection the Postal Service is taking another step in the plan for secure postage meters by removing all manually reset electronic meters. Post Offices have been instructed to stop resetting all meters after April 30, 2002, unless the customer has a valid authorization letter for the postage meter.

The Postal Service sent a letter to each of the approximately 24,000 known users of a manually reset electronic postage meter. The letter authorizes resetting the meter until a stated "last reset date." The authorization letter gives both the retail unit employees and the meter customer accurate information about the last date that a given meter can be reset. It clears up any confusion there might have been about when to stop resetting these meters.

In Postal Bulletin 22072 (3-21-02, page 108), the article "Announcement: Setting Electroinic Manually Reset Meters After April 30, 2002" contained more information on this new process and on how to recognize the special security paper so you can be sure the authorization is an original.

As retail unit employees reset meters between now and April 30, 2002, each customer should be asked if he or she has received the authorization letter from the Postal Service. If customers have not received the letter, or if they have questions about the last reset date or other issues, ask them to contact the meter manufacturer immediately. Since the meter manufacturers provided the information in the letter to the Postal Service, the manufacturers are the primary points of contact for solving any problems involving the "last reset date." Any communication with the Postal Service on this subject should be initiated through the manufacturer.

The meter manufacturer contacts for users of electronic manually reset meters are as follows:

Francotyp-Postalia, Inc.
Phone: 630-827-5761
e-mail: tsokley@fp-usa.com

Hasler, Inc. (formerly Ascom Hasler)
Phone: 800-237-9157
e-mail: MC@ahmail.com

Neopost, Inc.
Phone: 800-NEOPOST, ext 3717 or selection 3
e-mail: meterinventory@neopostinc.com
Fax: 510-489-7205

Pitney Bowes, Inc.
Phone: 800-MRBOWES
e-mail: MRBOWES@PB.com
Fax: 800-688-2728

REMEMBER:
AFTER APRIL 30, 2002
NO RESET WITHOUT A VALID
AUTHORIZATION LETTER

- Postage Technology Management,
Product Development, 4-4-02

EMPLOYEECONNECTIVITYPROGRAM

Anniversary Promotion

April marks the 1-year anniversary of the Employee Connectivity Program. Through this program, Postal Service employees have the opportunity to purchase state-of- the-art computers at discounted prices from two industry-leading vendors. Compaq and IBM have put together a new offering to commemorate this successful program and partnership with the Postal Service. Following are their latest offers that take effect immediately. Order as much as you want, there are no limits on purchases!

For more information or to place an order, please contact them directly at:

• Compaq: 866-877-7327, or at www.compaq.com/
affinity/uspsecp.

• IBM: 800-426-7235, extension 4563, or atwww.ibm.com/shop/ibmdeals/usps.

Base System

Step-up System

Premium

Laptop System

- Information Technology, 4-4-02

NOTICE

New IBI Meter Approvals

Shown with this article are replicas of IBI (information- based indicia) produced by PowerPost, a Hasler, Inc. product, and CoMet, a Pitney Bowes product. Meters producing these IBI have been authorized for distribution. Mail bearing this IBI will be entering into the regular mailstream and should be processed in the same manner as any other mail bearing authorized full-rate postage.

- Postage Technology Management,
Product Development, 4-4-02