Employees

ELM 17 REVISION

Employee and Labor Relations Manual

Section 519.6 was mistakenly omitted from Issue 17 of the Employee and Labor Relations Manual (ELM), dated July 2002. Effective July 2002, the ELM is revised to add Section 519.6. We will incorporate Section 519.6 into the online version of ELM 17 and into the printed version of ELM 18.

Employee and Labor Relations Manual (ELM)

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5 Employee Benefits

510 Leave

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519 Administrative Leave

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[Add section 519.6 as follows:]

519.6 Nonbargaining Unit Personal Absence

519.61 Definition

Nonbargaining unit employees' personal absence time is paid time off. It is not charged as annual leave, sick leave, or any other paid leave category. Only FLSA-exempt employees are eligible for such time off.

519.62 Policy

Nonbargaining unit exempt employees are paid on a salary basis. This means that under the FLSA they are not considered to be hourly rate employees. Therefore, except for absences due to conditions covered by FMLA, partial day absences are paid the same as work time. While exempt employees are expected to work a full day, they may request time off to attend to personal matters during the workday. If approved, the time off is "personal absence time" and is not charged to annual leave, sick leave, or LWOP.

519.63 Limitations and Exceptions

519.631 Full-Day Absences

Except as provided for in 519.633 below, personal absence time is not authorized for a full-day absence, which must be charged to annual leave, sick leave, or LWOP, as appropriate. Exempt employees who intend to be absent from work for more than a half day on a workday should apply in advance for a full day of annual leave, sick leave, or LWOP, unless the absence is for an FMLA-covered condition.

519.632 Partial-Day Absences

Normally, personal absence time is limited to no more than half an employee's workday. However, when an unanticipated need for time off occurs after the employee reports to work and the employee is allowed to leave work but is unable to return, the half-day limit does not apply. For example, when an employee gets sick after 2 hours at work and must leave for the remaining 6 hours of the workday, the entire 6 hours is treated as personal absence time. However, in the case of partial-day absences for FMLA-covered conditions, managers may require the use of an appropriate leave category, e.g., sick leave.

519.633 Directed to Work

When exempt employees are directed to work a full day on a holiday or other full day in addition to normal workdays, the supervisor may grant a full day of personal absence without charging it to official leave.

519.64 Administration

519.641 General

Full-time exempt employees are expected to work a full day and part-time exempt employees are expected to work the full or partial day specified at the time of their employment. A full day is defined to include the continuous or nearly continuous time that an employee normally works in a 24-hour period. A half day is half that number of hours.

519.642 Approval

Except for postmasters and installation heads, exempt employees must obtain prior approval from their supervisors for all absences, whether or not such absences are to be charged to the employee's leave account. At the discretion of the installation head, Form 3971, Request for or Notification of Absence, may be used to request personal absences not charged to leave.

Postmasters and installation heads normally are not required to obtain advance approval for personal absences. They are required, however, to keep an accurate record of all such absences and generally to keep their manager informed of planned periods away from the office. In this respect, the manager may require the use of Form 3971 to report absences. On an individual basis, vice presidents of Area Operations may require that a postmaster or installation head obtain advance approval of all absences, including personal absences, from the plant or district manager, as appropriate, when the individual's previous performance warrants such action.

When Form 3971 is used for personal absence time, it must indicate in Remarks: "Do not charge to leave."

519.643 Full-Day Leave

Each full day of approved absence is to be charged to official leave. Absences such as court leave, military leave, holiday leave, donated leave, continuation of pay, and all administrative leave are to be approved and reflected on an exempt employee's time record.

519.65 Management Controls

519.651 Responsibility

Managers are responsible for controlling the workhours of their exempt employees. They may require the attendance of these employees during and outside of regular service hours and, when warranted, may disapprove advance requests for late arrivals, early departures, or other absences, as well as leave. These instructions are not intended to be overly restrictive, but managers must be aware of the frequency of requests for personal leave, recognize patterns in the use of this leave, and be alert to possible abuse. They must also give consideration to the amount of the current workload or urgency of a particular program or project that requires the employee's presence.

519.652 Administration

This program must be administered in a fair and equitable manner. Managers must advise their employees of the reasons for requiring their attendance during or outside of regular service hours and for denying their requests for personal absence or leave. Employees are also to be given the opportunity to informally discuss the decision with the managers.

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- Employee Resource Management, 9-19-02

USPS-NALC NATIONAL AGREEMENT

Changes to Uniform Program Allowance, 2001-2006

Employees covered by the 2001-2006 USPS-NALC National Agreement who are eligible to receive annual clothing allowances, as specified in Employee and Labor Relations Manual (ELM) 932, Uniform Requirements, are entitled to an annual uniform allowance increase, effective on those uniform allowance anniversary dates occurring on or after November 21, 2001, as follows:

• Annual allowance for all eligible employees shall be increased from the present $298 per annum to $328 per annum. (See Article 26, Section 2, Item A.)

• A newly eligible employee entering the uniform program will receive an additional credit to the employee's allowance of $76 if entitled to $328 per annum. (See Article 26, Section 2, Item B.)

• In the event that the Postal Service requires transitional employees to wear uniform items, local Postal Service management, at its option, may provide such uniform items, which will be returned at the time of separation. For each 3 months of service during the first term of appointment, the transitional employee may be entitled to purchase up to 25 percent of the $277 uniform allowance. The uniform purchases are reimbursed by the Postal Service direct to the vendor. Purchase and payment provisions will continue as previously agreed to by the Postal Service and NALC. (See Article 26, Section 3, Transitional Employee.)

Employee accounts have been retroactively updated to November 21, 2001, and will continue to be updated as individual employee anniversary dates occur.

- Labor Relations Policies and Programs,
Labor Relations, 9-19-02

SAFETY ALERT

Fire Prevention Week - October 6-12

Each October, the nation observes Fire Prevention Week, and this year's observance will be conducted October 6 through 12. This year's theme is Team Up for Fire SafetyTM. According to the National Fire Protection Association (NFPA), "It's a simple idea: team up with the people with whom you live, work, play, and worship so that all of you will be better prepared to prevent and, if necessary, survive a fire."

NFPA planning materials are available on its web site located at: http://www.nfpa.org/Education/fpw/fpw.asp. (Note: You need to type the URL address exactly as it is shown here, because it is case sensitive.) The materials include information on installing and testing smoke alarms, practicing escape plans, and hunting for hazards.

Managers and safety professionals should use NFPA's materials when preparing local Fire Prevention Week presentations and activities as well as encourage employees to visit NFPA's site for any additional information needed.

During this time of heightened security, fire prevention at work and takes on increased importance.

- Safety Performance Management,
Employee Resource Management, 9-19-02

NOTICE TO ALL EMPLOYEES

THRIFT SAVINGS PLAN FACT SHEET

Percentage returns released September 6, 2002, by the Federal Retirement Thrift Investment Board

*Rates of return for May (inception of S and I Funds) through December 2001.

Future performance of the funds will vary and may be significantly different from the returns shown above. See the Summary of the Thrift Savings Plan for detailed information about the funds and their investment risks. The monthly returns of the TSP Funds represent net earnings for the month after deduction of accrued administrative expenses and, except for the G Fund, after deduction of trading costs and accrued investment management fees as well. The returns for the four indexes shown do not include any of these deductions.

* Implemented May 2001.

Please post on bulletin boards. Discard/recycle all previous notices.

Finance

HANDBOOK REVISIONS

Travel Per Diem Rates - Handbooks F-15 and F-12

Effective October 1, 2002, Handbook F-15, Travel and Relocation, Appendix A, and Handbook F-12, Relocation Policy, Appendix B, II, C, are revised as follows to reflect changes in travel per diem rates.

The per diem rates for Handbook F-12 are the same as for Handbook F-15.

We will incorporate these revisions into the next printed editions of both handbooks. We will also incorporate the revisions into the online version of Handbook F-15, available on the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim; click on HBKs.

Handbook F-15, Travel and Relocation

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Appendix A Rates

A-1 Standard Mileage Rates

A-1.1 Mileage Rates

A-1.2 Reimbursement for Postal Supervisors

Postal supervisors (see 5-5.2.1.2) will be reimbursed at the rate of $6.00 per day or 36.5 cents per mile, whichever is greater, when a privately owned vehicle is used. Do not use the eTravel system when claiming the $6.00 daily rate, because the excess of the daily rate over the actual mileage is taxable as compensation to the claimant. You should claim the $6.00 daily rate by submitting PS Form 1164A, Claim for Reimbursement for Postal Supervisors, to your servicing DDE site.

Odometer readings are not required on the respective claim forms; the integrity of the claim is the responsibility of the traveler. However, should the approving official have reason to question the claim, the claimant must provide evidence that supports the claim of distance traveled.

A-2 Travel Per Diem Rates

A-2.1 What Per Diem Includes

The per diem allowance includes all charges for meals; laundry and cleaning expenses; all fees and tips to waiters, bellboys, and porters; and other similar expenses.

A-2.2 Per Diem Calculation (See Chapter 7.)

A-2.3 Average Cost Localities

Unless a city is listed in the table in A-2.4, High Cost Localities, the daily per diem rate is $30.

A-2.4 High Cost Localities

The following key cities and/or areas are classified as localities with above-average lodging costs. The daily per diem rate applicable for each of these localities is indicated.

A-2.5 Special Situations - Meal Reductions

When meals are furnished at no charge or nominal fee by a federal government agency, private company, etc. at a temporary duty station, meeting, conference, or training session, the per diem will be appropriately reduced as follows.

- National Accounting,
Finance, 9-22-02

HANDBOOK F-1 REVISION/CORRECTION

Stamp Stock Destruction

Following are several revisions to the article "Handbook F-1 Revision: Stamp Stock Destruction," published in Postal Bulletin 22082 (8-8-02, pages 59-65). The revisions include two corrections.

Corrections: The 8-8-02 article said to change the heading of section 452 of Handbook F-1, Post Office Accounting Procedures to "Stamp Destruction Committee." The 8-8-02 article also said to replace the text of 452.1. In both cases, the text should remain unchanged, and revision text is provided below to restore the correct language.

The 8-8-02 article also detailed the new process for returning and destroying stamp stock from all Standard Field Accounting Procedures (SFAP) and statement of account (non-SFAP) offices. The current article revises some aspects of the process detailed on 8-8-02 and provides additional instructions as follows:

• Offices must obtain authorization from the stamp distribution office (SDO) or stamp services center (SSC) to return salable stamp stock.

• Offices must prepare an original and four copies of PS Form 17, Stamp Requisition/Stamp Return.

• Offices must separate "Return Stock" (salable stock) and "Stamps Returned for Destruction" into separate boxes.

• Offices must indicate on the outside of the shipment package whether the contents are "Returned Stock" or "Stamps Returned for Destruction."

• The SSC stamp stock return committee and the SSC stamp destruction committee are given specific instructions.

• Offices served by SSCs are given revised instructions on handling discrepancies in stock received from suppliers and in stock to be destroyed.

We will incorporate these revisions into the next printed version of Handbook F-1 and into the next update of the online version accessible on the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim; click on HBKs.

Handbook F-1, Post Office Accounting Procedures

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4 Managing Accountable Paper

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42 Managing Accountable Paper at Stations, Branches, and Post Offices With Stamp Accountability

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427 Handling Migratory Bird Hunting and Conservation Stamps

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427.4 Unsold Bird Stamps

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427.42 Submitting Unsold Bird Stamps

Manual Non-SFAP Offices Serviced by SDOs

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[Revise items 3 and 4 to read as follows:]

3> Prepare an original and four copies of PS Form 17. Mark the forms as "Returned for Destruction" and as "Birds Stamps."

4> Submit to the SDO the original PS Form 17 in an envelope taped to the outside of the box and identify the box as "Bird Stamps Returned for Destruction." Ensure three copies of PS Form 17 are inside with the bird stamps and file the fourth copy locally. Do not commingle bird stamps returned for destruction with return (salable) stock.

Note: Shipments without the original PS Form 17 taped to the outside of the package will not be processed and will be returned to sender.

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IRT Non-SFAP Offices Serviced by SDOs

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[Revise items 2 and 3 to read as follows:]

2> Prepare an original and four copies of PS Form 17. Mark the forms as "Returned for Destruction" and as "Birds Stamps."

3> Submit to the SDO the original PS Form 17 in an envelope taped to the outside of the box and identify the box as "Bird Stamps Returned for Destruction." Ensure three copies of PS Form 17 are inside with the bird stamps and file the fourth copy locally. Do not commingle bird stamps returned for destruction with return (salable) stock.

Note: Shipments without the original PS Form 17 taped to the outside of the package will not be processed and will be returned to sender.

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SFAP Offices Serviced by SDOs

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[Revise items 2 and 3 to read as follows:]

2> Prepare an original and four copies of PS Form 17. Mark the forms as "Returned for Destruction" and as "Birds Stamps."

3> Submit to the SSC the original PS Form 17 in an envelope taped to the outside of the box and identify the box as "Bird Stamps Returned for Destruction." Ensure three copies of PS Form 17 are inside with the bird stamps and file the fourth copy locally. Do not commingle bird stamps returned for destruction with return (salable) stock.

Note: Shipments without the original PS Form 17 taped to the outside of the package will not be processed and will be returned to sender.

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Non-SFAP Offices Serviced by SSCs

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[Revise items 2 and 3 to read as follows:]

2> Prepare an original and four copies of PS Form 17. Mark the forms as "Returned for Destruction" and as "Birds Stamps."

3> Submit to the SSC the original PS Form 17 in an en- velope taped to the outside of the box and identify the box as "Bird Stamps Returned for Destruction". Ensure three copies of PS Form 17 are inside with the bird stamps and file the fourth copy locally. Do not commingle bird stamps returned for destruction with return (salable) stock.

Note: Shipments without the original PS Form 17 taped to the outside of the package will not be processed and will be returned to sender.

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SFAP Offices Serviced by SSCs

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[Revise items 1 and 2 to read as follows:]

1> Prepare an original and four copies of PS Form 17. Mark the forms as "Returned for Destruction" and as "Birds Stamps."

2> Submit to the SSC the original PS Form 17 in an envelope taped to the outside of the box and identify the box as "Bird Stamps Returned for Destruction." Ensure three copies of PS Form 17 are inside with the bird stamps and file the fourth copy locally. Do not commingle bird stamps returned for destruction with return (salable) stock.

Note: Shipments without the original PS Form 17 taped to the outside of the package will not be processed and will be returned to sender.

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428 Maintaining Total Stamp Accountability

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428.5 Handling Returned Stamp Stock

428.51 Returning Stamp Stock

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Stamp Stock Custodian

[Replace existing text with the following:]

1> Accept amount of stamp stock returned into the unit reserve stock.

2> Request authorization from your SDO or SSC prior to returning salable stamp stock.

3> After authorization from your SDO or SSC and at the time of shipment to the SDO or SSC, prepare an original and four copies of PS Form 17 and mark the forms as "Return Stock" (salable stock).

4> Submit to the SDO or SSC the original PS Form 17 in an envelope taped to the outside of the box and identify the box as "Returned Stock." Ensure three copies of PS Form 17 are inside with the bird stamps and file the fourth copy locally. Do not commingle return (salable) stock with stock returned for destruction.

Note: Shipments without the original PS Form 17 taped to the outside of the package will not be processed and will be returned to sender.

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428.6 Handling Stamp Stock Destroyed

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428.64 SFAP Offices, Contract Stations, Stations, and Branches

[Revise item 1 to read as follows:]

1> Prepare an original and four copies of PS Form 17. Mark the forms as "Returned for Destruction." Submit to the SSC the original PS Form 17 in an envelope taped to the outside of the box and identify the box as "Stamps Returned for Destruction." Ensure three copies of PS Form 17 are inside with the bird stamps and file the fourth copy locally. Do not commingle return (salable) stock with stock returned for destruction.

Note: Shipments without the original PS Form 17 taped to the outside of the package will not be processed and will be returned to sender.

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428.7 Obtaining Stamp Stock for Local Mailing Tests

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Postal Inspectors

[Revise item 1 to read as follows:]

1> Prepare an original and four copies of PS Form 17.

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[Revise item 3 to read as follows:]

3> Submit the original and three copies of PS Form 17 to the postmaster/station manager and keep one copy on file.

[Revise item 4 to read as follows:]

4> When the stock is received, count it and sign and print your name on the "person receiving stock" line of PS Form 17.

SFAP Offices

[Revise item 1 to read as follows:]

1> Receive the original and three copies of PS Form 17 from a postal inspector.

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[Revise item 4 to read as follows:]

4> Keep a copy on file.

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44 Managing Accountable Paper at a Stamp Service Center

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446 Handling Discrepancies in Stock Received From Suppliers

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446.4 Handling Stamp Stock to Be Destroyed

446.41 SSC Stamp Stock Return Committee

[Revise all items to read as follows:]

1> Upon receipt of returned stamp stock, the stamp stock return committee supervisor makes entries to "Returned Stock Modification," Code 2, in the SSS program by item number, quantities, value, return codes, and the appropriate postmaster's finance number and/or unit ID number as listed on the PS Form 17.

2> The committee supervisor generates a station summary report and forwards it to the district finance office.

3> The committee supervisor records the stock by registered numbers on a log pending verification.

4> The committee verifies the return stamp stock, signs the two PS Forms 17, and separates the salable excess stamp stock from nonsalable stamp stock for destruction. The committee supervisor transfers the salable excess stamp stock to a current vault for redistribution.

5> The nonsalable stamp stock for destruction is then sealed in a box, labeled with a carton number, and signed by the committee. The supervisor lists the carton numbers on a pallet listing and stores the boxes in a vaulted area awaiting destruction.

[Renumber existing 446.42 as new 446.43, and insert new 446.42 as follows:]

446.42 SSC Stamp Destruction Committee

1> Once per postal quarter, the destruction supervisor obtains a list of the stamp stock to be destroyed by item number from the return vault supervisor. The list must contain item, box, and pallet numbers.

2> The committee destroys the stamp stock from the return vault after verifying box labels, total value of stock in the boxes, and pallet numbers.

3> The members of the SDC witness the complete destruction. Upon completion, the destruction supervisor gives the total dollar amount and pallet numbers of the destroyed stock to the return vault supervisor. The return vault supervisor processes a "Stock Destroyed Modification" Code 8 for the total dollar amount of the destroyed stock. Code 8 reduces the vault inventory by the amount of the destroyed stock. The return vault supervisor generates a consolidated PS Form 3238, Stamps and Stamp Paper Destruction Certificate, from the SSS program, which lists the total value of the destroyed stock. The members of the committee verify the information on the PS Form 3238 and sign the form.

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45 Destroying Stamp Stock

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[Revise heading of 452 to read as follows:]

452 Procedures for Withdrawing Stamp Stock - All Post Offices and SFAP Reporting Units

[Revise heading of 452.1 to read as follows:]

452.1 Processing Specific Categories of Stamp Stock

[Replace existing text of 452.1 with the following:]

Damaged Stamps

1> Accept stamps damaged by customers as described in DMM Module P014.

2> Ensure that the credit value is marked on the booklet cover or wrapper. The credit value claimed must be apparent on the stamps.

International Reply Coupons

International Reply Coupons are documents exchanged between countries to prepay international postage (see IMM, Part 392).

>> Do not destroy exchanged foreign-issued IRCs.

Loose Stamps

>> Sell any loose stamps if possible. If the loose stamps cannot be sold, sort the stamps by denomination and paste them on letter-size paper. Enter total value on the bottom of the sheet.

Nonsalable Stamp Stock

Stock to be destroyed includes the following:

• All damaged stamps, any partial packages of stamps, stamped envelopes, or postal cards.

• Stock that was removed from sale at all locations, including Stamp Fulfillment Services. (Stock removed from sale at all locations is called obsolete stock.)

>> Send returned stock or stock to be destroyed to the SDO or SDN only if the minimum amount has accumulated since the last shipment. Otherwise, keep the stock at the Post Office until you have the required amount. The minimum amounts are as follows:

Post Office Meter Strips

>> Report unused Post Office or PVI labels as follows:

• Use PS Form 3533, Application and Voucher for Refund of Postage and Fees.

Note: Do not submit PS Forms 3533 to the SDO for destruction.

• Use PS Form 1412 and record the amount in AIC 553, Stamps and Fees Refunded.

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[Revise heading of 453 to read as follows:]

453 Stamp Destruction Committee

453.1 Responsibilities

[Replace existing text with the following:]

The stamp destruction committee (SDC) is an ad hoc group of career postal employees. The responsibilities of the committee are as follows:

1> Counting and verifying that stamp stock submitted for destruction matches the information provided on PS Form 17.

2> Logging into a spreadsheet the following information:

• The finance number and unit ID of the shipper and the total amount submitted.

• Date of verification.

• Actual total value of stock to be destroyed.

• Net difference amount (if there is a discrepancy).

3> Destruction Process:

• Verifying stock to be destroyed (nonsalable only) against the spreadsheet.

• Destroying nonsalable stamp stock.

• Certifying that the stock has been destroyed by signing the PS Forms 17.

• Forwarding the certified PS Forms 17 to the appropriate SDO or SSC manager.

• If a discrepancy exists, forwarding the spreadsheet and a certified PS Form 17 to the district finance manager and the local inspector in charge, Attention: Financial Investigations Team.

• Understanding and following the policies and procedures of stamp stock destruction.

• Reporting any deviation from established procedures to the manager, Stamp Distribution, and the Inspection Service.

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457 Handling Discrepancies in Stock to be Destroyed

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Offices Served by SSC

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[Revise items 3 and 4 to read as follows:]

3> The SSC enters the discrepancy amount as "Adjustments" with a reason code and debits or credits the SSC finance number expense account.

4> The SSC manager prepares a PS Form 824, Detail Supporting Journal Voucher and Error Correction, indicating discrepancy amounts to be transferred to the corresponding district finance number.

[Delete the note in item 4. Add new item 5 as follows:]

5> The SSC manager submits the PS Form 824 to the following address:

STAMP SERVICES
US POSTAL SERVICE
475 L'ENFANT PLAZA SW ROOM 4474-EB
WASHINGTON DC 20260-2438

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- Revenue and Field Accounting,
Finance, 9-19-02

International Mail

ICM UPDATE

International Customized Mail

On August 30, 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: September 13, 2002, through September 12, 2004.

b. Type of mail: Global Express MailTM (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 3,000 pieces of EMS or $60,000 in 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 twelve (12) percent off nondiscounted published rates in effect on the date of mailing in accordance with Exhibit 1.

Exhibit 1

- International Business, 9-19-02