Employees

HANDBOOK EL-312 REVISION

Employment and Placement Programs

Effective January 9, 2003, Handbook EL-312, Employment and Placement, is revised to reflect changes to employment and placement programs.

We will incorporate these revisions into the next printed version of EL-312 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 EL-312, Employment and Placement

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2 Recruitment

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22 Conducting Recruitment Activities

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222 Recruitment Materials

222.1 Nationally Developed Tools

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[Revise 222.1 by adding the following text at the end:]

Recruitment materials are also available at the MDC including the following publications:

a. Major Entry-Level Jobs (Publication 60-A, Test Orientation Guide for Major Entry-Level Jobs). This publication is designed for individuals interested in employment in the Postal Service's major entry-level positions and in learning about key features of the testing process. Human Resources personnel use the guide during recruitment activities. Diversity Development personnel use the guide in supporting community outreach events in recruitment. See 315.9c for restrictions on examiners' use of the guide.

Applicants are permitted to read and to copy the paper and online versions of the guide and to print or download the online version for personal, noncommercial, or nonprofit use. All other uses are not permitted. Copies of the guide may not be sold or distributed as part of any service or product for which a fee is charged or in connection with such products or services. Except for authorized Postal Service personnel, any person or organization claiming to help people (1) prepare for or score well on Postal Service tests, (2) get hired by the Postal Service, and/or (3) find Postal Service job openings, may not distribute the guide.

b. Skilled Maintenance Employees (Kit 15-A, A Great Place to Work for Skilled Maintenance Workers, and Publication 60-D, Skilled Maintenance Workers brochure).

c. City Carriers (Kit 15-B and Publication 60-B, both entitled A Great Place to Work for City Carriers).

d. Automotive Maintenance Workers (Publication 60-C, Automotive Maintenance Workers).

e. Associate Supervisor Program (ASP) recruitment material Kit 39, Associate Supervisor Program Applicant Folder, and Publication 560, Associate Supervisor Program Applicant Brochure.

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23 Sources of Recruitment

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233 Career Recruitment

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233.3 External Recruitment Sources

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233.32 Reinstatement

* * *Eligibility rules are as follows:

[Revise item a in 233.32 by replacing the word "or" with "and" to read as follows:]

a. 3-Year Limit. An applicant who is not entitled to veterans' preference and has not completed 3 years of substantially continuous (no break greater than 3 days) career service may be reinstated only within 3 years following the date of his or her separation.

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3 Examinations

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32 Entrance Examination Process

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322 Announcement and Application Process

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322.7 Delayed and Reopened Examinations

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322.71 Delayed Application

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[Revise the heading and text of 322.715 to read as follows:]

322.715 Casual Employees

Casuals may take two competitive entrance examinations on a delayed basis for registers within the district in which they work as a casual. To be eligible, casuals must have completed a minimum of 180 days of employment as a casual and continue to be actively employed as a casual on the date of application. The 180-day minimum service requirement does not have to be continuous service and must have occurred during the 2-year period prior to the date of application. Casual employees are limited to a maximum of two entrance examination opportunities. Once casuals use their two examination opportunities, they cannot request additional administrations under this authority.

[Add 322.716 to read as follows:]

322.716 Additional Delayed Applications

Other applications are accepted and processed according to instructions issued by Selection, Evaluation, and Recognition.

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324 Scheduling Process

[Revise 324 to read as follows:]

Examiners should refer to the instructions issued by the National Test Administration Center regarding the scheduling process. Applicants should be scheduled no later than 6 months from the date of application.

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5 Suitability

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57 Medical Suitability

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573 Process Overview

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573.3 Obtaining Medical Records

[Revise 573.3 to read as follows:]

Medical information must not be requested prior to a bona fide job offer being extended to the applicant. Medical records from private physicians or clinics may be required by medical personnel to conduct the medical assessment. Applicants must obtain such records without expense to the Postal Service. Where applicants have a medical disability recognized by the Department of Veterans Affairs, medical information is obtained using PS Form 2488, Authorization for Medical Report, and PS Form 5902, Request for VA Medical Survey. Medical personnel coordinate obtaining this information. These forms are filed in the medical office.

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7 Assignment, Reassignment, and Promotion

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74 EAS Positions

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743 Selection Process

743.1 Internal Recruitment

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743.14 Determining Eligibility

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Other employees are eligible under the following circumstances:

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[Add the following sentence to the end of 743.14a(2):]

* * * When the PMR/LR applies for his or her Post Office, the PMR/LR must be considered by the selecting official at that Post Office.

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743.2 External Recruitment

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Exhibit 743.22 External Recruitment, Postmasters A-E

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[Revise item f of Exhibit 743.22 to read as follows:]

f. Submit the names for three to five applicants in ranked order in accordance with veterans' preference to Office of Personnel Management to conduct a Special Agency Check with Inquiries investigation.

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[Add 743.23 to read as follows:]

743.23 Conditions for Not Announcing

A vacancy does not have to be announced if an identical vacancy was announced previously and fewer than 60 calendar days have elapsed since the identical vacancy's closing date. The two vacancies must have the same position title, occupation code, grade, location, tour (where applicable), and position requirements.

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743.5 Roles of the Selecting Official and Review Committee

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743.52 Review Committee

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743.523 Restrictions on Setting Up Review Committee

The restrictions on setting up the review committee include:

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[Add item c to 743.523 to read as follows:]

c. Review committee members are prohibited from participating in the consideration or recommendation of a relative as defined in EL-312, 513.122. Each member is responsible for identifying the relationship to the committee chairperson and will be immediately excused and replaced. A note explaining the action taken is included in the selection file.

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75 Associate Supervisor Positions

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754 External Recruitment

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[Revise heading and text of 754.1 to read as follows:]

754.1 Notifying Labor Relations Policy Administration

When the decision is made to initiate external recruitment, Labor Relations Policy Administration must be notified of the decision by mail or facsimile to the following address:

MANAGEMENT ASSOCIATION RELATIONS SPECIALIST
US POSTAL SERVICE
475 L'ENFANT PLZ SW RM 9120
WASHINGTON DC 20260-4114
FAX: 202-268-7490

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76 Bargaining Position Qualification Standards

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763 Bqnet

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763.2 Contents of Qualification Standards

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763.24 Examination Requirements

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[Add the following paragraph to the end of 763.24:]

Battery Configuration I (Group 1) applies to position categories clerk, city carrier, distribution clerk, machine and flat sorter machine operator. Configuration II (Group 2) applies to mail handler, mail processor, and markup clerk, automated. Since 1993 when the battery was implemented, distribution clerk, machine and mail processor have been obsoleted.

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77 Employment Restoration After Military Service

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[Add 778 to read as follows:]

778 Employment of Activated Employees - Guard or Reserve

778.1 Postal Service Employees on Active Military Duty

Postal Service employees serving on active military duty under federal status cannot be scheduled to work for the Postal Service in any capacity while on such active duty.

778.2 Employees on Terminal Military Leave

Employees on terminal military leave from the Guard or Reserve who voluntarily desire to return to work before their official discharge may do so with management's approval by providing the following documentation to Human Resources:

a. A copy of an uncertified DD 214 or, if not available,

b. A signed, written statement from the command that the reservist will be released from active duty at a specific date after use of the reservist's terminal leave.

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- Selection, Evaluation, and Recognition,
Employee Resource Management, 1-9-03

ALL EMPLOYEES

2002 Tax Information

Form W-2, Wage and Tax Statement

1. Current Mailing Address

To facilitate processing of 2002 tax information and to ensure correct and timely receipt of a 2002 Form W-2, Wage and Tax Statement, all employees must have a current mailing address on file at their local personnel office. Current employees can use Employee Self Service via the USPS Intranet or current and former employees may submit PS Form 1216, Employee's Current Mailing Address, to their local personnel office. All Form W-2s are sent to the address on file at the time of printing and will not be forwarded.

2. General Form W-2 Information

If an employee has earnings for more than one state or locality a separate Form W-2 will be issued for each. The format of the 2002 Form W-2 has not been modified from the 2001 version.

See page 8 for an example of the 2002 Form W-2.

3. Inquiries

All inquiries concerning payroll items, such as employee business expense, equipment maintenance, rent, T- COLA, money differences between earnings statement and W-2, leave buy backs, erroneous state or local tax deductions, TSP, FSA, etc., should be sent to Payroll Adjustments.

All questions regarding Form W-2s must be submitted in writing. The request must include:

1. Employee's name.

2. Current mailing address.

3. Social Security number.

4. Name of office where employed (or where previously employed if not a current Postal Service employee).

5. Year(s) involved.

6. Specific question.

7. Employee's signature.

General Questions

Imputed Income Life Insurance

The imputed income life insurance amount shown in Box 35 of the 2002 Form W-2 form is the net result of the IRS computation for taxable insurance benefits less the amount an employee pays for optional insurance in the calendar year.

The IRS requires the Postal Service to report as income the cost of Group Term Life Insurance in excess of $50,000, which is paid by the employer. The formula is based on an employee's age, salary, and life insurance coverage.

Thrift Savings Plan

The following facts will clarify some of the common tax questions regarding the Thrift Savings Plan (TSP):

a. Box 14, "Other (Current year TSP)," will contain employee TSP contributions only.

b. Box 1, "Federal Wages, tips, other compensation," has been reduced by the amount of the employee's TSP contributions shown in Box 14.

c. Box 16, "State Wages, tips, etc.," has been reduced by the amount of employee TSP contributions in Box 14 for all states, except New Jersey, Pennsylvania, and Puerto Rico.

d. New York City, NY; Kansas City, MO; Detroit, MI; St. Louis, MO; and Madison County, KY, are the only localities that allow income deferral for TSP. Box 18, "Local wages, tips, etc.," will be reduced by the amount of employee TSP contributions only if New York City, NY; Kansas City, MO; Detroit, MI; St. Louis MO; or Madison County, KY, are indicated in Box 20, "Locality name."

Employee Business Expense (EBE)

Equipment maintenance allowance (EMA), carrier drive-out, vehicle hire, supervisor vehicle usage, and special delivery are all considered employee expenses. Box 32, "Employee business expense," will contain the nontaxable (not the total) EBE amount, while Box 33, "Taxable Employee business expense," will contain the taxable EBE amount. The taxable amount shown in Box 33 will also be included in Box 1, "Wages, tips, other compensation."

Flexible Spending Account

The amount contributed to an employee's Flexible Spending Account (FSA) for health care will be included in Box 40, "FSA health care." The amount contributed to dependent care will be included in Box 10, "FSA Dependent care benefits," and has been deducted from Box 1, "Wages, tips, other compensation."

Health Benefit Pretax

The amount contributed for health benefit premiums are considered pretax unless the employee declined the pretax benefit. The health benefit pretax amount is shown in Box 37, "Pre-tax health benefits," and has been deducted from Box 1, "Wages, tips, other compensation."

State/Territory Gross Wages

The amount in Box 16, "State wages, tips, etc.," will equal Box 1 with the following exceptions: New Jersey, Pennsylvania*, and Puerto Rico do not allow income deferral. Therefore, the employee TSP, FSA, and health benefit pretax contributions are not deducted from their state gross.

* Pennsylvania law was changed in 1997 to allow income deferral for FSAHC and HB pretax. Therefore, only these two amounts will be deducted from Pennsylvania state gross.

Pennsylvania is the only state that does not require the imputed income life insurance to be added into the state gross.

Annuity Protection Program

Form W-2s are issued to former employees who receive payments from the Postal Service under the Annuity Protection Program. Any questions regarding these Form W-2s should be directed to:

PAYROLL BENEFITS BRANCH
EAGAN ACCOUNTING SERVICE CENTER
2825 LONE OAK PKWY
EAGAN MN 55121-9621

4. Obtaining Duplicate Forms

All requests for duplicate W-2s must be submitted in writing. The request must include:

1. Employee's name.

2. Current mailing address.

3. Social Security number.

4. Name of office where employed (or where previously employed if not a current Postal Service employee).

5. Year(s) requested.

6. Employee's signature.

* If unsuccessful requesting duplicate Form W-2s from the DDE/DDR site, duplicates can also be requested in writing from:

CONTROL SECTION (W 2S)
ACCOUNTING SERVICE CENTER
2825 LONE OAK PARKWAY
EAGAN MN 55121-9611

Form W-2c, Corrected Wage and Tax Statement

1. General Form W-2c Information

The Postal Service uses Form W-2c, Corrected Wage and Tax Statement, to correct errors previously filed on a Form W-2. The Form W-2c will only report the corrections and should be used in conjunction with the original Form W-2 issued when filing taxes and/or other related information.

2. Requesting a Form W-2c

All requests for a Form W-2c must be submitted in writing. The request must include:

1. Employee's name.

2. Current mailing address.

3. Social Security number.

4. Name of office where employed (or where previously employed if not a current Postal Service employee).

5. Year(s) requested.

6. Reason for request.

7. Employee's signature.

3. Obtaining Duplicate W-2c Forms

All requests for a duplicate W-2c must be submitted in writing. The request must include:

1. Employee's name.

2. Current mailing address.

3. Social Security number.

4. Name of office where employed (or where previously employed if not a current Postal Service employee).

5. Year(s) request.

6. Employee's signature.

IRS Form 1099s

Depending on your specific circumstances, up to three different IRS Form 1099s may be issued to you. They are:

• IRS Form 1099-MISC, Miscellaneous Income

• IRS Form 1099-R, Distributions from Pensions, Annuities, Retirement or Profit Sharing Plans, IRAs, Insurance Contracts, etc.

• IRS Form 1099-INT, Interest Income

1. Form 1099-MISC

Form 1099-MISC originates from all three accounting service centers (ASCs). Please determine the nature of the payments and contact the appropriate office/ASC.

2. Form 1099-R

This year, both the Office of Personnel Management (OPM) and the Eagan Accounting Service Center are sending out Form 1099-R. Eagan sends them for Annuity Protection checks, and OPM sends them for monthly annuity checks. The originating agency should be listed on the Form 1099-R. Try to determine which agency made the payments before making the inquiry.

3. Form 1099-INT

Form 1099-INT is used to report interest payments that were the result of employment related settlements against the Postal Service.

- Payroll Accounting,
Finance, 1-9-03

Finance

NOTICE AVAILABLE ONLINE

Notice 25, Postal Accounting Period Planning Schedule, Postal Fiscal Year 2003

Notce 25, Postal Accounting Period Planning Schedule, Postal Fiscal Year 2003, dated April 2002, is available online. Go to the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim; click on Notices.

We will not print/distribute hard copies of Notice 25.

- Corporate Accounting,
Finance, 1-9-03

HANDBOOK F-1 REVISION - SAFR OFFICES ONLY

Reimbursement Process for Authorized Refunds

Effective with implementation of Shared Services/Accounting (SS/A), the following policy and procedural change will occur related to reimbursements for authorized refunds. Post Offices under SS/A will process local reimbursements for authorized refunds up to the amount of $500. Reimbursement amounts of $500.01 and over will be authorized by the local office and forwarded to SS/A for payment. The exceptions are as follows:

• Sure MoneyTM/Dinero SeguroŽ refunds and Post Office postage validation imprinter (PVI) label errors will be handled locally.

• Some postage meters that use the computerized meter resetting system will be withdrawn from service, in which case, the meter manufacturer will process the payment.

All refunds must be authorized prior to reimbursements following the Handbook F-1, Post Office Accounting Procedures, guidelines.

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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6 Disbursing Postal Funds

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63 Refund Disbursement

631 Advance Deposit Accounts

631.1 Handling a Customer Claim

631.11 Automated Permit and Nonpermit System Offices

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SAFR Permit Offices

[Revise section to read as follows:]

Permit Offices are business mail entry unit (BMEU) offices that use the automated Permit System or Post Offices that accept deposits or permit activities from customers who maintain a permit account at the BMEU.

1> When BMEU receives a written request with the customer's authorized signature for a refund of all or part of the unused balance of the customer's advance deposit account, the office must complete a PS Form 3533, Application and Voucher for Refund of Postage, Fees, and Services (customer signature optional).

2> The BMEU verifies that funds are available, withdraws the amount from the customer's trust account, and reports the refund amount into the Permit System.

3> The BMEU submits the certified (supervisor authorized) PS Form 3533 to the Shared Services/Accounting (SS/A) for payment at the following address:

US POSTAL SERVICE
SCANNING AND IMAGING CENTER
PO BOX 9000
SIOUX FALLS SD 57117-9000

4> Post Offices under the Permit System will not disburse local payments for refunds from customer advance deposit account. The office files a copy of the form and customer letter locally.

SAFR Nonpermit Offices

[Revise section to read as follows:]

Nonpermit offices are Post Offices that accept deposits, process all permit activities from customers, and maintain a permit account locally. Post Offices may use an approved automated program not attached to the BMEU Permit System.

1> When a Post Office receives a written request for a refund of all or part of the unused balance of a customer advance deposit account, the office must ask the customer to complete a PS Form 3533, Application and Voucher for Refund of Postage, Fees, and Services.

2> The Post Office verifies that funds are available, disburses funds from the customer's advance deposit account by issuing a no-fee money order, and offsets the amount to the corresponding trust account withdrawal AIC (e.g., AIC 451, 452, 453, or 460), up to the amount of $500. The office files the original PS Form 3533 with the customer's letter locally.

3> If the refund amount is for $500.01 or more, the office enters the refund amount into the corresponding trust account withdrawal AIC (e.g., AIC 451, 452, 453, or 460) and offsets the amount to AIC 280, Disbursements Sent to SS/A. The office submits the original PS Form 3533 to the SS/A for payment at the following address:

US POSTAL SERVICE
SCANNING AND IMAGING CENTER
PO BOX 9000
SIOUX FALLS SD 57117-9000

4> The office files a copy of PS Form 3533 with the customer's letter locally.

[Insert new 631.12 to read as follows:]

631.12 Refund Disbursement Chart for SAFR Offices

* SS/A submits forms forwarded by SAFR offices to the following address:

US POSTAL SERVICE
SCANNING AND IMAGING CENTER
PO BOX 9000
SIOUX FALLS SD 57117-9000

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- Revenue and Field Accounting,
Finance, 1-9-03

HANDBOOKS F-15 AND F-21 REVISION

Mileage Rates

Effective January 9, 2003, Handbook F-15, Travel and Relocation, and Handbook F-12, Relocation Policy, are revised to reflect changes in the reimbursement rates for travel and relocation.

We will incorporate these revisions into the next printed editions of Handbooks F-15 and F-12 and the online version of Handbook F-15 on the Postal Service PolicyNet Web site at http://blue.usps.gov/cpim; click on HBKs.

Handbook F-15, Travel and Relocation

* * * * *

Appendix A Rates

A-1 Standard Mileage Rates

A-1.1 Mileage Rates

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[Revise the title and first sentence of A-1.2 to read as follows:]

A-1.2 Reimbursement for Postal Service Supervisors

Postal Service supervisors (see 5-5.2.1.2) will be reimbursed at the rate of $6.00 per day or 36.0 cents per mile, whichever is greater, when a privately owned vehicle is used. * * *

* * * * *

Handbook F-12, Relocation Policy

* * * * *

Appendix B Reimbursement Rates

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I. Mileage Rates

A. Standard mileage rates

[Revise item A to read as follows:]

B. Relocation-related advance round-trip and/or en route to new duty station

[Revise the first paragraph of item B to read as follows:]

The allowable rate is 36.0 cents per mile.

* * * * *

- National Accounting,
Finance, 1-9-03