Employees

POSTMASTERS/INSTALLATION HEADS AT LEVEL 13 AND BELOW POST OFFICES

Conducting Annual Safety and Health Inspections

Within the next 30 days, Safety Performance Management at Headquarters is mailing a package to Level 13 and below Post Offices that contains safety and health inspection checklists and instructions for completing a facility inspection. Instructions are provided in the cover letter included in the package. Postmasters/installation heads (PMs/IHs) at those offices, or their designees, must complete a safety and health inspection using the checklist within 30 days of receiving the package. These annual safety and health inspections are required by the Employee and Labor Relations Manual, part 824.

PMs/IHs must provide a copy of the inspection report to the employee representative(s), post a copy for employee review (ELM 824.426), and ensure abatement of all deficiencies in accordance with the instructions. PMs/IHs must also certify completion of the inspection to their servicing safety office. PMs/IHs in Level 13 or below Post Offices should contact their servicing safety office if they need technical or program assistance or if they do not receive the package that includes the inspection checklists and instructions.

- Safety Performance Management,
Employee Resource Management, 10-30-03

2004 Social Security and Medicare Tax Withholding

For 2004, the maximum limit on earnings for withholding in the Old-Age, Survivors, and Disability (OASDI) portion of the Social Security tax increases from $87,000 to $87,900. This is a $900 increase from the 2003 limit. The Social Security tax rate remains at 6.2 percent, resulting in a maximum Social Security tax of $5,449.80. This is a $55.80 increase from the 2003 limit of $5,394.00. There is still no limit on the amount of earnings subject to the Medicare portion of the tax rate. The Medicare tax rate applies to all taxable wages, and remains at 1.45 percent. The FICA tax rate, which is the combined Social Security tax rate of 6.2 percent and the Medicare tax rate of 1.45 percent, remains at 7.65 percent for 2004.

The information in the following table is effective January 1, 2004.

- Payroll Accounting,
Finance, 10-30-03

Penalty Overtime Exclusion

As referenced in Article 8, Sections 4 and 5, of the USPS-NALC and USPS-APWU national agreements, the December period (during which penalty overtime regulations are not applicable) consists of 4 consecutive service weeks. This year, the December period begins Pay Period 26-03 - Week 2 (December 6, 2003) - and ends Pay Period 02-04 - Week 1 (January 2, 2004).

- Labor Relations Policies and Programs,Labor Relations, 10-30-03

Christmas Pay Procedures for Rural Carriers

The 2003 Christmas period for rural carriers begins Saturday, December 6, 2003 (Week 2, Pay Period (PP) 26-03), and ends Friday, December 26, 2003 (PP 01-04). During this period, certain timekeeping and pay rules apply. Timekeepers, including postmasters, supervisors, and other employees responsible for rural carrier time and attendance recording, should become familiar with Article 9.2.K, Christmas Allowances and Procedures, of the 2000-2004 USPS/National Rural Letter Carriers' Association (NRLCA) Agreement.

This article describes the types of compensation to which rural carriers are entitled during the Christmas period. It also describes related timekeeping procedures and regulations for the Christmas period, as well as special rules that begin with the start of the Guarantee Year (November 1, 2003) and continue through the end of the Christmas period.

Exhibits are included to assist in completing PS Form 1314, Regular Rural Carrier Time Certificate, and PS Form 1314-A, Auxiliary Rural Carrier Time Certificate, during the Christmas period.

List of Exhibits

Exhibit 1 - Regular Carrier Works In Excess of Route's Evaluation

Exhibit 2 - Regular Carrier Not on Relief Day Work List Works Relief Day (Week 2) and Does Not Receive an X Day in Same Pay Period

Exhibit 3 - Regular Carrier Works Designated Holiday

Exhibit 4 - Regular Carrier Provides Christmas Assistance

Exhibit 5 - FLSA Code A Regular Carrier

Exhibit 6 - Designation 74 Works Designated Holiday

Exhibit 7 - Designation 74 Provides Christmas Assistance on Relief Day

Exhibit 8 - Replacement Carrier Provides Christmas Assistance on a Regular Route

Exhibit 9 - Replacement Carrier Provides Christmas Assistance on an Auxiliary Route

Exhibit 10 - Nonrural Employee Provides Christmas Assistance on Rural Route (EMA Only)

Exhibit 11 - Designation 79 Provides Christmas Assistance on Assigned Auxiliary Route

Overtime During the Christmas Period

Regular Carriers (DES 71) - FLSA B

Types of Overtime

During the Christmas period, regular rural carriers are eligible for two types of overtime - FLSA overtime and Christmas overtime:

FLSA Overtime

FLSA overtime is paid at all times of the year, not just during the Christmas period. Regular rural carriers are paid FLSA overtime under two circumstances:

a. Hours worked in excess of 12 hours in a day - If a carrier works more than 12 hours in a day, the amount over 12 is entered in the Daily Overtime block on PS Form 1314.

b. Hours worked in excess of 56 in a week - These hours are calculated automatically when the total weekly work hours are greater than 56, so no separate entries are required.

Christmas Overtime

Christmas overtime is paid only during the designated Christmas period. Regular rural carriers are paid Christmas overtime under two circumstances:

a. Christmas Assistance - This is assistance provided by the regular carrier on her or his relief day. Christmas assistance work hours are entered in the Xmas Assist Work Hours block on PS Form 1314.

b. Hours worked in excess of the route's evaluation - This is based on the total actual work hours for the week, not on individual days. For example, if a route has a daily evaluation of 9 hours and the regular carrier works 10 hours on 2 days and 8 hours on the other 3 days, no overtime would be paid. Even though the carrier exceeded the daily evaluation on 2 days of the week, he did not exceed the weekly evaluation. The weekly evaluation is 45 hours; the carrier worked 44 hours. (See Handbook F-21, Section 567, for overtime calculation when leave days are taken during the week and for routes with an evaluation of less than 40 hours.) These hours are calculated automatically, so no separate entries or calculations are required.

Overtime Rate

The overtime rate paid to regular (FLSA Code B) carriers is 150% of the carrier's regular rate. The regular rate is determined by dividing the total compensation received for hours actually worked by the carrier since the beginning of the Guarantee Year (not including overtime), by the total number of hours worked since the beginning of the Guarantee Year (not including overtime). This overtime rate is used for both FLSA overtime and Christmas overtime.

Replacement Carriers

Replacement carriers (Designations 70, 73, 74, 75, 76, 77, 78, 79) are entitled only to FLSA overtime. For these employees, FLSA overtime is paid for hours worked in excess of 40 in a week.

Regular Carriers (DES 71) - FLSA A

Regular carriers whose FLSA code is A are paid for actual hours worked, not evaluated hours. They are paid overtime for hours in excess of 8 in a day, or 40 in a week. For FLSA Code A carriers, enter hours in excess of 8 in a day to the Daily Overtime block on PS Form 1314. Hours in excess of 40 in a week are calculated automatically by the system.

Auxiliary Route Carriers

Carriers serving any auxiliary route are compensated at the hourly rate for actual hours worked during Week 2 of PP 26-03 and PP 01-04. During this period, carriers are not paid the evaluation of the route. Overtime is paid only when the carrier exceeds 40 hours for the week.

Christmas Assistance

Christmas assistance is additional service provided on a rural route during the Christmas period. For regular carriers, Christmas assistance applies only to assistance given by the carrier, on his/her relief day, while a replacement carrier carries the full route. For replacement carriers, it applies to any assistance provided on a regular or auxiliary route during the Christmas period. Christmas assistance is reported in the Xmas Assist Work Hours block on PS Form 1314 (for regular carriers) or PS Form 1314-A (for replacement carriers).

Regular carriers can perform Christmas assistance only on their relief day. Therefore, only regular carriers assigned to J or K routes may report Christmas assistance. Regular carriers assigned to route types H or M cannot perform Christmas assistance because these route types do not have a relief day. NOTE: There are no provisions for paying a regular carrier for performing service on a Sunday, on an actual holiday, or other than on the assigned route. These situations should be avoided.

Examples of Christmas assistance:

• A regular carrier comes in on his/her relief day and helps the replacement carrier case the route.

• A regular carrier comes in on his/her relief day and carries part of his/her regular route. (Replacement carrier is listed on PS Form 1314.)

• A replacement carrier carries part of a regular route due to heavy Christmas volume.

These are not examples of Christmas assistance:

• A regular carrier comes in on his/her relief day and carries his/her regular route.

• A regular carrier works 2 hours beyond the daily evaluation of his/her regular route.

• A regular carrier performs any work while assigned to an H or M route.

Time Card Blocks Used During the Christmas Period

PS Form 1314 - FLSA Code B Regular Carriers

1. Daily Overtime - For FLSA B carriers, this block is used ONLY to record when the carrier works more than 12.00 hours in a single day. (See Exhibit 5 for use of this block for FLSA Code A regular carriers. This block is not used for FLSA Code P.) Record the total amount of work hours in excess of 12 per day in this box. Include the amount of daily overtime in the Actual Weekly Hours block. For example, if the carrier works 10.00 hours each day, Monday through Wednesday, and works 12.50 on Thursday and 13.00 on Friday, the amount entered to the Daily Overtime block is 1.50 and the amount entered to the Actual Weekly Hours block is 55.50.

The Daily Overtime block is NOT used to record:

• Hours worked in excess of 56 in a week.

• Hours worked in excess of the route's evaluation.

• Hours worked when the carrier works his/her relief day.

• Additional hours worked by the carrier after completing his/her route (except for those that are over 12 hours for the day).

2. Xmas Assist Work Hours - For FLSA Code B regular carriers, this block is used ONLY when the carrier comes in on his/her relief day to provide assistance, not to carry his/her full route. A relief carrier must be listed on PS Form 1314 as the replacement carrier for that day. Do not include the amount of Xmas Assist Work Hours in the Actual Weekly Hours block.

The Xmas Assist Work Hours block is NOT used to record:

• Hours worked in excess of 56 in a week.

• Hours worked in excess of the route's evaluation.

• Hours worked when the carrier works his/her relief day and DACA Code R, 3, or 5 is entered on the PS Form 1314.

• Additional hours worked by the carrier after completing his/her route.

PS Form 1314-A - Replacement Carriers/Auxiliary Routes

1. Rt. No. - Use the chart below to determine which route number to enter on PS Form 1314-A when reporting Christmas assistance by replacement carriers or on auxiliary routes.

2. Xmas Assist Work Hours - This block is used whenever a replacement carrier provides Christmas assistance. Do not include the amount of Xmas Assist Work Hours in the Actual Weekly Work Hours block.

Work on Relief Days and Use of X Days

During the period from the beginning of the Guarantee Year (November 1, 2003) through the last day of the Christmas period (December 26, 2003) - which includes Pay Periods 24-03, 25-03, 26-03, and 01-04 - record relief days worked by regular rural carriers on PS Form 1314, as described below.

1. Carriers who work a relief day during this period and who are entitled to a future day off (X day) must be given that X day in the same pay period. Record DACA Code R or 3 on PS Form 1314 for the relief day that is worked, and DACA Code X on the day that is taken off. The Rural Time and Attendance Collection System (RTACS) will not accept any PS Form 1314 that contains a DACA Code 3 or DACA Code R without a corresponding DACA Code X.

2. Record DACA Code 5 on PS Form 1314 for the relief day that is worked if an X day is not taken in the same pay period that the relief day is worked, or if the carrier is on the relief day work list and selects the option for 150% compensation. When DACA Code 5 is entered, the carrier does not receive an X day.

3. Carriers may not use any X days that were earned in previous pay periods during this period. RTACS will not accept any PS Form 1314 that contains a DACA Code X without a corresponding DACA Code 3 or DACA Code R.

4. Carriers must have a sufficient balance of X days available in order to use an X day. Carriers with a negative X day balance cannot use any X days until the negative balance is erased.

Christmas Period Timekeeping Instructions

A. FLSA B Regular Rural Carriers

1. Work on Relief Day - Only regular carriers on J or K routes have an assigned relief day. Any work performed by a regular on his/her relief day must be reported in one of the following ways:

a. Regular carries entire route - If the carrier reports on the relief day and cases and carries the assigned route (as is done on a scheduled day), enter DACA Code R, 3, or 5 (as appropriate) on PS Form 1314 for that day. If the carrier is due an X day for working the relief day (i.e., DACA Code R or 3 is entered), this X day must be granted in the same pay period. If the X day is not granted within the same pay period, DACA Code 5 must be entered on PS Form 1314.

b. Christmas assistance - If a relief carrier carries the assigned route and the regular carrier provides assistance on the relief day, record the hours worked by the regular as Xmas Assist Work Hours. If additional Equipment Maintenance Allowance (EMA) is due for work performed on the relief day, enter the mileage traveled in whole miles in the Route Deviation block for the appropriate week.

2. Work on Designated Holiday - If Thursday, December 25, is a regular carrier's scheduled relief day, Wednesday, December 24, is the employee's designated holiday. If a regular carrier is assigned to work the designated holiday, the regular must work the full day. Regular carriers may not provide Christmas assistance on their designated holiday.

When the regular carrier works the designated holiday:

a. Enter DACA Code V in the Wednesday, Week 2 block on PS Form 1314.

b. Include the hours worked on the designated holiday with all other work hours for that week in the Actual Weekly Work Hours block.

c. The carrier is compensated at one and one half times the daily rate of pay (in addition to Holiday Leave) for working the designated Christmas holiday. The carrier is not entitled to a future day off (X day).

B. FLSA Code A Regular Carriers

Regular carriers (FLSA Code A) are paid at the regular rate for all hours worked up to 8 per day and 40 per week, and at the overtime rate for all hours worked in excess of 8 per day or 40 hours per week. FLSA Code A employees are not entitled to any X days, as they are paid for working the relief day.

1. Report total hours worked for the week in Actual Weekly Hours.

2. If the carrier worked more than 8.00 hours in a day, enter total hours worked in excess of 8 for that day in the Daily Overtime block.

3. If the carrier worked on a scheduled relief day, enter R on the day the carrier worked the relief day and include the hours worked in Actual Weekly Hours. The employee is not entitled to a future X day.

4. If the carrier worked on a designated holiday, enter V on the day the carrier worked the designated holiday and include the hours worked in Actual Weekly Hours. The employee is not entitled to a future X day.

C. Auxiliary Route Carriers

Carriers serving any auxiliary route are compensated at the hourly rate for actual hours worked during Week 2 of PP 26-03 and both weeks of PP 01-04. During this period, carriers are not paid the evaluation of the route. The only changes to standard timekeeping procedures for auxiliary routes are when a Designation (Des) 79 provides Christmas assistance on the assigned auxiliary route. (See Section E.2)

D. Replacement Carriers Assigned to Vacant Regular Routes (Designations 72/74)

1. Designation 72

a. FLSA B - Procedures are the same as for Des 71 (Regular Carrier), FLSA B.

b. FLSA A - Procedures are the same as for Des 71 (Regular Carrier), FLSA A.

2. Designation 74

Work on relief day or holiday:

a. Carrier worked scheduled relief day:

(1) Enter R on the day the carrier worked the relief day.

(2) Include the hours worked in Actual Weekly Work Hours. The employee is NOT entitled to a future X day.

b. Carrier worked designated holiday:

(1) Do not enter a V on the day worked. Leave blank.

(2) Include the work hours in the Actual Weekly Work Hours block.

(3) Enter the relief day (J or K day) in the block for the actual holiday (Thursday).

(4) Replacement carrier data is not needed to crossfoot PS Form 1314 for the holiday.

c. Carrier provided Christmas assistance on relief day:

(1) Enter the Christmas auxiliary assistance time on PS Form 1314 in the Xmas Assist Work Hours block.

(2) Do not include these hours in the Actual Weekly Work Hours block.

(3) Enter J or K in the appropriate block on PS Form 1314 if the replacement carrier worked a full day on the route.

E. Replacement Rural Carriers Serving as Christmas Auxiliary Assistants

All replacement carriers serving as Christmas auxiliary assistants are compensated at their regular rate for actual hours worked up to 40 per week, and at the FLSA overtime rate for actual hours worked in excess of 40.

1. Christmas assistance on a regular route:

a. Manually prepare PS Form 1314-A for each carrier that provides Christmas assistance.

b. Do not enter more than one carrier on each PS Form 1314-A.

c. Submit a separate certificate for each regular route on which the carrier provides assistance.

d. Report the Christmas assistance hours in the appropriate Week 1 and/or Week 2 Xmas Assist Work Hours block.

e. Enter EMA hours, trips, and miles in the appropriate Week 1 and/or Week 2 EMA blocks.

2. Christmas assistance on an auxiliary route:

a. Assigned carrier (Des 79) provided Christmas assistance on assigned auxiliary route:

(1) Enter N in the appropriate block in the No Service section of the carrier's PS Form 1314-A for the assigned route.

(2) Record hours worked in the Xmas Assist Work Hours block. Only enter Christmas assistance when the rural carrier associate works his/her Des 79 position.

(3) Include EMA hours and miles (not trips) in the total for the appropriate week. Trips may not exceed the number of days worked in the No Service blocks.

(4) A replacement carrier is required to crossfoot the card.

b. Replacement carrier (Designations 70, 73, 74, 75, 76, 78) provided Christmas assistance on auxiliary route:

(1) Manually prepare PS Form 1314-A. Enter route number A998. Use this route type and number for overburdened service or Christmas assistance on auxiliary routes only.

(2) Report the Christmas assistance hours in the appropriate Week 1 and/or Week 2 Xmas Assist Work Hours block.

(3) Enter EMA hours, trips, and miles (if applicable) in the appropriate Week 1 and/or Week 2 EMA blocks.

(4) If Christmas assistance is performed on two or more auxiliary routes in the same pay period, combine all work hours and EMA data on one manually prepared PS Form 1314-A.

F. Postal Employees (Other Than Rural) Serving as Christmas Auxiliary Assistants

Postal Service employees (other than Des 7X) who provided Christmas assistance on rural routes are compensated at their regular rate of pay for actual time worked. Include all work hours using their normal Time and Attendance System (Manual Timecards or TACS).

Nonrural employees are entitled to EMA payment if a personal vehicle is used. Prepare PS Form 1314-A as follows: (Do not prepare PS Form 1314-A if a government vehicle is provided.)

1. Report the hours worked on the rural routes on PS Form 1230-C, Time Card.

2. Manually prepare PS Form 1314-A for EMA compensation.

3. Complete indicative data at the top of the certificate. Use Des 99/0, actual route type and number, FLSA Code P, and correct employee and pay period information.

4. Enter EMA hours, trips, and miles in the appropriate Week 1 and/or Week 2 EMA blocks.

Important Items to Remember: Rural Carrier Christmas Pay Procedures

• Hours entered in the Daily Overtime block are always included in Actual Weekly Hours.

• Hours entered in the Xmas Assist Work Hours block are not included in Actual Weekly Hours.

• Carriers on auxiliary routes are paid for actual hours worked, not the route's evaluation, during the Christmas period.

• An X day cannot be entered on a time card unless there is a corresponding R or 3 day in the same pay period and the carrier's X day balance is zero or greater.

• If a regular carrier works his/her relief day and carries his/her assigned route, this is not reported as Christmas assistance.

• Regular carriers may only work on their assigned route.

• Regular carriers may not work on an actual holiday (December 25th or January 1st).

Exhibit 1. REGULAR CARRIER WORKS IN EXCESS OF ROUTE'S EVALUATION

1. Regular carrier is assigned to a 45-hour evaluated route (Daily evaluation = 9.00 hours).

2. Carrier works 45.28 hours in Week 1, and 38.08 hours in Week 2 as follows:

3. Carrier will be paid Christmas overtime for 0.28 hours in Week 1, and 2.08 hours in Week 2, based on hours worked over the route's evaluated hours.

4. No manual computation for Christmas overtime is necessary. This is automatically computed. No entries are made to the Daily Overtime block.

Exhibit 2. REGULAR CARRIER NOT ON RELIEF DAY WORK LIST WORKS RELIEF DAY (WEEK 2) AND DOES NOT RECEIVE AN X DAY IN THE SAME PAY PERIOD

1. Regular carrier is required to work the second relief day of Pay Period 26. Carrier initially selects option to receive a future X day (DACA 3). However, carrier does not get an X day in the same pay period.

2. Enter DACA Code 5 on the relief day (Saturday) of Week 2.

3. Carrier is paid 150% of a day's evaluation for working the relief day and does not receive a future X day.

Exhibit 3. REGULAR CARRIER WORKS DESIGNATED HOLIDAY

1. Regular carrier's relief day is Thursday. Carrier works the designated holiday on Wednesday, December 24th.

2. Enter V on Wednesday of Week 2.

3. Include hours worked on the designated holiday in Actual Weekly Hours.

4. Carrier is not entitled to an X day for working the holiday.

5. No manual computation for Christmas overtime is necessary. This is automatically computed. Do not enter Christmas overtime in the Daily Overtime block.

6. Carrier will receive 150% of one day's evaluation for working the designated Christmas holiday. NOTE: Regular rural carriers cannot work on Thursday, December 25th.

Exhibit 4. REGULAR CARRIER PROVIDES CHRISTMAS ASSISTANCE

(Employees section continues on page 71.)

1. Carrier works 7 hours of Christmas assistance on the relief day Wednesday of Week 2 and uses a personal vehicle for 25 miles.

2. Enter 7 hours in Xmas Assist Work Hours. Do not include in the total work hours for the week on PS Form 1314.

3. Enter the 25 miles traveled on the relief day in whole miles in the Route Dev. block.

4. No manual computation for Christmas overtime is necessary. This is automatically computed. Do not enter Christmas overtime in the Daily Overtime block.

Employee Section continues