Employees

ELM REVISION

Updated Promotion Charts Now Available for Electronic Technicians

Effective July 7, 2005, Employee and Labor Relations Manual (ELM) 421 and 422 are revised to reflect negotiations that provided a 2-year labor contract extension between the American Postal Workers Union (APWU) and the Postal ServiceTM.

As a result of the negotiations, a new level 12 was created for Electronic Technicians (ETs) and certain employees received an upgrade. Effective November 29, 2003, Electronic Technicians (ETs) levels 10 and 11 were upgraded one grade level, to levels 11 and 12, respectively.

With the addition of the new level 12, five areas within the ELM are revised:

• Exhibit 421.7, Rate Schedule Summary and References.

• 422.111, Salary Schedules.

• Exhibit 422.123a, Promotion Chart - PS Schedule 1 to PS Schedule 2.

• Exhibit 422.123b, Promotion Chart - PS Schedule 2 to PS Schedule 2.

• Exhibit 422.13, Bargaining Unit Step Increase Waiting Period.

We will incorporate these revisions into the next printed version of the ELM and also into the online update, available on the Postal Service PolicyNet Web site:

• Go to http://blue.usps.gov.

• Under "Essential Links" in the left-hand column, click on References.

• Under "References" in the right-hand column, under "Policies," click on PolicyNet.

• Click on Manuals.

(The direct URL for the Postal Service PolicyNet Web site is http://blue.usps.gov/cpim.)

It is also available on the Postal Service Internet:

• Go to www.usps.com.

• Click on About USPS & News, then Forms & Publications, then Postal Periodicals and Publications, and then Manuals.

Employee and Labor Relations Manual (ELM)

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4 Pay Administration

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420 Wage Administration Policy for Bargaining Unit Employees

421 General Principles and Terms

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421.7 Rate Schedule Summary and References

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Exhibit 421.7
Rate Schedule Summary and References

[Revise Exhibit 421.7 as follows:]

Effective November 29, 2003

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422 Salary Schedules Covered by Specific Agreements

422.1 Postal Service and Mail Equipment Shops/Material Distribution Center Salary Schedules

422.11 Salary System

422.111 Salary Schedules

The relevant salary schedules are as follows:

[Revise the text in items a and b as follows:]

a. The Postal Service (PS) Schedule applies to clerks, vehicle service drivers, maintenance service employees, and vehicle maintenance employees. The PS schedule consists of PS Grades 1 through 12.

b. The Mail Equipment Shops/Material Distribution Center (MESC) Schedule applies to bargaining unit employees in the mail equipment shops and the material distribution center. The MESC schedule consists of MESC Grades 1 through 12.

* * * * *

422.123 Promotion Rules

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Exhibit 422.123a
Promotion Chart - PS Schedule 1 to PS Schedule 2

(For promotions to PS Schedule 2 from PS Schedule 1 and from other rate schedules)

[Revise Exhibit 422.123a as follows:]

Effective November 29, 2003

How to use this chart:

1. Choose the table from the chart that has the employee's current grade and step in the "From Grade" row.

2. In the "To Grade" rows of that table, find the row that represents the grade to which the employee is being promoted.

3. Move to the right along that row until you reach the cell directly under the employee's current step in the "From Grade" row.

4. The letter in that cell represents the step the employee should be assigned to in the new grade after the promotion action.

Exhibit 422.123b
Promotion Chart - PS Schedule 2 to PS Schedule 2

(For promotions within the P-2 and MESC-2 Schedules)

[Revise Exhibit 422.123b as follows:]

Effective November 29, 2003

How to use this chart:

1. Choose the table from the chart that has the employee's current grade and step in the "From Grade" row.

2. In the "To Grade" rows of that table, find the row that represents the grade to which the employee is being promoted.

3. Move to the right along that row until you reach the cell directly under the employee's current step in the "From Grade" row.

4. The letter in that cell represents the step the employee should be assigned to in the new grade after the promotion action.

* * * * *

422.13 Step Increases

* * * * *

Exhibit 422.13 (p.1)

Bargaining Unit Step Increase Waiting Periods

(All waiting periods shown are expressed in weeks.)

* * * * *

Postal Service (PS 2) & Mail Equipment Shops/Material Distribution Center
(MESC 2) Schedule 2

[Revise Exhibit 422.13 as follows:]

* * * * *

— Compensation, Employee Resource Management, 7-7-05

ELM REVISION

Postal Police Officers Step Increase Waiting Period Schedule

Effective July 7, 2005, Employee and Labor Relations Manual (ELM) Exhibit 422.13, Bargaining Unit Step Increase Waiting Periods, is changed to reflect an agreement dated November 18, 2004, between the Fraternal Order of Police, National Labor Council, USPS No. 2, and the Postal ServiceTM.

In Exhibit 422.13, in Postal Police Officers (PPO) Schedule, RSC Y, these two changes occur: (1) current step waiting periods are revised to reflect newly agreed upon waiting periods for each step, and (2) two new steps are created for PPO, Step 20 (effective December 25, 2004) and Step 21 (effective June 25, 2005).

We will incorporate this revision into the next printed version of the ELM and into the online version, available on the Postal ServiceTM PolicyNet Web site:

• Go to http://blue.usps.gov.

• Under "Essential Links" in the left-hand column, click on References.

• Under "References" in the right-hand column, under "Policies," click on PolicyNet.

• Click on Manuals.

(The direct URL for the Postal Service PolicyNet Web site is http://blue.usps.gov/cpim.)

It is also available on the Postal Service Internet:

• Go to www.usps.com.

• Click on About USPS & News, then Forms & Publications, then Postal Periodicals and Publications, and then Manuals.

Employee and Labor Relations Manual (ELM)

* * * * *

4 Pay Administration

* * * * *

420 Wage Administration Policy for Bargaining Unit Employees

* * * * *

422 Salary Schedules Covered by Specific Agreements

422.1 Postal Service and Mail Equipment Shops/Material Distribution Center Salary Schedules

* * * * *

422.13 Step Increases

* * * * *

Exhibit 422.13 (p.1)
Bargaining Unit Step Increase Waiting Periods

(All waiting periods shown are expressed in weeks.)

* * * * *

[Revise the PPO segment of Exhibit 422.13 to read as follows:]

* * * * *

— Compensation, Employee Resource Management, 7-7-05

HANDBOOK EL-312 REVISION

Employment Programs

Effective July 7, 2005, Handbook EL-312, Employment and Placement, is revised to reflect changes to employment programs.

We will incorporate the revision to Handbook EL-312 into the online version, available on the Postal ServiceTM PolicyNet Web site:

• Go to http://blue.usps.gov.

• Under "Essential Links" in the left-hand column, click on References.

• Under "References" in the right-hand column, under "Policies," click on PolicyNet.

• Click on HBKs.

(The direct URL for the Postal Service PolicyNet Web site is http://blue.usps.gov/cpim.)

Handbook EL-312 is available also on the Internet:

• Go to www.usps.com.

• Click on About USPS & News, then Forms & Publications, then Postal Periodicals and Publications, and then Handbooks.

Until the changes described in the article are incorporated into the online version of Handbook EL-312, use this article to implement those changes.

Summary of Changes

322.21, Announcing Examinations, clarifies that an examination announced for a register covers all installations served by the register.

512.229, Evaluating and Determining Applicant Suitability, clarifies rules for notifying applicants of unsuitability or ineligibility for employment.

512.23, Interview, updates description of the purpose of an interview to be aligned with the Interviewer's Toolkit.

527, Certifying the Suitability Decision, clarifies that the Human Resources manager, or designee, certifies the overall determination of suitability on page 1 of the Interview Sheet.

563, OPM Results, updates procedures for handling results from the Special Agency Check process.

574.2, Veterans with 30 Percent or More Disability, updates the mailing address.

574.3, District Human Resources Manager, updates the mailing address.

585, Disposition of Documents, is new and describes documents that are migrated to the Official Personnel Folder if an applicant is hired.

59, Processing of Reappointments, is new and describes what suitability components must be recompleted for applicants being reappointed.

615.5, Special Order of Certification of Applicants, updates title of b to read "EAS Scientific and Professional Positions."

622.14, Changes on Hiring Worksheet When Veterans' Preference Is Adjusted, clarifies rules for handling disallowing of claims for veterans' preference for applicants on a Hiring Worksheet.

627.22, Action by Installation, updates the mailing address.

627.23, Action by District, updates the mailing address.

631, General, adds procedures for destroying Hiring Worksheets over 5 years old.

632, Worksheet Audits, adds procedures for selecting officials to document their selections on a Hiring Worksheet.

Handbook EL-312, Employment and Placement

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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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322.2 Procedure for Opening Examinations

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322.21 Announcing Examinations

[Revise 322.21 by adding this sentence at the end:]

***An examination is announced for all postal installations served by the register.

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5 Suitability

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51 Employment Eligibility and Suitability

* * * * *

512 Screening Process Philosophy

* * * * *

512.2 Sequence of Screening Activities

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512.22 Prescreening

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512.229 Evaluating and Determining Applicant Suitability

[Revise the text of 512.229 to read as follows:]

Selecting officials or designees evaluate and determine applicants' overall or personal suitability for Postal Service employment by taking into account, but not limiting themselves to, the following factors:

a. Prior employment history.

b. Military service.

c. Criminal conviction history.

Selecting officials also make determinations regarding eligibility factors such as the following:

d. Minimum age.

e. Selective Service System status (if required).

f. Driving history (if required).

Human Resources inactivates applicants found unsuitable or ineligible for employment and notifies these applicants in a letter of this decision. Applicants who are unsuitable are also told that they may request reconsideration. Applicants who are ineligible because they did not register with the Selective Service System or do not meet safe driving requirements (if driving is required) are informed that they may request reconsideration. If an unsuitable or ineligible decision is reversed after a review of a request for reconsideration, the applicant is reactivated.

512.23 Interview

[Revise the text of 512.23 to read as follows:]

The interview is an essential element in the screening process and its purpose is to predict the likely job performance of the applicant if selected. The interview process contains three components:

a. Informing the applicant of job and organizational information needed to make an informed decision about potential Postal Service employment and to make a good job placement.

b. Verifying existing information.

c. Collecting additional job-relevant information to ensure the applicant is eligible and suitable for Postal Service employment.

* * * * *

52 Determining Eligibility and Suitability

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527 Certifying the Suitability Decision

[Revise the text of 527 to read as follows:]

The appointing official is responsible for making the preliminary decision on suitability and eligibility. The appointing official must make certain that the applicant meets Postal Service standards, with the following variations or exceptions:

a. Certain situations permit the hiring of relatives, if approved by the next level of management (see 513.3, Relatives).

b. If an applicant's history indicates unsuitability, but the appointing official believes that special consideration must be given, the rationale must be documented on the interview sheet, and the preemployment file and recommendation must be sent to the district Human Resources manager for concurrence.

The district Human Resources manager, who may delegate the responsibility, certifies the overall determination by checking the appropriate box and signing on the bottom of page 1 of the Interview Sheet.

* * * * *

56 Special Agency Check

* * * * *

563 OPM Results

[Revise the first two paragraphs of 563 to read as follows:]

If sending fingerprints electronically and the fingerprint submission is initiated first and the SACI submitted subsequently, two separate cases are set up in OPM's system. Therefore, Human Resources will receive a separate closing case transmittal for each. The fingerprint request will be closed out and forwarded to Human Resources as soon as the fingerprint results are received from the FBI. The SACI will be updated automatically to reflect the same fingerprint results and they will be included in the final Case Closing Transmittal when the SACI is later closed out by OPM.

Office of Personnel Management - Investigative Services (OPM-IS) bills submitting offices monthly for services rendered during the previous month. OPM-IS will forward all results - except those that have potentially actionable issues from the Security/Suitability Investigations Index (SII) and the Defense Clearance and Investigations Index (DCII) - directly to the submitting Human Resources office in a single document within 45 calendar days. Human resources verifies the disposition of any arrest record shown as pending and determines if additional investigation is necessary. OPM-IS will forward all results from the checks of the SII and DCII containing pertinent issues to the Inspection Service for follow-up attention.

* * * * *

57 Medical Suitability

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574 Appointment Decisions

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574.2 Veterans with 30 Percent or More Disability

[Revise the address in 574.2d(3) to read as follows:]

US OFFICE OF PERSONNEL MANAGEMENT
STRATEGIC HUMAN RESOURCES POLICY
DIVISION RM 6500
1900 E ST NW
WASHINGTON DC 20415-0002

* * * * *

574.3 District Human Resources Manager

[Revise the address in 574.3b to read as follows:]

US OFFICE OF PERSONNEL MANAGEMENT
STRATEGIC HUMAN RESOURCES POLICY
DIVISION RM 6500
1900 E ST NW
WASHINGTON DC 20415-0002

* * * * *

58 Post Hire Suitability

* * * * *

[Add new part 585 to read as follows:]

585 Disposition of Documents

Transfer the following documents upon appointment from the preemployment investigation file to the official personnel folder.

a. PS Form 2591, Application for Employment, including supplemental application forms and any statements from applicants adding to original applications.

b. PS Form 2181-A (or equivalent), Pre-Employment Screening - Authorization and Release. Keep a copy in the preemployment investigation file.

c. Certificates from local school authorities stating that applicants under age 18 who desire employment consideration have terminated their formal education for adequate reasons.

d. Correspondence and statements relating to applicants having Postal Service relatives.

e. Documents relating to claims for veterans' preference including SF 15, Application for 10-Point Veteran Preference, letters or certificates from the Department of Veterans Affairs, statements or retirement orders issued by service branches, and other documents used in the adjudication process.

f. Copies of DD Form 214, Certificate of Release or Discharge from Active Duty, for all periods of active military service.

g. Results of automotive mechanic bench test, qualification review panel evaluation, typing test, or other requirement.

h. Drug Screening - personnel notification form.

i. PS Form 2485, Medical Examination and Assessment, or eMAP medical assessment determination.

j. PS Form 61, Appointment Affidavit.

* * * * *

[Add new subchapter 59 to read as follows:]

59 Processing of Reappointments

Exhibit 59 shows by component when a component must be recompleted for an applicant being reappointed.

[Add new exhibit 59 as shown on page 12.]

6 Selection

61 Selection Preparations

* * * * *

615 Preparing Hiring Worksheets

* * * * *

615.5 Special Order of Certification of Applicants

* * * * *

[Revise item b in section 615.5 to read as follows:]

b. EAS Scientific and Professional Positions - Applicants are certified in the order of their numerical ratings, including claimed veterans' preference points. To break ties where the final scores are the same, applicants with CP or CPS preference would appear ahead of XP applicants who would be listed ahead of TP applicants.

* * * * *

62 Selection Procedures

* * * * *

622 Applicants Excluded From Selection Process

622.1 Applicants Not Available For Consideration

* * * * *

622.14 Changes on Hiring Worksheet When Veterans' Preference Is Adjusted

[Revise 622.14, including deleting the note, to read as follows:]

If an applicant cannot provide proof of preference claimed within a reasonable amount of time, the claim is disallowed, the applicant is informed of the action taken, and the score is adjusted. Where proof exists for a different preference, the applicant is given the points for that preference.

When adjustment in rating is necessary because claimed veterans' preference has been disallowed or changed to a different preference, and the eligible is being considered for appointment in a current selection action, the eligible's position on the Hiring Worksheet will also require adjustment according to the new rating. The selecting official lines out the rating and name, and notes the reason. The new rating and name is entered on the Hiring Worksheet in score order of the adjusted rating, if the eligible would still be within reach on the register for consideration in the current hiring action.

* * * * *

627 Objection to or Pass Over of Preference Eligible

* * * * *

627.2 Veterans With 30 Percent or More Compensable Disability

* * * * *

627.22 Action by Installation

* * * * *

[Revise the address in 627.22d(3) to read as follows:]

US OFFICE OF PERSONNEL MANAGEMENT
HUMAN CAPITAL LEADERSHIP AND MERIT
SYSTEM ACCOUNTABILITY DIVISION
1900 E ST NW
WASHINGTON DC 20415-0002

* * * * *

627.23 Action by District

* * * * *

[Revise the address in 627.23c(2) to read as follows:]

US OFFICE OF PERSONNEL MANAGEMENT
HUMAN CAPITAL LEADERSHIP AND MERIT
SYSTEM ACCOUNTABILITY DIVISION
1900 E ST NW
WASHINGTON DC 20415-0002

* * * * *

63 Auditing Selection Actions

631 General

[Add this sentence at the end of part 631:]

***In January, Hiring Worksheets that as of December 31 the previous year were closed 5 years or more are destroyed.

632 Worksheet Audits

[Add this sentence to the beginning of part 632:]

***Selecting officials return Hiring Worksheets to the district with the notation of "Selected by (signature) on (date)" made on the worksheet.

* * * * *

— Selection, Evaluation, and Recognition,
Employee Resource Management, 7-7-05

Exhibit 59 Processing of Reappointments by Component

¹ If driving is required for job and PS Form 2480 or abstract is greater than 90 days old at time of job offer, a new PS Form 2480 and abstract is required.

² An applicant who has had a break in postal service of more than one year must have a new medical assessment. If the break in service is less than one year, a new assessment is not required, provided conditions described in item b of part 572 are met.

³ If the date of reappointment to a casual position is greater than 90 days but less than 2 years from last separation, a modified SAC (86-C, Special Agreement No. 98-01) may be requested to update the initial SAC as long as the initial SAC was completed successfully. Otherwise, a full SAC should be requested using 86-C, Special Agreement No. 95-03.

⁴ Provide PS Form 1750 to supervisor and collect at end of evaluation period.

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U.S. Savings Bonds are a great way to supplement retirement funds or higher education savings.

— Corporate Personnel Management,
Employee Resource Management, 7-7-05

NEW AND OBSOLETE MANAGEMENT INSTRUCTIONS

Travel Policy for Contractor and Non-Postal Service Personnel

Management Instruction (MI) FM-640-2005-1, Travel Policy for Contractor and Non-Postal Service Personnel, has been issued. It replaces MI FM-640-95-1. Policy was updated to remove reference to old vendor and to align procedures with present business processes.

MI FM-640-2005-1 is available on the Postal ServiceTM PolicyNet Web site:

• Go to http://blue.usps.gov.

• Under "Essential Links" in the left-hand column, click on References.

• Under "References" in the right-hand column, under "Policies," click on PolicyNet.

• Then click on HBKs.

(The direct URL for the Postal Service PolicyNet Web site is http://blue.usps.gov/cpim.)

— National Accounting,
Finance, 7-7-05