Employees

ELM REVISION

Contests

Effective August 31, 2006, Employee and Labor Relations Manual (ELM) 620, Contests, is revised to clarify policies related to contests, including types of awards and approval authority. In addition, the allocation of expenditures for contests based on employee population has been abolished, and guidance is added to show that projected operational savings resulting from the contest should be used as a guideline for determining expenditures. Editorial changes, made throughout the chapter for accuracy and consistency of style, are not substantive.

ELM 620 is published in its entirety below.

Employee and Labor Relations Manual (ELM)

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6 Employee Relations

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[Revise 620 to read as follows:]

620 Contests

621 Scope

This subchapter establishes the policy and procedures for contests and related awards.

622 Objective

Contests are intended to provide a motivational tool for improving performance in particular functions. Such programs can be used for, but are not limited to, safety awareness and sales promotion. Each contest must have a specific start and end date, and the purpose must be clearly defined.

623 Responsibilities

623.1 Approval Authorities

The appropriate district manager, senior plant manager, area vice president, or Executive Committee member approves a proposed contest. The level of approval is determined by the geographic scope of the contest.

623.2 Districts and Plants

The district manager or senior plant manager approves all proposed contests for a district or below. The approving official:

a. Determines the appropriateness of each proposed contest in terms of specific objectives to be achieved and approves or disapproves the contest and the awards to be presented.

b. Oversees the accountability of an approved contest in terms of monetary benefits, improved safety, improved customer services, etc.

c. Forwards a copy of the proposal for an approved contest to the area functional manager and the area Human Resources manager.

d. At the conclusion of each contest, evaluates the results against the objectives and submits a full report to the area functional manager.

623.3 Areas

623.31 Area Vice President

The area vice president approves all proposed area contests.

623.32 Area Functional Managers

The appropriate area functional manager:

a. Together with the area Human Resources manager, monitors each area contest to determine compliance with program criteria in 624.1.

b. Announces the contest winners.

c. Analyzes the results of each contest to determine its benefits to the Postal Service (for example, reduction in the number of motor vehicle accidents, or increase in the number of firms using ZIP+4) and provides the district manager or senior plant manager with any guidance appropriate for future contests.

623.4 Executive Committee Member

The appropriate Executive Committee member:

a. Approves all proposed national contests.

b. Monitors national contests to ensure compliance with program criteria in 624.1.

c. Announces contest winners.

624 Establishment

624.1 Criteria

Responsible officials:

a. Establish clear objectives, guidelines, and rules in advance.

b. Specify start and end dates.

c. Structure the contest to make it competitive. (If individual competition is involved, at least 10 employees must be included.)

d. Establish objectives that are clear and measurable.

624.2 Structure

To achieve the broadest possible participation and facilitate control, responsible officials ensure that each contest:

a. Is divided into competitive units, such as competition among plants or Post Offices. Competition may also be arranged between comparable units on a single tour, tour against tour, or station or branch against other stations or branches.

b. Includes all individuals involved in the activity at the organizational level of the contest.

c. Is conducted within a specific time frame, such as a month, a quarter, or a year.

d. Has objectives that (1) clearly state what is to be accomplished (for example, reduction in the number of motor vehicle accidents, or increase in the number of firms using ZIP+4); and (2) can be measured.

624.3 Contest Rules

Responsible officials ensure that all rules and procedures (1) are made clear before the contest begins; (2) are posted or distributed to each employee involved; and (3) state the measurable objective that will be used to determine the winners.

625 Implementation

625.1 Eligibility

Employees are eligible to participate in all contests without regard to race, color, religion, national origin, sex, age, or physical or mental handicap.

625.2 Evaluation

625.21 Winners

Responsible officials ensure that (1) award decisions are based on the rules and procedures established for each contest; and (2) selection of the winning individual or group is based on a predetermined measurable objective.

625.22 Ties

Responsible officials resolve ties by chance drawing or other equitable form of elimination.

626 Types of Awards

626.1 Acceptable

Acceptable awards are characterized as follows:

a. Only noncash items such as trophies, plaques, pins, or gift certificates may be awarded.

b. The value of each award may vary from contest to contest or be graduated within a contest with progressive levels of competition.

c. To ensure maximum interest, prizes should be alternated periodically, or a variety of prizes should be made available for individual selection from a catalog.

d. Prizes offered must be appropriate for both sexes.

e. The maximum value of a contest award cannot exceed $500. Awards worth more than $50 must be reported in eAwards. (See ELM 470 for more information on awards.)

626.2 Unacceptable

Cash and cash equivalent items are not authorized as prizes.

627 Limitations

627.1 Number and Types of Contests

The following guidelines apply:

a. Sponsoring organizations may conduct no more than four contests per year.

b. Identical contests may not be carried over automatically from year to year.

c. Approval must be received before each contest, even if it is similar, or identical, to a previously authorized contest.

627.2 Expenditures

627.21 District and Plant Contests

The district manager or senior plant manager determines the total annual expenditure (publicity, printing, awards, pictures, certificates, etc.) for each contest. The expenditure should be offset by operational savings.

627.22 Area Contests

The area vice president determines the amount allocated for areawide contests.

627.23 National Contests

The appropriate Executive Committee member grants prior approval of the amount allocated for nationwide contests.

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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.

— Compensation,
Human Resources, 8-31-06

Election Campaigns — Hatch Act and Other Requirements

Hatch Act Requirements for Postal Service Employees

The Hatch Act affects some political activities, including off-duty activities, for Postal Service™ employees. The Office of Special Counsel, which investigates possible Hatch Act violations, has prepared examples of permitted and prohibited activities for federal, including Postal Service, employees:

Postal Service employees may:

• Be candidates for public office in nonpartisan elections.

• Register and vote as they choose.

• Assist in voter registration drives.

• Express opinions about candidates and issues.

• Contribute money to political organizations.

• Attend political fundraising functions.

• Attend and be active at political rallies and meetings.

• Join and be an active member of a political party or club.

• Sign nominating petitions.

• Campaign for or against referendum questions, constitutional amendments, and municipal ordinances.

• Campaign for or against candidates in partisan elections.

• Make campaign speeches for candidates in partisan elections.

• Distribute campaign literature in partisan elections.

• Hold office in political clubs or parties.

But, Postal Service employees may not:

• Be candidates for public office in partisan elections.

• Use their official authority or influence to interfere with an election.

• Collect political contributions unless both individuals are members of the same federal labor organization or employee organization and the one solicited is not a subordinate employee.

• Knowingly solicit or discourage the political activity of any person who has business before the agency.

• Engage in political activity while on duty.

• Engage in political activity in any government office.

• Engage in political activity while wearing an official uniform.

• Engage in political activity while using a government vehicle.

• Solicit political contributions from the general public.

• Wear political buttons on duty.

For further information about the Hatch Act, please contact the Field Law Office that serves your location, or contact the Ethics Helpline by telephone at 202-268-6346 or by e-mail at ethics.help@usps.gov.

Campaigning on Postal Service Premises

Postal Service regulations (see Postal Operations Manual 124.54; 39 CFR 232.1; and Poster 7, Rules and Regulations Governing Conduct on Postal Property) prohibit campaigning for election to public office on leased or owned Postal Service property. Tell individuals who ask about the availability of Postal Service property for such purposes about the prohibition, and give them a copy of the regulations. The following points will help you interpret and apply the regulations:

• The focus of the regulations is to identify activities that are "prohibited." Activities that are not prohibited by any of the regulations are permitted. For example, in the context of political campaigning, informational leafleting would be permitted, so long as the information in the leaflet itself is not political campaigning and the leafleting was carried out in a way that does not disrupt Postal Service business.

• Campaigning for election to public office is prohibited on Postal Service property, even if the candidate is independent of any political party.

• The regulations do not prohibit all activities related to political issues. For example, distributing literature pertaining to a referendum or ballot measure is permitted. The regulations do prohibit, however, the solicitation of signatures on petitions, polls, and surveys.

• The regulations prohibit depositing posters or literature on Postal Service property, obstructing entrances, any activity that tends to impede or disturb the public in transacting Postal Service business, the sale of goods, and the solicitation of contributions on Postal Service property.

• The regulations cover activity only on Postal Service premises. Activity outside Postal Service property, even if it affects our premises, is not governed by our regulations.

— Ethics and Federal Government,
Law Department, 8-31-06