Upon installation of new software Release 26.0 for the (point-of-service) POS ONE system during March and April 2007, POS ONE Post Offices™ and postal retail units will no longer be required to maintain a manual record of unresolved employee items. New functionality in the POS ONE system allows for each unit to maintain and manage financial items that employees are accountable for and that must be cleared or settled at the local unit level. The following account identifier codes (AICs) are employee items:
Whenever an employee item is created or established at the Post Office or postal retail unit, a reference number is automatically assigned to each individual employee item and the employee item is maintained in the Unresolved Employee Items module in the POS ONE system with the assigned reference number. A receipt with the reference number and amount of employee item is issued to the employee, owner of the employee item, which allows for the employee to clear or resolve the employee item.
Consequently, when an employee item is to be cleared or resolved, the employee will use the reference number. If the reference number is not available, then the unit supervisor can search and provide the reference number so the employee can clear the full amount or partial amount of the unresolved employee item. If full amount is paid, the employee item will be removed from the Unresolved Employee Items module. If partial amount is paid, the balance amount will remain as pending in the Unresolved Employee Items module, until completely cleared.
The Unresolved Employee Items module in POS ONE will maintain the details of all pending employee items to be resolved by the unit. It is the responsibility of the postmaster, manager, or supervisor to pursue collection of employee debt and clear unresolved employee items on a timely basis while adhering to the National Agreement; Employee and Labor Relations Manual (ELM) 450, Collection of Postal Debts from Non-bargaining Unit Employees; ELM 460, Collection of Postal Debts from Bargaining Unit Employees; and the Debt Collection Act.
The unit supervisor must reconcile the amounts in the unresolved employee items with the Customer Trust and Employee Items in the weekly Narrowcaster report, which has the employee items balance.
— Revenue and Field Accounting,
Finance, 3-29-07
