Handbook F-101 Revision: Handling Unresolved Employee Items

Effective July 17, 2008, Handbook F-101, Field Accounting Procedures, is updated to include handling of employee items for bargaining unit and non-bargaining unit employees.

Field Accounting Procedures

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15 Employee Items

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15.2 Accounts Receivable

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[Revise the title and text of 15-2.6 to read as follows:]

15-2.6 Handling Unresolved Employee Items

It is the responsibility of the postmaster, manager, or supervisor to prepare a file for each employee item with all documentation, maintain a master control for all unresolved employee items, and pursue collection of employee debt while adhering to the National Agreement and ELM 450 and 460.

The following table describes handling unresolved employee items for bargaining and non-bargaining unit employees.

Bargaining Unit Employees

If…	then use…	and follow this process…
Stamp stock credit accountability shortage exceeds tolerance or final count…	AIC 767, Employee Stamp Credit Shortage	Immediately, the postmaster, manager, or supervisor issues the employee a letter of demand (LOD).
Cash shortage exceeds tolerance or final count…	AIC 764, Employee Cash Shortage	Immediately, the postmaster, manager, or supervisor issues the employee an LOD.
Employee emergency salary is issued…	AIC 754, Emergency Salary Issued	Immediately, upon receipt of original or replacement check, the employee must repay the emergency salary issued. If unresolved within two pay periods, the postmaster, manager, or supervisor must initiate the collections process by issuing the employee an LOD.
Travel advance is issued…	AIC 755, Emergency Travel Advance Issued	Immediately, after the travel is completed, the employee must submit the travel expense and repay the emergency travel issued. If unresolved within 90 days after travel, the postmaster, manager, or supervisor must initiate the collections process by issuing the employee an LOD.
Grievance is filed by the employee within 14 days of receipt of LOD…		No collection will be processed until after disposition of grievance. The supervisor must: 1. Obtain Grievance Arbitration Tracking System (GATS) number from Labor Relations. 2. Follow up and inquire for status.
Grievance is not filed within the statutory 14 days after receipt of LOD…		The postmaster, manager, or supervisor must: Issue two copies of Notice of Involuntary Administrative Salary Offset Under the Debt Collection Act. Issue one copy of Statement of Debtor’s Rights and Responsibility. Issue one copy of 39 CFP Part 961, Rules of Practice in Proceedings Relative to Employee Hearing Petitions Under Section 5 of Debt Collection Act. These must be issued at least 30 days prior to making an administrative employee salary offset.
No hearing petition is requested within 15 days of notice issued…	For AIC 767, use AIC 367 and offset to AIC 636 For AIC 764, use AIC 364 and offset to AIC 636 For AIC 754, use AIC 354 and offset to AIC 636 For AIC 755, use AIC 355 and offset to AIC 636	30 days after issuing the Notice of Involuntary Administrative Salary Offset and Statement of Debtor’s Rights and Responsibility, the postmaster, manager, or supervisor must: Complete PS Form 1902, Justification for Billing Accounts Receivable. Make the appropriate accounting entries. Attach a system-generated PS Form 3544 receipt to the PS Form 1902. Submit PS Form 1902 to the USPS Scanning and Imaging Center (SIC). Upon receipt of PS Form 1903, Invoice From the ASC, immediately the postmaster, manager or supervisor must: Complete PS Form 3239, Payroll Deduction Authorization to Liquidate Postal Service Indebtedness. Enter the invoice number in PS Form 3239. Submit PS Form 3239 to the SIC.

Non-Bargaining Unit Employees

If…	then use…	and follow this process…
Stamp stock credit accountability shortage exceeds tolerance for unit reserve, regular stamp credit count, or final count…	AIC 767, Employee Stamp Credit Shortage, and offset to AIC 636, Employee Receivables	Immediately, the postmaster, manager, or supervisor must: 1. Complete PS Form 1902. 2. Attach PS Form 3544 receipt to PS Form 1902. 3. Submit both forms to the SIC. Upon receipt of PS Form 1903 immediately the postmaster, manager or supervisor must issue the non-bargaining employee a letter of debt determination (LDD) with a copy of the invoice.
Cash shortage…	AIC 764, Employee Cash Shortage, and offset to AIC 636, Employee Receivables
Employee emergency salary is issued…	AIC 754, Emergency Salary Issued, and offset to AIC 636, Employee Receivables
Travel advance is issued…	AIC 755, Emergency Travel Advance Issued, and offset to AIC 636, Employee Receivables
Request for reconsideration is filed by the employee within 15 days after receipt of LDD…		No collection will be processed until after decision of reconsideration. The supervisor must contact the district Labor Relations and General Counsel to follow up and inquire for status.
Request for reconsideration is not filed within the statutory 15 days after receipt of LDD…		The postmaster, manager, or supervisor must: Issue two copies of Notice of Involuntary Administrative Salary Offset Under the Debt Collection Act. Issue one copy of Statement of Debtor’s Rights and Responsibility. Issue one copy of 39 CFP Part 961, Rules of Practice in Proceedings Relative to Employee Hearing Petitions Under Section 5 of the Debt Collection Act. These must be issued at least 30 days prior to making an administrative employee salary offset.
No hearing petition is requested within 15 days of notice issued…		30 days after issuing the Notice of Involuntary Administrative Salary Offset and Statement of Debtor’s Rights and Responsibility, the postmaster, manager, or supervisor must: Complete PS Form 3239. Enter the invoice number in PS Form 3239. Submit PS Form 3239 to the SIC.