Effective April 6, 2011, Employee and Labor Relations Manual (ELM) 936.5, Payment to Licensed Vendors, and 936.6, Purchasing Procedures for Nurse’s Program, are revised to reflect updated and streamlined purchasing and payment procedures for work clothes and uniforms.
Employee and Labor Relations Manual (ELM)
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9 Labor Relations
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930 Work Clothes and Uniforms
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936 Payments
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936.5 Payment to Licensed Vendors
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936.53 Examination of Invoice
[Revise 936.53 as follows:]
The Uniform Program office may require uniform vendors to provide documentation to ensure that purchases are reasonable under all circumstances and that they comply with postal regulations.
936.54 Evidence of Purchase
[Revise 936.54 as follows:]
The vendor must keep itemized sales records of the individual transactions that include the employee’s name, date of purchase, and a description of the items in the transaction — including size, color, and unit price. These records must be maintained for auditing purposes for a minimum of 3 years after the date of purchase.
[Delete 936.55 through 936.59:]
936.6 Purchasing Procedures for the Nurse’s Program
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936.62 Procedures
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936.622 Optional
[Revise 936.622 as follows:]
Nurses who have difficulty in locating a Postal Service licensed uniform vendor that provides nurse’s uniforms may purchase their uniforms from any bona fide source in the following manner:
a. Nurses must present itemized invoices to the district Human Resources manager for review to ensure that items are authorized for reimbursement according to Article 26 of the National Agreement. Invoices must include the following information:
(1) Name of employee.
(2) Name of the firm from which the purchase was made.
(3) Date of purchase.
(4) Employee’s Employee Identification Number.
(5) An itemized description of the items purchased, including size and color.
(6) A statement by the employee certifying that the items listed were actually purchased, and an explanation why such purchase could not be made with a licensed uniform vendor.
b. The district Human Resources manager must submit the approved nurse’s itemized invoice to St. Louis Accounting Services for processing. The amount of the approved purchase will be deducted from the employee’s available allowance.
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We will incorporate the complete text of this revision into the next printed version of the ELM and into the online update available on the Postal Service PolicyNet website:
n Go to http://blue.usps.gov.
n Under “Essential Links” in the left-hand column, click PolicyNet.
n On the PolicyNet page, click Manuals.
(The direct URL for the Postal Service PolicyNet website is http://blue.usps.gov/cpim.)
— Labor Relations Systems,
Labor Relations, 3-24-11
