The following checkout procedures must be followed to clear all field employees leaving the Postal Service™.
n Return all property including any keys, books, purchase cards, travel cards, phone cards, uniform allowance purchase cards, photo identification cards, laptop computers, Blackberry/Aircard/cell phones, or any other equipment from work or home as designated on PS Form 337, Clearance Record for Separated Employee.
n Obtain appropriate signatures on PS Form 337 by separation date.
n Submit the completed PS Form 337 to the property officer or designee.
n Ensure that all debts owed to the Postal Service have been paid. Otherwise these amounts will be taken from your terminal leave or other payroll checks.
n If you have an Aircard or cell phone, within 3 days prior to separation you must cancel your service in eAccess. Select the Request Access tab. In the box “Enter the application name”, type “Aircard” or “Cellular.” At “What do you want to do”, type “I need to cancel my service.” Ensure that you enter the cell number of the Aircard or the cell phone number, whichever is applicable.
n Submit all travel vouchers timely so that they can be cleared before your PS Form 50 is processed.
n Ensure you provide a PS Form 3077, Request to Forward Salary Check, to the custodian of salary checks in your office with your address to send your terminal leave check. If you expect other checks, such as incentive checks after your separation date, you must provide an updated PS Form 3077 to the designated custodian in your office.
n Send a PS Form 1216, Employee’s Current Mailing Address, to HRSSC, PO Box 970500, Greensboro, NC 27497-0500, to update your address of record with the Postal Service. This is necessary to ensure you receive your W-2 information without delay. Make copies of this form and send updates as necessary.
n The postmaster, manager, or supervisor must ensure the employee has no outstanding employee items as outlined in Handbook F-101, Field Accounting Procedures, Section 15-2.6, Handling Unresolved Employee Items.
n Follow Handbook F-101, Section 23-1.5, Payroll Checks Mailed to Terminated Employees, for mailing the employee’s check once you ensure there are no unresolved employee items.
n Terminate Voyager PINs by preparing the “USPS Voyager Driver/PIN Information and Cancellation Form” and sending it to Voyager either by e-mail to voyagerusps@usbank.com or by fax to 1-866-400-5770. This form is available on the USPS® Blue website at http://blue.usps.gov/purchase/voyager/forms.shtml.
n Ensure that Smartpay2 purchase card is cancelled. Complete the required actions in Handbook AS-709, Purchase Card Policies and Procedures for Local Buying, Section 222.15, Transfer to Another Office or Separation From the Postal Service. For additional information regarding closing purchase card accounts, contact your agency program coordinator at the Purchasing Shared Services Center (PSSC) by phone at 877-293-2410, or by e-mail at helpdesk.pssc.eastern@usps.gov.
n Immediately notify the appropriate area or district travel card coordinator via e-mail or by phone. A list of travel card coordinators is available on the USPS Blue website at http://blue.usps.gov/travelhelp/_xls/Travel CardCoordinators.xls. The cardholder can destroy the card locally by cutting in half or shredding it.
n Ensure that Uniform Allowance Purchase Card accounts are closed by calling Citibank at 800-287-5003. The cards should be destroyed locally by cutting in half or shredding.
n Collect all equipment. To confirm whether the employee has a laptop or Blackberry/Aircard/cell phone, check in eAccess by selecting the Manager tab. Select “View eAccess User Profile(s)”, enter the employee’s name.
n Once it has been confirmed that the employee has any of these devices, ensure that the employee cancels access in eAccess as stated above in “Employee Responsibilities”. Once the request to cancel is submitted by the employee, you will be sent a message to approve the request. This will initiate the process to discontinue payments to the vendor.
n Close travel card accounts in the bank provider’s online electronic access system immediately upon notification that an employee is leaving the Postal Service.
n Verify that the account has a zero balance. If the account has a balance due, notify the employee and manager that the balance must be paid in full by the date of separation.
n Within 5 working days of receiving written memo/e-mail notification or a signed Cardholder Maintenance form from the CCAO to cancel a cardholder’s account, make the update in the bank provider’s online electronic access system. The cardholder can destroy the card locally by cutting in half or shredding.
Note: Domiciled Headquarters employees must complete PS Form 337 by their separation date. The completed form should be mailed to Corporate Personnel Management, Room 1831, at Headquarters for final clearance.
PCES managers are responsible for obtaining required clearance signatures before the employee submits the form to Corporate Personnel Management.
— Assets and Payables,
Controller, 6-2-11
