NATIONAL RURAL LETTER CARRIERS ’ ASSOCIATION SEPTEMBER 2012 NATIONAL MAIL COUNT TRAINING

1. NATIONAL RURAL LETTER CARRIERS’ ASSOCIATION SEPTEMBER 2012 NATIONAL MAIL COUNT TRAINING

2. Rural Mail Count - Overview • Definition of count • Dates to remember • Pre-count conference • Review of forms • PS Form 4239 • PS Form 4241 • Option elections and leave agreements

3. Rural Mail Count - Overview Who Counts? • In accordance with Article 9.2.C.3.a.(4), the Postal Service notified the NRLCA of it’s intent to conduct a national count of mail for all rural routes during the last twelve working days of September.

4. Important Dates

5. Important Dates

6. Rural Carrier Count Procedures 5” 6 1/8” 3/8” 1 9/16”

7. Rural Carrier Count Procedures 18 ”

8. Mail Count Procedures • All classes of mail must be counted daily • Before it is cased • Manager/counter must exercise extreme caution to ensure all entries are correct • Carriers may verify all counts of mail, including timed functions • Carriers may observe mail count • Relief Days • Annual Leave Days • Must be in non-duty status • Must not participate in office work activities • Cannot be on sick leave, SWOP, or OWCP

9. Carrier Responsibilities • Advise your manager, on a timely basis, of any disagreements that cannot be resolved with the counter • Disputed items must be brought to managers attention prior to casing and delivery • Do not enter into any agreements that violate The National Agreements, MOUs, or Postal Service Policies

10. Pre-Count Conference • Purpose • Resolve issues & concerns prior to count • Must be completed by COB Saturday, September 1, 2012 • Mandatory for all involved in the count • Brief conference - generally 20 minutes or less • New procedures not discussed during this conference cannot be introduced between pre-count conference and the count • Pre-count Conference Checklist • Refer to mail count guide and check list. • Do not enter into any agreements outside of these guidelines

11. Mail Flow • Mail Flow • Consistent with normal conditions • Honor mailer in-home dates where possible • Must not require additional clerk workhours expressly for clearing mail prior to count • Clerk hours must not be curtailed or increased on the last day of count • Normal cut-off times should be observed • Mail is distributed to ensure a normal flow on the day preceding the count and the last day of the count

12. Definition of “Available Mail” • All mail distributed and placed on carrier case ledges, in hampers, trays, or on the floor beneath the carrier case, and that which is in distribution case up to the cutoff or final withdrawal time prior to the scheduled departure to serve the route.

13. Withdrawal of Mail • Procedures established for count period same as throughout the year • Allowance is for all carriers in a unit, not individually - 30 minutes weekly • Carriers may be required to record DUVRS – on PS Form 4240 comments section— limited to one total linear measurement of letter and flat mail in a single entry and number of box holders sets received

14. Withdrawal of Mail • Cutting straps or plastic shrink wrap is carrier’s responsibility whether withdrawal is received or not • Carriers who receive withdrawal may be required to withdraw mail throughout the year

15. PS Form 4239 - Rural Route Count Of Mail • Daily worksheet and mail count record • Only document used to record volume & time data • Available for daily carrier review • PO-603, 535.11.c—” When management completes Form 4239, it will be shown to the carrier, upon request, before the mail is trayed or strapped out to allow verification of the count data” • Signed daily by person conducting count • After Form 4239 has been completed each day, the PM retains the original & a copy is given to the carrier

16. Letters All letter-size mail 6-1/8” or less in width Small magazines & catalogs 6-1/8” or less in width & 3/8” or less in thickness No maximum thickness- 3/8” applies only to small magazines & catalogs Detached address cards, regardless of size Turn up every 50th or 100th piece in each tray DPS letters returned or which would have been returned from the street (if the carrier cases DPS) are not deducted from DPS totals (these letters receive a double credit) Do not include accountables - Column 8 only PS Form 3982-R cased is credited in Column 1 PS Form 4239 - Letter Size - Column 1

17. Rural Carrier Count Procedures Column 1 6 1/8 ” This mail piece does not exceed 6 1/8 inches. It would be recorded as a letter.

18. PS Form 4239 - Sector/Segment - Column 2 • Sector/Segment Letters • Processed on Postal automated equipment in sector/segment order • All for same shelf generally within a 20” span • All mail up to 6 1/8” in width

19. PS Form 4239 - DPS Letters - Column 3 • Delivery Point Sequence Letters (DPS) • End of Run Report will be used to record DPS piece count, either party may verify by manual count • Mail up to 6 1/8” in width processed on automated equipment in DPS order • Record in Column 3 all DPS Letters, whether cased or not • DPS errors are also credited as Column 1 (Letters) or Column 4 (Flats) for double credit. There is no deduction from original count of DPS • If less than 2400 pieces averaged per week during count, will be credited in Columns 1 or 2 as appropriate

20. PS Form 4239 - DPS Letters - Column 3 • Delivery Point Sequence Letters (DPS) • All DPS letters, for both LLV and POV vehicle routes, will be entered in this column. The appropriate time allowance factor will be automatically determined based on the “vehicle data” entry (EMA or Govt. Veh.) on the PS Form 4241. • LLV must be placed on route by September 8 in order to qualify for new DPS letter rate

21. PS Form 4239 - DPS Letters - Column 3 • Delivery Point Sequence Letters (DPS) • School or business is closed • 7 or less pieces each piece column 1 (letters) • 8 or more one credit column 6 (parcels) • Inverted DPS Letters • 1 additional DPS letter is credited for every 4 DPS Letters received inverted. • Appropriate credit added to the DPS total by rounding down to the nearest whole number.

22. PS Form 4239 - Flats - Column 4 • Newspapers, magazines, flats, catalogs & rolls Other sized mail - default from letters & parcels • Catalogs must fit in empty case separations • If not, count as parcels • Weight is not a consideration • Letters larger than 6-1/8” in width • Full case separations should be tied out by carrier to allow more mail to be cased • No additional credit given • Flats processed on USFM 1000 receive an additional 17.5% credit. • Address orientation and mail piece size will determine how pieces are classified.

23. Rural Carrier Count Procedures Column 4 6 1/8 “ This piece exceeds 6 1/8 ” in height, it would be recorded as a flat in column 4.

24. DPS FLATS Column 5 The NRLCA National Board does not believe the imposed DPS flat implementation procedures are fair, reasonable, and equitable; therefore the issue has been appealed directly to National Arbitration. In the meantime the following procedures will be followed:

25. DPS FLATS Column 5 • Record in this column all mail processed on the Flat Sequencing System equipment in delivery point sequence flat order. • The parties have agreed that the end of run report will be used as a data source to record the number of DPS flats on PS Form 4239 during a mail count.

26. DPS FLATS Column 5 • The parties further agree that either the rural carrier or manager may verify the piece count from the EOR report by counting each piece…Should either party elect to verify the piece count, the resulting number will be recorded in column 5, rather than the piece count from the EOR. REF: Letter of Mutual Understanding, 9-16-2011 NRLCA September 2012 Mail Count Guide, page 61

27. DPS FLATS Column 5 • Do not include sequenced flats provided directly from mailers in the DPS flat volume. • Do not deduct any mail pieces from the DPS flats. • All mail processed as “DPS flats” are considered “DPS flats” regardless of size or rigidity. (This is not the NRLCA position)

28. DPS FLATS Column 5 • Missent, Missorted, PO Box mail, Forwards, and Undeliverable as Addressed DPS flats brought back to the office will receive additional credit in Columns 1, 4, or 6 as appropriate. No deductions will be made from Column 5. • Multi-Point errors and Missequenced errors that are identified, delivered and tracked by the carrier will receive additional credit in Columns 1, 4, or 6 as appropriate. No deductions will be made from Column 5.

29. DPS FLATS Column 5 • School or business is closed • 4 or less pieces; each piece additional credit column 4 (flats) • 5 or more pieces; one additional credit column 6 (parcels) No deductions will be made from Column 5.

30. DPS FLATS Column 5 It is the NRLCA position that only one run of DPS flats per day will be credited in column 5 and carried to the street. Any additional runs will be credited as raw mail in column 1, 4, or 6 as appropriate.

31. PS Form 4239 - Parcels - Column 6 • Rigid Parcels • Rigid article that exceeds any one of these dimensions: • 5” in height, 18” in length, 1 9/16” in width • A rigid article 5” x 18” x 1 9/16 is a flat • Address orientation is used to determine the height • Non-Rigid Parcels • Non - rigid article that does not fit in the letter or flat separation with other mail without damage to the article. • Includes “DO NOT FOLD OR BEND” • Provided the piece will not fit in the case with other mail without damage to the article • Determine “fit” based on 2 inch cells unless management has directed the use of 1-inch cells

32. PS Form 4239 - Parcels - Column 6 (cont’d) Direct bundles, tubs, or sacks prepared by the distribution operation • Mail all for one single address • Postage due parcels • Count as postage due AND a parcel • Parcel size pieces with detached address cards are credited in Column 7, Boxholders • Do not include direct bundles tied out at the carrier’s case • Casing & strap out credit given - no additional time

33. PS Form 4239 - Parcels - Column 6 (cont’d) • All parcels for Village Post Office (VPO) post office boxes will be recorded in this column. • Each container/bundle of mail for the VPO post offices boxes will also be credited as one parcel.

34. PS Form 4239 - Parcels - Column 6 (cont’d) • One parcel credit for DPS letter mail received for delivery for a closed school or business when there are eight (8) pieces or more of mail, (seven (7) pieces or less are credited individually under column 1). This is not deducted from column 3. • One parcel credit for DPS flat mail received for delivery for a closed school or business when there are five (5) pieces or more of mail, (four (4) pieces or less are credited individually under column 4). This is not deducted from column 5.

35. PS Form 4239—Letter, Flat, or Parcel? • Label Orientation: • Relevant in determining a letter vs. flat. • Relevant in determining a flat vs. parcel. • Width is defined as the dimension perpendicular to the address label. • Carrier has option of handling articles as flats or parcels, regardless of how credited. • How carriers normally handle the mail piece does not determine credit given.

36. Rural Carrier Count Procedures Column 6 5 “ The article on the right is a flat. It does not exceed any of the parcel dimensions. The article on the left is a parcel. It exceeds 5 inches in height. 5 “ Rigid articles of the same size can be either flats or parcels depending on address orientation.

37. Rural Carrier Count Procedures Column 6 1 9/16” This article would be counted as a flat. It does not exceed any of the parcel dimensions.

38. Rural Carrier Count Procedures Column 6 This article is a hard (Rigid) mailing tube. It would be recorded as a parcel because it exceeds 1 9/16 inches in width.

39. Rural Carrier Count Procedures Column 6 18 “ This article is a hard (Rigid) mailing tube that exceeds 18 inches in length. It would be recorded as a parcel.

40. PS Form 4239—Rigid Article in Flexible Mail Piece • Parcel • Flexible mail piece is greater than 6 1/8 inches in width • Contains rigid item • Exceeds 5 inches in height, 18 inches in length, or 1 9/16 inches in width • Area of rigid item = or greater than 80% of area of flexible mail piece • Flexible mail piece is 6 1/8 inches or less in width • Contains rigid item • Exceeds 5 inches in height, 18 inches in length, or 1 9/16 inches in width • Area of rigid item = or greater than 80% of area of flexible mail piece

41. PS Form 4239—Rigid Article in Flexible Mail Piece • Flat • Flexible mail piece is greater than 6 1/8 inches in width • Contains rigid item • Exceeds 5 inches in height, 18 inches in length, or 1 9/16 inches in width • Area of rigid item less than 80% of area of flexible mail piece • Flexible mail piece is greater 6 1/8 inches in width • Contains rigid item • Does not exceed 5 inches in height, 18 inches in length, or 1 9/16 inches in width • Exception: • The flexible mail piece does not fit in the letter (or flat ) separation with other mail without damage to the mail piece • Parcel

42. PS Form 4239—Rigid Article in Flexible Mail Piece • Letter • Flexible mail piece is 6 1/8 inches or less in width • Contains rigid item • Exceeds 5 inches in height, 18 inches in length, or 1 9/16 inches in width • Area of rigid item less than 80% of area of flexible mail piece • Flexible mail piece is 6 1/8 or less inches in width • Contains rigid item • Does not exceed 5 inches in height, 18 inches in length, or 1 9/16 inches in width • Exception: • The flexible mail piece does not fit in the letter (or flat ) separation with other mail without damage to the mail piece • Parcel

43. Rigid item inside flexible mail piece, Riverside, CA - Step 4 7 3 8 6 16 16 3 1 5 6 8 16 Ref #2 Flexible mail piece > 6 1/8” width containing rigid item exceeding 5” height, 18” length, or 1 9/16” in depth. The area of rigid item < 80% of area of flexible mail piece. THIS IS A FLAT

44. Rigid item inside mail piece Riverside CA Step 4 Reference Previous Slide : The flexible mail piece is: 6 3/16 X 8 7/16 = 6.1875 X 8.4375 = 52.21 square inches. The rigid item that was inside the flexible mail piece is: 5 1/8 X6 3/16 = 5.125 X 6.1875 = 31.71 square inches. 31.71 ÷ 52.21 = 60.7% The rigid item is less than 80% of the flexible mail piece; therefore, the mail piece would be credited as a: FLAT

45. PS Form 4239 - Boxholders - Column 7 • Boxholders • Daily Number of boxholders taken out for delivery • Actual Pieces - not sets • All simplified address mail, including samples with detached labels • Boxholder count must not exceed # of families or boxes (as appropriate) • Samples with detached address cards • Number of samples recorded as boxholders • If address cards specifically addressed - letters • If address cards simplified addresses - 2 boxholders • Carriers have the option to handle boxholders separately or case them

46. PS Form 4239 - Boxholders - Column 7 Boxholdersare counted only when they are delivered. • Examples: • A two-week mail count begins September 17 and ends September 29. A boxholder is received in the office on September 15 with a requested delivery date of September 17. This boxholder would be delivered on September 17 and would be included in the count. • Conversely, a boxholder received in the office on September 29, with a requested delivery date of October 1 would be delivered on October 1 and would not be included in the count.

47. PS Form 4239 - Accountables - Column 8 • Registered, Certified, Numbered Insured, Return Receipt for Merchandise, Express Mail & Signature Confirmation • Includes any accountable mail found in DPS • Total number of articles received daily for delivery • L routes using firm delivery sheets – one accountable credit per page • Firm delivery receipt should only be used for addresses receiving two or more accountables • Bar coded International mail requiring a signature • Includes Signature Waiver Express Mail items not requiring a PS Form 3849 • An Arrow Key is not credited in column 8 • Accountable articles are not recorded in Columns 1, 2, 4, 6, or 11.

48. Column 8 Accountable Mail Guaranteed By End of Day Express Mail • Handle as an accountable • May be found in DPS • Delivery not time sensitive—must be delivered by end of day—when the carrier reaches that delivery point • Carriers should not deviate from their normal line of travel to deliver • Waiver of signature available • Signature Waiver Express Mail Items not requiring a PS Form 3849 are credited in this column

49. Express Mail Service PS Form 4239 - Accountables - Column 8 Adult Signature Services • Adult Signature Required: • Requires the signature of someone 21 years of age or older at the recipient address. Requires verification of age by delivery employee • Adult Signature Restricted Delivery: • requires delivery of mail piece to addressee (or authorized agent) who is over 21 years of age. Requires verification of age and identity by delivery employee.

50. Express Mail Service PS Form 4239 - Accountables - Column 8 Accountable mail for Village Post Office (VPO) post office boxes will be recorded in column 8.