FY 2014 Mitigation Process

1. FY 2014 Mitigation Process Sept 10, 2014

2. FY 2014 Mitigation • Addresses UNIT Indicators ONLY • Should start October 23, when the September NPA Report Cards are posted • New score MUST move you to the next cell or more • Covers unusual or unplanned events or conditions. • TOE is NOT a Unit Indicator for FY 14

3. FY 2014 Mitigation Here are the Unit Indicators by level: • Available for Duty (Level 21-26) • Deliveries per Hour % to SPLY (level 21-26) • Motor Vehicle Accident (MVA) rate (Level 21-26) • Wait Time in Line (Level 21-26) • Total Revenue Financial Performance Report (FPR) % to Plan (Level 21-26) • Total Workhours to Plan (All levels) • Retail Revenue % to Plan (level 20 and below) • F4 Customer Service Variance (CSV) (Level 18-20 CAG A-E only) • SOX index (Level 18 to 26, based on 2 POS ONE and 3 Postal One indicators)

4. FY 2014 Mitigation • The steps to file: • Identify the significant occurrence or issue as clearly as possible • Identify when it began, or if a budget issue “all FY” should be clear • What was the indicator that was impacted? • Identify how you had no control over the issue • Document any and all actions you tried to take to overcome the issue • Show the actual math on the indicator, the unit summary and the composite performance summary • Again, the request MUST move your composite score to the next higher number to file

5. FY 2014 Pay Rules Below are the pay increases associated with the fifteen (15) performance ratings.

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10. FY 2014 Mitigation End of Year eFlash Admin total should be budgeted at 2080 hours, a difference of 985 hours

11. FY 2014 Mitigation End of Year FPR from EDW

12. FY 2014 Mitigation Example of Actual eFlash Plan total hours of 8285 should be increased by 985 hours short in Admin

13. FY 2014 Mitigation Corrected eFlash Example Add the 985 hours to the YTD plan and make the corrections, then do the math

14. Check your new percentage to see what cell it falls in – always round down here

15. Then compute the new composite score based on your adjusted figures

16. FY 2014 Mitigation Your new score MUST move you at least to the next cell or you cannot file

17. You must complete the Mitigation questions as completely as possible

18. FY 2014 Pay Rules Below are the pay increases associated with the fifteen (15) performance ratings.

19. FY 2014 Pay Rules Details • If you are on a detail in a rated NPA position for 180 days, that score will be used based on the unit indicators of that position and pro-rated with where you are at the end of the FY. • If your detail to a rated NPA position lasts 276 days or more, no matter where you are at the end of the FY, the entire year will be based on the detail and the unit indicators of that position. .

20. FY 2014 Pay Rules Details • You were detailed to Ops Support for 25 days. • You were in your office for 166 days • You were in a OIC position for 174 days • Your office had a unit score of 12 and the OIC office was a 6.

21. FY 2014 Mitigation • If the NPA Composite score moves a cell or more, the installation head will submit the Unit Request for Consideration of Mitigating Factors and Checklist for Consideration of Mitigating Factors forms to the lead PCES district executive. • The unit summary and composite summary must be re-calculated and submitted along with a copy of the NPA Report Card Detail from the NPA Website to the lead PCES district executive. If the installation head requires assistance calculating mitigating factor effects then the installation head should contact his or her NPA coordinator and PFP coordinator.

22. FY 2014 Mitigation • The lead PCES district executive reviews the forms and documentation. If approved, the package is forwarded to the Area Manager, Human Resources. If disapproved, the lead PCES district executive returns the package to the unit’s installation head that submitted the request along with a written explanation.

23. FY 2014 Pay Rules • The Area Manager, Human Resources, along with the Area Manager, Operations Support (or designee) must verify that the documentation supports the mitigation and the resulting recommended change to the Overall Performance Rating. If valid, both must sign the request form and scan the form to the Director of Compensation & Benefits at Headquarters via the Perform3 email address to arrive NO LATER THAN TEN CALENDAR DAYS AFTER THE SEPTEMBER YTD NPA REPORT CARD DETAIL IS PUBLISHED. • The Area Manager, Human Resources must only forward request forms to the Director of Compensation & Benefits if verified that the mitigation raises the unit’s Overall Performance Rating by at least one whole point. If not valid, the Area Manager, Human Resources returns the package to the lead PCES district executive (who must notify the unit installation head within 30 days of the original submission).

24. FY 2014 Pay Rules Denials • If your mitigation request is denied at any level, you should receive an email detailing the reasons for the denial. • There is no formal appeal process for mitigation • If we see pattern of denials across the country or within certain districts, be sure that we will be dealing with the Areas or HQ to see that these requests were given the proper consideration • Remember that in FY 2009 core requirements scores were limited by districts and we took that to HQ, and finally to the OIG to get consideration. Those who filed for mitigation in FY 2009 and FY 2010 did finally receive payouts although much later.

25. FY 2014 Pay Rules • EAS PFP payments will be calculated on the employee's basic salary as of September 30, 2014 applied within the parameters of the salary schedules in effect on the effective date of the payment on January 10, 2015 (PP 3-15). On January 10, 2015, the salary schedule will be updated before the pay actions are calculated in order to provide greater room within the range for salary increases. • FY 2014 EAS PFP payments are effective January 10, 2015 (PP 3-15) and will appear in the employee's regular check on January 30, 2015. Eligible employees who have separated before the effective date of the payment (January 10, 2015) will have their PFP check sent to their employing office.

26. FY 2014 Pay Rules • Employees who were on the rolls in good standing as of September 30, 2014 and separated before the effective date of the payment (January 10, 2015) will receive the entire PFP payment in the form of a lump sum payment. • Separated employees in good standing include retirements, voluntary separations, estates of deceased employees, and other separation NOAs except those listed below. • Separated employees rated 1, 2, or 3 or "Not Rated" or with separation codes 310, 328, 329, or 346, will not be eligible for any PFP payment.

27. FY 2014 Pay Rules • Full-time employees will have the PFP payment paid in the form of base salary increases if there is room within the salary grade range to provide a salary increase. Any PFP payments that would put an employee’s salary over the salary maximum will be converted to a lump sum payment. • Part-time employees (primarily A-E postmasters) will have the PFP percentage applied to their hourly rate of pay if there is room within the grade range to provide a base rate increase. Any PFP percentage amount that would put an employee’s base rate above the maximum will be converted to a lump sum payment. Lump sum payments for hourly rated employees are calculated by multiplying the September 30, 2014 hourly rate times the balance of the PFP percentage payment not already applied to the base rate times the part-time employees’ limited tour hours.

28. FY 2014 Pay Rules PMR Pay • PMR pay is based on the national NPA corporate score, and then applied to the pay as a percentage as long as the pay rate is within the range of pay. • We believe that the PMR pay rate will be raised by that percentage as of January 10th, and they will see the percentage earned in their paycheck of January 30th also.