M-39 Management of Delivery Services

Handbook M-39, TL-13, 03-01-98
Administration of City Delivery
Service
12 Office Work Routine
121 Carrier Work Methods — Office
121.1 Casing Mail
121.11 Casing Systems
a. On Non-Delivery Point Sequence (Non-DPS) Routes, there are three
basic casing systems used for casing and preparing mail for delivery:
One-Bundle, Two-Bundle, and Modified Two-Bundle. The system(s)
that best meets the requirements of the unit should be used. However,
for efficiency and economy, some degree of uniformity should be
maintained. Use of the most advantageous system, including the
proper use of all authorized equipment, is required.
b. On Delivery Point Sequence (DPS) Routes, the proper use of all
authorized equipment is required. The local manager and union
designee will jointly select the most efficient work method possible from
the options listed and in accordance with the Memorandum of
Understanding regarding this subject. Under Delivery Point
Sequencing, the following are approved work methods for handling
residual letter mail:
(1) Case residual letters in the same separations with vertically
cased flat mail, pull down and carry as a single bundle.
(2) Case residual letter mail separately into delivery sequence order,
pull down and carry as a composite (third) bundle.
121.12 Letter Mail Defined
Letter-size mail is defined as mail which can be routed into a 6-shelf letter
case (Item 124D) between separators, vertically without bending or folding.
The size of the mail is determined by the smallest vertical space between any
two shelves. (See Handbook M-41, Section 922.41.)
121.13 General
Letter mail is normally cased vertically; flat mail is cased horizontally.
Presequenced flat mailings will be treated as a third bundle or collated. Small
parcels and rolls are sorted with flats when practical. Odd shaped articles
which cannot be cased are handled as separate pieces. Carriers are
expected to sort mail to the proper separations correctly in one handling.
121.14 Letter Mail
To case letter mail, the carrier stands a few inches back from the center of
the case where labels can be easily read and letter separations reached
without moving the feet. The carrier picks up 2 or more inches of mail with
the left hand. When the hand is raised letters are in the correct reading
position. The carrier reads the essentials in the street lines to sort to the
proper case separation. The addressee’s name is read only when the street
address triggers a recall of information involving a change of address, special
instructions, etc.
121.15 Presequenced Letter Mail and Address Cards
When presequenced letter mail and address cards are authorized to be
sorted, they should be worked into an empty case whenever possible unless
this would delay preferential mail. The carrier holds presequenced letter mail
in the left hand close to the separations being used. The right hand moves
along the shelf placing the mail into the correct separations. It is closely
followed by the left hand so motion is not wasted reaching for the next piece.
121.16 Flats and SPRs
When casing flats and small parcels and rolls (SPRs), the carrier stands
directly in front of the flat case holding approximately 50 pieces (6 inches) in
the left arm while distributing with the right hand. The carrier will not pick up
pieces individually from the case ledge. Only the essentials in the street lines
of the address are read. The addressee’s name is read only when the street
address triggers a recall of a change of address, special instructions, etc.
121.17 Pulling Down Flats
After all flats and SPRs have been cased, the carrier will pull, sequence, and
strap out the contents of one flat separation at a time. The carrier sequences
flat mail by pulling down the contents of a separation and placing them to one
side of the case ledge. Next, the top flat is placed in the middle of the ledge
and the remaining flats are arranged in sequence on both sides of the first
flat in the shape of a fan. Cased small parcels and rolls are fitted into the
bundle after sequencing is completed. Then the fan is closed into a stack.
(The sequenced bundle of flats is not to be placed back into the flat
separation, except when operating under the Expedited Preferential Mail
(EPM) System, or collating as required under 121.18 below.) The bundle is
strapped and/or trayed. When necessary, it is also identified to indicate the
loop or relay.
121.18 Collating Presequenced Mailings
Instruct the carrier to follow the procedures outlined in 121.17, except place
the sequenced flats back into the flat separations instead of strapping out.
Next, obtain the presequenced bundle and set it on the case ledge; remove
flats from flat separation and set them on case ledge beside the
presequenced bundle; merge or collate the two bundles; strap out the relay
or swing, then repeat the above procedure for the next separation or swing.
121.2 Special Instructions
121.21 Expedited Preferential Mail
121.211 Morning
Carriers in delivery units operating under EPM procedures receive,
sequence, and prepare mail using the same work methods as those in
non-EPM delivery units. Generally, only preferential mail is cased in the
morning while non-preferential mail is cased in the afternoon. However, when
carries receive incidental pieces of non-preferential mail mixed with
preferential mail these pieces must be cased with the preferential mail.
121.212 Afternoon
In the afternoon, all available non-preferential mail should be at the carriers’
cases prior to the carriers’ return from the street. This mail includes flats,
letters, and SPRs. In addition to casing this mail, the non-preferential flat mail
is sequenced and placed back into the separation. These flats are not
strapped out or trayed until the following morning. The next morning the
preferential flats will be sorted and collated with those sequenced previously.
121.22 Multi-Receptacle Delivery
121.221 Definition
Multiple-receptacle delivery points are those having a number of individual
locked receptacles located at a single delivery point. Examples include:
apartment house receptacles (vertical and horizontal), and neighborhood
delivery and collection boxes (NDCBUs).
121.222 Mailroom or VIM Installations
Carriers serving rear loading boxes in mailroom or VIM installations should
receive mail segmented for these locations. Segmentations should be
prepared to allow the carrier to serve as many separations in a section as
practical while standing in one location. This is essentially the procedure
used to put up box mail.
121.223 Mail Having Incomplete Address
Carriers are expected to use their knowledge of a route to effect delivery of
mail having an incomplete address. Where current locators are available in
apartment lobbies in compliance with Publication 17, Apartment House Mail
Receptacles, Regulations and Manufacturing Standards (Section D,
paragraph 1), carriers may refer to such directories to complete delivery of
mail without apartment numbers.
Note: Carriers are not permitted to maintain apartment directories;
however, with approval of the delivery unit manager, they may use a list
furnished by a building manager. Under these circumstances carriers
may cross off removals from such lists; but they will not be permitted to
make any additions, address corrections, or other changes.
121.3 Pulling Down Cased Mail
121.31 Foot Routes
121.311 Flats
Ordinarily, flat mail is pulled down, sequenced, and strapped out before
letter-size mail. Relay sacks are packed first while the satchel is packed last.
Under delivery point sequencing if the method selected for the residual letters
is to case these letters with the vertical flats the letters and flats are pulled
down and strapped out at the same time.
121.312 Letters
After all flats have been strapped out, letter-size mail is pulled down. Letter
mail is pulled one relay at a time. Carriers must prepare their relays so that
relay carriers can meet their scheduled departure times. The carryout or
satchel mail must be pulled last. Within each relay the carrier begins by
pulling the mail for the first delivery point, and continues pulling each
separation of the entire relay in the sequence in which it will be delivered.
121.313 Preparing Relays
Normally, carriers on foot routes will put down, sequence, and strap out flats
before pulling down letters. However, carriers may be instructed to pull the
flats and then the letters for the same relay to avoid rehandling the relay
sacks. When a foot carrier prepares relays there should be sufficient sacks
on hand. After properly labeling an empty sack the carrier inserts the bundles
of flats and letters plus any uncased SPRs or merchandise samples. When a
sack has been loaded with all the mail for the particular relay, the label is
checked and the sack is closed. The completed relays are then placed in a
designated location. Loaded relay sacks must never exceed 70 pounds in
weight.
121.314 Loading the Carrier Satchel
Carriers must use a satchel when delivering mail on foot, except for
authorized dismount deliveries. Carriers are expected to load the satchel with
up to 35 pounds of mail. The weight of the satchel is not included in the 35
pounds.
a. Carriers Using a Single Satchel. The first mail to be delivered is loaded
into the satchel. Letter bundles are placed in the bottom of the satchel
in the reverse order of delivery. The carriers then stands the flats on
edge with the addresses faced so they can be easily read when
carrying the satchel. SPRs and samples that were not strapped out with
the flats are then placed in the satchel.
b. Carriers Using a Double Satchel. Carriers have the option of wearing
the Double Satchel in several configurations, according to their needs
and the needs of the route. It can be used as a single or double pouch,
with or without the shoulder strap(s) and waist belt. When using a
configuration with the waist belt, the satchel is put on first and then
loaded with mail. Carriers should use their discretion in arranging mail
in the Double Satchel to ensure the most efficient methods and
comfortable weight distribution.
121.32 Park and Loop and Drive-Out Routes
Flats and letters are pulled down and strapped out using the same
procedures as foot routes. As the mail for each loop is pulled down and
strapped out, it is placed into trays or other containers. If using a single
satchel, carriers load the mail for the first loop into the satchel before leaving
the office. If using the Double Satchel in a configuration with the waist belt,
carriers load mail into the satchel at the first delivery point. The carrier is
expected to load the satchel with up to 35 pounds of mail.
121.33 Curbline Routes
Curbline carriers pull down using the same work methods outlined for foot
routes; but they must place letter and flat mail in delivery sequence in trays
without strapping out. Carriers on curbline routes will normally handle
presequenced letter and flat mailings as a separate third bundle. When a
route receives two or more presequenced flat mailings for delivery on the
same day, the delivery unit manager may authorize the carrier to collate
these mailings into a single third bundle.
122 Scheduling Carriers
122.1 Establishing Schedules
122.11 Consider the following factors in establishing schedules:
a. Schedule carriers to report before 6 a.m. only when absolutely
necessary.
b. Fix schedules to coincide with receipt and dispatch of mail. At least 80
percent of the carriers’ daily mail to be cased should be on or at their
cases when they report for work.
c. Schedule carriers by groups. Form groups of carriers who make the
same number of delivery trips and whose office time is approximately
the same.
d. Generally, schedule carriers of the same group to begin, leave, return,
and end at the same time.
e. Schedule so that delivery to customers should be approximately the
same time each day.
f. Make a permanent schedule change when it is apparent that one or
more days’ mail volume varies to where it is causing late leaving.
g. Schedule carriers’ nonwork days in accordance with the National
Agreement.
122.12 Post all schedules and keep them up to date.
122.2 Carriers’ Leaving Schedules
122.21 Establishing Leaving Schedule
The leaving time for the carrier is determined by the following:
a. Workload. The normal workload for the route;
b. Availability of Mail. The time all the mail for the same day’s delivery is
available;
c. Necessary Office Time. Time required to case this mail, withdraw, tray
or strap out mail, obtain parcel post, and complete other required office
duties; and
d. Business Hours. Normal community business hours.
122.22 Maintaining Leaving Schedule
Carriers must be trained and motivated to complete their office work so that
they may leave the office on time each day. The delivery unit manager must
be aware of and record the daily workload for each route, and:
a. Provide assistance where necessary for carriers to meet scheduled
leaving times;
b. Recognize when a judicious use of curtailment of non-preferential mails
is appropriate; and
c. Use carrier late leaving reports to help determine performance
efficiency and also to indicate possible training needs. Delivery
managers at all levels must take positive steps to instill every employee
with a sense of importance in the daily need to maintain schedules and
perform all assigned duties within the allocated time.
122.3 Authorizing Overtime and Auxiliary Assistance
122.31 Before overtime or auxiliary assistance is authorized, determine whether:
a. Carrier can complete delivery within scheduled time.
b. Leveling the daily workload can be achieved by observing provisions in
Section 612, Postal Operations Manual.
122.32 When relief is essential, use the following criteria (not necessarily in the order
listed) in determining the most economical manner in providing it:
a. Use overtime when it would be more economical than providing
auxiliary assistance. Consider time in traveling to and from the route,
drive-out cost or carfare cost, availability of replacements, delivery time,
and conservation of fuel.
b. Use auxiliary street assistance in the field when it would be more
economical than using overtime or providing assistance in office and/or
there is no replacement available who is proficient in casing mail.
Before authorizing street assistance, consider impact of use of
additional fuel.
c. Use auxiliary assistance in the office when it would be more
economical than using overtime or providing auxiliary assistance in the
field. The following must also be considered:
(1) The replacement must have fair knowledge of the route and be
able to case mail with reasonable proficiency.
(2) The replacement is employed in casing mail at a time when the
regular is not in the office or on duty or where a separate case for
flats and papers is available and the replacement would not
interfere with the regular. Managers must instruct employees
performing casing assistance not to load letter separations with
large pieces and flats that would impair sorting additional letter
mail.
d. Keep up to date a list of replacements most familiar with individual
routes. Delivery services managers must use good judgment in
determining the most efficient and economical methods of assigning
overtime or assistance on high volume days to maintain normal delivery
schedules.
122.33 The employee, upon request, will be provided a Form 3996, Carrier
-Auxiliary Control, after the supervisor has been verbally informed as to the
reason for the request. The employee shall not be denied the form and, upon
request, a duplicate of the completed form will be provided the employee.
123 Providing Relay Service
123.1 General
123.11 When mail for a delivery trip weighs more than 35 pounds, make relays to
one or more suitable collection or relay boxes appropriately located on the
route. When a carrier uses a cart, the 35-pound limitation does not apply for
the carry-out and/or any relays. Relays may also be made to safe points
within office buildings or stores when agreeable to the owners or their
representatives. Mail not deposited inside of relay or collection boxes must
be placed in sacks locked with padlocks.
123.12 Determine service needs on a day-to-day basis at each unit and take the
following actions:
a. Schedule relay carrier to report at delivery unit not earlier than 10
minutes after scheduled leaving time of the foot carriers, to avoid
excessive office time.
b. Insist that all carriers prepare relays before their carry-out mail and
prior to scheduled leaving time, to avoid delay to relay carrier resulting
in some carriers having to wait for relays.
c. Require all carriers to sack and label relays. The labels should show
the location of the relay and the number of the foot route. It may also
contain the number of the relay in order of relay delivery.
d. If space permits, have carriers place relays on a designated
conveyance on the workroom floor rather than leave them in the aisles,
around or under their cases.
e. Require carriers to include all mail in relays, except registered.
f. Use existing service as far as possible in making relays, including
interstation service, Motor Vehicle Service (MVS), motorized and parcel
post carriers, collectors, and rural carriers if the mileage of the rural
carrier is not increased. Make relays by part-time flexibles when other
services are inadequate.
123.2 Weighing Relays
Managers must weigh relays as needed but not less than once annually to
determine that only warranted relays are being made. If the unit manager
feels it is necessary, he or she should periodically check to determine if all
relays are warranted.
123.3 Testing
123.31 To conduct a test showing relays prepared and delivered:
a. Require each foot carrier to complete a form for 2 or more days
showing location of each relay point and the time the carrier picks up
the mail from each point. (Use Form 1627, General Purpose Ruled
Form. See exhibit 123.31a.)
b. Require each relay carrier to complete a form for the same period
showing the location of each relay point, the number of sacks placed at
each point for each route, and the time. (Use Form 1627, exhibit
123.31b.)
123.32 Enter opposite each relay location on the relay sheet the earliest time the foot
carrier tapped the box. Circle entries where carriers waited for relays or
where tolerance between time of deposit by relay carrier and time of arrival
by foot carrier is small and could result in the foot carrier waiting for relays on
some days.
123.4 Determining Need for Relay Points
123.41 A collection box can be used after determining the number of warranted
relays per foot route needed daily for the mail volume weighing in excess of
35 pounds.
123.42 Establish the most suitable location(s) on the route for depositing relayed
mail. Install a collection box at the relay point where mail volume and public
convenience warrant.
123.43 Assure that a collection box will accommodate both collection mail and all
relay mail.
123.44 Consider the installation of a relay box where:
a. Requirements for a collection box are not met;
b. A collection box will not accommodate the relays at a particular
location;
c. There is a need for the storage of satchel carts; and
d. Where required at strategic locations along shuttle and arterial
collection runs for exchange of mail.
Exhibit 123.31a
Form 1627
123.44 Administration of City Delivery Service
23 Handbook M-39, TL-13, 03-01-98
Exhibit 123.31b
Form 1627
124 Parking Area
124.1 Assign Spaces to USPS Vehicles
Whenever possible, USPS vehicles will be parked near the dock in
specifically assigned spaces which are identified by individual route numbers.
124.2 Priorities for Parking Area Access
When the delivery unit’s parking area is too small to accommodate all
USPS-owned vehicles, USPS-leased vehicles, and employee drive-out
vehicles, the following priorities will be observed in assigning spaces:
a. USPS-owned vehicles.
b. USPS-leased vehicles.
c. Employee drive-out vehicles.
124.3 Limitation on Employee Parking
Employees’ personal vehicles must not be permitted to park anywhere that
they could interfere with official vehicle operations or designated customer
parking.
125 Carrier Work Methods — Street
125.1 Loading Carrier Vehicles
The carrier should take all mail for delivery to the vehicle at the same time
using a hamper or other assigned conveyance. Avoid extra trips to the
vehicle unless they are absolutely necessary due to the quantity of mail. After
clocking onto street time, carriers should proceed directly to their vehicles
and load the mail in an orderly fashion. When loading the vehicle, parcels
must be arranged in delivery sequence where they will be convenient to the
carrier. On curbline routes, the working trays of letter and flat mail should be
placed on the vehicle’s working shelf with the addresses faced so the carrier
can easily read them. Flat mail is placed to the right of the letter mail. On
park and loop routes, trayed letters and flats must be placed in a sequential
order so that the carrier can quickly identify the mail for each loop. After
loading the carrier must take empty equipment and parcels missorted to the
route to a location designated by the delivery unit manager.
125.2 Loading Times
125.21 General
Where a motorized delivery unit does not have a ramp and loading times
have been assigned to reduce congestion, carriers should be required to
observe their assigned loading times.
125.22 Daily Supervision
Delivery unit managers must supervise loading area activities daily to prevent
operational delays.
125.23 Load at Assigned Space
Where a dock has a ramp, vehicles should be loaded at their assigned
parking spaces. When loading at the dock is necessary, the unit manager
must stagger loading to avoid lost waiting time.
125.24 Transport Mail to Vehicles
Mail for curbline or park and loop routes must be placed in hampers or other
suitable conveyances for transporting to the loading point.
125.25 Sequence Parcels When Loading
While loading parcels into the vehicle, carriers are to arrange them in the
sequence of delivery. Instruct carriers to place missorted, missent, or
undeliverable as addressed parcels and empty equipment in a specific safe
location, either on the dock or in another readily accessible location, which
will not require them to return to their casing area.
125.3 Authorized Lines of Travel
Carriers are required to follow their authorized lines of travel at all times. On
motorized routes this includes travel to and from: the route, authorized lunch
locations, break locations, refueling locations, collection boxes, and on the
route.
Note: Managers may analyze vehicle travel by comparing the mileage
used daily with the authorized mileage.
125.4 Carrier Satchel
125.41 Required Use
Carriers must use a satchel when delivering mail on foot, other than for
authorized dismount deliveries. Carriers using the Double Satchel may wear
it as a single or double pouch, with or without the shoulder strap(s) and waist
belt, according to the needs of the carrier and the route.
125.42 Loading the Satchel
The satchel is loaded with all the letter, flat, and SPR mail for a loop or relay
to minimize the trips to the replenishment point, except when this would
require carrying more than 35 pounds of mail. When using the Double
Satchel in a configuration with the waist belt, the satchel must be put on first
and then loaded with mail. Carriers should use their discretion in arranging
mail in the Double Satchel to ensure the most efficient methods and
conformable weight distribution.
125.5 Park in Designated Location
On a park and loop route, the carrier must park the vehicle in the locations
the unit manager has designated. After parking, the carrier must perform
delivery as on a foot route, except for delivery of parcels.
125.6 Finger Mail
Carriers shall finger mail except when driving or when walking up or down
steps or curbs, when crossing streets, or when this would create a safety
hazard to themselves or the public.
125.7 Parcel Delivery
Carriers ordinarily must deliver parcels at the same time other mail is
delivered since separate delivery of parcels would necessitate traveling the
route twice. However, if parcels cannot be carried with other mail in the
shoulder satchel, or satchel cart where authorized, instruct the carrier
regarding delivery of parcels using one of the methods outlined below:
a. Parcels Too Heavy or Large for Satchel. Bypass the stop until the loop
is completed, then drive to the delivery point to deliver the parcel and
other mail at the same time. Use this method when the mailer or
addressee has authorized the carrier to leave the parcel.
b. Delivery of Parcel After Completing Loop. The carrier may park in the
usual location and deliver the letter and flat mail first. However, when
delivering the letters determine if the parcel is deliverable. If no one is
available to receive the parcel but the carrier knows that someone is
usually available, the carrier does not leave Form 3849, Delivery
Notice/Reminder/Receipt. The parcel is returned to the office for a
second attempt on the next delivery day. In this situation, a notice is left
if the parcel cannot be delivered after the second attempt. If no one is
available to receive the parcel and the carrier knows that no one is
usually available, the carrier completes and leaves Form 3849 after the
first attempt and returns the parcel to the delivery unit. If the carrier
does not know if someone is usually available to receive parcels, a
notice is left after the first attempt.
125.8 Curbline Delivery
125.81 Serve Boxes from Vehicle
On a curbline delivery route, the carrier must serve the mailbox without
leaving the vehicle, except to collect postage dues, obtain payment or
signature for special services mail, to deliver parcel post too large for the box,
or to serve a box temporarily blocked.
125.82 Maintain Orderly Cargo Area
Motorized delivery carriers must maintain the cargo area of their vehicle in an
orderly fashion to permit rapid identification of mail to be delivered.
125.9 Collection of Mail
125.91 Private Receptacles
Carriers must collect mail placed adjacent to, in, or on private mail
receptacles when delivery is made to that particular delivery point. Carriers
must always collect mail from curbline boxes they pass on their routes when
the signal flag is raised. After collecting, the carrier will lower the signal flag
whether mail has been delivered or not. Carriers will not raise the flag at any
time nor operate any other signal device.
125.92 Collection Boxes
Carriers will collect mail from designated collection boxes as scheduled.
125.93 Barcode or Similar* Tracking Systems
Local management may select among the approved barcode or similar
tracking systems, to affix a barcode or component of a similar tracking
system, to any number of collection points for use in the review of collection
services. Carriers will scan barcode labels affixed at collection points with
barcode reading devices, or utilize the scanner of a similar tracking system,
assigned to them for that purpose.
* Similar Tracking System in general refers to any number of different data
collection systems available in the market place as long as they collect
similar information in the same general manner as the barcode system.
Examples: scanner wand, buttons, etc.
126 Office Work While Carrier Is on Route
126.1 Review of Work Area
126.11 Review the carrier work area after carriers are on the street. Spot check
carrier cases daily to make certain no mail is lodged behind or under the
shelves.
126.12 Verify the type and amount of mail curtailed to see if it agrees with that shown
on Forms 1571, Undelivered Mail Report, and 3921, Daily Delivery Unit
Volume Recording Worksheet. (A simple system is to measure in linear feet
and inches the amount of mail curtailed and multiply by the number of pieces
per foot per class of mail; 225 pieces per foot for average letter-size circulars,
115 pieces per foot for average flat circulars, and 1,200 pieces per foot for
average post card circulars.) (See Handbook M-32, Management Operating
Data System for MOD 1 Offices.)
126.13 Examine carrier throwback case (see exhibit 126.13) to be sure mail has
been processed properly.
126.14 Examine carrier work area for safety and/or health hazards.
126.15 Review any Forms 1639, Carrier’s Report of Recurring Missorted Mail, and
send to appropriate mail processing manager.
126.2 Analysis of Curtailed Mail
Report to the appropriate manager the total amount of curtailed mail
recorded by carriers on Form 1571 (see exhibit 126.2). Include in this report
mail not delivered by the carriers and returned to the office.
Exhibit 126.13
Typical Labeling Pattern Carrier Throwback Case Item 129
Exhibit 126.2
Analysis of Curtailed Mail (From Form 1571)
126.3 Record of Carrier Work Hours, Absences, Replacements,
and Overtime
Complete Form 3997, Unit Daily Record, as per instructions on the form.
(See exhibit 126.3.) Prepare the Form 3997 several days in advance. Since
scheduled absences and scheduled replacements are known, all that needs
to be added are the unscheduled absences and their unscheduled
replacements.
Exhibit 126.3
Form 3997, Unit Daily Record
126.4 Report of Late Leaving and Returning
126.41 At non-PSDS offices, the delivery unit manager has the responsibility for
preparing Form 1813, Late Leaving and Returning Report — First Carrier
Delivery Trip. The reason for late leaving and late returning must be indicated
on the report. (See exhibit 126.41.)
126.42 In offices using the PSDS system, managers must review the Daily Carrier
Report Printout and note those carriers who left late. Circle the BS or
Beginning Street and note the reason for late leaving in the right margin. Do
the same for RS or Return Street. The reasons for late leaving and/or late
returning are to be determined by the unit manager and used as judgment
factors when preparing an Analysis of Late Leaving and/or Late Returning on
Form 1627 (see exhibit 126.42). Assure that all clock rings are accurate
because their carrier report could be selected as a basis for completing the
Form 1840-B, Carrier Time Card Analysis. Retain the carrier report printout in
the delivery unit for 1 year.
Exhibit 126.41
Form 1813, Late Leaving and Returning Report — First Carrier Delivery Trip
Exhibit 126.42
Analysis of Late Leaving (From Form 1813 or PSDS Printout)
126.5 Review of Carrier Cases and Work Area
The better organized a carrier unit manager is the more he or she will
accomplish. One aid in keeping the carrier work area in proper order is a
checklist developed to meet local conditions and situations, modified as
needed, and from which a few carrier cases can be reviewed each week.
(See exhibit 126.5.) The following are representative of some of the items
that should be checked periodically:
a. Are case labels legible and complete?
b. Is carrier’s route book satisfactory? Look for entry legibility and
completeness. On Form 1564-A, Delivery Instructions:
(1) Has the carrier filled in all the necessary information? Are the
relay boxes and street letter and mail chute boxes listed in order
of collection? On a park and loop route, has the carrier shown the
locations of park and loop stops rather than the locations of relay
boxes?
(2) Has the carrier entered information such as line of travel to reach
the beginning of the route, line of travel to reach the lunch place,
return to next delivery location, and return to office?
Note: Authorized lunch periods, travel, and locations where
the carrier is authorized to leave the route are recorded on
Form 1564-A by the carrier when the USPS provides
reimbursement or transportation to and from lunch places. In
all cases travel time to and from the lunch place will be
charged to the lunch period. Enter on the reverse of Form
1564-A any deviation for lunch by carrier technician or other
regularly scheduled replacement. The carrier has the option
of selecting up to three locations for lunch. When authorizing
lunch places, give consideration to reasonableness of
location from the standpoint of suitable eating places, and in
particular to the reasonableness of the distance from the
route to the eating place and back to the route. If at all
possible, the authorized lunch stops should be on the line of
travel. When practical, avoid having groups of carriers
congregate at one location.
(3) Have approved approximate locations for street break periods
been entered on Form 1564-A? Street break locations should
also be entered on route maps. (Indicate sequence; i.e., after
swing 2, etc.)
Exhibit 126.5
Review of Carrier Cases and Work Area
c. Are the Forms 3982, Changes of Address, being maintained as
instructed in Handbook M-41?
d. Is the carrier maintaining Forms 1564-A; 1564-B, Special Orders; and
Form 1621, Delivery Management Report?
e. Are there any Forms 3575, Change of Address Order, in or on the
carrier case that should have been processed by the carrier? If so, why
weren’t they processed?
f. Is the work area clean of trash, and have all empty sacks and other
equipment been placed in their proper location?
127 Office Work When Carriers Return From Route
The carrier unit managers must observe and direct carrier activity when
carriers return from the route. Observe such things as:
a. See that carriers promptly clock in on return to office.
b. Note any excessive undertime as determined from the posted returning
schedule.
c. See that clerks are available to check in accountable items as
efficiently and promptly as possible.
d. When carriers have ended their tour of duty, review the carrier work
areas for curtailed mail not reported on Form 1571.
e. If not under PSDS, complete Forms 1813 and 3997. PSDS offices
complete Daily Carrier Report Printout for late returns and assure any
sequence or other timekeeping errors are corrected daily.
f. Assign work to carriers who are undertime.
g. Assure that all vehicle repair tags are reported to the vehicle
maintenance facility or maintenance contractor, as appropriate.
h. Review Form 3996, Carrier - Auxiliary Control, as it relates to time
authorized and time used.
i. Review Form 4570, Vehicle Time Record, or PSDS Report No. 4,
Vehicle Utilization, and the tachograph chart, where used, to assure
that mileage traveled does not exceed authorized mileage for the route.
In this connection:
(1) Compare actual daily mileage driven to the authorized mileage
shown on current Form 3999, Inspection of Letter Carrier Route,
and 3999-B, Inspection of Collection Route.
(2) Where unreasonable deviations are found, determine cause and
take necessary corrective action.
128 Operations Analysis
128.1 Preparing Form 3930
Delivery unit managers or designees must prepare Form 3930, Operations
Analysis (exhibit 128.1).
128.2 Source Documents for Form 3930
128.21 Two of the source documents for the accurate completion and analysis of
Form 3930 are the Edit Book and/or Form 1621 (see exhibit 128.21). It is
mandatory that delivery unit managers strictly supervise the completion of
these documents to ensure accuracy. Refer to the three previous accounting
periods, covering New Deliveries Added or Deducted From Route, to be sure
entries have not been duplicated. Unless the recording of the Total Possible
Deliveries is accurate and kept accurate throughout each accounting period,
the integrity of the information on the Form 3930, Operations Analysis, is
seriously impaired.
128.22 To assist in the accuracy of the Edit Book and/or Form 1621, a definition of a
possible delivery is a physical location on the letter carrier’s route where mail
may be delivered. Although more than one family or business receives mail
in a single receptacle or at a designated mail receiving point for bulk delivery
(such as to the management of trailer courts, hotels, motels, etc.) this does
not change the definition of possible deliveries. Accordingly, one possible
delivery would be recorded under such conditions. Any vacant residences,
stores, or offices as well as those that receive mail through post office boxes
are to be considered as possible deliveries. Where more than one trip is
scheduled on a route, possible deliveries are the total number of times the
location is served daily. New construction or restored structures are recorded
as possible deliveries when the carrier begins delivery. Dwellings or business
places vacated or condemned in areas undergoing demolition or renewal are
deducted as possible deliveries.
128.23 The delivery unit manager must check the Edit Book and/or Form 1621 in the
carrier’s route book several times each accounting period. Such items as
urban renewal, new apartment houses, or new construction of any kind must
be reported as early as possible by the carrier which will permit the manager
to visit the area and assist the builders in preparing for the approved and
desired method of mail delivery. In addition, the unit manager must maintain
close contact with state or local governments regarding future planning and
building permits.
128.24 The properly prepared Edit Book and/or Form 1621 will indicate where a
need for future adjustments may exist and allow the unit manager to plan for
them and also provide a source for the Delivery Point Sequence sort plan
information.
Exhibit 128.1
Form 3930
RESERVED
FORM
3930
Exhibit 128.21
Form 1621, Delivery Management Report
128.3 Analyzing and Using Form 3930
128.31 The analysis of Form 3930 provides an accurate system of measuring the
efficiency of carrier operations, special-delivery messenger operations, and
other customer service activities at all delivery units. It enables management
to immediately detect and correct conditions causing adverse cost trends.
128.32 Two major factors that influence carrier operating costs are:
a. Incoming mail volume, and
b. Possible deliveries.
128.33 Other factors such as weather conditions, terrain, excessive sick leave,
personnel turnover, etc., also influence carrier operating costs.
128.34 It is imperative that the carrier unit manager record any unusual conditions on
the Form 3930.
128.4 Barcode or Similar Data Systems and Related
Software/Hardware
a. Local management has the responsibility to install, maintain, and
update the quality of equipment and labels or buttons required for the
gathering of information related to barcode or similar data collection
systems.
b. Generation of reports and transferring data from scanning devices to
PC hardware will be accomplished in a reasonable and timely manner.
c. Local management has the responsibility to review and analyze daily
reports generated through such systems to ensure compliance with
Section 132.3.