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M-39 Management of Delivery
Services
- Handbook
M-39, TL-13, 03-01-98
-
- Mail Counts and
Route Inspections
- 21 Advance Preparations
- 211 Selecting Period for Mail Counts
and Route
- Inspections
- 211.1 In order to achieve and maintain
an appropriate daily workload for delivery
- units and routes, management will make at
least annual route and unit
- reviews consisting of an analysis of items
listed in section 214, and
- workhours, volumes, and possible
deliveries. Items listed in section 213 may
- also be utilized in the review. These
reviews will be utilized to verify
- adjustments which have been taken by
management, or need to be taken by
- management, in order to maintain efficient
service. The results of the review
- will be shared with the local NALC
President, or designee, and the regular
- letter carrier(s) serving the route(s)
that require adjustment. In some units it
- may be necessary to proceed with mail
counts and route inspections on one
- or more routes. These inspections will be
conducted between the first week
- of September and May 31, excluding
December.
- 211.2 The period selected for the mail
count and route inspections should be
- determined as far in advance as possible,
and the local union should be
- notified of this schedule. If it is
necessary to change the period, the local
- union should be notified of the revised
schedule as far in advance as
- practicable.
- 211.3 In selecting the count period,
remember that all route adjustments must be
- placed in effect within 52 calendar days
of the completion of the mail count,
- and no major scheme changes should be made
between the period
- November 15 and January 1. Exceptions must
be approved by the district
- manager in accordance with the Memorandum
of Understanding dated July
- 21, 1987, related to Special Count and
Inspection — City Delivery Routes.
- The local union will be notified promptly
of any exception(s) granted. An
- important item to consider when granting
an exception is the different types
- of relief laid out in section
243.21b.
- 211.4 Absences, for other than
emergencies, will not be granted during the week of
- count and inspection. If it can be
anticipated that there will be a count and
- inspection of the carrier routes at an
installation, to the extent possible,
- planning for that inspection should
normally be completed before annual
- leave bidding begins. This will enable
management to exclude from leave
- charts the week selected for
count and inspection.
- 212 Responsibility
for Advance Preparations
- 212.1 The postmaster or designee is
responsible for seeing that advance
- preparations are made for mail counts and
route inspections and that they
- are coordinated with all managers
concerned.
- 212.2 Arrangements must be made to see
that enough mail count and inspection
- forms and other needed supplies
are on hand.
- 213 Review
and Analysis of Carrier Control Forms
- Three or four weeks prior to the scheduled
period of formal mail counts and
- route inspections, an analysis should be
made of:
- a. Form 1571, Undelivered Mail Report (see
exhibit 126.2 , Analysis of
- Curtailed Mail (From Form 1571)).
- b. Form 1813, Late Leaving and Returning
Report — First Carrier
- Delivery Trip, or PSDS printout (see
exhibit 126.42, Analysis of Late
- Leaving (From Form 1813 or PSDS
Printout)).
- c. Form 3996, Carrier - Auxiliary Control
(see exhibit 131.222).
- d. Form 1840-B, Carrier Time Card Analysis
(see exhibit 213d (p. 1, 2, 3,
- and 4)).
- e. Form 3968, Daily Mail Collection Record
(see exhibit 213e). Used for
- collection routes only.
- f. Form 3997, Unit Daily Record (see
exhibit 126.3).
- g. Form 3921, Daily Delivery
Unit Volume Recording Worksheet.
- Exhibit 213d (p. 1)
- Form 1840-B
- Exhibit 213d (p. 2)
- Form 1840-B
- Exhibit 213d (p. 3)
- Form 1840-B
- Exhibit 213d (p. 4)
- Form 1840-B
- 213 Mail Counts and
Route Inspections
- Daily Mail Collection Record
- 214 Review
of Operating Procedures
- All operations at the delivery units
should be reviewed and any unsatisfactory
- conditions should be corrected before the
count is commenced. The review
- should include at least:
- a. Letter Routes
- (1) Scheduled reporting and leaving times
in relation to arrival time of
- mail at the unit and public transportation
schedules.
- (2) Adequacy of carrier case equipment and
condition of carrier case
- labels (see exhibit 126.5, Review of
Carrier Case and Work
- Area).
- (3) Volume of preferential mail received
on each dispatch prior to the
- carrier’s leaving time.
- (4) Amount of missent/misthrown mail
distributed to carriers.
- (5) Whether all approved segmentations of
mail are being made up
- in the most efficient manner practicable.
- (6) Handling of accountable and signature
mail by carriers at central
- markup offices. At the largest
installations receiving a large
- volume of accountable and signature mail
for delivery, local
- managers may make an exception allowing
carriers to mark up
- this mail if accountable clerks are unable
to expedite rehandling
- of the pieces in clearing carriers of
proper responsibility.
- (7) Review of Carrier Route Book to
determine if:
- (a) Form 1564A — all items completed.
- (b) Forms 1564-B and 3982 — posted on a
current basis (see
- exhibit 126.5).
- (c) Edit Book and/or Form 1621 — completed
to show current
- number of deliveries (see exhibit 128.21,
Delivery
- Management Report).
- (8) Review DPS Handling Procedures.
- b. Parcel Post and Combination Services
Routes
- (1) Scheduled reporting and leaving time
of carriers in relation to
- scheduled receipts and distribution of
incoming mail.
- (2) Adequacy and efficiency of relay
service.
- (3) Adequacy of sack rack equipment and
rack labels.
- (4) Whether intra- and inter-city trips to
carrier-based stations are
- scheduled to provide dispatch of maximum
volume of all
- preferential mail on the first trip.
- (5) Whether excessive errors in
distribution are made.
- (6) Observation of office and street
procedures, such as:
- (a) Loading vehicles at dock. (If sack
routing is used, the first
- sack separation only will be dumped.)
- (b) Line of travel in serving route.
(Managers should be very
- familiar with the routes and the territory
they cover.)
- c. Collection Routes
- (1) Whether collector is maintaining
identity of customer-separated
- mail.
- (2) Problems at platform; i.e .,
congestion, lack of equipment, etc.
- (3) Vehicles — procedures used to obtain,
return, and to report
- malfunctions. (See Handbook M-41, parts
831, 841, and 842.)
- (4) Issuance of special instructions to
collector.
- (5) Collectors’ duties.
(See Handbook M-41.)
- 215 Posting Notice of Scheduled Mail
Count and
- Inspection
- 215.1 A notice must be posted at the
delivery unit in advance of the scheduled mail
- counts and route inspections, showing the
beginning date of the count for
- each route and the day and date each route
is scheduled for inspection. This
- notice must be posted at least 5 working
days before the start of the count
- period. If a decision is made to inspect
on days other than the scheduled
- date, 1 day’s advance
notice must be given.
- 215.2 Not later than the Wednesday
preceding the count week, carrier schedules
- shall be posted for those routes requiring
an earlier starting time to count the
- mail.
- 216 Managers’
Assignments and Responsibilities
- 216.1 Any member of the management team
may be used for the inspection of
- routes. They must be thoroughly familiar
with the inspection procedures and
- shall be held responsible for the accuracy
and completeness of all data
- assembled by them and for its
proper evaluation.
- 216.2 Each manager who will be engaged
in conducting mail counts and route
- inspections should be furnished in advance
of the start of the count:
- a. List of the numbers of the routes
assigned to the examiner.
- b. Day and date selected for the
inspection of each route.
- c. Reporting times of the carriers on the
routes scheduled for inspection.
- d. Transportation information.
- e. Arrangements for lunch on the routes to
be inspected.
- f. Copy of Standard Operating Procedures
(flow charts, special
- instructions) for the unit.
- 216.3 All available city delivery
managers must be assigned to participate in this
- work so that the counts and inspections
may be completed at each unit in the
- shortest possible time.
- 216.4 In stations and branches,
managers and/or their assistants and delivery
- supervisors must be included as members of
the route inspection team.
- However, when their unit is being
inspected they should conduct normal
- office and street management activities,
and analyze route inspection data
- and correct any deficiencies
noted.
- 217 Dry-Run
Count
- 217.1 A review of the count procedures
will be made within 21 days prior to the
- start of the count and route inspection to
teach the carrier how to accurately
- complete count forms (1838-C and 1838-A)
during the period of count and
- inspection. An actual count of mail or
recording of time used will not be kept
- on the day the dry run is made.
- 217.2 The sample dry-run count items,
forms, and completion instruction must be
- furnished each carrier concerned in time
to allow for completion and review
- prior to start of the period of count and
inspection (see exhibits 217.2 (p. 1, 2,
- and 3)). Overtime or auxiliary assistance
should not be used for the
- completion of the dry run. Therefore, a
lighter volume day should be
- selected. Use only the appropriate data
(EPM/Non-EPM) for the unit being
- inspected.
- 217.3 An instruction period should be
held following the issuance of the dry-run
- materials but before the completion
of the dry-run exercise.
- 217.4 The carrier must be furnished a
sample list of mail-count items and time-used
- items. The carrier must enter these items
on a dry-run form. A manager must
- review each completed dry-run form for
accuracy, error, and omissions, and
- they must be discussed and explained to
the carrier. When necessary, the
- manager may require a second completion of
the form to assure that the
- carrier is thoroughly familiar
with completing the form to be used.
- Exhibit 217.2 (p.
1)
- Instructions to Carrier for
Dry-Run Count on Form 1838-C
- Our Ref: DATE
- Subject: Instructions to Carrier for Dry
Run on Form 1838-C
- Carrier’s Count of Mail — Letter Carrier
Routes Worksheet
- To: All Carriers Concerned
- A mail count and inspection is scheduled
for your letter delivery route within a few days. In order
- that you might be more familiar with the
accurate completion of Form 1838-C, a "Dry Run" count
- will be conducted in which you will
complete the worksheet portion of the form to familiarize
- yourself with the procedures in its
completion.
- Record pieces and time items shown below
on the worksheet in the proper spaces. Every carrier
- scheduled for route inspection (regular,
carrier technician T-6, part-time flexible, and casual) is to
- complete a "Dry Run" form. Return the
worksheet to your manager, who will review it and assist
- you when it appears there may be a
misunderstanding in the correct method in making necessary
- entries. Review Chapter
9 of your Handbook M-41 for detailed instructions.
- Note: Local
manager should develop an "Answer" Form 1838-C worksheet to assist
in prompt
- review of the "Dry Run." Dry Run Forms
1838-C should be so endorsed to avoid their being
- confused with actual mail count forms.
- Exhibit 217.2 (p.
2)
- Instructions to Carriers
for Dry-Run Count on Form 1838-A
- Our Ref: Date:
- Subject: Instructions to Carriers for Dry
Run Count on Form 1838-A
- Carrier’s Count of Mail—Parcel Post and
Combination Services
- Worksheet/Management Summary
- To: All Carriers Concerned
- A mail count and inspection is scheduled
for your parcel post and combination services route
- shortly. To ensure the accurate and
uniform completion of Form 1838-A, a "Dry Run" count will
- be conducted in which you will complete
the worksheet of the form to familiarize yourself with
- the procedures in completing the form.
- Every carrier scheduled for route
inspection (regular, carrier technician T-6, part-time flexible,
- and casual) performing parcel post and
combination services on the route being inspected is to
- complete a "Dry Run" Form 1838-A by
entering the following items in the proper spaces on the
- worksheet. Review Chapter 9 of your
Handbook M-41 for detailed instructions.
- Lower Portion of Form 1838-A Worksheet
- Enter the trip numbers, time recordings,
type of service and odometer readings.
- Exhibit 217.2 (p.
3)
- Instructions to Carriers for
Dry-Run Count on Form 1838-A
- Note: Local manager should develop an "Answer Sheet" Form
1838-A worksheet with the
- above entries and compare with carriers’
dry run forms to determine if they are being completed
- properly. Dry run Forms 1838-A should be
so endorsed to avoid confusion with actual mail count
- forms.
- 218 Estimating an Office Time for DPS
Planning
- Purposes
- When Delivery Point Sequencing is to be
implemented in a delivery unit, the
- following methodology will be used to
estimate the impact on the affected city
- delivery routes:
- a. Determine the percentage of
letter-sized mail targeted to be received in
- DPS order on the date when the adjustments
will be implemented;
- b. Multiply percentage determined in step
"a" by the average letter-sized
- mail received during the week of count and
inspection (from Form
- 1840, column 1) to determine the number of
letters for each route,
- targeted to be received in DPS order;
- c. Divide letters targeted to be received
in DPS order (as determined in
- step "b") by 18;
- d. Divide letters targeted to be received
in DPS order (as determined in
- step "b") by 70;
- e. Add results of steps "c" and "d" to
determine estimated impact;
- f. For routes where the carrier was under
standard time during the week
- of count and inspection, multiply results
of step "e" by percentage of
- standard office time used during the week
of count and inspection; the
- result is the estimated impact.
- 22
Conducting the Count of Mail
- 221 Schedules
and General Rules Governing Count
- 221.1 Letter
Routes
- 221.11 Schedule
- The count of mail on all letter delivery
routes, regular and auxiliary, must be
- for 6 consecutive delivery days on
one-trip routes and for 5 consecutive
- delivery days, exclusive of Saturday, on
two-trip routes or one-trip routes with
- abbreviated or no delivery on Saturday. It
is not mandatory that mail counts
- begin on Saturday and continue through
Friday so long as they are made on
- consecutive delivery days.
- 221.12 Use
of Forms
- 221.121 Forms 1838 and 1838-C must be
used as appropriate. (See Chapter 9 of
- Handbook M-41 for details on
completion by carrier.)
- 221.122 All count forms should be
completed daily in their entirety by the manager
- who is also required to post daily from
Form 1838 the time items for columns
- A through G and the volume items for
columns 1 through 7 on Forms 1840
- for his or her group of routes. This is
required to detect errors or irregularities
- on forms so that the manager may
immediately discuss the matter with the
- carrier and, if necessary, initiate
corrective action before the next day’s count
- so that the mistake will not
be repeated.
- 221.123 Hand-held computers may be used
to input data from the Form 1838-C
- worksheet and used to record office
activities, mail volumes, possible delivery
- counts, and street delivery times by block
face or ZIP+4 sector/segments of a
- route. The hand-held computer is not a new
work measurement system but
- only a new and improved method of
collecting information currently recorded
- manually on various route inspection
forms.
- 221.124 Hand-held computers that are
used on the day(s) of inspection by the
- examiner must be synchronized with the
carrier’s timeclock rings for begin
- tour, leave for street, return from
street, and end tour, as appropriate. When
- hand-held computers are used, manually
prepared Forms 1838, Carrier’s
- Count of Mail — Letter Carrier Routes
(Mngt. Summary); 3999, Inspection of
- Letter Carrier Route; 3999-A,
Deliveries/Inspection Record — Worksheet;
- and 3999-X, Deliveries/Inspection Record —
Worksheet, are not required.
- Computerized facsimiles will be produced
in lieu of these manually prepared
- forms.
- 221.125 Computers and software programs
used in the mail count and route
- inspection process must be approved by the
Delivery Policies and Programs
- at Headquarters, and conform
to procedures outline in this handbook.
- 221.13 General
Rules for Making Count
- 221.131 The carrier should count and
record the mail every day except on the day of
- inspection when the mail must be counted
and recorded by a manager. On
- one or more days during the count week,
each route will be inspected by a
- manager. When management performs the mail
count the carrier serving the
- route, upon request, may verify the mail
count. Where hand-held computers
- are used on the day(s) of inspection, the
route examiner will complete entries
- on Form 1838-C in the usual manner, except
for line item elapsed time totals
- and mailpiece count totals by category.
The calculations remain the same as
- previously performed manually. The carrier
will continue to make timeclock
- entries on Form 1838-C for beginning,
leaving, returning, and ending times.
- Total mail counts and times will be
provided to the carrier on a computer
- generated facsimile of Form 1838,
Carrier’s Count of Mail — Letter Carrier
- Routes (Mngt. Summary).
- 221.132 Replacement carriers assigned
to regular, full-, and part-time routes must
- count the mail and enter the data on the
prescribed forms in the same way as
- the full-time carrier.
- 221.133 There should be no changes in
normal distribution procedures or clerical
- schedules during the period of mail
counts. The normal cutoff time for
- distribution should be observed.
- 221.134 There must be no accumulation
of curtailed mail on the day preceding the
- beginning of the count, and no mail may be
curtailed on the last day of the
- count. (For exceptions, see 144, Expedited
Preferential Mail Delivery
- Program.)
- 221.135 Carriers must not be allowed to
case any mail upon their return to the office
- on the day preceding the first day of the
count period. However, if a carrier is
- regularly scheduled throughout the year to
case mail on return from the
- street, the carrier must continue to do so
during the count period. Carriers
- must not case any mail for delivery after
returning from the street on the last
- day of the count period until they have
clocked off the Form 1838-C for the
- day. (For exceptions, see Chapter 1, Part
144, Expedited Preferential Mail
- Delivery Program.)
- 221.136 All mail distributed to the
carriers up to the normal established cutoff time will
- be delivered every day of the count week
except as required by 221.134 and
- 221.135.
- 221.137 If necessary, overtime may be
used to enable the regularly assigned carrier
- to complete delivery during
the days of the count week.
- 221.138 Only in very unusual
circumstances or emergencies when excessive late
- delivery would result should auxiliary
assistance be granted the regularly
- assigned carrier during the
week of the count.
- 221.139 Each manager engaged in mail
counts and route inspections is required to
- make unannounced selective checks on other
than the route he or she is
- inspecting to verify the accuracy of the
mail counts and all entries recorded
- by the carriers on Form 1838-C, Carrier’s
Count of Mail — Letter Carrier
- Routes Worksheet.
- 221.2 Parcel
Post and Combination Services Routes
- 221.21 Schedule
- The count of mail for parcel post or
combination services routes must be
- conducted for 5 scheduled delivery days
during a basic workweek.
- (Exception: In offices with
6-day delivery, a 6-day count must be made.)
- 221.22 Use
of Forms
- 221.221 The count data must be recorded
daily on Form 1838-A and Form 1838-B
- and summarized daily on Form 1840-A. This
is required to detect errors or
- irregularities in the forms so that the
manager may immediately discuss the
- matter with the carrier and, if necessary,
initiate corrective action before the
- next day’s count so that the mistake will
not be repeated. (Chapter 9 of
- Handbook M-41 contains details on preparation
of forms by carrier.)
- 221.222 A physical inspection of the
route must be made on one or more days during
- the count week by a route examiner who
must accompany the carrier during
- a full tour. No separate form is used in
making a physical inspection of a
- parcel post or combination services
route.
- 221.223 The route examiner must
complete Form 1838-A, in duplicate, in its entirety
- and Form 1838-B, in duplicate, on the day
the examiner inspects the route. A
- manager must also make a selected check of
mail count time entries made
- by the carrier of Form 1838-A worksheet on
other days during the count and
- inspection week.
- 221.3 Collection
Routes
- The count of mail for collection routes
must be conducted for 1 day, on the
- day of inspection only, using Form 3999-B,
Inspection of Collection Route,
- and completed by the examiner.
- 222 Completion of Forms 1838, 1838-A,
1838-B, and
- 1838-C
- 222.1 Worksheets
- The carrier completes (in duplicate) the
Worksheet side of Form 1838-A, and
- Forms 1838-B and 1838-C. Delivery managers
are to refer to Handbook
- M-41 for detailed instructions on
completion of worksheets. (See exhibit
- 222.1, pp. 1–5.)
- Exhibit 222.1 (p. 1)
- Form 1838-C, Carrier’s
Count Mail — Letter Carrier Routes Worksheet
- Exhibit 222.1 (p. 2)
- Form 1838-C, Carrier’s
Count Mail — Letter Carrier Routes Worksheet
- Exhibit 222.1 (p. 3)
- Form 1838-B, Parcel
Post Firm Delivery Worksheet
- Exhibit 222.1 (p. 4)
- Carrier’s Count of Mail
— Parcel Post and Combination Services Worksheet/Management
Summary
- Exhibit 222.1 (p. 5)
- Carrier’s Count of Mail
— Parcel Post and Combination Services Worksheet/Management
Summary
- 222.2 Summaries
- 222.21 Letter Routes — non-EPM
and CMU
- (See exhibit 222.21.)
- Mail Counts and Route Inspections
222.21
- Form 1838, Carrier’s Count
of Mail — Letter Carrier Routes (Mngt. Summary)
- 222.211 Description Block. Check Non-EPM Route box on
Form 1838.
- 222.212 Columns (a), (b), and (c) —
Trip Data (Number of Pieces)
- a. Line 1, Letter-Size Mail (ordinary
letters, cards, circulars). Transfer the
- total number of letter-size pieces of each
trip from Form 1838-C to
- appropriate trip column.
- Note:
Carrier markups are recorded in the designated spaces
of
- lines 1, 2, 3, and 5. Misthrown mail must
not be included unless
- deliverable from another unit when this is
known by the carrier and
- is so marked with the carrier’s initials
and route number. Delivery
- Point Sequence letter mail should not be
included in these columns
- but indicated on the DPS volume line 7a of
the 1838 and 1838-C.
- b. Line 2, Mail of All Other Sizes.
Transfer the total number of other than
- letter-size pieces on each trip from Form
1838-C to the appropriate trip
- column.
- c. Line 3, Accountable and Signature Mail
(Registered, Certified, COD,
- Customs, Express Mail, and Postage Due).
These are accountable and
- signature items and the total pieces
handled should include any carrier
- markups.
- Note: At
installations receiving a large volume of accountable and
- signature mail for delivery, local manager
may allow carriers to
- mark up mail if accountable clerks are
unable to expedite
- rehandling of pieces in clearing carriers
of responsibility. Certified
- and ordinary postage due mail identified
by the carrier while
- performing street duties will have a Form
3849 completed at the
- delivery point, to ensure proper recording
of these items when the
- carrier returns to the office. The carrier
should attempt delivery and
- have these items listed upon return to the
office. Transfer the totals
- of all pieces from Form 1838-C to
appropriate trip column.
- d. Line 4, Computing Cols. (a), (b), (c);
Strapping Out (Lines 1, 2, 3, and 6
- Minus Carrier Markups). Add the volumes on
lines 1, 2, and 3, minus
- carrier markups, plus the volume on line 6
(only when line 6 volume is
- cased), and place the total on line 4. The
total entered on line 4 is the
- total piece count to be used to compute
the strapping-out time for each
- trip. (For exception, see line 17.) The
same time credit (70 pieces per
- minute) is allowed motorized carriers for
placing their mail in trays as is
- allowed foot carriers or park and loop
carriers for strapping out their
- mail. Do not include on line 4 any
sequenced or simplified address mail
- handled as a separate bundle and not
requiring strap out; and do not
- include on line 4 any sequenced mail that
is collated and strapped out
- on line 16.
- e. Line 5, All Parcel Post Over 2 Pounds.
Transfer the total number of
- parcels over 2 pounds, including insured,
from Form 1838-C to
- appropriate trip column.
- f. Line 6, Sequenced Mail. Transfer the
total number of pieces in each
- category, of sequenced mailings taken out
for delivery as second or
- third bundles from Form 1838-C to the
appropriate trip column.
- Mail Counts and Route Inspections
222.213
- 102 Handbook M-39,
TL-13, 03-01-98
- g. Line 7, Total Deliverable Pieces.
Transfer the total number of pieces
- into column (a), DPS Pieces from Form
1838-C. Do not complete
- columns (b) and (c).
- h. Line 8, Separating All Carrier Markups
(for Forwarding or Return) .
- Show total number of pieces of mail
separated for forwarding and
- return.
- i. Line 9, Periodical Marked Up (Exclude
Form 3579). Transfer the total
- number of pieces carrier marked up,
exclusive of pieces for which Form
- 3579 was prepared, from Form 1838-C to the
appropriate trip column.
- j. Line 10, Mail with Form 3579 Attached.
Transfer total number of Forms
- 3579 completed and attached from Form
1838-C to appropriate trip
- column.
- k. Line 11, Total Markups (Except
second-class and Form 3579). Enter on
- this line the total carrier markups
recorded on line 8 minus the totals of
- lines 9 and 10.
- l. Line 12, Changes of Address Recorded
(Form 3575, Change of
- Address Order, Including Form 3546,
Forwarding Order Change
- Notice). Transfer the total number from
Form 1838-C to appropriate trip
- column.
- m. Line 13, Insured Receipts Turned In.
Transfer total pieces from the
- Form 1838-C to appropriate trip column.
- 222.213 Column (d) (Total Number Pieces
Minus Markups). Subtract number of
- carrier and CFS markups on each of the
lines 1, 2, 3, and 5 from total mail
- count shown on the same line and record
the difference in column (d). The
- total of lines 1, 2, and 3 in column (d)
should be entered on line 4, column
- (d). Add lines 4, 5, and 6 of column (d)
and the DPS Pieces in line 7(a), and
- enter at line 7, column (d).
- 222.214 Columns (e), (f), and (g),
(Minutes)
- a. Lines 1 through 13
- (1) Line 1. Record 1 minute for the
routing of each 18 pieces of
- letter-size mail in the standard 6-shelf
case. Where joint
- agreement in accordance with the September
1992
- Memorandum of Understanding has been made
to utilize a four
- (4) or five (5) shelf letter case, the
definition of a letter will remain
- the same (see Section 121.12) and the
standard of 18 per minute
- will not change.
- (2) Line 2. Record 1 minute for the
routing of each 8 pieces of other
- size mail in the standard 6-shelf case.
- (3) Line 4. Record 1 minute for the
strapping out of each 70 pieces of
- mail, with a minimum of 3 minutes.
- (4) Lines 8-13. Record the appropriate
time allowance based on the
- standards set forth in exhibit
222.214a(4).
- 222.214 Mail Counts and Route
Inspections
- Time Allowances for
Carrier Office Work
- TIME ALLOWANCES FOR CARRIER OFFICE WORK
- Form 1838 Pieces Per Minute
- Line No. Work Function
1-Trip 2-Trip
- 1 Routing letter-size mail. 18 18
- 2 Routing all other size mail. (Use Notice
26, Maximum Time Allowance
- for Routing Mail, to convert pieces to
minutes.) 8 8
- Minutes
- 4 Strapping mail in bundles or placing in
trays, preparing relays and placing mail into satchels; for each
- 70 pieces regardless of character (minimum
allowance 3 minutes). Strapping mail in bundles for
- markup at computerized forwarding unit.
Lines 1-2-3 combined mail volume (strapping out pieces and
- markup pieces) is used in determining time
allowance at 70 pieces per minute. 1
- 8 For each 10 pieces of all classes of
mail separated for forwarding or return. 1
- 9 Periodicals marked up (for each 2 pieces
handled for forwarding or return). 1
- 10 For each Form 3579, Undeliverable
Periodical, Standard A & B or Controlled Circulation Matter.
2
- 11 For each 4 pieces marked up (mail
marked Deceased, Temporarily Away, Refused, Vacant (Occupant
- mail of obvious value) or No Mail
Receptacle). 1
- 12 For each change of address, including
Form 3546, recorded on Forms 1564-B and 3982. 2
- 13 Insured receipts turned in. 1
- 14 Registered, Certified, COD, Express
Mail, Customs and Postage-Due; Keys, Form 3868, signing for,
- returning funds or receipts, and for
partial completion of Form 3849 (name or address for
identification).
- Base minimum allowance is 6 minutes. *
- 15 Withdrawing mail where applicable (from
distribution cases, trays, sacks, and/or hampers).
- Base minimum allowance is 5 minutes. *
- 16 Sequencing and collating by-pass mail.
(Representative time in minutes will be allowed for
- work function.)
- 17 Strapping out time (when mail must be
placed in order of delivery) see 922.51d.
- (Representative time in minutes will be
allowed for the work function.)
- 18 Break (local option).
- 19 Vehicle inspection see 922.51f. Base
minimum allowance is 3 minutes. *
- 20 Personal needs, etc. (Time allowances
are printed on the form for each trip, and must not be changed.)
- 21 Office work not covered by form. (Work
functions must be identified and approved as being necessary
- and of a continuing nature.) (Use
"Comments" section.)
- Base minimum allowance is 9 minutes. *
- 22 Waiting for mail (office) and all other
office activities not performed on a continuing basis which are
- excluded in computing net office time.
(Use "Comments" section.)
- 23 Counting Mail and filling out Form 1838-C
worksheet.
- Note: For
piece items, grant the next higher allowance in minutes for
fractional units.
- Use actual times for Lines 14 through 19
and Lines 21 through 23 when those functions are performed.
- * Computing Standard Office Time Under
Columns (e), (f), and (g) on Form 1838:
- If the actual time for each of Lines 14,
15, 19, and 21 is less than the base minimum and the carrier
- performs the function the base minimum
must be entered for the Line Item in the appropriate
- column. If the actual time exceeds the
base minimum, an adjustment to that time cannot be shown
- which is less than the base minimum.
- (5) Lines 3, 5, 6, and 7. Make no time entries
on these lines.
- Note:
Managers must use Notice 26, Maximum Time Allowance
- for Routing Mail, in computing office time
allowances for lines 1, 2,
- and 4. (See exhibit 222.214a(5).)
- b. Lines 14 through 23
- (1) The entries on lines 14 through 23
(except line 20) are obtained
- from carriers’ recorded time on Form
1838-C.
- Note: Items
on lines 14 through 23 are work functions for
- which actual time is recorded and the
recordings are in
- minutes. Total entries in the Elapsed Time
column on Form
- 1838-C for each function, and transfer to
columns (e), (f), and
- (g) as appropriate (on Form 1838).
- (2) There shall be established for each
letter route a base minimum
- time allowance for each of line functions
14, 15, 19, and 21 of
- Form 1838, where applicable. Those base
minimum times shall
- be fixed at 6 minutes for line 14; 5
minutes for line 15; 3 minutes
- for line 19; and 9 minutes for line 21. If
during the week of count
- and inspection, the carrier’s average
actual time for any of those
- line items exceeds the base minimum for
the function, the carrier
- shall be credited with the average actual
time, unless an
- adjustment to that time can be supported
by appropriate
- comments on Forms 1838 or 1840 or any
attachments thereto. In
- no event may the standard time for these
functions be below the
- base minimum.
- (3) Comments such as "excessive time,"
"too much time,"
- "...adequate or sufficient for this
function," "...used on day of
- inspection," "too slow pace," and others
similar thereto by
- themselves are not appropriate comments
for the purpose of
- supporting any such adjustment. To be
considered appropriate,
- those comments must set forth the reasons
for the conclusion
- that less than the average actual time
recorded is sufficient for
- the carrier to perform that function. Be
guided by the following:
- Exhibit 222.214a(5)
- Maximum Time Allowance
For Routing Mail
- Column (A): Letter-size (ordinary letters,
cards, and circulars). Column (B): Mail of all other sizes and
insured.
- (a) Line 14, Registered — Certified — COD
— Express Mail —
- Customs — Postage-Due — Keys — Form 3868 —
Signing
- For, Returning Funds and Receipts. Record
the combined
- time for travel from the carrier case to
the place within the
- work unit where registered, certified,
postage-due, COD,
- and customs mail is obtained unless
articles are brought to
- the carrier; to sign for these items and
make returns of
- receipts or funds; and to return to the
carrier case or, where
- local conditions warrant return to vehicle
from this location.
- Include in the total on this line the time
for obtaining and
- returning keys. If accountable mail is
delivered to the carrier
- at his or her case, record the actual time
for the carrier to
- accept and sign for the articles. If
accountable mail is
- identified while performing street duties,
whether it is
- delivered or returned, the carrier will
receive the actual time
- for clearance of the piece.
- (b) Line 15, Withdrawing Mail. So far as
possible, mail must be
- withdrawn from distribution cases and
placed on carriers’
- desks by clerks or mailhandlers,
especially that mail
- received early in the morning. If it is
necessary for the
- carrier to withdraw mail from distribution
cases or remove
- mail from sacks, trays, or hampers, the
actual time must be
- recorded. Two withdrawals of letter mail
and one of papers
- for each trip, with a final pull just
prior to leaving time,
- generally are sufficient. In units where
local policy requires
- the carrier to withdraw Delivery Point
Sequence mail while
- on office time, the time to actually
withdraw this mail will be
- recorded. On the day of inspection, record
the actual time
- used by the examiner in withdrawing mail,
if the carrier
- normally pulls his or her own mail.
- Note: The
actual time used by the examiner for
- withdrawal of mail must be added to the
carrier’s net
- office time on the day of inspection.
- (c) Line 16, Sequencing and Collating
By-Pass Mail. Letter
- routes which receive on 3 or more days
during count and
- inspection period sequenced by-pass
mailings that have to
- be collated with other mail while
tying-out shall receive the
- additional representative time required to
perform such
- work identified and added to the fixed
office time. When any
- portion of by-pass mail, prepared in
delivery sequence is
- rehandled and placed in delivery order or
collated with
- additional bundles, actual time for
performing this function
- is recorded. If the mail is collated and
strapped out on line
- 16, do not compute strap-out credit for
that mail on line 4.
- (d) Line 17, Actual Strapping-Out Time.
Line 17 is to be used
- on those motorized curb delivery routes
where the majority
- of the case separations contain more than
two addresses
- per separation. In these instances, the
carrier records the
- actual time to place the mail in the exact
sequence of
- delivery instead of 1 minute for each 70
pieces. Consistent
- with the efficiency of the operation, mail
must be placed in
- delivery sequence in a bundle(s) during
strapping out.
- (Make no entry on line 17 if line 4 is
used.)
- (e) Line 18, Break (Local Option). Enter
the scheduled office
- break period, if applicable.
- Note: At the
option of the local union, the carriers at
- the delivery unit will receive one 10
minute break period
- in the office (rather than two such 10
minute breaks on
- the street). Such break will be scheduled
by the
- employer.
- (f) Line 19, Vehicle Inspection. Time is
recorded only for those
- routes assigned a Postal Service or
commercial contract
- vehicle. Vehicle inspection time is not to
be allowed those
- carriers who have drive-out agreements or
drive their own
- vehicles under contract. If the vehicle
inspection is made
- during the morning office time, enter it
at this item.
- However, if the carrier picks up the
vehicle at the garage
- and makes the vehicle inspection at that
point, it would
- become part of the garage time and would
not be entered.
- (g) Line 20, Personal Needs, Etc. An
allowance of 5 minutes is
- permitted on the first trip for personal
needs, obtaining hat
- and coat from wall racks before leaving
office, visiting swing
- room to obtain rain gear from locker, etc.
An additional 2
- minutes is allowed on the second trip of a
two-trip route.
- Note: This
is an office function and must not be taken
- on street time.
- (h) Line 21, Recurring Office Work not
Covered by Form. (Use
- Comment section to identify each
activity.) Necessary time
- must be recorded for miscellaneous office
activity not
- included on any of the lines 1 through 20.
This would
- include miscellaneous review or other work
that may
- require the carrier’s time relating to
handing of
- undeliverable mail. Describe activity
performed and time
- spent. Each time entry is to be verified
and initialed by a
- manager if it is authorized as a recurring
carrier office work
- activity.
- Note:
Entries erroneously indicated as line 21 activities
- should be lined out and the correct line
activity shown
- on Form 1838-C and initialed. For example,
a line 21
- entry for conversations pertaining to
route inspection
- forms, etc., should be changed to line 22.
The carrier
- must also be instructed as to proper
recording of work
- functions at this time.
- (i) Line 22, Waiting for Mail (Office) and
All Other Activities Not
- Performed On a Continuing Basis. Use
Comment section to
- identify each activity. Time shown on line
22 is deducted
- from the carrier’s total office time.
Carriers must be made
- aware of its purpose and impressed with
the fact that a
- slowdown in office work to avoid waiting
for mail will
- adversely affect the results of the count
and/or inspection
- and may result in a showing of a poor
office time record.
- The proper recording of time waiting for
mail, including time
- waiting for redistributed mail, will
pinpoint faulty schedules
- or the need for attention to distribution
during carrier’s
- scheduled office time. Activities that are
not part of the
- carrier’s normal routine cannot become a
part of the office
- time. These items are included on this
line for deduction
- purposes.
- (j) Line 23, Counting Mail and Filling Out
1838-C Worksheet.
- Enter only the time required to count the
mail and complete
- Form 1838-C. The time recorded on line 23
is deducted
- from the carrier’s total office time.
Carrier’s schedules
- should be advanced only as needed during
count period.
- On the form used on day of inspection, the
notation
- "counted by route examiner" should be
entered on line 23
- through columns (e), (f), and (g). If the
time recorded by
- carrier appears unrealistic — inflated or
deflated — the
- matter should be discussed with the
carrier and adjusted to
- a realistic time.
- c. Line 24, Totals. Enter totals of
columns (e), (f), and (g) — excluding
- entries on Lines 22 and 23.
- 222.215 Two Trip Routes — Columns (f)
and (g). Allowable office time for trip 2 must
- be determined in the same manner as for
trip 1, using entries in columns (b)
- and (c), respectively and lines 14 through
23, columns (f) and (g),
- respectively.
- 222.216 Column (h) (Consolidation)
- a. Total Office Time. Record in hours and
minutes. The following
- information is required.
- (1) Timeclock Rings. (See chapter 9 of
Handbook M-41.)
- (2) Total Office Time. Office time is the
total time spent in the office
- before and after serving the route.
- b. Waiting for Mail (Office) and All Other
Office Activities Not Performed
- on a Continuing Basis, and Counting Time.
Obtain from lines 22 and
- 23, columns (e), (f), and (g).
- c. Net Office Time Used (Item A). Deduct
time recorded on lines 22 and
- 23, from total office time, column (h).
- d. Standard Office Time (Item B). This
must agree with the totals at the
- bottom of columns (e), (f), and (g), line
24.
- e. Minutes Over or Under Standard (Items C
and D). Enter the difference
- between time recorded on item A and item
B. Circle appropriate item.
- f. Total Street Time. This is the total
time spent outside the office during
- the day, exclusive of lunch period. Travel
to and from the garage will be
- included in the total street time.
- g. Waiting Street Time. Enter in Waiting
Street Time block, the time used
- on the street waiting for any reason. This
time is recorded by the carrier
- on the worksheet Form 1838-C in the
Carrier’s Comments section. In
- the Relays block, enter time used on the
street waiting for relays. If
- breakdown occurred on a motorized route,
the time used incident to the
- breakdown must be reported in the Other
block. In the Transportation
- block enter the time waiting for
transportation.
- h. Net Street Time Used (Item E). Deduct
the time shown in Waiting
- Street Time, column (h), from Total Street
Time, column (h).
- i. Actual Auxiliary Time Used (Item G).
This is the total of auxiliary
- assistance given on any day during the
week of the count and
- inspection. Street time assistance should
be taken from Form 3996,
- Carrier - Auxiliary Control. Office time
assistance should be taken from
- Form 1838-C prepared by the employee
providing assistance. Indicate
- whether street time (ST) or office time
(OT). If street time, show on the
- form the street and block numbers of the
territory served by the
- auxiliary person. (This applies only to
routes normally receiving
- auxiliary assistance.)
- j. Net Total Time Used (Item F). This is
the total office and street time and
- must equal the total of item A and item E.
- k. Verified By. Initials of manager
verifying the entries and computations,
- and date.
- 222.22 Letter Routes — EPM
with CFS
- (See exhibit 222.22.)
- 222.221 Description Block. Check EPM Route and CFS
boxes on Form 1838.
- 222.222 Prior PM — Column (a). On the
first day of the count week, the carrier counts
- the mail in the case on reporting for work
and enters the number of pieces of
- letter-size mail and mail of all other
sizes in the Carrier’s Comments section
- of Form 1838-C so these figures can be
transferred by the manager to
- column (a) on Form 1838. Where the
inspection is scheduled on the first day,
- this count is made by the manager assigned
to inspect the route. These
- entries are for developing the Strapping
Out time for the volume recorded
- under column (d), line 4, and daily volume
analysis.
- 222.223 Today AM — Columns (b) and (f)
- a. Transfer all AM volume and markups
(carrier and for CFS) recorded on
- Form 1838-C to the appropriate line
numbers of column (b).
- b. Transfer time recordings for Actual
Time Entries on Form 1838-C to the
- appropriate line numbers, 14 through 23
(except 20) of column (f).
- Complete item 23 same as for non-EPM
route.
- c. Compute allowable office time for
entries on lines 1 through 13, except
- lines 3, 5, 6, and 7 where standards apply,
and record under column (f).
- 222.224 Today PM — Columns (c) and (g)
- a. Transfer all PM volume and markups
(carrier and for central markup
- unit) recorded on Form 1838-C to the
appropriate line numbers of
- column (c).
- b. Transfer time recordings for Actual
Time Entries on Form 1838-C to the
- appropriate line numbers, 14 through 23
(except 20) of column (g).
- Complete item 23 the same as for non-EPM
route.
- c. Compute allowable office time for
entries on lines 1 through 13, except
- lines 3, 5, 6, and 7 where standards
apply, and record under column
- (g).
- 222.225 Totals
- a. Compute strap-out allowance for pieces
entered on lines 1, 2, and 3,
- columns (a) Prior PM and (b) Today AM,
minus only carrier markups,
- plus line 6 when appropriate as required
under 222.212d, and totaled
- on line 4, column (d). (This includes all
mail handled by the carrier
- whether cased or for markup.) The volume
on line 4, columns (a) and
- (b) are totaled in column (d). This gives
piece credit for mail prepared
- by the carrier for the central markup unit
in computing the strap-out
- allowance.
- b. Obtain total deliverable pieces (lines
1, 2, 3, 5, and 6) by adding
- column (a) Prior PM and column (b) Today
AM, minus carrier markups
- and that mail for CFS and the DPS pieces
in Line 7(a), and enter in line
- 7, column (d).
- c. Volumes recorded and markups (carrier
and for CFS) on lines 1 and 2,
- under column (c), Today PM are transferred
to column (a) Prior PM or
- the Form 1838 (EPM). These figures will be
used for entering the count
- data on the following data to compute
strap-out time.
- d. Total entries in columns (f) and (g)
excluding entries on lines 22 and 23
- and enter in spaces provided at bottom of
each column on line 24.
- (This total provides the allowable office
time for the day.)
- e. For time data, column (h), follow
procedure outlined for Non-EPM
- routes. See 222.216.
- Exhibit 222.22
- Form 1838, Carrier’s
Count of Mail — Letter Carrier Routes
- 222.23 Parcel Post and
Combination Services Routes
- (See exhibit 222.1 (p. 4 and 5).)
- 222.231 Form 1838-A. Following is a
line-by-line description of entries to be made in
- Trip Number columns 1, 2, 3, and 4, and
Totals column. (Each time the
- carrier is scheduled to leave and return
to the office or change from one
- service to another is considered a trip.)
The Totals column must reflect the
- total volume of each category of mail and
truck stops and deliveries made by
- the carrier for the day involved. Under
Comments, indicate any pertinent
- factors or unusual conditions on day
involved that will assist in evaluating the
- route. Be guided by the following in
transferring mail volume, time, and
- mileage entries from designated columns on
the Carrier’s Worksheet to
- appropriate lines on Form 1838-A, Summary
side:
- a. Line 1. Record actual number of
ordinary and unnumbered insured
- parcels in working sacks or hampers,
including outside parcels.
- b. Line 2. Record actual number of
registered, numbered insured,
- Express Mail, certified, CODs returned,
and postage-due parcels.
- c. Line 3. Record actual number of CODs
and customs’ parcels for
- delivery.
- d. Line 4. Record number of direct sacks
or hampers; e.g., firms, schools,
- stores.
- e. Line 5. Total lines 1, 2, 3, and 4.
- f. Line 6. Record the number of working
sacks or hampers from which
- parcels are withdrawn for delivery. On day
of inspection only, route
- examiner or manager must show beginning
and ending time of delivery
- for each sack or hamper separation on the
Form 1838-A worksheet.
- g. Line 7. Record number of outside
parcels. (Those too large to be
- placed in a sack or hamper or those of a
fragile nature). Include in lines
- 1, 2, and 3.
- h. Line 8. Record all parcels returned
(included in count, but not
- delivered), such as refused, misthrown,
left notice, etc.
- i. Line 9. Record total number of parcel
post deliveries made for the
- pieces shown on line 5.
- j. Line 10. Record number of truck stops
made to deliver mail shown on
- line 5.
- k. Line 14. Record number of actual truck
stops made to effect relays,
- collections, firm deliveries, and inter-
and intra-city service.
- l. Line 15. Record actual number of relay,
firm, inter- and intra-city
- deliveries and collection pickups made.
- m. Lines 13 and 17. Enter miles traveled.
- n. Line 18. Record the time and miles for
traveling to and from the garage.
- These entries are transferred to line 18,
Form 1840-A. (The
- garage-office and office-garage time must
not be considered as part of
- the total office time for the route.)
- o. Lines 19 through 26. Route examiner
will:
- (1) Compute daily from recordings in
Elapsed Miles and Elapsed
- Time columns of Form 1838-A worksheet and
record results in
- appropriate spaces on the worksheet
provided for all mileage
- entries and for all office street time
entries covering
- relay-collection-firms, parcel post,
collection and inter-intra city
- services and garage-office and
office-garage.
- (2) Transfer these results to the
designated blocks of the
- Management Summary side of Form 1838-A,
Miles Traveled and
- Elapsed Time (Net) headings.
- (3) Deduct lunch time from street time
when it is taken during street
- time and enter remainder in the Elapsed
Time column.
- (4) Initial each entry made on the carrier
worksheet.
- p. Line 27. Record sum of all entries for
office time, street time and
- mileage for the route.
- q. Line 28. Actual time used by an
auxiliary carrier to assist on a route or
- routes will be recorded on a separate Form
1838-A for each route and
- will be transferred to Form 1838-A of
regular carrier by the manager.
- r. Line 29. Actual time used by carrier to
complete worksheet will be
- recorded in minutes. This time will be
deducted from the total time for
- the day and the time item from which deducted
indicated by asterisk.
- 222.232 Form 1838-B. (See exhibit
222.232.)
- a. Enter post office, delivery unit, route
number (check whether regular
- route or auxiliary assistance), signature,
I.D. number and date.
- b. List the firms that receive 5 or more
pieces by sack or hamper number,
- firm name, and address, and the number of
pieces. Enter the number
- of pieces for each day. One Form 1838-B
may be used for the entire
- week. If more space is needed, use additional
Forms 1838-B.
- 222.24 Collection
Routes
- Count will be made on day of inspection
only, using Form 3999-B. (See
- subchapter 23.)
- 223 Disposition of Forms 1838, 1838-A,
1838-B, and
- 1838-C
- 223.1 Forms 1838 and
1838-C
- Forms 1838 and 1838-C including duplicate
copies must be retained in the
- delivery unit while the carrier is on the
street. Carriers may use a separate
- sheet of paper to record street comments
for transfer to Form 1838-C. A
- designated place should be provided to
receive Forms 1838-C (original and
- duplicate copies) on carrier’s completion of
duty.
- 223.2 Forms 1838-A and
1838-B
- A designated place should be provided to
receive these forms (original and
- duplicate copies) on carrier’s completion of
duty.
- Mail Counts and Route Inspections 223.2
- Form 1838-B, Parcel Post
Firm Delivery Worksheet
- 23 Conducting the
Route Inspection
- 231 General
- 231.1 The inspection of a route is the
observation by a manager of the carrier’s
- office and street work for one or more
days and includes counting and
- recording the mail handled and the time used
for each function.
- 231.2 If examiner rides in the same
vehicle as the postal driver, he/she must
- inspect and determine that any temporary
seat to be used during the route
- inspection is secure and safe and has
seatbelts. Seatbelts must be worn and
- vehicle doors kept closed at all times the
vehicle is in motion. Only authorized
- passengers are permitted to ride in
postal-owned, GSA-owned, rental, or
- contract vehicles (including employees’
privately owned vehicles when used
- in postal operations). All passengers must
use seatbelts. Where conventional
- passenger seats have not been provided in
the vehicle, an approved auxiliary
- seat, facing forward, and equipped with a
backrest and seatbelts must be
- used. Sitting in other than an approved
seat or standing in a postal vehicle
- while such vehicle is in motion is
prohibited. The examiner must see that any
- temporary seat is removed at end of
inspection.
- 231.3 The examiner must report before
the carrier’s scheduled reporting time on
- letter routes. Sufficient mail must be
counted before the carrier reports to
- avoid interfering with the carrier’s normal
routine.
- 231.4 The examiner must consult the
delivery unit map for the location of the
- assigned route; develop a mental picture
of the route location in relation to
- delivery unit boundaries, delivery limits,
and other routes; and obtain an
- adequate supply of all required forms and
needed supplies.
- 231.5 The route examiner must inform
the carrier that he/she intends to make a fair
- and reasonable evaluation of the workload
on the route and that in order to
- do so the carrier must perform duties and
travel the route in precisely the
- same manner as he/she does throughout the
year. The examiner should
- impress the carrier with the fact that
management is just as anxious and
- desirous of obtaining an accurate count of
mail and inspection of the route as
- the carrier is, so that a fair and
equitable evaluation of the workload on the
- route may be made.
- 232 Conduct of Route
Examiner
- 232.1 The route examiner must:
- a. Not set the pace for the carrier, but
should maintain a position to
- observe all delivery points and
conditions.
- b. Not suggest or forbid any rest or
comfort stops but should make proper
- notations of them.
- c. Not discuss with the carrier on the day
of inspection the mail volume or
- the evaluation of the route. These matters
must be discussed with the
- carrier at a later date when all data has
been reviewed and analyzed.
- d. Make notations on the day of inspection
on the appropriate form or
- separate sheet of paper of all items that
need attention, as well as
- comments on the day of inspection. Also
list any comments or
- suggestions for improving the service on
the route, as well as
- suggestions or comments made by the
carrier during the course of the
- inspection for improvement in delivery and
collection service.
- e. Make comments and suggestions clearly,
and in sufficient detail for
- discussion with the carrier and for
decision-making purposes. The
- manager who will actually discuss the
results with the carrier must have
- enough facts and figures to reach a final
decision on any necessary
- adjustments to the route.
- 232.2 See 222.214b regarding evaluation
by route examiner as to representative
- time required for the carrier to perform
those office activities for which actual
- time is recorded.
- 233 Cancelling
Inspection
- 233.1 When the continuation of any
inspection would serve no useful purpose, the
- inspection may be cancelled at
management’s discretion. A cancellation may
- apply to an entire delivery unit or to one
or more routes of a group of routes
- being inspected.
- 233.2 Following are some items which
could bring about consideration for
- cancellation:
- a. Natural disasters or extreme weather
conditions.
- b. Unscheduled extended absence of the
full-time carrier coupled with the
- absence of a qualified replacement. (To
the extent reasonable and
- practicable, the regular carrier assigned
to the route shall undergo the
- inspection.)
- c. Unrealistic mail volume, either
abnormal or subnormal, which could
- prohibit a fair evaluation of the route.
- d. Unavailability of public transportation
where normally used by carriers.
- 233.3 Any cancellation made must be
discussed with the carrier concerned, giving
- the reasons. When the cancellation is for
the entire unit, the discussion must
- be with the unit steward.
- 234 Record and
Evaluation
- 234.1 Letter
Routes
- (See exhibit 234.1 (p. 1, 2, and 3).)
- 234.11 Describing Forms
Used
- The route examiner will use Form 3999 to
record all pertinent information
- concerning the carrier’s office and street
performance. Form 3999-A is an
- optional worksheet that is provided to
tally the deliveries that must be
- recorded on Form 3999. (On day of
inspection, examiner also completes
- Form 1838 and 1838-C in duplicate.)
- 234.12 Completing Upper
Portion of Form 3999
- 234.121 Complete upper front portion of
Form 3999 from data on Forms 1838 and
- 1564-A. Time and mileage entries are made
in the following manner: Use trip
- numbers 1 and 2 for bicycle routes and
foot routes that are not motorized and
- for mileage entries on motorized routes
and foot routes where drive-out
- agreements are authorized.
- 234.122 Beginning at the bottom of the
Time column Trip 1, enter the exact time
- opposite each item and compute the Elapsed
Time. Each trip is recorded
- separately and the total for each trip is
entered on Totals line in Elapsed Time
- column. Enter the total time for all trips
on Total All Trips line. Do not include
- lunch period and time used for waiting for
mail and/or relays in total time.
- 234.123 Enter the public transportation
schedule to and from the route on Public
- Transportation Schedule line under
appropriate trip column. To list Time Out
- to the route, enter in Elapsed Time column
the scheduled time the public
- transportation leaves the boarding point
to travel to the route. To list Time
- Return from the route, enter in the
Elapsed Miles column the scheduled time
- the public transportation leaves the boarding
point for return from the route.
- Exhibit 234.1 (p. 1)
- Form 3999, Inspection
of Letter Carrier Route
- Exhibit 234.1 (p. 2)
- Form 3999, Inspection of Letter Carrier
Route
- Form 3999-A,
Deliveries/Inspection Record — Worksheet
- 234.13 Completing Lower Half
of Form 3999
- The lower half of the face of Form 3999
contains questions to be answered
- by the route examiner. Some of these
questions require attention in the office
- while the carrier is casing the mail and
the others require attention on the
- street. The examiner should comment, as
appropriate, on at least the
- following:
- a. In the Office
- (1) Does the carrier wear the regulation
uniform?
- (2) How well does the carrier know the
case?
- (3) Does the carrier route letter-size
mail efficiently and accurately?
- (4) Does the carrier route other size mail
efficiently?
- (5) Does the carrier talk unnecessarily
with other employees?
- (6) Does the carrier leave his or her case
unnecessarily?
- (7) Does the carrier maintain the route
book in good condition?
- (8) * Does the carrier record promptly
change of address orders in
- route book on Forms 1564-B and 3982?
- (9) * Does he or she markup all
First-Class Mail and return it to the
- throw-back case prior to leaving for the
street?
- (10) * Does he or she use proper
endorsements on undeliverable
- mail?
- *Offices with EPM, see Chapter 1, Part
144.
- (11) Does the carrier strap out or tray
mail properly?
- (12) Does the carrier carry enough forms?
- (a) 3849-A, Delivery Notice or Receipt.
- (b) 3849-B, Delivery Reminder or Receipt.
- (c) 3811, Domestic Return Receipt.
- (d) 4314, Consumer Service Card.
- (e) Notice 8-A, Change of Address Kit.
- (f) Notice 11, Information for Apartment
House Customers.
- (13) Is the carrier case and drawer free
of personal effects and
- extraneous matter?
- (14) Are case labels in good condition and
are relay points shown?
- (15) Are special orders on Form 1564-B
indicated by a colored dot or
- symbol on the case labels?
- (16) Are sufficient separations provided
for letters and flats so that the
- carrier does not need to use the top of
the case?
- (17) Does the carrier make too many trips
to the distribution cases to
- withdraw mail?
- (18) Is the carrier’s scheduled reporting
time proper?
- (19) Does the carrier have to wait for
mail?
- (20) Is the carrier serviced promptly with
accountable items?
- (21) Does the carrier prepare an excessive
number of relays?
- (22) Does the carrier properly inspect
vehicle?
- (23) Is all space on the case properly
utilized?
- b. On the Street
- (1) Does the carrier properly load vehicle
and leave promptly for the
- route following loading?
- (2) Is the best and most economical method
of transportation used?
- (3) Is the route laid out so that it
begins and ends at the closest
- possible point to the delivery unit, or
may it be changed to
- eliminate the need for transportation?
- (4) Could the line of travel be changed to
reduce the distance
- between segments of the route?
- (5) Has deadheading been eliminated
wherever possible?
- (6) On a motorized route, has every effort
been made to make the
- line of travel as safe as possible?
- (7) Are excessive vehicle moves made on
park and loop routes?
- (8) Is the present travel pattern followed
by the carrier the most
- advantageous for both the carrier and the
delivery service?
- (9) Are all collection and relay boxes
anchored and is the paint in
- good condition?
- (10) Are all collection boxes provided
with legible schedules?
- (11) Are all mail receptacles in good
condition?
- (12) Are house numbers prominently
displayed?
- (13) Are building directories properly
maintained?
- (14) Does the carrier have to wait for
relays?
- (15) Does the carrier take enough mail
when leaving the office to
- avoid waiting for relays?
- (16) Does the carrier have mail ready for
deposit into the mail
- receptacle as it is approached, or does
the carrier wait to finger
- the mail at the box?
- (17) Does the carrier talk too much with
customers?
- (18) Has all mail been routed for
efficient delivery or does the carrier
- sort the other size mail in delivery
sequence at the relay box?
- (19) Does the conduct and attitude of the
carrier conform as outlined
- in Subchapter 110 of Handbook M-41?
- (20) If a drive-out agreement is in
effect, is Form 1311, Carrier
- Transportation Agreement, on file? Route
examiner must
- determine the mileage to and/or from the
route and between
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