The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
NATIONAL RURAL LETTER CARRIERS’
ASSOCIATION
February-March 2014
NATIONAL MAIL COUNT TRAINING
1
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Rural Mail Count - Overview
Definition of count
 Dates to remember
 Pre-count conference
 Review of forms
o PS Form 4239
o PS Form 4241
 Option elections and leave
agreements

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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Rural Mail Count - Overview


Who Counts?
In accordance with Article 9.2.C.3.a.(1), a
national mail count will be conducted for
twelve (12) working days beginning
February 22, and ending March 7, 2014.
All routes will be counted except those
routes which both the regular carrier and
management agree in writing not to
count.
The mail count will be effective at the
beginning of the fourth full pay period
following the end of the count period
(April 19, 2014).
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count

The following routes MUST be counted and are
not included in the option out election process:
o
o

All routes in an auxiliary status as of February 7, 2014
All vacant routes with no regular carrier assigned as of
February 7, 2014
USPS Headquarters directive – the following
routes must also be counted:
o
o
All routes receiving DPS letter mail that have been
assigned an employer provided RHD vehicle between
September 7, 2013 and February 7, 2014
All routes that have been introduced to DPS letter or
flat mail after August 17,2013 through January 22, 2014
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count

During the time period from January 11, 2014
through February 7, 2014, regular rural carriers
and the employer may “opt out” a regular
route to the 2014 mail count

Although the employer is entitled to count all
regular rural routes for the 2014 National Mail
Count, any regular carrier wishing to have their
route “opted out” must request and complete a
copy of the 2014 National mail count “option
out” election form no later than February 7,
2014

Local management will complete their portion
of the 2014 National Mail Count “option out”
election form no later than February 7, 2014
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count

If a regular carrier does not request and
complete the “option out” election form by
close of business (COB) February 7, 2014 the
route will be scheduled for a mail count
beginning February 22, 2014

If the regular carrier is not available to receive
the completed copy of the “option out”
election form, management will ensure that the
carrier receives a copy of the completed form
when they return to the office
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count

Place the completed original election form in
the route file

Local management should provide copies of
the “option out” election forms to their
respective District in accordance with local
procedures
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Important Dates
Date
Action
January 11
Beginning of “option out” period
January 22
Delivery Point Sequence (DPS) letters must
be running by this date
Delivery Sequence Flats (FSS) must be
introduced for delivery on this date to
qualify for the national count
January 22
Rural route inspections may begin for all
routes scheduled to be counted
End of the “option out” period
Pre-count conferences must be completed
by COB this date
The last day to have an employer provided
RHD vehicle assigned to a route with DPS
letters to qualify for RHD rate
February 7
February 8
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Important Dates
Date
Action
February 21
98 percent DPS quality threshold for routes
being introduced to DPS letters must be
completed by COB this date
February 22
A 12-day national count begins on rural
routes
March 7
Last day of the 12-day national mail count.
All route inspections must be completed by
this date.
April 19
New route evaluations go into effect.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
“HOT” Topics

DPS Letter standard for LLV routes: 43 pieces
per minute
o

LLV must be placed on route by February 8, 2014 in
order to qualify for new DPS letter rate
Dismount Distance (Walking Speed) standard:
0.00429 minutes per foot (2.647 miles per
hour)
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
“HOT” Topics

Route Conversions

Auxiliary routes will be converted to regular
routes within 30 days of increasing to 42
weekly standard hours. If increase is a result
of a mail count, then the conversion will be
effective with the mail count.
Regular rural routes may be converted to
auxiliary status if they decrease to less than
35 weekly standard hours

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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
“HOT” Topics
Route Consolidations

Encumbered regular routes may be
consolidated and the excessing and/or
reassignment provisions of Article 12 will be
applied when the route evaluation decreases
to less than 37 weekly standard hours
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
“HOT” Topics
PS Form 4241 has been modified by changing
the header descriptions for Columns 21 and 22
to include prepaid parcels. In addition, the
election boxes to convert an auxiliary route to a
regular route were removed.
This action will be programmed to automatically
occur when the standard hours of a rural route
reach 42:00 or more hours as a result of a mail
count.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
“HOT” Topics


PS Form 4241-M has been modified to include
a new row to provide the distinction between
the allowance factor for DPS letters with an
Employer-provided vehicle assigned to a rural
route; and to increase the allowance factor for
Authorized Dismount Distance (Feet) to
.00429.
Also, the header descriptions for Columns 21
and 22 were changed to include prepaid
parcels.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Rural Carrier Count Procedures
5
”
6 1/8”
3/8”
1 9/16”
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Rural Carrier Count Procedures
18 ”
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Mail Count Procedures

All classes of mail must be counted daily
o Before it is cased
o Manager/counter must exercise extreme caution to
ensure all entries are correct
o Carriers may verify all counts of mail, including
timed functions

Carriers may observe mail count
o
o
o
o
o
Relief Days
Annual Leave Days
Must be in non-duty status
Must not participate in office work activities
Cannot be on sick leave, SWOP, or OWCP
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Carrier Responsibilities

Advise your manager, on a timely basis,
of any disagreements that cannot be
resolved with the counter


Disputed items must be brought to managers
attention prior to casing and delivery
Do not enter into any agreements that
violate The National Agreements,
MOUs, or Postal Service Policies
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Pre-Count Conference

Purpose
o Resolve issues & concerns prior to count
o Must be completed by COB Friday, February 7, 2014
o Mandatory for all involved in the count
o Brief conference - generally 20 minutes or less
o New procedures not discussed during this conference
cannot be introduced between pre-count conference
and the count

Pre-count Conference Checklist
o Refer to mail count guide and check list.
o Do not enter into any agreements outside of these
guidelines
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Mail Flow

Mail Flow
o Consistent with normal conditions
o Honor mailer in-home dates where possible
o Must not require additional clerk work hours
expressly for clearing mail prior to count

Clerk hours must not be curtailed or increased on the
last day of count
o Normal cut-off times should be observed

Mail is distributed to ensure a normal flow on the day
preceding the count and the last day of the count
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Definition of “Available Mail”

All mail distributed and placed on carrier
case ledges, in hampers, trays, or on the
floor beneath the carrier case, and that
which is in distribution case up to the
cutoff or final withdrawal time prior to the
scheduled departure to serve the route.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Withdrawal of Mail



Procedures established for count period same
as throughout the year
Allowance is for all carriers in a unit, not
individually - 30 minutes weekly
Carriers may be required to record DUVRS –
on PS Form 4240 comments section— limited
to one total linear measurement of letter and
flat mail in a single entry and number of box
holders sets received
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Withdrawal of Mail


Cutting straps or plastic shrink wrap is
carrier’s responsibility whether withdrawal is
received or not
Carriers who receive withdrawal may be
required to withdraw mail throughout the year
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Rural Route Count Of Mail






Daily worksheet and mail count record
Only document used to record volume & time
data
Available for daily carrier review
PO-603, 535.11.c—” When management
completes Form 4239, it will be shown to the
carrier, upon request, before the mail is trayed or
strapped out to allow verification of the count
data”
Signed daily by person conducting count
After Form 4239 has been completed each day,
the PM retains the original & a copy is given to
the carrier
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Letter Size - Column 1

Letters
o All letter-size mail 6-1/8”
or less in width
o Small magazines &
catalogs
 6-1/8” or less in width
& 3/8” or less in
thickness
o No maximum thickness 3/8” applies only to
small magazines &
catalogs
o Detached address cards,
regardless of size
o Turn up every 50th or
100th piece in each tray
o DPS letters returned or
which would have been
returned from the street
(if the carrier cases DPS)
are not deducted from
DPS totals (these letters
receive a double credit)
o Do not include
accountables - Column 8
only
o PS Form 3982-R cased is
credited in Column 1
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Rural Carrier Count Procedures Column 1
6 1/8 ”
This mail piece does not exceed 6 1/8 inches. It would be recorded as a letter.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Sector/Segment - Column 2

Sector/Segment Letters
o Processed on Postal
automated equipment
in sector/segment order
o All for same shelf
generally within a
20” span
o All mail up to 6 1/8”
in width
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Sector/Segment - Column 2

Sector/Segment Letters

Credit as Sector/Segment Letters the smaller
amount of DPS letter mail (by zone(s)) received
when a route continually crosses between zones.
o
Ref. Step 4 J06R-4J-C 11406137 Hillsboro, IL (see page 1
in the NRLCA Mail Count Guide Supporting Documents)
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - DPS Letters - Column 3

Delivery Point Sequence Letters (DPS)
o End of Run Report will be used to record DPS piece
count, either party may verify by manual count
o Mail up to 6 1/8” in width processed on automated
equipment in DPS order
o Record in Column 3 all DPS Letters, whether cased
or not
o DPS errors are also credited as Column 1 (Letters) or
Column 4 (Flats) for double credit. There is no
deduction from original count of DPS
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - DPS Letters - Column 3

If fewer than 2,400 pieces of DPS mail are
averaged per week during the entire mail count
period and/or the route was not validated
before the count as meeting the 98 percent
quality threshold, mail processed as DPS will
be cased and recorded as sector/segment in
Column 2 on PS Form 4241 (Rural Delivery
Statistics Report), or if it does not qualify as
sector/segment mail, recorded in Column 1,
Letter Size.

Ref: 11-1-2012 letter from USPS HQ, “Delivery Point Sequence
Letter Implementation Procedures” (see NRLCA Mail Count
Guide Supporting Documents, pages 81-83)
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - DPS Letters - Column 3

If a route serves multiple zones and receives
DPS letter mail separately for each zone, and
does not complete service to the other zone(s)
prior to returning to deliver the original zone,
only the larger amount of DPS letter mail is
credited as DPS Letter Mail in Column 3. The
smaller amount(s) of DPS letter mail (by
zone(s)) would be credited in Column 2.

Ref Step 4 J06R-4J-C 11406137 Hillsboro, IL
(see Supporting Documents, page 1)
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - DPS Letters - Column 3
o
All DPS letters, for both LLV and POV
vehicle routes, will be entered in this
column. The appropriate time allowance
factor will be automatically determined
based on the “vehicle data” entry (EMA or
Govt. Veh.) on the PS Form 4241.

LLV must be placed on route by February 8,
2014 in order to qualify for new DPS letter rate
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - DPS Letters - Column 3

Delivery Point Sequence Letters (DPS)
o
School or business is closed


o
Inverted DPS Letters


o
7 or less pieces each piece column 1 (letters)
8 or more one credit column 6 (parcels)
1 additional DPS letter is credited for every 4 DPS
Letters received inverted.
Appropriate credit added to the DPS total by rounding
down to the nearest whole number.
Multiple Runs



Only One Run is counted as DPS
Management will determine which run
Other run(s) counted as Sector-Segment if qualified
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Flats - Column 4

Newspapers, magazines, flats, catalogs & rolls
Other sized mail - default from letters & parcels
o Catalogs must fit in empty case separations

If not, count as parcels
o Weight is not a consideration
o Letters larger than 6-1/8” in width
o Full case separations should be tied out by
carrier to allow more mail to be cased

No additional credit given
o Flats processed on USFM 1000 receive an

additional 17.5% credit.
Address orientation and mail piece size will
determine how pieces are classified.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Rural Carrier Count Procedures Column 4
6 1/8 “
This piece exceeds 6 1/8 ” in height, it would be recorded as a flat in column 4.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
DPS FLATS Column 5
The NRLCA National Board does not believe the
imposed DPS flat implementation procedures
are fair, reasonable, and equitable; therefore the
issue has been appealed directly to National
Arbitration. In the meantime the following
procedures will be followed:
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
DPS FLATS Column 5


Record in this column all mail processed on
the Flat Sequencing System equipment in
delivery point sequence flat order.
The parties have agreed that the end of run
report will be used as a data source to record
the number of DPS flats on PS Form 4239
during a mail count.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
DPS FLATS Column 5

The parties further agree that either the rural
carrier or manager may verify the piece count
from the EOR report by counting each
piece…Should either party elect to verify the
piece count, the resulting number will be
recorded in column 5, rather than the piece
count from the EOR.
REF: Letter of Mutual Understanding, 9-16-2011
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
DPS FLATS Column 5
Do
not include sequenced flats provided
directly from mailers in the DPS flat volume.
Do not deduct any mail pieces from the DPS
flats.
All mail processed as “DPS flats” are
considered “DPS flats” regardless of size or
rigidity. (This is not the NRLCA position)
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
DPS FLATS Column 5

Missent, Missorted, PO Box mail, Forwards,
and Undeliverable as Addressed DPS flats
brought back to the office will receive
additional credit in Columns 1, 4, or 6 as
appropriate. No deductions will be made from
Column 5.

Multi-Point errors and Missequenced errors
that are identified, delivered and tracked by the
carrier will receive additional credit in Columns
1, 4, or 6 as appropriate. No deductions will be
made from Column 5.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
DPS FLATS Column 5

School or business is closed
4 or less pieces;
each piece additional credit
column 4 (flats)
 5 or more pieces;
one additional credit
column 6 (parcels)
No deductions will be made from
Column 5.

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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
DPS FLATS Column 5
Multiple Zones (Zip Codes)
 Route serves more than one zone and DPS
flats are received separately for each zone; all
mail will be credited as DPS flats in Column 5.
 If the route completes service to the other
zone(s) prior to returning to deliver to the
original zone, no additional credit will be
provided.
 If the route continually crosses between zones,
prior to returning to deliver mail to the original
zone(s), additional credit will be provided for
the smaller zone(s).
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
DPS FLATS Column 5
Multiple Zones (Zip Codes)
 The following method will be used to
determine additional credit:
o
o
o
1. The piece count of the smaller volume zone from
the daily end-of-run report, multiplied by .0499
minutes per piece, equals additional time.
2. This time is entered in Column 17 and annotated
as "DPS flats multi-zone".
3. Do not reduce the total pieces recorded in Column
Ref: Step 4 B06R-4B-C 11205381
Manchester, CT (Supporting Documents 103-104)

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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
DPS FLATS Column 5
It is the NRLCA position that only
one run of DPS flats per day will be
credited in column 5 and carried to
the street.
Any additional runs will be credited
as raw mail in column 1, 4, or 6 as
appropriate.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Parcels - Column 6

Rigid Parcels
o Rigid article that exceeds any one
of these dimensions:




5” in height, 18” in length, 1 9/16” in width
A rigid article 5” x 18” x 1 9/16 is a flat
Address orientation is used to determine the height
Non-Rigid Parcels
o Non - rigid article that does not fit in the letter or flat
separation with other mail without damage to the article.
o Includes “DO NOT FOLD OR BEND”

Provided the piece will not fit in the case with other mail
without damage to the article
o Determine “fit” based on 2 inch cells unless management
has directed the use of 1-inch cells
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Parcels - Column 6 (cont.)
Direct bundles, tubs, or sacks prepared by the distribution
operation

o
Mail all for one single address
Postage due parcels

Count as postage due AND a parcel
o
Parcel size pieces with detached address cards are credited
in Column 7, Boxholders
o
Do not include direct bundles tied out at the carrier’s case

Casing & strap out credit given - no additional time
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Parcels - Column 6 (cont.)
o
All parcels for Village Post Office (VPO) post
office boxes will be recorded in this column.
o Each container/bundle of mail for the VPO post
offices boxes will also be credited as one parcel.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Parcels - Column 6 (cont.)

One parcel credit for DPS letter mail received for delivery for a
closed school or business when there are eight (8) pieces or
more of mail, (seven (7) pieces or less are credited individually
under column 1). This is not deducted from column 3.

One parcel credit for DPS flat mail received for delivery for a
closed school or business when there are five (5) pieces or more
of mail, (four (4) pieces or less are credited individually under
column 4). This is not deducted from column 5.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239—Letter, Flat, or Parcel?

Label Orientation:
o Relevant in determining a letter vs. flat.
o Relevant in determining a flat vs. parcel.
 Width is defined as the dimension perpendicular
to the address label.
 Carrier has option of handling articles as flats or
parcels, regardless of how credited.
o How carriers normally handle the mail piece does not
determine credit given.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Rural Carrier Count Procedures Column 6
5“
The article on the
left is a parcel. It
exceeds 5 inches in
height.
5“
The article on the
right is a flat. It
does not exceed
any of the parcel
dimensions.
Rigid articles of the same size can be either flats or parcels depending on address orientation.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Rural Carrier Count Procedures Column 6
1
9/16”
This article would be counted as a flat. It does not exceed any of the parcel dimensions.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Rural Carrier Count Procedures Column 6
This article is a hard (Rigid) mailing tube.
It would be recorded as a parcel because it
exceeds 1 9/16 inches in width.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Rural Carrier Count Procedures Column 6
18 “
This article is a hard (Rigid) mailing tube that exceeds 18 inches in length.
It would be recorded as a parcel.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239—Rigid Article in Flexible Mail Piece

Examples of mail pieces counted as Parcels
o Flexible mail piece is greater than 6 1/8 inches in width
 Contains rigid item
 Exceeds 5 inches in height, 18 inches in length, or 1
9/16 inches in width
 Area of rigid item = or greater than 80% of area of
flexible mail piece
o Flexible mail piece is 6 1/8 inches or less in width
 Contains rigid item
 Exceeds 5 inches in height, 18 inches in length, or 1
9/16 inches in width
 Area of rigid item = or greater than 80% of area of
flexible mail piece
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239—Rigid Article in Flexible Mail Piece

Examples of mail pieces counted as Flats
o Flexible mail piece is greater than 6 1/8 inches in width
 Contains rigid item
 Exceeds 5 inches in height, 18 inches in length, or 1 9/16
inches in width
 Area of rigid item less than 80% of area of flexible mail
piece
o Flexible mail piece is greater 6 1/8 inches in width
 Contains rigid item
 Does not exceed 5 inches in height, 18 inches in length, or
1 9/16 inches in width
o Exception:
 The flexible mail piece does not fit in the letter (or flat )
separation with other mail without damage to the mail piece

Parcel
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239—Rigid Article in Flexible Mail Piece

Examples of mail pieces counted as Letters

Flexible mail piece is 6 1/8 inches or less in width
o Contains rigid item
 Exceeds 5 inches in height, 18 inches in length, or 1 9/16
inches in width
 Area of rigid item less than 80% of area of flexible mail piece

Flexible mail piece is 6 1/8 or less inches in width
o Contains rigid item
 Does not exceed 5 inches in height, 18 inches in length, or 1
9/16 inches in width

Exception:
o The flexible mail piece does not fit in the letter (or flat )
separation with other mail without damage to the mail piece
 Parcel
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Rigid item inside flexible mail piece, Riverside, CA - Step 4
7
8 16
6 3
16
3
6 16
51
8
Ref #2 Flexible mail piece > 6 1/8” width containing rigid item
exceeding 5” height, 18” length, or 1 9/16” in depth. The area of
rigid item < 80% of area of flexible mail piece.
THIS IS A FLAT
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Rigid item inside mail piece Riverside CA Step 4
Reference Previous Slide :
The flexible mail piece is:
6 3/16 X 8 7/16 = 6.1875 X 8.4375 = 52.21 square inches.
The rigid item that was inside the flexible mail piece is:
5 1/8 X 6 3/16 = 5.125 X 6.1875 = 31.71 square inches.
31.71 ÷ 52.21 = 60.7%
The rigid item is less than 80% of the flexible mail piece;
therefore, the mail piece would be credited as a:
FLAT
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Boxholders - Column 7

Boxholders
o Daily Number of boxholders taken out for delivery
o Actual Pieces - not sets
o All simplified address mail, including samples with
detached labels
o Boxholder count must not exceed # of families or boxes (as
appropriate)
o Samples with detached address cards
 Number of samples recorded as boxholders
 If address cards specifically addressed - letters
 If address cards simplified addresses - 2 boxholders
o Carriers have the option to handle boxholders separately or
case them
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Boxholders - Column 7
Boxholders are counted only when they are delivered.
 Examples:
 A 12-day mail count begins February 22 and ends
March 7. A boxholder is received in the office on
February 21 with a requested delivery date of
February 24. This boxholder would be delivered on
February 24 and would be included in the count.

Conversely, a boxholder received in the office on
March 6, with a requested delivery date of March 10
would be delivered on March 10 and would not be
included in the count.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count


PS Form 4239 - Accountables - Column 8
Registered, Certified, Numbered Insured,
Return Receipt for Merchandise, Express Mail
& Signature Confirmation
o Includes any accountable mail found in DPS
o Total number of articles received daily for delivery
o L routes using firm delivery sheets – one
accountable credit per page
 Firm delivery receipt should only be used for
addresses receiving two or more accountables
o Bar coded International mail requiring a signature
o Includes Signature Waiver Express Mail items not
requiring a PS Form 3849
o An Arrow Key is not credited in column 8
Accountable articles are not recorded in Columns 1, 2,
4, 6, or 11.
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Column 8 Accountable Mail
Guaranteed By End of Day Express Mail






Handle as an accountable
May be found in DPS
Delivery not time sensitive—must be delivered
by end of day—when the carrier reaches that
delivery point
Carriers should not deviate from their normal
line of travel to deliver
Waiver of signature available
Signature Waiver Express Mail Items not
requiring a PS Form 3849 are credited in this
column
63
Express Mail Service
PS Form 4239 - Accountables - Column 8
Adult Signature Services
o
Adult Signature Required:

o
Requires the signature of someone 21 years of
age or older at the recipient address. Requires
verification of age by delivery employee
Adult Signature Restricted Delivery:

requires delivery of mail piece to addressee (or
authorized agent) who is over 21 years of age.
Requires verification of age and identity by
delivery employee.
64
Express Mail Service
PS Form 4239 - Accountables - Column 8
Accountable mail for Village Post Office
(VPO) post office boxes will be recorded
in column 8.
65
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - COD & Customs – Column 9

CODs & Customs Due Received for Delivery
o
Number of CODs & Customs Due articles assigned to
the carrier for delivery

o
o
o
Carrier attempts item or delivers and collects fees and
completes forms at time of delivery
Form 3816 completed
Complete a separate Form 3821 for each COD
delivered. Only one Form 3821 is required for
multiple COD articles that are not delivered. Record
number of completed Form 3821 in Column 14
CODs and Customs Due mail for Village Post Office
(VPO) post office boxes will be recorded in this
column.
66
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 – Postage Due - Column 10
Postage Due
Number of postage due pieces taken out for
delivery
o Double credit for parcels that are postage due
in Column 6 and in this column
o Do not include in Columns 1, 2, or 4
o One postage due credit for each bundle of
postage due with a single postage due
amount
o
67
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 – Postage Due - Column 10
Postage Due
o
Carriers are not required to go to the door
with postage due letters, only postage due
parcels that will not fit in the mail receptacle.
o
Postage Due mail for Village Post Office (VPO)
post office boxes will be recorded in this
column.
68
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - CHANGE OF ADDRESS - Col. 11

COA
o No accumulation of
COAs prior to count
o 2 minutes if required to
write on PS Form 3982
or complete any of the
following forms:
o PS Form 3575
o PS Form 3546
o Carrier initiated Form
3575Z for MLNA
 10 day “Hold For
Order” that expires
during count
o Entries on 1564 or 4232
are not recorded as
COA
o NOTE: PS Form 3982
Label is credited in
Column 12. Do not credit
in Column 11
69
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 3982 - PARS Label Column 12

COA credit is 15 seconds for PS Form 3982
Label

Credit is given on the day the 3982 Label is
received by the carrier

Management should distribute the labels as
they are received in the delivery unit

Credit is only given for either the 3982 Label or
the 3575/3546 COA Card **NOT BOTH**
70
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
COA/PARS Label Credit




There is no double credit for any single COA.
Receipt of the yellow 3982 label triggers the credit.
If the carrier receives a 3982 label and simply peels it off and
sticks it on the PS Form 3982, the route is credited in column
12 . If the carrier is required to write the address on the 3982
while processing the COA order (3575, 3546, 3575Z), then the
route is credited in Column 11 when the yellow 3982 label is
received.
Note: Under PARS, the carrier should not be processing
3575’s received from customers unless required to do so by
management. These forms should remain in the mail stream
(credited in column 20 as a piece collected) and go directly to
PARS for processing. If the manager requires the carrier to
process (in any way) the 3575, 3546, etc., then the route is
credited in column 11 when the yellow label is received.
71
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Marked-up - Column 13

Marked - Up
o
o
o
Undeliverable As Addressed mail requiring
carrier endorsement
As specified in DMM 507,1-4.1 and PO-603 242
Mark Ups must be carefully counted in the
correct category
72
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Marked-up - Column 13
Credit
o
o
o
o
o
o
o
o
one mark-up for each bundle of UAA mail
CFS Machinable
CFS Non-machinable
Insufficient Address (IA)
Undeliverable As Addressed Unable To Forward
Unable to Forward (UTF)
Formerly (FOE)
Undeliverable Bulk Business
Mail – (UBBM)
Other Undeliverable BBM
(OUBBM) “or current
resident” mail that is vacant
or misaddressed
Attempted Not Known (ANK)
o
o
o
o
o
o
o
o
o
o
No Such Number (NSN)
No Such Street (NSS)
No Mail Receptacle (NMR)
Vacant (VAC)
Refused (REF)
Illegible (ILL)
In Dispute (DIS)
Temporarily Away (TA)
Unclaimed (UNC)
3 M (MMM Bundle) If
Required By Management
o Excess Boxholders - In
Excess of Requirements
73
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Marked-up - Column 13

Mark-up for each piece that is individually endorsed
o Deceased (DEC)
o Forwardable parcel, requiring
hand mark – up
o CFS No Record Mail
o Transcribing information to
PS Form 3982-R (RBNR)
o Address Searches receive
mark-up credit
o Marking mail for CFS processing
if necessary
o Other required individual carrier endorsements in
DMM 507.1.4.1 as appropriate, and undeliverable mail
the Postmaster or Supervisor requires the carrier to
individually endorse.
74
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Mark-up - Column 13
Items that DO NOT receive credit as Mark-Ups:
 Pieces for which a Form 3579 has been completed
 Mail missorted or missent to the route
 Hand-offs due to route adjustments and territory
changes
o Credit has already been given in the main count
of mail
 911 conversions whether to the same route or
transferred to another route
 Left notices for parcels
75
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Clearance Receipt – Col. 14
Form 3821 Completed
 Required by PO 603 431.4

Number of Form 3821s completed by the carrier
o Not required if carrier has no accountables
o May receive more than one credit per day
 Multiple CODs - one for each COD delivered
o Should be used all year, not just during count
o
76
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Non Signature “Scan” Items Column 15

Credit for all items that only require a scan
with the hand held scanner and do not require
a signature on PS 3849
 18 seconds per authorized scan
 These items are also credited in column
4 or 6 as appropriate.
o Delivery Confirmation
o Bar coded International mail
 Move to Column 8 if prompted for
signature
o
Signature Waiver Express Mail Items not
requiring a PS Form 3849 are credited in
Column 8
77
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Non Signature “Scan” Items Column 15



Shipment Confirmation Acceptance Notice
(SCAN) PS Form 5630
Carrier Pickup manifest scanned
Saturation and Bundle Scanning
o Record Saturation scans completed daily in this
column
o Management will provide Saturation Mail Barcode for
designated Saturation mailing(s)
o Carriers required to scan barcode for designated
mailing on the day delivery is complete
o Additional compensation may be applicable if
barcode is not located in carriers work area
78
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Non Signature “Scan” Items Column 15

Eighteen (18) seconds per scan for all Prepaid
Acceptance barcodes

USPS Tracking Number Bar Codes (PVI label)

Non-signature scan items for Village Post
Office (VPO) post office boxes will be recorded
in this column.

Scanning barcode on cell phone to pair with
scanner
79
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Loading Time - Column 16

Actual time to transfer mail from work area to
vehicle
o
o

Includes placing mail in the vehicle
Return of equipment used to
designated location
PO 603 262.1
“Load all mail in the vehicle
so it is in sequence of delivery
to ensure that no time is lost
on the route searching for the
proper bundles and parcels or
containers.”
80
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Loading Time - Column 16







Management should observe loading operation during the year
and daily during the count
Loading time recorded in MINUTES & SECONDS
Do not include time to sequence parcels
Loading time includes final hot case withdrawal, if the
withdrawal allowance is not received
Loading time in excess of 15 minutes must be fully explained in
comments (this is a management function)
No negotiated loading times (must be daily actual time)
Unloading and reloading time not included—automatic
allowance
81
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 – Other Suitable Allowance - Column 17

Must Meet 3 Qualifications:
1.
2.
3.
Authorized by management
Recurring nature (Daily or Weekly)
Not covered by any other allowance
Must record ACTUAL TIME in
minutes & seconds


No rounding
No locally negotiated times
82
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 – Other Suitable Allowance - Column 17

Acceptable - Other Suitable Allowance Column 17
o Weekly combined service & safety talks

Usually 5 minutes—record actual time
Trips to the CFS mail/throwback case including
time to deposit mail
o Time to walk to and from hold mail location
including time to deposit mail, if away from
carrier case
o Saturday close out when no personnel on duty
o Non-personnel Units
o Time to sweep collection box
o
83
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 – Other Suitable Allowance - Column 17

Acceptable Column 17 entries (Cont.)
o
o
o
o
Return of arrow key, only if no other accountable
mail
Riffling DPS mail where breaker cards are not in use
Separating collection mail, when more than 2
separations are required
Edit Book entries in addition to what was previously
required on back of PS Form 4240

o
No time for adds/deletes or name changes
Actual time, if required throughout the year, to
answer official communication, telephone calls, or
speak to customers at counter
84
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 – Other Suitable Allowance - Column 17

Acceptable Column 17 entries (Cont.’d)
o
o
o
Time to put "notice left" parcels on the proper shelf,
if required
Time to locate and retrieve errors associated with
the Mail History Tracking System (MHTS) process.
This is normally done during the riffling process
The actual time spent separating and casing the
mail into Village Post Office (VPO) post office boxes
will be recorded on a daily basis in Column 17. This
time begins when the rural carrier unlocks the
centralized boxes and ends upon locking the
centralized boxes.
85
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 – Other Suitable Allowance - Column 17

Additional credit for the functions below if not in
close proximity; defined as 50 feet (round trip) from
the closest edge of carrier’s case. Distance over 50
feet (round trip) is credited at .00429* minutes per
foot in Column 17 for:
o
o
o
Retrieving DPS Mail
Retrieving Parcel Hamper
Returning Articles to Accountable Cage in afternoon only
 The
50 foot criteria may not be applied to any
other office or street function
 *NOTE:
The change to the dismount distance standard in the July 3, 2012
Interest Arbitration Award also applies to the following Pre-arbitration
decisions (Pre-Arb E95R-4G-C 99088097, Humble TX; Pre-Arb D95R-4D-C
01037982, Louisville KY) as it relates to the “50 foot rule” for DPS Letter
Retrieval; Parcel Hampers; and Return of Accountables in the afternoon.
86
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 – Other Suitable Allowance - Column 17

Additional time to pickup and or return
scanner or cell phone ONLY:
o If not within a reasonable
distance of carriers line
of travel for other work
functions and/or if not in
conjunction with other paid
work activities
87
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Not Other Suitable Allowance – Col. 17

Not allowable as Column 17
o
o
o
o
o
o
Locked pouch service
Personal time
Non-recurring service talks
LLV inspection & refueling
NDCBU collection compartments (outgoing mail)
Time to pick up samples for delivery (close
proximity)
88
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Not Other Suitable Allowance - Column 17

Not allowable as Column 17
Vehicle Breakdowns
o Time associated with stamp stock
 Intermediate only
o Conversations with Managers
o Giving customers directions (on route)
o Filing Forms 3575
 Clerical duty- should not be built into rural
route unless required by local management
o
89
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 – Authorized Dismounts - Column 18

Authorized Dismounts
o
Must be authorized by management for
 Collection boxes
 Intermediate Offices
 Non-Personnel Units
 Apartments, centralized equipment
 Businesses/Schools
 Hardship deliveries
 Village Post Offices (VPO)
90
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 – Authorized Dismounts - Column 18

Authorized Dismounts
o
Recorded on a daily basis - Closed on
Saturday - 5 days
o
Collection and delivery of accountables or
parcels is not entitlement to authorized
dismount credit
o
No credit for locked pouch - included in time
allowance
91
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239-Auth. Dismount Distance – Column 19

Authorized Dismount Distance
Measure with mechanical measuring device
o Establish authorized parking location, should
be available 90% of the time – not handicapped,
fire lane, etc.
o Satchel / carts may be authorized to save extra
trips
o Most direct/efficient distance from point of
dismount from vehicle to delivery point and
return
o Record to closest foot
o
92
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239-Auth. Dismount Distance – Column 19

Authorized Dismount Distance
o
o
Carrier makes more than one trip a day
 Heavy volume (not parcels)
 Credit given for each trip
Includes dismount distance at Village Post
offices (VPO)
o
Make daily entries based on number of trips
o
Management should maintain dismount log
for each route
93
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Letters & Flats Collected – Column 20

Letters and Flats Collected
o
One piece for each loose individual letter & flat
collected on the route
o
One piece for every bundle of letters or flats
collected on the route - not individual count
94
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Letters & Flats Collected – Column 20
o
Do not include pieces deposited in collection
compartments or collection boxes
o
Carriers must keep mail collected from CBU
collection compartments and collection boxes
separate from other collection mail
o
Credit one piece for each tray/container of letters
and/or flats collected from customers
o
Returning delivered PS Form 3982-R
95
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Carrier Pick-up Request /Prepaid Parcel Event
Column 21

There are two events that qualify for the
90 second credit provided in Column
21;
o
o

(1) Carrier Pickup notification and
(2) acceptance of pre-paid parcel(s) not
associated with carrier pickup.
If both events are performed at the
same address, only one credit is given
in Column 21.
96
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Carrier Pick-up Request /Prepaid Parcel Event
Column 21

Carrier Pickup Request
o
o
o
Record each carrier pick up request
received even if no qualifying pieces are
collected.
Request must originate through the web
application
Credit only requests during the mail count
period
 Prepaid
o
Parcel Event
Record each Prepaid Parcel pickup event
97
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Carrier Pick-up Request /Prepaid Parcel Event
Column 21

Carriers are not required to go to the
customer’s door to collect mail for any reason
other than a carrier pick up request, which
should include at least one qualifying piece
(Priority, Express, International, Merchandise
Return Service, Parcel Return Service).

One event credit will be provided in Column 21
even if the official pickup request results in no
qualifying pieces being collected.
98
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Carrier Pick-up Request /Prepaid Parcel Event
Column 21

If a carrier is instructed by their manager to
dismount and go to a customer’s door to
collect pre-paid parcels; the carrier would
receive credit in Column 21 (Carrier Pickup Request/Prepaid Parcel Event) for the event and
the mail collected will be credited as
appropriate in Column 20(obvious Letters and
Flats) or Column22 (Carrier Pickup
Items/Prepaid Parcels or Column 23 (Parcels
Accepted).
99
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Carrier Pick-up Request /Prepaid Parcel Event
Column 21

If a carrier accepts a pre-paid parcel,
Merchandise Return Service (MRS) or a Parcel
Return Service (PRS) at the mailbox or at the
delivery point (such as a business where a
dismount and distance is provided) credit is
provided in Column 21 (Carrier Pickup
Request/Prepaid Parcel Event) and Column 22
(Carrier Pickup Items/Prepaid Parcels).
100
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Carrier Pick-up Items/Prepaid Parcels Column 22
 Record in this column each pickup item
received (Express mail, Priority mail, Prepaid
Parcels, or International Mail).
Note: Obvious letters and flats collected in conjunction
with the carrier pickup are not included in this standard.
Ref: National Grievance Settlement
Q00R-4Q-C08030088
 Also includes Prepaid Parcels collected
without a carrier pickup request.
101
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Parcels Accepted – Col. 23

Ordinary & Insured Parcels Accepted
o Parcels requiring carrier to weigh, rate and affix postage

Do Not include as Parcels Accepted:
o Flats, bulky envelopes
o Collection box parcels
o Parcels undeliverable or refused on the route
o Carrier pickup parcels (Express, Priority, Prepaid Parcels,
& International only), -- credit is given in Column 22
102
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Parcels Accepted – Col. 23

When a carrier collects UPS Parcel Return
Service (PRS) whether or not in conjunction
with a carrier pickup request, credit will no
longer be provided in Column 23 (Ordinary
and Insured Parcels Accepted).

The proper credit will be provided in
Column 20 or Column 21 and Column 22 as
appropriate.
103
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Reg & Cert Accepted- Col. 24

Registered & Certified Accepted
Rural carrier must perform one of the
following:
 Weigh, rate, and affix postage
 Postmark receipt
 Endorse and return a receipt via Form
3800 or 3896
May involve assistance from a clerk
o Rural carrier does not complete any of these
 Credit provided in Column 20, 21 and 22,
or 23 as appropriate
o
104
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Reg & Cert Accepted- Col. 24

Certificate of Mailing Accepted
o
Also enter in column 24 the number of
Certificate of Mailing accepted by the carrier
during the mail count. A customer may use
PS Form 3877 (Firm Mailing Book for
Accountable Mail) or a facsimile, when three
or more certificates of mailings are presented
at one time. In that case, only one credit is
provided for processing PS Form 3877.
 Ref:
Step 4 CO6R-4C-092806648
Wellsboro, PA 16901
(Page 159 of Supporting Documents)
105
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Reg & Cert Accepted- Col. 24

Not credited in Column 24
o
Accountables returned when notice left
o
Certified items from collection box or
collection compartment
106
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Money Order Applications – Column 25

Money Order Applications Processed
o
Applications must only be accepted from
customers residing on the route
o
If the carrier lives on their own route, and
regularly purchases money orders throughout
the year, credit is allowed.
o
Management must review each application
daily
107
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Return Receipts - Column 26

Return Receipts - “L” Routes Only
o L Routes that handle accountable items on
Form 3883-A (Firm Delivery Receipt)
o Number of return receipts attached to
accountable items listed on Form 3883
Example: L route received 10 certified pieces, four
were listed in a firm delivery book. Two certifieds
out of the four listed had return receipts attached
o Credit two receipts in Column 26

Entries in Column 26 - Not authorized for non
“L” routes
108
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Locked Pouch- Column 27

Locked Pouch
o
o
o
Weight of Locked Pouch
 Transporting mail to or from designated post
offices/contract stations
 Weight in lbs. of all mail, including parcels
To determine daily weight for Form 4241
 Total the pouch weight of all days
 Divide total by number of days of count
 Divide the daily weight by the number of locked
pouch stops
Average Daily Weight goes in the total Column 27 on
Form 4241
109
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Waiting Time - Column 29

Waiting Time
o Time spent by carrier waiting for mail after
official starting time. Normally associated
with time used by management to count
mail
o Wait time is recorded to ensure it is not
included in the actual time required to serve
the route. Waiting time is not part of total
office time on PS Form 4241A
o Starting time may be adjusted to prevent
waiting time
110
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4239 - Counting Time- Column 30

Counting Time
o
o
o
o
o
Time used by carrier to verify the count of mail
by Manager
Do not include time used by manager counting
Do not include time used by carriers observing
on non-scheduled days
Time recorded to ensure it is not included in
actual time required to serve the route
Counting Time is not part of total office time on
PS 4241A actual time
111
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Items Not Included On the 4239

Items automatically credited to each Rural
Route evaluation
Stamp Stock/Rural Reach Credit (20 minutes/week)
o Scanner (retrieval/setup/return) (6 minutes/week)
o Strapping out (based on formula, PO-603, 543.1)
o Other office & personal time (30 minutes/week)
o Withdrawing mail (30 minutes/week), if appropriate
o USPS vehicle allowance (minimum 30
minutes/week) , if appropriate
o Reload/ Unload (18 minutes/week)
o
112
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
PS Form 4241

Summary of Count
o
Time Used - Actual from PS Form 4240

o
o
o
o
Hours and hundredths
Box count and stops should be accurate as of the
last day of count, which may differ from that
counted during the route inspection
Number of boxes, not families
Seasonal boxes listed are only the actual seasonal
deliveries, not all boxes on the route
Carriers should review totals on PS Form 4239
against totals on PS Form 4241
113
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Option Elections & Leave Agreements


Manager must meet with each regular carrier to
discuss options:
o High - Higher pay, but less time off (J or H route)
o Low - Lower pay, but more time off (K or J route)
Requirements for High Option
Route’s evaluation must fall in more than one route
classification (standard hours between 44:11 and 50:43)
o In order to be eligible for high option the regular carrier
must have a minimum of ten years of service from his/her
retirement computation date.
o Demonstrated no 2080 problems previous year
o Commit in writing to use sufficient annual leave (not
LWOP) so as not to exceed 2080 hrs.
o
114
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Option Elections & Leave Agreements
"H"
ROUTES
41
42
43
44
45
46
(40:30 TO
41:29)
(41:30 TO
42:29)
(42:30 TO
43:29)
(43:30 TO
44:29)
(44:30 TO
45:29)
(45:30 TO
46:29)
"J" ROUTES
41
42
43
44
45
46
(44:11 TO
45:15)
(45:16 TO
46:21)
(46:22 TO
47:27)
(47:28 TO
48:32)
(48:33 TO
49:37)
(49:38 TO
50:43)
"K" ROUTES
40
41
42
43
44
"L" Route
- > 12 Deliveries per mile
45
46
Non "L" Route - < 12 Deliveries per mile
47
48
(47:24 TO
48:35)
(48:36 TO
49:47)
(49:48 TO
50:59)
(51:00 TO
52:11)
(52:12 TO
53:23)
(53:24 TO
54:35)
(54:36 TO
55:47)
(55:48 TO
56:59)
(57:00 TO
57:36)
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The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Option Elections & Leave Agreements



The Form 4241 contains two (2) signature blocks for the
regular carrier to sign. One block pertains to the
certification of the mail count totals. The carrier should
not sign this block if he/she disagrees with the count
totals.
The second block is signed only if the regular carrier is
eligible and desires to elect the higher route
classification. By signing, the rural carrier agrees to use
sufficient annual leave during the guarantee period to
assure that the total actual work hours will not exceed
2080 during the guarantee period. Failure to sign will
result in the route being classified in the low option.
Signing this block has no effect if the route/carrier is not
eligible for high option.
Signing the leave commitment box does not signify that
you agree with the mail count
116
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Option Elections & Leave Agreements



Do not mark the option as High if the regular carrier
does not have a minimum of ten years of service
from his/her retirement computation date
Appropriate markings and carrier signature must
be documented for route to be placed in high
option.
Carriers are not required to sign the leave
commitment unless they are eligible for, and desire,
High Option.
117
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Disagreements

Attempt to resolve disagreements at the
local level
o

Disputed items must be brought to managers
attention prior to casing and delivery
If disagreement cannot be resolved locally
o
Provide written details to Postmaster for review
& resolution. If not resolved:




Mail a copy to the NRLCA District Representative (or
designee)
District will evaluate and provide written reply to local
management
Local management will advise the carrier in writing
If carrier is not satisfied with decision, grievance
procedure is next step
118
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Annual Route Inspection
 Carrier’s
o
o
o
responsibilities
Travel route normally
Report boxes vacant over 90 days
Identify hazards & possible corrective actions
119
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Annual Route Inspection



Must be conducted for all routes being counted
There is no requirement to inspect routes not
being counted (Except as provided in M-38 Part
512)
Purpose of Annual Inspections
o Historical Data (not a pay document)
o Allows management to assess route conditions





Verify boxes, stops, families, dismounts
Ensure safe and efficient line of travel
Identify needed improvements
Assess carrier performance
Identify safety hazards
120
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Annual Route Inspection
The stop count only effects routes that are served by using a
privately owned vehicle and then, only potentially impacts the
EMA. The minimum number of stops necessary to serve all
receptacles on the route; i.e., the number of times a carrier
must move the vehicle in order to serve all boxes on the route,
are counted as stops.
121
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Annual Route Inspection
122
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Annual Route Inspection

Manager’s responsibilities
Perform inspections - cannot be delegated to a
craft employee, unless detailed to a higher level
assignment
o Inspection with regular carrier, if possible
o Accompany the carrier while delivering the route
o Can request carrier to use another vehicle day of
inspection - cannot require
o
123
The National Rural Letter Carriers’ Association
February-March 2014 National Mail Count
Rural Mail Count
REMEMBER
THIS IS YOUR MONEY!
IF YOU HAVE PROBLEMS LET SOMEONE KNOW AS
SOON AS THEY OCCUR AND THOROUGHLY DOCUMENT
ALL DISPUTED ITEMS!
124