http:/www.nrlca.org/ NRLCA MAIL COUNT GUIDE (REVISED JANUARY 2010) 2010 NRLCA Mail Count GuideTable of ContentsSections Page #2009 Mail Count: Things You Should Know!........................................................... 1-13Section 1: Mail Count Overview 14-20Section 2: Rural Route Count of Mail 20-32Forms 33-44Support Documents.. 45-169 Section 1: Mail Count Overview Page #National Mail Counts 14Special Mail Counts 14Rural Route Inspection 14Inspecting Rural Routes 14Carrier Responsibilities During Route Inspections 14-15Box Count 15Stop Count 15Family Count 15Authorized Dismounts 15-16Preparing to Ride the Route 16Request to Repair Roads 16Mailbox Needs Attention 16Counting Your Own Mail 16Pre-sort Mail 16-17Even Flow of Mail 17Withdrawal of Mail 17Duties Associated with Withdrawal 17Number of Withdrawals 17Required Duties of Carriers Who Do Not Receive the Withdrawal Credit 17Withdrawal All or Nothing 17Not Part of Withdrawal 17Cutting Straps or Plastic 17Obtaining Parcel Hampers 17Pre-Count Conference 17-18Pre-Count Items for Discussion 18-19Pre-Count Conference Checklist 19Summary of Mail Count Principles 19-20PS Form 4239 20Should Disagreements Occur 20Section 2: Rural Route Count of Mail, PS Form 4239 Page #Column 1 Letter Size Mail 20-21Column 2 Sector/Segment Letters 21Column 3 Delivery Point Sequence (DPS) Letters 21-22Column 4 Papers, Magazines, Catalogs, Flats, Other Size Mail 22-23Column 5 DPS Flats 23Column 6 Parcels 23-24Column 7 Boxholders 24Column 8 Registered Mail, Certified Mail, Numbered Insured, 24-25 Express Mail, Other Accountable MailColumn 9 CODs and Customs Due Received for Delivery 25Column 10 Postage Due 25Column 11 Change of Address (COA) 25-26Column 12 PS Form 3982 PARS Label 26Column 13 Marked Up Mail Pieces 26-27Column 14 PS Form 3821 Completed 27Column 15 Non Signature Scan Items 27Column 16 Loading Time 27-28Column 17 Other Suitable Allowance 28-30Column 18 Authorized Dismounts 30Column 19 Authorized Dismount Distance (in feet) 30-31Column 20 Letters and Flats Collected 31Column 21 Carrier Pickup Requests 31Column 22 Carrier Pickup Items 31Column 23 Ordinary and Insured Parcels Accepted 31Column 24 Registered and Certified Accepted 31-32Column 25 Money Order Applications Processed 32Column 26 Return Receipts 32Column 27 Weight of Locked Pouches Carried Daily 32Column 28 Reserved 32Column 29 Waiting Time 32Column 30 Counting Time 32Forms Page #PS Form 4240 (Rural Carrier Trip Report) 34PS Form 4240 Instructions 35PS Form 4248 (Rural Route Inspection Report) 36-37PS Form 4239 (Rural Route Count of Mail) 38PS Form 4239 (Item Descriptions) 39PS Form 4241-M (Rural Route Evaluation Worksheet) 40PS Form 4241 (Rural Delivery Statistics Report) 41PS Form 4241-A (Rural Route Evaluation) 42Rural Mail Count Information Check List 43NRLCA Mail Count Disagreement Form 44Support Documents Page #Accepting Registered Pouch at Locked Pouch Stop 161Accountables Accepted on Route (Pre-Arbitration 3-20-03) 160Address Orientation (Pre-Arbitration 3-19-03) 96Address Orientation (Step 4 2-3-04) 104Anti-Fatigue Mats 150Arrow Key 136Available Mail (Discarding Mail While Sorting) 55-56Box/Family Count 51-52Carrier Pickup 70-75Carrier Pickup - UPS Parcel Return Service 164-165CD in Magazine (Arbitration Award 1-12-03) 105Centralized Delivery 49-50Certified Mail Restricted Delivery 119Change of Address (COA) Maintaining 3575 File 148Color Code Policy 89Counting of Catalogs 109Curtailing Parcels while Loading to Prevent Second Trip 129Customer Mail Receptacles (DMM Locked Box) 53-54Customer Phone Calls and Window Time 137Delivery to Customer with Post Office Box 122Designated Location for Loading Vehicle 152-153Directs 116-117Dismount Deliveries - Crossing Lawns 154Dismount Deliveries Not Required to Walk Around Vehicle 155-156Do Not Fold or Bend 78DPS Close Proximity (Pre-Arbitration 3-19-03) 99-100DPS Letters for Closed School or Business 102-103DPS - Inverted DPS 167-168Edit Book (Phillip Knoll Letter and Q & A) 131-135End of Run Report 98Express Mail Delivery 120-121Express Mail - Waiver of Signature 169General Delivery Not Included in Box Count (12-22-86) 48Helicopter Flats (USFM 1000) 110-111Henry Letter (Clarification of Loading & Withdrawal) 61-63Hold Mail Place/Deposit at Designated Location 145Influencing Mail Count 95Loading Satchel for Dismount Delivery 147Mail Box Stop Illustration 46Mail Collected Face and Depositing 69Mail Collected in Sacks 157Mail Collected in Tubs 158Mail Counts (Accurate Recording of Mail Count Data) 162-163Mailing Standards for Flats 79-88Mark Ups 126Support Documents (Continued) Page #Non-Rigid Do Not Bend Or Fold Articles 114-115Office Procedural Changes 67Parcel Hamper Close Proximity (Pre-Arbitration 3-19-03) 66Placing/Depositing Mail in MMM Case 76-77Postage Due Delivery 123-124Postal Bulletin 21631 (M-38 Revision Mail Withdrawal) 64Pre-Sort Mail 57Replenishing Stamp Stock 159Return of Mail from Full Mailbox 127Rigid Article in DPS Mail (Pre-Arbitration 2-6-98) 101Rigid Article Inside a Flexible Mail Piece (Flowchart) 108Rigid Items in Non-Rigid Mail Piece (Pill Bottles) 112-113Rigid Items in Non-Rigid Mail Piece (Step 4 12-13-05) 106-107Safety Talks Begin and End of Timing 142Safety Talks Regular and Relief Carriers 143-144Safety Talks (7-28-04) 140-141Scanner (MDCD Mobile Data Collection Device) 1-15-03 118Scanner (MDCD Mobile Data Collection Device) 9-30-05 138-139Scanner (MDCD - Mobile Data Collection Device) 8-6-09 166Second Trip Compensation 90-94Sequencing Address Cards (Pre-Arbitration 3-19-03) 97Shipment Confirmation Acceptance 128Stopwatches for Use by Rural Carriers 130Template Measurement 68Throwback Case Placement of Mail 146Vacant for More than 90 Days (4-18-83) 47Verification of 3575 Labels (Pre-Arbitration 10-12-94) 149Waiting at Railroad Crossings 151Withdrawal Allowance Intermediate Office 60Withdrawal of Mail 65Withdrawing Mail from Hot Case (2-21-97) 58-59In accordance with Article 9.2.C.3.a.(3) of the 2006-2010 National Agreement between the United StatesPostal Service and the National Rural LetterCarriers Association, a national mail count will be con-ducted for twelve (12) working days beginning February27 and ending March 12, 2010.The following types of routes MUST be counted and areNOT included in the option-in election process: All routes in an auxiliary status as of February 10, 2010. All vacant regular routes with no regular carrier assignedas of February 10, 2010.Article 9.2.C.3.a(3) also states, ...The only other routes tobe counted will be those in which either the Employer or theregular carrier opts for a count.Option In Election Period - Through February 10:In 2010, a national mail count will be counted for twelve(12) working days beginning February 27 and endingMarch 12, 2010. All vacant and auxiliary routes will becounted. The only other routes to be counted will bethose in which either the Employer or the regular carri-er opts for a count. The mail count will be effective at thebeginning of the second full pay period in the calendarmonth following the count. Any regular rural carrier wishing to have their routecounted must inform their manager and should request,complete, and submit a copy of the 2010 National MailCount Rural Carrier Option In Election Form, no laterthan February 10. Management will date the form uponreceipt and provide a copy to the regular carrier. Management may opt to count individual regularroutes by completing the 2010 National Mail CountEmployer Option In Election Form. A copy of the com-pleted form will be provided to the regular carrier. If the regular carrier is out of the office for any reasonand unavailable to receive a copy of the Option InElection Form, the carrier will be provided a copy of thecompleted form when they return to the office. Local management should provide copies of Option InElection Forms to the district in accordance with localprocedures. Failure by either party to exercise their option in elec-tion by February 10 will result in a route not beingscheduled for the mail count.Mail count basics: Counting all the mail handled by the rural carrier duringthe count period. Count mail before it is cased. Management must ensure that mail will be counted on alldays during the period. Personnel who have been officially designated to act in amanagement capacity can perform the rural count. All per-sonnel responsible for counting the mail must be properlytrained. Examples of persons acting in a management capa-city are:--A clerk or a city or rural carrier acting in a management capacity (204-B), Officer In Charge (OIC)--A Postal Operations Administrator (POA) and a Postmaster Relief (PMR).--Other non-employee personnel contracted by the USPS to count mail. It is unacceptable for either management or rural car-riers to take actions that affect the integrity of the mailcount. It is not permissible to create, enforce, publish,and impose standards or limitations on markups, load-ing time, and other (column R (17)) time prior to andduring the count so as to make the count data for thosetargeted elements conform to perceived intended out-come.Ref: September 15, 2006 directive from PostalHeadquarters on National and Special Counts (pg 162-163)Observing the count: Regular carriers may observe the count on their relief day. Regular carriers may not observe the count if they are onsick leave, LWOP in lieu of sick leave, or on limited duty. Carriers who observe cannot participate in any officeduties. Carriers who observe must not interfere or disrupt thecount.Label/address orientation for purpose of determiningmail piece dimensions: For the purpose of the mail count,the width of the mail piece will be defined as the dimensionperpendicular to the address label. Therefore, a mail piecemeasuring 5 1/2 inches by 7 inches would be recorded as aflat if the label or address on the mail was placed parallel tothe 5 1/2 inch dimension. In this example, the 5 1/2 inch2010 Mail Count: Things You Should Know!1dimension would be considered the length because the labelorientation is parallel to the 5 1/2 inch measurement and the7 inch dimension is the width because the address is per-pendicular to the 7 inch measurement. Ref: Pre-Arb, Q95R-4Q-C-02102188 Washington, DC (pg96)Computerized 4239: If using a computerized version of PSForm 4239, the carrier still must receive a copy of the man-ual form for verification. Both copies should be returned tothe carrier daily. Reloading/Unloading Time (18 minutes week): This timewill be automatically credited on the PS Form 4241, similarto other fixed credits such as stamp stock and personal time. Do Not Fold or Bend: Any non-rigid article, whether prop-erly prepared in accordance with the DMM or not, that can-not be cased with other mail without damage to the itemshould be credited in Column 6 as parcels. Mail Pieces that Contain Rigid Articles: In accordancewith a Step 4 settlement, F00R-4F-C-03096043, the partiesat the national level agreed that the overall dimensions andrigidity or flexibility characteristics of a mail piece deter-mine whether the article is a parcel rather than any particu-lar item enclosed within that mail piece. Scanner Setup Time: The scanner setup time of 6 minutesper week (1 minute per day) will be credited automaticallyin the same manner as personal time, withdrawal allowance,etc. (No longer entered in Column 17).Column 8: Includes all Registered, Certified, Numberedinsured, Return Receipt for Merchandise, Express Mail, andSignature Confirmation, including foreign items that areprompted for a PS Form 3849 by the scanner.Delivery Confirmation Scans: These mail pieces werepreviously credited at 18 seconds each in Column 17 forthe scan function and also credited as a parcel or flat, asappropriate. A Delivery Confirmation mail piece is nowcredited in both Column 15, Non-Signature Scan Items forthe scan function and also in Column 6 (Parcels) orColumn 4 (Flats, etc), as appropriate.2nd Trips: This applies when carriers are required to per-form an additional trip(s) to the street due to mail that couldnot be accommodated on the first trip, either due to the vol-ume of mail, the physical size of the parcels, or insufficientroom in the delivery vehicle. Should an additional trip(s) benecessary during the mail count period, the time associatedwith the additional trip(s) will not be recorded on the mailcount forms; however, the associated mail piece(s) will berecorded appropriately for the intended route and compen-sation for the additional trip(s) will be granted as providedin Pre-Arbitration settlement C95R-4C-C 98023318.50 Foot Rule, this rule ONLY applies to three (3) cir-cumstances: If the round trip is over 50 feet, the differ-ence is multiplied by .00284 minutes and credited inColumn 17. 1. Parcel retrieval: If the parcel hamper is not within 50feet (round trip) the route will be provided additionalcredit for only the distance beyond 50 feet. 2. DPS Mail retrieval: Routes, whether or not theycase their DPS mail, will receive additional time ifrequired to retrieve their DPS mail when the location isgreater than 50 feet (round trip) from the closest edge ofthe case to the staging area. The 50 foot rule applies. 3. Return from the route trip to the accountable cage:When carriers return the accountable items to theaccountable cage in the afternoon and the round tripexceeds 50 feet, the 50 foot rule applies.Ref: Step 4 E95R-4G-C 99088097 Humble, TX (pg 66)Ref: Step 4 D9R-4D-C 01037982 Louisville, KY (pg 99-100)What are some common items credited in Column 17?: Trips to: Throwback case, CFS placement (if not com-bined with another paid function), holds if not at the case,accountable cage in the morning if you have no accounta-bles and have to retrieve arrow key. If an additional trip is required to a designated location todeposit MMM mail, the additional trip, including plac-ing/depositing the mail or bundles of mail on or into the pro-vided equipment is compensated in Column 17. (No time isgiven for casing or separating individual mail pieces.) Ref: Step 4, B95R-4B-C-02237945, North Reading, MA (pg76-77) Collecting mail from a collection box. Actual time to complete additional edit book duties pur-suant to the PO-603 revision, beyond the time that wouldhave been required on the back of the PS Form 4240. Theactual time required to perform the edit book duties mustbe recorded in Column 17 (beyond the time that wouldhave been required on the back of the PS Form 4240).While edit book work may not be performed during the mailcount period, an average weekly time associated with theadditional work required will be recorded as appropriate. Carriers may be required to face and deposit mail that is2credited in Column 20 in a designated location upon return-ing to the office. If more than two locations are required,time credited to Column 17 is appropriate. Safety/Service Talks: Actual time used during mail count.Normally, this will be 5 minutes per week. An additionaltime credit must be given to the route if management electsto repeat a weekly safety talk for relief employees or a car-rier who was not present for the first one. Any other required reoccurring daily or weekly activitynot credited elsewhere on PS Form 4239. DPS Riffling Process and Error Retrieval for MailHistory Tracking System (MHTS): With the introductionof the Mail History Tracking System, the DPS rifflingprocess includes MHTS error retrieval, as detailed below: ROUTES THAT DO NOT USE BREAKER CARDS -Carrier chooses a few intervals in each DPS tray, thenchecks one or two mail pieces before moving further alongin the tray to provide assurance that DPS mail is in the prop-er sequence. During the riffling process, carriers will alsoretrieve any errors as identified by MHTS. Credit for thiswork is measured by actual time recorded in seconds inColumn 17, Other Suitable Allowances.DPS MAIL/AUTOMATED MAIL: Inverted DPS: 1 additional DPS letter is credited inColumn 3 DPS Letters for every 4 DPS Letters receivedinverted. Appropriate credit will be added to the DPStotal by rounding down to the nearest whole number. Ref: Pre-Arb E00R-4E-05035960 Prior Lake, MN (pg167-168)Flat size pieces, 6 1/8: Letters over 6 1/8, found in DPS,will be counted as flats (no double credit). End of run reports: The end of run report (for DPSLetters Only) will be used for the DPS count provided thereare no obvious errors. Either party may verify the machinecount. Do not use the end of run for flats.DPS Holds, Forwards, Mis-sorts, etc: Any DPS mailbrought back that was otherwise not deliverable, willreceive additional credit in Columns 1 or 4 as appropriate.If fewer than 2,400 pieces of DPS mail are averaged perweek during the entire mail count period and/or the routewas not validated (for those routes counting under DPS forthe first time) before the count as meeting the 98 percentquality threshold, mail processed as DPS will be recorded assector/segment in Column 2 on PS Form 4241 (RuralDelivery Statistics Report), or if it does not qualify as sec-tor/segment mail, recorded in Column 1, Letter Size.DPS for a Closed School or Business: Credit for DPSclosed school or business letter mail, whether cased or takento the street, will be credited in the following manner: Credit will be given in Column 1, Letters, for each piecewhen there are seven pieces or less, Credit will be given in Column 6, Parcels, for one parcelwhen there are eight pieces or more, and These mail pieces will not be deducted from Column 3,DPS Letters.A closed school or business is defined as one that is closedon a recurring basis, usually weekly, and does not have anymethod of delivery available on the day the school or busi-ness is closed, which would require the carrier to bring theDPS letter mail back from the street.No additional riffling time should be credited to identifyand/or hold out this mail.Fletters: Letters run on the automated flat machines andfound in flat tubs (6 1/8 & under), will be counted as let-ters.Flats Processed on UFSM 1000: On PS Form 4239, eachentry in Column 4 for flats received from UFSM 1000equipment should be circled. Prior to totaling Column 4 onPS Form 4239, total the circled entries, and place the result-ing number in the Comments section of PS Form 4239.Multiple this number by .175 (17.5 percent) and round to thenearest whole number. This calculation should be writtenout in the Comments section. Transfer the result of this cal-culation to Column 4 as a separate entry and place an aster-isk next to this entry. This will signify that the route hasreceived the additional credit for the flat volume.Column 16, Loading VehicleRural carriers receive credit for the actual time used to: Transfer mail from their work areas to the vehicle. Place the mail in the vehicle. Return the equipment used to a designated location. Loading time must be recorded in minutes and seconds. If mail is placed directly into equipment used to take mailto the vehicle, loading time begins when carrier begins tomove the mail to the vehicle. If mail is not placed directly into the equipment used totake mail to the vehicle, loading time begins when the carri-er begins to load the mail into the transport equipment. Thisapplies in situations where the carrier is required to loadmail from the floor or other location into a hamper or gur-ney for transport to the vehicle. A common example of thisis box-holder mail, which is not ordinarily cased. Loadingtime would include the time needed to place box-holder3bundles into a gurney or hamper. It would also be applica-ble if, because of space restrictions, the carrier is required tostrap out mail; place it on the floor or case ledge; and thentransport it to a gurney or hamper at the end of the carriercase aisle. In offices where the carrier does not withdraw mail, therequired final withdrawal from the designated distributioncase, or other equipment, will be accomplished in conjunc-tion with the loading operation, and the actual time requiredincluded in loading time. Does not include time to arrange parcels in deliverysequence. If you make more than one trip, time does not stop whileyou are loading the gurney for the second or third trip (doesnot include time to pull down mail). Loading time ends when you finish loading the vehicleand return your equipment to the designated location.Column 11 and 12, Change of Address and PS Form3982 PARS LabelThe time allowance for PS Form 3982 PARS Label (yellowlabel from CFS) related to change of addresses (COAs) willbe 15 seconds for each PS Form 3982 label received duringthe mail count (recorded in Column 12) unless the carrier isrequired to perform any additional duties of completing anyof the following forms and/or writing on the PS Form 3982.In such instances, the route is credited for the COA inColumn 11 (2 minutes). PS Form 3575, Change of Address PS Form 3575Z, Change of Address (CarrierGenerated) PS Form 3546, Notice to Change Forwarding Order There is no double credit for any single COA. Receipt of theyellow 3982 label triggers the credit. If the carrier receivesa 3982 label and simply peels it off and sticks it on the PSForm 3982, the route is credited in Column 12. If the carri-er is required to write the address on the PS Form 3982while processing the COA order (3575, 3546, 3575Z), thenthe route is credited in Column 11 when the yellow 3982label is received. Note: Under PARS, the carrier should not be processing3575s received from customers unless required to do so bymanagement. These forms should remain in the mail stream(credited in Column 20 as a piece collected) and go directlyto PARS for processing. If the manager requires the carrierto process (in any way) the 3575, 3546, etc., then the routeis credited in Column 11 when the yellow label is received. Example 1: Carrier receives a PS Form 3575 before countand is required by management to process the COA. Thecarrier completes the form, writes the information on the PSForm 3982 and sends it to CFS/PARS. When the yellowlabel is received back, the route would be credited inColumn 11. Example 2: Carrier receives a PS Form 3575 during countand is required by management to process the COA. Thecarrier completes the form, writes the information on the PSForm 3982 and sends it to CFS/PARS. The yellow label isnot received during the count; no credit in Column 11 or12 would be given.Example 3: Carrier receives a yellow3982 label during thecount. The carrier was not required to previously do any-thing with that COA. The route is credited in Column 12. Example 4: Carrier completes a PS Form 3575Z or 3546during the count. When the yellow label is received the routeis credited in Column 11. If the yellow label is not receivedduring count, no credit is given.Column 13, Mark UpsThe time allowance for this column is .25 minutes perentry (15 seconds)Credit one mark up for each BUNDLE of the following: CFS Machineable/CFS Non-Machineable Insufficient Address (IA) Unendorsed Bulk Business Mail (UBBM & OUBBM) Excess box holders Unable to Forward (UTF) formerly Forwarding OrderExpired Attempted Not Known (ANK) 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)Credit one mark up for each PIECE endorsed: No Record Mail Deceased (DEC) Transcribing information on the PS Form 3982-R Other required individual carrier endorsements in DMM507.1.4.1, as appropriate and other undeliverable mail thepostmaster or supervisor requires the carrier to individuallyendorse. Carrier Pickup: Credit will be given in Column 21 for eachcarrier pickup request received through the carrier pick-upweb application. Each item picked up (Express Mail,4Priority Mail, or International Mail) through the carrierpickup web application will be credited in Column 22.This includes all the duties in the office and on the streetassociated with the carrier pickup request. Customers are limited to one carrier pickup request perday. Credit in Column 21 for the carrier pickup request even ifthe customer has no parcels for pickup. For Carrier Pickup items only (Express Mail, PriorityMail, or International Mail), individual credit is given evenif the mail pieces are in tubs, sacks, etc. (this does not applyto items credited in Column 20 or 23).Note: Prepaid ordinary and insured parcels, MerchandiseReturn Service (MRS), and Parcel Return Service (PRS)accepted or letters or flats collected in conjunction with thecarrier pickup items will not be included in Column 21. Prepaid parcels under two pounds should be recorded inColumn 20, Letters and Flats Collected. Prepaid parcels weighing over two pounds or any parcelleft by the customer with the appropriate funds for postageshould be recorded in Column 23, Parcel AcceptedOrdinary, Insured, COD. Carriers must weigh, rate, andaffix postage if management provides the necessary scalesand rate charts. However, if the necessary equipment is notmade available, credit for a parcel collected is still given.NOTE: The carrier cannot be required to stand in the lobbyto purchase stamps or weigh parcels. Merchandise Return Service (MRS) and Parcel ReturnService (PRS) mail pieces will be credited in Columns 20 or23, as appropriate. Upon return to the office, rural carrierswill place MRS and PRS items in a designated location toallow for proper scanning of the piece and proper disposi-tion. Any duties beyond placing these mail pieces in the des-ignated location are not included in the credit received inColumns 20 or 23. If a carrier pickup request is completed by other than the car-rier assigned to the route that day, then the route will notreceive credit for the carrier pickup. It is expected that thispractice has been previously instituted and will continue inthe event the assigned carrier is not able to complete the car-rier pickup request due to size and/or space constraints andmanagement normally assigns that duty to another carrier(RCA, TRC, etc). If the assigned carrier is required to devi-ate or make a second trip to complete the carrier pickuprequest, the appropriate credit for the carrier pickup will becredited to the route; however, the time and mileage for thedeviation/second trip will not be. Shipment Confirmation Acceptance Notice (SCAN)Related Duties: The SCAN service associated withCarrier Pickup requires carriers to count parcels and per-form a scan of the customers manifest (PS Form 5630).During the mail count, each Shipment ConfirmationAcceptance Notice will receive a credit for each scan inColumn 15.Form 3982-R, Rural Boxholder Non-Delivery Request(RBNR): Section 322 of the PO-603, Rural Carrier Dutiesand Responsibilities, has been changed to reflect RuralBoxholder Non-Delivery Request (RBNR). Time will be credited during a mail count in the followingmanner: One (1) markup for transcribing the non-delivery requestinformation on the PS Form 3982-R or annotating or dis-carding the form when receiving a reinstatement of delivery. One (1) piece in Column 1, Letters, for casing the PS Form3982-R. One (1) piece credited in Column 20, Letters and FlatsCollected, for bringing the PS Form 3982-R back from theroute. Disputes should be settled on the day that they occur if pos-sible. If disputes are not resolved, detailed documentationwith all the specific information (number of pieces, dimen-sions, photocopies, etc.) must be recorded. The carriershould not sign the PS Form 4241 verifying the validity ofthe count. The carrier must make a dated written request andgive it to their manager. The postmaster/manager will alsoprepare a written statement and both written responses (car-riers & managers positions), with all the pertinent infor-mation, is immediately forwarded to the district. The districtis responsible for providing a prompt written reply to thepostmaster advising of its decision. The postmaster/manag-er will provide the carrier with a copy of the writtenresponse. The receipt of the response from the postmas-ter/manager starts the 14-day clock to file a grievance, if thecarrier is still in disagreement. We must all realize that mistakes can happen and differentinterpretations may occur over rules concerning mail countprocedures. If this happens to you, make managementaware of the disagreement in a calm professional mannerand attempt to resolve it at that level. It is imperative thatany disagreements should be discussed on the day that theyoccur. If reasonable discussion fails, contact yourlocal/area/assistant or state steward assigned to your office onthe day they occur. Do not wait until the end of mail count.5 2010 National Rural Mail Count Event Dates The following are some important dates relative to the national count and inspection of rural routes. Begin the Option In period for regular carriers and management. 1-27-2010 Where DPS is being introduced, the NRLCA representative and designated USPS manager at the unit level must jointly review the DPS sort scheme. Routes must be receiving DPS mail by this date. 1-27-2010 Rural route inspections may begin. 2-10-2010 End of the Option In period. 2-10-2010 All vacant regular routes with no regular carrier assigned and all routes in an auxiliary status will be scheduled to be counted. 2-12-2010 Pre-count conferences must be completed. 2-26-2010 For routes where DPS is being introduced, DPS quality of 98% must have been achieved. 2-27-2010 12-day national mail count begins where management or carrier has opted to count the route. 3-12-2010 Last day of 12-day national mail count. Inspections for routes being counted must be complete. 3-15-2010 Forms 4241 must be totaled at the delivery unit. 3-17-2010 Last day for carriers to review Forms 4241. 4-17-2010 New Forms 4241-A will be completed and sent to delivery units. 4-24-2010 New route evaluations will go into effect. 6789101112132010 NRLCA Mail CountSECTION 1: MAIL COUNT OVERVIEWTypes of Mail CountsThere are two types of mail counts: national count andspecial count.National Mail CountsNational mail counts are available to all rural routesduring selected count years identified in the currentNational Agreement between the USPS and the NRLCA.In 2010, a national mail count will be conducted fortwelve (12) working days beginning February 27 andending March 12, 2010. All vacant and auxiliary routeswill be counted. The only other routes to be counted willbe those in which either the Employer or the regular car-rier opts for a count. The mail count will be effective atthe beginning of the second full pay period in the calen-dar month following the count. Ref: Article 9.2.C.3.a.(3)Additionally, the Postal Service has the right to conducta national count of mail for all rural routes during the lasttwelve (12) working days in September of any year.Before the Postal Service can schedule a Septembernational count, the Union at the national level must benotified at least thirty (30) days in advance of the com-mencement of the count.Ref: Article 9.2.C.3.a.(4)Special Mail CountsSpecial mail counts, pursuant to Article 9.2.C.11, will beconducted during the last twelve (12) working days inSeptember as a result of one of the following three con-ditions:1. When circumstances have negated the validity of thelatest count and evaluation. In this situation, no salaryadjustment is made as a result of the count unless the eva-luation of the route is changed by 120 minutes or more.2. When an auxiliary route reaches a weekly evaluationof thirty-nine (39:00) standard hours or more.3. Whenever a 120-minute (2 hours) or more salary adj-ustment is made on a route, whether due to a substantialservice change or a route adjustment, and the density ofthe route after the change has been increased to twelveboxes per mile or more or has been decreased to less thantwelve (12) boxes per mile.Ref: Article 9.2.C.11.aSpecial mail counts must be made during the last twelve(12) working days in September. Salary adjustments willbe made pursuant to Article 9.2.C.9.After a route begins to receive DPS flats and once theroute has passed any qualifications, a mail count will beconducted in one of the three periods that follow. Theroute may be counted in the national count period setforth in Article 9.2.C.3 or one of the following specialmail count periods. A special count may be conductedeither (1) in accordance with the period established inArticle 9.2.C.11.b of the National Agreement; or (2)during the 12 working days in May beginning immedia-tely after Mothers Day. No salary adjustment will bemade as a result of a special count unless the evaluationof the route is changed by 120 minutes (2 hours) or more.Rural Route InspectionA rural route inspection is the physical observation of theofficial line of travel, identification of safety hazards,condition of the boxes served, adequacy and quality ofservice to the customer and the character and performan-ce of the carrier. This inspection is to be made by thepostmaster or a designee while accompanying the carrieron the route. This task must not be delegated to craftemployees unless detailed to a higher level assignment.An inspection must be conducted either during or imme-diately prior to a National or Special Mail Count.Ref: PO-603 Section 521Ref: M-38 Section 511Inspecting Rural RoutesThe purpose of the inspection is to obtain current andaccurate data, including route and delivery conditions,number and types of boxes served, minimum stops requi-red to serve all boxes on the route, location, time and fre-quency of authorized dismounts, and the distance (infeet) required at each dismount. The route layout is revie-wed to see if any changes to the line of travel couldimprove the efficiency and/or economy of service.Additionally, hazardous conditions, situations, and loca-tions must be examined and appropriate action taken toeliminate or reduce the potential for an accident.Ref: PO-603 Section 522Carrier Responsibilities During Route InspectionsRural carriers must travel their route and deliver mail pre-cisely as they do the rest of the year. They must informthe postmaster/designee making the inspection of anyNote: Changes to the guide for 2010 are in bold type.14boxes that have remained vacant more than 90 days. Theyshould also assist in identifying hazards and/or hazardousconditions on the route and recommend actions to elimi-nate or reduce them to the extent practicable.Ref: PO-603 Section 524.1If the carriers normal vehicle will not accommodate theexaminer, he/she may be requested, but not required, tosupply an appropriate vehicle. Management is responsib-le for the safety of both the carrier and examiner, and forensuring the accuracy of all data collected.Ref: PO-603 Section 524.2Box CountAll boxes currently being served and temporarily vacantdwellings, apartments, and places of business with a boxerected, or served via a dismount, which have beenvacant less than 90 days, are counted as boxes. Do notcount abandoned boxes, permanently vacant buildingsand dwellings, apartments vacant more than 90 days,buildings under construction, or dwellings and businessesreceiving delivery solely through general delivery or apost office box. Do not count collection compartmentslocated in NDCBUs as boxes served.Ref: M-38 Section 515.1Ref: Step 4 H1R-4H-C 12585 Menlo, KS (pg 47)Ref: Step 4 H4R-4K-C 3738 Polk City, IA (pg 48)Ref: Step 4 E00R-4E- C 02161678 Chanhassen, MN (pg49-50)Stop CountStop count should only make a difference on routes thatare served by using a privately-owned vehicle. The mini-mum number of stops necessary to serve all receptacleson the route; i.e., the number of times a carrier must movethe vehicle in order to serve all boxes on the route, arecounted as stops. Where a group of boxes can be servedwithout moving the vehicle, record one vehicle stop forthat group of boxes. Where boxes are grouped, the determination of stops willdepend upon the size of the box(es) and the distance bet-ween the boxes. As a general rule, 2 small boxes may beserved with 1 stop, provided the distance between the 2boxes is not greater than the width of a small box. Eachlarge box normally requires one stop.Ref: M-38 Section 515.2Family CountFor Postal Service purposes, the term family is consi-dered the same as household. A single residence is ahousehold consisting of only one family regardless of thenumber of residents or their relationship. In multi-resi-dential buildings, each occupied separate unit is countedas a family. On routes utilizing a route and box numbe-ring system up to five families may use the same box anduse a common route and box designation.On routes utilizing a street name and numbering systemcustomers should erect individual mail receptacles. Ref: POM 9 Section 632.526 (pg 51)Ref: M-38 Section 516 Authorized DismountsThe total number of authorized dismounts are recordedon a daily basis. For example, a carrier is authorized todismount at a school because of volume. The school offi-ce is closed on Saturdays. The route is credited with adismount Monday through Friday, but would not receivedismount credit on Saturday. When determining the dis-mount distance, all entries must be made on the basis ofthe number of trips required by the carrier each day. As inthe above example, where the school office was closedon Saturday, on a heavy volume Monday, the dismountmay require two or more trips. When a carrier dismountsprimarily to provide other services, such as deliveryand/or pick up of accountable mail, COD, Express Mail,etc., no dismount credit is authorized. Existing time allo-wances for accountable mail include time for dismo-unting to affect delivery and/or pick up.Ref: PO-603 Section 535.12.v Ref: M-38 Section 365Preparing to Ride the RouteIn preparation for accompanying the carrier on the street,it will be necessary to obtain a current PS Form 4003(Official Rural Route Description) route map, measuringdevice for dismounts, and inspection worksheet formaking notes concerning the route, carrier performance,and to ensure the line of travel and the length of the routeis correct. This work sheet can also be used to recordsafety concerns, condition of mailboxes and to identifyunnecessary travel and roads that need repair. For officesusing the Computerized Labeling Address SequencingService (CLASS), a current CLASS edit sheet would beanother valuable source document to use during theinspection. This is the authorized sequence of deliveryand should reflect the line of travel on the PS Form 4003.Differences would be easily identified and corrected toensure accurate information is reflected in the CLASSdata. The delivery data, regular boxes, and central boxes,entered in Section II Route Data (PS Form 4248 RuralRoute Inspection Report), should match the active deli-201015veries reflected on the summary page of the CLASS EditSheet and the Form 4003. Since the information contai-ned in the CLASS database is provided to mailers forpreparation of delivery point sequence mail and is alsoused to generate sort programs for the Delivery Bar CodeSorters (DBCS), using the edit sheets as part of theinspection process makes good business sense.As a result of the inspection, it may be necessary to sub-mit a Form 4003 annotated updated as the result ofinspection to the district office. Remember, the totals onPS Forms 4248, 4003, and the CLASS summary sheetshould agree.The mileage check made during a route inspection doesnot change the official route mileage. Route mileage canonly be changed by the processing of PS Form 4003 as aresult of an official route remeasurement, or the addi-tion/deletion of mileage to the route.Ref: M-38 Section 623Average daily mileage deviation for fueling up the LLVmust be added to the route mileage on PS Form 4241.Ref: PO-603 Section 535.23.hRef: M-38 Section 510Request to Repair RoadsWhile conducting the inspection, note the condition ofroad and road shoulders for both city/town and privateroads. Note any area in disrepair that could obstruct deli-very of mail, cause undue wear or damage to the vehicle,or present a safety hazard. Management is responsible forcompleting PS Form 4024 (Request to Repair Roads), induplicate. Retain a copy and mail the original to theappropriate highway official or individual responsible forthe road. If necessary repairs are not made in a reasonab-le time, management may withdraw service.Ref: M-38 Section 517Mailbox Needs AttentionInspect the condition of all mail receptacles during theroute inspection for possible irregularities. The use of aninspection worksheet completed on the route can aid inthis procedure. By using codes, you can quickly identifymail receptacles in need of repair without delaying thecarrier.PS Form 4056 (Your Mailbox Needs Attention) is desig-ned to notify customers of mailbox irregularities. Uponreturn to the office, the postmaster prepares PS Form4056 in duplicate, notifying the customer of the irregula-rity. The carrier delivers the original to the customer thenext working day, while the duplicate is kept on file forfuture reference by the postmaster.In the event locks are used on mailboxes, the slot for themail must be large enough to accommodate the custo-mers normal daily mail volume. Therefore, if the slot isnot sufficient to accommodate the normal daily mailvolume, the carrier will be compensated in Column 17for the additional time to effect delivery.Ref: M-38 Section 517.2 Ref: DMM 508.3.2.3 (pg 53-54)Counting Your Own MailIf a carrier wants to verify the data collected they maycount the mail presented to them. The time to verify orcount the mail is without compensation.Time used by the carrier to count mail is recorded inColumn 30. This time is recorded to ensure it is not inclu-ded in the actual time required to serve the route.Pre-sort MailUndeliverable non-preferential mail, including letters,flats and magazines, is not to be held back by distributionclerks or managers during the mail count.If management wishes to remove plastic wrap, strings,bands etc., in order to properly count the contents undercover or bound, management should only remove enoughcovering or binding as necessary to maintain the integri-ty of the count. Management should not take missentmail from these bundles unless this is the standard prac-tice in the office and it will be followed all year, or untilthe next mail count.Ref: Step 4 H1R-4B-C 11305 Linden, Ml 48451 (pg 55-56)Ref: Step 4 H1R-3P-C 19988 Summerville, SC (pg 57)Even Flow of MailMail should be distributed to ensure a normal flow on theday preceding the count period and the last day of thecount period. The manager should not schedule extraclerk hours for the express purpose of clearing out mailvolume prior to the count, and clerk hours should not becurtailed on the day the count should end.All simplified address mail (boxholders) which is avai-lable at the delivery unit must be distributed to the ruralcarrier during the count period unless a commitment hasbeen made to a mailer to deliver that boxholder mail on aspecific date other than the count period. The mailersrequest must be honored on time value mail.Carriers who normally case mail upon return to the offi-ce after completing their routes are to continue this prac-tice on the day preceding the count and during the countperiod. Carriers who do not case mail upon return to the2010 NRLCA Mail Count16office after completing their routes will not do so on theday preceding the count, nor during the count period.Ref: PO-603 Section 534Ref: M-38 Section 526.4 Ref: EL-902 Article 30.1.AWithdrawal of MailIf rural carriers are required to perform any of the withd-rawal duties, they are entitled to the five minutes per daywithdrawal time allowance.The withdrawal procedures established for the mail countshould be the same as that which will normally be follo-wed the remainder of the year.Duties Associated with Withdrawal Number of WithdrawalsUpon reporting, the carrier will sweep the distributioncases of all letter and flat mail. No more than twoadditional withdrawals should be made in the morning.Carriers will withdraw mail from distribution cases whena clerk or mail-handler has not placed the mail on theircase ledge. All carriers must make a final withdrawalof preferential letters and flats from the designateddistribution case immediately before leaving for theirroutes.Upon returning from the route, the carrier will obtain allletter and flat mail available from the distribution case.Ref: M-38 Section 352.2 Ref: PO-603 Section 212.1Ref: Step 4 H95R-4H-C 96076679 Largo, FL (pg 58-59)Ref: Step 4 E00R-4E-C 02146601 Spencer, IA (pg 60)Required Duties of Carriers Who Do NotReceive the Withdrawal CreditCarriers who are exempt from general mail withdrawalrequirements must make a final withdrawal of preferenti-al letters and flats from a designated case immediatelybefore leaving for their routes. Normally the final withd-rawal will be accomplished in conjunction with the loa-ding operation.Ref: PO-603 Section 212.22If employees other than rural carriers withdraw mail,they must place it on the carriers case ledge as describedin PO-603 Section 212.13. Some postmasters requirerural carriers to dump sacks and do other things to prepa-re mail. In an official position letter, signed by William E.Henry Jr., it was clearly stated that if rural carriers are notcredited with withdrawal allowance, they should not berequired to dump sacks or perform any of the other duti-es necessary for preparing the mail for casing.Ref: Henry Letter (pg 61-63)Withdrawal All or NothingThere is no provision for a partial credit for a carrierswithdrawal of mail. If a carrier is required to perform aportion of the withdrawal function, such as dumping mailfrom sacks, then the carrier is entitled to the withdrawalallowance.Ref: Henry Letter (pg 61-63)When management determines it would be operationallyadvantageous to change the withdrawal procedures cur-rently used in a unit, the local NRLCA steward (or statesteward if a local steward is not available) must be advi-sed of the proposed change.If management proposes a change in withdrawal and themajority of regular carriers in the unit wish to performthe withdrawal function, all carriers in the unit willwithdraw all mail, provided they agree to assume the res-ponsibilities associated with daily unit volume recording(DUVRS). The recording of volume means entering thedaily linear footage of letter and flat mail received in asingle entry in the Remarks section of PS Form 4240(Rural Carrier Trip Report). In addition, they shouldrecord the number of box holder sets.Ref: Postal Bulletin 21631 (pg 64)Not Part of Withdrawal Cutting Straps or PlasticThe cutting of straps or plastic wrappers is the carriersresponsibility whether they receive the withdrawalallowance or not.Ref: Pg 478 of NRLCA Magazine August 13, 1983 (pg65)Obtaining Parcel HampersIf the hamper is not located within 50 feet (round trip)the route will be provided additional credit under Column17 for only the distance beyond the 50 feet. The distancebeyond 50 feet will be credited at .00284 minutes perfoot. Ref: Pre-Arb E95R-4G-C 99088097 Humble, TX (pg 66)Pre-Count ConferenceThe pre-count conference is a joint conference betweenrural carriers and managers. Regardless of the type ofmail count, a joint conference must be held at least 15days prior to the beginning of the mail count. (Note: Thisyear the pre-count conference must be completed no laterthan February 12, 2010).Ref: M-38 Section 525.112010 NRLCA Mail Count17This is a very important event because it is managementslast opportunity to introduce administrative changes incarrier procedures. Once the conference is completed,procedures are locked in throughout the count and byextension, the remainder of the year, unless correspon-ding changes are made in salary for additional functions.No changes in carrier work methods, casing equipment,or office procedures can be made between the date of thelocal conference and the mail count unless these itemswere specifically discussed at the conference.Ref: M-38 Section 525.14Ref: Step 4 H4R-4P-C 26467 Columbia, MO (pg 67)It is not necessary that the carriers agree to the proposedchanges; it is necessary only that the proposed changesdo not violate Postal Service policy or the USPS-NRLCANational Agreement.Ref: M-38 Section 525.14.aThis section does not limit a managers right to makeoperational changes at any other time other than theperiod specifically stated.Ref: M-38 Section 525.14.bIt is additionally important to discuss count procedures sothat any potential areas of disagreement can be identifiedand hopefully resolved prior to the actual count.Rural carriers are well advised to take a pre-count confe-rence checklist with them to the local conference andmake notes.Any carrier on leave 15 days prior to the beginning of thecount must be conferred with before going on leave orimmediately upon return. If operational changes are plan-ned while the carrier is on leave, the conference must beheld upon the carriers return to duty, when all changesmust be explained.Pre-Count Conference Items ForDiscussion1. Clarify mail processing procedures on the day prece-ding the count and the last day of count.2. How to use rural template for the measurement ofmail.Ref: Step 4 H7R-1G-C 5107 Springfield, VT (pg 68)3. Mail withdrawal procedures and recording ofDUVRS if carrier is required to record volume. 4. Carriers have the right to observe mail count on theirrelief days or when they are on annual leave.5. Carriers have the right to count their own mail forverification while in an on duty status.6. Review of PS Form 4239 with an understanding ofdefinitions. Forms must be available to carriers daily,upon request, before the mail is trayed or strappedout.7. Cut-off times for mail.8. Implementation of Directs.9. Depositing of CFS mail, hold mail, getting stampbox, etc.10. Clerk/Supervisor interruptions for official business,being called to the phone or counter, etc.11. Collection boxes, collection compartments in CBUs,and parcel lockers.12. Dismounts and dismount distance. Heavy volumedays may require more than one trip.13. Proper credit for collected mail: For more than 2 separationsRef: Step 4 H7R-4B-C 29248 Rochester, Ml (pg 69) From collection boxes. From collection slots/compartments. Bundled mail. Certified and registered mail. Express mail. Parcels collected on the route.14. Loading procedures, including time for movingvehicle if it is not loaded or unloaded where it is par-ked.15. Intermediate office procedures for routes that workout of more than one office.16. Misthrows.17. Mark-ups.A. BundleB. Individual(Note: Refer to 2010 Mail Count: Things YouShould Know and PO-603)18. COAs and 3982 labels.(Note: Refer to 2010 Mail Count: Things YouShould Know and PO-603)19. Credit for detached-label mailings.20. Locked pouch when transporting unsorted mail fromone post office to another.21. High Option/Leave Commitment.22. Safety Talks (actual time, approximately five minu-tes). If two safety talks are given, compensation mustbe given for both.23. Any required functions for Saturday closeouts mustbe credited.24. Procedures and time values for USPS vehicles.Average daily mileage deviation for fueling up theLLV must be added to the route mileage on PS Form4241.25. Any local requirement that happens on a regular basis(daily or weekly.)26. Any unique situations.2010 NRLCA Mail Count1827. Delivery point sequence (DPS) issues.28. Rural Boxholder Non-Delivery Request (RBNR.)Ref: PO-603 Section 322.23(Note: Refer to 2010 Mail Count: Things YouShould Know.)29. PS Form 5630, Shipment Confirmation AcceptanceNotice (SCAN.)Ref: Sample PS Form 5630 (pg 128)30. Carrier Pickup StandardRef: National Grievance Settlement QOOR-4Q-C08030088 Washington, DC (pg 70-73)Ref: Step 4 B00R-4B-C 08348650 Middleboro, MA(pg 74-75)31. Service talks (actual time)32. Proper credit for oversized letter (over 6 1/8 inches)processed with DPS mail.33. Proper credit for missequenced, missorted, missentMMM mailRef: Step 4 B95R-4B-C 02237945 North Reading,MA (pg 76-77)34. DPS Flats (FSS)35. Do Not Bend or Fold items that cannot be cased withother mail. Ref: DMM 601.50 (pg 78)36. Additional time to pick up and return scanner ifnot in conjunction with other activities and notwithin a reasonable distance. Ref: Step 4 E00R-4E-C08212472 Mesa, AZ (pg 166)Summary of Mail Count Principles Procedures used during the mail count period mustbe the same as those used during the rest of the year. No changes in carrier work methods, casing equip-ment, or office procedures are to be made betweenthe date of the local conference and the mail count,unless they were specifically discussed at the confe-rence. Regular carriers may observe the mail count of theirown route on their relief days or on days they are inan annual leave status. Any carrier who observes themail count must be in a non-duty status. Regular carriers who are observing in a non-duty sta-tus may not participate in office work. The relief carrier is entitled to work his/her schedu-led work days during the mail count period. Mail must be counted in the facility where the carri-er cases the mail, with the exception of DPS mail,which is recorded from the End of Run Report(EOR). Either the manager or the carrier may verifythe piece count without additional compensation tothe carrier for the time involved.Ref: MOU Use of End of Run Report (pg 98) Mail is credited on the day it is cased. Mail flow procedures during the count period mustbe the same as the rest of the year.Ref: Step 4 H1R-4B-C 11305 Linden, MI (pg 55-56) On the day preceding the count period, all mail avai-lable up to the normal cut-off time must be delive-red on that day. All mail available up to the normal cut-off time onthe last day is included in the count and delivered. InExpedited Preferential Mail System offices, availab-le mail would be cased but not counted upon retur-ning to the office from the route on the day prior tothe start of the count. Conversely, in EPM offices onthe last day of the count, available mail would becased and entered on PS Form 4239 for that day. Refer to clarification by USPS delivery operations onhow to color code standard flat mail with a requestedin-home delivery date that is entered at the destina-tion delivery unit.Ref. October 8, 2008 policy letter from USPS2010 NRLCA Mail CountPre-Count Conference ChecklistThe Pre-Count Conference was heldon_________________.The issues have been discussed and agreedupon as listed.Post OfficeSupervisor/PostmasterRural CarrierRoute(signature)(signature)SAMPLE19Headquarters Delivery Operations on NationalColor Code Policy Destination Delivery UnitEntered (Flats) Mail with Requested In-Home Dates(pg 89). Prior to the count period, no extra effort should bemade to deviate from normal mail delivery or pro-cessing schedules. Mail must not be curtailed on the last day of thecount period. Withdrawal procedures in effect at the time of thecount should be the same for the rest of the year. Rural carriers always have the right to verify thedaily count of mail and all entries made on PS Form4239. If possible, disputes should be resolved immediately. Unresolved disputes should be thoroughly documen-ted by collecting all of the relevant data. Carriers should take the time to verify the data recor-ded on PS Forms 4239 and 4241. Record mail associated with second trips appropria-tely. Ref: Pre-Arb C95R-4C-C 98023318 (Mgt option)Bear, DE (pg 90-94) It is unacceptable for either management or ruralcarriers to take actions that affect the integrity ofthe mail count.Ref: September 15, 2006 directive from postal head-quarters (pg 162-163)Ref: April 7, 1999 Bothwell Letter (pg 95)PS Form 4239This form is designed to function as a combination worksheet and mail count record. (Note: Refer to Revised PSForm 4239 dated January 2009). This important dailyrecord provides the basic source of mail volume and timedata, which is transferred daily to Form 4241 (RuralDelivery Statistics Report), and consolidated for the two,three or four week period.(Note: Refer to Revised PS Form 4241 dated February2009)A separate PS Form 4239 is used to record each dayscount data. The PS Form 4239 is intended to be a worksheet and any other additional items such as facing slips,pads and etc. should not be used. The PS Form 4239 isthe only official record of each days count data. Thepostmaster, supervisor, or mileage route carrier respon-sible for conducting the count will complete PS Form4239 daily for each route.When management completes the PS Form 4239, uponrequest it will be shown to the carrier before the mail istrayed or strapped out to allow verification. If a dispute isidentified, every attempt should be made to resolve thedisagreement prior to delivery of that days mail. Thepostmaster/supervisor, or carrier who conducts thecount, must sign the PS Form 4239 daily. Remember,daily totals must be transferred to the PS Form 4241. Donot wait until the end of the count period to complete therural delivery statistic report.Note: After PS Form 4239 (Rural Route Count of Mail)has been completed each day, the postmaster retains theoriginal and the carrier receives a copy.Ref: PO-603 Section 535.11.bIn the case of an Intermediate Office, a separate PS Form4239 is completed for all services performed at the inter-mediate office and forwarded under cover to the head outoffice daily. The postmaster at the head out office is res-ponsible for consolidating the data from all PS Forms4239, subtracting the total office time spent at the inter-mediate office from the route time, and transferring alldata to PS Form 4241. PS Form 4241 is not completed atintermediate offices.Should Disagreements OccurMany times there are questionable items and issuesduring mail counts. When there are disagreements bet-ween the carriers and managers concerning the propercredit of an item, every effort must be made at the time toresolve the dispute. Carriers should make manage-ment aware of each repeated occurrence of disputeditems. When there is a dispute pertaining to a mail piece,an attempt must be made to resolve the issue before themail in question is delivered. If carriers are unable toresolve the differences, documentation of all informa-tion regarding the item(s) or issue(s) in dispute is cri-tical. Include in the documentation the issue in dispute,the number of articles and any other relevant informationsuch as dimensions that will be helpful in resolving thedisagreement.Ref: Mail Count Disagreement Form (pg 44)SECTION II: RURAL ROUTECOUNT OF MAIL, PS FORM 42391. Column 1 - Letter-Size Mail(A) Enter in this column all letter size mail includingordinary letters, cards, newsletter type mail, and circularssix and one-eighth (6 1/8) inches or less in width whichcan be cased in the separations of the carrier cases. Smallmagazines and small catalogs six and one-eighth (6 1/8)inches or less in width and 3/8 or less in thickness are2010 NRLCA Mail Count20included in this column. Include detached address labels(specifically addressed) for sample merchandise, magazi-nes, and catalogs in the letter count. Note: The maximumthickness of 3/8 inch applies only to small magazines andsmall catalogs. Letter-size mail is whatever fits in thewidth of the case separation in use regardless of thic-kness. All detached address cards (with a specificaddress) for sample merchandise, shared mail, magazi-nes, and catalogs are included in the letter count.Ref: PO-603 Section 535.12.a.1 The manner in which the address is oriented on the mailpiece will be relevant for the purpose of recording a mailpiece during a mail count as a letter or flat. For the pur-pose of the mail count, the width of the mail piece will bedefined as the dimension perpendicular to the addresslabel.Ref: Pre-Arb Q95R-4Q-C 02102188 Washington, DC (pg96)One (1) piece is credited in Column 1 for each PS Form3982-R cased during mail count.Ref: PO-603 Section 322.23 Do not include address cards received for sequencingduring the mail count in this category.Ref: Pre-Arb D95R-4D-C 01039476 Lugoff, SC (pg 97)(B) Do not include newspapers, boxholders, flats, androlls even though they may be cased with letter mail.Count each direct or segmented bundle (see PO-603,Section 225.4) distributed and tied out at mail distribu-tion cases as one parcel, and enter in Column 6. Do notcount direct or segmented bundles tied out at the carriercase (see PO-603, Section 225.5) as parcels. Do notinclude registered, certified, COD, number insured,Express Mail, and either accountable mail in this column.For special delivery articles, see Column 8.Ref: PO-603 Section 535.12.a.2Small catalogs and magazines with a thickness greaterthan 3/8 inch are not counted in this column.Undeliverable non-preferential mail, including letters,flats, and magazines, is not to be held back by distribu-tion clerks or managers during the mail count. If mana-gement wishes to remove plastic wrap, strings, bands,etc. in order to properly count the contents under cover orbound, management should only remove enough cove-ring or binding as necessary to maintain the integrity ofthe count. Management should not take undeliverablemail from these bundles unless this is the standard prac-tice in the office, and it will be followed all year.According to the file, distributors in this local officenormally discarded non-preferential mail of no obviousvalue when it was recognized as being undeliverable rat-her than distribute it to the rural carriers. The parties atStep 4 agreed that the discarding of mail in this manneris inconsistent with postal procedure and should be dis-continued. If discontinuance of this activity resulted in anincreased workload for the carriers, the carriers wereentitled to a recount, if they desired.Ref: Step 4 H.1R-4B-C 11305 Linden, Ml (pg 55-56)2. Column 2 - Sector/Segment LettersEnter in this column all mail up to 6 1/8 inches in widththat is processed on automated equipment in sector/seg-ment order.Where Sector/Segment is introduced, the final schememust be jointly verified, and mail must be processedusing this scheme no later than 30 days prior to a sche-duled mail count.3. Column 3 - Delivery Point Sequence (DPS)LettersEnter in this column all mail up to 6 1/8 inches in widththat is processed on automated equipment as DeliveryPoint Sequence mail.Exception: If fewer than 2,400 pieces of DPS mail areaveraged per week during the entire mail count periodand/or the route was not validated before the count asmeeting the 98 percent quality threshold, mail processedas DPS will be cased and recorded as sector/segment inColumn 2 on PS Form 4241 (Rural Delivery StatisticsReport), or if it does not qualify as sector/segment mail,recorded in Column 1, Letter Size.Ref: Delivery Point Sequencing (DPS) ImplementationProcedures For Rural Routes The end of run report piece count (or future equivalentreport) from the automated equipment used to process azones DPS letter mail will be utilized when recordingvolume during a mail count.Ref: End of Run Report (pg 98)During the mail count, if the DPS mail is not within 50feet (round trip), the route will be provided additionalcredit under Column 17 for only the distance beyond the2010 NRLCA Mail Count2150 feet. The distance beyond 50 feet will be credited at.00284 minutes per foot.Ref: Pre-Arb D95R-4D-C 01037982 Louisville, KY (pg99-100)Note: Casing of DPS mail will not change mail countprocedures or time standards applied to DPS or othermail.If multiple runs are received, only one run may becounted as DPS. Management will determine which runis DPS. Other runs may be counted as sector/segment ifthey qualify.If carriers take DPS mail directly to the street, all the DPSmail they bring back, because it is out of sequence orotherwise not deliverable (hold mail, forwardable mail,missorted mail, etc.), is recorded in Column 1, LetterSize. The fact that the carrier may elect to case that mailduring the mail count does not change the recording pro-cedure. DPS mail, which would have been brought backby the carrier, is recorded in Column 1, Letter Size.The mail pieces recorded in Column 1, Letter Size, arenot deducted from Column 3, DPS Letters.Inverted DPS Letters: 1 additional DPS letter is cre-dited in Column 3, DPS Letters, for every 4 DPSLetters received inverted. Appropriate credit will beadded to the DPS total by rounding down to thenearest whole number. Ref: Pre-Arb E00R-4E-05035960 Prior Lake, MN (pg167-168)A rigid article received in DPS will be counted and recor-ded under Column 6 as a parcel if the rigid article exce-eds any one of the dimensions in Section 535.12.d.(1) ofthe PO-603.Ref: Pre-Arb F91R-4F-C 96020182 Sun City, CA (pg101)Credit for DPS closed school or business letter mail,whether cased or taken to the street, will be credited inthe following manner:1. Credit will be given in Column 1, Letters, foreach piece when there are seven pieces or less.2. Credit will be given in Column 6, Parcels, for oneparcel when there are eight pieces or more.3. These mail pieces will not be deducted fromColumn 3, DPS Letters. No additional riffling time should be credited toidentify and/or hold this mail.Ref: Step 4 J00R-4J-C04168408 Plainfield, IL (pg102-103)HOW IS A HANDFUL OF MAIL HANDLEDIF IT IS OUT OF ORDER DURING A MAILCOUNT?If, during the process of riffling or fingering their DPSmail, a carrier notices that a handful of good DPS mail isout of sequence in their tray (most likely a sweepingerror), the carrier extracts the handful and places it in theappropriate location. Time to make these types of minorcorrections would be included in the riffling or fingeringtime recorded in Column R(17), Other SuitableAllowance, during a mail count. A similar method can beused to make minor corrections to the mail whereseparator or marker cards are used.Ref: The National Rural Letter Carrier 7-15-95Additional information regarding Delivery PointSequence (DPS Letters) Procedures for Rural Routes,appeared in the July 15, 1995 issue of The National RuralLetter Carrier which may be found in the StewardReference Guide on the NRLCA website.4. Column 4 - Papers, Magazines, Catalogs,Flats, Other Size MailEnter in this column newspapers, flats, magazines, cata-logs, rolls, and other non-letter size mail that can becased for delivery using carrier casing equipment. Thisincludes catalogs cased with other mail or cased separa-tely. This does not include those items specifically refe-renced in Column 6, Parcels.Exceptions: Count simplified address articles, includingmail with detached labels, as boxholder mail and enter inColumn 7. Count each direct or segmented bundle distri-buted and tied out at mail distribution cases (see PO-603225.4) as one parcel, and enter in Column 6. Do not countdirect or segmented bundles tied out at the carrier case(see PO-603, Section 225.5) as a parcel. Do not countregistered, certified, COD, numbered insured mail,Express Mail, and other accountable mail in this column.For special delivery articles, see Column 8.The manner in which the address is oriented on the mailpiece will be relevant for the purpose of recording a mailpiece during a mail count as a letter or flat. For the pur-pose of the mail count, the width of the mail piece will bedefined as the dimension perpendicular to the address2010 NRLCA Mail Count22label. Ref: Pre-Arb Q95R-4Q-C 02102188 Washington, DC (pg 96)Ref: Step 4 Q00R-4Q-C 03096526 Washington, DC (pg104)Normally a CD enclosed in a magazine does not definethe mail piece as a parcel. To define a flexible mail piececontaining a rigid item refer to the references below:Ref: Arbitration Award (Eishen) E95R-4E-C 990099528(pg 105) Ref: Step 4 F00R-4F-C 03096043 Riverside, CA (pg 106-107)Ref: Flow chart for rigid item inside a flexible Mail piece(pg 108)Catalogs are counted as flats if they will fit into theempty separation to which they are addressed. When flatseparations are used, catalogs that will fit into the emptyflat separations are credited as flats. Therefore, a catalogmay be a flat or parcel depending on the size of the cata-log and the size of the separation to which it is addressed.Ref: Step 4 R8-C-0108/C8R4FC19357 Gallipolis, OH(pg 109)Boxes of checks are counted as flats provided the boxdoes not exceed any one of the following dimensions: 5inches in height, 18 inches in length, or 1 9/16 inches inwidth.A flat item that contains a rigid article may be conside-red a flat or parcel depending on whether the mail piececan be cased with other mail without damage to the mailpiece. When determining if the mail piece can be cased, somere-positioning of the rigid item(s) inside the mail piecemay occur. You are not required to take extraordinaryefforts to reposition the item(s) within the piece forcasing. If you cannot case it the item is considered a par-cel in Column 6.Ref: Step 4 E00R-4E-C 03203190 Fall City, WA (pg 112-113)Helicopter Flat credit is ONLY for flats processed onUFSM 1000. On Form 4239, each entry in Column 4 forflats received from UFSM 1000 equipment should becircled. Prior to totaling Column 4 on Form 4239, totalthe circled entries, and place the resulting number in theComments section of Form 4239. Multiple this numberby .175 (17.5 percent) and round to the nearest wholenumber. This calculation should be written out in theComments section. Transfer the result of this calculationto Column 4 as a separate entry and place an asterisknext to this entry. This will signify that the route hasreceived the additional credit for the flat volume.Ref: Pre-Arb E95R-4E-C 99103123 Oregon City, OR(pg 110-111)5. Column 5 DPS FlatsRecord number of DPS flats received during count.6. Column 6 - Parcels(A) A parcel is any rigid article that exceeds any one ofthe following dimensions:(a) 5 inches in height.(b) 18 inches in length.(c) 1 9/16 inches in width.Examples: A rigid article that measures 4 x 15 x 1 3/4 isrecorded as a parcel, because the 1 3/4 thickness exceedsthe 1 9/16 criteria. However, a rigid article that measu-res 5 x 18 x 1 9/16 is recorded as a flat because none ofthe dimensions exceed the stated criteria. (This includesarticles endorsed Do Not Fold Or Bend in accordancewith the Domestic Mail Manual).Ref: Postal Bulletin 22213 (8/16/07)(B) In addition, any non-rigid article that does not fit inthe letter or flat separations (where flat separationsare used) with other mail is considered a parcel.(This includes articles that have not been prepared inaccordance with DMM 601.5.0, even though themailer has endorsed them Do Not Fold Or Bend.)These non-rigid articles should be carried and credi-ted as parcels, provided that they do not fit in the let-ter or flat separation (where flat separations areused) with other mail without damage to the article.Ref: Step 4 H7R-4M-C 29824 Bay City, MI (pg 114-115)Ref: Postal Bulletin 22213 (8/16/07) (C) The carrier has the option of handling odd-size artic-les either with flat mail or separately, regardless ofhow it is credited.(D) Parcels with detached labels do not belong in thiscolumn. They are counted as boxholders in Column7. Only specifically addressed samples too large tobe cased are included in the parcel count.(E) Each direct or segmented bundle distributed and tiedout at the mail distribution cases (see PO-603 225.4)is counted as a parcel. Direct or segmented bundles2010 NRLCA Mail Count23tied out at the carrier case (see PO-603 225.5) arenot counted as a parcel. Ref: Step 4 H1R-5B-C 8286 Issaquah, WA (pg 116-117)(F) Registered, certified, COD, numbered insured,Express Mail, and other accountable mail are notcounted in this column. (For special delivery articlessee Column 8.)Include in Column 6: Directs tied out at distribution cases. Directs are notto be broken by the carrier. Samples with a specific address directly on the mailpiece which meet the parcel size requirements. A postage due parcel is credited as a parcel and apostage due item. Credit is given in Column 6 where a second delive-ry attempt is required only in accordance with thePostal Services parcel redelivery regulations.Ref: PO-603 Section 332.11 For the purpose of the mail count, the width of themail piece will be defined as the dimension perpen-dicular to the address label.Ref: Pre-Arb Q00R-4Q-C 03096526 Washington,DC (pg 104) A rigid article received in DPS will be counted andrecorded under Column 6 as a parcel if the rigidarticle exceeds any one of the dimensions in PO-603Section 535.12.d(1).Ref: Pre-Arb F91R-4F-C 96020182 Sun City, CA(pg 101)7. Column 7 - BoxholdersEnter the daily number of boxholders (families, boxes,or deliveries, as appropriate) taken out for delivery onthe route. This includes all simplified address mail,including samples with simplified address (DMM602.3.2.1).When samples are received with detached address labels(specifically addressed), enter the total number of sam-ples. (See PO-603 Section 535.12.a, Column 1 for recor-ding the label count.) Include simplified address, detac-hed labels (no specific name or address) in this column.The number of pieces of boxholder mail must not exce-ed the number of families or boxes (as appropriate) onthe route for each mailing. Include in this column allboxholders, whether cased or not.Boxholders are counted only when they are delive-red.Examples:1. A two-week mail count begins February 27 andends March 12. A boxholder is received in the offi-ce on February 25 with a requested delivery dateof March 1. This boxholder would be delivered onMarch 1 and would be included in the count.2. Conversely, a boxholder received in the office onMarch 11, with a requested delivery date ofMarch 13, would not be counted.8. Column 8 - Registered Mail, Certified Mail,Numbered Insured Articles, Express Mail, andOther Accountable Mail(A) Enter the number of articles received daily for deli-very in this column. Entries in this column precludeentries for the same items in Columns 1, 2, 4, 6, or10. In late November 2009, the requirement for deliv-ery employees to capture their signature on PSForm 3849 to document delivery of items wherewaiver of signature is requested, includingExpress Mail, was eliminated. These Express Mailitems will continue to be credited in Column 8,Accountable Mail Signature Item. Ref: Letter from Postal Headquarters December 15,2009 (pg 169)(B) On high-density (L) routes where multiple acco-untable items are received for one address, enter theitems on PS Form 3883. The route receives credit forone accountable article per page or partial page com-pleted.Example: If a route received 10 accountable articlesof which five were for delivery to one address, theroute would receive credit for six accountable items:one item each for the five articles for delivery to indi-vidual addresses, and one item for the five articlesentered on PS Form 3883 (Firm Delivery Book forAccountable Mail) for delivery to the one address.Under no circumstances use a PS Form 3883 for deli-very of only one accountable item.(C) When a PS Form 3883 is authorized for use on high-density (L) routes, additional credit is allowed forhandling return receipts on items listed in the book(see Column 26).(D) For each accountable mail piece, including Express2010 NRLCA Mail Count24Mail and Signature Confirmation in Column 8, anadditional time allowance of twenty-eight (28)seconds is incorporated for scanning the mail piece.This includes any time associated with scanning ofthe PS Form 3849 and the data entry of recipientnames.Ref: MDCD MOU 1-15-2003 (pg 118)(E) During the mail count, if the accountable cage (orlocation where accountables are cleared) is not within50 feet (round trip) the route will be provided addi-tional credit under Column 17 for only the distancebeyond the 50 feet. The distance beyond 50 feet willbe credited at .00284 minutes per foot. This credit willnot exceed more than one round trip per day to returnaccountable mail/receipts in the afternoon.Ref: Pre-Arb D95R-4D-C 01037982 Louisville, KY(pg 99-100)Include in Column 8: Accountable articles found in DPS mail will also beincluded in Column 8. Restricted delivery items: the clerk prepares PS Form3849, the carrier receives full credit for the piece(s)Ref: Step 4 H1R-2B-C 16713 Kennett Square, PA (pg119) Management shall not alter a routes mail count bywithholding Express Mail from the route during themail count.In accordance with PO-603 Section 342.21, a rural carri-er ...must deliver Express Mail to a customer whose resi-dence or place of business is on the carriers line of travel.Management, however, shall not circumvent paying theadditional compensation by not allowing the carrier todeliver Express Mail during the mail count period, ifduring the rest of the year, the carrier has been deliveringExpress Mail to the customer. Ref: Step 4 H1R-5D-C24517 Moses Lake, WA (pg 120-121)Pre-Arb H95R-4H-C 01032651 Calhoun, GA (pg 122)9. Column 9 - CODs and Customs Due Receivedfor DeliveryEnter daily the number of articles received for delivery.For each accountable mail piece in Column 9, an additio-nal time allowance of twenty-eight (28) seconds is incor-porated in Column 9 for scanning the mail piece.Ref: MDCD MOU 1-15-2003 (pg 118)10. Column 10 - Postage DueEnter the number of postage due articles taken out fordelivery. Do not include postage due items in Columns 1,2, 3, or 4.A carrier can receive a double credit for a postage dueparcel.Example: An ordinary parcel with postage due would becredited as a parcel in Column 6, Parcels, and in Column10, Postage Due.Include in Column 10: Number of bundles of postage due (with a single dueamount). If postage due mail was not bundled prior to the mailcount and a change in the procedure to bundle posta-ge dues for the same delivery address was not dis-cussed during the pre-count conference, postage dueitems bundled during the count will be counted asindividual postage dues.Ref: Step 4 H7R-2J-C 389 Bowling Green, KY (pg123-124)Review of this case revealed before the count, the posta-ge due mail was not being bundled, and this procedurewas not discussed during the pre-count conference. Itwas not until September 10, 1987, that the procedure waschanged. Therefore, the carrier shall be credited with 58pieces of postage due mail on his evaluation and shallreceive compensation if it is warranted.Other than for ordinary parcels that do not fit in mailreceptacles, carriers are NOT required to take postagedue mail to the door.Ref: Step 4 H8R-2W-C 11821 Hilton, NY (pg 125)11. Column 11 - Change of AddressEnter the number of forms listed below that the carrier isrequired to process in accordance with PO-603 Section241 during the mail count period. PS Form 3575, Change of Address PS Form 3575-Z, Employee-generated Change ofAddress PS Form 3546, Official Change/Correction to MailForwarding Change of Address Order received andentered during the count period. PS Form 3546, ini-tiated by the carrier, is creditable as a forwardingorder, provided that it is not a duplication of a pre-vious action.There must be no accumulation of change of addressorders at the start of the count period. Credit is received in Column 11 for PS Form 8076,2010 NRLCA Mail Count25Authorization to Hold Mail, that is received from the pat-ron (substitute forms may also be included). In order toreceive credit for special orders and hold orders, the car-rier must be required to transfer the information to PSForm 1564-B, PS Form 3982 or any other type form usedfor this purpose. Do record PS Form 3575-Z, Employee GeneratedChange of Address, in this column.Do not record the entry of a new or additional customersname of PS Form 1564, Address Change Sheet.PO-603 change; COA credit is now 15 seconds for PSForm 3982 Change of Address, Carriers Case in Column12. Credit of 2 minutes if required to write on PS Form3982 or completion of the listed forms by giving credit inColumn 11.12. Column 12 - PS Form 3982 PARS LabelPS Form 3982 labelCredit is given on the day the 3982 label is received bythe carrier. Management should distribute the labels asthey are received in the delivery unit. Credit is only givenfor either the 3982 label or the 3575/3546 COA card, notboth.13. Column 13 - Marked Up Mail Pieces(A) In this column, record the number of pieces of allclasses of mail marked up. Markups are mailpiecesundeliverable as addressed that require the carrier toendorse the mail with the reason for nondelivery spe-cified in DMM Section 507, Exhibit 1.4.1. Do notrecord mail missorted to a route as a markup. Doinclude missorted and missent mail in the originalcount of mail. This applies where routes have beenadjusted, territory has changed, or the mail is routedto the wrong carrier.(B) In instances where mailing addresses have beenchanged from rural routes and box numbers to streetnames and numbers, mail is not credited as a markupon the route where the territory transferred to orfrom. This is considered a hand-off and credit isgiven in the original count of mail.(C) A markup credit is provided for the following cate-gories of undeliverable mail:(1) Mail Individually Endorsed by the Carrier.Credit a markup for each piece of mail in the fol-lowing categories:(a) Deceased (DEC) -This endorsement is used onlywhen it is known that the addressee is deceased andthe mail is not properly deliverable to another person.This endorsement must be made personally by thedelivering employee and, under no circumstances,may it be rubber stamped. Mail addressed In Care Ofanother must be marked to indicate which person isdeceased.(b) No Record Mail. Credit as a markup each piece ofmail given to the carrier under the provisions of PO-603 Section 242.4(c) Other categories as defined in Domestic Mail Manual(DMM) 507.1.4.1 unless listed in PO-603 Section535.12.j.3.b (bundled markups). Credit a markup for any mail piece where the managerrequires the carrier to correct errors (spelling, numbers)prior to its being sent to CMU/CFS or returned fromCMU/CFS.Credit a markup for each piece of mail when manage-ment requires barcodes to be blotted or marked out.Credit one markup for transcribing the non-deliveryrequest information on the PS Form 3982-R or annota-ting or discarding the form when receiving a reinstate-ment of delivery.Ref: PO-603 Section 322.23Credit one markup for all additional bundles or mail pie-ces that management requires the carrier to endorse, toinclude MMM mail.Ref: Step 4 B95R-4B-C 02237945 North Reading, MA(pg 76-77)(2) Each of the following Carrier EndorsedBundles is credited as one markup:(a) Insufficient (IA). Mail without number, street,box number, route number, or geographical sectionof city or city and state omitted and correct addressnot known.(b) Attempted Not Known (ANK). Addressee is notknown at place of address.(c) In Dispute (DIS). Mail is returned to sender byorder of the chief field counsel when it cannot bedetermined which of the disputing parties has thegreater right to the mail.(d) No Such Number (NSN). Nonexistent numberand the correct number is not known.2010 NRLCA Mail Count26(e) No Such Street (NSS). Addressed to nonexistentstreet and correct street not known.(f) Unable to Forward (UTF). Mail undeliverable ataddress given; forwarding order expired.(g) No Mail Receptacle (NMR). Addressee has failedto provide a receptacle for the receipt of mail.May be PO Box or Caller Service. Ref: H95R-4H-C 01032651 Calhoun, GA (pg 122)(h) Refused (REF). Addressee has refused to acceptmail or pay postage charges.(i) Temporarily Away (TA). Addressee temporarilyaway and period for holding mail expired.(j) Unclaimed (UNC). Addressee abandons or fails tocall for mail.(k) When carrier is required to return mail from a fullmail box a second time.Ref: Step 4 F95R-4F-C98086042 West Sacramento, CA(pg 127) (l) Vacant (VAC). House, apartment, office, or buil-ding is not occupied. Used only on First, second,fourth and endorsed third-class mail addressed toOccupant, Resident, etc.(m) Illegible (ILL). Address not readable.(n) Undeliverable Bulk Business Mail (UBBM).UBBM with a specific customer name and address.When a piece of UBBM with a specific name isundeliverable as addressed, place the mail to one sideof the case ledge or in another designated location atthe case. After completing casing of all mail designa-ted for delivery that day, bundle this mail and markthe top piece UBBM, put your initials and route num-ber on it, and leave it on the case ledge.(o) Other Undeliverable Bulk Business Mail. UBBMaddressed to Occupant, Resident, or using the excep-tional address format (John Doe or Current Address).Normally, this type of mail is undeliverable onlybecause the delivery point is vacant or the address isincorrect. Place undeliverable UBBM marked occu-pant, resident or current resident to one side of thecase ledge, or in another designated location. Aftercompleting casing of all mail designated for deliverythat day, bundle this mail and mark the top pieceOther UBBM, put your initials and route number onit, and leave it on the case ledge. (p) Excess Boxholder Mail. Place all excess box hol-der mail into the appropriate container (sack, hamper,tray, etc.); endorse a facing slip In Excess ofRequirements; initial the slip; and attach it to thecontainer with the excess boxholder mail.Do not credit as a markup parcel post endorsed onlyto indicate that an attempted delivery notice was left.14. Column 14 - PS Form 3821 CompletedEnter only the number of completed PS Forms 3821,Clearance Receipt.Section 431.4 of the PO-603 states, Complete Form3821, Clearance Receipt, showing the number of receiptsand undeliverable articles returned for clearance.Complete a separate Form 3821 for each COD articledelivered.Ref: PO-603, Section 432.3Co