Reporting Requirements and PS Form 3996
While performing office visits, I am constantly asked by the carriers about P.S Form 3996. Many have expressed their frustrations regarding the form. I have explained the importance of filling out the form and how regularly filling it out can assist you in creating documentation to get credit for future Route Count and Inspections (RCI) as a line item 21 for office time. Currently, there are no Inspections scheduled for our area; however, now is a good time prior to the Route Count and Inspections to get back to basics and sharpen our focus on how we deal with situations we face on a regular basis.
For letter carriers, the morning routine of estimating our workload and, requesting auxiliary assistance/overtime is one of those situations. The Handbook M-39 and Handbook M-41 along with several national-level settlements have defined a process that both letter carriers and managers are required to follow when a letter carrier cannot complete his or her daily assignment within their normally scheduled timeframe. Some basic advice on how letter carriers can best handle these situations are listed below.
1. Verbally inform your manager. Sections 131.41 and 131.42 of Handbook M-41 require you to verbally inform your manager when you believe you cannot carry all the mail distributed to your route in eight hours or within your normal schedule.
2. Request PS Form 3996. Section 122.33 of Handbook M-39 requires the manager to provide you with a PS Form 3996 when you request it. When you request a 3996, no matter what your manager says to you, say, “I am requesting a 3996” and explain the reasons for your request. If you are denied the form, immediately request to see your shop steward.
3. Fill out the form completely. It is important that you fill out the form completely. In the reason for the request box, write down why you believe you cannot complete your assignment in eight hours. Fully explain the reasons for your request. General comments such as “heavy volume” or “route overburdened” are not enough in this section. Here are a few examples: excessive accountables, collating mail, excessive DPS / FSS, excessive parcels/ Small Parcel and Rolls (SPR’s), not feeling well - to name a few. Remember, the time you are requesting is a projection. Sometimes managers will tell you that you do not need the requested overtime or auxiliary assistance based on DOIS projections for your route. Statements by your supervisor such as, “This is your demonstrated performance,” and “You are not making standards,” are not legitimate and do not change the situation you are in. Never let these comments get you frustrated or stop you from requesting the assistance you need. DOIS is only a managerial tool and does not take into account circumstances as listed above into consideration.
4. There are multiple national-level settlements, such as M-01664 and M-01769 that state these time projections are not the sole determining factor of your daily workload. Nothing can replace the opinion of the professional letter carrier. Simply provide your best estimate and the reasons why and move on to Step 4.
5. Keep your cool. Don’t lose your control and have a different problem. While this process can be frustrating, you will do nothing to help yourself by becoming angry. If your manager denies your request for overtime or assistance, tell him or her that you will do your best. Inquire what you should do if you are not able to deliver all the mail and return to the office when they want you back. Do not take “Unauthorized Overtime.” By taking unauthorized overtime, management can possibly issue you discipline over the issue.
6. Do not argue. There is no reason to argue with your manager at this point. The best thing you can do is tell your manager that you will do your best and ask for a copy of your 3996. Section 122.33 of Handbook M-39 requires managers to provide you with a copy if you request it. Finish your office work and go to the street. All you can do is your best. As I used to tell my managers when a gallon container is holding a gallon it is doing its job it can’t hold anymore. Work professionally. Never compromise your safety or skip lunch or street breaks to make it back to the office by a certain time.
7. Remember do not work overtime on your own decision notify management of the situation. Letter carriers get paid to deliver mail. Managers get paid to make decisions. If you realize that you will not be able to deliver all the mail and make it back to the office by the time the manager has approved or has denied the overtime requested you should do everything you can to put any further decisions in the manager’s hands. The best way to handle this situation is to call your supervisor per local instructions. In the Long Island District most offices want the carriers to call by 3PM. If you have no local instructions, try calling around two hours before the end of your scheduled tour (approved on PS Form 3996). Let your supervisor know where you are and how long you think it will take you to finish. Ask whether they want you to finish the route or bring the mail back. Follow whatever instructions your supervisor or manager gives you. If the supervisor or manager refuses to tell you what to do with the rest of the mail or if you cannot finish your assigned duties in the amount of time initially specified by your supervisor, you should return to the office in the allotted time and ask for further instructions. Again, you should follow whatever instructions your supervisor or manager gives you.
For further information on this subject, you can visit the NALC website (nalc.org) look under “Workplace Issues.”. It is available in the “Resources” section the NALC City Carrier Assistant Resource Guide for further assistance.
Thank you all for your hard work that you have performed throughout the year. We have all endured a truly stressful year. Hopefully, the vaccine will help us get back to normalcy. I want to wish everyone a Happy Easter and a Happy Passover to anyone who celebrates the holiday. Be safe, be sure to wear your mask, practice social distancing, and wash your hands frequently.
