Proper Recording of Office and Street Time

     Lately I’ve been finding in some of my offices that I cover that Management has improperly instructed carriers to move to the wrong code when they are providing auxiliary assistance to routes. Sometimes this is when the Supervisor instructs the City Carrier Assistant (CCA) or Part Time Flexible (PTF) to deliver parcels for an overburdened or open route. Management is instructing these carriers to record on Labor Distribution Codes (LDC) 23 code 733. You might say to yourself that the time is being recorded and the parcels are being delivered so what’s the problem? The problem is the parcel delivery isn’t being recorded for the route itself. On a motorized route the correct code would be 721.  The improper instruction is taking valuable time away from the assignment and can be a factor in determining if a route is a full-time assignment or not.

     Proper recording of work hours is very important for a couple of reasons. First, it allows the Postal Service to determine the true cost of the delivery of the various items assigned to the route. Second, it accounts for the time spent casing and delivering the route. It also accounts that Letter carriers are properly credited for the work associated to their assignment, even when they are receiving auxiliary assistance. This is especially important during the TIAREAP inspection process now more than ever to make sure you are on the right code.  When the TIAREAP Team reviews the assignment, they are going to rely on the data recorded on the scanners and this vital time will not be recorded to the route. This improper coding could have a major impact on the route’s evaluation. The auxiliary assistance the route received that is coded under the wrong LDC will not reflect the true representation of the time worked on the route, therefore, resulting in a negative effect on the evaluation.  

     LDC 21 and 22 are office and street times that have not changed; however, the guidelines clarify that LDC 23 should be only used for time spent delivering a dedicated parcel post route, time spent performing the duties of a relay route or combination route or time spent by a Letter Carrier transporting mail from one office to another. This code should also be used when a carrier is delivering Priority Mail Express.

LDC 23 SHOULD NEVER BE USED WHEN A ROUTE IS RECEIVING AUXILLARY ASSISTANCE VIA PARCEL HELP, EVEN IF THE ASSISTANCE IS BEING PROVIDED BY A CARRIER WHO NORMALLY PERFORMS THE DUTIES OF A PARCEL POST ROUTE.  The guidelines state in part:

Parcel Post Time spent on Office functions by bid carriers or their replacements on routes designated as Parcel Post Routes should be transferred to Operation Number 7340 in LDC 23. Time spent loading and delivering the parcels on these routes should be attributed to Operation Number 7330 in LDC 23.

Auxiliary assistance given to city delivery routes by dedicated Parcel Post Routes, even if the assistance given was to relieve the route by delivering parcels, is not part of LDC 23. That assistance is still part of the carrier’s street time and is part of the carrier’s route time. It must, therefore, be attributed to LDC 22.

     The same goes for any other carrier who is providing auxiliary assistance to a route by delivering parcels. The Letter Carrier providing this assistance should record this time on LDC 22 either code 721 or 719 for a foot route. This is important so that the time spent delivering these parcels is properly recorded.

     While there is a relationship between LDC’s and Operation Codes that are entered into the Time and Attendance Control System (TACS) on the badge reader, it is important not to confuse the two. When a carrier enters an operation number into the reader and swipes their badge, the TACS code entered determines which LDC the work will be assigned to.

   For example, if a carrier on a residential motorized route needs auxiliary assistance and Management has another carrier deliver the parcels, thus providing that assistance, that assisting carrier clocks to TACS operation code 721 on that route. This time would then be coded under LDC 22, which is the correct code and means the time spent by the assisting carrier would be credited to the correct route. However, if the assisting carrier clocks to, or is moved by Management to, a TACS code that is covered under LDC 23 the time would not be credited to the correct route.

     If Management instructs you to use code 733 which is an LDC 23 in the scenario I have listed above then you must inform your Shop Steward so he/ she can get this corrected or if need be, to file a grievance.  It is now more than ever to protect the route(s) and make sure you are on the right code when performing office and street duties. If you receive assistance get a copy of P.S Form 3996. If you take a no lunch fill out the P.S. Form 3971 and have Management sign it. It is imperative that you keep a copy of these documents as you may need them to support your case to prove time was not properly recorded in adjusting your assignment.

      For your convenience I have listed LDC 21, 22 and LDC 23 codes for you to review to make sure you are on the correct code. You may also go on the NALC website and go to workplace resources and find Material Reference System (MRS) M-1885 to review the complete agreement on this issue.

Operation

LDC Number Description

21 354 Standby- Delivery Service

21 613 Stewards - Carriers

21 622 Travel - Delivery Services

21 632 Meeting Time- Delivery Services

21 714 VIM Route -Office

21 716 2-Trip Business-Office

21 718 1-Trip Business-Office

21 720 Residential Foot-Office

21 722 Residential Motor-Office

21 724 2-Trip Mixed Foot-Office

21 726 2-Trip Mixed Motor-Office

21 728 1-Trip Mixed Foot-Office

21 730 1-Trip Mixed Motor-Office

21 744 PM- Carrier Office Time

22 715 2-Trip Business-Street

22 717 1-Trip Business-Street

22 719 Residential Foot-Street

22 721 Residential Motor-Street

22 723 2-Trip Mixed Foot-Street

22 725 2-Trip Mixed Motor-Street

22 727 1-Trip Mixed Foot-Street

22 729 1-Trip Mixed Motor-Street

23 733 Parcel Post-Street

23 734 Parcel Post-Office

23 735 Relay-Street

23 736 Relay-Office

23 737 Combination-Street

23 738 Combination-Office

23 739 Carrier Drivers-Street

23 740 Carriers Drivers-Office

23 767 Express Mail Delivery

One final note I would like to thank everyone who participated in the Red Ticket Raffle that made it a huge success whether you sold the tickets or bought a ticket. The winner of the Raffle was Bernardo Gelin out of Freeport. The runner ups for the raffles were Joe Falgiano out of Hicksville and Paul Nungesser out of Plainview.