Understanding “Undertime” and the Carrier’s Responsibilities

Every letter carrier understands the importance of a fair day’s work for a fair day’s pay. But in many offices, management has begun leaning heavily on the concept of “undertime”, claiming that mail volume is low and that computer data, particularly from DOIS (Delivery Operations Information System), shows carriers have “undertime” on their routes.

When this happens, management often directs carriers to perform additional duties or assist on other assignments to “fill” an eight-hour day. While management does have the responsibility to provide eight hours of work, the determination of undertime does not rest with management, it rests with the carrier performing the work.

The DOIS program is a management estimation tool, not an exact reflection of daily workload. It cannot measure the real-world factors that carriers face every day, such as weather, traffic, construction, and parcel volume. It also fails to consider things like customer interactions, collection mail, and the many variables that can affect a route’s completion time.

Each day on the street is different, and only the carrier, with firsthand knowledge of their assignment, can accurately judge whether the day’s workload will take more or less than eight hours. Unfortunately, some supervisors misuse DOIS projections to pressure carriers into unrealistic expectations or additional duties, which can quickly cross the line from supervision into intimidation or harassment.

Carriers are professionals who take pride in their work, and that professionalism includes performing all assigned duties safely and efficiently. This means completing every responsibility, such as vehicle checks, counting out 3rd bundles, edit book updates, and proper mail handling, without cutting corners or rushing. Carriers must also ensure they do not work off the clock, during breaks, or during their unpaid lunch period. Accurate reporting of leaving, returning, and completion times is a key part of maintaining accountability and protecting oneself.

No carrier should feel pressured to compromise safety or accuracy just to meet an arbitrary computer projection. Safety and professionalism always come before management’s time expectations.

If management claims that you have undertime and directs you to take on additional work, follow the instruction unless it is unsafe or illegal, but make sure to document what was said and when it occurred. If you believe you will not complete your assignment within the scheduled time, submit a PS Form 3996 (Carrier Auxiliary Control) to request the proper time needed.

If management disapproves your PS Form 3996 and you later determine that you will not be able to complete your assignment within the approved time, you must contact management for further instructions before working beyond your authorized time. This is a crucial step in protecting yourself from possible discipline. If you do not contact management and simply continue working, management could potentially issue discipline for unauthorized overtime. By notifying management, you place the responsibility back where it belongs, with them, to decide how to handle the situation.

Always document your contact with management, including the time and what was discussed, and notify your shop steward if management’s expectations or responses are unreasonable or harassing. Under no circumstances should you work off the clock to make up time or meet a management projection.

The Union is here to ensure that every carrier is treated with dignity, fairness, and respect. Protect yourself by working safely, recording your time accurately, and communicating with your steward whenever you feel pressured or mistreated. The National Agreement requires management to provide eight hours of work, but it does not give them the authority to dictate how long your assignment should take based on computer data alone. Carriers perform the work, know their routes, and understand the real conditions of the day.

Always remember: you are the professional. Prioritize safety, accuracy, and professionalism over pressure and projections. Stand strong, stay safe, and protect your rights.