Section 2: Start-of-Day and Office Duties

🏢 Start-of-Day and Office Duties

2.1 Reporting for Duty

• Report to the assigned duty location on time and ready to work.
• Clock in using the correct operation code as instructed by management.
• Check for official postings or notices, including changes in procedures or schedules.
• Verify if any accountable mail or keys are issued at the beginning of the tour.
• Confirm with your supervisor whether any auxiliary assistance or overtime has been approved.

Reference: M-41 §131.1–131.4, ELM §432.1

2.2 Clock Ring Procedures

• Record clock rings accurately and in real time using the time clock or IVR system.
• Ensure you use the correct operation codes for in-office and street time.
• Immediately notify a supervisor if you forget or make an error with a clock ring.
• Use Form 1260 if authorized to record a missed ring with explanation.
• Avoid manipulating clock rings, as falsification can lead to discipline.

Reference: M-39 §122.2, ELM §665.13

2.3 Reviewing and Verifying Mail Volume

• Examine mail distributed to your case: your Supervisor should tell you the quantity of DPS for the day; some flats should be delivered in tubs to your case and/or the tall flats shelves; your quantity of parcels can be found in your MMD Scanner, under “How am I doing?” Parcel quantity should be the top left line item.
• Collect hot case flats and DPS mail or late-arriving pieces and factor them into your time estimates.
• If mail appears excessive or insufficient for an average day, request Form 3996 from your Supervisor so as to estimate your requested Overtime or Auxiliary help for that day.

Reference: M-41 §225.1–225.3, Route Protection Program Ch. 1

2.4 Casing the Mail

• Case mail efficiently and consistently according to delivery sequence.
• Follow proper casing methods for letters, flats, and SPRs.
• Avoid unnecessary handling of mail.
• Notify management of any irregularities or obstructions to casing, such as broken equipment.

Reference: M-41 §225.2, M-39 §122.1

2.5 Pulling Down and Strapping Out

• Pull down mail in correct delivery order to prepare for loading into satchels or trays.
• Use trays or satchels appropriately based on route type (e.g., park & loop, curbline).
• Label bundles correctly and clearly to avoid confusion during delivery.
• Ensure packages and parcels are grouped and loaded efficiently.
• Confirm you have all accountables and keys before leaving the office.

Reference: M-41 §226, POM §631

2.6 Preparing for Street Duties

• Scan required MSP barcodes and log equipment checks.
• Load mail and parcels into the vehicle or satchel based on delivery strategy.
• Securely stow all items to prevent shifting or loss in transit.
• Wear the postal uniform as prescribed, along with proper footwear.
• Confirm any new customer instructions or hazards noted on the edit book or Form 1564.

Reference: M-41 §231, §242.33, M-39 §127

2.7 Communication with Supervision

• Inform your supervisor of any delays, unusual mail volume, or safety concerns.
• Request PS Form 3996 for auxiliary assistance or overtime if needed before leaving.
• Discuss any changes to your route or duties at the start of the day.
• Clarify expectations for parcel volume delivery and potential pivots.
• Maintain professionalism even during disagreements or disputes.

Reference: M-41 §131.4, ELM §665, 2018 NALC Guide to Route Inspections

2.8 Final Checks Before Leaving for the Street

• Recheck that all mail types are loaded: letters, flats, parcels, SPRs, DPS, FSS.
• Perform a vehicle safety check and fill out the Vehicle Condition Report (VCR), if applicable.
• Make sure you have water, scanner, satchel, and necessary safety gear.
• Scan any required departure or load confirmation barcodes.
• Leave the office on time or as close as possible to the scheduled street departure.

Reference: M-41 §131.4, §231.1, §242.1–2

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