Field Finance Training: Timekeeping · Course #31204-33 Field Finance Training: Timekeeping ... • Cost savings to the USPS ... Links > Forms > 3000-3999 > PS3971) and complete the

Field Finance Training: Timekeeping Facilitator Guide Course 31204-33 NSN # 6910-11-000-2619 February 2009

Employee Development and Diversity

Field Finance Training: Timekeeping Facilitator Guide

United States Postal Service Employee Development and Diversity 475 L’Enfant Plaza SW Washington, DC 20260-4215

Use of Training Materials

These training course materials are intended to be used for training purposes only. They have been prepared in conformance with existing USPS policies and standards and do not

represent the establishment of new regulations or policies.

Copyright 2009 by the United States Postal Service, Washington DC 20260-4215

All rights reserved. No part of this publication may be reproduced in any form or by any means without

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Certain parts of this publication may contain copyrighted materials from other sources the reproduction of which for this specific training use has been interpreted not to exceed

the fair use clause of the copyright regulation (Ref. 371.5 ASM).

The following U.S. Postal Service trademarks may be used in this course: APC®, Automated Postal Center®, DineroSeguro®, Express Mail®, First-Class Mail®

Global Express Guaranteed®, Post Office Box™, Post Office™, Postal Service™, PostalOne!®, Postmaster General™, Priority Mail®, Sure Money®, U.S. Postal

Service®, United States Postal Service®, Office of the Inspector General®, United States Postal Service®, USPS.com®, USPS®, and Zip Code™.

A Commitment to Diversity

The Postal Service is committed to fostering and achieving a work and learning environment that respects and values a diverse workforce. Valuing and managing diversity in the Postal Service means that we will build an inclusive environment that respects the uniqueness of every individual and encourages the contributions, experiences and perspectives of all people.

It is essential that our work and learning environments be free from discrimination and harassment on any basis.

In our classrooms, on the workroom floor, in casual conversation and in formal meetings, employees and faculty are asked to encourage an open learning environment that is supportive of everyone.

Course materials and lectures, classroom debates and casual conversation should always reflect the commitment to safety and freedom from discrimination, sexual harassment and harassment on any prohibited basis. Instructors and class participants are expected to support this commitment.

If you find course material that is presented in the classroom or in self-instructional format that does not follow these guidelines, please let an instructor know immediately.

If classroom discussions do not support these principles please point that out to the instructor as well.

Diversity is a source of strength for our organization. Diversity promotes innovation, creativity, productivity and growth, and enables a broadening of existing concepts.

The Postal Service’s policy is to value the diversity of our employees, customers and suppliers, and to do what is right for our employees and the communities we serve, thereby ensuring a competitive advantage in the global marketplace.

UPDATE NOTICE – February 2009

This version of the Field Finance Training: Timekeeping course replaces all previous versions.

No changes were made to this version.

Comments or questions on the content of this course? Complete the feedback form in the Field Finance Toolkit, http://blue.usps.gov/wps/portal/accounting/training/finacctreport

http://blue.usps.gov/wps/portal/accounting/training/finacctreport

Course #31204-33 Field Finance Training: Timekeeping

Table of Contents Timekeeping...................................................................................1

Introduction........................................................................................... 3

Completing Time and Attendance Forms ............................................. 5 PS Form 3971, Request for or Notification of Absence .................. 5 Supporting Documentation for PS Form 3971.............................. 11 PS Form 3972, Absence Analysis.................................................. 17 PS Form 1723, Assignment Order ................................................ 20

Performing Manual Timekeeping ....................................................... 23 Completing City Timecards .......................................................... 23 Completing Rural Timecards ........................................................ 24 Submitting Timecards ................................................................... 26 TACS Voice Response.................................................................. 30

Reviewing TACS Reports................................................................... 31 Timeclock Offices......................................................................... 31 Timecard Offices........................................................................... 33 Rural Timecard Offices................................................................. 34

Preparing and Authorizing Payroll Adjustments ................................ 35 Authorizing Payroll Adjustments in AdjustPay............................ 36 Authorizing Payroll Adjustments in the Grievance and Arbitration Tracking System (GATS)........................................... 37 Simple Hours Related Grievance Settlements .............................. 37 Lump Sum Grievance Settlements................................................ 38 Preparing Manual Adjustments..................................................... 38

Providing Training on Timekeeping Policy and Procedures .............. 43

Providing Training to TACS Users..................................................... 45 Timeclock Offices......................................................................... 45 Timecard Offices........................................................................... 45 Rural Timecard Offices................................................................. 45

Processing Payroll Information Requests ........................................... 47 Processing Requests for Duplicate Payroll Journals..................... 47 Processing Payroll Check Stop Payment or Replacement Requests ........................................................................................ 47 Processing Requests for Duplicate Earnings Statements.............. 48 Processing Requests for Time and Attendance History Inquiries ........................................................................................ 48

Facilitator Guide


Processing Garnishment, Tax Levy, and Other External Deductions .....................................................................................48 Processing Union Requests ...........................................................48 Processing OIG Inquires................................................................48

Monitoring TACS Entries and Corrections .........................................51 Ensuring Leave is Entered Accurately in eRMS...........................51 Monitoring Usage of TACS Error Reports....................................52 Conducting Periodic Reviews of TACS Reports...........................53

Performing Timekeeping Maintenance Duties....................................55

Authorizing Employee Emergency Salary ..........................................55 Authorized Conditions...................................................................55 Non-Authorized Conditions ..........................................................56 Emergency Salary for Payroll Adjustments AIC 554....................56 Emergency Salary for Non Receipt of a Salary Check -AIC 754 .................................................................................................58

Managing Unmatched Salary Authorizations......................................61

Controlling Badges and Timecards .....................................................63

Conclusion ...........................................................................................65

Continuing Commitment .....................................................................67

Job Aids ...............................................................................................69 1. PS Form 3971......................................................................69 2. Military Leave.....................................................................73 3. PS Form 1723......................................................................76 4. Time Conversion Table.......................................................77 5. Manual Timekeeping ..........................................................78 6. Timecard Verification Checklist .........................................82 7. PS Form 4240, Rural Carrier Trip Report - Example .........84 8. Hours Codes/Reason Codes ................................................86 9. PS Form 1017-B and Instructions .......................................90 10. PS Form 1017-A and Instructions.......................................92 11. Tips to Prevent and Eliminate City and Rural Adjustments in Manual Timekeeping Units ..................................94 12. TACS AdjustPay Quick Reference Guide ..........................96 13. Adjustments Quick Reference Chart...................................98 14. PS Form 2240 Quick Reference: Completing and Submitting a Pay, Leave, or Other Hours Adjustment Request ..........................................................................................99

Facilitator Guide


15. PS Form 2240-R and RA Quick Reference: Completing and Submitting a Pay, Leave, or Other Hours Adjustment Request .................................................................... 101 16. Issuing an Emergency Salary Quick Reference ............... 104 17. Unmatched Salary Authorization – Sample Narrowcast Instructions.............................................................. 106

Facilitator Guide


Timekeeping

Objective: The participant will be able to complete timekeeping documentation properly, process TACS entries and timekeeping adjustments, monitor TACS reports, and process emergency salary issuances.

Time Allocated for Module: 3 hours

Instructional Methods: • Classroom instruction

• Hands-on PS Form completion

• Job Aids are intended to be used as pull-out information

Summary: • Completing Time and Attendance Forms

• Performing Manual Timekeeping

• Reviewing TACS Reports

• Preparing Payroll Adjustments

• Providing Training on Timekeeping Policy and Procedures

• Providing Training to TACS Users

• Processing Military Leave Requests

• Processing Payroll Information Requests

• Monitoring TACS Entries and Corrections

• Performing Timekeeping Maintenance Duties

• Employee Emergency Salary Issuance

• Badge and Timecard Control

Facilitator Guide Page 1


Participant Material Used: • Participant Guide

• Blank PS Forms 3971, 3972, 1224, 1230, 1608, 2240, 2240-R.

• Examples of completed PS Forms 4240 and 1230 or 1230C

• Sample TACS reports from the TACS Manager webpage

Media Required: • Computers

• Intranet connection to Blue page

For Further Information • AdjustPay Manager web page

• ELM, Employee and Labor Relations Manual, Section 440

• Fundamentals of Timekeeping (Course 31501-05)

• Handbook F-21, Time and Attendance

• Handbook F-101, Field Accounting Procedures (FAP)

• Handbook F-401, Supervisors Guide to Scheduling and Premium Pay

• Handbook PO-603, Rural Carrier Duties and Responsibilities

• Pub 71, Notice for Employees Requesting Leave for Conditions Covered by the Family and Medical Leave Act

• TACS AdjustPay (Course 31202-25)

• TACS Manager web page

• TACS Reports (Course 31267-02)

• TACS Supervisor Training (Course 31267-01)

• Time is Money: Time and Attendance for Supervisors (Course 21564-00)



Introduction It is the responsibility of postal units to follow policies and procedures regarding timekeeping to ensure that postal employees are accurately compensated for work performed and for leave authorized. Proper timekeeping begins with the employee’s electronic or manual clock ring recording. It is mandatory for those clock rings to be reviewed and approved on a daily basis.

Any absences from work should be recorded on the appropriate form and either approved or disapproved by the designated employee. At week’s end, all work hours, leave usage, loans, and transfers must be reviewed and certified for accuracy.

The payroll system has been designed with the necessary controls to ensure that all employees are properly paid and that such pay is in compliance with the requirements of the Fair Labor Standards Act (FLSA). The integrity of the system depends upon the degree to which management comply with these procedures.

It is ultimately the responsibility of the Postmaster, Manager, or Supervisor to maintain accuracy in reporting timekeeping data and to ensure the security of time keeping related systems. Care should be exercised to reduce the possibility of costly pay adjustments. Additionally, it is the responsibility of every employee to verify the accuracy of his or her pay records.

Discuss in Group

Q. What benefits are realized when timekeeping is recorded accurately and processed in a timely manner?

Some possible answers:

• Increased employee morale • Cost savings to the USPS • Time savings for supervisor • Employees paid correctly • Correct type of leave credited to employee • Reduced grievances • Reduced adjustments • Reduced overtime



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Completing Time and Attendance Forms This section describes the procedures that must be followed when requesting, approving, and recording time for leave.

All leave requests must be verified in writing using one of two forms:

• PS Form 3971, Request for or Notification of Absence

• PS Form 7020, Authorized Absence From Workroom Floor

The amount of leave taken by an employee each day cannot exceed the number of hours scheduled for the position(s).

PS Form 3971, Request for or Notification of Absence

Application for leave is made in writing, in duplicate, on PS Form 3971, Request for or Notification of Absence. Supervisors are responsible for approving or disapproving applications for leave by signing the PS Form 3971 and giving a copy to the employee.

A PS Form 3971 must be completed for every period of leave taken. Verify that the employee has sufficient leave to cover the period requested. Generally, all leave requests must be acted upon by the approving official immediately, except in extenuating circumstances.

Annual leave is provided to employees for rest, for recreation, and for personal and emergency purposes. It is intended to increase the morale and effectiveness of employees. Except for emergencies, annual leave for all employees, except postmasters and installation heads, must be requested on PS Form 3971 and approved in advance by the appropriate supervisor.

Sick leave insures employees against loss of pay if they are incapacitated for the performance of duties because of illness, injury, pregnancy and confinement, and medical (including dental or optical) examination or treatment. Sick leave must be requested on PS Form 3971 and approved in advance by the appropriate supervisor, except for unexpected illness/injury situations. In cases of unexpected illness/injury, employees must submit a request for sick leave on PS Form 3971 as soon as possible after return to duty.

Completing the PS Form 3971 properly is a critical element to successfully control leave usage.



The PS Form 3971 can be found on the Postal Forms web page. The link to this page is located on the Blue Home page under Essential Links, Forms. From this page, the PS Form 3971 can be printed out and completed, completed online and then printed, saved, or emailed.

Access PS Form 3971 from the Blue Home page (Essential Links > Forms > 3000-3999 > PS3971) and complete the online form fill version if access to the Intranet is available.

Discuss the fields that should be completed.

Figure 1: PS Form 3971, Request for or Notification of Absence



The employee completes the following sections:

• Employee’s Name

• Employee ID

• Date Submitted

• No. Hours Requested

• Installation

• Pay Loc #

• D/A Code

• From Date, Hour & Thru Date, Hour

• Type of Absence (If Sick Leave, check the Reason on page 2 of the form.)

• Employee’s Signature and Date

The Supervisor/Manager completes the Official Action section of the PS Form 3971 by:

1. Checking the appropriate block (Approved, Disapproved, etc.).

2. If Disapproved, checking the appropriate block in the Supervisor section on page 2 of the form.

3. Signing and dating the Official Action section.

4. If Sick Leave is requested, ensuring Reason block on page 2 of the form is checked.

The Supervisor/Manager gives the completed original PS Form 3971 to the timekeeper (individual who enters the leave into the appropriate timekeeping system) and a copy to the employee.

The timekeeper completes the columns on the right side of PS Form 3971 after the leave is entered into the system:

a. Enter the Pay period and Year.

b. Enter the number of hours taken on the appropriate day of the pay period.

c. Ensure that has been initialed by the individual who entered the leave into the timekeeping system.

d. Check the Scheduled or Unscheduled block.



The PS Form 3971 should be filed in a designated place and retained for 3 years. The forms should then be destroyed.

Direct participants to use a blank PS Form 3971 and complete the form as if you are an employee requesting 40 hours of annual leave.

Then, using the same form, complete the remaining sections as if you are the supervisor/manager/timekeeper recording and approving the leave.

Ensure the form is completed properly.

PS Form 3971, For Call In

(See the example below for the reference to item numbers.)

When an employee calls in, either for an unscheduled absence or as tardy, the PS Form 3971 must be completed as follows:

• Employee receiving the call — must complete items 1 through 10, 17, and 19 and forward the PS Form 3971 to the timekeeper.

• Timekeeper — must attach the PS Form 3971 to the employee’s time card. Note: Timekeepers are not used in automated/clocking offices.

• Supervisor — must check with the timekeeper .50 hours (30 minutes) after the beginning of the scheduled tour. He or she reviews the PS Form 3971(s) and completes item 20.

• Employee — must complete items 11 through 14, 17, and 18 when he or she returns to work. If the employee is tardy and wishes to request a schedule change, he or she must complete item 16. If the employee is tardy and wishes to request leave, he or she will enter the amount of leave requested in item 11.

• Supervisor — must complete items 20, 21, and item 15, if applicable, after proper review and evaluation. If a leave authorization is required, the PS Form 3971 is used as supporting documentation and must be forwarded to the timekeeper. After the leave entry is made, PS Form 3971 must be retained.



When an employee does not call in an unscheduled absence or is tardy, the PS Form 3971 must be completed as follows:

• Timekeeper — must complete items 1 through 6, 10, and 19 and attach the PS Form 3971 to the employee’s time card. (He or she will perform this step after receiving the PS Form 3971(s) of employees who have made a call in.)

• Supervisor — must check with the timekeeper .50 hours (30 minutes) after the beginning of the scheduled tour. He or she will review the PS Form 3971(s) and complete item 20.

• Employee — must complete items 11 through 14, 17, and 18 when the employee reports to work. (If the employee is tardy and reports before the timekeeper has completed Step a (page 7), he or she must also complete items 1 through 6, 8 and 10.) If the employee is tardy and wishes to request a schedule change, he or she must complete item 16. If the employee is tardy and wishes to request leave, he or she will enter the amount of leave requested in item 11.

• Supervisor — must complete items 21 and 22 after proper review and evaluation. If a leave authorization is required, the PS Form 3971 is used as supporting documentation and must be forwarded to the timekeeper. After the leave entry is made, PS Form 3971 must be retained.

Reference Job Aid #1 for PS Form 3971 legend and example.






Supporting Documentation for PS Form 3971

Family Medical Leave Act (FMLA)

The Family and Medical Leave Act is designed to help employees balance their work and family life by taking reasonable leave for certain family and medical reasons. Absences that qualify as FMLA leave may be charged as annual leave, sick leave, continuation of pay, or leave without pay, or a combination of these.

An employee must provide a supervisor a PS Form 3971 together with documentation supporting the request, at least 30 days before the absence if the need for the leave is foreseeable. If 30 days notice is not practicable, the employee must give notice as soon as practicable. A copy of the completed PS Form 3971 is returned to the employee along with a copy of Pub 71, Notice for Employees Requesting Leave for Conditions Covered by the Family and Medical Leave Act, which details the specific expectations and obligations and the consequences of a failure to meet these obligations.

During an absence, the employee must keep his or her supervisor informed of intentions to return to work and of status changes that could affect his or her ability to return to work. Failure to provide documentation can result in the denial of FMLA protection.

The Department of Labor Form WH-380, Certification of Health Care Provider, is most often used to certify an FMLA claim. This form, along with Pub 71, is automatically mailed from the Topeka Material Distribution Center to the employee’s address of record when the leave is recorded in the enterprise Resource Management System (eRMS). Copies of Form WH-380 can also be downloaded from the Department of Labor web site at http://www.dol.gov/esa/whd/fmla/.

Note: Medical documents must be forwarded to the appropriate office.

Continuation of Pay/Injury on Duty

Employees who suffer disabling, job-related traumatic injuries are entitled to continuation of pay (COP) for the length of their disability, up to a maximum of 45 calendar days.

The 45 calendar days begin with the earlier of the:

a. employee's first full tour after the onset of the disability, or

b. first calendar day after the onset of the disability and end 45 calendar days thereafter.



Promptly upon being advised that an employee has claimed continuation of pay, a supervisor must ensure that Form 3971 is completed. If it is not possible for the employees to initiate the Form 3971 to request continuation of pay, then the supervisor will be expected to perform this function. COP should not be entered on the timecard unless there is a Form CA-1 on file.

Print Form CA-1, Notice of Traumatic Injury, from the following link: http://www.dol.gov/esa/owcp/regs/compliance/ca-1.pdf

The front of the form is completed by the employee. The back of the form is completed by the supervisor. Immediately submit the form to the Health and Resource Management office.

Note: The Health & Resource Management Personnel Locator can be used to identify local HRM offices. Go to: http://blue.usps.gov/hrisp/hrm/

Advanced Sick Leave

When authorized by the Installation Head, an employee may be advanced up to 30 days (240 hours) of sick leave if there is reason to believe the employee will return to work. Sick leave may be advanced even if the employee does not have an annual leave or donated leave balance. Every request for advanced sick leave must be supported by medical documentation of the illness.

PS Form 1221, Advanced Sick Leave Authorization, is completed and forwarded to the Scanning and Imaging Center when advanced sick leave is authorized.

Figure 2: PS Form 1221, Advanced Sick Leave Authorization


http://blue.usps.gov/hrisp/hrm/


Military Leave

Military leave, which must be advanced to an employee prior to being used, is an authorized absence from postal duties without loss of pay, time, or performance rating granted to eligible employees who are members of the National Guard or Reservists of the Armed Forces.

When an employee receives orders to report for duty, a PS Form 3971 must be initiated by the employee and approved by the supervisor. It is important to note that supervisors must check the box in the Documentation Provided section of the PS Form 3971, indicating that the military orders have been reviewed. The supervisor approving the PS Form 3971 must complete the leave type code entry. This ensures that the timekeeper is provided with the correct code for the timecard entry.

The manager of the local TACS office processes the request by contacting Payroll Services. If the employee is eligible, Payroll Services will establish the military leave allowance.

Verification of Military Leave Allowance for an employee may be performed by the Employee’s Supervisor and/or the local TACS Office. Employee inquiries should be directed to the employee’s supervisor and supervisor inquiries should be directed to the local TACS office.

Military Leave balance information may be viewed by the supervisor in TACS and AdjustPay. The AAD935P3 and AAD935P4, Military–Leave report, may also be used to determine whether military leave has been advanced.

Upon return from military duty, the employee must furnish a copy of military orders, properly endorsed by appropriate military authority to show that the duty was actually performed.

For additional information on requesting military leave advancement, see ELM, section 517.

Note: Prior to November 2007, the PS Form 3973, Military Leave Control, was prepared as an official record of leave used in addition to the PS Form 3971. Although the PS Form 3973 is now obsolete (as of 11/22/07), previously completed PS Forms 3973 must be retained for three years as documentation to support the PS Form 3971 requesting Military Leave.



Figure 3: PS Form 3973, Military Leave Control

Reference Job Aid #2 for Military Leave information for employees on active military service over 30 days.

Court Leave

Court leave is the authorized paid absence for eligible employees who are summoned by a court to serve as a juror or a witness in a non-official capacity on behalf of a state or local government. Court leave does not affect leave, credit for time or service, or performance ratings of employees.

Court leave is granted only to eligible employees who would be in a work status or on annual leave. Eligible employees who are summoned for such court service while on annual leave are placed in a court leave status for the duration of the court service. Eligible employees on Leave Without Pay (LWOP) when called for such court service are not granted court leave, but may retain any fees or compensation incident to such service.

Installation heads (or their designees) are responsible for ascertaining the exact nature of court service in order to determine whether the employee is entitled to court leave. If a summons to witness service is not specific or clear, the installation head contacts appropriate authorities to determine the party on whose behalf the witness service is to be rendered.



When it is determined that court service is of such a nature as to entitle an eligible employee to court leave, the employee initiates PS Form 3971 and submits it to the employee’s supervisor.

The Postmaster or manager performs the following procedures:

1. Approves PS Form 3971. It is important to note that the supervisor must verify that the summons calling the employee into service has been reviewed by checking the box under the Documentation section of the PS Form 3971.

2. Completes PS Form 1224, Court Duty Leave — Statement of Service, in duplicate.

Access PS Form 1224 on the Blue page and show blocks to be completed, if access to the intranet is available.

a. The Postmaster or manager completes the following blocks:

• From (Installation Head or Designee)

• Date

• Employee’s Social Security Number

• To (Employee reporting for court duty)

• Roster Designation and Position Title

b. The original copy is given to the employee so that it can be completed by an officer of the court.

c. The duplicate copy is given to the timekeeper.

When the jury duty is completed, the postmaster or manager must do the following:

1. Recover the completed PS Form 1224 or a properly certified court document from the employee.

2. Make a copy of the document and give it to the employee.

3. Retain the original copy for the records at the Postal Retail Unit (PRU).

Employees may retain any court allowance in the amount of $25 or less per day for authorized court leave. If the employee receives amounts in excess of $25 per day, the employee must remit amounts received in excess of $25 per day to the postmaster or manager. Eligible employees on Leave Without Pay (LWOP) when called for such court service are not granted court leave, but may retain any fees or compensation incident to such service.



The Postmaster or manager performs the following procedures:

1. Remits the amount to the PRU for entry to AIC 126, Miscellaneous Non-Postal Revenue, in PS Form 1412, Daily Financial Report.

2. Gives a copy of the PS Form 3544, USPS Receipt for Money or Services, or a system-generated receipt to the employee as support for payment of the amount in excess of $25 per day.

Refer to Handbook F-21, Time and Attendance, Section 350, ELM 516 and Handbook F-101, Field Accounting Procedures, Section 6-7.2 for additional information.

Figure 4: PS Form 1224, Court Duty Leave Statement of Service

Direct the participants to use a blank PS Form 1224 and complete the form as if they are the supervisor of an employee summoned for jury duty.




PS Form 3972, Absence Analysis

Supervisors are responsible for maintaining and reviewing PS Form 3972, Absence Analysis. This form is a management tool that should be used to analyze attendance patterns. The form should be reviewed with individual employees on a regular basis.

1. Using the codes on the PS Form 3972, and the hours involved, post the leave for current and previous quarters. Post additional quarters, if circumstances warrant. This form may also be used on an ongoing basis.

2. Precede the code with letter "F" when absence is recorded as Family Medical Leave Act (FMLA) and with "U" when absence is recorded as unscheduled on PS Form 3971.

3. On the reverse of this form, the employee's supervisor records attendance related actions, such as review of attendance, commendations, restricted sick leave, Letters of Warning, and suspensions.

4. A running total of the FMLA hours used may be kept on the reverse side of this form.

5. The front side of the PS Form 3972 provides information to help management complete the form.

6. When entering leave through the Enterprise Resource Management System (eRMS), the PS Form 3972 is automatically populated as leave is entered.

Access PS Form 3972 on the Blue page and show blocks to be completed, if access to intranet is available.

Direct the participants to use the PS Form 3971 completed in a previous exercise to post the leave to the blank PS Form 3972. Give the additional leave examples for the class to post to PS Form 3972 (calling in sick for 2 days, 4 days of jury duty, 4 hours emergency annual, 2 days annual leave etc.).




Figure 5: PS Form 3972, Absence Analysis (Front Side)

The front side of the PS Form 3972 provides information to assist management in completing the form.



Figure 6: PS Form 3972, Absence Analysis (Back Side)

The reverse side of the PS Form 3972 contains additional pay periods and allows space for supervisor comments.



PS Form 1723, Assignment Order

As the needs of the Postal Service require, management may temporarily assign an employee to perform the duties and/or to assume the responsibilities of a ranked or evaluated position at a higher level than the employee's official position.

When an employee is temporarily assigned to a higher level position, the supervisor completes PS Form 1723, Assignment Order, in duplicate.

The supervisor gives the original PS Form 1723 to the employee as a written order of the beginning and approximate ending of the higher level assignment. (Failure to provide this written order is not grounds for denial of higher pay if the employee is directed to perform the duties.)

• PS Form 1723 must be used for all higher level authorizations, all loaned assignments, and out of schedule assignments for craft employees.

• All higher level assignments, even automatic assignments, must be documented on PS Form 1723, no matter the duration.

• Establish a new PS Form 1723 at the beginning of each 2 pay period time frame for long term assignments.

• Enter all higher level authorizations in a timely manner.

• PS Forms 1723 must be retained for 3 years, then destroyed.

Refer to Handbook F-21, Time and Attendance, Section 421 and ELM 422 for additional information.

Discuss the 3 most frequent types of higher level pay.

Bargaining to bargaining – a bargaining unit employee is assigned to another bargaining unit position that is a higher level than his/her normal assignment. (Examples: A mailhandler is assigned to operate a forklift for 4 hours, SSA to Lead SSA, etc.)

Bargaining to non-bargaining –a bargaining unit employee is assigned to a non-bargaining position for a temporary period of time. (Example: A carrier is assigned to fill in for the supervisor for a week, a 204-B, clerk detailed to an analyst position, etc.)



Non-bargaining to non-bargaining –a non-bargaining employee is temporarily assigned to a higher level non-bargaining position. There is a 5-day waiting period before higher level is paid. Consult the F-401, Supervisor Guide to Scheduling and Premiums, for exceptions. (Examples: Postmaster detailed to an MPOO position, lower level postmaster to a higher level postmaster, etc.)

Access PS 1723 on the Blue page and complete on line, if access to intranet is available.

Choose one of the examples above and complete PS Form 1723 for the higher level. Do not be concerned with entering the correct finance numbers, operation codes, etc. but ensure that the blocks are completed properly.

Figure 7: PS Form 1723, Assignment Order

Reference Job Aid #3 for PS Form 1723 help.






Performing Manual Timekeeping All daily clock ring totals must be recorded in hours and hundredths of an hour. In units where time clocks are not available or where the time clocks record in minutes, timekeepers must convert time from minutes to hours and hundredths of an hour. See the Time Conversion Table in Job Aid # 4.

Reference Job Aid # 4. Give examples of how to calculate hours and hundredths. Provide the class with specific times and have participants convert the time into hours and hundredths using the Job Aid. Example 6:45 am is converted to 0675.

Completing City Timecards

PS Form 1230, Time Card — used to report an employee’s time for a particular week of a pay period. The time card is provided to the installation by Accounting Services and has the employee’s name and other indicative data preprinted on the form using a computer.

PS Form 1230-C, Time Card (Other Service) — used to report an employee’s time whenever the employee works in a higher level position; works in a transferred hour status; is loaned to another installation; or is in a training status. PS Form 1230-C is also used as a replacement time card when the preprinted time card is lost or damaged or whenever a new employee joins the Postal Service. Each installation should have a supply of blank PS Forms 1230-C. The indicative data on PS Form 1230-C must be entered manually.

PS Form 1234, Utility Card — used whenever an employee is required to make more than four clock rings in a given day. It is also used whenever an employee works in a transferred, loaned, or training status.

For information on the proper completion of PS Forms 1230, 1230-C, and 1234, see Handbook F-21, Time and Attendance.

Reference Job Aid # 5 for basic instructions on the completion of PS Forms 1230, 1230-C, & 1234.

As soon as possible after the close of the employee’s Friday tour, the PS Form 1230 preprinted timecards and all PS Forms 1230-C and 1234 used by the employee during the week must be collected and used to calculate the number of hours for which the employee is to be paid.



The paid hours shown on PS Form 1234 must be combined with the paid hours shown on the clock ring side of the appropriate PS Form 1230 or 1230-C. The combined total must then be posted to the front side of PS Form 1230 or 1230-C and entered in the proper block.

The timekeeper verifies that all timecard entries requiring documentation have been properly documented, including those entries requiring supervisor approval. The timekeeper verifies that:

• A PS Form 3971 is on file for each employee for all paid leave and leave without pay (LWOP) timecard entries.

• A PS Form 3189, Request for Temporary Schedule Change for Personal Convenience is on file for each employee request to work out-of-schedule.

• A PS Form 7020, Authorized Absence From Workroom Floor is on file for all stewards’ duty time, meeting time, and Civil Disorder leave entries.

• A PS Form 1723, Assignment Order is on file for each employee for each period of higher level hours or loaned hours.

Provide the class with an example PS Forms 1230 & 1230-C that are completed on the back side with daily clock rings. Ask the class to complete the front side of the PS Form 1230 with the total hours to be paid to the employee.

Reference Job Aid # 6, Timecard Verification Checklist.

Completing Rural Timecards

Rural carriers must write in daily entries on PS Form 4240, Rural Carrier Trip Report. This is the official timekeeping document for rural carriers except for rural offices that are on the Electronic Badge Reader (EBR). The timekeeper or supervisor then transcribes totals from the PS Form 4240 to the automated 1314 program, if available. The program prints a completed PS Form 1314 for the supervisor to enter into the TACS system. Or the supervisor can transcribe the information from the PS Form 4240 to a manual PS Form 1314, Regular Rural Carrier Time Certificate, or 1314-A, Auxiliary Rural Carrier Time Certificate, before either form is entered into TACS for processing. The rural carrier must sign PS Form 4240 and initial PS Form 1314 or 1314-A, manual or system-generated.



Access PS Form 4240 on the Blue page and show the blocks that must be completed, if access to the intranet is available.

Completing the PS Form 4240

Make all entries in ink. Complete one copy and retain at postal unit

The Postmaster or designated Supervisor will:

1. Complete all information blocks on the upper portion of the form.

2. Complete Columns 7-12 on a daily or weekly basis, as appropriate.

3. Ensure that the carrier makes appropriate entries for each delivery trip in columns 1-6 and the Remarks column.

4. Determine total actual daily work hours and minutes and, using USPS® Notice 30, Time Conversion Table, or facsimile, convert this time to hours and hundredths and enter the time in Columns 7-8. Entries in Columns 9-11 must also be shown in hours and hundredths.

5. Record the Cumulative Totals for actual hours worked by the regular and replacement carrier for the 52-week guarantee period (as specified in the National Agreement), and not on the basis of calendar or fiscal year.

6. Record daily overtime for all actual time worked in excess of 12 hours a day or 8 hours a day, whichever is appropriate (National Agreement). Note: Authorized overtime hours worked during the prescribed Christmas period are identified by circling the entry in column 9.

7. Record weekly overtime for all hours and hundredths worked in excess of 56 or 40 in a week, whichever is appropriate (National Agreement), in the open blocks in Columns 10 and 11.

8. Enter Annual Leave (A/L), Sick Leave (S/L), etc., in Column 7 when the regular carrier is on annual leave, sick leave, etc. Enter hours worked each day by the relief carrier in Column 8.

9. Complete and submit an amended PS Form 4003, Official Rural Route Description, to the Rural Analyst in Operations Support, if unnecessary travel can be eliminated or when otherwise required if the line of travel changes.

Note: During the pay period, if a sufficient number of boxes are added to or subtracted from a route to trigger a change in the route's evaluation, adjust the carrier's compensation as required in Part 217 of Handbook M-38, Management of Rural Delivery Services.



10. Close out the PS Form 4240 and begin a new sheet at the end of the Guarantee Period.

The Carrier will: 1. Make daily entries in Columns 1-6 and the Remarks column.

2. If additional space is required for Remarks, use the Additional Information space below; precede remarks by date(s) where appropriate.

3. Record information regarding the changes (increase or decrease) in the number of boxes, stops, families, official route miles, etc., in the space below as the changes occur.

For additional information on rural timekeeping, see Handbook F-21, Time and Attendance, Chapter 5.

Reference the example of PS Form 4240 and instructions in Job Aid # 7.

Provide the class with an example of PS Form 4240, completed by the carrier with daily entries. Direct the class to make the entries to the PS Form 1314 from the entries on the PS Form 4240. Or, if there are participants from rural offices, ask a participant to show the class how to complete the PS Form 1314.

Submitting Timecards

It is critical that timecards are completed accurately and submitted in a timely manner. Improper data or untimely data submission results in employees being paid incorrectly. Correcting timekeeping errors adds to total operating expenses and ultimately costs the customer in increased rates and fees.

TACS

The Time and Attendance Collections System (TACS) is used by the Postal Service to collect data to correctly pay employees. TACS access must be requested through the eAccess process.

For timecard entry users, the weekly process includes:

• Reporting hours for all City Timecard employees.



• 40 hours of code 076, non-scheduled time must be reported for Casual, Postmaster Relief (PMR) and Part Time Flexible (PTF) employees with no work hours.

• Higher level hours are reported in the Hours Code/Total Hours fields on the right side of the Timecard Entry Module (under the Higher Level Card section).

• Exempt employees, whose time is automatic, will not be released until the final pull unless the record is accessed and saved, or unless the Set Ready button is executed.

• When all timecards have been entered, run reports to verify entry.

To access TACS, access the USPS Blue page.

1. Click: TACS

2. From the TACS Home page, click Start TACS.

3. Login to TACS - the TACS Home Module appears. This is a grey background with various Module boxes. These boxes are actually icons and can be entered by double clicking the Module box.

4. Click the Timecard Entry Module. (If the module box does not appear, Click Time at the top of the screen, then Time Card Entry.) This will bring up the Timecard Entry Module. It appears with the finance number to which you have access. (If you have access to more than one finance number, you need to enter the finance number.)

5. After accessing the employee’s information, you may begin to enter hours codes for the employee.

Some codes are “neutral” codes, that is, they are descriptive and do not affect crossfooting to 40 hours. A good example is the code of 001, which describes annual leave as FMLA. To crossfoot, a code of 055 – Annual Leave – must be entered as well.

Reference Job Aid # 8 Hours Codes / Reason Codes.

Note: Once an employee’s base card hours have been entered, any “Higher Level Cards” can be entered. The Higher Level Card requires entry of the rate schedule code (RSC). The most common RSC codes are:

P = clerk

Q = carrier

M = mailhandler

E = EAS and/or casuals



For employees with more than one higher level record, each record must be entered. For example, if a P05 clerk worked both at higher level P06 as well as E16, three cards may have to be entered. The total of all higher level records plus the base record must crossfoot to 40.

The first week of the pay period (WK1) automatically uploads to Eagan on the following Monday at 1800 (6:00 p.m.).

The second week of the pay period (WK2) is reviewed four times – at 1800 CST on Friday, Saturday, Sunday, and then Monday, at which time the final upload will take place. Any timecards that are entered prior to any one of those 4 reviews will upload to Eagan. This allows the processing of the paychecks to be staggered.

Auto-pay EAS personnel will not upload until the final review on Monday unless their timecards have been “saved” or reviewed and the Set Ready button has been pressed. For example, on Saturday at noon, all time for the entire finance number will be uploaded on Saturday at 6:00 pm and no corrections can be made on Sunday or Monday morning.

For information on TACS Timecard entry, refer to Timecard Entry Training which can be accessed via the Training Downloads link on the TACS Managers Page. Additional information on timekeeping can also be found in the M-41, City Delivery Carriers Duties and Responsibilities.

Access the TACS web page and demonstrate how to access the Timecard Entry Training.

Blue>TACS>TACS Manger Page>Training Downloads>Timecard Entry Training

Rural Carrier Time Certificates

The Rural Time Certificate Entry Module in TACS allows you to enter bi-weekly payroll information for manual timecard offices. At the end of each pay period, the information from rural time certificates is entered into TACS by the supervisor or designee.

New employees must be in the Employee Maintenance Module before they can be accessed in the PS Form 1314 or 1314-A module. The carrier must also be on the Rural Route Master Listing (AAQ300 report) before you can enter data in TACS.

If you do not have the 1314 entry module on your screen, you can click Time at the menu bar at the top of the screen. A drop-down menu appears listing options. Click 1314 Entry.



You can also access the 1314-A screen by clicking Time at the menu bar at the top of the screen. A drop-down menu appears listing options. Click 1314-A Entry.

Entering PS Forms 1314 and 1314-A Data

It is the responsibility of the Postmaster, Manager, or Supervisor to ensure the timely entry of the rural time certificates. The window for entering rural certificates begins at 16:00 pm local time on Friday, Day 14. Final cutoff is 17:00 central time on Monday, Day 3. The data from PS Forms 1314 and 1314-A will be pulled by the main frame in Eagan at 00:05 and 17:05 central time on Monday, Day 3. Non-compliance with this window will result in improperly paid employees and costly pay adjustments.

Once the Employee ID has been entered, Finance number, route number and other employee information in the grayed area will automatically display for regular carriers. For all PS Forms1314-A entries, you must enter the Finance Number and Route Number.

Enter all information from the manual or automated time certificate in the corresponding block on the PS Forms 1314 or 1314-A entry screen.

Saving the Certificate

Once all the data has been entered, click the Save button. If the rural certificate has no errors, a blank certificate screen appears so you can enter the next employee.

Note: If multiple replacement carriers were entered, once the record is saved, the replacements will be sorted in Employee ID order, not in the order that they were entered.

Errors

If there is an error, a message appears at the bottom of the screen and the Error Log button will no longer be grayed out. Click Error Log to identify the errors. After you correct the problem, click Save.

If the problem requires research, you can click Clear. This will clear the screen but save the information that was entered. When you call up the certificate to fix the problem, you will not have to re-enter all of the information that was previously saved.

Certificates that have errors must be corrected. Any certificate that has been saved, but is still in error, will not be sent up for payment.



Reference the RTACS Manual Entry and EBR Users’ Guide located on the TACS Manager Page of the TACS webpage. Additional information on rural timekeeping can also be found in the PO 603, Rural Carrier Duties and Responsibilities.

Access the TACS webpage and click the TACS Manager page to show class how to access the RTACs and REBR Guide.

TACS Voice Response

The TACS Voice Response (TVR) system is a telephone interface system to the timekeeping reporting system (TACS) used by offices that do not have a computer. Offices that do not have web access to TACS may use TVR to access the TACS system by telephone to report the employees’ time card information.

New users should be provided with the TACS Voice Response 1-800-877-7435 number, and a copy of the TVR call flow guide, training guide, ePassword phone number, the local TACS office phone number and contacts and the TACS Help Desk phone number.

Detailed graphic views of the TACS Voice Response menu and call flow are available in the TVR Work Flow Guide in an easy to read, step-by-step format located on the TACS Manager Page of the TACS webpage.

The TACS Voice Response production window is open 24 hours a day beginning 6 a.m. Friday through 5 p.m. Monday, Central time.

Note: FLSA exempt employees (an employee employed in a bona fide executive, administrative, or professional capacity, who is paid on a salary basis) and RSC F employees (Postmasters/OICs who are scheduled and compensated for 6 days a week) are auto-paid in TACS. These employees report time by exception. When a TVR user attempts to enter time for one of these employees a message prompts “Time Already Posted, Use Option 2 to replace.” To replace the time, simply use Option 2 and enter the time.

Access the TACS webpage and click the TACS Manager page, then TVR Work Flow to show class how to access the TVR step-by-step call work flow.



Reviewing TACS Reports It is the supervisor’s responsibility to identify and correct clock ring errors and discrepancies to ensure that employees are properly compensated. Time is saved when payroll adjustments can be avoided.

Discuss with the group how time is saved.

Possible Answers: Employee’s time away from duties to report error. Supervisor’s time to complete the pay adjustment forms.

Once all the timecards have been entered, run the following reports to verify that all timekeeping is complete. These reports will help monitor employee time and attendance.

Important: Reports from TACS are considered confidential and should either be stored in a secure place or shredded to avoid breach of privacy. Do not print reports to a remote printer or leave on the printer for any length of time.

Timeclock Offices

Daily/Weekly Process:

• Clock Ring Error Report (Clock Ring Reports) − If this report is correct, the Missing Time report should be zero.

• Missing Time Report (Clock Ring Reports) − Missing Time does not show when using the PL Error button. Verify that correct off-days are reflected if a change in SDOs occurred. If time is missing due to leave, enter leave. If time is missing when employee worked, run the raw ring report.

• Authorized Higher Level Report (Employee Reports) − Verify that all employees entitled to Higher Level have been authorized the proper number of hours and proper level of pay. Note: the report reflects the Authorized Hours, not the Higher Level Paid Hours.

• Unauthorized Overtime Report (Clock Ring Reports) − Authorize only approved overtime. Note: All unauthorized overtime must be recorded on PS Form 1017-B, Unauthorized Overtime Record.



Reference Job Aid # 9 PS Form 1017-B. Discuss the PS Form 1017-B from the Job Aid. Stress the importance of completing the form.

• Hours Type Inquiry Report (Schedule Reports) − Recommend verifying: Hours codes: 043, 053, 059, 060, 062, 068, Reason codes: 059-59, and relevant FLMA codes.

• Ring Disallowance Report (Clock Ring Reports) − This report identifies instances of disallowed time due to changes made within the clock ring editor. Time is disallowed if no work is performed.

Note: The employee must be notified of the disallowance and the justification for the disallowance is to be documented on PS Form 1017A, Time Disallowance Record.

Reference Job Aid #10 PS Form 1017-A. Discuss the PS Form 1017-A with the class from the Job Aid. Stress importance of completing the form.

• OT/Leave Report (Clock Ring Reports) − This report will identify any employee with the Warning: Leave and OT Not Auth. These situations require special attention to ensure the exact amount of leave and/or OT is authorized and applied.

Near the end of the week, run the following reports to verify that time for all employees is complete.

• Overtime Alert Report (Clock Ring Reports) − lists employees in an overtime status for the week or who are approaching overtime for the week.

• Employee List (Employee Reports) – Run this report weekly to verify the employees’ base information for all employees in the finance number/pay location. It is always advisable to have a correct schedule for each employee in TACS.

• Pay Week Status Detail Report (PPWK Reports) − Select All Employees to check the status of each employee (recommended). Select Missing Employees to see only the missing employees. Select Employees on Hold to see only those employees who have been placed on hold. The status column will indicate if the employee is “R” ready, “I” incomplete, “C” complete (time has been pulled). The Hold column will indicate “Y” if the employee is on hold.



• Pay Week Status Total Report (PPWK Reports) − This report provides the information shown above in Summary format. The employees’ names are not provided.

Timecard Offices

Weekly process

Once all the timecards have been entered, run the following reports to verify that all timekeeping is complete.

• Missing Employees (Timecard Entry Reports) – This report lists employees whose time has not been entered. The goal is to have “No Data Found” on the Time Card Entry report.

• Time Certification (PPWK Reports) − This report is used to verify the hours entered for each employee. This report is archived within TACS for three years. This report should be run twice: once after entering timecards to review data and certify time is correct; the second time after the pay period has closed to compare Paid Hours with TACS hours.

• Non-Crossfoot Errors Report (PPWK Reports) – lists employees who do not crossfoot for the week. The goal is to have no employees show up on this report, because for manual timecards, non-scheduled workhours are coded 076. Run once all timekeeping is done for the week.

• Pay Week Status Detail Report (PPWK Reports) − Select All Employees to check the status of each employee (recommended). Select Missing Employees to see just the missing employees. Select Employees on Hold to see just those employees who have been placed on hold. The status column will indicate if the employee is “R” ready, “I” incomplete, “C” complete (time has been pulled). The Hold column will indicate “Y” if the employee is on hold.

• Pay Week Status Total Report (PPWK Reports) − This report provides the information shown above in Summary format. The employee’s names are not provided.

• Employee List (Employee Reports) – Run this report weekly to verify the employees’ base information for all employees in the finance number/pay location. It is always advisable to have a correct schedule for each employee in TACS.



Rural Timecard Offices

Once all the timecards have been entered for the pay period, run the following reports to verify that all timekeeping is complete. All of these reports are in the RTACS report module.

• Missing Certificates – This report lists the routes for which time has not been entered, or will indicate if a certificate is in error. The status column indicates “Invalid” if the certificate contains an error. The status column indicates “Missing” for certificates that have not been entered. The goal is to have “No Data Found” on the report.

• Pay Period Status – This report shows the number of cards expected, received, missing and invalid.

• (Rural) Employee All – This report shows all hours reported on all routes for each carrier.

• Replacement (Carrier) Inquiry Report – This report shows the number of trips per employee. Employee cannot have more than six trips each week.

More information can be found in the TACS: Time and Attendance Collection System Report training, Course # 31267-02.

Provide the examples of the TACS reports and discuss the reports with the class. Explain how to read the reports.



Preparing and Authorizing Payroll Adjustments When timekeeping errors are made, or processing of an employee’s time for a week is not complete, a pay adjustment must be done to correct the pay. Mistakes in recording leave are among the leading causes of payroll adjustments in the USPS. The Postal Service incurs expenses for each payroll adjustment processed when many adjustments could be avoided if supervisors gave more attention to this important task.

All non-rural employees’ pay is corrected using AdjustPay or PS Form 2240, Pay, Leave, or Other hours Pay Adjustment. All rural carrier pay adjustments are completed on PS Form 2240-R, Rural Pay or Leave Adjustment Request for PS Form 1314 or PS Form 2240-RA, Rural Pay or Leave Adjustment Request for PS Form 1314-A.

Discuss the causes for payroll adjustments and how they can be avoided: Some possible answers:

• Higher level adjustments • Untimely PS Forms 3971

mplaints • Grievances and EEO co• Untimely PS Form 50

ent and Eliminate City

u e

Mr. Donahoe - Oct 2008

Supervisor Responsibilities • Rural Quick Reference Guide • Memo to Supervisors - Oct 2008

• Clock ring errors • Changes between paid leave types • Untimely PS Forms 1260/1261 • Work/leave corrections for PTFs • Leave without pay adjustments • Data entry errors - time & attendance Reference Job Aid #11 Tips to Prevand Rural Adjustments in Manual Timekeeping Units and discuss the tips with participants.

Direct participants to Controlling Adjustments resources fo nd on the TACS Manager Pag

• Controllable Adjustments from• Supervisor's Guide for T&A •



Authorizing Payroll Adjustments in AdjustPay

TACS AdjustPay provides managers, postmasters, and supervisors with a web-based application to perform online authorization of basic time and attendance payroll adjustments. Basic hour adjustments, for the most recent 27 pay periods, may be processed through AdjustPay. It is important to note that Authorized Emergency Salary Issuances, Rural Adjustments and Grievances cannot be processed using AdjustPay. For such adjustments, refer to Preparing Manual Adjustments.

The AdjustPay user is a manager, postmaster or supervisor whose job description contains primary responsibility for directing subordinates. Access to authorize payroll adjustments is restricted to managers and supervisors. Non-EAS (Executive and Administrative Schedule) employees including bargaining unit are not granted access to AdjustPay, because they do not have responsibilities for subordinates.

The supervisor’s responsibility is to authorize employee payroll adjustments for the employees he or she directly supervises. The supervisor is required to print the AdjustPay adjustment certification at the time of authorization and retain a copy along with all related supporting documentation in a file for a period of three years.

Authorizing adjustments cannot be delegated by supervisors to any other employee. One supervisor should not authorize payroll adjustments for the entire tour, station, branch, installation, etc., unless all employees report to that supervisor. Supervisors should only have access to the office listed on their Form 50. Unlike TACS, AdjustPay security administration does not support temporary user access.

Those supervisors who do not have access to AdjustPay or acting supervisors (204-B) must submit payroll adjustment requests using PS Form 2240, 2240-R, or 2240-RA to the Scanning and Imaging Center (SIC). Some Districts may have a local procedure to submit the PS Forms 2240 to the local TACS office. After review, the TACS office will then forward the PS Forms 2240 to the SIC.

To request access to AdjustPay, use the eAccess workflow.

Training is provided by the Local TACS office. A user’s guide is provided to each supervisor or postmaster that has access to TACS AdjustPay.

For additional reference and training information on AdjustPay, refer to AdjustPay Manager from the TACS AdjustPay web site at: https://adjustpay.usps.gov/WebAps/Authenticate/Logon.asp

Reference Job Aid # 12 TACS AdjustPay Quick Reference Guide for more information on AdjustPay Entry.


https://adjustpay.usps.gov/WebAps/Authenticate/Logon.asp


Authorizing Payroll Adjustments in the Grievance and Arbitration Tracking System (GATS)

The Grievance and Arbitration Tracking System (GATS), integrated with Payroll’s Adjustment Processing System (APS), automates the grievance authorization and payment process for hours-related grievance adjustments and lump sum grievance payments.

GATS provides: • Simplified and more efficient process for Supervisors • Shortened payment cycle for employees • Increased oversight of the grievance decision and payment

processes by identifying hours related grievance compensation with payment amount, payment date, payment recipient, and payment authorizer

• Improved tracking and reporting capabilities via the creation of GATS reports with querying and sorting capabilities (cost tracking of grievance issues and grievance costs)

• Standardized grievance decision and payment authorization process

• Decreased administrative costs for USPS

For additional GATS references and training information refer to the Labor Relations Systems web page at: http://blue.usps.gov/lrinfo/lrs/

Simple Hours Related Grievance Settlements

Use GATS to authorize the payment for simple hours related settlements. Simple hours related grievance consist of any of the following compensation rates:

• 50% of the relevant hourly rate • Straight time (100% of the relevant hourly rate) • Overtime (150% of the relevant hourly rate) • Penalty Overtime (200% of the relevant hourly rate)

Simple hours utilizes hours code 38 and 39 to accommodate the payment of at 50%, straight time, Overtime, or Penalty Overtime rate. All other compensation would be handled via manual PS Form 2240 processing. See Preparing Manual Adjustments.


http://blue.usps.gov/lrinfo/lrs/


Do not send any forms or documentation to the Scanning and Imaging Center (SIC). Accounting Services will not accept PS Forms 2240 for hours related grievance adjustments and will return them to the initiating office. All documentation is to be retained locally for 3 years.

Lump Sum Grievance Settlements

Use GATS to authorize lump sum payment settlements. Do not send any forms or documentation to the Scanning and Imaging Center (SIC). Accounting Services will not accept PS Forms 2240 for lump sum grievance payments and will return them to the initiating office. All documentation is to be retained locally for 3 years.

Preparing Manual Adjustments

Payroll Adjustments are processed manually for Emergency Salary Issuances, Rural Pay Adjustments and Complex Grievance Settlements. For manual adjustment processing, use the following forms:

• PS Form 2240 — for Non-Rural Employees • PS Form 2240-R — for Regular Rural Carrier • PS Form 2240-RA — for Auxiliary Rural Carrier

Before submitting forms for processing, ensure that the forms are properly completed and signed. If there is a specific reason why the employee cannot sign the form, indicate it in the “Remarks” section of the form. Comments should say Employee-Unavailable. (This would be in situations where the employee is on extended sick leave or other times when the employee is not currently available and will not be available for a lengthy period of time.)

Follow District procedures on the submission of the PS Forms 2240. District procedures will determine if completed forms should be submitted directly to the Scanning and Imaging Center (SIC) or to the local TACS office.

Do not submit timecards. If the person preparing the payroll adjustment is unsure how to prepare the form correctly, he or she may contact the local TACS office for guidance.

Do not submit supporting documentation with the PS Form 2240, 2240-R, or 2240-RA.

When submitting PS Form 2240, 2240-R and 2240-RA to SIC, mail to:



USPS SCANNING & IMAGING CENTER PO BOX 9000 SIOUX FALLS SD 57117-9000

Note: All incorrectly completed PS Forms 2240, 2240-R and 2240-RA received at the Scanning and Imaging Center (SIC) are returned to the sender at the field office. Contact your TACS coordinator if you need assistance.

After the adjustment has been processed by the Payroll Branch, a copy of the PS Form 2240, 2240-R, or 2240-RA is not returned to the local office. Retain a copy of the form along with all supporting documentation at the local office for a period of three years.

Complex Grievance Settlements

Use PS Form 2240, 2240-R or 2240-RA for rural grievance settlements. The grievance step, grievance number, and/or GATS number must be annotated in the remarks section of the form. Send only the 2240, 2240-R or 2240-RA to the Scanning and Imaging Center (SIC). Do not submit supporting documentation. All supporting documentation is to be retained locally (3 year retention is required).

Complex settlements consist of any of the following: • Higher level, Night Differential, Sunday Premium, or Leave • Hours (Backpay) – Hours greater than 80 • Salary or job category change (Form 50) • Other (any combination of the above) • Rural Employee Compensation

Preparing and Processing PS Forms 2240 (City/Nonrural)

Access PS 2240 on the Blue page and complete online, if access to intranet is available.

Complete a separate PS Form 2240 for each pay week being adjusted for non-rural employees.

Read all of the Instructions on page 2 of the PS Form 2240.

1. Complete all indicative employee information on the form.



a. Enter employee's name (last, first, middle initial).

b. Enter designation/activity code, rate schedule code, base level and finance number.

c. Enter the employee's Social Security Number (not the Employee Identification Number - EIN). Forms with the EIN may be returned as they require extra research and cause delays in processing.

d. Enter the Year, Pay Period, and Week that is being adjusted.

2. Was Paid section: Record what the employee was originally paid. Record the hours types and the amounts in the hundredths format. Use the TACS Employee All report to reference actual hours paid.

3. Should be Paid section: Record all hours to reflect exactly what the employee should be paid for the applicable week. The record must add up (crossfoot) to 40.00 hours for the week.

Note: On the online automated version on the Forms page, click an empty Description cell and choose the Hours Code from the drop-down list.

4. Higher Level or Dual Appointment section: record the applicable rate schedule and level and last day held indicator. Enter “Yes” or “No” in higher level status at end of pay period. (HLLD =higher level last day.)

5. Remarks section: You must enter supporting remarks containing a brief supporting statement.

6. Issuing Office Mailing Address section: Enter the authorizer's mailing address.

7. If adjustment is due to grievance, enter the Grievance Step Number.

8. Enter the Grievance Arbitration Tracking system (GATS) Number. This is a required entry for grievance settlement adjustments.

9. Employee and Authorizer Signature section: The employee must sign and date; the authorizer must sign and date and print his or her name and telephone number.

10. Emergency Salary Authorization (In lieu of PS Form 1608) section: Use only if an emergency salary issuance must be made. Employee and Authorizer must sign and date.

11. The Authorizer must print his or her name and telephone number.

12. Copy.

13. Mail original to SIC (or to local TACS office if District procedure).

14. File copy along with all supporting documentation and retain for 3 years.



Reference Job Aid #13 PS 2240 Quick Reference: Completing and Submitting a Pay, Leave, or Other Hours Adjustment Request

Direct the participants to complete the blank PS Form 2240. Adjust the employee’s 40 hours LWOP to 40 hours AL.

Preparing and Processing PS Form 2240-R (Rural)

Access PS 2240-R on the Blue page and show blocks to be completed, if access to the internet is available.

Complete a separate PS Form 2240-R for each pay period adjusted for rural carriers.

1. Complete all indicative employee information on the form.

2. Enter employee's name (last, first, middle initial).

3. Enter the finance number.

4. Enter the full Social Security Number (SSN) of any carrier whose pay or leave is to be adjusted. For crossfoot purposes, enter only the last 4 digits of the SSN of those carriers on the PS Form 1314 whose pay or leave is not to be adjusted.

5. Enter designation/activity code, route number, FLSA, year and pay period being adjusted in the appropriate blocks.

6. Complete the PS Form 1314 section as it should have been completed originally to pay the employees properly.

7. Remarks section: You must enter supporting remarks containing a brief supporting statement.

8. Issuing Office Mailing Address section: Enter the authorizer's mailing address.

9. Employee and Authorizer Signature section: The employee must sign and date; the authorizer must sign and date and print his or her name and telephone number.

10. Emergency Salary Authorization (In lieu of PS Form 1608) section: Use only if a salary advance must be issued. Employee and Authorizer must sign and date.

11. The Authorizer must print his or her name and telephone number.

12. Copy.



13. Mail original to SIC (or to local TACS office if District procedure).

14. Retain a copy of the form and all supporting documentation locally for three years.

Direct the participants to complete PS Form 2240-R. Adjust the employee’s 40 hours LWOP to 40 hours AL. H route (6 day week.)

Preparing PS Form 2240-RA (Rural Auxiliary)

Complete the PS Form 2240-RA in the same manner as the PS Form 2240-R instructions stated above. Follow the same procedures as used to process the PS Form 2240-R.

Complete the PS 1314-A section as it should have been completed originally to pay the employees properly.



Providing Training on Timekeeping Policy and Procedures Supervisors will receive TACS training to learn how to use TACS to enter and monitor unit employee overtime, leave, and higher level assignments. The timekeepers will learn to use the system to help maintain employee data and ensure that all performance cluster employees are paid correctly.

Managers and support personnel will learn the TACS system to monitor aspects of operational performance, e.g., for reviewing facility, pay location, finance number, or LDC work hour, leave and overtime usage.

Handbook F-21, Time and Attendance provides a detailed description of the procedures that timekeepers and supervisors must follow when recording time and attendance-related information on time cards. Together with the ELM, Employee and Labor Relations Manual, Chapter 4, Pay Administration & Chapter 5, Employee Benefits, make up the policy and procedures of timekeeping. The TACS office is responsible for ensuring that offices are provided training on timekeeping.

Note: The timekeeping responsibilities are detailed in Handbook F-21, Time and Attendance, Sections 113 and 114.

The TAC$Pak program at http://nced.usps.gov/tacs/ provides information for a basic understanding of timekeeping.

The Fundamentals of Timekeeping Web Based Training, Course # 31501-05 can be accessed through the AES web training page at aes.usps.gov/elearning.

Access the F-21 Handbook and ELM from Blue Home page. Click PolicyNet in the left navigation. Demonstrate how to find information in the manuals.


http://nced.usps.gov/tacs/





Providing Training to TACS Users The TACS office is responsible for providing guidance and training to TACS users.

Access the training courses listed below from the TACS Manager page. Give a brief overview of the courses.

Timeclock Offices

The TACS Time and Attendance Supervisor Training, Course # 31267-01 can be accessed from the TACS Manager page, Training downloads.

Timecard Offices

The TACS, Time and Attendance Collection System User Guide – Time card Entry can be accessed from the TACS Manager page from the TACS webpage.

Rural Timecard Offices

The Rural Time and Attendance Collection system - Manual Entry and EBR User’s Guide can be accessed from the TACS Manager page from the TACS webpage.



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Processing Payroll Information Requests Additional information on Payroll Information Requests can be found in Handbook F-101, Field Accounting Procedures, subchapter 23-7.

Processing Requests for Duplicate Payroll Journals

Payroll Journal Inquiry — direct inquiries related to payroll journal to the Time and Attendance Collection System (TACS) office.

Processing Payroll Check Stop Payment or Replacement Requests

If a payroll check is lost, stolen, or destroyed after the employee receives it, the employee must notify the manager at his or her office. The manager must notify the disbursing officer to stop pay or replace a payroll check by doing one of the following:

a. Complete the Stop Pay — Check Replacement and Photocopy Request Form, which is available on the Accounting web site at: http://blue.usps.gov/wps/portal/accounting/services/paychecks/stoppayreqform

b. Submit the form through one of the following processes: 1. Complete the form via the web. This is the preferred method. 2. Send a message via e-mail along with the completed form. 3. Fax the completed form to: 651-406-2749. 4. Mail the completed form to:

DISBURSING BRANCH ACCOUNTING SERVICES 2825 LONE OAK PKWY EAGAN MN 55121-9642

Note: Once a request for a stop payment or replacement check has been processed, the request cannot be canceled. If the original check is recovered, it must be returned to the office making the request and destroyed.


http://blue.usps.gov/wps/portal/accounting/services/paychecks/stoppayreqform



Processing Requests for Duplicate Earnings Statements

Duplicate Earnings Statement Inquiry — duplicate earnings statements are not available. Supervisors requesting employee duplicate earnings statements may obtain a copy of their payroll journal from their local TACS office. EAS employees can refer to ePayroll on LiteBlue.

Processing Requests for Time and Attendance History Inquiries

Time and Attendance history inquiry — supervisors/postmasters may obtain Time and Attendance history directly from TACS.

Processing Garnishment, Tax Levy, and Other External Deductions

When an employee or other party requests information related to involuntary payroll deductions (e.g., garnishments, tax levies, child or spousal support, agency offsets, and bankruptcy), instruct the employee or other party to contact the Involuntary Deduction Unit.

• The telephone number is 651-406-3600.

• Office hours are Monday, Tuesday, Thursday, and Friday from 9:00 a.m. to 12:00 p.m. and from 1:00 p.m. to 3:00 p.m. Central time.

• The address is as follows:

INVOLUNTARY DEDUCTION UNIT ACCOUNTING SERVICES 2825 LONE OAK PKWY EAGAN MN 55121-9650

This includes original requests for income withholding, as well as follow-up requests and inquiries.

Processing Union Requests

Direct all union Request for Information (RFI) inquiries regarding Payroll to the relevant supervisor or Labor Relations Office.

Processing OIG Inquires

Submit Office of Inspector General (OIG) inquiries to the local TACS Office or Human Resources Office.



Access Handbook F-101, Field Accounting Procedures, from the Accounting References page if intranet access is available. Show the class where to find the Information Request references.






Monitoring TACS Entries and Corrections The postmaster or installation head is ultimately responsible for the accuracy of the entries on a time card, ensuring that the time and attendance data are totaled correctly and properly entered at week’s end, distributing paychecks to employees, and maintaining an up-to-date list of persons authorized to initial time cards.

When delegating timekeeping functions, postmasters or installation heads should make an effort to ensure that individuals responsible for processing personnel documents or distributing paychecks are not involved with recording time and attendance information. Note: For clocking offices, timekeeping responsibilities cannot be delegated below the immediate supervisor.

In smaller installations that are unable to observe this division of responsibility, the official in charge is personally responsible for recording time and attendance information for all employees and distributing paychecks.

Ensuring Leave is Entered Accurately in eRMS

Enterprise Resource Management Systems (eRMS) is an important part of the USPS effort to improve accountability, performance, and recognition. eRMS focuses on the effective management of scheduled and unscheduled absences, using the latest technology. Through a standard business approach and the deployment of the latest technology, eRMS maximizes a supervisor’s time by eliminating most of the manual transactional work associated with leave requests and establishes a consistent approach to leave management.

eRMS provides supervisors with real time data, automatic, system-generated PS Forms 3971 and PS Forms 3972. Its integration with the Time and Attendance Collections System (TACS) increases operational efficiency and reduces costs. The system is designed to identify occurrences of unscheduled absences and provide managers with information on recognizing employees with good attendance.

The eRMS and TACS applications are fully integrated and use a shared database. Users only have to login once to access both systems. Both eRMS and TACS have options for switching between the two systems. Any leave entered or edited in either system during the current pay week is reflected in both systems. Future leave entries made in eRMS will be visible within TACS when the pay week opens.



A Report Queue, similar to TACS, has been implemented within eRMS. With this queue, one can generate reports and continue working within the system while reports are being generated. The reports are grouped by type:

• Employee Reports: Single and multiple Employee PS 3971, PS 3972, PS 3973, Employee Key Indicator, Unscheduled Occurrences, Schedules, Ready to Review, Admin Actions, and Grievance reports.

• Call-in Log Reports: Call-in log, Removed Leave, and Denied Leave.

• Leave Summary Reports: leave Summary by Day, % Requiring Documentation, Payroll Reconciliations, and Employee Leave Audit in a future enhancement.

• FMLA Data Reports: Sick/FMLA Leave Usage, FMLA Eligibility, Approaching FMLA Certification, FMLA Packet Details, and FMLA Data Report.

• Message and Role Assignment Reports: System General Messages (Open and Closed messages), Message Hierarchy & Role Definition, No Response Report, and Missing Light Duty Reports.

Refer to the Automated Enrollment System (AES) at aes.usps.gov for formal eRMS training.

Show the participants how to access the eRMS training course #31Q01-50 on the AES web page.

Monitoring Usage of TACS Error Reports

The Postmaster or installation head should monitor the supervisor’s usage of TACS error reports. Run these reports daily/weekly to ensure the accuracy of the timekeeping data.

Clock Ring Reports:

• Clock Ring Errors - displays errors on a clock ring or set of clock rings that cannot be posted for an employee. The report also shows employees who do not have time posted for a scheduled day or who do not crossfoot any day.

• Missing Time - shows employees who do not have time posted for a scheduled day or who do not crossfoot on any day.

• Overtime Alert - lists employees in an overtime status for the week or who are approaching overtime for the week.



• Tour Deviations - is designed to allow the user the ability to select employees who deviate from their assigned schedule and/or lunch amounts.

• Unauthorized Overtime Report - lists employees with overtime worked that exceeds the amount of overtime authorized.

• Ring Disallowance Report - lists employee clock-generated badge swipes that have been changed by a supervisor or timekeeper so that time is, in effect, "disallowed.”

Conducting Periodic Reviews of TACS Reports

The Postmaster or installation head should conduct periodic reviews of TACS reports. Reports Training, course # 31267-02 is intended for employees who only use TACS reporting features. It introduces the timekeeping system, explains how to log on and navigate in the web environment, and walks through some of the varied reports available from TACS. Employees need only the Reports Training if they are only printing and reading reports and do not need write access to TACS.






Performing Timekeeping Maintenance Duties PS Forms 3971 with supporting documentation (PS Forms 1224, 3973, etc.) must be retained by the installation head in a designated secure location for three years from the date the leave is taken or disapproved. After three years, they must be destroyed. (Dispose of documents that become a part of a disciplinary file or administrative proceeding with that file.)

Keep AdjustPay certifications, with all supporting documentation attached, in a separate file for the normal retention requirement of three years.

Maintain a Pay Adjustment/Emergency Salary Issuance folder for the unit. File the copies of the PS Forms 2240, 2240-R, and 2240-RA for three years.

Authorizing Employee Emergency Salary Each postmaster, manager, and supervisor is responsible for ensuring that employees are properly compensated for work performed. When an employee is not properly paid, an emergency salary may be issued according to the following guidelines.

Authorized Conditions

Authorized conditions for Emergency Salary Issuance are listed in the following table along with a description of required supporting documentation.

Condition Documentation

Employee receives a salary check substantially less than the amount due.

Entry to AIC 554, Payroll Adjustment Payment Issued on Form 1412, Daily Financial Report

Employee does not receive a salary check, which is listed in the payroll register as being issued.

Entry to AIC 754, Authorized Emergency Salary Issued on Form 1412, Daily Financial Report

New employees, including casuals, do not receive a salary check due to a late Form 50 action.

Entry to AIC 554, Payroll Adjustment Payment Issued on Form 1412, Daily Financial Report



Non-Authorized Conditions

Postmasters and supervisors are not authorized to issue emergency salary in the following circumstances:

• Direct deposit is validated in the payroll register. Employee should contact his or her bank for resolution.

• Claim is less than a full day of pay.

• Terminated employees.

• Equipment maintenance allowance (EMA).

• Employee business expense (EBE).

• Back pay awards.

• Grievance settlements, if employees are due payments within 60 days.

• Employee received check but misplaced or damaged it.

If the net amount cannot be determined for an emergency salary authorization, management may authorize an amount equal to 65 percent of the estimated gross as a guideline to calculate the net amount due.

Emergency Salary for Payroll Adjustments AIC 554

Reasons

If an employee receives a payroll check that is less than the amount due or the payroll register does not show that a check was issued to the employee, follow these procedures:

Documentation

The supervisor completes the top and bottom of the appropriate pay adjustment form and provides the form to the employee. (See Completing PS Forms 2240, 2240-R and 2240-RA instructions in this section.)

1. PS Form 2240, Pay, Leave, or Other Hours Adjustment Request, for non-rural carriers.

2. PS Form 2240-R, Rural Pay or Leave Adjustment Request for PS Form 1314, for rural carriers.

3. PS Form 2240-RA, Rural Pay or Leave Adjustment Request for PS Form 1314-A, for auxiliary carriers.

Note: Do not authorize an emergency salary in AdjustPay.

The employee does the following:



1. Signs the bottom of the appropriate PS Form 2240, 2240-R, or 2240-RA indicating that the emergency salary was received and agrees to repay it.

2. Presents authorized PS Form 2240, 2240-R, or 2240-RA to the postal retail unit (PRU).

The PRU does the following:

1. Ensures that PS Form 2240, 2240-R, or 2240-RA is signed by both the employee and the authorizer. Authorizer must also print his name and telephone number.

2. Issues a no-fee money order (AIC 100 and AIC 101) for the authorized amount according to the PS Form 2240, or 2240-R, or 2240-RA and offsets with AIC 554 and AIC 586 on PS Form 1412.

3. Completes the PS Form 2240, 2240-R, or 2240-RA as shown below.

4. Ensures the no-fee money order and the PS Form 3544, USPS Receipt for Money or Services, or system-generated receipt (3544) is provided to the employee.

5. Attaches the money order receipt and a copy of PS Form 3544 or system-generated receipt (3544) to a copy of the PS Form 2240, 2240-R, or 2240-RA and files locally.

6. Submits original PS Form 2240, 2240-R, or 2240-RA to the Scanning and Imaging Center (SIC).

Note: Following above procedures will result in automatic collection.

Completing PS Forms 2240, 2240-R, and 2240-RA

If an emergency salary is issued to a non-rural employee for one week of a pay period, the postmaster, manager, or supervisor must use one PS Form 2240 as follows:

1. Complete one PS Form 2240 (including the bottom portion of the form) in lieu of PS Form 1608, Emergency Salary Authorization.

2. Enter the amount of emergency salary to be issued in the appropriate week (Week 1 or Week 2).

3. Complete the Issuing Retail Unit Number (10-digit) section of PS Form 2240 with the appropriate number.

4. Enter the total amount of emergency salary issued in the Total Amount of Advance for Pay Period section of PS Form 2240.

5. Ensure an amount is entered in both the Week and the Total box.



If the emergency salary issued to a non-rural employee is for both weeks of a pay period the postmaster, manager, or supervisor must do the following:

1. Complete one PS Form 2240 for Week 1 and another PS Form 2240 for Week 2.

2. On the Week 2 PS Form 2240 do the following:

a. Complete the bottom portion of the form, in lieu of PS Form 1608.

b. Enter the amount of emergency salary to be issued for each week (Week 1 and Week 2).

c. Complete the Issuing Retail Unit Number (10-digit) section of PS Form 2240 with the appropriate number.

d. Enter the total amount of emergency salary issued in the Total Amount of Advance for Pay Period section of PS Form 2240.

e. Ensure an amount is entered in both the Week and the Total box.

If an emergency salary is issued to a rural employee for one pay period, the postmaster, manager, or supervisor must use one PS Form 2240-R or PS Form 2240-RA as follows:

1. Completes one PS Form 2240-R or PS Form 2240-RA (including the bottom portion of the form) in lieu of PS Form 1608, Emergency Salary Authorization.

2. Completes the Issuing Retail Unit Number (10 digit) section of PS Form 2240 with the appropriate number.

3. Enters the total amount of emergency salary issued in the Amount of Advance for PP section of PS Form 2240-R or PS Form 2240-RA.

Direct the participants to use the PS Form 2240 prepared in the Prepare PS Forms 2240 section, and complete the Emergency Salary Authorization at the bottom of the form for a $600 emergency salary issuance.

Emergency Salary for Non Receipt of a Salary Check -AIC 754

Reasons

If an employee does not receive a salary check that is listed in the payroll register as being issued, follow these procedures:



Documentation

The supervisor does the following:

1. Refers to the payroll register for the amount to be issued.

2. Completes PS Form 1608 including authorizing signature and provides form to the employee.

The employee does the following:

1. Signs the PS Form 1608.

2. Presents authorized PS Form 1608 to the PRU.

The PRU does the following:

1. The RA issues a no-fee money order (AIC 100 and AIC 101) for the authorized amount indicated to the PS Form 1608 and offsets with AIC 754 and AIC 586 on PS Form 1412.

2. The RA gives the no-fee money order and the PS Form 3544 or system-generated receipt (3544) to the employee.

3. The RA completes the PS Form 1608 with the serial number of the issued money order and enters the amount, both numeric and written, in the appropriate blocks.

4. The RA attaches the money order receipt and a copy of PS Form 3544 to the PS Form 1608.

5. The closeout employee files the PS Form 1608 locally as supporting documentation for PS form 1412. Do not send PS Form 1608 to the SIC.

6. The unit manager documents when the emergency salary was issued and cleared on the employee item log.

• POS units — The Unresolved Employee Items module in POS maintains the details of all pending employee items to be resolved by the unit.

• IRT units — Use the Unresolved Employee Items Log - AIC 754 Emergency Salary Issued. (See Handbook F-101, Appendix III, Exhibit 11)

• eMOVES Units – The Unresolved Employee Items History Report in eMOVES maintains the details of all employee items created and cleared by the unit.

The emergency salary issued for a non-receipt of a salary check must be collected from the employee when the original or a replacement check is received by the employee.



Note: The supervisor of the unit reporting the emergency salary issued is responsible for local collection.

If the salary check is missing (the whereabouts of the check is unknown), the supervisor must notify the disbursing officer to stop pay or replace the payroll check by doing one of the following:

1. Complete the Stop Pay — Check Replacement and Photocopy Request form, which is available on the Accounting Web site at http://blue.usps.gov/wps/portal/accounting/services/paychecks/stoppayreqform.

2. Submit the form through one of the following processes:

a. Complete the form via the Web. This is the preferred method.

b. Send a message, via e-mail along with the completed form.

c. Fax the completed form to: 651-406-2749.

d. Mail the completed form to: DISBURSING BRANCH ACCOUNTING SERVICES 2825 LONE OAK PKWY EAGAN MN 55121-9642

Reference Job Aid # 14, Issuing Emergency Salary Quick Reference.

Direct the participants to use the blank PS Form 1608 and complete the form for a $554.29 Emergency Salary due to the employee’s check not arriving at the office on payday.





Managing Unmatched Salary Authorizations An Unmatched Salary Authorization results from a reconciliation performed by Accounting Services. The reconciliation compares AIC 554, Payroll Adjustment Payment Issued to the amounts and details reported on PS Form 2240, Daily Financial Report and PS Form 1608, Emergency Salary Authorization which are submitted to the Scanning and Imaging Center.

Field Unit Managers should review the monthly ADM Narrowcast Unmatched Salary Authorization report to ensure all salary advances are reported correctly and collections are made timely.

For further information about reconciling Unmatched Salary Authorizations, review the sample Narrowcast report in Job Aid # 17 and refer to Field Finance Training: Employee Items, Course # 31204-36.






Controlling Badges and Timecards It is the supervisor’s responsibility to control employee access to the time cards and employee badges. Supervisors must take all necessary actions to manage employee access to the time cards before the scheduled tour begins.

Many employees enter standard clock rings on an Employee Badge Reader (EBR). Once a badge is swiped or a time card is punched, the Postal Service is obligated to pay for an employee’s time.

Badges should be placed in the designated rack for the assigned work area. Badges must be secured from unauthorized access when not in active use.

Supervisors must not permit employees to clock-in earlier than 0.08 hours (5 minutes) before their tour is scheduled to begin, and out no later than 0.08 hours (5 minutes) after the tour is scheduled to end. (F-21,142.21 and 142.6)

As soon as possible, but no sooner than 0.08 hours (5 minutes) after the tour is scheduled to start, the supervisor is responsible for identifying the time cards of those employees who did not clock-in and removing those time cards from the rack.

The supervisors have the additional responsibility to ensure that those employees required to clock-in and out for meal periods do so within the allotted time.

In no case should an employee retain the time card after clocking-in or out unless given specific authorization from the supervisor to do so. Badges are postal property.

Discuss with the participants – “What is the badge control procedure in your office?”






Conclusion Timekeeping is the function of recording and verifying time worked by employees of the Postal Service. Every employee has responsibility for timekeeping in one form or another. Employees must make correct and appropriate clock rings. Supervisors must ensure that time is accurately recorded and employees are paid properly.

Correct timekeeping procedures minimize the risk of improperly compensating employees for work performed. Employees have a better attitude and provide better customer service when they are paid fairly and accurately. When timekeeping records comply with postal policies and bargaining unit agreements, there are fewer complaints and grievances.

Mistakes in clock rings and unprocessed rings create a need for payroll adjustments. Many of these adjustments could be avoided if supervisors paid more attention to timekeeping responsibilities.

Reporting hours worked in the correct Labor Distribution Code (LDC) ensures the accuracy of reports needed by other functional areas to optimize productivity.

Also, violation of FLSA rules and regulations could result in unwarranted financial liability.

Two of the Key Financial Activities for field units identified in support of Sox Compliance are under the topic, "Time records are approved before submission to payroll." These Two Key Financial Activities are specifically:

1. Have adequate documentation to support payroll transactions. Documentation to support time worked and leave requested and/or taken must be maintained. This includes time cards, and PS Forms 2240 for time/leave adjustments. • Document absences of duty on PS Form 3971, Request for and

Notification of Absence. • Document all leave requests for military duty on PS Forms 3971 and

3973, Military Leave Control, with a copy of the military orders attached.

• Document employee absences while serving jury duty on PS Form 1224, Court Duty-Statement of Service. A court printed record of service will serve as a facsimile of the PS 1224.

• PS Form 1017-A, Time Disallowance Record, must be established at the first occurrence of disallowed time and should be maintained for each additional disallowance.

• When appropriate, time cards must be documented for disallowed time.

2. Complete Postal Service Form 1723, Assignment Order, to support higher level authorization. Assignment of employees to perform higher



level duties, or to duties other than those of their permanent position, should be documented on PS Form 1723, Assignment Order.



Continuing Commitment Thank you for taking this course. We are dedicated to keeping the course material up-to-date and relevant.

Please take a few minutes to complete the online course evaluation listed under each course at http://blue.usps.gov/wps/portal/accounting/training/finacctreport.

For accounting assistance, visit the Accounting web site at http://blue.usps.gov/wps/portal/accounting, go to Accounting Self-Service at http://acs.usps.gov/help, or send an email to Help Desk, Accounting - St. Louis, MO, or call 1-866-974-2733.

Before you dismiss the class, ask each student to go to the Accounting web site to complete the online course evaluation. Path: USPS Blue page>Inside USPS>Finance>Accounting>Training>Field Finance Toolkit. Select the course title to find the evaluation for this course.

If you or a member of the class has comments, suggestions, or corrections to improve the course material, please complete the Field Finance Training Improvements feedback form at http://blue.usps.gov/wps/portal/accounting/training/finacctreport.



http://blue.usps.gov/wps/portal/accounting

http://acs.usps.gov/help

mailto:[email protected]








Job Aids 1. PS Form 3971





PS Form 3971 Legend 1. Employee name

2. Employee identification number

3. Date the PS Form 3971 is submitted to management by the requesting employee,

4. or the date of the call-in

5. No of Hours Requested – must accurately reflect the number of hours of the absence

6. Name of Installation

7. Non-Scheduled Days – i.e., Sa/Su, We/Th, etc.

8. Pay Location Number, (if applicable)

9. Designated activity code

10. Entries should reflect the period of absence. (Although a PS Form 3971 can accommodate up to 4 weeks of leave, it is suggested that you complete a separate PS Form 3971 for each pay period in which absence is taken.)

11. Time of call or request to be completed at the time of the call-in

12. Scheduled Reporting Time - To be completed at the time of a call-in.

13. Because Supervisors may have reason to contact an employee during the course of an absence; a telephone number where the employee can be reached should be obtained at the time of the call-in or leave request and recorded on the PS Form 3971.

14. Type of Absence – The category of leave requested by the employee. Supervisors should carefully note the type of leave requested. (Note: A request for sick leave requires further action on the reverse side of the form.)

15. Documentation – This area is segregated to ensure that additional documentation has been provided, where necessary. This section requires no action by the employee; it is for official use only.

16. Revised Schedule – In certain instances a full-time or part-time regular employee may be required or permitted to extend his work schedule to accommodate an absence of 30 minutes or less. Schedules can be revised for tardiness. The begin work/lunch out/end work entries are only used when an employee’s tour is extended because of tardiness of 30 minutes or less. It is never used when the employee’s schedule is changed for his/her personal convenience (Handbook F-21, Time and Attendance, Section 120f, Absence Analysis).

17. Approved in Advance – Mark whether or not the leave was approved in advance.

18. Remarks – For employee or supervisor explanatory notes regarding the absence. (Due to the Privacy Act restrictions, medical information may not be recorded in this section. If a supervisor receives a PS Form 3971 that contains medical information, the form should be returned to the employee for resubmission.)



19. Employee Signature and Date – The PS Form 3971 is not complete until it is signed and dated by the employee requesting leave. (While completion of the form is voluntary, leave may not be approved in any case when the employee refuses to sign or complete the form.)

20. Signature of Person Recording Absence and Date and Signature of Supervisor and Date Notified may be the same person. However, in certain instances, persons other than the immediate supervisor may do the actual record keeping. In this situation, the person actually recording the absence should sign and date the form. The Supervisor notified must sign and date.

21. Approval or Disapproval of Leave – (Note that FMLA and leave requiring further documentation should be annotated in this section.)

22. Supervisor’s signature and date signed.

23. The supervisor must indicate if the absence was scheduled or unscheduled for each day covered on the right hand side of the form.

Reverse side of PS Form 3971:

24. If an employee has requested sick leave on the front of the form, an entry must also be made in this item to reflect the nature of the incapacity. (No medical information should be recorded on PS Form 3971.)

25. Additional Documentation – If the employee has further documentation required, e.g. FMLA or dependent care documentation, as stipulated on the front of the form.

26. Leave type codes are for information only.



Example of Properly Completed PS Form 3971

PS Form 3971, Request for or Notification of Absence is used to indicate the leave category to which an employee's absence from duty is to be charged.

This is an example of a properly completed PS Form 3971 for a full-time employee who requested in advance that she be granted 40 hours of "annual leave" during her regularly scheduled service week. In this case, the PS Form 3971 is initiated by the employee and approved in advance by the supervisor in accordance with the installation's vacation planning program.

2. Military Leave Employees on Active Duty Military Service (over 30 days)



Prior to leaving, the employee should: 1. Inform his/her immediate supervisor or Human Resources (HR) Local Services,

verbally or in writing, of the call to active duty orders.

2. If requesting paid military leave, provide documentation as soon as it is available to supervisor and HR Local Services. (It is always helpful to provide documentation even if not requesting paid military leave.)

3. Inform supervisor of the estimated period of active duty.

4. Discuss annual leave needs with the supervisor prior to leaving for active duty.

5. If requesting annual or paid military leave you must prepare PS Form 3971 for supervisor’s signature. (To ensure proper accountability it is always helpful to submit a PS 3971 for LWOP-Military.)

6. Review Uniformed Services Employment and Reemployment Rights Act (USERRA) letter and enclosures handed by supervisor.

7. Note: HR Shared Service Center will also mail the USERRA letter and enclosures to the employee’s address of record.

8. Inform supervisor of the leave type used (AL, paid military, military LWOP) while on active duty.

9. Discuss with supervisor/HR Local Services bid/application process available to apply for vacant positions while on active duty.

10. If time permits before departure, prepare proper documentation or procedure to apply for current vacant positions prior to leaving.

11. Access eCareer and complete profile. Print the Data Overview. Sign, date and submit the document for specific position descriptions that may become available reflecting the desired position and location.

12. If you want bid information sent to you while on military duty, provide HR Local Services with a written request, signed and dated. Indicate that you want to have available bids mailed to you while on active duty.

13. Provide address, in writing, signed and dated, if it is different from address of record.

14. Request the telephone numbers and addresses for HR Local Services, HR Shared Services and local timekeeper for future reference.

15. Contact HR Shared Service Center regarding benefit questions.

16. Update/complete benefit forms, if applicable, and return to the HR Shared Service Center.

Upon returning to work:




1. Submit timely oral or written request for reemployment.

2. Service of 31 to 180 days. Submit an oral or written request for return to duty no later than 14 days after completion of the military service.

3. Service of 181 or more days. Submit an oral or written request for return to duty no later than 90 days after completion of the military service.

4. Hospitalized or convalescing (up to 2 years after separation from military service). Request an oral or written request for return to duty as soon as practicable after the end of hospitalization or convalescent status.

5. Provide supervisor/HR Local Services documentation showing the length of service, date of separation, and character of service, such as; DD214 or other written notification issued by the Department of Defense (DOD).

6. Provide supervisor/HR Local Services documentation related to convalescence or hospitalization confinement, if applicable.

7. Notify your supervisor or HR Local Services if you incurred or aggravated an injury or medical condition during military service that impedes your ability to perform the tasks of your position.

8. Provide supervisor/HR Local Services documentation of service connected injuries or medical conditions and any work restrictions, if applicable.

9. Establish return to duty date with supervisor.

10. Contact HR Shared Service Center regarding benefits.

Field Finance Training: Timekeeping

Page 76

3. PS Form 1723 This form is used by supervisors to assign employees to higher level details, training sessions, postmaster replacement, postmaster relief (CAG K offices only) and to loan employees to other postal installations.

Employee’s name

FLSA workweek, code, LDC code, Rate Schedule Code, and level of assigned position Finance # and location of the

installation borrowing the employee (used only in loaned hour situations.) Employee’s off

days and work schedule in the assigned position

Title of position to which the employee has been temporarily assigned

Employee’s off days & regular schedule

Regular work location

Employee’s ID #

FLSA code, D/A code, LDC code, Rate Schedule Code, level & pay location of employee’s regular position

Course #31204-33

Facilitator Guide

Supervisor and employee sign & date


4. Time Conversion Table



5. Manual Timekeeping

Reference Handbook F-21, Time and Attendance












6. Timecard Verification Checklist

General

1. Are daily blocks initialed by proper individual?

2. Are weekly totals initialed by the person totaling timecard?

3. Are weekly verifications initialed by the person verifying timecard?

4. Are corrections properly initialed?

Time entries (clock ring spaces)

5. Are time entries recorded mechanically or in blue or black ink?

6. Is employee excused from clocking if there is no time entry?

7. Is proper certification used for excused officials?

8. Is only one clocking method used during a pay period?

9. Is there a diagonal line through space for non-workdays?

10. Is the meal period excluded from total elapsed work hours?

11. Is unauthorized clock time excluded and properly disallowed?

12. Is daily elapsed work time computed correctly?

Night differential

13. Is night work time computed only for hours between 6 pm and 6 am?

14. Is the employee eligible for night differential?

15. Is the night work time computed correctly?

Leave columns (without pay, other leave, sick leave, annual leave)

16. Is leave entered and correctly coded in the proper column?

17. Is leave recorded in hours and hundredths?

18. Is leave granted only on a scheduled workday?

19. Does the employee have a large enough annual or sick leave balance to cover the time taken?

20. Are leave hours excluded from work hours?

21. Is leave in LWOP and OL column properly coded?

22. Are non-workdays within a period of military leave charged against the military leave calendar day allowance?



23. Is the employee eligible for holiday leave?

Overtime column

24. Is overtime or penalty overtime work recorded for work in excess of 8 hours per day?

25. Is the employee eligible for overtime or penalty overtime?

26. Is overtime and penalty overtime entered in hours and hundredths?

Sunday premium

27. Is the employee eligible?

28. Is Sunday a scheduled workday?

29. Are Sunday premium hours properly identified and correctly coded in the other premium column?

Weekly totals

30. Are daily entries totaled correctly?

31. Are hours from PS Form 1234, Utility Card, properly posted to PS Form 1230?

32. Are all work hours, premium hours, and leave hours recorded in hours and hundredths?

33. Are weekly totals recorded in the total boxes and transferred to the correct block on the face of the timecard?

34. Are weekly totals in the LWOP, OL, and Other Premium columns properly coded, totaled, and transferred to the face of the timecard?

35. Do all PS Forms 1230 crossfoot to 40 hours?

36. Are totaling and verifying employees properly identified on the bottom on the clock ring side of the timecard?



7. PS Form 4240, Rural Carrier Trip Report - Example

Instructions for completion are on the reverse side of the form.



PS Form 4240, Rural Carrier Trip Report (Reverse Side)



8. Hours Codes/Reason Codes

Time Clock Office Codes * Indicates system-generated rings, not input in the Clock Ring Editor or EBR.

HOURS CODES (Sometimes referred to as payroll codes.) • 010 - Begin Tour • 011 - Move • 012 - Out to Lunch • 013 - In from Lunch • 014 - End Tour • 024 - AWOL • *030 - Full LWOP Hours (Generated at mainframe.) • *031 - Partial LWOP Hours (Generated at mainframe.) • 032 - Telephone time • *033 - Guarantee Telephone time • 034 - Beeper Time • *035 - Extra straight time • *036 - Guarantee telephone overtime • *043 - Penalty Overtime Payment (POP) • 044 - Military LWOP • 046 - Donated Leave - Personal • *047 - Rural Free Saturday • 048 - Holiday Schedule Premium • 049 - OWCP LWOP Hours • *050 - Rural Carrier Trips • *051 - Rural carrier actual hours • *052 - Work Hours • *053 - Overtime Hours • 054 - Night Work premium hours • 055 - Annual Leave • 056 - Sick Leave • *057 - Holiday work • 058 - Holiday Leave • 059 - Part Day LWOP • 060 - Full Day LWOP • 061 - Court Leave • *062 - Guarantee time • *063 - TE cross-foot (Also for code 035.) • 065 - Meeting time • 066 - Convention leave • 067 - Military leave • *068 - Guarantee overtime • 069 - Blood donor leave • 070 - Stewards duty time



• 071 - Continuation of pay leave • 072 - Sunday Premium • 073 - Out of schedule premium • 074 - Christmas work • *076 - Non-scheduled cross-foot • 077 - Civil defense leave • 078 - Act of nature leave • 079 - Veterans funeral leave • 080 - Relocation leave • 081 - Civil disorder leave • 082 - Travel within schedule • 083 - Travel outside schedule • 084 - Union official leave • 085 - Voting leave • 086 - Other paid leave • 088 - Non-bargain reschedule premium • 089 - Postmaster Org. leave • 090 - Higher level authorization • 091 - Overtime authorization • 092 - Disallow guarantee time • 093 – No lunch punch

REASON CODES

The following are payroll codes with corresponding reason codes: • 24 09 AWOL-LATE • 49 99 IOD/OWCP-FAMILY MEDICAL LEAVE • 55 01 ANNUAL LEAVE-IN LIEU OF S/L • 55 09 ANNUAL LEAVE-LATE • 55 10 ANNUAL LEAVE-EMERGENCY • 55 12 ANNUAL LEAVE-COP • 55 13 ANNUAL LEAVE-IOD • 55 14 ANNUAL LEAVE-BEREAVEMENT • 55 99 ANNUAL LEAVE-FAMILY MEDICAL LV • 56 09 SICK LEAVE-LATE • 56 11 SICK LEAVE-RESTRICTED • 56 12 SICK LEAVE-COP • 56 13 SICK LEAVE-IOD • 56 14 SICK LEAVE-BEREAVEMENT • 56 97 SICK LEAVE-DEPENDENT CARE • 56 98 SICK LEAVE-FMLA/DEPENDENT CARE • 56 99 SICK LEAVE-FAMILY MEDICAL LVE • 59 01 PART DAY LWOP-IN LIEU OF SICK • 59 02 PART DAY LWOP-PROFFERED • 59 03 PART DAY LWOP-PERSONAL • 59 04 PART DAY LWOP-OTHER • 59 05 PART DAY LWOP-MATERNITY • 59 06 PART DAY LWOP-SUSPENSION • 59 08 PART DAY LWOP-SUS PENDING TERM



• 59 09 PART DAY LWOP-LATE • 59 12 PART DAY LWOP-COP • 59 13 PART DAY LWOP-IOD • 59 14 PART DAY LWOP-BEREAVEMENT • 59 59 PART DAY LWOP-GENERATED • 59 99 PART DAY LWOP-FAMILY MED LEAVE • 60 01 FULL DAY LWOP-IN LIEU OF SICK • 60 02 FULL DAY LWOP-PROFFERED • 60 03 FULL DAY LWOP-PERSONAL • 60 04 FULL DAY LWOP-OTHER • 60 05 FULL DAY LWOP-MATERNITY • 60 06 FULL DAY LWOP-SUSPENSION • 60 08 FULL DAY LWOP-SUS PENDING TERM • 60 09 FULL DAY LWOP-LATE • 60 12 FULL DAY LWOP-COP • 60 13 FULL DAY LWOP-IOD • 60 14 FULL DAY LWOP-BEREAVEMENT • 60 99 FULL DAY LWOP-FAMILY MED LEAVE • 71 99 COP-FAMILY MEDICAL LEAVE ACT • 79 01 INSPECTION SERVICE/HOME LEAVE • 79 02 NATIONAL DAY OF MOURNING • 79 67 HQ AUTHORIZED ADMN LV-MILITARY • 86 70 STEWARD DUTY • 86 74 DISCIPLINARY DAY OF REFLECTION • 87 71 RELIEF DAY TAKEN • 87 72 QWL/EI RELIEF DAY TAKEN






9. PS Form 1017-B and Instructions



Overtime

Unauthorized overtime occurs when an employee’s clock time exceeds eight hours per day or 40 hours per week without prior authorization from a supervisor. Unauthorized overtime must be paid unless the employee’s supervisor observed, or had reason to know, that the employee did not work during the period in question.

Supervisors must document unauthorized overtime on PS Form 1017-B and take disciplinary action when appropriate.

Overtime may not be disallowed simply because it is unauthorized, even if it becomes penalty overtime.

The Unauthorized Overtime Record is designed to serve as a cumulative record of unauthorized overtime. A PS Form 1017-B must be established for each non-exempt person in the facility. The PS Form 1017-B is maintained in the same binder as the PS Form 1017-A.

PS Forms 1017-A and 1017-B will be cut off at the end of each calendar year with new forms established for each employee.



10. PS Form 1017-A and Instructions

PS Forms 1017-A and 1017-B must be retained for a period of three years from the end of the calendar year in which the last entry on the form is made. (See Handbook F-21, Time and Attendance, Section 146.253)



Disallowed Time

Disallowed Time is time that a supervisor determines should not be allowed or paid when an employee clocks in early or clocks out late without authorization. A supervisor disallowing time must document the factual basis for his or her knowledge or reason to know that the employee was not working during the period.

If the supervisor observes or has direct knowledge that the employee did not perform any work during the time in question, the time is disallowed.

The employee is paid if he or she actually works, but if the additional time was not authorized, the supervisor must document the incident and follow up as necessary.

The reason for disallowing the time is specified in the remarks section of form 1017-A. The employee must be notified of this action.

The Time Disallowance Record is designed to serve as a cumulative record of disallowed time. A PS Form 1017-A must be established for each non-exempt person in the facility.

The completed forms are designed to be cumulative and placed in a notebook binder. They should be filed in order of Social Security Number, by pay or work location, and secured from unauthorized access.



11. Tips to Prevent and Eliminate City and Rural Adjustments in Manual Timekeeping Units

Preparing city time cards and PS Forms 4240 for rural carriers prior to the beginning of the week:

City Employees

• Are the nonscheduled days marked on the time cards?

• Is pre-approved leave entered on the time card and a diagonal line marked on the time card for full days of leave in the clock ring block (same as nonscheduled days)?

• Are time cards completed for those employees on leave for the entire week?

• Are holidays entered on the time card?

Rural Carriers

• Is the nonscheduled day, ‘J’ or ‘K’ marked on PS Forms 4240?

• Is pre-approved leave marked on PS Form 4240?

• Are holidays (H) entered on PS Form 4240?

• Are ‘R’ and ‘X’ days marked on PS Form 4240 for the regular carrier?

Daily Responsibilities

City Employees

• Are clock rings totaled daily for all city employees?

• Are correct leave and hours codes entered on the time cards for those leave requests that were initiated during the week?

• Are the necessary forms (e.g. PS Forms 3971) supporting entries on the time card for all annual and sick leave on file?

Rural Carriers

• Are the workhours and minutes recorded daily by the rural carrier then converted daily to hours and hundredths on PS Form 4240?

• If the regular rural carrier was absent, is the name of the replacement carrier listed in the ‘Remarks’ section of PS Form 4240?

• Are the necessary forms (e.g. PS Forms 3971) supporting entries on the PS Form 4240 for all annual and sick leave on file?

• If notified after the week began, are ‘R’ and ‘X’ days marked on PS Form 4240 for the regular carrier?



Weekly Responsibilities

City Employees

• Does every city employee have a time card?

• Have all PS Forms 1234 and 1230-C used by the employee during the week been collected?

• Have all daily entries been reviewed and matched with the employee’s work schedule?

• After the hours have been transferred to the front of the card(s), does the employee’s total weekly hours crossfoot to 40 hours?

• Has every time card been reviewed and verified (by another employee if possible) after the time card(s) were completed, prior to being entered into TACS?

Rural Carriers

• Has the PS Form 4240 for every carrier been totaled for the week and entries transferred properly to the appropriate rural time card(s)?

• Does the regular rural time card (PS Form 1314) crossfoot to 6 trips?

• Does the auxiliary rural time card (PS Form 1314A) crossfoot to 6 trips for the auxiliary route?

Pay Period Responsibilities

Rural Carriers

• Has PS Form 4240 for every carrier been totaled for week 2 of the PP (assuming week 1 has already been completed) and entries transferred properly to the appropriate rural time card(s)?

• Does week 2 on the regular rural time card (PS Form 1314) crossfoot to 6 trips?

• Does week 2 on the auxiliary rural time card (PS Form 1314A) crossfoot to 6 trips for the auxiliary route?

• Has every time card been reviewed and verified (by another employee if possible) after the time card(s) were completed, prior to being entered into TACS?



12. TACS AdjustPay Quick Reference Guide

System Availability:

TACS AdjustPay Operating Schedule – Central Time Day of

Pay Period 00:00-04:00

04:00-05:00

05:00-19:00

19:00-21:00

21:00-24:00

01-04 Closed Closed Closed Closed Closed 05 Closed Closed Open Closed Open

06-13 Open Closed Open Closed Open 14 Open Closed Open Closed Closed

Exception – Closed every fourth Sunday

Logging On: 1. Click on Internet Explorer 2. From the USPS Blue page go to Essential Links and select TACS then select AdjustPay from the TACS

homepage (or http://blue.usps.gov/tacs/). The TACS screen will appear 3. Click on the AdjustPay link on the left side of the screen. The TACS AdjustPay screen will appear 4. Enter User ID, Password, Click the Logon button or <Enter> 5. At Warning Screen, Click on “I agree . . . “ or <Enter>

Employee Data Screen: 1. Enter EIN or SSN, YR/PP/W, Click Get Data button or <Enter> 2. Make sure the employee name matches data on screen 3. Compare History: to Change To: data on screen 4. Analyze support documentation and make appropriate changes to Hours by line. Click on the Change

To: side of the screen, click on the Hours that you want to change and type the correct number of hours (include decimal point)

5. To add a new Hours Code line, select <Tab> until the next Select Entry box is highlighted, enter the first letter of the Description such as ‘A.’ When you type in the ‘A,’ the first option will be displayed in the Select Entry box. Continue pressing the ‘A’ until the description you are looking for appears. Press the <Tab> key again and it will move over to the Hours box where the user may enter the corresponding hours (include decimal point)

6. Press <Tab> to go to the next line. This will adjust the Crossfoot: for all changes entered. The Change To: Crossfoot: must equal the History: Crossfoot: of 40 hours.

7. Enter Remarks, a brief explanation of the changes made 8. Click on the Save button 9. Click on the Print button to print the Adjustment Certification Form

10. Click on the New YRPPW button if entering another adjustment for the same employee, or Click on the New EIN button if entering an adjustment for a different employee


http://blue.usps.gov/tacs/


Higher Level: 1. Click on the Higher Level tab to view the History: and Change To: screen. The light gray tab indicates

which card, Higher Level or Base, is being viewed. Make appropriate changes using the instructions described above

2. If Add H/L Card is indicated on the Higher Level tab, this indicates the person does not have a Higher Level history. Click on the Add H/L Card tab and enter the RSC:, Level:, and HLLD: for the Higher Level assignment, then proceed to input the Change To: Description and Hours fields

3. Click on the Base Card tab to view the History: and Change To: screen. Make appropriate changes using instructions described above

4. Press <Tab> to go to the next line. This will adjust the Crossfoot: for all changes entered. The Change To: Crossfoot: must equal the History: Crossfoot: of 40 hours which is the grand total of the Higher Level and the Base Card

5. Click on the Save button 6. Click on the Print button to print the Adjustment Certification Form 7. Click on the New YRPPW button if entering another adjustment for the same employee or Click on the New

EIN button if entering an adjustment for a different employee

Logging Off: 1. Click on Logoff on the Menu Bar and a pop-up screen appears and asks if the user is sure that they want to

logoff 2. Click on the Yes button. The ‘Thank You’ screen will appear 3. Click on the ‘x’ in the upper right hand corner to close the screen

Notes: • The <Delete> button changes the Hours back to match those under History: • The <Save> button indicates the adjustment is Pending for the EIN/YRPPW. Changes may be made to a

Pending adjustment or it may be deleted through Day 7 of Week 2 of the Pay Period. After Day 7 of Week 2 of the Pay Period a new adjustment is required if changes are necessary

• Next to each Hours Code (Hrs Cd) is a plus sign (+), a minus sign (-), or it is blank. If the Hrs Cd is a plus, the hours will be added to the Crossfoot: total. If the Hrs Cd is a minus, the hours will be subtracted from the total Crossfoot: total. If the Hrs Cd is blank, it is neutral and has no impact on the Crossfoot: total

• Use the <Tab> key when navigating through the Adjustment Entry Panel. This will move the cursor to the correct place to enter your next transaction or to update the Crossfoot: total

• When making FMLA and SL DC changes to employees set up as Timecard in Employee Maintenance only one new entry will be necessary. The Hrs Cds are as follows: AL FMLA 055-99 SL DC 056-97 SL FMLA Dep Care 056-98 SL FMLA 056-99 Part Day LWOP FMLA 059-99 Full Day LWOP FMLA 060-99 COP FMLA 071-99

For example, select SL DC, Hrs Cd 056-97, input 8.00 Hours and the system will automatically give the employee 8.00 Hours of SL and 8.00 Hours of SL DC (non-add).




13. Adjustments Quick Reference Chart

The following chart indicates how pay adjustments should be processed

Note: Do not authorize a payroll adjustment in AdjustPay if an emergency salary is issued.

AdjustPay Scanning and Imaging Center

Eagan Accounting Service Center

GATS

Basic hour Adjustments for the prior 27 pay periods from the current pay period

Adjustments older than 27 prior pay periods

Back Pay Settlements (adjustments equal to or greater than 80 hours) Use Form 8038 and 8039 or 8041

Collective Bargaining Related Grievances (lump sum or hours)

Adjustments missing pay for a full pay period

Salary differences (paid at incorrect salary)

Dual Appointments Rural pay adjustments Adjustments associated

with Salary Advances

Adjustments that would result in more than one higher level rate


14. PS Form 2240 Quick Reference: Completing and Submitting a Pay, Leave, or Other Hours Adjustment Request


15. PS Form 2240-R and RA Quick Reference: Completing and Submitting a Pay, Leave, or Other Hours Adjustment Request



Page 103 Facilitator Guide


16. Issuing an Emergency Salary Quick Reference TABLE A - Employee receives a salary check that is substantially less than the amount due & late Form 50 processing. Note: This procedure results in an automatic collection of the interim salary payment.

Situation Policy Form Required Procedure Employee requests an interim salary payment due to a salary check that is substantially less than amount due. This also includes when employee does not receive a salary check because the check was not issued.

The employee’s supervisor may authorize an interim salary payment when the employee’s salary check is missing a full days pay or more. Use 65% of the estimated gross as a guideline to calculate the amount due the employee.

Non-rural employees: PS Form 2240, Pay, Leave or Other Hours Adjustment Request. Regular rural carriers: PS Form 2240-R, Rural Pay or Leave Adjustment Request. Auxiliary rural carriers: PS Form 2240-RA, Rural Pay or Leave Adjustment Request for PS Form 1314-A.

Postal Retail Unit 1. Ensure the PS Form 2240 is signed by both the employee and authorizer. 2. Issue a no-fee money order to the employee for the authorized amount. 3. Enter the authorized amount in AIC 554, Payroll Adjustment Payment Issued. 4. Offset the money order fee in AIC 586, Fee Offset – No Fee Money Order. 5. Provide the original PS Form 3544, USPS Receipt for Money or Services, to the

employee. 6. Submit the original PS Form 2240 to the Scanning and Imaging Center (SIC). 7. Attach the money order receipt and a copy of the PS Form 3544 to a copy of PS

Form 2240 and file locally. POS ONE Offices

1. Press [Clerk Services/Back Office] or [Clerk Services]. 2. Select <Money and Accounts>. 3. Select <GL Activity>. 4. Select <Issue Payroll Adjustment Pay> (554) – PS Form 2240. 5. Enter the required information. 6. Select <Accept & Continue to Payment>. 7. Key in amount and select payment method (no-fee money order).

Employee requests an interim salary payment due to a salary check due to late 50 processing.

The employee’s supervisor may authorize an interim salary payment when the employee’s salary check is missing a full days pay or more. Use 65% of the estimated gross as a guideline to calculate the amount due the employee.

Non-rural employees: PS Form 2240, Pay, Leave or Other Hours Adjustment Request. Regular rural carriers: PS Form 2240-R, Rural Pay or Leave Adjustment Request. Auxiliary rural carriers: PS Form 2240-RA, Rural Pay or Leave Adjustment Request for PS Form 1314-A.

Postal Retail Unit 8. Ensure the PS Form 2240 is signed by both the employee and authorizer. 9. Issue a no-fee money order to the employee for the authorized amount.

10. Enter the authorized amount in AIC 554, Payroll Adjustment Payment Issued. 11. Offset the money order fee in AIC 586, Fee Offset – No Fee Money Order. 12. Fax 2240 directly to Accounting Services for immediate processing.651-406-1616 13. Ensure the fax is successful and do not mail the Form 2240 to SIC after the

successful transmission of the fax. 14. Provide the original PS Form 3544, USPS Receipt for Money or Services, to the

employee. POS ONE Offices 15. Press [Clerk Services/Back Office] or [Clerk Services]. 16. Select <Money and Accounts>. 17. Select <GL Activity>. 18. Select <Issue Payroll Adjustment Pay> (554) – PS Form 2240. 19. Enter the required information. 20. Select <Accept & Continue to Payment>. 21. Key in amount and select payment method (no-fee money order).

TABLE B - Employee does not receive a salary check that was issued.

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Facilitator Guide

Situation Policy Form Required Procedure

Employee requests an interim salary payment due to non-receipt of a salary check that is listed in the payroll register as being issued. (If the salary check was not issued, follow the process in Side A.)

The employee’s supervisor may authorize an interim salary payment when the employee’s salary check is missing, lost, or stolen. The supervisor refers to the payroll register for the amount to be issued.

The supervisor completes PS Form 1608, Emergency Salary Authorization, and provides to the employee.

If the salary check is missing (the whereabouts of the check is unknown), the supervisor also completes the Stop Pay – Check Replacement and Photocopy Form.

The form is available at http://blue.usps.gov/wps/portal/accounting/services/paychecks/stoppayreqform.

Submit the form via email, fax, or mail to:

Disbursing Branch, Accounting Services, 2825 Lone Oak Parkway, Eagan, MN 55121-9640

Email: Mplsstop - Eagan, MN

FAX: 651-406-2749

Postal Retail Unit 22. Ensure the PS Form 1608 is signed by the employee. 23. Issue a no-fee money order to the employee for the authorized amount. 24. Enter the authorized amount in AIC 754, Authorized Emergency Salary

Issued. 25. Offset the money order fee in AIC 586, Fee Offset – No Fee Money Order. 26. Provide the original PS Form 3544, USPS Receipt for Money or Services, to the

employee. 27. Attach the money order receipt and a copy of the PS Form 3544 to a copy of PS

Form 1608. 28. File PS Form 1608 locally as supporting documentation for PS Form 1412. (Do

not send PS Form 1608 to the SIC.)

POS ONE Offices 29. Press [Clerk Services/Back Office] or [Clerk Services]. 30. Select <Money and Accounts>. 31. Select <GL Activity>. 32. Select <Create Unresolved Employee Item> (AIC 754 – PS Form 1608). 33. Enter the required information. (Enter the Name and Employee ID of the

employee receiving the funds and not the retail associate performing the transaction.)

34. Select <Accept & Continue to Payment>. 35. Key in amount and select payment method (no-fee money order).

TABLE C - When the supervisor receives the original or replacement check.

Step 1 Step 2 Step 3 Supervisor sends the original or replacement check to the postal retail unit (PRU).

Retail associate at the PRU enters the check in AIC 354, Authorized Emergency Salary Cleared.

POS Units must follow the workflow process for Clear Unresolved Employee Item using the Reference Number assigned to that item.





17. Unmatched Salary Authorization – Sample Narrowcast Instructions

Facilitator Guide

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Documents

Field Finance Training: Timekeeping · Course #31204-33 Field Finance Training: Timekeeping ... • Cost savings to the USPS ... Links > Forms > 3000-3999 > PS3971) and complete the