The 2018 Christmas period for rural carriers begins Saturday, December 1, 2018 (Week 2, Pay Period (PP) 25–2018), and ends Friday, December 21, 2018 (end of Pay Period 26-2018). During this period, certain timekeeping and pay rules apply. Timekeepers, including postmasters, supervisors, and other employees responsible for rural carrier time and attendance recording, must become familiar with Article 9.2.K., Christmas Allowances and Procedures, of the 2015–2018 USPS/National Rural Letter Carriers’ Association (NRLCA) Agreement.
b. Hours worked in excess of the route’s evaluation — This is based on the total actual work hours for the week, not on individual days. For example, if a route has a daily evaluation of 9 hours and the regular carrier works 10 hours on 2 days, and 8 hours on the other 3 days, no overtime would be paid. Even though the carrier exceeded the daily evaluation on 2 days of the week, he or she did not exceed the weekly evaluation. The weekly evaluation is 45 hours; the carrier worked 44 hours. (See Handbook F-21, section 567, for overtime calculation when leave days are taken during the week and for routes with an evaluation of less than 40 hours.) These hours are calculated automatically, so no separate entries or calculations are required.
The overtime rate paid to regular (FLSA Code B) carriers is 150 percent of the carrier’s regular rate. The regular rate is determined by dividing the total compensation received for hours actually worked by the carrier since the beginning of the Guarantee Year (not including overtime), by the total number of hours worked since the beginning of the Guarantee Year (not including overtime). This overtime rate is used for both FLSA overtime and Christmas overtime.
Regular carriers whose FLSA code is A are paid for actual hours worked, not evaluated hours. They are paid overtime for hours in excess of 8 in a day or 40 in a week. For FLSA Code A carriers, enter hours in excess of 8 in a day to the Daily Overtime block on PS Form 1314. Hours in excess of 40 in a week are calculated automatically.
Carriers serving any auxiliary route are compensated at the hourly rate for actual hours worked during Week 2 of PP 25-2018 and PP 26-2018. During this period, carriers are not paid the evaluation of the route. Overtime is paid only when the carrier exceeds 40 hours for the week.
Christmas assistance is additional service provided on a rural route during the Christmas period. For regular carriers, Christmas assistance applies only to assistance given by the carrier, on his or her relief day, while a replacement carrier is assigned to work the full route. For replacement carriers, it applies to any assistance provided on a regular or auxiliary route during the Christmas period. Christmas assistance is reported in the Xmas Assist Work Hours block on PS Form 1314 (for regular carriers) or PS Form 1314-A (for replacement carriers).
Regular carriers can perform Christmas assistance only on their relief day. Therefore, only regular carriers assigned to J or K routes may report Christmas assistance. Regular carriers assigned to route types H or M cannot perform Christmas assistance because these route types do not have a relief day. Note: There are no provisions for paying a regular carrier for performing service on a Sunday, on an actual holiday, or other than on the assigned route. These situations must be avoided.
1. Daily Overtime — For FLSA B carriers, this block is used ONLY to record when the carrier works more than 12.00 hours in a single day. (See Exhibit 4 for use of this block for FLSA Code A regular carriers. This block is not used for FLSA Code P.) Record the total amount of work hours in excess of 12 per day in this box.Include the amount of daily overtime in the Actual Weekly Hours block. For example, if the carrier works 10.00 hours each day, Monday through Wednesday, and works 12.50 on Thursday and 13.00 on Friday, the amount entered into the Daily Overtime block is 1.50 and the amount entered into the Actual Weekly Hours is 55.50. Do not enter a decimal point when entering work hours.
2. Xmas Assist Work Hours — For FLSA Code B regular carriers, this block is used ONLY when the carrier comes in on his or her relief day to provide assistance, not to serve his or her full route. A relief carrier must be listed on PS Form 1314 as the replacement carrier for that day. Do NOT include the amount of Xmas Assist Work Hours in the Actual Weekly Hours block.
During the period from the beginning of the Guarantee Year (October 13, 2018), through the last day of the Christmas period (December 21, 2018) — which includes pay periods 22-2018, 23-2018, 24-2018, 25-2018, and 26-2018 — record relief days worked by regular rural carriers on PS Form 1314, as described below.
1. Carriers who work a relief day during this period and who are entitled to a future day off (X day) must be given that X day in the same pay period. Record DACA Code R or 3 on PS Form 1314 for the relief day that is worked, and DACA Code X on the day that is taken off. The Rural Time and Attendance Collection System (RTACS) will not accept any PS Form 1314 that contains a DACA Code 3 or DACA Code R without a corresponding DACA Code X.
2. Record DACA Code 5 on PS Form 1314 for the relief day that is worked if an X day is not taken in the same pay period that the relief day is worked, or if the carrier is on the relief day work list and selects the option for 150 percent compensation. When DACA Code 5 is entered, the carrier does not receive an X day.
3. Carriers may not use any X days that were earned in previous pay periods during this period. RTACS will not accept any PS Form 1314 that contains a DACA Code X without a corresponding DACA Code 3 or DACA Code R.
a. Regular carries entire route — If the carrier reports on the relief day and cases and carries the assigned route (as is done on a scheduled day), enter DACA Code R, 3, or 5 (as appropriate) on PS Form 1314 for that day. If the carrier is due an X day for working the relief day (e.g., DACA Code R or 3 is entered), this X day must be granted in the same pay period. If the X day is not granted within the same pay period, DACA Code 5 must be entered on PS Form 1314.
b. Christmas assistance — If a relief carrier serves the assigned route and the regular carrier provides assistance on the relief day, record the hours worked by the regular as Xmas Assist Work Hours. If additional Equipment Maintenance Allowance (EMA) is due for work performed on the relief day, enter the mileage traveled in whole miles in the Route Deviation block for the appropriate week.
Regular carriers (FLSA Code A) are paid at the regular rate for all hours worked up to 8 per day and 40 per week, and at the overtime rate for all hours worked in excess of 8 per day or 40 per week. FLSA Code A employees are not entitled to any X days as they are paid for working the relief day.
3. If the carrier worked on a scheduled relief day, enter R on the day the carrier worked the relief day and include the hours worked in Actual Weekly Hours. The employee is NOT entitled to a future X Day.
Carriers serving any auxiliary route are compensated at the hourly rate for actual hours worked during Week 2 of PP 25-2018 and all of PP 26-2018. During this period, carriers are not paid the evaluation of the route (this includes newly hired RCAs in the first five pay periods of training). The only changes to standard timekeeping procedures for auxiliary routes are when a Designation (Des) 79 provides Christmas assistance on the assigned auxiliary route. (See section E, item 2).
All replacement carriers serving as Christmas auxiliary assistants are compensated at their regular rate for actual hours worked up to 40 per week, and at the FLSA overtime rate for actual hours worked in excess of 40.
Postal employees (other than Des 7X) who provide Christmas assistance on rural routes are compensated at their regular rate of pay for actual time worked. Include all work hours using their normal Time and Attendance System (Manual Timecards or TACS).
2. Manually prepare PS Form 1314-A for EMA compensation. Complete indicative data at the top of the certificate. Use Des/Act 99-0, actual route type and number, FLSA code P, and correct employee and pay period information.
n During the period from the beginning of the Guarantee Year (October 13, 2018) through the last day of the Christmas period (December 21, 2018), a DACA Code X cannot be entered on a timecard unless there is a corresponding DACA Code R or 3 in the same pay period and the carrier’s X day balance is zero or greater.
3. Carrier will be paid the route evaluation in Week 1. There will be NO Christmas overtime for Week 1. Week 1 of PP 25-2018 is not part of the Christmas period. Carrier will be paid Christmas overtime for 2.08 hours in Week 2, based on hours worked over the route’s evaluated hours. A day of paid leave will count as one day’s evaluation in calculating Christmas overtime. A day of unpaid leave will count as zero.
Exhibit 2. Regular Carrier Not on Relief Day Work List Works Relief Day (Week 2) and Does Not Receive an X Day in the Same Pay Period
1. A regular carrier is required to work the second relief day of Pay Period 25. The carrier initially selects the option to receive a future X day (DACA 3). However, the carrier does not get an X day in the same pay period.
5. The carrier works Christmas assistance (6 hrs.) on the relief day on the second Saturday. Record the Christmas assistance time in the Xmas Assist Work Hours block. Do NOT add these hours to the Actual Weekly Hours. Overtime will only be paid if the carrier exceeds 40 hours for the week.
6. No manual computation for Christmas overtime is necessary. This is automatically computed. The carrier will receive 0.32 hours of overtime in Week 1 and 0.08 hours of overtime (34.08 + 06.00 = 40.08 hours) in Week 2.
1. A replacement carrier provides 3.00 hours Christmas assistance on Route A003 on Monday, Week 1; 1.25 hours of Christmas assistance on Route A009 on Wednesday, Week 1; and 2.50 hours Christmas assistance on Route A003 on Saturday, Week 2. All hours are worked in the office, except one hour on the street on Saturday, Week 2 (10 miles).
1. A replacement carrier provides 3.00 hours Auxiliary assistance on Route A003 on Monday, Week 1, and 2.00 hours Christmas assistance on Route A009 on Wednesday, Week 1. All hours are worked in the office.