Time and Attendance - APWU

1 time and AttendanceLetter Handbook F-21 August 2009 Transmittal Letter 38 A. Explanation. Prov iding the f ield with the latest time and Attendance instructions f or rural carriers, as outlined in Chapter 5, is a key part of the Transformation Plan strategy of enhancing our perf ormance-based culture. B. Rev ision. The entire Handbook F-21 has been conv erted to a new sof tware platform. Howev er, no content changes were made with the exception of the time and Attendance procedures f or rural carriers in Chapter 5. C. Online Av ailability. You may view this handbook in electronic f ormat on the Postal Serv ice Policy Net Web site: 1.

2 Go to 2. Under Essential Links in the lef t-hand column, click on References. 3. Under PolicyNet, click on HBKs. The direct URL f or the Postal Serv ice PolicyNet Web site is D. Comments and Questions. Address all questions and comments on the content of this handbook to: MANAGER PAYROLL ACCOUNTING US POSTAL SERVICE 2825 LONE OAK PARKWAY EAGAN MN 55121-9500 E. Ef f ective Date. This rev ision is effective August 2009. Vincent DeVito Vice President, Controller Contents 1 Overview .. 1 110 Introduction .. 1 111 Purpose .. 1 Recording time and Attendance .. 1 1 Systems Integrity .. 1 Related 1 112 System 2 Rural Carrier 2 time and Attendance Data Collection.

3 2 time and Attendance Documents .. 2 Employee Classifications .. 3 Indicative Data 3 113 Timekeeping Organization .. 7 7 Functional 7 Delegation of Timekeeping Function .. 7 Privacy Act Considerations .. 8 8 Privacy System .. 8 114 Division of Timekeeping Responsibility .. 8 Supervisor Responsibilities .. 8 Timekeeper Responsibilities .. 8 Other Timekeeping-Related Activities .. 9 Designation of an Adjustment 9 time Card Custodian .. 9 120 time Cards and Supporting PS Forms .. 10 130 time Cards .. 32 131 Use of Preprinted time Cards .. 32 32 Importance of Using Preprinted time 33 132 Purpose and Use of Blank time 33 33 Determining When Blank time Cards Should Be Used.

4 33 When to Use PS Form 33 When Not to Use PS Form 33 August 2009 iii time and Attendance 133 Sorting time Cards by Pay 33 General .. 33 Adjusting for Incorrect Pay Location 34 Arranging time Cards Within Pay Location .. 34 Marking Nonscheduled Days for Each Employee .. 35 Identifying time Cards Requiring Special 35 Placing time Cards and Employee Badges in 35 Employee 35 Timekeeper Responsibilities .. 36 Supervisor 36 Overtime or Out-of-Schedule 36 140 Recording time .. 36 141 Who Must Record time .. 36 Employees Who Are Required to Use a time 36 Bargaining Unit and Casual Clock Rings.

5 36 time Clocks Not Available .. 36 Supervisor's Entry of Employee's Clock 36 Employees Who Are Required to Record Daily Clock Rings .. 37 When Supervisor Records Daily Clock Rings .. 37 Rural 38 Postmasters in CAG L 38 Employees Who Are Not Required to Record Daily Clock Rings .. 38 Only Leave Entries Are 39 142 Attendance Rules and Assignment Control .. 39 Applicable to Employee Badges .. 39 Reporting for Duty .. 39 Employees Required to Use time Clocks .. 39 time Card as Assignment Card .. 40 40 Employee time Card 40 Supervisor Must Identify and Remove time Cards of Employees Who Did Not Clock In.

6 40 Call 40 Unscheduled Absence Procedures .. 40 PS Form 3971 for Unscheduled 41 Absent Without 43 Supervisor 43 Storage of PS Form 43 Break in Continuous Daily 43 Moving Employees to Another Work 45 Clocking Out at the End of the Tour .. 45 Attendance 45 iv Handbook F-21 Contents 143 Tardiness .. 46 time Card Handling .. 46 Hours (6 minutes) After Scheduled Reporting time .. 46 Up to Hours (30 minutes) After Scheduled Reporting time .. 46 More Than Hours (30 minutes) After Scheduled Reporting time .. 46 Tour Extension Because of Tardiness.

7 47 Restrictions .. 47 Regular Schedule 47 Unexcused 47 Act of God .. 47 144 Making Daily time Card Entries .. 47 Hours and Hundredths of an 47 Calculating Daily 48 Adjusting for Missing Clock Rings .. 48 Special Attention Required .. 48 Missing Clock 49 Adjusting for Incorrect 49 145 Adjusting Clock Rings for the 5-Minute Leeway Rule .. 50 General .. 50 Two Definitions .. 50 Definition of 5-Minute Leeway Rule .. 50 Leeway Rule Applies Only to Scheduled Tour of Duty .. 50 Definition of 5-Minute Rounding Rule .. 51 Night Differential and Sunday Premium Hours.

8 51 Special Situations .. 52 Clock Hours Greater or Less Than 8 .. 52 Combination of Work and Paid Leave .. 52 Part- time Regular Employee s Clock Hours .. 52 Use of PS Form 1230 With 1230-C .. 52 146 Approving Entries .. 52 General .. 52 Clock time Requiring Approval .. 53 Approving Clock Rings .. 53 Disallowing time .. 53 Examples of Proper Disallowance of time .. 53 Unauthorized Work 54 time Card Entry .. 54 PS Form 1017-A, time Disallowance 54 PS Form 1017-B, Unauthorized Overtime 55 56 Creditable Work time .. 56 Fitness for Duty Examinations.

9 56 August 2009 v time and Attendance 147 Rate Schedule Code F 56 Rate Schedule Code 56 Leave Entries .. 56 Free Saturday .. 56 Holiday .. 57 57 Training time .. 57 Higher Level 57 148 Recording time for Postmaster and Postmaster Leave 57 149 Postal Service Service Week and Service Day .. 61 2 Work and Other Paid 63 210 Overview .. 63 211 Purpose .. 63 212 63 213 Hour 64 220 Basic Paid 66 221 Straight time .. 66 66 66 Authorization and Supporting PS Forms .. 66 Timecard Handling .. 66 Timecard Recording.

10 66 222 Guaranteed time .. 68 68 68 Authorization and Supporting PS Forms .. 69 Timecard Handling .. 69 Timecard Recording .. 69 223 PDC-Teletime/Guarantee Teletime/Guarantee Tele Overtime .. 70 70 71 Authorization and Supporting PS Forms .. 71 Timecard Handling .. 71 Timecard Recording .. 71 224 Beeper time .. 76 76 76 Authorization and Supporting PS Forms .. 76 Timecard Handling .. 76 Timecard Recording .. 76 225 Training 78 vi Handbook F-21 Contents 230 Overtime and Compensatory time .. 78 231 78 Definition.