The following is an excerpt out of NRLCA Steward Link, March 2003. This is the instruction for not agreeing with the validity of the mail count. Please do not forget to notify your steward if you have initiated a grievance!
Bridget Boseak
MRLCA State Steward
“Although we have gone through numerous mail counts it seems that each year we hear the same questions concerning what needs to be done if the carrier does not agree with the accuracy of the mail count. The following is provided as a reminder of what to do should there be a disagreement.
Many times there are questionable items and issues during mail counts. When
there are disagreements between the carriers and postmasters or supervisors
concerning the proper credit of an item, every effort must be made at the time
to resolve the dispute. When the dispute pertains to a letter or flat, an
attempt must be made to resolve the issue before the mail in question is cased.
If carriers are unable to resolve the differences, documentation of all
information regarding the item or issue in dispute is critical. Include in the
documentation: the issue in dispute, the number of articles, and any other
relevant information such as dimensions that will be helpful in resolving the
disagreement.
* The totals of all columns on PS Form 4239 must be transferred to
PS Form 4241 daily.
* Carriers will be given two days to review PS Form 4241 following
its completion.
Upon review of PS Form 4241 the carrier must do one of the following:
1) Sign to certify the count and forms as being correct; or
2) If the carrier disagrees with the count, he or she is not obligated to sign
the form as being correct. However, the carrier must promptly submit written
comments to the postmaster explaining in detail the reason(s) for objecting and
the exact nature of the errors or omissions.
Note: The 4241 contains two (2) signature blocks for the regular carrier to
sign. One block pertains to the certification of the mail count totals.
REMEMBER, the carrier should not sign this block if he/she disagrees with the
count totals. The second block is signed if the regular carrier is eligible to
elect the higher route classification. By signing the rural carrier agrees to
use sufficient annual leave during the guarantee period to assure that the total
actual work hours will not exceed 2080 during the guarantee period. Failure to
sign will result in the route being classified in the low option or result in
the route being adjusted to a lower classification.
* When a carrier refuses to sign PS Form 4241 and submits a detailed explanation
of the reasons for his rejection of the accuracy of the count:
1) The District is responsible for providing a prompt written reply to the
postmaster advising of their decision; and
2) The postmaster must advise the carrier, in writing, of the District's
decision.
If a carrier is not satisfied with the District's decision, the carrier's
remaining recourse is the timely initiation of a grievance.”