Bay-Valley District employees who submit a retirement application will be approved for a VER effective date of February 29, 2004. Some employees had previously received letters with a January 31, 2004 date, however, ALL VERs will be effective February 29, 2004.

Based on the submission of your Statement of Interest form for voluntary early retirement (VER), you have been found eligible for this VER offer. To take advantage of this offer, you must complete and return the attached Acknowledgment of Irrevocability of Voluntary Early Retirement Decision. This document must be received along with your retirement application by Personnel Services no later than 5:00 PM on January 20, 2004. If you elect to take advantage of this VER offer, your retirement effective date will be February 29, 2004.

Since the Postal Service will rely on your decision to retire in developing its complement management plans, your decision to retire will become IRREVOCABLE at 5:00 PM on January 20, 2004, the closing date of the VER window period. This means that you cannot withdraw your retirement application after 5:00 PM January 20, 2004. You may withdraw your retirement application prior to this time and date by submitting written notification by letter or fax, signed and dated, to USPS -

Personnel Services, 1675 7th Street, Room 431, Oakland, CA 94615-9442 or fax (510) 433-7529.

Once again, in order to withdraw your retirement application, your withdrawal request must be RECEIVED prior to 5:00 PM on January 20, 2004.

Please review your annuity estimate and the other information provided so you will be in a position to make an informed decision. Your personnel office will be providing additional retirement information through group retirement counseling sessions. Remember that in order to take advantage of the VER offer, your retirement application and acknowledgment must be received by Personnel Services no later than 5:00 PM on January 20, 2004.

For more information please contact Personnel Services at (510) 874-8344.

I understand that the effective date of my retirement will be February 29, 2004.

I understand that my decision to retire will become IRREVOCABLE at 5:00 PM on January 20, 2004, the closing date of the VER window period.

I understand that this means that I may withdraw my retirement application by submitting a letter or fax, signed and dated, to USPS - Personnel Services, 1675 7th Street, Room 431, Oakland, CA 94615-9442 or fax (510) 433-7529,

which must be RECEIVED no later than 5:00 PM on January 20, 2004, in order for my withdrawal to be effective.

I understand that any letter or fax received after 5:00 PM on January 20, 2004, will not be effective to withdraw my retirement application.

Outstanding APWU VER issues (9/23/03)

 USPS VER Guidelines Changed

The USPS VER guidelines have changed and are printed in part below.  There are several new and modified form letters.  Management has decided to place additional limits on the number of employees who can retire early.

 IMPORTANT: Encourage your members to SAVE the VER Offer Letters they received in September.  This includes those who do not plan to accept this offer.  Management may renege on the maximums published in those letters.  If that should happen, proof will be needed.  Although the USPS has projected 17,500 excess people in FY 2004, it expects only 3,750 will take advantage of the VER offer.  From the mess they have created, you can see why!

 Management has failed to disclose their plan for plant consolidations to the APWU, although it was due in December 2002.  The original commitment to consolidate mail processing facilities was made in the "Comprehensive Transformation Plan" issued in October 2001.  Nationwide plant consolidation and the possibility of excessing employees over 50 miles was the rationale for an agency-wide VERA.  The goal was to minimize employee dislocation.

 **********************************************

 VER Offer Letter Template Issues

 We [USPS] recently provided new instructions that state,

“The offer letter (Attachment G) will be limited to the October 31, 2003 effective date.  Employees who submit an application (and do not withdraw) will retire on that date, provided that there was no maximum set or the maximum was not exceeded.  These employees will be provided this information through a VER Approval Notice (Attachment K).  At the same time, in instances where there are more applications than the published maximum, those employees will be sent a Retirement Request Status notice (Attachment L) informing them that they will be allowed to retire either January 31, 2004 or February 29, 2004.  We will set a new irrevocable date for these additional letters.”

 Some questions have been raised about the VER offer letter template since the new instructions were issued. 

There are 6 possible scenarios involving different max combinations: 

1. No retirements allowed – This is something that management (or the employees) does not want to see.  In this scenario, all employees who submitted SOIs will be sent Attachment I, Disapproval Notice

2. No Maximums on allowable retirements – This is the most desirable scenario.  All SOI respondents will get Attachment G 1, with Attachment H 1.  Of that group, all who submit a retirement application will be approved.

3. October Max Jan/Feb No Max - There is a maximum established for October.  All SOI respondents in this scenario will get Attachment G 2, with Attachment H 2.  All who submit a retirement application, up to the October max, will be approved for VER and will be sent Attachment K, VER Approval Notice.  All applicants who are excess of the October max will be approved for VER in either January or February, and will be sent Attachment L 3, Retirement Request Status.

4. October Max Jan/Feb Max -There is a maximum established for October as well as January/February.  All SOI respondents in this scenario will get Attachment G 3, with Attachment H 2.  All who submit a retirement application, up to the October max, will be approved for VER and will be sent Attachment K, VER Approval Notice.  All applicants who are excess of the October max will be will be sent Attachment L 4, Retirement Request Status.

5. Zero October Jan/Feb No Max – In this scenario, no VERs are allowed in October, all will be allowed to retire in January/February.  All SOI respondents in this scenario will be sent Attachment L 1, Retirement Request Status.

6. Zero October Jan/Feb Max – In this scenario, no VERs are allowed in October.  There will be a maximum established for January/February.  All SOI respondents in this scenario will be sent Attachment L 2, Retirement Request Status.

  Communication to Category 5 Employees

 Employees who are in Category 5 (No VER offers at this time, Maintenance craft level 6, and above and 4 and 5 Maintenance Mechanic; and Motor Vehicle craft level 6 and above) need a special communication before the Disapproval Notice is sent.  HQ Labor will provide talking points to be used in stand-up talks telling these employees why they are not covered by this VER offer.  DO NOT SEND THE DISAPPROVAL NOTICE BEFORE THE STAND-UP TALK.

  Pending removal

 If an employee has been served with a decision of removal letter, that employee is not eligible for VER.

 Deposit Or Redeposit To OPM For Prior Civilian And Military Service Appointments

 Some employees currently do not meet the creditable service criteria necessary for VER eligibility.  However, with completion of deposit or redeposit to OPM for prior civilian and military service appointments, the years of service necessary to meet the minimum would be attained.

 For optional retirement applications, employees must complete the deposit or redeposit for civilian service prior to submission of the retirement application to OPM.  Post-1956 deposits for military service periods, however, may be completed after the application has been forwarded to not delay the process.

 However, for VER eligible applicants, all deposit or redeposit must be completed prior to processing the personnel action to separate the employee under VER.  If the process cannot be completed by the October 31, 2003 effective date, the employee will be granted an extension with the retirement date determined after receipt of a ‘paid in full’ statement from OPM. 

C Humphrey JR

(address withheld)

West Sacramento, Ca, CA 95798

SUBJECT: Retirement Request Status

You have shown interest in the voluntary early retirement option offered by the Postal Service under the Voluntary Early Retirement Authority ("VERA") granted by the Office of Personnel Management with a retirement effective date of October 31, 2003. You occupy a position that local management has identified as needed during the holiday mailing period.

Some opportunities for VER will exist for employees occupying these important positions to retire on either January 31, 2004 or February 29, 2004. You will receive additional information regarding early retirement in mid-December 2003.

For more information please contact Sharon Mettler, Human Resources Specialist at (916) 373-8698.

Thomas F. McCue

Manager, Human Resources

3775 Industrial Blvd.

West Sacramento, Ca 95798-006

July 11, 2003

MANAGERS, HUMAN RESOURCES (AREAS)
MANAGERS, HUMAN RESOURCES (DISTRICTS)
MANAGERS, PERSONNEL SERVICES (DISTRICTS)

SUBJECT:  Voluntary Early Retirement (VER) Offer for APWU-Represented Employees

This memorandum provides instructions and assistance in implementing the Voluntary Early Retirement (VER) offer being extended to employees who occupy positions covered under the National Agreement between the Postal Service and the American Postal Workers Union (APWU), AFL-CIO.  The Postal Service has received approval from the Office of Personnel Management under its Voluntary Early Retirement Authority to offer VER to this specific group of employees.  The purpose of this VER offer is to minimize the number of employees potentially affected by involuntary reassignments under the appropriate national agreement articles due to the reshaping and repositioning of our bargaining unit workforce.

The attached package includes:

• Guidelines for Processing Voluntary Early Retirement for APWU-Represented Employees (Attachment A).
• Implementation timeline for APWU VER (Attachment B).
• Information provided to potentially eligible employees (Attachments C, D, E, and F).
• Letter templates to be used for corresponding with employees during the VER offer (Attachments G, H, and I).
• Employee bulletin board notice that must be placed on all employee bulletin boards during the period July 15, 2003 through October 27, 2003 (Attachment J).

 We have also highlighted below other pertinent information concerning the VER offer and related actions underway to assist personnel offices.

 Some of the key dates associated with this VER offer are:

• July 11, 2003 – Implementation instructions provided to Area and District Human Resources.
• July 15, 2003 – Statement of Interest (SOI) package mailed to potentially eligible employees.
• August 5, 2003 – End of SOI period.      
• September 27, 2003 to October 27, 2003 – VER window period.

 Employee Notification

 On July 15, 2003, employees who meet the eligibility requirements for this VER offer will be mailed a SOI package directly from a contractor.  The mailing will encompass approximately 58,000 potentially eligible APWU employees.  This package will include:

• Generic cover letter (Attachment C) to explain the rationale for the VER offer, the basic eligibility requirements, and the purpose of the SOI.
• SOI form (Attachment D).
• Summary of Benefits and Leave Provisions under VER (Attachment E).
• VER frequently asked questions (Attachment F).

 It should be reemphasized that this VER offer is only available to those employees who occupy positions covered under the National Agreement between the Postal Service and the American Postal Workers Union, AFL-CIO.  All other employees represented by the APWU under separate agreements and other bargaining unit and non-bargaining employees are not covered by this VER offer.

List of Eligible Employees

 District human resources managers and managers, Personnel Services will receive a listing of all employees within their district that meet the eligibility requirements for the VER offer based on personnel records.  Mailing addresses for each eligible employee will be included on the listing.   A district summary report will also be provided identifying those eligible by job title, occupation code, grade level, and location.  Area human resources managers will receive a copy of each district summary and detailed reports for those districts under their jurisdiction.

 Retirement, Thrift, and Reduction in Force (RTR) Processing

 Verification of an eligible employee’s age and creditable service is critical to the success of this VER offer.  Retirement, Thrift, and Reduction (RTR) records must be established for all employees who submit SOI requests to ensure that the correct retirement plans and retirement computation dates are properly reflected in the payroll and complement management systems.

 Headquarters compensation recently released additional guidance concerning RTR processing through computer-based training modules and new error reports.  In support of the APWU VER offer and RTR processing in general, compensation will be providing additional RTR training over the next two months.

 Additional Information Available on Various Web Sites

 There are a variety of web sites available concerning VER and other pertinent information that may assist personnel offices in responding to employee inquiries or can be accessed directly by employees through the internet.  Some of these sites are identified on page 4 of Attachment E under “More Information.”  In addition, Headquarters’ Labor Relations is in the process of developing a web site with a link through usps.com that should be available by the end of July.  This site will provide VER information including frequently asked questions.

 The field can also access VER information on the intranet through the Organizational Change site located at http://blue.usps.gov/hrisp/ser/org_change.htm.

 Susan M. LaChance

Manager
Selection, Evaluation, and Recognition
Attachments

GUIDELINES FOR PROCESSING VOLUNTARY EARLY
RETIREMENT FOR APWU-REPRESENTED EMPLOYEES

*Creditable service requirement must include at least five years of creditable civilian service (career or non-career).

• Level 4, 5, 6, 7 clerks

• Level 5 and below motor vehicle craft

• level 5 and below of Maintenance craft (except level 4 and 5 Maintenance Mechanic)

• Level 4, 5, 6, 7 clerks

• Level 5 and below motor vehicle craft

• level 5 and below of Maintenance craft (except level 4 and 5 Maintenance Mechanic)

Category 3 Other potential reassignment opportunities – Employees who are not in category 1 or 2; except motor vehicle craft level 6 and above and maintenance craft level 6 and above and 4 and 5 Maintenance Mechanic

• A distance restriction for jobs that are being used as potential reassignment opportunities

o If an interested employee occupies a position that can be used as a potential reassignment opportunity, but a reassignment cannot be made because of the 50 mile moratorium on excessing

IMPLEMENTATION TIMELINE FOR APWU VER

Statement of Interest for Voluntary Early Retirement

from Early Out Packet

If you occupy a position covered by the National Agreement between the U. S. Postal Service and the American Postal Workers Union, AFL-CIO, meet the eligibility requirements below and wish to indicate your interest in considering voluntary early retirement (VER), you should complete and return this form no later than the close of business August 5, 2003, in the enclosed self-addressed envelope to:

VER Statement of Interest

Selection Evaluation Recognition

475 L’Enfant Plaza, Room 9671

Washington DC 20260-4250

 I understand this statement of interest:

     ·           Is not a commitment to file for VER.

·         Is not an application for VER.

·         Will result in my personnel office validating my age and service for VER eligibility. 

·        Will generate a VER offer letter if I meet the eligibility requirements.  This offer will include an annuity estimate, a service history report, the Acknowledgement of Irrevocability form, and an application for VER.

 I believe I meet the following eligibility requirements for VER:

• I am or will be age 50 or older as of November 1, 2003 with at least 20 years of creditable service as of October 31, 2003.  Note: Total service must include at least five years of creditable civilian career and non-career service.  Military service is also creditable once the five-year requirement has been met.

or

• I have or will have at least 25 years of creditable service as of October 31, 2003.  Note: Total service must include at least five years creditable civilian career and non-career service.  Military service is also creditable once the five-year requirement has been met.

I am interested in VER and would like my eligibility to be validated.  I understand that this VER opportunity does not include any incentive payments (“buyout”).

Employee SSN:  _________________________

Employee Name:  ________________________

Signature:  _________________________

Date:  ___________________

return to table

VER DISAPPROVAL LETTER

 (DATE)

 Employee Name and

Address

 SUBJECT:  Disapproval of Voluntary Early Retirement (VER) Request

You have submitted a Statement of Interest form for the current VER offer.  A review of your personnel records has revealed that you do not meet the eligibility requirements for this VER offer.  The disapproval of your VER request was made based on the following reason(s):

     You do not meet the age and service requirements.  To be eligible, you must be age 50 or older as of November 1, 2003 with at least 20 years of creditable service as of October 31, 2003, or you have at least 25 years of creditable service as of October 31, 2003.  Note: at least 5 of your creditable service years must be creditable civilian service (career and/or non-career).

       You do not occupy a position that is excess to the mission of the Postal Service or is a potential opportunity for those employees whose positions are being excessed. 

 Manager, Human Resources
  return to table

* * * NOTICE * * *

Voluntary Early Retirement (VER) Offer for Positions Represented by the American Postal Workers Union, AFL-CIO

The Postal Service will be undergoing substantial restructuring, reshaping, and repositioning of its bargaining unit workforce in the coming months.

To minimize the number of employees potentially affected by involuntary reassignments under the appropriate national agreement articles, the Postal Service has received approval from the Office of Personnel Management under its Voluntary Early Retirement (VER) Authority to offer VER to positions covered under the National Agreement between the U. S. Postal Service and the American Postal Workers Union, AFL-CIO. 

 Eligible employees will receive a package including a ‘Statement of Interest’ form that must be completed to indicate their interest in the early retirement offer.  The form must be completed and returned to the address provided in the package no later than the close of business August 5, 2003.  Packages will be mailed beginning July 15, 2003.

 The basic eligibility requirements for the VER offer are listed below.  If you meet these requirements and do not receive your package by July 25, 2003, please contact your local personnel office.

 ·        Age and Service Requirements

■    Age 50 as of November 1, 2003 with 20 years or more of service* as of October 31, 2003, or

■    Any age with 25 years or more of service* as of October 31, 2003

*Note: Total service must include at least five years of civilian     service (career or non-career)

·        VER Eligible Position Requirement

■   You occupy a position covered under the National Agreement between the U. S. Postal Service and the American Postal Workers Union, AFL-CIO

PLEASE POST ON ALL EMPLOYEE BULLETIN BOARDS JULY 15, 2003

THROUGH COB OCTOBER 27, 2003
return to table

ACKNOWLEDGMENT OF IRREVOCABILITY OF
VOLUNTARY EARLY RETIREMENT DECISION

I have applied for voluntary early retirement (VER) offered by the Postal Service under the Voluntary Early Retirement Authority (“VERA”) granted by the Office of Personnel Management. 

I understand that the Postal Service is relying on my decision to retire in developing its complement management plans. 

I understand that the effective date of my retirement will be (enter October 31, 2003, January 31, 2004, or February 29, 2004, depending on operational needs).

 I understand that my decision to retire will become IRREVOCABLE at 5:00 PM on October 27, 2003, the closing date of the VER window period. 

I understand that this means that I may withdraw my retirement application by submitting a letter or fax, signed and dated, to (enter name, mailing address/location, fax number), which must be RECEIVED no later than 5:00 PM on October 27, 2003, in order for my withdrawal to be effective. 

I understand that any letter or fax received after 5:00 PM on October 27, 2003, will not be effective to withdraw my retirement application. 

Date:  ____________, 200____                            ________________________________ 

Signature

Name: __________________________

return to table

Notice of Approval

TO:  Employee

 SUBJECT:  Notice of Approval of Employee Voluntary Early Retirement Request

 You have applied for the voluntary early retirement option offered by the Postal Service under the Voluntary Early Retirement Authority (“VERA”) granted by the Office of Personnel Management with a retirement effective date of (enter effective date of retirement).

 Your request has been approved.  Your decision became IRREVOCABLE at 5 PM on (enter closing date of window).

 You should contact (contact person name and phone number) to finalize your retirement application.

  (Enter name and signature of the HR Manager)

For more information please contact (contact person name and phone number).