• The purpose of RMD/eRMS is to provide a uniform automated process for recording data relative to existing leave rules and regulations. RMDleRMS (or similar system of records) may not alter or change existing rules, regulations, the National Agreement, law, local memorandums of understanding and agreements, or grievance-arbitration settlements and awards.

• RMD/eRMS enables local management to establish a set number of absences used to ensure
that employee attendance records are being reviewed by their supervisor. However, it is the
supervisor’s review of the attendance record and the supervisor’s determination on a case-by-
case basis in light of all relevant evidence and circumstances, not any set number of absences,
that determine whether corrective action is warranted. Any rule setting a fixed amount or
percentage of sick leave usage after which an employee will be, as a matter of course,
automatically disciplined is inconsistent with the National Agreement and applicable handbooks
and manuals. Any corrective action that results from the attendance reviews must be in
accordance with Article 16 of the National Agreement.

• In accordance with the notice in the Federal Register in June 2000, the storage of RMD/eRMS
documentation is covered by the Postal Service’s Privacy Act System of Records, 170.020.
Information maintained in the RMDIeRMS, including, but not limited to, social security numbers,
must be in accordance with the rules and regulations regarding Privacy Act System of records.
RMD/eRMS users must be authorized to have access to records covered by the Privacy Act
System of Records and must comply with the Privacy Act, as well as handbooks, manuals and
published regulations relating to leave and attendance.

• Supervisor’s notes or records of Article 16.2 discussions are not to be entered in the RMD/eRMS.

• All records of overturned disciplinary actions must be removed from the employee’s personnel
records kept by the supervisor, the employee’s official personnel folder, as well as from
RMD/eRMS. Management may cite only “live” disciplinary action as elements of past record in
disciplinary action pursuant to Article 16.10, and if a disciplinary action has been modified, the
disciplinary records must reflect the final disposition of an action. The RMD/eRMS is
programmed to delete records of disciplinary action two years from the time issued if there has
been no disciplinary action initiated against the employee, in accordance with Article 16.10 of the
National Agreement. However, employees are still responsible for making a written request to
have such disciplinary action removed from their official personnel folder.

• Supervisors may maintain copies, summaries or excerpts from other Postal Service personnel
records, or records originated by the supervisor, in a system of records defined in ASM 120.190
as “Supervisors’ Personnel Records.” However, information about individuals in the form of
uncirculated personal notes and documents kept by Postal Service employees, supervisors,
counselors, investigators, etc., which are not circulated to other persons, are not to be entered
into RMD/eRMS. (If they are circulated, they become official records in a system of records and
must be shown on request to the employee to whom they pertain). The copies, summaries, and
excerpts kept in accordance with the ASM 120.190 system of records are destroyed (with the
exception of disciplinary records) when the supervisor/employee relationship is terminated. All
disciplinary records are transferred to the new supervisor, provided their retention period has not
expired.

• Pursuant to part 513.332 of the ELM, employees must notify appropriate postal authorities of their
illness or injury and expected duration of absence as soon as possible. Once an employee
provides the expected duration of his or her absence, such employee is not required to call in
again for the same absence. However, if the expected duration changes, the employee should
notify management.

• Pursuant to part 513.361 of the ELM, when an employee requests sick leave for absences of 3
days or less, “medical documentation or other acceptable evidence of incapacity for work or need
to care for a family member is only required when an employee is on restricted sick leave (see
513.39) or when the supervisor deems documentation desirable for the protection of the interests
of the Postal Service.” A supervisor’s determination that medical documentation or other
acceptable evidence of incapacitation is desirable for the protection of the interest of the Postal
Service must be made on a case by case basis and may not be arbitrary, capricious, or
unreasonable.

• Pursuant to part 513.362 of the ELM, when an employee requests sick leave for absences in
excess of 3 days (scheduled work days), employees are required to submit medical
documentation or other acceptable evidence of incapacity for work for themselves or of need to
care for a family member, and if requested, substantiation of the family relationship. Medical
documentation from the employee’s attending physician or other attending practitioner should
provide an explanation of the nature of the employee’s illness or injury sufficient to indicate to
management that the employee was (or will be) unable to perform his or her normal duties for the
period of absence. Supervisors may accept substantiation other than medical documentation if
they believe it supports approval of the sick leave request.

• Pursuant to Article 10 of the National Agreement and applicable leave rules, for an approved
absence for which the employee has insufficient sick leave, at the employee’s option, such
employees must be granted annual leave or leave without pay. When an employee’s absence is
approved, the employee may use annual and sick leave in conjunction with LWOP, consistent
with the applicable leave regulations. In addition, an employee need not exhaust annual or sick
leave prior to requesting LWOP.

• Optional FMLA Forms: There is no required form or format for information submitted by an
employee in support of an absence for a condition which may be protected under the Family and
Medical Leave Act. Although the Postal Service sends employees the Department of Labor
Form, WH-380, the APWU forms or any form or format which contains the required information
(i.e. information such as that required on a current WH-380) is acceptable.