Extra Hours Worked by Supervisors in the Greater Indiana District
Background
This audit responds to the National Association of Postal Supervisors’ concern that U.S. Postal Service management prevented Executive and Administrative Schedule (EAS) Level 17 supervisors from receiving compensation for overtime hours worked. EAS Level 17 supervisors are non-union employees who oversee employees in a production operation.
Our objective was to determine whether EAS Level 17 supervisors accurately recorded extra hours they worked. To achieve this objective, we evaluated six judgmentally selected post offices in the Greater Indiana District, which accounted for nine of the 18 EAS Level 17 supervisory complaints received. Based on these and other complaints we received, we will begin a nationwide audit in fiscal year 2015 to review the accuracy and validity of employee time and attendance records.
What the OIG Found
Supervisors believed management would not authorize extra hours worked unless approved in advance; therefore, the supervisors did not submit their extra hours worked. However, management can authorize extra hours worked without prior approval. In addition, management did not provide adequate oversight of and comply with time and attendance policies and procedures. In September 2014, management issued a memorandum to all district EAS employees emphasizing the importance of accurately recording workhours. If hours worked are not accurately recorded and policies and procedures are not followed, employees may not be properly paid. This could affect both employee morale and performance and subject the Postal Service to substantial legal and/or grievance costs.
What the OIG Recommended
We recommended management implement procedures to ensure supervisors properly record hours worked. We also recommended management monitor justifications for changes to clock ring entries, ensure information from the appropriate forms are entered into the time and attendance system, and ensure forms to support disallowed time are prepared and retained. Finally, we recommended management investigate supervisors’ claims of unpaid hours worked.