How to File a UPS Teamsters Grievance: The Basics

Whether you're a new member or a seasoned driver, understanding how to file a grievance is one of the most important tools in your Teamster toolbox. A grievance is your formal way of telling UPS: "You broke the contract — and I want it made right." This guide walks you through the basics, from recognizing a grievable problem all the way through arbitration.

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What Is a Grievance?

Your contract defines a grievance precisely. Under the Local 135 Rider, "a grievance is hereby jointly defined to be any controversy, complaint, misunderstanding, or dispute arising as to interpretation, application or observance of any of the provisions of this Agreement or any Supplement or Rider hereto." ^[3]

Generally speaking, a grievance is the formal mechanism that a union member uses to enforce their contract rights when management has violated — or appears to have violated — the collective bargaining agreement. ^[14] It is not just a complaint; it is a legally structured process with real consequences for both sides.

Importantly, under the Western Region Supplement, the right to process and settle grievances is exclusively governed by the contract's grievance articles — not by outside legal channels or unilateral employee action. ^[13] Grievance procedures may only be invoked by authorized Union or Employer representatives. ^[3]

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When Should You File?

Ask yourself: did management violate the contract, a past practice, or a written policy? Common triggering events include:

• Being disciplined or discharged without just cause
• Being forced to work excessive overtime (e.g., more than 9.5 hours per day)
• Not receiving correct pay or penalty payments
• Being denied rights guaranteed by a Supplement or Rider

The IBT Training Guide lays out the key checklist before filing ^[2]:

1. Determine whether there is a contract violation. Review the relevant articles and sections.
2. Cite every applicable provision. Use language like "violates the contract, including but not limited to Article ____" so you don't inadvertently limit your case. ^[1]
3. Check whether "just cause" was required. The Employer must have just cause for any disciplinary action. ^[2]
4. Remember your Weingarten rights. Upon request, a member is entitled to union representation at any management investigatory interview that could lead to discipline. ^[2]

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The Critical Role of Time Limits

Missing a deadline can kill a grievance instantly. Under the Western Region Supplemental Agreement, a grievance must be filed within twenty (20) calendar days of the known occurrence giving rise to the dispute. A grievance filed after that window "shall be deemed untimely." ^[6]

For discharge and suspension grievances, the clock is even tighter:

• The Employer must give written notice (by certified mail) to the employee and the Local Union within ten (10) days of the occurrence. If it fails to do so, the right to discharge or suspend for that reason is waived. ^[8]
• The Union must present the written grievance to the Employer within ten (10) days (excluding Saturdays, Sundays, and holidays) of the discharge or suspension. Missing this deadline waives the right to file. ^[8]

Generally speaking, stewards are trained to treat every grievance deadline as a hard stop — never assume an informal conversation with a supervisor "stops the clock." Always file in writing to protect yourself. ^[15]

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Step-by-Step: How the Grievance Process Works

Step 1 — Informal Discussion

Any dispute should first be discussed with the employee's immediate supervisor, or with the aggrieved employee, the Union Steward and/or appropriate Union representative, and the immediate supervisor together. ^[5]

Step 2 — Written Grievance Filed

If Step 1 doesn't resolve the issue, the grievance must be filed in writing with the Company within twenty (20) calendar days of the known occurrence. ^[5]

Step 3 — Local Level Hearing

Within forty-five (45) calendar days of the Company's receipt of the grievance, the appropriate management representative(s), the Union Steward and/or Union Representative(s), and the grievant must meet to discuss all pertinent facts and make a good-faith effort to resolve it. The Company must, upon written request, provide documents and information reasonably related to the pending grievance. ^[5]

⚠️ Default rule: Failure by either party to comply with the 45-day local-level hearing time limit results in an automatic default decision against the non-complying party. Their case is deemed untimely and the other side prevails. ^[6]

Step 4 — Panel Filing (UPS Labor-Management Committee)

If unresolved at the local level, panel filings must be submitted to the UPS Labor-Management Committee within thirty (30) calendar days of the first local level hearing, but not before it. ^[6] A majority vote of the Labor-Management Committee is final and binding on both parties. ^[11]

Step 5 — WRT-UPS Labor-Management Committee / Arbitration

If the UPS Labor-Management Committee is deadlocked, the case can be filed with the WRT-UPS Labor-Management Committee. ^[11] Discharge and suspension cases are heard directly before the Sitting Arbitrator. ^[11]

Arbitration is the last step. A neutral arbitrator hears both sides and renders a ruling that is final and binding. ^[4] Arbitrators are typically attorneys, college professors, or professional mediators. ^[4] Because arbitration is the end of the road, stewards are trained to investigate every grievance as if it might go to arbitration from day one. ^[4]

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How to Write a Strong Grievance

The IBT Training Guide offers concrete writing advice ^[1]:

1. Limit statements to the basic facts. The written grievance triggers the formal process — it is not the place to argue your full case. Save your evidence for face-to-face meetings.
2. Leave out arguments, evidence, and justifications. Disclosing your full case in writing could give the Employer an edge in preparing their defense.
3. Cite all contract violations. Use the phrase "violates the contract, including but not limited to Article ____" to preserve the right to add violations later.
4. State the union's position clearly. Use affirmative language: "John Doe was unjustly discharged." Avoid hedging phrases like "I think" or "he believes."
5. Ask for a full remedy. Request that the grievant be "made whole" — reinstatement with full back pay, restored seniority, benefits, vacation time, and expungement of the record. You only get what you ask for. ^[1]
6. Consult the grievant. Go over the written grievance with the worker, explain the remedy requested, and make sure they fully understand. ^[1]
7. Have the grievant sign. This ensures the grievant has read the grievance and provides legal protection for the union. Exception: for non-disciplinary contract violations, the steward may sign on the union's behalf. ^[1]

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Investigating Before You File

Good grievances start with thorough investigation. The IBT Training Guide recommends the "Six W's": who, what, where, when, why, and how. ^[2]

Key investigation tips ^[1][2]:

• Go to primary sources. If someone says "Mary told me," find Mary and get her account directly.
• Gather relevant documents. Under the Western Region Supplement, you can make a written request for documents and information reasonably related to the pending grievance. ^[5]
• Identify every applicable contract provision. Underline the facts that directly support each potential violation.
• Discuss strengths and weaknesses with the grievant. This prepares them for what to expect and avoids surprises. ^[2]

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Presenting and Settling the Grievance

A few rules every steward and member should know ^[2][4]:

• Never present a grievance without the grievant present. ^[2]
• Never settle a grievance without consulting the member. ^[4]
• Always get a grievance settlement in writing. Verbal agreements aren't enforceable. ^[4]
• Don't trade grievances. Never give up one case to win another — each grievance must be settled on its own merits. ^[4]
• Keep written records at every step. After each meeting, write a summary of who attended, what was said, and any settlement discussed. ^[4]
• Monetary settlements must be paid within ten (10) working days of the settlement. If not paid on time, additional penalty payments apply. ^[10][12]

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Special Situations: Discharge and Suspension

Discharge and suspension grievances follow their own, faster track under the Western Region Supplement. ^[8][9] Key points:

• Except for cardinal infractions under the applicable Supplement, a suspended or discharged employee is allowed to remain on the job without loss of pay unless and until the discipline is sustained through the grievance procedure. ^[10]
• If the Employer fails to give written certified-mail notice within ten (10) days of the occurrence, the right to discharge or suspend for that reason is waived. ^[8]
• Off-roll discharge grievances get an expedited local-level hearing: the Company, Union, and grievant must meet within fifteen (15) calendar days of the Company's receipt of the grievance. Failure by the Company to comply results in an automatic default decision against the Company. ^[9]

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9.5 Grievances: A Special Example

One of the most commonly filed grievances by package car drivers involves the 9.5 opt-in list. Under the National Master Agreement, drivers who opt onto the 9.5 list have the right to file a grievance if the Employer continually works them more than nine and a half (9.5) hours per day on any three (3) days in a workweek. ^[7] The union circulates the list once per year, with the list becoming effective January 15th. A driver can add or remove their name with one week's notice. ^[7] If a driver is paid a penalty under this provision more than four (4) times in a calendar year, a meeting with the District Labor Manager, Business Agent, and Co-Chairs must be scheduled within forty-five (45) days. ^[7]

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What to Do Next

If you believe your rights have been violated, act fast — time limits are strict and missing them can end your grievance before it starts. Talk to your shop steward as soon as possible, gather any documents or witness names related to the incident, and ask the steward to help you determine which contract articles apply. You can also select your supplement or rider in TeamstersGPT to get answers tailored to your specific agreement. And remember: your steward is your partner — you should never have to navigate this process alone.