ACR 44255 – USPS System Change
April 25, 2014 – New Process Effective July 1, 2014
Introduction
Uniform Statewide Payroll/Personnel System (USPS) Application Change Request (ACR) 44255 migrated on April 25, 2014, to create a new screen to request payroll month/quarter-end reports/clears and add an option to an existing screen to request leave accounting month-end clears.
Effective July 1, 2014, agencies will request their own payroll and leave reports/clears. This System Change Tracker covers the new process.
Background
USPS payroll month-end reports/clears, payroll quarter-end reports/clears and leave clears (if using leave accounting) have historically been set up by a Statewide Human Resource and Payroll (SHRPA) representative upon agency request.
Solution
ACR 44255 created new screens in USPS to allow an agency to set up their own requests for reports and clears. Agencies will no longer call, email or use the FMX form to request payroll or leave reports/clears.
HNKRQ (Payroll Period End Requests) is the new screen that allows an agency to request payroll month-end/quarter-end reports and clears directly. The HNKLA (Leave Accounting Report Requests and Flags) screen now includes a field to request the leave accounting clears.
Important: Run reports/clears early in order to allow enough time to run trial payrolls and a final payroll before the payroll due date. New payroll deductions are not updated until the night of clears. A final payroll cannot be run until the night after clears have run.
New screens created
HNKRQ (Payroll Period End Requests)
This screen was created to request payroll month-end/quarter-end reports and clears.
> GUH XXX ON HNKRQ
----------PAYROLL PERIOD END REQUESTS-----------
__ AGENCY----> 00XXX
-REQUESTED-
1) REQUEST PAYROLL/BENEFITS MONTH-END REPORTS--> __ XX/XX/XXXX
2) REQUEST PAYROLL/BENEFITS MONTH-END CLEARS---> __ XX/XX/XXXX
3) REQUEST QUARTER-END REPORTS AND CLEARS------> __ XX/XX/XXXX
NOTE: IF OPTION 2 AND/OR 3 ARE SELECTED WITH OPTION 1, THEY WILL
PROCESS THE NEXT BUSINESS DAY AFTER OPTION 1 HAS PROCESSED.
- Enter R in the Subcommand field.
- Enter Y to request the month-end reports (if applicable).
- Enter Y to request the month-end clears (if applicable).
- Enter Y to request the quarter-end reports and clears (if applicable).
- Press Enter to process the transaction.
If option 2 and/or 3 are selected with option 1, they will process the next business day after option 1 has processed.
The requested date is the day the request was made and will continue to display until the request is processed. If a request is made prior to the end of the pay period being closed, then it will be held until the first working day following the end of the pay period. All requests happen during the USPS nightly cycle.
HPFLS (Period End Processing History)
This new Display Only screen shows the payroll and leave period-end processing history.
> GUH XXX ON HPFLS
------------PERIOD END PROCESSING HISTORY-------------
AGENCY---> 00XXX
MNTH MNTH QTR LV PAYMENTS
REQUESTED SEQ PROCESSED RPTS CLRS C/R CLRS FROM TO ACID
__ 10/04/2013 001 00/00/0000 X ABCD123
__ 09/30/2013 003 09/30/2013 X ABCD123
__ 09/09/2013 001 09/09/2013 X 08/03/13 09/10/13 ABCD123
__ 09/09/2013 002 09/10/2013 X X 07/01/13 09/30/13 ABCD123
HPFYE (FYE Rollover Request History)
This new Display Only screen shows the status of the agency’s rollover process to the new fiscal year for the current period.
> GUH XXX ON HPFYE
-----------------FYE ROLLOVER REQUEST HISTORY------------------
AGENCY---> 00XXX
DATE ORG PAY SAL JCC POS ASN INS ACID
___ 09/20/2013 A U WXYZ456
___ 09/19/2013 M ABCD123
___ 09/17/2013 A U M ABCD123
___ 09/06/2013 U ABCD123
___ 09/05/2013 A E WXYZ456
___ 09/04/2013 A E ABCD123
___ 09/03/2013 R R R R E E ABCD123
Screen affected
HNKLA (Leave Accounting Report Requests and Flags)
Note: The leave accounting clears process is completely separate from payroll.
The HNKLA screen now includes a field to request leave accounting clears. Leave clears can be requested at any time and are not restricted by any date parameters.
> GUH XXX ON HNKLA
-- LEAVE ACCOUNTING REPORT REQUESTS AND FLAGS --
__ AGENCY----> 00XXX
LA PROCESS DATE---> XX/XX/XXXX LAST 156 ACCR DT--> XX/XX/XXXX
START DATE--------> XX/XX/XXXX END DATE----------> XX/XX/XXXX
LA WARRANT START--> XX/XX/XXXX LA WARRANT END----> XX/XX/XXXX
EMPLOYEE LEAVE SUMMARY-------537-> _ EMPLOYEE FMLA LEAVE----------573-> _
PAYMENT AUDIT REPORT---------557-> _ COMPENSABLE LEAVE REPORT-----574-> _
SICK LEAVE POOL ACTIVITY-----561-> _ PAYROLL INTERFACE------------594-> _
EMPLOYEE LEAVE BALANCES------563-> _ PAYROLL RECONCILIATION-------595-> _
EMPLOYEE LEAVE ACCRUED-------565-> _ TIME FORFEITURE REPORT-------597-> _
EMPLOYEE EXCESS VACATION-----567-> _
PROJ LEAVE CONVERTED TO SICK-569-> _
REQUEST LEAVE ACCOUNTING MONTH-END CLEARS-------------------> _
REPORT FISCAL YEAR---> XXXX LA SYSTEM FLAG-------> 1
MILITARY FISCAL YEAR-> FMLA SYSTEM FLAG-----> 3
- Enter R in the Subcommand field.
- Enter Y to
REQUEST LEAVE ACCOUNTING MONTH-END CLEARS. - Press Enter to process the transaction.
Note: Processing leave accounting clears only resets the month-to-date fields on the HM8U2 (Leave Balance Inquiry) screen to zero and does not produce any reports.
Additional Information
If your agency uses USPS to process payroll, then you need to run month-end reports and clears every month to close out the payroll period. Payroll month-end reports are always run first. Payroll clears must run on a night after reports have run.
Each USPS agency has set up the HPRPT (Agency Report Profiles) screen to best suit its needs. The reports listed on HPRPT will have an X under the MONTH-END and QUARTER-END columns if they are set to run when closing out a payroll period. Clearing out a payroll period resets all month-to-date fields in USPS to zero and initiates Report 74 (Period-End Clear Control Totals).
There is a possibility of 14 reports that could generate during the month-end process. Verify the reports ran correctly prior to requesting month-end clears. Chapter 14 – USPS Process Guide includes the full list of reports. You also need to verify that the month-end clears processed by checking the PAY FLAGS: CURR MONTH field on the H0CUS screen. The field denotes the most current payroll month.