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Glenn Hegar  ·  Texas Comptroller of Public Accounts

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.                     
  1. Enter R in the Subcommand field.
  2. Enter Y to request the month-end reports (if applicable).
  3. Enter Y to request the month-end clears (if applicable).
  4. Enter Y to request the quarter-end reports and clears (if applicable).
  5. 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 
           
  1. Enter R in the Subcommand field.
  2. Enter Y to REQUEST LEAVE ACCOUNTING MONTH-END CLEARS.
  3. 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 HØCUS screen. The field denotes the most current payroll month.

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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