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USPS Calendar Year-End Close Manual
CY Warrants Issued Outside of USPS

Chapter Sections

Year Key

Overview

Some payments that should be included on your employees’ W‑2s may have been issued outside of USPS. For example:

  • A Doc Type 5 entered directly into Uniform Statewide Accounting System (USAS) to generate a payment
  • A payment for taxable employee moving expenses or other taxable fringe benefits (see IRS Pub 15b)

These payments have been recorded in USAS, but must be entered into USPS to be included in the employee’s W‑2.

Payments Outside of USPS

Full Payment occurs when a payment document including the payment and all deductions is entered directly through USAS. All pay and deduction information is recorded in USAS, so only USPS must be updated.

CY full payments will be processed through a Letter of Authorization (LOA). Enter the wages, special payments, deductions (including tax deductions) and net pay on the HTMU1 screen and make a print of the screen. Do not process the screen. (If you inadvertently update the HTMU1 screen, recall the screen, place a D in the SUBCOMMAND field and press Enter.) Submit the screen print with an LOA form requesting the adjustment.

A batch process will update wages and deductions in USPS without updating USAS. After the process runs, you will receive diagnostic reports and should verify the following:

  • If processed before the file split: CY Year, Quarter and Month-to-Date accumulators and pay history (HØH).
  • If processed after the file split: CY Year and Prior-Quarter-to-Date accumulators, and NY Prior-Quarter and pay history (HØH).

Taxable Moving Expenses

Taxable moving expenses paid outside of USPS should be entered on the HUEU1 screen using SPECIAL PAY 73 prior to processing the employee’s final payment for calendar year CY. Posting these amounts prior to the last payment allows FICA taxes to be withheld automatically.

If the moving expenses are not entered and processed prior to the agency’s last payroll in CY, enter the amount paid as GROSS, NET and SPECIAL PAY 73 on the HTMU1 screen. Make sure the adjustment is in balance and make a print of the screen. Do not process the screen. (If you inadvertently update the HTMU1 screen, recall the screen, place a D in the SUBCOMMAND field and press Enter.) Submit the screen print with an LOA form requesting the adjustment.

Since these are FICA Taxable wages, you must collect and post the FICA Tax.

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