Fiscal ManagementUSPS Calendar Year-End Close Manual –
Splitting Files
Calendar Year-End File Split
After the file split, month-end reports (except for semimonthly agencies), quarter reports and clears run for any agency that has not yet completed reports and clears. USPS will close the CY files and set up the NY files. Once the files are split, the NY files open and all subsequent USPS payrolls will have payment dates of Jan. 2, 2019, or later.
As part of this process, BRP flags are reset and 457 catch up status is cleared.
Prior to the Calendar Year-End split, you may enter charitable contributions that employees designate on their CY SECC authorization form on the Charitable Contributions Detail (HNYU4) screen in the FUT AMT field. If you are adding a new charity to the employee’s record (i.e., new sub number), then enter only the sub number and the deduction amount in the FUT AMT field. Do not enter the frequency or start and end dates if you are inserting a new sub number prior to the file split. The file split program will clear current dated amounts and move future dated amounts into the current dated amount field. Also, a program will run prior to the file split to clear the inactive rows if:
- Frequency (FRQ) = 0
- Year to date (YTD) = 0
- Future dated amount (Fut Amt) = 0
After the files split, agency accumulator totals will be:
Semimonthly
YTD = .00
MTD = 1st semimonthly payroll totals (payroll paid on Dec. 17, 2018)
QTD = .00
PQTD = 4th quarter CY accumulators
Monthly
YTD = .00
MTD = .00
QTD = .00
PQTD = 4th quarter CY accumulators
The files affected by the split are year-specific; CY data is kept separate from NY data. After the files are split, you cannot make changes to the CY files online. These files are:
| Screen Description | Screen ID |
|---|---|
| Agency Setup | HØC |
| Employee Information | HØB |
| Tax Tables | HØA |
| Special Pays | H1Ø |
| Deductions | HØZ |
| Subdeductions | HNY |
| Report Selection Dates | HNK |
| Defined Contributions | HNC |
The following files are shared and are not year-specific; CY and NY processes will use the same files.
Shared Files
| Screen Description | Screen ID |
|---|---|
| Employee Identification | HID |
| Employee Payment & Tax History | HØH |
| Employee Taxable History | HØN |
| Employee Special Pay/Deduction History | HØM |
| Employee Leave Activity | HM9 |
| Employee Leave Balance | HM8 |
Note: If you make a change to data that appears on form W‑2 (e.g., a change to an employee’s address in HIDU1), contact your USPS representative to request a rerun of report 83 to post the change to the W‑2 file.
Personnel Management Extract File Warning
Agencies that use the USPS Personnel Management Extract Files should note the daily extract file will be quite large for certain segments.
If you have selected HØB, HNY, HN1 and HØZ segments on the HNK11 screen, you will be receiving records for all employees as a result of the split. We will be resetting the BRP level indicator and clearing out all YTD accumulators.