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Glenn Hegar  ·  Texas Comptroller of Public Accounts

USPS Fiscal Year-End Close Manual

USPS FYEC Manual – USPS Year-End Close Schedule for Fiscal 2018

Note to CAPPS Central agencies: If an agency converted from USPS to CAPPS Central during the current fiscal year, the agency will perform its fiscal year-end activities in CAPPS only — no action on fiscal year-end will need to be performed in USPS. Please refer to CAPPS HR/Payroll Year-End Processing Instructions (FPP T.003) for information on fiscal year-end processing in CAPPS. For questions on fiscal year-end in CAPPS, contact your agency’s Level 1 Help Desk Support staff. Authorized Level 1 users may contact the CAPPS Help Desk for additional assistance.

USPS Year-End Close Schedule for Fiscal 2018

The purpose of the Uniform Statewide Payroll/Personnel System (USPS) fiscal year-end close schedule is to guide all USPS agencies through the fiscal year rollover process. It is important to follow the schedule in sequential order. To expedite the rollover process, multiple steps may be completed on the same night.

Normal USPS processing will occur on Aug. 31, 2018. USPS online entry will be unavailable Sept. 1 through Labor Day, Sept. 3, 2018. The normal USPS processing schedule will resume on Sept. 4, 2018.

Note: This schedule is subject to change. Please check the USPS topic page for more information.

Schedule

Step Activity USPS Screen USPS FYEC Manual Section
1 SYSTEM TABLES SETUP
USPS representatives will establish the following system tables:
  • Benefits
  • Payroll
  • Calendar
  • Holiday
  • Classified Job Class
  • Classified Pay Tables
   
2 Establish access for requesting agency rollovers. Depending on certain security profiles, individual access may need to be requested through your agency security coordinator. HMQU1  
3 PCAs/INDEXES
Establish fiscal 2019 USAS profiles.
   
4 Request Pre-Rollover Reports

Note: Agencies may request all pre-roll reports for the current fiscal year in one simple step (see Organization Code Rollover).

 
  1. Request Report 535 using fiscal 2018 start and end dates (Sept. 1, 2017 to Aug. 31, 2018).
HNKPC
  1. Request Report 551 using fiscal 2018 start and end dates.
HNKPA
  1. Request Report 523 using fiscal 2018 start and end dates.

    Note: If you are not using the PCA/Index validation process, you may skip this report.

HNKPC
  1. At least one day prior to Salary Tables Rollover, request Report 534 using fiscal 2018 start and end dates.
HNKPC
  1. At least one day prior to the Job Class Code Tables Rollover, request Report 533 using fiscal 2018 start and end dates.
HNKPC
  1. At least one day prior to the Functional Job Class Rollover, request Report 525 using fiscal 2018 start and end dates.

    Note: If not using functional job class codes, you may skip this report.

HNKPC
  1. At least one day prior to Position Rollover, request Reports 508 and/or 165 using fiscal 2018 dates.
HNKPC
HSRPT
5 Pre-Rollover Maintenance  
  1. Inactivate existing organizations not needed in fiscal 2019.
HNORG
  1. Establish new fiscal 2019 organizations.
HNORG
  1. Inactivate PCA/Index overrides not needed in fiscal 2019.
HN7U1
  1. Inactivate PCA/Index validation not needed in fiscal 2019.

    Note: If you are not using the PCA/Index validation process, you may skip this step.

HMMU1
  1. Establish new fiscal 2019 PCA/Index validations.

    Note: If you are not using the PCA/Index validation process, you may skip this step.

HMMU1
  1. Establish new fiscal 2019 PCA/Index overrides.
HN7U1
  1. Inactivate existing pay table entries not needed in fiscal 2019.
H7SLS
  1. Establish/update fiscal 2019 unclassified Pay Table 2 entries.
H7SLS
  1. Establish/update fiscal 2019 Exempt Pay Table 3 entries.
H7SLS
  1. Inactivate existing unclassified exempt job class codes not needed in fiscal 2019.
H7OU1
  1. Inactivate existing Functional Job Class codes not needed in fiscal 2019.

    Note: If you do not use functional job class codes, you may skip this step.

HMLU1
  1. Establish new fiscal 2019 functional Job Class Codes.

    Note: If you do not use functional job class codes, you may skip this step.

HMLU1
  1. Establish new fiscal 2019 Unclassified/Exempt Job Class codes.
H7OU1
  1. Inactivate vacant and filled positions not needed in fiscal 2019.
HNPU1
  1. Establish new positions effective Sept. 1, 2018.
HNPU1

Note: If not using the mass change process, skip step 6.

6 MASS CHANGES
Enter mass changes.
HNQMC
HNQFJ
HNQPO
HNORG
Mass Changes
7 ORGANIZATION CODE ROLLOVER Organization Code Rollover
  1. Enter parameters to execute Organization Rollover. Reports 576 and 535 will be generated automatically.
HMQU1
  1. Verify fiscal 2019 organizations.
HNORG
8 PAYROLL TABLES ROLLOVER Payroll Tables Rollover
  1. Enter parameters to execute Payroll Tables Rollover. Reports 580, 551 and 523 will be generated automatically.
HMQU1
  1. Verify fiscal 2019 PCA/Index overrides and PCA/Index validations.
HN7U1
HMMU1
9 SALARY TABLES ROLLOVER Salary Tables, Job Class Code, Exempt Job Class Table Listing and Functional Job Class Code Rollovers
  1. Enter parameters to execute Salary Tables Rollover. Reports 578 and 534 will be generated automatically.
HMQU1
  1. Verify fiscal 2019 Unclassified Pay Tables 2 and 3.
H7SLS
10 JOB CLASS CODE TABLES ROLLOVER Salary Tables, Job Class Code, Exempt Job Class Table Listing and Functional Job Class Code Rollovers
  1. Enter parameters to execute Job Class Code Tables Rollover. Reports 577, 533, 604 and 535 will be generated automatically.
HMQU1
  1. Verify fiscal 2019 Job Class/Functional Job Class codes.
H7OU1
HMLU1
HNTEX

STOP – Do not proceed until all prior steps have been completed.

11 POSITION ROLLOVER Position Rollover
  1. Enter parameters to execute Position Rollover. Report 506 will be generated automatically.
HMQU1
  1. The same day Position Rollover is requested, request Reports 508 and/or 165 using fiscal 2019 dates.

    Note: HNKPC dates need to be changed to fiscal 2019 dates.

HNKPC
HSRPT
  1. Verify fiscal 2019 positions using Reports 506, 508 and/or 165 post-rollover reports.
 
12 EMPLOYEE ASSIGNMENT ROLLOVER Employee Assignment Rollover
  1. Verify that start date and end date and fiscal start date and fiscal end date are set for fiscal 2019 position control, personnel management, payroll and benefits.
HNKPC
HNKPM
HNKBA
HNKPA
  1. Enter parameters to execute Employee Assignment Rollover. Report 507 will be generated automatically.
HMQU1
  1. Request Report 508 and/or Report 165 using fiscal 2019 dates.
HNKPC
HSRPT
  1. Verify Employee /Assignment Rollover using post-rollover Reports 507, 508 and/or 165.
 

Note: Do not run Report 156 to post September accruals until the assignment roll is complete.

13 ANNUAL RETIREMENT FEE Annual Retirement Fee
  1. Report 038 will run automatically with each agency’s August month-end clears.
 
  1. Verify fiscal 2019 annual retirement fees.
HØZUC
14 POST-ROLLOVER SEPTEMBER ENTRY FOR POSITION CHANGES Post-Rollover September Entry for Position Changes
  1. Enter September transactions.
HMPNH
HMPHR
  1. Enter 09/01/2018 actions.
HMPHR

Note: The insurance roll MUST be completed before running a September pay period payroll.

15 INSURANCE ROLLOVER Insurance Rollover
  1. USPS receives Sept. 1, 2018 effective coverage changes from the Employees Retirement System.
HMTU1
  1. Enter parameters to execute the Insurance Rollover. Reports 991 and 974 will be generated automatically.
HMQU1
  1. Verify insurance salary, premiums and reimbursement account information.
HMTU1
HØZUC
  1. Run Report 6, if desired, to display a benefits profile for each employee for the new fiscal year. (This report prints one page per employee.)
HNKBA
HSRPT
16 Leave Accounting Rollover

Note: If your agency does not utilize the USPS leave component, you may skip this step.

Leave Accounting Rollover
  1. Complete all August leave transactions.
HM9U1
  1. Run Reports 537, 569, 597.
HNKLA
  1. Run Reports 199, 561, 563.
HNKLA
  1. Request month-end leave-accounting clears.

    Note: If your agency does not run leave-accounting clears, you may skip this step.

Contact your USPS representative
  1. Establish Parameters for leave accounting rollover requesting the FYE close Report 158 using the LA Process Date field as 9/30/2018 and the report fiscal year as 2019.
HSRPT
HNKLA
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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