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USPS Fiscal Year-End Close Manual
USPS Year-End Close Schedule for Fiscal 2020

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

USPS Year-End Close Schedule for Fiscal 2020

The purpose of the USPS FYE 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, 2020. USPS online entry will be unavailable on Sept. 1, 2020. The normal USPS processing schedule will resume on Sept. 2, 2020.

Note: This schedule is subject to change. 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 2021 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 2020 start and end dates (Sept. 1, 2019 to Aug. 31, 2020).
HNKPC
  1. Request Report 551 using fiscal 2020 start and end dates.
HNKPA
  1. Request Report 523 using fiscal 2020 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 before the Salary Tables Rollover, request Report 534 using fiscal 2020 start and end dates.
HNKPC
  1. At least one day before the Job Class Code Tables Rollover, request Report 533 using fiscal 2020 start and end dates.
HNKPC
  1. At least one day before the Functional Job Class Rollover, request Report 525 using fiscal 2020 start and end dates.

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

HNKPC
  1. At least one day before the Position Rollover, request Reports 508 and/or 165 using fiscal 2020 dates.
HNKPC
HSRPT
5 Pre-Rollover Maintenance  
  1. Inactivate existing organizations not needed in fiscal 2021.
HNORG
  1. Establish new fiscal 2021 organizations.
HNORG
  1. Inactivate PCA/index overrides not needed in fiscal 2021.
HN7U1
  1. Inactivate PCA/index validation not needed in fiscal 2021.

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

HMMU1
  1. Establish new fiscal 2021 PCA/index validations.

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

HMMU1
  1. Establish new fiscal 2021 PCA/index overrides.
HN7U1
  1. Inactivate existing pay table entries not needed in fiscal 2021.
H7SLS
  1. Establish/update fiscal 2021 unclassified Pay Table 2 entries.
H7SLS
  1. Establish/update fiscal 2021 Exempt Pay Table 3 entries.
H7SLS
  1. Inactivate existing unclassified exempt job class codes not needed in fiscal 2021.
H7OU1
  1. Inactivate existing functional job class codes not needed in fiscal 2021.

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

HMLU1
  1. Establish new fiscal 2021 functional job class codes.

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

HMLU1
  1. Establish new fiscal 2021 unclassified/exempt job class codes.
H7OU1
  1. Inactivate vacant and filled positions not needed in fiscal 2021.
HNPU1
  1. Establish new positions effective Sept. 1, 2020.
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 2021 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 2021 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 2021 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 525 will be generated automatically.
HMQU1
  1. Verify fiscal 2021 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 2021 dates.

    Note: HNKPC dates need to be changed to fiscal 2021 dates.

HNKPC
HSRPT
  1. Verify fiscal 2021 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 2021 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 2021 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 2021 annual retirement fees.
H0ZUC
14 POST-ROLLOVER SEPTEMBER ENTRY FOR POSITION CHANGES Post-Rollover September Entry for Position Changes
  1. Enter September transactions.
HMPNH
HMPHR
  1. Enter 09/01/2020 actions.
HMPHR

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

15 INSURANCE ROLLOVER Insurance Rollover
  1. USPS receives Sept. 1, 2020 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
H0ZUC
  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 use 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 9/30/2020 and the report fiscal year as 2021.
HSRPT
HNKLA