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USPS Fiscal Year-End Close Manual
Annual Retirement Fee

Report 038

The Annual Retirement Fee Deductions Report (038) posts fees for the Employees’ Retirement System (ERS) and Legislative Retirement System (LRS). This report runs with your agency’s August month-end clears process. The Employee Deductions (HØZUC) screen is populated with the new plan year’s fee.

Report 038 is received the morning after your agency completes the month-end clear process. This report only includes employees that have an 09/01/2019 retirement fee generated. The fees and start date have already updated as part of the new hire process.

Report 038 is generated based on the value entered on HNKBA for ANNUAL RETIREMENT FEE (038). The value in this field is retained from the previous fiscal year, so verify this field prior to running your August month-end clears. A detailed report is generated if this field contains a D or is left blank. The detail report includes the following information:

  • Plan ID
  • SSN
  • Employee name
  • Source of money
  • Fee deduction number
  • Fee amount
  • Goal amount

After the employee detail section, an additional page is produced indicating error messages and agency totals.

A summary report is generated when the value on HNKBA for ANNUAL RETIREMENT FEE (038) is an S. The summary report includes the following information:

  • Plan ID
  • Source of money
  • Deduction number
  • Number of employees
  • Total amount of deductions

When your agency’s August month-end clears are processed, all active employees who are contributing to ERS retirement have the FREQUENCY, AMOUNT, GOAL AMOUNT and START DATE (09/01/2019) populated on HØZUC. Based on this data, the appropriate retirement fee deduction is taken the next time the employee is paid.

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Establish Desired Version for Report 038

Screen:

HNKBA (Benefits Report Requests)

Key Fields:

AGENCY

> GU     00XXX                                                      ON HNKBA
                                                         
                          ---BENEFITS REPORT REQUESTS--- 
                                                         
 R_  AGENCY---> 00XXX 
                                                         
                START DATE----> 09/01/2019  END DATE----> 09/30/2020 
                FY START DATE-> 09/01/2019  FY END DATE-> 08/31/2020
                                                         
                                                         
                RPT 575 LAST PRCSD ON --> 08/13/2020 
                ORP EMPLOYEE RETIRE CONTRIB--879-> _ 
                TRS SERVICE PURCHASE REPORT--992-> _ 
                EMPLOYEE INSURANCE INFO------993-> N 
                ANNUAL RETIREMENT FEE--------038-> D 
                ALLOW INSURANCE UPDATES-RPT--032/LAST PRCSD-> 07/06/2019 
                                                        
 A205W-END OF LIST                                      
                                       MM/DD/YYYY  08:50:13   M3LL PARJ ____ 

Action:

  1. Access HNKBA.
  2. Enter R in the SUBCOMMAND field.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • ANNUAL RETIREMENT FEE (038) (REQUIRED)
      Enter a value indicating what version (detail or summary) of report 038 is generated. If no value is entered, this field defaults to generate a detail report.
      Code Description
      D (Detail) Generate a detail report listing all employees within each plan, totals by plan and an agency total (default).
      S (Summary) Generate a summary report with totals by plan type and an agency total. A summary report contains no employee detail.
  4. Press Enter to process the transaction.

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Samples of Reports

    REPORT:    38                             UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM                             PAGE:     1 
    AGENCY:   XXX                                   XXXXXXXXX XXX XXXXXXXXXXXXXXX                                RUN DATE: MM/DD/YYYY
                                              ANNUAL RETIREMENT FEE DEDUCTIONS - DETAIL                          RUN TIME: 15:57:26  

              PLAN ID       SSN               EMPLOYEE                               SOURCE       FEE DED         FEE         GOAL 
                                                NAME                                OF MONEY      NUMBER        AMOUNT       AMOUNT 
              -------       -----------       -------------------------------       --------      -------       ------       ------ 

                ERS         XXX-XX-XXXX       XXXXX, XXXXX X                           E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXXXXXXXXX, XXXXXXX                    E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXX, XXXXX X                           E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXXX, XXXX                             E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXXXX, XXXXXX X                        E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXX, XXXXXXX                           E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXXXXXX, XXXXXXXX                      E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXX, XXXXX X                           E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXX, XXXXXXX X                         E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXXXXX, XXXXX                          E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXXXXX, XXXXXX X                       E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXX, XXX X                             E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXXX, XXXXXXXX X                       E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXXXX, XXXXXX X                        E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXXX, XXXX X                           E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXXXXXX, XXXXXXX XXX                   E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXXXXXX, XXXXXXXX XXXXX                E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXX, XXXXXXX X                         E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXX, XXXXX X                           E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXXXXX, XX XXXXX                       E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXX, XXXXXX XXX                        E3           24           $3.00        $3.00 
                            XXX-XX-XXXX       XXXXXXX, XXXXXXXX X                      E3           24           $3.00        $3.00 
             ERS TOTALS                                                                                                      $66.00 
    ------------------------------------------------------------ PAGE 2 --------------------------------------------------------- 

              ERS      XXX-XX-XXXX  GOAL AMOUNT FOR RETIREMENT FEE DEDUCTION GREATER THAN DEDUCTION AMOUNT; VERIFY APPN YEAR 
              ERS      XXX-XX-XXXX  GOAL AMOUNT FOR RETIREMENT FEE DEDUCTION GREATER THAN DEDUCTION AMOUNT; VERIFY APPN YEAR 
              ERS      XXX-XX-XXXX  MISSING H0Z FOR RETIREMENT DECUTION NUMBER 05 
              TOTAL EMPLOYEES                                                                                           22 
              TOTAL AMOUNT                                                                                          $66.00 
              VERIFY EMPLOYEE FEE DEDUCTIONS ON YOUR NEXT PAYROLL 
    REPORT:    38                             UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM                             PAGE:     1 
    AGENCY:   XXX                                   XXXXXXXXX XXX XXXXXXXXXXXXXXX                                RUN DATE: MM/DD/YYYY 
                                              ANNUAL RETIREMENT FEE DEDUCTIONS - SUMMARY                         RUN TIME: 15:57:26 

                        PLAN ID                  SOURCE          FEE DED           NUMBER               TOT AMOUNT 
                                                OF MONEY          NUMBER        OF EMPLOYEES          OF DEDUCTIONS 
                       -------                  --------         -------       -------------          -------------- 

              ERS                                  E3               24              78                   $234.00 
              ERS-90                               E3               24               4                    $12.00 
              TOTAL AGENCY/EMPLOYEE AMOUNTS                                         82                   $246.00 
    
__   VERIFY EMPLOYEE FEE DEDUCTIONS ON YOUR NEXT PAYROLL 

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