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USPS Fiscal Year-End Close Manual –
Leave Accounting Rollover

USPS Leave Accounting Year-End Close Schedule for 2019

Step Event Screen Responsibility
1 After all accruals and data entry for July 2019 leave accounting have been processed and verified, establish parameters to process the Employee Leave Balances (Report 563) to report balances for vacation, sick leave, overtime, comp and holiday comp. HNKLA requires the LA Process date of 07/31/2019 (EOM). This report identifies employees that owe optional holidays as of 07/31/2019. HSRPT/HNKLA Agency
2 Establish parameters to process Monthly Accrual (Report 156) for August by entering a LA Process date of 08/31/2019. On the same night, request the Leave Accrued (Report 565), which reports the amount of vacation and sick leave accrued for August. HSRPT/HNKLA Agency
3 The August Post Pending Leave and Posting Exception (Report 196) must be run after Reports 156 and 565 and before you roll into the new FY (executed by Report 158). HSRPT/HNKLA Agency
Note: Complete entry for pay transactions on the August payroll to adjust optional holidays that were not made up. (See Employees Who Owe for Optional Holidays of this manual).
4 Complete all August leave transactions.
  1. Enter leave transactions such as termination balances, lump sums, lost hours and hours transferred out.
 HM9U1 Agency
  1. Adjust optional holiday hours.
 HM9U1 Agency
  1. Verify all new August hires entered after Report 156 is generated have received their accruals for the month. If not, manually accrue vacation and sick leave before proceeding.
 HM9U1 Agency
5 Run the following reports after entering the employees' activity for the month:
  1. Adjusted Leave Accrued (Report 053) adjusts accruals for hourly employees according to hours paid. Agencies that do not have hourly employees should not run this report.
 HSRPT/HNKLA Agency
  1. Time Forfeiture (Report 597) forfeits aged comp and holiday comp, and it warns of forfeitures to occur within 90 days. (LA PROCESS DATE field set to 08/31/2019)
 HNKLA Agency
  1. Projected Annual Leave to be Converted to Sick Leave at Fiscal Year-End (Report 569) calculates how much vacation an employee will have at fiscal year-end (if no more is taken) and how much of that ending balance will be converted to sick leave. (LA PROCESS DATE field set to 08/31/2019)
 HNKLA Agency
  1. Employee Leave Summary (Report 537) reports monthly leaves balances and activity for each employee. (LA PROCESS DATE field set to 08/31/2019)
 HNKLA Agency
6 After completing the above reports, run the Month-End Reports:
  1. FLSA OT/COMP Time Activity (Report 199) reports overtime and comp time activity for the month. (END DATE field set to 08/31/2019)
 HSRPT/HNKLA Agency
  1. Sick Pool Balance (Report 561) reports sick leave pool activity for the month. (Start Date and End Date set to 08/01/2019 and 08/31/2019, respectively.)
 HNKLA Agency
  1. Employee Leave Balances (Report 563) reports balances for vacation, sick leave, overtime, comp and holiday comp. This report provides a final balance snapshot for fiscal 2019. (LA PROCESS DATE field set to 08/31/2019)
 HNKLA Agency
Request month-end clears only after all month-end reports for August have been completed and verified.
7 Establish parameters to run reports for the Annual Financial Report: HNKLA Agency

The Compensable Leave (Report 574) provides the current and non-current liability amounts for compensated absences liability for agencies. It is consistent with GASB Statement No. 34, which requires liabilities whose average maturities are greater than one year to be reported. The liabilities must be reported in the government-wide financial statement of net assets (Process date 8/31/xxxx of the fiscal year being reported.) in two components: the amount due within one year (current) and the amount due in more than one year (non-current).

The summary information at the end of the report is necessary for the agency to prepare its annual financial report. The detail information in the report is necessary to support the agency balances during an audit. All employees that have had a balance (during the fiscal year) of compensatory time, overtime or vacation leave are included in the report. The report shows balance information (in dollars and hours) at the beginning of the fiscal year and the current balance, divided into current and non-current components. It also shows the employee’s organization code, Social Security number, name and — for both the beginning and end of the fiscal year — the salary/hourly rate and any salary/hourly rate change.

HNKLA Agency
*** PROCESS ALL AUGUST LEAVE TRANSACTIONS AND REPORTS BEFORE REQUESTING THE FYE CLOSE REPORT 158. IT IS RECOMMENDED THAT THE AUGUST POST PENDING LEAVE AND POSTING EXCEPTION REPORT 196 BE RUN BEFORE PROCEEDING.
8 Establish parameters to run the leave accounting rollover.
  1. Establish parameters for leave accounting rollover requesting the Leave Rollover Exception Listing (Report 158) using the LA PROCESS DATE field as 09/30/2019 for fiscal 2020.

    When you request Report 158, you will receive a printout listing any exceptions (i.e. leave activity still in requested status). If any of the leave activity in requested status was Vacation Leave (VCT), Sick Leave (SLT), Sick Awarded (SAT), leave transferred in or out, or records with a leave reason of ‘OHOL’, then your rollover fails and requires Report 158 to be run again. A printed message appears on Report 158 indicating if the rollover was successful or failed:

    ** LEAVE ROLLOVER TO FISCAL YEAR 2020 WAS SUCCESSFUL or
    ** LEAVE ROLLOVER TO FISCAL YEAR 2020 FAILED.

    If it fails, correct all leave in requested status and rerun Report 158. If exceptions are identified, resolve them by rerunning Report 196. Month-end leave accounting reports for August and Report 574 should also be rerun.
HSRPT/HNKLA Agency
  1. Establish parameters to run the Employee Excess Vacation Leave (Report 567) using the LA PROCESS DATE field of 09/30/2019 for fiscal 2020. This report can run the same night as Leave Rollover Exception Listing (Report 158).
 HNKLA Agency
  1. Verify rollover results using the Employee Excess Vacation Leave (Report 567), HMCU1, HM8U2 and HMOU2 for fiscal 2020.
 HMCU1 HM8U2 HMOU2 Agency
  1. Establish Parameters for posting September Monthly Accrual Process (Report 156) using the LA Process date as 09/30/2019.
 HSRPT/HNKLA Agency
Note: Do not post September accruals until the assignment rollover is complete.
 
  1. Continue with September leave actions.
    
Note: Report 158 must be run prior to the calendar year-end split.
9 Rollover Military Leave (if applicable)
The Military Rollover Exception (Report 598) will create HM8U2 (Leave Balance Inquiry) records with the carry forward balance for military leave. Report 598 produces output indicating the federal fiscal year rollover was either successfully completed or that errors occurred and updates the new Military Fiscal Year. This report must be run between Oct. 1 – Dec. 31 and only after September accruals and leave transactions have been completed. HNKLA Agency