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USPS Fiscal Year-End Close Manual
Leave Accounting Rollover

USPS Leave Accounting Year-End Close Schedule for 2021

Step Event Screen Responsibility
1 After all accruals and data entry for July 2021 leave accounting have been processed and verified, establish parameters to process Report 563 – Employee Leave Balances to report balances for vacation, sick leave, overtime, comp and holiday comp. HNKLA requires the LA Process date of 07/31/2021 (EOM). This report identifies employees that owe optional holidays as of 07/31/2021. HSRPT/HNKLA Agency
2 Establish parameters to process Report 156 – Monthly Accrual for August by entering an LA Process date of 08/31/2021. On the same night, request Report 565 – Leave Accrued, which reports the amount of vacation and sick leave accrued for August. HSRPT/HNKLA Agency
3 The August Report 196 – Post Pending Leave and Posting Exception 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 in 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 was 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. Report 053 – Adjusted Leave Accrued 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. Report 597 – Time Forfeiture forfeits aged comp and holiday comp, and it warns of forfeitures to occur within 90 days. (LA PROCESS DATE field set to 08/31/2021.)
HNKLA Agency
  1. Report 569 – Projected Annual Leave To Be Converted to Sick Leave at Fiscal Year-End 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 08/31/2021.)
HNKLA Agency
  1. Report 537 – Employee Leave Summary reports monthly leaves balances and activity for each employee. (LA PROCESS DATE field set to 08/31/2021.)
HNKLA Agency
6 After completing the above reports, run the month-end reports.
  1. Report 199 – FLSA OT/COMP Time Activity reports overtime and comp time activity for the month. (END DATE field set to 08/31/2021.)
HSRPT/HNKLA Agency
  1. Report 561 – Sick Pool Balance reports sick leave pool activity for the month. (Start date and end date set to 08/01/2021 and 08/31/2021, respectively.)
HNKLA Agency
  1. Report 563 – Employee Leave Balances reports balances for vacation, sick leave, overtime, comp and holiday comp. This report provides a final balance snapshot for fiscal 2021. (LA PROCESS DATE field set to 08/31/2021.)
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

Report 574 – Compensable Leave 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 Report 158 – Leave Rollover Exception Listing using the LA PROCESS DATE field as 09/30/2021 for fiscal 2022.

    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 2022 WAS SUCCESSFUL
    – or –
    ** LEAVE ROLLOVER TO FISCAL YEAR 2022 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 Report 567 – Employee Excess Vacation Leave using the LA PROCESS DATE field of 09/30/2021 for fiscal 2022. This report can run the same night as Report 158 – Leave Rollover Exception Listing.
HNKLA Agency
  1. Verify rollover results using Report 567 – Employee Excess Vacation Leave, HMCU1, HM8U2 and HMOU2 for fiscal 2022.
HMCU1 HM8U2 HMOU2 Agency
  1. Establish parameters for posting the September Report 156 – Monthly Accrual Process using the LA process date of 09/30/2021.
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 before the calendar year-end split.
9 Roll over military leave (if applicable)
Report 598 – Military Rollover Exception 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 and Dec. 31 and only after September accruals and leave transactions have been completed. HNKLA Agency