USPS Fiscal Year-End Close Manual –
Leave Accounting Rollover
USPS Leave Accounting Year-End Close Schedule for 2021
Step | Event | Screen | Responsibility |
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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.) |
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4 | Complete all August leave transactions. | ||
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HM9U1 | Agency | |
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HM9U1 | Agency | |
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HM9U1 | Agency | |
5 | Run the following reports after entering the employees' activity for the month: | ||
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HSRPT/HNKLA | Agency | |
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HNKLA | Agency | |
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HNKLA | Agency | |
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HNKLA | Agency | |
6 | After completing the above reports, run the month-end reports. | ||
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HSRPT/HNKLA | Agency | |
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HNKLA | Agency | |
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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. |
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8 | Establish parameters to run the leave accounting rollover. | ||
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HSRPT/HNKLA | Agency | |
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HNKLA | Agency | |
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HMCU1 HM8U2 HMOU2 | Agency | |
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HSRPT/HNKLA | Agency | |
Note: Do not post September accruals until the assignment rollover is complete. |
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Note: Report 158 must be run before the calendar year-end split. |
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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 |