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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

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Establish Parameters to Run the Employee Leave Balances (563) Report

Run the Employee Leave Balances (Report 563) before the August payroll to determine which employees have not made up optional holidays taken during fiscal 2019. Any employee with hours indicated in the optional holiday owed column has taken optional holiday hours that have not been made up.

Screen:

HNKLA (Leave Accounting Report Requests and Flags)

Key Field:

AGENCY

  GU    OOXXX                                                        ON HNKLA
    
                 LEAVE ACCOUNTING REPORT REQUESTS AND FLAGS --                    
                                                                                  
 R   AGENCY---->    00XXX                    
                                                                                  
    LA PROCESS DATE---> 07/31/2019         LAST 156 ACCR DT--> 07/01/2019 
    START DATE--------> 08/01/2019         END DATE----------> 08/31/2019 
    LA WARRANT START--> 00/00/0000         LA WARRANT END----> 00/00/0000 
                                                                                  
    EMPLOYEE LEAVE SUMMARY-------537-> _   PROJ LEAVE CONVERTED TO SICK-569-> _ 
    PAYMENT AUDIT REPORT---------557-> _   EMPLOYEE FMLA LEAVE----------573-> _ 
    SICK LEAVE POOL ACTIVITY-----561-> _   COMPENSABLE LEAVE REPORT-----574-> _ 
    EMPLOYEE LEAVE BALANCES------563-> Y   PAYROLL INTERFACE------------594-> _ 
    EMPLOYEE LEAVE ACCRUED-------565-> _   PAYROLL RECONCILIATION-------595-> _ 
    EMPLOYEE EXCESS VACATION-----567-> _   TIME FORFEITURE REPORT-------597-> _ 
                                                                                  
    REPORT FISCAL YEAR--->   2019          LA SYSTEM FLAG------> 1          
    MILITARY FISCAL YEAR---> 2019          FMLA SYSTEM FLAG----> 3          
                                                                                  
                                       MM/DD/YYYY  09:12:53   M3LL PARJ ____      

Action:

  1. Access HNKLA.
  2. Enter R in the SUBCOMMAND field
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • LA PROCESS DATE (REQUIRED)
      Enter 07/31/2019 (the last day of the current leave accounting month).
    • REPORT FISCAL YEAR (REQUIRED)
      Enter 2019 (the current fiscal year).
    • EMPLOYEE LEAVE BALANCES (563) (REQUIRED)
      Enter Y.
  4. Press Enter to process the transaction.

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Establish Date Parameters for the Vacation and Sick Leave Accrual Exceptions (156) Report

This report accrues sick and vacation leave for all active employees who are not on a leave without pay (LWOP) status.

Screen:

HSRPT (Standard Report Request)

Key Field:

AGENCY

  GU    00XXX                                                          ON HSRPT 
                                                                                
                    --------STANDARD REPORT REQUEST---------                    
I   AGENCY---> 00XXX PAGE NUMBER--> 00000 
                                                                                
                                                                                
           R      O     O     O     O     O     O     O     O     O     O       
 CYCLE TRN I  RPT C RPT C RPT C RPT C RPT C RPT C RPT C RPT C RPT C RPT C       
  000  RPT 1  156 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 
  000  RPT 0  000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0       
  000  RPT 0  000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0       
  000  RPT 0  000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0       
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 A287W-NO RECORD/S FOUND                                                        
                                       MM/DD/YYYY  14:53:28   M3LL PARJ ____    

Action:

  1. Access HSRPT.
  2. Enter I in the SUBCOMMAND field
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • RI (REQUIRED)
      Enter 1.
    • RPT (REQUIRED)
      Enter 156.
  4. Press Enter to process the transaction.

Note: You will not be able to run Report 156 to post accruals for September until after you run report 158, Leave Accounting Rollover.

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Establish Parameters to Run the Leave Accrued (565) Report

Run Report 565 to review the vacation and sick leave year-to-date balances and hours accrued in the current leave accounting month and assure that employees received the proper accruals. This report may be run the same day as Report 156.

Screen:

HNKLA (Leave Accounting Report Requests and Flags)

Key Field:

AGENCY

   GU    OOXXX                                                       ON HNKLA
                                                           
                   LEAVE ACCOUNTING REPORT REQUESTS AND FLAGS -- 
                                                                 
 R   AGENCY---->    00XXX 
                                                               
    LA PROCESS DATE---> 08/31/2019         LAST 156 ACCR DT--> 07/01/2019 
    START DATE--------> 08/01/2019         END DATE----------> 08/31/2019 
    LA WARRANT START--> 00/00/0000         LA WARRANT END----> 00/00/0000 
                                                                                  
    EMPLOYEE LEAVE SUMMARY-------537-> _   PROJ LEAVE CONVERTED TO SICK-569-> _ 
    PAYMENT AUDIT REPORT---------557-> _   EMPLOYEE FMLA LEAVE----------573-> _ 
    SICK LEAVE POOL ACTIVITY-----561-> _   COMPENSABLE LEAVE REPORT-----574-> _ 
    EMPLOYEE LEAVE BALANCES------563-> _   PAYROLL INTERFACE------------594-> _ 
    EMPLOYEE LEAVE ACCRUED-------565-> Y   PAYROLL RECONCILIATION-------595-> _ 
    EMPLOYEE EXCESS VACATION-----567-> _   TIME FORFEITURE REPORT-------597-> _ 
                                                                                  
    REPORT FISCAL YEAR--->   2019          LA SYSTEM FLAG------> 1          
    MILITARY FISCAL YEAR---> 2019                                              
                                       MM/DD/YYYY  09:12:53   M3LL PARJ ____ 
 

Action:

  1. Access HNKLA.
  2. Enter R in the SUBCOMMAND field
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • LA PROCESS DATE (REQUIRED)
      Enter 08/31/2019 (the last day of the current leave accounting month).
    • REPORT FISCAL YEAR (REQUIRED)
      Enter 2019 (the current fiscal year).
    • EMPLOYEE LEAVE ACCRUED (565) (REQUIRED)
      Enter Y.
  4. Press Enter to process the transaction.
  5. Set up parameters for Report 156 on the Standard Report Request (HSRPT) screen.

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Establish Date Parameters to Run the Posting (196) Report

This report posts future-dated leave transactions entered on HM9U1. The system posts leave (update balance information) taken prior to or within the current leave accounting month. Future-dated leave may be forced to post once the leave start date falls within the current leave accounting month. Run this report the day after running Report 156.

Screen:

HNKLA (Leave Accounting Report Requests and Flags)

Key Field:

AGENCY

  GU    OOXXX __________________________________________________    ON HNKLA
  
             LEAVE ACCOUNTING REPORT REQUESTS AND FLAGS --                   
                                                                                
R__ AGENCY---->   00000 
                                                                                
    LA PROCESS DATE---> 08/31/2019         LAST 156 ACCR DT--> 08/01/2019 
    START DATE--------> 08/01/2019         END DATE----------> 08/31/2019 
    LA WARRANT START--> 00/00/0000         LA WARRANT END----> 00/00/0000 
                                                                                
    EMPLOYEE LEAVE SUMMARY-------537-> _   PROJ LEAVE CONVERTED TO SICK-569-> _ 
    PAYMENT AUDIT REPORT---------557-> _   EMPLOYEE FMLA LEAVE----------573-> _ 
    SICK LEAVE POOL ACTIVITY-----561-> _   COMPENSABLE LEAVE REPORT-----574-> _ 
    EMPLOYEE LEAVE BALANCES------563-> _   PAYROLL INTERFACE------------594-> _ 
    EMPLOYEE LEAVE ACCRUED-------565-> _   PAYROLL RECONCILIATION-------595-> _ 
    EMPLOYEE EXCESS VACATION-----567-> _   TIME FORFEITURE REPORT-------597-> _ 
                                                                                
    REPORT FISCAL YEAR--->   2019          LA SYSTEM FLAG------> 1        
    MILITARY FISCAL YEAR---> 2019          FMLA SYSTEM FLAG----> 3        
                                                                                
                                       MM/DD/YYYY  09:12:53   M3LL PARJ ____    

Action:

  1. Access HNKLA.
  2. Enter R in the SUBCOMMAND field
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • LA PROCESS DATE (REQUIRED)
      Enter 08/31/2019 (the last day of the current leave accounting month).
    • REPORT FISCAL YEAR (REQUIRED)
      Enter 2019 (the current fiscal year).
  4. Press Enter to process the transaction.
  5. Set up parameters for Report 196 on the Standard Report Request (HSRPT) screen.

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Establish Parameters for the Posting (196) Report

Screen:

HSRPT (Standard Report Request)

Key Field:

AGENCY

  GU    00XXX                                                          ON HSRPT
                                                                                
                    --------STANDARD REPORT REQUEST---------                    
I   AGENCY---> 00XXX PAGE NUMBER--> 00000 
                                                                                
                                                                                
           R      O     O     O     O     O     O     O     O     O     O       
 CYCLE TRN I  RPT C RPT C RPT C RPT C RPT C RPT C RPT C RPT C RPT C RPT C       
  000  RPT 1  196 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 
  000  RPT 0  000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0       
  000  RPT 0  000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0       
  000  RPT 0  000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0       
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 A287W-NO RECORD/S FOUND                                                        
                                       MM/DD/YYYY  14:53:28   M3LL PARJ ____    

Action:

  1. Access HSRPT.
  2. Enter I in the SUBCOMMAND field
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • RI (REQUIRED)
      Enter 1.
    • RPT (REQUIRED)
      Enter 196.
  4. Press Enter to process the transaction.

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Enter Leave Transactions on the Employee Leave Request (HM9U1) Screen

Screen:

HM9U1 (Employee Leave Request)

Key Field:

AGENCY, SSN

GU    00XXX,00#########                                          ON HM9U1 
                                                                      
                   -----------EMPLOYEE LEAVE REQUEST-----------       
  AGENCY-> 00XXX             SSN-> 00#########                  
  NAME->   DOE, JANE                                  LAST ACCR DT--> 08/01/2019 
  EMPL DATE--> 09/01/2000    VAC ELIG-> 03/02/2001    TERM DT-------> 00/00/0000 
   VACATION---->    84:00    OT (AT 1.5)->  0:00    COMPENSATORY--->   40:00 
   SICK-------->    96:00    OT (AT 1.0)->  0:00    HOLIDAY COMP---->  0:00 
   SK POOL AW-->     0:00    ADMIN LV---->  0:00    OPT HOLIDAY TKN->  8:00 
   EXT SICK---->     0:00    MILITARY---->  0:00
               -------START-------          --------END--------        
      ACTY  ST DATE           TIME   LVHRS  DATE           TIME REASN OPID   C 
 I SL   T R  08/10/2019 TU ________   8:00  08/10/2019 TU  ____  _____AAA555 
 I VC   T R  08/09/2019 MO ________   8:00  08/09/2019 MO  ____  _____AAA555 


U078I-BALANCES ARE FOR FY 2019

Action:

  1. Access HM9U1.
  2. Enter I in the SUBCOMMAND field
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • SSN (KEY)
    • ACTY (REQUIRED)
      Enter the value indicating the leave action. Press F2 for values.
    • ST (REQUIRED)
      Enter R or leave this field blank.
    • START DATE (REQUIRED)
      Enter the date leave was taken in the month of August (for example: 08/XX/2019).
    • LVHRS (REQUIRED)
      Enter the number of hours and minutes to be adjusted.
    • END DATE (REQUIRED)
      Enter the date the leave ended. This date must be in the same month as the leave start date (for example, 08/XX/2019).
    • REASON (OPTIONAL OR REQUIRED DEPENDING ON LEAVE TYPE)
      Enter a valid reason for the leave activity. Press F2 twice for valid values (Decode Table 830).
  4. Press Enter to process the transaction.

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Adjust Optional Holiday Hours

It is the agency’s responsibility to determine how to handle any Optional Holiday-taken balances that have not been made up. Three possible options are:

Regardless of the option chosen, adjust the employee’s leave record by entering a leave transaction on the Employee Leave Request (HM9U1) screen. In order for the adjustments to zero out the optional holiday-taken balance, enter OHOL (optional holiday optional leave) in the REASON CODE field.

Choose from the following transactions to adjust the employee’s optional holiday-taken balance. The first three actions also adjust the employee’s corresponding leave balance. The last action adjusts the employee’s pay.

  • Decrease the employee’s holiday compensatory time balance (HCL). This method is preferable. A positive holiday compensatory time balance indicates that the employee has worked on a standard state holiday. However, the positive balance has not been applied to the optional holiday taken balance.
  • Decrease the employee’s compensatory time (CTL) balance.
  • Decrease the employee’s vacation time (VCL) balances.
  • Recoup the overpayment with Deduction 49 or net personal payment, or reduce gross pay (see Employees Who Owe for Optional Holidays for more information).

Note: Fiscal 2019 leave accounting transactions can be inserted, changed or cancelled after the rollover, but not deleted. If an employee has a VCC and SLC, then an LOA is required to insert the change or cancel any vacation leave. An LOA may also be required if sick leave pool activity or an entry with OHOL reason code is needed in the prior fiscal year. If changing or canceling a VCT entry on HM9U1 causes the employee’s leave balance to exceed the maximum carry forward amount in the current fiscal year, an LOA is required.

Note: If the recoupment method is used, the appropriate payroll transaction must be made. (See the instructions in Employees Who Owe for Optional Holidays for instructions on employees who owe for optional holidays.) Because this is an adjustment to fiscal 2019, it must be done on a fiscal 2019 payroll prior to the rollover process.

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Enter Leave Transactions on the Employee Leave Request (HM9U1) Screen to Adjust Optional Holidays

Screen:

HM9U1 (Employee Leave Request)

Key Field:

AGENCY, SSN

GU    00XXX,00#########                                          ON HM9U1
                                                               
                  -----------EMPLOYEE LEAVE REQUEST----------- 
  AGENCY-> 00XXX             SSN-> 00#########              
  NAME->   DOE, JANE                                LAST ACCR DT->  08/01/2018  
  EMPL DATE--> 09/01/2000    VAC ELIG-> 03/02/2001  TERM DT-------> 00/00/0000 
   VACATION---->    76:00    OT (AT 1.5)->  0:00    COMPENSATORY---->     40:00 
   SICK-------->    88:00    OT (AT 1.0)->  0:00    HOLIDAY COMP---->     0:00 
   SK POOL AW-->     0:00    ADMIN LV---->  0:00    OPT HOLIDAY TKN->     8:00 
                             MILITARY---->  0:00
               -------START-------          --------END-------- 
      ACTY  ST DATE           TIME   LVHRS  DATE           TIME REASN OPID   C 
I VC  L  R  08/31/2019 MO ________   8:00  08/31/2019 MO  ____  OHOL_ _____  


U078I-BALANCES ARE FOR FY 2019

Action:

  1. Access HM9U1.
  2. Enter I in the SUBCOMMAND field
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • SSN (KEY)
    • ACTY (REQUIRED)
      Enter the value indicating the leave action.
      Code Description
      VCL Vacation lost
      CTL Compensatory time lost
      HCL Holiday compensation lost
      LWD Leave without pay dock (if balances are zero)
    • ST (REQUIRED)
      Enter R or leave this field blank.
    • START DATE (REQUIRED)
      Enter 08/31/2019.
    • LVHRS (REQUIRED)
      Enter the number of hours and minutes to be adjusted.
    • END DATE (REQUIRED)
      Enter 08/31/2019.
    • REASON (REQUIRED)
      Enter OHOL.
  4. Press Enter to process the transaction.

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Establish Parameters for the Compensable Leave (574) Report

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, Basic Financial Statements—and Management’s Discussion and Analysis—for State and Local Governments, 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 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 Report 574 is necessary for the agency in preparing its annual financial report. The detailed 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 hours and dollars) 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, SSN, name and, for both the beginning and end of the fiscal year, the salary/hourly rate, along with any salary/hourly rate change.

All leave accounting activity for the fiscal year must be completed before requesting this report.

Screen:

HNKLA (Leave Accounting Report Requests and Flags)

Key Field:

AGENCY

   GU    OOXXX                                                      ON HNKLA
   
                 LEAVE ACCOUNTING REPORT REQUESTS AND FLAGS --                    
                                                                                  
 R__ AGENCY---->   00000 
                                                                                  
     LA PROCESS DATE---> 08/31/2019       LAST 156 ACCR DT--> 08/01/2019 
     START DATE--------> 08/01/2019       END DATE----------> 08/31/2019 
     LA WARRANT START--> 00/00/0000       LA WARRANT END----> 00/00/0000 
                                                                               
     EMPLOYEE LEAVE SUMMARY-------537-> _ PROJ LEAVE CONVERTED TO SICK-569-> _ 
     PAYMENT AUDIT REPORT---------557-> _ EMPLOYEE FMLA LEAVE----------573-> _ 
     SICK LEAVE POOL ACTIVITY-----561-> _ COMPENSABLE LEAVE REPORT-----574-> Y 
     EMPLOYEE LEAVE BALANCES------563-> _ PAYROLL INTERFACE------------594-> _ 
     EMPLOYEE LEAVE ACCRUED-------565-> _ PAYROLL RECONCILIATION-------595-> _ 
     EMPLOYEE EXCESS VACATION-----567-> _ TIME FORFEITURE REPORT-------597-> _ 
                                                                                  
    REPORT FISCAL YEAR--->   2019         LA SYSTEM FLAG------> 1 
    MILITARY FISCAL YEAR---> 2019         FMLA SYSTEM FLAG----> 3 
                                                                        
                                        MM/DD/YYYY  09:12:53   M3LL PARJ ____

Action:

  1. Access HNKLA.
  2. Enter R in the SUBCOMMAND field
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • LA PROCESS DATE (REQUIRED)
      Enter 08/31/2019 (the last day of the fiscal year).
    • REPORT FISCAL YEAR (REQUIRED)
      Enter 2019 (the current fiscal year).
    • COMPENSABLE LEAVE REPORT (574) (REQUIRED)
      Enter Y
  4. Press Enter to process the transaction.

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USPS Fiscal Year-End Leave Accounting Pre-Roll Checklist

After entering HM9U1 transactions and running reports, the following reports should have been processed or run at least once.

Note: If corrections were made, reports may need to run again.

___ Accruals for August Monthly Accrual (Report 156) has run.

___ If future-dated leave was entered prior to the August posting of accruals, the Post Pending Leave and Post Exception (Report 196) has run.

___ All August leave activity has been entered and confirmed on HM9U1.

___ Any Optional Holiday transactions have been entered and confirmed on HM9U1.

___ The following reports were run and re-run as necessary:

  • Hourly Adjustment Process for Actual Time Worked (Report 053) – for hourly employees
  • Time Forfeiture (Report 597)
  • Projected Annual Leave to be Converted to Sick Leave At Fiscal Year-End (Report 569)
  • Employee Leave Summary (Report 537)
  • FLSA OT/COMP Time Activity (Report 199)
  • Sick Leave Pool Activity (Report 561)
  • Employee Leave Balances (Report 563)

___ Compensable Leave (Report 574) has run (all agencies use this to report liability on agency’s annual financial report).

___ Month-End Clears were requested and processed only after all month-end and year-end reports were completed and verified.

Once the Leave Accounting Pre-Roll Checklist is complete, establish parameters to run the leave accounting rollover.

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Establish Date Parameters to Run the Leave Exception Listing Rollover (158) Report

The Leave Rollover Exception Listing (Report 158) is a USPS leave accounting module batch process that produces a report listing exceptions that occurred during rollover, and indicates when the rollover is successful or when it fails. Report 158 incorporates all employee records on the leave balance table and uses them to perform the following:

  • Automatically carry forward FLSA overtime, sick leave, sick pool awarded, extended sick leave, wellness leave, fitness leave, state compensatory time, administrative leave, holiday compensatory time and the maximum allowable vacation leave.
  • Credit excess vacation hours to the employee’s sick leave balance.
  • Roll sick leave pool balance from fiscal 2019 as the beginning balance for fiscal 2020.
  • Change sick leave pool amounts to zeros for the CONTRIBUTED, AWARDED, RETURNED and RECLAIMED fields.

Note: If your agency manually accrues, an LOA must be sent to your agency’s USPS representative prior to running Report 158 to change the LAST 156 ACCR DT field to 08/01/2019.

Screen:

HNKLA (Leave Accounting Report Requests and Flags)

Key Field:

AGENCY

   GU    OOXXX                                                      ON HNKLA
    
              LEAVE ACCOUNTING REPORT REQUESTS AND FLAGS --                   
                                                                                  
  R__AGENCY---->   OOXXX 
                                                                                  
     LA PROCESS DATE---> 09/30/2019       LAST 156 ACCR DT--> 08/01/2019 
     START DATE--------> 09/01/2019       END DATE----------> 09/30/2019        
     LA WARRANT START--> 00/00/0000       LA WARRANT END----> 00/00/0000        
                                                                                  
     EMPLOYEE LEAVE SUMMARY-------537-> _ PROJ LEAVE CONVERTED TO SICK-569-> _  
     PAYMENT AUDIT REPORT---------557-> _ EMPLOYEE FMLA LEAVE----------573-> _  
     SICK LEAVE POOL ACTIVITY-----561-> _ COMPENSABLE LEAVE REPORT-----574-> _  
     EMPLOYEE LEAVE BALANCES------563-> _ PAYROLL INTERFACE------------594-> _  
     EMPLOYEE LEAVE ACCRUED-------565-> _ PAYROLL RECONCILIATION-------595-> _  
     EMPLOYEE EXCESS VACATION-----567-> _ TIME FORFEITURE REPORT-------597-> _  
                                                                                  
    REPORT FISCAL YEAR--->   2020         LA SYSTEM FLAG------> 1 
    MILITARY FISCAL YEAR---> 2019         FMLA SYSTEM FLAG----> 3 
                                                                                  
                                        MM/DD/YYYY  09:12:53   M3LL PARJ ____     

Action:

  1. Access HNKLA.
  2. Enter R in the SUBCOMMAND field
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • LA PROCESS DATE (REQUIRED)
      Enter 09/30/2019 (the last day of the current leave accounting month).
    • REPORT FISCAL YEAR (REQUIRED)
      Enter 2020 (the new fiscal year).
  4. Press Enter to process the transaction.
  5. Set up parameters on the HSRPT screen for Report 158.

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Establish Parameters for the Leave Rollover Exception Listing (158) Report

Screen:

HSRPT (Standard Report Request)

Key Field:

AGENCY

  GU    00XXX                                                     ON HSRPT
                                                                                
                    --------STANDARD REPORT REQUEST---------                    
I   AGENCY---> 00XXX PAGE NUMBER--> 00000 
                                                                                
                                                                                
           R      O     O     O     O     O     O     O     O     O     O       
 CYCLE TRN I  RPT C RPT C RPT C RPT C RPT C RPT C RPT C RPT C RPT C RPT C       
 000  RPT 1  158 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 
 000  RPT 0  000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0        
 000  RPT 0  000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0        
 000  RPT 0  000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0 000 0        
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
A287W-NO RECORD/S FOUND                                                         
                                       MM/DD/YYYY  14:53:28   M3LL PARJ ____    

Action:

  1. Access HSRPT.
  2. Enter I in the SUBCOMMAND field
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • RI (REQUIRED)
      Enter 1.
    • RPT (REQUIRED)
      Enter 158.
  4. Press Enter to process the transaction.

    Note: When Report 158 has run successfully and is requested again, you will receive a message indicating Report 158 was already run. If Report 158 failed, you need to make corrections to appropriate leave records and run the report again.

    Note: This report must be run after all August transactions and reports have been completed but prior to the calendar year-end split.

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Establish Parameters to Run the Fiscal Year End Employee Excess Vacation Leave (567) Report

The Employee Excess Vacation Leave (567) Report shows the vacation hours that were converted to sick hours. This report may be run the same day as Report 158.

Screen:

HNKLA (Leave Accounting Report Requests and Flags)

Key Field:

AGENCY

   GU    OOXXX                                                 ON HNKLA
                 LEAVE ACCOUNTING REPORT REQUESTS AND FLAGS --                  
                                                                                
R__ AGENCY---->   00000 
                                                                                
    LA PROCESS DATE---> 09/30/2019       LAST 156 ACCR DT--> 08/01/2019 
    START DATE--------> 09/01/2019       END DATE----------> 09/30/2019       
    LA WARRANT START--> 00/00/0000       LA WARRANT END--->  00/00/0000       
                                                                                
    EMPLOYEE LEAVE SUMMARY-------537-> _ PROJ LEAVE CONVERTED TO SICK-569-> _ 
    PAYMENT AUDIT REPORT---------557-> _ EMPLOYEE FMLA LEAVE----------573-> _ 
    SICK LEAVE POOL ACTIVITY-----561-> _ COMPENSABLE LEAVE REPORT-----574-> _ 
    EMPLOYEE LEAVE BALANCES------563-> _ PAYROLL INTERFACE------------594-> _ 
    EMPLOYEE LEAVE ACCRUED-------565-> _ PAYROLL RECONCILIATION-------595-> _ 
    EMPLOYEE EXCESS VACATION-----567-> Y TIME FORFEITURE REPORT-------597-> _ 
                                                                                
    REPORT FISCAL YEAR--->   2020         LA SYSTEM FLAG------> 1         
    MILITARY FISCAL YEAR---> 2019         FMLA SYSTEM FLAG----> 3         
                                                                                
                                       MM/DD/YYYY  09:12:53   M3LL PARJ ____    

Action:

  1. Access HNKLA.
  2. Enter R in the SUBCOMMAND field
  3. Enter the following fields as required:
    • LA PROCESS DATE (REQUIRED)
      Enter 09/30/2019 (the last day of the current leave accounting month).
    • REPORT FISCAL YEAR (REQUIRED)
      Enter 2020 (the new fiscal year).
    • EMPLOYEE EXCESS VACATION (567) (REQUIRED)
      Enter Y.
  4. Press Enter to process the transaction.

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USPS Fiscal Year-End Close Leave Accounting Post-Roll Checklist

___ Report 567 was generated to confirm that excess vacation hours were converted to sick leave hours.

___ Fiscal 2020 records were created on HMCU1 (Employee Leave Accruals). ACCRUAL FLAG, VACATION and SICK fields are blank.

___ Fiscal 2020 records were created on HM8U2 (Leave Balance Inquiry). Fiscal 2019 balances for vacation, sick, extended sick leave, wellness, fitness, overtime, compensatory (comp), administrative leave and holiday comp have carried forward to the AVAILABLE BALANCE and the BEGIN-YEAR BALANCE fields. The other fields have a zero balance, unless vacation time was converted to sick leave, and the hours converted appear in the VACATION TIME LOST and SICK TIME EARNED fields.

___ On HMOU2, carrying forward the sick leave pool balance and available balance from fiscal 2019 created fiscal 2020 records. The other fields have a zero balance.

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Run the Military Rollover Exception Listing (598) Report

(Federal Fiscal Year End Rollover)

If your agency had employees who used military leave in the current fiscal year, you will need to run Report 598.

This report should only be run after all September leave entries and accruals have been completed. HNKLA will display the option to run Report 598 from Oct. 1 – Dec. 31. The option will be removed after a successful military rollover.

Report 598 will create HM8U2 records with the carry-forward balance for military leave and HM9U1 records for military leave lost. The report will produce an output indicating the federal fiscal year rollover was successfully completed or errors occurred. The Military Fiscal Year 2019 field on HNKLA will update to the new Military Fiscal Year 2020 when report 598 is run.

The Leave Report Options (HPRLA) screen can be used to mask the Social Security number.

Screen:

HNKLA (Leave Accounting Report Requests and Flags)

Key Field:

AGENCY

   GU    OOXXX __________________________________________________  __ON HNKLA
  
                 LEAVE ACCOUNTING REPORT REQUESTS AND FLAGS                   
                                                                              
R__ AGENCY---->   00XXX 
                                                                              
    LA PROCESS DATE---> 09/30/2019         LAST 156 ACCR DT--> 09/01/2019     
    START DATE--------> 09/01/2019         END DATE----------> 09/30/2019     
    LA WARRANT START--> 00/00/0000         LA WARRANT END----> 00/00/0000     
                                                                              
    EMPLOYEE LEAVE SUMMARY-----537-> _   PROJ LEAVE CONVERTED TO SICK-569-> _ 
    PAYMENT AUDIT REPORT-------557-> _   EMPLOYEE FMLA LEAVE----------573-> _ 
    SICK LEAVE POOL ACTIVITY---561-> _   COMPENSABLE LEAVE REPORT-----574-> _ 
    EMPLOYEE LEAVE BALANCES----563-> _   PAYROLL INTERFACE------------594-> _ 
    EMPLOYEE LEAVE ACCRUED-----565-> _   PAYROLL RECONCILIATION-------595-> _ 
    EMPLOYEE EXCESS VACATION---567-> _   TIME FORFEITURE REPORT-------597-> _ 
                                         MILITARY LEAVE ROLLOVER------598-> Y
                                       
    REPORT FISCAL YEAR---> 2020          LA SYSTEM FLAG------> 1 
    MILITARY FISCAL YEAR-> 2019          FMLA SYSTEM FLAG----> 3 

Action:

  1. Access HNKLA.
  2. Enter R in the SUBCOMMAND field
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • LA PROCESS DATE (REQUIRED)
      Enter the last day of the current leave accounting month
    • MILITARY LEAVE ROLLOVER (REQUIRED)
      Enter Y.
  4. Press Enter to process the transaction.

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Samples of Reports

    REPORT:   158                             UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM                             PAGE:     1 
    AGENCY:   XXX                                 XX XXX XXX XXXXXX XXXXXXX XXXX X XXX                           RUN DATE: MM/DD/YYYY 
                                                   LEAVE ROLLOVER EXCEPTION LISTING                              RUN TIME: 14:12:05 
                                                                                                                            
                                                                                        TERM       EMP                      
  EMP SSN      EMPLOYEE NAME                   ORGANIZATION  ACTY ST START DATE  HOURS  DATE      STATUS EXCEPTION REASON   
                                                                                                                            
 

 **LEAVE ROLLOVER TO FISCAL YEAR 2020 WAS SUCCESSFUL    
    REPORT:   158                             UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM                             PAGE:     1 
    AGENCY:   XXX                                  XX XXX XXX XXXXXX XXXXXXX XXXX X XXX                          RUN DATE: MM/DD/YYYY 
                                                   LEAVE ROLLOVER EXCEPTION LISTING                              RUN TIME: 16:32:09 
                                                                                                                          
                                                                                        TERM       EMP                    
  EMP SSN      EMPLOYEE NAME                   ORGANIZATION  ACTY ST START DATE  HOURS  DATE      STATUS EXCEPTION REASON 
                                                                                                                          
 XXX-XX-XXXX   XXXXX, XXXXXXXXX                38010000000   HC T  R 07/01/2019    2:00             01     
 XXX-XX-XXXX   XXXXXXXXX, XXXXXXXX XXXX        16010000000   VC T  R 02/01/2019  132:00             01   MUST BE POSTED BEFORE ROLL 
 XXX-XX-XXXX   XXXXXXX, XXXXXXXXXXXX           02000401400   SL T  R 02/01/2019  242:00             01   MUST BE POSTED BEFORE ROLL 
 XXX-XX-XXXX   XXXXXXX, XXXXXXXXXXXX           00080300100   CT E  R 07/01/2019    8:00             01    
 XXX-XX-XXXX   XXXXXXXXX, XXXXXXXX             14000200400   VC T  R 02/01/2019   40:00             01   MUST BE POSTED BEFORE ROLL 
 XXX-XX-XXXX   XXXX, XXXXXXX                   06000100455   HC E  R 02/01/2019    2:30             01    

 ** LEAVE ROLLOVER TO FISCAL YEAR 2020 FAILED    
    REPORT:   598                             UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM                             PAGE:     1 
    AGENCY:   XXX                                 XX XXX XXX XXXXXX XXXXXXX XXXX X XXX                           RUN DATE: MM/DD/YYYY 
                                                  MILITARY ROLLOVER EXCEPTION LISTING                            RUN TIME: 14:12:05 
                                                                                                                          
                                                                                        TERM       EMP                    
  EMP SSN      EMPLOYEE NAME                   ORGANIZATION  ACTY ST START DATE  HOURS  DATE      STATUS EXCEPTION REASON 
                                                                                                                          
 

 **MILITARY LEAVE ROLLOVER TO FISCAL YEAR 2020 WAS SUCCESSFUL 

Standard Leave Accounting Reports 196, 199, 537, 563, 565, 567, 569, 574 and 597 are found in the USPS Reports Guide.

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