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USPS Fiscal Year-End Close Manual
Employees Who Owe for Optional Holidays

Overview

Optional holidays are determined by the Texas Legislature for each fiscal year. If an employee has taken an optional holiday and not repaid it, then the employee owes that time at fiscal year-end. Three options exist for recouping the overpayment of compensation if an employee’s obligation has not been fulfilled.

Option One:

The agency may collect a payment from the employee for the net difference of the overpayment. This should be calculated at the rate of pay for the payroll period in which the hours were taken. The agency must deposit the overpayment into the state treasury and then process a return money transaction on the Employee Manual Pays 1 (HTMU1) screen to correct the employee’s accumulators/taxables.

Option Two:

The agency may, after following the agency’s procedures for recouping overpayments, reduce the employee’s compensation for the net overpayment for the period in which the time was taken by using Deduction 49. Using this deduction will reduce the employee’s pay and no personal payment is needed from the employee. During the batch process a payment is generated and posted to Fund 9015, which is the same fund used to process returned monies. The agency must then enter an HTMU1 transaction to correct the employee's accumulators/taxables.

Option Three:

The agency may follow the procedures for a reduction of the gross pay of an employee for an overpayment of regular hours from a prior pay period by entering the transaction on the HUAU1 screen.

This chapter details the procedures for the options of recouping an overpayment.

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Option 1: Net Overpayment Received from the Employee

Follow these steps if the employee elects to repay the net difference of the overpayment.

Action:

  1. Calculate the net amount of the overpayment of compensation to the employee. The employee must then write a check for the net amount overpaid.
  2. Deposit the employee’s overpayment check into the state’s treasury, using transaction code 188, PCA 99915, comptroller object 3790, Appropriation 07738 and Agency Fund 9015.
    Note: This step (an overnight process) must be completed before proceeding to the next step.
  3. Set up the returned monies transaction on the HTMU1 screen after the deposit has posted to Fund 9015.
    Note: The transaction will update accumulators on the night entered, but the transaction will go to the pending file and will not post to history until a final payroll is processed.

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Option 2: Deduction 49 for Overpaid Employee

Follow these steps if the net difference of the overpayment is to be deducted from the employee’s pay using Deduction 49.

Screen:

HØZUC (Employee Deductions)

Key Fields:

AGENCY, EMPLOYEE SSN, DEDUCTION NO

> GU      AGY,00000000000,049                                         ON HØZUC 
                                                                               
                    ---------EMPLOYEE DEDUCTIONS------------                   
                                                                               
    AGENCY---> 00AGY  EMPLOYEE SSN------> 00000000000 ORG CODE--> 00000000000  
    NAME-> LAST NAME, FIRST                                                   
                                                                               
   NO   NAME  CALC G/N FR    AMOUNT  START DATE   NO. DAYS UTILITY     MTD     
              CAT PRI       PERCENT    END DATE   GOAL AMT             YTD     
                                                                               
I  49 PR-DEBT  96   2  09  00100.00  08/01/20XX     000    0000100 0000000.00  
                5   1      0000.000  00/00/0000     100.00         0000000.00  




                                                                               
                                                                               
                                      MM/DD/YYYY  13:42:35 1 M3LL PARJ ____    

Action:

  1. Access HØZUC.
  2. Enter I in the SUBCOMMAND field.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • EMPLOYEE SSN (KEY)
    • DEDUCTION NO (KEY)
      Enter 49.
    • FR (REQUIRED)
      Enter 09.
    • AMOUNT (REQUIRED)
      Enter the net amount to be deducted each pay period. This could be the total amount owed or an agreed upon monthly payment amount.
    • GOAL AMT (REQUIRED)
      Enter the total overpayment amount to be collected.
  4. Press Enter to process the transaction. After the payroll is finalized, the employee’s accumulators/taxables must be corrected on the HTMU1 screen.

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Employee Accumulator Update Process

Screen:

HTMU1 (Employee Manual Pays 1)

Key Fields:

AGENCY, EMPLOYEE SSN, PAGE NUMBER

> GUH   XXX                                                           ON HTMU1 
                                                                                
                    ---------EMPLOYEE MANUAL PAYS 1---------                    
                                                                                
 __ AGENCY --> 00000 EMPLOYEE SSN-> 0000000000 - X PAGE NUMBER--> 00000         
                                                                                
 TRN  REF NO.    PYMT DT    BEG DT   END DT  REAS  OLD PMT NO  TU     NET    + Y 
 503 0220335016  050120XX  040120XX  043020XX RM   0000000001  00  00041266  -  
                                                                                
     ST/   DPT   O S     ---DATE---      HOURS  SALARY/  SU  LABOR DISTRIB      
     LOC   SEC   T H    FROM     -TO-           AMOUNT   ST       CODE       + Y 
 400 0000        0 0  00000000 00000000  00000  0081867  00                  -  
 400 0000        0 0  00000000 00000000  00000  0000000  00                     
     ST/L    FIT    OASDI    HI     SIT      DI   LOCAL  OTHER   GROSS       + Y 
 500 0000  0011169  005076 001187 00000000 00000 0000000 00000   81867       -  
                                                                                
     NO -AMT- NO -AMT- NO -AMT- NO -AMT- NO -AMT- NO -AMT- NO -AMT- NO -AMT- + Y 
 550 05 07777 25 07777 53 15392 00 00000 00 00000 00 00000 00 00000 00 00000 -  
                                                                                
   SP ST/   DPT  P SU     ---DATE---      SPPAY SP PAY  NONTX LABOR DISTRIB     
   NO LOC   SEC  I ST    FROM     -TO-    HOURS AMOUNT   AMT       CODE      + Y 
 6 00 0000       0 00  00000000 00000000  00000 0000000 00000                -  
 A287W-NO RECORD/S FOUND                                                        
                                       MM/DD/YYYY  09:43:36 1 M3LL PARJ ____  

Action:

  1. Access HTMU1.
  2. Enter I in the SUBCOMMAND field.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • EMPLOYEE SSN (KEY)
    • PAGE NUMBER (KEY)
    • 503 Transaction/Row
      • REF NO (DISPLAY)
        The system automatically generates this unique number.
      • PYMT DT (REQUIRED)
        Enter the date the payment was issued. This date cannot be in the prior calendar year.
      • BEG DT/END DT (REQUIRED)
        Enter the pay period begin and end date for the payment being adjusted.
      • REAS (REQUIRED)
        RM
      • OLD PMT NO (OPTIONAL)
        The check number being adjusted.
      • NET (REQUIRED)
        Enter the net amount of the adjustment.
      • +ADJUSTMENT INDICATOR (REQUIRED)
        Enter a negative indicator. (–)
    • 400 Transaction Row
      • SALARY/AMOUNT (REQUIRED)
        Enter the gross salary calculated for the overpayment.
      • +ADJUSTMENT INDICATOR (REQUIRED)
        Enter a negative indicator. (–)
    • 500 Transaction/Row
      • FIT (OPTIONAL)
        The amount of federal income tax to be adjusted from this payment.
      • OASDI (OPTIONAL)
        The amount of Old Age, Survivors and Disability Insurance (OASDI) to be adjusted from this payment.
      • HI (OPTIONAL)
        The amount of Hospital Insurance (HI) to be adjusted from this payment.
      • GROSS (REQUIRED)
        Enter the gross salary calculated for the overpayment.
      • +ADJUSTMENT INDICATOR (REQUIRED)
        Enter a negative indicator. (–)
    • 550 Transaction/row
      • NO (REQUIRED)
        Enter the payroll deduction number being adjusted on this payment (e.g., 05, ERS employee retirement, 025, ERS state matching retirement).
      • AMT (REQUIRED)
        Enter the deduction amount being adjusted.
      • +ADJUSTMENT INDICATOR (REQUIRED)
        Enter a negative indicator. (–)
    • 6XX Transaction/row
      • SP NO (REQUIRED)
        Enter the special pay number, if any, to be adjusted.
      • SP PAY AMOUNT (REQUIRED)
        Enter the dollar amount of the special pay.
      • +ADJUSTMENT INDICATOR (REQUIRED)
        Enter a negative indicator. (–)
  4. Press Enter to process the transaction.
  5. Access the Manual Pay Balancing (HTMMB) screen to verify the transaction is in balance. If the record does not balance, check the values in all the fields, then go to HTMU1 and make corrections. The transaction cannot be processed until it is balanced.
  6. Run a final payroll to process this transaction.

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Option 3: Reduction of Gross

Follow these steps if the reduction of the gross pay of an employee for an overpayment of regular hours is from a prior pay period.

Screen:

HUAU1

Key Fields:

AGENCY, BATCH NUMBER, PAGE NUMBER

> GUH   XXX, 0001, 0001                                                 ON HUAU1 
                                                        
                    --------STANDARD TIME REPORTING---------                    
                                                                                
 _  AGENCY --> 00XXX BATCH NUMBER--> 0001 PAGE NUMBER--> 00001                  
                                                                                
     EMPLOYEE  T TRN STATE  DEP  O S D   DATE     DATE    HOURS  RATE           
      NUMBER   C CDE LOCAL  SEC  T H E   FROM      TO            AMT            
               D                     D     (2ND LINE)  LABOR DIST CDE  ADJ AMT  
    XXXXXXXXXX X 700 0000  _____ 0 0 7 060120XX 063020XX  00800 0000000         
                                                       ______________    –   2   
                                         MM/DD/YYYY  15:38:06 1 M3LL TARN ____    

Action:

  1. Access HUAU1.
  2. Enter I in the SUBCOMMAND field of a blank page or
    Enter R in the SUBCOMMAND field of an existing page.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • BATCH NUMBER (KEY)
    • PAGE NUMBER (KEY)
    • EMPLOYEE SSN (REQUIRED)
      Enter the employee’s SSN with two leading zeros.
    • DED (REQUIRED)
      Enter a value indicating which special pays and deductions, if any, to take from this payment.
    • DATE FROM (REQUIRED)
      Enter the beginning date for which the employee was overpaid.
    • DATE TO (REQUIRED)
      Enter the ending date for which the employee was overpaid.
    • HOURS (REQUIRED)
      Enter the number of hours the employee was overpaid (Five digits, the last two are hundredths of an hour).
    • ADJ (REQUIRED)
      Enter "-" to subtract the hours overpaid from the regular hours of the pay period being processed.
    • AMT (REQUIRED) Enter 2 to reduce pay by the specified number of hours.
  4. Press Enter to process the transaction.

Note: This procedure reduces the gross pay by the amount that the employee earned in the prior pay period. The pay transaction that generates pay on the payroll controls the deductions taken. Payroll history shows the reduction of hours and gross by a reduction of the current pay and not by a separate docking pay history row.

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