USPS Fiscal Year-End Close Manual –
Organization Code Rollover
Chapter Sections
- Overview
- Tracking the FYE Rollover Process
- Requesting Pre-Roll Reports in One Step
- Requesting Pre-Roll Reports on HNKPA
- Requesting Pre-Roll Reports on HSRPT
- Establish Parameters for Report 535 (Organization Table Listing) Prior to Organization Rollover
- Establish a New Organization Code
- Change an Existing Organization Name
- Inactivate an Existing Organization Code
- Establish Parameters for Organization Rollover
- USPS Fiscal Year-End Close Organization Post-Roll Checklist
- Samples of Reports
Overview
Agencies are responsible for completing entry requirements and establishing parameters for organization rollover and for verifying the results of the rollover.
Organization Structure
The organization code is divided into four sections. Each of the four sections is referred to by different levels at different agencies and on different reports. The following are common references.
- Section 1 – Division, Level 1 (characters 1 through 3)
- Section 2 – Program, Level 2 (characters 4 through 6)
- Section 3 – Activity, Level 3 (characters 7 through 9)
- Section 4 – User, Level 4 (characters 10 through 11)
Run the Organization Table Listing (535) Report at least one day before organization rollover begins. At this time, agencies may request all pre-roll reports on one night.
Certain entry requirements must be completed prior to the organization rollover. To obtain an operating budget for fiscal 2019 without affecting the current budget, complete the following actions:
| Code | Description |
|---|---|
| 1 | Inactivate existing organization codes not needed for fiscal 2020 with an inactive date of 08/31/2019. |
| 2 | Establish new organization codes with an effective date of 09/01/2019. |
| 3 | Replace an existing organization code title by creating a new record with an effective date of 09/01/2019. |
Note: Some entry procedures vary from the standard procedures in other USPS documentation. Follow the directions in this chapter to complete any of the above actions.
Organization Rollover
After completing entry at the organization level (HNO), establish parameters for the rollover.
The rollover process:
- Rolls active organization codes by creating an Organization Table (HNORG) record with an effective date of 09/01/2019.
- Sets the following amounts to zero for the new organization code: appropriation amount, adjusted amount, budgeted amount, actual expenditure, projected lapse and projected expenditure.
- Inactivates fiscal 2019 organization codes with inactive dates of 08/31/2019.
- Generates the Organization Table Listing (535) Report and the Fiscal Year Organization Code Rollover (576) Report.
Verification
Each agency must verify the results of the organization rollover. Report 576 will list any organization codes rejected during the rollover process.
Tracking the FYE Rollover Process
The HPFYE Screen
The HPFYE screen displays the status of the agency’s rollover process to the new fiscal year for the current period. A batch process writes HPFYE records based on the HMQU1 requests from the previous day. The HPFYE screen is display only.
Screen:
HPFYE (FYE Rollover Request History)
Key Fields:
AGENCY, DATE
> GD 00XXX ON HPFYE
-----------------FYE ROLLOVER REQUEST HISTORY-----------------
AGENCY---> 00XXX
DATE ORG PAY SAL JC POS ASN BEN ACID
__ 09/30/20XX M WXYZ456
__ 09/01/20XX M ABCD123
__ 08/29/20XX M ABCD123
__ 08/28/20XX M ABCD123
__ 08/27/20XX M ABCD123
__ 08/26/20XX U ABCD123
__ 08/25/20XX E ABCD123
__ 08/22/20XX A ABCD123
__ 08/21/20XX E ABCD123
__ 08/20/20XX R ABCD123
__ 08/19/20XX R ABCD123
__ 08/18/20XX R ABCD123
__ 08/15/20XX R ABCD123
MM/DD/YYYY 15:48:22 1 M3LL PARJ ____
Note: The above screen print displays options assumed to be the most common rollover requests.
Action:
- Access the HPFYE screen to display the status of the agency’s rollover process to the new fiscal year.
- AGENCY (
Key) - Date (
Key)
Displays the date request was entered and processed. - Organization Table Rollover Indicator (
DISPLAY)
Code Description R Roll requested Blank No request for current period - Pay Rollover Indicator (
DISPLAY)
Code Description R Roll requested Blank No request for current period - Salary Table Rollover Indicator (
DISPLAY)
Code Description R Roll requested Blank No request for current period - Job Class Table Rollover Indicator (
DISPLAY)
Code Description R Roll requested Blank No request for current period - Position Table Rollover Indicator (
DISPLAY)
Code Description E Edit run of position roll- no actual updates A All positions roll based on actual salary as of 8/31 B All positions roll based on budgeted salary as of 8/31 Blank No request for current period - Assignment Table Rollover Indicator (
DISPLAY)
Code Description E Edit roll will not create 09/01 employee history U Update roll creates 09/01 employee assignment records Blank No request for current period - Insurance Table Rollover Indicator (
DISPLAY)
Code Description B Both semi and monthly employees insurance salaries roll S Semi-monthly employees insurance salaries roll M Monthly employees insurance salaries roll Blank No request for current period - ACID (
DISPLAY)
Displays the ACID of the user who requested the rollover process.
- AGENCY (
Requesting Pre-Roll Reports in One Step
Agencies may choose to run all pre-roll reports in one nightly cycle. Set up pre-roll reports on request screens using the current dates of 09/01/2018 to 08/31/2019.
Note: If changes to information affecting these pre-roll reports are made after they are run, you may want to re-run specific reports before the rollover is executed to receive the correct pre-roll information.
Screen:
HNKPC (Position Control Report Request and Flags)
Key Field:
AGENCY
> GU 00XXX ON HNKPC
---POSITION CONTROL REPORT REQUEST AND FLAGS---
R AGENCY---> 00XXX
START DATE----> 09/01/2018 END DATE----> 08/31/2019
FY START DATE-> 09/01/2018 FY END DATE-> 08/31/2019
ACTIVE POSITIONS--------------508-> 1 SALARY TABLE LISTING-----------534-> 1
ACTIVE EMPLOYEES & LAB DIST---514-> _ ORG CODE TABLE LISTING---------535-> 3
PCA/INDEX VALIDATION----------523-> Y STAFFING SUMMARY---------------540-> _
FUNCTIONAL JOB CLASS LISTING--525-> STATEWIDE STAFFING LISTING-----541-> 0
JOB CLASS LISTING-------------533-> 1 EXEMPT JOB CLASS TABLE LISTING-604-> 1
REPORT 153 SUM/DET-> _
REPORT 911 SUM/DET-> _
A205W-END OF LIST
MM/DD/YYYY 08:20:18 M3LL PARJ ____
Note: The above screen print displays options assumed to be the most common choices.
Action:
- Access HNKPC.
- Enter R in the
SUBCOMMANDfield - Enter the following fields as required:
- AGENCY (
KEY) - START DATE (
REQUIRED)
Enter 09/01/2018 (the old/current fiscal year start date). - END DATE (
REQUIRED)
Enter 08/31/2019 (the old/current fiscal year-end date). - FY START DATE (
REQUIRED)
Enter 09/01/2018 (the old/current fiscal year start date). - FY END DATE (
REQUIRED)
Enter 08/31/2019 (the old/current fiscal year-end date). - ACTIVE POSITIONS (508) (
REQUIRED)
Enter 1 or 2. Press F2 twice to view value definitions. - PCA/INDEX VALIDATION (523) (
REQUIRED)
Enter Y. - FUNCTIONAL JOB CLASS LISTING (525) (
REQUIRED)
Enter 1 or 2. Press F2 twice to view value definitions. - JOB CLASS LISTING (533) (
REQUIRED)
Enter 1, 2 or 3. Press F2 twice to view value definitions. - SALARY TABLE LISTING (534) (
REQUIRED)
Enter 1, 2 or 3. Press F2 twice to view value definitions. - ORG CODE TABLE LISTING (535) (
REQUIRED)
Enter 0, 1, 2 or 3. Press F2 twice to view value definitions. - EXEMPT JOB CLASS TABLE LISTING (604) (
REQUIRED)
Enter 1 (the Exempt Job Class Table listing).
- AGENCY (
- Press Enter to process the transaction.
Requesting Pre-Roll Reports on HNKPA
Screen:
HNKPA (Payroll Report Requests and Flags)
Key Field:
AGENCY
> GU 000 ON HNKPA
---PAYROLL REPORT REQUESTS AND FLAGS---
R__ AGENCY----> 00000 >
START DATE-----> 09/01/2018 END DATE-----> 08/31/2019
MTD START DATE-> 08/01/2019 MTD END DATE-> 08/31/2019
QTD START DATE-> 06/01/2019 QTD END DATE-> 08/31/2019
YTD START DATE-> 01/01/2019 YTD END DATE-> 12/31/2019
FY START DATE--> 09/01/2018 FY END DATE--> 08/31/2019
EMPLOYEE OUT OF BALANCE--------527-> _ PROJ HAZ DUTY RPT--850->______
USPS HELD WARRANT REGISTER-----536-> _ PROJ LONGEVITY RPT-855->______
PCA/INDEX SPEC PAY OVERRIDE----551-> Y OUT OF STATE TAX---856->______
TERMS W/ACTIVE DED-857->______
REPORT 10 SUMMARY--> _ REPORT 190 SUMMARY-> _ EMPL NOT PAID-962->_
REPORT 857 SORT->__
A205W-END OF LIST
MM/DD/YYYY 08:32:09 M3LL PARJ ____
Action:
- Access HNKPA.
- Enter R in the
SUBCOMMANDfield - Enter the following fields as required:
- AGENCY (
KEY) - FY START DATE ((
REQUIRED)
Enter 09/01/2018 (the old/current fiscal year start date). - FY END DATE (
REQUIRED)
Enter 08/31/2019 (the old/current fiscal year-end date). - PCA/INDEX SPEC PAY OVERRIDE (551) (
REQUIRED)
Enter Y.
- AGENCY (
- Press Enter to process the transaction.
Requesting Pre-Roll Reports on HSRPT
Screen:
HSRPT (Standard Report Request)
Key Field:
AGENCY
> GU 00XXX ON HSRPT
---STANDARD REPORT REQUEST---
I__ AGENCY----> 00XXX PAGE NUMBER--> 00001
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 1 165 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
A205W-END OF LIST
MM/DD/YYYY 08:32:09 M3LL PARJ ____
Action:
- Access HSRPT.
- Enter I in the
SUBCOMMANDfield - Enter the following fields as required:
- AGENCY (
KEY) - PAGE NUMBER (
REQUIRED)
Enter the page number. - R/I (
REQUIRED)
Enter 1. - RPT (
REQUIRED)
Enter 165.
- AGENCY (
- Press Enter to process the transaction.
Note: Establish dates on the Position Control Report Request and Flags (HNKPC) screen with the FY START DATE field of 09/01/2018 and the FY END DATE field of 08/31/2019.
Establish Parameters for Report 535 (Organization Table Listing) Prior to Organization Rollover
If pre-roll reports have already been requested in the one-step process, then change the date parameters using new fiscal year dates.
Screen:
HNKPC (Position Control Report Request and Flags)
Key Field:
AGENCY
> GU 00XXX ON HNKPC
---POSITION CONTROL REPORT REQUEST AND FLAGS---
R AGENCY---> 00XXX
START DATE----> 09/01/2019 END DATE----> 08/31/2020
FY START DATE-> 09/01/2019 FY END DATE-> 08/31/2020
ACTIVE POSITIONS--------------508-> _ SALARY TABLE LISTING-----------534-> _
ACTIVE EMPLOYEES & LAB DIST---514-> _ ORG CODE TABLE LISTING---------535-> 3
PCA/INDEX VALIDATION----------523-> _ STAFFING SUMMARY---------------540-> _
FUNCTIONAL JOB CLASS LISTING--525-> _ STATEWIDE STAFFING LISTING-----541-> _
JOB CLASS LISTING-------------533-> _ EXEMPT JOB CLASS TABLE LISTING-604 _
REPORT 153 SUM/DET->
REPORT 911 SUM/DET-> S
A205W-END OF LIST
MM/DD/YYYY 08:20:18 M3LL PARJ ____
Action:
- Access HNKPC.
- Enter R in the
SUBCOMMANDfield - Enter the following fields as required:
- AGENCY (
KEY) - START DATE (
KEY)
Enter 09/01/2019 (the new fiscal year start date). - END DATE (
KEY)
Enter 08/31/2020 (the new fiscal year end date). - ORG CODE TABLE LISTING (535) (
KEY)
Enter 0, 1, 2 or 3. Press F2 twice to view value definitions.
- AGENCY (
- Press Enter to process the transaction.
Establish a New Organization Code
Screen:
HNORG (Organization Table)
Key Field:
AGENCY, ORGANIZATION CD, EFFECTIVE DATE
> GU 00XXX,0001B000109,09/01/2019 ON HNORG
---------------ORGANIZATION TABLE----------------
I AGENCY-> 00XXX ORGANIZATION CD-> 00001B000109 EFFECTIVE DATE-> 09/01/2019
ORGANIZATION NAME-----> BUDGET ADMINISTRATION
ABBREVIATED NAME------> BUD ADMIN ORG CODE MASS CHG?---> __
INACTIVE DATE---------> 00/00/0000 OLD ORG CODE--------> ___________
APPROPRIATION AMOUNT--> 00.00
ADJUSTED AMOUNT-------> .00
--------------------------------DISPLAY ONLY----------------------------------
BUDGETED AMOUNT--> 0 ACTUAL EXPENDITURE----> 0
PROJECTED LAPSE--> 0 PROJECTED EXPENDITURE-> 0
MM/DD/YYYY 14:28:16 M3LL PARJ ____
Action:
- Access HNORG.
- Enter I in the
SUBCOMMANDfield - Enter the following fields as required:
- AGENCY (
KEY) - ORGANIZATION CD (
KEY)
Enter a user-defined value representing the organizational structure of the agency. - EFFECTIVE DATE (
KEY)
Enter 09/01/2019 (the new fiscal year start date). - ORGANIZATION NAME (
REQUIRED)
Enter the name of the organization. - ABBREVIATED NAME (
OPTIONAL)
Enter the abbreviated organization name. - APPROPRIATION AMOUNT
This field is cleared during the organization rollover process and updated with the new appropriation amount during the position roll.
- AGENCY (
- Press Enter to process the transaction.
Change an Existing Organization Name
Screen:
HNORG (Organization Table)
Key Field:
AGENCY, ORGANIZATION CD, EFFECTIVE DATE
> GU 00XXX,0001B000109,09/01/2018 ON HNORG
---------------ORGANIZATION TABLE----------------
R AGENCY-> 00XXX ORGANIZATION CD-> 00001B000109 EFFECTIVE DATE-> 09/01/2018
ORGANIZATION NAME-----> ADMINISTRATIVE SERVICES
ABBREVIATED NAME------> ADMIN ORG CODE MASS CHG?---> __
INACTIVE DATE---------> 00/00/0000 OLD ORG CODE--------> ___________
APPROPRIATION AMOUNT--> 00.00
ADJUSTED AMOUNT-------> .00
--------------------------------DISPLAY ONLY----------------------------------
BUDGETED AMOUNT--> 230,501.41 ACTUAL EXPENDITURE----> 0
PROJECTED LAPSE--> 0 PROJECTED EXPENDITURE-> 230,501.41
MM/DD/YYYY 13:28:16 M3LL PARJ ____
Action:
- Access HNORG with a valid organization code.
- Enter R in the
SUBCOMMANDfield - Enter the following fields as required:
- AGENCY (
KEY) - ORGANIZATION CD (
KEY) - EFFECTIVE DATE (
KEY) - ORGANIZATION NAME (
REQUIRED)
Update the name of the organization. - ABBREVIATED NAME (
OPTIONAL)
Update the abbreviated organization name.
- AGENCY (
- Press Enter to process the transaction.
Note: The fiscal 2019 record will rollover with the new organization name during the organization rollover and create a new 09/01/2019 (fiscal 2020) record.
Inactivate an Existing Organization Code
Screen:
HNORG (Organization Table)
Key Field:
AGENCY, ORGANIZATION CD, EFFECTIVE DATE
> GU 00XXX,00001000000 ON HNORG
---------------ORGANIZATION TABLE----------------
R AGENCY-> 00XXX ORGANIZATION CD-> 00001000000 EFFECTIVE DATE-> 09/01/2018
ORGANIZATION NAME-----> DATA SERVICES
ABBREVIATED NAME------> DATA SVC ORG CODE MASS CHG?---> __
INACTIVE DATE---------> 08/31/2019 OLD ORG CODE--------> ___________
APPROPRIATION AMOUNT--> 241,955.96
ADJUSTED AMOUNT-------> .00
--------------------------------DISPLAY ONLY----------------------------------
BUDGETED AMOUNT--> 230,501.41 ACTUAL EXPENDITURE----> 0
PROJECTED LAPSE--> 0 PROJECTED EXPENDITURE-> 230,501.41
MM/DD/YYYY 14:28:16 M3LL PARJ
Action:
- Access HNORG using agency number and organization code to be inactivated.
- Enter R in the
SUBCOMMANDfield - Enter the following fields as required:
- AGENCY (
KEY) - ORGANIZATION CD (
KEY) - EFFECTIVE DATE (
KEY) - INACTIVE DATE (
REQUIRED)
Enter 08/31/2019 (the old/current fiscal year-end date).
- AGENCY (
- Press Enter to process the transaction.
Note: This organization code will not roll to fiscal 2020.
Establish Parameters for Organization Rollover
Screen:
HMQU1 (Rollover Parameters)
Key Field:
AGENCY
> GU 00XXX ON HMQU1
-----------ROLLOVER PARAMETERS----------
R AGENCY--> 00XXX
ORGANIZATION(HNO)------------------> Y
PAYROLL TABLES(HN7,HMM)------------> N
SALARY TABLE(H7S)------------------> N
JOB CLASS CODE(HNT, H7O, HML)------> N
POSITION(HNP)----------------------> N ENTER 'E' FOR EDIT OR 'U' FOR UPDATE
ACT(A),BUDG(B)--------------------> A
LIST DETAIL FOR ROLLED RECORDS(Y/N)? N
EMPLOYEE ASSIGNMENTS(HMP)----------> N ENTER 'E' FOR EDIT OR 'U' FOR UPDATE
LIST DETAIL FOR ROLLED RECORDS(Y/N)? N
INSURANCE(HMT)---------------------> N
INSURANCE ROLL STATUS -------->
A205W-END OF LIST
MM/DD/YYYY 08:23:54 M3LL PARJ ____
Action:
- Access HMQU1.
- Enter R in the
SUBCOMMANDfield - Enter the following fields as required:
- AGENCY (
KEY) - ORGANIZATION (HNO) (
REQUIRED)
Enter Y.
- AGENCY (
- Press Enter to process the transaction.
Note: Reports 576 and 535 will generate automatically with the organization rollover. Report 535 will be sorted by option 3, organization code and agency totals. To override this option, enter a valid sort value on HNKPC.
Valid Values
0 = Total at the agency level only.
1 = Total at the level 1 org and agency level.
2 = Total at the level 2 org, level 1 org and agency level.
3 = Total at level 3, 2, and 1 org and agency level.
USPS Fiscal Year-End Close Organization Post-Roll Checklist
___ New organization codes have been established with an effective date of 09/01/2019.
___ Fiscal 2019 organization codes not needed in new fiscal year have an inactive date of 08/31/2019.
___ Reports 535 and 576 have been reviewed and corrections made.
Samples of Reports
REPORT: 535 UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM PAGE: 1
AGENCY: XXX XXXXXXXX XXXXXXXXX XXXXXXXXXX RUN DATE: MM/DD/YYYY
ORGANIZATION TABLE LISTING RUN TIME: 14:52:06
FROM 09/01/2019 TO 08/31/2020
0ORG CODE/TITLE APPROPRIATED ADJUSTED BUDGETED ACTUAL PROJECTED PROJECTED
EFF DT INACT DT AMOUNT AMOUNT AMOUNT EXPENDITURE EXPENDITURE LAPSE
000000100100 / CENTRAL ADMINISTRATION
09/01/XX 08/31/XX 448,597.44 0.00 516,849.61 469,016.95 9,244.24 84,039.32
-000001001 TOTALS: 448,597.44 0.00 516,849.61 469,016.95 9,244.24 84,039.32
-000001 TOTALS: 448,597.44 0.00 516,849.61 469,016.95 9,244.24 84,039.32
000000100200 / CLAIMS ASSISTANCE
09/01/XX 08/31/XX 2,374,200.48 0.00 2,466,498.73 2,227,650.32 57,572.10 408,817.32
-000002001 TOTALS: 2,374,200.48 0.00 2,466,498.73 2,227,650.32 57,572.10 408,817.32
-000002 TOTALS: 2,374,200.48 0.00 2,466,498.73 2,227,650.32 57,572.10 408,817.32
-000 TOTALS: 2,822,797.98 0.00 2,983,348.34 2,696,667.27 66,816.34 492,856.64
AGENCY TOTALS: 2,822,797.98 0.00 2,983,348.34 2,696,667.27 66,816.34 492,856.64
ACTIVE ORGS: 0 INACTIVE ORGS: 2
REPORT: 576 UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM PAGE: 1
AGENCY: XXX XXXXXXXX XXXXXXXXX XXXXXXXXXX RUN DATE: MM/DD/YYYY
FISCAL YEAR ORGANIZATION CODE ROLLOVER RUN TIME: 15:33:47
ORGCODE EFFECTIVE DATE ROLLOVER RESULTS
00000100100 09/01/20XX ORG ROLL SUCCESSFUL
00000100200 09/01/20XX ORG ROLL SUCCESSFUL
00000100300 09/01/20XX ORG ROLL SUCCESSFUL
00000100400 09/01/20XX ORG ROLL SUCCESSFUL
00000100401 09/01/20XX ORG ROLL SUCCESSFUL
00000100450 09/01/20XX ORG ROLL SUCCESSFUL
00000100455 09/01/20XX ORG ROLL SUCCESSFUL
00000100600 09/01/20XX ORG ROLL SUCCESSFUL
00000100801 09/01/20XX ORG ROLL SUCCESSFUL
00000100850 09/01/20XX ORG ROLL SUCCESSFUL
00000200150 09/01/20XX ORG ROLL SUCCESSFUL
00000200400 09/01/20XX ORG ROLL SUCCESSFUL
00000300100 09/01/20XX ORG ROLL SUCCESSFUL
00000400000 09/01/20XX ORG ROLL SUCCESSFUL
00000400010 09/01/20XX ORG ROLL SUCCESSFUL
00000400020 09/01/20XX ORG ROLL SUCCESSFUL
00000400030 09/01/20XX ORG ROLL SUCCESSFUL
00000400040 09/01/20XX ORG ROLL SUCCESSFUL
00000400050 09/01/20XX ORG ROLL SUCCESSFUL
00000400060 09/01/20XX ORG ROLL SUCCESSFUL
00000400070 09/01/20XX ORG ROLL SUCCESSFUL
00000400555 09/01/20XX ORG ROLL SUCCESSFUL
00000401400 09/01/20XX ORG ROLL SUCCESSFUL
00000402200 09/01/20XX ORG ROLL SUCCESSFUL
00000402205 09/01/20XX ORG ROLL SUCCESSFUL
00000402210 09/01/20XX ORG ROLL SUCCESSFUL
00000402220 09/01/20XX ORG ROLL SUCCESSFUL
00000402230 09/01/20XX ORG ROLL SUCCESSFUL
00000402240 09/01/20XX ORG ROLL SUCCESSFUL
00000402250 09/01/20XX ORG ROLL SUCCESSFUL
00000402900 09/01/20XX ORG ROLL SUCCESSFUL
00000403200 09/01/20XX ORG ROLL SUCCESSFUL
00000403201 09/01/20XX ORG ROLL SUCCESSFUL
HMQ ROWS READ = 1
HMQ ROWS UPDATED = 1
HNO ROWS READ = 59
HNO ROWS UPDATED = 59
HNO ROWS INSERTED = 59
REPORT 535 SWITCH WAS SET TO "R"