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USPS Fiscal Year-End Close Manual
Payroll Tables Rollover

Overview

PCA/Index Override Rollover

This process rolls active PCA/Index overrides on the PCA/Index Override (HN7U1) screen to fiscal 2020. PCA/Index overrides not needed for fiscal 2020 should be inactivated prior to the rollover. Agencies must verify PCA overrides on HN7U1.

PCA/Organization Validation Rollover

The PCA/Organization validation is optional. If an agency uses PCA/Organization validation, it must initially submit a letter of authorization (LOA) to have the VALIDATE PCA field on the Agency Processing Options (HØCUS) screen set to Yes. The PCA/Organization validations must be set up on the PCA/Index Validation (HMMU1) screen. This rollover process will roll records that are active as of Aug. 31, 2019.

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Establish Parameters for the PCA/Index Special Pay Override (551) Report Prior to the 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:

HNKPA (Payroll Report Requests and Flags)

Key Field:

AGENCY

> GUH    00XXX                                                    ON HNKPA
                                                                                
                     ---PAYROLL REPORT REQUESTS AND FLAGS---                    
                                                                                
___ AGENCY----> 00XXX                                      
                                                                                
            START DATE-----> 09/01/2019  END DATE-----> 09/30/2019 
            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--> 09/01/2019  FY END DATE--> 08/31/2020 
                                                                                
     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-> D  EMPL NOT PAID-962-> _ 
     REPORT 857 SORT---->  1        
 
 
                                                                                
 A205W-END OF LIST                                                              
                                       MM/DD/YYYY  08:32:09   M3LL PARJ ____    

Action:

  1. Access HNKPA.
  2. Enter R in the SUBCOMMAND field.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • FY START DATE (REQUIRED)
      Enter 09/01/2019 (the new fiscal year start date).
    • FY END DATE (REQUIRED)
      Enter 08/31/2020 (the new fiscal year end date).
    • REPORT 551 (REQUIRED)
      Enter Y.
  4. Press Enter to process the transaction.

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Inactivate PCA/Index Overrides Not Needed in Fiscal 2020

Screen:

HN7U1 (PCA/Index Override)

Key Field:

AGENCY, PAY NO, PCA/INDEX, EFFECTIVE DT

> GU    00XXX, ##,P11111,09/01/2018                          ON HN7U1
                                                                                
                           ------PCA/INDEX OVERRIDE------                       
                                                                                
       AGENCY   PAY NO   PCA/INDEX   EFFECTIVE DT    EXCEPTION   INACTIVE DT    
       ------   ------   ---------   ------------    ---------   -----------    
R      00XXX      ###      ______     09/01/2018      P22222      08/31/2019
 ____  00000      922      ______     09/01/2018      EMP         08/31/2019      
 ____  00000      923      ______     09/01/2018      EMP         08/31/2019      
 ____  00000      924      ______     09/01/2018      P90327      08/31/2019    
 ____  00000      925      ______     09/01/2018      P90327      08/31/2019    
 ____  00000      926      ______     09/01/2018      P90327      08/31/2019    
 ____  00000      927      ______     09/01/2018      P90327      08/31/2019    
 ____  00000      999      ______     09/01/2018      P18591      08/31/2019    
 ____  00000      000      ______     00/00/0000      000000      0000000000    
 ____  00000      000      ______     00/00/0000      000000      0000000000    
 ____  00000      000      ______     00/00/0000      000000      0000000000    

 
W-END OF LIST 
                                       MM/DD/YYYY  13:31:38   M3LL PARJ ____    

Action:

  1. Access HN7U1.
  2. Enter R in the SUBCOMMAND field of the record to be inactivated.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • PAY NO (KEY)
    • PCA/INDEX (KEY)
    • EFFECTIVE DT (KEY)
    • INACTIVE DATE (REQUIRED)
      Enter 08/31/2019.
  4. Press Enter to process the transaction.

Note: Special Pay 999 is required for all fiscal years. Retirement fee (924), state matching retirement (925) and state contribution for insurance (926) are also required for all fiscal years. No action is required if override is not changing this fiscal year.

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Establish Parameters for the PCA/Index Validation (523) Report

If pre-roll reports have already been requested in the one-step process, then change the date parameters using new fiscal year dates.

Screen:

(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-> _ 
 PCA/INDEX VALIDATION----------523-> Y STAFFING SUMMARY---------------540-> _ 
 FUNCTIONAL JOB CLASS LISTING--525-> _ STATEWIDE STAFFING LISTING-----541-> 0 
 JOB CLASS LISTING-------------533-> _ EXEMPT JOB CLASS TABLE LISTING-604-> _ 
                                                                                
                                                                                
                               REPORT 153 SUM/DET-> _                           
                               REPORT 911 SUM/DET-> _                           
                                                                                
                                                                                
                                                                                
 A205W-END OF LIST                                                              
                                       MM/DD/YYYY  08:20:18   M3LL PARJ ____   

Action:

  1. Access HNKPC.
  2. Enter R in the SUBCOMMAND field.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • START DATE (REQUIRED)
      Enter 09/01/2019 (the old/current fiscal year-start date).
    • END DATE (REQUIRED)
      Enter 08/31/2020 (the old/current fiscal year-end date).
    • PCA/INDEXVALIDATION REPORT 523 (REQUIRED)
      Enter Y.
  4. Press Enter to process the transaction.

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Establish New PCA/Org Validations

Screen:

HMMU1 (PCA/Index Validation)

Prerequisite:

LOA submitted to change HØCUS to VALIDATE PCA field to Y

Key Field:

AGENCY

> GU    00XXX                                                         ON HMMU1
                                                                               
                        ---- PCA/INDEX VALIDATION ----                         
                                                                               
    AGENCY----> 00XXX
                                                                               
     PCA/INDEX   ORG1    ORG2    ORG3   ORG4   EFFECTIVE DT    INACTIVE DT     
I__   P#####     xxx     xxx     xxx     xx     09/01/2019     00/00/0000
 __   ______     ___     ___     ___     __     00/00/0000     00/00/0000      
 __   ______     ___     ___     ___     __     00/00/0000     00/00/0000      
 __   ______     ___     ___     ___     __     00/00/0000     00/00/0000      
 __   ______     ___     ___     ___     __     00/00/0000     00/00/0000      
 __   ______     ___     ___     ___     __     00/00/0000     00/00/0000      
 __   ______     ___     ___     ___     __     00/00/0000     00/00/0000      
 A287W-NO RECORD/S FOUND                                                       
                                       MM/DD/YYYY  14:27:37   M3LL PARJ ____ 

Action:

  1. Access HMMU1.
  2. Enter I in the SUBCOMMAND field.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • PCA/INDEX (REQUIRED)
      Enter P (PCA) or I (index), followed by the five-digit PCA/Index code.
    • ORG1 (OPTIONAL)
      A field allowing for editing the PCA/Index against characters 1–3 of the organization code. A blank allows for any value to be used in that character of the organization code.
    • ORG2 (OPTIONAL)
      A field allowing for editing the PCA/Index against characters 4–6 of the organization code (displayed on the Organization Table [HNORG] screen).
    • ORG3 (OPTIONAL)
      A field allowing for editing the PCA/Index against characters 7–9 of the organization code (displayed on HNORG).
    • ORG4 (OPTIONAL)
      A field allowing for editing the PCA/Index against characters 10 and 11 of the organization code (displayed on HNORG).
    • EFFECTIVE DATE (REQUIRED)
      Enter 09/01/2019 (the effective date for PCA/Index validation).
  4. Press Enter to process the transaction.

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Inactivate PCA/Org Validations Not Needed in Fiscal 2020

Screen:

HMMU1 (PCA/Index Validation)

Key Field:

AGENCY

> GU    00XXX                                                      ON HMMU1
                                                                               
                        ---- PCA/INDEX VALIDATION ----                         
                                                                               
    AGENCY----> 00XXX
                                                                               
     PCA/INDEX   ORG1    ORG2    ORG3   ORG4   EFFECTIVE DT    INACTIVE DT     
 R    P#####     001     003     X01     52     09/01/2018     08/31/2019
 __   ______     ___     ___     ___     __     00/00/0000     00/00/0000
 __   ______     ___     ___     ___     __     00/00/0000     00/00/0000
 __   ______     ___     ___     ___     __     00/00/0000     00/00/0000
 __   ______     ___     ___     ___     __     00/00/0000     00/00/0000
 __   ______     ___     ___     ___     __     00/00/0000     00/00/0000
 A287W-NO RECORD/S FOUND                                                       
                                       MM/DD/YYYY 14:27:37   M3LL PARJ ____   

Action:

  1. Access HMMU1.
  2. Enter R in the SUBCOMMAND field of the record to be inactivated.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • INACTIVE DATE (REQUIRED)
      Enter 08/31/2019.
  4. Press Enter to process the transaction.

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Establish Parameters for Payroll Tables Rollover

Screen:

HMQU1 (Rollover Parameters)

Key Field:

AGENCY

 > GU    00XXX                                                     ON HMQU1
                                                                                
                     -----------ROLLOVER PARAMETERS----------                   
                                                                                
   R__AGENCY--> 00XXX
                                                                                
                                                                                
                                                                                
                                                                                
 ORGANIZATION(HNO)------------------>  N                                      
 PAYROLL TABLES(HN7,HMM)------------>  Y
 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:

  1. Access HMQU1.
  2. Enter R in the SUBCOMMAND field.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • PAYROLL TABLES (HN7 HMM) (REQUIRED)
      Enter Y.
  4. Press Enter to process the transaction.

    Note: The Fiscal Year HN7–PCA Rollover or Fiscal Year HMM–PCA> Validation (580) Report, the PCA/Index Validation (523) Report and the PCA/Index Special Pay Override (551) Report will be automatically generated with the payroll tables rollover.

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Establish New PCA/Index Overrides

Screen:

HN7U1 (PCA/Index Override)

Key Fields:

AGENCY, PAY NO, PCA/INDEX, EFFECTIVE DT

> GU    00XXX,###, ,09/01/2019                               ON HN7U1
                                                                                
                           ------PCA/INDEX OVERRIDE------                       
                                                                                
       AGENCY   PAY NO   PCA/INDEX   EFFECTIVE DT    EXCEPTION   INACTIVE DT    
       ------   ------   ---------   ------------    ---------   -----------    
I      00XXX      ###      ______     09/01/2019      P22207      00/00/0000
 ____  00XXX      922      ______     09/01/2018      EMP         08/31/2019    
 ____  00XXX      923      ______     09/01/2018      EMP         08/31/2019    
 ____  00XXX      924      ______     09/01/2018      P90326      08/31/2019    
 ____  00XXX      925      ______     09/01/2018      P90326      08/31/2019    
 ____  00XXX      926      ______     09/01/2018      P90326      08/31/2019    
_____  00XXX      927      ______     09/01/2018      P90326      08/31/2019    
 ____  00XXX      928      ______     09/01/2018      P90326      08/31/2019    
 ____  00000      000      ______     00/00/0000      000000      0000000000    
 ____  00000      000      ______     00/00/0000      000000      0000000000    
 ____  00000      000      ______     00/00/0000      000000      0000000000    
 ____  00000      000      ______     00/00/0000      000000      0000000000    
 ____  00000      000      ______     00/00/0000      000000      0000000000    
 ____  00000      000      ______     00/00/0000      000000      0000000000    
 ____  00000      000      ______     00/00/0000      000000      0000000000    
 ____  00000      000      ______     00/00/0000      000000      0000000000    
 ____  00000      000      ______     00/00/0000      000000      0000000000    
 ____  00000      000      ______     00/00/0000      000000      0000000000    
W-END OF LIST 
                                      MM/DD/YYYY  13:31:38   M3LL PARJ ____    >
____    

Action:

  1. Access HN7U1.
  2. Enter I in the SUBCOMMAND field.

    Note: If inserting a new record by cloning an old record, any field not cleared out will be cloned to the new record.

  3. Enter the following fields as required:
    • AGENCY (KEY)
    • PAY NO (REQUIRED)
      Enter 9 followed by the deduction number from the Agency Deduction (HØVCD) screen. Use 825 for ERS return to work state paid retirement or 829 for LECOS return to work state paid retirement.
    • PCA/INDEX (REQUIRED)
      Enter P (PCA) or I (index), followed by a five-digit PCA/Index code. PCA and index numbers must be established in USAS.

      Note: A blank field represents all PCAs or indexes not listed for the agency.

    • EFFECTIVE DT (REQUIRED)
      Enter 09/01/2019.
    • EXCEPTION (REQUIRED)
      Enter the PCA/Index number to override the value entered in the PCA/INDEX field.
  4. Press Enter to process the transaction.

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USPS Fiscal Year-End Close Payroll Tables Post-Roll Checklist

___ PCA/Index overrides have rolled with an effective date of 09/01/2019.

___ PCA/Org validations have been established with an effective date of 09/01/2019.

___ Reports 580, 523 and 551 have been verified.

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Samples of Reports

   REPORT:   523                             UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM                              PAGE:     1 
   AGENCY:   XXX                              XXXXXXXX XXXXXXXXX XXXXXXXXXXXXXXXXXXXX                            RUN DATE: MM/DD/YYYY 
                                                         PCA/INDEX VALIDATION                                    RUN TIME: 13:05:07 
                                                    FROM 09/01/2019 TO 08/31/2020

    PCA/                                       EFFECTIVE       INACTIVE
    INDEX       ORG1   ORG2   ORG3   ORG4      DATE            DATE

             NO HMM ROWS FOUND FOR THIS AGENCY
   REPORT:   580                             UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM                             PAGE:     1 
   AGENCY:   999                                         XXXXXXXXXXXXXXXXXX                                     RUN DATE: MM/DD/YYYY 
                                                   FISCAL YEAR HN7 - PCA ROLLOVER                               RUN TIME: 16:41:53 

DATA  PAY              EFFECTIVE    INACTIVE
BASE  NO    PCA/INDEX    DATE         DATE      ROLLOVER RESULTS

HN7   924              09/01/20XX  08/31/20XX   SUCCESSFUL
HN7   924              09/01/20XX  00/00/0000   SUCCESSFUL
HN7   924    P99999    09/01/20XX  08/31/20XX   SUCCESSFUL
HN7   924    P99999    09/01/20XX  00/00/0000   SUCCESSFUL
HN7   925              09/01/20XX  08/31/20XX   SUCCESSFUL
HN7   925              09/01/20XX  00/00/0000   SUCCESSFUL
HN7   925    P99999    09/01/20XX  08/31/20XX   SUCCESSFUL
HN7   925    P99999    09/01/20XX  00/00/0000   SUCCESSFUL
HN7   926              09/01/20XX  08/31/20XX   SUCCESSFUL
HN7   926              09/01/20XX  00/00/0000   SUCCESSFUL
HN7   926    P99999    09/01/20XX  08/31/20XX   SUCCESSFUL
HN7   926    P99999    09/01/20XX  00/00/0000   SUCCESSFUL
HN7   927              09/01/20XX  08/31/20XX   SUCCESSFUL
HN7   927              09/01/20XX  00/00/0000   SUCCESSFUL
HN7   927    P99999    09/01/20XX  08/31/20XX   SUCCESSFUL
HN7   927    P99999    09/01/20XX  00/00/0000   SUCCESSFUL
HN7   928              09/01/20XX  08/31/20XX   SUCCESSFUL
HN7   928              09/01/20XX  00/00/0000   SUCCESSFUL
HN7   928    P99999    09/01/20XX  08/31/20XX   SUCCESSFUL
HN7   928    P99999    09/01/20XX  00/00/0000   SUCCESSFUL
HN7   999              09/01/20XX  08/31/20XX   SUCCESSFUL
HN7   999              09/01/20XX  00/00/0000   SUCCESSFUL
HN7   999    P99999    09/01/20XX  08/31/20XX   SUCCESSFUL
HN7   999    P99999    09/01/20XX  00/00/0000   SUCCESSFUL
                                                                             HMQ ROWS READ            =           1
                                                                             HMQ ROWS UPDATED         =           0
                                                                             HN7 ROWS READ            =          12
                                                                             HN7 ROWS UPDATED         =          12
                                                                             HN7 ROWS INSERTED        =          12
                                                                             HMM ROWS READ            =           0
                                                                             HMM ROWS UPDATED         =           0
                                                                             HMM ROWS INSERTED        =           0
  REPORT:   551                             UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM                             PAGE:     1 
  AGENCY:   999                                         XXXXXXXXXXXXXXXXXX                                     RUN DATE: MM/DD/YYYY 
                                                  PCA/INDEX SPECIAL PAY OVERRIDE                               RUN TIME: 10:32:32 
                                                  FROM 09/01/2019 TO 08/31/2020

  PAY         PCA/          EFFECTIVE        PCA/INDEX       INACTIVE
  NUMBER      INDEX         DATE             EXCEPTION       DATE

     924                    09/01/20XX       X99927
     924      P99999        09/01/20XX       X99929
     925                    09/01/20XX       X99928
     925      P99999        09/01/20XX       X99930
     926                    09/01/20XX       X99927
     926      P99999        09/01/20XX       X99929
     927                    09/01/20XX       X99927
     927      P99999        09/01/20XX       X99929
     928                    09/01/20XX       X99927
     928      P99999        09/01/20XX       X99929
     999                    09/01/20XX       X99918
     999      P99999        09/01/20XX       X99928

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