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USPS Fiscal Year-End Close Manual
Position Rollover

Overview

Each agency is responsible for completing entry requirements, establishing parameters for the position rollover and verifying the results of the rollover.

It is recommended that agencies request the Active Positions (508) Report and/or the Staffing Master (165) Report prior to and after the position rollover. If you used the Requesting Pre-Roll Reports in the one-step process described in the Organization Code Rollover section of this manual, you should already have these reports.

Position Entry

There are certain entry requirements that must be completed prior to the actual rollover of a position record. These entry requirements must be met for an agency to obtain an operating budget for fiscal 2020.

  • If an employee is in a temporary assignment or disciplinary action assignment, the employee should be returned to the original assignment prior to processing the FYE position and assignment rollover. If necessary, the employee may be returned to the disciplinary or temporary assignment after the rollover but prior to processing the September 2019 payroll.
  • Establish new positions with an effective date of 09/01/2019 for each new position. Most current positions requiring changes can be updated on the Organization Table (HNORG) screen or through the Fiscal Year-End Mass Change Information (HMQMC) screen, Fiscal Year-End PCA W/I ORG Mass Change Information (HNQPO) screen or Fiscal Year-End Functional Class Mass Change Information (HNQFJ) screen.
  • Create 09/01/2019 position record with the new full-time equivalent (FTE), if the FTE is changing effective 09/01/2019. This applies only to agencies with an Agency Processing Options (HØCUS) screen Create Position switch of 4.
  • Inactivate positions not needed for fiscal 2020.

    Note: Follow the directions in this section to complete the action(s) because some fiscal year-end close entry procedures are different from the normal procedures in other USPS documentation.

  • If using functional job class codes, verify 09/01/2019 records exist on the Functional Job Class Table (HMLU1) screen prior to position rollover.

Position Rollover

After an agency completes entry on the Position Table (HNPU1) screen, parameters can be established for the position rollover.

The rollover process does the following:

  • Based on agency’s selection on HMQU1, (actual or budgeted) moves FTE, job class, functional job class, group and salary to budgeted fields for active synchronized, overfilled and underfilled positions. For definitions and examples, refer to the Overfill, Underfill and Synchronized Staffing section Chapter Sections.
  • Clears the ACTUAL FTE, JOB CLASS, FUNCTIONAL JOB CLASS, GROUP, STEP, SALARY fields and sets the ACTUAL EXPENDITURE and PROJECTED LAPSE fields to zero on the new position record.
  • Sums all active positions’ budgeted amounts for fiscal 2020 within an organization code and populates the APPROPRIATION AMOUNT, BUDGETED AMOUNT and PROJECTED EXPENDITURE fields on the Organization Table (HNORG) screen.
  • Inactivates all fiscal 2019 position records using the appropriate inactive date.
  • Generates the Position Rollover Listing (506) Report.
  • Displays an error message on Report 506 if a position’s functional job class code has an inactive date on the HMLU1 screen. Positions associated with these functional job class codes will not roll.
  • Displays an error message on Report 506 if future dated vacant (active) positions exist with an earlier dated filled position. For the earlier dated filled position, Report 506 will indicate a fatal message (FUTURE DATED HNP EXISTS RECORD NOT ROLLED). For the future dated vacant (active) position, Report 506 will also indicate a fatal message (DELETE THIS HNP OR ASSIGN EMPLOYEE AND RE-ROLL).

Position Verification

Report 506 will be automatically generated during the rollover process. This report lists all positions rejected during the rollover. Your agency should also verify the rollover results using the Active Positions (508) Report, the Staffing Forecast (165) Report or both.

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Overfill, Underfill and Synchronized Staffing

The dollar difference between budgeted and actual amounts for a position will determine if that position is overfilled, underfilled or synchronized. FTE staffing is used to determine the salary amount, then salary amounts are compared. Examples are contained in the following charts.

Underfill Staffing

BUDGETED (HNP) ACTUAL (HNH) LAPSE
Class Grp FTE Salary Class Grp FTE Salary Dif
1843 A16 1.000 3500 0228 B13 1.000 3100 +400
1322 B13 1.000 2629 0130 A09 .500 1314.50 +1314.50
9042 A10 1.000 12.75/2210 5226 B11 1.000 12.66/2195 +15

Overfill Staffing

BUDGETED (HNP) ACTUAL (HNH) LAPSE
Class Grp FTE Salary Class Grp FTE Salary Dif
1914 A16 1.000 3064 0228 B13 1.000 3242 -178
0592 A13 .500 1260 1320 B10 1.000 2520 -1260
1320 B10 1.000 13.10/2271 0207 A10 1.000 13.90/2410 -139

If budgeted rate x FTE = actual rate x FTE, it will be considered synchronized.

Synchronized Staffing

BUDGETED (HNP) ACTUAL (HNH) LAPSE
Class Grp FTE Salary Class Grp FTE Salary Dif
1351 B14 1.000 2768 0354 A13 1.000 2768 0
1574 B21 .500 2500 0354 A13 1.000 2500 0
0228 B13 1.000 3200 0254 B16 1.000 3200 0
0354 A13 1.000 2500 1574 B21 .500 2500 0
1842 A14 1.000 15.53/2691 1073 B13 1.000 15.53/2691 0

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Establish Parameters for the Active Positions (508) Report Prior to Position 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-> 1 SALARY TABLE LISTING-----------534-> _ 
  ACTIVE EMPLOYEES & LAB DIST---514-> _ ORG CODE TABLE LISTING---------535-> _ 
  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-> _                     
                                                                              
                                                                              
                                                                              
   A205W-END OF LIST                                                          
                                        MM/DD/YYYY  00:00:00   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 new fiscal year start date).
    • END DATE (REQUIRED)
      Enter 08/31/2020 (the new fiscal year end date).
    • ACTIVE POSITIONS/508 (REQUIRED)
      Enter the sort preferences.
      Code Description
      1 sort by org code, position and job class.
      2 sort by org code, job class and position.
  4. Press Enter to process the transaction.

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Establish Parameters for the Staffing Forecast (165) Report Prior to Position 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:

HSRPT (Standard Report Request)

Key Field:

AGENCY

> GU    OOXXX                                                      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  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        
                                                                                  
                                                                                  
                                                                                  
                                                                                  
                                                                                  
                                                                                  
                                                                                  
  A287W-NO RECORD/S FOUND                                                         
                                     MM/DD/YYYY  11:29:21   M3LL PARJ ____     

Action:

  1. Access HSRPT.
  2. Enter I in the SUBCOMMAND field.
  3. Enter the following fields as required:
    • AGENCY (KEY)
      Enter the agency number with two leading zeros.
    • R/I (REQUIRED)
      Enter 1.
    • RPT (REQUIRED)
      Enter 165.
  4. Press Enter to process the transaction.
  5. On HNKPC set the FY START DATE to 09/01/2019 and the FY END DATE to 08/31/2020.

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Establish a New Vacant Position

Screen:

HNPU1 (Position Table)

Key Fields:

AGENCY, POSITION, EFFECTIVE DATE

> GU    00XXX,XXXXXXX,09/01/2019                                    ON HNPU1
                                                                                
               ----------------POSITION TABLE--------------------               
I____ AGENCY---> 00XXX    POSITION--> XXXXXXXX   EFFECTIVE DATE--> 09/01/2019
                                                 UNDER/OVER FILL-> S            
ORG CD--> 03B0000070 AUTOMATED SYSTEMS                                          
PCA/PCT-> P21201 / 100.00__             EEO-4--> 01 / FINANCIAL ADMINISTRATION  
LOC-----> 00013 ITS - ADMIN             EXT LOC> _____                             
FLSA ELIG/EEO CAT> NON-EXEMPT    / _    CREATE/UPDATE POS->     HAZ DUTY> N        
BUD JOB CLS/TITLE> 0264 / COMPUTER OPERATIONS SPECIALIST                        
    FUNC CLS/TITLE> ____ /                                                      
    GRP>  B-20 /        SALARY>  4,300.00 RATE>    .00000 HRS/FTE> 40.00 / 1.000
   PAY FREQ/TYPE-> MONTHLY      / SALARY      POS CODE/TYP-> C  / _ STD          
   SUPV POSITION-> ________                   BUDG UNIT-----> ___________        
    AUTH DATE-----> 00/00/0000                INACTIVE DATE-> 00/00/0000        
                                              LAST PAID DATE> 00/00/0000        
    SSN / NAME->             /                                                  
ACT JOB CLS/TITLE>                                                              
    FUNC CLS/TITLE>                                                             
    GRP/STP>  -    /    SALARY>       .00 RATE>    .00000 HRS/FTE>   .00 /  .000 
                                                                                
BUD AMT>     51,600.00 ACT EXP>      0.00   PROJ EXP/LPS>    51,600.00  /  .00  
                                                                                
                                     MM/DD/YYYY  17:08:42   M3LL PARJ 

Action:

  1. Access HNPU1.
  2. Enter I in the SUBCOMMAND field.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • POSITION (KEY)
      Enter the position number.
    • EFFECTIVE DATE (KEY)
      Enter 09/01/2019 (the new fiscal year-start date).
    • ORG CD (REQUIRED)
      Enter a value which identifies the organization code for this position. Establish organization codes on HNORG.
    • PCA/PCT (REQUIRED)
      Enter the primary PCA or index and the primary labor percent.
    • EEO-4 (REQUIRED)
      Enter the EEO-4 function code as established on the EEO-4 Function Information (HDWE4) screen.
    • LOC (REQUIRED)
      Enter a value to identify the location of the employee assigned to the position. Valid values must be established on the Location Table (HNJU1) screen.
    • EXT LOC (OPTIONAL)
      A user-defined value to provide a further breakdown of the location code. The extended location must be established on the Extended Location Table (HMJU1) screen prior to vacant position entry.
    • FLSA ELIG/EEO CAT (REQUIRED)
      In the first area of this field, enter a value to indicate the FLSA status for the position (defaults from H7OU1, but may be overridden). Press F2 twice for values.

      In the second area of this field, enter a value to indicate the EEO category code for the job classification (defaults from H7OU1, but may be overridden). Press F2 twice for values.
    • CREATE/UPDATE POS (DISPLAY)
      Indicates whether the existing HNP was updated or if a new HNP was created when the following reason codes are used: 001, 025, 027, 028, 033, 034, 038, 047, 049 and reason code 029 where the job class did not change. Press F2 for values.
    • HAZ DUTY (REQUIRED)
      Indicates if this position is eligible for hazardous duty pay. Press F2 for values.
    • BUD JOB CLS/TITLE (REQUIRED/DISPLAY)
      In the first area of this field, enter the budgeted job classification code assigned to this position. Valid job class codes must be established on the Job Class Table (H7OU1) screen.

      The second area of this field displays the job class title after the transaction is processed.
    • FUNC CLS/TITLE (OPTIONAL/DISPLAY)
      In the first area of this field, enter the budgeted functional job classification code assigned to this position. This code is established on HMLU1. Functional job class is an agency defined code, which further defines a job class code. An agency may establish functional job classes for a portion of or all job class codes.

      The second area of this field displays the functional job class title as specified on HMLU1 after entry is processed.
    • GRP/STP (DISPLAY/REQUIRED FOR TABLE 2, 3 AND C)
      The budgeted pay group and step for the position. Enter only the pay step as specified below. The pay group will be displayed after the transaction is processed.

      Pay Table 1C – Classified for only agencies 302, 405, 458 and 802
      Pay Table 02 – Unclassified
      Valid Values: 00–99 (REQUIRED)
      Pay Table 03 – Exempt
      Valid Values: 00–99 (REQUIRED)
    • SALARY (REQUIRED/OPTIONAL)
      Enter the amount budgeted for the position in a pay period. Required with a pay type = 2 (salaried).

      If the POSITION TYPE field contains:
      Code Description
      C Enter the amount budgeted for the position. This amount must be within the minimum and maximum salary rate amounts for the group and the table or (1A, 1B or 1C).
      E Enter the amount budgeted to be paid to the position. This amount cannot exceed the amount of the appropriate pay group and step as specified on Table 03 (H7SLS).
      U Enter the amount budgeted for the position. This amount cannot exceed the amount of the appropriate pay group and step as specified on Table 02 (H7SLS).

      Note: If entering a value in this field, do not enter the RATE field.

    • RATE (OPTIONAL)
      Rate for hourly employees only. For Table 02 (H7SLS), the budgeted amount must not exceed group and step. For Table 1A (H7S1A) and 1B (H7S1B), the rate must be within the minimum and maximum hourly rate amounts for the group and table (A or B). This field is required if pay type is 1 (hourly).

      Note: If entering a value in this field, do not enter the SALARY field.

    • HRS/FTE (REQUIRED)
      In the first area of this field, enter the number of hours budgeted for an employee to work in this position during a work week and a value to indicate the percent of FTE budgeted for this position. Enter 20 hours per week in the HRS field and 0.500 in the FTE field or 40 hours per week in the HRS field and 1.000 in the FTE field.

      If the authorized FTE is entered, the system will display work hours per week. If only work hours per week are entered, the system will display the authorized FTE.
    • PAY FREQ/TYPE (REQUIRED/REQUIRED)
      In the first area of this field, enter a value to indicate frequency of payment.
      Code Description
      M Monthly (default)
      S Semimonthly
      In the second area of this field, enter a value to indicate pay type.
      Code Description
      1 Hourly
      2 Salary
      4 Part-time (Use only to describe retired or former judges and board members.)
    • POS CODE/TYPE (REQUIRED)
      In the first area of this field, enter a value indicating whether the position is:
      Code Description
      C Classified (Pay Table 1A, 1B or 1C)
      U Unclassified (Pay Table 02)
      E Exempt (Pay Table 03)
      In the second area of this field, enter a value indicating the type of position. (Default is blank for STD which means standard.)
    • AUTHORIZED DATE (OPTIONAL)
      Date the position was authorized.
  4. Press Enter to process the transaction.

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Establish Position with a New Organization Code/Location Code/Extended Location Code

Screen:

HNPU1 (Position Table)

Key Fields:

AGENCY, POSITION, EFFECTIVE DATE

 > GU    00XXX,XXXXXXX,09/01/2019                                 ON HNPU1

                ----------------POSITION TABLE-------------------- 
 I__ AGENCY---> 00XXX    POSITION--> XXXXXXX    EFFECTIVE DATE--> 09/01/2019
      _                                         UNDER/OVER FILL-> S 
  ORG CD--> 03C0000070    AUTOMATED SYSTEM 
  PCA/PCT-> P21201 / 100.0              EEO-4--> 01 / FINANCIAL ADMINISTRATION 
  LOC-----> 00001 BIG BUILDING          EXT LOC> XXXXX 
  FLSA ELIG/EEO CAT> NON-EXEMPT    / P  CREATE/UPDATE POS->   C HAZ DUTY> N 
  BUD JOB CLS/TITLE> 0264  / COMPUTER OPERATIONS SPECIALIST 
     FUNC CLS/TITLE> ____  / 
     GR>  B20 /       SALARY>  4,092.00 RATE>    .00000 HRS/FTE> 40.00 / 1.000 
     PAY FREQ/TYPE-> MONTHLY      / SALARY     POS CODE/TYPE-> C / _ STD 
     SUPV POSITION-> ________                  BUDG UNIT-----> ___________ 
     AUTH DATE-----> 00/00/0000                INACTIVE DATE-> 00/00/0000 
                                               LAST PAID DATE> 00/00/0000 
     SSN / NAME-> 
     ACT JOB CLS/TITLE> 
     FUNC CLS/TITLE> 
     GRP/STP> /  SALARY>           RATE>    .00000 HRS/FTE>       / 

     BUD AMT>  47,904.00 ACT EXP>          PROJ EXP/LPS>16,528.00 /         .00 

                                        MM/DD/YYYY  08:43:45   M3LL PARJ ____ 

Action:

  1. Access HNPU1.
  2. Enter I in the SUBCOMMAND field.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • POSITION (KEY)
      Enter the position number.
    • EFFECTIVE DATE (KEY)
      Enter 09/01/2019 (the new fiscal year-start date).
    • ORG CD (REQUIRED)
      Enter a value which identifies the organization code for this position. Establish organization codes on HNORG.
    • LOC (REQUIRED)
      Enter the location of the employee assigned to the position. Valid values must be established on HNJU1.
    • EXT LOC (OPTIONAL)
      A user-defined value to provide a further definition of the location code. Extended location code values must be established on HMJU1.
  4. Press Enter to process the transaction.

    Note: If the position is filled and the employee is using the same position number, then:

    • The employee assignment rollover will assign the employee to the position.
    • The fiscal 2019 position record will be inactivated with an inactive date of 08/31/2019 during the position rollover process.
    If the employee is using a new position number, then the entry to move the employee must be done after the assignment rollover. Refer to Post-Rollover September Entry for Position Changes.

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Change an Authorized Position FTE

Screen:

HNPU1 (Position Table)

Key Fields:

AGENCY, POSITION, EFFECTIVE DATE

> GU    00XXX,002222222,09/01/2019                                 ON HNPU1

               ----------------POSITION TABLE-------------------- 
I__ AGENCY---> 00XXX    POSITION--> 2222222    EFFECTIVE DATE--> 09/01/2019
                                               UNDER/OVER FILL-> S
 ORG CD--> 11111111111 EXECUTIVE OFFICES 
 PCA/PCT-> P11111/10010                EEO-4--> 01 / FINANCIAL ADMINISTRATION 
 LOC-----> 00227 TRAVIS                EXT LOC> _____ 
 FLSA ELIG/EEO CAT> NON-EXEMPT    / P  CREATE/UPDATE POS->      C HAZ DUTY> N 
 BUD JOB CLS/TITLE> 0154  / ADMINISTRATIVE TECH III 
    FUNC CLS/TITLE> ____  / 
    GRP>     A13 / SALARY>   1230.50 RATE>    .00000 HRS/FTE> 20.00 / 0.500
    PAY FREQ/TYPE-> MONTHLY      / SALARY     POS CODE/TYPE-> C  / 0 STD 
    SUPV POSITION-> ________                  BUDG UNIT-----> ___________ 
    AUTH DATE-----> 00/00/0000                INACTIVE DATE-> 00/00/0000 
                                              LAST PAID DATE> 00/00/0000
    SSN / NAME->             / 
 ACT JOB CLS/TITLE> 
    FUNC CLS/TITLE> 
    GRP/STP>     /    SALARY>      0.00 RATE>    .00000 HRS/FTE> 00.00 / 0.000 
                                                                                
 BUD AMT>  14,016.00 ACT EXP>       0.00 PROJ EXP/LPS>       0.00  /       .00 

                                       MM/DD/YYYY  08:43:45   M3LL PARJ ____ 

Note: Use caution when changing a filled position’s FTE before rollover; the authorized FTE will not be changed during the rollover process. Enter assignment FTE changes after rollover.

Action:

  1. Access HNPU1.
  2. Enter I in the SUBCOMMAND field.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • POSITION (KEY)
      Enter the position number.
    • EFFECTIVE DATE (KEY)
      Enter 09/01/2019 (the new fiscal year-start date).
    • HRS/FTE (REQUIRED)
      In the first area of this field, enter the number of hours budgeted for an employee to work in this position during a work week.

      In the second area of this field, enter a value to indicate the percent of FTE budgeted for this position.

      For example, you would enter 20 hours per week in the HRS field and 0.500 in the FTE field or 40 hours per week in the HRS field and 1.000 in the FTE field.

      If only the authorized FTE is entered, the system will generate work hours per week. If only work hours per week are entered, the system will generate the authorized FTE.
  4. Press Enter to process the transaction.

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Inactivate a Position Not Needed in Fiscal 2020

Screen:

HNPU1 (Position Table)

Key Fields:

AGENCY, POSITION, EFFECTIVE DATE

> GU    00XXX,XXXXXXX,09/01/2019                                    ON HNPU1
                                                                                
               ----------------POSITION TABLE--------------------               
R__ AGENCY---> 00XXX    POSITION--> XXXXXXX    EFFECTIVE DATE--> 09/01/2018
                                               UNDER/OVER FILL-> S           
 ORG CD--> 03B00070    AUTOMATED SYSTEM COORDINATOR                             
 PCA/PCT-> P21201 / 100.0              EEO-4--> 01 / FINANCIAL ADMINISTRATION   
 LOC-----> 00001 BIG BUILDING          EXT LOC> _____                           
 FLSA ELIG/EEO CAT> NON-EXEMPT    / P  CREATE/UPDATE POS->    C HAZ DUTY> N 
 BUD JOB CLS/TITLE> 0234  / SYS ANALYST III 
    FUNC CLS/TITLE> ____  /                                                     
    GRP>    B18 / 07 SALARY>  3,922.00 RATE>    .00000 HRS/FTE> 40.00 / 1.000 
    PAY FREQ/TYPE>> MONTHLY      / SALARY     POS CODE/TYPE-> C1 / _ STD        
    SUPV POSITION-> ________                  BUDG UNIT-----> ___________       
    AUTH DATE-----> 00/00/0000                INACTIVE DATE-> 08/31/2019
                                              LAST PAID DATE> 08/01/2019        
    SSN / NAME->                                         
 ACT JOB CLS/TITLE>                                       
    FUNC CLS/TITLE>                                                             
    GRP/STP>   /     SALARY>           RATE>    .00000 HRS/FTE>      / 
                                                                                
 BUD AMT>  35,298.00 ACT EXP>  31,376.00 PROJ EXP/LPS>   7,844.00  /      .00 
                                       MM/DD/YYYY  08:43:45   M3LL PARJ ____    

Action:

  1. Access HNPU1.
  2. Enter R in the SUBCOMMAND field.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • POSITION (KEY)
    • EFFECTIVE DATE (KEY)
    • INACTIVATE DATE (REQUIRED)
      Enter 08/31/2019.
  4. Press Enter to process the transaction.

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Establish Parameters for Position Rollover

Screen:

HMQU1 (Rollover Parameters)

Key Fields:

AGENCY

> GU    00XXX                                                       ON HMQU1
                                                                                   
                      -----------ROLLOVER PARAMETERS----------                     
                                                                                   
 R_  AGENCY--> 00XXX 
                                                                                   
                                                                                   
                                                                                   
                                                                                   
 ORGANIZATION(HNO)------------------>   N                                        
 PAYROLL TABLES(HN7,HMM)------------>   N                                        
 SALARY TABLE(H7S)------------------>   N                                        
 JOB CLASS CODE(HNT,H7O, HML)------->   N                                        
 POSITION(HNP)---------------------->   U  ENTER 'E' FOR EDIT OR 'U' FOR UPDATE 
   ACT(A),BUDG(B)-------------------->  A
   LIST DETAIL FOR ROLLED RECORDS(Y/N)? Y
 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)
    • POSITION (HNP) (REQUIRED)
      Code Description
      E (Edit) The report will be produced, but no actual updates will occur.

      Note: If the HNP is requested to run with a value of E, the employee assignments HMP value should be left with a value of N. The position rollover must be updated before the employee assignment rollover is requested.

      U (Update) Position records and position data are updated or inserted where needed.
    • ACTUAL (A), BUDG (B)
      Code Description
      A All positions will be set-up based on the actual (HMP) salary as of Aug. 31.
      B All positions will be set-up based on budgeted (HNP) salary as of Aug. 31.
    • LIST DETAIL FOR ROLLED RECORDS (REQUIRED)
      Code Description
      Y Lists error messages, successfully rolled position records and agency rollover totals.
      N Lists error messages and agency rollover totals only.

      Note: If the LIST DETAIL FOR ROLLED RECORDS field is changed from a Y to an N, the value will remain the same on the next roll unless updated.

  4. Press Enter to process the transaction.

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Establish Parameters for Post-Roll Report 508

Screen:

HNKPC (Position Control Report Request and Flags)

Key Fields:

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-> 1 SALARY TABLE LISTING-----------534-> _ 
 ACTIVE EMPLOYEES & LAB DIST---514-> _ ORG CODE TABLE LISTING---------535-> _ 
 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-> _ 

                                      MM/DD/YYYY  09:28:18   M3LL TARF ____ 

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 new fiscal year-start date).
    • END DATE (REQUIRED)
      Enter 08/31/2020 (the new fiscal year-end date).
    • 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).
    • ACTIVE POSITIONS (REQUIRED)
      Enter a value to indicate the sort preferences.
      Code Description
      1 Sort by org code, position number and job class.
      2 Sort by org code, job class and position number.
  4. Press Enter to process the transaction.

    Note: If you choose not to run the Staffing Forecast (165) Report, change the FY START DATE and FY END DATE fields to the new fiscal year (09/01/2019 and 08/31/2020) prior to running any reports in the new fiscal year.

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Establish Parameters for Post-Roll Report 165

Screen:

HSRPT (Standard Report Request)

Key Fields:

AGENCY

> GU    OOXXX                                                     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 









 A287W-NO RECORD/S FOUND 
                                       MM/DD/YYYY  11:29:21   M3LL PARJ ____ 

Action:

  1. Access HSRPT.
  2. Enter I in the SUBCOMMAND field.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • PAGE NUMBER (REQUIRED)
    • R/I (REQUIRED)
      Enter 1.
    • RPT (REQUIRED)
      Enter 165.
  4. Press Enter to process the transaction
  5. On HNKPC set the FY START DATE to 09/01/2019 and the FY END DATE to 08/31/2020, if not already changed.

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USPS Fiscal Year-End Position Post-Roll Checklist

___ Fiscal 2020 positions have been established with an effective date of 09/01/2019.

___ Fiscal 2019 positions have an inactive date of 08/31/2019.

___ Mass changes have been verified.

___ Post-Roll Reports 165, 506 and 508 have been verified and corrected, if applicable.

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Samples of Reports

   REPORT:   165                             UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM                             PAGE:     1     
   AGENCY:   999                                         XXXXXXXXXXXXXXXXXXX                                    RUN DATE: MM/DD/YYYY 
                                                      STAFFING FORECAST REPORT                                  RUN TIME: 10:28:57  
** EDIT/REPORT RUN **                          START DT 09/01/2019   END DT 08/31/2020                                              
  ORG CODE: 99999999999                                                                                                             
  BUSINESS ENTITY FILINGS - FULL-TIME                                                                                               
  POS NO     NAME/VACANT/CLOSED          SSN                                                                                        
  BUD CLASS  BUDGETED JOB TITLE                      HRIS  AUT FTE  BUD GR/ST  BUD MO SAL  BUDGETED  ----EXPENDITURES----  PROJECTED 
  ACT CLASS  ACTUAL JOB TITLE            EFFECT DT   CODE  ACT FTE  ACT GR/ST  ACT MO SAL  ANN SAL   FISCALYTD  PROJECTED  LAPSE    
                                                                                                                                    
             HIST DATE    INACT DATE                       PRIM CD  PRIM PCT   LG/HD                                                
                                                                                                                                    
  00000125   XXXXX, XXXXXXXXXX           999-99-9999 ----  -------  ---------  ----------  --------  ---------  ---------  --------- 
  1622       DIRECTOR III                                  1.000    28/        9345.88    112150.56       0.00  112150.56       0.00 
  1622       DIRECTOR III                09/01/20XX  FXX   1.000    28/        9345.88                                              
             09/01/20XX   00/00/0000                       P99999   100.0    200.00/                                                
                                                                                                                                    
  00000126   XXXXX, XXXXXXXXXX           999-99-9999 ----  -------  ---------  ----------  --------  ---------  ---------  --------- 
  3505       ATTORNEY V                                    1.000    27/        6222.00     74664.00       0.00   74664.00       0.00 
  3505       ATTORNEY V                  09/01/20XX  FXX   1.000    27/        6222.00                                              
             09/01/20XX   00/00/0000                       P99999   100.0    240.00/                                                
                                                                                                                                   
  00000128   XXXXX, XXXXXXXXXX           999-99-9999 ----  -------  ---------  ----------  --------  ---------  ---------  --------- 
  0154       ADMINISTRATIVE ASST III                       1.000    13/        2531.83     30381.96       0.00   30381.96       0.00 
  0154       ADMINISTRATIVE ASST III     09/01/20XX  FXX   1.000    13/        2531.83                                              
             09/01/20XX   00/00/0000                       P99999   100.0     60.00/                                                
                                                                                                                                    
  00000129   XXXXX, XXXXXXXXXX           999-99-9999  ----  -------  ---------  ----------  --------  ---------  ---------  --------- 
  3502       ATTORNEY II                                   1.000    21/        3894.25     46731.00       0.00   46731.00       0.00 
  3502       ATTORNEY II                 09/01/20XX  FXX   1.000    21/        3894.25                                              
             09/01/20XX   00/00/0000                       P99999   100.0     40.00/                                                
                                                                                                                                    
  00000130   XXXXX, XXXXXXXXXX           999-99-9999  ----  -------  ---------  ----------  --------  ---------  ---------  --------- 
  1571       PROGRAM SPECIALIST II                         1.000    18/        4049.36     48592.32       0.00   48592.32       0.00 
  1571       PROGRAM SPECIALIST II       09/01/20XX  FXX   1.000    18/        4049.36                                              
             09/01/20XX   00/00/0000                       P99999   100.0    220.00/                                                
                                                                                                                                    
  00000131   XXXXX, XXXXXXXXXX           999-99-9999  ----  -------  ---------  ----------  --------  ---------  ---------  --------- 
  3504       ATTORNEY IV                                   1.000    25/        5104.50     61254.00       0.00   61254.00       0.00 
  3504       ATTORNEY IV                 09/01/20XX  FXX   1.000    25/        5104.50                                              
              09/01/20XX   00/00/0000                       P99999   100.0     20.00/                                                
                                                                                                                                     
  00000132   XXXXX, XXXXXXXXXX           999-99-9999  ----  -------  ---------  ----------  --------  ---------  ---------  --------- 
  1571       PROGRAM SPECIALIST II                         1.000    18/        3837.61     46051.32       0.00   46051.32       0.00 
  1571       PROGRAM SPECIALIST II       09/01/20XX  FXX   1.000    18/        3837.61                                              
             09/01/20XX   00/00/0000                       P99999   100.0    200.00/                                                

   REPORT:   506                             UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM                             PAGE:    12     
   AGENCY:   999                                         XXXXXXXXXXXXXXXXXXXXXX                                 RUN DATE: MM/DD/YYYY 
                                              POSITION ROLLOVER UPDATE DETAIL  LISTING                          RUN TIME: 16:47:52  
                                                                                                                                    
POSITION   EFFECT DT                                                                                                                
                                                                                                                                    
                                                                                                                                    
00000350   09/01/20XX   ROLLED JC =1603 SAL =    5,548.80 RT =    0.00000 GRP/STP = B-25    ORG = 30710200702 BUD =   66,585.60     
00000352   09/01/20XX  HNP ROW INACTIVATED 08/31/20XX                                                                               
00000352   09/01/20XX   ROLLED JC =0258 SAL =    5,100.00 RT =    0.00000 GRP/STP = B-24    ORG = 30710200702 BUD =   61,200.00     
00000354   09/01/20XX  HNP ROW INACTIVATED 08/31/20XX                                                                               
00000354   09/01/20XX   ROLLED JC =1020 SAL =    4,987.27 RT =    0.00000 GRP/STP = B-21    ORG = 30710200702 BUD =   59,847.24     
00000112   09/01/20XX  HNP ROW INACTIVATED 08/31/20XX                                                                               
00000112   09/01/20XX   ROLLED JC =0156 SAL =    3,220.82 RT =    0.00000 GRP/STP = A-15    ORG = 30710203502 BUD =   38,649.84     
00000356   09/01/20XX  HNP ROW INACTIVATED 08/31/20XX                                                                               
00000356   09/01/20XX   ROLLED JC =0291 SAL =    5,567.51 RT =    0.00000 GRP/STP = B-24    ORG = 30710203702 BUD =   66,810.12     
00000357   09/01/20XX  HNP ROW INACTIVATED 08/31/20XX                                                                               
00000357   09/01/20XX   ROLLED JC =0290 SAL =    5,100.00 RT =    0.00000 GRP/STP = B-22    ORG = 30710203702 BUD =   61,200.00     
00000358   09/01/20XX  HNP ROW INACTIVATED 08/31/20XX                                                                               
00000358   09/01/20XX   ROLLED JC =0156 SAL =    3,527.30 RT =    0.00000 GRP/STP = A-15    ORG = 30710203702 BUD =   42,327.60     
00000095   09/01/20XX  HNP ROW INACTIVATED 08/31/20XX                                                                           
00000095   09/01/20XX   ROLLED JC =1622 SAL =    9,345.88 RT =    0.00000 GRP/STP = B-28    ORG = 30710204802 BUD =  112,150.56 
00000096   09/01/20XX  HNP ROW INACTIVATED 08/31/20XX                                                                           
00000096   09/01/20XX   ROLLED JC =1603 SAL =    6,506.82 RT =    0.00000 GRP/STP = B-25    ORG = 30710204802 BUD =   78,081.84 
00000097   09/01/20XX  HNP ROW INACTIVATED 08/31/20XX                                                                           
00000097   09/01/20XX   ROLLED JC =3505 SAL =    6,556.44 RT =    0.00000 GRP/STP = B-27    ORG = 30710204802 BUD =   78,677.28 
00000098   09/01/20XX  HNP ROW INACTIVATED 08/31/20XX                                                                           
00000098   09/01/20XX   ROLLED JC =1620 SAL =    6,890.79 RT =    0.00000 GRP/STP = B-26    ORG = 30710204802 BUD =   82,689.48 
00000099   09/01/20XX  HNP ROW INACTIVATED 08/31/20XX                                                                           
00000099   09/01/20XX   ROLLED JC =0156 SAL =    3,527.30 RT =    0.00000 GRP/STP = A-15    ORG = 30710204802 BUD =   42,327.60 
00000101   09/01/20XX  HNP ROW INACTIVATED 08/31/20XX                                                                           
00000101   09/01/20XX   ROLLED JC =3503 SAL =    5,233.12 RT =    0.00000 GRP/STP = B-23    ORG = 30710204802 BUD =   62,797.44 
00000102   09/01/20XX  HNP ROW INACTIVATED 08/31/20XX                                                                           
00000102   09/01/20XX   ROLLED JC =3503 SAL =    4,692.00 RT =    0.00000 GRP/STP = B-23    ORG = 30710204802 BUD =   56,304.00 
00000103   09/01/20XX  HNP ROW INACTIVATED 08/31/20XX                                                                           
00000103   09/01/20XX   ROLLED JC =3502 SAL =    3,894.25 RT =    0.00000 GRP/STP = B-21    ORG = 30710204802 BUD =   46,731.00 
00000104   09/01/20XX  HNP ROW INACTIVATED 08/31/20XX                                                                           
00000104   09/01/20XX   ROLLED JC =3502 SAL =    3,894.25 RT =    0.00000 GRP/STP = B-21    ORG = 30710204802 BUD =   46,731.00 
00000105   09/01/20XX  HNP ROW INACTIVATED 08/31/20XX                                                                           
00000105   09/01/20XX   ROLLED JC =0162 SAL =    4,318.58 RT =    0.00000 GRP/STP = B-19    ORG = 30710204802 BUD =   51,822.96 

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Sample of Pre-Roll Report

  REPORT:   508                             UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM                             PAGE:    20     
   AGENCY:   999                                         XXXXXXXXXXXXXXXXXXX                                    RUN DATE: MM/DD/YYYY 
9999999999                                                ACTIVE POSITIONS                                      RUN TIME: 17:21:00  
                                                          AS OF 08/31/2019                                                          
                                                   F                                                                                
                                                H  L  E  F  -------------BUDGETED--------------  --------------ACTUAL--------------- 
                                        PRIMARY A  S  E  R  JOB  FUNC                            JOB  FUNC                          
NAME/VACANT DATE      SSN       POS NO  PCA/IND Z  A  O  Q  CLS  CLS  TB/GR/ST    FTE    SAL     CLS  CLS  TB/GR/ST    FTE    SAL   
------------------------------------------------------------------------------------------------------------------------------------ 
                                                                                                                                    
XXXXXX, XXXXXXXXX 999-99-9999 00000044  X99999  N  2  A  M  1622       B/28/    1.000   8545.93  1622      1B/28/    1.000   8545.93 
XXXXXX, XXXXXXXXX 999-99-9999 00000045  X99999  N  4  T  M  0244       B/25/    1.000   6993.33  0244      1B/25/    1.000   6993.33 
XXXXXX, XXXXXXXXX 999-99-9999 00000046  X99999  N  4  P  M  0245       B/27/    1.000   6176.50  0245      1B/27/    1.000   6176.50 
XXXXXX, XXXXXXXXX 999-99-9999 00000047  X99999  N  4  P  M  0213       B/24/    1.000   6232.48  0213      1B/24/    1.000   6232.48 
XXXXXX, XXXXXXXXX 999-99-9999 00000048  X99999  N  4  T  M  0244       B/25/    1.000   5619.52  0244      1B/25/    1.000   5619.52 
XXXXXX, XXXXXXXXX 999-99-9999 00000049  X99999  N  4  P  M  0301       B/20/    1.000   4590.00  0301      1B/20/    1.000   4590.00 
XXXXXX, XXXXXXXXX 999-99-9999 00000050  X99999  N  4  T  M  0243       B/23/    1.000   4736.52  0243      1B/23/    1.000   4736.52 
XXXXXX, XXXXXXXXX 999-99-9999 00000052  X99999  N  4  T  M  0243       B/23/    1.000   4698.79  0243      1B/23/    1.000   4698.79 
XXXXXX, XXXXXXXXX 999-99-9999 00000053  X99999  N  4  T  M  0243       B/23/    1.000   5839.84  0243      1B/23/    1.000   5839.84 
XXXXXX, XXXXXXXXX 999-99-9999 00000054  X99999  N  4  P  M  0258       B/24/    1.000   7514.13  0258      1B/24/    1.000   7514.13 
**VACANT 10/31/10             00000055  X99999  N  4  P  M  0257       B/22/    1.000   5561.22                                     
XXXXXX, XXXXXXXXX 999-99-9999 00000056  X99999  N  4  T  M  0243       B/23/    1.000   5122.29  0243      1B/23/    1.000   5122.29 
XXXXXX, XXXXXXXXX 999-99-9999 00000061  X99999  N  4  T  M  0241       B/19/    1.000   4012.10  0241      1B/19/    1.000   4012.10 
XXXXXX, XXXXXXXXX 999-99-9999 00000062  X99999  N  4  T  M  0243       B/23/    1.000   5893.86  0243      1B/23/    1.000   5893.86 
XXXXXX, XXXXXXXXX 999-99-9999 00000064  X99999  N  4  P  M  0288       B/18/    1.000   3772.50  0288      1B/18/    1.000   3772.50 
XXXXXX, XXXXXXXXX 999-99-9999 00000065  X99999  N  4  P  M  0257       B/22/    1.000   4977.27  0257      1B/22/    1.000   4977.27 
XXXXXX, XXXXXXXXX 999-99-9999 00000066  X99999  N  4  T  M  0243       B/23/    1.000   5087.57  0243      1B/23/    1.000   5087.57 
XXXXXX, XXXXXXXXX 999-99-9999 00000068  X99999  N  4  T  M  0242       B/21/    1.000   4158.27  0242      1B/21/    1.000   4158.27 
XXXXXX, XXXXXXXXX 999-99-9999 00000072  X99999  N  0  T  M  0230       B/17/    1.000   3063.71  0230      1B/17/    1.000   3063.71 
XXXXXX, XXXXXXXXX 999-99-9999 00000073  X99999  N  4  T  M  0255       B/18/    1.000   3774.00  0255      1B/18/    1.000   3774.00 
XXXXXX, XXXXXXXXX 999-99-9999 00000077  X99999  N  0  Q  M  0156       A/15/    1.000   2874.00  0156      1A/15/    1.000   2874.00 
XXXXXX, XXXXXXXXX 999-99-9999 00000237  X99999  N  3  P  M  0291       B/24/    1.000   5929.21  0291      1B/24/    1.000   5929.21 
XXXXXX, XXXXXXXXX 999-99-9999 00000244  X99999  N  3  P  M  0259       B/26/    1.000   6866.64  0259      1B/26/    1.000   6866.64 
XXXXXX, XXXXXXXXX 999-99-9999 00000251  X99999  N  4  P  M  0302       B/22/    1.000   5064.43  0302      1B/22/    1.000   5064.43 
XXXXXX, XXXXXXXXX 999-99-9999 00000260  X99999  N  4  T  M  0243       B/23/    1.000   5355.00  0243      1B/23/    1.000   5355.00 
XXXXXX, XXXXXXXXX 999-99-9999 00000262  X99999  N  4  P  M  0289       B/20/    1.000   4987.27  0289      1B/20/    1.000   4987.27 
XXXXXX, XXXXXXXXX 999-99-9999 00000351  X99999  N  4  P  M  0259       B/26/    1.000   6501.09  0259      1B/26/    1.000   6501.09 
XXXXXX, XXXXXXXXX 999-99-9999 00000353  X99999  N  4  P  M  0291       B/24/    1.000   5849.87  0291      1B/24/    1.000   5849.87 
XXXXXX, XXXXXXXXX 999-99-9999 00000355  X99999  N  4  T  M  0243       B/23/    1.000   5143.73  0243      1B/23/    1.000   5143.73 

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