USPS Fiscal Year-End Close Manual –
Employee Assignment Rollover
Chapter Sections
- Overview
- Establish Date Parameters for Fiscal 2022
- Establish Parameters for Employee Assignment Rollover
- Establish Parameters for the Staffing Forecast (165) Report
- Correcting Exceptions From the Assignment Rollover Edit Listing (507) Report
- USPS Fiscal Year-End Close Assignment Post-Roll Checklist
- Samples of Reports
- Sample of Pre-Roll Report
Overview
All August terminations and personnel actions must be completed before the employee assignment rollover. Entry of personnel actions for fiscal 2022 will not be allowed before the employee assignment rollover. A backout of a fiscal 2022 rollover record will be allowed in order to do maintenance for fiscal 2021 and to make corrections to 2022 if the roll was not processed correctly for the employee.
After entering the action, the employee must be re-rolled to the new fiscal year. Employees terminated in fiscal 2021 are not rolled to the new fiscal year.
Employee Assignment Rollover
After making the necessary changes, establish parameters to execute the assignment rollover. It is strongly recommended that the agency run an edit of the assignment rollover before running the rollover. The rollover does the following:
- Assigns active employees to positions with a 09/01/2021 effective date and updates actual fields.
- Updates the HNH assignment date to 09/01/2021.
- Creates an F22 marker record for the rollover with an effective date of 09/01/2021 on HNH.
- Populates the actual number of incumbents (for exempt employees) on HNTEX screen.
- Updates H0B annual salaries.
- Generates the Staffing Forecast Exceptions (507) Report.
Verification
Verify the employee assignments using the Active Positions (508) Report and/or the Staffing Forecast (165) Report. Any rollover rejections will be listed on Report 507.
Verification Notes: Agencies will get a warning message on Report 507 if a PCA/index is not set up in the Uniform Statewide Accounting System (USAS) for the new fiscal year. Additionally, the asterisk (*) following the position number on Report 507 indicates that position is new via the mass change screen.
Establish Date Parameters for Fiscal 2022
Screen:
HNKPM (Personnel Management Report Request)
Key Fields:
AGENCY
> GU 00XXX ON HNKPM ---PERSONNEL MANAGEMENT REPORT REQUEST--- R_ AGENCY---> 00XXX START DATE----> 09/01/2021 END DATE----> 08/31/2022 FY START DATE-> 09/01/2021 FY END DATE-> 08/31/2022 EMPLOYEE WRK AUTH EXP 120 DYS-503-> _ PERFORMANCE APPRAISAL---------559-> _ MANAGEMENT TO STAFF RATIO-----509-> _ STATE QUARTERLY FTE-----------761-> _ EMPLOYEE BY JOB CLASS---------531-> _ NEW HIRE AND TRANSFERS--------798-> _ AMERICAN DISABILITY ACT-------539-> _ EMP DESCRIPTIVE REFERENCE-----841-> _ EMPLOYEE TERM LIST------------543-> _ PART TIME EMPLOYEES-----------867-> _ MERIT INCREASE----------------546-> _ EMPLOYEES ON LWOP-------------902-> _ AGENCY SERVICE AWARDS---------553-> _ STATE SERVICE AWARDS----------554-> _ REPORT 761/762 SUM/DET-> _ REPORT 798 SORT MM/DD/YYYY 15:05 M3LL PARJ ____
Action:
- Access HNKPM.
- Enter R in the
SUBCOMMAND
field. - Enter the following fields as required:
- AGENCY (
KEY
) - START DATE (
REQUIRED
)
Enter 09/01/2021 (the new fiscal year start date). - END DATE (
REQUIRED
)
Enter 08/31/2022 (the new fiscal year-end date). - FY START DATE (
REQUIRED
)
Enter 09/01/2021 (the new fiscal year start date). - FY END DATE (
REQUIRED
)
Enter 08/31/2022 (the new fiscal year-end date).
- AGENCY (
- Press Enter to process the transaction.
Establish Parameters for Employee Assignment 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)----------------------> 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)----------> U ENTER 'E' FOR EDIT OR 'U' FOR UPDATE LIST DETAIL FOR ROLLED RECORDS(Y/N)? Y 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
SUBCOMMAND
field. - Enter the following fields as required:
- AGENCY (
KEY
) - EMPLOYEE ASSIGNMENTS (HMP) (
REQUIRED
)Code Description E (Edit) The report will be produced, but no actual updates will occur. U (Update) Rolls employee position assignment records (position budget data and updates occur). - LIST DETAIL FOR ROLLED RECORDS (
REQUIRED
)Code Description Y Lists error messages, successfully rolled assignment records and agency rollover totals. N Lists error messages and agency rollover totals only.
- AGENCY (
- Press Enter to process the transaction.
Establish Parameters for the Staffing Forecast (165) Report
Screen:
HSRPT (Standard Report Request)
Key Fields:
AGENCY
> GU 000XXX 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:
- Access HSRPT.
- Enter I in the
SUBCOMMAND
field. - Enter the following fields as required:
- AGENCY (
KEY
) - PAGE NUMBER (
REQUIRED
)
Enter the consecutive page number. - RI (
REQUIRED
)
Enter 1. - RPT (
REQUIRED
)
Enter 165.
- AGENCY (
- Press Enter to process the transaction.
Note: The agency still needs to set the
FY START DATE
to 09/01/2021 and theFY END DATE
to 08/31/2022 on the Position Control Report Request and Flags (HNKPC) screen, if not already changed.
Correcting Exceptions From the Assignment Rollover Edit Listing (507) Report
Report 507 will automatically be generated with the assignment rollover.
Note: All exceptions must be corrected and assignments re-rolled before the employee can be paid.
USPS Fiscal Year-End Close Assignment Post-Roll Checklist
___ HMP records have been updated with the appropriate reason codes for fiscal 2022. New HNH records were created with the appropriate reason codes for fiscal 2022.
___ Report 165, Report 507 and/or Report 508 have been compared and all exceptions corrected.
___ Employees who were removed from disciplinary or temporary assignment before the rollover have been returned to those assignments effective Sept. 1, if necessary.
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 09/01/2021 END DT 08/31/2022 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 F15 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 F15 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 F15 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 F15 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 F15 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 F15 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 F15 1.000 18/ 3837.61 09/01/20XX 00/00/0000 P99999 100.0 200.00/
REPORT: 507 UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM PAGE: 8 AGENCY: 999 XXXXXXXXXXXXXXXXXX RUN DATE: MM/DD/YYY ASSIGNMENT ROLLOVER UPDATE DETAIL LISTING RUN TIME: 16:50:51 EMPLOYEE # POSITION 999-99-9999 00000093 ROLLED JC = 1570 SAL = 3,063.66 RT = 0.00000 GRP/STP = B-17/ ORG = 99910104002 ANN = 36,763.92 999-99-9999 00000191 ROLLED JC = 0154 SAL = 2,428.83 RT = 0.00000 GRP/STP = A-13/ ORG = 99910101802 ANN = 29,145.96 999-99-9999 00000226 ROLLED JC = 0154 SAL = 2,717.60 RT = 0.00000 GRP/STP = A-13/ ORG = 99910101002 ANN = 32,611.20 999-99-9999 00000086 ROLLED JC = 1571 SAL = 3,948.58 RT = 0.00000 GRP/STP = B-18/ ORG = 99910104002 ANN = 47,382.96 999-99-9999 00000199 ROLLED JC = 0156 SAL = 3,009.08 RT = 0.00000 GRP/STP = A-15/ ORG = 99910101802 ANN = 36,108.96 999-99-9999 00000332 ROLLED JC = 0154 SAL = 2,428.83 RT = 0.00000 GRP/STP = A-13/ ORG = 99910204802 ANN = 29,145.96 999-99-9999 00000083 ROLLED JC = 0156 SAL = 2,717.61 RT = 0.00000 GRP/STP = A-15/ ORG = 99910101002 ANN = 32,611.32 999-99-9999 00000251 ROLLED JC = 0302 SAL = 5,064.43 RT = 0.00000 GRP/STP = B-22/ ORG = 99939319802 ANN = 60,773.16 999-99-9999 00000204 ROLLED JC = 1571 SAL = 3,677.76 RT = 0.00000 GRP/STP = B-18/ ORG = 99910101002 ANN = 44,133.12 999-99-9999 00000003 ROLLED JC = 3524 SAL = 9,520.00 RT = 0.00000 GRP/STP = B-31/ ORG = 99939119502 ANN = 114,240.00 999-99-9999 00000252 ROLLED JC = 3504 SAL = 5,104.50 RT = 0.00000 GRP/STP = B-25/ ORG = 99910100102 ANN = 61,254.00 999-99-9999 00000072 ROLLED JC = 0230 SAL = 3,063.71 RT = 0.00000 GRP/STP = B-17/ ORG = 99939319802 ANN = 36,764.52 999-99-9999 00000065 ROLLED JC = 0257 SAL = 4,977.27 RT = 0.00000 GRP/STP = B-22/ ORG = 99939319802 ANN = 59,727.24 999-99-9999 00000279 ROLLED JC = 0156 SAL = 2,826.30 RT = 0.00000 GRP/STP = A-15/ ORG = 99910100102 ANN = 33,915.60 999-99-9999 00000028 ROLLED JC = 1603 SAL = 6,317.76 RT = 0.00000 GRP/STP = B-25/ ORG = 99939420112 ANN = 75,813.12 999-99-9999 00000025 ROLLED JC = 1018 SAL = 4,252.82 RT = 0.00000 GRP/STP = B-19/ ORG = 99939219602 ANN = 51,033.84 999-99-9999 00000325 ROLLED JC = 3660 SAL = 4,048.56 RT = 0.00000 GRP/STP = B-17/ ORG = 99910342102 ANN = 48,582.72 999-99-9999 00000020 ROLLED JC = 1018 SAL = 3,467.16 RT = 0.00000 GRP/STP = B-19/ ORG = 99939219602 ANN = 41,605.92 999-99-9999 00000090 ROLLED JC = 1574 SAL = 5,949.99 RT = 0.00000 GRP/STP = B-21/ ORG = 99939119502 ANN = 71,399.88 999-99-9999 00000122 ROLLED JC = 0154 SAL = 2,697.24 RT = 0.00000 GRP/STP = A-13/ ORG = 99910204802 ANN = 32,366.88 999-99-9999 00000272 ROLLED JC = 1575 SAL = 5,911.66 RT = 0.00000 GRP/STP = B-23/ ORG = 99910303002 ANN = 70,939.92 999-99-9999 00000151 ROLLED JC = 0156 SAL = 2,826.30 RT = 0.00000 GRP/STP = A-15/ ORG = 99910100102 ANN = 33,915.60
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 08/31/2021 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 10/31/09 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