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USPS Fiscal Year-End Close Manual –
Employee Assignment Rollover

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Overview

All August terminations and personnel actions must be completed before the employee assignment rollover. Entry of personnel actions for fiscal 2021 will not be allowed before the employee assignment rollover. A backout of a fiscal 2021 rollover record will be allowed in order to do maintenance for fiscal 2020 and to make corrections to 2021 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 2020 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 09/01/2020 effective date and updates actual fields.
  • Updates the HNH assignment date to 09/01/2020.
  • Creates an F21 marker record for the rollover with an effective date of 09/01/2020 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.

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Establish Date Parameters for Fiscal 2021

Screen:

HNKPM (Personnel Management Report Request)

Key Fields:

AGENCY

> GU     00XXX                                                     ON HNKPM

                      ---PERSONNEL MANAGEMENT REPORT REQUEST--- 

R_  AGENCY---> 00XXX 

                START DATE----> 09/01/2020  END DATE----> 08/31/2021            
                FY START DATE-> 09/01/2020  FY END DATE-> 08/31/2021
                                                                                
  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:

  1. Access HNKPM.
  2. Enter R in the SUBCOMMAND field.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • START DATE (REQUIRED)
      Enter 09/01/2020 (the new fiscal year start date).
    • END DATE (REQUIRED)
      Enter 08/31/2021 (the new fiscal year-end date).
    • FY START DATE (REQUIRED)
      Enter 09/01/2020 (the new fiscal year start date).
    • FY END DATE (REQUIRED)
      Enter 08/31/2021 (the new fiscal year-end date).
  4. Press Enter to process the transaction.

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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:

  1. Access HMQU1.
  2. Enter R in the SUBCOMMAND field.
  3. 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.
  4. Press Enter to process the transaction.

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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:

  1. Access HSRPT.
  2. Enter I in the SUBCOMMAND field.
  3. Enter the following fields as required:
    • AGENCY (KEY)
    • PAGE NUMBER (REQUIRED)
      Enter the consecutive page number.
    • RI (REQUIRED)
      Enter 1.
    • RPT (REQUIRED)
      Enter 165.
  4. Press Enter to process the transaction.

    Note: The agency still needs to set the FY START DATE to 09/01/2020 and the FY END DATE to 08/31/2021 on the Position Control Report Request and Flags (HNKPC) screen, if not already changed.

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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.

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USPS Fiscal Year-End Close Assignment Post-Roll Checklist

___ HMP records have been updated with the appropriate reason codes for fiscal 2021. New HNH records were created with the appropriate reason codes for fiscal 2021.

___ 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.

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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 09/01/2020   END DT 08/31/2021 
  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

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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 08/31/2020 
                                                   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