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USPS Process Guide – Appendix L – On-Line Audit

Introduction

The audit trail screens can be used by agency personnel with security access to the HRH database and provide data identifying certain changes that were made, who made the changes, the date the changes were made and what time they occurred. As changes are made on-line, the audit database feature will capture those changes. The changes will be available for viewing on the audit-trail screens following the next nightly cycle. For example, if changes are made on Saturday they would be available for on-line viewing on the following Tuesday.

Screens associated with this process

  • Agency/Employee Audit History (HRHL1)
  • HØA Transaction Audit Record (HRHØA)
  • HØB Transaction Audit Record (HRHØB)
  • HØZ Transaction Audit Record (HRHØZ)
  • HNY Transaction Audit Record (HRHNY)
  • HM9 Deleted Transaction Audit Record (HRHM9)
  • HMT Transaction Audit Record (HRHMT)
  • HN1 Transaction Audit Record (HRHN1)
  • Employee Audit History (HRHL2)
  • HID Transaction Audit Record (HRHID)
  • HOØ Transaction Audit Record (HRHOØ)
  • HNC Transaction Audit Record (HRHNC)

Note: The HMPFX, HØBFX & HNHBK Audit History screen (HNXAT) provides a history of personnel actions and entries with incorrect information that were either corrected via entry through HMPFX, HØBFX, and HNHBK or corrected through the Letter of Authorization (LOA) process. The Leave Balance Detail by Leave Type (HN9U3) can also be helpful when reconciling employee leave entry.

How to Use the Audit History list from HRHL1

The Agency/Employee Audit History screen (HRHL1) displays a chronological listing of tracked payroll related changes (from HØA, HØB, HØZ, HNY, HMT and HN1) and deleted leave accounting entries (from HM9) and can be used to view a historic listing of all changes by agency, employee Social Security number (SSN) and effective date.

To view a limited number of changes for a specific employee, the screen allows for a wild card search by effective date. To view a certain number of records prior to a specific date, enter the agency number, employee’s SSN, a greater than sign (>) and the date parameter desired on the command line. Based on the date entered, records on or before this date will display. For example, the following entry would provide all changes made on or before July 1, 2006.

GD        XXX,XXXXXXXXX,>07/01/2006                                   on HRHL1

Only changes to audited fields made after the migration of the ACR will create a row on the HRHL1. The screen will display by:

  • EFF DATE — The effective date of the change sorted by most current.
  • EFF TIME — The effective time sorted by most current.
  • DBID — Identifies the three character description of the database where the audited field was inserted, updated or deleted.
  • KEY — Contains the key fields for the database from which the change was captured.
  • TYPE — Indicates whether the change was an (I)nsert, (U)pdate/change, or(D)elete).
  • ID — Displays the User ID or the job that updated the data.

To link from the HRHL1 to see the detail of a specific audit record, place an ‘X’ in the subcommand field. Once linked, the new and old values related to the change will display.

Examples of Transaction Audit Records

The HØA transaction illustrated below reflects an audit transaction following an insert of a new hire on HMPNH. Note: The number following the effective date on the command line (in this example 0874965749983) automatically populates when the audit screen is called up and is used by the system to display records in descending order.

 GD    00XXX,00XXXXXXXXX,06/13/2006,0874965749983                    ON HRH0A 
                                                       LEVEL 01 LINK FROM HRHL1
                       -----H0A TRANSACTION AUDIT RECORD-----                  
__   AGENCY--> 00XXX   SSN--> 00XXXXXXXXX                                      
     COUNTRY CODE--> 001  TAX UNIT--> 01  STATE CODE--> 44   LOCAL CODE--> 00  
     EMPL NAME-> XXXX, XXXXXX X                                           
     DATE TIME--> 06/13/06.12.50  ID-> XXXX123  XXXXXXX, XXXXXXX        INSERT 
                                                                               
          ST   LOC  STATE  OASDI TXBL   OASDI TAX  MEDICARE TXBL  MEDICARE TAX 
         STAT  STAT EXEMPT                                                     
  NEW>    1     1   00000         .00        .00          .00          .00     
  OLD>                                                                         
                                                                               
                                                                               
          AGENCY         AGENCY       AGENCY           AGENCY                  
          OASDI TXBL     OASDI TAX    MEDICARE TXBL    MEDICARE TAX            
  NEW>           .00          .00            .00            .00                
  OLD>                                   
                                      
                                        06/13/06  14:34:29 1 M3LL PARJ ____    

The HØB transaction illustrated below reflects an audit transaction following an insert of a new hire on HMPNH.

 C     00XXX,00XXXXXXXXX,06/13/2006,0874965806319                    ON HRH0B 
                                                        LEVEL 01 LINK FROM HRHL1
                        -----H0B TRANSACTION AUDIT RECORD-----                 
 __   AGENCY--> 00XXX   SSN--> 00XXXXXXXXX                                      
      EMPL NAME-> XXXX, XXXXXX X                                           
      DATE TIME--> 06/13/06.12.50  ID-> XXXX123  XXXXXXX, XXXXXXX        INSERT 
                                                                                
        -------------------------FEDERAL INCOME TAX---------------------------  
         STATUS  MAR  NO      RES    WORK     AMOUNT FACTOR   EXTRA  EXTRA      
                 STA  EXEMPT  ST/LOC ST/LOC                   AMT    FACTOR     
   NEW>    4      1   00      44/00  44/00    00000  .000     00000  .000       
   OLD>                                                                         
                                                                                
          FICA    FICA CHG      BRP     TIMECARD   RET   PREV RET  YTD BRP FROM 
         STATUS     DATE                 STATUS    TYPE    TYPE     OLD AGENCY  
   NEW>    4     00/00/0000      W         1        N                    .00    
   OLD>                                                                         
                                                                                
          CHECKING    CHECKING            SAVINGS     SAVINGS                   
          TRANSIT     ACCOUNT             TRANSIT     ACCOUNT                   
   NEW>   000000000                       000000000                             
   OLD>                                    
                                         06/13/06  14:24:11 1 M3LL PARJ ____   

The HØZ transaction illustrated below reflects an audit transaction following an insert of a new hire on HMPNH which would set up the retirement deduction for the employee. In addition to the employee deduction (05), there would also be an HØZ transaction for deduction 24 (the retirement fee) and for deduction 25 (state retirement match).

 GD    00XXX,00XXXXXXXXX,06/13/2006,0874963921759                    ON HRH0Z 
                                                       LEVEL 01 LINK FROM HRHL1
                       -----H0Z TRANSACTION AUDIT RECORD-----                  
__   AGENCY--> 00XXX   SSN--> 00XXXXXXXXX  DED NO-> 005                        
     EMPL NAME-> XXXX, XXXXXX X                                           
     DATE TIME--> 06/13/06.12.50  ID-> XXXX123  XXXXXXX, XXXXXXX        INSERT 
                                                                               
          DED AMT   DED PCT   FR  START DATE  END DATE    GOAL AMT    DED UTIL 
  NEW>    00000.00  0006.000  09  10/01/2006  00/00/0000  0000000.00  3122200  
  OLD>                                                                         
                                                                               
                                                                               
(12)                                    06/14/06  12:31:47 1 M3LL TAR6 ____  

The HØA transaction illustrated below reflects an audit transaction following a Social Security number (SSN) change processed by a Letter of Authorization (LOA) that deleted the records associated with the incorrect SSN. As part of the LOA to delete history associated with an incorrect SSN, a job is run to update the record and move all the data to the correct SSN. In this case, the ID reflects the job number that deleted the record in USPS associated with the incorrect SSN (ie. TPAY6ØØ1). Because the record was deleted, there is no NEW information to display.

 GD    00XXX,00XXXXXXXXX,06/13/2006,0868461097167                    ON HRH0A 
                                                       LEVEL 01 LINK FROM HRHL1
                       -----H0A TRANSACTION AUDIT RECORD-----                  
__   AGENCY--> 00XXX   SSN--> 00XXXXXXXXX                                      
     COUNTRY CODE--> 000  TAX UNIT--> 00  STATE CODE--> 00   LOCAL CODE--> 00  
     EMPL NAME-> XXXX, XXXXXX X                                           
     DATE TIME--> 06/13/06.13.15  ID-> TPAY6001                         DELETE 
                                                                               
          ST   LOC  STATE  OASDI TXBL   OASDI TAX  MEDICARE TXBL  MEDICARE TAX 
         STAT  STAT EXEMPT                                                     
  NEW>                                                                         
  OLD>    0     0   00000      115.00       7.13       115.00         1.67     
                                                                               
                                                                               
          AGENCY         AGENCY       AGENCY           AGENCY                  
          OASDI TXBL     OASDI TAX    MEDICARE TXBL    MEDICARE TAX            
  NEW>                                                                         
  OLD>        115.00         7.13         115.00           1.67                
                                                                               
                                       06/13/06  14:37:12 1 M3LL PARJ ____    

The HØA transaction illustrated below reflects an audit transaction following the entry of year-to-date tax and taxable wages on HØAUT. Although Benefit Replacement Pay (BRP) was also entered on HØAUT, it is not included on HRHØA but would be included on the HRHØB.

 GD    00XXX,00XXXXXXXXX,06/13/2006,0874767348623                    ON HRH0A 
                                                       LEVEL 01 LINK FROM HRHL1
                       -----H0A TRANSACTION AUDIT RECORD-----                  
__   AGENCY--> 00XXX   SSN--> 00XXXXXXXXX                                      
     COUNTRY CODE--> 000  TAX UNIT--> 00  STATE CODE--> 00   LOCAL CODE--> 00  
     EMPL NAME-> XXXX, XXXXXX X                                           
     DATE TIME--> 06/13/06.12.52  ID-> XXXX123  XXXXXXX, XXXXXXX        INSERT 
                                                                               
          ST   LOC  STATE  OASDI TXBL   OASDI TAX  MEDICARE TXBL  MEDICARE TAX 
         STAT  STAT EXEMPT                                                     
  NEW>    0     0   00000    16500.00    1023.00     16500.00       239.25     
  OLD>                                                                         
                                                                               
                                                                               
          AGENCY         AGENCY       AGENCY           AGENCY                  
          OASDI TXBL     OASDI TAX    MEDICARE TXBL    MEDICARE TAX            
  NEW>      16500.00      1023.00       16500.00         239.25                
  OLD>                                                       
                                                                               
                                        06/13/06  14:35:18 1 M3LL PARJ ____  

The HØB transaction illustrated below reflects an audit transaction following the entry of year-to-date Benefit Replacement Pay (BRP) on HØAUT. Although year-to-date tax and taxable wages were also entered on HØAUT, those fields are not included on HRHØB. They are only included on HRHØA.

 C     00XXX,00XXXXXXXXX,06/13/2006,0874767359935                    ON HRH0B 
                                                       LEVEL 01 LINK FROM HRHL1
                       -----H0B TRANSACTION AUDIT RECORD-----                  
__   AGENCY--> 00XXX   SSN--> 00XXXXXXXXX                                      
     EMPL NAME-> XXXX, XXXXXX X                                    
     DATE TIME--> 06/13/06.12.52  ID-> XXXX123  XXXXXXX, XXXXXXX        REPLACE
                                                                               
       -------------------------FEDERAL INCOME TAX---------------------------  
        STATUS  MAR  NO      RES    WORK     AMOUNT FACTOR   EXTRA  EXTRA      
                STA  EXEMPT  ST/LOC ST/LOC                   AMT    FACTOR     
  NEW>    4      1   00      44/00  44/00    00000  .000     00000  .000       
  OLD>    4      1   00      44/00  44/00    00000  .000     00000  .000       
                                                                               
         FICA    FICA CHG      BRP     TIMECARD   RET   PREV RET  YTD BRP FROM 
        STATUS     DATE                 STATUS    TYPE    TYPE     OLD AGENCY  
  NEW>    4     00/00/0000      W         1        N                1026.86    
  OLD>    4     00/00/0000      W         1        N                    .00    
                                                                               
         CHECKING    CHECKING            SAVINGS     SAVINGS                   
         TRANSIT     ACCOUNT             TRANSIT     ACCOUNT                   
  NEW>   000000000                       000000000                             
  OLD>   000000000                       000000000                             
                                                                               
                                         06/13/06  14:24:42 1 M3LL PARJ ____ 

The HØB transaction illustrated below reflects an audit transaction following a direct deposit set-up on HØBUI.

 C     00XXX,00XXXXXXXXX,06/13/2006,0874561160319                    ON HRH0B 
                                                       LEVEL 01 LINK FROM HRHL1
                       -----H0B TRANSACTION AUDIT RECORD-----                  
__   AGENCY--> 00XXX   SSN--> 00XXXXXXXXX                                      
     EMPL NAME-> XXXX, XXXXXX X                                           
     DATE TIME--> 06/13/06.12.54  ID-> XXXX123  XXXXXXX, XXXXXXX      REPLACE
                                                                               
       -------------------------FEDERAL INCOME TAX---------------------------  
        STATUS  MAR  NO      RES    WORK     AMOUNT FACTOR   EXTRA  EXTRA      
                STA  EXEMPT  ST/LOC ST/LOC                   AMT    FACTOR     
  NEW>    4      1   00      44/00  44/00    00000  .000     00000  .000       
  OLD>    4      1   00      44/00  44/00    00000  .000     00000  .000       
                                                                               
         FICA    FICA CHG      BRP     TIMECARD   RET   PREV RET  YTD BRP FROM 
        STATUS     DATE                 STATUS    TYPE    TYPE     OLD AGENCY  
  NEW>    4     00/00/0000      W         1        N                    .00    
  OLD>    4     00/00/0000      W         1        N                    .00    
                                                                               
         CHECKING    CHECKING            SAVINGS     SAVINGS                   
         TRANSIT     ACCOUNT             TRANSIT     ACCOUNT                   
  NEW>   XXXXXXXXX   XXXXXXXXXX          XXXXXXXXX   XXXXXXXXXX                
  OLD>   000000000                       000000000                             
                                                                               
                                        06/13/06  14:25:51 1 M3LL PARJ ____    

The HØZ transaction illustrated below reflects an audit transaction following a direct deposit set-up on HØBUI.

 GD    00XXX,00XXXXXXXXX,06/13/2006,0874561175471                    ON HRH0Z 
                                                       LEVEL 01 LINK FROM HRHL1
                       -----H0Z TRANSACTION AUDIT RECORD-----                  
__   AGENCY--> 00XXX   SSN--> 00XXXXXXXXX  DED NO-> 069                        
     EMPL NAME-> XXXX, XXXXXX X                                           
     DATE TIME--> 06/13/06.12.54  ID-> XXXX123  XXXXXXX, XXXXXXX        INSERT 
                                                                               
          DED AMT   DED PCT   FR  START DATE  END DATE    GOAL AMT    DED UTIL 
  NEW>    00000.00  0050.000  09  00/00/0000  00/00/0000  0000000.00  1110023  
  OLD>                                                                          
                                                                               
                                                                               
                                        06/14/06  12:33:51 1 M3LL PARJ ____  

The HNY transaction illustrated below reflects an audit transaction following a change to a child support deduction on HNYU1.

 G     00xxx,00xxxxx0550,10/13/2008,0846662515167                    ON HRHNY 
                                                       
                       -----HNY TRANSACTION AUDIT RECORD-----                  
__   AGENCY--> 00XXX  SSN--> 00XXXXX0550  DED NO--> 014  SUB NUM--> 004        
     EMPL NAME-> PRESIDENT, TAFT  X                                           
     DATE TIME--> 10/13/08.15.33  ID-> CTTW160  DOE, JOHN               REPLACE 
                                                                               
          VENDOR NUMBER   VENDOR NAME                                   
  NEW>    2XXXXX05508001  TXCSDU- JANE DOE
  OLD>    2XXXXX05508001  TXCSDU- JANE DOE 
                                                                               
          CAUSE NO          DED       DED  START DT    END DT       PRIORITY
                            AMT/PCT   FRQ                           /ORDER      
  NEW>    123456789012345     343.55   09  10/01/2004  07/31/2006      00        
  OLD>                        343.55   09  10/01/2004  07/31/2006      00    
                                                         
          FUTURE DED   GOAL AMT     CASE ID               MED   ADDR CODE
  NEW>         .00          .00    12345678901234567890    Y    000    
  OLD>         .00          .00    XX4-XX980                    000 
                                                                               
                                        10/14/08  08:15:27 1 M3LL TARF ____    

The HM9 transaction illustrated below reflects an audit transaction following multiple deletions of leave records from HM9U1.

 C     00XXX,00XXXXXXXXX,06/13/2006,0874047167487                    ON HRHM9 
                                                       LEVEL 02 LINK FROM HRHL1
                   --HM9 DELETED TRANSACTION AUDIT RECORD--                    
     AGENCY--> 00XXX   SSN--> 00XXXXXXXXX                                      
     EMPL NAME-> XXXX, XXXXXX X                                           

                                                                               
              ------START------            -------END-------                   
     ACTY  ST DATE         TIME   LVHRS    DATE         TIME  REASN OPID       
     DATETIME         ID                                                         
 __  SL T  P  01/10/2006  08:00     4:00   01/10/2006  12:00  SICK  ABC123     
     06/13/06.12.59   XXXX123  XXXXXXX, XXXXXXX                              
 __  SL T  P  01/16/2006  13:00     4:00   01/16/2006  17:00  SICK  ABC123     
     06/13/06.12.59   XXXX123  XXXXXXX, XXXXXXX                              
 __  SL T  P  02/01/2006  08:00     8:00   02/01/2006  17:00  SICK  ABC123     
     06/13/06.12.59   XXXX123  XXXXXXX, XXXXXXX                              
 __           00/00/0000           00:00   00/00/0000                          
     00/00/00.00.00                                                            
 __           00/00/0000           00:00   00/00/0000                          
     00/00/00.00.00                                                            
 __           00/00/0000           00:00   00/00/0000                          
     00/00/00.00.00                                                            
                                                                               
A205W-END OF LIST                                                              
                                       06/14/06  14:36:32 1 M3LL PARJ ____    

The HMT illustrated below reflects an audit record for an insert of a new record sent by the Employees Retirement System (ERS). This type of transaction updates USPS during nightly processing and creates a record on the Group Insurance/Texflex Participant Information (HMTU1) screen. Because this process is updated by a common routine an ID of PUSP0100 is indicated below.

> GU    00XXX,00XXXXXXXXX,01/09/2012                                      ON HRHMT 
                                                                               
                       -----HMT TRANSACTION AUDIT RECORD-----                  
__   AGENCY--> 00XXX  SSN--> 00XXXXXXXXX  EFF DT--> 01/01/2012                 
     EMPL NAME-> DOE, JOHN                                                
     DATE TIME--> 01/09/12.19.11  ID-> PUSP0100                         INSERT
                                                                               
       INS SALARY    PART  TRANS  BEN   HEALTH HEALTH     DENTAL DENTAL    DEP 
                     TYPE  CODE   STAT  CAR/LV PREMIUM    CAR/LV PREMIUM   LIFE
  NEW>    2536.00    FTE   NEN     A    NO/        .00    DB/MO    23.58   NO 
  OLD>    
                                                                               
       OPT  OPT LIFE  ADD    ADD     DISAB DISAB    DISAB DISAB    STATE   PREM
       LIFE  PREMIUM  LVL  PREMIUM   ST   ST PREM   LT   LT PREM   PAID    CONV
  NEW>  NO       .00  NO       .00   NO       .00   NO       .00      .00  Y  
  OLD>    
                                                                               
       FSA    FSA DAY    FSA    FSA HEALTH   TOB   TOB PRE   OPT               
       DAY     AMOUNT   HEALTH    AMOUNT     LVL    AMOUNT   OUT               
  NEW>  N         .00     N           .00    NO        .00                          
  OLD>                                        

The HMT illustrated below reflects an audit record created as a result of the agency benefits coordinator updating or changing an existing record. The Flexible Spending Accounts for Day Care and Health Care were updated on the Group Insurance/Texflex Participant Information (HMTU1) screen to ensure the employee’s payroll deduction was taken.

> GU    00XXX,00XXXXXXXXX,01/09/2012                                      ON HRHMT
                                                                               
                       -----HMT TRANSACTION AUDIT RECORD-----                  
__   AGENCY--> 00XXX  SSN--> 00XXXXXXXXX  EFF DT--> 01/01/2012                 
     EMPL NAME-> DOE, JOHN                                                
     DATE TIME--> 01/09/12.19.11  ID-> XXXX0100 XXXX,XXXXXXXX               REPLACE
                                                                               
       INS SALARY    PART  TRANS  BEN   HEALTH HEALTH     DENTAL DENTAL    DEP
                     TYPE  CODE   STAT  CAR/LV PREMIUM    CAR/LV PREMIUM   LIFE
  NEW>    2536.00    FTE   NEN     A    NO/        .00    DB/MO    23.58   NO
  OLD>    2536.00    FTE   NEN     A    NO/        .00    DB/MO    23.58   NO
                                                                               
       OPT  OPT LIFE  ADD    ADD     DISAB DISAB    DISAB DISAB    STATE   PREM
       LIFE  PREMIUM  LVL  PREMIUM   ST   ST PREM   LT   LT PREM   PAID    CONV
  NEW>  NO       .00  NO       .00   NO       .00   NO       .00      .00  Y
  OLD>  NO       .00  NO       .00   NO       .00   NO       .00      .00  Y
                                                                               
       FSA    FSA DAY    FSA    FSA HEALTH   TOB   TOB PRE   OPT               
       DAY     AMOUNT   HEALTH    AMOUNT     LVL    AMOUNT   OUT               
  NEW>  Y      250.00     Y        250.00    NO        .00                          
  OLD>  N         .00     N           .00    NO        .00                         

The HMT illustrated below reflects an audit record for a delete of an employee’s Group Insurance/Texflex Participant Information (HMTU1) record.

Note: Generally, deleting records from HMTU1 is not recommended because the Employee Deduction (H0ZUC) records are not updated.

00XXX SSN--> 00XXXXXXXXX EFF DT--> 01/01/2012 EMPL NAME-> DOE, JOHN DATE TIME--> 01/09/12.19.11 ID-> XXXX0100 XXXX,XXXXXXXX DELETE INS SALARY PART TRANS BEN HEALTH HEALTH DENTAL DENTAL DEP TYPE CODE STAT CAR/LV PREMIUM CAR/LV PREMIUM LIFE NEW> OLD> 2536.00 FTE NEN A NO/ .00 DB/MO 23.58 NO OPT OPT LIFE ADD ADD DISAB DISAB DISAB DISAB STATE PREM LIFE PREMIUM LVL PREMIUM ST ST PREM LT LT PREM PAID CONV NEW> OLD> NO .00 NO .00 NO .00 NO .00 .00 Y FSA FSA DAY FSA FSA HEALTH TOB TOB PRE OPT DAY AMOUNT HEALTH AMOUNT LVL AMOUNT OUT NEW> OLD> Y 250.00 Y 250.00 NO .00

The HN1 illustrated below reflects an audit record for an insert for an employee that has elected to participate in a 457 deferred compensation plan. This entry was made by the agency on the 403B/457 Contribution Screen (HN1UA).

> GD    00XXX,00XXXXXXXXX,06/02/2007,0885854692639                    ON HRHN1
                                                       LEVEL 01 LINK FROM HRHL1
                       -----HN1 TRANSACTION AUDIT RECORD-----
__   AGENCY-> 00XXX  SSN-> 00XXXXXXXXX  PLAN TYPE-> 01    PLAN ID-> 457
                     SM--> E1           VENDOR ID-> 9999  START DT> 06/01/2007
     EMPL NAME-> XXXXXXX, XXXX X
     DATE TIME--> 06/02/07.11.41  ID-> XXXX123  XXXXXXXX, XXXXXXX        INSERT 
 
        END DATE    DED    DED
                    FRQ    PCT
NEW>   06/01/2007   09      .00
OLD>   00/00/0000   00      .00

       FA/LOAN
           AMT     MF AMT     SC AMT     SA AMT     CD AMT    GFA AMT
NEW>    100.00        .00        .00        .00        .00        .00
OLD>


        MF AMT     CD AMT     MM AMT     TL AMT     GFA AMT    WL AMT
NEW>       .00        .00        .00        .00        .00        .00
OLD>                                                                  
                                                               
                                         06/05/07  14:22:39 1 PARJ __

The HN1 illustrated below reflects an audit record for an update to the employees deferred compensation 401(k) election on the Texa$aver (401K) Contribution Screen (HN1U1).

  > GD    00XXX,00XXXXXXXXX,05/04/2007,0918878289759                    ON HRHN1 
                                                        LEVEL 01 LINK FROM HRHL1
                          -----HN1 TRANSACTION AUDIT RECORD-----                  
   __   AGENCY-> 00XXX  SSN-> 00XXXXXXXXX  PLAN TYPE-> 01    PLAN ID-> 401        
                      SM--> E1           VENDOR ID-> 8888  START DT> 05/01/2007 
         EMPL NAME-> XXXXXX, XXXXXX X                                               
   DATE TIME--> 05/04/07.08.10  ID-> XXXX123  XXXXXXX, XXXXX X         REPLACE
                                                                           
         END DATE    DED    DED                                               
                     FRQ    PCT                                               
  NEW>  04/30/2007  09    11.00                                              
  OLD>  00/00/0000  09    11.00                                              
                                                                           
         FA/LOAN                                                              
             AMT     MF AMT     SC AMT     SA AMT     CD AMT    GFA AMT          
  NEW>       .00        .00        .00        .00        .00        .00       
  OLD>       .00        .00        .00        .00        .00        .00       
                                                                           
                                                                           
          VA AMT     MM AMT     WL AMT    GVA AMT     TL AMT                  
  NEW>       .00        .00        .00        .00        .00                  
  OLD>       .00        .00        .00        .00        .00                  
                                                                          
                                    06/05/07  10:59:44 1 M3LL PARJ ____ 

The HN1 illustrated below reflects an audit record following a delete from the 403B/457 Contribution (HN1UA) screen.

Note: Generally, deleting records from HN1UA is not recommended because the Employee Deduction (H0ZUC) record is not updated.

GD    00XXX,00XXXXXXXXX,05/15/2007,0884768224783                    ON HRHN1
                                                       LEVEL 01 LINK FROM HRHL1
                       -----HN1 TRANSACTION AUDIT RECORD-----
__   AGENCY-> 00XXX  SSN-> 00XXXXXXXXX  PLAN TYPE-> 01    PLAN ID-> 457
                     SM--> EL           VENDOR ID-> 9999  START DT> 05/01/2007
     EMPL NAME-> XXXXXXX, XXXXXX XXXXXXX
     DATE TIME--> 05/15/07.11.52  ID-> XXXX123  XXXXX, XXXXX            DELETE

          END DATE    DED    DED
                      FRQ    PCT
  NEW>
  OLD>    00/00/0000   01      .00
 
          FA/LOAN
              AMT     MF AMT     SC AMT     SA AMT     CD AMT    GFA AMT
  NEW>
  OLD>     161.59        .00        .00        .00        .00        .00
 
   
           VA AMT     MM AMT     WL AMT    GVA AMT     TL AMT          
  NEW>
  OLD>        .00        .00        .00        .00        .00


                                        06/05/07  11:19:19 1 M3LL PARJ ____

The HN1 illustrated below reflects an audit record following an insert by the agency of a new loan on the Loan Repay (457) Contribution (HN1LO) screen. The amount of the loan payment will appear under the FA/LOAN AMT column.

> GD    00XXX,00XXXXXXXXXX,05/09/2007,0869492421007                    ON HRHN1 
                                                        LEVEL 01 LINK FROM HRHL1
                        -----HN1 TRANSACTION AUDIT RECORD-----                  
 __   AGENCY-> 00XXX  SSN-> 00XXXXXXXXX  PLAN TYPE-> 01    PLAN ID-> 457        
                      SM--> EL           VENDOR ID-> 9999  START DT> 05/01/2007 
      EMPL NAME-> XXXXXXX, XXXXXX X                                             
      DATE TIME--> 05/09/07.13.05  ID-> XXXX123  XXXXX, XXXXX X        INSERT 
                                                                                
           END DATE    DED    DED                                               
                       FRQ    PCT                                               
   NEW>   00/00/0000   09      .00                                              
   OLD>                                                                         
                                                                                
           FA/LOAN                                                              
               AMT     MF AMT     SC AMT     SA AMT     CD AMT    GFA AMT       
   NEW>     289.02        .00        .00        .00        .00        .00       
   OLD>                                                                         
                                                                                
                                                                                
            VA AMT     MM AMT     WL AMT    GVA AMT     TL AMT                  
   NEW>        .00        .00        .00        .00        .00                  
   OLD>                                                                         
                                                                                
                                         06/05/07  11:34:22 1 M3LL PARJ ____    

How to Use the Audit History List for Employee/Individual Changes

The Employee Audit History screen (HRHL2) displays a chronological listing of tracked individual-related changes (from HID, HO0 and HNC) and can be used to view a historic listing of all changes by an individual’s Social Security number (SSN) and effective date. In general, security access to view individual level changes made during any period of employment belongs to the agency that actively employs the individual. In the circumstance where the employee is not active, the prior agency could view all individual changes.

To view a limited number of changes for an individual, the screen allows for a wild card search by effective date. To view a certain number of records prior to a specific date, enter the individual’s SSN, a greater than sign (>) and the date parameter desired in the command line. Based on the date entered, records on or before this date will display. For example, the following entry would provide all changes made on or before July 1, 2007.

 
> GU    00XXXXXXXXX,>07/01/2007							ON HRHL2 

Only changes to audited fields made after the migration of the ACR will create a row on the HRHL2. The screen will display by:

  • EFF DATE — The effective date of the change sorted by most current.
  • EFF TIME — The effective time sorted by most current.
  • DBID — Identifies the three character description of the database where the audited field was inserted, updated or deleted.
  • KEY — Contains the key fields for the database from which the change was captured.
  • TYPE — Indicates whether the change was an (I)nsert, (U)pdate/change, or (D)elete.
  • ID — Displays the User ID or the job that updated the data.

To link from the HRHL2 to see the detail of a specific audit record, place an ‘X’ in the SUBCOMMAND field on any line to be linked to the detail screen.

Examples of Transaction Audit Records from HRHL2

The HID illustrated below reflects an audit record following an insert on the Individual Identification (HIDU1) screen.

> C     00XXXXXXXXX,06/02/2007,0869493944671                          ON HRHID
                                                       LEVEL 02 LINK FROM HRHL2
                       -----HID TRANSACTION AUDIT RECORD-----
__   SSN--> 00XXXXXXXXX
     DATE TIME--> 06/02/07.13.05  ID-> XXXX123  XXXXXXX, XXXXXXXX        INSERT 

        FIRST NAME            MIDDLE NAME           LAST NAME
  NEW>  XXXXX                 XXX                   XXXXXXXXXXXXXXX      
  OLD>                           

          PROTECT    VET      SEL SVC    BIRTH DATE 
           IND       STATUS   STATUS                                           
  NEW>      01        U                  05/01/1900                            
  OLD>                                                                         
                                           
 
                                       06/05/07  14:32:05 1 M3LL PARJ ____

The HID illustrated below reflects an audit record following an update of an existing Individual Identification (HIDU1) screen.

> C     00XXXXXXXXX,06/07/2007,0887865392895                          ON HRHID 
                                                       LEVEL 01 LINK FROM HRHL2
                       -----HID TRANSACTION AUDIT RECORD-----                  
__   SSN--> 00XXXXXXXXX                                                        
     DATE TIME--> 06/07/07.11.21  ID-> XXXX123  XXXXXXXX, XXXXXXX        REPLACE
                                                                               
        FIRST NAME            MIDDLE NAME           LAST NAME                  
  NEW>  XXXXXXX               XXXXXXXX              XXXXXXXXXXXX                 
  OLD>  YYYYYYYY              Y                     YYYYYYYYYYYY                   
                                                                               
          PROTECT    VET      SEL SVC    BIRTH DATE                            
           IND       STATUS   STATUS                                           
  NEW>      01        N                  10/07/1900                            
  OLD>                N                  10/07/1900                            
                                                                               
                                                                               
                                                                               
                                        06/08/07  14:33:41 1 M3LL PARJ ____

The HID illustrated below reflects an audit record following the delete of an existing Individual Identification (HIDU1) screen. This would most likely occur as part of the Letter of Authorization (LOA) process to correct an employee’s Social Security number.

> C     00XXXXXXXXX,06/07/2007,0869478637455                          ON HRHID
                                                       LEVEL 01 LINK FROM HRHL2
                       -----HID TRANSACTION AUDIT RECORD-----
__   SSN--> 00XXXXXXXXX
     DATE TIME--> 06/07/07.13.05  ID-> XXXX123  XXXXXXXX, XXXXXXX        DELETE

        FIRST NAME            MIDDLE NAME           LAST NAME
  NEW>
  OLD>  XXXXXXXXXX            XXXX                  XXXXXXXXXXXX
 
          PROTECT    VET      SEL SVC    BIRTH DATE
           IND       STATUS   STATUS
  NEW>
  OLD>      01        U                  05/01/1900
 
                                                        
                                        06/08/07  14:36:29 1 M3LL PARJ ____

The HO0 illustrated below reflects an audit record following an insert of the Individual Identification (HIDU1) screen where the emergency contact release indicator was inserted.

> GUH    XXXXXXXXX                                                          ON HRHO0 
                                                                               
                       -----HO0 TRANSACTION AUDIT RECORD-----                  
__   SSN--> 00XXXXXXXXX                                                        
     EMPL NAME-> XXXXXXXXXX, XXXXXX                                            
     DATE TIME--> 08/01/XX.14.11  ID-> XXXXXXX  XXXXXXX, XXXXXXXXX        INSERT
                                                                               
        ADDRESS  HOME PHONE    SSN    FAMILY INFO  EMER CONTACT                
        RELEASE   RELEASE    RELEASE    RELEASE      RELEASE                   
  NEW>                                                  N                      
  OLD>     N         N          N          N            Y                      
                                                                               
         MAIL   VISA   VET                                                     
         CODE   TYPE   PREF                                                    
  NEW>                                                                         
  OLD>    PR1           N                                                      
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                        08/01/XX  14:37:48 1 M3LL TAR6 ____    

The HNC illustrated below reflects an audit record following an update of a catch up amount for an employee’s 457 deduction.

> GD    00XXXXXXXXX,06/07/2007,0885277514575                          ON HRHNC 
                                                       LEVEL 01 LINK FROM HRHL2
                       -----HNC TRANSACTION AUDIT RECORD-----                  
__   SSN--> 00XXXXXXXXX PLAN YEAR--> 2006 DED NO--> 054                        
     DESCRIPTION-> 457 DEDUCTION AMT                                        
     EMPL NAME-> XXXXX, XXXXXXX XXX                                            
     DATE TIME--> 12/08/06.11.47  ID-> XXXX123  XXXXXXXXX, XXXXXX       REPLACE
                                                                               
           YTD AMOUNT   CATCHUP   CHANGE        AGE                            
                        AMOUNT    REASON        +49                            
  NEW>        3168.96     300.00  CAUSE I SAID    Y                            
  OLD>        3168.96        .00                  Y                            
                                                                               
                                                                               
                                        06/08/07  14:40:45 1 M3LL PARJ ____     

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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