USPS Process Guide –
Chapter 6: Salary/Assignment Changes –
HMPHR – Promoting/Demoting/Reclassifying/Adjusting the Salary of an Employee

Access HMPHR using all three key fields, or access HNHLS and enter HR in the SUBCOMMAND field to link to HMPHR.

Note: If moving to a different position number, you must enter the new position number when entering the three key fields to access the screen.

AGENCY (Key)

EMP SSN (Key)

POS (Key)

JOB NBR (Required)

1	Primary (Default)
2	Secondary
3-9	Additional values
A-Z	Additional values greater than 9

PREV POS (Required only if position number is changing)

Enter the employee’s previous position number.

ASSIGN DATE (Required)

Enter the date the employee is assigned to the position. This date must be equal to or later than the position’s effective date.

PAY CHG DT (Optional)

Indicates the date the pay change becomes effective. If the ASSIGN DATE is required, this field automatically populates after the transaction is processed.

REASON CD/EXT (Required/Optional)

020	Promotion – to a higher salary group
021	Demotion – to a lower salary group
022	Reclassification – to a higher salary group
023	Demotion (in lieu of reduction in force) – to a lower minimum salary group. Salary may decrease or remain the same within the range of the group.
A23	Demotion (Voluntary) – to a position in a lower minimum salary group, for which the employee has applied and been selected. Salary may increase, decrease, or remain the same within the range of the group.
024	Reclassification – to a higher salary group with an additional one or two-step salary increase
026	Reclassification – to a job class in a group with the same minimum salary group
034	Salary adjustment upward for classified employees (must have GAA authority)
044	Reclassification – to a lower salary group
046	Lateral move – same salary group
049	Step level adjustment upward for schedule C3, C4, C5, and C6 employees

The second area of this field is a four-digit extended reason code. This is a user-defined optional field further defining the reason for the promotion/demotion/reclassification. An agency-specific Decode Table 987 must be established to use this field.

ORG CODE (Required)

The organization code assigned to the position. Establish valid organization codes on HNORG.

PCA/PCNT (Required)

Establish the PCA or index in USAS. In the first area of this field, enter P (PCA), I (index) or A (agency defined) followed by a five-digit program cost account or index, which indicates the primary funding source for this position assignment. If your agency validates the PCA/index against the organization code, the PCA/index must be set up for the organization code on HMMU1 (PCA/Index Validation). See Chapter 1 – Positions for additional information on setting up HMMU1.

In the second area of this field, enter the percentage of the salary that will be charged to the fund indicated by the primary labor code. If the primary labor code percent is less than 100 percent (default), enter additional labor codes on HO2U1 (Position Labor Distribution). Enter 50 percent as 50.0.

Note: If the employee is moving to a new position number, additional labor codes are not transferred to the new assignment.

LOC/EXT (Required/Optional)

The first area of this field identifies the location of the position. Establish valid locations on HNJU1.

The second area of this field is a user-defined value to provide a further breakdown of the location code. Establish valid extended locations on HMJU1.

AGENCY DEFINED 1 (Optional)

Defines additional employee information. You may enter up to eight alphanumeric characters.

Note: Contact your USPS representative to set up the screen literal for the AGENCY DEFINED 1 name. The (AGENCY DEFINED 1) ADDITIONAL EMPLOYEE INFORMATION field does not have any edits validating the information. Field values for each employee are included on Report 50 (Personnel Extract File).

JOB CLS/TITLE (Required)

The actual job classification code assigned to this position. Agency-level job class codes must be established on H7OU1.

FUNC CLS/TITLE (Required)

The actual functional job class code and title assigned to the position. Functional job classes can be used to break down a job class into agency-specific job classes and job titles. Functional job classes must be defined on HMLU1. The functional job class code may infer the state job class code.

GRP/STP (Display/Optional)

The pay group displays based on the job class entered.

• Pay Table A and B Classified – Does not contain steps.
• Pay Table C Classified – Step is required. Used only by agencies 405, 458, 696 and 802.
• Pay Table Type 02 Unclassified – Agency-defined steps can be established on H7SLS, table 02. Valid values: 00-99 (Required).
• Pay Table Type 03 Exempt – Agency-defined steps can be established on H7SLS, table 03. Valid values: 00-99 (Required).

SALARY (Optional when pay step is used)

• Pay Table A and B Classified – Salary must be between minimum and maximum for a group. (No pay steps.)
• Pay Table C Classified – Salary is determined by group and step.
• Pay Table Type 02 Unclassified – Pay groups and steps are required. Salaries must be no greater than amount specified by step on H7SLS.
• Pay Table Type 03 Exempt – Pay groups and steps are required. Salaries must be no greater than amount specified by step on H7SLS.

RATE (Required if hourly employee and no step is used)

• Pay Table A and B Classified – Rate times 2080 hours must be within group range.
• Table C Classified – Pay group and step are required. Rate is determined by group and step.
• Pay Table Type 02 Unclassified – Pay steps are required. Rate times 2080 hours must be no greater than specified by step on H7SLS.
• Pay Table Type 03 Exempt – Exempt employees may not be hourly.

HRS/FTE (Required)

In the first area of this field, enter the number of hours the employee works in this position during a work week.

– OR –

The second area of this field indicates the FTE for this position. Enter 20 hours/week as 0.500; 30 hours/week as 0.750; 40 hours/week as 1.000. This number represents the hours the employee actually works and can be different from the FTE budgeted for the position (if synchronized positions are not required).

Note: If you enter HRS, the system generates FTE. If you enter FTE, the system generates HRS. If you enter both, the system checks for consistency.

EMP TYPE (Required)

CRF	Classified regular full-time (default)
CRP	Classified regular part-time
CTF	Classified temporary full-time
CTP	Classified temporary part-time
ERF	Exempt regular full-time
ERP	Exempt regular part-time
URF	Unclassified regular full-time
URP	Unclassified regular part-time
UTF	Unclassified temporary full-time
UTP	Unclassified temporary part-time

Note: The field defaults to either CRF, URF, or ERF based on the position code default on H0CUS. A Letter of Authorization (LOA) is required to change the values on H0CUS.

Note: The employee type must be consistent with the value in the HRS/FTE field.

PAY FREQ/TYPE (Required)

In the first area of this field, enter a value indicating the frequency of payment.

M	Monthly (Default)
S	Semimonthly (Classified job class pay group A2 to A11)

In the second area of this field, enter a value indicating the employee type.

1	Hourly
2	Salary (Default)
4	Part-Time (This value is used to describe former judges only.)

FLSA ELIG/EEO CAT (Optional)

Enter a value in the first area of this field to indicate the FLSA eligibility status of the employee’s position. If no value is entered, this field defaults to the value in the JOB CLASS CODE (H7OU1) or the FUNCTIONAL JOB CLASS CODE (HMLU1).

0	Non-exempt
1	Admin-exempt
2	Exec-exempt
3	Prof-exempt
4	Comp-exempt

The second area of this field defaults to the EEO category code on HNPU1 (if it existed prior to the HR action). You may override this value. If no value is entered and there is no HNPU1, this field defaults to the value in the JOB CLASS CODE (H7OU1) or the FUNCTIONAL JOB CLASS CODE (HMLU1).

A	Officials and administrators
C	Administrative support (clerk)
E	Elected officials
M	Service-maintenance
O	Elected officials staff
P	Professionals
Q	Paraprofessionals
R	Protective service workers
S	Skilled craft workers
T	Technicians

HAZ DTY IND (Required)

Enter a value indicating whether the employee is eligible for hazardous duty pay.

N	Not eligible for hazardous duty pay (default).
Y	Eligible for hazardous duty pay (automatically sets up the hazardous duty special pay on H10SP [Employee Special Pays]).
8	Eligible for hazardous duty pay – not eligible Certified Peace Officer retirement (for use by TYC, TABC and CPA).
9	Employee is a Certified Peace Officer, but not eligible for hazardous duty pay.

Note: These fields are protected if your agency is not eligible to pay hazardous duty pay.

START DAY OF WEEK (Required)

It is recommended that this date be left as Monday (default) for payroll processing purposes.

INACTIVE DT (Optional)

The date the employee’s assignment to the position became inactive. A value of 00/00/0000 indicates an active assignment.

CREATE POS (Required)

This switch determines whether a new HNPU1 position record is automatically created during this process or if the position record must be set up prior to this action. If the create position switch at the agency level (on H0CUS) is 1, the switch defaults to a protected S (see values below) and the HMPHR process automatically creates the position. You may, however, use the CREATE/UPDATE HNP field to prevent HMPHR from automatically creating a position.

If the create position switch on H0CUS is 4, the switch defaults to a protected N. When a position change is required, the new position must set up prior to the HMPHR process. When a position change is not required, the CREATE/UPDATE HNP field may be used to update the existing position record.

S	Use the pay information entered on HMPHR to create the budgeted pay amount on the new position record.
N	Do not automatically create the position. The user has manually created the new position record prior to this personnel action.

PREV POS INACTIVE DT (Optional)

Indicates the date you want the vacated position to be inactivated.

CREATE/UPDATE HNP (Required)

Do not change this field.

EEO-4 (Required)

EEO-4 function code as established on HDWE4. The default is established on the H0CUS.

POS TYP (Defaults to blank, which equates to STD)

Indicates the type of position (for example, standard, co-op or seasonal). Press F2 twice for values (Decode Table 975). If a change to position type is not being made in conjunction with an action involving the automatic creation of a position, the change must be made directly on the position record.

BUD UNI (Optional)

Indicates a reporting group (other than an organization) for budgeting and reporting purposes. This is a user-defined value. If a change to budget unit is not being made in conjunction with an action involving the automatic creation of a position, the change must be made directly on the position record.

SPVR POS (Optional)

Indicates the position number of the supervisor to whom the employee in this position reports. If a change to a supervisor’s position is not being made in conjunction with an action involving the automatic creation of a position, the change must be made directly on the position record.