USPS Process Guide –
Chapter 6: Salary/Assignment Changes –
HMPHR – Pay Frequency Change (Monthly to Semimonthly or Vice Versa)

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

Note: If the employee has more than one active assignment, verify you are working on the correct assignment prior to processing the transaction.

AGENCY (Key)

EMP SSN (Key)

POS (Key)

PREV POS (Required if changing position numbers)

The employee’s previous position number.

ASSIGN DT (Required if changing position records)

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

Note: If the CREATE/UPDATE HNP flag is set to C on this screen, then you must enter the assignment date. If the position number is not changing and the CREATE/UPDATE HNP flag is set to U, then the pay change date must be entered. Online system edits will guide your use of the date fields.

PAY CHG DT (Optional)

The date the pay change becomes effective. If the assignment date is required, this field populates automatically after the transaction is processed.

REASON CD/EXT (Required/Optional)

In the first area of this field, enter reason code 038 (descriptive data change).

The second area of this field is a four-digit extended reason code. This is a user-defined optional field to further define the reason for the change. 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.

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.

PAY FREQ/TYPE (Required)

The first area of this field indicates frequency of payment.

M	Monthly (Default)
S	Semimonthly (only if on table A and not greater than group A11)

The second area of this field indicates employee type.

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

FLSA ELIG/EEO CAT (Optional)

The first area of this field indicates the FLSA eligibility status of the employee’s position. If no value is entered, this field defaults to 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

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 DATE (Optional)

The date you want the vacated position to be inactivated.