Skip to content
Breadcrumbs

USPS Process Guide –
Chapter 8: Payroll Processing –
HUAU1 – Exception / Supplemental Payment Processing

Screen: HUAU1
Prerequisites: None
Key Fields: AGENCY, BATCH NUMBER, PAGE NUMBER

Note: Use this screen to process time card entries; process exception payments for’s salary; stop payment for an auto-paid employee; and override an employee’s labor distribution code.

  • If you have multiple transactions to enter, you may find it more efficient to enter them on HUAU3 (Time Card Short). Everything entered on that screen displays on HUAU1 and vice versa. The field descriptions are the same for both screens.
  • The system does not recognize the transactions entered on HUAU1 or HUAU3 until the batch is released on HRSUB.
Step Action
1 Access HUAU1.
2 Enter R or I in the SUBCOMMAND field.
3

Enter the following fields as required:

AGENCY (Key)
BATCH NUMBER (Key)
Enter the user-defined number to group common transactions for editing and processing. This number identifies the batch of pay transactions. The same number is used in the BATCH NUMBER field on HRSUB to identify, balance and release the batch.
PAGE NUMBER (Key)
Enter the number identifying each page of transactions. Each additional screen requires a new page number.
EMPLOYEE NUMBER (Required)
Enter the employee’s SSN with two leading zeros. (The last digit of the SSN falls into the TCD field.) All employees on a batch must have the same pay frequency.
TRN CODE (Display)
Displays 700 (time reporting) indicating the type of transaction being performed.
STATE LOCAL (Optional)

A value in the first two digits of this field represents an override of the primary code for the work state established on H0BUD.

A value in the second two digits of this field represents an override of the primary code for the employee’s local taxing jurisdiction. These codes are established on H0BUD. (See Appendix K – Local, State, and Federal Codes.)

Note: Enter multiple sets of transactions if more than one state or local code needs to be updated.

DEP SEC (Optional)
Overrides the last five characters of the organization code assigned to the position on HNPU1.
OT (Required)
Enter a value indicating whether the transaction is regular pay, overtime, or comp time.
0 Regular pay (Default).
1 Pays the hours entered as overtime, at a factor of 1.5 x regular pay rate. Transaction from and to dates will determine the pay rate used to calculate overtime. If no dates are entered, current pay rate will be used for calculation.
2 Pays the hours entered as compensatory time, at a factor of 1 x regular pay rate. Transaction from and to dates will determine the pay rate used to calculate comp time. If no dates are entered, current pay rate will be used for calculation.
3 Pays the hours entered as overtime, at a factor of 1.5 x regular pay rate, but uses the banked overtime calculation even if dates are entered on the transaction.
4 Pays the hours entered as compensatory time, at a factor of 1 x regular pay rate, but uses the banked comp time calculation even if dates are entered on the transaction.

Note: Overtime that is paid beyond what is reasonably necessary to compute and arrange for payment must be treated as banked. When overtime is banked and paid at a later date, the regular rate of pay at the time the employee receives the overtime payment must be used. Non-banked overtime is paid at the regular rate of pay at the time that the overtime was earned. Terminated employees will use the banked calculations even if a 1 or 2 is entered.

Note: Banked overtime paid after month-end clears but before the employee’s month pay has been finalized will not include the current month’s special pays in the rate calculation. Overtime for the current month should be paid after the employee’s regular pay has been finalized. Terminated employees' overtime is always calculated as banked overtime and should be run after the employees regular pay has been finalized.

SH (Required)
0 Pay normal shift differential (Default)
1 Do not pay shift differential
2 Pay second shift differential
3 Pay third shift differential

Note: Do not use SH field with an overtime transaction.

DED (Required)
Enter a value indicating how to take deductions and pay special pays for this payment.
0

Regular pay (Default)
Withholds deductions and pays automatic special pays only if the transaction dates are 00/00/0000 or within the current pay period (HSCU1). Always withholds taxes and allows valid direct deposit. Employee's pay frequency and the deduction frequency determine deductions withheld and special pays paid. Dates not in current pay period produces fatal error ded ind invalid for prior pay.

Note: If paying or 900 transactions and deduction indicator is 0, then batch payroll processing forces the system to obey the rules for a deduction indicator value of 7. This value withholds percentage deductions only, does not withhold any fixed amount deductions, and does not pay automatic special pays except unleveled BRP. Percentage deductions taken are consistent with the transaction dates and the inferred deduction frequency. USPS withholds taxes and allows direct deposit.
1 Regular pay
Withholds deductions scheduled for the first pay period of the month (does not base on transaction dates), does not pay automatic special pays except unleveled BRP, withholds taxes and allows direct deposit. Not valid for and 900 transactions.
2 Regular pay
Withholds deductions scheduled for the second pay period of the month (does not base on transaction dates), does not pay automatic special pays except unleveled BRP, withholds taxes and allows direct deposit. This value can only be used for semimonthly employees. Not valid for OT and 900 transactions.
3 Regular pay
Withholds deductions and pays automatic special pays scheduled for the first semimonthly pay period of the month or the monthly payroll (does not base on transaction dates), withholds taxes and allows direct deposit. Not valid for OT and 900 transactions.
4 Regular pay
Withholds deductions and pays automatic special pays scheduled for the second semimonthly pay period of the month (does not base on transaction dates), withholds taxes and allows direct deposit. This value can only be used for semimonthly employees. Not valid for OT and 900 transactions.
5 Regular pay
Withholds percentage deductions only, does not withhold any fixed amount deductions, pays percentage deductions and special pays consistent with the transaction dates and the deduction frequency, withholds taxes, and allows direct deposit. Not valid for OT and 900 transactions.
6 Regular pay
Withholds deductions based on transaction dates, does not pay any automatic special pays except unleveled BRP, withholds taxes, and allows direct deposit. Not valid for OT and 900 transactions.
7 Regular pay, OT and 900 transactions
Withholds percentage deductions only, does not withhold any fixed amount deductions, does not pay special pays except unleveled BRP, takes percentage deductions consistent with the transaction dates and the inferred deduction frequency, withholds taxes, and allows direct deposit.
8 Regular pay, OT and 900 transactions
Does not withhold deductions (even if deduction overrides are entered), does not pay special pays except unleveled BRP, withholds taxes, and does not allow direct deposit.
9

Regular pay, OT and 900 transactions
Does not withhold deductions (even if deduction overrides are entered), does not pay automatic special pays except unleveled BRP, withholds taxes, and allows direct deposit. Valid for regular, overtime pay, and 900 transactions.

Note: For the same period, the deduction indicator on the 700 (HUA) transaction overrules a different deduction indicator on a 900 (HUE) transaction and 700 regular pay deduction indicators overrule 700 OT pay deduction indicators. If there are multiple 700 regular pay transactions with different deduction indicator values, then the lowest deduction indicator value will be used.
DATE FROM (Optional)

Indicates the pay period begin date.

Note: This field is required if your agency has a value of Y in the VALIDATE PCA field on H0CUS, if overriding the last five characters of the organization code, or if the employee is terminated.

DATE TO (Optional)

Indicates the pay period end date.

Note: This field is required if your agency has a value of Y in the VALIDATE PCA field on H0CUS, if overriding the last five characters of the organization code, or if the employee is terminated.

Note: If the DATE FROM and DATE TO fields remain blank, the system defaults to the value from the PERIOD BEG/END DT field on HSCU1 (although it does not display on this screen). A date that is earlier than the HSCU1 date generates a separate payment; a later date causes the transaction to be recycled to the pending file. From and to dates must be in the same pay period.

HOURS (Optional)
Indicates the amount of regular or overtime hours (as designated by the OT field) the employee worked during the pay period. Do not include overtime hours and regular hours on the same transaction line. For example, enter 04000 for 40.00 hours (the system assumes two decimal places). For payment of overtime, enter the number of overtime hours to pay at 1.5 times the person's rate. DO NOT MULTIPLY THE HOURS BY 1.5.
RATE AMT (Optional)

Indicates the hourly rate or a salary amount to be paid for this pay period. For example, enter 0550000 for a $5.50 hourly rate (the system assumes five decimal places). Enter 0040000 for a $400.00 salary amount (the system assumes two decimal places).

Note: The value in the AMT field determines whether the system reads this field as a rate or as an amount.

LABOR DIST CDE (Optional)

Enter P (PCA), I (index) or A (agency defined) followed by the five digits of a PCA or index which indicates the funding source for this pay. The last eight digits of this field contain the employee’s position number.

Note: If this transaction is to be coded to more than one labor distribution code, an entry must be made for each code and the hours and amounts must be adjusted for each entry.

Note: If your agency has a value of Y in the VALIDATE PCA field on H0CUS, the PCA/index must be valid for the organization code on HMMU1 for the date from and date to entered on HUAU1.

ADJ (Optional)
Indicates whether this pay transaction adjusts current pay and hours.
Blank field No data used for adjustments. Leave this field blank if this transaction replaces normal pay for an employee (Default).
+ Add this transaction to the employee’s current pay (pay in addition to).
- Subtract this transaction from the employee’s current pay. This value will dock pay from automatically paid employees.

Note: Adjustments (+/-) not allowed for overtime/comp time transactions.

AMT (Required)
0 Pay the employee for the hours entered, using the hourly rate entered (Default).
1 Pay the employee for the amount entered and record any hours entered.
2 Pay the employee for the hours entered using an hourly rate calculated by the system based on the transaction dates or the employee’s current pay period salary or hourly rate.

Note: If the HOURS field and/or the RATE AMOUNT field are entered, the system automatically populates the AMOUNT INDICATOR field.
4

Press Enter to process the transaction.

The HUAU1 screen is used to process the following transactions. All processes require releasing the batch on the HRSUB screen.

  • Time Card Entries (for Non Auto-Paid Employee and Payment on a Supplemental Payroll) and Exception Payments For Auto-Paid Employees 
     > GU    XXX                                                           ON HUAU1 
                                                                               
                   --------STANDARD TIME REPORTING---------                    
                                                                               
I  AGENCY---> 00XXX BATCH NBR--> 0001    PAGE NUMBER--> 00001                  
                                                                               
    EMPLOYEE  T TRN STATE  DEP  O S D   DATE    DATE    HOURS   RATE      
     NUMBER   C CDE LOCAL  SEC  T H E   FROM     TO             AMT       
              D                     D     (2ND LINE)  LABOR DIST CDE  ADJ AMT    
   0011122333 3 700 0000  _____ 0 0 0 00000000 00000000 13750  0256050           
                                                      ______________   _   1
   0011122444 4 700 0000  _____ 0 0 0 00000000 00000000 12575  0000000          
                                                      ______________   _   2
  • Process Overtime Payments 
     > GU    XXX                                                           ON HUAU1 
                                                               
          	 --------STANDARD TIME REPORTING---------            
                                                                               
I  AGENCY---> 00XXX BATCH NBR--> 0001    PAGE NUMBER--> 00001
                                                                               
    EMPLOYEE  T TRN STATE  DEP  O S D   DATE    DATE    HOURS   RATE      
     NUMBER   C CDE LOCAL  SEC  T H E   FROM     TO             AMT       
              D                     D     (2ND LINE)  LABOR DIST CDE  ADJ  AMT
                                                                                
   0011122333 3 700 0000  _____ 1 0 0 00000000 00000000 02550  0000000         
                                                                            2  
                                                      ______________   _
  • Manually Set an Hourly Overtime Rate (to override system-calculated rate) 
     > GU    XXX                                                           ON HUAU1 
                                                                               
          	 --------STANDARD TIME REPORTING---------                    
                                                                               
I  AGENCY---> 00XXX BATCH NBR--> 0001    PAGE NUMBER--> 00001                  
                                                                               
    EMPLOYEE  T TRN STATE  DEP  O S D   DATE    DATE    HOURS   RATE      
     NUMBER   C CDE LOCAL  SEC  T H E   FROM     TO             AMT       
              D                     D     (2ND LINE)  LABOR DIST CDE  ADJ  AMT    
                                                                                
   0011122333 3 700 0000  _____ 1 0 0 00000000 00000000 02550  0750000         
                                                                            0     
                                                      ______________   _
  • Dock an Auto-Paid Employee’s Salary (pay for only 105.25 hours) 
      > GU    XXX                                                           ON HUAU1 
                                                                               
          	 --------STANDARD TIME REPORTING---------                    
                                                                               
I  AGENCY---> 00XXX BATCH NBR--> 0001    PAGE NUMBER--> 00001                  
                                                                               
    EMPLOYEE  T TRN STATE  DEP  O S D   DATE    DATE    HOURS   RATE      
     NUMBER   C CDE LOCAL  SEC  T H E   FROM     TO             AMT       
              D                     D     (2ND LINE)  LABOR DIST CDE  ADJ  AMT    
                                                                                
   0011122333 3 700 0000  _____ 0 0 0 00000000 00000000 10525  0000000         
                                                                            2    
                       ______________   _          ______________   _
  • Stop Payment for an Auto-Paid Employee 
       > GU    XXX                                                           ON HUAU1 
                                                                               
          	 --------STANDARD TIME REPORTING---------                    
                                                                               
I  AGENCY---> 00XXX BATCH NBR--> 0001    PAGE NUMBER--> 00001                  
                                                                               
    EMPLOYEE  T TRN STATE  DEP  O S D   DATE    DATE    HOURS   RATE      
     NUMBER   C CDE LOCAL  SEC  T H E   FROM     TO             AMT       
              D                     D     (2ND LINE)  LABOR DIST CDE  ADJ  AMT    
                                                                                
   0011122333 3 700 0000  _____ 0 0 0 00000000 00000000 00000  0000000         
                                                                           0     
____________   _
  • Override a Labor Distribution Code 
     > GU    XXX                                                           ON HUAU1 
                                                                     
          	 --------STANDARD TIME REPORTING---------                    
                                                                               
I  AGENCY---> 00XXX BATCH NBR--> 0001    PAGE NUMBER--> 00001 
                                                                               
    EMPLOYEE  T TRN STATE  DEP  O S D   DATE    DATE    HOURS   RATE      
     NUMBER   C CDE LOCAL  SEC  T H E   FROM     TO             AMT       
              D                     D     (2ND LINE)  LABOR DIST CDE  ADJ  AMT    
                                                                                
   0011122333 3 700 0000  _____ 0 0 0 00000000 00000000 17600  0000000          
                                                 P1234500000123          0     2

Note: After the transactions on the screen are processed on a payroll, the screen is cleared from the system.