USPS Process Guide –
Chapter 8: Payroll Processing –
Introduction

This chapter describes the screens used to initiate the processing of all types of payrolls.

HUAU1 (Standard Time Reporting) is a batch screen used to process various transactions. This screen is used to:

• Process time card entries
• Process exception payments for auto-paid employees
• Process overtime payments
• Manually set an hourly overtime rate
• Dock an auto-paid employee’s salary
• Stop payment for an auto-paid employee
• Override an employee’s labor distribution code

Each batch of transactions is assigned a unique agency-defined number to identify the group of transactions. The system does not recognize the batch screens until they are released through HRSUB (Pay Transaction Balancing) or HRSU1 (Multibatch Pay Transaction Balancing).

Regular Payroll

A regular payroll is the payroll that is run to process regular pay to employees. When requesting a regular payroll, it:

• Processes all automatically paid employees
• Calculates and pays without a batch entry all new hires, terminations, and leave without pays (cs) even if the effective date is other than the first of the month
• Calculates and pays all batch entries that have been released
• Processes any actions in the pending file that can be handled on the regular payroll (see Chapter 11 – Cancellations & Reversals/Refunds & Adjustments/Pending File Maintenance)

Supplemental Payroll

A supplemental payroll is any payroll that is run outside of the regular payroll. Use supplemental payrolls to generate payments other than the primary payroll.

Supplemental payrolls require all batch entry. For example, if a new hire was not processed on the regular or automatic supplemental payroll, a time card entry (HUAU1) must be made to process payment to the employee. A time card entry (HUAU1) must be made to process the payment if an automatically paid employee's payment was stopped on the regular payroll, not paid on an automatic supplemental, and payment is to be made on a supplemental payroll.

Any actions in the pending file that can be handled on a supplemental payroll are also processed (see Chapter 11 – Cancellations & Reversals/Refunds & Adjustments/Pending File Maintenance). Using supplemental payrolls to pay bonuses (HUXU1) and other special payments (HUEU1 and HUZU1) in addition to the employee’s regular pay is permitted.

Paying Auto-Paid Employees with Multiple Positions, Multiple PCAs/Indexes and Position Changes

On regular payrolls, agencies do not need to take special action to pay employees with multiple program cost accounts (PCAs). USPS has an automatic timecard process to separate timecards for each active position using the HNH records. If an employee has a personnel change during the pay period (for example, a change in position, pay, PCA, organization code, and/or program cost accounts), the system automatically generates timecard-split transactions when a payroll is run. Verify the generated transactions on Report 1004 (Transaction Balance). If the auto-generated record needs to be corrected, the agency should do a transaction override on HUAU1.

Payroll Types

An edit payroll processes through USPS and creates the same reports as a trial payroll, but it does not check the Uniform Statewide Accounting System (USAS) for funding. When a trial payroll is processed, the system processes through USPS and then checks USAS for adequate funding. If there is not sufficient funding to process the payroll, it is rejected in USAS, and the user should check the error messages in the USAS output. Since this is a trial payroll, even if the payroll is not rejected in USAS, it will not pay.

A final payroll processes through USPS and then through USAS. If there is not sufficient funding, the payroll is rejected in USAS and is not paid. Agencies can use USPS payroll reports and USAS reports to identify errors that have caused the payroll to fail.

A final regular payroll or a final supplemental payroll that is run on or before the direct deposit deadline adheres to the employee's direct deposit instruction information. A final regular payroll that is run after the direct deposit deadline produces warrants for employee pay. A final supplemental payroll run after the direct deposit deadline, but with the same payment date as the regular payroll, produces warrants for employee pay. Semimonthly pay is usually paid on the 1^st and 15^th of each month. Monthly pay is usually paid on the 1^st of each month. All direct deposit deadlines and payday dates are listed on the USAS D62 profile (Payroll Date Profile).

Payroll Transaction Processing

The batch system orders pay transactions for processing in the following order:

• All 700 transactions, (whether from an HUAU1 batch or produced from the internal USPS time card generator), and all 400 transactions from manual paysets that have pay period start and end dates within the pay period range (CTL dates) set on the HSCU1. Deductions and special pays are taken/paid according to the deduction indicator on the HUAU1 screen.
• All 9XX transactions with dates in the CTL range.
• All 8XX deductions instructions and 500 manual payset deductions. So long as the dates on these transactions are within the CTL range, these deductions will apply to the pay transactions within the CTL range.
• Special pays with dates within the CTL range and zero check indicator.
• Special pays with dates within the CTL range and separate taxing.
• Time card transactions with dates prior to the CTL range-processed most recent pay period first.
• Special pays with dates prior to the CTL range and zero check indicator-processed most recent pay period first.
• Special pays with dates prior to the CTL range and separate taxing-processed most recent pay period first.
• All 8XX deductions instructions and 500 manual payset deductions. So long as the dates on these transactions are prior to the CTL range, these deductions will apply to the pay transactions prior to the CTL range.
• Special pays with a 2 or 3 in the check indicator-processed most recent pay period first.

USPS Reports

USAS Reports