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USPS Process Guide –
Chapter 11: Cancellations & Reversals/Adjustments/Pending File Maintenance –
HPCAN – Warrant/Direct Deposit Reversals and/or Reissues

The HPCAN screen is used to cancel a USPS generated employee payment. Direct deposit reversals can be entered anytime before the direct deposit deadline; warrant cancellations can be entered anytime; callbacks (bank returned money) can be entered anytime after the Comptroller’s office has notified you that the money has been returned by the bank and deposited in treasury. However, if a final payroll has been approved, the approval on HSCU3 must be removed before the entry can be made on HPCAN.

This screen can be used to reverse a payment and issue a new payment in the case of a lost warrant or a call back. All reissues are for the exact same amount as the original payment and are produced as warrants.

Cancellations without reissues for prior calendar years can only be processed before the W-2 deadline. Cancellations with reissues can be processed anytime.

Screen:

HPCAN

Note: After the direct deposit cutoff, direct deposit may be canceled via the callback process for death, termination or retirement only.
Prerequisites:
  • Warrant cancellations must be entered before 6:00 p.m. (when the treasury interface file is sent) to be processed with the next payroll cycle.
  • Warrant cancellations entered after the treasury interface file is sent will require an override entered by Payment Services. Overrides will only be allowed if there is an urgent need that the payment be canceled that night. Overrides require a signed payment cancellation voucher (PCV). Fax the PCV to (512) 475-5424. Agencies must follow up the fax with a phone call to (512) 936-8138 to ensure that the fax was received.
  • Direct deposit reversals must be entered before the direct deposit deadline. Direct deposit reversals do not require an approved final payroll on HSCU1/HSCU3.

A direct deposit cancellation on HPCAN removes the deposit from the tape after HPCAN is processed, even if a final payroll was not set up (HSCU1) and approved (HSCU3). The direct deposit cancellation or cancellation and reissue removes the deposit from the tape and sends the transaction to the pending file. These pending transactions will appear on H1KU1 and H1KLS until a final regular (FR) or final supplemental (FS, FN, FA) payroll is run. The transactions cannot be deleted from the pending file.
Key Fields: AGENCY NBR

Note: Deduction warrants cannot be canceled on HPCAN. Only employee warrants or direct deposit reversals may be entered on HPCAN. If a deduction warrant (i.e., child support) was issued with the canceled payment, you may need to cancel the deduction warrant through Treasury Operations System Services or with a payment cancellation voucher. Also, verify the IT file in USAS to ensure all negatives have been cleared.

Step Action
1 Access HPCAN.
2 Enter I in the SUBCOMMAND field.
3 Enter the following fields as required:
AGENCY NBR (Key)
ST (Display)
The current status of the cancellation request. It is updated by the batch process or by Fiscal Management on HPCAP only.
Blank field Warrant cancellations not yet sent to treasury, direct deposit or callback cancellation, or reissue of warrants or direct deposit.
S Request for warrant cancellation approval has been sent to treasury. May not be deleted. Updated during treasury interface.
O Request for warrant cancellation will bypass treasury approval process. This may only be entered by Fiscal Management on HPCAP.
D Request for warrant cancellation approval has been denied by treasury. Delete the transaction or contact Payee/Payment Services to override if cancellation is valid.
EMPLOYEE NBR (Required)
H0H PYMNT NO (Required)
Enter the warrant or direct deposit number. Payment numbers are displayed on H0HU2.
PAYMENT DT (Required)
Enter the payment issue date (as specified on H0HU2).
PER END DT DT (Required)
Enter the end date of the pay period for which the warrant or direct deposit was issued (as specified on H0HU2).
YQ (Optional)
Indicates the appropriate accumulation fields to adjust on the employee’s tax, deduction and special payment records. This field must be left blank if a value of RR is entered in the TYP field.
Blank field Year-, quarter-, and month-to-date fields (default)
Y Year-to-date fields only
Q Year-to-date and quarter-to-date fields only
P Prior quarter-to-date fields only
C Year-to-date and prior quarter-to-date fields only
MC (Required)
Enter a value indicating the reversal method. Valid values if run type = RO (Reverse only):
0 Reverse only. The system will allow a reissue at a future date. (default)
9 Reverse and do not allow reissue.

Valid values if run type = RR (reverse/reissue):

0 Reverse and reissue this payment (Default).
1 Reissue a payment that has been previously reversed.
RS (Required)

Enter a value indicating the reason for the reversal. See values on Payment Cancellation Form or press Tab twice for values.

Note: If processing a callback or direct deposit monies returned from a bank, enter reason code CB1. This reason code is only allowed after the direct deposit cutoff date. Do not enter callbacks until the Comptroller's office notifies you that the funds have been correctly deposited in the proper account.

TYP (Required)
RO

If Method Code = 0, the system will allow a reissue at a future date.

If Method Code = 9, the system will not allow a reissue.
RR

If Method Code = 0, Reverse/reissue payment.

If Method Code = 1, Reissue previously reversed payment.
EMPLOYEE NAME (Display)
This information displays after the online transaction has processed.
WARRANT AMOUNT/DIRDEP SAVINGS AMT/DIRDEP CHECKING AMT/FUND/PCA/COBJ/AY (Display)
These values display after the screen has been entered.
4

Press Enter to process the transaction.

Note: When entering a cancellation or reversal on this screen, the employee's accumulators (H0A, H0B, H10, H0Z) are updated during the nightly batch cycle, regardless of the payroll run type. However, earnings history (H0H) for the transaction is not written until the next final regular (FR) or final supplemental (FS, FN or FA) payroll is processed. If a final regular (FR) or final supplemental (FS, FN or FA) payroll is not processed on the same night HPCAN was entered, then the transactions go into the pending file until a final regular (FR) or final supplemental (FS, FN or FA) payroll is run. These 400 through 6XX transactions cannot be deleted off of the pending file. To post to payroll history, process a supplemental payroll with no other transactions on it.