USPS Process Guide –
Chapter 12: Leave Accounting –
HP9U2, HM9U1 – Sick Leave Pool Activity/Extended Sick Given

Access HP9U2.

Note: If the employee has already been awarded sick leave pool time or has been given extended sick leave and the awarded/given record has already been entered for the employee, go to Step 5.

Enter I or R in the SUBCOMMAND field.

Note: If changing an existing record, only the HOURS field can be changed.

AGENCY (Key)

SSN (Key)

Enter the employee’s SSN with two leading zeros.

POSITION (Display)

The primary position number for the employee.

NAME (Display)

The employee’s name.

ACTY (Key)

ESG	Extended Sick Given (the agency gives sick leave, not from the pool, to an employee)
SAA	Sick leave awarded (the agency gives sick leave from the pool to an employee)
SAB	Sick leave returned back (employee returns unused sick leave pool awarded back to the sick leave pool)
SLG	Sick leave given (employee gives personally accrued sick leave to the sick leave pool)
SLR	Sick leave reclaimed (employee reclaims personally accrued sick leave that the employee donated to the sick leave pool)

ST (Optional)

Indicates the status of the leave activity. If left blank, this field defaults to P if the transaction is in or prior to the current accrual month, or R if later than the current accrual month.

HOURS (Required)

Enter the number of hours and minutes of sick leave being awarded, returned, donated, or reclaimed. Enter either a colon (:) or a period (.) to separate hours and minutes. If neither is entered, the number entered represents hours. For example, enter one hour and five minutes as 1.5 or 1:5. Enter one hour and fifty minutes as 1.50 or 1:50.

ENTRY DATE (Key)

Enter the date the sick leave was awarded, returned, donated, or reclaimed. Defaults to current date.

Access HM9U1.

Note: The sick leave awarded from the sick leave pool or extended sick leave given by the agency to an employee is tracked separately from personally accrued sick leave. Therefore, the sick pool hours are reflected in the SK POOL AW field and not in the SICK field.

Enter I in the SUBCOMMAND field.

Note: You may enter over an existing detail line. Be aware that any information not deleted may be cloned to the new record.

AGENCY (Key)

SSN (Key)

ACTY (Key)

SAT	Sick leave awarded from the sick leave pool taken
EST	Extended sick taken

ST (Optional)

Indicates the status of the leave activity. If left blank, this field defaults to P if the transaction is in or prior to the current accrual month, or R if later than the current accrual month.

START DATE (Key)

Enter the date the employee’s leave begins.

START TIME (Key)

Enter the specific time the leave starts, based on a 24-hour clock; for example, 13:30 for 1:30 p.m. This field is not required unless more than one leave activity is entered on the same leave start date.

LV HRS (Required)

Enter the number of hours and minutes of leave the employee is taking. Use either a colon (:) or a period (.) to separate hours and minutes. If neither is used, the number entered represents hours. For example, enter one hour and five minutes as 1.5 or 1:5. Enter one hour and fifty minutes as 1.50 or 1:50.

Note: If the employee’s scheduled pattern code (on HMCU1) is 10, you do not need to enter both the LV HRS field and the END DATE field. The system calculates the one you leave blank using a standard 40-hour week. (One of the fields must be blank for the system to do this.) You can, however, enter both fields to override system calculations.

END DATE (Optional)

The date the leave ended. This date must be in the same month as the leave start date. There must be multiple entries for leave spanning more than one calendar month.

Note: If the employee works a normal schedule (HMC pattern code = 10), this field may be left blank and will be calculated based on the start date, the holiday schedule, and the leave hours entered. If the employee does not work a normal schedule (HMC pattern code = 99), then this field is required.

END TIME (Optional)

The time the employee returned or will return from leave.

REASN (Optional)

A valid reason code for the leave activity. Press F2 twice for valid values (Decode Table 830). If the time taken is for family medical or parental leave, this field should reflect the FMLA CATEGORY and EVENT as specified on HO8U1 (see Family Medical and Parental Leave).