USPS Process Guide –
Chapter 12: Leave Accounting –
HM9CM – General Leave Activity

Enter I in the SUBCOMMAND field.

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

AGENCY (Key)

SSN (Key)

ACTY (Key)

Enter values indicating the type of leave. The first two characters represent the leave type:

EO	Emergency – other

The last character represents the leave activity:

T	Taken

Note: To see a listing of valid combinations of leave type and activity, enter the following in the Command line:

> GD____________00,898_______________________H1TZZ

Note: LWD cannot be entered if an employee is in status 02 (on LWOP with reason code 043). Agencies should use LWT for employees in status 02.

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 (Specified by the LAST ACCR DT on HM9U1 screen) or R if later than the current accrual month.

START DATE (Key)

Enter the date the employee’s leave begins.

Note: Leave activity can be entered with the following restrictions:

• Leave entries for future fiscal years are not allowed.
• Leave activity before the prior fiscal year is not allowed.
• Prior fiscal year records cannot be deleted (only canceled).
• Inserts or replaces to records are not allowed for:
  • Records with activity codes of I, or C for the prior fiscal year
  • Sick Awarded Taken (SAT) transactions for the prior fiscal year
  • Optional Holidays for the prior fiscal year
  • Vacation records in the prior fiscal year if the employee had vacation leave converted to sick leave

START TIME (Key)

The specific time the leave starts, based on a 24-hour clock (Ex: 13:30 for 1:30 p.m.) This field is not required unless more than one leave activity of the same leave type is entered on the same leave START DATE.

LV HRS (Required)

Enter the number of hours and minutes of leave the employee is taking, earning, losing, etc. Use either a colon (:) or a period (.) to separate hours and minutes. If neither is used, the system assumes the number entered represents hours. Examples: 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. If you leave one field blank, the system will calculate the other field using a standard 40-hour week. You can, however, enter both fields to override system calculations.

For LWT (Leave Without Pay Taken) transactions that automatically calculate leave hours, holiday hours within the start and end date range will be included.

For LWT (Leave Without Pay Taken) transactions where a start date and number of hours is entered, a holiday within the range of time specified will be included in the end date calculation.

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), you may leave this field blank and the system will calculate it 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)

Enter the time the employee returned or will return from leave.

REASON (Optional)

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