USPS Reports Guide –
USPS Reports by Number –
Report 537 Employee Leave Summary
This report is designed to be distributed monthly to each employee. It displays activity for the current month, monthly accruals and fiscal year-to-date balances.
Agencies have the ability to request an edit run of the Employee Leave Summary (537) Report so the information can be checked before running the final version. The HNKLA will allow a value of E (Edit) for Report 537. When run in edit mode, the message **Edit/Report Run** will appear at the top of the report, and the report information will not display in the Employee Information System (EIS).
Note: In order to update HNKLM dates, Report 537 must be run in update mode to close out the agency's leave accounting.
Display options:
- A message can be printed on each summary by entering the message on the Leave Message Summary Screen – HNKLM. This message will be deleted once the report has run.
- Regular compensatory, holiday compensatory, emergency compensatory, disaster compensatory, military leave and employee wellness time recently lost or soon to be lost will display, if Report 597 is requested the same night. If Report 537 flag is E (Edit), Report 597 must be an E or Blank.
- An estimate of how much vacation time will be converted to sick time at the end of the fiscal year will display, if Report 569 is requested the same night.
Report Criteria
| Category | Leave Accounting |
|---|---|
| Distribution | Agency |
| Frequency | Monthly – after all leave data has been entered for the current month but before beginning month-end procedures. |
| Form | |
| Sort Sequence | Org Code, Name, SSN |
| Page Break | Employee |
| Parameters |
|
| Databases Used | H0B, H0C, HID, HMA, HM8, HNH, HMC, HM9, HNK, HO8, HPR |
| Selection Criteria | All employees employed by the LA PROCESS DATE with a termination date greater than or equal to the first day of the current LA, month or null. |
| Produce Output? | Yes |
| Request Screen | HNKLA |
| Posting Report? | No |
| Additional Notes | Sick time does not include hours awarded from the sick leave pool. The Leave Report Options (HPRLA) screen can be used to mask the Social Security number (SSN). For agencies using the Employee Information System (EIS), the masked SSN is always required and cannot be changed on HPRLA. |
Report Headings
- AS OF HNK.LVPRDT
- Displays the last day of the current LA month.
- NAME HID.RPTNAME
- Displays the employee's name.
- SSN H0B.EMPLOYEENO
- Displays the last four digits of the employee's SSN (masked or entire SSN will display depending on the HPRLA selection).
- POSITION HNH.POSITION
- Displays the employee's primary position number.
- TITLE DERIVED FROM HNH.JOBCLASS OR HNH.ACTFUNCLS
- Displays the employee's job class title as of the LA Process Date.
- ORG CODE HNH.ORGCODE
- Displays the employee's organization code.
- AGENCY EMPLOYMENT DATE H0B.EMPLOYDATE
- Displays the employee's hire date.
- TERMINATION DATE H0B.TERMDATE
- Displays the employee's termination date. This field only displays when the termination date is greater than or equal to the current LA Process Date.
- EFFECTIVE EMPLOYMENT DATE H0B.ADJEMPLDAT
- Display the employee's total state service time. This is the current employment plus prior state service minus leave without pay.
- LEAVE AMOUNT BASED ON XXX MONTHS SERVICE DERIVED
- Displays the number of service months the employee has with the state. It is the difference between the LA Process Date and the Effective Employment Date. Specific Agency 212 employees with county service time will have that time included in the calculation of this date.
Note: Accrual rates are based upon service at the beginning of the month, not the end. Therefore if the rate changes in the middle of the month, the new rate will not take effect until the next month.
Note: H0B Adjusted Accrual Date, if present, is used to determine the employee's effective employment date.
- VACATION HMC.XXXVCACCR (XXX = LA MONTH)
- Displays the employee's accrued vacation hours for each month of the current fiscal year.
- SICK HMC.XXXSLACCR (XXX = LA MONTH)
- Displays the employee's accrued sick hours for each month of the current fiscal year.
- FY BEG BAL HM8.FYBEGBAL
- Displays the employee's vacation, sick, compensatory time, holiday compensatory time, and overtime balances at the beginning of the current fiscal year.
For overtime, the balance shown is at straight time not 1.5 rate. - FYTD ACC/EARNED HM8.FYTDEARND
- Displays the employee's vacation, sick, compensatory, holiday compensatory, and overtime accrued, earned, given, granted, transferred in or converted since the beginning of the current fiscal year.
For overtime, the balance shown is at straight time not 1.5 rate. - FYTD TAKEN HM8.FYTDTAKEN
- Displays the employee's vacation, sick, compensatory, holiday compensatory, and overtime taken or transferred out since the beginning of the current fiscal year.
For overtime, the balance shown is at 1.5. The actual hours deducted from the balance are displayed to the right - FYTD LOST HM8.FYTDLOST
- Displays the employee's lost, donated, or transferred out leave since the beginning of the current fiscal year.
Compensatory, Holiday Compensatory, Compensatory Disaster, Compensatory Emergency, and Employee Wellness- Leave lost because it was not used within the required period (as defined on HMAU1).
- Leave transferred out.
Sick Leave- Leave donated to the sick leave pool (accrued time only).
- Leave transferred out (accrued time only).
Overtime- Leave transferred out.
Vacation- Leave converted to sick time at fiscal year end because the balance exceeded the maximum amount allowed to be carried forward as defined by the employee's length of service.
- Leave transferred out.
- Leave lost because an employee terminated before meeting the six-month continuous service requirement to use or be paid for the leave time.
- FYTD PAID HM8.FYTDPD
- Displays any vacation, sick, compensatory, and overtime paid to the employee. Holiday compensatory time cannot be paid.
- CURRENT BAL HM8.FYTDBAL
- Displays the employee's vacation, sick, compensatory time, holiday compensatory time, and overtime available to take.
For overtime, the balance shown is at straight time not 1.5. The 1.5 hours are displayed to the right. - FMLA AVAILABLE BALANCE HO8.FMLHRSBAL
- Displays the employee's Family Medical Leave Act hours left to take. Field does not display if no hours available.
Miscellaneous Balance Detail
Displays the employee's available balance for all miscellaneous leave types. This includes all leave type with a Y in the BAL field on HMAU1 with the exception of vacation, sick, compensatory holiday, and overtime. If the employee has no miscellaneous leave balances, ** No Misc Activity Posted ** will display.
- LEAVE TYPE MA.LVTYPDESC
- Displays the type of miscellaneous leave.
- AVAILABLE BALANCE HM8.FYTDBAL
- Displays the balance of the miscellaneous leave.
Posted Records for the Month
Displays the employee's posted leave entries for the current LA month. Posted entries are those with a status of P, G, and $. If the employee has no posted leave entries, ** No Monthly Detail Posted ** will display.
- LEAVE ACTIVITY HM9.LVTYPE, HM9.LVACT
- Displays the type code and the activity code.
- HOURS HM9.LVTIME
- Displays the number of hours posted.
- DATE FROM HM9.STARTDT
- Displays the beginning date of the activity.
- DAY DERIVED FROM HM9.STARTDT
- Displays the day of the week corresponding to the leave start date.
- DATE TO HM9.ENDT
- Displays the day of the week corresponding to the leave end date.
- DAY DERIVED FROM HM9.ENDDT
- Displays the day of the week corresponding to the leave end date.
- LEAVE REASON HM9.LVREASCD
- Displays the reason code for the leave activity, if applicable.
Unposted Records
Displays the employee's unposted leave entries for the current LA month. Unposted entries are those with a status of R. If the employee has no unposted leave, ** No Unposted Leave Found ** will display.
- LEAVE ACTIVITY HM9.LVTYPE, HM9.LVACTYCD
- Displays the leave type code and the activity code.
- HOURS HM9.LVTIME
- Displays the number of hours posted.
- DATE FROM HM9.STARTDT
- Displays the beginning date of the activity.
- DAY DERIVED FROM HM9.STARTDT
- Displays the day of the week corresponding to the leave start date.
- DATE TO HM9.ENDT
- Displays the beginning date of the activity.
- DAY DERIVED FROM HM9.ENDDT
- Displays the day of the week corresponding to the leave end date.
- LEAVE REASON HM9.LVREASCD
- Displays the reason code for the leave activity, if applicable.
Messages
- This message only displays when Report 569 (Proj. Annual Leave To Be Converted To Sick Leave at FYE) is run the same night as Report 537. (For details on how the projection is calculated, see Report 569.) The number of hours projected to be converted to sick leave if not used by the end of the current fiscal year will display. If no time is projected, 0000:00 will be the hours will display.
At current accrual rate; xxxx:xx hrs of vacation must be used before 08/31/xxxx or will be converted to sick leave.
- This message only displays when report 597 (Actual/Forecasted Time Forfeitures) is run the same night as Report 537. If the employee has no lost compensatory time entries, the following message will display:
** No Lost Time Posted **
If the employee is scheduled to lose time, a table with the following title will display:
Time to be lost if not taken.
- TYPE HM9.LVTYPE
- Displays the compensatory (CT), holiday compensatory (HC), compensatory disaster (CD), compensatory emergency (CE), military leave (ML) or employee wellness (EW) leave accounting code.
- HOURS TO BE LOST HM9.LVTIME
- Displays the number of hours that will be lost if not used by the date listed.
- MESSAGE HNK.RP037MSG1-4
- This field only displays when a message has been entered on HNKLM, the Leave Summary Messages screen.
Sample Report
REPORT: 537 UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM PAGE: 1
AGENCY: XXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXX RUN DATE: XX/XX/20XX
EMPLOYEE LEAVE SUMMARY RUN TIME: 21:43:44
AS OF 07/31/20XX
NAME......: XXXXXXX, XXXXXXXX X
SSN.......: XXX-XX-XXXX
POSITION..: 1188 TITLE.....: STAFF SRVCS OFFCR V
ORG CODE..: 10101010101 FLSA STAT.: ADMIN-EXEMPT
AGENCY EMPLOYMENT DATE: 08/22/20XX TERMINATION DATE: 07/31/20XX
EFFECTIVE EMPLOYMENT DATE: 09/05/20XX
LEAVE AMOUNT BASED ON 346 MONTHS SERVICE
SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG
VACATION 17:00 17:00 17:00 17:00 17:00 17:00 17:00 17:00 17:00 17:00 17:00 :00
SICK 8:00 8:00 8:00 8:00 8:00 8:00 8:00 8:00 8:00 8:00 8:00 :00
EXTND SICK COMP HOLIDAY ADMIN
VACATION SICK SICK POOL TIME COMP LEAVE OVERTIME
F.Y. BEG BAL....: 536:15 702:00 :00 :00 21:00 12:30 :00 :00
FYTD ACC/EARNED: 187:00 188:15 :00 :00 127:30 8:00 16:00 :00
FYTD TAKEN.....: 64:00 126:00 :00 :00 148:30 20:30 16:00 :00 ( :00 DEDUCTED)
FYTD LOST......: 100:15 :00 :00 :00 :00 :00 :00
FYTD PAID......: :00 :00 :00 :00 :00 :00 :00 :00
CURRENT BAL.....: 559:00 764:15 :00 :00 :00 :00 :00 :00 ( :00 AVAIL TO TAKE)
AVAILABLE
MISC BALANCE DETAIL..: LEAVE TYPE BALANCE
EMERG LEAVE 30:00-
POSTED RECORDS FOR THE MONTH
LEAVE ACTIVITY HOURS START DATE DAY END DATE DAY ENTRY DATE LEAVE REASON
SICK LEAVE TAKEN 16:00 07/29/20XX TH 07/30/20XX FR 08/12/20XX
COMP TIME EARNED :30 07/28/20XX WE 07/28/20XX WE 08/12/20XX
COMP TIME EARNED 1:45 07/22/20XX TH 07/22/20XX TH 08/12/20XX
COMP TIME EARNED 1:00 07/20/20XX TU 07/20/20XX TU 08/12/20XX
SICK LEAVE TAKEN 8:00 07/19/20XX MO 07/19/20XX MO 08/12/20XX
VACATION TAKEN 4:30 07/16/20XX FR 07/16/20XX FR 08/12/20XX
COMP TIME TAKEN 35:30 07/12/20XX MO 07/16/20XX FR 08/12/20XX
HLDAY COMP TAKEN 8:00 07/09/20XX FR 07/09/20XX FR 08/12/20XX
COMP TIME EARNED 2:00 07/07/20XX WE 07/07/20XX WE 08/12/20XX
SICK LEAVE TAKEN 1:00 07/06/20XX TU 07/06/20XX TU 08/12/20XX
COMP TIME EARNED 6:00 07/01/20XX TH 07/02/20XX FR 08/12/20XX
FM LEAVE EVENT 01 EXPIRATION DATE 01/31/20XX TOTAL HOURS AVAILABLE 457:00 CERTIFIED AVAILABLE 212:00
PL LEAVE EVENT 02 EXPIRATION DATE 03/31/20XX TOTAL HOURS AVAILABLE 459:00 CERTIFIED AVAILABLE 185:00
** NO UNPOSTED LEAVE FOUND **