USPS Reports Guide –
USPS Reports by Number –
Report 540 Staffing Summary Report
This report will display all positions that were created for the current fiscal year. It includes the position number, employee name's that occupies the position, SSN, job class code or functional job class code if one exists, class title, salary table, group and step, EEO of employee in position, actual monthly salary or hourly rate, employment date, last reason code for the employee in the position, effective date of the last reason code, sequence number on the last reason code and whether the position is full time, part time, vacant, or closed.
Report Criteria
| Category | Position Control |
|---|---|
| Distribution | Agency |
| Frequency | Monthly; Upon Request |
| Form | |
| Sort Sequence |
|
| Page Break |
|
| Parameters | HNKPC – END DATE |
| Databases Used | HNH, HID, HNK, HNP, H7O, HML |
| Selection Criteria | Display all positions with FY begin date, inactive date > HNK END DATE |
| Produce Output? | Yes |
| Request Screen | HNKPC; add HPRPT option so agencies can set up to run automatically. |
| Posting Report? | No |
| Additional Notes | Total count of positions, total actual salaries, total vacant budgeted salaries, and total closed budgeted salaries will be totaled by organization code and then grand total for agency at the end of the report on separate page. The report will look at the actual FTE Instead of the authorized FTE to determine If an employee Is In the position on a particular date. If the position was active but vacant during the ''as of'' date on the report, show the position as vacant. If the position was actually closed during the ''as of'' date the report shows the position as closed. |
Report Headings
Column One
- POS NO HNH.POSITION
- This field displays the employee's position number.
Column Two
- EMPLOYEE NAME HID.RPTNAME
- This field displays the employee's name. (Last name, first name, middle name – spell out as much as possible.)
Column Three
- SSN HNH.EMPLOYEENO
- This field displays the employee's Social Security number (xxx-xx-xxxx). Put leading zeros if necessary.
Column Four
- JB-CLS CD HNH.JOBCLASS or HNH.ACTFUNCLS
- This field displays the employee's job class or if one exists functional job class number.
Column Five
- JB-CLS or FUNC JB-CLS TITLE HNH. H7O.JCTITLE or HML.FCTITLE
- This field displays the employee's job class title or if one exists Functional Job Class Title.
Column Six
- TBL/GRP/STP HNH (AGENCY COMMENT BYTES 3-4)/HNH.POSPAYGRP/HNH.ACTUALSTEP
- For active positions:
This field displays the employee's salary table, salary group and step.
For vacant positions displayed after all active positions: - TBL/GRP/STP HNP.PAYGROUP/HNP.PAY STP
- This field displays the position's budgeted salary table, salary group and step.
For closed positions displayed after all vacant positions:
This field displays a zero salary since the position is closed.
Column Seven
- EEO HNH.JCEEOCODE
- This field displays the employee's EEO category code type.
Column Eight
- MON-SAL/HRLY-RTE HNH. HSALARY, HNH.HHRLYRATE
- For active positions:
This field displays the employee's current actual monthly salary or hourly rate. Display whichever applies. (xx,xxx.xx) or (xxx.xxxxx – hourly displays to the 5th decimal place).
For vacant positions:
This field displays the position's budgeted monthly salary or hourly rate. Display whichever applies. (xx,xxx.xx) or (xxx.xxxxx – hourly displays to the 5th decimal place).
For closed positions:
This field displays a zero (0.00) salary since the position is closed.
Column Nine
- EMPLOY DATE HN8.EMPLOYDATE
- This field displays the employee's employment date (mm/dd/yy).
Column Ten
- LST RS HNH.HRISREASCD or HNH.EXTRSNCD
- This field displays the reason code, or if one exists functional reason code, for the latest transaction, referenced in the effective date field.
Column Eleven
- INCR-EFF DATE HNH.HLSTINCRDT
- This field displays the last date a change to the employee's salary or hourly rate was effective (mm/dd/yy).
Column Twelve
- FT DERIVED
- Displays a '1' if the position is full-time, otherwise displays blank.
Column Thirteen
- PT DERIVED
- Displays a '1' if the position is part-time, otherwise displays blank.
Column Fourteen
- VT DERIVED
- Displays a '1' if the position is vacant, otherwise displays blank.
Column Fifteen
- CL DERIVED
- Displays a '1' if the position is closed, otherwise displays blank.
- AGENCY TOTAL
- For sort sequence 2, organization number and description should be displayed.
Organization number is on the HNH (for active) / HNP (vacant or closed) records. Description of organization code on HNORG.
- TOT-ACT SALARIES
- Part time employees salary calculation: (hourly rate x 2080 x FTE/12). ONLY FOR THE TOTAL LINE.
Total salaries for actual (active) salary for the month of the 'as of date' of the report.
- TOT-VACANT BUDGETED SALARIES
- Is the budgeted monthly salary or rate.
- TOTAL POSITIONS
- Total positions should be an accumulation of the Position Count field. (Suppress left zeros.)
- POSITION COUNT
- Total the count of each position column. If the position column equals zero (0), then display the zero (0).
Sample Report
REPORT: 540 UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM PAGE: 1
AGENCY: XXX XXXXXXXXXXXXXXXXXXXXX RUN DATE: XX/XX/20XX
STAFFING SUMMARY REPORT RUN TIME: 21:47:33
AS OF 08/31/20XX
JB-CL JB-CLS OR FUNC TBL/ MON-SAL/ EMPLOY LST INCR-EFF F P V C
POS NO EMPLOYEE NAME SSN # CD JB-CLS TITLE GRP/STP EEO HRLY-RTE DATE RC DATE T T T L
995BM009 XXXXXXXX, XXX XXXXXXX XXX-XX-XXXX CP25 COMP BD MEMBER/COMMI 02/01/01 A 0.04 10/14/98 038 04/01/04 1
995BM001 XXXXXXX, XXX XXXXXX XXX-XX-XXXX CP25 COMP BD MEMBER/COMMI 02/01/01 A 0.04 08/11/97 038 04/01/04 1
995BM002 XXXXXX, XXXX XXXXXXXXX XXX-XX-XXXX CP25 COMP BD MEMBER/COMMI 02/01/01 A 0.04 08/11/97 038 04/01/04 1
995BM030 XXXXXX, XXXX XXX-XX-XXXX CP25 COMP BD MEMBER/COMMI 02/01/01 A 0.04 09/24/01 038 04/01/04 1
995BM008 XXXXXX, XXXXX XXXXX XXX-XX-XXXX P134 BOARD MEMBER 02/01/01 A 0.04 11/13/03 038 04/01/04 1
99500002 XXXXXX, XXXX X XXX-XX-XXXX 0160 EXECUTIVE ASST I 1B/09 P 3,415.25 04/01/01 035 08/01/02 1
995BM040 XXXXXXX, XXXXXXXX XXX-XX-XXXX CP25 COMP BD MEMBER/COMMI 02/01/01 A 0.04 12/14/01 038 04/01/04 1
99500008 XXXXXXX, XXXXXXXXXXX XXXX XXX-XX-XXXX E180 EXECUTIVE DIRECTOR 03/00/01 P 5,000.00 10/15/99 F04 10/01/01 1
99500007 XXXXX, XXXXXX X XXX-XX-XXXX 1014 ACCOUNTANT III 1B/08 P 2,589.00 12/15/03 010 1
995BM006 XXXXX, XXXX X XXX-XX-XXXX P134 BOARD MEMBER 02/01/01 A 0.04 05/02/96 038 04/01/04 1
99500055 XXXXXXXXX, XXX XXXXX XXX-XX-XXXX 0255 SYS ANALYST II 1B/10 T 3,500.00 10/10/01 020 11/01/03 1
99500058 XXXX, XXXXXXX XXX-XX-XXXX 0152 ADMINISTRATIVE ASST 1A/11 C 1,515.75 07/01/04 014 1
995BM007 XXXXXXX, XXXXXXX X XXX-XX-XXXX P134 BOARD MEMBER 02/01/01 A 0.04 11/13/03 038 04/01/04 1
995BM005 XXXXX, XXXX XXX-XX-XXXX P134 BOARD MEMBER 02/01/01 A 0.04 11/13/03 038 04/01/04 1
99500004 XXXXXXXX, XXXXX X XXX-XX-XXXX 0154 ADMINISTRATIVE ASST 1A/13 C 2,327.00 07/01/04 010 1
99500056 XXXXX, XXXXX X XXX-XX-XXXX 1352 INVESTIGATOR III 1B/08 R 2,771.00 09/21/02 035 1
AGENCY TOTAL TOTAL POSITIONS: 16 POSITION COUNT 6 10 0
TOT-ACT SALARIES: 21,118.36 TOT-VACANT BUDGETED SALARIES: 0.00