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USPS Reports Guide –
USPS Reports by Number –
Report 565 Employee Leave Accrued Report

This report provides an audit trail of the accrual process. It displays basic information about each employee, including their organization code, hire date and the years and months of service with the state. It also lists the vacation and sick leave year-to-date balances and hours accrued in the current leave accounting month. Use this report to assure that employees received the proper accruals. Report 565 is generally run as a month-end report; however, it can also be run at the same time as Report 156 and the day after running Report 053 to provide an immediate confirmation of the automated accrual system.

Report Criteria

Category Leave Accounting
Distribution Agency
Frequency Monthly
Form  
Sort Sequence
Options HPRLA
Sort
Org Code, Emp SSN 1
Org Code, Name 2
Page Break
Options HPRLA
Break
None N
Org Code Y
Parameters

HNKLA – REPORT FISCAL YEAR, LA PROCESS DATE (last day of the month)

HPRLA – SSN MASK, SORT, BREAK OPT
Databases Used H0B, H0C, H7O, HID, HMC, HM8, HNH, HNK, HPR
Selection Criteria All employees not terminated by the LA PROCESS DATE field.
Produce Output? Yes
Request Screen HNKLA
Posting Report? No
Additional Notes

The Leave Report Options (HPRLA) screen can be used to mask the Social Security number and to select a valid sort and/or page break option.

During fiscal year-end processing, the report will display a message No HNH Records Found in the Employee Name column and an organization of 00000000000 to notify the agency when the employee's organization code is not current and when the employee must be rolled into the new fiscal year.

Report Headings

ORGANIZATION CODE HNH.ORGCODE
Displays the employee's organization code. This field displays if the Report Break option for page break on organization is selected on HNKLA.
AS OF HNK.LVPRDT
Displays the first day of the leave accounting month.
FISCAL YEAR HNK.FISCALYR
Displays the fiscal year being reported.
ORGANIZATION HNH.ORGCODE
Displays the employee's organization code. This field only displays when the Report Break option for no page break on organization is selected.
EMP SSN HMC.EMPLOYEENO
Displays the employee's SSN (masked or entire SSN will display depending on the HPRLA selection).
EMPLOYEE NAME HID.RPTNAME
Displays the employee's name.
STATUS H0B.EMPSTATUS
Displays the employee's employment status.
01Active
02On leave without pay
03Terminated
JC TYPE H7O.JCBENCHM
Displays the employee's job class code type used to determine leave benefits.
HIRE DATE H0B.EMPLOYDATE
Displays the employee's hire date.
EFF SRVC DATE H0B.ADJEMPLDAT
Displays the adjusted service begin date. This is the current hire date plus all prior service time minus leave without pay time. H0B Adjust Accrual Date, if present, for the employee, is used to determine the EFF SRVC DATE.
SERVICE (YY/MM) DERIVED FROM H0B.ADJEMPLDAT
Displays the employee's state service time as of the LA PROCESS DATE. If an * follows the amount of service time, then this employee has county service months included (only for Agency 212), if H0B Adjusted Accrual Date is not present for the employee.
ACCRL FACTOR DERIVED FROM HNH.ASSIGNFTE
Displays the employee's leave accrual rate based on the employee's assigned full time equivalents (FTE). A 40 hour work week would be 1.000,where as a 20 hour work week would be 0.500.
VCTN ACCRUED HMC.XXXVCACCR (XXX=LA MONTH)
Displays the vacation leave accrued to the employee for the month indicated by the LA PROCESS DATE.
VCTN BAL HM8.FYTDBAL(VC)
Displays the employee's current vacation balance.
SICK ACCRUED HMC.XXXSLACCR (XXX=LA MONTH)
Displays the sick leave accrued to the employee for the month indicated by the LA PROCESS DATE.
SICK BAL HM8.FYTDBAL(SL)
Displays the employee's current sick leave balance.

Sample Report

    REPORT:   565                             UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM                             PAGE:     1    
    AGENCY:   221                                       XXXXX XXXXX XX XXXXXXX                                   RUN DATE: XX/XX/20XX
                                           EMPLOYEE LEAVE ACCRUED REPORT AS OF - 01/01/20XX                      RUN TIME: 23:16:14 
                                                          FISCAL YEAR  20XX                                                         
 ORGANIZATION EMP SSN      EMPLOYEE NAME            STA  JC     HIRE     EFF SRVC  SERVICE ACCRL    VCTN   VCTN    SICK     SICK    
                                                    TUS TYPE    DATE      DATE     (YY/MM) FACTOR  ACCRUED  BAL   ACCURED    BAL    
                                                                                                                                    
 60000010000 XXX-XX-XXXX XXXXXXXX, XXXXX X           01   N  08/02/20XX 10/02/20XX   12/02  1.000  11:00   99:00    8:00    196:00  
 60000010000 XXX-XX-XXXX XXXXXX, XXXXXXXX XXXXX      01   N  09/01/20XX 04/30/20XX    9/08  1.000  10:00  186:00    8:00    340:00  
 62000020000 XXX-XX-XXXX XXX, XXXXXX X               01   N  09/01/20XX 04/30/20XX    8/08  1.000  10:00  250:00    8:00    664:00  
 62000020000 XXX-XX-XXXX XXXXXX, XXXX XXXXXX         01   N  01/01/20XX 01/01/20XX    6/00  1.000  10:00  183:00    8:00    296:00  
 62000020000 XXX-XX-XXXX XXXXX, XXXXX XXXX           01   N  01/03/20XX 01/03/20XX    0/11  1.000   8:00  104:00    8:00    104:00  
 62000020000 XXX-XX-XXXX XXXX, XXXX X                01   N  10/01/20XX 10/01/20XX   16/03  1.000  13:00   76:00    8:00   1328:00  
 62000020000 XXX-XX-XXXX XXXXXXX, XXXXXX X           01   N  02/18/20XX 02/18/20XX    8/10  1.000  10:00  246:00    8:00    107:00  
 62000020000 XXX-XX-XXXX XXXXXXXXXX, XXXXX XXXX      01   N  09/01/20XX 09/01/20XX    7/04  1.000  10:00  228:00    8:00    228:00  
 60000020000 XXX-XX-XXXX XXXXXXX, XXXXXX XXXXX       01   N  02/28/20XX 02/28/20XX    0/10  1.000   8:00   64:00    8:00     72:00  
 62000020000 XXX-XX-XXXX XXXXX, XXXXXXX X            01   N  02/01/20XX 02/01/20XX   15/11  1.000  13:00  263:00    8:00    870:00  
 62000020000 XXX-XX-XXXX XXXXXXXXX, XXXX XXXXX       01   N  01/02/20XX 01/05/20XX    0/11  1.000   8:00    8:00    8:00      8:00