SPRS Fiscal Year-End Processing Instructions
SPRS FYE Rollover Processing Instructions
Introduction
State agencies reporting to the Standardized Payroll/Personnel Reporting System (SPRS) are required to complete the fiscal year-end (FYE) close process that involves agency preparation of SPRS records for the new fiscal year.
Follow the steps below to submit fiscal 2025 rollover transaction(s) to SPRS.
Step 1: Pre-F25 transactions*
For Sept. 1 pre-F25 transactions, salary/rates and class codes will reference F24 tables that were effective Sept. 1, 2023. Note the following if applicable:
| If … | Then … |
|---|---|
An employee is on leave without pay and:
|
Submit RC 043 off, sequenced before RC 028 or RC 042, effective Sept. 1, 2024. |
| An agency submits RC 028 or 042, effective Sept. 1, 2024 | Sequence must precede RC F25. |
*For more information, see SPRS Maintenance Before and After the FYE Rollover in this FPP.
Step 2: RC F25
Complete the following for the rollover to fiscal 2025.
Submit RC F25:
- For all employees active on Aug. 31, 2024, and not terminating on that date. The effective date of RC F25 must be Sept. 1, 2024, and RC F25 must be sequenced after actions listed under Pre-F25 Transactions, if applicable.
- For mandatory, protected and optional fields effective Sept. 1, 2024, and sequenced after actions listed under Pre-F25 Transactions, if applicable; see SPRS Fiscal Year Rollover Records for All Employees (login required) in this FPP.
Note: SPRS will reject the F25 transaction if the following instructions are not followed:
| If … | Then … |
|---|---|
| The employee is an acquisition/interagency transfer in on Sept. 1, 2024, or a subsequent job started on Sept. 1, 2024 | The receiving agency does not submit an F25 transaction. |
RC F25 rules
| If … | Then … |
|---|---|
| An agency submits RC F25 for a classified or eligible unclassified employee, effective Sept. 1, 2024, and the salary/rate on the transaction does not increase by 5 percent | SPRS will reject the record. |
| An agency submits RC F25 for a line-item exempt or ineligible unclassified employee, effective Sept. 1, 2024, and the salary/rate/daily flat rate on the transaction does not equal the salary/rate/daily flat rate on file | SPRS will reject the record. |
| An agency submits RC F25 for an employee in salary schedule C, effective Sept. 1, 2024, and salary/rate does not equal salary/rate on schedule C effective Sept. 1, 2024 | SPRS will reject the record. |
To determine whether an unclassified position is eligible or ineligible for the increase, see Guidelines for the Salary Increase for Certain State Positions (F.017).
Step 3: Post-F25/Sept. 1 maintenance
- Submit Sept. 1 maintenance, sequenced after the F25 transaction, including merits, promotions, demotions and agency reclassifications.
- If there is no RC F25 on file when maintenance is submitted (including terminations effective on or after Sept. 1, 2024), SPRS will reject the maintenance transaction.
Note: All jobs will be evaluated independently from any other job(s) held by the employee at the agency.
Step 4: Roll report
After your agency has finalized the fiscal 2025 roll process, you may request the SPRS Post Roll Report listing all employees active on Aug. 31, 2024, who have not terminated on that date and for whom no RC F25 has been submitted to SPRS.