SPRS Fiscal Year-End Processing Instructions

Overview

Applicable to

State agencies reporting to the Standardized Payroll/Personnel Reporting System (SPRS).

Policy

SPRS agencies must process transactions in the proper order for the rollover to fiscal 2025. All fiscal year-end (FYE) rollover and September maintenance transactions must be completed by the payroll due dates in September to ensure employees are paid correctly.

Complete the steps in the SPRS FYE Rollover Processing Instructions provided in this fiscal policy and procedure (FPP).

Note that agencies must submit an F25 reason code record effective Sept. 1, 2024, for every active employee. See the SPRS Fiscal Year Rollover Records for All Employees (login required) for more information.

Additional steps are required for employees on temporary assignment or on disciplinary reduction. See SPRS Maintenance Before and After the FYE Rollover in this FPP for more information.

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:

*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:

RC F25 rules

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.

SPRS Fiscal Year Rollover Records for All Employees (login required)

SPRS Maintenance Before and After the FYE Rollover

Additional Data to Include With Maintenance

Employees who are on temporary assignment on Sept. 1, 2024:

• Before the rollover process takes place, return employees who are on temporary assignment (RC 041) on Sept. 1, 2024, to their former job classifications.
• Submit RC 042 effective Sept. 1, 2024, with a lower processing sequence ID (for example, 010) than the F25 transaction (for example, 020) to return these employees to their former job classifications.
• Move employees back to temporary assignment (RC 041), effective Sept. 1, 2024, with a higher processing sequence ID (for example, 030) than the F25 transaction.

Employees who are on disciplinary reduction on Sept. 1, 2024:

• Before the rollover process takes place, return employees who are on disciplinary reduction (RC 027) on Sept. 1, 2024, to their former salary/rate.
• Submit RC 028 effective Sept. 1, 2024, with a lower processing sequence ID (for example, 010) than the F25 transaction (for example, 020) to return these employees to their former salary/rate, as appropriate.
• Move employees back to salary/rate reduction status (RC 027), effective Sept. 1, 2024, with a higher processing sequence ID (for example, 030) than the F25 transaction.