USPS Quick Reference Guides
Hiring an Employee

Entering a New Hire in USPS — HMPNH

Note: The create position switch for your agency resides on H0CUS. This switch determines whether a position is created by the HMPNH process or if the position must be set up prior to the HMPNH action. The value of this switch also determines if an override of this switch is allowed at the HMPNH level.

Key Fields:

AGENCY NUMBER, EMPLOYEE SSN, POSITION NUMBER

1. Displays an I in the SUBCOMMAND field unless the employee is being re-hired into a previously assigned position, in which case an R displays.
2. Enter the following fields:
   

   Note: If this individual is a rehire, any information previously stored in the HID, H0B, HMP, and HNP databases defaults into the appropriate fields on HMPNH during the rehire. And, if the individual is a judge, you must first complete HMPNH, then access H0BUN to insert a judge locator code.

   NAME
   Enter the employee’s full name. If the name has a suffix, enter it in the LAST NAME field, preceded by a space. No commas or other special characters are allowed; however, hyphens are acceptable.
   
   ADDR LINES
   
   CITY
   
   STATE
   
   ZIP
   
   BIRTH DATE
   
   PHONE #S (Optional)
   
   PROTECT IND (Optional)
   
   RELEASE: ADDRESS > HOME PHONE > SSN > FAMILY INFO > EMER CONTACT
   Employee’s response to the Open Records statute regarding release of information.
   
   SEX
   
   RACE
   
   ASGN DATE
   The effective date of the new hire.
   
   RSN CD/EXT
   In the first area of this field, choose the appropriate reason code from 010, 012 or LEG (Legislatively mandated interagency transfer). The second area of this field is a user-defined optional four-digit extended reason code as defined on Decode Table 987.
   
   JOB/FUNC CLS
   The first area of this field is required and indicates the actual job classification code assigned to the position. The second area of this field is optional and indicates the actual functional job classification code assigned to the position.
   
   GRP/STP (Display/Optional)
   
   SALARY (Optional when pay step is used)
   
   RATE (Required if new hire is an hourly employee and no step is used)
   

   Note: If this is a new hire, some data populates from the HNPU1 screen. You should verify (and change, if necessary) the following fields: HRS/FTE, EMP TYPE, PAY FREQ/TYPE and FLSA ELG/EEO CAT.

   XFER AGY (Required if using a direct transfer Reason Code of 012 or LEG)
   
   HAZ DTY IND (Optional)
   
   MSR
   Enter the staff/management-to-staff ratio.
   
   STRT DY
   Enter the start day of the week. The system defaults to Monday.
   
   ORG
   Enter a value indicating the organization code for this position.
   
   PCA/PCNT
   If employee is being paid from multiple PCA’s, the system automatically links to the HO2U1 screen for entry regarding additional PCAs and percentages.
   
   LOC/EXT (Required/Optional)
   The first area of this field identifies the location of the position as established on the HNJU1. The second area of this field is an agency-defined value providing further breakdown of the location code. Establish valid extended locations on HMJU1.
   
   Enter EEO-4, TIME CARD and RET TYPE.
   
   PRE RET (When applicable)
   
   Use employee’s W-4 to enter the following fields:
   
   FIT TAX ST
   
   FIT MAR ST
   
   NO EXP
   
   AMT (Optional)
   
   EX AMT (Optional)
   

   Note: Enter FICA status and state tax information if applicable for employee. (See IRS Cir. E. for rules.)

   BRP
   

   Note: Each state agency must maintain supporting documentation of the verification of the employee’s previous employment to determine eligibility for BRP entitlement.

3. Press the Enter key.