FMX Home
Susan Combs  •  Texas Comptroller of Public Accounts

USPS Reports Guide
Report 196 Posting Report

Updated Feb. 4, 2011 - View Changes

This report displays leave transactions that were successfully posted on HM9U1. Posting involves updating year-to-date and month-to-date balances and changing the status field from an R to a P for transactions with a start date in or prior to the current leave accounting month.

This report should be run just after Report 156, Monthly Accrual Process. The leave accrual date is what determines the leave accounting month. This report can be run more than once in the event some employees did not receive their accruals when it was run the first time.

Report Criteria

Category Leave Accounting
Distribution Agency
Frequency Monthly – at least one day after running Report 156.
Form 111
Sort Sequence
Options HPRLA Sort
Employee SSN
1
Name
2
Page Break  
Parameters
Databases Used HØC, HID, HM8, HM9, HMA, HMC, HNH, HNK, HPR, HO8
Selection Criteria Posts all requested leave starting on or before the CURR FY END DATE.
Produce Output? Yes
Request Screen HSRPT
Posting Report? Yes
Additional Notes The Leave Report Options (HPRLA) screen can be used to mask the Social Security number (SSN) and to select a valid sort option.

Report Headings

ORGANIZATION HNH.ORGCODE
Displays the organization code as defined by the employee's position.
EMP SSN HM9.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.
ACTY HM9.LVTYPE, HM9.LVACTYCD
Displays the leave type code and the activity code of the leave being processed.
ST HM9.LYACTYSTAT
Displays the status of the leave before the 196 was run.
RRequested
START DATE HM9.STARTDT
Displays the beginning date of the leave.
HOURS HM9.LVTIME
Displays the length of time the leave lasted, in hours and minutes.
LEAVE REASON HM9.LVREASCD
Displays the reason code entered for the leave activity, if applicable.
EXCEPTION REASON DERIVED
Displays an informational message if the leave entry was successfully posted, or a fatal error message if the leave entry was not posted.
REQUESTED TRANSACTION PROCESSED
The leave entry was successfully posted and the balance has been updated.
HM9 START DATE > ACCRUAL DATE
Appears when the transaction start date is after the current leave accounting month. Future dated leave cannot be posted until an accrual has taken place for the month of that leave. These transactions are listed on this report for informational purposes only and do not indicate an error.
NO ACCRUAL RECORD FOUND
Appears when the system tries to post an entry for an employee who has never had any accruals entered (or had accruals suppressed) on HMCU1 for the current fiscal year. The leave cannot be posted until an accrual has taken place for the month of the leave.
HM9 START DATE > TERM DATE
Appears when the start date entered on HM9U1 is greater than the employee’s termination date on H0BUS.
LEAVE < PRIOR YEAR REQUIRES LOA
An LOA is required if the transaction start date is older than current plus one fiscal year prior.
XX CCYY BAL WILL BE HHH:MM-
Appears when posting a transaction would result in a negative balance in the FY shown (CCYY) and HMAU1 does not allow this leave type (XX) to have a negative balance.
CAUSES NEG FMLA BAL OF HHH:MM
Appears when posting a family medical, parental or military caregiver leave transaction that would result in exceeding the maximum hours allowed as established on HO8U1.
CAUSES POS OH BALANCE OF HHH:MM
Appears when the system tries to post compensatory time lost (CTL), holiday compensatory earned (HCE), holiday compensatory lost (HCL), leave without pay dock (LWD), and vacation lost (VCL) with OHOL in the Reasn field. Such entries are made to increase an employee's negative balance of optional holiday (OH), to show that the employee made up for the optional holiday taken earlier. The leave entry was not posted because more leave was being applied to the OH balance than was needed.
LEAVE TYPE INVALID FOR AGENCY
The leave type is not on HMAU1 for your agency.
THERE IS AN UNPAID LEAVE BALANCE
Appears when compensatory time paid or overtime paid (CTP or OTP) is posted and a balance still remains (that is, not all the leave was paid off).
EXCEEDS MAX ALLOWED BY HHH:MM
Appears when posting a transaction would result in exceeding the maximum balance allowed for this leave type as established on HMAU1.
EXCEEDS MAX TIME BY HHH:MM
Appears when posting a transaction would result in exceeding the maximum hours allowed for this leave type in a fiscal year as established on HMAU1.
HO8 RECORD HAS WRONG CATEGORY
Appears when either a family medical or parental leave transaction did not successfully post when the first two characters in the Reasn field on the HM9U1 entry do not match the FMLA Category field on the HO8U1 record.
NO MATCHING ENTRY ON HO8
Appears when either a family medical or parental leave transaction did not successfully post because an HO8U1 record did not exist. Enter a corresponding HO8U1 record and rerun Report 196.
START DT NOT WITHIN HO8 LIMIT
Appears when either a family medical or parental leave transaction did not post because the start date of the leave entry is either before the leave start date or after the leave expiration date (indicated in the LV START DATE and LV EEXPIR DATE fields for the event on HO8U1).
EXCEEDS MAX AWARDED BY HHH:MM
Appears when posting a transaction would result in exceeding the maximum hours allowed to be awarded for this leave type as established on HMAU1.
EW AWARDED ON MM/DD/YYYY
Appears when the system tries to post an Employee Wellness Awarded (EWA) transaction for an employee who has a previous EWA transaction within the past 12 months.
XX AS OF MM/DD WILL BE HHH:MM-
Appears when posting a transaction would result in a negative balance at the time of the transaction dates for this leave type (XX).
DATES NOT W/IN CERT RECS
Appears when the leave transaction did not post because the transaction dates do not fall within the certification dates established on HOCRT.
CERT DATES OVERLAP
Appears when leave transaction start and end dates overlap multiple certified leave records.
EXCEED APPRV FOR PERIOD
Appears when posting the transaction would result in exceeding the number of hours certified for the event.
AN SQL ERROR HAS OCCURRED
Appears when the system encounters an error in the data and cannot continue processing the leave. Call your Statewide Human Resources and Payroll Assistance (SHRPA) representative when this error occurs.
ERROR LEVEL GENERATED
Displays whether or not the entry was posted. If the entry was not posted, the reason why is listed in the EXCEPTION REASON field.
IInformation (The exception reason is only there to inform you that the entry was posted.)
FFatal (The exception reason explains why the leave entry could not be posted. All exception reasons, excluding REQUESTED TRANSACTION PROCESSED, will cause the transaction to fail.)

Sample Report

 REPORT:   196                             UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM                             PAGE:     1    
 AGENCY:   XXX                                       XXXXX XXXXX XX XXXXXXX                                   RUN DATE: XX/XX/20XX
                                                         POSTING REPORT                                       RUN TIME: 23:01:54 
                                                    PROCESSED ON 01/31/20XX 
                                                     
                                                                                        LEAVE                                ERROR
ORGANIZATION     EMP SSN      EMPLOYEE NAME                  ACTY ST START DATE  HOURS  REASON EXCEPTION REASON              LEVEL
Changes to this Document
02/04/11 Added military caregiver information to page.

Printer Friendly

Susan Combs
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.state.tx.us
Window on State Government | FMX
FMX Sitemap | Contact FM
Accessibility Policy | Privacy and Security Policy