ctcLink Reference CenterFaculty Workload Faculty Workload ProcessingSending Pay to Payroll via FWL Pay Line Extract

Sending Pay to Payroll via FWL Pay Line Extract

Purpose: Use this document as a reference for how to mark Pay Lines 'Ok to Pay' and run the automated process to extract all Pay Lines to send to Payroll.  

Audience: HR\Payroll Staff

Navigations:

Campus Solutions (CS)

Main Menu → Curriculum Management → CTC Custom → Faculty Workload → Faculty Workload Transaction → Maintain Faculty Workload

Main Menu → Curriculum Management → CTC Custom → Faculty Workload → Faculty Workload Processing → OTP Mass Assignment

Main Menu → Curriculum Management → CTC Custom → Faculty Workload → Faculty Workload Processing → FWL Pay Line Extract

Human Capital Management (HCM)

Main Menu → Payroll for North America → CTC Custom   → Paysheet Holding Update

Checking Ok to Pay from the Maintain Faculty Workload Page

  1. If an online contract has not yet been approved, the Ok to Pay check box will not be open for editing and cannot be checked.  This prevents pay from being sent over to payroll without an approved contract.  
    • The contract does not need to be accepted by the instructor before payroll can be sent.
  2. Once the online contract is approved, the Ok to Pay check box will be open for editing for those with the FWL_HRAdmin role and can be manually checked on the Pay Line.  
HCM Data Contract Info
HCM Data Contract Info
  1. While marking Ok to Pay can be done manually it is not efficient; therefore it is recommended that colleges run the FWL OPT Mass Assignment to check Ok to Pay for all Pay Line rows with a specific Pay Date.

Note: For information on how to manage negative Pay Lines refer to the Quick Reference Guide - Managing Negative Pay Lines.

Run the OTP (Ok to Pay) Mass Assignment Process

  1. Navigate to the FWL OTP Mass Assignment process page.
  2. At the Run Control ID search page, click search to use an existing ID.
  3. Or click Add a New Value tab and enter a new Run Control ID (e.g. FWL_OTP_2165_081016) and click Add.
  4. On the OTP Mass Assignment Parameters page, enter the following:
    • Academic Institution: Enter the institution or use the Look Up.
    • Term: Enter term value or use Look Up (e.g. 2165)
    • Paydate: Use the Look Up and select a pay date from the specific term to mark 'Ok to Pay.'
  5. Click Save.
  6. Click Run.
  7. At the Process Scheduler Request page, click the OK button.
  8. Schedule the process again for the next Term/Pay Date combination.
FWL OTP Mass Assignment Parameters
  1. When all Term/Pay Date combinations have been scheduled, back on the Run Control Parameter page, click the Process Monitor link.
  2. In the Process Monitor, when the Run Status = Success and the Distribution Status = Posted, click the Details link.
  3. On the Process Detail page, click the View Log/Trace link.
  4. On the View Log/Trace page, click the OTP Mass Assignment log file to see the total number of rows updated for each process run.
Process Interface Log

Note: This process will need to be scheduled multiple times to mark pay dates 'Ok to Pay' over several Terms and several Pay Dates.  By saving the Run Control ID using a naming convention that marks the Term and Pay Date, it makes it easier to re-use the parameters each pay period and only create a new Run Control ID for each new Term/Pay Date combination.

Run the FWL Pay Line Extract Process

  1. Navigate to the FWL Pay Line Extract process page.
  2. At the Run Control ID search page, click search to use an existing ID.
  3. Or click Add a New Value tab and enter a new Run Control ID (e.g. FWL_PAYLINE_F17) and click Add.
Faculty Workload Payline Find or Add a Value

Note: The payroll process is not term specific, therefore the process to extract pay from FWL does not use the Term.  The Pay Date will always be the next upcoming payroll date for that selected Pay Group.

  1. On the Run Control Parameter page enter the following:
    • Company: Enter the Company Code or use the Look Up.
    • Pay Group: Enter the Pay Group or use the Look Up.  This process must be run, twice, once for EACH Pay Group (Full Time 'Fnn' and Part Time 'Pnn").
    • Pay Date: Use the Look Up to find the next payment date.
      • The Pay Date parameter allows the system to sweep through all Pay Lines marked Ok to Pay  based on the individual class start and end date payment not yet sent to payroll with the selected Pay Date or earlier.  The system also will pick up ANY negative Pay Lines marked Ok to Pay and not yet sent to payroll, regardless of Pay Date.
    • Off Cycle: Leave the Off-Cycle check box unchecked.  Leaving this box unchecked will stop the off-cycle pay calendar entries from appearing in the Look Up Pay Date window.
Run Control Parameters
  1. Click Save to store the parameters against the Run Control ID.
  2. Click Run to launch the process.
  3. Click OK at the Process Scheduler Request page.
  4. Back on the Run Control Parameter page, click the Process Monitor link.
Faculty Workload Pay Line
  1. In the Process Monitor, when the Run Status = Success and the Distribution Status = Posted, click the Details link.
  2. On the Process Detail page, click the View Log/Trace link.
  3. On the View Log/Trace page, click the HCM Pay Line Extract log file.
Process List tab
  1. The log file will report the total number of rows from the FWL Pay Line that were picked up and sent to payroll.
  2. The log file will also report the total number of rows added to the Pay Sheet Upload (PSHUP) staging table.
Process Interface Log

Note: The two counts on the log file will rarely match each other.  This is because entries on the Pay Line will be summarized into a single row in the Pay Sheet Upload staging table if the Pay Period Begin\End Date and Earn Code are the same for an Empl ID and Empl Rcd Nbr.  

In the page sampel below the 2 Pay Line rows (noted in the log file), resulted in 1 PSHUP table entry.

  1. Once a Pay Line has been extracted to post to the Pay Sheet Upload (PSHUP) staging table that Pay Line row will be marked in the Pay Sent check box.

Note: the payline will be sent each row based onn the start and end date of a class.

CS to HCM Pay Line