ctcLink Reference CenterFaculty Workload Faculty Workload ProcessingProrating Contracts for Instructor Late Starts or Early Departures

Prorating Contracts for Instructor Late Starts or Early Departures

Purpose: Use this document as a reference for how to adjust the start/end date(s) and pay on a contract when the instructor is hired late, or must leave a class teaching assignment earlier than planned.

Audience: Class Scheduling Staff, HR\Payroll Staff

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

  1. Add the instructor assignment in Schedule of Class and run the FWL Calculation Process to load the FWL Grid.

Note: Not sure how to proceed with step 1?  Refer to these Quick Reference Guides:

  1. After the FWL Calculation Process has been run to load the FWL Grid, navigate to the Maintain Faculty Workload page.
  2. Click on the FWL Grid tab.
  3. Click the Correct History button to allow changes.
  4. Click on the Third tab.
  5. To change the contract start date, check the Start Date Override check box to open the Start Date field for editing.
  6. To change the contract end date, check the End Date Override check box to open the End Date field for editing.
  7. Click Save.
FWL Grid tab
  1. If the Load Factor is used in the contract formula, the contact pay can be prorated by entering in the checking the Override Load Factor check box.
  2. Prorate the Load Factor value.
  3. Click Save.
FWL Grid tab
  1. Click on the HCM Data Page tab.
  2. Click the Recalc All button.

Warning: Proration of Load Factor adjusts both pay and hours.  Proration of fees only does not adjust the hours of a contract.

  1. If Load Factor is not used in the contract formula, adjustments can be made directly to the fees.
  2. Click on the Fourth tab of the FWL Grid.
  3. Check the Fees Override check box to open the various fee fields for editing.  
  4. Adjust the relevant fee used in the formula for pay:
    • If Term Max Load Rate is the factor used for pay, determine the number of weeks in the term and prorate the rate to adjust for the start/end date of the instructor's assignment.
    • If Per Credit is the factor used for pay, determine the number of weeks in the term and prorate the rate to adjust for the start/end date of the instructor's assignment.
    • If the calculation configuration is designed to allow for use of a Flat Fee, zero out the other fee fields and enter the full prorated dollar value into the Flat Fee field.
  5. When done entering the prorated fee amount, click Save.
FWL Grid tab
  1. Click on the HCM Data Page tab.
  2. Click the Recalc All button.
  3. After the contract proration is complete, verify the Calculation Results.
  4. Review/Update the Earn Code and Account Code on the Pay Line.
  5. Run the FWL Contract Generation Process to generate the online contract.
  6. Follow your college's contract approval process.

Note: For information on how to run the FWL Contract Generation Process to generate the online contract/appointment letters, refer to the Quick Reference Guide - FWL Contract Generation (Batch).

Alert: If an instructor has been terminated, their Job Data record in FWL will not be visible.  Only 'Active' job records appear in Faculty Workload.  You will need to work with HR to temporarily 're-open' the Job Data record in HCM in order to recalculate pay.  Keep in mind, the job record will need to remain open until the pay has been processed.