Understanding the FWL Pay Line
Purpose: Use this document as a reference for understanding how the CS to HCM Pay Line is generated, changes on recalculation, is updated for Earn Code and Account Code changes, handles reductions in pay, allows pay to be sent to payroll and reflects payments already sent.
Audience: Class Scheduling Staff, HR\Payroll Staff
Navigation: Main Menu → Curriculum Management → CTC Custom → Faculty Workload → Faculty Workload Transaction → Maintain Faculty Workload
The FWL Pay Line (CS to HCM Pay Line) section of the HCM Data Info page is part of the Maintain Faculty Workload component, which is the heart of the Faculty Workload process in that it serves as a "workspace" to store pertinent data. The Pay Line exists in the same component as the FWL Grid and Calculation Results and is half-way through the FWL process.
The FWL Pay Line is refreshed each time a calculation is performed IF the Total Pay value on a contract is greater than zero ($0), or if a contract does not generate pay, but is retracting pay that has already been sent to payroll, then negative Pay Lines will appear, even though the Total Pay is $0.
Upon initial calculation the Pay Line will appear in 'draft' form, meaning no payments can be picked up and sent to payroll. If the calculation process is run for a Full-Time Faculty and their class assignments are all attributed to 'regular load' the Pay Line will not display any values. No contract would be generated, since no Pay Line record exists.
If the calculation process is run for a Full-Time Faculty and some class assignments are attributed to 'regular load' and others are attributed to 'Moonlight' pay, then a Pay Line will display only for those classes being paid via FWL for their moonlight assignment. No contract would be generated for their regular load, but a Moonlight contract would generate for that portion of the pay. Upon initial calculation or even subsequent recalculation the Pay Line will exist in 'draft' form until such time as the contract has been generated and approved.
Note: Need more information on generating online contracts (appointment letters)? Refer to the Quick Reference Guide - FWL Contract Generation (Batch)
Depending on how the Job Data record is established, there may be multiple Earnings Codes tied to the Full-Time Faculty job on the CTC Earnings Distribution page in HCM. It is highly possible that the system will pick the first record on that page and that may not be the desired 'MLC' Earnings Code and Combo Code, if so these values must be updated.
If the Earnings Code or Combo Code require changing on the Pay Line, this needs to be completed prior to generating the online Contract (appointment letter) or the contract will not have the appropriate Earnings Code displayed. Use the Earnings Code lookup to find the Earnings Code available and select the correct coding to ensure the pay is coming out of the right budget. Make sure to updated EACH line on the Pay Line and click Save.
Warning: Keep in mind that at this time (enhancement pending) the lookup displays all Earnings Code for all employee record numbers tied to the instructor, not just those associated with the Empl Rcd# displayed on the Pay Line. The same is true for the Account Code (Combo Code) field, so caution is advised when updating these values on the Pay Line to ensure that the right codes for that job are selected. Use the View Job Data link to view the CTC Earnings Distribution page if needed to confirm.
Note: For information on how to run the FWL Calculation Process to load or update the FWL Pay Line, refer to the Quick Reference Guide - FWL Calculation Process (Batch).