Running Inbound HCA Billing

Purpose:  Use this document as a reference for using the custom process Inbound HCA Billing in ctcLink.

Audience:  Benefits Administrators, ERP

Inbound HCA Billing

Navigation:  Main Menu > Benefits > CTC Custom > CTC Interfaces > Inbound HCA Billing

Only ERP or SBCTC Benefits/Payroll specialists will run this process as it is a global load that applies to all colleges

  1. Create a Run Control ID if you are running this for the first time.
  2. Enter a Coverage Year and Coverage Month manually.
    • HCA delivers two files a month to PeopleSoft, one around the 15th and one around the 26th (give or take a few days)
    • The file on the 15th is the final billing for the current month, the file on the 26th is the preliminary billing for the next month
    • If the person running it is dealing with the file delivered around the 15th they must use the current year/month (i.e. a 7/15/2017 file would be given a Coverage Year of 2017 and a Coverage Month of 07)
    • If the person running it is dealing with the file delivered around the 26th they must use the next month and current year (i.e. a 7/26/2017 file would be give a Coverage Year of 2017 and a Coverage Month of 08)
Process Request Parameters section
  1. Click Run.
  2. Check the Process Monitor until it says Success/Posted.
  3. Once the process is initiated, the file is retrieved from a holding area, written to the tables CTC_HCA_BILLING and CTC_HCA_SUMMARY
    • The preliminary file is completely overwritten by the final file, once loaded.
  4. After the file is loaded, the file moves to an archive folder on the server.  
  5. Loads must be timed during the month so that only one file is loaded per run. (They are currently run as part of the after payroll reconciliation process at SBCTC).
  6. All the information loaded may be seen immediately in the screen HCA Benefits Data (see QRG Viewing HCA Benefits Data)