9.2 Processing an EX Pay Cycle

Purpose: Use this document as a reference for running a pay cycle using the Pay Cycle Manager in ctcLink.

Audience: Accounts Payable staff.

You must have at least one of these local college managed security roles:

  • ZZ Payment Creation

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

There are several payment creation methods available in ctcLink.  This guide describes running the EX pay cycle adhoc using Pay Cycle Manager.

Process Payments via Pay Cycle Manager

Navigation:  NavBar > Navigator > Accounts Payable > Payments > Pay Cycle Processing > Pay Cycle Manager

  1. The Pay Cycle Manager search page displays.
  2. Select the EXxxxD (where xxx is the institution code) Pay Cycle provided by SBCTC.
  3. Select the Search button.
Pay Cycle Manager search page
  1. The Pay Cycle Manager page displays.
  2. Select Selection Criteria to enter the Payment Selection Criteria component.
Pay Cycle Manager page
  1. The Dates page displays.  In the Pay Cycle Selection Dates section, either:
    1. Update all of the dates manually OR
    2. Select increment values and select the Increment button to update all dates simultaneously.
  2. Select Save.
  3. Select Pay Cycle Manager.
Dates page
  1. The Pay Cycle Manager page displays.
  2. Select Refresh and verify the Pay Cycle dates.
Pay Cycle Manager page
  1. The Details section displays different process steps that can be run. Initially the Payment Selection process can be run separately, or in combination with Payment Creation. On the Payment Selection row, select a Server, then select Process.
Pay Cycle Manager page
  1. In the Pay Cycle Status section, select Refresh until the Status changes from 'Running' to 'Selected'.
  2. Select Summary to view the number of payments selected and their total amount.
Pay Cycle Manager page
  1. The Pay Cycle Summary page displays.  Review it.
  2. Select Pay Cycle Details.
Pay Cycle Summary page
  1. The Pay Cycle Details page displays.
  2. Select Search to review vouchers selected for payment.
  3. Select Pay Cycle Manager.
Pay Cycle Details page
  1. The Pay Cycle Manager page displays.
  2. Next, run the Payment Creation process. In the Details section on the Payment Creation row, select a Server then select Process.
Pay Cycle Manager page
  1. In the Pay Cycle Status section select Refresh until the Status changes to 'Approved'.
Pay Cycle Manager page
  1. After payments have been selected and created, available output processes are displayed one at a time in the Pay Cycle Results grid. 
    1. There are several available output processes, resulting in varying process buttons. The first available will be the Print Checks process. Make sure there is a selected Server and that the Output Type is Web.
    2. Select Process.
    3. Select Refresh until the Status is 'Confirmed'.
Pay Cycle Manager page
  1. A second process, Format Positive Payment is now available. Make sure a Server is selected then select Process.
Pay Cycle Manager page
  1. In the Pay Cycle Status section select Refresh until the Status changes to 'Formatted'.
  2. A third process, Produce Positive Payment File, is now available.  Output Destination should be filled in as /fs/psrepo/fsxxx/Interface/Out/FS/I-056_PositivePay/WA000/USBank/Data/. The information highlighted in “red” will be specific to your institution.Additionally, the xxx is to be replaced with your institution's environment (i.e., prd). Everything else will be the same. In some instances, the file path has already been filled in from your User Preference setting. Make sure a Server is selected then select Process.
Pay Cycle Manager page
  1. In the Pay Cycle Status section select Refresh until the Status changes to 'Completed'.
Pay Cycle Manager page
  1. Please refer to QRG: 9.2 Cancelling a Payment for additional guidance where applicable.
  2. Process complete.

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