Processing an EX Pay Cycle

Purpose: Use this document as a reference for running an Expenses 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 using Pay Cycle Manager.

Process Expenses Payments via Pay Cycle Manager

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

  1. The Pay Cycle Manager search page displays. Enter or lookup the EXxxxD (where xxx is the institution code) Pay Cycle provided by SBCTC.
  2. Select the Search button.
Find an existing value
  1. The Pay Cycle Manager page displays. Select the Selection Criteria link to enter the Payment Selection Criteria component.
Pay cycle manager select the selection criteria link
  1. The Dates page displays. In the Pay Cycle Selection Dates section, either:
    • Update all of the dates manually OR
    • Select increment values and select the Increment button to update all dates simultaneously.
  2. Select Save.
  3. Select the Pay Cycle Manager link.

A few tips on Pay Dates:

  • Pay Through Date = the last scheduled payment date that a voucher can have to be included in the pay cycle.
  • Payment Date = the date printed on the physical checks.
Dates tab
  1. The Pay Cycle Manager page displays. Select the Refresh button and verify the Pay Cycle dates.
  2. 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.
Select the server and select process
  1. In the Pay Cycle Status section, select Refresh until the Status changes from 'Running' to 'Selected'.
  2. Select the Summary link to view the number of payments selected and their total amount.
Process select pay cycle status

NOTE:  If you want to Reset your Pay Cycle please follow the QRG Resetting a Pay Cycle through Paycycle Manager.

  1. The Pay Cycle Summary page displays and review it as needed. Select the Pay Cycle Details link.
Select the pay cycle details link
  1. The Pay Cycle Details page displays. Select the Search button to populate the results below and review vouchers selected for payment.
  2. Select Pay Cycle Manager.
Select the pay cycle manager link
  1. The Pay Cycle Manager page displays. Next, run the Payment Creation process.
  2. In the Details section on the Payment Creation row, select a Server then select the Process button.
  3. In the Pay Cycle Status section select the Refresh button until the Status changes from 'Running' to 'Approved'.
Select Process to run the pay cycle
  1. After the Expense Payments have been selected and created, available output processes are displayed one at a time in the Pay Cycle Results grid. 
  2. 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.
  3. In the Pay Cycle Results section select the Process button.
  4. Select the Refresh button until the Status changes from 'Approved' to 'Confirmed'.
Print Checks process
  1. A second process, Format Positive Payment is now available. Make sure a Server is selected then select the Process button.
Format Positive Payment
  1. In the Pay Cycle Status section select Refresh until the Status changes from 'Running' to 'Formatted'.
Running the format postive payment
  1. 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 “PURPLE” 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 the Process button.
Produce positive payment file
  1. In the Pay Cycle Status section select the Refresh button until the Status changes from 'Running' to 'Completed'.
Produce positive payment file process

NOTE: Please refer to QRG: Cancelling a Payment for additional guidance where applicable.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Processing an EX Pay Cycle. This link will open in a new tab/window.

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