9.2 Rejecting and Resetting a Pay Cycle

Purpose: Use this document as a reference for how to reject and reset a Pay Cycle in ctcLink.
Audience: Finance Staff

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

  • ZZ Payment Creation

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

Note: There may be instances where the Payment Creation step of a Pay Cycle is performed unintentionally, resulting in the wrong payments being moved forward in the overall Pay Cycle process. When this occurs, two major actions can be taken to start the Pay Cycle over.  While these actions can be done independently, this particular scenario requires the two actions be performed in the following order:

  1. Rejecting a Pay Cycle through Pay Cycle Approvals
  2. Resetting a Pay Cycle through Pay Cycle Manager

To demonstrate this scenario, we are starting with a Pay Cycle where both the Payment Selection and Payment Creation processes have been run for payments we did not want to process.

Rejecting a Pay Cycle through Pay Cycle Approvals

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

  1. The Pay Cycle Manager search page displays.
  2. Enter Pay Cycle.
  3. Select Search.
Pay Cycle Manager search page
  1. The Pay Cycle Manager page displays.
  2. The Pay Cycle Status shows 'Approved' and the option to perform a Pay Cycle Reset is grayed out. The first action necessary to correct the Pay Cycle Status is Rejecting a Pay Cycle.
  3. Some colleges are set up to not have any extra approvals when a Pay Cycle is run. Because of this, Pay Cycles go directly to an 'Approved' status after the Payment Creation step is completed.
Pay Cycle Manager page

Rejecting an Approved Pay Cycle

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

  • ZZ Payment Creation

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

Navigation:  NavBar > Navigator > Accounts Payable > Payments > Pay Cycle Approvals > Pay Cycle

  1. The Pay Cycle Approval page displays.
  2. Use the Pay Cycle/Payments/Drafts drop-down menu to select the Pay Cycle to be rejected.
  3. After the appropriate Pay Cycle appears, select Reject.
  4. Select Save.
Pay Cycle Approval page
  1. After the Pay Cycle has been rejected, navigate back to the Pay Cycle Manager (Navigation:  NavBar > Navigator > Accounts Payable > Payments > Pay Cycle Processing > Pay Cycle Manager) for that Pay Cycle to see the status has now been set to 'Rejected'.
  2. The Pay Cycle Reset option has now been enabled.
Pay Cycle Manager page

Resetting a Pay Cycle through Pay Cycle Manager

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

  • ZZ Payment Creation

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

Navigation:  NavBar > Navigator > Accounts Payable > Payments > Pay Cycle Approvals > Pay Cycle

  1. The Pay Cycle Manager page displays.
  2. To reset a Pay Cycle, select a server then select Reset.
Pay Cycle Manager page
  1. After the Reset has been initiated, select OK when the pop up Reset Pay Cycle XPC001 message appears.
reset pay cycle message
  1. After the Reset has finished running, the Pay Cycle Status shows as 'Reset'. Any payments previously selected or created for processing are removed from the selection.
Pay Cycle Manager page
  1. The Pay Cycle is now back to step one of the process and the Payment Selection process is available to be re-run.  
  2. Process complete.

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