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
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.
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:
- Rejecting a Pay Cycle through Pay Cycle Approvals
- 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.
Navigation: Accounts Payable > Payments > Pay Cycle Processing > Pay Cycle Manager
- The Pay Cycle Manager search page displays. Enter or lookup Pay Cycle.
- Select the Search button.
- The Pay Cycle Manager page displays. 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.
- 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.
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: Accounts Payable > Payments > Pay Cycle Approvals > Pay Cycle
- The Pay Cycle Approval page displays. Use the Pay Cycle/Payments/Drafts drop-down menu to select the Pay Cycle to be rejected.
- After the appropriate Pay Cycle appears, select the Reject button.
- Select Save.
- After the Pay Cycle has a status of 'Rejected' and the Reject button grayed-out, navigate back to the Pay Cycle Manager (Navigation: Accounts Payable > Payments > Pay Cycle Processing > Pay Cycle Manager) for that Pay Cycle to see the status has now been set to 'Rejected'. Or just select the Pay Cycle Manager link.
- The Pay Cycle Manager page displays. Note the Status = 'Rejected' and the Pay Cycle 'Reset' option has now been enabled or Reset button is active.
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: Accounts Payable > Payments > Pay Cycle Processing > Pay Cycle Manager
- The Pay Cycle Manager page displays. To reset a Pay Cycle, select a server then select the Reset button.
- A window displays a message to confirm you want to reset a Pay Cycle and confirm all the scheduled payments selected and/or created for payment in the Pay Cycle will be unselected. Select the OK button to confirm.
- Select the Refresh button to update the status. 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.
- The Pay Cycle is now back to step one of the process and the Payment Selection process is available to be re-run.
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.
View Tutorial via Panopto
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