Manually Set OK to Pay for Instructor in FWL Maintenance

Purpose: Use this document as a reference for how to check the OK to Pay check box on the CS to HCM Pay Line in the Maintain Faculty Workload Page for an individual instructor, for a specific term and pay period in ctcLink.

Audience: HR/Payroll Staff.

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

  • ZD FWL View Cnt Calc
  • ZZ FWL Contract Approve
  • ZZ FWL Contract Calc
  • ZZ FWL Contract Gen
  • ZZ FWL Contract Submit
  • ZZ FWL Pay Processing

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

The OK to Pay (OTP) check box provides Faculty Workload (FWL) processors the ability to designate that a pay amount is "ready" to be picked up and sent to payroll.  CS to HCM Pay Line data is in draft form until a contract is generated and approved, therefore the OK to Pay check box will not be active until the contract is generated and approved by all necessary approvers.

The HCM Pay Line Extract process, which sends pay amounts to payroll, will only pick up pay line rows where the OK to Pay check box is check and the Pay Date is on or before the current payroll date, as displayed in the available scheduling parameters for the HCM Pay Line Extract process.

To manually check the OK to Pay check box, the FWL Processor would navigate to the Maintain Faculty Workload page for an individual instructor, for a specific term.

Manually Set OK to Pay for an Instructor in FWL Maintenance

Navigation:  Menu > Curriculum Management >  CTC Custom > Faculty Workload > Faculty Workload Transactions > Maintain Faculty Workload

  1. The Maintain Faculty Workload search page displays.
  2. Search for existing instructors:
    • Empl ID: Enter the ID or use the Look Up.
    • Academic Institution: Enter or use the Look Up.
    • Term: Enter the term or use the Look Up.
    • Last Name: Enter 1 or more characters to search by last name.
    • First Name: Enter 1 or more characters to search by first name.
  3. Select the Search button to view a list of all instructors and/or terms that meet the entered search criteria.  
  4. The Maintain Faculty Workload page displays.
  5. The CS to HCM Pay Line can contain pay amounts for many classes, associated with many different contracts. The HCM Data Contract Info is blank until a contract is generated.  To verify that the contract is generated for the specific pay amount destined to be sent to payroll, look on the Calculation Results tab for the Contract by Department code (circled in blue below) associated with the Class Number listed on the Pay Line. Look for that contract (associated by the Contract by Department code) in the HCM Contract Data Info section.
  6. On the HCM Data Page tab, in the HCM Data Contract Info section, contracts that have been generated will be displayed and contain a check box in the Generated field, but NO check in the Rescinded or Rejected check box.
  7. Contract must be Approved, as designated by a check in the Contract Approved check box (circled in green below) to activate the OK to Pay check box on the Pay Line.
HCM Data contracto info section
  1. From the CS to HCM Pay Line section, select the Check Box in the OK to Pay column to set the pay amount as 'ready' to be sent to payroll.
  2. Select the Save button.

Note: To check OK to Pay for all instructors with approved contracts at once run the OTP Mass Approval process (batch).  Only HR/Payroll staff, with the appropriate security role, can mark OK to Pay.

Process Complete

Video Tutorial

The video below demonstrates the process actions described in 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 link to Manually Set OK to Pay for Instructor in FWL Maintenance. This link will open in a new tab/window.


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