9.2 Run the OTP (OK to Pay) Mass Assignment Process

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:

  • 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 check the OK to Pay check box for all instructors at once, for all terms where pay amounts have not yet been sent, the FWL Processor would run the OTP Mass Assignment Process.

Navigation:  NavBar > Navigator > Curriculum Management > CTC Custom > Faculty Workload > Faculty Workload Processing > OTP Mass Assignment

  1. The FWL OTP Mass Assignment run control search page displays.
  2. Enter an existing Run Control ID.
  3. Select the Search button.
enter search criteria for existing run control id
  1. Or select Add a New Value tab and enter a new Run Control ID (e.g. FWL_OTP).
  2. Select Add.
add a new value run control id
  1. The FWL OTP Mass Assignment page displays.
  2. Enter the following:
    • Company: Enter the HCM Company code or use the Look Up (e.g. 140).
    • Pay Group: Enter the Pay Group ID or use Look Up (e.g. P14 or F14).
    • Paydate: Use the Look Up and select the next available pay date (only one will appear).
  3. Select the Save button.
OTP mass assignment parameters
  1. The FWL OTP Mass Assignment page displays.
  2. Select the Run button.
select the run button
  1. The Process Scheduler Request page displays.
  2. Select the OK button.
process scheduler request page
  1. The FWL OTP Mass Assignment page displays.
  2. Make note of the Process Instance number and select the Process Monitor link.
select the process monitor link
  1. The Process Monitor page displays.
  2. When the Run Status = Success and the Distribution Status = Posted, select the Details link.
Process monitor page
  1. The Process Detail page displays.
  2. Select the View Log/Trace link.
Process Detail page
  1. The View Log/Trace page displays.
  2. Select the OTP Mass Assignment log file to see the total number of rows updated for each process run and the .csv file for a list of all pay lines checked as 'OK to Pay.'
View Log/Trace page

Note: To check OK to Pay for a single instructor with an approved contract, manually check the OK to Pay check box on the Maintain Faculty Workload page.  Only HR/Payroll staff, with the appropriate security role, can mark OK to Pay.

  1. Navigate to the Maintain Faculty Workload page to un-check any OK to Pay check boxes that were checked through the batch process, but are not desired to be sent to HCM.
  2. The process to run the OTP Mass Assignment is now complete.
  3. End of procedure.


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