9.2 Prorating Contracts for Instructor Late Starts or Early Departures
Purpose: Use this document as a reference for how to adjust the start/end date(s) and pay on a contract when the instructor is hired late, or must leave a class teaching assignment earlier than planned in ctcLink.
Audience: Class Scheduling Staff, 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.
Add the instructor assignment in Schedule of Class and run the FWL Calculation Process to load the FWL Grid.
Note: Not sure how to proceed with adding the instructor assignment? Refer to these Quick Reference Guides:
After the FWL Calculation Process has been run to load the FWL Grid, navigate to the Maintain Faculty Workload page.
Prorate Contracts for Instructor Late Starts or Early Departures
Navigation: NavBar > Navigator > Curriculum Management > CTC Custom > Faculty Workload > Faculty Workload Transaction > Maintain Faculty Workload
- The Maintain Faculty Workload page displays.
- Enter the Search Criteria for the added instructor assignment.
- Select the Search button.
- The Maintain Faculty Workload page displays.
- Select the FWL Grid tab.
- Select the Correct History button to allow changes.
- Select the Third tab.
- To change the contract start date, check the Start Date Override check box to open the Start Date field for editing.
- To change the contract end date, check the End Date Override check box to open the End Date field for editing.
- Select Save.
- If the Load Factor is used in the contract formula, the contact pay can be prorated by entering the Load Factor and the checking the Override Load Factor check box.
- Prorate the Load Factor value.
- Select Save.
- Select the HCM Data Page tab.
- Select the Recalc All button.
Warning: Proration of Load Factor adjusts both pay and hours. Proration of fees only does not adjust the hours of a contract.
- If Load Factor is not used in the contract formula, adjustments can be made directly to the fees.
- Select the Fourth tab of the FWL Grid.
- Check the Fees Override check box to open the various fee fields for editing.
- Adjust the relevant fee used in the formula for pay:
- If Term Max Load Rate is the factor used for pay, determine the number of weeks in the term and prorate the rate to adjust for the start/end date of the instructor's assignment.
- If Per Credit is the factor used for pay, determine the number of weeks in the term and prorate the rate to adjust for the start/end date of the instructor's assignment.
- If the calculation configuration is designed to allow for use of a Flat Fee, zero out the other fee fields and enter the full prorated dollar value into the Flat Fee field.
- When done entering the prorated fee amount, select Save.
- Select the HCM Data Page tab.
- The HCM Data Page tab displays.
- Select the Recalc All button.
- After the contract proration is complete, verify the Calculation Results.
- Review/Update the Earn Code and Account Code on the Pay Line.
- Run the FWL Contract Generation Process to generate the online contract.
- Follow your college's contract approval process.
Note: For information on how to run the FWL Contract Generation Process to generate the online contract/appointment letters, refer to the Quick Reference Guide - FWL Contract Generation (Batch).
Alert: If an instructor has been terminated, their Job Data record in FWL will not be visible. Only 'Active' job records appear in Faculty Workload. You will need to work with HR to temporarily 're-open' the Job Data record in HCM in order to recalculate pay. Keep in mind, the job record will need to remain open until the pay has been processed.
- The process to prorate contracts is now complete.
- End of procedure.
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