ctcLink Reference Center9.2 Human Capital Management9.2 HCM - Absence Management Manage Off-Cycle Processing9.2 Clearing Balances on Terminated Employees Using Advance Off Cycle & Balance Adjustment

9.2 Clearing Balances on Terminated Employees Using Advance Off Cycle & Balance Adjustment

Purpose:  Use this document to clear balances for terminated employees by using the Advance Off Cycle and Balance Adjustment in ctcLink.

Audience:  Payroll/Absence Management Staff.

Clearing Balances on Terminated Employees Using Advance Off Cycle & Balance Adjustment

Navigation:  NavBar > Navigator > Workforce Administration > Job Information > Job Data

  1. The Job Data search page displays.
  2. Enter a valid Empl ID for the terminated employee.
  3. Select the Search button.
job data search page
  1. The Job Data page displays.
  2. From the Work Location tab, create a termination line by adding a row (this can be Current or Future dated).
Work Location tab
  1. The process to add the termination is now complete.
  2. Open a new window to navigate to the next section.

Navigation:  NavBar > Navigator > Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > Review Absence Balances

Refer to the employee's current balance for validation purposes. These balances are the balances at the time of termination.  They will not include the subtractions for the current Take or additions from the current month Entitlement.

(Optional) Cancel any current absence process for your college.  Run the current month Entitlement (Identify, Calculate and Suspend Active).  The purpose of this will just be to look at what the employee will and would accrue at the time the entitlement is run.  If the admin does not finalize, this will not save against the employee balances.

  1. The Review Absence Balances search page displays.
  2. Enter the Empl ID.
  3. Enter the Empl Record if needed.
  4. Select the Search button.
  5. The Review Absence Balances page displays.
  6. From the Current Balance tab, review Accumulator Balances.
current balance tab
  1. The process to review absence balance calendar is now complete.
  2. Open a new window to navigate to the next section.

Navigation:  NavBar > Navigator > Global Payroll & Absence Mgmt > Absence and Payroll Processing > Review Absence/Payroll Info > Results by Calendar Group

  1. The Results by Calendar Group search page displays.
  2. Enter the Empl ID.
  3. Enter the Empl Record if needed.
  4. Select the Search button.
  5. The Search Results display.
  6. Select the applicable Calendar Group ID.
Results by calendar group search results
  1. The Results by Calendar Group page displays.
  2. Select the Accumulators tab to review.
  3. Repeat for all applicable Calendar Group IDs.
results by calendar group
more calendar groups
  1. The process to review the results by calendar group is now complete.
  2. Open a new window to navigate to the next section.

Navigation:  NavBar > Navigator> Global Payroll & Absence Mgmt > Absence and Payroll Processing > Off Cycle > Off Cycle On Demand

Create an Off Cycle run to process one or more terminated employees:

To run it for multiple people, they must be in the same Absence Pay Group.

  • The Target Period ID will be that current month’s Entitlement run.
  • Name it something descriptive.
  1. The Off Cycle On Demand search page displays.
  2. Select the Add a New Value tab.
  3. Enter the Pay Group.
  4. Enter the Target Period ID.
  5. Enter the name of the Off Cycle Group (remember to make it descriptive).
  6. Select the Add button.
off cycle on demand add a new value
  1. The Off Cycle On Demand page displays.
  2. Select the Create Request button.
off cycle on demand page
  1. The Enter Off-Cycle Requests pagelet displays.
  2. Use the Advances drop-down menu and add the employee(s) who are being terminated.
  3. For every Empl ID, select Advance Details.
Enter Off-Cycle Requests pagelet
  1. The Enter Off-Cycle Advance pagelet displays.
  2. Enter the Calendar Group ID.
  3. Select Calculate From Date and Calculate Thru Date to populate the dates that apply to the Entitlement.
  4. Select the OK button.
Enter Off-Cycle Advance
  1. The Enter Off-Cycle Requests page displays.
  2. To enter additional Advances, select the [+] Add a New row icon and repeat the process.
  3. Select Apply and OK when all Empl IDs have been interacted with.
enter off-cycle requests add a new row
  1. The Off Cycle On Demand page displays.
  2. Select Create Calendar Group.
create calendar group button
  1. The Define Calendar Group pagelet displays.
  2. This will not typically need changes.
  3. Select Apply and OK.
define calendar group pagelet
  1. The Off Cycle on Demand page displays.
  2. Select the Calculate button.
off cycle on demand calculate button
  1. The Payee Status page displays.
  2. Select the OK button to return to the Off Cycle On Demand page.
  3. Notice Processing Status = Calculation Successful.
  4. Select the Finalize button.
Finalize button
  1. A confirmation message displays.
  2. Select the OK button.
confirmation message after finalize button
  1. Optional:  Confirm the employee balances by looking at the Review Balances screen. This will be updated with the new entitlements.
  2. The Off Cycle On Demand process is now complete.
  3. Open a new window to navigate to the next section.

Navigation:  NavBar > Navigator > Global Payroll & Absence Mgmt > Payee Data > Adjust Balances > Absences

  1. The Absences search page displays.
  2. Enter the Search Criteria.
  3. Select the Search button.
absences search page
  1. The Search Results display.
  2. Find the last finalized absence process for the employee (it must have been within the past 90 days).
  3. View the current balances in the Review Absence Balances process from earlier section to create negative entries against the finalized absence calendar.
  4. After identifying which balances need to have negative balances created, lookup the Element Name and select applicable name.
  5. The Description name will populate once the Element Name is identified.
  6. Enter the negative amount in the Balance Adjustment field.
  7. Enter the Begin Date.
  8. Enter the End Date. - End Date should be the Employee last working day.
  9. Repeat process if needed by selecting the [+] Add a New Row icon.
  10. Select the Save button.
absences negative amount entry
  1. The process to zero out the balances is now complete.
  2. Refer to previously opened windows to complete next section.
  1. Run the off cycle process for the finalized Absence Calendar.  
  2. View the balance in the Review Balances.
  3. The terminated employee now has 0 balances, a correcting entry to reference if they return, and will not get more balance given to them in the next entitlement run.
  4. On the Job Data page, select the Payroll tab.
  5. Place the employee in Absence System of Other (remove them from Absence Management)
job data payroll tab
  1. The processes to clear balances on termination employees using advance off cycle and balance adjustment is now complete.
  2. End of procedure.

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