Using Maintain Flags

Purpose:  Use this document as a reference for viewing the delivered page Maintain Flags in ctcLink.

Audience:  Benefits Administrators, Payroll Administrators.

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

  • ZZ Payroll Processing

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

 The process Primary Job Flag Update (M-044) is run by Payroll administrators as part of the payroll process twice a month. It sets the Benefits Primary Flag to the job (Empl Record) being paid so Benefit deductions are taken on the correct payroll cycle.

NOTE:  While the process will move the flag indicator so that benefits will be deducted from the correct job, this flag will only be moved if the employee holds multiple jobs within the same Pay Group.  If the employee needs their Primary Job Flag moved to an EMPL Record that is associated with a different Pay Group than benefits were deducted from previously, it must be done manually through the Maintain Flags page.

Use Maintain Flags

Primary Job Flag Update

Navigation:  Payroll for North America > CTC Custom > CTC Processes > Primary Job Flag Update

  1. The Primary Job Flag Update search page displays.
  2. Enter the Run Control ID if known; otherwise, select the Add a New Value tab.
  3. Enter the new Run Control ID.
  4. Select Search or the Add button.
  5. The Primary Job Flag Update page displays.
  6. Select the Company.
  7. Select the Pay Period End Date.
  8. Select the Run button.  
  9. The Process Scheduler Request window displays.
  10. Select the OK button.
  11. The Primary Job Flag Update page displays.
  12. Make a note of the Process Instance number.
  13. Select the Process Monitor link.
  14. The Process Monitor page displays.
  15. From the Process List tab, select the Refresh button periodically until the Run Status equals "Success" and the Distribution Status equals "Posted".

The process to update the primary flag is now complete.

Maintain Flags

After the Payroll process has been run, if a change was made, it will be reflected in this view only page accessible by Benefits admins.

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

  • ZC Benefits Enrollments
  • ZD Benefits Enrollment Inquiry

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

Navigation:  Benefits > Maintain Primary Jobs > Maintain Flags

  1. The Maintain Flags search page displays.
  2. Enter the Empl ID.
  3. Select the Search button.

NOTE:  Due to the process that Payroll runs to set this flag, there is no manual entry needed in this area unless the Pay Group of the EMPL Record for benefits deductions needs to change in relation to the payroll period being processed.

  1. The Maintain Flags page displays for the selected employee.
  2. Use the arrows to navigate through changes in the record and the effective dates the changes are associated with, based on if the process needed to assign a new primary indicator to be able to pay out benefits correctly during payroll processing.
  3. A new effective date is only inserted if there is a change, otherwise the process will not insert a row.

The Maintain Flags process has been completed.

Distinction Between Job Primary Indicator and Benefits Primary Job Flag

Navigation:  Workforce Administration > Job Information > Job Data

Navigation:  Benefits > Maintain Primary Jobs > Maintain Flags

  1. Job Data has a field called Job Indicator, and this field will tell you if a particular Empl Record is the Primary Job or one of any of possible additional Secondary Jobs.  Commonly, these are referred to as “Primary Flag” and “Secondary Flag” however, the Job Indicator in Job Data has absolutely nothing to do with the Benefits Primary Job flags.
  1. In Job Data, an employee will have one Primary Job with each institution for which the employee works.  If employee has more than one job data record within a single institution, one of these needs to be set as primary while others are set up as secondary.  This is also holds true for employees working for multiple colleges.  The Benefits Primary Job flag is unique to a school as well.

 

NOTE:  This means that every employee with active jobs at multiple colleges will have a Primary Job in every institution.

EXAMPLE:  An employee works at both Spokane and Tacoma.  In Tacoma they have two jobs.  Both Tacoma and Spokane need one of their jobs marked as the Primary Job in respect to Benefits.  

End of procedure.

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