9.2 Running Inbound HCA Billing

Purpose:  Use this document as a reference for using the custom process Inbound HCA Billing in ctcLink.

Audience:  Benefits Administrators, ERP.

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

  • <there are no college-assignable roles>

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

NOTE:  Only ERP or SBCTC Benefits/Payroll specialists will run this process as it is a global load that applies to all colleges.

Inbound HCA Billing

Navigation:  NavBar > Navigator > Benefits > CTC Custom > CTC Interfaces > Inbound HCA Billing

  1. The Inbound HCA Billing run control ID page displays.
  2. Create a Run Control ID if you are running this for the first time.
  3. Select the Add button.
add a new run control ID
  1. The Inbound HCA Billing page displays.
  2. Enter a Coverage Year and Coverage Month manually.
    • HCA delivers two files a month to PeopleSoft, one around the 15th and one around the 26th (give or take a few days).
    • The file on the 15th is the final billing for the current month, the file on the 26th is the preliminary billing for the next month.
    • If the person running it is dealing with the file delivered around the 15th they must use the current year/month (i.e. a 7/15/2017 file would be given a Coverage Year of 2017 and a Coverage Month of 07).
    • If the person running it is dealing with the file delivered around the 26th they must use the next month and current year (i.e. a 7/26/2017 file would be give a Coverage Year of 2017 and a Coverage Month of 08).
  1. Select the Run button.
  2. The Process Scheduler Request page displays. Select the OK button.
  3. The Inbound HCA Billing page displays.
  4. Select the Process Monitor link.
  5. The Process Monitor page displays.
  6. Select the Refresh button until it says Success/Posted.
  7. Once the process is initiated, the file is retrieved from a holding area, written to the tables CTC_HCA_BILLING and CTC_HCA_SUMMARY.
    • The preliminary file is completely overwritten by the final file, once loaded.
  8. After the file is loaded, the file moves to an archive folder on the server.  
  9. Loads must be timed during the month so that only one file is loaded per run. (They are currently run as part of the after payroll reconciliation process at SBCTC).
  10. All the information loaded may be seen immediately in the screen HCA Benefits Data (see the 9.2 QRG: Viewing HCA Benefits Data).
Process Request Parameters section
  1. The process to run inbound HCA billing is now complete.
  2. End of procedure.


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