Run 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: Benefits > CTC Custom > CTC Interfaces > Inbound HCA Billing

  1. The Inbound HCA Billing run control ID page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and click the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and click the Add button.
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Institution, Process).
  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. Please refer to the Process Scheduler Request steps for further instructions.
Inbound HCA Billing run control page
  1. 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.
  2. After the file is loaded, the file moves to an archive folder on the server.  
  3. 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).
  4. All the information loaded may be seen immediately in the screen HCA Benefits Data (see the 9.2 QRG: Viewing HCA Benefits Data).

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.