Links to QRGs for Payroll Processing

Purpose: Use this document as a reference for how to run an end to end payroll process in ctcLink.

Audience: Payroll Administrators.

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

  • <please see navigation path roles in the corresponding Quick Reference Guides listed below>

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

PLEASE NOTE:  QRG links below may be "repeatable" steps due to the payroll process sequencing.  

Steps

Initial Setup Required Prior to Running a Payroll - Steps 1 & 2

Processing Absence and Time & Labor - Steps 3 - 14

Processing Payroll - Steps 15-53

Confirm Payroll - Steps 54 - 57

Post-Confirm Processing - Steps 58 - 67

Initial Setup Required Prior to Running a Payroll
Step Process Description Navigation Quick Reference Guide
1 Review Pay Calendar Review the Pay Calendar for the Pay Groups you are expecting to pay to verify no processing occurred for the respective Payroll – all flags should be “N” and Pay Run ID should be (blank). NavBar > Navigator > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars
 Reviewing Pay Calendars
2 Link Pay Run ID to Payroll Calendar To process payrolls, the pay calendar entry being processed must be assigned a Pay Run ID.  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars Linking a Pay Run ID to a Payroll Calendar
Processing Absence and Time & Labor
Step Process Description Navigation                     Quick 
Reference 
Guide
3 Time and Absence is reported via Self Service Employees will report time via self service functions. N/A
4 Identify and calculate absences (GP_PAYE) Enter processing instructions to Identify and Calculate an absence Take or an Entitlement and process the respective Calendar Group. NavBar > Navigator > Global & Absence Mgmt > Absence and Payroll Processing > Calculate Absence and Payroll This is performed by SBCTC Central Payroll.  Communication via Email will take place.
5 Check for Absence Calculation Errors View a list of employees that were processed during the last iterative calculation by the batch run. NavBar > Navigator > Global & Absence Mgmt > Absence and Payroll Processing > Review Absences and Payroll Info > Payee Iterative List This is performed by SBCTC Central Payroll. Communication via email will take place.
6 Review Unprocessed Absence Request (Unprocessed Absence?  Rerun Step 4 & 5) Run a query to identify Unprocessed Absence requests for the current period NavBar > Navigator > Reporting Tools > Query > Query Viewer Query to run:
QHC_AM_LEAVE_REQ_NOT_PROCESSED
SBCTC Central Payroll will rerun calculations as needed
7 Finalize Absence Calculations (GP_PAYE) Run the Finalize phase to close the absence cycle for the entire Calendar Group ID. Once you finalize the run, no more calculations are possible NavBar > Navigator > Global & Absence Mgmt > Absence and Payroll Processing > Calculate Absence and Payroll This is performed by SBCTC Central Payroll.  Communication via email will take place. 
8 Check for Inactive Time Reporter Status Identify Employees inactive in Time and Labor that Absence request is processed.  NavBar > Navigator > Reporting Tools > Query > Query Viewer Query to run:
QHC_AM_INAC_TL_FUT
9 Activate the Time Reporter (All absences are for active time reporters? Proceed to Step 10) Change the Status to active in Maintain Time Reporter Data Page.  Once this payroll is confirmed, investigate the case and inactivate the time reporter if applicable.  NavBar > Navigator > Time and Labor > Enroll Time Reporters > Maintain Time Reporter Data Maintaining Time Reporter Data
10 Load Absence Data to T&L Payable Time (GP_ABS_NARUN) Run the process that exports Absence Management data to Time and Labor Payable Time. NavBar > Navigator > Global & Absence Mgmt > Absence and Payroll Processing > Absence Conversion Processing > To Payroll for North America Running the Load Absence to Payable Time Process
11 Running the Time and Labor Administration Process (TL_TIMEADMIN) Run the batch process to produce Payable Time for an employee or for a group of time reporters.  Payable time will be created for the employee, except for the days with high severity exceptions.  NavBar > Navigator > Time and Labor > Process Time > Request Time Administration Running the Time and Labor Administration Process


Processing Payroll
Step
 Process
 Description
 Navigation                    
 Quick 
Reference 
Guide
12
 Manage Exceptions (No exceptions? Proceed to step 13) Review, allow or clean up exceptions.  Up to 100 exceptions display per page. NavBar > Navigator > Time and Labor > View Time > Exceptions Managing Exceptions
13
 Re-Running the Time and Labor Administration Process (TL_TIMEADMIN) After making corrections to employee's reported time and submitting their Timesheet, run the batch process to (re)generate the respective Payable Time.  NavBar > Navigator > Time and Labor > Process Time > Request Time Administration Running the Time Administration Process
14
 Approve Payable Time (TL_APPRV_AWE) Only run when time is payable status of Needs Approval (NA) Approve Payable Time for one or more time reporters based on Date Range and Employee Selection Criteria. NavBar > Navigator > Manager Self Service > Time Management > Approve Time and Exceptions > Payable Time  Running the TL Approval Batch Process
15
 Run Pre-Sheet Audit Report (PAY034) Provides a detailed error listing of set up data (employee, benefit, deductions) that can cause errors in the Create Paysheet process (PSPPYBLD).  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Presheet Audit Report Running the Presheet Audit Report
16
 Create Paysheets (PSPPYBLD) Specify a Pay Run ID and run the process to create paysheets for an on-cycle pay run. NavBar > Navigator > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Create Paysheets
 Creating Paysheet Run Pre
17
 Review Pay Calendar Use the pay calendar to validate paysheets have been created for all the PayGroups you are expecting to pay (paysheet flag should be "Y) NavBar > Navigator > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars Reviewing Pay Calendars
18
 Load Time and Labor Data to Paysheets (PSPLDTL1) Select processing options then run the Load Time and Labor process to load payable time from Time and Labor into Payroll for North America paysheets for processing. NavBar > Navigator > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Load Time and Labor Loading Time and Labor Data
19
 Review Error Log Produced by Time and Labor Process View one data row for each employee that has error messages for the selected pay run ID and last payroll request number.  Select a details link to view all messages for the selected employee.  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Create and Load Spreadsheets > Review Time and Labor Load Reviewing Error Logs Produced by Time and Labor Load Process
20
 Running the PSHUP Load (PYLOAD) Load data from "Other Sources" into paysheets.  Review Log file for any errors.  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Load Paysheet Transactions Loading the PSHUP File into Paysheets
Optional:
 Pay Unsheet Process (PAYUNSHT)
 Unsheet the payroll as an emergency measure only. Data loaded from T&L and Other sources will need to be reloaded after the paysheets are re-built afterward. All manual entries made directly in the payline will be lost.
 NavBar > Navigator > Payroll for North America > Payroll Processing USA > Update Paysheets > Pay Unsheet
 Running the Pay Unsheet Process
21
 Run the Precalculation Audit Report (PAY035) Provides a detailed listing (by company, pay group, and pay end date) of information that might cause problems during the Pay Calculation process.  (This job could be run after the Load Time and Labor Data, and after the Running the PSHUP, f you want to do additional validation along the way).  
If errors are found, correct them and re-run this report again BEFORE running the preliminary pay calculation process		 NavBar > Navigator > Payroll for North America > Payroll Processing USA > Produce Payroll > Precalculation Audit Report Running the Precalculation Audit Report
22
 Update the Primary Job Flag/Paygroup (CTC_PJOB_AE) Custom process to reset the Primary Job Flag and Paygroup to a job record/paygroup that is being paid. NavBar > Navigator > Payroll for North America > CTC Custom > CTC Processes > Primary Job Flag Update
23
 Run Preliminary Pay Calculation Process (PSPPYRUN) Provides a prelinimary view of the payroll and any error that may still be present. NavBar > Navigator > Payroll for North America > Payroll Processing USA > Produce Payroll > Calculating Payroll Running the Pay Calculation Process
24
 OPTIONAL:
Pay Unsheet Process
(PAYUNSHT)		 Unsheeting is RARELY DONE!!
Unsheeting is only necessary if there are errors or job data changes that impact large population and cannot be manually corrected on the payline. If you unsheet, repeat steps 15-23.
Unsheet the payroll as an emergency measure only.  Data loaded from T & L and Other Sources will need to be reloaded after the paysheets are re-built afterward. All manual entries made directly in the payline will be lost.		 NavBar > Navigator > Payroll for North America > Payroll Processing USA > Update Paysheets > Pay Unsheet Running the PayUnsheet Process
25
 Run MedAid Max Process (CTC_MEDAD_AE) Custom process that applies Medical Aid Maximum NavBar > Navigator > Payroll for North America > CTC Custom > CTC Processes > Medical Aid Maximum Running the Medical Aid Maximum Process
26
 Union Dues Process (CTC_UNIONCAP) Custom process that applies cap on union dues.
 NavBar > Navigator > Payroll for North America > CTC Custom > CTC Processes > Union Dues Monthly Maximum Running the Union Dues Monthly Maximum Process
27
 Spending Account Calculation Process
(CTC_FSA_AE)		 Custom process that calculates the spending account deductions NavBar > Navigator > Payroll for North America > CTC Custom > CTC Processes > Spending Account Calculation
28
 Create PrePay Deductions (CTC_PPAY_DED) Custom process that calculates PrePay deductions. (Can be run multiple ties but only needs to run once unless changes are made to prepay data). NavBar > Navigator > Payroll for North America > CTC Custom > Create PrePay Deductions
29
 Run Create HCA Avg Cost Paysheets
(CTC_HCAAC_AE)		 Custom process to generate a paysheet with employer contributions for employees who are in Inactive payroll status (i.e., faculty on Short Work Break) that are enrolled in SB1 Benefit Program. NavBar > Navigator > Payroll for North America > CTC Custom > CTC Processes > Create PrePay Deductions
30
 Data Entry/Load Verification
 This can include different steps based on the specific case and may require one-time adjustments.
 N/A
 Review the Payroll Quick Reference Guide section on the Training Website for specific QRGs for adjustments, overrides, additions to one time earnings, deductions, and taxes.
31
 Re-Run the Pre-Calculation Audit Report, if necessary (PAY035) Re-run the Pre-Calculation Audit Report, if necessary.  If errors are found, correct them and re-run this report again BEFORE running the preliminary pay calculation process.  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Produce Payroll > Precalculation Audit Report Running the Precalculation Audit Report
32
 Re-Run Preliminary Pay Calculation Process (PSPPYRUN)
 Provides a preliminary view of the payroll and any error that may still be present.
 NavBar > Navigator > Payroll For North America > Payroll Processing USA > Produce Payroll > Calculate Payroll

 Running the Pay Calculation Process
33
 Check Error Messages
 Review the error messages generated during payroll processing.
NavBar> Navigator > Payroll for North America > Payroll Processing USA > Review Processing Messages > Review Payroll Error Messages

 Reviewing Payroll Error Messages
34
 Error Message Report (PAY011) Provides a report of the error messages generated during payroll processing.  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Review Processing Messages > Payroll Error Message Report Running the Payroll Error Message Report
35
 Data Entry/Load Verification This can include different steps based on the specific case and may require one-time adjustments. Suggested queries to run and save as changes are being made:

QHC_PY_PAY-CHECK_OTH_EARNS - (Sort by Earnings Code/Name-Subtotal by Earnings Code)
QHC_PY_PAY_CHECK_DED - (Sort by Deduction Code/Name -Subtotal by Deduction Code)


 Review the Payroll Quick Reference Guide (QRG) section on the Training Website for specific QRGs for adjustments, overrides, additions to one time earnings, deductions, and taxes. 
36
 Run Paysheet Hrly Rate Adjust (CTC_HROP_AE) Custom process to reset the Average Hourly Rate for specific Time Reporting Codes. NavBar > Navigator > Payroll for North America > CTC Custom > CTC Processes > Paysheet Hrly Rate Adjust
37
 Re-run Preliminary Pay Calculation Process (PSPPYRUN) Provides a preliminary view of the payroll and any error that may still be present.  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Produce Payroll > Calculate Payroll Running the Pay Calculation Process
38
 Check Error Messages Review the error messages generated during payroll processing. NavBar > Navigator > Payroll for North America > Payroll Processing USA > Review Processing Messages > review Payroll Error Messages Reviewing Payroll Error Messages
39
 ONLY IF NEEDED:  Re-run  custom processes If one time data entries are made, re-run steps 25-30 and step 36 again.  ONLY IF NEEDED

40
 Review Custom Payroll Validation Reports Review these reports to assist with your payroll validation process.  NavBar > Navigator > Reporting Tools > Query > Query Viewer Queries to run:
CTC_PY_PAY_CHECK_DETAIL
(similar to Legacy report PS1320)
CTC_DED_DETAIL
(similar to Legacy report PS1330)
QHC_PY_PAY_CHECK_OTH_EARNS
41
 Payroll Summary Report (PAY018) Produces a summary of US paycheck detail by Run ID. It includes amounts, earnings, employee deductions, employer contributions, employee and employer taxes.  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Pay Period Reports > Payroll Summary Running the Payroll Summary Report
42
 Employee Not Processed Report (PAY010) Produces a report of employee hours and earnings that were not processed for the pay period. NavBar > Navigator > Payroll for North America > Payroll Processing USA > Pay Period Reports > Deductions Not Taken Running the Deductions Not Taken Report
43
 Deduction Not Taken Report (PAY008) Produces a report of employee deductions that were not taken for the pay period.  Also shows the deductions and amounts that went into arrears.  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Deductions Not Taken Running the Deductions Not Taken Report
44
 Deductions in Arrears Report (PAY007) Produces a report of all deductions in arrears that you take from employee paychecks at a date later than the regularly scheduled pay period.  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Pay Period Reports > Deductions in Arears Running the Deductions in Arrears Report 
45
 Deductions Register Process (PAY001) Generate the PAY001 register that lists the amount of money deducted from each employee's paycheck for general deductions, garnishments, and benefits, including sales taxes, as of the end of a pay period.  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Pay Period Reports > Deductions Register Creating a Deduction Register
46
 Payroll Register (PAY002) Produces a report of paycheck data by name, employee ID and department ID for all employees who receive a paycheck for a pay run and pay calendar. NavBar > Navigator > Payroll for North America > Payroll Processing USA > Pay Period Reports > Payroll Register Creating a Payroll Register
47
 Review Paychecks
 View information such as earnings, taxes, and deductions for a single paycheck. Research problems and respond to employee questions regarding a check without viewing multiple page.  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck Reviewing Paycheck Details
Confirm Payroll
This process assigns check numbers, applies direct deposit banking instructions, updates employee balance records, and sets data for all post confirm processing.
Step Process Description Navigation Quick Reference Guide 
48 Run the Precalculaton Audit Report (PAY035) to ensure no errors remain prior to Final Pay Calculation Process. Provides a detailed error listing (by company, pay group, and pay end date) of information that might cause problems during the Pay Calculation process (PSPPYRUN). If errors are found, correct them and re-run this report again BEFORE running the pay Calculation process.  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Produce Payroll > Precalculation Audit Report Running the Precalculation Audit Report
49 Final Pay Calculation (PSPPYRUN) The final calculation process marks the paysheets "Locked for Confirm" and any employee pay data changes made after this indicator is set are not included in the pay calculation unless final calculation is re-run. Must un-check Preliminary calc flag.  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Produce Payroll > Calculate Payroll Running the Pay Calculation Process
50 Check Error Messages  View online the error messages generated during payroll processing. NavBar > Navigator > Payroll for North America > Payroll Processing USA > Review Processing Messages > Review Payroll Error Messages Reviewing Payroll Error Messages
51 Review Pay Calendar Use the pay calendar to validate all PayGroups have been calculated. (Payroll Calculation Run is set to "Y"). NavBar > Navigator > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars Reviewing Pay Calendars
52 Payroll Hours Adjustment (CTC_PEADJ_AE) Adjusts the hours to round to nearest 1/4 hour for DRS reporting. Hours display in Pay Earnings page. Must be run after the last Pay Calc. NavBar > Navigator > Payroll for North America > CTC Custom > CTC Processes > Payroll Hours Adjustment IF CHANGES ARE MADE, RE-RUN THIS PROCESS!!
Post-Confirm Processing
Step Process Description Navigation Quick Reference Guide 
52 Payroll Hours Adjustment
(CTC_PEADJ_AE)		 Adjusts the hours to round to nearest 1/4 hour for DRS reporting.  Hours display in Pay Earnings page. Must be run after the last Pay Calc. NavBar > Navigator > Payroll for North America > CTC Custom > CTC Processes > Payroll Hours Adjustment IF CHANGES ARE MADE, RE-RUN THIS PROCESS!!
53 Review Custom Payroll Validation Reports Review these reports to assist with your payroll validation process. NavBar > Navigator > Reporting Tools > Query > Query Viewer Queries to run:
CTC_PY_PAY_CHECK_DETAIL
(similar to Legacy report PS1320)
CTC_DED_DETAIL
(similar to Legacy report PS1330)
QHC_PY_PAY_CHECK_OTH_EARNS
54 Preconfirm Audit Report (PAY036)  Provides a detailed listing (by company, calendar year, pay group, month code, pay end date, and employee ID) of information that might cause problems during the Pay Confirmation process. It checks for potential duplicate keys, 0 active job record found, prior unconfirmed payroll runs, and outstanding off-cycle checks. This report is usually run before confirm.  Also as a troubleshooting tool, it can be run after confirm to help identify errors.  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Produce Payroll > Preconfirm Audit Report
55 Confirmation Process (PAYCONF-PSPCNFRM) Pay confirmation is the final step in running your payroll. Running the Pay Confirmation process indicates that you have reviewed and approved all payroll information for this pay run, and then you are ready to produce paychecks. After a payroll has been confirmed, you can generate checks, advices, and any other payroll reports.  you can also generate the direct deposit, general ledger, or any other interface. You can review an employees's check totals and payroll balances online.  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Produce Payroll > Confirm Payroll Running the Confirmation Process
56 Email Notification regarding Pay Confirm completed Send email notification to SBCTC that payroll has been confirmed for all pay groups for your college/district.  Send email to [email protected] and others as appropriate. This is done by Payroll Administrator after the Confirm Payroll process has been successfully completed.
57 Review Pay Calendar Use the pay calendar to validate both pay confirmation checkboxes are checked.  NavBar > Navigator > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars Reviewing Pay Calendars
58 Payroll Summary Report (PAY018) Produces a summary of US paycheck detail by Run ID. It includes amounts, earnings, employee deductions, employer contributions, employee and employer taxes. NavBar > Navigator > Payroll for North America > Payroll Processing USA > Pay Period Reports > Payroll Summary Running Payroll Summary Report
59 Advice Register (DDP002) Produce a report of payroll amounts paid directly into the employee's bank account as direct deposits. This report is similar to PAY004-Payroll Check Register. NavBar > Navigator > Payroll for North America > Payroll Processing USA > Create Direct Deposits > Direct Deposit Register Generating the Advice Register
60 Check Register (PAY004) Produces a report of all checks, in check number order, written in the pay period for each company in the organization.  NavBar > Navigation > Payroll for North America > Payroll Processing USA > Produce Checks > Check Register Running the Check Register Report
61 Tax Deposit Summary (TAX001) Produces pay period details of federal, state, and local taxes that are withheld form employees, and liabilities incurred for employer paid taxes. NavBar > Navigator > Payroll for North America > Pay Period Tax Reports USA > Tax Deposit Summary Running the Tax Deposit Summary Report
62 DRS Data Load from Payroll (CTC_DRSLD_AE) Run this job to load the DRS information from the payroll that was run.  NavBar > Navigator > Benefits > CTC Custom > CTC Processes > DRS Data Load from Payroll This is run by the Benefits Administrator the working day after payroll confirms. 
63 DRS Redistribution (CC_DRSRD_AE) Run this job to create the DRS Redistribution  NavBar > Navigator > Benefits > CTC Custom > CTC Processes > DRS Redistribution This is run by the Benefits Administrator about 2 days after the Data Load from payroll has been run. 
64 Email Notification regarding DRS Send email to SBCTC to let the know the above steps have been completed and information is ready to be sent to DRS.  Send email to [email protected] This is done by the Benefits Administrator after steps 56-57 have been completed. 
65 Create PDF Paychecks (PYCHKUSA) Create the PDF Paycheck for Employee Self Service. NavBar > Navigator > Payroll for North America > Payroll Processing USA > Produce Checks > Create PDF Paychecks Run after payroll has confirmed. You can enter Days From Check Date field with the number of days prior to pay day that you will allow employees to view their paycheck information. This should be a negative number. This can also be set as a default in Setup HCM.
66 Create Slf Srvc Manual Checks (PYCHKUSA) Create the PDF Manual Check for Employee Self Service. NavBar > Navigator > Payroll for North America > Payroll Processing USA > Produce Checks > Create Slf Srvc Manuals Checks Run after payroll has confirmed. You can enter Days From Check Date field with the number of days prior to pay day that you will allow employees to view their paycheck information. This should be a negative number. This can also be set as a default in Setup HCM.
67 Create PDF Advice Forms (PYDDAUSA) Create the PDF Advice Forms for Employee Self Service. NavBar > Navigator > Payroll for North America > Payroll Processing USA > Create Direct Deposits > Create PDF Advice Forms Run after payroll has confirmed. You can enter Days From Check Date field with the number of days prior to pay day that you will allow employees to view their paycheck information. This should be a negative number. This can also be set as a default in Setup HCM. 

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