9.2 Running the SAO Annual Data Request Process

Purpose:  Use this document as a reference for how to run the SAO Annual Data Request process in ctcLink. This custom process will generate data files for your college that need to be uploaded to the State Auditor’s website.

Audience:  Payroll Administrators.

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

  • ZZ Payroll Data Maintenance

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

Running the SAO Annual Data Request Process

Navigation: NavBar > Navigator > Payroll for North America > CTC Custom > CTC Interfaces > SAO Annual Data Request

  1. The SAO Annual Data Request search page displays.
  2. Enter an existing Run Control ID or select the Add a New Value and create a new Run Control ID.
  3. Select the Add button.
Find an Existing Value or Add a New Value tab and page
  1. The SAO Annual Data Request page displays.
  2. Enter Process Request Parameters as appropriate. Leave Exclude Accounts blank.
    1. Starting Accounting Period of range (YYMM:  YY = Calendar year of fiscal year start, MM = Calendar month (07)).
    2. Ending Accounting Period of range (YYMM:  YY = Calendar year of fiscal year end, MM = Calendar Month (06)).
    3. Address Percentage - The percent of an employee's address used to determine a possible duplication of another employee's address.  (SAO requested we use 80% for FY2021).
    4. Vendor Percentage - The percent of an employee's name used to match with a vendor's name.  (SAO requested we use 80% for FY2021).
    5. Fiscal Year - The fiscal year represented as YYYY (FY21=2021).
    6. Business Unit  Value will be set appropriately based on user login.  (Only ctcLink Support Staff will have access to multiple Business Units).
  3. Select the Run button.
Process Request Parameters section
  1. The Process Scheduler Request page displays.
  2. Select the OK button.
Process Scheduler Request page
  1. The SAO Annual Data Request page displays.
  2. Select the Process Monitor link and make note of the Process Instance.
Process Request Parameters section, Process Monitor link
  1. The Process Monitor page displays.
  2. From the Process List tab, select the Refresh button periodically until the Run Status field is Success and the Distribution Status field is Posted.
  3. Select Details to review Process Detail.
Process List tab and page
  1. The Process Detail page displays.  
  2. Select the View Log/Trace link.
Process Detail page
  1. The View Log/Trace page displays.
  2. Select the applicable .csv files to review and download the CSV files.
View Log/Trace and File List
  1. Process complete.

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