Creating PDF Paychecks

Purpose:  Use this document to create PDF paychecks for printing and self-service viewing in ctcLink.

NOTE: The pay data from the current pay run is visible to employees in self service as soon as pay confirmation is run. Running the BI Publisher PDF creation process uses the Paycheck Availability fields on the Paycheck Options Table page for the PDF paycheck to determine when the PDF paycheck is viewable in self service.

Audience:  Payroll staff.

This process should be run after SBCTC Central Payroll has completed the post-confirm processing on a global level for the current payroll.

NOTE: Depending on the timing between the completion of the Confirm Payroll process and when colleges run the Create PDF Paychecks process, it may be possible that rather than seeing the PDF "pay stub" in self-service, more of a summary page may display.

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.

Creating PDF Paychecks

Navigation:   Payroll for North America > Payroll Processing USA > Produce Checks > Create PDF Paychecks

  1. The Create PDF Paychecks search page displays.
  2. If you are a first-time user of this process, you must create a Run Control ID specific to this process. The steps are as follows:
    1. Select the Add a New Value tab to create a new Run Control ID and select the Add button.
    2. Do not include spaces in your Run Control; you will receive a message, "Invalid Run Control ID. (65,33) The entered Run Control ID is not valid. Because this field is passed as a single parameter, it cannot contain embedded spaces."
    3. Run Control IDs cannot be deleted.
    4. Follow your college naming conventions. If there are currently no conventions, we encourage the Run Control ID to have the same process naming convention but unique to the step; therefore, including your institution code and a short process description in the Run Control ID is recommended--e.g.,  WA260_CR8_PDF_PAYCHK_JL (Lake Washington, Create PDF Paycheck, User Initials)
  3. Select the Add button.
  1. The Create PDF Paychecks page displays.
  2. Enter the Pay Run ID or select from lookup icon.
  3. By default, the Both radio button is enabled, that is acceptable.
    The other options are On-Cycle only or Off-Cycle only.
  4. Use the Self Service Availability Override section if there is a reason to change the default value for the timing of when direct deposit advices become available for employee viewing in self-service. Each College/Pay Group combination is established in the system Paycheck Options Table containing the Paycheck Availability value (Days from Check Date). To override, enter the number of days prior to pay day that you want the employees to be able to view the payroll information in employee self-service.
    Always use a negative to indicate days prior to pay day.  If you receive the following warning message, select OK to close and go back to Create PDF Advice Forms page.

Options:  (Referring to the Payroll Processing Timeline may be able to assist in determining the appropriate number)

  • Enter 0 to make self-service advices available on the check date entered on the pay calendar for the pay run.
  • Enter a negative number to make self-service paychecks available the specified number of days before the check date entered on the pay calendar.
  • Enter a positive number to make self-service paychecks available the specified number of days after the check date entered on the pay calendar.

NOTE: Always use a negative to indicate days prior to pay day.  

If you receive the following warning message, select OK to close and go back to Create PDF Paychecks page.

IMPORTANT! If you do not select the OK to confirm the override, the process removes what was entered for the override and uses the values from the Setup Options!

Override check date availability

In this example, the availability to view will be the value defined on the Setup Options in which case there is no override value.

  1. Select the Run button.
Create PDF Paychecks data entry
  1. The Process Scheduler Request page displays.
  2. In the Process List grid, the Select checkbox should be enabled (by default), make sure it is.
  3. The Description Print US Checks is a link that will display the individual processes that make up the PSJob.
  4. Select the OK button.
Process Scheduler Request page showing select box enabled, description is Print US Checks and process type is PSJob.
  1. The Create PDF Paychecks page returns.
  2. Make note of the Process Instance number and select the Process Monitor link.
  3. The Process Monitor page displays.
  4. Select the Refresh button occasionally until the Run Status = Success and the Distribution Status = Posted.
  5. At that point, select the Process Name hyperlink PYCHKUSA.
Process Monitor page with Process List tab displayed showing process name link PYCHKUSA, run status Success and distribution status Posted.
  1. The Process Detail page displays with the PSJob process status.
  2. Select the hyperlink for the PAY003 process.
Process Detail page listing the processes used in the PSJob. PAY003 is highlighted.
  1. The Process Detail page for the PAY003 process displays.
  2. Select the View Log/Trace link.
Process Detail page for PAY003 with View Log/Trace hyperlink highlighted.
  1. The View Log/Trace page displays.
  2. In the File List section of the page, select the pay003 output file.
View Log/Trace page with the pay003 output file highlighted.
  1. The Payroll Check Print file displays.
  2. The Pay Run ID used to run the process is listed, along with the start and end times of the process.
  3. Each Pay Group processed is listed. Of particular interest, the number of Total Checks is listed with the Total Net Pay of those checks.
  1. The process to Create PDF Paychecks has successfully run.
  2. End of procedure.


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