Setup Pre-Pay for Personal Check Received from Employee

Purpose: Use this document as a reference for how to enter the setup for PrePay in ctcLink when an employee provides a personal check to cover the cost.

Audience: Payroll Administrator/Benefits Administrator

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

  • ZC Benefits Maintain PrePay
  • ZC Payroll Data Maintenance
  • ZD Payroll Inquiry
  • ZD Benefits PrePay Inquiry
  • ZZ Payroll Processing
  • ZZ Payroll Data Maintenance
  • ZZ SS Payroll

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

Pre-Pay Setup When Receiving Personal Check from Employee

NOTE:  Before setting up prepay for a personal check from employee, you must first enter and confirm a manual check entry.  Please refer to the QRG:  Create a Manual Check Entry for Benefits

The first step in a successful manual prepay process after an employee benefit pay back check has been calculated and confirmed, is the creation and/or update of a Pay Cycle in the Prepay Calendars page for the same payroll that the manual check has been confirmed. The second step is assignment of this pay cycle to employee with manual prepay deduction setup.  A Pay Cycle must be established in Prepay Calendar page (as well as assigned to employee), as it will dictate the payroll on which the prepays will be set up and the number of payrolls prepay deductions will be sent to vendor for payment.      

The examples provided below show a Test employee at Company 120 being set up on manual prepays in time for 11A payroll processing. This employee will have prepaid Uniform Medical premium pulled from prepays on 11A, 11B, and 12A payrolls.

Step 1:  Access Prepay Calendars page.

Navigation:  Set Up HCM > CTC Custom > Prepay Calendars

  1. The Prepay Calendars page displays. Locate and access your college’s active Prepay Calendar.
    In our example, we are using Company = 120 with Prepay Calendar = 01.
PrePay Calendars Search page, Company field and results grid.

The Prepay Calendar 01 page displays.

  1. Select the PrePay Schedule tab.
  2. Browse through the established Pay Cycles on this tab to locate one that has been previously established to calculate prepays for 11A payroll with a PrePay Factor of 3.00.
  3. If there exists a row with the required parameters, (see below) skip the remainder of this step and go to Employee Prepay page.
PrePay Calendar page - PrePay Schedule tab with Schedule and PrePay Factor highlighted.
  1. However, if there is not a previously established row, for example, the image seen above did not exist, then select the [+] (the Add a New Row icon) in the Prepay Calendar Pay Cycle section to add a new row.
  2. In the new row, enter a Pay Cycle value and then the Description.
  3. Change the pre-populated Effective Date under PrePay Calendar Schedules heading appropriately.
    NOTE: The date populated in this field needs to be less than or equal to the first day of the payroll processing cycle on which the manual prepays will be processed. For example, if 11A is used as the payroll cycle, the Effective Date needs to be either earlier than 11/1/25 or 11/1/25.
  4. In the Schedule field, enter the payroll on which prepays will be setup, for example, 11A.
  5. In the PrePay Factor field, enter the factor for which this is to process. For example, if the Schedule = 11A and the Factor = 3.0, then this factor represents the 11A, 11B, and 12A payrolls).  
  6. Save the newly added Pay Cycle.
Example of a newly added row to establish a prepay calendar pay cycle and schedule.

Step 2:  Employee Prepay Page

In the second step, assign the established Pay Cycle to the employee to set up with manual prepays in the Employee Prepay page.

(In this example, the Pay Cycle is F7)

Navigation: Payroll for North America > CTC Custom > Employee PrePay

  1. The Employee PrePay search page displays.
  2. Enter the Empl ID and any other applicable search criteria.
  3. Select the Search button.
  4. Select the employee from the Search Results.
  5. The Employee PrePay page displays.
  6. Enter the new Pay Cycle value.
  7. Select the Save button.
Employee PrePay page - PrePay Override tab with Pay cycle and Effective date highlighted.

Upon Payroll Confirmation for the associated pay period, Central Payroll at SBCTC runs the Update Prepay Balances and HCA Vendor Payment Transmittal processes. Once these processes complete, typically on the next day after payroll confirmation, Benefit Admins and/or Payroll staff are encouraged to review employee’s prepay activity.  

Unlike regular prepay processing, manual prepay deduction will be deducted on the same payroll for which it is being established. For example, if manual prepay deduction has been set up for 11A payroll processing, users will see Employee’s Prepay page updated once Central Payroll at SBCTC completes post payroll processes upon confirmation of 11A payroll. They will additionally see that the first prepay deduction was pulled and sent to the vendor for the same 11A payroll. Please see the screen capture below for more detail.

Employee PrePay page - PrePay Balance tab with PrePay Balances section highlighted.

IMPORTANT:  The employee’s prepay balances should be monitored for the remaining two payrolls to ensure that these are being deducted as scheduled.  Once the employee’s manual prepays have been processed, Benefit Administrators must update employee’s pay cycle to either NO (to ensure that no manual prepays are processed in the future on 11A payroll) or to the pay cycle employee was enrolled in prior to manual prepay processing to ensure no interruption of regular on cycle prepay processing in May/June time-frame.

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