Building the Fiscal Year Balance ID Tables

Purpose: Use this document as a reference for building the fiscal year balance ID tables in ctcLink.

Audience: SBCTC Central Payroll.

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

  • ZZ Payroll Local Config
  • ZZ Payroll Processing
  • ZZ_PY_DEFINE_PROCESS_CNTRLS

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

NOTE: Before the DRS Calendars can be built by the colleges, the Balance ID Tables need to be built through the end of the fiscal year that is being added.

The Balance ID Tables setup is performed by SBCTC Central Payroll and not done locally! This is informational only.

Building the Fiscal Year Balance ID Tables

Navigation:  Set Up HCM > Product Related > Payroll for North America > Payroll Processing Controls > Balance ID Table

  1. The Balance ID Table search page displays.
  2. Enter the desired information into the Set ID field.
    • You may use the look-up tool (magnifying glass icon) to select the correct ID.
  3. To see a list of valid Balance IDs, select the Search button and choose the desired ID.
  4. The Search Results display.
  5. Select the appropriate Balance ID.
  6. The Balance ID Table page displays.
  7. In the Balance ID Details section, select the View All link to see all balance ID details.
  8. To add the new fiscal year, first ensure the section is sorted by Begin Date column ordered oldest to newest. Next scroll to the bottom of the list and select the [+] Add a Row button.
    • A new row needs to be added for each month of the new fiscal year.
  9. The system will automatically populate some fields:
    • Year
    • Period
    • Begin Date
    • End Date
  10. Complete the remaining information by entering the desired information into the Period Name and Abbreviation fields.
Balance ID Table 1

NOTE: Once you have entered each month for the new fiscal year, you will need to add the balance ID tables for the new fiscal year quarters. This is done on the Balance ID Table 2 tab.

  1. Select the Balance ID Table 2 tab.
  2. Select the View All link to see all Balance ID details.
  3. Under the Balance ID Details section, scroll to the bottom of the list and select the [+] Add a New Row button.
    • You will add a new row for each quarter of the new fiscal year.
  4. The system will automatically populate some fields:
    • Year
    • Quarter
    • From Period
    • To Period
  5. Complete the remaining information. Enter the desired information into the Period Name and Abbreviation fields.
  6. Select the Save button.
Balance ID Table 2

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

View the external link to Building the Fiscal Year Balance ID Tables. This link will open in a new tab/window.

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