Creating Pay Calendars

Purpose:  Use this document as a reference for how to create Pay Calendars in ctcLink.
Pay calendars for the following year are typically created prior to September 15th of the current year.

Audience:  Payroll Administrator.

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

  • 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.

Use pay calendars to schedule payroll cycles for your pay groups. Each entry on the pay calendar corresponds to a specific pay period defined by its begin and end dates for a pay group. A semi-monthly pay group has 24 entries in the pay calendar, representing one year of processing.

The Create Pay Calendars process is an automated process that creates all calendars for the year for a specific pay group based on the set up in the Run Control page for the Create Pay Calendars process.

You must create a calendar entry for every pay period for each pay group you have set up. Therefore, this process is run multiple times depending on the number of Pay Groups for your college.

You must also assign a Pay Run ID to each calendar entry before you run the current payroll. See the “Creating Pay Run IDs” QRG for more details.

It is important to note that the Creating Pay Run IDs process is performed only by HCM Customer Support to setup and then maintain the Pay Run IDs.
This process is not done by the local Payroll Administrator.
However, at the start of each new pay period, locally the Pay Run ID is associated with the Pay Calendars for that pay period.

Keep in mind that Pay Run IDs must not be linked for future pay periods as this is causing issues with post-confirm jobs.

Please remember not to link the upcoming Pay Run ID for your pay groups calendars until after the post-confirm processing on global level is completed.

Create Pay Calendars

Navigation:  Set Up HCM > Product Related > Payroll for North America > Payroll Processing Controls > Create Pay Calendars

  1. The Create Pay Calendars run control search page displays.
  2. Select the Add a New Value tab.
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).
  3. Enter a new Run Control ID.
  4. Select the Add button. The Create Pay Calendars page will display.
  5. Enter the Company or select from the lookup icon.
  6. Enter the Pay Group or select from the lookup icon.
  7. Enter the Pay Period End Date or select from the calendar. The Pay Period End Date for this field is the end of the 1st pay period in the new year.
  8. Enter the Check Dt Days From Pay End Dt - Number of days from the pay period end date to the pay date. Typically, the number 10 is entered.
  9. Keep in mind that after all the pay calendars have been created, you may have to adjust the number of days on certain pay calendars depending on holidays or weekends when a pay date would normally occur.
  10. The Pay Periods Per Year auto populate because the system calculates the number of pay periods per year based on your pay group set up (e.g. 24).
  11. Select the Run button.
Create Pay Calendars
  1. The Process Scheduler Request page displays.
  2. Please refer to the Process Schedule Request steps for further instructions.
  3. The process to create the first pay calendar is now complete.
  4. Return to the beginning of this process to create the pay calendar for the next Pay Group and repeat until all pay groups have an associated pay calendar.
  5. When all pay calendars are complete, it is time to review the new calendars created by the automated process and validate content.

Process complete.

Validate Pay Calendar Table

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

You must also have each of these roles to run the QHC_PY_PAY_CALENDAR_DATES query:

  • ZD_DS_QUERY_VIEWER
  • ZD_DS_QRY_PAYROLL

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

Validating Pay Calendars can be done in two ways:

  1. Using a query (this is recommended as it removes to need to review each page), or
  2. Manually, using the Review Pay Calendars.

Validate Pay Calendar Using Query

Pay Calendars need to be created and validated prior to running any FWL (Faculty Work Load) contract calculations for the new quarter. Once Pay Calendars have been created, you can use the query QHC_PY_PAY_CALENDAR_DATES to validate the pay calendars for your college. If you need to make any changes, for example, the number of days to Pay Check Date, follow this QRG: 9.2 Reviewing Pay Calendars.

Navigation:  Reporting Tools > Query > Query Viewer

  1. Search By Query Name begins with QHC_PY_PAY_CALENDAR_DATES
  2. Select Search.
  3. Select the Run to HTML link or Run to Excel link, depending on the output of choice.
  4. Enter or select the information to complete the prompts:
    • Company
    • Pay Group (optional)
    • From Pay Begin Date
    • To Pay Period End Date
  5. Select the View Results button.

Process complete.

Query results

Validate Pay Calendar Using Manual Navigation

Navigation:  Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars

  1. The Review Pay Calendars search page displays.
  2. Enter the Search Criteria.
  3. Select the Search button.
  4. The Search Results display.

You will need to select each pay period and review the paycheck issue date to make sure it is correct. Using the automated method sets the paycheck issue date out by the number of days specified in your set up on the Run Control for the Create Pay Calendars process screen.

** Make sure to select the appropriate (First or Second) Pay Period of the Month for each pay group's pay calendar.

  1. The Review Pay Calendars page displays.
  2. From the Pay Calendar Table tab, validate each calendar for accuracy and make changes as needed.
  3. If the paycheck issue date is incorrect, change it on the Pay Calendar Table tab.
  4. Select the Save button.
  5. Continue back to the search page and select another pay calendar to review.

Process complete.

Pay Calendar Table

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