Creating Pay Run IDs
Purpose: Use this document as informational reference only for understanding how Pay Run IDs are created by HCM Support in ctcLink.
Audience: HCM Support Team members.
HCM Support Team maintains this area/transaction and security access is limited to that team. HCM Support is responsible for setting up the Pay Run ID's for each year for all colleges via a mass update process after the 12A payroll is processed in December.
There is no need for colleges or college Payroll Administrators to take action on this process.
As a member of the HCM Support Team, you must have at least one of these managed security roles:
- ZZ Payroll Local Config
- ZZ Payroll Processing
- ZZ_PY_DEFINE_PROCESS_CNTRLS
Use the Pay Run Table page to create Pay Run IDs, which will be entered in the Pay Calendar table to combine respective pay groups for processing in a single payroll run.
- Pay Run IDs should be created for the entire calendar year.
- Pay Run IDs must be created before you can enter them on the pay calendar.
- Pay Run IDs for the following year are typically created prior to the end of the current year (for example: after the 12A payroll has processed).
- Pay Run IDs must be assigned to each calendar entry before you run the payroll to process the pay groups together. See quick reference guide “Updating Pay Calendar Table” for information on making changes to pay calendar entries.
Create Pay Run IDs Individually
Navigation: Set Up HCM > Product Related > Payroll for North America > Payroll Processing Controls > Pay Run Table
The naming convention for Pay Run IDs results in this format: MMXYYYYCCD (e.g. 08B2017220)
- MM-Calendar Month (e.g. January = 01, December = 12)
- X-Letter A or B to represent the 1st and 2nd half of the processing month (e.g. A period = 1-15th day of the month)
- YYYY- Calendar Year
- CCD - Company Code (e.g. 220 = Tacoma Community College)
- The Pay Run Table run search page displays.
- Select Add a New Value tab. Enter the Pay Run ID to be added.
- Select the Add button.
- The Pay Run Table page displays.
- Enter the Description and Short Description of the Pay Run ID. When complete, select the Save button.
- The Pay Calendar Data group box will display all pay groups from the pay calendar entries grouped under this Pay Run ID. After you enter the Pay Run IDs on the Pay Calendar table, return to this page to check the pay calendar data assigned to each Pay Run ID.
NOTE: To create additional Pay Run IDs select Add button and repeat steps 2 through 5 for each payroll in the calendar year.
Create Pay Run IDs via Mass Update Process
Please refer to HCM Support internal documentation for the specific procedure to run the mass update. Not available for the general population of users outside of HCM Support.
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.
Video Tutorial via Panopto
View the external link to Creating Pay Run IDs. This link will open in a new tab/window.
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