Deleting Employee Balances

Purpose:  Use this document as a reference for deleting employee balances in ctcLink.

Audience:  Payroll Specialists.

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

  • ZC Payroll Data Maintenance
  • ZZ Payroll Data Maintenance

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

Delete Employee Balances

Navigation: Payroll for North America > Periodic Payroll Events USA > Balance Adjustments > Delete Balances

  1. The Delete Balances run control search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • 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., WA030_DLT_BAL_JM (Institution, Process Name, User Initials).
  1. The Delete Balances page displays.
  2. Use the Delete Balances page to enter the request parameters.  These parameters will be used to define the processing rules and date to be included when the process is run.
  3. Use the Company field to define the company that you want to delete balances for a specific balance year and period - Enter the desired information into the Company field.
  4. Valid values in the Balance ID field are maintained in the Balance ID Table.  In this table you identify the various year types for which a user maintains balances (for example, calendar year, or fiscal year).
  5. Select the Balance Year field.
    • For the balance year, the system deletes employee balance records that precede and include the period that a user specifies in the Period field.  The only exceptions are the last and latest updated balance records.  In other words, the system retains the latest updated period's balances, regardless of the period that a user specifies - Enter the desired information into the Balance Year field.  Enter a valid value, i.e., 2017.
  6. Select the Period field.
    • In the Period field, specify the period within the balance year to establish the minimum time frame to preserve balance records.  The system deletes employee balance records that precede and include the period that a user specifies in the Period field.
  7. Select the Run button.
  8. The Process Scheduler page displays.
  9. Please refer to the Process Schedule Request steps for further instructions to complete the process of deleting employee balances.
Delete Balances run page