Maintaining Employee Banking Data

Purpose: Use this document as a reference for maintaining Travel and Expenses employee banking data in ctcLink.

Audience: Finance and Business Office staff

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

  • ZZ Expenses User Admin

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

The ctcLink Default Travel and Expenses (EX) Employee Payment method is System Check.  If you would like to pay your employees by Automated Clearing House (ACH), then it will need to be updated here. The Default Bank account on this page may or may not match up with the Default bank account in HCM and may need to be updated accordingly, as well as the Payment Method. If you are using System Check as the Payment Method, the Check payment will contain the address designated on the Employee Data tab. It is recommended to check the Bank Accounts tab, Organizational Data tab and Employee Data (Payments Sent to area) in your Employee’s EX profile, as part of your EX onboarding process.  

Maintaining Employee Banking Data

Due to a new HCM>FSCM Oracle sync Issue, any updates to the name fields in HCM (including adding new employees) will result in blank name fields in the FSCM>Expenses Employee Profiles. Corrections to the profiles will need to be made manually. The Blank fields will need to be populated before you are able to save any other EX Profile updates.  We are working with Oracle on a solution.

Navigation: Travel and Expenses > Manage Employee Information > Update Employee Detail

  1. Enter the desired information into the Employee ID field.
  2. Select Search.
  3. Select the Bank Accounts tab.
  4. In the Bank Account Info section, select the show all columns icon to expand/collapse and view the Bank Account info lines and view the Bank Account Prenote information.

Use the Bank Accounts tab page to review, add, delete, review Default, Hold Payment or modify Bank Account Info for an employee.

Ensure that you are looking at or modifying the correct record (the correct record should be marked as the Default Profile, if it’s not, go to the Organizational Data tab to update the Default Profile).    

Bank Accoutns tab page
  1. The Bank Account info with a Source of Payroll is synced from the HCM pillar.  If the employee wants to use a bank account not listed, then you have the option of adding a new Bank Account directly to the EX profile, Bank Accounts tab.
  2. On the Bank Account Info tab, select the plus sign [+] to add a new row.
  3. A window opens to add rows. Enter the number of rows to add, then select OK.
add new row
  1. On the newly added row, select the Bank Account icon.
  2. The Pay to Bank Accounts window displays. Enter the following required information:
    1. Bank ID Qualifier = 001
    2. Bank ID = Employee’s Bank Routing Number
    3. Bank Account Number = Employee’s Bank Account Number
    4. DFI Qualifier = 01
    5. DFI ID = Employee’s Bank Routing Number
  3. Select OK to return to the Bank Accounts tab page.
Enter Pay to Bank Accounts info
  1. On the Bank Accounts tab, Select the Default checkbox for the newly added 'Expenses' Bank Account row.
  2. The prenote status of the Bank Account will be New.  EX does not send banking prenotes, so this is the correct status.
  3. In the *Payment Method field, select the drop down arrow and select Automated Clearing House, if not already selected.  
  4. Select Save.
Select Expesnes row as the default
  1. Process complete.

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

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