9.2 Canceling Payments

Purpose:  Use this document as a reference for how to Cancel a Payment in ctcLink

Audience:  Travelers or managers

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

  • ZZ Expenses Processing

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

Note: this process cancels an expense or cash advance set up for payment.  This action generates the correct accounting entries associated with the cancellation.  There are two types of cancellations: one with commitment control has to include reversal to the commitment control; and one set up without checking budget does not.

Canceling a Payment

Navigation:  NavBar > Navigator > Travel and Expenses > Process Expenses > Expense Processing

Canceling With Commitment Control

  1. The Expense Transactions search page displays.  Select the Add a New Value tab.
  2. Enter a Run Control ID value.
  3. Select Add.
Expense Transactions Add a New Value tab
  1. If you get a security message below; select OK and then select the tab Selected Business Units and enter the business unit.
Select business unit message
  1. The Selected Business Units tab displays.
  2. Select Business Unit from the drop-down menu.
  3. The business unit Description populates automatically.
  4. If more than one business units need to be added, select the plus sign (+).
  5. Select Save.
  6. Select the Expense Processes tab.
Selected Business Units tab
  1. The Expense Processes tab displays.  If the run control is new (like in this example) select Save then select Refresh to update the transaction  counts.
  2. Check mark the box Cancel Payments
  3. Select Run.
Expense Processes tab
  1. The Process Scheduler Request page displays.
    1. Check mark the Description.
    2. Retain the default dates of today; or type over with a Run Date and Run Time that are appropriate.
    3. Select OK.
Process Scheduler Request page
  1. The Expense Processes page displays.
  2. Note the Process Instance number.
  3. Select the Process Monitor link.  Refer to Process Monitor QRG for instructions.
Expense Processes tab
  1. Process complete.

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