In ctcLink How Will I... ?

ctcLink includes built-in tools for employees to update their own personal information, including their home address, phone number, and other information.

Step-by-Step Directions (link opens new tab)

• Update Home and Mailing Address

Related Training Courses - Enroll here

• ES100 HCM Employee Self-Service

ctcLink includes built-in tools for employees to update their own personal information, including their home address, phone number, and other information.

Step-by-Step Directions (link opens new tab)

• Add/Update Phone Number
  
   

Related Training Courses - Enroll here

• ES100 HCM Employee Self-Service

ctcLink includes built-in tools for employees to add and update their emergency contact. Your emergency contact information will be seen by the Human Resources team and your immediate supervisor. 

Step-by-Step Directions (link opens new tab)

• Add/Update Emergency Contact Information
  
   

Related Training Courses  - Enroll here

• ES100 HCM Employee Self-Service

ctcLink allows employees to directly add a direct deposit account to have their paycheck directly deposited.

Step-by-Step Directions (link opens new tab)

• Adding a Direct Deposit Account
   

Related Training Courses - Enroll here

• ES100 HCM Employee Self-Service

ctcLink allows employees to directly set or update their W4 Tax Withholding information.

Step-by-Step Directions (link opens new tab)

• W-4 Withholding
   

Related Training Courses - Enroll here

• ES100 HCM Employee Self-Service 

ctcLink allows employees to directly update their own ethnicity information. The format of the self-identification and the categories available are maintained by SBCTC. We are able to request changes to the available identification options.

Step-by-Step Directions (link opens new tab)

• Add/Update Ethnicity
   

Related Training Courses - Enroll here

• ES100 HCM Employee Self-Service 

ctcLink allows employees to request the addition of a preferred name. 

Step-by-Step Directions (link opens new tab)

• Requesting Preferred Name
   

Related Training Courses - Enroll here

• ES100 HCM Employee Self-Service 

ctcLink Self-Service has a process for employees to request leave.

Step-by-Step Directions (link opens new tab)

• How to Request a Leave and Absences
   

Videos

• Clark College, already using the ctcLink system, has created a video on Requesting and Cancelling Absences
   

Related Training Courses - Enroll here

• ES100 HCM Employee Self-Service 

ctcLink Self-Service has a built-in process for faculty to request absences in advance, and to report absences. Please report any absences no later than the end of the pay period in which they take place.

• Absences taking place the 1st – 15th of the month need to be reported by the 15th
• Absences taking place the 16th  – end of the month need to be reported by the last day of the month.

Step-by-Step Directions (link opens new tab)

• How to Request Leave and Absences for Faculty

Related Training Courses - Enroll here

• ES100 HCM Employee Self-Service 

Employees can directly view their own leave balances.

Step-by-Step Directions (link opens new tab)

• Absence Balances
   

Related Training Courses - Enroll here

• ES100 HCM Employee Self-Service 

Hourly and Student employees need to use ctcLink to report their time worked so they can get paid. We highly recommend Hourly and Student workers submit their time worked every day to ensure all time is reviewed and approved before payroll.

Step-by-Step Directions (link opens new tab)

• How to Report Time Worked for Hourly and Student Employees
   

Video

• Coming soon
   

Related Training Courses - Enroll here

• ES100 HCM Employee Self-Service 

• Amharic - በሰዓት ለሚከፈላቸው ሠራተኞች የሰሩበትን ሰዓት ሪፖርት ማድረጊያ መንገድ
• Arabic - كيفية الإبلاغ عن وقت العمل للموظفين الذين يعملون بالساعة
• Chinese (simplified) - 如何报告小时工的工作时间
• Chinese (traditional) - 時薪員工如何回報工作時間
•  
• Khmer - របៀបរាយការណ៍ពីចំនួនម៉ោងដែលបានធ្វើការសម្រាប់បុគ្គលិកធ្វើការគិតម៉ោង
• Korean - 시급 직원을 위한 근무 시간 보고 방법
• Russian - Как указать отработанное время сотрудникам, получающим почасовую оплату 
• Serbian - Kako se prijavljuje vreme rada za zaposlene sa zaradom po satu
• Somali - Sida ay Usoo Gudbin karaan Waqti Shaqaalaha Saacadlaha ah Ay Shaqeeyeen
• Spanish - Cómo informar el tiempo trabajado para los empleados por hora
• Swahili - Jinsi ya Kuripoti Saa Ulizofanya Kazi kwa Waajiriwa wa Kulipwa kwa Saa
• Tagalog - Paano Mag-report ng Oras na Ipinasok para sa mga Empleyadong Orasan (Hourly Paid Employees)
• Tigrinya - ብሰዓታት ንዝሰርሑ ሰራሕተኛታት ዝሰርሕዎ ሰዓታት ብኸመይ ከም ትጽብጽቦ
• Vietnamese - Cách Báo Cáo Thời Gian Làm Việc Cho Nhân Viên Làm Việc Theo Giờ

Classified employees will use ctcLink to report their time worked. 

Step-by-Step Directions (link opens new tab)

• How to Report Time Worked for Classified Employees

Videos

• Clark College, already using the ctcLink system, has created a clear, short video on Reporting Regular Time as a classified employee.
   

Related Training Courses - Enroll here

• ES100 HCM Employee Self-Service 

• Amharic - ልዩ ሰራተኞች የሰሩባቸው ሰዐቶች እንዴት ሪፖርት እንደሚደረጉ
• Arabic - كيفية الإبلاغ عن وقت عمل الموظفين المصنفين
• Chinese (simplified) - 如何报告分类员工的工作时间
• Chinese (traditional) - 如何報告分類員工的工作時間
• Farsi - نحوه گزارش مدت‌زمان کار برای کارمندان طبقه‌بندی شده
• Khmer - របៀបរាយការណ៍ពីចំនួនម៉ោងដែលបានធ្វើការសម្រាប់បុគ្គលិកតាមចំណាត់ថ្នាក់
• Korean - 비교육직 직원 근무 시간 보고 방법
• Russian - Как указать отработанное время категорийным сотрудникам
• Serbian - Kako prijaviti vreme rada za radnike koji se plaćaju prema broju radnih časova
• Somali - Sida Loo soo Gudbiyo Waqtiga Ay shaqeeyeen Shaqaalaha aan lahayn takhasus xirfadeed
• Spanish - Cómo deben reportar las horas trabajadas los empleados clasificados
• Swahili - Jinsi ya Kuripoti Saa Zilizofanywa Kazi kwa Waajiriwa Walioainishwa
• Tagalog - Paano Mag-ulat ng Oras na Iginugol sa Trabaho para Mga Classified na Empleyado
• Tigrinya - ምዱባት ሰራሕተኛታት ንዝሰርሕዎ ሰዓታት ጸብጻብ ብኸመይ ከም እትጽብጽብ
• Vietnamese - Cách báo cáo thời gian làm việc cho nhân viên được phân loại

ctcLink includes a built-in process for creating a purchase requisition and routing it for approval.

How to Guide: Create Purchasing Requisitions
 

Related Training Courses - Enroll here

• PU100 Purchasing: Requisitions
• PU101 Purchasing: Purchase Orders
• PU102 Purchasing: Receipts and Maintenance
• PU103 Purchasing: P-Card

ctcLink includes a process to submit an invoice to be paid by District Accounts Payable (AP).

How to Guide: None available

Related Training Courses - Enroll here

• PU100 Purchasing: Requisitions
• PU101 Purchasing: Purchase Orders
• PU102 Purchasing: Receipts and Maintenance
• PU103 Purchasing: P-Card

We have recorded a training session that walks through PCard reconciliation. This training is led by Miguel Gatmaytan, from Seattle Colleges Purchasing. 

• Watch the training on Panopto

This business process is not changing immediately. ctcLink includes a travel authorization and approval process, however Seattle Colleges is not implementing this process until Summer 2021.

If you need to travel on college business, please contact your college/district Travel Coordinator.

As part of the move to ctcLink, budget numbers will change. We will continue to have access to historical information, up to the end of the February 2021 accounting month through FMSQuery.

Please see the ctcLink Finance Budget Number training to understand the new ctcLink budget number structure.

ctcLink has a built-in process for initiating pay for part-time teaching assignments called ‘Faculty Workload’ or FWL. This process replaces the Additional Assignment eForm and the mass contracting process. 

For training on this process, please contact Jessica Wagner, HR & Payroll System Specialist.

Related Training Courses - Enroll here

• FW100 Faculty Workload
• FW200 Intermediate Faculty Workload

Managers need to approve timesheets (aka payable time) for their classified, hourly, and student employees. Hourly and student employees are only paid for time reported through ctcLink and that their manager approves.

Deadlines:

Note:

• Timesheets for a pay period can be submitted and approved multiple times if changes need to be made.
• HR encourages hourly and student employees to submit their time worked each day. Managers can approve time as it is submitted or weekly, and do not need to wait until the end of the pay period to approve.

Step-by-Step Directions (link opens new tab)

• Approve Payable Time (Fluid) 

Related Training Courses: Enroll here

• MS100 HCM Manager Self-Service

Managers need to approve employee leave requests. Unapproved leave requests will not be debited from the employees leave balance.

Step-by-Step Directions (link opens new tab)

• Approve Absence Request (Fluid)

Related Training Courses: Enroll here

• MS100 HCM Manager Self-Service

Managers are able to change the assigned work schedule for an employee they supervise. This is an important task because employees can only report absences and leave for days included in their assigned work schedule.

Step-by-Step Directions (link opens new tab)

• Assign Work Schedule (Fluid)

Related Training Courses: Enroll here

• MS100 HCM Manager Self-Service

There are state-wide guidelines for how different course, programs, and students are coded within ctcLink. These are documented in SBCTC’s Student and Course Coding Manual. Within each area, the manual describes how they are coded in the Legacy Student Management System (SMS), as well as how they should be coded in PeopleSoft. 

ctcLink includes two built-in reporting tools for staff: PS Query and BI Publisher. Both tools have a statewide library of queries, and most users are not able to edit or create their own queries. Many staff who are using ctcLink will need to run reports from statewide report library, however the ability to run reports is based on pillar-specific security permissions. 

Resources

• PS Query & BI Publisher Report Catalog 
• Quick Reference Guides (QRG) for running Reports 

Related Training Courses

• PS Query Reporting Canvas Course (End-user course for using queries; not developing them)
• PS Pivot Grid Viewer Course (End-user course for using Pivot Grid Viewer; not developing Pivot Grids)
   

In ctcLink, employees can set user defaults that speed up both navigation and data entry.

Quick Tips Guide: Tips and Tricks - How to customize and get it done faster

Step-by-Step Directions (link opens new tab)

• Adding Favorites
   
• Setting User Defaults