News & Updates sent October 14, 2021

Posted on October 14th, 2021

EMPLOYEE & SUPERVISOR TIME & LEAVE INFO

OPEN TIME & LEAVE DROP-IN HELP
On October 14, and 15 you can join the IT Helpdesk open Zoom room (9 am to 4 pm). The IT Helpdesk will be closed over the weekend of October 16 and 17.

Instructions for how to report time worked, request vacation, or approve time and leave are available on the ctcLink website

MANAGERS TO DO LIST
You will need to approve timesheets and absence requests by Friday, October 15, by 3:00 p.m. Time and absence submitted by employees is not immediately available to you to approve in Manager Self-Service. There is a process that needs to run that moves submitted time to the manager to be approved. This typically happens overnight, but can happen during the day when HR and Payroll run the necessary process manually. Be sure to check Manager Self-Service often for any needed approvals.

Instructions for timesheet approval are available on the ctcLink website, under Manager/Supervisor – Approve Time and Assign Schedules.
Instructions for absence approvals are available on the ctcLink Reference Center, under 9.2 Approving or denying an absence request.

EMPLOYEES TO DO LIST
As this is the first pay period in ctcLink, please submit your timesheets early, by Thursday, October 14, by 3:00 p.m.

PAYROLL REMINDER
Time worked for Hourly, Student Employees, Classified, and overtime-eligible Exempt employees, since October 1st, needs to be approved by 3:00 pm on Friday, October 15. Late timesheets and absence requests cannot be processed for this payroll.

EMPLOYEE IMMUNIZATION RECORDS
Please do not enter your vaccination data into ctcLink. Attestation and verification information from the Legacy system will be converted to ctcLink on Friday. All verifications from Thursday, October 7 to present are being manually tracked and will be entered once the Legacy data has been converted.

BUDGET INFO AND FINANCE PROCESSES

Keep Using FMSQuery for Data through September: The September accounting month was closed in the FMS system. FMSQuery remains your best current source of information for your current budget, expenditures, and revenue information through September. (Sidenote: FMSQuery information is being retained, and archived, and will not disappear).

Credit Cards: Credit Card purchases can tentatively resume on October 25.

Purchasing Requisitions: Purchasing requisitions can resume on October 25^th. Please do not submit these early. Your patience is appreciated. How To guidesfor submitting Purchase Requisitions into the new system can be found on the ctcLink Employee How-To Page and on the Business Office Portal, under ctcLink Documents & Information. This guide also includes directions on how Budget Managers approve those requisitions in the new system.

Travel & Expense Reimbursements: The Business Office will begin to review travel and expense reimbursement submissions starting October 25^th. Again, Directions on creating these documents and Supervisor and Budget Manager approval of these documents, is available on the ctcLink Employee How-To Page and on the Business Office Portal, under ctcLink Documents & Information.

PLEASE HAVE PATIENCE
Staff across the colleges are working intensely on critical activities for getting out our first payroll in ctcLink, and getting ready to resume normal financial activities. If it’s not a critical need, we continue to appreciate your patience over the next few weeks.