Employee How-Tos…

• Amharic – የግልዎን የctcLink አካውንት ያስጀምሩ
• Arabic – قم بتنشيط حسابك على ctcLink
• Chinese (simplified) – 激活您的 ctcLink 帐户
• Chinese (traditional) – 啟動您的 ctcLink 帳戶
• Khmer – បើកដំណើរការគណនី ctcLink របស់អ្នក
• Korean – ctcLink 계정 활성화
• Russian – Как активировать учетную запись ctcLink
• Serbian – Aktivirajte svoj ctcLink nalog
• Somalii – Ka shaqeysii akoonkaaga ctcLink
• Spanish – Active su cuenta de ctcLink
• Swahili – Amilisha akaunti yako ya ctcLink
• Tagalog – I-activate ang iyong ctcLink account
• Tigrinya – ናይ ሲቲሲሊንክ ሕሳብካ ኣበራብሮ
• Vietnamese – Kích hoạt tài khoản ctcLink của bạn

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)

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)

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)

• Employee Timesheet Submission & Deadlines
• How to Report Time for Hourly Employees
• How to Report Time Worked for Student Employees
• Time Reporting Troubleshooting, Tips, and Tricks

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)

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

Managers will use ctcLink to approve payable time and assign employee schedules. 

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

• How to Approve Payable Time as a Manager/Supervisor
• How to Assign Work Schedules as a Manager/Supervisor

Please remember that the time and leave system runs nightly at 3:00 am, so you will not see changes for timesheets and absence requests until the next day. On the last business day of the pay period, the time and leave process is run at 11:00 am, 1:00 pm and 4:00 pm. A notification will be sent to your Manager self-service when the timecard is ready to approve.

Related Training Courses – Enroll here

• MS100 HCM Manager Self-Service

If you will not be available to approve your employee’s timesheets on time, please delegate another supervisor or someone within your department to approve timesheets in your absence. Here are links to instructions:

• Creating a Delegation Request
• Accepting/Rejecting a Delegation Request

Related Training Courses – Enroll here

• MS100 HCM Manager Self-Service

Some budget numbers stay the same, some are different. Learn about the changes with this short PowerPoint.

After you are familiar with the process, you can download this spreadsheet to find your new Chartstring using your old budget numbers.

Remember: all Skagit Valley College business transactions use:

• Business Unit = WA040
• Operating Unit = 7040

Related Training Courses – Enroll here

• EX100 Travel & Expenses: General User
• EX101 Travel & Expenses: Approver

To purchase an item, you must complete the following steps:

• One: Create Purchase Requisition. Enter the requisition into ctcLink and attach your supporting documents (quotes, W-9 form from the vendor, etc.). Use this Guide:

• Two: Budget Manager needs to approve the Requisition. Budget Managers need to monitor and review their “approvals” daily in ctcLink.
  
• Three: The Business Office Purchase Department will turn the approved Requisition into a Purchase Order (PO).
  
• Four: Once the goods are received, the PO is turned into an electronic Voucher for the Accounts Payable team to pay the vendor.

Related Training Courses – Enroll here

• PU100 Purchasing: Requisitions

For payments not requiring a Purchase submitted to a Vendor (employee reimbursements, payments on an SVC Contract, invoices for services, etc), please submit this form to Account Payable in the Business Office.  Please also attach supporting documentation and vendor invoices.

The Business Office will verify the budget coding and initiate a Voucher in the ctcLink System.  Once the Voucher is entered in the new system, it will be electronically routed to the Budget Manager for approval. 

Visa reconciliation does not use ctcLink, but the procedures have changed. Use this guide.

And use this form:

Before any employee can submit for Travel Reimbursements in ctcLink, the first step is to have the IT helpdesk set up your Traveler Profile and add your mode of Transportation in ctcLink.  You will only have to do this once. 

• Travel Authorizations are required for all Domestic and International Travel, before the travel dates.  A Travel Authorization should be completed in the ctcLink system. (This replaces our old Out-of-State Prior approval paper forms.)
• Expense Reports are created after returning from travel, either to request reimbursements for expenses, or to clear a cash advance. An Expense Report should be completed in the ctcLink system.
• Once a Traveler submits Travel Documents for approval, the employee’s Supervisor and the Budget Manager for the Chartfield must approve the documents before they are paid by Accounts Payable.

Detailed instructions for all aspects of Travel and Expenses can be found in the CtcLink Reference Center.

Step by Step instructions for reviewing and approving Travel Authorizations (for Out of State travel) can be found in this PowerPoint.

Step by Step instructions for creating, reviewing and approving Travel Expense Reports can be found in this PowerPoint.

Here are instructions for using the Query Viewer:

Here is a useful list of queries available in PeopleSoft:

Here is an orientation to managing your budget in PeopleSoft:

Here are the recommended queries for Budget Managers: