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Employee How-Tos…

Employee Self-Service Tutorials and Help Resources

On October 11, 2021, Skagit Valley College moved to a new system for student and employee self-service. This new system, called ctcLink, changes the way we do all our college business. This web page was designed to help guide employees in completing some essential tasks based on your role and department.

Click on the accordion box under the appropriate category for step-by-step instructions.

You only need to activate your account once. Remember to write down your new ctcLink ID (EMPLID). Here are Step-by-Step Directions (links open new tabs):

Change or Update Employee Information

Change My Home Address

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)


Related Training Courses – Enroll here

  • ES100 HCM Employee Self-Service

Change My Work and/or Home Phone Number

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)

Related Training Courses – Enroll here

  • ES100 HCM Employee Self-Service

Add or Change My Emergency Contact Information

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)

Related Training Courses  – Enroll here

  • ES100 HCM Employee Self-Service

Update My Direct Deposit Information

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

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

Related Training Courses – Enroll here

  • ES100 HCM Employee Self-Service

Update My Tax Withholding Information (W4 Form)

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

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

Related Training Courses – Enroll here

  • ES100 HCM Employee Self-Service 

Update My Employee Ethnicity Information

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)

Related Training Courses – Enroll here

  • ES100 HCM Employee Self-Service 

Request a Preferred Name

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

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

Related Training Courses – Enroll here

  • ES100 HCM Employee Self-Service 

Employee Time and Leave Reporting

Request Vacation, Sick, or Other Leave – Staff

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

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

Videos

Related Training Courses – Enroll here

  • ES100 HCM Employee Self-Service 

Request Leave and Absences – Faculty

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 

View Your Leave Balances

Employees can directly view their own leave balances.

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

Related Training Courses – Enroll here

  • ES100 HCM Employee Self-Service 

Report Time Worked – Hourly and Student Employees

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)

Related Training Courses – Enroll here

  • ES100 HCM Employee Self-Service 

Report Time Worked – Hourly and Student Employees (Multiple Languages courtesy of Seattle Colleges)

Report Time Worked – Classified Employees

Classified employees will use ctcLink to report their time worked. 

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

Videos

Related Training Courses – Enroll here

  • ES100 HCM Employee Self-Service 

Report Time Worked – Classified Employees (Multiple Languages courtesy of Seattle Colleges)

Manager/Supervisor – Approve Time and Assign Schedules

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

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

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

Manager/Supervisor – Delegate Authority for Timesheets

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:

Related Training Courses – Enroll here

  • MS100 HCM Manager Self-Service

Business Office Self-service

Understanding the Chart of Accounts

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

Create a purchasing requisition – Goods/Service yet to be purchased

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

Accounts Payable Payments – Goods/Service already received

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 (Purchase-card) reconciliation

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

And use this form:

Travel and Expenses

Before any employee can submit for Travel Reimbursements in ctcLink, the first step is to 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 Out-of-State Travel 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.

Query Viewer

Here are instructions for using the Query Viewer:

Here is a useful list of queries available in PeopleSoft:

Budget Manager Trainings

Here is an orientation to managing your budget in PeopleSoft:

Here are the recommended queries for Budget Managers: