ctcLink for Staff

Instructions can be found here: Activating Your ctcLink Account

• 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: Update Home and Mailing Address
  Related Training Courses: ES100 HCM Employee Self-Service (enroll here)
• 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: Add/Update Phone Number
  Related Training Courses: ES100 HCM Employee Self-Service (enroll here)
• 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: Add/Update Emergency Contact Information
  Related Training Courses: ES100 HCM Employee Self-Service (enroll here)
• 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: Adding a Direct Deposit Account
  Related Training Courses: ES100 HCM Employee Self-Service (enroll here)
• Update My Tax Withholding Information (W4 Form)
  ctcLink allows employees to directly set or update their W4 Tax Withholding information.
  Step-by-Step Directions: W-4 Withholding
  Related Training Courses: ES100 HCM Employee Self-Service (enroll here)
• 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: Add/Update Ethnicity
  Related Training Courses: ES100 HCM Employee Self-Service (enroll here)
• Request a Preferred Name
  ctcLink allows employees to request the addition of a preferred name.
  Step-by-Step Directions: Requesting Preferred Name
  Related Training Courses: ES100 HCM Employee Self-Service (enroll here)

• Request Vacation, Sick, or Other Leave – Staff
  ctcLink Self-Service has a process for employees to request leave.
  Step-by-Step Directions: How to Request Leave and Absences
  Videos: Clark College, already using the ctcLink system, has created a video on Requesting and Cancelling Absences
  Related Training Courses: ES100 HCM Employee Self-Service (enroll here)

• View Your Leave Balances
  Employees can directly view their own leave balances.
  Step-by-Step Directions: Absence Balances
  Related Training Courses: ES100 HCM Employee Self-Service (enroll here)

• Report Time Worked – for Temporary Part-time 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: How to Report Time Worked for Temporary Part-Time Hourly and Student Employees
  Related Training Courses: ES100 HCM Employee Self-Service (enroll here)

• Report Time Worked – for Classified Employees
  Classified employees will use ctcLink to report their time worked.
  Step-by-Step Directions: 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: ES100 HCM Employee Self-Service (enroll here)

• Approve Timesheets
  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.
  Deadlines:

  Pay Period	Normal Pay Date	Timesheet Deadline
  1st to 15th of month	25th day of month	16th day of month
  16th to end of month	10th day of month	1st day of month

  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: Approve Payable Time (Fluid)
  Related Training Courses: MS100 HCM Manager Self-Service (enroll here)

• Approve Leave Requests
  Managers need to approve employee leave requests. Unapproved leave requests will not be debited from the employees leave balance.
  Step-by-Step Directions: Approve Absence Request (Fluid)
  Related Training Courses: MS100 HCM Manager Self-Service (enroll here)

• Change and Update Employee Work Schedule
  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: Assign Work Schedule (Fluid)
  Related Training Courses: MS100 HCM Manager Self-Service (enroll here)

• Create a Purchase Requisition
  ctcLink includes a built-in process for creating a purchase requisition and routing it for approval.
  How to Guide: Purchase Requisition
  Related Training Courses: PU100 Purchasing: Requisitions, PU101 Purchasing: Purchase Orders,  PU102 Purchasing: Receipts and Maintenance,  PU103 Purchasing: P-Card (enroll here)

• Create a Travel Authorization
  This business process is not changing immediately. ctcLink includes a travel authorization and approval process, however Big Bend is not implementing this process until early 2022. If you need to travel on college business, please contact the Business Office.

• Understand My Budget Coding in ctcLink
  As part of the move to ctcLink, budget Coding will change. The Business Office will still have access to historical information through FMSQuery. Use the Crosswalk Tool to see your new budget coding in ctcLink.  As you have additional questions, please reach out to the Business Office.

• How are courses, programs, and students coded in PeopleSoft/ctcLink?
  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.
• Run a Report (What’s happening with Data Express?)
  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 the 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)
• Customize My ctcLink Screens and Go Faster
  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:
  • Adding Favorites
  • Setting User Defaults