Employee Tutorials

When you activate your account, you will be assigned a ctcLink ID number (called EMPLID in the new system) and you will need to create a password. Be sure to write down your new number when you get it and keep it in a safe place.

You can locate your new EMPLID using the ctcLink User ID (EMPLID) Lookup 

If you activated your account and did not write down your new ctcLink ID, see the recovery instructions in this section of tutorials.

• Step 1
  Navigate to the Activate Your Account page from your college’s website.
• Step 2
  Select the Activate Your Account link.
• Step 3
  Enter your First Name and Last Name. Please make sure you have entered your name correctly. (If your legal name is a single name—such as Pran, Madonna or Nani – you must enter a hyphen (-) in the First Name field and enter your single name in the Last Name field.)
  
  Enter your Date of Birth (MM/DD/YYYY) as shown or use the calendar icon.Enter either your ctcLink ID or SID.
• Step 4
  Select the Security Question from the drop-down menu. (At least 6 letters long.  You only need to select one question.)
• Step 5
  Provide the Answer to your security question.
• Step 6
  Additional Account Recovery options are located in the Account Recovery box.
  Enter Phone Number for text (SMS) option.
  Enter Phone Number for voice option.
• Step 7
  Create a password and confirm it. Click “submit.”
• Step 8
  Write down your new ctcLink ID. The account is now activated. Close your browser. Open your browser again and login with your new ctcLink ID and password.

Account Activation Q&A

Q: How will I get my new ctcLink ID number?

A: For faculty or returning students, you get your new ctcLink ID number (called EMPLID in the system) when you activate your ctcLink account. Be sure to write down your new number when you get it and keep it in a safe place.  You can locate your new EMPLID here:  Find your ctcLink EMPLID

Q: Will the ctcLink ID number replace my SID?

A: Yes, if you previously had a SID your ctcLink ID number replaces your old SID.

 Q: Will my ctcLink password be the same as my Yakima Valley College network login? 

A: While this is a possibility for the future, right now employees and students should anticipate having a unique password for the ctcLink system. To log in, use your ctcLink ID number (EMPLID) and a password. The EMPLID replaces your SID.

Q: What if I already have a ctcLink ID number from another college?

A: If you have already received a ctcLink ID number from another college, you do not need to activate your account or receive a new number. The ctcLink ID number you already have is what you will use.

Q: What if I’m an instructor and also a student or staff member?

A: The “applications” you will see in your ctcLink access correspond to your roles at Yakima Valley College. Important note: the contact information you enter through the “Personal Details” tile in Employee Self Service will override the contact information you enter through the “Profile” tile in Student Self Service.

Q: Will new employees be active in ctcLink before their first day?

A: Human Resources do most of the set-up for new employees before their first day, but employees themselves must enter key pieces of information (including selecting a password and setting security questions) to activate their ctcLink accounts. For most employees, account activation will occur during the first day on the job.

Classified employees will use ctcLink to report their time worked.

Step-by-Step Directions:

• Reporting Time Using Report Time/Enter Time (Courtesy Skagit Valley College)
• Enter-Time for Classified, Exempt, and Overtime Eligible (Courtesy Skagit Valley College)
• Time Reporting Troubleshooting, Tips and Tricks (Courtesy Skagit Valley College)
• Spanish – Cómo deben reportar las horas trabajadas los empleados clasificados(Courtesy Seattle Colleges)

Videos:

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

Enroll for Related Training Courses - 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)

• Reporting Time Using a Timesheet
• How to Report Time for Hourly Employees (Courtesy Skagit Valley College)
• How to Report Time Worked for Student Employees (Courtesy Skagit Valley College)
• Time Reporting Troubleshooting, Tips, and Tricks (Courtesy Skagit Valley College)
• Spanish – Cómo informar el tiempo trabajado para los empleados por hora (Courtesty Seattle Coleges)
  
  

Enroll for Related Training Courses - ES100 HCM Employee Self Service

Employees can directly view their own leave balances.

How to View Abscence Balances

Enroll for Related Training Courses - 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 from the 16th to the end of the month need to be reported by the last day of the month.

How to Request Leave and Abscences

Enroll for Related Training Courses - ES100 HCM Employee Self Service

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.

To submit an invoice for payment, a requisition will need to be submitted for approval.  Be sure to attach the invoice to the requisition before sending it for approval. 

Submit a Billing Invoice for Approval

Related Training Courses – Enroll here

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

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.).
  • Step-by-Step Directions (link opens new tab) Create a Requisition
• Two: Budget Manager needs to approve the Requisition. Budget Managers need to monitor and review their “approvals” daily in ctcLink.
• Three: The Business Office Purchasing 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
  • PU101 Purchasing: Purchase Orders
  • PU102 Purchasing: Receipts and Maintenance
  • PU103 Purchasing: P-Card

One of the easiest ways to create a new purchasing requisition in ctcLink is to copy an existing one.  You can select an existing requisition to copy regardless of its status.

How to Copy a Requisition

Learn more about purchasing using a P-Card.

How to Purchase Using a P-Card

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

How to Approve Abscence Requests

Enroll for 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

Enroll for MS100 HCM Manager Self-Service

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:

• 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)

• How to Approve Payable Time as a Manager/Supervisor (Courtesy Skagit Valley College)
• How to Assign Work Schedules as a Manager/Supervisor (Courtesy Skagit Valley College)

Please remember that the time and leave system runs nightly at 3:00 a.m, 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 a.m., 1:00 p.m., and 4:00 p.m. A notification will be sent to your Manager self-service when the timecard is ready to approve.

Enroll for MS100 HCM Manager Self-Service

•  Accepting/Rejecting a Contract in the Faculty Center
• Processing Non-Instructional Faculty Workload
• Regenerate a Contract Using Maintain Faculty Workload (Online)
• Visit Reference Center for More Details Instructor for Teaching a Class as a Part-Time or Moonlight Assignment

Reference to resources for ctcLink.

• Reference Center for ctcLink

The following listservs offer resources and perspectives on specific areas of interest. Click on the links to subscribe.

• ctcLink News – Subscribe to the ctcLink Connect blog
• ctcLink Mobile – Information about mobile upgrades, fixes, downtimes
• ctcLinkCSSupport – Campus Solutions (CS) – Academic Advisement, Campus Community, Campus Self-Service, Financial Aid, Recruiting and Admissions, Student Financials, Student Records
• ctcLinkSME_FIN – Finance (FIN) – Accounts Payable, Accounts Receivable, Billing, Commitment Control, Expenses, Financials, General
• ctcLinkFinAidSupport – Financial Aid (FA) – Assessing Eligibility, Authorizing/Disbursing Aid, Awarding and Packaging/Repackaging, Direct Loans, Disbursement, Federal Applications, Pell, Perkins, Return of Title IV Funds, Satisfactory Academic Progress, Self-Service, Work-Study
• ctcLinkSME_StuFin – Student Financials (SF) – Billing, Cashiering, Collections, Fee & Tuition Calculation, General Ledger Interaction, Payment Plans, Refunds, Student Receivables, Tax Forms
• ctcLinkSME-HCM – Human Capital Management (HCM)  – Absence Management, Benefits, Payroll, Employee Self-Service, Faculty Workload, Manager Self-Service, Talent Acquisition Management – Recruiting, Time and Labor, Workforce Administration
• ctcLinkSME-rpt – General Reporting  – Reporting tools and functionality, query training and development (if you completed the first query training course you are already subscribed)
• ctcLink-Coding – General Coding
• ctcLink-Security  – ctcLink Security
• ctcLink-OAAP –  Online Admissions Application Portal Admins