ctcLink Employee Resources

Use the Personal Details tile to view and update personal information such as addresses, phone numbers and emergency contacts in ctcLink.

• Manage Personal Information in Employee Self Service

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.

• Update Home and Mailing Address

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.

• Add or Update Phone Number

Add or Update 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. 

• Add or Update Emergency Contact Information

Add or Update My Direct Deposit Information

ctcLink allows employees to directly add a direct deposit account to have their paycheck directly deposited. If no direct deposit information is added, ctcLink will create an account with U.S. Bank and your payment will be mailed to you on a FOCUS debit card.

• Adding a Direct Deposit Account
• Verify Your Bank Routing Number in Employee Self-Service

Add or Update My Tax Withholding Information (W-4 Form)

ctcLink allows employees to directly set or update their W-4 Tax Withholding information.

• W-4 Withholding

Add or Withdraw my Consent to an Electronic W-2

ctcLink allows employees the option to submit or withdraw your concent to receive electronic W-2 forms.

• W-2 Electronic Consent

Add or Update My Race or Ethnicity Information

ctcLink allows employees to directly update their own race or 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.

• Add or Update Ethnicity

Request a Preferred Name

ctcLink allows employees to request the addition of a preferred name.  Please email HR if you requested a preferred name through ctcLink because it is not an automated process.

• Requesting Preferred Name

Request Vacation, Sick or Other Leave - Hourly, Student and Staff

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

• 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.

• Submit an Absence Request
• Change or Cancel an Absence Request

Request Sick, Personal Leave or Other Leave - 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.

• How to Request Leave and Absences for Faculty
• Change or Cancel an Absence Request

Check Leave Balances

Employees can directly view their own leave balances.

• Absence Balances

Enter Time Worked - Hourly & Student

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.

• Entering Time - Hourly Employee
• Entering Time - Student Employee

Enter Time Worked - Overtime-Eligible Classified & Overtime-Eligible Exempt

Overtime-eligible classified and overtime-eligible exempt employees use ctcLink to report their time worked. 

• Entering Time - Overtime-Eligible Classified or Overtime-Eligible Exempt Employees
• Exempt employees normally do not report time worked, unless you have been designated as overtime eligible. If working less than full time for the week (40 hours for most), an absence request (sick, vacation, leave without pay, etc.,) must be submitted.

Enter Time When There is a Holiday

For overtime-eligible classified and overtime-eligible exempt employees, it is important to follow the following guidelines for entering time on a holiday (contact HR if you have questions):

• under construction

Process Travel & Expense

ctcLink includes processes for travel and expenses. 

• Creating a ctcLink Travel Authorization
• Set up Transportation ID for Travel Mileage
• Creating Expense Report from Travel Authorization
• Approving Travel Authorizations
• Approving Expense Reports
• Travel and Expense Delegation of Authority to Approve
• Create an Expense Report for Non-Travel Reimbursement

Process Requisitions

ctcLink includes a built-in process for creating requisitions and routing it for approval. 

• Creating a Purchase Requisition
• Perform Requisition Budget Pre-Check
• Review and Update an Existing Requisition
• Copying a Requisition
• Submitting Requisitions for Approval
• Process Approvals for Requisitions
• Perform Requisition Budget Check
• Reopening a Closed Requisition

Approve Timesheets

Managers need to approve timesheets (aka payable time) for their classified, overtime-eligible exempt, hourly, student employees (and volunteers). Hourly and student employees are only paid for time reported through ctcLink and that their manager approves.

Deadlines:

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.
  
  
• Approve Payable Time (Fluid) 
• Approve Payable Time as a Manager / Supervisor

Approve Leave Requests

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

• Approve Absence Request (Fluid)

Pay an instructor for Teaching Part-time or Moonlight Assignment(s)

ctcLink has a built-in process for initiating pay for part-time teaching assignments called ‘Faculty Workload’ or FWL. This process allows instructor to view and sign their employment agreements online. 

For training on this process, please contact Cecilia Escobedo, Director of Instructional Services.

View an part-time faculty or Moonlight Employment Agreement (AKA Contracts)

Contracts for part-time faculty and moonlight positions are no longer printed and mailed to instructors. (Full-time faculty contracts will continue to be mailed.) This guide will show you how to view and accept or rescind your contract(s) in ctcLink.

• How to View and Accept Faculty Contracts

Search for Classes

This documentation guide faculty through how to search for classes.

• How to Search for Classes

Find Class Rosters

This documentation guide faculty through how to search for class rosters.

• How to Find a Class Roster

Enter Grades

This documentation guides faculty through entering grades in ctcLink.

• View Canvas module on how to enter grades
• Entering Grades

View Student Holds

This documentation will show you how to view student holds.

• View Student Hold

Grant Class Permissions

This documentation will show you how to grant class permissions.

• Granting Class Permissions

Process No Show Drop & Drop for Un-met Prerequisites

This documentation will show you how to process no show drops and drop for unmet prerequisites.

• No Show Drop Process and Drop for Unmet Prerequisites

View Waitlists

This documentation will show you how to view waitlists.

• Viewing Waitlist

View Teaching Schedule

This documentation will show you how to view your teaching schedule. The video will also explain how to locate your class roster and grade roster.

• View Teaching Schedule

Advising Resources

• Add an Advising Note
• How to View & Assign a Permission Code
• View Academic Advisement Report
• View and Notify Advisees
• View Unofficial Student Transcript and Course History
• View Student Enrollment Status

Code Courses, Programs and Students in ctcLink