Employee Self-Service Tutorials and Help Resources

This web page was designed to help guide employees in completing essential tasks based on their role and department. These resources will help answer the questions that start with “How will I…?” or “How do I…?”

For a comprehensive list of “how to” items, visit the SBCTC’s {ctcLink} Reference Center.
This reference center provides more in-depth specific help guides for:

Below, click on the accordion box under the appropriate category for step-by-step instructions for some commonly used tasks in ctcLink. Note: we will continue to add and refine information as it is developed. Check back often as you need help.

Activate My ctcLink Account

You only need to activate your account once. Remember to write down your new ctcLink ID (EMPLID). Note: those who activated accounts in test environments prior to ctcLink go-live must reactivate. Your ctcLink ID (EMPLID) will be the same.

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 – 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

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

Faculty Processes

Faculty peers at Seattle Colleges have developed a series of video tutorials along with supporting reference documents and guides that offer more in-depth, specific training on the course management features of ctcLink (Faculty Center, MySchedule, Class Roster, Grade Roster, and more).

Finance, Accounting, and Purchasing

Create a Purchase Requisition

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

How to Guide: Create Purchasing Requisitions

Related Training Courses – Enroll here

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

Submit an Invoice

ctcLink includes a process to submit an invoice to be paid by District Accounts Payable (AP).

How to Guide: None available

Related Training Courses – Enroll here

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

Work with PCARD Reconciliation, Reallocation, and Use Tax

Seattle Colleges have recorded a training session that walks through PCard reconciliation. This training is led by Miguel Gatmaytan, from Seattle Colleges Purchasing.

Create a Travel Authorization

This business process is not changing immediately. ctcLink includes a travel authorization and approval process, however Seattle Colleges is not implementing this process until Summer 2021.

If you need to travel on college business, please contact your college/district Travel Coordinator.

Understand My Budget Numbers in ctcLink

As part of the move to ctcLink, budget numbers will change.

Please see the ctcLink Finance Data Guide to understand the new ctcLink budget number structure.

Human Resources

Pay an Instructor for Teaching a Class as a Part-time or Moonlight Assignment

ctcLink has a built-in process for initiating pay for part-time teaching assignments called ‘Faculty Workload’ or FWL. This process replaces the Additional Assignment eForm and the mass contracting process.

Related Training Courses – Enroll here

  • FW100 Faculty Workload
  • FW200 Intermediate Faculty Workload

Manager Self-Service

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 and that their manager approves.

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 (link opens new tab)

Related Training Courses: Enroll here

  • MS100 HCM Manager Self-Service

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 (link opens new tab)

Related Training Courses: Enroll here

  • MS100 HCM Manager Self-Service

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 (link opens new tab)

Related Training Courses: Enroll here

  • MS100 HCM Manager Self-Service

Student Services

How are courses, programs, and students coded in PeopleSoft/ctcLink?

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 statewide report library, however the ability to run reports is based on pillar-specific security permissions.

Resources

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 (link opens new tab)