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:
- Campus Solutions
- Finance
- Financial Aid
- Human Capital Management
- Self Service
- Student Financials
- Service Desk
- Other Resources
Below, click on the accordion box under the appropriate category for step-by-step instructions for some commonly used tasks in WarriorLink. Note: we will continue to add and refine information as it is developed. Check back often as you need help.
Activate My WarriorLink Account
You only need to activate your account once. Remember to write down your new WarriorLink ID (EMPLID). Note: those who activated accounts in test environments prior to WarriorLink go-live must reactivate. Your WarriorLink ID (EMPLID) will be the same.
Step-by-Step Directions (links open new tabs):
Change My Home Address
WarriorLink 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
WarriorLink 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
WarriorLink 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
WarriorLink 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)
WarriorLink 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
WarriorLink 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
WarriorLink 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
Request Vacation, Sick, or Other Leave – Staff
WarriorLink Self-Service has a process for employees to request leave.
Step-by-Step Directions (link opens new tab)
Videos
- Clark College, already using the WarriorLink system, has created a video on Requesting and Cancelling Absences
Related Training Courses – Enroll here
- ES100 HCM Employee Self-Service
Request Leave and Absences – Faculty
WarriorLink 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 WarriorLink 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 WarriorLink to report their time worked.
Step-by-Step Directions (link opens new tab)
Videos
- Clark College, already using the WarriorLink system, has created a clear, short video on Reporting Regular Time as a classified employee.
Related Training Courses – Enroll here
- ES100 HCM Employee Self-Service
Report Time Worked – Classified Employees (Multiple Languages)
Courtesy of Seattle Colleges
- Amharic – ልዩ ሰራተኞች የሰሩባቸው ሰዐቶች እንዴት ሪፖርት እንደሚደረጉ
- Arabic – كيفية الإبلاغ عن وقت عمل الموظفين المصنفين
- Chinese (simplified) – 如何报告分类员工的工作时间
- Chinese (traditional) – 如何報告分類員工的工作時間
- Farsi – نحوه گزارش مدتزمان کار برای کارمندان طبقهبندی شده
- Khmer – របៀបរាយការណ៍ពីចំនួនម៉ោងដែលបានធ្វើការសម្រាប់បុគ្គលិកតាមចំណាត់ថ្នាក់
- Korean – 비교육직 직원 근무 시간 보고 방법
- Russian – Как указать отработанное время категорийным сотрудникам
- Serbian – Kako prijaviti vreme rada za radnike koji se plaćaju prema broju radnih časova
- Somali – Sida Loo soo Gudbiyo Waqtiga Ay shaqeeyeen Shaqaalaha aan lahayn takhasus xirfadeed
- Spanish – Cómo deben reportar las horas trabajadas los empleados clasificados
- Swahili – Jinsi ya Kuripoti Saa Zilizofanywa Kazi kwa Waajiriwa Walioainishwa
- Tagalog – Paano Mag-ulat ng Oras na Iginugol sa Trabaho para Mga Classified na Empleyado
- Tigrinya – ምዱባት ሰራሕተኛታት ንዝሰርሕዎ ሰዓታት ጸብጻብ ብኸመይ ከም እትጽብጽብ
- Vietnamese – Cách báo cáo thời gian làm việc cho nhân viên được phân loại
Request a Preferred Name
WarriorLink 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 WarriorLink (Faculty Center, MySchedule, Class Roster, Grade Roster, and more).
Finance, Accounting, and Purchasing
Create a Purchase Requisition
WarriorLink 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
WarriorLink 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. WarriorLink 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 WarriorLink
As part of the move to WarriorLink, budget numbers will change.
Please see the WarriorLink Finance Data Guide to understand the new WarriorLink budget number structure.
Human Resources
Pay an Instructor for Teaching a Class as a Part-time or Moonlight Assignment
WarriorLink 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 WarriorLink 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/WarriorLink?
There are state-wide guidelines for how different course, programs, and students are coded within WarriorLink. 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?)
WarriorLink 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 WarriorLink 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 WarriorLink Screens and Go Faster
In WarriorLink, 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)