Employee Tutorials2022-05-19T15:14:03+00:00

Employee Tutorials & Resources

This new system, called ctcLink, changes the way we do all our college business. This web page was designed to help guide employees in completing some essential tasks based on their role and department. These resources will help you answer the questions that start with: “How will I…?”

Click on the accordion box under the appropriate category for step-by-step instructions. Note: we will continue to add and refine information as it is developed.

Activate Your Account

You must use the Full Site to activate your ctcLink account.

Do not try to activate using the mobile version.

Activate Your ctcLink Account
  • If you have already received a ctcLink ID number from another college and activated your account with them:
    • You do not need to activate your account again or receive a new number
    • Use your existing number

How to Activate Your Account and More Tutorials

ctcLink ID Lookup Tool
Activate ctcLInk Account
Reset ctcLink Password

Account Activation

Activate your ctcLink Account2022-05-12T22:23:05+00:00

Activate your ctcLink Account

All returning students, staff, and faculty need to activate their new ctcLink account. 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 here:  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.

  • Click on "Activate Your Account" at the bottom of the login screen
  • 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.

    1. Enter Phone Number for text (SMS) option.
    2. 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&A2022-04-13T23:41:30+00:00

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.

Employee Time and Leave Reporting

Report Time Worked – Classified Employees2022-04-14T16:16:01+00:00

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 – Hourly and Student Employees2022-04-14T16:11:27+00:00

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
View Your Leave Balances2022-04-14T16:04:55+00:00

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
Request Leave and Absences2022-05-10T22:47:23+00:00

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.

Step-by-Step Directions (link opens a new tab)

Related Training Courses – Enroll here

  • ES100 HCM Employee Self-Service

Finance, Accounting, and Purchasing

Travel and Expenses2022-04-14T17:21:49+00:00

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.

Step by Step instructions for creating, reviewing and approving Travel Expense Reports can be found in this PowerPoint.

Submit an Invoice2022-05-10T22:51:40+00:00

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.  See Create a purchasing requisition for more information.

Related Training Courses – Enroll here

  • PU100 Purchasing: Requisitions
  • PU101 Purchasing: Purchase Orders
  • PU102 Purchasing: Receipts and Maintenance
  • PU103 Purchasing: P-Card
Create a purchasing requisition – Goods/Service yet to be purchased2022-05-10T22:54:44+00:00

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.).
  • 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
Copying a Requisition2022-04-14T17:23:42+00:00

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.

Step-by-Step Directions (link opens new tab)

Purchasing using a P-Card2022-04-14T18:20:27+00:00

Learn more about purchasing using a P-Card.

Step-by-Step Directions (link opens new tab)

Manager Self Service

Approve Leave Requests2022-04-14T16:39:17+00:00

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

Step-by-Step Directions

Related Training Courses: Enroll here

  • MS100 HCM Manager Self-Service
Manager/Supervisor – Delegate Authority for Timesheets2022-04-14T18:22:52+00:00

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:

Related Training Courses – Enroll here

  • MS100 HCM Manager Self-Service
Manager/Supervisor – Approve Timesheets and Assign Work Schedules2022-04-14T16:41:17+00:00

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 15th day of month
16th to end of month 10th day of month 30th 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)

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.

Related Training Courses – Enroll here

  • MS100 HCM Manager Self-Service

Human Resources

Faculty Workload and Moonlight Contracts2022-04-14T17:55:13+00:00
ctcLink has a built-in process for initiating pay for part-time teaching assignments called ‘Faculty Workload’ or FWL.
Step-by-Step Directions (link opens new tab)

Resources

ctcLink Reference Center2022-04-14T18:06:42+00:00

Reference to resources for ctcLink.

Listservs2022-04-14T17:23:00+00:00

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
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