Key Dates, Events, and Timeline

On Monday, May 9, 2022, Yakima Valley College will move to a new data system called ctcLink.  There is plenty of work to do before the launch of ctcLink and after.  The following sections of information are key dates related to various audiences.   For detailed ctcLink information and the most recent updates, see the statewide project timeline website.

Student Key Dates

For the full list of quarterly dates, please see the Important Dates on the website.

Spring Quarter 2022 – ctcLink GoLive Quarter

  • 02/07/22 Spring Quarter class schedule available on Student Portal
  • 03/01/22 Tuition payment deadline by 3:30 p.m. for those registered on or before 03/01/22
  • 03/29/22 Classes begin
  • 03/29/22 to 06/03/22 YVC will begin weekly communications with students about ctcLink
  • 04/04/22 Tuition payment deadline by 3:30 pm for those registered on or before 04/04/22
  • 04/04/22 Last day to withdraw with 100% refund
  • 04/15/22 Last day for Spring Quarter enrollment and registration changes. (By 3:30 p.m.)
  • 04/18/22 Last day to withdraw with 50% refund
  • 04/22/22 to 05/20/22 Financial Aid and scholarship disbursements will not occur between 04/22/22 and 05/20/22 due to ctcLink conversion. Financial aid applications will begin processing again on 05/23/22.
  • 04/22/22 Last day for student and department cashiering transactions. (By 3:30 p.m.)
  • 05/04/22 Legacy web admission application portal will close at 4:00 p.m. until new ctcLink Online Admission Application Portal (OAAP) opens on 05/23/22.
  • 05/05/22 Last day to withdraw without a “W”. Withdrawals received will be placed on hold and manually processed after May 23.
  • 05/09/22 to 05/20/22 ctcLink Deployment Weeks – Cashiering, Business Office, Purchasing, Enrollment & Registration, Admissions, and Financial Aid Offices are closed. Offices will be open on 05/23/22 to serve students and the college community. Instruction will continue as usual.
  • 05/12/22 Students look for email information about their new ctcLink ID and use  ctcLink to register for Summer 2022 and Fall 2022 and online training resources.
  • 05/19/22 Students are invited to activate their new ctcLink accounts.
  • 05/23/22 Admission and Registration offices reopen from 8:30 a.m.-3:00 p.m., M-Th.
  • 05/23/22 Summer and Fall Quarter class schedules are available in ctcLink. Find your registration time under “Enrollment Verification Date” in the “Manage Classes” tile.
  • 05/25/22 Advising Day for students using ctcLink. No day classes.
  • 05/31/22 Registration for Summer Quarter begins using ctcLink.
  • 06/01/22 Registration for Fall Quarter begins using ctcLink.
  • 06/03/22 Last day of classes Spring Quarter.
  • 06/03/22 Last day to apply on ctcLink and pay the admission fee for Summer Quarter 2022 admission for new, returning, and transfer full or part-time students seeking a degree or certificate.

Summer Quarter 2022 – 1st Quarter in ctcLink

  • 05/23/22 Summer and Fall Quarter class schedules are available in ctcLink.
  • 05/31/22 Summer Quarter registration is open in ctcLink.
  • 06/27/22 Classes begin
  • 06/28/22 Tuition payment deadline by 3:30 p.m. for Summer Quarter
  • 06/30/22 Last day to withdraw with 100% refund
  • 07/11/22 Last day to withdraw with 50% refund
  • 07/21/22 Last day to withdraw without a “W”
  • 08/16/22 Last day of classes

Fall 2022 – 2nd Quarter in ctcLink

  • 05/23/22 Fall Quarter class schedule available in ctcLink.
  • 05/23/22 Fall Quarter advance registration times are available in ctcLink for currently enrolled students.
  • 06/01/22 Registration for Fall Quarter begins using ctcLink.
  • 08/22/22 Tuition payment deadline by 3:30 p.m. for those registered on or before 08/22/22
  • 09/19/22 Classes begin
  • 09/23/22 Tuition payment deadline by 3:30 p.m. for those registered on or before 09/23/22
  • 09/23/22 Last day to withdraw with 100% refund
  • 10/07/22 Last day to withdraw with 50% refund
  • 11/10/22 Last day to withdraw without a “W”
  • 12/02/22 Last day of classes

Faculty Key Dates

For the full list of quarterly dates, please see the Important Dates on the website.

  • 03/28/22 Faculty training available in Canvas (All faculty and SuperUsers)
  • 04/15/22 All faculty users complete Debut training in Canvas
  • 05/09/22 Go Live begins (PAT non-active data only)
  • 05/09/22 to 05/20/22 ctcLink Deployment Weeks – Cashiering, Business Office, Purchasing, Enrollment & Registration, Admissions, and Financial Aid Offices are closed.
  • 05/23/22 Offices reopen to serve students and the college community. Instruction will continue as usual.
  • 05/11-12/22 SuperUsers afternoon workshops TBD
  • 05/13/22 Department Chair workshops (SuperUser support)
  • 05/16/22 All Faculty are invited to activate their ctcLink accounts. This allows Technology Services to focus support efforts primarily on assisting faculty May 16-18.
  • 05/16/22 to 05/22/22 Faculty workshops available live and remote TBD
  • 05/25/22 Spring Quarter Advising Day using ctcLink
  • 05/31/22 Registration for Summer 2022 and Fall 2022 begins using ctcLink
  • 06/03/22 Last day of Spring Quarter
  • 06/10/22 Deadline for Spring Quarter grade entry by faculty using ctcLink. Grades are due in Registration & Records Office by 4:00 p.m.

Key Dates for Employees – HR Related

  • 04/04/22 Last day for Spring contracts in PPMS.
  • 04/04/22 Last day to initiate position requests in NeoGov. These processes will open again on 06/01/22.
  • 04/15/22 Last day for HR processing or payroll changes (direct deposit, W4, etc.). No new employees will be processed from 04/16/22 to 06/01/22. All new employees will start 05/16 if they have not started by the April 1-15 pay period. This includes all employment types.
  • 04/15/22 All TLR timesheets to be submitted and approved for April 1-15 pay period using the current TLR system. Payroll will process timesheets on Monday, 04/18/22 8:00a. No late items/no hand-drawn checks.
  • 04/29/22 All TLR timesheets to be submitted and approved for April 16-30 pay period using the current TLR system. Payroll will process timesheets on Monday, 04/18/22 8:00a. No late items/no hand-drawn checks. Any late items will not be processed until the next payroll cycle.
  • 05/02/22 Last payroll processing in the Legacy system (right before GoLive).
  • 05/09/22 to 05/20/22 ctcLink Deployment Weeks – Cashiering, Business Office, Purchasing, Enrollment & Registration, Admissions, and Financial Aid Offices are closed. Offices will be open on 05/23/22 to serve students and the college community. Instruction will continue as usual.
  • 05/13/22 to 05/16/22 For the first time, all employees enter their time and leave for the May 1-15 pay period using ctcLink.
  • 05/19/22 First payroll processing using ctcLink.
  • 05/23/22 HR resumes normal services to the college community.

Key Dates for Employees – Business Office & Purchasing Related

ctcLink GoLive is during the normal fiscal year deadlines/cutoffs.  Some timelines are slightly shorter this fiscal year to accommodate the legacy system shutdown and conversion to ctcLink as well as fiscal year close.  Please review the dates closely and plan ahead for Spring Quarter and Summer Quarter.

February 2022

  • 02/15/22 Deadline/Last day for all furniture orders – delivery is taking longer this year (6-12 weeks)

March 2022

  • 03/14/22 Deadline/Last day for Amazon Pcard purchases – all items must be shipped no later than 3/17/22.
  • 03/14/22 Deadline/Last day for all purchase requisitions/expenditures – All funds.
  • 03/15/22 Deadline/Last day for payroll account distribution additions/changes for fiscal year (to be posted on the 03B payroll). To Budget Office by noon.
  • 03/17/22 Deadline/Last day for procurement card purchases – ALL CARDS, except for AP, Purchasing, and Travel. Items must be available and arrive on site before April 11.
  • 03/18/22 Deadline/Last day for budget transfers for the remainder of the year to Budget Office. The budget office will ensure they are posted by 3/25/22
  • 03/21/22 Deadline/Last day to process payroll transfers – All funds. Forms must be FULLY routed, with ALL signatures, and received in the Budget Office by this date. Budget Office will submit payroll transfers to Payroll by or before 9 a.m. on 3/28/22 for 03B Payroll. Any payroll transfers for work-study should be sent to Erin for review first. Tip: Review payroll expenses carefully weeks before this deadline. Submit payroll transfers early.
  • 3/28/22 Deadline/Last day for ALL open purchase orders to be used.  Items must be available and arrive on-site no later than 4/11/22.

IMPORTANT: Review your office supply needs weeks before this deadline – you will have no further opportunity to make purchases for the fiscal year.

April 2022

  • 04/05/22 Deadline/Last day to submit all travel documents for payment (must be fully signed and received by Travel Desk by 12 p.m.) – All funds for all travel up through 3/31/22. This includes stipends/redeposits of stipend funds from Grants and Contracts. Travel expenses after March 31 must be submitted immediately after travel. TEV’s received after 4/18/22 will be reimbursed after Go-Live (approximately the last week in May). The remaining travel expenses paid by ACH after Go-Live must be posted no later than June 23, 2022, so that expenses can be seen by departments. Any travel occurring from 6/20-30 will be paid by check for accruing purposes. Travel on July 1, 2022, will be expended from new fiscal year funds and resume reimbursement via ACH.
  • 04/08/22 Deadline/Last day for all AP Requisitions for payment of Invoices, Contract payments for services provided through 3/31/22. Must be submitted to the Business Office no later than 12 pm on 04/08/22.
  • 04/08/22 Deadline/Last day for all Student Stipend Requests for the remainder of the fiscal year must be submitted to the Business Office no later than 12 pm on this date.
  • 4/11/12 Deadline/Last day for all purchased items to arrive on site.
  • 04/15/22 Deadline for Financial Aid Reconciliation 2021-22 SUM, FALL, WIN before Go-Live. All records/funds for Financial Aid for 2021-22 fiscal year (for Summer, Fall, and Winter quarters) to be reconciled with zero discrepancies between awards and expenses. All funds must be reconciled, and all returns/draws completed year-to-date.
  • 04/18/22 Deadline/Last day to submit billing invoices to Accounts Receivable for facility rentals, contract billings, grant billings, etc.
  • 04/18/22 Deadline/Last day to submit petty cash reimbursement – All funds. Petty cash reimbursement requests received after 04/18/22 will be issued via direct deposit after Go-Live, approximately the last week of May. All remaining petty cash slips from July 1, 2021 – June 30, 2022, must be authorized/reimbursed prior to June 30, 2022. In July, we move to the new fiscal year; we cannot reimburse any prior year expenses. No exceptions.
  • 04/18/22 Last day for Revenue or Expense transfers to Business Office no later than 12 Noon. No further transfers will occur for the remainder of the fiscal year due to Go-Live and fiscal year-end cutoffs.
  • 04/18/22 Last day for TEVs for 4/1 – 4/15 travel reimbursement on 4/20. Any received after this date will be reimbursed after Go-Live (approximately the last week in May). The remaining travel expenses paid by ACH after Go-Live must be posted no later than 06/23/22 so that expenses can be seen by departments. Any travel occurring from 6/20-30 will be paid by check for accruing purposes. Travel on July 1, 2022, will be expended from new fiscal year funds and resume reimbursement via ACH.
  • 04/19/22 Last day for tuition refunds to be processed. (2 weeks before Go-Live)
  • 04/21/22 Deadline/Last day for online admission payments. Tech Svc & Comm Rel to remove links from the website.
  • 04/22/22 Deadline/Last day for AutoAp/Chk Calc – final wire next business day
  • 04/22/22 Deadline/Last day for Cashiering or online payments until after Go-Live. CyberSource will be shut down, Tech Svcs & Comm Rel will remove the web payment link from the website until after Go-Live.
  • 04/25/22 Last day to wire financial aid funds to students. Wires will resume after Go-Live (approx. 5/23/22)
  • 04/26/22 Last day to process in-direct charges.
  • 04/26/22 Last check print. Last day for Bankmobile run. Last day for student refund checks. Last day for FA manual checks (for 30-day loan holding) and travel reimbursement.

May 2022

  • 05/04/22 Run fiscal month-end for April 2022 in Legacy. Next day, finish all “fiscal month-end day after” activities/GATs.
  • 05/09/22 to 05/20/22 ctcLink Deployment Weeks – Cashiering, Business Office, Purchasing, Enrollment & Registration, Admissions, and Financial Aid Offices are closed. Offices will be open on 05/23/22 to serve students and the college community. Instruction will continue as usual.
  • 05/26/22 Deadline/Last day of work for student employees – All funds. Student timesheets to be submitted by 5/26. Supervisors are to approve timesheets by 5/26. Students will not work after May 26 per Financial Aid; students may resume working on July 1. (Exceptions: WorkFirst Workstudy students may be extended upon request; ASYVCC student employees paid from Fund 522 as AMOT. Their last day of work is no later than 6/16/22.)

June 2022

  • 06/06/22 Payroll 06A Deadline/Last day to submit documents to HR/Payroll for the 06A Payroll. To be processed by the budget office no later than 6/13/22 Payroll 06A is the next to last payroll posted to FYR2122.
  • 06/15/22 Deadline/Last day to file budget revisions with OBIS.
  • 06/17/22 Deadline to submit final invoices from DES/architects/contractors for work completed thru June 30 to the VP of Adm. Services. Invoices must be paid from the current fiscal year 2122.
  • 06/17/22 Deadline/All remaining orders for emergency purchases for 2021-22 must be on-site in Central Receiving by this date – All funds. Invoices need to accompany orders so payment can be issued before the last day of June. “
  • 06/21/22 Payroll 06B Deadline/Last day to submit documents to HR/Payroll for the 06B Payroll. 06B is the LAST PAYROLL for FYR2122. The payroll expenses are posted to FYR2122.
  • 06/21/22 Payroll 071: Deadline/Last day to submit documents to HR/Payroll for the 071 Payroll. 071 is the FIRST PAYROLL for FYR FYR2223. All Summer Qtr contracts are posted to FYR2223.
  • 06/22/22 Final Travel ACH for fiscal year – all remaining reimbursements paid via check.
  • 06/24/22 Deadline/Last day for any departments to use Gas Cards. Gas Cards cannot be used through 06/25-06/30. You will be able to use gas cards starting on 07/01 (Friday).
  • 06/27/22 Deadline for Bookstore to submit all program student charges to Business Office for Summer Qtr 2122.
  • 06/27/22 Deadline for Financial Aid Reconciliation 2021-22SPR. Deadline for all records/funds for Financial Aid for 2021-22 fiscal year for Spring quarter to be reconciled with zero discrepancies between awards and expenses. All funds must be reconciled, and all returns/draws completed.”
  • 06/27/22 Deadline/Last day for Financial Aid disbursements for 2021-22 fiscal year. No processing of payments (any funds) to students, changes to awards, etc. for FY2122 from 6/27/2022-06/30/2022.
  • 06/30/22 Deadline/Last day for any departmental deposits (Parking, library, dental, athletics, etc.). To Business Office by 10:30 a.m. LA/NS (YKM) to take a deposit to the bank. ES (GVW) to take a deposit to the bank.
  • 06/30/22 Deadline for Timesheets for June 2122. ALL must be completed, approved by supervisors, and submitted to Payroll by close of business on 06/30/22 Please plan for vacations/absences. Have employees submit timesheets early if they will be absent before 6/30/22. HR must post all 21-22 leave before Business Office can run leave accrual reports and input accounting entries. No leave for 22-23 will be posted until this process is complete.

July 2022

  • 07/05/22 Deadline for facility rental invoices must be to the Business Office by this date to ensure proper recording of receivables before June close.
  • 07/05/22 Deadline/Last day for all travel advances for June travel must be returned by 9 a.m. on 7/5/22.

Key Dates for Employees Working with ctcLink and Legacy Systems

  • 11/01/21 to 12/20/21 Student Finance Tuition Calculation Parallel Testing
  • 11/15/21 to 12/22/21 Financial Aid Dual Processing Parallel Testing
  • 12/07/21 to 01/12/22 Cycle 4 Mock (12/7) and Data Validation to confirm our student, employee, and financial data will convert successfully.
  • 12/13/21 to 01/18/22 User Acceptance Testing – Sprint 1
  • 01/24/22 to 02/28/22 User Acceptance Testing – Sprint 2
  • 03/01/22 to 05/01/22 End User Training
  • 03/02/22 to 03/22/22 Payroll Parallel Testing
  • 03/31/22 to 04/11/22 Cycle 5 Mock/Dry Run Conversion Validation (3/31) and Data Validation to confirm our student, employee, and financial data will convert successfully.
  • 04/15/22 Last day for Spring Quarter enrollment and registration changes.
  • 04/15/22 Legacy web admissions portals will close at 4:30 pm until new ctcLink admissions portals open on 05/09/22.
  • 05/02/22 Begin Legacy System Shutdown (SMS, PPMS, FMS). All pending web admissions need to be matriculated before this date.
  • 05/04/22 Final Day to Change Data in Legacy/HP System. This is the last day staff will be able to make changes to the legacy SMS / FMS / PPMS environments, which close at 4:30 pm.
  • 05/05/22 Legacy system is down. (It will be available in a read-only mode after GoLive.)
  • 05/06/22 to 05/08/22 Conversion to ctcLink.
  • 05/08/22 Sunday Conversion Test (afternoon) Key YVC staff will access ctcLink in the afternoon to confirm that the conversion has been successful.
  • 05/09/22 to 05/20/22 ctcLink Deployment Weeks – Cashiering, Business Office, Purchasing, Enrollment & Registration, Admissions, and Financial Aid Offices are closed. Staff will be in training with SBCTC and performing activities in the new ctcLink system. Instruction will continue as usual.
  • 05/11/22 Staff activate their new ctcLink accounts
  • 05/16/22 Faculty activate their new ctcLink accounts
  • 05/13/22 Employees submit electronic leave and timesheets via ctcLink Employee Self Service.
  • 05/19/22 Students are invited to activate their new ctcLink accounts
  • 05/19/22 First payroll cycle in ctcLink
  • 05/25/22 Advising Day for Spring Quarter
  • 05/31/22 Registration for Summer 2022 and Fall 2022
  • 06/10/22 Grades due in Registrations – first time grading in ctcLink
  • 06/28/22 Tuition payment deadline for Summer 2022 – the first time in ctcLink

ctcLink Reference Center