ctcLink
Employee Resources for ctcLink
The resources on this page are meant to guide employees in completing some essential tasks based on your 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. We will continue to add to and refine this information, so check back often if you're looking for guidance.
Logging in to ctcLink
You only need to activate your ctcLink 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.
- Activate Your ctcLink Account
- SBCTC Web Page: Activating Your ctcLink Account
- Reset your ctcLink Password
- Unlock your ctcLink Password
- EMPLID Lookup for Employees (Note: Login required, employees can login using their standard WVC username and password)
Jump to section:
Accounting, Purchasing & Finance
Advising
Employee Time ReportingFaculty
Human Resources & Payroll
Instruction
Manager Self-Service
Student Services
Accounting, Purchasing & Finance
- PU100 Purchasing: Requisitions
- PU101 Purchasing: Purchase Orders
- PU102 Purchasing: Receipts and Maintenance
- PU103 Purchasing: P-Card
Step-by-Step Directions (links open a new tab)
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
Advising
- AA100 Academic Advisement Rules
- AS100 Academic Structure
- CA100 Advisor Self-Service
Step-by-Step Directions (links open a new tab)
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
Employee Time & Leave Reporting
Related SBCTC training course: ES100 HCM Employee Self Service
Step-by-Step Directions (links open a new tab)
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.
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.
Check Leave Balances
Employees can directly view their own leave 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.
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
Faculty
- CF100 Faculty Self Service
- CA100 Advisor Self-Service
Step-by-Step Directions (links open a new tab)
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.
Search for Classes
This documentation guide faculty through how to search for classes.
Find Class Rosters
This documentation guide faculty through how to search for class rosters.
Enter Grades
This documentation guides faculty through entering grades in ctcLink.
View Student Holds
This documentation will show you how to view student holds.
Grant Class Permissions
This documentation will show you how to grant 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.
View Waitlists
This documentation will show you how to view waitlists.
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.
Human Resources & Payroll
Add, Change or Update Employee Information through Employee Self Service.
Related SBCTC training course: ES100 HCM Employee Self Service
Step-by-Step Directions (links open a new tab)
Manage Personal Information
Use the Personal Details tile to view and update personal information such as addresses, phone numbers and emergency contacts in ctcLink.
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.
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 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 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.
Add or Update My Tax Withholding Information (W-4 Form)
ctcLink allows employees to directly set or update their W-4 Tax Withholding information.
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.
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.
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.
Instruction
- FW100 Faculty Workload
- FW200 Intermediate Faculty Workload
Step-by-Step Directions (links open a new tab)
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.
Manager Self-Service
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:
| Pay Period | Normal Pay Date | Timesheet Deadline |
| 1st to 15th of month | 25th day of month | By noon, first working day after pay period |
| 16th to end of month | 10th day of month | By noon, first working day after pay period |
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.
Student Services
Code Courses, Programs and Students in ctcLink
There are state-wide guidelines for how different course, programs and students are coded within ctcLink. These are documented in SBCTC’s Student and Course Coding Manual. Within each area, the manual describes how they were coded in the Legacy Student Management System (SMS), as well as how they should be coded in ctcLink.