Employee Self-Service Tutorials and Help Resources
On October 11, 2021, Green River College moved to a new system for student and employee self-service. 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 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. 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:
- How to 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 GRC username and password)
Change or Update Employee Information
The following training session is available for review: ctcLink Training: Employee Self Service (GatorNet video)
Use thePersonal Detailstile to view and update personal information such as addresses, phone numbers, and emergency contacts in ctcLink.
Step by Step Guide
Related Training Courses - Enroll here
- ES100 HCM Employee Self-Service
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
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
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
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
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
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
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
The following training session is available for review: ctcLink Training: Employee Self Service (ctcLink Reference Center)
ctcLink Self-Service has a process for employees to request leave.
Step-by-Step Directions (link opens new tab)
Videos
- Clark College, already using the ctcLink system, has created a video on Requesting and Cancelling Absences
Related Training Courses - Enroll here
- ES100 HCM Employee Self-Service
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
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
Classified employees will use ctcLink to report their time worked.
Step-by-Step Directions (link opens new tab)
- Entering Time - Classified or Exempt Overtime Employee
- Exempt employees should only be reporting leave time using their “Absence Management” Here are step by step instructions:
Videos
- Clark College, already using the ctcLink 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
Finance, Accounting, and Purchasing
ctcLink includes a built-in process for creating a purchase requisition and routing it for approval.
How to Guide: Create a Purchasing Requisition (GatorNet, employee login required)
Related Training Courses - Enroll here
- PU100 Purchasing: Requisitions
- PU101 Purchasing: Purchase Orders
- PU102 Purchasing: Receipts and Maintenance
- PU103 Purchasing: P-Card
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
These documents explain various processes related to expense reports.
- View PDF document on how to Grant Authority to Enter Expense Report
- View PDF document on how to Submit and View Requests for Reimbursement of Non-Travel-Related Expenses
Manager Self Service
The following training session is available for review: ctcLink Training: Manager Self Service (GatorNet video)
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)
Related Training Courses: Enroll here
- MS100 HCM Manager Self-Service
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
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
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
- PS Query & BI Publisher Report Catalog
- Run a Query for Class Enrollment
- Quick Reference Guides (QRG) for running Reports
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)
Advising
Step-by-Step Directions
Related Training Courses - Enroll here
- AA100 Academic Advisement Rules
- AS100 Academic Structure
- CA100 Advisor Self-Service
Step-by-Step Directions
Related Training Courses - Enroll here
- AA100 Academic Advisement Rules
- AS100 Academic Structure
- CA100 Advisor Self-Service
Step-by-Step Directions
Related Training Courses - Enroll here
- AA100 Academic Advisement Rules
- AS100 Academic Structure
- CA100 Advisor Self-Service
Step-by-Step Directions
Related Training Courses - Enroll here
- AA100 Academic Advisement Rules
- AS100 Academic Structure
- CA100 Advisor Self-Service
Step-by-Step Directions
Related Training Courses - Enroll here
- AA100 Academic Advisement Rules
- AS100 Academic Structure
- CA100 Advisor Self-Service
Step-by-Step Directions
Related Training Courses - Enroll here
- AA100 Academic Advisement Rules
- AS100 Academic Structure
- CA100 Advisor Self-Service
Step-by-Step Directions
Related Training Courses - Enroll here
- AA100 Academic Advisement Rules
- AS100 Academic Structure
- CA100 Advisor Self-Service
Faculty Resources
Contracts for adjunct and moonlight positions will no longer be 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.
Step-by-Step Directions
Related Training Courses - Enroll here
- CF100 Faculty Self Service
This documentation guide faculty through how to search for classes.
Step-by-Step Directions
Related Training Courses - Enroll here
- CF100 Faculty Self Service
- CA100 Advisor Self-Service
This documentation guides faculty through entering grades in ctcLink.
Related Training Courses - Enroll here
- CF100 Faculty Self Service
This documentation will show you how to view student holds.
Step-by-Step Directions
Related Training Courses - Enroll here
- CF100 Faculty Self Service
- CA100 Advisor Self-Service
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.
Step-by-Step Directions
Related Training Courses - Enroll here
- CF100 Faculty Self Service
- CA100 Advisor Self-Service
Human Resources
For training on this process, please contact Dennise Boninger, Human Resources Consultant 4.
Related Training Courses - Enroll here
- FW100 Faculty Workload
- FW200 Intermediate Faculty Workload