Reporting Time - Classified, Hourly, Student

Overview

Use this document as a reference for how to report time in ctcLink if you are classified or an hourly employee. There are two ways to report time:

Instructions

Enter Time 

  1. Log into ctcLink 
  2. Select the HCM-Self Service Tile.

ctcLink landing page. There is a green square and green arrow pointing to HCM Self-Service tile.

  1. Select the Time tile.

Time tile

  1. If you have more than one role, select the role you are entering time for currently from the drop down menu and click Apply, and then select the Enter Time tile. If you are a student employee, you may have more than one job. If you find it difficult to report time for multiple jobs using the Enter Time tile, try using the CTC Time tile.

Landing screen after entering the time tile. There is an orange box around the "Select a Job" drop down menu.

  1. Select a Time Reporting Code (TRC) from the drop-down on the left. You will only see the TRCs available to you. If you are a student, you may only see STU - Student Hourly Pay for the time reporting code, but some students may see HRY – Hourly. Students in Work Study jobs may see FWS – Federal Work Study, SWS – State Work Study and WFS – Workfirst/Workstudy. International student employees may only see OEX – OASI Excludable Pay. Ask your manager which is the appropriate code for you. It is important that the correct time reporting code for the job is selected.

Timesheet drop down menu showing the different time codes.

  1. Enter the number of hours worked on the day selected. 
  • Partial hours must be represented in the decimal, for instance eight and a half hours would be 8.5. 
  • Time is assumed to be 24 time if no AM or PM entry is indicated. For example, 8:00 AM can be entered as either 8 or 8AM in the timesheet. For example, 2:00 PM can be entered as either 14 or 2PM in the timesheet (i.e. if 2 is entered without the PM then the system will assume that means 2AM). 
  • Use the plus icon if you need to add a row (for example, if you need to add time with a different Time Reporting Code (TRC).
  • Use the minus icon to remove a row if you need to delete it.
  • When time is reported, the portion of the bar will turn green. 

Weekly timesheet screen. There is a red box around the plus and minus at the end of the week.

 

  1. Add comments, if desired. NOTE: Once comments are entered, they cannot be altered or deleted. All employee comments are considered discoverable.

Weekly timesheet screen. There is a red box around the plus and minus at the end of the week, and an orange rectangle around the comment boxes.

  1. If you are an hourly employee with a lunch break, enter time in the following pattern:
  • In – what time you started work for the day
    • Lunch – time you left for your break
    • In (from lunch) – time you returned to work
  • Out – time you finished work for the dayTime clock option. The In, Lunch, In, and Out columns have a red rectangle around them.
  1. If you do not have a lunch break, enter time in the following pattern. Note: If there is a large break in the day, this is not a lunch break. On the first row, enter your In and Out times. Select the + and add a row. Enter the additional In and Out times. Important: Make sure you report the time you ended work in the Out field. If you use the lunch field, the system will think you are on a break and not that your work was completed for the day. This will cause time reporting errors.
  • In – what time you started work for the day
  • Out – time you finished work for the day
  1. Click Submit after you have entered time. If you add time and try to move to another page before clicking Submit, you will see an error message. Time will be processed periodically and sent to the employee’s supervisor for approval.
    Time clock option. The submit button has a red square around it.

CTC Time

CTC Time is an alternative option for reporting hours. CTC Time can be used if you have multiple jobs or work at multiple colleges. 

  1. Log into ctcLink.
  2. Select the HCM-Self Service Tile.
  3. Select the Time tile.
  4. Select CTC Time tile.

Time tile landing page. There is a red square around the CTC Time tile.

  1. Select the job for which you are entering time.

A list of jobs assigned in ctcLink. There is a red arrow pointing to the top option and a text box that says "Select Job" superimposed over the image.

  1. Choose the date of the timesheet.
  2. Enter the hours you are reporting. 
  3. Select the proper Time Reporting code.

Time sheet view in ctcLink. There is a red box around the "View by" drop down menu, and a red box around the time reporting code drop down menu.

  1. Click the Submit button in the middle left-hand section of the screen.

Timesheet view in ctcLink. There is a red square around the submit button.

 

Additional Resources

For additional information, please view the following articles in the ctcLink Reference Center.

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