How do staff enter holiday, overtime, comp time, vacation and more?

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Shelly Scanlan
  • Updated

Holiday

  1. Use the time code of Holiday for holidays. The original design in ctcLink was for holidays to be added automatically to your timesheet. However, this function has not been working properly. Classified staff are now required to enter Holiday on any holiday that occurs, until further notice.
  2. This message will pop up, go ahead and click OK. To see a larger view of the image below, right click and select Open Image in New Tab.blobid0.png
  3. IMPORTANT: Classified not in pay status on the last working day prior to the holiday will not be paid holiday pay. Example: I take leave without pay on Friday 5/27, I will not be eligible to be paid for the Memorial Day holiday on 5/30.  

Overtime

  1. Enter all your hours worked in Regular, and ctcLink will calculate your overtime or CTE (comp time earned) if you want to convert it to comp time.
  2. Add your overtime hours to your regular hours worked each day in the Time Reporting Code: Regular.
  3. If you worked two hours of overtime, you will post 10 hours on that day in ctcLink. See the example below. To see a larger view of the image below, right click and select Open Image in New Tab.

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  1. If you report overtime, and the pay period ended mid-week, your overtime pay for that week will be on the next pay check. Example: For the week of March 27 to April 2, if you worked overtime on the days between the 27th and the 31st, your overtime pay will be on the 4/25 pay check.
  2. Do not use SOV when reporting your overtime, this will not pay you overtime. SOV is straight overtime and pays your hourly rate, not an overtime rate. SOV - Straight Overtime should only be used by employees whose assigned work schedule is less than 40 hours a week to report hours worked over their normal schedule up to 40 hours.

Comp Time

  1. If comp time is preferred by an employee (instead of paid overtime) and agreed upon by the manager, 02 CTE - Compensatory Time Earned should be used.
  2. If an employee is using compensatory time, 03 CMP - Compensatory Time Taken should be reported here as well, not as an absence. 
  3. To add overtime as comp time, you will need to add a new row, using the plus sign. Then choose Compensatory Time Earned in the drop down menu. 
  4. First line is regular hours – second line is comp time earned and the third line is using comp time. See the example below. To see a larger view of the image below, right click and select Open Image in New Tab.
  5. Image preview

Vacation

  1. Report your vacation through Request Absence.
  2. Do not use the earn code of Holiday Worked (HWK) for a vacation day. Use of Holiday Worked (HWK) is only if you are required to work on a holiday, which most of the classified staff is not required to do. To see a larger view of the image below, right click and select Open in New Tab.

    mceclip0.png

Important Reminders

  1. Do not put zero’s on your non-working days. Example: Typical classified employee does not work on the weekends, so Saturday and Sunday will be left blank.
  2. Make sure you have submitted all leave requests and time by the end of your shift on your last working day of the pay period (pay period end dates are the 15th and the last day of the month).
  3. All timesheets are typically due by noon the first working day after a pay period end (typically the 16th and the 1st of each month), when there is an exception to this I will notify you via email.
  4. Before submitting an absence request, please check your available hours for the type of leave you are reporting.  If you report more hours than are available, the ctcLink system will automatically change any hours not available to Leave without Pay
  5. All absences must be entered no later than 10am on the final day of the pay period, unless otherwise noted in the semi-monthly timesheet due notice.

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