Report Time for Hourly, Student, and Volunteer Employees (CTC Time/Punch)

To perform this HR-related task, you must first Navigate to the HCM Self Service Homepages.

Purpose: These directions cover the CTC Time Tile process, which works best for folks who have multiple job types and need to report hourly time, called Punch Time. Classified staff not eligible for overtime and exempt staff not eligible for overtime will not report time in ctcLink; they will report absences (leave) in ctcLink. If someone needs to show absence (leave), this is done through the Absence Request process. Also, this process is not assistive technology supported. If you need to use assistive technology, please use the Report Time Tile covered in a different page titled Enter Time Using Accessible Report Time Tile.

NOTE: Entering time may be done for the whole pay period; it does not have to be entered on the actual day worked.

On your Employee Self Service homepage, select the Time tile. 

To Report Punch (Hourly) Time:

1. On the Time homepage, select the CTC Time Tile. This allows you to enter hourly time, called Punch Time, including lunch and breaks. Do NOT use the Report Time Tile. You will also need to select your job type from the drop down menu at the top.

2. When the Timesheet page displays, be sure you chose the specific job for this punch time.

3. Select the date for the appropriate time period. At the top of the page, you can navigate to prior or future timesheets by clicking the arrows [<] or [>] on either side of the date range (1 May – 13 May 2022) to see Previous Week and Next Week timesheets.

4. Enter hours for the following.

• In: Time that you started work for the day.
• Lunch: Time that you left for your meal.
• In (from Lunch): Time that you returned to work.
• Out: Time that you finished work for the day.

5. If no meal is taken enter the following:

• In: Time you started work for the day.
• Out: Time you finished work for the day.

6. If no AM or PM entry is indicated, time is assumed to be 24 hour time.  

• EXAMPLE: 8:00AM can be entered as either 8 or 8AM in the timesheet.
• EXAMPLE: 2:00PM 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).

7. When time is entered, select a Time Reporting Code (TRC) from drop-down menu on right. Only time reporting codes applicable to your job will display for you. 

8. When both time and TRC are entered, select Submit.

9. The Timesheet page will display and the basic Punch Time is complete. Time will be processed overnight and sent to the employee’s manager for approval (if it is a TRC that needs approval).

More Options for Reporting Punch Time in CTC Time Tile:

A. If time needs to be changed:
1. Enter the new times on the day that needs to be altered.
2. Select Submit and OK.

B. If an additional TRC was worked in that day:
1. Select the plus sign (+) on the right hand side of the screen to add a row.
2. Select the new TRC from the drop-down on the right.
3. Enter the hours worked on the new TRC.
4. Select Submit and OK.
 
C. If there is a large break in the day this is not a meal:
1. Select the plus sign (+) on the right hand side of the screen to add a row.
2. Select the same TRC as before from the drop-down on the right.
3. Enter the hours worked.
4. Select Submit and OK.

D. If a TRC needs to be removed from the timesheet:
1. Select the minus sign (-) on the right hand side of the screen to remove a row from the day.
2. The system will prompt a question, select either Yes-Delete or No-Do Not Delete.
3. If Yes-Delete was chosen, and the employee wishes to finalize their choice, select Submit and OK.

 
E. If a Comment is needed:
1. Select the comment box in the row of the day in which a comment is needed.

2. Type in text, and select Add Comment. Comments, once entered, cannot be altered or removed. Additionally, all comments recorded by employees are considered discoverable.
 

NOTE: The minimum processing time is overnight. Therefore, time entered may not be visible to the employee or manager in other screens until the overnight processing has occurred.