Virtual Open Office Hour w/President Jack Kahn

November 3, 2023 by Leave a Comment

https://us02web.zoom.us/s/81163852655

Date: 11/17/2023

Time: 9 am PST

Location: Online

Filed Under: Staff Messages Tagged With:

Notice to Classified Staff

November 2, 2023 by Leave a Comment

Hello,

As we enter the month of November, there are a few reminders for this month:

  1. To receive holiday pay for Veteran’s Day, you must have been in pay status on Thursday 11/09/2023.
  1. Comp Time earned for the winter closure must be completed by 11/30/2023.
  1. Taking vacation between now and the winter closure, then you must use any comp time accrued, then can use the vacation for the closure.  Please see this link on how to view your comp time balance.
  1. Personal Holiday (PRL) expires on 12/31/2023, please be sure to use it on or before 12/31/2023.
    1. Remember the personal holiday and personal leave days must be used for your whole shift.

Please email payroll@shoreline.edu if you have any questions

Filed Under: Announcements, Staff Messages Tagged With: ,

IMPORTANT | Election of W2 Delivery Options – Electronic or Paper

November 2, 2023 by Leave a Comment

For all employees,

Shoreline Community College is required by the Internal Revenue Service (IRS) to furnish all employees a Form W-2 Wage and Tax Statement each calendar year to be used in completing the employee’s annual tax returns. The Form W-2 Tax Statement details the employee’s wages, tax withholding and other important payroll information for the calendar year. Instead of paper copies, employees may consent to receive their Form W-2 electronically.

Benefits of the electronic Form W-2

  • Earlier access to the Form W-2 than paper copies.
  • No possibility Form W-2 might be lost, stolen, delayed or misplaced by the USPS.
  • The Form W-2 is accessed via Self Service using the employee’s Empl ID and Password.
  • Worldwide access from any Internet connection.
  • The employee has the option to print multiple copies at their convenience.
  • Once consent is given, it remains in force. No annual renewal is required.
  • Employee Form W-2 will be available in Self Service for the last 3 years.
  • Cost savings for the College by eliminating printing and mailing costs.

Employees must log into Self Service (Employee Self Service > Payroll > W-2/W-2c > W-2/W-2c Consent) and consent to receive an electronic copy of their W-2 form by December 31st. The steps can be found in the following Quick Reference Guide: 9.2 ESS W-2/W-2c Electronic Consent (Fluid)

Want a paper W-2; If an employee opts out of the W-2 consent (default), it is their responsibility to ensure the mailing address on file is correct. Paper Form W-2 will be postmarked no later than January 31st. Once the Form W-2 has been placed in the mail, it is out of our control as to where and when it gets delivered.

All employees have access to check and update their address via self-service: HCM Employee Self Service > Personal Details Tile > Addresses

The system will use Mailing Address type for W-2 Forms and if that is not available, it will use Home Address. Any other address type will cause errors and W-2 Form will not be produced.

Please email benefits@shoreline.edu  if you have any questions,

Filed Under: Announcements, Faculty, Staff Messages Tagged With: ,

Campus Updates 8/31/23

August 31, 2023 by Leave a Comment

Thursday 08/31/23 

Events and News 

Jack is on a well-deserved vacation this week and we look forward to his sharing the adventures from his time off in next week’s (September 7) Campus Updates edition.  -Lori Y.  

Updates 
 

Library (#4000) 

Closed from August 25 – September 17, 2023. (Student space available in the PUB (#9000) building during Library’s closure.) 

To return a laptop:  
Call: 206-533-2548 or email: circulation@shoreline.edu 

To return books or media: 
Deposit items in the book drop at the base of the library ramp, next to the garbage or return items to the book drop next to the campus bus stop.  

PUB (#9000)  

Closed on Friday, September 1, 2023; and Monday, September 4, 2023 (Labor Day Holiday). 

ctcLink 

ctcLink (PeopleSoft system) replaced the Legacy HP-UX (Hewlett Packard Unix) environment. After 42 years of service, the HP sunsets Thursday, August 31, 2023 @ 5 pm. Colleges will no longer have access to the Legacy HP system. This includes any jobs run for dual processing. Send questions to support@shoreline.edu .  

 
Enrollments 

Fall 2023 enrollment report (updated weekly until we get closer to the start of the quarter), found on Planning & Institutional Effectiveness (PIE) > College Data > Enrollment Reports. 

Grants 

Have an idea for a grant? Send proposals to the Grants Office via the Grant Intake Form, found on Planning & Institutional Effectiveness (PIE) Questions? Email: grants@shoreline.edu  
 
Human Resources 
Do you know someone who wants to join our team? Visit: Job Opportunities at Shoreline Community College.  

As a reminder, beginning the week of September 4, 2023, the College will move back to public operating hours of Monday(s) through Thursday(s) (8:00 a.m. to 5:00 p.m.) and Friday(s) (8:00 a.m. to 4:30 p.m.)  Summer operating hours end Friday, September 1, 2023 
  

Supervisors must have your employee’s Fall schedules entered into CTC Link no later than August 31, 2023 

  • Directions on updating staff schedules can be found HERE.  
  • Tips:  click + on top row of schedules and it should pop up with a new row with today’s date (make sure to change the date to 9/4/23) 

Please direct questions regarding the information above to Human Resources (HR) by email at hr@shoreline.edu at any time. 

Foundation and Advancement 

Still time to volunteer to review scholarships! Reviewing student scholarship applications is inspiring, fulfilling, and rewarding! The review and scoring process happens online and can take place at any time during the review period (August 21 – Sept 6). We will supply you with instructions, scoring rubric, and any other assistance you may need. Each application, scored by 2 or 3 reviewers (depending on the number of volunteers signed up), takes 3 – 5 hours to complete. Please do not feel the need to do them all at one time as you can break it up however you want during the review period. 

Be part of this meaningful work by emailing Josh Krupke (jkrupke@shoreline.edu) today! 
 
Events and Updates 

 
Follow Shoreline Community College on social media! 

Shoreline Community College MISSION – Our Purpose 

We serve the educational, workforce, and cultural needs of our diverse students and communities. 

Filed Under: Staff Messages Tagged With:

Important Dates Related to cTcLink Deployment

January 12, 2022 by Leave a Comment

The importance of this message is that we need you to be aware that many key systems will be shut down for over a month as we transition to cTcLink. Please see the deadlines below and visit the Key Dates, Events, and Timeline page on the cTcLink website for a more comprehensive list. 

January 2022 

  • January 19: Last day to make P-Card purchases, budget transfers & enter operating budgets and grants into FMS.  
  • January 24: FAFSA/WASFA-It is recommended that students complete their FAFSA/WASFA application by today to ensure those students who are eligible for financial aid receive their money before the conversion. If students missed this deadline, they can still complete these applications and they will be processed after we convert to the new system. 
  • January 26: Purchase Requisition Deadline last day to submit IPVs & invoices to Accounts Payable for payment.  This means you must complete the arranging and approving of purchases before January 26 or your purchase will be delayed until at least the middle of March. Technology purchases and some others require previous approval, so be sure to allow enough time for purchases that must be made before March.  Online purchasing requisitions will open in cTcLink beginning Monday, March 14. 

February 2022 

·         February 2: cTcLink Dry Run Conversion Validation. The big test of the full cTcLink conversion process will begin on Wednesday, February 2. It will be a SBCTC-led activity to confirm that our student, employee, and financial data will convert successfully. Enrollment Services, Financial Aid and Financial Services to close at Noon.

·         February 4: Last day for HR to hire new employees in HP.  

·         February 4: Students must submit all required/requested document/s by today to ensure they can be processed before conversion. If students missed this deadline, they could still submit their document/s and they will be processed after the conversion. 

·         February 7: Last day to submit Invoice Attached, Check Enclosed, and A19 documents. Payments for documents after February 7 will be processed after March 14 pending completion of data validation post-go live. 

·         February 8: Last day to submit Winter Quarter COVID Assistance Emergency Aid applications to have funds disbursed by February 16.  Any COVID Assistance Emergency Aid applications received from February 9 -March 13, will be disbursed after March 14. 

·         February 11: Last Day for payroll changes. Update direct deposit, W4, etc.

·         February 14: Last Call for Cashiering Transactions. Wednesday, February 14 is the final day for any cashiering transactions (excluding Financial Aid). Cashiering will reopen to students on Monday, March 14 pending completion of data validation post-go live.   

·         February 14: Last day to submit graduation applications. Will begin processing mid-March. 

·         February 14 (4:30 pm): Legacy Web Admissions portals close. New application portal to open on March 14. 

·         February 15 (10:00 am): Last timesheet submission in TLR for Feb 1-15 time period. Timesheets for Feb 16-28 will be submitted in cTcLink after go-live.  More information on this to come. 

·         February 16 – Last day for Student Refunds, Financial Aid & COVID Assistance Emergency Aid, and Scholarship monies to be disbursed.   

·         February 18 – Grade changes and enrollment transactions after this date will be processed in mid-March.  Request for W grades after this date will be processed mid-March.

·         February 23 (4:30 pm): Final Day to Change Data in Legacy/HP System. Wednesday, February 23rd is the last day staff will be able to make changes to the legacy SMS / FMS / PPMS environments. 

·         February 27 (Sunday): Go-Live Conversion Test. Key staff will access cTcLink Sunday afternoon to confirm that the conversion has been successful. 

·         February 28- March 13: Deployment Period. Payroll, Accounting, College Business Offices, Enrollment & Registration, Admissions, and Financial Aid are closed to the public. Staff who submit timecards will need to enter time for February 16-28.  More information will be provided as we near this time frame. 

In addition to the above message, please note that we will also send updates relating to critical dates for each week.  Lastly, there may be confusion about change of processes – for staff and for students – and we are also building a network of support to respond to your questions during this transition period.  Please contact ctcLink@shoreline.edu if you have questions about this update. Shoreline staff are responding to this email daily.

Filed Under: Announcements, Staff Messages Tagged With:
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