IMPORTANT – MUST READ – Early Submission due to an Early Payday (12/23/2022)

All Employees:

   Absences:

• Absences for the pay period 12/1-12/22 must be completed by 5pm today, Wednesday 12/14/2022
• Supervisors must approve absences by 10am on Thursday 12/15/2022
  • When submitting the following leave types please send an email to payroll@shoreline.edu
    • Shared Leave
    • Leave without Pay

Classified and Hourly/Student Employees: 

   Timesheets:

• Timesheets must be completed by the end of your shift on Wednesday, 12-14-2022.
• Supervisor must approve timesheets no later than 10am on Thursday, 12-15-2022. 

Hourly/Student: Please submit your timesheet by end of shift Wednesday, 12-14-2022.

• Please be sure to use the correct Time Reporting Code for your position
  • HRY for non-student hourly employees
  • STU for student hourly employees enrolled in 6 or more credits
  • STF for student hourly employees enrolled in less than 6 credits
  • FWS for federal work-study students
  • SWS for state work-study students
    • Do not see the correct Time Reporting Code?  Please email payroll@shoreline.edu

Classified: Please submit your timesheet by end of shift Wednesday, 12-14-2022.

• Please be sure to use the absence CTC Release time for the late starts on 12/1 and 12/2.
• Did you take leave during this last pay period?  Be sure to adjust your REG hours on your timesheet to reflect what hours you worked and were on leave.
• Make sure each week equals your work schedule; 100% employee, then you should have a minimum of 40 hours posted between REG and any leave, 75% employee, then you should have a minimum of 30 hours posted between REG and any leave.  This includes any Leave without Pay posted.
• Overtime to be charged to a budget other than the employees normal budget, please email the  combo code (not the chart string) to payroll@shoreline.edu.
• Did you work overtime and take leave in the same week?  Please email payroll@shoreline.edu until further notice.

Faculty: Please be sure to submit your sick leave through the absence management system, by the date listed above. You do not need to submit a timesheet.

Admin Exempt: Please be sure to submit your leave through the absence management system, by the date listed above. You do not need to submit a timesheet.

Delene Bryant
Payroll Manager

From Delene Bryant in Payroll:

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 let me know if you have any questions,

Delene Bryant
Payroll Manager
HR & Employee Relations

Good Day,

As we near the end of the calendar year there are a few items that need to be reviewed.

1. If you have moved in the last year, please be sure to log into ctcLink and update your address, so that your W-2 form can be mailed to the correct address.  Here is the Quick Reference Guide (QRG) on how to update your address.
2. Did you take a day off during this last year, and have not added your leave to ctcLink (QRG on how to add leave).  Please do so now.
   1. Are you having trouble submitting the leave?  Please contact payroll@shoreline.edu

Any questions, please contact payroll@shoreline.edu.

Thank you,

Delene Bryant
Payroll Manager

Dear Shoreline Community, 

The College would like to announce that Dawn Lowe-Wincentsen, currently our Associate Dean of Library and Learning Resources, will take on the role of Acting Executive Director of Instructional Support & Learning Resources from now (December 9, 2022) through June 30, 2023. The following people will report to Dawn during this period: Amy Rovner (leading eLearning); Randy Gottfried (leading classroom support); MiSun Bishop (leading the learning centers and tutoring); and Suzanne Gugger (leading continuing education and events/rentals). 

Dawn Lowe-Wincentsen joined the Shoreline community in the Summer of 2021. She had previously been interim dean of libraries at the Oregon Institute of Technology (OIT); prior to that she was the director of the library at OIT’s Portland Metro Campus; and prior to that she was a faculty librarian at Florida State University and in this unique role, she focused on statistics, assessment, and user services, in addition to leveraging her skills and background as a librarian. 

Dawn Lowe-Wincentsen has a master’s in library and information science from Louisiana State University and a bachelor’s in creative writing from Linfield University. As Acting Executive Director, Dawn is excited to work with the Instructional Support & Learning Resources division and the College to promote learning resources and for continued advocacy of student information literacy and the development of (OERs).

The College will open this position for a full search and permanent hire sometime in early spring, 2023. 

Sincerely, 

Phillip J. King

Vice President for Student Learning, Equity, & Success