Manage Personal Information - 32c

Purpose: Use this document as a reference for how to enter and update personal information in ctcLink.

Audience: All Faculty and Staff

Navigation: HCM Self Service

ctcLink Gateway screen

The HCM Self Service page provides access to a variety of information that can be viewed or edited. Information includes:

  • Personal information
  • Time Reporting
  • Payroll Self Service
  • Performance Management—Not used at this time
  • Recruiting Activities—Not available to all colleges at this time

View the following QRG(s) for additional information.

HCM Self Service Dashboard

Click the expand button to open the page, the click Expand.

HCM Self Service

Personal Information

Use the Personal Information section to view and update personal information such as addresses, phone numbers, and emergency contacts.

Note: Consult the local HR policy for additional information or actions required for changes.

  • Personal Information Summary
    • Provides an overview of all of the users personal information. Click the buttons under each section to submit changes.
    • Instant Message ID is not used.
    • Consult the local HR department for information on submitting or modifying the I-9 form.
    • The links on the left side of the page will also allow the user to make same changes made in the Personal Information Summary section.
HCM Self Service

Changing a name

  1. Click the Change Name button.
  2. Click the Edit Name button.
Personal Information Name Change
  1. Click the Refresh Name button.
  2. Click the OK button. The system will return to the Name Change page.
Name English Name Format
  1. Click the Save button to complete the process.

Note: Consult the local HR department on additional information needed to process a name change.

Changing Home/Mailing Address

  1. Click the Change Home/Mailing Address button.
Home Mailing Addresses
  1. To change an existing address, click the Edit icon.
Home Mailing Address

 

  1. If necessary, adjust the Change As Of date. ctcLink will automatically default to the current date.
  2. Enter the updated address information.
  3. Click the Save button.
  4. To add a new address
    1. Chose an Address Type (Home or Mail) from the drop-down menu.
    2. Click the Add button.
Address Type

 

  1. Enter the desired address information and click the Save button.
Add Mailing Address

Changing or Adding a Phone Number

  1. Click the Change Phone Numbers button.
    1. Edit the appropriate number.
    2. Indicate if this is the preferred number by clicking the Preferred checkbox.
    3. Click the Save button.
    4. To delete a number click the Delete icon (trashcan).
Phone Numbers
  1. Click the Add Phone Number button to add a new phone number.
    1. Select the type of phone number from the Phone Type drop-down menu.
    2. Enter the new phone number.
    3. If this is the preferred number, click the Preferred checkbox.
    4. Click the Save button.
Phone Numbers

Changing or Editing Emergency Contacts

  1. Click the Change Emergency Contact button.
  2. To edit the current emergency contact details, click the Edit icon.
  3. To delete the current emergency contact, click the Delete icon.
Emergency Contacts
  1. To add a new contact, click the Add Emergency Contact button.
  2. Enter the new contact name in the Contact Name field.
  3. Select the appropriate checkboxes if the contact has the same address or phone number as the employee.
  4. Enter the desired phone number for the new contact.
  5. Click the Add Phone Number button if additional phone numbers are needed.
  6. Click the Save button.
Emergency Contact Detail
  1. Click the OK button on the Save Confirmation page.
  2. The newly added contact will display. If appropriate, check the Primary Contact checkbox for the new contact.
Emergency Contacts

Changing or Adding an Email Address

  1. Click the Change Email Address button.
  2. To edit the current email address, enter the new address in the Email Address field.
  3. Click the Save button.
Email Addresses
  1. To delete the current email address, click the Delete icon.
  2. Click the Add Email Address button to add a new email address.
  3. Select the type of email address from the Email Type drop-down menu.
  4. Enter the new email address.
  5. Click the Save button.
  6. Click the OK button on the Save Confirmation page.
Email Addresses

Changing Marital Status

  1. Click the Change Marital Status button.
  2. Select the appropriate event.
Life Events
  1. Enter the appropriate date in the Status Change Date section.
  2. Click the OK button.

Note: The Change Status Date window will prompt for each option selected.

Change Status Date
  1. The eBenefits page will display.
  2. Click each link in under the Life Events section to complete the required information.
  3. Consult with the local HR department for documentation requirements.
Event Example

Changing Ethnic Groups

  1. Click the Changing Ethnic Groups button.
  2. Click the Add an Ethnic Group button.
Ethnic Groups
  1. Click the Description drop-down menu and select the appropriate ethnic group.
Ethnic Groups
  1. Click the Save button.
  2. Click the OK button on the Save Confirmation page.
Ethnic Groups

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