A ChartField is a segment of the chart of accounts used to record and track financial transactions. It's essentially a field that stores specific pieces of information about a transaction, like its source, department, or purpose. Sometimes in our common language in the CTC community we refer to this as the "Budget Code". Multiple ChartFields combined (a Chartfield Combination or Chartstring) provide a detailed accounting record for each transaction. There is a default Chartfield values that can be established for employees that will automatically populate into travel transactions, and it is possible to define a 'default' Chartfield combination that can be established uniquely for an individual Travel Authorization. Those not sure where their travel expenses should be charged to can ask their supervisor or Travel Coordinator. It is the responsibility of the Budget Manager Approver to review the entered Chartfield value before the authorization can achieve final approval.

A Combo Code is a unique, nine-digit identifier that represents a complete Chartfield combination used for financial and payroll transactions. It's a shorthand for a specific set of Chartfield values (like Department, Fund, and Account) and is used to simplify data entry and ensure data integrity for payroll and related transactions. Combo codes are generated by the General Ledger (GL) and stored in the Human Capital Management (HCM) module to link payroll costs to the correct financial accounts.

"Earn Type" (also known as an "earning code") is a crucial payroll component that defines and categorizes a specific kind of compensation paid to employees. It controls how the earnings are calculated, taxed, and accrued for items like leave and special accumulator balances. Earn Types in ctcLink must have a percentage of distribution of pay across a single or multiple Combo Codes, meaning there can be more than one Earn Type associated with a person's job record for pay, but the total combination of those Earn Types must equal 100%, with the exception of those paid via Faculty Workload (FWL). At least one Earn Type must be set to 'Primary' for the CTC Earnings Distribution page to be saved.

"Earning Distribution" refers to how an employee's compensation is allocated to various accounts or departments. It is a critical payroll function for accurately tracking and reporting labor costs. This is globally configured through the CTC Earnings Distribution tab on the Job Data page. This tab is designed to store the percentage of distribution of pay across a single or multiple Combo Codes, meaning there can be more than one Earn Type associated with a person's job record for pay, but the total combination of those Earn Types must equal 100%, with the exception of those paid via Faculty Workload (FWL). At least one Earn Type must be set to 'Primary' for the CTC Earnings Distribution page to be saved.

An Employee Classification is a categorization of an employee for administrative and compliance purposes, often defined by a Person Type, for example:

• "Employee" - Individuals hired for permanent, regular roles, typically eligible for benefits and subject to various HR policies.
• "Contingent Worker" - Temporary or contract workers hired for specific projects or tasks.

Employee Classifications can also be categorized by job-related factors such as job titles, duties, and compensation. These classifications determine how the employee is handled within the system, influencing things like benefits, payroll, and reporting. In our system the following Employee Classifications are globally configured:

• Classified (CLA)
• Exempt (EXP)
• Faculty (FAC)
• Part-Time Faculty (PTF)
• Hourly (HRY)
• Student (STU)
• Volunteer (VOL)

EMPLID (or Employee Identification) in ctcLink is globally configured to be a nine-digit employee identification number that serves as a unique, system-generated identifier for each employee. It is used throughout the system to uniquely identify and track employees and students in various functions, from job and payroll to general HR data. In the Finance pillar it is used to track transaction entry for those pages that store the person who created or updated a transaction. In all three pillars the EMPLID is used to as the 'username' to access ctclink, and store security access privileges, including any secondary security access granted. The EMPLID, when associated with the User Profile, unlocks the capability to view Self-Service pages, allowing the person to view their own Personally Identifiable Information (PII) that would otherwise be restricted when viewed by others.

Each employee is assigned a unique EMPLID to distinguish them from all other employees in the system. In our system each employee/student receives on ONE EMPLID regardless of which college they attend or where they are employed.

The EMPLID is generated and assigned by the ctcLink system, not by an employee. A person's initial role in ctcLink determines the EMPLID number range assigned to them. For instance, individuals first entered into the system as Students receive EMPLIDs starting with 201, while those initially added as Employees are assigned EMPLIDs beginning with 101.

The system allows users to search for and sort employees using their EMPLID or their name, but the EMPLID is the primary field for identifying records.

Full-Time Equivalency (FTE) is a calculation used to measure a worker's workload by comparing their hours to the standard hours of a full-time employee. It is calculated by dividing the assignment's working hours by the standard working hours for a full-time role. ctcLink uses this to manage departmental FTE budgets against actual hiring and to prorate benefits based on an employee's FTE value. 

The value of "standard working hours" in ctcLink is configurable and for Faculty that standard is typically configured as 35 hours per week, or 7 hours per day.

FTE provides a standardized way to measure and compare workload across different employment types, including full-time and part-time staff. 

FTE is also used for compliance purposes, such as reporting for the Affordable Care Act (ACA) or determining benefits eligibility, as defined by specific regulations. 

HCM stands for Human Capital Management, which is a suite of applications used to manage the entire workforce lifecycle. It extends beyond traditional HR to strategically manage employees as a core business asset through functions like talent management (TAM, Profile Management, ePerformance, Career & Succession Planning), workforce management (Benefits, HR Core, Absence Management, Payroll, Time & Labor), and service delivery (Employee or Manager Self-Service, Activity Guides, WorkCenters, etc.).

HR Administrator is a professional responsible for the daily administrative and technical management of the ctcLink Human Capital Management (HCM) system for a college (company). The administrator maintains employee data, supports various HR business processes within the application, and ensures the system functions correctly. The role combines human resources and technical system administration duties. For the purposes of Segregation of Duties (SoD) this individual must not also fulfill the role of Payroll Administrator.

The Local Security Administrator (LSA) is a professional responsible for managing user access, security roles, and permissions within the ctcLink system. This includes tasks such as:

• Performs updates to the employee's account by using the Distributed User Profiles page for managing assignment and removal of college grantable security roles.
• Assigning permission lists for data access rights to User Profiles to ensure data security.
• Maintenance of employee's preferred name on their User Profile and email used for approval workflow notifications.

The role can further involve assignment of secondary security in the Finance and Campus Solutions pillars, though these responsibilities can be delegated to Business Analysts or Pillar Leads responsible for those pillars. The LSA is also responsible for performing periodic audits to verify compliance and maintain Segregation of Duties (SoD), for the separation of access to prevent fraud or misuse of the ctcLink system. LSAs often confirm training completion in ctcLink system modules prior to assignment of roles to ensure that new system users do not create a risk or liability for the college with poor data entry practices.

In it's fullest sense, Employee offboarding is the structured process for managing a departing employee's exit. Their exit can include administrative, logistical, and knowledge-transfer tasks to ensure a smooth transition and mitigate risks. Key steps involve collecting company assets and revoking access to systems, transitioning duties and knowledge, conducting an exit interview, and completing final paperwork like pay and benefits information. An effective offboarding process helps protect company security and reputation while maintaining a positive relationship with the departing employee.

Employee onboarding is the process of integrating new hires into an organization by familiarizing them with the company's business practices, their specific role, and setting up their system access to ensure their ability to perform their duties. It includes administrative tasks like completing paperwork, but also encompasses strategic activities such as training, introductions, and setting expectations to help new employees become productive and engaged members of the team. An effective onboarding process is comprehensive, can last from a few days to weeks, or even months in the case of probationary periods. A successful onboarding sets the foundation for long-term employee success and retention.

Part-Time Faculty are instructors hired on a contract basis, typically quarter-by-quarter, to teach and evaluate students for a percentage of a full-time workload. They may also be called "adjunct" or "associate" faculty and are essential for providing a wide range of course offerings. While their specific terms, duties, and pay are unique to each college and outlined in those college's local Collective Bargaining Agreements, their roles are crucial to the system's mission and are supported by best practices adopted by the State Board for Community and Technical Colleges (SBCTC). 

The Payroll Administrator in ctcLink uses the system to manage payroll processing, including setting up payroll calendars, running payrolls, and handling taxes and benefits. For the purposes of Segregation of Duties this individual must not also fulfill the role of HR Administrator.

In ctcLink, a "Person of Interest" (POI) is a non-payroll relationship used for tracking individuals who are not employees but have a relationship with the "company" (college). Examples include pre-employment candidates, contractors, external instructors, or consultants. POI records are effective-dated and enable colleges to establish instructors in Campus Solutions who are not direct employees of the college.

In the Campus Solutions pillar there is a set of security access controls referred to as SACR Security. The SACR acronym stands for Student Administration and Contributor Relations (a module we did not purchase in CS). The numerous pages collectively referred to as "SACR Security" control user access to academic and student data, ensuring that users, such as staff and faculty, can only view or modify student information relevant to their roles and responsibilities. SACR Security controls access such as Academic Structure Security, which is a fundamental layer that assigns user access based on the academic structure of the institution. A Local Security Administrator (LSA), or a Business Analyst (with granted access), can grant a user access to specific academic institutions, campuses, careers (e.g., Undergraduate, Continuing Education), programs, and plans. For example, a user in the undergraduate admissions office might be restricted to viewing only undergraduate programs, but not be able to view continuing education programs. Some SACR Security pages control access that is configurable at the institution level, for example Service Indicators, meaning that granting access to a set of Service Indicators will only apply for that particular college. Other SACR Security controls access that is globally configured, such as Enrollment Security or Test ID Security, where the available values are global across all colleges in our system. Some SACR Security pages that are local can have "System Defined" values that are not unique to an individual college, but rather are "Global" (common) values, used in a local table that apply to access only at that single college.

The word "Transition" in this case is really focused on supporting an employee who is moving out of an old role and into a new role within the same college. This can be a permanent promotion, an interim position, or a temporary elevation of duties. This can mean removing access to pages associated with their prior position, but could also include a slow fade of responsibilities from their old position as that position remains open until filled. This is a unique blend of offboarding and onboarding activities as the employee transitions from their old role into their new role, or transitions back into their original role after the interim or temporary period.