Transcript WELCOME TO MONTHLY TIME TRAQ

WELCOME TO TIME TRAQ for
MONTHLY PAID NON-EXEMPT
EMPLOYEES
Texas A&M University-Kingsville
Payroll Department
361-593-3706
Overview
• Employees fill out their timecards on-line
through the Single Sign On -Time Traq:
https:sso.tamus.edu
• All request for leave entered in Leave Traq
will flow into Time Traq and onto the
timecards
• TAMUK holiday schedule will also flow
into the timecards
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Overview (Continued)
• The employee submits their timecard to
their manager no later than Sunday night
for approval.
• The Managers must approve the timecards
weekly (Every Monday)
• The Department Administrator ensures that
all timecards have been submitted and
approved and notifies the Department
Approver when the entire adloc is done.
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Overview (Continued)
• The Department Approver has the final
authority on approving and sending the
weekly timecards to Payroll.
• If the Dept. Approver has elected “autoapprovals, the program will approve the
payroll on Monday night if all the timecards
are ready for submission to payroll.
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Compensatory Time
• Compensatory time does not round to
quarter hours, and can only be used in
quarter hour increments. Example: You can
earn 2.10 FLSA but can only use 2.0 until
another .15 is earned.
• Compensatory time will be posted
automatically to Leave Traq once the pay
period for TAMUK is submitted to College
Station
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Compensatory Time
On the Overview tab you will see the summary
of compensatory time that will post to Leave
Traq (see below)
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Overview (Continued)
• Employees cannot request leave if a
timecard is overdue.
• All leave request MUST be done by the
employee for it to be reflected on the
timecard.
• The Payroll Central Administrator must
approve all leave request before the
Department Approver can submit the
timecards
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Overview (Continued)
The entire adloc must be submitted all
together. One incomplete employee timecard
will stop the entire adloc from processing.
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Easy Fill Timecard
Enter
Hours
ALWAYS REMEMBER TO SAVE
SUBMIT TO YOUR MANAGER NO LATER THAN SUNDAY NIGHT
RESPONSIBLE FOR REPORTING ATLEAST 40 HOURS PER WEEK
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Holidays & Leave Automatic
Leave flows over from Leave Traq-Leave MUST be approved by all in order
to complete the timecard
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Submitting the Timecard
Ex: The employee forgot to submit but did fill out
completely before leaving on vacation – Managers
name
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Managers-Preferences
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Managers Inbox
The
timecards
are always
available
Managers can view detail by clicking the timesheet number and from
there you have the options of rejecting cancelling or approving a
timecard ---or approve by clicking the green Approve button.
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Missing Timecards
If an employee timecard is not showing up in Time Traq DO NOT
IGNOR IT!
Managers talk to your Department Administrator. The Dept. Admin.
can go into the RP Review screen and on the field “Match” change the
drop down to “Missing Timesheets”. If you have a “create timesheet”
option click on it and a timesheet should be created. (See the next page)
If you do not have this option call the Central Time Traq Administrator
in the payroll office. If the EPA has not been approved yet a paper
timecard may need to be completed.
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Missing Timesheets
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Check Adjustments Tab
Managers need to check
the overview screen or
the adjustments screen
for automatic
adjustments flowing
from Leave Traq due to
entries the employee
may have made .
Adjustments can only
be cancelled by the
Department
Administrator
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Leave Details
You don’t have to go to Leave Traq to see what leave was approved.
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Managers & Delegates
Managers set their own delegates by typing in the name, click search then
add delegate. This can be changed at any time by the manager.
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Timecard Actions
Managers have several options :
Approve only if you have checked the timecard
and it is correct
Reject it back to the employee for correction
Cancel it if the employee didn’t work or didn’t
complete the timecard and is unavailable for
correction
Recall if you cancelled the timecard and now
need to complete it
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Department Administrators
Overview Screen (RP Review)
New:
Open:
Submitted:
Approved:
Payroll:
Employee hasn’t filled out timecard
Employee started timecard but hasn’t submitted it
Employee submitted to their manager
Manager has approved
Dept. Approver has sent to Payroll
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Department Administrator
Dept. Administrators need to make sure all the employees have a manager
assigned.
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Employee Overview Screen
If you have a temporary employee
working less than 4.5 months they are
not eligible for the holidays.
Temporary employees will need to enter leave without pay in Leave Traq for the
holidays in order to complete the 40 hour workweek and submit their timecards.
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Adjustments
Only the Department Administrator can add or cancel adjustments. In
this example the employee requested leave without pay for a prior
pay period in Leave Traq. Since it was a prior period that had already
been submitted and paid, the entries flowed to the current timesheet
under adjustments.
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Adjustments
If the employee makes an entry in Leave Traq for a prior period that’s already
been submitted the Department Administrator must go into pending
adjustments and change the status to “done” , adjust the hours, click the “Look
Up” button, make a comment then click the “Save” button (not pictured) .
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Account Allocation Screen
Make sure the employee is being paid from the correct account(s)
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Approval Log
Check the status of the timecard, who submitted it, who approved, etc..
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Department Administrator
When everything is ready click send message & an email will be sent to your Department
Approver reminding them to submit it to Payroll. If you don’t see this button, something
is not done on your payroll.
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Example of a Situation:
If your employee is not at work, he/she is in the
hospital and leave has not been submitted. You
have 2 options: Cancel the timecard and submit
an adjustment upon his/her return or have the
Payroll Leave Traq Administrator submit the
leave for the employee. The second option can
only be done in certain situations. With both
situations the Leave Traq Administrator needs
to be consulted.
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Department Approver
When the payroll is ready to be sent to Payroll, the Department Approver will see a green
Submit button. If this button is not there then there is something that still needs to be done.
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Once submitted, you should receive an email confirming that it was sent.
Leave Documents not Approved
The Payroll Leave Traq Administrator must approve the leave documents before
timecards can be submitted by the Department Approver.
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Available Reports
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BVD’s (Budget Verification
Document)
Date: 11-12-08
The Texas A & M University System
Time:
Budget/Payroll/Personnel System
PAYROL01 BP5000
Budget Verification Document
Voucher No. 4336 B
Adloc Code: 17120320
Wrk Stn Cd: J
Date Paid: 12-01-2008
Pin
UIN
Name
Office of Finance & Administration
Frst
Lng
Hzd
Title
Day
Mon
Mon
Code
Title
Cty
Positon
FTE
Cd
Percent
Mthly
Gross Pay
***********************************************************************************************************************************************************************************
J00123
01-S
111111111 Jane Doe
010 9131
A 0901
32525
0831
17
00000
120320
Time Traq Expert
0020
100
$5,000.00
$5,000.00
*
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*DENOTES THAT OVERDUE TIMESHEETS FOR
EMPLOYEE EXIST IN TIMETRAQ
The BVD will give you a warning when an employee has over due timecard(s)
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HELP!!!!
NEWS
TUTORIALS
HELP
On EVERY Page in Time Traq you will see the above
icons in the upper right hand corner of your screen.
News is the latest changes in the Time Traq Community
(all Texas A&M workstations.
Tutorials will walk you through a process
Help will tell you everything you need to know about
each “Role” and more!
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Support
Help is always available through email or a phone call!
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