Transcript LeaveTraq Training for Managers

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Human Resources | Page 1
LeaveTraq
LeaveTraq is the leave program for The Texas A&M
University System. LeaveTraq includes the following:
• On-line leave request and approval program
• Options for requesting all types of leave
• Procedure to provide employees with their current
leave balances
• Convenient access wherever the Internet is available
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Manager Types
There are three types of Managers in the
LeaveTraq program. This concept is
explained further on the next slide. This
tutorial has been developed to provide
training to the ‘approval’ Manager
(supervisor) who has the authority to
approve or reject leave requests.
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Manager Types
There are three types of Managers in the LeaveTraq
program:
•
Approval – will receive email notification and is responsible for reviewing
leave request; will be able to view leave information and generate reports
on the employees to whom they have been designated as the “approval”
manager.
•
Info Only – will receive an email for informational purposes when the
employee requests leave, but is not responsible for reviewing leave
requests; is not able to view the employee’s leave information and can not
generate reports.
•
Reader – dos not receive email notification; is not responsible for
reviewing leave requests; is able to view leave information and generate
reports on the employees to whom they have been designated as the
“reader” manager.
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Manager Responsibilities
The Manager’s role in LeaveTraq is to:
• Promptly review leave requests
• Approve or reject leave requests
• Ensure that staffing in their area is sufficient
• Keep informed of The Texas A&M University
(TAMU) System Policies and Regulations and
TAMU Rules and Standard Administrative
Procedures regarding leave
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Manager Responsibilities
Managers who are responsible for reviewing timesheets
should verify that:
• leave documents have been approved for the time off
reported on the timesheets; and
• timesheets reflect any leave documents that have
already been approved.
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Manager Responsibilities
Managers should follow established procedures and
notify the LeaveTraq Department Administrator when
employees they supervise
• have experienced a work-related injury/illness;
• may qualify for the Family Medical Leave Act
(FMLA);
• need to request Sick Leave Pool hours; and/or
• have been released to work by their physician
with restrictions
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How to Get Started
Managers will logon to LeaveTraq
as Employees through the
Single Sign On System (SSO) at:
https://sso.tamus.edu/
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Same
Employee
UIN
Same
Employee
Password
Employee Home Page
The next screen is a copy of the LeaveTraq Employee home
page.
The screen has several features to help employees:
1.
2.
3.
4.
Manage their leave
Check leave balances
Email questions to the Department Administrator
Click the Help button for assistance
You will use the Change Role drop-down arrow in the upper righthand corner to change to the Manager role.
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Employee Home Page
Help button
Click drop-down
arrow to Change
Roles
Email Dept Admin
Click Manager to change to Manager role
Email Notice to the Manager
LeaveTraq automatically sends an email to the Manager
when an employee who reports to the manager requests
leave.
The email contains the following information:
• Who requested leave
• What dates and times are requested
• What type of leave
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Sample Email Leave Request
From: [email protected]
Sent: Monday, January 9, 2006 8:05 AM
To: White, Snow
Subject: Leave Document For Your Approval
You have a new document for approval in your LeaveTraq inbox.
https://hrc.tamu.edu/leave/navi.aspx?r=4
Dwarf Bashful has requested SICK Leave.
The Leave Request is for the following dates:
January 6, 2006 08:00 AM to January 6, 2006 05:00 PM
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Email Notification
The frequency of email notification can be changed by
setting Email Notification Preferences in the Profile
section while in the Employee role in LeaveTraq.
The next screen will illustrate how this is done.
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Employee Home Page
Click Profile tab
Ensure Employee
role is selected
Indicate your preference
in the Manager’s Inbox
Click Save Notification/Email Changes button
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Manager’s Home Page
You may access many screens from the Manager’s
home page by clicking the following tab options:
•
•
•
•
•
•
Inbox
Outbox
My Employees
Emp (Employee) Balance, Docs, History
My Delegates
Reports
The next slide shows the Manager’s home page.
Manager’s Home Page
Click on the appropriate tab
to select screen choice
Click Manager role
Leave request documents for your review will automatically
appear when you open the Manager home page
Manager’s Inbox
The Inbox lists the documents the Manager has
received for review and the types of leave
requested. As shown in the previous screen, the
Manager’s default home page is the Inbox
screen.
The following slide demonstrates how to open a
leave document from the Manager’s Inbox
screen:
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Reviewing a Leave Document
Click Manager
Confirm Inbox is clicked
Click Document Number to open and review employee’s leave request
Steps to Approve Leave
To approve the leave, the Manager:
1. Reviews the leave request
2. Clicks the Approve button
The following screen demonstrates how to approve
a leave document.
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Manager – Approving Leave
Click Approve button
Review the leave request
Manager – Rejecting Leave
To reject a leave request, the Manager:
1. Reviews the leave request
2. Enters a brief Comment explaining why the leave
request is being rejected
3. Clicks the Reject button
LeaveTraq is a leave management tool; however, the
program should not replace good communication
with those you supervise.
The following screen demonstrates how to reject a leave
document.
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Manager – Rejecting Leave
Click Reject button
A brief comment is required when
rejecting a leave document
Review the leave request
insufficient staffing
What Happens Next?
• Approve – if approved, the Department
Administrator will review the levae request to ensure
the document complies with TAMU rules and
regulations.
• Reject – LeaveTraq will generate an email to your
employee if you reject his/her leave request. The
employee must either cancel the leave request or
reopen and resubmit a revised leave request. If the
employee resubmits the request, you will reconsider
the revised request and either approve or reject the
document.
The next slide shows the Manager’s home page.
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My Employees Screen
Managers have access to helpful information about the
employees they supervise under the My Employees tab.
• Click the My Employees tab
• Click the box next to an employee’s name to
review leave balances and prior leave requests
• Click the Show Details button to review general
information about the employee
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My Employees Screen
Click My Employees tab
Click Select button next to employee’s name to bring up leave records for
that employee.
The next slide illustrates what happens after clicking the Select button next to Dwarf Sleepy’s name.
Employee Balance Screen
This screen shows Dwarf Sleepy’s employee leave balances.
Click the Select button under the Details column next to leave type
(e.g., vacation, sick) to see employee’s leave accrual and usage)
Employee Information Screen
The leave category can be changed
by selecting the drop-down arrow.
Click the Select button under Trans Details or the Document
Number under Doc Details to see additional information.
Show Details Information
Click the Show Details button to view additional
information about the employee
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Show Details Screen
This is the information provided on the Show Details screen
My Delegates Button
The My Delegates button allows Managers to
delegate another employee the authority to approve
or reject leave requests on their behalf.
Managers should only use this function if they will
be away from work and unavailable.
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Appointing a Delegate
• Select the My Delegates button
• Enter the PIN # for the employee to be assigned as a
delegate (contact the Department Administrator
for assistance in determining the employee’s PIN #)
• The name of the Delegate will appear
• Indicate status of the delegate, if necessary
The following two slides will demonstrate how to appoint a Delegate.
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My Delegates Tab
Click My Delegates tab
Click Add button
Enter PIN # of Employee to Be Delegate
Employee Successfully Set as Delegate
Dwarf Happy is now an Active Delegate
How Long Will a Delegate Remain
Active?
A Delegate will remain active until the Manager or
Department Administrator deactivates or deletes the
Delegate.
The next slide will illustrate how to perform these actions.
Deactivating or Deleting a Delegate
Click to delete an active Delegate
To deactivate an active Delegate, click the Deactivate button
Proxy Access
Under the old paper leave request system,
Managers would sometimes assign another employee
the responsibility of requesting personal leave on
their behalf.
The LeaveTraq program allow Managers to designate
a Proxy to request leave on their behalf in LeaveTraq.
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Proxy Access
To designate proxy access, the Manager an Employee
to be designated as Proxy will:
• Complete the Designation of Proxy in the LeaveTraq
Program form available online at:
http://employees.tamu.edu/docs/benefits/leave/556LeaveTr
aqProxy.pdf
• Forward the completed and signed form to the
Department Administrator
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Manager Reports
Managers can generate the following reports:
•
•
•
•
Employee Year-to-Date (YTD) Activity
Manager’s Employee Current Balances
Manager’s Employee Extended Balances
Manager’s Employee Usage (for selected
time period)
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Generating a Report
Click Reports tab
Click drop-down arrow
Select a Report
Help is Available!
LeaveTraq is an easy-to-use program for requesting,
approving and managing leave.
Help is available when you need it!
1. Select the Help button on the upper
right-hand side of the LeaveTraq screen
2. Contact your Department Administrator
for assistance
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Questions?
Benefits Services
979.862.1718
[email protected]
employees.tamu.edu
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