Transcript LeaveTraq Training for Employees

Follow us on:
Human Resources | Page 1
LeaveTraq
LeaveTraq is the leave program of The Texas A&M
University (TAMU) System. LeaveTraq includes:
• On-line leave request and approval for all
types of leave
• Ability to view current leave balances
• Convenient access wherever the Internet is
available
Human Resources | Page 2
Employee Responsibilites
You are responsible for:
• Promptly and accurately requesting leave
• Periodically checking your leave balances for accuracy
• Keeping informed of TAMU System Policies, Regulations,
TAMU Rules and Standard Administrative Procedures
• Providing back-up documentation (e.g., a note from
your doctor, military orders), as necessary
Human Resources | Page 3
How to Get Started
You will logon to LeaveTraq
through the
Single Sign On System (SSO) at:
https://sso.tamus.edu/
Human Resources | Page 4
Logon Screen
What Happens Next?
•
Once you have logged on, you will see your
SSO home page
•
Click on LeaveTraq 2.0 to enter the LeaveTraq
program
Human Resources | Page 6
Employee Home Page
The Employee home page has several features to help
you:
1. Manage your leave
2. Check your leave balances
3. Email questions to your LeaveTraq department
administrator
4. Click the Help button if you need assistance
The next screen illustrates the Employee home page
Human Resources | Page 7
Employee Home Page
Help button
Email Department Administrator
Click Select button to view information
about a specific leave category (e.g.,
sick, vacation)
This section contains an overview of your leave
information
Employee Home Page
Additional Information
The middle section of the Employee home page lists
information about you and your employment with
TAMU, such as:
• Your name
• Job title and title code
• Vacation accrual rate
• Percent effort of your position
The next screen illustrates the Employee home page.
Human Resources | Page 9
Employee Job Information
Job Information
Show Details Button
There is also a Show Details button on the Employee home page.
Clicking on the Show Details button provides additional information,
such as:
• Date of employment
• ADLOC
• Supervisor(s) who reviews your leave request
(referred to as “Leave Manager”)
• Date your vacation leave accrual rate will increase
The next two screens illustrate the Show Details button.
Human Resources | Page 11
Show Details Button
Click Show Details button
Show Details Screen
Click Hide
Details button to
close Show
Details screen
Information
provided on Dwarf
Bashful’s Show
Details screen
Requesting Leave
You will first need to click on the Request
Leave tab to request leave.
This is illustrated on the next slide.
Human Resources | Page 14
Requesting Leave
Click on Request Leave tab
Requesting Leave: Method 1
There are two methods in the LeaveTraq program to choose from to enter
the date(s) and times you are requesting to be absent from work on a leave
request:
Method 1: You may wish to make a selection from the Quick Fill dropdown menu. The Quick Fill method assumes the employee:
• Works from 8:00 a.m.– 5:00 p.m., with an hour off
for lunch
• Could work all seven days a week
The next screen shows the Quick Fill drop-down selection options.
Human Resources | Page 16
Requesting Leave: Method 1
Quick Fill
Click the Quick Fill drop-down arrow.
Select from the options listed. In general,
only employees who work a traditional
8:00 a.m. – 5:00 p.m. Monday – Friday
schedule with a one hour lunch break
should use the Quick Fill option.
Requesting Leave: Method 1
Quick Fill
After selecting the appropriate date option from the Quick Fill
drop-down menu, you will:
•
•
•
•
Select the Leave Type from the drop-down
menu (e.g., sick, vacation, compensatory
time)
Provide additional information, if necessary
Review the leave request for accuracy
Click the Save Item button
The following screen illustrates these actions.
Requesting Leave: Method 1
Quick Fill
The option of ‘yesterday morning’ was
chosen from the Quick Fill drop-down
menu. As a result, LeaveTraq
automatically completed the Start Date,
End Date, beginning and ending times,
and calculated the number of Hours.
Click the Leave Type drop-down arrow
to choose the type of leave to request.
Provide additional information, if necessary. Review the leave
request for accuracy. If everything is ok, click the Save Item button.
Requesting Leave: Method 1
Potential Mistake
Example:
On Friday, you select the “all day tomorrow” option using the
Quick Fill method to request Monday, your next working day off.
The LeaveTraq program operates on a seven day a week
schedule. LeaveTraq will select Saturday as the “all day
tomorrow” option.
Human Resources | Page 20
Requesting Leave: Method 2
1.
2.
3.
4.
5.
From the drop-down menu, select the Start Date and End Date for the
leave
From the drop-down menu, select the beginning and ending time of the
leave
Enter the total number of Hours of leave to be used
Select the Leave Type from the drop-down menu (e.g., sick, vacation,
compensatory time)
Select Save Item
The next slide illustrates requesting leave with Method 2.
Human Resources | Page 21
Requesting Leave: Method 2
Enter Start Date and Time
Enter End Date and Time
Enter number of Hours requested
Select Leave Type (Note: you will choose the
Leave Type from a drop-down menu)
Provide additional information, if necessary. Review
the leave request for accuracy. If everything is ok,
click the Save Item button.
Requesting Leave: Method 1 or 2?
Regardless of which method you choose, please note:
•
•
•
•
Your leave request will automatically be rejected if you request
more hours of leave than you have available; and
Your leave must be used in accordance with appropriate
University rules, regulations, and procedures.
Review the information on the leave request.
If everything is accurate, click the Save Item button.
The next slide illustrates these actions.
Human Resources | Page 23
Requesting Leave: Example
When selecting the Leave Type of sick leave, you must click
the Leave Type drop-down menu a second time to choose
from a selection of options indicating the reason for the use
of the sick leave.
The next two slides illustrate these actions.
Human Resources | Page 24
Requesting Leave: Example
Click drop-down arrow
to select Leave Type
Select Sick Leave
Requesting Leave: Example
Click drop-down arrow to select
Leave Type a second time
Review the use of Sick Leave
selection options and click on
the choice that is appropriate for
your leave usage
Requesting Leave: Example
LeaveTraq will list your choices on the leave request.
•
•
•
The number of the System Policy concerning the type of leave
will be listed in blue. If you click on the blue number, your
browser will open a screen with the corresponding System
Policy. If you are unclear if the leave you are requesting
complies with policy, click on the blue number and review the
System Policy.
Review the information on the leave request.
If everything is accurate, click the Save Item button.
The next slide illustrates these actions.
Human Resources | Page 27
Requesting Leave: Example
Review Start Date and End Date and
beginning and ending time
Review number of Hours requested
Review Leave Type information
Click on blue number for a direct link to System Policy
Click Save Item button
Requesting Leave: Example
You have four choices after you click the Save Item
button on your leave request:
1. Edit the leave request
2. Add a New Item to the leave request
3. Submit the leave request to your manager
4. Cancel the leave request
The next screen illustrates these options.
Human Resources | Page 29
Your Choices After Clicking the Save
Button
Click Submit for
Approval button
Click Cancel this document button
Click New Item button to add another leave request to the document
Click Edit button to make changes to the leave document
Your Choices After Clicking the Save
Button
If you decide to click the Submit for Approval button
option, you must:
1. Read the Certification Statement
2. Click the box indicating - “I have read and agree
to the Certification Statement.”
3. Click the Submit for Approval button
4. You will receive a notice that states “Document Action Successful – Status
Changed to
Pend App & Review”
The next two screens illustrates these actions.
Human Resources | Page 31
Submitting Your Leave Request
Click box indicating you have read Certification Statement
Click Certification Statement which will
bring up a pop-up box for you to read
Click Submit for Approval button
Leave Request Successful!
Human Resources | Page 33
Leave Request Successful!
After you submit your leave request:
1. An email message is sent to your supervisor
(manager)
2. An email message is sent to your department
administrator
Human Resources | Page 34
Email Message
The email contains information about the request:
•
•
•
Who requested leave
What dates and times are requested
What type of leave was requested
Human Resources | Page 35
Email Message: Sample
From: [email protected]
Sent: Monday, April 3, 2006 4:06 PM
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:
April 3, 2006 08:00 AM to April 3, 2006 05:00 PM
Human Resources | Page 36
Email Message: Notification
You will be notified by email when your leave request is approved
or rejected.
You can set how often you want the LeaveTraq program to notify
you on the status of your leave request. This is done by setting
your email notification preferences in the Profile section.
The next two screens will demonstrate how this is done.
Human Resources | Page 37
Your Profile
Click Profile tab
Human Resources | Page 38
Your Profile: Email Preferences
Select Each Action or When Complete to
receive email notification updates on the
status of your leave request
Verify or update your Email Address
(Note: this email address is updated
simultaneously in HRConnect)
Click Save Notification/Email Changes button
Human Resources | Page 39
Requested Leave
Until the request is reviewed by your supervisor, you can:
1. Reopen your request and make changes
(don’t forget to recheck the Certification
Statement box and resubmit the leave request)
2. Cancel your request
The next two screens illustrate these actions.
Human Resources | Page 40
Reopening a Document
Click the Reopen this document button
Human Resources | Page 41
Cancelling a Submitted Request
Note: to cancel a submitted
leave request, you must
first reopen the document.
See previous slide.
Click the Cancel this document button
Human Resources | Page 42
Additional Information
Please note:
•
•
You are unable to change a leave request once it has
been approved by your supervisor
Consult with your supervisor if you need to make a
change to an approved leave request
Human Resources | Page 43
Document Status: In Progress
If you forget to check the Certification Statement box and
click the Submit for Approval button, the leave request is left
‘in progress’. This means your leave request was not
submitted to your supervisor for approval.
The next time you logon to LeaveTraq, you will see the leave
document on your Employee home page. It will be under the
heading of ‘Leave Documents that require your action’.
Click on the document number, check the Certification
Statement box and click the Submit for Approval button.
The next slide shows a document on the Employee home
page that has been left ‘in progress’.
Human Resources | Page 44
Document Status: In Progress
Human Resources | Page 45
Document History
You may check the status of your leave
request by clicking on the Document History
button.
Document History allows you to see what action
has been taken on your leave request.
The following two screens illustrate the Document
History page.
Human Resources | Page 46
Document History
Click Document History button
Document History
Current Document Information provides
an overview of the leave request
Time of Actions records the
exact time that the leave was
requested, reviewed, etc.
The Document History screen shows that Bashful Dwarf’s
supervisor Snow White and the Leave Administrator still
need to review this leave document.
Help Is Available!
LeaveTraq is an easy-to-use program for requesting,
reviewing, 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.
Human Resources | Page 49
Questions?
Benefits Services
979.862.1718
[email protected]
employees.tamu.edu
50
Human Resources | Page 50