Transcript LeaveTRAQ Training

LeaveTraq Training
for Employees
November 2007
Please Note
The LeaveTraq computer
screenshots used in this training
will be from the LeaveTraq “Test”
program. This allows for use of
imaginary employees, such as
Snow White and the Seven
Dwarfs, and keeps the
information of actual employees
confidential.
TAMU Employee Services
LeaveTraq Training
November 2007
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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
TAMU Employee Services
LeaveTraq Training
November 2007
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Employee Responsibilities
You are responsible for:
• Promptly and accurately requesting leave
• Periodically checking your leave balances
• Keeping informed of TAMU System Policies and
Regulations, TAMU Rules and Standard
Administrative Procedures (available online at
http://rules-saps.tamu.edu/)
• Providing back-up documentation (e.g., a note from
your doctor, military orders), as necessary
TAMU Employee Services
LeaveTraq Training
November 2007
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How to Get Started
You will logon to LeaveTraq
through the
Single Sign On System (SSO) at:
https://sso.tamus.edu/
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LeaveTraq Training
November 2007
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SSO Logon Screen
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LeaveTraq Training
November 2007
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SSO Home Page
LEAVETRAQ 2.0
TAMU Employee Services
LeaveTraq Training
Click here to
access
LeaveTraq
November 2007
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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.
TAMU Employee Services
LeaveTraq Training
November 2007
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Employee Home Page
Help button
Email Department Administrator
Click Select button to view information
about
a specific leave category (e.g.,
TAMU Employee Services
LeaveTraq
Training
sick, vacation)
This section contains an overview of your leave
information
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Additional Information on the
Employee Home Page
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.
TAMU Employee Services
LeaveTraq Training
November 2007
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Employee Job Information
Job Information
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LeaveTraq Training
November 2007
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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.
TAMU Employee Services
LeaveTraq Training
November 2007
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Show Detail Button
Click Show Details button
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LeaveTraq Training
November 2007
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Dwarf Bashful’s
Show Detail Screen
Click Hide Details
button to close
Show Details
screen
Information
provided on
Dwarf Bashful’s
Show Details
screen
TAMU Employee Services
LeaveTraq Training
November 2007
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To Request Leave
To request leave, you will first need to click on the
Request Leave tab.
This is illustrated on the next slide.
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LeaveTraq Training
November 2007
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Process to Request Leave
Click on Request Leave tab
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LeaveTraq Training
November 2007
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Leave Request: 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 - Quick Fill : You may want to make a selection from
the Quick Fill drop-down 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.
TAMU Employee Services
LeaveTraq Training
November 2007
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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.
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LeaveTraq Training
November 2007
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Method 1 – Quick Fill continued
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.
TAMU Employee Services
LeaveTraq Training
November 2007
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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.
TAMU Employee Services
LeaveTraq Training
Provide additional information, if necessary. Review the leave
request for accuracy. If everything is ok, click the Save Item button.
November 2007
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Possible Mistake Using Quick Fill
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.
TAMU Employee Services
LeaveTraq Training
November 2007
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Leave Request: Method 2
To request leave with Method 2:
1. From the drop-down menu, select the Start Date and
End Date for the leave
2. From the drop-down menu, select the beginning and
ending time of the leave
3. Enter the total number of Hours of leave to be used
4. Select the Leave Type from the drop-down menu
(e.g., sick, vacation, compensatory time)
5. Select Save Item
The next slide illustrates requesting leave with Method 2.
TAMU Employee Services
LeaveTraq Training
November 2007
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Requesting Leave with 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.
TAMU Employee Services
LeaveTraq Training
November 2007
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Leave Request: Method 1 or 2
Whichever method you choose, your leave
request will automatically be rejected if you request
more hours of leave than you currently have
available or are projected to have available by
the requested time period.
You, however, are responsible for ensuring your
leave request complies with System Policies
and Regulations and Texas A&M University
Rules and Standard Administrative Procedures.
TAMU Employee Services
LeaveTraq Training
November 2007
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Example of a Sick Leave Request
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.
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LeaveTraq Training
November 2007
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Example of a Sick Leave Request
Click drop-down arrow
to select Leave Type
Select Sick Leave
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LeaveTraq Training
November 2007
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Requesting Sick Leave
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
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LeaveTraq Training
November 2007
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Sick Leave Request continued
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.
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LeaveTraq Training
November 2007
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Review Leave Request
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
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LeaveTraq Training
November 2007
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What happens next?
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.
TAMU Employee Services
LeaveTraq Training
November 2007
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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
TAMU Employee Services
LeaveTraq Training
November 2007
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Successfully Submitting
Your Request
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.
TAMU Employee Services
LeaveTraq Training
November 2007
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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
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LeaveTraq Training
November 2007
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Leave Request Successful!
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LeaveTraq Training
November 2007
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What happens next?
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
TAMU Employee Services
LeaveTraq Training
November 2007
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Email Message
The email contains information about the request:
•
•
•
Who requested leave
What dates and times are requested
What type of leave was requested
TAMU Employee Services
LeaveTraq Training
November 2007
Page 36
Sample Email Leave Request
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
TAMU Employee Services
LeaveTraq Training
November 2007
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Email Notification to You
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.
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LeaveTraq Training
November 2007
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Setting Your Profile Preferences
Click Profile tab
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LeaveTraq Training
November 2007
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Setting Your Email Notification
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
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LeaveTraq Training
November 2007
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Leave Requested
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.
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LeaveTraq Training
November 2007
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Reopening a Submitted Leave
Request
Click the Reopen this document button
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LeaveTraq Training
November 2007
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Canceling a Submitted Leave
Request
Note: to cancel a submitted
leave request, you must
first reopen the document.
See previous slide.
Click the Cancel this document button
TAMU Employee Services
LeaveTraq Training
November 2007
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Please Note
• You are unable to change a leave
request once it has been approved by
your supervisor.
• If you need to make changes to an
approved leave request, speak with
your supervisor who will work with the
department administrator to make the
necessary changes.
TAMU Employee Services
LeaveTraq Training
November 2007
Page 44
In Progress Documents
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’.
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LeaveTraq Training
November 2007
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In Progress Documents
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LeaveTraq Training
November 2007
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Document History
• You can check on 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.
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LeaveTraq Training
November 2007
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Document History
Click Document History button
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LeaveTraq Training
November 2007
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Document History continued
Current Document Information provides
an overview of the leave request
Time of Actions records the
exact time that the leave was
requested, reviewed, etc.
TAMU Employee Services
LeaveTraq Training
The Document History screen shows that Bashful Dwarf’s
supervisor Snow White and the Leave Administrator still
need to review this leave document.
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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
TAMU Employee Services
LeaveTraq Training
November 2007
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