LeaveTraq Training for Managers

1. DIVISION OF FINANCE LeaveTraq Training for Managers HUMAN RESOURCES

2. 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 Dwarfs, and keeps the information of actual employees confidential.

3. Clarification of Terms 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.

4. Manager Types in LeaveTraq 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.

5. 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

6. Manager Role • 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

7. Manager Role 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.

8. Manager Role • 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) • May need to request Sick Leave Pool hours • Have been released to work by their physician • with restrictions

9. How to Get Started Managers will logon to LeaveTraq as Employeesthrough the Single Sign On System (SSO) at: https://sso.tamus.edu/

10. Use Employee Logon Same Employee UIN Same EmployeePassword

11. SSO Home Page Click here to access LeaveTraq LEAVETRAQ 2.0 November 2007 Page 11 TAMU Employee Services LeaveTraq Training

12. Employee Home Page The next screen is a copy of the LeaveTraq Employee home page. The screen has several features to help employees: 1. Manage their leave 2. Check leave balances 3. Email questions to the Department Administrator 4. Click the Help button for assistance You will use the Change Role drop-down arrow in the upper right-hand corner to change to the Manager role.

13. Employee Home Page Click drop-down arrow to Change Roles Help button Email Dept Admin Click Manager to change to Manager role

14. 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

15. Sample Email Leave Request From: LeaveTraq@Leave.tamu.edu 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

16. 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.

17. Setting Your Profile Preferences Ensure Employee role is selected Click Profile tab Indicate your preference in the Manager’s Inbox Click Save Notification/Email Changes button

18. 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.

19. 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

20. 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:

21. Reviewing a Leave Document Click Manager Confirm Inbox is clicked Click Document Number to open and review employee’s leave request

22. Steps to Approve Leave • To approve the leave, the Manager: • 1. Reviews the leave request • Clicks the Approve button The following screen demonstrates how to approve a leave document.

23. Manager – Approving Leave Click Approve button Review the leave request

24. Manager - Rejecting Leave • To reject a leave request, the Manager: • Reviews the leave request • Enters a brief Comment explaining why the leave request is being rejected • 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.

25. Manager - Rejecting Leave Click Reject button A brief comment is required when rejecting a leave document Review the leave request insufficient staffing

26. 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.

27. 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

28. 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.

29. 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)

30. Dwarf Sleepy’s Vacation Information 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.

31. Show Details Button Click the Show Detailsbutton to view additional information about the employee

32. Show Details Screen This is the information provided on the Show Details screen

33. 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.

34. 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.

35. My Delegates Tab Click My Delegates tab Click Add button Enter PIN # of Employee to Be Delegate

36. Employee Successfully Set as Delegate Dwarf Happy is now an Active Delegate

37. How Long Will a Delegate Remain Active? • A Delegate will remain active unless the Manager or Department Administrator deactivates or deletes the Delegate. • The next slide will illustrate how to perform these actions.

38. Deactivating or Deleting a Delegate Click to delete an active Delegate To deactivate an active Delegate, click the Deactivate button

39. 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.

40. 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/556LeaveTraqProxy.pdf • Forward the completed and signed form to the Department Administrator

41. 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)

42. Generating a Report Click Reports tab Click drop-down arrow Select a Report

43. 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