LeaveTraq Training for Administrators

1. LeaveTraq Training for Administrators

2. Department Administrator • The employee responsible for administering LeaveTraq within an ADLOC(s) is referred to as the Department Administrator • The Department Administrator has a very important function in the operation of the LeaveTraq program and in the maintenance of accurate leave records

3. Objective In this tutorial, you will learn about: • The Department Administrator screens • How to complete basic Department Administrator operations • The steps to begin using LeaveTraq in your ADLOC

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

5. Use Employee Logon Same Employee UIN Same Employee Password

6. 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

7. LeaveTraq Employee Home Page Click drop-down arrow to change roles Choose Dept Admin Role

8. LeaveTraq Department Administrator Home Page You may access many screens from the Department Administrator home page by clicking the following tabs: • Select Adloc • Pending Docs • Employee List • Emp (Employee) Balance, Docs, History, and Status • Activate • Transaction Entry • Reports The next slide shows the Department Administrator’s home page.

9. LeaveTraq Department Administrator Home Page Click on the appropriate tab to select screen choice Dept Admin Role Indicates the ADLOC you are working with Click dropchange -down arrow to ADLOC

10. Employee List Screen • The Employee List screen allows the • Department Administrator to: • Review active and inactive (e.g., retired, terminated) employees within an ADLOC • Review employee’sUIN #, PIN #, status of leave accruals • View and Edit Managers • Edit Delegates • The next slide shows the Employee List screen.

11. Employee List Screen Click Employee List Tab Click Include Inactive box to show inactive employees Click Yes to Show Managers Click Select Employee button for leave information on an employee

12. New / Rehired Employees • Employee names are added directly to the Employee Listfor the ADLOC from the BPP system after the EPA is processed. The Department Administrator will need to: • Enter the supervisor (referred to in LeaveTraq as Manager) • information • Review the leave information for rehired employees to ensure • it is accurate (e.g., prior Dept Admin may have neglected to remove • vacation leave paid in lump sum payment; verify whether an employee is • eligible to reinstate sick leave hours or should have their sick leave hours • lapsed per System Regulation 31.03.02 Sick Leave

13. Transfer Employees • Names of transfer employees (from within the A&M System) are • added directly to the Employee List for the ADLOC from the BPP system once the EPA is processed. • The Department Administrator will need to enter the • Manager information • If the prior department/A&M System member was using • LeaveTraq, the beginning leave information will already be • available in LeaveTraq

14. Adding and Editing Managers • Using the Edit Managerbutton determines which Manager is responsible for reviewing and/or needs information regarding an employee’s leave request.

15. Adding and Editing Managers • As the Department Administrator, you will • use the Edit Managerbutton to let the • LeaveTraq program know which Manager(s) is • responsible for which employee(s), within the • ADLOC(s) you are responsible for administering • You will do this by clicking on the Edit Managers • button on the Employee Listscreen The next slide shows the location of the Edit Managers button.

16. Adding and Editing Managers Select the Managers tab and search by employee name Or, click the Edit Managers button next to the appropriate employee

17. Adding and Editing Managers Select for next step to add manager

18. Adding and Editing Managers Select to add manager

19. Adding and Editing Managers Insert Manager UIN Select manager type from drop down menu (types are described in next slide) c c Select if this manager is the employee’s primary manager for leave approval purposes

20. Types of Managers in LeaveTraq There are three types of Managers in the LeaveTraq program: Approval - will receive email notification and is responsible for reviewing leave requests; will be able to view leave information and generate reports (on the employees to whom they have been designated as ‘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 - does not receive email notification; is not responsible for reviewing leave request; is able to view leave information and generate reports (on the employees to whom they have been designated as ‘reader’ manager)

21. Delegate of Approval Authority A manager may delegate his/her authority to approve leave to someone else if s/he will be gone for a period of time. The Department Administrator would use the Edit Delegate button on the Employee List screen to indicate the employee to which this authority is going to be temporarily delegated.

22. Delegate of Approval Authority Or, click the Delegates tab and search for the Manager’s name Click the Edit Delegate button next to the appropriate Manager’s name

23. Delegate of Approval Authority Click the Add button Enter the PIN of the employee who will be the Delegate

24. Question: 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:

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

26. Transaction Entry Screen The Transaction Entry screen is used by the Department Administrator to record many essential leave actions, such as: • Initial leave balances • Earned Compensatory time • Awards of Administrative leave • Leave usage (including lump sum vacation) • Grants from and donations to the Sick Leave Pool • Correction of errors The next screen is the Transaction Entry screen.

27. Transaction Entry Screen Click Transaction Entry tab

28. Entering Data in the Transaction Entry Screen • Enter the Employee’s UIN in the appropriate box(To search for the UIN of active employees, enter the employee’s last name and press the blue Search button. The search feature will not work for inactive employees.) • Select the correct Fiscal Year • Select the Transaction Type • Select the Type of Leave • Select the Type of Leave subcategory, if applicable • Select FMLA/PL/PT (FMLA, Parental Leave, Parent Teacher Leave), if applicable

29. Entering Data in the Transaction Entry Screen cont’d • Indicate Start Date (indicate Start Time if for leave usage) • Indicate End Date (only if for leave usage) • Enter number of Hours • Enter brief Description describing transaction • You will normally skip the Reverse Entry and Overrides’ boxes • Enter the employee’s PIN # only if the employee is in two active PIN #’s • Click Save button

30. The Transaction Entry Screen Transaction Types on the Transaction Entry Screen

31. Entering Data on the Transaction Entry Screen Click Transaction Entry Tab Enter Employee UIN Confirm Fiscal Year Select Transaction Type Select Leave Type Enter Start Date (and date and time information, if necessary) Enter Hours Enter brief description Click Save button

32. Correcting or Adjusting a Transaction Entry • A transaction entry may be corrected or adjusted in two ways: • Cancel the transaction entry and complete a new • transaction entry • Leave the incorrect transaction entry active, but • complete a new one making an adjustment using • theReverse Entry feature to return leave hours

33. Cancelling a Transaction Entry • Select the Emp History tab and search for the employee by name • Locate the transaction entry • Click the Select button under the Trans Details column on the line of the transaction entry (Note: a Transaction Entry is not assigned a document number because only a Dept Adm can perform this function. A document number is assigned when an employee submits a leave request.) • Enter a comment in the Comment Required box • Click the red Cancel Transaction button • Re-enter a new transaction entry • The next two slides illustrate these actions.

34. Cancelling a Transaction Entry Click Emp History Tab Search for Employee by Name Locate transaction entry that needs to be canceled Click Select

35. Cancelling a Transaction Entry Enter a brief comment explaining the reason for the cancellation ee didn’t take leave Click Cancel Transaction button

36. Using the Reverse Entry Feature(Transaction Entry Screen) • Select the date(s) and time period of the hours to correct. If applicable, enter the same date the first transaction entry was made. the transaction entry • Select the same Transaction and Leave Type of the entry being corrected • Enter the number of hours needing to be returned (example – employee needs to return Sick Leave Pool hours) • State the reason for the correction in the Description section • Click the “yes” button on Reverse Entry • The next slide illustrates these actions.

37. Using the Reverse Entry Feature(Transaction Entry Screen) Use same Transaction Type Use same Leave Type Enter the number of Hours to be returned or adjusted For this transaction entry, the Start Date remains the same as the date the SLP hours were granted. No End Date is required. Enter reason for the Reverse Entry Click Yes for Reverse Entry Click Save button

38. Pending Docs Screen • The Pending Docsscreen contains: • A list of all incomplete documents in an ADLOC (i.e., documents requiring some sort of action by the Department Administrator, the Manager, or the employee) • A drop-down filter to help you determine the status of each document (e.g., Docs Waiting for Admin Review, Docs Needing Mgr approval, Docs Not Yet Submitted, Rejected Docs) • The next slide illustrates the Pending Docs screen.

39. Pending Docs Screen Click Pending Docs tab Click drop-down arrow and select a category option. This will group leave documents requiring similar actions (see next slide).

40. Pending Docs Screen: Drop-Down Filter Click Pending Docs tab Click drop-down arrow and select a category option to group leave documents requiring similar actions

41. Reviewing a Leave Request Department Administrators are responsible for reviewing leave requests that have been approved by the employee’s Manager to ensure the leave complies with policy. By clicking on the Document Number (under the Detailscolumn on the Pending Docsscreen) you can open the document to review the leave request.

42. Reviewing Leave Documents Approved by the Manager • Question: How can you tell which document numbers in Pending Docs have been reviewed by the Manager? • Answer: Look in the Status column on the Pending Docs screen: • Pend App & Review indicates the document needs to • be reviewed by both the Dept Admin and the Manager • Pend Adm Review indicates the Manager has already • approved the document

43. Pending Docs Status column Click Document # to review leave request Pend Adm Rev means Manager has already approved this document. Ready for Department Admin review

44. Reviewing a Leave Document If leave does not comply with policy, add a comment and click Reject button If leave request requires a signature, click PDF button and LeaveTraq will print out a leave document (see next slide) If leave request complies with policy, click Review OK button

45. Printing Out a Leave Document Question: Why would you use the PDF button to print-out a leave request? Answer: A leave request may require additional approval (see TAMU Rule 31.99.99.M2 President’s Delegation of Authority for Human Resource Administration Matrix). The appropriate signatures may be obtained by using the PDF button to have LeaveTraq generate a hard-copy leave document.

46. Reviewing a Leave Document with a Written Signature If the appropriate signature has been obtained, click Review OK and Approve button A pop-up box will appear explaining that this approval action is used in place of electronic approval. Click OK and maintain the signed leave request on file.

47. Document Cancellation Once the Manager has approved the leave request and the Department Administrator has completed the policy review, the document status will be ‘Complete’. If the leave request needs to be changed, the Department Administrator will need to cancel the original document and ask the Employee to submit a new leave request. The new request will then go through the normal routing process. For auditing purposes, a record of the original document and the reason for the cancellation will remain in the LeaveTraq program.

48. Employment Status • Use the Employment Statusscreen to: • Suspend leave accruals (e.g., LWOP) • Indicate FMLA eligibility • Manually update the Six Months Service Complete box* • View audit log of changes made to the Employment Statusscreen • * The LeaveTraq program will automatically check the Six Months Service Complete box at the end of the month that the employee reaches their six month anniversary. The Department Administrator can manually check this box earlier in the month on the actual anniversary date, if preferred.

49. Employment Status Employee Status Tab Suspend leave accruals Six Months Service Complete LeaveTraq checks this box after the employee completes 12 months of employment. The Department Administrator should uncheck the FMLA Eligibility box if the employee becomes ineligible for FMLA, due to not working 1,250 hours during the prior 12 months. If any changes are made, Click Save Changes button

50. Day-to-Day Actions • Review approved leave requests to ensure policy compliance • Cancel any leave not taken • Complete transaction entries to adjust leave, add earned compensatory time, etc. • Respond to questions of employees and managers • If you are also an SSO Department Administrator, you will generate one-time temporary passwords