LeaveTraq Training for Employees

1. LeaveTraq Training for Employees

2. 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

3. 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

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

5. Logon Screen

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. 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

8. 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

9. 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.

10. Employee Job Information Job Information

11. 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.

12. Show Details Button Click Show Detailsbutton

13. Show Details Screen Click Hide Details button to close Show Details screen Information provided on Dwarf Bashful’s Show Details screen

14. Requesting Leave You will first need to click on the Request Leave tab to request leave. This is illustrated on the next slide.

15. Requesting Leave Click on Request Leave tab

16. 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 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.

17. Requesting Leave: Method 1 Quick Fill Click theQuick 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.

18. 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.

19. Requesting Leave: Method 1 Quick Fill The option of ‘yesterday morning’ was chosen from theQuick 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.

20. 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.

21. Requesting Leave: Method 2 • 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.

22. Requesting Leave: Method 2 Enter Start Date and Time Enter End Date and Time Enter number of Hoursrequested 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.

23. 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.

24. 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.

25. Requesting Leave: Example Click drop-down arrow to select Leave Type Select Sick Leave

26. 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

27. 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 bluenumber 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.

28. 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

29. What happens next? 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.

30. 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

31. 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 • Click the box indicating - “I have read and agree • to the Certification Statement.” • 3. Click the Submit for Approval button • You will receive a notice that states “Document Action Successful – Status Changed to • Pend App & Review” • The next two screens illustrates these actions.

32. 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

33. Leave Request Successful!

34. What happens next? Leave Request Successful! • After you submit your leave request: • An email message is sent to your supervisor (manager) • An email message is sent to your department administrator

35. Email Message • The email contains information about the request: • Who requested leave • What dates and times are requested • What type of leave was requested

36. Email Message: Sample From: LeaveTraq@Leave.tamu.edu 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

37. 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.

38. Your Profile Click Profile tab

39. 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

40. 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.

41. Reopening a Document Click the Reopen this document button

42. 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

43. 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

44. 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’.

45. Document Status: In Progress

46. 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.

47. Document History Click Document History button

48. 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.

49. 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.

50. Questions? Benefits Services 979.862.1718 hrcompbenefits@tamu.edu employees.tamu.edu