The Electronic Timecard for Biweekly (Hourly) Payroll Users

1. Time Traq The Electronic Timecard for Biweekly (Hourly) Payroll Users

2. OVERVIEW • Web-based: • Created by TAMU Business Computing Services Group (BCS) • On-line timesheets can be completed from anywhere with a computer • Support Screen allows you to email support staff questions • Help Screen is available at the “?” button

3. Access Time Traq through SSO

4. Payroll Process Overview • Employee fills out on-line timesheet & submits to Manager • Manager approves or rejects the timesheet • Dept. Administrator oversees and reviews the entire process, notifies Dept. Approver when ready to be submitted • Dept. Approver reviews & submits all timesheets for the entire adloc to the Central Administrator • Cent. Admin. reviews, approves or rejects the entire workstation’s timesheets • Cent. Approver submits entire workstation’s timesheets to BPP for processing

5. The Employee

6. Employee • From the employee's perspective, TimeTraq is a simple application.  The employee's Timesheets are listed on the Employee Timesheets screen.  Time is entered using one of TimeTraq's Timesheet Entry screens.  When data entry is complete, the employee submits the Timesheet and certifies it as being true & correct using the Timesheet Submission screen.

7. Employee • After submission, Timesheets are routed to the manager for approval.  If everything is in order, the employee's work with the Timesheet is complete.   • If there are problems with a Timesheet, the employee's manager may reject it.  This will cause it to re-appear on the Employee Timesheets screen so it can be selected for correction.  When this happens, it's the employee's responsibility to correct and re-submit his/her Timesheet in a timely manner.

8. Getting Started • Log in to SSO and select the TimeTraq link • TimeTraq will display the Employee Timesheets screen on startup • TimeTraq automatically creates timesheets for employees • Employees with multiple jobs can work with timesheets from either job • Select a timesheet by clicking the gray select button or its ID number • Each TimeTraq timesheet is assigned a unique ID; refer to this number if you need help with a timesheet.

10. Entering Time • Employees normally only have to enter the Regular Work hours • Select the correct work week by clicking on the tab with the date range you want to enter • Enter your regular work hours each day • Click the blue Save button to save your changes. Select the next work week and enter that week’s time • Always save your changes before switching work weeks • When you’ve entered all of your time and want to exit this screen, click the Save/Exit button

11. Submitting a Timesheet • To submit a timesheet, open it as previously discussed, verify the hours that you’ve entered are correct, and press the Submit Timesheet button. • TimeTraq will display the “Submission Confirmation” screen to complete the process. • Perform a final review of your timesheet (see next page)

13. Submitting a Timesheet • “Sign” your timesheet by certifying that the time entered is true and correct (this is done by checking the box at the bottom of the screen) • Press the green Submit Timesheet button to send the timesheet to your manager • TimeTraq will display the Timesheet Review screen showing that your timesheet was submitted

14. The Manager

15. Manager • In TimeTraq, the manager's primary responsibilities are to: • Ensure that their employees submit true and accurate Timesheets in a timely manner; and, • Approve submitted Timesheets as quickly as possible. •  In TimeTraq, documents that require a manager's approval show up in his/her Manager Inbox screen.   • Managers can configure their own Preferences so that he/she receives an email when Timesheets need to be approved.

16. Manager • Managers work primarily with the Manager Inbox and Timesheet Overview screens.  Managers can return a timesheet to an employee for correction. • If a Timesheet needs further review, it can be selected from the inbox and displayed on the Timesheet Overview screen.  This screen displays detailed information about the Timesheet, including hours worked by day (and, if applicable, by Project), adjustments, approvals, etc.

17. Manager • If an employee has not completed his/her timesheet and are not reachable, the manager has 2 options: • Complete the timesheet for the employee • Cancel the timesheet • If an employee didn’t work any hours during that pay period the manager must cancel the timesheet • Set up a delegate to approve timesheets in your absence • To add a delegate, search by last name or enter the other manager’s UIN, then click the green Add Delegate button • To suspend another manager’s ability to act as your delegate, click the red Deactivate button. To re-activate a manager’s delegate authority, click the blue Reactivate button

18. Manager’s Outbox • The Manager’s Outbox screen allows you to see timesheets you’ve taken action on, including approvals, rejections, etc. • Timesheets that you’ve approved can be recalled from this screen – if they’ve not been approved by another manager or sent to payroll • This screen also allows you to review the outboxes of other managers for whom you are a delegate

19. Timesheet Overview Screen • Approve a timesheet submitted by an employee • Edit a timesheet for an employee • Cancel a timesheet that is not needed • Reopen a timesheet that has been canceled • Reject a timesheet with errors back to an employee • Recall a timesheet you’ve approved • Timesheets approved by another approver or that have been paid cannot be recalled • Submit all timesheets to the Dept. Admin.

20. Manager’s Timesheet Actions • Canceling a timesheet • If an employee has been terminated, has no hours to report for a pay period, or if you don’t know how many hours the employee worked during the timesheet period, the timesheet can be canceled by clicking the red Cancel Timesheet button. • Reopening a timesheet • If an employee’s timesheet has been canceled, you can re-open it by clicking the blue Reopen button • Timesheets can no longer be re-opened after the department’s timesheets have been sent to payroll

21. Manager’s Timesheet Actions • Recalculating a Timesheet • If a change is made to the employee’s budget records after the timesheet is submitted, using the recalculation function will cause TimeTraq to re-total the employee’s pay based on the most recent budget entries for the pay period. • Typically this happens as a result of a “last minute” EPA document being submitted. • Note that the recalculation function removes any manual adjustments you might have made to the employee’s account allocations.

22. Manager’s Timesheet Actions • Rejecting a timesheet • If an employee’s timesheet contains errors, you can send it back to him/her by clicking the blue Reject button • When rejecting a timesheet, be sure to discuss the data entry problems with the employee

23. Manager’s Timesheet Actions • Recalling a timesheet • If, after approving a timesheet, you need to make a correction to it, you can recall it by clicking the blue Recall button • If a timesheet has been approved by another approver or submitted to payroll, you can no longer recall it • After recalling a timesheet, the timesheet must be re-approved before it can be submitted to payroll

24. Manager’s Timesheet Actions • Managers and administrators can enter and submit timesheets on behalf of their employees. • In some situations, this may be required to ensure they are paid on time • As discussed, the Timesheet Review screen will allow you to edit a timesheet – if the timesheet is in an editable status • Editable statuses: New, Open, Submitted, or Rejected

25. Manager’s Timesheet Actions • Timesheet exceptions and corrections: • If the timesheet has already been approved, it must be recalled before it can be edited. • Note that this situation requires the timesheet approver to perform the recall operation; therefore, if another approver has approved the timesheet, he/she will have to recall the timesheet • If the timesheet has been canceled, it must be reopened before it can be edited

26. Submitting Time for Employee, cont.. • TimeTraq will display the “Submission Confirmation” screen. • Perform a final review of the timesheet • “Sign” the employee’s timesheet by certifying that the time entered is true and correct (this is done by checking the box at the bottom of the screen) • Enter a comment indicating why you are submitting the timesheet • Click the green Submit Timesheet button to submit/approve the timesheet • TimeTraq will re-display the Timesheet Review screen showing that the timesheet was submitted and, if you are authorized to approve it, approved.