human resources

HUMAN RESOURCES

DIVISION OF FINANCE

LeaveTraq Trainingfor

Employees

Human ResourcesLeaveTraq Training for Employees

07/13/2009

Division of Finance

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.

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

LeaveTraq

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

• Providing back-up documentation (e.g., a note from

your doctor, military orders), as necessary

Employee Responsibilities


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You will logon to LeaveTraq

through the

Single Sign On System (SSO) at:

https://sso.tamus.edu/

How to Get Started

https://sso.tamus.edu/


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SSO Logon Screen


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SSO Home Page

Employee Information

Click here to access

LeaveTraq

Employee Information

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

Employee Home Page


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Email Department Administrator

Help button

This section contains an overview of your leave information

Click Select button to view information about a specific leave category (e.g.,

sick, vacation)

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

Additional Information

The next screen illustrates the Employee home page.

Employee Home Page


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Job Information

Employee Job Information

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.

Show Details Button


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Click Show Details button

Show Details Button


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Information provided on Dwarf

Bashful’s Show Details screen

Click Hide Details button to

close Show Details screen

Show Details Screen

You will first need to click on the Request Leave tab to request leave.

This is illustrated on the next slide.

Requesting Leave


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Click on Request Leave tab

Requesting Leave

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.

Leave Request: Method 1 – Quick Fill

Requesting Leave: Method 1


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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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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.



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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.

Provide additional information, if necessary. Review the leave request for accuracy. If everything is ok, click the Save Item button.


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.

Requesting Leave: Method 1Potential Mistake


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.

Leave Request: Method 2


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Division of Finance


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.

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.

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.

Requesting Leave: An Example


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Select Sick Leave

Click drop-down arrow to select Leave Type



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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


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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Click on blue number for a direct link to System Policy

Click Save Item button

Review Leave Type information

Review Start Date and End Date and

beginning and ending time

Review number of Hours requested


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.



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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

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.

Successfully Submitting Your Request

Your Choices After Clicking the Save Button


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Submitting Your Leave Request

Click box indicating you have read Certification Statement

Click Submit for Approval button

Click Certification Statement which will bring up a pop-up box for you to read

Leave Request Successful!

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

Leave Request Successful!

The email contains information about the request:

• Who requested leave

• What dates and times are requested

• What type of leave was requested

Email Message

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

Email Message: A Sample

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.

Email Message: Notification

Click Profile tab

Your Profile

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

Your Profile: Email Preferences

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.

Click the Reopen this document button

Reopening a Document

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

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

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’.

Document Status: In Progress

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.


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Document History

Click Document History button


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Document History

The Document History screen shows that Bashful Dwarf’s supervisor Snow White and the Leave Administrator still

need to review this leave document.

Current Document Information provides an overview of the leave request

Time of Actions records the exact time that the leave was

requested, reviewed, etc.

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.

human resources

Documents

leave informationclick

leave program

leave balances3

online leave request

request leave tab

leave manager date

details screenclick

types of leave ability