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November 2007

LeaveTraq Training. for Employees. November 2007. Please Note.

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November 2007

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  1. LeaveTraq Training for Employees November 2007

  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 Seven Dwarfs, and keeps the information of actual employees confidential. November 2007 Page 2 TAMU Employee Services LeaveTraq Training

  3. 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 November 2007 Page 3 TAMU Employee Services LeaveTraq Training

  4. EmployeeResponsibilities • 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 (available online at • http://rules-saps.tamu.edu/) • Providing back-up documentation (e.g., a note from • your doctor, military orders), as necessary November 2007 Page 4 TAMU Employee Services LeaveTraq Training

  5. How to Get Started You will logon to LeaveTraq through the Single Sign On System (SSO) at: https://sso.tamus.edu/ November 2007 Page 5 TAMU Employee Services LeaveTraq Training

  6. SSO Logon Screen November 2007 Page 6 TAMU Employee Services LeaveTraq Training

  7. SSO Home Page Click here to access LeaveTraq LEAVETRAQ 2.0 November 2007 Page 7 TAMU Employee Services LeaveTraq Training

  8. 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. November 2007 Page 8 TAMU Employee Services LeaveTraq Training

  9. 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 November 2007 Page 9 TAMU Employee Services LeaveTraq Training

  10. Additional Information on the 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 The next screen illustrates the Employee home page. November 2007 Page 10 TAMU Employee Services LeaveTraq Training

  11. Employee Job Information Job Information November 2007 Page 11 TAMU Employee Services LeaveTraq Training

  12. 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. November 2007 Page 12 TAMU Employee Services LeaveTraq Training

  13. Show Detail Button Click Show Detailsbutton November 2007 Page 13 TAMU Employee Services LeaveTraq Training

  14. Dwarf Bashful’s Show Detail Screen Click Hide Details button to close Show Details screen Information provided on Dwarf Bashful’s Show Details screen November 2007 Page 14 TAMU Employee Services LeaveTraq Training

  15. To Request Leave To request leave, you will first need to click on the Request Leave tab. This is illustrated on the next slide. November 2007 Page 15 TAMU Employee Services LeaveTraq Training

  16. Process to Request Leave Click on Request Leave tab November 2007 Page 16 TAMU Employee Services LeaveTraq Training

  17. Leave Request: 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 - Quick Fill : You may want 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. November 2007 Page 17 TAMU Employee Services LeaveTraq Training

  18. 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. November 2007 Page 18 TAMU Employee Services LeaveTraq Training

  19. Method 1 – Quick Fill continued • 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. November 2007 Page 19 TAMU Employee Services LeaveTraq Training

  20. 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. November 2007 Page 20 TAMU Employee Services LeaveTraq Training

  21. Possible Mistake Using Quick Fill 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. November 2007 Page 21 TAMU Employee Services LeaveTraq Training

  22. Leave Request: Method 2 • To request leave with 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. November 2007 Page 22 TAMU Employee Services LeaveTraq Training

  23. Requesting Leave with 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. November 2007 Page 23 TAMU Employee Services LeaveTraq Training

  24. Leave Request: Method 1 or 2 Whichever method you choose, your leave request will automatically be rejected if you request more hours of leave than you currently have available or are projected to have available by the requested time period. You, however, are responsible for ensuring your leave request complies with System Policies and Regulations and Texas A&M University Rules and Standard Administrative Procedures. November 2007 Page 24 TAMU Employee Services LeaveTraq Training

  25. Example of a Sick Leave Request 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. November 2007 Page 25 TAMU Employee Services LeaveTraq Training

  26. Example of a Sick Leave Request Click drop-down arrow to select Leave Type Select Sick Leave November 2007 Page 26 TAMU Employee Services LeaveTraq Training

  27. Requesting Sick Leave 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 November 2007 Page 27 TAMU Employee Services LeaveTraq Training

  28. Sick Leave Request continued • 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. November 2007 Page 28 TAMU Employee Services LeaveTraq Training

  29. Review Leave Request 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 November 2007 Page 29 TAMU Employee Services LeaveTraq Training

  30. 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. November 2007 Page 30 TAMU Employee Services LeaveTraq Training

  31. 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 November 2007 Page 31 TAMU Employee Services LeaveTraq Training

  32. Successfully Submitting Your Request • 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. November 2007 Page 32 TAMU Employee Services LeaveTraq Training

  33. 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 November 2007 Page 33 TAMU Employee Services LeaveTraq Training

  34. Leave Request Successful! November 2007 Page 34 TAMU Employee Services LeaveTraq Training

  35. What happens next? • After you submit your leave request: • An email message is sent to your supervisor (manager) • An email message is sent to your department administrator November 2007 Page 35 TAMU Employee Services LeaveTraq Training

  36. Email Message • The email contains information about the request: • Who requested leave • What dates and times are requested • What type of leave was requested November 2007 Page 36 TAMU Employee Services LeaveTraq Training

  37. Sample Email Leave Request 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 November 2007 Page 37 TAMU Employee Services LeaveTraq Training

  38. Email Notification to You 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. November 2007 Page 38 TAMU Employee Services LeaveTraq Training

  39. Setting Your Profile Preferences Click Profile tab November 2007 Page 39 TAMU Employee Services LeaveTraq Training

  40. Setting Your Email Notification 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 November 2007 Page 40 TAMU Employee Services LeaveTraq Training

  41. Leave Requested 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. November 2007 Page 41 TAMU Employee Services LeaveTraq Training

  42. Reopening a Submitted Leave Request Click the Reopen this document button November 2007 Page 42 TAMU Employee Services LeaveTraq Training

  43. 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 November 2007 Page 43 TAMU Employee Services LeaveTraq Training

  44. Please Note • You are unable to change a leave • request once it has been approved by • your supervisor. • If you need to make changes to an • approved leave request, speak with • your supervisor who will work with the • department administrator to make the • necessary changes. November 2007 Page 44 TAMU Employee Services LeaveTraq Training

  45. In Progress Documents 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 homepagethat has been left ‘in progress’. November 2007 Page 45 TAMU Employee Services LeaveTraq Training

  46. In Progress Documents November 2007 Page 46 TAMU Employee Services LeaveTraq Training

  47. Document History • You can check on 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. November 2007 Page 47 TAMU Employee Services LeaveTraq Training

  48. Document History Click Document History button November 2007 Page 48 TAMU Employee Services LeaveTraq Training

  49. Document History continued 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. November 2007 Page 49 TAMU Employee Services LeaveTraq Training

  50. 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 November 2007 Page 50 TAMU Employee Services LeaveTraq Training

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