HUMAN RESOURCES DIVISION OF FINANCE LeaveTraq Training for Employees

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 2 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

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 5 Division of Finance You will logon to LeaveTraq through the Single Sign On System (SSO) at: How to Get Started

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 6 Division of Finance SSO Logon Screen

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 7 Division of Finance 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. 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

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 9 Division of Finance 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

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 11 Division of Finance 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

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 13 Division of Finance Click Show Details button Show Details Button

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 14 Division of Finance 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

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 16 Division of Finance 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

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 18 Division of Finance 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. Requesting Leave: Method 1

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 19 Division of Finance 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. Requesting Leave: Method 1

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 20 Division of Finance 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. Requesting Leave: Method 1

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 1 Potential Mistake

Requesting Leave: Method 2 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

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 23 Division of Finance Requesting Leave: Method 2 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

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 26 Division of Finance Select Sick Leave Click drop-down arrow to select Leave Type Requesting Leave: An Example

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 27 Division of Finance 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 Requesting Leave: An 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 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. Requesting Leave: An Example

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 29 Division of Finance 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 Requesting Leave: An Example

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. Requesting Leave: An Example

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 31 Division of Finance 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

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 33 Division of Finance 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 message is sent to your supervisor (manager) 2.An message is sent to your department administrator Leave Request Successful!

The contains information about the request: Who requested leave What dates and times are requested What type of leave was requested Message

From: Sent: Monday, April 3, :06 PM To: White, Snow Subject: Leave Document For Your Approval You have a new document for approval in your LeaveTraq inbox. Dwarf Bashful has requested SICK Leave. The Leave Request is for the following dates: April 3, :00 AM to April 3, :00 PM Message: A Sample

You will be notified by 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 notification preferences in the Profile section. The next two screens will demonstrate how this is done. Message: Notification

Click Profile tab Your Profile

Select Each Action or When Complete to receive notification updates on the status of your leave request Verify or update your Address (Note: this address is updated simultaneously in HRConnect) Click Save Notification/ Changes button Your Profile: 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.

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 48 Division of Finance Document History Click Document History button

Human Resources LeaveTraq Training for Employees 07/13/2009 Page 49 Division of Finance 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.