LeaveTraq Training for Managers HUMAN RESOURCES DIVISION OF FINANCE

Human Resources LeaveTraq Training for Managers 7/20/2009 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 Dwarfs, and keeps the information of actual employees confidential.

There are three types of Managers in the LeaveTraq program. This concept is explained further on the next slide. This tutorial has been developed to provide training to the ‘approval’ Manager (supervisor) who has the authority to approve or reject leave requests. Clarification of Terms

Manager Types in LeaveTraq There are three types of Managers in the LeaveTraq program: Approval – will receive notification and is responsible for reviewing leave request; will be able to view leave information and generate reports on the employees to whom they have been designated as the “approval” manager. Info Only – will receive an for informational purposes when the employee requests leave, but is not responsible for reviewing leave requests; is not able to view the employee’s leave information and can not generate reports. Reader – dos not receive notification; is not responsible for reviewing leave requests; is able to view leave information and generate reports on the employees to whom they have been designated as the “reader” manager.

LeaveTraq is the leave program for The Texas A&M University System. LeaveTraq includes the following: On-line leave request and approval program Options for requesting all types of leave Procedure to provide employees with their current leave balances Convenient access wherever the Internet is available LeaveTraq

The Manager’s role in LeaveTraq is to: Promptly review leave requests Approve or reject leave requests Ensure that staffing in their area is sufficient Keep informed of The Texas A&M University (TAMU) System Policies and Regulations and TAMU Rules and Standard Administrative Procedures regarding leave Manager Role

Managers who are responsible for reviewing timesheets should verify that: leave documents have been approved for the time off reported on the timesheets; and timesheets reflect any leave documents that have already been approved.

Manager Role Managers should follow established procedures and notify the LeaveTraq Department Administrator when employees they supervise: Have experienced a work-related injury/illness May qualify for the Family Medical Leave Act (FMLA) May need to request Sick Leave Pool hours Have been released to work by their physician with restrictions

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 9 Division of Finance Managers will logon to LeaveTraq as Employees through the Single Sign On System (SSO) at: How to Get Started

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 10 Division of Finance Use Employee Logon Same Employee UIN Same Employee Password

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 11 Division of Finance SSO Home Page Click here to access LeaveTraq LEAVETRAQ 2.0 TAMU Employee Services LeaveTraq Training November 2007 Page 11

The next screen is a copy of the LeaveTraq Employee home page. The screen has several features to help employees: 1. Manage their leave 2. Check leave balances 3. questions to the Department Administrator 4. Click the Help button for assistance You will use the Change Role drop-down arrow in the upper right- hand corner to change to the Manager role. Employee Home Page

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 13 Division of Finance Dept Admin Help button Click drop-down arrow to Change Roles Click Manager to change to Manager role Employee Home Page

Notice to the Manager LeaveTraq automatically sends an to the Manager when an employee who reports to the manager requests leave. The contains the following information: Who requested leave What dates and times are requested What type of leave

From: Sent: Monday, January 9, :05 AM 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: January 6, :00 AM to January 6, :00 PM Sample Leave Request

The frequency of notification can be changed by setting Notification Preferences in the Profile section while in the Employee role in LeaveTraq. The next screen will illustrate how this is done. Notification

Click Profile tab Ensure Employee role is selected Indicate your preference in the Manager’s Inbox Click Save Notification/ Changes button Setting Your Profile Preferences

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 18 Division of Finance Manager’s Home Page You may access many screens from the Manager’s home page by clicking the following tab options: Inbox Outbox My Employees Emp (Employee) Balance, Docs, History My Delegates Reports The next slide shows the Manager’s home page.

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 19 Division of Finance Manager’s Home Page Click Manager role Click on the appropriate tab to select screen choice Leave request documents for your review will automatically appear when you open the Manager home page

Manager’s Inbox The Inbox lists the documents the Manager has received for review and the types of leave requested. As shown in the previous screen, the Manager’s default home page is the Inbox screen. The following slide demonstrates how to open a leave document from the Manager’s Inbox screen:

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 21 Division of Finance Reviewing a Leave Document Confirm Inbox is clicked Click Manager Click Document Number to open and review employee’s leave request

To approve the leave, the Manager: 1. Reviews the leave request 2.Clicks the Approve button The following screen demonstrates how to approve a leave document. Steps to Approve Leave

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 23 Division of Finance Manager – Approving Leave Click Approve button Review the leave request

Manager - Rejecting Leave To reject a leave request, the Manager: 1.Reviews the leave request 2.Enters a brief Comment explaining why the leave request is being rejected 3.Clicks the Reject button LeaveTraq is a leave management tool; however, the program should not replace good communication with those you supervise. The following screen demonstrates how to reject a leave document.

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 25 Division of Finance insufficient staffing Click Reject button A brief comment is required when rejecting a leave document Manager - Rejecting Leave Review the leave request

What happens next? Approve – if approved, the Department Administrator will review the levae request to ensure the document complies with TAMU rules and regulations. Reject – LeaveTraq will generate an to your employee if you reject his/her leave request. The employee must either cancel the leave request or reopen and resubmit a revised leave request. If the employee resubmits the request, you will reconsider the revised request and either approve or reject the document. The next slide shows the Manager’s home page.

My Employees Screen Managers have access to helpful information about the employees they supervise under the My Employees tab. Click the My Employees tab Click the box next to an employee’s name to review leave balances and prior leave requests Click the Show Details button to review general information about the employee

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 28 Division of Finance My Employees Screen Click Select button next to employee’s name to bring up leave records for that employee. Click My Employees tab The next slide illustrates what happens after clicking the Select button next to Dwarf Sleepy’s name.

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 29 Division of Finance Employee Balance Screen This screen shows Dwarf Sleepy’s employee leave balances. Click the Select button under the Details column next to leave type (e.g., vacation, sick) to see employee’s leave accrual and usage)

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 30 Division of Finance Dwarf Sleepy’s Vacation Information The leave category can be changed by selecting the drop-down arrow. Click the Select button under Trans Details or the Document Number under Doc Details to see additional information.

Show Details Button Click the Show Details button to view additional information about the employee

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 32 Division of Finance This is the information provided on the Show Details screen Show Details Screen

My Delegates Button The My Delegates button allows Managers to delegate another employee the authority to approve or reject leave requests on their behalf. Managers should only use this function if they will be away from work and unavailable.

Appointing a Delegate Select the My Delegates button Enter the PIN # for the employee to be assigned as a delegate (contact the Department Administrator for assistance in determining the employee’s PIN #) The name of the Delegate will appear Indicate status of the delegate, if necessary The following two slides will demonstrate how to appoint a Delegate.

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 35 Division of Finance My Delegates Tab Click My Delegates tab Enter PIN # of Employee to Be Delegate Click Add button

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 36 Division of Finance Employee Successfully Set as Delegate Dwarf Happy is now an Active Delegate

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 37 Division of Finance A Delegate will remain active unless the Manager or Department Administrator deactivates or deletes the Delegate. The next slide will illustrate how to perform these actions. How Long Will a Delegate Remain Active?

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 38 Division of Finance To deactivate an active Delegate, click the Deactivate button Click to delete an active Delegate Deactivating or Deleting a Delegate

Under the old paper leave request system, Managers would sometimes assign another employee the responsibility of requesting personal leave on their behalf. The LeaveTraq program allow Managers to designate a Proxy to request leave on their behalf in LeaveTraq. Proxy Access

To designate proxy access, the Manager an Employee to be designated as Proxy will: Complete the Designation of Proxy in the LeaveTraq Program form available online at: aqProxy.pdf Forward the completed and signed form to the Department Administrator Proxy Access

Managers can generate the following reports: Employee Year-to-Date (YTD) Activity Manager’s Employee Current Balances Manager’s Employee Extended Balances Manager’s Employee Usage (for selected time period) Manager Reports

Human Resources LeaveTraq Training for Managers 7/20/2009 Page 42 Division of Finance Generating a Report Click Reports tab Click drop-down arrow Select a Report

Help is Available! LeaveTraq is an easy-to-use program for requesting, approving 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