1 Time Traq

Overview 2 Web-based Created by TAMU Business Computing Services Group (BCS) Interfaces with Leave Traq for monthly payrolls On-line timesheets can be completed from anywhere with computer access Tutorials and FAQs available from on-screen links Help Screen is available at the “?” button

Access Time Traq through SSO 3

Roles 4 Roles Within Departments: Employee Manager Department Approver Roles Centralized Within Payroll/Human Resources: Departmental Administrator Payroll Administrator Central Administrator

Payroll Process Overview 5 Employee fills out on-line timesheet & submits to Manager Manager approves or rejects the timesheet Department Approver reviews & submits timesheets for the entire ADLOC to Payroll

The Employee 6

Employee’s Role 7 Access TimeTraq thru SSO Enter hours worked on a daily basis during a biweekly or weekly period Submit to Manager

Getting Started 8 Log in to SSO and select the TimeTraq link TimeTraq will display the Employee timesheets screen on startup  TimeTraq automatically creates timesheets for employees ( New employee timesheets are automatically created after EPA processes. If EPA has not processed a manual timesheet may be necessary for the first payroll. or for pay periods with accelerated due dates.)  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 help is needed on a timesheet.

Time Sheet Screen 9

Entering Time 10 Employees normally enter their In and Out work hours or, for Simple timesheets, the total hours worked per day Select the correct work week by clicking on the tab with the date range needed Enter time worked each day Click the green Save button to save changes. Select the next work week and enter that week’s time When all time has been entered, to exit the screen, click the Save/Exit button If ready to submit, click Submit Timesheet button

Timesheet Entry 11

Submitting a Timesheet 12 Employee “signs” 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 Submit Timesheet button to send the timesheet to the employee’s manager TimeTraq will display the Timesheet Review screen showing that the timesheet was submitted

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The Manager 16

Manager 17 In TimeTraq, the manager’s primary responsibilites are to:  Ensure that employees submit true and accurate timesheets in a timely manner.  Approve submitted timesheets as quickly as possible.  Check TimeTraq for documents that require a manager’s approval. Timesheets show up in the Manager Inbox screen.  Ensure that Leave Traq documents have been submitted and approved, as the leave time will automatically populate into the Time Traq timesheet (after review & approval through Human Resources). Managers can configure their own Preferences so that is received when timesheets need to be approved.

Setting Preferences 18

Manager (con’t) 19 Set up a delegate to approve timesheets during absences (Assign with caution as the delegate may also receive LeaveTraq notifications…the delegate should be in a higher position than the manager is within the chain-of-command or, if at the same level as the manager, should be in a position that can see an employee’s leave requests without violating the employee’s right to privacy under HIPPA law.) 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 a delegate, click the red Deactivate button. To re-activate a manager’s delegate authority, click the blue Reactive button

Manager (continued) 20 Delegates are a ‘must’!

Manager (continued) 21 Managers work primarily with the Manager Inbox and Timesheet Overview screens. Managers can return a timesheet to an employee for correction. (Delegates may need to change Inboxes in order to see another Manager’s employees.) 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, adjustments, approvals, etc.

Manager (continued) 22 If an employee has not completed a timesheet and cannot be reached prior to the payroll due date, the manager has 2 options:  Complete the timesheet for the employee  Cancel the timesheet If an employee did not work any hours during that pay period the manager must cancel the timesheet

Timesheet Overview Screen 23 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 an approved timesheet Timesheets approved by another manager or that have been paid cannot be recalled

Timesheet Overview 24

Reopen after Cancelling 25

Editing Timesheet 26

Submitting a Timesheet for the Employee 27

Submitting Timesheet for Employee (Continued) 28

Submitting Timesheet for Employee (Continued) 29

Successful Submission 30

Manager’s Outbox 31 The Manager’s Outbox screen allows the manager to see timesheets that action has been taken on, including approvals, rejection, etc. Timesheets that have been approved can be recalled from this screen – if they haven’t been approved by another manager or sent to payroll This screen also allows a manager to review the outboxes of other managers, if set up as another manager’s delegate

Manager’s Outbox (continued) 32

Preparing for Department Approver 33 The ADLOC’S timesheets cannot be sent to payroll until ALL timesheets within that ADLOC have been approved or canceled Once the ADLOC is complete, the Department Manager should notify the Department Approver to review, approve, and submit the TimeTraq timesheets to payroll. If the Department Approver is the same person as the Department Manager, the approver must change roles & submit the timesheets to payroll.

The Department Approver 34

Department Approver 35 The department approver role is quite specialized in that it has a single responsibility in TimeTraq; getting the ADLOC’S Timesheets submitted to payroll.

Department Approver (continued) 36 To review the timesheets for an ADLOC, the approver must sign on to Single Sign On & select the Time Traq button. Then use the drop down box on the top right to select the Department Approver role if the role does not automatically default to that role. Click the RP Review tab to display the ADLOC’S Reporting Period Review screen

Department Approver (continued) 37 When timesheet managers have approved or canceled all timesheets and submitted them to the approver, the ADLOC-Rpt Period Summary screen will display a green Submit to Payroll button. Click this green button to approve the payroll The approver will be sent an when the process is complete

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The Departmental Administrator 40

Departmental Administrator 41 Ensure employees/managers submit/approve timesheets in a timely manner Configure employee job properties appropriately Adds schedules, account allocation, timesheets, approval hierarchy

Departmental Administrator ( 42 Selecting an employee’s timesheet will display the Timesheet Overview screen  Reporting Period Review – shows an ADLOC’S timesheets in a given pay period  Employees Screen – shows employees in an ADLOC  Managers Screen – allows Time Traq user to see employees reporting to a manger

Reporting Period (RP) Review 43

Employee’s Screen 44

Manager’s Screen 45

Employees assigned to Manager 46

RP (reporting period) Review Screen 47 Timesheet Status Column can show various stages:  New-timesheet, has not been started  Open-timesheet has some time entered  Submitted-timesheet sent to manager  Approved-timesheet sent to Department Approver  Cancelled-manager deleted timesheet  Payroll-Dept. Approver sent to Payroll  OK-Payroll submitted to BPP ( Budgets/Payroll/Personnel Operations Center at College Station for processing of payroll )

Timesheet Status 48

Timesheet Status (continued) 49

Employee Overview 50

Timesheet Actions 51 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 that may have been made to the employee’s account allocations.

Adjustments 52 Occasionally there is a need to make a correction to an employee’s calculated pay Usually this is done after the payroll has been run; thus the term “Prior Period Adjustment” Timesheet adjustments can only be made by Departmental and Central Administrators

Adjustments (continued) 53 Adjustments can add or subtract time and dollars to and from an employee’s timesheet, as needed. Adjustments are made to a single day, are in terms of hours, and use the rate of pay from the budget for the date in question.

Adjustments (continued) 54

Adjustments (continued) 55

Payroll Administrator 56

Payroll Administrator 57 The Payroll Administrator role is responsible for reviewing and submitting a Workstation’s timesheets to The Texas A&M University System Budget Payroll & Personnel Operations Center for processing. All payrolls for the entire Texas A&M University System process concurrently; if one workstation has not submitted its Adlocs, this holds up payroll for all the workstations!!!

Central Administrator 58

Central Administrator 59 The Central Administrator role has the same capabilities as the Departmental Administrator for all ADLOCs in a workstation. Central Administrators also have the ability to activate ADLOCs within Time Traq and create Workstation-wide Work and Holiday Schedules.

Reports 60

Reports 61 When a timesheet is submitted in TimeTraq, a detailed breakdown of its hours by account and object class is created The Departmental Administrator and Department Approver can useTimeTraq reports to obtain a summary of the payroll and the accounts to be charged:  ADLOC Payroll Detail by Name  ADLOC Payroll Detail by Account

Reports (continued) 62 TimeTraq reports are delivered in PDF format to the user’s computer; therefore, Adobe Acrobat Reader is required to view the reports To run a report, choose it from the list and fill in the selected report’s additional criteria Note that dates should be entered in “mm/dd/yyyy” format

Reports 63 Commonly Run Reports:  ADLOC Payroll Detail, by name or account  Lists the hours worked by employees in an ADLOC and the account(s) the time will be charged to  ADLOC Payroll Detail, by name or account, from P2Pay  Lists the hours/amounts in BPP’S P2Pay database for an ADLOC  Overtime Payments  Lists overtime charges for an ADLOC  Timesheet Adjustments  Lists adjustments made to timesheets in a given pay period

Reports (continued) 64 Commonly run reports, (continued):  Approval Exceptions  Lists timesheets entered/submitted by managers/approvers  On Call/Callback  Lists costs associated with on call work  Employees w/o Managers  Lists employees whose job does not have an approver in TimeTraq

Reports (continued) 65

Security 66 SSO passwords should NEVER be shared with anyone TimeTraq will automatically log out after 17 minutes of inactivity Manually log out of SSO by clicking the SSO Logout button on any TimeTraq screen or by closing the browser window Always close the browser window(s) after using any confidential web site like TimeTraq

Help Screens 67 TimeTraq Help and Documentation: TimeTraq Tutorials: Frequently Asked Questions:

TAMU-CT Time Traq Contacts 68 Payroll: Nancy Earnest, Director, Ext Sophia Chenault, Payroll Assistant, Ext Human Resources: Jeremy Damron, HR Generalist, Ext. 5457

69 The End Thanks & Have a Great Day!