November 2007 LeaveTraq Training for Employees

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. TAMU Employee Services LeaveTraq Training November 2007 Page 2

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 TAMU Employee Services LeaveTraq Training November 2007 Page 3

Employee Responsibilities 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 ) Providing back-up documentation (e.g., a note from your doctor, military orders), as necessary TAMU Employee Services LeaveTraq Training November 2007 Page 4

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

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

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

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 TAMU Employee Services LeaveTraq Training November 2007 Page 8

Employee Home Page 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) TAMU Employee Services LeaveTraq Training November 2007 Page 9

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

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

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. TAMU Employee Services LeaveTraq Training November 2007 Page 12

Show Detail Button Click Show Details button TAMU Employee Services LeaveTraq Training November 2007 Page 13

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

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

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

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. Leave Request: Method 1 TAMU Employee Services LeaveTraq Training November 2007 Page 17

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. TAMU Employee Services LeaveTraq Training November 2007 Page 18

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. TAMU Employee Services LeaveTraq Training November 2007 Page 19

Method 1 – Quick Fill 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. TAMU Employee Services LeaveTraq Training November 2007 Page 20

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

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

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

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. Leave Request: Method 1 or 2 TAMU Employee Services LeaveTraq Training November 2007 Page 24

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. TAMU Employee Services LeaveTraq Training November 2007 Page 25

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

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 TAMU Employee Services LeaveTraq Training November 2007 Page 27

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. TAMU Employee Services LeaveTraq Training November 2007 Page 28

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

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. TAMU Employee Services LeaveTraq Training November 2007 Page 30

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 TAMU Employee Services LeaveTraq Training November 2007 Page 31

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 TAMU Employee Services LeaveTraq Training November 2007 Page 32

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 TAMU Employee Services LeaveTraq Training November 2007 Page 33

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

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 TAMU Employee Services LeaveTraq Training November 2007 Page 35

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

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

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

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

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

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. TAMU Employee Services LeaveTraq Training November 2007 Page 41

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

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 TAMU Employee Services LeaveTraq Training November 2007 Page 43

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. TAMU Employee Services LeaveTraq Training November 2007 Page 44

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 home page that has been left ‘in progress’. TAMU Employee Services LeaveTraq Training November 2007 Page 45

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

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. TAMU Employee Services LeaveTraq Training November 2007 Page 47

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

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

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 TAMU Employee Services LeaveTraq Training November 2007 Page 50