november 2007 leavetraq training for employees. please note the leavetraq computer screenshots used...
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November 2007
LeaveTraq Trainingfor 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 2007Page 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 2007Page 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
http://rules-saps.tamu.edu/)• Providing back-up documentation (e.g., a note from
your doctor, military orders), as necessary
TAMU Employee Services LeaveTraq Training
November 2007Page 4
How to Get Started
You will logon to LeaveTraq
through the
Single Sign On System (SSO) at:
https://sso.tamus.edu/
TAMU Employee Services LeaveTraq Training
November 2007Page 5
SSO Logon Screen
TAMU Employee Services LeaveTraq Training
November 2007Page 6
SSO Home Page
Click here to access LeaveTraq
LEAVETRAQ 2.0
TAMU Employee Services LeaveTraq Training
November 2007Page 7
The Employee home page has several features to helpyou:
1. Manage your leave2. Check your leave balances3. Email 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 2007Page 8
Employee Home Page
Email 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 2007Page 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 2007Page 10
Employee Job Information
Job Information
TAMU Employee Services LeaveTraq Training
November 2007Page 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 2007Page 12
Show Detail Button
Click Show Details button
TAMU Employee Services LeaveTraq Training
November 2007Page 13
Informationprovided 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 2007Page 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 2007Page 15
Process to Request Leave
Click on Request Leave tab
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November 2007Page 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 2007Page 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 2007Page 18
Method 1 – Quick Fill continued
After selecting the appropriate date option fromthe 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 2007Page 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 2007Page 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 2007Page 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 used4. 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 2007Page 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 2007Page 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 2007Page 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 secondtime 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 2007Page 25
Example of a Sick Leave Request
Select Sick Leave
Click drop-down arrow to select Leave Type
TAMU Employee Services LeaveTraq Training
November 2007Page 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 2007Page 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 2007Page 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 2007Page 29
What happens next?
You have four choices after you click the Save Itembutton 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 2007Page 30
Choices After Clicking the Save Button
Click Submit forApproval 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 documentTAMU Employee Services LeaveTraq Training
November 2007Page 31
If you decide to click the Submit for Approval buttonoption, you must:
1. Read the Certification Statement2. Click the box indicating - “I have read and agree to the Certification Statement.”3. Click the Submit for Approval button4. 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
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November 2007Page 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 2007Page 33
Leave Request Successful!
TAMU Employee Services LeaveTraq Training
November 2007Page 34
What happens next?
After you submit your leave request:
1. An email message is sent to your supervisor (manager)
2. An email message is sent to your department administrator
TAMU Employee Services LeaveTraq Training
November 2007Page 35
The email contains information about the request:
• Who requested leave• What dates and times are requested• What type of leave was requested
Email Message
TAMU Employee Services LeaveTraq Training
November 2007Page 36
Sample Email Leave Request
From: LeaveTraq@Leave.tamu.edu Sent: Monday, April 3, 2006 4:06 PMTo: White, SnowSubject: 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
TAMU Employee Services LeaveTraq Training
November 2007Page 37
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.
TAMU Employee Services LeaveTraq Training
November 2007Page 38
Setting Your Profile Preferences
Click Profile tab
TAMU Employee Services LeaveTraq Training
November 2007Page 39
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
TAMU Employee Services LeaveTraq Training
November 2007Page 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 2007Page 41
Reopening a Submitted Leave Request
Click the Reopen this document button
TAMU Employee Services LeaveTraq Training
November 2007Page 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 2007Page 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 2007Page 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 2007Page 45
In Progress Documents
TAMU Employee Services LeaveTraq Training
November 2007Page 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 2007Page 47
Document History
Click Document History button
TAMU Employee Services LeaveTraq Training
November 2007Page 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 2007Page 49
Help is Available!
LeaveTraq is an easy-to-use program for requesting,reviewing, and managing leave. Help is available whenyou 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 2007Page 50
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