leavetraq training for administrators
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LeaveTraq Training for Administrators. Department Administrator. The employee responsible for administering LeaveTraq within an ADLOC(s) is referred to as the Department Administrator - PowerPoint PPT PresentationTRANSCRIPT
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LeaveTraq Training for Administrators
Department Administrator
The employee responsible for administering LeaveTraq within an ADLOC(s) is referred to as the Department Administrator
The Department Administrator has a very important function in the operation of the LeaveTraq program and in the maintenance of accurate leave records
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In this tutorial, you will learn about:
• The Department Administrator screens
• How to complete basic Department Administrator
operations
• The steps to begin using LeaveTraq in your ADLOC
Objective
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Department Administrators will logon to
LeaveTraq as Employees through the
Single Sign On System (SSO) at:
https://sso.tamus.edu/
How to Get Started
Same Employee UIN
Same EmployeePassword
Use Employee Logon
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Once you have logged on, you will see your SSO home page
Click on LeaveTraq 2.0 to enter the LeaveTraq program
What Happens Next?
Click drop-down arrow to change roles
Choose Dept Admin Role
LeaveTraq Employee Home Page
LeaveTraq Department Administrator Home Page
You may access many screens from the DepartmentAdministrator home page by clicking the following tabs:
Select Adloc Pending Docs Employee List Emp (Employee) Balance, Docs, History, and Status Activate Transaction Entry Reports
The next slide shows the Department Administrator’s home page.
Dept Admin Role
Indicates the ADLOC you are working with
Click dropchange -down arrow to ADLOC
Click on the appropriate tab to select screen choice
LeaveTraq Department Administrator Home Page
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The Employee List screen allows the Department Administrator to:
• Review active and inactive (e.g., retired, terminated) employees within an ADLOC
• Review employee’s UIN #, PIN #, status of leave accruals
• View and Edit Managers • Edit Delegates
The next slide shows the Employee List screen.
Employee List Screen
Click Select Employee button for leave information on an employee
Click Yes to Show Managers
Click Include Inactive box to show inactive employees
Click Employee List Tab
Employee List Screen
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Employee names are added directly to the Employee List for the ADLOC
from the BPP system after the EPA is processed. The Department Administrator will need to:
• Enter the supervisor (referred to in LeaveTraq as Manager) information
• Review the leave information for rehired employees to ensure it is accurate (e.g., prior Dept Admin may have neglected to remove vacation leave paid in lump sum payment; verify whether an employee is eligible to reinstate sick leave hours or should have their sick leave hours lapsed per System Regulation 31.03.02 Sick Leave
New / Rehired Employees
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Names of transfer employees (from within the A&M System) areadded directly to the Employee List for the ADLOC from the BPP system once the EPA is processed.
• The Department Administrator will need to enter the Manager information
• If the prior department/A&M System member was using LeaveTraq, the beginning leave information will already be available in LeaveTraq
Transfer Employees
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Using the Edit Manager button determines which Manager is responsible for reviewing and/or needs information regarding an employee’s leave request.
Adding and Editing Managers
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• As the Department Administrator, you will use the Edit Manager button to let the LeaveTraq program know which Manager(s) is responsible for which employee(s), within the ADLOC(s) you are responsible for administering
• You will do this by clicking on the Edit Managers button on the Employee List screen
The next slide shows the location of the Edit Managers button.
Adding and Editing Managers
Or, click the Edit Managers button next to the appropriate employee
Select the Managers tab and search by employee name
Adding and Editing Managers
Select for next step to add manager
Adding and Editing Managers
Select to add manager
Adding and Editing Managers
Insert Manager UIN
Select manager type from drop down menu (types are described in next slide)
Select if this manager is the employee’s primary manager for leave approval purposes
ccAdding and Editing Managers
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There are three types of Managers in the LeaveTraq program: Approval - will receive email notification and is responsible for reviewing leave requests; will be able to view leave information and generate reports (on the employees to whom they have been designated as ‘approval’ manager)
Info Only - will receive an email 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 - does not receive email notification; is not responsible for reviewing leave request; is able to view leave information and generate reports (on the employees to whom they have been designated as ‘reader’ manager)
Types of Managers in LeaveTraq
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A manager may delegate his/her authority to approve leave to someone else if s/he will be gone for a period of time. The Department Administrator would use the Edit Delegate button on the Employee List screen to indicate the employee to which this authority is going to be temporarily delegated.
Delegate of Approval Authority
Click the Edit Delegate button next to the appropriate Manager’s name
Or, click the Delegates tab and search for the Manager’s name
Delegate of Approval Authority
Enter the PIN of the employee who will be the Delegate
Click the Add button
Delegate of Approval Authority
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A Delegate will remain active unless theManager or Department Administrator deactivates or deletes the Delegate.
The next slide will illustrate how to perform these actions:
Question: How Long Will a Delegate Remain Active?
To deactivate an active Delegate, click the Deactivate button
Click to delete an active Delegate
Deactivating or Deleting a Delegate
The Transaction Entry screen is used by the Department Administrator to record many essential leave actions, such as:
• Initial leave balances• Earned Compensatory time• Awards of Administrative leave• Leave usage (including lump sum vacation)• Grants from and donations to the Sick Leave Pool• Correction of errors
The next screen is the Transaction Entry screen.
Transaction Entry Screen
Click Transaction Entry tab
Transaction Entry Screen
Entering Data in the Transaction Entry Screen
Enter the Employee’s UIN in the appropriate box (To search for the UIN of active employees, enter the employee’s last name and press the blue Search button. The search feature will not work for inactive employees.)
Select the correct Fiscal Year
Select the Transaction Type
Select the Type of Leave
Select the Type of Leave subcategory, if applicable
Select FMLA/PL/PT (FMLA, Parental Leave, Parent Teacher Leave), if applicable
Indicate Start Date (indicate Start Time if for leave usage)
Indicate End Date (only if for leave usage)
Enter number of Hours
Enter brief Description describing transaction
You will normally skip the Reverse Entry and Overrides’ boxes
Enter the employee’s PIN # only if the employee is in two active PIN #’s
Click Save button
Entering Data in the Transaction Entry Screen cont’d
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TransactionTypes on the Transaction Entry Screen
The Transaction Entry Screen
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Entering Data on the Transaction Entry Screen
Click Transaction Entry TabEnter Employee UIN
Confirm Fiscal YearSelect Transaction Type
Select Leave Type
Enter Start Date (and date and time information, if necessary)
Click Save button
Enter brief descriptionEnter Hours
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A transaction entry may be corrected or adjusted in two ways:
1. Cancel the transaction entry and complete a new transaction entry2. Leave the incorrect transaction entry active, but complete a new one making an adjustment using the Reverse Entry feature to return leave hours
Correcting or Adjusting a Transaction Entry
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• Select the Emp History tab and search for the employee by name
• Locate the transaction entry• Click the Select button under the Trans Details column on the
line of the transaction entry (Note: a Transaction Entry is not assigned a document number because only a Dept Adm can perform this function. A document number is assigned when an employee submits a leave request.)
• Enter a comment in the Comment Required box• Click the red Cancel Transaction button• Re-enter a new transaction entry
The next two slides illustrate these actions.
Cancelling a Transaction Entry
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Click Emp History Tab
Search for Employee by Name
Locate transaction entry that needsto be canceled
ClickSelect
Cancelling a Transaction Entry
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Click Cancel Transaction button
Enter a brief comment explaining the reason for the cancellation
ee didn’t take leave
Cancelling a Transaction Entry
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1. Select the date(s) and time period of the hours to correct. If applicable, enter the same date the first transaction entry was made. the transaction entry
2. Select the same Transaction and Leave Type of the entry being corrected
3. Enter the number of hours needing to be returned (example – employee needs to return Sick Leave Pool hours)
4. State the reason for the correction in the Description section5. Click the “yes” button on Reverse Entry
The next slide illustrates these actions.
Using the Reverse Entry Feature (Transaction Entry Screen)
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Use same Transaction Type
Use same Leave Type
Enter the number of Hours to be returned or adjusted
For this transaction entry, the Start Date remains the same as the date the SLP hours were granted. No End Date is required.
Enter reason for the Reverse Entry Click Yes for
Reverse Entry
Click Save button
Using the Reverse Entry Feature (Transaction Entry Screen)
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The Pending Docs screen contains:• A list of all incomplete documents in an ADLOC (i.e.,
documents requiring some sort of action by the Department Administrator, the Manager, or the employee)
• A drop-down filter to help you determine the status of each document (e.g., Docs Waiting for Admin Review, Docs Needing Mgr approval, Docs Not Yet Submitted, Rejected Docs)
The next slide illustrates the Pending Docs screen.
Pending Docs Screen
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Click Pending Docs tab
Click drop-down arrow and select a category option. This will group leave documents requiring similar actions (see next slide).
Pending Docs Screen
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Click Pending Docs tab
Click drop-down arrow and select a category option to group leave documents requiring similar actions
Pending Docs Screen: Drop-Down Filter
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Department Administrators are responsible for reviewing leave requests that have been approved by the employee’s Manager to ensure the leave complies with policy. By clicking on the Document Number (under the Details column on the Pending Docs screen) you can open the document to review the leave request.
Reviewing a Leave Request
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Question: How can you tell which document numbers in Pending Docs have been reviewed by the Manager? Answer: Look in the Status column on the Pending Docs screen:• Pend App & Review indicates the document needs to be reviewed by both the Dept Admin and the Manager
• Pend Adm Review indicates the Manager has already approved the document
Reviewing Leave Documents Approved by the Manager
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Pend Adm Rev means Manager has already approved this document. Ready for Department Admin review
Click Document # to review leave request
Status column
Pending Docs
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If leave request complies with policy, click Review OK button
If leave does not comply with policy, add a comment and click Reject button
If leave request requires a signature, click PDF button and LeaveTraq will print out a leave document (see next slide)
Reviewing a Leave Document
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Question: Why would you use the PDF button to print-out a leave request?
Answer: A leave request may require additional approval (see TAMU Rule 31.99.99.M2 President’s Delegation of Authority for Human Resource Administration Matrix). The appropriate signatures may be obtained by using the PDF button to have LeaveTraq generate a hard-copy leave document.
Printing Out a Leave Document
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Reviewing a Leave Document with a Written Signature
If the appropriate signature has been obtained, click Review OK and Approve button
A pop-up box will appearexplaining that thisapproval action is used inplace of electronic approval.Click OK and maintain thesigned leave request onfile.
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Once the Manager has approved the leave request and the
Department Administrator has completed the policy review, the
document status will be ‘Complete’.
If the leave request needs to be changed, the Department
Administrator will need to cancel the original document and ask the
Employee to submit a new leave request. The new request will then go
through the normal routing process.
For auditing purposes, a record of the original document and the
reason for the cancellation will remain in the LeaveTraq program.
Document Cancellation
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Use the Employment Status screen to:• Suspend leave accruals (e.g., LWOP)• Indicate FMLA eligibility• Manually update the Six Months Service Complete box*• View audit log of changes made to the Employment
Status screen
* The LeaveTraq program will automatically check the Six Months Service Complete box at the end of the month that the employee reaches their six month anniversary. The Department Administrator can manually check this box earlier in the month on the actual anniversary date, if preferred.
Employment Status
Employee Status Tab
Six Months Service Complete
Suspend leave accruals
LeaveTraq checks this box after the employee completes 12 months of employment. The Department Administrator should uncheck the FMLA Eligibility box if the employee becomes ineligible for FMLA, due to not working 1,250 hours during the prior 12 months.
If any changes are made, Click Save Changes button
Employment Status
Review approved leave requests to ensure policy compliance
Cancel any leave not taken Complete transaction entries to adjust leave, add earned
compensatory time, etc. Respond to questions of employees and managers If you are also an SSO Department Administrator, you will
generate one-time temporary passwords
Day-to-Day Actions
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• Additional Tutorials:LeaveTraq Tutorial for EmployeesLeaveTraq Tutorial for Managers
• Additional Resources for AdministratorsLeaveTraq Web Home Page
LeaveTraq Quick ReferenceDesignation of Proxy FormHuman Resources Web Page: Leave Information
LeaveTraq Resources
