LeaveTraq Training for Employees

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LeaveTraq Training for Employees

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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

LeaveTraq


You are responsible for: • Promptly and accurately requesting leave• Periodically checking your leave balances for accuracy• Keeping informed of TAMU System Policies, Regulations,

TAMU Rules and Standard Administrative Procedures • Providing back-up documentation (e.g., a note from

your doctor, military orders), as necessary

Employee Responsibilites


You will logon to LeaveTraq

through the

Single Sign On System (SSO) at:

https://sso.tamus.edu/

How to Get Started

https://sso.tamus.edu/

Logon Screen


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?


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

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)

Employee Home Page


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

The next screen illustrates the Employee home page.

Employee Home Page

Job Information

Employee Job Information


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.

Show Details Button

Click Show Details button

Show Details Button

Information provided on Dwarf Bashful’s Show Details screen

Click Hide Details button to close Show Details screen

Show Details Screen


You will first need to click on the Request Leave tab to request leave.

This is illustrated on the next slide.

Requesting Leave

Click on Request Leave tab

Requesting Leave


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: You may wish 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.

Requesting Leave: Method 1

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.

Requesting Leave: Method 1 Quick Fill

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.


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.



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.

Requesting Leave: Method 1 Potential Mistake


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.


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.



Regardless of which method you choose, please note:

• Your leave request will automatically be rejected if you request more hours of leave than you have available; and

• Your leave must be used in accordance with appropriate University rules, regulations, and procedures.

• Review the information on the leave request. • If everything is accurate, click the Save Item button.

The next slide illustrates these actions.

Requesting Leave: Method 1 or 2?


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.

Requesting Leave: Example

Select Sick Leave

Click drop-down arrow to select Leave Type


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



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.


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



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.


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 document

Your Choices After Clicking the Save Button


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.

Your Choices After Clicking the Save Button

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

Submitting Your Leave Request


Leave Request Successful!


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

Leave Request Successful!


The email contains information about the request:

• Who requested leave• What dates and times are requested• What type of leave was requested

Email Message


From: [email protected] 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

Email Message: Sample


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.

Email Message: Notification


Click Profile tab

Your Profile


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

Your Profile: Email Preferences


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.

Requested Leave


Click the Reopen this document button

Reopening a Document


Note: to cancel a submitted leave request, you must first reopen the document. See previous slide.

Click the Cancel this document button

Cancelling a Submitted Request


Please note:

• You are unable to change a leave request once it has been approved by your supervisor

• Consult with your supervisor if you need to make a change to an approved leave request

Additional Information


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’.

Document Status: In Progress


Document Status: In Progress


You may check 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.

Document History

Click Document History button

Document History

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.

Document History


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.

Help Is Available!


Benefits [email protected]

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Questions?