leavetraq training for managers

LeaveTraq Training for

Managers

HUMAN RESOURCES

DIVISION OF FINANCE

Human ResourcesLeaveTraq Training for Managers

7/20/2009

Division of Finance

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 Dwarfs, and keeps the information of

actual employees confidential.

http://sketchncel.com/snowwhit.jpg

There are three types of Managers in the LeaveTraq program. This concept is explained further on the next slide. This tutorial has been developed to provide training to the ‘approval’ Manager (supervisor) who has the authority to approve or reject leave requests.

Clarification of Terms

Manager Types in LeaveTraq

There are three types of Managers in the LeaveTraq program:

• Approval – will receive email notification and is responsible for reviewing leave request; will be able to view leave information and generate reports on the employees to whom they have been designated as the “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 – dos not receive email notification; is not responsible for reviewing leave requests; is able to view leave information and generate reports on the employees to whom they have been designated as the “reader” manager.

LeaveTraq is the leave program for The Texas A&M University System. LeaveTraq includes the following:

• On-line leave request and approval program• Options for requesting all types of leave• Procedure to provide employees with their current leave balances• Convenient access wherever the Internet is available

LeaveTraq

The Manager’s role in LeaveTraq is to:

• Promptly review leave requests

• Approve or reject leave requests

• Ensure that staffing in their area is sufficient

• Keep informed of The Texas A&M University

(TAMU) System Policies and Regulations and

TAMU Rules and Standard Administrative

Procedures regarding leave

Manager Role

Manager Role

Managers who are responsible for reviewing timesheets should verify that:

• leave documents have been approved for the time off reported on the timesheets; and

• timesheets reflect any leave documents that have already been approved.

Manager Role

Managers should follow established procedures and notify the LeaveTraq Department Administrator when employees they supervise:

• Have experienced a work-related injury/illness

• May qualify for the Family Medical Leave Act

(FMLA)

• May need to request Sick Leave Pool hours

• Have been released to work by their physician

with restrictions


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Managers will logon to LeaveTraq as Employees through the

Single Sign On System (SSO) at:

https://sso.tamus.edu/

How to Get Started

https://sso.tamus.edu/


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Use Employee Logon

Same Employee

UIN

Same EmployeePassword


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SSO Home Page

Click here to access

LeaveTraq LEAVETRAQ 2.0

TAMU Employee Services

LeaveTraq Training

November 2007

Page 11

The next screen is a copy of the LeaveTraq Employee home page.

The screen has several features to help employees:

1. Manage their leave

2. Check leave balances

3. Email questions to the Department Administrator

4. Click the Help button for assistance

You will use the Change Role drop-down arrow in the upper right-hand corner to change to the Manager role.

Employee Home Page


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Email Dept Admin

Help buttonClick drop-down arrow to Change

Roles

Click Manager to change to Manager role

Employee Home Page

Email Notice to the Manager

LeaveTraq automatically sends an email to the Manager when an employee who reports to the manager requests leave.

The email contains the following information:

• Who requested leave

• What dates and times are requested

• What type of leave

From: [email protected]

Sent: Monday, January 9, 2006 8:05 AM

To: White, Snow

Subject: 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:

January 6, 2006 08:00 AM to January 6, 2006 05:00 PM

Sample Email Leave Request

The frequency of email notification can be changed by setting Email Notification Preferences in the Profile section while in the Employee role in LeaveTraq.

The next screen will illustrate how this is done.

Email Notification

Click Profile tabEnsure Employee

role is selected

Indicate your preference in the Manager’s Inbox

Click Save Notification/Email Changes button

Setting Your Profile Preferences


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Manager’s Home Page

You may access many screens from the Manager’shome page by clicking the following tab options:

• Inbox• Outbox• My Employees• Emp (Employee) Balance, Docs, History• My Delegates• Reports

The next slide shows the Manager’s home page.


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Manager’s Home Page

Click Manager role

Click on the appropriate tab to select screen choice

Leave request documents for your review will automatically appear when you open the Manager home page

Manager’s Inbox

The Inbox lists the documents the Manager has received for review and the types of leave requested. As shown in the previous screen, the Manager’s default home page is the Inbox screen.

The following slide demonstrates how to open a leave document from the Manager’s Inbox screen:


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Division of Finance

Reviewing a Leave Document

Confirm Inbox is clicked

Click Manager

Click Document Number to open and review employee’s leave request

To approve the leave, the Manager:

1. Reviews the leave request

2. Clicks the Approve button

The following screen demonstrates how to approve

a leave document.

Steps to Approve Leave


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Division of Finance

Manager – Approving Leave

Click Approve button

Review the leave request

Manager - Rejecting LeaveTo reject a leave request, the Manager:

1. Reviews the leave request

2. Enters a brief Comment explaining why the leave request is being rejected

3. Clicks the Reject button

LeaveTraq is a leave management tool; however, the program should not replace good communication with those you supervise.

The following screen demonstrates how to reject a leave document.


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Division of Finance

insufficient staffing

Click Reject button

A brief comment is required when rejecting a leave document

Manager - Rejecting Leave

Review the leave request

What happens next?

• Approve – if approved, the Department Administrator will review the levae request to ensure the document complies with TAMU rules and regulations.

• Reject – LeaveTraq will generate an email to your employee if you reject his/her leave request. The employee must either cancel the leave request or reopen and resubmit a revised leave request. If the employee resubmits the request, you will reconsider the revised request and either approve or reject the document.

The next slide shows the Manager’s home page.

My Employees Screen

Managers have access to helpful information about the employees they supervise under the My Employees tab.

• Click the My Employees tab

• Click the box next to an employee’s name to

review leave balances and prior leave requests

• Click the Show Details button to review general

information about the employee


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My Employees Screen

Click Select button next to employee’s name to bring up leave records for that employee.

Click My Employees tab

The next slide illustrates what happens after clicking the Select button next to Dwarf Sleepy’s name.


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Employee Balance ScreenThis screen shows Dwarf Sleepy’s employee leave balances.

Click the Select button under the Details column next to leave type (e.g., vacation, sick) to see employee’s leave accrual and usage)


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Dwarf Sleepy’s Vacation Information

The leave category can be changed by selecting the drop-down arrow.

Click the Select button under Trans Details or the Document Number under Doc Details to see additional information.

Show Details Button

Click the Show Details button to view additional information about the employee


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This is the information provided on the Show Details screen

Show Details Screen

My Delegates Button

The My Delegates button allows Managers to delegate another employee the authority to approve or reject leave requests on their behalf.

Managers should only use this function if they will be away from work and unavailable.

Appointing a Delegate

• Select the My Delegates button

• Enter the PIN # for the employee to be assigned as a

delegate (contact the Department Administrator

for assistance in determining the employee’s PIN #)

• The name of the Delegate will appear

• Indicate status of the delegate, if necessary

The following two slides will demonstrate how to appoint a Delegate.


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My Delegates Tab Click My Delegates tab

Enter PIN # of Employee to Be Delegate

Click Add button


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Employee Successfully Set as Delegate

Dwarf Happy is now an Active Delegate


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A Delegate will remain active unless the Manager or Department Administrator deactivates or deletes the Delegate.

The next slide will illustrate how to perform these actions.

How Long Will a Delegate Remain Active?


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To deactivate an active Delegate, click the Deactivate button

Click to delete an active Delegate

Deactivating or Deleting a Delegate

Under the old paper leave request system,Managers would sometimes assign another employeethe responsibility of requesting personal leave ontheir behalf.

The LeaveTraq program allow Managers to designatea Proxy to request leave on their behalf in LeaveTraq.

Proxy Access

To designate proxy access, the Manager an Employeeto be designated as Proxy will:

• Complete the Designation of Proxy in the LeaveTraq Program form available online at:

http://employees.tamu.edu/docs/benefits/leave/556LeaveTraqProxy.pdf

• Forward the completed and signed form to the Department Administrator

Proxy Access



Managers can generate the following reports:

• Employee Year-to-Date (YTD) Activity• Manager’s Employee Current Balances• Manager’s Employee Extended Balances• Manager’s Employee Usage (for selected

time period)

Manager Reports


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Generating a Report

Click Reports tab

Click drop-down arrow

Select a Report

Help is Available!

LeaveTraq is an easy-to-use program for requesting,

approving 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

leavetraq training for managers

Documents

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leave requests

leave program

leave information

leave documents

leavetraq program

types of leave procedure

online leave request