LeaveTraq Training for Managers CONTENTS What is LeaveTraq by alicejenny

VIEWS: 8 PAGES: 11

									                                        LeaveTraq Training for Managers

                                                                             CONTENTS

What is LeaveTraq?....................................................................................................... ...................................2
LeaveTraq benefits ..........................................................................................................................................2
Some things LeaveTraq does NOT do..............................................................................................................2
How leave balance information gets entered and updated within LeaveTraq..................................................2
Brief overview of what happens when leave is requested using LeaveTraq ...................................................2
Leave administrator responsibilities ................................................................................................................3
Other resources.................................................................................................................................................3
Inbox tab screen................................................................................................................................................ 3
Outbox tab screen ............................................................................................................................................4
My Employees tab ......................................................................................................................... ..................6
Emp Balance tab screen....................................................................................................................................7
Emp Documents tab screen .............................................................................................................................8
Emp Transactions tab screen …………………………………………………………………………...........9
Document Update tab screen …………………………………………………………………………….....10

FIGURES
Figure 1. Inbox tab screen (with document available).....................................................................................3
Figure 1.1 Box selection menu for managers acting as delegates....................................................................4
Figure 2. Outbox tab screen..............................................................................................................................4
Figure 3. My Employees tab screen………………………………………………………………………….6
Figure 4. My Delegates tab screen…………………………………………………………………………...6
Figure 5. Emp Balance tab screen ...................................................................................................................7
Figure 6. Emp Documents tab screen ..............................................................................................................8
Figure 7. Emp Transactions tab screen.............................................................................................................9
Figure 8. Document Update tab screen (if action is required) .......................................................................10
Figure 8.1. Document Update tab screen (if no action is required) ...............................................................11
Figure 8.2 Document Update tab screen (after View Actions button has been pressed) ..............................11




NOTE: This document assumes familiarity with the LeaveTraq Employee Role interface. If you are not familiar
with this interface, please refer to the document LeaveTraq Training for Employees.




                                                                                                                                                                     1
What is LeaveTraq?
• An online tool that employees can use to request leave and view leave balances
• An online tool that managers and leave administrators can use to approve and maintain employees’ leave
balances.

LeaveTraq benefits
• Allows 24/7 access to leave balances and status of leave requests
• Reduces paperwork
• Easy-to-use
• Automatically handles some leave management functions, such as:
– Adding vacation and sick leave accruals
– Expiring state comp time accruals after 12 months
• Eliminates some types of leave request errors, such as
– Requests for more leave than is available
– Omissions of required descriptive information (such as, for sick leave requests, the relationship of sick
family member to employee)

Some things LeaveTraq does NOT do
• Manage processes unrelated to leave, such as timesheets, travel requests, or benefits
• Eliminate need to collect supporting documentation, such as physician’s notes
• Check for certain types of leave request errors (such as incomplete or inaccurate descriptive information about the
reason for leave)
• Designate leave as FMLA leave
• Calculate compensatory time from hours worked.

How leave balance information gets entered and updated within LeaveTraq
1. When your organization is ready to start using LeaveTraq, information from payroll records (i.e., BPP) that is
relevant to your employees’ leave accruals (such as years of service and whether or not they have completed six
continuous months of service) is loaded into LeaveTraq.
2. Human Resources enters current balances for vacation, sick leave, and other types of leave for each employee in
the department.
3. An employee uses LeaveTraq to create a leave document whenever he/she wants to request leave. The requested
leave will be reflected as a “Pending” deduction in the employee’s leave balances, but the changes will not be
finalized until the document is approved by BOTH the employee’s manager and Human Resources.
4. LeaveTraq also automatically updates leave balances in some cases, such as to add monthly vacation and sick
leave accruals and to expire state comp time accruals.
5. If an employee is unable to create a leave document for some reason (for example, if he/she doesn’t have access
to a computer), the Human Resources may enter a leave record, called a transaction, on the employee’s behalf.
Human Reousrces also enters transactions for employees as needed to cancel documents, make
adjustments/corrections to leave balances, and add earned comp time and administrative leave.

Brief overview of what happens when leave is requested using LeaveTraq
1. An employee uses LeaveTraq to create a leave request document and clicks the Submit button. The document is
then made available for the employee’s manager and Human Resources to review. LeaveTraq adjusts the
employee’s leave balances in accordance with their leave request, but the request does not become final until it has
been approved by the employee’s manager AND reviewed by Human Resources.
2. An employee may view the status of his/her leave request documents in LeaveTraq at anytime. However, the
employee may only cancel or make modifications to a document (a) before submitting the document; (b) after
submitting the document but before either his/her manager or Human Resources takes any action; or (c) after the
document has been rejected.
3. Note that employees must still need to submit any other required documents, such as doctor’s notes, following
whatever procedures are in effect in your department. LeaveTraq reduces paperwork, but does not eliminate
documentation requirements.



                                                                                                                       2
Human Resources responsibilities
• Be familiar with A&M System policies/regulations/rules regarding use of leave.
• Use LeaveTraq as needed to:
– Enter beginning leave balances for employees
– Review leave request documents
– Make changes to leave balances as needed (examples include: adding earned comp time, correcting leave
balances, and recording leave usage
• Collect any required supporting documentation (such as physicians’ notes)

Other resources
• For more information about LeaveTraq concepts, click the Help button within LeaveTraq.
     For more information about the Leave system at Tarleton State University go to http://www.tarleton.edu/~hr
• If you would like to learn more about A&M System leave and comp time policies, an online course entitled Time
Off Issues for Supervisors is available on HRCONNECT under training at: https://sso.tamu.edu/logon.aspx. This
course covers policies in detail and is appropriate for both managers and leave administrators. To access the course,
log on with your UIN, select HRCONNECT, select training and select TIME-OFF FOR SUPERVISORS from the
course selection menu. A less detailed course, entitled Time Off Issues for Employees, is available for non-
supervisory employees, and is available at the same site.
• To review A&M System leave policies, see: https://sago.tamu.edu/policy/mainmanual.htm#compensation

Figure 1. Inbox tab screen (with document available)




Inbox tab screen
This tab allows you to review and approve your employees’ leave requests. If there are any documents awaiting your
approval, they will be listed on this screen as in Figure 1. If not, you will see the message, “No documents awaiting
approval!”
If you are a manager acting as a delegate for another manager, you will see a menu (Figure 1.1) from which you
may choose to view either your own Inbox or the Inbox for the manager for whom you are a delegate.
1. Document Number buttons. Click to view the details of a particular leave request document. Essentially this
switches you to the Document Update tab for the selected document.
2. Document Select check boxes. Check to select (or de-select) a particular leave request document for approval or
rejection. If you check the box by the column heading Select, all documents in the column will be selected (or de-
selected). It is possible to act upon several documents at one time.
3. Approve button. Use this button to indicate that you have approved the selected leave document.
4. Reject button. Use this button to reject the selected leave request document. If you reject a document, you are
required to provide a comment in the Action Comments box.
5. Action Comments box. Use this area to provide comments about your review. If you reject a document, you are
required to provide a comment.

Figure 1.1 Box selection menu for managers acting as delegates



                                                                                                                    3
Figure 2. Outbox tab screen




Outbox tab screen
The Outbox tab lists leave request documents that you have acted upon, including your own. If you happen to hold a
LeaveTraq administrator role in addition to your Manager role, this tab will also list documents you have reviewed.
1. Box selection menu. This menu only appears if you are an active delegate for another manager. Allows you to
choose whose Outbox to view; your Outbox is the default. (Note that the label on the menu for your Outbox reads
MY INBOX.)
2. Start and End date boxes. These boxes allow you to specify a date range of documents to view. The default range
is one month prior to the current date. You may specify a range either by typing the dates or by clicking one of the
calendar icons and selecting a date.
3. Approvals Only checkbox. By default, the Outbox list includes all documents you have acted upon, including
your own leave documents and—if you hold a LeaveTraq administrator role—documents you have reviewed. If you
check the Approvals Only checkbox, only documents that you have approved (i.e., as a manager) will be listed.
4. Apply button. Click this button to implement changes to the date range and/or display of approvals.
5. Document Number buttons. Click to view the details of a particular leave request document. Essentially this



                                                                                                                   4
switches you to the Document Update tab for the selected document.
6. Employee Name column. Lists the name of the employee for each document in your Outbox. You may see your
own name in this list because by default, your own leave documents are included in your Outbox. If you happen to
hold a LeaveTraq administrator role in addition to your Manager role, you may also see names of employees that
you do not supervise. If you do not want to view documents that you have approved (i.e., as a manager), check the
Approvals Only checkbox (item 2) and click the Apply button (item 3).
7. Doc Type column. Lists the type of leave requested for each document in the list. If a document requests more
than one type of leave (e.g., comp time and vacation), the Doc Type is MULTIPLE.
8. Action Taken column. Lists the action you last took for each document on the list. For most managers, when
viewing documents other than your own, this column will show either APPROVE or REJECT. (However, if you
hold both an administrator and a manager role, other document actions that you’ve taken will be included here as
well.)
9. Status after Action column. Lists the status of the document at the time immediately after the last action you took.
Note that this is not necessarily the current status of the document.
          a. Pend Adm Rev. Means the document has been reviewed by the employee’s manager and is
          awaiting review by Human Resources.
          b. Reject. Means the document has been rejected by either the employee’s manager or Human Resources.
          This is not a final status. The employee should either reopen the document and revise/resubmit it or cancel
          the document.
          c. Completed. Means all approvals have been completed. This is considered a final status.
          However, Human Resources can still cancel the document or change the FMLA
          indicator.
          d. In Progress. Means the document is being created or modified by the employee. For most
          managers, when viewing the Outbox tab list, this status only applies to your own documents.
          e. Cancelled. Means the document has been cancelled. This is a final status; the document cannot
          be reopened by anyone. For most managers, when viewing the Outbox tab list, this status only
          applies to your own documents.
          f. Pend Mgr App. Means the document has been approved by Human Resources and is awaiting approval
          by the employee’s manager. Most managers will not normally see this status type in this column of their
          Outbox list.
          g. Pend App&Rev. Means the document is awaiting both manager approval and Human Resources review.
          Most managers will not normally see this status type in this column of their Outbox list.
          10. Action Taken by column. Since you are viewing your Outbox, which records actions you’ve taken on
          documents, the name in this column will typically be yours. However, if your delegates have taken actions
          on your behalf, their names will be listed here also.
          11. Action Date column and Sort-by-Date button. This column shows the dates on which you last acted
          upon each document in the list. By default, documents are listed in reverse chronological order (i.e., from
          most to least recent). You can click the Sort-by-Date button to list documents from least to most recent.




Figure 3. My Employees tab screen




                                                                                                                      5
My Employees tab
The My Employees tab provides an alphabetical list of your employees. Clicking the > button to the left of a name
opens that employee’s leave records for viewing.
1. Actv column. This column displays an A if a listed employee is Active; and an I if the employee is Inactive.
2. Select Employee button. This button opens an employee’s leave records for viewing. Essentially, it switches you
to the Emp Balance tab screen for the selected employee.

Figure 4. My Delegates tab screen




Delegates tab screen
LeaveTraq allows you to designate delegates to share your LeaveTraq responsibilities or to handle them in your
absence. Actions taken by your delegate are logged under his/her name.
The Delegates tab allows you to designate delegates and to set their status to active or inactive. An active
delegate has access to the same roles and functions and receives the same notifications as you do. One example of
when you might use the Delegates tab is to place a delegate in active status while you are on vacation, and then reset
him/her to inactive status upon your return.
1. Add New Delegates box. Use this box to add new delegates. You will need to specify a PIN for each delegate you
wish to add, and then click the Add button.
2. Delete button. Use this button to remove a delegate from your list of delegates.
3. Active column checkboxes. Immediately after you add a new delegate, his/her name is added to your delegate list



                                                                                                                     6
and a Yes checkbox appears in the Active column by his/her name. If you wish to temporarily suspend someone’s
Delegate status, you should clear the check in the Yes checkbox. This will cause a No checkbox to appear, and the
person will no longer be able to act on your behalf. To reactivate a delegate, check the No check box. This will
cause the Yes checkbox to reappear and restore the individual to active Delegate status.

Figure 5. Emp Balance tab screen




Emp Balance tab screen
The functions on this tab are identical to those found on the Home tab for the Employee role for any selected
employee. To view documents for a different employee, switch to the My Employees tab (see Figure 3), click the >
button to the left of the employee’s name, and then switch back to the Emp Balance tab.
For more information on how this tab works, see the section on the Home tab in LeaveTraq Training for Employees.




                                                                                                                    7
Figure 6. Emp Documents tab screen




Emp Documents tab screen
The functions on this tab are identical to those found on the Documents tab for the Employee role for any
selected employee. To view documents for a different employee, switch to the My Employee tab (see Figure 3),
click the > button to the left of the employee’s name, and then switch back to the Emp Documents tab.
For more information on how this tab works, see the section on the Documents tab in LeaveTraq Training for
Employees.




                                                                                                               8
Figure 7. Emp Transactions tab screen




Emp Transactions tab screen
The functions on this tab are identical to those found on the History tab for the Employee role for any selected
employee. To view documents for a different employee, switch to the My Employees tab (see Figure 3), click the >
button to the left of the employee’s name, and then switch back to the Emp Transactions tab.
For more information on how this tab works, see the section on the History tab in LeaveTraq Training for
Employees.




                                                                                                                   9
Figure 8. Document Update tab screen (if action is required)




Document Update tab screen
This tab is similar to the Document Review screen on the Employee role (see LeaveTraq Training for
Employees, Figure 6). You will arrive at this tab whenever you click a Document number button on the Inbox
(Figure 4) or Outbox (Figure 5) tab screens. If a document is in your Inbox, this tab will include buttons allowing
you to take action on the current document (Figure 8); otherwise, these buttons will not appear (Figure 8.1).
1. Approve button. Use this button to approve the selected leave document.
2. Reject button. Use this button to reject the selected leave request document. If you reject a document, you are
required to provide a comment in the Action Comments box.
3. Action Comments box. Use this area to provide comments about your review. If you reject a document, you are
required to provide a comment.
4. View Actions button. Use this button to view actions that have been taken to this document so far. When you
click this button, the screen changes to show a list of actions taken to the document (including when and by whom,
see Figure 8.1) and the View Actions button changes to a View Items button. Clicking the View Items button
restores the display to its original state.
5. PDF button. Use this button to generate a formatted PDF version of the leave request document suitable for
printing (note that Adobe Acrobat Reader must be installed on your computer to allow viewing of the PDF
document).
6. FMLA/PL/PT column. Used to indicate if a particular item will count toward the employee’s FMLA, parental or
parent-teacher conference leave entitlement. The employee may indicate if he/she thinks the leave may qualify as
FMLA or parental leave on the leave request document. Final determination is typically made by the Human
Resources office; and Human Resources updates the leave request accordingly. Possible values in this column
include:
Blank Item has not been designated as either FMLA or parental leave.
F Item has been designated as FMLA leave
R Item has been designated as parental leave
P Item is for parent-teacher conference




                                                                                                                 10
Figure 8.1. Document Update tab screen (if no action is required)




Figure 8.2 Document Update tab screen (after View Actions button has been pressed)




                                                                                     11

								
To top