LeaveTraq Step-By-Step Instructions |
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LeaveTraq - - What is it, and why do we need it????
LeaveTraq is the new state-of-the-art online leave tracking system that will allow you to request leave online, track the progress of your leave request, and determine your leave balances at all times! Yes, there will be a learning curve, but this new system will provide many benefits in the long run!
How do you get started? Follow these easy instructions!
STEP 1: GETTING ON LEAVETRAQ FOR THE FIRST TIME
You should be taken to a logon screen for LeaveTraq.
Enter your TAMUS Universal Identification Number (UIN) (or, temporarily, Social Security number (with no spaces or hyphens)) for the Employee ID.
Enter your date of birth for the password in this format: mm/dd/year.
You will be taken to another logon page, that gives you the message your password has expired.
Enter your TAMUS Universal Identification Number (UIN) (or, temporarily, Social Security number (with no spaces or hyphens)) for the Employee ID.
Enter your GroupWise e-mail address (or) other valid e-mail address (if LeaveTraq already has your e-mail address, you will not need to provide an e-mail address). The e-mail address you provide is where LeaveTraq will send e-mail notices to you regarding your leave requests.
Enter your date of birth for the old password in this format: mm/dd/year.
Select a private new password from 6 to 12 digits and/or characters. Enter your new password.
Confirm your new password by typing it again in the appropriate box.
Type a secret question in the prompt box.
Answer your secret question in the prompt box.
Click the SUBMIT button.
You should now see the LeaveTraq Security Statement of Responsibility. Read the statement, enter your Social Security number in the box provided, then click the AGREE button.
You should now be at your Home Page of LeaveTraq. You should see your Name, Title, Percent Effort, Vacation Accrual Rate, and Status.
At this point, Logout of the system by clicking the Logout button at the top right. You will be taken back to a Logon Screen. Bookmark this screen to be used each time you log into LeaveTraq. You might also want to put a shortcut on your desktop.
You have now completed your initial sign-on to LeaveTraq! Congratulations!!
STEP 2: VERIFYING INFORMATION ON LEAVETRAQ
From the Logon Screen, enter your TAMUS Universal Identification Number (UIN) (or, temporarily, Social Security number (with no spaces or hyphens)).
Enter the new Password that you selected during the initial sign-on.
You should be taken to your Home Page for LeaveTraq.
Under your Name and Title, click on the MORE button.
Verify the information contained on the MORE screen. If you find inaccuracies, notify your Departmental Leave Administrator.
Click the Hide button at the top left or bottom left of the MORE SCREEN.
You should be taken back to your Home Page .
STEP 3: NAVIGATING THROUGH LEAVETRAQ
From your Home Page, click the REQUEST LEAVE button on the LeaveTraq tool bar.
This is where you will go to request leave online. DO NOT BEGIN REQUESTING LEAVE ONLINE UNTIL YOU ARE TOLD TO DO SO BY YOUR DEPARTMENTAL LEAVE ADMINISTRATOR. LEAVE ACCRUALS MUST BE ENTERED IN THE SYSTEM BEFORE YOU CAN BEGIN REQUESTING LEAVE.
When requesting leave, you could use Quick Fill, followed by Apply, to request leave for the next day or next week. Caution: If it is Friday, and you request leave for the next day, the computer will request leave for Saturday, not Monday. Use caution when using the Quick Fill option - verify the dates.
If you do not use Quick Fill, complete the start and end date and time.
Enter the Number of Hours of leave you will be using.
Next to Leave Type, click the arrow for a drop down menu, then select the appropriate type of leave. Some types of leave have a "+" sign next to them. This indicates that there are more selections under that type of leave, and additional information may be required. When you have supplied all information, click the Select button.
Type any explanatory or additional information in the Description box. (Example: "Dentist appointment")
If your leave may qualify as FMLA leave, click the circle next to the appropriate box.
Click Save Item.
You will be taken to a screen with the message, "Document xxxx has been successfully created." Click SUBMIT.
You will be taken to a screen with the message, "Please Read the Certification Statement and Check the Box to Indicate Your Agreement." Directly below that statement you will find the following: "G I have read and agree to the Certification Statement." Click in the box, and click the SUBMIT button.
The next screen will have the comment, "Document Action Successful - Status Changed to Pend App&Rev."
You can Reopen or
Cancel your leave request until the time that your Manager has
approved the leave. After that point, any changes or cancellations will
require action by your Departmental Leave Administrator.
If you click on the DOCUMENTS button on the LeaveTraq tool bar, you will be able to see the pending documents awaiting approval by your Manager, or pending administrative review by your Departmental Leave Administrator.
If you click on the HISTORY button on the LeaveTraq tool bar, you will be able to view accruals and other transactions and documents affecting your leave balances.
If you click on the PROFILE button on the LeaveTraq tool bar, you will be able to Specify Your Preferences for Document Notification, Maintain E-Mail and Secrets, and Maintain or Change Passwords.
The SUPPORT button will provide information on contacting your Departmental Leave Administrator or Central Leave Administrator.
Logout of the system by clicking the LOGOUT button at upper right of screen.
DEFINITIONS:
"Employee"
means you. All system employees that accrue leave will be an "Employee" in LeaveTraq."Manager" is the person who has direct supervision over you and approves your leave requests. This person can do one of two things: approve your leave or reject your leave.
"Departmental Leave Administrator" is the person assigned to perform administrative review of leave requests in each department.
"Central Leave Administrator" is the person in College Station assigned to trouble-shoot leave problems that cannot be handled by your Departmental Leave Administrator.
"Delegate" is the person that a Manager or Departmental Leave Administrator can delegate to perform their function when they need to be away from the office.
"Document" is the actual leave request submitted when an Employee submits an online leave request. A "document" includes your electronic signature.
"Transaction" is the journal entry created when your Departmental Leave Administrator puts you on leave in emergency situations. A "transaction" does not include your electronic signature. When you return from leave, your Departmental Leave Administrator should cancel the "transaction" and you should submit a "document" to record your authorization to pay leave.
QUESTIONS AND ANSWERS:
Q: What if I am unable to get on the Web due to our Internet service being down?
A:
Try again later in the day or the next day. If you are down for a long period of time, contact your Departmental Leave Administrator and ask that person to place you on leave by entering a transaction. Once you are able to get on the Web, the Departmental Leave Administrator should cancel the transaction and you should submit your leave request.Q: What if I am involved in an accident and cannot complete a leave request to be away from work?
A: Contact your Departmental Leave Administrator (or have someone else make that contact), and ask that person to place you on leave by entering a transaction. Once you return to work, the Departmental Leave Administrator should cancel the transaction and you should submit your leave request.
Q: Why do I have to complete an online leave request if my Departmental Leave Administrator has already completed a transaction to put me on leave?
A: Because your Departmental Leave Administrator does not have the authority to authorize the System to use your leave - only you can do that by entry of an online leave request. When you submit an online leave request, it serves as your electronic signature.
Q: Why do we need LeaveTraq? Why can’t we just continue with paper forms?
A: This system has many advantages, the greatest of which will be knowing your leave balances at all times. You will also be able to track your leave request approval status. This is a state-of-the-art system, and will have many advantages in the long run. In the future, other add-ons may be made to the system, giving it even greater capabilities.
Q: What should I do if I forget my password?
A: From the Logon Page, enter your Social Security number, then click "forgot password." The program will ask your secret question, and you will answer, then click Submit. The system will then reset your password.
Q: What happens once I submit my leave request online?
A: Online leave is submitted (leave shows as pending) º Manager and Departmental Leave Administrator receive e-mail notification of document awaiting approval/review º Manager approves/rejects documents (should be on a daily basis) º Departmental Leave Administrator may perform his/her administrative review of the leave before or after the Manager approves/rejects the document.
Q: What happens if I request 40 hours of leave, and I only have 35 hours of accrued leave available?
A: LeaveTraq will reject your leave request if you are requesting a greater number of leave hours than you have accrued.
Q: What should I do if I am going to take vacation from August 27 - September 3?
A: Since this leave is split between two fiscal years, complete two leave requests, one from Aug. 27 - Aug. 31, and the second from Sept. 1 - Sept. 3.
Q: What should I do if I need to take off the afternoons of Thursday and Friday?
A: Complete two separate leave requests for each period of time so that Friday morning would not be included in your leave request, or create one leave document with multiple "items" in it.
Q: How does LeaveTraq handle special schedules that are not the standard 8:00 to 5:00 schedule?
A: Enter the specific hours you will be gone on the leave request, then enter the correct number of hours you will be gone.
Q: Can you make retroactive leave requests (if you are sick one day, submit the leave request the following day)?
A: Yes. You should always try to request leave in advance, but sometimes that is not possible.
Q: If I have a doctor’s appointment, and I’m not sure how long I will be gone, what should I do?
A: You have three choices:
(1) Submit your leave request for your best guess of the hours you will be gone. If the hours end up being wrong (and your leave request has been approved), you would request that your Departmental Leave Administrator cancel the incorrect leave. You would then submit a new corrected leave.
(2) Submit your leave, and ask your Manager to hold off on approval until after you return from your doctor’s appointment. If the time is incorrect, you could then reopen your leave request, correct it, then tell your Manager it is ready for approval.
(3) Let your Manager know that you have a doctor’s appointment, but wait until you return to complete a online leave request so that the time gone from work will be accurate.