Biweekly Time Traq
Contents
1. e Department EPA creator Employee is setup automatically after the employees EPA has been created and approved amp employee s HR packet has been processed by HR Employee Role Manager Role Dept Admin Role Dept Approver Role Central Admin Role e Managers are assigned to employees by the Department Administrator The Manager is then responsible for setting up his her delegate s e Setup is done in the Payroll Office upon department request A Time Traq Authorization form is required for setup e Setup is done in the Payroll Office upon department request A Time Traq Authorization form is required for setup e Central Administrator is located in the Payroll Department No setup is required2. 2 4 Submitting timesheet for employee If an employee has not completed his her timesheet and cannot be reached the manager has two options 1 complete the timesheet for the employee 2 cancel the timesheet To submit the employee s timesheet follow the steps below 1 Login to Time Traq as a Manager A Note If an employee didn t work any hours during that pay period the manager 2 Click on the Employees tab must cancel the timesheet Time Tr aq eT alam Manager gt SSO Menu Bj ssu Logor Manager Coyote Wile Uin 316008098 Relationship Delegate Manager Inbox Biweekly Time Traq User s Manual 3 From your list of employees Click on the employee s timesheet number 4 Click on Edit button to open the employees timesheet Timesheet Overview Quick Links Timesheets Reg Work Hrs Call Back Leave Paid Holiday Early Release Total Hours On Call Units Leave Unpaid Fri Apr 6 Sat Apr 7 Sun Apr 3 Mon Apr 9 Tue Apr 10 Wed Apr 11 Total Hours Submit Timesheet 6 Click Submit Timesheet 7 In Time Traq you have to confirm the submission of a timesheet using the Timesheet submission screen as shown below To proceed to the next view click Timesheet Submission Payroll Summary Certification and Submission Hours Summary Total Hours Regular Work Call Back Total Hours Worked Leawe Paid Haolidaw Early Release Total Paid Hours
3. UIN Password Submit gt New Employees Set up your password gt I forgot my password gt Use your one time temporary password All logon attempts are logged Single Sign On is the system which handles your logon access to web based applications which have chosen to use Single Sign On as their authentication method After logging in you will be presented with a list of applications for which you may be authorized 2 Click on Time Traq button EUZIMEZZ COMPUTING ZERWwICE SINGLE SIGN ON 550 Logoi Home Profile Help E Cent Admin Applications you have access t Name WRIGHT MELISSA F UIN 702000611 ADLOC 15120007 Last Logon 02 15 2007 11 27 SSOMenu LeaveTragq 2 0 Manage Menu Privacy Stat 2005 The Texas A amp M University 5 v 1 511 16 2006 04 e e N Biweekly Time Traq User s Manual Payroll Process Overview e Fills out on line timesheet amp submits to Manager 1 Employee e Approves rejects the timesheet 2 Manager e Oversees amp reviews the entire process notifies Vora Dept Approver when ready to be submitted Administrator e Reviews amp submits timesheets for the entire Meus adloc to Payroll Approver e Submits Payroll to College Station 5 Payroll Biweekly Time Traq User s Manual Responsibilities From the employee s perspective Time Traq isa simple application The employee s responsibilities are to ente
4. aid State Overtime Hours 0 00 0 00 0 00 0 00 D FLSA Overtime Hours 17 00 0 00 8 00 4 00 o o0 Return to Timesheet 4 The third and final section is the Certification and Submission screen Check off the box that says that you verify that the hours reported are true and correct Timesheet Submission Certification By checking the box below I give my certification to the hours and work performed during the period i timesheet V certify that the hours reported on this timesheet are true and correct to the best of my knowledge and that work times and absences are in accordance with System policy Comments A Note No comment is required Comp Time Fixed Available Total Banked Paid Banked State Overtime Hours 0 0 00 FLSA Overtime Hours 5 Click on 7 Biweekly Time Traq User s Manual Responsibilities In Time Traq the manager s primary responsibilities are to 1 ensure that their employees submit true amp accurate timesheets in a timely manner and 2 to approve submitted timesheets as quickly as possible Biweekly Time Traq User s Manual 2 1 Setting up delegates a must Managers need to have at least one delegate to approve timesheets in case they are unable to do it themselves To add a delegate 1 Login to Time Traq as a Manager 2 Click on Delegates tab Time Ir aq Current Role utbox Employees Timesheets Matures P
5. BIWEEKLY TIME TRAQ USER S MANUAL Biweekly Time Traq User s Manual Index Time Trag Log on Payroll Process Overview 1 0 Employee Role esses PES 4 7 1 1 Entering Time 1 2 Submitting Timesheet 2 0 Manager Role eene PS 8 13 2 1 Setting up delegates a must 2 2 Reviewing Timesheets 2 2 Approving Timesheets 3 0 Department Administrator Role Pgs 14 20 3 1 New Employee Setup 3 2 Setting up managers 3 3 Creating Adjustments 3 4 Reviewing amp submitting an adloc to Dept Approver 4 0 Department Approver Role Pgs 21 22 6 1 Biweekly Time Traq User s Manual Time Traq Log on To access Time Traq follow the steps below 1 Goto Single Sign On SSO HRConnect https sso tamus edu C SINGLE SIGN ON Note If you are a first time user Do not enter your SSO password on a website other than https sso tamus edu In addition please remember to completely log off the SSO system and close your browser before leaving your computer to prevent unauthorized persons from accessing your account You can easily do this by clicking on the Logoff button at the top right of the page after signing in and you don t know your UIN or English Espa ol password please Enter your UIN and Password contact Rachel Flores ext 5792
6. On Call Units Tip If you need to edit your timesheet click on Return to Timesheet Leave Unpaid Comp Tinte Fixed Available 8 Total Banked Paid Banked Faid State Overtime Hours 0 00 0 00 0 00 0 00 0 00 FLSA Overtime Hours 12 00 0 00 5 00 4 00 Jo 00 Return to Timesheet Done labi sago tamus edu amp Biweekly Time Traq User s Manual 8 The second section is the Payroll Summary screen To proceed to the next view click Gontinge Timesheet Submission Straight Rate Hours Overtime Rate Hours Total Paid Hours On Call Units Total Estimated Gross Pay Pay rate may not consider recent activity or position changes Gross pay is estimated actual pay may differ Comp Time Recalculate Gross Pay Fixed Available Total Banked P Banked Paid oo aid State Overtime Hours 0 00 0 00 0 00 0 00 D FLSA Overtime Hours 17 00 0 00 8 00 4 00 o o0 Return to Timesheet 9 The third and final section is the Certification and Submission screen Check off the box that says that you verify that the hours reported are true and correct Timesheet Submission Certification By checking the box below I give my certification to the hours and work performed during the period ram timesheet V certify that the hours reported on this timesheet are true and correct to the best of my knowledge and that work times and absences are in accordance with System p
7. a new employee and cannot wait for the automated process use the job activation function a Log on to Time Traq as a Dept Admin b Click on the Activation Tab at the top of the screen c Enter the employee s UIN and PIN to create a Time Traq job for the new position 4 Create Timesheet a Click on RP Review tab b Change Match from All Timesheets to All Jobs Your new employee should now appear on your employee list Click on the Create button 5 Assign a Manager to New Employee A Note You must assign a manager otherwise your new employee will not be able to submit his her timesheet Biweekly Time Traq User s Manual 3 2 Setting up managers One of the major responsibilities for Department Administrators is setting up and updating managers for employees in their adloc s A Note This action can only be performed To set up an employee s manager by someone with a Department Admin role and it is done by the department not the Pavroll Office 1 Login to Time Traq as a Department Administrator 2 Click on RP Review or Employees tab 3 Click on the employee s name job title 4 From the Job Overview screen see below click on the Manage Employee Relationships in SSO button located at the bottom of the screen Job Overview Quick Links Reporting Period Review Employees Employee Details Job Details Employee Data Job Title Painter Employee Name Dwarf Bashful 4 Adla
8. approval M This is the employees primary manager more than one position 10 Mark the check box if this manager will be the employee s primary manager 11 Click on Add button to add manager 12 Clickon Retum te TimeTraq button to return to employee s overview screen 17 correct pin if the employee has Biweekly Time Traq User s Manual 3 3 Creating Adjustments Adjustments also referred to as Prior period adjustments are created in order to pay an employee for hours performed during a prior period positive adjustment or to correct an employee s pay negative adjustment Timesheet adjustments are easy to create but it is important that the settings be made correctly as they directly impact the employee s pay To create an adjustment 1 Loginto Time Traq as Department Administrators AN Note This action can only be performed by someone with a Department Admin role 2 Click on the RPReview tab 3 Click on the employee s timesheet number located to the left of the employee s name 4 Click on the Adjustments tab n Timetlrag ee ee Dept Admin J Adloc RP Review DEBERE Managers Projects Workstation A Texas Agricultural Exp Adloc 06110001 Directors Station fice Employee Emerson Jaime L Uin 612006304 Job Student Worker I Title Ending 9 6 2006 Quick Links Reporting Period Review Employees Timesh
9. c 2237237 Employee UIN 214003317 Job Type Budgeted Employee Pin M70005 Status Active Phone Numberts Job End Date 6 31 2007 Email Address Hald until Date Rpt Period Type Bi weekly Pay Plan Title Cade M3219 Current Hourly Pay Rate 20 00 Max Hours 0 00 Position Percent Effort 100 00 Enforce Pet Eft Hrs Rule No Timesheet Entry Form Projects Time In Out B P P Payroll Cycle Bi weekly Default Project MINEGOLD Exempt from OT Mat Exempt Leave Holiday Accounts BPP Budget Shift Differential Allowed No Management Hierarchy Leave Hierarchy Auto fill New Timesheets Mo Comp Time Banked Employee Specifies Mo Job Managers Manager Pin Manager Type _ Manage Employee Relationships in S50 Manager Name 16 Biweekly Time Traq User s Manual 5 Click on Add Manager link located under the Select Employee button Managers for UIN 713008257 White Snow A Application Standard Position Number 5800062190 Senior Applications Developer II Move Up Move Down Delete Seq Nbr Manager Manager Uin Manager Type Primary Manager The following box will appear Select Employee Hide Add a Manager for UIN 713008257 White Snow A 6 The Standard application will always be used 7 Make sure to select the Applicatian Standard v Employee PIN Senor Applications Developer II 5600062190 ie Manager UIN e 8 Type the mangers UIN Manager Type Approval lt 9 Select manager type
10. eet 37444 Timesheet Overview Starting 9 1 2006 Overview Work Events Leave MEMEmERH Approval Log Account Allocation 5 Click on Add Adjustment Timesheet Overview Quick Links Overview Work Events Leave EIN Approval Log Account Allocation Cancel Timesheet Timesheet Adjustments Status pz All v Cr 4 Date 3 Status 1 Reg Hours J OT Hours J Event Type J me o je 58 00 No timesheet adjustments found Cancel Timesheet ce Biweekly Time Traq User s Manual Timesheet Overview Quick Links Reporting Period Review Employees Overview Work Events Leave Belgie 6 This date should represent the date you are correcting adjusting for not the current date If you are adjusting for more than one day use the last day you are correct for Ex You need to adjust John s timesheet to add 40hrs worked from 04 06 11 thru 04 10 11 The adjustment date world is 04 10 11 Timesheet Adjustment Add Update Adjustment Details Date Event Type 1 Reg Work ra 7 Leave at Reg Work Status ss Pending 8 Always change status from Pending to Done This means the hours have been completed Object Class Normally left blanki Only specify if you wantto override the Object Class on the BPP Budget Do not use without permission from your payroll office Acct Anal Kev Marmally lett blanki Only specify if va
11. it Timesheet Time Entry Reg Work Hrs Call Back Leave Paid Holiday Early Release Total Hours On Call Units Leave Unpaid Fri Apr 6 Sat Apr 7 Sun Apr amp Mon Apr 9 Tue Apr 10 Wed Apr 11 Total Hours C 2 In TimeTraq you have to confirm the submission of a timesheet using the Timesheet submission screen as shown below To proceed to the next view click Fau Timesheet Submission uua CELA Payroll Summary Certification and Submission Hours Summary Total Hours Regular Work Call Back Total Hours Worked Leave Paid Holiday Early Release Total Paid Hours On Call Units Leave Unpaid Tip If you need to Comp Time edit your timesheet Available click on Return to Total Banked Banked Paid State Overtime Hours 0 00 0 00 0 00 mu 00 0 00 Timesheet FLSA Overtime Hours 12 00 0 00 3 00 dm Continue Return to Timesheet Done labi sago tamus edu amp e e QYyo Biweekly Time Traq User s Manual 3 The second section 1s the Payroll Summary screen To proceed to the next view click Gontinge Timesheet Submission Straight Rate Hours Overtime Rate Hours Total Paid Hours On Call Units Total Estimated Gross Pay Pay rate may not consider recent activity or position changes Gross pay is estimated actual pay may differ Comp Time Recalculate Gross Pay Fixed Available Total Banked P Banked Paid oo
12. olicy Comments AN Note Comment is required Ex Employee is unavailable Comp Time Fixed Available Total Banked Paid Banked State Overtime Hours k 0 00 FLSA Overtime Hours 10 Click on Biweekly Time Traq User s Manual Responsibilities In Time Traq the department administrator s primary responsibilities include 1 ensuring that their employees managers submit or approve timesheets in a timely manner 2 assigns managers to employees 3 creates adjustments as needed and 4 submits adloc to Dept Approver for approval Biweekly Time Traq User s Manual 3 1 New Employee Setup To ensure that all biweekly employees get paid in a timely manner and without any delays Department Administrators have the responsibility to setup all new employees in Time Traq The following checklist was created to assist Administrators in that process New Employee Biweekly Time Traq Checklist 1 Complete amp Submit New Employee Packet Note Employment Packets are now available on line on the HR website http falcon tamucc edu hrweb 2 Create EPA A Note Only after EPA s have been through the approval process amp item 1 has been completed can you move on to item 3 3 Activate Employee Pin in Time Traq AN Note Time Traq automatically activates new positions as they are created in BPP This is done twice weekly on Tuesday and Thursday If you have
13. oyee Timesheet Employee Job Title Reg Hours OT Hours Timesheet Status Submit OK 140989 Alviola Pedro A Student Technician II 40 00 0 00 Open Q OK 140990 Basile Bartholomew D Student Technician II 77 00 0 00 Approved C OK 140991 Bayer Christopher N Student Technician 34 00 0 00 Submitted OK Actions for reviewing an employees timesheet e Anemployee s timesheet can be in any of following four statuses o Open Timesheet has been opened by someone manager employee or dept admin Submitted timesheet has been submitted Canceled timesheet has been canceled Action is used when an employee has no hours to report for the current pay period AN Note Do not cancel timesheets for employees that have adjustments and have no hours to report on the current pay period When you cancel the timesheet you are also canceling the adjustments on that timesheet Instead make to submit the timesheet amp add a comment about why are submitting with no o Approved timesheet has been approved by manager When an adloc is in such a state that it can be submitted to payroll 1 e when all timesheets have either been canceled approved the department administrators will notice a send Message To Department Approver button Clicking this button will present the user with a screen that allows him or her to prepare and send a message to the adloc s department approver s This can be used to notify the department a
14. pprover that the adloc 1s ready to be submitted to payroll 20 Biweekly Time Traq User s Manual Responsibilities The Department approver is quite specialized in that it has only a single responsibility in Time Traq which is getting his her adloc s submitted to Payroll Biweekly Time Traq User s Manual 4 1 Approving Submitting adloc s to Payroll 1 Login as a department approver 2 Click on RPReview tab Tim e Irao Current Role Work Station I Adlac 15120013 Adloc Pay Period Summary Adloc 15120013 Payroll v Fiscal Year Pay Period Type Pay Period 02 08 02 21 Rejected Match All Timezheets v Employee 1 Status ITE OT Timesheet Timesheet Employee Reg Hours TENE PAES Submit OK 111893 Alaffa Maria E Budget Payroll Specialist I 0 00 0 00 Cancelled OK 111894 Hernandez Luis G Fed Col W S Student 34 00 0 00 Approved OK Total 34 00 0 00 EEBBE Submit Adloc To Payroll 3 When you have finished reviewing your adloc and no corrections need to be made click on Submit Adloc To Pavroll A Note If there is a problem with a particular timesheet don t submit you adloc work with the dept admin and manager to get it resolved If an error is found after you have submitted your adloc contact the Biweekly Time Traq contact person in Payroll Rachel Flores 9 5792 22 Biweekly Time Traq User s Manual Biweekly Time Traq Role Setup
15. r hours worked and submit to their manager for approval Biweekly Time Traq User s Manual 1 1 Entering Time 1 Log in to SSO http sso tamus edu and select the Time Traq link 2 Asan employee the first screen you ll see in Time Traq is the Employee Timesheets screen A sample of this screen is shown below Tim e Ir c d ieee Employee 5 er ir a Y ES gia PEDI UTE ECKEN CE TWTITED de E ee au pati rd Overview Preferences Support oe ie A Horta me eine chr Employee Dwarf Bashful A Uin 214003317 Job Painter i Title Timesheets Date From 3 9 2007 To 5 8 2007 Iv Show active timesheets only LILI JI Timesheet l Start End _ Reg Hours OT Hours On Call Units _ Status _ 5 3 2007 5 16 2007 0 00 0 00 0 00 New 3 To open your timesheet click on the button time sheet number 4 Enter your time for each week and make sure to save after each week Reg Work Hrs Call Back Leave Paid Total Hours On Call Units Leave Unpaid Thu Apr 5 Fri Apr 6 Sat Apr 7 sun Apr 8 Mon Apr 9 Tue Apr 10 Wed Apr 11 Total Hours Submit Timesheet Biweekly Time Traq User s Manual Other Actions To O save e the timesheet and return to the Employee Timesheets screen click the To close the timesheet and discard any changes that have been made click the button To submit a completed Timesheet click the IER button 1 2 Submitting Timesheet 1 Click Subm
16. references Support 3 Search by name last name first then click search lm Tip Delegates can also TimeTraq OTET RE be searched by UIN To Inbox Outbox Employees Timesheets Bs do so just type your _ delegates UIN amp hit Add Manager Wright Melissa Uir 702000611 Relationship 7 Delegate Delegates I b Page 1 of 1 Delegate Name _ Delegate UIN _ View Active Delegate Type Status 4 Click the S button to select the delegate from the search results box 5 Click on Add Delegate button to complete the operation Other Actions e If you have a delegate you want to remove click the Deactivate button and his her delegate status will be set to Inactive Similarly to restore an inactive manager s delegate status change your view to Inactive then click Reactivate 6 9 Biweekly Time Traq User s Manual 2 2 Reviewing Timesheets Managers need to make sure that all employees are submitting true and accurate timesheets therefore reviewing each timesheet is extremely important Below is a guide for reviewing timesheets through the manager s inbox 1 Log in to Time Traq as a Manager 2 Your inbox should show timesheets that have been submitted by the employees for approval see picture below Bugs Bunny submitted his timesheet to his manager Wile Coyote Time Irag Current Role Manager Coyote Wile Uin 316008098 Relationship Delega
17. te Manager Inbox Manager Coyote Wile Be A EE ae me eet m Name oe Dt End Dt ee Soil Arrived Date Eg 1622594 Bunny 8095 4 05 2007 04 18 2007 Submitted ae Aonrowe poo 11 42 CLLR 3 To review the employee s timesheet simply click on the timesheet number or click on the button This brings up the Timesheet Overview screen displayed below which allows you to perform several editing functions 1 e approve reject cancel edit or recall the timesheet Manager Dwarf Sleepy Uin 4005 Relationship Delegate Em ployee Dwarf Happy A Uin 914002535 Job Title Police Sergeant Tim esheet 169000 Sta rting 4 5 2007 Ending a 18 2007 Timesheet Overview Quick Linke Timesheets Work Events Leave Adjustments Approval Log Account Allocation Cancel Timesheet Timesheet editing functions Biweekly Time Traq User s Manual 2 3 Approving Timesheets 1 Login to Time Traq as a Manager 2 Your inbox should show timesheets that have been submitted by the employees for approval see picture below Bugs Bunny submitted his timesheet to his manager Wile Coyote Current Role Manager Manager Coyote Wil Uin 31600809 Relationship Delegate Manager Inbox Manager LLILEE jineens Pas Name emi Coyote Wile End Dt pcm iss OT Arrived Date FEB 162994 7 7 P 95 4 05 2007 04 18 2007 Submitted TUM E RA 11 42 E e E E Page 1 of 1 3 Click Approve
18. u wantto override the Accounting Analysis Key an the BPP Budget Do not use without permission from your payroll office Acct Anal Ma Last 12 characters only Add Shit Differential Amount to Pay When Feeding BPP Regular Time Hours D n Base Rate 5 75 Look Up E Back Hours Qut af Pay 9 Total hours worked 0 00 Base Rate 10 13 Ei Back Hours Out of Pay HOTE Do nat include extra amounts for shift differential if applicable in the adjustments base rate Comments 10 Comment is required see ex below Adjustment for hours worked 04 06 11 thru 04 10 11 11 Click on Save to complete the adjustment Other Actions e Negative Adjustments If you need to create a negative adjustment you can do so by simply checking off the Back Hours Out checkbox Biweekly Time Traq User s Manual 3 4 Reviewing and submitting adloc s to Dept Approver Department administrators are responsible for ensuring that their employees managers submit or approve timesheets in a timely manner The Reporting Period Review also referred to as RPReview screen is used in the process of completing this task TimeTraq Workstation A Texas Agricultural Exp Station Adloc 02130001 Agriculture Economic Adloc Rpt Period Summary Adloc 02130001 Agriculture Economic Fiscal Year 2007 Rpt Period Bi weekly 04 05 04 18 Paid Status l All T Match l All Timesheets x Empl
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