Created by TAMU Business Computing Services Group (BCS) ..

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• Time Traq

• Tarleton State University

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OVERVIEW

• Web-based
• Created by TAMU Business Computing Services Group
  (BCS)
• On-line timesheets can be completed from anywhere
  with a computer
• Support Screen allows you to email support staff
  questions
• Help Screen is available at the ? button

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Processes

• 1st It is my assumption that you currently have a
  system in place to verify the validity and
  accuracy of time reported to payroll.

• 2nd It is my expectation that you will continue
  to maintain a system that verifies the validity
  and accuracy of time reported.

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Access Time Traq through SSO
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Roles

• Employee
• Manager
• Department Approver
• Departmental Admin
• Central Administrator
• Payroll Administrator

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Payroll Process Overview

• Employee fills out on-line timesheet submits to
  Manager
• Manager or Dept Admin (usually Dept Approver)
  allocates accounts
• Manager approves or rejects the timesheet
• Dept. Approver reviews submits timesheets for
  the entire adloc to Payroll

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The Employee
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The Employee

• From the employee's perspective, TimeTraq is a
  simple application.  

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Employees Role

• Access TimeTraq thru SSO
• Enter hours worked on a daily, weekly, biweekly
  period
• Submit to Manager

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Getting Started

• Log in to SSO and select the TimeTraq link
• TimeTraq will display the Employee Timesheets
  screen on startup
• TimeTraq automatically creates timesheets for
  employees
• Employees with multiple jobs can work with
  timesheets from either job
• Select a timesheet by clicking the gray select
  button or its ID number
• Each TimeTraq timesheet is assigned a unique ID
  refer to this number if you need help with a
  timesheet.

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Time sheet screen
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Entering Time

• Employees normally only have to enter the Regular
  Work hours
• Select the correct work week by clicking on the
  tab with the date range you want to enter
• Enter your regular work hours each day
• Click the green Save button to save your changes.
  Select the next work week and enter that weeks
  time
• When youve entered all of your time and want to
  exit this screen, click the Save/Exit button
• If ready to submit, click Submit Timesheet button

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TIMESHEET ENTRY
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Submitting a Timesheet

• Sign your timesheet by certifying that the time
  entered is true and correct (this is done by
  checking the box at the bottom of the screen)
• Press the Submit Timesheet button to send the
  timesheet to your manager
• TimeTraq will display the Timesheet Review screen
  showing that your timesheet was submitted

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The Manager
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Manager

• In TimeTraq, the manager's primary
  responsibilities are to
• Ensure that their employees submit true and
  accurate Timesheets in a timely manner and,
• Approve submitted Timesheets as quickly as
  possible.
• In TimeTraq, documents that require a manager's
  approval show up in his/her Manager Inbox screen.
   
• Managers can configure their own Preferences so
  that he/she receives an email when Timesheets
  need to be approved.

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Setting Preferences
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Manager (cont)

• Set up a delegate to approve timesheets in your
  absence
• To add a delegate, search by last name or enter
  the other managers UIN, then click the green Add
  Delegate button
• To suspend another managers ability to act as
  your delegate, click the red Deactivate button.
  To re-activate a managers delegate authority,
  click the blue Reactivate button

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Delegates (a must)
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Manager

• Managers work primarily with the Manager Inbox
  and Timesheet Overview screens.  Managers can
  return a timesheet to an employee for correction.
  
• If a Timesheet needs further review, it can be
  selected from the inbox and displayed on the
  Timesheet Overview screen.  This screen displays
  detailed information about the Timesheet,
  including hours worked by day adjustments,
  approvals, etc.

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Manager

• If an employee has not completed his/her
  timesheet and are not reachable, the manager has
  2 options
• Complete the timesheet for the employee
• Cancel the timesheet
• If an employee didnt work any hours during that
  pay period the manager must cancel the timesheet
• A MANAGER CAN NOT ALLOW ONE TIMESHEET TO HOLD UP
  PAYROLL

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Timesheet Overview Screen

• Approve a timesheet submitted by an employee
• Edit a timesheet for an employee
• Cancel a timesheet that is not needed
• Reopen a timesheet that has been canceled
• Reject a timesheet with errors back to an
  employee
• Recall a timesheet youve approved
• Timesheets approved by another approver or that
  have been paid cannot be recalled

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Timesheet Overview
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Reopen after Cancelling

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Editing Timesheet
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Submitting a Timesheet for the Employee
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Submitting Timesheet for Employee (Cont)
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Submitting Timesheet for Employee (Cont)
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Successful Submission
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Managers Outbox

• The Managers Outbox screen allows you to see
  timesheets youve taken action on, including
  approvals, rejections, etc.
• Timesheets that youve approved can be recalled
  from this screen if they havent been approved
  by another manager or sent to payroll
• This screen also allows you to review the
  outboxes of other managers for whom you are a
  delegate

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Managers Outbox
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The Departmental Approver / Departmental
Administrator
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Departmental Administrator

• CANCEL TIMESHEETS
• Assign Managers to Employees
• Allocate accounts
• Prepare Adjustments

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Account Allocation

• Time Traq automatically allocates the time worked
  to all lines on the budget screen
• The dept admin needs to go in and reallocate

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Adjustments

• Use an adjustment to add hours worked previous to
  the current time period.
• Time Traq will look up the correct rate based on
  the Adjustment date
• Adjustment must be marked as Done
• Put in a lump sum of the hours
• Describe what days this if for in the Comments

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Departmental Approver

• DESIGNATION OF DEPARTMANTAL APPROVAL letter is
  required to be signed by Department Head giving
  authority for this role. (Only if you are not the
  Department Head)
• The Departmental Approver is the official
  signature.
• Once your department is on Time Traq you can not
  go back to HPPRs.

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Departmental Approver

• Ensure employees/managers submit/approve
  timesheets in a timely manner
• Submit Adloc to payroll to be processed.
• AN ADLOC APPROVER CAN NOT ALLOW ONE TIMESHEET OR
  ADLOC TO HOLD UP PAYROLL

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RP (reporting period) Review Screen

• Timesheet Status Column can show various stages
• New-timesheet, has not been started
• Open-timesheet has some time entered
• Submitted-timesheet sent to manager
• Approved-timesheet sent to Dept. Approver
• Cancelled-manager deleted timesheet
• Payroll-Dept. Approver sent to BPP

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Departmental Approver

• To review the timesheets for an adloc, click the
  RP Review tab to display the adlocs Reporting
  Period Review screen
• If the pay period you wish to review isnt
  selected by default, you can switch to it using
  the Pay Period dropdown
• You can also limit your view to timesheets in a
  specified status using the Status and Match
  dropdowns

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Departmental Approver

• To review a timesheet, click the gray gt button
  or the ID number. This will display the
  Timesheet Review screen from which you can
• View summary information about the timesheet
• View detailed work events
• View any adjustments that may exist
• View the approval log
• View the account information
• If there is a problem with a particular
  timesheet, work with the manager to get it
  resolved
• To continue your review, click the RP Review tab
  again

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Departmental Approver

• When all timesheets are complete the Adloc-Rpt
  Period Summary screen will display a green Submit
  to Payroll button. When your review is complete,
  click this button to approve the payroll
• The submission process is done off-line and you
  will be sent an email when the process is
  complete

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Departmental Approver

• When a timesheet is submitted in TimeTraq, a
  detailed breakdown of its hours by account and
  object class is created
• The Approver can use TimeTraq reports to obtain a
  summary of the payroll and the accounts to be
  charged
• Adloc Payroll Detail by Name
• Adloc Payroll Detail by Account

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REPORTS

• TimeTraq reports are delivered in PDF format to
  your computer therefore, Adobe Acrobat Reader is
  required to view them
• To run a report, choose it from the list and fill
  in the selected reports additional criteria
• Note that dates should be entered in mm/dd/yyyy
  format

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REPORTS

• Commonly run reports
• Adloc Payroll Detail, by name or account
• Lists the hours worked by employees in an adloc
• and the account(s) the time will be charged to
• Adloc Payroll Detail, by name or account, from
  P2Pay
• Lists the hours/amounts in BPPs P2Pay database
  for an adloc
• Overtime Payments
• Lists overtime charges for an adloc
• Timesheet Adjustments
• Lists adjustments made to timesheets in a given
• pay period

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REPORTS

• Commonly run reports, cont.
• Approval Exceptions
• Lists timesheets entered/submitted by
  manager/administrators
• On Call/Callback
• Lists costs associated with on call work
• Employees w/o Managers
• Lists employees whose job does not have an
  approver in TimeTraq

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SECURITY

• Do not share your SSO password with anyone
• TimeTraq will automatically log you out after 17
  minutes of inactivity
• You can manually log out of SSO by clicking the
  SSO Logout button on any TimeTraq screen or by
  closing your browser window
• Always close your browser window(s) after using
  any confidential web site like TimeTraq

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HELP SCREEN

• https//sago-apps.tamu.edu/timetraq/Help/EN/Defaul
  t.htm
•  TimeTraq Help and Documentation
•  TimeTraq Tutorials
•  Release Notes
•  Key Concepts
•  Roles
•  Frequently Asked Questions
•  Error Codes
•  Screen-by-screen Help
•  Data Object Properties
•  Data Object Statuses

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Putting Employees on Time Traq

• If you dont see an employee
• 1st) Make sure you have your blue copy back from
  HR
• 2nd) Have the Dept admin look under RP Review
  you may need to setup a manager
• 3rd) Call the Payroll Office

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Taking an Employee off of Time Traq

• COMPLETE TERMINATING PAF AND SEND TO HR
• Once an employee is out of the budget file, Time
  Traq will quit generating timesheet.

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Schedules

• Normal Cycle
• The adloc is due when the HPPRs are due. (The day
  after the reporting period ends at noon)
• Importance of a designee for Manager
• If the adloc approver is out
• Off Cycle
• Christmas, Thanksgiving, Spring Break etc.
• YOU MAY NOT PROJECT HOURS, except
• Adjustments

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Tarleton State University Payroll Department x
9608

• Connally Miller, Manager
• Rebecca Sikes
• Marissa Thackerson

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QUESTIONS?