The Electronic Timecard for Biweekly (Hourly) Payroll Users

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Time Traq

The Electronic Timecard for Biweekly (Hourly)
Payroll Users
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TAMUK Payroll Department

• Vickie Howery, Director
• Carina Gonzales, Asst. Director
• Theresa Griffin, Benefits
• Albert Rios, Monthly Payroll
• Carmen Rojas, Budget EPAs
• Wilma Rojas, Biweekly Payroll
• Terry Covarrubias, Leave Traq Administrator
  Monthly Time Traq

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OVERVIEW

• Web-based
• Created by TAMU Business Computing Services Group
  (BCS)
• Interfaces with Leave Traq for monthly payrolls
• 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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Access Time Traq through SSO
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Roles

• Employee
• Manager
• Department Administrator
• Department Approver
• Central Administrator - Wilma Rojas
• Central Payroll Approver - Carina Gonzales
• - Vickie Howery
• System Administrator - Carl McKneely
• - Marc Moore (TAMU BCS)

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Payroll Process Overview

• Employee fills out on-line timesheet submits to
  Manager
• Manager approves or rejects the timesheet
• Dept. Administrator oversees and reviews the
  entire process, notifies Dept. Approver when
  ready to be submitted
• Dept. Approver reviews submits all timesheets
  for the entire adloc to the Central Administrator
• Cent. Admin. reviews, approves or rejects the
  entire workstations timesheets
• Cent. Approver submits entire workstations
  timesheets to BPP for processing

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The Employee
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Employee

• From the employee's perspective, TimeTraq is a
  simple application.  The employee's Timesheets
  are listed on the Employee Timesheets screen.
   Time is entered using one of TimeTraq's
  Timesheet Entry screens.  When data entry is
  complete, the employee submits the Timesheet and
  certifies it as being true correct using the
  Timesheet Submission screen.

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Employee

• After submission, Timesheets are routed to the
  manager for approval.  If everything is in order,
  the employee's work with the Timesheet is
  complete.  
• If there are problems with a Timesheet, the
  employee's manager may reject it.  This will
  cause it to re-appear on the Employee Timesheets
  screen so it can be selected for correction.
   When this happens, it's the employee's
  responsibility to correct and re-submit his/her
  Timesheet in a timely manner.

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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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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 blue Save button to save your changes.
  Select the next work week and enter that weeks
  time
• Always save your changes before switching work
  weeks
• When youve entered all of your time and want to
  exit this screen, click the Save/Exit button

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Submitting a Timesheet

• To submit a timesheet, open it as previously
  discussed, verify the hours that youve entered
  are correct, and press the Submit Timesheet
  button.
• TimeTraq will display the Submission
  Confirmation screen to complete the process.
• Perform a final review of your timesheet (see
  next page)

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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 green 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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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 (and, if
  applicable, by Project), 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
• 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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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 theyve not 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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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
• Submit all timesheets to the Dept. Admin.

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Managers Timesheet Actions

• Canceling a timesheet
• If an employee has been terminated, has no hours
  to report for a pay period, or if you dont know
  how many hours the employee worked during the
  timesheet period, the timesheet can be canceled
  by clicking the red Cancel Timesheet button.
• Reopening a timesheet
• If an employees timesheet has been canceled, you
  can re-open it by clicking the blue Reopen button
• Timesheets can no longer be re-opened after the
  departments timesheets have been sent to payroll

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Managers Timesheet Actions

• Recalculating a Timesheet
• If a change is made to the employees budget
  records after the timesheet is submitted, using
  the recalculation function will cause TimeTraq to
  re-total the employees pay based on the most
  recent budget entries for the pay period.
• Typically this happens as a result of a last
  minute EPA document being submitted.
• Note that the recalculation function removes any
  manual adjustments you might have made to the
  employees account allocations.

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Managers Timesheet Actions

• Rejecting a timesheet
• If an employees timesheet contains errors, you
  can send it back to him/her by clicking the blue
  Reject button
• When rejecting a timesheet, be sure to discuss
  the data entry problems with the employee

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Managers Timesheet Actions

• Recalling a timesheet
• If, after approving a timesheet, you need to make
  a correction to it, you can recall it by clicking
  the blue Recall button
• If a timesheet has been approved by another
  approver or submitted to payroll, you can no
  longer recall it
• After recalling a timesheet, the timesheet must
  be re-approved before it can be submitted to
  payroll

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Managers Timesheet Actions

• Managers and administrators can enter and submit
  timesheets on behalf of their employees.
• In some situations, this may be required to
  ensure they are paid on time
• As discussed, the Timesheet Review screen will
  allow you to edit a timesheet if the timesheet
  is in an editable status
• Editable statuses New, Open, Submitted, or
  Rejected

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Managers Timesheet Actions

• Timesheet exceptions and corrections
• If the timesheet has already been approved, it
  must be recalled before it can be edited.
• Note that this situation requires the timesheet
  approver to perform the recall operation
  therefore, if another approver has approved the
  timesheet, he/she will have to recall the
  timesheet
• If the timesheet has been canceled, it must be
  reopened before it can be edited

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Submitting Time for Employee, cont..

• TimeTraq will display the Submission
  Confirmation screen.
• Perform a final review of the timesheet
• Sign the employees timesheet by certifying
  that the time entered is true and correct (this
  is done by checking the box at the bottom of the
  screen)
• Enter a comment indicating why you are submitting
  the timesheet
• Click the green Submit Timesheet button to
  submit/approve the timesheet
• TimeTraq will re-display the Timesheet Review
  screen showing that the timesheet was submitted
  and, if you are authorized to approve it,
  approved.

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The Departmental Administrator
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Departmental Administrator

• Once your department is on Time Traq you can not
  go back to PPRs. You must assign managers and
  delegates immediately effective the next pay
  period after this training.
• Selecting an employees timesheet will display
  the Timesheet Review screen
• Pay Period Review shows an adlocs timesheets
  in a given pay period
• Employees Screen shows employees in an adloc
• Managers Screen allows you to see employees
  reporting to a manager

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RP (report period) Review Screen

• Timesheet Status Column can show various stages
• New-timesheet new, has not been started
• Open-timesheet has sometime entered
• Submitted-timesheet sent to manager
• Approved-timesheet sent to Dept. Administrator
• Cancelled-manager deleted timesheet
• Payroll-Dept. Approver sent to Central Admin.
• OK-Central Approver sent payroll to BPP

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Submit OK? column on RP Review

• When the timesheets are created, this column
  reflects, Timesheet not submitted/approved
  until the Dept. Approver submits the payroll.
• Timesheet Status shows, approved Submit OK?
  column will then show OK.
• After the Central Approver sends the payroll to
  BPP Timesheet Status will show Payroll and
  Submit OK?

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Departmental Administrator

• Ensure employees/managers submit/approve
  timesheets in a timely manner
• Configure employees' Jobs' properties
  appropriately
• Schedules, Account allocation, timesheets,
  approval hierarchy(See Job Overview Screen)

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Departmental Administrator

• Configure delegates for managers - as needed
• Activate/deactivate employees to accommodate
  holiday periods
• Assign managers to employees immediately upon
  hire
• Create a timesheet when necessary
• Edit job titles to distinguish between
  different jobs done by the same employee

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Adjustments

• Occasionally there is a need to make a correction
  to an employees calculated pay
• Usually this is done after the payroll has been
  run thus the term Prior Period Adjustment
• Timesheet adjustments can only be made by
  department and central administrators

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Adjustments

• Adjustments can add or subtract time and dollars
  to and from an employees timesheet, as needed.
• Adjustments are made to a single day, are in
  terms of hours, and use the rate of pay from the
  budget for the date in question.

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Allocations

• When a timesheet is submitted, TimeTraq compares
  the timesheet to the BPP budget and consolidates
  the time reported into account allocations
• A person being paid out of one account will have
  only one allocation record for a typical
  timesheet, whereas more complex budget setups can
  have additional allocations

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Allocations

• Allocations can be manually adjusted by the
  department or central administrators if
• The adloc is configured to allow one or all of
  these roles to modify the allocations
• The timesheet is for a wage position
• The timesheet has not been paid
• Allocations are not typically modified except in
  unusual cases, typically involving grant money
• Recalculating a timesheet removed any manual
  adjustments to allocation records

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The Departmental Approver
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Departmental Approver

• Payroll Expenditure Authorization letter is
  required to be signed by Department Head giving
  authority for this role.
• The department approver role is quite specialized
  in that it has only a single responsibility in
  TimeTraq  getting the Adloc's Timesheets
  submitted to payroll.
• Sends adlocs approved timesheets to Central
  Administrator/payroll

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Departmental Approver

• To review the timesheets for an adloc, click the
  PP Review tab to display the adlocs Pay 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 dept. admin and manager
  to get it resolved
• To continue your review, click the PP Review tab
  again

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Departmental Approver

• The adlocs timesheets cannot be sent to payroll
  until ALL timesheets have been approved or
  canceled
• When all timesheets are complete the Pay Period
  Review 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 Departmental Admin. and 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
•  LeaveTraq Integration
•  Error Codes
•  Screen-by-screen Help
•  Data Object Properties
•  Data Object Statuses