1 Tarleton State University. 2 OVERVIEW Web-based: Created by TAMU Business Computing Services...
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Transcript of 1 Tarleton State University. 2 OVERVIEW Web-based: Created by TAMU Business Computing Services...
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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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Roles
Employee ManagerDepartment ApproverDepartmental AdminCentral AdministratorPayroll 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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Employee’s 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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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 week’s time
When you’ve 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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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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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 (con’t)
Set up a delegate to approve timesheets in your absence
To add a delegate, search by last name or enter the other manager’s UIN, then click the green Add Delegate button
To suspend another manager’s ability to act as your delegate, click the red Deactivate button. To re-activate a manager’s delegate authority, click the blue Reactivate button
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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 didn’t 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 you’ve approved
Timesheets approved by another approver or that have been paid cannot be recalled
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Manager’s Outbox
The Manager’s Outbox screen allows you to see timesheets you’ve taken action on, including approvals, rejections, etc.
Timesheets that you’ve approved can be recalled from this screen – if they haven’t 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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Departmental Administrator
CANCEL TIMESHEETS
Assign Managers to Employees
Allocate accounts
Prepare Adjustments
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 HPPR’s.
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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 adloc’s Reporting Period Review screen If the pay period you wish to review isn’t
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 “>” 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 report’s additional criteria Note that dates should be entered in
“mm/dd/yyyy” format
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REPORTSCommonly run reports:
Adloc Payroll Detail, by name or accountLists 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 BPP’s P2Pay database for an adloc
Overtime PaymentsLists overtime charges for an adloc
Timesheet AdjustmentsLists 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/CallbackLists costs associated with on call work
Employees w/o ManagersLists 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/
Default.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
Putting Employees on Time Traq
If you don’t see an employee1st) 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