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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 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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The Employee

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The Employee

From the employee's perspective, TimeTraq is a

simple application.  

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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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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 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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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 (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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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 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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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 (Con’t)

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Submitting Timesheet for Employee (Con’t)

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Successful Submission

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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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Manager’s 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

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

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QUESTIONS?