Leave Traq FAQs
1: I worked overtime this week, how do I get compensated?
If you are a non-exempt employee you need to report the hours actually worked on your timecard.
When the timecard is approved, Time Traq calculates whether or not it is state (straight time) or FLSA
(time ½) compensatory time. Once Time Traq is submitted to College Station the program will post the
comp. time to Leave Traq.
Exempt employees only earn State comp. if they work on a holiday. This needs to be reported to the
Payroll Office by your supervisor.
2. What’s the difference between state and FLSA compensatory time?
State comp. time is earned when you report over 40 hours for the workweek but didn’t physically work
over 40. It is paid as straight time and expires 1 year from the date earned.
FLSA comp. time is earned when you physically work over 40 hours in a workweek and is calculated at
time ½. FLSA does not expire and can be paid out upon termination.
3. What absences qualify for Sick Leave?
When sickness, injury or pregnancy & confinement prevent the employee from doing their job.
Immediate family is sick AND living in the same household. Immediate family is related by kinship,
adoption, marriage, foster children, child for whom you are a court appointed guardian.
Immediate family NOT living in the same household: Time is strictly limited to the time necessary to
provide care and assistance to a child, spouse, parent (not parent-in-law) of the employee as a direct
result of a documented medical condition.
Absent for 3 days or less-enter in Leave Traq, no further action is necessary.
Absent for more than 3 continuous days requires a doctor’s note. This note must indicate from and to
dates for absence.
Parent Teacher Conferences: an employee may use up to 8 hours of sick leave each fiscal year for
children in pre-k through 12th grade.
4. What happens if I don’t get a doctor’s note and I’m out more than 3 continuous days?
After the 3rd sick day you must use some other type of leave (vacation, state comp., FLSA, or LWOP)
5. As a father can I take sick leave for the birth of a baby?
If necessary, the he may take up to 3 days sick leave, after that, not unless your presence is necessary
due to a documented medical condition. Doctor’s note required.
February 2012
Leave Traq FAQs
6. How long is funeral leave for? And who can I use it for?
Up to 3 days for the death of the employee’s spouse, child, parent, brother, sister, grandparent or
grandchild. The President can approve up to 5 workdays if travel outside of Texas is necessary.
7. How do I enter Birthday Leave in Leave Traq?
“Leave of Absence with Pay” then “Other Emergencies”
8. When do I check the FMLA box in Leave Traq?
When you are out of work for an extended period of time you can apply for FMLA to protect yourself and your
job. If FMLA is approved by Human Resources then you can and should check the FMLA box in Leave Traq.
9. When I entered my leave into Leave Traq it tells me that the dates are overlapping, what is it talking about?
You must have saved another leave document for a date that you are trying to take leave for. Click on
“Documents” and check for previous leave entries that have the same date you’re trying to enter.
10. Leave Traq keeps telling me “Ending Date/time must be after Begin Date/time” OR” Hours are less than minimum
hours for date/time range”, what am I doing wrong?
More than likely you have the wrong am or pm and the time doesn’t concur with the total number of hours.
11. I was out of the office from 8:00 and returned at 9:05, what do I enter in Leave Traq?
Leave Traq works with only quarter hours (.25, .5, .75) so you have to round your time to the nearest quarter. In
this example I would enter only 1 hour. If the employee had returned at 9:10 it should be rounded to 1.25 hours.
12. When do I need to use “Leave Without Pay” (LWOP)?
If you are absent from work and have exhausted all other leave avenues then you must enter LWOP into Leave
Traq. The only time LWOP is used before all other leave is exhausted is when it’s for disciplinary reasons. If you
are out for LWOP for an entire month you will lose 1 month of longevity credit and not accrue leave until you
return.
February 2012