The Electronic Timecard for Biweekly
(Hourly) Payroll Users
TAMUK Payroll Department
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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
OVERVIEW
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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
Home
Profile
Help
Cent Admin
Applications you have access to
Name
:
SMITH,
CARMEN
ADLOC : 17120320
UIN
: 411111111
Last
Logon
:
05/04/2006
10:44
SSOMenu
HR Connect
HRC Admin
TimeTraq
LeaveTraq 2.0
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Privacy Statement
© 2005 The Texas A&M University System
v_0_9 04/26/2006 01:46 PM
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Roles
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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
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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
workstation’s timesheets
Cent. Approver submits entire workstation’s
timesheets to BPP for processing
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The Employee
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Employee
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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
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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 resubmit his/her Timesheet in a timely manner.
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Getting Started
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Log in to SSO and select the TimeTraq link
TimeTraq will display the Employee Timesheets
screen on startup
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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
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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
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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 week’s time
 Always save your changes before switching work
weeks
When you’ve entered all of your time and want to
exit this screen, click the Save/Exit button
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Submitting a Timesheet
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To submit a timesheet, open it as previously
discussed, verify the hours that you’ve 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
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“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
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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
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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
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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
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
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button
Manager’s Outbox
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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’ve 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
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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
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Timesheets approved by another approver or that have
been paid cannot be recalled
Submit all timesheets to the Dept. Admin.
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Manager’s Timesheet Actions
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Canceling a timesheet
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If an employee has been terminated, has no hours to report
for a pay period, or if you don’t 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
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If an employee’s timesheet has been canceled, you can reopen it by clicking the blue Reopen button
Timesheets can no longer be re-opened after the
department’s timesheets have been sent to payroll
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Manager’s Timesheet Actions
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Recalculating a Timesheet
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If a change is made to the employee’s budget
records after the timesheet is submitted, using the
recalculation function will cause TimeTraq to retotal the employee’s pay based on the most recent
budget entries for the pay period.
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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
employee’s account allocations.
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Manager’s Timesheet Actions
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Rejecting a timesheet
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If an employee’s 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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Manager’s Timesheet Actions
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Recalling a timesheet
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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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Manager’s Timesheet Actions
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Managers and administrators can enter and
submit timesheets on behalf of their
employees.
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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
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Editable statuses: New, Open, Submitted, or
Rejected
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Manager’s Timesheet Actions
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Timesheet exceptions and corrections:
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If the timesheet has already been approved, it must
be recalled before it can be edited.
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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..
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TimeTraq will display the “Submission Confirmation” screen.
Perform a final review of the timesheet
“Sign” the employee’s 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
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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 employee’s timesheet will display
the Timesheet Review screen
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Pay Period Review – shows an adloc’s 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
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Timesheet Status Column can show various
stages:
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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
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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
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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
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Occasionally there is a need to make a
correction to an employee’s calculated pay
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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
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Adjustments can add or subtract time and
dollars to and from an employee’s 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
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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
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Allocations can be manually adjusted by the
department or central administrators if:
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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
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Recalculating a timesheet removed any manual adjustments
to allocation records
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The Departmental Approver
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Departmental Approver
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Payroll Expenditure Authorization letter
is required to be signed by Department
Head giving authority for this role.
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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 adloc’s approved timesheets to Central
Administrator/payroll
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Departmental Approver
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To review the timesheets for an adloc, click
the PP Review tab to display the adloc’s Pay
Period Review screen
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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
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To review a timesheet, click the gray “>” button or
the ID number. This will display the Timesheet
Review screen from which you can:
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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
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The adloc’s 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
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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
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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:
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Adloc Payroll Detail by Name
Adloc Payroll Detail by Account
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REPORTS
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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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REPORTS
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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 BPP’s 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
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Commonly run reports, cont.:
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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
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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
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https://sago-apps.tamu.edu/timetraq/Help/EN/Default.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
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