1. Manager’s Role

In TimeTraq, the manager’s primary responsibilities are to:

  • Ensure that their employees submit true and accurate Timesheets in a timely manner.
  • Approve submitted Timesheets as quickly as possible.

How does a manager know that Timesheet approvals are required? In TimeTraq, documents that require a manager’s approval will show up in his/her Manager Inbox Screen. In addition, managers can configure their own preferences so that he/she receives an email when Timesheets need to be approved.

Problems with Timesheets

In the event that an employee cannot or does not complete his or her Timesheet, an approving manager can edit and/or submit the Timesheet for the employee. If an employee submits a Timesheet that is incomplete or otherwise not accurate, the manager can reject the Timesheet and have the employee correct and resubmit the Timesheet before approving it.


For managers of budgeted employees, it’s important to realize that leave requests relating to a Timesheet must be approved by the manager before the Timesheet can be approved. TimeTraq and LeaveTraq are closely integrated and the rule of thumb to go by is that if there is a relationship between a leave request and a Timesheet, the leave request must be processed first.


Managers are occasionally out of the office or otherwise unable to complete the necessary Timesheet approvals.  When this happens, a manager’s Delegate can take over for him or her.  It is the responsibility of the manager to ensure that a qualified Delegate has been set up in TimeTraq. Note that when TimeTraq and LeaveTraq both use the Standard hierarchy for managers, the two applications will share the same Delegate pool as well.  Setting a Delegate relationship in one application will give the Delegate the same rights in the other.

TimeTraq Screens

Managers generally only need to use the Manager Inbox and Timesheet Overview screens in the normal course of their responsibilities.  In addition, there are additional screens that the employee has access to that can provide helpful information.

Login to Review/Approve Timesheets


2. Employee’s Role

TimeTraq is designed to make the employee’s interaction with the system as simple and easy to understand as possible. In fact, employees will generally use only three screens in TimeTraq:

  • Employee’s Timesheet Screen
  • Timesheet Entry Screen
  • Timesheet submission Screen


It is important for employees to be aware that it is up to them to enter and submit their own timesheets. TimeTraq’s timesheets are not created with a default set of hours already entered – the employee must enter his/her time. An Adloc’s timesheets are submitted to payroll on a regular schedule. Therefore, it is very important that employees complete their timesheets in a timely fashion. If a Bi-weekly paid employee fails to complete his/her timesheet, it is possible that the employee will not be paid on time. Note: though monthly paid employees must use TimeTraq if their Adloc is configured to support monthly positions, they will not be paid through TimeTraq.

If an employee does not know the Adloc’s requirements in regards to the submission of timesheets, he/she should contact the department administrator for the Adloc’s A list of department and central administrators can be found on TimeTraq’s support screen.

Logging In

TimeTraq uses Single Sign-On (SSO) for its login/security provider. To log in, an employee should simply go to the SSO website, log in using their UIN and password, and select TimeTraq from the SSO main menu. If TimeTraq is not in the employee’s SSO menu, he/she should contact an appropriate department administrator.

TimeTraq Screens

As mentioned above, employees generally only need to use a few screens in TimeTraq. However, there are additional screens that the employee has access to that can provide helpful information. The employee Overview screen, for instance, shows detailed information about the employee’s Job configuration that might be of interest to an employee.


TimeTraq does not support the entry of leave time in timesheets. Instead, TimeTraq is integrated with LeaveTraq, the system-wide leave administration system for budgeted employees. While it is not mandatory for Adloc’s that use TimeTraq to also use LeaveTraq, these applications will generally be used in tandem. Therefore it is a good idea for budgeted employees to understand how the two applications work together.

Getting Help

If an employee needs help with the TimeTraq system, he/she should review the Employee Frequently Asked Questions. If this does not resolve the problem, the employee should contact a department administrator for the Adloc’s that owns his/her job. An easy way to do so is by using the TimeTraq support screen.

Prairie View A&M University does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. Ms. Alexia Taylor, Title IX Coordinator, has been designated to handle inquiries regarding the non-discrimination policies.

Ms. Taylor can be reached at P.O. Box 519; MS 1100 A.I Thomas Bldg. Suite 102 Prairie View, Texas 77446 or by calling 936-261-2123.

For further information on notice of non-discrimination, visit http://wdcrobcolp01.ed.gov/CFAPPS/OCR/contactus.cfm  for the address and phone number of the office that serves your area, or call 1-800-421-3481.


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