Key Concepts for Departmental Leave Coordinators
Leave administrators have the ability to enter transactions as needed to correctly maintain the employee’s leave balances. With the exceptions of establishing a new employee, terminating an employee, or recording the earning of Compensatory Time, under regular ongoing circumstances use of the "Transaction Entry" page will not be required. The following are some of the reasons you would use the "Transaction Entry" page:
- Correcting or adjusting an employee’s accruals.
- Submitting a Leave document on behalf of an employee (emergency situation).
Pending Documents and Document Update
Documents show up in the administrators "Pending Document" page after an employee closes and submits a leave document. Leave administrators have the authority to take the following actions against documents:
- Perform an administrative review and "OK" a document.
- Reject the document back to the employee (if not compliant with policies only).
- Cancel a leave document (with the approved form).
The following actions can be taken against all documents (even if they are not on the "Pending Documents" page):
- Cancel a leave document (with the approval of the employee and supervisor).
- Alter the FMLA, Parental Leave , or Parent Teacher Conference flag on a document item.
Performing Administrative Review
The purpose of the administrative review is to insure that the employee’s use of leave is within policy. Once this is done, the "Review OK" button can be pressed. Documents can be reviewed and OK directly from the pending documents tab, or the administrator can perform this function by selecting the document and performing the "review" function from the document update tab.
You may also reject documents. If the document is rejected, the employee should follow up and either a) Change and resubmit the document, or b) Cancel the document.
Canceling a document is a final action on a document. No more actions can be taken on a document after it has been canceled. Canceling is normally used if the employee withdraws their request for leave or the leave is never used for some other reason. A document can also be canceled so you can "start over". Leave Coordinators should have a request in writing from the employee with approval from the supervisor before canceling a leave document.
Leave administrators are also responsible to maintain reporting relationships. In LeaveTraq, an employee can have up to ten (10) managers, based on the manager roles described under "Concepts for Managers". At least one manager should have approval authority. When an employee is designated as someone else’s manager, he or she will receive the Managers Tab when he/she signs on to LeaveTraq. All employees who are set up as approval managers are given the following capabilities:
- They will receive documents in their Inbox, which they (or a delegate) must approve.
- Their actions will be recorded in the document action log and their outbox.
On the reporting relationships page, you may also mark a PIN as "Info Only" or "Reader." If the PIN is marked as "Info Only", the position (PIN) occupant will only receive an email when the employee requests leave.
When a change is required in a manager for an employee, documents that are pending approval by the manager (PIN) should not be left "in limbo." LeaveTraq will return an error if you attempt to remove or change a manager position (PIN) and that manager still has documents that are awaiting approval.
Before the change can be made, the old (or current) manager should clean out his INBOX of all pending documents or the departmental or central leave administrator can cancel all pending documents. The employees will then have to re-submit all of the documents for approval by the new manager, once one is designated.
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