LeaveTraq/TimeTraq

TimeTraq is closely integrated with LeaveTraq in many respects.  This topic examines these integration points in detail.

 

Leave Integration with Timesheets

When a leave request is made in LeaveTraq it is automatically linked to the employee’s Timesheet record, if one exists for the Reporting Period in question. After the initial link is made in LeaveTraq, the hours associated with the leave request become part of the Timesheet the leave request was linked to.  These hours are displayed on the Timesheet Entry and Timesheet Overview screens in TimeTraq, among others.  When the Timesheet is submitted, the leave hours are automatically totaled and sent to payroll with the rest of the Timesheet’s hours.

Leave submitted before Adloc begins using Time Traq

In most cases, TimeTraq can automatically determine, when a new Adloc is activated in TimeTraq, that an employee’s prior leave request applies to a new TimeTraq Job and Timesheet. However, the leave/time relationship is complex and, in rare circumstances, the leave request may not be properly linked with the appropriate Timesheet(s).  If this occurs, the original leave request should be canceled and a new one submitted.

Work Schedules

The Work Schedule that an employee is assigned in TimeTraq is used by LeaveTraq to divide a multi-day leave request into hours of leave taken on individual days.  This is done to facilitate integration with the employee’s Timesheet.  The daily hours are created automatically by LeaveTraq as a starting point for the employee.  If needed, the employee can make adjustments to the daily hours to more accurately reflect the leave being used.

Note that the rules used for a bi-weekly Work Schedule are somewhat complex in regards to determining which portion of the Work Schedule apply to a given day in the leave request.  Specifically, the rules are:

  • TimeTraq’s bi-weekly Work Schedules always start on Wednesday.
  • The first Monday of the fiscal year will be the beginning of the first week of a bi-weekly schedule, so weeks starting on the first, third, fifth, etc., Monday of the fiscal year use the first week of the schedule
  • Weeks starting on the second, fourth, sixth, etc., Monday will use the second week of the schedule
  • At the start of a fiscal year, any days before the first Monday also use the second week of the schedule

Order of Precedence

Because employees, managers, and administrators can perform operations on both Timesheets and leave requests at any time, rules have to exist regarding when certain operations can be performed.  These begin to take effect when the employee submits his/her Timesheet.  Here is a simple explanation of the rules governing Timesheets and leave requests and how they work together:

  • A Timesheet cannot be submitted by an employee if the employee has an unsubmitted leave request for the same Reporting Period.
  • A Timesheet cannot be approved by a manager if the employee has a leave request that is pending the manager’s approval for the same Reporting Period.
  • A Timesheet cannot be sent to payroll (as part of the Adloc/Reporting Period batch submission) if the employee has a leave request that is pending the department administrator’s approval for the same Reporting Period.
  • For monthly paid employees, no leave documents may be submitted if the employee has any overdue timesheets in TimeTraq.  If such a situation arises, the overdue Timesheet(s) must be addressed prior to submitting a leave document.  The only exception to this rule is in the situation where the leave document covers a period of time that occurs, either in whole or in part, within the period of the overdue Timesheet in question.  In this case the above rules apply.

Changes after Submission

Timesheets, once paid, cannot be canceled or otherwise altered.  However, leave requests that were paid as a result of being linked to a Timesheet can be canceled after the Reporting Period has already been processed by payroll.  When this happens, TimeTraq will receive a pending Prior Period Adjustment from LeaveTraq and associate it with the current Timesheet.  

  • Note that the adjustment record references the date of the original leave request so that it can be traced back to the Timesheet to which the correction applies.

Timesheets cannot be submitted if they have any adjustments in a pending status; therefore, the department administrator will have to resolve the adjustment by adding/removing hours from the current Timesheet to correct an imbalance in pay, or, if no imbalance exists, cancel the adjustment.

Approvers

The approver hierarchy must be managed from within SSO by an operator with SSO Department or Central Administrator privileges.  Please refer to the SSO help documentation for the specifics about managing this hierarchy.

Delegates

When TimeTraq and LeaveTraq both use the Standard hierarchy, 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.

Holidays

While rare, it is possible for an employee to have both holiday and leave hours on the same day.  For example, if system employees are granted Good Friday afternoon as a holiday, an employee might want to take the morning off as paid leave.  This is allowed in TimeTraq and LeaveTraq.  However, the sum of the holiday and leave hours cannot exceed the greater of:

  • The employee’s regularly scheduled work hours, as determined by his/her Work Schedule in TimeTraq
  • 8 hours

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