HRMS Frequently Asked Questions FAQs

HRMS Frequently Asked Questions








  1. What is the URL for E-TRAC Login Page?


  2. How do I change my password?

    Passwords can be changed in the My Profile Page. My Profile page is located by navigating the following path: 
    Home > PeopleTools > Maintain Security > Use > My Profile.
    When you are in the My Profile page, you will see an option to change your password which reads as, "Change password". Click on this link. Type the old password and the new password. Make a note of the new password. Then, click on save, to save the password. If your save is successful, you will be brought back to the General Profile Information screen. Your new password is now in effect.


  3. What are the naming conventions for passwords?

    The E-TRAC password should be at least 8 characters long. The password should include at least one number, special character ( not including @ and # ), uppercase letter and Lowercase letter.


  4. Directly after I log on to PeopleSoft I get logged out with a message saying that my connection has expired.

    This is caused by a discrepancy between the time on your computer and the time on the PeopleSoft server. Please make sure that the time on your computer is correct. Double-click on the clock usually located in the lower left of your computers screen and set it to the correct time.


  5. How long is my password valid?

    Your E-TRAC password is valid for ninety (90) days. If you do not change the password within ninety days, you will be prompted to change your password the next time you log in. if you log in with the wrong password more that three times, your account will be locked. Call 5-HELP(54357) to have your account unlocked or password reset.


  6. Where can I find my E-TRAC transaction?

    All your E-TRAC transactions can be seen into your E-TRAC Homepage. The E-TRAC Home page is be found by navigating the following path: 
    Home > SFO Self Service > E-TRAC > Use > E-TRAC Home


  7. Why can't I see my E-TRAC transactions in the "My E-TRAC Transactions" list?

    You will not see transactions that are submitted for another department, other than your own. In such a case, Navigate to the E-TRAC home page. In the "Sort/Filter My E-TRAC Transaction" Box, click on Advanced. This will provide you with advanced Filter option. In the Advanced Filter Box, uncheck the box, which says "Only show my E-TRAC's". After processing you will get a list of all the E-TRAC's within your security. Now, you should be able to find your E-TRAC in that list.


  8. What is the Save for Later button and what is it used for?

    The Save for Later button allows the user to save an E-TRAC transaction and come back to it at a later date without forwarding it to the approvers. Please note that all required E-TRAC fields MUST be filled out in order to use the Save for Later feature.


  9. Once an item has been saved for later how long will it remain in the system?



  10. What if I want to make changes to the E-TRAC that I've already submitted?

    If your E-TRAC transaction has already been submitted for approval, it is recommended that you, the E-TRAC requester, should first check to see where your E-TRAC transaction is in the approval process. If it has not yet been approved by the first level approver, it is recommended that you communicate the changes to the first level approver in the E-TRAC approval process so that the changes can be made before the transaction is forwarded to the second level approver. Otherwise contact the next approver in the approval chain to communicate the changes.

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  11. Who receives an email after I complete an E-TRAC transaction?

    After an E-TRAC is submitted, the first level department approvers receive an email and a worklist entry.  Once they approve the transaction, the next level approvers receive emails and worklist entries, and so forth.


  12. How do I view the approver chain for my department?

    Home > SFO Self Service > E-TRAC >Inquire> Approval chain view

    select the department and you will then see the approval chain.


  13. How does E-TRAC handle multiple approver at the same level?

    When a department has more than a single approver at the same level, E-TRAC will forward an email to all the approvers at that level. The E-TRAC transaction will remain as a worklist item until action is taken by one of the approvers at that level. Whoever approves first, completes the transaction and it is forwarded onto the next approver.


  14. How quickly can E-TRAC transactions move through the approval process, from creator to second level approver?

    With e-mail and worklist notifications, each approver in the approval process will be alerted of transactions awaiting their approval. Provided that all key players in the approval process are present and logged into their e-mail program as well as in PeopleSoft, turn around time can be very quick.


  15. What does it mean if a field has an asterisk next to it?

    A field with an asterisk in E-TRAC indicates that the field is required in order to complete the E-TRAC transaction. If required fields are left blank, the E-TRAC transaction is considered incomplete, and cannot be saved for later or submitted for approval.


  16. Is there a list of E-TRACS that I've created?

    My E-TRAC transactions at the bottom of the E-TRAC Home page is a list of E-TRAC's that you have created. Additionally, you can use the Sort Filter to find specific E-TRAC transactions.


  17. What is an Empl ID?

    An EmplID (employee identification number) is the unique identifying number assigned to SFSU employees. This is also your new SFSU ID number.


  18. What does it mean when an employee has concurrent jobs?

    Concurrent job refers to when an employee has more than one position on campus at the same time.


  19. How do you identify employees with multiple jobs?

    You can get a view of all of the employee's active job records by clicking theEmployee Search link from the E-TRAC Home page or you can navigate to SFOself Service> E-TRAC>Inquire>Employee search


  20. What if I save an E-TRAC for later, can another user log in and submit it for me if I am somehow prevented from logging in?

    If a user creates an E-TRAC and saves it without submitting it for approval, only that user can go back in and submit the transaction for approval.


  21. Can I submit transactions for other departments? Do I have to be set up as an alternate creator for those departments?

    An E-TRAC creator may submit a transaction for any department they like. Once submitted, that transaction will be routed to the approvers defined for the selected department. The creator should have that department defined in their row level security setup; otherwise they will not be able to view the E-TRAC after it has been submitted

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  1. When can I start entering time into a batch?

    The processing schedule is to create the batches by the 20th of each month. You should be able to start entering time into your batch(s) after the 20th and save entered data but do not submit until the 1st of each month. It is recommended that you enter total time worked only once instead of at intervals.You can only submit once, so please make sure all the data is correct before submitting.


  2. Why don't all of my employees show up on the batch?

    When batches are created for Students and Hourly employees, the prior months pay activity is checked. If the employee worked the previous month, they will be included in the current months batch. If the employee did not work the previous month, they will not be included in the batch. To add them onto a batch, copy down a new row and search for the employee's name by clicking on the magnifying glass next to employee id.


  3. What is the difference between Save and Submit when using a Batch and when should I use each of them?

    When you Save the batch, your work is saved and you may open the batch again to enter additional time and/or correct time already entered. When you Submit your batch, the batch is sent to Payroll for processing and you may no longer update the batch. You may only submit a batch one time. Once the batch has been submitted, you may no longer update it. So, if you are not done with the batch, be sure to Save it rather than Submit it.


  4. Why is my batch grayed out? I can not enter anything.

    If a batch has already been submitted, you may no longer update it. So, if your batch is grayed out, it has already been submitted. You will need to contact the a payroll officer to make the change.


  5. What do I do with vouchers that come in after I have submitted my batch?

    Any vouchers received for the current month after your batch has been submitted must be processed through the Payroll Office (requiring a voucher and CD048/672). Be sure to obtain all necessary approval signatures on the CDO48/672 before submitting it.


  6. What do I do with retro vouchers that come in for a prior pay period?

    Any retro vouchers received for a prior month must be processed through the Payroll Office (requiring a voucher and CDO48/672). Be sure to obtain all necessary approval signatures on the CDO48/672 before submitting it.


  7. What should i do with the student vouchers?

    It is the responsibility of the individual departments to have the vouchers on hand for auditing purposes. Vouchers are to be kept for a minimum of five years.


  8. What should I do if I want to make a correction to Student/Employee's hours?

    If the batch has not been submitted, the Timekeeper can make the correction/changes. If a batch has already been submitted, then the department needs to contact the Payroll Office.


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  1. Do I need to approve time for each individual employee?

    Yes. You have the option of approving each employee's time individually or as a department collectively.


  2. How do I know there is time needing approval?

    You will receive an e-mail notification when there is time needing approval. Time keepers are recommended to submit time around the 1st of each month.


  3. What is the duration of time that I have to approve time?

    To ensure Student/Employees gets paid on a timely manner, it is strongly suggested that time be approved as soon as possible. Without the approval of time, time cannot be reported to the State Controller's Office for payment.


  4. How do I see time details?

    From the initial approval page, you can drill down to see additional details by clicking the MORE hyperlink on the far right side of the screen.

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