Axess Timecard Concepts & Navigation

This topic covers Axess Timecard concepts and navigation.

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13. Login to Axess at https://axess.stanford.edu

    Click the Login button.

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14. Type your SUNet ID / Password and click the Login button.

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15. Select the Employee Information tab.

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16. To access timecards for your employees, click the Review and Approve Timecards link.

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17. The Timecard Summary page, your home page for Axess Timecard, will appear.

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18. You may narrow your employee list by making an entry in any of the available search fields. 

     

    For example, you can search for a specific employee by typing his/her Employee ID Number in the EmplID field.

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19. Click the Get Employees button to search.

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20. A link to the employee’s timecard for the current pay period is displayed in the search results section.

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21. To search for employees in a specific paygroup, enter the paygroup in the North American Paygroup field.

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22. Click the Get Employees button to search.

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23. To view all of your employees, click the Get Employees button.

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24. The Timecard Summary defaults to the current pay period and displays key summary information from your employees’ timecards.

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25. Reported Hours:  Total hours reported by the employee.

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26. Scheduled Hours: Based upon the employee’s scheduled work hours, the number of hours the employee is expected to work during the pay period.

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27. Leave Taken:  Total leave hours reported by the employee. 

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28. Leave without Pay:  Total leave without pay hours reported by the employee.

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29. Overtime/Double Time:  Overtime and/or double time hours calculated by Axess Timecard based upon work hours entered by the employee.

     

    TLA Review Tip:  It is good practice to review all timecards listing overtime or double time hours to verify that the employee has entered his/her work hours correctly.

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30. Approved by Employee:  This box is checked if the employee has approved his/her timecard. 

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31. Approved by Manager: This box is checked if one or more supervisors or administrators has approved the timecard.   The names of the approvers are displayed.

     

    TLA Review Tip:  Use the Timecard Summary screen to review employee and supervisor approvals to ensure that local approval procedures have been followed.  Follow up with the relevant supervisor if approvals are missing.

     

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32. From the summary screen, you may select a group of employees to approve or you can navigate through each timecard and approve individually.

     

    To select a group of employees for approval, click Select All or click the Select checkbox next to the employees you want to select.

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33. Click the Approve Selected button to approve the selected timecards

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34. Click the Continue button to return to the Timecard Summary page.

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35. The selected timecards have been approved.  To remove your approval, click the Select All link again.

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36. Click the Reverse Selected button to remove your approval.

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37. Click the Continue button to return to the Timecard Summary page.

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38. To navigate through each timecard to approve individually, click the Name hyperlink for the first employee in your list.

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39. Once on the timecard, you can submit entries on behalf of your employee, make corrections, add comments and/or approve the timecard.

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41. The Exempt Timecard contains columns to:

    - Report a Time Reporting Code (TRC) for leave taken

    - Record the number of Hours of leave taken.

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42. To submit a leave entry on behalf of the employee, select  the appropriate code from the Time Reporting Code drop down menu.

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43. Enter the number of hours of leave taken in the Hours field.

     

    TLA Review Tip:  Exempt employees should normally report vacation in four hour increments.  Sick time and PTO may be taken in partial day increments.  Holidays are not recorded for exempt employees.  Holiday days should remain blank on the timecard.

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44. To enter a comment for a particular row on the timecard, click the Magnifying Glass next to the Comments column, then select a predefined comment.

     

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45. Comments are generally entered to categorize absences or to provide explanation for deviations from the employee’s regular schedule.

     

    Click the Look Up button to see a list of predefined comments.

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46. Click the applicable link to select a comment.

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47. Click + to add an additional row for a given day.

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48. Click - to delete a row for a given day.

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49. Click the Yes - Delete button to delete the line.

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50. Click Submit to submit an entry on behalf of the employee.

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51. The Non-Exempt Timecard contains the same columns and uses the same navigations as the Exempt Timecard. 

     

    There are additional columns to:

    - Record actual In and Out times for each day of work.

     

    TLA Review Tip: Non-exempt salaried employees receive their regular semi-monthly salary each pay period.  If a non-exempt employee has taken leave without pay during the pay period, it must be recorded on the timecard or the employee will be overpaid 

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52. To enter a PTA to charge for overtime hours, click the Magnifying Glass next to the PTA column, then select a PTA from the selection list.

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53. The PTA selection list is populated from the employee’s Oracle Labor Schedule.

     

    Note:  Salary for a non-exempt employee is charged to the PTA(s) listed in the employee’s Oracle Labor Schedule.  This is indicated by the default PTA ‘LD’.  To change the employee’s Oracle Labor Schedule, contact your department administrator. 

     

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54. If the PTA that you wish to charge is not available from the selection list, you can enter a one-time override of the listed PTA.  The original PTA will continue to be displayed in the PTA field, but the Override PTA will be charged. For a non-exempt employee, you might enter an Override PTA to charge overtime hours.

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55. Note:  If you plan to use the Override PTA for more than one pay period, it is recommended that you add it to the employee’s Oracle Labor Schedule so it will appear in the PTA selection list for the employee.  To add the PTA to the Oracle Labor Schedule, contact your department administrator.

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56. The Bargaining Unit Timecard contains the same columns and uses the same navigations as the Non-Exempt Timecard.

     

    There are additional columns to:

    - Override Step and Range for work performed outside of normal job responsibilities.  See the Bargaining Unit agreement for details. 

     

    TLA Review Tip: Bargaining Unit employees receive pay for their actual work hours, plus applicable overtime premiums, each pay period.  The PTA listed on each line will be charged for the hours listed on that line.  Change or Override the PTA as necessary to correctly allocate charges for the hours. 

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57. The Contingent Hourly Timecard uses the same navigations as the other timecard types, but does not contain leave reporting fields.

     

    TLA Review Tip:  Contingent employees receive pay for their actual work hours, plus applicable overtime premiums, each pay period.  The PTA listed on each line will be charged for the hours listed on that line.  Change or Override the PTA as necessary to correctly allocate the hours. 

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58. Timecard Navigation

     

    To approve the employee’s timecard, and to navigate to the next employee’s timecard, click Approve.

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59. To navigate between employee timecards without approving, click Next Employee or Previous Employee.

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60. To view a timecard from the previous pay period, click Previous Time Period.

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61. To view a timecard for a specific period, select Range of Dates from the 'View By’ drop down menu then enter the dates of the period that you wish to view.  Click ‘Refresh’ to view the timecard(s)

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62. To see an audit trail of entries on the timecard, click Actions Performed on Timesheet.

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63. To return to the Timecard Summary page, click Return to Select Employee

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65. To make a timecard edit, navigate to the employee’s timecard, then proceed with the necessary entry.  See the Timecard Edits training module for additional information.

     

    To set an employee schedule, navigate to the employee’s timecard, then click Assign Work Schedule.  See the Schedules training module for additional information

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66. To make a recordkeeping correction to a timecard for a previous pay period, navigate to the employee’s timecard, then click Adjust Paid Time.  See the Adjust Paid Time training module for additional information

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