Review and Approve Employee Timecards

This topic covers supervisor review and approval of employee timecards.

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7. To review and approve employee timecards, login to Axess at https://axess.stanford.edu

   Click the Login button.

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

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9. Click the Employee Information tab.

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10. To begin reviewing timecards for your employees, click the Review and Approve Timecards link.

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11. The Timecard Summary page, listing all of your employees, will appear.

     

    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, and then clicking the Get Employees button.

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

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

     

    Note:  Exempt employees do not report work hours.

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14. 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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15. Leave Taken:  Total leave hours reported by the employee. 

     

    Note: 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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16. Leave without Pay:  Total leave without pay hours reported by the employee.

     

    Note:  Salaried employees receive their regular semi-monthly salary each pay period.  If a salaried non-exempt or 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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17. Overtime/Double Time: Overtime and/or double time hours calculated by Axess Timecard based upon work hours entered by the employee.

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

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19. 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.

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20. 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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21. Click the Approve Selected button to approve the selected timecards.

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

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

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

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

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

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27. Timecard Navigations

     

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

     

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

     

    To view a timecard for a specific range of dates, select ‘Range of Dates’ then enter the start and end dates of the period that you wish to view.  Click ‘Refresh’ to view the timecard(s).

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

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29. To submit an entry on behalf of your employee, make the appropriate entry on the timecard.  For example, to record leave, select the appropriate code from the Time Reporting Code drop down menu.

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30. Enter the number of hours taken in the Hours field. 

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31. Click the Submit button to save your changes.

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32. 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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33. 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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34. Click the applicable link to select a comment.

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35. To change the PTA charged for the employee’s hours, click the Magnifying Glass next to the PTA column for the row you wish to change, then select a PTA from the list.

     

    Note:  

    The PTA selection list is populated from the employee’s Oracle Labor Schedule.  To change the default PTA, or to add or remove a PTA, contact your department administrator. 

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36. 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.  Type the PTA to charge in the Override PTA field.

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37. The original PTA will continue to be displayed in the PTA field, but the Override PTA will be charged.

     

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

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39. Additional Timecard Navigations

     

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

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

     

    To set an employee schedule, click Assign Work Schedules. See the Schedules training module for additional information or see your department TLA.

     

    To make a recordkeeping correction to a timecard for a previous pay period, click Adjust Paid Time. See the Adjust Paid Time training module for additional information or see your department TLA.

     

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