This topic covers Adjusting Paid Time in Axess Timecard.
Steps:
.
Step 1To access the Adjust Paid Time module, login to Axess and click on Employee Center tab.
Click in the Employee Center field.
Step 5You will then need to click on the Review and Approve Timecard link.
Click the Review and Approve Timecards link.
Step 6Type the Employee ID Number in EmplID field of the employee for whom you wish to adjust paid time, or if the employee is your direct report you can scroll to the bottom of the window and choose the correct employee.
Step 7Click the Get Employees button to search.
Step 8Click the Employee’s Name to view his/her timecard.
Step 9
Adjust the date in the Date field to the first day of the time period that you want to adjust.
Step 10Click Refresh to view the original timecard.
Step 11In this example we will be adding unreported time off for an Exempt employee.
Click Adjust Paid Time.
Step 12A new window will open allowing you to view the original timecard while you are entering your adjustment.
Note: Timecard entries prior to 5/1/09 are retained in Kronos, the legacy system. Follow these same steps to adjust paid time for Kronos entries. See the Reporting module to learn how to see timecard details from Kronos.
Step 13In order to open a row for entry, you will need to click on the + button.
Click the + button.
Step 14Enter the date you wish to add to this time period. In this example we are adding another vacation date of 6/26/15.
Enter the desired information into the field. Enter
Click on the drop down list and choose the correct Time Reporting Code. In this example we are adding Vacation.
Click the VCS - * Vacation list item.
Step 16Enter in the amount of hours used/worked.
Enter the desired information into the field. Enter
Click '+' to add an additional line.
Click the + button.
Step 18Repeat, as needed.
Click Save.
Step 19Click the 'X' in your browser window to close the window.
Remember that you must click Save on the Adjust Paid Time page before closing your browser window or your work will not be saved.
Step 20Switching to a non-exempt employee, overtime not reported is adjusted in the same manner.
Click Adjust Paid Time.
Step 21The original timecard entries will be displayed on the Adjust Paid Time page.
The Entered By sunetid will typically reflect a central payroll office administrator due to payroll being run on the original entries in the timecard.
Step 22Click '+' to add an additional line for the day to be adjusted.
Step 23Enter in the date you wish to add time.
To select Time Reporting Code click the Time Reporting Code drop down menu.
Step 24Select the appropriate Time Reporting Code.
Step 25Type the number of overtime hours worked in the Hours field.
Note: When adding regular work hours for a salaried employee, use Time Reporting Code ‘Salary’. For an hourly employee, use Time Reporting Code ‘Regular’.
Use Time Reporting Code ‘Overtime’ for both non-exempt and hourly employees.
Step 26Click Save.
Step 27Update Hours or Leave Previously Recorded
If work hours were recorded, but the employee was actually on leave, the Time Reporting Code should be updated.
Step 28In order to maintain timecard integrity, a row cannot be deleted once it has been saved. In order to make any additions or changes, you will need to insert a row.
Click the + button.
Step 29Enter the date related to change you wish to make. In this example we are adjusting hours reported on 6/20/16.
Enter the desired information into the field. Enter
In this example the employee was sick on 6/20/16 but reported it as a day worked. Click the drop down list to update the original hours reported on this day.
Click the list.
Step 31The first update is to remove the reported work hours for 6/20/16. In order to do this, choose the original Time Reporting Code for this day. In this example we are moving Salary to Sick. Choose Salary from the drop down menu.
Click the SAL - Salary list item.
Step 32In order to remove entries for a specific day, a row needs to be inserted with the same Time Reporting Code using a negative hours amount. In this example, the entire day is being moved so -8 hours should be entered.
Enter the desired information into the field. Enter
The second entry will be to add the correct Time Reporting Code for this day. Add another row by clicking the + button.
Click the + graphic.
Step 34Enter in the same date. This line item will become the corrected Time Reporting entry for this day.
Enter the desired information into the field. Enter
Choose the correct Time Reporting Code for this date. In this example the employee should have used Sick.
Click the SKS - * Sick list item.
Step 36Enter the correct number of hours for this day. In this example the entire day should have been coded as Sick.
Enter the desired information into the field. Enter
Once you have reviewed your entries, be sure to press Save. Once you press Save your entries will no longer be available for editing. If you need additional corrections, will you need to add additional rows similar to this set of entries.
Click the Save button.
Step 38If the opposite situation occurred, the employee recorded leave but was actually at work, also add two rows updating the Time Reporting Codes.
Note: When adjusting leave to work hours for a salaried employee, use Time Reporting Code ‘Salary’. For an hourly employee, use Time Reporting Code ‘Regular’.
Step 39Start by inserting a row.
Click the + button.
Step 40Enter the date you wish to correct.
Step 41
Click the drop down list and scroll to the desired Time Reporting Code.
Click the list.
Step 42In order to reverse the entry, enter in the negative amount of hours you will be moving to another Time Reporting Code. In this example, we are moving 2.50 hours. Enter in -2.50 hours into this field.
Enter the desired information into the field. Enter
Click the + button.
Step 44Enter in the same date as before.
Enter the desired information into the field. Enter
Click the drop down to choose the correct Time Reporting Code these hours should be moved to.
Click the list.
Step 46The employee worked these hours instead of using Vacation. For Non Exempt salaried employees, these hours are moved to Salary hours.
Click the SAL- Salary list item.
Step 47Enter the number of hours that are being moved to Salary. In this example we are moving 2.50 hours from PTO to Salary. Enter 2.50 hours as a positive number.
Click in the Hours field.
Step 48Once you have reviewed your entries, be sure to press Save. Once you press Save your entries will no longer be available for editing. If you need additional corrections, will you need to add additional rows similar to this set of entries.
Click the Save button.
Step 49Review Adjust Paid Time
To review previous Adjust Paid Time entries, navigate to the Adjust Paid Time page. Previously saved entries will be displayed.
Step 50