Axess Timecard Schedules

The topic covers managing employee schedules in Axess Timecard.

Steps:

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

   Click the Login button.

   Step 1

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

   Step 2

3. Click the EMPLOYEE CENTER tab.

   Step 3

4. To access the Assign Work Schedule module, click the Review and Approve Timecards link.

   Step 4

5. Type in the Employee ID Number of the employee for whom you wish to set a schedule.

   Step 5

6. Click the Get Employees button to search.

   Step 6

7. Click the Select checkbox next to the employee’s name in your search results.

   Step 7

8. Click the Assign Work Schedule link.

    

   A new window will open, so make sure that your browser's Pop-Up Blockers are disabled.

   Step 8

9. Assign an Employee to a Predefined Schedule

    

   Common work schedules, such as 8:00am – 5:00pm with a lunch break from 12:00pm to 1:00pm, are predefined in Axess Timecard.  To assign an employee to a predefined schedule, begin by entering the effective date for the first date that the schedule is to take effect.

   Step 9

10. Enter desired effective date here: 08/01/2016

     

    Click in the field.

    Step 10

11. Click the Select Predefined Schedule list item.

    Step 11

12. Click the Magnifying Glass to select a predefined schedule.  A brief description of each schedule will be displayed.

     

    Click the Look up Schedule ID graphic.

    Step 12

13. Click the Lookup button to search the available schedules.

     

    Click the Look Up button.

    Step 13

14. Click the Show Schedule link.

    Step 14

15. The selected schedule will appear in a timecard format.

     

    Click the Return button to return to the Assign Work Schedule page.

     

    Click the Return button.

    Step 15

16. Click Save to save the schedule.

     

    Click the 'X' in your browser window to close the window.  

     

    Remember... 

    You must click Save on the Assign Work Schedule page before closing your browser window or your work will not be saved.

    Step 16

17. If the employee works an unusual schedule, you can create a custom schedule. 

    To assign an employee to a custom schedule, begin by entering the Effective Date for the first date that the schedule is to take effect.

    Step 17

18. Enter desired effective date here: 08/01/2016

     

    Click in the field.

    Step 18

19. Choose Create Personal Schedule.

    Step 19

20. Click the Create Schedule link.

    Step 20

21. A new window will appear where you can define the exact shifts of the personal schedule.

    Step 21

22. Enter the desired information into the *Description field. Enter

     a valid value
     e.g.
     "Janie M-Thurs"
    .
    Step 22

23. Enter the desired information into the Short Description field. Enter

     a valid value
     e.g.
     "M-TH"
    .
    Step 23

24. If the employee works the same schedule each week, leave the number ‘7’ in Num Days in Schedule field. 

     

    If the employee works a different schedule on alternating weeks, change the number to ‘14’ to create a 14 day schedule.

    Click in the Days in Schedule field.

    Step 24

25. Click in the Schedule Shifts field.

    Step 25

26. The Personal Schedule Definition page is displayed.

     

    Clear all preexisting entries, if needed.

     

    Click the Select All link.

    Step 26

27. Click the Clear Shifts link.

    Step 27

28. Click the Deselect All link.

    Step 28

29. Starting from the first work day of the schedule, type the In and Out times. 

     

    As a shortcut, enter military time to enter the In and Out times.  Ending zeros :00 can be excluded.  For example, enter '13' to report a time of 1:00PM.

    Step 29

30. Enter the desired information into the field. Enter

     a valid value
     e.g.
     "input text"
    .
    Step 30

31. If any employee is working an alternate schedule, like a 4/10 or 9/80, you must also submit a HelpSU ticket to Payoll so the automatic overtime rules are changes to match their schedule.

     

    Step 31

32. Repeat for the remaining days of the schedule or, to copy the same work hours onto other rows of the schedule, click the Select checkbox on the row that you have entered.

     

    Click the Select checkbox on the applicable row(s) that you want to paste.

     

    Click Paste.

     

    Enter the desired information into the field. Enter

     a valid value
     e.g.
     "input text"
    .
    Step 32

33. Each row of the schedule must contain a value, so you must also indicate the day(s) that the employee does not normally work. 

    To indicate off days, click the magnifying glass on the applicable row or enter OFF in the Shift ID column.

     

    Enter the desired information into the field. Enter

     a valid value
     e.g.
     "OFF"
    .
    Step 33

34. Click the Apply button to calculate your total hours.

     

    Click the Apply button.

    Step 34

35. Review the completed schedule, and then click OK.

     

    Click the OK button.

    Step 35

36. Click Save to save the schedule.

     

    Click the 'X' in your browser window to close the window.  

     

    Remember... 

    You must click Save on the Assign Work Schedule page before closing your browser window or your work will not be saved.

    Step 36

37. Modify a Schedule

     

    To modify a previously created schedule, click the '+' next to the current schedule.

    Step 37

38. Update the data on the first row with the Effective Date when the new schedule is to take effect.

     

    Enter Date: 10/1/2016

    Step 38

39. You can select a new Predefined Schedule or you can modify the current schedule by selecting Create Personal Schedule.

    Step 39

40. Click Create Schedule.

    Step 40

41. Modify the description for the schedule in the Description field, if necessary.

    Step 41

42. If the employee works the same schedule each week, leave the number ‘7’ in Num Days in Schedule field. 

     

    If the employee works a different schedule on alternating weeks, change the number to ‘14’ to create a 14 day schedule

    Step 42

43. Click the Schedule Shifts link.

    Step 43

44. Enter the changes to the schedule.

     

    Our employee is not taking a one hour lunch and leaving at 7 pm.

    Step 44

45. Click the Apply button.

    Step 45

46. Review the completed schedule, and then click OK.

    Step 46

47. Click Save to save the updated schedule.

    Step 47

48. Remove a Schedule

     

    To remove a schedule, click the '+' next to the current schedule.  

     

    Note: When a non-exempt employee moves to an exempt position, the schedule should be removed.

    Step 48

49. Update the Effective Date for the first date that the schedule is to be removed.

    Step 49

50. On the new row, choose Select Predefined Schedule.

    Step 50

51. Click the magnifying glass.

    Step 51

52. Type 'no' in the Schedule ID field, which will limit the number of results.

     

    Click Look Up.

    Step 52

53. Select No Schedule from the selection list.

    Step 53

54. Click Save to remove the schedule.

    Step 54

55. Review a Schedule

     

    To review an existing schedule, click Show Schedule.

    Step 55

56. The schedule will display for a predefined schedule.  

     

    Click the Schedule Shifts tab to view a custom schedule.

    Step 56

57. Review Personal Schedule, as needed.

    Step 57

~~~~~ End of the Topic ~~~~~

Table of Contents  Start Topic