Timecard Edits

This topic covers Timecard Edits in Axess Timecard.

Steps:

To edit timecards for your employees, first click the Employee Center tab.
Step 1
Then, click the Review and Approve Timecards link.
Step 2
Type the Employee ID Number of the employee whose timecard you would like to edit. Or, if you supervise employees, your direct reports will automatically show under the Selection Criteria box.

Enter the desired information into the field. Enter
a valid value
e.g.
"09999999"
.
Step 3
Click the Get Employees button.
Step 4
Non Worked Time

To add non-worked time to the employee’s timecard, identify the row for the applicable date. If the row already contains work hours, click the '+' button to add a new row for that date.

Click the + button.
Step 5
From the Time Reporting Code dropdown menu, select the code for the type of non-worked time that you are recording.
Step 6
In the Hours field, enter the number of hours to record for the Time Reporting Code.
Step 7
Click Submit to save your entry.
Step 8
Worked Time – Make Up Time

If an employee requests in writing to work additional hours on one work day to be applied as make-up time for another work day in the same work week, a timecard edit is necessary to reflect this arrangement.

The applicable hours must be moved to a new row.

Click the '+' button to add a row for that date.

Step 9
Move the OUT punch from the original row.

Step 10
To the last OUT punch in the new row. This is the end time for the additional hours.
Step 11
Enter an IN punch on the new row for the start time of the additional hours. If the additional hours are being worked at the end of the day, the IN punch is typically the end of the employee's normal workday.

This new IN punch should be placed in the second IN punch column.
Step 12
From the Time Reporting Code dropdown menu, select Make-Up at Straight Earned.

This entry will exclude the hours from the totals for the day.

Click an entry in the list.
Step 13
From the Comments menu, select Make-Up at Straight Pay for the date the additional work hours were used.

Click in the Looking Glass icon field.
Step 14
Click Submit to save your entry.

Click the Submit button.
Step 15
By changing the timecard View By mode to Week and using the Monday of the week with the Make-Up time, you can see the total number of worked hours adds up to the employee's FTE.
Step 16
Worked Time – Overtime at Regular Hourly Rate

If a non-exempt salaried employee works part time, a timecard edit is necessary to pay for any work hours beyond his/her normally scheduled hours, but below the threshold for an overtime premium.

From the row reflecting the additional work hours, the applicable hours must be moved to a new row.

Click the '+' button to add a row for that date.

Click the + button.
Step 17
Move the OUT punch from the original row.

Click in the OUT field.
Step 18
To the last OUT punch in the new row. This is the end time for the additional hours.
Step 19
Enter an IN punch on the new row for the start time of the additional hours. This time is typically end of the employee's normal workday.

The new IN punch should be entered in the second IN punch column.
Step 20
From the Time Reporting Code dropdown menu, select Straight Time. This entry will add pay at the hourly rate to the totals for the day.

Note: Similar to this procedure, you may add a Time Reporting Code to a line containing work hours to indicate special treatment is necessary for these hours. For Bargaining Unit employees, you would follow this procedure to note Employee Convenience hours or Quick Shift hours.

Click the Straight Time - SOT list item.
Step 21
Click Submit to save your entry.

Click the Submit button.
Step 22
In the Payable Time Summary you can see this employee worked 2 hours over their FTE.
Step 23
Worked Time – Charge Multiple PTAs for a Single Work Day

Hours worked for an hourly employee are allocated to the appropriate PTA in Axess Timecard. If multiple PTAs are to be charged for a single day of work, a timecard edit is necessary to move work hours to separate rows to allow for entry of additional PTAs.

From the row with the work hours to distribute to multiple PTAs, the applicable hours must be moved to a new row. Click the '+' button to add a row for that date.

Click the + button.
Step 24
Move the OUT punch on the original row.

Click in the OUT field.
Step 25
To the last OUT punch in the new row. This is the end time for the hours you would like charged to a separate PTA.
Step 26
Enter an IN punch on the new row for the start time of the hours for the new PTA.

The new IN punch should be entered in the second IN punch column.
Step 27
Click the Hourglass next to the PTA field to select the PTA to charge for the hours.

Repeat, as necessary, to allocate hours to the appropriate PTA(s).

Click the Looking Glass link.
Step 28
Alternatively, you may type an Override PTA if the PTA that you wish to charge is not in the PTA selection list.

Note: If you wish to charge the Override PTA for more than one pay period, it is recommended that you add the PTA to the employee’s Labor Schedule so it will appear in the PTA selection list.

Enter the desired information into the Override PTA field. Enter
a valid value
e.g.
"input text"
.
Step 29
Click Submit to save your entry.

Click the Submit button.
Step 30
The PTA moved from the Override PTA column into the PTA column when it was submitted.

The Payable Time summary has been updated to reflect the hours charged to a separate PTA.
Step 31