As soon as it is discovered that an employee missed or submitted an incorrect time and/or leave entry in a previous pay period, Time and Leave administrators and supervisors can enter an Adjust Paid Time entry in Axess Timecard. This adjustment ensures an employee’s record is accurate and complete, and it updates the employee’s leave accrual balances, as appropriate. 

Note: An Adjust Paid Time entry will not correct an overpayment or underpayment.

  1. Go to axess.stanford.edu
  2. Select Login
  3. Enter your SUNet ID and password
  1. Select Employee Center tab (default is Axess page for most employees)
  2. In the Time section to the left of the page, select Review and Approve Timecards to display summary information from the employees' timecards for the current pay period

    Note: The screen will be blank while Axess is searching for your employees.

  1. Enter employee’s Employee ID Number in the Empl ID field
  2. Select Get Employees 
  3. Select employee’s name
  4. From employee’s timecard, enter the Start Date of the pay period to adjust
  5. Select Refresh to view the original timecard
  6. Review timecard for date(s) determined to have an error
    • If those dates are blank, select Add Hours or Leave not Previously Recorded
    • If those dates are not blank, select Update Hours or Leave Previously Recorded
Add Hours or Leave not Previously Recorded
  1. Select Adjust Paid Time
    • A new window will open, enabling you to view the original timecard while entering your adjustment. 
  2. Enter the Date of the first date to adjust
  3. Select the appropriate Time Reporting Code from the drop-down menu
    • When recording regular work hours for a salaried employee, use the code Salary. 
    • For an hourly employee, use the code Regular
    • For both non-exempt and hourly employees, use the code Overtime
  4. Enter the number of hours to report for the Time Reporting Code
  5. Use the + symbol to add a separate line for each date that requires correction 
    • Example: If an employee forgot to enter a week of vacation, add five lines in Adjust Paid Time.
  6. Select Save when all entries are complete

    You must select Save on the Adjust Paid Time page before closing your browser window or your work will not be saved.

  7. Select the X in your browser window to close the window
Update Hours or Leave Previously Recorded
  1. Select Adjust Paid Time
    • A new window will open, enabling you to view the original timecard while entering your adjustment.  
  2. Use the + symbol to add a separate line for each date that requires correction
    • Example 1:  The employee reported 8 hours of salary, but should have reported 8 hours of vacation.
      • Add a line and enter -8 hours of salary
      • Add another line and enter 8 hours of vacation
    • Example 2:  The employee reported 8 hours of vacation, but 4 hours should have been reported as PTO. 
      • Add a line and enter -4 hours of vacation
      • Add another line and enter 4 hours of PTO
  3. Select the appropriate Time Reporting Code from the drop-down menu
    • When recording regular work hours for a salaried employee, use the code Salary. 
    • For an hourly employee, use the code Regular
    • For both non-exempt and hourly employees, use the code Overtime
  4. Enter the number of hours to report for the Time Reporting Code
    • For the hours that were reported incorrectly, enter the hours as a negative number.
  5. Select Save when all entries are complete

    You must select Save on the Adjust Paid Time page before closing your browser window or your work will not be saved.

  6. Select the X in your browser window to close the window
  1. Select Sign Out in the upper right corner of the screen
What Happens Next?
  • Axess Timecard automatically updates the employee’s leave accrual balances. If the Adjust Paid Time entry involves vacation or disability sick earnings, an accounting adjustment will occur automatically. This entry will correct the allocation of earnings between the department PTA(s) and the appropriate central account. The adjusting entry will appear on the OBI Expenditure Report for the month in which the Adjust Paid Time entry was entered.

Questions?

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