When time and leave administrators and supervisors are absent, they can delegate authority to responsible staff members to approve timecards using Axess Timecard. The absent supervisor or administrator will still have access to employees’ time cards. For more information on Timecards, see Topic Overview: Time Reporting and Approvals. Below are instructions for approving timecards by the delegated person.
Approve a Delegated Timecard
Before You Start
- You will need a SUNet ID and password to log in to Axess.
- Delegates, especially those who do not typically have authority to review and approve timecards, should be advised of the scope of their responsibilities and directed to System: Axess Timecard, if needed.
- Go to axess.stanford.edu
- Select Login
- Enter your SUNet ID and password
- Select Employee Center tab (default tab for most employees)
- Select Review and Approve Timecards (in Timecard Info section)
- Axess Timecard performs a brief search and a list of direct reports displays. A blank screen is normal during the search.
- From the list of direct reports, scroll down to review the full list of employees with summary information for the current pay period
- Optionally, filter to view a subset of employees by entering Selection Criteria in the Employee Selection section at the top of the page and select Get Employees. To filter on Pay Groups, reference Resource: Pay Groups and Descriptions (e.g., NX1 will return a list of your non-exempt salaried direct reports).
- If you have both the Time & Leave Administrator and Time & Leave Supervisor role, select Get Employees without entering Selection Criteria to see all timecards you have authority to view and can take action.
- If you are approving a delegated timecard, first enter the employee ID of the supervisor who delegated authority to you in the field Available Delegations. Then select Get Employees. You should then see the delegated timecard in the section below.
- Click on the employee’s name for the timecard you would like to review.
- Review the employee’s timecard for accuracy and completeness, including hours worked and/or leave taken.
- The Payable Time section at the bottom of the screen provides a summary of the employee’s hours.
- The Leave Time section at the bottom of the screen provides Leave and Compensatory Time Balances.
- Contact the employee or the employee’s supervisor for questions regarding entries on the timecard.
- To approve the timecard, select Approve at the bottom of the screen
- Your approval is captured in an audit table.
- The next employee’s timecard is displayed for review and approval. You can select the Next Employee and Previous Employee links to navigate to timecards for your other employees.
- To return the timecard to the employee to make changes after you have approved, select Reverse Approval at the bottom of the screen
- Select your name in the upper right corner
- Select Log Out
What Happens Next?
- Delegated authority will remain in place until the effective end date entered by the delegator. For more information, see How To: Delegate Approval Authority for Axess Timecard.
- Axess Timecard data are transferred to PeopleSoft by Payroll for the creation of paychecks.
- Others may also review and approve the timecard, according to the time and leave approval guidelines set by the school or department.
- All timecards are locked by Payroll once the approval deadline has passed.
- For any retroactive changes, create an Adjust Paid Time entry in Axess Timecard.
- If an employee has missed pay because the work hours were not entered into Axess Timecard, submit a One-Time Payment request to Payroll to request the pay.
