linear_scale How To

Enter or Edit Time and/or Leave in Axess Timecard

Stanford exempt employees are not required to enter hours worked on their timecards. However, before the end of each pay period, they are required to report, approve and save in Axess Timecard their leave taken during the pay period (sick time, vacation time, personal time off (PTO) or floating holiday). Stanford non-exempt bargaining unit, contingent and hourly-paid student workers can use the Axess Timecard to report time and leave before the end of each pay period. 

Enter Leave (Exempt Employees)

You will need a SUNet ID and password to access the Stanford Axess website.

For more information about using Axess Timecard, see the Learning and How to sections on the Axess Timecard System page.

  1. Enter axess.sahr.stanford.edu in the browser
  2. Click Log In
  3. As prompted, enter SUNet ID and password

  1. Select Employee Center tab at top of page
  2. Select View/Edit Timecards (in Timecard Info section)
    • The timecard is displayed for the current pay period.

Enter Full Day of Leave
  1. If your timecard has a set schedule, delete the hours that were not worked by selecting the - icon for the date the leave was taken
  2. Select the type of leave taken from the Time Reporting Code dropdown menu that corresponds to the date you took leave
  3. In the Hours column, enter the number of leave hours (whole numbers or decimals) taken for that leave type
    • To verify leave balances, check accrued leave balances.
    • To enter more than one type of leave for the same date:
      1. Select the + icon next to the date
      2. Select the Time Reporting Code and enter Hours
         
Enter Partial Day of Leave
  1. Make sure the appropriate In and Out times are recorded for the portion of the day you were at work
    • For example, if you worked in the morning you might have In at 8:00 a.m. and Out at 12:00 p.m.
  2. Select the + icon next to the date you took leave, to add another row
  3. Select the type of leave taken from the Time Reporting Code dropdown menu on the new line
  4. In the Hours column, enter the number of leave hours taken for that leave type
    • Enter whole numbers or decimals.

  1. Select Submit and Approve to save and approve your timecard
  2. Submit and Approve as many times as necessary during the pay period to save and update your timecard entries

    The timecard will not save if the leave hours entered exceeds the accrued balance for that leave type.

  1. Select your name in the upper right corner
  2. Select Log Out
What Happens Next?
  • Follow local procedures for supervisory approval.
  • Information submitted online by the payroll deadline for the 15th of each month is reflected on paychecks issued on the 22nd.
  • Information submitted online by the payroll deadline for the last day of each month is reflected on paychecks issued on the 7th of the following month.
Additional Information
  • You can edit your timecard entries following the instructions on this page before department approval. To correct a mistake on a timecard for a past pay period, notify your local time and leave administrator to request an Adjust Paid Time entry.

Enter Time and Leave (Non- Exempt, Bargaining Unit, Contingent and Hourly Paid Student Workers)

You will need a SUNet ID and password to access the Stanford Axess website.

For more information about using Axess Timecard, see the Learning and How to sections on the Axess Timecard System page.

  1. Enter axess.sahr.stanford.edu in the browser
  2. Click Log In
  3. As prompted, enter SUNet ID and password

  1. Select Employee Center tab at top of page
  2. Select View/Edit Timecards (in Timecard Info section)
    • The timecard is displayed for the current pay period.

Set Schedule
  1. Select Apply Schedule to populate your timecard with your schedule
  2. Select the applicable In or Out cell to edit it, if your actual work hours differed from your set schedule
  3. Enter the correct times

    Times may be entered in either 12-hour (3:30 p.m.) or 24-hour (1530) clock format.

  4. Repeat as necessary, until all days of the timecard reflect accurate In and Out times
Part-Time, Non-Exempt Salaried Employees

Make sure your Standard Hours and Payable Time (salary + paid leave hours) of any given week starting from a Monday match. If there is a difference in hours, refer to How to: Review/Adjust Time for Part-time Non-Exempt Salaried Employee in Axess Timecard.

No Fixed Schedule
  1. Select the cell in the In column that corresponds to the date worked
  2. Enter the time you started working

    Times may be entered in either 12-hour (8:30 a.m.) or 24-hour (0830) clock format.

  3. Tab to the Out cell
  4. Enter the time you stopped working
  5. Repeat as necessary, until all days of the timecard reflect accurate In and Out times
Take a Lunch Break

Your timecard should have two sets of In and Out times for that day. For example, In at 8:00 a.m., Out at 12:00 p.m., In at 1:00 p.m., Out at 5:00 p.m.

  1. Select the Hourglass next to the PTA column for the hours that should be moved to an alternative account
  2. Select the link for the PTA (account) you want to select

    If you are unsure of the account to select, contact your local time and leave administrator or supervisor for guidance.

  3. Repeat this process as needed, for any additional hours that should be charged to a different account

Enter Full Day of Leave
  1. If your timecard has a set schedule, delete the hours that were not worked by selecting the - icon for the date the leave was taken
  2. Select the type of leave taken from the Time Reporting Code dropdown menu that corresponds to the date you took leave
  3. In the Hours column, enter the number of leave hours (whole numbers or decimals) taken for that leave type
    • To verify leave balances, check accrued leave balances.
    • To enter more than one type of leave for the same date:
      1. Select the + icon next to the date
      2. Select the Time Reporting Code and enter Hours
         
Enter Partial Day of Leave
  1. Make sure the appropriate In and Out times are recorded for the portion of the day you were at work
    • For example, if you worked in the morning you might have In at 8:00 a.m. and Out at 12:00 p.m.
  2. Select the + icon next to the date you took leave, to add another row
  3. Select the type of leave taken from the Time Reporting Code dropdown menu on the new line
  4. In the Hours column, enter the number of leave hours taken for that leave type
    • Enter whole numbers or decimals.

Save Timecard Entries to Approve at a Later Date
  1. Select Apply Rules to save your timecard and see your timecard totals
    • The timecard will not save if the leave hours entered exceed the accrued balance for that leave type.
Approve Timecard
  1. Select Submit and Approve to save and approve your timecard
  2. To print your timecard, select Printer Friendly Version in the upper right of your timecard

  1. Select your name in the upper right corner
  2. Select Log Out
What Happens Next?
  • Follow local procedures for supervisory approval.
  • Information submitted online by the payroll deadline for the 15th of each month is reflected on paychecks issued on the 22nd.
  • Information submitted online by the payroll deadline for the last day of each month is reflected on paychecks issued on the 7th of the following month.
Additional Information
  • You can edit your timecard entries following the instructions on this page before department approval. To correct a mistake on a timecard for a past pay period, notify your local time and leave administrator to request an Adjust Paid Time entry.

Change Timecard Entries

You will need a SUNet ID and password to access the Stanford Axess website.

For more information about using Axess Timecard, see the Learning and How to sections on the Axess Timecard System page.

  1. Go to axess.stanford.edu
  2. Select Login
  3. Enter your SUNet ID and password
  4. Select Employee Center tab (default tab for most employees)
  5. Select Review and Approve Timecards (in Timecard Info section)

Before Department Approval
  1. Edit timecard to fix incorrect entries 
  2. Select Submit and Approve 
  3. Select Sign Out 
For a Past Pay Period

Notify your local time and leave administrator to request an Adjust Paid Time entry.

What Happens Next?
  • Follow local procedures for supervisory approval.
  • Information submitted online by the payroll deadline for the 15th of each month is reflected on paychecks issued on the 22nd.
  • Information submitted online by the payroll deadline for the last day of each month is reflected on paychecks issued on the 7th of the following month.
Last Updated: Oct 17, 2022
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