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.
Before You Start
Log in to Stanford Axess Website
- Go to axess.stanford.edu
- Select Login
- Enter your SUNet ID and password
Access Timecard
- Select Employee Center tab at top of page
- Select View/Edit Timecard
- The timecard is displayed for the current pay period.
If you are using a mobile device, you may also select the link for Mobile Timecard. This provides an optimized view for mobile devices with similar functionality.
Enter Leave
- 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
- Select the type of leave taken from the Time Reporting Code dropdown menu that corresponds to the date you took leave
- 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:
- Select the + icon next to the date
- Select the Time Reporting Code and enter Hours
- 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.
- Select the + icon next to the date you took leave, to add another row
- Select the type of leave taken from the Time Reporting Code dropdown menu on the new line
- For a description of leave types, refer to Resource: Payroll Earn Codes and Descriptions.
- In the Hours column, enter the number of leave hours taken for that leave type
- Enter whole numbers or decimals.
Save and Approve Timecard
- Select Submit and Approve to save and approve your timecard
- 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.
Log out of Axess Timecard
- Select Sign Out in the upper right corner of the screen
Before You Start
Log in to Stanford Axess Website
- Go to axess.stanford.edu
- Select Login
- Enter your SUNet ID and password
Access Timecard
- Select Employee Center tab at top of page
- Select View/Edit Timecard
- The timecard is displayed for the current pay period.
If you are using a mobile device, you may also select the link for Mobile Timecard. This provides an optimized view for mobile devices with similar functionality.
Enter Time Worked
- Select Apply Schedule to populate your timecard with your schedule
- Select the applicable In or Out cell to edit it, if your actual work hours differed from your set schedule
- Enter the correct times
Times may be entered in either 12-hour (3:30 p.m.) or 24-hour (1530) clock format.
- 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.
- Select the cell in the In column that corresponds to the date worked
- Enter the time you started working
Times may be entered in either 12-hour (8:30 a.m.) or 24-hour (0830) clock format.
- Tab to the Out cell
- Enter the time you stopped working
- 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.
Change Account for Hours Worked, if Needed
- Select the Hourglass next to the PTA column for the hours that should be moved to an alternative account
- 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.
- Repeat this process as needed, for any additional hours that should be charged to a different account
Enter Leave
- 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
- Select the type of leave taken from the Time Reporting Code dropdown menu that corresponds to the date you took leave
- 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:
- Select the + icon next to the date
- Select the Time Reporting Code and enter Hours
- 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.
- Select the + icon next to the date you took leave, to add another row
- Select the type of leave taken from the Time Reporting Code dropdown menu on the new line
- For a description of leave types, refer to Resource: Payroll Earn Codes and Descriptions.
- In the Hours column, enter the number of leave hours taken for that leave type
- Enter whole numbers or decimals.
Save or Approve Your Timecard
- 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.
- Select Submit and Approve to save and approve your timecard
- To print your timecard, select Printer Friendly Version in the upper right of your timecard
Log out of Axess Timecard
- Select Sign Out in the upper right corner of the screen
Before You Start
Log into Stanford Axess Timecard
- 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 Time section on left of page)
Edit Timecard
- Edit timecard to fix incorrect entries
- Select Submit and Approve
- Select Sign Out
Notify your local time and leave administrator to request an Adjust Paid Time entry.