Occasionally, employees, managers, or School or Unit HR identify the need to retroactively correct employee time cards or absences. Following the entry and approval of a retroactive correction, Sequoia will automatically calculate the additional pay due or the amount overpaid.
Employees can self-correct their own previous time card or absence entries in Sequoia for up to 45 days after a pay period has closed.
Managers have the authority to enter or approve time card corrections for their team members as needed.
School or Unit HR can also enter or approve corrections as needed. For corrections of time cards or absences beyond 45 days or for periods before Sequoia was implemented, the employee must contact their School or Unit HR.
- If the employee was overpaid due to the retroactive time and/or absence entry, refer to How to: Adjust for Employee Overpayment.
- If the employee was underpaid due to the retroactive time and/or leave entry, refer to Topic Overview: Paycheck Administration.
Retroactively Enter Time and Absence Corrections in Sequoia, Including SLAC
Before You Start
This content is relevant for Stanford exempt, non-exempt, and SLAC employees.
For more information about using Sequoia as manager, see the Learning and How to sections on the Sequoia system page.
- Go to Sequoia
- Select Sign in with SUNet ID (Single Sign On)
- Enter SUNet ID and password, if prompted
In the Me tab, select the Time and Absences tile
- For non-exempt employees correction on a Time Card, select the Existing Time Cards tile
- For non-exempt and exempt employees correction on an Absence, select the Existing Absences tile
Search for the time period that needs to be corrected, then select the date.
- Search for the specific pay period that requires a correction and select the hyperlinked Period Start Date
- Enter your corrections (such as updated Start or Stop times) exactly as they should have been originally entered; the system will automatically calculate the difference for you
- Select the specific absence you need to correct
- Choose the pencil icon to modify the hours/dates or select Withdraw to cancel the request entirely
- Search for the specific pay period that requires a correction and select the hyperlinked Period Start Date
- Enter your corrections exactly as they should have been originally entered
Effort corrections for SLAC employees require an additional financial approver. When correcting the time card, update the Retro Entry field to Yes for at least one reported time row in the time card. This action will add the additional approver.
- Select Save
- Select Submit to route the correction for approval
For Time Card corrections, an Attestation panel will open where you will need to acknowledge the accuracy of your entries.
- Approval: Your manager must approve the corrected time card or absence.
- Payment: Once approved, any adjustments to your pay—such as underpayments—will be automatically reflected in your next regular paycheck
Temporary Tax Locations: If you are a remote employee who worked in California during a previous period, you should submit a Support Request to Payroll for assistance if the pay period has already closed.
Overpayments: If the correction results in an overall reduction to an amount you were already paid, a human resources administrator will contact you to arrange recovery.
Manual Exceptions
Manual intervention via a Support Request to Payroll is still required for complex retroactive changes to overall employment status, such as retroactive hire dates, moving to/from unpaid leave, or terminations entered after pay has been issued. Additionally, corrections for periods older than 45 days must still be handled through your Time and Leave Administrator (TLA).