linear_scale How To

Review, Adjust, and Approve Employee Timecards in Axess

Each pay period, before the approval deadlines, supervisors and time and leave administrators are required by university policy to review and approve online employee timecards using the Stanford Axess Timecard online time and leave reporting system. This is an important step in ensuring that employees are paid correctly. This is especially critical for non-exempt and hourly-paid employees. Timecard entry errors can result in under- or over-payments to the employee and misallocations to university accounts.

Individual Timecards

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 
  2. Select Review and Approve Timecards in the Timecard section
    • Axess Timecard performs a brief search and a list of direct reports displays. A blank screen is normal during the search.
  3. 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, click Get Employees without entering Selection Criteria to see all timecards you have authority to view and take action on.

From this page you have the option of performing group timecard approval. You should only do this after reviewing individual timecard details per the steps below.

  1. Click on the employee’s name for the timecard you would like to review
  2. 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.
  3. Contact the employee or the employee’s supervisor for questions regarding entries on the timecard

  1. 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.
  2. To return the timecard to the employee to make changes after you have approved, select Reverse Approval at the bottom of the screen
     

  1. Select your name in the upper right corner
  2. Select Log Out
What Happens Next?
  • 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.

Retroactive Approval of Timecards

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 
  2. Select Review and Approve Timecards in the Timecard section
    • Axess Timecard performs a brief search and a list of direct reports displays. A blank screen is normal during the search.
  3. 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, click Get Employees without entering Selection Criteria to see all timecards you have authority to view and take action on.

From this page you have the option of performing group timecard approval. You should only do this after reviewing individual timecard details per the steps below.

By Employee ID Number
  1. In the Date field, enter the last day of the pay period to review (e.g., 6/15/2020)
  2. Select Refresh Timesheet icon to see results for the selected pay period
  3. Enter the Employee ID Number 
  4. Select Get Employees
By Employee Type
  1. In the Date field, enter the last day of the pay period to review (e.g., 6/15/2020)
  2. Select Refresh Timesheet icon to see results for the selected pay period
  3. Enter a pay group in the North American Pay Group field

  1. Click on the employee’s name for the timecard you would like to review
  2. 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.
  3. Contact the employee or the employee’s supervisor for questions regarding entries on the timecard

Approve - Retroactive
  1. Select Approve – Retroactive to approve the employee’s timecard as entered

    Your approval is captured in an audit table.

The next employee's timecard is displayed for review and approval.

Approve with Corrections
  1. Select Approve with Corrections at the bottom of the screen if the timecard requires correction

    Your approval is captured in an audit table.

  2. Work with the employee and the department's time and leave administrator to record the necessary correction

The next employee's timecard is displayed for review and approval.

  1. Select your name in the upper right corner
  2. Select Log Out
What Happens Next?
  • 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.

Part-Time Non-Exempt Salaried 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 
  2. Select Review and Approve Timecards in the Timecard section
  3. Enter the employee’s Employee ID Number in the Empl ID field, or enter paygroup code NX in the Paygroup field to review all non-exempt employees
  4. Select Get Employees 
  5. Select the employee’s name for the timecard to review and adjust

  1. Select the Week in question from the View By: drop-down menu
  2. Select the calendar icon next to the Date field
  3. Select the Monday of the week to review

    If the time period starts with a work week that began in the previous pay period, start the review from the previous Monday.

  4. Compare the number of Standard Hours to the payable time in the Payable Time Summary listed on the bottom of the timecard

Payable Time Is Greater Than Standard Hours
  1. Select the + icon on the right, correlating to the day when the additional hours were incurred to add a new row
  2. Calculate the start time when the additional hours were incurred, and enter that punch time into the second IN field of the newly expanded row
  3. Enter the work end time in the second OUT field in the new row
  4. Select Straight Time – SOT from the Time Reporting Code drop-down menu
  5. Select Submit

    This prompts the system to pay these hours in addition to the employee’s regular salary. The system also automatically calculates daily overtime (over 8) and weekly overtime (over 40), even if hours are marked as Straight Time (SOT).

Payable Time Is Less Than Standard Hours
  1. Select the + icon on the right, correlating to the day when the reduced hours were incurred to add a new row
  2. Select appropriate leave type (i.e., vacation, paid time off (PTO), leave without pay) from the Time Reporting Code drop-down menu
  3. Enter the differences between the reported time and the Standard Hours daily in the Hours field of the newly expanded row
  4. Select Submit

    Repeat as needed until payable time hours equal weekly Standard Hours.

  1. Check if the additional entries in the Payable Time Summary section were populated correctly
  2. Select Approve at the bottom of the screen. Your approval is captured in an audit table
  3. Continue to review and adjust the rest of the weeks that fall within this pay period

    If multiple entries are returned in the employee search result, navigate to the timecards for any other employees by selecting Next Employee or Previous Employee.

What Happens Next?

If there is a discrepancy between the standard hours and payable hours in previous pay periods, refer to How to: Adjust Paid Time in Axess Timecard.

Last Updated: Sep 15, 2022