Each pay period, time and leave administrators and supervisors can review and approve online employee timecards using the Stanford Axess Timecard online time and leave reporting system. The review and approval of employee time and leave is required by university policy and is an important step in ensuring that employees are paid correctly. Summarized timecard details and employee filters are available in Axess Timecard to assist with the review of timecards for large groups of employees.

It is recommended to complete timecard approvals before the approval deadline each pay period. For Axess Timecard approval deadlines, refer to Resource: Payroll Schedules and Deadlines. 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.

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

  1. Go to axess.stanford.edu
  2. Select Login
  3. Enter your SUNet ID and password
  1. Select Employee Center tab 
  2. Select Review and Approve Timecards in the Time section on the left side of the page
    • Axess Timecard performs a brief search and a list of direct reports displays. A blank screen is normal during the search.
  3. Select Minimize in the upper right corner of the page to hide the Bulletin Board and Calendar and increase your viewable page
    • Summary information from employees’ timecards for the current pay period are displayed.
Employee
  1. Enter the Employee ID Number
  2. Select Get Employees 
  3. Select the checkbox next to the employee requiring approval from the Timecard Summary screen
Group
  1. Enter a pay group in the North American Pay Group field to limit the search results by employee type
  2. Select All for all of the listed employees
  1. Select Approve Selected 
  2. To reverse your approval, select the applicable timecards and select Reverse Selected
  1. Select Sign Out in the upper right corner of the screen
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.

It is recommended to complete timecard approvals before the approval deadline each pay period. For Axess Timecard approval deadlines, refer to Resource: Payroll Schedules and Deadlines. 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.

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

  1. Select Employee Center tab 
  2. Select Review and Approve Timecards in the Time section on the left side of the page
    • Axess Timecard performs a brief search and a list of direct reports displays. A blank screen is normal during the search.
  3. Select Minimize in the upper right corner of the page to hide the Bulletin Board and Calendar and increase your viewable page
    • Summary information from employees’ timecards for the current pay period are displayed.
  1. Click on the employee’s name for the timecard you would like to review
    • Once you have navigated to an employee’s timecard, you can select the Next Employee and Previous Employee links to navigate to timecards for your other employees.
  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.
  3. Contact the employee or the employee’s supervisor for questions regarding entries on the timecard,
  1. 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
  2. Select one of the following:
    • Approve Selected – The employee cannot modify it.
    • Reverse Approval – The employee can make a change.
    • Reverse Selected – Your approval will be reversed.
  1. Select Sign Out in the upper right corner of the screen
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.

It is recommended to complete timecard approvals before the approval deadline each pay period. For Axess Timecard approval deadlines, refer to Resource: Payroll Schedules and Deadlines. 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.

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

  1. Go to axess.stanford.edu
  2. Select Login
  3. Enter your SUNet ID and password
  1. Select Employee Center tab 
  2. Select Review and Approve Timecards in the Time section on the left side of the page
    • Axess Timecard performs a brief search and a list of direct reports displays. A blank screen is normal during the search.
  3. Select Minimize in the upper right corner of the page to hide the Bulletin Board and Calendar and increase your viewable page
    • Summary information from employees’ timecards for the current pay period are displayed.
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
    • Once you have navigated to an employee’s timecard, you can select the Next Employee and Previous Employee links to navigate to timecards for your other employees.
  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.
  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 Sign Out in the upper right corner of the screen
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.
  • Time and leave administrators and supervisors review timecards of part-time, non-exempt, salaried employees in Axess Timecard every week before the timecard approval deadline. 
  • To adjust discrepancies in previous pay periods, refer to How to: Adjust Paid Time in Axess Timecard.
  1. Go to axess.stanford.edu
  2. Select Login
  3. Enter your SUNet ID and password
  1. Select Axess Timecard from the application drop-down list at the right
  2. Select Employee Center tab 
  3. Select Review and Approve Timecards in the Time section on the left side of the page
  4. 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
  5. Select Get Employees 
  6. 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.

Questions?

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