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 employees as they are paid on an hourly basis. Timecard entry errors can result in under- or over-payments to the employee and misallocations to university accounts.
Individual Timecards
Before You Start
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.
- Enter axess.stanford.edu in the browser
- Select Log In
- As prompted, enter SUNet ID and password
- Select Employee Center tab
- 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.
- 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., EX1 will return a list of your 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.
- Click on the employee’s name for the timecard you would like to review.
- 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.
- Contact the employee or the employee’s supervisor for questions regarding entries on the timecard.
- 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.
- To return the timecard to the employee to make changes after you have approved, select Reverse Approval at the bottom of the screen
- Select your name in the upper right corner
- Select Log Out
Retroactive Approval of Timecards
Before You Start
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.
- Enter axess.stanford.edu in the browser
- Select Log In
- As prompted, enter SUNet ID and password
- Select Employee Center tab
- 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.
- 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., EX1 will return a list of your 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.
- In the Date field, enter the last day of the pay period to review (e.g., 6/15/2020)
- Select Refresh Timesheet icon to see results for the selected pay period
- Enter the Employee ID Number
- Select Get Employees
- In the Date field, enter the last day of the pay period to review (e.g., 6/15/2020)
- Select Refresh Timesheet icon to see results for the selected pay period
- Enter a pay group in the North American Pay Group field
- For example, entering EX1 returns a list of your exempt, salaried direct reports.
- View Resource: Pay Groups and Descriptions.
- Click on the employee’s name for the timecard you would like to review.
- 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.
- Contact the employee or the employee’s supervisor for questions regarding entries on the timecard.
- 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.
- Select Approve with Corrections at the bottom of the screen if the timecard requires correction
Your approval is captured in an audit table.
- 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.
- Select your name in the upper right corner
- Select Log Out
