All Stanford staff employees (full- and part-time) are required to report time (hours worked) and/or leave (paid time off) each pay period.
Requirements for Reporting Time and Leave
This policy applies to the following employees:
- Exempt: Report leave and approve timecards each pay period
- Non-exempt, bargaining unit, temporary, casual or hourly student employees: Report time and/or leave
This policy does not apply to:
- Faculty, postdoctoral scholars or graduate students receiving assistantships (refer to Sick Time)
- Students on financial aid or stipends (unless they are working in a separately paid position)
Pay Periods and Pay Dates
Hours worked and/or leave is reported for the following pay periods:
- Beginning the 1st and ending the 15th of the month
- Beginning the 16th and ending the last day of the month
Employees receive an automated email each pay period as a reminder to complete their timecard.
Pay dates are the 7th and 22nd of each month, or the nearest preceding business day if the pay date falls on a weekend or holiday.
Time Reporting Methods
Each school or department determines its time and leave reporting method. Employees should ask their supervisor which method is used in their school or department. The review and approval of employee time and leave is required by university policy and helps ensure employees are paid correctly.
Most departments use Axess Timecard, the online timecard application on the Stanford Axess website.
- Staff members enter time and/or leave for each pay period.
- Staff members approve their completed online timecard.
- Supervisors and/or time and leave administrators review and approve employee timecards (refer to How to: Review, Adjust and Approve Employee Timecards in Axess)
- Payroll is run based on the approved employee timecards in Axess.
Refer to the Stanford Axess Timecard Online Learning Center for more information on how to use Axess Timecard.
Some departments use a time clock for employees to enter “In” and “Out” times. Employees must have an active University ID card to use a time clock. The ID card is swiped through the time clock when employees report to work and when they leave work. Time clock information is automatically transferred to the online timecard application in Axess for the payroll run. For assistance using the time clock, refer to Instructions for Using the Kaba Time Clock.
Only a few departments use a paper form or rely on email for employees to report time and/or leave. Typically, paper forms or emails are submitted for approval and then entered into the online timecard application in Axess by each department’s time and leave administrator. Payroll is run based on the approved timecards in Axess Timecard.
Reporting Time and/or Leave
View the time and leave policy regarding vacation time, accrual rates, sick leave, paid disability leave, overtime, miscellaneous authorized absences with and without pay, paid holidays and working during university holidays and closures.
Non-Exempt, Temporary and Casual Employees and Hourly-Paid Student Workers
Federal and state laws require non-exempt employees to keep an accurate daily record of hours worked, including actual start and stop times. Any overtime must be pre-approved.
Stanford policy requires that employees eligible for leave also report paid time off.
Exempt employees do not report time worked. However, they are required to report leave (paid time off) or approve their blank timecard if they do not have leave to report for the pay period. Leave is normally reported as follows:
- Vacation, floating holiday and personal time off (PTO) are reported in four-hour increments
- Sick leave may be reported in hourly increments