Subject: Reminder: Axess Timecard Approval Requirements
Dear Managers and Supervisors,
As a manager/supervisor, you are required to review and approve timecards for your direct reports each pay
period. The deadline for approving timecards is generally the business day following the close of each pay
period, although some business units may set an earlier deadline to facilitate the approval process. Visit
Axess and click Review and Approve Timecards to access timecards for your group. Please see the Roles &
Responsibilities section below for additional information on your role as approver.
If you have any questions or require assistance, please submit a HelpSU request to Axess Timecard Support at
https://remedyweb.stanford.edu/helpsu/helpsu?pcat=axesstimecard and it will be addressed as quickly as
possible.
ROLES & RESPONSIBILITIES
Employees must approve their timecard each pay period. Additionally:

Exempt staff must keep an accurate record of leave hours taken.

Non-exempt staff must keep an accurate record of their daily work hours, including actual start
and stop times and meal breaks. They must also record leave hours taken.

Hourly-paid contingent and student workers must keep an accurate record of their daily work
hours, including actual start and stop times and meal breaks. They must also record leave hours
taken.
Managers/Supervisors must review and approve the timecard for each direct report each pay period for
accuracy and completeness.
Time and Leave Administrators (TLAs) review timecards for their department for accuracy, completeness and
adherence to University policy. TLAs generally perform advanced timecard functions such as setting
employee schedules and making corrections for previous time periods.
ACCESS TO REVIEW AND APPROVE TIMECARDS
Managers/supervisors are able to view timecards for their direct reports. A manager/supervisor is linked to
an employee’s record by an entry in the ‘Reports To’ or ‘STF Reports To’ field in PeopleSoft. To update
manager/supervisor information, please contact your local human resources/department administrator.
Time and Leave Administrators (TLAs) are able to view timecards for all employees in a department or group
of departments. This access is granted in Authority Manager and uses the University Organizational Code
Hierarchy for the list of departments. Please contact your local human resources/department administrator
to request updates to your access.
Page 1 of 2
AUTHORITY DELEGATION
During absences, you may delegate your timecard approval authority to another cognizant
manager/supervisor. Delegation instructions are available from Fingate.
MOBILE TIMECARD
All Exempt Staff and Time & Leave Supervisors have access to the Mobile Timecard. Access the Mobile
Timecard by any of the following methods:

From the web browser on your mobile device:
o
Visit https://mobileaxess.stanford.edu (Tiny URL: http://goo.gl/KFbKF)
OR
o

Click the Mobile Timecard link from the Time and Leave menu in Axess
From a QR reader on your mobile device:
o
Scan the QR Code
Exempt Staff may use the Mobile Timecard to:

Submit or modify their leave records each pay period. Entries made in the Mobile Timecard are
visible in Axess Timecard and vice versa.

View their available leave balances
Time & Leave Supervisors/Managers may use the Mobile Timecard to:

Approve time and leave records of their direct reports