Axess Timecard
Delta Demo
April 2009
Axess Timecard Delta Demo
Agenda
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Roles, Responsibilities & Process Overview
Timecard Anatomy
Search Features & Approvals
Schedules
Timecard Edits
Accruals
Reports
Adjust Paid Time
Go Live Schedule
Training & Resources
Summary
Roles, Responsibilities
& Process Overview
Roles & Responsibilities
Employees, supervisors and administrators all play
important roles in the time and leave entry and approval
process.
Employee:
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Exempt staff must keep an accurate record of leave hours
taken.
Non-exempt staff and bargaining unit employees must keep
an accurate record of their daily work hours and/or leave
hours taken.
Hourly-paid contingent and student workers must keep an
accurate record of their daily work hours.
Roles & Responsibilities
Supervisor:
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Reviews and approves timecards for his/her direct reports
each pay period.
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Timecards should be reviewed for accuracy and
completeness.
Note: Online approval in Axess Timecard is the recommended
method for documenting supervisor approval. If local process
dictates, approval may be tracked on paper and maintained in the
local department files.
Roles & Responsibilities
Time & Leave Administrator (TLA):
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Reviews timecards for his/her department each pay period
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Timecards should be reviewed for accuracy,
completeness and adherence to University policy
Performs advanced timecard functions
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Sets employee schedules
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Edits timecards
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Adjusts paid time for a previous pay period
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Runs reports
Administers local processes
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Orients new employees and supervisors
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Sends approval reminders
Roles & Responsibilities
Human Resources Manager (HRM)/Department
Administrator:
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Sets local procedures for timecard approval
Manages employee hire and employment update process
Resource for time and leave policy questions
Roles & Responsibilities
Central Offices
Payroll:
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Sends approval reminders to TLAs each pay period
Locks timecards at the end of each pay period
Runs payroll based upon completed timecards
Runs accrual process
Resource for technical questions and system training
Disability and Leave Services (DLS):
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Manages timecards for employees on disability and family
leaves
Time & Leave Process Overview
PeopleSoft is the system of record for employment information.
PeopleSoft entries flow to Axess Timecard to create employee
timecards and to Oracle to create accounting instructions.
PeopleSoft:
Hire/Employment
Update
At Noon & at 8pm daily
Peoplesoft Hire/Employment Update
actions create/update Oracle Labor
Schedule records.
Every 30 minutes
Peoplesoft Hire/Employment Update
actions create/update Axess
Timecard records.
Oracle Labor
Schedule
Axess Timecard
At Noon & at 8pm daily
PTAs (accounts) entered in Oracle
populate Axess Timecard records.
Time & Leave Process Overview
Stanford has two pay periods each month:
Pay Period
1st – 15th of the month
16th – last day of the month
Timecard Entry and Approval Deadline*
9pm on the business day following the 15th
9pm on the business day following the last day
of the month
* The approval deadline is accelerated several times per year due to University holidays. For a complete schedule of deadlines see:
http://fingate.stanford.edu/staff/payemployee/res_jobaid/payroll_schedule_deadline.html
Timecard Approvals
Once the supervisor or the administrator has approved a
timecard, the employee can no longer make modifications. The
supervisor and administrator can continue to make changes until
Payroll locks the pay period.
Employee Time
and/or Leave
Entries
Supervisor
Approval
Administrator
(TLA) Sign Off
Time & Leave Process Overview
Following the timecard entry and approval deadline each pay period,
timecards are locked and entries are interfaced to PeopleSoft for the
payroll run.
Paychecks
Employees receive
paychecks based upon
the completed payroll.
End of Each Pay Period
Axess Timecard entries interface to
PeopleSoft Payroll for the payroll
run.
PeopleSoft Payroll
Axess Timecard
Following the last pay period of the
month
Accrual process updates employee
accrual balances in Axess Timecard.
Expenditure Statements
Charges from the
completed payroll post to
Oracle.
Getting Access To Axess Timecard
Employees automatically receive access when they are hired in
PeopleSoft.
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Timecards are view only for employees assigned to a
timeclock and employees on leave.
Supervisors automatically receive access to their employees based
upon entry in the PeopleSoft ‘Reports To’ field.
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See your department administrator to update your access.
Time & Leave Administrators are granted access for a
particular department or group of departments in Authority
Manager.
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See your department administrator to update your access.
Timecard
Anatomy
Timecard Anatomy - Terminology
Kronos
Axess Timecard
Log in to Kronos (Employees)
Timecard
Log in to Kronos (TLAs & TLSs)
Review and Approve Timecards
Pay Code
Time Reporting Code/TRC
Down Arrow Icon
Plus Button
Eraser Icon
Minus Button
Transfer
PTA
Shift
Punch Total
Totals & Schedule
Payable Time Summary
Accruals
Balances
Save
Apply Rules
Timecard Anatomy – Web Browsers
Operating System
Certified Browsers *
Windows XP
Firefox 3.0; Internet Explorer 6 or 7
Windows Vista
Internet Explorer 7
Mac OS X
Firefox 3.0; Safari 3.0.4
* Non-certified browsers may work with Axess Timecard.
Timecard Anatomy – Employee Info Tab
Timecard Anatomy - Timecard Types
Axess Timecard has four custom timecard types:
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Exempt timecard
Non-Exempt timecard
Bargaining Unit timecard
Hourly-paid contingent and student timecard
Timecards only contain the entry fields that are
appropriate for the given type of employee.
Timecard Anatomy – Custom Timecards
Timecard Anatomy – Custom Timecards
Non-Exempt, Bargaining
Unit and Hourly employees
have columns to record
actual daily work hours.
They may Apply Schedule
to populate their timecard
with their regular work
schedule.
Timecard Anatomy – Custom Timecards
Leave eligible employees
have columns to record
Time Reporting Codes for
leave hours.
Commonly used leave types
will appear first in the list
prefaced by an *
Timecard Anatomy – Custom Timecards
Employees may select an
alternate PTA from their
Labor Schedule to use to
charge their hours.
Employees will Apply Rules
to save entries.*
Employees will Submit and
Approve to approve.
* Note: BU1 and NXH rules are applied overnight, with totals
available the following day.
Timecard Anatomy – Balances & Totals
Leave eligible employees
view their available
balances at the bottom of
the timecard page.
Timecard totals are also
available at the bottom of
the timecard page.
Timecard Anatomy – Multiple Jobs
After clicking the Timecard
link, employees with
multiple jobs see a link for
each job.
After selecting a job, the
employee may move
between jobs to record
time for each job.
Timecard Anatomy – Multiple Jobs
If an employee enters
overlapping times s/he will
see the Exception icon on
the timecard.
Payroll will resolve
outstanding Exceptions at
the end of each pay period.
Timecard Anatomy – Action Items
Payroll
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Send email to all employee users of Axess Timecard providing
links to job aids and information on the Go Live Schedule
Support employees requiring extra assistance after Go Live
Time & Leave Administrators
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Notify employee users of local changes in procedure, if any
Orient new employees
Support employees requiring extra assistance after Go Live
Search
Features
& Approvals
Search Features & ApprovalsTerminology
Kronos
Axess Timecard
Kronos Workforce Central
Timesheet Summary
Quickfind
Emplid Search
Hyperfind Queries
Search Fields
Genies
Timecard Summary
Remove Approval
Reverse Approval
Search Features - Default Search
Time & Leave Supervisors (TLSs)
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Upon accessing Review and Approve Timecards, the
Timesheet Summary defaults to the current pay period
timecards for all active direct reports.
Time & Leave Administrators (TLAs)
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Upon accessing Review and Approve Timecards, the
Timesheet Summary defaults to the current pay period
timecards for all active employees in his/her work assignment
department(s).
If the TLA is also a TLS, only his/her direct reports will appear
in the initial search. Clicking Get Employees will return the
TLA employee list.
Note: Users will see a blank screen during the search.
Search Features – Timesheet Summary
After entering search
criteria, click Get
Employees to search.
Search Features – Timesheet Summary
Click Save Selection
Criteria to save a
favorite search.
Search Features – Timesheet Summary
To search for a specific
employee, enter an Emplid
or a Last Name.
To search for employees
reporting to a specific
supervisor, enter his/her
Reports To Position
Number.
To search for a group of
employees, enter a
Department (four digit
work assn dept.) or a
Paygroup.
Search Features – Timesheet Summary
The Timesheet Summary
displays key information
from the selected
timecards.
From the Timesheet
Summary, you can launch
to Schedules and Adjust
Paid Time.
Approvals – Timesheet Summary
From the Timesheet
Summary, you can approve
timecards for a number of
employees at once.
Click Select All, then
Approve Selected.
Click Reverse Selected to
remove approvals.
Approvals – Timecard
To navigate through each
Timecard to review and
approve, click the name of
the first employee on your
list.
From the Timecard, you
can Approve, navigate to
Next Employee or Return to
Select Employee
(Timesheet Summary)
Search Features & Approvals– Action
Items
Payroll
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Support supervisors requiring extra assistance after Go Live
Time & Leave Administrators
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Review your Kronos Hyperfind Queries and map them to
search features in Axess Timecard
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Large work group? Create a cheat sheet.
Notify supervisors of local changes in procedure, if any
Support supervisors requiring extra assistance after Go Live
Schedules
Schedules - Terminology
Kronos
Axess Timecard
Common Schedule
Predefined Schedule
Uncommon Schedule
Personal Schedule
Personal Overtime Rule
Predefined or Personal Schedule
Remove Shift
No Schedule
Schedules – Predefined Schedule
Click the Magnifying Glass
next to Schedule ID field to
select from 82 predefined
schedules.
Schedules – Personal Schedule
Click the + button to add a
new row.
Click Create Schedule to
create a new schedule.
Schedules – Personal Schedule
Enter a Description of the
Schedule.
If the schedule repeats
each week, leave the
default of ‘7’ in the Num
Days field. Use ’14’ for a 2
week schedule.
Schedules – Personal Schedule
Enter In and Out times for
the schedule.
OFF days must also be
designated.
Schedules – Remove Schedule
Select the Predefined
Schedule, No Schedule, to
remove a schedule.
Always remember to Save
before leaving the
Schedules page.
Schedules – Action Items
Payroll
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Load all Predefined Schedules into Axess Timecard
Time & Leave Administrators
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Notify Payroll if you do not want Predefined Schedules
loaded into Axess Timecard
Enter all Personal Schedules into Axess Timecard
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Notify Payroll of Alternate Schedules
Notify employees when schedules are in place after Go Live
Timecard Edits
Timecard Edits - Terminology
Kronos
Axess Timecard
Moved Amounts
N/A
Transfers
N/A
Lock Adjusts
N/A
Timecard Edits – Automatic Pay Rules
Axess Timecard is programmed with automatic pay rules
to ensure compliance with federal and state wage laws
and to ensure that University policy is administered
consistently.
Automatic rules calculate:
 Overtime hours
 Shift premiums
Timecard Edits – Manual Pay Rules
Timecard edits are necessary to administer pay rules to:
Record non-worked time in accordance with University policy.
Examples are:
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Beeper pay
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Standby pay
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Holiday pay moved to an alternate day
Record worked time when the employee and supervisor have agreed
to an alternate work arrangement in accordance with University
policy. Examples are:
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Make-up time
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Employee convenience schedule
Timecard Edits – Non-Worked Time
Click the + button to insert
a new row for the day.
Enter the applicable Time
Reporting Code and the
associated Hours.
Timecard Edits – Worked Time
To move hours to a new
row, move the Out time to
the new row, then enter an
In time for the start time
for the move.
This entry removes 2 hours
of overtime from 4/20 and
adds 3 hours of Make-Up
Time to 4/24.
Timecard Edits – Worked Time
This entry creates 1 hour of
straight overtime for a
part-time non-exempt
salaried employee.
Timecard Edits – PTA Allocations
Timecard edits are also necessary to allocate hours to the correct
University account (PTA):
PTA edits differ by the type of employee.
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Non-Exempt Staff
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Regular salary and leave time must be charged to the
default PTA ‘LD’
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Overtime hours can be allocated to a specific PTA
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Bargaining Unit & Hourly Employees
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All hours are allocated to a PTA on the timecard
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Multiple PTAs may be charged for work hours for a
single work day
Timecard Edits – PTA Allocations
To charge multiple PTAs for
a single day of work, move
the Out time to a new row.
To enter a valid PTA not
listed in the employee’s
Labor Schedule, enter an
Override PTA.
Timecard Edits – Action Items
Payroll
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Manually create work week overtime for the week of April 27
– May 3
Time & Leave Administrators
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Review Timecard Edits Online Training Module and related
reference documents
If employees are expected to move hours and allocate PTAs,
provide necessary instructions
Accruals
Accruals – Accrual Posting
Axess Timecard calculates and grants leave accruals.
Leave eligible new hires receive:
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24 hours PTO (prorated by month of hire and by FTE)
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8 hours Floating Holiday (prorated by FTE)
Monthly accruals granted following payroll confirmation for the
second pay period of the month:
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Vacation
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Sick
See Time & Leave Resources for links to the accrual rate tables.
Accruals – Action Items
Payroll
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Run accrual process
Enter accrual resets
Zero vacation, floating and PTO for terminated employees
Time & Leave Administrators
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Enter Adjust Paid Time to correct timecard errors
Notify Payroll if accrual resets are necessary for unusual
situations
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Transfers from SLAC
Reports
Reports - Organization
Time and Leave Reports are available via ReportMart1. Reports are
organized by the original system of entry:
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Kronos Time & Leave System
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For time and/or leave reported prior to 5/1/09
Axess Timecard
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For time and/or leave reported on or after 5/1/09
Time & Leave Administrators and Supervisors are automatically
granted access to ReportMart1 reports for their employee
populations.
Reports – Historical Kronos
Kronos Reports:
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Kronos Accrual Detail
Kronos Employee Hours by Labor Account
Kronos Hours by Labor Account
Kronos Time Detail
Reports – Axess Timecard
Axess Timecard Reports:
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Accrual Detail
Comments
Hours by Account
Schedule
Timecard Audit Approval
Timecard Detail – Real-time production data
Reports – Run Parameters
Most reports can be run with the following parameters:
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By employee
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By department
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By PTA (account)
Completed reports are available in printer-friendly formats or for
download into Excel for sorting and/or analysis.
Reports – Action Items
Payroll
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Maintains reports
Reviews new report requests
Time & Leave Administrators
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Facilitate historical reporting from Kronos for your work
group
Take ReportMart1 training if needed
Adjust Paid Time
Adjust Paid Time - Terminology
Kronos
Axess Timecard
Historical Edits
Adjust Paid Time
Add Historical Amounts
Add Hours or Leave
Move Historical Amounts
Update Hours or Leave
Adjust Paid Time – Add Hours or Leave
Navigate to the employee’s
timecard for the applicable
pay period, then launch
Adjust Paid Time.
Enter missing entries, then
Save.
Adjust Paid Time – Add Hours or Leave
To add missing work hours,
use Salary for non-exempt
salaried employees,
Regular for hourly
employees.
Adjust Paid Time – Update Hours
or Leave
Type in the date to adjust,
then click Refresh.
The row will populate with
entries from the original
timecard.
Adjust Paid Time – Update Hours
or Leave
Insert a row to add hours or
leave for the day.
Adjust Paid Time – Update Hours
or Leave
Update the Time Reporting
Code to change Hours to
Leave or vice versa.
Adjust Paid Time – Action Items
Payroll
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Updates accrual balances based upon entries
Creates accounting updates for vacation entries to
debit/credit the central vacation pool
Go Live Schedule
Go-Live Schedule
May 1
Kaba Timeclocks Go-Live
May 1 - 9pm
Deadline for 4/30 Kronos Entries
May 2
Kronos Retired
May 5
Axess Timecard Go-Live
May 18 - 9pm
Deadline for 5/15 Axess Timecard
Entries
Timecard Access at Go Live
Employees will have access to their timecards as they do in
Kronos.
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Employees assigned to timeclocks will have access to the new
clock at their work site.
Supervisors will have timecard approval access if their ‘Reports
To’ information has been updated by the local HRM/department
administrator.
Time & Leave Administrators will have timecard approval
access as they do in Kronos.
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If appropriate, access will be granted at the ‘Parent Org’
level.
Go Live – Action Items
Payroll
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Prepare the system for general release
Communicate system availability
Time & Leave Administrators
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Verify authority in Authority Manager (beginning May 1)
Login to Axess Timecard early in the pay period to familiarize
yourself with the system
Encourage employees to login early in the pay period
Training & Resources
Training & Resources
Training & Resources
Training Modes
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See It – Online Demo
Try It – Self-Paced Online Demo
Read It – HTML Format
Print It – Word Document
Using Online Training Modules
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Use Internet Explorer or Firefox
Disable Pop-up Blockers
‘Enter’ to advance
‘Escape’ to exit
Training & Resources
Axess Timecard Technical Questions & Training:
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Submit a HelpSU ticket at: http://helpsu.stanford.edu
Category: Administrative Applications, Type: Axess Timcard
Attend the drop-in Open Lab held each Friday, from 9am –
Noon, at the Arguello Labs
Review training materials available from the Financial
Gateway website:
http://fingate.stanford.edu/staff/payadmin/training.html
Context sensitive help from within Axess Timecard
Training & Resources
Resources for Employees:
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Axess Timecard job aids and online training modules are
available from the Financial Gateway website:
http://fingate.stanford.edu/staff/payemployee/training.html
Context sensitive help from within Axess Timecard
Training & Resources
Time & Leave Policies:
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Time & leave policy information is maintained in the
Administrative Guide – http://adminguide.stanford.edu
Summary information, including pay rules and accrual charts,
is available on the Financial Gateway website http://fingate.stanford.edu/staff/payadmin/policy_notes/ti
me_leave.html
Consult with your HRM/Department Administrator if policy
questions arise
Summary
Action Items – Summary for TLAs
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Review Training Materials
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Take ReportMart1 training if needed
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Search Features
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Review your Kronos Hyperfind Queries and map them to
search features in Axess Timecard
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Schedules

Notify Payroll if you do not want Predefined Schedules
loaded into Axess Timecard

Enter all Personal Schedules into Axess Timecard

Notify employees when schedules are in place
Action Items – Summary for TLAs
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Authority
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Verify your authority in Authority Manager (May 1)
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Login to Axess Timecard early in the pay period to familiarize
yourself with the system
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Support Users
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Notify users of local changes in procedure, if any

If employees are expected to move hours and
allocate PTAs, provide necessary instructions

Encourage employees to login early in the pay period