Process & Expectations

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Presentation transcript:

Process & Expectations Timecard Approval Process & Expectations Axess Timecard Support May 2015

Topics Roles & Responsibilities Approval Expectations Timecard Features Time & Leave Reporting Financial Management Services November 11, 2018

Roles & Responsibilities

Roles & Responsibilities Employees, managers/supervisors and administrators all play an important role in the time & leave entry and approval process. Employee: 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 all in and out times, and/or leave hours taken. Hourly-paid contingent and student workers must keep an accurate record of their daily work hours, including all in and out times, and/or leave hours taken. Manager/Supervisor: Reviews and approves timecards for his/her direct reports each pay period. Responsible for accuracy and completeness Financial Management Services November 11, 2018

Roles & Responsibilities Time & Leave Administrator (TLA): Reviews timecards for his/her department each pay period Responsible for accuracy, completeness and adherence to policy Performs advanced timecard functions Sets employee schedules Edits timecards Adjusts paid time for previous pay periods Administers local processes Orients new employees and managers Sends approval reminders Financial Management Services November 11, 2018

Roles & Responsibilities Human Resources Manager: Sets local procedures for timecard approval Manages employee hire and employment update process Acts as a resource for time & leave policy questions Disability & Leave Services: Manages timecards for employees on disability and/or family leave Payroll: Sends approval reminders to Time & Leave Administrators Locks timecards at the end of each pay period Runs payroll based upon completed timecards Runs accrual processes Acts as a resource for technical questions and system training Financial Management Services November 11, 2018

Approval Expectations

Approval Expectations University policy (Guide Memo 2.1.5 - Compensation of Staff Employees) requires that managers review and approve timecards for all of their direct reports. Timecard approval is required to: Comply with federal and state wage and hours law Fulfill control responsibilities Ensure accurate and appropriate allocation of employee payroll expenses Minimize pay inaccuracies/misappropriations Employee under/overpayments Fraud Financial Management Services November 11, 2018

Timecard Features

Timecard Features – Retroactive Approval Managers may review and approve timecards after the approval deadline by using the Retroactive Approval Function. Financial Management Services November 11, 2018

Timecard Features – Retroactive Approval Approve – Retroactive if the timecard is accurate; Approve with Corrections if edits are necessary. Financial Management Services November 11, 2018

Timecard Features – Approve Selected Employee timecards may be approved as a group using the Approve Selected function (recommended for Exempt timecards only). Financial Management Services November 11, 2018

Timecard Features – Mobile Timecard Exempt staff may submit their Timecard or Review and Approve Timecards for their direct reports in the Axess Mobile Timecard. To access the Mobile Timecard: Visit https://mobileaxess.stanford.edu Scan the QR code from your mobile device: Financial Management Services November 11, 2018

Timecard Features – Delegation Delegate your timecard approval authority to a colleague during absences. Advise the colleague of responsibilities prior to placing the delegation. Financial Management Services November 11, 2018

Time & Leave Reporting

Time & Leave Reporting Navigate to Time & Leave Reports from Axess or go directly to https://bi.stanford.edu. Financial Management Services November 11, 2018

Time & Leave Reporting Select the Time & Leave Dashboard Financial Management Services November 11, 2018

Time & Leave Reporting Select a tab to begin running a report. Financial Management Services November 11, 2018

Time & Leave Reporting Enter parameters, and then click Apply to run the report. Financial Management Services November 11, 2018