1. Axess Timecard Delta Demo
April 2009

2. Axess Timecard Delta Demo Agenda
Roles, Responsibilities & Process Overview
Timecard Anatomy
Search Features & Approvals
Schedules
Timecard Edits
Accruals
Reports
Adjust Paid Time
Go Live Schedule
Training & Resources
Summary 2

3. Roles, Responsibilities & Process Overview

4. Roles & Responsibilities
Employees, supervisors and administrators all play important roles in the time and leave entry and approval process.
Employee:
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. 4

5. Roles & Responsibilities
Supervisor:
Reviews and approves timecards for his/her direct reports each pay period.
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. 5

6. Roles & Responsibilities
Time & Leave Administrator (TLA):
Reviews timecards for his/her department each pay period
Timecards should be reviewed for accuracy, completeness and adherence to University policy
Performs advanced timecard functions
Sets employee schedules
Edits timecards
Adjusts paid time for a previous pay period
Runs reports
Administers local processes
Orients new employees and supervisors
Sends approval reminders 6

7. Roles & Responsibilities
Human Resources Manager (HRM)/Department Administrator:
Sets local procedures for timecard approval
Manages employee hire and employment update process
Resource for time and leave policy questions 7

8. Roles & Responsibilities
Central Offices
Payroll:
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):
Manages timecards for employees on disability and family leaves 8

9. 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. 9

10. Time & Leave Process Overview
Stanford has two pay periods each month:
Pay Period Timecard Entry and Approval Deadline*
1st – 15th of the month 9pm on the business day following the 15th
16th – last day of the month 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:
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 10

11. 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.
End of Each Pay Period
Axess Timecard entries interface to PeopleSoft Payroll for the payroll run.
Paychecks
Employees receive paychecks based upon the completed payroll.
Axess Timecard
PeopleSoft Payroll
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. 11

12. Getting Access To Axess Timecard
Employees automatically receive access when they are hired in PeopleSoft.
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.
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. 12

13. Timecard
Anatomy

14. 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 14

15. 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. 15

16. Timecard Anatomy – Employee Info Tab16

17. Timecard Anatomy - Timecard Types
Axess Timecard has four custom timecard types:
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. 17

18. Timecard Anatomy – Custom Timecards18

19. 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. 19

20. 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 * 20

21. 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. 21

22. 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. 22

23. 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. 23

24. 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. 24

25. Timecard Anatomy – Action Items
Payroll
Send 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
Notify employee users of local changes in procedure, if any
Orient new employees 25

26. Search
Features
& Approvals

27. Search Features & Approvals- Terminology
Kronos
Axess Timecard
Kronos Workforce Central
Timesheet Summary
Quickfind
Emplid Search
Hyperfind Queries
Search Fields
Genies
Timecard Summary
Remove Approval
Reverse Approval 27

28. Search Features - Default Search
Time & Leave Supervisors (TLSs)
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)
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. 28

29. Search Features – Timesheet Summary
After entering search criteria, click Get Employees to search. 29

30. Search Features – Timesheet Summary
Click Save Selection Criteria to save a favorite search. 30

31. 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. 31

32. Search Features – Timesheet Summary
From the Timesheet Summary, you can launch to Schedules and Adjust Paid Time.
The Timesheet Summary displays key information from the selected timecards. 32

33. 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. 33

34. 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) 34

35. Search Features & Approvals– Action Items
Payroll
Support supervisors requiring extra assistance after Go Live
Time & Leave Administrators
Review your Kronos Hyperfind Queries and map them to search features in Axess Timecard
Large work group? Create a cheat sheet.
Notify supervisors of local changes in procedure, if any 35

36. Schedules

37. Schedules - Terminology
Kronos
Axess Timecard
Common Schedule
Predefined Schedule
Uncommon Schedule
Personal Schedule
Personal Overtime Rule
Predefined or Personal Schedule
Remove Shift
No Schedule 37

38. Schedules – Predefined Schedule
Click the Magnifying Glass next to Schedule ID field to select from 82 predefined schedules. 38

39. Schedules – Personal Schedule
Click Create Schedule to create a new schedule.
Click the + button to add a new row. 39

40. Schedules – Personal Schedule
If the schedule repeats each week, leave the default of ‘7’ in the Num Days field. Use ’14’ for a 2 week schedule.
Enter a Description of the Schedule. 40

41. Schedules – Personal Schedule
Enter In and Out times for the schedule.
OFF days must also be designated. 41

42. Schedules – Remove Schedule
Select the Predefined Schedule, No Schedule, to remove a schedule.
Always remember to Save before leaving the Schedules page. 42

43. Schedules – Action Items
Payroll
Load all Predefined Schedules into Axess Timecard
Time & Leave Administrators
Notify Payroll if you do not want Predefined Schedules loaded into Axess Timecard
Enter all Personal Schedules into Axess Timecard
Notify Payroll of Alternate Schedules
Notify employees when schedules are in place after Go Live 43

44. Timecard Edits

45. Timecard Edits - Terminology
Kronos
Axess Timecard
Moved Amounts
N/A
Transfers
Lock Adjusts 45

46. 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 46

47. 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:
Beeper pay
Standby pay
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:
Make-up time
Employee convenience schedule 47

48. Timecard Edits – Non-Worked Time
Enter the applicable Time Reporting Code and the associated Hours.
Click the + button to insert a new row for the day. 48

49. 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. 49

50. Timecard Edits – Worked Time
This entry creates 1 hour of straight overtime for a part-time non-exempt salaried employee. 50

51. 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.
Non-Exempt Staff
Regular salary and leave time must be charged to the default PTA ‘LD’
Overtime hours can be allocated to a specific PTA
Bargaining Unit & Hourly Employees
All hours are allocated to a PTA on the timecard
Multiple PTAs may be charged for work hours for a single work day 51

52. Timecard Edits – PTA Allocations
To enter a valid PTA not listed in the employee’s Labor Schedule, enter an Override PTA.
To charge multiple PTAs for a single day of work, move the Out time to a new row. 52

53. Timecard Edits – Action Items
Payroll
Manually create work week overtime for the week of April 27 – May 3
Time & Leave Administrators
Review Timecard Edits Online Training Module and related reference documents
If employees are expected to move hours and allocate PTAs, provide necessary instructions 53

54. Accruals

55. Accruals – Accrual Posting
Axess Timecard calculates and grants leave accruals.
Leave eligible new hires receive:
24 hours PTO (prorated by month of hire and by FTE)
8 hours Floating Holiday (prorated by FTE)
Monthly accruals granted following payroll confirmation for the second pay period of the month:
Vacation
Sick
See Time & Leave Resources for links to the accrual rate tables. 55

56. Accruals – Action Items
Payroll
Run accrual process
Enter accrual resets
Zero vacation, floating and PTO for terminated employees
Time & Leave Administrators
Enter Adjust Paid Time to correct timecard errors
Notify Payroll if accrual resets are necessary for unusual situations
Transfers from SLAC 56

57. Reports

58. Reports - Organization
Time and Leave Reports are available via ReportMart1. Reports are organized by the original system of entry:
Kronos Time & Leave System
For time and/or leave reported prior to 5/1/09
Axess Timecard
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. 58

59. Reports – Historical Kronos
Kronos Reports:
Kronos Accrual Detail
Kronos Employee Hours by Labor Account
Kronos Hours by Labor Account
Kronos Time Detail 59

60. Reports – Axess Timecard
Axess Timecard Reports:
Accrual Detail
Comments
Hours by Account
Schedule
Timecard Audit Approval
Timecard Detail – Real-time production data 60

61. Reports – Run Parameters
Most reports can be run with the following parameters:
By employee
By department
By PTA (account)
Completed reports are available in printer-friendly formats or for download into Excel for sorting and/or analysis. 61

62. Reports – Action Items Payroll Time & Leave Administrators
Maintains reports
Reviews new report requests
Time & Leave Administrators
Facilitate historical reporting from Kronos for your work group
Take ReportMart1 training if needed 62

63. Adjust Paid Time

64. 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 64

65. 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. 65

66. Adjust Paid Time – Add Hours or Leave
To add missing work hours, use Salary for non-exempt salaried employees, Regular for hourly employees. 66

67. Adjust Paid Time – Update Hours or Leave
The row will populate with entries from the original timecard.
Type in the date to adjust, then click Refresh. 67

68. Adjust Paid Time – Update Hours or Leave
Insert a row to add hours or leave for the day. 68

69. Adjust Paid Time – Update Hours or Leave
Update the Time Reporting Code to change Hours to Leave or vice versa. 69

70. Adjust Paid Time – Action Items
Payroll
Updates accrual balances based upon entries
Creates accounting updates for vacation entries to debit/credit the central vacation pool 70

71. Go Live Schedule

72. 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 pm Deadline for 5/15 Axess Timecard Entries 72

73. Timecard Access at Go Live
Employees will have access to their timecards as they do in Kronos.
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.
If appropriate, access will be granted at the ‘Parent Org’ level. 73

74. Go Live – Action Items Payroll Time & Leave Administrators
Prepare the system for general release
Communicate system availability
Time & Leave Administrators
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 74

75. Training & Resources

76. Training & Resources 76

77. Training & Resources Training Modes Using Online Training Modules
See It – Online Demo
Try It – Self-Paced Online Demo
Read It – HTML Format
Print It – Word Document
Using Online Training Modules
Use Internet Explorer or Firefox
Disable Pop-up Blockers
‘Enter’ to advance
‘Escape’ to exit 77

78. Training & Resources Axess Timecard Technical Questions & Training:
Submit a HelpSU ticket at:
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:
Context sensitive help from within Axess Timecard 78

79. Training & Resources Resources for Employees:
Axess Timecard job aids and online training modules are available from the Financial Gateway website:
Context sensitive help from within Axess Timecard 79

80. Training & Resources Time & Leave Policies:
Time & leave policy information is maintained in the Administrative Guide –
Summary information, including pay rules and accrual charts, is available on the Financial Gateway website -
Consult with your HRM/Department Administrator if policy questions arise 80

81. Summary

82. Action Items – Summary for TLAs
Review Training Materials
Take ReportMart1 training if needed
Search Features
Review your Kronos Hyperfind Queries and map them to search features in Axess Timecard
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 82

83. Action Items – Summary for TLAs
Authority
Verify your authority in Authority Manager (May 1)
Login to Axess Timecard early in the pay period to familiarize yourself with the system
Support Users
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 83