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

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

3. Roles & Responsibilities

4. 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

5. 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

6. 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

7. Approval Expectations

8. Approval Expectations
University policy (Guide Memo 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

9. Timecard Features

10. 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

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

12. 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

13. 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
Scan the QR code from your mobile device:
Financial Management Services
November 11, 2018

14. 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

15. Time & Leave Reporting

16. Time & Leave Reporting
Navigate to Time & Leave Reports from Axess or go directly to
Financial Management Services
November 11, 2018

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

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

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