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Axess Timecard Delta Demo April 2009

Axess Timecard Delta Demo April 2009. Axess Timecard Delta Demo Agenda. Roles, Responsibilities & Process Overview Timecard Anatomy Searc h Features & Approvals Schedules Timecard Edits Accruals Reports Adjust Paid Time Go Live Schedule Training & Resources Summary.

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Axess Timecard Delta Demo April 2009

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  1. Axess Timecard Delta Demo April 2009

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

  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.

  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.

  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

  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

  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

  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. Axess Timecard Oracle Labor Schedule At Noon & at 8pm daily PTAs (accounts) entered in Oracle populate Axess Timecard records.

  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: 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

  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. 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 Expenditure Statements Charges from the completed payroll post to Oracle. Following the last pay period of the month Accrual process updates employee accrual balances in Axess Timecard.

  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. • See your department administrator to update your access.

  13. Timecard Anatomy

  14. Timecard Anatomy - Terminology

  15. Timecard Anatomy – Web Browsers • * Non-certified browsers may work with Axess Timecard.

  16. Timecard Anatomy – Employee Info Tab

  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.

  18. Timecard Anatomy – Custom Timecards

  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.

  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 *

  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.

  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.

  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.

  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.

  25. Timecard Anatomy – Action Items • Payroll • 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 • Notify employee users of local changes in procedure, if any • Orient new employees • Support employees requiring extra assistance after Go Live

  26. Search Features & Approvals

  27. Search Features & Approvals- Terminology

  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.

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

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

  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.

  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.

  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.

  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)

  35. Search Features & Approvals– Action Items • Payroll • Support supervisors requiring extra assistance after Go Live • Time & Leave Administrators • Review your KronosHyperfind 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 • Support supervisors requiring extra assistance after Go Live

  36. Schedules

  37. Schedules - Terminology

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

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

  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.

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

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

  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

  44. Timecard Edits

  45. Timecard Edits - Terminology

  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

  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

  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.

  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.

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

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