Axess TimecardDelta Demo

April 2009

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

Roles, Responsibilities & Process Overview

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.

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.

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

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

Roles & Responsibilities

Central OfficesPayroll:

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

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

Oracle Labor Schedule

Axess Timecard

Every 30 minutesPeoplesoft Hire/Employment Update actions create/update Axess Timecard records.

At Noon & at 8pm dailyPeoplesoft Hire/Employment Update actions create/update Oracle Labor Schedule records.

At Noon & at 8pm dailyPTAs (accounts) entered in Oracle populate Axess Timecard records.

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 15th16th – 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

Employee Time and/or Leave

Entries

Administrator (TLA) Sign Off

Timecard ApprovalsOnce 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.

Supervisor Approval

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.

Axess TimecardPeopleSoft

Payroll

Following the last pay period of the monthAccrual process updates employee accrual balances in Axess Timecard.

End of Each Pay PeriodAxess Timecard entries interface to PeopleSoft Payroll for the payroll run.

PaychecksEmployees receive paychecks based upon the completed payroll.

Expenditure StatementsCharges from the completed payroll post to Oracle.

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.

TimecardAnatomy

Timecard Anatomy - Terminology

Kronos Axess TimecardLog 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: 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 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

SearchFeatures

& Approvals

Search Features & Approvals- Terminology

Kronos Axess TimecardKronos 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) 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.

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 a group of employees, enter a

Department (four digit work assn dept.) or a

Paygroup.

To search for employees reporting to a specific

supervisor, enter his/her Reports To Position

Number.

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 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 Support supervisors requiring extra assistance after

Go Live

Schedules

Schedules - Terminology

Kronos Axess TimecardCommon 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 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

Timecard Edits

Timecard Edits - Terminology

Kronos Axess TimecardMoved 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:

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

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. 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

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 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

Accruals

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.

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

Reports

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.

Reports – Historical Kronos

Kronos Reports:

Kronos Accrual Detail Kronos Employee Hours by Labor Account Kronos Hours by Labor Account Kronos Time Detail

Reports – Axess Timecard

Axess Timecard Reports:

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: 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.

Reports – Action Items

Payroll Maintains reports Reviews new report requests

Time & Leave Administrators Facilitate historical reporting from Kronos for your

work group Take ReportMart1 training if needed

Adjust Paid Time

Adjust Paid Time - Terminology

Kronos Axess TimecardHistorical 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 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.

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.

Go Live – Action Items

Payroll 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

Training & Resources

Training & Resources

Training & Resources

Training Modes 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

Training & Resources

Axess Timecard Technical Questions & Training:

Submit a HelpSU ticket at: http://helpsu.stanford.eduCategory: 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: 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: 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/time_leave.html

Consult with your HRM/Department Administrator if policy questions arise

Summary

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

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