Axess Timecard Delta Demo April 2009
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Transcript of Axess Timecard Delta Demo April 2009
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