How to submit time and absences in Sequoia

There are noticeable changes to time cards in Sequoia. Time cards will be primarily used by non-exempt employees to report work hours. A separate module, Absences, will be used by both non-exempt and exempt staff to request time away.

Time cards are due on the 15th and the last day of each month. Read the section below that applies to you to understand what you need to do in Sequoia.

If you are a non-exempt employee:

The most notable change is the layout. Although the information you enter is the same, you will notice a shift from the vertical view you are used to in Axess to a horizontal view. There are a few additional entry fields to complete on each row of your time card. As you enter your hours throughout the pay period, select Save to keep your entries. When you're ready to send your completed time card to your manager for approval, select Submit. If you only save your time card, it won't be routed to your manager for approval. Changes made after approval require your manager to approve the updated time card again.

Key takeaway: The horizontal time card functionality may take some time to get used to. Absences are requested in the Absence module and are displayed as ‘view only’ on the time card. 
Important tip: Add absences one workweek at a time; if you add an absence that spans a weekend or holiday, you have to delete those non-work dates before you submit.

Learn how to submit your time card:

• Training: Reporting Work Time in Sequoia for Non-Exempt Hourly Employees
• Help article: How to enter or edit time and absences in Sequoia

If you are an exempt employee:

Exempt employees* have a simpler process. Instead of submitting a time card each pay period, you only need to submit absence requests for planned time off, such as personal time off, vacation, or a floating holiday, or record an unplanned absence, such as sick leave. This new approach makes things easier and replaces the old process, where exempt employees had to submit a time card every pay period, even if they didn’t take any time off.  

*SLAC exempt employees will still report effort on time cards. Remote employees will also use time cards occasionally, as described further in this article.

Key takeaway: You will submit an absence in Sequoia only when requesting or recording time off. A standard pay period with no time off requires no action.
Important tip: Add absences one workweek at a time; if you add an absence that spans a weekend or holiday, you have to delete those non-work dates before you submit.

Learn how to request an absence or record time off:

• Training: Reporting Absences in Sequoia for Exempt Salaried Employees
• Help article: How to enter or edit time and absences in Sequoia

For managers:

When your team members submit time cards or absence requests, you'll receive an email notification for your review and approval. Additionally, requests will also appear in your Things to Finish dashboard in Sequoia. We recommend that managers review and respond to time card approval requests as they arrive, and double-check that absences do not span a weekend or holiday.

Learn more about the process:

• Find approval requirements by employee type, workflow, delegation guidance, key deadlines, and more on the Manager Toolkit.

If you are a remote employee who works outside California:

Remote employees located outside of California will report any time worked while physically present in California directly in Sequoia, rather than using the Days Worked in California form. This change streamlines the process and helps ensure precise state tax reporting for those hours.

Key takeaway: You will now record any time worked in California directly in Sequoia as the work occurs, ensuring we report accurate state taxation.

Learn how to record time worked in California:

• Time card-specific training and guidance available on Cardinal at Work
• Help article: How to enter a temporary tax location in Sequoia

Time card correction processes 

Time and absence corrections for previous pay periods can be made directly in Sequoia within 45 days. Should you require adjustments beyond this timeframe, coordinate with your Time and Leave Administrator (TLA), HR team, or manager.

Help article: Learn how to retroactively correct employee time cards or absences