MyTime Minute: July 11, 2025

MyTime Minute: What People Managers Need to Know Now

MyTime Minute: What People Managers Need to Know Now
July 11, 2025

MyTime Minute is a resource for people managers during UCSF’s timekeeping and scheduling system transition. Check your inbox for periodic updates and find more information at tiny.ucsf.edu/mytime.

What’s Happening Now: Addressing Leave Balance Discrepancies

For most types of leave, UCPath is UCSF’s system of record for leave accruals, usage and balances, as well as for employment service credit. UCPath has been the system of record since it was implemented in 2020, and the transition from HBS to MyTime did not change that.

  • Cutover balance imports from UCPath and HBS to MyTime are complete.
    • After each pay period, balances in MyTime are reset from UCPath to help maintain alignment between systems.
    • For leave types where UCPath is the system of record, there are ongoing differences in the display of leave balance information in UCPath and MyTime.
  • Managers can review an employee’s accrual balances directly from the timecard. The Review Employee Accrual Balances job aid now includes additional information about how leave hours and balances are displayed.
  • Employees have reported other discrepancies in accrual balances between HBS and UCPath/MyTime.
    • Historical accrual usage and balance information remains viewable in HBS from the Balances tab.
    • The Payroll Timekeeping Team must investigate discrepancies on a case-by-case basis and is working through balance differences, reconciling and requesting corrections to the UCPath balance as necessary. The UCPath Center communicates a service target of 3 months for leave balance corrections.

Review Understanding Leave Balances in MyTime and UCPath for more information about:

What’s Next: UCPath is Getting a New Look on July 14, 2025

UCPath is being redesigned with a cleaner layout, mobile-friendly access and easier navigation. These changes are part of a systemwide update launching July 14, 2025.

Included in this update are changes to how employees and managers view absence balances. Now’s a good time to review the new procedures and to get a refresher on what accrual balance information is available in UCPath for monthly and biweekly employees and for academic appointees.

Find additional UCPath training resources on the UCPath at UCSF website.

In Case You Missed It: Requesting Time Off

The Requesting Time Off job aid was recently updated with procedures to enter time off requests directly in the timecard. While the best practice is to use the MyTime time off request process, leave hours can be recorded directly on the timecard by employees or managers. As a reminder, all edits to non-exempt timecards are pending manager approval.

Here are five things managers should check for before approving time off requests:

  1. Only include the dates absent from work. Requests should not include holidays or weekends where the employee is not scheduled to work.
  2. Duration Hours are per day (monthly exempt employees). For requests spanning multiple dates, the duration hours entered for monthly exempt employees should reflect the daily hours being taken each day. Time off for monthly exempt employees is generally recorded in full day increments.
  3. Employees must cancel approved time off requests to make edits. While managers can make changes to an approved time off request, employees cannot. If needed, employees have the ability to cancel a request and resubmit with changes. Remember that after the manager timecard approval deadline no further timecard changes can be made.
  4. Most time off paycodes end with “request”. The same paycode is used whether requesting time off, scheduling it, or adding time to the timecard. Review more details about using paycodes for time off.
  5. Get help removing leave paycodes imported from HBS. Paycodes for time off imported from HBS can no longer be edited. Contact MyTime Support if changes are needed.

As a reminder, managers receive time off request notifications via email in addition to Control Center and mobile notifications. Review current MyTime system notifications.

How to Get Help If You Need It

Support sessions for timekeeping and core scheduling will continue through July 24. Review the schedule on the MyTime Help Page.

Review training and job aids by role and find answers to frequently asked questions.

Support is available from 8 a.m. to 5 p.m. on weekdays.