MyTime Minute: May 19, 2025

MyTime Minute: What People Managers Need to Know Now

MyTime Minute: What People Managers Need to Know Now
May 19, 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.

How to Prepare for the First Biweekly Pay Period Close

Managers and those who support timekeeping as timekeepers and delegates play a critical role in ensuring that timecards accurately reflect the hours worked and are free of pay-impacting exception errors.

As we approach the end of the May 11 – 24 pay period, managers of biweekly employees (or their designees) must take action now to ensure timecards are complete and accurate.

Follow the steps in the new Pay Period Close Quick Reference Guide to identify and address timecards with pay-impacting issues, including employees with:

  • no hours on a scheduled day
  • total actual hours different than scheduled hours
  • overused leave

Your People Manager Action Checklist provides quick access to job aids to monitor and resolve timecard exceptions, review/approve pending timecard change requests, and more (see Actions during the pay period).

We are keeping the MyTime Frequently Asked Questions page up-to-date with the most common questions asked during support sessions and in support tickets.

Go to the Recently Added and Updated Questions section for the latest updates. Including:

  • Help with errors when editing timecards
  • Understanding Missed Meal Break and Missed Rest Break penalties
  • Clocking procedures for time on call
  • Addressing self-scheduling errors

Update on Leave Case Imports into MyTime

We are continuing the process of entering scheduled absences related to open leave cases. You can expect all leaves to be reflected in MyTime by May 21, 2025

  • Once intermittent leaves are established in MyTime, managers will need to apply time on timecards using leave case codes available in the paycode drop-down list. Review step-by-step instructions.
  • HR's Leave Management team handles the entry of leave paycodes for employees on block continuous leaves and are entering leaves into MyTime during cutover.

Please wait until after May 21 to report a missing leave in MyTime. Once leave time is entered, any exceptions will clear from your notifications and the timecard.

Correcting “LV” Paycodes in MyTime

Any paycode in MyTime beginning with “LV” is used exclusively to ensure employees on leave get paid properly. These codes are identified in the HBS Pay Codes to MyTime Mapping with a Usage Note of “Do Not Use.” These codes will be automatically populated on timecards.

The Payroll Timekeeping team is removing any “LV” paycodes that were added manually to the timecard/schedule.

Quieting MyTime Notifications to Managers

Based on your feedback, the project team is looking into ways to reduce the volume of notifications sent to managers.

Here are the latest updates:

  • Early Out and Late In alerts were flagged as exceptions on the timecard, and notifications were sent to make managers aware of deviations from the schedule. In response to feedback from users, we have turned off the notifications; the exceptions will continue to be flagged on the timecard.
  • Long Lunch exceptions are no longer flagged.
  • Early In alerts on the timecards are working as designed. This alert is meant to notify a manager that the employee is working outside of scheduled hours. There is no notification for this alert.

How to Get Help If You Need It

Update: through Tuesday, May 27, support is available from 7 a.m. to 6 p.m. on weekdays and 8 a.m. to 5 p.m. on weekends.

  • Go to the MyTime Help page for details.
  • Join a daily support session for core scheduling/timekeeping, advanced scheduling, and nursing support.
  • Reach out to the project team using the contacts below.

What’s Next: Key Dates

  • May 25: Employee timecard approval due in MyTime for the May 11 – May 24 biweekly pay period
  • May 26: Manager timecard approval due in MyTime for the May 11 – May 24 biweekly pay period
  • June 1: MyTime go-live for monthly employees

In Case You Missed It

  • MyTime job aids provide a quick reference for employees and managers to complete common tasks. Employee job aids are available in English, Spanish, Traditional Chinese, Simplified Chinese, Russian, and Tagalog. New job aids are being added at: controller.ucsf.edu/reference/mytime-training-job-aid-library
  • Cutover schedules walk through system transitions, including the import of approved time off requests and leave balances into MyTime, and the transition from legacy scheduling systems to MyTime. Review the MyTime Cutover Schedule for details: controller.ucsf.edu/reference/mytime-cutover-schedule

Resources for People Managers