MyTime Minute: What People Managers Need to Know Now
September 12, 2025
MyTime Minute provides people managers with important updates about UCSF’s timekeeping and scheduling system. Check your inbox for periodic updates and find more information at tiny.ucsf.edu/mytime.
Reminder to Managers: Correct Coding of Employee Leave
To ensure accurate leave tracking and avoid overpayments, managers, delegates, and timekeepers must not apply pay codes directly on the timecard (e.g., Sick-FMLA/CFA, PFCB-CFRA, Vacation-FMLA/PDLL) for employees on intermittent and continuous block leaves.
Review the steps below to ensure accurate tracking for employees on leave. Departments are asked to follow leave procedures carefully and take action before the pay period close to address any incorrectly applied pay codes.
Employees on Intermittent Leave
For employees on intermittent leave, managers or timekeepers must enter leave time on timecards using leave case codes (e.g., OWN-P-1, PREG-D-1, CARE-F-2, PBONDS-2) after HR’s Leave Management team establishes the leave case and leave rule in MyTime.
- Refer to the job aid: Intermittent Leave: Add and Edit Time in the Timecard. Leave case codes are referenced within the job aid.
- Tip: In most cases the leave case code will be the first or second value in the pay code drop down field.
Employees on Continuous Block Leave
HR's Leave Management team handles the entry of leave case codes for employees on continuous block leaves. Managers, delegates, and timekeepers must not enter leave pay codes on the timecard for these employees.
Refer to the HR Leaves of Absence webpage for more details and employee support.
Action: Remove Incorrectly Applied Pay Codes from Timecards
In cases where managers or timekeepers have added leave pay codes to a timecard for the current pay period, the pay codes must be removed by the manager or department timekeeper manually before the close of the pay period.
- For employees on intermittent leave, edit any pay code to reflect the correct leave case code.
- For employees on continuous block leave, delete any pay code entries added manually by the manager or timekeeper.
Incorrect leave pay codes on timecards may result in overpayments, inaccurate tracking and misallocation of protected leave banks, and payroll processing delays.
How To Troubleshoot Missing Leave in MyTime
If an employee is on continuous leave and the leave code is missing from the timecard, or if the employee is on intermittent leave and the leave case code is missing from the pay code drop-down, follow these steps to determine the action needed:
- Review the HR Leaves of Absence webpage.
- Check that the leave was submitted in HR Umbrella. If not, direct the employee to HR Umbrella to submit the leave, or the manager can submit the employee's leave on their behalf.
- Check that the leave has been approved by the Leave Management team in HR Umbrella. Leave codes cannot be applied to timecards for leaves still in pending status.
- Check that the approved leave start date is not in the future. Leave codes cannot be applied to timecards prior to the approved leave start date.
- If the employee is on an approved intermittent leave, follow the steps above for completing timecards.
- If a leave case code still does not appear on the timecard or in the pay code drop-down for an employee on leave, reach out to your leave specialist.
How To Get Help If You Need It
Where possible, please utilize the extensive MyTime training materials, FAQs, and step-by-step job aids to find immediate answers to your questions.
Visit the MyTime Help page for additional support options.