Understanding MyTime Delegation

Key Concepts

When managers or supervisors expect to be unavailable to perform timekeeping and scheduling duties, they can delegate authority to others to access and receive notifications and complete tasks, including:

• Accessing, correcting, and approving punches and timecards
• Approving time off requests
• Applying leave administration pay codes
• Creating and editing schedules
• Running reports

Departments may also consider using delegation to ensure the department has sufficient backup to perform timekeeping and scheduling tasks.

Delegation emulates the access of the person delegating their authority. This cannot be further restricted, and subsets of direct reports cannot be delegated to specific delegates.

When direct reports change in UCPath, access by delegates to employee information is updated automatically in MyTime. For example, if a manager with five direct reports is assigned two additional direct reports in UCPath, all delegates for the manager can access timecards and schedules for the two additional direct reports.

Note: departments may also consider the assignment of Timekeeper and Scheduler roles to assist managers with most tasks. However, Timekeepers and Schedulers cannot approve timecards, timecard edits, and time off requests. For more information review Access information on the MyTime financial systems page.

Delegate Eligibility

As a general rule, people managers can delegate to any other people manager. Managers can delegate to one or multiple delegates.

• For the purposes of delegation, people managers are determined by the job code of the manager’s position in UCPath. Managers will select from a list of eligible delegates during the delegation process.
• Faculty with direct reports and members of the Senior Management Group can also delegate to non-people managers.

Managers are automatically delegated access to direct reports under their chain of command. For example, an ADMIN MGR 1 who has an ADMIN SUP 2 as a direct report can automatically view and approve timecards for all positions reporting to the ADMIN SUP 2.

Delegation Timeframes

During the delegation process, people managers can indicate a start date and end date for each delegation. Upon accepting the delegation, the delegate will be granted delegation rights only during the specified timeframe.

People managers can also establish a delegation indefinitely or until manually stopped. In these cases, managers should be aware of the following and are responsible to update or end the delegation manually.

• If the delegating manager separates from the University, the delegation ends automatically. If the manager position remains vacant, the manager in the position that the vacant position reports to is responsible for all manager tasks for the vacant manager’s direct reports.
• If the delegating manager changes jobs or departments, the delegation does not end automatically. Delegates will maintain access to information for all current direct reports, even if they are in a new department. During the offboarding process for the manager, it is recommended that delegation is removed and reassigned as needed.
• If the delegate separates from the University, managers should re-establish delegation with a different resource.
• If the delegate changes jobs or departments, the delegation does not end automatically. Delegates will maintain access to information for the manager’s direct reports. During the offboarding process for the delegate, it is recommended that delegation is removed and reassigned as needed.