Understanding Timekeeping at UCSF

Roles and Responsibilities

Employees and their supervisors (or delegates) share responsibility for accurately accounting for time worked and time off in the pay period taken.

Employee Responsibilities

The employee’s responsibility is to report their time accurately each pay period, including reporting time away from work.

Any employee who knowingly, and through any means, inaccurately reports time spent working or time off, paid or unpaid, is subject to performance management up to and including termination from employment.

Non-Exempt Employees

• All non-exempt employees are required to clock in and out at the beginning and the end of their shift and for all meal breaks.
• All non-exempt employees are required to clock in and out via their assigned method/location unless approved by their supervisor for an alternative method/location.
• An employee may only clock in/out for themselves and may not clock in/out for another person.
• At the end of each shift, employees must attest to the accuracy of their timesheet regarding clocking in/out time and meal breaks taken/not taken.
• All time worked and time off, paid or unpaid, must be recorded in the timekeeping system no later than the established submission deadline.
• All employees must inform their supervisor of any corrections, omissions and/or changes immediately and/or adjust their time records to accurately reflect time worked. Such adjustments must be made in a timely manner and no later than the close of the pay period.
• All employees should submit advance leave requests for approval through their designated timekeeping system.

Exempt Employees

• Exempt employees must accurately report on their timesheet all time away from work in full-day increments, inclusive of any paid and unpaid time off.
• Timesheets must be completed and submitted for each pay period by the established deadline, whether leave was taken or not.
• At the end of each pay period, employees must attest to the accuracy of their timesheets.
• All employees should submit advance leave requests for approval through their designated timekeeping system.

People Manager Responsibilities

People managers (supervisors) are responsible to ensure that timekeeping records are kept in compliance with wage and labor laws and University of California policies and bargaining agreements.

People Managers in MyTime are determined based on the “reports to” relationship established for each employee’s position in UCPath. In MyTime, the incumbent in this “reports to” position has the following responsibilities for employees whose position reports to them.

• Edit, correct, and approve the employee’s timesheet in the MyTime timekeeping system by all timekeeping deadlines established by the University. Failure to correct and approve timekeeping errors, including missed punches, will result in inaccurate time files sent to UCPath for payroll processing and may result in overpayments or underpayments to the employee.
• Approve all the department timesheets before standard timekeeping deadlines, or by other deadlines that may be communicated by Payroll.
• Submit prior pay period corrections as soon as known.
• Ensure that employees have adequate options for accessing the MyTime system.

The department manager will be contacted by Payroll if there appears to be inappropriate entries in the system. The department manager should contact Labor and Employee Relations regarding any investigation related to payroll entries. Payroll Timekeeping may contact UCSF Labor and Employee relations or Audit & Advisory Services based on the specific circumstances of the situation.

Manager Designees

MyTime offers two options for people managers to designate timekeeping responsibilities to an alternate delegate:

1. Departments may establish a Timekeeper role to be granted the authority to view, edit and correct employee timesheets on behalf of supervisors. The Timekeeper role does not have the ability to approve timesheets or leave requests. Timekeepers are established at the Dept ID (cost center) level, and approval responsibility cannot be further segmented. Timekeepers established at a “parent” Dept ID level will have access to timesheets for all employees across all “child” Dept IDs, as established in UCSF’s Dept ID tree. See MyTime Roles and User Access for more details.
2. People managers may use MyTime’s delegation function to establish one or more other people managers as a temporary or permanent alternate approver (delegate). The delegate will have access to timesheets of all employees whose position reports to the supervisor making the delegation. Faculty and members of the Senior Management Group may also delegate to non-supervisory staff. See Understanding MyTime Delegation for more details.
3. Through the MyTime delegation function, people managers are automatically delegated access to approve or schedule for direct reports of their direct reports.

Upon granting access to a Timekeeper or delegate, supervisors will continue to have access to view, edit, correct, and approve timesheets of the employees whose position reports to them.