Accessing MyTime: What Employees Need to Know

Exciting changes are coming to timekeeping at UCSF!  

MyTime will replace the HBS Timekeeping System and four scheduling systems used by UCSF Health. On May 11, 2025, all employees will have access to MyTime with expanded options to make timekeeping and scheduling tasks easy to access and complete. 

Here’s what you need to know about how you will access MyTime at go-live. We will provide more details as we get closer to May 11. 

Logging into MyTime 

MyTime will be configured for Single Sign-On (SSO) using your UCSF network credentials. During the login process, MyTime may require multi-factor authentication (MFA) using Duo if you are not on-site and connected to the UCSF network. We will share links with all your connection options at go-live. When connecting to MyTime from a web browser, you will be able to log into MyTime directly from MyAccess. 

Device options for connecting to MyTime 

The way you connect to MyTime may be different than the way you currently connect to HBS or other timekeeping and scheduling tools. Departments are developing plans for device options in your area and may deploy one or several of the options below. Check with your manager or department leadership for the specific device options that will be available in your area. 

UCSF Computer Workstations: Everyone will be able to access the MyTime application, including the ability to clock in and out, using a web browser. If you have an assigned computer workstation, you can continue to use it to log into MyTime. 

Teammates without an assigned workstation already have access to shared workstations to complete administrative tasks like timekeeping. You can access MyTime using a web browser on these workstations. In addition, clinical computers have Imprivata OneSign installed for tap-and-go access and will include a link to MyTime. 

When working remotely, teammates should plan to access MyTime using a web browser from an assigned laptop or computer workstation for remote use. 

UKG Pro Mobile App: You have the option to download and use the UKG Pro mobile app to complete most timekeeping and scheduling tasks, including clocking in and out, reviewing and approving timesheets, checking schedules, and viewing accrual balances.  “UKG Pro” stands for UKG Pro Workforce Management – the software platform that MyTime is built on. 

Use of the mobile app is voluntary. Instructions on downloading and connecting to the mobile app will be available on April 28 to give everyone a head start to be ready for the biweekly go-live on May 11. 

For hourly employees who choose to use the mobile app, clocking in and out comes with a few guidelines: 

  • You can only clock in and out from the mobile app when you are within the boundaries of a UCSF-defined “known location”. A geofenced parameter is defined for UCSF locations where work is performed. Note: some areas of the organization are implementing different geographic location restrictions at go-live; you will hear from your unit’s leadership if you are affected. 

  • In order to use your mobile device to clock in and out, you must first enable your device’s location tracking services. At the time of each “punch”, the system will check to make sure you are within the geofenced perimeter of a known UCSF location and will record your location. The system does not record your location while using the mobile app for purposes other than clocking. 

At go-live, the UKG Pro mobile app will not be available on clinical communication devices. If you have a UCSF-managed mobile phone or tablet, check with your department if there’s a plan to install the mobile app on it. 

Timekeeping Kiosks: Your department may choose to set up a timekeeping kiosk exclusively for hourly employees to clock in and out and complete daily attestations. A kiosk may be a tablet device, laptop, or shared workstation.  

Kiosks are most useful in higher-traffic areas. Many departments are replacing existing wall clocks with kiosks, which provide greater flexibility. To clock in, you will start by entering your ID number (clocking in using an ID badge is not available from kiosks). Job aids for using kiosks will be available closer to go-live. 

New Wall Clocks: New modern time clocks will be strategically installed across campus and UCSF Health based on historical usage patterns and evolving work habits. Our existing HBS wall clocks are not compatible with the new system and are being replaced or decommissioned. New clocks will be available for use starting May 11. 

If you currently clock in using an HBS wall clock, check with your manager or supervisor if you will use a new MyTime wall clock or if you department is switching to other device options. 

Key Changes Coming with MyTime 

As you prepare for the transition to MyTime, be aware of the following timekeeping changes that impact non-exempt (hourly) employees across both campus and UCSF Health. 

  • Timekeeping: All hourly (non-exempt) employees will be expected to clock in and out for every scheduled shift and meal using an available clocking option – UCSF computer workstation, timekeeping kiosk, the mobile application on your cell phone, or new time clock where available. 

  • Rounding: For payroll purposes, the current practice of rounding to the nearest quarter hour (15 minutes) when clocking in and out at the beginning and end of each shift remains the same. However, when clocking in and out for a meal (lunch/dinner), exact times will be recorded without rounding. 

  • Attestation: Non-exempt employees will be prompted at the end of each shift to verify their time stamps and confirm meal and rest breaks were provided and taken. 

These changes were shared with all employees (opens in new window) beginning in August, 2024. 

Just like today, salaried (exempt) employees will not clock in and out. With MyTime, you will review and approve your timesheet and submit time off requests, including vacation, sick leave, and PTO using the new system available on a computer workstation or the mobile app on your cell phone. 

How to Learn More 

The best way to learn how to prepare for MyTime is to complete training. Training is underway now for managers and department administrators with specialized roles.  Training for all employees will be available on April 14. Get a head start by reviewing your training plan now. 

Keep these key dates in mind and stay tuned for more details as we move closer to go-live: 

  • Sunday, May 11, 2025: employees paid biweekly will go live. 

  • Sunday, June 1, 2025: employees paid monthly will go live. 

For answers to common questions, access to additional resources, and more MyTime project information, visit the MyTime project web site.