UCSF is establishing a cut-off date of noon on Monday, April 21, 2025, to record all approved time off requests in the HBS Timekeeping System for the following leave periods:
- For biweekly employees: leave dates on or after May 11, 2025
- For monthly employees: leave dates on or after June 1, 2025
UCSF is transitioning from HBS to MyTime. During our transition, future-dated time off requests will be extracted from HBS and used to populate schedules in MyTime. We need to establish this cut-off to allow for the cutover and loading of data before go-live.
Below are the key dates and actions required by employees, their managers/supervisors, and HBS timesheet group approvers. Your prompt action will help ensure a smooth cutover to MyTime.
If you have questions about submitting or approving time off requests during this transition, contact the Controller’s Office Solution Center.
Who is affected?
All biweekly and monthly employees who use HBS to submit time off requests (e.g., vacation, sick, PTO) are affected by the cut-off.
Departments that have established additional processes for submitting and approving time off requests outside of HBS should adjust their processes accordingly to accommodate the data entry freeze.
Some employees use different systems for requesting and recording leave and are not impacted by this cut-off, including MedHub for Medical Residents and Clairvia and OnOrOff for certain UCSF Health units.
Key dates and actions for biweekly employees
For employees paid biweekly the key dates below apply only to time off requests for future-dated leaves on or after May 11, 2025.
- By noon on Monday, April 21: all time off requests approved in HBS by noon will be included in the extract to MyTime. Requests that have not been approved will not be included in the HBS extract
- Between April 21 and May 10: employees should work with their managers directly to request time off.
- Beginning Monday, April 28: managers can enter approved future-dated time off directly in MyTime when early access begins, or they can have employees submit the requests in MyTime after go-live.
- Sunday, May 11: Biweekly employees may begin submitting time off requests in MyTime.
Key dates and actions for monthly employees
For employees paid monthly, the key dates below apply only to time off requests for future-dated leaves on or after June 1, 2025.
- By noon on Monday, April 21: all time off requests approved in HBS by noon will be included in the extract to MyTime. Requests that have not been approved will not be included in the HBS extract
- Between April 21 and May 31: employees should work with their managers directly to request time off and record the leave hours directly on their timesheet.
- Beginning Monday, April 28: managers can enter future time off requests in MyTime when early access begins, or they can have employees enter the requests in MyTime after go-live.
Answers to Common Questions
1. What happens to time off requests that are entered in HBS and not approved or entered and approved after the noon cut-off on April 21?
Time off requests not approved by noon on April 21 will not be included in the HBS data extract loaded to MyTime. We are loading future-dated approved time off requests into MyTime to enable managers and schedulers to account for approved time off when setting up schedules for the pay period beginning May 11, 2025 (biweekly) and June 1, 2025 (monthly).
All time off requests not included in the HBS data extract will need to be manually recorded in MyTime. Managers can enter this information on employee schedules starting April 28. As an alternative, employees can submit time off requests in MyTime beginning with their go-live.
2. Can employees record the time off directly on their timesheet in MyTime after go-live?
Yes. It’s important to note that the managers (or their delegates) will be required to approve time off entered after-the-fact by employees on their MyTime timecard. Employees should continue to adhere to policies and department procedures for time away (opens in new window) from work.
3. Should we continue to use HBS to request and approve time off prior to the MyTime go-live?
Yes. Time off through May 10, 2025, for biweekly employees and through May 31, 2025, for monthly employees will be recorded in HBS. All requests for time off through these dates should be submitted, approved, and recorded in HBS.