As we reach July retirements and the summer vacation season, now is a good time for managers to review and update their MyTime delegation settings.
Why Update Your Delegation?
For managers who delegate timekeeping approval authority, maintaining current delegation assignments is critical to ensuring timely resolution of pay-impacting errors and timely approvals of time off requests. Effective delegation helps ensure timekeeping and scheduling tasks continue without interruption when the designated timecard approver will be out of the office for an extended period or when they are separating from UCSF.
If a delegate separates from the University or will be on a temporary leave, delegating managers should establish delegation with a different resource as needed. This action must be performed by the delegating manager.
If a manager who has delegated approval authority 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 vacating manager’s direct reports. If the manager of the vacating manager has set up delegation, their delegates will also have approval authority for the vacating manager’s direct reports.
- When the manager position is filled or if direct reports are assigned to another manager in UCPath, MyTime approval access will be updated accordingly. Delegation would need to be established for a new manager. If a manager who has already established delegation is reassigned direct reports, the manager’s delegates will automatically gain access to approve timecards for the new direct reports.
Review more details in the Understanding MyTime Delegation how-to guide on the Controller’s Office website.
Steps to Update Your Delegation
During the offboarding process or in planning for a temporary leave of absence, please ensure that delegation is updated as needed.
Delegation must be initiated by the manager in MyTime and accepted by the delegate to take effect. If delegation updates are needed and the manager is already out on leave, contact the Controller’s Office Solution Center for assistance.
Refer to the Create a Delegation job aid for step-by-step instructions to:
- Delegate authority to another manager (delegator)
- Cancel a delegation (delegator)
- Accept a delegation of authority (delegate)
When needed, managers can update direct report assignments using the HR Umbrella Roster. Updates will change the position reporting relationship in UCPath and may impact other downstream systems and processes. Updates to position reporting relationships, whether made in UCPath or HR Umbrella, flow to MyTime; manager reporting relationships cannot be updated in MyTime directly. If you have questions about position reporting relationships, please reach out to your department’s HR representative.