MyTime is UCSF's enterprise timekeeping and scheduling system. 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.
Visit the MyTime project page for key dates, go-live actions, and training materials.
System and Data Availability
Logging into MyTime
The direct link to access MyTime will be shared on May 11, 2025.
When connecting to MyTime from a web browser, you will be able to log into MyTime directly from MyAccess. A link to MyTime will also be available from CareLinks and from a desktop shortcut from clinical computers with Imprivata OneSign installed for tap-and-go access.
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.
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:
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Departments are developing plans for device options for clocking in and out in your area and may include the mobile app. Check with your manager or department leadership for the specific device options that will be available in your area.
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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.
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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.
To clock in, you will start by entering your badge ID number. Job aids for using kiosks will be available closer to go-live. Some departments may establish different login procedures; please check with your manager or department leader.
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. Look for signage at your existing wall clock in early May for additional details.
Access
User roles control the MyTime online screens you see, the information you can access, and the types of actions you can take.
Employee Access
Employee self-service access is granted automatically when a person is hired into a UCPath position. Employees are assigned relevant timesheet and scheduling access (Core Scheduling or Advanced Scheduling) based on UCPath job data.
At go-live, all current UCSF-paid employees will be automatically provisioned with self-service access.
Standard Functions
All employees can:
- View their schedule
- View accrual balances
- Request leave
- Edit timecard
- Add timekeeping comments
- Approve (submit) timecard
- Receive notifications
- Run reports for self
Non-exempt (hourly) employees can:
- Punch (clock in/out using web, clock, mobile)
- Complete daily attestations
- Self schedule (Advanced Scheduling only)
Manager and Supervisor Access
Manager self-service access is granted automatically when a “reports to” relationship is identified in UCPath. Managers are assigned access to timesheets and scheduling tools (Core Scheduling and/or Advanced Scheduling) based on UCPath job data and the job data of the employees they supervise.
At go-live, all current UCSF managers and supervisors who have at least one position reporting to their position in UCPath will automatically be provisioned manager access and be granted access to the timecards and schedules of the employees who report to them.
- UCPath is the system of record of reporting relationships. Managers and supervisors can view their list of Direct Reports using their Manager Self-Service dashboard in UCPath.
- Managers with appropriate access can also review and update reporting relationships using the Roster tab in HR Umbrella.
- Updates to position reporting relationships, whether made in UCPath or HR Umbrella, flow to MyTime; Manager reporting relationships cannot be updated in MyTime directly.
Managers have the option to delegate access to others.
Standard Functions
Managers are granted all functions above as employee, plus:
Timekeeping for employees based on “reports to” relationship
- Access timecards
- Add/edit/delete punches
- Perform transfers
- Approve timecards
- Approve time off requests
- Add and remove pay codes
- Review attendance incidents; complete attendance actions
Core Scheduling
- Access schedules
- Add/edit/delete schedules and shifts
- Perform transfers
Advanced Scheduling
- Workload Planner
- Staffing Matrix
- Staffing Dashboard
- Post schedules
- Update schedule group assignments
- Manage call lists/logs
Notifications and reports
Department Administrative Support Roles
Departments may choose to provision support roles to assist managers with completing timekeeping and scheduling activities. Departments are not required to identify employees to fill these roles. All actions within the timekeeping system can be completed by the employee and manager without these roles.
There is no limitation on how many people may be provisioned with these roles. However, only authorized individuals with approved access and a business need to access timesheets and schedules should be granted access.
| Role | Standard Functions | Role Provisioning |
|---|---|---|
| Timekeeper |
Timekeeping for all employees within the department(s) where access is granted
Note: Timekeepers cannot approve timecards or time off requests. Core Scheduling
Notifications and reports |
Initial Go-Live Department Change Agents participating in the MyTime Change Network facilitated the identification of roles during implementation.
Post Go-Live Department Access Administrators manage role provisioning for ongoing requests.
|
| Scheduler |
Timekeeping for all employees within the department(s) where access is granted
Core Scheduling
Advanced Scheduling
Notifications and reports |
|
| View Only |
Timekeeping for all employees within the department(s) where access is granted:
Core Scheduling
Advanced Scheduling
Notifications and reports |