Get Started with MyTime: People Manager Action Checklist

Go-live actions are listed below for Campus and UCSF Health managers or their designated delegates, timekeepers, and schedulers. Links to job aids for common tasks are included.

Managers, timekeepers, and schedulers are expected to complete required training. Complete your training path to ensure you are prepared on day one. Be aware of new policies and procedures that take effect when MyTime goes live.

Actions to complete before go-live

Review what’s changing and not changing.

Review the cutover schedule to determine which dates and deadlines will affect your work.

During cutover, some administrative systems will become temporarily unavailable for processing of transactions. To ensure that your business needs can be satisfied, review and follow the key dates shown on the cutover schedule for timekeeping, leave and accruals, and scheduling system transitions.

Find your training path and complete training.

Training for managers, timekeepers, and schedules started on March 5 and should be completed before early access to MyTime begins on April 28.  Your training plan depends on the scheduling solution being implemented for your department (Core Scheduling, Advanced Scheduling, or Advanced Scheduling with Clinical Scheduling Extensions). Select from your training path below:

Prepare your team.

Review the Employee Action Checklist and consider distributing, printing, or posting a flyer for employees.

Actions to complete during early access: April 28 – May 10, 2025

On Monday, April 28, managers, timekeepers, and schedulers will have early access to MyTime to complete the transition tasks listed below.

Step-by-step instructions: Campus departments and Health departments implementing Core Scheduling

Confirm your login. On Monday, April 28, managers/supervisors with direct reports and all users granted the Timekeeper and Scheduler roles for go-live will receive an email with MyTime login instructions. Follow the instructions provided to log into MyTime from any web browser.

A demonstration video is available (MyAccess login required) to walk you through the cutover steps listed below.  This video is meant to be a quick reference and is not a substitute for completing training.

Step 1: Set up manager delegation.

Step 2: Validate your direct reports in MyTime.

In addition to watching the demonstration video above, access the Confirm Direct Reports job aid for step-by-step instructions, including what to do if you do not see all of your direct reports in MyTime.

Step 3: Validate imported schedules / build schedules as needed.

  • Starter schedules for some employees have been created in MyTime or imported from HBS; review what to expect in the Scheduling System Transitions section of the MyTime cutover schedule (see Scheduling System Transitions: Core Scheduling).
  • Use the Schedule Creation Quick Start Guide for Core Scheduling for step-by-step instructions to build your first schedule in MyTime.
  • The migration of some leave types into MyTime is currently in process. Please wait until leave information is fully loaded before inquiring further.
    • Future-dated approved time off requests were imported from HBS, StaffReady, and Clairvia today. To report an issue, email [email protected].
    • We are continuing the process of entering scheduled absences related to open leave cases. You can expect all leaves to be reflected in MyTime by May 21, 2025. Once intermittent leaves are established in MyTime, managers will need to apply time on timecards using leave paycodes available in the paycode drop-down list.
    • Advanced approved time off that uses Compensatory Time Off (CTO) will be imported into MyTime by May 16, 2025. Upon import, schedules will be updated to reflect approved CTO and may require re-balancing of the schedule.

Step 4: Update direct reports in HR Umbrella (if needed). Job aids for completing this step are available from the Roster tab upon logging into HR Umbrella. If you do not have access to update rosters, contact your manager.

Job aids for specific tasks are available at the start of early go-live on April 28. If you need further assistance, plan to join a scheduling support session or contact the Controller's Office Solution Center (see details below).

Step-by-step instructions: Health departments implementing Advanced Scheduling and Advanced Scheduling with Clinical Scheduling Extensions

Confirm your login. On Monday, April 28, managers/supervisors with direct reports and all users granted the Timekeeper and Scheduler roles for go-live will receive an email with MyTime login instructions. Follow the instructions provided to log into MyTime from any web browser.

A demonstration video is available (MyAccess login required) to walk you through the cutover steps listed below. This video is meant to be a quick reference and is not a substitute for completing training.

Step 1: Set up manager delegation.

Step 2: Validate your direct reports in MyTime.

In addition to watching the demonstration video above, access the Confirm Direct Reports job aid for step-by-step instructions, including what to do if you do not see all of your direct reports in MyTime.

Step 3: Build schedules as needed. Advanced scheduling departments will need to:

  • Transfer the current schedule (from May 11 forward) from the current scheduling system into MyTime
  • Finish building their upcoming schedule in the current scheduling system and then transfer into MyTime
  • Build the initial schedule for the next scheduling period in preparation for the self-scheduling window that begins on May 11, 2025

Detailed transition plans for each legacy system (Clairvia, OnOrOff, symplr, and StaffReady) are included in the Scheduling System Transitions section of the MyTime cutover schedule (see Scheduling System Transitions: Advanced Scheduling).

Use the Schedule Creation Quick Start Guide for Advanced Scheduling for step-by-step instructions to build your first schedule in MyTime. Job aids for specific advanced scheduling tasks are available at the start of early go-live on April 28.

The migration of some leave types into MyTime is currently in process. Please wait until leave information is fully loaded before inquiring further:

  • Future-dated approved time off requests were imported from HBS, StaffReady, and Clairvia today. To report an issue, email [email protected].
  • We are continuing the process of entering scheduled absences related to open leave cases. You can expect all leaves to be reflected in MyTime by May 21, 2025. Once intermittent leaves are established in MyTime, managers will need to apply time on timecards using leave paycodes available in the paycode drop-down list.
  • Advanced approved time off that uses Compensatory Time Off (CTO) will be imported into MyTime by May 16, 2025. Upon import, schedules will be updated to reflect approved CTO and may require re-balancing of the schedule.

Step 4: Update direct reports in HR Umbrella (if needed). Job aids for completing this step are available from the Roster tab upon logging into HR Umbrella. If you do not have access to update rosters, contact your manager.

Step 5: Enter skills in HR Umbrella.

Job aids for specific tasks are available at the start of early go-live on April 28. If you need further assistance, plan to join a scheduling support session or contact the Controller's Office Solution Center (see details below).

Consider downloading and installing the MyTime mobile app.

Follow step-by-step instructions to download and install the UKG Pro mobile app to connect to MyTime when you are on the go.

Get help if you need it.

Support options are available during early access if you encounter issues.

  • Go to the MyTime Help page for details.
  • Join a support session to get help with Core Scheduling and Advanced Scheduling data entry:
    • Core Scheduling and Timekeeping: drop-in sessions offered daily
    • Advanced Scheduling: sessions were pre-scheduled with Health cost centers and are by invitation only
  • Contact the Controller's Office Solution Center

Actions to take beginning on May 11, 2025 (biweekly go-live)

Review help options, including live support sessions.

  • Find job aids for common tasks in the job aid library.
  • Extended support hours and live support sessions are available during implementation.

Log into MyTime

  1. Starting on Sunday, May 11, go to MyAccess at https://myaccess.ucsf.edu. A link to the MyTime web application will also be available from:
  • CareLinks (You may need to clear your web browser cache to see the link.)
  • the Imprivata task bar on clinical computers with Imprivata OneSign
  1. You will be prompted to log in using your MyAccess username and password.
  2. If you are not connected to the UCSF network, you will receive a DUO push notification to verify your identity.

If you need more help using MyAccess, see MyAccess Single Sign-On and Multi-Factor (Duo) Authentication Methods. If you have favorites saved in MyAccess, click Manage Favorites to add MyTime to your list of saved applications.

Use of the Virtual Private Network (VPN) is not required to access MyTime.

Establish employee schedules

Use the the Schedule Creation Quick Start Guide for Core Scheduling and the Schedule Creation Quick Start Guide for Advanced Scheduling for step-by-step instructions to build your first schedule in MyTime. Job aids for specific scheduling tasks are available.

For employees with alternative schedules or fixed evening and night schedules, make sure the correct schedule group is assigned.

Complete Timecards for Employees on Intermittent Leave

HR’s Leave Management team establishes leaves in MyTime for employees on both continuous block and intermittent leaves. Once leaves are established, paycodes need to be applied on employee timecards.

  • For employees on intermittent leave, managers need to apply leave time on timecards using leave case codes available in the paycode drop-down list. Review step-by-step instructions.
  • HR's Leave Management team handles the entry of leave paycodes for employees on continuous block leaves.

If an employee is on continuous leave and the leave code is missing from the timecard, or if the employee is on intermittent leave and the leave case code is missing from the paycode drop-down, follow these steps to determine the action needed:

  1. Review the HR Leaves of Absence webpage.
  2. Check that the leave was submitted in HR Umbrella. If not, direct the employee to HR Umbrella to submit the leave, or the manager can submit the employee's leave on their behalf.
  3. Check that the leave has been approved by the Leave Management team in HR Umbrella.
  4. Check that the approved leave start date is not in the future.
  5. If the employee is on an approved intermittent leave, follow the steps above for completing timecards.
  6. If a leave case code still does not appear on the timecard or in the paycode drop-down for an employee on leave, reach out to your leave specialist.

Remember that HR Umbrella is the system of record for leave management.

Actions during the pay period

Log into MyTime daily to check clocking and attendance notifications and resolve timekeeping exceptions. Look up the most common MyTime notifications.

My Notifications Tile: monitor Tasks, Employee Requests, Timekeeping Requests

  • Review and resolve notifications and pending tasks daily (or as often as possible) during the pay period.
  • Be sure to review and take action on time off requests. Approved requests will update an employee's schedule and timecard automatically. See job aid: Employee Time Off Requests.

Manage Timecards Tile: address Must Fix, Needs Review, Miscellaneous notifications

Pending Employee Timecard Changes Tile: Review, Approve/Reject, Resolve Exceptions

Manage Schedule Tile: schedule transfers, paycode edits, shift edits

Dataviews Tile: quick access to commonly used dataviews and reports

  • Validate timekeeping data for the department or direct reports.
  • Provides an interactive view of timekeeping data

Actions during the biweekly pay period close

Job aid: Pay Period Close Quick Reference Guide

Here is what you need to know when it's time to approve timecards for the pay period.

Managers and those who support timekeeping as timekeepers and delegates play a pivotal role in ensuring that timecards accurately reflect the hours worked and are free of pay-impacting exception errors. Below are quick and easy steps follow to help support the review and approval of timecards.

For daily activities managers should complete throughout the pay period, see Actions during the pay period in the section above.

Key Dates for the May 11 - 24, 2025 Biweekly Pay Period

  • Sunday, May 25, by 11:59 p.m.: Employees must review, edit, and approve their timecard in MyTime.
  • Tuesday, May 27, by 6 a.m.: Managers (or delegates) must review, edit, and approve all timecards in MyTime.

Note: the first manager timecard approval due date is on the Memorial Day holiday. Consider establishing early employee timecard approval due dates to ensure you can review, edit, and approve timecards before the established deadline. We encourage all employees working weekday shifts to complete timecard approvals by Friday, May 23.

Run the Pay Period Review Dataview

At the end of the pay period, run the Pay Period Review Dataview before you approve timecards to ensure the timecards are clean and complete.

To access the Dataview:

  • Managers can access the Pay Period Review Dataview from the Dataviews tile on your home page.
  • Or, navigate from the main menu to Dataviews & Reports > Dataview Library. Find the Pay Period Review dataview in the Timekeeping section.
  • For step-by-step instructions, see How to Run a Dataview.

To enter your Dataview criteria:

  • Use a convenient prebuilt Hyperfind, such as “Direct Reports” or “All Biweekly Employees” to filter your Dataview for only the employees you want to review. Or, Create a Personal Hyperfind to quickly isolate the population you want to review in the Dataview.
  • Be sure to select the appropriate timeframe for review. If you are accessing the Dataview after the end of the period to perform approval for a pay period, select the pre-configured value Previous Pay Period. If you are reviewing timecards during the current pay period, select the value of Current Pay Period.

Information to Confirm in the Pay Period Review Dataview

For each of your direct reports (or for each employee where you are delegated timekeeping responsibility), review and take action as needed:

  • No hours on a scheduled day
    • A Missed In Punch, Missed Out Punch or Unexcused Absence will lead to no hours on the timecard.
    • Any number signifying occurrences in these columns indicates an error on the timecard that must be resolved.
  • Total Scheduled Hours vs Total Actual Hours
    • Total Actual Hours include normal work hours and overtime, normal hours should not exceed 80 per pay period.
    • Total Scheduled Hours should match Total Actual Hours for the pay period, unless overtime is worked.
  • Overused leave will lead to less hours paid to the employee
    • Review the Overused PTO, Overused Sick, and Overused Vacation columns to ensure appropriate leave was used.
  • Employee and Manager Approval
    • Full employee and manager approval for the period is required and should be indicated in the Employee Approval Status and Manager Approval Status columns respectively.

Once you have completed your review you can approve timecards all at once from the Pay Period Review Dataview or from the Employee Summary page.

  1. Select the check box next to each employee name.
  2. From the Approval menu, select Approve Timecard.

You're all done. Thank you for ensuring your employees are paid timely and accurately!

Actions after the biweekly pay period close

If timecard errors are identified or if pay-impacting timecard exceptions (like a missed punch) were not resolved before the payroll processing cut-off, a timecard adjustment – also known as a historical timesheet correction – must be submitted to the UCSF Payroll Office.

  • To request adjustments to MyTime timecards for the previous pay period, managers, delegates, or department timekeepers will need to submit a MyTime Timecard Adjustment Form.
  • To request historical adjustments of HBS timesheets for all pay periods through May 10, 2025, continue to submit the Health Time Maintenance Form (TMF) and the Campus Timesheet Change Request Form.

Actions to take beginning on June 1, 2025 (monthly go-live)

Review help options, including live support sessions.

Approve May Timesheets in HBS by Tuesday, June 10, 2025

Complete timesheet activities in HBS for the May 2025 monthly pay period.

  • By Friday, June 6: Employees paid monthly must review and submit their timesheets in HBS for the May 2025 pay period.
  • By Tuesday, June 10: Managers must review and approve timesheets in HBS for the May 2025 pay period.

Log into MyTime

  1. Go to MyAccess at https://myaccess.ucsf.edu.
  2. You will be prompted to log in using your MyAccess username and password.
  3. If you are not connected to the UCSF network, you will receive a DUO push notification to verify your identity. Use of the Virtual Private Network (VPN) is not required to access MyTime.

If you need more help using MyAccess, see MyAccess Single Sign-On and Multi-Factor (Duo) Authentication Methods.

If you have favorites saved in MyAccess, click Manage Favorites to add MyTime to your list of saved applications.

Complete Timecards for Employees on Intermittent Leave

HR’s Leave Management team establishes leaves in MyTime for employees on both continuous block and intermittent leaves. Once leaves are established, paycodes need to be applied on employee timecards.

  • For employees on intermittent leave, managers need to apply leave time on timecards using leave case codes available in the paycode drop-down list. Review step-by-step instructions.
  • HR's Leave Management team handles the entry of leave paycodes for employees on continuous block leaves.

You can expect current leaves to be reflected in MyTime by June 2, 2023. If an employee is on continuous leave and the leave code is missing from the timecard, or if the employee is on intermittent leave and the leave case code is missing from the paycode drop-down, follow these steps to determine the action needed:

  1. Review the HR Leaves of Absence webpage.
  2. Check that the leave was submitted in HR Umbrella. If not, direct the employee to HR Umbrella to submit the leave, or the manager can submit the employee's leave on their behalf.
  3. Check that the leave has been approved by the Leave Management team in HR Umbrella.
  4. Check that the approved leave start date is not in the future.
  5. If the employee is on an approved intermittent leave, follow the steps above for completing timecards.
  6. If a leave case code still does not appear on the timecard or in the paycode drop-down for an employee on leave, reach out to your leave specialist.

Remember that HR Umbrella is the system of record for leave management.

Actions during the pay period

Log into MyTime regularly to check notifications, review time off requests, and resolve timekeeping exceptions. Look up the most common MyTime notifications.

My Notifications Tile: monitor Tasks, Employee Requests, Timekeeping Requests

  • Review and resolve notifications and pending tasks daily (or as often as possible) during the pay period.
  • Be sure to review and take action on time off requests. Approved requests will update an employee's schedule and timecard automatically. See job aid: Employee Time Off Requests.

Manage Timecards Tile: address Must Fix, Needs Review, Miscellaneous notifications

  • Certain timecard errors (exceptions) are pay impacting and require your attention before an employee can complete their timecard.

Pending Employee Timecard Changes Tile: Review, Approve/Reject, Resolve Exceptions

Manage Schedule Tile: schedule transfers, paycode edits, shift edits

  • Job aid: Manage Schedule Tile
  • Schedules are not recommended for monthly exempt employees.
  • For non-exempt employees and biweekly exempt employees, see Core Scheduling and Advanced Scheduling sections of the MyTime Job Aid library.

Dataviews Tile: quick access to commonly used dataviews and reports

  • Validate timekeeping data for the department or direct reports.
  • Provides an interactive view of timekeeping data.

Actions during the monthly pay period close

Coming soon. Look for step-by-step instructions for pay period review closer to the end of the June monthly pay period.

Actions after the monthly pay period close

If timecard errors are identified, a timecard adjustment – also known as a historical timesheet correction – must be submitted to the UCSF Payroll Office.

  • To request adjustments to MyTime timecards for the previous pay period, managers, delegates, or department timekeepers will need to submit a MyTime Timecard Adjustment Form.
  • To request historical adjustments of HBS timesheets for all pay periods through May 2025, continue to submit the Health Time Maintenance Form (TMF) and the Campus Timesheet Change Request Form.