Understanding MyTime Paycodes for Time Off

With the transition to MyTime, managers, timekeepers, and schedulers have access to a wider range of paycodes than they were accustomed to seeing in HBS or legacy scheduling systems. Some access to additional paycodes is temporary as we transition to the new system and is being refined to simplify your experience.

Review our guidance below on how to best manage recording time off on timecards and schedules. If you need help, contact MyTime Support.

The Best Practice for Requesting Time Off

Employees should request vacation using the My Time Off tile or from My Schedule. For step-by-step instructions, see How to Submit a Time Off Request.

Time off paycodes selected must match the time off program to which the employee belongs. Following this procedure, employees see only the time off paycodes they are eligible to use. This is the best practice as it prevents the selection of ineligible paycodes that might be rejected by UCPath during payroll processing. It also provides a workflow for requests and approvals and allows employees to cancel or edit a time off request directly.

Managers and employees may also add a time off paycode directly to the timecard or schedule. When an employee adds a time off paycode, the drop-down selection is limited to only time off paycodes that pertain to them. However, managers, timekeepers, and schedulers see all paycodes available for all employees, including paycodes that do not apply to the employee whose timecard or schedule they are accessing. This requires managers to be aware of which time off program the employee participates in and to select the correct time off paycode when adding it directly to the timecard or schedule. If the wrong code is selected, an employee may end up missing pay.

Temporary Time Off Paycodes During Cutover from HBS

Managers, timekeepers, and schedulers currently see even more time off paycodes in MyTime than they typically need. When HBS approved time off was imported into MyTime, the paycodes listed below were used to record the approved time off. Managers continue to need access to these paycodes in order to edit the hours and to delete the time off if an employee cancels their plans.

The project team will remove these time off paycodes on June 13 to avoid further confusion and reduce the size of the paycode dropdown list.

• It is fine to leave these paycodes in place; they are valid paycodes, and the employee will be paid for that time as long as they have the associated balance in their leave bank.
• Managers, timekeepers, and schedulers can swap out the HBS time off paycodes for one they will continue to have access to, but only until June 13.
• Once access to the paycodes is removed, managers must submit a ticket to [email protected] if changes are needed to the paycode applied on the timecard or schedule (for example, if the employee cancels their plans or an import error is discovered).

More About Time Off Paycodes

MyTime uses two distinct types of time off paycodes.

• Cascading paycodes: A cascading paycode is a type of paycode in UKG Pro Workforce Management that consists of a parent paycode and associated children paycodes. Only the parent cascading paycode appears on the timecard. The cascade itself appears in the Totals tab. For time off, UCSF uses cascading paycodes to track time off requested against an available balance, and once the balance is depleted, to rollover the remaining request to overused. Paycodes ending in “Request” are designated as cascading paycodes.
• Non-Cascading paycodes: A type of paycode that is hour-based, which, when used, does not evoke the cascade feature in UKG Pro workforce Management. When used for submitting a time off request, the system will prevent submission if the associated leave balance is depleted.

Managers, timekeepers, and schedulers who need to apply time off paycodes to schedules and timecards can consult the MyTime Time Off Paycode by Group reference guide to identify eligible paycodes for each employee by group.