Get Started with MyTime: Employee Action Checklist

Go-live actions for Campus and UCSF Health employees transitioning to MyTime are listed below. Links to job aids for common tasks are included.

All employees are expected to complete self-paced eLearning in the UC Learning Center. 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.

Biweekly Non-Exempt (Hourly) Employees: Go Live on May 11, 2025

Employees paid biweekly will start using MyTime with the pay period beginning Sunday, May 11, 2025.

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.

Access Devices for Clocking

All non-exempt employees are required to clock in and out at the beginning and the end of their shift and for all meal breaks.

The way you connect to MyTime may be different than the way you connected to HBS or other timekeeping and scheduling tools. Your department 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.

Device Login Methods at a Glance
Clocking Device Locations Authentication Method: campus and UCSF Health Authentication Method: Saint Francis/St. Mary’s Notes
Wall clock Find wall clock locations. Scan or insert your UCSF ID badge. Type in your UCSF ID number (beginning with “02”).
Kiosk Check with your manager or supervisor if kiosks are available in your area. Type in your UCSF badge number . Type in your UCSF ID number (beginning with “02”).
  • Job aid: Punch Using a Kiosk
  • Kiosks are dedicated for clocking only.
  • Use of each kiosk is limited to employees designated by department or manager.
Computer Workstation
  • Connect from any UCSF assigned or shared workstation.
  • Check with your manager or supervisor for shared computer workstations in your area.
  • Log in from MyAccess, CareLinks, or Imprivata task bar.
  • Enter your MyAccess username and password (single sign-on).
  • Complete DUO push if connecting from outside the UCSF network.
 Access to MyTime is available from any web browser.
MyTime mobile app
  • Employees may voluntarily download the UKG Pro mobile app on personal devices.
  • Check with your manager or supervisor regarding use of mobile for clocking in your area.
  • Upon installation, enter your MyAccess username and password (single sign-on).
  • Complete DUO push if connecting from outside the UCSF network.
 Job aid: How to Download and Install the MyTime Mobile App

UCSF Computer Workstations. Everyone will be able to access the MyTime application, including the ability to clock in and out, using a web browser at your assigned computer workstation or a shared computer.

Wall Clocks. New time clocks were 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. 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 your department is switching to other device options.

  • Review planned wall clock locations.
  • Look for signage at your existing wall clock in early May for additional details.

Most employees using wall clocks will clock in and out using their UCSF badge. Employees at Saint Francis and St. Mary's locations will clock in and out by entering their UCSF ID number (beginning with "02").

  • Review steps in the Punch with a Badge job aid.
  • Saint Francis and St. Mary's employees: to find your UCSF ID number, log into MyAccess and click the MyID link.

Kiosks. Your department may have 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 UCSF ID badge number. Employees at Saint Francis and St. Mary's locations will clock in and out by entering their UCSF ID number (beginning with "02"). Swiping with an ID badge is not currently available.

  • Review steps in the Punch Using a Kiosk job aid.
  • Your manager or supervisor can look up your ID badge number on the Roster tab in HR Umbrella.
  • Saint Francis and St. Mary's employees: to find your UCSF ID number, log into MyAccess and click the MyID link.

MyTime 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.  “UKG Pro” stands for UKG Pro Workforce Management – the software platform that MyTime is built on. 

Access Your Schedule

Non-exempt employees should have a schedule entered into MyTime. Schedules drive timekeeping activities, including certain pay rules in MyTime. For many employees, schedules reflect fixed work schedules or rotating shifts. For others, schedules track complex work assignments based on variable patient care needs.

All employees can view and manage their work schedule.

Employees working in clinical units transitioning from Clairvia, OnOrOff, StaffReady, and symplr have additional tools for managing their schedule requests. Check with your manager or scheduler for additional guidelines on the following procedures:

Address Timecard Errors and Correct Punches

All employees must inform their supervisor of any corrections, omissions and/or changes immediately and/or adjust their time records to accurately reflect time worked. Such adjustments must be made in a timely manner and no later than the close of the pay period.

Timekeeping training covers procedures for identifying and correcting punch errors. Review job aids for these specific steps:

Request Time Off

Your approved time off requests for leave on or after May 11, 2025, were imported from HBS if they were entered and approved by April 21.

Note: Leave balances will be imported into MyTime from UCPath and HBS in stages upon completion of payroll processing. Balance imports are expected to be complete by Tuesday, May 20, 2025. Wait until May 20 to confirm balances in MyTime and to reach out with any questions or to report discrepancies. Review the MyTime Cutover Schedule for details.

UCPath continues to be the system of record for calculating most leave accruals and leave balances. Beginning May 20, you can view your accruals in MyTime. See Understanding Leave Balances in MyTime and UCPath for differences between these systems.

Approve (Submit) Timecards Before Upcoming Timekeeping Deadlines

Employees paid biweekly must review and attest to the accuracy of their timesheet in MyTime no later than midnight on the Sunday after the close of the pay period. Supervisors may set an earlier deadline for their employees to attest to their timesheets on-line in order to provide supervisors sufficient time to approve timesheets before standard timekeeping deadlines, or other deadlines that may be communicated by Payroll.

Before midnight on May 11: complete timesheet activities in HBS for the biweekly pay period April 27 - May 10, 2025.

  • On Saturday, May 10 (or Sunday, May 11 for night shifts): if you clocked in for your shift using HBS, remember to clock out using HBS.
  • By midnight Sunday, May 11: Review and submit your timesheet in HBS for the biweekly period ending Saturday, May 10, 2025.

Before midnight on May 25: review, edit and approve your timecard in MyTime for the biweekly pay period May 11 - 24, 2025.

Find more details on the cutover schedule for "Recording Time on Timesheets".

Get Help

If you have timekeeping or scheduling questions, start by asking your manager or supervisor. If you are unable to reach a solution, your manager will help escalate the issue to the appropriate channel. Expanded support options will be available during implementation to provide further assistance when needed.

Biweekly Exempt Employees: Go Live on May 11, 2025

Employees paid biweekly will start using MyTime with the pay period beginning Sunday, May 11, 2025.

Log into MyTime

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

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

Employees may voluntarily download the UKG Pro mobile app on personal devices.

 

Access Your Schedule

Biweekly exempt employees should have a schedule entered into MyTime. For most biweekly exempt employees, schedules reflect fixed work schedules. If you have a schedule, your daily hours will pre-populate on your timecard and you only need to make changes when necessary. Without a schedule, biweekly exempt employees are required to enter hours manually on their timecard.

All employees can view and manage their work schedule.

If your regular schedule is not accurate and you find yourself correcting identical errors each period, you should request that your schedule be changed to reflect your current regular schedule. Contact your manager or department scheduler if a change is needed.

Enter and Edit Timecard Entries

Biweekly exempt employees must accurately report on their timesheet all productive and non-productive time in full-day increments, inclusive of any paid and unpaid time off. If you have a schedule, your daily hours will pre-populate on your timecard and you only need to make changes when necessary. Without a schedule, biweekly exempt employees are required to enter hours manually on their timecard.

Timekeeping training covers procedures for identifying and correcting punch errors. Review instructions on how to access and review your timecard.

Request Time Off

Your approved time off requests for leave on or after May 11, 2025, were imported from HBS if they were entered and approved by April 21.

Note: Leave balances will be imported into MyTime from UCPath and HBS in stages upon completion of payroll processing. Balance imports are expected to be complete by Tuesday, May 20, 2025. Wait until May 20 to confirm balances in MyTime and to reach out with any questions or to report discrepancies. Review the MyTime Cutover Schedule for details.

UCPath continues to be the system of record for calculating most leave accruals and leave balances. You can view your accruals in MyTime. See Understanding Leave Balances in MyTime and UCPath for differences between these systems.

Approve (Submit) Timecards Before Upcoming Timekeeping Deadlines

Employees paid biweekly must review and attest to the accuracy of their timesheet in MyTime no later than midnight on the Sunday after the close of the pay period. Supervisors may set an earlier deadline for their employees to attest to their timesheets on-line in order to provide supervisors sufficient time to approve timesheets before standard timekeeping deadlines, or other deadlines that may be communicated by Payroll.

Before midnight on May 11: complete timesheet activities in HBS for the biweekly pay period April 27 - May 10, 2025.

  • On Saturday, May 10 (or Sunday, May 11 for night shifts): if you clocked in for your shift using HBS, remember to clock out using HBS.
  • By midnight Sunday, May 11: Review and submit your timesheet in HBS for the biweekly period ending Saturday, May 10, 2025.

Before midnight on May 25: review, edit and approve your timecard in MyTime for the biweekly pay period May 11 - 24, 2025.

Find more details on the cutover schedule for "Recording Time on Timesheets".

Get Help

If you have timekeeping or scheduling questions, start by asking your manager or supervisor. If you are unable to reach a solution, your manager will help escalate the issue to the appropriate channel.Expanded support options will be available during implementation to provide further assistance when needed.

Monthly Employees: Go Live on June 1, 2025

Employees paid monthly start using MyTime with the June 2025 monthly pay period.

Submit Your May Timesheet in HBS by Friday, June 6, 2025

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

  • Monthly exempt employees: record all time off taken in May directly on your May timesheet in HBS.
  • Monthly non-exempt employees: record all hours for May on your May timesheet in HBS.
  • By Friday, June 6: Review and submit your timesheet in HBS for May 2025 monthly 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 have favorites saved in MyAccess, click Manage Favorites to add MyTime to your list of saved applications. If you need more help using MyAccess, see MyAccess Single Sign-On and Multi-Factor (Duo) Authentication Methods.

Employees may voluntarily download the UKG Pro mobile app on personal devices.

Review and Request Time Off and Leave Balances

Your approved time off requests for leave on or after June 1, 2025, were imported from HBS if they were entered and approved by April 21.

Note: Leave balances will be imported into MyTime from UCPath and HBS in stages upon completion of payroll processing. Balance imports are expected to be complete by June 14, 2025. Wait until after June 14 to confirm balances in MyTime and to reach out with any questions or to report discrepancies. Review the MyTime Cutover Schedule for details.

UCPath continues to be the system of record for calculating most leave accruals and leave balances. You can view your accruals in MyTime. See Understanding Leave Balances in MyTime and UCPath for differences between these systems.

Enter and Edit Timecard Entries

Like today, monthly exempt employees will not clock in and out. Exempt employees must accurately report on their timesheet all time away from work in full-day increments, inclusive of any paid and unpaid time off. All employees should submit advance leave requests for approval through MyTime.

Timekeeping training covers procedures for working with your timecard in MyTime. Job aids are available to help you get started completing the most common timekeeping tasks in MyTime.

Review instructions on how to access and review your timecard.

Approve Timecards in MyTime Before Timekeeping Deadlines

Employees paid monthly start using MyTime with the June 2025 monthly pay period.

Employees paid monthly must review and attest to the accuracy of their timesheet online in the Timekeeping System no later than the fifth business day of the following month.

Timesheets must be completed and submitted for each pay period by the established deadline, whether leave was taken or not.

By Tuesday, July 8, 2025: review, edit and approve your timecard in MyTime for the June 2025 monthly pay period.

Get Help

If you have timekeeping or scheduling questions, start by asking your manager or supervisor. If you are unable to reach a solution, your manager will help escalate the issue to the appropriate channel. Review support options for further assistance when needed.