UCSF employees use MyTime to submit hours, request and report leave, and manage work schedules. Employee self-service access is granted automatically when an individual is hired into a UCPath position.
- Explore self-paced training in the UC Learning Center and step-by-step job aids to guide you through common procedures.
- UCSF Campus Administrative Interim Policy 300-50: Timekeeping addresses compliance related to accurate and timely recording and reporting of time worked to promote the efficient processing of payroll. This policy applies to all employees for the recording and reporting of all time off, paid or unpaid, hours worked for leave policy eligibility, and to non-exempt employees for the recording of actual hours worked.
- Understanding Timekeeping at UCSF outlines timekeeping responsibilities and procedures for employees and people managers.
Quick start guides below are based on your pay frequency and your FLSA (Fair Labor Standards Act) exemption status: biweekly non-exempt, biweekly exempt, or monthly exempt.
- Ask your manager if you don’t know your FLSA exemption status. You can also confirm your FLSA exemption status using your job code; see How to Determine FLSA Exemption Status for step-by-step instructions.
- Note: Medical Residents using MedHub and academic appointees without salary do not use MyTime; if you have questions about which system to use, ask your manager or department administrator.
Biweekly Non-Exempt (Hourly) Employees
Log into MyTime
- 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
- You will be prompted to log in using your MyAccess username and password.
- 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.
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.
| Clocking Device | Locations | Authentication Method: campus and UCSF Health | Authentication Method: Saint Francis, St. Mary’s, BCH Oakland | Notes |
|---|---|---|---|---|
| Wall clock | Find wall clock locations. | Scan or insert your UCSF ID badge. | Type in your UCSF ID number (beginning with “02”). |
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| 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”). |
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| Computer Workstation |
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Access to MyTime is available from any web browser. | |
| MyTime mobile app |
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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.
- Follow the instructions above to log into MyTime.
- Once connected, use the Punch tile to record time and attest to meal breaks.
Wall Clocks. New time clocks are strategically installed across campus and UCSF Health based on historical usage patterns and evolving work habits. Check with your manager or supervisor if you will use a MyTime wall clock or if your department uses other device options.
- Review wall clock locations.
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, St. Mary's, and BCH Oakland 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, St. Mary's, and BCH Oakland 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.
- Use of the mobile app is voluntary. Check with your manager or supervisor on the use of the mobile app for your department.
- Review instructions on downloading and connecting to the mobile app.
- Once connected, use the Punch tile to record time and attest to meal breaks.
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 using MyTime Advanced Scheduling have additional tools for managing their schedule requests. Check with your manager or scheduler for additional guidelines on the following procedures:
- Shift Coverage Requests in MyTime Advanced Scheduling
- How to Request Shift Swaps in MyTime Advanced Scheduling
- Submitting Self-Schedule Requests in MyTime Advanced Scheduling
- Submitting Availability Change Requests in MyTime Advanced Scheduling
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:
- Review My Timecard (Non-Exempt Employees)
- Fix a Missed Punch with Attestation (Desktop)
- Fix a Missed Punch with Attestation (Mobile)
Request Time Off
- Follow steps to submit a new time off request or cancel a time off request.
- Review imported leave using your schedule.
UCPath continues to be the system of record for calculating most leave accruals and leave balances. You can view your balances in UCPath and view your balances 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.
- Review My Timecard (Nonexempt Employee)
- Approve My Timecard - List View or Approve My Timecard - Table View
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. Support options will are available to provide further assistance when needed.
Biweekly Exempt Employees
Log into MyTime
- 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
- You will be prompted to log in using your MyAccess username and password.
- 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
- Follow steps to submit a new time off request or cancel a time off request.
- Review imported leave using your schedule.
UCPath continues to be the system of record for calculating most leave accruals and leave balances. You can view your balances in UCPath and view your balances 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.
- Review My Timecard (Exempt Employee)
- Approve My Timecard - List View or Approve My Timecard - Table View
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.Support options are available to provide further assistance when needed.
Monthly Exempt Employees
Log into MyTime
- Go to MyAccess at https://myaccess.ucsf.edu.
- You will be prompted to log in using your MyAccess username and password.
- 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
- Follow steps to submit a new time off request or cancel a time off request.
- Review imported leave using your schedule.
UCPath continues to be the system of record for calculating most leave accruals and leave balances. You can view your balances in UCPath and view your balances in MyTime. See Understanding Leave Balances in MyTime and UCPath for differences between these systems.
Enter and Edit Timecard Entries
Monthly exempt employees do not clock in and out. Timecards for monthly exempt employees should reflect only time off hours.
Exempt employees must accurately report on their timecard 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.
Monthly exempt employees should not have a schedule entered in MyTime. Time off hours will populate automatically when time off requests are approved or can be added manually when necessary.
Timekeeping training covers procedures for working with your timecard in MyTime. Review instructions on how to review and edit your timecard.
Approve Timecards Before Timekeeping Deadlines
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.
During timecard review, check that all time away is accurate for the pay period. Edit your timecard as needed or contact your manager or your department timekeeper if you need help.
- Review My Timecard (Exempt Employee)
- Approve My Timecard - List View or Approve My Timecard - Table View
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.