MyTime Cutover Schedule

All employees paid biweekly who currently use the HBS Timekeeping System will begin using MyTime with the biweekly pay period beginning Sunday, May 11, 2025.

• Hourly (non-exempt) employees will be required to clock in and out in real time at the start and end of all shifts and meal breaks.
• Salaried (exempt) employees will continue to report only time off on their timesheets, like PTO and sick leave.

Employee timesheet submission and manager timesheet approval due dates are not changing.

Review key dates and deadlines to understand when you need to take action and in what system.

Time Off Requests

In order to import approved time off data from HBS to MyTime, UCSF established a cut-off date of noon on Monday, April 21, 2025, to record all approved time off requests in HBS for leave dates on or after May 11, 2025.

• By noon on Monday, April 21: all time off requests approved in HBS by noon will be included in the extract to MyTime. Requests that have not been approved will not be transferred to MyTime.
• Between April 21 and May 10: employees should work with their managers directly to request time off. 
• Beginning Monday, April 28: managers can enter approved future-dated time off directly in MyTime when early access begins, or they can have employees submit the requests in MyTime after go-live.
• Sunday, May 11: Biweekly employees may begin submitting time off requests in MyTime directly.

Time off through May 10, 2025, for biweekly employees will continue to be recorded in HBS. All requests for time off through May 10 should be submitted, approved, and recorded in HBS.

If your department uses different systems for requesting and recording leave, including MedHub for Medical Residents and Clairvia and OnOrOff for certain UCSF Health units, you may not be impacted by this cut-off date. Check with your manager or department administrator.

Recording Time on Timesheets

During our transition, employees will need to complete timekeeping actions in both HBS and MyTime:

• All actions for the biweekly pay period April 27 through May 10 need to be completed in HBS.
• All actions for the biweekly pay period May 11 through May 24 (and all future pay periods) need to be completed in MyTime.

Review key dates below. To avoid possible pay delays, be sure you are recording time and completing all tasks in the right system.

Leave Balance Import to MyTime

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.

Employees should wait until May 20 to confirm balances in MyTime and to reach out with any questions or to report discrepancies.

Employees on Extended and Intermittent Leaves

We are continuing the processs of entering scheduled absences related to open leave cases. You can expect all leaves to be reflected in MyTime by May 16, 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.

Compensatory Time Off (CTO)

Advanced approved time off that uses Compensatory Time Off (CTO) will be imported into MyTime by May 16, 2025. CTO cannot be requested in MyTime until CTO balances are available.

The first standard CTO election period will begin on June 1, 2025. Elections will be made using MyTime.

• Exceptions to this election period are the NX comp time process, which completed annual elections in March/April, and the Police comp time process.
• Accumulated but unused CTO will be paid out to eligible employees twice per year in April and October, except for eligible employees represented by the California Nurses Associate (CNA) who will maintain a bank of 36 hours when electing CTO.

With the implementation of MyTime, there will be changes to how CTO is managed for campus non-exempt staff. Read more (opens in new window) on the Human Resources website.

All employees paid monthly who currently use the HBS Timekeeping System will begin using MyTime with the monthly pay period beginning Sunday, June 1, 2025. Salaried (exempt) employees will continue to report only time off on their timesheets, like vacation and sick leave.

Employee timesheet submission and manager timesheet approval due dates are not changing.

Review key dates and deadlines to understand when you need to take action and in what system.

Time Off Requests

In order to import time off data from HBS to MyTime, UCSF established a cut-off date of noon on Monday, April 21, 2025, to record all approved time off requests in HBS for leave dates on or after June 1, 2025.

• By noon on Monday, April 21: all time off requests approved in HBS by noon will be included in the extract to MyTime. Requests that have not been approved will not be included in the HBS extract
• Between April 21 and May 31: employees should work with their managers directly to request time off and record the leave hours directly on their timesheet.
• Beginning Monday, April 28: managers can enter future time off requests in MyTime when early access begins, or they can have employees enter the requests in MyTime after go-live.

Time off through May 31, 2025, for monthly employees will continue to be recorded in HBS. All requests for time off through May 31 should be submitted, approved, and recorded in HBS.

If your department uses different systems for requesting and recording leave, including MedHub for Medical Residents and Clairvia and OnOrOff for certain UCSF Health units, you may not be impacted by this cut-off date. Check with your manager or department administrator.

Recording Time on Timesheets

During our transition, employees will need to complete timekeeping actions in both HBS and MyTime:

• All actions for the monthly pay period May 1 through May 31 need to be completed in HBS.
• All actions for the biweekly pay period June 1 through June 30 (and all future pay periods) need to be completed in MyTime.

Review key dates below. To avoid possible pay delays, be sure you are recording time and completing all tasks in the right system.

Leave Balance Import to MyTime

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.

Employees should wait until June 14 to confirm balances in MyTime and to reach out with any questions or to report discrepancies.

Employees on Extended and Intermittent Leaves

We are continuing the processs of entering scheduled absences related to open leave cases. You can expect all leaves to be reflected in MyTime by May 16, 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.

All campus departments and some UCSF Health departments will transition to MyTime Core Scheduling.

With the transition to MyTime, all non-exempt employees and all exempt employees paid biweekly will require a schedule. Schedules drive timekeeping activities for:

• UCSF Health exempt employees paid biweekly. Without a schedule, these employees will be required to enter hours on their timecards manually for each day worked. With a schedule, biweekly exempt employees only need to update their timecard with non-productive time (e.g., vacation, sick leave, jury duty). A recurring schedule pattern can be applied once and needs to be updated only when work schedules change.
• All non-exempt employees. Schedules are required to enable the correct notifications for timekeeping via clocking in and out. Clocking in and out against a schedule allows MyTime to identify deviations from the planned work schedule, including missed punches, unexpected absences, and when employees may be working when they are not expected to work. Schedules must accurately reflect an employee’s work schedule and can be updated in real time to reflect changes.

You may be unaware that schedules are created for these employee groups today in HBS.

• UCSF Health managers enter and maintain schedules directly in HBS.
• Campus managers and department administrators submit scheduling details to Human Resources via PeopleConnect.

With the implementation of MyTime, all managers – or their department designees – are required to enter and maintain work schedules in MyTime directly.

Managers, as well as their delegates and any department schedulers, will have early access to MyTime starting on Monday, April 28, 2025, to validate schedules imported from HBS and to enter schedules ahead of the May 11 go-live for biweekly employees.

As part of the cutover migration process, schedules will be pre-populated in MyTime as follows:

1. Biweekly exempt employees in jobs at 100% appointment: a default schedule of Monday through Friday, 8 a.m. to 4 p.m. will be applied in MyTime. Manager and department schedulers can update this schedule to reflect an employee’s current schedule.
2. Biweekly exempt employees in jobs at less than 100% appointment: no schedule will be created or imported from HBS. Managers and department schedulers must create a schedule or apply a schedule pattern in MyTime to reflect each employee’s current schedule. If not schedule is created, employees must enter hours worked on their timecard in order to be paid.
3. Non-exempt employees with an existing schedule in HBS: the current HBS schedule will be imported to MyTime. Managers and department schedulers must review and update during the early access period beginning April 28.
4. Non-exempt employees with no existing schedule in HBS: no schedule will be created in MyTime automatically. Managers and department schedulers must enter a schedule during the early access period beginning April 28.
5. Non-exempt employees in cost centers transitioning to MyTime Advanced Scheduling: schedules from legacy systems will not be imported and must be entered directly in MyTime beginning April 28. See details below.

Schedules are not required for exempt employees paid monthly.

Managers and schedulers can expect pre-populated schedules to be loaded into MyTime before early access begins on April 28, and should:

• review and validate pre-populated schedules and make adjustments as needed
• create schedules for biweekly exempt employees and non-exempt employees who are missing a schedule in MyTime
• where relevant, ensure that alternate work schedules, including evening and night shift assignments, migrated from HBS are current and valid; update as needed

Step-by-step instructions are available from your People Manager Action Checklist.

With the transition to MyTime, all non-exempt employees and all biweekly exempt employees - require a schedule to be entered. Entering schedules for monthly exempt employees is not required. Managers, as well as their delegates and any department schedulers, will have early access to MyTime starting on Monday, April 28, 2025, to enter schedules ahead of the May 11 go-live for biweekly employees.

Clinical areas implementing MyTime Advanced Scheduling will be transitioning over from legacy systems. All units using Advanced Scheduling will utilize a four-week schedule period and will follow a standard six-week process to generate skeletal schedules, open employee request periods, and balance and post final schedules.

Review the transition timeline for each legacy system below.

Schedule Transition - Clairvia and OnOrOff to MyTime

Schedule Transition - symplr to MyTime

Schedule Transition - StaffReady to MyTime