As current timekeeping and scheduling practices vary across the enterprise, the transition to MyTime will have different impacts from across the campus and health system. As this initiative moves forward, we will share ongoing updates with you, including opportunities to learn more about specific features of the new system.
Timekeeping systems
All UCSF employees who currently use the HBS Timekeeping System will transition to MyTime for time and attendance.
Scheduling systems
As different departments have different scheduling requirements, MyTime offers three flexible scheduling solutions to meet needs across UCSF and UCSF Health.
MyTime's Core Scheduling module will be available for all departments across the enterprise. Core Scheduling provides essential tools to create, view and maintain accurate schedules. It is suited for departments with staff who work static or standard rotating shifts. Watch a brief video (opens in new window) to learn more about Core Scheduling features.
UCSF Health departments that use Clairvia, StaffReady, OnOrOff, and symplr will transition to MyTime’s Advanced Scheduling module. Watch a brief video (opens in new window) to learn more about key changes and Advanced Scheduling features (MyAccess login required).
In-patient nursing departments will also implement MyTime’s Clinical Scheduling Extensions module. The Extensions module will allow UCSF to forecast staffing needs, create and manage schedules that factor in employee skills, licensure, experience, and preferences as well patient workload.
Do you need help determining which scheduling module your cost center is implementing? Download this Excel reference guide to look up by your department (MyAccess login required).
Clocking in and out
All hourly (non-exempt) employees will be expected to clock in and out at the beginning and end of their scheduled shifts and for their meal break(s), and in accordance with department policy.
Departments may use one or more of the following methods to clock in and out. Clocking methods by department are still being discussed, and details will be shared in the future.
- Employees may use their identification badge at designated physical timeclock(s).
- Employees may use a webclock interface (such as on a UCSF computer workstation or kiosk).
- Optionally, for employees working at designated UCSF locations, an employee may use the UKG Pro mobile application (“mobile app”) via their personal mobile device. Further information about the mobile app is provided below.
Salaried (exempt) employees do not clock in and out and are required only to record exceptions to worked time (e.g., vacation, sick leave, and PTO) on their timesheets.
Mobile app
UKG will offer a mobile application to access the MyTime system. This app will allow employees to clock in and out, review sick and vacation balances and accruals, check the employee’s schedule, and more. Managers and designated department administrators can use the app to review and approve timesheets and leave requests and update schedules. The mobile app will be available for use on Apple iOS and Android devices. Use of the mobile app will be strictly voluntary.
If an employee chooses to utilize the mobile app for clocking in or out purposes, they must first enable their mobile phone’s location tracking. Clocking in and out will only be available within a specific designated “geo-fenced” area surrounding their work location where the system will record the employee’s location only at the time of clocking in and at the time of clocking out. An employee’s location will not be tracked or recorded at any other time when using the mobile app. Geo-fencing and use of location services is not required for other mobile app functions such as accessing schedules, submitting leave requests, or viewing accruals.
Rounding
The current practice of rounding to the nearest quarter hour will not change when clocking in and out for the beginning and the end of each shift.
When clocking in and out for meal breaks, exact times will be recorded; no rounding will be applied.
Attestation
All employees (exempt and non-exempt) will continue to be required to verify and certify the accuracy of timesheets during the timesheet submission process. Biweekly and monthly timesheet submission and approval deadlines are not changing.
Hourly (non-exempt) employees will be asked to complete an attestation or confirmation of time entries captured for each shift during the new clocking process. More information on the attestation process will be provided once the practice has been defined.
Time off and leave accrual balances
Employees will be able to request time off via the MyTime system or directly via their manager.
Employees may view their accrual balances (such as for vacation or sick time) via the MyTime system. However, UCPath will continue to be UCSF's system of record for calculating accrual balances.
Leave Administration
Leaves will continue to be initiated via HR Umbrella. MyTime will reflect employee leave statuses recorded in HR Umbrella.
Compensatory Time Off (Comp Time)
Compensatory Time Off (CTO) or "Comp Time" will be standardized across UCSF. Read more about this change on the Human Resources website (opens in new window).