Get Ready for MyTime: People Manager Action Checklist

The required actions for Campus and UCSF Health managers and supervisors to take to prepare for MyTime are listed below. Completing these actions on time will help ensure that your business needs are met, up-to-date information is migrated to the new system, and that any pay-impacting timekeeping issues are addressed prior to payroll processing.

Actions to complete now

Review what’s changing and not changing.

Review the list of key changes to understand what's changing and not changing.
Campus managers can watch a recorded information session tailored to changes for campus managers and supervisors.
Watch a quick overview video about MyTime Core Scheduling and key changes and features coming with MyTime Advanced Scheduling.

Review the cutover schedule to determine which dates and deadlines will affect your work.

During cutover, some administrative systems will become temporarily unavailable for processing of transactions. To ensure that your business needs can be satisfied, review and follow the key dates shown on the cutover schedule for timekeeping, leave and accruals, and scheduling system transitions.

Find your training path and complete training.

Training for managers, timekeepers, and schedules started on March 5 and should be completed before early access to MyTime begins on April 28. Your training plan depends on the scheduling solution being implemented for your department (Core Scheduling, Advanced Scheduling, or Advanced Scheduling with Clinical Scheduling Extensions). Select from your training path below:

Prepare your team.

Training for all employees began on April 14. Here’s how you can help your teams complete training:
- Make sure your direct reports know which training courses to complete and how to access them in the UC Learning Center.
- Employees may need help identifying if their jobs are exempt or non-exempt. If you don’t know, you can confirm this information by job code.
- Please ensure employees have time to complete training during their regularly scheduled hours. Job aids for specific tasks will also be available closer to go-live.
- You can assign the MyTime training to your direct reports in the UC Learning Center, including setting a due date.
Hourly (non-exempt) employees in your area need to know how they will clock in and out beginning on May 11, 2025. Review which device options are being installed in your area.
Share key cutover dates with your teams, including the timekeeping transition, schedule system transition, and first compensatory time off election in MyTime.
Review policies and affirm timekeeping expectations.
- Interim Campus Administrative Policy 300-50 Timekeeping
- Interim Campus Administrative Policy 150-31 Attendance Monitoring

Review the Employee Action Checklist and consider distributing, printing, or posting a flyer for employees.

Actions to complete during early access: April 28 – May 10, 2025

On Monday, April 28, managers, timekeepers, and schedulers will have early access to MyTime to complete the transition tasks listed below.

Step-by-step instructions: Campus departments and Health departments implementing Core Scheduling

Confirm your login. On Monday, April 28, managers/supervisors with direct reports and all users granted the Timekeeper and Scheduler roles for go-live will receive an email with MyTime login instructions. Follow the instructions provided to log into MyTime from any web browser.

A demonstration video is available (MyAccess login required) to walk you through the cutover steps listed below. This video is meant to be a quick reference and is not a substitute for completing training.

Step 1: Set up manager delegation.

Step 2: Validate your direct reports in MyTime.

Step 3: Validate imported schedules / build schedules as needed.

Starter schedules for some employees have been created in MyTime or imported from HBS; review what to expect in the Scheduling System Transitions section of the MyTime cutover schedule (see Scheduling System Transitions: Core Scheduling).
Use the Schedule Creation Quick Start Guide for Core Scheduling for step-by-step instructions to build your first schedule in MyTime.
The migration of some leave types into MyTime is currently in process. Please wait until leave information is fully loaded before inquiring further.
- We are in the process of importing future-dated approved time off requests from HBS, StaffReady, and Clairvia today. We expect the import to be complete by the end of day on April 28, 2025.
- We are continuing the process 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.
- Advanced approved time off that uses Compensatory Time Off (CTO) will be imported into MyTime by May 16, 2025. Upon import, schedules will be updated to reflect approved CTO and may require re-balancing of the schedule.

Step 4: Update direct reports in HR Umbrella (if needed). Job aids for completing this step are available from the Roster tab upon logging into HR Umbrella. If you do not have access to update rosters, contact your manager.

Job aids for specific tasks are available at the start of early go-live on April 28. If you need further assistance, plan to join a scheduling support session or contact the Controller's Office Solution Center (see details below).

Step-by-step instructions: Health departments implementing Advanced Scheduling and Advanced Scheduling with Clinical Scheduling Extensions

Step 1: Set up manager delegation.

Step 2: Validate your direct reports in MyTime.

Step 3: Build schedules as needed. Advanced scheduling departments will need to:

Transfer the current schedule (from May 11 forward) from the current scheduling system into MyTime
Finish building their upcoming schedule in the current scheduling system and then transfer into MyTime
Build the initial schedule for the next scheduling period in preparation for the self-scheduling window that begins on May 11, 2025

Detailed transition plans for each legacy system (Clairvia, OnOrOff, symplr, and StaffReady) are included in the Scheduling System Transitions section of the MyTime cutover schedule (see Scheduling System Transitions: Advanced Scheduling).

Use the Schedule Creation Quick Start Guide for Advanced Scheduling for step-by-step instructions to build your first schedule in MyTime. Job aids for specific advanced scheduling tasks are available at the start of early go-live on April 28.

The migration of some leave types into MyTime is currently in process. Please wait until leave information is fully loaded before inquiring further:

We are in the process of importing future-dated approved time off requests from HBS, StaffReady, and Clairvia today. We expect the import to be complete by the end of day on April 28, 2025.
We are continuing the process 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.
Advanced approved time off that uses Compensatory Time Off (CTO) will be imported into MyTime by May 16, 2025. Upon import, schedules will be updated to reflect approved CTO and may require re-balancing of the schedule.

Step 5: Enter skills in HR Umbrella.

Consider downloading and installing the MyTime mobile app.

Follow step-by-step instructions to download and install the UKG Pro mobile app to connect to MyTime when you are on the go.

Get help if you need it.

Support options are available during early access if you encounter issues.

Go to the MyTime Help page for details.
Join a support session to get help with Core Scheduling and Advanced Scheduling data entry:
- Core Scheduling and Timekeeping: drop-in sessions offered daily
- Advanced Scheduling: sessions were pre-scheduled with Health cost centers and are by invitation only
Contact the Controller's Office Solution Center
- Monday through Friday, 8 a.m. - 5 p.m.
- Email: [email protected]
- Phone: 415.476.2126
- Submit a ticket

Actions to take beginning on May 11, 2025 (biweekly go-live)

Check back for additional go-live actions and tips as we approach the May 11 go-live for biweekly employees.

For employees on intermittent leave, apply leave paycodes on the timesheet in MyTime for the current pay period.

HR's Leave Management team handles the entry of leave paycodes for employees on other types of leaves and will be entering leaves into MyTime during cutover. Wait until after May 11 to report a missing leave in MyTime.
Remember that HR Umbrella is the system of record for leave management.

Log into MyTime daily to check clocking and attendance notifications and resolve timekeeping exceptions.

All edits to an employee's timecard are pending until you (or your delegate) approve them.
Certain timecard errors (exceptions) require your approval before an employee can complete their timecard.
Be sure to review and take action on time off requests. Approved requests will update an employee's schedule and timecard automatically.

Take final timekeeping approval actions in HBS for the biweekly pay period ending May 10, 2025.

Review and follow the key dates shown on the cutover schedule for "Recording Time on Timesheets" in HBS.

Prepare for the first timekeeping approval actions in MyTime for the biweekly pay period ending May 24, 2025.

Review and follow the key dates shown on the cutover schedule for "Recording Time on Timesheets" in MyTime.

Actions to take beginning on June 1, 2025 (monthly go-live)