UCSF managers use MyTime to fully review and approve employee timecards and leave requests, and to create and manage employee work schedules.
MyTime Basics
Access
Manager self-service access is granted automatically when a “reports to” relationship is identified in UCPath.
- Review MyTime Manager and Supervisor Access for details. Departments may establish additional roles to support manager timekeeping and scheduling responsibilities.
- Managers can delegate their access to others.
- Several restrictions apply; see Understanding MyTime Delegation for delegation guidelines.
- Access the Create a Delegation job aid for step-by-step instructions.
Managers are assigned access to timecards and scheduling tools (Core Scheduling and/or Advanced Scheduling) based on UCPath job data and the job data of the employees they supervise. Review the Confirm Direct Reports job aid for step-by-step instructions, including what to do if you do not see all of your direct reports in MyTime.
Policies, Procedures, and Training
Review policies and procedures and affirm timekeeping expectations with your direct reports.
- Understanding Timekeeping at UCSF outlines timekeeping responsibilities and procedures for employees and people managers.
- 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 and reporting of actual hours worked.
- Review Interim Campus Administrative Policy 150-31 Attendance Monitoring, and understand your responsibilities in managing employee attendance on the Human Resources website.
Managers, timekeepers, and schedulers are expected to complete required training. Your training plan depends on the scheduling solution implemented by your department (Core Scheduling, Advanced Scheduling, or Advanced Scheduling with Clinical Scheduling Extensions). Select from your training path below:
Step-by-step job aids are available to guide you through common procedures.
Quick start guides below are specific to the types of employees you supervise – based on their pay frequency and FLSA (Fair Labor Standards Act) exemption status: biweekly non-exempt, biweekly exempt, monthly exempt.
- If you don’t know your employees’ FLSA exemption status, check with your Human Resources representative. You can also confirm FLSA exemption status by 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 department administrator or HR representative.
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.
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.
For Managers of Biweekly Non-Exempt (Hourly) Employees
Helping your team
The Employee Quick Start Guide covers key employee timekeeping responsibilities and actions to take in MyTime.
Make sure your direct reports know which training courses to complete and how to access them in the UC Learning Center. You can assign and monitor the completion of MyTime training in the UC Learning Center.
All hourly (non-exempt) employees must clock in and out at the start end of all shifts and meal periods. Be sure you know which device options are available in your area for employees to access MyTime.
Build and Maintain Employee Schedules
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.
Managers and others assigned scheduling responsibilities are required to complete training on the MyTime scheduling module in use by their department.
- Download this Excel reference guide to look up which module was implemented during the May 2025 go-live (MyAccess login required).
- Use the Schedule Creation Quick Start Guide for Core Scheduling and 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 scheduling tasks are also available.
Review the MyTime Advanced Scheduling Calendar. Departments using MyTime Advanced Scheduling follow a standard four-week or eight-week schedule period. Schedule creation adheres to a standard six-week process to generate skeletal schedules, open employee request periods, and balance and post final schedules.
Assign and Maintain Schedule Groups for Alternate Work Schedules
Managers, or their designated delegate or department scheduler, are responsible for assigning alternate work schedules, including evening and night shift assignments, through the scheduling functionality in MyTime.
For employees with alternative schedules or fixed evening and night schedules, make sure the correct schedule group is assigned.
- Schedule groups are pay impacting and must be kept accurate for current employees and for all new hires.
- See Working with Schedule Groups: Procedures for Managers and Schedulers
Complete Timecards for Employees on Intermittent Leave
HR’s Leave Management team establishes leaves in MyTime for employees on both continuous block and intermittent leaves. Once leaves are established, paycodes need to be applied on employee timecards.
- For employees on intermittent leave, managers need to apply leave time on timecards using leave case codes available in the paycode drop-down list. Review step-by-step instructions.
- Tip: In most cases the leave paycode will be the first or second paycode in the drop down field. It will not appear alphabetically.
- HR's Leave Management team handles the entry of leave paycodes for employees on continuous block leaves.
If an employee is on continuous leave and the leave code is missing from the timecard, or if the employee is on intermittent leave and the leave case code is missing from the paycode drop-down, follow these steps to determine the action needed:
- Review the HR Leaves of Absence webpage.
- Check that the leave was submitted in HR Umbrella. If not, direct the employee to HR Umbrella to submit the leave, or the manager can submit the employee's leave on their behalf.
- Check that the leave has been approved by the Leave Management team in HR Umbrella.
- Check that the approved leave start date is not in the future.
- If the employee is on an approved intermittent leave, follow the steps above for completing timecards.
- If a leave case code still does not appear on the timecard or in the paycode drop-down for an employee on leave, reach out to your leave specialist.
Remember that HR Umbrella is the system of record for leave management.
Take Action during the Pay Period
Log into MyTime regularly to check clocking and attendance notifications and resolve timekeeping exceptions. Look up the most common MyTime notifications.
My Notifications Tile: monitor Tasks, Employee Requests, Timekeeping Requests
- Review and resolve notifications and pending tasks daily (or as often as possible) during the pay period.
- Be sure to review and take action on time off requests. Approved requests will update an employee's schedule and timecard automatically. See job aid: Employee Time Off Requests.
Manage Timecards Tile: address Must Fix, Needs Review, Miscellaneous notifications
- Certain timecard errors (exceptions) are pay impacting and require your attention before an employee can complete their timecard.
- Job aid: Resolve Timecard Exceptions - Hourly Timecard
Pending Employee Timecard Changes Tile: Review, Approve/Reject, Resolve Exceptions
- All edits by an employee to their timecard are pending until you (or your delegate) approve them.
- Job aid: Review and Approve Pending Timecard Change Requests
Manage Schedule Tile: schedule transfers, paycode edits, shift edits
- Job aid: Manage Schedule Tile
- For additional job aids, see Core Scheduling and Advanced Scheduling sections of the MyTime Job Aid library.
Dataviews Tile: quick access to commonly used dataviews and reports
- Validate timekeeping data for the department or direct reports.
- Provides an interactive view of timekeeping data
Take Action during Biweekly Pay Period Close
Managers and those who support timekeeping as timekeepers and delegates play a pivotal role in ensuring that timecards accurately reflect the hours worked and are free of pay-impacting exception errors.
Biweekly timecard deadlines
- Employees paid biweekly must review and attest to the accuracy of their timecard 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 timecards online in order to provide supervisors sufficient time to approve timecards before standard timekeeping deadlines, or other deadlines that may be communicated by Payroll.
- People managers/designees must review, correct, and approve timecards in MyTime before 6 a.m. on the Tuesday after the close of the pay period, or by other deadlines communicated by Payroll.
Review quick and easy steps to help support the review and approval of timecards: Pay Period Close Quick Reference Guide.
Take Action after the Biweekly Pay Period Close
If timecard errors are identified or if pay-impacting timecard exceptions (like a missed punch) were not resolved before the payroll processing cut-off, a timecard adjustment– also known as a historical timesheet correction – must be submitted to the UCSF Payroll Office.
- To request adjustments to MyTime timecards for the previous pay period, managers, delegates, or department timekeepers will need to submit a MyTime Timecard Adjustment Form (TAF).
- To request historical adjustments of HBS timesheets for all pay periods through May 10, 2025, continue to submit the Health Time Maintenance Form (TMF) and the Campus Timesheet Change Request Form.
For Managers of Biweekly Exempt Employees (UCSF Health)
Helping your team
The Employee Quick Start Guide covers key employee timekeeping responsibilities and actions to take in MyTime.
Make sure your direct reports know which training courses to complete and how to access them in the UC Learning Center. You can assign and monitor the completion of MyTime training in the UC Learning Center.
Biweekly exempt employees do not clock in and out. 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.
Build and Maintain Employee Schedules
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.
Biweekly exempt employees are paid the hours on their timecards. Without a schedule, biweekly exempt employees are required to enter hours manually on their timecard.
Managers and others assigned scheduling responsibilities are required to complete training on the MyTime scheduling module in use by their department.
- Download this Excel reference guide to look up which module was implemented during the May 2025 go-live (MyAccess login required).
- Use the Schedule Creation Quick Start Guide for Core Scheduling and 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 scheduling tasks are also available.
Review the MyTime Advanced Scheduling Calendar. Departments using MyTime Advanced Scheduling follow a standard four-week or eight-week schedule period. Schedule creation adheres to a standard six-week process to generate skeletal schedules, open employee request periods, and balance and post final schedules.
Complete Timecards for Employees on Intermittent Leave
HR’s Leave Management team establishes leaves in MyTime for employees on both continuous block and intermittent leaves. Once leaves are established, paycodes need to be applied on employee timecards.
- For employees on intermittent leave, managers need to apply leave time on timecards using leave case codes available in the paycode drop-down list. Review step-by-step instructions.
- Tip: In most cases the leave paycode will be the first or second paycode in the drop down field. It will not appear alphabetically.
- HR's Leave Management team handles the entry of leave paycodes for employees on continuous block leaves.
If an employee is on continuous leave and the leave code is missing from the timecard, or if the employee is on intermittent leave and the leave case code is missing from the paycode drop-down, follow these steps to determine the action needed:
- Review the HR Leaves of Absence webpage.
- Check that the leave was submitted in HR Umbrella. If not, direct the employee to HR Umbrella to submit the leave, or the manager can submit the employee's leave on their behalf.
- Check that the leave has been approved by the Leave Management team in HR Umbrella.
- Check that the approved leave start date is not in the future.
- If the employee is on an approved intermittent leave, follow the steps above for completing timecards.
- If a leave case code still does not appear on the timecard or in the paycode drop-down for an employee on leave, reach out to your leave specialist.
Remember that HR Umbrella is the system of record for leave management.
Take Action during the Pay Period
Log into MyTime regularly to check timekeeping and attendance notifications and resolve timekeeping exceptions. Look up the most common MyTime notifications.
My Notifications Tile: monitor Tasks, Employee Requests, Timekeeping Requests
- Review and resolve notifications and pending tasks daily (or as often as possible) during the pay period.
- Be sure to review and take action on time off requests. Approved requests will update an employee's schedule and timecard automatically. See job aid: Employee Time Off Requests.
Manage Timecards Tile: address Must Fix, Needs Review, Miscellaneous notifications
- Certain timecard errors (exceptions) are pay impacting and require your attention before an employee can complete their timecard.
Pending Employee Timecard Changes Tile: Review, Approve/Reject, Resolve Exceptions
- Edits made by exempt employees to their timecards do not require manager approval.
Manage Schedule Tile: schedule transfers, paycode edits, shift edits
- Job aid: Manage Schedule Tile
- For additional job aids, see Core Scheduling and Advanced Scheduling sections of the MyTime Job Aid library.
Dataviews Tile: quick access to commonly used dataviews and reports
- Validate timekeeping data for the department or direct reports.
- Provides an interactive view of timekeeping data
Take Action during Biweekly Pay Period Close
Managers and those who support timekeeping as timekeepers and delegates play a pivotal role in ensuring that timecards accurately reflect the hours worked and are free of pay-impacting exception errors.
Biweekly timecard deadlines
- Employees paid biweekly must review and attest to the accuracy of their timecard 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 timecards online in order to provide supervisors sufficient time to approve timecards before standard timekeeping deadlines, or other deadlines that may be communicated by Payroll.
- People managers/designees must review, correct, and approve timecards in MyTime before 6 a.m. on the Tuesday after the close of the pay period, or by other deadlines communicated by Payroll.
Review quick and easy steps to help support the review and approval of timecards: Pay Period Close Quick Reference Guide.
Take Action after the Biweekly Pay Period Close
If timecard errors are identified or if pay-impacting timecard exceptions (like a missed punch) were not resolved before the payroll processing cut-off, a timecard adjustment– also known as a historical timesheet correction – must be submitted to the UCSF Payroll Office.
- To request adjustments to MyTime timecards for the previous pay period, managers, delegates, or department timekeepers will need to submit a MyTime Timecard Adjustment Form (TAF).
- To request historical adjustments of HBS timesheets for all pay periods through May 10, 2025, continue to submit the Health Time Maintenance Form (TMF) and the Campus Timesheet Change Request Form.
For Managers of Monthly Exempt Employees
Helping your team
The Employee Quick Start Guide covers key employee timekeeping responsibilities and actions to take in MyTime.
Make sure your direct reports know which training courses to complete and how to access them in the UC Learning Center. You can assign and monitor the completion of MyTime training in the UC Learning Center.
Monthly exempt employees do not clock in and out. 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.
About Monthly Exempt Employee Schedules
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.
Complete Timecards for Employees on Intermittent Leave
HR’s Leave Management team establishes leaves in MyTime for employees on both continuous block and intermittent leaves. Once leaves are established, paycodes need to be applied on employee timecards.
- For employees on intermittent leave, managers need to apply leave time on timecards using leave case codes available in the paycode drop-down list. Review step-by-step instructions.
- Tip: In most cases the leave paycode will be the first or second paycode in the drop down field. It will not appear alphabetically.
- HR's Leave Management team handles the entry of leave paycodes for employees on continuous block leaves.
If an employee is on continuous leave and the leave code is missing from the timecard, or if the employee is on intermittent leave and the leave case code is missing from the paycode drop-down, follow these steps to determine the action needed:
- Review the HR Leaves of Absence webpage.
- Check that the leave was submitted in HR Umbrella. If not, direct the employee to HR Umbrella to submit the leave, or the manager can submit the employee's leave on their behalf.
- Check that the leave has been approved by the Leave Management team in HR Umbrella.
- Check that the approved leave start date is not in the future.
- If the employee is on an approved intermittent leave, follow the steps above for completing timecards.
- If a leave case code still does not appear on the timecard or in the paycode drop-down for an employee on leave, reach out to your leave specialist.
Remember that HR Umbrella is the system of record for leave management.
Take Action during the Pay Period
Log into MyTime regularly to check notifications, review time off requests, and resolve timekeeping exceptions. Look up the most common MyTime notifications.
My Notifications Tile: monitor Tasks, Employee Requests, Timekeeping Requests
- Review and resolve notifications and pending tasks as often as possible during the pay period.
- Be sure to review and take action on time off requests. Approved requests will update an employee's schedule and timecard automatically. See job aid: Employee Time Off Requests.
Manage Timecards Tile: address Must Fix, Needs Review, Miscellaneous notifications
- Certain timecard errors (exceptions) are pay impacting and require your attention before an employee can complete their timecard.
Pending Employee Timecard Changes Tile: Review, Approve/Reject, Resolve Exceptions
- Edits made by exempt employees to their timecards do not require manager approval.
Dataviews Tile: quick access to commonly used dataviews and reports
- Validate timekeeping data for the department or direct reports.
- Provides an interactive view of timekeeping data
Take Action during the Monthly Pay Period Close
Managers and those who support timekeeping as timekeepers and delegates play a pivotal role in ensuring that timecards accurately reflect the hours worked and are free of pay-impacting exception errors.
Monthly timecard deadlines
- Employees paid monthly must review and attest to the accuracy of their timecard in MyTime no later than the fifth business day of the following month. Supervisors may set an earlier deadline for their employees to attest to their timecards online in order to provide supervisors sufficient time to approve timecards before standard timekeeping deadlines, or other deadlines that may be communicated by Payroll.
- People managers/designees must review, correct, and approve timecards in MyTime by the seventh business day of the following month, or by other deadlines communicated by Payroll.
- Timecards must be completed and approved for each pay period by the established deadline, whether leave was taken or not.
Review quick and easy steps to help support the review and approval of timecards: Pay Period Close Quick Reference Guide.
Take Action after the Monthly Pay Period Close
If timecard errors are identified or if pay-impacting timecard exceptions (like a missed punch) were not resolved before the payroll processing cut-off, a timecard adjustment– also known as a historical timesheet correction – must be submitted to the UCSF Payroll Office.
- To request adjustments to MyTime timecards for the previous pay period, managers, delegates, or department timekeepers will need to submit a MyTime Timecard Adjustment Form (TAF).
- To request historical adjustments of HBS timesheets for all pay periods through May 10, 2025, continue to submit the Health Time Maintenance Form (TMF) and the Campus Timesheet Change Request Form.