MyTime Frequently Asked Questions

All Employees

Accessing MyTime

Device Usage

Timekeeping

Scheduling

Policies and Procedures

Managers and Supervisors

Manager Access

Timekeeping

Scheduling

Specialty Roles

All Employees

Accessing MyTime

Why can’t I see the MyTime link in MyAccess or CareLinks?

  • MyAccess: if you have saved favorites in MyAccess, you must edit your favorites to add new applications to your list. Click Manage Favorites and follow the instruction provided to add MyTime.
  • CareLinks: you may need to clear your web browser cache and reload to see the MyTime link.

Still not working? Find a link to the web application from the MyTime page on the Controller’s Office website.

Does MyTime require Duo?

When connecting to the web or mobile version of MyTime when you are on the UCSF network (or VPN), a Duo push is required. See Multi-Factor (Duo) Authentication Methods for instructions.

I am a new employee. How do I access training materials?

Your required training plan may include a combination of self-paced eLearning and instructor-led, virtual sessions. Click below to review the training plan for your role.

Cost center managers will share the training plan with charge nurses in cost centers implementing MyTime Advanced Scheduling with Clinical Scheduling Extensions. If you have questions, please ask your manager.

Job aids are available for all roles and cover the most common tasks. Additional job aids are being added daily.

Is MyTime available in multiple languages?

MyTime is built on the UKG Pro Workforce Management platform. UKG provides options for users to adjust language settings for overall navigation and some general menus in the system. Users can also adjust UKG wall clock preferences to display overall navigation and general menus in languages other than English.

When clocking in and out, MyTime will require hourly employees to answer several questions to attest that time recorded is accurate and reflects required meal and rest breaks. Attestation statements will be available in the following languages:

  • English
  • Spanish
  • Simplified Chinese
  • Traditional Chinese

Select MyTime employee timekeeping job aids are available in:

  • English
  • Spanish
  • Simplified Chinese
  • Traditional Chinese
  • Russian
  • Tagalog

Device Usage

Am I able to use multiple device options to clock in/out?

Yes, depending on what options are available in your work area. Check with your manager for guidance on department preferences.

Can I clock in using one device and clock out using a different device?

Yes

If I use a UCSF laptop to clock in and out, is geofencing used?

Geofencing only applies when clocking in/out using the mobile app on a cell phone or tablet. From a laptop or computer, you will access the web version of MyTime to clock in and out, which does not use geofencing.

Can the MyTime mobile app be installed on VOALTE phones?

The MyTime mobile app cannot be added to UCSF-managed clinical communications devices.

Clocking at a kiosk requires me to type in my UCSF badge ID number. How do I find my badge ID number?

Your badge ID number is printed on the back of your ID badge; it is the first 8 numbers printed in the bottom left-hand corner. If you are unable to read your badge ID number, ask your manager or supervisor to look it up in HR Umbrella. If you need further assistance, contact MyTime Support.

Note: Employees working at Saint Francis, St. Mary’s, and BCH Oakland must enter their UCSF ID number at a kiosk or timeclock to clock in. Your current ID badge number is not compatible with MyTime. Your UCSF ID number begins with “02”; if you don’t know it, log into MyAccess and click the MyID link.

See Punch Using a Kiosk for step-by-step instructions.

Can any employee use any kiosk to clock in and out?

Only employees assigned to a designated kiosk can access that specific kiosk to clock in and out. Employees who work across multiple UCSF work locations can use any shared workstation, time clocks, or optionally, the MyTime mobile app.

Timekeeping

Why is the total number of hours recorded on the timecard for the day not a round number (e.g., 8, 10, or 12)?

Meal breaks are not rounded. That means the length of a meal break can lead to slightly more or less time than the scheduled shift hours.

This can lead to incremental overtime or slightly less than the expected hours for the shift.

Managers can:

  1. accept that these are the hours worked and paid;
  2. if warranted, adjust the punch time on the out or in punch for the meal. Any adjustment to the start or end of shift punch will be rounded.

I cannot edit my timecard (or my employee’s timecard) for a particular day.

Managers and employees may receive the message, “Access right violation, start time is not allowed.” The Approval button is also greyed out.

Here are some common reasons why you may encounter this issue:

  1. The employee has already submitted an edit to the timecard for the day and the manager has not approved it. How to address: Advise employees that, when possible, make all of their edits for the day at one time before saving. MyTime will allow multiple edits to the same day, but once the employee saves, they become pending changes that require manager review. The timecard is locked for any day where edits are pending, and neither the employee nor manager can make edits until the pending changes are addressed. See job aid: Resolve Timecard Exceptions – Hourly Timecards.
  2. The timecard is locked because the manager approved it. How to address: The manager must select “Remove Approval” on the timecard to allow for additional edits. See job aid: Remove Timecard Approvals.
  3. The timecard is locked because the employee has approved the time for the day. How to address: The manager can still edit the timecard, however if the employee needs to make further changes they must first remove their approval for that day.
  4. The timecard is locked after the pay period is signed off by the Payroll Office. How to address: A timecard adjustment form is required to make historical corrections.

On my timecard, only one hour is recorded for the holiday. How do I update this to reflect the full holiday hours for the day?

For part-time employees, eligibility for prorated holiday pay is based on time on paid status (Normal hours, Vacation and Sick) for the previous two pay periods, excluding holidays. Refer to the Hours on Pay Status table in UCOP Human Resources Procedures 4O – HOLIDAYS to determine the proportionate holiday pay.

For any holiday on your timecard for the current period, MyTime is not able to calculate the prorated holiday hours until the prior biweekly pay period is closed. A placeholder of 1.00 hours is used on the timecard for holidays for all part-time employees.

Employees and mangers can view the prorated holiday hours under the Totals tab on the timecard when the pay period containing the holiday becomes the current period.

If a part-time employee’s timecard is populating with 8 hours (on the timecard, not on the Totals tab), please open a support ticket for further assistance.

Scheduling

I receive errors when using self-scheduling, including:

  • MyTime indicates a rule violation that I cannot self-schedule for more than 10.5 hours
  • MyTime indicates I cannot self-schedule because a certification is expiring or has expired

If you received a self-scheduling error, please log back into MyTime and try to self-schedule again.

The following changes have been made to resolve recent errors:

  • Employees cannot self-schedule for more than 12.5 hours in a day
  • Employees cannot self-schedule for more than 42.5 hours for the week
  • Employees cannot self-schedule for more than 5 days per week.
  • Employees can self-schedule with an expired certification.

If an employee needs to be scheduled outside of these rules, a manager or scheduler will need to schedule them.

Managers still need to review the employee’s schedule group to make sure that the employee is earning the right overtime. Schedule groups must not be changed arbitrarily. For more details, see Working with Schedule Groups: Procedures for Managers and Schedulers.

Policies and Procedures

Where can I find UCSF's timekeeping requirements?

All employees should review timekeeping policies and timekeeping procedures.

What is attestation and what are the benefits to non-exempt (hourly) employees?

Attestation is a step in the clocking out process whereby employees confirm (attest to) the accuracy of their daily time worked, meals, and breaks taken. This process also provides an opportunity to fix missed punches and review and approve timecards. All employees will use the attestation process before submitting their timecard for each pay period.

While attestation of hours worked for each shift is an additional step for non-exempt employees, certifying the accuracy of hours worked each shift will help ensure that timesheets are complete and correct and should result in more accurate on-cycle pay and fewer pay corrections. It should reduce the time needed to review and certify timesheets at the end of each pay period.

Are exempt (salaried) employees required to clock in and out?

Salaried employees do not record in and out times via clocking in and out. Salaried employees should request time off and record exceptions to their regular schedule on their timecard, such as sick leave, vacation, and PTO, according to established departmental procedures, policies, and bargaining agreements.

Are non-exempt (hourly) employees who work remotely required to clock in and out?

Yes, all non-exempt employees are required to clock in and out for each shift and for meal breaks. Non-exempt employees working from a remote location will use a web clock interface within MyTime from their assigned laptop or computer workstation.

Am I required to clock in and out for my meals and rest breaks?

Non-exempt (hourly) employees are required to clock in and out for the start and end of each shift and for the start and end of each meal period. Employees do not clock out for rest breaks.

Managers and Supervisors

Manager Access

Who is considered a “manager” in MyTime?

Any manager or supervisor with at least one direct report assigned in UCPath reporting to their position will be assigned a “manager” profile in MyTime that includes access to approve timesheets and time off requests.

For more details about manager access, review Manager and Supervisor Access.

Managers and supervisors have the option to delegate their approval duties to others, which may include someone who also has a timekeeper role in MyTime. Restrictions apply. See Understanding MyTime Delegation for details.

I am a contract worker/employee of an external organization who supervises UCSF employees. How do I get access to MyTime to approve timecards and time off requests for my direct reports?

Manager self-service access is granted automatically when a “reports to” relationship is identified in UCPath. For a manager or supervisor to have access to MyTime, they must be entered into UCPath and have the positions of their direct reports correctly reporting to their position.

If a manager or supervisor does not have a position record in UCPath, Human Resources will need to create one and associate the positions of their direct reports to their position.

  • Campus departments: contact your department’s HR Generalist for instruction on how to create a CWR Position in UCPath.
  • UCSF Health departments: contact the Customer Experience Center.
  • For more information, contact Human Resources.

A supervisor in our department is on leave and was not able to set up a delegation. How can we ensure coverage for their direct reports?

The supervisor’s manager is automatically delegated access to their direct reports. Exception: the manager cannot see “indirect reports” (direct reports of their direct reports) who are in a different department/cost center where the manager was not granted access.

If additional delegation access is needed, please log a ticket with the MyTime Support team for further assistance.

Timekeeping

A Missed Meal Break penalty or Missed Rest Break penalty is indicated on the timecard when the employee took a meal break or when it was noted that the employee took their rest break.

The meal break penalty is generated by the employee’s response to attestation questions during clocking.

For example, if the employee took a meal break but answered, “No” to the attestation question, “Were you provided the opportunity to take a full, uninterrupted 30-minute meal break during which you were relieved of all duties but chose not to for solely personal reasons unrelated to work?”, then the penalty will appear on the timecard.

If the selection was made in error, managers and timekeepers have access to remove the penalty by deleting the “missed meal break” paycode from the timecard.

Is there an option for managers or delegates to approve all timecards at once for a pay period?

Yes. See the Approve Employee Timecards job aid for instructions.

Scheduling

My department uses a different scheduling system. How can we implement MyTime Advanced Scheduling?

The initial scope for implementation of Advanced Scheduling is limited to departments using Clairvia, StaffReady, OnOrOff, and symplr. If your department is not one of the Health departments making this transition, we encourage you to evaluate whether MyTime’s Core Scheduling module can meet your needs.

UCSF will establish a process for additional departments to implement MyTime’s Advanced Scheduling module during a future phase. If your department currently uses a different scheduling platform and has further questions, please contact the MyTime project team to discuss further.

Does MyTime replace QGenda?

The are currently no plans to replace this system.

Does MyTime replace deputy.com?

There are currently no plans to replace this system.

How do we assign employees their 30-minute meal break?

From a system perspective, you do not need to assign specific meal periods in MyTime. The exact meal period will be captured and added to the timecard during clocking.

However, departments have the option to create a segmented work schedule that includes specific meal periods.

Specialty Roles

Do I need to designate a timekeeper and scheduler for my department?

No. You are not required to have a timekeeper or scheduler if it is not necessary for the specific needs of your department.​

While timekeeper and scheduler roles are intended to support people managers and the department, all functions can be performed by users with manager access in MyTime.

Can a user have both the manager AND timekeeper role in MyTime?

Yes. A manager can have approval access for their direct reports and also be granted a timekeeper for their entire department in order to support timekeeping activities for employees who do not directly report to them. For more information, review Manager and Supervisor Access and Department Administrative Support Roles.