MyTime Frequently Asked Questions

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.

I earned compensatory time off (CTO) in the current pay period - why is this comp time not reflected in my CTO balance in MyTime?

Earned CTO will be included in your CTO balance in MyTime the Monday after the pay period ends. This is also how it worked in HBS.

Are pay dates or pay period schedules changing?

UCSF does not foresee any changes to pay dates. The schedule of pay is determined by UCPath, and payroll calendars are posted on the Controller’s Office website.

Beginning with the May 11 - 24, 2025 biweekly pay period, the cutoff for manager approval of timecards is 6 a.m. on the Tuesday following the pay period end date. Previously, the cutoff for manager approval in HBS was 11:59 p.m. on the Monday following the pay period end date.

See Understanding Timekeeping at UCSF for procedures, including timekeeping submission and approval deadlines.

I am receiving too many notifications. Can anything be done to adjust the frequency?

The project team is looking into downgrading some alerts to quiet notifications.

As of May 14, 2025:

• Early Out and Late In alerts are flagged as exceptions on the timecard, and notifications were sent to make managers aware of deviations from the schedule. In response to feedback from users we have turned off the notifications, the exceptions will continue to be flagged on the timecard.
• Long Lunch exceptions are no longer flagged.

• Early In alerts on the timecards are working as designed. This alert is meant to notify a manager that the employee is working outside of scheduled hours. There is no notification for this alert.

I cannot see imported leave from HBS.

Due to the way leave was imported into MyTime, you are not able to see imported leave from HBS in the absence calendar. This issue will not affect visibility of leave requested in MyTime directly.

Employees can view leave imported by HBS by navigating to My Schedule. Use the calendar to navigate to the leave date. See View and Manage My Schedule.

Managers, timekeepers, and schedulers can view leave imported by HBS by:

1. Running the Schedule Summary – Paycode dataview from the Dataview library. Select the range of dates to review.
2. If you know the date of the leave you are looking for, navigate to the employee’s Schedule Planner and use the calendar to navigate to the leave date.

If the HBS leave did not import, add the leave from the Schedule Planner.

If you need to edit the HBS leave (for example, if the leave is duplicated, is on a holiday, or needs to be cancelled), right-click on the usage from the Schedule Planner and select the option to edit or delete the usage.

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.

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.

How do I clock for time on call?

1. A non-exempt employee who is scheduled for time on call does not need to clock in/out during the time on call hours. If “TOC” is on the schedule, the employee will be paid for TOC.
2. If the employee is called in to work during the time on call designated hours, they must clock in when they begin work. They will be paid according to their bargaining unit rules for call in.

Important to note:

• Currently, if an employee clocks in at any time during the time on call window, the system will treat the punch as call-in time. This applies even if it is 2 minutes before the employee’s regular shift start.
• Currently on-call punches are not rounded. For the purpose of determining if the punch falls within the TOC window, exact times are used.
• A manager can adjust the TOC time or the “in” punch if appropriate.

For step-by-step instructions to schedule time on call see Schedule an On-Call Shift.

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 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 schedule 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

I can’t find 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 new MyTime links.

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

As a manager, I’m seeing too many employees when I log in. How do I limit my view only to my direct reports?

Depending on your level of access, you may see employees beyond your direct reports.

• By default you will see schedules for all employees in your home department (the department where your position resides).
• If you have indirect reports (i.e., your direct reports have direct reports), you will see timecards for both your direct reports and your indirect reports in your home department.
• If you are viewing MyTime using a timekeeper, scheduler, or view only role, you will see all employees within the departments you were granted access.

Select the Direct Reports hyperfind to narrow your view to only your direct reports.

I was granted access as a timekeeper/scheduler/delegate, but I do not see the information I am expecting.

If you were granted access to additional roles beyond your primary role as an employee or manager (known as your “Initial Role”), you need to switch your view to one of your specialty or delegated roles.

To do so, go to the top of the Main Menu and expand the Employee Settings Menu.

From the Employee Settings Menu, find options to select:

• Initial Role (your primary role as an employee or manager)
• Timekeeper, Scheduler, or View Only roles (if assigned)
• Delegated Roles (listed by delegator’s name and delegation timeframe)

To switch from your initial role to another role, double click the role. MyTime will refresh. The Home page and tiles will now display as appropriate for the delegated role or Timekeeper/Scheduler role.

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. In order 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.

Where can I find a list of pay codes for recording specific types of pay or activities?

In addition to pay codes, MyTime may require the use of different or additional steps to correctly reflect pay or time-based activities in the schedule and on the timecard. These include job transfers, work rule transfers, labor activities, and schedule groups.

See HBS Pay Codes to MyTime Mapping to look up how to record common activities based on how you used to record them in HBS.

How do I clock for a combined meal and rest break?

Employees may combine meal and rest breaks at the manager's discretion and with the manager's approval prior to combining meal and rest breaks. An employee’s timecard may need to be adjusted to reflect which portion of the combined breaks should be attributed to a meal break and which portion should be attributed to a rest break. Such adjustments may be made by the employee directly in MyTime, subject to manager approval, or such adjustments may be made by the manager after the employee provides the information to the manager, such as via email or other means.

Find step-by-step instructions in the Combining Rest and Meal Breaks job aid.

How do I schedule Time On Call?

Find step-by-step instructions in the Schedule an On-Call Shift job aid.

How do I set up alternate work schedules and evening and night shifts?

With the implementation of MyTime, 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.

• Review procedures for using schedule groups for this purpose.
• Follow step-by-step instructions to Add or Remove an Employee from a Schedule Group in MyTime.

A supervisor in our department is on leave and was not able to set up 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.

How will I access MyTime?

MyTime is a web-based platform that can be accessed from computer workstations, kiosks, time clocks, and optionally, from mobile devices.

Starting on Sunday, May 11, go to MyAccess at https://myaccess.ucsf.edu. A link to the MyTime web application will also be available from:

• CareLinks
• 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.

All hourly non-exempt employees are required to clock in and out at the beginning and the end of their shift and for all meal breaks. Your department may deploy one or several device options. Check with your manager or department leadership for the specific device options that will be available in your area. Review how to access each device option on your employee checklist.

I can’t find 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 new MyTime links.

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.

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.

Can timekeepers ​approve timecards for employees ​in their department?

No. Timekeepers (and schedulers) can perform entry and editing tasks such as fixing clocking errors, but they cannot approve timecards and time off requests. This is the sole responsibility of the people manager.​

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.

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.

Can I delegate authority to another person?

Like today in HBS, MyTime provides an option to delegate. A delegate can view all the information and perform all actions, including approving timesheets and time off requests, on behalf of the people manger.

• Managers and supervisors can delegate to other people managers. Faculty and members of the Senior Management Group may also delegate to non-people managers.
• Managers can delegate to one or multiple managers and supervisors.
• Your manager is automatically delegated access to your direct reports.

In addition to delegates, timekeepers and schedulers can be assigned at the department level to assist with most review and edit tasks. However, they are not able to approve timesheets or time off requests.

For more information see:

Understanding MyTime Delegation

Department Administrative Support Roles

Can managers delegate approval authority​ for individual direct reports?

No. Delegation grants access to timecards and schedules for all employees who report to the manager. ​As needed people managers can delegate to more than one individual.

How do I switch between roles as a delegate, timekeeper, or scheduler?

To switch between profile roles, go to the top of the Main Menu and expand the Employee Settings Menu.

From the Employee Settings Menu, find options to select:

• Initial Role (your primary role as an employee or manager)
• Timekeeper, Scheduler, or View Only roles (if assigned)
• Delegated Roles (listed by delegator’s name and delegation timeframe)

To switch from your initial role to another role, double click the role.

MyTime will refresh. The Home page and tiles will now display as appropriate for the delegated role or Timekeeper/Scheduler role.

As a manager, I’m seeing too many employees when I log in. How do I limit my view only to my direct reports?

Depending on your level of access, you may see employees beyond your direct reports.

• By default you will see schedules for all employees in your home department (the department where your position resides).
• If you have indirect reports (i.e., your direct reports have direct reports), you will see timecards for both your direct reports and your indirect reports in your home department.
• If you are viewing MyTime using a timekeeper, scheduler, or view only role, you will see all employees within the departments you were granted access.

Select the Direct Reports hyperfind to narrow your view to only your direct reports.

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. In order 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 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.

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.

What notifications will employees and managers received in MyTime?

See MyTime Notifications for details on types of notifications and delivery methods.

I am receiving too many notifications. Can anything be done to adjust the frequency?

The project team is looking into downgrading some alerts to quiet notifications.

As of May 14, 2025:

• Early Out and Late In alerts are flagged as exceptions on the timecard, and notifications were sent to make managers aware of deviations from the schedule. In response to feedback from users we have turned off the notifications, the exceptions will continue to be flagged on the timecard.
• Long Lunch exceptions are no longer flagged.

• Early In alerts on the timecards are working as designed. This alert is meant to notify a manager that the employee is working outside of scheduled hours. There is no notification for this alert.

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.

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.

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.

What is changing with timekeeping requirements?

All employees should review timekeeping policies and timekeeping procedures that will be in effect in conjunction with the MyTime go-live.

Why is UCSF making a change to clocking requirements for non-exempt (hourly) employees?

Current practices vary widely across UCSF for non-exempt employees to record time on timesheets. Accurately capturing hours in real time reduces the risk to employees of missed pay due to incomplete timesheets and the burden to managers and timekeepers of making manual historical corrections. MyTime will alert employees and managers to potential timecard and payroll errors as they are identified. Access to timely information will also enable a data-driven approach to better align resources to workload and meet patient care needs in real time.

Clocking in and out in real time helps ensure that UCSF meets its compliance obligations.

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. Like today, all employees will use the attestation process before submitting their timecard for each pay period.

While attestation of hours worked for each shift will be a new 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.

Will exempt (salaried) employees need to clock in and out?

Like today, salaried employees will not record in and out times via clocking in and out. Salaried employees should continue to 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 pay dates or pay period schedules changing?

UCSF does not foresee any changes to pay dates. The schedule of pay is determined by UCPath, and payroll calendars are posted on the Controller’s Office website.

Beginning with the May 11 - 24, 2025 biweekly pay period, the cutoff for manager approval of timecards is 6 a.m. on the Tuesday following the pay period end date. Previously, the cutoff for manager approval in HBS was 11:59 p.m. on the Monday following the pay period end date.

See Understanding Timekeeping at UCSF for procedures, including timekeeping submission and approval deadlines.

How can I confirm if I am a non-exempt (hourly) or exempt (salaried) employee?

The Fair Labor Standards Act (FLSA) is a Federal law that sets out various labor regulations, including whether employees are exempt or non-exempt from FLSA overtime regulations. The UC systemwide Compensation Office, in compliance with the legal requirements of the FLSA, establishes the overall FLSA exemption status for jobs (University of California, Policy PPSM 30).

Ask your manager or supervisor if you don’t know your FLSA exemption status. You can also confirm your FLSA exemption status using your job code; see How to Determine FLSA Exemption Status for step-by-step instructions.

• PPSM 2 (opens in new window) defines policy covered exempt and non-exempt Employees. PPSM 30 (opens in new window) defines FLSA Exemption Status.
• Represented employees may refer to Bargaining Contracts (opens in new window) articles related to hours of work.

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

Yes, all non-exempt employees will be 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 will not clock in or out for rest breaks.

How do I clock for a combined meal and rest break?

Employees may combine meal and rest breaks at the manager's discretion and with the manager's approval prior to combining meal and rest breaks. An employee’s timecard may need to be adjusted to reflect which portion of the combined breaks should be attributed to a meal break and which portion should be attributed to a rest break. Such adjustments may be made by the employee directly in MyTime, subject to manager approval, or such adjustments may be made by the manager after the employee provides the information to the manager, such as via email or other means. 

Find step-by-step instructions in the Combining Rest and Meal Breaks job aid.

How do I clock for time on call?

1. A non-exempt employee who is scheduled for time on call does not need to clock in/out during the time on call hours. If “TOC” is on the schedule, the employee will be paid for TOC.
2. If the employee is called in to work during the time on call designated hours, they must clock in when they begin work. They will be paid according to their bargaining unit rules for call in.

Important to note:

• Currently, if an employee clocks in at any time during the time on call window, the system will treat the punch as call-in time. This applies even if it is 2 minutes before the employee’s regular shift start.
• Currently on-call punches are not rounded. For the purpose of determining if the punch falls within the TOC window, exact times are used.
• A manager can adjust the TOC time or the “in” punch if appropriate.

For step-by-step instructions to schedule time on call see Schedule an On-Call Shift.

Where can I find a list of pay codes for recording specific types of pay or activities?

In addition to pay codes, MyTime may require the use of different or additional steps to correctly reflect pay or time-based activities in the schedule and on the timecard. These include job transfers, work rule transfers, labor activities, and schedule groups.

See HBS Pay Codes to MyTime Mapping to look up how to record common activities based on how you used to record them in HBS.

Can I edit my own timecard? How do I fix or report an error on my timecard?

Yes. To minimize pay issues, review your timecard and work with your manager or supervisor to resolve timecard issues regularly and prior to any timekeeping submission and approval deadlines.

Non-exempt employees should review and correct any missed punches or errors on their own timecards prior to all established timekeeping submission deadlines. Changes are marked as pending and will be automatically routed to the employee’s manager (or delegate) for review and approval. The system will not allow further timecard edits for any day with pending changes until the pending changes are addressed by the manager or delegate.

For job aids with step-by-step instructions, see the employee timekeeping section of the MyTime job aid library. See Understanding Timekeeping at UCSF for timekeeping responsibilities and timekeeping submission due dates.

If you discover an error after the close of the pay period, notify your manager or supervisor who will need to submit a historical correction. For correction to timecards recorded using MyTime, managers must use the MyTime Timecard Adjustment Form to submit corrections to the Payroll Office.

 Timekeeping: Devices for clocking in and out