Find answers common questions regarding our transition to the new MyTime solution. Check back for updates as more inquiries arise. Have a different question? Email us at [email protected].
General
When will UCSF go live with MyTime?
A new planned go-live timeline for MyTime was announced in February 2025:
- Employees paid biweekly will begin using MyTime with the biweekly pay period beginning Sunday, May 11, 2025.
- Employees paid monthly will begin using MyTime with the monthly pay period beginning Sunday, June 1, 2025.
- Managers, schedulers and timekeepers will have early access to the system beginning April 28, 2025, to complete cutover tasks prior May 11.
Will everyone at UCSF use MyTime?
All UCSF employees who currently use the HBS Timekeeping System will transition to MyTime for time, attendance, and core scheduling at go-live. At the same time, UCSF Health departments that use Clairvia, StaffReady, OnOrOff, and symplr will transition to MyTime's Advanced Scheduling module.
How will this change benefit team members?
MyTime will give employees new tools to take ownership over tracking their time.
- Easy to access – available anytime, anywhere via a computer workstation, the mobile app, kiosk, or time clock.
- Easy to use – utilize real-time timekeeping and scheduling at your fingertips
- Easy on the eyes – a modernized user interface with tiles, menus, icons, and push notifications
How will this change benefit managers?
The integration of scheduling and timekeeping on a unified platform will provide leaders with a single tool to better manage their areas. MyTime aims to reduce the amount of time it takes to manage scheduling and timekeeping tasks via automated notifications, easy to read dashboards and customizable reports that managers can access from their desks or on the go. MyTime will provide new tools for managers to help their teams meet timekeeping requirements and scheduling needs.
How will I access MyTime?
MyTime will be a web-based platform that can be accessed from computer workstations, kiosks, time clocks, and optionally, from mobile devices. Employees will log into MyTime using their MyAccess ID, and Duo multi factor authentication will be required.
Will MyTime be 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
For UCSF’s go-live, employee guides for using MyTime will be available in:
- English
- Spanish
- Simplified Chinese
- Traditional Chinese
- Russian
- Tagalog
Timekeeping: General
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, exempt employees will not record hours worked via clocking in and out. Exempt employees are required to report time leave like vacation, PTO, and sick leave according to established policies and/or bargaining agreements.
Are pay dates or pay period schedules changing?
UCSF does not foresee any changes to pay dates and timekeeping deadlines. The schedule of pay is determined by UCPath, and payroll calendars are posted on the Controller’s Office website.
Will I use MyTime to request time off?
Employees will be able to submit time off requests via the MyTime system or directly via their manager, and subject to Department rules.
Will I be able to view my accrual balances (such as for vacation, sick, or PTO) in MyTime?
UCPath will continue to be UCSF’s system of record for leave accruals, usage and balances, as well as for employee service credit. Employees may also view their accrual balances in MyTime. Like in HBS today, the timing between when accruals are calculated in UCPath and when data is loaded into MyTime may result in temporary differences in accrual balances. Employees are advised to refer to UCPath to confirm accrual balances as of each pay period.
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.
Timekeeping: Clocking in and out
What clocking options will be available to non-exempt (hourly) employees who will be expected to clock in and out?
The project team is working with administrative leaders in your area to determine an appropriate clocking device plan. More information will be shared as the project progresses.
In general, four options will be available for hourly employees to clock in and out:
- Computer workstations using the web version of the MyTime application. Users will be able to access MyTime from MyAccess or directly from a web browser using DUO multi-factor authentication. Employees assigned a dedicated computer workstation for their shift will be able to clock in and out from their assigned workstation.
- Mobile devices via UKG Pro mobile app. UKG’s mobile app will allow employees to clock in and out, review sick and vacation balances and accruals, check their schedule, and more. Use of the mobile app on personal mobile devices 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, and clocking in and out may only be available within a specific designated “geo-fenced” area surrounding their on-site work location.
- New wall clocks. The software platform underlying MyTime is not compatible with the current HBS Grosvenor clocks installed today and requires the installation of replacement clocks. For go-live, UCSF will be replacing a limited number of existing wall clocks in areas of high traffic; wall clock locations may be consolidated by building or replaced by other available device options.
- Timekeeping kiosks. Departments without access to other device options may consider deploying a dedicated shared workstation or tablet device configured with the MyTime application. In “kiosk mode,” access to the application on the work station will be limited to clocking activities like punching in and out and completing daily attestations.
How will I know what clocking options will be available to me and where devices will be located?
The project team is currently working with administrative leaders across campus and UCSF Health to validate clocking device needs for each department. Your manager and local change agent representatives will share more specifics for your department.
Will I be able to edit my own timecard?
Yes, employees should review and correct any missed punches or errors on their own timecards prior to all established timekeeping submission deadlines. Corrections will be automatically routed to the employee’s manager (or delegate) for review and approval.
Will non-exempt (hourly) employees who work remotely be required to clock in and out?
Yes, all non-exempt employees will be expected 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 expected 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.
Scheduling
Which scheduling systems will MyTime replace?
If your department is currently using Clairvia, OnOrOff, StaffReady, or symplr, then your department will most likely be switching to MyTime Advanced Scheduling. For other departments that may currently use different third-party software or have manual processes to create and maintain work schedules, MyTime offers a Core Scheduling module that will provide a unified, enterprise-wide tool for creating and managing work schedules.
It's important to note that when we transition to MyTime, non-exempt (hourly) employees will require a schedule, and managers (or a department designee) will be responsible for establishing schedules for new employees and maintaining schedules as needed.
If your department currently uses a different scheduling platform and has further questions, please contact the MyTime project team to discuss further.
I use HBS to set up work schedules for employees in my department; will I have the same ability in MyTime?
Yes, MyTime’s timekeeping module includes a Core Scheduling feature that enables departments to establish schedules for employees who work a regular pattern and will meet scheduling requirements for most departments. UCSF Health departments currently using Clairvia, StaffReady, OnOrOff, and symplr will transition to MyTime's Advanced Scheduling components which are necessary only for departments with complex scheduling patterns and staffing needs.
Today I provide schedule information to Human Resources upon hire, and HR enters the schedule details in HBS. Will this practice continue in MyTime?
No. When we transition to MyTime, managers (or their department designees) will be required to set up and assign a schedule in MyTime directly for non-exempt (hourly) employees. Should work schedules change, managers will need to update employee schedules. This includes employees who work a static schedule (for example, Monday through Friday, 8 a.m. – 5 p.m. with a 60-minute lunch).
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.
Will MyTime replace QGenda?
The are currently no plans to replace this system.
Will MyTime replace deputy.com?
There are currently no plans to replace this system.
Training
What type of training will be provided?
Training on the new system will be provided to managers and employees before the go-live date. Training for managers, timekeepers, and schedulers will begin in late March. Training for all employees will be offered in April.
Further details about the training, including topics, dates, and times, will be shared in the future as training is developed.