Use this MyTime refresher to submit time-off requests smoothly and correctly.
Review important year-end payroll reminders and deadlines.
Review focused actions that the UCPath Finance team, and COE are taking to address incorrect systemwide assessments.
The Benefit Cost Transfer (BCT) functionality is being enhanced in UCPath and will be deployed on October 2nd, 2025.
MyTime moves to a 24-hour clock display on September 5.
Find information about the current Post Award Management (PAM) training series.
The Post Award Management (PAM) training series (opens in new window) provides an introduction to post award processes and is presented twice per year in a series of five modules. We encourage all new research administrators and those seeking a refresher to join us for the latest series.Currently scheduled and available for registration, the below sessions run from 10 a.m. to noon:Feb 22, 2024: Billing for Sponsored ProjectsMar 21, 2024: Cash and Collections for Sponsored ProjectsApr 18, 2024: Financial Reporting and Award Closeout for Sponsored ProjectsMay 16, 2024: Compliance for Sponsored ProjectsLog into the Post Award Management (PAM) training series (opens in new window) to reserve your seat for an upcoming session. If you have questions about using the UC Learning Center, contact Controller's Office Training Manager Michael Burgess.
As we reach July retirements and the summer vacation season, now is a good time for managers to review and update their MyTime delegation settings.Why Update Your Delegation?For managers who delegate timekeeping approval authority, maintaining current delegation assignments is critical to ensuring timely resolution of pay-impacting errors and timely approvals of time off requests. Effective delegation helps ensure timekeeping and scheduling tasks continue without interruption when the designated timecard approver will be out of the office for an extended period or when they are separating from UCSF.If a delegate separates from the University or will be on a temporary leave, delegating managers should establish delegation with a different resource as needed. This action must be performed by the delegating manager.If a manager who has delegated approval authority separates from the University, the delegation ends automatically.If the manager position remains vacant, the manager in the position that the vacant position reports to is responsible for all manager tasks for the vacating manager’s direct reports. If the manager of the vacating manager has set up delegation, their delegates will also have approval authority for the vacating manager’s direct reports.When the manager position is filled or if direct reports are assigned to another manager in UCPath, MyTime approval access will be updated accordingly. Delegation would need to be established for a new manager. If a manager who has already established delegation is reassigned direct reports, the manager’s delegates will automatically gain access to approve timecards for the new direct reports.Review more details in the Understanding MyTime Delegation how-to guide on the Controller’s Office website.Steps to Update Your DelegationDuring the offboarding process or in planning for a temporary leave of absence, please ensure that delegation is updated as needed.Delegation must be initiated by the manager in MyTime and accepted by the delegate to take effect. If delegation updates are needed and the manager is already out on leave, contact the Controller’s Office Solution Center for assistance.Refer to the Create a Delegation job aid for step-by-step instructions to:Delegate authority to another manager (delegator)Cancel a delegation (delegator)Accept a delegation of authority (delegate)When needed, managers can update direct report assignments using the HR Umbrella Roster. Updates will change the position reporting relationship in UCPath and may impact other downstream systems and processes. Updates to position reporting relationships, whether made in UCPath or HR Umbrella, flow to MyTime; manager reporting relationships cannot be updated in MyTime directly. If you have questions about position reporting relationships, please reach out to your department’s HR representative.
With the transition to MyTime, managers, timekeepers, and schedulers have access to a wider range of paycodes than they were accustomed to seeing in HBS or legacy scheduling systems. Some access to additional paycodes is temporary as we transition to the new system and is being refined to simplify your experience.Review our guidance below on how to best manage recording time off on timecards and schedules. If you need help, contact MyTime Support.The Best Practice for Requesting Time OffEmployees should request vacation using the My Time Off tile or from My Schedule. For step-by-step instructions, see How to Submit a Time Off Request.Time off paycodes selected must match the time off program to which the employee belongs. Following this procedure, employees see only the time off paycodes they are eligible to use. This is the best practice as it prevents the selection of ineligible paycodes that might be rejected by UCPath during payroll processing. It also provides a workflow for requests and approvals and allows employees to cancel or edit a time off request directly.Managers and employees may also add a time off paycode directly to the timecard or schedule. When an employee adds a time off paycode, the drop-down selection is limited to only time off paycodes that pertain to them. However, managers, timekeepers, and schedulers see all paycodes available for all employees, including paycodes that do not apply to the employee whose timecard or schedule they are accessing. This requires managers to be aware of which time off program the employee participates in and to select the correct time off paycode when adding it directly to the timecard or schedule. If the wrong code is selected, an employee may end up missing pay.Temporary Time Off Paycodes During Cutover from HBSManagers, timekeepers, and schedulers currently see even more time off paycodes in MyTime than they typically need. When HBS approved time off was imported into MyTime, the paycodes listed below were used to record the approved time off. Managers continue to need access to these paycodes in order to edit the hours and to delete the time off if an employee cancels their plans.The project team will remove these time off paycodes on June 13 to avoid further confusion and reduce the size of the paycode dropdown list.It is fine to leave these paycodes in place; they are valid paycodes, and the employee will be paid for that time as long as they have the associated balance in their leave bank.Managers, timekeepers, and schedulers can swap out the HBS time off paycodes for one they will continue to have access to, but only until June 13.Once access to the paycodes is removed, managers must submit a ticket to [email protected] if changes are needed to the paycode applied on the timecard or schedule (for example, if the employee cancels their plans or an import error is discovered).Time off paycodes to be removedSwap out paycodePTO - KinCarePTO - KinCare RequestPTO - Sick Family MemberPTO - Sick Family Member RequestPTO - Sick Med ApptPTO - Sick Med Appt RequestPTO - VacationPTO - Vacation RequestPTO – Sick ProtectedPTO-Sick Protected requestPTO-AdditionalPTO - Vacation RequestSickSick requestSick - Family MemberSick - Family Member RequestSick - PersonalSick - Personal RequestSick-Med ApptSick - Med Appt RequestVacation AdditionalVacation requestVacation Leave UsedVacation requestMore About Time Off PaycodesMyTime uses two distinct types of time off paycodes.Cascading paycodes: A cascading paycode is a type of paycode in UKG Pro Workforce Management that consists of a parent paycode and associated children paycodes. Only the parent cascading paycode appears on the timecard. The cascade itself appears in the Totals tab. For time off, UCSF uses cascading paycodes to track time off requested against an available balance, and once the balance is depleted, to rollover the remaining request to overused. Paycodes ending in “Request” are designated as cascading paycodes.Non-Cascading paycodes: A type of paycode that is hour-based, which, when used, does not evoke the cascade feature in UKG Pro workforce Management. When used for submitting a time off request, the system will prevent submission if the associated leave balance is depleted.Managers, timekeepers, and schedulers who need to apply time off paycodes to schedules and timecards can consult the MyTime Time Off Paycode by Group reference guide to identify eligible paycodes for each employee by group.
The following features are now available in the Proposal and Award Metrics Dashboard (PAMDash). These enhancements reflect the continued collaboration between Contracts and Grants Accounting (CGA) and UCSF’s research administration community to provide self-service access to extramural funding metrics.New data filtersAction TypeUpdated the Action Type page filter in the Data: Award Funding Detail Data By Year, Funding Volume, and Funding Amount dashboard pages to add the following new Executive Order Action Types:EO AppealEO ReductionEO ReinstatementEO RescindEO SuspensionEO TerminationFederal AgencyA new page filter is added to select the Federal Agency (NIH, CDC, USAID, etc.) for the awards in the Data: Proposal Detail Data By Year, Data: Award Funding Detail Data By Year, and Data: Award Funding & General Ledger Current Balance dashboard pages.The Federal Agency page filter is based on the funding received from the top-level prime sponsor's federal agency, if it exists. Otherwise, it will be based on the top-level award sponsor's federal agency. If it is not a federal agency, it will be labeled as Non-Federal.Award StatusA new Award Status page filter is added in the Data: Award Funding Detail Data By Year dashboard page, where users can select the following statuses: Accepted, Advance, and Closed.New data elements Federal AgencyA new data column to identify the federal agency (NIH, CDC, USAID, etc.) on each award in the Data: Proposal Detail Data By Year, Data: Award Funding Detail Data By Year, and Data: Award Funding & General Ledger Current Balance dashboard pages.The Federal Agency data column is based on the funding received from the top-level prime sponsor's federal agency, if it exists. Otherwise, it will be based on the top-level award sponsor's federal agency. If it is not a federal agency, it will be labeled as Non-Federal.Actual Direct Expense and Actual Indirect ExpenseTwo new data columns are added in the Data: Award Funding & General Ledger Current Balance dashboard page:Actual Direct Expense: Actual direct costs incurred during the sponsored research project.Actual Indirect Expense: Actual indirect costs incurred during the sponsored research project.Award StatusA new Award Status data column is added in the Data: Award Funding Detail Data By Year dashboard page, where users can see the following status: Active, Advance, and Closed.How To Get StartedLog into PAMDash to experience the latest features (MyAccess login and UCSF network/VPN connection required).Join CGA for an upcoming demonstration session to see the new features, walk through common scenarios for using the dashboard, and get answers to your questions:July 16, 2025,11 a.m. to 12 p.m.Mark your calendars to join the demonstration session (opens in new window). UCSF authentication is required.PAMDash is managed by the Project and Data Team within CGA. If you have any questions about PAMDash, email [email protected].
