Financial Services Director - Payroll
HBS Processing Center
Management Contact
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UCSF employees use Huntington Business Systems (HBS) to submit hours and request leave. UCSF managers also use HBS to fully review and approve employee timesheets and leave requests. This guide provides an overview of steps to approve or deny timesheets and leave requests. For complete details on acting as an HBS manager, including delegation of approval authority, editing timesheets, and reviewing employee leave balances, refer to the HBS for Managers job aid
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Huntington Business Systems (HBS) is used by UCSF employees to submit timesheets and leave requests. HBS helps you submit a correct timesheet by providing notifications, errors, and warnings during the submission process. A timesheet containing errors cannot be submitted. Warnings are guidelines, and do not prohibit timesheet submission. This quick reference guide explains the errors, warnings, and notifications in HBS and what to do when encountered.
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UCSF Health departments are open on the Cesar Chavez Day holiday. For Medical Center hospitals and clinics, Personnel Policy for Staff Members (PPSM) and some collective bargaining agreements allocate a floating holiday in lieu of an administrative holiday for Cesar Chavez Day.
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HBS pay codes are tailored to timesheet groups which are determined by your collective bargaining unit, campus or UCSF Health affiliation, FLSA status (non-exempt or exempt) and pay frequency (monthly or biweekly). For questions about the use of HBS pay codes for leave entitlements:
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Beginning April 3, 2022, nurses covered by the California Nurses Association (CNA) who elect to receive compensatory time in lieu of overtime pay will see a change to when shift differential is paid. In coordination with HR Labor and Employee Relations and CNA, HBS has been modified to pay shift differentials at the time the compensatory time off (CTO) is earned. This change does not apply to comped holidays or comp floating holidays. This reference guide provides examples of how HBS records the shift differential for compensatory time off.
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Beginning October 2023, represented academic student employees (ASEs) and graduate student researchers (GSRs) use the HBS Timekeeping System to record and submit time and leave. In the Controller’s Office, the Payroll Office is the functional owner of HBS used by ASEs and GSRs to report and track hours, personal time off (PTO), sick leave, and other leave. Timekeeping procedures differ, depending on the employee's FLSA status. Consult the following training resources for step-by-step instructions.
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UCSF employees use Huntington Business Systems (HBS) to submit hours and request leave. This guide provides a visual overview of the basic features for all employees, and how to quickly submit timesheets that do not need to be changed in any way.
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UCSF managers use HBS to fully review and approve employee timesheets and leave requests. Download the Managers' Quick Start Guide for an overview of steps to approve or deny timesheets and leave requests. For complete details on acting as an HBS manager, including delegation of approval authority, editing timesheets, and reviewing employee leave balances, refer to the HBS for Managers job aid.
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Contents How Leave Accruals and Service Credit Are Calculated Monthly Accrual Process Biweekly Accrual Process UCPath vs HBS Leave Balances Understanding Vacation/PTO Maximum Caps Vacation Accrual Timing for Monthly Employees at Their Vacation Maximum Cap Vacation/PTO Maximum Grace Period Exceptions
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This guide explains two ways you can determine whether your job is exempt or non-exempt from FLSA overtime regulations.
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This guide provides two short tutorial videos to help you register for or cancel a MyTime Virtual Instructor-Led training session in the UC Learning Center.
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Answers to common questions about UCSF's MyTime implementation
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Instructions to download and connect to the mobile app will be available on April 28 to give everyone a head start to be ready for the biweekly go-live on May 11. Check back here beginning on April 28 for step-by-step instructions. MyTime users have the option to download and use the UKG Pro mobile app to complete most timekeeping and scheduling tasks. “UKG Pro” stands for UKG Pro Workforce Management – the software platform that MyTime is built on. Use of the mobile app is voluntary. For hourly employees who choose to use the mobile app, clocking in and out comes with a few guidelines:
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This guide covers the process of submitting, reviewing, and responding to requests to cover a shift for employees in MyTime Advanced Scheduling departments. The Cover My Shift Request functionality allows you to request that someone pick up one of your shifts. This can either be sent to a specific coworker or to a group of coworkers.
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This guide for employees in MyTime Advanced Scheduling departments provides step-by-step instructions on how to request to swap a shift, add a comment to the request, cancel a swap request, and respond to a request.
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This guide provides employees in MyTime Advanced Scheduling departments with step-by-step instructions on how to review and select available shifts when submitting self-scheduling requests.
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This guide for employees in departments using MyTime Advanced Scheduling covers the steps required to submit an Availability Change Request.
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This guide, intended for managers, outlines the steps to access skills and certifications details in a Dataview, Schedule Planner, and a Call List in MyTime Advanced Scheduling.
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This guide, intended for managers, timekeepers, and schedulers, provides step-by-step instructions on how to create and revise workload patterns that can be used to generate scheduling targets.
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This guide is intended for managers using MyTime Advanced Scheduling and provides step-by-step instructions for adding and deleting skills and certifications for employees.
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This guide is intended for managers in departments using MyTime Advanced Scheduling and provides step-by-step instructions on how to view workload in the Workload Planner and update the plan and patterns.
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This guide for managers in departments using MyTime Advanced Scheduling provides step-by-step instructions to approve, view, and override employee preferences.
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This guide is intended for managers in departments using MyTime Advanced Scheduling and provides step-by-step instructions on how to apply segment tags to shifts in the schedule.
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This guide provides managers in MyTime Advanced Scheduling departments with step-by-step instructions for creating open shifts manually.
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This guide for managers in departments using MyTime Advanced Scheduling outlines the steps necessary for reviewing daily coverage data in the Schedule Planner.
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This guide outlines the steps necessary for managers in MyTime Advanced Scheduling departments to run the Schedule Generator to create open shifts or automated schedules.
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This guide is intended for managers in MyTime Advanced Scheduling departments and provides step-by-step instructions for adding a pay code, transferring an employee, assigning an employee to an open shift, and adjusting the start and end times of a shift in the Staffing Dashboard.
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This guide provides step-by-step instructions for assigning open shifts in the schedule for managers in MyTime Advanced Scheduling departments.
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This guide, intended for managers, covers navigating and reviewing Scheduling Rule Violations that are generated by the Advanced Scheduling module in MyTime.
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This guide is intended for managers of MyTime Advanced Scheduling departments and provides step-by-step instructions for designating a shift as a break nurse shift.
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This guide provides MyTime Advanced Scheduling managers with step-by-step instructions for manually editing scheduled breaks in the system.
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This guide provides managers in MyTime Advanced Scheduling departments with step-by-step instructions for using the Multi-Edit feature to perform bulk edits on shifts in the Schedule Planner.
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This guide provides managers and schedulers in MyTime Advanced Scheduling departments with step-by-step instructions on how to post and unpost a schedule and notify employees when a change is made to a posted schedule.
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This guide for managers in MyTime Advanced Scheduling departments provides instructions on how to use the Staffing Dashboard to monitor your staffing situation throughout the day.
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This guide for managers in MyTime Advanced Scheduling departments provides step-by-step instructions on how to unassign a shift from an employee.
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This guide outlines the steps necessary for managers in MyTime Advanced Scheduling departments to view the schedule by job, search for certain jobs within the schedule, and assign multiple open shifts to a specific employee.
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This guide for managers in departments with MyTime Advanced Scheduling provides step-by-step instructions on how to assign employees to fill open shifts and how to record the outcome.
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This guide for managers in MyTime Advanced Scheduling departments covers the steps required to review, approve, and add comments to employee open shift requests.
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This guide for managers in MyTime Advanced Scheduling departments provides step-by-step instructions on how to contact employees on the Call List to notify them about open shifts and view the call log.
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This guide for managers in MyTime Advanced Scheduling departments provides step-by-step instructions on how to review and respond to employee requests to change their availability for upcoming scheduling periods.
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This form is no longer available. The process for central HR units to request HBS access is managed using PeopleConnect.
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This form is no longer available. The process for central HR units to request data updates for HBS is managed using PeopleConnect.
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Used to increase or decrease the total number of hours or change the pay type for UCSF Health employees only.
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Use the modified version of the Time Maintenance Form (TMF), TMF Missed Meal and Missed Break, to report only Skipped Lunch and Missed Break Pay for the pay periods ending January 7, 2023, and January 21, 2023, following the steps below.
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Use this form to request changes to campus employee timesheets from closed pay periods. Submit completed forms to Human Resources by submitting an HBS Timekeeping case in PeopleConnect (opens in new window) and attaching the completed form. Contact your HR Generalist (opens in new window) with any questions.
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We recently launched MyTime Minute, a new resource for people managers.
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MyTime will replace the HBS Timekeeping System and four scheduling systems used by UCSF Health.
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The HBS Processing Center team in the Controller’s Office has a new name: the Payroll Timekeeping Team. This new name better reflects our commitment to support timekeeping operations as we transition from the HBS Timekeeping System to MyTime. Formed in 2005 with the implementation of the HBS Timekeeping System, the team was originally known as Hospital Payroll and supported UCSF Medical Center operations. Today, the team manages central timekeeping operations for campus and UCSF Health departments.
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Training for managers, timekeepers, and schedulers begins March 24.
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MyTime has a new go-live timeline: Biweekly employees will go live with the biweekly pay period beginning Sunday, May 11, 2025. Monthly employees will go live with the monthly pay period beginning Sunday, June 1, 2025. The MyTime project team continues working to ensure that all timekeeping and scheduling components of the new system are ready for launch. Below is a quick refresher on what’s changing with MyTime. As we approach the new go-live timeline, look for more details about how to get ready, including training and cutover actions from current systems to MyTime.
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Plan accordingly for early timekeeping deadlines.
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UCSF Health employees who earn paid time off (PTO) and have a balance that is above 75 percent of their maximum accrual will receive a payout in December 2024. The maximum accrual is two times an employee's annual accrual rate; the payout will return eligible employees to 75 percent of their maximum. The payout will be based on each employee's PTO balance as of December 7, 2024. It will not consider future committed leave.
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Plan accordingly for early timekeeping deadlines.
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Take action by October 4, 2024 to approve leave requests before the next payout.
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Review an important timekeeping update recently shared with all employees.
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Announcing MyTime, a new timekeeping and scheduling solution.