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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Answers to common questions about UCSF's MyTime implementation
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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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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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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.