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Answers to common questions about UCSF's MyTime implementation
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It’s time to prepare for the launch of MyTime, our new integrated timekeeping and scheduling system.
MyTime will go live on May 11 for biweekly employees and June 1 for monthly employees. It’s your responsibility to complete the required training before go-live to ensure you are prepared.
Self-paced eLearning for all employees is now available in the UC Learning Center. Click the links below to review your training path.
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The required training path below includes a combination of self-paced eLearning and optional instructor-led, virtual sessions for campus people managers.
Training plans for all roles are available here.
Course ID
Course Name
Delivery Format
Estimated Duration (minutes)
Availability
MYTIME_200
MyTime: Managing Timecards
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Process Steps
Delegation must be initiated by the manager in MyTime and accepted by the delegate to take effect.
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)
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Timekeeping Processes
MyTime job aids provide step-by-step procedures for completing the most common timekeeping tasks, including:
Recording time and attesting to meal breaks
Clocking in and out with a badge
Reviewing and approving timecards
Submitting time off requests and viewing accrual balances
Timekeeping procedures for employees and managers are covered in timekeeping training available in the UC Learning Center.
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Cutover is an essential part of transitioning to MyTime. During this project phase, UCSF will transition from legacy/source systems to MyTime and future state business processes. During cutover, some administrative systems will become temporarily unavailable for processing of transactions. Temporary procedures are being established to ensure continuity of critical timekeeping functions.
To avoid possible pay delays, be sure you are recording time and completing all tasks in the right system during our transition. Follow the key dates and actions shown below for biweekly and monthly timekeeping and for scheduling system transitions.
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As current timekeeping and scheduling practices vary across the enterprise, the transition to MyTime will have different impacts from across the campus and health system. As this initiative moves forward, we will share ongoing updates with you, including opportunities to learn more about specific features of the new system.
Timekeeping systems
All UCSF employees who currently use the HBS Timekeeping System will transition to MyTime for time and attendance.
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HBS Pay Code
How to Record in MyTime
MyTime Pay Code
Usage Notes
O/T Double Paid
Calculated in pay policies
~Doubletime Pay-Straight-OTS
O/T Premium Paid - Period
Calculated in pay policies
~Overtime Pay-Straight Period
O/T Straight Paid
Calculated in pay policies
~Overtime Pay-Straight Period
O/T Premium Paid - Daily
Calculated in pay policies
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This reference guide describes the use and structure of work rules in MyTime and provides a list work rules and links to instructions on how to select a work rule on the schedule or timecard.
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Select your training path from one of the three training plans below. Training plans are tailored to UCSF Health Managers based on the MyTime scheduling module being implemented for your cost center: Core Scheduling, Advanced Scheduling, or Advanced Scheduling with Clinical Scheduling Extensions.
Do you need help determining which scheduling module your cost center is implementing? Download this Excel reference guide to look up by your department (MyAccess login required).
Training plans for all roles are available here.
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If your department has identified administrative support resources who will assist with scheduling and timekeeping activities, they should begin preparing for training now. Training is required before administrators are granted Timekeeper and Scheduler support roles.
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This guide addresses key timekeeping topics related to vacation, paid time off (PTO), and other leave.
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The way you connect to MyTime may be different than the way you used to connect to HBS, symplr, or other timekeeping and scheduling tools.
If you currently clock in using an HBS wall clock, check with your manager or supervisor if you will use a new MyTime wall clock or if your department is switching to other device options.
New modern time clocks are being strategically installed across campus and UCSF Health at the locations below. Our existing HBS wall clocks are not compatible with the new system and are being replaced or decommissioned. Look for signage at your existing wall clock in early May for additional details.
Planned Wall Clock Locations
Mission Bay
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Get Help during Early Access: April 28 - May 10, 2025
Managers, their delegates, timekeepers, and schedulers will have early access to MyTime on April 28, 2025, to complete required tasks to prepare for go-live. Support options are available during early access if you encounter issues.
Support offerings at go-live will be shared closer to May 11.
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Review required actions for Campus and UCSF Health managers and supervisors to take before and during the MyTime implementation.
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See available training offerings and additional resources by selecting from the audiences below.
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News for employees
Keep up to date with MyTime project news and communications.
Get Ready for MyTime: Training for Campus Employees is Now Available (opens in new window)
(UCSF Health employees received a separate, direct email)
April 15, 2025
Accessing MyTime: What Employees Need to Know
April 1, 2025
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Access job aids below to help with the most common tasks in MyTime. Additional job aids are being added daily.
Job aids are supplements to required training courses for UCSF's MyTime implementation.
General System Functions
How to Download and Install the MyTime Mobile App
Create a Delegation
Confirm Direct Reports
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Review required actions for Campus and UCSF Health employees paid biweekly to take before and during the MyTime implementation.
