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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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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Provides step-by-step instructions on how to access the schedule to view, modify, evaluate, and create employee schedules in MyTime Core Scheduling.
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Provides step-by-step instructions on how to assign a paycode for a partial shift in Mytime Core Scheduling.
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Provides step-by-step instructions on how to delete a schedule pattern in MyTime Core Scheduling.
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Provides step-by-step instructions on how to modify a paycode in the schedule in MyTime Core Scheduling.
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Provides step-by-step instructions on how to edit a schedule pattern in MyTime Core Scheduling.
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Provides step-by-step instructions on how to make changes to a shift in MyTime Core Scheduling.
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This guide provides step-by-step instructions on how to run a report that shows the weekly schedules for selected employees in MyTime Core Scheduling.
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This guide provides step-by-step instructions on how to run a report that shows the details of a weekly schedule for selected employees in MyTime Core Scheduling.
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This guide provides step-by-step instructions on how to run a report in MyTime Core Scheduling that shows the weekly schedule for selected employees who are scheduled to work at a selected location.
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Provides step-by-step instructions on how to lock and unlock shifts, and how to lock multiple shifts or days in MyTime Core Scheduling.
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Provides step-by-step instructions on how to add (create) and modify shifts in the Schedule Planner in MyTime Core Scheduling.
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This guide provides instructions on how to review employee schedule audits in MyTime Core Scheduling.
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Provides information about the features of the Manage Schedule tile on the MyTime Home Page.
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This guide provides step-by-step instructions on how to print a report from the Schedule Planner in MyTime Core Scheduling that will prepopulate the loaded location and time frame.
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Provides step-by-step instructions on how to restore a deleted or modified shift or paycodes from a schedule pattern in MyTime Core Scheduling.
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This guide provides step-by-step instructions on how to use the drag-and-drop feature to reschedule or transfer a shift in MyTime Core Scheduling.
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This guide provides step-by-step instructions on how to view symbolic time periods and define specific date ranges in the MyTime system.
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This guide provides step-by-step instructions on how to select employees and locations in a schedule in MyTime.
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This guide provides step-by-step instructions on how to transfer employees to work in a different job, work rule, or labor category in MyTime Core Scheduling.
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Provides step-by-step instructions on how to review your employees’ accrual balances in MyTime.
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This guide provides step-by-step instructions on how to add a chart to a Dataview in MyTime.
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This guide provides step-by-step instructions on how to run the Time Detail report in MyTime.
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This guide provides step-by-step instructions on how to use Employee Search in MyTime.
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Provides step-by-step instructions on how to approve your completed timecard in the List View in MyTime.
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Provides step-by-step instructions on how to approve your completed timecard in the Table View in MyTime.
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Provides step-by-step instructions on how to cancel a submitted and approved time-off requests in MyTime for time away from work, such as vacation.
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This guide provides step-by-step instructions on how to fix a missed punch using attestation on a desktop in MyTime.
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This guide provides step-by-step instructions on how to fix a missed punch using attestation from a mobile device in MyTime.
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This document outlines the steps to enter employee skills in HR Umbrella, to pass to MyTime in the employee’s record for scheduling skilled staffing.
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This document covers the steps required to submit a Time Off Request in MyTime.
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Provides step-by-step instructions on how to delegate authority to another manager in MyTime.
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This guide provides step-by-step instructions on how to record time on a desktop or mobile device and attest to breaks and meal breaks in MyTime.
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This guide provides information about the views in an exempt employee timecard in MyTime.
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Provides step-by-step instructions on how to review your timecard for accuracy in MyTime after each day worked.
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This guide provides step-by-step instructions on how to punch with a badge in MyTime at a UKG InTouch terminal.
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This guide provides step-by-step instructions on how to review your accrual balances in MyTime.
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This guide provides step-by-step instructions on how to view your schedule in the My Calendar view in MyTime.
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This guide provides step-by-step instructions on how to add, edit, or delete punches in an employee's timecard in MyTime.
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This guide provides step-by-step instructions on how to approve your employees’ timecards at the end of the pay period in MyTime.
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This guide provides step-by-step instructions on how to add a paycode to enter time off for a full day or to convert a shift to a paycode in MyTime.
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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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Answers to common questions about UCSF's MyTime implementation
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This guide provides step-by-step instructions on how to locate and respond to time-off requests in MyTime using the Control Center and the Absence Calendar.
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This document provides step-by-step instructions on how to use shift templates and to add a shift to the schedule for MyTime Core Scheduling and Advanced Scheduling.
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This guide provides links to job aids to help you build a schedule in MyTime Core Scheduling.
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This guide provides links to job aids to help you build a schedule in MyTime Advanced Scheduling.
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This guide provides step-by-step instructions on how to change the start or end time of the same shift for multiple employees on the same day in MyTime.
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This guide provides step-by-step instructions on how to delete a paycode and retrieve a paycode that was deleted from MyTime.
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This guide provides step-by-step instructions on how to edit the schedule in a timecard in MyTime.
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This guide provides step-by-step instructions on how to justify missed time by an employee in MyTime when they arrive to work late, leave work early and/or are absent from their shift.
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This guide provides step-by-step instructions on how to edit an employee's timecard in a signed-off time period in MyTime.
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This guide provides step-by-step instructions on how to remove all manager approvals in a timecard or as a group edit to apply timecard changes as a manager in MyTime.
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This guide provides step-by-step instructions on how to review and resolve timecard exceptions in MyTime.
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This guide provides step-by-step instructions on how to review and approve pending changes within a timecard for an employee in MyTime.
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This guide provides step-by-step instructions on how to use Dataviews to manage employee time off requests in MyTime.
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This guide provides step-by-step instructions on how to sign-off on employee timecards in MyTime at the end of a pay period.
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MyTime users have the option to download and use the UKG Pro mobile app to perform common timekeeping and scheduling tasks such as checking your schedule, requesting time off, or submitting other types of requests. “UKG Pro” stands for UKG Pro Workforce Management – the software platform that MyTime is built on. For hourly non-exempt employees who choose to use the mobile app, clocking in and out comes with a few guidelines:
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See available training offerings and additional resources by selecting from the audiences below.
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This guide provides step-by-step instructions for managers on how to start, stop, and restore MyTime kiosks.
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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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Review required actions for Campus and UCSF Health managers and supervisors to take before and during the MyTime implementation.
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This guide provides step-by-step instructions on how to schedule an on-call shift in the MyTime Schedule Planner.
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This document provides step-by-step instructions for adding and viewing patient-specific and unit/shift notes in MyTime Clinical Scheduling Extensions.
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This document provides step-by-step instructions for running reports in MyTime Clinical Scheduling Extensions.
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This guide provides step-by-step instructions for adding and editing Forecast Events in MyTime Clinical Scheduling Extensions.
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This guide provides step-by-step instructions for adding, removing, transferring, and splitting patient and task assignments for admitted and bedded patients in MyTime Clinical Scheduling Extensions. Pending admissions and transfers cannot be assigned.
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This guide provides step-by-step instructions for using Assignment Wizards in MyTime Clinical Scheduling Extensions.
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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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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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The ServiceNow Form Link will be available Friday, May 2 Campus and Health managers and their delegates use the Timecard Adjustment form in ServiceNow to request adjustments to employee timecards for a closed pay period. Submitted forms automatically create a ServiceNow ticket that routes to Payroll Timekeeping to update historical timecards in MyTime. Tips for completing the Timecard Adjustment Form:
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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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Beginning May 11, 2025, this form may only be used to make corrections for pay periods before May 10, 2025, for biweekly employees and May 31, 2025, for monthly employees that are correcting timesheets in the HBS timekeeping system. To make corrections in MyTime, use the Timecard Adjustment Form. Use this form to request changes to campus employee timesheets from closed pay periods.
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Procedures for submitting historical timesheet corrections are changing with MyTime.
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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.