Financial Services Director - Payroll
HBS Processing Center
Management Contact
HBS Supervisor
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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 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.