MyTime

MyTime is UCSF's enterprise timekeeping and scheduling system. MyTime will replace the HBS Timekeeping System and four scheduling systems used by UCSF Health. On May 11, 2025, all employees will have access to MyTime with expanded options to make timekeeping and scheduling tasks easy to access and complete.

Here’s what you need to know about how you will access MyTime at go-live. Visit the MyTime project page for key dates, go-live actions, and training materials.

Technical Support

System and Data Availability

Logging into MyTime 

  1. Starting on Sunday, May 11, go to MyAccess at https://myaccess.ucsf.edu. A link to the MyTime web application will also be available from:
  • CareLinks
  • the Imprivata task bar on clinical computers with Imprivata OneSign
  1. You will be prompted to log in using your MyAccess username and password.
  2. If you are not connected to the UCSF network, you will receive a DUO push notification to verify your identity.

If you need more help using MyAccess, see MyAccess Single Sign-On and Multi-Factor (Duo) Authentication Methods.

Use of the Virtual Private Network (VPN) is not required to access MyTime.

Device options for connecting to MyTime 

The way you connect to MyTime may be different than the way you currently connect to HBS or other timekeeping and scheduling tools. Departments are developing plans for device options in your area and may deploy one or several of the options below. Check with your manager or department leadership for the specific device options that will be available in your area. 

Device Login Methods at a Glance

Clocking Device Locations Authentication Method: campus and UCSF Health Authentication Method: Saint Francis/St. Mary’s Notes
Wall clock Find wall clock locations. Scan or insert your UCSF ID badge. Type in your UCSF ID number (beginning with “02”).
Kiosk Check with your manager or supervisor if kiosks are available in your area. Type in your UCSF badge number . Type in your UCSF ID number (beginning with “02”).
  • Job aid: Punch Using a Kiosk
  • Kiosks are dedicated for clocking only.
  • Use of each kiosk is limited to employees designated by department or manager.
Computer Workstation
  • Connect from any UCSF assigned or shared workstation.
  • Check with your manager or supervisor for shared computer workstations in your area.
  • Log in from MyAccess, CareLinks, or Imprivata task bar.
  • Enter your MyAccess username and password (single sign-on).
  • Complete DUO push if connecting from outside the UCSF network.
 Access to MyTime is available from any web browser.
MyTime mobile app
  • Employees may voluntarily download the UKG Pro mobile app on personal devices.
  • Check with your manager or supervisor regarding use of mobile for clocking in your area.
  • Upon installation, enter your MyAccess username and password (single sign-on).
  • Complete DUO push if connecting from outside the UCSF network.
 Job aid: How to Download and Install the MyTime Mobile App

UCSF Computer Workstations

Everyone will be able to access the MyTime application, including the ability to clock in and out, using a web browser. If you have an assigned computer workstation, you can continue to use it to log into MyTime. 

Teammates without an assigned workstation already have access to shared workstations to complete administrative tasks like timekeeping. You can access MyTime using a web browser on these workstations. In addition, clinical computers have Imprivata OneSign installed for tap-and-go access and will include a link to MyTime. 

When working remotely, teammates should plan to access MyTime using a web browser from an assigned laptop or computer workstation for remote use. 

MyTime Mobile App

You have the option to download and use the UKG Pro mobile app to complete most timekeeping and scheduling tasks, including clocking in and out, reviewing and approving timesheets, checking schedules, and viewing accrual balances.  “UKG Pro” stands for UKG Pro Workforce Management – the software platform that MyTime is built on. 

For hourly employees who choose to use the mobile app, clocking in and out comes with a few guidelines: 

  • Departments are developing plans for device options for clocking in and out in your area and may include the mobile app. Check with your manager or department leadership for the specific device options that will be available in your area. 

  • You can only clock in and out from the mobile app when you are within the boundaries of a UCSF-defined “known location”. A geofenced parameter is defined for UCSF locations where work is performed. Note: some areas of the organization are implementing different geographic location restrictions at go-live; you will hear from your unit’s leadership if you are affected. 

  • In order to use your mobile device to clock in and out, you must first enable your device’s location tracking services. At the time of each “punch”, the system will check to make sure you are within the geofenced perimeter of a known UCSF location and will record your location. The system does not record your location while using the mobile app for purposes other than clocking. 

At go-live, the UKG Pro mobile app will not be available on clinical communication devices. If you have a UCSF-managed mobile phone or tablet, check with your department if there’s a plan to install the mobile app on it. 

Timekeeping Kiosks

Your department may choose to set up a timekeeping kiosk exclusively for hourly employees to clock in and out and complete daily attestations. A kiosk may be a tablet device, laptop, or shared workstation.  

To clock in, you will start by entering your UCSF ID badge number. Employees at Saint Francis and St. Mary's locations will clock in and out by entering their UCSF ID number (beginning with "02"). Swiping with an ID badge is not currently available.

  • Review steps in the Punch Using a Kiosk job aid.
  • Your manager or supervisor can look up your ID badge number on the Roster tab in HR Umbrella.
  • Saint Francis and St. Mary's employees: to find your UCSF ID number, log into MyAccess and click the MyID link.

Department kiosk device owners will be provided with kiosk login instructions.  Owners can review step-by-step instructions on how to start, stop, and reset kiosk devices.

New Wall Clocks

New time clocks are being strategically installed across campus and UCSF Health based on historical usage patterns and evolving work habits. Our existing HBS wall clocks are not compatible with the new system and are being replaced or decommissioned. 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.

  • Review planned wall clock locations.
  • Look for signage at your existing wall clock in early May for additional details.

Most employees using wall clocks will clock in and out using their UCSF badge. Employees at Saint Francis and St. Mary's locations will clock in and out by entering their UCSF ID number (beginning with "02").

  • Review steps in the Punch with a Badge job aid.
  • Saint Francis and St. Mary's employees: to find your UCSF ID number, log into MyAccess and click the MyID link.

Access

User roles control the MyTime online screens you see, the information you can access, and the types of actions you can take.

Employee Access

Employee self-service access is granted automatically when a person is hired into a UCPath position. Employees are assigned relevant timesheet and scheduling access (Core Scheduling or Advanced Scheduling) based on UCPath job data.

At go-live, all current UCSF-paid employees will be automatically provisioned with self-service access.

Standard Functions

All employees can:

  • View their schedule
  • View accrual balances
  • Request leave
  • Edit timecard
  • Add timekeeping comments
  • Approve (submit) timecard
  • Receive notifications
  • Run reports for self

Non-exempt (hourly) employees can:

  • Punch (clock in/out using web, clock, mobile)
  • Complete daily attestations
  • Self schedule (Advanced Scheduling only)

 

Manager and Supervisor Access

Manager self-service access is granted automatically when a “reports to” relationship is identified in UCPath. Managers are assigned access to timesheets and scheduling tools (Core Scheduling and/or Advanced Scheduling) based on UCPath job data and the job data of the employees they supervise.

At go-live, all current UCSF managers and supervisors who have at least one position reporting to their position in UCPath will automatically be provisioned manager access and be granted access to the timecards and schedules of the employees who report directly to them.

  • Managers can confirm their direct reports in MyTime from the Managing Timecards tile on their home page.
  • UCPath is the system of record of reporting relationships. Managers and supervisors can view their list of Direct Reports using their Manager Self-Service dashboard in UCPath.
  • Managers with appropriate access can also review and update reporting relationships using the Roster tab in HR Umbrella.
  • Updates to position reporting relationships, whether made in UCPath or HR Umbrella, flow to MyTime; Manager reporting relationships cannot be updated in MyTime directly.

Managers also have full access to the direct reports of their direct reports, so long as the positions of those employees are in a department (Dept ID) that the manager can access.

Managers have the option to delegate their access to others. Several restrictions apply; see Understanding MyTime Delegation for delegation guidelines and procedures.

Standard Functions

Managers are granted all functions above as employee, plus:

  • Timekeeping for employees based on “reports to” relationship
    • Access timecards
    • Add/edit/delete punches
    • Perform transfers
    • Approve timecards
    • Approve time off requests
    • Add and remove pay codes
    • Review attendance incidents; complete attendance actions
  • Core Scheduling
    • Access schedules
    • Add/edit/delete schedules and shifts
    • Perform transfers
  • Advanced Scheduling
    • Workload Planner
    • Staffing Matrix
    • Staffing Dashboard
    • Post schedules
    • Update schedule group assignments
    • Manage call lists/logs
  • Notifications and reports

 

Department Administrative Support Roles

Departments may choose to provision support roles to assist managers with completing timekeeping and scheduling activities. Departments are not required to identify employees to fill these roles. All actions within the timekeeping system can be completed by the employee and manager without these roles.

There is no limitation on how many people may be provisioned with these roles. However, only authorized individuals with approved access and a business need to access timesheets and schedules should be granted access.

In MyTime, employees exist in the UCSF organizational structure by their home department. When provisioning role access you will need to include a list of authorized departments to which the employee will have access. When making the selection you will want to consider where employees' home departments exist within the UCSF Dept ID tree. There is no need to list all the child departments for a parent Dept ID.

Role Standard Functions Role Provisioning
Timekeeper

Timekeeping for all employees within the department(s) where access is granted

  • Access timecards
  • Add/edit/delete punches
  • Perform transfers
  • Add and remove pay codes
  • Review attendance incidents; complete attendance actions

Note: Timekeepers cannot approve timecards or time off requests.

Core Scheduling

  • Access department schedules

Notifications and reports

Initial Go-Live

Department Change Agents participating in the MyTime Change Network facilitated the identification of roles during implementation.

  • Collection of role assignments was due April 11, 2025, in order to provision roles in time for early access for managers, timekeepers, and schedulers on April 28, 2025.
  • If you missed the initial go-live window, request access using the post go-live role provisioning instructions below.

Post Go-Live

Department Access Administrators manage role provisioning for ongoing requests.

  • Department Access Administrator confirms training plan has been completed.
  • Department Access Administrator submits request using the Access Management Application.
  • Access for Timekeepers, Schedulers, and View Only role is assigned at the department level. Access Administrators must include a list of authorized departments with each request.
  • Provisioning access at a parent Dept ID level will include access for all child departments. There is no need to list all the child departments for a parent Dept ID.

NOTE: departments with no Access Administrator to submit requests on their behalf can submit at ticket by emailing [email protected]. Include the following information for each user to be provisioned with a Timekeeper, Scheduler, or View Only role:

  • Name
  • UCSF ID number ("02" number)
  • Role(s)
  • For each role, the Dept ID(s) of the departments/cost centers at which level access should be granted. There is no need to list child departments under a parent Dept ID.
Scheduler

Timekeeping for all employees within the department(s) where access is granted

  • Access timecards

Core Scheduling

  • Access department schedules
  • Add/edit/delete schedules and shifts
  • Perform transfers

Advanced Scheduling

  • Workload Planner
  • Staffing Matrix
  • Staffing Dashboard
  • Post schedules
  • Update schedule group assignments
  • Manage call lists/logs

Notifications and reports
View Only

Timekeeping for all employees within the department(s) where access is granted:

  • Access timecards

Core Scheduling

  • Access department schedules

Advanced Scheduling

  • Workload Planner
  • Staffing Matrix
  • Staffing Dashboard

Notifications and reports