In organizations where department managers or supervisors have responsibility for entering their employees' leave time, the leave time can be entered directly into the timecard.
If an employee has an open leave case for an intermittent leave, you can edit leave time in the timecard to correct an error or modify the leave time if necessary.
Note: HR Umbrella is the leave of absence system of record. The UCSF Leaves team manages block/continuous leaves; when the leave is set up in HR Umbrella, the appropriate leave case code is applied and carries through to MyTime. This information is reflected in the employee’s timecard and leave case in MyTime.
How to Add Leave Time in the Timecard
In organizations where department managers or supervisors have responsibility for entering their employees' leave time, the leave time can be entered directly into the timecard.
Navigation: Main Menu > Time > Employee Summary
- Search for the employee.
- Check the box next to the employee’s name and access the employee’s timecard by choosing Open Selected.
- In the employee’s timecard, right click the paycode cell in the row with the date for which you want to add leave time. Note: If you need to add a line to add the leave time, use the plus sign on the left to insert a line.
- From the drop-down menu, select the leave case code at the top of the list of Pay Codes, to populate into the timecard cell.
- Leave case codes are available in the Pay Code drop down once the leave is established in MyTime by the Leave Management Team.
- Employees may have multiple leaves in place that will result in multiple leave case codes listed in the Pay Code drop down. If you are unsure of which leave case code to apply to the timecard, review leave details in HR Umbrella. HR Umbrella is the official system of record for leaves.
- Leave case codes contain a numerical suffix. If an employee has two leaves of the same type (currently in place and/or historical), the codes for each will be differentiated by the number at the end of the case code; for example: OWN-P-1 and OWN-P-2.
For your reference, common leave case codes include:
- CARE-F: Care for Family Member
- MIL-LV: Military Leave
- Own-P: Own Illness - Self
- PBONDS: Parental Leave - Bonding
- PER-NM: Personal - LOA
- PREG-D: Pregnancy Disability
- Work R: Work Related Injury
- Select Save.
How to Edit Leave Time in the Timecard
If an employee has an open leave case, you can edit leave time in the timecard to correct an error if necessary.
Navigation: Main Menu > Time > Employee Summary
- Search for the employee.
- Check the box next to the employee’s name and access the employee’s timecard by choosing Open Selected.
- From the timecard, right-click the date cell next to the case code and select Edit.
- On the Edit Leave Time panel, make the necessary edits.
- At the bottom of the Add Leave Time panel, select Apply.
