Timekeeping

¿Tiene alguna pregunta? Comuníquese con Shared Services

Descripción general

MyTime (UKG) is our online timekeeping system. It is used by academic and administrative staff, exempt and nonexempt. 

 Find more information on the Controller’s Office MyTime Timekeeping and Scheduling website.  

Frequently asked questions

You may log on to MyTime through a computer workstation, updated wall clock, kiosk, or the UKG Pro mobile app on a mobile device. When connecting to MyTime from a web browser at mytime.ucsf.edu, you will be prompted to log in using your MyAccess username and password. If you are not connected to the UCSF network, you will receive a DUO push notification to verify your identity. For help with VPN access to the UCSF network, visit the UCSF IT VPN - Remote connection webpage. 

For additional information, please see Accessing MyTime: What Employees Need to Know and MyTime Frequently Asked Questions, under “Timekeeping: Clocking in and out.”  

Non-exempt employees are paid bi-weekly. Exempt employees are usually paid monthly. If you are unsure whether your FLSA status is non-exempt or exempt, please visit How to Determine FLSA Exemption Status.

 You may also click on the Advanced Options on the My Time Off tile from the MyTime homepage, which will show the request type as Biweekly or Monthly. 

 You may also contact your supervisor, the department’s HR Liaison, or UCSF Human Resources representative.

Monthly employees do not report hours worked, only time off when taken, in full-day increments. Log in to MyTime to enter vacation/paid time off/sick hours taken on your timecard. 

Timecards for biweekly employees must reflect hours worked as well as any hours taken as vacation/PTO/sick.  

 Non-exempt biweekly employees must punch in/out before and after their shift, and before and after their meal break. This may be done on a computer workstation, updated wall clock or kiosk. If none of these are available, the UKG Pro mobile app on a mobile device is also an option. 

 Exempt biweekly employees report time off only when taken, as a full day. Worked hours for biweekly timecards may: 

  • be populated with a standard work schedule 
  • require the employee to log into MyTime to manually enter hours 

Please contact your manager if you are unsure how your hours are recorded in MyTime. Hours must be entered prior to the pay period close to ensure timely pay. 

For more information on how to report time, please see the following post-training job aid:   

Monthly paid employees 

  • Timesheet opens 14 calendar days prior to the first day of the month. 
  • Deadline for employees is the fifth business day of the following month. 
  • Manager approvals are due no later than the seventh business day of the next month. 

 Biweekly paid employees 

  • There are always four open biweekly periods in MyTime. However, employees are only able to enter punches up to the present. 
  • Deadline to submit timesheets is 6 a.m. Tuesday following the pay period end date. 
  • Deadline for timesheet approvers is midnight Monday following the pay period end date. 

If the timecard submission deadline has passed, your timecard may not be processed, or it may be processed as is. If you need to make corrections to hours worked or vacation/PTO/sick taken, you will need to submit a request to correct your timecard. 

Both UCSF Health and Campus employees will need to complete the Timecard Adjustment Form to increase or decrease the total number of hours or change the pay type for historical timecards. This will be automatically routed to your supervisor, if needed. The Timekeeping team will then process the adjustment with UCPath. 

Missed hours or errors on timecards may impact pay and take up to 10 business days to resolve. If you believe you have a pay error or missed pay, please discuss this with your manager or department liaison as soon as possible. 

  1. If your timecard is open, enter the necessary changes on the corresponding dates. An alert will be sent to your supervisor for review and approval. 
  1. If your timecard is no longer open, and when applicable, notify your supervisor of the necessary historical change:
    1. Why the change is needed and was not reflected on the original timesheet
    2. What change is needed
    3. Correct pay period to which the change applies
    4. Complete the Timecard Adjustment form on the Controller’s website for appropriate routing and processing by the timekeeping Team 

MyTime displays notifications and alerts regarding corrections and actions needed. A timecard containing errors cannot be submitted. Please review the MyTime Training: Job Aid Library, under “Employee Timekeeping” to learn more about these and how to correct your timecard, if needed. 

Depending on when you review your balances, UCPath and MyTime may differ.  

UCPath is the system of record for accrual balances. MyTime is the timekeeping system we use at UCSF to report time off and/or time worked. MyTime balances include leave taken as it is entered in the timecard and will sync with UCPath monthly.  

View balances via MyTime 

  1. Log in to MyTime on a computer workstation or the UKG Pro mobile app on a mobile device. 
  1. From the Home Page, select the My Accrual Balance tile. 
  1. A Dataview of leave codes and hours taken for each will display.  

View balances via UCPath 

  1. Please log in to UCPath  
  1. From the Dashboard, scroll down to the center of the page and select Employee Actions > View Leave Balances. 
  1. Review Absence Balance box will appear and display balances. 

For basic questions about your timecard, please contact your manager and/or department liaison.

If you need additional assistance, please send an email to the Controller’s Office at [email protected], which will open a ticket with them.  You may also contact them by phone, 415-476-2126, Monday through Friday, 8 a.m.-5 p.m.