My Time is a web–based program that is compatible with both PC and Mac. Mac and Linux users are automatically redirected to a web–based version of My Time. This “lite” version of My Time provides the basic functionality needed to edit and approve timecards, but provides limited functionality for reporting and scheduling.
For PC users, follow the prompts to allow the appropriate version of Java to run on your computer. You may need to install additional software. Please use the following installation instructions to do so: Installing Java [http://software.yale.edu/software/java]. If you continue to experience difficulties after installing Java, please call the ITS Help Desk at 203.432.9000.
You can access My Time anywhere using a browser. You will need to create a secure connection between your computer and the Yale network using VPN [http://its.yale.edu/services/internet-phones-and-television/campus-acces… or Remote Desktop Access [http://its.yale.edu/how-to/article-connecting-remote-desktop-connection-….
Please note that My Time will automatically log you out after 25 minutes of inactivity. If this happens, click on the link that says “Return to the Logon Page” and, if necessary, log in using your NetID and password. Bookmarking the My Time link on your browser is not advisable. Doing so prevents you from seeing updated information.
Tip for time off requests manager delegation, and leave of absence request forms: use the cancel button on the form. Do not use the “X” in the top right corner of the window or screen.
Each My Time user has been given a specific role in the system. With that role comes certain access and views. For example, a business office staff member who exclusively interacts with Local 35 staff members will have different screen views, and will see information displayed differently than a business office staff member who interacts with C&Ts or M&Ps. My Time populates schedules three weeks in advance. Once you are able to view the dates that you requested time off, approved requests will appear on your timecard. Please note that time at Yale is tracked in hours and fractions of hours for C&T and M&P employees.
Supervisors can view timecards for their staff members by clicking on the Pay Period Close Genie on the My Time homepage. In the Show field in the top middle of the screen, choose All Home. If you have very broad access and want to see just your direct reports, choose My Employees instead. (Note: If you do not see My Employees as an option in the Show pull–down menu, call the My Time hotline at 203.432.5552, press “4”.) Next, right below in the Time Period field, choose Current Pay Period to see timecards for work performed this week. If you are logged into My Time on Monday to view last week’s timecards, be sure to select Previous Pay Period. You should now see all the employees whose timecards you are responsible for approving. If the list is not accurate, contact your business office to see if they have re–routed timecard approval duties from the supervisor to a designated approver.
Supervisors can view M&P and C&T timecards separately by using the Pay Period Close genie, CT Employees hyperfind or MP Employees hyperfind to see only the employees in that staff category. These hyperfinds are found in the “Show” field that appears in the middle of the screen above the timecard. A dedicated MP Pay Period Close genie is available to present a unique view of certain fields relevant to M&Ps.
If you encounter a blank screen in My Time, contact the ITS Help Desk at 203.432.9000.
All notifications will be sent to both staff member’s Yale email account and the Inbox in My Time. Emails concerning timecards and time off requests will contain a link to the It’s Your Yale login page. To enter the application and approve requests, supervisors will need to log in to the It’s Your Yale website [link here], and then click on the My Time link under Yale Links.
Roles & Responsibilities
Staff members will only be associated with one supervisor at a time in My Time.
If a change is needed to a supervisor or designated approver, contact your Business Office.
A designated approver is an M&P employee or Faculty member who will approve timecards and time off requests instead of the actual supervisor. A designated approver can approve a timesheet without input from the supervisor, but is welcome to contact the supervisor or the employee whose timecard is being approved with any questions or concerns. Changes to designated approvers listed in My Time can be made by contacting the Employee Service Center.
My Time does allow for a supervisor to select a Delegate, which is used for temporary coverage (i.e. while the supervisor is on vacation).
Only one individual per employee may be chosen as a designated approver. If a manager or designated approver will be on vacation, there is functionality in My Time that allows that person to delegate their approval responsibility for a specified period of time. After that time period elapses, the original manager or designated approver resumes their approval responsibility automatically. Alternately, the business office can approve the timecard on behalf of the supervisor or designated approver.
Only those M&P or faculty members who are already in My Time as a supervisor or designated approver can be chosen as a delegate.
When a supervisor delegates approval authority to someone in their absence, “Approved by Delegate” will be displayed on the audit tab.
My Time does not provide a ‘delete’ button for tasks that are pending in your tasks tab.
Designated approvers or delegates can see paid time off requests along with submitted timesheets.
It is recommended that business offices call the Employee Service Center at 203.432.5552 to request an update to a designated approver.
Only one user at a time can edit time card.
If a C&T enters incorrect information such as the number of hours worked or adds sick time and does not remove the Hours Worked for the same day, and the supervisor approves the timecard without making changes, the staff member will be paid the incorrect amount. If this occurs, The staff member’s business office can assist with making the necessary adjustments.
Yes, if it is a C&T. Supervisors should validate employee timecards before payroll is processed. If the employee or the supervisor does not catch an error, a historical edit will need to be made by the HR Transaction Center. Any overpayment to an employee will be deducted in a subsequent paycheck(s). M&Ps do not use My Time to track time worked, and any adjustments made to time worked do not affect pay.
C&Ts can request paid time off outside of the My Time system, by adjusting their timecards to reflect the time worked. To do this, edit the number of hours worked that day in the appropriate cell in the ‘Hours Worked’ row. For the paid time off taken that day, add a row to the timecard, select the appropriate paycode (sick, vacation, personal, bonus vacation, etc.), and enter the number of hours for that paycode. The column total will reflect the total number of hours the staff member will be paid for that day (hours worked + paid time off hours).
As an M&P, you only need to adjust your timecard if you took off a full or half day.
Staff members can view the adjustments made on their timecards by their supervisors by clicking on the ‘Audits’ tab on the bottom of the timecard. They will receive an email when their supervisor/designated approver makes an edit to their timesheet.
Supervisors have the ability to make changes to any timecard that has not yet been locked, or “signed off,” by the Payroll department. Edits to signed off timecards can only be made by the Employee Service Center, and require submission of a Payroll Payment Adjustment Form or a Paid Time Off Adjustment Form.
Both employees and supervisors have the ability to use the My Time Comment functionality to make a comment on a timecard. Employees will be able to view comments that are made by their supervisor.
Supervisors can manually edit a staff member’s timecard by using a pay code edit if the individual does not cancel a time off request but reports to work. However, it is preferred that a staff member who reports for work edits his or her own timecard to reflect the change.
M&Ps who work on a holiday or recess day should enter the number of hours they work that day on their My Time timecard as ‘Hours Worked’. My Time will automatically convert those hours to Comp Time Earned.
Employees should enter time worked on a holiday or recess day as ‘Hours Worked’. Do not enter the time as ‘Holiday’, ‘Recess’ or ‘Holiday Recess Premium.’
Staff members and supervisors can remove their approval in order to edit a timecard. Here’s how: view your timecard, click on the ‘Approvals’ tab, and then click ‘Remove Approval.’ After editing, ‘Approve’ your timecard again. If your supervisor has approved your timecard, ask him or her to remove their approval before you remove your approval. If your business office has approved your timecard, the business office must remove the approval before you can modify it. Note: Once the pay period is signed off by Payroll, you’ll need to have your business office submit a Paid Time Off Adjustment Form or a Payroll Payment Adjustment Form on your behalf.
Timecards cannot be edited once they are locked, or “signed off”, by Payroll. C&Ts or M&Ps should work with their supervisor or business office to complete and submit either a Payroll Payment Adjustment Form or a Paid Time Off Adjustment Form.
To adjust timecards to show that PTO has been used, select the PTO paycode instead of the Vacation paycode. Please note that if a request for time off has already been made in My Time and it was approved by your supervisor, that time off will appear on your timecard and your PTO balance will be adjusted accordingly. Changes are only required if the number of hours is inaccurate.
Employee Timecard Submittals & Approvals
Staff members can approve their timecards as soon as you know that it will be accurate.
Employees should approve timecards before leaving for holidays or recess.
C&T employees should validate their time weekly in My Time and submit their timecard for approval by end of day Saturday. M&P employees should approve their timecard for each calendar month no later than the 10th of the following month.
You can approve your time up to two weeks in advance. If you forget, you can approve your timecard Monday morning when you return if your supervisor hasn’t yet approved your time card.
If a staff member enters a type of paid time off on his or her timecard, but does not have enough of a balance to cover the time requested, an error will be displayed informing the employee of the insufficient balance.
All staff members receive weekly or monthly reminders to approve their timecard if they have not previously done so. Supervisors of C&Ts will receive an email on Monday morning that lists the C&Ts who have not approved the previous week’s timecard. Supervisors/Business offices can view the ‘Pay Period Close’ Genie to see unapproved timecards. A report can also be generated in My Time to view the timecards that are pending approval.
It is possible to approve a timecard early Monday if a supervisor has not already approved it, but it is best to approve your timecard by the end of your last working day of the pay period. Not doing so may may cause the supervisor to miss the timesheet approval deadline.
As is the current practice, the manager should communicate to the employee with an explanation of the issue, e.g. “you indicated a sick day, but I think you were out on vacation.” If the employee does not agree to change the time, the manager can change it and note the change. In this rare instance, the employee and supervisor should seek guidance from their HR colleagues.
Supervisors must take the lead in discussing with employees the importance of approving timecards in a timely fashion. Business offices should allow supervisors to take the lead in these discussions. If these discussions prove unproductive, the next step is to consult with your HR Generalist.
Supervisor Timecard Approvals
Supervisors should approve time on a weekly basis, no later than Monday at 5pm, unless an earlier deadline has been specified by their department.
Supervisors should approve monthly timecards by the 15th of the following month.
My Time can only support one approver per employee. If an employee has more than one supervisor for the same job, that employee should work with their business office to determine the best way to validate their timecard.
Yes. There is no way in My Time to split the approval routing.
As is current practice, a manager should review each staff member’s timecard.
Supervisors do not receive a notification when an employee approves their timecard. Supervisors can view the ‘Pay Period Close’ Genie to see approved/unapproved timecards. A report can also be generated in My Time to view the timecards that are pending approval.
All staff members receive weekly or monthly reminders to approve their timecard. Supervisors of C&Ts will receive an email on Monday morning that lists the C&Ts who have not approved the previous week’s timecard. Supervisors/Business offices can view the ‘Pay Period Close’ Genie to see unapproved timecards. A report can also be generated in My Time to view the timecards that are pending approval.
The employee can see in My Time if, when, and who approved their time.
Business offices must take the lead in discussing with supervisors the importance of approving timecards in a timely fashion. If these discussions prove unproductive, the next step is to consult with your HR Generalist. Alternately, a designated approver can be chosen to take over timecard approvals from the supervisor.
Enter it as Hours Worked. My Time will automatically calculate your proper pay rate.
M&P overtime should continue to be processed in the casual time entry system in Oracle. As My Time is not tied to payroll for M&Ps, there is no way to process M&P overtime in My Time.
My Time will automatically expire any unused comp time at the end of the fiscal year. You can contact your business office to see if there are specific departmental guidelines that govern the use of comp time.
Departments may request that comp time not be chosen in lieu of overtime. The options should be discussed when the employee is asked to work overtime, as the decision to take time as compensatory or overtime must be a joint decision by both the employee and the supervisor.
Yes, that type of comp time is Holiday Recess Comp time and will be represented by a unique pay code in My Time.
You cannot convert comp time back to overtime. You will not be paid for unused comp time at the end of the fiscal year – your comp time will simply expire.
My Time will not route a paid time off request for approval if there is an insufficient balance – this includes requests to use compensatory time. Time will be allocated appropriately using the pay rules in the application. Please note: C&T employees that work more than 40 hours must get paid overtime for any hours worked over 40 in a pay period. Supervisors will have the opportunity to validate the extra hours worked.
Yes, if the employee works more than 37.5 hours, any time worked up to 40 hours would be eligible for compensatory time.
All M&Ps are eligible to receive compensatory time for any hours worked on a University holiday. M&Ps hired before 7/1/10 are also eligible to receive compensatory time for any hours worked on a University recess day. Simply enter the hours you worked on that day as ‘Hours Worked’ on your timecard, and My Time will automatically convert those hours to compensatory time.
Either request to use it by completing and submitting a paid time off request in My Time, or discuss it with your manager and, if approved, add a row on your timecard, choose the ‘Comp Time Taken’ paycode, and indicate the number of hours of compensatory time that you used that day.
This varies by department and situation. Sporadic, Ongoing, and Ongoing Sporadic are the various types of shift differential. Some will be embedded in the schedule, others in the hourly rate, and others will be entered as the applicable shift is worked.
In this case, the employee would receive their shift differential on whatever hours are entered for them since the differential is built into the hourly rate. The department would have to email firstname.lastname@example.org with the amount that needs to be deducted from the employee’s check that week prior to the payroll deadline.
Yes—pay codes are not exclusive to departments.
Part–Time & Flexible/Non–Standard Schedules (Weekly & Yearly)
Enter the additional hours that you have worked on your timecard, and you will be paid for working those extra hours. Any additional work must be approved by your Supervisor in advance.
The HR Transaction Center will set up seasonal employees in both Oracle and My Time to control pay and paid time off. Departments must submit an HR Notification Form when an employee goes out on seasonal leave. Additionally, departments should continue to monitor timecards for employees on seasonal leave.
Change the hours in the Hours Worked row to reflect the schedule that you actually worked.
Employees with a flexible schedule will be entered into My Time.
A part–time M&P can request paid time off in hours, but the requested number of hours must reflect the value of a day or half day.
Yes—part–time C&T employees will receive pay equal to one–fifth of their scheduled number of weekly hours, and M&P employees will receive compensatory time equal to one–fifth of their scheduled number of weekly hours that can be used at a later date.
Yes, if the employee works more than 37.5 hours, any time worked up to 40 hours would be eligible for compensatory time.
Paid Time Off Accruals & Entitlements
For paid time off entitlements, visit the Benefits website, locate and click on your staff category on the left side of the page, and then click on the appropriate links under the Paid time off heading on the center of the page.
Most likely, it is because you have not told My Time the date you’d like to see the balances “as of”. After choosing the specific pay period and clicking on the Accruals tab at the bottom of the screen, you must use your cursor to select a particular day in order to see what your accruals are as of that date.
As per University policy, you receive your allotment of sick time (and personal time for C&Ts) once you begin employment at Yale. This amount is prorated based upon the number of months remaining in the fiscal year. You also begin to accrue vacation (C&T) or PTO (M&P) time on a month by month basis when you commence employment. While My Time tracks these balances and shows them as available for use, University policy dictates that employees are not eligible to use personal or sick time until having completed three months of continuous employment, and are not eligible to use vacation time until having completed six months of continuous service. M&Ps can use PTO time once it is accrued.
M&P employees hired before 7/1/2010 will see PTO days added to their balance in My Time on the 13th and 27th of each month. M&P employees hired on or after 7/1/2010 will see PTO days added to their balance in My Time on the 15th of each month. You must use your cursor to select a particular day in order to see what your accruals are as of that date.
No—employees who work less than 20 hours per week are not eligible for paid time off.
Employees will see their bonus allotment on the appropriate anniversary date.
As is the current practice, you should speak to your supervisor first to validate your correct accrual balances. You can also contact your business office for assistance.
C&T employees may never carry over more than their maximum. M&P employees with the permission of HR Client Support may be able to carry over more than their maximum for a specified period of time. HR Client Support will send the request to the HR Transaction Center for processing. The PTO needing to be reinstated will be manually added back in to the M&P record in My Time.
My Time automatically ensures that benefit–eligible employees are paid for Holidays and Recess Days. Do not choose a specific Holiday from the list of paycodes; this will prevent My Time from calculating your pay correctly. You should only enter a Holiday if you had mistakenly deleted or replaced the Holiday entry on your electronic timecard. If you work on a Holiday or Recess Day, enter those hours on your timecard as ‘Hours Worked.’
Paid Time Off Requests
You only need to make a choice here if you have chosen to Specify Hours, or in other words, not take a full day off. Always choose “Scheduled Days.”
‘Save & Close’ submits the request for approval. ‘Reset’ clears all of the fields you entered on the form and lets you start over. ‘Cancel’ terminates the request and closes the window.
If so, you cannot cancel the request prior to your supervisor approving it. Instead, let your supervisor know that you are practicing how to request paid time off, and then let your supervisor reject the request. If your supervisor approves it in error, you should then use the Cancel Time Off Request function.
If you want to request paid time off that spans a holiday or recess day—for example, the Tuesday before Thanksgiving through the Tuesday after Thanksgiving—you should submit two separate requests: one for the work days before the holiday/recess day, and one for the work days after the holiday/recess day. In this example, one request should be submitted for Tuesday and Wednesday before Thanksgiving, and the second request should be submitted for the Monday and Tuesday after Thanksgiving. If your request accidentally includes a holiday or recess day, My Time will not give you credit for those holidays and/or recess days, and will reduce your paid time off accrual balances instead.
My Time treats submission of paid time off requests differently from cancellation of paid time off requests. While My Time gives you the ability to submit a paid time off request that spans more than one calendar week (i.e. Monday, March 1 to Friday, March 12), it requires that you submit a separate cancel request for each calendar week spanned by the request. In the previous example, to cancel your March 1–12 vacation request, you would need to submit one cancel request for March 1–5, and a second cancel request for March 8–12.
No—while My Time allows you to enter any fraction of hours on your timecard, as an M&P you should only be requesting and/or using paid time off in full or half days. This applies to both full–time and part–time M&Ps. By choosing the ‘full sched day’ or ‘half sched day’ option in the drop down menu that appears when editing your timecard, you’ll see that My Time will automatically calculate the value of a full or half day for you, based upon the number of hours you were scheduled to work that day.
My Time requires a start time entry when you request a half day off, and is unable to process the request until you enter a start time. Additionally, you must enter the number of hours of paid time off that you are requesting, and this must equal one–half of the hours that you are scheduled to work that day.
If an M&P enters the wrong number of hours for a half day, does My Time automatically reject the request or does it submit the request? For example, if a 7.5 hour–a–day employee does not calculate their half day hours correctly, and requests 3 hours instead of 3.75 hours for a half day, what happens?
My Time allows M&Ps to request any number of hours of paid time off. It is important to review paid time off requests before submitting them, and just as important for supervisors to carefully review paid time off requests before approving them. It is also important for an employee to review their timecard before approving it.
My Time allows paid time off requests up to a year in advance.
Guidelines for requesting time off are not set by Human Resources. Each department has unique staffing needs, and determines how far in advance an employee must request time off. Please check with the appropriate business office or manager for specific guidelines.
Employees should request unpaid time off as they do today—through a paper form or a discussion with their Supervisor.
Paid time off requests will populate on your timecard once they have been approved. C&Ts will be able to see approved paid time off requests once they are in either the Current Pay Period or the Next Pay Period. M&Ps will be able to see approved paid time off requests once their schedule has been populated for the week in which the paid time off will occur—this generally happens three weeks ahead of time.
My Time views requests for paid time off as requests for a change in schedule. Your approved time simply replaced the “Hours Worked” that had previously appeared on your timecard for that day. Edit your timecard to include the number of hours you work in a scheduled half day.
The last day you will be out.
No. Each request form can only have one type of paid time off. An employee will have to submit a separate request form for each type of paid time off.
You will need to enter 2 separate requests. One request should reflect the partial day off; the other request should reflect the full days off.
When submitting a time off request made for a date in the future, which accrual balance does My Time look at? Is it my balance as of the date I made the request, or my balance as of the date I want to take off?
My Time takes into account your projected accrual balance, so it will consider your balance as of the date you would like to take off.
No. My Time will display an error informing the employee of the insufficient balance. My Time does take into account future accruals when calculating future balances for the purpose of allowing paid time off requests to be routed to supervisors.
No. My Time provides employees with the ability to access their balances and projected balances.
No. As a common process, please review requests and make a determination based on the department staffing needs. Additionally, My Time provides supervisors with the ability to provide a comment detailing why a request was denied.
Yes, the court always gives a juror documentation of time spent on jury duty, even if it is only one day.
This refers to the paid time off policy applicable to M&Ps who were hired prior to July 1 of this year, and does not refer to the time period in which you can request time off. Use this link to request paid time off.
Paid Time Off Approvals
The Tasks tab lists the tasks that are assigned to you, which includes all messages/requests that have been submitted by your staff (time off requests) or fellow managers (delegation requests). Instead of clicking on Tasks, use the Messages tab. The Messages tab enables you to click on the message and view, reply, delete, or print the message.
Please see a screenshot below:
An example of a rule violation is an employee requesting multiple types of time off for the same day. For example: Billy submits two requests, one for a vacation day on October 30, and one for a sick day on October 30.
Do not remove the checkmarks. This will cause errors on the timecard.
The My Time leave process has replaced the HR Notification Form with the exception of Seasonal Leaves.
Employees submit leave requests, and they are approved by the Leave Coordinator. Supervisors are notified of the leave request upon receipt and upon approval/denial.
At submission and at approval of leave of absence requests, notification goes to the supervisor listed in Oracle, the HRG, the business manager, and the HR community member (if there is one).
Supervisors are still responsible for approving personal leave requests. It is recommended that supervisors direct employees to speak with the Leave Coordinator at 203.436.8389 about the options that the employee has for taking leave time and recommended courses of action.
Quick guides are being created to direct a supervisor through this process. Currently, supervisors should contact the Leave Coordinator at 203.436.8389
Because this is automated functionality, there is no way to send it to anyone other than the “Reports To” name listed in My Time, which may be a designated approver or an actual supervisor. Only the supervisor/designated approver can approve the request. As far as acting on that request and editing the timecard, this can be done by either the supervisor/designated approver or the business office. In order for the business office to act on the Intermittent Leave Time Request and edit the timecard, the supervisor/designated approver would have to approve the request, and then forward the notification they received to the business office in order for the business office to know what edit(s) needs to be made.
Paid time off usage will be set up in advance by the Leave Coordinator when the leave is approved in My Time. No hours will be sent to Oracle for unpaid leaves for C&T or S&M employees. For M&P employees, the HR Transaction Center will receive notification from My Time and will set up the record accordingly.
Leaves will be handled in My Time. The full procedure for leaves will be communicated to departments soon. Department supervisors will only be responsible for entering the time an employee spends out of the office on intermittent leave. All other leaves will be handled by the Leave Coordinator.
Yes, specific hours can be taken when an employee is on intermittent leave. It is recommended that supervisors direct employees to speak with the Leave Coordinator at 203.436.8389. The Leave Coordinator is trained to discuss the options that the employee has for taking leave time and will recommend the best course of action.
Along with designated paid time off, certain tracking codes will appear that enable HR to track the leave time for compliance purposes.
The Leave of Absence Coordinator sets up a leave case once the claim has been approved. Unpaid Workers’ Compensation and FMLA tracking codes are placed on the timecard for the employee’s full schedule by the LOA Coordinator. The supervisor is responsible for entering in any supplemental sick pay for the employee each week. The University guideline is to supplement with sick time equal to no more than one third of the employee’s scheduled work hours. (For example, an employee scheduled to work 7.5 hours per day should have no more than 2.5 hours of sick time added to their timecard as a supplement.)
C&T Second Jobs
Entry and approval of C&T second job hours is completed through the casual time entry system by the second department. Only the hours for the first job will be processed through My Time.
Reporting, Genies & Hyperfinds
Reports can be run at the organization level.
There are some reports that will output in either PDF or Excel format. Please refer to the Reports Guide.
The My Time Reports Guide includes a list of reports.
Only information entered into the system for C&Ts on or after November 8 will be available though My Time reports, and M&P information dates back to when they began using the system in the spring of 2010.
Yes. Supervisors can use the Schedule Editor Genie to view which employees are scheduled to work and which employees are scheduled to be away on paid time off.
All My Time users will have the ability to run reports.
Only HRIS has this access to schedule reports to run; work with HRIS to receive specific reports by email.
To export a Genie to Excel, click the ‘Actions’ link near the top left of the Genies page, and select ‘Export to Excel’.
An employee can view all timecards that have been processed in My Time.
My Time provides a record of timekeeping but employee salary information. Business office managers should continue to use a Data Warehouse report to view salary information. If an staff member has been paid the wrong rate, continue to use the same procedure to make a pay adjustment: complete the payroll payment adjustment form or paid time off adjustment form.