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MyTime Entry Definitions

Learn the meaning of MyTime Entry terms.

This is a list of commonly used Timekeeping and MyTime UCSD specific terms. If you notice any omissions or mistakes, let us know.

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- A -


Timekeepers accept timecards after they are reviewed for accuracy.

Activity Period

Pay cycle in which time activity happened.

Additional Hours

Hours worked in addition to the employee's fixed work schedule. Available only to Non-exempt exception reporting employees. Hours are paid based on the employee's OT designation.


The job position an employee holds.
Appointment Summary Time entry totals reported by the employee to a particular appointment.
Approved Timecard for activity period has been approved (confirmed) by supervisor or time approver.
Approver Tools Section for supervisor and time approver to approve employees timecards and view timecard history.
Approvers Supervisor and/or time approvers who have the delegated authority to approve an employee's timecard activity.
- B -


Pay cycle consisting of 80 hours. Exclusive to Non-exempt employees.

Biweekly Reporting

Timekeeper's work queue to review and accept timecards entered by employees.
- C -

Comp Plus Used

Compensatory time usage at premium time rate. Time reported as straight time rate. Time has already been converted to time and a half rate when earned.

Comp Time

Compensatory time off with pay in lieu of overtime pay.

Comp Used

Compesatory time usage at straight time rate.
Current Reporting Period Pay period cycle that is currently open for timekeeping entry.
- D -


Timecard has been denied by supervisor or time approver, returned back to the employee for correction.
Pay line with information of funding source, percentage of time to be charged, rate of pay, and time reporting requirements.
Distribution Spreading Displays all active distributions from PPS. System will automatically spread the time reported according to the distribution percentage as long as the distribution percentages add up to the appointment percentages,


Description Of Service which describes the various types of compensation in PPS.
- E -

Entered in Period

Pay cycle period in which time entries were reported by employee.

Exception Reporting

Group of employees (Sub 0 and Sub 1) who are automatically paid from the payroll system and who are required to report exceptions to hours worked. Such as vacation, sick, jury duty, administrative leave, voting, military leave and no pay.
- F -
- G -
- H -

Hours Worked

Actual hours at work during the survey reference week.
- I -
- J -
- K -
- L -

Leave Balances

Summary report of leave accruals for vacation, sick time and compensatory time activity.
- M -

Mark Out of Band

Timekeeper feature to mark timecards not processed through MTE, but processed in TAR or manually. Timekeeper note must be entered if using this feature.

Monthly Reporting

Timekeeper's work queue to review and accept timecards entered by employees. Pay cycle  exclusive to exempt employees.
- N -
- O -

OT Designation

Non-exempt employees choice for overtime payment. Overtime can be paid or compensatory. MTE defaults to comp time. 

Other Code

Section to report hours other than vacation, sick, regular, OTS and OTP. Other hours include administrative leave with pay, voting time off, comp time earn, comp time usage, jury duty, military leave, and no pay.  See Timekeeping:Other Codes for full descriptions.

Outstanding Time Approvals

Employees' timecard that have not been approved by the supervisor or time approver. These timecards are for prior pay period cycles.

Override Totals Summary

Timekeeper's feature to override REG, OTS, OTP and/or Holiday hours listed in the Totals Summary section.


Working hours in addition to those of a regular schedule. A regular schedule consists of 40 hours a week.
- P -

Pending Time Approvals

Current pay cycle period timecards pending approval from supervisor or time approver. Timecards that are not approved in the current pay cycle period become outstanding.

Primary Timekeeper

Departmental contact person for timekeeping questions and issues.


Payroll Timekeeping Report commonly known as timecard or timesheet.
- Q -
- R -


Total number of hours reported in current pay cycle for a prior activity period. An adjustment to a previous cycle.

Retro Change

Section which displays only the adjustments made to the retro timecard. Number of hours which will be process in the current open pay cycle.
- S -

Employee has entered hours in timecard, has not yet submitted it for approval.

Note: Hours entered in MTE should have been pre-approved before being entered.


Current timecard status. There are 6 different statuses: Saved, Submitted, Pending, Approved, Denied and Accepted.

Status Activity

Date and time stamp of timecard activity in the different statuses.


One digit number associated with employee's  appointment type and timekeeping requirement.

  • Sub 0: Academic Salary Roll
  • Sub 1: Staff Salary and Hourly Roll -Automatically paid from PPS
  • Sub 2: General Assistance, Positive Pay staff
Submitted Timecard has been submitted by employee and is pending approval from supervisor.

Spread Distributions

Section for timekeeper to spread time entered into the different funding sources available.


Individual who supervises an employee's work direction, assignments and schedule.
- T -

Time Approver

Individual who has been designated as alternate to approve time entered by an employee. Someone who acts as a back-up to  the supervisor for timecard approval.

Timecards Missing or Requiring Action

Employees' timecards that have not yet been entered or are Saved or Denied.
Timekeeper Individual who review timecards for accuracy and funding distribution. Timekeepers accept timecards. 

Timekeeper Code

Code which defines a group of employees for timekeeping processes.
Timekeeper Notes Section for timekeepers to enter comments relating to timecard. Only timekeepers see this section.
Timekeeper Reporting Section for timekeepers to review and accept time entered, calculations and distribution spreading.
Totals Total number of hours entered for an activity period. It includes all hours reported for the pay period.

Total Appt %

Percent of time an employee is expected to work in an appointment.
Total Hours Total number of hours available for work in pay cycle.
Totals summary Timekeeper's section of all hours entered by employee for all appointments. The hours listed here must equal the hours spread below in the Distribution Spreading section.
- U -
- V -
- W -


Work Study Program indicator of the type of work study.
- X -
- Y -
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