Navigating MyTime Jefferson Edu In 2026: The Complete Employee Guide To Scheduling, Payroll, And UKG Portal Access

MyTime Jefferson (accessed via mytime.jefferson.edu) serves as the primary, centralized workforce management and enterprise scheduling portal for Thomas Jefferson University and the expanded Jefferson Health system. Following the major integration of regional healthcare networks, including Einstein Health and Lehigh Valley Health Network (LVHN) into the unified Jefferson enterprise, this cloud-based platform is the operational backbone for clinical staff, faculty, administrative personnel, and student workers.

Administered through UKG (Ultimate Kronos Group) Dimensions technology, MyTime handles automated shift scheduling, timecard verification, paid time off (PTO) tracking, and payroll processing synchronization. Accessing and managing this portal requires strict adherence to institutional security protocols, including Multi-Factor Authentication (MFA) administered by Duo Security. This guide provides comprehensive, technical instructions for navigating the portal, troubleshooting common system faults, and maximizing scheduling efficiency.

The MyTime Jefferson Ecosystem: System Infrastructure and Access Points

The MyTime portal is a specialized enterprise deployment tailored to the dual demands of an academic medical center. Because Jefferson operates both a major university system and a massive regional healthcare network across Pennsylvania and New Jersey, the system is segmented by job classification, department rules, and union/non-union labor contracts.

Enterprise HR Database (PeopleSoft) ---> MyTime Portal (UKG Dimensions) <---> Duo Security MFA

(Note: The diagram above demonstrates the secure pipeline of employee data from the core human resources registry directly into the live scheduling and timecard environments.)

The system architecture relies on synchronous API integration with Jefferson’s central Human Resources Information System (HRIS), powered by PeopleSoft. When a new employee is onboarded or changes departments, their profile, pay rate, job code, and accrual rates update inside MyTime within one standard synchronization cycle (typically 24 hours).

For clinical employees working within acute care hospitals, such as Thomas Jefferson University Hospital, Jefferson Abington Hospital, or Jefferson Einstein Philadelphia Hospital, MyTime is deeply integrated with daily staffing matrices. This ensures that nurse-to-patient ratios, on-call rotations, and shift bidding rules comply with both clinical safety standards and state-mandated labor laws.

Step-by-Step Portal Login Protocol for Desktop and Mobile Platforms

Accessing MyTime Jefferson requires active credentials issued by Jefferson IS&T (Information Systems and Technology). Users must utilize their Campus Key (a unique alphanumeric identifier) and password, combined with the enrolled Duo Security profile.

Desktop Web Browser Access

1. Launch an enterprise-supported web browser. For optimal performance of the UKG user interface, use the latest versions of Google Chrome, Microsoft Edge, or Apple Safari. Avoid using outdated browsers, which can cause clock-punch latency or rendering errors.
2. Navigate directly to the official web address: mytime.jefferson.edu.
3. The server will automatically redirect to the unified Jefferson Single Sign-On (SSO) login gateway.
4. Input your full Jefferson email address (e.g., firstname.lastname@jefferson.edu or your campus key equivalent) followed by your standard secure password.
5. Upon credential confirmation, a Duo Security prompt will appear on your screen. Approved methods include a Duo Push notification to your registered mobile device, an SMS passcode, or a physical security token.
6. Once authenticated, the system redirects your session to your customized UKG Dimensions homepage dashboard.

Mobile App Installation and Configuration (UKG Pro/Dimensions)

For on-the-go shift bidding, timecard reviews, and PTO requests, employees can utilize the official mobile application.

1. Download the UKG Pro (formerly UKG Dimensions) application from the Apple App Store or Google Play Store.
2. Open the application. On the initial launch screen, you will be prompted to enter your organization’s Tenant Server URL.
3. Enter the dedicated Jefferson tenant URL: https://jefferson-sso.prd.mykronos.com (or the current active server string provided on the IS&T employee portal).
4. Tap "Continue" to launch the integrated Jefferson SSO page within your mobile browser container.
5. Provide your Campus Key credentials and complete the Duo MFA push notification.
6. To expedite future logins, enable biometric authentication (FaceID or fingerprint recognition) within the application's secure settings panel.

Managing Timecards, Requesting Time Off, and Shift Swaps

Accurate timekeeping is critical for preventing payroll discrepancies. Under clinical and university guidelines, non-exempt hourly employees must actively track and verify their hours.

Recording Worked Hours

Non-exempt clinical staff typically log hours via localized physical Wall Clocks (using badge-swipe technology), terminal workstations, or the MyTime mobile app (if geofencing permissions are enabled for your department).

• The Punch In/Out Protocol: Employees must punch in at the start of their shift, out for unpaid meal breaks (minimum of 30 minutes continuous break), back in from meal breaks, and out at the end of their shift.
• Missed Punch Adjustments: If a punch is missed due to a system error or emergency clinical responsibilities, the employee must submit a "Historical Correction Request" or a "Missed Punch Note" directly inside the MyTime system. This request routes directly to their immediate clinical manager or supervisor for digital sign-off.

Timecard Approval Workflows

At the conclusion of each bi-weekly pay period, employees and supervisors must sign off on timecards.

Crucial Payroll Deadline: Non-exempt employees must approve their timecards by 11:59 PM on the final Saturday of the pay period. Supervisors must review, address outstanding alerts (such as unexcused absences, excessive overtime, or unmatched punches), and apply final management approval by 12:00 PM (Noon) on the following Monday. Failure to meet these system deadlines will delay the release of funds or cause pay check adjustments to roll over to the subsequent pay period.

Submitting Time-Off Requests (PTO, FMLA, Educational Leave)

1. From the MyTime home screen, navigate to the My Calendar widget or select the Request Time Off option from the main menu.
2. Select the specific date range and choose the corresponding Pay Code (e.g., PTO, Sick Time, Jury Duty, or FMLA-approved hours).
3. Ensure you have an adequate accrual balance. The system displays your projected accrual balance as of the requested date, accounting for future accrual accumulation.
4. Submit the request. The system automatically alerts your supervisor via email and adds a pending flag to the unit’s master schedule to prevent under-staffing.

Technical Troubleshooting and Portal Failures

Enterprise software updates or local credential changes can occasionally cause access interruptions. Below is a diagnostic matrix for resolving common MyTime access issues.

Common Access Error: "Single Sign-On (SSO) Authentication Failed"

This issue usually surfaces after an employee updates their central campus password or if the browser's local cache holds expired session cookies.

• Remedy 1 (Clear Cache): Clear your browser's history, cookies, and cached images. Close all browser windows completely, relaunch the browser, and attempt to log in again.
• Remedy 2 (Incognito Mode): Open a Private or Incognito browser window. If login succeeds here, the problem lies within cached credentials in your primary browser profile.
• Remedy 3 (Password Resets): If your campus password has expired, navigate to the standard self-service portal at password.jefferson.edu to update your credentials before retrying the MyTime login.

Duo Security Verification Loop

If your browser continuously redirects to the Duo prompt without logging in, your Duo session may have desynchronized.

• Remedy: Ensure the time and date settings on your mobile device are set to "Set Automatically." If your device time differs by even a minute from the central Jefferson servers, Duo security handshakes will fail. Alternatively, open your Duo Mobile app and manually pull down to refresh the pending notifications list.

Help Desk Escalation Paths

If self-service troubleshooting fails, contact the appropriate system administrator. Do not attempt to guess credentials multiple times, as five consecutive failed attempts will trigger an automated account lock across all Jefferson environments (including Canvas, Epic EHR, and Office 365).

System Configurations: Academic Faculty vs. Clinical Health Staff

Because Jefferson operates both academic and healthcare divisions, the rules embedded within the MyTime interface differ dramatically depending on your employment type.

Frequently Asked Questions

Why does my timecard display a red "Exceptions" flag?

A red flag indicates an unresolved timecard anomaly that requires administrative attention before payroll processing. Common triggers include missing a punch (such as failing to swipe out for lunch), checking in late (tardiness penalty threshold exceeded), or working unauthorized overtime. You must immediately click on the exception flag within the MyTime interface, check the corresponding date, and submit an adjustment request to your manager to resolve the warning.

Can I access MyTime if I am on an approved Leave of Absence (LOA)?

During an active, formally approved Leave of Absence (such as FMLA or short-term disability), your primary active Campus Key credentials may be temporarily deactivated or restricted by HR to maintain security and ensure compliance with medical leave laws. If you require access to tax documentation or accrual details while on leave, you should contact the HR Service Center directly via phone or email for manual record delivery.

How do I request a peer shift swap using the MyTime portal?

To swap a shift, go to the "My Calendar" section in the mobile app or desktop portal, select the shift you are scheduled to work, and select the "Swap Shift" option. You can search for a specific eligible colleague or post the shift to the open department pool. Once a qualified peer accepts your swap request, the system routes the proposal to your clinical unit manager for final schedule approval. Once approved, both employees' schedules update automatically.

What should I do if my PTO balance is displaying an incorrect total?

PTO balances update progressively at the end of each completed pay cycle. If your balance appears incorrect, verify that any recently approved PTO requests for future dates have not already been deducted from your "projected balance" display. If you still observe discrepancies, verify your hire-date tier or contract terms with the HR Service Center, as shift differentials and unpaid leaves of absence can impact your accrual accumulation rates.

Is there a geofencing limit when punching in via the mobile app?

Yes, for departments that permit mobile clocking, Jefferson utilizes precise geolocation tracking within the UKG application. You must be physically located within the designated GPS coordinates of your assigned hospital campus, clinic, or research building to punch in. If you attempt to punch in from off-site, the application will display a "Location Out of Range" error, and your punch will be blocked until you arrive within the authorized boundary.

Optimizing Your Employee Self-Service Workflow

Maximizing the efficiency of your MyTime portal reduces administrative friction and ensures you are paid accurately for every minute worked. Best practices include checking your timecard at the end of every scheduled shift rather than waiting until the end of the pay period. This proactive check allows you to submit missed punch adjustments while the specific hours are fresh in your memory. Additionally, always keep the Duo Mobile app updated to prevent authentication delays during peak login hours (such as shift-change times around 7:00 AM and 7:00 PM). For policy-specific inquiries regarding holiday pay, bereavement leave, or complex overtime calculations, consult the official Jefferson HR Employee Handbook available on the internal intranet portal.