You requested vacation through the University of Utah’s timekeeping system.
Your manager approved it, and the leave appeared on your timecard.
But your plans changed.
Maybe you returned to work earlier than expected, selected the wrong dates, or entered sick leave when you intended to record vacation.
Now the original entry needs to be corrected.
The important thing to understand is that changing a leave request and correcting the actual timecard aren’t necessarily the same action.
The University of Utah’s MyTime system maintains leave records, approval workflows, and timekeeping information. A mistake can involve more than one of those records.
MyTime Replaced the Previous Timekeeping System
Beginning November 1, 2025, the University of Utah introduced MyTime for campus timekeeping.
The system replaced the previous Kronos experience with updated navigation and timecard views.
University employees continue using the time-reporting methods assigned to their positions.
For salaried staff, the timecard has a vertical layout resembling an hourly timecard, but regular working hours generally don’t need to be entered. Salaried employees continue reporting applicable leave.
If you’re correcting an absence, use the current MyTime procedures rather than relying on an outdated Kronos guide.
First, Identify What Is Actually Wrong
Different mistakes require different corrections.
For example:
Incorrect date: Vacation recorded for October 14 instead of October 15.
Incorrect duration: Eight hours entered instead of four.
Incorrect category: Sick leave selected instead of vacation.
Canceled absence: Leave was approved, but you ultimately worked that day.
Before changing anything, identify the original entry and the correct information.
Don’t submit a new absence request simply to compensate for an old mistake.
Approved Leave Doesn’t Automatically Disappear When Canceled
This is an important detail from the university’s official MyTime guidance.
When an approved leave request is canceled, the leave hours may remain on the employee’s schedule or timecard.
The cancellation itself doesn’t automatically remove those hours.
The university instructs managers or payroll reporters to remove the corresponding entry through Schedule Planner with Absence Calendar.
That means you may need to confirm two things:
Was the leave request canceled?
Was the original leave entry removed from the schedule or timecard?
Completing only the first step may leave an incorrect record behind.
What the Cancellation Process Involves
The university’s published employee procedure describes selecting the approved leave entry under My Requests, choosing Cancel Request, and submitting the cancellation for approval.
However, the university’s guidance also flags technical availability limitations for this functionality.
If the cancellation option isn’t available in your account, contact your manager or payroll reporter rather than assuming the absence cannot be corrected.
Don’t invent a replacement entry to offset the original one.
Your Manager Has a Separate Responsibility
After an approved leave request is canceled, the manager or payroll reporter may need to open Schedule Planner with Absence Calendar.
The relevant leave entry must be located, removed, and the change saved.
Until that action is completed, the hours may continue appearing in the employee’s records.
This explains why an employee can believe an absence was canceled while the timecard still shows leave.
The Correct Leave Category Matters
MyTime retains the university’s established pay codes.
Examples include:
VAC: Vacation
SIC: Sick leave
Other applicable codes cover different absence categories.
Selecting the wrong code can make the record inaccurate.
If you entered the wrong category, explain which type of leave was actually used and ask for the appropriate correction.
Don’t assume the codes are interchangeable simply because both represent time away from work.
A Leave Request May Be Managed Outside MyTime
Not every university department requires employees to request time off directly through MyTime.
The University of Utah allows departments to maintain separate procedures for requesting and approving absences.
However, the university still requires leave taken to be recorded in MyTime so that balances and accruals remain accurate.
This distinction matters when correcting an absence.
Your department may have approved the schedule change through another process, while the MyTime leave entry still requires correction.
Review the Original Dates and Hours
Suppose you requested eight hours of vacation for October 16.
You eventually worked four hours and used only four hours of vacation.
The original eight-hour entry may no longer represent what happened.
Before requesting a correction, confirm the actual hours worked and the amount of leave taken.
A correction should reflect the real absence, not simply eliminate an unwanted entry.
Check Whether the Timecard Has Already Been Approved
University timecards follow an approval process.
Employees enter their time, managers review and approve it, and Payroll completes the final sign-off.
A correction discovered before approval may follow a different process from one discovered after the relevant period has been finalized.
If the period is already closed, contact the responsible payroll specialist or manager.
Don’t assume you can directly edit historical entries.
Don’t Ignore the Leave Balance
An incorrect vacation or sick leave entry can affect the balance shown in MyTime.
If the original hours remain recorded after a cancellation, the displayed leave information may not yet reflect the corrected absence.
Review the relevant record after the correction has been processed.
If the balance still appears inconsistent, ask the appropriate payroll or HR contact to investigate.
Avoid Creating Duplicate Corrections
You notice the original leave entry is wrong.
You submit another request for the correct date.
But the first entry remains.
Now there may be two records requiring attention.
Before creating a replacement request, determine whether the original must be canceled, removed, or modified.
Coordinate with the responsible approver so the correction doesn’t introduce another discrepancy.
Report the Problem Precisely
A useful correction request might include:
System: Utah CIS / MyTime
Original leave date: October 16
Original code: VAC
Original hours: 8
Actual leave used: 4 hours
Current issue: Approved entry still shows 8 hours
Requested action: Correct the recorded leave to match the actual absence
This gives the manager or payroll reporter enough information to identify the affected record.
It’s much more useful than simply saying the timecard is wrong.
Verify the Final Record
Once the correction has been processed, review the relevant timecard.
Confirm that the dates, hours, and leave category are accurate.
If the change involved canceling an approved absence, make sure the original leave entry no longer remains incorrectly recorded.
Don’t rely exclusively on a cancellation confirmation when the university’s own guidance explains that a separate schedule correction may be required.
Correct the Record, Not Just the Request
Utah CIS provides access to university employee resources, while MyTime maintains the relevant timekeeping information.
An approved absence can involve a request, a schedule entry, and a timecard record.
Those pieces don’t always change together.
When correcting leave in MyTime, identify the original entry, follow the applicable approval process, and verify that the actual timecard reflects the correct dates, hours, and leave category. A canceled request alone may not be enough.