For Supervisors

Use HIP to review your employee’s time and leave records for approval

In March of 2021, employees of the following Executive Branch departments/offices will submit their time and their leave requests in HIP:

Accounting and General Services, Office of the Governor, Office of the Lieutenant Governor, Attorney General, Budget and Finance, Business, Economic Development and Tourism, Commerce and Consumer Affairs, Defense, Health, Human Services, Taxation, Transportation

 

 

 

 

The new features will be available when you’re accessing HIP using a computer connected to the State’s computer network.  For those employees without regular access to computers, time sheets and leave requests will be handled by designated timekeepers and leave-keepers on behalf of employees.

Looking for recent updates to this page, or announcements? Click here.

11/19/2020: The next deployment date for HIP time and leave was updated to March 2021.

11/17/2020: In addition to training materials for Supervisors being available at our learning portal for course completion credit, you may download a copy of the learning portal materials in either .PDF or .DOC formats.

10/23/2020: HIP 2021 Calendar has been posted which shows payroll windows and deadlines.

9/14/2020: Automated outbound notifications from HIP have been changed to the address [email protected]notify.hip.hawaii.gov.

9/4/2020: New section added, “Approving Leave and Making Changes to Leave” to help supervisors know how leave transactions flow through the system in case they need to assist employees.

9/2/2020: We posted a Delegation Guide to help you understand all of the different types of delegations in the system and how they work.

8/26/2020: Effective 8/26, HIP’s auto-generated emails for time and leave transactions will come from ‘[email protected]’.  This includes emails that pertain to individual time and leave requests from employees as well as batch emails and reminders for multiple transactions.  This change was made so that users have a consistent and uniform experience.

8/11/2020: Users are now able to self-subscribe onto this page by adding their email address at the top of the page. This will allow you to receive notifications in real-time when this page is updated. Check this section to find out what updates were made.

 

COMPLETE MANDATORY EMPLOYEE SELF-SERVICE TRAINING

If you work for a department that has deployed HIP Time and Leave or who will in December, logon to the learning portal and get credit for taking training!  Enter your work email address and the password “Alohastate.”

You may additionally download a copy of the learning portal materials in either .PDF or .DOC formats.

How Time and Leave works in HIP

HIP houses HR information for State of Hawaii employees such as their pay rate, their employee type (e.g., casual worker, salaried worker), their part-time/full-time status, their full-time equivalent status (FTE), their standard working hours per week, who they report to, and which collective bargaining unit they are members of.  All of that HR data drives HIP’s logic to generate “payable time” for State employees, and accrue paid leave according to collective bargaining unit rules.

Special Topics:

The State requires employees to submit their time and leave records by the end of each pay period to ensure that employees are paid accurately and timely.  A 2020 Calendar and 2021 Calendar are available which show when timesheets open and close for employees, and when supervisors must approve in order for the time to be paid timely.

 

New Features Designed to Assist Supervisors 

The Manager Self-Service features in HIP are designed to assist supervisors with day-to-day management of your operations.  Here are just a few of the features that you can look forward to:

Maintain visibility of your employees’ work schedules, and manage Alternative Work Week (AWW) schedules.

See your employees’ leave balances at any given time, including sick, vacation, and compensatory time. 

See a calendar of any leave requests and/or approvals processed in the system.  If you’re a supervisor who oversees other supervisors, you’ll have visibility to the scheduled time of those who report to your supervisors.   

 

 

Supervisor Responsibilities in HIP

As a supervisor, you’ll be responsible for reviewing and approving timesheets in HIP for your employees in a timely manner. Your timely approval will allow your employees to be paid on-time. This also entails reviewing timesheets for all of your hourly employees, pre-approving overtime, and approving any elapsed timesheets for your salaried employees’ time (e.g., overtime taken or differentials, etc.), and resolving any exceptions that the system generates. These actions must be taken prior to payroll processing each pay period. 

You’ll also be responsible for approving your employees’ leave requests (e.g., vacation, sick, and other leaves) through HIP. This will replace approving a paper/electronic G1 or similar process to your department/office currently uses to approve employee leave requests today. 

You’ll also be responsible for reporting time and leave for your employees in the event they don’t have access to a computer or are part of a department that requires approval for timesheets outside of HIP. 

Approving Employee Leave and Making Changes to Leave

HIP has flexibiltiy built in so that employees can make changes to their leave, your local Leave Keeper can make changes, and supevisors can make changes to leave if necessary also.  Here’s some guidance for supervisors on how to handle changes to employee leave, depending on the status or circumstances of the employee’s request.

 

 

Security Access for Supervisors

If you are a Supervisor needing access to HIP after your department goes live in May, please complete the ETS-304: Hawaii Information Portal Security Access Request Form for Time/Leave and Payroll-Deployed Departments and someone from the HIP service team will review and process your submission.

 

Delegation

Immediate supervisors are responsible for time and leave approvals for their direct reports in HIP.  When a supervisor needs to take leave or otherwise be away from the office they must delegate their approval in advance. Their proxy must accept the delegation in HIP as well, to acknowledge that they have received delegation authority.

Here’s a Delegation Guide to help you understand all of the different types of delegations in the system and how they work.

In the rare event a supervisor cannot set up a delegation for themselves, an Executive Branch Department Director may authorize the Hawaii Information Portal Service Center to set up a temporary delegation for the supervisor.  A leave keeper/timekeeper must submit a ticket with the Administrative Delegation Memo on behalf of the department.

 

    Frequently Asked Questions

    When is this happening?

    The new features will be available to Supervisors on May 4th.  If you have employees that are paid on the 5th of every month for the work that they did in the first half of the previous month, the new feature will be available for them on May 4th. If you have employees that are paid on the 20th of every month for the work that they did  in the first half of the same month, their features will be available on May 16th.

    Why is this happening?

    The State has invested in expanded features for HIP to assist with the administrative processing of time and leave for payroll purposes, and to bring more visibility to employees. The new time and leave features build upon the basic features that were delivered with payroll in 2018.

    Is there anything I need to do to prepare?

    Yes! The most important thing to do now is ensure that your employees turn in ALL past leave requests and ALL time sheets from past pay periods to your department/office for immediate processing prior to May.  This will be critical to ensure that the system has accurate information for them, such as their sick and vacation leave balances, when they start to use the new features.  As well, if you haven’t set up a secret security question to ensure you can recover your password quickly and easily, please do so now. Here’s how!

    When will training be available?

    Online training will be available in the month of April.  There will be a online tutorial as well as guides posted to this site.

    What if I cannot approve an employee request? What do I do?

    If you’ve reviewed an employee request and cannot approve it because it’s inaccurate, or doesn’t follow department policies, or it doesn’t meet your operational needs, you’ll “push back” the request in HIP to the employee along with an explanation.  Your employee will automatically be notified if they have a hawaii.gov email address in the system, and they can work with you to amend their submission or cancel it. Please ensure there is adequate communication between you and your employees on any requests that cannot be approved for any reason.

    What happens if an Absence Request is denied?

    The originator of the request (whether it was the employee or Leave Keeper that submitted for an employee) will receive an email notification of the denied request.

    Will the system allow me to delegate my supervisory approvals?

    Yes!  When you need to take your own leave or you’ll otherwise be out of the office, you should set up a delegation in HIP so that employee requests are routed to another individual for the desired length of time you choose. This will be important to ensure that requests are not held up if you’re unavailable. You can also set up delegations without a specific end date which is recommended for situations where it’s appropriate to delegate for longer periods of time, such as when you have an employee who is temporarily assigned as a supervisor under you and should be approving a group of employees’ records.

    If a supervisor position is vacant, how will HIP know where to send employee requests to?

    If a supervisor position is vacant, HIP will automatically route employee requests to the next available supervisor above the vacant position until a supervisor is hired into the vacant position.  When a new supervisor is hired into the vacant position, the new supervisor will be enrolled into Manager Self-Service automatically and start to receive approvals for their direct reports.

    If I approve a leave request or an overtime request accidentally, what do I do?

    HIP will allow you to cancel your approval, or push back the request to the employee for them to edit their request and re-submit to you if that’s appropriate.  If, for instance, an employee requests 8 hours of vacation and you pre-approve 8 hours, but the employee only ends up taking 6 hours, you can edit the leave record for them or send it back and ask them to do so. Either way, a supervisor email notice as well as an employee email notice will be triggered so that both individuals know about the change.

    My department has a policy regarding pre-approval for overtime. How will HIP deal with my department overtime policy?

    Every time an employee works overtime, pre-approval from their direct supervisor is required.  If the overtime is pre-planned, the employee will submit an overtime request and you will approve it, checking to see that your department policy was indeed followed, and then submit their time sheet for the overtime that was worked.  If the overtime is NOT pre-planned, the employee will submit their time sheet for the overtime that was worked, and HIP will generate an exception that the Timekeeper must allow before the you can approve. Timekeepers and supervisors must work together to carefully review overtime transactions in HIP to ensure that any applicable department policies are followed, as policies can vary from department to department.

    What does TRC stand for?

    TRC stands for Time Reporting Code. These are codes that employees can use to report their time. TRCs are used to report  “exceptions” outside of their regular time (e.g. Overtime). If you have a question regarding TRCs, please contact your department Timekeeper.

    How is Compensatory Time tracked?

    In HIP, Compensatory Time is tracked as a type of time as opposed to a type of leave. When an employee works overtime and reports their hours on their time sheet, they’ll have the choice to use a code for overtime to generate an overtime payment, or a code for comp time to be used later. If they use comp time, their comp time balance will be visible in HIP on a special tile. When they want to subsequently use their comp time, the employee will again report their comp time taken on a later time sheet.

    Will the system allow my employees to take more paid leave than they have?

    Essentially HIP will not allow employees to take more paid leave than they are entitled to take. HIP checks to see that the employee has enough leave to take.  However, HIP will allow your employees to forecast their leave so they can plan ahead, and HIP will tell them how much they’ll have in a future period according to their anticipated accrual schedule. This feature helps everyone plan ahead for popular leave periods like summer vacations and holiday travel.

    Why doesn't HIP require doctor's notes for more than 4 employee sick days?

    HIP has an attachment feature for leave requests that is flexible and can be used for situations where a department policy or collective bargaining agreement requires an employee to furnish any type document pertinent to any type of leave, such as a doctor’s note for sick time.  HIP has not been designed to require doctor’s notes for sick time over a certain number of days because rules vary for collective bargaining unit members and non-members. Supervisors have the responsibility of checking the leave requests for doctor’s notes in applicable situations and “pushing back” if the request doesn’t come with one.

    Does HIP integrate with Office 365?

    In some ways, HIP integrates with Office 365.  Executive Branch users will be able to logon to HIP using their hawaii.gov email address and Office 365 passwords so that you don’t have to remember your HIP user ID and a separate password, and details will be announced about that transition. As well, HIP will trigger automated emails for both employee requests and supervisor approvals for those with a hawaii.gov account, and HIP will remind individuals about pending approval records. What HIP will not do is integrate your employees’ leave records and work schedule into your Outlook calendar, but HIP does contain its own feature inside the application to help you manage this information. 

    I work for Enterprise Technology Services. Does this replace our electronic time and leave system?

    For the time being, employees of ETS must submit their time and leave in HIP AND the TLS system. TLS is a project costing engine and serves other purposes that HIP does not. An evaluation is being done to determine how processes can be streamlined to prevent the dual entry for employees in the future.

    Who is the Central Time and Payroll Admin Team?

    This team is similar to the Central Payroll function, but will be handling all functions related to Time and Leave. This team will be called the Technical Services Office.

    What do I do if I have more questions?

    If you have questions about timesheets/pay, contact your department’s time/leave keeper .  If you have general questions about the deployment of time and leave in HIP, please write to [email protected] and someone will direct your email appropriately.

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