For Time/Leave Keepers

Manage your department’s time and leave records

Effective August 2021, the Executive Branch, the Legislative Offices, and the Office of Hawaiian Affairs will be using HIP Time and Leave.

 

 

The new features will be available when you’re accessing HIP via a computer connected to the State’s 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.

5/9/2022: Admin Leave-COVID has been inactivated effective 3/1/2022.

5/4/2022: An update was made to the employee absence request page to remind employees: "IMPORTANT: Do not submit medical information through HIP". HIP Time and Leave Standard Operating Policies and Procedures were also revised, and section 5.1 was amended to indicate that HIP should NOT be used to transmit or store medical information about employees or other individuals, and that doctor's notes excusing an absence from work that do not reveal a medical condition are acceptable.

5/3/2022:  An update was made to the employee timesheet so that on days when the State is processing payroll for prior periods of work and their older timesheets are temporarily locked, a user will get a message letting them know they can submit after time after payroll processing is complete and if unable to do so, to contact their local timekeeper for help submitting their time. As a reminder, timekeepers can submit time for an employee for up to 90 days.

4/29/2022: The label on the "View Requests" tile was changed to read "View/Modify Requests" to help employees understand that they modify a previous request from the "View/Modify Requests" tile and not the "Request Absence" tile.

4/11/2022: New Time Reporting Code (TRC) Matrix published.

12/10/2021: Clarification in section "Making Changes to Leave Requests" made, "Note that these diagrams are written from the perspective of the Leave Keeper initiating the transaction, as opposed to the Employee or Supervisor initiating the transaction."  

12/3/2021: Comp Time Balance Adjustment and Comp Time Balance Adjustment (Travel) job aids are posted in the Business Process/Job Aids section.

12/2/2021: New Holiday Overtime TRC (OTHLD) added to employee timesheets for all BUs except 11 (who already has a TRC for this type of time)

10/22/2021: Department Directed Leave was added as a leave type, accessible to HR Admins, Leave Keepers and Supervisors

10/20/2021: "COVID 19 Test" was added as a Vacation leave absence reason

10/15/2021: The 2022 Time and Leave Calendar was released showing timesheet due dates, and approval deadlines.

9/23/2021: Timekeeper business process relating to employees transferring between comp time programs as a result of the HIP_TL_CMP_TM_CHG_PLAN query has been posted in the Business Process/Job Aids section.

9/9/2021: A new reason was added to leave type “Admin Lv- COVID 19 Vaccination” for booster shots. Employees may use up to two hours of leave for a booster shot.

8/31/2021: Effective 9/1, Collective Bargaining Mtg Lv added as an regular absence type available for employee selection.

8/27/2021: Updated Vacation/Comp Time Payout Upon Termination business process.

8/9/2021: Punch Time Entries for Shifts Crossing Days Job Aid was posted to aid Timekeepers in the entry for punch time employees who work shifts that cross over multiple days.

8/4/2021: Updated Labor Reporting training was posted for applicable departments.

8/3/2021: Copies of Leave Keeper and Timekeeper self-paced training were released without password restrictions

7/26/2021: The ETS-304 security form has been updated for the final deployment of Time and Leave

7/15/2021: Added a quick reference guide for timekeepers to create new combo codes.

7/2/2021: Live Timekeeper Training available for replay.

7/1/2021: A presentation with Helpful Tips for Employees was added. It is handy for Timekeepers and Leave Keepers to answer employees' frequently asked questions about absence balances, how to track their leave taken/accrued, and how to read their pay statements.

6/30/2021: Live Leave Keeper Training available for replay.

6/29/2021: Word DOC and PDF versions of Timekeeper and Leave Keeper Training Guides were released.  See "Training Resources for Timekeepers and Leave Keepers" below.

6/29/2021: New Frequently Asked Questions (FAQs) published for Leave Keepers and Timekeepers.  See "Frequently Asked Questions" below.

3/7/2021: A list of Time Reporting Codes (TRCs) posted.

3/3/2021: Quick Reference Guide was added for leave keepers on how to Create and Maintain Absences.

3/3/2021: Quick Reference Guide was added for timekeepers on how to use Rapid Time.

2/26/2021: “Admin Lv- COVID 19 Vaccination” absence added to HIP. Employees may use up to two hours of leave for each vaccination, with a maximum of four hours allowed of this type of leave per year.

2/4/2021: Added a Job Aid that shows leave keepers how to resolve an error message that employees may get when trying to resubmit a canceled absense: "An Error occurred while constructing the customized forecasting message for Absence Take: HI SICK AT. Please contact your system administrator."

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

9/2/2020: New page released for Timekeepers on Exception Management.

8/27/2020: Need to figure out who has entered/updated an employee timesheet? Timekeepers can now use the Time Audit feature.

8/11/2020: Users are now able to self-subscribe onto this page by adding their email address at the bottom 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.

 

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.  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 2022 Calendar is available which shows when timesheets open and close for employees, and when supervisors must approve in order for the time to be paid timely.

A presentation with Helpful Tips for Employees may be used by Timekeepers and Leave Keepers to answer common questions from employees on absence balances, how to track their leave taken/accrued, and how to read their pay statements.

 

Timekeeper Responsibilities in HIP

As a Timekeeper, you’ll be responsible for reviewing and assisting with the resolution of system-generated timesheet “Exceptions”.  See detailed instructions on Timesheet Exception Management. The Timekeeper role also includes reviewing all timesheet actions pending approval with mandatory audits and working with the supervisors to approve those actions prior to the payroll deadline each pay period.  A list of all available Time Reporting Codes (TRCs) is available for reference.  Employees will contact you with their questions about timesheets and pay statements.

You’ll have the ability to adjust time reported on time sheets for the employee when necessary, and audit timesheet data to ensure all fields are appropriately completed. You may also manage Labor Reporting if your department uses the “Task Profile” feature in HIP, create a new combo code for charging fringe payments to designated UACs, and/or manage the data entry of timesheets for employees who lack computer access through the “Rapid Entry” screen in HIP.

Review the Standard Operating Policies and Procedures and Recommended Time and Leave Roles and Responsibilities.

 

Leave Keeper Responsibilities in HIP

As a Leave Keeper, you’ll be responsible for entering, reviewing, and approving absences in HIP. You’ll be able to enter leave records for employees who lack computer access and access leave balances for employees to validate absences prior to approval. Employees will contact you with their questions about their leave transactions.

Review the Standard Operating Policies and Procedures and Recommended Time and Leave Roles and Responsibilities.

 

Approving Employee Leave and Making Changes to Leave

HIP has flexibility built in so that employees can make changes to their leave, Supervisors can make changes to leave if necessary, and Leave Keepers can too.  Here’s some guidance for Leave Keepers on how to handle changes to employee leave, depending on the status or circumstances of the employee’s request. Note that these diagrams are written from the perspective of the Leave Keeper initiating the transaction, as opposed to the Employee or Supervisor initiating the transaction.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Security Access for Timekeepers and Leave Keepers

If you are a Timekeeper or Leave Keeper needing access to HIP, 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.

 

 

Training Resources for Timekeepers and Leave Keepers

 

 

For Leave Keepers

Online Self-Paced Training Downloadable copies of Course 120 for Leave Keepers in PDF and DOC formats Recording of the 6/30/2021 Leave Keeper Live Class and Q&A
 

For Timekeepers

 

Online Self-Paced Training Downloadable copies of Course 125 for Timekeepers in PDF and DOC formats Recording of the 7/2/2021 Timekeeper Live Class and Q&A

 

Frequently Asked Questions

Click on the links below to read questions and answers that Leave Keepers and Timekeepers commonly ask or encounter.

 

Reports and Queries

Reports and queries are available to assist users with their duties in HIP Time and Leave.  Some queries are mandatory to be run on a reoccurring basis to find and correct user errors.

How to run queries with Query Viewer access.

Audit timesheet input and updates using the Time Audit feature.

 

Labor Reporting

The following offices/agencies currently use the Labor Reporting feature in HIP to capture time worked on specific tasks, for internal reporting, grant reporting, or billing purposes:

  • DBEDT-HHFDC
  • Aloha Stadium
  • DLNR-DOFAW/DAR
  • DHS-IT
  • DOD-HIEMA

Self-paced training for this feature may be found on-line.

 

Help With Balance Adjustments

In the event that you need HR’s help adjusting sick or vacation balances for employees after go-live, please use the Balance Adjustment Worksheet, to communicate changes to your HR office.  This makes sure the changes you need are easier for HR to process. Comp time adjustments can be made by authorized timekeepers.

 

 

Business Processes / Job Aids

Size: 1 MB Absence Balance Help Size: 357 KB BP-Comp-Time-Balance-Transfer-for-Employees-Moving-BUs Size: 107 KB Vacation_Comp Time Payout Upon Termination Size: 14 MB 125 Timekeeper Training Guide_202106 Size: 29 MB 125 Timekeeper Training Guide_202106 Size: 17 MB 120 Absence Management - Leave Keeper - ILT_210625 Size: 9 MB 120 Absence Management - Leave Keeper - ILT_210625 Size: 321 KB PunchTimeEntriesShiftCrossesDays Size: 1,017 KB Comp Time Balance Adjustment (Travel) Size: 1 MB GP3 Forecast Document Size: 231 KB Creating a new Combo Code in Classic Timehseet Size: 124 KB FAQ - Timekeeper Size: 128 KB FAQ - Leave Keeper Size: 107 KB Enter Time Size: 346 KB Comp Time Balance Adjustment Size: 571 KB Create and Maintain Absence Size: 1 MB Rapid Time Job Aid for Timekeepers Size: 646 KB Cancellation error message Size: 110 KB FAQ for Timekeepers 10-24-2020 Size: 115 KB FAQ for Leave Keepers 10-24-2020 Size: 364 KB Time Audit Size: 436 KB Editing in Create and Maintain Absences Size: 270 KB Screenshots Size: 2 MB Query Viewer Size: 260 KB Request Partial Days Size: 54 KB Updates to UAC - Base Pay Size: 55 KB Temporary Assignment Payments Size: 64 KB Request Extended Absences - Workers' Comp Size: 61 KB Request Extended Absences - Family Leave Size: 108 KB Leave Donation - Donating Size: 54 KB Absence Balance Adjustment Size: 52 KB Making Updates to UACs for Non-Base Pay Size: 93 KB Update an Employee's Work Schedule Size: 58 KB Request Absence on Employee's Behalf Size: 68 KB Request Absence Size: 104 KB Overtime Request Size: 59 KB Enter Time on Employee's Behalf
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