For Time/Leave Keepers

Manage your department’s time and leave records

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 via http://execsso.hip.hawaii.gov/using your State of Hawaii Office 365  hawaii.gov email address and password.  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.

11/18/2020: Downloadable copies of Courses 120 for Leave Keepers and 125 for Timekeepers available in .PDF and .DOC formats.  See section “Training Resources for Timekeepers/Leave Keepers” below.  Additionally, copies of the Employee Self-Service Courses 100 timesheet entry for hourly employees, 101 timesheet entry for salaried employees, 200 leave requests for salaried employees were posted on the Time and Leave page for employees at https://ags.hawaii.gov/hip/time-and-leave/.  Copies of the Manager Self-Service Course 101 was posted on the Time and Leave page for supervisors at https://ags.hawaii.gov/hip/for-supervisors/.  Employees who are visually impaired may prefer the downloadable copies in .DOC format.

11/4/2020: Timekeeper Instructor Led Class Q&A Session replay available

11/2/2020: Timekeeper Instructor Led Class replay available

10/29/2020: Leave Keeper Instructor Led Class Q&A Session replay available

10/27/2020: Leave Keeper Instructor Led Class replay available

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

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

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 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.

 

Timekeeper Responsibilities in HIP

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

You’ll have the ability to adjust time reported on time sheets for the employee when necessary, and check that all fields are appropriately completed. You may also manage which Uniform Accounting Codes (UACs) are applicable to employees through the management of “Task Profiles”, and/or manage the data entry of timesheets for employees who lack computer access through the “Rapid Entry” screen in HIP.

 

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.

 

 

 

Approving Employee Leave and Making Changes to Leave

HIP has flexibiltiy 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.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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

If you are transitioning to HIP Time and Leave in the second deployment group, virtual training sessions are being offered via Microsoft Teams Live Events on the following days:

For Leave Keepers

 

Live Training: Tuesday, October 27 from 9am to 2pm – Replay Available For Invited Attendees

Q&A Session: Thursday, October 29 from 9am to 11am – Replay Available for Invited Attendees

Downloadable copies of Course 120 for Leave Keepers in .PDF and .DOC formats
For Timekeepers

 

Live Training: Monday, November 2 from 9am to 4pm – Replay Available for Invited Attendees

Q&A Session: Wednesday, November 4 from 9am to Noon – Replay Available for Invited Attendees

Downloadable copies of Course 125 for Timekeepers in .PDF and .DOC formats

FAQ for Leave Keepers

FAQ for Timekeepers

 

 

 

Reports and Queries

Reports and queries are available to assist users with their duties in HIP Time and Leave.

How to run queries with Query Viewer access.

Audit timesheet input and updates using the Time Audit feature.

 

 

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 change you need are easier for HR to process. Comp time adjustments can be made by authorized time keepers.

 

 

Business Processes / Job Aids

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