Submit Your Time or Take Leave

Use HIP to submit your time for payroll purposes or take leave

The State of Hawaii Executive Branch, the Legislative Offices, and the Office of Hawaiian Affairs currently use HIP Time and Leave.

The features are available when you’re accessing HIP on a State-Networked computer.  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.



Introduction to Time and Leave Employee Self-Service (.PPT file)


Need Time and Leave Help?

Find your Timekeeper or your Leave Keeper.


Complete Mandatory Employee Self-Service Training

Take self-paced training using the links below.

Downloadable copies of our training guides are available in .PDF and .DOC format.

Hourly Employee Timesheet Training PDF DOC
Salaried Employee Timesheet Training PDF DOC
Leave Requests for Salaried Employees PDF DOC


Review the Standard Operating Policies and Procedures.

Complete your Timesheet

If you are an hourly, casual, emergency hire, or 89-day hire employee, you will need to complete your time sheet in HIP for every pay period that you work.  On your timesheet, you will log the days you work and the specific time you start and end work, including your lunch breaks.  See End-to-End Process for Entering Time

If you are a salaried employee, you will need to complete your timesheet in HIP only if you have special types of approved pay to report that you’re eligible for.  One special type of pay that you may be eligible for is overtime, if your department allows overtime, for instance.  See End-to-End Process for Entering Time


Timesheet Exceptions

In specific scenarios, HIP Time and Leave flags employee timesheets with “exceptions” when information is entered into HIP that may be incorrect, or be contrary to the State’s policies or procedures.  For example, your timesheet may have an exception flagged because you have an approved leave request for a full day but you are also submitting a timesheet indicating that you also worked overtime on that same day.  The most common exception that the system flags is when you work overtime without getting your supervisor’s prior approval.  These exceptions help your supervisor and your department prevent mistakes on your timesheets.  The exceptions are generated after you submit your timesheet for supervisor approval. You will know your timesheet is flagged with an exception once you submit it because you’ll see a red triangle icon with an exclamation point, and you’ll also get a pop-up message:

Your supervisor needs to take action to allow an exception or to work with you to update your timesheet, so that your timesheet can be approved, as appropriate. Supervisors get daily email reminders of pending exceptions.


Task Profile (Labor Reporting)

If you work for Aloha Stadium, the DHS-IT Office, DBEDT-HHFDC, DOD-HIEMA or DLNR DOFAW/DAR and need to report your labor hours on your timesheet, please take Task Profile Training.


Take leave

If you are a salaried employee, you’ll input your leave into HIP.  See End-to-End Process for Requesting Leave.  Your request will automatically route in HIP to your supervisor.  If you have a State of Hawaii Office 365 account with a email address, you’ll get an email notification once your supervisor takes action.  If you need to change or cancel your leave at any time, you may do that in HIP as well; see “Making Changes to Leave Requests” below.  If you have questions about how your paid leave balances work and when you get your paid leave entitlements, check out our detailed leave balance guide.

Be sure to attach any applicable documents to your leave request that may be required, such a doctor’s note if your sick leave exceeds four days, or a parent-teacher conference form, etc.

    Making Changes to Leave Requests

    If you need to change or cancel your leave at any time, you may do that in HIP as well. The Cancel Absence tile will cancel and absence and the supervisor will get a request to approve the cancellation.  The View Requests tile is where you can make modifications to requests. See Changing a Canceled Absence Request.

    Here are some scenarios that will help you figure out how to make changes to leave requests.


    Timely Transactions are Required

    All employees are required to submit timesheets and leave transactions by the end of each pay period.  This ensures that State employees are paid accurately and timely. If you are an hourly employee, you must submit your timesheet in HIP for your supervisor’s approval by the end of each pay period — the 15th day of the month and the last day of the month.  If you are a salaried employee, you must submit your timesheet in HIP for your supervisor’s approval by the end of each pay period if you need to claim special types of pay such as overtime, differentials, meal pay, etc.*  If you fail to submit your timesheet within thirty days of the pay period close, your timesheet for the period will be locked in HIP and you will need to contact your timekeeper to have it entered on your behalf.  To prevent delays in receiving your pay, please submit timesheets by the close of the pay period.

    If you take leave, regardless of whether it is paid or unpaid leave, you must submit it in HIP by the end of the applicable pay period.  Additionally, employees that fail to report Leave without Pay, may become indebted to the State in accordance with State policies and laws.


    *Employees on the LAG payroll schedule who submit time toward the end of the pay period, may have their pay reflected on the following pay cycle due to processing time required for approvals and calculations.


    Pay Statements

    Employees will notice additional information on their pay statements that pertains to paid leave.

    Paid Sick and Vacation will appear at the bottom of the pay statement.

      1. Start Balance – Any hours carried over from the prior calendar year will appear here.
      2. Earned – Any sick or vacation hours earned year-to-date will appear here.
      3. Taken – Any sick or vacation hours taken year-to-date will appear here.
      4. Adjustments – When employees first go-live with HIP Time and Leave, they’ll notice that their sick and vacation hours that they are carrying over from their Form 7 appear as Adjustments on their first pay statement on April 5, 2021.  After go-live, if any hours appear as Adjustments, it’s because the employee’s department has corrected the sick or vacation leave hours for the employee.
      5. End Balance – Hours from the preceding buckets – Start, Earned, Taken, Adjustments – are summed here.


    Additionally, any hours of paid leave taken for the period will appear as rows of earnings and the equivalent negative hours and amounts for regular pay will also appear as separate rows.  For instance, if 2 hours of Parent-Teacher Conference leave was taken, it will appear as 8 hours with the employee’s corresponding rate of pay in the earnings box, and a corresponding -2 hours of regular pay at that same rate.



    Quick Reference Guides


    Frequently Asked Questions

    Where can I find training on this?
    Online training is available now.  Please find links for on-line self-paced training above.  Training is mandatory to ensure employees are paid timely and accurately.  Training was released to each department that adopted HIP Time and Leave about 2-3 months before each department's deployment.

    I don't have regular access to a computer. How will these new time and leave features work for me?
    For those employees without regular access to computers, time sheets and leave requests will be handled by designated timekeepers and leave-keepers on your behalf.  You can logon at any time and review your leave records, and your sick and vacation leave balances will be visible on your pay statement each pay period.

    How do time and leave request approvals work?
    Your direct supervisor will receive an email notification each time you submit your time sheet and leave request. Your supervisor will also get a daily reminder email with all of their pending requests to approve. If you are taking an extended absence for a special type of leave program, for instance Family Medical Leave Act (FMLA), Hawaii Family Leave Law (HFLL), or military leave, your request will go to your Human Resources Office as those type of leave may require additional HR paperwork prior to authorization, and once completed, you and your supervisor will be notified that your leave was approved.

    Is there an ability to differentiate between certain types of hours on a time sheet?
    When you enter time on your time sheet, you will be able to choose from different Time Reporting Codes (TRCs) based on your bargaining unit. For salaried employees, you will only need to report "exceptions" to your normal schedule. Hourly employees will need to report all time on HIP.

    If I work overtime and I took a break during that overtime, how do I report my overtime on my time sheet?
    When you enter the overtime on your time sheet, you should enter the duration of your overtime, less any break periods. For example, if you stayed at work for two (2) extra hours and took a 30-minute break, you would enter 1.5 hours of overtime on your time sheet.

    How is Compensatory Time tracked?
    In HIP, Compensatory Time is tracked as a type of time as opposed to a type of leave. When you work overtime and report your hours on your time sheet, you'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 you use comp time, your comp time balance will be visible in HIP on a special tile. When you want to subsequently use your comp time, you will again report their comp time taken on a later time sheet.

    How can I check my vacation and sick leave balances?
    Your sick and vacation leave balances will be printed on your pay statement. You will also be able to check your current leave balances at any time on HIP. Additionally, when you are requesting for leave, you will be able to see your leave balances and forecast future leave based on a projected anticipated accrual schedule.

    What do I do if I have more questions?
    If you have questions about how to report your time or take leave, contact your designated time or leave keeper.

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