For Employees

Welcome to the employee knowledge library! Use the resources below to learn about how to navigate and enter information in the HIP system.

FOR ALL STATE EMPLOYEES

Learn about managing your personal information such as setting up your tax withholdings, direct deposit and more.

System Access

Employee Information

FOR EMPLOYEES USING TIME AND LEAVE

(Not for employees working at DOE, UH, HHSC, or JUDICIARY)

Learn about time and leave related features such as how to submit your hours worked, absences and view your available balances.

Click here to see new updates to HIP effective May 2023!

Submit Time and Leave

Mandatory Training

Take mandatory self-paced training by clicking on the links below.

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

NOTE: New logins to the Aloha State Learnupon site are no longer being issued, please use the links below to go through unlocked versions of mandatory self-paced training and related materials.

Hourly Employee Timesheet TrainingPDFDOC
Salaried Employee Timesheet TrainingPDFDOC
Leave Requests for Salaried EmployeesPDFDOC

Review the Standard Operating Policies and Procedures.

Quick Reference Guides

Timesheet Overview

Enter Time – Business Process

Entering Punch Time with Shifts Crossing Days

Taking Compensatory Time Off

Manage Absences Overview

Forecasting

Enter Leave – Business Process

Comptroller’s Memorandum 2019-01 Procedures for Salary and Wage Overpayment Recovery

Annual Leave Summary Job Aid

FREQUENTLY ASKED QUESTIONS (FAQ)

Below is a list of FAQ intended to complement existing HIP training and knowledge articles for employees.  Click on the categories and questions to expand them to view their answers, then click on them again to collapse them.  If you don’t see your question or answer here, please contact your Time or Leave Keeper for further assistance.

Click here to find your Time or Leave Keeper.

Absence Balances and Entitlements (5)

No.  The HIP system will not allow employees to take more paid leave than they are entitled to take.  HIP checks to see that an employee has enough balance to take leave and will automatically generate Leave With Out Pay (LWOP) if an employee does not have sufficient balance to cover their requested leave.

If an employee is out at the end of the month, they will not be credited accruals until they return to work. Pay statements will reflect that on the most current version, but the system will not go back and update absence accruals or balances on prior pay statements.

Click here to learn more about absence entitlements, accruals, forecasting and how to find your current absence balances.

Even though HIP’s time and leave features have a default display with the balances as of the last payroll that was processed for you, you can use any accrued leave as soon as you’ve earned it, and you can also determine what your balances are since the past payroll was run or forecast your leave balances for a future date.

Click here to learn more about absence entitlements, accruals, forecasting and how to find your current absence balances.

In the HIP system, 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 Timesheet, they’ll have the choice to use a TRC code for Overtime (OT) to generate an OT payment, or a TRC code for Comp Time to be used later.  If they use Comp Time, their Comp Time balance will be visible on a tile in their ESS screen.  When they want to subsequently use their Comp Time, the employee will again report their Comp Time taken on a later Timesheet.

You may refer to your latest pay statement to see the balance as of the Pay End Date you were paid for. There may be a gap between your “real time” current balance and the balance on your pay statement due to your paygroup of After the Fact or Lag.  Alternatively you may use the Forecasting feature in the Absence Balances Tile.

Click here to learn more about absence entitlements, accruals, forecasting and how to find your current absence balances.

Approvals (4)

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 the HIP system to the employee 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 you employees on any requests that cannot be approved for any reason.

Yes.  We do take the HIP system offline for planned upgrades and maintenance with advanced notice to department HR and Fiscal/Payroll offices.  However, for the most part, the HIP system is available 24/7.  Employees and supervisors should make sure that all time and leave is recorded without fail by the end of the pay period so that we can pay employees accurately and on time.

Yes.  Since nothing has been approved, the supervisor can simply approve whatever the system generated.  They should see one (1) row for approval and no negative offsets in this case.

If an employee resubmits an amended timesheet for approval after the original submittal was approved, the supervisor will see two (2) lines, one for a negative amount (to offset what was previously approved) and one positive amount (the corrected amount).  The supervisor should approve both sets of entries (negative and positive) – if only the positive line is approved, the employee may be overpaid.  Note that the “total payable hours” show the net difference between the negative and positive entries.  To view further details, please navigate to: NavBar (compass icon) > Navigator > Menu > Manger Self Service > Time Management > View Time > Payable Time Detail.

Audit (9)

For now there is no longer a Form 7.  An employee is able to get a full history of their leave from the Absence Balance tile in HIP.  Additionally, HR and Leave Keepers can run queries if they need specific historically information on employee leave transactions.  It’s strongly discouraged to continue to maintain Form 7s now that the State has transitioned to Time & Leave because those manual records may become out-of-synch with the official records in the HIP system if human error occurs on the Form 7.  However, this will be revisited at a later time.

No.  There will not be any notice to employees, but there are two (2) things that can address this so the employee can know how much leave they have before they forfeit.  1) They can use the forecasting feature in HIP to forecast how much vacation they have if they select the 12/31 date to forecast.  2) Leave Keepers have access to two (2) queries to proactively inform employees – HIP_TL_GREATER_THAN_300_VAC and HIP_TL_GREATER_THAN_600_VAC.  The first query shows employees who might be at risk of earning more than 336 hours.  The second query shows employees that might be at risk of earning more than 720 hours.  NOTE: It is recommended to add these helpful queries to your favorites list on your Query Viewer screen, so you do not have to search for them each time you want to run them.

No.  With records being kept electronically within the HIP system, there doesn’t seem to be a need to print leave records.  However, Leave Keepers have access to all leave records for the employees that they manage.

Please click here to see queries available to review leave data.

Yes.  Please feel free to use the Monthly Time Calendar feature.

Yes.  The HIP system keeps leave balances for sick and vacation leave separately.  Any employee can access their leave balances by going to the Absence Balances tile.  Additionally, Leave Keepers can query leave balances for employees using the HIP_TL_LV_BAL_BY_EE query, which will give you leave balances by employee at month end accruals.  You can additionally drill down in the calendar for the leave details.

Click here to view a list of queries available to Time and Leave Keepers.

Per the union agreements, vacation will be capped 720 hours automatically at the end of the year.  This is handled by a system routine instead of done manually by users.  Also, when HIP recognizes an employee has reached the 336 hour (42 day)  balance, the employee will need to use 6 days of vacation to avoid forfeiture.

All queries are developed and tested by DAGS.  If there’s something that you don’t see on your list of available queries, please contact your department HR office and they can work with us to meet your needs.

Click here to see a list of available reports and queries for Time and Leave Keepers.

Navigation:

NavBar > Navigator > Menu > Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > Create and Maintain Absences

From the Create and Maintain Absence Requests screen you can search absences by date range and Absence Name by expanding the search section.  View the following steps below on how to use the search feature:

1. Click on the carrot icon to expand the Search feature

2. Enter your search criteria:

a. From/Through Date range (01/01/23 – 01/05/23)

b. Absence Name (HI VAC AT)   

3. Then click the Search button

4. Scroll down to the Absence Requests section to view a list of your search results.  NOTE: Results will include all absences that contain the search date range)

NOTE: You can click on the grid icon located below the Absence Requests header and above the Absence Detail tab to export your results to Excel.

 

 

For more information, click on the following link for a helpful Create and Maintain Absence Requests quick reference guide.

No.  The monthly calendar is designed to display on your computer screen, as opposed to being printed.  It displays each day of the month across the top as columns and each employee is listed as a row.  It does have quite a bit of data on it and it may be very hard to read if you print it.  It’s recommended that you don’t print, or perhaps switch to the weekly view of the calendar and then change the orientation of the paper and reduce the size to fit more appropriately if you want to print the calendar.

Audit (1)

Navigation:

NavBar > Navigator > Menu > Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > Create and Maintain Absences

From the Create and Maintain Absence Requests screen you can search absences by date range and Absence Name by expanding the search section.  View the following steps below on how to use the search feature:

1. Click on the carrot icon to expand the Search feature

2. Enter your search criteria:

a. From/Through Date range (01/01/23 – 01/05/23)

b. Absence Name (HI VAC AT)   

3. Then click the Search button

4. Scroll down to the Absence Requests section to view a list of your search results.  NOTE: Results will include all absences that contain the search date range)

NOTE: You can click on the grid icon located below the Absence Requests header and above the Absence Detail tab to export your results to Excel.

 

 

For more information, click on the following link for a helpful Create and Maintain Absence Requests quick reference guide.

Audit (4)

Mandatory queries and when to run them are available for Timekeepers to review in the Time and Labor WorkCenter.  You may also find a list of queries available to Time and Leave Keepers by clicking here.

All queries are developed and tested by DAGS.  If there’s something that you don’t see on your list of available queries, please contact your department HR office and they can work with us to meet your needs.

Click here to see a list of available reports and queries for Time and Leave Keepers.

Timekeepers are required to audit their employee Timesheets for certain things.  There are specific audit queries that should be run and reviewed by Timekeepers prior to the close of each pay period.  These queries can be found in your Time and Labor WorkCenter.  Additionally, for a list of available queries available to Time and Leave Keepers click here.  NOTE: It is recommended to favorite helpful queries so you do not have to search for them each time you want to run them.

No.  The monthly calendar is designed to display on your screen, as opposed to being printed.  It displays each day of the month across the top as columns and each employee is listed as a row.  It does have quite a bit of data on it and it might be very hard to read if you print it.  It’s recommended that you don’t print, or perhaps switch to the weekly view of the calendar and then change the orientation of the paper and reduce the size to fit more appropriately if you want to print the calendar.

Check Reversals/Bank Recall (2)

  1. If you have a physical check in hand that needs to be cancelled, please submit the C-53 form updated February 27, 2020 (https://ags.hawaii.gov/wp-content/uploads/2020/02/saform_c-53_rev_20200227.pdf).  Send 3 copies plus the original form along with the check to DAGS Central Payroll.
  2. If all is ok, the request will be forwarded to DAGS – UARB for input, validation and the release of the funds.
  3. The check will then be reversed by Central Payroll on the next available off-cycle with a copy of the cancellation provided back to the department as verification of its completion.
  4. If there is an audit issue, such as incomplete information or notice that the check has already been cashed (i.e. mobile deposit), the request will be returned to the department to be handled as an overpayment.

Click here for a helpful link to State Accounting Forms: https://ags.hawaii.gov/accounting/state-accounting-forms/

Sample of how to fill out a C-53.

  1. Please notify the employee.
    • Employees can see their paychecks in advance, before successful deletion/reversal is confirmed by Wells Fargo and before the check is reversed in HIP.
    • Once the reversal is completed, they will no longer be able to view it in HIP.
  2. Complete the worksheet referenced below.
    • Use the data in the Review Paycheck screen to fill out the worksheet.
      • NAVIGATION: Main Menu > Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck > Paycheck Deductions tab
  3. Submit a Salesforce ticket and attach the worksheet.
  4. If the employee has deductions (Third Party Agents), notify them of the ACH recall request and inform Central Payroll when you do notify the agents.
  5. Timing of the notification will determine if the pay can be retrieved successfully or not.
    • Central Payroll will notify you once confirmation is received from Wells Fargo.

     

    ACH Delete Reversal Bank Recall Template

    Comp Time (1)

    Comp Time is now a type of time and not a type of leave.  It’s important to understand that Comp Time is a three part process.  First, the employee requests overtime via the Overtime Request tile.  Second, the employee records the hours worked of Comp Time on their Timesheet to bank those hours as accrued Comp Time.  To do this they’d use a Time Reporting Code of “Earn Comp Time”.  Last, the employee records the hours taken of Comp Time on their Timesheet to use the hours they’ve previously banked.  To do this they’d use a Time Reporting Code of “Take Comp Time”.  The Timekeeper may also do so if it becomes necessary and HIP is programmed to apply the appropriate Comp Time rules (including any applicable limits) according to the bargaining unit of the employee.

    Comp Time (3)

    The query HIP_TL_COMP_BAL_BY_EE is available to HR and Timekeepers to review an employee’s Comp Time balance.  If at the time of termination an employee has a Comp Time balance, the results on the query can be used to determine how many hours need to be paid out.  This can be forwarded to department Fiscal/Payroll offices for processing.

    Yes.  The maximum for Comp Time will be dependent on the employee’s bargaining unit.  If an employee has questions regarding their maximum, please have them contact their HR office for clarification.

    Comp Time is now a type of time and not a type of leave.  It’s important to understand that Comp Time is a three part process.  First, the employee requests overtime via the Overtime Request tile.  Second, the employee records the hours worked of Comp Time on their Timesheet to bank those hours as accrued Comp Time.  To do this they’d use a Time Reporting Code of “Earn Comp Time”.  Last, the employee records the hours taken of Comp Time on their Timesheet to use the hours they’ve previously banked.  To do this they’d use a Time Reporting Code of “Take Comp Time”.  The Timekeeper may also do so if it becomes necessary and HIP is programmed to apply the appropriate Comp Time rules (including any applicable limits) according to the bargaining unit of the employee.

    Deductions (3)

    There is no minimum repayment requirement.  ERS wants to make sure employees’ accounts are whole immediately since it is a mandatory retirement deduction pursuant to Section 88-325(b), HRS.

    There are two (2) types of ERS repayment deductions that require a different setup under the employee’s General Deductions. Category 1 covers ERS coding errors and Category 2 covers employee arrangements with ERS.
    Go to the “General Deductions” icon to add a new additional retirement deduction, or use the following navigation:
    Payroll for North America > Employee Pay Data USA > Deductions > Create General Deductions
    Category 1: If there is a coding error (i.e. employee was designated as HO/11 upon hire, but should instead be H1/11) and an employee owes an additional amount, you will need to setup the payment according to the payment plan determined with your employee. See https://hipservice.hawaii.gov/s/article/ERS-minimum-repayment-requirement for minimum requirement guidelines.
    Add a row at the top and then do the following:
    1. Enter the appropriate deduction code.
    • Use AR910 for employees hired before 7/1/2012.
    • Use AR911 for employees hired after 6/30/2012.
    2. Enter the beginning of the pay period of when the deduction should be effective.  For example: To start the deduction from the 4/5/19 paycheck:
    • ATF employees, use effective date 3/1/19.
    • LAG employees, use effective date 3/16/19.
    3. Update the calculation routine.
    • Use “Flat Amount” if a flat amount should be deducted.
    4. Leave the box checked next to “Take on all Paygroups”.
    5. Enter the amount that should be deducted each pay period.
    6. Enter the total amount to be deducted (once the balance reaches this amount, the deduction will stop.)
    7. Click the Save button.
    Category 2: The employee has made arrangements with ERS to purchase additional service credits. ERS would reach out to you directly with the amount to establish on the employee’s general deduction record.
    Add a row at the top and then do the following:
    1. Enter the appropriate deduction code.
    • Use AR910 for employees hired before 7/1/2012
    • Use AR911 for employees hired after 6/30/2012
    2. Enter the beginning of the pay period when the deduction should be effective.  For example: To start the deduction from the 4/5/19 paycheck:
    • ATF employees, use effective date 3/1/19
    • LAG employees, use effective date 3/16/19
    3. Update the calculation routine.
    • Use “Flat Amount” if a flat amount should be deducted.
    4. Leave the box checked next to “Take on all Paygroups”.
    5. Enter the amount that should be deducted each pay period.
    6. Enter the total amount to be deducted (once the balance reaches this amount, the deduction will stop.)
    7. Enter BUY in the plan code field.
    8. Click the Save button.
    NOTE: Entries need to be entered by the PCS deadline day to take effect.

    You will post the vacation pay to the PCS page, you need to work with Prudential to make sure they have sent over the new deferred comp deduction for the pay check you are paying out for to withhold from the vacation pay.

    Steps you should take to review deduction and paycheck:

    1. Look in the Employee General Deductions screen to view what the DC001 amount is set up to be.
      • NAVIGATION: Payroll for North America > Employee Pay Data > Deductions > Create General Deductions
    2. Review the employee’s paycheck 2 days after the PCS deadline to ensure the DC001 deferral is withholding the correct amount from vacation payout.
      • NAVIGATION: Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck

    Delegations (3)

    Yes!  When you need to take leave or will otherwise be out of the office, you should set up a delegation in the HIP system so employee requests are routed to another individual for the time you will be away.  This will be important to ensure that requests are not held up if you’re unavailable.  NOTE: Please be sure to enter a specific end date and always delegate to someone higher than you in your chain of command to avoid a situation where your employees are approving their own requests.

    If the proxy is not a supervisor with access to the Manager Self-Service MSS screen, they will need to manually navigate to Enterprise Components> Delegation> My Delegated Authorities to approve the pending delegation request. After approval, HIP will automatically grant the proxy the necessary accesses for Manager Self Service for the duration of the delegation. The proxy will just need to log out and log back in to HIP to view the MSS screen.

    No.  Your proxy to approve Time and Leave items needs to be the same person, these responsibilities cannot be split up.

    Direct Deposit (2)

    The bank verification process takes 3 payroll cycles or about 6 weeks. Please do not make any changes to your direct deposit information at this time as this will restart the bank verification process.

    No. If you only change the dollar amount and not the routing or account number of one of your direct deposits, you will not need to go through the bank verification process again if it was previously completed.

    Direct Deposit (1)

    As a new hire, if an employee does not signup for direct deposit prior to their first check being processed, they will be paid with a paper check. Once the employee sets up their account information for direct deposit, the account must go through the pre-note process. A file with the new account information is sent to the financial institution that was selected by the employee. The account information is then validated or rejected by the financial institution. Once account information is validated the direct deposit will take effect by the next paycheck. This process is to ensure the security of the funds is deposited to the employee correctly.
    If an employee is required by State statute to use direct deposit, their payroll office will follow-up with them to ensure compliance.

    Employee FAQ (2)

    With Time and Leave the system checks your balance as of the date you are requesting for. If you enter a vacation request in the future first (e.g., December), then later you enter a vacation request for a more current date (e.g, May), you may not have enough hours for your future request, and your future request may convert to LWOP.  

    If your future request becomes ineligible because of the request you are trying to input now, this message will appear to let you know.  

    You can then click the View Eligibility Details link to see which request is affected and determine the appropriate next steps. 

    For more information, review the How To Submit A Leave Request article.

    Click on the Manage Absences tile to submit your leave requests

    For more information, please read the How To Submit A Leave Request article

    Exceptions (6)

    Exceptions are immediately visible when an entry is made.  It’s recommended that Timekeepers review exceptions on the exception tab periodically or at least prior to the Timesheet Submission Deadline to resolve them with supervisors.

    Click here to reference a T&L calendar.

    Once an exception is allowed, the supervisor will get a request to approve Payable Time for processing and then no further action is required.

    If you are someone that needs to allow exceptions, all your pending exceptions will no longer appear by default if you use the Team Time tile under MSS.

    Instead, you will need to click the filter Icon and when a popup window appears,click “Done” to see all exceptions you may need to act on.

    See the Manage Exceptions page for more information

    Employees will not be paid for time when there is a HIGH leave exception, for example when OT is not pre-approved.  This only pertains however to just the exception portion of the employee’s pay and not their entire base pay.

    To learn more, please review Timekeeper Training here and review the section “Working with Exceptions”.

    Timekeepers can assist approval delegation proxies and TA supervisors with resolving exceptions through the Time and Labor WorkCenter.

    Any exceptions pending resolution will appear in your Time and Labor WorkCenter and it is recommended that Timekeepers review exceptions on the exceptions tab periodically or at least prior to the Timesheet Submission Deadline day to resolve them with supervisors.

    Click here to reference a T&L calendar.

    Exceptions (1)

    If you are someone that needs to allow exceptions, all your pending exceptions will no longer appear by default if you use the Team Time tile under MSS.

    Instead, you will need to click the filter Icon and when a popup window appears,click “Done” to see all exceptions you may need to act on.

    See the Manage Exceptions page for more information

    Extended Absences (4)

    No.  While the new Time & Leave features will allow the employee to request the extended absence through HIP, it is highly recommended that you maintain good communication with the employee to ensure that all documentation needed is completed and to answer any of the employee’s questions.  HIP just allows for easier review/approval of requests and tracking of the employee’s extended absence.

    An over or underpayment could occur on one check and then be inadvertently adjusted on the next check if HR and Payroll don’t coordinate on which payroll cycle will be used for the reclass. This is because both Payroll entries and HR entries are pieces of the reclass.

    Consider the following scenario for the July 20, 2022 paycheck where the Supervisor deadline was July 11, 2022 and Central Payroll begins processing the morning after the Supervisor deadline. If Department Payroll enters RNG for -$242.35 by July 8, 2022, but HR admin enters and approves the WC Sick hours and amount of $242.35 on July 13, 2022 (during Lock Out period), those amounts would not process for the same paycheck date as any new T&L entries submitted after the Supervisor Deadline will be held for the next payroll processing cycle. In this situation, for July 20, 2022, Payroll’s negative entry would be recognized to reduce pay by -$242.35 but the positive $242.35 from the HR Admin WC Sick entry would be on hold until the next paycheck cycle and added to the employee’s August 5, 2022 check instead. If both HR and Payroll had entered their entries by July 8, 2022 (prior to the Supervisor Deadline), then there would have been a next zero impact on the employee’s July 20th check (-$242.35 + $242.35 = 0).

    Further guidance on reclassification can be found via the guides:

    https://ags.hawaii.gov/hip/files/2022/10/Workers-Comp-Process-Guide.pdf
    https://ags.hawaii.gov/hip/files/2022/07/TDI-Workflow-Guide.pdf

    Yes, HIP will allow the employee to upload documents as part of the process of requesting the extended absence.  This will allow you to review the request as well as the documentation to ensure full compliance prior to approving the request in HIP.

    Yes, HR Admins are able to request extended absences for employees in HIP if the employee is not able to or does not have access to a computer.  While the employee is highly encouraged to submit their own request through HIP, the HR Admin is able to initiate the request if necessary.

    Extended Absences (3)

    The employee will be on a ‘Paid Leave of Absence’ (PLOA) status.  This status will stop the employee’s wages since their salary will be driven from the Compensation tab on Job Data and not from the old Payroll Change Schedule.  While this PLOA status will stop the employee’s salary, this will not stop Payroll from processing any additional supplemental payments to the employee for the purposes of TDI.  Payroll will need to process any supplemental payments required to the employee as part of the payroll processing.  A new reason code for TDI will be added as part of the transition to Time & Leave.

    WC and TDI remain manual calculations for now, however the Time & Leave project may revisit this function in the future once all of the logic and calculation are understood.

    An entry with the “Return from Leave” Action is necessary to restart the employee’s automated base pay.  Automated base pay would resume once the employee is Active for a full pay period.

    If no “Return from Leave” Action is entered, the automated base pay would continue to be suppressed if the reason WC/TDI with Action Paid Leave of Absence (PLA) was entered previously.

    HR Processing Questions (2)

    HRMS (8)

    No, this will not affect processing an employee’s paycheck.  The only thing that will be affected is when a new position is created.  The new position will require the new department to be inputted.

    No, there will be no change in historical records.  This rate code will not have an impact on payroll.

    No, HR will not be required to update this field and no update will be processed with the transition to Time & Leave.

    Please use the Reports To field.  The Supervisor ID field must be blank.

    Yes, once employees transition to T&L, salaried employees will be converted from “E” to “S” (Salaried).  There will be a small group of employees that will continue to be classified as “E”, in which they will need to report their time to be paid.  These employees will typically be paid through grants and the department will need to track their hours worked.  The HIP Project Team will work with each department to identify these types of individuals prior to the transition.

    There are no employees in the Department of Accounting & General Services, Office of the Governor, and the Office of the Lt. Governor that will be classified as “E”.

    The “Calculate Compensation” button only needs to be clicked if you are adding or removing differentials from the employee’s compensation.  All differentials need to be included in the compensation rate to determine the hourly rate.  Click the following link to view a list of Compensation Rate Codes.

    You will want to enter the number of hours that the employee is expected to work per week.  For example, if an Airport Firefighter is required to work 56 hours per week, you will enter ’56’ as the Standard Hours, and HRMS will update the FTE percentage accordingly, which would be 1.40.

    No, it will not be grayed out.  However, if a user changes the information, a pop-up message will state that an Absence Management Pay Group is required and not change the information.

    Leave Balance Adjustments (3)

    The most common time when a leave balance adjustment would be processed would be when an employee leaves State service. As part of the vacation payout process, the HR Admin will zero out the vacation balance prior to paying out the vacation.  Other times that a leave balance adjustment would be necessary is for any retroactive submission of leave requests processed by the Leave Keeper prior to GoLive, and for employee transfers between departments participating in Time & Leave and not participating in Time & Leave.

    If an employee submits a late leave request for dates prior to GoLive, your Leave Keeper will process the leave manually and will notify you to adjust the employee’s leave balance.  The adjustment is necessary as all leave balances should be accurate as of GoLive.

    If both departments involved in an employee transfer are participating in Time & Leave, the balance is automatically transferred without the HR Admin having to do a balance adjustment, but there will still be a fiscal process involved in writing/receiving a check for the value of their accrued leave.

    However, if the employee transfers to a department that does not participate in Time & Leave, a manual adjustment will need to be processed on HIP to zero out the former employee’s leave balances. The receiving department will need to be notified of the employee’s leave balances to be processed into their system. 

    If the employee is transferring from a department that is not participating in Time & Leave to a department that is participating in Time and Leave, the departing HR office should notify you of the employee’s leave balances as of the transfer date so that you can process a leave balance adjustment to add hours on HIP to the employee’s leave balances.

    Leave Share Donations (3)

    Employees can now submit requests to either donate vacation leave, or receive donated leave through HIP. When an employee donates leave, the request will be submitted to the HR Admin for approval. Upon approval, the leave goes into the departmental leave share bank.

    When an employee requests to receive donated leave, they will initiate the request through HIP for the HR Admin’s review. The HR Admin will review the request per their departmental policies and procedures, and if approved, approve the donated leave receipt request on HIP. The donated leave will move from the departmental leave bank to the employee for use.

    Download the Leave Donation Process

    No, the leave share function does not replace any current departmental policies regarding leave share. Employees will be able to submit donation requests or requests to receive donated leave hours, but will still require approval in HIP.  All employees will have their lifetime shared leave received balances recorded in HIP prior to the transition, so employees will still be subject to the maximum number of hours received per your departmental policies.

    Not directly through HIP, as all leave donations submitted through HIP will be processed to the departmental leave share bank.  However, the donating employee can comment the name of the person they wish to donate to when submitting their donation request on HIP.  You can then initiate the received donation request on behalf of the receiving employee to give the donated leave from the departmental bank to the receiving employee.

    LWOP (3)

    The forecasting feature prevents employees from requesting leave they do not have/have not earned.  If the employee takes more leave than they have accrued, HIP will automatically modify their leave to LWOP.  Department HR will be able to review LWOP and update HIP (HRMS) as necessary.

    If the employee has sick and/or vacation leave available and the employee is unable to request leave, their supervisor or Leave Keeper are able to request leave on behalf of the employee.  Once the employee exhausts all applicable leave, then any remaining time the employee is out from work will need to be recorded as Leave Without Pay (LWOP).  Please note the system will not “automatically” process LWOP.  LWOP needs to be input directly by the employee, supervisor or Leave Keeper for the system to be able to process.

    Queries are available in the HIP system to assist Leave Keepers so that excessive LWOP can be monitored.  The query HIP_TL_LWOP_IN_ABS_MGMT gives you a listing of employees with LWOP.  Additionally, the query HIP_TL_LESS_THAN_40_SCK_VAC will show you employees who have very low balances.

    Click here to view a list of queries available to Time and Leave Keepers.

    New Hires (1)

    Department HR staff have the ability to run a report to obtain the new hire letter with the credentials to provide to the employee.

    Navigate to Reporting Tools > BI Publisher > Query Report Viewer.

    Either of the following reports can be used:
    SOH_NEW_EE_D – Letter by EMPL ID
    SOH_NEW_EMPL – All letters as of a certain date

    It can take up to one (1) day after the new hire is entered in the HIP system so the overnight process can generate the information for the new hire letter.

    Click the link for more detailed steps on how to run the reports: New Employee Onboarding ESS Process

    New Hires (1)

    Overpayment Recovery (OPR) (4)

    In the case that an employee chooses to repay overpaid amounts by personal check, use the following steps to ensure that the personal check is deposited correctly and the employee’s payroll balances are adjusted.

    1. Department staff visits the bank to deposit check into DAGS account via deposit slip plus 3 copies.

      • If available, use departmental deposit slips and send deposit slips via their courier through the ASO office (normal deposits) to FHB.

    2. Deposit slips go back to the department.

    3. Department sends deposit slip and entire Treasury Deposit Receipt (TDR) to Budget & Finance office (B&F) to batch.

      • TDR should be prepared with the following:
        • Fund = Trust
        • Detail Fund or Appropriation = Payroll Clearance Fund
        • Reference Codes = 01 122 T 10 (current FY) 915 M 9200 050
        • Comments Section:
          • Reason for TDR, be as specific as possible (i.e. Salary Overpayment Recovery)
          • Employee Name
          • EMPL ID
          • PR/Dist
          • Paycheck Date
          • Name of Bank
          • Personal Check #
          • Personal Check Date
          • Personal Check Amount
          • Department contact name and phone #
        • If courier services are not available, mail or interoffice to the following address:

    State of Hawaii

    Department of Budget and Finance

    ATTN: B&F Treasury

    PO Box 150

    Honolulu, HI 96810

    4. Department prepares documents to be forwarded to Central Payroll.  Please include:

    5. Department forwards document copies to Central Payroll via one of the following options:

        • Create a Salesforce ticket at https://hipservice.hawaii.gov/s/ and attach document copies to the ticket (preferred option)
        • Send copies via department courier services
        • Mail copies to the following address:

    DAGS Central Payroll

    PO BOX 119

    Honolulu, HI 96810

    6. Central Payroll reviews and completes adjustment if there are no issues.

    Yes, it is possible to change an existing OPR. Please see the following:
    Navigate to Payroll for North America > Employee Pay Data USA > Create Additional Pay
    1. Add a new row.  The new row should be an exact copy of the row that was already there.
    2. Change the Effective Date to a date in the pay period when the change should start.
    • If the OPR has already been reducing the employee’s paycheck, the date has to be in the correct pay period for the employee.  For example, to have the changes start from the 11/20/18 paycheck:
      • Use 11/01/18 as the Effective Date for LAG employees.
      • Use 10/16/18 as the Effective Date for ATF employees.
    • If you just saved the OPR and need to do a minor fix, you can use the next day.
      • For Example, if there is already an 11/01/18 row, change the date to 11/02/18.

    3. Update the field that needs to be updated.

    • a. if the amount to be taken each paycheck needs to be increased or decreased, change the Earnings amount.
    • b. If the Goal Amount needs to be updated, update the Goal Amount.
    • c. If the UAC needs to be updated, you want to do so by opening the “Job Information” section and clicking “Edit Charfields”.

    4. Click the Save button.

    IMPORTANT NOTES:

    1. The system updates the goal balance automatically.  Please do not alter the goal balance unless it’s necessary.

    2. Entries need to be entered by the day before the PCS deadline in order to take effect.

    Navigate to Payroll for North America > Employee Pay Data USA > Create Additional Paya

    1. Add a row.
    2. Change the effective date to a date in the period of the employee’s last paycheck.
      • For example, to stop an OPR for the 11/20/18 paycheck:
        • Use 10/31/18 as the date for a LAG employee
        • Use 10/15/18 as the date for an ATF employee
    3. Use the same date in step 2 for the end date.
    4. Click the Save button.

    NOTE: Entries need to be entered by the day before the PCS deadline in order to take effect.

    Navigate to Payroll for North America > Employee Pay Data USA > Create Additional Pay

     

    1. Select OPR as the Earnings Code.

    2. Enter the appropriate Effective Date.  NOTE: The date must be in the current pay period being processed for the employee.

    3. Use “1” for the Addl Seq Nbr.

    4. Enter a flat amount.  This number should be entered as a negative, so the flat amount will lower the employee’s gross wages.  The earnings code will be displayed on the employee’s paycheck.

    5. Enter a Goal Amount.  This will prompt the system to stop the additional pay after the goal amount has been reached.  Enter this flat amount as a negative.

    6. Make sure the “OK to Pay” box is checked.

    7. Click on Job Information to expand the section.

    7. Click on the Edit Chart Fields hyperlink, then enter the appropriate UAC.  Click “OK” and then save.

    Overtime (1)

    No.  Employees may pre-request OT they plan on working, up to the day they actually work OT.  If an employee works OT without first getting pre-approval, they will enter their hours directly on their timesheet and an exception will be generated.  The exception must be allowed before you can approve the reported OT hours.

    Pay Statements (4)

    You may have accidentally activated screen reader mode which is a feature for the visually impaired. It reads out their pay statement information to them instead of giving them a PDF (which cannot be read aloud).

    You will want to turn that off. Go to the three dot icon in the upper right-hand corner, then go to My Preferences, then change Accessibility Layout to “Screen reader mode off”. Then save.

    Make sure that after you save, you log off and back into HIP so that the new settings are activated.

    On the logon page, going forward, make sure not to check the box for ADA which is how the screen reader gets switched on.

    Also, please note that if you want a full-size view/copy of your pay statement, you must login to the HIP system through a computer. If you view your pay statement from a mobile device such as your cell phone, you will have access to a condensed version and not be able to view/print a full size copy of your pay statement.

    These concepts refer to the paygroup associated to your record, which references the time lapse between when you work your time, and when you are paid for the time worked.

    If you are paid “After the Fact,” on September 20, you are paid for the period worked between August 16-31.

    If you are paid “LAG,” on September 20, you are paid for the period worked between September 1-15.

    Click on the funnel icon in the upper left-hand corner of your pay statement results to change the date range of the statements you would like to view.

    You are paid “After the Fact” if the Pay End Date on your Pay Statement is about 15 days before the Advice Date. See below where the pay end date is 8/15/22, which is about 15 days before the Advice Date 9/2/22.

    You are paid “LAG” if the Pay End Date on your Pay Statement within 5 days of the Advice Date. See below where the pay end date is 8/31/22, which is within 5 days of the Advice Date 9/2/22.

    Payments (2)

    1. Prepare the worksheet in the link below.

    2. Create a HIP Ticket and attach the worksheet.

    • Employee passed in current year: Wages not subject to Fed/State Income Tax Withholdings.  Wages subject to SS/Medicare/FUTA.
    • Employee pass in prior year: Wages not subject to Fed/State Income Tax Withholdings or SS/Medicare/FUTA.

    3. Please note there are two (2) sections for deductions to help with calculating taxes correctly:

    • PCP Deductions: Pre-Tax deductions like EUTF deductions.
    • Other Deductions: Deductions such as ERS deductions or Statutory Dues.

    4. Please remember to include the following:

    • Full UAC string
    • Payroll Number
    • Fund
    • Fiscal Year
    • Appropriation
    • Department
    • Subdivision/Activity
    • Object
    • Function/Cost Center
    • Project
    • Project Phase

    5. Central Payroll will review the worksheet and enter post-death payments for processing on off-cycle days.  Please do not include these types of payments on your Online PCS.

    NOTE: If requesting separate checks paid out to multiple beneficiaries, please use the Post Death Payment Worksheet Multiple Beneficiaries file.

    Post Death Payment Worksheet

    Post Death Payment Worksheet (Multiple Beneficiaries)

    An over or underpayment could occur on one check and then be inadvertently adjusted on the next check if HR and Payroll don’t coordinate on which payroll cycle will be used for the reclass.  This is because both Payroll entries and HR entries are pieces of the reclass.

    Consider the following scenario for the July 20, 2022 paycheck where the Supervisor Deadline was July 11, 2022 and Central Payroll begins processing the morning after.  If department Payroll enters RNG for -$242.35 by July 8, 2022, but HR enters and approves the WC Sick hours and amount of $242.35 on July 13, 2022 (during Lock Out period), those amounts would not process for the same paycheck date as any new T&L entries submitted after the Supervisor Deadline will be held for the next payroll processing cycle.  In this situation, for July 20, 2022, Payroll’s negative entry would be recognized to reduce pay by -$242.35, but the positive $242.35 from the HR WC Sick entry would be on hold until the next paycheck cycle and added to the employee’s August 5, 2022 check instead.  If both HR and Payroll had entered their entries by July 8, 2022 (prior to the Supervisor Deadline), then there would have been a net zero impact on the employee’s July 20th check (-$242.35 + 242.35 = 0).

    Further guidance on reclassification can be found via the guides:

    https://ags.hawaii.gov/hip/files/2022/10/Workers-Comp-Process-Guide.pdf
    https://ags.hawaii.gov/hip/files/2022/07/TDI-Workflow-Guide.pdf

    Payroll Beneficiaries (2)

    In the upper right-hand corner of the Beneficiaries section there are “+” and “-“ icons.  Click on the “-“ icon to delete the record with the wrong information and click the “+” icon to add a new record with the correct information.

    No.  US Treasury regulations require the State to report beneficiary payouts as income earned, therefore the recipient must be a US citizen or entity with a US Social Security Number or Tax ID Number.

    Payroll Change Schedule (PCS) (4)

    The employee must have a record in Job Data with the payroll number you are trying to pay.  As long as the Job Data record has a row with the payroll number you are trying to pay on, it will let you process on the PCS.

    Check the Job Data tab and see if the payroll number is on the records.  If the payroll number you are trying to pay on is not there, please consult with your department HR office to see if the payroll number can be updated for the earnings dates you are trying to pay.

    Since it’s possible for employees to have multiple jobs in the State, when adding new rows for the PCS, you should click on the magnifying glass to see what EMPL RCD for the employee is tied to your department.  The results also show the position number and payroll number, so you could also verify that way.

    You can also look in Job Data to verify the correct EMPL RCD number for your department or with respect to the position number.

    To ensure that any requested Online PCS adjustments are entered correctly, it is required to fill out one of the PCS Modification Worksheets below.

    1. Fill out the following in the provided worksheet and attach it to a HIP Ticket.

    • Payroll Number*
    • Check Date
    • Employee Name*
    • EMPL ID*
    • EMPL RCD
    • Earnings Code*
    • Earns Begin/End Date
    • The old gross amount*
    • The new total gross amount*
    • Fund
    • Fiscal Year
    • Appropriation
    • Department
    • Subdivision
    • Object Code
    • Cost Center/Funct
    • Project
    • Phase
    • Voluntary Deductions
    • Tax Periods
    • Comments*
    • and Requested By (Staff’s Name)/Date Requested*

    NOTE: “*” indicates a required field.  If it is not filled out, Central Payroll will deny the modification.

    PCS Modifications Adjustments (WORKSHEET FOR T&L DEPTS)

    PCS Modifications Adjustments (WORKSHEET FOR NON T&L DEPTS revised 05.11.20)

    You can add a terminated employee to your PCS as long as the employee was active at some point in time on that payroll number.

    Payroll Questions (3)

    As the T&L project is a phased development with groups of departments, some departments will be up on T&L while others are not.  The new Pay Groups are meant to account for those that are processing the old way versus the new way.

    For other pay (TDI and WC), your department payroll staff is going to be directly involved in entering the information.  Most other types of pay will be directly entered by employees and approved by supervisors, and it will not need intervention by your department payroll staff.  Your payroll staff will need to work on exceptions and resolve those by deadlines.  It’s important to note that your payroll staff can check daily throughout the entire pay period and they need not wait until the end of the pay period to get started on their reviews.  The State’s deadline for payroll submission will be the same as it is today.  There will be a Comptroller’s Memorandum that comes out requiring employees to submit their documents for each pay period by pay period closing.

    No, since the funding source is not the same as the one charging to base pay, Payroll will not generate an ePAR for this type of transaction.

    Queries (3)

    A pay calculation process is required to generate the first draft of a paycheck and amounts for payment.  Central Payroll runs that process the day after the deadline.  However, audits of Time data could occur prior to the deadline.  For example, HIP_TL_TIME_IN_PROCESS would be useful for that.  If the time is correct, then the amounts paid would be appropriate based on the time processed.

    Reviewing the listing of reports at: https://ags.hawaii.gov/hip/tl-reports-and-queries/ would be useful to review first.  For instance, HIP_TL_TIME_IN_PROCESS is available to review time reported.  HIP_TL_PAYABLE_TIME_REV_UAC with estimated amounts is also available if you have the Payroll Department User role.

    You can click on the Query Viewer tile and then do an advanced search by “DEPT PAYROLL” to see what query reports have been created.

     

     

     

     

    Reports & Queries (1)

    Please review the document HR ePCS Interface Queries for guidance on how to view interface files in the HIP system.

    Reports & Queries (1)

    A report is available in the HIP system to view the changes an employee completes through ESS. HR users that have been assigned this access are able to view Employee Address and Emergency Contact changes. Payroll users that have been assigned this access, are able to view Tax Withholding changes.

    Please refer to the link for instructions on how to generate these reports: Running ESS Reports

    Submitting Leave (16)

    HIP will process based on what is inputted in the system.  Employees or Leave Keepers can follow the steps to change a previously approved vacation to sick leave for instance, but HIP will not do it on its own.  Employees and Leave Keepers also have an option to select “sick” as the absence reason when submitting a vacation request.

    When an employee requests leave for themselves in the HIP system, Leave Keepers do not need to also enter it.  Leave Keepers would only enter a leave request for an employee and use “approve automatically” if the employee does not have access to a computer and they have gotten approval for their leave on a paper G1 that they give to their Leave Keeper.  Using the paper G1, Leave Keepers can enter the leave request into HIP and select “approve automatically” to record the leave request for the employee.

    Yes, absolutely!  Employees can make retroactive changes to their leave requests.  There are detailed instructions and scenarios for employees in the knowledge article “How to Change a Leave Request“.

    An employee may have more than one EMPL RCD if they have worked in two (2) different jurisdictions (i.e. worked for an Executive Branch agency then worked for Judiciary, etc.), or if they are working two (2) different job concurrently.  If you have questions regarding which EMPL RCD to use when entering time, please contact your HR office.  NOTE: When entering leave requests for employees on the Create and Maintain Absence Requests screen, only the EMPL RCD that is in the T&L department will show (i.e. DAGS and not UH).

    Yes.  If an employee is requesting leave for less than a full day of work, the employee will select the “Partial Days” option to indicate the number of hours that they are requesting, up to two (2) decimal points.  If the “Partial Days” option is not selected, the HIP system will default the leave to the full day they are scheduled to work for.

    An employee cannot request leave for hours that they have not yet accrued.  Rather than be rejected, they will not be able to actually submit the request as the HIP system’s forecasting logic will prevent that from happening.

    Yes.  If the employee is requesting a full-day absence for only one day, the start and end dates will be the same when the employee submits the leave request.

    There are no limits to how far back an employee can go to record an absence up to the point that their department went live on Time and Leave.  If they need to record an absence prior to that, they would need their Leave Keeper’s assistance to request a “Balance Adjustment” be completed by their department HR office.

    Click here for a copy of the form for Leave Keepers to turn in to HR.

    No.  If you select the option to “automatically approve” a leave request entered on the Create and Maintain Absence Requests screen, the HIP system will automatically approve the request and it will not trigger an email notification to the employee’s supervisor, nor require the supervisor’s further action.

    Each leave request is separate.  An employee would enter one leave request for their sick hours and another for their vacation hours.

    There are no limits, however an employee cannot request more hours than they are scheduled in a day.  The employee and their supervisor will want to make sure that all leave recorded is accurate.

    The HIP system will allow employees to forecast their leave so they can plan ahead, and 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.

    During forecasting, HIP will determine if the employee has enough absence balance to cover their request.  This is based on existing absence requests the employee has and their entitlements.  If the employee does not have sufficient absence balance, their absence request will need to be adjusted or the employee risks incurring LWOP.  NOTE: The system considers absence requests that have been saved during the forecasting process.  Please make sure to submit or delete any saved absence requests to ensure accurate forecasting.

    For additional information about forecasting, please click the following link to view a Forecasting guide.

    Administrative Leave is a type of leave in the system, however it is not available for an employee to select for themselves.  When Administrative Leave is granted, it will be mass applied in the system.  Departments who have essential workers who did not actually take the Administrative Leave will then go in and remove the record of Admin Leave from any applicable employee’s leave records.

    It’s important that supervisors assign their employees’ schedules in HIP correctly.  Upon hire, all employees will be defaulted to a Monday – Friday, 8 hours per day schedule.  If that needs to change, it should be updated by the employee’s supervisor or Timekeeper.  Leave will be taken against hours that they are normally scheduled to work, and not on days that they’re not scheduled to work.  For example, if an employee requests Friday and Saturday off for vacation, but the employee doesn’t normally work on Saturdays and their work schedule in HIP is Monday – Friday, HIP will not dock them for vacation hours on the Saturday that they inadvertently requested.

    New leave types may be added when necessary, such as in situations where new union agreements are reached or the State revises its leave policies.  For the executive branch, DHRD provides authority for such changes.  If you have more questions, please contact your department HR office for further assistance.

    If an employee accidentally includes a paid holiday or one of their days off in their leave request, the HIP system will automatically know not to include those for approval so that the employee is not accidentally docked for those hours.  Something important to remember is that, to do that, HIP is looking at the employee’s scheduled hours to figure out which days they’re scheduled to work and which they’re not.  It’s important that supervisors maintain accurate schedules for employees who’s work schedules other than Monday – Friday, 8 hours per day.

    Submitting Leave (6)

    Use the View/Modify Requests screen to make changes to canceled requests. You can reuse requests that have been canceled.

     

    If your supervisor approved the cancelation, but you try to use the Request Absence tile for the same dates, you may see a message like the following: “The Start and End Dates of your absence are overlapping with existing absence. Please modify your Start and/or End Date” and you will be unable to proceed.

    Please refer to the How To Change A Leave Request article for more information at https://ags.hawaii.gov/hip/foremployees/for-employees-using-time-and-leave/submit-time-and-leave/how-to-change-a-leave-request/.

    The HIP system 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 of document pertinent to any type of leave, such as a doctor’s note for sick time.  HIP has not been designed to require a doctor’s note 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 a doctor’s note in applicable situations and “pushing back” the request if it doesn’t come with one.  NOTE: Do not submit any Personal Identifiable Information (PII) as part of your leave request attachments.

    The originator of the request (whether is was the employee or Leave Keeper that submitted the request on behalf of an employee) will receive an email notification of the request that is being pushed back for adjustment.  The employee or their Leave Keeper will be able to edit the leave request and resubmit for approval.  If you need further assistance please contact your Leave Keeper.

    Click here to find your Leave Keeper.

    With Time and Leave the system checks your balance as of the date you are requesting for. If you enter a vacation request in the future first (e.g., December), then later you enter a vacation request for a more current date (e.g, May), you may not have enough hours for your future request, and your future request may convert to LWOP.  

    If your future request becomes ineligible because of the request you are trying to input now, this message will appear to let you know.  

    You can then click the View Eligibility Details link to see which request is affected and determine the appropriate next steps. 

    For more information, review the How To Submit A Leave Request article.

    The HIP system will allow employees to forecast their leave so they can plan ahead, and 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.

    During forecasting, HIP will determine if the employee has enough absence balance to cover their request.  This is based on existing absence requests the employee has and their entitlements.  If the employee does not have sufficient absence balance, their absence request will need to be adjusted or the employee risks incurring LWOP.  NOTE: The system considers absence requests that have been saved during the forecasting process.  Please make sure to submit or delete any saved absence requests to ensure accurate forecasting.

    For additional information about forecasting, please click the following link to view a Forecasting guide.

    Click on the Manage Absences tile to submit your leave requests

    For more information, please read the How To Submit A Leave Request article

    Submitting Time (8)

    An employee may have more than one employee record if they have worked in two (2) different jurisdictions (i.e. worked for an executive branch agency, then worked for Judiciary, etc.), or if they are working two (2) different jobs concurrently.  If you have questions regarding which employee record to use when entering time, please contact your department HR office.

    Employees and Timekeepers should be submitting time by the end of each pay period worked.  That means the 1st – 15th and the 16th – the end of the month.  For LAG employees, if they happen to submit their time after the time is taken for payroll processing, the additional hours on top of their regular pay will be paid out on the next payroll processing cycle.

    Click here to view a T&L calendar.

    Yes.  A TRC listing is available.  Please be advised TRC codes available to employees are specific to an employee’s bargaining unit.  There are some TRCs on the list that only relate to system processing behind the scenes and do not appear on employee timesheets.

    Click here to view the TRC listing.

    The employee will not get paid until they submit their paper timesheet, the Timekeeper is able to submit the hours and the hours are processed for payment.  Please encourage employees to submit their timesheets by the end of each pay period worked to avoid processing delays.

    Timekeepers can go back 90 days, while employees only have access to go back 30 days.  Please encourage employees to be timely about their Timesheets to avoid having to enter time on their behalf and avoid processing delays.

    The Form 10 is still utilized today and you would follow the same process for TA Pay as in the past.  Please work with your department HR and Fiscal/Payroll offices for assistance.

    The use of paper timesheets are recommended for employees who do not have access to a computer and need to have their Timekeeper enter time for them.

    Timekeepers need to submit hours on behalf of employees who do not have access to a computer.  However, if the employee is salaried, Timekeepers do not need to submit the salaried employee’s regular hours/regular pay.   You would only need to submit time for a salaried employee when they have a special/fringe type to report (i.e. differentials, OT, Comp Time, etc.)

    Submitting Time (12)

    You will see a floppy disk icon when you’ve saved your timesheet, but not submitted it.  If the saved hours are older than 30 days, you will need to contact your Timekeeper for assistance to submit it.

    Please contact your Timekeeper if you have further questions regarding your timesheet.

    Click here to find your Timekeeper.

    For timely processing it is recommended to submit your time worked or leave used as soon as you are able, and at least by the end of the pay period (e.g. 8/15 for the first half of the month, 8/31 for the second half of the month).

    If you are submitting your time timely, and your supervisor is approving your time, you would see the payment on your upcoming check.

    For additional details, a calendar exists for HR and payroll users as shown below. The light blue days indicate timesheet deadline days. The “absolute” deadlines would depend on whether you are paid “After the Fact” or “LAG” and your departments internal procedures.

    As an example, for processing on the September 20th paycheck, an employee could submit time worked up to September 8 for the period that is regularly scheduled for payment. If approved within a day after you would see the amounts on that September 20 paycheck.

    TRC stands for Time Reporting Code.  These are codes that employees can use to report their time on their Timesheets.  If the employee is salaried, TRCs are used to report “exceptions” outside of their regular time (i.e. overtime).  If you have a questions regarding TRCs, please contact your Timekeeper for assistance.

    Click here to find your Timekeeper.

    This is more of a courtesy notice letting users know that the time you submitted will be processed after the current “Time Administration” process finishes running.  Time Administration runs multiple times a day, so this will not prevent what you submitted from becoming payable time or cause any real delays and there is no action you need to take.

    If you are a salaried employee, when you enter the overtime on your timesheet, you should enter the duration of your overtime, less any break periods.  For example, if you were in the office for two (2) extra hours and took a 30-minute break, you would enter 1.5 hours of overtime on your timesheet to represent the time you actually worked.

    Please contact your Timekeeper if you have further questions regarding overtime.

    Click here to find your Timekeeper.

    There is a workaround that enable 89-day hire employees to access the unavailable date they are trying to enter time on through your Time Summary tile.  The Time Summary tile should be located next to the Enter Time tile on your ESS screen.

    1. Click on the Time Summary tile and you’ll see a calendar with a date range along the top.

    2. Move the calendar date range back to the period that contains the date you want to enter time on.  NOTE: You can change the calendar view to bi-weekly, monthly, period, or weekly by clicking the View By dropdown menu in the upper left-hand corner of the screen.

    3. Click on the date you want to enter time for on the calendar.

    4. At the bottom of the screen, there should be an Actions button in the lower right-hand corner of the screen.  Click it, then click on the Edit link.

    You’ll be taken to your timesheet and the date and time fields that were previously unavailable will be open for data entry now.

    All employees are required to submit timesheets by the end of each pay period.  This ensures that employees are paid accurately and timely.  If you are an hourly employee, you must submit your timesheet in the HIP system 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 the HIP system for your supervisor’s approval by the end of each pay period if you need to claim fringe or special types of pay such as overtime, differentials, meals, etc.

    If you fail to submit your timesheet within 30 days of the pay period close, your timesheet for the period will be locked and you will need to contact your Timekeeper to have hours submitted on your behalf.  To prevent delays in receiving your pay, please submit timesheets by the close of each pay period.

    Click here to find your Timekeeper.

    As an hourly employee you may continue to report all of your time worked as regular time with the TRC code “REG01.” The system will determine the overtime for you if you worked over your scheduled hours per day, or on non scheduled days, which your supervisor will need to approve for payment.

    This could be a result of which time slot the time was entered. If you are an hourly employee and you worked during the day but didn’t take any breaks, be sure to enter your out time in the last “out” slot.

    For example, on August 1, if you worked only from 3:30pm to 6:00pm and did not work again on August 1, enter your time like below

    Do not enter like below or the system will have issue calculating your hours:

     

     

     

    Timesheets are designed so all applicable types of Time Reporting Codes (TRC) are available to employees in their drop-down menu.

    If you have any questions on how to use TRC, please contact your Timekeeper for further assistance.

    Click here to find your Timekeeper.

    If you are a salaried employee, you would not submit your time in HIP for your regular hours/regular pay.  You only need to submit your time when you have a special/fringe type to report (i.e. differentials, OT, Comp Time, etc.)

    Supervisor FAQ (1)

    If you are someone that needs to allow exceptions, all your pending exceptions will no longer appear by default if you use the Team Time tile under MSS.

    Instead, you will need to click the filter Icon and when a popup window appears,click “Done” to see all exceptions you may need to act on.

    See the Manage Exceptions page for more information

    System Access (8)

    Employees may see this message or have trouble viewing their paystubs if the HIP system’s screen reader function is turned on.  This can sometimes impact the look and behavior of a page within the HIP system and if you are having trouble viewing your paystubs or entering payable time/absences, it may be helpful to turn this off.

    Please follow the steps below to learn how to turn the screen reader off:

    1. Click on the settings icon (3 vertical dots) in the upper right-hand corner of your screen.

    2. Click on the My Preferences option.

    3. You will be taken to the General Settings screen, from the General Options section select the Screen reader mode off option from the Accessibility Layout drop down.

    4. A message will pop-up warning you that you are changing the screen reader mode. Click the OK button.

    5. Click the Save button when finished.

    When you leave State of Hawaii service, you’ll have access to HIP for 120 days post-termination to access your final pay statements. If you have direct deposit accounts setup, they will remain active for the 120-day period. Your former employing department will furnish you an off-boarding letter that has instructions and a logon that you’ll use after you leave State service, including how you’ll be receiving your W-2.  If you did not receive that, please contact the HR office of your former department.

    BEFORE you leave State service, you’ll want to ensure you finish using all of the HIP features that are available on the State’s computer network only, such as updating your address and accessing any past W-2 forms you need.

    Employees can access the HIP system on State kiosks and shared computers.  If they don’t have regular access, they should have their time and leave entered by their Time and/or Leave Keepers.  If the employee has a single sign-on (SSO) account with libraries or another executive branch, they may access HIP features using their smartphone.

    Click here to learn more about how to access the HIP system.

    There are no preferred browsers that work best with the HIP system per se.  However, Microsoft Edge lacks pop-ups and both Edge and Internet Explorer browsers may have limitations with the ability to run queries and reports.

    For employees without regular access to a computer, timesheets and leave requests will be handled by your designated Time or Leave Keepers on your behalf.

    Click here to find your Time and/or Leave Keeper.

    You can logon to the HIP system at any time and review your leave records, and your sick and vacation leave balances will be visible on you pay statement each pay period.

    The HIP system will time out after about 30 minutes of inactivity, just as a security precaution if you happen to forget to logout and walk away from your workstation.

    How you access the system depends on the department or agency you work for.  To learn more, click here.

    Access to certain tiles/features in the HIP system require users to be on a secured State network.

    System Access (1)

    Yes.  The Time and Labor WorkCenter is specifically designed for Timekeepers.  Supervisors and Leave keepers have another dashboard that consolidates what they need, called “Team Time”.

    Tax Withholdings (W-4/HW-4) (2)

    In 2020 the IRS changed the form W-4 and eliminated withholding allowances.  You are now required to enter dollar amounts in the appropriate fields.  To learn more, click here.

    The following represents general instructions, but it is recommended to discuss with a qualified tax representative on what may be best for your tax situation if you have any questions on what you should select.

    For Federal withholding taxes, when you claim “exempt” on your Federal Withholding (W-4), you will not make any tax payments. Please ensure you meet the conditions for exemption before checking the box.

    Click here to find more useful information about Form W-4.

    For Hawaii State withholding tax, if you are claiming a Nonresident Military Spouse or Certified Disabled Person  status, you are indicating that you not subject to State tax withholdings.  However, you will need to fill out a Form HW-4 and return it to your department payroll office with the necessary backup documentation verifying your status for your department representative to transact on your behalf.

    For more information click here to view and download the State of Hawaii Department of Taxation Booklet A, Employer’s Tax Guide (see section What is Not Subject to Withholding).

    Taxes (5)

    Navigate to Payroll for North America > Employee Pay Data USA > Tax Information > Update Tax Distribution

    It should look like the following.  If the data is not there, please change the Effective Date, State and Percent of Distribution to what is displayed in the screenshot.  NOTE: the Effective Date should match the date of hire.

    A report is available in the HIP system to view the changes an employee completes through ESS. HR users that have been assigned this access are able to view Employee Address and Emergency Contact changes. Payroll users that have been assigned this access, are able to view Tax Withholding changes.

    Please click the link below for instructions on how to generate these reports.

    Running ESS Reports

    1. Navigate to Update Employee Tax Data and add a new row.

    Payroll for North America > Employee Pay Data USA > Tax Information > Update Employee Tax Data

    2. Go to the State tab and change the Tax Marital Status to “S” for Single.

    This allows the system to use the single rate table that has been setup to calculate taxes.

    NOTE: As of 01/01/2020, this is no longer an option for Federal Tax Data.

    If the employee is unable to enter his/her tax withholding on ESS, you may enter the withholding options on his/her behalf if you receive a signed copy of their Federal W-4 form.  Effective 01/01/2020, the format of the form has changed.

    Navigate to Payroll for North America > Employee Pay Data USA > Tax Information > Update Employee Tax Data

    1. Add a new row.

    2. Follow the steps in the link below for instructions on how to input based on the new format.

    Federal-Tax-Data-Page

    NOTE: If the new W-4 is used, since the format has changed, the employee’s pay statements reflect N/A for values that are no longer included in the new W-4 format (i.e. N/A for Allowances).

    You cannot have negative allowances.  Negative values may have been allowed in the legacy payroll system, but it is not allowed in the HIP system.  If there are negative allowances, please have the employee revise the W-4 form to reflect actual allowances and any additional amounts if applicable.

    Timekeeper FAQ (1)

    If you are someone that needs to allow exceptions, all your pending exceptions will no longer appear by default if you use the Team Time tile under MSS.

    Instead, you will need to click the filter Icon and when a popup window appears,click “Done” to see all exceptions you may need to act on.

    See the Manage Exceptions page for more information

    Timesheet Questions (2)

    The HIP system has certain logic to ensure that employee input is valid.  For instance, it will require that the employee enter comments when entering certain types of time, to help the supervisor review the entry to make sure it is valid.  In addition, an employee will not have access to take leave that they are not entitled to by union agreement, policy, etc.

    In the HIP system, Comp 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 timesheet, 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 designated tile.  When they want to subsequently use their Comp Time, the employee will again report their Comp Time taken on a later timesheet.

    UAC/Combo Codes (2)

    The UAC lookup on employee timesheets limits search results to the department-specific payroll number the employee is assigned to.

    Combination codes are generated automatically by the HIP system and correspond to a specific UAC.  If you have more questions regarding combo codes and UAC, please contact your department Fiscal/Payroll office.  Grant/Project labor reporting will be available to certain employees and Timekeepers on their timesheets under task profiles if your department has requested that feature.

    Training is available here for Timekeepers and employees who’s departments are participating in Labor Reporting.

    Wage and Tax Statement (W-2/W-2c) (3)

    The State will mail a paper copy of your W-2 to the last address you had on file, please make sure your former department has your most current address.

    HIP has stored W-2s dating back to 2018 and active employees may retrieve them at any time from their ESS screen.  If you need a W-2 older than 2018, or you are an inactive employee, you must request a copy from the payroll/fiscal office of your former employing department.

    No.  The State will automatically turn off your paperless consent and mail a printed copy of your W-2 to you.  Please make sure your department has your most current address before you leave.

    Workflow Routing (5)

    Departments should designate appropriate back ups for operational coverage.  Please work with your department to designate additional Time and Leave Keepers if needed, by submitting an ETS-304 security form for processing.

    All of the notifications occur between the employee and their supervisor only.  What some departments choose to do is instruct their supervisors to send the approval confirmation to another individual (a Leave Keeper for example) if there’s a tracking process that is required.  Of course, the Leave Keeper can see all their employee leave transactions in the system at any time on the Create and Maintain Absence Requests screen.

    The departments HR office has the ability to make a change to what is known as the “Reports To” supervisor in the HIP system.  When changes need to be made, HR can do that.  The employee or their supervisor cannot modify the Reports To supervisor information in HIP by themselves.  When a supervisor position is vacant, HIP will route the employee’s request up to the next available supervisor in the department hierarchy.  Usually, TA supervisors are not used by HR to be the Reports To, but in some cases, HR can make the TA supervisor the Reports To if the department requires that.

    Leave Keepers cannot direct requests to someone else.  Please consult with your HR office to ensure that your department’s reporting structure is correct.  The HIP system will route approvals for employee time and leave requests to the Reports To supervisor listed on the employee’s Job Data.

    No.  The HIP system only maintains one (1) Reports To supervisor for every employee.  To have more than one level of approver would require very difficult and costly maintenance for the State unfortunately.

    Workflow Routing (3)

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

    Normally, TA supervisors don’t receive employee time and leave requests unless HR designates the TA supervisor as the “Reports To” supervisor in the HIP system.  If a supervisor position is vacant, HIP will route employee requests up to the next active/non-vacant supervisor position in the department/agency’s chain of command.

    TAs will not have supervisor access if they’re not an employee’s Reports To supervisor.  If a supervisor position is vacant, it will go up the chain of command and be routed to the next available/active supervisor above the vacant supervisor position.  Please contact your department HR office if you have questions on the routing of requests.

    Workflow Routing (4)

    When a Timekeeper is on leave or retires, a department would request that DAGS establish a new Timekeeper in the HIP system by filling out an ETS-304 Form.

    Departments should designate appropriate back ups for operational coverage.  Please work with your department to designate additional Time and Leave Keepers if needed, by submitting an ETS-304 security form for processing.

    The HIP system process for requesting pre-approved OT is 2-step (1. employee submits OT pre-approval request and 2. supervisor approves/denies).  Many departments have different processes for getting budgetary approvals for OT that involve special workflows, forms, memos, etc.  Your department should continue all of those processes as required outside of HIP.  Once budgetary approval is set, the employee should login to HIP to request their specific number of OT hours for the days they intended to work.

    Click here to learn more about how employees submit OT pre-approval requests.

    No.  Supervisors get notification emails that there are pending time and leave requests for approval, as well as exceptions.  Timekeepers do not receive notification emails, however you have access to see pending exceptions and time requests in the Time and Labor WorkCenter or by running queries such as HIP_TL_APPROVAL_ERRORS, HIP_TL_HRLY_NOT_APPRV, HIP_TL_PAYABLE_TM_NOT_APPROVED, HIP_TL_SAVED_REPORTED_TIME.  NOTE: It is recommended to favorite helpful queries like these in your Query Viewer screen so you do not have to search for them each time you want to run them.

    Click here for a list of available queries to Time and Leave Keepers.