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

  • How To Access HIP
    How you access the HIP system depends on who your employing department […]

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.

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

Review the Standard Operating Policies and Procedures.

Quick Reference Guides

Hourly Employees – Entering Time

Salaried Employees – Entering Time

Enter Time – Business Process

Entering Punch Time with Shifts Crossing Days

Requesting Overtime

Taking Compensatory Time Off

Taking Regular Leave

Changing A Cancelled Absence Request

Requesting An Extended Absence

Detailed Leave Balance Guide

Forecasting

Enter Leave – Business Process

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

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.

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.

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.

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.

Submitting Leave (4)

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.

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 Detailed Leave Balance Guide.

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.)

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.

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).

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.