The HIP system houses Human Resource (HR) information for State employees such as their pay rate, employee type (i.e. casual worker or salaried worker), their part-time/full-time status, their Full-Time Equivalent status (FTE), their standard working hours per week, who they report to, and which collective bargaining unit they are members of. HR data drives HIP’s logic to generate “payable time” for State employees and accrue paid leave according to collective bargaining unit rules. The State requires employees to submit their time and leave requests by the end of each pay period to ensure that employees are paid accurately and timely. A T&L calendar is available which shows when timesheets open and close for employees, and when supervisors must approve to ensure employees are paid timely.
RELATIONSHIP BETWEEN JOB DATA, PAYROLL AND T&L
In other words, HIP is made up of several components including HR, Payroll, Time and Leave, which are meant to coordinate seamlessly with one another. Information that appears on employee Job Data will influence their payroll, time and leave attributes in the system. A general overview of how data flows from HR to other parts of the system can be found by viewing this HIP Data Flow Chart.
Or click on the following link to view a quick reference guide: HIP Job Data, Payroll, Time, and Leave Relationship Guide.
HR AND PAYROLL ROLES
HR – As an HR user, you’ll have access to input of new hires and maintain employee data such as position info, and job data. This access also includes the ability to apply Uniform Accounting Codes (UAC) used to charge base pay of a position.
HR ADMIN (T&L specific) – Also known as the HR Administrator, is a security permission created specifically for administering extended absences (i.e. Family Leave, Military Leave, Worker’s Compensation (WC), Temporary Disability (TDI), etc.) through the HIP system. You’ll be able to view balances for employees to validate absences prior to approval and adjust leave balances for employees due to off-cycle events (i.e. retroactive submission of leave requests prior to the conversion to Absence Management, etc.), or for administering payouts (i.e. vacation, comp time or post-death, etc.). This role also includes access to manage your department Leave Share program in HIP.
FISCAL ADMIN – Or Fiscal Administrators, have access in the HIP system to create and produce payroll-related reports and queries for audit purposes, which will assist in monitoring payroll expenses, as your department procedures dictate.
PAYROLL – Payroll users with TIMEKEEPER access are able to monitor the time transactions/entries of employees, supervisors, and timekeepers to ensure both accuracy and timeliness. If any time submission issues arise, you can provide counsel or advice regarding deadlines and ensure compliance with department policy and procedures.
This role also has access to process payment of non-base pay (i.e. Temporary Assignment Pay (TA Pay), Wages-In-Kind (WIK), Worker’s Compensation (WC), etc.), run system reports and queries to review, audit, or analyze information as needed. As well as notify supervisors and timekeepers to address unresolved exceptions and administer UACs used to charge for non-base pay for a position.
Click the following link for a list of Recommended Time and Leave Roles and Responsibilities.
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Security Access For HR & Payroll Personnel
Last Updated: December 08, 2022
Tags: HR Roles, Payroll Roles, Fiscal Role, Introduction to T&L for HR & Payroll Personnel
