Welcome to the HIP HR Personnel knowledge library! A central hub for important information, discover useful guidance to administer HR transactions and key resources to help support your employees, supervisors and leave keepers all in one place.
Social Security Numbers (SSNs)
Federal Requirements for Verifying Social Security Numbers (SSN)
Employee Information/Taxes
Comptroller’s Memorandum 2019-16: Employees Submission of W-4 and HW-4 Withholding Allowance
Department Responsibilities for Retirement Miscodings (prepared by Employees’ Retirement System (ERS) as general guidelines)
Reports and Queries
Mandatory Training
Click on the links below to view/download the HR concepts PowerPoint slides and view accompanying video presentation.
HR Concepts Training for Payroll Implementation (04/09/18) | PowerPoint Slides | Recording of the HR Webinar |
(Not for DOE, UH, HHSC, or Judiciary)
Click here to see new updates to HIP effective May 2023!
Organizational Management
Extended Absences
Requesting Extended Absence – Hawaii Family Leave (Business Process)
How To Advance Future Military Leave
Employee Leave Share
Receive Donated Leave Processing Guide
Donated Leave Absence Take Guide
Manage/Adjust Employee Leave Balances
How to use the Results by Calendar Group Page
How to Forecast Employee Absence Balances
Leave Balance Adjustment (Business Process)
Leave Balance Adjustment Supplementary Instructions
Year-End Leave Processing Job Aid
Submitting Employee Leave
Employee Requests an Absence (Business Process)
Request Absence on Behalf of Employee (Business Process)
Employee Changes an Absence Request (Business Process)
Create and Maintain Absence Requests Job Aid
Administrative Time Off Job Aid
Supervisor Delegations and Approvals
How to Set Up A Delegation (Supervisor)
How to Set Up A Delegation On Behalf of A Supervisor (HR Admins)
Delegation Quick Reference Guide
Delegation Guide (View the different types of delegations in the system and how they work.)
Managing Delegations (Business Process)
Update Approval Routing (Business Process)
Employee Payments
Temporary Assignment (TA) Payments (Business Process)
How To Pay Holiday Pay for UPW Employees on Leave (Business Process)
Job Data Differential Pay – Removing Rate Code
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.
HR Concepts Training for Time & Leave Implementation (07/19/21) | PowerPoint Slides | Recording of the HR Webinar | Q&A from GoLive Groups 2 & 3 |
HR Administrator Training Part 1 | Online Self-Paced Training | DOC | |
HR Administrator Training Part 2 | Online Self-Paced Training | DOC | |
HR Administrators | Recording of the HR Administrator Webinar | Recording HR Administrator Q&A | |
HawaiiPay Business Process Clarifications 10/17/18 DHRO Meeting | HawaiiPay Responses for Executive Branch Agency HROs | Department Responsibilities for Retirement Miscodings | Vacation Payroll or Deferral Process Flow |
Review the Standard Operating Policies and Procedures and Recommended Time & Leave Roles and Responsibilities.
Link to the HIP For Time/Leave Keeper Knowledge Library: https://ags.hawaii.gov/hip/for-time-leave-keepers/
HRMS Training for the Legislature and Office of Hawaiian Affairs (OHA)
Effective October 16, 2020, the Legislature and OHA have been restructured and converted onto the HIP HRMS system. Legislature and OHA are now able to interact directly with HIP as opposed to using HR templates to create, change, or terminate employee records.
HIP HRMS New Hire Training (10/26/20) | Downloadable copy of a detailed guide in PDF format |
HIP HRMS Termination Training (10/26/20) | Downloadable copy of a detailed guide in PDF format |
HIP HRMS Printing EPAR Training (10/26/20) | Downloadable copy of a detailed guide in PDF format |
HIP HRMS Updating Reports-To (Position Management) Training (06/30/21) | Downloadable copy of a detailed guide in PDF format |
HIP HRMS Adding a New Position Training (07/01/21) | Downloadable copy of a detailed guide in PDF format |
Time and Leave Refresher Training
As a follow-up to mandatory self-paced training and available online resources, the following content is intended to be a review of concepts and to boost your skills related to T&L processes in the HIP system.
Watch video recordings of live refresher training sessions and download copies of accompanying guides, presentation slides, and worksheets available in Excel and .PDF format.
NOTE: Detailed guides are the only training materials to receive updates. Please clear browser cache to ensure the most recent version displays.
Job Data, Payroll, Time, and Leave Relationship | Downloadable copies of PowerPoint slides, a detailed guide, and data flow chart in PDF format | Video recording of refresher training session coming soon! |
Create and Maintain Absence Requests | Downloadable copies of PowerPoint slides and a detailed guide in PDF format | Watch a video recording of this refresher training session. |
Forecasting | Downloadable copies of PowerPoint slides and a detailed guide in PDF format | Watch a video recording of this refresher training session. |
Holiday Admin Leave | Downloadable copy of PowerPoint slides in PDF format | Watch a video recording of this refresher training session. |
Leave Accruals | Downloadable copies of PowerPoint slides and a detailed guide in PDF format | Video recording of refresher training session coming soon! |
Leave Donation | Downloadable copies of PowerPoint slides, a detailed receive donated leave guide, and detailed guide on how to enter a donated leave absence take in PDF format | Watch a video recording of this refresher training session. |
TDI | Downloadable copies of PowerPoint slides and a detailed guide in PDF format | Video recording of refresher training session coming soon! |
WC | Downloadable copies of PowerPoint slides and a detailed guide in PDF format | Video recording of refresher training session coming soon! |
Vacation Adjustments, Payout and Transfer | Downloadable copy of PowerPoint slides, Vacation and Comp Time Payout Upon Termination guide, updated business process and Transferred Employees Leave Processing guide in PDF format. | Video recording of refresher training session coming soon! |
Year-End Leave Processing | Downloadable copies of PowerPoint slides and a detailed guide in PDF format | Watch a video recording of this refresher training session. |
The FAQ below are intended to provide helpful information in addition to HIP training and knowledge articles to aid in providing support to your employees. Click on the categories and questions to expand them, then click them again to collapse them. If you need further assistance, please visit the HIP Ticket Center at hipservice.hawaii.gov to review helpful articles and/or submit a HIP Ticket. Here’s a helpful job aid on Using the HIP Ticket Center.
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.
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
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
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.
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.
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.
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.
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.
Please review the document HR ePCS Interface Queries for guidance on how to view interface files in the HIP system.
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.