In March of 2021, employees of the following Executive Branch departments/offices will submit their time and their leave requests in HIP:
Accounting and General Services, Office of the Governor, Office of the Lieutenant Governor, Attorney General, Budget and Finance, Business, Economic Development and Tourism, Commerce and Consumer Affairs, Defense, Hawaiian Home Lands, Human Services, Taxation, Transportation
The new features will be available when you’re accessing HIP using a computer connected to the State’s computer network. For those employees without regular access to computers, time sheets and leave requests will be handled by designated timekeepers and leave-keepers on behalf of employees.
If you work for a department that has deployed HIP Time and Leave, please access training on-line.
HIP houses HR information for State of Hawaii employees such as their pay rate, their employee type (e.g., casual worker, 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. All of that 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 records by the end of each pay period to ensure that employees are paid accurately and timely. A 2020 Calendar and 2021 Calendar are available which show when timesheets open and close for employees, and when supervisors must approve in order for the time to be paid timely.
The Manager Self-Service features in HIP are designed to assist supervisors with day-to-day management of your operations. Here are just a few of the features that you can look forward to:
Maintain visibility of your employees’ work schedules, and manage Alternative Work Week (AWW) schedules.
See your employees’ leave balances at any given time, including sick, vacation, and compensatory time.
See a calendar of any leave requests and/or approvals processed in the system. If you’re a supervisor who oversees other supervisors, you’ll have visibility to the scheduled time of those who report to your supervisors.
As a supervisor, you’ll be responsible for reviewing and approving timesheets in HIP for your employees in a timely manner. Your timely approval will allow your employees to be paid on-time. This also entails reviewing timesheets for all of your hourly employees, pre-approving overtime, and approving any ‘“elapsed”’ timesheets for your salaried employees’ time (e.g., overtime taken, or differentials, etc.), and resolving any exceptions that the system generates. These actions must be taken prior to payroll processing each pay period.
You’ll also be responsible for approving your employees’ leave requests (e.g., vacation, sick, and other leaves) through HIP. This will replace approving a paper/electronic G1 or similar process to your department/office currently uses to approve employee leave requests today.
You’ll also be responsible for reporting time and leave for your employees in the event they don’t have access to a computer or are part of a department that requires approval for timesheets outside of HIP.
HIP has flexibiltiy built in so that employees can make changes to their leave, your local Leave Keeper can make changes, and supevisors can make changes to leave if necessary also. Here’s some guidance for supervisors on how to handle changes to employee leave, depending on the status or circumstances of the employee’s request.
If you are a supervisor needing access to HIP after your department goes live, please complete the ETS-304: Hawaii Information Portal Security Access Request Form for Time/Leave and Payroll-Deployed Departments and someone from the HIP service team will review and process your submission. If a supervisor wishes to desginate a Timekeeper or Leave Keeper for their area, the ETS-304 security form may be used for that purpose as well.
Immediate supervisors are responsible for time and leave approvals for their direct reports in HIP. When a supervisor needs to take leave or otherwise be away from the office they must delegate their approval in advance. Their proxy must accept the delegation in HIP as well, to acknowledge that they have received delegation authority.
Here’s a Delegation Guide to help you understand all of the different types of delegations in the system and how they work.
In the rare event a supervisor cannot set up a delegation for themselves, an Executive Branch Department Director may authorize the Hawaii Information Portal Service Center to set up a temporary delegation for the supervisor. A leave keeper/timekeeper must submit a ticket with the Administrative Delegation Memo on behalf of the department.