For Time and Leave Keepers

Welcome to the Time and Leave Keeper knowledge library! Access resources below to learn about Time and Leave Keeper responsibilities and how to support your employees in the HIP system. Content includes mandatory training, articles with brief walkthroughs, helpful tips and more!

Looking for recent updates to this page, or announcements? Click Here!

07/19/24: New BU09 WKEND (Weekend Differential) TRC Entry guide has been published on the Employees page. This new TRC is available to employees in Bargaining Unit 09 effective July 1, 2024.

03/01/24: The HIP Time and Leave system will be enhanced by generating email notifications to employees and their supervisors for outstanding transactions. An E-mail notification will be generated for every saved but not submitted transaction. Notifications will be sent out each day stating the remaining allotted time to resolve the transaction. For example, if an employee has several or more saved but not submitted transactions, the employee and their supervisor will receive an e-mail notification per transaction.

01/08/24: Added Annual Leave Summary job aid for Leave Keepers. This provides information on how to process the leave summary for an employee for a past year.

10/19/23: Added Administrative Time Off overview document and details on HIP_TL_ALL_ENTERED_LV_BY_DTRNG query run.

09/18/23: Added Schedules With Rotation in HIP job aid in the Quick References section. This job aid is to provide more information on how rotational schedules work in HIP and how to assign them.

07/27/23: Added as extra resource for Timekeepers on payable time status and payable time frozen date. How to Navigate Payable Time Status and Frozen Dates.

03/02/23: Released as part of a training series intended to refresh department user knowledge of the system and it's processes, download and view a PowerPoint presentation on Comp Time. Learn about the different types of Comp Time and how to view and adjust balances on behalf of your employees. Additional refresher training resources for Timekeepers can be found in the Time and Leave Refresher Training section below.

03/02/23: Recently released as part of a training series intended to refresh department user knowledge of the system and it's processes. Download and view a PowerPoint presentation on Managing Exceptions. Topics covered are common exceptions and how to view and resolve them. Additional refresher training resources for Timekeepers can be found in the Time and Leave Refresher Training section below.

01/23/23: An updated Forecasting guide and accompanying PowerPoint slides have been posted as part of a training series intended to refresh department user knowledge of the system and it's processes. Learn how Leave Keepers can help employees forecast their available leave balances as of today or a future date. Additional refresher training resources for Leave Keepers can be found in the Time and Leave Refresher Training section below.

01/23/23: An updated Rapid Time guide and accompanying PowerPoint slides have been posted as part of a training series intended to refresh department user knowledge of the system and it's processes. This page is used by Timekeepers to enter time for many employees directly on their timesheets from one screen. Additional refresher training resources for Timekeepers can be found in the Time and Leave Refresher Training section below.

01/23/23: An updated Create and Maintain Absence guide and accompanying PowerPoint slides have been posted as part of a training series intended to refresh department user knowledge of the system and it's processes. This page is used by Leave Keepers to view and manage regular absence requests on behalf of their employees. Additional refresher training resources for Leave Keepers can be found in the Time and Leave Refresher Training section below.

01/20/23: An Update Time Reporter Data guide and accompanying PowerPoint slides have been posted as part of a training series intended to refresh department user knowledge of the system and it's processes. This page is used to establish when an employee has access to their Timesheet, TRC and other settings available to them. Additional refresher training resources for Timekeepers can be found in the Time and Leave Refresher Training section below.

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

TIME AND LEAVE KEEPER RESPONSIBILITIES

How To Use The Query ViewerNovember 7, 2022
Use the HIP system to search for and run predefined queries using… Read more: How To Use The Query Viewer
Security Access For Time And Leave KeepersNovember 7, 2022
Make sure you have access to the HIP system and can access… Read more: Security Access For Time And Leave Keepers
Introduction To Time And Leave (T&L) Manager Self-Service (MSS) For Time/Leave KeepersNovember 7, 2022
The HIP system houses Human Resource (HR) information for State employees such… Read more: Introduction To Time And Leave (T&L) Manager Self-Service (MSS) For Time/Leave Keepers

FOR TIMEKEEPERS

Frequently Used Screens

How To Navigate To Common Timekeeper ScreensNovember 9, 2022
There are several ways for Timekeepers to navigate to screens in HIP… Read more: How To Navigate To Common Timekeeper Screens

Submitting Employee Time

How to Navigate Payable Time Status and Frozen DatesJuly 27, 2023
Salaried employees are paid based on the compensation rate set up in… Read more: How to Navigate Payable Time Status and Frozen Dates
How To Enter Time For An EmployeeNovember 8, 2022
Use the HIP system to enter time on behalf of employees through… Read more: How To Enter Time For An Employee
How To Change Time For An EmployeeNovember 8, 2022
Use the HIP system to make changes to reported time on behalf… Read more: How To Change Time For An Employee
How To Enter Timesheet Entries For Shifts Crossing Multiple Days (Hourly Employees)November 8, 2022
Use the HIP system to enter time on behalf of hourly employees… Read more: How To Enter Timesheet Entries For Shifts Crossing Multiple Days (Hourly Employees)
How To Assign Combo Codes For Fringe PaymentsNovember 8, 2022
Use the HIP system to assign combo codes to charge fringe payments… Read more: How To Assign Combo Codes For Fringe Payments
How To Use Labor ReportingNovember 8, 2022
Use the HIP system to add labor reporting information to employee Timesheets… Read more: How To Use Labor Reporting
Using The Rapid Time ScreenNovember 7, 2022
Use the HIP system to quickly enter or change hours for a… Read more: Using The Rapid Time Screen

Compensatory Time

How To View Employee Compensatory Time (Comp Time) BalancesNovember 9, 2022
Use the HIP system to view employee Comp Time balances through the… Read more: How To View Employee Compensatory Time (Comp Time) Balances
How To Adjust Employee Compensatory Time (Comp Time) BalancesNovember 9, 2022
Use the HIP system to adjust employee Comp Time balances through the… Read more: How To Adjust Employee Compensatory Time (Comp Time) Balances
How To Transfer Employee Compensatory Time (Comp Time) Balances Between Bargaining Units (BUs)November 9, 2022
Use the HIP system to transfer employee Comp Time balances when they… Read more: How To Transfer Employee Compensatory Time (Comp Time) Balances Between Bargaining Units (BUs)

Audit

Using The Reported Time Audit ScreenNovember 7, 2022
Use the HIP system to review employee Timesheet data through the Reported… Read more: Using The Reported Time Audit Screen

Assign Work Schedules

How To Correct and Update Employee Work SchedulesSeptember 30, 2022
Use the HIP system to update your employees’ schedules from the Manager… Read more: How To Correct and Update Employee Work Schedules

FOR LEAVE KEEPERS

Submitting Employee Leave

Using The Create And Maintain Absence Requests ScreenNovember 7, 2022
The Create and Maintain Absence Requests screen is available to Leave Keepers… Read more: Using The Create And Maintain Absence Requests Screen
How To Review Employee Leave BalancesNovember 7, 2022
Use the HIP system to view employee sick and vacation balances on… Read more: How To Review Employee Leave Balances
How To Submit Leave Requests For Your EmployeesNovember 7, 2022
Use the HIP system to submit leave requests on behalf of your… Read more: How To Submit Leave Requests For Your Employees
How To Submit Partial Day Leave Requests For Your EmployeesNovember 7, 2022
Use the HIP system to submit a partial day leave request on… Read more: How To Submit Partial Day Leave Requests For Your Employees
How To Change Existing Leave Requests For Your EmployeesNovember 7, 2022
Use the HIP system to make changes to existing leave requests on… Read more: How To Change Existing Leave Requests For Your Employees
How To Cancel Existing Leave Requests For Your EmployeesNovember 7, 2022
Use the HIP system to cancel existing leave requests on behalf of… Read more: How To Cancel Existing Leave Requests For Your Employees

Help with Balance Adjustments

In the event that you need HR’s help adjusting sick or vacation balances for employees after go-live, please use the Balance Adjustment Worksheet, to communicate changes to your HR office. This makes sure the changes you need are easier for HR to process. Comp time adjustments can be made by authorized Timekeepers.

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. As well as video recordings of live training and Q&A sessions.

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.

For Leave Keepers

Online Self-Paced Training

Downloadable copies of Course 120 for Leave Keepers in PDF and DOC formats

Recording of the 6/30/2021 Leave Keeper Live Class and Q&A

For Timekeepers

Online Self-Paced Training

Downloadable copies of Course 125 for Timekeepers in PDF and DOC formats

Recording of the 7/2/2021 Timekeeper Live Class and Q&A

Review the Standard Operating Policies and Procedures and Recommended Time and Leave Roles and Responsibilities.

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 or .PDF format.

NOTE: Detailed guides are the only training materials to receive updates. Please clear browser cache to ensure the most recent version displays.

For Leave Keepers	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	Watch a video recording of this refresher training session.

For Timekeepers	Comp Time	Downloadable copy of PowerPoint slides in PDF format.	Watch a video recording of this refresher training session.
	Exceptions	Downloadable copy of PowerPoint slides in PDF format.	Watch a video recording of this refresher training session.
	Rapid Time	Downloadable copies of PowerPoint slides and a detailed guide in PDF format	Watch a video recording of this refresher training session.
	Update Time Reporter Data	Downloadable copies of PowerPoint slides and a detailed guide in PDF format	Watch a video recording of this refresher training session.