The HR Administrator, also known as the HR Admin, is a security permission created specifically for HIP Time and Leave functions that will be responsible for administering extended absences (e.g., Family Leave, Military Leave, Workers’ Compensation Leave, Temporary Disability Leave, etc.) through HIP, including reviewing, inputting, and approving any extended absence requests on HIP submitted by employees in your department/office. You will also be responsible for administering the Leave Share program for your department in HIP.
The HR Admin will be able to view balances for employees to validate absences prior to approval and adjust leave balances for employees due to an off-cycle event (e.g., retroactive submission of leave requests prior to the conversion to the Absence Management system, etc.), or for administering payouts.
Take on-line self-guided training at your convenience:
A virtual training course for HR Admins was held 7/9/2021. A Q&A session was held on 7/13/2021.
Additionally, downloadable copies of training materials are also available in .PDF and .DOC formats.
Review the Standard Operating Policies and Procedures.
Reports and queries are available to assist users with their duties in HIP Time and Leave.
The new features will be available to HR Admins on May 4th in specific Executive Branch departments/offices. If you have employees that are paid on the 5th of every month for the work that they did in the first half of the previous month, the new feature will be available for them on May 4th. If you have employees that are paid on the 20th of every month for the work that they did in the first half of the same month, their features will be available on May 16th.
If you are handling the functions of the HR Admin and you need access to HIP after your department goes live in May, 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.
| HR Administrator, “HR Admin“: | Security permission created specifically for Time and Leave purposes. Responsible for administering extended absences, departmental leave share program, and employee leave balance adjustments. This does not in any way relate to any other HR-related functions through HIP outside of Time and Leave. |
| Absence Management: | System that supports the administration of all leave transactions, including HR Admin functions and requests from employees. |
| Extended Absence: | Absence that is generally covered under federal and/or state law, more commonly referred to as “protected leaves”. These include Family Leave (FMLA/HFLL), Workers’ Compensation Leave, Military Leave, and Temporary Disability Leave. |
| Leave Balance Adjustment: | Manual change in an employee’s leave balance due to certain circumstances outside of payroll processing (see page on Leave Balance Adjustments for further details). |
| Leave Share: | Departmental policy that allows employees eligible for vacation leave to donate unused hours to a departmental leave bank, and for employees with low leave balances in need for time off to request donated leave from the departmental leave bank, in compliance with department policies and procedures. |
| Fiscal Administrator: | Time and Leave security permission created to produce payroll-related reports for audit purposes. |
| Leave Keeper: | Time and Leave role created for the administration of all other regular absences (e.g., vacation, sick leave). |
| Timekeeper: | Time and Leave role responsible for reviewing and resolving all exceptions for employee time sheets. Timekeepers work with the supervisors to ensure that all payable time for employees are approved prior to the payroll deadline each pay period. |
General Time and Leave FAQs for all HR Personnel
Time and Leave Topic: Extended Absence
