Question 1

Will the UAC lookup be limited by department?

mkim · Accepted Answer

The UAC lookup on employee timesheets limits search results to the department-specific payroll number the employee is assigned to.

Question 2

Why does an employee have more than one employee record?  Which one do I use to enter time for the employee?

mkim · Accepted Answer

An employee may have more than one employee record if they have worked in two (2) different jurisdictions (i.e. worked for an executive branch agency, then worked for Judiciary, etc.), or if they are working two (2) different jobs concurrently.  If you have questions regarding which employee record to use when entering time, please contact your department HR office.

Question 3

Why do I see a floppy disk icon on my timesheet?

mkim · Accepted Answer

You will see a floppy disk icon when you’ve saved your timesheet, but not submitted it. If the saved hours are older than 30 days, you will need to contact your Timekeeper for assistance to submit it.

Please contact your Timekeeper if you have further questions regarding your timesheet.

Click here to find your Timekeeper.

Question 4

Who takes over Timekeeping responsibilities in the event a Timekeeper retires?

mkim · Accepted Answer

When a Timekeeper is on leave or retires, a department would request that DAGS establish a new Timekeeper in the HIP system by filling out an ETS-304 Form.

Question 5

Who is the back up for Time and Leave Keepers when they are out?

mkim · Accepted Answer

Departments should designate appropriate back ups for operational coverage.  Please work with your department to designate additional Time and Leave Keepers if needed, by submitting an ETS-304 security form for processing.

Question 6

When do exceptions appear?  Do Timekeepers need to check every day, throughout the day or will exceptions appear first thing in the morning?

mkim · Accepted Answer

Exceptions are immediately visible when an entry is made. It's recommended that Timekeepers review exceptions on the exception tab periodically or at least prior to the Timesheet Submission Deadline to resolve them with supervisors. Click here to reference a T&L calendar.

Question 7

When an exception is allowed, and then approved by the supervisor, is it resolved and becomes Payable Time, and not further action is to be done?

mkim · Accepted Answer

Once an exception is allowed, the supervisor will get a request to approve Payable Time for processing and then no further action is required.

Question 8

What would departments submit to pay out Comp Time, are there any backup documents needed?

mkim · Accepted Answer

The query HIP_TL_COMP_BAL_BY_EE is available to HR and Timekeepers to review an employee's Comp Time balance.  If at the time of termination an employee has a Comp Time balance, the results on the query can be used to determine how many hours need to be paid out.  This can be forwarded to department Fiscal/Payroll offices for processing.

Question 9

What should I do to see the exceptions I have to work on?

clee · Accepted Answer

If you are someone that needs to allow exceptions, all your pending exceptions will no longer appear by default if you use the Team Time tile under MSS.

Instead, you will need to click the filter Icon and when a popup window appears,click “Done” to see all exceptions you may need to act on.

See the Manage Exceptions page for more information

See the Manage Exceptions page for more information

Question 10

What queries can I run to review employee time?

mkim · Accepted Answer

Mandatory queries and when to run them are available for Timekeepers to review in the Time and Labor WorkCenter. You may also find a list of queries available to Time and Leave Keepers by clicking here.

Question 11

What is the last day Timekeepers can submit hours on behalf of employees for payroll processing?

mkim · Accepted Answer

Employees and Timekeepers should be submitting time by the end of each pay period worked. That means the 1st - 15th and the 16th - the end of the month. For LAG employees, if they happen to submit their time after the time is taken for payroll processing, the additional hours on top of their regular pay will be paid out on the next payroll processing cycle. Click here to view a T&L calendar.

Question 12

What is the deadline to submit my timesheet?

mkim · Accepted Answer

For timely processing it is recommended to submit your time worked or leave used as soon as you are able, and at least by the end of the pay period (e.g. 8/15 for the first half of the month, 8/31 for the second half of the month).

Question 13

What is the deadline to be paid for the time I reported on the upcoming paycheck?

mkim · Accepted Answer

If you are submitting your time timely, and your supervisor is approving your time, you would see the payment on your upcoming check.

For additional details, a calendar exists for HR and payroll users as shown below. The light blue days indicate timesheet deadline days. The “absolute” deadlines would depend on whether you are paid “After the Fact” or “LAG” and your departments internal procedures.

As an example, for processing on the September 20th paycheck, an employee could submit time worked up to September 8 for the period that is regularly scheduled for payment. If approved within a day after you would see the amounts on that September 20 paycheck.

<img src="https://ags.hawaii.gov/hip/files/2022/09/Sample-Payroll-Calendar.png" alt="" class="aligncenter wp-image-5006 size-full" width="920" height="314" />

Question 14

What does TRC stand for?

mkim · Accepted Answer

TRC stands for Time Reporting Code. These are codes that employees can use to report their time on their Timesheets. If the employee is salaried, TRCs are used to report “exceptions” outside of their regular time (i.e. overtime). If you have a questions regarding TRCs, please contact your Timekeeper for assistance.

Click here to find your Timekeeper.

Question 15

What does the message "XXPROCUSER4 kicked off a Time Administration job..." mean?

mkim · Accepted Answer

<img src="https://ags.hawaii.gov/hip/files/2022/10/Time-Administration-Message-1024x101.png" alt="" width="1024" height="101" class="aligncenter wp-image-5278 size-large" />

This is more of a courtesy notice letting users know that the time you submitted will be processed after the current "Time Administration" process finishes running.  Time Administration runs multiple times a day, so this will not prevent what you submitted from becoming payable time or cause any real delays and there is no action you need to take.

Question 16

Is there a cap on the amount of Comp Time that an employee can accumulate?

mkim · Accepted Answer

Yes.  The maximum for Comp Time will be dependent on the employee's bargaining unit.  If an employee has questions regarding their maximum, please have them contact their HR office for clarification.

Question 17

Is a TRC legend (code with description) available?

mkim · Accepted Answer

Yes. A TRC listing is available. Please be advised TRC codes available to employees are specific to an employee's bargaining unit. There are some TRCs on the list that only relate to system processing behind the scenes and do not appear on employee timesheets. Click here to view the TRC listing.

Question 18

In working with exceptions, it is said, "Employee will not be paid" until exception is allowed/resolved.  Does this mean only the exception portion of pay will not be paid, and the regular salary will be paid?  Or will the ENTIRE regular salary not be paid until exception is allowed/resolved?

mkim · Accepted Answer

Employees will not be paid for time when there is a HIGH leave exception, for example when OT is not pre-approved. This only pertains however to just the exception portion of the employee's pay and not their entire base pay. To learn more, please review Timekeeper Training here and review the section "Working with Exceptions".

Question 19

In scenarios where a Timekeeper enters time on behalf of employees without access to a computer, what happens if an employee misses turning in their paper timesheet for submittal?

mkim · Accepted Answer

The employee will not get paid until they submit their paper timesheet, the Timekeeper is able to submit the hours and the hours are processed for payment.  Please encourage employees to submit their timesheets by the end of each pay period worked to avoid processing delays.

Question 20

If I worked overtime and took a break, how do I report my overtime on my timesheet?

mkim · Accepted Answer

If you are a salaried employee, when you enter the overtime on your timesheet, you should enter the duration of your overtime, less any break periods. For example, if you were in the office for two (2) extra hours and took a 30-minute break, you would enter 1.5 hours of overtime on your timesheet to represent the time you actually worked.

Please contact your Timekeeper if you have further questions regarding overtime.

Click here to find your Timekeeper.

Question 21

If a supervisor is out on leave, how do Timekeepers resolve exceptions to ensure employees get paid on time?

mkim · Accepted Answer

Timekeepers can assist approval delegation proxies and TA supervisors with resolving exceptions through the Time and Labor WorkCenter.

Question 22

I'm an 89-day hire (terminated 11/28/22 and rehired 11/30/22) and not able to enter time on my rehire date.  How do I go about entering hours I worked on that day?

mkim · Accepted Answer

There is a workaround that enable 89-day hire employees to access the unavailable date they are trying to enter time on through your Time Summary tile. The Time Summary tile should be located next to the Enter Time tile on your ESS screen. 1. Click on the Time Summary tile and you'll see a calendar with a date range along the top.

2. Move the calendar date range back to the period that contains the date you want to enter time on. NOTE: You can change the calendar view to bi-weekly, monthly, period, or weekly by clicking the View By dropdown menu in the upper left-hand corner of the screen. 3. Click on the date you want to enter time for on the calendar. 4. At the bottom of the screen, there should be an Actions button in the lower right-hand corner of the screen. Click it, then click on the Edit link.

You'll be taken to your timesheet and the date and time fields that were previously unavailable will be open for data entry now.

Question 23

I forgot to submit my timesheet, what do I do?

mkim · Accepted Answer

All employees are required to submit timesheets by the end of each pay period. This ensures that employees are paid accurately and timely. If you are an hourly employee, you must submit your timesheet in the HIP system for your supervisor’s approval by the end of each pay period (the 15^th day of the month and the last day of the month).

If you are a salaried employee, you must submit your timesheet in the HIP system for your supervisor’s approval by the end of each pay period if you need to claim fringe or special types of pay such as overtime, differentials, meals, etc.

If you fail to submit your timesheet within 30 days of the pay period close, your timesheet for the period will be locked and you will need to contact your Timekeeper to have hours submitted on your behalf. To prevent delays in receiving your pay, please submit timesheets by the close of each pay period.

Click here to find your Timekeeper.

Question 24

I am an hourly employee. I report my in/out times, but how do I report overtime?

clee · Accepted Answer

As an hourly employee you may continue to report all of your time worked as regular time with the TRC code "REG01." The system will determine the overtime for you if you worked over your scheduled hours per day, or on non scheduled days, which your supervisor will need to approve for payment.

Question 25

I am an hourly employee, and I entered the in/out times of work, but the hours my supervisor is seeing doesn’t match the total hours I reported per day. What is the problem?

clee · Accepted Answer

This could be a result of which time slot the time was entered. If you are an hourly employee and you worked during the day but didn’t take any breaks, be sure to enter your out time in the last “out” slot.

For example, on August 1, if you worked only from 3:30pm to 6:00pm and did not work again on August 1, enter your time like below

Do not enter like below or the system will have issue calculating your hours:

Do not enter like below or the system will have issue calculating your hours:

Question 26

How will Timekeepers know if there are exceptions on a time entry?

mkim · Accepted Answer

Any exceptions pending resolution will appear in your Time and Labor WorkCenter and it is recommended that Timekeepers review exceptions on the exceptions tab periodically or at least prior to the Timesheet Submission Deadline day to resolve them with supervisors. Click here to reference a T&L calendar.

Question 27

How far back are Timekeepers able to input information on employee Timesheets?

mkim · Accepted Answer

Timekeepers can go back 90 days, while employees only have access to go back 30 days.  Please encourage employees to be timely about their Timesheets to avoid having to enter time on their behalf and avoid processing delays.

Question 28

How does Temporary Assignment (TA) Pay work?

mkim · Accepted Answer

The Form 10 is still utilized today and you would follow the same process for TA Pay as in the past.  Please work with your department HR and Fiscal/Payroll offices for assistance.

Question 29

How does Comp Time work?

mkim · Accepted Answer

Comp Time is now a type of time and not a type of leave.  It's important to understand that Comp Time is a three part process.  First, the employee requests overtime via the Overtime Request tile.  Second, the employee records the hours worked of Comp Time on their Timesheet to bank those hours as accrued Comp Time.  To do this they'd use a Time Reporting Code of "Earn Comp Time".  Last, the employee records the hours taken of Comp Time on their Timesheet to use the hours they've previously banked.  To do this they'd use a Time Reporting Code of "Take Comp Time".  The Timekeeper may also do so if it becomes necessary and HIP is programmed to apply the appropriate Comp Time rules (including any applicable limits) according to the bargaining unit of the employee.

Question 30

How do you get the combination code?  We have employees who charge hours for federal projects.

mkim · Accepted Answer

Combination codes are generated automatically by the HIP system and correspond to a specific UAC. If you have more questions regarding combo codes and UAC, please contact your department Fiscal/Payroll office. Grant/Project labor reporting will be available to certain employees and Timekeepers on their timesheets under task profiles if your department has requested that feature. Training is available here for Timekeepers and employees who's departments are participating in Labor Reporting.

Question 31

How do we create a query?

mkim · Accepted Answer

All queries are developed and tested by DAGS. If there's something that you don't see on your list of available queries, please contact your department HR office and they can work with us to meet your needs. Click here to see a list of available reports and queries for Time and Leave Keepers.

Question 32

How do I differentiate between types of hours worked on my timesheet?

mkim · Accepted Answer

Timesheets are designed so all applicable types of Time Reporting Codes (TRC) are available to employees in their drop-down menu.

If you have any questions on how to use TRC, please contact your Timekeeper for further assistance.

Click here to find your Timekeeper.

Question 33

How do employees who do not have access to a computer submit their timesheet?

mkim · Accepted Answer

The use of paper timesheets are recommended for employees who do not have access to a computer and need to have their Timekeeper enter time for them.

Question 34

For overtime (OT), we have to get 3 approvals per our department policy.  How do we submit a pre-approved OT request outside of the system?  Do we have to get an approval by the supervisor via the HIP system?

mkim · Accepted Answer

The HIP system process for requesting pre-approved OT is 2-step (1. employee submits OT pre-approval request and 2. supervisor approves/denies). Many departments have different processes for getting budgetary approvals for OT that involve special workflows, forms, memos, etc. Your department should continue all of those processes as required outside of HIP. Once budgetary approval is set, the employee should login to HIP to request their specific number of OT hours for the days they intended to work. Click here to learn more about how employees submit OT pre-approval requests.

Question 35

Do time records have to be reviewed before each pay period?

mkim · Accepted Answer

Timekeepers are required to audit their employee Timesheets for certain things. There are specific audit queries that should be run and reviewed by Timekeepers prior to the close of each pay period. These queries can be found in your Time and Labor WorkCenter. Additionally, for a list of available queries available to Time and Leave Keepers click here. NOTE: It is recommended to favorite helpful queries so you do not have to search for them each time you want to run them.

Question 36

Can you print the monthly calendar?

mkim · Accepted Answer

No.  The monthly calendar is designed to display on your screen, as opposed to being printed.  It displays each day of the month across the top as columns and each employee is listed as a row.  It does have quite a bit of data on it and it might be very hard to read if you print it.  It's recommended that you don't print, or perhaps switch to the weekly view of the calendar and then change the orientation of the paper and reduce the size to fit more appropriately if you want to print the calendar.

Question 37

As Timekeepers, are we the only ones that will have access to the Time and Labor WorkCenter?

mkim · Accepted Answer

Yes.  The Time and Labor WorkCenter is specifically designed for Timekeepers.  Supervisors and Leave keepers have another dashboard that consolidates what they need, called "Team Time".

Question 38

Are Timekeepers required to submit time for Salaried employees?

mkim · Accepted Answer

Timekeepers need to submit hours on behalf of employees who do not have access to a computer.  However, if the employee is salaried, Timekeepers do not need to submit the salaried employee's regular hours/regular pay.   You would only need to submit time for a salaried employee when they have a special/fringe type to report (i.e. differentials, OT, Comp Time, etc.)

Question 39

Are there notification emails to remind Timekeepers of pending approvals and exceptions?

mkim · Accepted Answer

No. Supervisors get notification emails that there are pending time and leave requests for approval, as well as exceptions. Timekeepers do not receive notification emails, however you have access to see pending exceptions and time requests in the Time and Labor WorkCenter or by running queries such as HIP_TL_APPROVAL_ERRORS, HIP_TL_HRLY_NOT_APPRV, HIP_TL_PAYABLE_TM_NOT_APPROVED, HIP_TL_SAVED_REPORTED_TIME. NOTE: It is recommended to favorite helpful queries like these in your Query Viewer screen so you do not have to search for them each time you want to run them. Click here for a list of available queries to Time and Leave Keepers.

Question 40

Are salaried employees required to submit time through their timesheet?

mkim · Accepted Answer

If you are a salaried employee, you would not submit your time in HIP for your regular hours/regular pay.  You only need to submit your time when you have a special/fringe type to report (i.e. differentials, OT, Comp Time, etc.)

Question 41

Will we continue to use the Form 7?

mkim · Accepted Answer

For now there is no longer a Form 7.  An employee is able to get a full history of their leave from the Absence Balance tile in HIP.  Additionally, HR and Leave Keepers can run queries if they need specific historically information on employee leave transactions.  It's strongly discouraged to continue to maintain Form 7s now that the State has transitioned to Time & Leave because those manual records may become out-of-synch with the official records in the HIP system if human error occurs on the Form 7.  However, this will be revisited at a later time.

Question 42

Will the HIP system inform an employee they have excess vacation hours before year end?

mkim · Accepted Answer

No.  There will not be any notice to employees, but there are two (2) things that can address this so the employee can know how much leave they have before they forfeit.  1) They can use the forecasting feature in HIP to forecast how much vacation they have if they select the 12/31 date to forecast.  2) Leave Keepers have access to two (2) queries to proactively inform employees - HIP_TL_GREATER_THAN_300_VAC and HIP_TL_GREATER_THAN_600_VAC.  The first query shows employees who might be at risk of earning more than 336 hours.  The second query shows employees that might be at risk of earning more than 720 hours.  NOTE: It is recommended to add these helpful queries to your favorites list on your Query Viewer screen, so you do not have to search for them each time you want to run them.

Question 43

Will the HIP system be able to charge vacation in lieu of sick?

mkim · Accepted Answer

HIP will process based on what is inputted in the system.  Employees or Leave Keepers can follow the steps to change a previously approved vacation to sick leave for instance, but HIP will not do it on its own.  Employees and Leave Keepers also have an option to select "sick" as the absence reason when submitting a vacation request.

Question 44

Will Leave Keepers have access to employee leave records to print?

mkim · Accepted Answer

No. With records being kept electronically within the HIP system, there doesn't seem to be a need to print leave records. However, Leave Keepers have access to all leave records for the employees that they manage. Please click here to see queries available to review leave data.

Question 45

Will Leave Keepers get a notification from the supervisor that a leave request, partial leave and/or cancellation of a leave was pre-approved so we can select "approve automatically"?  Meaning, when and how would Leave Keepers know that such requests were granted?

mkim · Accepted Answer

When an employee requests leave for themselves in the HIP system, Leave Keepers do not need to also enter it.  Leave Keepers would only enter a leave request for an employee and use "approve automatically" if the employee does not have access to a computer and they have gotten approval for their leave on a paper G1 that they give to their Leave Keeper.  Using the paper G1, Leave Keepers can enter the leave request into HIP and select "approve automatically" to record the leave request for the employee.

Question 46

Will employees be allowed to enter their own leave request or amend a previously submitted leave request if they are at home sick or have to take emergency vacation leave (i.e. family illness/death)?

mkim · Accepted Answer

Yes, absolutely! Employees can make retroactive changes to their leave requests. There are detailed instructions and scenarios for employees in the knowledge article "How to Change a Leave Request".

Question 47

Why is there a problem when trying to submit another request after canceling? I canceled my vacation request, my supervisor approved the cancellation, and I don't see it in the Cancel Absences list, but when I try to use the Request Absence screen to make a new vacation request for similar dates, I get an error. What do I do?

clee · Accepted Answer

Use the View/Modify Requests screen to make changes to canceled requests. You can reuse requests that have been canceled.

If your supervisor approved the cancelation, but you try to use the Request Absence tile for the same dates, you may see a message like the following: “The Start and End Dates of your absence are overlapping with existing absence. Please modify your Start and/or End Date” and you will be unable to proceed. Please refer to the How To Change A Leave Request article for more information at https://ags.hawaii.gov/hip/foremployees/for-employees-using-time-and-leave/submit-time-and-leave/how-to-change-a-leave-request/.

Question 48

Why doesn't the HIP system require a doctor's note for more than four (4) employee sick days?

mkim · Accepted Answer

The HIP system has an attachment feature for leave requests that is flexible and can be used for situations where a department policy or collective bargaining agreement requires an employee to furnish any type of document pertinent to any type of leave, such as a doctor's note for sick time.  HIP has not been designed to require a doctor's note for sick time over a certain number of days because rules vary for collective bargaining unit members and non-members.  Supervisors have the responsibility of checking the leave requests for a doctor's note in applicable situations and "pushing back" the request if it doesn't come with one.  NOTE: Do not submit any Personal Identifiable Information (PII) as part of your leave request attachments.

Question 49

Who is the back up for Time and Leave Keepers when they are out?

mkim · Accepted Answer

Departments should designate appropriate back ups for operational coverage.  Please work with your department to designate additional Time and Leave Keepers if needed, by submitting an ETS-304 security form for processing.

Question 50

Which employee record (EMPL RCD) do I use to record leave on behalf of an employee?

mkim · Accepted Answer

An employee may have more than one EMPL RCD if they have worked in two (2) different jurisdictions (i.e. worked for an Executive Branch agency then worked for Judiciary, etc.), or if they are working two (2) different job concurrently.  If you have questions regarding which EMPL RCD to use when entering time, please contact your HR office.  NOTE: When entering leave requests for employees on the Create and Maintain Absence Requests screen, only the EMPL RCD that is in the T&L department will show (i.e. DAGS and not UH).

Question 51

When an employee submits a request for leave, do Leave Keepers get an email that requests are pending approval?  After the supervisor "approves" the leave request, do Leave

mkim · Accepted Answer

All of the notifications occur between the employee and their supervisor only.  What some departments choose to do is instruct their supervisors to send the approval confirmation to another individual (a Leave Keeper for example) if there's a tracking process that is required.  Of course, the Leave Keeper can see all their employee leave transactions in the system at any time on the Create and Maintain Absence Requests screen.

Question 52

What happens if there is not enough leave and an employee is out on sick leave beyond the time they have available?  Will the HIP system automatically charge the employee LWOP?  Does the Leave Keeper continue to be responsible to call in the LWOP to PERS, ERS and Payroll?  Or is HIP integrated with department HR offices to cover that process?

mkim · Accepted Answer

The forecasting feature prevents employees from requesting leave they do not have/have not earned.  If the employee takes more leave than they have accrued, HIP will automatically modify their leave to LWOP.  Department HR will be able to review LWOP and update HIP (HRMS) as necessary.

Question 53

What happens if my leave request is pushed back?

mkim · Accepted Answer

The originator of the request (whether is was the employee or Leave Keeper that submitted the request on behalf of an employee) will receive an email notification of the request that is being pushed back for adjustment. The employee or their Leave Keeper will be able to edit the leave request and resubmit for approval. If you need further assistance please contact your Leave Keeper.

Click here to find your Leave Keeper.

Question 54

What does the “Eligibility has changed for one or more existing Absence Requests. Please select View Eligibility Details to display the status of the request” message mean?

clee · Accepted Answer

With Time and Leave the system checks your balance as of the date you are requesting for. If you enter a vacation request in the future first (e.g., December), then later you enter a vacation request for a more current date (e.g, May), you may not have enough hours for your future request, and your future request may convert to LWOP.

If your future request becomes ineligible because of the request you are trying to input now, this message will appear to let you know.

You can then click the View Eligibility Details link to see which request is affected and determine the appropriate next steps.

For more information, review the How To Submit A Leave Request article.

For more information, review the How To Submit A Leave Request article.

Question 55

Under duration, can you note less than 8 hours?  How many decimal places will the system carry out?

mkim · Accepted Answer

Yes.  If an employee is requesting leave for less than a full day of work, the employee will select the "Partial Days" option to indicate the number of hours that they are requesting, up to two (2) decimal points.  If the "Partial Days" option is not selected, the HIP system will default the leave to the full day they are scheduled to work for.

Question 56

Is there a calendar to know which employees are out on any particular day?

mkim · Accepted Answer

Yes.  Please feel free to use the Monthly Time Calendar feature.

Question 57

Is the HIP system able to track sick and vacation leave separately for the year?  The calendar only shows a leave balance in total.

mkim · Accepted Answer

Yes. The HIP system keeps leave balances for sick and vacation leave separately. Any employee can access their leave balances by going to the Absence Balances tile. Additionally, Leave Keepers can query leave balances for employees using the HIP_TL_LV_BAL_BY_EE query, which will give you leave balances by employee at month end accruals. You can additionally drill down in the calendar for the leave details. Click here to view a list of queries available to Time and Leave Keepers.

Question 58

If an employee's supervisor changes, who makes the change?

mkim · Accepted Answer

The departments HR office has the ability to make a change to what is known as the "Reports To" supervisor in the HIP system.  When changes need to be made, HR can do that.  The employee or their supervisor cannot modify the Reports To supervisor information in HIP by themselves.  When a supervisor position is vacant, HIP will route the employee's request up to the next available supervisor in the department hierarchy.  Usually, TA supervisors are not used by HR to be the Reports To, but in some cases, HR can make the TA supervisor the Reports To if the department requires that.

Question 59

If an employee wants to request leave but they do not have any leave hours, will the request be rejected?

mkim · Accepted Answer

An employee cannot request leave for hours that they have not yet accrued.  Rather than be rejected, they will not be able to actually submit the request as the HIP system's forecasting logic will prevent that from happening.

Question 60

If an employee is taking a full 8-hour day off does the request end date match the start date?

mkim · Accepted Answer

Yes.  If the employee is requesting a full-day absence for only one day, the start and end dates will be the same when the employee submits the leave request.

Question 61

If an employee is out, how can they prevent an LWOP situation?

mkim · Accepted Answer

If the employee has sick and/or vacation leave available and the employee is unable to request leave, their supervisor or Leave Keeper are able to request leave on behalf of the employee.  Once the employee exhausts all applicable leave, then any remaining time the employee is out from work will need to be recorded as Leave Without Pay (LWOP).  Please note the system will not "automatically" process LWOP.  LWOP needs to be input directly by the employee, supervisor or Leave Keeper for the system to be able to process.

Question 62

If an employee is out sick, and they submit their leave request upon their return to work, would they be able to select a date that has already passed or would they need to complete a leave request online while they were out?

mkim · Accepted Answer

There are no limits to how far back an employee can go to record an absence up to the point that their department went live on Time and Leave. If they need to record an absence prior to that, they would need their Leave Keeper's assistance to request a "Balance Adjustment" be completed by their department HR office. Click here for a copy of the form for Leave Keepers to turn in to HR.

Question 63

If an employee has excessive LWOP will the system flag this?

mkim · Accepted Answer

Queries are available in the HIP system to assist Leave Keepers so that excessive LWOP can be monitored. The query HIP_TL_LWOP_IN_ABS_MGMT gives you a listing of employees with LWOP. Additionally, the query HIP_TL_LESS_THAN_40_SCK_VAC will show you employees who have very low balances. Click here to view a list of queries available to Time and Leave Keepers.

Question 64

If a Leave Keeper is submitting leave for an employee, and is submitting as "automatically approve" with prior supervisor approval, will the supervisor still need to go into HIP to approve?

mkim · Accepted Answer

No.  If you select the option to "automatically approve" a leave request entered on the Create and Maintain Absence Requests screen, the HIP system will automatically approve the request and it will not trigger an email notification to the employee's supervisor, nor require the supervisor's further action.

Hawaii Information Portal

Time/Leave Keeper Frequently Asked Questions (FAQ)

TIMEKEEPERS

Comp Time (3)

What would departments submit to pay out Comp Time, are there any backup documents needed?

Is there a cap on the amount of Comp Time that an employee can accumulate?

How does Comp Time work?

Exceptions (1)

What should I do to see the exceptions I have to work on?

Submitting Time (12)

Why do I see a floppy disk icon on my timesheet?

What is the deadline to submit my timesheet?

What is the deadline to be paid for the time I reported on the upcoming paycheck?

What does TRC stand for?

What does the message “XXPROCUSER4 kicked off a Time Administration job…” mean?

If I worked overtime and took a break, how do I report my overtime on my timesheet?

I’m an 89-day hire (terminated 11/28/22 and rehired 11/30/22) and not able to enter time on my rehire date. How do I go about entering hours I worked on that day?

I forgot to submit my timesheet, what do I do?

I am an hourly employee. I report my in/out times, but how do I report overtime?

I am an hourly employee, and I entered the in/out times of work, but the hours my supervisor is seeing doesn’t match the total hours I reported per day. What is the problem?

How do I differentiate between types of hours worked on my timesheet?

Are salaried employees required to submit time through their timesheet?

Timekeeper FAQ (1)

What should I do to see the exceptions I have to work on?

LEAVE KEEPERS

Submitting Leave (6)

Why doesn’t the HIP system require a doctor’s note for more than four (4) employee sick days?

What happens if my leave request is pushed back?

What does the “Eligibility has changed for one or more existing Absence Requests. Please select View Eligibility Details to display the status of the request” message mean?

How does forecasting work?

How do I submit leave requests?