The following reports or queries are available to assist HR Staff, Payroll Staff, Fiscal Administrators, Timekeepers, Leave Keepers, and HR Admins with their duties. How to run queries with Query Viewer access.
Review the Standard Operating Policies and Procedures, section 5.9 “Exception Management and Audits”.
Note: The availability of these reports and queries is based on HIP security access roles. To make changes to HIP security, an ETS-304 Request Form is required.
Click here to get a copy of the most current HIP query listing in Excel format. This Excel listing will be updated as announcements for new or modified queries are made on this page, so make sure to download the latest version, noted in the Sheet label of the Excel document.
7/10/2023; HIP_TL_DONATED_LV_ACTIVITY_ALL has been released for HR Admins to replace the old HIP_TL_DONATED_LV_ACTIVITY and HIP_TL_DONATED_LV_RECEIVED queries. The new query will display all activity (donated, received, and manual adjustments) related to your department's leave bank balance to assist in auditing.
HIP_TL_EXT_ABS_NO_ABS_TAKE has been released for HR Admins to assist in auditing of approved extended absences that have no existing absence takes.
5/17/2023: HIP_TL_SAVED_REPORTED_TIME query for Timekeepers has been updated to include enhanced functionality.
4/24/2023: New HIP website query listing in Excel format has been released. This lists all queries that are currently on this page in an easier-to-use format and provides an alternative for users to view current queries. This listing will be updated once announcements for modifications or new queries are made.
3/16/2023: HIP_TL_ALL_ENTERED_LV_BY_DTRNG has been released for Leave Keepers and HR Admins to review all leave entries in HIP for a prompted date range.
3/16/2023: HIP_TL_TERMED_HAS_ABS_BAL has been released for Leave Keepers and HR Admins to assist with reviewing terminated employees with a non-zero sick/sick earn as you go/vacation/received vacation balance for auditing and entering balance adjustments to reduce to zero.
7/6/2022: HIP_TL_EARNED_LEAVE_REV has been released for Leave Keepers and HR Admins to assist with reviewing hours earned for employees in a processing cycle.
6/6/2022: HIP_TL_INCOMPLETE_LEAVES has been released for Leave Keepers to determine employees who may have incomplete absence requests.
4/26/2022: HR Admins may run SOH_ACTIVE_SSO_EE to determine if there are employees who do not have a HIP single sign-on (SSO) email address and contact your IT office to have them repair the employee's Active Directory record so that the employee may use HIP SSO if they have an active State email address.
1/13/2022: HR users may run HIP_TL_USER_SECURITY to determine what Time and Leave security roles have been assigned to employees in their department.
12/21/2021: HR Admins and Leave Keepers may run HIP_TL_YE_VAC_ROLLOVER to determine the results of the year end vacation forfeiture rules. Run after 2nd pay day in January for complete and accurate results for both pay groups.
12/20/2021: HIP_TL_EE_BAL_BY_PERIOD query has been updated with new WC Sick, WC Vacation, and Vacation Donation Received elements to provide more data points to calculate an employee's leave balances. The query has also been rearranged to better assist users to identify and verify employees' leave balances.
12/03/2021: A number of new queries have been released to various user groups:
9/24/2021: HIP_TL_APPROVAL_ERRORS has been released to Timekeepers and Leave Keepers. Identifies employees whose timesheet and/or leave requests did not find a supervisor to route to.
8/19/2021: Name of query "HIP_TL_HRYL_EE" updated on table to read "HIP_TL_HRLY_EE".
8/6/2021 (2): HIP_TL_PENDING_LEAVE was released to Leave Keepers. Displays all employee leave transactions and cancellations that are pending supervisory approval to allow Leave Keepers to follow-up with displayed supervisors to take action.
8/6/2021: A number of new queries have been released to various user groups:
7/26/2021: The ETS-304 security form has been updated for the final deployment of Time and Leave.
7/12/2021: HIP_TL_LWOP_IN_ABM_LST_PAYROLL was released to HR and Leave Keepers. Reports employee LWOP by last pay date in Absence Management. View data to assist with Service Dates, as applicable.
6/18/2021: HIP_TL_EXT_LEAVE_NO_PAY was released as a mandatory query to Payroll/Fiscal Admins to identify employees on WC or TDI where their salary will be turned off and to assist with WC/TDI business process; when you see an employee on this query they will not be paid their semi-monthly salary due to being on extended leave.
6/1/2021: HIP_TL_SUPERVISOR_EXCEPTIONS was released to timekeepers as a mandatory audit, per user request
5/28/2021: HIP_TL_HRS_WORKED_CHECK_DT was released to Payroll Users, Timekeepers and HR; can be used to verify hours worked for general audit purposes or for FMLA purposes
5/21/2021: HIP_TL_PAYABLE_TIME_REV_UAC was released to Payroll Users to review all approved time; provides estimate gross amount per earnings; can be used to help with encumbering FY expenses
4/28/2021: HIP_TL_GRS_OT_ND_MEAL_REV_UAC was released to Payroll/Fiscal Admins to review Overtime, Night Differential, and Meals with estimated gross with the associated UAC for a given paycheck issue date.
4/22/2021: HIP_TL_TIME_TAKEN_BY_PAYEND was released to Timekeepers and Payroll/Fiscal Admins to review time taken by Payroll and processed by pay end date.
3/31/201: HIP_TL_HRLY_NOT_APPRV was released to Timekeepers and Payroll/Fiscal Admins to review hourly employee time that has NOT been approved by supervisors and follow up with supervisors by approval deadline day. (Mandatory audit.)
3/31/2021: HIP_TL_HRS_WORKED_CHECK_DT was released to Timekeepers, HR Admins, and Payroll/Fiscal Admins to review the pay details after approval deadline passes.
3/17/2021: HIP_TL_BASE_PAY_JED was released to Payroll/Fiscal Admins to review the UAC set up for base pay on Job Earnings Distribution in Job Data.
2/20/2021: HIP_TL_FTE_PCT_VS_STD_HRS was released to HR to detect mismatches in standard hours and FTE so updates to employment records can be made. (Mandatory audit.)
1/28/2021: HIP_TL_G2_INFO was released to HR and HR Admins.
1/20/2021: HIP_TL_EE_BAL_BY_PERIOD was released to HR, Leave Keepers, and Timekeepers.
1/11/2021: HIP_TL_SCHEDULES_7DAY_ELAPSED was released to HR, Leave Keepers, and Timekeepers.
1/4/2021: HIP_TL_MGR_NO_RLS_FOR_DR was released to HR and HR Admins.
12/24/2020: HIP_TL_GREATER_THAN_300_VAC and HIP_TL_GREATER_THAN_600_VAC now includes Absence Pay Group.
12/24/2020: HIP_TL_EE_APPRVD_LV_DTRNG was released to HR Admins and Leave Keepers.
9/23/2020: HIP_TL_TIME_IN_PROCESS was released to Timekeepers and Payroll Users/Fiscal Admins.
9/18/2020: HIP_TL_OT_HOURS was released to Timekeepers.
9/10/2020: HIP_TL_SELF_APPROVED was released to HR Admins and Payroll Users/Fiscal Admins.
| Query/Report Name | Function | Description/Instructions | HIP Security Role | Prompts | Mandatory or Optional? | Action Required | Minimum Frequency, If Mandatory | |
|---|---|---|---|---|---|---|---|---|
| HIP_TL_USER_SECURITY | Lists users that have access to T&L security roles | Will generate results based on the Dept ID security person running the query has | HR | Optional | Review if there are questions about what roles employees have | |||
| HIP_TL_COMP_BAL_BY_EE | Compensatory Time Balance for All EE | Compensatory Time Balance. Run as of Current Date & List Comp Time balances for all Employees based on RLS. | HR | Optional | For any audit purpose | |||
| HIP_TL_COMP_BAL_BY_EE_ORG_CODE | Used to display compensatory time balances for employees. This version of the query includes the 10-digit organization code used in Position Management. | Compensatory Time Balance | HR | N/A | Optional | For any audit purpose | ||
| HIP_TL_DEPT_ACT_EE_EXTRACT | Identifies Active employees in a department ID and all accompanying divisions within user's RLS. | HR | Set ID (Company); Tree Node (Dept ID) | Optional | For any audit purpose | |||
| HIP_TL_FORECAST_LV_FORFEIT | Displays all employees with current period vacation balances and an estimated vacation balance at the end of the calendar year with estimated vacation forfeiture. | HR | Mandatory | Intended to help Leave Keepers and HR with auditing of vacation usage to provide timely notification to affected employees who may potentially forfeit vacation at the end of the year. | Monthly | |||
| HIP_TL_FTE_PCT_VS_STD_HRS | Compares the standard hours and FTE entered into HIP to detect mismatches | HR | Mandatory | Review relevant employment records to match sure standard hours and FTE match | Monthly | |||
| HIP_TL_FTE_UNDER_1_NOT_APPLIED | Active EE with FTE<1 and apply FTE not applied | HR | Mandatory | On Job Compensation under pay components and Conversion click Apply FTE | Before Timesheet Deadline | |||
| HIP_TL_G2_INFO | Employees Leave balances to be used complete G2 | If Abs Prd Finalized = N, wait until absence period is finalized and value will change to Y | HR | EmplID, EmplRcd, Term Date | Optional | Intended to be used to complete the State G2 form | ||
| HIP_TL_GREATER_THAN_300_VAC | Employees with 300 hours or greater of vacation | HR | Optional | Review with employee to take any vacation needed to keep below 336 | ||||
| HIP_TL_GREATER_THAN_600_VAC | Employees with 600 hours or greater of vacation | HR | Optional | Review with employee to take any vacation needed to avoid losing at end of year | ||||
| HIP_TL_GROUP_1_EE_EMP_TYPE_E | Query to identify anyone set up as Empl Type E in deployment group 1 | HR | Mandatory | Change employee type to "S" for Salaried | Monthly | |||
| HIP_TL_HRS_WORKED_CHECK_DT | Query to identify an EEs time worked by check date | Results will include employee hours worked, broken out by earnings begin and end date | HR | By Check Date | Mandatory | Review hours worked to determine if employee is eligible for FMLA | After "Review Employee Paychecks" Notice | |
| HIP_TL_HRS_WORKED_PAY_END_DT | Query to identify an EEs time worked | Results will include employee hours worked, broken out by earnings begin and end date | HR | Pay Period End Date | Optional | Review hours worked to determine if employee is eligible for FMLA | ||
| HIP_TL_LESS_THAN_40_SCK_VAC | Employee with less than 40 hours sick or vacation | HR | Optional | Notify supervisor of employees with low balance | ||||
| HIP_TL_LV_BAL_BY_EE | Leave Balances by EE at Month End Accruals | Monthly report of leave balances by Employee, sick, vacation, comp after accruals are run. Run Month End Totals after Accruals. | HR | Optional | For any audit purpose | |||
| HIP_TL_LWOP_IN_ABM_LST_PAYROLL | Employee LWOP by last pay date in Absence Management | HR | Optional | View to assist with Service Dates if applicable | ||||
| HIP_TL_LWOP_IN_ABS_MGMT | Employee LWOP in Absence Management | HR can view to update Service Date if applicable | HR | Optional | Intended to help HR process in adjustment to employee Service date etc. | |||
| HIP_TL_MGR_NO_RLS_FOR_DR | Identify Report-To supervisors who have subordinates in higher or lateral department IDs | HR | Mandatory | Evaluate and determine if supervisor needs to request security change via ETS-304 form to see a higher-level department ID that includes their subordinates | Monthly | |||
| HIP_TL_MISSING_REPORTS_TO | Employee Missing a Reports to Supervisor | HR | Mandatory | Approvals will go to error. Update employee record with supervisor position number | Monthly | |||
| HIP_TL_NO_BASE_JED | Missing Base Pay Job Earns Dist for TL EE | Job Earnings Distribution without account code for base on TL enrolled EE. Run as of Current Date for all EE based on RLS. | HR | Mandatory | Add a UAC (Combo code) to employees Base pay earn code on Job record in Job Earnings Distribution | Before Timesheet Deadline | ||
| HIP_TL_UAC_NON_BASE_DISTRBUTN | Review set up of employees who have non-base UACs listed on Job Earnings Distribution. | Non-base - JED | HR | Optional | If the distribution is incorrect, update the JED. | |||
| HIP_TL_REPORTS_TO_CIRCULAR_REF | Identify people who report to each other to fix "circular" Reports-To data in Job or Position | HR | Mandatory | Change Reports To on employee Job record | Monthly | |||
| HIP_TL_REPORTS_TO_VACANT | Employee Reporting to Vacant Position | HR | Mandatory | Approval will route to next in line, if employee is TA in the vacation position, update employee job record reports to | Monthly | |||
| HIP_TL_SCHEDULES_7DAY_ELAPSED | List of all of the available EE 7 day schedules in HIP | HR | Optional | Intended to help with Employee Scheduling; use before requesting a new schedule | ||||
| HIP_TL_TERMED_HAS_COMP_BAL | Query to identify terminated employees with compensatory time balance | HR | Mandatory | Review balance and provide payroll with hours to payout and adjust balance | After Payroll Confirmation | |||
| HIP_TL_TIME_90_DAYS_PRIOR | Displays any reported time prior to 90 days of the current date. | HR | Optional | Intended to help Timekeepers display all older time reported to ensure accuracy. | ||||
| HIP_TL_VALIDATE_JOB_ERNDIST | Employees missing UAC for Base pay on Job Data | HR | Mandatory | Add a UAC (Combo code) to employees Base pay earn code on Job record in Job Earnings Distribution | Before Timesheet Deadline | |||
| SOH_ACTIVE_SSO_EE | Listing of all active employees in department with or without active single-sign on to HIP (SSO) | HR Admin | Optional | Use the list to spot employees who are missing an SSO email and contact your IT office to fix their Active Directory record | ||||
| HIP_TL_ALL_ENTERED_LV_BY_DTRNG | Review all leave entries in a given date range. | Lists all leave entries existing in system based for any status per date range chosen for all employees user has access to. | HR Admin | From Begin Date; To Begin Date | Optional | |||
| HIP_TL_CANCELLED_LEAVE | Displays all cancelled leave for a given date range. | HR Admin | Date Range | Mandatory | Ensure the accuracy of all listed cancelled absences and follow-up with the user if revisions are necessary. | Before Timesheet Deadline | ||
| HIP_TL_CRNT_DELEGATIONS | Current delegations (Delegate and Receiver) | HR Admin | Mandatory | Delegation request needs to be granted to someone up the chain of command. If not, work with Supervisor to re-work request. | Monthly | |||
| HIP_TL_DETAIL_HRS_WORKED | Displays employee's payroll data to calculate hours worked for accrual purposes. | Results will determine employee hours worked, broken out by earnings begin and end date | HR Admin | Empl ID; From Earnings Begin Date; To Earnings End Date | Optional | Review for any inaccurate time reported. If hours worked are incorrect, enter manual adjustment as necessary | ||
| HIP_TL_DONATED_LV_ACTIVITY_ALL | Displays all leave donation and leave received activity with associated comments and manual adjustments to department leave bank balance. | HR Admin | Optional | Intended to help HR Admins with auditing of their leave share program and ensure accuracy of their leave bank balance. | ||||
| HIP_TL_EE_APPRVD_LV_DTRNG | Approved leave for all EE by Date Range | Query to view a list of approved leaves for all employees for a given date range | HR Admin | Optional | For any audit purpose | |||
| HIP_TL_EE_APPRVD_LV_DTRNG_EE | Approved leave for a single employee for a given date range. | HR Admin | From Date; To Date: Empl ID | Optional | For any audit purpose | |||
| HIP_TL_EE_BAL_BY_PERIOD | Employee Vacation, Sick and Comp Time balances by pay period | HR Admin | Empl ID, Emp Record, From Date, To Date | Optional | To assist with tracking leave by period | |||
| HIP_TL_EXT_ABS_NO_ABS_TAKE | Employees on approved extended absence and do not have any absence takes during the extended absence time. | HR Admin to evaluate if absence takes are needed for the appropriate extended absence during a prompted date range. | HR Admin | From Date; To Date | Optional | To assist with auditing of extended absence requests. | ||
| HIP_TL_EXT_ABS_NON_EA_ABS_TAKE | Employees on approved extended absence and have a absence take during the extended absence time | HR Admin to evaluate if absence take is for extended absence | HR Admin | Mandatory | Specific leave takes need to be granted to employee while on extended absences. Review to ensure this. | Before Timesheet Deadline | ||
| HIP_TL_EXT_ABS_PENDING_APPRVL | Extended Absences Pending Approval | HR Admin | Optional | Review any employee on a Extended Absence that still needs approval | ||||
| HIP_TL_G2_INFO | Employees Leave balances to be used complete G2 | If Abs Prd Finalized = N, wait until absence period is finalized and value will change to Y | HR Admin | EmplID, EmplRcd, Term Date | Optional | Intended to be used to complete the State G2 form | ||
| HIP_TL_HFLL_FMLA_COMPTIME_TK | Identifies Take FMLA/HFLL Comp Time for a given date range for an employee. Useful in creating whole picture of an employee's leave usage while out on FMLA or HFLL. | HR Admin | Empl ID; From Reported Date; To Reported Date | Optional | If dates or hours of Comp Time reported are incorrect, work with Timekeeper to correct. | |||
| HIP_TL_HRS_WORKED | Query to help determine hours worked to be eligible for FMLA | Results will determine employee hours worked, broken out by earnings begin and end date | HR Admin | Optional | Review hours worked to determine if employee is eligible for FMLA | |||
| HIP_TL_HRS_WORKED_RECLASS | View what was paid in the period(s) that need to be reclassified for Workers' Comp purposes. | HR Admin | Empl ID; Pay Begin Date; Pay End Date | Optional | Work with Department Payroll to ensure proper reclassification of earnings in to Workers' Comp. | |||
| HIP_TL_LEAVE_REVIEW | Identifies employees who have the chosen leave entered for a given date range. Useful in reviewing a particular type of leave (e.g. Sick/Vacation) for employees within your RLS. | HR Admin | Element Name; From Date; To Date | Optional | Review results for accuracy. If any leave is incorrect, make necessary adjustments to correct the leave. | |||
| HIP_TL_MGR_NO_RLS_FOR_DR | Identify Report-To supervisors who have subordinates in higher or lateral department IDs | HR Admin | Optional | Evaluate and determine if supervisor needs to request security change via ETS-304 form to see a higher-level department ID that includes their subordinates | Monthly | |||
| HIP_TL_SELF_APPROVED | Proxy that has approved their own Time or Leave | Delegations must be to an individual that is higher in the organization to prevent self-approvals | HR Admin | Mandatory | Follow up with Delegator and Proxy; delegation must be changed to go higher up the org tree | Monthly | ||
| HIP_TL_TERM_SHARED_LV_RCVD | Displays any terminated employees with leave balances that have also received Donated Leave. | To be run after employee termination has been entered and absence balances are finalized. | HR Admin | Optional | Ensure that applicable leave balances have been paid and zeroed out. | |||
| HIP_TL_TERMED_HAS_ABS_BAL | Displays terminated employees with a non-zero Sick/Vacation/Sick Earn as You Go/Received Vacation balance. | HR Admin | Mandatory | Analyze employees listed on query for appropriate payout. If paid out, enter balance adjustment to zero out all balances. | Monthly | |||
| HIP_TL_YE_VAC_ROLLOVER | Query to identify EE vacation hour forfeitures | To be run after the second payroll in January to capture results from the prior year | HR Admin | Mandatory | Use to communicate to employees who will forfeit vacation hours due to caps | After 2nd pay day in January | ||
| HIP_TL_EARNED_LEAVE_REV | Lists hours earned and adjusted for all employees in a processing period | Data displayed is similar to what is displayed on the Results by Calendar Group page. A Calendar Group allows system to process different paygroup calendars in the same processing cycle. For example, the 2022 07 01 SM Calendar Group is the first semi-monthly check for July 2022 and covers the LAG calendar period of 06/16/22-6/30/22 (Calendar ID LAG 2022S12) and the ATF calendar period of 6/1/22-6/15/22 (Calendar ID ATF 2022S11). | HR Admin | Calendar Group ID. For example, selecting 2022 07 01 SM will provide results for the LAG June 2022 hours earned in addition to prior period data that may have reprocessed. | Optional | If issue exists, coordinate to create a HIP ticket or process leave adjustment if necessary. | ||
| HIP_TL_ALL_ENTERED_LV_BY_DTRNG | Review all leave entries in a given date range. | Lists all leave entries existing in system based for any status per date range chosen for all employees user has access to. | Leave Keeper | From Begin Date; To Begin Date | Optional | |||
| HIP_TL_APPROVAL_ERRORS | Displays all timesheets and/or leave requests submitted by employees that could not find a supervisor for approval within your department security. | Leave Keeper | Mandatory | Contact HR office for any employees identified on the query to identify who the employee's supervisor should be and notify them to create a HIP ticket to have the transactions rerouted. | Before Timesheet Deadline | |||
| HIP_TL_CANCELLED_LEAVE | Displays all cancelled leave for a given date range. | Leave Keeper | Date Range | Mandatory | Ensure the accuracy of all listed cancelled absences and follow-up with the user if revisions are necessary. | Before Timesheet Deadline | ||
| HIP_TL_CRNT_DELEGATIONS | Current delegations (Delegate and Receiver) | Leave Keeper | Mandatory | Delegation request needs to be granted to someone up the chain of command. If not, work with Supervisor to re-work request. | Monthly | |||
| HIP_TL_EARNED_LEAVE_REV | Lists hours earned and adjusted for all employees in a processing period | Data displayed is similar to what is displayed on the Results by Calendar Group page. A Calendar Group allows system to process different paygroup calendars in the same processing cycle. For example, the 2022 07 01 SM Calendar Group is the first semi-monthly check for July 2022 and covers the LAG calendar period of 06/16/22-6/30/22 (Calendar ID LAG 2022S12) and the ATF calendar period of 6/1/22-6/15/22 (Calendar ID ATF 2022S11). | Leavekeeper | Calendar Group ID. For example, selecting 2022 07 01 SM will provide results for the LAG June 2022 hours earned in addition to prior period data that may have reprocessed. | Optional | If issue exists, coordinate to create a HIP ticket or process leave adjustment if necessary. | ||
| HIP_TL_EE_APPRVD_LV_BY_DAY | Approved Leave for All EE by Day | Query to view a list of approved leaves for all employees by day. Run for single day. | Leave Keeper | Optional | For any audit purpose | |||
| HIP_TL_EE_APPRVD_LV_DTRNG | Approved leave for all EE by Date Range | Query to view a list of approved leaves for all employees for a given date range | Leave Keeper | Optional | For any audit purpose | |||
| HIP_TL_EE_APPRVD_LV_DTRNG_EE | Approved leave for a single employee for a given date range. | Leave Keeper | From Date; To Date: Empl ID | Optional | For any audit purpose | |||
| HIP_TL_EE_APRVL_WRKFLW_BY_EE | Identify an employee's supervisor that the approval workflow will route to. | Leave Keeper | Empl ID | Optional | If workflow supervisor is incorrect, work with HR to make changes. | |||
| HIP_TL_EE_APRVL_WRKFLW_ROUTING | Identify an EEs supervisor that the approval workflow will route to | Leave Keeper | Optional | For questions that come up on where approvals are routing to, work with HR to make any changes | ||||
| HIP_TL_EE_BAL_BY_PERIOD | Employee Vacation, Sick and Comp Time balances by pay period | Leave Keeper | Empl ID, Emp Record, From Date, To Date | Optional | To assist with tracking leave by period | |||
| HIP_TL_FORECAST_LV_FORFEIT | Displays all employees with current period vacation balances and an estimated vacation balance at the end of the calendar year with estimated vacation forfeiture. | Leave Keeper | Mandatory | Intended to help Leave Keepers and HR with auditing of vacation usage to provide timely notification to affected employees who may potentially forfeit vacation at the end of the year. | Monthly | |||
| HIP_TL_GREATER_THAN_300_VAC | Employees with 300 hours or greater of vacation | Leave Keeper | Optional | Review with employee to take any vacation needed if employee's balance is greater than 336 hours. | ||||
| HIP_TL_GREATER_THAN_600_VAC | Employees with 600 hours or greater of vacation | Leave Keeper | Optional | Review with employee to take any vacation needed to avoid losing at end of year | ||||
| HIP_TL_HFLL_FMLA_COMPTIME_TK | Identifies Take FMLA/HFLL Comp Time for a given date range for an employee. Useful in creating whole picture of an employee's leave usage while out on FMLA or HFLL. | Leave Keeper | Empl ID; From Reported Date; To Reported Date | Optional | If dates or hours of Comp Time reported are incorrect, work with Timekeeper to correct. | |||
| HIP_TL_INCOMPLETE_LEAVES | Lists employees with incomplete absence requests. | Leave Keeper | Mandatory | Action Required: If employee is on query, contact your HR office to submit a Salesforce ticket (category: Time and Leave) so that Absence Event can be deleted for resubmission. | Before Timesheet Deadline | |||
| HIP_TL_LEAVE_REVIEW | Identifies employees who have the chosen leave entered for a given date range. Useful in reviewing a particular type of leave (e.g. Sick/Vacation) for employees within your RLS. | Leave Keeper | Element Name; From Date; To Date | Optional | Review results for accuracy. If any leave is incorrect, make necessary adjustments to correct the leave. | |||
| HIP_TL_LESS_THAN_40_SCK_VAC | Employee with less than 40 hours sick or vacation | Leave Keeper | Optional | Notify supervisor of employees on low balances | ||||
| HIP_TL_LV_BAL_BY_EE | Leave Balances by EE at Month End Accruals | Monthly report of leave balances by Employee, sick, vacation, comp after accruals are run. Run Month End Totals after Accruals. | Leave Keeper | Optional | For any audit purpose | |||
| HIP_TL_LWOP_IN_ABM_LST_PAYROLL | Employee LWOP by last pay date in Absence Management | Leave Keeper | Optional | View to assist with Service Dates if applicable | ||||
| HIP_TL_LWOP_IN_ABS_MGMT | Employee LWOP in Absence Management | HR can view to update Service Date if applicable | Leave Keeper | Optional | Intended to help HR process in adjustment to employee Service date etc. | |||
| HIP_TL_PENDING_LEAVE | Displays all employee leave transactions and cancellations that are pending supervisory approval. | The Approval Process column includes a few transactions: - Absence Mngmt Cancellation: Leave request cancellation - Absence Mngmt Requests: Requests submitted through Employee Self Service - Administrator RouteTo: Requests submitted by the Leave Keeper on the Create & Maintain Absences page | Leave Keeper | Mandatory | Helps Leave Keepers follow-up with their department supervisors to take action on their employees' pending leave requests. | Before Timesheet Deadline | ||
| HIP_TL_SCHEDULES_7DAY_ELAPSED | List of all of the available EE 7 day schedules in HIP | Leave Keeper | Optional | Intended to help with Employee Scheduling; use before requesting a new schedule | ||||
| HIP_TL_TERMED_HAS_ABS_BAL | Displays terminated employees with a non-zero Sick/Vacation/Sick Earn as You Go/Received Vacation balance. | Leave Keeper | Mandatory | Work with HR Admin to zero out employee balances. | Monthly | |||
| HIP_TL_YE_VAC_ROLLOVER | Query to identify EE vacation hour forfeitures | To be run after the second payroll in January to capture results from the prior year | Leave Keeper | Optional | Use to communicate to employees who will forfeit vacation hours due to caps | After 2nd pay day in January | ||
| HIP_LWOP_UNRESOLVED_PAYMENTS | Identifies employees with outstanding LWOP unresolved balances | Actn Rqrd: Outstand LWOP Trans | Payroll Users and Fiscal Admins | Mandatory | Audit timesheet and pay data to validate unresolved balance and either recover overpayment, reimburse underpayment, or adjust balance | Before Timesheet Deadline | ||
| HIP_TL_BASE_PAY_JED | To review the UAC set up for base pay on Job Earnings Distribution in Job data | Base Pay - JED | Payroll Users and Fiscal Admins | Optional | If the distribution is incorrect, work with HR to make the updates | |||
| HIP_TL_CANCELLED_LEAVE | Displays all cancelled leave for a given date range. | Payroll Users and Fiscal Admins | Date Range | Mandatory | Ensure the accuracy of all listed cancelled absences and follow-up with the user if revisions are necessary. | Before Timesheet Deadline | ||
| HIP_TL_EE_APPRVD_LV_BY_DAY | Approved leave for all employees by day | Query to view a list of approved leaves for all employees by day, run for a single day | Payroll Users and Fiscal Admins | Optional | For any audit purpose | |||
| HIP_TL_EE_PAYROLL_NUM | All active employees and their payroll number | Payroll Users and Fiscal Admins | Optional | For any audit purpose | ||||
| HIP_TL_EXT_LEAVE_NO_PAY | To identify employees on WC or TDI where their salary will be turned off and to assist with WC/TDI Business Process | When you see an employee on this query they will not be paid their Semi-Monthly Salary due to being on Extended Leave | Payroll Users and Fiscal Admins | Check Date | Mandatory | Review each period before completing any WC or TDI payments | Before Timesheet Deadline | |
| HIP_TL_GROSS_OT_ND_MEAL_REVIEW | Number of hours of OT, Night Shift, Meals and estimate of hourly rate and estimated gross | Use for review of OT, Night Shift, Meals | Payroll Users and Fiscal Admins | Choose 12/31/9999 to show anything needing approval/needs approval or choose a valid pay day after payroll is complete to see final payment to employee | Mandatory | Review Hours on employee Timesheet and advise Timekeeper/Employee of any corrections needed | Before Timesheet Deadline | |
| HIP_TL_GRS_OT_ND_MEAL_REV_UAC | Number of hours of OT, Night Shift, Meals and estimate of hourly rate and estimated gross with associated UAC | Payroll Users and Fiscal Admins | Paycheck Date | Mandatory | Review Hours on employee Timesheet and advise Timekeeper/Employee of any corrections needed | Before Timesheet Deadline | ||
| HIP_TL_HRLY_EE | Reported hours for hourly employees | Payroll Users and Fiscal Admins | Mandatory | Review for any inaccurate time reported. Contact employee or supervisor or make changes on timesheet if required | Before Timesheet Deadline | |||
| HIP_TL_HRLY_NOT_APPRV | Query to identify reported hours for houly employees NOT approved | Payroll Users and Fiscal Admins | Mandatory | Contact Supervisor to review and approve hours worked | Before Approval Deadline | |||
| HIP_TL_HRS_WORKED_CHECK_DT | Query to identify and EEs time worked by check date | Results will include employee hours worked, broken out by earnings begin and end date | Payroll Users and Fiscal Admins | Mandatory | Review for accuracy. Combo Code from Timesheets is different from Combo Code on Job Data on Job Earnings Distribution | After "Review Employee Paychecks" Notice | ||
| HIP_TL_HRS_WORKED_PAY_END_DT | Query to identify an EEs time worked | Results will include employee hours worked, broken out by earnings begin and end date | Payroll Users and Fiscal Admins | Pay Period End Date | Optional | Review for any inaccurate time reported. Contact employee or supervisor or make changes on timesheet if required | ||
| HIP_TL_HRS_WORKED_RECLASS | View what was paid in the period(s) that need to be reclassified for Workers' Comp purposes. | Payroll Users and Fiscal Admin | Empl ID; Pay Begin Date; Pay End Date | Optional | View results and sum results to utilize RNG to reclassify pay for Workers' Comp purposes. | |||
| HIP_TL_UAC_NON_BASE_DISTRBUTN | Review set up of employees who have non-base UACs listed on Job Earnings Distribution. | Non-base - JED | Payroll Users and Fiscal Admin | Optional | If the distribution is incorrect, update the JED. | |||
| HIP_TL_OK_TO_PAY_TURNED_OFF | OK_TO_PAY Turned Off | To be run after pay sheets created to verify WC/TDI. Run for Pay Run ID. | Payroll Users and Fiscal Admins | Mandatory | Review and identify employees that have their Base pay turned off | After "Review Employee Paychecks" Notice | ||
| HIP_TL_PAY_COMPARE_DEPT | Turn around total for department, gross amounts, current pay period versus last pay period | Payroll Users and Fiscal Admins | Mandatory | Review department totals | After "Review Employee Paychecks" Notice | |||
| HIP_TL_PAY_COMPARE_EE | Turn around total for payroll - employee gross amounts, current pay period versus last pay period | Payroll Users and Fiscal Admins | Mandatory | Review check totals | After "Review Employee Paychecks" Notice | |||
| HIP_TL_PAY_UAC_NO_MATCH_JED | Pay Other Earns from TL, Account does not match Job Earns Dist | Query when Combo Code on Pay Other Earnings Source from T&L does not match Combo Code entered in custom Job Earnings Distribution | Payroll Users and Fiscal Admins | Mandatory | Review for accuracy. Combo Code from Timesheets is different from Combo Code on Job Data on Job Earnings Distribution | Before Approval Deadline | ||
| HIP_TL_PAYABLE_TIME_BY_TRC | Query for payable time that includes all TRC codes | Payroll Users and Fiscal Admins | Time Reporting Code (TRC) and Date Range | Mandatory | Review for any inaccurate time reported. Contact employee or supervisor or make changes on timesheet if required | Before Timesheet Deadline | ||
| HIP_TL_PAYABLE_TIME_EE | Employee Payable Time by Date Range | Extract employee timesheet payable time data to help facilitate research | Payroll Users and Fiscal Admins | Employee ID, From Reported Date, To Reported Date | Optional | Use to supplement research for timesheet audits and LWOP unresolved balances | ||
| HIP_TL_PAYABLE_TIME_REV_UAC | Review UAC per earning from TL by Paycheck | Used to review all approved time and provides estimated gross amounts per earnings. Can be used to help with encumbering FY expenses. | Payroll Users and Fiscal Admins | Choose 12/31/9999 for to query any Approved time that will be paid on the next pay date, or choose a specific check date to see what was Taken by Payroll and paid on that specific check date | Optional | Results will help with understanding what earnings will be associated to a UAC | ||
| HIP_TL_SELF_APPROVED | Proxy that has approved their own Time or Leave | Delegations must be to an individual that is higher in the organization to prevent self-approvals | Payroll Users and Fiscal Admins | Optional | Delegation request needs to be granted up the chain of command. If not work with Supervisor to re work request. | |||
| HIP_TL_TIME_COMMENTS | Pulls all EE comments associated to Time and Leave | Payroll Users and Fiscal Admins | Mandatory | Ensure time requested is compliant with Collective Bargaining Unit | Before Timesheet Deadline | |||
| HIP_TL_TIME_IN_PROCESS | To review time that will load for payroll processing | Approved and Estimated Time | Payroll Users and Fiscal Admins | Mandatory | Review for any inaccurate time reported. Contact employee or supervisor or make changes on timesheet if required | Before Timesheet Deadline | ||
| HIP_TL_TIME_TAKEN_BY_PAYEND | To review the time Taken by Payroll and processed by pay end date | Time Taken in Specific Pay Period | Payroll Users and Fiscal Admins | ID and Pay End Date. Note, as example, to see what time was taken during 4/20/21 check processing, for ATF employee use 03/31/21 and for LAG employee use 04/15/21 as the pay end date. | Optional | Any time audit purposes | After "Review Employee Paychecks" Notice | |
| M_PY_EARNS_BY_EE_UAC_BY_EFFDT | Listing of pay processed through payroll. Shows full listing of employees on Payroll number user has access to. | Earnings by EE, UAC and Name | Payroll Users and Fiscal Admins | Paycheck Date and Company | Mandatory | Review for what was processed through payroll | After Payroll Confirmation | |
| M_PY_PAY_EARN_DIST_BY_APPROP | Listing of pay processed through payroll by specific appropriation | PR Earn Dist w/UAC by Appropriation | Payroll Users and Fiscal Admins | Check Date, Fund, Fiscal Year, Appropriation, Department | Mandatory | Review for what was processed through payroll in certain Fund, Fiscal Year, Appropriation and Department | After Payroll Confirmation | |
| PY_ADDL_PAY_LISTING_UAC | Listing of Additional Pay Entries scheduled to be processed | Payroll Users and Fiscal Admins | Mandatory | Review for any inaccuracies | Before Timesheet Deadline | |||
| HIP_TL_ALL_TIME_BY_DT_RNG | Displays all available Payable Time with UAC information and associated comments to assist in auditing. | Timekeeper | Date Range | Optional | Intended to help Timekeepers with auditing of all payable time data for UAC tracking and payment purposes. | |||
| HIP_TL_APPROVAL_ERRORS | Displays all timesheets and/or leave requests submitted by employees that could not find a supervisor for approval within your department security. | Timekeeper | Mandatory | Contact HR office for any employees identified on the query to identify who the employee's supervisor should be and notify them to create a HIP ticket to have the transactions rerouted. | Before Timesheet Deadline | |||
| HIP_TL_CMP_TM_CHG_PLAN | Employees who transferred from one bargaining unit to a bargaining unit of a different union. | Timekeeper | Mandatory | Ensure that Comp Time balances prior to the employee's transferred are entered into the employee's new Comp Time buckets. Please refer to the Timekeeper page for a guide on how to transfer an employee's comp time balances between comp time programs. | Monthly | |||
| HIP_TL_COMP_BAL_BY_EE | Compensatory Time Balance for All EE | Compensatory Time Balance. Run as of Current Date & List Comp Time balances for all Employees based on RLS. | Timekeeper | Optional | To assist with Department reporting | |||
| HIP_TL_COMP_TIME_DETAIL | Compensatory Time Detail for a group of employees or a singular employee over a date range. | Timekeeper | Empl ID (optional), Empl Rcd (optional), From Date, To Date | Optional | To assist with verifying an employee's (or group of employees') comp time balances by providing a detail of accrual, usage, and adjustments. | |||
| HIP_TL_CRNT_DELEGATIONS | Current delegations (Delegate and Receiver) | Timekeeper | Mandatory | Delegation request needs to be granted to someone up the chain of command. If not, work with Supervisor to re-work request. | Monthly | |||
| HIP_TL_EE_APRVL_WRKFLW_ROUTING | Identify an EEs supervisor that the approval workflow will route to | Timekeeper | Optional | If routing to wrong supervisor work with HR to change reports to | ||||
| HIP_TL_EE_APRVL_WRKFLW_BY_EE | Identify an employee's supervisor that the approval workflow will route to. | Timekeeper | Empl ID | Optional | If workflow supervisor is incorrect, work with HR to make changes. | |||
| HIP_TL_EE_BAL_BY_PERIOD | Employee Vacation, Sick and Comp Time balances by pay period | Timekeeper | Empl ID, Emp Record, From Date, To Date | Optional | To assist with tracking leave by period | |||
| HIP_TL_EXCEPTION_REV | Identify EEs with an exception in a date range. | Timekeeper | Empl ID (optional), From Date, To Date | Mandatory | If any employees are listed, review exceptions and contact employee or supervisor, or make changes on timesheet if required. | Before Approval Deadline | ||
| HIP_TL_HRLY_NOT_APPRV | Query to identify reported hours for houly employees NOT approved | Timekeeper | Mandatory | Contact Supervisor to review and approve hours worked | Before Approval Deadline | |||
| HIP_TL_HRS_OT_ND_MEAL_REVIEW | Number of hours of OT, Night Shift, Meals | Use for review of OT, Night Shift, Meals | Timekeeper | Choose 12/31/9999 to show anything needing approval/needs approval or choose a valid pay day after payroll is complete to see final payment to employee | Mandatory | Review for any inaccurate time reported. Contact employee or supervisor or make changes on timesheet if required | Before Timesheet Deadline | |
| HIP_TL_LABOR_REPORTING | To review labor reporting data on employee timesheet | Only applies to DBEDT-HHFDC, DLNR, DOD-HIEMA, DHS-IT, and Stadium | Timekeeper | Optional | Used for internal department purposes to report time worked; info does not flow to payroll | |||
| HIP_TL_LV_BAL_BY_EE | Leave Balances by EE at Month End Accruals | Monthly report of leave balances by Employee, sick, vacation, comp after accruals are run. Run Month End Totals after accruals. | Timekeeper | Optional | To assist with Department reporting | |||
| HIP_TL_OT_HRS | Detail and status of employees' reported overtime hours in a time range | Timekeeper | Optional | Review for any inaccurate time reported, or act on the status if not approved | ||||
| HIP_TL_OT_HRS_BY_DTRNG | Detail and status of employees' reported overtime hours in a time range. | Timekeeper | From Date; To Date; OT Hrs Threshold | Optional | Review for any inaccurate time reported, or act on the status if not approved. | |||
| HIP_TL_OT_NO_MEALS | Overtime Reported on TS and no meals reported | Shows employees that have overtime reported on timesheet but no meals are inputted | Timekeeper | Mandatory | Contact employee/supervisor to input meals, or input meals on employee behalf | Before Timesheet Deadline | ||
| HIP_TL_PAYABLE_TIME_BY_TRC | Query for payable time that includes all TRC codes | Timekeeper | Time Reporting Code (TRC) and Date Range | Mandatory | Review for any inaccurate time reported. Contact employee or supervisor or make changes on timesheet if required | Before Timesheet Deadline | ||
| HIP_TL_PAYABLE_TIME_REV_UAC2 | Used to review all approved time by UAC. Can be used to review time to assist with Fiscal reporting for encumbering FY expenses. | Timekeeper | Pay Date; or Choose 12/31/9999 to query any approved time that will be paid on the next pay date. | Optional | Results will help with understanding what earnings with be associated with a specific UAC. | |||
| HIP_TL_PAYABLE_TM_NOT_APPROVED | Identify any employees with payable time that needs approval to be paid | Timekeeper | Mandatory | Contact supervisor to approve time | Before Approval Deadline | |||
| HIP_TL_REG_HRS_NOT_SUBMITTED | Displays reported regular hours compared to scheduled hours for Hourly and Exception Hourly employees based on a given check date. | Timekeeper | Check Date | Mandatory | Ensure that all listed employees report their regular hours for payment. | Before Timesheet Deadline | ||
| HIP_TL_SAVED_REPORTED_TIME | Identifies time that was saved by the employee but not submitted for approval | The query will list all saved time not submitted that exists prior to the date chosen. The word "transferred" in the transferred column shows if the EE is currently in a different department. Review results and determine if time should be paid. Discuss with Employee or Supervisor, as necessary. | Timekeeper | Rpt Dt Not Greater Than | Mandatory | Contact employee to submit timesheet with appropriate combination code if payment required or delete and submit if entry was an error. For transferred employees, contact the EE current department, or seek assistance to create a ticket to help resolve. | Before Timesheet Deadline | |
| HIP_TL_SCHEDULES_7DAY_ELAPSED | List of all of the available EE 7 day schedules in HIP | When submitting a schedule interface file to HIP, check to ensure you have the right schedule IDs | Timekeeper | Optional | Intended to help with Employee Scheduling; use before requesting a new schedule | |||
| HIP_TL_SRNA_EM08_EE_OVERTIME | Query to identify EE with Overtime who may not be eligible for OT. Query pulls OT for employees in Salary Plan SRNA and EM08, not limited to BU13 (but identified in BU13 CBA) and HI_GRADEs SR31, SC01, SC02, SC03, ES01, ES02 or ES03. | Includes Position FLSA status as reference | Timekeeper | Mandatory | Contact employee/supervisor to remove OT or remove OT on timesheet on employee's behalf, if necessary | Before Timesheet Deadline | ||
| HIP_TL_SUPERVISOR_EXCEPTIONS | Identifies any outstanding exceptions waiting for resolution | Pending Supervisor exceptions | Timekeeper | Mandatory | Notify Supervisors of outstanding exceptions to be reviewed and resolved | Before Timesheet Deadline | ||
| HIP_TL_TIME_90_DAYS_PRIOR | Displays any reported time prior to 90 days of the current date. | Timekeeper | Optional | Intended to help Timekeepers display all older time reported to ensure accuracy. | ||||
| HIP_TL_TIME_COMMENTS | Pulls all EE comments associated to Time and Leave | Timekeeper | Mandatory | Ensure time requested is compliant with Collective Bargaining Unit | Before Timesheet Deadline | |||
| HIP_TL_TIME_IN_PROCESS | To review time that will load for payroll processing | Approved and Estimated Time | Timekeeper | Mandatory | Review for any inaccurate time reported. Contact employee or supervisor or make changes on timesheet if required | Before Timesheet Deadline | ||
| HIP_TL_TIME_IN_PROCESS_ALL | Review all time that is in process in all statuses. | Timekeeper | Frozen Date (AKA date that time has been processed) | Mandatory | Review for any inaccurate time reported. Contact employee or supervisor, or make changes on timesheet if required. | Before Timesheet Deadline | ||
| HIP_TL_TIME_TAKEN_BY_PAYEND | To review the time Taken by Payroll and processed by pay end date | Time Taken in Specific Pay Period | Timekeeper | ID and Pay End Date. Note, as example, to see what time was taken during 4/20/21 check processing, for ATF employee use 03/31/21 and for LAG employee use 04/15/21 as the pay end date. | Optional | Any time audit purposes | After "Review Employee Paychecks" Notice |
Key terminology to know:
| Status Code | Description |
| Needs Approval (NA) | Time must be approved before it can be sent to a payroll system. |
| Approved (AP) | Approved payable time can be sent to Payroll. |
| Taken (TP) | Time that has been accepted by Payroll. |
