Hawaii Information Portal

To ensure that any requested Online PCS adjustments are entered correctly, it is required to fill out one of the PCS Modification Worksheets below. 1. Fill out the following in ...
Read More How do I adjust a PCS that was already approved?

Please review the document HR ePCS Interface Queries for guidance on how to view interface files in the HIP system.

Department HR staff have the ability to run a report to obtain the new hire letter with the credentials to provide to the employee. Navigate to Reporting Tools > BI ...
Read More How does an employee get their new hire letter with credentials for logging into ESS?

A report is available in the HIP system to view the changes an employee completes through ESS. HR users that have been assigned this access are able to view Employee ...
Read More How do I view changes an employee completes through their Employee Self Service (ESS) screen?

There are two (2) types of ERS repayment deductions that require a different setup under the employee’s General Deductions. Category 1 covers ERS coding errors and Category 2 covers employee ...
Read More How do I add additional retirement deductions?

Yes, it is possible to change an existing OPR. Please see the following: Navigate to Payroll for North America > Employee Pay Data USA > Create Additional Pay 1. Add ...
Read More Is it possible to change the amounts on an existing OPR in Additional Pay? What if it was just setup and saved, but I need to make a correction?

As a new hire, if an employee does not signup for direct deposit prior to their first check being processed, they will be paid with a paper check. Once the ...
Read More What happens if an employee does not signup for direct deposit in the HIP system?

If the employee is unable to enter his/her tax withholding on ESS, you may enter the withholding options on his/her behalf if you receive a signed copy of their Federal ...
Read More How do I enter the Federal tax withholding for an employee that submitted a hard copy W-4 form?

1. Prepare the worksheet in the link below. 2. Create a HIP Ticket and attach the worksheet. Employee passed in current year: Wages not subject to Fed/State Income Tax Withholdings.  ...
Read More What is the process to pay a deceased employee’s beneficiary?

A report is available in the HIP system to view the changes an employee completes through ESS. HR users that have been assigned this access are able to view Employee ...
Read More How do I view changes an employee completes through their Employee Self Service (ESS) screen?

Since it’s possible for employees to have multiple jobs in the State, when adding new rows for the PCS, you should click on the magnifying glass to see what EMPL ...
Read More I am seeing a warning message “Warning: The EMPL_RCD you’ve chosen as of this check date is currently in Company…” for the EMPL RCD. How do I ensure that I am paying on the correct EMPL RCD on the PCS?

1. Navigate to Update Employee Tax Data and add a new row. Payroll for North America > Employee Pay Data USA > Tax Information > Update Employee Tax Data 2. ...
Read More How do I update the status for employees that are claiming married but withhold at the single rate on the State HW-4?

You cannot have negative allowances.  Negative values may have been allowed in the legacy payroll system, but it is not allowed in the HIP system.  If there are negative allowances, ...
Read More How do I enter negative numbers for allowances if the employee has that notated on their W-4 form (i.e. -99)?

Navigate to Payroll for North America > Employee Pay Data USA > Tax Information > Update Tax Distribution It should look like the following.  If the data is not there, ...
Read More How to update the tax distribution for an employee?

Navigate to Payroll for North America > Employee Pay Data USA > Create Additional Pay   1. Select OPR as the Earnings Code. 2. Enter the appropriate Effective Date.  NOTE: ...
Read More How do I create an OPR additional pay?

You can add a terminated employee to your PCS as long as the employee was active at some point in time on that payroll number.

Navigate to Payroll for North America > Employee Pay Data USA > Create Additional Paya Add a row. Change the effective date to a date in the period of the ...
Read More How do I stop an Overpayment recovery?

There is a W-2 reprint fee of $10 and employees are strongly encouraged to retrieve their W-2s themselves from the HIP system. If an employee requests a reprint of their ...
Read More How do I request a W-2/W-2C reprint?

If you have a physical check in hand that needs to be cancelled, please submit the C-53 form updated February 27, 2020 (https://ags.hawaii.gov/wp-content/uploads/2020/02/saform_c-53_rev_20200227.pdf).  Send 3 copies plus the original form ...
Read More What are the steps to cancel a check?

The employee must have a record in Job Data with the payroll number you are trying to pay.  As long as the Job Data record has a row with the ...
Read More I’m not able to add an employee to the PCS and an “invalid” or “no matching values were found” message appears. Sometimes it’s because the employee has to be paid on two different payroll numbers. What do I do?