Hawaii Information Portal

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

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

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 ...
Read More 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?

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”.

The HIP system will time out after about 30 minutes of inactivity, just as a security precaution if you happen to forget to logout and walk away from your workstation.

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

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.

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 ...
Read More Are salaried employees required to submit time through their timesheet?

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 ...
Read More Are Timekeepers required to submit time for Salaried employees?

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 ...
Read More 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?

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 ...
Read More 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?

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“.

Per the union agreements, vacation will be capped 720 hours automatically at the end of the year.  This is handled by a system routine instead of done manually by users.  ...
Read More How will the 720 and 336 rules and possible forfeiture be applied via the HIP system?

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

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 ...
Read More 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?

Leave Keepers cannot direct requests to someone else.  Please consult with your HR office to ensure that your department’s reporting structure is correct.  The HIP system will route approvals for ...
Read More How would a Leave Keeper route a leave request that needs to be approved by someone else besides the default supervisor? The true supervisor/approver is not the default supervisor in the system.

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 ...
Read More 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?

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

TAs will not have supervisor access if they’re not an employee’s Reports To supervisor.  If a supervisor position is vacant, it will go up the chain of command and be ...
Read More How do Temporary Assignment (TA) supervisors approve leave if the request is sent to the supervisor?

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 ...
Read More How do we create a query?