Payroll Modernization and its Impact on You
Running an organization as complex as the Department of Education requires modern tools and processes, and we continue to push ahead with improvements to ensure that everyone in our schools and offices has access to systems that help us all improve efficiency and effectiveness in the delivery of our work. In my last two Kick Off the Week briefs, I shared with you upcoming upgrades to our email system, and the current roll out of our new Capital Improvement Projects/Repair and Maintenance tracking system.
Today, I want to share with you a third system upgrade, in partnership with all state agencies via the Department of Accounting and General Services (DAGS). This effort is focused on modernizing one of the Department's most critical tools — our payroll system, which is more than 50 years old. Our new system, the Hawaii Information Portal (HIP), is a modern payroll application.
HIP will allow employees to electronically access payroll statements at their convenience. It will also give employees more control to manage payroll information, such as adding, changing or removing direct deposit accounts, and eliminating the need for carbon D-60 forms.
As part of this transition, employees who currently have direct deposit will need to re-enroll from a HIDOE network connected computer to have their paycheck direct-deposited into their bank account. Letters with user ID and temporary password are being distributed.
- Enrollment period: Dec. 3 through 14 – please add this to your calendar
- Website: hip.hawaii.gov
Employees are highly encouraged to familiarize themselves with the process ahead of time. If an employee does not enroll in direct deposit or inputs incorrect account information, they will receive a paper check when the new system takes over on Jan. 4, 2019. Videos, step-by-step instructions and materials to help make this transition smooth are available at bit.ly/HawaiiPay. If you have questions or need assistance, please contact the Hawaii Information Portal Service Center at hip@hawaii.gov or (808) 201-SERV [7378]; please review the FAQs at the end of this e-mail.
We've heard from some offices and schools about creative and innovative ways they are trying to drum up anticipation for the transition, from converting a classroom into a lab where employees can sign up for appointments to hosting viewing parties for staff to watch instructional videos. Is there something you can do to help remind your colleagues in a fun and engaging way?
In order to provide some additional motivation, we'll be having a friendly competition between schools and offices to see who will have the highest enrollment percentage. A prize of $1,000 each will be awarded to the top 20 schools/offices to go towards lunch for the winning teams.
Lastly, I'd like to recognize the Office of Fiscal Services for their hard work spearheading this rollout for our more than 22,000 full-time and 20,000 casual and part-time employees. As the largest department in the state, this has been a huge task that they have been working tirelessly on for the past year, along with other key internal offices including Information Technology Services and Talent Management.
As the holiday season keeps us busy at work and at home, please remember to take the time to complete this important step to help us modernize our systems to better serve you.
Hawaii Information Portal (HIP) FAQs
Q: Will the system alert me if the information I inputted is incorrect (i.e. missed a digit in the bank's routing number)?
A: You will get an error message if the routing number you input that identifies your bank or credit union is not found; either you've entered the routing number incorrectly or you've entered a routing number that the system has never seen before. If it's the latter, give the HIP Service Center a call or email to request that it be added. You can contact the service center on Oahu at 808-201-SERV (7378) or HIP@hawaii.gov. The phone lines will be staffed from 7:45 a.m. to 4:30 p.m., Monday through Friday, excluding State holidays. You can also leave a voicemail outside of hours that will be returned during State office hours.
When you enter your account number, there is no way for the system to verify its accuracy immediately when you're logged in. If your entry is correct, your direct deposit will take effect on January 4, 2019. You'll be able to look at your pay statement at hip.hawaii.gov on January 1, 2019 to confirm. If your direct deposit does not go through, please go in to the Employee Self-Service section of HIP and correct your account number. You will receive a paper paycheck until you successfully enroll.
Q: Will any Department computer work or do we need a special operating system?
A: Department computers connected to a Department network will give you access to the direct deposit tile in HIP. Please contact your manager for help identifying a computer.
HIP works with multiple internet browsers, but some older browsers are not supported. Click here for a guide on which browsers to use.
Q: What if an employee does not register?
A: If an employee does not register for direct deposit they will receive paper paychecks. According to state statute, Act 110, SLH 1998, employees are required to use direct deposit rather than receiving a paper check, if they are not casual employees and were hired on or after July 1, 1998. Employees covered by this act will need to enroll in direct deposit in HIP. School and Office contacts will be receiving daily emails with a list of those that have not yet enrolled in direct deposit.
Even if an employee does not sign up for direct deposit, their pay statements and W-2 will be posted to HIP, so they should still logon and update their password to be able to retrieve their pay statements.
Q: If I have direct deposit at one bank and additional deductions to a credit union, will that be automatically done?
A: In setting up your direct deposits to banks or credit unions, you do not have to set up other types of deductions (e.g., medical, union dues, deferred compensation, Aloha United Way, etc.). In the old system, you may have had deductions on your old pay statement listed as "CU," which stands for credit union deductions. These credit union deductions should be set up as direct deposit accounts in HIP or as automated internal account transfers with your credit union.
Please work with your credit union to determine the correct method for ensuring your CUs continue. Direct deposits can only go to savings or checking accounts, and you may need to work with your credit union to set up an automatic transfer of funds to other types of accounts (e.g., loans).
All other payroll deductions will not be affected and will be carried over to the new system, including deferred compensation, union dues, etc.
Q: Will I continue to receive paper statements?
A: Paper pay statements will be printed through 2018. The Department will be moving to electronic statements with the first paycheck on Jan. 4, 2019.
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This week, our students reflected on the holiday season through a variety of classroom activities and projects. We asked some of our students at Lunalilo Elementary what they are grateful for, and here's what they had to say: 
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