The Resource
Volume 15, Issue 4
April 23, 2012
FLEXIBLE SPENDING PLAN – Plan Year July 1, 2011-June 30, 2012 Reimbursements
2 MONTHS LEFT…to utilize your current Flexible Spending Plan Accounts (Medical Expense Reimbursement & Dependent Care Expense Accounts). The end of the current Flexible Spending Plan Year is quickly approaching (June 30, 2012). Services must be incurred during the plan year ending June 30, 2012. Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS).
You may contact National Benefit Services (NBS) at 1(800) 274-0503 to obtain an updated status of your account. Claims for reimbursements can be faxed (800/478-1528), mailed (National Benefit Services, LLC P.O. Box 6980, West Jordan, UT 84084), emailed ([email protected]) or uploaded via the Participant Website at https://www.nationalbenefitservices.com/.
We urge all employees to submit their reimbursement forms to NBS in a timely manner. Although services MUST be incurred by June 30, 2012, you have 90 days after this date to submit your reimbursement forms with ALL supporting documentation (ex. receipts, contracts) needed to reimburse you for Flexible Spending monies. DO NOT WAIT until the end of the 90-day grace period to submit your reimbursement forms!!! For more information on eligible services, claims reimbursement process, etc. visit the NBS website at http://www.nbsbenefits.com/participants.htm (“Cafeteria” Plan section).
PY 2011-12 ANNUAL BENEFITS OPEN ENROLLMENT PERIOD (BOEP)
The RCUH Benefits Open EnrollmentnPeriod (BOEP) has begun!! Eligiblenemployees will be receiving their BOEP packets via email on/around April 23,n2012. Please review ALL of the materials provided. If you do not receivenan emailed packet from our office by Tuesday, April 24, 2012 please contact KelseynMilliken at [email protected] (808) 956-7106nto request for a duplicate packet.
To make changes to your RCUH Benefits, please complete the Health Insurance & Flexible Spending Enrollment form (Document 2) in your BOEP packets, and return it to our office no later than Monday, May 21, 2012.
STUDENT EMPLOYMENT
All RCUH Student Assistant employees are responsible for submitting a Student Verification each Semester in order to qualify for continued student employment. For all University of Hawaii students (eg: UH Manoa, UH Hilo, Honolulu Community College, Maui College, etc.), verification is not required, as RCUH has the ability to verify student status´ electronically through a UH database. However, verification is still needed for UH Outreach College and non-UH Schools (i.e. High School, Chaminade, HPU, etc).
The following are acceptable forms of student verification:
a) Student registration or receipt
b) Letter of student registration from the registrar or counselor
c) Validate student I.D. card
d) Any other form of verification deemed acceptable by the Director of Human Resources
Continuation of student employment:
Project/Student must submit Student Verification for the Fall 2012 semester by Tuesday, September 4, 2012. Failure to submit student verification by the indicated deadline will result in termination of student employment.
Employment during summer break:
Student Assistants who are enrolled for the Fall 2012 and are NOT taking any classes during the summer time, are eligible to work up to 40 hours per week.
Termination of student employment:
Student Assistants who no longer hold a student status must be terminated from RCUH due to their ineligibility (i.e. student graduation). Principal Investigators must initiate a termination action via the HRAMP system by May 9, 2012.
Please contact Sharon Vong at [email protected] or (808)956-7307 if you have any questions.
MAY Training Schedule
Please RSVP your attendance to Sharon Makabe at [email protected] with your name, position title, project/program name, contact phone number and email address
Annual Performance Evaluation/Pay Adjustment
5/4/2012 – 9-11am, Maui College – Laulima 103
5/8/2012 – 9-11am, UH Manoa – KUY Auditorium
5/11/2012 – 9-11am, Hilo – IFA Auditorium
5/18/2012 – 9-11am, Kauai CC – Conference Room 207
5/22/2012 – 9-11am, JABSOM Kakaako – MEB 202
New Hire Orientation
5/4/2012 – 9-11am, Maui College – Laulima 101
5/11/2012 – 9-11am, Hilo – IFA 131
5/18/2012 – 9-11am, Kauai CC – Conference Room 204
5/22/2012 – 1-3pm, JABSOM Kakaako – MEB 202
5/25/2012 – 9-11am, Hilo – IFA 131
Drug Awareness
5/01/2012 – 8-10 am, Hilo – IFA Auditorium
Meetings are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, email [email protected] at least one week prior to the meeting.
2012 RCUH ANNUAL HAWAII FOOD DRIVE
RCUH will be collecting donations for the Annual Hawaii Food Bank Drive through April 26, 2012. Let’s all make a difference in another’s life by sharing what we have. Take a look in your pantry for items you can share and donate. All donations are tax-deductible. Mahalo for giving!
Most Wanted Items:
Food Donations:
Canned meals, soups, meats or tuna, fruits, and vegetables
Non-perishable items such as rice, instant noodles
Monetary Donations:
Make checks payable to: Hawaii Food Bank
A $10.00 donation equals food for 25 meals.
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Locations for Food Drop-off & *Monetary Donations *Make checks payable to: Hawaii Food Bank |
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ISLAND |
LOCATION |
DROP OFF HOURS |
|
Oahu |
RCUH Human Resources Office 2530 Dole Street, Sakamaki Hall D-100, Honolulu, HI 96822 RCUH Coordinator: call HR Dept. (808) 956-3100 |
Mon – Fri 8:00 a.m. to 4:00 p.m. |
|
Big Island (Hilo) |
RCUH Hilo Office c/o Institute for Astronomy Building 640 North Aohoku Place, Room 104, Hilo, HI 96720 RCUH Coordinator: call HR Dept. (808) 956-3100 |
Mon – Fri 8:00 a.m. to 4:00 p.m. |
|
Maui |
Hawaii Food Bank – Maui Branch 760 Kolu Street, Wailuku, HI 96793 *Please call Maui Food Bank Coordinator at (808) 243-9500 in advance for pick-up (Bin will be provided by them) |
Mon – Fri 7:00 a.m. to 3:00 p.m. |
|
Kauai |
Hawaii Food Bank – Kauai Branch Puhi Industrial Complex 4241A Hanahou Place, Lihue, HI 96766 *Please call Kauai Food Bank Coordinator at (808) 482-2224 or (808) 691-0439 in advance for pick-up |
Mon – Fri 8:00 a.m. to 4:00 p.m. |
Click here for more information about the Hawaii Foodbank, Maui Foodbank, Kauai Foodbank, Hawaii Island Foodbank.
IMPORTANT DATES TO REMEMBER (MAY 2012):
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5/1 |
Payroll Deadline Noon for PE 4/30/12 |
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5/7 |
Pay Day |
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5/7-5/9 |
HR AMP Web Time Preview 1 |
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5/09 |
PAF Deadline |
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5/10 |
HR AMP Deadline |
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5/10-5/13 |
HR AMP Web Time Preview 2 |
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5/11-5/18 |
ESS Blackout Period |
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5/14-5/16 |
Web Time Input |
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5/16 |
Payroll Deadline – Noon for PE 5/15/12 |
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5/22 |
Pay Day |
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5/24 |
PAF Deadline |
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5/22-5/24 |
HR AMP Web Time Preview 1 |
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5/25 |
HR AMP Deadline |
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5/25-5/29 |
HR AMP Web Time Preview 2 |
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5/28 |
HOLIDAY – Memorial Day |
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5/29-6/5 |
ESS Blackout Period |
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5/30-6/1 |
Web Time Input |
IMPORTANT DATES TO REMEMBER (JUNE 2012)
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6/1 |
Payroll Deadline – Noon for PE 5/31/12 |
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6/6-6/8 |
Web Time Preview 1 |
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6/7 |
Pay Day |
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6/8 |
PAF Deadline |
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6/11 |
HOLIDAY- Kamehameha Day |
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6/12 |
HRAMP Deadline |
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6/13-6/20 |
ESS Blackout Period |
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6/12-6/13 |
Web Time Preview 2 |
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6/14-6/18 |
Web Time Input |
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6/18 |
Payroll Deadline – Noon for PE 6/15/12 |
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6/21-6/25 |
Web Time Preview 1 |
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6/22 |
Pay Day |
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6/25 |
PAF Deadline |
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6/26 |
HRAMP Deadline |
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6/27-7/4 |
ESS Blackout Period |
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6/26-6/27 |
Web Time Preview 2 |
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6/28-7/2 |
Web Time Input |
TIMESHEETS FOR THE MONTH OF MAY-JUNE
May 1-15
May 16-31
June 1-15
Principal Investigator’s Corner
SUMMER HIRING
Summer is the busiest season for the RCUH Human Resources Department. In addition to being our peak hiring season, it also coincides with our Benefit Open Enrollment, Fiscal Year End, Annual Performance Evaluations and Pay Increases.
In anticipation of the peak hiring season, we ask all Principal Investigators and Project Administrators to review and adhere to the deadlines below to ensure that all hires are reviewed and approved without delay. We appreciate your cooperation and assistance.
Selections for Regular Hires: minimum of 10 business days before target date of hire.
Non-Recruited Hires (Temporary, Specialized Service, Student Assistants, and Intermittent hire): minimum 7 business days before target date of hire.
Group Hires (6 or more employees): minimum of 15 business days before target date of hire.
Missing documents pertaining to the selection and/or incomplete new hire documents may cause the hire date to be delayed. A formal offer of employment is made by the Principal Investigator only AFTER receiving approval to hire from the RCUH Human Resources Department. Hire dates will be confirmed by our office via email. All new hires & rehires are NOT approved to start working until their hire date has been confirmed by the RCUH Human Resources Office.
Please contact Sharon Vong at [email protected] or 956-7307 if you have any questions.
LIGHT DUTY ACCOMMODATIONS
If your employee requests for light duty accommodations, you, as the employee’s supervisor MUST coordinate the review with the RCUH Human Resources Department. A Job Physical Analysis (JPA) form must be completed and reviewed BEFORE the employee is allowed to return to work. This is to ensure that the employee’s physician is fully aware of the employee’s essential job duties and functions before making a determination on whether the employee is able or unable to perform these duties/functions safely. Additionally, as supervisor, you will need to review these detailed restrictions to determine if work accommodations (if any) can be made.
Supervisors are NOT authorized to allow an employee to return to work on light duty status without first receiving approval from the RCUH Human Resources Department. If you have any questions, please contact Jill Niitani at (808) 956-8376.