To: Employees and Dependents enrolled in RCUH Group Medical Plans

Please see the attached notice about the prescription drug coverage provided to you under the Research Corporation of the University of Hawai‘i group health insurance coverage. This also applies to any dependents who are 65 and older.

Why am I receiving this notice?

The Medicare Prescription Drug, Improvement, and Modernization Act (also called the Medicare Modernization Act or MMA) is a federal law enacted in 2003. The MMA requires entities whose health policies include prescription drug coverage to notify Medicare eligible policyholders whether their prescription drug coverage is creditable coverage. The MMA defines credible coverage as coverage that is expected to pay on average as much as the standard Medicare prescription drug coverage. 

Please contact us at [email protected] if you have any questions.

TO:                 Principal Investigators and Project Staff who assist new hires in completing Form I-9, Employment Eligibility Verification

This is an update from the last announcement regarding Form I-9, Employment Eligibility Verification.

RCUH Human Resources has been utilizing the new form with new hires since August 2023. We are pleased to share that the new form is more simplified and does reduce the overall time to complete the I-9 process. Effective November 1, 2023, all employers must use the new Form I-9.  We highly encourage PIs and Project Staff to begin using the new version of Form I-9 (Form I-9 Edition 08/01/23). Please note these changes:

• Form no longer an electronic smart form, prior enhancements removed (still form-fillable via free Adobe Reader)
• Section 1 and Section 2 condensed to one page
• Change and/or elimination of fields from prior version (e.g., writing employee’s name and corresponding citizenship/immigration status in Section 2)
• Writing of “N/A” no longer required for fields that don’t apply (e.g., Other last names used, Apt #, Middle Initial, Expiration Date for identity and authorization documents without expiration such as social security cards, birth certificates)
• More flexibility with Section 2: Reference common abbreviations from USCIS: Common Abbreviations for Document Entry in Section 2

We have researched the alternative remote examination procedure. This procedure will still require original (wet) signatures on the form and does not appear to be a streamlined process to implement at this time.

In general, we will complete Form I-9 with new hires based on Oahu. We will continue to work with projects located outside of Oahu to provide guidance and solutions for completing the Form I-9. If you would like to receive training regarding the Form I-9 or have any questions, please contact RCUH Employment:

• Email: [email protected]
• Phone: (808) 956-7106

TO: RCUH Principal Investigators, Supervisors, and Project Staff

Join the RCUH Human Resources Recruitment and Employee Benefits Sections for a 45-minute webinar on October 12, 2023 at 9:00am (HST): What Pay Transparency Law Means for your Total Rewards Strategy. Attendees will be provided with a handy reference one pager showcasing a potential total rewards package for employees.

• Recruitment Section: Pay Transparency Law – truths and myth busters!
  Start planning ahead to stay compliant and ahead of the curve on upcoming recruitments.
• Employee Benefits Section: New Employee Benefits Webpage launch and navigation! Gain better understanding of RCUH employee benefits and where to access resources (in a central location). Guide current employees, new hires, and potential new hire candidates to relevant employee benefits information and where to schedule appointments.

How does Pay Transparency affect you?

Hawai’i Governor Josh Green signed into law the pay transparency bill SB 1057. The objective of the law is to reduce pay inequalities and promote ongoing transparency. In case you missed it, please click here for the pay transparency announcement.

Effective January 1, 2024, RCUH will be required to disclose an hourly or salary rate in job listings that reasonably reflects the actual expected compensation for that role. In 2022, 91% of U.S. jobseekers that were surveyed said seeing a salary range on a job post impacted their decision to apply. How do your project’s salaries measure up? Don’t wait, start preparing now.

Employee Compensation Package: It’s more than just salary!

A “total rewards” package is the combination of compensation and benefits offered by an employer. This allows employees to consider salary in relation to the other benefits offered by RCUH.

A Gallup poll recently asked 13,085 U.S. employees what was most important to them when deciding whether to accept a new job offered by a new employer. Results showed the top factors that employees consider most important:

1. A significant increase in income or benefits (64% said “very important”)
2. Greater work-life balance and better personal wellbeing (61%)
3. The ability to do what they do best (58%)
4. Greater stability and job security (53%)
   

WEBINAR REGISTRATION NOW OPEN! Please click this link to register. Registration will close at 8 AM (HST) on Tuesday, October 10, 2023. If you have any questions or need assistance registering, please contact RCUH Human Resources at [email protected].

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Please see below for an important communication sent from HMSA to members enrolled in RCUH group medical insurance plans. This was mailed to affected employees via US Postal Service to their mailing address on file as of July 5, 2023.

As a friendly reminder, RCUH employees and RCUH eTimesheet approvers, please be mindful of your internal eTimesheet deadline as this pay period the RCUH Payroll deadline is on Monday, July 3^rd by 12 noon.  

This pay period, there will be a very short window of opportunity to handle last minute follow-ups since the RCUH Human Resources Department will need to confirm payroll by close of business Monday afternoon, July 3^rd to ensure employees are paid timely on Friday, July 7^th. Late submission of eTimesheets may result in possible delay with their pay.

Starting at 11 a.m. on Monday, July 3^rd, RCUH HR will start following up with primary and secondary eTimesheet approvers via phone call and email to ensure all submitted eTimesheets are approved and processed. 

Your timeliness and cooperation on this matter are greatly appreciated.

Should you have any questions, please contact the RCUH Payroll Staff at [email protected]. 

Thank you. 

RCUH Payroll
Research Corporation of the University of Hawai’i (RCUH)
1601 East-West Road
Burns Hall 4th Floor, Makai Wing
Honolulu, HI 96848
Phone (808) 956-8900
Email: [email protected]

TO:                 Principal Investigators, Supervisors, and Project Administrators

This is a reminder that the 2023 Performance Evaluations are due by Friday, June 16, 2023.

Click here to access the form:
RCUH Performance Evaluation Form

Please submit Performance Evaluations via Project electronic upload (eUpload) feature in the HR Portal. Instructions for submitting the evaluations via eUpload can be found here. Pursuant to 3.410 RCUH 12-Month/Needs Based Performance Evaluations, all Regular-Status employees must receive an Annual Performance Evaluation.

The online PA/PAF (Pay Award/Personnel Action Form) to submit pay actions (award or adjustment) will be available via HR Portal from June 26 through July 10 for an effective date of July 1, 2023. We will provide an update once this is available.

Note for projects that follow the Federal fiscal year: The evaluation period is October 1, 2022 through September 30, 2023. A second round of the online PA/PAF application will be available in September for pay increases or one-time payments with an effective date of October 1, 2023. Additional information regarding deadlines and timelines will be provided at a later date.

Please contact RCUH Human Resources if you have any questions regarding the Performance Evaluation process at (808) 956-3100 or [email protected].

Attachments: Submitting Annual Performance Evaluation Forms via RCUH HR Portal eUpload

All RCUH Human Resources online systems will be down on Saturday, 06/10/23 at 4:00 AM (HST) to 9:00 AM (HST) for system maintenance.

This will include:

• Human Resources Portal
• Employee Self Service (ESS)
• Careers/Recruiting
• New Hire Documents (EHS)

We apologize for any inconveniences this may cause.

If you have any questions, please contact Taylor Sumi at (808) 956-6318 or [email protected].

The RCUH Benefit Open Enrollment period has closed and all change forms submitted and received during the Open Enrollment period have been processed. Health insurance and flexible spending account (FSA) FY 2024 plan year starts on July 1, 2023 through June 30, 2024.

During the plan year, mid-year changes and enrollments are not allowable unless you experience a qualified life event (e.g., marriage, divorce, birth of child, etc.).

Confirm your Benefits Enrollment/Changes (effective date: 07/01/2023):

You may find your current medical and/or dental election and monthly premiums in your RCUH Employee Self Service Portal > Benefits > Benefits Summary page.

Please use the effective date: 07/01/2023 to check your new plan year enrollments/changes.

Health Insurance Premiums:

Monthly health insurance premiums are collected once a month during the second pay period of the month for the next month’s premium. July 2023 medical and dental premiums (at the new Plan Year 2023-24 Rates) are collected during the June 16 – 30 pay period (pay day: July 7th).

Health Insurance Plan Documents and Cards:

Health insurance plan documents (Plan Year 23-24) are available here:

• HMSA Comprehensive Medical Basic Plan (PPO)
• HMSA Comprehensive Medical Plan (PPO)
• HMSA Preferred Provider Plan (PPO)
• HMSA HMO Standard
• Kaiser HMO Standard – Plan A
• Kaiser HMO Comprehensive – Plan B
• Hawaii Dental Service

All new enrollees should expect to receive medical and dental cards mailed to their mailing address on file with RCUH no later than July 1st. All HMSA enrollees should expect to receive a new card this year due to the implementation of a new vision benefit vendor.

If you wish to request a new card at any time, please contact the respective vendor:
• Hawaii Dental Service
• HMSA
• Kaiser

Flexible Spending Accounts (FSA): Healthcare and Dependent Care

For those enrolled in Plan Year 22-23 (July 1, 2022 to June 30, 2023) FSA Healthcare and FSA Dependent Care accounts, your plan year is ending soon and all remaining balances as of June 30, 2023 will be forfeited. Please remember to spend down your balance by June 30, 2023. You will have 90 days (September 28, 2023) to submit any receipts for reimbursement to NBS to avoid forfeiture.

For those who are newly enrolled or re-enrolled in Plan Year 23-24 (July 1, 2023 to June 30, 2023) FSA Healthcare and FSA Dependent Care accounts, your plan will start on July 1, 2023. If you are a new enrollee in to the FSA Healthcare account or if your current card is expired, please expect to receive a new card mailed to your address on file with RCUH by July 1st. Please be aware that this card comes in a plain nondescript envelope.

You can find resources to access your FSA account balances in the NBS website and additional resources here:
NBS Web Portal: Accessing your online account
NBS Mobile App Instructions

Questions?
Contact RCUH Employee Benefits section at: [email protected].

TO:                 Principal Investigators, Supervisors, and Project Administrators

The 2023 RCUH Performance Evaluation Form is now available online. Click here to access the form:

• RCUH Performance Evaluation Form

Pursuant to 3.410 RCUH 12-Month/Needs Based Performance Evaluations, all Regular-Status employees must receive an Annual Performance Evaluation.

Overview of Changes to the Performance Evaluation Form:

• More user friendly (e.g., ability to tab to the next field to complete)
• Employees that receive a “0” (Unsatisfactory) score in any category will not equate the Total Score to “0”. The Total Score will be a true average of all scores received in the Performance Competencies categories.
• Employees must indicate if all mandatory trainings and/or requirements have been completed as defined in their job description. NOTE: The EEO/Sexual Harassment Prevention Course and Workplace Violence Prevention Course will be updated on April 21, 2023. For those with employees who are NOT in compliance, please ask them to complete the training after this update.  

Submission of Performance Evaluations: Please submit Performance Evaluations via Project electronic upload (eUpload) feature in the HR Portal. Instructions for submitting the evaluations via eUpload are attached.

Deadline to submit Performance Evaluations: June 16, 2023 (Friday)

Note for projects that follow the Federal fiscal year: The evaluation period is October 1, 2022 through September 30, 2023. If possible, we encourage your project to complete and submit evaluations by the June 16^th deadline. A second round of the online PA/PAF application will be available in September for pay increases or one-time payments with an effective date of October 1, 2023. Additional information will be provided at a later date.

Performance management (e.g., planning, coaching, evaluating, addressing performance issues) is an essential part of a supervisor’s responsibilities.  Performance evaluations are used as a tool to measure an employee’s performance, provide valuable feedback and suggestions for improvement, and motivate employees for growth and/or career advancement.

There is no “one size fits all” solution for effective performance management. If you’d like to receive custom performance management training for your project, please contact Kira Higa, Director of Human Resources at [email protected].

Please contact RCUH Human Resources if you have any questions regarding the Performance Evaluation process at (808) 956-3100 or [email protected].

You can now add reminders to your Outlook, iCalendar, and Google Calendars for upcoming RCUH ePAF and Payroll Deadlines for the calendar year 2023. You may edit these calendar reminders as necessary to fit your project’s needs and deadlines. Please see the table below for dates and calendar reminders.

Click here for instructions on how to add these dates to your calendars.

If you have any questions or concerns, please contact RCUH HRIS at [email protected] or 808-956-8900.