Author: HR User

March 10th – 12th: TIAA Individual GRA/SRA Advisory Sessions (JABSOM)

ATTENTION:  Principal Investigators & Regular-Status employees at 50-100% FTE

RCUH is now coordinating one-hour Individual/Employee Retirement (GRA/SRA) Plan Advisory Sessions with TIAA in at the John A. Burns School of Medicine from March 10th – March 12th. Regardless of your current status – whether you are a long-time employee, just hired, or somewhere in between – it is never too early or too late to consider retirement planning. During these personalized sessions, you will be able to discuss your personal financial/retirement goals with a TIAA Financial Consultant on a free and confidential basis.

Because these sessions are being held during normal business hours, all employees must notify their PIs and supervisors if they would like to attend. We encourage Principal Investigators to allow their employees to attend the TIAA Advisory Sessions, if requested.

For employees unfamiliar with the SRA (Supplemental Retirement Annuity) plan, please note that unlike the GRA (Group Retirement Annuity) plan, there is no 12-month waiting period and you may enroll or make changes to your election at any time during the year. The SRA plan with TIAA is considered a 403(b) tax-deferred annuity plan which allows an employee to make contributions via payroll deduction from his/her pre-tax earnings over and above the amount being accumulated under the RCUH basic retirement plan (GRA).

For more information about the GRA and SRA plans, please review Policy 3.560 RCUH Retirement Plans.

We have reserved the following dates and times for individual sessions:

Dates Location Times
 

March 10th

JABSOM

651 Ilalo Street,

Honolulu, HI 96813

Room: MEB 202

  

9:00am – 4:00pm
 

March 11th

JABSOM

651 Ilalo Street,

Honolulu, HI 96813

Room: MEB 127

  

9:00am – 4:00pm
 

March 12th

JABSOM

651 Ilalo Street,

Honolulu, HI 96813

Room: MEB 127

  

9:00am – 4:00pm

To schedule an appointment, please see below:

Click here to schedule an appointment with a Financial Consultant

If you have questions or are unable to schedule an appointment online, please call TIAA’s Service and Scheduling Group at (800) 732-8353 Mon-Fri 6am – 3pm Hawaiʻi Standard Time.

Relevant Forms and Documents:

TIAA-SRA Supplemental Retirement Annuity – Agreement for Salary Reduction Form (B-6)

Meetings are accessible for individuals with disabilities.  Individuals who require special needs accommodations may request assistance in writing to [email protected] prior to the scheduled meeting.

Future TIAA Individual Advisory Session Dates and Locations for CY 2020*:

May 12 – 14 (Hilo)

June 3-4 (Oahu – Burns Hall)

July 14 – 16 (Hilo)

July 28 – 30 (Oahu – JABSOM)

August 11 – 13 (Maui)

September 1 – 3 (Oahu – Burns Hall)

October 6 – 8 (Oahu – JABSOM)

December 8 – 10 (Hilo)

*Dates/Locations for TIAA Individual Retirement Sessions may be scheduled to change

RCUH Timesheets are available in your Employee Self-Service Portal. RCUH Timesheets, RCUH Payroll Deadlines and Pay Days for 2020.

Your RCUH timesheets for 2020 are available on the Employee Self-Service Portal (ESS).  Log in to ESS and you will find your timesheets under “Actions & Forms” or if you have difficulty logging into your ESS, you may also find the timesheet on the RCUH website in Policies & Procedures > Document Library > 3.00 Human Resources > Timesheets.

For your convenience, we are providing you with the RCUH timesheets, RCUH Payroll Deadlines and Pay Days for 2020:

Timesheet RCUH Payroll Deadline

12:00 noon*

 Pay Day
March 1 – 15, 2020 Monday, March 16, 2020 Friday, March 20, 2020
March 16 – 31, 2020 Wednesday, April 1, 2020 Tuesday, April 7, 2020
April 1 – 15, 2020 Thursday, April 16, 2020 Wednesday, April 22, 2020
April 16 – 30, 2020 Friday, May 1, 2020 Thursday, May 7, 2020
May 1 – 15, 2020 Monday, May 18, 2020 Friday, May 22, 2020
May 16 – 31, 2020 Monday, June 1, 2020 Friday, June 5, 2020
June 1 – 15, 2020 Tuesday, June 16, 2020 Monday, June 22, 2020
June 16 – 30, 2020 Tuesday, June 30, 2020 Tuesday, July 7, 2020
July 1 – 15, 2020 Thursday, July 16, 2020 Wednesday, July 22, 2020
July 16 – 31, 2020 Monday, August 3, 2020 Friday, August 7, 2020
August 1 – 15, 2020 Friday, August 14, 2020 Thursday, August 20, 2020
August 16 – 31, 2020 Monday, August 31, 2020 Friday, September 4, 2020
September 1 – 15, 2020 Wednesday, September 16, 2020 Tuesday, September 22, 2020
September 16 – 30, 2020 Thursday, October 01, 2020 Wednesday, October 7, 2020
October 1 – 15, 2020 Friday, October 16, 2020 Thursday, October 22, 2020
October 16 – 31, 2020 Friday, October 30, 2020 Friday, November 6, 2020
November 1 – 15, 2020 Monday, November 16, 2020 Friday, November 20, 2020
November 16 – 30, 2020 Tuesday, December 1, 2020 Monday, December 7, 2020
December 1 – 15, 2020 Wednesday, December 16, 2020 Tuesday, December 22, 2020
December 16 – 31, 2020 Thursday, December 31, 2020 Thursday, January 7, 2021

*RCUH Payroll Deadlines are strictly enforced – NO EXCEPTIONS and dates in bold indicate Advance Payroll Deadlines.

RCUH eTimesheet: March 16, 2020 launch – Project action required by February 27, 2020

TO: RCUH Principal Investigators and HR Portal Users

RCUH is pleased to announce our new eTimesheet (electronic timesheet) System! A successful pilot group of 140 employees have been reporting their time with the eTimesheet system since November 2019. All remaining RCUH projects and employees will transition to the new system in two scheduled launches:

March 16, 2020: Projects on standard work schedules who opt-in and are approved for the March deployment include:

  • Employees working a standard work schedule = 1.00 FTE working Monday through Friday for 8 hours per day
  • Or employees working consistent hours each work day, for example .50 FTE for 4 hours per day, 5 days a week
  • Non-exempt employees who work overtime are paid hourly (vs. salaried)

June 1, 2020: Projects inclusive of:

  • Employees working non-standard work schedules
  • Non-standard work schedule, for example 1.00 FTE working 10-hour days for 4 days a week or 0.50 FTE working an 8-hour, 8-hour, 4-hour schedule
  • Non-exempt employees working overtime hours who are salaried
  • All other projects who do not opt-in for the March 16th launch

IF YOUR PROJECT WOULD LIKE TO REQUEST TO OPT-IN TO THE MARCH 16 LAUNCH

If your employees are working a standard work schedule and you would like your project to transition to the RCUH eTimesheet system for the March 16-31, 2020 pay period, action is needed on your part. Please fill in the attached Project Request to Transition to eTimesheets: March 16, 2020 form and return to RCUH Human Resources by Thursday, February 27th via email at [email protected].

Once your respective projects have been confirmed for the March 16, 2020 launch, the PI and project staff with HR Portal Access to the respective DC’s will be contacted by RCUH confirming the transition on March 16, 2020 and provided additional information.

TRAINING (IN-PERSON OR ONLINE)

In-person training will be offered on O‘ahu, Maui, and Hawai‘i Island during the first two weeks of March with the option to attend virtually, via Zoom webcast:

Date Location Time
Monday, March 2 Windward Community College, Kuhina 115 9:30 AM – 11:30 AM
Tuesday, March 3 UH Manoa, Kuykendall 101 9:00 AM – 11:00 AM
Thursday, March 5 Online Only 1:30 PM – 3:30 PM
Friday, March 6 IFA Hilo, IFA Auditorium 9:00 AM – 11:00 AM
(Afternoon session has been canceled )
Wednesday, March 11 UH Manoa, Kuykendall 101 9:00 AM – 11:00 AM
Thursday, March 12 UH Cancer Center, Sullivan Conference Center 9:00 AM – 11:00 AM
Friday, March 13
(CANCELED)		 UH Maui College, Ka Lama Room 103 1:00 PM – 3:00 PM
Wednesday, March 25 Q&A session (Online Only) 10:00 AM – 12:00 PM
Tuesday, March 31 Q&A session (Online Only) 9:00 AM – 11:00 AM

The first hour of each training session is intended for both employees and supervisors, while the second hour is for supervisors only. Registration is required for either type of session and is available in the RCUH Training Portal on the RCUH website.

IMPORTANT:

In order to be considered for inclusion in the March 16, 2020 eTimesheet launch, your project must take action. Please complete and submit the attached request form by Thursday, February 27. Upon review and approval, your project will be notified with a confirmation of the date of your eTimesheet transition. If you do not respond, your project will be transitioned on June 1, 2020. For those projects in the June 1, 2020 launch, additional training will be scheduled in May 2020.

If you have any questions or concerns about the RCUH eTimesheet, please contact RCUH Human Resources at (808) 956-3100 or [email protected].

Attachment: RCUH Project Request to Transition to eTimesheets.pdf

eTimesheets to launch in March, June 2020

To: All RCUH Employees and HR Portal Users

RCUH is pleased to announce the launch of our new eTimesheets! A Pilot Group has begun using the eTimesheet in fall of 2019. Remaining projects will transition to the new system in two scheduled rollouts:

  • Monday, March 16, 2020
  • Monday, June 1, 2020

eTimesheets will be located in Employee Self-Service (ESS) so please prepare for this launch by ensuring you have access to ESS. If you’re unable to log-in to ESS, please email [email protected] or call (808) 956-8900. Principal Investigators and Designated Authorities will continue to submit eTimesheets to RCUH Human Resources using the HR Portal.

With the new eTimesheet, each employee will need to know:

  • How to submit their own eTimesheet,
  • How to record leaves (Vacation, Sick, etc.), and
  • When to include attachments for various leaves.

Projects selected for the March 16, 2020 rollout will receive a separate email with further information in the next few weeks (PIs will also receive a notice from HR). In-person training will be offered on O‘ahu, Maui, and Hawai‘i Island during the first two weeks of March in addition to live webinars that can be attended/viewed from your desktop or mobile device.

Stay tuned for further details!

RCUH Timesheets are available in your Employee Self-Service Portal. RCUH Timesheets, RCUH Payroll Deadlines and Pay Days for 2020.

Your RCUH timesheets for 2020 are available on the Employee Self-Service Portal (ESS).  Log in to ESS and you will find your timesheets under “Actions & Forms” or if you have difficulty logging into your ESS, you may also find the timesheet on the RCUH website in Policies & Procedures > Document Library > 3.00 Human Resources > Timesheets.

For your convenience, we are providing you with the RCUH timesheets, RCUH Payroll Deadlines and Pay Days for 2020:

Timesheet RCUH Payroll Deadline

12:00 noon*

 Pay Day
February 16 – 29, 2020 Monday, March 2, 2020 Friday, March 6, 2020
March 1 – 15, 2020 Monday, March 16, 2020 Friday, March 20, 2020
March 16 – 31, 2020 Wednesday, April 1, 2020 Tuesday, April 7, 2020
April 1 – 15, 2020 Thursday, April 16, 2020 Wednesday, April 22, 2020
April 16 – 30, 2020 Friday, May 1, 2020 Thursday, May 7, 2020
May 1 – 15, 2020 Monday, May 18, 2020 Friday, May 22, 2020
May 16 – 31, 2020 Monday, June 1, 2020 Friday, June 5, 2020
June 1 – 15, 2020 Tuesday, June 16, 2020 Monday, June 22, 2020
June 16 – 30, 2020 Tuesday, June 30, 2020 Tuesday, July 7, 2020
July 1 – 15, 2020 Thursday, July 16, 2020 Wednesday, July 22, 2020
July 16 – 31, 2020 Monday, August 3, 2020 Friday, August 7, 2020
August 1 – 15, 2020 Friday, August 14, 2020 Thursday, August 20, 2020
August 16 – 31, 2020 Monday, August 31, 2020 Friday, September 4, 2020
September 1 – 15, 2020 Wednesday, September 16, 2020 Tuesday, September 22, 2020
September 16 – 30, 2020 Thursday, October 01, 2020 Wednesday, October 7, 2020
October 1 – 15, 2020 Friday, October 16, 2020 Thursday, October 22, 2020
October 16 – 31, 2020 Friday, October 30, 2020 Friday, November 6, 2020
November 1 – 15, 2020 Monday, November 16, 2020 Friday, November 20, 2020
November 16 – 30, 2020 Tuesday, December 1, 2020 Monday, December 7, 2020
December 1 – 15, 2020 Wednesday, December 16, 2020 Tuesday, December 22, 2020
December 16 – 31, 2020 Thursday, December 31, 2020 Thursday, January 7, 2021

*RCUH Payroll Deadlines are strictly enforced – NO EXCEPTIONS and dates in bold indicate Advance Payroll Deadlines.

February 25th – 27th: TIAA Individual GRA/SRA Advisory Sessions (Maui)

ATTENTION:  Principal Investigators & Regular-Status employees at 50-100% FTE

RCUH is now coordinating one-hour Individual/Employee Retirement (GRA/SRA) Plan Advisory Sessions with TIAA in Maui from February 25th – February 27th. Regardless of your current status – whether you are a long-time employee, just hired, or somewhere in between – it is never too early or too late to consider retirement planning. During these personalized sessions, you will be able to discuss your personal financial/retirement goals with a TIAA Financial Consultant on a free and confidential basis.

Because these sessions are being held during normal business hours, all employees must notify their PIs and supervisors if they would like to attend. We encourage Principal Investigators to allow their employees to attend the TIAA Advisory Sessions, if requested.

For employees unfamiliar with the SRA (Supplemental Retirement Annuity) plan, please note that unlike the GRA (Group Retirement Annuity) plan, there is no 12-month waiting period and you may enroll or make changes to your election at any time during the year. The SRA plan with TIAA is considered a 403(b) tax-deferred annuity plan which allows an employee to make contributions via payroll deduction from his/her pre-tax earnings over and above the amount being accumulated under the RCUH basic retirement plan (GRA).

For more information about the GRA and SRA plans, please review Policy 3.560 RCUH Retirement Plans.

We have reserved the following dates and times for individual sessions:

Dates Location Times
 

February 25th

Vanguard, Maui Research &

Technology Center

590 Lipoa Parkway, Bldg A, RM 232

Kihei, HI 96753

  

9:00am – 4:00pm
 

February 26th

UH  Maui College

Laulima Room 225

310 W Kaahumanu Ave,

Kahului, HI 96731

  

9:00am – 4:00pm
 

February 27th

Pacific Disaster Center

1305 Holopono St, #2 Ka`ana Room

Kihei, HI 96753

  

9:00am – 4:00pm

 

To schedule an appointment, please see below:

Click here to schedule an appointment with a Financial Consultant

If you have questions or are unable to schedule an appointment online, please call TIAA’s Service and Scheduling Group at (800) 732-8353 Mon-Fri 6am – 3pm Hawaiʻi Standard Time.

Relevant Forms and Documents:

TIAA-SRA Supplemental Retirement Annuity – Agreement for Salary Reduction Form (B-6)

Meetings are accessible for individuals with disabilities.  Individuals who require special needs accommodations may request assistance in writing to [email protected] prior to the scheduled meeting.

Future TIAA Individual Advisory Session Dates and Locations for CY 2020*:

May 12 – 14 (Hilo)

July 14 – 16 (Hilo)

July 28 – 30 (Oahu – JABSOM)

August 11 – 13 (Maui)

September 1 – 3 (Oahu – Burns Hall)

October 6 – 8 (Oahu – JABSOM)

December 8 – 10 (Hilo)

*Dates/Locations for TIAA Individual Retirement Sessions may be scheduled to change

 

Effective January 31, 2020 – New Version of Form I-9, Employment Eligibility Verification

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

FROM: Nelson Sakamoto, Director of Human Resources

SUBJECT: Effective January 31, 2020 – New Version of Form I-9, Employment Eligibility Verification

On January 31, 2020, the U.S. Citizenship and Immigration Services (USCIS) announced a new version of the Form I-9, Employment Eligibility Verification. This new version contains minor changes to the form and its instruction.

For the minor changes to the form, USCIS added Eswatini and North Macedonia to the Country of Issuance field in Section 1 and the foreign passport issuing authority field in Section 2, per those countries’ recent name changes. These changes are only visible when completing the fillable Form I-9 on a computer (not the paper Form I-9). USCIS also updated the following in the form instructions:

  • Clarified who can act as an authorized representative on behalf of an employer
  • Updated USCIS website addresses
  • Provided acceptable document clarifications
  • Updated the process for requesting the paper Form I-9
  • Updated the DHS Privacy Notice

Effective immediately, RCUH Human Resources will utilize the new version of the Form I-9. All new hires will be required to complete the revised version, dated 10/21/2019. Federal law requires all employers to verify the identify and employment eligibility of all individuals to work in the United States. Form I-9 must be completed as part of the new hire process.

Please click on the links below for more detailed information about the new version of Form I-9.

USCIS Announcement

Form I-9

I-9 Central

Should you have any questions, please contact RCUH Human Resources via phone 808-956-7307 or rcuh_employment@rcuh.com.

Please click here to view memo

Novel Coronavirus 2019 – Information from Hawai’i’s Department of Health and U.S. Centers for Diease and Control

MEMORANDUM

TO:                 All RCUH Employees

FROM:           Nelson Sakamoto, Director of Human Resources

SUBJECT:   Novel Coronavirus 2019 – Information from Hawai`i’s Department of Health and U. S. Centers for Disease Control and Prevention

For your information, the Hawai`i Department of Health and the U. S. Centers for Disease Control and Prevention have set up information sections on their respective websites on the Novel Coronavirus 2019. The information on both websites sites are being updated regularly.  Go to the links below for further information on the Novel Coronavirus 2019:

https://health.hawaii.gov/docd/advisories/novel-coronavirus-2019/

https://www.cdc.gov/coronavirus/2019-nCoV/summary.html

Please click here to view memo.