TO:                   All Principal Investigators and Fiscal Administrators

FROM:             Nelson Sakamoto, Director of Human Resources

SUBJECT:         2019 Year-End Final Pay Adjustments/Corrections Due December 11, 2019 – Must be included in the December 1-15, 2019 Pay Period

RCUH Payroll will be processing the last payroll for the 2019 tax year with the December 1 – 15, 2019 pay period.  To ensure your employee’s 2019 Wage and Tax Statement (W2) is accurate, all corrections must be processed along with this final payroll for the 2019 tax year. The tax year ends with the December 1-15, 2019 Pay Period’s payroll.  The December 20, 2019 payday represents your employees’ final paycheck for 2019.

You should ask each of your employees to review their payroll records (e.g., pay statements) found on the RCUH Employee Self-Service (ESS) portal to confirm they have been paid accurately and all of their salary and fringe charges have been properly recorded.

If there are any discrepancies which need to be corrected (i.e. time reporting, fringe benefit deduction and/or tax withholding), submit your employee’s request along with the appropriate supporting documents to RCUH Payroll by 4:00 p.m. Wednesday, December 11th via email to [email protected].

You should also urge all of your employees to consent to receive their W2 electronically through their secure Employee Self-Service site.  To assist your employees with this process, we have attached the instructions your employees to consent for an electronic W2.  Please have your employees complete the online consent form by Monday, January 20, 2020.  A separate communication will be sent directly to all employees in the following week.

If you have any questions, please contact RCUH Payroll at [email protected].

Attachment

All RCUH Human Resources online systems will be down on Friday, 12/06/19 at 6:00 PM (HST) to Saturday, 12/7/19 2:00 PM (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 [email protected].

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 at UH Hilo from December 10^th – 12^th. 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
December 10th – 12th	UH Hilo, Institute for Astronomy 640 N. Aohoku Place, Room 131 Hilo, HI 96720	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*:

February 25 – 27 (Maui)

March 17 – 19: (Oahu – JABSOM)

May 12 – 14 (Hilo)

May 27 – 28 (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

 

To: All Principal Investigators and Fiscal Administrators

Please find the updated RCUH Fringe Benefits Schedule for Fiscal Year July 1, 2019 – June 30, 2020 -regarding 2020 FICA/Social Security Annual Wage Base Effective January 1, 2020.

 

Your RCUH timesheets for the remainder of 2019 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 the rest of 2019:

Timesheet	RCUH Payroll Deadline 12:00 noon*	Pay Day
December 1 – 15, 2019	Thursday, December 16, 2019	December 20, 2019
December 16 – 31, 2019	Tuesday, December 31, 2019	January 7, 2020

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

Your Project’s Payroll Deadlines may vary, please check with your Principal Investigator, Supervisor or Project’s timekeeper for your project’s timesheet deadline**

If you have any questions or concerns, please do not hesitate to contact us at [email protected] or 956-7624.

 

All RCUH Human Resources online systems will be down on Sunday, 11/24/19 at 10:00 AM (HST) to 4:00 PM (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 [email protected].

Your RCUH timesheets for the remainder of 2019 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 the rest of 2019:

Timesheet	RCUH Payroll Deadline 12:00 noon*	Pay Day
November 16 – 30, 2019	Monday, December 02, 2019	December 6, 2019
December 1 – 15, 2019	Monday, December 16, 2019	December 20, 2019
December 16 – 31, 2019	Tuesday, December 31, 2019	January 7, 2020

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

Your Project’s Payroll Deadlines may vary, please check with your Principal Investigator, Supervisor or Project’s timekeeper for your project’s timesheet deadline**

If you have any questions or concerns, please do not hesitate to contact us at [email protected] or 956-7624.

Your RCUH timesheets for the remainder of 2019 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 the rest of 2019:

Timesheet	RCUH Payroll Deadline 12:00 noon*	Pay Day
November 1 – 15, 2019	Monday, November 18, 2019	November 22, 2019
November 16 – 30, 2019	Monday, December 02, 2019	December 6, 2019
December 1 – 15, 2019	Thursday, December 16, 2019	December 20, 2019
December 16 – 31, 2019	Tuesday, December 31, 2019	January 7, 2020

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

Your Project’s Payroll Deadlines may vary, please check with your Principal Investigator, Supervisor or Project’s timekeeper for your project’s timesheet deadline**

If you have any questions or concerns, please do not hesitate to contact us at [email protected] or 956-7624.

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 at UH Manoa from November 5^th – 7^th. 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
November 5th – 7th	1601 East-West Road Burns Hall 4th Floor, Makai Wing Room 4045 Honolulu, HI 96848	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 2019*:

December 10^th – 12^th (Hilo)

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