IMPORTANT: PLEASE OBTAIN APPROVAL FROM YOUR PRINCIPAL INVESTIGATOR BEFORE MAKING ANY TRAVEL ARRANGEMENTS.

 The holiday season is approaching!  If you are on a nonimmigrant visa and will be traveling during the holiday season, please remember to email RCUH Human Resources/Immigration ([email protected]) at least two (2) weeks prior to your departure so that we can ensure you have the proper documentation to travel and return to the United States to continue your employment with RCUH.  Please provide the following information:

(1) Dates of travel (departure and return dates)

(2) Who will be traveling with you

(3) Reason for travel

Once RCUH Human Resources receives your travel information, you will be provided with the proper employment verification documents you will need for travel.

IMPORTANT REMINDERS WHILE TRAVELING OUTSIDE THE U.S.:

• The I-94 admission record. Upon your return, please visit the U.S. Customs and Border Protection website to obtain your online I-94 record.  Submit a copy of your I-94 record to RCUH Human Resources.
• Check the entry stamp to ensure that the period of admission matches the expiration date of the approved visa status.  Be sure to check the validity dates of your passport before travel.  If the passport expires prior to your approved visa status you should renew the passport before you return to the U.S.  If you do not renew the passport, upon re-entry to the U.S., the immigration officer will issue an admission record valid only until the passport’s expiration.

If you are a nonimmigrant employee who has a pending “change of status” petition (i.e., change from F-1 to H-1B) with the U.S. Citizenship and Immigration Services (USCIS), you must remain in the U.S. until a determination on the petition is rendered.  A nonimmigrant who travels abroad while an application for change of status is pending is considered to have abandoned the change of status portion of the petition.

Please email [email protected] or call (808) 956-0871 if you have any questions.

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
October 16 – 31, 2019	Friday, November 01, 2019	November 7, 2019
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.

All RCUH Human Resources online systems will be down on Sunday, 10/06/19 at 8:00 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 [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
October 1 – 15, 2019	Wednesday, October 16, 2019	October 22, 2019
October 16 – 31, 2019	Friday, November 01, 2019	November 7, 2019
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 Human Resources Department is now coordinating one-hour Individual/Employee Retirement (GRA/SRA) Plan Advisory Sessions with TIAA at JABSOM from October 1st – 3rd.  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
October 1st – October 3rd	John A Burns School of Medicine Medical Education Building Library, Room 107 651 Ilalo Street Honolulu, HI 96813	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*:

November 5^th – 7^th (Oahu – UHM Burns Hall)
December 10^th – 12^th (Hilo)

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

TO:  Principal Investigators, Project Administrators, and Fiscal Administrators

NOTE: This announcement is only applicable for Principal Investigators who missed the July 1, 2019 pay adjustments but submitted Annual Performance Evaluations by the September 13, 2019 deadline and will be providing their employees with pay increases/one-time payments effective October 1, 2019.

The online Pay Award/Personnel Action Form (PA/PAF) will be available for use via the Human Resources Portal from September 23, 2019 through October 8, 2019. All Principal Investigators who have submitted their employees’ Performance Evaluations by the September 13, 2019 deadline who would like to provide their employees with pay increases or a one-time payment effective October 1, 2019 must initiate and approve the online PA/PAF no later than October 8, 2019.

As a reminder, this is only applicable to RCUH regular-status employees (regardless of FTE).

To access the online PA/PAF:

• Login to the Human Resources Portal
• Click on “Manage Employees” Tab
• Click on “Annual Pay Awards (PA/PAF)”

The PA/PAF will include a retroactive one-time payment option for the July 1, 2019 through September 30, 2019 period if an increase to base is provided.

If you have previously submitted an online PA/PAF for July 1, 2019 for your program (distribution code), and did not provide an award to all eligible employee(s), you will need to submit a manual PAF for each employee for this action.  Please email the manual PAF to [email protected].  The deadline for the manual PAF is October 8, 2019.

If you have any questions, please contact the RCUH Human Resources staff listed below for further assistance.

Name	Phone	Email
Sharon Vong	956-0871	[email protected]
Jennifer Lin	956-7106	[email protected]
Taylor Sumi	956-6318	[email protected]

Thank you!

All RCUH Human Resources online systems will be down on Friday, 9/20/19 5:00 PM to 6:30 PM and Saturday, 9/21/19 6:00 PM (HST) to Sunday, 9/22/19 12:00 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 [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
September 16 – 30, 2019	Tuesday, October 01, 2019	October 7, 2019
October 1 – 15, 2019	Wednesday, October 16, 2019	October 22, 2019
October 16 – 31, 2019	Friday, November 01, 2019	November 7, 2019
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.

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
September 1 – 15, 2019	Monday, September 16, 2019	September 20, 2019
September 16 – 30, 2019	Tuesday, October 01, 2019	October 7, 2019
October 1 – 15, 2019	Wednesday, October 16, 2019	October 22, 2019
October 16 – 31, 2019	Friday, November 01, 2019	November 7, 2019
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.

TO:  All Principal Investigators Who Did Not Turn In Their Employees’ 2018-2019 Performance Evaluations 

The RCUH will provide Principal Investigators with a final chance to turn in all employees’ 2019 Annual Performance Evaluations in order to be eligible for the 2019 pay increases/adjustments. The deadline to turn in the Performance Evaluations is September 13, 2019.

RCUH Performance Evaluations:

• Short Form(may be used for all employees)
• Long Form(for exempt employees – supervisory or non-supervisory employees)

We will open up the Online Pay Award/Personnel Action Form (PA/PAF) on September 23, 2019 via the Human Resources Portal. The PA/PAF will allow for the following options:

• Pay Increase to Base Salary and/or One-Time Payment effective October 1, 2019
• Retroactive One-Time Payment for the duration of July 1, 2019 through September 30, 2019 (only if a percent increase to base is provided)

All PA/PAF’s must be initiated and approved via the PA/PAF on the Human Resources Portal no later than October 8, 2019.

If you have any questions, please contact the RCUH Human Resources staff for further assistance.

Name	Phone	Email
Sharon Vong	956-0871	[email protected]
Jennifer Lin	956-7106	[email protected]
Taylor Sumi	956-6318	[email protected]

Relevant RCUH Policies and Announcement:

• 2019 Annual Performance Evaluation Key Dates and Deadlines
• 3.410 RCUH 12-Month/Needs-Based Performance Evaluations
• 3.360 RCUH Performance-Based Compensation