TO: All RCUH Regular Status (50-100% FTE) Employees who are currently active and enrolled in Flexible Spending Plan Accounts for Plan Year July 1, 2016 – June 30, 2017

There is less than thirty (30) days left to utilize your current active Flexible Spending Plan Accounts (Medical Expense & Dependent Care Expense Reimbursement Accounts).  The end of the current Flexible Spending Plan Year is quickly approaching (June 30, 2017).  Services must be incurred by June 30, 2017.  If you experience a change in your employment status (i.e., loss of eligibility, termination of employment) prior to June 30, 2017, you have up until the effective date of your employment status change to incur services.  Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS).

You have ninety (90) days after June 30, 2017 to claim/submit reimbursements for the plan year July 1, 2016 through June 30, 2017 by completing the NBS reimbursement form and submitting it along with all copies of your receipt(s) and required documentation directly to National Benefit Services (NBS) via fax, mail, or email:

• Toll Free Fax: (844) 438‐1496
• Mail: National Benefit Services, LLC P.O. Box 6980, West Jordan, UT 84084
• Email: [email protected] (PDF, TIFF or JPEG files only)

If you have any questions or need additional reimbursement forms, please call (800) 274-0503 ext. 502 or download the forms from the NBS website.

IMPORTANT NOTICE!

Flexible Spending Accounts – Medical and/or Dependent Care Expense Reimbursement Account(s): This benefit will not automatically continue into the new plan year.

Mahalo,

RCUH Human Resources

 

Effective July 1, 2017, the RCUH will initiate pay rate increases to all active Student Assistants in order to align RCUH’s Student Assistant Pay Rate Schedule with the University of Hawai‘i’s Student Assistant Pay Rate Schedule.

You do not need to submit any online or manual personnel action forms to make this change. The RCUH Human Resources Office will initiate these pay rate changes for all Student Assistants automatically. However, after July 1, 2017, your office must initiate any subsequent pay rate changes associated with Step Pay Rate changes (i.e. Reclassification of Duties from Step A3-1 to Step A3-2) via a manual Personnel Action Form (PAF).

Please refer to the links below for more information about RCUH student employment.

• 3.211 RCUH Student Employment
• RCUH Student Assistant Pay Rate Schedule

If you have any questions, please contact RCUH Human Resources/Employment at (808) 956-7307 or via email at [email protected].

Reminder: June 1-November 30 is hurricane season. For more information on hurricane activity and education please visit:

http://www.prh.noaa.gov/cphc/

Employees are encouraged to sign up for UH Alert to be informed via text message about emergency situations affecting the 10 UH campuses http://hawaii.edu/alert. Notifications affecting UH campuses will be posted at http://hawaii.edu/emergency.

If a project is unable to offer work to their RCUH employees due to unforeseen disruptions, please follow the guidelines provided in this memo.

Please contact (808)956-3100 or [email protected] if you have any questions.

In order to minimize searching for the RCUH timesheets each pay period, we will have the current RCUH timesheet available in the Current News section of the RCUH website on the first working day of each pay period.

Click here for the June 1-15, 2017 Timesheet
Payroll Deadline is June 16, 2017 noon
Payday for this timesheet is June 22, 2017

**Payroll Deadlines are strictly enforced – NO EXCEPTIONS

Click here for the June 16-30, 2017 Timesheet

If you have any questions or concerns, please do not hesitate to contact us at [email protected] or 956-3100.

**Please note this training is managed and conducted by the Hawaii State Ethics Commission and not RCUH. Feel free to contact the Hawaii State Ethics Commission directly with any questions or concerns – contact information can be found at the bottom of this announcement.

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The Hawaii State Ethics Commission will be offering ethics training in June to state employees on Kauai.  Online registration is now open:  http://ethics.hawaii.gov/2017-06-30kauai/.  We encourage employees to register early because seating is limited.  Training date and location are as follows:

Date:               June 30, 2017
Time:              10:00 a.m. – 11:30 a.m.
Location:        Kauai Fifth Circuit
Puʻuhonua Kaulike Building
Multipurpose Room, First Floor
3970 Kaʻana Street
Lihue, Hawaii

The class is open to all state employees.  Please forward this information to employees in your agency and encourage employees who have not received ethics training to attend an ethics training this year.

Please contact our office (808) 587-0460 or [email protected] with any questions you may have.

Thank you for your support of ethics education!

Hawaii State Ethics Commission
1001 Bishop Street, Suite 970
Honolulu, Hawaii  96813

Telephone:  (808) 587-0460

ATTENTION:  Regular status employees 50-100% FTE

If you are currently participating in RCUH’s Group Retirement Annuity (GRA) and/or Supplemental Retirement Annuity (SRA) plans administered through TIAA-CREF OR if you are interested in enrolling into a TIAA-CREF SRA plan, the RCUH Human Resources Department is now coordinating one-hour Individual/Employee Retirement Counseling Sessions with TIAA-CREF.  During these meetings, you will be able to discuss your personal financial/retirement goals with a TIAA-CREF Financial Consultant, on a free and confidential basis.

A TIAA-CREF representative will be able to assist you with planning for your retirement goals, including:

• Setting realistic goals for key life events and retirement
• Reviewing your investment mix and strategy
• Selecting your TIAA-CREF options
• Learning about TIAA-CREF retirement income flexibility

For employees unfamiliar with the SRA plan, it 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 towards an individual retirement plan (i.e., SRA) through our third party administrator, TIAA-CREF.  Enrolling or making changes to your SRA election may be done at any time during the year. For more information about the GRA and SRA plans, please go to our website, www.rcuh.com and review the RCUH Retirement Plans Policy (3.560).

We have reserved the following dates and times for Individual Sessions:

Dates	Location	Times
June 20, 2017	John A. Burns Hall Room 4012 – Honolulu 1601 East-West Rd. Honolulu, HI  96848	9:00am – 4:00pm
June 21, 2017	John A. Burns Hall Room 4012 – Honolulu 1601 East-West Rd. Honolulu, HI  96848	9:00am – 4:00pm
June 22, 2017	John A. Burns Hall Room 4012 – Honolulu 1601 East-West Rd. Honolulu, HI  96848	9:00am – 4:00pm

To schedule an appointment, please use our secure Web site at:

http://www.tiaa-cref.org/schedulenow

If you have questions or are unable to schedule an appointment online, please call our Service and Scheduling Group at 800-732-8353 Mon-Fri 6am – 3pm Hawaii time.

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.

In order to minimize searching for the RCUH timesheets each pay period, we will have the current RCUH timesheet available in the Current News section of the RCUH website on the first working day of each pay period.

Click here for the May 16-31, 2017 Timesheet
Payroll Deadline is June 1, 2017 noon
Payday for this timesheet is June 7, 2017

**Payroll Deadlines are strictly enforced – NO EXCEPTIONS

Click here for the June 1-15, 2017 Timesheet

If you have any questions or concerns, please do not hesitate to contact us at [email protected] or 956-3100.

Two additional training sessions have been added:

• Thursday, May 25: 9:00am – 10:30am
  • Kauai Community College: OCET 106
• Friday, May 26: 9:00am – 10:30am
  • UH Manoa, Burns Hall 4005

We encourage all Principal Investigators and Project/Program Managers to attend this training since we will be reviewing our forms and processes.

Agenda:

• Revised Performance Evaluation Forms
• PA/PAF Training

To register for training, RCUH employees may also register through Employee Self Service (ESS). If you have difficulty signing up, please contact RCUH Human Resources at 956-3100 or [email protected]. **Please note that the search function is case sensitive – please type in “Oahu”, or “Kauai” for trainings available on your island.

Individuals who require special needs accommodations may request assistance in writing to [email protected] prior to the scheduled meeting.

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Performance Evaluation forms can be found on our policy page (policy 3.410). There are 4 versions of the form as listed:

• Mac Version: Long Form
• Mac Version: Short Form
• PC Version: Long Form
• PC Version: Short Form

 

Key Dates for July 1, 2017 effective date

Date, Deadlines, Time Periods	Key Issues
July 1, 2016 – June 30, 2017	Standard Performance Evaluation Period
July 1, 2017	Effective Date of Pay Adjustment
October 1, 2017	Optional Effective Date of Pay Adjustment
May 1 – June 16, 2017	Principal Investigators complete and conduct Performance Evaluations with RCUH staff for July 1, 2017 effective date
June 16, 2017	DEADLINE – Performance Evaluations to RCUH Human Resources Department
June 22, 2017	PA/PAF available to PI’s for July 1, 2017 effective date
July 11, 2017	Deadline for PI to complete PA/PAF for July 1, 2017 effective date

 

Key Dates for October 1, 2017 effective date

Date, Deadlines, Time Periods	Key Issues
July 1, 2016 – June 30, 2017	Standard Performance Evaluation Period
October 1, 2017	Effective Date of Pay Adjustment
May 1 – June 16, 2017	Principal Investigators complete and conduct Performance Evaluations with RCUH staff for July 1, 2017 effective date
September 15, 2017	DEADLINE – Performance Evaluations to RCUH Human Resources Department
September 22, 2017	PA/PAF available to PI’s for July 1, 2017 effective date
October 10, 2017	Deadline for PI to complete PA/PAF for October 1, 2017 effective date

 

Please note that deadline dates will not be extended. You may submit performance evaluation forms by the following methods:

• Email: [email protected]
• Fax: (808) 956-9423
• Mail:

RCUH Human Resources

1601 East West Road, Burns Hall

4^th Floor, Makai Wing

Honolulu HI 9648

To: All RCUH Regular Status (50-100% FTE) Employees

Our Annual 2017-2018 Benefits Open Enrollment Sessions have ended and were held from Monday, May 1, 2017 through Monday, May 8, 2017.  Thank you to all who attended our Annual Benefits Open Enrollment Sessions.  We appreciate you taking the time to attend to better understand your benefits and ask questions about the upcoming changes.

As a FINAL REMINDER, all Benefits Open Enrollment Form(s) must be received no later than 4:30p.m., Wednesday May 17, 2017 (NO EXCEPTIONS).  If your form(s) are not received by the stated deadline, you will need to wait until the next Annual Open Enrollment Period to make any enrollments/changes to your benefit plan(s), unless you experience a mid-plan year qualifying event. If you are waiving your health coverage for this plan year, you will need to submit your waiver form to us.

IMPORTANT NOTICE!

Flexible Spending Accounts – Medical and/or Dependent Care Expense Reimbursement Account(s): You MUST ENROLL by submitting the RCUH Flexible Spending Enrollment/Change Form (B-5F) with your election amounts(s) for the new plan year. This benefit will not automatically continue into the new plan year.

Submit forms either by (original copy(ies) is not needed):

Email: [email protected]

Mail:

RCUH Human Resources

1601 East-West Road

Burns Hall 4^th Floor, Makai Wing

Honolulu, HI 96848

Fax: (808) 956-5022

If you have any questions, please contact:

RCUH Human Resources Benefits Department

Phone: (808) 956-2326 / (808) 956-0456

Email: [email protected]

IMPORTANT UPCOMING DATES TO REMEMBER
June 6-9, 2017	Check your email for your 2017-2018 Open Enrollment Benefits Confirmation Statement
July 1, 2017	Start date of Benefits Enrollment/Changes (New Benefits Plan Year)

Mahalo,

RCUH Human Resources

REMINDER:  RCUH Payroll Deadlines are strictly enforced. No exceptions will be made to process timesheets that do not meet the established RCUH Payroll Deadline. 

The deadline for Projects to submit timesheets and all required supporting documents is 12:00 noon on the established RCUH Payroll Deadline day.

Employees must submit their signed timesheets and supporting documents to their projects for review and certification prior to the RCUH Payroll Deadline.  Employee timesheets submitted directly to RCUH Payroll by an employee without Principal Investigator certification will not be processed.

Failure to submit timesheets and all required supporting documents to RCUH Payroll by the deadline will result in employees not being paid, or fully paid, on time and may affect benefits eligibility.  Supporting documents are required for leaves such as jury duty, parent-teacher conference, bereavement and military leave, if applicable.

The RCUH Payroll Deadline also applies to timesheets that require co-certification by PI for employees who have been delegated the PI’s responsibilities for timesheet submission to RCUH, which also includes submission of their own timesheet.  See Payroll & Certification Procedures for details.

Timekeeping Tip: It is strongly recommended that a back-up timekeeper is established in the event that a PI/timekeeper is unable to complete the project’s timekeeping tasks

Reference RCUH Policy: 3.810 RCUH Payroll & Certification

You may also refer to:

Payroll & Certification Procedures for Principal Investigators (NEW)

Payroll & Certification Procedures for Employees (NEW)

For further assistance, please email the RCUH Payroll staff at [email protected].