Author: Ivy Ka

COMING SOON! Updated RCUH Human Resources/Employee Self-Service Portal (Launch Date: December 9, 2024)

The RCUH Human Resources Portal and Employee Self-Service will be going through a system upgrade. As part of this upgrade, the systems will move to a fluid version with an updated layout on Monday, December 9, 2024. The new layout provides users with better functionality when using the portals via mobile phone or tablet. For the HR Portal, we have rearranged some of the tiles and options within the tile to assist new users with processing personnel actions with RCUH.

We are offering 30-minute virtual sessions for Employee Self-Service and Human Resources Portal users on Friday, December 6, 2024 to preview the system interface before the systems upgrade goes live:

  • Employee Self-Service userscan register for the 10:00 AM to 10:30 AM session here.
  • Human Resources Portal users can register for the 2:00 PM to 2:30 PM session here.

Please note, registration will close at 8:00 AM on Wednesday, December 4, 2024.

Additionally, in preparation for going live with our updated portals, the RCUH Human Resources online systems will be down from Friday, December 6, 2024 at 6:00 PM to Sunday, December 8, 2024 at 12:00 PM noon (HST).  This will include:

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

We recognize the impact that this upgrade has on our operations and your work, and we are committed to making this transition as seamless as possible. We believe that the upgraded system will enhance your productivity and overall user experience.

Your feedback is valuable to us. As you start using the new RCUH Human Resources Portal/Employee Self-Service system, please don’t hesitate to share your thoughts and insights with us. We are here to provide any support you may need during this transition. We will continue to explore ways to improve our system and the user experience.

If you have any questions or feedback, please contact RCUH HR Information Systems via phone (808-956-8900) or email ([email protected]).

Federal Judge Rules to Strike Down the Fair Labor Standards Act (FLSA) Overtime Final Rule (Applicable to Exempt Employees)

TO:                 Principal Investigators, Supervisors, and Project Administrators

On November 15, a federal judge in the U.S. District for the Eastern District of Texas ruled to strike down the Fair Labor Standards Act (FLSA) overtime final rule. The decision rules against all components of the rule, meaning both the July 1, 2024 and January 1, 2025 salary thresholds are no longer in effect nationwide. The salary threshold for Exempt (not eligible for overtime) employees under the FLSA Salary Level Test will revert to the 2019 regulations ($35,568/year or $2,964/month).

Previously, RCUH Human Resources updated the Exempt Pay Schedule in response to the July 1, 2024 increase. We have decided that the current Exempt Pay Schedule (effective July  1, 2024) will remain as is to ensure competitive pay in today’s job market. Principal Investigators with concerns and/or questions may reach out to RCUH Human Resources ([email protected]) for assistance.

Relevant Links:

2024 Year End Important Dates (for PIs/Project Staff)

In our ongoing efforts to provide our project staff with early communication, please note the following 2024 Year-End Important Dates:

DatesDetails
ePAF Deadline: December 11, 2024 (Wednesday)Deadline for all retroactive payroll correction and adjustment requests for 2024. Pay period ending 12/15/2024 is the last payroll for the tax year 2024 and the last chance for retroactive payroll adjustments to be processed in the current payroll year. Any adjustments posted after pay period ending 12/15/2024 will be considered 2025 earnings/adjustments and will NOT be included in the employee’s W-2 form for 2024.
December 8, 2024 to December 31, 2024 – Taxable Travel Payments via the Financial Portal (FOR FAs ONLY)  Please hold on submitting or approving Taxable Travel Payments for RCUH Employees from December 8, 2024 to December 31, 2024. Travel Per Diems must be posted as taxable when they are received and due to timing the last payroll of the 2024 tax year is December 15, 2024, please hold off on processing during the requested times. Travel payments may resume on January 1, 2025.
FINAL PAYROLL DEADLINE FOR THE 2024 TAX YEAR:  December 16, 2024 (Monday) at NoonPayroll deadline for the 12/01 – 15/2024 pay period.  Please ensure that ALL eTimesheets are submitted and approved by the RCUH HR payroll deadline. Any late timesheets processed after pay period ending 12/15/2024 will be considered 2025 earnings/adjustments and will NOT be included in the employee’s W-2 form for 2024.
December 25, 2025 (Wednesday)Christmas Holiday
December 27, 2024 (Friday)Deadline to consent for electronic W-2 form and mailing/email address changes.  We ask that Projects encourage all of their employees to consent to receive their W-2 electronically through the secure Employee Self-Service site.
January 1, 2025 (Wednesday)New Year’s Day Holiday
First Payroll Deadline for the 2025 Tax Year: January 2, 2025 (Thursday) at NoonPayroll deadline for the 12/16 – 31/2024 pay period    

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

2024 Year End Checklist (for Employees)

In our ongoing efforts to provide our project staff with early communication, please consider these Year End preparations as we near the end of 2024.

IMPORTANT DATES:

  • December 16, 2024 at Noon: Final RCUH Payroll Deadline for Calendar Year 2024 (check with your project for internal deadline). Submit your eTimesheets early!
  • December 20, 2024: Deadline to consent for Electronic W-2 and update mailing/email address.
Checklist ItemsDetailsPath or Resource
W-2 Electronic ConsentPlease reference the Memorandum from Kira Higa, RCUH Director of Human Resources (RE: IRS From W-2 – Go Electronic: Safer and Faster Access to W-2s).Employee Self-Service> Payroll and Compensation > W-2/W-2c Consent
Review Form W-4Make any change if necessary (review personal withholding situation).You may use the IRS Tax Withholding Estimator for assistance with completing your Form W-4
Review Mailing/Email AddressesUpdates to your personal information can only be submitted via ESS during non-blackout dates (please refer to the 2024 Personnel Action and Payroll Calendar for blackout dates).Employee Self-Service> Personal Information > Home and Mailing Address
Employees with Tuition Reimbursement for Fall 2024 – Submit Grades!Submit Grades for the Fall 2024 Semester no later than December 13, 2024 to ensure that payment is processed in calendar/tax year 2024.Employee Self-Service>eUpload or email [email protected]

RCUH HR Important  Administrative Leave for RCUH Regular Salaried Employees During the 2024 Holiday Season

TO:         All Principal Investigators Employing RCUH Regular Full-Time Salaried Employees

FROM:  Kira Higa, Director of Human Resources

Governor Josh Green has issued an Executive Memorandum authorizing sixteen (16) hours of administrative leave for Regular Salaried employees on Friday, November 29, 2024 and either Tuesday, December 24, 2024, or Tuesday, December 31, 2024. Pursuant to the Governor’s and UH President’s memo, RCUH Executive Director Leonard Gouveia has authorized the following:

  1. Regular, Full-Time, salaried employees, who can be spared, will be given administrative leave with pay on Friday, November 29, 2024 and either Tuesday, December 24, 2024, or Tuesday, December 31, 2024 (a total of 16 hours). 
  2. This leave must be taken as a single, full, eight (8) hour day and may not be split into partial days.
  3. Part-Time, salaried employees shall be granted a proportionate amount, based off their Full-Time Equivalency (FTE), of administrative leave from their scheduled working time. For example, a Part-Time salaried employee at 50% FTE is entitled to four (4) hours of administrative leave.
  4. Employees paid on an hourly basis (not on a monthly salary) and employees on suspension or leave without pay status on the designated dates are not entitled to administrative leave.
  5. It is the responsibility of the Principal Investigator to ensure that arrangements for administrative leave are fairly applied to all eligible employees.
  6. Eligible employees required to work during these designated dates due to operational needs shall be given equivalent administrative time off at some other date determined by the Principal Investigator. This leave must be used on any two working days between Wednesday, November 27, 2024, and Friday, January 10, 2025.
  7. Eligible employees on vacation or sick leave on these dates should charge only the hours in excess of their applicable administrative leave. However, if adjustment to vacation credits would result in forfeiture, the employees should be allowed equivalent administrative leave off on other dates as determined by the Principal Investigator, not to be applied afterJanuary 10, 2025.

Despite the granting of administrative leave, the Governor reminded all Department Heads that the offices should be adequately staffed on December 24 and December 31 to provide necessary service to the public. Principal Investigators should take appropriate steps to ensure compliance with this requirement.

Time Reporting: On the RCUH eTimesheet, please report Administrative Leave hours using the Holiday Administrative Leave with Pay Code  “ADM” available as a drop-down option on the “Leave/Other Codes” row.

This allowance for Administrative Leave is solely to address Governor Green’s Executive Memorandum. This does not create a practice, nor expectation of future Administrative Leaves.

RCUH Core Offices will be closed all day on the following dates: Thursday, November 28, 2024; Friday, November 29, 2024; Wednesday, December 25, 2024; and January 1, 2025..

Any questions regarding this memo may be addressed to Director of Human Resources Kira Higa at [email protected].

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Now Available via HR Portal: Pay Award/Personnel Action Form (PA/PAF): Deadline to submit is October 10, 2024

TO:                 Principal Investigators, Supervisors, and Project Administrators

This announcement is applicable for Principal Investigators/projects that follow the Federal fiscal year or for PIs who have missed the first round (July) of the annual performance evaluation period and have submitted performance evaluations by the deadline for their eligible employees.

The online Pay Award/Personnel Action Form (PA/PAF) is now available via the Human Resources Portal.  This is the second step in the October annual performance evaluation period process to elect to provide eligible employees with the pay adjustment (increase to base salary) and/or award (one-time payment) effective October 1, 2024. There will be an option to provide eligible employees with a retroactive lumpsum payment covering July 1, 2024 to September 30, 2024.

Principal Investigators must complete and submit the PA/PAF no later than 4:30 P.M. on Thursday, October 10th. Employees will see the pay award or pay adjustment reflected on their pay statement on October 22 (pay day for the pay period October 1-15, 2024).

To access the online PA/PAF:

  1. Log in to the Human Resources Portal
  2. Click on “Manage Employees” Tab
  3. Click on “Annual Pay Awards (PA/PAF)”
  4. A copy of the October 2024 RCUH Pay Guidelines will be available for reference. You will only be able to initiate the PA/PAF for employees who meet the eligibility requirements.

If you have any questions or have difficulty accessing the PA/PAF, please contact RCUH Human Resources at (808) 956-7106 or [email protected].

RCUH HR IMPORTANT – RCUH Human Resources Online Systems Down Sunday, 08/11/24 from 2:00 AM to 10:00 AM

All RCUH Human Resources online systems will be down on Sunday, 08/11/24 from 2:00 AM (HST) to 10:00 AM (HST) for system maintenance.

The maintenance will include:

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

We apologize for any inconvenience this may cause.

If you have any questions, please contact RCUH HR Information Systems at (808) 956-8900 or [email protected].

October Round of the 2024 Annual Performance Evaluation Period: Performance Evaluations due by September 16 for October 1, 2024 Effective Date

TO: Principal Investigators, Supervisors, and Project Administrators

This announcement is applicable for Principal Investigators/projects that follow the Federal fiscal year or for PIs who have missed the first round (July) of the annual performance evaluation period.

Pursuant to 3.410 RCUH 12-Month/Needs Based Performance Evaluations, all Regular-Status employees must receive an Annual Performance Evaluation. Click below to access the form:

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

Deadline to submit Performance Evaluations: September 16, 2024 (Monday)

PIs must complete and submit the performance evaluation to provide their employee with a pay adjustment or award, effective October 1, 2024. There will be an option to provide employees with a retroactive lumpsum payment covering July 1, 2024 through September 30, 2024.

The online Pay Award/Personnel Action Form (PA/PAF) will be available September 23, 2024 for projects to submit their pay award/adjustments for employees. Additional information will be provided at a later date.

Please contact RCUH Human Resources if you have any questions regarding the Performance Evaluation process at (808) 956-7106 or [email protected].

New RCUH Website Features – Applicant Portal & Help Resources

Our RCUH website will soon have two new features: an applicant portal login and help resources page for employees and supervisors.

Applicant Portal

Based on applicant inquiries we received, a separate login page was created for applicants below the Financial and HR/Employee Self-Service Portals on our RCUH home page.  This link will direct them to the same Sign In page found on the top right corner of our Careers page.  

There are no changes to the application process.  With the additional, more visible login portal, new and returning external applicants can easily access their user account to submit applications.  If you have any questions, please contact HR Recruitment at [email protected]. 

Help Resources

The new Help Resources page contains user guides with helpful information regarding RCUH procedures and internal systems in an effort to increase understanding and access to information for our employees and project staff. The Help Resources page contains two subsections:

  • Employee Resources:
    • This page will provide information pertaining to our RCUH employees, including user guides explaining procedures within Employee Self-Service, log-in assistance, & more.
  • HR Portal: Supervisor’s Toolkit:
    • This page will provide information to support our project staff (Principal Investigators, Supervisory Authorities, etc.) including user guides that outline procedures across the employee life cycle, from HR Portal Access to employee terminations.

We hope that the Help Resources page will positively impact our employees and project support staff. If you have any questions, please contact the HR Information Systems section at [email protected]. 

Now Available via HR Portal: Pay Award/Personnel Action Form (PA/PAF): Deadline to submit is July 10, 2024

TO: Principal Investigators, Project Administrators, and Fiscal Administrators

The online Pay Award/Personnel Action Form (PA/PAF) is now available via the Human Resources Portal through Wednesday, July 10, 2024.

This is the second step in the annual performance evaluation period process to elect to provide the pay award/adjustments. Please note this is only applicable for those who submitted performance evaluations by the deadline and are providing their eligible employees with pay adjustment (increase to base salary) or award (one-time payment).

Principal Investigators must complete and submit the PA/PAF no later than 4:30 P.M. on Wednesday, July 10th. Employees will see the pay award or pay adjustment reflected on their pay statement on July 22nd (pay day for the pay period July 1-15, 2024).

To access the online PA/PAF:

  1. Log in to the Human Resources Portal
  2. Click on “Manage Employees” Tab
  3. Click on “Annual Pay Awards (PA/PAF)”
  4. A copy of the 2024 RCUH Pay Guidelines will be available for reference. You will only be able to initiate pay awards or pay adjustments for employees who meet the eligibility requirements.

If you have any questions or have difficulty accessing the PA/PAF, please contact RCUH Human Resources at (808) 956-7106 or [email protected].