To:      All Principal Investigators and Fiscal Administrators
Effective January 1, 2016, the RCUH has posted the revised RCUH Vacation Leave policy. If you have any questions regarding the finalized policy, please email Nelson Sakamoto, Director of Human Resources at [email protected].

ATTENTION:  RCUH Employees Who Are Kaiser Permanente Health Plan Subscribers

Kaiser Permanente will be sending all their subscribers important information regarding the recent news media announcement of Saturday closures of Kaiser Permanente Clinics. Kaiser Permanente will provide their members with clarification of their services as follows:

• Starting February 29, 2016, Kaiser Permanente will begin to extend hours and expand access at their Moanalua Medical Center’s After-Hours Care (AHC) clinic on Saturdays (8 a.m. – 10 p.m.), which will match their AHC hours on Sundays.
• If you need urgent care, you are encouraged to call ahead for a same-day appointment with one of their providers in the After-Hours Care clinic. In some cases, you may be able to do the appointment by phone.
• In addition, after-hours care will continue to be available at Maui Lani Medical Office (8 a.m. – 5 p.m.) on Saturdays and Sundays, and at their community providers on Hawaii Island.

Also beginning the week of February 29, 2016, Kaiser Permanente will be making the following changes:

• More primary care physician appointments Monday through Friday. Appointments can be made online at kp.org with any primary care physician at any clinic.  Same-day appointments also are available.
• Pharmacies and labs will remain open on Saturdays at our Honolulu, Waipio, and Maui Lani Medical Offices and the pharmacy is always open at Moanalua Medical Center.
• You can continue to get mammograms on Saturdays at Moanalua Medical Center (8 a.m. – 5 p.m.) and Honolulu Medical Office (8 a.m. – noon).
• Hours for vision care will be extended at our Honolulu and Waipio Medical Offices. Please check kp.org/locations in February for details.
• For your convenience, popular services such as sports physicals and well checks (regular check-ups) will be available on select Saturdays throughout the year. In addition, we’ll continue to offer health classes at several locations on Saturdays

Kaiser Permanente has also been adding many convenient ways for you to access their care and services, including:

• Phone appointments for primary care and after-hours care,
• Emails to physicians,
• Nurse advice by phone,
• 24/7 access on kp.org to fill new or refillable prescriptions, schedule appointments, and view test results from the convenience of your computer or mobile device. They will continue to add services to kp.org, such as video visits and more.

If you have any questions about how to get the care you need, please contact Kaiser Permanente’s Customer Service department at 1-800-966-5955. Kaiser Permanente’s new hours (effective February 29, 2016) are posted at kp.org/locations.

TO:         All Principal Investigators, Administrative/Fiscal Officers and Employees

FROM:   Nelson Sakamoto
Director of Human Resources

March 25, 2016 (Friday) has been designated as the official day to observe both the Prince Jonah Kuhio Kalanianaole Day and Good Friday holidays. Eligible RCUH employees (e.g., consistent with RCUH Policy No. 3.344 – Holidays & Holiday Pay) will be entitled to observe the second holiday as a floating holiday within the 2016 calendar year.

RCUH will allow Principal Investigators to exercise two options: (1) Designate the Floating Holiday for business/operational reasons and/or (2) Mutually agree with the employee to designate a Floating Holiday.

1. Designation by Principal Investigator for Business/Operational Reasons:  Principal Investigators may designate the date of the Floating Holiday for business/operational reasons.  An example, designate the Columbus Day (October 10, 2016 is a Federal, but not State Holiday) as the designated Floating Holiday for project employees working with Federal employees at Federal offices or installations. Principal Investigators may designate a holiday for selected employees, based on business/operational reasons.
2. Designation by Mutual Agreement:  Allow employee and Principal Investigator to mutually agree on a Floating Holiday from March 28 through December 31, 2016.

Administration of the March 25, 2016 Floating Holiday

1. Eligibility & Date of Hire: The “March 25^th Floating Holiday” is only applicable to Regular status employee(s) (e.g., eligibility is based on RCUH Policy No. 3.344 – Holidays & Holiday Pay) hired (i.e., start date) prior to March 25, 2016.
2. Payroll/Time Reporting: Use the new “Floating Holiday” Code on Timesheet = FHL to report the employee(s) use of the March 25^th Floating Holiday.
3. Holiday Pay Based Employee’s status on Date Taken:  Floating Holiday will be paid at the FTE, pay rate, and project account at the time it is taken.
4. Termination Payout of Floating Holiday:  Your project will be responsible for paying out the FHL if an employee terminates his/her employment with your project prior to taking FHL. This payout will be part of employee’s final time report paid from your project’s applicable project number.
5. Full day equivalent:  No “partial floating holiday” will be allowed.  The “March 25^th Floating Holiday” will be used as a whole day work equivalent to the employee’s FTE on the date the employee takes the floating holiday.
6. Year-end Default Payout: Employees who fail to take the floating holiday on or before December 31, 2016 (i.e., last working day of pay period 12/16-31/2016) will receive an automatic FHL payout.  There will be no carryover of the floating holiday beyond the last working day of 2016.

Please contact me at (808) 956-6965 or [email protected] if you have any questions concerning the March 25^th Floating Holiday.

The RCUH payroll deadline for the 1/01 – 1/15/16 pay period is 12:00 noon on FRIDAY, JANUARY 15, 2016. The deadline has been moved up one day due to the Dr. Martin Luther King, Jr. Day holiday.

IMPORTANT:

• Online timesheets will be available starting Wednesday, January 13, 2016.
• Online timesheets must be submitted no later than 12:00 noon, Friday, January 15, 2016.
• Be sure to check for verification of your electronic submission (name, date, time and confirmation number) and that the correct number of timesheets were submitted (x of x).
• Supporting documentation must be submitted to RCUH Payroll by 12:00 noon, Friday, January 15, 2016.
• RCUH employees will NOT be paid if the online timesheets are not submitted by the RCUH payroll deadline.
• Late timesheets will be processed retroactively with the next scheduled payroll processing.

For your convenience, click here to view the 2016 Human Resources Personnel Action & Payroll Calendar.

Should you have any questions, please contact the RCUH Payroll Staff at [email protected].

Thank you
RCUH Payroll Staff

ATTENTION:  RCUH Employees Who Are Kaiser Permanente Health Plan Subscribers
Kaiser Permanente will be sending all their subscribers an annual mailing that includes information on the following topics:

• Information about quality care
• Notice of privacy practices
• Arbitration agreement procedure
• Utilization management
• Mastectomy-related coverage

To view electronically, follow the link to: Annual Notice to Health Plan Subscribers and Prospects.

If you have any questions, please contact Kaiser Permanente directly at 808-432-5955 or visit their website at http://my.kp.org/rcuh/.

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 January 1-15, 2016 Timesheet
PAYROLL Deadline is January 15, 2016 noon
Payday for this timesheet is January 22, 2016

Next Announcement: January 19 (January 16-31)

Deadline to Submit Consent:  Monday, January 18, 2016

TO:

RCUH Employees Who Have Worked 50% Full-Time Equivalency or More Who Have Enrolled in Health Coverage During the 2015 Calendar Year

RCUH Employees Who Have Worked 75% Full-Time Equivalency or More Who Have Been Offered Health Coverage During the 2015 Calendar Year

As part of our compliance with the Patient Protection and Affordable Care Act Law (PPACA), the RCUH is required to provide you with Form 1095-C. Form 1095-C will provide you with important information about the health insurance coverage that was offered to you (and your family if applicable) during the 2015 calendar year. The RCUH will provide employees with the option to sign up for an electronic Form 1095-C for the 2015 tax filing starting today.

Deadline to consent for electronic 1095-C forms: January 18, 2016 (if you do not consent, a paper Form 1095-C will be mailed to your mailing address on record.

How do I consent for an electronic 1095-C form? The electronic Form 1095-C application on the RCUH Employee Self-Service (ESS) system provides you with a secure and convenient way to receive your 2015 Form 1095-C. You will need to follow one of the two options listed below. A confirmation of your consent or withdrawal of your consent will be sent to your primary email address on record.

1. Click here https://LinktoConsent

OR

1. Access www.rcuh.com and click on Employee Self-Service  > Benefits > 1095-C Consent

We will notify you by email when your electronic Form 1095-C is available (currently scheduled for distribution on Friday, January 29, 2016).

If you have any questions about your coverage or the ACA, please contact [email protected]. If you are having difficulties logging in to ESS or accessing the 1095-C consent page, please contact [email protected].

Mahalo!
RCUH Benefits Staff

The RCUH payroll deadline for the 12/16 – 12/31/15 pay period is 12:00 noon on THURSDAY, DECEMBER 31, 2015. The deadline has been moved up one day due to the New Year’s Day holiday. 

IMPORTANT:

• Online timesheets will be available starting Tuesday, December 29, 2015.
• Online timesheets must be submitted no later than 12:00 noon, Thursday, December 31, 2015.
• Be sure to check for verification of your electronic submission (name, date, time and confirmation number) and that the correct number of timesheets were submitted (x of x).
• Supporting documentation must be submitted by RCUH Payroll by 12:00 noon, Thursday, December 31, 2015.
• RCUH employees will NOT be paid if the online timesheets are not submitted by the RCUH payroll deadline.
• Late timesheets will be processed retroactively with the next scheduled payroll processing.

Should you have any questions, please contact the RCUH Payroll Staff at [email protected].