Author: Jake Castillo

RCUH Financial System – Modernized User Interface, Announcement No. 6 – Post Implementation Updates

Thank you for your patience as we work to resolve the issues that have arisen on our modernization project. We sincerely apologize for the frustrations you may have experienced with the problems that have surfaced. We are working diligently to correct them and provide you with a more positive user experience. Thank you for your understanding.

Please continue to provide us with your feedback (good or bad) so we can ensure that our financial system meets your needs.

Many of the issues have been fixed; the remaining ones will be resolved shortly.

Here is an update on the issues to date:
Common Issues
NOTE:If you have documents you created prior to December 28 and received an error related to an issue below, you may need to delete the pending document and create a new document.

Issue Status
Purchase Order: Not able to process a $0 line item Fixed
Travel Completion: Not able to process a $0 travel completion Fixed
Travel Forms: M&IE Minus Days not allowing 2 digits after the decimal Fixed
Travel Forms: Arrival/Departure times changing in Trip Itinerary section In Progress
Payments: Not able to process payments for projects past termination date Fixed
Mileage: Not able to deduct miles Fixed
Mileage: Miles rounding to the nearest whole number Fixed
Direct Payments Listing: Missing check date, check number, or approved date In Progress
Equipment Inventory: Invalid error equipment cost total does not match payment line item total. Fixed
RCUH Payroll Report: Download link not working Fixed

Search Function
Based on user feedback, we are also working on an enhanced search function to:

  • Provide a Search ALL function to search all Purchasing, Payment, and Travel transactions in one place.
  • Provide functionality to search (by words, numbers, etc.) WITHIN the documents themselves.

For now, to perform a search in the system, you’ll need to know what type of document you are looking for.

  • Purchasing now includes POs, PO Changes, and PO Payments. To search for a PO Payment, search in the Purchasing section; you will no longer find it in the Payments section.
  • Direct Payments are in their own group.
  • Travel now includes Travel Requests and Travel Completions. To search for a Travel Request, search in the Travel section; you will no longer find it in the Purchasing section. To search for a Travel Completion, search in the Travel section; you will no longer find it in the Payments section.

Training
We are offering special training sessions to ensure that all of your questions are answered.If you or your business unit would like to request a special training session, please contact Maile Brooks. It is our goal to provide a good user experience.

For additional resources, please refer to the earlier notices posted on:

  • November 18, 2015 – RCUH FS Modernized User Interface, Announcement No. 2 – Webinar Materials
  • November 19, 2015 – RCUH FS Modernized User Interface, Announcement No. 3 – User Guide and Training Videos

Questions or Need Assistance

Issue: Contact:
Enhancements or Training Requests Maile Brooks at [email protected] or (808) 988-8340
User Access Janice Sato at [email protected] or (808) 988-8345
Processing Problems Rick Fujioka at [email protected] or (808) 988-8346

TIAA-CREF Individual Retirement Counseling Sessions

b>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
January 12, 2016 Institute for Astronomy, Room 131
640 N Aohoku Pl, Hilo, HI 96720 		9:00am – 4:00pm
January 13, 2016 Institute for Astronomy, Room 131
640 N Aohoku Pl, Hilo, HI 96720		 9:00am – 4:00pm
January 14, 2016 Institute for Astronomy, Room 131
640 N Aohoku Pl, Hilo, HI 96720		 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.  For more information or to request an accommodation due to your disability, contact YeeYeng Lim at (808) 956-6979 or email [email protected] at least one week prior to the session.

12:00 noon on THURSDAY, DECEMBER 31, 2015 – RCUH Advanced Payroll Deadline for Pay Period Ending 12/31/15

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].

RCUH Employee Driver’s License Information

TO: RCUH Employees

Effective December 17, 2015, all RCUH employees who drive a vehicle during their working hours or for any job related functions, will be required to provide RCUH HR their valid Driver’s License information.  This information is being requested to ensure that RCUH is able to continually maintain its insurance coverage.

We are aware that you were previously asked to manually provide your license number and state of issuance to our Risk Management Section.  In an effort to avoid such future requests, we have created a new system in our Employee Self Service (ESS), which allows us to securely maintain your information without a need for yearly requests/updates; you will only need to update your information if it changes or expires.  Our new system requires that you input your license number and state of issuance, as well as the expiration date, to ensure that all information is kept current.

You may input your information by going to our home page www.rcuh.com and logging on to the ESS.  Once logged in, navigate to Main Menu > Self Service > Personal Information > Driver’s License Data to update your information.

If you have any difficulties logging on to ESS, please contact [email protected].

The information you provide will be handled confidentially by RCUH, and as required by the Privacy Act of 1974.  The information will only be submitted to RCUH’s insurance company for liability insurance coverage purposes.

We ask that you input your information by February 29, 2016.

Thank you,
RCUH Human Resources

Payment Approval Deadline on December 24 and 31

The payment approval deadline on December 24 and December 31 is 12:00 noon.  On-line payment transactions approved by fiscal officers by 12:00 noon on December 24 and 31 will be included in the daily check print.

The last check run for the calendar year will be on Thursday, December 31, 2015. Month-end processing will commence at 12:00 noon on December 31, 2015 During this period, on-line purchasing, payment, and travel transactions can be initiated, fiscal officers will NOT have the ability to approve transactions. Transactions approved after 12:00 noon on December 31 will NOT be included in the project reports for the month of December.

If you have any questions, please contact Maile Brooks at (808) 988-8340 or [email protected].

Advanced Payroll Deadline for Pay Period Ending 12/31/15 and for 2016

The 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.

Please note below the advanced payroll deadlines for Pay Period Ending 12/31/15 and for 2016. All other payroll deadlines remain as usual (one working day after the end of the pay period).

Pay Period Ending Payroll Deadline* Holiday in Pay Period Payday
12/16/15 – 12/31/15 12/31/15
12:00 noon		 New Year’s Day (1/01/16) 1/07/16
1/01/16 – 1/15/16 1/15/16
12:00 noon		 Dr. Martin Luther King, Jr. Day (1/18/16) 1/22/16
6/16/16 – 6/30/16 6/30/16
12:00 noon		 Independence Day (7/04/16) 7/07/16
8/01/16 – 8/15/16 8/15/16
12:00 noon		 Statehood Day (8/19/16) 8/22/16
8/16/16 – 8/31/16 8/31/16
12:00 noon		 Labor Day (9/05/16) 9/07/16
12/16/16 – 12/31/16 12/30/16
12:00 noon		 New Year’s Day (1/02/17) 1/06/17

*Payroll Deadline – when RCUH online timesheet submission, and supporting documentation, is due to RCUH Payroll.

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

2015 Normal Work Schedules: December 24th (Christmas Eve) & 31st (New Year’s Eve)

TO:                All Principal Investigators & Project Managers/Administrators
FROM           Nelson Sakamoto
                      Director of Human Resources

SUBJECT: 2015 Normal Work Schedules: December 24th (Christmas Eve) & 31st (New Year’s Eve)

There will be no special notices relating to work schedules for December 24th (Christmas Eve) or December 31st (New Year’s Eve).  This is consistent with the University of Hawaii and other State agencies.  You should plan accordingly.

REMINDER – TIMESHEETS: As a reminder, please be sure to turn in your timesheets for the December 16-31, 2015 pay period no later than Noon, Thursday, December 31, 2015.  (For those wishing to submit your timesheet earlier) we will have your online timesheets available starting Tuesday, December 29, 2015.

We wish all of you a safe and happy holidays.

Hawaii State Minimum Wage – Increase to $8.50 per hour (Effective January 1, 2016)

TO:      All Principal Investigators and Fiscal Administrators

Effective January 1, 2016, the Hawaii State Minimum Wage will increase from $7.75 per hour to $8.50 per hour. There will also be subsequent increases to the minimum wage through Year 2018 as outlined below.
The minimum wage will increase as follows:

Effective January 1, 2017 $9.25 per hour
Effective January 1, 2018 $10.10 per hour

For PI’s whose employees are making less than $8.50 per hour: RCUH will reach out to you directly to inform you of your affected employees and will prepare the necessary paperwork to ensure that your employee’s compensation rate is adjusted accordingly.

IMPORTANT REMINDER: As required by the Hawaii Wage and Hour law and RCUH Policy 3.920 RCUH Federal and State Posting Requirements, you are responsible for posting the a href=”http://labor.hawaii.gov/wsd/files/2014/06/Minimum-Wage-Poster-June-2014.pdf”>“Notice to Employees – Hawaii State Minimum Wage poster.”

If you have any questions, please email Renee Doi, Assistant Director of Human Resources at [email protected].

RCUH Timesheet for December 16-31, 2015 pay period

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 December 16-31, 2015 Timesheet
PAYROLL Deadline is December 31, 2015 noon
Payday for this timesheet is January 7, 2016

Next Announcement: January 2 (January 1-15)

RCUH Financial System – Modernized User Interface, Announcement No. 5 – Post Implementation Updates

The modernized user interface was launched two weeks ago. We hope you are finding that the modernized system is more intuitive and user friendly. THANK YOU to those who have shared their feedback and reported issues to us. Please continue to provide us with your feedback.

Some of the issues have been fixed, and we appreciate your patience as we continue to work on improving our system.

Common Issues
Following is a list of common issues and the current status (as of December 9, 2015). If you have documents you created prior to December 9 and received an error related to an issue below, you may need to delete the pending document and create a new document.

Issue Status
Purchase Order: Not able to process a $0 line item Fixed
Travel Completion: Not able to process a $0 travel completion Fixed
Travel Forms: M&IE Minus Days not allowing 2 digits after the decimal Fixed
Payments: Not able to process payments for projects past termination date Fixed
Mileage: Not able to deduct miles Fixed
Mileage: Miles rounding to the nearest whole number Fixed
Direct Payments Listing: Missing check date, check number, or approved date In Progress
Equipment Inventory: Invalid error equipment cost total does not match payment line item total. In Progress
RCUH Payroll Report: Download link not working In Progress

Search Function
Based on user feedback, we are also working on an enhanced search function to:

  • Provide a Search ALL function to search all Purchasing, Payment, and Travel transactions in one place.
  • Provide functionality to search (by words, numbers, etc.) WITHIN the documents themselves.

For now, to perform a search in the system, you’ll need to know what type of document you are looking for.

  • Purchasing now includes POs, PO Changes, and PO Payments. To search for a PO Payment, search in the Purchasing section; you will no longer find it in the Payments section.

  • Direct Payments are in their own group.  

  • Travel now includes Travel Requests and Travel Completions. To search for a Travel Request, search in the Travel section; you will no longer find it in the Purchasing section. To search for a Travel Completion, search in the Travel section; you will no longer find it in the Payments section.

Training
It is our goal to provide a good user experience, and we are offering our users the option to arrange a special training session to ensure that all of your questions are answered. If you or your business unit would like to request a special training session, please contact Maile Brooks.

For additional resources, please refer to the earlier notices posted on:
November 18, 2015 – RCUH FS Modernized User Interface, Announcement No. 2 – Webinar Materials
November 19, 2015 – RCUH FS Modernized User Interface, Announcement No. 3 – User Guide and Training Videos

If you have any questions or need assistance with:

  • Enhancements or Training Requests – please contact Maile Brooks at [email protected] or (808) 988-8340
  • User Access – please contact Janice Sato at [email protected] or (808) 988-8345
  • Web Processing Problems – please contact Rick Fujioka at [email protected] or (808) 988-8346