Author: Jake Castillo

RCUH Job Descriptions – Post Offer Job Requirements

To: All Principal Investigators

We would like to remind you that all Post Offer Job Requirements (i.e. First Aid/CPR certification, Medical Clearances, etc.) imposed as a condition of employment at the time of creating a job description is the Project responsibility to ensure that all employee’s are in compliance with the job’s post offer job requirements at all times. The RCUH will inform the Principal Investigator and/or Supervisor and the employee of the outstanding post offer requirements at the time of hire. It is the project’s responsibility to ensure that these requirements have been completed/maintained and submitted by the deadline to RCUH Human Resources via email at [email protected] or via fax to (808) 956-9423.

Outstanding Post Offer Requirements: All projects that have employees with outstanding post offer job requirements will be contacted shortly. We will be providing you with a list of your employees that have outstanding post offer documents with due dates to be received by our office.

If you have any questions, please contact Renee Doi, Assistant Director of Human Resources at [email protected] or (808) 956-6965.

Travel for Non – Immigrant Employees During Summer Season

Summer Season is approaching! If you are on a non-immigrant visa and will be traveling during the summer season, we would like to remind you to email RCUH Human Resources – Immigration ([email protected]) at least two (2) weeks prior to your travel so that we can ensure that you have the proper documentation to travel and to return back into the United States. Please provide us with the following information:

(1) Dates of Travel (Departure and Return Dates)
(2) Who will be traveling with you
(3) Reason for Travel

RCUH will prepare the proper travel verification of employment prior to your travel and will provide to you as soon as your request has been received.

IMPORTANT REMINDER(S) WHILE TRAVELING OUTSIDE THE U.S.:

  • The I-94 admission record. Please go to www.cbp.gov/I94 after your return to check your online admission record then submit a copy of your admission record to the RCUH Human Resources office upon return to the U.S.
  • Check the entry stamp to ensure that the period of admission matches the expiration date of the approved visa status.  For example, 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, etc.) with the U.S. Citizenship and Immigration Services (USCIS), you must remain in the U.S. until a determination on the petition is rendered.  Whenever an individual with a pending “change of status” petition departs the U.S., USCIS will cancel the petition since they consider the beneficiary to have “abandoned” the request.

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

2015-2016 BENEFITS OPEN ENROLLMENT – FINAL REMINDER

Our Annual 2015-2016 Benefits Open Enrollment Sessions have ended and were held from Monday, May 4, 2015 through Friday, May 8, 2015. We had the opportunity to go out to the neighbor islands for our sessions as shown below:

Date Time Location
Monday, May 4, 2015 10:00 am to 12:00 pm Big Island – UH Hilo
IFA Auditorium, Room 131
1:30 pm to 3:30 pm
Tuesday, May 5, 2015 10:00 am to 12:00 pm Oahu – Kaka’ako
JABSOM Auditorium MEB 315
2:00 pm to 4:00 pm Oahu – UH Manoa
Kuykendall Auditorium
Wednesday, May 6, 2015 10:00 am to 12:00 pm Kauai – Kauai CC
OSC 207
1:30 pm to 3:30 pm
Thursday, May 7, 2015 10:00 am to 12:00 pm Oahu – UH Manoa
Kuykendall Auditorium
1:30 pm to 3:30 pm Oahu – Kaka’ako
JABSOM Auditorium MEB 315
Friday, May 8, 2015 10:00 am to 12:00 pm Maui – UH Maui College
Ka’aike 109
1:30 pm to 3:30 pm

Thank you to all who attended our Annual Benefits Open Enrollment Sessions. We appreciate you taking the time to attend and better understand your benefits, and ask questions.

IMPORTANT UPCOMING DATES TO REMEMBER
May 18, 2015 DEADLINE for Benefits Enrollment/Change Election Forms
June 8-12, 2015 Check your emails or postal mail for your 2015-2016 Open Enrollment Confirmation Benefits Statement
June 23, 2015 FINAL DEADLINE for changes to any discrepancies/ errors to your originally submitted Open Enrollment benefits election(s)
July 1, 2015 Start date of Benefits Enrollment/Changes

As a FINAL REMINDER, all Benefits Open Enrollment Form(s) must be received no later than 4:30p.m., Monday, May 18, 2015 (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.

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

  • Email: [email protected]
  • Mail:
    RCUH Human Resources
    1601 East-West Road
    John A. Burns Hall 4th Floor, Makai Wing
    Honolulu, HI 96848
  • Fax: (808) 956-5022

Questions? Contact
RCUH Human Resources Benefits
Phone: (808) 956-2326/ (808) 956-9847
Email: [email protected]

Mahalo,
RCUH Human Resources

Important Notice Regarding Distribution of Vendor Checks

Effective Monday, June 1, 2015, RCUH vendor check printing and distribution will be managed by the Accounting office at the Manoa Innovation Center (MIC). Vendor check distribution will no longer be handled by the RCUH Disbursing office.

Checks are printed at 4:00 pm daily and will be available for pick up at 9:00 am the following business day in the RCUH Accounting office in MIC Suite 200. If your pick up location is at Burns Hall Room 4020, checks will be available for pick up after 10:30 am.

Effective June 1, 2015, please contact Kathy Chung in the Accounting office at 988-8330 or [email protected] for special requests to pick up or hold checks. For stop payments and reissue check requests, continue to contact Liane Murai in the Accounting office at 988-8342 or [email protected].

RCUH Employees Who Drive Their Personal Vehicles for Work-Related Purposes

To: All RCUH Employees

Our insurance company is requiring that RCUH provide information about RCUH employees who drive their personal vehicles in the course of performing their employment duties, in order to continue our insurance coverage.  Please be aware that this includes all employees who drive, or have driven, a personal vehicle for ANY work-related purpose (this request is NOT only limited to employees whose official job descriptions include driving.

If this is applicable to you, we are requesting that you provide the following information about yourself:

  • Name
  • Driver’s license number
  • State of driver’s license issuance
  • Date of birth

For Example:

  • John Doe
  • H00123456
  • Hawaii
  • May 1, 1972

If this does not apply to you, you do not need to supply any information.

The information you provide will be handled by RCUH in accordance with the Federal Privacy Act and will only be submitted to RCUH’s insurance company for liability insurance coverage purposes.

Please:
1) fax your information to (808) 956-3822, OR
2) call in your information to (808) 956-3608.

Thank you for your cooperation.

Please direct any questions to Erin Yoda at (808) 956-3969. RCUH Financial Services Department.

RCUH Family Leave – Updated RCUH Family Leave Request Form and Policy

TO: Principal Investigators and Project/Program Managers

Effective May 5, 2015, we have updated our RCUH Family Leave Policy to include the following:

For all new Family Leave Requests, please have your employee(s) use the most up to date forms, which can be found on our Policy 3.660 RCUH Family Leave.
If you have any questions, please email RCUH Benefits at [email protected]

RCUH Tax Training (Attention: WCC, LCC, and HCC; Manoa Campus)

As discussed in the April 24, 2015 announcement, RCUH will be holding training sessions on the new Procurement & Disbursing Policies 2.005 through 2.012 (tax treatment policies) during May 2015.

The sessions are open to all fiscal administrators, principal investigators, and project staff who are interested in learning more about the new tax treatment policies.

For those located at the WCC, LCC, and HCC campuses, individual campus sessions have not been scheduled. If you would like to attend a session at the Manoa campus, we still have spaces available for the following dates, all at UH Manoa, Burns Hall, Room 4005:

  • May 5 (8:30 a.m. to 11:00 a.m.) – 20 spots remaining
  • May 6 (8:30 a.m. to 11:00 a.m.) – 3 spots remaining
  • May 14 (1:00 p.m. to 3:30 p.m.) – 14 spots remaining

If you are interested in attending any of the above sessions, please contact Erin Yoda at [email protected] at least one day prior to the session.

Individual sessions have been scheduled for the following areas/departments:

  • SOEST
  • Hawaii Island (in Hilo)
  • SPAS
  • West Oahu

The scheduling of individual sessions for the following areas/departments is pending

  • IFA (Manoa)
  • JABSOM/Cancer Center
  • KCC
  • Maui

RFP for Vendor Payment Processing Services

RCUH is soliciting proposals for payment processing services from qualified service providers, to include all labor, material and equipment and other services necessary to complete and maintain ongoing payment processing services per RCUH’s requirements as stated in the attached RFP/Statement of Work (SOW).

Interested parties should refer to the RFP.

Please note that the first key date is the due date of May 11, 2015 for the Notice of Intent to Submit a Proposal.

RFP for Vendor Payment Processing Services

Appendix D – Cost/Rebate Proposal (Excel template)

Fiscal Year-End June 30, 2015

To: Principal Investigators, Fiscal Officers/Designated UH Officials

Important Dates:

June 30 Last Check Run for FY 2015 (Payments must be approved by 12 noon)
July 6 RCUH Financial System scheduled to reopen
July 6 First Check Run for FY 2016 (4:00 PM)

On-line payment and purchasing transactions must be approved by fiscal officers by 12:00 noon on Tuesday, June 30. The last check run for the fiscal year will be on Tuesday, June 30, 2015.

During the period July 1 through July 5, on-line payment and purchasing transactions can be initiated, but fiscal officers will not have the ability to approve transactions. Transactions will not be posted to project accounts until the year-end processing is completed. The RCUH financial system is scheduled to reopen on Monday, July 6. The first check run for FY 2016 is scheduled for Monday, July 6 at 4:00 PM.

On an emergency basis only, manual checks can be issued during this period. Fiscal Officers/Designated UH Officials should contact the RCUH Disbursing Department directly.

Project reports will be accessible on the RCUH website. However, until processing resumes on July 6, balances will reflect transactions posted through June 30 only.

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