Author: Jake Castillo

NEW! 2015 Annual Performance Evaluations Forms and Annual Performance Evaluation Training Reminder

TO: Principal Investigators and Project/Program Managers
FROM: Nelson Sakamoto, Director of Human Resources

RCUH Annual Performance Evaluation Forms have been revised for the July 1, 2014 through June 30, 2015 rating period. We have updated our current news article announced on Thursday, April 9, 2015 to include the updated evaluation forms. RCUH Annual Performance Evaluations may be completed using the RCUH Long or Short Evaluations Forms:

RCUH Annual Performance Evaluation Short Form

RCUH Annual Performance Evaluation Scored Rating Long Form

IMPORTANT NOTE: All evaluations must be completed and turned into RCUH Human Resources by June 12, 2015 in order to be eligible for annual pay adjustments effective July 1, 2015 (no exceptions).

Upcoming Annual Performance Evaluation Trainings were already announced as follows:

ISLAND LOCATION DATE TIME
Hilo IFA Auditorium
640 North A’ohoku Place		 Friday, April 17, 2015 9:30am – 11:30am
and
2:00pm – 4:00pm
Oahu Kuykendall Auditorium
UH Manoa Campus		 Tuesday, April 21, 2015 9:30am – 11:30am
Maui UH Maui College
Ka’a’ike Room 109
310 Ka’ahumanu Avenue		 Friday, April 24, 2015 9:30am – 11:30am
and
1:30pm – 3:30pm

To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page.

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

Meetings are accessible for individuals with disabilities.  For more information or to request an accommodation due to your disability, email [email protected] at least one week prior to the meeting.

2015 Annual Performance Evaluations Deadline: June 12, 2015 (Revision – Employees on New Hire Probation Status)

TO: Principal Investigators and Project/Program Managers
FROM: Nelson Sakamoto Director of Human Resources
SUBJECT: 2015 Annual Performance Evaluations Deadline: June 12, 2015

POLICIES & DEADLINE: Pursuant to 3.410 RCUH Annual Performance Evaluations and 3.360 Performance Based Compensation Policy, all Regular status employees must receive an Annual Performance. The evaluation period is July 1, 2014 through June 30, 2015. DEADLINE: All RCUH Annual Performance Evaluations are due in the RCUH Human Resources Department no later than Friday, June 12, 2015.

NO EVALUATION FOR EMPLOYEES STILL ON NEW-HIRE PROBATION STATUS: New-Hire Probation status employees are individuals hired in the period: July 1, 2014 through June 20, 2015 are not subject to this year’s Annual Performance Evaluation process.  Instead, these employees should receive a post new-hire probation evaluation by their Principal Investigator.

RCUH ANNUAL PERFORMANCE EVALUATION FORMS: All performance evaluations must be based on the employee’s job duties/responsibilities as specified in the employee’s RCUH Job Description. RCUH Annual Performance Evaluations may be completed using the RCUH Long or Short evaluation formats:

RCUH Annual Performance Evaluation Short Form

RCUH Annual Performance Evaluation Scored Rating Form

PROCESS:
(1) Select type of evaluation form
(2) *Review employee’s job description and previous Annual Performance Evaluation.
(3) Complete evaluation (attend RCUH training on Annual Performance Evaluation Process).
(4) Schedule private meeting with employee and conduct evaluation.
(5) Employee/PI sign evaluation form and send into RCUH Human Resources Department.
*Contact the RCUH Human Resources Department (email: [email protected]) if you need a copy of your employee’s job description and/or his or her last Annual Performance Evaluation.

TRAINING: Training on how to conduct a performance evaluation and how to complete the RCUH Annual Performance Evaluation forms will be announced the RCUH Home Page’s Current News site for dates, times and places.

RCUH Pay Award and Pay Adjustment Guidelines: will be issued on or before June 5, 2015.

Any questions please contact Nelson Sakamoto, RCUH Director of Human Resources (email: [email protected], phone: 956-6965).

ANNUAL PERFORMANCE EVALUATION TRAINING

Annual Performance Evaluations are coming soon! Training sessions have been scheduled for all Principal Investigators, Supervisors, and Administrative Staff and will be conducted by RCUH Human Resources to review/discuss the process and guidelines for the 2015 Annual Performance Evaluations. We encourage all PIs, Supervisors, and Administrative Staff to attend this training session. The schedule of training sessions is as follows:

ISLAND LOCATION DATE TIME
Hilo IFA Auditorium
640 North A’ohoku Place		 Friday, April 17, 2015 9:30am – 11:30am
and
2:00pm – 4:00pm
Oahu Kuykendall Auditorium
UH Manoa Campus		 Tuesday, April 21, 2015 9:30am – 11:30am
Maui UH Maui College
Ka’a’ike Room 109
310 Ka’ahumanu Avenue		 Friday, April 24, 2015 9:30am – 11:30am
and
1:30pm – 3:30pm

To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page.

Meetings are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, email [email protected] at least one week prior to the meeting.

If you have any questions, please call Evelyn Moss at 956-6965.

2015 RCUH Annual Hawaii Food Drive

RCUH will be collecting donations for the Annual Hawaii Food Bank Drive through April 24, 2015. Let’s all make a difference in another’s life by sharing what we have. Take a look in your pantry for items you can share and donate. All donations are tax-deductible. Mahalo for giving!

Most Wanted Items:
Food Donations:
Canned meals, soups, meats or tuna, fruits, and vegetables
Non-perishable items such as rice, instant noodles

Monetary Donations:
Make checks payable to: Hawaii Foodbank
A $10.00 donation equals food for 25 meals.

8:00 a.m. to 4:00 p.m.

Locations for Food Drop-off& *Monetary Donations
*Make checks payable to: Hawaii Foodbank
ISLAND LOCATION DROP OFF HOURS
Oahu RCUH Human Resources Office
John A. Burns Hall, 4th Floor, 1601 East West Road, Honolulu, HI 96822
RCUH Coordinator: Kathy Oyadomari (808) 956-6965
Big Island
(Hilo)		 The Food Basket – Hilo Branch
40 Holomua Street, Hilo, HI 96720
*Please call The Food Basket Coordinator at (808) 933-6030 in advance for pick-up		 Mon – Fri
8:00 a.m. to 4:00 p.m.
Maui Hawaii Food Bank – Maui Branch
760 Kolu Street, Wailuku, HI 96793
*Please call Maui Food Bank Coordinator at (808) 243-9500 in advance for pick-up (Bin will be provided by them)		 Mon – Fri
7:00 a.m. to 3:00 p.m.
Kauai Hawaii Food Bank – Kauai Branch
Puhi Industrial Complex
4241A Hanahou Place, Lihue, HI 96766
*Please call Kauai Food Bank Coordinator at (808) 482-2224 or (808) 691-0439 in advance for pick-up		 Mon – Fri
8:00 a.m. to 4:00 p.m.

Click here for more information about the Hawaii Food Basket, Maui Foodbank, Kauai Foodbank, Hawaii Island Foodbank.

2015 Annual Performance Evaluations Deadline: June 12, 2015

TO: Principal Investigators and Project/Program Managers
FROM: Nelson Sakamoto Director of Human Resources
SUBJECT: 2015 Annual Performance Evaluations Deadline: June 12, 2015

POLICIES & DEADLINE: Pursuant to 3.410 RCUH Annual Performance Evaluations and 3.360 Performance Based Compensation Policy, all Regular status employees must receive an Annual Performance. The evaluation period is July 1, 2014 through June 30, 2015. DEADLINE: All RCUH Annual Performance Evaluations are due in the RCUH Human Resources Department no later than Friday, June 12, 2015.

NO EVALUATION FOR EMPLOYEES STILL ON NEW-HIRE PROBATION STATUS: New-Hire Probation status employees are individuals hired in the period: January 1, 2014 through June 30, 2015 are not subject to this year’s Annual Performance Evaluation process. Instead, these employees should receive a post new-hire probation evaluation by their Principal Investigator.

RCUH ANNUAL PERFORMANCE EVALUATION FORMS: All performance evaluations must be based on the employee’s job duties/responsibilities as specified in the employee’s RCUH Job Description. RCUH Annual Performance Evaluations may be completed using the RCUH Long or Short evaluation formats:

RCUH Annual Performance Evaluation Short Form

RCUH Annual Performance Evaluation Scored Rating Form

PROCESS:
(1) Select type of evaluation form
(2) *Review employee’s job description and previous Annual Performance Evaluation.
(3) Complete evaluation (attend RCUH training on Annual Performance Evaluation Process).
(4) Schedule private meeting with employee and conduct evaluation.
(5) Employee/PI sign evaluation form and send into RCUH Human Resources Department.

*Contact the RCUH Human Resources Department (email: [email protected]) if you need a copy of your employee’s job description and/or his or her last Annual Performance Evaluation.

TRAINING: Training on how to conduct a performance evaluation and how to complete the RCUH Annual Performance Evaluation forms will be announced the RCUH Home Page’s Current News site for dates, times and places.

RCUH Pay Award and Pay Adjustment Guidelines will be issued on or before June 5, 2015.

Any questions please contact Nelson Sakamoto, RCUH Director of Human Resources (email: [email protected], phone: 956-6965).

2015 – 2016 Benefit Open Enrollment Sessions – SIGN UPS START TODAY! Read more…

SIGN UPS START TODAY!

To: All Eligible RCUH Regular 50-100% FTE Employees

RCUH’s 2015-2016 Benefit Open Enrollment Session sign ups start today. Please see below for information on the upcoming open enrollment sessions:

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
  • NEW! AGENDA at each Enrollment Session:
    1ST Hour – Carrier Presentation / Question & Answers
    2ND Hour – Carrier Website Capabilities & Resources / Question & Answers with Carriers
  • Prize Drawings for those who attend the Sessions

During open enrollment, you can make changes to your existing health plans and/or add on dependents. During our open enrollment sessions, we will be announcing plan changes, changes to cost of health/dental plan premiums, and online capabilities/resources from each carrier.

To sign up for an enrollment session, click on RCUH Training Enrollment (located on the RCUH home web page at www.rcuh.com).

We will be providing you with your Open Enrollment informational packets via email or postal mail (if no email specified) during the week of April 20, 2015. Please refer to upcoming key dates listed below:

IMPORTANT UPCOMING DATES TO REMEMBER
April 20-24, 2015 Check your emails or postal mail for your Open Enrollment Information Packet & Personal Benefits Statement
May 18, 2015 DEADLINE for Benefits Enrollment/Change Election Forms
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

We look forward to your attendance in our upcoming sessions. If you have any questions, please email RCUH Benefits at [email protected].

Open Enrollment sessions are accessible for individuals with disabilities.  For more information or to request an accommodation due to your disability, please contact Evelyn Moss at (808) 956-6965 or email [email protected] at least one week prior to the enrollment session.

(OAHU EMPLOYEES ONLY) Paid Administrative Leave (Up to 3 hours) – Wednesday, April 1, 2015

TO: All Principal Investigators employing RCUH Regular Status Employees (on Oahu only)
FROM: Nelson Sakamoto, Director of Human Resources

 

SUBJECT: (Oahu Employees Only) Paid Administrative Leave (Up to 3 Hours) – Wednesday, April 1, 2015

The State Department of Human Resources Development (DHRD) has announced authorization for paid administrative leave for up to 3 hours due to adverse traffic conditions.  Pursuant to the DHRD’s announcement, Michael Hamnett, RCUH Executive Director has authorized the following:

  1. This special administrative leave applies to only Oahu Regular status employees.
  2. All Principal Investigators should determine the appropriateness of granting this administrative leave. Principal Investigators may determine due to operational necessity to keep his/her staff working for the balance of the workday.  In which case, this paid administrative leave will not apply and cannot be used at a later date.
  3. All regular status, salaried/hourly employees that can be spared will be given “up to three (3) hours” of administrative leave with pay for April 1, 2015.
  4. Employees who reported to work and worked their normal day of work shall not be granted equivalent time off at a later date.
  5. Employees on personal leaves of absence, or those on disciplinary suspension are not entitled to this administrative leave.
  6. Employees on paid vacation or sick leave, workers’ compensation leave or other officially authorized leaves are not entitled to this administrative leave.
  7. Only regular status employees are entitled to this administrative leave.  This administrative leave does not apply to Temporary, Student Assistant or other non-regular status employees.

Time Reporting Issues:  On the upcoming April 1-15, 2015 RCUH Online Timesheet (due Noon April 16, 2015) you should report these hours (up to 3 hours) of Administrative Leave with Pay as “Regular Hours”.

Contact me at 956-6965 ([email protected]) if you have questions concerning this memo.

Vendor Record Change – Office Depot Inc. Merges with OfficeMax Inc.

As a result of the merger of OfficeMax and Office Depot, OfficeMax now has a new taxpayer identification number (TIN), and is a subsidiary of Office Depot. OfficeMax stores will continue to operate and be invoiced under the name OfficeMax.

Due to OfficeMax’s new TIN, a new RCUH vendor record for OfficeMax has been established, and the old vendor records will be purged. The purge will not affect any existing purchase orders or subsequent PO payments, however, a vendor search will only return a single vendor record with OfficeMax’s remittance address of PO Box 79515, City of Industry, CA 91716.

When issuing a purchase order using an OfficeMax store address to mail your purchase order to, replace the above remittance address with the store’s address. The remittance address will be displayed when the purchase order payment is made.

Please contact [email protected] if you have any questions. Thank you for your cooperation.

RCUH Timesheet for April 1-15, 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 April 1-15, 2015 Timesheet
PAYROLL Deadline is April 16, 2015 noon
Payday for this timesheet is April 22, 2015

Next Announcement: April 16 (April 16-30)

NEW PROCUREMENT & DISBURSING POLICIES Effective March 31, 2015

The new Procurement & Disbursing policies and procedures are effective as of today, March 31, 2015.

On March 2, 2015, draft versions of the Procurement & Disbursing policies were made available for previewing on the RCUH website, along with a Summary of RCUH Policy Changes. As a result of the preview period, revisions were made, and the substantive changes are listed below. Thank you for your valuable feedback.

  1. Policy 2.002 Definitions:
    • A definition for “Third-Party Payment” was added.
  2. Policy 2.006 Tax Treatment of Non-Service Financial Assistance for Individuals:
    • All payments made to UH students and post-doctoral fellows must be processed through UH;
    • All summary reports and forms provided to RCUH Accounting should be sent in hard copy or via the UH File Drop system due to security reasons;
    • The definition of “Program Expenses” was clarified under Section 1.b.ii. of SCHOLARSHIPS AND FELLOWSHIPS;
    • The new Non-Employee Expense Payment Form can be used to make non-service (e.g., scholarship/fellowship, etc.) expense payments (the form will be available for use beginning April 6, 2015);
    • The tax withholding and gross-up process discussed under Section 3.e.iii. of SCHOLARSHIPS AND FELLOWSHIPS was revised and clarified;
    • Sections 1. and 2.a. under OTHER INCOME were revised and clarified; and
    • The corresponding decision tree was revised in accordance with the above changes.
  3. Policy 2.007 Tax Treatment of Compensation (Services, Rents, and Royalties):
    • All payments made to UH students and post-doctoral fellows must be processed through UH;
    • All summary reports and forms provided to RCUH Accounting should be sent in hard copy or via the UH File Drop system due to security reasons;
    • Section 3.b. under TYPES OF PAYMENTS was revised with regard to software purchases and royalties;
    • Under PROCURING SERVICES, RENTS, AND ROYALTIES, it is now required that the Scope of Service section of an Agreement for Services document the location where services will be performed;
    • Guidance regarding taxpayer identification numbers in Section 2.e. under GENERAL TAX TREATMENT OF PAYMENTS, was clarified;
    • The TAX TREATMENT OF THIRD-PARTY PAYMENTS (CASH ADVANCES) section was revised to clarify the requirements needed when using a cash advance; and
    • The corresponding decision tree was revised in accordance with the above changes.
  4. Policy 2.008 Tax Treatment of Business Expenses (Service-Related)
    • All payments made to UH students and post-doctoral fellows must be processed through UH;
    • All references to the Business Travel Expense Form For Service Providers was changed to the new Non-Employee Expense Payment Form (the form will be available for use beginning April 6, 2015);
    • The payment procedure described in Section 4.b. under PAYMENT OF BUSINESS EXPENSES THROUGH A THIRD-PARTY VENDOR, was clarified;
    • An EXPENDITURE CODES FOR THIRD-PARTY PAYMENTS section was added; and
    • The corresponding decision tree was revised in accordance with the above changes.
  5. Policy 2.011 Requirements When Paying U.S. Persons
    • All summary reports and forms provided to RCUH Accounting should be sent in hard copy or via the UH File Drop system due to security reasons.
  6. Policy 2.012 Requirements When Paying Foreign Persons
    • The requirements for a B visa holder, described in Section 1. under IMMIGRATION REQUIREMENTS FOR FOREIGN NATIONALS (PERMANENT RESIDENT ALIENS, RESIDENT ALIENS, AND NONRESIDENT ALIENS), was revised and clarified; and
    • All summary reports and forms provided to RCUH Accounting should be sent in hard copy or via the UH File Drop system due to security reasons.
  7. Policy 2.204 Services Agreements
    • Under Section 2.b.i., Scope of Service or Performance Requirements, it is now required that the scope include the location where the services will be performed.
  8. Policy 2.301 Vendor Records
    • The explanation of the “taxpayer name” and “business name” under Elements of a Vendor Record, was clarified;
    • The process for creating a new vendor record was added under Section 3 of Create a New Vendor Record for U.S. Persons;
    • The descriptions of the IRS and UH/RCUH forms listed under Create a New Vendor Record for Foreign Persons, were revised; and
    • A reference to a new Sample Letter Requesting Vendor Form was added (the Sample Letter Requesting Vendor Form has been added to the Document Library).
  9. Policy 2.402 Insurance Requirements (Vendors):
    • Under Section 1.c. Workers’ Compensation and Employers’ Liability Insurance, a notation that waivers of subrogation should be provided in favor of the RCUH whenever possible, was added; and
    • Under Section 2. Certificate of Insurance (General Requirements), “Waiver of Subrogation” and “Priority of Coverage” were added as required elements of a certificate of insurance.

We would also like to remind you of the following major changes from the old policies:

  1. Threshold Increased for Purchases without Competition: The threshold for purchases that can be made without competition is raised from $2,500 to $3,000.
  2. Purchases Requiring Only Verbal Quotations: The threshold for purchases requiring only verbal quotations is raised from less than $15,000 to less than $25,000.
  3. Tax Clearance: A tax clearance is required for all Purchase Orders for the purchase of goods and/or services of $25,000 or more, upon both the Purchase Order issuance, and upon final payment on a Purchase Order.

If there are any questions regarding the changes, please contact Erin Yoda at (808) 956-3969 or [email protected].