TO: All RCUH Principal Investigators and Employees

FROM: RCUH Human Resources

On September 18, 2014, The U.S. Occupational Safety and Health Administration released revised regulations for Injury and Illness Reporting. Effective January 1, 2015, OSHA is requiring that employers report work-related injuries that result in the following:

1. Any in-patient hospitalization
2. Amputation
3. Loss of an eye

This OSHA update requires the above injuries to be reported within 24 hours. Parallel to the old requirement, work related fatalities and incidents involving the hospitalization of three or more employees are still required to be reported to OSHA within eight (8) hours.

Impact on Hawaii Employers:

Because HIOSH has not yet adopted OSHA’s revised regulations, Hawaii employers need not comply with OSHA’s reporting requirement changes. Since Hawaii rules have not been amended like OSHA to require reports of in-patient hospitalizations of just one employee (instead of three (3) employees currently required by Hawaii law), amputation, and loss of an eye, such reports need not be made by Hawaii employers.

In accordance with Haw. Admin. R. § 12-52.1-1, Hawaii employers should continue to report workplace incidents that result in death, hospitalization of three or more employees, or property damage in excess of $25,000 to HIOSH. The report must be made within eight (8) hours of the work-related incident.

 

Volume 15, Issue 10

 

October 22, 2012

 

  

 

2012 YEAR-END REMINDERS

 

We are quickly approaching the end of the year.  Here are a few reminders:

 

 

 

(1)       Update Your Personal Information

 

Take the time NOW to verify and update your name, mailing address and e-mail information on the RCUH Employee Self Service (ESS) system.

 

 

 

An incorrect email address may prevent you from receiving important information about electronic W-2 forms available on the ESS.

 

 

 

An incorrect mailing address may cause delay in the delivery of paper W-2 forms.  A $10.00 reissue fee will be assessed if another W-2 is requested (no exceptions).

 

 

 

(2)       Electronic W-2 Forms

 

Be on the lookout for information regarding receiving your W-2 forms electronically.  No worrying about lost, misplaced or undelivered W-2s!

 

 

 

(3)       Review 2012 Pay and Tax Information

 

Review your pay and tax information on ESS to make sure that your 2012 information is correct.  All corrections or adjustments must be posted by the 12/01/12 – 12/15/12 pay period (last pay period in 2012) to be reflected on your 2012 W-2 form.  Please report any discrepancies to your Principal Investigator and/or Project Administrator immediately.

 

 

 

(4)       2013 Tax Withholdings

 

Review marital status and withholding allowances on the W-4 (federal) and HW-4 (state) Employee’s Withholding Allowance Certificates for the upcoming 2013 tax year in ESS.  Changes to tax status and allowances may be completed at any time during the year, but too much or too little withholdings during the year may result in large refunds or large “out-of-pocket” payments (often with penalties) come April.

 

 

 

(5)       2013 Renewals

 

Employees with special tax situations must renew tax documents for 2013 (e.g. W-4 exemptions, tax treaty exemptions).  Notification will be sent to applicable employees by email.

 

 

 

 

 

VACATION FORFEITURE – “USE IT OR LOSE IT”

 

The end of the year is approaching quickly.  Per the RCUH Policy 3.620 for Vacation Leave (see summary below) any “Excess” vacation will be forfeited on January 1, 2013.  Excess vacation is any vacation hours over the allowable carryover amount.  Employees who may be subject to losing vacation on January 1, 2013 were sent a courtesy notice (via email) from our office on September 28, 2012.  To avoid forfeiture of your earned vacation, be sure to plan your vacation schedule for the rest of the year.  Remember…your Principal Investigator (or supervisor) must approve your request for time off in advance.  If you are in jeopardy of losing vacation this year, please talk to your Principal Investigator (or supervisor) immediately.  If you did not receive a notice and would like to find out your vacation balance, you may view this on the bottom of your online pay statements by accessing your Employee Self-Service accounts.  There will be NO exceptions to vacation carryover/forfeiture amounts. 

 

Regular employees 50-100% are eligible for vacation under RCUH Policy 3.620 Vacation Leave.  Vacation is calculated and accrued on a semi-monthly basis.  There are two vacation plans administered by the RCUH:

 

 

 

1)    Vacation Plan A (RCUH Standard Vacation Policy):  Under Plan A, employees may not carry forward more than 10 workdays* of vacation in a calendar year.  The maximum accumulation/carryover shall not exceed 10 workdays*. 

 

 

 

2)    Vacation Plan B (Non-Standard Vacation Policy):  Under Plan B, employees may carry forward 15 workdays* of current year accruals, and total accumulation (current year accruals and previous year carry over) shall not exceed 45 workdays*. 

 

 

* 1 workday equals 8 hours multiplied by your FTE (i.e., 1 workday equals 4 hours for a 50% FTE employee).

 

 

 

Your Vacation Plan (A or B) appears with your leave balances on your online payroll statements.  Be sure to read and understand the vacation policy and how it applies to you.  You should plan and take your vacation now in order to ensure that you do not forfeit any of your earned vacation.  If you have any questions, please email [email protected].

 

 

 

RCUH STATEWIDE UNITED WAY CAMPAIGN CONTRIBUTIONS

 

Thank you to everyone who generously donated to the 2012 RCUH Statewide United Way campaign.  With your help RCUH collected over $7,100.00 statewide.  Your generosity will make it possible for the various united way programs to continue to meet the specific needs of Hawaii’s people through the many health and human service agencies throughout the state.  Thank you again for your continued support of this worthy cause!

 

 

 

TRAINING – RCUH EEO & Sexual Harassment Prevention Training Session

 

(Oahu, Maui, Hilo, Kauai)

 

RCUH will be conducting an EEO and Sexual Harassment Prevention Training for Employees and Supervisors on Oahu, Maui, Hilo, and Kauai.  RCUH requires EEO and Sexual Harassment Prevention Training for all employees every 2 years.

 

 

 

The purpose of this training is to provide RCUH employees and supervisors with an understanding of the RCUH EEO & Sexual Harassment Policy and the RCUH EEO Complaint/Investigation Process.  These policies apply to all employees and will provide you with a better understanding of what discrimination/sexual harassment is in the work place, how to prevent discrimination/sexual harassment from happening, and what RCUH’s policy is on discrimination/sexual harassment.  Knowing how to prevent occurrences of sexual harassment and discriminatory behavior is critical in today’s world.

 

 

 

Policies:

 

3.110 RCUH Equal Employment Opportunity Policy

 

3.120 RCUH Sexual Harassment

 

 

 

TRAINING SESSION DATES:

 

*Supervisors must attend session for employees.  Employees will be dismissed and Supervisor session will begin after a 5 minute break.

 

 

 

RSVP required. Seating is limited. 

 

 

 

ISLAND:	OAHU	KAUAI	MAUI	HILO
DATE:	November 8, 2012	November 2, 2012  cancelled	November 9, 2012	November 16, 2012
TIME:	9:00 a.m. – 11:00 a.m. (employees, supervisors) 11:00 a.m. – 12:00 p.m. (continue w/ supervisors only*)
LOCATION:	UH Manoa Campus, Burns Hall Room 4005	Kauai CC – Technology Room 114	UH Maui College – Kaaike 109	Institute for Astronomy (IFA) Auditorium
RSVP Deadline:	RSVP by October 25	RSVP by October 25	RSVP by November 1	RSVP by November 8

 

 

 

 

 

 

Meetings are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, contact (808) 956-3100 or email [email protected] at least one week prior to the session.

 

 

IMPORTANT DATES TO REMEMBER (November 2012):

 

11/1	Payroll Deadline – Noon for PE 10/31/12
11/5-11/8	Web Time Preview 1
11/6	HOLIDAY – General Election Day
11/7	Pay Day
11/8	PAF Deadline
11/9	HRAMP Deadline
11/9-11/13	Web Time Preview 2
11/12	HOLIDAY – Veteran’s Day
11/14-11/15	Web Time Input
11/16	Payroll Deadline – Noon for PE 11/15/12
11/21	Pay Day
11/21-11/26	Web Time Preview 1
11/22	HOLIDAY – Thanksgiving
11/27-11/28	Web Time Preview 2
11/29-11/30	Web Time Input

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 IMPORTANT DATES TO REMEMBER (December 2012):

 

12/3	Payroll Deadline – Noon for PE 11/30/12
12/6-12/10	Web Time Preview 1
12/7	Pay Day
12/10	PAF Deadline
12/11	HRAMP Deadline
12/11-12/12	Web Time Preview 2
12/13-12/14	Web Time Input
12/17	Payroll Deadline – Noon for PE 12/15/12
12/19-12/21	Web Time Preview 1
12/21	PAF Deadline
12/21	Pay Day
12/24	HRAMP Deadline
12/25	HOLIDAY – Christmas Day
12/24-12/26	Web Time Preview 2
12/27-12/28	Web Time Input
12/31	Payroll Deadline – Noon for PE 12/31/12

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 TIMESHEETS FOR THE MONTH OF OCT – DEC

 

October 16-31

 

November 1-15

 

November 16-30

 

December 1-15

 

December 16-31

 

 

SSE Timesheet (Form D-9c)
2012 Personnel Action & Payroll Calendar

2012 Special Check Calendar

 

Principal Investigator’s Corner

 

 

 

 

2012 RCUH Outstanding Employee of the Year – Accepting Nominations

 

RCUH is accepting nominations for its annual Outstanding Employee of the Year Awards Program from now through November 8, 2012.

 

 

 

This awards program is to encourage, recognize, and reward RCUH employees who have made demonstrable, significant and outstanding contributions to their project during the previous year.

Any Regular RCUH employee or groups of RCUH employees are eligible for the program.  Principal Investigators may nominate up to two employees from their respective project per category.  No more than one Group or Team nomination will be accepted from a Program, Project, School or Institute. Group or Team nominations are limited to no more than 5 individuals.  If a Principal Investigator has more than two nominations, he/she will need to determine which two are the best nominations to be submitted to the RCUH Human Resources Department.  

 

 

 

2 NOMINATION CATEGORIES (Maximum of 2 nominees per category):

 

 

 

1.  Outstanding Researcher/Project Manager/Professional (Exempt status position)

 

2.  Outstanding Project Support Staff (Non-Exempt status position)

 

 

 

Click here for the nomination form

 

 

 

For more information on the program, please refer to policy 3.450 Outstanding Employee of the Year Award.

 

 

DEADLINE to submit nomination(s):  November 8, 2012

 

 

 

The 2012 Outstanding Employee of the Year Awards Luncheon will be held on Friday, February 8, 2013.

 

 

REVISED RCUH FRINGE BENEFITS SCHEDULE– effective January 1, 2013 

 

The Social Security Administration (SSA) announced that the 2013 social security wage base will be $113,700, an increase of $3,600 from the 2012 wage base of $110,100.  The RCUH has updated its Fringe Benefits Schedule to reflect this change.  There are some key changes that you should be aware of:

 

 

 

1.    Effective January 1, 2013, wages paid in excess of $200,000 will be subject to an additional 0.9% Medicare tax that will be withheld from only the employee’s wages.  Employers (e.g., Projects) will not be charged for this additional withholding.

 

 

 

2.    The Middle Class Tax Relief and Job Creation Act of 2012 that reduced the FICA tax rate from 6.2% to 4.2% is scheduled to expire on December 31, 2012.  Unless Congress extends or amends this law; the FICA tax rate will revert to the 6.2% effective January 1, 2013.

 

 

 

The Resource

 

Volume 15, Issue 4

 

April 23, 2012

 

 

 

 

 

FLEXIBLE SPENDING PLAN – Plan Year July 1, 2011-June 30, 2012 Reimbursements

 

2 MONTHS LEFT…to utilize your current Flexible Spending Plan Accounts (Medical Expense Reimbursement & Dependent Care Expense Accounts).  The end of the current Flexible Spending Plan Year is quickly approaching (June 30, 2012).  Services must be incurred during the plan year ending June 30, 2012.   Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS). 

 

 

 

You may contact National Benefit Services (NBS) at 1(800) 274-0503 to obtain an updated status of your account.  Claims for reimbursements can be faxed (800/478-1528), mailed (National Benefit Services, LLC P.O. Box 6980, West Jordan, UT 84084), emailed ([email protected]) or uploaded via the Participant Website at https://www.nationalbenefitservices.com/.  

 

 

 

We urge all employees to submit their reimbursement forms to NBS in a timely manner.  Although services MUST be incurred by June 30, 2012, you have 90 days after this date to submit your reimbursement forms with ALL supporting documentation (ex. receipts, contracts) needed to reimburse you for Flexible Spending monies.  DO NOT WAIT until the end of the 90-day grace period to submit your reimbursement forms!!! For more information on eligible services, claims reimbursement process, etc. visit the NBS website at http://www.nbsbenefits.com/participants.htm (“Cafeteria” Plan section).  

 

 

 

PY 2011-12 ANNUAL BENEFITS OPEN ENROLLMENT PERIOD (BOEP)

The RCUH Benefits Open EnrollmentnPeriod (BOEP) has begun!!  Eligiblenemployees will be receiving their BOEP packets via email on/around April 23,n2012. Please review ALL of the materials provided. If you do not receivenan emailed packet from our office by Tuesday, April 24, 2012 please contact KelseynMilliken at [email protected] (808) 956-7106nto request for a duplicate packet.

 

 

To make changes to your RCUH Benefits, please complete the Health Insurance & Flexible Spending Enrollment form (Document 2) in your BOEP packets, and return it to our office no later than Monday, May 21, 2012.

 

 

 

STUDENT EMPLOYMENT

 

All RCUH Student Assistant employees are responsible for submitting a Student Verification each Semester in order to qualify for continued student employment.  For all University of Hawaii students (eg: UH Manoa, UH Hilo, Honolulu Community College, Maui College, etc.), verification is not required, as RCUH has the ability to verify student status´ electronically through a UH database.  However, verification is still needed for UH Outreach College and non-UH Schools (i.e. High School, Chaminade, HPU, etc).

 

 

 

The following are acceptable forms of student verification:

 

a) Student registration or receipt

 

b) Letter of student registration from the registrar or counselor

 

c) Validate student I.D. card

 

d) Any other form of verification deemed acceptable by the Director of Human Resources

 

 

 

Continuation of student employment:

 

Project/Student must submit Student Verification for the Fall 2012 semester by Tuesday, September 4, 2012.  Failure to submit student verification by the indicated deadline will result in termination of student employment.

 

 

 

Employment during summer break: 

 

Student Assistants who are enrolled for the Fall 2012 and are NOT taking any classes during the summer time, are eligible to work up to 40 hours per week.

 

 

 

Termination of student employment:

 

Student Assistants who no longer hold a student status must be terminated from RCUH due to their ineligibility (i.e. student graduation).  Principal Investigators must initiate a termination action via the HRAMP system by May 9, 2012.

 

 

 

Please contact Sharon Vong at [email protected] or (808)956-7307 if you have any questions.

 

 

 

MAY Training Schedule

 

Please RSVP your attendance to Sharon Makabe at [email protected] with your name, position title, project/program name, contact phone number and email address

 

 

 

Annual Performance Evaluation/Pay Adjustment

 

5/4/2012 – 9-11am, Maui College – Laulima 103

 

5/8/2012 – 9-11am, UH Manoa – KUY Auditorium

 

5/11/2012 – 9-11am, Hilo – IFA Auditorium

 

5/18/2012 – 9-11am, Kauai CC – Conference Room 207

 

5/22/2012 – 9-11am, JABSOM Kakaako – MEB 202

 

 

 

New Hire Orientation

 

5/4/2012 – 9-11am, Maui College – Laulima 101

 

5/11/2012 – 9-11am, Hilo – IFA 131

 

5/18/2012 – 9-11am, Kauai CC – Conference Room 204

 

5/22/2012 – 1-3pm, JABSOM Kakaako – MEB 202

 

5/25/2012 – 9-11am, Hilo – IFA 131

 

 

 

Drug Awareness

 

5/01/2012 – 8-10 am, Hilo – IFA Auditorium

 

 

 

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.

 

 

 

2012 RCUH ANNUAL HAWAII FOOD DRIVE

 

RCUH will be collecting donations for the Annual Hawaii Food Bank Drive through April 26, 2012. 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 Food Bank

 

A $10.00 donation equals food for 25 meals.

 

 

 

Locations for Food Drop-off & *Monetary Donations *Make checks payable to: Hawaii Food Bank
ISLAND	LOCATION	DROP OFF HOURS
Oahu	RCUH Human Resources Office 2530 Dole Street, Sakamaki Hall D-100, Honolulu, HI 96822 RCUH Coordinator: call HR Dept. (808) 956-3100	Mon – Fri 8:00 a.m. to 4:00 p.m.
Big Island (Hilo)	RCUH Hilo Office c/o Institute for Astronomy Building 640 North Aohoku Place, Room 104, Hilo, HI 96720 RCUH Coordinator: call HR Dept. (808) 956-3100	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 Foodbank, Maui Foodbank, Kauai Foodbank, Hawaii Island Foodbank.

 

 

 

IMPORTANT DATES TO REMEMBER (MAY 2012):

 

5/1	Payroll Deadline Noon for PE 4/30/12
5/7	Pay Day
5/7-5/9	HR AMP Web Time Preview 1
5/09	PAF Deadline
5/10	HR AMP Deadline
5/10-5/13	HR AMP Web Time Preview 2
5/11-5/18	ESS Blackout Period
5/14-5/16	Web Time Input
5/16	Payroll Deadline – Noon for PE 5/15/12
5/22	Pay Day
5/24	PAF Deadline
5/22-5/24	HR AMP Web Time Preview 1
5/25	HR AMP Deadline
5/25-5/29	HR AMP Web Time Preview 2
5/28	HOLIDAY – Memorial Day
5/29-6/5	ESS Blackout Period
5/30-6/1	Web Time Input

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

IMPORTANT DATES TO REMEMBER (JUNE 2012)

 

6/1	Payroll Deadline – Noon for PE 5/31/12
6/6-6/8	Web Time Preview 1
6/7	Pay Day
6/8	PAF Deadline
6/11	HOLIDAY- Kamehameha Day
6/12	HRAMP Deadline
6/13-6/20	ESS Blackout Period
6/12-6/13	Web Time Preview 2
6/14-6/18	Web Time Input
6/18	Payroll Deadline – Noon for PE 6/15/12
6/21-6/25	Web Time Preview 1
6/22	Pay Day
6/25	PAF Deadline
6/26	HRAMP Deadline
6/27-7/4	ESS Blackout Period
6/26-6/27	Web Time Preview 2
6/28-7/2	Web Time Input

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TIMESHEETS FOR THE MONTH OF MAY-JUNE

 

May 1-15

 

May 16-31

 

June 1-15

 

 

 

Principal Investigator’s Corner

 

 

 

SUMMER HIRING

 

Summer is the busiest season for the RCUH Human Resources Department.  In addition to being our peak hiring season, it also coincides with our Benefit Open Enrollment, Fiscal Year End, Annual Performance Evaluations and Pay Increases.

In anticipation of the peak hiring season, we ask all Principal Investigators and Project Administrators to review and adhere to the deadlines below to ensure that all hires are reviewed and approved without delay.  We appreciate your cooperation and assistance.

Selections for Regular Hires: minimum of 10 business days before target date of hire.

Non-Recruited Hires (Temporary, Specialized Service, Student Assistants, and Intermittent hire): minimum 7 business days before target date of hire.

Group Hires (6 or more employees): minimum of 15 business days before target date of hire.

Missing documents pertaining to the selection and/or incomplete new hire documents may cause the hire date to be delayed.  A formal offer of employment is made by the Principal Investigator only AFTER receiving approval to hire from the RCUH Human Resources Department.  Hire dates will be confirmed by our office via email.  All new hires & rehires are NOT approved to start working until their hire date has been confirmed by the RCUH Human Resources Office.

 

 

 

Please contact Sharon Vong at [email protected] or 956-7307 if you have any questions.

 

 

 

LIGHT DUTY ACCOMMODATIONS

 

If your employee requests for light duty accommodations, you, as the employee’s supervisor MUST coordinate the review with the RCUH Human Resources Department. A Job Physical Analysis (JPA) form must be completed and reviewed BEFORE the employee is allowed to return to work.  This is to ensure that the employee’s physician is fully aware of the employee’s essential job duties and functions before making a determination on whether the employee is able or unable to perform these duties/functions safely.  Additionally, as supervisor, you will need to review these detailed restrictions to determine if work accommodations (if any) can be made.

 

 

 

Supervisors are NOT authorized to allow an employee to return to work on light duty status without first receiving approval from the RCUH Human Resources Department. If you have any questions, please contact Jill Niitani at (808) 956-8376.

 

The Resource

Volume 14 Issue 10
October 21, 2011

 

The end of the year is approaching quickly.  Per the RCUH Policy 3.620 for Vacation Leave (see summary below) any “Excess” vacation will be forfeited on January 1, 2012.  Excess vacation is any vacation hours over the allowable carryover amount.  Employees who may be subject to losing vacation on January 1, 2012 were sent a courtesy notice (via email) from our office on September 28, 2011.  To avoid forfeiture of your earned vacation, be sure to plan your vacation schedule for the rest of the year.  Remember…your Principal Investigator (or supervisor) must approve your request for time off in advance.  If you are in jeopardy of losing vacation this year, please talk to your Principal Investigator (or supervisor) immediately.  If you did not receive a notice and would like to find out your vacation balance, you may view this on the bottom of your online pay statements by accessing your Employee Self-Service accounts.  There will be NO exceptions to vacation carryover/forfeiture amounts. 

Regular employees 50-100% are eligible for vacation under RCUH Policy 3.620 Vacation Leave.  Vacation is calculated and accrued on a semi-monthly basis.  There are two vacation plans administered by the RCUH:

 

1)    Vacation Plan A (RCUH Standard Vacation Policy):  Under Plan A, employees may not carry forward more than 10 workdays* of vacation in a calendar year.  The maximum accumulation/carryover shall not exceed 10 workdays*. 

 

2)    Vacation Plan B (Non-Standard Vacation Policy):  Under Plan B, employees may carry forward 15 workdays* of current year accruals, and total accumulation (current year accruals and previous year carry over) shall not exceed 45 workdays*. 

* 1 workday equals 8 hours multiplied by your FTE (i.e., 1 workday equals 4 hours for a 50% FTE employee).

 

Your Vacation Plan (A or B) appears with your leave balances on your online payroll statements.  Be sure to read and understand the vacation policy and how it applies to you.  You should plan and take your vacation now in order to ensure that you do not forfeit any of your earned vacation.  If you have any questions please call (808) 956-8953 or email [email protected].

2011 RCUH STATEWIDE UNITED WAY CAMPAIGN

Thank you for your generous contribution to the 2011 RCUH Statewide United Way campaign.  During these tough economic times your continued support and generosity has made it possible for the various United Way programs to continue to meet the specific needs of Hawaii’s people through the many health and human service agencies throughout the state.  Thank you again for your continued support of this worthy cause!

 

“LIGHT/MODIFIED DUTY” REQUESTS

As a reminder, any requests for light/modified duty accommodations MUST be coordinated with your supervisor and the RCUH Human Resources (HR) Department PRIOR to your return to work.

 

Employees are NOT authorized to return to work on light or modified duty status without first receiving approval from the RCUH HR Department. A Job Physical Analysis (JPA) form may be required BEFORE your return.  This is to ensure that your physician is fully aware of your essential job functions/duties before making a determination on whether you are able or unable to perform these functions/duties safely.  It is important to note that Light/Modified duty accommodations (if available) would be provided on a “temporary/transitional” basis.  If you have any questions, please contact Jill Niitani at (808) 956-8376 or [email protected].

 

IMPORTANT Dates to Remember (November):

11/1	Payroll Deadline – 12:00 noon for PE 10/31/11
11/7	Pay Day
11/4-11/8	Web Time Preview 1
11/8	PAF Deadline
11/9	HRAMP Deadline
11/9-11/10	Web Time Preview 2
11/11	HOLIDAY – Veteran’s Day
11/14-15	Web Time Input
11/16	Payroll Deadline – 12:00 noon for PE 11/15/11
11/21-11/23	Web Time Preview 1
11/22	Pay Day
11/23	PAF Deadline
11/24	HOLIDAY – Thanksgiving Day
11/25	HRAMP Deadline
11/25-11/28	Web Time Preview 2
11/29-11/30	Web Time Input

IMPORTANT Dates to Remember (December):

12/1	Payroll Deadline – 12:00 noon for PE 11/30/11
12/7	Pay Day
12/7-12/9	Web Time Preview 1
12/9	PAF Deadline
12/7-12/9	Web Time Preview 2
12/12	HRAMP Deadline
12/14-12/15	Web Time Input
12/16	Payroll Deadline – 12:00 noon for PE 12/15/11
12/20-12/22	Web Time Preview 1
12/22	Pay Day
12/22	PAF Deadline
12/23	HRAMP Deadline
12/23-12/27	Web Time Preview 2
12/26	HOLIDAY – Christmas Day
12/28-12/30	Web Time Input
12/30	Payroll Deadline – 12:00 noon for PE 12/31/11
1/02	HOLIDAY – New Year’s Day

TIMESHEETS FOR THE MONTH OF October – November:
October 16-31

November 1-15

November 16-30

SSE Timesheet (Form D-9c)

2011 Personnel Action & Payroll Calendar

2011 Special Check Calendar

 

2012 Personnel Action & Payroll Calendar

2012 Special Check Calendar

The Principal Investigator’s Corner

 

 

LIGHT DUTY ACCOMMODATIONS

If your employee requests for light duty accommodations, you (as Principal Investigator) and the employee’s supervisor MUST coordinate a review with the RCUH Human Resources Department.  Dependent upon the documentation already received, a Job Physical Analysis (JPA) form may be required BEFORE the employee is allowed to return to work.  This is to ensure that the employee’s physician is fully aware of the employee’s essential job functions and duties before making a determination on whether the employee is able or unable to perform these functions/duties safely. 

 

Projects are NOT authorized to allow an employee to return to work on light duty status without first receiving approval from the RCUH Human Resources Department.  If you have any questions, please contact Jill Niitani at (808) 956-8376 or [email protected].

 

2011 RCUH OUTSTANDING EMPLOYEE OF THE YEAR – Accepting Nominations

RCUH is accepting nominations for its annual Outstanding Employee of the Year Awards Program through October 31, 2011.

 

This awards program is to encourage, recognize, and reward RCUH employees who have made demonstrable, significant and outstanding contributions to their project during the previous year.

Any Regular RCUH employee or groups of RCUH employees are eligible for the program.  Principal Investigators may submit up to two nominations (either individual employee or group of individuals) per category.  If a Principal Investigator has more than two nominations per category, they will need to determine which are the best two nominations to submit to the RCUH Human Resources Department.

 

2 NOMINATION CATEGORIES (Maximum of 2 nominees per category):

 

1.  Outstanding Researcher/Project Manager/Professional (Exempt status position)

2.  Outstanding Project Support Staff (Non-Exempt status position)

 

Click here for the nomination form

 

For more information on the program, please refer to policy 3.450 Outstanding Employee of the Year Award.

 

DEADLINE to submit nomination(s):  October 31, 2011

 

The 2011 Outstanding Employee of the Year Awards Luncheon will be held on Friday, February 24, 2012.

 

The Resource

Volume 14 Issue 9

September 22, 2011

 

 

DEADLINE – SEPTEMBER 30, 2011 for FLEXIBLE SPENDING PLAN REIMBURSEMENTS

You have until September 30, 2011 to submit reimbursement forms for your Flexible Spending Plans for services or expenses incurred during the JULY 1, 2010 – JUNE 30, 2011 plan year.  NO exceptions will be made if National Benefit Services, Inc. (NBS) does not receive ALL required documents by September 30, 2011.  Reimbursement forms and receipts should be submitted directly to NBS (contact information is listed at the bottom of the reimbursement form).  Additional reimbursement forms can be downloaded from the RCUH website at www.rcuh.com by clicking on Human Resources. If you have questions or need your account balance, please call NBS at (800) 274-0503.

The end of the year is approaching quickly.  Per the RCUH Policy 3.620 for Vacation Leave (see summary below) any “Excess” vacation will be forfeited on January 1, 2011.  Excess vacation is any vacation hours over the allowable carryover amount. 

 

Employees who may be subject to losing vacation on January 1, 2012 will be sent a courtesy notice from our office at the end of September.  Employees should update their email addresses via their Employee Self-Service account to ensure timely receipt of the email. 

 

To avoid forfeiture of your earned vacation, be sure to plan your vacation schedule for the rest of the year.  Remember…your Principal Investigator (or supervisor) must approve your request for time off in advance.  If you are in jeopardy of losing vacation this year, please talk to your Principal Investigator (or supervisor) immediately.  If you did not receive a notice and would like to find out your current vacation balance, you may view this at the bottom of your online pay statements by accessing your Employee Self-Service accounts.  There will be NO exceptions to vacation carryover/forfeiture amounts. 

Regular employees 50-100% are eligible for vacation under RCUH Policy 3.620 Vacation Leave.  Vacation is calculated and accrued on a semi-monthly basis.  There are two vacation plans administered by the RCUH:

 

1)    Vacation Plan A (RCUH Standard Vacation Policy):  Under Plan A, employees may not carry forward more than 10 workdays* of vacation in a calendar year.  The maximum accumulation/carryover shall not exceed 10 workdays*. 

 

2)    Vacation Plan B (Non-Standard Vacation Policy):  Under Plan B, employees may carry forward 15 workdays* of current year accruals, and total accumulation (current year accruals and previous year carry over) shall not exceed 45 workdays*. 

 

* 1 workday equals 8 hours multiplied by your FTE (i.e., 1 workday equals 4 hours for a 50% FTE employee).

 

Your Vacation Plan (A or B) appears with your leave balances on your online payroll statements.  Be sure to read and understand the vacation policy and how it applies to you.  You should plan and take your vacation now in order to ensure that you do not forfeit any of your earned vacation.  If you have any questions please call (808) 956-8953 or email [email protected].

 

 

TIAA-CREF’s Retirement/Financial Planning Counselor, Jon Holu, will be on the UH Manoa campus on Friday, October 14, 2011 to give a group presentation on the RCUH Group Retirement Annuity (GRA) and Supplemental Retirement Annuity (SRA) plans.  Employees will have the opportunity to freely ask questions about their plan benefits, allocation options, etc.  This presentation will be at 1:00pm – 3:30pm and will be broadcasted via HITS to accommodate employees on the outer islands (Big Island, Maui, and Kauai).

 

            Big Island (UH Hilo):                       Media Services Room 359

Oahu (UH Manoa Campus):          Kuykendall Hall, Room 201

            Kauai (Kauai CC):                           Learning Resource Center, Room 122

            Maui (Maui CC):                               Ka’aike Room 105A

 

Space is limited, so we encourage all employees to sign-up as soon as possible to guarantee a seat at one of these presentations.  To reserve a seat, please email Dayna Tsue at [email protected] or call (808) 956-8953 no later than Monday, October 10, 2011.

 

 

“LIGHT/MODIFIED DUTY” REQUESTS

As a reminder, any requests for light/modified duty accommodations MUST be coordinated with your supervisor and the RCUH Human Resources (HR) Department. A Job Physical Analysis (JPA) form must be completed and reviewed BEFORE you will be allowed to return to work.  This is to ensure that your physician is fully aware of your essential job functions/duties before making a determination on whether you are able or unable to perform these functions/duties safely. 

 

Employees are NOT authorized to return to work on light or modified duty status without first receiving approval from the RCUH HR Department. It is important to note that Light/Modified duty accommodations (if available) would be provided on a “temporary” basis.  If you have any questions, please contact Jill Niitani at (808) 956-8376 or [email protected].

 

 

IMPORTANT Dates to Remember (October):

10/3	Payroll Deadline – 12:00 noon for PE 9/30/11
10/6-10/10	Web Time Preview 1
10/7	Pay Day
10/10	PAF Deadline
10/11	HRAMP Deadline
10/11-10/12	Web Time Preview 2
10/13-10/14	Web Time Input
10/17	Payroll Deadline – 12:00 noon for PE 10/15/11
10/21	Pay Day
10/21-10/25	Web Time Preview 1
10/25	PAF Deadline
10/26	HRAMP Deadline
10/26-10/27	Web Time Preview 2
10/28-10/31	Web Time Input

 

 

IMPORTANT Dates to Remember (November):

11/1	Payroll Deadline – 12:00 noon for PE 10/31/11
11/4 – 11/8	Web Time Preview 1
11/7	Pay Day
11/8	PAF Deadline
11/9	HRAMP Deadline
11/9-11/10	Web Time Preview 2
11/11	HOLIDAY – Veterans’ Day
11/14–11/15	Web Time Input
11/16	Payroll Deadline – 12:00 noon for PE 11/15/11
11/21-11/23	Web Time Preview 1
11/22	Pay Day
11/23	PAF Deadline
11/24	HOLIDAY – Thanksgiving Day
11/25	HRAMP Deadline
11/25-11/28	Web Time Preview 2
11/29-11/30	Web Time Input

 

 

TIMESHEETS FOR THE MONTH OF September-October:
September 16-30

October 1-15

October 16-31

SSE Timesheet (Form D-9c)

2011 Personnel Action & Payroll Calendar

2011 Special Check Calendar

 

 

The Principal Investigator’s Corner

 

LIGHT DUTY ACCOMMODATIONS

If your employee requests for light duty accommodations, you (as Principal Investigator) and the employee’s supervisor MUST coordinate a review with the RCUH Human Resources Department. A Job Physical Analysis (JPA) form must be completed and reviewed BEFORE the employee is allowed to return to work.  This is to ensure that the employee’s physician is fully aware of the employee’s essential job functions and duties before making a determination on whether the employee is able or unable to perform these functions/duties safely. 

 

Projects are NOT authorized to allow an employee to return to work on light duty status without first receiving approval from the RCUH Human Resources Department. If you have any questions, please contact Jill Niitani at (808) 956-8376 or [email protected].

 

2011 RCUH OUTSTANDING EMPLOYEE OF THE YEAR – Accepting Nominations

RCUH is accepting nominations for its annual Outstanding Employee of the Year Awards Program from now through October 31, 2011.

 

This awards program is to encourage, recognize, and reward RCUH employees who have made demonstrable, significant and outstanding contributions to their project during the previous year.

Any Regular RCUH employee or groups of RCUH employees are eligible for the program.  Principal Investigators may submit up to two nominations (either individual employee or group of individuals) per category.  If a Principal Investigator has more than two nominations per category, they will need to determine which are the best two nominations to submit to the RCUH Human Resources Department.

 

2 NOMINATION CATEGORIES (Maximum of 2 nominees per category):

 

1.  Outstanding Researcher/Project Manager/Professional (Exempt status position)

2.  Outstanding Project Support Staff (Non-Exempt status position)

 

For more information on the program, please refer to policy 3.450 Outstanding Employee of the Year Award.

Nomination form

DEADLINE to submit nomination(s):  October 31, 2011

 

The 2011 Outstanding Employee of the Year Awards Luncheon will be held on Friday, February 24, 2012.

The Resource

Volume 14 Issue 4
April 21, 2011

 

FLEXIBLE SPENDING PLAN – Plan Year July 1, 2010-June 30, 2011 Reimbursements

2 MONTHS LEFT…to utilize your current Flexible Spending Plan Accounts (Medical Expense Reimbursement & Dependent Care Expense Accounts).  The end of the current Flexible Spending Plan Year is quickly approaching (June 30, 2011).  Services must be incurred during the plan year ending June 30, 2011.   Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS).  You may contact Total Administrative Services Corporation (TASC) at 1-800-422-4661 to obtain an updated status of your account or login to your account at www.tasconline.com.  We urge all employees to submit their reimbursement forms to TASC in a timely manner.  Although services MUST be incurred by June 30, 2011, you have 90 days after this date to submit your reimbursement forms with ALL supporting documentation (ex. receipts, contracts) needed to reimburse you for Flexible Spending monies.  DO NOT WAIT until the end of the 90-day grace period to submit your reimbursement forms!!!

 

PY 2011-12 ANNUAL BENEFITS OPEN ENROLLMENT PERIOD (BOEP)

The RCUH Benefits Open Enrollment Period (BOEP) has begun!!  Eligible employees should have received their BOEP packets in the mail on/around April 20, 2011. Please review ALL of the materials provided. If you do not receive a packet from our office by Monday, April 25, 2011 please contact Dayna Tsue at [email protected] (808) 956-8953 to request for a duplicate packet.  For more information regarding Open Enrollment, please go to the 4/18/2011 Current News article, RCUH Open Enrollment 2011-2012.

To make changes to your RCUH Benefits, please complete the Health Insurance & Flexible Spending Enrollment form (Document 2) in your BOEP packets, and return it to our office no later than Thursday, May 19, 2011.

BENEFITS OPEN ENROLLMENT MEETINGS

We will be having three (3) Open Enrollment benefits meetings this year.  The meetings will be held on Oahu (University of Hawaii at Manoa campus) and broadcasted to various sites on the outer islands. Representatives from our health/flexible spending vendors will be available to answer your questions.  We encourage all employees to take the time to learn about your benefits options to ensure you are electing the best plan(s) to meet your needs.  

 

 

BIG ISLAND (UH Hilo) Media Services Room 350	KAUAI (Kauai CC) Learning Center Room 122	LANAI	MAUI/MOLOKAI (Maui CC) Ka’aike Room 105	OAHU (UH Manoa Campus) Kuykendall Hall 201
Friday, April 29, 2011 10:00 am – 12:00 pm	Friday, April 29, 2011 10:00 am – 12:00 pm	*This session will be recorded and will be available for future viewing.	Friday, April 29, 2011 10:00 am – 12:00 pm	Friday, April 29, 2011 10:00 am – 12:00 pm
Wednesday, May 4, 2011 10:00 am – 12:00 pm	Not Available		Not Available	Wednesday, May 4, 2011 10:00 am – 12:00 pm
Friday, May 6, 2011 1:00 pm – 3:00 pm	Friday, May 6, 2011 1:00 pm – 3:00 pm		Friday, May 6, 2011 1:00 pm – 3:00 pm	Friday, May 6, 2011 1:00 pm – 3:00 pm

 

 

*Meetings are accessible for individuals with disabilities. To request an accommodation due to your disability, please call Dayna Tsue at (808) 956-8953 or email [email protected].

STUDENT EMPLOYMENT

All RCUH Student Assistant employees are responsible for submitting a Student Verification each Semester in order to qualify for continued student employment.  For all University of Hawaii students (eg: UH Manoa, UH Hilo, Honolulu Community College, Maui College, etc.), verification is not required, as RCUH has the ability to verify student status´ electronically through a UH database.  However, verification is still needed for UH Outreach College and non-UH Schools (i.e. High School, Chaminade, HPU, etc).

 

The following are acceptable forms of student verification:

a) Student registration or receipt

b) Letter of student registration from the registrar or counselor

c) Validate student I.D. card

d) Any other form of verification deemed acceptable by the Director of Human Resources

 

Continuation of student employment:

Project/Student must submit a Student Verification for the Fall 2011 semester by August 31, 2011.  Failure to submit student verification by the indicated deadline will result in termination of student employment.

 

Employment during summer break: 

Student assistants who are enrolled for the Fall 2011 and are NOT taking any classes during the summer time, are eligible to work up to 40 hours per week.

 

Termination of student employment:

Student Assistants who no longer hold a student status must be terminated from RCUH due to their ineligibility (i.e. student graduation).  Principal Investigators must initiate a termination action via the HRAMP system by May 24, 2011.

 

Please contact Sharon Vong at [email protected] or (808)956-7307 if you have any questions.

 

RCUH HAWAII FOODBANK FOOD DRIVE
RCUH is accepting food and monetary donations for the Hawaii Foodbank now through April 28, 2011.  All donations are tax-deductible.  Let’s all make a difference by sharing what we have.  Mahalo for giving!

Click Here for Locations for Food Drop-off & *Monetary Donations

 

IMPORTANT Dates to Remember (May):

5/2	Payroll Deadline – 12:00 noon for PE 4/30/11
5/6	Pay Day
5/5-5/9	Web Time Preview 1
5/9	PAF Deadline
5/10	HRAMP Deadline
5/10-5/11	Web Time Preview 2
5/12-5/13	Web Time Input
5/16	Payroll Deadline– 12:00 noon for PE 5/15/11
5/20	Pay Day
5/20-5/24	Web Time Preview 1
5/24	PAF Deadline
5/25	HRAMP Deadline
5/25-5/26	Web Time Preview 2
5/27-5/31	Web Time Input
5/30	HOLIDAY – Memorial Day

IMPORTANT Dates to Remember (June):

6/1	Payroll Deadline – 12:00 noon for PE 5/31/11
6/6-6/8	Web Time Preview 1
6/7	Pay Day
6/8	PAF Deadline
6/9	HRAMP Deadline
6/9-6/13	Web Time Preview 2
6/10	HOLIDAY – King Kamehameha Day
6/14-6/15	Web Time Input
6/16	Payroll Deadline – 12:00 noon for PE 6/15/11
6/22	Pay Day
6/22-6/24	Web Time Preview 1
6/24	PAF Deadline
6/27	HRAMP Deadline
6/27-6/28	Web Time Preview 2
6/29-6/30	Web Time Input

TIMESHEETS FOR THE MONTH OF April-May:
April 16-30

May 1-15

May 16-31

SSE Timesheet (Form D-9c)

2011 Personnel Action & Payroll Calendar

2011 Special Check Calendar

 

 

The Principal Investigator’s Corner

 

SUMMER HIRING

Summer is the busiest season for the RCUH Human Resources Department.  In addition to being our peak hiring season, it also coincides with our Benefit Open Enrollment, Fiscal Year End, Annual Performance Evaluations and Pay Increases.

In anticipation of the peak hiring season, we ask all Principal Investigators and Project Administrators to review and adhere to the deadlines below to ensure that all hires are reviewed and approved without delay.  We appreciate your cooperation and assistance.

Selections for Regular Hires: minimum of 10 business days before target date of hire.

Non-Recruited Hires (Temporary, Specialized Service, Student Assistants, and Intermittent hire): minimum 7 business days before target date of hire.

Group Hires (6 or more employees): minimum of 15 business days before target date of hire.

Missing documents pertaining to the selection and/or incomplete new hire documents may cause the hire date to be delayed.  A formal offer of employment is made by the Principal Investigator only AFTER receiving approval to hire from the RCUH Human Resources Department.  Hire dates will be confirmed by our office via email.  All new hires & rehires are NOT approved to start working until their hire date has been confirmed by the RCUH Human Resources Office.

 

Please contact Sharon Vong at [email protected] or 956-7307 if you have any questions.

 

MEMORANDUM

 

TO:                 All Principal Investigators & Project Administrators

 

FROM:           Nelson Sakamoto

                        Director of Human Resources

 

SUBJECT:   Administrative Leave with Pay for Friday, March 11, 2011

 

Administrative Leave with Pay: The RCUH is authorizing an Administrative Leave with Pay for March 11, 2011 to all RCUH employees due to the Statewide Tsunami Warning.  This announcement supersedes our March 11, 2011 notice/email.

 

The following guidelines will apply in determining proper attendance and time reporting on Friday, March 11, 2011 for all RCUH employee categories (both salaried and hourly):

 

1.            Employees who are required to work or who come in to work on March 11, 2011: Shall be considered as having worked their normal work schedule and shall NOT be granted an equivalent time off at a later date.  Work time should be reported as regular work hours.

 

2.            Employees who are on their scheduled day-off on March 11, 2011 shall NOT be granted an equivalent time off at a later date. 

 

3.            Employees who are on an approved (paid or unpaid) leave on March 11, 2011: Shall NOT be granted an equivalent time off at a later date.  Leave hours should be reported with the applicable leave code.

 

4.            Employees who work a partial day on March 11, 2011:  Employees who work a partial day will have their hours worked as regular work hours, and the balance of the day not worked as Administrative Leave (see below).  However, any partial day worked will NOT have equivalent time off at a later date.

 

For time reporting purposes for March 11, 2011: All employees eligible for “Administrative Leave with pay” for March 11, 2011 should report these hours as “Regular Hours” online timesheet. If you have any questions please contact the RCUH Payroll section (808) 956-7239, (808) 956-7624, (808) 956-6722.

The Resource

Volume 13 Issue 10
October 22, 2010

 

CHANGES to Medical Expense Reimbursement Flexible Spending Plan Accounts

Effective January 1, 2011, Over-the-Counter (OTC) drugs must be prescribed by a physician to be considered an eligible expense.  If you have any questions about what is an eligible expense, please call Benefit Services of Hawaii, Inc (BSHI) at (808) 538-8900 or visit the BSHI website at www.bshi.net. BSHI will be sending participants a Quarterly Year-to-Date Balance Statement in November 2010 reminding participants of this change. For more information regarding this change, go to the Health Care Reform Bill website at www.healthcare.gov.  

The end of the year is approaching quickly.  Per the RCUH Policy 3.620 for Vacation Leave (see summary below) any “Excess” vacation will be forfeited on January 1, 2011.  Excess vacation is any vacation hours over the allowable carryover amount.  Employees who may be subject to losing vacation on January 1, 2011 were sent a courtesy notice from our office on October 4, 2010.  To avoid forfeiture of your earned vacation, be sure to plan your vacation schedule for the rest of the year.  Remember…your Principal Investigator (or supervisor) must approve your request for time off in advance.  If you are in jeopardy of losing vacation this year, please talk to your Principal Investigator (or supervisor) immediately.  If you did not receive a notice and would like to find out what is your vacation balance, you may view the bottom of your online pay statements by accessing your Employee Self-Service accounts.  There will be NO exceptions to vacation carryover/forfeiture amounts. 

 

Regular employees 50-100% are eligible for vacation under RCUH Policy 3.620 Vacation Leave.  Vacation is calculated and accrued on a semi-monthly basis.  There are two vacation plans administered by the RCUH:

 

1)    Vacation Plan A (RCUH Standard Vacation Policy):  Under Plan A, employees may not carry forward more than 10 workdays* of vacation in a calendar year.  The maximum accumulation/carryover shall not exceed 10 workdays*. 

 

2)    Vacation Plan B (Non-Standard Vacation Policy):  Under Plan B, employees may carry forward 15 workdays* of current year accruals, and total accumulation (current year accruals and previous year carry over) shall not exceed 45 workdays*. 

* 1 workday equals 8 hours multiplied by your FTE (i.e., 1 workday equals 4 hours for a 50% FTE employee).

 

Your Vacation Plan (A or B) appears with your leave balances on your online payroll statements.  Be sure to read and understand the vacation policy and how it applies to you.  You should plan and take your vacation now in order to ensure that you do not forfeit any of your earned vacation.  If you have any questions please call (808) 956-6979 or email [email protected].

 

YEAR-END REMINDERS

Believe it or not, the end of the year, and W-2 time, is only a couple of month away!  A few reminders:

 

(1)   Please take the time NOW to verify your name, mailing address and e-mail information via the RCUH Employee Self Service (ESS) system to ensure that our records are accurate.  Your name and mailing address, as it appears on ESS, is what will appear on your 2010 Wage & Tax Statement (W-2 form), and other tax forms, which will be available in January 2011.

 

An incorrect mailing address may cause delay in the delivery of your W-2 form.  Please remember that a $10.00 reissue fee will be assessed if another form is requested.

 

(2)  This year, we are planning to also have an electronic version of the 2010 W-2 forms available on the ESS system.   Please be on the lookout for more information in November.

 

(3)  Please review your paycheck information in ESS to make sure that your pay and TAX information is correct.  All corrections and adjustments must be posted by the 12/01 – 12/15/10 pay period (last pay period of 2010) to be reflected on your 2010 W-2 form.

 

(4)  Review marital status and/or withholding allowances on the W-4 form (federal withholding taxes) and HW-4 form (state withholding taxes) in ESS.  Changes to tax status and allowances can be completed at any time during the year, but too much or too little withholding during the year may result in large refunds or large “out-of-pocket” payments (often with penalties) come April.

 

(5)  Employees with special tax situations must renew tax documents for 2011 (e.g. W-4 exemptions, tax treaty exemptions).  Notification e-mails will be sent to applicable employees.

 

To access the ESS system, please click on the Employee Self-Service link located on the left side of the RCUH home page at www.rcuh.com.  For questions regarding your ESS login or password, please e-mail [email protected].

2010 RCUH STATEWIDE UNITED WAY CAMPAIGN

Thank you for your generous contribution to the 2010 RCUH Statewide United Way campaign.  During these tough economic times your continued support and generosity has made it possible for the various united way programs to continue to meet the specific needs of Hawaii’s people through the many health and human service agencies throughout the state.  Thank you again for your continued support of this worthy cause!

IMPORTANT Dates to Remember (November):

11/1	Payroll Deadline – 12:00 noon for PE 10/31/10
11/2	HOLIDAY – General Election
11/5	Pay Day
11/4-11/8	Web Time Preview 1
11/8	PAF Deadline
11/9	HRAMP Deadline
11/9-11/10	Web Time Preview 2
11/11	HOLIDAY – Veteran’s Day
11/11-11/14	HR PeopleSoft Systems Down
11/15	Web Time Input
11/16	Payroll Deadline – 12:00 noon for PE 11/15/10
11/19-11/23	Web Time Preview 1
11/22	Pay Day
11/23	PAF Deadline
11/24	HRAMP Deadline
11/24-11/26	Web Time Preview 2
11/25	HOLIDAY – Thanksgiving Day
11/29-11/30	Web Time Input

IMPORTANT Dates to Remember (December):

12/1	Payroll Deadline – 12:00 noon for PE 11/30/10
12/7	Pay Day
12/7-12/9	Web Time Preview 1
12/9	PAF Deadline
12/10	HRAMP Deadline
12/10-12/13	Web Time Preview 2
12/14-12/15	Web Time Input
12/16	Payroll Deadline – 12:00 noon for PE 12/15/10
12/20-12/22	Web Time Preview 1
12/22	Pay Day
12/22	PAF Deadline
12/23	HRAMP Deadline
12/24	HOLIDAY – Christmas Day
12/23-12/27	Web Time Preview 2
12/28-1/02	Web Time Input
12/31	HOLIDAY – New Year’s Day

TIMESHEETS FOR THE MONTH OF September – October:
October 16-31

November 1-15

November 16-30

SSE Timesheet (Form D-9c)

2010 Personnel Action & Payroll Calendar (revised 10/2010)

2010 Special Check Calendar

 

2011 Personnel Action & Payroll Calendar

The Principal Investigator’s Corner

 

 

2010 RCUH OUTSTANDING EMPLOYEE OF THE YEAR – Accepting Nominations

RCUH is accepting nominations for its annual Outstanding Employee of the Year Awards Program from now through November 19, 2010.

 

This awards program is to encourage, recognize, and reward RCUH employees who have made demonstrable, significant and outstanding contributions to their project during the previous year.

Any Regular RCUH employee or groups of RCUH employees are eligible for the program.  Principal Investigators may submit up to two nominations (either individual employee or group of individuals) per category.  If a Principal Investigator has more than two nominations per category, they will need to determine which are the best two nominations to submit to the RCUH Human Resources Department.

 

2 NOMINATION CATEGORIES (Maximum of 2 nominees per category):

 

1.  Outstanding Researcher/Project Manager/Professional (Exempt status position)

2.  Outstanding Project Support Staff (Non-Exempt status position)

 

Click here for the nomination form

 

For more information on the program, please refer to policy 3.450 Outstanding Employee of the Year Award.

 

DEADLINE to submit nomination(s):  November 19, 2010

 

The 2010 Outstanding Employee of the Year Awards Luncheon will be held on Friday,

February 25, 2011.

 

YEAR-END REMINDERS

The year has flown by again and we are rapidly approaching the end of another year!  A few notices and reminders:

 

(1)  Pay period ending 11/15/10:  Online timesheet input days –  11/15/10 and 11/16/10 (until 12:00 noon) only

 

Due to an upgrade to the PeopleSoft system, the RCUH Human Resources Administrative Management Portal (HR AMP) online timesheets will NOT be available from Friday, November 12, 2010 as originally scheduled.  The online timesheets will be available for input starting from 8:00am on Monday, November 15, 2010 until 12:00 noon on Tuesday, November 16, 2010.  Payroll deadline remains at 12:00 noon on Tuesday, November 16, 2010.

 

Please click here for the revised RCUH 2010 Human Resources Personnel Action and Payroll Calendar and the HR Personnel Action and Payroll Schedule.  The revised version is also being posted on the RCUH website at www.rcuh.com.

 

(2)  Pay period ending 12/31/10:  Online timesheet input days –  12/28/10 through 12:00 noon on 1/03/11

 

The 2011 New Year’s Holiday is being observed on Friday, December 31, 2010.  As such, we are able to extend the payroll deadline for pay period ending 12/31/10 to 12:00 noon on Monday, January 3, 2011.  The HR AMP online timesheets will be available for input from Tuesday, December 28, 2010 through 12:00 noon on January 3, 2011.

 

All other deadlines for the pay period will remain as is.  Please click here for the RCUH 2011 Human Resources Personnel Action and Payroll Calendar and the HR Personnel Action and Payroll Schedule.  It is also being posted on the RCUH website at www.rcuh.com.

 

(3)  Review pay records to ensure that the employees’ 2010 payroll has been submitted correctly.  All payroll corrections and adjustments must be posted by the 12/01 – 12/15/10 pay period (last pay period in 2010) to ensure that the employees’ W-2 information is accurate.

 

If a correction is required, please submit the employee’s corrected Employee Time/Leave Certification form and a signed memo of explanation to the RCUH Payroll Office at [email protected] (scan and email) or 956-5022 (fax).  The RCUH payroll staff will process the correction with the next regular payroll processing.  Please note that there are only 4 more pay periods remaining in 2010.

 

If a HR AMP transaction or Personnel Action Form is required for the correction, the necessary transaction or paperwork must be submitted by the appropriate deadlines.  The last PAF deadline for the year is Wednesday, December 9, 2010.

 

(4)  Finally, please schedule vacation time for your employees who are in danger of forfeiture by 12/31/10.  The vacation forfeitures will be processed as of 1/01/11.

 

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

 

The Resource

Volume 13 Issue 9
September 22, 2010

 

DEADLINE – SEPTEMBER 30, 2010 for FLEXIBLE SPENDING PLAN REIMBURSEMENTS

You have until September 30, 2010 to submit reimbursement forms for your Flexible Spending Plans for any services or expenses incurred during the JULY 1, 2009 – JUNE 30, 2010 plan year.  NO exceptions will be made if Benefit Services of Hawaii, Inc. (BSHI) does not receive ALL required documents by September 30, 2010.  Reimbursement forms and receipts should be mailed directly to BSHI (address is listed at the top of the reimbursement form).  If you have any questions or need additional reimbursement forms, please call (808) 538-8900 or download forms from the BSHI website at www.bshi.net.

CHANGES to Medical Expense Reimbursement Flexible Spending Plan Accounts

Effective January 1, 2011, Over-the-Counter (OTC) drugs must be prescribed by a physician to be considered an eligible expense.  If you have any questions about what is an eligible expense, please call Benefit Services of Hawaii, Inc (BSHI) at (808) 538-8900 or visit the BSHI website at www.bshi.net. BSHI will be sending participants a Quarterly Year-to-Date Balance Statement in November 2010 reminding participants of this change. For more information regarding this change, go to the Health Care Reform Bill website at www.healthcare.gov.  

The end of the year is approaching quickly.  Per the RCUH Policy 3.620 for Vacation Leave (see summary below) any “Excess” vacation will be forfeited on January 1, 2011.  Excess vacation is any vacation hours over the allowable carryover amount.  Employees who may be subject to losing vacation on January 1, 2011 will be sent a courtesy notice from our office in September 2010.  To avoid forfeiture of your earned vacation, be sure to plan your vacation schedule for the rest of the year.  Remember…your Principal Investigator (or supervisor) must approve your request for time off in advance.  If you are in jeopardy of losing vacation this year, please talk to your Principal Investigator (or supervisor) immediately.  If you did not receive a notice and would like to find out what is your vacation balance, you may view the bottom of your online pay statements by accessing your Employee Self-Service accounts.  There will be NO exceptions to vacation carryover/forfeiture amounts. 

Regular employees 50-100% are eligible for vacation under RCUH Policy 3.620 Vacation Leave.  Vacation is calculated and accrued on a semi-monthly basis.  There are two vacation plans administered by the RCUH:

 

1)    Vacation Plan A (RCUH Standard Vacation Policy):  Under Plan A, employees may not carry forward more than 10 workdays* of vacation in a calendar year.  The maximum accumulation/carryover shall not exceed 10 workdays*. 

 

2)    Vacation Plan B (Non-Standard Vacation Policy):  Under Plan B, employees may carry forward 15 workdays* of current year accruals, and total accumulation (current year accruals and previous year carry over) shall not exceed 45 workdays*. 

 

* 1 workday equals 8 hours multiplied by your FTE (i.e., 1 workday equals 4 hours for a 50% FTE employee).

 

Your Vacation Plan (A or B) appears with your leave balances on your online payroll statements.  Be sure to read and understand the vacation policy and how it applies to you.  You should plan and take your vacation now in order to ensure that you do not forfeit any of your earned vacation.  If you have any questions please call (808) 956-8953 or email [email protected].

 

2010 RCUH STATEWIDE UNITED WAY CAMPAIGN

Welcome to this year’s RCUH United Way Campaign! During these tough economic times we humbly ask for your continued support. As one of the largest non-profit organizations in the Hawaii, the United Way supports a network of member agencies to meet a broad range of health and human service needs.

 

The RCUH Statewide United Way campaign allows our employees to donate to the various island wide United Way programs (Aloha United Way (Oahu), Hawaii Island United Way, Maui United Way, and Kauai United Way). 

How to Contribute:   To contribute to the various Statewide United Way programs, complete the 2010 RCUH Employee United Way Pledge Form and return the original form to RCUH Human Resources at 2530 Dole Street, Sakamaki Hall D-100, Honolulu, HI 96822.   Deadline:  Friday, October 1, 2010.

Click here for more information about this year’s campaign

 

IMPORTANT Dates to Remember (October):

10/1	Payroll Deadline – 12:00 noon for PE 9/30/10
10/7	Pay Day
10/7-10/11	Web Time Preview
10/11	PAF Deadline
10/12	HRAMP Deadline
10/12-10/13	Web Time Preview 2
10/14-10/15	Web Time Input
10/18	Payroll Deadline – 12:00 noon for PE 10/15/10
10/22	Pay Day
10/21-10/25	Web Time Preview 1
10/25	PAF Deadline
10/26	HRAMP Deadline
10/26-10/27	Web Time Preview 2
10/28-10/29	Web Time Input

 

IMPORTANT Dates to Remember (November):

11/1	Payroll Deadline – 12:00 noon for PE 10/31/10
11/2	HOLIDAY – General Election
11/5	Pay Day
11/4-11/8	Web Time Preview 1
11/8	PAF Deadline
11/9	HRAMP Deadline
11/11	HOLIDAY – Veteran’s Day
11/9-11/10	Web Time Preview 2
11/12-11/15	Web Time Input
11/16	Payroll Deadline – 12:00 noon for PE 11/15/10
11/19-11/23	Web Time Preview 1
11/22	Pay Day
11/23	PAF Deadline
11/24	HRAMP Deadline
11/24-11/26	Web Time Preview 2
11/25	HOLIDAY – Thanksgiving Day
11/29-11/30	Web Time Input

 

TIMESHEETS FOR THE MONTH OF September – October:
September 16-30

October 1-15

October 16-31

SSE Timesheet (Form D-9c)

2010 Personnel Action & Payroll Calendar

2010 Special Check Calendar

The Principal Investigator’s Corner

VACATION LIABILITY

As a Principal Investigator or Fiscal Officer, it is your responsibility to make sure that adequate funds have been budgeted and are available to make all necessary vacation payouts.

 

It is RCUH policy to payout any available but unused vacation to all eligible employees.  This includes those employees who experience an FTE decrease below 50%.  The vacation payout should occur within 1-2 pay periods following the effective date of the employment status change.  If the project does not have the funds to payout the vacation, the project must find an appropriate source of funds in order to make the necessary payout

 

UPCOMING RCUH TRAININGS

Click on the sessions for more information.

 

• Workplace Violence Prevention Training (Maui, Hilo, Oahu, Kauai)
• Employee/Independent Contractor (EIC) Training (Maui, Hilo, Oahu, Kauai)
• EEO/Sexual Harassment Training Session (Maui, Hilo, Oahu, Kauai)
• Benefits (Kauai)