Author: Jake Castillo

REMINDER: 2015-2016 Performance Evaluations due Friday, June 17, 2016

TO: All Principal Investigators and Project/Program Managers

This is a reminder that Performance Evaluations for the July 1, 2015 through June 30, 2016 rating period are due on Friday, June 17, 2016.  You may submit all evaluations via mail, fax (956-9423) or scan and email to [email protected].  We will not be accepting any late performance evaluations.  Prerequisite for the annual pay adjustments, all Performance Evaluations must be turned in on Friday, June 17, 2016 in order for staff to be eligible for the pay awards (no exceptions will be granted).

Also as a reminder, Friday, June 10, 2016 is King Kamehameha I Day, which is a state holiday.

RCUH FS Modernized User Interface, Announcement No. 9 – Print Layouts

The print layouts for the forms have been modified to automatically print to fit to one page (as reasonable) and to reduce the need to manually adjust page setup or print settings.  The new print layouts will have clearer text and an overall improved layout. Most forms should fit to one page; however, there may be some instances where many line items of information on a form (Purchase Requisitions, PO Payments, Travel forms, etc.) may not reasonably fit on one page. In those cases, if it is necessary to print on one page, you will have the option to manually adjust the page setup.

For optimal print layouts, we recommend using Firefox or Internet Explorer as your web browser. Page Setup should be set at Shrink to Fit the page, with margins of 0.2 inches or 5 millimeters.

The Audit Log will not be included on the printed copy.  The Audit Log will only be viewable in the online document.

This announcement pertains to print layouts for forms. Improved print layouts for reports will be released in a few weeks.

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

Updates to Determination of Cost or Price Reasonableness and Sole Source Justification Forms

Effective June 2, 2016, the Determination of Cost or Price Reasonableness and Sole Source Justification Forms have been updated as follows:

Determination of Cost or Price Reasonableness Form

    1. The third option under Section II., has been revised to better clarify the efforts to justify independent cost estimates.

ORIGINAL

NEW
“Comparison of proposed price with independent cost estimates. Attach estimates used.” “Comparison of proposed price to an independent (in-house) estimate that describes the cost of the components (e.g., labor, materials). Attach documentation of the data used to prepare the estimate”.
    1. The former fifth option under Section II., has been deleted due to its redundancy.

 

Deleted: “Analysis of Offeror’s cost information. Attach cost information.”

 

  1. A link to new sample price and cost analyses examples is provided under the instructions section of the form. The samples are also available in Attachment 57 of the Procurement & Disbursing Document Library.

 

Please be aware that the above changes will also affect the way all forms executed before June 2, 2016 look in the financial portal. For these documents, you will need to click on the “view” PDF link to the right of the PO listing to see what the form looked like at the time the PO was approved. Currently, the PDF link is only available for documents created in the modernized system (i.e., 11/23/15 and later); however, eventually all older documents will also have a PDF link.

 

Sole Source Justification Form

 

A link to new sole source justification examples is provided under the instructions section of the form. The samples are also available in Attachment 58 of the Procurement & Disbursing Document Library.

Questions may be directed to Erin Yoda at (808) 956-3969 or [email protected].

RCUH Timesheet for June 1-15, 2016 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 June 1-15, 2016 Timesheet
Payroll Deadline is June 16, 2016 noon
Payday for this timesheet is June 22, 2016

Next Announcement: June 16 (June 16-30)

Student Assistant Pay Rate Increase – Effective July 1, 2016

To:      All Principal Investigators

Effective July 1, 2016, the RCUH will initiate pay rate increases to all active Student Assistants in order to align RCUH’s Student Assistant Pay Rate Schedule with the University of Hawaii’s Student Assistant Pay Rate Schedule.

You do not need to submit any online or manual personnel action forms to make this change. The RCUH Human Resources Office will initiate these pay rate changes for all Student Assistants automatically. However, after July 1, 2016, your office must initiate any subsequent pay rate changes associated with Step Pay Rate changes (i.e. Reclassification of Duties from Step A3-1 to Step A3-2) via a manual Personnel Action Form (PAF).

Please refer to the following information for further details:

We will also initiate a similar notice and process for Student Assistant Pay Rate increases effective July 1, 2017.

If you have any questions, please contact RCUH Employment at 956-7307 or via email at [email protected].

Flexible Spending Plan Accounts – Use or Lose It

TO: All Regular-Status Employees who are currently active and enrolled in Flexible Spending Plan Accounts for Plan Year July 1, 2015 – June 30, 2016

There is one (1) month left to utilize your current active Flexible Spending Plan Accounts (Medical Expense & Dependent Care Expense Reimbursement Accounts).  The end of the current Flexible Spending Plan Year is quickly approaching (June 30, 2016).  Services must be incurred by June 30, 2016.  If you experience a change in your employment status (i.e., loss of eligibility, termination of employment) prior to June 30, 2016, you have up until the effective date of your employment status change to incur services.  Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS).

You have ninety (90) days after June 30, 2016 to claim/submit reimbursements for the plan year July 1, 2015 through June 30, 2016 by completing the NBS reimbursement form and submitting it along with all copies of your receipt(s) and required documentation directly to National Benefit Services (NBS) via fax, mail, or email:

  • Toll Free Fax: (844) 438‐1496
  • Mail: National Benefit Services, LLC P.O. Box 6980, West Jordan, UT 84084
  • Email: [email protected] (PDF, TIFF or JPEG files only)

If you have any questions or need additional reimbursement forms, please call (800) 274-0503 or download the forms from the NBS website.

Mahalo,
RCUH Human Resources

TIAA-CREF Individual Retirement Counseling Sessions

ATTENTION:  Regular status employees 50-100% FTE

If you are currently participating in RCUH’s Group Retirement Annuity (GRA) and/or Supplemental Retirement Annuity (SRA) plans administered through TIAA-CREF OR if you are interested in enrolling into a TIAA-CREF SRA plan, the RCUH Human Resources Department is now coordinating one-hour Individual/Employee Retirement Counseling Sessions with TIAA-CREF.  During these meetings, you will be able to discuss your personal financial/retirement goals with a TIAA-CREF Financial Consultant, on a free and confidential basis.

A TIAA-CREF representative will be able to assist you with planning for your retirement goals, including:

  • Setting realistic goals for key life events and retirement
  • Reviewing your investment mix and strategy
  • Selecting your TIAA-CREF options
  • Learning about TIAA-CREF retirement income flexibility

For employees unfamiliar with the SRA plan, it is considered a 403(b) tax-deferred annuity plan which allows an employee to make contributions via payroll deduction from his/her pre-tax earnings towards an individual retirement plan (i.e., SRA) through our third party administrator, TIAA-CREF.  Enrolling or making changes to your SRA election may be done at any time during the year. For more information about the GRA and SRA plans, please go to our website, www.rcuh.com and review the RCUH Retirement Plans Policy (3.560).

We have reserved the following dates and times for Individual Sessions:

Dates Location Times
June 21, 2016 John A. Burns Hall Room 4012 – Honolulu
1601 East-West Rd.
Honolulu, HI  96848		 9:00am – 4:00pm
June 22, 2016 John A. Burns Hall Room 4012 – Honolulu
1601 East-West Rd.
Honolulu, HI  96848		 9:00am – 4:00pm
June 23, 2016 John A. Burns Hall Room 4012– Honolulu
1601 East-West Rd
Honolulu, HI  96848		 9:00am – 4:00pm

To schedule an appointment, please use our secure Web site at:
www.tiaacref.org/schedulenow

If you have questions or are unable to schedule an appointment online, please call our Service and Scheduling Group at 800-732-8353 Mon-Fri 6am – 3pm Hawaii time.

Meetings are accessible for individuals with disabilities.  For more information or to request an accommodation due to your disability, contact YeeYeng Lim at (808) 956-6979 or email [email protected] at least one week prior to the session.

(REVISED) 2016 Performance Evaluation Forms due June 17, 2016

TO:                  Principal Investigators and Project/Program Managers

FROM:            Nelson Sakamoto

Director of Human Resources

SUBJECT:      2016 RCUH Performance Evaluations

RCUH Performance Evaluation Forms have been revised for the July 1, 2015 through June 30, 2016 rating period.  Use the links below to access either the RCUH Short or Long Performance Evaluation Forms.

New Short Performance Evaluation Form
New Long Performance Evaluation Form

*As of 5/25/16, the forms linked above have been edited for formatting changes.

Brief Instructions: These are Excel forms, and all required fields are shaded.  Use the Tab key to move from one required cell to another.  The scoring column has a drop-down list of scores, select the applicable rating, then tab to move on to the next field.  The Excel form will add up your scores for you.  You then match the total score with the appropriate scoring range.

Use of Existing Long and/or Short RCUH Annual Performance Evaluation Forms:  Principal Investigators may elect to use the existing Long and/or Short RCUH Annual Performance Evaluation Forms instead of the new forms.  Links to the existing Long and Short Forms appear below:

Short Annual Performance Evaluation Form

Long Annual Performance Evaluation Form

Completed and signed Performance Evaluation Forms must be turned in to RCUH Human Resources no later than Friday, June 17, 2016 for the July 1, 2016 effective date. This can be done via:

  • Email: [email protected]
  • Fax: 808-956-9423
  • Mail: RCUH Human Resources, 1601 East-West Rd, Burns Hall, Honolulu, HI, 96848

If you have any questions, please call RCUH Human Resources at 956-3100 or email us at [email protected].

RCUH FS Modernized User Interface, Announcement No. 8 – Post Implementation Updates

THANK YOU to those who have shared their feedback and reported issues to us.  Please continue to provide us with your feedback or concerns.

Updates

Automatic Logout: all users will be logged out of the Financial Portal when the web browser is closed.

Outstanding Travel Request List (for Fiscal Administrators): FAs will be able to view a list of open travel requests that are pending a travel completion.  It also provides the ability to search or sort by column headings in the list (Doc No, Project No, Employee Name, Depart Dates, etc.).

Common Issues

Following is a list of common issues and the current status (as of May 16, 2016):

Issue

Status

Print Layouts: Printed documents and reports do not fit the page properly

In Progress

Purchase Order: Not able to edit vendor address

Fixed

Purchase Order: Insufficient funds error message for UH Projects should link to the KFS Budget Status Report

In Progress

PO Payments: Users are able to edit the vendor address on the PO Payment, but the payment document will revert to the vendor address in the vendor database

Fixed

PO Listing: POCF amount should be amount of the change (not the new PO balance)

Fixed

Travel Forms: Arrival/Departure times changing in Trip Itinerary section

Fixed

Travel Forms: FA not able to enter Purpose/Justification for Travel, Special Instructions, or Signature Name fields

Fixed

Travel Request: checking and unchecking “Traveler is requesting an Advance” causes issues with the amounts in the Projects to be Charged section

Fixed

Payments: FAs not able to enter Document Number or Reason for Payment

Fixed

Direct Payments Listing: Missing check date, check number, or approved date

Fixed

Service Dates: Service date field defaulting to 1915

Fixed

File Attachments: Not able to open file attachments on all documents

In Progress

KFS Continuation Report: Negative or credit amounts are not reflected in red with parentheses

Fixed

Project List Drop Down: Terminated projects appear in drop down listing

Fixed

Frequently Asked Questions

How do I access documents or reports prior to July 2012?

All transactions and reports prior to July 2012 will be migrated in the future.  Until these are migrated, if you need access to specific documents or reports, please contact Liane Murai at [email protected].

How do I find a check number?

To find a check number, use the new Search All Documents feature, or the Approved PO Documents, Approved Payments, or Approved Travel Documents listings.  Check numbers are not listed in the Pending Documents listings.

The “Form Saved” message box is appearing on my printed copy.

Please wait 5 seconds for the message to disappear or click on the “X” in the box to close the message box before printing.

Questions or Need Assistance?

Issue:

Please contact:

Enhancements or Training Requests

Maile Brooks at [email protected] or (808) 988-8340

User Access

Janice Sato at [email protected] or (808) 988-8345

Processing Problems

Rick Fujioka at [email protected] or (808) 988-8346