Author: Lindy Higa

Service Dates for On-Line Payments During June 30 – August 31, 2014 Period

To:  Designated UH Officials / Fiscal Officers

 

 

The fiscal year-end cut-off for RCUH on-line payment transactions is 12:00 noon on Monday, June 30, 2014.   All on-line payment transactions processed after Monday, June 30 through Friday, August 29, will require service dates.  The service date data entry format is mm/dd/yy.

 

 

A service date field is provided on all payment documents and is identified with the heading “S/D”.  The service date is the date goods are received or services are performed.  For certain types of payments including travel completions, petty cash reimbursements, extended services, etc., the service date entered should be the last day of the period covered by the payment.  However if the service period covers multiple fiscal years, allocate costs in each fiscal year incurred (i.e. if the service period is from June 1, 2014 to July 31, 2014, record cost incurred from June 1 to June 30 with a 06/30/14 service date and cost from July 1 to July 31 with a 07/31/14 service date).

 

 

For payments approved after July 31, $10,000 or greater, and with service dates of June 30 or earlier, please complete the attached “L-11 Accounts Payable Not Paid by 07-31-14” worksheet. Please include estimates or projections for invoices that have not been received as of August 1.  Please email your worksheet to UH General Accounting at [email protected] by Friday, August 8.  For the subject line of the email, enter “L-11 Accounts Payable” and your 3 digit UH FA number (i.e. L-11 Accounts Payable 036).

 

 

This information is needed to ensure that liabilities of RCUH are properly reported as of June 30, 2014.  Our auditors, Accuity LLP, will be reviewing selected documents processed during this period as part of their audit procedures.  Accordingly, please be advised that we may be requesting copies of payment documents for review. 

 

If you have any questions, please contact Maile Brooks at 988-8340 or [email protected].  Your cooperation is greatly appreciated.

 

 

 

 

 

Reminder on Fiscal Year-End June 30, 2014

This is a re-posting of our May 16, 2014 Current News item.

 

To:          Principal Investigators, Fiscal Officers/Designated UH Officials

 

Important Dates:

 

June 30

Last Check Run for FY 2014 (Payments must be approved by 12 noon)

July 3

RCUH Financial System scheduled to reopen

July 3

First Check Run for FY 2015 (4:00 PM)

 

On-line payment and purchasing transactions must be approved by fiscal officers by 12:00 noon on Monday, June 30.  The last check run for the fiscal year will be on Monday, June 30, 2014.

 

 

During the period July 1 through July 3, on-line payment and purchasing transactions can be initiated, but fiscal officers will not have the ability to approve transactions.  Transactions will not be posted to project accounts until the year-end processing is completed.  The RCUH financial system is scheduled to reopen on Thursday, July 3.  The first check run for FY 2015 is scheduled for Thursday, July 3 at 4:00 PM. 

 

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

Project reports will be accessible on the RCUH website.  However, until processing resumes on July 3, balances will reflect transactions posted through June 30 only.

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

 

 

 

2013 – 2014 Online Pay Award/Personnel Action Form (PA/PAF) Available Via RCUH Human Resources Portal Until July 9, 2014

To:      All Principal Investigators 

 

The online Pay Award/Personnel Action Form (PA/PAF) is now available via the RCUH Human Resources Management Portal through July 9, 2014. You will be able to go online and initiate your employee’s pay adjustments provided you have turned in their Annual Performance Evaluations (APEs), which was due to the RCUH Human Resources Department on June 23, 2014. 

 

Once you have entered and saved your employee’s pay adjustments, you must contact your Fiscal Officer (FO) to review the PA/PAF to confirm if there is “funding available” or “no funding available.” The RCUH Human Resources Department will then review the PA/PAF upon receipt of PI and FO approvals. All pay adjustments entered and approved by the RCUH Human Resources Department will be paid out in your employee(s) July 22, 2014 paycheck.

 

Please see article 2014 Pay Awards and Pay Adjustment Guidelines for more information on the different options and pay award guidelines. 

 

If you have any questions, please contact Kellye Yamamoto at [email protected] or at (808) 956-9561.  

Statement by a Foreign Vendor for a Foreign Source Income Payment — New Form

See RCUH Procurement Attachment Index for a new form and instructions entitled Statement by a Foreign Vendor for a Foreign Source Income Payment, Attachment 60.  The Form may also be found here. 

  • This Form may only be used in lieu of the IRS Form W-8 if the payment to a foreign vendor is for an activity (goods, rent, and fees) outside of the United States (the 50 states and the District of Columbia).

 

  • All payments to any foreign vendor requires review and execution by the RCUH Disbursing Office. 

 

  • If payment to a foreign vendor for an activity in the U.S. is submitted to RCUH and only the Attachment 60 is on file from a previous transaction, the vendor must complete an IRS Form W-8 before payment will be completed.

 

RCUH will also be updating the Foreign Vendor Registration Form to reflect the addition of this new form as a selection option.

 

 

For additional information on foreign source income, see: 

 

http://www.irs.gov/Individuals/International-Taxpayers/Nonresident-Aliens—Source-of-Income

 

 

 

For Foreign Person definition, see:

 

http://www.irs.gov/Individuals/International-Taxpayers/Foreign-Persons

 

 

 

Advanced Payroll Deadline for Pay Period Ending 6/30/14 and other Advanced Deadlines

The payroll deadline for the 6/16 – 6/30/14 pay period is 12:00 noon on MONDAY, JUNE 30, 2014.   The deadline has been moved up one day due to the Independence Day holiday.

 

Please note below the advanced payroll deadlines for the remainder of 2014.  All other payroll deadlines remain as usual (one working day after the end of the pay period).

 

 

Pay Period Ending

Payroll Deadline*

Holiday in Pay Period

Payday

6/16/14 – 6/30/14

6/30/14

12:00 noon

Independence Day (7/04/14)

7/07/14

8/16/14 – 8/31/14

8/29/14

12:00 noon

Labor Day (9/01/14)

9/05/14

10/16/14 – 10/31/14

10/31/14

12:00 noon

General Election Day (11/04/14)

11/07/14

12/16/14 – 12/31/14

12/31/14

12:00 noon

New Year’s Day (1/01/15)

1/07/15

 

 

 

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

 

 

 

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

 

 

 

Thank you,

 

RCUH Payroll Staff

REMINDER – Deadlines for RCUH 2014-2015 Open Enrollment Benefits Discrepancy Change(s)

The RCUH 2014-2015 Benefits Open Enrollment Period has ended.

 

 

The Open Enrollment Confirmation Statements have been sent to all employees via email on Monday, June 16, 2014.  For employees who do not have an email, they were postal mailed to your mailing address we currently have on file.  Please review your Confirmation Statements to ensure correct changes/new elections have been implemented and processed effective July 1, 2014.

 

 

If you have any discrepancies/errors to your originally submitted Open Enrollment benefits election(s), this is the ONLY REMINDER provided to you to inform us of any discrepancies.

 

 

The following are the DEADLINES to contact RCUH Human Resources Benefits Department via email at [email protected] for any discrepancies to your benefit plans:

 

 

OPEN ENROLLMENT BENEFIT

Effective July 1, 2014

FINAL DEADLINE TO CONTACT RCUH

Medical and Dental (Health) Plans

Monday, June 23, 2014

Flexible Spending Accounts

 

1.      Medical Expense Reimbursement Account

 

2.      Dependent Care Expense Reimbursement Account

Monday, June 30, 2014

Voluntary/Supplemental Insurance

 

1.      UNUM – Supplemental Long Term Care

 

2.      USAble – Voluntary Insurance

Wednesday, July 9, 2014

 

 

Mahalo,

 

RCUH Human Resources

3.210C Policy Update: RCUH Employee Positions Affected by HIPAA Rules for Medical Records – Addendum to RCUH 3.210 Hiring Options Through RCUH

To: All Principal Investigators

 

Effective June 16, 2014, we have implemented an Addendum to Policy 3.210 Hiring Options Through RCUH that requires all RCUH employees that handle protected health information (PHI) protected by the Health Insurance Portability and Accountability Act (HIPAA), to be in compliance with HIPAA requirements and the HIPAA policies and procedures of the agency/unit in which they work.

 

All Principal Investigators (PI) with RCUH employees that handle information protected under HIPAA are responsible for the following:

  • Ensure employees are required to receive and do receive training on the handling of PHI in accordance with HIPAA
  • Address and disclose the agency/unit’s HIPAA/PHI policies, required regulatory compliance, and any Business Associate or related agency/unit’s policy to the RCUH Human Resources Department
  • Provide written assurance to the RCUH Human Resources Department that the PI’s agency/unit has a HIPAA/PHI policy, training, and internal controls that meet all regulatory requirements prior to any RCUH employees being hired into a position exposing them to HIPAA/PHI

 

  • Disclose the contact information of the agency/unit’s Security Officer to the RCUH Human Resources Department

 

  • Work with the RCUH Human Resources Department to ensure all employees who work with HIPAA/PHI have the standard verbiage for HIPAA/PHI compliance in their job descriptions:

Policy and/or Regulatory Requirements:  As a condition of employment, employee will be subject to all applicable RCUH policies and procedures and, as applicable, subject to University of Hawaii’s and/or business entity’s policies and procedures.  Violation of RCUH’s, UH’s, or business entity’s policies and/or procedures or applicable State or Federal laws and/or regulations may lead to disciplinary action (including, but not limited to possible termination of employment, personal fines, civil and/or criminal penalties, etc.).

 

Must complete University of Hawaii’s and business entity’s training relating to HIPAA/PHI privacy and security relating training as soon as possible but not later than the first six (6) months of the new hire probation period. Must maintain a current status on University and/or business entity’s training requirements.

 

A post offer criminal background check.

All RCUH employees that handle information protected under HIPAA are responsible for the following:

 

  • Required to follow the HIPAA policies, procedures and training requirements of the agency/unit for which they are employed

 

 

 

NOTE: The RCUH will not employ staff in projects that do not have a policy, training or internal controls for compliance with HIPAA/PHI regulations.

 

 

 

Please see Policy 3.210C RCUH Employee Positions Affected by HIPAA Rules for Medical Records, Addendum to the RCUH 3.210 Hiring Options Through RCUH, effective June 16, 2014, for more details. If you have any questions regarding this policy or need to have your current employee’s job description updated, please contact the RCUH Human Resources Employment Department via email at  [email protected].

 

 

 

Mahalo,

RCUH Human Resources

2013 – 2014 Annual Performance Evaluations – REMINDER DUE TO RCUH HUMAN RESOURCES BY MONDAY, JUNE 23, 2014

To:      All Principal Investigators

After much consideration, we have decided to make only minor changes to the Annual Performance Evaluation (APE) Forms. Highlighted changes to the form(s) include the following: 

·         Rating Definitions and Summary Ratings: “Competent” changed to “Satisfactory”

·         Added in Performance Competency: “Support & Contributions to Success of the Project: Factual and measurable results achieved resulting to project’s success”

·         Elimination of Project Administrative Review Signature

Please see below for the long and short performance evaluation forms:

2014 Performance Evaluation (Long Form)

2014 Performance Evaluation (Short Form)

You may use either the long form or the short form for your employee(s). After completion of the evaluation, you must meet with your employee(s) to go over their evaluation. You should also review your employee’s job description to ensure that it is up to date. If it is not up to date, you will need to submit an electronic copy (with track changes) to RCUH Human Resources at [email protected].

All Annual Performance Evaluation Forms are due to RCUH Human Resources no later than June 23, 2014. You may submit all evaluations via scan and email to [email protected]. We will not be accepting any late performance evaluations. All Annual Performance Evaluations must be turned in by June 23, 2014 in order to be eligible for the pay awards (no exceptions will be granted).

We will be announcing the pay award guidelines on the afternoon of June 3, 2014. All pay adjustments will be done through the Human Resources Administrative Management Portal (via the Pay Award/Personnel Action Form (PA/PAF)), which will be available on June 25, 2014 for submission. All pay adjustments must be submitted via HRAMP no later than July 9, 2014 (no exceptions). We will be providing additional details during the first week of June.

The RCUH is conducting APE training for all Principal Investigators, Supervisors and Administrative Staff. Please click here for more information.

We anticipate a revamp of the Annual Performance Evaluation Form for next year, which will include a revised rating system. If you have any questions, please contact RCUH Human Resources at [email protected].