Author: Lindy Higa

Same Sex Marriage in Hawaii – Update on Benefits for Same Sex Couples

On November 13, 2013, Governor Abercrombie signed the Marriage Equality Act of 2013 into law. This new law takes effect today and provides same-sex couples with the right to enter into a marriage that will be recognized by the State of Hawaii. Under this Act, the term “spouse” will be construed in a gender-neutral manner and a marriage will be permitted between two same sex individuals without regard to their gender.

What Changes Will Take Effect Starting Today? 

  • Family and Medical Leave Act (FMLA)
    • An employee in a same-sex marriage who lives in a state that recognizes same-sex marriages will have the right under the FMLA to take leave for any of the following reasons:
      • Care for a same-sex spouse with a serious health condition
      • Care for a new child born to, adopted with, or fostered with a same-sex spouse
      • Qualifying exigencies related to the deployment of a same-sex spouse to active duty
      • Care for a same-sex spouse with a serious injury or illness
    • For same-sex spouses both working with RCUH: Restricted to a total of 12 weeks of combined leave for the purpose of either: (1) the birth, adoption or foster care placement of a child or (2) to care for the employee’s parent with a serious health condition.
    • Request for FMLA: FMLA Request Form
  • Health Insurance
    • Same-sex spouse can now be added onto employee’s insurance plan as a dependent based on a qualifying event (note: this must be done within 30 days of marriage taking place).
    • Same-sex spouse insurance coverage will be on a pre-tax basis.
    • Request to add on spouse: Group Benefits Enrollment/Change Form
  • COBRA Coverage
    • Same-sex spouse will now be considered a “qualified beneficiary” and will be provided formal COBRA notices and have an opportunity to continue health coverage after a COBRA qualifying event if such a need arises.
  • Retirement Plans (with the change in the definition of spouse, husband and wives in a same sex marriage will be provided the same benefits as those in a opposite sex marriage)
  • State/Federal Tax Withholdings
    • The IRS will allow same sex couples to amend previously filed federal tax returns (generally, 2010, 2011, and 2012) in order to claim to claim a refund.
    • The IRS will not require couples to amend if they do not want to.
    • Couples living in states that recognize same sex marriage may be able to determine if they would be due a federal refund by referring to the information used to file their state returns.
    • Couples living in states that do not recognize same sex marriage may want to consult a tax preparer to determine if they qualify for a refund.
    • Request to change tax withholdings: Change in Employee Self Service
    • Please contact RCUH Payroll at [email protected] to file amendments to federal tax returns.

If you have any questions, please email RCUH Benefits at [email protected].

TRAINING: RCUH Financial Portal (Purchasing and Payment System) December 2013

The RCUH Purchasing and Payments System training will assist NEW users or those needing a “refresher course”.  This training is designed to equip project support staff with the basic knowledge and skills to initiate Purchasing and Payment actions via the RCUH Web System. During this 3-hour Purchasing and Payment training session, hands-on instruction will be provided for the following transactions:

  1. Introduction to the RCUH Purchasing and Payment System
  2. Navigating the RCUH Web Purchasing and Payment System
  3. Purchase Orders (POs)
  4. Purchase Order Change Forms (POCFs)
  5. Searching/Adding New Vendors
  6. Authorization for Payments (AFPs)
  7. Reimbursements for Cash Purchases
  8. Personal Automobile Mileage Reimbursements
  9. Travel Requests and Travel Completion Reports (Same-Day Interisland Travel)

Training Schedule

HILO

Tuesday, December 3, 2013

9:00 am – 12:00 noon

UH Hilo Library Computer Room LRC 359

 

UH MANOA

Friday, December 13, 2013

9:00 am – 12:00 noon

UH Manoa Campus, Shidler College of Business Room E-102

Seating is limited.  To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page.  Training materials will be emailed to attendees prior to the session. 

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.

TRAINING: RCUH Human Resources Portal (HR AMP) December 2013

RCUH Human Resources will be conducting our monthly Human Resources Administrative Management Portal (HR AMP) training to assist NEW users or those needing a “refresher course” on our online personnel system. During this 3-hour HR AMP training session, hands-on instruction will be provided for the following transactions:

  1. Introduction to the RCUH HR AMP System
  2. Navigating the RCUH HR AMP System
  3. Initiating Non-Recruited (Temporary, Student, Specialized Services, & Intermittent) Employees
  4. Initiating Position Requests (Regular Employees)
  5. Processing Payroll/Time Reporting
  6. Project Number Changes & Vacation Transfer/Payout Actions
  7. Changing Employee’s Full-Time/Part-Time Status (FTE Changes)
  8. Terminating Employees

Training Schedule

HILO – CANCELLED

Tuesday, December 3, 2013

1:00 pm – 4:00 pm

UH Hilo Library Computer Room LRC 359

 

UH MANOA

Friday, December 13, 2013

1:00 pm – 4:00 pm

UH Manoa Campus, Shidler College of Business Room E-102

Seating is limited.  To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page. Training materials will be emailed to attendees prior to the session. 

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.

 

Revision to P&P 2.146, Request for Proposals

TO: UH Principal Investigators / Designated University Officials / Other Project Personnel

 

RCUH Policies and Procedures 2.146, Request for Proposal (RFP), has been updated. 

 

The following have been added to the Procurement Attachments Index to aid in the preparation of an RFP:

 

RFP Preparation Checklist (Attachment 53),

RFP Evaluation Checklist (Attachment 54),

RFP FAQ (Attachment 55), and

RFP Template (Attachment 56).

 

 

RCUH Timesheet for November 16-30 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 November 16-30, 2013 Timesheet

PAYROLL Deadline is December 2, 2013, noon

Payday for this timesheet is December 6, 2013

 

Next Announcement: December 2, 2013 (December 1-15)

Drug-Free Prevention and Awareness Training

The RCUH will be providing Drug -Free Prevention and Awareness Training for employees and supervisors.  The trainer, Gary Shimabukuro, owner and certified prevention specialist for Laulima Hawaii has over 20 years of experience providing drug education for businesses, schools, law enforcement, and other organizations. To sign up for training, click on RCUH Training Enrollment located on the RCUH web page.  If you are a current employee, log on to Employee Self Service to enroll in training. 

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

Maui               December 5, 2013

 

                        8:00 am-11:30 am (employees, supervisors)

 

                        11:30 am-12:00 pm (continue with supervisors only)

 

                         Maui College, Laulima 106

 

Hilo                 December 9, 2013

 

                        12:00-3:30 pm (employees, supervisors)

 

                        3:30-4:00 pm (continue with supervisors only)

 

                        Volcanoes National Park, Kilauea Military Camp Lehua Room

 

 

 

Hilo                December 10, 2013

 

                        8:00-11:30 am (employees, supervisors)

 

                        11:30 am-12:00 pm (continue with supervisors only)

 

                        University of Hawaii at Hilo, Campus Center 306

 

 

 

Kauai              December 11, 2013

 

                        8:30 am – 12:00 pm (employees, supervisors)

 

                        12:00-12:30 pm (continue with supervisors only)

 

                        Kauai Community College, OCET 105

 

 

 

Oahu              December 13, 2013

 

                        8:00 am – 11:30 am (employees, supervisors)

 

                        11:30 am-12:00 pm (continue with supervisors only)

 

                        UH Manoa Campus, Kuykendall Auditorium

 

 

 

Oahu              January 6, 2014

 

                        8:00 – 11:30 am (employees, supervisors)

 

                        11:30 am-12:00 pm (continue with supervisors only)

 

                        Kapiolani Community College, Ohia 118 Auditorium

 

 

 

 

Need for Complete and Accurate Vendor Records

In our ongoing efforts to ensure that we have complete and accurate vendor information so that we can meet our legal tax reporting obligations for Form 1099 returns, we are seeking your assistance in contacting non-responsive vendors with whom you may have a relationship.

 

As you know, several steps have been already taken to improve the collection of the IRS Form W-9, which is necessary for the Form 1099 process.  Effective October 21, 2013, all newly created RCUH vendor records now require the vendor’s Form W-9. 

RCUH has been contacting vendors who have Form 1099-reportable payments for 2013, to submit a W-9.  After two (2) letter requests, several hundred vendors have not yet responded.  As a result, we would like to ask for your help with your vendors.

A list of non-responsive vendors can now be viewed by clicking on the “NR Vendors” action tab (top right corner) of the RCUH website page after logon.  We ask for your assistance in contacting non-responsive vendors that you recognize on the list to obtain a completed IRS Form W-9. 

Beginning November 18, 2013, non-responsive vendors that have not provided RCUH with a completed IRS Form W-9 will be deactivated. 

 The following describes the vendor deactivation process that will occur on November 18, 2013: 

  •  Vendor records with no active RCUH PO encumbrance:  If a vendor has not provided a Form W-9 by November 18, and the vendor has no active RCUH PO encumbrance, the vendor’s record will be deactivated and excluded from the Vendor Search display results.  If such a vendor requires payment, a RCUH user will be required to create a new vendor record.  A new vendor record will require a valid Form W-9 to be attached.
  • Vendor records with an active RCUH PO encumbrance:  Vendor records with an active RCUH PO encumbrance will be flagged.  A PI will be unable to submit a payment to a flagged vendor until the vendor provides a Form W-9 to RCUH.  The project will be required to contact the vendor and obtain the vendor’s Form W-9.  When the Form W-9 is sent to [email protected] with the PO# and the vendor name in the subject line, the flag will be lifted, and payment approval will be restored. 

 

 

We recommend that you check the non-responsive vendor list for vendors that you pay.  You can facilitate timely payments to your vendors by contacting them before payment is due to let them know that they need to provide a Form W-9 in order to receive future payment.  Prompt action by you can help to ensure that payments can be made to your vendors without delay.

  

We know that it is critical for you to maintain good relationships with your vendors and be able to continue to do business with them.  RCUH wholeheartedly supports good business relationships with your vendors but we cannot continue to pay a vendor that is unwilling to provide the required tax identification information to RCUH.  The penalties imposed by the IRS  are too significant when that is allowed to occur.

 

We thank you for your assistance.  By working together, RCUH can continue to provide the service that you expect and deserve.

REVISED RCUH Forms for Workers Compensation Claims

To: All RCUH Principal Investigators and Supervisors

Effective today, the following workers compensation forms have been updated. Please use the below forms when submitting your employee’s Workers Compensation Claim.

Job Physical Analysis

Industrial Injury Report & Instructions for Completing Injury Report

Employee Consent Form

As a reminder, please inform your employees to report all work-related injuries immediately to their supervisors. RCUH must receive all work-related injury reports within 24 hours of occurrence of injury. Employees should refer to Policy 3.580 RCUH Workers’ Compensation and the Guidelines to Employees memo for more information on how their workers’ compensation claim will be processed and administered.

 

Please email me at [email protected] if you have any questions.

RCUH Family Leave Policy Changes – Starting January 1, 2014

To:       All Eligible Regular Status Employees

 

 

 

Effective January 1, 2014, RCUH will be implementing the following changes to the Family Leave Policy:

 

  •          12 Month Family Leave Benefit – Change to Calendar Year (January- December)

 

o   Current: 12 month period is a 12 month rolling backwards year from date FMLA taken

 

  •          Administration of Paid Family Leave (Vacation/Sick) for qualifying reasons

 

  •          Allowance for Intermittent Leave

 

  •          Military Caregiver Leave for a Veteran and the WH-385-V Form

 

  •          Employee Approval Notices and Forms

 

o   RCUH Family Leave Request Form

 

o   Employee Rights and Responsibilities Letter

 

o   Designation Letter 

 

Policy 3.660 RCUH Family Leave will be posted on our website on January 1, 2014 and will address all above changes. We will send a follow up email to all staff on January 1, 2014 when changes are implemented.

 

If you have any questions, please contact us by email at [email protected]. 

 

Thank you,

 

RCUH Human Resources

RCUH Timesheet for November 1-15, 2013 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 November 1-15, 2013 Timesheet

PAYROLL Deadline is November 18, 2013 noon

Payday for this timesheet is November 22, 2013

 

Next Announcement: November 16 (November 16-30)