RCUH Leave Training – Family Leave Training and All Other RCUH Leaves on Wednesday, October 30, 2013, from 1:00pm – 4:00pm has been CANCELLED.

 

There is still space available in the morning session which will be held from 9:00am – 12:00pm in OCET 106 C & D.

Volume 16, Issue 9

 

October 29, 2013

 

 

 

2013 YEAR-END REMINDERS

 

We are fast approaching the end of the year!  A few reminders:

 

 

 

(1)          Update Personal Information

 

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

 

 

 

An incorrect email address will prevent you from receiving important information about obtaining your W-2 form electronically.

 

 

 

An incorrect mailing address will not only cause delays in the delivery of your paper W-2 form (if you elect not to receive the electronic version), but you may also run the risk of your personal information falling into the wrong hands. 

 

 

 

(2)          Electronic W-2 Forms

 

If you have not done so already, we strongly recommend that you consent to an electronic version of the W-2 form this year.  No more worries about lost, misplaced or undelivered W-2s!   Be on the lookout soon for instructions on how to give consent to an electronic W-2 form.

 

 

 

(3)          Review 2013 Pay and Tax Information

 

Review pay and tax information on your pay advices NOW (also available on ESS) to make sure that they are correct.  All corrections or adjustments must be posted by the 12/01 – 12/15/13 pay period (last pay period in 2013) to be reflected on your 2013 W-2 form.  Please report any discrepancies to your Principal Investigator or Project Administrator immediately.

 

 

 

(4)          2014 Tax Withholdings

 

Review marital status and withholding allowances on your W-4 (federal) and HW-4 (state) Employee’s Withholding Allowance Certificates for the upcoming 2014 tax year in ESS.  Changes to tax withholdings may be completed at any time during the year, but too little withholdings during the year may result in large out-of-pocket payments, often with penalties, come April.

 

 

 

(5)          2014 Tax Form Renewals

 

Employees with special tax situations must renew tax documents for 2014 (e.g. W-4 exemptions, tax treaty exemptions).  Notification will be sent to applicable employees by email.

 

 

 

VACATION: USE IT … DON’T LOSE IT!
There is a limit to the amount of vacation that may be carried forward each calendar year (Dec. 31st to Jan. 1st). The amount of vacation you are allowed to carry forward is dependent upon the specific Vacation Plan authorized by your project. Your online Pay Statement (via Employee Self-Service System) indicates whether you are in Vacation Plan A or B.  It also lists your current vacation hours balances at the bottom left of the statement. RCUH will also send email notices if we feel you may be at risk of forfeiting your vacation. Please plan your vacation accordingly for the remainder of the year to ensure that you do NOT lose any well-deserved vacation leave.

Summary: 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).

 

 

 

RCUH SUPERVISOR “TRAIN-THE-TRAINER” TRAINING (for compliance with new OSHA regulations)

 

Presented by: John H. Connors Insurance and Zurich Services Corporation

 

 

 

Subject: “Globally Harmonized System of Classification and Labeling of Chemicals (GHS) – The New Hazard Communication Standard”

 

 

 

The OSHA Hazard Communication Standard was recently revised to align with the Globally Harmonized System of Classification and Labeling of Chemicals (GHS).  The GHS system provides a globally consistent manner of chemical hazard classification, labeling and communicating the hazards of chemicals via Safety Data Sheets (SDS).

 

 

 

Deadlines:

 

December 1, 2013:

 

·         Employees must be trained on the changes to the OSHA Hazard Communication standard, the new GHS labeling system and the new GHS safety data sheets (SDS).

 

·         Employees must be aware of the changes so they can correctly interpret the hazards of the chemicals they work with based on the new labels and safety data sheets they may encounter.

 

 

IMPORTANT DATES TO REMEMBER (NOVEMBER 2013)

 

11/1/13	Payroll Deadline Noon
11/6/13 – 11/11/13	HR AMP Web Time Preview #1
11/7/13	Pay Day
11/8/13	PAF Deadline
11/11/13	Holiday – Veteran’s Day
11/12/13	HR AMP Deadline
11/12/13 – 11/13/13	HR AMP Web Time Preview #2
11/13/13 – 11/20/13	ESS Black-Out Period
11/14/13 – 11/18/13	HR AMP Web Time Reporting Period
11/18/13	Payroll Deadline Noon
11/20/13 – 11/24/13	HR AMP Web Time Preview #1
11/22/13	Pay Day
11/22/13	PAF Deadline
11/25/13	HR AMP Deadline
11/25/13 – 11/26/13	HR AMP Web Time Preview #2
11/26/13 – 12/4/14	ESS Black-Out Period
11/27/13 – 12/2/13	HR AMP Web Time Reporting Period
11/28/13	Holiday – Thanksgiving Day

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

IMPORTANT DATES TO REMEMBER (DECEMBER 2013)

 

12/2/13	Payroll Deadline Noon
12/5/13 – 12/9/13	HR AMP Web Time Preview #1
12/6/13	Pay Day
12/9/13	PAF Deadline
12/10/13	HR AMP Deadline
12/10/13 – 12/11/13	HR AMP Web Time Preview #2
12/11/13 – 12/18/13	ESS Black-Out Period
12/12/13 – 12/16/13	HR AMP Web Time Reporting Period
12/16/13	Payroll Deadline Noon
12/19/13 – 12/23/13	HR AMP Web Time Preview #1
12/20/13	Pay Day
12/23/13	PAF Deadline
12/24/13	HR AMP Deadline
12/24/13 – 12/26/13	HR AMP Web Time Preview #2
12/25/13	Holiday – Christmas Day
12/26/13 – 1/3/14	ESS Black-Out Period
12/27/13 – 12/31/13	HR AMP Web Time Reporting Period

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TIMESHEETS FOR THE MONTH OF NOVEMBER-DECEMBER

 

November 1-15, 2013

 

November 16-30, 2013

 

December 1-15, 2013

 

December 16-31, 2013

 

 

 

 

 

PRINCIPAL INVESTIGATOR’S CORNER:

 

 

 

2013 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, 2013.

 

 

 

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):  October 31, 2013

 

 

 

The 2013 Outstanding Employee of the Year Awards Luncheon will be held on Friday, February 7, 2014.

 

 

 

 

 

EEO/AA POLICY

 

RCUH IS AN EQUAL EMPLOYMENT opportunity/affirmative action employer.  It is the policy of RCUH to afford equal employment opportunity to all individuals without regard to race, color, religion, sex, national origin, age, arrest and court record, handicap, marital status, or status as a disabled veteran or veteran of the Vietnam era.  RCUH’s Affirmation Action Plan describes the programs/procedures developed to ensure employment opportunities for women, minorities, handicapped, disabled, and Vietnam era veterans.  The Plan is available for inspection at the RCUH Human Resources Department.

 

 

 

 

 

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 October 16-31, 2013 Timesheet

PAYROLL Deadline is November 1, 2013, noon

Payday for this timesheet is November 7, 2013

 

Next Announcement: November 1 (November 1-15)

 

Reminder – RCUH is accepting nominations for its annual Outstanding Employee of the Year Awards Program.  The deadline to submit nominations (Click here for the nomination form) is October 31, 2013.

 

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

 

The 2013 Outstanding Employee of the Year Awards Luncheon will be held on Friday, February 7, 2014 at the Manoa Grand Ballroom, Japanese Cultural Center of Hawaii.

 

 

The 2014 RCUH Human Resources Personnel Action and Payroll Calendar and Schedule are now posted on our website at www.rcuh.com.

Please note that the payroll deadline days (when the RCUH online timesheet submission is due) have been moved up for the following pay periods due to holidays:

Pay Period Ending	Payroll Deadline Day	Holiday in Pay Period	Payday
12/16/13 – 12/31/13	12/31/13	New Year’s Day (1/01/14)	1/07/14
1/01/14 – 1/15/14	1/15/14	Dr. Martin Luther King, Jr. Day (1/20/14)	1/22/14
2/01/14 – 2/15/14	2/14/14	President’s Day (2/17/14)	2/21/14
4/01/14 – 4/15/14	4/15/14	Good Friday (4/18/14)	4/22/14
6/16/14 – 6/30/14	6/30/14	Independence Day (7/04/14)	7/07/14
8/16/14 – 8/31/14	8/29/14	Labor Day (9/01/14)	9/05/14
10/16/14 – 10/31/14	10/31/14	General Election Day (11/04/14)	11/07/14
12/16/14 – 12/31/14	12/31/14	New Year’s Day (1/01/15)	1/07/15

These dates are highlighted in red boxes on both the calendar and schedule.

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

Thank you,

RCUH Payroll Staff

 

Effective immediately, upon termination of employment at your respective projects, all RCUH employees (regardless of employment status) will be receiving a confirmation of termination of employment. We will be administering terminations as follows:

 

 

 

·         Regular Status Employees (involuntary/voluntary terminations)

 

o   Confirmation of Termination Memos to be sent out to Employee and Principal Investigator via email

 

o   Information about affected benefits will be included

 

 

 

·         Temporary, Student, Intermittent Status Employees

 

o   Confirmation of Termination Emails to be send out to Employee and Principal Investigator

 

 

 

If you have any questions, please email Renee Doi, Senior Human Resources Manager at [email protected].

 

TO:                Principal Investigators of RCUH Regular Status

                      Employees

 

FROM:           Nelson Sakamoto
                      Director of Human Resources

 

 

 

The 2013 Pay Award/Personnel Action Form (PA/PAF) process is has been completed.  All October 2013 PA/PAFs submitted by the October 9, 2013 deadline have been reviewed by RCUH Human Resources and approved accordingly.

 

 

 

The PA/PAF will be unavailable for input until the 2014 annual pay increase period.  An announcement will be posted at a later date. 

 

 

 

To view your submitted PA/PAF via HR AMP, click here.

 

 

 

For instructions on how to view your 2013 pay awards, .

RCUH Leave Training – Family Leave Training and All Other RCUH Leaves on Thursday, October 24, 2013, from 1:00pm – 4:00pm has been CANCELLED.

 

You can still sign up for the morning session which will be held from 9:00am – 12:00pm in John A. Burns Hall Room 4005.

 

Training sign ups can be done through RCUH’s Training Database or through current employee’s Employee Self Service (ESS) System.

 

Should you have any questions, please email [email protected].

 

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].

 

RCUH has completed all information sessions on the following topics:

• NEW Health Insurance Marketplace Coverage Options and Your Health Coverage
• Same Sex Marriage Benefit Changes (IRS Revenue Ruling 2013-17)
• Briefing on Family Leave

We have received many good questions from the participants of these training sessions and have put together FAQ sheets for each topic. Please click on the links below to access these FAQ sheets:

 FAQ – Health Insurance Marketplace (Hawaii Health Connector)

FAQ – Same Sex Marriage Benefit Changes

FAQ – Briefing on Family Leave

Any questions should be emailed to RCUH Benefits ([email protected]).