To:      All RCUH Regular 50-100% FTE Employees

RCUH has recently changed its process for the RCUH Pretax Transportation Benefit – Transit (Bus Pass) Expense only.  Attached below is the revised form that will now be used moving forward for all RCUH Pretax Transportation Benefits.  Effective July 1, 2013, the process for transit will be the same as for parking and vanpool expenses.

·         Already enrolled in the RCUH Pretax Transit Benefit?

o   You do not need to re-submit the attached form if you want to continue.

o   Effective July 1, 2013, you must now purchase the bus pass vouchers on your own located at any of the following locations:

§  TheBus Pass Office

§  Foodland Stores (Oahu)

§  7-Eleven Stores

§  Satellite City Hall

§  UH Manoa – Campus Center

§  Hawaii Pacific University Book Store

§  Chit Chat Store – Bishop Square

§  Times Supermarket

*Instructions are also on the attached form.

o   Complete the transit/parking claim form.  The claim form may be obtained at:  www.nbsbenefits.com

o   Submit copies of your receipts or documentation for eligible expenses to the claim form.  Email, fax, or mail, your claim to NBS.

§  Email:    [email protected] (PDF, TIFF or JPEG files only)

§  FAX:      (800) 478-1528 (toll free)

§  Mail:      National Benefit Services, LLC
P.O. Box 6980,
West Jordan, UT 84084

MEMORANDUM                                                                                        

TO:                 Principal Investigators of RCUH Regular Status Employees

FROM:           Nelson Sakamoto

                        Director of Human Resources

SUBJECT:    2013 Pay Award Guidelines & Implementation Process

The RCUH Board of Directors approved our 2013 Compensation Award Guidelines.  These Award Guidelines allow for “up to a 3% Merit Pay Awards and/or up to a 2% General Pay Adjustments to the employee’s base pay rate or a one-time lump-sum pay award”.  A pay adjustment will increase the employee’s base pay rate, whereas a one-time lump-sum pay award will not.  Principal Investigators are reminded to ensure availability of funds prior to submitting any pay award.  Both Merit and General pay awards will be granted only if there are sufficient funds to do so and based on program/operational requirements.

July 1, 2013 or October 1, 2013 Effective Date:  Principal Investigators will be allowed to submit pay adjustments or pay awards with either a July 1, 2013 or October 1, 2013 effective date.

Prerequisite for Pay Awards: Your completion and submission of your employee Annual Performance Evaluation is a prerequisite for initiating a pay award.  The deadline for submission of these Annual Performance Evaluations is Monday, June 24, 2013.  Once these Annual Performance Evaluations have been reviewed and processed by my office, they will be logged into our human resources information system to produce the online Pay Award/Personnel Action Form (PA/PAF).  You will find the online PA/PAF at your HR portal once your employees’ Annual Performance Reviews have been received and processed.  Therefore, you should turn in your completed Annual Performance Reviews as soon as possible, but no later than Monday, June 24, 2013. 

Definitions and Examples: 

• One-Time Lump-Sum Pay Award:  One-time lump-sum Merit Pay Award of up to 3% and/or a One-Time lump-sum General Pay Award of up to 2% of the employee’s annual base pay rate.  (Example – 3% Merit Pay Award x $20,000 Annual Base Pay Rate = $600.00 one-time lump-sum payment.)
• Pay Adjustment:  An “up to 3% merit pay adjustment to the employee’s base pay rate” and/or “up to 2% General pay adjustment” will change the employee’s base pay rate by the percentage increase he/she is awarded. (Example – 3% merit pay adjustment x $20,000/year = $600/year pay adjustment or new pay rate of $20,600/year.)
• Merit:  In order to qualify for a “Merit” pay adjustment or one-time lump-sum pay award, an employee must have either a “Distinguished” or “Commendable” overall rating on their Annual Performance Evaluation.  Merit pay adjustments or pay awards should be limited to your top performers who have demonstrated an overall outstanding work performance for the past 12-month period.
• General: In order to qualify for a “General” pay adjustment or one-time lump-sum pay award, an employee must have at least a “Competent” overall rating on their Annual Performance Evaluation.  A “Competent” rating applies to an employee performing at least at a “satisfactory or acceptable” level of work performance over the past 12-month period. 

Conditions for Pay Awards: 

1. Merit Pay Awards can only be given to employees who score either a “Distinguished” or “Commendable” rating on their Annual Performance Evaluation.
2. General Pay Awards can only be given to employees who score at least a “Competent” rating on their Annual Performance Evaluation.
3. A Principal Investigator may decide to award only Merit Pay Awards if project’s funding is limited.
4. Merit Pay Awards for Distinguished performance ratings must be higher than pay awards for Commendable performance ratings.
5. Consistency in the percentage amounts should generally be equal for the type of Pay Award.  Example:  3% for Distinguished, 2% for Commendable and 2% for General.  This means everyone scoring Distinguished should be receiving a 3% pay award. The Principal Investigator must explain why circumstances warrant a difference in the percentage awarded in a category.
6. Principal Investigators may provide a Lump Sum Merit Pay Award and Pay Adjustment to base pay rate for General or the opposite combination.  Remember, only a Pay Adjustment will increase the employee’s base pay rate. 

Online Personnel Action/Pay Award (PA/PAF) form:  The online “Personnel Action/Pay Award” is an online app that provides Principal Investigators and Fiscal Administrators a paperless personnel action form to initiate either Merit and/or General Pay Award (lump-sum payment) or Pay Adjustment (increase in base pay rate) for all employees in their respective project(s). For fiscal staff, the online personnel action/pay award forms will also calculate/display the full costs associated with the pay adjustment (both for lump sums and adjustment to base pay rate).  This online PA/PAF form is found on the RCUH HR Portal once your Annual Performance Evaluations have been received and processed by my office.

PA/PAF Deadline for Pay Awards Submission for July 1, 2013 Effective Date: Principal Investigators and Fiscal Authorities must submit their online PA/PAF no later than July 9, 2013.  Your employees will receive either their Pay Adjustment or Lump Sum by the July 22, 2013 payday. 

PA/PAF Deadline for Pay Awards Submission for October 1, 2013 Effective Date: Principal Investigators and Fiscal Authorities must submit their online PA/PAF no later than October 9, 2013.  Your employees will receive either their Pay Adjustment or Lump Sum by the October 22, 2013 payday.

Any questions please email me at [email protected] or call at 956-7055.

IMPORTANT DATES:

June 24, 2013 – Deadline for Annual Performance Evaluations to RCUH HR

June 25, 2013 – Earliest day the Online PA/PAF is available

July 9, 2013 – Deadline for PA/PAF online submission for effective date 7/1/13

October 9, 2013 – Deadline for PA/PAF online submission for effective date 10/1/13

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

UH MANOA

TBD

If you are interested in attending this training, please mail [email protected]

MAUI

TBD

If you are interested in attending this training, please mail [email protected]

HILO

Monday, June 17, 2013

1:00 pm – 4:00 pm

UH Hilo Library Computer Room LRC 359

RSVP by June 13

KAUAI

Tuesday, July 2, 2013

1:00 pm – 4:00 pm

Kauai Community College Business Dept Room 110

RSVP by June 25

To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page.               

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.

RCUH will be conducting an EEO and Sexual Harassment Prevention Training for Employees and Supervisors on Oahu.  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 DATE:

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

DATE:              Tuesday, June 25, 2013

TIME:               9:00am – 11:00am (employees, supervisors)

                        11:00am – 12:00pm (continue with supervisors only*)

LOCATION:     UH Manoa Campus, Kuykendall Auditorium (Room 101)

To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page.  If you are a current employee, log on to Employee Self Service to select 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.

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, 2013 Timesheet

PAYROLL Deadline is June 17, 2013, noon

Payday for this timesheet is June 21, 2013

Next Announcement: June 16 (June 16-30)

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 May 16-31, 2013 Timesheet

PAYROLL Deadline is June 3, 2013, noon

Payday for this timesheet is June 7, 2013

Next Announcement: June 1 (June 1-15)