TO:           All RCUH Employees with 2012 W-2 (Wage and Tax Statement) Forms

SUBJ:      Box 12DD – Employer Sponsored Health Coverage

Your W-2 forms were made available on the RCUH Employee Self-Service system or mailed out to your mailing address on Friday, January 25, 2013.

Please note:

The Affordable Care Act enacted on March 23, 2010 requires employers to report the cost of coverage under an employer-sponsored group health plan on Box 12 of the employee’s 2012 W-2 Form using Code DD.

Reporting the cost of health care coverage on the Form W-2 does not mean that the coverage is taxable.  This reporting is for informational purposes only and is provided to show employees useful and comparable consumer information on the cost of their health care coverage.

You may read more about the Affordable Care Act Tax Provisions on the IRS website www.irs.gov.

 

 

 

 

 

 

The Wage and Tax Statement (W-2) forms for the 2012 tax year have been completed.

 

 

 

Employees who submitted consent for an electronic W-2:

 

 

 

Your 2012 W-2 form is now available on the RCUH Employee Self-Service system at www.rcuh.com:

 

 

 

Employee Self Service > User ID and password > Self Service > Payroll and Compensation > View W-2/W-2c Forms

 

 

 

If you are having difficulties opening your .pdf W-2 form, please make sure that the pop-up blocker on your browser allows our website “https://hrweb.rcuh.com.”

 

 

 

For employees who did NOT consent for an electronic W-2:

 

 

 

A paper W-2 form was sent to your current mailing address on record on Friday, January 25, 2013.

 

 

 

If you do not receive your W-2 within a reasonable time, please contact us.  There will be a $25.00 reissue fee assessed if another copy is requested for any reason, including non-delivery by the US Postal Service.

 

 

 

Should you have any questions, please feel free to contact us at [email protected].

 

 

 

Mahalo!

 

 

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”. This training is designed to equip project support staff with the basic knowledge and skills to initiate Human Resources actions via the RCUH Web 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  

 

Monday, February 4, 2013

 

1:00 – 4:00 pm

 

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

 

 RSVP by January 31

 

 

 

HILO

 

Tuesday, February 19, 2013

 

1:00 – 4:00 pm

 

UH Hilo Library Computer Room LRC 359

 

RSVP by February 12

 

 

 

Seating is limited.  Please RSVP your attendance to Leah Taylor at [email protected].  Please provide your name, title, program name, e-mail address, and which session you want to attend.  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.

 

Volume 16, Issue 1

January 24, 2013

REPORT WORK-RELATED INJURY/ILLNESS TO YOUR SUPERVISOR/PRINCIPAL INVESTIGATOR

 

RCUH employees are required to report ALL work-related injuries/illnesses IMMEDIATELY after its occurrence to their immediate supervisor.  All “lost time” due to the work-related injury must be certified by the employee’s physician. The RCUH does not allow “back dated” (i.e., after the fact) medical certifications.

 

For further clarification regarding claims administration and/or WC benefits, please review RCUH’s Worker’s Compensation Policy (3.580) and Safety and Accident Prevention Program Policy (3.930) or call Marisa Hebaru at (808) 956-2326 or email [email protected]. 

 

STUDENT VERIFICATION

 

All RCUH Students Assistants employees are responsible for submitting a Student Verification each Semester in order to qualify for continued student employment. For all University of Hawaii students (eg: UH Manoa, UH Hilo, Honolulu Community College, Maui College, etc.), verification is not required, as RCUH has the ability to verify student status´ electronically through a UH database. However, verification is still needed for UH Outreach College and non-UH Schools (i.e. High School, Chaminade, HPU, etc).

 

The following are acceptable forms of student verification:

a) Student registration or receipt

b) Letter of student registration from the registrar or counselor

c) Validated student I.D. card

d) Any other form of verification deemed acceptable by the Director of Human Resources

 

Continuation of student employment:  Project/Student must submit a Student Verification for Spring 2013 semester by February 1, 2013.  Failure to submit student verification by the indicated deadline will result in termination of student employment.

 

Termination of student employment:  Student Assistants who no longer hold a student status must be terminated from RCUH due to their ineligibility (i.e. student graduation). Principal Investigators must initiate a termination action via the HRAMP system as soon as possible.

 

Please contact Sharon Vong at [email protected] or (808)956-7307 if you have any questions.

 

IMPORTANT DATES TO REMEMBER (FEBRUARY 2013):

2/1/13	Payroll Deadline Noon
2/7/13	Payday
2/7/13 – 2/11/13	HR AMP Web Time Preview #1
2/11/13	PAF Deadline
2/12/13	HR AMP Deadline
2/12/13 – 2/13/13	HR AMP Web Time Preview #2
2/13/13 – 2/20/13	ESS Blackout
2/14/13 – 2/19/13	HR AMP Web Time Reporting Period
2/18/13	Holiday – President’s Day
2/19/13	Payroll Deadline
2/20/13 – 2/20/13	HR AMP Web Time Preview #1
2/22/13	Payday
2/22/13	PAF Deadline
2/25/13	HR AMP Deadline
2/25/13 – 2/26/13	HR AMP Web Time Preview #2
2/26/13 – 3/5/13	ESS Blackout Period
2/27/13 – 3/1/13	HR AMP Web Time Reporting Period

IMPORTANT DATES TO REMEMBER (MARCH 2013)

3/1/13	Payroll Deadline Noon
3/7/13	Payday
3/7/13 – 3/11/13	HR AMP Web Time Preview #1
3/11/13	PAF Deadline
3/12/13	HR AMP Deadline
3/12/13 – 3/13/12	HR AMP Web Time Preview #2
3/13/13 – 3/20/13	ESS Blackout Period
3/14/13 – 3/18/13	HR AMP Web Time Reporting Period
3/18/13	Payroll Deadline Noon
3/20/13 – 3/21/13	HR AMP Web Time Preview #1
3/21/13	PAF Deadline
3/22/13	Pay Day
3/22/13 – 3/26/13	HR AMP Web Time Preview #2
3/25 – 4/3/13	ESS Blackout Period
3/26/13	Holiday – Prince Kuhio Day
3/27/13 – 4/1/13	HR AMP Web Time Reporting Period
3/29/13	Holiday – Good Friday

 

 

TIMESHEETS FOR THE MONTH OF FEBRUARY-MARCH

February 1-15, 2013

February 16-28, 2013

March 1-15, 2013

March 16-31, 2013

Principal Investigator’s Corner

REPORTING Work-Related Injury/Illness TO RCUH HR

 

All supervisors and/or designated project personnel must report any work-related injury/illness to the RCUH Human Resources Department within 24 hours from the occurrence.  “Reporting” consists of completing, faxing, and mailing the Supervisor’s Report of Industrial Injury Form and Employee/Claimant Consent Form (both forms available as attachments in the Safety and Accident Prevention Program Policy (3.930).

 

During the initial notification process, the supervisor must give the injured employee the Worker’s Compensation (WC) memo (signed by our Director of Human Resources) explaining WC procedures ensuring proper administration of the claim.  This memo can be found as an attachment at the bottom in the Worker’s Compensation Policy (3.580).

 

Any questions regarding the content of the policies may be directed to Jill Niitani at (808) 956-8376 or email [email protected]. 

 

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 January 16-31, 2013 Timesheet

 

PAYROLL Deadline is February 1, 2013, noon

 

Payday for this timesheet is February 7, 2013

 

 

 

Next Announcement: February 4 (February 1-15, 2013)

 

 

TO:           RCUH Employees Who Have Not Yet Consented to Receive Electronic W-2 Forms

The electronic W-2 form, available on the RCUH Employee Self-Service (ESS) system, provides you with a secure and convenient way to receive your 2012 Wage and Tax Statement.

Use the Online Electronic W-2 for Easy Access and Security:

Incidents involving compromised personal information are on the rise and our #1 concern is the security of your personal information.  Your W-2 form contains signification information which, in the wrong hands, could place your identity and finances in considerable jeopardy.

In addition, due to rising administrative costs, a replacement paper W-2 form, issued for any reason including non-delivery, will now cost $25.00.  Therefore, please submit your consent to the RCUH Electronic W-2 form today.

To receive an electronic W-2 form:

  

Provide consent on the RCUH Employee Self-Service (ESS) system.

• Click, or control-click on the link https://LinktoConsent      OR
• Access the RCUH ESS system at www.rcuh.com  and click on the Employee Self-Service link  > Payroll and Compensation > W-2/W-2c Consent Form
1. If you have already submitted your consent in previous years, you do not need to submit again.
2. If you do not consent by the deadline, or have withdrawn your consent, a paper W-2 form will be mailed to your mailing address on record.
3. Confirmation of your consent or withdrawal of consent will be sent to your email address on record.
4. We will notify you by email when your electronic W-2 form is available (currently scheduled for Friday, January 25).
5.  The IRS requires that certain disclosures about issuing W-2 forms electronically be made available to you.   Please read the IRS Disclosures.docx

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

Mahalo!

RCUH Payroll Staff

You are cordially invited to a luncheon to honor the nominees of the 2012 RCUH Outstanding Employee of the Year Awards on Friday, February 8, 2013 at 11:00 a.m. The award luncheon will be held in the Japanese Cultural Center of Hawaii, Manoa Grand Ballroom.  Please join us in giving special recognition to the nominees who represent the many hard working employees of the RCUH.  Please share this information and invitation with all of your project staff.

 

Click here for a list of the 2012 Outstanding Employee of the Year Nominees.

 

 

If you would like to attend the luncheon please submit payment with the rsvp form by January 15, 2013

 

 

Inquiries? Contact Linda Watanabe at [email protected] or 808-956-7055

 

Click here to rsvp form

January 3, 2013

 

To:       All RCUH Employees

           

2013 Social Security Taxes (From 4.2% to 6.2%, Effective January 1, 2013)

 

The Middle Class Tax Relief and Job Creations Act of 2012 which reduced the employee’s portion of the Social Security payroll tax from 6.2% to 4.2% expired on Monday, December 31, 2012.

 

Because the restoration of the 6.2% Social Security payroll tax is effective on the first wages paid in 2013, the 6.2% rate will be reflected on your January 7^th pay check. 

 

Another change for 2013 is the additional 0.9% Medicare payroll tax on wages paid in excess of $200,000 within the tax year.  This additional 0.9% will be withheld from the employee’s wages only.

 

New income tax withholding rates for 2013 are yet to be announced.  We will let you know when new withholding rates will take into effect so that you will have a chance to review your tax withholding status.

 

Should you have any inquiries, please contact RCUH Payroll at [email protected].