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 1-15, 2013 Timesheet
Payroll Deadline is January 16, 2012, noon
Payday for this timesheet is January 22, 2013
Next Announcement: January 17 (January 16-31, 2013)
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 December 16-31, 2012 Timesheet
Payroll Deadline is December 31, 2012, 12noon
Payday for this timesheet is January 7, 2013
Next Announcement: January 2 (January 1-15, 2013).
TO: All Principal Investigators employing RCUH Regular Status Employees
FROM: Nelson Sakamoto
Director of Human Resources
SUBJECT: UPDATED: ½ Day Paid Administrative for either December 24 or 31, 2012
Governor Abercrombie has authorized State agencies to allow all Regular status employees a half-day off (with pay) on either December 24 or December 31, 2012. Pursuant to the Governor’s directive, Michael Hamnett, RCUH Executive Director has authorized the following:
The Governor reminds all agencies to comply with Chapter 80, Hawaii Revised Statutes, which state, “offices…. shall be open for the transaction of public business between the hours of 7:45 a.m. and 4:30 p.m….” Principal Investigators whose projects service the public should take appropriate steps to ensure compliance with this requirement.
Time Reporting Issues: On the RCUH Timesheet form you should indicate the Holiday Administrative Leave with Pay as “ADM”. Enter “ADM” on the RCUH online timesheet noting number of hours to be charged as paid administrative leave.
Contact me at 956-7055 ([email protected]) if you have questions concerning this memo. Please remember, the RCUH Core Offices will be closed all day on Tuesday, December 25, 2012. RCUH will be open for business on December 24 and 31, 2012.
Volume 15, Issue 11
December 18, 2012
2012 YEAR-END REMINDERS
We are quickly approaching the end of the year. Here are a few reminders:
1. Update Your Personal Information
Take the time NOW to verify and update your name, mailing address and e-mail information on the RCUH Employee Self Service (ESS) system.
An incorrect email address may prevent you from receiving important information about electronic W-2 forms available on the ESS.
An incorrect mailing address may cause delay in the delivery of paper W-2 forms. A $10.00 reissue fee will be assessed if another W-2 is requested (no exceptions).
2. 2013 Tax Withholdings
Review marital status and withholding allowances on the W-4 (federal) and HW-4 (state) Employee’s Withholding Allowance Certificates for the upcoming 2013 tax year in ESS. Changes to tax status and allowances may be completed at any time during the year, but too much or too little withholdings during the year may result in large refunds or large “out-of-pocket” payments (often with penalties) come April.
3. 2013 Renewals
Employees with special tax situations must renew tax documents for 2013 (e.g. W-4 exemptions, tax treaty exemptions). Notification will be sent to applicable employees by email.
Electronic W-2 Forms
Since 2011, RCUH employees have been able to receive their W-2 forms electronically on the RCUH Employee Self-Service (ESS) system. Many of you are already experiencing the ease of being able to retrieve your W-2 form at your convenience.
Why should I convert to an electronic W-2 form?
The IRS requires that all employees who wish to receive their W-2 forms electronically submit a consent to do so. We will be sending out instructions and deadlines for consenting to the RCUH Electronic W-2 forms in early January. Please make sure that your email address and mailing address are updated on ESS.
Currently, the 2012 W-2s are scheduled to be issued on January 25, 2013.
Should you have any questions, please contact the RCUH Payroll staff at [email protected].
½ Day Paid Administrative Leave for either December 24 or 31, 2012
Governor Abercrombie has authorized State agencies to allow all Regular status employees a half-day off (with pay) on either December 24 or December 31, 2012. Pursuant to the Governor’s directive, Michael Hamnett, RCUH Executive Director has authorized the following:
The Governor reminds all agencies to comply with Chapter 80, Hawaii Revised Statutes, which state, “offices…. shall be open for the transaction of public business between the hours of 7:45 a.m. and 4:30 p.m….” Principal Investigators whose projects service the public should take appropriate steps to ensure compliance with this requirement.
Time Reporting Issues: On the RCUH Timesheet form you should indicate the Holiday Administrative Leave with Pay as “ADM”. Enter “ADM” on the RCUH online timesheet noting number of hours to be charged as paid administrative leave.
The RCUH Core Offices will be closed all day on Tuesday, December 25, 2012. RCUH will be open for business on December 24 and 31, 2012.
2012 RCUH Outstanding Employee of the Year
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 December 28, 2012.
Inquiries? Contact Linda Watanabe at [email protected] or 808-956-7055
New 2013 Maximum Allowable Contribution Limits for Tax-Deferred Annuity Plans
The Internal Revenue Service (IRS) announced cost-of-living adjustments affecting the dollar contribution limits for pension/retirement plans for the 2013 Tax Year. Included in the cost-of-living adjustment changes was the increase to the maximum allowable contribution amount for 403(b) Tax-Deferred Annuity plans (e.g., TIAA-CREF “Supplemental Retirement Annuity” plan).
Contribution maximums will increase from $17,000.00 in 2012 to $17,500.00 in 2013; however, the “catch-up” contribution limit for those ages 50 and above will remain at $5,500.00. The new 2013 contribution maximums are reflected below:
|
|
CURRENT 2012 Maximum |
NEW 2013 Maximum |
|
Under 50 years old |
$17,000.00 |
$17,500.00 |
|
50 years old and above |
$22,500.00 |
$23,000.00 |
All eligible employees should have received an email from the RCUH earlier this month informing them of the maximum contribution limits for the tax year 2013. The email included instructions on how to make changes to their existing SRA/TDA contribution amounts or to enroll in their own SRA plan.
For more information on the IRS cost of living adjustment changes, you can visit the IRS website at www.irs.gov. If you have any questions regarding the enrollment process, please contact Marisa Hebaru at (808) 956-2326 or [email protected].
STUDENT EMPLOYMENT
All RCUH Student Assistant 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) Validate 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 Student Verification for the Spring 2013 semester by Friday, February 1, 2013. Failure to submit student verification by the indicated deadline will result in termination of student’s 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 by January 9, 2013.
Please contact Sharon Vong at [email protected] or (808) 956-7307 if you have any questions.
IMPORTANT DATES TO REMEMBER (JANUARY 2013):
|
1/1/13 |
Holiday – New Year’s Day |
|
1/7/13 |
Payday |
|
1/9/13 |
PAF Deadline |
|
1/10/13 |
HR AMP Deadline |
|
1/7/13 – 1/9/13 |
HR AMP Web Time Preview #1 |
|
1/10/13 – 1/13/13 |
HR AMP Web Time Preview #2 |
|
1/11/13 – 1/17/13 |
ESS Blackout |
|
1/14-13 – 1/16/13 |
HR AMP Web time Reporting Period |
|
1/16/13 |
Payroll Deadline Noon |
|
1/21/13 |
Holiday – Dr. Martin Luther King Jr Day |
|
1/22/13 |
Payday |
|
1/23/13 – 1/27/13 |
HR AMP Web Time Preview #1 |
|
1/25/13 |
PAF Deadline |
|
1/28/13 |
HR AMP Deadline |
|
1/28/13 – 1/29/13 |
HR AMP Web Time Preview #2 |
|
1/29/13 – 2/5/13 |
ESS Blackout Period |
|
1/30/13 – 2/1/13 |
HR AMP Web Time Reporting |
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 |
|
2/12/13 |
HR AMP Deadline |
|
2/18/13 |
Holiday – President’s Day |
|
2/11/13 |
PAF Deadline |
|
2/13/13 – 2/20/13 |
ESS Blackout Period |
|
2/19/13 |
Payroll Deadline |
|
2/20/13 – 2/20/13 |
HR AMP Web Time Preview #1 |
|
2/12/13 |
HR AMP Deadline |
|
2/12/13 – 2/13/13 |
HR AMP Web time Preview #2 |
|
2/14/13 – 2/19/13 |
HR AMP Web Time Reporting Period |
|
2/22/13 |
PAF Deadline |
|
2/22/13 |
Payday |
|
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 |
TIMESHEETS FOR THE MONTH OF JANUARY-FEBRUARY
Principal Investigator’s Corner
REVISED RCUH FRINGE BENEFITS SCHEDULE– effective January 1, 2013
The Social Security Administration (SSA) announced that the 2013 social security wage base will be $113,700, an increase of $3,600 from the 2012 wage base of $110,100. The RCUH has updated its Fringe Benefits Schedule to reflect this change. There are some key changes that you should be aware of:
Effective January 1, 2013, wages paid in excess of $200,000 will be subject to an additional 0.9% Medicare tax that will be withheld from only the employee’s wages. Employers (e.g., Projects) will not be charged for this additional withholding.
The Middle Class Tax Relief and Job Creation Act of 2012 that reduced the FICA tax rate from 6.2% to 4.2% is scheduled to expire on December 31, 2012. Unless Congress extends or amends this law; the FICA tax rate will revert to the 6.2% effective January 1, 2013.
DECEMBER PAYROLL DEADLINES
Please note the following payroll deadlines for the remainder of 2012:
1. Friday, December 28, 2012 – Last Special Check Run in 2012
The deadline to submit requests for this Special Check Run is Wednesday, December 26, 2012.
Checks processed on this check run will be dated January 2, 2013 and are considered earnings for 2013.
2. Monday, December 31, 2012 at 12:00 noon – Early payroll deadline for the 12/16 – 12/31/12 pay period
The HR AMP online timesheets will be available for input from 8:00am on Thursday, December 27, 2012 through 12:00 noon on Monday, December 31, 2012.
Online timesheets will NOT be available for submission after 12:00 noon on Monday, December 31, 2012.
Though the UH Manoa campus will be closed during the last 2 weeks in December for Winter Break, the RCUH offices will be operating as normal We will be closed on Tuesday, December 25, 2012 (Christmas Day holiday) and Tuesday, January 1, 2013 (New Year’s Day holiday).
Should you have any inquiries about these deadlines, please contact the RCUH Payroll staff at [email protected].
To: Principal Investigators, Fiscal Officers/Designated UH Officials
The deadline for fiscal officers’ approval of on-line payment transactions on December 24 and December 31 is 12:00 noon in order to be included in the daily check run.
The last check run for the calendar year will be on Monday, December 31, 2012. Month-end processing will commence at 12:00 noon on December 31, 2012. During this period, on-line payment and purchasing transactions can be initiated, but fiscal officers will NOT have the ability to approve transactions. Transactions approved after 12:00 noon on December 31 will NOT be included in the project reports for the month of December.
Should you have any questions please contact Maile Brooks at 988-8340 or [email protected].
TO: Principal Investigators and Project Administrators
Please note the following payroll deadlines for December 2012:
1.tMonday, December 17, 2012 – Payroll deadline for the 12/01 – 12/15/12 pay period (last pay period in 2012)
Special care should be taken to make sure that your employees’ timesheets are submitted accurately and on time so that their 2012 Form W-2 information is accurate.
2.tFriday, December 28, 2012 – Last Special Check Run in 2012
The deadline to submit requests for this Special Check Run is Wednesday, December 26, 2012.
Checks processed on this check run will be dated January 2, 2013 and are considered earnings for 2013.
3.tMonday, December 31, 2012 at 12:00 noon – Early payroll deadline for the 12/16 – 12/31/12 pay period
The HR AMP online timesheets will be available for input from 8:00am on Thursday, December 27, 2012 through 12:00 noon on Monday, December 31, 2012.
Online timesheets will NOT be available for submission after 12:00 noon on Monday, December 31, 2012.
Though the UH Manoa campus will be closed during the last 2 weeks in December for Winter Break, the RCUH offices will be operating as normal We will be closed only on Tuesday, December 25, 2012 (Christmas Day holiday) and Tuesday, January 1, 2013 (New Year’s Day holiday).
Should you have any inquiries about these deadlines, please contact the RCUH Payroll staff at [email protected].
TO:tALL RCUH EMPLOYEES
Believe it or not, we are already near the end of the year! A few reminders:
Take the time NOW to verify and update your name, mailing address and e-mail information on the RCUH Employee Self Service (ESS) system.
An incorrect email address may prevent you from receiving important information about electronic W-2 forms available on the ESS.
An incorrect mailing address may cause delay in the delivery of paper W-2 forms. A $10.00 reissue fee will be assessed if another W-2 is requested (no exceptions).
2.tElectronic W-2 Forms
Be on the lookout for information in January regarding receiving your W-2 forms electronically. No worries about lost, misplaced or undelivered W-2s!
3. tReview 2012 Pay and Tax Information
Review your pay and tax information on ESS to make sure that your 2012 information is correct. All corrections or adjustments must be posted by the 12/01 – 12/15/12 pay period (last pay period in 2012) to be reflected on your 2012 W-2 form. Please report any discrepancies to your Principal Investigator and/or Project Administrator immediately.
4.t2013 Tax Withholdings
Review marital status and withholding allowances on the W-4 (federal) and HW-4 (state) Employee’s Withholding Allowance Certificates for the upcoming 2013 tax year in ESS. Changes to tax status and allowances may be completed at any time during the year, but too much or too little withholdings during the year may result in large refunds or large “out-of-pocket” payments (often with penalties) come April.
5.t2013 Tax Form Renewals
Employees with special tax situations must renew tax documents for 2013 (e.g. W-4 exemptions, tax treaty exemptions). Notification will be sent to applicable employees by email.
6.tVacation Forfeitures
Discuss with your Principal Investigator or Project Manager about scheduling vacation time before 12/31/12 to avoid vacation forfeitures.
December 3, 2012
MEMORANDUM
TO: All Principal Investigators employing RCUH Regular Status Employees
FROM: Nelson Sakamoto
Director of Human Resources
SUBJECT: ½ Day Paid Administrative Leave for either December 24 or 31, 2012
Governor Abercrombie has authorized State agencies to allow all Regular status employees a half-day off (with pay) on either December 24 or December 31, 2012. Pursuant to the Governor’s directive, Michael Hamnett, RCUH Executive Director has authorized the following:
The Governor reminds all agencies to comply with Chapter 80, Hawaii Revised Statutes, which state, “offices…. shall be open for the transaction of public business between the hours of 7:45 a.m. and 4:30 p.m….” Principal Investigators whose projects service the public should take appropriate steps to ensure compliance with this requirement.
Time Reporting Issues: On the RCUH Timesheet form you should indicate the Holiday Administrative Leave with Pay as “ADM”. Enter “ADM” on the RCUH online timesheet noting number of hours to be charged as paid administrative leave.
Contact me at 956-7055 ([email protected]) if you have questions concerning this memo. Please remember, the RCUH Core Offices will be closed all day on Tuesday, December 25, 2012. RCUH will be open for business on December 24 and 31, 2012.
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 December 1-15 Timesheet
Payroll Deadline is December 17, 2012, 12noon
Payday for this timesheet is December 21
Next Announcement: December 16 (December 16-31 pay period).
The KFS Monthly Expenditures Report and KFS Continuation Account Transactions Report are now available on the RCUH website.
The KFS Monthly Expenditures Report reflects all transactions that have posted to the KFS account during the current month. This report has the ability to query data from previous months.
The Continuation Account Transactions Report only reflects RCUH transactions that have posted to the account’s respective continuation account. This report has the ability to filter data by transaction date. It is not refreshed to show transactions that may have been subsequently cleared or adjusted from the continuation account.
We are still working on the Outstanding PO Report and providing a mass print version of the Monthly Expenditure Report and Continuation Account Transactions Report.
If you have any questions or encounter any issues, please email [email protected].