The Resource
Volume 15, Issue 9
September 21, 2012
DEADLINE – SEPTEMBER 30, 2012 for FLEXIBLE SPENDING PLAN REIMBURSEMENTS
You have until September 30, 2012 to submit reimbursement forms for your Flexible Spending Plans for services or expenses incurred during the JULY 1, 2011 – JUNE 30, 2012 plan year. NO exceptions will be made if National Benefit Services, Inc. (NBS) does not receive ALL required documents by September 30, 2012. Reimbursement forms and receipts should be submitted directly to NBS (contact information is listed at the bottom of the reimbursement form). Additional reimbursement forms can be downloaded from the RCUH website at www.rcuh.com by clicking on Human Resources. If you have questions or need your account balance, please call NBS at (800) 274-0503.
VACATION FORFEITURE – “USE IT OR LOSE IT”
The end of the year is approaching quickly. Per the RCUH Policy 3.620 for Vacation Leave (see summary below) any “Excess” vacation will be forfeited on January 1, 2013. Excess vacation is any vacation hours over the allowable carryover amount.
Employees who may be subject to losing vacation on January 1, 2013 will be sent a courtesy notice from our office at the end of September. Employees should update their email addresses via their Employee Self-Service account to ensure timely receipt of the email.
To avoid forfeiture of your earned vacation, be sure to plan your vacation schedule for the rest of the year. Remember…your Principal Investigator (or supervisor) must approve your request for time off in advance. If you are in jeopardy of losing vacation this year, please talk to your Principal Investigator (or supervisor) immediately. If you did not receive a notice and would like to find out your current vacation balance, you may view this at the bottom of your online pay statements by accessing your Employee Self-Service accounts. There will be NO exceptions to vacation carryover/forfeiture amounts.
VACATION POLICY…A BRIEF 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).
Your Vacation Plan (A or B) appears with your leave balances on your online payroll statements. Be sure to read and understand the vacation policy and how it applies to you. You should plan and take your vacation now in order to ensure that you do not forfeit any of your earned vacation. If you have any questions please email [email protected].
STATE ETHICS CODE ON CAMPAIGN RESTRICTIONS
In this election year, please be mindful of the State Ethics Code on campaign restrictions for state employees. The September 2012 edition of the Hawaii State Ethics Commission newsletter, “The High Road” (http://hawaii.gov/ethics/pubs_guides/newsltr/2012/2012-2.pdf), contains an article on campaign restrictions for state employees. Additional publications can be found at this website: http://hawaii.gov/ethics/pubs_guides/campaigning
Should you have any questions, please feel free to contact the Hawaii State Ethics Commission at (808) 587-0460 or [email protected]
IMPORTANT DATES TO REMEMBER (OCTOBER 2012):
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10/1
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Payroll Deadline – Noon for PE 9/30/12
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10/5
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Pay Day
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10/5-10/9
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Web Time Preview 1
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10/9
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PAF Deadline
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10/10
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HRAMP Deadline
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10/10-10/11
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Web Time Preview 2
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10/12-10/15
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Web Time Input
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10/16
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Payroll Deadline – Noon for PE 10/15/12
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10/22
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Pay Day
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10/23-10/25
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Web Time Preview 1
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10/25
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PAF Deadline
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10/26
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HRAMP Deadline
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10/26-10/29
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Web Time Preview 2
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10/30-10/31
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Web Time Input
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IMPORTANT DATES TO REMEMBER (November 2012):
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11/1
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Payroll Deadline – Noon for PE 10/31/12
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11/5-11/8
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Web Time Preview 1
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11/6
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HOLIDAY – General Election Day
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11/7
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Pay Day
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11/8
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PAF Deadline
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11/9
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HRAMP Deadline
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11/9-11/13
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Web Time Preview 2
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11/12
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HOLIDAY – Veteran’s Day
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11/14-11/15
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Web Time Input
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11/16
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Payroll Deadline – Noon for PE 11/15/12
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11/21
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Pay Day
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11/21-11/26
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Web Time Preview 1
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11/22
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HOLIDAY – Thanksgiving
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11/27-11/28
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Web Time Preview 2
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11/29-11/30
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Web Time Input
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TIMESHEETS FOR THE MONTH OF SEPT – NOV
September 16-30
October 1-15
October 16-31
November 1-15
November 16-30
SSE Timesheet (Form D-9c)
2012 Personnel Action & Payroll Calendar
2012 Special Check Calendar
Principal Investigator’s Corner
2012 RCUH COMPENSATION GUIDELINES
The following is to provide all Principal Investigators of RCUH projects guidelines relating to employee compensation:
1. Annual Pay Award Guidelines: The RCUH will not be issuing any Annual Pay Award Guidelines. There will be no Merit or General Pay Award Guidelines issued at this time.
2. Position Reclassifications: Principal Investigators may submit position reclassification proposals if an employee’s job has significantly changed (i.e., increased responsibilities, acquires/utilizes new skills on the job, or other significant changes in skills, accountability, or problem-solving). Principal Investigators will need to submit an updated job description, cover memo explaining changes and the incumbent’s qualifications or an updated CV/resume from the employee to justify the reclassification. Submit these directly to my office for review. A job evaluation will be conducted to determine if the changes to the job warrants a reclassification.
3. Retention Pay Adjustments: Principal Investigators may submit a memo requesting a retention pay adjustment to prevent an employee from leaving his/her project. Retention pay adjustments are handled on a case-by-case basis and may require additional pay adjustments within the PI’s project to maintain internal equity among that individual’s work unit.
Principal Investigators should consult with their fiscal office to determine if no-cost extensions on current funding can be done.
