Author: Lindy Higa

IMPORTANT REMINDER! – Review and Update Your Personal Information on the RCUH Employee Self-Service System

To:      All RCUH Employees

Re:      IMPORTANT REMINDER!  – Review and Update Your Personal Information on the RCUH Employee Self-Service System 

Believe it or not, we are already at the end of the year!  A few reminders:

(1)        Update Contact Information

All RCUH employees are responsible for keeping their personal contact information updated at all times via Employee Self Service (ESS). This includes the following information:

·         Home and Mailing Address

·         Phone Numbers

·         Email Addresses

It is important to keep this information updated as we often send out important notices and emails, such as information regarding our electronic W-2 forms. Please log in to ESS to ensure that your contact information is current and make any changes before January 11, 2015.

Note:  ESS Blackout periods  (when changes are not allowed):

12/11/14 – 12/18/14

12/26/14 – 1/05/15

 (2)       Electronic W-2 Forms

If you have not done so in previous years, we strongly recommend that you consent to an electronic version of the W-2 form this year.  Your W-2 form will then be available for you to review and print on the ESS system.

No more worries about lost, misplaced or undelivered W-2 forms!   Your confidential information will be safe and secure, and only accessible by you.    Please be on the lookout for instructions on how to give consent to an electronic W-2 form shortly.

(3)        Review 2014 Pay and Tax Information

Review pay and tax information on your pay advices NOW to make sure that they are correct.  All corrections or adjustments must be posted by the 12/01 – 12/15/14 pay period (last pay period in 2014) to be reflected on your 2014 W-2 form.  Please report any discrepancies to your Principal Investigator or Project Administrator immediately.

(4)        2015 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 2015 tax year.  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)        2015 Tax Form Renewals

Employees with special tax situations must renew tax documents for 2015 (e.g. W-4 exemptions, tax treaty exemptions).  Notification will be sent to applicable employees by email within the next 2 weeks.

External Posting Costs – Changes in Craigslist Ad Costs and Other External Publications

To: All Principal Investigators

 

Subject: External Posting Costs  – Changes in Craigslist Ad Costs and Other External Publications

 

Please be advised that Craigslist no longer offers free job postings in Hawaii, effective December 1, 2014. Craigslist will now charge $25.00 for each job posting for a 30-day duration. Please note that Craigslist will also charge $25.00 to “refresh” a job posting to the top of the list (for another 30-day duration) as this functions as a new job posting.

 

As a reminder, please refer to the below for some common external posting sources, and their costs and deadlines (if applicable):

 

NAME OF PUBLICATION

ON-LINE
OR PRINT

COST OF POSTING/AD

DURATION

DEADLINE FOR SUBMISSION

American Astronomical Society (AAS)

On-Line

 $240.00 for first 250 words ($0.25 per word thereafter)

 1 Month

15th of the month prior to publication

CareerBuilder

On-Line

$419.00

 30 Days

None

Craigslist

On-Line

$25.00

 30 Days

None

Dice

On-Line

$395.00

 30 Days

None

Hawaii Jobs on Demand

On-Line

$279.65

 30 Days

None

Monster

On-Line

$375.00

 30 Days

None

Post Jobs Now

On-Line

$139.00

 30 Days

None

SPIE

On-Line

$450.00

 30 Days

None

Real Jobs Hawaii

On-Line

 Free

 30 Days

None

Hawaii Job Engine

On-Line

 Free

 30 Days

None

Job Spider

On-Line

 Free

 30 Days

None

Nature Jobs

On-Line

 Free

 30 Days

None

Tech Jobs Hawaii

On-Line

 Free

 30 Days

None

Hawaii Tribune Herald

Print

Approximately $200.00 + tax

 1 Sunday

Tuesday at Noon prior to Sunday’s date

Honolulu Star Advertiser

Print

Approximately $1,700.00 + tax

 1 Sunday

Wednesday at Noon prior to Sunday’s date

Kauai Garden Isle

Print

Approximately $248.00 + tax

 1 Sunday

Wednesday at Noon prior to Sunday’s date

Maui News

Print

Approximately $235.00 + tax

 1 Sunday

Thursday at Noon prior to Sunday’s date

West Hawaii Today

Print

Approximately $305.00 + tax

 1 Sunday

Tuesday at 4:00 PM prior to Sunday’s date

 

All external postings should be requested via the online Position Requisition Form (PRF) at the time of requesting for a new recruitment via the HRAMP portal. However, if it is not requested online via HRAMP, please complete a Manual PRF. 

 

If you have any questions, please contact the RCUH Human Resources Employment Department via email at [email protected].

RCUH Timesheet for December 1-15, 2014 pay period

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 1-15, 2014 Timesheet

PAYROLL Deadline is December 16, 2014 noon

Payday for this timesheet is December 22, 2014

 

Next Announcement: December 16 (December 16-31)

RCUH Timesheet for November 16-30, 2014 pay period

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 November 16-30, 2014 Timesheet

PAYROLL Deadline is December 1, 2014 noon

Payday for this timesheet is December 5, 2014

 

Next Announcement: December 1 (December 1-15)

 

TIAA-CREF Individual Retirement Counseling Sessions

ATTENTION:  Regular status employees 50-100% FTE

 

If you are currently participating in RCUH’s Group Retirement Annuity (GRA) and/or Supplemental Retirement Annuity (SRA) plans administered through TIAA-CREF OR if you are interested in enrolling into a TIAA-CREF SRA plan, the RCUH Human Resources Department is now coordinating one-hour Individual/Employee Retirement Counseling Sessions with TIAA-CREF.  During these meetings, you will be able to discuss your personal financial/retirement goals with a TIAA-CREF Financial Consultant, on a free and confidential basis.

 

A TIAA-CREF representative will be able to assist you with planning for your retirement goals, including:

  • Setting realistic goals for key life events and retirement
  • Reviewing your investment mix and strategy
  • Selecting your TIAA-CREF options
  • Learning about TIAA-CREF retirement income flexibility 

For employees unfamiliar with the SRA plan, it is considered a 403(b) tax-deferred annuity plan which allows an employee to make contributions via payroll deduction from his/her pre-tax earnings towards an individual retirement plan (i.e., SRA) through our third party administrator, TIAA-CREF.  Enrolling or making changes to your SRA election may be done at any time during the year. For more information about the GRA and SRA plans, please go to our website, www.rcuh.com and review the RCUH Retirement Plans Policy (3.560).

 

We have reserved the following dates and times for Individual Sessions:

Dates

Location

Times

December 2, 2014

John A. Burns Hall Room 3002 – Honolulu

1601 East-West Rd.

Honolulu, HI  96848

9:00am – 4:00pm

December 3, 2014

John A. Burns Hall Room 3002 – Honolulu

1601 East-West Rd.

Honolulu, HI  96848

9:00am – 4:00pm

December 4, 2014

John A. Burns Hall Room 3002 – Honolulu

1601 East-West Rd.

Honolulu, HI  96848

9:00am – 4:00pm

 

To schedule an appointment, please use our secure Web site at:

 

http://www.tiaa-cref.org/schedulenow

 

If you have questions or are unable to schedule an appointment online, please call our Service and Scheduling Group at 800-732-8353 Mon-Fri 6am – 2pm Hawaii time.

 

Meetings are accessible for individuals with disabilities.  For more information or to request an accommodation due to your disability, contact Jessica Gamiao at (808) 956-2326 or email [email protected] at least one week prior to the session.

November 4, 2014 General Election – Guidance relating to Voting Time

TO:                 Principal Investigators & Project Administrators

FROM:           Nelson Sakamoto               

                       Director of Human Resources

 

SUBJECT:     November 4, 2014 General Election – Guidance relating to Voting

 

Under Hawai’i Revised Statutes § 11-95, any employee registered to vote, and who normally does not have a free two-hour period, excluding lunch/rest periods/breaks, while voting polls are open, MUST BE allowed two hours paid time-off from work in order to vote in the upcoming Primary and General Elections.  This requirement is not applicable to employees whose work schedules begins work after 9:00 a.m. or is finished by 4:00 p.m. 

 

General Election Day

Tuesday, November 4, 2014

7:00 a.m. – 6:00 p.m.

 

“Voting Time” – “Employees entitled to leave on election day for voting” as provided under Hawai’i Revised Statutes § 11-95: Any voter shall on the day of the election be entitled to be absent from any service or employment in which such voter is then engaged or employed for a period of not more than two hours (excluding any lunch or rest periods) between the time of opening and closing the polls to allow two consecutive hours in which to vote.  Such voter shall not because of such absence be liable to any penalty, not shall there by any rescheduling of normal hours or any deduction made, on account of the absence, from any usual salary or wages; provided that the foregoing shall not be applicable to any employee whose hours of employment are such that the employee has a period of two consecutive hours (excluding any lunch or rest periods) between the time of opening and closing the polls when the employee is not working for the employer.  If, however, any employee fails to vote after taking time off for the purpose the employer, upon verification of that fact, may make appropriate deductions from the salary or wages of the employee for the period during which the employee is hereunder entitled to be absent from employment.  Presentation of a voter’s receipt by an employee to the employer shall constitute proof of voting by the employee.”

 

Time Reporting Procedures (Only for RCUH Required to Work on November 4, 2014): November 4, 2014, General Election Day is a paid holiday for (only) Regular status RCUH employees.  Regular status employees working on November 4, 2014 will receive their Holiday Pay, plus straight-time pay for all hours worked.  Any employee excused from work to vote on November 4, 2014 must present a “Voter’s Receipt” as proof of voting.  Report these “2.0 hours voter time allowance” as REGULAR work hours on their timetables.

RCUH Timesheet for November 1-15, 2014 pay period

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 November 1-15, 2014 Timesheet

PAYROLL Deadline is November 17, 2014 noon

Payday for this timesheet is November 21, 2014

 

Next Announcement: November 15 (November 16-30)

Update: Financial System Access Problem re SSLv3

An update to our 10/22/14 news item re accessing the financial system –


The RCUH financial system uses SSLv3, so it must be enabled in your browser (eg, Internet Explorer, Firefox, and Chrome) in order to access the system.  If the the SSLv3 is disabled on any of these browsers, access will not possible.  


Our IT vendor team is addressing this SSLv3 vulnerability issue and we are hoping to have a solution in place shortly.  Thank you for your patience and understanding as we work through this issue.

Update of RCUH Procurement & Disbursing Policies

RCUH is in the process of updating its Procurement and Disbursing policies.  The intent is to publish the updated RCUH Procurement policies on February 1, 2015, with an effective date of March 1, 2015.  In an effort to inform Principal Investigators and their projects on the upcoming changes, below is a summary of some of the more substantial policy updates that will be implemented. 


If there are any questions regarding the changes, please contact Doug Tonokawa at 956-9244, or [email protected].

  1. Threshold Increased for Purchases Without Competition:  In order to streamline RCUH’s procurement process, RCUH intends to raise the threshold for purchases that can be made without competition, from $2,500 to $3,000.

  2. Purchases Requiring Only Verbal Quotations:  In order to streamline RCUH’s procurement process, RCUH intends to raise the threshold for purchases requiring only verbal quotations from less than $15,000, to less than $25,000.

  3. Tax Clearance:  Under Hawaii Revised Statutes, Section 103-53, a proof of tax compliance with the Hawaii Department of Taxation and the U.S. Internal Revenue Service is a prerequisite to entering into any contract for purchases of $25,000 or more.  RCUH is already requiring this for all formal contracts (i.e., Agreement for Services, Construction Contracts) $25,000 or greater.  Since a purchase order is a type of contract, beginning March 1, 2015, RCUH will require a tax clearance for all Purchase Orders for the purchase of goods and services of $25,000 or more, upon both the Purchase Order issuance, and upon final payment on a Purchase Order.  Please begin to plan for this for future purchases.  This is consistent with current requirements for UH and other state agencies.


The Federal Office of Management and Budget published its Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.  This guidance, termed the “Super Circular,” will add several requirements to various purchases using Federal funds.  Although the Super Circular established an effective date of December 26, 2014, it allows a grace period that defers the effective date for one full fiscal year.  RCUH will be electing to take advantage of the grace period, resulting in an effective date of July 1, 2016. 

 

The following will be required at that time: 

 

Invitation for Bids (IFB) and Request for Quotations (RFQ) above $150,000

 

Under current RCUH policies, Projects can obtain written quotes without publicly advertising the solicitation.  Under the Super Circular, that will no longer be permissible.  The following will be required:

 

a.   Public Advertising:  Under the Super Circular (2 CFR § 200.320), all IFBs and RFQs above $150,000 must be publicly advertised.  The Super Circular does not define public advertising.

 

RCUH will require that all IFBs/RFQs above $150,000 be posted on the State Procurement Office’s website.  This is consistent with the existing practices of other state agencies, including UH.  SuperQUOTE may still be utilized for solicitations, provided that the IFB/RFQ is posted on the State Procurement Office’s solicitation website and reference is made to the SuperQUOTE listing. 

 

b.  Sealed Bids/Quotes:  Under the Super Circular (2 CFR § 200.320), all submitted bids and quotes above $150,000 must be kept sealed and confidential and must be opened publicly at the location/date/time indicated in the IFB or RFQ.  Bids/quotes cannot be opened, even by project personnel, before the date/time specified in the solicitation.  SuperQUOTE may still be utilized, provided that the bids/quotes obtained through SuperQUOTE are kept sealed and are not opened until the public opening date/time (we understand that UH and CommercePoint are working on this capability).


c.   Independent Cost/Price Estimate:  Under the Super Circular (2 CFR § 200.323), Projects must make an independent cost/price estimate before going out for bid/quote for all purchases $150,000 or greater.  Documentation of this estimate must be kept in the procurement file.  The estimate may take various forms, including (a) simple market research on similar goods or services, (b) comparison to previous or similar purchases, (c) internally estimating the general range for the purchase price. 

 

This may appear burdensome; however, RCUH believes that the Super Circular simply requires that some minimal background work be done by the Project on the pricing expected before going out to obtain bids/quotes.