The Resource

 

Volume 15, Issue 6

 

June 22, 2012

 

 

Change to RCUH’s Flexible Spending Plan-Medical Expense Reimbursement Plan Maximum For Plan Year 2012-13 (DEADLINE: June 29, 2012)

 

In compliance with the Health Care Reform Act, the RCUH announced during our 2012-2013 Annual Benefits Open Enrollment Period that our Flexible Spending-Medical Expense Reimbursement Plan would be amended to cap the maximum salary reduction contributions to $2,500 (previously $4,500 for employees with 4 or more years of continuous service with the RCUH). The IRS recently released guidance clarifying that the effective date for the new limit will be the first day of the first “plan” year beginning on or after January 1, 2013 (IRS Notice 2012-40). Since RCUH’s plan year is from July 1 through June 30, we are not required to implement the plan maximum of $2,500 until the July 1, 2013 – June 30, 2014 plan year.

 

 

 

Although RCUH’s Open Enrollment period has ended, we believe it is necessary to provide our employees the ability to maximize their flexible spending contributions for this upcoming plan year. Therefore, employees with four (4) or more years of continuous service with the RCUH and who have previously elected in Flexible Spending for the PY2012-13, who wish to increase their flexible spending plan contributions of up to $4,500 for the plan year, July 1, 2012 – June 30, 2013, may complete and submit the RCUH Flexible Spending Plan – Medical Expense Reimbursement Enrollment Form. Completed forms may be faxed to (808) 956-5022, scanned/emailed to [email protected], or hand-delivered/mailed to RCUH Human Resources Department, or 2530 Dole Street, Sakamaki Hall D-100, Honolulu, HI 96822. The deadline to submit this form is Friday, June 29, 2012.

 

 

 

If you enrolled in the 2012-2013 Flexible Spending-Medical Expense Reimbursement plan and do not want to increase your contribution amount, you do NOT need to re-submit a form.

 

 

 

If you have any questions or concerns, please contact Dayna Tsue at (808) 956-8953 or [email protected].

 

 

OPEN ENROLLMENT is OVER!
The 2012-2013 Benefits Open Enrollment Period is over and new enrollments, cancellations, and changes will take effect on July 1, 2012.  Health insurance deductions for the new plan year will begin in the June 16-30, 2012 pay period.  All other new plan year deductions will commence in the July 1-15, 2012 pay period (e.g., Flexible Spending Plans & Supplemental Insurances).  Please check your on-line payroll statements (via Employee Self-Service) to ensure that the deductions accurately reflect your elections.

Benefits Confirmation Statements which confirms individual benefits effective July 1, 2012, were sent to all benefits-eligible employees on May 31, 2012.  Employees were given a final opportunity to make corrections/changes to their benefits (deadline was on June 8, 2012).  For those that made additional corrections/changes, a FINAL Benefits Confirmation Statement was sent out on June 14, 2012.  If you made corrections but did not receive a Final Benefits Confirmation Statement, please contact Dayna Tsue at (808) 956-8953 or [email protected]. 

 

 

 

**NOTE: The HMSA Health Plan Summary that was included in the original Open Enrollment email (sent on April 17, 2012) and the Benefits Confirmation Statements (sent on May 31, 2012) reflected the incorrect rates for the HMSA Health Plan Hawaii Basic Plans ONLY; all other plan rates were correct.  We have since revised the HMSA Health Plan Summary sheet; please refer to the new 2012-2013 HMSA Health Plan Summary for the updated rates.  We sincerely apologize for any confusion this may have caused.  Please contact Dayna Tsue at (808) 956-8953 or [email protected] if you have any further questions. 

 

 

 

Flexible Spending Plan Accounts – 1 WEEK LEFT…

 

…to utilize your current Flexible Spending Plan Accounts (Medical Expense Reimbursement & Dependent Care Expense Accounts) monies.  The end of the current Flexible Spending Plan Year is quickly approaching (June 30, 2012).  Services and/or purchases must be incurred during the plan year ending June 30, 2012.  

 

 

 

We urge all employees to submit their reimbursement forms to National Benefits Services (NBS) in a timely manner.  Although services MUST be incurred by June 30, 2012, you have until September 30, 2012 (90-days after the end of the plan year) to submit your reimbursement forms with ALL supporting documentation (ex. receipts, contracts) for reimbursement of your Flexible Spending monies.  DO NOT WAIT until the end of the 90-day grace period to submit your reimbursement forms!!!  All unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS).

 

 

 

To obtain an updated status of your account or additional reimbursement forms, contact NBS at 1-800-274-0503 or log onto the NBS website at www.nationalbenefitservices.com. 

 

 

 

New TIAA-CREF Website & Features and New TIAA-CREF Financial Management & Education Program

 

TIAA-CREF has introduced a new participant website for all RCUH employees participating in the TIAA-CREF Group Retirement Plan.  If you have not viewed your individual account online (“My TIAA-CREF”) I encourage you to do so.  This new website provides extensive information, better navigation, and easier to understand displays.  Visit your online account page to see the new look and features.

 

 

 

In addition, TIAA-CREF will be launching a new “Communication, Education & Advice” (CE&A) Program.  This CE&A Program is focused on Financial Management and Education.  This free program will include online information, printed information, one-to-one meetings, use of social media and workshops.  This CE&A Program is scheduled to begin in July/August 2012.  You’ll be receiving updates on the launch of the CE&A Program directly from TIAA-CREF.

 

 

 

LinkedIn Passwords

 

LinkedIn has confirmed that passwords for 6.5 million accounts have been stolen and that hackers are working together to break the encryption on the passwords.  As a precaution, it is recommended that LinkedIn users change their passwords.  Do not get tricked into clicking on links in emails that a scammer can collect information.  Go directly to the LinkedIn site to change your password.

 

 

 

For more information, below is the link to the news article on Information Week Security:

 

http://www.informationweek.com/news/security/attacks/240001623?cid=nl_IW_daily_2012-06-06_html&elq=96b19bc5aa0e42be962fd8bf63608ad2

 

 

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 Fall 2012 semester by Tuesday, September 4, 2012.  Failure to submit student verification by the indicated deadline will result in termination of student employment.

 

 

 

Employment during summer break: 

 

Student Assistants who are enrolled for the Fall 2012 and are NOT taking any classes during the summer time, are eligible to work up to 40 hours per week.

 

 

 

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 May 9, 2012.

 

 

 

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

 

 

 

IMPORTANT DATES TO REMEMBER (JULY 2012):

 

7/2	Payroll Deadline – Noon for PE 6/30/12
7/4	HOLIDAY – Independence Day
7/5-7/9	Web Time Preview 1
7/6	Pay Day
7/9	PAF Deadline
7/10	HRAMP Deadline
7/10-18	ESS Blackout Period
7/10-7/11	Web Time Preview 2
7/12-7/16	Web Time Input
7/16	Payroll Deadline – Noon for PE 7/15/12
7/20	Pay Day
7/23-7/25	Web Time Preview 1
7/25	PAF Deadline
7/26	HRAMP Deadline
7/26-7/27	Web Time Preview 2
7/30-7/31	Web Time Input

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

IMPORTANT DATES TO REMEMBER (AUGUST 2012)

 

8/1	Payroll Deadline – Noon for PE 7/31/12
8/7	Pay Day
8/7-8/9	Web Time Preview 1
8/9	PAF Deadline
8/10	HRAMP Deadline
8/10-8/13	Web Time Preview 2
8/14-8/15	Web Time Input
8/16	Payroll Deadline – Noon for PE 8/15/12
8/17	HOLIDAY – Statehood Day
8/22	Pay Day
8/23-8/27	Web Time Preview 1
8/27	PAF Deadline
8/28	HRAMP Deadline
8/28-8/29	Web Time Preview 2
8/30-8/31	Web Time Input

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TIMESHEETS FOR THE MONTH OF JULY – AUG

 

June 16-30

 

July 1-15

 

July 16-31

 

August 1-15

 

August 16-31

 

SSE Timesheet (Form D-9c)
2012 Personnel Action & Payroll Calendar

 

2012 Special Check Calendar

 

 

 

Principal Investigator’s Corner

 

 

2012-2013 RCUH ANNUNAL PERFORMANCE EVALUATIONS

All Principal Investigators/Supervisors can start to fill out the Performance Evaluations (Short Form or Long Form) for their respective employees. Once we finalize our Pay Guidelines, we will be publishing it on “Current News” on our RCUH homepage. RCUH Annual Performance Evaluation Pay Guidelines are still pending approval. However, all Performance Evaluations will still be due on June 29, 2012

 

 

Policy 3.234 RCUH Recruitment Policy (Regular Hires), section 2 has been revised to include the following changes (see Full Policy 3.234 RCUH Recruitment Policy (Regular Hires):

 

 

 

·         Applicants must apply online* using the “e-Recruit Online System” (accessed from the Employment page off the RCUH website home page).  

 

·         Applicants are able to add additional documents after their initial application by going back to their Applicant Profile which will allow up to ten (10) attachments per job vacancy up until 11:59 p.m. HST on the closing date.

 

·         All application documents must be labeled with the recruitment ID# to be considered. The RCUH will not consider the individual’s resume/CV for any other job vacancy (e.g., one application per vacancy).

 

·         Applications are accepted through 11:59 p.m. Hawaii Standard Time on the closing date for the recruitment.  On-line applications must be submitted on or before the stated closing date. Please ensure that you provide an e-mail address with your application document(s). Upon upload of your document(s), you will receive a “Receipt of Application” e-mail from RCUH.

 

 

 

* If you do not have access to our system and the closing date is imminent, please send your application documents to [email protected].

 

 

 

For more information on applying for an RCUH job vacancy, please click here.

Should you have any questions, please call Renee Doi at (808)956-7241

 

                                                                                                                    June 19, 2012

                                                                                                                        

MEMORANDUM                                                                                 

TO:                 All Principal Investigators & RCUH Employees

 

FROM:          Nelson Sakamoto

                       Director of Human Resources

 

SUBJECT:   Campaign Restrictions for State Officials and State Employees

 

As a reminder, employees of the Research Corporation of the University of Hawaii (RCUH) are “State employees” and subject to the provision of Chapter 84, Hawaii Revised Statutes, Standards of Conduct, Part II Code of Ethics (otherwise referred to the “Ethics Code”). 

 

All Principal Investigators and RCUH employees are reminded that this Code of Ethics provides specific restrictions to all State employees planning to run for or campaign for a public office.  Attached are informational handouts prepared by the Hawaii State Ethics Commission explaining these restrictions.  Please contact the State Ethics Commission if you have any questions concerning these restrictions or these attachments.

 

Attachments

 

 

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 16-30 Timesheet

 

 

 

Payroll Deadline is July 2, 2012, 12noon

 

Payday for this timesheet is July 6, 2012

 

 

 

Next Announcement:  July 2 (July 1-15 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 June 1-15 Timesheet

 

 

 

Payroll Deadline is June 18, 2012, 12noon

 

Payday for this timesheet is June 22, 2012

 

 

 

Next Announcement:  June 18 (June 16-30 pay period).

 

 

Volume 15, Issue 5

May 22, 2012

Open Enrollment – CoNFIRMATION PROCESS

The 2012 Benefits Open Enrollment Period for eligible RCUH employees has ended. Employees should be receiving a benefits confirmation statement outlining their elections (effective July 1, 2012) via E-Mail on/around May 31, 2012. Please review the benefits listed on the statement for accuracy. Corrections to your benefits can be made on the “RCUH Open Enrollment Correction/Change Form” on the back of the confirmation statement. The deadline to submit the Correction/Change Form to the RCUH Human Resources office will be Friday, June 8, 2012.

 

**REMINDER: Please update your E-Mail address accordingly if this information has recently changed. 

 

Please note that the new plan year health insurance deductions will begin in the June 16-30, 2012 pay period. All other new plan year deductions will commence in the July 1-15, 2012 pay period (Flexible Spending Plans & Supplemental Insurances).

 

Please check your On-line Payroll Statements (via Employee Self-Service) to ensure that the deductions accurately reflect your elections.

FLEXIBLE SPENDING PLAN – Plan Year July 1, 2011-June 30, 2012 Reimbursements

1 MONTH LEFT…to utilize your current Flexible Spending Plan Accounts (Medical Expense Reimbursement & Dependent Care Expense Accounts).  The end of the current Flexible Spending Plan Year is quickly approaching (June 30, 2012).  Services must be incurred during the plan year ending June 30, 2012.   Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS). 

 

You may contact National Benefit Services (NBS) at 1(800) 274-0503 to obtain an updated status of your account.  Claims for reimbursements can be faxed (800/478-1528), mailed (National Benefit Services, LLC P.O. Box 6980, West Jordan, UT 84084), emailed ([email protected]) or uploaded via the Participant Website at https://www.nationalbenefitservices.com/.  

 

We urge all employees to submit their reimbursement forms to NBS in a timely manner.  Although services MUST be incurred by June 30, 2012, you have 90 days after this date to submit your reimbursement forms with ALL supporting documentation (ex. receipts, contracts) needed to reimburse you for Flexible Spending monies.  DO NOT WAIT until the end of the 90-day grace period to submit your reimbursement forms!!! For more information on eligible services, claims reimbursement process, etc. visit the NBS website at http://www.nbsbenefits.com/participants.htm (“Cafeteria” Plan section).  

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 Fall 2012 semester by Tuesday, September 4, 2012.  Failure to submit student verification by the indicated deadline will result in termination of student employment.

 

Employment during summer break: 

Student Assistants who are enrolled for the Fall 2012 and are NOT taking any classes during the summer time, are eligible to work up to 40 hours per week.

 

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 May 9, 2012.

 

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

 

REMINDER: TRAVEL FOR NONIMMIGRANT EMPLOYEES  

• Employees on J-1, H-1B, TN, E-3, or O-1 visas sponsored by the RCUH must notify Janet Zukemura at (808) 956-0871 or [email protected] if you intend to travel outside the U.S.  We ask that you provide us at least a two (2) week notice prior to travel so that we may ensure that you have the proper documentation to return to the U.S.

 

 

• Nonimmigrant employees who have a pending “change of status” petition (i.e., change from F-1 to H-1B, etc.) with the U.S. Citizenship and Immigration Services (USCIS) must remain in the U.S. until a determination on the petition is rendered.  Whenever an individual with a pending “change of status” petition leaves the U.S., USCIS will cancel the petition since they consider the alien to have “abandoned” the request.

 

 

Please contact Janet Zukemura at [email protected] or (808) 956-0871 if you have any questions.

 

SPRING 2012 TUITION REIMBURSEMENT PROGRAM

In order to be reimbursed, those who were approved for the Spring 2012 Tuition Reimbursement Program have 30 days after the semester ends to turn in copies of their grades and receipt of payment by June 12, 2012.

JUNE Training Schedule

EEO/Sexual Harassment Prevention Training

6/8/2012 – 9-12pm, Hilo – Institute for Astronomy Building, Auditorium – cancelled

6/15/2012 – 9-12pm, Maui College – Laulima 103

6/19/2012 – 9-12pm, UH Manoa – Kuykendall Auditorium

6/22/2012 – 9-12pm, Kauai CC – One Stop Center Conference Room 207

6/26/2012 – 9-12pm, JABSOM Kakaako – MEB 202

 

Please RSVP your attendance to Sharon Makabe at [email protected] with your name, position title, project/program name, contact phone number and email address.

 

New Hire Orientation

6/1/2012 – 9-11am, Maui College – Laulima 101 CANCELLED

6/8/2012 – 9-11am, Hilo – Institute for Astronomy Building, Rm 131

6/15/2012 – 9-11am, Maui College – Laulima 101

6/22/2012 – 9-11am, Kauai CC – One Stop Center Mtg Room 204

6/26/2012 – 1-3pm, JABSOM Kakaako – MEB 202

 

Please RSVP your attendance to Sharon Vong at [email protected] with your name, position title, project/program name, contact phone number and email address.

 

 

2012 RCUH ANNUAL HAWAII FOOD DRIVE

Thank you to everyone who generously donated to the 2012 RCUH Annual Hawaii Food Drive. All of your contributions will help make a difference in another’s life.

 

EQUAL EMPLOYMENT OPPORTUNITIES NOTICE
Federal law requires that there be no discrimination against any employee or applicant for employment because of the individual’s race, sex, including gender identity or expression, sexual orientation, age, religion, color, ancestry, disability, marital status, pregnancy, arrest and court record, or domestic or sexual violence victim status, or status as a disabled veteran or veteran of the Vietnam era with respect to hiring, promotion, firing, compensation, or other terms, conditions or privileges of employment (see 3.110 RCUH Equal Employment Opportunity Policy). Federal law also prohibits retaliation against any employee who files a charge of discrimination or who cooperates with the EEOC’s investigation of a charge. The EEOC is committed to protecting employees who file charges, who complain about discrimination or who are witnesses during an investigation including, if necessary, further court proceedings. It is the policy of the Research Corporation of the University of Hawaii to provide an impartial and complete investigation of any charge of discrimination filed with the EEOC. Furthermore, it is the policy of the Research Corporation of the University of Hawaii to provide full disclosure to the Charging Party involved of any investigation filed with the RCUH, the Hawaii Civil Rights Commission or EEOC. If you wish to report an instance(s) of discrimination, please contact Nelson M. Sakamoto, Director of Human Resources at (808) 956-3100.

SEXUAL HARASSMENT
The RCUH Sexual Harassment Policy (www.rcuh.com Human Resources Policy 3.120) ensures everyone can work with security, dignity, and freedom from sexual harassment. Sexual Harassment is illegal under the Civil Rights of 1964. An employee who feels he/she is a victim of sexual harassment should contact his/her immediate supervisor, project manager, Principal Investigator, or the RCUH Director of Human Resources (956-3100 or [email protected]). The complainant shall complete the EEO Complaint Form (see RCUH Human Resources Policy 3.110 attachment 2). All complaints received will be kept confidential. All complaints received regarding the employee’s supervisor, project manager or Principal Investigator should be reported to the RCUH Director of Human Resources immediately.

 

IMPORTANT DATES TO REMEMBER (JUNE 2012)

 

6/1	Payroll Deadline – Noon for PE 5/31/12
6/6-6/8	Web Time Preview 1
6/7	Pay Day
6/8	PAF Deadline
6/11	HOLIDAY- Kamehameha Day
6/12	HRAMP Deadline
6/13-6/20	ESS Blackout Period
6/12-6/13	Web Time Preview 2
6/14-6/16	Web Time Input
6/18	Payroll Deadline – Noon for PE 6/15/12
6/21-6/25	Web Time Preview 1
6/22	Pay Day
6/25	PAF Deadline
6/26	HRAMP Deadline
6/27-7/4	ESS Blackout Period
6/26-6/27	Web Time Preview 2
6/28-7/2	Web Time Input

 

 

 

 

 

 

IMPORTANT DATES TO REMEMBER (JULY 2012):

 

7/2	Payroll Deadline – Noon for PE 6/30/12
7/4	HOLIDAY – Independence Day
7/5-7/9	Web Time Preview 1
7/6	Pay Day
7/9	PAF Deadline
7/10	HRAMP Deadline
7/10-18	ESS Blackout Period
7/10-7/11	Web Time Preview 2
7/12-7/16	Web Time Input
7/16	Payroll Deadline – Noon for PE 7/15/12
7/20	Pay Day
7/23-7/25	Web Time Preview 1
7/25	PAF Deadline
7/26	HRAMP Deadline
7/26-7/27	Web Time Preview 2
7/30-7/31	Web Time Input

 

 

TIMESHEETS FOR THE MONTH OF MAY- JULY

May 16-31

June 1-15

June 16-30

July 1-15

July 16-31

SSE Timesheet (Form D-9c)
2012 Personnel Action & Payroll Calendar

2012 Special Check Calendar

 

Principal Investigator’s Corner

2012-2013 RCUH ANNUNAL PERFORMANCE EVALUATIONS

All Principal Investigators/Supervisors can start to fill out the Performance Evaluations (Short Form or Long Form) for their respective employees. Once we finalize our Pay Guidelines, we will be publishing it on “Current News “ on our RCUH homepage. RCUH Annual Performance Evaluation Pay Guidelines will not be published until mid June 2012. All Performance Evaluations will be due on June 29, 2012.