RCUH Financial System Available During UH Winter Break

During the University’s winter break period (December 19-23 and 27-30, 2011), the RCUH financial system will be open for processing financial transactions.  However, RCUH transactions will not be electronically transmitted to UH FMIS and therefore RCUH transactions will not post to FMIS.  The last RCUH electronic feed to FMIS will be on Friday, December 16, 2011, and will resume on Friday, December 30, 2011.

In addition, the UH-FMIS Fast Track New Accounts & Changes, Journal Vouchers, and Project Fiscal Reports will not be processed or updated during this period.  The last Fast Track update will be on Friday, December 16, 2011 and will resume the morning of Tuesday, January 3, 2011.

 NOTE:

RCUH offices will be open for business as usual during the December 19-23 and 27-30, 2011 period.   Offices will be closed on Monday, December 26, in observance of the Christmas Day holiday.

 

Important Payroll Reminders and Deadlines

TO:                 Principal Investigators and Project Administrators

SUBJECT:   Important Payroll Reminders and Deadlines

 

 

The year has flown by again and we are already near the end of another year!  A few reminders:

 

(1)  Monday, December 12, 2011 – Last day to submit retroactive payroll correction and adjustment requests for 2011

 

Pay period ending 12/15/11 is the last payroll in 2011 and the last chance for retroactive adjustments to be processed in the current payroll year.  Adjustments posted after pay period ending 12/15/11 will be considered 2012 earnings/adjustments and will NOT be included in the employee’s Wage and Tax Statement (Form W-2) for 2011.

 

If a review of your pay records shows that a correction is required, please submit the employee’s corrected Employee Time/Leave Certification form and a signed memo of explanation to the RCUH Payroll Office at [email protected] (scan and email) or 956-5022 (fax) by the 12/12/11 deadline.

 

If a HR AMP transaction or Personnel Action Form is required for the correction, please note that the last deadlines for 2011 are:

           

 

            PAF Deadline:          Friday, December 9, 2011

            HR AMP Deadline:  Monday, December 12, 2011

 

(2)  Friday, December 16, 2011 – Payroll deadline for the 12/01 – 12/15/11 pay period (last pay period in 2011)

 

Special care should be taken to make sure that your employees’ timesheets are submitted accurately and on time so that their 2011 Form W-2 information is accurate.

 

 

Should you have any inquiries about these deadlines, please contact the RCUH Payroll staff at [email protected].

Year-End Reminders for Employee

(1)  Update Personal Information:

 

Take the time NOW to verify your name, mailing address and e-mail information on the RCUH Employee Self Service (ESS) system to ensure that your information is accurate.

 

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 form is requested (no exceptions).

 

Deadline to update personal information on ESS:  Tuesday, January 10, 2012

 

ESS blackout periods (when changes to personal information are NOT allowed) for the remainder of 2011 are:

 

      12/13/11 – 12/20/11

      12/27/11 – 1/04/12

 

 

(2)  Review 2011 Pay and Tax Information:

 

Review your paycheck information on ESS to make sure that your 2011 pay and tax information is correct.  All corrections and adjustments must be posted by the 12/01 – 12/15/11 pay period (last pay period in 2011) to be reflected on your 2011 W-2 form.  Please report any discrepancies to your Principal Investigator and/or Project Administrator.

 

Deadline to request for pay or tax adjustments:       Monday, December 12, 2011

 

RCUH Timesheet for December 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 December 1-15 Timesheet

 

Payroll Deadline is December 16, 2011, 12noon

Payday for this timesheet is December 22, 2011

 

Next Announcement:  December 16 (December 16-31 pay period).

 

 

Cancellation of NTE Notices

Not-To-Exceed reminder emails for projects ending in December 2011 will be the last notices that RCUH Human Resources/Payroll will be sending out to remind Principal Investigators and Fiscal Officers of impending expiring projects.

With the availability of the Electronic Journal Voucher (eJ/V) system on the RCUH Human Resources Administrative Management Portal (HR AMP), we believe that these notices are no longer necessary.  If employees remain on project accounts past the end dates, their payroll will continue to be processed and their salary and fringe charges posted to the expired accounts.  The charges may then be transferred retroactively to other accounts using the eJ/V system if appropriate.

 

If there are insufficient funds in the project accounts to cover payroll and fringe benefit costs, the Principal Investigator and Fiscal Officer will be responsible for the allocation of other funds to pay the employees.

 

The schedule for the remaining NTE reminder notices is as follows:

 

11/30/11          Final Notices for projects ending 11/30/11

15-Day Notices for projects ending 12/15/11

                        30-Day Notices for projects ending 12/29 – 12/31/11

 

12/15/11          Final Notices for projects ending 12/15/11

15-Day Notices for projects ending 12/29 – 12/31/11

 

12/29/11          Final Notices for projects ending 12/29 – 12/31/11

                       

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

The Resource – HR Newsletter26 WORKING DAYS TO “USE or LOSE” VACATION

The Resource

Volume 14, Issue 11
November 22, 2011

 

The end of the year is fast approaching with only 26 working days remaining.  RCUH’s Vacation Policy allows for only a limited amount of hours to be carried over into the next year.  The number of hours depends on which vacation plan you are on, Vacation Plan A or Vacation Plan B.  You have up to the last working day in December (12/30/2011) to use any “excess vacation hours” or risk forfeiting these hours. 

 

As of the pay period ending November 15, 2011, there were 1,256 employees who were still in jeopardy of forfeiting a portion of their vacation leave balances.   If you are one of these employees, you should have received a Vacation Reminder Notice on November 18, 2011, which noted the excess vacation hours.  If these hours are not used on/before December 30, they will be FORFEITED (NO EXCEPTIONS).  If you are in jeopardy of losing vacation this year, talk to your Principal Investigator (or supervisor) immediately. 

 

If you believe that you will be forfeiting hours this year, but did not receive a vacation reminder notice via email on November 18, 2011 OR if you have any other questions regarding the vacation forfeiture process, please contact Dayna Tsue at [email protected] or Jill Niitani at [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 2012 semester by January 23, 2012.  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 by December 22, 2011.

 

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

 

YEAR-END REMINDERS

(1)  Update Personal Information:

 

Take the time NOW to verify your name, mailing address and e-mail information on the RCUH Employee Self Service (ESS) system to ensure that your information is accurate.

 

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 form is requested (no exceptions).

 

Deadline to update personal information on ESS:  Tuesday, January 10, 2012

 

ESS blackout periods (when changes to personal information are NOT allowed) for the remainder of 2011 is:

 

      11/28/11 – 12/05/11

      12/13/11 – 12/20/11

      12/27/11 – 1/04/12

 

(2)  Review 2011 Pay and Tax Information:

 

Review your paycheck information on ESS to make sure that your 2011 pay and tax information is correct.  All corrections and adjustments must be posted by the 12/01 – 12/15/11 pay period (last pay period in 2011) to be reflected on your 2011 W-2 form.  Please report any discrepancies to your Principal Investigator and/or Project Administrator.

 

Deadline to request for pay or tax adjustments:  Monday, December 12, 2011

 

IMPORTANT Dates to Remember (December):

12/1

Payroll Deadline – 12:00 noon for PE 11/30/11

12/7

Pay Day

12/7-12/9

Web Time Preview 1

12/9

PAF Deadline

12/7-12/9

Web Time Preview 2

12/12

HRAMP Deadline

12/14-12/15

Web Time Input

12/16

Payroll Deadline – 12:00 noon for PE 12/15/11

12/20-12/22

Web Time Preview 1

12/22

Pay Day

12/22

PAF Deadline

12/23

HRAMP Deadline

12/23-12/27

Web Time Preview 2

12/26

HOLIDAY – Christmas Day

12/28-12/30

Web Time Input

12/30

Payroll Deadline – 12:00 noon for PE 12/31/11

1/02

HOLIDAY – New Year’s Day

IMPORTANT Dates to Remember (January 2012):

1/2

HOLIDAY – New Year’s Day

1/5 – 1/9

Web Time Preview 1

1/6

Pay Day

1/9

PAF Deadline

1/10

HRAMP Deadline

1/10 – 1/11

Web Time Preview 2

1/12 – 1/13

Web Time Input

1/16

HOLIDAY – Dr. Martin Luther King, Jr. Day

1/17

Payroll Deadline – 12:00 noon for PE 1/15/12

1/20

Pay Day

1/23 – 1/25

Web Time Preview 1

1/25

PAF Deadline

1/26

HRAMP Deadline

1/26 – 1/27

Web Time Preview 2

1/30 – 1/31

Web Time Input

TIMESHEETS FOR THE MONTH OF November-December:
November 16-30

December 1-15

December 16-31

SSE Timesheet (Form D-9c)

2011 Personnel Action & Payroll Calendar

2011 Special Check Calendar

 

2012 Personnel Action & Payroll Calendar

2012 Special Check Calendar

 

The Principal Investigator’s Corner

CANCELLATION OF NTE NOTICES

Not-To-Exceed reminder emails for projects ending in December 2011 will be the last reminder notices that RCUH Human Resources/Payroll will be sending out to Principal Investigators and Fiscal Officers of their impending expiring projects.

 

With the availability of the Electronic Journal Voucher (eJ/V) system on the RCUH Human Resources Administrative Management Portal (HR AMP), these notices are no longer necessary.  If employees remain on project accounts past the end dates, their payroll will continue to be processed and their salary and fringe charges posted to the expired accounts. The charges may then be transferred retroactively to other accounts using the eJ/V system if appropriate.

 

If there are insufficient funds in the project accounts to cover payroll and fringe benefit costs, the Principal Investigator and Fiscal Officer will be responsible for the allocation of other funds to pay the employees.

 

The schedule for the remaining NTE reminder notices is as follows:

 

11/30/11         Final Notices for projects ending 11/30/11

15-Day Notices for projects ending 12/15/11

                        30-Day Notices for projects ending 12/29 – 12/31/11

 

12/15/11         Final Notices for projects ending 12/15/11

15-Day Notices for projects ending 12/29 – 12/31/11

 

12/29/11         Final Notices for projects ending 12/29 – 12/31/11

                       

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

RCUH Timesheet for November 16-30 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 Timesheet

 

Payroll Deadline is December 1, 2011, 12noon

Payday for this timesheet is December 7, 2011

 

Next Announcement:  December 1 (December 1-15 pay period).

New 2012 Maximum Allowable Contribution Limits for Tax-Deferred Annuity Plans

On October 20, 2011, the Internal Revenue Service (IRS) announced cost-of-living adjustments affecting the dollar limitation for pension plans and other retirement-related items for 2012.  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 $16,500.00 in 2011 to $17,000.00 in 2012; however, the “catch-up” contribution limit for those ages 50 and above will remain at $5,500.00.  The new 2012 contribution maximums are reflected below:

 

 

2011 Maximum

New 2012 Maximum

Under 50 years old

$16,500.00

$17,000.00

50 years old and above

$22,000.00

$22,500.00

 

All eligible employees will receive an email from the RCUH informing them the maximum contribution limits for the tax year 2012, which will include 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. 

 

RCUH Timesheet for November 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 November 1-15 Timesheet

 

Payroll Deadline is November 16, 2011, 12noon

Payday for this timesheet is November 22, 2011

 

Next Announcement:  November 16 (November 16-30 pay period).