Volume 14 Issue 7

July 22, 2011

HEALTH MEMBERSHIP ID CARDS

• HMSA – HMSA members who have changed their health plan election (e.g., added a dependent, switched plans, etc.) AND new enrollees to the HMSA medical plans effective July 1, 2011, should have received their new membership cards prior to/no later than July 21, 2011.  Enrollees may request additional membership cards by logging on to their account on the HMSA website at https://member.hmsa.com/LogIn.aspx?ReturnUrl=%2fMember%2fHome.aspx.

 

• KAISER – Kaiser will send membership cards to NEW members only.  New members should have received their new membership cards prior to/no later than July 21, 2011.  Members may log on to their account on Kaiser’s website at https://members.kaiserpermanente.org/kpweb/about/yourhealthrecord.do?rop=HAW to access their health records.

• HDS – Hawaii Dental Service will send membership cards to NEW members only. If you require additional ID cards, you may request them by calling HDS Customer Service at 521-1431 (Oahu) or 1-800-232-2533 (Outer Islands). Members may also visit the HDS website at http://www.deltadentalhi.org (select “Members” link to login) to print out/request for additional membership cards, review account status, etc.

Please contact Dayna Tsue at (808) 956-8953 or email her at [email protected] if you have any questions or concerns.

 

VACATION: USE IT … DON’T LOSE IT!
There is a limit to the amount of vacation that may be carried forward each calendar year (Dec. 31st to Jan. 1st). The amount of vacation you are allowed to carry forward is dependent upon the specific Vacation Plan authorized by your project. Your online Pay Statement (via Employee Self-Service System) indicates whether you are in Vacation Plan A or B. Please plan your vacation accordingly for the remainder of the year to ensure that you do NOT lose any well-deserved vacation leave.

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).

NEW THIRD-PARTY ADMINISTRATOR (TPA) for FLEXIBLE SPENDING PLAN ACCOUNTS

Effective July 1, 2011, the RCUH’s Flexible Spending TPA was changed from Total Administrative Services Corporation (TASC) to National Benefit Services (NBS).  As a participant, you should have received a “NBS Flexcard” debit card prior to/no later than July 21, 2011 for the new plan year (July 1, 2011-June 30, 2012).

 
DEADLINE – SEPTEMBER 30, 2011 – FLEXIBLE SPENDING PLAN REIMBURSEMENTS
The plan year July 1, 2010-June 30, 2011 for Flexible Spending Plans ended on June 30, 2011. You have 2 months left to submit reimbursement forms for services incurred during the plan year JULY 1, 2010 – JUNE 30, 2011 (Deadline: September 30, 2011). As previously mentioned in the RCUH Current News & Announcements dated June 29, 2011, all reimbursement requests submitted after June 30, 2011 should be sent directly to NBS.  Reimbursement forms and receipts should be mailed directly to NBS (address is listed at the top of the reimbursement form).  We encourage everyone to submit reimbursement forms and receipts now in the event that additional information is required. NO exceptions will be made if National Benefit Services (NBS) does not receive ALL required documents by September 30, 2011. 

 

If you have any questions or need additional reimbursement forms, please call (888) 478-1528 or download forms from the NBS website at www.nbsbenefits.com.

RETURN TO WORK AFTER ILLNESS/INJURY
Projects must follow “doctor’s orders” when it pertains to an employee’s ability to report to work.  Physician certifications (i.e., doctor’s notes) indicating specific periods of time employees are incapacitated and are unable to work must be strictly followed. If an employee would like to return to work prior to the date certified by the physician, the employee must obtain a revised physician certification indicating that he/she may return to work.  Premature return to work of an employee may jeopardize the health and safety for the employee and staff.

 

Please contact Kristen Stevens at (808) 956-6979 or [email protected] if you have any questions or concerns.

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 required 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 the Fall 2011 semester by August 31, 2011.  Failure to submit student verification by the indicated deadline will result in termination of student employment.

 

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

 

IMPORTANT Dates to Remember (August):

8/1	Payroll Deadline – 12:00 noon for PE 7/31/11
8/5	Pay Day
8/5-8/9	Web Time Preview 1
8/9	PAF Deadline
8/10	HRAMP Deadline
8/10-8/11	Web Time Preview 2
8/12-8/15	Web Time Input
8/16	Payroll Deadline – 12:00 noon for PE 8/15/11
8/19	HOLIDAY – Statehood Day
8/22	Pay Day
8/23-8/25	Web Time Preview 1
8/25	PAF Deadline
8/26	HRAMP Deadline
8/26-8/29	Web Time Preview 2
8/30-8/31	Web Time Input

IMPORTANT Dates to Remember (September):

9/1	Payroll Deadline – 12:00 noon for PE 8/31/11
9/5	HOLIDAY – Labor Day
9/7	Pay Day
9/7-9/9	Web Time Preview 1
9/9	PAF Deadline
9/12	HRAMP Deadline
9/12-9/13	Web Time Preview 2
9/14-9/15	Web Time Input
9/16	Payroll Deadline – 12:00 noon for PE 9/15/11
9/22	Pay Day
9/22-9/26	Web Time Preview 1
9/26	PAF Deadline
9/27	HRAMP Deadline
9/27-9/28	Web Time Preview 2
9/29-9/30	Web Time Input

TIMESHEETS FOR THE MONTH OF July – August:
July 16-31

August 1-15

August 16-31

SSE Timesheet (Form D-9c)

2011 Personnel Action & Payroll Calendar

2011 Special Check Calendar

 

 

The Principal Investigator’s Corner

 

SUMMER HIRING

Summer is the busiest season for the RCUH Human Resources Department.  In addition to being our peak hiring season, it also coincides with our Benefit Open Enrollment, Fiscal Year End, Annual Performance Evaluations and Pay Increases.

In anticipation of the peak hiring season, we ask all Principal Investigators and Project Administrators to review and adhere to the deadlines below to ensure that all hires are reviewed and approved without delay. We appreciate your cooperation and assistance.

Selections for Regular Hires: minimum of 10 business days before target date of hire.

Non-Recruited Hires (Temporary, Specialized Service, Student Assistants, and Intermittent hire): minimum 7 business days before target date of hire.

Group Hires (6 or more employees): minimum of 15 business days before target date of hire.

Missing documents pertaining to the selection and/or incomplete new hire documents may cause the hire date to be delayed.  A formal offer of employment is made by the Principal Investigator only AFTER receiving approval to hire from the RCUH Human Resources Department.  Hire dates will be confirmed by our office via email.  All new hires and rehires are NOT approved to start working until their hire date has been confirmed by the RCUH Human Resources Office.

 

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

 

ANNUAL PERFORMANCE EVALUATIONS
The deadline for the submission of Performance Evaluations was June 15, 2011. If you have not submitted your evaluations to date, please submit them as soon as possible to the RCUH Human Resources Department.  Evaluations must be completed/submitted each year, even if you are not requesting any pay adjustments for your employees.

 

If you have any other questions, please contact Branda Nguyen at [email protected].

 

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 July 16-31 Timesheet

 

Payroll Deadline is August 1, 2011, 12noon

Payday for this timesheet is August 5, 2011

 

Next Announcement:  August 1 (August 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 July 1-15 Timesheet

 

Payroll Deadline is July 18, 2011, 12noon

Payday for this timesheet is July 22, 2011

 

Next Announcement:  July 18 (July 16-31 pay period).

Effective July 1, 2011, the RCUH Student Assistant Hourly Pay Schedule will be revised to increase the pay scale of student assistants by 6% for all grades and steps. In addition, we will be eliminating the option for “Student Assistant H”; otherwise known as High School Student. All current Student Assistants in the “Student Assistant H” category will be automatically defaulted to Student Assistant A1-1; $8.20 per hour. This change is due to the University of Hawaii’s revision in the Administrative Procedures Manual, section A9.880, Policies and Procedures on Student Employment. Please see revised pay schedule.

 

RCUH will update all current Student Assistant’s pay rate to the new pay rate consistent with the revised pay schedule.

 

As a final reminder, the end of the current Flexible Spending Plan Year (Medical Expense Reimbursement & Dependent Care Expense Accounts) is June 30, 2011.  Services must be incurred during the plan year ending June 30, 2011 and any 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 Total Administrative Services Corporation (TASC) at 1-800-422-4661 or log onto the TASC website at www.tasconline.com.  We urge all employees to submit their reimbursement forms to TASC in a timely manner. 

 

Although services MUST be incurred by June 30, 2011, you have 90 days after this date to submit your reimbursement forms with ALL supporting documentation (ex. receipts, contracts) for reimbursement of your Flexible Spending monies.  We will be switching our Flexible Spending Third-Party Administrator (TPA) effective July 1, 2011 to National Benefit Services (NBS).  Reimbursement requests (submitted after June 30, 2011 should be sent directly to NBS:

Mail:    National Benefit Services, LLC.

P.O. Box 6980

West Jordan, UT 84084

Fax:    (800) 478 – 1528

Email: [email protected] (PDF, TIFF or JPEG files only)

 

Reimbursement claim forms will be available after July 1^st on the RCUH website for your convenience.  You may also contact NBS at (888) 353-9125 if you have any questions.   DO NOT WAIT until the end of the 90-day grace period to submit your reimbursement forms.

 

Additionally, although the Pre-Tax Parking Transportation contributions are not forfeited at the end of each plan year, all parking reimbursement requests should also be submitted to NBS effective July 1, 2011.

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