The RCUH Benefits Open Enrollment Period (BOEP) is finally here.  BOEP forms will be mailed to all RCUH benefits-eligible employees on April 19, 2010.  Please review ALL of the materials provided. There are important changes detailed in these documents that will affect employees’ benefit elections for the upcoming plan year (e.g., Flexible Spending Plan).  If you do not receive a packet by Monday, April 26, 2010, please call Kristen Stevens at (808) 956-6979 or email her at [email protected] to request for a duplicate packet.

During this Open Enrollment period, you can:

• Cancel/Change your health (medical & dental) insurance plan (submit Document 2).
• Enroll into a health insurance plan for employees who previously waived coverage (submit Document 2).
•  Add eligible dependents not already on your health insurance plan (submit Document 2).
• Enter into an annual *Flexible Spending Plan Contract for the Plan Year 7/1/2010-6/30/2011 *Even though you are currently enrolled, you must submit a new contract (submit Document 2) if you want to participate in this benefit during the next plan year 7/1/2010-6/30/2011.
• Enroll into, cancel or change Supplemental/Voluntary Insurance Plans offered through RCUH (submit Document 2). 

The following is a list of documents/forms included in your BOEP packet:

Document   (click on link to download form)	Type of Information
#1 – Benefits Statement   Mailed out to employees on 4/19/10 (call 956-6979 or email [email protected] for duplicate copy)	Personalized informational sheet listing your current benefits (as of April 16, 2010)
#2 – Health Insurance & Flexible Spending Enrollment Form	HEALTH INSURANCE:  Submit this enrollment form only if you will be making plan changes or newly enrolling into a medical &/or dental plan.   FLEXIBLE SPENDING ACCOUNT (FSA):  Submit this enrollment form if you want to participate in or continue in an FSA Medical Expense Reimbursement Account &/or Dependent Care Expense Account for the 07/01/2010 – 06/30/2011 plan year.   VOLUNTARY INSURANCES:  Submit this enrollment form to elect, change, or cancel Voluntary Life, A/D&D, Cancer Care, Critical Care, Accident Guard, or Long-Term Care Insurance Plans.
#3 – Health Insurance Summary – HMSA	Informational sheet highlighting HMSA Health Plan Hawaii Plus (HPHP), Health Plan Hawaii Basic (HPH-B), Preferred Provider (PPO), & Comprehensive Medical (CompMED) plan benefits/coverage/rates.
#4 – Health Insurance Summary – Kaiser Permanente	Informational sheet highlighting Kaiser A & B plan benefits/coverage/rates.
#5 – Dental Insurance Summary – Hawaii Dental Service (HDS)	Informational sheet highlighting HDS (Dental) plan benefits/coverage/rates.
#6 – Flexible Spending Account (FSA) Plan Highlights	Informational sheet highlighting Flexible Spending Plan benefits.

    

   IMPORTANT BENEFIT ANNOUNCEMENTS 1

 

 

CHANGES to Medical Expense Reimbursement Flexible Spending Plan Accounts due to the 2010 Health Care Reform Bill

·         Effective January 1, 2011, Over-the-Counter (OTC) drugs must be prescribed by a physician to be considered an eligible expense.  Please consider this change when you are calculating your total contributions for the plan year 7/1/2010 – 6/30/2011!  For more information regarding this change, go to the Health Care Reform Bill website at http://www.healthreform.gov/.  

 

·         FUTURE Change(s):  Effective January 1, 2013, individuals will only be able to contribute a maximum of $2,500 per calendar year to a Medical Expense Reimbursement Account. For more information regarding this and other future changes, visit the Health Care Reform Bill website at http://www.healthreform.gov/.

 

Benefits Open Enrollment Meetings

Due to the current economic conditions, we will be having only two (2) Open Enrollment benefits meetings this year.  The meetings will be held on Oahu (University of Hawaii at Manoa campus) and broadcasted out to various sites on the outer islands. Representatives from our health/flexible spending vendors will still be available to answer your questions, so we encourage all employees to take the time to learn your benefits options to ensure you are electing the best plan(s) to meet your needs.  

   

Maui/Molokai	Big Island	Oahu	Kauai
Tuesday, May 4, 2010 11:30 am – 1:30 pm UH Maui College Campus Kaaike Room 105	Tuesday, May 4, 2010 11:30 am – 1:30 pm UH Hilo Campus Media Service Rm 350	Tuesday, May 4, 2010 11:30 am – 1:30 pm UH Manoa Campus Kuykendall Hall 201	Tuesday, May 4, 2010 11:30 am – 1:30 pm Kauai CC Campus Learning Ctr Rm 122
Friday, May 7, 2010 10:00 am – 12:00 pm UH Maui College Campus Kaaike Room 105	Friday, May 7, 2010 10:00 am – 12:00 pm UH Hilo Campus Media Service Rm 350	Friday, May 7, 2010 10:00 am – 12:00 pm UH Manoa Campus Kuykendall Hall 201	Friday, May 7, 2010 10:00 am – 12:00 pm Kauai CC Campus Learning Ctr Rm 122

 

To RSVP for any of the above meetings, please email, Kristen Stevens at [email protected] or call (808) 956-6979. We ask that all interested individuals RSVP within 2 days prior to the meeting date. Meetings will be cancelled if we are unable to confirm attendance.  Meetings are accessible for individuals with disabilities. To request an accommodation due to your disability, please call (808) 956-3100.

 

DEADLINE TO SUBMIT CHANGES/ENROLLMENTS:

Wednesday, May 19, 2010

 

   IMPORTANT REMINDERS 1

 

è SEND OR FAX FORMS TO:

RCUH — Human Resources Department

2530 Dole Street, Sakamaki Hall D-100, Honolulu, HI 96822

FAX #: (808) 956-5022

è QUESTIONS?  Contact:  Kristen Stevens                                

Phone: (808) 956-6979;   E-Mail:  [email protected]

TO:                         Principal Investigators

FROM:                   Sheri Nakashima, Assistant Director of Human Resources

SUBJECT:            Annual Performance Evaluations for RCUH Regular Employees (non-probationary)

As stated in RCUH Policy 3.410 Annual Performance Evaluations and RCUH 3.360 Performance Based Compensation Policy, ALL RCUH Regular (non-probationary) employees must receive an Annual Performance Evaluation, regardless if a pay increase is assigned. Therefore, at minimum, a Performance Evaluation Form for each Regular (non-probationary) employee is required. 

 

Non-probationary employees are employees who were hired on or prior to December 31, 2009, and whose probationary periods were not extended, as well as those employees who are not on a new-job or performance probationary period.  Those employees hired between January 1, 2010 and June 30, 2010, are considered “probationary”, and are not subject to this year’s Annual Performance Evaluation process.  Instead, these employees may be eligible to receive the general payment upon the successful completion of his/her six (6) month new-hire probationary period and upon the completion a “Post-Probation Performance Evaluation” form.  Please see Policy 3.360 Performance Based Compensation Policy for more information on Post-Probation Performance Evaluations and increases.

Pay Increase Guidelines

General Pay Adjustment:  Despite our difficult economic conditions, Principal Investigators may need to provide salary adjustments to employees performing at least at a Satisfactory level to ensure retention, equity or other compelling justifications.  Principal Investigators may provide eligible employees with a one-time payment (e.g., lump sum) General Adjustment of up to 3.5% contingent upon sufficient funding and appropriate justification.  If a PI decides to provide a one-time General Adjustment, he/she must provide the same adjustment to all other eligible employees working for that project.

 

Merit Increase Adjustment:  Principal Investigators may provide a Merit Increase to employees whose performance is consistently above Satisfactory and has made significant contributions to the project.  Principal Investigators may chose to provide a one-time payment (e.g., lump sum) or an increase to the employee’s base pay of up to 5% to eligible employees.

 

Effective Date	General Adjustment (based on Satisfactory performance and required due to retention, equity or other compelling reasons)	Merit Increase
7/1/2010	One-time payment of up to 3.5% of base salary	Up to 5% or One-time payment of up to 5% of base salary

 

To qualify for a “General Adjustment”, an employee must have received a Summary Rating Score of “Distinguished”, “Commendable” or “Capable.”   To receive a “Merit Increase”, the employee must receive a Summary Rating Score of “Distinguished” or “Commendable”.

To prevent additional follow-ups, which may delay the pay increases, a memo outlining the logic you used to generate the pay increase amounts is highly encouraged, as issues of pay equity and consistency are closely reviewed by RCUH.

 

Performance Evaluation Forms

 

You may use either the “short” OR “long” form:

 

a.       Performance Evaluation Form – Short Form.  The short form is available in both Microsoft Word and Excel formats.  If you choose to use the Word format, the forms have already been merged with your employees’ names and information.  If you decide to use the Excel version, this will need to be completed manually.   The short form has been slightly modified this year to include more descriptive detail for each of the performance competencies.  In addition, a new competency for supervisors/managers has been added.

 

Performance Evaluation Form (Short Form) – Word Version

Performance Evaluation Form (Short Form) – Excel Version

 

b.       A sample “Short Form” has been attached for your reference.

 

Performance Evaluation Form (Short Form) – SAMPLE

 

c.        Performance Evaluation Form –  Long Form.   The long form is to be used for any employee in a managerial/supervisory role, as there is a section dedicated to supervisory competencies.  Like the short form, the long form has been slightly modified this year to include more descriptive detail for each of the performance competencies.  In addition, a new competency for supervisors/managers has been added.

 

Performance Evaluation Form (Long Form)

 

CHECKLIST for PRINCIPAL INVESTIGATORS:

1. Attend a Performance Evaluation Training Session:

 

(a). A training session for all Principal Investigators, Supervisors, and Administrative Staff will be conducted by RCUH Human Resources to review/discuss the process and guidelines of the 2010 Annual Performance Evaluations & Increases.  We encourage all PIs, Project Leaders, Supervisors, and Administrative Staff to attend this training session.

 

 

(b). You may RSVP your attendance to Jocelyn Matsushima at [email protected] at least 3 business days before the training session. Please provide your name, program name, phone number, e-mail address, and the location you want to attend. Training sessions are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, email [email protected] by the requested deadline.

 

2. Complete the Performance Evaluation Form and Discuss with the Employee:

(a). Principal Investigators (PI) and/or supervisors should review the employee’s current Job Description, and past memos/documents relating to performance during the past year.  After reviewing all documents, PI’s should rate the employee according to his/her ability to meet the job requirements. 

 

(b). Principal Investigator and/or supervisor should meet with the employee to discuss/review his/her evaluation. Encourage two-way discussion.

 

(c). Complete “Job Description Certification” section.  If either the PI and/or employee indicate that the Job Description on file for the employee is not current and does not accurately reflect the job responsibilities of the employee, a revised job description must be submitted to the RCUH Human Resources Office within one (1) month from completing the Performance Evaluation Form.  The updated/revised job description will be accepted in electronic format only, and should be emailed to [email protected].  The RCUH Human Resources department will then contact the PI to finalize the job description.

 

(d). Evaluations must have the employee’s and PI’s signature. Supervisors who are not PI’s should co-sign the evaluation with the PI.

 

3.  Complete the Personnel Action Forms (PAF):

               

Personnel Action Form (PAF)

               

(a). Retroactive pay increases will NOT be approved. PAFs should be reviewed and approved by both the PI and Fiscal Officer (FO). FO approval is required to ensure adequate funds are available for increases. PAFs received after June 1, 2010 will be processed with an effective date of July 16, 2010, or later, depending on the date of submission.

 

(b). In order to approve any pay increases or one-time payments, RCUH must review the consistency of the evaluation rankings with the increase recommendations for the entire project. Therefore, if evaluations and PAFs for all eligible employees are not submitted in its entirety, it may result in a delay in implementing the pay increase for ALL of your employees.

 

(c). PI’s have the discretion to defer or forego pay increases, depending on their project’s financial situation. If you wish to delay the pay increases for all of your employees, you may delay the submission of the Personnel Action Forms accordingly by submitting a memorandum or email to [email protected] informing us of the delay or possible waiver of the increase. Regardless of whether a pay increase is provided, the Performance Evaluation Forms must be submitted by June 1, 2010 for ALL Regular, non-probationary employees.

 

(d). A SAMPLE Personnel Action Form is attached for your reference.

 

SAMPLE Personnel Action Form

 

3.  DEADLINE: Send Signed/Approved Evaluation Forms to RCUH Human Resources by Tuesday, June 1, 2010.

 

Completed Performance Evaluations should be emailed to [email protected] for the entire project staff, since we will review each program as a whole. If you are unable to scan/email the Evaluation forms, please fax them to (808) 956-5022 or deliver to the RCUH Human Resources Office at the address below.  Evaluation forms submitted via fax or email will suffice; NO ORIGINALS ARE REQUIRED. Be sure that the evaluation forms are completed accurately and legibly.

 

For your convenience, a “Performance Evaluation and PAF Checklist” has been provided, which may also be used as a fax/email coversheet.  Use of this checklist is optional.

 

Performance Evaluation & PAF Checklist

IMPORTANT DEADLINE:

 

The deadline to submit Annual Performance Evaluations for RCUH Regular Employees is

 

 

The Resource

Volume 13 Issue 3
March 22, 2010

 

 

“LIGHT DUTY” REQUESTS

As a reminder, any requests for light duty accommodations MUST be coordinated with your supervisor and the RCUH Human Resources (HR) Department. A Job Physical Analysis (JPA) form must be completed and reviewed BEFORE you will be allowed to return to work.  This is to ensure that your physician is fully aware of your essential job duties and functions before making a determination on whether you are able or unable to perform these duties/functions safely. 

 

Employees are NOT authorized to return to work on light duty status without first receiving approval from the RCUH HR Department. If you have any questions, please contact Kristen Stevens at (808) 956-6979 or [email protected].

 

3 MONTHS 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, 2010).  Services must be incurred during the plan year ending June 30, 2010.   Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS).  You may contact the Benefit Services of Hawaii At (808) 538-8900 to obtain an updated status of your account. Reimbursement forms can be obtained by downloading the form from http://www.bshi.net/.    We urge all employees to submit their reimbursement forms to Benefit Services of Hawaii in a timely manner.  Although services MUST be incurred by June 30, 2010, you do 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!!!

OPEN ENROLLMENT – COMING SOON!

The Annual Benefits Open Enrollment Period is just around the corner.  Notices/Forms will be sent out to all eligible employees in April, as well as, posted on our website (available for download).  Please look out for special announcements regarding Open Enrollment next month.  As a reminder, benefit changes (e.g., enrollments, additions, etc.) made during the Open Enrollment period will be effective July 1, 2010.

 

ANNUAL HAWAII FOODBANK FOOD DRIVE
We are accepting food and monetary donations until April 16, 2010.  All donations are tax-deductible. Let’s all make a difference in another’s life by sharing what we have. Mahalo for giving!

Click Here for Locations for Food Drop-off & *Monetary Donations

 

IMPORTANT Dates to Remember (April):

4/1	Payroll Deadline – 12:00 noon for PE 3/31/10
4/2	HOLIDAY – Good Friday
4/7	Pay Day
4/7-4/9	Web Time Preview 1
4/9	PAF Deadline
4/12	HRAMP Deadline
4/12-4/13	Web Time Preview 2
4/14-4/15	Web Time Input
4/16	Payroll Deadline – 12:00 noon for PE 4/15/10
4/22	Pay Day
4/22-4/26	Web Time Preview 1
4/26	PAF Deadline
4/27	HRAMP Deadline
4/27-4/28	Web Time Preview 2
4/29-4/30	Web Time Input

 

 IMPORTANT Dates to Remember (May):

5/3	Payroll Deadline – 12:00 noon for PE 4/30/10
5/7	Pay Day
5/6-5/10	Web Time Preview 1
5/10	PAF Deadline
5/11	HRAMP Deadline
5/11-5/12	Web Time Preview 2
5/13-5/14	Web Time Input
5/17	Payroll Deadline – 12:00 noon for PE 5/15/10
5/21	Pay Day
5/20-5/24	Web Time Preview 1
5/24	PAF Deadline
5/25	HRAMP Deadline
5/25-5/26	Web Time Preview 2
5/27-5/28	Web Time Input
5/31	HOLIDAY – Memorial Day

TIMESHEETS FOR THE MONTH OF March – April:
March 16-31

April 1-15

April 16-30
SSE Timesheet (Form D-9c)

2010 Personnel Action & Payroll Calendar

2010 Special Check Calendar

The Principal Investigator’s Corner

 

RCUH HR & PAYROLL – TEMPORARY RELOCATION DUE TO CONSTRUCTION

Due to the installation of a new air conditioning system in Sakamaki Hall the RCUH HR and Payroll staff in Sakamaki D-100 will be temporarily relocated from April 19, 2010 through May 2, 2010.  We will do our best to minimize any disruptions to daily operations during this period.  Thank you for your understanding. 

 

More information about the temporary relocation will be announced shortly on our website.  If you have any questions, please call 808-956-3100.

 

RCUH PAY GUIDELINES for FY 2010-2011

For budgetary and planning purposes, this is being provided to you in advance, to inform you of the RCUH Pay Increase Guidelines for FY 2010-2011.

 

General Pay Adjustment:  Despite our difficult economic conditions, Principal Investigators may need to provide salary adjustments to employees performing at least at a Satisfactory level to ensure retention, equity or other compelling justifications.  Principal Investigators may provide eligible employees with a one-time payment (e.g., lump sum) General Adjustment of up to 3.5% contingent upon sufficient funding and appropriate justification.  If a PI decides to provide a one-time General Adjustment, he/she must provide the same adjustment to all other eligible employees working for that project.

 

Merit Increase Adjustment:  Principal Investigators may provide a Merit Increase to employees whose performance is consistently above Satisfactory and has made significant contributions to the project.  Principal Investigators may chose to provide a one-time payment (e.g., lump sum) or an increase to the employee’s base pay of up to 5% to eligible employees.

 

Effective Date	General Adjustment (based on Satisfactory performance and required due to retention, equity or other compelling reasons)	Merit Increase Adjustment
7/1/2010	One-time payment of up to 3.5% of base salary	Up to 5% or One-time payment of up to 5% of base salary

* Pay Adjustments are subject to approval of the Principal Investigator and Fiscal Officer.  Employees must also meet established eligibility requirements to qualify for the pay adjustments.

 

ANNUAL PERFORMANCE EVALUATION

Annual Performance Evaluations are coming soon!  Principal Investigators will be receiving an email from RCUH Human Resources with the necessary information and documents by Monday, April 5, 2010.

Training sessions for all Principal Investigators, Supervisors, and Administrative Staff will be conducted by RCUH Human Resources to review/discuss the process and guidelines of the 2010 Annual Performance Evaluations & Pay Increases.  We encourage all PIs, Supervisors, and Administrative Staff to attend this training session. 

 

Click here for the schedule of training sessions

LIGHT DUTY ACCOMMODATIONS

If your employee requests for light duty accommodations, you, as the employee’s supervisor MUST coordinate the review with the RCUH Human Resources Department. A Job Physical Analysis (JPA) form must be completed and reviewed BEFORE the employee is allowed to return to work.  This is to ensure that the employee’s physician is fully aware of the employee’s essential job duties and functions before making a determination on whether the employee is able or unable to perform these duties/functions safely. 

 

Supervisors are NOT authorized to allow an employee to return to work on light duty status without first receiving approval from the RCUH Human Resources Department. If you have any questions, please contact Kristen Stevens at (808) 956-6979 or [email protected].

 

eJV SYSTEM and CHANGE in NTE PROCEDURES

RCUH Policy 2.232 – Funding of Positions: Principal Investigators and Fiscal Officers are responsible to ensure all RCUH employee payroll and fringe benefit expenses are charged accurately to the applicable valid project account.  This requires an accurate allocation of these expenses and as necessary, initiating timely actions such as project account transfers.  This maintains fiscal accountability and ensures that all payroll/fringe benefits costs are adequately funded and charged to the applicable project account. 

 

NTE Notices: The RCUH Human Resources Department sends out Not-to-Exceed (NTE) notifications advising Principal Investigators and Fiscal Officers of upcoming project account expirations.  These NTE notices serve as reminders to FO’s that they must take appropriate action (i.e., extend project’s end date, transfer employees to another valid account or terminate employment) since there are RCUH payroll/fringe benefit expenses being charged to these expiring project accounts.   The RCUH’s online Human Resources (HRAMP) system provides Fiscal Officers with a means to initiate timely project account changes.  We rely on PI’s and FO’s to utilize these reminders to take appropriate action to ensure RCUH employees’ payroll/fringe benefit charges are on valid project accounts.  Therefore, we encourage FO’s to utilize the NTE notices and to take timely and appropriate actions.

Change in NTE Notification Process: Effective March 15, 2010, the RCUH Human Resources Department will send three (3) NTE notifications of employees remaining on expiring project account numbers to Principal Investigators and Fiscal Officers as follows: 

 

(1)  At 30-days prior to the project’s expiration date (two pay periods prior to expiration)

 

(2)  At 15-days prior to the project’s expiration date (final pay period prior to expiration)

 

(3)  FINAL NOTICE – As of project account’s expiration date.

 

“eJV system” — If you need to make a retroactive project account change:

In 2009, the RCUH launched a new online electronic journal voucher system (aka: “eJV System”) to provide FO’s an online means to initiate retroactive adjustments and corrections. The eJV system provides the FO with a very effective means to make complex retroactive changes/corrections.  However, retroactive changes/corrections should be avoided to minimize additional work on the PI, FO, and RCUH.

 

For more information on the NTE and/or eJV processes, or if you have any questions concerning this notice, please do not hesitate to contact our Payroll staff at [email protected].

 

UPCOMING RCUH TRAINING SESSIONS:

• RCUH EEO/Sexual Harassment Prevention Training
• RCUH Workplace Violence Prevention Training
• eJV and Payroll Accounting Training
• RCUH Annual Performance Evaluation Training

 

Previous Resource Links:

The Resource – September 2009

The Resource – October 2009

The Resource – November 2009

The Resource – December 2009

The Resource – January 2010

Annual Performance Evaluations are coming soon!  Principal Investigators will be receiving an email from RCUH Human Resources with the necessary information and documents by Monday, April 5, 2010.

 

Training sessions for all Principal Investigators, Supervisors, and Administrative Staff will be conducted by RCUH Human Resources to review/discuss the process and guidelines of the 2010 Annual Performance Evaluations & Pay Increases.  We encourage all PIs, Supervisors, and Administrative Staff to attend this training session.  The schedule of training sessions is as follows:

 

*** Training sessions are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, email [email protected] by the requested deadline. 

 

You may RSVP your attendance to Jocelyn Matsushima at [email protected] no later than 3 business days before the training session.  Please provide your name, program name, phone number, e-mail address, and the location you want to attend.

RCUH will be conducting a Workplace Violence Prevention Training session on Maui, Hilo, Oahu, and Kauai.  All employees and supervisors of RCUH employees are strongly advised to attend.   All new supervisors and supervisors of employees that utilize firearms must attend this training.  This is a 4-hour session.

 

Everyone (including non-RCUH employees) is welcome to attend.  Seating is limited.  Priority for seating will be given to RCUH employees and supervisors of RCUH employees. 

 

MAUI TRAINING SESSION

Monday, April 12, 2010

8:00 am – 12noon

UH Maui College – Multipurpose Room

 

8:00 am – 12noon

Institute for Astronomy (IFA) Auditorium

 

8:00 am – 12noon

UH Manoa Campus, Kuykendall, Room 101 (Auditorium)

 

8:00 am – 12noon

Kauai CC – Technology Room 114

 

RSVP your attendance to Jocelyn Matsushima at [email protected].  Please provide your name, title, program name, phone number, and e-mail address.

 

Meetings are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, contact (808) 956-3100 or email [email protected] at least one week prior to the meeting.

RCUH Human Resources will be conducting eJV and Payroll Accounting Training for Fiscal Officers and Project Support Staff on Oahu and the Neighbor Islands.  The eJV System allows HR Administrative Management Portal (HR AMP) users to initiate and approve retroactive project/account number changes, view/print journal vouchers (JVs), and create JV reports. 

 

1.    Overview of eJV System (Revamped 2/22/10)

2.    Initiating Retroactive Project/Account Changes

3.    Vacation Cost Transfers

4.    Generating eJV System Reports

5.    Payroll Accounting

 

COURSE INFORMATION: 

 

OAHU

 

OAHU Training Session:

Date: April 7, 2010 (Wednesday)

Time: 9:00 am to 11:00 am

MAUI

 

MAUI Training Session:

Date: April 23, 2010 (Friday)

Time: 9:00 am to 11:00 am

HILO

 

HILO Training Session:

Date: May 7, 2010 (Friday)

Time: 9:00 am to 11:00 am

Please RSVP your attendance to Keevan Matsumoto at [email protected]. 

Meetings are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, contact (808) 956-0872 or email [email protected] at least one week prior to the training.

 

TO:  Principal Investigators and Fiscal Officers

 

RCUH Policy 3.232 – Funding of Positions: Principal Investigators and Fiscal Officers are responsible to ensure all RCUH employee payroll and fringe benefit expenses are charged accurately to the applicable valid project account.  This requires an accurate allocation of these expenses and as necessary, initiating timely actions such as project account transfers.  This maintains fiscal accountability and ensures that all payroll/fringe benefits costs are adequately funded and charged to the applicable project account.  

 

NTE Notices: The RCUH Human Resources Department sends out Not-to-Exceed (NTE) notifications advising Principal Investigators and Fiscal Officers of upcoming project account expirations.  These NTE notices serve as reminders to FO’s that they must take appropriate action (i.e., extend project’s end date, transfer employees to another valid account or terminate employment) since there are RCUH payroll/fringe benefit expenses being charged to these expiring project accounts.   The RCUH’s online Human Resources (HRAMP) system provides Fiscal Officers with a means to initiate timely project account changes.  We rely on PI’s and FO’s to utilize these reminders to take appropriate action to ensure RCUH employees’ payroll/fringe benefit charges are on valid project accounts.  Therefore, we encourage FO’s to utilize the NTE notices and to take timely and appropriate actions.

 

Change in NTE Notification Process: Effective March 15, 2010, the RCUH Human Resources Department will send three (3) NTE notifications of employees remaining on expiring project account numbers to Principal Investigators and Fiscal Officers as follows: 

 

(1)  At 30-days prior to the project’s expiration date (two pay periods prior to expiration)

 

(2)  At 15-days prior to the project’s expiration date (final pay period prior to expiration)

 

(3)  FINAL NOTICE – As of project account’s expiration date.

 

“eJV system” — If you need to make a retroactive project account change:

In 2009, the RCUH launched a new online electronic journal voucher system (aka: “eJV System”) to provide FO’s an online means to initiate retroactive adjustments and corrections. The eJV system provides the FO with a very effective means to make complex retroactive changes/corrections.  However, retroactive changes/corrections should be avoided to minimize additional work on the PI, FO, and RCUH.

 

For more information on the NTE and/or eJV processes, or if you have any questions concerning this notice, please do not hesitate to contact our Payroll staff at [email protected].

 

 

RCUH will be conducting an EEO and Sexual Harassment Prevention Training for Employees and Supervisors on Oahu, Maui, Hilo, and Kauai.  RCUH EEO & Sexual Harassment Training is mandatory for all new employees and new supervisors.  If you have not attended training within the last two years, you must attend this session. 

 

The purpose of this training is to provide RCUH employees and supervisors with an understanding of the RCUH EEO & Sexual Harassment Policy and the RCUH EEO Complaint/Investigation Process.  This session will provide employees and supervisors with a better understanding of what discrimination/sexual harassment is in the work place, how to prevent discrimination/sexual harassment from happening, and what RCUH’s policy is on discrimination/sexual harassment.  Knowing how to prevent occurrences of sexual harassment and discriminatory behavior is critical in today’s world.

 

TRAINING SESSION DATES:

*Supervisors must attend session for employees.  Employees will be dismissed and Supervisor session will begin after a 5 minute break.

 

OAHU Training Session

Thursday March 18, 2010

9:00 a.m. – 11:30 a.m. (for employees)

11:30 a.m. – 12:00 p.m. (for supervisors*)

UH Manoa Campus, Kuykendall, Room 101 (Auditorium)

 

MAUI Training Session

Friday April 9, 2010

9:00 a.m. – 11:30 a.m. (for employees)

11:30 a.m. – 12:00 p.m. (for supervisors*)

Maui Community College – Kalama 103

 

HILO Training Session

Friday April 16, 2010

9:00 a.m. – 11:30a.m. (for employees)

11:30 a.m. – 12:00 p.m. (for supervisors*)

Institute for Astronomy (IFA) Auditorium

 

KAUAI Training Session

Friday April 30, 2010

9:00 a.m. – 11:30 a.m. (for employees)

11:30 a.m. – 12:00 p.m. (for supervisors*)

Kauai Community College – Technology Room 114

 

RSVP your attendance to Jocelyn Matsushima at [email protected].  Please provide your name, title, program name, phone number, and e-mail address.

 

Meetings are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, contact (808) 956-3100 or email [email protected] at least one week prior to the meeting.