All RCUH Human Resources online systems will be down on Sunday, 08/06/23 at 6:00 AM (HST) to 8:30 AM (HST) due to scheduled maintenance for the UH Network.
The systems impacted include:
If you have any questions, please contact RCUH Human Resources Information Systems at (808) 956-8900 or [email protected].
TO: Principal Investigators and Project Staff who assist new hires in completing Form I-9, Employment Eligibility Verification
The U.S. Citizenship and Immigration Services (USCIS) has released the new version of the Form I-9, Employment Eligibility Verification, effective August 1, 2023. Employers can use the current Form I-9 (form version 10/21/2019) through Oct. 31, 2023. Starting Nov. 1, 2023, all employers must use the new Form I-9.
This new version contains changes to the forms, instructions, and processes. Some of the changes to highlight:
RCUH Human Resources is focusing on reviewing the new form and its resources, which includes the alternative remote examination procedure. Ultimately, we strive to provide the utmost guidance and support in the implementation and utilization of the new form.
Please continue to use the prior Form I-9 (form version 10/21/2019) until we provide additional guidance and clarification.
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TO: Principal Investigators, Supervisors, and Project Administrators
This announcement is applicable for Principal Investigators/projects that follow the Federal fiscal year or for PIs who have missed the first round (July) of the annual performance evaluation period.
Pursuant to 3.410 RCUH 12-Month/Needs Based Performance Evaluations, all Regular-Status employees must receive an Annual Performance Evaluation. Click below to access the form:
RCUH Performance Evaluation Form
If you wish to provide eligible employees with a pay adjustment or pay award effective October 1, 2023, performance evaluations are due by Monday, September 11, 2023. There will be an option to provide eligible employees with a retroactive lumpsum payment covering July 1, 2023 to September 30, 2023.
Please submit evaluations via the eUpload feature in the HR Portal. Instructions for submitting the evaluations via eUpload are attached. The online Pay Award/Personnel Action Form (PA/PAF) will be available September 25, 2023 for projects to submit their pay award/adjustments for employees. Additional information will be provided at a later date.
Please contact RCUH Human Resources if you have any questions regarding the Performance Evaluation process at (808) 956-3100 or [email protected].
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TO: All Principal Investigators and Fiscal Administrators
FROM: Kira Higa, Director of Human Resources
SUBJECT: RCUH Fringe Benefits Schedule – Fiscal Year July 1, 2023 to June 30, 2024
The Research Corporation of the University of Hawaiʻi (RCUH) is announcing updates to the RCUH Fringe Benefits Schedule for Fiscal Year July 1, 2023 to June 30, 2024. The following fringe rates have changed:
| Fringe Benefit Type | FY22-23 Rate (July 1, 2022 through June 30, 2023) | FY23-24 Rate *NEW (July 1, 2023 through June 30, 2024) |
| Vacation Payout Reserve | 1.18% | 0.99% |
| Unused Sick Leave Payout Reserve | 0.27% | 0.16% |
| Unemployment Insurance Reserve | 0.79% | 0.36% |
Please refer to the RCUH Policy 3.520 Health Plan for changes in HMSA premiums. There are no changes to Kaiser and HDS plan premiums.
The updated Fringe Benefits Schedule is posted on the RCUH Home Page > About > Policies & Procedures > Policy 3.510 Fringe Benefits.
Attention: Principal Investigators, Project Administrators, and Fiscal Administrators
The online Pay Award/Personnel Action Form (PA/PAF) is now available via the Human Resources Portal through Monday, July 10, 2023.
This is the second step in the annual performance evaluation period process to elect to provide the pay award/adjustments. Please note this is only applicable for those who submitted performance evaluations by the deadline and are providing their eligible employees with pay adjustment (increase to base salary) or award (one-time payment).
Principal Investigators must complete and submit the PA/PAF no later than 4:30 P.M. on Monday, July 10th. Employees will see the pay award or pay adjustment reflected on their pay statement on July 21st (pay day for the pay period July 1-15, 2023).
To access the online PA/PAF:
If you have any questions or have difficulty accessing the PA/PAF, please contact one of the RCUH Human Resources staff via phone (808-956-3100) or email:
All RCUH Human Resources online systems will be down on Saturday, 05/27/23 at 5:00 AM (HST) to 10:00 AM (HST) for system maintenance.
The maintenance will include:
Please see below for the tentative System Down Schedule for 2023:
| Date | Time |
| May 27, 2023 (Saturday) | 5:00 AM (HST) – 10:00 AM (HST) |
| June 24, 2023 (Saturday) | 5:00 AM (HST) – 10:00 AM (HST) |
| July 29, 2023 (Saturday) | 5:00 AM (HST) – 10:00 AM (HST) |
| August 26, 2023 (Saturday) | 5:00 AM (HST) – 10:00 AM (HST) |
| September 30, 2023 (Saturday) | 5:00 AM (HST) – 10:00 AM (HST) |
| October 28, 2023 (Saturday) | 5:00 AM (HST) – 10:00 AM (HST) |
| November 25, 2023 (Saturday) | 5:00 AM (HST) – 10:00 AM (HST) |
| December 30, 2023 (Saturday) | 5:00 AM (HST) – 10:00 AM (HST) |
We apologize for any inconveniences this may cause. This schedule is subject to change and a current announcement will be posted when the downtime is scheduled.
If you have any questions, please contact Taylor Sumi at (808) 956-6318 or [email protected].
In an effort to streamline the RCUH HR Employee/Independent Contractor Review process, new procedures and forms are being implemented to empower our research projects to use their discretion to determine if their engagement falls under one of the defined Non-Employee Designations. Although the RCUH Human Resources Department still handles reviews, if your engagement fits one of the Non-Employee designations, no RCUH HR Review is necessary!
When to use: If the Principal Investigator can attest to the nature and scope of the engagement and apply it to one of the Non-Employee designations as defined below (see Policy 3.225 for explanations of Non-Employee designations). The completed and signed form should be attached to payment documents as needed.
Updated Form: Independent Contractor Questionnaire (ICQ-02): Request for RCUH HR Review
When to use: If the project determines that none of the defined Non-Employee categories are appropriate for their engagement. Completed forms should be submitted to RCUH Human Resources (via RCUH HR Portal eUpload or email to: [email protected]) along with the required supporting documentation no less than 7-10 business days prior to the start of the engagement:
Once the RCUH ICQ-02 Form is submitted, RCUH HR will complete the review within five (5) business days and provide the project with a final determination of one of the following:
This determination should be uploaded with the applicable purchase order or payment document. Legacy forms/memo requests will still be accepted during this transition period until further notice.
RCUH HR will not provide retroactive determinations.
RCUH Documents and Forms:
Policy 3.225 RCUH Employee Independent Contractor Review
Document Library: Human Resources: Employee/Independent Contractor (EIC)
Attestation of Exception to EIC Review (No RCUH HR Review needed) – Form ICQ-01
Independent Contractor Questionnaire (ICQ): Request for RCUH HR Review – Form ICQ-02
References:
IRS: Independent Contractor (Self-Employed) or Employee?
Department of Labor: Misclassification of Employees as Independent Contractors
Please contact Tana Staub at (808) 956-7055 or Email: [email protected] with any questions or concerns regarding the RCUH Employee/Independent Contractor Review Policy 3.225 or procedures.
All RCUH Human Resources online systems will be down on Friday, 06/10/22 at 5:00 PM (HST) to Sunday, 06/12/22 11:00 AM (HST) for system maintenance.
This will include:
We apologize for any inconveniences this may cause.
If you have any questions, please contact Taylor Sumi at (808) 956-6318 or [email protected].
All RCUH Human Resources online systems will be down on Saturday, 05/21/22 at 5:00 AM (HST) to 10:00 AM (HST) for system maintenance.
This will include:
We apologize for any inconveniences this may cause.
If you have any questions, please contact Taylor Sumi at (808) 956-6318 or [email protected].
Friday, April 29
ATTENTION: Principal Investigators & Regular-Status employees at 50-100% FTE
RCUH is now coordinating one-hour Individual/Employee Retirement (GRA/SRA) Plan Advisory Sessions with TIAA via virtual meetings July 12-14. Regardless of your current status – whether you are a long-time employee, just hired, or somewhere in between – it is never too early or too late to consider retirement planning. During these personalized sessions, you will be able to discuss your personal financial/retirement goals with a TIAA Financial Consultant on a free and confidential basis.
Because these sessions are being held during normal business hours, all employees must notify their PIs and supervisors if they would like to attend. We encourage Principal Investigators to allow their employees to attend the TIAA Advisory Sessions, if requested.
For employees unfamiliar with the SRA (Supplemental Retirement Annuity) plan, please note that unlike the GRA (Group Retirement Annuity) plan, there is no 12-month waiting period and you may enroll or make changes to your election at any time during the year. The SRA plan with TIAA 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 over and above the amount being accumulated under the RCUH basic retirement plan (GRA).
For more information about the GRA and SRA plans, please review Policy 3.560 RCUH Retirement Plans.
We have reserved the following dates and times for individual sessions:
| Dates | Location |
| Tuesday, May 3 | Virtual |
| Wednesday, May 4 | Virtual |
| Thursday, May 5 | Virtual |
https://shared.tiaa.org/public/publictools/events/meetingAndSeminar?employerId=1-8RJV-16
If you have questions or are unable to schedule an appointment online, please call TIAA’s Service and Scheduling Group at (800) 732-8353 Mon-Fri 6am – 3pm Hawaiʻi Standard Time.
Relevant Forms and Documents:
TIAA-SRA Supplemental Retirement Annuity – Agreement for Salary Reduction Form (B-6)
Meetings are accessible for individuals with disabilities. Individuals who require special needs accommodations may request assistance in writing to [email protected] prior to the scheduled meeting.
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