TO: All Applicable Principal Investigators & Employees

Reminder: Due to recent bad weather, employees are encouraged to sign up for UH Alert to be informed via text message about emergency situations affecting the 10 UH campuses http://hawaii.edu/alert. Notifications affecting UH campuses will be posted at https://www.hawaii.edu/emergency/.

If a project is unable to offer work to their RCUH employees due to unforeseen disruptions, please follow the guidelines provided in the Unforeseen Disruption in Work Schedules Memorandum.

Please contact (808) 956-3100 or [email protected] if you have any questions.

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To: Principal Investigators and RCUH Employees

On behalf of Nelson Sakamoto, RCUH Director of Human Resources, please see the attached Memorandum (RCUH COVID-19 Policy (Effective January 4, 2022– Supersedes all RCUH COVID-19 Advisories)) – 13 pages.

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ATTENTION:  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 December 13-15. Regardless of how long you have been employed, it is never too early or too late to consider retirement planning. During these individual 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. Principal Investigators are encouraged to allow their employees to attend the TIAA Advisory Sessions during work hours.  

The SRA (Supplemental Retirement Annuity) plan, unlike the GRA (Group Retirement Annuity) plan, does not have a 12-month + 1000 work hour 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 2022, the IRS has announced maximum allowable contributions have increased to $20,500. Employees who are age 50 or over at the end of the calendar year can also make catch-up contributions of $6,500. Please visit the IRS website for more details regarding 403(b) Contribution Limits.

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:

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 7am – 1pm 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.

All RCUH Human Resources online systems will be down on Saturday, 10/23/21 at 5:00 AM (HST) to 12:00 Noon (HST) for system maintenance.

This will include:

• Human Resources Portal
• Employee Self Service (ESS)
• Careers/Recruiting
• New Hire Documents (EHS)

We apologize for any inconveniences this may cause.

If you have any questions, please contact Taylor Sumi at (808) 956-6318 or [email protected].

To: Principal Investigators and Supervisory Authority Users

We would like to announce that the My COVID-19 Data App report is now available on the HR Portal.  This may be found under the Reports Tab, “Employee COVID Information.”  Please see attached for reference.  You may run this report at any time and it will provide you with up-to-date changes on the status of your active employees.  As a reminder, employees are responsible for and required to update and maintain their My COVID-19 Data App information and records.  As Principal Investigators, please note that you are ultimately responsible for double checking this list on a regular basis to ensure that your employees’ statuses are accurate, non-compliant employees are followed up with, and you are communicating with your employees and following any additional requirements that may be required by your project.  It is also crucial to verify which employees are truly subject or not subject to the mandate. This is a self-reported determination to indicate if the employee is subject to the vaccination/testing mandate.  Any employee physically reporting to a work site located in Hawai`i is subject to the vaccination and testing mandate.

RCUH will be responsible for reviewing and approving vaccination records and weekly test results.  Please refer to our RCUH COVID-19 Advisory #12 for more information.  If you have any questions, please contact Kristyn Fujii at [email protected] and Amber Kaneakua at [email protected] or (808) 956-8900.

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To:  Regular-Status (50-100% FTE) Employees Enrolled in Flexible Spending Plan Accounts

The Internal Revenue Service has announced changes to reimbursable items under FSA plans.

COVID-19 related expenses that can be reimbursed under health FSAs include:

• Home testing for COVID-19
• Personal protective equipment such as masks, hand sanitizer, and sanitizing wipes for the primary purpose of preventing the spread of COVID-19

National Benefit Services (NBS) has updated their Expenses Flier to include COVID-19 related expenses under the RCUH FSA Healthcare plan. The updated flier may be found on NBS Summary of Benefits  (page 7).

For more information about the IRS announcement, please see IRS: Cost of home testing for COVID-19 is eligible medical expense; reimbursable under FSAs, HSAs and Announcement 2021-7.

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TO:  Principal Investigators, Supervisors, and Project Administrators

This is a reminder that the 2021 Performance Evaluations are due on Thursday, September 30, 2021. Submit the completed performance evaluations via email to RCUH Human Resources Department: [email protected].

Pursuant to 3.410 RCUH 12-Month/Needs Based Performance Evaluations and 3.360 Performance Based Compensation Policy, all Regular status employees must receive an Annual Performance Evaluation. The evaluation period is July 1, 2020 through June 30, 2021 or through September 30, 2021.  All performance evaluations must be based on the employee’s official RCUH Job Description.   RCUH Performance Evaluations may be completed using either the RCUH Long or Short evaluation formats:

RCUH Annual Performance Evaluation (Short) Form

RCUH Annual Performance Evaluation (Long) Form

Please contact RCUH Human Resources if you have any questions regarding the Performance Evaluation process at 956-3100 or [email protected].

TO: RCUH Regular Status Employees who elected an HMSA Medical Plan

On behalf of Nelson Sakamoto, RCUH Director of Human Resources, please see Memorandum (Re: HMSA COVID-19 Support to the Hawaii Business Community – A one-month 15% Reduction on HMSA Medical Plan Premiums for October 1-31, 2021) – 2 pages.

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TO: Principal Investigators and Individuals with Supervisory Access/Authority

SUBJECT:   2021 Performance Evaluations — Deadline: September 30, 2021

POLICIES & DEADLINE: Pursuant to 3.410 RCUH 12-Month/Needs Based Performance Evaluations and 3.360 Performance Based Compensation Policy, all Regular status employees must receive an Annual Performance. The evaluation period is July 1, 2020 through June 30, 2021 or through September 30, 2021.  DEADLINE:  Thursday, September 30, 2021.

RCUH ANNUAL PERFORMANCE EVALUATION FORMS:  All performance evaluations must be based on the employee’s job duties/responsibilities as specified in the employee’s RCUH Job Description.   RCUH Performance Evaluations may be completed using the RCUH Long or Short evaluation formats:

RCUH Annual Performance Evaluation (Short) Form

RCUH Annual Performance Evaluation (Long) Form

Brief Instructions:  Both forms are Excel forms, and you must complete all yellow shaded boxes.  Use the Tab key to move from one required cell to next cell.  The scoring column has a drop-down list of scores. Select the applicable rating/score, then tab to move to the next scoring cell.  The Excel form will add up the scores, then refer to the total score for the employee’s overall performance rating.

PROCESS:

(1) Select type of evaluation form

(2) Review employee’s job description and previous Performance Evaluation.

(3) Complete evaluation (attend RCUH training on Performance Evaluation Process).

(4) Schedule private meeting with employee and conduct evaluation.

(5) Employee/PI sign evaluation form and send into RCUH Human Resources Department.

*Return forms to the RCUH Human Resources Department by September 30, 2021

Email: [email protected], or FAX: (808) 956-9423.

TRAINING:  Zoom training sessions on how to conduct a performance evaluation and how to complete the RCUH Performance Evaluation forms will be emailed to all Principal Investigators and those with Supervisory Access to the RCUH HR Portal.  Non-PIs and Non-Supervisory Access level staff will not be permitted to attend these training sessions.

Any questions please contact Nelson Sakamoto, RCUH Director of Human Resources (email: [email protected] phone: 956-6965).

All RCUH Human Resources online systems will be down on Saturday, 08/28/21 at 5:00 AM (HST) to 10:00 AM (HST) for system maintenance.

This will include:

• Human Resources Portal
• Employee Self Service (ESS)
• Careers/Recruiting
• New Hire Documents (EHS)

We apologize for any inconveniences this may cause.

If you have any questions, please contact Taylor Sumi at (808) 956-6318 or [email protected].