TO:         RCUH Employees Who Have Not Yet Consented to Receive Electronic W-2 Forms

 

 

 

Electronic W-2:  The RCUH provides our employees with an electronic W-2 form for your 2013 tax filing.  Once you sign-up for the electronic W-2, you will be able to obtain your current and past year’s W-2 on the RCUH Employee Self-Service (ESS) system.  RCUH’s ESS/Electronic W-2 application provides you with a secure and convenient way to receive your 2013 Wage and Tax Statement.  This notice complies with applicable IRS disclosure requirements relating to electronic W-2 forms.

 

 

 

Electronic W-2 – Prevents Identity Theft:

 

Identity Theft is on the rise and if it happens to you it can be a horrible and costly nightmare.  Our #1 concern is the security of your personal information.  Your W-2 form contains enough personal identifiable information which, in the wrong hands, could lead to identity theft.  Having an electronic W-2 greatly reduces the chance that your personal identifiable information is secure from malicious use.

 

 

 

Interested in receiving an Electronic W-2?  Follow these instructions: 

 

Please submit your consent to the RCUH Electronic W-2 form today and receive an electronic W-2 form:

 

 

 

1)      If you have already submitted your consent in previous years, you do not need to submit again.If you do not consent by January 20, 2014, or have withdrawn your consent, a paper W-2 form will be mailed to your mailing address on record

 

 

 

2)      Provide consent on the RCUH Employee Self-Service (ESS) system:

 

(a)    Click, or control-click on the link https://LinktoConsent      OR

 

(b)   Access the RCUH ESS system at www.rcuh.com  and click on the Employee Self-Service link  > Payroll and Compensation > W-2/W-2c Consent Form

 

 

 

3)      Confirmation of your consent or withdrawal of consent will be sent to your primary email address on record.

 

4)      We will notify you by email when your electronic W-2 form is available (currently scheduled for Friday, January 24, 2014).

 

 

 

If you have any questions, please contact the RCUH Payroll staff at [email protected].

 

 

 

Mahalo!

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 16-31, 2013 Timesheet

PAYROLL Deadline is December 31, 2013 noon

Payday for this timesheet is January 7, 2014

 

Next Announcement: January 2 (January 1-15)

 

TO:                  All Principal Investigators and Project Administrators

 

FROM:            Nelson Sakamoto

                        Director of Human Resources

 

The United States Citizenship and Immigration Services (USCIS) has released an updated E-verify Participation and Right to Work Posters.  Please update the printed notices at your location.  Refer to the below link for the two (2) updated posters (E-verify Participation Poster and Right to Work Poster).

 

http://www.uscis.gov/e-verify/publications/participation-posters/e-verify-participation-posters

 

RCUH Policy 3.920 RCUH Federal and State Posting Requirements states each Principal Investigator shall be responsible for posting printed notices at work sites as prescribed by State and Federal laws and regulations.  These notices shall be displayed in prominent locations readily accessible to all employees.

 

 

TO:          RCUH Principal Investigators and Fiscal Officers

The remaining RCUH Payroll Deadlines for 2013 are as follows:

Pay Period Ending 12/01 – 12/15/13:                     Monday, December 16, 2013 at 12:00 noon

Pay Period Ending 12/16 – 12/31/13:                     Tuesday, December 31, 2013 at 12:00 noon

For 2014:

Please note that the payroll deadline days have been moved up for the following 2014 pay periods due to holidays:

Pay Period Ending	Payroll Deadline Day (12:00 noon)	Holiday in Pay Period	Payday
1/01/14 – 1/15/14	1/15/14	Dr. Martin Luther King, Jr. Day (1/20/14)	1/22/14
2/01/14 – 2/15/14	2/14/14	President’s Day (2/17/14)	2/21/14
4/01/14 – 4/15/14	4/15/14	Good Friday (4/18/14)	4/22/14
6/16/14 – 6/30/14	6/30/14	Independence Day (7/04/14)	7/07/14
8/16/14 – 8/31/14	8/29/14	Labor Day (9/01/14)	9/05/14
10/16/14 – 10/31/14	10/31/14	General Election Day (11/04/14)	11/07/14
12/16/14 – 12/31/14	12/31/14	New Year’s Day (1/01/15)	1/07/15

Should you have any questions, please contact the RCUH Payroll Staff at [email protected].

Thank you,

RCUH Payroll Staff

TO:  tAll Principal Investigators Employing RCUH Regular Status Employees

 

FROM:  tNelson Sakamoto

ttDirector of Human Resources

 

1. All regular, full-time, salaried/hourly employees that can be spared will be given administrative leave with pay (a total of 8 hours) on either December 24 or 31, 2013.  The leave must be taken all at one time on either day and shall not be split in any manner.

2. Any employee required to work during this period shall not be entitled to overtime, but shall be given equivalent administrative time off at some other date determined by the Principal Investigator.

3. Employees on personal leaves of absence, or those on disciplinary suspension are not entitled to this administrative leave.

4. Less than full-time, regular, salaried/hourly employees will be granted a proportionate amount of administrative leave from their scheduled work time.

5. Regular status employees on vacation or sick leave on December 24 or 31 should charge only the hours in excess of their applicable administrative leave.

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, 2013 Timesheet

 

PAYROLL Deadline is December 16, 2013 noon

 

Payday for this timesheet is December 20, 2013

 

 

Next Announcement: December 16 (December 16-31)

 

 To:            All RCUH Employees

 

Believe it or not, we are already at the end of the year!  A few reminders:

(1) Update Contact Information

All RCUH employees are responsible to keep their personal contact information updated at all times via Employee Self Service (ESS). This includes the following information:

• Home and Mailing Address
• Phone Numbers
• Email Addresses
• Emergency Contact Information

It is important to keep this information updated at all times as we often send out important notices and emails to all employees, such as information regarding our electronic W-2 forms. Please log in to ESS to ensure that your contact information is current.

(2) Electronic W-2 Forms

The most efficient and secure way to obtain your W-2 is electronically.  We have been offering this service to our employees for the last few years.  Employees who use the electronic W-2 find it convenient, easy to access at any time, and secure.  Your electronic W-2 will be stored on your personal Employee Self-Service (ESS) site.  Therefore, you will be able to review, print, and store your electronic W-2 for this year and all future years.

Your personal confidential information will be safe and secure, and only accessible by you.    Please be on the lookout for instructions on how to give consent to an electronic W-2 form shortly or contact the RCUH Human Resources Payroll Office at [email protected] for more information.

(3) Review 2013 Pay and Tax Information

Review pay and tax information on your pay advices NOW to make sure that they are correct.  All corrections or adjustments must be posted by the 12/01 – 12/15/13 pay period (last pay period in 2013) to be reflected on your 2013 W-2 form.  Please report any discrepancies to your Principal Investigator or Project Administrator immediately.

(4) 2014 Tax Withholdings

Review marital status and withholding allowances on your W-4 (federal) and HW-4 (state) Employee’s Withholding Allowance Certificates for the upcoming 2014 tax year.  Changes to tax withholdings may be completed at any time during the year, but too little withholdings during the year may result in large out-of-pocket payments, often with penalties, come April.

(5) 2014 Tax Form Renewals

 

Employees with special tax situations must renew tax documents for 2014 (e.g. W-4 exemptions, tax treaty exemptions).  Notification will be sent to applicable employees by email within the next week or two.

Volume 16, Issue 10

December 3, 2013

 

VACATION FORFEITURE FINAL REMINDER:  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.  It also lists your current vacation hours balances at the bottom left of the statement. RCUH will also send email notices if we feel you may be at risk of forfeiting your vacation. 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).

 

IMPORTANT DATES TO REMEMBER (NOVEMBER 2013)

12/2/13	Payroll Deadline Noon
12/5/13 – 12/9/13	HR AMP Web Time Preview #1
12/6/13	Pay Day
12/9/13	PAF Deadline
12/10/13	HR AMP Deadline
12/10/13 – 12/11/13	HR AMP Web Time Preview #2
12/11/13 – 12/18/13	ESS Black-Out Period
12/12/13 – 12/16/13	HR AMP Web Time Reporting Period
12/16/13	Payroll Deadline Noon
12/19/13 – 12/23/13	HR AMP Web Time Preview #1
12/20/13	Pay Day
12/23/13	PAF Deadline
12/24/13	HR AMP Deadline
12/24/13 – 12/26/13	HR AMP Web Time Preview #2
12/25/13	Holiday – Christmas Day
12/26/13 – 1/3/14	ESS Black-Out Period
12/27/13 – 12/31/13	HR AMP Web Time Reporting Period
12/31/13	Payroll Deadline Noon

 

 

 

 

 

 

IMPORTANT DATES TO REMEMBER (JANUARY 2014)

1/1/14	Holiday – New Year’s Day
1/6/14 – 1/8/14	HR AMP Web Time Preview #1
1/7/14	Pay Day
1/8/14	PAF Deadline
1/9/14	HR AMP Deadline
1/9/14 – 1/12/14	HR AMP Web Time Preview #2
1/10/14 – 1/17/14	ESS Black-Out Period
1/13/14 – 1/15/14	HR AMP Web Time Reporting Period
1/15/14	Payroll Deadline Noon
1/20/14	Holiday – Dr. Martin Luther King Jr. Day
1/22/14	Pay Day
1/23/14 – 1/27/14	HR AMP Web Time Preview #1
1/27/14	PAF Deadline
1/28/14	HR AMP Deadline
1/28/14 – 1/29/14	HR AMP Web Time Preview #2
1/29/14 – 2/5/14	ESS Black-Out Period
1/30/14 – 2/3/14	HR AMP Web Time Reporting Period

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TIMESHEETS FOR THE MONTH OF NOVEMBER-DECEMBER

December 1-15, 2013

December 16-31, 2013

January 1-15, 2014

January 16-31, 2014

 

EEO/AA POLICY

RCUH IS AN EQUAL EMPLOYMENT opportunity/affirmative action employer.  It is the policy of RCUH to afford equal employment opportunity to all individuals without regard to race, color, religion, sex, national origin, age, arrest and court record, handicap, marital status, or status as a disabled veteran or veteran of the Vietnam era.  RCUH’s Affirmation Action Plan describes the programs/procedures developed to ensure employment opportunities for women, minorities, handicapped, disabled, and Vietnam era veterans.  The Plan is available for inspection at the RCUH Human Resources Department.

  

On November 13, 2013, Governor Abercrombie signed the Marriage Equality Act of 2013 into law. This new law takes effect today and provides same-sex couples with the right to enter into a marriage that will be recognized by the State of Hawaii. Under this Act, the term “spouse” will be construed in a gender-neutral manner and a marriage will be permitted between two same sex individuals without regard to their gender.

What Changes Will Take Effect Starting Today? 

• Family and Medical Leave Act (FMLA)
  • An employee in a same-sex marriage who lives in a state that recognizes same-sex marriages will have the right under the FMLA to take leave for any of the following reasons:
    • Care for a same-sex spouse with a serious health condition
    • Care for a new child born to, adopted with, or fostered with a same-sex spouse
    • Qualifying exigencies related to the deployment of a same-sex spouse to active duty
    • Care for a same-sex spouse with a serious injury or illness
  • For same-sex spouses both working with RCUH: Restricted to a total of 12 weeks of combined leave for the purpose of either: (1) the birth, adoption or foster care placement of a child or (2) to care for the employee’s parent with a serious health condition.
  • Request for FMLA: FMLA Request Form
• Health Insurance
  • Same-sex spouse can now be added onto employee’s insurance plan as a dependent based on a qualifying event (note: this must be done within 30 days of marriage taking place).
  • Same-sex spouse insurance coverage will be on a pre-tax basis.
  • Request to add on spouse: Group Benefits Enrollment/Change Form
• COBRA Coverage
  • Same-sex spouse will now be considered a “qualified beneficiary” and will be provided formal COBRA notices and have an opportunity to continue health coverage after a COBRA qualifying event if such a need arises.
• Retirement Plans (with the change in the definition of spouse, husband and wives in a same sex marriage will be provided the same benefits as those in a opposite sex marriage)
  • Please log in to TIAA CREF’s website to make the changes to your beneficiary as necessary.
• State/Federal Tax Withholdings
  • The IRS will allow same sex couples to amend previously filed federal tax returns (generally, 2010, 2011, and 2012) in order to claim to claim a refund.
  • The IRS will not require couples to amend if they do not want to.
  • Couples living in states that recognize same sex marriage may be able to determine if they would be due a federal refund by referring to the information used to file their state returns.
  • Couples living in states that do not recognize same sex marriage may want to consult a tax preparer to determine if they qualify for a refund.
  • Request to change tax withholdings: Change in Employee Self Service
  • Please contact RCUH Payroll at [email protected] to file amendments to federal tax returns.

If you have any questions, please email RCUH Benefits at [email protected].

The RCUH Purchasing and Payments System training will assist NEW users or those needing a “refresher course”.  This training is designed to equip project support staff with the basic knowledge and skills to initiate Purchasing and Payment actions via the RCUH Web System. During this 3-hour Purchasing and Payment training session, hands-on instruction will be provided for the following transactions:

1. Introduction to the RCUH Purchasing and Payment System
2. Navigating the RCUH Web Purchasing and Payment System
3. Purchase Orders (POs)
4. Purchase Order Change Forms (POCFs)
5. Searching/Adding New Vendors
6. Authorization for Payments (AFPs)
7. Reimbursements for Cash Purchases
8. Personal Automobile Mileage Reimbursements
9. Travel Requests and Travel Completion Reports (Same-Day Interisland Travel)

Training Schedule

HILO

Tuesday, December 3, 2013

9:00 am – 12:00 noon

UH Hilo Library Computer Room LRC 359

 

UH MANOA

Friday, December 13, 2013

9:00 am – 12:00 noon

UH Manoa Campus, Shidler College of Business Room E-102

Seating is limited.  To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page.  Training materials will be emailed to attendees prior to the session. 

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