Volume 16, Issue 7

 

August 22, 2013

 

 

 

REMINDER: TRAVEL FOR NONIMMIGRANT EMPLOYEES  

 

Employees on J-1, H-1B, TN, E-3, or O-1 visas sponsored by the RCUH must notify Cindy Adams at (808) 956-8344 or [email protected] if you intend to travel outside the U.S.  We ask that you provide us at least a two (2) week notice prior to travel so that we may ensure that you have the proper documentation to return to the U.S.

 

 

 

Nonimmigrant employees who have a pending “change of status” petition (i.e., change from F-1 to H-1B, etc.) with the U.S. Citizenship and Immigration Services (USCIS) must remain in the U.S. until a determination on the petition is rendered.  Whenever an individual with a pending “change of status” petition departs the U.S., USCIS will cancel the petition since they consider the beneficiary to have “abandoned” the request.

 

 

 

Please contact Cindy Adams at [email protected] or (808) 956-8344 if you have any questions.

 

 

 

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 still needed 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) Validate 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 Student Verification for the Fall 2013 semester by Tuesday, September 3, 2013.  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 (SEPTEMBER 2013)

 

 

9/2/13	Holiday – Labor Day
9/3/13	Payroll Deadline Noon
9/5/13 – 9/9/13	HR AMP Web Time Preview #1
9/6/13	Pay Day
9/9/13	PAF Deadline
9/10/13	HR AMP Deadline
9/10/13 – 9/11/13	HR AMP Web Time Preview #2
9/11/13 – 9/18/13	ESS Blackout Period
9/12/13 – 9/16/13	HR AMP Web Time Reporting Period
9/16/13	Payroll Deadline Noon
9/20/13	Pay Day
9/20/13 – 9/24/13	HR AMP Web Time Preview #1
9/24/13	PAF Deadline
9/25/13	HR AMP Deadline
9/25/13 – 9/26/13	HR AMP Web Time Preview #2
9/26/13 – 10/3/13	ESS Blackout Period
9/27/13 – 10/1/13	HR AMP Web Time Reporting

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

IMPORTANT DATES TO REMEMBER (OCTOBER 2013)

 

 

10/1/13	Payroll Deadline Noon
10/7/13	Pay Day
10/7/13 – 10/9/13	HR AMP Web Time Preview #1
10/9/13	PAF Deadline
10/10/13	HR AMP Deadline
10/10/13 – 10/13/13	HR AMP Web Time Preview #2
10/11/13 – 10/18/13	ESS Blackout Period
10/14/13 – 10/16/13	HR AMP Web Time Reporting Period
10/16/13	Payroll Deadline Noon
10/22/13	Pay Day
10/23/13 – 10/27/13	HR AMP Web Time Preview #1
10/25/13	PAF Deadline
10/28/13	HR AMP Deadline
10/28/13 – 10/29/13	HR AMP Web Time Preview #2
10/29/13 – 11/5/13	ESS Blackout Period
10/30/13 – 11/1/13	HR AMP Web Time Reporting Period

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TIMESHEETS FOR THE MONTH OF AUGUST-SEPTEMBER

 

September 1-15, 2013

 

September 16-30, 2013

 

October 1-15, 2013

 

October 16-31, 2013

 

 

 

PRINCIPAL INVESTIGATOR’S CORNER:

 

 

 

HAWAII LABOR LAWS POSTERS

 

All Hawaii employers are to ensure they have all legal employment law posters on their company’s bulletin board.  The State of Hawaii Department of Labor and Industrial Relations (CLIR) have provided an option of posting an all-inclusive poster or posters of each law.  To obtain these posters for free, the DLIR has provided two URLs for you to download these posters: http://hawaii.gov/labor/official-labor-law-poster.

 

 

 

Poster(s) covers the following laws:

 

Disability Compensation Law

 

Laws Prohibiting Employment Discrimination

 

Military Leave

 

Occupational Safety & Health Laws

 

Required Notice to Dislocated Workers/Plant Closings

 

Unemployment Insurance Law

 

Wage & Hour Laws

 

Whistleblower Protection Law

 

 

 

For Federal Labor Laws you may obtain the applicable poster at the following URL: http://www.dol.gov/oasam/boc/osdbu/sbrefa/poster/matrix.htm.

 

 

 

Please ensure you have these Federal and State labor law posters displayed in an appropriate location.

 

 

 

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.

 

 

 

 

Due to an overwhelming response, the Hawaii State Ethics Commission has scheduled another ethics training class on Oahu on Friday, September 27, 2013.  Click here for information about the class. The class will be held at the Hawaii Convention Center and is open to all state employees

 

Employees can register for the class online at http://hawaii.gov/ethics or can call the Hawaii Ethics Commission‘s office at (808) 587‑0460.  

 

 

 

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 August 16-31, 2013 Timesheet

PAYROLL Deadline is September 3, 2013, noon

Payday for this timesheet is September 6, 2013

Next Announcement: September 3 (September 1-15)

 

A Personnel Action/Pay Award Form Training Session will be held to provide Principal Investigators and Project Administrators with a set of guidelines in completing the on-line PA/PAF form.  This is intended to expedite this process without submission of forms.  For fiscal staff, the new on-line personnel action/pay award forms will also calculate/display the full costs associated with pay adjustments (both for lump sums and adjustments to base pay rate).

 

 

 

TRAINING SESSION SCHEDULE: (Contingent upon a minimum of 10 attendees)

 

 

 

MAUI THIS TRAINING SESSION HAS BEEN CANCELLED

 

Friday, September 6, 2013

 

9:00am – 11:00am

 

UH Maui, Kalama 103

 

 

 

OAHU

 

Thursday, September 12, 2013

 

9:00am – 11:00am

 

UH Manoa, Kuykendall 101 (Auditorium)

 

 

 

HILO

 

Friday, September 13, 2013

 

9:00 am – 11:00am

 

Institute for Astronomy (IFA) Auditorium

 

 

 

To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page. If you are a current employee, log on to Employee Self Service to select training.

 

Meetings are accessible for individuals with disabilities.  For more information or to request an accommodation due to your disability, contact (808) 956-6965 or email [email protected] at least one week prior to the session.

 

 

An Employee/Independent Contractor (EIC) Training Session will be held to provide Principal Investigators and Project Administrators with a set of guideline on EIC Reviews.

 

 

 

·         RCUH Employee/Independent Contractor Determination process

 

·         Independent Contractor, Guest Speaker, and Employee relationships (How To’s)

 

·         EIC Policy and Memo Templates

 

·         Master EIC Determinations

 

 

 

TRAINING SESSION SCHEDULE:

 

 

 

MAUI

 

Friday, August 23, 2013

 

9:00am – 11:00am

 

UH Maui College, Kalama 103

 

 

 

HILO

 

Friday, August 30, 2013

 

9:00 am – 11:00am

 

UH Hilo, Campus Center 306

 

 

 

To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page. If you are a current employee, log on to Employee Self Service to select training.

 

Meetings are accessible for individuals with disabilities.  For more information or to request an accommodation due to your disability, contact (808) 956-6965 or email [email protected] at least one week prior to the session.

 

 

MEMORANDUM                                                                                         

 

 

 

TO:                 All Principal Investigators & Project Administrators

 

 

 

FROM:           Nelson Sakamoto

 

                       Director of Human Resources

 

 

 

SUBJECT:     Hawaii Labor Laws Posters

 

 

 

All Hawaii employers are to ensure they have all legal employment law posters on their company’s bulletin board.  The State of Hawaii Department of Labor and Industrial Relations (DLIR) has provided an option of posting an all-inclusive poster or posters of each law.  To obtain these posters for free, the DLIR has provided two URLs for you to download these posters: http://hawaii.gov/labor/official-labor-law-poster. 

 

 

 

Poster(s) covers the following laws:

 

Disability Compensation Law

 

Laws Prohibiting Employment Discrimination

 

Military Leave

 

Occupational Safety & Health Laws

 

Required Notice to Dislocated Workers/Plant Closings

 

Unemployment Insurance Law

 

Wage & Hour Laws

 

Whistleblower Protection Law

 

 

 

For Federal Labor Laws you may obtain the applicable poster at the following URL:

 

http://www.dol.gov/oasam/boc/osdbu/sbrefa/poster/matrix.htm

 

 

 

Please ensure you have these Federal and State labor law posters displayed in an appropriate location.

 

Due to the Statehood Day and Labor Day holidays, the payroll deadline times for the next 2 pay periods have changed.  The payroll deadline dates remain the same.

 

 

Pay Period Ending	Payroll Deadline	Online Timesheet Available
8/01 – 8/15/13	10:00am (instead of 12:00 noon) on Monday, August 19, 2013	8:00am on 8/14/13 through 10:00am on 8/19/13
8/16 – 8/31/13	10:00am (instead of 12:00 noon) on Tuesday, September 3, 2013	8:00am on 8/29/13 through 10:00am on 9/03/13

 

 

Should you have any questions or concerns, please email us at [email protected].

 

Mahalo!

RCUH Payroll Staff

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 August 1-15, 2013 Timesheet

 

PAYROLL Deadline is August 19, 2013, noon

 

Payday for this timesheet is August 22, 2013

 

Next Announcement: August 16 (August 16-31)

 

Tropical Storm Flossie may pose possible disruptions to normal operations over the next couple of days.  Principal Investigators and Project Administrators are urged to take necessary precautions:

 

1. CHANGES IN WORK SCHEDULE due to weather conditions:

 

Principal Investigators are responsible to notify their RCUH employees whether or not to report to work.

 

 

If circumstances prevent the employees from reporting to their normal workplace, Principal Investigators will be responsible to determine which employees are allowed to work at an alternative work site.  If no alternative work or workplace is available, employees may be placed on vacation status (if available) or leave without pay status.

 

 

For more details, please refer to RCUH Policy #3.262 – RCUH Work Schedule, Work Week and Work Hours:  Memo – Unforeseen Disruption in Work Schedule. 

 

 

 

2.  EARLY TIMESHEET SUBMISSION:

 

Your RCUH timesheets are available NOW through 12:00 noon on August 1, 2013.  We urge all projects to submit their online timesheets as soon as possible in the event of power failures, downed internet connections and other unforeseen circumstances.

 

Should you have any questions regarding the submission of your timesheets, please contact [email protected].

 

3.  SAFETY:

 

Principal Investigators and Project Administrators are urged to take necessary precautions to ensure the safety of their employees for the duration of Tropical Storm Flossie’s path over the Hawaiian Islands.

 

For those interested in attending, the Hawaii State Ethics Commission will be conducting ethic training classes for state employees in August and September.  The class will present an overview of the state ethics laws that apply to all state employees.    

 

OAHU (Honolulu and Kapolei)

Honolulu

Hawaii State Capitol Auditorium

Chamber Level

415 South Beretania Street

Honolulu, Hawaii

Date: August 23, 2013 9:30 a.m. – 11:00 a.m.

Register online at:

http://hawaii.gov/ethics/2013workshop/20130823Honolulu-REGFORM

 

Kapolei

Department of Hawaiian Home Lands

Hale Pono’i Conference Room

91-5420 Kapolei Parkway

Kapolei, Hawaii

Date: September 4, 2013 10:00 a.m. – 11:30 a.m.

Register online at:

http://hawaii.gov/ethics/2013workshop/20130904Kapolei-REGFORM

 

HAWAII (Hilo and Kona)

Hilo

University of Hawaii at Hilo

University Classroom Building, Room 100 (UCB 100)

200 West Kawili Street

Hilo, Hawaii

Date: August 15, 2013 9:30 a.m. – 11:00 a.m.

Register online at:

http://hawaii.gov/ethics/2013workshop/20130815Hilo-REGFORM

 

Kona

Natural Energy Laboratory of Hawaii Authority (NELHA)

Hawaii Ocean Science and Technology Park

Keena Hana Building, Conference Room

73-987 Makako Bay Drive

Kailua-Kona, Hawaii

Date: August 23, 2013 9:30 a.m. – 11:00 a.m.

Register online at:

http://hawaii.gov/ethics/2013workshop/20130823Kona-REGFORM

 

KAUAI

Pu’uhonoa Kaulike Building (Fifth Circuit Courthouse)

Multi-Purpose Room, Room A-101

3970 Ka’ana Street

Lihue, Hawaii

Date: September 6, 2013 1:00 p.m. – 2:30 p.m.

Register online at:

http://hawaii.gov/ethics/2013workshop/20130906Kauai-REGFORM

 

MAUI

University of Hawaii Maui College

‘Ike Le’a Building, Room 144

310 W. Kaahumanu Avenue

Kahului, Hawaii

Date: August 30, 2013 9:30 a.m. – 11:00 a.m.

Register online at:

http://hawaii.gov/ethics/2013workshop/20130830Maui-REGFORM