Volume 16, Issue 3

 

April 1, 2013

 

 

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, 2013).  Services must be incurred during the plan year ending June 30, 2013.   Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS).

 

 

 

We urge all employees to submit their reimbursement forms to National Benefit Services (NBS) in a timely manner.  Although services MUST be incurred by June 30, 2013, 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!!!

 

 

 

In order to claim/submit for reimbursements, you need to complete the NBS reimbursement form and submit it along with a copy of your receipt(s) to “National Benefits Services” via fax, mail, or email:

 

·         FAX: Salt Lake City Area Fax: (801) 355‐0928

 

·         Toll Free Fax: (800) 478‐1528

 

·         Mail: National Benefit Services, LLC P.O. Box 6980, West Jordan, UT 84084

 

·         Email: [email protected] (PDF, TIFF or JPEG files only)

 

 

 

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, 2013.

 

 

NEW FAMILY MEDICAL LEAVE ACT (FMLA) POSTER EFFECTIVE MARCH 8, 2013

 

 

 

The Department of Labor has issued a new FMLA Poster to reflect changes implemented by final regulations this month. The updated poster went into effect on March 8, 2013 which now provides employees with information on new military family leave protections and references the special hours of service eligibility requirements that apply to airline flight crew employees.

 

 

 

The new FMLA poster can be found here.

 

 

 

IMPORTANT DATES TO REMEMBER (APRIL 2013)

 

4/1/13	Payroll Deadline Noon
4/5/13	Payday
4/5/13 – 4/9/13	HR AMP Web Time Preview #1
4/9/13	PAF Deadline
4/10/13	HR AMP Deadline
4/10/13 – 4/11/12	HR AMP Web Time Preview #2
4/11/13 – 4/18/13	ESS Blackout Period
4/12/13 – 4/16/13	HR AMP Web Time Reporting Period
4/16/13	Payroll Deadline Noon
4/22/13	Payday
4/22/13 – 4/24/13	HR AMP Web Time Preview #1
4/24/13	PAF Deadline
4/25/13	HR AMP Deadline
4/25/13 – 4/26/13	HR AMP Web Time Preview #2
4/26/13 – 5/3/13	ESS Blackout Period
4/29/13 – 5/1/13	HR AMP Web Time Reporting Period

 

 

 IMPORTANT DATES TO REMEMBER (MAY 2013)

 

5/1/13	Payroll Deadline Noon
5/7/13	Payday
5/7/13 – 5/9/13	HR AMP Web Time Preview #1
5/9/13	PAF Deadline
5/10/13	HR AMP Deadline
5/10/13 – 5/13/12	HR AMP Web Time Preview #2
5/13/13 – 5/20/13	ESS Blackout Period
5/14/13 – 5/16/13	HR AMP Web Time Reporting Period
5/16/13	Payroll Deadline Noon
5/22/13	Pay Day
5/22/13 – 5/24/13	HR AMP Web Time Preview #1
5/24/13	HR AMP Deadline
5/27/13	Holiday – Memorial Day
5/28/13 – 5/29/13	HR AMP Web Time Preview #2
5/29/13 – 6/5/13	ESS Blackout Period
5/30/13 – 6/3/13	HR AMP Web Time Reporting Period

 

 

 

 

 

 

TIMESHEETS FOR THE MONTH OF APRIL-MAY

 

April 1-15, 2013

 

April 16-30, 2013

 

May 1-15, 2013

 

May 16-31, 2013

 

 

PRINCIPAL INVESTIGATOR’S CORNER:

 

 

Revised Employment Eligibility Verification Form I-9

 

The U.S. Citizenship and Immigration Services (USCIS) has issued a revised Employment Eligibility Verification Form I-9 for use starting today. The newly designed Form I-9 is intended to minimize errors in form completion. Key revisions to Form I-9 include:

 

 

 

·        Adding data fields, including the employee’s foreign passport information (if applicable) and telephone and email addresses.

 

·        Improving the forms instructions.

 

·        Revising the layout of the form, expanding the form from one to two pages (not including the form instructions and the List of Acceptable Documents)

 

 

 

RCUH will start utilizing the new Form I-9 immediately. All new hires and re-verifications of current employees on visa status will be required to complete the revised Form I-9 with a revision date of “(Rev. 03/08/13) N”.

 

 

 

USCIS is providing free webinars, which will cover the overview of the Form I-9 process, including step-by-step instructions on how to complete each section of the form.

 

 

 

**NOTE: We will not be requiring all current employees to re-do Form I-9s. This will only apply to NEW hires, rehires (if applicable), and employees on visa status who require re-verifications.

 

 

 

Should you have any question, please contact RCUH Human Resources at [email protected].

 

 

 

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 March 16-30, 2013 Timesheet

 

PAYROLL Deadline is April 1, 2013, noon

 

Payday for this timesheet is March 22, 2013

 

 

 

Next Announcement: April 2 (April 1-15, 2013)

 

 

RCUH Human Resources will conducting our monthly Human Resources Administrative Management Portal (HR AMP) training to assist NEW users or those needing a “refresher course” on out online personnel system.  During this 3-hour HR AMP training session, hands-on instruction will be provided for the following transactions:

 

 

 

1.       Introduction to the RCUH HR AMP System

 

2.       Navigating the RCUH HR AMP System

 

3.       Initiating Non-Recruited (Temporary, Student, Specialized Services, & Intermittent) Employees

 

4.       Initiating Position Requests (Regular Employees)

 

5.       Processing Payroll/Time Reporting

 

6.       Project Number Changes & Vacation Transfer/Payout Actions

 

7.       Changing Employee’s Full-Time/Part-Time Status (FTE Changes)

 

8.       Terminating Employees

 

 

 

Training Schedule

 

 

UH MANOA

 

Monday, March 18, 2013

 

1:00pm – 4:00 pm

 

UH Manoa, Shidler College of Business Room E-102

 

RSVP by March 13

 

 

 

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.

 

The U.S. Citizenship and Immigration Services (USCIS) has issued a revised Employment Eligibility Verification Form I-9 for use starting today. The newly designed Form I-9 is intended to minimize errors in form completion. Key revisions to Form I-9 include:

 

·        Adding data fields, including the employee’s foreign passport information (if applicable) and telephone and email addresses.

·        Improving the forms instructions.

·        Revising the layout of the form, expanding the form from one to two pages (not including the form instructions and the List of Acceptable Documents)

 

RCUH will start utilizing the new Form I-9 immediately. All new hires and re-verifications of current employees will be required to complete the revised Form I-9 with a revision date of “(Rev. 03/08/13) N”.

 

USCIS is providing free webinars, which will cover the overview of the Form I-9 process, including step-by-step instructions on how to complete each section of the form.

 

Should you have any question, please contact RCUH Human Resources at [email protected].

 

 

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 March 1-15, 2013 Timesheet

 

PAYROLL Deadline is March 18, 2013, noon

 

Payday for this timesheet is March 22, 2013

 

 

 

Next Announcement: March 18 (March 16-31, 2013)

 

Safety training sessions for supervisors will be conducted by Dan Latour of Zurich Insurance and Colby Falk of John H. Connors Insurance.

 

The topic will be “Incident Investigations and Lesson Learned”.  Sessions are offered at Schofield, UH Manoa, Maui, Kauai, Hilo.  We invite supervisors for all projects within these areas to attend.

 

The proposed outline of the training will be: 

• The basics of completing an effective incident investigation
• Working through some exercises involving “mock incidents” to determine root causes and suggested controls held reduce the risk of reoccurrences
• Providing tools for supervisors to use when completing incident investigations: worksheet; or computer/smart phone accessible template for supervisors to gather information about an incident and more effectively and efficiently complete the supervisor incident report
• Discussing the concept of using Twitter to communicate lessons learned to all projects within RCUH

 

PLACE	ROOM	DATE AND TIME
Schofield Barracks	Schofield Library	Monday, April 15; 9:00-10:30 am
UH-Manoa	Kuykendall 101	Tuesday, April 16; 9:00-10:30 am
UH-Hilo	IFA Auditorium	Wednesday, April 17; 9:00-10:30 am
UH Maui College	Laulima 225	Thursday, April 18; 10:00-11:30 am (was 9:00am-10:30am)
Kauai Community College	LRC-130	Friday, April 19; 8:00-9:30 am

 

 

To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page.

 

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

 

 

 

Volume 16, Issue 2

 

 

 

 

 

Each year Principal Investigators have the opportunity to nominate and recognize their RCUH employee who has made demonstrable, significant and outstanding contributions to their project during the previous year. On February 8, 2013, a luncheon was held to honor the nominees and to announce the first and second place winners for 2012.

 

 

 

Please join us in congratulating the following winners of the 2012 RCUH Outstanding Employee of the Year.

 

 

Outstanding Project Support Staff

1st Place: Joseph McDonough

Project: Mauna Kea Observatories Support Services

 

PI: E. Stewart Hunter

 

 

 

2nd Place: KOK/ESF Engineering Team – John Carlin, Dirk Johanson, Mario Williamson

 

Project: University of Hawaii Marine Center

 

PI: Dr. Alexander Shor

 

 

Outstanding Researcher/Project Manager/Professional Staff
1st Place: Craig Walter

Project: Joint Astronomy Centre

 

PI: Dr. Gary Davis

 

           

 

2nd Place: Dr. Frantz Martinache

 

Project: National National Astronomical Observatory of Japan, Subaru Telescope

 

PI: Dr. Nobuo Arimoto

 

 

 

REPORT WORK-RELATED INJURY/ILLNESS TO YOUR SUPERVISOR/PRINCIPAL INVESTIGATOR

 

 

 

RCUH employees are required to report ALL work-related injuries/illnesses IMMEDIATELY after its occurrence to their immediate supervisor.  All “lost time” due to the work-related injury must be certified by the employee’s primary treating physician. The RCUH does not allow “back dated” (i.e., after the fact) medical certifications.

 

                                                                                                        

 

For further clarification regarding claims administration and/or WC benefits, please review RCUH’s Worker’s Compensation Policy (3.580) and Safety and Accident Prevention Program Policy (3.930) or email [email protected].

 

 

 

4 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, 2013).  Services must be incurred during the plan year ending June 30, 2013.  Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS).

 

 

 

We urge all employees to submit their reimbursement forms to National Benefit Services (NBS) in a timely manner.  Although services MUST be incurred by June 30, 2013, 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!!!

 

 

 

In order to claim/submit for reimbursements, you need to complete the NBS reimbursement form and submit it along with a copy of your receipt(s) to National Benefits Services via fax, mail, or email:

 

·         Toll Free Fax: (800) 478-1528

 

·         Mail: National Benefit Services, LLC, P.O. Box 6980, West Jordan, UT 84084

 

·         Email: [email protected] (PDF, TIFF or JPEG files only)

 

If you have any questions or need additional reimbursement forms, please call (808) 478-1528 or download forms from the NBS website at http://nbsbenefits.com/employee/flexible-benefit-plans/.

 

 

 

IMPORTANT DATES TO REMEMBER (MARCH 2013)

3/1/13	Payroll Deadline Noon
3/7/13	Payday
3/7/13 – 3/11/13	HR AMP Web Time Preview #1
3/11/13	PAF Deadline
3/12/13	HR AMP Deadline
3/12/13 – 3/13/13	HR AMP Web Time Preview #2
3/13/13 – 3/20/13	ESS Blackout Period
3/14/13 – 3/18/13	HR AMP Web Time Reporting Period
3/18/13	Payroll Deadline Noon
3/20/13 – 3/21/13	HR AMP Web Time Preview #1
3/21/13	PAF Deadline
3/22/13	Pay Day
3/22/13	HR AMP Deadline
3/22/13 – 3/26/13	HR AMP Web Time Preview #2
3/25/13 – 4/3/13	ESS Blackout Period
3/26/13	Holiday – Prince Kuhio Day
3/27/13 – 4/1/13	HR AMP Web Time Reporting Period
3/29/13	Holiday – Good Friday

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

IMPORTANT DATES TO REMEMBER (APRIL 2013)

 

4/1/13	Payroll Deadline Noon
4/5/13	Payday
4/5/13 – 4/9/13	HR AMP Web Time Preview #1
4/9/13	PAF Deadline
4/10/13	HR AMP Deadline
4/10/13 – 4/11/13	HR AMP Web Time Preview #2
4/11/13 – 4/18/13	ESS Blackout Period
4/12/13 – 4/16/13	HR AMP Web Time Reporting Period
4/16/13	Payroll Deadline Noon
4/22/13	Payday
4/22/13 – 4/24/13	HR AMP Web Time Preview #1
4/24/13	PAF Deadline
4/25/13	HR AMP Deadline
4/25/13 – 4/26/13	HR AMP Web Time Preview #2
4/26/13 – 5/3/13	ESS Blackout Period
4/29/13 – 5/1/13	HR AMP Web Time Reporting Period

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TIMESHEETS FOR THE MONTH OF FEBRUARY-MARCH

 

March 1-15, 2013

 

March 16-31, 2013

 

April 1-15, 2013

 

April 16-30, 2013

 

 

 

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 February 16-28, 2013 Timesheet

 

PAYROLL Deadline is March 1, 2013, noon

 

Payday for this timesheet is March 7, 2013

 

 

 

Next Announcement: March 4 (March 1-15, 2013)

 

 

 

TO:tttAll Principal Investigators

 

FROM:ttNelson Sakamoto

tttDirector of Human Resources

 

SUBJECT:tNo Retroactive and Late Personnel Actions Starting March 1, 2013

 

We require everyone’s cooperation to adhere to our administrative deadlines.  These deadlines are intended to maximize workflow efficiencies and to ensure accurate and timely outcomes to hiring and payroll actions.  We have accommodated numerous requests for exceptions to our deadlines, which is no longer possible since these accommodations result in time consuming manual processing.  This is not efficient and adds to our already heavy workload.  Our objective is to meet your employment and payroll needs.  However, accommodating late or retroactive actions that force my staff into manual processing jeopardizes our ability to remain efficient and to meet your needs.

 

Therefore, starting March 1, 2013, RCUH Human Resources will not accept the following retroactive and late personnel actions:

 

• Retroactive Hiring Actions: All hiring actions and new hire paperwork must be submitted on or before the designated Personnel Action Form (PAF) deadline for the pay period. No retroactive/late hiring actions will be accepted.
• Retroactive Pay Actions: All pay adjustments should be current and prospective. Late requests for pay adjustments will be handled as lump sum payments only. Lump sum payments should be calculated on the PAF prior to submission.
• Late Timesheet Submission: Employees will not be paid on time by the respective payday if the RCUH online timesheets (on the Human Resources Administrative Management Portal (HRAMP)) are not processed by the applicable 12:00 noon payroll deadline. 
• Late FTE Change Requests:  All FTE changes should be current and prospective.

 

All PAF’s and employee timesheets must be submitted to RCUH Human Resources in a timely manner for the current pay period in order to be approved and processed. Please click here for the 2013 Personnel Action & Payroll Calendar.

 

Please contact Renee Doi ([email protected]), Senior Human Resources Manager if you have any questions concerning this memo.

 

 

 

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 February 1-15, 2013 Timesheet

Payroll Deadline is February 19, 2013, noon

Payday for this timesheet is February 22, 2013

 

Next Announcement:  February 20 (February 16-28)