The Resource
Volume 15, Issue 7
July 22, 2012
RCUH Human Resources Department is MOVING
During the week of July 23, 2012 – July 27, 2012, the RCUH Human Resources Department will be moving from University of Hawaii at Manoa’s (UHM) Sakamaki Hall D-100 to the John A. Burns Hall 4th Floor (East-West Center). We will be fully functional in the new offices on July 27, 2012. Our new office/mailing address will be: RCUH Human Resources, John A. Burns Hall, 4th Floor, 1601 East West Road, Honolulu, Hawaii 96848.
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 2012 semester by Tuesday, September 4, 2012. Failure to submit student verification by the indicated deadline will result in termination of student employment.
Employment during summer break:
Student Assistants who are enrolled for the Fall 2012 and are NOT taking any classes during the summer time, are eligible to work up to 40 hours per week.
Termination of student employment:
Student Assistants who no longer hold a student status must be terminated from RCUH due to their ineligibility (i.e. student graduation). Principal Investigators must initiate a termination action via the HRAMP system by August 9, 2012.
Please contact Sharon Vong at [email protected] or (808) 956-7307 if you have any questions.
HEALTH MEMBERSHIP ID CARDS
- HMSA – RCUH employees who have made changes to their HMSA health plan enrollments (e.g., added a dependent, switched plans, etc.) OR employees who have newly enrolled into an HMSA medical plan effective July 1, 2012, should have already received their new membership cards. Enrollees may request additional membership cards by logging on to their account on the HMSA website at https://member.hmsa.com/LogIn.aspx?ReturnUrl=%2fMember%2fHome.aspx.
- HAWAII DENTAL SERVICE (HDS) – HDS will send membership cards to NEW members only. New members with plans effective July 1, 2012, should have already received their new membership cards. Enrollees may visit the HDS website at http://www.deltadentalhi.org (select “Members” link to login) to print out/request for additional membership cards, review account status, etc.
Please email [email protected] if you have any questions or concerns.
VACATION: 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. 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).
DEADLINE – SEPTEMBER 30, 2012 – FLEXIBLE SPENDING PLAN REIMBURSEMENTS
The plan year July 1, 2011-June 30, 2012 for Flexible Spending Plans ended on June 30, 2012. You have 2 months left to submit reimbursement forms for services incurred during the plan year JULY 1, 2011 – JUNE 30, 2012 (Deadline: September 30, 2012). Reimbursement forms and receipts may be mailed, faxed, or emailed directly to NBS (contact information is listed at the top of the reimbursement form). You can also request for your reimbursements via NBS’s secured website at www.nbsbenefits.com.
We encourage everyone to submit reimbursement forms and receipts now in the event that additional information is required. NO exceptions will be made if National Benefit Services (NBS) does not receive ALL required documents by September 30, 2012.
If you have any questions regarding your reimbursements or the reimbursement process, please call (888) 353-9125 or visit the NBS website at www.nbsbenefits.com.
RETURN TO WORK AFTER ILLNESS/INJURY
Projects must follow “doctor’s orders” when it pertains to an employee’s ability to report to work. Physician certifications (i.e., doctor’s notes) indicating specific periods of time employees are incapacitated and are unable to work must be strictly followed. If an employee would like to return to work prior to the date certified by the physician, the employee must obtain a revised physician certification indicating that he/she may return to work. Premature return to work of an employee may jeopardize the health and safety for the employee and staff.
Please contact Jill Niitani at (808) 956-8376 or [email protected] if you have any questions or concerns.
IMPORTANT DATES TO REMEMBER (AUGUST 2012)
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8/1
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Payroll Deadline – Noon for PE 7/31/12
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8/7
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Pay Day
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8/7-8/9
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Web Time Preview 1
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8/9
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PAF Deadline
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8/10
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HRAMP Deadline
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8/10-8/13
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Web Time Preview 2
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8/14-8/15
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Web Time Input
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8/16
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Payroll Deadline – Noon for PE 8/15/12
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8/17
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HOLIDAY – Statehood Day
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8/22
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Pay Day
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8/23-8/27
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Web Time Preview 1
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8/27
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PAF Deadline
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8/28
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HRAMP Deadline
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8/28-8/29
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Web Time Preview 2
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8/30-8/31
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Web Time Input
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IMPORTANT DATES TO REMEMBER (SEPTEMBER 2012):
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9/3
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HOLIDAY – Labor Day
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9/4
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Payroll Deadline – Noon for PE 8/31/12
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9/6-9/10
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Web Time Preview 1
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9/7
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Pay Day
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9/10
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PAF Deadline
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9/11
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HRAMP Deadline
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9/11-9/12
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Web Time Preview 2
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9/13-9/14
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Web Time Input
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9/17
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Payroll Deadline – Noon for PE 9/15/12
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9/20-9/24
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Web Time Preview 1
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9/21
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Pay Day
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9/24
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PAF Deadline
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9/25
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HRAMP Deadline
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9/25-9/26
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Web Time Preview 2
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9/27-9/28
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Web Time Input
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TIMESHEETS FOR THE MONTH OF AUG – SEPT
July 16-31
August 1-15
August 16-31
September 1-15
September 16-30
SSE Timesheet (Form D-9c)
2012 Personnel Action & Payroll Calendar
2012 Special Check Calendar
Principal Investigator’s Corner
Annual Performance Evaluations & Pending Pay Award Guidelines
June 29, 2012 – Deadline for Annual Performance Evaluations: Annual Performance Evaluations for RCUH employees should be submitted to the RCUH Human Resources Department as soon as possible. The deadline for submission was on June 29, 2012. For PIs who have not turned in your evaluations, you are encouraged to conduct annual performance evaluation meetings with your employees and to submit them to the RCUH Human Resources Department. Please email [email protected] if you need an extension to turn in your project’s Annual Performance Evaluation.
Pending 2012 Pay Award Guidelines: The RCUH has not published its 2012 Pay Award Guidelines. This remains pending review and I will inform you as soon as these guidelines are ready for publication.
Personnel Action Forms (PAFs): Do not submit Personnel Action Forms for pay awards until we publish our 2012 Pay Award Guidelines. For those PIs who may have already submitted personnel action forms, please be aware that no action will be taken on any personnel action form requesting a pay award until the RCUH publishes the 2012 Pay Award Guidelines. These PAFs will also be reviewed in accordance to our published guidelines.
CHANGES TO HRAMP
The RCUH has implemented the following changes to the Human Resources Administrative Management Portal (HR AMP) to conform to the changes required by University of Hawaii’s new Kuali Financial System (KFS).
(1) Project numbers were converted from 6 digits to 7 digits by duplicating the first digit (e.g. 612345 à 6612345; 001234 à 0001234).
(2) New KFS fields were added to HR AMP applications. The new fields are:
· Campus Code
· Sub Project Number (Sub-Account Number)
· Sub Budget Categories (Sub-Object Codes)
(3) The Preview and Project Dist/Leave Bal panels of the RCUH Online Timesheet now displays each unique combination of project number – campus code – sub project number – budget category – sub budget category assigned to an employee.
(4) Project allocations will no longer be limited to 4 different allocations.
