Volume 15, Issue 5
May 22, 2012
Open Enrollment – CoNFIRMATION PROCESS
The 2012 Benefits Open Enrollment Period for eligible RCUH employees has ended. Employees should be receiving a benefits confirmation statement outlining their elections (effective July 1, 2012) via E-Mail on/around May 31, 2012. Please review the benefits listed on the statement for accuracy. Corrections to your benefits can be made on the “RCUH Open Enrollment Correction/Change Form” on the back of the confirmation statement. The deadline to submit the Correction/Change Form to the RCUH Human Resources office will be Friday, June 8, 2012.
**REMINDER: Please update your E-Mail address accordingly if this information has recently changed.
Please note that the new plan year health insurance deductions will begin in the June 16-30, 2012 pay period. All other new plan year deductions will commence in the July 1-15, 2012 pay period (Flexible Spending Plans & Supplemental Insurances).
Please check your On-line Payroll Statements (via Employee Self-Service) to ensure that the deductions accurately reflect your elections.
FLEXIBLE SPENDING PLAN – Plan Year July 1, 2011-June 30, 2012 Reimbursements
1 MONTH 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, 2012). Services must be incurred during the plan year ending June 30, 2012. Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS).
You may contact National Benefit Services (NBS) at 1(800) 274-0503 to obtain an updated status of your account. Claims for reimbursements can be faxed (800/478-1528), mailed (National Benefit Services, LLC P.O. Box 6980, West Jordan, UT 84084), emailed ([email protected]) or uploaded via the Participant Website at https://www.nationalbenefitservices.com/.
We urge all employees to submit their reimbursement forms to NBS in a timely manner. Although services MUST be incurred by June 30, 2012, you 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!!! For more information on eligible services, claims reimbursement process, etc. visit the NBS website at http://www.nbsbenefits.com/participants.htm (“Cafeteria” Plan section).
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 May 9, 2012.
Please contact Sharon Vong at [email protected] or (808) 956-7307 if you have any questions.
REMINDER: TRAVEL FOR NONIMMIGRANT EMPLOYEES
- Employees on J-1, H-1B, TN, E-3, or O-1 visas sponsored by the RCUH must notify Janet Zukemura at (808) 956-0871 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 leaves the U.S., USCIS will cancel the petition since they consider the alien to have “abandoned” the request.
Please contact Janet Zukemura at [email protected] or (808) 956-0871 if you have any questions.
SPRING 2012 TUITION REIMBURSEMENT PROGRAM
In order to be reimbursed, those who were approved for the Spring 2012 Tuition Reimbursement Program have 30 days after the semester ends to turn in copies of their grades and receipt of payment by June 12, 2012.
JUNE Training Schedule
EEO/Sexual Harassment Prevention Training
6/8/2012 – 9-12pm, Hilo – Institute for Astronomy Building, Auditorium – cancelled
6/15/2012 – 9-12pm, Maui College – Laulima 103
6/19/2012 – 9-12pm, UH Manoa – Kuykendall Auditorium
6/22/2012 – 9-12pm, Kauai CC – One Stop Center Conference Room 207
6/26/2012 – 9-12pm, JABSOM Kakaako – MEB 202
Please RSVP your attendance to Sharon Makabe at [email protected] with your name, position title, project/program name, contact phone number and email address.
New Hire Orientation
6/1/2012 – 9-11am, Maui College – Laulima 101 CANCELLED
6/8/2012 – 9-11am, Hilo – Institute for Astronomy Building, Rm 131
6/15/2012 – 9-11am, Maui College – Laulima 101
6/22/2012 – 9-11am, Kauai CC – One Stop Center Mtg Room 204
6/26/2012 – 1-3pm, JABSOM Kakaako – MEB 202
Please RSVP your attendance to Sharon Vong at [email protected] with your name, position title, project/program name, contact phone number and email address.
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.
2012 RCUH ANNUAL HAWAII FOOD DRIVE
Thank you to everyone who generously donated to the 2012 RCUH Annual Hawaii Food Drive. All of your contributions will help make a difference in another’s life.
EQUAL EMPLOYMENT OPPORTUNITIES NOTICE
Federal law requires that there be no discrimination against any employee or applicant for employment because of the individual’s race, sex, including gender identity or expression, sexual orientation, age, religion, color, ancestry, disability, marital status, pregnancy, arrest and court record, or domestic or sexual violence victim status, or status as a disabled veteran or veteran of the Vietnam era with respect to hiring, promotion, firing, compensation, or other terms, conditions or privileges of employment (see 3.110 RCUH Equal Employment Opportunity Policy). Federal law also prohibits retaliation against any employee who files a charge of discrimination or who cooperates with the EEOC’s investigation of a charge. The EEOC is committed to protecting employees who file charges, who complain about discrimination or who are witnesses during an investigation including, if necessary, further court proceedings. It is the policy of the Research Corporation of the University of Hawaii to provide an impartial and complete investigation of any charge of discrimination filed with the EEOC. Furthermore, it is the policy of the Research Corporation of the University of Hawaii to provide full disclosure to the Charging Party involved of any investigation filed with the RCUH, the Hawaii Civil Rights Commission or EEOC. If you wish to report an instance(s) of discrimination, please contact Nelson M. Sakamoto, Director of Human Resources at (808) 956-3100.
SEXUAL HARASSMENT
The RCUH Sexual Harassment Policy (www.rcuh.com Human Resources Policy 3.120) ensures everyone can work with security, dignity, and freedom from sexual harassment. Sexual Harassment is illegal under the Civil Rights of 1964. An employee who feels he/she is a victim of sexual harassment should contact his/her immediate supervisor, project manager, Principal Investigator, or the RCUH Director of Human Resources (956-3100 or [email protected]). The complainant shall complete the EEO Complaint Form (see RCUH Human Resources Policy 3.110 attachment 2). All complaints received will be kept confidential. All complaints received regarding the employee’s supervisor, project manager or Principal Investigator should be reported to the RCUH Director of Human Resources immediately.
IMPORTANT DATES TO REMEMBER (JUNE 2012)
|
6/1
|
Payroll Deadline – Noon for PE 5/31/12
|
|
6/6-6/8
|
Web Time Preview 1
|
|
6/7
|
Pay Day
|
|
6/8
|
PAF Deadline
|
|
6/11
|
HOLIDAY- Kamehameha Day
|
|
6/12
|
HRAMP Deadline
|
|
6/13-6/20
|
ESS Blackout Period
|
|
6/12-6/13
|
Web Time Preview 2
|
|
6/14-6/16
|
Web Time Input
|
|
6/18
|
Payroll Deadline – Noon for PE 6/15/12
|
|
6/21-6/25
|
Web Time Preview 1
|
|
6/22
|
Pay Day
|
|
6/25
|
PAF Deadline
|
|
6/26
|
HRAMP Deadline
|
|
6/27-7/4
|
ESS Blackout Period
|
|
6/26-6/27
|
Web Time Preview 2
|
|
6/28-7/2
|
Web Time Input
|
IMPORTANT DATES TO REMEMBER (JULY 2012):
|
7/2
|
Payroll Deadline – Noon for PE 6/30/12
|
|
7/4
|
HOLIDAY – Independence Day
|
|
7/5-7/9
|
Web Time Preview 1
|
|
7/6
|
Pay Day
|
|
7/9
|
PAF Deadline
|
|
7/10
|
HRAMP Deadline
|
|
7/10-18
|
ESS Blackout Period
|
|
7/10-7/11
|
Web Time Preview 2
|
|
7/12-7/16
|
Web Time Input
|
|
7/16
|
Payroll Deadline – Noon for PE 7/15/12
|
|
7/20
|
Pay Day
|
|
7/23-7/25
|
Web Time Preview 1
|
|
7/25
|
PAF Deadline
|
|
7/26
|
HRAMP Deadline
|
|
7/26-7/27
|
Web Time Preview 2
|
|
7/30-7/31
|
Web Time Input
|
TIMESHEETS FOR THE MONTH OF MAY- JULY
May 16-31
June 1-15
June 16-30
July 1-15
July 16-31
SSE Timesheet (Form D-9c)
2012 Personnel Action & Payroll Calendar
2012 Special Check Calendar
Principal Investigator’s Corner
2012-2013 RCUH ANNUNAL PERFORMANCE EVALUATIONS
All Principal Investigators/Supervisors can start to fill out the Performance Evaluations (Short Form or Long Form) for their respective employees. Once we finalize our Pay Guidelines, we will be publishing it on “Current News “ on our RCUH homepage. RCUH Annual Performance Evaluation Pay Guidelines will not be published until mid June 2012. All Performance Evaluations will be due on June 29, 2012.
