For those interested in attending, the Hawaii State Ethics Commission will be conducting an ethics training class for state employees on Monday, July 25, 2011.  This class will cover the state ethics laws that apply to all state employees.  Topics will include conflicts of interest; gifts and the reporting of gifts; misuse of government office and government resources; and post-employment restrictions.

 

Who should attend this class:	State employees who have not previously attended an ethics training class or who would like a refresher class on ethics.
Length of class:	2.0 hours
Date / Time of class:	Monday, July 25, 2011 / 10:00 a.m. – 12noon
Location of class:	UH Hilo Campus 200 West Kawili Street Hilo, Hawaii 96720 University Classroom Building 301, Room 100
How to register:	Register on-line at http://hawaii.gov/ethics/2011workshop/072511regform or call the Hawaii State Ethics Commission at (808) 587-0460.   To register groups of more than 10employees, call the Commission’s office at (808) 587-0460.
Persons in need of special assistance:	If you require special assistance or auxiliary aids or services (such as a sign language interpreter, large print materials, or wheelchair accessibility), please indicate so on your on-line registration form, or call the Commission’s office at (808) 587-0460.

For those interested in attending, the Hawaii State Ethics Commission will be conducting an ethics training class for state employees on Friday, August 26, 2011.  This class will cover the state ethics laws that apply to all state employees.  Topics will include conflicts of interest; gifts and the reporting of gifts; misuse of government office and government resources; and post-employment restrictions.

 

Who should attend this class:	State employees who have not previously attended an ethics training class or who would like a refresher class on ethics.
Length of class:	2.0 hours
Date / Time of class:	Friday, August 26, 2011 / 9:30 a.m. – 11:30 a.m.
Location of class:	Hawaii Convention Center 1801 Kalakaua Avenue Honolulu, HI
How to register:	Register on-line at http://hawaii.gov/ethics/2011workshop/082611regform or call the Hawaii State Ethics Commission at (808) 587-0460.   To register groups of more than 25 employees, call the Commission’s office at (808) 587-0460.
Persons in need of special assistance:	If you require special assistance or auxiliary aids or services (such as a sign language interpreter, large print materials, or wheelchair accessibility), please indicate so on your on-line registration form, or call the Commission’s office at (808) 587-0460.

           

MEMORANDUM

TO:                 Principal Investigators & Fiscal Officers

FROM:           Nelson Sakamoto, Director of Human Resources

SUBJECT:   REVISED FY July 1, 2011 – June 30, 2012 RCUH Fringe Benefit Schedule

We have revised the Workers Compensation Insurance rate that was previously posted on May 31, 2011.  Effective July 1, 2011, the Workers Compensation Insurance rate will increase to 1.1% of salaries and wages for all employees (except for Ship/Sea Operations crew) and not 1.25% as originally reported.

 

The Unemployment Insurance rate will decrease to 0.48% of salaries and wages for all employees effective July 1, 2011, as originally posted.

Please plan accordingly for these changes. For further details see RCUH Policy 3.510 RCUH Fringe Benefits Schedule. All fringe benefit rate changes will be reflected commencing with the July 1-15, 2011 pay period.

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 June 1-15 Timesheet

 

Payroll Deadline is June 16, 2011, 12noon

Payday for this timesheet is June 22, 2011

 

Next Announcement:  June 16 (June 16-30 pay period).

Effective July 1, 2011, the RCUH Student Assistant Hourly Pay Schedule will be revised to increase the pay scale of student assistants by 6% for all grades and steps. In addition, we will be eliminating the option for “Student Assistant H”; otherwise known as High School Student. All current Student Assistants in the “Student Assistant H” category will be automatically defaulted to Student Assistant A1-1; $8.20 per hour. This change is due to the University of Hawaii’s revision in the Administrative Procedures Manual, section A9.880, Policies and Procedures on Student Employment. Please see revised pay schedule.

• For all current student assistants and student assistants with a start date prior to 07/01/2011: We will be sending out memos addressed to all Principal Investigators and Fiscal Officers informing them of the change for their respective employees. This memo will serve as an informational memo only. Effective July 1, 2011, RCUH will automatically update the pay rates for all current student assistants accordingly.

Effective immediately, the following RCUH Human Resources Policies will be updated due to the change in the RCUH Student Assistant Hourly Pay Schedule and the ability for student assistants to work more than 50% FTE (provided their work hours are not limited due to federal or state laws and/or other considerations):

Policy #3.210 Employing People Through RCUH – The original policy indicated that Student Assistants work 20 hours or less per week (50%FTE) while school is in session.  We have revised the policy to state that RCUH Student Assistants “generally” work 20 hours or less while school is in session.  With this change, Principal Investigators and/or Designees, may request for an RCUH Student Assistant to work up to full-time (100% FTE) if necessary, provided their work hours are not limited due to federal or state laws and/or other considerations (e.g., Work Visa/Authorization Status, Child Labor Laws, etc.). For the full policy, please click here.

Policy #3.211 RCUH Student Employment – The original policy indicated that Student Assistants are allowed to work up to 50% FTE during the academic school year and up to 100% FTE during school breaks. We have updated our policy to allow Principal Investigators and/or Designees to request for an RCUH Student Assistant to work up to full-time (100% FTE) if necessary, provided their work hours are not limited due to federal or state laws and/or other considerations (e.g., Work Visa/Authorization Status, Child Labor Laws, etc.). For the full policy, please click here.

Policy #3.250 RCUH Dual Employment – The original policy indicated that for all concurrent employment involving a student appointment, the total FTE shall not exceed a combined total of 50% FTE. Since Principal Investigators and/or Designees have the ability to employ students at an FTE of 50% or more, this provision no longer applies and will be removed. For the full policy, please click here.

Should you have any questions, please contact Renee Doi at (808) 956-7241 or via email to [email protected].

MEMORANDUM

TO:                 Principal Investigators & Fiscal Officers

FROM:           Nelson Sakamoto, Director of Human Resources

SUBJECT:   FY July 1, 2011 – June 30, 2012 RCUH Fringe Benefit Schedule

Effective July 1, 2011 the RCUH Fringe Benefit Schedule will reflect the following changes:

1. Reduced Unemployment Insurance rate – 0.48% of salaries and wages for all employees (Previously 1.25% of salaries and wages through 6/30/2011).

 

2. Increased Workers Compensation Insurance rate – 1.25% of salaries and wages for all employees (except for Ship/Sea Operations crew).  (Previously 0.47% of salaries and wages through 6/30/2011).

Please plan accordingly for these changes. For further details see RCUH Policy 3.510 RCUH Fringe Benefits Schedule. All fringe benefit rate changes will be reflected commencing with the July 1-15, 2011 pay period.

The 2011 Benefits Open Enrollment Period for eligible RCUH employees has ended.  Employees should be receiving a benefits confirmation statement outlining their elections (effective July 1, 2011) on/around May 31, 2011.  Please review the benefits listed on the statement for accuracy.  Any corrections to your benefits can be made on the “RCUH Open Enrollment Correction/Change Form” which will be on the back of the confirmation statement.  The final date to submit the Correction/Change Form to the RCUH Human Resources office will be Wednesday, June 8, 2011. 

 

Should you have any questions please contact Dayna Tsue at [email protected]. 

The Resource

Volume 14 Issue 5

May 20, 2011

 

 

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, 2011).  Services must be incurred during the plan year ending June 30, 2011.   Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS).  You may contact Total Administrative Services Corporation (TASC) at (800) 422-4661 or login to your account at www.tasconline.com to obtain an updated status of your account.  We urge all employees to submit their reimbursement forms to TASC in a timely manner.  Although services MUST be incurred by June 30, 2011, you have 90 days after this date to submit reimbursement forms with ALL supporting documentation (ex. receipts, contracts) for reimbursement of Flexible Spending monies.  DO NOT WAIT until the end of the 90-day grace period to submit your reimbursement forms!!!

 

Open Enrollment – CoNFIRMATION PROCESS

The 2011 Benefits Open Enrollment Period for eligible RCUH employees has ended.  Employees should be receiving a benefits confirmation statement outlining their elections (effective July 1, 2011) on/around May 31, 2011.  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 Wednesday, June 8, 2011. 

 

Please note that the new plan year health insurance deductions will begin in the June 16-30, 2011 pay period.  All other new plan year deductions will commence in the July 1-15, 2011 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.

 

REMINDERS: NON-IMMIGRANT VISA HOLDERS

All foreign employees are required to notify RCUH Human Resources of any changes to employment and/or personal status that may or may not affect their visa or work authorization. It is ultimately the foreign employee’s responsibility to ensure that these changes do not affect their ability to continue employment with the RCUH.

 

TRAVELING?  

• Employees on J-1 or H-1B visas sponsored by the RCUH must contact 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 2-week notice prior to travel so that we may ensure that you have the proper documentation to return to the U.S.

 

• Non-immigrant 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.

STUDENT EMPLOYMENT

All RCUH Student Assistants 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) Validated 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 a Student Verification for the Fall 2011 semester by August 31, 2011.  Failure to submit student verification by the indicated deadline will result in termination of student employment.

 

Employment during summer break for current active employees: 

Student assistants who are currently enrolled for the Fall 2011 and are NOT taking any classes during the summer, 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 HRAP system by May 24, 2011.

 

Please contact Sharon Vong at [email protected] or (808)956-7307 if you have any questions.

 

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, color, religion, sex, national origin, age, or disability 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):

6/1	Payroll Deadline – 12:00 noon for PE 5/31/11
6/6-6/8	Web Time Preview 1
6/7	Pay Day
6/8	PAF Deadline
6/9	HRAMP Deadline
6/9-6/13	Web Time Preview 2
6/10	HOLIDAY – King Kamehameha Day
6/14-6/15	Web Time Input
6/16	Payroll Deadline – 12:00 noon for PE 6/15/11
6/22	Pay Day
6/22-6/24	Web Time Preview 1
6/24	PAF Deadline
6/27	HRAMP Deadline
6/27-6/28	Web Time Preview 2
6/29-6/30	Web Time Input

IMPORTANT Dates to Remember (July):

7/1	Payroll Deadline – 12:00 noon for PE 6/30/11
7/4	HOLIDAY – Independence Day
7/7	Pay Day
7/7-7/11	Web Time Preview 1
7/11	PAF Deadline
7/12	HRAMP Deadline
7/12-7/13	Web Time Preview 2
7/14-7/15	Web Time Input
7/18	Payroll Deadline – 12:00 noon for PE 7/15/11
7/21-7/25	Web Time Preview 1
7/25	PAF Deadline
7/26	HRAMP Deadline
7/26-7/27	Web Time Preview 2
7/28-7/29	Web Time Input

TIMESHEETS FOR THE MONTH OF May-June:
May 16-31

June 1-15

June 16-30

SSE Timesheet (Form D-9c)

2011 Personnel Action & Payroll Calendar

2011 Special Check Calendar

 

 

The Principal Investigator’s Corner

 

SUMMER HIRING

Summer is the busiest season for the RCUH Human Resources Department. In addition to being our peak hiring season, it also coincides with our Benefit Open Enrollment, Fiscal Year End, Annual Performance Evaluations and Pay Increases.

In anticipation of the peak hiring season, we ask all Principal Investigators and Project Administrators to review and adhere to the deadlines below to ensure that all hires are reviewed and approved without delay. We appreciate your cooperation and assistance.

Selections for Regular Hires: minimum of 10 business days before target date of hire

Non-Recruited Hires (Temporary, Specialized Service, Student Assistants, and Intermittent hire): minimum 7 business days before target date of hire

Group Hires (6 or more employees): minimum of 15 business days before target date of hire

Missing documents pertaining to the selection and/or incomplete new hire documents may cause the hire date to be delayed.  A formal offer of employment is made by the Principal Investigator only AFTER receiving approval to hire from the RCUH Human Resources Department. Hire dates will be confirmed by our office via email.  All new hires & rehires are NOT approved to start working until their hire date has been confirmed by the RCUH Human Resources Office.

 

Please contact Sharon Vong at [email protected] or 956-7307 if you have any questions.

 

 

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 May 16-31 Timesheet

 

Payroll Deadline is June 1, 2011, 12noon

Payday for this timesheet is June 7, 2011

 

Next Announcement:  June 1 (June 1-15 pay period).

A recent incident has brought to light the importance of internal controls being practiced when submitting time on the RCUH online timesheets.

 

To ensure that sufficient checks and balances are being enforced, RCUH Payroll will be conducting a more extensive audit of RCUH employees submitting their own HR AMP online timesheets.

 

Attention –  RCUH Employee Timekeepers:

 

RCUH employees who approve, on behalf of their Principal Investigators, the HR AMP online timesheets that include their own timesheets, must now submit the following:

 

(1)        Copy of the employee’s Employee Time/Leave Certification Form approved by the Principal Investigator or designee (as stated in the HR AMP procedures)

 

AND

 

(2)        Print screen of the Pay Earnings panel of the HR AMP online timesheet that includes their own timesheet approved by the Principal Investigator’s or designee’s signature.   If Other Earnings and Special Earnings were entered, please also include the print screen of these panels also.

 

Please forward the above documents for the 4/16 – 4/30/11 pay period to RCUH Payroll via scan/email to rcuh_payroll @rcuh.com or fax to 808-956-5022 by Monday, May 9.  Documents for subsequent pay periods are due by the respective paydays.

 

If you are not actually submitting the HR AMP online timesheets even though your electronic signature appears on the timesheets, please advise who this duty has been delegated to.

 

Should you have any questions, please feel free to contact us at [email protected].

 

Mahalo!