TO:  Principal Investigators, Supervisors, and Administrative Staff

 

RCUH Human Resources will be conducting training sessions to review/discuss the process and guidelines of the 2011 Annual Performance Evaluations & Pay Adjustment.  We encourage all PIs, Supervisors, and Administrative Staff to attend this training session.  

 

July 1, 2011 Effective Date for General/Merit Increase:  Memos, Annual Performance Evaluations & Personnel Action Forms (PAFs) are due into the RCUH Human Resources office no later than June 15, 2011.

 

Training Schedule:

 

Seating is limited. RSVP your attendance to Sharon Tamanaha at [email protected] no later than 3 business days before the training session.  Provide your name, program name, phone number, e-mail address, and the location you want to attend.

 

Training sessions are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, email [email protected] by the requested deadline.

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 1-15 Timesheet

 

Payroll Deadline is May 16, 2011, 12noon

Payday for this timesheet is May 20, 2011

 

Next Announcement:  May 16 (May 16-31 pay period).

MEMORANDUM

TO:                  All Principal Investigators & Fiscal Officers

RCUH Project Administrators

 

FROM:             Nelson Sakamoto

RCUH Director of Human Resources

SUBJECT:         RCUH Pay Guidelines for FY 2011-2012 & Performance Evaluation Training

 

For budgetary and planning purposes, this memo is being provided to you in advance, to inform you of the RCUH Pay Increase Guidelines for FY 2011-2012. 

 

Additional Requirement – Concurrence from Dean/Director:  Principal Investigators may need to provide salary adjustments to employees who have performed well and contributed to the project’s success, or to ensure retention of key employees. Unlike previous guidelines, this year’s guidelines will require Principal Investigators to obtain concurrence from his/her respective Deans or Directors, then Fiscal Officers before submitting any salary adjustments to the RCUH.  The RCUH will require a cover memo signed by your respective Deans and Directors attesting his/her concurrence of your proposed salary adjustments. Therefore, pay adjustments are contingent upon availability of funds and only with support and concurrence of your respective Dean/Director.

 

General Pay Adjustment (Lump Sum/One-Time Payment):  Principal Investigators may provide salary adjustments to employees performing at least at a Satisfactory level to ensure retention, equity or other compelling justifications.  Principal Investigators may provide eligible employees with a one-time payment (e.g., lump sum) General Adjustment of up to 3.5%, contingent upon sufficient funding and appropriate justification.  If a PI decides to provide a one-time General Adjustment, he/she must provide the same adjustment to all other eligible employees working for that project.

 

Merit Increase Adjustment (Lump Sum/One-Time Payment):  Principal Investigators may decide to provide “only Merit Increase adjustments” instead of providing “General Increases”.  Principal Investigators may provide a Merit Increase to employees whose performance has been consistently at a Commendable or Distinguished level and has made significant contributions to the project.  Principal Investigators may provide a one-time payment (e.g., lump sum) of up to 5% to eligible employees.

Effective Date	General Adjustment (based on Satisfactory performance and required due to retention, equity or other compelling reasons)	Merit Increase Adjustment (Only for sustained performance at a Commendable or Distinguished level)
7/1/2011	One-time payment of up to 3.5% of base salary	One-time payment of up to 5% of base salary

* Pay Adjustments are subject to approval of the Principal Investigator and Fiscal Officer.  Employees must also meet established eligibility requirements to qualify for the pay adjustments.

 

July 1, 2011 Effective Date for General/Merit Increase:  Memos, Annual Performance Evaluations & Personnel Action Forms (PAFs) due into the RCUH Human Resources office no later than June 15, 2011.

 

Pay Adjustment & Annual Performance Evaluation Training to be announced on the RCUH Website Current News.  We plan to conduct two training session on Oahu, Big Island and Maui and one training session on Kauai.   In addition more information relating to Annual Performance Evaluations will be announced on the RCUH website’s “Current News” (www.rcuh.com).

The Resource

Volume 14 Issue 4
April 21, 2011

 

FLEXIBLE SPENDING PLAN – Plan Year July 1, 2010-June 30, 2011 Reimbursements

2 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, 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 1-800-422-4661 to obtain an updated status of your account or login to your account at www.tasconline.com.  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 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!!!

 

PY 2011-12 ANNUAL BENEFITS OPEN ENROLLMENT PERIOD (BOEP)

The RCUH Benefits Open Enrollment Period (BOEP) has begun!!  Eligible employees should have received their BOEP packets in the mail on/around April 20, 2011. Please review ALL of the materials provided. If you do not receive a packet from our office by Monday, April 25, 2011 please contact Dayna Tsue at [email protected] (808) 956-8953 to request for a duplicate packet.  For more information regarding Open Enrollment, please go to the 4/18/2011 Current News article, RCUH Open Enrollment 2011-2012.

To make changes to your RCUH Benefits, please complete the Health Insurance & Flexible Spending Enrollment form (Document 2) in your BOEP packets, and return it to our office no later than Thursday, May 19, 2011.

BENEFITS OPEN ENROLLMENT MEETINGS

We will be having three (3) Open Enrollment benefits meetings this year.  The meetings will be held on Oahu (University of Hawaii at Manoa campus) and broadcasted to various sites on the outer islands. Representatives from our health/flexible spending vendors will be available to answer your questions.  We encourage all employees to take the time to learn about your benefits options to ensure you are electing the best plan(s) to meet your needs.  

 

 

BIG ISLAND (UH Hilo) Media Services Room 350	KAUAI (Kauai CC) Learning Center Room 122	LANAI	MAUI/MOLOKAI (Maui CC) Ka’aike Room 105	OAHU (UH Manoa Campus) Kuykendall Hall 201
Friday, April 29, 2011 10:00 am – 12:00 pm	Friday, April 29, 2011 10:00 am – 12:00 pm	*This session will be recorded and will be available for future viewing.	Friday, April 29, 2011 10:00 am – 12:00 pm	Friday, April 29, 2011 10:00 am – 12:00 pm
Wednesday, May 4, 2011 10:00 am – 12:00 pm	Not Available		Not Available	Wednesday, May 4, 2011 10:00 am – 12:00 pm
Friday, May 6, 2011 1:00 pm – 3:00 pm	Friday, May 6, 2011 1:00 pm – 3:00 pm		Friday, May 6, 2011 1:00 pm – 3:00 pm	Friday, May 6, 2011 1:00 pm – 3:00 pm

 

 

*Meetings are accessible for individuals with disabilities. To request an accommodation due to your disability, please call Dayna Tsue at (808) 956-8953 or email [email protected].

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 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: 

Student assistants who are enrolled for the Fall 2011 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 24, 2011.

 

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

 

RCUH HAWAII FOODBANK FOOD DRIVE
RCUH is accepting food and monetary donations for the Hawaii Foodbank now through April 28, 2011.  All donations are tax-deductible.  Let’s all make a difference by sharing what we have.  Mahalo for giving!

Click Here for Locations for Food Drop-off & *Monetary Donations

 

IMPORTANT Dates to Remember (May):

5/2	Payroll Deadline – 12:00 noon for PE 4/30/11
5/6	Pay Day
5/5-5/9	Web Time Preview 1
5/9	PAF Deadline
5/10	HRAMP Deadline
5/10-5/11	Web Time Preview 2
5/12-5/13	Web Time Input
5/16	Payroll Deadline– 12:00 noon for PE 5/15/11
5/20	Pay Day
5/20-5/24	Web Time Preview 1
5/24	PAF Deadline
5/25	HRAMP Deadline
5/25-5/26	Web Time Preview 2
5/27-5/31	Web Time Input
5/30	HOLIDAY – Memorial Day

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

TIMESHEETS FOR THE MONTH OF April-May:
April 16-30

May 1-15

May 16-31

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 April 16-30 Timesheet

 

Payroll Deadline is May 2, 2011, 12noon

Payday for this timesheet is May 6, 2011

 

Next Announcement:  May 2 (May 1-15 pay period).

The RCUH Benefits Open Enrollment Period (BOEP) is finally here.  BOEP forms will be mailed to all RCUH benefits-eligible employees on April 18, 2011.  Please review ALL of the materials provided. There are important changes detailed in these documents that will affect employees’ benefit elections for the upcoming plan year (e.g., Flexible Spending Plan).  If you do not receive a packet by Monday, April 25, 2011, please call Dayna Tsue at (808) 956-8953 or email her at [email protected] to request for a duplicate packet.

During this Open Enrollment period, you can:

• Cancel/Change your health (medical & dental) insurance plan (submit Document 2).

·         Enroll into a health insurance plan for employees who previously waived coverage (submit Document 2).

·         Add eligible dependents not already on your health insurance plan (submit Document 2).

·         Enter into an annual *Flexible Spending Plan for the Plan Year 7/1/2011-6/30/2012 *Even though you are currently enrolled, you must submit Document 2 if you want to participate in this benefit during the next plan year 7/1/2011-6/30/2012.

·         Enroll into, cancel or change Supplemental/Voluntary Insurance Plans offered through RCUH (submit Document 2).

 

The following is a list of documents/forms included in your BOEP packet:

Document   (click on link to download form)	Type of Information
#1 – Benefits Statement   Mailed out to employees on 4/18/11 (call 956-8953 or email [email protected] for duplicate copy)	Personalized informational sheet listing your current benefits (as of April 14, 2011)
#2 – Health Insurance & Flexible Spending Enrollment Form	HEALTH INSURANCE:  Submit this enrollment form only if you will be making plan changes or newly enrolling into a medical &/or dental plan.   FLEXIBLE SPENDING ACCOUNT (FSA):  Submit this enrollment form if you want to participate in or continue in an FSA Medical Expense Reimbursement Account &/or Dependent Care Expense Account for the 07/01/2011 – 06/30/2012 plan year.   VOLUNTARY INSURANCES:  Submit this enrollment form to elect, change, or cancel Voluntary Life, A/D&D, Cancer Care, Critical Care, Accident Guard, or Long-Term Care Insurance Plans.
#3 – Health Insurance Summary – HMSA	Informational sheet highlighting HMSA Health Plan Hawaii Plus (HPHP), Health Plan Hawaii Basic (HPH-B), Preferred Provider (PPO), & Comprehensive Medical (CompMED) plan benefits/coverage/rates.
#4 – Health Insurance Summary – Kaiser Permanente	Informational sheet highlighting Kaiser A & B plan benefits/coverage/rates.
#5 – Dental Insurance Summary – Hawaii Dental Service (HDS)	Informational sheet highlighting HDS (Dental) plan benefits/coverage/rates.
#6 – Flexible Spending Account (FSA) Plan Highlights	Informational sheet highlighting Flexible Spending Plan benefits.

 

   IMPORTANT BENEFIT ANNOUNCEMENTS 1

 

 

v  NEW Third-Party Administrator (TPA) for Flexible Spending Plan Accounts

Effective July 1, 2011, the RCUH’s Flexible Spending TPA will change from Total Administrative Services Corporation (TASC) to National Benefit Services (NBS).  As a participant, you will be receiving a “NBS Flexcard” debit card which can be used at various health care establishments like pharmacies, physician/dental offices, hospitals, optical providers, and mail order prescription programs that accept Visa.  If you currently have a “TASC” debit card, it will be deactivated on June 30, 2011.

 

v  NEW Dependent Age and Student Status Requirements

Effective July 1, 2011, dependents can be covered on your Health Plans until turning age 26, regardless of student-status (i.e., Your dependent does not need to be a full-time student to be covered on your Health Plans), due to the changes under the Health Care Reform Act.

 

v  Benefits Open Enrollment Meetings

We will be having three (3) Open Enrollment benefits meetings this year.  The meetings will be held on Oahu (University of Hawaii at Manoa campus) and broadcasted out to various sites on the outer islands. Representatives from our health/flexible spending vendors will be available to answer your questions, so we encourage all employees to take the time to learn your benefits options to ensure you are electing the best plan(s) to meet your needs.  

 

 

 

BIG ISLAND (UH Hilo) Media Services Room 350	KAUAI (Kauai CC) Learning Center Room 122	LANAI	MAUI/MOLOKAI (Maui CC) Ka’aike Room 105	OAHU (UH Manoa Campus) Kuykendall Hall 201
Friday, April 29, 2011 10:00 am – 12:00 pm	Friday, April 29, 2011 10:00 am – 12:00 pm	*This session will be recorded and will be available for future viewing.	Friday, April 29, 2011 10:00 am – 12:00 pm	Friday, April 29, 2011 10:00 am – 12:00 pm
Wednesday, May 4, 2011 10:00 am – 12:00 pm	Not Available		Not Available	Wednesday, May 4, 2011 10:00 am – 12:00 pm
Friday, May 6, 2011 1:00 pm – 3:00 pm	Friday, May 6, 2011 1:00 pm – 3:00 pm		Friday, May 6, 2011 1:00 pm – 3:00 pm	Friday, May 6, 2011 1:00 pm – 3:00 pm

 

 

Meetings are accessible for individuals with disabilities. To request an accommodation due to your disability, please call Dayna Tsue at (808) 956-8953 or email [email protected].

 

 

   IMPORTANT REMINDERS 1

 

è DEADLINE:  All Benefits Open Enrollment Forms must be received by Thursday, May 19, 2011

 

è MAIL OR FAX FORMS TO:

 

RCUH — Human Resources Department

2530 Dole Street, Sakamaki Hall D-100, Honolulu, HI 96822

FAX #: (808) 956-5022

 

è QUESTIONS?  Contact:  Kristen Stevens                                   

Phone: (808) 956-6979;  E-Mail:  [email protected]

The Hawaii Foodbank helps serve over 183,500 different individuals each year and is vital in preventing hunger in Hawaii. 

 

In these tough economic times many face tough choices daily; 

• 79% of client households do not always know where they will get their next meal
• 32% have had to choose between food and transportation
• 28% have had to choose between food and rent/mortgage
• 21% have had to choose between food and utilities

 

You can help provide meals for our co-workers, neighbors, friends and family in need.  

 

ü  A $10.00 donation equals food for 25 meals. 

 

Let’s all make a difference in another’s life by sharing what we have.  All donations are tax-deductible.  Mahalo for giving!

 

2011 RCUH Hawaii Food Bank Drive

April 13 – 28, 2011

 

Locations for Food Drop-off  & *Monetary Donations *Make checks payable to: Hawaii Food Bank
ISLAND	LOCATION	DROP OFF HOURS
Oahu	RCUH Human Resources Office 2530 Dole Street, Sakamaki Hall D-100, Honolulu, HI 96822 RCUH Coordinator: call HR Dept. (808) 956-3100	Mon – Fri 8:00 a.m. to 4:00 p.m.
Big Island (Hilo)	RCUH Hilo Office c/o Institute for Astronomy Building 640 North Aohoku Place, Room 106, Hilo, HI 96720 RCUH Coordinator: call HR Dept. (808) 956-3100	Mon – Fri 8:00 a.m. to 4:00 p.m.
Maui	UH Maui College Campus 310 Ka‘ahumanu, Kahului, HI 96732 Maui Coordinator: Francine Ching, 808-984-3434

 

 

Five Most Wanted Items:

1.  Canned Meats or Tuna

2.  Canned Meals

3.  Canned Soups

4.  Canned Vegetables

5.  Canned Fruits

 

Click here for more information about the Hawaii Foodbank, Maui Foodbank, Kauai Foodbank, Hawaii Island Foodbank.

Attention all TIAA-CREF Retirement Plan Participants:

 

You should be receiving an important notice this morning via email from TIAA-CREF informing you that an unauthorized person from Epsilon, a vendor TIAA-CREF uses to send out mass emails, accessed a file containing first names, last names, and email addresses of some TIAA-CREF participants.  Please be assured that your TIAA-CREF accounts remain secure and have not been compromised.   However, affected participants may see more spam emails and phishing* attempts due to this breach.

 

Below are some additional precautions TIAA-CREF recommends participants follow:

• Do not give your TIAA-CREF user ID or password in email.
• Do not respond to emails that require you to enter personal or financial information directly into the email.
• Do not reply to emails asking you to send personal information.
• Do not use your email address as a login ID or password.
• Do not respond to emails threatening to close your account if you do not provide personal information.

 

RCUH System Security

 

Additionally, RCUH employees should rest assure that all best practice security measures are taken to protect RCUH from attacks that could create similar data breaches that occurred with Epsilon.  We continuously re-evaluate these best practices for areas of improvement based on constantly evolving security threats.

 

Should you have any questions, please contact Kristen Stevens at (808)956-6979.

 

 

 

 

 

*phishing – A way of attempting to acquire sensitive/confidential information such as usernames, passwords, and financial banking information (i.e., account numbers, routing numbers, credit card numbers, etc.) by masquerading as your banking institution in an electronic communication.

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 April 1-15 Timesheet

 

Payroll Deadline is April 18, 2011, 12noon

Payday for this timesheet is April 21, 2011

 

Next Announcement:  April 18 (April 16-30 pay period).

All Employee/Independent Contractor (EIC) Review memo requests should be sent directly to Nelson Sakamoto, Director of Human Resources ([email protected]) with a copy sent to Sharon Tamanaha ([email protected]).

 

Deadline to submit EIC memo requests are no later than 7 working days prior to commencing activity with the individual. 

 

For more information, please refer to policy 3.225 Employee/Independent Contractor Review.