TO:             All RCUH Employees

FROM:       Nelson Sakamoto

                   Director of Human Resources

 

 

 

SUBJECT: Protection of your Personal Identifiable Information (PII) – Overview (Part 1 of 2)

 

 

 

Recently, you may have heard or read in the news of unscrupulous people obtaining people’s personal and financial records to open fraudulent accounts or conduct other illegal activities.  The purpose of this two-part memo is to inform you of our ongoing efforts to safeguard your personal/confidential information and records. Part I will give you some tips on how to protect your PII. Part II will inform you of RCUH’s encrypted email process.

 

 

 

What is Personal Identifiable Information (PII)?

 

PII is confidential information or any data that can identify/trace an individual’s identity, such as your full name, social security number, date and place of birth, street address, phone number, mother’s maiden name, etc.

 

 

 

What is Phishing?

 

Phishing is an attempt to acquire sensitive information, such as usernames, passwords, and PII.  It is identity theft and a scam typically carried out by unsolicited emails and/or websites that pose as legitimate sites and lure unsuspecting victims to provide sensitive information.

 

 

The RCUH Human Resources Department will never initiate a request for PII over the phone or email.

 

 

Tips to Protect your PII from Phishing:

 

 

 

• Do not share personal information over the phone or online unless you have initiated the contact.
• Shred all documents with PII you no longer need instead of throwing them away.
• Create a strong password when accessing online systems.  Do not share your User ID or password.
• Look for “https://” at the beginning of the website you are accessing.  The “s” signifies that the website is secure.

Be cautious of emails and email attachments.  Inspect the email address of the sender to make sure that it is from a legitimate source.  For example, we are aware of someone posing as the IRS and are sending emails from “irs.gov”, but a hover over the email address will show that it is from another address.

 

 

What to do if you receive a request for PII from RCUH?

 

As stated above, the RCUH Human Resources Department will NOT request for your PII over the phone or email.  If you receive unsolicited or suspicious emails or phone calls requesting for PII and claiming to be from RCUH Human Resources Department, please call the RCUH Human Resources Department at (808) 956-3100 or email at [email protected].  For immediate assistance, please refer to the contacts below:

 

 

 

Benefits:             (808) 956-6979

 

Employment:      (808) 956-7307

 

Immigration:       (808) 956-0871

 

Payroll:               (808) 956-7239

Due to a low class enrollment, RCUH has canceled the scheduled training session for Friday, September 19, 2014 in Laulima 106 at UH-Maui College.

 

The next scheduled training class in Maui is: Friday, October 31, 2014 at UH-Maui College, Laulima 106. 

 

 

We apologize for any inconvenience this may have caused.

 

 

 

If you have any questions, please contact Elmer “Tahi” Lim at [email protected]  at (808) 956-7982.

For those interested in attending, the Hawaii State Ethics Commission will be conducting ethic training classes for state employees on Hawaii Island (Kona), Molokai, Kauai, and Oahu (Kapolei and Honolulu).

The classes will provide an overview of the state ethics laws that apply to all state employees.  Topics include conflicts of interests; gifts and the reporting of gifts; misuse of official position; misuse of state resources; and post-employment restrictions.

 

Hawaii Island (Kona)

West Hawai’i Civic Center

Community Meeting Hale (Building G)

74-5044 Ane Keohokalole Highway

Kailua-Kona, Hawaii

Date: October 3, 2014, 10:00am – 11:30am

Register online at: http://ethics.hawaii.gov/2014-10-03_kona

 

Molokai

Office of Hawaiian Affairs and the Department of Hawaiian Home Lands

Kulana `Oiwi Conference Room

600 Maunaloa Highway

Kalama`ula, Molokai

Date: October 23, 2014, 10:00am – 11:30am

Register online at: http://ethics.hawaii.gov/2014-10-23_molokai

 

Oahu (Honolulu)

Hawaii State Capitol Auditorium

Chamber Level

415 South Beretania Street

Honolulu, Hawaii

Date: October 28, 2014, 9:30am-11:00am

Register online at: http://ethics.hawaii.gov/2014-10-28_honolulu

 

Oahu (Kapolei)

Department of Hawaiian Home Lands

Hale Pono`i

91-5420 Kapolei Parkway

Kapolei, Hawaii

Date: October 21, 2014, 9:30am – 11:00am

Register online at: http://ethics.hawaii.gov/2014-10-21_kapolei

 

Kauai

Kauai Community College

Office of Continuing Education and Training (Classrooms 106 C & D)

3-1901 Kaumuali’i Highway

Lihue, Kauai

Date: October 30, 2014, 9:30am – 11:00am

Register online at: http://ethics.hawaii.gov/2014-10-30_kauai

 

Do you know what to do in a cardiac, breathing or first aid emergency? Our CPR/AED/ First Aid course teaches you the skills needed to save a life. RCUH is offering Adult First Aid, CPR and Automated External Defibrillator (AED) training for RCUH Core Staff. First Aid/CPR training strengthens our Safety Program and our efforts to comply with Federal and State Occupational Safety and Health regulations.

RCUH will cover all supply and administrative expenses. All attendees who successfully complete the course and demonstrate the required skill sets will receive an Electronic American Red Cross Certification Card and remain certified for two (2) years.

 

Course length: ∼6.5 hours (includes 1 hour lunch break)

 

First Aid: Learn how to respond to common first aid emergencies, including burns, cuts, head, neck and back injuries and more.

 

CPR/AED: Learn how to respond to cardiac and breathing emergencies in Adults, including the use of automated external defibrillators (AED).

 

Training Sessions:

Oahu

Friday, October 3, 2014

Location: UH Manoa East-West Center, RM 4011/4015

Time: 9:00 AM – 3:30 PM

 

Big Island

Friday, October 10, 2014

Location: UH-Hilo, IFA RM 131

Time: 9:00 AM – 3:30 PM

 

Maui

Friday, October 31, 2014

Location: UH Maui College, Laulima Building RM 106

Time: 9:00 AM – 3:30 PM

 

Who can attend?

Due to budgetary constraints and our heavy workload, RCUH will be restricting First Aid/CPR/AED training to only RCUH Staff based on the following priorities:

 

1. RCUH Supervisory staff (Field jobs will have priority over office types).

2. RCUH non-supervisory staff in jobs that require First Aid/CPR or are located in remote locations.

3. RCUH non-supervisory staff in jobs that do not require First Aid/CPR.

4. RCUH registered volunteer.

5. Non-RCUH staff (fees to cover expenses may be charged)

 

How to Enroll in Training Sessions:

To sign up for training, please email Elmer “Tahi” Lim at [email protected] at least 1 week before the date of training.  Please include your name and the date/location of the training you would like to attend.  Also include your project, position title and if First Aid/CPR/AED certification is a requirement of your job.  Class participants will be selected based on the priority list stated above and notified 1 week prior to the date of training.

Training is 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 training.

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 September 1-15, 2014 Timesheet

PAYROLL Deadline is September 16, 2014 noon

 

Payday for this timesheet is September 22, 2014

 

 

 

Next Announcement: September 16, 2014 (September 16-30)

We have been experiencing unforeseen system errors in the Human Resources Administrative Management Portal (HR AMP) that are affecting some historical transactions for the following applications in the HR Portal Task List:

• Position Requisitions
• Non-Recruited Hire Actions
• Employee Changes
• Termination Actions
  

We are actively looking into the problem, and will provide an update when the issue has been resolved. All initiated or pending transactions should be viewable in the HR Portal Task List. We apologize for any inconveniences this may have caused.

 

If you have any questions, please contact Kellye Yamamoto at [email protected].

Due to a low class enrollment, RCUH has cancelled the scheduled training session for Friday, August 29, 2014 in Laulima 106 at UH-Maui.

 

The next scheduled training class in Maui is: September 19, 2014 at UH-Maui College, Laulima 106. 

 

We apologize for any inconvenience this may have caused.

 

If you have any questions, please contact Elmer “Tahi” Lim at [email protected]  at (808) 956-7982.

 

 

 

 

ATTENTION:  Regular status employees 50-100% FTE

If you are currently participating in RCUH’s Group Retirement Annuity (GRA) and/or Supplemental Retirement Annuity (SRA) plans administered through TIAA-CREF OR if you are interested in enrolling into a TIAA-CREF SRA plan, the RCUH Human Resources Department is now coordinating one-hour Individual/Employee Retirement Counseling Sessions with TIAA-CREF.  During these meetings, you will be able to discuss your personal financial/retirement goals with a TIAA-CREF Financial Consultant, on a free and confidential basis.

 

A TIAA-CREF representative will be able to assist you with planning for your retirement goals, including:

• Setting realistic goals for key life events and retirement
• Reviewing your investment mix and strategy
• Selecting your TIAA-CREF options
• Learning about TIAA-CREF retirement income flexibility 

For employees unfamiliar with the SRA plan, it is considered a 403(b) tax-deferred annuity plan which allows an employee to make contributions via payroll deduction from his/her pre-tax earnings towards an individual retirement plan (i.e., SRA) through our third party administrator, TIAA-CREF.  Enrolling or making changes to your SRA election may be done at any time during the year. For more information about the GRA and SRA plans, please go to our website, www.rcuh.com and review the RCUH Retirement Plans Policy (3.560).

 

We have reserved the following dates and times for Individual Sessions:

Dates	Location	Times
September 9, 2014	Institute for Astronomy, Hilo, HI   Room 131	9:00am – 4:00pm
September 10, 2014	Institute for Astronomy, Hilo, HI Room 131	9:00am – 4:00pm
September 11, 2014	Institute for Astronomy, Hilo, HI Room 131	9:00am – 4:00pm

 

To schedule an appointment, please use our secure Web site at: 

 

http://www.tiaa-cref.org/schedulenow

 

If you have questions or are unable to schedule an appointment online, please call our Service and Scheduling Group at 800-732-8353 Mon-Fri 6am – 2pm Hawaii time.

 

Meetings are accessible for individuals with disabilities.  For more information or to request an accommodation due to your disability, contact Jessica Gamiao at (808) 956-2326 or email [email protected] at least one week prior to the session.

The payroll deadline for the 8/16 – 8/31/14 pay period is 12:00 noon on FRIDAY, AUGUST 29, 2014.   The deadline has been moved up one day due to the Labor Day holiday.

Please note below the advanced payroll deadlines for the remainder of 2014.  All other payroll deadlines remain as usual (one working day after the end of the pay period).

 

Pay Period Ending	Payroll Deadline*	Holiday in Pay Period	Payday
8/16/14 – 8/31/14	8/29/14 12:00 noon	Labor Day (9/01/14)	9/05/14
10/16/14 – 10/31/14	10/31/14 12:00 noon	General Election Day (11/04/14)	11/07/14
12/16/14 – 12/31/14	12/31/14 12:00 noon	New Year’s Day (1/01/15)	1/07/15

 

 

 

*Payroll Deadline – when RCUH online timesheet submission, and supporting documentation, is due to RCUH Payroll.

 

 

 

Should you have any questions, please contact the RCUH Payroll Staff at [email protected].

 

 

 

Thank you,

 

RCUH Payroll Staff

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 August 16-31, 2014 Timesheet

PAYROLL Deadline is August 29, 2014 noon

 

Payday for this timesheet is September 5, 2014

 

 

 

Next Announcement: September 1 (September 1-15)