November 21, 2022: Memorandum from Kira Higa RE: Mandatory Training (ISAT)

Attention: All RCUH Employees

Thank you for your contributions to RCUH’s Aloha United Way Campaign! This is a final reminder that we will be wrapping up our campaign tomorrow, November 18^th, 2022, at 11:59 PM HST.  

If you haven’t donated yet, now is the time to consider doing so. 100% of your donations will be used to support Hawai’i’s local community in need. AUW does this through multiple projects, such as The Alice Initiative, which targets families who are doing everything they can to make ends meet but struggle to get by every month. Nearly half of Hawai’i’s residents are struggling, with 33% identified as ALICE and 9% living in poverty. Another example would be the Safety Net, where AUW provides funding to agencies working to provide basic human needs and supporting people experiencing crisis such as natural disasters, food, rent, shelter, etc. Your contributions would be able to support these types of causes and more! Every dollar donated could change a life and is much appreciated.

If you would like to donate, please click one of the links based on your location:

• Oahu
• All other Islands

Once again, Mahalo for your time and supporting RCUH’s 2022 Aloha United Way Campaign! We are all “United Together” in helping our communities thrive.

Please feel free to reach out to Tori Nakagawa at (808)956-3100, or Amber Kaneakua at (808)956-6979, or [email protected] if you have any questions or concerns.

November 21-22 and November 28: TIAA Individual GRA/SRA Advisory Sessions (Virtual Meetings)

TO:      All Eligible Regular-Status Employees that wish to elect/maintain the Maximum Allowable Contribution in the Calendar Year

On October 21, 2022, the Internal Revenue Service (IRS) announced cost-of-living adjustments increasing the maximum dollar contributions for pension plans and other retirement-related plans for 2023. Effective January 1, 2023 maximum contribution limits will increase (see Table below):

Supplemental Retirement Annuity (SRA) Maximums – Effective January 1, 2023

	2022 Maximum	New 2023 Maximum
Under 50 years old	$20,500	$22,500
Additional catch-up contribution for individuals 50 years or older	$6,500 (Total $27,000)	$7,500 (Total $30,000)

New Participants (electing maximum allowable contribution):

• Read 3.560 RCUH Retirement Plans Policy.
• First enroll in an SRA account online with TIAA at https://www.tiaa.org/rcuh, or call TIAA at (800) 842-2252.
• Complete the Agreement for Salary Reduction Form (Form B-6) and submit via Employee Self-Service eUpload link no later than December 22, 2022. This will ensure contributions will begin effective December 16, 2022, which is the first pay period for the 2023 Calendar Year.

Current Participants (previously elected the maximum allowable contribution):

If you have previously elected the maximum allowable contribution, you must submit a new Agreement for Salary Reduction Form (B-6) if you wish to maintain the maximum allowable contribution amount for the TIAA Supplemental Retirement Annuity (SRA) plan if you have elected. The RCUH does NOT automatically adjust your SRA contributions to the revised IRS Maximums ($937.50 per pay period for individuals under 50 years old, $1,250 per pay period for individuals 50 years or older).

• Complete the Agreement for Salary Reduction Form (Form B-6) and submit via Employee Self-Service eUpload link no later than December 22, 2022. This will ensure contributions will begin effective December 16, 2022, which is the first pay period for the 2023 Calendar Year.

If you have any questions, please contact RCUH Human Resources Department’s Benefits Office via email at [email protected] or contact them at (808) 956-3100.

Relevant Links:

• IR-2022-188 (IRS Announcement)
• RCUH Policy 3.560 Retirement Plans

In our ongoing efforts to provide employees with early communication, please consider these Year-End Preparations as we near the end of 2022:

• W-2 Electronic Consent

Submit your consent to receive your W-2 electronically via the Employee Self-Service (ESS) Portal by Friday, December 23, 2022.  If you do not consent to an electronic W-2, a hard copy will be mailed to your mailing address on file. Please reference the Memorandum from Kira Higa, RCUH Director of Human Resources (RE: IRS From W-2 – Go Electronic: Safer and Faster Access to W-2s).

At this time, we would also encourage employees to review their Form W-4. Please note that any changes made will continue onto the 2023 calendar year. You may use the IRS Tax Withholding Estimator for assistance with completing your Form W-4.

• Review Mailing/Email Address – Update contact information in RCUH Employee Self-Service (ESS)

Updates to your personal information can only be submitted via ESS during non-blackout dates (please refer to the 2022 HR Personnel Action & Payroll Calendar for blackout dates).

If you changed your address during 2022, please update your personal information in ESS to ensure it reflects your current mailing address by December 23, 2022, as this will be the address used when mailing the 2022 W-2 Wage and Tax Statement. Please remember it is your responsibility to ensure that your information is up-to-date.  If you have any questions, please feel free to contact the RCUH Payroll section at [email protected]. 

• Update Security Questions in RCUH Employee Self-Service (ESS)

Please set up Security Questions in your Employee Self-Service. This feature, while optional, will enable system security features such as password resets. Users will have the ability to create individualized responses to the questions.

Those who do not complete the security question(s) will need to call RCUH Human Resources for assistance with password verification.

You may set this up in the Employee Self-Service> Personal Information > Personal Information Summary > Security Questions. Please set one question minimum.

If you require assistance logging into your Employee Self-Service Portal, please contact [email protected] or 808-956-8900.

• Vacation Forfeiture (if eligible): Plan now to avoid losing accrued vacation hours

The vacation plan year is January 1^st through December 31^st. RCUH has supplied your Principal Investigator with a report listing their employees who may face a year-end vacation forfeiture. Please meet with your PI to plan and schedule the use of your accrued vacation hours to avoid forfeiting them at the end of the plan year.

Your accrued vacation balance can be found on your eTimesheet as of payroll processed for the pay period ending October 15, 2022.

We hope this information helps you effectively plan over the next few months.

Per RCUH’s Vacation Leave Policy (3.620 IV.,B.,12) Vacation Forfeiture states: “All vacation hours exceeding the maximum carry-over of an employee’s applicable vacation plan will be forfeited on December 31^st of the plan year.”  The “plan year” is January 1^st to December 31^st.  As of today (Thursday, October 27) there are five pay periods left (including the current pay period) to accrue and use your vacation hours before the Vacation Forfeiture action.

The project’s Principal Investigator (PI) have been supplied with reports of employees that may face a year-end vacation forfeiture. The PI reports include/account for accrual calculations through the end of the year. It is recommended that PIs meet with employees who may be forfeiting vacation hours to plan ahead. 

Maximum Carry-Over Hours Depends on the Employee’s Vacation Plan:

• Vacation Plan A: Up to a total maximum carry-over of 10 workdays (*80 hours based on 100% FTE)
• Vacation Plan B: Each plan year you may carry-over not more 15 workdays (*120 hours based on 100% FTE), but may carry-over a total maximum accumulated total or 45 workdays (*360 hours based on 100% FTE)
  (*Hours are prorated if less than 100% FTE.)

December 31, 2022 Vacation Forfeiture Hours:  Vacation Forfeiture Hours are any unused accrued vacation hours as of the close of business on December 31, 2022 exceeding the total maximum carry-over hours of Vacation Plan A or Vacation Plan B, whichever applies to you. 

How to find your Vacation Plan and Accrued Vacation Balance: 

Option 1: Log into Employee Self-Service (ESS). Go to the left navigation bar and select Payroll and Compensation > View Pay Statement.

Select the most recent Pay Statement. Look at the lower left side of the pay statement and you will see a box labeled VAC HOURS and your plan will be listed under LEAVE PLAN. The “End Balance” is your current balance of accrued vacation hours as of October 15, 2022. Please keep in mind that if eligible, you will still accrue vacation leave for five pay periods this calendar year prior to the forfeiture action. For example, employees at 100% FTE will accrue an additional 35 hours.

Option 2: Log into Employee Self-Service (ESS). Go to the left navigation bar and select Benefits > Benefits Summary.

Under Plan Description it will show your Vacation Plan and current balance of accrued vacation hours.

If you have any questions or concerns, please contact:

RCUH Employee Benefits

Email: [email protected]

Phone: (808) 956-2326 or (808) 956-6979

All RCUH Human Resources online systems will be down on Saturday, 10/29/22 at 5:00 AM (HST) to 10:00 AM (HST) for system maintenance.

This will include:

• Human Resources Portal
• Employee Self Service (ESS)
• Careers/Recruiting
• New Hire Documents (EHS)

We apologize for any inconveniences this may cause.

If you have any questions, please contact Taylor Sumi at (808) 956-6318 or [email protected].

Due to a newly enacted state law (Act 165, 2022), all State employees must complete mandatory ethics training offered by the Hawai‘i State Ethics Commission (HSEC). The training is intended to help increase awareness of the Ethics Code and provide an understanding of how the code is interpreted by the State Ethics Commission.

This requirement applies to all RCUH employees, regardless of employment category, status, or FTE (Full-time Equivalent). The State Ethics Code (HRS Chapter 84) has always applied to RCUH employees, who are State, non-civil service employees.

RESPONSIBILITIES:

• PRINCIPAL INVESTIGATORS are responsible for ensuring that project staff complete this training once every four years.
• RCUH EMPLOYEES must complete the HSEC training by January 1, 2024*. Effective January 1, 2023, all new employees must complete the training within 90 days of employment. Ethics training for ALL RCUH employees must be completed once every four years.

*Unfortunately RCUH’s existing online training on the Hawai‘i State Ethics Code does not count towards this new law, therefore RCUH’s training will be sunset October 31, 2022. However, if an employee has already completed the Ethics Training course from the HSEC website within the last three years (between January 1, 2020 and December 31, 2022), the 2024 deadline does not apply; certificates should be sent to project supervisors and [email protected] to ensure compliance.

HOW TO COMPLETE THE TRAINING:

State employees who are not required to file public financial disclosure statements (which applies to the majority of RCUH employees), may opt to complete the 30-minute online self-directed training. Individuals may also opt to register for the live videoconference training, which usually runs about 90 minutes long.

IMPORTANT: Upon completion of the online self-directed training, follow the instructions at the end of the program to obtain a Certificate of Completion. Employees must email the PDF certificate to their supervisor(s) and [email protected] to ensure compliance. See screenshot below.

To: All RCUH Employees

RCUH’s annual Aloha United Way Campaign has kicked off!  Our campaign starts today, October 24^th, and will run through Friday, November 18^th.

This year we invite you to participate in one of Hawai‘i’s largest workplace giving campaigns. Let us join the ranks to help raise money for all of the people in need here in Hawai‘i. RCUH invites you to be a part of the cause in any way you can!

How to Contribute:

We will continue to donate with electronic pledges through our new platform, IGNITE. Please see the instructions on navigating the IGNITE platform.

• Oahu: https://rcuh.auw.stratuslive.com/
• All Other Islands: https://rcuhoutofarea.auw.stratuslive.com/

You should receive an email today from [email protected] to your email address on file via Employee Self-Service (ESS). There will also be a list of the different partner agencies you may designate your pledge to, organized by island.

IGNITE provides all of the great ways that Aloha United Way has been impacting our community, like the ALICE Initiative and 211. Our goal here at RCUH is to invite you all to participate in our campaign with a pledge to help our community thrive!

Deadline to submit ePledge: Friday, November 18, 2022

ePledge Donation Options:

• Credit Card
• Bill me (Aloha United Way will send the invoice to you)

Here are some things to consider if you’re unsure about participating:

• Electronic pledges through IGNITE are easy to fill out, and you will be able to donate to any local charity of your choice (with a minimum donation of $20).

In the spirit of giving and saving, let us consider the ways in which we can extend our help to those in need by participating in this year’s Aloha United Way Campaign. We hope that you will consider donating to AUW. Let’s be “United Together” in creating change. If you have any questions, please contact Tori Nakagawa at (808) 956-3100 or Amber Kaneakua at (808) 956-6979 or email [email protected].

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