To: Principal Investigators and Supervisory Authority Users

We would like to announce that the My COVID-19 Data App report is now available on the HR Portal.  This may be found under the Reports Tab, “Employee COVID Information.”  Please see attached for reference.  You may run this report at any time and it will provide you with up-to-date changes on the status of your active employees.  As a reminder, employees are responsible for and required to update and maintain their My COVID-19 Data App information and records.  As Principal Investigators, please note that you are ultimately responsible for double checking this list on a regular basis to ensure that your employees’ statuses are accurate, non-compliant employees are followed up with, and you are communicating with your employees and following any additional requirements that may be required by your project.  It is also crucial to verify which employees are truly subject or not subject to the mandate. This is a self-reported determination to indicate if the employee is subject to the vaccination/testing mandate.  Any employee physically reporting to a work site located in Hawai`i is subject to the vaccination and testing mandate.

RCUH will be responsible for reviewing and approving vaccination records and weekly test results.  Please refer to our RCUH COVID-19 Advisory #12 for more information.  If you have any questions, please contact Kristyn Fujii at [email protected] and Amber Kaneakua at [email protected] or (808) 956-8900.

Attention Principal Investigators and Supervisors: RCUH Pay Award/Adjustment (PA/PAF) Training has been scheduled for the following date via Zoom Webcast:

• Thursday, October 14: 11:00am – 12:00noon

The goal of this training is to provide guidance to Principal Investigators and Supervisory staff who are new to RCUH pay awards and pay adjustments. A Memorandum containing 2021 RCUH Pay Guidelines was sent to all RCUH Principal Investigators on Friday, October 1^st, 2021.

Training Registration:

Registration is required  to attend this training. Training registration is available via the RCUH Training Portal. You should receive a confirmation email with the webcast link upon registration. If you do not have an account and need to request access to the Training Portal, please complete this form.

Key Dates:

• October 8, 2021: DEADLINE (extended from September 30) – Performance Evaluation Forms due to RCUH Human Resources Department (Email to [email protected])
• October 25, 2021: Online PA/PAF available via HR Portal
• November 1, 2021: Effective Date of Pay Adjustments
• November 8, 2021: Deadline to submit online PA/PAF for November 1^st effective date

Relevant RCUH Policy:

• 3.410 RCUH 12-Month/Needs-Based Performance Evaluations

Any questions regarding pay awards or pay adjustments may be directed to Nelson Sakamoto, Director of Human Resources at [email protected].

Any individual who requires special needs accommodations may request assistance in writing to [email protected] well in advance of the scheduled training.

To: All RCUH Employees

RCUH’s annual Aloha United Way Campaign is coming soon!  Our campaign starts today, October 4^th through the month of October with a deadline to submit your pledge by Friday, November 5^th.

This year we invite you to participate in one of Hawaii’s largest workplace giving campaigns. Let us join the ranks to help raise money for all of the people in need here in Hawaii. This year, Aloha United Way is focused on “Moving Forward Together”. RCUH invites you to be a part of the cause in any way you can!

How to Contribute:

This year we are proud to announce our new platform for giving, the ePledge.

You should receive an email today from [email protected] to your email address on record through ESS. There will be a link to your own personal and secure ePledge site. Your initial login will prompt you to update your password. Once you reset your password, you will have the ability to donate with the ePledge donation options below. There will also be a list of all of the different partner agencies you may designate your pledge to, organized by island.

Deadline to submit ePledge: Friday, November 5, 2021

ePledge Donation Options:

• Cash
• Credit Card
• Check (made payable to Aloha United Way)
• Bill me
• Payroll Deduction (payroll deduction period is December 16, 2021 – December 15, 2022)

Here are some things to consider if you aren’t too sure you would like to participate:

• All charitable donations are tax deductible! When you choose to donate to a charity such as Aloha United Way, you will be eligible to deduct your contribution at the end of the year!
• ePledge Form is quick and easy to fill out.
• We are also happy to share that HMSA has extended assistance to their members with a 15% reduction in RCUH October premiums! You may consider paying it forward and donating the savings to your favorite local charity.

In the spirit of giving and saving, let us consider the ways in which we can extend our help to those who are in need by participating in this year’s Aloha United Way Campaign. We hope that you will consider donating to AUW.  Let’s “Move Forward Together” in creating change. If you have any questions, please contact Amber Kaneakua (808) 956-7982 or Kristyn Fujii (808) 956-0819, this year’s RCUH AUW Campaign Coordinators, or email [email protected].

To:  Regular-Status (50-100% FTE) Employees Enrolled in Flexible Spending Plan Accounts

The Internal Revenue Service has announced changes to reimbursable items under FSA plans.

COVID-19 related expenses that can be reimbursed under health FSAs include:

• Home testing for COVID-19
• Personal protective equipment such as masks, hand sanitizer, and sanitizing wipes for the primary purpose of preventing the spread of COVID-19

National Benefit Services (NBS) has updated their Expenses Flier to include COVID-19 related expenses under the RCUH FSA Healthcare plan. The updated flier may be found on NBS Summary of Benefits  (page 7).

For more information about the IRS announcement, please see IRS: Cost of home testing for COVID-19 is eligible medical expense; reimbursable under FSAs, HSAs and Announcement 2021-7.

TO:  Principal Investigators, Supervisors, and Project Administrators

This is a reminder that the 2021 Performance Evaluations are due on Thursday, September 30, 2021. Submit the completed performance evaluations via email to RCUH Human Resources Department: [email protected].

Pursuant to 3.410 RCUH 12-Month/Needs Based Performance Evaluations and 3.360 Performance Based Compensation Policy, all Regular status employees must receive an Annual Performance Evaluation. The evaluation period is July 1, 2020 through June 30, 2021 or through September 30, 2021.  All performance evaluations must be based on the employee’s official RCUH Job Description.   RCUH Performance Evaluations may be completed using either the RCUH Long or Short evaluation formats:

RCUH Annual Performance Evaluation (Short) Form

RCUH Annual Performance Evaluation (Long) Form

Please contact RCUH Human Resources if you have any questions regarding the Performance Evaluation process at 956-3100 or [email protected].

TO: RCUH Regular Status Employees who elected an HMSA Medical Plan

On behalf of Nelson Sakamoto, RCUH Director of Human Resources, please see Memorandum (Re: HMSA COVID-19 Support to the Hawaii Business Community – A one-month 15% Reduction on HMSA Medical Plan Premiums for October 1-31, 2021) – 2 pages.

All RCUH Human Resources online systems will be down on Saturday, 09/25/21 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].

Attention Principal Investigators and Supervisors: RCUH 2021 Annual Performance Evaluations Training has been scheduled for the following dates via Zoom Webcast:

• Thursday, September 16: 10:00am – 11:30am
  • DEADLINE to request to register: Wednesday, September 15 – 12noon
• Friday, September 24: 10:00am – 11:30am
  • DEADLINE to request to register: Thursday, September 23 – 12noon

Request for Registration: https://forms.gle/LcuFhNjUf5vZyvF1A

Attendance will be strictly limited to Principal Investigators and Supervisory staff only. It is important you request for registration at least 24 hours in advance of the training to allow time for RCUH review. All individuals requesting registration will be reviewed in advance and confirmations and details (meeting link and dial-in information) will be distributed first thing in the morning the day of training.

A Zoom waiting room will also be enabled and individuals will be allowed to join the training so it is important that your name match the name on your registration so RCUH HR staff is able to confirm your attendance.

Key Dates:

• September 30, 2021: DEADLINE – Performance Evaluation Forms due to RCUH Human Resources Department (Email to [email protected])

Relevant RCUH Policy:

• 3.410 RCUH 12-Month/Needs-Based Performance Evaluations

2021 Annual Performance Evaluation Forms:

• RCUH Annual Performance Evaluation (Short) Form
• RCUH Annual Performance Evaluation (Long) Form

Any questions regarding the Annual Performance Evaluation process may be directed to RCUH Human Resources at [email protected].

Any individual who requires special needs accommodations may request assistance in writing to [email protected] well in advance of the scheduled training.

TO: Principal Investigators and Individuals with Supervisory Access/Authority

SUBJECT:   2021 Performance Evaluations — Deadline: September 30, 2021

POLICIES & DEADLINE: Pursuant to 3.410 RCUH 12-Month/Needs Based Performance Evaluations and 3.360 Performance Based Compensation Policy, all Regular status employees must receive an Annual Performance. The evaluation period is July 1, 2020 through June 30, 2021 or through September 30, 2021.  DEADLINE:  Thursday, September 30, 2021.

RCUH ANNUAL PERFORMANCE EVALUATION FORMS:  All performance evaluations must be based on the employee’s job duties/responsibilities as specified in the employee’s RCUH Job Description.   RCUH Performance Evaluations may be completed using the RCUH Long or Short evaluation formats:

RCUH Annual Performance Evaluation (Short) Form

RCUH Annual Performance Evaluation (Long) Form

Brief Instructions:  Both forms are Excel forms, and you must complete all yellow shaded boxes.  Use the Tab key to move from one required cell to next cell.  The scoring column has a drop-down list of scores. Select the applicable rating/score, then tab to move to the next scoring cell.  The Excel form will add up the scores, then refer to the total score for the employee’s overall performance rating.

PROCESS:

(1) Select type of evaluation form

(2) Review employee’s job description and previous Performance Evaluation.

(3) Complete evaluation (attend RCUH training on Performance Evaluation Process).

(4) Schedule private meeting with employee and conduct evaluation.

(5) Employee/PI sign evaluation form and send into RCUH Human Resources Department.

*Return forms to the RCUH Human Resources Department by September 30, 2021

Email: [email protected], or FAX: (808) 956-9423.

TRAINING:  Zoom training sessions on how to conduct a performance evaluation and how to complete the RCUH Performance Evaluation forms will be emailed to all Principal Investigators and those with Supervisory Access to the RCUH HR Portal.  Non-PIs and Non-Supervisory Access level staff will not be permitted to attend these training sessions.

Any questions please contact Nelson Sakamoto, RCUH Director of Human Resources (email: [email protected] phone: 956-6965).

All RCUH Human Resources online systems will be down on Saturday, 08/28/21 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].