Category: HR

Prescription Drug Creditable Coverage Disclosure Available

To: Employees and Dependents enrolled in RCUH Group Medical Plans

Please see the attached notice about the prescription drug coverage provided to you under the Research Corporation of the University of Hawaii group health insurance coverage. This also applies to any dependents who are 65 and older.

Why am I receiving this notice?

The Medicare Prescription Drug, Improvement, and Modernization Act (also called the Medicare Modernization Act or MMA) is a federal law enacted in 2003. The MMA requires entities whose health policies include prescription drug coverage to notify Medical eligible policyholders whether their prescription drug coverage is creditable coverage. The MMA defined credible coverage as coverage that is expected to pay on average as much as the standard Medicare prescription drug coverage.

Please contact us at [email protected] if you have any questions.

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Want more information about Medicare? Click here to register for a Medicare Workshop provided by Kaiser Permanente and HMSA.

October & November Workshops: Invest in Yourself: Improving your Financial Wellness

Creating a secure future is important to all of us. The RCUH Employee Benefits section encourages individuals to take advantage of the available resources to better yourself and improve the quality of life for you and your family.

RCUH is coordinating workshops in October and November focusing on improving your financial wellness. Please consider adding one (or more) of the workshops to your schedule! We encourage employees to coordinate attendance with your supervisor/Principal Investigator.

Kaiser Permanente

Whether you’re about to retire or already enrolled in a Medicare health plan, knowing more about your Medicare benefits can give you an advantage. See Kaiser Medicare 101 Flyer.

Kaiser Medicare 101 Register here.

  • Monday, October 21 (9:00-10:00 a.m. HST)
  • Thursday, October 24 (9:00-10:00 a.m. HST)
  • Friday, November 15 (9:00-10:00 a.m. HST)
  • Wednesday, November 20 (1:00-2:00 p.m. HST)

HMSA

Attend a Medicare Workshop online or in person. Learn the basics of Medicare and ask questions and get answers in real time. Find a workshop here.

MetLife

  • October 25 (12 noon HST) Preparing to Care for an Aging Parent: Current and future caregivers should understand their roles and responsibilities, from starting a conversation and assessing needs to creating a plan and finding support. Register here.
  • November 1 (12 noon HST) Smart Money Moves: Take away key tips to set yourself up for long-term financial success―from having a tax strategy to allocating assets, there is something for everyone to learn. Register here.
  • November 8 (12 noon HST) Tax Strategies: The Basics and Beyond: Back by popular demand! This workshop reviews tax basics, diversification, how to lower tax bills, record keeping, trusts, and when to call a professional. Register here.

TIAA Register here.

  • October 9 (6:00 a.m. HST) Quarterly economic and market update: Hear from the experts in TIAA’s Wealth Chief Investment Office about key drivers of the markets and economy that are impacting investors.
  • October 23 (9:00 a.m. HST) Myth-busting: Planning and managing healthcare expenses: Learn more about your Medicare and long-term care benefits for today and tomorrow.
    Please note that RCUH has Flexible Spending Accounts (FSAs), and not Health Savings Accounts (HSAs).

If you need assistance or have any questions, please contact the RCUH Employee Benefits section at [email protected] or call (808) 956-2326 or (808) 956-7055.

Now Available via HR Portal: Pay Award/Personnel Action Form (PA/PAF): Deadline to submit is October 10, 2024

TO:                 Principal Investigators, Supervisors, and Project Administrators

This announcement is applicable for Principal Investigators/projects that follow the Federal fiscal year or for PIs who have missed the first round (July) of the annual performance evaluation period and have submitted performance evaluations by the deadline for their eligible employees.

The online Pay Award/Personnel Action Form (PA/PAF) is now available via the Human Resources Portal.  This is the second step in the October annual performance evaluation period process to elect to provide eligible employees with the pay adjustment (increase to base salary) and/or award (one-time payment) effective October 1, 2024. There will be an option to provide eligible employees with a retroactive lumpsum payment covering July 1, 2024 to September 30, 2024.

Principal Investigators must complete and submit the PA/PAF no later than 4:30 P.M. on Thursday, October 10th. Employees will see the pay award or pay adjustment reflected on their pay statement on October 22 (pay day for the pay period October 1-15, 2024).

To access the online PA/PAF:

  1. Log in to the Human Resources Portal
  2. Click on “Manage Employees” Tab
  3. Click on “Annual Pay Awards (PA/PAF)”
  4. A copy of the October 2024 RCUH Pay Guidelines will be available for reference. You will only be able to initiate the PA/PAF for employees who meet the eligibility requirements.

If you have any questions or have difficulty accessing the PA/PAF, please contact RCUH Human Resources at (808) 956-7106 or [email protected].

2024 United Way Campaign Is Underway

One of the beautiful things about RCUH employees is their willingness to help others. This year, we join the University of Hawaiʻi System and the United Way to shape our community’s future and bring food, shelter, healthcare, and education to those in need.

A donation of any amount can make an impact. RCUH employees can access the IGNITE platform for online donations.

For Employees on Kaua‘i, Maui Nui, Hawai‘i Island
For Employees on O‘ahu, Continental U.S., Other

Important note: An email address will be needed to log in. The email address is your preferred email address on file in Employee Self-Service (ESS).

With a minimum $20 donation, you can designate your gift to a United Way partner agency; see the 2024 Nonprofit Partner Agency List. The RCUH United Way campaign ends on October 4, 2024. We are grateful for your support to reach our statewide $4000 goal!

Please refer to the instructions for online donations. You have the option to make a one-time payment or installment payments via credit card or direct bill.

To make a cash or check donation, please enclose a note (donor name, email address, and project name) along with your payment and send it to: RCUH Corporate Services, 1601 East-West Rd, Burns Hall 4th Floor Makai Wing, Honolulu, HI 96848.

Should you have any questions, please email RCUH Corporate Services at [email protected].

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Now Accepting Tuition Reimbursement Applications for Fall 2024!

RCUH is now accepting applications for Fall 2024 tuition expense reimbursements. We encourage you to submit your application as soon as possible as requests will be approved on a first-come, first-served basis. Please note that applications are due no later than 2 business days BEFORE the first day of instruction.

Our Benefits Spotlight: Tuition Reimbursement is now LIVE!
For more information, please visit: https://www.rcuh.com/benefits-spotlight-tuition/

RCUH Tuition Reimbursement Office Hours (optional): The RCUH Employee Benefits staff will be holding virtual office hours to answer any questions you have. These sessions will not be recorded.

  • Monday, August 19, 2024, 2:00 p.m. HST
  • Wednesday, August 21, 2024, 10:00 a.m. HST

Click Here to Register

The Zoom Information will be emailed to you before the session.

If you have any questions or require special assistance with the Zoom session, you may contact the RCUH Employee Benefits at:

Email: [email protected]
Phone: (808) 956-7055, (808) 956-2326, or (808) 956-6979

RCUH Electronic Personnel Action Form (ePAF) Updates: One-Time Payments and Terminations

To: RCUH Principal Investigators, Fiscal Administrators, and all RCUH HR Portal Users

RCUH Principal Investigators and project staff will have enhanced options for submitting electronic personnel actions involving One-Time Payments and Terminations effective August 14, 2024.

As a reminder, ePAF actions may be submitted via the RCUH HR Portal no later than the ePAF Deadline of the pay period in which the action will commence.

ONE-TIME PAYMENTS: Now available via ePAF (not all options may be available for all employee types)  

Additional Compensation – Miscellaneous
Eligibility: All employee types (Regular and Non-Recruited)
Generally utilized to pay employees for retroactive payments and will be the most commonly used to cover miscellaneous payments.

Additional Compensation – 1.5x (Exempt)
Eligibility: Exempt employees only
Pre-approved by Principal Investigator to pay exempt employees at 1.5 times for hours worked performing tasks that are above and beyond normal job duties.

Hiring Bonus
Eligibility: Regular employees
Generally utilized to pay employees a hiring bonus commonly provided as a supplement for relocating (must be pre-approved by Principal Investigator and Fiscal Administrator as part of hiring process)

Holiday Payoff
Eligibility: Regular, Non-Regular, and Relief employees
Payoff for floating holiday if the employee was not able to take the pre-requested floating holiday within 1-2 pay periods.

TERMINATIONS

  • Termination Reason Simplification:
    • Voluntary terminations – Inactivation of the following reasons: “Other Job (Non-RCUH)”, “Relocation”, and “Return to School”. Appropriate reason: “Personal Reasons”
    • Involuntary terminations – Inactivation of “Discharge: Poor Performance” replaced with “Unsatisfactory Work Performance”
  • Involuntary terminations due to “Budgetary Constraints” or “Project Termination”: Fiscal Administrator approval required (UH projects only)

If you have any questions or concerns, please contact RCUH Human Resources at [email protected] or (808) 956-3100.

RCUH HR IMPORTANT – RCUH Human Resources Online Systems Down Sunday, 08/11/24 from 2:00 AM to 10:00 AM

All RCUH Human Resources online systems will be down on Sunday, 08/11/24 from 2:00 AM (HST) to 10:00 AM (HST) for system maintenance.

The maintenance will include:

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

We apologize for any inconvenience this may cause.

If you have any questions, please contact RCUH HR Information Systems at (808) 956-8900 or [email protected].

October Round of the 2024 Annual Performance Evaluation Period: Performance Evaluations due by September 16 for October 1, 2024 Effective Date

TO: Principal Investigators, Supervisors, and Project Administrators

This announcement is applicable for Principal Investigators/projects that follow the Federal fiscal year or for PIs who have missed the first round (July) of the annual performance evaluation period.

Pursuant to 3.410 RCUH 12-Month/Needs Based Performance Evaluations, all Regular-Status employees must receive an Annual Performance Evaluation. Click below to access the form:

Submission of Performance Evaluations: Please submit Performance Evaluations via the Project electronic upload (eUpload) feature in the HR Portal. Instructions for submitting the evaluations via eUpload are attached here.

Deadline to submit Performance Evaluations: September 16, 2024 (Monday)

PIs must complete and submit the performance evaluation to provide their employee with a pay adjustment or award, effective October 1, 2024. There will be an option to provide employees with a retroactive lumpsum payment covering July 1, 2024 through September 30, 2024.

The online Pay Award/Personnel Action Form (PA/PAF) will be available September 23, 2024 for projects to submit their pay award/adjustments for employees. Additional information will be provided at a later date.

Please contact RCUH Human Resources if you have any questions regarding the Performance Evaluation process at (808) 956-7106 or [email protected].

New RCUH Website Features – Applicant Portal & Help Resources

Our RCUH website will soon have two new features: an applicant portal login and help resources page for employees and supervisors.

Applicant Portal

Based on applicant inquiries we received, a separate login page was created for applicants below the Financial and HR/Employee Self-Service Portals on our RCUH home page.  This link will direct them to the same Sign In page found on the top right corner of our Careers page.  

There are no changes to the application process.  With the additional, more visible login portal, new and returning external applicants can easily access their user account to submit applications.  If you have any questions, please contact HR Recruitment at [email protected]. 

Help Resources

The new Help Resources page contains user guides with helpful information regarding RCUH procedures and internal systems in an effort to increase understanding and access to information for our employees and project staff. The Help Resources page contains two subsections:

  • Employee Resources:
    • This page will provide information pertaining to our RCUH employees, including user guides explaining procedures within Employee Self-Service, log-in assistance, & more.
  • HR Portal: Supervisor’s Toolkit:
    • This page will provide information to support our project staff (Principal Investigators, Supervisory Authorities, etc.) including user guides that outline procedures across the employee life cycle, from HR Portal Access to employee terminations.

We hope that the Help Resources page will positively impact our employees and project support staff. If you have any questions, please contact the HR Information Systems section at [email protected]. 

July 19 and August 27 (10:00am HST) Post-Open Enrollment FSA Healthcare Office Hours (Optional)

All RCUH Employees who enrolled into a Flexible Spending Account (FSA) Healthcare account were sent an email via MailChimp on July 8, 2024.

The RCUH Employee Benefits staff will be holding office hours for RCUH Employees who are newly enrolled or have re-enrolled into the Flexible Spending Account (FSA) for Healthcare during Open Enrollment for the July 1, 2024 – June 30, 2025 plan year.

RCUH FSA Healthcare Office Hours (Optional): We will be holding virtual office hours to help you get started (or refreshed) and answer any questions you have. These sessions will not be recorded.

  • Friday, July 19, 2024, 10:00 a.m. HST
  • Tuesday, August 27, 2024, 10:00 a.m. HST cancelled

Click Here to Register

The Zoom Information will be email to you a few days before the session.

FSA Healthcare Checklist (post-Open Enrollment):

  • VIEW Benefits Spotlight – Flexible Spending Accounts: Healthcare & Dependent Care. It has instructions on how to create your account in the National Benefit Services (NBS) Portal or mobile app. It may also answer some of your questions.
  • CREATE an online account in the NBS Portal.
  • CHECK that you received your NBS FSA Debit MasterCard. It will be mailed to your mailing address (on file in Employee Self-Service) in a plain, white envelope from National Benefit Services (NBS). If you did not receive the envelope, please contact us.
    • If you were previously enrolled in the FSA Healthcare, please check your current NBS FSA Debit MasterCard’s expiration date. If unexpired, you will not receive a new card and may use your current card.
  • REVIEW your election amount. You may do this either in your Open Enrollment email confirmation or Benefits Summary in Employee Self-Service. Deductions will occur per pay period. However, the full annual election amount will be pre-loaded and available on your NBS Debit MasterCard as of July 1, 2024.

If you are unable to attend Office Hours or have a personal question, you may contact the RCUH Employee Benefits section at any time:
Email: [email protected]
Phone: (808) 956-2326, (808) 956-7055, or (808) 956-6979