Since the introduction of the new RCUH eTimesheet system in October 2019, the RCUH Human Resources has transitioned over 340 projects to the new system. As of the pay period starting July 1st, we have over 1,480 employees reporting time on the new system. We will continue to transition projects with regular-status employees working a standard work schedule (8 hours per day, Monday through Friday) to the new eTimesheet system over the next few months.

For projects who will be transitioning to the new eTimesheet system, or for individuals with projects who have already transitioned, RCUH is offering online eTimesheet trainings via Zoom webcast:

• Tuesday, July 21, 2020, 10:00 AM – 12:00 PM
• Tuesday, August 4, 2020, 10:00 AM – 12:00 PM
• Tuesday, August 18, 2020, 10:00 AM – 12:00 PM

The first hour of training is intended for both employees and PIs/supervisors on how to complete an RCUH eTimesheet, while the second hour is for PIs/supervisors only and will cover the review and approval process. The RCUH eTimesheet and training is intended for projects with employees on standard work schedules (i.e., 8 work hours per day, Monday through Friday).

All projects must designate a Primary Approver and Secondary Approver for RCUH timesheets. In order to fulfill the responsibilities of a Primary Approver and Secondary Approver, these individuals must be either the Principal Investigator themselves, or an individual with Supervisory Access to RCUH eTimesheets. These individuals are responsible to log in to the HR Portal and hit the “Approve” button on all employee timesheets, ensuring timesheets for all employees on the Distribution Code (DC) have been approved by the RCUH Payroll Deadline.

• Primary Approver: Person responsible for the work performed by employees he/she supervises. Typically this is the PI or a Project Supervisor that has “direct knowledge of the work performed by project employees and can assert that payroll charges are accurate, allowable, reasonable, and properly allocated” (2CFR 200.430).
• Secondary Approver: Person serves as the backup to the Primary Approver and who has sufficient knowledge of the work performed by project employees and can assert that payroll charges are accurate, allowable, reasonable, and properly allocated.

Online Q&A sessions via Zoom webcast will be available for individuals who have already attended an eTimesheet training, reviewed the user guide(s), and have specific questions regarding eTimesheets. There is no agenda for these sessions and any employee or PI/Supervisor may attend and ask questions. The Q&As are scheduled from 10:00 AM – 11:00 AM on the following dates:

• July 14, 2020
• July 28, 2020
• August 12, 2020
• August 25, 2020

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

If you have any questions about eTimesheets, please email [email protected] or call (808) 956-8900.

ATTENTION:  Principal Investigators & Regular-Status employees at 50-100% FTE

RCUH is now coordinating one-hour Individual/Employee Retirement (GRA/SRA) Plan Advisory Sessions with TIAA via virtual meetings July 14-16 and July 28-30. Regardless of your current status – whether you are a long-time employee, just hired, or somewhere in between – it is never too early or too late to consider retirement planning. During these personalized sessions, you will be able to discuss your personal financial/retirement goals with a TIAA Financial Consultant on a free and confidential basis.

Because these sessions are being held during normal business hours, all employees must notify their PIs and supervisors if they would like to attend. We encourage Principal Investigators to allow their employees to attend the TIAA Advisory Sessions, if requested.

For employees unfamiliar with the SRA (Supplemental Retirement Annuity) plan, please note that unlike the GRA (Group Retirement Annuity) plan, there is no 12-month waiting period and you may enroll or make changes to your election at any time during the year. The SRA plan with TIAA 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 over and above the amount being accumulated under the RCUH basic retirement plan (GRA).

For more information about the GRA and SRA plans, please review Policy 3.560 RCUH Retirement Plans.

We have reserved the following dates and times for individual sessions:

To schedule an appointment, please see below:

Click here to schedule an appointment with a Financial Consultant

If you have questions or are unable to schedule an appointment online, please call TIAA’s Service and Scheduling Group at (800) 732-8353 Mon-Fri 6am – 3pm Hawaiʻi Standard Time.

Relevant Forms and Documents:

TIAA-SRA Supplemental Retirement Annuity – Agreement for Salary Reduction Form (B-6)

Meetings are accessible for individuals with disabilities.  Individuals who require special needs accommodations may request assistance in writing to [email protected] prior to the scheduled meeting.

 Future TIAA Individual Advisory Session Dates and Locations for CY 2020*:

August 11 – 13 (Maui)

September 1 – 3 (Oahu – Burns Hall)

October 6 – 8 (Oahu – JABSOM)

December 8 – 10 (Hilo)

*Dates/Locations for TIAA Individual Retirement Sessions may be subject to change

Your RCUH timesheets for 2020 are available on the Employee Self-Service Portal (ESS).  Log in to ESS and you will find your timesheets under “Actions & Forms” or if you have difficulty logging into your ESS, you may also find the timesheet on the RCUH website in Policies & Procedures > Document Library > 3.00 Human Resources > Timesheets.

For your convenience, we are providing you with the RCUH timesheets, RCUH Payroll Deadlines and Pay Days for 2020:

*RCUH Payroll Deadlines are strictly enforced – NO EXCEPTIONS and dates in bold indicate Advance Payroll Deadlines.

All RCUH Human Resources online systems will be down on Saturday, 06/20/20 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].

To: All Principal Investigators and Fiscal Administrators

On behalf of Nelson Sakamoto, Director of Human Resources, please see the attached memorandum.

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Attachments:
Policy 3.510 Fringe Benefits
Fiscal Year July 1, 2020 to June 30, 2021 Fringe Benefits Schedule

Your RCUH timesheets for 2020 are available on the Employee Self-Service Portal (ESS).  Log in to ESS and you will find your timesheets under “Actions & Forms” or if you have difficulty logging into your ESS, you may also find the timesheet on the RCUH website in Policies & Procedures > Document Library > 3.00 Human Resources > Timesheets.

For your convenience, we are providing you with the RCUH timesheets, RCUH Payroll Deadlines and Pay Days for 2020:

*RCUH Payroll Deadlines are strictly enforced – NO EXCEPTIONS and dates in bold indicate Advance Payroll Deadlines.

 To:     All RCUH Regular-status (50-100%) FTE Employees

The RCUH 2020 Benefits Open Enrollment Period has ended.  Please review your benefits  summary in the Employee Self-Service (ESS) system to ensure that any  benefit changes  you made are reflected.  See attached instructions on how to access your summary of benefits to view your changes effective July 1, 2020.

If you have any questions or concerns, please contact [email protected] no later than Tuesday, June 9, 2020.

The following Open Enrollment Benefits and updated rates are currently viewable in the Benefits Summary for changes effective 7/1/20:

• Medical Enrollment Changes/Cancellation
• Dental Enrollment Changes/Cancellation
• Flex Spending Enrollments: Healthcare and/or Dependent Care only

Please note that the following NON-Open Enrollment Benefits changes with an effective date of 7/1/20 will NOT be viewable until on or after 7/13:

• SRA Elections
• Flex Spending Enrollments: Parking and Transit Expense Reimbursement
• Supplemental LTC Rate Changes, if applicable (effective July 1)

NOT available to view in the Benefits Summary:

• Life Insurance benefit/beneficiary

Attachment: Instructions to Review RCUH 2020 Open Enrollment Benefits

Your RCUH timesheets for 2020 are available on the Employee Self-Service Portal (ESS).  Log in to ESS and you will find your timesheets under “Actions & Forms” or if you have difficulty logging into your ESS, you may also find the timesheet on the RCUH website in Policies & Procedures > Document Library > 3.00 Human Resources > Timesheets.

For your convenience, we are providing you with the RCUH timesheets, RCUH Payroll Deadlines and Pay Days for 2020:

*RCUH Payroll Deadlines are strictly enforced – NO EXCEPTIONS and dates in bold indicate Advance Payroll Deadlines.