MEMORANDUM

TO: All RCUH Regular-status (50-100%) FTE Employees
FROM:  Nelson Sakamoto, Director of Human Resources
SUBJECT: RCUH HR IMPORTANT – 2020 RCUH Benefit Open Enrollment Begins – May 4 – 15, 2020

What is Open Enrollment? Open Enrollment is an annual opportunity for you to make changes to your medical or dental coverage, change coverage of your family members, enroll in supplemental long-term care insurance, or re-enroll in flexible spending accounts for healthcare or dependent care expenses. All enrollments and changes made during Open Enrollment will be effective July 1, 2020.

Medical premiums will be increasing between 7-11%, depending on the plan. There will be no rate change for the dental plan. Given the current health climate, it is critical to take into consideration all aspects of each plan. While the monthly medical premium cost is important, some factors to consider in making a choice in health plans are the deductibles, coverage amounts for serious illness or hospitalization, total out of pocket expenses, and potential savings with FSA Healthcare and Dependent Care. Please review our current benefits located on our rcuh.com website under RCUH Policies and Procedures, 3.500 Benefits, to better assist you with Open Enrollment.

IMPORTANT DATES

No change: If you have no changes to your medical and dental coverage, there is no action needed.Medical and Dental Coverage

Any new enrollment or changes to your plan, coverage tier, or dependents can be submitted using the RCUH Group Health Enrollment Form (OEB-5Ha).

Waiver Form Required

Employees who wish to waive health benefits must submit the RCUH Group Health Insurance Waiver Form (OEB-5Wb) to RCUH Human Resources to signify that he/she is still waving health coverage at this time. Even if you have previously waived medical coverage with the RCUH, a new waiver MUST be received for the 2020-2021 plan year or corrective action may occur.

 Flexible Spending Accounts (FSA)

Employees currently enrolled or who wish to enroll in a Healthcare FSA and/or Dependent Care FSA, are required to re-enroll every plan year (during this open enrollment period) using the RCUH Flexible Spending Enrollment & Change Form (OEB-5F). These plans do not rollover into the new plan year.

Supplemental Long-Term Care Insurance (LTC)

If you wish to enroll in supplemental coverage, please contact 956-3100 or email [email protected] for assistance.

** NEW: Benefits Summary on Employee Self-Service (ESS)

The Benefits Summary Page in Employee Self-Service (ESS) will be enhanced by early May to provide more information about your current benefits. Additional fields will include employee and employer cost and frequency of deductions. This additional information will assist with your personal budgeting and financial planning.

All Open Enrollment informational materials such as monthly premium rate sheets, enrollment forms, carrier videos (i.e., HMSA, Kaiser, HDS, NBS), Summary of Benefit Coverages, and additional materials will be available through Employee Self-Service (ESS) > Benefits Summary Panel starting May 4. If you need assistance logging in to ESS, please contact RCUH HR Information Systems.

 Contact Information

Contact RCUH Employee Benefits for general inquiries on Open Enrollment, eligibility, and assistance with forms such as submission or filling them out.

Phone: (808) 956-2326 or (808) 956-3100
Email: [email protected]
Fax: (808) 956-5022

Contact RCUH HR Information Systems if you are having difficulty logging in to ESS.

Phone: (808) 956-8376 or (808) 956-5799
Email: [email protected]

Contact carriers (i.e., HMSA, Kaiser, HDS, NBS, etc.) directly with any specific coverage inquiries or for assistance on current claims.

Attachment: Reviewing Your Enhanced Benefits Summary in Employee Self-Service (ESS) & Important Information about Open Enrollment

UPDATED: As of 05/01/2020 11:33 am, all time slots for individual sessions are now filled. Please email [email protected] for more information. 

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 May 12 through May 14. 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*:

June 3-4 (Oahu – Burns Hall)

July 14 – 16 (Hilo)

July 28 – 30 (Oahu – JABSOM)

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.

RCUH will be offering online eTimesheet training via Zoom webcast on Thursday, May 7, 2020, and Thursday, May 21, 2020 from 10:00 a.m. to 12:00 p.m. The first hour is intended for both employees and supervisors, while the second hour is for supervisors only. Registration is required and available in the RCUH Training Portal. If you need to register for an account in the Training Portal, please complete this form to request access.

Please print out the applicable user guide prior to the session to help you better follow along with the training. User guides can be found here: https://www.rcuh.com/document-library/3-000/etimesheet-standard/

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. The Q&A is scheduled for Tuesday, May 12, and Thursday, May 28, from 10:00 a.m. to 11:00 a.m. The first half-hour is intended for employees (10:00 a.m. to 10:30 a.m.), while the remaining 30 minutes is for Principal Investigators and supervisors (10:30 a.m. to 11:00 a.m.).

Questions about eTimesheets can also be addressed by emailing [email protected] or by calling (808) 956-8900.

RCUH’s 2020 Benefit Open Enrollment period will take place starting Monday, May 4^th through Friday, May 15^th, 2020.

** NEW: Employee Self-Service (ESS) Benefits Summary Updates:

The Benefits Summary Page in Employee Self-Service (ESS) will be enhanced by early May to provide more information about the employee benefits you are enrolled in. Additional fields will include employee and employer cost and frequency of deductions. This additional information will assist with your personal budgeting and financial planning.

All Open Enrollment informational materials such as monthly premium rate sheets, enrollment forms, carrier videos (i.e., HMSA, Kaiser, HDS, NBS), Summary of Benefit Coverages, and additional materials will be available through Employee Self-Service (ESS) > Benefits Summary Panel starting May 4. If you need assistance logging in to your ESS, please contact RCUH HR Information Systems.

Why is Open Enrollment important? The Open Enrollment period is when you can enroll or make certain changes to your benefits. Outside of the Open Enrollment period, changes to these benefits can only be made through a qualifying life event. All enrollments and changes made during Open Enrollment will have an effective start date of July 1, 2020 through June 30, 2021.

Open Enrollment Changes:

• Health and/or Dental Enrollments/Change Plans/Add Dependents
• Re-enroll/Enroll in FSA (Flexible Spending Account) Healthcare
• Re-enroll/Enroll in FSA (Flexible Spending Account) Dependent Care
• Update Life Insurance Maximum Amount (reduce coverage amount or increase up to default coverage of 2x annual salary not to exceed $600,000)
• Enroll/Add Spouse to Supplemental Long-Term Care Insurance

This year, medical premium rates will be increasing between 7-11% from last year, depending on the plan. There will be no rate change for the dental plan. Given the current health climate, it is critical to take into consideration all aspects of each plan. While the monthly medical premium cost is important, you should consider other factors such as deductibles, coverage amounts for serious illness or hospitalization, total out of pocket expenses, and potential savings with FSA Healthcare and Dependent Care. Please review our current benefits located on our rcuh.com website under RCUH Policies and Procedures, 3.500 Benefits, to better assist you for this Open Enrollment 2020-2021.

Please note: For employees who are currently enrolled or wish to enroll in Healthcare FSA (Flexible Spending Account) and/or Dependent Care FSA, you are required to reapply every plan year (during this open enrollment period). For more information about Flexible Spending Accounts, please refer to our policy 3.530 RCUH Flexible Spending Plan or reference the What is a Flexible Spending Account (FSA)? flyer.

RCUH Employees waiving health benefits this Open Enrollment, including those currently waiving, must submit the RCUH Group Health Waiver Form to RCUH Human Resources as an agreement that he/she is still opting to waive health coverage at this time. Even if you have previously waived medical coverage with RCUH, a new waiver MUST be submitted if you are waiving the offer of medical coverage for the plan year 2020-2021 or corrective action may occur.

You may make changes to the following benefits at any time outside the open enrollment period without a qualifying life event:

• TIAA SRA Contributions: Enrollments, Changes, and/or Cancellations
• Update in Life Insurance Beneficiary
• FSA Transportation Expense Reimbursement
• FSA Parking Expense Reimbursement

Contact RCUH Employee Benefits Section for general inquiries on Open Enrollment and benefits eligibility:

Phone: (808) 956-2326 or (808) 956-3100

Email: [email protected]

Fax: (808) 956-5022

Contact carriers (i.e., HMSA, Kaiser, HDS, NBS, etc.) directly with any specific coverage inquiries or for assistance on current claims.

All RCUH Human Resources online systems will be down on Saturday, 04/25/20 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].

RCUH will be offering online eTimesheet training via Zoom webcast on Monday, April 20, 2020 from 10:00 a.m. to 12:00 p.m. The first hour is intended for both employees and supervisors, while the second hour is for supervisors only. Registration is required and available in the RCUH Training Portal. If you need to register for an account in the Training Portal, please complete this form to request access.

Please print out the applicable user guide prior to the session to help you better follow along with the training. User guides can be found here: https://www.rcuh.com/document-library/3-000/etimesheet-standard/

An online Q&A session 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. The Q&A is scheduled for Monday, April 27 from 10:00 a.m. to 12:00 p.m. The first hour is intended for employees, while the second hour is for Principal Investigators and supervisors.

Questions about eTimesheets can also be addressed by emailing [email protected] or by calling (808) 956-8900.

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.

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.