This is a FINAL reminder for you to submit your consent to receive your electronic W-2 via Employee Self Service (ESS). If you do not consent to an electronic W-2, a hard copy will be mailed to the mailing address on file. To avoid any delays with the mailing of your W-2, review and update your mailing address via Employee Self Service (ESS).

The deadline to consent for electronic W-2 and update of your mailing address is today Thursday, January 9, 2020 via Employee Self Service (ESS).

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].

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:

Timesheet	RCUH Payroll Deadline	Pay Day
	12:00 noon*
January 1 – 15, 2020	Wednesday, January 15, 2020	Wednesday, January 22, 2020
January 16 – 31, 2020	Monday, February 3, 2020	Friday, February 7, 2020
February 1 – 15, 2020	Friday, February 14, 2020	Friday, February 21, 2020
February 16 – 29, 2020	Monday, March 2, 2020	Friday, March 6, 2020
March 1 – 15, 2020	Monday, March 16, 2020	Friday, March 20, 2020
March 16 – 31, 2020	Wednesday, April 1, 2020	Tuesday, April 7, 2020
April 1 – 15, 2020	Thursday, April 16, 2020	Wednesday, April 22, 2020
April 16 – 30, 2020	Friday, May 1, 2020	Thursday, May 7, 2020
May 1 – 15, 2020	Monday, May 18, 2020	Friday, May 22, 2020
May 16 – 31, 2020	Monday, June 1, 2020	Friday, June 5, 2020
June 1 – 15, 2020	Tuesday, June 16, 2020	Monday, June 22, 2020
June 16 – 30, 2020	Tuesday, June 30, 2020	Tuesday, July 7, 2020
July 1 – 15, 2020	Thursday, July 16, 2020	Wednesday, July 22, 2020
July 16 – 31, 2020	Monday, August 3, 2020	Friday, August 7, 2020
August 1 – 15, 2020	Friday, August 14, 2020	Thursday, August 20, 2020
August 16 – 31, 2020	Monday, August 31, 2020	Friday, September 4, 2020
September 1 – 15, 2020	Wednesday, September 16, 2020	Tuesday, September 22, 2020
September 16 – 30, 2020	Thursday, October 01, 2020	Wednesday, October 7, 2020
October 1 – 15, 2020	Friday, October 16, 2020	Thursday, October 22, 2020
October 16 – 31, 2020	Friday, October 30, 2020	Friday, November 6, 2020
November 1 – 15, 2020	Monday, November 16, 2020	Friday, November 20, 2020
November 16 – 30, 2020	Tuesday, December 1, 2020	Monday, December 7, 2020
December 1 – 15, 2020	Wednesday, December 16, 2020	Tuesday, December 22, 2020
December 16 – 31, 2020	Thursday, December 31, 2020	Thursday, January 7, 2021

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

Aloha!

This is reminder to update your personal contact information and submit your consent to receive your electronic W-2 via Employee Self Service (ESS) by Monday, January 20, 2020 as it affects your 2019 W-2.  Updates to your personal information can only be submitted via ESS during the non-blackout dates below:

• December 24, 2019
• January 4-9, 2020
• January 18-20, 2020

If you do not consent to an electronic W-2, a hard copy will be mailed to the mailing address on file (currently scheduled to be mailed on January 28, 2020).

Below is an action checklist in closing your 2019 obligations:

• Update your contact information 
  • Home and Mailing Addresses
  • Phone Numbers
  • Email Addresses

• Submit your consent to receive electronic W-2s
  • In order to receive your tax documents electronically a ONE-TIME consent is required (Click here for instructions)
  • Consent can be done in ESS

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].

 

 

 

 

RCUH is now accepting applications for Spring 2020 tuition expense reimbursements. We encourage you to submit your application as soon as possible as funding is limited and requests will be approved on a first-come, first-served basis. Please note that applications are due at the close of business 2 business days prior to the first day of instruction in the applicable semester. For example, UH Manoa’s first day of instruction for Spring 2020 is January 13 – therefore RCUH must receive your COMPLETED application by 5:00 p.m. on Wednesday, January 8th.

Please review the tuition reimbursement Policy 3.460 for details and other eligibility requirements and use the new application form, which is also available in the forms section of the Employee Self-Service portal.

Please contact Lea Tee at [email protected] or (808) 956-3100 with any questions.

Your RCUH timesheets for the remainder of 2019 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 timesheet, RCUH Payroll Deadline, and Pay Day for 2019:

Timesheet	RCUH Payroll Deadline 12:00 noon*	Pay Day
December 16 – 31, 2019	Tuesday, December 31, 2019	January 7, 2020

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

Your Project’s Payroll Deadlines may vary, please check with your Principal Investigator, Supervisor or Project’s timekeeper for your project’s timesheet deadline**

If you have any questions or concerns, please do not hesitate to contact us at [email protected] or 956-7624.

TO: Principal Investigators and/or their Designee, Project Administrators, and Fiscal Administrators       

FROM: Nelson Sakamoto, Director of Human Resources

The Department of Labor (DOL) changed the Salary Level Test (e.g., the Minimum Salary Level) for an Exempt (from overtime compensation) classification. The Salary Level Test is one of three requirements under the FLSA to qualify for an Exempt classification. These three requirements are:

1. Salary Basis Test: The employee must be paid at a predetermined and fixed salaried rate that is not subject to reduction because of variations in the quality or quantity of work performed.
2. Salary Level Test: The amount of salary paid must meet a minimum specified amount.
3. Duties Test: The employee’s job duties must meet the FLSA exemption standards for an Executive, Administrative, or Professional exemption.

Effective January 1, 2020, the Salary Level Test will increase from $455 to $684 per week ($2,964 per month or $35,568 annually).  This represents a 49.23% increase in the FLSA’s Salary Level Test. The FLSA requires an Exempt employee to be paid no less than $684.00/week or $2,964.00/month.  This minimum pay rate cannot be prorated regardless of the employee’s FTE.

Effective January 1, 2020, the RCUH has revised the Minimum Pay Rates for the Exempt Pay Ranges (Attachment No. 1). Example: Exempt Pay Range E17 current Minimum Monthly Pay Rate is $2,528.00/month. The new minimum for Exempt Pay Range E17 will be $2,964.00/month. This change also affects any pending recruitments and new hires. All new hires must be paid at these new minimums of the applicable job’s pay range.

TO:                   All Principal Investigators and Fiscal Administrators

FROM:             Nelson Sakamoto, Director of Human Resources

SUBJECT:         2019 Year-End Final Pay Adjustments/Corrections Due December 11, 2019 – Must be included in the December 1-15, 2019 Pay Period

RCUH Payroll will be processing the last payroll for the 2019 tax year with the December 1 – 15, 2019 pay period.  To ensure your employee’s 2019 Wage and Tax Statement (W2) is accurate, all corrections must be processed along with this final payroll for the 2019 tax year. The tax year ends with the December 1-15, 2019 Pay Period’s payroll.  The December 20, 2019 payday represents your employees’ final paycheck for 2019.

You should ask each of your employees to review their payroll records (e.g., pay statements) found on the RCUH Employee Self-Service (ESS) portal to confirm they have been paid accurately and all of their salary and fringe charges have been properly recorded.

If there are any discrepancies which need to be corrected (i.e. time reporting, fringe benefit deduction and/or tax withholding), submit your employee’s request along with the appropriate supporting documents to RCUH Payroll by 4:00 p.m. Wednesday, December 11th via email to [email protected].

You should also urge all of your employees to consent to receive their W2 electronically through their secure Employee Self-Service site.  To assist your employees with this process, we have attached the instructions your employees to consent for an electronic W2.  Please have your employees complete the online consent form by Monday, January 20, 2020.  A separate communication will be sent directly to all employees in the following week.

If you have any questions, please contact RCUH Payroll at [email protected].

Attachment

All RCUH Human Resources online systems will be down on Friday, 12/06/19 at 6:00 PM (HST) to Saturday, 12/7/19 2:00 PM (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 [email protected].

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 at UH Hilo from December 10^th – 12^th. 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:

Dates	Location	Times
December 10th – 12th	UH Hilo, Institute for Astronomy 640 N. Aohoku Place, Room 131 Hilo, HI 96720	9:00am – 4:00pm

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*:

February 25 – 27 (Maui)

March 17 – 19: (Oahu – JABSOM)

May 12 – 14 (Hilo)

May 27 – 28 (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 scheduled to change