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

RCUH Human Resources Department is now coordinating one-hour Individual/Employee Retirement Counseling Sessions with TIAA at UH Hilo from May 14-16.  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 Counseling 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
May 14th – 16th 2019	UH Hilo University Classroom Building, Room 127 200 W. Kawili St., Hilo, HI 96720	9:00am – 4:00pm

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 Counseling Session Dates and Locations for CY 2019*:

June 4^th – 6^th (Oahu – JABSOM)
July 23^rd – 25^th (Maui)
August 13^th – 15^th (Oahu – UHM Burns Hall)
September 10^th – 12^th (Hilo)
October 1^st – 3^rd (Oahu – JABSOM)
November 5^th – 7^th (Oahu – UHM Burns Hall)
December 10^th – 12^th (Hilo)

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

 

Performance Evaluation forms can be found on our policy page 3.410 RCUH 12-Month/Needs Based Performance Evaluations.  There are two (2) versions of the form as listed:

• Short Form (may be used for all employees)
• Long Form (for exempt employees – supervisory or non-supervisory employees)

KEY DATES for July 1, 2019 effective date

Date, Deadlines, Time Periods	Key Issues
July 1, 2018 – June 30, 2019	Standard Performance Evaluation Period
July 1, 2019	Effective Date of Pay Adjustment
May 1 – June 14, 2019	Principal Investigators complete and conduct Performance Evaluations with RCUH staff for July 1, 2019 effective date
June 14, 2019	DEADLINE – Performance Evaluations to RCUH Human Resources Department (email to: [email protected])
June 24, 2019	PA/PAF available to PIs for July 1, 2019 effective date
July 9, 2019	Deadline for PI and FA to complete PA/PAF for July 1, 2019 effective date

KEY DATES for October 1, 2019 effective date

Date, Deadlines, Time Periods	Key Issues
July 1, 2018 – June 30, 2019	Standard Performance Evaluation Period
October 1, 2019	Effective Date of Pay Adjustment
May 1 – September 13, 2019	Principal Investigators complete and conduct Performance Evaluations with RCUH staff for October 1, 2019 effective date
September 13, 2019	DEADLINE – Performance Evaluations to RCUH Human Resources Department (email to: [email protected])
September 23, 2019	PA/PAF available to PIs for October 1, 2019 effective date
October 8, 2019	Deadline for PI and FA to complete PA/PAF for October 1, 2019 effective date

Please note that deadlines will not be extended.

You may contact RCUH HR at 808-956-3100 or [email protected].

Please submit performance evaluation forms by the following methods:

• Email (preferred): [email protected]
• Fax: (808) 956-9423
• Mail: RCUH Human Resources
  1601 East West Road, Burns Hall
  4^th Floor, Makai Wing
  Honolulu, HI 96848

Relevant RCUH Policies:

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

MEMORANDUM

TO:                All RCUH Regular-status (50-100%) FTE Employees
FROM:          Nelson Sakamoto, Director of Human Resources
SUBJECT:     2019 RCUH Benefit Open Enrollment – May 1-15, 2019 

Why is Open Enrollment important? 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 your healthcare or dependent care flexible spending accounts. All enrollments and changes made during Open Enrollment will have an effective start date of July 1, 2019.

May 1-15, 2019	Open Enrollment Period Review the Open Enrollment Materials and online videos
May 15, 2019	DEADLINE to submit all forms to RCUH Benefits (email to: [email protected])
July 1, 2019	Effective start date of Benefits Enrollment/Changes

Medical and Dental Coverage

If you have no changes to your medical and dental coverage, there is no action needed. Any changes to your plan, coverage tier, or dependents can be submitted using the Open Enrollment RCUH Group Health Plan Enrollment Form (B-5Ha).

GOOD NEWS:  There will be no increase in cost for all current HMSA Medical, Kaiser Medical, and HDS Dental Plans.  In addition to the current medical plan options, we are introducing a new plan – HMSA CompMed-Basic. We recommend those who do enroll into this plan also consider enrolling in the Healthcare Flexible Spending Plan to offset the potential out-of-pocket expenses incurred with this lower medical premium/ high deductible plan.

** NEW: All employees who wish to waive health benefits must submit the Open Enrollment RCUH Group Health Waiver Form (B-5Wb) 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 the RCUH, a new waiver MUST be received for the plan year 2019-2020 or corrective action may occur. 

Flexible Spending Accounts (FSA)

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

** NEW: Life Insurance and Long-Term Disability Insurance (MUST UPDATE BENEFICIARY DESIGNATION)

Effective July 1, 2019, RCUH will be moving from our current Life Insurance and Long-Term Disability Insurance coverage with The Standard to a new carrier – MetLife. In anticipation of this transition, we are requesting all employees who are at least 75% FTE to confirm/update their life insurance beneficiary or beneficiaries by completing the  Open Enrollment RCUH Life Insurance Change Form (B-5L).

Employee Self-Service (ESS)

All Open Enrollment materials will be available in ESS (Employee Self-Service). Please see the Attachment: Navigating ESS and Additional Information for instructions on how to find open enrollment materials on ESS, view your current benefits, and Important things to consider about Open Enrollment. If you are having difficulty logging in to ESS, please contact RCUH HR Information Systems at: [email protected].

Relevant Policies

• 3.520 RCUH Health Plans
• 3.520A Addendum: RCUH Health Plans
• 3.530 RCUH Flexible Spending Plan
• 3.530A Addendum RCUH Flexible Spending Plan
• 3.540 RCUH Group Life Insurance

Contact Information

Contact RCUH Employee Benefits for general inquiries on Open Enrollment, eligibility, and assistance with forms.

Phone: (808) 956-2326 or (808) 956-6979
Email: [email protected]
Fax: (808) 956-5022

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

Phone: (808) 956-9561 or (808) 956-8376
Email: [email protected]

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

HMSA
Current Members, please call a customer service representative based on your existing plan:

• Preferred Provider Plan & CompMED: (808) 948-6111
• Health Plan Hawai’i & Health Plan Hawai’i Plus: (808) 948-6372

Prospective members, email rcuh_benefits.com with your specific questions or if you would like a hard copy of the materials mailed to you.

Kaiser
Kaiser Member Services: (808) 432-5955
Care Transition Team (for selecting a primary care physician, appointment scheduling) (808) 643-5744

HDS
Customer Service: (808) 529-9248

National Benefit Services (NBS)
Current members, please let the Customer Service representative know that you are with RCUH.

Phone: (855) 399-3035 **Service Center now available 2am-5pm Hawai’i Standard Time
Email: [email protected]

Commencing with the May 1-15, 2019 Pay Period you will be able to obtain your RCUH timesheets by logging into your Employee Self-Service Portal. Timesheets will be located under “Actions & Forms”.

We will continue to have the RCUH timesheet available on the RCUH website in the News Section: Human Resources Announcements on the first working day of each pay period.

Click here for the May 1-15, 2019 Timesheet
RCUH Payroll Deadline is May 16, 2019 12:00PM

Payday for this timesheet is May 22, 2019

**Project Payroll Deadlines may vary, please check with your specific project for timekeeping procedures and deadlines**

**Payroll Deadlines are strictly enforced – NO EXCEPTIONS**

Click here for the May 16-31, 2019 Timesheet

If you have any questions or concerns, please do not hesitate to contact us at [email protected] or 956-3100.

Effective May 1, 2019, the RCUH Human Resources Department Information System Section will change their email address from [email protected] to [email protected]. Please use this email address for any correspondence regarding the HR Portal, Employee Self-Service, and changes to HR records.

Please contact Taylor Sumi at 956-6318 or [email protected] if you have any questions or require additional information.

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

RCUH’s 2019 Benefit Open Enrollment period is from May 1-15, 2019.

GOOD NEWS:  There will be no increase in cost for all HMSA Medical, Kaiser Medical, and HDS Dental Plans.  Also, commencing July 1, 2019, an additional, lower cost HMSA CompMed-Basic Plan will be available.

All relevant informational materials such as carrier videos (i.e., HMSA, Kaiser, HDS, NBS), Summary of Benefit Coverages, enrollment forms, premium rate sheets, as well as additional employee benefit information will be available by logging into your Employee Self-Service (ESS) starting May 1. If you need assistance logging in to your ESS, please contact RCUH HR Information Systems.

Why is Open Enrollment important? Open Enrollment is the one time in the year when you can change your current medical plan, change coverage of your family, enroll in supplemental long-term care insurance, and renew/update your flexible spending healthcare/dependent care deductions. All enrollments and changes made during Open Enrollment will have an effective start date of July 1, 2019.

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 fiscal year (during this open enrollment period). These plans do not rollover into the new fiscal year.

** NEW: Employees who are currently waiving health benefits at this time 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 2019-2020 or corrective action may occur.

IMPORTANT DATES
May 1-15, 2019	Open Enrollment Period Review the Open Enrollment Information and online videos
May 15, 2019	DEADLINE for Benefits Enrollment/Change Election Forms to RCUH Benefits (email to: [email protected])
July 1, 2019	Start date of Benefits Enrollment/Changes

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 Benefits for general inquiries on Open Enrollment, eligibility, and assistance with forms.

Phone: (808) 956-2326 or (808) 956-6979
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.

Commencing with the April 1-15, 2019 Pay Period you will be able to obtain your RCUH timesheets by logging into your Employee Self-Service Portal. Timesheets will be located under “Forms”.

We will continue to have the RCUH timesheet available on the RCUH website in the News Section: Human Resources Announcements on the first working day of each pay period.

Click here for the April 16-30, 2019 Timesheet
RCUH Payroll Deadline is May 1, 2019 12:00PM

Payday for this timesheet is May 7, 2019

**Project Payroll Deadlines may vary, please check with your specific project for timekeeping procedures and deadlines**

**Payroll Deadlines are strictly enforced – NO EXCEPTIONS**

Click here for the May 1-15, 2019 Timesheet

If you have any questions or concerns, please do not hesitate to contact us at [email protected] or 956-3100.

Attention Principal Investigators, Supervisors, and Administrative Staff: Annual Performance Evaluations will be required soon.  Below is the schedule of upcoming training sessions:

ISLAND	LOCATION	DATE	TIME
O‘ahu	UH Manoa, East-West Center Burns Hall Room: 4005/4009	Wednesday, April 17, 2019	9:00am – 10:30am
Maui	UH Maui College Room: Laulima 103	Friday, April 26, 2019	9:00am – 10:30am
O‘ahu	UH John A. Burns School of Medicine Room: MEB 301	Tuesday, April 30, 2019	9:00am – 10:30am
All Islands (HITS)	UH Manoa, Kuykendall 201 (See other locations below)	Wednesday, May 1, 2019	1:00pm – 2:30pm
Hawai‘i	UH Hilo Room: UCB 114	Friday, May 3, 2019	9:00am – 10:30am
Kaua‘i	Kaua‘i Community College (CANCELED) Room: OCET 106	Friday, May 10, 2019	9:00am – 10:30am

The May 1^st HITS training will be streamed to:

• Windward Community College, Akoakoa Room 113A
• Kaua‘i Community College, Learning Resource Center, Room 122B
• UH Maui College, Ka‘aike Room 105
• UH Hilo, Media Services Room 358
• CANCELED – Honolulu Community College, Building 7, Room 305
• CANCELED – Kapi‘olani Community College, Lama Building, Room 111A
• CANCELED – Leeward Community College, Learning Commons Room 108B
• CANCELED – UH West O‘ahu, Library Room 157

PIs, supervisors and administrative staff may register for the training through the RCUH Training Portal. As a reminder to those who have already registered, your username is your email address. If you need to request access as a new user, please complete the registration form.

Please contact RCUH Corporate Services at (808) 988-8314/8315 or [email protected] if you need assistance with registration.

Relevant RCUH Policy
3.410 RCUH 12-Month/Needs-Based Performance Evaluations

Annual Performance Evaluation Forms: 

• Short Form
• Long Form

Individuals who require special needs accommodations may request assistance in writing to [email protected] prior to the scheduled meeting.

The summer season is approaching!  If you are on a nonimmigrant visa and will be traveling during the holiday season, please remember to email RCUH Human Resources/Immigration ([email protected]) at least two (2) weeks prior to your departure so that we can ensure you have the proper documentation to travel and return to the United States to continue your employment with RCUH.  Please provide the following information:

(1) Dates of travel (departure and return dates)

(2) Who will be traveling with you

(3) Reason for travel

Once RCUH Human Resources receives your travel information, you will be provided with the proper employment verification documents you will need for travel.

IMPORTANT REMINDER(S) WHILE TRAVELING OUTSIDE THE United States:

• The I-94 admission record. Upon your return, please visit the U.S. Customs and Border Protection website to obtain your online I-94 record.  Submit a copy of your I-94 record to RCUH Human Resources.
• Check the entry stamp to ensure that the period of admission matches the expiration date of the approved visa status.  Be sure to check the validity dates of your passport before travel.  If the passport expires prior to your approved visa status you should renew the passport before you return to the U.S.  If you do not renew the passport, upon re-entry to the U.S., the immigration officer will issue an admission record valid only until the passport’s expiration.

If you are a nonimmigrant employee who has a pending “change of status” petition (i.e., change from F-1 to H-1B) with the U.S. Citizenship and Immigration Services (USCIS), you must remain in the U.S. until a determination on the petition is rendered.  A nonimmigrant who travels abroad while an application for change of status is pending is considered to have abandoned the change of status portion of the petition.

Please email [email protected] or call (808) 956-0871 if you have any questions

Commencing with the April 1-15, 2019 Pay Period you will be able to obtain your RCUH timesheets by logging into your Employee Self-Service Portal. Timesheets will be located under “Forms”.

We will continue to have the RCUH timesheet available on the RCUH website in the News Section: Human Resources Announcements on the first working day of each pay period.

Click here for the April 1-15, 2019 Timesheet
RCUH Payroll Deadline is April 15, 2019 12:00PM

Payday for this timesheet is April 22, 2019

**Project Payroll Deadlines may vary, please check with your specific project for timekeeping procedures and deadlines**

**Payroll Deadlines are strictly enforced – NO EXCEPTIONS**

Click here for the April 16-30, 2019 Timesheet

If you have any questions or concerns, please do not hesitate to contact us at [email protected] or 956-3100.