INFORMATION FOR: RCUH Employees (Active and Terminated) enrolled in HMSA medical plans on December 1, 2021

This notification is applicable to individuals enrolled in an RCUH HMSA plan on December 1, 2021.  As a result of HMSA’s financial recovery emerging from the pandemic, HMSA is providing members with a 14.46% refund for the December 2021 premiums. RCUH will be returning these funds back to all employees and project accounts affected during payroll processing for the August 1-15^th pay period (pay day: August 22, 2023).

What to expect:

Active Employees:

RCUH will process a refund to affected employees during the August 1-15, 2023 pay period to their active direct deposit account on file. You will see two pay stubs – one for regular pay period earnings and one for the refund amount.

Terminated Employees:

RCUH will process a refund to affected individuals to their last direct deposit account on file. If your account is closed, we will receive an ACH return from the bank and a manual check will be issued in the name of the enrollee and mailed to your address on file.

If your original deduction was made on a pre-tax basis (default), please be aware that the refunded amount may be taxable.  You should expect communication regarding your tax year 2023 W-2 in late January 2024. If you have a consent to receive your W-2 electronically on file, you will be able to access your document on RCUH Employee Self Service (ESS) by January 31, 2024. Access to ESS is still available to past employees. Password resets are available via the self-service feature or you may call RCUH Human Resources at (808) 956-8900.

Please direct any questions or concerns to RCUH Human Resources via email at [email protected] or (808) 956-8900.

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INFORMATION FOR: RCUH Principal Investigators and Fiscal Administrators

As a result of HMSA’s financial recovery emerging from the pandemic, HMSA is providing RCUH members with a 14.46% refund for the December 2021 premiums.  RCUH will be returning these funds back to all employees affected during payroll processing for the August 1-15^th pay period (pay day: August 22, 2023). Refunds to project accounts will be processed at a later date, tentatively scheduled no later than September 30, 2023. Further communication regarding this will be forthcoming.

Project Accounts:

RCUH will process a refund to the project numbers that the employee was active on during the 11/30/2021 pay period.

What if my project account is closed?

RCUH HR will be working with RCUH Accounting on handling the refund back to closed project accounts and handled on a case-by-case basis.

Please direct any questions or concerns to RCUH Human Resources via email: [email protected] or (808) 956-8900.

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All RCUH Human Resources online systems will be down on Saturday, 08/19/23 at 5:00 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)

Please see below for the tentative System Down Schedule for 2023:

Date	Time
August 19, 2023 (Saturday)	5:00 AM (HST) – 10:00 AM (HST)
September 30, 2023 (Saturday)	5:00 AM (HST) – 10:00 AM (HST)
October 28, 2023 (Saturday)	5:00 AM (HST) – 10:00 AM (HST)
November 25, 2023 (Saturday)	5:00 AM (HST) – 10:00 AM (HST)
December 30, 2023 (Saturday)	5:00 AM (HST) – 10:00 AM (HST)

We apologize for any inconveniences this may cause. This schedule is subject to change and a current announcement will be posted when the downtime is scheduled.

If you have any questions, please contact Taylor Sumi at (808) 956-6318 or [email protected].

The RCUH Human Resources Portal and Employee Self-Service will be going through a system upgrade. As part of this upgrade, the systems will be moving to a new website with an updated layout on Monday, August 28, 2023. The new layout provides users quicker access to hiring, personnel actions, eTimesheets, and updating their personal information. Please click here to preview the new layout.

Please note that effective MONDAY, AUGUST 28, 2023, the links to the Human Resources Portal and Employee Self-Service will change. You will receive the new URLs the morning of August 28.You can also go to RCUH.com > Human Resources Portal and Employee Self-Service for the most up-to-date links.

For this update, we are offering 30 minute virtual sessions for Employee Self-Service and Human Resources Portal users to preview the system interface before the systems upgrade goes live.

For Employee Self-Service Users, your virtual session will take place on Tuesday, August 22, 2023 from 10:00 AM to 10:30 AM. Please click this link to register.

For Human Resources Portal Users, your virtual session will take place on Tuesday, August 22, 2023 from 2:00 PM to 2:30 PM. Please click this link to register.

Please note session registration will close at 8 AM on Tuesday, August 22, 2023.

Additionally, in preparation for going live with our new website and system upgrade, the RCUH Human Resources online systems will be down from Friday August 25, 2023 at 6pm to Sunday August 27, 2023 at noon (HST).

This will include:

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

We will continue to explore ways to improve our system and the user experience.

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

UPDATE (August 9, 2:40pm): Acting Governor Sylvia Luke has granted Administrative Leave for Severe Wildfires on August 9, 2023 (Island of Maui). Non-emergency RCUH employees located on Maui shall be granted administrative leave for Wednesday, August 9, 2023. RCUH Human Resources will be opening up the time reporting leave code for affected employees’ eTimesheets and will provide an updated announcement with details on time reporting in the near future.

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(August 9, 7:30am) Due to impacts from Hurricane Dora, on Wednesday, August 9th the UHMC Kahului campus will be closed. All students and non-essential employees should not come to Campus.

As this is an emerging situation, RCUH will provide relevant updates as necessary.

Please reference the previous announcement: Guidance Related to Unforeseen Disruption in Work Schedules.

All RCUH Human Resources online systems will be down on Sunday, 08/06/23 at 6:00 AM (HST) to 8:30 AM (HST) due to scheduled maintenance for the UH Network.

The systems impacted include:

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

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

TO:                 Principal Investigators and Project Staff who assist new hires in completing Form I-9, Employment Eligibility Verification

The U.S. Citizenship and Immigration Services (USCIS) has released the new version of the Form I-9, Employment Eligibility Verification, effective August 1, 2023. Employers can use the current Form I-9 (form version 10/21/2019) through Oct. 31, 2023. Starting Nov. 1, 2023, all employers must use the new Form I-9.

This new version contains changes to the forms, instructions, and processes. Some of the changes to highlight:

• Form no longer an electronic smart form, prior enhancements removed
• Section 1 and Section 2 combined to one page, reduction of instructions from 15 to 8 pages
• Preparer/Translator Certification section has been moved to a separate, standalone supplement to use when appropriate
• Revises the Lists of Acceptable Documents page to include some acceptable receipts as well as guidance and links to information on automatic extensions of employment authorization documentation
• Authorization of an alternative remote examination procedure to physical document examination

RCUH Human Resources is focusing on reviewing the new form and its resources, which includes the alternative remote examination procedure. Ultimately, we strive to provide the utmost guidance and support in the implementation and utilization of the new form.

Please continue to use the prior Form I-9 (form version 10/21/2019) until we provide additional guidance and clarification.

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:

RCUH Performance Evaluation Form

If you wish to provide eligible employees with a pay adjustment or pay award effective October 1, 2023, performance evaluations are due by Monday, September 11, 2023. There will be an option to provide eligible employees with a retroactive lumpsum payment covering July 1, 2023 to September 30, 2023.

Please submit evaluations via the eUpload feature in the HR Portal. Instructions for submitting the evaluations via eUpload are attached. The online Pay Award/Personnel Action Form (PA/PAF) will be available September 25, 2023 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) 956-3100 or [email protected].