TO: RCUH Employees

Effective December 17, 2015, all RCUH employees who drive a vehicle during their working hours or for any job related functions, will be required to provide RCUH HR their valid Driver’s License information.  This information is being requested to ensure that RCUH is able to continually maintain its insurance coverage.

We are aware that you were previously asked to manually provide your license number and state of issuance to our Risk Management Section.  In an effort to avoid such future requests, we have created a new system in our Employee Self Service (ESS), which allows us to securely maintain your information without a need for yearly requests/updates; you will only need to update your information if it changes or expires.  Our new system requires that you input your license number and state of issuance, as well as the expiration date, to ensure that all information is kept current.

You may input your information by going to our home page www.rcuh.com and logging on to the ESS.  Once logged in, navigate to Main Menu > Self Service > Personal Information > Driver’s License Data to update your information.

If you have any difficulties logging on to ESS, please contact [email protected].

The information you provide will be handled confidentially by RCUH, and as required by the Privacy Act of 1974.  The information will only be submitted to RCUH’s insurance company for liability insurance coverage purposes.

We ask that you input your information by February 29, 2016.

Thank you,
RCUH Human Resources

TO:                All Principal Investigators & Project Managers/Administrators
FROM           Nelson Sakamoto
                      Director of Human Resources

SUBJECT: 2015 Normal Work Schedules: December 24th (Christmas Eve) & 31st (New Year’s Eve)

There will be no special notices relating to work schedules for December 24th (Christmas Eve) or December 31st (New Year’s Eve).  This is consistent with the University of Hawaii and other State agencies.  You should plan accordingly.

REMINDER – TIMESHEETS: As a reminder, please be sure to turn in your timesheets for the December 16-31, 2015 pay period no later than Noon, Thursday, December 31, 2015.  (For those wishing to submit your timesheet earlier) we will have your online timesheets available starting Tuesday, December 29, 2015.

We wish all of you a safe and happy holidays.

The payroll deadline for the 12/16 – 12/31/15 pay period is 12:00 noon on THURSDAY, DECEMBER 31, 2015. The deadline has been moved up one day due to the New Year’s Day holiday.

Please note below the advanced payroll deadlines for Pay Period Ending 12/31/15 and for 2016. All other payroll deadlines remain as usual (one working day after the end of the pay period).

Pay Period Ending	Payroll Deadline*	Holiday in Pay Period	Payday
12/16/15 – 12/31/15	12/31/15 12:00 noon	New Year’s Day (1/01/16)	1/07/16
1/01/16 – 1/15/16	1/15/16 12:00 noon	Dr. Martin Luther King, Jr. Day (1/18/16)	1/22/16
6/16/16 – 6/30/16	6/30/16 12:00 noon	Independence Day (7/04/16)	7/07/16
8/01/16 – 8/15/16	8/15/16 12:00 noon	Statehood Day (8/19/16)	8/22/16
8/16/16 – 8/31/16	8/31/16 12:00 noon	Labor Day (9/05/16)	9/07/16
12/16/16 – 12/31/16	12/30/16 12:00 noon	New Year’s Day (1/02/17)	1/06/17

*Payroll Deadline – when RCUH online timesheet submission, and supporting documentation, is due to RCUH Payroll.

For your convenience, click here to view the 2016 Human Resources Personnel Action & Payroll Calendar.

Should you have any questions, please contact the RCUH Payroll Staff at [email protected].

Thank you,
RCUH Payroll Staff

TO:      All Principal Investigators and Fiscal Administrators

Effective January 1, 2016, the Hawaii State Minimum Wage will increase from $7.75 per hour to $8.50 per hour. There will also be subsequent increases to the minimum wage through Year 2018 as outlined below.
The minimum wage will increase as follows:

Effective January 1, 2017	$9.25 per hour
Effective January 1, 2018	$10.10 per hour

For PI’s whose employees are making less than $8.50 per hour: RCUH will reach out to you directly to inform you of your affected employees and will prepare the necessary paperwork to ensure that your employee’s compensation rate is adjusted accordingly.

IMPORTANT REMINDER: As required by the Hawaii Wage and Hour law and RCUH Policy 3.920 RCUH Federal and State Posting Requirements, you are responsible for posting the a href=”http://labor.hawaii.gov/wsd/files/2014/06/Minimum-Wage-Poster-June-2014.pdf”>“Notice to Employees – Hawaii State Minimum Wage poster.”

If you have any questions, please email Renee Doi, Assistant Director of Human Resources at [email protected].

In order to minimize searching for the RCUH timesheets each pay period, we will have the current RCUH timesheet available in the Current News section of the RCUH website on the first working day of each pay period.

Click here for the December 16-31, 2015 Timesheet
PAYROLL Deadline is December 31, 2015 noon
Payday for this timesheet is January 7, 2016

Next Announcement: January 2 (January 1-15)

We at RCUH are always striving to improve our online applications in order to provide the best possible service to you. We have received some valuable feedback about our Electronic Personnel Action Form (ePAF), and we’re putting it into action! Below are the changes that were made to the ePAF approval process:

ePAF Project Changes: Previously did not require Supervisory Authority approval. Now requires Supervisory Authority or PI approval.

ePAF Involuntary Terminations: Previously required PI approval. Now requires Supervisory Authority or PI approval.

ePAF Pay Rate Changes: Previously required PI approval. Now requires Supervisory Authority or PI approval.

NOTE: Approval changes will NOT affect the ePAF actions that were initiated or submitted before Monday, December 7, 2015

If you have any questions, comments, or additional feedback about the ePAF, please contact Kellye Yamamoto at [email protected].

To:      All RCUH Employees

Re:     IMPORTANT REMINDER! – Review and Update Your Personal Information on the RCUH Employee Self-Service System
Believe it or not, we are already at the end of the year! A few reminders:

1. Update Contact Information

All RCUH employees are responsible for keeping their personal contact information updated at all times via Employee Self Service (ESS). This includes the following information:

• Home and Mailing Address
• Phone Numbers
• Email Addresses

It is important to keep this information updated as we often send out important notices and emails, such as information regarding W-2 forms. Please log in to ESS to ensure that your contact information is current and make any changes before January 11, 2016.

Note: ESS Blackout periods (when changes are not allowed):

• 12/11/15 – 12/18/15
• 12/28/15 – 1/05/16
2. Electronic W-2 Forms

If you have not done so already, we strongly recommend that you consent to an electronic version of the W-2 form this year. Your W-2 form will then be available for you to view and print on the ESS system. No worries about lost, misplaced or undelivered W-2 forms! Your confidential information will be safe and secure, and only accessible by you.

3. Review 2015 Pay and Tax Information

Review pay and tax information on your pay advices NOW to make sure that they are correct. All corrections or adjustments must be posted by the 12/01 – 12/15/15 pay period (last pay period in 2015) to be reflected on your 2015 W-2 form. Please report any discrepancies to your Principal Investigator or Project Administrator immediately.

4. 2015 Tax Withholdings

Review marital status and withholding allowances on your W-4 (federal) and HW-4 (state) Employee’s Withholding Allowance Certificates for the upcoming 2016 tax year.

5. 2016 Tax Form Renewals

Employees with special tax situations must renew tax documents for 2016 (e.g. W-4 exemptions, tax treaty exemptions). Notification will be sent to applicable employees by email within the next 2 weeks.

TO: RCUH Employees Who Have Not Yet Consented to Receive Electronic W-2 Forms

Electronic W-2: The RCUH will provide employees with an electronic Wage and Tax Statement (W-2) for 2015 tax filings. The electronic W-2 application on the RCUH Employee Self-Service (ESS) system provides you with a secure and convenient way to receive your 2015 W-2 form. This notice complies with applicable IRS disclosure requirements relating to electronic W-2 forms.

Electronic W-2 – Prevents Identity Theft:
Identity theft is on the rise, and if it happens to you, it can be a nightmare. Our #1 concern is the security of your personal information. Your W-2 form contains enough personal identifiable information which, in the wrong hands, could lead to identity theft. Having an electronic W-2 form will greatly reduce the chances of your personal identifiable information being used maliciously.

Interested in receiving an Electronic W-2?

1. If you already submitted consent in previous years, you do not need to submit again.
2. If you do not consent by January 18, 2016, or withdraw your consent, a paper W-2 form will be mailed to your mailing address on record.
3. Provide consent on the RCUH Employee Self-Service (ESS) system:
1. Click here https://LinktoConsent

OR

2. Access www.rcuh.com and click on Employee Self-Service > Payroll and Compensation > W-2/W-2c Consent Form
4. Forgot your User ID or Password? Click on the “Forgot User ID/Password” link at sign-in.
5. Confirmation of your consent, or withdrawal of consent, will be sent to your primary email address on record.
6. We will notify you by email when your electronic W-2 form is available (currently scheduled for distribution on Friday, January 22, 2016).

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

Mahalo!
RCUH Payroll Staff

Welcome to this year’s RCUH United Way Campaign!  During this year’s holiday season, we humbly ask for your continued support in working together to build a stronger, healthier community.  As one of the largest non-profit organizations in Hawaii, the Aloha United Way supports a network of member agencies to meet a broad range of health and human service needs.

HOW TO CONTRIBUTE:
The RCUH Statewide United Way campaign allows our employees to donate to the various island wide United Way programs. You may contribute to any of the following islands United Way by clicking on the links below and completing the 2015 Pledge Form:

• Aloha United Way (Oahu)
• Hawaii Island United Way
• Maui United Way
• Kauai United Way

Please make a copy for your records and return the original form to RCUH Human Resources at John A. Burns, 4^th Floor, 1601 East West Road, Honolulu, HI 96848.

Deadline: Wednesday, December 23, 2015.

Contribute via Payroll Deduction:
RCUH employees have the option to contribute to the various Statewide United Way Campaigns via payroll deduction.  Your payroll deduction will be collectively sent to the United Way Campaign specified by your completed pledge form.  Payroll deduction period is from December 16, 2015 – December 15, 2016.

For Tax Purposes:

• Anyone who donates more than $250 will receive a tax acknowledgement letter from Aloha United Way in February.
• A gift from $1 – $47.99 will receive a thank note via email.
• A gift over $48.00 will receive a thank you note via mail.
• If a payroll deduction pledge is made, please make a copy of your pledge form and use your last paystub of the year to show the charitable donation.

For more information about the individual island campaigns, click on the links below to visit their website or call:

Informational Brochure – Living United
Aloha United Way (808-536-1951)
Maui United Way (808-244-8787)
Kauai United Way (808-245-2043)
Hawaii Island United Way (808-935-6393)

If you have any questions, please contact RCUH Human Resources at (808) 956-3100.

In order to minimize searching for the RCUH timesheets each pay period, we will have the current RCUH timesheet available in the Current News section of the RCUH website on the first working day of each pay period.

Click here for the December 1-15, 2015 Timesheet
PAYROLL Deadline is December 16, 2015 noon
Payday for this timesheet is December 22, 2015

Next Announcement: December 16 (December 16-31)