To: All RCUH Employees (who have NOT consented to an Electronic W-2 Form)

If you have not done so in previous years, we encourage you to consider consenting for an electronic W-2 form this year instead of a paper form. Why?

1. You can view and print your W-2 form directly from the RCUH Employee Self-Service (ESS) system. All you need is internet access and a printer.
2. Your W-2 form will never be lost or misplaced. It will be accessible on the day that it is issued and available anytime you need it – 24/7.
3. Your confidential information is safe and secure as only you have access to your ESS system.

The IRS requires that each employee submit a consent to receive his or her Form W-2 electronically. The RCUH consent process is done via ESS and is quick and easy. Please be on the lookout for notices and emails on when the consent process will be available.

In the meantime, please make sure that your contact information in ESS (mailing address, email address) is up-to-date. 

Should you have any questions about electronic W-2 forms, please contact the RCUH Payroll staff at [email protected].

On Saturday, October 24, 2015 RCUH Human Resources will be moving our servers from Keller Hall to the UH ITS Building. As a result of this, the following HR online systems will be down from 7:00 AM – 4:00 PM:

• HR Portal
• Employee Self Service (ESS)

Additionally, there will be a delayed response for all emails that are sent to RCUH Corporate Staff during this time. The respective RCUH Corporate Staff member will receive the email in his or her inbox after the downtime.

We apologize for any inconveniences this may have caused. If you have any questions, please contact Kellye Yamamoto at [email protected].

ATTENTION:  Regular status employees 50-100% FTE

If you are currently participating in RCUH’s Group Retirement Annuity (GRA) and/or Supplemental Retirement Annuity (SRA) plans administered through TIAA-CREF OR if you are interested in enrolling into a TIAA-CREF SRA plan, the RCUH Human Resources Department is now coordinating one-hour Individual/Employee Retirement Counseling Sessions with TIAA-CREF.  During these meetings, you will be able to discuss your personal financial/retirement goals with a TIAA-CREF Financial Consultant, on a free and confidential basis.

A TIAA-CREF representative will be able to assist you with planning for your retirement goals, including:

• Setting realistic goals for key life events and retirement
• Reviewing your investment mix and strategy
• Selecting your TIAA-CREF options
• Learning about TIAA-CREF retirement income flexibility

For employees unfamiliar with the SRA plan, it 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 towards an individual retirement plan (i.e., SRA) through our third party administrator, TIAA-CREF.  Enrolling or making changes to your SRA election may be done at any time during the year. For more information about the GRA and SRA plans, please go to our website, www.rcuh.com and review the RCUH Retirement Plans Policy (3.560).

We have reserved the following dates and times for Individual Sessions:

Dates	Location	Times
November 3, 2015	John A. Burns Hall Room 3030 – Honolulu 1601 East-West Rd Honolulu, HI 96848	9:00am – 4:00pm
November 4, 2015	John A. Burns Hall Room 3030 – Honolulu 1601 East-West Rd Honolulu, HI 96848	9:00am – 4:00pm
November 5, 2015	John A. Burns Hall Room 3030 – Honolulu 1601 East-West Rd Honolulu, HI 96848	9:00am – 4:00pm

To schedule an appointment, please use our secure Web site at:
https://publictools.tiaa-cref.org/public/publictools/events/eventswelcome

If you have questions or are unable to schedule an appointment online, please call our Service and Scheduling Group at 800-732-8353 Mon-Fri 6am – 3pm Hawaii time.

Meetings are accessible for individuals with disabilities.  For more information or to request an accommodation due to your disability, contact YeeYeng Lim at (808) 956-6979 or email [email protected] at least one week prior to the session.

Holiday Season is approaching! If you are on a non-immigrant visa and will be traveling during the holiday season, we would like to remind you to email RCUH Human Resources – Immigration ([email protected]) at least two (2) weeks prior to your travel so that we can ensure that you have the proper documentation to travel and to return back into the United States.

Please provide us with the following information:

1. Dates of Travel (Departure and Return Dates)
2. Who will be traveling with you
3. Reason for Travel

RCUH will prepare the proper travel verification of employment prior to your travel and will provide to you as soon as your request has been received.

IMPORTANT REMINDER(S) WHILE TRAVELING OUTSIDE THE U.S.:


• The I-94 admission record. Please go to www.cbp.gov/I94 after your return to check your online admission record then submit a copy of your admission record to the RCUH Human Resources office upon return to the U.S.
• Check the entry stamp to ensure that the period of admission matches the expiration date of the approved visa status. For example, 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, etc.) with the U.S. Citizenship and Immigration Services (USCIS), you must remain in the U.S. until a determination on the petition is rendered. Whenever an individual with a pending “change of status” petition departs the U.S., USCIS will cancel the petition since they consider the beneficiary to have “abandoned” the request.

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

Per section 8 of the 3.620 RCUH Vacation Leave Policy, ALL vacation hours in excess of the maximum allowable carry-over will be forfeited (at close of business) on December 31. There will be no vacation payouts from the RCUH Vacation Payout Reserve in lieu of these forfeitures.

To avoid the possibility of forfeiture of your earned vacation, be sure to plan your vacation schedule for the rest of calendar year 2015. Please remember that your Principal Investigator (or immediate supervisor) must approve your request for time off in advance.

What Do I Need To Do Now?

1. Review your Vacation Balance and identify your vacation plan.

You may view this information at the bottom of your online pay statements by accessing your Employee Self Service account.

1. Click on Self Service
2. Click on Payroll and Compensation
3. Click on View Paycheck. Vacation information is on the lower right of the pay advice.



2. Project your vacation accruals for the remainder of 2015 and add that to your “End Balance.” Regular Status employees at 100% FTE earn 7 hours of vacation per pay period. If you are less than 100% FTE, you should pro-rate your projected hours based on your respective FTE. There are 2 pay periods each month.
3. Identify the maximum carry-over of your vacation plan:
   • Vacation Plan A: Employees may Carry-Over up to a maximum 80 hours (or 10 workdays) of vacation in a calendar year based on an employee’s FTE.
   • Vacation Plan B: Employees may Carry-Over 120 hours (or 15 workdays) of vacation hours in a calendar year based on an employee’s FTE up to a maximum cumulative of 360 Carry-Over hours (or 45 workdays).  The 120 hours and 360 hours is based on a full-time 100% FTE Regular status employee.

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

TO:  All Principal Investigators, Fiscal Administrators, and Project Support Staff

Effective immediately, the RCUH has revised Policy 3.710 RCUH HR Portal System Access and Security.

Major changes to this policy include:

• Renaming of the HR Portal Access types:

Co-PI to Supervisory Authority
Supervisor to Administrative Authority
Fiscal Officer to Fiscal Administrator

• Information on changing the PI of an existing Distribution Code
• Amended DAT-7 HR Portal Access Form

Please see Policy 3.710 RCUH HR Portal System Access and Security for more details.

As a reminder, for the safety and security of your employees’ information, it is the Principal Investigator’s responsibility to ensure that his or her Distribution Code is always up to date. Anytime a non-RCUH employee leaves the project or no longer needs access to the HR Portal, please remember to notify our office promptly so we can cancel online access.

If you have any questions or if you need a listing of users who currently have access to your Distribution Code, please contact RCUH Human Resources Information Systems via email at [email protected].

Mahalo,
RCUH Human Resources

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 October 16-31, 2015 Timesheet
PAYROLL Deadline is November 2, 2015 noon
Payday for this timesheet is November 6, 2015

Next Announcement: November 1 (November 1-15)

TO: All Principal Investigators and Fiscal Administrators

NOTE: This announcement is only applicable for Principal Investigators who missed the July 1, 2015 pay adjustments but submitted Annual Performance Evaluations by the September 11, 2015 deadline and will be providing their employees with pay increases effective October 1, 2015.

The deadline to submit the Pay Award/Personnel Action Form (PA/PAF) via the Human Resources Portal is Monday, October 12, 2015.

Principal Investigators who missed the July 1, 2015 pay adjustment deadline and would like to provide their employee’s pay adjustments effective October 1, 2015:
You must initiate and approve the online PA/PAF no later than Monday, October 12, 2015.
The PA/PAF will allow for the following options:

• Pay Increase/Award (General and Merit) to Base Salary effective October 1, 2015
• Retroactive One Time Lump Sum Payment (General and Merit) for the duration of July 1, 2015 through September 30, 2015 (optional)

A PA/PAF for October 1, 2015 may not be initiated online if a PA/PAF was previously submitted and approved for July 1, 2015.

Principal Investigators who have submitted PA/PAFs for July 1, 2015 but missed eligible employees:
All Principal Investigators who have submitted and approved a PA/PAF effective July 1, 2015 but had missed an eligible employee(s) must provide a signed memo from Principal Investigator with approval from Fiscal Administrator with justification to RCUH Human Resources at [email protected] by today, Friday October 9, 2015 in order to provide pay increases for employees on October 1, 2015. Please provide the employee’s name/employee ID#, requested pay increase/award to base salary, and request for retroactive one time lump sum for July 1, 2015 through September 30, 2015 (if applicable).

Please see below for the 2015 Pay Adjustment Guidelines:

2.0%	Satisfactory General Pay Award or Adjustment For employees performing at least at a Satisfactory level
3.0%	Commendable Merit Pay Award or Adjustment For employees whose performance is consistently at a Commendable level of performance. Total pay award or adjustment will be 5.0% of employee’s base pay rate.
4.0%	Distinguished Merit Pay Award or Adjustment For employees who performance is consistently at a Distinguished level of performance. Total pay award or adjustment will be 6.0% of employee’s base pay rate.

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

In observance of Columbus Day, John A. Burns Hall will be closed on Monday, October 12, 2015. The front doors to the building will be locked. If you need to drop something off to RCUH Human Resources, please call (808) 956-3100 to let an RCUH Representative know you are coming. One of our staff will meet you downstairs to let you in.

For New Hires Completing Paperwork: Please contact Chris Fabian via email at [email protected] or via phone at (808) 956-7106 to make an appointment.

RCUH is accepting nominations for its annual Outstanding Employee of the Year Awards Program now through October 31, 2015.

This awards program is to encourage, recognize, and reward RCUH employees who have made demonstrable, significant and outstanding contributions to their project during the previous year.

Any Regular RCUH employee or groups of RCUH employees are eligible for the program. Principal Investigators may nominate up to two employees from their respective project per category. No more than one Group or Team nomination will be accepted from a Program, Project, School or Institute. Group or Team nominations are limited to no more than 5 individuals. If a Principal Investigator has more than two nominations, he/she will need to determination which two are the best nominations to be submitted to the RCUH Human Resources Department.

2 NOMINATION CATEGORIES (Maximum of 2 nominees per category):

1. Outstanding Researcher/Project Manager/Professional (Exempt status position)
2. Outstanding Project Support Staff (Non-Exempt status position)

Click here for the nomination form

For more information on the program, please refer to policy 3.450 Outstanding Employee of the Year Award.

Deadline to submit nomination(s): October 31, 2015
Please send all nominations to Evelyn Moss at [email protected].