To:      All Principal Investigators and Fiscal Administrators

Effective July 1, 2015 pursuant to 2 CFR Chapter II, Part 200, Subpart E, 200.431), the RCUH Vacation Payout Reserve will be in effect for all terminal vacation payouts. The Vacation Payout Reserve is funded through a fringe benefit charge on the payroll of Regular Status Employees with an FTE of 50% or greater. The Vacation Payout Reserve will pay for all unused vacation earned by employees while working on sponsored agreements or other projects at termination. RCUH Policy 3.620 Vacation Leave and the corresponding RCUH Fringe Benefits Schedule for Fiscal Year July 1, 2015 through June 30, 2016.

Highlights of the changes to the RCUH Policy 3.620 Vacation Leave are as follows:

• Termination Vacation Payout: An employee’s applicable unused vacation hours upon termination (involuntary or voluntary) will be paid out in full from RCUH’s Vacation Payout Reserve.
• Termination Vacation Leave: Regular status employees will be allowed to take their remaining vacation hours prior to termination of employment (accrual will cease upon notification of termination vacation leave).
• Allowance to Use Vacation at FTE when FTE drops below 50% FTE: Regular Status employees with accrued vacation whose FTE drops below 50% FTE will no longer earn vacation hours but may continue to take available paid vacation leave based on the employee’s prevailing FTE.
• Transfer of Vacation Hours from Project A to Project B: Employees will be allowed to maintain their accrued vacation balance (including Carry-Over vacation hours) when they transfer (Project A to Project B with no break in service) from one RCUH job to another RCUH job. There will be no vacation payouts for transfers (with no break in service) even if the employee is hired into a new job under a different Principal Investigator.
• Reports via HR Portal: The “Vacation and Sick Leave Report” provides employees’ leave balances on the project level. The “Summary Vacation Planning Report” forecasts year-end vacation forfeitures based on the current balances. Both reports will now be published in the HR Portal.

Highlights of the changes to the RCUH Fringe Benefits Schedule for Fiscal Year July 1, 2015 through June 30, 2016 are as follows:

• Vacation Fringe Charge: 1.393% of all salaries and wages (NEW fringe charge for all employees on active payroll eligible for vacation leave)
• Long Term Care Charge: 0.259% of salaries and wages (up from 0.224% in FY2015)

If you have any questions, please email Nelson Sakamoto, Director of Human Resources at [email protected].

TO:  All Principal Investigators, Project Administrators and Fiscal Administrators

We are very excited to announce the launch of our new HR Portal and ePersonnel Action Form (ePAF) today!

Our new ePAF will eliminate the need for you to complete manual PAF’s for many actions that you have been accustomed to doing for many years. Effective immediately, you will be able to do the following transactions through ePAF via the new HR Portal:

• Project #/Allocation Change (Temporary/Permanent Changes)
• Terminations (Voluntary and Involuntary)
• Distribution Code Change
• FTE Changes
• Pay Rate Changes
• Leave of Absence
• One Time Payment (Project Specific – Must be Pre-Approved by RCUH Human Resources)

Please do not send us manual PAF’s for the above actions (unless you are initiating an action for a DUAL hire). We will continue to accept manual PAF’s in the rare event that you are unable to initiate the action via ePAF.

We have put together an FAQ sheet that will address business rules that were built into the ePAF as well as common questions regarding the new HR Portal. Please see below for the links to the FAQ sheets:

• FAQ Sheet – HR Portal
• FAQ Sheet – ePAF application

We have also started to provide training to all Principal Investigators, Fiscal Administrators, and Supervisors/Project Administrators. Please refer to the Tuesday, July 14, 2015 Current News Article for details on the remaining training dates/times.

For those that are not able to make an ePAF training session, please see below for links to resources regarding ePAF:

• ePAF Training PowerPoint Slides
• ePAF Training Video – Taped on July 7, 2015

If you have any questions regarding the HR Portal and/or the ePAF, please find the following contact information below:

RCUH Contact Name	Email Address	Phone Number
Kellye Yamamoto	[email protected]	(808) 956-9561
Taylor Sumi	[email protected]	(808) 956-6318
Sharon Vong	[email protected]	(808) 956-0871
Christopher Fabian	[email protected]	(808) 956-7106

 

The UH Alert emergency notification system alerts the university community in the event of a natural, health, or civil emergency. The information you provide will only be used in the event of an emergency that impacts the health and safety of the UH community or closures of whole campuses. It will not be shared with others or used for routine UH communications or announcements.

UH Alert Sign Up Instructions

1. Login with your UH username and password
2. Tell us the campus(es) or geographic location(s) about which you want to be alerted.
3. Submit your cell phone number. This will be used so alerts can be sent via text message.
4. Click “Save Changes” at the end of the form.

You are able to opt-out or change your information at any time.

The July 2015 edition of the Hawaii State Ethics Commission’s newsletter, “The High Road”, can be viewed on their website using the following link:

http://ethics.hawaii.gov/wp-content/uploads/2015/07/HR-2015-2.pdf

Should you have any questions, please feel free to contact the Hawaii State Ethics Commission at (808) 587-0460 or [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 July 16-31, 2015
PAYROLL Deadline is August 3, 2015 noon
Payday for this timesheet is August 7, 2015

Next Announcement: August 1 (August 1-15)

The RCUH will be launching a new electronic Personnel Action Form (ePAF) and a new Human Resources Portal on Monday, July 20, 2015. Our training will provide users with navigational and functional capabilities and highlight features of our new ePAF system along with an introduction to the new Human Resources Portal. We have started to conduct live training on Oahu and training via Hawaii Interactive Video Service (HITS) Videoconference to the outer islands (Big Island, Maui, and Kauai). Please see below for the rest of the upcoming training sessions:

TRAINING SCHEDULE

DATE	ISLAND/LOCATION	TIME
Monday, July 20, 2015	Oahu-UH Manoa Kuykendall Room 201 *Big Island-UH Hilo Mo’okini Library Room 350 *Maui-UH Maui College Ka’aike Building, Room 105 C/D *Kauai-Kauai Community College Business Education Room 101	10:00am – 11:00am
Monday, July 27, 2015	Oahu-UH Manoa Kuykendall Room 201 *Big Island-UH Hilo Mo’okini Library Room 350 *Maui-UH Maui College Ka’aike Building, Room 105 C/D *Kauai-Kauai Community College Business Education Room 101	10:00am – 11:00am

*Broadcast via HITS Videoconference

For those of you who are not able to attend any of the scheduled ePAF Training sessions, we have the 1^st ePAF Training Session available for you to view via Video on Demand (link posted below) as well as the training Powerpoint slides.

ePAF Training – July 7, 2015

Before watching the video please ensure that your computer has the following capabilities:

• Windows XP or higher
• MAC OS X 10.4.10 or higher
• Adobe Flash Player
• Broadband connection (cable modem, DSL) or greater
• Web Browser: Safari 3+, Internet Explorer 7+, Firefox 3+
• Cookies need to be enabled

If you have any questions about ePAF, please contact Kellye Yamamoto at [email protected].

Thank you for your patience. The RCUH online timesheets for the 7/01 – 7/15/15 pay period are now available for your input and submission.

Payroll Deadline for the 7/01 – 7/15/15 pay period is 12:00 noon on Thursday, July 16, 2015

Mahalo,
RCUH Payroll Staff

On July 20, 2015, RCUH Human Resources will be launching the Electronic Personnel Action Form (ePAF) online application on the HR Portal for Principal Investigators, Fiscal Administrators, and project staff.

In order to ensure a smooth transition, we will be disabling Employee Changes (Project Changes and FTE Changes) and Terminations on the current HR Portal from July 13, 2015 through July 19, 2015. You will not be able to initiate or approve any of these types of online HR transactions during this time. Instead, you will need to wait until the ePAF application is available on July 20, 2015.

As a result of this, we will be rejecting all future dated (effective July 16, 2015 or later) Employee Changes and Terminations that are currently in a pending state.

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

TO: Principal Investigators, Project Administrators/Supervisors, and Fiscal Administrators

We made several changes to the current HR AMP Employee Changes application for actions in the July 1, 2015 to July 15, 2015 pay period in order to transition to the new HR Portal and ePAF application on July 20, 2015. Please see below for the highlighted changes:

1. HRAMP Transactions – ONLY July 1, 2015 – July 15, 2015 effective dates allowed. Users will have until HR AMP Deadline (July 10, 2015) to initiate and approve all actions for the July 1, 2015 to July 15, 2015 pay period. All future pay period effective dated transactions will need to be done via the new ePAF application when it is launched on July 20, 2015. If a future pay period effective dated transaction has been initiated, we will be rejecting the action and notifying you to initiate it through ePAF on July 20, 2015.

*NOTE: Our current HRAMP portal will not be available from July 17, 2015 (at 6:00 PM) through July 19, 2015 while we prepare for the cutover to our new HR Portal on July 20, 2015. You must initiate all July 16, 2015 effective date transactions via the new HR Portal starting on July 20, 2015. You will have seven (7) business days (July 20, 2015 to July 28, 2015) to approve transactions online for effective dated transactions in the July 16, 2015 to July 31, 2015 pay period).

2. HRAMP Employee Changes (Project Account # Changes) – No Full or Partial Vacation Payouts. The “Payout Hours” box will now be a read-only field and will not be editable. There will be no full or partial vacation payout option via ePAF for Project Account # Changes.
3. HRAMP Employee Changes (Project Account # Changes) – Only Option 2 Available for Vacation Hours Transfer. Vacation hours can only be split by the project allocation (Option 1 and Option 3 are now disabled). The new ePAF application will automatically transfer an employee’s vacation hours based on the new project allocation.



4. HRAMP Employee Changes (Project Account # Changes) – No Vacation Dollars Transfer. Only Vacation Hours transfers will be allowed, and the Vacation Dollars transfer option will be disabled.



5. Retro Project Changes (eJV) – No “To Current” Option. An end date in a previous pay period must be selected when doing an eJV. If you would like the eJV to also update the current pay period, please initiate a separate Project Change action AFTER the eJV has been RCUH approved.



If you have any questions about the modifications that were made to the current HRAMP Employee Changes, please contact Kellye Yamamoto at [email protected]

The Hawaii State Ethics Commission will be offering ethics training classes on Oahu for state employees and for state board and commission members.  They have scheduled the following classes for August:

August 18, 2015
Ethics for State Employees

August 26, 2015
Ethics for State Board and Commission Members

If you have any questions, contact the Commission’s office at 587-0460 or [email protected].

Thank you for your support of ethics education!