RCUH will be providing training on the upcoming changes to the RCUH Vacation Leave Policy and the new Vacation Reserve. We encourage all employees, PIs, Supervisors, and Fiscal Officers to attend. Your questions will be answered during this training session.

Training will be in two parts. Part 1 (first hour) will be for employees, PIs, Supervisors, and Fiscal Officers. Part 2 (second hour) is ONLY for PIs, Supervisors and FOs.
TRAINING SESSION SCHEDULE:

ISLAND/LOCATION	DATE	TIME
Oahu-UH Manoa Kuykendall Auditorium	Monday, June 22, 2015	9:00am – 10:00am Employees, PIs, Supervisors, and Fiscal Officers 10:00am – 11:00am ONLY PIs, Supervisors and Fiscal Officers
Oahu-JABSOM Room 315 Auditorium 651 Ilalo Street	Monday, June 22, 2015	1:30pm – 2:30pm Employees, PIs, Supervisors, and Fiscal Officers 2:30pm – 3:30pm ONLY PIs, Supervisors and Fiscal Officers
Hilo-IFA Auditorium 640 N. A’ohoku Place	Friday, June 26, 2015	9:00am – 10:00am Employees, PIs, Supervisors, and Fiscal Officers 10:00am – 11:00am ONLY PIs, Supervisors and Fiscal Officers AND 1:00pm – 2:00pm Employees, PIs, Supervisors, and Fiscal Officers 2:00pm – 3:00pm ONLY PIs, Supervisors and Fiscal Officers

Employees will be dismissed after Part 1 and the session for PIs, Supervisors and Fiscal Officers will begin after a short break.

Future training sessions to be announced shortly.

To sign up for training, click on RCUH Training Enrollment located on the RCUH web page. If you are a current employee, log on to the Employee Self Service to select training.
Meetings are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, contact Evelyn Moss at (808) 956-6965 or email [email protected] at least one week prior to the session.

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
July 7, 2015	John A. Burns Hall Room 3009 – Honolulu 1601 East-West Rd Honolulu, HI 96848	9:00am – 4:00pm
July 8, 2015	John A. Burns Hall Room 3009 – Honolulu 1601 East-West Rd. Honolulu, HI 96848	9:00am – 4:00pm
July 9, 2015	John A. Burns Hall Room 3009 – 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?eventId=1-2KYPDHJ

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.

TO:      Principal Investigators & Project Administrators
FROM:    Nelson Sakamoto, Director of Human Resources

SUBJECT: July 1, 2015 – Pay Awards & Pay Adjustment Guidelines

The RCUH Board of Directors approved our 2015 Compensation Award Guidelines.  These Award Guidelines allow for “a 2% General Pay Adjustment and Merit Pay Awards (3% for Commendable Rating and 4% for Distinguished Rating).” A pay adjustment will increase the employee’s base pay rate, whereas a one-time lump-sum pay award will not.  Principal Investigators are reminded to ensure availability of funds prior to submitting any pay adjustment or pay award.  Both General and Merit pay awards will be granted only if there are sufficient funds to do so and based on program/operational requirements. Details of the 2015 Pay Adjustment Guidelines are as follows:

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.

All Principal Investigators must complete (and submit to the RCUH Human Resources Department no later than June 12, 2015 – no exceptions) the 2015 Annual Performance Evaluation, which is mandatory for all eligible Regular Status employees in order to be eligible to receive a Pay Award or Pay Adjustment: Once these Annual Performance Evaluations have been reviewed and processed by my office, they will be logged into our human resources information system to produce the online Pay Award/Personnel Action Form (PA/PAF), which will be available for use starting June 22, 2015.

Online Pay Award/Personnel Action (PA/PAF) form: The online “Pay Award/Personnel Action” form is an online app that provides Principal Investigators and Fiscal Administrators a paperless personnel action form to initiate General and Merit Pay Adjustments (increase in base pay rate) and/or Award (lump-sum payment) for all eligible employees in their respective project(s). For fiscal staff, the online personnel action/pay award forms will also calculate/display the full costs associated with the pay adjustment (both for lump sums and adjustment to base pay rate). 

Training on RCUH Pay Guidelines and PA/PAF form: We encourage you to attend training on the 2015 Pay Guidelines and use of our new PA/PAF form. Please click here for the link to sign up for this upcoming training. We will provide training on the following dates and locations:

ISLAND/LOCATION	DATE	TIME
Oahu UH Manoa Kuykendall Auditorium	Monday, June 8, 2015	9:00 am – 11:00 am
Hilo IFA Auditorium 640 N. A’ohoku Place	Tuesday, June 9, 2015	9:00 am – 11:00 am 1:00 pm – 3:00 pm
Maui UH Maui College Laulima 106	Wednesday, June 10, 2015	2:30 pm – 4:30 pm
Oahu JABSOM Auditorium MEB 315 651 Ilalo Street	Tuesday, June 16, 2015	9:00 am -11:00 am

PA/PAF Deadline for Pay Awards Submission for July 1, 2015 Effective Date: Principal Investigators and Fiscal Authorities must submit their online PA/PAF no later than July 9, 2015 (no exceptions).  Your employees will receive either their Pay Adjustment or Pay Award (Lump Sum) by the July 22, 2015 payday. 

Any questions please email Renee Doi, Assistant Director of Human Resources at [email protected] or call (808) 956-6965.

IMPORTANT DATES:
June 12, 2015 – Deadline for Annual Performance Evaluations to RCUH HR
June 22, 2015 – Earliest day the Online PA/PAF is available
July 9, 2015 – Deadline for PA/PAF online submission for effective date 7/1/15

TO: All Principal Investigators

This is a reminder that all Annual Performance Evaluations are due on Friday, June 12, 2015. You may submit all evaluations via scan and email to [email protected]. We will not be accepting any late performance evaluations. Prerequisite for the annual pay adjustments, all Annual Performance Evaluations must be turned in on Friday, June 12, 2015 in order for staff to be eligible for the pay awards (no exceptions will be granted).

Also as a reminder, Thursday, June 11, 2015 is King Kamehameha I Day which is a state holiday.

To: Principal Investigators and Project Administrators/Supervisors
RCUH Employees and New Hires

Effective immediately, the RCUH Human Resources Department is requiring that an appointment be made with the respective RCUH HR staff member for all in-person meetings at our East West Center offices. This will allow us to better prepared for meetings ahead of time. Unscheduled walk-ins will not be accommodated. Unscheduled walk-ins disrupts our ability to service you and your staff in an efficient manner. Therefore, please have your “new hires” or current employees schedule an appointment with the applicable RCUH Human Resources staff member.

Please review our website for the most current RCUH HR staff listing. Thank you for your cooperation.

To: Principal Investigators and Project Administrators/Supervisors

We will be providing training on the use of our new Personnel Action/Pay Award Form (PA/PAF). During this training, we will also be announcing the 2015 Pay Guidelines. Highlights of this training is as follows:

• How to use the new online PA/PAF form
• Details of the 2015 Pay Guideline
• Rules of providing pay increases to employees
• Key Dates of Submission

TRAINING SESSION SCHEDULE:

ISLAND/LOCATION	DATE	TIME
Oahu UH Manoa Kuykendall Auditorium	Monday, June 8, 2015	9:00 am – 11:00 am
Hilo IFA Auditorium 640 N. A’ohoku Place	Tuesday, June 9, 2015	9:00 am – 11:00 am 1:00 pm – 3:00 pm
Maui UH Maui College Laulima 106	Wednesday, June 10, 2015	2:30 pm – 4:30 pm
Oahu JABSOM Auditorium, MEB 315 651 Ilalo Street	Tuesday, June 16, 2015	9:00 am -11:00 am

There will be sessions scheduled on the Island of Kauai during the week of June 22, 2015. We will make an announcement on current news once we secure a date and room reservation.

To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page. If you are a current employee, log on to Employee Self Service to select training.

Meetings are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, contact (808) 956-6965 or email [email protected] at least one week prior to the session.

TO: All Regular-Status Employees who are currently active and enrolled in Flexible Spending Plan Accounts for Plan Year July 1, 2014 – June 30, 2015
There is one (1) month left to utilize your current active Flexible Spending Plan Accounts (Medical Expense & Dependent Care Expense Reimbursement Accounts). The end of the current Flexible Spending Plan Year is quickly approaching (June 30, 2015).Services must be incurred by June 30, 2015. If you experience a change in your employment status (i.e., loss of eligibility, termination of employment) prior to June 30, 2015, you have up until the effective date of your employment status change to incur services. Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS).

You have ninety (90) days after June 30, 2015 to claim/submit reimbursements for the plan year July 1, 2014 through June 30, 2015 by completing the NBS reimbursement form and submitting it along with all copies of your receipt(s) and required documentation directly to National Benefit Services (NBS) via fax, mail, or email:

• Toll Free Fax: (800) 478-1528
• Mail: National Benefit Services, LLC P.O. Box 6980, West Jordan, UT 84084
• Email: [email protected] (PDF, TIFF or JPEG files only)

If you have any questions or need additional reimbursement forms, please call (800) 274-0503 or download the forms from the NBS website.

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 June 1-15, 2015 Timesheet
PAYROLL Deadline is June 16, 2015 noon
Payday for this timesheet is June 22, 2015

Next Announcement: June 16 (June 16-30)

On July 1, 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, FTE Changes, Vacation Payouts) and Terminations on the current HR Portal from June 25, 2015 through June 30, 2015. You will not be able to initiate or approve any of these online HR transactions during this time. Instead, you will need to wait until the ePAF application is available on July 1, 2015.

Future transactions that are pending RCUH approval on HR AMP Deadline (June 24, 2015) will be approved ONLY if the effective date of change is within the July 15, 2015 pay period ending. All other pending and future dated Employee Changes and Terminations will be rejected and will have to be done via the new ePAF application.
We are expecting a high volume of project number changes with an effective date of July 1, 2015. Therefore, this notice is being provided to you early so that plans can be made to initiate and approve project number changes either before June 25, 2015 or after July 1, 2015. This downtime will not affect the online Pay Award/Personnel Action Form (PA/PAF) that will be launched and made ready for use on June 22, 2015.

TRAINING – WORKPLACE VIOLENCE PREVENTION (OAHU, BIG ISLAND AND MAUI)

RCUH will be conducting Workplace Violence Prevention Training sessions on Oahu, the Big Island, and Maui.  It is mandatory that all employees and supervisors of RCUH attend this training.  This is a 4-hour session.

 

Everyone (including Principal Investigators, non-RCUH employees, and supervisors who employ individuals through the RCUH) is welcome to attend.  Seating is limited.  Priority for seating will be given to RCUH employees and supervisors of RCUH employees.

 

TRAINING SCHEDULE

 

Island/Location	Date	Time
Hilo IFA Auditorium 640 N. A’ohoku Place	Friday, June 12, 2015	9:00am – 1:00pm
Maui UH Maui College Laulima 105 310 Ka’ahuman Avenue	Friday, June 19, 2015	9:00am – 1:00pm
Oahu Kaka’ako – JABSOM Room TBD – announcement will be made once room is secured 651 Ilalo Street	Wednesday, June 17, 2015	8:30am – 12:30pm
Oahu UH Manoa Kuykendall Auditorium 1733 Donagho Road	Wednesday, June 24, 2015	8:30am – 12:30pm

 

To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page.  Training materials will be emailed to attendees prior to the session.

 

Meetings are accessible for individuals with disabilities.  For more information or to request an accommodation due to your disability, contact (808) 956-6965 or email [email protected] at least one week prior to the meeting.

 

RCUH FAMILY LEAVE – UPDATED RCUH FAMILY LEAVE REQUEST FORM AND POLICY

 

Effective May 5, 2015, we have updated our RCUH Family Leave Policy to include the following:

• Updated Format of Policy to include “Responsibilities of Parties” at the very top of the policy to allow for ease of use
• NEW RCUH Family Leave Request Form
• Updated Federal Forms (i.e. WH-380 Forms)
• Frequently Asked Questions 

For all new Family Leave Requests, please have your employee(s) use the most up to date forms, which can be found on our Policy 3.660 RCUH Family Leave. 

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

TRAVEL FOR NON-IMMIGRANT EMPLOYEES DURING SUMMER SEASON

 

Summer Season is approaching!  If you are on a non-immigrant visa and will be traveling during the summer 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.

 

IMPORTANT DATES TO REMEMBER (JUNE 2015)

 

6/1/15	Payroll Deadline Noon
6/4/15 – 6/8/15	HR AMP Web Time Preview #1
6/5/15	Pay Day
6/8/15	PAF Deadline
6/9/15	HR AMP Deadline
6/9/15 – 6/11/15	HR AMP Web Time Preview #2
6/10/15 – 6/18/15	ESS Black-Out Period
6/11/15	Holiday – King Kamehameha Day
6/12/15 – 6/16/15	HR AMP Web Time Reporting Period
6/16/15	Payroll Deadline Noon
6/19/15 – 6/23/15	HR AMP Web Time Preview #1
6/22/15	Pay Day
6/23/15	PAF Deadline
6/24/15	HR AMP Deadline
6/24/15 – 6/25/15	HR AMP Web Time Preview #2
6/25/15 – 7/2/15	ESS Black-Out Period
6/26/15 – 6/30/15	HR AMP Web Time Reporting Period
6/30/15	Payroll Deadline Noon

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

IMPORTANT DATES TO REMEMBER (JULY 2015)

 

7/3/15	Holiday – Independence Day
7/7/15	Pay Day
7/7/15 – 7/9/15	HR AMP Web Time Preview #1
7/9/15	PAF Deadline
7/10/15	HR AMP Deadline
7/10/15 – 7/13/15	HR AMP Web Time Preview #2
7/13/15 – 7/20/15	ESS Black-Out Period
7/14/15 – 7/16/15	HR AMP Web Time Reporting Period
7/16/15	Payroll Deadline Noon
7/22/15	Pay Day
7/23/15 – 7/27/15	HR AMP Web Time Preview #1
7/27/15	PAF Deadline
7/28/15	HR AMP Deadline
7/28/15 – 7/29/15	HR AMP Web Time Preview #2
7/29/15 – 8/5/15	ESS Black-Out Period
7/30/15 – 8/3/15	HR AMP Web Time Reporting Period

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TIMESHEETS FOR THE MONTH OF JUNE – JULY

June 1-15, 2015
June 16-30, 2015
July 1-15, 2015
July 16-31, 2015 

PRINCIPAL INVESTIGATOR’S CORNER

 

RCUH JOB DESCRIPTIONS – POST OFFER JOB REQUIREMENTS

 

We would like to remind you that all Post Offer Job Requirements (i.e. First Aid/CPR certification, Medical Clearances, etc.) imposed as a condition of employment at the time of creating a job description is the Project responsibility to ensure that all employee’s are in compliance with the job’s post offer job requirements at all times. The RCUH will inform the Principal Investigator and/or Supervisor and the employee of the outstanding post offer requirements at the time of hire. It is the project’s responsibility to ensure that these requirements have been completed/maintained and submitted by the deadline to RCUH Human Resources via email at [email protected] or via fax to (808) 956-9423.

 

Outstanding Post Offer Requirements: All projects that have employees with outstanding post offer job requirements will be contacted shortly. We will be providing you with a list of your employees that have outstanding post offer documents with due dates to be received by our office.

 

If you have any questions, please contact Renee Doi, Assistant Director of Human Resources at [email protected] or (808) 956-6965.

 

RCUH FIRST AID/CPR/AED TRAININGS – SUSPENDED UNTIL FURTHER NOTICE

 

Effective immediately and until further notice, the RCUH Human Resources Department will no longer offer First Aid/CPR/AED Training. If you have employees that require a valid First Aid/CPR/AED certification as a condition of continued employment, please contact American Red Cross at http://www.redcross.org for the next available training class.

 

EEO/AA POLICY

RCUH IS AN EQUAL EMPLOYMENT opportunity/affirmative action employer.  It is the policy of RCUH to afford equal employment opportunity to all individuals without regard to race, color, religion, sex, national origin, age, arrest and court record, handicap, marital status, or status as a disabled veteran or veteran of the Vietnam era.  RCUH’s Affirmation Action Plan describes the programs/procedures developed to ensure employment opportunities for women, minorities, handicapped, disabled, and Vietnam era veterans.  The Plan is available for inspection at the RCUH Human Resources Department.