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.

 

 

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.

TO: Principal Investigators and Project Administrators

The Department of Labor and Industrial Relations (DLIR) has updated the state employment law posters to reflect the announcement of Linda Chu Takayama as DLIR Director. The state’s unemployment insurance poster was also revised to add information on One Stop Center offices on each island that provide assistance in finding a job.

Pursuant to RCUH Policy 3.920 RCUH Federal and State Posting Requirements, each Principal Investigator is responsible for posting printed notices at work sites prescribed by State and Federal laws and regulations. All notices shall be displayed in prominent locations readily accessible to employees.

Please visit the links below for the most current posters:

• Department of Labor and Industrial Relations Website
• Policy 3.920 RCUH Federal and State Posting Requirements

You are required to update your current posters immediately. If you have any questions, please email Renee Doi, Assistant Director of Human Resources at [email protected].

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.

To: All Principal Investigators

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.