Category: HR

RCUH to Reduce Duplication of Training on Harassment & Discrimination

To eliminate the duplication of training for RCUH Employees working on UH Projects, RCUH will accept the University of Hawai‘i’s Title IX Training in lieu of RCUH’s EEO/Sexual Harassment Prevention course, effective August 1, 2023. In order to be compliant, individuals must upload their UH Title IX Certificate of Completion into the RCUH Training Portal and view three custom PDFs. Either course is due once every two years.

The RCUH Training on EEO/Sexual Harassment Prevention will continue to be offered in the RCUH Training Portal. If you have any questions or concerns regarding this update or the RCUH Training Portal, please feel free to call (808) 956-0504/956-0503 or email [email protected].

INSTRUCTIONS ON HOW TO UPLOAD YOUR CERTIFICATE:

  • Log into the RCUH Training Portal
  • Click “Content Library”
  • In the search bar, type in “UH Title IX”
  • Click on the course
  • Upload your certificate
  • Click to view each PDF
  • RCUH will review your uploaded file before marking you as “Complete”

RCUH HR IMPORTANT – RCUH Human Resources Online Systems Down Saturday, 07/29/23 5:00 AM to 10:00 AM

All RCUH Human Resources online systems will be down on Saturday, 07/29/23 at 5:00 AM (HST) to 10:00 AM (HST) for system maintenance.

The maintenance will include:

  • Human Resources Portal
  • Employee Self Service (ESS)
  • Careers/Recruiting
  • New Hire Documents (EHS)

Please see below for the tentative System Down Schedule for 2023:

DateTime
July 29, 2023 (Saturday)5:00 AM (HST) – 10:00 AM (HST)
August 19, 2023 (Saturday)5:00 AM (HST) – 10:00 AM (HST)
September 30, 2023 (Saturday)5:00 AM (HST) – 10:00 AM (HST)
October 28, 2023 (Saturday)5:00 AM (HST) – 10:00 AM (HST)
November 25, 2023 (Saturday)5:00 AM (HST) – 10:00 AM (HST)
December 30, 2023 (Saturday)5:00 AM (HST) – 10:00 AM (HST)

We apologize for any inconveniences this may cause. This schedule is subject to change and a current announcement will be posted when the downtime is scheduled.

If you have any questions, please contact Taylor Sumi at (808) 956-6318 or [email protected].

IMPORTANT: TIAA Third-Party Data Security Incident

RCUH’s retirement plan provider TIAA has reported that a third-party vendor, Pension Benefit Information, LLC (“PBI”), was affected by the worldwide MOVEit security breach that occurred on or around May 31, 2023. PBI utilizes MOVEit to securely transfer files. Unfortunately, TIAA has confirmed that there are RCUH participants whose personal information was involved. Impacted individuals will receive a letter from PBI over the next few days that will have additional information. Although PBI is unaware of any identity theft or fraud as a result of this event at this time, PBI is offering free credit monitoring for 24 months.

Law enforcement has been notified by PBI, and TIAA Information Security experts are in close contact with the third-party vendor. TIAA stated that it is working diligently to address and remediate this incident as quickly as possible, and shared the update below:

What TIAA knows:

  • This incident involves the MOVEit Transfer software owned by Progress Software and used by our vendor, Pension Benefit Information, LLC (“PBI”).
  • PBI receives personal data of individual participants and clients and matches it against death notices and obituaries to assist TIAA in death claim and beneficiary processes.
  • Personal information from people at your institution is part of this incident: first and last name, address, date of birth, gender and Social Security Number.
  • No information was obtained from TIAA’s systems and TIAA systems are not threatened.
  • We have not observed any related unusual activity from this event involving TIAA accounts.
  • We have reviewed our systems and we are not susceptible to the security vulnerability associated with this security incident.

In the meantime, people should always remain attentive to the possibility of fraud and identity theft. Some of the steps that help protect online interactions include:

  • Enabling multifactor authentication everywhere it is available and not automatically provided. At TIAA, we provide it automatically.
  • Creating a unique password with 12 or more characters for each of their online accounts. Weak and compromised credentials are the most-used attack vector.
  • When you receive an email, stop and look for red flags. The best way to defend against phishing is to assume that every email is part of a phishing attack.
  • Be cautious of urgent requests. Cyberattacks are designed to catch you off guard and trigger you to click links impulsively.
  • Being wary of oversharing personal information online.
  • Being vigilant in spotting email and text phishing attacks, which urgently request personal information for claimed emergencies.
  • Keeping personal contact information current with financial institutions and reporting unusual balance activity immediately.
  • Regularly monitoring credit score and online accounts.
  • Using antivirus software for all devices and updating software, hardware and applications.
  • Securing home networks with unique passwords and setting up a unique PIN for mobile phone SIM cards.
  • Knowing how to report identity theft and cybersecurity incidents.
  • If you’d like to look into the risks and benefits of freezing your credit, visit: https://www.usa.gov/credit-freeze.

If you have additional questions, you may call TIAA at 1-800-842-2252, weekdays from 8:00 AM to 10:00 PM (Eastern Standard Time).

RCUH HR IMPORTANT: Administrative Leave for RCUH Employees on July 19, 2023 (County of Hawai‘i)

TO: All Principal Investigators employing RCUH Regular Salaried Employees working physically on Hawai‘i Island ONLY

Governor Josh Green issued a notice that State offices in the County of Hawai‘i will be closed on Wednesday, July 19, 2023 due to severe weather conditions. Non-emergency employees located on Hawai‘i Island shall be granted administrative leave. This notice provides Principal Investigators guidance for time reporting for your RCUH employees who work in the County of Hawai‘i.   

The following information is provided in order to clarify the work or leave status of employees:

  1. Employees who work on WEDNESDAY, JULY 19, 2023, shall be considered as having worked their normal day of work and shall not be granted equivalent time off at a later date.
  2. Employees who are on their scheduled day off shall not be granted equivalent time off at a later date.
  3. Employees who are on approved leaves should be continued on leave status without any adjustment to their leave records and shall not be granted equivalent time off at a later date.
  4. Hourly paid employees shall not be entitled to Administrative Leave.

Please refer to RCUH’s memo with further guidance for unforeseen disruptions in work schedules.

Time Reporting: On the RCUH eTimesheet, please report Administrative Leave hours using the Administrative Leave with Pay Code “ADM” available as a drop-down option on the “Leave/Other Codes” row.

Any questions regarding this memo may be addressed to Director of Human Resources Kira Higa at [email protected].

RCUH Fringe Benefits Schedule – Fiscal Year July 1, 2023 to June 30, 2024 (Update to Policy 3.510)


TO:                  All Principal Investigators and Fiscal Administrators

FROM:             Kira Higa, Director of Human Resources

SUBJECT:       RCUH Fringe Benefits Schedule – Fiscal Year July 1, 2023 to June 30, 2024

The Research Corporation of the University of Hawaiʻi (RCUH) is announcing updates to the RCUH Fringe Benefits Schedule for Fiscal Year July 1, 2023 to June 30, 2024. The following fringe rates have changed:

Fringe Benefit TypeFY22-23 Rate (July 1, 2022 through June 30, 2023)FY23-24 Rate *NEW (July 1, 2023 through June 30, 2024)
Vacation Payout Reserve  1.18%0.99%
Unused Sick Leave Payout Reserve0.27%0.16%
Unemployment Insurance Reserve0.79%0.36%

Please refer to the RCUH Policy 3.520 Health Plan for changes in HMSA premiums. There are no changes to Kaiser and HDS plan premiums.

The updated Fringe Benefits Schedule is posted on the RCUH Home Page > About > Policies & Procedures > Policy 3.510 Fringe Benefits.

RCUH HR IMPORTANT: June 16 – 30 eTimesheets DUE to RCUH HR by 12 noon Monday, July 3rd – EXPEDITED PAYROLL due to July 4th holiday

As a friendly reminder, RCUH employees and RCUH eTimesheet approvers, please be mindful of your internal eTimesheet deadline as this pay period the RCUH Payroll deadline is on Monday, July 3rd by 12 noon.  

This pay period, there will be a very short window of opportunity to handle last minute follow-ups since the RCUH Human Resources Department will need to confirm payroll by close of business Monday afternoon, July 3rd to ensure employees are paid timely on Friday, July 7th. Late submission of eTimesheets may result in possible delay with their pay.

Starting at 11 a.m. on Monday, July 3rd, RCUH HR will start following up with primary and secondary eTimesheet approvers via phone call and email to ensure all submitted eTimesheets are approved and processed. 

Your timeliness and cooperation on this matter are greatly appreciated.

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

Thank you. 

RCUH Payroll
Research Corporation of the University of Hawai’i (RCUH)
1601 East-West Road
Burns Hall 4th Floor, Makai Wing
Honolulu, HI 96848
Phone (808) 956-8900
Email: [email protected]

RCUH HR INFORMATION ONLY – Washington State Long Term Care Tax (WA Care Fund) – Collecting Premiums starting 06/30/2023 PPE

TO:  RCUH Employees working/residing in Washington State

Please be advised that commencing July 1, 2023, all RCUH employees who are residents of Washington State will be required to contribute into the Washington State Long Term Care Tax (WA Cares Fund) unless an exemption notification has been provided to RCUH Human Resources. This will appear as a payroll deduction starting with the 06/16/2023-06/30/2023 pay period (pay day on 07/07/2023).

For more information please refer to the following links: 

Previous RCUH Announcements regarding WA State Long Term Care Tax:

If you have any questions, please contact us at [email protected] or (808) 956-8900.

RCUH HR IMPORTANT — Now Available via HR Portal: Pay Award/Personnel Action Form (PA/PAF): Deadline to submit is July 10, 2023

Attention:       Principal Investigators, Project Administrators, and Fiscal Administrators

The online Pay Award/Personnel Action Form (PA/PAF) is now available via the Human Resources Portal through Monday, July 10, 2023.

This is the second step in the annual performance evaluation period process to elect to provide the pay award/adjustments. Please note this is only applicable for those who submitted performance evaluations by the deadline and are providing their eligible employees with pay adjustment (increase to base salary) or award (one-time payment).

Principal Investigators must complete and submit the PA/PAF no later than 4:30 P.M. on Monday, July 10th. Employees will see the pay award or pay adjustment reflected on their pay statement on July 21st (pay day for the pay period July 1-15, 2023).

To access the online PA/PAF:

  1. Log in to the Human Resources Portal
  2. Click on “Manage Employees” Tab
  3. Click on “Annual Pay Awards (PA/PAF)”
  4. A copy of the 2023 RCUH Pay Guidelines will be available for reference. You will only be able to initiate pay awards or pay adjustments for employees who meet the eligibility requirements.

If you have any questions or have difficulty accessing the PA/PAF, please contact one of the RCUH Human Resources staff via phone (808-956-3100) or email:

RCUH HR IMPORTANT – RCUH Human Resources Online Systems Down Saturday, 06/24/23 5:00 AM to 10:00 AM

All RCUH Human Resources online systems will be down on Saturday, 06/24/23 at 5:00 AM (HST) to 10:00 AM (HST) for system maintenance.

The maintenance will include:

  • Human Resources Portal
  • Employee Self Service (ESS)
  • Careers/Recruiting
  • New Hire Documents (EHS)

Please see below for the tentative System Down Schedule for 2023:

DateTime
June 24, 2023 (Saturday)5:00 AM (HST) – 10:00 AM (HST)
July 29, 2023 (Saturday)5:00 AM (HST) – 10:00 AM (HST)
August 26, 2023 (Saturday)5:00 AM (HST) – 10:00 AM (HST)
September 30, 2023 (Saturday)5:00 AM (HST) – 10:00 AM (HST)
October 28, 2023 (Saturday)5:00 AM (HST) – 10:00 AM (HST)
November 25, 2023 (Saturday)5:00 AM (HST) – 10:00 AM (HST)
December 30, 2023 (Saturday)5:00 AM (HST) – 10:00 AM (HST)

We apologize for any inconveniences this may cause. This schedule is subject to change and a current announcement will be posted when the downtime is scheduled.

If you have any questions, please contact Taylor Sumi at (808) 956-6318 or [email protected].