TO: Principal Investigators and Project/Program Managers

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]

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 May 1-15, 2015 Timesheet
PAYROLL Deadline is May 18, 2015 noon
Payday for this timesheet is May 22, 2015

Next Announcement: May 16 (May 16-31)

REMINDER: RCUH’s 2015-2016 Benefit Open Enrollment Sessions – SIGN UP TODAY!

To: All RCUH Regular 50-100% FTE Employees

The Annual RCUH Benefits Open Enrollment Period (BOEP) is here. BOEP Forms/Documents were sent out to all RCUH benefits-eligible employees on Monday, April 20, 2015, via email and postal mail. If you have not received your packet, please contact us via email [email protected] to request for a duplicate packet. Please review ALL of the materials provided.

If you have not already signed up for an Open Enrollment Session and are interested in attending, please see below for information on the upcoming open enrollment sessions and SIGN UP TODAY:

Date	Time	Location
Monday, May 4, 2015	10:00 am to 12:00 pm	Big Island – UH Hilo, IFA Auditorium, Room 131
	1:30 pm to 3:30 pm
Tuesday, May 5, 2015	10:00 am to 12:00 pm	Oahu – Kaka’ako, JABSOM Auditorium MEB 315
	2:00 pm to 4:00 pm	Oahu – UH Manoa, Kuykendall Auditorium
Wednesday, May 6, 2015	10:00 am to 12:00 pm	Kauai – Kauai CC, OSC 207
	1:30 pm to 3:30 pm
Thursday, May 7, 2015	10:00 am to 12:00 pm	Oahu – UH Manoa, Kuykendall Auditorium
	1:30 pm to 3:30 pm	Oahu – Kaka’ako, JABSOM Auditorium MEB 315
Friday, May 8, 2015	10:00 am to 12:00 pm	Maui – UH Maui College, Ka’aike 109
	1:30 pm to 3:30 pm

• NEW! AGENDA at each Enrollment Session:
  1^ST Hour – Carrier Presentation / Question & Answers
  2^ND Hour – Carrier Website Capabilities & Resources / Question & Answers with Carriers
• UPDATE: Prize Drawings this year have been cancelled.

During open enrollment, you can make changes to your existing health plans and/or add on dependents. During our open enrollment sessions, we will be announcing plan changes, changes to cost of health/dental plan premiums, and online capabilities/resources from each carrier.

IMPORTANT UPCOMING DATES TO REMEMBER
April 20-24, 2015	Check your emails or postal mail for your Open Enrollment Information Packet & Personal Benefits Statement
May 18, 2015	DEADLINE for Benefits Enrollment/Change Election Forms
June 23, 2015	FINAL DEADLINE for changes to any discrepancies/ errors to your originally submitted Open Enrollment benefits election(s)
July 1, 2015	Start date of Benefits Enrollment/Changes

We look forward to your attendance in our upcoming sessions. If you have any questions, please email RCUH Benefits at [email protected].

Open Enrollment sessions are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, please contact us via email at [email protected]at least one week prior to the enrollment session.

An additional training session has been scheduled for all Principal Investigators, Supervisors, and Administrative Staff and will be conducted by RCUH Human Resources to review/discuss the process and guidelines for the 2015 Annual Performance Evaluations. We encourage all PIs, Supervisors, and Administrative Staff to attend this training session. The schedule of training session is as follows:

ISLAND	LOCATION	DATE	TIME
Oahu	Kaka’ako-JABSOM JABSOM Auditorium MEB 315	Tuesday, May 5, 2015	2:00pm – 4:00pm

To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page.

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

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
May 18, 2015	Institute for Astronomy, Room 131 Hilo, HI	9:00am – 4:00pm
May 19, 2015	Institute for Astronomy, Room 131 Hilo, HI	9:00am – 4:00pm
May 20, 2015	Institute for Astronomy, Room 131 Hilo, HI	9:00am – 4:00pm

To schedule an appointment, please use our secure Web site at:
http://www.tiaa-cref.org/schedulenow

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 Cheyane Kamai at (808) 956-2326 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
May 12, 2015	JABSOM, Medical Education Building, Room 105	9:00am – 4:00pm
May 13, 2015	JABSOM, Medical Education Building, Room 105	9:00am – 4:00pm

To schedule an appointment, please use our secure Web site at:

http://www.tiaa-cref.org/schedulenow

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 Cheyane Kamai at (808) 956-2326 or email [email protected] at least one week prior to the session.

EARLY PAF DEADLINE AND EXTENDED ESS BLACKOUT PERIOD FOR 4/30/15 PPE AND 5/15/15 PPE

In an effort to test the upcoming ePersonnel Action Form (ePAF) in the RCUH HR system, there will be an earlier PAF Deadline and an extended ESS Blackout Period for the 4/30/15 and 5/15/15 pay period endings. Below are the details of the changes:

 

4/30/15 PPE	Original	New
PAF Deadline	4/24/15	4/23/15
Extended Blackout Period	4/13/15-4/20/15	4/13/15-4/23/15

 

5/15/15 PPE	Original	New
PAF Deadline	5/11/15	5/8/15
Extended Blackout Period	4/28/15-5/5/15	4/28/15-5/8/15

 

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

 

RCUH’s 2015-2016 BENEFIT OPEN ENROLLMENT SESSIONS

RCUH’s 2015-2016 Benefit Open Enrollment Meetings have been finalized.

 

During this time, we will be announcing existing plan changes, changes to cost of premiums, and online resources. You will be able to make changes to your existing health plans and add on dependents.

 

Please see below for information on the upcoming enrollment sessions:

 

 

We are excited to announce the following new features for this year’s Open Enrollment Sessions:

• NEW!  AGENDA at each Enrollment Session:

1^ST Hour – Carrier Presentation / Question & Answers
2^ND Hour – Carrier Website Capabilities & Resources / Question &  Answers with Carriers

• Prize Drawings for those who attend the Sessions 

To sign up for enrollment sessions, click on RCUH Training Enrollment located on the RCUH home web page.

 

We will be providing you with your Open Enrollment informational packets via email or postal mail (if no email specified) during the week of April 20, 2015. Please refer to upcoming key dates listed below:

 

 

We look forward to your attendance in our upcoming sessions. If you have any questions, please email RCUH Benefits at [email protected].

 

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

FLEXIBLE SPENDING PLAN – Plan Year July 1, 2014-June 30, 2015 Reimbursements

There are 2 MONTHS LEFT to utilize your current Flexible Spending Plan Accounts (Medical Expense Reimbursement & Dependent Care Expense Accounts).  The end of the current Flexible Spending Plan Year is quickly approaching (June 30, 2015).  Services must be incurred during the plan year ending June 30, 2015.   Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS). 

 

All employees should submit their reimbursement forms to National Benefits Services (NBS) in a timely manner. Services MUST be incurred by June 30, 2015. However, you have ninety (90) days after this date to submit your reimbursement forms with ALL supporting documentation (ex. receipts, contracts) required. For more information on eligible services, claims reimbursement process, etc. visit the NBS website at http://nbsbenefits.com/ (“Flexible Benefit Plans” section).

 

You may contact National Benefit Services (NBS) at 1(800) 274-0503 to obtain an updated status of your account.  Claims for reimbursements can be faxed to (800) 478-1528, mailed to National Benefit Services, LLC P.O. Box 6980, West Jordan, UT 84084, emailed to [email protected] or uploaded via the Participant Website at https://www.nationalbenefitservices.com/.

 

RCUH GROUP BENEFITS ENROLLMENT/CHANGE APPLICATION FORM (FORM B-5) NO LONGER VALID – REVISED FORMS NOW AVAILABLE FOR USE

Effective immediately, the RCUH Group Benefits Enrollment/Change Application Form will no longer be used to process Group Health, Group Flexible Spending, and Group Life Beneficiary enrollments or changes. This form has been replaced by the following three (3) forms:

• B-5F Group Flexible Spending Enrollment Change Form B-5F Rev 03-02-15
• B-5H Group Health Enrollment Change Form B-5H Rev 03-02-15
• B-5L Group Life Insurance Beneficiary Form B-5L Rev. 04-07-15

Please also reference the full version of the respective policy below as we made minor changes:

• Policy No. 3.520 RCUH Health Plans
• Policy No. 3.530 RCUH Flexible Spending Plan 
• Policy No. 3.540 RCUH Group Life Insurance

Forms may be submitted via email to [email protected] or fax (808) 956-5022.

 

RCUH – TIAA-CREF NEW ONLINE TOOLS AND RESOURCES

TIAA-CREF, RCUH’s third-party administrator for retirement plans, Group Retirement Annuity (GRA) and Supplemental Retirement Annuity (SRA), provides new online tools and resources for you to obtain further guidance and information on your retirement plan(s) through webinars.

The following are the webinar links:
1.    Online Tools:  Connect to Financial Clarity
2.    Online Tools:  Other Financial Essential Webinars

The above links are also referenced in our 3.560 RCUH Retirement Plans Policy.  Please take advantage of these online resources to benefit you and your retirement goals.

Should you have any questions, please contact RCUH Human Resources Department via email at [email protected].

 

REQUEST FOR DEPENDENTS SOCIAL SECURITY NUMBERS VIA ENCRYPTED EMAIL – COMPLIANCE WITH THE AFFORDABLE CARE ACT

RCUH Human Resources will be contacting active RCUH employees who have group health coverage through RCUH for themselves and a family member(s) via email who did not provide their dependents social security number(s). This email is a secured request for information through our encrypted email system.

 

Why am I being asked for this information? The information being requested is required to comply with regulations set forth under the Affordable Care Act (ACA) for Individual and Employer Mandates relating to Minimum Essential Coverage (click link below for more information). The encrypted email(s) will be sent on Friday March 27, 2015.  Please respond no later than Friday, April 10, 2015 via the encrypted email to protect the information we are requesting. We ask that you not delay in responding to this information request.

 

For Further Information:

IRS FAQ for ACA Compliance

 

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

 

IMPORTANT DATES TO REMEMBER (MAY 2015)

 

5/1/15	Payroll Deadline Noon
5/7/15	Pay Day
5/7/15 – 5/11/15	HR AMP Web Time Preview #1
5/11/15	PAF Deadline
5/12/15	HR AMP Deadline
5/12/15 – 5/13/15	HR AMP Web Time Preview #2
5/13/15 – 5/20/15	ESS Blackout Period
5/14/15 – 5/18/15	HR AMP Web Time Reporting Period
5/18/15	Payroll Deadline Noon
5/20/15 – 5/25/15	HR AMP Web Time Preview #1
5/22/15	Pay Day
5/22/15	PAF Deadline
5/25/15	Holiday – Memorial Day
5/26/15	HR AMP Deadline
5/26/15 – 5/27/15	HR AMP Web Time Preview #2
5/27/15 – 6/3/15	ESS Blackout Period
5/28/15 – 6/1/15	HR AMP Web Time Reporting Period

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TIMESHEETS FOR THE MONTH OF MAY-JUNE

May 1-15, 2015

May 16-31, 2015

June 1-15, 2015

June 16-30, 2015

 

PRINCIPAL INVESTIGATOR’S CORNER

 

Annual Performance Evaluation Training

Annual Performance Evaluations are due soon!  Training sessions have been scheduled for all Principal Investigators, Supervisors, and Administrative Staff and will be conducted by RCUH Human Resources to review/discuss the process and guidelines for the 2015 Annual Performance Evaluations.  We encourage all PIs, Supervisors, and Administrative Staff to attend this training session.  The schedule of training sessions is as follows:

 

ISLAND	LOCATION	DATE	TIME
Maui	UH Maui College Kalama 103 310 Ka’ahumanu Avenue	Friday, April 24, 2015	9:30am – 11:30am and 1:30pm – 3:30pm

 

To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page.

EMPLOYEMENT ELIGIBILITY VERIFICATION FORM (FORM 1-9) – RCUH INSTRUCTIONAL VIDEOS NOW AVAILABLE

For all new RCUH employees, federal law requires employers to complete Form I-9 in person with the new hire. We understand that Form I-9 is not a simple form to understand and complete without proper examples and instruction. Therefore, we have created RCUH Form I-9 instructional videos and samples (good vs. bad examples) for reference when completing Form I-9 with your new hires. We have incorporated the links below into RCUH Policy 3.236 RCUH New Hire Document Processing:

• Form I-9
• Completing Section 1 of Form I-9
• Completing Section 2 of Form I-9
• Form I-9 Section 1 Sample
• Form I-9 Section 2 Sample

Contact Christopher Fabian at (808) 956-7307 [email protected] if you have any questions or need further assistance in completing Form I-9.

 

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.

 

 

TO: All RCUH Principal Investigators & Employees
FROM: RCUH Human Resources
SUBJECT: RCUH Group Benefits Enrollment/Change Application Form (Form B-5) no longer valid – REVISED FORMS NOW AVAILABLE FOR USE

Effective immediately, the RCUH Group Benefits Enrollment/Change Application Form will no longer be used to process Group Health, Group Flexible Spending, and Group Life Beneficiary enrollments or changes. This form has been replaced by the following three (3) forms:

• B-5F Group Flexible Spending Enrollment Change Form B-5F Rev 03-02-15
• B-5H Group Health Enrollment Change Form B-5H Rev 03-02-15
• B-5L Group Life Insurance Beneficiary Form B-5L Rev. 04-07-15

Please also reference the full version of the respective policy below as we made minor changes:

• Policy No. 3.520 RCUH Health Plans
• Policy No. 3.530 RCUH Flexible Spending Plan
• Policy No. 3.540 RCUH Group Life Insurance

Forms may be submitted via email to [email protected] or fax (808) 956-5022.

If you have any questions, please call (808) 956-3100.

In an effort to test the upcoming ePersonnel Action Form (ePAF) in the RCUH HR system, there will be an earlier PAF Deadline and an extended ESS Blackout Period for the 4/30/15 and 5/15/15 pay period endings. Below are the details of the changes:

4/30/15 PPE	Original	New
PAF Deadline	4/24/15	4/23/15
Extended Blackout Period	4/13/15-4/20/15	4/13/15-4/23/15

 

5/15/15 PPE	Original	New
PAF Deadline	5/11/15	5/8/15
Extended Blackout Period	4/28/15-5/5/15	4/28/15-5/8/15

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: All Regular-Status Employees who are enrolled in Flexible Spending Plan Accounts

There are two (2) months left to utilize your current Flexible Spending Plan Accounts (Medical Expense Reimbursement & Dependent Care Expense Accounts). The end of the current Flexible Spending Plan Year is quickly approaching (June 30, 2015). Services must be incurred during the plan year ending June 30, 2015.Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS).

All employees should submit their reimbursement forms to National Benefit Services (NBS) in a timely manner. Services MUST be incurred by June 30, 2015. However, you have ninety (90) days after this date to submit your reimbursement forms with ALL supporting documentation (i.e. receipts, contracts) required.

In order to claim/submit for reimbursements, you need to complete the NBS reimbursement form and submit it along with a copy of your receipt(s) to National Benefits Services 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 forms from the NBS website.