TO:                 Principal Investigators, Supervisors, and Project Administrators

This is a reminder that the 2023 Performance Evaluations are due by Friday, June 16, 2023.

Click here to access the form:
RCUH Performance Evaluation Form

Please submit Performance Evaluations via Project electronic upload (eUpload) feature in the HR Portal. Instructions for submitting the evaluations via eUpload can be found here. Pursuant to 3.410 RCUH 12-Month/Needs Based Performance Evaluations, all Regular-Status employees must receive an Annual Performance Evaluation.

The online PA/PAF (Pay Award/Personnel Action Form) to submit pay actions (award or adjustment) will be available via HR Portal from June 26 through July 10 for an effective date of July 1, 2023. We will provide an update once this is available.

Note for projects that follow the Federal fiscal year: The evaluation period is October 1, 2022 through September 30, 2023. A second round of the online PA/PAF application will be available in September for pay increases or one-time payments with an effective date of October 1, 2023. Additional information regarding deadlines and timelines will be provided at a later date.

Please contact RCUH Human Resources if you have any questions regarding the Performance Evaluation process at (808) 956-3100 or [email protected].

Attachments: Submitting Annual Performance Evaluation Forms via RCUH HR Portal eUpload

All RCUH Human Resources online systems will be down on Saturday, 06/10/23 at 4:00 AM (HST) to 9:00 AM (HST) for system maintenance.

This will include:

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

We apologize for any inconveniences this may cause.

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

The RCUH Benefit Open Enrollment period has closed and all change forms submitted and received during the Open Enrollment period have been processed. Health insurance and flexible spending account (FSA) FY 2024 plan year starts on July 1, 2023 through June 30, 2024.

During the plan year, mid-year changes and enrollments are not allowable unless you experience a qualified life event (e.g., marriage, divorce, birth of child, etc.).

Confirm your Benefits Enrollment/Changes (effective date: 07/01/2023):

You may find your current medical and/or dental election and monthly premiums in your RCUH Employee Self Service Portal > Benefits > Benefits Summary page.

Please use the effective date: 07/01/2023 to check your new plan year enrollments/changes.

Health Insurance Premiums:

Monthly health insurance premiums are collected once a month during the second pay period of the month for the next month’s premium. July 2023 medical and dental premiums (at the new Plan Year 2023-24 Rates) are collected during the June 16 – 30 pay period (pay day: July 7th).

Health Insurance Plan Documents and Cards:

Health insurance plan documents (Plan Year 23-24) are available here:

• HMSA Comprehensive Medical Basic Plan (PPO)
• HMSA Comprehensive Medical Plan (PPO)
• HMSA Preferred Provider Plan (PPO)
• HMSA HMO Standard
• Kaiser HMO Standard – Plan A
• Kaiser HMO Comprehensive – Plan B
• Hawaii Dental Service

All new enrollees should expect to receive medical and dental cards mailed to their mailing address on file with RCUH no later than July 1st. All HMSA enrollees should expect to receive a new card this year due to the implementation of a new vision benefit vendor.

If you wish to request a new card at any time, please contact the respective vendor:
• Hawaii Dental Service
• HMSA
• Kaiser

Flexible Spending Accounts (FSA): Healthcare and Dependent Care

For those enrolled in Plan Year 22-23 (July 1, 2022 to June 30, 2023) FSA Healthcare and FSA Dependent Care accounts, your plan year is ending soon and all remaining balances as of June 30, 2023 will be forfeited. Please remember to spend down your balance by June 30, 2023. You will have 90 days (September 28, 2023) to submit any receipts for reimbursement to NBS to avoid forfeiture.

For those who are newly enrolled or re-enrolled in Plan Year 23-24 (July 1, 2023 to June 30, 2023) FSA Healthcare and FSA Dependent Care accounts, your plan will start on July 1, 2023. If you are a new enrollee in to the FSA Healthcare account or if your current card is expired, please expect to receive a new card mailed to your address on file with RCUH by July 1st. Please be aware that this card comes in a plain nondescript envelope.

You can find resources to access your FSA account balances in the NBS website and additional resources here:
NBS Web Portal: Accessing your online account
NBS Mobile App Instructions

Questions?
Contact RCUH Employee Benefits section at: [email protected].

To: Principal Investigators, Supervisors, Project Staff, and Employees

Hurricane season takes place from June 1 to November 30. In preparation, please reference the memo with guidance related to unforeseen disruption in work schedules (e.g., prolonged power outages, natural disasters).

All RCUH Human Resources online systems will be down on Saturday, 05/27/23 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:

Date	Time
May 27, 2023 (Saturday)	5:00 AM (HST) – 10:00 AM (HST)
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].

All RCUH Human Resources online systems will be down on Saturday, 04/29/23 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:

Date	Time
April 29, 2023 (Saturday)	5:00 AM (HST) – 10:00 AM (HST)
May 27, 2023 (Saturday)	5:00 AM (HST) – 10:00 AM (HST)
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].

The RCUH Employee Benefit Open Enrollment (OE) Election Period starts today, April 26 through May 17, 2023. All changes will be effective July 1, 2023.

Please access all Open Enrollment forms and materials (rate sheet, summary of benefits, comparison documents, FAQ, etc.) at the following link: 2023-2024 RCUH Open Enrollment Page

What’s new this year:

a. HMSA: In an effort to simplify our medical insurance offerings, the HMSA Health Plan Hawaii Basic plan will no longer be a plan option effective July 1, 2023. Current enrollees have been contacted under separate cover and will be transitioned to an alternate medical plan. HMSA Health Plan Hawaii Plus has been renamed to HMSA HMO for increased transparency and at-a-glance understanding. HMSA’s new vision plan administrator will be EyeMed. This will be effective July 1, 2023 for RCUH Employees.

b. Kaiser: Kaiser Plan A has been renamed to Kaiser HMO Standard – Plan A and Kaiser Plan B has been renamed to Kaiser HMO Comprehensive – Plan B. Addition of Acupuncture, Massage Therapy, and Naturopathy to the existing Chiropractic rider (CAM+N) (Acupuncture, Massage Therapy, and Naturopathy)  

c. HDS: no changes

4. Introduction of eWaiver Form via the Employee Self-Service eUpload link

IMPORTANT: As a condition of employment or continued employment, an employee deemed eligible for the RCUH health insurance must either elect or waive health insurance coverage. All employees waiving medical coverage are required to submit an eWaiver as an acknowledgment of the offer of health insurance and agreement that they are opting to waive coverage each plan year.

What you can do during Open Enrollment:

This is your opportunity to elect, waive, or change certain benefit elections for the upcoming plan year (July 1, 2023 to June 30, 2024). Mid-year changes and enrollments are not allowable unless you experience a qualified life event (e.g., marriage, divorce, birth of a child, etc.) and submit within the 30-day deadline.

REMINDERS:

• If you are currently enrolled in health insurance and have no changes to your coverage (and will not be enrolling into FSA), no action is needed.
• Please note that unlike health plans, you must re-enroll in a Flexible Spending Accounts (FSA) Healthcare and Dependent Care each plan year. If you are currently enrolled in the Flexible Spending Healthcare or Dependent Care Account and you wish to continue your benefit, you must submit a new enrollment form for the new plan year (July 1, 2023 – June 30, 2024) as plan elections do not rollover.
• 2022-2023 FSA Use or Lose reminder – If you are currently enrolled in an FSA Healthcare or FSA Dependent Care benefit, any remaining funds must be spent by June 30, 2023 or they will be forfeited. You will have until September 28, 2023 to submit any remaining receipts (of any funds spent before or on June 30, 2023) to NBS.  
• Please ensure your mailing address is correct on the Employee Self-Service. This is where your health/FSA cards (if applicable) will be mailed. You should plan to receive your cards no later than July 1^st.

Questions?

Contact the RCUH Employee Benefits section to discuss your questions or concerns about Open Enrollment.

Email: [email protected]

Phone: (808) 956-2326 or (808) 956-6979

For Employee Self-Service (ESS) Password Resets and eUpload Assistance, contact RCUH HR Help Desk:

Email: [email protected]

Phone: (808) 956-8900

Contact vendors directly with questions regarding specific coverage questions or current claims:

Hawaii Dental Service (HDS) Member Services: (808) 529-9248

HMSA Preferred Provider Plan & Comprehensive Medical Plans: (808) 948-6111

HMSA Health Plan Hawai’i HMO (808) 948-6372

Kaiser Member Services: (808) 432-5955

National Benefits Services (NBS) Flexible Spending Account Member Services: (855) 399-3035

TO:                 Principal Investigators, Supervisors, and Project Administrators

The 2023 RCUH Performance Evaluation Form is now available online. Click here to access the form:

• RCUH Performance Evaluation Form

Pursuant to 3.410 RCUH 12-Month/Needs Based Performance Evaluations, all Regular-Status employees must receive an Annual Performance Evaluation.

Overview of Changes to the Performance Evaluation Form:

• More user friendly (e.g., ability to tab to the next field to complete)
• Employees that receive a “0” (Unsatisfactory) score in any category will not equate the Total Score to “0”. The Total Score will be a true average of all scores received in the Performance Competencies categories.
• Employees must indicate if all mandatory trainings and/or requirements have been completed as defined in their job description. NOTE: The EEO/Sexual Harassment Prevention Course and Workplace Violence Prevention Course will be updated on April 21, 2023. For those with employees who are NOT in compliance, please ask them to complete the training after this update.  

Submission of Performance Evaluations: Please submit Performance Evaluations via Project electronic upload (eUpload) feature in the HR Portal. Instructions for submitting the evaluations via eUpload are attached.

Deadline to submit Performance Evaluations: June 16, 2023 (Friday)

Note for projects that follow the Federal fiscal year: The evaluation period is October 1, 2022 through September 30, 2023. If possible, we encourage your project to complete and submit evaluations by the June 16^th deadline. A second round of the online PA/PAF application will be available in September for pay increases or one-time payments with an effective date of October 1, 2023. Additional information will be provided at a later date.

Performance management (e.g., planning, coaching, evaluating, addressing performance issues) is an essential part of a supervisor’s responsibilities.  Performance evaluations are used as a tool to measure an employee’s performance, provide valuable feedback and suggestions for improvement, and motivate employees for growth and/or career advancement.

There is no “one size fits all” solution for effective performance management. If you’d like to receive custom performance management training for your project, please contact Kira Higa, Director of Human Resources at [email protected].

Please contact RCUH Human Resources if you have any questions regarding the Performance Evaluation process at (808) 956-3100 or [email protected].