Research Corporation of the University of Hawaiʻi

RCUH HUMAN RESOURCES HR PORTAL USER GUIDE
Updated January 2017
Research Corporation of the University of Hawai`i Human Resources Department – [email protected] – (808) 956-3100
RCUH Human Resources HR Portal User Guide Table of Contents
Part A: Overview
Section 1: Transactions, Rules, and Features Section 2: Acronyms and Features
Section 3: General Guidelines
Section 4: Logging in to the HR Portal Section 5: Navigating the System
Part B: Recruitment & Employment I
Section 6: Non-Recruited Hires
Part C: Recruitment & Employment II
Section 7: Position Requests and Recruitment
Section 8: Applicant Review and Selection Summaries (ARSS)
Part D: Payroll
Section 9: Payroll and Online Timesheets
Part E: HR Information Systems I
Section 10: Employee Changes
10A – PROJECT CHANGES
10B – FTE CHANGES
10C – PAY RATE CHANGES
10D – LEAVE OF ABSENCE (LOA)
10E – DISTRIBUTION CODE (DC)
10F – PAY AWARD/PERSONNEL ACTION FORM (PA/PAF)
Part F: HR Information Systems II
Section 11: Retroactive Project Changes
Section 12: Termination of Employment
Part G: Addendum
Section 13: Addendum – Generating Attachment B
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SECTION 1. TRANSACTIONS, RULES, AND FEATURES
AVAILABLE TRANSACTIONS
 Request recruitments for Regular and Non-Recruited positions.
 Review of Applicants’ resumes and supporting documentation for
regular positions.
 Ranking and selection/recommendation of applicants.
 Request for Temporary, Student, Intermittent, Relief (ship crew) hires that do not require recruitments under RCUH policies.
 Retroactive Changes to Project Number(s) and/or percentage of charge
 ePAF: Changes to Project Number(s) and/or percentage of charge, FTE Changes, Termination of Employees, Pay Rate Changes, Leave of Absence, Distribution Code Changes.
Transactions that CANNOT be Processed Online (must be done via paper form):
Promotion/Reclassifications/Position Title Changes Extension of Temporary Employment
Change in Principal Investigator (PI)
IMPORTANT: All transactions that can be processed online must be
processed online. Any paper forms received by our office will be
RETURNED to the project if the transaction can be processed online.
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SECTION 1. TRANSACTIONS, RULES, AND FEATURES
Figure 1.1. HR Operational Flow
1) www.RCUH.com
11) Replacing a Vacant Position
2) Creating a Regular RCUH Position
10) Termination of Employment
9) PA/PAF
8) ePAF: Project/Account Changes, Allocation Changes, FTE Changes
3) Position Requisition and Recruitment
4) Applicant Screening / Review
5) Selection, Review and Authorization to Hire
7) Electronic Hiring System (EHS)
6) Hiring Non- Recruited Employees
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SECTION 1. TRANSACTIONS, RULES, AND FEATURES
1.2. RULES & FEATURES
Figure 1.2.
Feature/Rule Description/Purpose
Deleting Row of Data
You may delete multiple rows of data where applicable by clicking on the – button where it appears in the different applications.
Adding Row of Data
Multiple rows of data may be inserted where applicable by clicking on the + button where it appears in the different applications.
STEPS:
After completing the authorization, you may go to the Transaction List where the Status of the transaction will move to the next level (i.e., for Project Number changes, if the PI approves the transaction, the status changes to “Pend FO” indicating that the Fiscal Officer must now review/approve the action).
1. Click on the button on the last panel of the application to authorize the transaction. Select the appropriate drop down function (e.g. Initiator, Principal Investigator, or Fiscal Officer) and select “Approve” from the Drop Down List.
2. Click on the button at bottom of the Authorization panel.
3. VERY IMPORTANT: Click on button. If you do not SAVE your
authorization before exiting the action, your action will not be approved in the system.
Blank box indicates “No” answer to specific field description. Click on blank box and Check Box appears in box to indicate “Yes” answer to the field description. (Ex., Project changes – GL
Transaction)
Drop Down List
Indicates that you must pick from a list of valid values. Click on the down arrow to review the options. (Ex., “Employee class”)

F11
Press the function key on your keyboard to maximize the application on your screen. F11 (Function Key) F11 takes away the URL line from your browser so you can see more of the application.
To restore back, press F11 again.
Look Up (“Search”) Icon
Look up icon signified by a magnifying glass allows you to search for existing values (ex., Employee ID#, Project #, etc.). This feature allows you to narrow the options of valid values by searching by key fields (I.e., search for Employee by typing in last name or job title).
New Window Click on this link to allow you to keep current application (window) open and open a new application/window. Located at top-right of page.
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SECTION 1. TRANSACTIONS, RULES, AND FEATURES
Save Icon
Sign out Link
Underscored Text
View All Link View ##
View First
View Last
Grayed or Suppressed Fields
Panel Heading Tabs
1) Click on to save your work in progress and final work after approving the action. If you do not SAVE and you lose connectivity (e.g., power outage, browser outage, network problems, etc.), your work will be lost and you must start again.
2) Clicking on will also provide you with a transaction error message for invalid or incorrect data, if applicable. While the system is processing the data you entered, a blinking message will appear on the top right corner of the panel “PROCESSING”. Once the SAVE is completed, the message will change to “SAVED”.
RCUH Human Resources provides the confidential Operator (“User”) ID and Password used to log on to the System.
Exit the System by clicking on Sign Out (located on blue bar at top right hand-corner of the screen).
Underscored text indicates that it is link. Click on the link to navigate to the described position in the application.
View All option appears when multiple rows of data exists but are not displayed on panel. Click on View All to view all rows of data.
View ## option appears when multiple rows of data exists but are not displayed on panel. Click on View ## to view first ## rows of data (e.g., Transaction List specifies “View 12” – click on this option and it will display first 12 rows of data/transactions)
View First option appears when multiple rows of data exists but are not displayed on panel. Click on View First and it will display the first transaction. Also navigate by clicking on arrows (backwards) or (forwards).
View Last option appears when multiple rows of data exists but are not displayed on panel. Click on View Last and it will display the last transaction. Also navigate by clicking on arrows (backwards) or (forwards).
When a field is grayed or suppressed in appearance, you are NOT able to make changes to that field. For user convenience, the System includes many system-defined values which cannot be changed through the System.
Tabs indicate the number of panels to an application. Each tab has a brief description of the panel fields. You may navigate between different panels within a transaction by clicking on the Tab.
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SECTION 2. ACRONYMS AND TERMS WITH DEFINITIONS
Ab/Sk “Abilities and Skills” – One of the criteria to rank applicants on Application Review/Selection summary (ARSS)
Approved RCUH has approved the transaction
Allocation Percentage to charge employee’s salaries/fringes to per
individual project number
ARSS Applicant Review and Selection Summary consists of four sections: (1) applicant ranking based on resume and
supporting documents only, (2) interview scoring and selection of applicant for hire, (3) Details panel identifying tentative hire date, pay rate, etc., (4) Authorization of PI and RCUH
Attachment B Authorization to acquire RCUH Employees – Required for all newly created and additional UH Project positions. This
document allows UH Projects’ positions to be recruited through and employed by the RCUH and must be approved by the UH Office of HR BEFORE a position requisition is initiated through the RCUH
Des Q “Desirable Qualifications” – One of the criteria to rank applicants on Applicant Review/Selection Summary (ARSS)
DC Distribution Code – Identifies individual projects within larger schools/programs, mainly for payroll/timesheet processing
and security
Edu “Education” – One of the criteria to rank applicants on Application Review/Selection Summary (ARSS)
eJV Retroactive Project change
Empl Class Employee Class (Regular, Temporary, Intermittent, Student,
Relief (ship crew))
Empl Type Employee Type (Salaried or Hourly)
ePAF Electronic Personnel Action Form
Exp “Experience” – One of the criteria to rank applicants on
Applicant Review/Selection Summary (ARSS)
FA Fiscal Administrator (Designated Finance individual that authorizes the funds being used)
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SECTION 2. ACRONYMS AND TERMS WITH DEFINITIONS
FTE Full Time Equivalency – Percentage of a 40-hour work week that an employee works (based on 100% scale, example 1.00 = 40 hrs/wk = Full-time)
Initiated System action that has been initiated (saved) but not approved at any level of authorization
Know “Knowledge” – One of the criteria to rank applicants on Applicant Review/Selection Summary (ARSS)
LOA Leave of Absence
Non-Recruited Non-Recruited Hires (Temporary, Student, Intermittent, or
Relief (ship crew) employees)
OHR University of Hawai’i Office of Human Resources – Approves/Denies Attachment B requests (form that allows UH service ordered projects to recruit/hire regular positions through RCUH)
OT Overtime (time worked in excess of 40 hours / work week). Non-exempt employees only
PA/PAF Pay Award / Personnel Action Form
PAF Personnel Action Form – Paper form submitted by the project
requesting actions NOT available through ePAF
Payroll Fringe % Percentage to charge employee’s salaries/fringes to per individual project number
Pending Pending Pending Pending
FA Transaction that is pending your FA’s approval
PI Transaction that is pending your PI’s approval
RCUH Transaction that is pending RCUH’s review/approval
Supervisory or Above Transaction that is pending your PI or supervisor’s approval
PI Principal Investigator
Pos Req Position Requisition (recruitment actions)
PP Pay Period – There are two pay periods in a month (1st – 15th and 16th – 31st) and 24 pay periods in a year
PRF Position Requisition Form (paper form previously used to request recruitments prior to the System)
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SECTION 2. ACRONYMS AND TERMS WITH DEFINITIONS
Project Distribution Project Number (8 digits, 1st four digits is for Budget Category Payroll (Salary), 2nd four digits is for Budget
Category Fringe)
Task List Transaction List – Identifies transactions that have been initiated by the project
Vac Bal Employee’s Vacation Balance
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SECTION 3. GENERAL GUIDELINES
A. The Principal Investigator (PI) is ultimately responsible for certifying accuracy & authenticity of ALL transactions & time reporting processed for employees, regardless of additional authorizations granted to staff members (ex., Supervisory Authority, Admin Authority, & Fiscal Administrator).
B. Access to the system must be authorized by the Principal Investigator (PI) and Fiscal Administrator (FA) of the distribution code (a.k.a. “program”).
1. Submit HR Portal Access Form
2. Form must be received at RCUH Human Resources at least 1 week prior to Access Date.
3. Form must be signed by the user, PI and FA if authorizing access.
4. Program must submit a HR Portal Access Form to CANCEL access for terminated employees or staff PRIOR to the termination date.
5. PIs may request input and approval access to staff members (a.k.a. “Supervisory Authority” access). Prior to RCUH granting such access they must also have a considerable understanding of all RCUH policies and procedures, including but not limited to:
a. Access to Position Requisitions:
 Hiring Options Through RCUH (3.210)
 RCUH Recruitment Policy (Regular Hires) (3.234)  RCUH New Hire Appointment Policy (3.236)
 RCUH Pay Schedule (3.330)
 RCUH Fringe Benefits Schedule (3.510)
 RCUH Time Reporting (3.810)
 RCUH Payroll Checks (3.820)
b. Access to Non-Recruited Hires:
 RCUH Student Employment (3.211)
 Hiring Options Through RCUH (3.210)
 RCUH New Hire Appointment Policy (3.236)  RCUH Fringe Benefits Schedule (3.510)
 RCUH Time Reporting (3.810)
 RCUH Payroll Checks (3.820)
c. Access to Changes:
 RCUH Termination of Employment Policy (3.285)  RCUH Vacation Leave (3.620)
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SECTION 3. GENERAL GUIDELINES d. Access to Time Reporting:
 ALL Leaves (ex., Sick Leave, Vacation Leave, Jury Duty Leave)
 RCUH Overtime Compensation (3.340)
 RCUH Holidays, Holiday Pay, and Administrative Leave With
Pay (3.344)
 RCUH Time Reporting (3.810)
 RCUH Payroll Checks (3.820)
C. The system is available 24 hours/day, 7 days/week, with the exception of
one hour on Monday (12AM-1AM).
D. RCUH Employees are NOT allowed to authorize their own time.
RCUH Employees with Supervisor Authority access who submit online time reports WILL be required to submit manual timesheets signed by the PI (or designated official) before pay is authorized by RCUH for that individual.
E. Accessing the system as a Supervisor Authority (input/approval) does not mean you have full “signing authority” for the PI. Having Supervisory Authority level access means that you can approve/submit specified actions on HR Portal on the PI’s behalf. Since Supervisor Authority level are able to approve actions on the PI’s behalf, he/she shares in the responsibility for certifying accuracy and authenticity of ALL transactions and time reporting processed for employees.
F. Programs must have established internal rules and procedures that guide the System user ensuring that proper protocols are met (ex., Individual entering time on the System must have supporting documents, such as actual timesheets, doctor’s notes, approved vacation requests, etc. that justify the time entry for each employee.
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SECTION 4. LOGGING INTO THE HR PORTAL
Step 1: Go to www.RCUH.com (Figure 4.1.)
Step 2: Click on the “Human Resources Portal” link. (Figure 4.1.) Step 3: Enter USER ID (case sensitive) (Figure 4.2.)
Step 4: Enter Password (case sensitive) (Figure 4.2.)
Step 5: Click on “Sign In” button (Figure 4.2.)
(NOTE: After 5 unsuccessful log-in attempts, the user will be “locked out” from the system. Please email [email protected] with your name and email address (if not the same as “Reply To” email) or call (808) 956-9561. A reply/response from RCUH HR will be sent to you by the next business day.)
Figure 4.1.
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SECTION 4. LOGGING INTO THE HR PORTAL Figure 4.2.
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SECTION 5. NAVIGATING THE SYSTEM
RETRIEVING TRANSACTIONS
After logging into the HR Portal, the HR Portal Homepage will be displayed.
The user can use the links (circled below) to navigate directly to specific pending actions. In the example below, the user can click on the “Pending ePAF” link to view the ePAF actions pending approval.
A. Actions Pending My Approval – The system will display all transactions that are pending the user’s approval.
B. Pay Employees – The system will display all timesheets that need to be submitted
C. All Transactions Pending – The system will display all transactions that are in any pending stage of approval (Pending PI, Pending FA, or Pending RCUH).
Figure 5.1.
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SECTION 5. NAVIGATING THE SYSTEM
LOCATION OF MENU ITEMS
The user can use the links to navigate directly to specific actions.
A. Hire Employees – Initiate Non-Recruited and Regular Hires, View EHS Pending Documents Checklist
B. Pay Employees – Preview Timesheets, Submit Timesheets, and View Timesheet History
C. Manage Employees – Employee Changes (ePAF), Annual Pay Awards (PA/PAF), Retroactive Project Changes, Search All Transactions
D. Reports – Employee Reports, eJV Summary Reports, UH Datamart Project Data
Figure 5.2.
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SECTION 5. NAVIGATING THE SYSTEM
ANNOUNCEMENTS, EVENTS, CALENDARS, CONTACT LIST
Other features of the HR Portal.
A. Announcements Page – Displays all HR announcements (e.g. Early Timesheet Deadline, RCUH Holidays, HR Announcements from the RCUH Website, etc.)
B. Events Calendar – Displays all upcoming HR Events (e.g. Timesheet Deadline, PAF Deadline, etc.)
C. HR/Payroll Calendar and Schedule – Links to PDF HR/Payroll Calendar and HR Payroll Schedule
D. Contact Us – Contact listing of RCUH Core Staff Figure 5.3. HR Portal Main Page
A
B
CD
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SECTION 5. NAVIGATING THE SYSTEM
Figure 5.4. HR/Payroll Calendar and Schedule
Figure 5.5. Contact Us
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SECTION 5. NAVIGATING THE SYSTEM
Two Ways to Approve Transactions
Step 1: Click ePAF under Manage Employees that are pending your
approval.
Step 2: Check the Approval box for the desired action, then hit ‘Submit Approval(s)’.
NOTE: After hitting ‘Submit’ your action will go to the next level of approval; please make sure the contents of the ePAF are correct because you will NOT be able to edit once it has been approved.
Step 3: Only ePAF transactions may be approved by clicking the checkbox on Pending my Approval.
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SECTION 5. NAVIGATING THE SYSTEM
SEARCH ALL TRANSACTIONS
By clicking the link under “Manage Employees,” the user can search for all types of transactions in various stages of approval.
A. Transaction Status – Click on the GO button to pull up the specific transaction
a. Initiated – Action initiated, but not approved at any level of authorization. For ARSS, “Initiated” means the system has generated ARSS shells and the applicant names are listed. For all other transactions other than ARSS, “Initiated” means that a user has started a transaction for a specific employee or position.
b. Pending Supervisory+ – Initiator has submitted action and is pending Supervisory or Above review/authorization
c. Pending FA – Supervisory or Above has approved action and is pending Fiscal Administrator’s review/approval.
d. Pending RCUH – Supervisory+/FA approved action and is pending RCUH review/approval.
e. Approved – RCUH has approved the transaction
f. Rejected – The transaction has been rejected
B. Trans ID# – Transaction ID number
C. Name – Employee Name and Employee’s 6-digit RCUH ID number
D. Date – Indicates date action was initiated for position actions and effective date for employee actions
E. Transaction Type – Description of the Type of Transaction F. PI Name – Name of Principal Investigator
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SECTION 5. NAVIGATING THE SYSTEM
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SECTION 5. NAVIGATING THE SYSTEM
REPORTS
The Human Resources Portal includes the following reports:
A. Employee Reports – Pulls up data for active employees the user has access to.
B. eJV Summary Reports – Pulls up summary data for electronic journal vouchers the user has access to.
C. UH Datamart Project Data – Pulls up information for project numbers the user has access to.
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SECTION 5. NAVIGATING THE SYSTEM
EMPLOYEE REPORTS
Pull up active employees by Employee Classification (regular, temporary, etc), FTE, Job Title, Distribution Code, Compensation Rate, and/or Project Number(s) and click “Search.” User may add or remove criteria by clicking the “+” or “-” buttons. User may also click “Search” without inputting criteria to view all active employees.
Report will display employee information such as job title, date of hire, performance probation end date, FTE and compensation information.
Users may open this report in excel by clicking the “X” button.
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SECTION 5. NAVIGATING THE SYSTEM
eJV SUMMARY REPORTS
Pull up eJV summary reports by Principal Investigator, Fiscal Officer, Initiator, Project Number, Employee Name, Employee Number, Effective Start Date, and/or Journal Voucher #. User may add or remove criteria by clicking the “+” or “-” buttons.
Users may open the report by clicking the “Download To Excel” link.
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SECTION 5. NAVIGATING THE SYSTEM
UH DATAMART PROJECT DATA
Search for Project Number information by Department (Project Number) or Description.
Panel will display information such as Principal Investigator Name, Fiscal Officer Code/Name, and Project Begin and End Date.
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