Z.8 The Resource - August 2008

Date Composed: 09/22/2003

Date Modified: 09/22/2008



The Resource

Volume 11 Issue 8

August 22, 2008



RCUH requires proof of status for any dependent between the ages of 19-24 each Spring and Fall semester after the dependent reaches the age of 19. Certification may include a copy of the dependent’s college registration slip or class schedule. The registration slip/Class schedule must clearly indicate the student’s name, name of the accredited college/university, specific semester, and full-time status (defined as taking 12 or more credit hours per semester). The student certification must be received by RCUH HR by FRIDAY, September 12, 2008. Certification may be faxed to (808) 956-5022 (Please attention to Lyn Maeshiro for prompt review and to ensure that coverage is not cancelled). Failure to submit the certification will result in IMMEDIATE CANCELLATION of student coverage (NO Exceptions), effective October 1, 2008, with the option of COBRA continuation effective October 1, 2008. If you have any questions or concerns, please contact Lyn Maeshiro at lmaeshiro@rcuh.com.



December 31st will come faster than a blink of an eye! There is a maximum amount of vacation that can be carried forward each calendar year. If you do not use a sufficient amount of vacation each year, you may forfeit vacation on January 1st. For additional details, please see the RCUH Vacation Policy under the RCUH Policies and Procedures section. If you are not sure which vacation plan you belong to, please refer to the bottom of your on-line pay statement (via Employee Self-Service). If you have any questions or concerns, please contact Joelle Chow at jchow@rcuh.com.



The plan year July 1, 2007-June 30, 2008 for Flexible Spending Plans ended on June 30, 2008. You have 39 days left to submit reimbursement forms for services incurred during the plan year JULY 1, 2007 – JUNE 30, 2008 (Deadline: September 30, 2008). We encourage everyone to submit reimbursement forms and receipts now in the event that additional information is required. NO exceptions will be made if Benefit Services of Hawaii, Inc. (BSHI) does not receive ALL required documents by September 30, 2008. Reimbursement forms and receipts should be mailed directly to BSHI (address is listed at the top of the reimbursement form). If you have any questions or need additional reimbursement forms, please call (808) 538-8900 or download forms from the BSHI website at www.bshi.net.



Those who were approved for the Summer 2008 Tuition Reimbursement Program have 30 days after the semester ends to turn in copies of their grades and receipt of payment in order to be reimbursed.



Changes, cancellations and new enrollments (outside of initial hire) may be made with the submittal of a Pretax Transportation Benefits Change / Cancellation Form or RCUH Pretax Transportation Benefits Program Individual Enrollment Form to the RCUH Human Resources Department. The enrollment / change forms must be submitted thirty (30) days PRIOR to the requested effective date of enrollment/change/cancellation. For example, an employee who wants to make a plan change effective October 1, 2008 must submit his/her change form by September 2, 2008. Forms may be downloaded from the 3.530 Flexible Spending Plan Policy – Pretax Transportation Addendum. If you have any questions or concerns, please contact Lyn Maeshiro at lmaeshiro@rcuh.com.



RCUH employees are required to report ALL work-related injuries/illnesses immediately after its occurrence to their immediate supervisor. All "lost time" due to the work-related injury must be certified by the employee's primary treating physician. The RCUH does not allow "back dated" (i.e., after the fact) medical certifications. For further clarification regarding claims administration and/or WC benefits, please review RCUH's Worker's Compensation Policy (3.580) or email lmaeshiro@rcuh.com.



Projects must follow "doctors orders" when it pertains to an employee's ability to report to work. Physician certifications which indicate the period of time the employee is incapacitated and unable to work must be strictly followed. If an employee would like to return to work prior to the date certified by their physician, the employee must obtain a revised physician’s certification specifically indicating that he/she may return to work. Premature return to work of an employee may result in safety problems for the employee and staff. Please contact Jill Niitani at jniitani@rcuh.com or 956-8376, if you have any questions or concerns.


IMPORTANT Dates to Remember (September, October):





August 16-31

September 1-15

September 16-30

October 1-15

October 16-31


SSE Timesheet (Form D-9c)

2008 Personnel Action & Payroll Calendar


The Principal Investigator's Corner



For Principal Investigators and/or Project Staff who are responsible for verifying and certifying the Employment Eligibility Verification Form (I-9), this is to inform you that the new U.S. Passport Card may now be used.

The passport card is considered a "List A" document that may be presented by newly hired employees during the employment eligibility verification process to show work authorized status. "List A" documents are those used by employees to prove both identity and work authorization when completing the Form I-9.


The U.S. Department of State has announced that it began production of the U.S. passport card on July 14, 2008. The passport card may be used by persons entering the United States by land or sea when arriving from Canada, Mexico, the Caribbean and Bermuda. While the new card is more limited in its uses for international travel (e.g., it may not be used for international air travel), the passport card, like the passport book, is evidence of a person's U.S. citizenship and identity. Accordingly, the card may be used for the Form I-9 verification.


More information on the passport card can be found on the Department of State website: http://travel.state.gov/passport/ppt_card/ppt_card_3926.html.




This month, we have introduced a new Level II payroll class - “More Timekeeping and Payroll” - which delves into more advanced payroll topics, such as:


- Integration of Human Resources and Payroll

- FLSA and Overtime

- Benefits

- Leave Management

- Payroll Adjustments and other Manual Processing

- Retroactive Payments and Adjustments

- Introduction to Payroll Accounting


This class is designed for people who are already familiar with the basics of RCUH payroll, the Employee Time/Leave Certification Form and the HRAP Online Timesheets. We will talk more about different situations that you may encounter during your day-to-day RCUH payroll operations.


All classes will be conducted by Clara Kumabe, Payroll Operations Manager.


Click here for more information on the OAHU training.


Click here for more information on the HILO training.


Previous Resource Links:


Z.1 The Resource – January 2008

Z.2 The Resource – February 2008

Z.3 The Resource – March 2008

Z.4 The Resource – April 2008

Z.5 The Resource – May 2008

Z.6 The Resource – June 2008

Z.7 The Resource – July 2008