News

Update on Uniform Guidance Procurement Requirements

We previously announced on October 14, 2015, that the Office of Management and Budget’s Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (“Uniform Guidance”) would begin imposing new requirements for purchases above $150,000 following two initial grace periods that were scheduled to end on June 30, 2017.

It was recently announced in the Federal Register that a third year has been added to the grace period. Thus, the following will not be required until July 1, 2018:

For purchases over $150,000 using federal funds:

  1. An independent cost/price estimate prior to receiving proposals/bids/quotes;
  2. Public advertising; and
  3. Sealed bidding.

In an effort to simplify the public advertising and sealed bidding requirements, we have been working with CommercePoint, Inc. (“SuperQUOTE”) to create a new RCUH buyer account that can fully meet these requirements.  Once in place, the RCUH buyer account will offer a sealed bidding option, and will also publicly advertise solicitations posted as a “Sealed Bid.”  Details regarding the new SuperQUOTE RCUH buyer account will be forthcoming.

Questions may be directed to Erin H. Yoda at 808-956-3969 or eyoda@rcuh.com.

TIAA-CREF Individual Retirement Counseling Sessions

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
June 20, 2017 John A. Burns Hall Room 4012 – Honolulu

1601 East-West Rd.

Honolulu, HI  96848

9:00am – 4:00pm
June 21, 2017 John A. Burns Hall Room 4012 – Honolulu

1601 East-West Rd.

Honolulu, HI  96848

9:00am – 4:00pm
June 22, 2017 John A. Burns Hall Room 4012 – Honolulu

1601 East-West Rd.

Honolulu, HI  96848

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.  Individuals who require special needs accommodations may request assistance in writing to rcuh_admin@rcuh.com prior to the scheduled meeting.

Service Dates for On-Line Payments During June 30 to August 31, 2017 Period

The fiscal year-end cut-off for RCUH on-line payment transactions is 12:00 noon on Friday, June 30, 2017.   All on-line payment transactions processed after Friday, June 30 through Thursday, August 31, will require service dates.  The service date format is MM/DD/YY.

For payments that will be processed or approved after Friday, August 4, 2017, are $100,000 or greater, and have service dates of June 30, 2017 or earlier, please complete the attached RCUH AP Worksheet.  Please include estimates or projections for invoices that have not been received as of August 4.    Please email your worksheet to Liane Murai at lmurai@rcuh.com by Monday, August 7.

A service date field is provided on all payment forms and is identified with the heading “S/D”.  The service date is the date goods are received or services are performed.  For certain types of payments including travel completions, petty cash reimbursements, extended services, etc., the service date entered should be the last day of the period covered by the payment.  However, if the service period covers multiple fiscal years, allocate costs in each fiscal year incurred (i.e. if the service period is from June 1, 2017 to July 31, 2017, record costs incurred from June 1 to June 30 with a 06/30/17 service date and costs incurred from July 1 to July 31 with a 07/31/17 service date).

This information is needed to ensure that liabilities of RCUH are properly reported as of June 30, 2017.  Our auditors, Accuity LLP, will be reviewing selected documents processed during this period as part of their audit procedures.  Accordingly, please be advised that we may be requesting copies of payment documents for review.

Please contact Maile Brooks at 988-8340 or mbrooks@rcuh.com if you have any questions.  Your cooperation is greatly appreciated.

 

Fiscal Year-End June 30, 2017

Important Dates:

June 30

Last Check Run for FY 2017 (Payments must be approved by 12 noon)

July 6

RCUH Financial System scheduled to reopen

July 6

First Check Run for FY 2018 (4:00 PM)

On-line payment and purchasing transactions must be approved by Fiscal Administrators by 12:00 noon on Friday, June 30 to be included in FY 2017.  The last check run for the fiscal year will be on Friday, June 30, 2017.  Pending transactions will be saved, and will not be automatically deleted or disapproved in the RCUH financial system. 

During the period July 1 through July 5, on-line payment and purchasing transactions can be initiated, but Fiscal Administrators will not have the ability to approve transactions.  Transactions will not be posted to project accounts until year-end processing is completed.  The RCUH financial system is scheduled to reopen on Thursday, July 6.  The first check run for FY 2018 is scheduled for Thursday, July 6 at 4:00 PM.

On an emergency basis only, manual checks can be issued during this period. Fiscal Administrators should contact RCUH Disbursing at rcuhdisb@rcuh.com.

Project reports will be accessible on the RCUH website.  However, until processing resumes on July 6, report balances will reflect transactions posted through June 30 only.

Please contact Maile Brooks at 988-8340 or mbrooks@rcuh.com if you have any questions.

RCUH Timesheet for May 16-31, 2017 pay period (Payroll Deadline: 12pm – June 1, 2017)

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 16-31, 2017 Timesheet
Payroll Deadline is June 1, 2017 noon
Payday for this timesheet is June 7, 2017

**Payroll Deadlines are strictly enforced – NO EXCEPTIONS

Click here for the June 1-15, 2017 Timesheet

If you have any questions or concerns, please do not hesitate to contact us at rcuh_payroll@rcuh.com or 956-3100.

2017 Annual Performance Evaluation: Additional Trainings (Kauai & Oahu)

Two additional training sessions have been added:

  • Thursday, May 25: 9:00am – 10:30am
    • Kauai Community College: OCET 106
  • Friday, May 26: 9:00am – 10:30am
    • UH Manoa, Burns Hall 4005

We encourage all Principal Investigators and Project/Program Managers to attend this training since we will be reviewing our forms and processes.

Agenda:

  • Revised Performance Evaluation Forms
  • PA/PAF Training

To register for training, RCUH employees may also register through Employee Self Service (ESS). If you have difficulty signing up, please contact RCUH Human Resources at 956-3100 or rcuh_admin@rcuh.com. **Please note that the search function is case sensitive – please type in “Oahu”, or “Kauai” for trainings available on your island.

Individuals who require special needs accommodations may request assistance in writing to rcuh_admin@rcuh.com prior to the scheduled meeting.

~*~*~*~*~*~*~

Performance Evaluation forms can be found on our policy page (policy 3.410). There are 4 versions of the form as listed:

 

Key Dates for July 1, 2017 effective date

Date, Deadlines, Time Periods Key Issues
July 1, 2016 – June 30, 2017 Standard Performance Evaluation Period
July 1, 2017 Effective Date of Pay Adjustment
October 1, 2017 Optional Effective Date of Pay Adjustment
May 1 – June 16, 2017 Principal Investigators complete and conduct Performance Evaluations with RCUH staff for July 1, 2017 effective date
June 16, 2017 DEADLINE – Performance Evaluations to RCUH Human Resources Department
June 22, 2017 PA/PAF available to PI’s for July 1, 2017 effective date
July 11, 2017 Deadline for PI to complete PA/PAF for July 1, 2017 effective date

 

Key Dates for October 1, 2017 effective date

Date, Deadlines, Time Periods Key Issues
July 1, 2016 – June 30, 2017 Standard Performance Evaluation Period
October 1, 2017 Effective Date of Pay Adjustment
May 1 – June 16, 2017 Principal Investigators complete and conduct Performance Evaluations with RCUH staff for July 1, 2017 effective date
September 15, 2017 DEADLINE – Performance Evaluations to RCUH Human Resources Department
September 22, 2017 PA/PAF available to PI’s for July 1, 2017 effective date
October 10, 2017 Deadline for PI to complete PA/PAF for October 1, 2017 effective date

 

Please note that deadline dates will not be extended. You may submit performance evaluation forms by the following methods:

RCUH Human Resources

1601 East West Road, Burns Hall

4th Floor, Makai Wing

Honolulu HI 9648

Nominations Open for Outstanding Employees of the Year Awards

NOMINATE YOUR PROJECT STAFF FOR THE 2017 RCUH OUTSTANDING EMPLOYEES OF THE YEAR:

RECOGNITIONS
Three award categories are available:

  1. Researcher/Project Manager/Professional (exempt status position)
  2. Project Support Staff (non-exempt status position)
  3. Team (2-5 staff in exempt and/or non-exempt regular status positions)

The awards encourage, recognize, and reward RCUH employees who have made demonstrable, significant, and exemplary contributions to their project during the past fiscal year (July 2016–June 2017) or years.

 AWARDS

  • $1,000 to the first place awardee in each category
  • $500 to the second place awardee in each category

All nominees will be recognized at the RCUH Awards Luncheon on Monday, October 30, 2017, where the awardees will be announced.

NOMINATIONS
A Principal Investigator may submit one nomination.  Team nominations are limited to no more than five individuals.

 DEADLINE
The deadline to submit nomination/s is July 14, 2017.  Email all nominations to rcuh@rcuh.comClick here for the nomination form.

For more information, please refer to policy 3.450 Outstanding Employees of the Year Awards  or contact Gayle Hamasaki at ghamasaki@rcuh.com.

Flexible Spending Plan Accounts – Use or Lose It

TO: All RCUH Regular Status (50-100% FTE) Employees who are currently active and enrolled in Flexible Spending Plan Accounts for Plan Year July 1, 2016 – June 30, 2017

There is one (1) month left to utilize your current active Flexible Spending Plan Accounts (Medical Expense & Dependent Care Expense Reimbursement Accounts).  The end of the current Flexible Spending Plan Year is quickly approaching (June 30, 2017).  Services must be incurred by June 30, 2017.  If you experience a change in your employment status (i.e., loss of eligibility, termination of employment) prior to June 30, 2017, you have up until the effective date of your employment status change to incur services.  Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS).

You have ninety (90) days after June 30, 2017 to claim/submit reimbursements for the plan year July 1, 2016 through June 30, 2017 by completing the NBS reimbursement form and submitting it along with all copies of your receipt(s) and required documentation directly to National Benefit Services (NBS) via fax, mail, or email:

  • Toll Free Fax: (844) 438‐1496
  • Mail: National Benefit Services, LLC P.O. Box 6980, West Jordan, UT 84084
  • Email: service@NBSbenefits.com (PDF, TIFF or JPEG files only)

If you have any questions or need additional reimbursement forms, please call (800) 274-0503 ext. 502 or download the forms from the NBS website.

IMPORTANT NOTICE!

Flexible Spending Accounts – Medical and/or Dependent Care Expense Reimbursement Account(s): You MUST ENROLL by submitting the RCUH Flexible Spending Enrollment/Change Form (B-5F) with your election amounts(s) for the new plan year. This benefit will not automatically continue into the new plan year.

Mahalo,

RCUH Human Resources

2017-2018 RCUH Benefits Open Enrollment – Final Reminder

To: All RCUH Regular Status (50-100% FTE) Employees

Our Annual 2017-2018 Benefits Open Enrollment Sessions have ended and were held from Monday, May 1, 2017 through Monday, May 8, 2017.  Thank you to all who attended our Annual Benefits Open Enrollment Sessions.  We appreciate you taking the time to attend to better understand your benefits and ask questions about the upcoming changes.

As a FINAL REMINDER, all Benefits Open Enrollment Form(s) must be received no later than 4:30p.m., Wednesday May 17, 2017 (NO EXCEPTIONS).  If your form(s) are not received by the stated deadline, you will need to wait until the next Annual Open Enrollment Period to make any enrollments/changes to your benefit plan(s), unless you experience a mid-plan year qualifying event. If you are waiving your health coverage for this plan year, you will need to submit your waiver form to us.

IMPORTANT NOTICE!

Flexible Spending Accounts – Medical and/or Dependent Care Expense Reimbursement Account(s): You MUST ENROLL by submitting the RCUH Flexible Spending Enrollment/Change Form (B-5F) with your election amounts(s) for the new plan year. This benefit will not automatically continue into the new plan year.

Submit forms either by (original copy(ies) is not needed):

Email: rcuh_benefits@rcuh.com

Mail:

RCUH Human Resources

1601 East-West Road

Burns Hall 4th Floor, Makai Wing

Honolulu, HI 96848

Fax: (808) 956-5022

If you have any questions, please contact:

RCUH Human Resources Benefits Department

Phone: (808) 956-2326 / (808) 956-0456

Email: rcuh_benefits@rcuh.com

IMPORTANT UPCOMING DATES TO REMEMBER
June 6-9, 2017 Check your email for your 2017-2018

Open Enrollment Benefits Confirmation Statement

July 1, 2017 Start date of Benefits Enrollment/Changes (New Benefits Plan Year)

Mahalo,

RCUH Human Resources

RCUH Payroll Deadlines

REMINDER:  RCUH Payroll Deadlines are strictly enforced. No exceptions will be made to process timesheets that do not meet the established RCUH Payroll Deadline. 

The deadline for Projects to submit timesheets and all required supporting documents is 12:00 noon on the established RCUH Payroll Deadline day.

Employees must submit their signed timesheets and supporting documents to their projects for review and certification prior to the RCUH Payroll Deadline.  Employee timesheets submitted directly to RCUH Payroll by an employee without Principal Investigator certification will not be processed.

Failure to submit timesheets and all required supporting documents to RCUH Payroll by the deadline will result in employees not being paid, or fully paid, on time and may affect benefits eligibility.  Supporting documents are required for leaves such as jury duty, parent-teacher conference, bereavement and military leave, if applicable.

The RCUH Payroll Deadline also applies to timesheets that require co-certification by PI for employees who have been delegated the PI’s responsibilities for timesheet submission to RCUH, which also includes submission of their own timesheet.  See Payroll & Certification Procedures for details.

Timekeeping Tip: It is strongly recommended that a back-up timekeeper is established in the event that a PI/timekeeper is unable to complete the project’s timekeeping tasks

Reference RCUH Policy: 3.810 RCUH Payroll & Certification

You may also refer to:

Payroll & Certification Procedures for Principal Investigators (NEW)

Payroll & Certification Procedures for Employees (NEW)

For further assistance, please email the RCUH Payroll staff at rcuh_payroll@rcuh.com.