June 8, 2018 Ethics Training – Kona

Online registration is open for the June 8, 2018 ethics training in Kona, led by the Hawai‘i State Ethics Commission. The class will provide an overview of the state ethics laws that apply to all state (including RCUH) employees. It is not a mandatory training for RCUH employees, but it is highly encouraged if you have not previously attended or would like a refresher. If you are unable to attend, another option is to view RCUH’s online course on the Hawai‘i State Ethics Code.

Date/Time: Friday, June 8, 2018, 10:00-11:30 a.m.

Location: Natural Energy Laboratory of Hawaii Authority (NELHA), Hale Iako Training Classroom, Room #119, 74-4460 Queen Kaahumanu Highway, #101, Kailua-Kona, Hawaii. Map

Register Now!

*Please note this training is managed and conducted by the Hawai‘i State Ethics Commission and not RCUH. For questions regarding this training, please call (808) 587-0460 or email

TIAA Individual Retirement Counseling Sessions at JABSOM

ATTENTION:  Principal Investigators and all Regular-Status Employees 50-100% FTE

We would like to encourage all Principal Investigators to allow their employees to attend the TIAA Counseling Sessions if requested.  All employees must notify PIs if they would like to attend as the sessions are being held during business hours.

If you are currently participating in RCUH’s Group Retirement Annuity (GRA) and/or Supplemental Retirement Annuity (SRA) plans administered through TIAA OR if you are interested in enrolling into a TIAA SRA plan, the RCUH Human Resources Department is now coordinating one-hour Individual/Employee Retirement Counseling Sessions with TIAA.  During these meetings, you will be able to discuss your personal financial/retirement goals with a TIAA Financial Consultant, on a free and confidential basis.

A TIAA 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 options
  • Learning about TIAA 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.  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 review the RCUH Retirement Plans Policy (3.560).

We have reserved the following dates and times for Individual Sessions:

Dates Location Times

May 29, 2018

John A. Burns School of Medicine (JABSOM)

651 Ilalo St.

Honolulu, HI 96813

Medical Education Building (MEB) 107A

9:00am – 4:00pm

May 30, 2018

John A. Burns School of Medicine (JABSOM)

651 Ilalo St.

Honolulu, HI 96813

Medical Education Building (MEB) 107A

9:00am – 4:00pm

May 31, 2018

John A. Burns School of Medicine (JABSOM)

651 Ilalo St.

Honolulu, HI 96813

Medical Education Building (MEB) 107A

9:00am – 4:00pm

Please note, parking is limited.  Metered street parking is also available.

To schedule an appointment, please use our secure website at:

If you have questions or are unable to schedule an appointment online, please call our Service and Scheduling Group at (800) 732-8353 Monday-Friday 6am – 3pm Hawaii Standard Time.

Relevant Forms and Documents:

TIAA-SRA Supplemental Retirement Annuity – Agreement for Salary Reduction Form (B-6)

3.560 RCUH Retirement Plans Policy

Meetings are accessible for individuals with disabilities.  Individuals who require special needs accommodations may request assistance in writing to .


RCUH Timesheet for May 16-31, 2018 Pay Period (Payroll Deadline: 12pm – June 1, 2018)

In order to minimize searching for the RCUH timesheets each pay period, you can now access the current and upcoming timesheets through your Employee Self-Service Portal. Timesheets will be located under Forms.

We will have the current RCUH timesheet available on the RCUH website in the News Section: Human Resources Announcements on the first working day of each pay period.

Click here for the May 16-31, 2018 Timesheet
RCUH Payroll Deadline is June 1, 2018 12:00PM

Payday for this timesheet is June 7, 2018

**Project Payroll Deadlines may vary, please check with your specific project for timekeeping procedures and deadlines**

**Payroll Deadlines are strictly enforced – NO EXCEPTIONS**

Click here for the June 1-15 2018 Timesheet

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

RCUH Benefits Open Enrollment Period Ending Soon – All forms due Friday, May 18

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

Friendly reminder to please submit any Benefits Enrollment/Change election forms to RCUH by this Friday, May 18th. RCUH’s 2018 Benefits Open Enrollment period is from May 1-18, 2018 for the plan year July 1, 2018 – June 30, 2019.  All Open Enrollment materials (Rate Sheet, Plan Details, Open Enrollment Forms, and Carrier Presentations) are available via Employee Self-Service (ESS).

What is Open Enrollment? During Open Enrollment, you can make changes to your existing health plans and coverage, update your beneficiary, and/or update your flexible spending/dependent care and transportation/parking deductions.

If you do not wish to make any changes, it isn’t necessary to complete any forms. 

May 1-18, 2018 Review the Open Enrollment Information and online videos
May 18, 2018 DEADLINE for Benefits Enrollment/Change Election Forms to RCUH Benefits (send to
July 1, 2018 Effective date of Benefits Enrollment/Changes

*Please disable your pop-up blocker to complete the Benefits Enrollment/Change Election Forms*

 If you have any questions regarding Open Enrollment, please contact RCUH Benefits at:
Phone: (808) 956-2326 or (808) 956-0456

Memorandum To RCUH Regular Status Employees 50-100% FTE Status: Open Enrollment – Employee Self-Service (ESS) – April 30, 2018


Cybersecurity Forum Report Now Available!

Mahalo to all who participated in the April 6th forum, “Cybersecurity: Protect, Detect, Respond.” The forum report is available below, or click here to access the PDF.

If you have any questions, please email Stay tuned for RCUH’s next forum in Spring 2019!

RCUH Financial Portal – Reporting Updates

The Reporting function has been updated with the following new features:

  • The ability to drill down from category totals to a transaction list.
  • The ability to drill down from the transaction list to a document.
  • The ability to sort by column headers in the Budget Category Review and Detail of Cost reports.

Please refer to the attached release notes for further details.

If you have any questions, please contact Maile Brooks at or (808) 988-8340.

Feedback on RCUH Services & Initiatives

We would appreciate your feedback on RCUH in general and a few recently launched new initiatives. Please complete a brief survey, which will take only about 5 minutes to complete. Your responses will be confidential and it will not be possible to link responses to specific individuals.

Your input will assist us in continuing to improve RCUH services. Thank you very much for your assistance. Please complete the survey by May 15, 2018.

Click here to access survey.

Service Dates for On-Line Payments During June 29 to August 31, 2018 Period

The fiscal year-end cut-off for RCUH on-line payment transactions is 12:00 noon on Friday, June 29, 2018.   All on-line payment transactions processed after Friday, June 29 through Friday, 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 3, 2018, are $100,000 or greater, and have service dates of June 30, 2018 or earlier, please complete the attached RCUH AP Worksheet.  Please include estimates or projections for invoices that have not been received as of August 3.  Please email your worksheet to Liane Murai at by Monday, August 6.   If there are no payments to report, please email Liane to report that there are no items by Monday, August 6.

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, 2018 to July 31, 2018, record costs incurred from June 1 to June 30 with a 06/30/18 service date and costs incurred from July 1 to July 31 with a 07/31/18 service date).

This information is needed to ensure that liabilities of RCUH are properly reported as of June 30, 2018.  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 if you have any questions.  Your cooperation is greatly appreciated.

Fiscal Year-End June 30, 2018

Important Dates:

June 29 Last Check Run for FY 2018 (Payments must be approved by 12 noon)
July 5 RCUH Financial System scheduled to reopen
July 5 First Check Run for FY 2019 (4:00 PM)

On-line payment and purchasing transactions must be approved by Fiscal Administrators by 12:00 noon on Friday, June 29 to be included in FY 2018.  The last check run for the fiscal year will be on Friday, June 29, 2018.  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 4, 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 the financial system is reopened for FY 2019.  The RCUH financial system is scheduled to reopen on Thursday, July 5.  The first check run for FY 2019 is scheduled for Thursday, July 5 at 4:00 PM.

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

Project reports will be accessible on the RCUH website.  However, until processing resumes on July 5, report balances will reflect transactions posted through June 29 only.

Please contact Maile Brooks at 988-8340 or if you have any questions.

2018 Annual Performance Evaluation Key Dates and Deadlines

  • Short Form (may be used for all employees)
  • Long Form (for exempt employees – supervisory or non-supervisory employees)

KEY DATES for July 1, 2018 effective date

Date, Deadlines, Time Periods Key Issues
July 1, 2017 – June 30, 2018 Standard Performance Evaluation Period
July 1, 2018 Effective Date of Pay Adjustment
May 1 – June 15, 2018 Principal Investigators complete and conduct Performance Evaluations with RCUH staff for July 1, 2018 effective date
June 15, 2018 DEADLINE – Performance Evaluations to RCUH Human Resources Department (email to:
June 22, 2018 PA/PAF available to PI’s for July 1, 2018 effective date
July 6, 2018 Deadline for PI to complete PA/PAF for July 1, 2018 effective date


KEY DATES for October 1, 2018 effective date

Date, Deadlines, Time Periods Key Issues
July 1, 2017 – June 30, 2018 Standard Performance Evaluation Period
October 1, 2018 Effective Date of Pay Adjustment
May 1 – September 14, 2018 Principal Investigators complete and conduct Performance Evaluations with RCUH staff for October 1, 2018 effective date
September 14, 2018 DEADLINE – Performance Evaluations to RCUH Human Resources Department (email to:
September 21, 2018 PA/PAF available to PI’s for October 1, 2018 effective date
October 5, 2018 Deadline for PI to complete PA/PAF for October 1, 2018 effective date

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

RCUH Human Resources
1601 East West Road, Burns Hall
4th Floor, Makai Wing
Honolulu HI 96848

Relevant RCUH Policies: