THE RESOURCE – HR NEWSLETTER

The Resource

Volume 13 Issue 3
March 22, 2010

 

 

“LIGHT DUTY” REQUESTS

As a reminder, any requests for light duty accommodations MUST be coordinated with your supervisor and the RCUH Human Resources (HR) Department. A Job Physical Analysis (JPA) form must be completed and reviewed BEFORE you will be allowed to return to work.  This is to ensure that your physician is fully aware of your essential job duties and functions before making a determination on whether you are able or unable to perform these duties/functions safely. 

 

Employees are NOT authorized to return to work on light duty status without first receiving approval from the RCUH HR Department. If you have any questions, please contact Kristen Stevens at (808) 956-6979 or [email protected].

 

3 MONTHS LEFT!!!  to utilize your current Flexible Spending Plan Accounts (Medical Expense Reimbursement & Dependent Care Expense Accounts).  The end of the current Flexible Spending Plan Year is quickly approaching (June 30, 2010).  Services must be incurred during the plan year ending June 30, 2010.   Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS).  You may contact the Benefit Services of Hawaii At (808) 538-8900 to obtain an updated status of your account. Reimbursement forms can be obtained by downloading the form from http://www.bshi.net/.    We urge all employees to submit their reimbursement forms to Benefit Services of Hawaii in a timely manner.  Although services MUST be incurred by June 30, 2010, you do have 90 days after this date to submit your reimbursement forms with ALL supporting documentation (ex. receipts, contracts) needed to reimburse you for Flexible Spending monies.  DO NOT WAIT until the end of the 90-day grace period to submit your reimbursement forms!!!

OPEN ENROLLMENT – COMING SOON!

The Annual Benefits Open Enrollment Period is just around the corner.  Notices/Forms will be sent out to all eligible employees in April, as well as, posted on our website (available for download).  Please look out for special announcements regarding Open Enrollment next month.  As a reminder, benefit changes (e.g., enrollments, additions, etc.) made during the Open Enrollment period will be effective July 1, 2010.

 

ANNUAL HAWAII FOODBANK FOOD DRIVE
We are accepting food and monetary donations until April 16, 2010.  All donations are tax-deductible. Let’s all make a difference in another’s life by sharing what we have. Mahalo for giving!


Click Here for Locations for Food Drop-off & *Monetary Donations

 

IMPORTANT Dates to Remember (April):

4/1

Payroll Deadline – 12:00 noon for PE 3/31/10

4/2

HOLIDAY – Good Friday

4/7

Pay Day

4/7-4/9

Web Time Preview 1

4/9

PAF Deadline

4/12

HRAMP Deadline

4/12-4/13

Web Time Preview 2

4/14-4/15

Web Time Input

4/16

Payroll Deadline – 12:00 noon for PE 4/15/10

4/22

Pay Day

4/22-4/26

Web Time Preview 1

4/26

PAF Deadline

4/27

HRAMP Deadline

4/27-4/28

Web Time Preview 2

4/29-4/30

Web Time Input

 

 IMPORTANT Dates to Remember (May):

5/3

Payroll Deadline – 12:00 noon for PE 4/30/10

5/7

Pay Day

5/6-5/10

Web Time Preview 1

5/10

PAF Deadline

5/11

HRAMP Deadline

5/11-5/12

Web Time Preview 2

5/13-5/14

Web Time Input

5/17

Payroll Deadline – 12:00 noon for PE 5/15/10

5/21

Pay Day

5/20-5/24

Web Time Preview 1

5/24

PAF Deadline

5/25

HRAMP Deadline

5/25-5/26

Web Time Preview 2

5/27-5/28

Web Time Input

5/31

HOLIDAY – Memorial Day


TIMESHEETS FOR THE MONTH OF March – April:
March 16-31

April 1-15

April 16-30
SSE Timesheet (Form D-9c)

2010 Personnel Action & Payroll Calendar

2010 Special Check Calendar

The Principal Investigator’s Corner

 

RCUH HR & PAYROLL – TEMPORARY RELOCATION DUE TO CONSTRUCTION

Due to the installation of a new air conditioning system in Sakamaki Hall the RCUH HR and Payroll staff in Sakamaki D-100 will be temporarily relocated from April 19, 2010 through May 2, 2010.  We will do our best to minimize any disruptions to daily operations during this period.  Thank you for your understanding. 

 

More information about the temporary relocation will be announced shortly on our website.  If you have any questions, please call 808-956-3100.

 

RCUH PAY GUIDELINES for FY 2010-2011

For budgetary and planning purposes, this is being provided to you in advance, to inform you of the RCUH Pay Increase Guidelines for FY 2010-2011.

 

General Pay Adjustment:  Despite our difficult economic conditions, Principal Investigators may need to provide salary adjustments to employees performing at least at a Satisfactory level to ensure retention, equity or other compelling justifications.  Principal Investigators may provide eligible employees with a one-time payment (e.g., lump sum) General Adjustment of up to 3.5% contingent upon sufficient funding and appropriate justification.  If a PI decides to provide a one-time General Adjustment, he/she must provide the same adjustment to all other eligible employees working for that project.

 

Merit Increase Adjustment:  Principal Investigators may provide a Merit Increase to employees whose performance is consistently above Satisfactory and has made significant contributions to the project.  Principal Investigators may chose to provide a one-time payment (e.g., lump sum) or an increase to the employee’s base pay of up to 5% to eligible employees.

 

Effective Date

General Adjustment

(based on Satisfactory performance and required due to retention, equity or other compelling reasons)

Merit

Increase Adjustment

 

7/1/2010

 

One-time payment of up to 3.5%

of base salary

 

Up to 5%

or

One-time payment of up to 5% of base salary

 

* Pay Adjustments are subject to approval of the Principal Investigator and Fiscal Officer.  Employees must also meet established eligibility requirements to qualify for the pay adjustments.

 

ANNUAL PERFORMANCE EVALUATION

Annual Performance Evaluations are coming soon!  Principal Investigators will be receiving an email from RCUH Human Resources with the necessary information and documents by Monday, April 5, 2010.

Training sessions for all Principal Investigators, Supervisors, and Administrative Staff will be conducted by RCUH Human Resources to review/discuss the process and guidelines of the 2010 Annual Performance Evaluations & Pay Increases.  We encourage all PIs, Supervisors, and Administrative Staff to attend this training session. 

 

Click here for the schedule of training sessions

LIGHT DUTY ACCOMMODATIONS

If your employee requests for light duty accommodations, you, as the employee’s supervisor MUST coordinate the review with the RCUH Human Resources Department. A Job Physical Analysis (JPA) form must be completed and reviewed BEFORE the employee is allowed to return to work.  This is to ensure that the employee’s physician is fully aware of the employee’s essential job duties and functions before making a determination on whether the employee is able or unable to perform these duties/functions safely. 

 

Supervisors are NOT authorized to allow an employee to return to work on light duty status without first receiving approval from the RCUH Human Resources Department. If you have any questions, please contact Kristen Stevens at (808) 956-6979 or [email protected].

 

eJV SYSTEM and CHANGE in NTE PROCEDURES

RCUH Policy 2.232 – Funding of Positions: Principal Investigators and Fiscal Officers are responsible to ensure all RCUH employee payroll and fringe benefit expenses are charged accurately to the applicable valid project account.  This requires an accurate allocation of these expenses and as necessary, initiating timely actions such as project account transfers.  This maintains fiscal accountability and ensures that all payroll/fringe benefits costs are adequately funded and charged to the applicable project account. 

 

NTE Notices: The RCUH Human Resources Department sends out Not-to-Exceed (NTE) notifications advising Principal Investigators and Fiscal Officers of upcoming project account expirations.  These NTE notices serve as reminders to FO’s that they must take appropriate action (i.e., extend project’s end date, transfer employees to another valid account or terminate employment) since there are RCUH payroll/fringe benefit expenses being charged to these expiring project accounts.   The RCUH’s online Human Resources (HRAMP) system provides Fiscal Officers with a means to initiate timely project account changes.  We rely on PI’s and FO’s to utilize these reminders to take appropriate action to ensure RCUH employees’ payroll/fringe benefit charges are on valid project accounts.  Therefore, we encourage FO’s to utilize the NTE notices and to take timely and appropriate actions.

Change in NTE Notification Process: Effective March 15, 2010, the RCUH Human Resources Department will send three (3) NTE notifications of employees remaining on expiring project account numbers to Principal Investigators and Fiscal Officers as follows: 

 

(1)  At 30-days prior to the project’s expiration date (two pay periods prior to expiration)

 

(2)  At 15-days prior to the project’s expiration date (final pay period prior to expiration)

 

(3)  FINAL NOTICE – As of project account’s expiration date.

 

“eJV system” — If you need to make a retroactive project account change:

In 2009, the RCUH launched a new online electronic journal voucher system (aka: “eJV System”) to provide FO’s an online means to initiate retroactive adjustments and corrections. The eJV system provides the FO with a very effective means to make complex retroactive changes/corrections.  However, retroactive changes/corrections should be avoided to minimize additional work on the PI, FO, and RCUH.

 

For more information on the NTE and/or eJV processes, or if you have any questions concerning this notice, please do not hesitate to contact our Payroll staff at [email protected]

 

UPCOMING RCUH TRAINING SESSIONS:

  • RCUH EEO/Sexual Harassment Prevention Training
  • RCUH Workplace Violence Prevention Training
  • eJV and Payroll Accounting Training
  • RCUH Annual Performance Evaluation Training

 


Previous Resource Links:

The Resource – September 2009

The Resource – October 2009

The Resource – November 2009

The Resource – December 2009

The Resource – January 2010