The Resource – HR Newsletter

The Resource

Volume 13 Issue 5
May 21, 2010



…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    We urge all employees to submit their reimbursement forms to Benefit Services of Hawaii, Inc. 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!!!



The 2010 Benefits Open Enrollment Period for eligible RCUH employees has ended.  Employees should be receiving a benefits confirmation statement outlining their elections (effective July 1, 2010) on/around May 28, 2010.  Please review the benefits listed on the statement for accuracy.  Any corrections to your benefits can be made on the “RCUH Open Enrollment Correction/Change Form” which will be on the back of the confirmation statement.  The final date to submit the Correction/Change Form to the RCUH Human Resources office will be Tuesday, June 8, 2010. 


Please note that the new plan year health insurance deductions will begin in the June 16-30, 2010 pay period.  All other new plan year deductions will commence in the July 1-15, 2010 pay period (Flexible Spending Plans & Supplemental Insurances). 


Please check your On-line Payroll Statements (via Employee Self-Service) to ensure that the deductions accurately reflect your elections.


IMPORTANT!! – RCUH Eligibility of Children in RCUH Medical Plans

RCUH Policy 3.520 Health Plans states that dependent children may remain eligible and covered on their parent’s medical plans until the age of 25 provided they are unmarried and are full-time students.  These eligibility requirements will remain unchanged for the RCUH July 1, 2010 to June 30, 2011 plan year.

The new health care reform law or the Patient Protection and Affordable Care Act (PPACA) will bring changes to the RCUH medical plans and policy.  Effective September 23, 2010, the PPAPC requires health care coverage to children up to age 26 (regardless of dependency, student or marital status).  The PPAPC requires any employer whose medical plan year begins after September 23, 2010 to amend its children eligibility requirements to conform with the new law’s requirements.  However because this part of the PPACA goes into effect after the RCUH Open Enrollment for its July 1, 2010 plan year, the RCUH will not include this change in children coverage until our July 1, 2011 plan year. 

Please contact Kristen Stevens at (808) 956-6979 or [email protected] if you have any questions or concerns. 


All Students Assistants are responsible for submitting a Student Verification each semester in order to qualify for continued student employment. For all University of Hawaii students (eg: UH Manoa, UH Hilo, Honolulu Community College, Maui Community College, etc.), verification is not required, as RCUH has the ability to verify student status’ electronically through a UH database. However, verification is still needed for UH Outreach College and non-UH Schools (i.e. High School, Chaminade, HPU, etc). The following are acceptable forms of student verification:


a) Student registration or receipt

b) Letter of student registration from the registrar or counselor

c) Validated student I.D. card

d) Any other form of verification deemed acceptable by the Director of Human Resources


Failure to submit a Student Verification for the Fall 2010 semester by August 13, 2010 will result in termination of student employment. In addition, Student Assistants who no longer hold student status must be terminated from RCUH due to their ineligibility. Principal Investigators may initiate a termination action via the HRAP system.


Please contact Sharon Vong at [email protected] or (808)956-7307 if you have any questions.


All foreign employees are required to notify RCUH HR of any changes to employment and/or personal status that may/may not affect their visa or work authorization. It is ultimately the foreign employee’s responsibility to ensure that these changes do not affect their ability to continue employment with the RCUH. 



  • Employees on J-1 or H-1B visas sponsored by the RCUH must contact Janet Zukemura at (808) 956-0871 or [email protected] if you intend on traveling.   We ask that you provide us at least a 2-week notice prior to travel so that we may ensure that you have the proper documentation to return to the U.S.


  • Non-immigrant employees who have a pending “change of status” petition (i.e., change from J-1 to H-1b, change from F-1 to H-1b, etc.) with the U.S. Citizenship and Immigration Services (USCIS) must remain in the U.S. until a determination on the petition is rendered.  Whenever an individual with a pending “change of status” petition leaves the U.S., BCIS will likely cancel the petition since they consider the alien to have “abandoned” the request.  



Those who were approved for the Spring 2010 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.  Due to the upcoming fiscal year end all documents must be received by June 15, 2010 to process Spring 2010 tuition reimbursements.


IMPORTANT Dates to Remember (June):


Payroll Deadline – 12:00 noon for PE 5/31/10


Web Time Preview 1


Pay Day


PAF Deadline


HRAMP Deadline


Web Time Preview 2


HOLIDAY – King Kamehameha Day


Web Time Input


Payroll Deadline – 12:00 noon for PE 6/15/10


Pay Day


Web Time Preview 1


PAF Deadline


HRAMP Deadline


Web Time Preview 2


Web Time Input

IMPORTANT Dates to Remember (July):


Payroll Deadline – 12:00 noon for PE 6/30/10


HOLIDAY – Independence Day


Pay Day


Web Time Preview


PAF Deadline


HRAMP Deadline


Web Time Preview 2


Web Time Input


Payroll Deadline – 12:00 noon for PE 7/15/10


Pay Day


Web Time Preview 1


PAF Deadline


HRAMP Deadline


Web Time Preview 2


Web Time Input

May 16-31

June 1-15

June 16-30

SSE Timesheet (Form D-9c)

2010 Personnel Action & Payroll Calendar

2010 Special Check Calendar

The Principal Investigator’s Corner


REMINDER: RCUH Annual Performance Evaluations DUE June 1, 2010
This is a friendly reminder that Annual Performance Evaluations and Personnel Action Forms for all regular, non-probationary employees are due to the RCUH Human Resources Office no later than
Tuesday, June 1, 2010. 

For more information regarding the RCUH Annual Performance Evaluation and Pay Increase process, please refer to the Current News Article dated April 1, 2010.



We would like to invite all NEW Principal Investigators to a special orientation session.  This informal session will provide you with the TOP 10 topics that PIs should be aware of when working with RCUH.  RCUH staff will be on-hand to answer any questions you may have.  All attendees will receive a resource guide for future reference. 


Here is a brief overview of the topics that will be covered:


  • What is RCUH?
  • What is my role as PI?
  • Hiring and Managing RCUH Employees
  • How do I pay my people?  (Payroll and Timekeeping)
  • Purchasing and Payments
  • Travel

Session information:

June 15, 2010 (Tuesday)

Time: 1:00 – 3:00 pm

Location: UH Manoa Campus Kuykendall Hall Room 208


You must RSVP to Keevan Matsumoto at [email protected] no later than Thursday, June 10, 2010.