THE RESOURCE – HR NEWSLETTER

The Resource

Volume 14 Issue 3
March 22, 2011

 

 

“LIGHT DUTY” REQUESTS

As a reminder, all 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].

 

REVISED CONFIDENTIALITY REQUIREMENTS FOR PERSONAL IDENTIFIABLE INFORMATION ACKNOWLEDGEMENT FORM

As announced previously, due to increasing concerns of disclosure of personal and confidential information and misuse of electronic communications, the RCUH has updated two Human Resource Policies (Policy 3.940 – Destruction of Personal Information and Policy 3.480 Electronic Communications Policy).  All employees were asked to sign the Confidentiality Requirements for Personal Identifiable Information Acknowledgement Form -RCUH Form E-15).  A slight revision has been made to the RCUH Form E-15.  Employees are required to sign and return the form to RCUH HR Office either by mail, fax (956-5022) or email [email protected].  If you have already submitted the RCUH Form E-15 you are not required to re-sign the revised form. Training on updated policies will be announced in the upcoming weeks.  Should you have any questions, please contact Nelson Sakamoto at (808) 956-3100.

 

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, 2011).  Services must be incurred during the plan year ending June 30, 2011.   Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS). To access your TASC Flexible Spending plan account(s), go to the TASC website at www.tasconline.com. This online resource is available 24 hours/day, 7 days/week. You may submit requests, check your account balance, and more via your online account.  If you have any questions, you may contact the Total Administrative Services Corporation (TASC) at (800) 422-4661.  Please note that although services MUST be incurred by June 30, 2011, 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, 2011.

 

2010 OUTSTANDING EMPLOYEE OF THE YEAR – 1st, 2nd PLACE WINNERS

Each year Principal Investigators have the opportunity to nominate and recognize their RCUH employee who has made demonstrable, significant and outstanding contributions to their project during the previous year.  On February 25, 2011, a luncheon was held to honor the nominees and to announce the first and second place winners for 2010. 

 

Please join us in congratulating the following Winners of the 2010 RCUH Outstanding Employee of the Year.

 

Outstanding Researcher/Project Manager/Professional Staff

1st Place Winner:

Steven N. Chiang, AETAI Project Director

Project:  College of Tropical Agriculture and Human Resources, AETAI Program

PI:  Dr. Charles Kinoshita

 

2nd Place Winner:           

Emma K. Yuen, Natural Area Reserves Enhancement Coordinator

Project:  Pacific Cooperative Studies Unit

PI:  Dr. David Duffy

 

Outstanding Project Support Staff

1st Place Winner:

John T. Kuroda, Electronics Technician Level III

Project:  Joint Astronomy Centre

PI:  Dr. Gary Davis

 

2nd Place Winner:

Thea T. Nieves, SONDH Research Support Associate

Project:  School of Nursing & Dental Hygiene

PI:  Dr. Debra Mark

 

Click here for photos of the winners

 

 

IMPORTANT Dates to Remember (April):

4/1

Payroll Deadline – 12:00 noon for PE 3/31/11

4/7

Pay Day

4/7-4/11

Web Time Preview 1

4/11

PAF Deadline

4/12

HRAMP Deadline

4/12-4/13

Web Time Preview 2

4/14-4/15

Web Time Input

4/18

Payroll Deadline– 12:00 noon for PE 4/15/11

4/20-4/25

Web Time Preview 1

4/21

Pay Day

4/22

HOLIDAY – Good Friday

4/25

PAF Deadline

4/26

HRAMP Deadline

4/26-4/27

Web Time Preview 2

4/28-4/29

Web Time Input

 

IMPORTANT Dates to Remember (May):

5/2

Payroll Deadline – 12:00 noon for PE 4/30/11

5/6

Pay Day

5/5-5/9

Web Time Preview 1

5/9

PAF Deadline

5/10

HRAMP Deadline

5/10-5/11

Web Time Preview 2

5/12-5/13

Web Time Input

5/16

Payroll Deadline– 12:00 noon for PE 5/15/11

5/20

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

5/27-5/31

Web Time Input

5/30

HOLIDAY – Memorial Day

 

 

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

April 1-15

April 16-30

SSE Timesheet (Form D-9c)

2011 Personnel Action & Payroll Calendar

2011 Special Check Calendar

 

 

The Principal Investigator’s Corner

 

TEMPORARY & INTERMITTENT APPOINTMENT JOB LEVEL/PAY RATE MATRIX

The RCUH established a set of standards for temporary and intermittent positions that will provide PIs with a set of guidelines to ensure consistent pay rates for jobs within the RCUH. We are receiving requests for temporary and intermittent hires that range from very basic to very high level.  Often times, the pay rates being used are not based on an objective criterion, and may cause a pay inequity amongst regular staff (i.e., temporary employee getting paid more than regular employee to do the same job). 

 

Effective April 1, 2011, we will be using the new Temporary & Intermittent Appointment Job Level/Pay Rate Matrix to determine the most appropriate job title, pay range, and pay rate for all temporary and intermittent hires. This matrix is to be used as a guideline and will not be limited to only these positions.

 

You may find this Temporary & Intermittent Appointment Job Level/Pay Rate Matrix in our Policy 3.210 Employing People through RCUH.

 

How to utilize the matrix:

  • Determine which position best fits your needs based on the matrix.
  • Indicate the “Requested Job Title” on the online position requisition form (PRF) as it is presented in the matrix (click to view sample screen).
  • On “Non Reg Hire 2” panel, copy/paste the description from the matrix into the “Brief description of work to be performed” box, also indicating the pay grade (click to view sample screen).
  • Pay Rate: Based on the pay grade, you will need to determine the rate of pay. Similar to regular recruitments, if you are requesting a salary above the midpoint, you will need to provide a salary justification. RCUH will conduct an internal equity review to ensure that there are no pay equity issues.

 

NOTE: You will not be limited to only the positions listed on the matrix. You may utilize already established regular positions as a base model for recruiting temporary/intermittent positions.

 

In the near future…

  • Implementation of this matrix to be embedded within the non-recruited position requisition form (NR PRF) online through the Human Resources Administrative Management Portal (HRAMP).
  • Expansion of this matrix to be based on other frequently used temporary and intermittent positions.

 

Questions??

Any questions regarding the procedure on initiating a non-recruited hire, please contact Sharon Vong at (808) 956-7307. Any questions regarding the Temporary & Intermittent Appointment Job Level/Pay Rate Matrix, please contact Renee Doi (808) 956-7241 or Branda Nguyen (808) 956-9847.

 

REVISED HUMAN RESOURCES POLICIES & PROCEDURES

Effective immediately, the following Human Resources Policy will be updated: 

Policy #3.262 RCUH Work Schedule, Work Week and Work Hours – The original policy indicated that the work week began at 12:01 a.m. Monday morning, and ended at 12:00 p.m. Sunday night.   A correction was made to reflect the work week as beginning at 12:00 a.m. Monday morning, and ending 11:59 p.m. Sunday night (See Section 1.b.).  Additionally, a provision was included to allow Principal Investigators to utilize a non-traditional work schedule, subject to RCUH review and approval (See Section 4).

Should you have any questions, please contact Nelson Sakamoto at (808) 956-3100 or via email to [email protected]

RCUH ANNUAL PERFORMANCE EVALUATIONS ARE COMING SOON!

All Regular, non-probationary employees must receive an Annual Performance Evaluation. This early notice is being provided to Principal Investigators and Project Leaders for planning purposes (e.g., end of semester, PI travel schedule, and employee vacations).


Therefore, now is the time to clean up your records.  If you have any changes to your RCUH accounts and staff, (i.e. regular employees on your payroll that have since terminated, changes to Principal Investigators, etc.) please make the necessary changes now.

 

Please be advised that the deadline to submit Annual Performance Evaluations this year will be Wednesday, June 1, 2011.   Specific announcements & forms will be distributed to Principal Investigators (PIs) in early April.


Please refer to the following policies on our website for additional information 3.410 RCUH Annual Performance Evaluations and 3.360 Performance Based Compensation Policy or you may contact Branda Nguyen at [email protected]  or (808) 956-9847.

 

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.  Additionally, as supervisor, you will need to review these detailed restrictions to determine if work accommodations (if any) can be made.

 

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]