THE RESOURCE – HR Newsletter

Volume 16, Issue 9


October 29, 2013






We are fast approaching the end of the year!  A few reminders:




(1)          Update Personal Information


Take the time NOW to verify and update your name, mailing address and e-mail address on the RCUH Employee Self Service (ESS) system.




An incorrect email address will prevent you from receiving important information about obtaining your W-2 form electronically.




An incorrect mailing address will not only cause delays in the delivery of your paper W-2 form (if you elect not to receive the electronic version), but you may also run the risk of your personal information falling into the wrong hands. 




(2)          Electronic W-2 Forms


If you have not done so already, we strongly recommend that you consent to an electronic version of the W-2 form this year.  No more worries about lost, misplaced or undelivered W-2s!   Be on the lookout soon for instructions on how to give consent to an electronic W-2 form.




(3)          Review 2013 Pay and Tax Information


Review pay and tax information on your pay advices NOW (also available on ESS) to make sure that they are correct.  All corrections or adjustments must be posted by the 12/01 – 12/15/13 pay period (last pay period in 2013) to be reflected on your 2013 W-2 form.  Please report any discrepancies to your Principal Investigator or Project Administrator immediately.




(4)          2014 Tax Withholdings


Review marital status and withholding allowances on your W-4 (federal) and HW-4 (state) Employee’s Withholding Allowance Certificates for the upcoming 2014 tax year in ESS.  Changes to tax withholdings may be completed at any time during the year, but too little withholdings during the year may result in large out-of-pocket payments, often with penalties, come April.




(5)          2014 Tax Form Renewals


Employees with special tax situations must renew tax documents for 2014 (e.g. W-4 exemptions, tax treaty exemptions).  Notification will be sent to applicable employees by email.




There is a limit to the amount of vacation that may be carried forward each calendar year (Dec. 31st to Jan. 1st). The amount of vacation you are allowed to carry forward is dependent upon the specific Vacation Plan authorized by your project. Your online Pay Statement (via Employee Self-Service System) indicates whether you are in Vacation Plan A or B.  It also lists your current vacation hours balances at the bottom left of the statement. RCUH will also send email notices if we feel you may be at risk of forfeiting your vacation. Please plan your vacation accordingly for the remainder of the year to ensure that you do NOT lose any well-deserved vacation leave.

Summary: Regular employees 50-100% are eligible for vacation under RCUH Policy 3.620 Vacation Leave. Vacation is calculated and accrued on a semi-monthly basis. There are two vacation plans administered by the RCUH:




1) Vacation Plan A (RCUH Standard Vacation Policy): Under Plan A, employees may not carry forward more than 10 workdays* of vacation in a calendar year. The maximum accumulation/carryover shall not exceed 10 workdays*.

2) Vacation Plan B (Non-Standard Vacation Policy): Under Plan B, employees may carry forward 15 workdays* of current year accruals, and total accumulation (current year accruals and previous year carry over) shall not exceed 45 workdays*.


*1 workday equals 8 hours multiplied by your FTE (i.e., 1 workday equals 4 hours for a 50% FTE employee).




RCUH SUPERVISOR “TRAIN-THE-TRAINER” TRAINING (for compliance with new OSHA regulations)


Presented by: John H. Connors Insurance and Zurich Services Corporation




Subject: “Globally Harmonized System of Classification and Labeling of Chemicals (GHS) – The New Hazard Communication Standard”




The OSHA Hazard Communication Standard was recently revised to align with the Globally Harmonized System of Classification and Labeling of Chemicals (GHS).  The GHS system provides a globally consistent manner of chemical hazard classification, labeling and communicating the hazards of chemicals via Safety Data Sheets (SDS).






December 1, 2013:


·         Employees must be trained on the changes to the OSHA Hazard Communication standard, the new GHS labeling system and the new GHS safety data sheets (SDS).


·         Employees must be aware of the changes so they can correctly interpret the hazards of the chemicals they work with based on the new labels and safety data sheets they may encounter.









Payroll Deadline Noon



11/6/13 – 11/11/13



HR AMP Web Time Preview #1






Pay Day






PAF Deadline






Holiday – Veteran’s Day






HR AMP Deadline



11/12/13 – 11/13/13



HR AMP Web Time Preview #2



11/13/13 – 11/20/13



ESS Black-Out Period



11/14/13 – 11/18/13



HR AMP Web Time Reporting Period






Payroll Deadline Noon



11/20/13 – 11/24/13



HR AMP Web Time Preview #1






Pay Day






PAF Deadline






HR AMP Deadline



11/25/13 – 11/26/13



HR AMP Web Time Preview #2



11/26/13 – 12/4/14



ESS Black-Out Period



11/27/13 – 12/2/13



HR AMP Web Time Reporting Period






Holiday – Thanksgiving Day































Payroll Deadline Noon



12/5/13 – 12/9/13



HR AMP Web Time Preview #1






Pay Day






PAF Deadline






HR AMP Deadline



12/10/13 – 12/11/13



HR AMP Web Time Preview #2



12/11/13 – 12/18/13



ESS Black-Out Period



12/12/13 – 12/16/13



HR AMP Web Time Reporting Period






Payroll Deadline Noon



12/19/13 – 12/23/13



HR AMP Web Time Preview #1






Pay Day






PAF Deadline






HR AMP Deadline



12/24/13 – 12/26/13



HR AMP Web Time Preview #2






Holiday – Christmas Day



12/26/13 – 1/3/14



ESS Black-Out Period



12/27/13 – 12/31/13



HR AMP Web Time Reporting Period

























November 1-15, 2013


November 16-30, 2013


December 1-15, 2013


December 16-31, 2013












RCUH is accepting nominations for its annual Outstanding Employee of the Year Awards Program from now through October 31, 2013.




This awards program is to encourage, recognize, and reward RCUH employees who have made demonstrable, significant and outstanding contributions to their project during the previous year.


Any Regular RCUH employee or groups of RCUH employees are eligible for the program.  Principal Investigators may nominate up to two employees from their respective project per category.  No more than one Group or Team nomination will be accepted from a Program, Project, School or Institute.  Group or Team nominations are limited to no more than 5 individuals.  If a Principal Investigator has more than two nominations, he/she will need to determine which two are the best nominations to be submitted to the RCUH Human Resources Department.




2 NOMINATION CATEGORIES (Maximum of 2 nominees per category):




            1.  Outstanding Researcher/Project Manager/Professional (Exempt status position)


            2.  Outstanding Project Support Staff (Non-Exempt status position)




Click here for the nomination form




For more information on the program, please refer to policy 3.450 Outstanding Employee of the Year Award.




DEADLINE to submit nomination(s):  October 31, 2013




The 2013 Outstanding Employee of the Year Awards Luncheon will be held on Friday, February 7, 2014.








RCUH IS AN EQUAL EMPLOYMENT opportunity/affirmative action employer.  It is the policy of RCUH to afford equal employment opportunity to all individuals without regard to race, color, religion, sex, national origin, age, arrest and court record, handicap, marital status, or status as a disabled veteran or veteran of the Vietnam era.  RCUH’s Affirmation Action Plan describes the programs/procedures developed to ensure employment opportunities for women, minorities, handicapped, disabled, and Vietnam era veterans.  The Plan is available for inspection at the RCUH Human Resources Department.