In our ongoing efforts to provide our employees with early communication, please consider these Year End preparations as we near the end of 2025.
IMPORTANT DATES:
- December 16, 2025 at Noon HST: Final RCUH Payroll Deadline for Calendar Year 2025 (check with your project for internal deadline). Submit your eTimesheets early!
- December 21, 2025: Deadline to consent for Electronic W-2 and update mailing/email address.
- January 2, 2026 at Noon HST: First Payroll Deadline for Calendar Year 2026! Submit your eTimesheets early as Payroll Deadline is a Friday after a Holiday.
| Checklist Items | Details | Path or Resource |
| W-2 Electronic Consent | Please reference the Memorandum from Kira Higa, RCUH Director of Human Resources (RE: IRS From W-2 – Go Electronic: Safer and Faster Access to W-2s). | Employee Self-Service> Payroll and Taxes > W-2/W-2c Consent |
| Review Form W-4 | Make any change if necessary (review personal withholding situation). | You may use the IRS Tax Withholding Estimator for assistance with completing your Form W-4 |
| Review Mailing/Email Addresses | Updates to your personal information can only be submitted via ESS during non-blackout dates (please refer to the Personnel Action and Payroll Calendar for blackout dates). | Employee Self-Service> Personal Information > Home and Mailing Address |
| Employees with Tuition Reimbursement for Fall 2025 – Submit Grades! | Submit Grades for the Fall 2025 Semester no later than December 13, 2025 to ensure that payment is processed in calendar/tax year 2025. (Grades are due 30 days after the end of class. Grades submitted after December 13th will be processed in tax year 2026.) | Employee Self-Service> eUpload or email [email protected] |
| New 2026 Annual IRS Contribution Limits for RCUH 403(b) Supplemental Retirement Annuity (SRA) Plan | Pay period: December 1-15, 2025 is the last pay period for tax year 2025. | Please check your current SRA contributions in Employee Self-Service > Benefits |
| Vacation Forfeiture: Check your balance and schedule vacation! | All vacation hours exceeding the maximum carry-over of an employee’s vacation plan will be forfeited on December 31st. Please review your vacation balance and utilize the Vacation Forfeiture Calculator to help prepare! | RCUH - Vacation Leave: Use It or Lose It Vacation Forfeiture Calculator 3.620 RCUH Vacation Leave Policy. |
To add the RCUH Payroll Deadlines to your own calendar, please use the links below. You may adjust these deadlines to reflect your project's internal deadlines as needed.
If you have any questions, please contact RCUH Payroll at [email protected].
