TO:                  Principal Investigators, Project Administrators, and Fiscal Administrators

FROM:            Kira Higa, Director of Human Resources

This memorandum provides formal guidance regarding RCUH’s position on remote work performed outside of the State of Hawaiʻi. RCUH Policy 3.262 defines remote work as a pre-approved arrangement that allows employees to work remotely outside of the State of Hawaiʻi. Because RCUH is not resourced to manage the complex and evolving employment, tax, and compliance requirements across multiple jurisdictions, a more structured and conservative approach will be implemented effective immediately.

Out-of-state remote work may only be considered for positions where the primary work location requires physical presence and is connected to an out-of-state site, such as research facilities, or partner institutions. Positions whose primary work location is not physically connected to an out-of-state worksite (i.e., home-based position) will not be allowable. Eligibility for out-of-state remote work is limited and not available for all roles and is based on compliance and risk considerations. RCUH retains final authority over all out-of-state work arrangements.

Effective immediately, no further approvals for remote work outside Hawaiʻi will be permitted for non-recruited intermittent hires, Non-Exempt positions, or any Part-Time position below 75% FTE. These standards apply prospectively; however, any transaction involving a current out-of-state remote employee, including changes, such as (but not limited to) status, FTE, relocation, classification, or extensions, will trigger a compliance review by Human Resources and is not subject to continued approval.

RCUH cannot assume additional risk and liability associated with employing out-of-state staff for roles that are fundamentally Hawaiʻi-based. Projects should consult with RCUH Human Resources prior to initiating any recruitment or employment action involving remote work outside of the State of Hawaiʻi.