RCUH IMPORTANT – Follow-up to RCUH Advisory #9 (May 14, 2021) regarding Return to the Workplace & COVID-19 Vaccinations

MEMORANDUM

TO:                  All Principal Investigators employing RCUH staff

FROM:           Nelson Sakamoto

                       Director of Human Resources

SUBJECT:      Follow-up to RCUH Advisory #9 (May 14, 2021) regarding Return to the Workplace & COVID-19 Vaccinations

We are providing you with additional guidance from our May 14, 2021 RCUH Advisory #9.

Advisory #9 – Applicable to RCUH employees working for a University of Hawaii Principal Investigator in Hawaii:  On May 14, 2021, the RCUH published Advisory #9 regarding the tentative return to workplace schedule for all RCUH employees working for University of Hawaii projects.  These RCUH employees are subject to the University’s return to the workplace guidelines and schedule.  The RCUH will provide updates as needed to this return to the workplace schedule.  RCUH Advisory #9 does not apply to RCUH employees permanently working outside of Hawaii. 

COVID-19 Vaccinations are Encouraged – Not Mandatory:  On February 26, 2021, the RCUH published Advisory #8 regarding the COVID-19 Vaccinations for RCUH employees on all islands.  The RCUH and the University of Hawaii encouraged our employees to get the vaccination.  At that time, the demand for vaccinations were more than the supply of vaccines. This required scheduling and coordination. Today, the vaccine supply is greater than the demand allowing employees to schedule themselves for a vaccination.  The RCUH continues to encourage all employees to get vaccinated and we continue to authorize 2.0 hours of paid time off if their vaccination is on a workday. To date, the University has not mandated vaccinations for its employees.  However, this may change in the future, should this occur the RCUH will provide you with an Advisory guidance. Any Principal Investigator whose project has a job or safety related reason to impose a mandatory vaccination rule for their RCUH employees should contact the RCUH Director of Human Resources for guidance.

Questions or other concerns: Contact me by email ([email protected]) with any questions or concerns.

RCUH INFO ONLY – May 18-20: TIAA Individual GRA/SRA Advisory Sessions (Virtual Meetings)

Monday, May 17, 2021

ATTENTION:  Principal Investigators & Regular-Status employees at 50-100% FTE

RCUH is now coordinating one-hour Individual/Employee Retirement (GRA/SRA) Plan Advisory Sessions with TIAA via virtual meetings May 18-20. Regardless of your current status – whether you are a long-time employee, just hired, or somewhere in between – it is never too early or too late to consider retirement planning. During these personalized sessions, you will be able to discuss your personal financial/retirement goals with a TIAA Financial Consultant on a free and confidential basis.

Because these sessions are being held during normal business hours, all employees must notify their PIs and supervisors if they would like to attend. We encourage Principal Investigators to allow their employees to attend the TIAA Advisory Sessions, if requested. 

For employees unfamiliar with the SRA (Supplemental Retirement Annuity) plan, please note that unlike the GRA (Group Retirement Annuity) plan, there is no 12-month waiting period and you may enroll or make changes to your election at any time during the year. The SRA plan with TIAA is considered a 403(b) tax-deferred annuity plan which allows an employee to make contributions via payroll deduction from his/her pre-tax earnings over and above the amount being accumulated under the RCUH basic retirement plan (GRA). 

For more information about the GRA and SRA plans, please review Policy 3.560 RCUH Retirement Plans.

We have reserved the following dates and times for individual sessions:

DatesLocation
Tuesday, May 18Virtual
Wednesday, May 19Virtual
Thursday, May 20Virtual

https://shared.tiaa.org/public/publictools/events/meetingAndSeminar?employerId=1-8RJV-16

If you have questions or are unable to schedule an appointment online, please call TIAA’s Service and Scheduling Group at (800) 732-8353 Mon-Fri 6am – 3pm Hawaiʻi Standard Time.


Relevant Forms and Documents:
TIAA-SRA Supplemental Retirement Annuity – Agreement for Salary Reduction Form (B-6)

Meetings are accessible for individuals with disabilities.  Individuals who require special needs accommodations may request assistance in writing to [email protected] prior to the scheduled meeting.

Future TIAA Individual Advisory Session Dates and Locations for CY 2021*:

TBD

RCUH HR URGENT – RCUH BENEFITS OPEN ENROLLMENT PERIOD Ends Friday, May 14th

TO: All RCUH Regular-status (50-100%) FTE Employees with or w/o Medical/Dental Plan

FROM: Nelson Sakamoto, Director of Human Resources

SUBJECT: RCUH HR URGENT – RCUH BENEFITS OPEN ENROLLMENT PERIOD Ends Friday, May 14th

REMINDER: All RCUH Open Enrollment Forms are due to RCUH Benefits (Email: [email protected]) by Friday, May 14, 2021. For detailed information regarding the RCUH Benefits Open Enrollment period, please refer to the Open Enrollment Informational Materials page and the announcement sent on Monday, May 3, 2021 (located below).

Frequently Used Forms:

  1. RCUH Group Health Insurance Waiver Form (OEB-5Wb) – Mandatory for all employees waiving medical coverage for the new plan year
  2. RCUH Flexible Spending Enrollment & Change Form (OEB-5F) – Re-enrollment mandatory for all employees wishing to participate in FSA Healthcare and/or FSA Dependent Care plans
  3. RCUH Group Health Plan Enrollment Form (OEB-5Ha)– Only required for new enrollments, changes to medical carrier or plan, change in coverage tier – add/remove dependents

Contact Information

Contact RCUH Employee Benefits for general inquiries on Open Enrollment, eligibility, and assistance with forms such as submission or filling them out.

Phone: (808) 956-6979 or (808) 956-2326                Fax: (808) 956-5022

Email: [email protected]

RCUH HR INFORMATION ONLY – COMING SOON: 2021 RCUH Benefit Open Enrollment Period is May 3-14, 2021

To:      All RCUH Regular-Status (50-100%) FTE Employees

RCUH’s 2021 Benefit Open Enrollment period will take place starting Monday, May 3rd through Friday, May 14th, 2021 for enrollments effective July 1st, 2021 through June 30th, 2022.

Why is Open Enrollment important? The Open Enrollment period allows you to (a) enroll in eligible benefits, (b) make changes to your benefits, (c) make changes to your coverage, (d) cancel benefits. Outside of the Open Enrollment period, changes to these benefits can only be made through a qualifying life event. All changes will be effective commencing July 1, 2021.

If you do not wish to make any changes to your current Medical and Dental coverage, there is no action needed.

Additional information regarding Open Enrollment for your Medical Plan, Dental Plan, Flexible Spending (Healthcare/Dependent care) will be coming next week.

Contact RCUH Employee Benefits Section for general inquiries on Open Enrollment and benefits eligibility:

Phone: (808) 956-6979 or (808) 956-2326

Email: [email protected]

Fax: (808) 956-5023

Contact carriers (i.e., HMSA, Kaiser, HDS, NBS, etc.) directly with any specific coverage inquiries or for assistance on current claims.

RCUH INFO ONLY- April 27-29: TIAA Individual GRA/SRA Advisory Sessions (Virtual Meetings) – NO AVAILABLE SESSIONS

Monday, April 19, 2021

ATTENTION:  Principal Investigators & Regular-Status employees at 50-100% FTE

RCUH is now coordinating one-hour Individual/Employee Retirement (GRA/SRA) Plan Advisory Sessions with TIAA via virtual meetings April 27-29. Regardless of your current status – whether you are a long-time employee, just hired, or somewhere in between – it is never too early or too late to consider retirement planning. During these personalized sessions, you will be able to discuss your personal financial/retirement goals with a TIAA Financial Consultant on a free and confidential basis.

Because these sessions are being held during normal business hours, all employees must notify their PIs and supervisors if they would like to attend. We encourage Principal Investigators to allow their employees to attend the TIAA Advisory Sessions, if requested. 

For employees unfamiliar with the SRA (Supplemental Retirement Annuity) plan, please note that unlike the GRA (Group Retirement Annuity) plan, there is no 12-month waiting period and you may enroll or make changes to your election at any time during the year. The SRA plan with TIAA is considered a 403(b) tax-deferred annuity plan which allows an employee to make contributions via payroll deduction from his/her pre-tax earnings over and above the amount being accumulated under the RCUH basic retirement plan (GRA). 

For more information about the GRA and SRA plans, please review Policy 3.560 RCUH Retirement Plans.

We have reserved the following dates and times for individual sessions:

DatesLocation
Tuesday, April 27Virtual
Wednesday, April 28Virtual
Thursday, April 29Virtual

https://shared.tiaa.org/public/publictools/events/meetingAndSeminar?employerId=1-8RJV-16

If you have questions or are unable to schedule an appointment online, please call TIAA’s Service and Scheduling Group at (800) 732-8353 Mon-Fri 6am – 3pm Hawaiʻi Standard Time.


Relevant Forms and Documents:
TIAA-SRA Supplemental Retirement Annuity – Agreement for Salary Reduction Form (B-6)

Meetings are accessible for individuals with disabilities.  Individuals who require special needs accommodations may request assistance in writing to [email protected] prior to the scheduled meeting.

Future TIAA Individual Advisory Session Dates and Locations for CY 2021*:

TBD

RCUH HR IMPORTANT – Flexible Spending Account (FSA) Plans: Amendments to Health and Dependent Care FSA Plans

TO:     All RCUH Regular Status (50-100% FTE) who are currently active and enrolled in Flexible Spending Plan Accounts for Plan Year July 1, 2020 – June 30, 2021

The American Rescue Plan Act of 2021 (ARPA) and the Consolidated Appropriations Act, 2021 (CAA) provides for changes to the Health FSA and Dependent Care FSA plans respectively. The RCUH has implemented applicable changes to our Flexible Spending Account (FSA) Plans:

  1. Dependent Care FSA increase in contribution limit up through December 31, 2021: Maximum contributions limits increased to $10,500 (single taxpayer or married couples filing jointly) or $5,250 (married couples filing separately) for tax year 2021 (up through December 31, 2021).
  2. Health FSA and Dependent Care FSA Change to Use-It or Lose-It deadlines and Roll-Over allowances: One-time unlimited allowance of carryover of unused funds from plan year July 1, 2020 – June 30, 2021 to July 1, 2021 – June 30, 2022. Carryover of funds from the 2020-21 plan year to the 2021-22 plan year will happen automatically if the following two conditions are applicable to your situation: 
    1. Employee has an unused balance in their Health FSA plan and/or Dependent Care FSA plan as of June 30, 2021 AND
    2. Employee re-enrolls in the respective FSA plan during the upcoming Open Enrollment period (coming soon – May 3-14, 2021). There is a contribution minimum of $1 per pay period for the Dependent Care FSA.

Plan Year (e.g., June 30, 2021) Use-It or Lose-It still applies If you do not meet condition b) above.  The standard “Use-It or Lose-It” provisions will apply if you do not re-enroll in the RCUH’s Health FSA and/or Dependent Care FSA for next plan year (commencing July 1, 2021).  All unused Health FSA and/or Dependent Care FSA will expire and be forfeited effective June 30, 2021.  To avoid forfeiting funds, all services must be incurred by June 30, 2021

If you experience a loss of eligibility, due to a change in your employment status (i.e., FTE drops below 50% or termination of employment) prior to June 30, 2021, you have up until the end of the month in which your employment status changed to incur services eligible for reimbursement.

You have ninety (90) days after June 30, 2021 to claim/submit reimbursements (for services incurred before or on June 30, 2021) for the plan year July 1, 2020 through June 30, 2021 via the NBS Mobile App or completing the NBS reimbursement form and submitting it along with all copies of your receipt(s) and required documentation (attach only PDF, TIFF or JPEG formats) directly to National Benefit Services (NBS) via fax (844) 438‐1496), mail (National Benefit Services, LLC P.O. Box 6980, West Jordan, UT 84084), or email ([email protected]).  

If you have any questions or need further assistance in filing for a reimbursement or check on the status of a pending reimbursement, please call (800) 274-0503 ext. 502 or download the forms from the NBS website.

FSA Store:

For those with Healthcare Expense Reimbursement Accounts, be sure to utilize the FSA store for more information on what products can be purchased at a store near you. 

Important Notice for Health and Dependent Care FSA Plans – Re-Enrollment during 2021 Open Enrollment Period:  If you wish to participate in the Health FSA and/or Dependent Care FSA Plan(s) for the upcoming plan year commencing July 1, 2021 through June 30, 2022; you MUST RE-ENROLL for these benefits in the upcoming Open Enrollment Period (May 3-14, 2021). These benefits will not automatically continue into the new plan year.

Parking and Transportation Reimbursement accounts do not require re-enrollment and will automatically continue until you cancel.

If you have any questions or concerns, please contact the RCUH Employee Benefits Section at [email protected] or (808) 956-2326 or (808) 956-6979.

Attachments:

NBS Login Web Portal: First Time Login Instructions


RCUH HR IMPORTANT – RCUH Human Resources Online Systems Down Saturday, 03/27/21 5:00 AM to 2:00 PM

All RCUH Human Resources online systems will be down on Saturday, 03/27/21 at 5:00 AM (HST) to 2:00 PM (HST) for system maintenance.

This will include:

  • Human Resources Portal
  • Employee Self Service (ESS)
  • Careers/Recruiting
  • New Hire Documents (EHS)

We apologize for any inconveniences this may cause.

If you have any questions, please contact Taylor Sumi at (808) 956-6318 or [email protected].

RCUH INFO ONLY – March 10-11: TIAA Individual GRA/SRA Advisory Sessions (Virtual Meetings)

ATTENTION:  Principal Investigators & Regular-Status employees at 50-100% FTE

RCUH is now coordinating one-hour Individual/Employee Retirement (GRA/SRA) Plan Advisory Sessions with TIAA via virtual meetings March 10-11. Regardless of your current status – whether you are a long-time employee, just hired, or somewhere in between – it is never too early or too late to consider retirement planning. During these personalized sessions, you will be able to discuss your personal financial/retirement goals with a TIAA Financial Consultant on a free and confidential basis.

Because these sessions are being held during normal business hours, all employees must notify their PIs and supervisors if they would like to attend. We encourage Principal Investigators to allow their employees to attend the TIAA Advisory Sessions, if requested. 

For employees unfamiliar with the SRA (Supplemental Retirement Annuity) plan, please note that unlike the GRA (Group Retirement Annuity) plan, there is no 12-month waiting period and you may enroll or make changes to your election at any time during the year. The SRA plan with TIAA is considered a 403(b) tax-deferred annuity plan which allows an employee to make contributions via payroll deduction from his/her pre-tax earnings over and above the amount being accumulated under the RCUH basic retirement plan (GRA). 

For more information about the GRA and SRA plans, please review Policy 3.560 RCUH Retirement Plans.

We have reserved the following dates and times for individual sessions:

DatesLocation
Wednesday, March 10Virtual
Thursday, March 11Virtual

https://shared.tiaa.org/public/publictools/events/meetingAndSeminar?employerId=1-8RJV-16

If you have questions or are unable to schedule an appointment online, please call TIAA’s Service and Scheduling Group at (800) 732-8353 Mon-Fri 6am – 3pm Hawaiʻi Standard Time.


Relevant Forms and Documents:
TIAA-SRA Supplemental Retirement Annuity – Agreement for Salary Reduction Form (B-6)

Meetings are accessible for individuals with disabilities.  Individuals who require special needs accommodations may request assistance in writing to [email protected] prior to the scheduled meeting.

Future TIAA Individual Advisory Session Dates and Locations for CY 2021*:

TBD

RCUH HR IMPORTANT: eTimesheet for March 1-15, 2021 pay period will not be available until March 4, 2021

To: All Principal Investigators, Project Staff, and Employees on the RCUH eTimesheet System

eTimesheets for Pay Period March 1-15, 2021 will not be available until March 4, 2021. The RCUH will be doing system maintenance on the eTimesheet system on March 1-3, 2021.

If you have any issues with accessing your eTimesheet on March 4, 2021, please contact [email protected] or call 956-8900.

RCUH HR IMPORTANT – RCUH Human Resources Online Systems Down Saturday, 02/20/21 5:00 AM to 10:00 AM

All RCUH Human Resources online systems will be down on Saturday, 02/20/21 at 5:00 AM (HST) to 10:00 AM (HST) for system maintenance.

This will include:

  • Human Resources Portal
  • Employee Self Service (ESS)
  • Careers/Recruiting
  • New Hire Documents (EHS)

We apologize for any inconveniences this may cause.

If you have any questions, please contact Taylor Sumi at (808) 956-6318 or [email protected].