New EEOC Posters & Supplement

The Genetic Information Nondiscrimination Act (GINA) becomes effective on November 21, 2009.  The Act protects applicants and employees from discrimination based on genetic information. The Equal Employment Opportunity Commission (EEOC) has revised its “Equal Employment Opportunity is the Law” poster to incorporate GINA´s requirements.  Please update your EEO posters on your respective project bulletin boards.

Equal Employment Opportunity is the Law

Equal Employment Opportunity is the Law Supplement

Announcing the “new” www.rcuh.com

On November 23, 2009, RCUH will launch its new and improved Web site.  We will transition to the new site beginning at 5:00 pm on Friday, November 20, through the weekend.  Therefore, the rcuh.com site and systems will not be available during this transition period.  While there may be pockets of time when the systems may appear to be available, please DO NOT execute any transactions, as they will not be valid.
The new site and systems will be available effective Monday, November 23, 2009, at 6:00 a.m.
This is what the new home page will look like:
 newrcuh
WHAT’S NEW:
  • Easy access to login.
  • One-click access to all Financial functions via RCUH Portal
  • Powerful search window for Policies & Procedures, Forms and Help
  • Improved design for Purchasing, Payments and other key functions.
WHAT HAS NOT CHANGED:
  • Workflow and page clicks for Purchasing, Payments and other functions have not changed, although the page designs have improved. In a future phase, RCUH plans to modernize its workflow and streamline Purchasing, Payments and other key tasks.
  • Training videos have not been updated to reflect the changes. RCUH plans to update the videos in the near future.
Scroll for a more detailed description of the upcoming changes and how it differs from the previous version.
LOGGING IN
BEFORE

 oldrcuhlogin
AFTER

newrcuhlogin

ACCESS TO FUNCTIONS
BEFORE
 oldrcuhfunctions

AFTER

newrcuhfunctions

POLICIES & PROCEDURES / OTHER DOCUMENTS
BEFORE

oldrcuhpp

AFTER
 newrcuhpp
LINK TO HR PORTAL
BEFORE
oldrcuhhr
AFTER
 newrcuhhr
LINK TO UH HILO, PROJECT SERVICES
BEFORE

oldrcuhother

AFTER
 newrcuhother

Year End Reminders for ALL RCUH Employees

TO: All RCUH Employees

(1) Please take the time now to verify your name and address information on the RCUH Employee Self Service (ESS) system to ensure that our records are accurate. Your name and mailing address, as it appears on ESS, is what will appear on your 2009 Wage & Tax Statement (W-2 form), or other tax forms, which will be mailed to you in January 2010.

An incorrect mailing address may cause delay in the delivery of your W-2 form. Please remember that you will be assessed a $10.00 reissue fee if you have to request for a duplicate W-2 form to be issued for any reason.

If changes are necessary, please be sure to update your information on the Employee Self-Service system by Wednesday, December 23, 2009.

(2) Please also review your pay advices in ESS (“View Paycheck”) to make sure that your pay and TAX information is correct. The 12/01 – 12/15/09 pay period is the last pay period in 2009; all corrections and adjustments must be posted by then to be reflected on your 2009 W-2 form.

Please contact your Principal Investigator, or project administrator, by November 30, 2009 if there is a need to make any corrections to your pay or taxes.
(3) Employees who claimed an exemption from the withholding of federal income tax on their W-4 form in 2009, must submit another W-4 form if they wish to claim an exemption for 2010. You may submit a new W-4 form on the Employee Self Service system. Please be sure to change the year in the box under “Claim Exemption” to 2010.

Employees who wish to change their marital status and/or withholding allowance on Federal form W-4 or Hawaii State form HW-4 for the upcoming 2010 tax year may do so on the ESS system after January 1, 2010.

To access our Employee Self Service (ESS) system, please click on the Employee Self Service link on the RCUH home page at www.rcuh.com and follow the instructions on the “Overview” page.

For questions or problems with your ESS login or password, please email us at [email protected]

For W-2 related questions, please e-mail our RCUH Payroll staff at [email protected]

Payroll Deadlines for December 2009

TO: All PIs and FOs
Though we are still in November, please note the following important payroll deadlines for December 2009. In particular, please note that the payroll deadline for the 12/16 – 12/31/09 pay period is Thursday, December 31, 2009. Please plan accordingly.

(1) December 11, 2009 (Friday): Deadline for all retroactive payroll correction and adjustment requests for 2009. Pay period ending 12/15/09 is the last payroll in 2009 and the last chance for retroactive payroll adjustments to be processed in the current payroll year. Any adjustments posted after pay period ending 12/15/09 will be considered 2010 earnings/adjustments and will NOT be included in the employee’s W-2 form for 2009.

(2) December 16, 2009 (Wednesday) – 12:00 noon: Payroll deadline for the 12/01 – 12/15/09 pay period

(3) December 30, 2009 (Wednesday): Last Special Check Run for 2009. Please be sure to submit Special Check Run requests by end-of-day on Monday, December 28, 2009. Please note that checks processed on this check run will be dated January 4, 2010 and are considered earnings for 2010.

(4) December 31, 2009 (Thursday) – 12:00 noon: Accelerated payroll deadline for the 12/16 – 12/31/09 pay period. The web timesheets will be available from Tuesday, December 29, 2009.

If your project is affected by campus or office closures during this time, please plan now to find alternate locations or means to submit your online timesheets by the December 31st payroll deadline.

Should you have any questions, please email us at [email protected].

Mahalo!
RCUH Payroll Staff

Revision to Subawards Funded Under ARRA

TO: UH Principal Investigators / Designated University Officials / Other Project Personnel

The University of Hawaii (UH) Office of Research Services has provided clarification for processing ARRA subawards. Attached are pdf files of memorandums issued by ORS dated 11/02/09 and by Dr. Gaines, Vice President for Research, dated 10/16/09. The ORS Memorandum supersedes our October 26, 2009 Subawards Funded Under ARRA web announcement.

Should you have any questions, please contact the ORS Compliance Section at [email protected]

ARRA memo ORS 11-2009.pdf

ARRA subawd 10-16-09.pdf

REMINDER – RCUH is Accepting Nominations for the Outstanding Employee of the Year

TO: Principal Investigators:

REMINDER: RCUH is currently accepting Nominations for the Outstanding Employee of the Year.

DEADLINE to submit your nomination(s) is November 20, 2009.

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.

Click here for previous announcement.

Amendment to BU 08, 68, 78 Travel Allowance

TO: UH Principal Investigators / Designated University Officials / Other Project Personnel

Effective November 1, 2009, the travel allowance for Bargaining Unit 08 and corresponding excluded Units 68 and 78 employees will be at the prevailing Federal allowable rates. The new rates are applicable to intra-state and out-of-state travel beginning on or after November 1, 2009. Attached is a Memorandum issued by Howard Todo, Vice President for Budget and Finance/CFO, regarding the changes to the travel allowance for Bargaining Unit 08 and corresponding excluded Unit 68 and 78 employees.

Click here for travel amendment document

The new UH HGEA contract for APT Unit 08 and corresponding units, effective November 1, 2009, will make the processing steps for travel completion reports identical to those for Unit 07 Faculty employees.

Should you have any questions, please contact Lois Mizumoto at [email protected]

 

TRAINING: Nov & Dec 2009: First Aid, CPR, and Automated External Defibrillator (AED) Training (for Supervisory Staff Only)

Authorized Provider

RCUH is offering First Aid, CPR, and Automated External Defibrillator (AED) training for supervisors of RCUH employees. First Aid/CPR training strengthens our Safety Program and our efforts to comply with Federal and State Occupational Safety and Health regulations.


Hawaii’s Occupational Safety & Health Law §1910.151 Medical services and first aid (b) states: “In the absence of an infirmary, clinic, or hospital in near proximity to the workplace which is used for the treatment of all injured employees, a person or persons shall be adequately trained to render first aid. Adequate first aid supplies shall be readily available.”

We encourage anyone (UH, State, Federal or RCUH employee) who supervises RCUH staff to attend this training (at NO COST to the project except for staff time). This training is also available to employees that require First Aid/CPR/AED certification as part of their job requirements (as specified in the employee’s RCUH job description).

RCUH will cover all supply and administrative expenses. All attendees who successfully complete the course and demonstrate the required skill sets will receive ARC Certification Cards.

The following is the course outline:

  1. Introduction – Before Giving Care
  2. Checking an Ill or Injured Person
  3. Breathing Emergencies and Conscious Choking
  4. Cardiac Emergencies
  5. CPR and Unconscious Choking
  6. Using an Automated External Defibrillator (AED)
  7. Soft Tissue Injuries
  8. Injuries to Muscles, Bones, and Joints
  9. Sudden Illness
  10. Heat and Cold Related Injuries


Please RSVP your attendance to Keevan Matsumoto at [email protected] with your name, project name, position title, phone number, email address, work location, and training session number. Space is very limited.

OAHU:

Training Session: FAN24
November 24, 2009 (Tuesday)
9:00 am – 4:30 pm
(1 Hour Lunch)
Location: UH Manoa, Room TBA

Training Session: FAD16
December 16, 2009 (Wednesday)
9:00 am – 4:30 pm
(1 Hour Lunch)
Location: UH Manoa, Room TBA

MAUI:

Training Session: FAN20
November 20, 2009 (Friday)
9:00 am – 4:30 pm
(1 Hour Lunch)
Location: MCC Room TBA

HILO:

Training Session: FAD4
December 4, 2009 (Friday)
9:00 am – 4:30 pm
(1 Hour Lunch)
Location: TBA

Trainings are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, contact (808) 956-0872 or email [email protected]

TRAINING: Nov & Dec 2009: Human Resources Administrative Management Portal (HR AMP) Training for New System Users

RCUH Human Resources will be conducting our monthly Human Resources Administrative Management Portal (HR AMP) training to assist NEW users or those needing a “refresher course” on our online personnel system. During these training sessions, step-by-step instructions will be provided for the following transactions:

  1. Introduction to the HR AMP System (Launched 4/22/09)
  2. Initiating Non-Recruited (Temporary, Student, Specialized Services, & Intermittent) Employees
  3. Initiating Position Requests (Regular Employees)
  4. Ranking of Applicants and Selection Process for a Recruited Position
  5. Processing Payroll/Time Reporting
  6. Project Number Changes & Vacation Transfer/Payout Actions
  7. Changing Employee’s Full-Time/Part-Time Status (FTE Changes)
  8. Terminating Employees

COURSE INFORMATION:

OAHU

OAHU Training Session: HRN23
Date: November 23, 2009 (Monday)
Time: 1:15 pm to 4:15 pm
Location: UH Manoa Shidler College of Business Room E-102 (Computer Lab)

OAHU Training Session: HRD7
Date: December 7, 2009 (Monday)
Time: 9:00 am to 12:00 pm
Location: UH Manoa Shidler College of Business Room E-102 (Computer Lab)

HILO

HILO Training Session: HRD11
Date: December 11, 2009 (Friday)
Time: 1:00 pm to 4:00 pm
Location: IFA Hilo Room TBA

MAUI

MAUI Training Session: HRD18
Date: December 18, 2009 (Friday)
Time: 1:00 pm to 4:00 pm
Location: Maui Community College Room TBA

Space is very limited, so please RSVP your attendance to Keevan Matsumoto at [email protected].

Meetings are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, contact (808) 956-0872 or email [email protected] at least one week prior to the training.

TRAINING: Nov & Dec 2009: Purchasing and Payment System Training for Support Staff

The RCUH Purchasing and Payments System training is designed to equip project support staff with the basic knowledge and skills to initiate Purchasing and Payment actions via the RCUH Web System. During this Purchasing and Payment training session, hands-on instruction will be provided for the following:

1. Orientation to the RCUH Purchasing and Payment Documents
2. User Tips
3. Navigating the RCUH Web Purchasing and Payment System
4. Purchase Orders (POs)
5. Purchase Order Change Forms (POCFs)
6. Searching/Adding New Vendors
7. Authorization for Payments (AFPs)
8. Reimbursements for Cash Purchases
9. Personal Automobile Mileage Reimbursements
10. Travel Requests and Travel Completion Reports (Same-Day Interisland Travel)

Attendees will receive a Purchasing and Payment Handbook with detailed step-by-step instructions on processing all of the above Purchasing and Payment actions.


COURSE INFORMATION:

OAHU

OAHU Training Session: PPN16
Date: November 16, 2009 (Monday)
Time: 1:15 pm to 4:15 pm
Location: UH Manoa Shidler College of Business Room E-102 (Computer Lab)

OAHU Ttraining Session PPD7
Date: December 7, 2009 (Monday)
Time: 1:15 pm – 4:15 pm
Location: UH Manoa Shidler College of Business Room E-102 (Computer Lab)

HILO

HILO Training Session: PPD11
Date: December 11, 2009 (Friday)
Time: 9:00 am to 12:00 pm
Location: TBA

MAUI

MAUI Training Session: PPD18
Date: December 18, 2009
Time: 9:00 am to 12:00 pm
Location: MCC Room TBA

Space is very limited, so please RSVP your attendance to Keevan Matsumoto at [email protected].

Meetings are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, contact (808) 956-0872 or email [email protected] at least one week prior to the training.