We at RCUH are always striving to improve our online applications in order to provide the best possible service to you. We have received some valuable feedback about our Electronic Personnel Action Form (ePAF), and we’re putting it into action! Below are the changes that were made to the ePAF approval process:

ePAF Project Changes: Previously did not require Supervisory Authority approval. Now requires Supervisory Authority or PI approval.

ePAF Involuntary Terminations: Previously required PI approval. Now requires Supervisory Authority or PI approval.

ePAF Pay Rate Changes: Previously required PI approval. Now requires Supervisory Authority or PI approval.

NOTE: Approval changes will NOT affect the ePAF actions that were initiated or submitted before Monday, December 7, 2015

If you have any questions, comments, or additional feedback about the ePAF, please contact Kellye Yamamoto at [email protected].

To:      All RCUH Employees

Re:     IMPORTANT REMINDER! – Review and Update Your Personal Information on the RCUH Employee Self-Service System
Believe it or not, we are already at the end of the year! A few reminders:

1. Update Contact Information

All RCUH employees are responsible for keeping their personal contact information updated at all times via Employee Self Service (ESS). This includes the following information:

• Home and Mailing Address
• Phone Numbers
• Email Addresses

It is important to keep this information updated as we often send out important notices and emails, such as information regarding W-2 forms. Please log in to ESS to ensure that your contact information is current and make any changes before January 11, 2016.

Note: ESS Blackout periods (when changes are not allowed):

• 12/11/15 – 12/18/15
• 12/28/15 – 1/05/16
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. Your W-2 form will then be available for you to view and print on the ESS system. No worries about lost, misplaced or undelivered W-2 forms! Your confidential information will be safe and secure, and only accessible by you.

3. Review 2015 Pay and Tax Information

Review pay and tax information on your pay advices NOW to make sure that they are correct. All corrections or adjustments must be posted by the 12/01 – 12/15/15 pay period (last pay period in 2015) to be reflected on your 2015 W-2 form. Please report any discrepancies to your Principal Investigator or Project Administrator immediately.

4. 2015 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 2016 tax year.

5. 2016 Tax Form Renewals

Employees with special tax situations must renew tax documents for 2016 (e.g. W-4 exemptions, tax treaty exemptions). Notification will be sent to applicable employees by email within the next 2 weeks.

TO: RCUH Employees Who Have Not Yet Consented to Receive Electronic W-2 Forms

Electronic W-2: The RCUH will provide employees with an electronic Wage and Tax Statement (W-2) for 2015 tax filings. The electronic W-2 application on the RCUH Employee Self-Service (ESS) system provides you with a secure and convenient way to receive your 2015 W-2 form. This notice complies with applicable IRS disclosure requirements relating to electronic W-2 forms.

Electronic W-2 – Prevents Identity Theft:
Identity theft is on the rise, and if it happens to you, it can be a nightmare. Our #1 concern is the security of your personal information. Your W-2 form contains enough personal identifiable information which, in the wrong hands, could lead to identity theft. Having an electronic W-2 form will greatly reduce the chances of your personal identifiable information being used maliciously.

Interested in receiving an Electronic W-2?

1. If you already submitted consent in previous years, you do not need to submit again.
2. If you do not consent by January 18, 2016, or withdraw your consent, a paper W-2 form will be mailed to your mailing address on record.
3. Provide consent on the RCUH Employee Self-Service (ESS) system:
1. Click here https://LinktoConsent

OR

2. Access www.rcuh.com and click on Employee Self-Service > Payroll and Compensation > W-2/W-2c Consent Form
4. Forgot your User ID or Password? Click on the “Forgot User ID/Password” link at sign-in.
5. Confirmation of your consent, or withdrawal of consent, will be sent to your primary email address on record.
6. We will notify you by email when your electronic W-2 form is available (currently scheduled for distribution on Friday, January 22, 2016).

If you have any questions, please contact the RCUH Payroll staff at [email protected]

Mahalo!
RCUH Payroll Staff

Welcome to this year’s RCUH United Way Campaign!  During this year’s holiday season, we humbly ask for your continued support in working together to build a stronger, healthier community.  As one of the largest non-profit organizations in Hawaii, the Aloha United Way supports a network of member agencies to meet a broad range of health and human service needs.

HOW TO CONTRIBUTE:
The RCUH Statewide United Way campaign allows our employees to donate to the various island wide United Way programs. You may contribute to any of the following islands United Way by clicking on the links below and completing the 2015 Pledge Form:

• Aloha United Way (Oahu)
• Hawaii Island United Way
• Maui United Way
• Kauai United Way

Please make a copy for your records and return the original form to RCUH Human Resources at John A. Burns, 4^th Floor, 1601 East West Road, Honolulu, HI 96848.

Deadline: Wednesday, December 23, 2015.

Contribute via Payroll Deduction:
RCUH employees have the option to contribute to the various Statewide United Way Campaigns via payroll deduction.  Your payroll deduction will be collectively sent to the United Way Campaign specified by your completed pledge form.  Payroll deduction period is from December 16, 2015 – December 15, 2016.

For Tax Purposes:

• Anyone who donates more than $250 will receive a tax acknowledgement letter from Aloha United Way in February.
• A gift from $1 – $47.99 will receive a thank note via email.
• A gift over $48.00 will receive a thank you note via mail.
• If a payroll deduction pledge is made, please make a copy of your pledge form and use your last paystub of the year to show the charitable donation.

For more information about the individual island campaigns, click on the links below to visit their website or call:

Informational Brochure – Living United
Aloha United Way (808-536-1951)
Maui United Way (808-244-8787)
Kauai United Way (808-245-2043)
Hawaii Island United Way (808-935-6393)

If you have any questions, please contact RCUH Human Resources at (808) 956-3100.

In order to minimize searching for the RCUH timesheets each pay period, we will have the current RCUH timesheet available in the Current News section of the RCUH website on the first working day of each pay period.

Click here for the December 1-15, 2015 Timesheet
PAYROLL Deadline is December 16, 2015 noon
Payday for this timesheet is December 22, 2015

Next Announcement: December 16 (December 16-31)

TO: Principal Investigators and Fiscal Administrators

To assist you in maintaining accurate and timely charges of your RCUH employees’ salary and fringe benefit charges, RCUH will again start sending out Not-to-Exceed (NTE) notifications to Principal Investigators and Fiscal Administrators. These notices will alert you to employees still allocated to expiring projects 30-days prior to the project’s expiration date.

Please note that RCUH payroll will continue to post an employee’s salary and fringe benefit charges to the project account on record whether it has expired or not. To prevent receiving multiple reminders each month, please be sure to have the project’s end-date extended via Kuali or the RCUH Financial System, or terminate the employee or reallocate him to another account via the ePAF System.

You may also use the eJ/V system to retroactively transfer the employees’ salary and fringe charges to valid accounts as needed.

Please remember that if your employees worked, the RCUH is obligated to pay them for their services. If there are insufficient funds, or if the salary and fringe charges are disallowed because the project has ended, the Principal Investigators and Fiscal Administrators are responsible for allocating other funds to pay their employees.

Should you have any inquiries, please do not hesitate to contact our Payroll staff at [email protected].

In order to minimize searching for the RCUH timesheets each pay period, we will have the current RCUH timesheet available in the Current News section of the RCUH website on the first working day of each pay period.

Click here for the November 16-30, 2015 Timesheet
PAYROLL Deadline is December 1, 2015 noon
Payday for this timesheet is December 7, 2015

Next Announcement: December 1 (December 1-15)

The Employee Self Service (ESS) and Human Resources Portal are now accessible again. Thank you for your patience while the issue was being resolved, and we apologize for any inconveniences this may have caused.

Because of the unforeseen system downtime, we will be extending our ePAF Deadline to tomorrow, November 10, 2015 at 10:00 AM. Please make sure to have all ePAF approvals in the system well before the extended deadline if you would like the action to be approved in the 11/15/15 pay period.

If you continue to have difficulty logging in to our systems or have any questions, please contact Kellye Yamamoto at [email protected].

In order to minimize searching for the RCUH timesheets each pay period, we will have the current RCUH timesheet available in the Current News section of the RCUH website on the first working day of each pay period.

Click here for the November 1-15, 2015 Timesheet
PAYROLL Deadline is November 16, 2015 noon
Payday for this timesheet is November 20, 2015

Next Announcement: November 16 (November 16-30)

RCUH will be providing training on the finalized changes to the RCUH Vacation Leave Policy and the new Vacation Reserve.  We encourage all employees, PIs, Supervisors, and Fiscal Officers to attend. We will also be introducing a new Supervisor Accident Report Form during the second part of our session for PIs, Supervisors and Fiscal Officers. We will be covering the following topics during this training:

1. Finalized changes to the RCUH Vacation Leave Policy and the new Vacation Reserve
2. NEW RCUH Supervisor Accident Report Form
3. Revised Policy 3.930 RCUH Safety and Accident Prevention Program
4. Accident Prevention Program
5. Your Responsibility as a Supervisor
6. Light Duty/Job Physical Analysis

TRAINING SESSION SCHEDULE:

ISLAND/LOCATION	DATE	TIME
Hilo – IFA Auditorium 640 N. A’ohoku Place	Monday,  November 16, 2015	2:00pm – 3:00pm Employees, PIs, Supervisors, and Fiscal Officers 3:00pm – 4:00pm ONLY PIs, Supervisors and Fiscal Officers
Maui – UH Maui College, Pilina Multipurpose Room 310 W Kaahumanu Ave, Kahului, HI 96732	Tuesday, November 17, 2015	2:00pm – 3:00pm Employees, PIs, Supervisors, and Fiscal Officers 3:00pm – 4:00pm ONLY PIs, Supervisors and Fiscal Officers

To sign up for training, click on RCUH Training Enrollment located on the RCUH web page.  If you are a current employee, log on to the Employee Self Service to select training.
Meetings are accessible for individuals with disabilities.  For more information or to request an accommodation due to your disability, contact Evelyn Moss at (808) 956-6965 or email [email protected] at least one week prior to the session.