RCUH HR IMPORTANT – RCUH Human Resources Online Systems Down Saturday, 05/23/20 5:00 AM to 2:00 PM

All RCUH Human Resources online systems will be down on Saturday, 05/23/20 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 HR IMPORTANT – Flexible Spending Accounts – Use it Or Lose it – Deadline: June 30, 2020

Flexible Spending Plan Accounts – Use or Lose It

Tuesday, May 12, 2020

Subject: RCUH HR IMPORTANT – Flexible Spending Accounts – Use it or Lose it – Deadline: June 30, 2020

TO:     All RCUH Regular Status (50-100% FTE) Employees who are currently active and enrolled in Flexible Spending Plan Accounts for Plan Year July 1, 2019 – June 30, 2020

There is less than sixty (60) days left to utilize your current active Flexible Spending Plan Accounts (Healthcare Expense & Dependent Care Expense Reimbursement Accounts).  The end of the current Flexible Spending Plan Year is quickly approaching (June 30, 2020).  Services must be incurred by June 30, 2020.  If you experience a change in your employment status (i.e., loss of eligibility, termination of employment) prior to June 30, 2020, you have up until the end of the month in which your employment status change occured to incur services.  Unused contributions will be forfeited at the end of the plan year (NO EXCEPTIONS).

You have ninety (90) days after June 30, 2020 to claim/submit reimbursements (for services incurred before or on June 30, 2020) for the plan year July 1, 2019 through June 30, 2020 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 directly to National Benefit Services (NBS) via fax, mail, or email:

  • Toll Free Fax: (844) 438‐1496
  • Mail: National Benefit Services, LLC P.O. Box 6980, West Jordan, UT 84084
  • Email: [email protected] (PDF, TIFF or JPEG files only)

If you have any questions or need additional reimbursement forms, please call (800) 274-0503 ext. 502 or download the forms from the NBS website.

Coronavirus (COVID-19) and FSA:

Please review the attached flyer for information on changes regarding the following:

  • The CARES Act and OTC drugs and medicines eligibility
  • Importance of direct deposit for reimbursements
  • Cybersecurity
  • HDHPs and COVID-19 testing and treatment
  • Dependent Care election changes

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:

Flexible Spending Accounts – Healthcare and/or Dependent Care Expense Reimbursement Account(s): You MUST ENROLL by submitting the RCUH Flexible Spending Enrollment/Change Form (B-5F) with your election amounts(s) for the new plan year. This benefit will not automatically continue into the new plan year.


RCUH Benefits Section

Attachment (NBS COVID Consumer Flyer w/DCAP)

March 10th – 12th: TIAA Individual GRA/SRA Advisory Sessions (JABSOM)

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 in at the John A. Burns School of Medicine from March 10th – March 12th. 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:

Dates Location Times

March 10th


651 Ilalo Street,

Honolulu, HI 96813

Room: MEB 202


9:00am – 4:00pm


March 11th


651 Ilalo Street,

Honolulu, HI 96813

Room: MEB 127


9:00am – 4:00pm


March 12th


651 Ilalo Street,

Honolulu, HI 96813

Room: MEB 127


9:00am – 4:00pm

To schedule an appointment, please see below:

Click here to schedule an appointment with a Financial Consultant

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 2020*:

May 12 – 14 (Hilo)

June 3-4 (Oahu – Burns Hall)

July 14 – 16 (Hilo)

July 28 – 30 (Oahu – JABSOM)

August 11 – 13 (Maui)

September 1 – 3 (Oahu – Burns Hall)

October 6 – 8 (Oahu – JABSOM)

December 8 – 10 (Hilo)

*Dates/Locations for TIAA Individual Retirement Sessions may be scheduled to change

eTimesheets to launch in March, June 2020

To: All RCUH Employees and HR Portal Users

RCUH is pleased to announce the launch of our new eTimesheets! A Pilot Group has begun using the eTimesheet in fall of 2019. Remaining projects will transition to the new system in two scheduled rollouts:

  • Monday, March 16, 2020
  • Monday, June 1, 2020

eTimesheets will be located in Employee Self-Service (ESS) so please prepare for this launch by ensuring you have access to ESS. If you’re unable to log-in to ESS, please email [email protected] or call (808) 956-8900. Principal Investigators and Designated Authorities will continue to submit eTimesheets to RCUH Human Resources using the HR Portal.

With the new eTimesheet, each employee will need to know:

  • How to submit their own eTimesheet,
  • How to record leaves (Vacation, Sick, etc.), and
  • When to include attachments for various leaves.

Projects selected for the March 16, 2020 rollout will receive a separate email with further information in the next few weeks (PIs will also receive a notice from HR). In-person training will be offered on O‘ahu, Maui, and Hawai‘i Island during the first two weeks of March in addition to live webinars that can be attended/viewed from your desktop or mobile device.

Stay tuned for further details!

Effective January 31, 2020 – New Version of Form I-9, Employment Eligibility Verification

TO: Principal Investigators and Project Staff who assist new hires in completing Form I-9, Employment Eligibility Verification

FROM: Nelson Sakamoto, Director of Human Resources

SUBJECT: Effective January 31, 2020 – New Version of Form I-9, Employment Eligibility Verification

On January 31, 2020, the U.S. Citizenship and Immigration Services (USCIS) announced a new version of the Form I-9, Employment Eligibility Verification. This new version contains minor changes to the form and its instruction.

For the minor changes to the form, USCIS added Eswatini and North Macedonia to the Country of Issuance field in Section 1 and the foreign passport issuing authority field in Section 2, per those countries’ recent name changes. These changes are only visible when completing the fillable Form I-9 on a computer (not the paper Form I-9). USCIS also updated the following in the form instructions:

  • Clarified who can act as an authorized representative on behalf of an employer
  • Updated USCIS website addresses
  • Provided acceptable document clarifications
  • Updated the process for requesting the paper Form I-9
  • Updated the DHS Privacy Notice

Effective immediately, RCUH Human Resources will utilize the new version of the Form I-9. All new hires will be required to complete the revised version, dated 10/21/2019. Federal law requires all employers to verify the identify and employment eligibility of all individuals to work in the United States. Form I-9 must be completed as part of the new hire process.

Please click on the links below for more detailed information about the new version of Form I-9.

USCIS Announcement

Form I-9

I-9 Central

Should you have any questions, please contact RCUH Human Resources via phone 808-956-7307 or rcuh_employment@rcuh.com.

Please click here to view memo