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Virtual Forum: Foreign Intrusion into Academic Research & Training

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Thursday, April 29, 2021
9:00-11:00 a.m.
Register on Eventbrite

Academic espionage. Intellectual property theft. While these may sound similar to themes from a spy film, foreign governments have been seeking to influence, interfere, and, in some cases, steal research from American universities for many years.

Although most foreign students, researchers, or professors are studying or working in the U.S. for legitimate reasons, it is important for researchers to be aware of the ongoing threat of foreign intrusion into academia. Join us at RCUH’s annual forum “Foreign Intrusion into Academic Research & Training” on Thursday, April 29, 2021 at 9:00 a.m. Learn how and why U.S. adversaries are infiltrating our research community with speakers from the:

  • Defense Counterintelligence and Security Agency (DCSA)
  • Naval Criminal Investigative Service (NCIS)
  • University of Hawai’i

Memorandum on Juneteenth

Today, President Joe Biden signed into law legislation establishing June 19 as “Juneteenth National Independence Day”, a U.S. federal holiday, effective immediately. Federal agencies will be recognizing Friday, June 18, 2021 as “Juneteenth Day Holiday,” since June 19, 2021 falls on a Saturday.

On June 16, 2021, Governor David lge signed SB 939 – Relating to Juneteenth Day. The intent of SB 939 is to establish June 19th of each year as a day to commemorate the end of slavery in the United States and to honor and recognize the significant roles and contributions of African Americans in the history of the United States. Under SB 939, June 19th is not a State Holiday.

RCUH employees working in a federal facility should check with their Principal Investigators today (June 17) regarding how the Juneteenth Day Holiday may affect their work schedules.

Principal Investigators should refer to the attached “Unforeseen Disruption in Work Schedules” for guidance, or follow how you handle the federal Columbus Day Holiday.

Purchase Order Reminder

The University of Hawai‘i’s FY2020 Internal Control and Business Issues Report included a comment/observation related to the untimely execution of purchase orders (POs). Specifically, eight (8) POs were found to have been executed and approved subsequent to the receipt of goods or services from the vendor. 

An executed and approved PO serves as an indication that a formal agreement between the vendor and RCUH (for the benefit of UH), has been reached.  Failure to complete a PO prior to the receipt of goods or commencement of services from a vendor exposes RCUH/UH to undue risk related to the misuse of federal funds. 

This comment/observation has been identified previously, and efforts must be made to comply with the applicable RCUH and UH policies and procedures.  Please ensure that a PO is properly executed and approved prior to the receipt of goods or services from a vendor.

Should you have any questions, please contact Erin Yoda at [email protected].

RCUH INFO ONLY- June 15-18: 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 June 15-18. 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, June 15Virtual
Wednesday, June 16Virtual
Friday, June 18Virtual
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 7am – 1pm 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.

Service Dates for Online Payments Processed During July 1 to August 31, 2021

The fiscal year-end cutoff for RCUH online payment transactions is 12:00 noon on Wednesday, June 30, 2021. All online payment transactions processed after Wednesday, June 30, 2021 through Tuesday, August 31, 2021, will require service dates. The service date format is MM/DD/YY.

For payments that will be processed or approved after Friday, July 30, 2021, are $100,000 or greater, and have service dates of June 30, 2021 or earlier, please complete the attached RCUH AP Worksheet. Please include estimates or projections for invoices that have not been received as of July 30. Please email your worksheet to Staci Saito at [email protected] by Monday, August 2, 2021. If there are no payments to report, please email Staci to report that there are no items by Monday, August 2, 2021.

A service date field is provided on all payment forms and is identified with the heading “S/D”. The service date is the date goods are received or services are performed. For certain types of payments including travel completions, petty cash reimbursements, extended services, etc., the service date entered should be the last day of the period covered by the payment. However, if the service period covers multiple fiscal years, allocate costs in each fiscal year incurred. For example, if the service period is from June 1, 2021 to July 31, 2021, record costs incurred from June 1 to June 30 with a 06/30/21 service date and costs incurred from July 1 to July 31 with a 07/31/21 service date.  

This information is needed to ensure that RCUH liabilities are properly reported as of June 30, 2021. Our auditors, N&K CPAs Inc., will be reviewing selected documents processed during this period as part of their audit procedures. Accordingly, please be advised that we may be requesting copies of payment documents for review. Please contact Maile Brooks at 988-8340 or [email protected] if you have any questions. Your cooperation is greatly appreciated.

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 HR IMPORTANT – RCUH Human Resources Online Systems Down Saturday, 05/22/21 5:00 AM to 10:00 AM

All RCUH Human Resources online systems will be down on Saturday, 05/22/21 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].

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