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RCUH EMPLOYEE BENEFITS (Research Corporation of University of Hawaii)

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Research Corporation
of the University of Hawai’i
Human Resources Department
Page 4 of 11
New Hire Reference Guide (updated: 4/18, 7/19)
)
RCUH EMPLOYEE BENEFITS
The following table provides an overview of the benefits available to eligible employees. You may need to submit required RCUH
and/or vendor forms in order to receive certain benefits. Therefore, it is important to reference the entire policy on the RCUH
website for the most recent version of the forms required for each type of benefit.
Type of Benefits &
Eligibility Requirements
Description
Effective Date
of Coverage
Health Plans*
(see Policy 3.520)
Regular-Status, 50-100% FTE
RCUH offers several health care options including medical (includes
prescription drug and vision riders) and dental coverage. Health Plans
are offered through HMSA and Kaiser. Dental coverage is available
through Hawaii Dental Service (HDS).
Worldwide Coverage:
HMSA: If you elect the Comprehensive Medical plan,
Comprehensive Medical Basic plan, or the Preferred Provider plan,
the Blue Card Worldwide program is available when you travel/live
abroad. Refer to the Blue Card Worldwide brochure or visit the Blue
Card website for more information. However, if you elect the
Health Plan Hawaii Basic or Health Plan Hawaii Plus plan,
worldwide coverage is only available outside of Hawaii in
emergency or urgent care situations.
Kaiser: If you elect either Kaiser Plan, worldwide coverage is only
available outside of Hawai‘i in emergency or urgent care
situations. Refer to the Kaiser Visiting Member Brochure for more
information.
HDS: If you elect HDS, worldwide coverage is available outside of
Hawai‘i. Worldwide participating dentists include dentists within
the Delta Dental Plans Association. You can locate a Delta Dental
dentist at www.deltadental.com (Click on “Dentists”, then “Find a
Dentist.” Choose the Network Selection: Delta Dental Premier, then
type in your address or zip code).
NOTE: If you reside out of state and/or are traveling, you should review
the RCUH Health Plans policy in detail to ensure that you choose the right
plan and/or are prepared before you leave on travel.
If your health insurance is cancelled (e.g., termination of employment,
decrease in FTE), you may be offered continuation of coverage under
COBRA. This will allow you (and your dependents if eligible) to continue
your health coverage at 102% of the premium under RCUH’s group rates
for 18-36 months.
If hired between 1
st
-
20
th
of the month,
coverage begins 1st of
the following month.
If hired after the 20th,
coverage begins the 1st
of the 2nd month.
Note: Coverage ends at
the end of the month
of ineligibility (e.g.,
termination of
employment, FTE
reduction below 50%,
Leave of Absence
without pay, etc.).
Research Corporation
of the University of Hawai’i
Human Resources Department
Page 5 of 11
New Hire Reference Guide (updated: 4/18, 7/19)
)
Type of Benefits &
Eligibility Requirements
Description
Effective Date
of Coverage
Flexible Spending Account*
(see Policy 3.530)
Regular-Status, 50-100% FTE
Allows you to deduct money on a pretax basis to pay for certain medical
and dependent care expenses. Deductions lower your taxable income,
which reduces money paid on federal, state, and Social Security taxes.
1. Healthcare Expense Reimbursement Account= IRS-eligible
medical, dental,
drug, and vision expenses for you and your
dependents that your health plan(s) do not cover.
2. Dependent Care Reimbursement Account= Expenses include
IRS-eligible childcare services, including preschool and after
school care and/or care of someone, child or adult, who is
physically or mentally incapacitated and who is dependent upon
you.
NOTE: This is a use it or lose it plan meaning you will forfeit all unspent
monies at the end of the plan year (i.e. June 30). You have up to ninety
(90) days to submit reimbursement for services incurred on or before June
30.
Refer to page 10 – Flexible Spending Account Overview for additional information.
Coverage begins the
1st day of the month
following date of hire.
Pre-tax Transportation Benefit
(see Policy 3.530A)
Regular-Status, 50-100% FTE
Allows you to set aside a portion of your salary and allocate it towards
qualified transportation expenses such as parking and transit (e.g. bus
passes), on a pre-tax basis.
Refer to page 10 – Flexible Spending Account Overview for additional information.
Coverage effective
date is determined by
your hire date and the
type of Transportation
selected.
Group Retirement Annuity
(see Policy 3.560)
Regular-Status, 50-100% FTE
RCUH provides a non-contributory, defined contribution retirement
benefit through TIAA. Your project will contribute 10% of your earned
base salary (fully employer-paid) to your GRA each pay period, and all
contributions are immediately 100% vested.
After 1 year AND
1,000 hours of service
as a Regular- status
employee. Both
conditions must be
met at 1 year service
date.
Supplemental Retirement
Annuity (SRA)
(see Policy 3.560)
Regular-Status, 50-100% FTE
The voluntary Supplemental Retirement Annuity (SRA) plan will allow you
to make tax deferred contributions to a TIAA Retirement account based on
a specified dollar amount or percentage amount of base salary per pay
period as allowed by the Internal Revenue Service for the applicable
calendar year. An SRA account may be established immediately upon hire
(no waiting period).
1st pay period
following receipt of a
completed enrollment
form.
Group Life Insurance
(see Policy 3.540)
Regular-Status, 75-100% FTE
Offers your beneficiary (ies) important financial protection in the event of
your death. The benefit provides for (2) times your annual salary not to
exceed $600,000.
Coverage begins 1st of
the month following
date of hire.
Group Long-Term Care
Insurance (LTCI)*
(see Policy 3.545)
Regular-Status, 75-100% FTE
Provides you and your family with assistance in meeting the financial
impact of an extended illness, injury, or your advancing age.
Supplemental Long-Term Care Insurance (SLTCI) is also available if you
would like to increase your LTC level coverage.
Coverage begins 1st of
the month following
date of hire.
Research Corporation
of the University of Hawai’i
Human Resources Department
Page 6 of 11
New Hire Reference Guide (updated: 4/18, 7/19)
)
* Open Enrollment (OE): Open enrollment normally begins in May of each year with changes/new enrollment effective on July 1
st
. During OE,
you can add dependents, make changes to your plans, or enroll in health insurance if you previously waived coverage. New monthly premium
rates and any changes to plans are also announced during this time. Please be on the lookout for this important announcement and note the
pertinent deadlines as open enrollment occurs once annually.
Type of Benefits &
Eligibility Requirements
Description
Effective Date
of Coverage
Employee Assistance Program
(EAP)
(see Policy 3.570)
Regular-Status, 75-100% FTE
EAP is available as a benefit under the LTDI policy. Services include legal
and financial counseling, including up to three (3) face-to-face
assessment and counseling sessions.
Coverage begins 1
st
of
the month following
date of hire.
Workers’ Compensation
(see Policy 3.580)
All RCUH employees
Provides benefits if you become ill or injured on the job (see Chapter
386, Hawai‘i Revised Statutes). If you get injured on the job you must
notify your supervisor immediately and ensure your supervisor fills out
a Supervisor’s Report of Industrial Injury Report within twenty-four (24)
hours of the incident occurring. You must also submit any medical
certifications to your Principal Investigator/Designee.
Coverage is available
from date of hire.
Tuition Expense Reimbursement
(see Policy 3.460)
Regular-Status, 100% FTE
RCUH encourages professional development through education by
reimbursing eligible employees for job related courses. Reimbursements
are limited to the Resident Tuition Rate of the University of Hawai‘i at
Manoa. Reimbursements are limited to the cost of three (3) credits per
academic semester, or nine (9) credits per calendar year.
NOTE: This is a first come, first serve benefit since there is a limited
amount of funding allocated towards this benefit.
Employees may apply
after completing one
year of continuous
service in good
standing.
DELL Employee Purchase Plan
All RCUH employees
You and your family members are eligible to receive discount prices and
special offers for Dell computer hardware/software products using the
Employee Purchase Plan. Go to http://www.dell.com/rcuh. Your member ID
is US69864576.
Upon hire.
UH-RCUH Faculty/Staff ID Card
(see Policy 3.610)
All RCUH employees
You may obtain a UH Faculty/ Staff Identification Card which will provide
you certain benefits and privileges offered by the University of Hawai‘I
(e.g., access to libraries, access to Warrior Recreation Center)
Upon hire.
Service Award Program
(see Policy 3.440)
Regular-Status
RCUH recognizes eligible Regular employees for their dedicated years
of service.
After ten (10) years of
service and every five
(5) years thereafter
Outstanding Employee of the
Year
(see Policy 3.450)
Regular-Status
This program encourages, recognizes, and rewards employees who
have made demonstrable, significant and outstanding contributions.
You must be nominated by your Principal Investigator.
See policy for details
Long-Term Disability Insurance
(LTDI)
(see Policy 3.570)
Regular-Status, 75-100% FTE
Provides partial income to assist you if you are disabled for 90 days or
more because of an illness or injury. This benefit pays 60% of your pre-
disability earnings not to exceed $15,000 per month.
Coverage begins 1
st
of
the month following
date of hire.
Research Corporation
of the University of Hawai’i
Human Resources Department
Page 7 of 11
New Hire Reference Guide (updated: 4/18, 7/19)
)
RCUH EMPLOYEE LEAVE BENEFITS
This is a brief summary of RCUH’s Leave Benefits. Please refer to the full policy on www.rcuh.com for details. Policies may be subject
to change with or without notice. Please email RCUH Benefits (rcuh_benefits@rcuh.com) if you have any questions.
Most leaves must be requested and approved by your supervisor. Therefore, it is important that you find out what your project's work
schedule, attendance and call-in procedures are. Failure to return to work upon completion of an authorized leave may result in your
termination of employment. Consequently, it is important that you contact your supervisor when there are changes to your leave
dates. For certain types of leaves, supporting documentation may need to be submitted in order to get compensated.
Leave Benefit & Eligibility
Requirements
Description
Holidays, Holiday Pay and
Administrative Leave
(see Policy 3.344)
Regular-Status
The RCUH observes all holidays observed by the University of Hawai‘i and Hawai‘i State
agencies. You have thirteen (13) paid holidays per year or 14 days on a general election year.
Holiday pay is based on your FTE.
Vacation Leave
(see Policy 3.620)
Regular-Status,
50-100% FTE
You accrue twenty-one (21) days of vacation per year at your FTE. You can start using your
vacation on the first day of the following pay period in which hours are earned.
Vacation Plan A – You cannot carry forward more than ten (10) workdays of vacation in a
calendar year.
Vacation Plan B – You cannot carry forward more than fifteen (15) workdays of vacation in a
calendar year. The maximum accumulation shall not exceed forty-five (45) workdays.
NOTE: All vacation hours exceeding the maximum carry-over of their applicable vacation
plan will be forfeited on December 31
st
of the calendar year.
Sick Leave
(see Policy 3.640)
Regular-Status,
50-100% FTE
You can accrue to a maximum of twenty-one (21) days of sick leave per year based on a 100%
FTE status. You can start using your sick leave on the first day of the following pay period in
which hours are earned. You can carry over your sick leave hours from the prior calendar year
without forfeiting. Accumulated sick leave can be partially paid out upon termination if
eligible. Eligibility criteria includes: (1) 10 or more continuous years of service with RCUH as
a Regular-Status employee, (2) accumulated 60 days of sick leave at termination, and (3) is
45.33 years old or older on the date of termination (refer to policy).
Leave of Absence Without Pay
(see Policy 3.650)
Regular-Status
All vacation hours must be exhausted prior to going on leave without pay. The leave period
(including paid and unpaid time) shall not exceed a period of six (6) months.
NOTE: Your benefits will be terminated if you do not have enough earnings to cover your
health insurance premium(s).
Leave of Absence Without Pay
(see Victims Leave Addendum
to Policy 3.650)
Regular-Status, at least six (6)
months of continuous service
Under the Hawai‘i “Victims Protection” Law, you may be provided up to thirty (30) days of
unpaid leave and/or other reasonable accommodations if you are victim of domestic or
sexual violence (barring any undue hardship for the program to provide such
accommodations)
Research Corporation
of the University of Hawai’i
Human Resources Department
Page 8 of 11
New Hire Reference Guide (updated: 4/18, 7/19)
)
Leave Benefit & Eligibility
Requirements
Description
Family Leave
(see Policy 3.660)
Allows time off (up to four (4) weeks under Hawai‘i Family Leave Law or up to twelve (12)
weeks under Family and Medical Leave Act) for certain Family-related reasons (i.e. the birth
or adoption of a child, to family member with a serious health condition, due to your own
serious health condition or to take Military Family Leave because of a qualifying exigency, or
to care for a covered service member). You must submit an RCUH Family Leave request no
later than thirty (30) days before commencing leave if foreseeable. If not foreseeable, you
need to inform RCUH immediately.
Bereavement Leave
(see Policy 3.670)
Regular-Status
Allows for paid time off to attend to the affairs relating to the loss of an immediate family
member. It allows for paid administrative leave of up to three (3) days.
Jury Duty Leave
(see Policy 3.672)
Regular-Status
Allows for paid time off taken from work when you are summoned to jury duty.
Military Leave
(see Policy 3.674)
Regular-Status
Allows for leave and paid time off to participate in active duty or training in the Armed Forces
(up to ten (10) working days or eighty (80) hours depending on the employee’s FTE).
Blood Donation Leave
(see Policy 3.676)
Regular-Status
Allows for paid time off to donate blood to the Blood Bank of Hawai‘i (not to exceed two (2)
hours) provided that your Principal Investigator or authorized designee approves the leave in
advance, and is contingent upon operational requirements and the work schedule
determined by the Principal Investigator or authorized designee.
Administrative Leave for
Parent-Teacher Conference
(see Policy 3.678)
Regular-Status
Allows for paid time off to attend a pre-scheduled parent-teacher conference for your
child(ren) in grades K through 12 (not to exceed two (2) hours) and shall be allowed for up
to two (2) conferences per child during a single calendar year (January through December).
Research Corporation
of the University of Hawai’i
Human Resources Department
Page 10 of 11
New Hire Reference Guide (updated: 4/18, 7/19)
)
FLEXIBLE SPENDING ACCOUNT OVERVIEW
Healthcare FSA
Dependent Care FSA
Transit & Parking
Annual Limit (per IRS)*
$2,700
$5,000 or $2,500 if
married and filing
separately
$3,180 (maximum of
$265/month)
Frequency of Deductions
Semi-monthly (every pay
period)
Semi-monthly (every pay
period)
Monthly
Reimbursements
NBS debit card or Manual
(email, fax, mail, online,
mobile app)
Manual (email, fax, mail,
online, mobile app)
Manual (email, fax, mail,
online, mobile app)
Availability of funds
Total amount committed for
the plan year available on
July 1 (or upon
establishment of new
account for new hires)
As contributions are
received
As contributions are
received
Funds subject to
forfeiture at the end of
plan year?
Yes. Use or lose.
Yes. Use or lose.
No. Funds roll over to the
next plan year.
Are mid-year changes to
contribution amount
allowable?
Changes only allowed
during open enrollment or if
change is consistent with a
Family Status Change event
using RCUH Form B-5F.
Allowed if change is
consistent with qualifying
event using RCUH Form B-
5F.
Allowed at any time but
must be at least thirty (30)
days prior to the
requested effective date
of change/cancellation
using RCUH Form B-5F.
Do I need to renew my
election annually?
Yes. Your elections must be
renewed each plan year
during open enrollment
using RCUH Form OEB-5F.
Yes. Your elections must
be renewed each plan
year during open
enrollment using RCUH
Form OEB-5F.
No. Your election will
remain the same unless
you submit a change on
RCUH Form OEB-5F.
*Amounts listed for tax year 2019. Maximum limits are subject to change by the IRS every tax year.
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