NEW HIRE CHECKLIST For employees transferring to the University of Hawai‘i ITEM On-line Leave System http://www.hawaii.edu/oh r/facultystaff/leaves/online/ Employees’ Retirement System (ERS) Form 1-A ERS Designation of Beneficiary Form Hawai‘i Employer-Union Health Benefits Trust Fund (EUTF) – Health Benefits EC-1 Form

Group Life Insurance Beneficiary Designation Form Form D-60 http://www.fmo.hawaii.ed u/payroll/index.html D-90, Designation of Beneficiary Health Benefits – EUTF Reference Guide Premium Conversion Plan Brochure (PCP) 403 (b) Tax-Deferred Annuity (TDA) Program

457 Deferred Compensation Plan Island Savings Plan (ISP)

ACTION TO BE TAKEN 1. Review the leave document (e.g., G-2, counties have a different document) 2. Ensure the transfer of funds for vacation allowance is received and the amount is correct 3. See On-line Leave Instructions to add transferred in vacation and sick leave balances Note: ERS-1 ERS Membership Enrollment Form is not required for transfers (no break in service and FTE must be 50% or more and more than 3 months duration) Optional - Contributory and Hybrid members wishing to change or update beneficiary information shall complete Form 1-A 1. Complete EC-1 and submit to EUTF within 30 days. 2. Qualifying event is “Transfer In” from xxxxx (name of department/agency transferred from) Note: A county employee who terminates employment and is hired by the State within the same pay period or the next consecutive pay period shall be allowed to change plans, add or delete dependents, and change coverage tiers. A state employee (any State agency) who terminates/transfers employment and is rehired by the state within the same pay period or the next consecutive pay period shall be considered as having transferred employment and will not be allowed to change plans. EUTF Admin Rules 4.09(c). • County employees wishing to make plan changes shall complete EC-1 select health coverage, PCP, dependent info, etc. • County employees wishing to make no plan changes shall write next to the event date “No Plan Changes”. IMPORTANT: must select a PCP option (enroll, cancel, do not enroll) near the bottom of section 3 as the county PCP election does not transfer (if left blank, EUTF will consider it as cancel/do not enroll) Optional - employees wishing to change or update beneficiary information shall complete life insurance beneficiary designation form 1. For county employees complete a Form D-60 2. For State departments/jurisdictions employees paid through DAGS no Form D-60 required Optional - employees wishing to change or update beneficiary information shall complete State Accounting Form D-90. Provide EUTF reference guide to county employees wishing to make plan changes. Provide PCP brochure to county employees transferring to UH. County employees are allowed to make changes to their PCP election, whereas state employees are not. Note: action required if enrolled with Department of Education (DOE) or other state department 403(b) program (e.g., state hospital). Employee cancels deduction with state department and establishes an account with the University 403(b) program. Information located on the OHR website: http://www.nbsbenefits.com/UH403b/ Note: action required if enrolled - employee contacts ISP at 1-888-712-5642, press 2 for local office, and informs ISP of transfer to UH.

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NEW HIRE CHECKLIST For employees transferring to the University of Hawai‘i ITEM

ACTION TO BE TAKEN

Bus Pass, Handi Van and vRide (O‘ahu Only) https://sites.google.com/a /hawaii.edu/ohr/facultystaff/benefits/transportati on

1. If transferring from the county and interested in participating in the Transportation Benefit Program, employee completes enrollment form and submits to HR representative. Note: action required if enrolled with other department, employee must cancel enrollment with previous agency. 1. Employee submits UH enrollment form to HR representative 2. Enter information in the transportation coordinator website 3. Informs employee when first deduction will take place in pay check, where and when to pick up the bus passes 1. If transferring from the county and interested in participating in the Flexible Spending Account, employee completes enrollment form and submits to Comprehensive Financial Planning (CFP). Note: transfer from a state jurisdiction is not considered an eligible event for midyear enrollment. 2. Action required if enrolled and transfers to a position that is under 50% FTE. Employee contacts CFP at 808-596-7006 or toll free at 1-877-550-5552 3. Action required if there is a break of one paycheck - CFP must recalculate payment amount, department or employee contacts CFP.

Flexible Spending Account

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