RCUH ePayments Information Session

RCUH will be implementing its ePayments program in November 2017.  ePayments, or electronic payments, will allow RCUH to pay  vendors and employees electronically (and eliminate the need for paper checks).  An information session will be held on Wednesday, November 8, 10:00 a.m. to 11:30 a.m., via HITS.

This session will cover:

  • ePayments Overview
  • Vendor and Employee Enrollment
  • Change in Payment Processing

There will be some new material that was not featured in our August 29, 2017 session.

Seating is limited, so please register by November 3, 2017 by clicking here.  Handouts will be emailed on/about November 6.

For those unable to attend and who are interested in the recorded session, please use the registration form to request the link to the recording.

For additional information or to submit questions or comments in advance, please contact Maile Brooks at [email protected].

We look forward to your participation on November 8!

Ethics Class – Honolulu

*NOTE: This training is managed and conducted by the Hawaii State Ethics Commission and not RCUH. Please contact the Hawaii State Ethics Commission directly with any questions or concerns; their contact information can be found at the bottom of this announcement.

The Hawaii State Ethics Commission is offering ethics training to state employees. Online registration is now open for Honolulu (click here). We encourage employees to register early because seating is limited. Training date and location are as follows:

Date:         Tuesday, October 24, 2017

Time:         9:30 a.m. to 11:00 a.m.

Location:   Mission Memorial Auditorium

550 South King Street
Honolulu, HI
See map for location and parking: Mission Memorial Auditorium (MMA) Map

The class is open to all state employees. Please forward this information to employees in your agency and encourage employees who have not received ethics training to attend an ethics training this year.

Please contact our office (808) 587-0460 or [email protected] with any questions you may have.

Thank you for your support of ethics education!

Hawaii State Ethics Commission
1001 Bishop Street, Suite 970
Honolulu, Hawaii 96813
Telephone: (808) 587-0460
[email protected]
http://ethics.hawaii.gov/
Twitter: @HawaiiEthics

Ethics Class – Maui, Moloka‘i, Lana‘i

*NOTE: This training is managed and conducted by the Hawaii State Ethics Commission and not RCUH. Please contact the Hawaii State Ethics Commission directly with any questions or concerns; their contact information can be found at the bottom of this announcement.

The Hawaii State Ethics Commission is offering ethics training to state employees. Online registration is now open for Maui (click here).  We encourage employees to register early because seating is limited. Training date and location are as follows:

Date:         Friday, October 20, 2017

Time:        10:00 a.m. to 11:30 a.m.

Location:   University of Hawai‘i Maui College

Ka‘a‘ike 105 BCD
310 W Kaahumanu Avenue
Kahului, HI
UH Maui College campus map

Video conference is available for Moloka‘i and Lana‘i. To register, please contact our office at (808) 587-0460 or [email protected]. The training locations are as follows:

Moloka‘i
Moloka‘i Ed Center – UH Maui College
375 Kamehameha V Highway
Kaunakakai, HI

Lana‘i
Lana‘i Ed Center – UH Maui College
329 7th Street
Lanai City, HI

The class is open to all state employees. Please forward this information to employees in your agency and encourage employees who have not received ethics training to attend an ethics training this year.

Please contact our office (808) 587-0460 or [email protected] with any questions you may have.

Thank you for your support of ethics education!

Hawaii State Ethics Commission
1001 Bishop Street, Suite 970
Honolulu, Hawaii 96813
Telephone: (808) 587-0460
[email protected]
http://ethics.hawaii.gov/
Twitter: @HawaiiEthics

Remittance Information Section on Payment Forms

On Monday, September 11, 2017, the payment forms will be updated with the following new features:

  • The Remittance Information section will be permanently expanded.
  • An Invoice/Reference number and amount will be required.
  • A new field for Customer Account/Comment (some vendors, like FedEx and Xerox, provide a customer account number along with an invoice number).

Financial Portal Down on September 8, 2017 at 4:00 PM
The RCUH Financial Portal will be down from Friday, September 8 at 4:00 PM to 7:00 PM.  During this period, you may not be able to access the RCUH Financial Portal.

Auto-Filled Invoice Reference/Number and Customer Account/Comment
Since Travel, Non-Employee Expense, Personal Auto Mileage, and Petty Cash payments normally do not have invoices associated with them, the RCUH system will auto-fill the Invoice Reference/Number and/or Customer Account fields for these payments.  Please refer to the table below for default auto-fill invoice information for each type of payment form.

Payment Form Invoice Ref/No Cust Acct/Comment
PO Payment User entered (25 char) User entered (21 char)
Authorization for Payment User entered (25 char) User entered (21 char)
Travel Request [PO Number] [Leg 1] [Start Date]-[End Date]
Travel Completion (with Request) [Pay Req No] [Leg 1] [Start Date]-[End Date]
Travel Completion
(without Request)
[Pay Req No] [Leg 1] [Start Date]-[End Date]
Non-Employee Expense [Pay Req No] Non-Emp Exp User entered (21 char)
Personal Auto Mileage [Pay Req No] Mileage [Start Date]-[End Date]
Petty Cash [Pay Req No] Petty Cash [Period Beg]-[Period End]

The information in [brackets] is what will be auto-filled.  Fields with auto-filled information cannot be overwritten with user-entered data.

Impact on Pending Documents
Pending documents will remain in the system, so they will not need to be recreated.  However, the update will affect payments pending submission or approval as follows:

Payment Form Effect on Pending Transactions
PO Payment

Authorization for Payment

Existing values in Invoice/Reference Number field will be truncated to meet the 25 character limit.  Anything exceeding 25 characters will be cut-off.

(Amounts will be retained).

Travel Request

Travel Completion with Request

Travel Completion without Request

Non-Employee Expense

Personal Auto Mileage

Petty Cash

Existing values in Invoice/Reference Number field will be cleared and replaced with auto-filled information.

(Amounts will be retained).

Impact on Previously Approved Documents
These updates will also affect the appearance of documents approved before September 11, 2017.  These online documents will be displayed in the updated form, rather than the existing form when it was approved.  For documents approved before September 11, 2017, click on the link to “View” PDF in the listing screens.  The PDF version is a snapshot of the document at the time of approval.

If you have any questions or comments, please contact Ricky Fujioka at [email protected] or (808) 988-8346.

Ethics Class – Kona

*NOTE: This training is managed and conducted by the Hawaii State Ethics Commission and not RCUH. Please contact the Hawaii State Ethics Commission directly with any questions or concerns; their contact information can be found at the bottom of this announcement.

The Hawaii State Ethics Commission is offering ethics training to state employees. Online registration is now open for Kona (click here). We encourage employees to register early because seating is limited. Training date and location are as follows:

Date:         Friday, September 29, 2017
Time:        10:00 a.m. – 11:30 a.m.
Location:   Natural Energy Laboratory of Hawaii Authority (NELHA)

Hale Iako Training Classroom, Room 119
73-970 Makako Bay Drive
Kailua-Kona, Hawaii
NELHA Map

The class is open to all state employees. Please forward this information to employees in your agency and encourage employees who have not received ethics training to attend an ethics training this year.

Please contact our office (808) 587-0460 or [email protected] with any questions you may have.

Thank you for your support of ethics education!

Hawaii State Ethics Commission
1001 Bishop Street, Suite 970
Honolulu, Hawaii 96813
Telephone: (808) 587-0460
[email protected]
http://ethics.hawaii.gov/
Twitter: @HawaiiEthics

Ethics Class – Hilo

*NOTE: This training is managed and conducted by the Hawaii State Ethics Commission and not RCUH. Please contact the Hawaii State Ethics Commission directly with any questions or concerns; their contact information can be found at the bottom of this announcement.

The Hawaii State Ethics Commission is offering ethics training to state employees. Online registration is now open for Hilo (click here). We encourage employees to register early because seating is limited. Training date and location are as follows:

Date:         Wednesday, September 27, 2017
Time:         10:30 a.m. – 12:00 noon
Location:   University of Hawaii – Hilo Campus

University Classroom Building 100
200 W Kawili Street
Hilo, Hawaii
UH Hilo Campus Map

The class is open to all state employees. Please forward this information to employees in your agency and encourage employees who have not received ethics training to attend an ethics training this year.

Please contact our office (808) 587-0460 or [email protected] with any questions you may have.

Thank you for your support of ethics education!

Hawaii State Ethics Commission
1001 Bishop Street, Suite 970
Honolulu, Hawaii 96813
Telephone: (808) 587-0460
[email protected]
http://ethics.hawaii.gov/
Twitter: @HawaiiEthics

ePayments—What is it and how does it affect me?

Now, that we have your attention . . . ePayments is coming soon to RCUH! ePayments will allow us to make electronic/automated payments to employees and vendors, i.e., eliminating the need for paper checks! Want to know what to expect? Please attend an information session via HITS on Tuesday, August 29, 2017, 10 a.m.-11 a.m.

This session will cover:

– ePayments Introduction and Overview
– Implementation Plan and Schedule
– Vendor and Employee Enrollment Process
– Change in Payment Processing

Registration is open through August 25, 2017. Seating is limited, so please register for the most convenient site by clicking here. Handout will be emailed on August 28, 2017.

For those unable to attend, the recorded session and handout will be available by September 5, 2017. Please email your interest to [email protected]

If you would like additional information about the session or want to submit your questions or comments in advance, please contact Maile Brooks at [email protected].

We look forward to your participation on August 29!

New Training Videos

RCUH is pleased to announce the release of three (3) new video series:

– Cost or Price Reasonableness
– Hawaii State Ethics Code (revised from July 2016 production)
– Sole Source

These videos are now posted for viewing on our website. Visit our homepage and under Training, click on “Online Videos.”

We hope you will find these to be helpful resources in your work.

Nominations Open for Outstanding Employees of the Year Awards

NOMINATE YOUR PROJECT STAFF FOR THE 2017 RCUH OUTSTANDING EMPLOYEES OF THE YEAR:

RECOGNITIONS
Three award categories are available:

  1. Researcher/Project Manager/Professional (exempt status position)
  2. Project Support Staff (non-exempt status position)
  3. Team (2-5 staff in exempt and/or non-exempt regular status positions)

The awards encourage, recognize, and reward RCUH employees who have made demonstrable, significant, and exemplary contributions to their project during the past fiscal year (July 2016–June 2017) or years.

 AWARDS

  • $1,000 to the first place awardee in each category
  • $500 to the second place awardee in each category

All nominees will be recognized at the RCUH Awards Luncheon on Monday, October 30, 2017, where the awardees will be announced.

NOMINATIONS
A Principal Investigator may submit one nomination.  Team nominations are limited to no more than five individuals.

 DEADLINE
The deadline to submit nomination/s is July 14, 2017.  Email all nominations to [email protected]Click here for the nomination form.

For more information, please refer to policy 3.450 Outstanding Employees of the Year Awards  or contact Gayle Hamasaki at [email protected].

Update to Policy 2.013, Signature and Document Approval Requirements

Effective April 19, 2017, Policy 2.013, Signature and Document Approval Requirements, was updated as follows:

Section II.A. has been revised to state as follows:

A. On forms and legal documents that require a signature, the following signature types are acceptable:

1. A manual signature (i.e., a signature that is handwritten onto a hardcopy document), whether scanned, faxed, or submitted in original form; and

2. An electronic signature obtained using the State of Hawai‘i eSign service.

The above revision acknowledges RCUH’s use and acceptance of electronic signatures obtained using the State of Hawai‘i eSign service.  The service incorporates a method (that meets federal and state law) of securely verifying the identity of an individual affixing an electronic signature to a document.

For those of you who have already registered to use eSign, you will be receiving more information (including training options and your username/password) soon.  If you have not previously registered, and would like to do so, you may contact Janice Sato at [email protected].

Please note that only users who will be initiating the transmittal of RCUH documents for electronic signature (i.e., users who route documents for signature) should register for eSign.  If you only sign documents, you DO NOT need to register. Please also note that the use of eSign is not mandatory, and is only being provided for your convenience, if you choose to utilize it.

Questions may be directed to Erin H. Yoda at (808) 956-3969 or [email protected].