The fiscal year-end cut-off for RCUH online payment transactions is 12:00 noon on Friday, June 28, 2019. All online payment transactions processed after Friday, June 28 through Friday, August 30, will require service dates. The service date format is MM/DD/YY.

For payments that will be processed or approved after Friday, August 2, 2019, are $100,000 or greater, and have service dates of June 30, 2019 or earlier, please complete the attached RCUH AP Worksheet. Please include estimates or projections for invoices that have not been received as of August 2. Please email your worksheet to Staci Murata at [email protected] by Monday, August 5. If there are no payments to report, please email Staci to report that there are no items by Monday, August 5.

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 (i.e., if the service period is from June 1, 2019 to July 31, 2019, record costs incurred from June 1 to June 30 with a 06/30/19 service date and costs incurred from July 1 to July 31 with a 07/31/19 service date).

This information is needed to ensure that liabilities of RCUH are properly reported as of June 30, 2019. Our auditors, Accuity LLP, 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.

The RCUH Financial Portal will be down for system maintenance from Friday, May 24, 2019, 4:00 p.m. to Tuesday, May 28, 2019, 4:00 a.m.

We apologize for any inconvenience this may cause and thank you for your understanding.

Yesterday, May 6, 2019, we encountered a system error which affected our check printing and end of business day processing. The issue has been resolved and the Financial Portal is back in operation. Online purchasing and payment transactions can now be approved.

We apologize for any inconvenience this has caused and thank you for your understanding.

We encountered a system error on May 6, 2019 afternoon and consequently checks could not be printed. We are working to resolve the issue, and we will post a message when the Financial Portal is back in operation. Until the problem is resolved, purchasing and payment transactions cannot be approved at this time. We apologize for the inconvenience and appreciate your patience. Thank you.

Important Dates:

June 28	Last Check Run for FY 2019 (Payments must be approved by 12 noon)
July 3	RCUH Financial System scheduled to reopen
July 3	First Check Run for FY 2020 (4:00 PM)

Online payment and purchasing transactions must be approved by Fiscal Administrators by 12:00 noon on Friday, June 28, to be included in FY 2019. The last check run for the fiscal year will be on Friday, June 28, 2019. Pending transactions will be saved and will not be automatically deleted or disapproved in the RCUH financial system.

During the period June 29 through July 2, online payment and purchasing transactions can be initiated, but Fiscal Administrators will not have the ability to approve transactions. Transactions will not be posted to project accounts until the financial system is reopened for FY 2020. The RCUH financial system is scheduled to reopen on Wednesday, July 3. The first check run for FY 2020 is scheduled for Wednesday, July 3, at 4:00 PM.

On an emergency basis only, manual checks can be issued during this period. Fiscal Administrators should contact RCUH Disbursing at [email protected].

Project reports will be accessible on the RCUH website. However, report balances will only reflect transactions posted through June 28 until processing resumes on July 3.

Please contact Maile Brooks at 988-8340 or [email protected] if you have any questions.

The RCUH Procurement & Disbursing office will be relocating from Burns Hall to the Manoa Innovation Center (MIC), Suite 201 on April 29 and 30, 2019. During the relocation, staff will be limited in their ability to service projects, and phone and fax communication will be unavailable. The best way to contact the Procurement & Disbursing office will be via email. Staff will do their best to respond to you as soon as possible. The Procurement & Disbursing office will resume normal operations on Wednesday, May 1, 2019.

Mail delivery/pick up will still be available at Burns Hall and will be handled by the RCUH Human Resources Department. The mail cart and drop off boxes will be located under the RCUH sign (just a few feet from its current location). Mail for the MIC staff is picked up daily at 9:00 a.m.

RCUH will continue to offer notary services, however, service will be at our MIC location only.

All Procurement & Disbursing phone and fax numbers will remain the same.

We appreciate your patience and understanding during the relocation period.

Licensed attorneys who wish to provide specialized legal services to the Research Corporation of the University of Hawai‘i (RCUH) for the fiscal year commencing July 1, 2019, are invited to submit a Statement of Qualifications and Expression of Interest (SOQ) to RCUH pursuant to HRS § 103D-304.

RCUH is currently looking to contract for legal services in the following areas:

1. Employment: Employment, employee benefits, disciplinary, termination, and discrimination/retaliation issues. Services shall include but not be limited to:
a. Drafting, reviewing, and providing advice and recommendations relating thereto;
b. Providing advice and recommendations regarding responses to claims asserted by current and former employees;
c. Participating in negotiations regarding items (a) and (b); and
d. Providing guidance on applicable statutes, regulations, and other legal requirements.

Previous experience advising employers is essential, and previous experience advising government agencies is preferred.

2. Immigration: Temporary visas and/or permanent residency applications. Services shall include but not be limited to:
a. Drafting, reviewing, and providing advice and recommendations relating thereto;
b. Completing and filing permanent residency applications (previous experience representing both employers and employees in the permanent residency application process is essential);
c. Completing and filing temporary visa applications and related documentation; and
d. Providing guidance on applicable statutes, regulations, and other legal requirements.

3. Tax: Payroll, IRS compliance, foreign payroll and/or nonresident alien and foreign entity contractor payments (crossover immigration experience preferred), IRS compliance. Services shall include but not be limited to:
a. Providing guidance on applicable statutes, regulations, internal policies, and other legal requirements.

4. Maritime: Charter, third-party vessel, and other marine-related agreements; marine insurance terms and policies. Services shall include but not be limited to:
a. Drafting, reviewing, and providing advice and recommendations relating thereto; and
b. Providing guidance on applicable statutes, regulations, insurance policies/terms, internal policies, and other legal requirements.

Please email your SOQ to: [email protected] by Wednesday, May 1, 2019, to be eligible for consideration. An SOQ received after May 1, 2019 will be considered a “late submittal” for the balance of the fiscal year as follows: a late submittal received between May 2, 2019 and June 3, 2019, will be considered beginning October 1, 2019.

SOQ forms are available here, or may be requested by telephone at (808) 956-3969.

The RCUH Financial Portal has been updated with the following new features:

• Security updates, including password expiration and automated lockout.

• User Profile Updates, including a new field for FA Email in the Send Invoice In Duplicate To section, and an enhanced Delegate Account Access section.

• Form Enhancements, including the ability to add file attachments to a document after final approval, and a hidden Audit Information section.

• Report Enhancement for My Current User Assignments.

Please refer to the release notes for further details.

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

The RCUH Financial Portal will be down for system maintenance from Wednesday, January 16, 2019, 4:00 p.m. to Thursday, January 17, 2019, 4:00 a.m.

We apologize for any inconvenience this may cause and thank you for your understanding.