Please see our May 15, 2013 Current News items regarding fiscal year-end reminders:

Fiscal Year-End Processing

Service Dates Required June 30 – August 15, 2013

In the next few months, RCUH will be embarking on a vendor file “clean-up”.  Improvements are planned for the on-line vendor registration form.  RCUH will also begin requiring users to attach a W-8, W-9 or UH WH-1 form before a new vendor record can be created.  This will provide us with the necessary information to meet IRS reporting requirements.

Although we do not have an exact implementation date, we wanted to give our users a “heads up” on the planned changes.  More details will be forthcoming.

Your assistance and cooperation will be needed in order for the integrity of the RCUH vendor file to be maintained.  Thank you very much.

Effective 7/1/13, termination dates will be reflected on the BSR.  In accordance with UH APM 8.931, Revolving Fund Accounts must be renewed prior to termination dates and service orders be processed to close inactive accounts.

Please contact Jennifer Chang at [email protected] or (808) 988-8341 if you have any questions.

 

The RCUH Purchasing and Payments System training will assist NEW users or those needing a “refresher course”.  This training is designed to equip project support staff with the basic knowledge and skills to initiate Purchasing and Payment actions via the RCUH Web System. During this 3-hour Purchasing and Payment training session, hands-on instruction will be provided for the following transactions:

 

 

 

1.       Introduction to the RCUH Purchasing and Payment System

 

2.       Navigating the RCUH Web Purchasing and Payment System

 

3.       Purchase Orders (POs)

 

4.       Purchase Order Change Forms (POCFs)

 

5.       Searching/Adding New Vendors

 

6.       Authorization for Payments (AFPs)

 

7.       Reimbursements for Cash Purchases

 

8.       Personal Automobile Mileage Reimbursements

 

9.       Travel Requests and Travel Completion Reports (Same-Day Interisland Travel)

 

 

 

Training Schedule

 

UH MANOA

 

Monday, July 8, 2013

 

9:00 am – 12:00 pm

 

UH Manoa Campus, Shidler College of Business Room E-102

 

RSVP by July 3

 

 

 

MAUI

 

Wednesday, July 17, 2013

 

9:00 am – 12:00pm

 

UH Maui College, Laulima Room 226

 

RSVP July 10, 2013

 

 

 

HILO

 

July session TBD

 

 

 

KAUAI

 

Tuesday, July 2, 2013

 

9:00 am – 12:00 noon

 

Kauai Community College, Business Department Room 110

 

RSVP by June 25

 

 

 

Seating is limited.  To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page.

 

 

 

Meetings are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, email [email protected] at least one week prior to the meeting.

 

 

 

The RCUH Purchasing and Payments System training will assist NEW users or those needing a “refresher course”.  This training is designed to equip project support staff with the basic knowledge and skills to initiate Purchasing and Payment actions via the RCUH Web System. During this 3-hour Purchasing and Payment training session, hands-on instruction will be provided for the following transactions:

 

 

 

1.       Introduction to the RCUH Purchasing and Payment System

 

2.       Navigating the RCUH Web Purchasing and Payment System

 

3.       Purchase Orders (POs)

 

4.       Purchase Order Change Forms (POCFs)

 

5.       Searching/Adding New Vendors

 

6.       Authorization for Payments (AFPs)

 

7.       Reimbursements for Cash Purchases

 

8.       Personal Automobile Mileage Reimbursements

 

9.       Travel Requests and Travel Completion Reports (Same-Day Interisland Travel)

 

 

Training Schedule

 

UH MANOA

 

Monday, July 8, 2013

 

9:00 am – 12:00 pm

 

UH Manoa Campus, Shidler College of Business Room E-102

 

RSVP by July 3

 

 

 

MAUI

 

TBD

 

If you are interested in attending this training, please mail [email protected]

 

 

 

HILO (CANCELLED)

 

Monday, June 17, 2013

 

July session TBD

 

 

 

KAUAI

 

Tuesday, July 2, 2013

 

9:00 am – 12:00 noon

 

Kauai Community College, Business Department Room 110

 

RSVP by June 25

 

 

 

Seating is limited.  To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page.

 

 

 

Meetings are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, email [email protected] at least one week prior to the meeting.

 

 

 

 

 

The RCUH Purchasing and Payments System training will assist NEW users or those needing a “refresher course”.  This training is designed to equip project support staff with the basic knowledge and skills to initiate Purchasing and Payment actions via the RCUH Web System. During this 3-hour Purchasing and Payment training session, hands-on instruction will be provided for the following transactions:

 

 

 

1.       Introduction to the RCUH Purchasing and Payment System

 

2.       Navigating the RCUH Web Purchasing and Payment System

 

3.       Purchase Orders (POs)

 

4.       Purchase Order Change Forms (POCFs)

 

5.       Searching/Adding New Vendors

 

6.       Authorization for Payments (AFPs)

 

7.       Reimbursements for Cash Purchases

 

8.       Personal Automobile Mileage Reimbursements

 

9.       Travel Requests and Travel Completion Reports (Same-Day Interisland Travel)

 

 

 

Training Schedule

 

UH MANOA

 

TBD

 

If you are interested in attending this training, please mail [email protected]

 

 

 

MAUI

 

TBD

 

If you are interested in attending this training, please mail [email protected]

 

 

 

HILO

 

Monday, June 17, 2013

 

9:00 am – 12:00 noon

 

UH Hilo Library Computer Room LRC 359

 

RSVP by June 13

 

 

 

KAUAI

 

Tuesday, July 2, 2013

 

9:00 am – 12:00 noon

 

Kauai Community College Business Dept Room 110

 

RSVP by June 25

 

 

 

To sign up for training, click on RCUH Training Enrollment located on the RCUH home web page.

 

 

 

Meetings are accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, email [email protected] at least one week prior to the meeting.

 

 

 

 

 

Moving Expenses – Relocation Policy (2.570) has been moved from the Procurement Policies and Procedures to the Human Resources Policies and Procedures section.  The new policy number assigned is 3.215.  The contact person for questions regarding this policy is Clara Kumabe, Payroll Operations Manager ([email protected] or 956-7262).

 

 

TO: UH Principal Investigators / Designated University Officials / Other Project Personnel

 

RCUH Policies and Procedures 2.320, Vendor PO Advance Payments/Prepayments, has been updated.  A form has been created for purposes of making an advance payment or deposit of any kind.  Prior written approval of the Dean/Director/Chancellor/Vice President or Other Authorized Official is required.  Such approval is not required for those exceptions listed in UH APM A8.275 (4h).

Attachment 47, Request for Advance Payment and/or Deposit to a Vendor or Contractor, may be used and has been added to the RCUH Procurement Attachments Index.

 

 

 

To:  Designated UH Officials / Fiscal Officers 

 

The fiscal year-end cut-off for RCUH on-line payment transactions is 12:00 noon on Friday, June 28, 2013.   All on-line payment transactions processed after Friday, June 28 through Thursday, August 15, will require service dates.  The service date data entry format is mm/dd/yy.

 

For payments of $10,000 or greater and with service dates of June 30 or prior, which will be processed and approved after Thursday, August 15, please complete the attached worksheet and forward to Liane Murai via e-mail attachment ([email protected]) by Monday, August 19.

 

A service date field is provided on all payment documents 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, 2013 to July 31, 2013, record cost incurred from June 1 to June 30 with a 06/30/13 service date and cost from July 1 to July 31 with a 07/31/13 service date).  

 

This information is needed to ensure that liabilities of RCUH are properly reported as of June 30, 2013.  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. 

 

Should you have any questions, please contact Maile Brooks at 988-8340 or [email protected].  Your cooperation is greatly appreciated.

 

 

 

 

 

 

To:          Principal Investigators, Fiscal Officers/Designated UH Officials

 

 

Important Dates:

 

June 28	Last Check Run for FY 2013 (Payments must be approved by 12 noon)
July 3	RCUH Financial System scheduled to reopen
July 3	First Check Run for FY 2014 (4:00 PM)

The last check run for the fiscal year will be on Friday, June 28, 2013.  On-line payment transactions must be approved by fiscal officers by 12:00 noon on Friday, June 28, to be included in the check run. 

 

During the period June 29 through July 3, on-line payment and purchasing transactions can be initiated, but fiscal officers will not have the ability to approve transactions.  Transactions will not be posted to project accounts until the year-end processing is completed.  The RCUH financial system is scheduled to reopen on Wednesday, July 3.  The first check run for FY 2014 is scheduled for 4:00 PM on Wednesday, July 3.

 

On an emergency basis only, manual checks can be issued during this period. Fiscal Officers/Designated UH Officials should contact the RCUH Disbursing Department directly.

 

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

 

Should you have any questions or comments, please contact Maile Brooks at 988-8340 or [email protected].