To: Designated UH Officials / Fiscal Officers

The fiscal year-end cut-off for RCUH on-line payment transactions is 12:00 noon on Tuesday, June 30, 2015. All on-line payment transactions processed after Tuesday, June 30, through Monday, August 31, will require service dates. The service date data entry format is mm/dd/yy.

For payments of $100,000 or greater that will be processed or approved after August 7 and with service dates of June 30, 2015 or earlier, please complete the attached RCUH RCUH AP Worksheet. Please include estimates or projections for invoices that have not been received as of August 7. Please email your worksheet to Liane Murai at [email protected] by Monday, August 10.

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, 2015 to July 31, 2015, record cost incurred from June 1 to June 30 with a 06/30/15 service date and cost from July 1 to July 31 with a 07/31/15 service date).

This information is needed to ensure that liabilities of RCUH are properly reported as of June 30, 2015. 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.

The Board of Directors of the Research Corporation of the University of Hawaii is pleased to announce the appointment of Dr. Sylvia Yuen as RCUH’s new Executive Director, effective July 1, 2015.

Dr. Yuen has had a long and distinguished career at the University of Hawaii, which spans decades in both academics and administration.  She has dedicated her professional and personal life to serving Hawaii’s families and communities.

For almost 20 years, Dr. Yuen focused her efforts on building and leading the University of Hawaii’s Center on the Family, which grew under her leadership from an idea to a vibrant unit of the University. Dr. Yuen also served as the Interim Dean of UH-Mänoa’s College of Tropical Agriculture and Human Resources, the first woman to direct the College since its founding in 1907.  Because of her experience and proven abilities, Dr. Yuen was requested to serve on then UH President Greenwood’s leadership team to focus on food security and safety.

Dr. Yuen has served on the boards of directors for numerous nonprofit organizations and on various advisory committees including the Institute for Human Services, Hawaii Community Foundation, Aloha United Way, Honolulu Community Action Program, and the Federal Judicial Selection Commission.

Dr. Yuen is no stranger to RCUH, as her University career included serving as Principal Investigator of numerous projects which were serviced by RCUH.  The Board and staff look forward to welcoming Dr. Yuen to the RCUH ohana and working with her.

The Board also expresses its thanks and appreciation to Dr. Michael Hamnett, the current Executive Director, who will be retiring on June 30, 2015, for his eleven years of dedicated service.  Thank you, Mike, and all the best in your upcoming retirement!

Please see the attached questions from offerors and RCUH’s responses.

The RFP was posted on this website on May 4, 2015.

Effective Monday, June 1, 2015, RCUH vendor check printing and distribution will be managed by the Accounting office at the Manoa Innovation Center (MIC). Vendor check distribution will no longer be handled by the RCUH Disbursing office.

Checks are printed at 4:00 pm daily and will be available for pick up at 9:00 am the following business day in the RCUH Accounting office in MIC Suite 200. If your pick up location is at Burns Hall Room 4020, checks will be available for pick up after 10:30 am.

Effective June 1, 2015, please contact Kathy Chung in the Accounting office at 988-8330 or [email protected] for special requests to pick up or hold checks. For stop payments and reissue check requests, continue to contact Liane Murai in the Accounting office at 988-8342 or [email protected].

To: All RCUH Employees

Our insurance company is requiring that RCUH provide information about RCUH employees who drive their personal vehicles in the course of performing their employment duties, in order to continue our insurance coverage.  Please be aware that this includes all employees who drive, or have driven, a personal vehicle for ANY work-related purpose (this request is NOT only limited to employees whose official job descriptions include driving.

If this is applicable to you, we are requesting that you provide the following information about yourself:

• Name
• Driver’s license number
• State of driver’s license issuance
• Date of birth

For Example:

• John Doe
• H00123456
• Hawaii
• May 1, 1972

If this does not apply to you, you do not need to supply any information.

The information you provide will be handled by RCUH in accordance with the Federal Privacy Act and will only be submitted to RCUH’s insurance company for liability insurance coverage purposes.

Please:
1) fax your information to (808) 956-3822, OR
2) call in your information to (808) 956-3608.

Thank you for your cooperation.

Please direct any questions to Erin Yoda at (808) 956-3969. RCUH Financial Services Department.

To: Principal Investigators, Fiscal Officers/Designated UH Officials

Important Dates:

June 30	Last Check Run for FY 2015 (Payments must be approved by 12 noon)
July 6	RCUH Financial System scheduled to reopen
July 6	First Check Run for FY 2016 (4:00 PM)

On-line payment and purchasing transactions must be approved by fiscal officers by 12:00 noon on Tuesday, June 30. The last check run for the fiscal year will be on Tuesday, June 30, 2015.

During the period July 1 through July 5, 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 Monday, July 6. The first check run for FY 2016 is scheduled for Monday, July 6 at 4:00 PM.

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 6, balances will reflect transactions posted through June 30 only.

Should you have any questions or comments, please contact Maile Brooks at (808) 988-8340 or [email protected].

RCUH is soliciting proposals for payment processing services from qualified service providers, to include all labor, material and equipment and other services necessary to complete and maintain ongoing payment processing services per RCUH’s requirements as stated in the attached RFP/Statement of Work (SOW).

Interested parties should refer to the RFP.

Please note that the first key date is the due date of May 11, 2015 for the Notice of Intent to Submit a Proposal.

RFP for Vendor Payment Processing Services

Appendix D – Cost/Rebate Proposal (Excel template)

As discussed in the April 24, 2015 announcement, RCUH will be holding training sessions on the new Procurement & Disbursing Policies 2.005 through 2.012 (tax treatment policies) during May 2015.

The sessions are open to all fiscal administrators, principal investigators, and project staff who are interested in learning more about the new tax treatment policies.

For those located at the WCC, LCC, and HCC campuses, individual campus sessions have not been scheduled. If you would like to attend a session at the Manoa campus, we still have spaces available for the following dates, all at UH Manoa, Burns Hall, Room 4005:

• May 5 (8:30 a.m. to 11:00 a.m.) – 20 spots remaining
• May 6 (8:30 a.m. to 11:00 a.m.) – 3 spots remaining
• May 14 (1:00 p.m. to 3:30 p.m.) – 14 spots remaining

If you are interested in attending any of the above sessions, please contact Erin Yoda at [email protected] at least one day prior to the session.

Individual sessions have been scheduled for the following areas/departments:

• SOEST
• Hawaii Island (in Hilo)
• SPAS
• West Oahu

The scheduling of individual sessions for the following areas/departments is pending

• IFA (Manoa)
• JABSOM/Cancer Center
• KCC
• Maui

RCUH will be holding training sessions on the new Procurement & Disbursing Policies 2.005 through 2.012 (tax treatment policies) during May 2015

The sessions are open to all fiscal administrators, principal investigators, and project staff who are interested in learning more about the new tax treatment policies.

For those located on or near the Manoa campus, the following sessions will be offered:

UH Manoa, Burns Hall, Room 4005 (maximum capacity per session is 30 attendees; additional sessions may be offered if we are unable to accommodate everyone who responds)

• May 5 (8:30 a.m. to 11:00 a.m.)
• May 6 (8:30 a.m. to 11:00 a.m.)
• May 14 (1:00 p.m. to 3:30 p.m.)

Please email Erin Yoda at [email protected] by May 1, 2015 to RSVP.  Further announcements will be made if a session reaches the maximum capacity.

For those located on Maui, Hawaii, and Kauai, your lead Fiscal Administrator will be contacted to arrange a date, time, and location on your respective island.

For those located at JABSOM/Cancer Center, West Oahu, HCC, KCC, LCC, and HCC, your lead Fiscal Administrator will be contacted to arrange a possible date, time, and location at your respective campus.  An announcement regarding arrangements at your campus will be made at a later date. If arrangements cannot be made or if you would prefer to attend a Manoa session, you may do so.

RCUH will be collecting donations for the Annual Hawaii Food Bank Drive through April 24, 2015. Let’s all make a difference in another’s life by sharing what we have. Take a look in your pantry for items you can share and donate. All donations are tax-deductible. Mahalo for giving!

Most Wanted Items:
Food Donations:
Canned meals, soups, meats or tuna, fruits, and vegetables
Non-perishable items such as rice, instant noodles

Monetary Donations:
Make checks payable to: Hawaii Foodbank
A $10.00 donation equals food for 25 meals.

8:00 a.m. to 4:00 p.m.

Locations for Food Drop-off& *Monetary Donations *Make checks payable to: Hawaii Foodbank
ISLAND	LOCATION	DROP OFF HOURS
Oahu	RCUH Human Resources Office John A. Burns Hall, 4th Floor, 1601 East West Road, Honolulu, HI 96822 RCUH Coordinator: Kathy Oyadomari (808) 956-6965
Big Island (Hilo)	The Food Basket – Hilo Branch 40 Holomua Street, Hilo, HI 96720 *Please call The Food Basket Coordinator at (808) 933-6030 in advance for pick-up	Mon – Fri 8:00 a.m. to 4:00 p.m.
Maui	Hawaii Food Bank – Maui Branch 760 Kolu Street, Wailuku, HI 96793 *Please call Maui Food Bank Coordinator at (808) 243-9500 in advance for pick-up (Bin will be provided by them)	Mon – Fri 7:00 a.m. to 3:00 p.m.
Kauai	Hawaii Food Bank – Kauai Branch Puhi Industrial Complex 4241A Hanahou Place, Lihue, HI 96766 *Please call Kauai Food Bank Coordinator at (808) 482-2224 or (808) 691-0439 in advance for pick-up	Mon – Fri 8:00 a.m. to 4:00 p.m.

Click here for more information about the Hawaii Food Basket, Maui Foodbank, Kauai Foodbank, Hawaii Island Foodbank.