The RCUH fiscal year-end processing has been completed. You may now approve purchase orders and payment documents online. The first check run for fiscal year 2017 will be on Wednesday, July 6, 2016 at 4:00 pm.

 

Reminder: Service dates are required for all payment transactions through Monday, August 31. For payments approved after August 5, $100,000 or greater, and with service dates of June 30 or earlier, please complete the attached “RCUH AP Worksheet”. Please include estimates or projections for invoices that have not been received as of August 5.  Please email your worksheet to Liane Murai at [email protected] by Monday, August 8.  Please refer to the June 20, 2016 General News item for more information.

The deadline to submit Statements of Qualification (“SOQ”) in response to the June 22, 2016 Notice to Attorneys Interested in Providing Legal Services to the Research Corporation of the University of Hawaii, has been extended to 12:00 noon on Thursday, July 7, 2016.

Please email your SOQ to: [email protected], or deliver your SOQ to: Research Corporation of the University of Hawaii, 1601 East-West Road, #4020, Honolulu, Hawaii 96848, Attn: Erin H. Yoda.

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

Reminders:

 

1.  Fiscal Year-End Processing – see 5/13/16 Current News item

 

2.  Service Dates for Payments During June 30 – August 31, 2016 Period – see 6/20/16 Current News item

 

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

 

 

Licensed attorneys who wish to provide specialized legal services to the Research Corporation of the University of Hawaii (RCUH) for the fiscal year commencing July 1, 2016, 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 Law (employment, employee benefits, disciplinary, termination, and discrimination/retaliation issues).  Services shall include but not be limited to:

 

1. Drafting, reviewing, and providing advice and recommendations relating thereto;
2. Providing advice and recommendations regarding responses to claims asserted by current and former employees;
3. Participating in negotiations regarding items (a) and (b); and
4. Providing guidance on applicable statutes, regulations, and other legal requirements.

Previous experience on behalf of employers with employment related claims is essential, and previous experience advising government agencies is preferred.

 

1. Immigration Law (temporary visas and permanent residency applications; experience in only one of these two (2) areas is acceptable).  Services shall include but not be limited to:

 

1. Drafting, reviewing, and providing advice and recommendations relating thereto;
2. Completing and filing permanent residency applications (previous experience representing both employers and employees in the permanent residency application process is essential);
3. Completing and filing temporary visa applications and related documentation; and
4. Providing guidance on applicable statutes, regulations, and other legal requirements.
1. Payroll & Taxes (IRS compliance, tax guidance, foreign payroll). Services shall include, but not be limited to, providing guidance on applicable statutes, regulations, and other legal requirements.

Please email your SOQ to: [email protected], or deliver your SOQ to: Research Corporation of the University of Hawaii,1601 East-West Road, #4020, Honolulu, Hawaii 96848, Attn:  Erin H. Yoda.

 

SOQs must be received by 12:00 noon on July 5, 2016, to be eligible for consideration.

 

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

The fiscal year-end cut-off for RCUH on-line payment transactions is 12:00 noon on Thursday, June 30, 2016. All on-line payment transactions processed after Thursday, June 30 through Wednesday, August 31, will require service dates. The service date data entry format is mm/dd/yy.

For payments that will be processed or approved after Friday, August 5, that are $100,000 or greater and with service dates of June 30, 2016 or earlier, please complete the attached RCUH AP Worksheet. Please include estimates or projections for invoices that have not been received as of August 5. Please email your worksheet to Liane Murai at [email protected] by Monday, August 8.

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, 2016 to July 31, 2016, record cost incurred from June 1 to June 30 with a 06/30/16 service date and cost from July 1 to July 31 with a 07/31/16 service date).

This information is needed to ensure that liabilities of RCUH are properly reported as of June 30, 2016. 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 (808) 988-8340 or [email protected]. Your cooperation is greatly appreciated.

Two (2) staff attorneys from the Hawaii State Ethics Commission will present an ethics training session open to all RCUH and UH employees on Friday, July 8, 2016, 10 a.m. to 12 noon in Spalding 155 (Auditorium) on the University of Hawai‘i Mānoa campus. The session will also be webcast.

This session will provide an overview of State ethics laws that apply to all State employees. Topics will include conflicts of interest, gifts and the reporting of gifts, misuse of official position, confidential information, contracts, post-employment restrictions, and lobbying. Expanded coverage is directed toward procurement issues.

We encourage those who wish to ask questions to attend the live session. We have the capacity to seat 300 attendees.

Registration is required for both the live and web sessions. When registering for the webcast, please enter/select “Webcast” in the Island box. UH employees may register by clicking on RCUH Training Enrollment located on the RCUH web page. RCUH employees should log on to the Employee Self Service to register. For registration inquiries, contact Gayle Hamasaki at (808) 956-7763 or email [email protected].

This meeting is accessible for individuals with disabilities. For more information or to request an accommodation due to your disability, contact Elizabeth Nunez at (808) 956-3100 or email [email protected] at least one week prior to the session.

Effective June 2, 2016, the Determination of Cost or Price Reasonableness and Sole Source Justification Forms have been updated as follows:

Determination of Cost or Price Reasonableness Form

1. The third option under Section II., has been revised to better clarify the efforts to justify independent cost estimates.
   

ORIGINAL	NEW
“Comparison of proposed price with independent cost estimates. Attach estimates used.”	“Comparison of proposed price to an independent (in-house) estimate that describes the cost of the components (e.g., labor, materials). Attach documentation of the data used to prepare the estimate”.

1. The former fifth option under Section II., has been deleted due to its redundancy.

 

Deleted: “Analysis of Offeror’s cost information. Attach cost information.”

 

1. A link to new sample price and cost analyses examples is provided under the instructions section of the form. The samples are also available in Attachment 57 of the Procurement & Disbursing Document Library.

 

Please be aware that the above changes will also affect the way all forms executed before June 2, 2016 look in the financial portal. For these documents, you will need to click on the “view” PDF link to the right of the PO listing to see what the form looked like at the time the PO was approved. Currently, the PDF link is only available for documents created in the modernized system (i.e., 11/23/15 and later); however, eventually all older documents will also have a PDF link.

 

Sole Source Justification Form

 

A link to new sole source justification examples is provided under the instructions section of the form. The samples are also available in Attachment 58 of the Procurement & Disbursing Document Library.

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

The print layouts for the forms have been modified to automatically print to fit to one page (as reasonable) and to reduce the need to manually adjust page setup or print settings.  The new print layouts will have clearer text and an overall improved layout. Most forms should fit to one page; however, there may be some instances where many line items of information on a form (Purchase Requisitions, PO Payments, Travel forms, etc.) may not reasonably fit on one page. In those cases, if it is necessary to print on one page, you will have the option to manually adjust the page setup.

For optimal print layouts, we recommend using Firefox or Internet Explorer as your web browser. Page Setup should be set at Shrink to Fit the page, with margins of 0.2 inches or 5 millimeters.

The Audit Log will not be included on the printed copy.  The Audit Log will only be viewable in the online document.

This announcement pertains to print layouts for forms. Improved print layouts for reports will be released in a few weeks.

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

THANK YOU to those who have shared their feedback and reported issues to us.  Please continue to provide us with your feedback or concerns.

Updates

Automatic Logout: all users will be logged out of the Financial Portal when the web browser is closed.

Outstanding Travel Request List (for Fiscal Administrators): FAs will be able to view a list of open travel requests that are pending a travel completion.  It also provides the ability to search or sort by column headings in the list (Doc No, Project No, Employee Name, Depart Dates, etc.).

Common Issues

Following is a list of common issues and the current status (as of May 16, 2016):

Issue	Status
Print Layouts: Printed documents and reports do not fit the page properly	In Progress
Purchase Order: Not able to edit vendor address	Fixed
Purchase Order: Insufficient funds error message for UH Projects should link to the KFS Budget Status Report	In Progress
PO Payments: Users are able to edit the vendor address on the PO Payment, but the payment document will revert to the vendor address in the vendor database	Fixed
PO Listing: POCF amount should be amount of the change (not the new PO balance)	Fixed
Travel Forms: Arrival/Departure times changing in Trip Itinerary section	Fixed
Travel Forms: FA not able to enter Purpose/Justification for Travel, Special Instructions, or Signature Name fields	Fixed
Travel Request: checking and unchecking “Traveler is requesting an Advance” causes issues with the amounts in the Projects to be Charged section	Fixed
Payments: FAs not able to enter Document Number or Reason for Payment	Fixed
Direct Payments Listing: Missing check date, check number, or approved date	Fixed
Service Dates: Service date field defaulting to 1915	Fixed
File Attachments: Not able to open file attachments on all documents	In Progress
KFS Continuation Report: Negative or credit amounts are not reflected in red with parentheses	Fixed
Project List Drop Down: Terminated projects appear in drop down listing	Fixed

Frequently Asked Questions

How do I access documents or reports prior to July 2012?

All transactions and reports prior to July 2012 will be migrated in the future.  Until these are migrated, if you need access to specific documents or reports, please contact Liane Murai at [email protected].

How do I find a check number?

To find a check number, use the new Search All Documents feature, or the Approved PO Documents, Approved Payments, or Approved Travel Documents listings.  Check numbers are not listed in the Pending Documents listings.

The “Form Saved” message box is appearing on my printed copy.

Please wait 5 seconds for the message to disappear or click on the “X” in the box to close the message box before printing.

Questions or Need Assistance?

Issue:	Please contact:
Enhancements or Training Requests	Maile Brooks at [email protected] or (808) 988-8340
User Access	Janice Sato at [email protected] or (808) 988-8345
Processing Problems	Rick Fujioka at [email protected] or (808) 988-8346

To:     Principal Investigators, Fiscal Administrators/Designated UH Officials

 

Important Dates:

June 30	Last Check Run for FY 2016 (Payments must be approved by 12 noon)
July 6	RCUH Financial System scheduled to reopen
July 6	First Check Run for FY 2017 (4:00 PM)

On-line payment and purchasing transactions must be approved by fiscal administrators by 12:00 noon on Thursday, June 30 to be included in FY 2016. The last check run for the fiscal year will be on Thursday, June 30, 2016.  Pending transactions will be saved, and will not be automatically deleted or disapproved in the RCUH financial system.

During the period July 1 through July 5, on-line 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 year-end processing is completed.  The RCUH financial system is scheduled to reopen on Wednesday, July 6.  The first check run for FY 2017 is scheduled for Wednesday, July 6 at 4:00 PM.

On an emergency basis only, manual checks can be issued during this period. Fiscal Administrators/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 988-8340 or [email protected].