We are pleased to present a HITS-delivered training on processing employee travel forms on FRIDAY, FEBRUARY 24, 2017, 10 AM TO 12 NOON.

The training highlights include:

• employee travel form modifications implemented on January 10, 2017,
• how to create travel requests and travel completions (from an on-line travel request or without), and
• frequently asked questions.

HITS sites and seating capacities are:

UH Mānoa (48), Kuykendall Hall Room 201

UH Hilo (20), Media Services Room 359

UH West O‘ahu (15), Library Building Room B157

UH Maui College (20), Ka‘aike Room 105A

Kaua‘i CC (20), Learning Resource Center Room 122

Leeward CC (12), Learning Commons Room 108B

Windward CC (20), Akoakoa Room 113

UH Cancer Center (30), Room 601

A closed-captioned recording of this training will be available online at a later date.

To register, please go to https://goo.gl/forms/ERijdrF9rA5Rghd23. Multiple staff may be registered on a single form. If you require special arrangements or accommodations, please email [email protected] by February 15, 2017.

Please see the attached memo from UH Vice President Syrmos relating to the management of serviced ordered projects to RCUH.  The University has also revised the service order form, effective 2/1/17, which is available on the UH ORS website.

Join us in honoring our outstanding employees of the year on March 6 at the Waialae Country Club! Learn more about the great research projects RCUH serves while enjoying a delicious buffet lunch from the Waialae Country Club. Augie T will emcee. Individual tickets are $35 and tables of 10 are $350. Fill out the Reservation form to reserve your seat or table today.

 

The following is added to the award listed in the September 20, 2016 General Announcement.

Project Title	To provide legal services related to employment law, to the RCUH Corporate Office.
Selected Consultant	Barry W. Marr, Esq. (Marr Jones & Wang LLP)
Contract Amount	$50,000.00
Date of Award	January 4, 2017
Consultants Considered	Newton Chu (Torkildson Katz Moore Hetherington & Harris); Barbara A. Petrus (Goodsill Anderson Quinn & Stifel); Lincoln S. Ashida (Torkildson Katz Moore Hetherington & Harris)
Appointing Officer	Sylvia Yuen
Project Title	To provide legal services related to immigration law, to the RCUH Corporate Office.
Selected Consultant	Newton J. Chu, Esq. (Torkildson Katz Moore Hetherington & Harris AAL, ALC)
Contract Amount	$10,000.00
Date of Award	January 3, 2017
Consultants Considered	Vaughn Cook (Torkildson Katz Moore Hetherington & Harris); Kahbo Dye-Chiew (Law Offices of Kahbo Dye-Chiew)
Appointing Officer	Sylvia Yuen
Project Title	To provide legal services related to payroll and tax law, to the RCUH Corporate Office.
Selected Consultant	Vaughn G.T. Cook, Esq. (Torkildson Katz Moore Hetherington & Harris AAL, ALC)
Contract Amount	$10,000.00
Date of Award	January 3, 2017
Consultants Considered	Michael John O’Malley (Goodsill Anderson Quinn & Stifel); John J. D’Amato (D’Amato & Maloney)
Appointing Officer	Sylvia Yuen
Project Title	To provide legal services related to employee benefits law, to the RCUH Corporate Office.
Selected Consultant	Joseph D’Amato, Esq. (D’Amato & Maloney, LLP)
Contract Amount	$5,000.00
Date of Award	January 3, 2017
Consultants Considered	No other applicants in the specialty area of employee benefits.  Other applicants in the general employment field included:  Barry W. Marr, Esq. (Marr Jones & Wang LLP); Newton Chu (Torkildson Katz Moore Hetherington & Harris); Barbara A. Petrus (Goodsill Anderson Quinn & Stifel); Lincoln S. Ashida (Torkildson Katz Moore Hetherington & Harris).
Appointing Officer	Sylvia Yuen

 

As part of RCUH’s continuing efforts to streamline and maintain accurate vendor record data, vendor records that have not been utilized since December 31, 2014 and are outdated and/or missing required information have been removed from the online RCUH vendor listing.  If you are unable to locate a vendor in the RCUH Financial Portal that you used prior to 2015, please create a new vendor record.

Please contact [email protected] if you have any questions or concerns.  Thank you.

RCUH is pleased to announce that on Tuesday, January 10, 2017, the following Travel and Non-PO Payment forms will be updated with new features:

• Travel Request
• Travel Completion
• Non-Employee Expense Payment Form
• Personal Automobile Mileage Voucher

Key Updates:

• In the Trip Itinerary section, the Add Leg button has been moved below the Destination fields and will make it easier for users to enter multiple trip legs in any sequence.
• Additional fields are now required to Submit to FA at the PI/Secondary User level.
• Additional edits and validations to ensure proper use of forms and input of accurate information.

For additional information on the new features, please refer to the Release Notes.

Financial Portal Down on January 9, 2017 at 4:00 PM

The RCUH Financial Portal will be down from Monday, January 9 at 4:00 PM to Tuesday, January 10 at 5:00 AM.  During this period, you may not be able to access the RCUH Financial Portal.

Impact on Pending Documents (Documents not approved by January 9 at 4:00 PM)

Pending documents will remain in the system, so they will not need to be recreated.  However, the system updates will affect some of the information in pending documents, which may result in error messages that will need to be corrected to submit or approve the pending documents.  The following are some of the anticipated issues and error messages that may need to be addressed in order to complete your pending document:

Issue/Error Message	Corrective Action
Employee/Payee Name: The vendor selected is not permitted to use the form.	The vendor record is not accurate and needs to be updated; please contact RCUH Disbursing at [email protected].
Employee Status: Employee does not have an Employee Number on file.	The vendor record is not accurate and needs to be updated; please contact RCUH Disbursing at [email protected].
Payroll and Bargaining Unit (for UH Employees Only):  A PR Number and BU Number is required for UH employees.	Obtain the PR and BU number from the employee’s Payroll Notification Form or inquire with your Personnel Officer.  The PR and BU number is not stored in the RCUH Vendor Database.
Fiscal Administrator approves document, and encounters error message for field(s) that he/she cannot edit.	Click on the Request More Info button to return the document to PI/Secondary User to be corrected and resubmitted.

Impact on Previously Approved Documents

These updates will also affect the appearance of documents approved before January 10, 2017.  These online documents will be displayed in the updated form, rather than the form when it was approved.  Some information in the form may no longer be visible.  For documents approved before January 10, 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.

Future Training on Processing Travel

Please stay tuned for a future announcement on a training session on Processing Travel in the RCUH Financial Portal.

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

 

The Current RCUH Travel Rates, Attachment 12, has been updated for 2017.

Beginning on January 1, 2017, the Internal Revenue Service standard mileage rates used to calculate the deductible costs of operating an automobile (includes cars, vans, pickups, and panel trucks) for business, medical, moving, or charitable purposes are as follows:

$0.535	per mile driven for business purposes, down from $0.54 in 2016
$0.17	per mile driven for medical or moving purposes, down from $0.19 in 2016
$0.14	per mile driven in service of charitable organizations (rate for volunteers)

The standard mileage rate for business miles is based on an annual study of the fixed and variable costs of operating an automobile.  The mileage rate for medical and moving purposes is based on the variable costs.  The charitable mileage rate is set by statute.  See IR-2016-169, December 13, 2016.

Click here to keep up to date on important updates & announcements from RCUH, hear about upcoming training sessions, and learn more about the impactful work many of our RCUH projects are doing in the community.

If your project has a Facebook page and/or would like to be featured on the RCUH Facebook page, please email the Corporate Services staff at [email protected].

The payment approval deadline on Friday, December 23, and Friday, December 30, is 12:00 noon.  On-line payment transactions approved by fiscal officers by 12:00 noon on December 23 and 30 will be included in the daily check print.

The last check run for the calendar year will be on Friday, December 30, 2016.  Month-end processing will commence at 12:00 noon on December 30, 2016.  During this period, on-line purchasing, payment, and travel transactions can be initiated, but fiscal administrators will NOT have the ability to approve transactions.  Transactions approved after 12:00 noon on December 30 will NOT be included in the project reports for the month of December.

In addition, the East-West Center building will be closed on Friday, December 23 and Friday, December 30.  To pick up checks at Burns Hall on these days, the mail box will be available from 10:30 am to 11:00 am in front of the Burns Hall main entrance.v

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

 

The deadline to register for the upcoming eSign program has been extended to Friday, December 9, 2016.  Please refer to the previous announcement for details.