Some important dates (subject to change):

May 25	Fast Track Create Account submission deadline (12:00 noon)
May 31	Fast Track Create Accounts disabled (4:00 PM)
June 1	Override Fund Balance option disabled
June 22	Fast Track JV’s disabled (4:00 PM)
June 29	Payment and PO approval deadline (12:00 noon)
June 30 – July 8	RCUH financial system disabled
July 9	RCUH financial system open for fiscal year 2013
July 9	Fiscal year 2013 first check run (4:00 pm)

If you have any questions, please email [email protected]

To:          Principal Investigators, Fiscal Officers/Designated UH Officials

 

Important Dates:

June 29         Last Check Run for FY 2012 (Payments must be approved by 12 noon)

July 9             RCUH Financial System scheduled to reopen

July 9            First Check Run for FY 2013 (4:00 PM)

 

The last check run for the fiscal year will be on Friday, June 29, 2012.  On-line payment transactions must be approved by fiscal officers by 12:00 noon on Friday, June 29, to be included in the check run. 

 

During the period June 30 through July 8, the RCUH financial system will be disabled for system conversion related to the UH Kuali Implementation.  The online Purchasing, Payment, Travel, Accounting/Reporting, and Fast Track applications will not be available during this time.  The RCUH financial system is scheduled to reopen on Monday, July 9.  The first check run for FY 2013 is scheduled for 4:00 PM on Monday, July 9.

 

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.

 

For more information on the UH Kuali Implementation, please refer to the UH Kuali Implementation News section on our homepage.  Should you have any questions or comments, please contact Maile Brooks at 988-8340 or [email protected].

 

 

 In case you missed it, we have created a Kuali Implementation news section on our home page to keep you up to date on how the UH’s new Kuali Financial System will impact the RCUH financial system.

 Here’s a re-posting of our initial announcement, with the addition of a short video message from RCUH Executive Director Michael Hamnett.

 On July 1, 2012, the University of Hawaii will be implementing a new financial information system, the Kuali Financial System (KFS).  Detailed information about the UH KFS project can be found at  (http://www.hawaii.edu/kualifinancial/).

 The RCUH financial system, including the web site Financial Portal and Human Resources Portal, will be modified to maintain compatibility with KFS.  Details on the RCUH project and modifications will be provided on our website.

 Any comments or questions may be sent to [email protected]. 

 We appreciate your cooperation and assistance as we work on the system modifications.

 

 

Users are advised NOT to create new purchase order and payment documents that cannot be approved by the RCUH year-end deadline of 12:00 noon on June 29, 2012.  Users should wait until the RCUH financial system reopens for fiscal year 2013 in July 2012.

• APPROVED RCUH Purchase Orders and Travel Requests with Advances that have an open encumbrance as of June 29 will be converted and displayed in the new format in July 2012. All other approved documents (stamped with a date accepted before 12:00 noon on June 29) will be moved to a historical database for viewing access.

• PENDING documents that are NOT APPROVED by June 29 will be deleted and not converted.  This includes abandoned documents that are in Pending Status with edit errors.

• DISAPPROVED documents will be deleted and not converted.

• OPEN Travel Requests without Advances will be moved to the historical document database and users will have to create an “offline” Travel Completion after June 29.   All open documents should be processed by June 29 to reduce the number of documents that will require conversion.

 We appreciate your cooperation and assistance.  Please send comments or questions to [email protected].

 

We are creating an email list to send information to RCUH Users regarding RCUH website modifications for the upcoming UH Kuali Financial System conversion.  We will also continue to post information on our web site under the UH Kuali Implementation section of our Current News.

An “RCUH User” is an individual who initiates financial transactions such as purchase orders and payment documents on the RCUH website.

Please email [email protected] to be added to the email notification list.  Please enter “Email Notification Request” as your subject and include your name, department/college or project title, and phone number.

 

Effective June 1, 2012, the capability for fiscal officers to override the insufficient funds check will be disabled.  The necessary actions to provide account advance funding must be taken in FMIS or in KFS from 7/1/12 to process transactions in excess of sponsor approved budgets.

 

 

Here are some of the changes that will take place effective July 1, 2012:

 

Chart of Accounts — The RCUH chart of accounts will be modified to maintain compatibility with KFS:

 

Field	Modification	Current Example	Modification Examples
Project Number	Increasing 1 digit from 6 to 7 digits	6 digits: 651892 004412	7 digits: 6651892 0004412
Sub-Account Number *	NEW 5 character alpha-numeric	N/A	5 characters maximum: 6651892 – 00001 6651892 – 00002 6651892 – BAC
Sub-Object Code *	NEW 3 character alpha-numeric	N/A	3 characters maximum: 4530 – EC1 4530 – EC 4530 – WC

* The Sub-Account Number and Sub-Object Code fields are only applicable for UH Extramural accounts.  They are optional fields that must be created in KFS before they can be established and used in the RCUH financial system.

 

Financial Portal — Purchasing, Payment, and Travel forms will be modified for the increase in project number field size and new fields (sub-account and sub-object).  More details will be provided in a future announcement.

 

PO Numbers — PO numbers will have a “Z” prefix followed by 8 digits:

 

Field	Modification	Current Example	Modification Example
PO Number	Reverting back to “Z” prefix Increasing from 6 to 8 digits	ZA + 5 digits: ZA10001	Z + 8 digits: Z10000001

 

Accounting Report

• The Budget Status Report, Budget Category Review, Detail of Costs, and Payroll Report will be modified to present Sub-Account information.

• The RCUH Payroll Report (6/15/04 ppd and prior) will be discontinued.

 

Fast Track (UH Extramural Accounts)

• Create FMIS Accounts & Attributes will be discontinued.  Effective July 1, 2012, UH KFS will be used to establish extramural account codes.  Historical records will be available for viewing access on the RCUH website.

• Create UH Journal Vouchers will be discontinued.  Historical records will be available for viewing access on the RCUH website.

• UH Cost Sharing Input Forms will be discontinued.  Effective July 1, 2012, cost sharing should be reported via sub-accounts.  Historical records will be available for viewing access on the RCUH website.

• ·UH Project Fiscal reports will be modified for the increase in project number field size, new fields (sub-account and sub-object), and new reporting requirements (continuation accounts).

• ·Authorization to Acquire RCUH Employees (Attachment B) will remain functional.

 

 

 

Video Message

On July 1, 2012, the University of Hawaii will be implementing a new financial information system, the Kuali Financial System (KFS).  Detailed information about the UH KFS project can be found at  (http://www.hawaii.edu/kualifinancial/).

The RCUH financial system, including the web site Financial Portal and Human Resources Portal, will be modified to maintain compatibility with KFS.  Details on the RCUH project and modifications will be provided on our website.

Any comments or questions may be sent to [email protected].  

We appreciate your cooperation and assistance as we work on the system modifications.

 

 

 

During the University of Hawaii’s spring administrative leave period and the Prince Kuhio Day holiday (March 26 to 30, 2012), the RCUH financial system will be available for processing financial transactions.  However, RCUH transactions will not be electronically transmitted to UH FMIS and therefore RCUH transactions will not post to FMIS.  The last RCUH electronic feed to FMIS will be on Friday, March 23.  The RCUH electronic feed to FMIS will resume on Monday, April 2.

In addition, the UH-FMIS Fast Track New Accounts & Changes, Journal Vouchers, and Project Fiscal Reports will not be processed or updated during the Spring break period.  The last Fast Track feed will be on Friday, March 23.  The Fast Track updates will resume on the morning of Monday, April 2.

NOTE:

RCUH offices will be open for business as usual during the March 27 to 30, 2012 period.  Our offices will be closed on Monday, March 26, 2012 in observance of Kuhio Day.

 

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:

Introduction to the RCUH Purchasing and Payment System

Navigating the RCUH Web Purchasing and Payment System

Purchase Orders (POs)

Purchase Order Change Forms (POCFs)

Searching/Adding New Vendors

Authorization for Payments (AFPs)

Reimbursements for Cash Purchases

Personal Automobile Mileage Reimbursements

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

Training Schedule

 

UH MANOA

Monday, March 19, 2012

9:00 am – 12:00 pm

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

RSVP by March 14

Friday, April 27, 2012

9:00 am – 12:00 pm

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

RSVP by April 20

UH KAKAAKO (JABSOM)

Friday, March 16, 2012

9:00 am – 12:00 pm

UH JABSOM Kakaako, Medical Education Building HSL Computer Lab 107D

RSVP by March 13

 

Tuesday, April 10

9:00 am – 12:00 pm

UH JABSOM Kakaako, Medical Education Building HSL Computer Lab 107D

RSVP by April 3

MAUI

Thursday, April 12, 2012

9:00 am – 12:00 pm

UH Maui College Laulima Room 226

RSVP by April 5

HILO

Tuesday, March 27, 2012 CANCELLED

9:00 am – 12:00 pm

UH Hilo Library Computer Room LRC 359

RSVP by March 20

 

Tuesday, April 24, 2012

9:00 am – 12:00 pm

UH Hilo Library Computer Room LRC 359

RSVP by April 17

Seating is limited.  Please RSVP your attendance to Leah Taylor at [email protected].  Please provide your name, title, program name, e-mail address, and which session you want to attend.  Training materials will be emailed to attendees prior to the session. 

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.