Policies & Procedures 1.500 through 1.590 relating to revolving fund accounts have been revised to reflect recent changes made by the University of Hawaii.

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

Effective July 1, 2011, there will be a $500 deductible for preventable losses, as determined by the Department of Accounting and General Services (DAGS) Risk Management Office, on the State of Hawaii Automobile Self-Insurance Program.  This would be for vehicles listed on the DAGS Annual Vehicle Inventory Report.

TO:  UH Principal Investigators, Project Staff, and Fiscal Officers

Please note the recent directive from the UH Office of Research Services (below).

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From UH Office of Research Services

Revised Revolving Fund Service Order Form

Effective February 1, 2012, fiscal officers must use the revised revolving fund service order form to create new revolving funds or to amend or close existing revolving funds. The form can be found at:

http://www.ors.hawaii.edu/index.php/forms

Highlights of the new form are:

1.    Lines for the email addresses and phone numbers of the principal investigator and fiscal officer. This will help expedite processing of the form by providing central office staff with readily available contact information. Also, instead of mailing the fully executed form, a copy will be emailed to the fiscal officer and, if applicable, to the Manoa Vice Chancellor for Research.

2.    A new line to indicate close out of an RCUH service ordered revolving fund. Fiscal officers are  advised that all encumbrances and deficits must be cleared before the revolving fund can be closed. Also, fiscal officers must indicate how excess funds, if any, should be handled on the close-out request.

3.     A reminder that RCUH revolving funds shall not be used to manage extramurally funded awards per APM A8.931. Thus, RCUH service ordered revolving funds should not be used to account for program income or for applying, receiving and accounting for extramurally funded grants or contracts.

Per APM A8.931, use of RCUH service ordered revolving funds are limited to:

a.    Projects involving procurement of goods and services on a cost-reimbursable “user fee basis,” which could not otherwise be provided due to the uneconomical cost of specialized facilities, personnel, equipment and maintenance (e.g., research vessel and technical shop- type operations).

b.    On-going workshop or conference projects without direct extramural sponsorship involving non-university, out-of-state and international participants that require extensive administrative support due to complex travel, meeting and exhibition arrangements.

c.    Projects involving the production of books, periodicals, monographs, journals, and CDs that would not normally be published through the UH Press; providing access to or publishing research data, including maps for purchase or via subscription; or production of limited quantities of commodities developed under research projects for use by other organizations or institutions to further research or non-research activities.

As a reminder the revolving fund service order should be routed to the appropriate office for approval:

System, CCs:         VP for Research at MIC, Suite 201 or Director of the Office of Research Services at Sakamaki D-200

Mānoa:         VC for Research and Graduate Education, Fiscal Office, Hawai‘i Hall 103

Community Colleges :     to the respective Chancellor

Questions should be directed to:
System, CCs: Kevin Hanaoka at [email protected]
Manoa: Tracie Nakagawa at [email protected]

 

To:          Principal Investigators, Fiscal Officers/Designated UH Officials

 

The last check run for the calendar year will be on Friday, December 30, 2011.  On-line payment transactions approved by fiscal officers by 12 noon on Friday, December 30, will be included in the check run. 

 

Month-end processing will commence at 12 noon on December 30, 2011.  During this period, on-line payment and purchasing transactions can be initiated, but fiscal officers will NOT have the ability to approve transactions.  Transactions approved after 12 noon on December 30 will NOT be included in the project reports for the month of December.

 

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

 

 

The Department of the Treasury, Internal Revenue Service, has announced new standard mileage rates effective January 1, 2012 through December 31, 2012:

 

Business	$0.555 per mile
Moving	$0.23 per mile

 

Attachment 12 in the Procurement section Attachment Index contains the current RCUH rates.  UH employees may refer to www.hawaii.edu/etravel/rates.html.

 

 

 

During the University’s winter break period (December 19-23 and 27-30, 2011), the RCUH financial system will be open 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, December 16, 2011, and will resume on Friday, December 30, 2011.

In addition, the UH-FMIS Fast Track New Accounts & Changes, Journal Vouchers, and Project Fiscal Reports will not be processed or updated during this period.  The last Fast Track update will be on Friday, December 16, 2011 and will resume the morning of Tuesday, January 3, 2011.

 NOTE:

RCUH offices will be open for business as usual during the December 19-23 and 27-30, 2011 period.   Offices will be closed on Monday, December 26, in observance of the Christmas Day holiday.

 

Some of our Policies and Procedures do not have the standard header and “Print this Page” option, and we are working to correct this problem.  In the mean time, if you need to print any of these pages, please do the following:

• Click to the page you wish to print.

• With your mouse (pointer) hovering over the page, do a right mouse-click.

• Select Print (for Internet Explorer) or Print Frame (for Mozilla Firefox).

For more detailed instructions, please see attached.

We apologize for this inconvenience and thank you for your patience as we work to resolve this problem.

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

A new radio button has been added to the on-line web RCUH Purchase Requisition form [due to the University of Hawaii (UH) Office of Research Services (ORS) reviewing and approving UH subawards].  For subawards reviewed and approved by ORS, please click on the radio button “UH Subaward” shown in the attached.  Attach a copy of the fully executed UH subaward agreement and applicable supporting documents to the electronic PO under “Go to File Attachments”.  The RCUH PO will only be used to encumber the funds and facilitate payment to the subrecipient.

 

 

The Department of the Treasury, Internal Revenue Service, has announced new standard mileage rates effective July 1, 2011 through December 31, 2011:

 

Business	$0.555 per mile
Moving	$0.235 per mile

 

Attachment 12 in the Procurement section Attachment Index contains the current RCUH rates.  UH employees may refer to www.hawaii.edu/etravel/rates.html.

 

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 2012 will be Thursday, July 7, 2011.

Reminder: Service dates are required for all payment transactions through Wednesday, August 31. For payments processed after Thursday, August 31, which amount to $10,000 or greater with service dates of June 30 or prior, please complete the attached worksheet and forward to Liane Murai via e-mail attachment ([email protected]) by Friday, September 2.  Please see the May 2, 2011 Current News item for details.