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

Effective March 1, 2011, all new University of Hawaii (UH) sub-award agreements, regardless of amount, will be processed through the Office of Research Services (ORS).  All new UH sub-awards will be issued under the name of the University of Hawaii and NOT under the name of the Research Corporation of the University of Hawaii (RCUH).  In general, the FDP sub-award agreement template should be used for all sub-awards.  The sub-award forms are posted in the UH ORS website, http://www.ors.hawaii.edu/index.php/forms .  Any exceptions must be approved by the ORS Director.  Please see http://www.ors.hawaii.edu/index.php/start-up-a-manage/project-account-set-up/81-start-up-a-manage/145 for more information on the ORS sub-award process.

 

If payment is to be processed by the RCUH, an electronic RCUH Purchase Order (PO) will be initiated and payment requests shall reference the UH sub-award number.  Attach a copy of the fully executed UH sub-award agreement and applicable supporting documents to the electronic PO under “Go to File Attachments”.  The RCUH PO will not be issued to the sub-recipient.  The RCUH PO will only be used to encumber the funds and facilitate payment to the sub-recipient.

 

The UH has determined that the UH sub-award is not a procurement action.  Therefore, a Determination of Cost or Price Reasonableness Form is not required on a sub-award.  However, a Determination of Cost or Price Reasonableness Form is required on a Federal Contract, not Federal Grant, sub-award.

 

RCUH Procurement Policies & Procedures 2.125, 2.216, 2.217, 2.430, 2.431, and Attachment #28 have been revised.  Policies & Procedures 2.435 have been deleted and replaced with the ORS Subaward Process at http://www.ors.hawaii.edu/index.php/start-up-a-manage/project-account-set-up/81-start-up-a-manage/145 .

 

Any future amendments to sub-awards initially processed by ORS, will be processed by ORS.  All prior sub-awards initially issued under the name of RCUH will continue to be processed by RCUH.

 

Should you have any questions, please contact Darcie Yoshinaga, ORS Associate Director, at [email protected] or (808) 956-4806.

 

This is a re-posting of the fiscal year end schedule (originally posted May 2, 2011).

 

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To:          Principal Investigators, Fiscal Officers/Designated UH Officials

 

Important Dates:

 

June 30	Last Check Run for FY 2011 (Payments must be approved by 12 noon)
July 6	RCUH Financial System scheduled to reopen
July 7	First Check Run for FY 2012

 

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

 

During the period July 1 through July 6, 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 financial system is scheduled to reopen on Wednesday, July 6.  The first check run is scheduled for Thursday, July 7.

 

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 please contact Maile Brooks at 988-8340 or [email protected]  Leonard Ajifu at 988-8340 or [email protected] (while Maile is on maternity leave).

 

 

 

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

The State of Hawaii, in conducting its business, authorizes its employees and agents to rent automobiles throughout the State.  The State advises automobile rental companies in Hawaii that the State is self-insured for automobile insurance coverage.  Employees and agents are strongly reminded that when renting vehicles, it is their responsibility to inspect the vehicles both before and after the vehicle is rented.  Any scratches or damages are to be reported to the rental agent immediately.  Failure to do so has resulted in the State becoming responsible for the damages by default.

 

 

As we reported earlier, the web payment incident on April 15, 2011 may have caused problems for some project users to retrieve certain on-line documents, such as pending travel requests or payment documents that were in “pending FO approval” status.  If you are unable to retrieve documents or if you are encountering unexpected error messages, please complete the attached form and fax it to 956-3822.

 

To:  Designated UH Officials / Fiscal Officers 

 

The fiscal year-end cut-off for RCUH on-line payment transactions is 12 noon, Thursday, June 30.   All on-line payment transactions processed after Thursday, June 30 through Wednesday, August 31, will require service dates. 

 

For payments of $10,000 or greater and with service dates of June 30 or prior, which will be processed and approved after Wednesday, August 31, please complete the attached worksheet and forward to Liane Murai via e-mail attachment ([email protected]) by Friday, September 2, 2011.

 

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, 2011 to July 31, 2011, record cost incurred from June 1 to June 30 with a 06/30/11 service date and from July 1 to July 31 with a 07/31/11 service date).   The service date data entry format is mm/dd/yy.

 

This information is needed to ensure that liabilities of RCUH are properly reported as of June 30, 2011.  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.

 

 

 

 

To:          Principal Investigators, Fiscal Officers/Designated UH Officials

 

Important Dates:

June 30         Last Check Run for FY 2011 (Payments must be approved by 12 noon)

July 6             RCUH Financial System scheduled to reopen

July 7            First Check Run for FY 2012

 

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

 

During the period July 1 through July 6, 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 financial system is scheduled to reopen on Wednesday, July 6.  The first check run is scheduled for Thursday, July 7.

 

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 please contact Maile Brooks at 988-8340 or [email protected].

 

 

All web payment records that resulted in checks dated Monday, April 18, 2011 have been updated with the check number, check date and final status information.   We want to reassure FO users that web payment records may be approved as usual.

 

RCUH Disbursing will continue to assist users who may have to re-enter web payment records that are unrecoverable.  If you are encountering unexpected error messages, are unable to retrieve travel request documents, or have any other problems, please complete the attached form and fax it to 956-3822. 

 

Thank you for your understanding and patience. 

 

We are still working on resolving the Payments problem that occurred on Friday, April 15, 2011. 

We hope to complete the update of paid transactions to display the check number and check date soon.  In the meantime, the following conditions may occur for payment transactions that were approved:

• A completed payment transaction may still be displaying a “Pending FO Approval” or “Pending Add’l Information” message.
• If an FO user attempts to re-approve such a transaction, an error message will appear.  DO NOT delete any such transactions at this time.
• Payment transactions may be missing from the View or Search functions.

The Detail of Cost Report (under Accounting/Reporting) is the best way to check whether a payment transaction was completed. 

Payment transactions which were created and left in pending status (eg, not approved by the FO) on Friday, April 15, 2011, morning through approximately 3:00 pm, are unrecoverable. Transactions which were created prior to this time frame and were in pending status should still be in the system. If a Search fails to retrieve a Friday transaction and/or the transaction is not displayed on the FO’s screen, it is highly likely that the transaction will need to be re-entered.

 If you have questions, please feel free to call our Disbursing Office at 956-3608. 

 If you need assistance or have questions on a transaction, please complete the attached form and fax it to 956-3822.

 We apologize again for the inconvenience this problem has caused and thank you for your understanding and patience. 

 

We will resume the distribution of vendor checks today.  Thank you for your patience.

 

We are still resolving the Payments problem of yesterday and hope to have the system back to normal soon.

 

We appreciate your understanding.  Thank you!

 

There is a problem with the Payments system that we are working to resolve.

 

Payment transactions from late Thursday evening, April 14, to about 3:00 pm on Friday, April 15, are missing when doing a “View” or “Search”.  However, transactions which were approved by FO’s have been posted and are reflected in the Accounting reports (eg, Detail of Costs).

Again, this problem is with PAYMENTS only.  We are working to resolve the issue and will advise you if anything needs to be done on your end.

We apologize for this inconvenience and thank you for your understanding.