As previously announced in Fall 2013, RCUH is continuing its efforts to obtain an IRS Form W-9 from all of its vendors in order to ensure accurate federal income tax reporting.  RCUH has been contacting vendors to submit a W-9.  After two (2) letter requests, several hundred vendors have not yet responded.  As a result, we would like to ask for your help with your vendors.

 

 

A list of non-responsive vendors can be viewed at the following link (here).   We ask for your assistance in contacting non-responsive vendors that you recognize on the list to obtain a completed IRS Form W-9.

 

 

Beginning June 30, 2014, non-responsive vendors that have not provided RCUH with a completed IRS Form W-9 will be deactivated.

 

We recommend that you check the non-responsive vendor list for vendors that you work with.  We thank you for your assistance in improving RCUH’s procurement system.

 

If you have any questions, please contact RCUH Financial Services at rcuhfiscal@rcuh.com, or Sumi Wong at 956-4948, or Greg Schlais at 956-3969.

 

This notification is to remind users that payment to a foreign person requires review and execution by the RCUH Disbursing Office.

• The RCUH on-line payment system should not be used to issue payment to a foreign person.

• RCUH will treat businesses in Guam, the Northern Marianas Islands, the Virgin Islands, and American Samoa as foreign corporations.

• A vendor record for a foreign person is created by RCUH Disbursing and should not be created on-line.

A FOREIGN PERSON is defined as a:

 

• Nonresident alien individual

• Foreign corporation; not created or not organized in the United States or under the law of the U.S., any of its states, or the District of Columbia

• Foreign partnership

• Foreign trust

• Foreign estate

• Any other person that is not a U.S. person

A U.S. PERSON is defined as a:

 

• Citizen or resident of the United States

• Partnership created or organized in the U.S. or under the law of the U.S. of any State or the District of Columbia

• Corporation created or organized in the U.S. or under the law of the U.S. of any State or the District of Columbia

• Any estate or trust other than a foreign estate or foreign trust

• Any other person that is not a foreign person

We are in the process of updating our policies and procedures and the above will be incorporated in policy within the near future.

See the following reference on the IRS.gov webpage for further detail:
http://www.irs.gov/Individuals/International-Taxpayers/Foreign-Persons

 

NOTICE TO BIDDERS

Written quotation forms for the Research Corporation of the University of Hawaii (RCUH) Invitation for Bid, Project No. UHM-000-001-14: PS2 Dome Renovation: Phase 4, are available from:

UHM-000-001-14
Facilities Management Office
University of Hawaii at Manoa
Portable Building, Room A5
2002 East-West Road
Honolulu, HI 96822

Bids must be received by email at the email address [email protected] no later than Monday, June 9, 2014, 5:00 pm HST.  To be eligible to bid, bidders must possess a valid State of Hawai‘i C-52 contractor’s license.

●    Project is intended to be awarded on or about June 13, 2014 .

●    Quotations received after the due time and date(s) fixed above will not be considered.

●    Direct all questions to Mr. Alan Tarumoto, [email protected]

All questions submitted by the bidders and their responses issued by the UHM Facilities Management Office, including amendments to this IFB, shall be communicated to all bidders via email.

Invitation for Bid – UHM-000-001-14 revised 5-29-14
Attachment 1 revised 5-29-14
Attachment 1A, Phase 4 Drawings Part 1
Attachment 1A, Phase 4 Drawings Part 2
Attachment 1B, Phase 4 Photos
Attachment 2
Attachment 3
Attachment 4

We are pleased to announce the release of our new Purchase Order Change Form on Saturday, May 24, 2014.  This release features modernized PO Change screens for all users and is designed to be similar to the new PO form.

 

 

For additional information on the new features, please refer to the Release Notes and a short video.  For detailed instructions on how to create a PO Change form, please refer to the Help pages.

 

 

If you have any questions or need assistance, please contact Rick Fujioka at [email protected] or 988-8346.

 

To:          Principal Investigators, Fiscal Officers/Designated UH Officials

 

 

Important Dates:

 

 

June 30	Last Check Run for FY 2014 (Payments must be approved by 12 noon)
July 3	RCUH Financial System scheduled to reopen
July 3	First Check Run for FY 2015 (4:00 PM)

 

 

On-line Payment and Purchasing transactions must be approved by fiscal officers by 12:00 noon on Monday, June 30, 2014.  The last check run for the fiscal year will be on Monday, June 30, 2014. 

 

 

During the period July 1 through July 3, 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 RCUH financial system is scheduled to reopen on Thursday, July 3, 2014, so the first check run for FY 2015 will take place that day at 4:00 pm.

 

 

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 3, 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]. 

Proposals responding to the Research Corporation of the University of Hawaii (RCUH) Invitation for Bids, Project No. UHM-000-001-14: PS2 Dome Renovation: Phase 4, will be received by:

UHM-000-001-14
Facilities Management Office
University of Hawaii at Manoa
Portable Building, Room A5
2002 East-West Road
Honolulu, HI 96822

no later than Monday, May 26, 2014, 5 PM HST. To be eligible to bid, bidders must possess a valid State of Hawai‘i C-52 contractor’s license.

 

• Project is intended to be awarded on or about May 30, 2014 .

• Quotations received after the due time and date(s) fixed above will not be considered.

• Direct all questions to Mr. Alan Tarumoto, [email protected]

All questions submitted by the bidders and their responses issued by the UHM Facilities Management Office, including amendments to this IFB, shall be communicated to all bidders via email.

Invitation for Bid – UHM-000-001-14 revised 5-29-14
Attachment 1 revised 5-29-14
Attachment 1A, Phase 4 Drawings Part 1
Attachment 1A, Phase 4 Drawings Part 2
Attachment 1B, Phase 4 Photos
Attachment 2
Attachment 3
Attachment 4

We would like to thank you for taking the time to share your ideas with us.  

As a result of the feedback received, some of the things we will be working on in the coming months include:

 

• Policies & Procedures – Improvements to the organization, search function, clarity and completeness.

• Training – Training on travel payments and their tax treatment.

• On-line Financial System – Our long-range goal is to be paperless, except where signed hard copy contracts are required by third parties.  We are in the process of migrating (one function at a time) to a new front-end platform, which will provide us with more flexibility to facilitate paperless on-line processing.

It is our goal to streamline processing for you. Your input helps to shape our services to meet your needs.

Aloha,
RCUH Procurement/Disbursing

 

As previously announced, we fully migrated to the new Purchase Requisition function on April 18, 2014, so the “old” Purchase Requisition screens are no longer available.

 

 

In case you missed our earlier notices, here are the Release Notes and the short video explaining the new features.

 

 

If you have questions or need help, please contact Rick Fujioka.

 

Previous postings:

• January 18, 2014 — RCUH Financial System Modernization
• February 22, 2014 — New Function in Create PO Beta Application
• March 18, 2014 — Old Purchase Requisition Function Will Be Disabled in ONE MONTH

• April 14, 2014 – REMINDER: “Old” Purchase Requisition Function Disabled on 4/18/2014, 10:00pm 

• April 15, 2014 — New Update for PO Function – RCUH Modernization Project

We are continuing with the modernization of the PO function.  The latest update that is now in place features modernized screens for PO editing, review and approval.  There is also a new create new vendor function that is part of the create PO form and is no longer a separate process.  In addition, there are other new features that improve navigation and overall user experience.

 

While using the new features is self-explanatory, those wanting additional information can refer to the Release Notes.

 

If you have questions or need help, please contact Rick Fujioka.

As previously announced, we will be fully migrating over to the new Purchase Requisition function on April 18, 2014 at 10:00pm.  At that point, the old Purchase Requisition screens will no longer be available.  The new feature has been available and widely used since January 1, 2014.  The feedback received is that it is even more user friendly than before. 

 

While using the new PO creation function is self-explanatory, the Release Notes and a short video explaining the new features will continue to be available for your use.

For additional background, you may refer to the earlier notices:

• January 18, 2014 — RCUH Financial System Modernization

• February 22, 2014 — New Function in Create PO Beta Application

• March 18, 2014 — Old Purchase Requisition Function Will Be Disabled in ONE MONTH

 

If you have questions or need help, please contact Rick Fujioka.