The attached PowerPoint on Vendor File & IRS Form 1099 Reporting Requirements may be helpful in understanding RCUH’s new Vendor Registration process.

If you have any questions, please contact [email protected].  Thank you.

 

Effective Monday, October 21, 2013, RCUH is implementing a new on-line Vendor Registration Form. The new form will require a completed Form W-9 from the vendor to be attached when a new RCUH vendor record is created.

 

 

The new form will allow RCUH users to create U.S. vendor records only.

 

Requests to create new foreign vendor records shall be submitted using the new Foreign Vendor Registration form and Attachment 51.

 

 

Other changes include a new display of vendor record search results. The new display, listing vendor records that match a user’s Search criteria, will list the vendor’s name and address in its entirety.  

 

 

 

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

Many project-related activities require continuity of the scientific effort over a period that exceeds one year.  In such situations, the Principal Investigator makes the determination when a multi-year arrangement is necessary for the project to meet its obligations and must ensure that such arrangements also meet the sponsor’s award guidelines.  To assist projects in the procurement process, we have established written guidelines, 2.421, Multi-Term Contracts, which describes the reasons a multi-term contract is justified, the required documentation and the contract terms required to be disclosed in the solicitation.

 

RCUH conducted a survey in July to solicit feedback on both the UH Kuali Financial System (KFS) and the RCUH Financial System. Over 300 of you participated. Thank you for taking the time to share your thoughts and experiences.  The feedback included constructive criticisms of KFS, which we shared with UH  (individual names were withheld). There were also suggestions for improving the RCUH system, which we will take into consideration as we plan future enhancements to the RCUH Financial System.

One of the survey questions was whether RCUH should replace its current financial system with KFS. Most of the responses (87%) were not in favor of such a move.  Accordingly, that option is no longer being considered.

Again, thank you for participating in the survey!

 

A new Policies & Procedures, 2.670 Change in Vendor Address, is provided to assist users who need  to change a vendor address on a Purchase Order (PO) or on a Payment Request.

 

RCUH will soon begin the “clean up” of our vendor record file.  

 

• Exact duplicate vendor name/address records and records without any activity within the last 2 years will be removed from the file. 

 

• Concurrently, RCUH will be contacting “active” vendors, paid $600 or more to date, but for which the tax identification number or Federal tax classification is missing or incomplete, to complete and submit a Form W-9 to collect tax identification numbers and Federal tax classifications.

 

• Updates to our web screens are planned.  A new vendor registration form and the requirement for users to attach a Form W-9 when a new vendor record is created will soon be forthcoming. 

 

Until these steps are completed and new procedures are implemented, we encourage RCUH users to search the vendor file carefully before creating a new vendor record.  You may contact [email protected] if you have questions or comments.

 

In case you missed our original notice, we are re-posting our Current News item of May 10, 2013: 

Effective July 1, 2013, the RCUH fee for “GRS” and Revolving Fund accounts will be 3.2% MTDC in accordance with the Rate Agreement dated April 3, 2013 between UH/RCUH and the Federal Government.

The RCUH fee for “GRS” accounts may be reduced to 1.5% MTDC if serviced ordered amounts are paid to RCUH in advance.  To ensure the reduced rate, the service order must clearly indicate this is a “Bill in Advance” account.

When research activity is conducted in remote areas of certain foreign countries, normal procurement processes (eg, issuing purchase orders or paying vendors by RCUH check) may not be feasible.  Certain fiscal administrators expressed a need for guidance in requesting a cash advance and the documentation required to clear an advance.  It became evident that there is a need for a policy to address not just cash advances, but global research activities in its entirety.

 

Since it will likely take some time for UH to develop a policy for global research activities and then for RCUH to tie in a policy for cash advances, we developed interim guidelines and a cash advance request form to assist fiscal administrators and project staff in requesting cash advances. The form can be found in the Attachments Index (Attachment 48) of the Procurement section of our policies and procedures.

Please call 808-956-3608 if you have any questions.

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 2014 will be on Wednesday, July 3, 2013 at 4:00 PM.

 

 

 

Reminder: Service dates are required for all payment transactions through Thursday, August 15.  For payments processed after August 15 which amount to $10,000 or more with service dates of June 30 or prior, please complete the attached worksheet and forward to Liane Murai ([email protected]) via email attachment by Monday, August 19.  Please see the May 15, 2013 General News item for details.

 

TO:  RCUH Financial System Users

 

 

RCUH is evaluating whether it should replace its current financial system with UH’s Kuali Financial System (KFS). We have developed a survey to obtain your feedback on your experience with KFS and the RCUH Financial System.  While the survey may appear rather lengthy, our goal is to obtain complete and meaningful input. We estimate that the survey will take 10 to 15 minutes to complete.

 

 

The survey is being sent via email to several listserve groups.  We are also making the survey available here and welcome all users’ input (by July 31, 2013 please).  The link below will take you to the survey.  

 

 https://www.surveymonkey.com/s/8DXQY82

 

Thank you in advance for your time and input.