Category: General

Service Dates for Online Payments During June 28 to August 30, 2019

The fiscal year-end cut-off for RCUH online payment transactions is 12:00 noon on Friday, June 28, 2019. All online payment transactions processed after Friday, June 28 through Friday, August 30, will require service dates. The service date format is MM/DD/YY.

For payments that will be processed or approved after Friday, August 2, 2019, are $100,000 or greater, and have service dates of June 30, 2019 or earlier, please complete the attached RCUH AP Worksheet. Please include estimates or projections for invoices that have not been received as of August 2. Please email your worksheet to Staci Murata at [email protected] by Monday, August 5. If there are no payments to report, please email Staci to report that there are no items by Monday, August 5.

A service date field is provided on all payment forms 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, 2019 to July 31, 2019, record costs incurred from June 1 to June 30 with a 06/30/19 service date and costs incurred from July 1 to July 31 with a 07/31/19 service date).

This information is needed to ensure that liabilities of RCUH are properly reported as of June 30, 2019. 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.

Please contact Maile Brooks at 988-8340 or [email protected] if you have any questions. Your cooperation is greatly appreciated.

Problem with Payments – Update

Yesterday, May 6, 2019, we encountered a system error which affected our check printing and end of business day processing. The issue has been resolved and the Financial Portal is back in operation. Online purchasing and payment transactions can now be approved.

We apologize for any inconvenience this has caused and thank you for your understanding.

Problem with Payments

We encountered a system error on May 6, 2019 afternoon and consequently checks could not be printed. We are working to resolve the issue, and we will post a message when the Financial Portal is back in operation. Until the problem is resolved, purchasing and payment transactions cannot be approved at this time. We apologize for the inconvenience and appreciate your patience. Thank you.

Fiscal Year-End June 30, 2019

Important Dates:

June 28 Last Check Run for FY 2019 (Payments must be approved by 12 noon)
July 3 RCUH Financial System scheduled to reopen
July 3 First Check Run for FY 2020 (4:00 PM)

Online payment and purchasing transactions must be approved by Fiscal Administrators by 12:00 noon on Friday, June 28, to be included in FY 2019. The last check run for the fiscal year will be on Friday, June 28, 2019. Pending transactions will be saved and will not be automatically deleted or disapproved in the RCUH financial system.

During the period June 29 through July 2, online payment and purchasing transactions can be initiated, but Fiscal Administrators will not have the ability to approve transactions. Transactions will not be posted to project accounts until the financial system is reopened for FY 2020. The RCUH financial system is scheduled to reopen on Wednesday, July 3. The first check run for FY 2020 is scheduled for Wednesday, July 3, at 4:00 PM.

On an emergency basis only, manual checks can be issued during this period. Fiscal Administrators should contact RCUH Disbursing at [email protected].

Project reports will be accessible on the RCUH website. However, report balances will only reflect transactions posted through June 28 until processing resumes on July 3.

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

Relocation of the RCUH Procurement & Disbursing Office

The RCUH Procurement & Disbursing office will be relocating from Burns Hall to the Manoa Innovation Center (MIC), Suite 201 on April 29 and 30, 2019. During the relocation, staff will be limited in their ability to service projects, and phone and fax communication will be unavailable. The best way to contact the Procurement & Disbursing office will be via email. Staff will do their best to respond to you as soon as possible. The Procurement & Disbursing office will resume normal operations on Wednesday, May 1, 2019.

Mail delivery/pick up will still be available at Burns Hall and will be handled by the RCUH Human Resources Department. The mail cart and drop off boxes will be located under the RCUH sign (just a few feet from its current location). Mail for the MIC staff is picked up daily at 9:00 a.m.

RCUH will continue to offer notary services, however, service will be at our MIC location only.

All Procurement & Disbursing phone and fax numbers will remain the same.

We appreciate your patience and understanding during the relocation period.

Nominations Open for 2019 Outstanding Employees of the Year Awards

NOMINATE YOUR PROJECT STAFF FOR THE 2019 RCUH OUTSTANDING EMPLOYEES OF THE YEAR AWARDS:

 RECOGNITIONS

Three award categories are available:

  1. Researcher/Project Manager/Professional (exempt status position)
  2. Project Support Staff (non-exempt status position)
  3. Team (2-5 staff in exempt and/or non-exempt Regular-status positions)

The awards encourage, recognize, and reward RCUH employees who have made demonstrable, significant, and exemplary contributions to their project during the past fiscal year (July 2018–June 2019) or years.

 AWARDS

  • $1,000 to the first place awardee in each category
  • $500 to the second place awardee in each category

All nominees will be recognized at the RCUH Awards Luncheon at Waialae Country Club on Monday, October 28, 2019, where the awardees will be announced.

 NOMINATIONS

A Principal Investigator may submit one nomination. Nomination of an employee who did not place first or second in a previous year is also acceptable. Team nominations are limited to no more than five individuals.

 Click here for the nomination form.

DEADLINE

The deadline to submit a nomination is May 31, 2019.  Email all nominations to RCUH Corporate Services at [email protected].

For more information, please refer to policy 3.450 Outstanding Employees of the Year Awards or contact RCUH Corporate Services at [email protected] or 808-988-8314/8315.