Following our June 18, 2018 announcement regarding changes to the new RCUH Policy 2.111, the Office of Management and Budget (“OMB”) released a memo confirming that OMB will grant an exception to permit the application of a simplified acquisition threshold amount of $250,000 for federal grant and cooperative agreement funds.  As such, RCUH will be utilizing a $250,000 threshold for federal grant and cooperative agreement funds, and a $150,000 threshold for federal contract funds (the $150,000 threshold for federal contract funds will remain in place until the $250,000 amount is adopted by the Federal Acquisition Regulation (“FAR”)).  Refer to Policy 2.111 Purchases Over $150,000 (Federal Contract Funds) and $250,000 (Federal Grant/Cooperative Agreement Funds), which shall be effective July 1, 2018.

Reminder: If it is unknown at the time of solicitation whether the purchase price will exceed $150,000 (federal contract funds) or $250,000 (federal grant/cooperative agreement funds), projects should follow the requirements of Policy 2.111 as a safety precaution, to avoid having to cancel and redo solicitations.

In addition to the new Policy 2.111, the following changes are also being made to existing policies, effective July 1, 2018:

1. Policy 2.101 Source Selection Methods (Sections I. and II.)

• Clarifying that:
  • Contractors assisting in the development of specifications for a solicitation must be excluded from competing in the solicitation;
  • Projects are encouraged to use federal excess and surplus property when feasible to reduce project costs; and
  • Unreasonable restrictions should not be placed on competition.

2. Policy 2.204 Services Agreements (Sections I. and III.D.)

• Describes fixed-price contracts and time and materials contracts;
• Describes restrictions on the use of time and materials contracts, including a required price ceiling (as required by 2 CFR § 200.318); and
• Clarifying the contract amendment execution process.

Questions may be directed to Erin Yoda, RCUH Procurement and Disbursing Manager, at 808-956-3969 or [email protected].

This summer RCUH’s Leadership Team will travel to various campuses across the state to conduct informal meet, greet, and chat sessions. These sessions will include:

• updates on RCUH’s new initiatives and plans going forward,
• introduction of our new Director of Finance, Glenn Yee, and
• soliciting your suggestions on how RCUH can improve its services.

Your feedback is valuable in assisting RCUH to better serve its research, training, and development projects, and we look forward to a fruitful discussion with Principal Investigators, Fiscal Administrators, and Project Staff.

Please RSVP for one of the sessions below:

July 12 / 9:00 am – 10:30 am / East-West Center, Burns Hall 4005/4009
July 13 / 10:00 am – 11:30 am / UH Hilo, Rose & Raymond Tseng Terrace
July 13 / 1:30 pm – 3:00 pm / IfA Hilo Auditorium
July 16 / 1:30 pm – 3:00 pm/ IfA Manoa Auditorium
August 1 / 1:30 pm – 3:00 pm / UH John A. Burns School of Medicine, MEB 314
August 6 / 10:00 am – 11:30 am / Kaua’i Community College, OSC 204
August 7 / 10:00 am – 11:30 am / UH Maui College, Noi’i 201
August 8 / 9:00 am – 10:30 am / Windward Community College, Hale Kuhina 115
August 14 / 1:30 pm – 3:00 pm / East-West Center, Burns Hall 4005/4009

CLICK HERE TO REGISTER

If you have any questions, please feel free to contact [email protected] or call (808) 988-8314/8315.

Mahalo for participating in our meet, greet, and chat session!

Sylvia Yuen, Executive Director
Glenn Yee, Director of Finance
Nelson Sakamoto, Director of Human Resources
Brenda Kanno, Director of Corporate Services

Important Dates:

Online payment and purchasing transactions must be approved by Fiscal Administrators by 12:00 noon on Friday, June 29 to be included in FY 2018.  The last check run for the fiscal year will be on Friday, June 29, 2018.  Pending transactions will be saved, and will not be automatically deleted or disapproved in the RCUH financial system.

During the period July 1 through July 4, on-line 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 2019.  The RCUH financial system is scheduled to reopen on Thursday, July 5.  The first check run for FY 2019 is scheduled for Thursday, July 5 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, until processing resumes on July 5, report balances will reflect transactions posted through June 29 only.

Please contact Maile Brooks at (808) 988-8340 or [email protected] if you have any questions.

On April 23, 2018, an announcement was posted regarding the implementation of (1) Policy 2.111 Purchases Over $250,000 Using Federal Funds, and (2) an RCUH SuperQUOTE account.

The $250,000 threshold referenced in the draft Policy 2.111 was based on the federal simplified acquisition threshold (SAT), as authorized by the National Defense Authorization Act for Fiscal Year 2018.  RCUH has recently been informed, however, that because the new SAT amount of $250,000 has not yet been included in the Federal Acquisition Regulation (FAR), RCUH should refrain from utilizing the $250,000 threshold to avoid inconsistencies (some federal agencies have adopted the new limit, some have not).  As such, Policy 2.111 has been revised to note an SAT amount of $150,000 (currently referenced in the FAR), which will remain in place until the new $250,000 SAT amount is adopted by the FAR.

In addition, the language in Section II.B.3. of Policy 2.111 has also been revised to clarify the procedures that must be followed if there is a discrepancy with regard to the low bid.

Policy 2.111 Purchases Over $150,000 Using Federal Funds, shall be effective July 1, 2018.

Questions may be directed to Erin Yoda, RCUH Procurement and Disbursing Manager, at 808-956-3969 or [email protected].

The RCUH Financial Portal will be down on Saturday, June 16, 2018, from 12:00 am to 11:59 pm for system maintenance.

We apologize for any inconvenience this may cause and thank you for your understanding.

Mahalo to all who participated in the April 6th forum, “Cybersecurity: Protect, Detect, Respond.” The forum report is available below, or click here to access the PDF.

If you have any questions, please email [email protected]. Stay tuned for RCUH’s next forum in Spring 2019!

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The Reporting function has been updated with the following new features:

• The ability to drill down from category totals to a transaction list.
• The ability to drill down from the transaction list to a document.
• The ability to sort by column headers in the Budget Category Review and Detail of Cost reports.

Please refer to the attached release notes for further details.

If you have any questions, please contact Maile Brooks at [email protected] or (808) 988-8340.

We would appreciate your feedback on RCUH in general and a few recently launched new initiatives. Please complete a brief survey, which will take only about 5 minutes to complete. Your responses will be confidential and it will not be possible to link responses to specific individuals.

Your input will assist us in continuing to improve RCUH services. Thank you very much for your assistance. Please complete the survey by May 15, 2018.

Click here to access survey.

The fiscal year-end cut-off for RCUH online payment transactions is 12:00 noon on Friday, June 29, 2018.   All online payment transactions processed after Friday, June 29 through Friday, August 31, will require service dates.  The service date format is MM/DD/YY.

For payments that will be processed or approved after Friday, August 3, 2018, are $100,000 or greater, and have service dates of June 30, 2018 or earlier, please complete the attached RCUH AP Worksheet.  Please include estimates or projections for invoices that have not been received as of August 3.  Please email your worksheet to Maile Brooks at [email protected] by Monday, August 6.   If there are no payments to report, please email Maile to report that there are no items by Monday, August 6.

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, 2018 to July 31, 2018, record costs incurred from June 1 to June 30 with a 06/30/18 service date and costs incurred from July 1 to July 31 with a 07/31/18 service date).

This information is needed to ensure that liabilities of RCUH are properly reported as of June 30, 2018.  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.

Important Dates:

On-line payment and purchasing transactions must be approved by Fiscal Administrators by 12:00 noon on Friday, June 29 to be included in FY 2018.  The last check run for the fiscal year will be on Friday, June 29, 2018.  Pending transactions will be saved, and will not be automatically deleted or disapproved in the RCUH financial system.

During the period July 1 through July 4, on-line 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 2019.  The RCUH financial system is scheduled to reopen on Thursday, July 5.  The first check run for FY 2019 is scheduled for Thursday, July 5 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, until processing resumes on July 5, report balances will reflect transactions posted through June 29 only.

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