As previously announced on October 29, 2014, RCUH has been in the process of updating its Procurement & Disbursing policies. The policies are now available for viewing under 2.00 Procurement & Disbursing NEW Policies Effective 3/31/15. Note that the effective date of the policies has been changed to March 31, 2015, due to our postponement of the preview date.

In addition to what was previously announced on October 29, 2014, we would like to call your attention to Policies 2.005 through 2.012, which provide additional guidance regarding the tax treatment of payments. We will be holding training sessions on Policies 2.005 through 2.012 in the near future.

What was formerly known as the Attachments Index, located at the bottom of the old (current) policies, has been renamed the Document Library, and is located at the top of the new policies. For more details regarding the policy changes, refer to the Summary of RCUH Policy Changes.

If there are any questions regarding the changes, please contact Erin Yoda at (808) 956-3969 or [email protected].

New Fields

• UH and RCUH Employee Number — New vendor records for UH and RCUH employees will require that users enter the employee’s UH or RCUH employee identification number as appropriate. If a user tries to create a new record using an employee number already entered on an existing RCUH record, an error message will be returned.
• User’s email address — The user who creates a vendor record will be required to enter his/her email address.

New Codes in Status (ST) Column

• Instead of a “●” symbol, a status code will be displayed to describe the vendor record type (EM, G, A) or the IRS or UH form (W9, WH, W8, WE, 60) on file at RCUH. In the purchasing menu, the code appears next to the vendor name. In the payments menu, the code appears after the zipcode field. U.S. citizens and permanent resident aliens may have a W-9 or a WH-1 on fil
• If the field is blank and the vendor has a U.S. address, the record was likely created prior to October 2013 when the W-9 became a requirement. Request the vendor’s W-9 if your payment will be IRS-reportable.
• If RCUH has a form on file for a foreign entity, users do not have to request another Form W-8 or Form 60 from the vendor, unless paying U.S. source income to a foreign vendor who only has a RCUH Form 60 on file. All foreign vendor payments must still be submitted to the RCUH Disbursing Office.

Status	U.S. vendors	Form
W9	U.S. citizen, sole proprietor/individual, corporation, partnership, limited liability company, permanent resident alien	IRS W-9 Form
WH	U.S. citizen, permanent resident alien	UH WH-1
EM	RCUH or UH regular employee	No ‘W’ form required
G	U.S. Federal, State or County governmental entity	No ‘W’ form required
Status	Foreign vendors	Form
A	Nonresident alien (NRA) individual	No current form on file; new form required for each payment due to changes in information for each visit
W8	Foreign person various	New W-8 forms (BEN, ECI, EXP or IMY); Old IRS Form W-8BEN
WE	Foreign entity	New IRS Form W-8BEN-E
60	Foreign entity or NRA paid for foreign source income	RCUH Form 60

General Improvements

• Text changes were made to make the instructions more understandable and easier to follow. A Form W-9 is not required for Federal, State and County governmental entities and is not required for regular RCUH and UH employees.

The IRS introduced a December 2014 version of its Form W-9, http://www.irs.gov/pub/irs-pdf/fw9.pdf.

Please request that your vendors submit their information on the most recent Form W-9 version  (see attached explanation).