This issue of the Financial Management Office Newsletter includes information about the following:
- ITS/Data Governance Requirements Involving Hardware and Software Purchases
- JRS Release Notes – January 2021
- Labor Ledger Data in KFS
- Quarterly Interest Rate for Late Vendor Payments
- 2021 Payroll Deadlines
- 2020 W-2 Forms Distribution
- 2021 Federal Allowable Mileage Rates
- Notice of Statutory Dues Changes for HGEA and UPW Represented Employees
- Stipend Refresher
- Resources
The FMO Newsletter is distributed monthly. Should you have any questions about this newsletter, contact Amy Kunz via email at amykunz@hawaii.edu.
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ITS/Data Governance Requirements Involving Hardware and Software Purchases
Target Audience: All
The procurement process must be followed when making hardware and software purchases. However, there are additional steps that need to be taken when purchasing certain hardware or software. If your purchase meets any one of the criteria listed below, please follow the additional steps to meet ITS/Data Governance requirements.
- Involves Protected (non-public) Data
- Is a shrink wrap software or subscription purchase with clickthrough terms and conditions, usually purchased via P-card
- If there are indemnification and governing law issues, complete the OVPIT Non-compliant Terms (Shrink Wrap Terms) Waiver. Once approved by the VP for Information Technology, proceed with purchase.
- Costs $25,000 or more
- Complete the OVPIT Approval for IT Procurement. Once approved by the VP for Information Technology, proceed with purchase.
- Requires integration with any ITS managed system
- Consult with the individual or team that manages the system to which integration is required in order to determine and get agreement on the scope of work, level of effort, and integration resource requirements
- Complete the OVPIT Approval for IT Procurement. Once approved by the VP for Information Technology, proceed with purchase.
- Is a widget, or small convenience tool that can integrate with larger applications, often free or low cost
- Check with uhoic@hawaii.edu if the software has been approved for UH use.
For more information, including examples, refer to hardware/software purchases.
For questions, email datagov@hawaii.edu.
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JRS Release Notes – January 2021
Target Audience: JRS Users
Since we implemented JasperReports Server (JRS) in November and based on feedback from users, we have made some enhancements and bug fixes. Here are some of the items:
- Object Code and Sub Object Attribute domains added
- PCDO Transactions by FO Code & Account global report added
- GL and CG Financial Trans domains:
- Calculated definitions of some fields (EXT_ENCUMB_AMT, PE_ENCUMB_AMT, REV_PROJ) corrected
- Bank Code and UBS Attributes added
- GL and CG Balance domains:
- Calculated definitions of some fields (AP_BEG_BAL, AWD_PROJ_TITLE, ENCUMB_BEG_BAL, EXPEND_BEG_BAL, REV_REC_BEG_BAL) corrected
- Pre-Encumbrance Beginning Balance and UBS code translation fields added
- Budget to Actual reports “Rev Alloc Carry Trf” and “Encumbrances” columns corrected
- FBSP090D-Balance Sheet global report performance improved
- FBSP090D-Income Statement global report duplicate rows removed
If you have any questions or suggestions to improve the data and/or reports in JRS, please contact the Fiscal Services Office at fissrv@hawaii.edu.
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Labor Ledger Data in KFS
Target Audience: KFS Users with Labor Access
Two enhancements have been developed to provide KFS users with Labor Ledger data. These enhancements are the Labor Ledger/HR View-Effort Reporting and a CSV version of LDT751, were loaded effective January 13, 2021, and are available for immediate use. In addition to these two enhancements, KFS was updated to allow up to 1,000 records in the Balance Inquiries. This includes the Labor Ledger Posted Entry lookup as well as other inquiries.
The Labor Ledger/HR View-Effort Reporting lookup has been added to provide users with a comparison of HR (i.e., PeopleSoft Personnel) data and Labor Ledger (i.e., KFS Payroll and ST) data. This lookup replaces the “CBMR289 – To Assist with Effort Reporting” global databook that was in eThority. To access this query screen, go to the Main Menu tab, Balance Inquiries menu group, Labor Distribution sub-group, and click on Labor Ledger/HR View-Effort Reporting.
The Labor Ledger/HR View-Effort Reporting screen offers several fields to refine user queries. The Fiscal Year, Paid Date From, and Paid Date To fields are required. Additionally, either the Chart Code and Account Number or the FO Code must be entered. The UH-Fund Appropriation and Employee ID can be used to further filter the search results. The following fields will be returned as the search results:
One row per Employee, Account Number, Pay Month and Position Number will be listed. The Position Title, FTE Person, Percent and HR Amt fields come from the HR Datamart. The FO Code, Fiscal Year, Employee Name and Ledger Amt fields come from KFS. The data from the two systems are matched using the Chart Code, Account Number Employee ID and Position Number. The Difference column represents the difference between the HR Amount and the Ledger Amt. The 2 pay periods from the Pay Month are consolidated into one row and the Ledger Amt can be used to drill down to view the specific pay period details from KFS. Similar to other Labor Distribution queries, the Labor Ledger/HR View-Effort Reporting provides restricted access to Labor records within your specified organization hierarchy as defined by the Labor Inquiry role assignment. Like other screens in KFS, results may be exported in the CSV or excel format.
The second enhancement is a Comma Separated Values (CSV) version of the monthly LDT751 – Detail Payroll Feed Report by FO Code and Account. The same data that is listed in the PDF version of the report is now provided in a CSV version that can be downloaded and used in Excel to facilitate payroll reconciliation. The new CSV file will be posted to the same PCX folder (FOnnn/KFS/LD) as the PDF file and will be generated on the same cycle (i.e., 25th of the month).
If you have any questions about these enhancements, please contact the Fiscal Services Office at fissrv@hawaii.edu.
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Quarterly Interest Rate for Late Vendor Payments
Target Audience: Fiscal Administrators and Fiscal Support Staff
Pursuant to Section 103-10 of the Hawai`i Revised Statutes, the interest rate for obligations related to goods delivered or services performed remaining unpaid after 30 days is equal to the prime rate for each calendar quarter plus two percent. The interest rate is adjusted quarterly using the prime rate as posted in the Wall Street Journal on the first business day of the month preceding the calendar quarter. Please refer here for the 1st quarter interest rate and calculation.
Should there be any questions regarding this change, please call the Disbursing Office at (808) 956-5535.
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2021 Payroll Deadlines
Target Audience: Fiscal Administrators and Human Resources Specialists
The 2021 Payroll deadlines have been uploaded to the Payroll website. To view the 2021 deadlines, please visit the Payroll AO/PO section or click on the links below.
Pay Schedule
Payroll Calendar
Payroll Deadlines (Lag)
Payroll Deadlines (After-the-Fact)
SECE Timesheet Deadlines
TAPS Timesheet Deadlines
For more information, please contact the Payroll Office at payroll@hawaii.edu.
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2020 W-2 Forms Distribution
Target Audience: All
Per DAGS, we are expecting W-2 forms to be available by January 26, 2021. Employees who opted out of paper should be able to see their W-2 form online a few days in advance of paper distribution.
This year, the UH Payroll Office will be providing departmental contacts a listing of employees (sorted by warrant distribution codes) who received a W-2 form as well as employees that provided consent to opt out of paper. Employees, please consult your HR staff for W-2 forms inquiries. Departments may send inquiries to the Payroll Office at payroll@hawaii.edu.
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2021 Federal Allowable Mileage Rates
Target Audience: Fiscal Administrators
Effective January 1, 2021, the Federal allowable standard mileage rate for business has changed to 56 cents per mile. Business mileage claims of 56 cents per mile are to be processed on the Personal Automobile Mileage Voucher, DISB-33. The form DISB-33 can be found on the Travel Forms page.
To view the notice, please visit here. For more information, please call the Disbursing Office at (808) 956-5535.
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Notice of Statutory Dues Changes for HGEA and UPW Represented Employees
Target Audience: Fiscal Administrators and Human Resources Specialists
These notices advise HGEA and UPW represented employees of changes to their monthly statutory dues. To view the notices, please visit the HGEA and UPW notices.
Departments may send inquiries to the Payroll Office at payroll@hawaii.edu.
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Stipend Refresher
Target Audience: Fiscal Administrators and Staff
As we start on a new year, we are including guidance when “stipends” are being processed:
- Stipends should not automatically be considered as scholarship or fellowship. There needs to be a full understanding of the purposes of payment and who is receiving the payments.
- If the purpose of the payments are not for attendance of class, it is likely that such payments are neither scholarship nor fellowship.
- Payments for internship (doing work for research unrelated to the student’s curriculum) are neither scholarship nor fellowship.
- Payments to postdoctoral fellows are neither scholarship nor fellowships.
- Payments for student’s education whose terms of such grant requires the student to perform future services, are NOT scholarship or fellowship. For example, if you receive a scholarship for your medical education and training, and the terms of such scholarships require you to work a minimum of three years in the State of Hawaii, such payments are not scholarship or fellowship. The entire amount of your grant is taxable as payment for services in the year it is received.
As always, if you have any questions on specific circumstances, please call me at (808) 956-7162 or email me at kenlum@hawaii.edu.