This issue of the Financial Management Office Newsletter includes information about the following:
- New SAP Concur PCDO Process Replacing the KFS PCDO
- Restricted Access to JRS Labor Ledger Domain
- Questions & Answers on Prizes or Gifts to Students
- 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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New SAP Concur PCDO Process Replacing the KFS PCDO
Target Audience: KFS Users
The last KFS PCDOs were fed to KFS on June 15, 2021. As of June 16, PCard Transactions now feed to the new SAP Concur system and allocations and approvals are done using the new Concur PCDO. After a Concur PCDO is fully approved, the General Ledger (GL) Entries for those PCard Transactions are fed to KFS the following day for posting that night. Users can view the Concur GL Entries in KFS 2 days after the PCDO is fully approved in Concur. No GL Entries for PCard Transactions will exist in KFS until that time. Cardholders are actively being trained on the new Concur system and OPM is offering daily approver training throughout the month of July.
While the Concur PCDO cannot be accessed via KFS, there are two ways to access the related GL Entries. First, a search can be done using the General Ledger Entry Lookup. When searching for GL Entries for PCard Transactions from the Concur PCDO, the Document Type is ‘PCDO’ and the Origin Code is ‘PC’ (for the prior KFS PCDOs the Origin Code is ‘01’). For assistance in searching for PCDO GL Entries, please see Searching_for_Concur_PCDO_GLEs. KFS PCDO eDocs from June 15, 2021 and prior may still be accessed in KFS.
Second, a new Global Ad Hoc View – “Concur PCard Transaction Listing”, is available in JasperReports Server (JRS). It is located in the GL folder, JRS users may modify the Ad Hoc View and save department specific versions to their FO Folder. This Ad Hoc View includes the fields that are also displayed in the KFS GLE Lookup. The Transaction Date in KFS reflects the Credit Card Posted Date, fed from Concur. The Concur PCard Transaction Listing JRS report also includes the Post Date field, which is the date the GL entries were posted to KFS from the Concur PCDO.
If you have any questions on GL Entries in KFS for PCard transactions or the new JRS Global Ad Hoc View, please contact the Fiscal Services Office at fissrv@hawaii.edu.
Any questions related to the new Concur PCDO process should be directed to OPM at pcard@hawaii.edu.
For more information and training on the new Concur PCDO process, please refer to the Office of Procurement Management (OPM) website at https://pcard.intranet.hawaii.edu.
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Restricted Access to JRS Labor Ledger Domain
Target Audience: JRS Users
On 06/20/2021 the JasperReports Server (JRS) Labor Ledger domain was modified to limit Labor data access by either FO Code(s) or Chart Code(s).
Fiscal Administrator identified users for JRS Labor data access have been given a new JRS Labor role to query the Labor Ledger domain data using ad hoc views in the new Labor folder.
In this folder, there are 3 ad hoc views that will return the same information as the old eThority global databooks:
Payroll by Account – 752
Payroll by Employee – 751
Payroll by Paid Date – 754
Users with the JRS Labor role can use these ad hoc views to query FO Code or Chart Code limited labor data and/or save the queries in their assigned FO folders to modify the queries as needed.
Please note:
- These ad hoc views use the Custom Filter Expression as an option to include some filters but should be modified for any filter changes.
- Data mode has been defaulted to “No Data” and should be changed to either “Sample Data” or “Full Data” to see results.
- Users without the JRS Labor role will get an error if they try to run a Labor Ledger domain ad hoc view.
- Similar to the other transactional domains, the Labor Ledger domain is limited to 3 Fiscal Years of data (current and 2 prior).
- If you had JRS Labor access prior to this rollout, ad hoc views will need to be recreated since this update applied new security attributes, which required a change to the domain.
If you have any questions, please contact the Fiscal Services Office at fissrv@hawaii.edu.
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Questions & Answers on Prizes or Gifts to Students
Target Audience: Fiscal Administrators and Staff
The following is a response to recent questions received regarding the FMO Sept 2018 Newsletter article on prizes or gifts to students. We appreciate the questions and hope the questions and answers below will improve your understanding of the tax effects to the students who receive these prizes or gifts.
Are gifts/prizes of tangible items of $25 or less per item not taxable to the recipient?
This is not taxable to the student as long as the cumulative total of the gift/prizes of tangible items does not exceed $25 for each calendar year, for each student from all campuses.
How do you distinguish between a “gift” and a “promotional/marketing expense”?
A “gift” would involve giving something tangible directly to an individual (person) or corporation. Whereas, “promotional/marketing expense” involves cost incurred for no one in particular and anyone could be a recipient of it (e.g. UH purchases one hundred t-shirts with UH Logo and gives it to whoever passes by).
Does the number of student participants of an event help determine if the item is a “gift” or a “promotional/marketing expense”? Or is it only the value of the item given to the participants?
Gifts involve giving something tangible directly to designated individual(s). Whereas, promotional/marketing expense is offered to a broader and undetermined audience.
Should you have any questions, please call me at (808) 956-9059 or email me at kenlum@hawaii.edu.