This issue of the Financial Management Office Newsletter includes information about the following:
- Equipment – FY 2021 Annual Inventory Verification Report
- Multi FO Code Selection Added to JRS Reports
- Lines Locked from Editing on a POA When There is an Unpaid PREQ
- Use of the Recall button to Return a Submitted Document for Editing or Cancellation
- KFS Object Code 6500 and 6503 fact patterns
- 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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Equipment – FY 2021 Annual Inventory Verification Report
Target Audience: Fiscal Administrators and Staff
The PDF files of the annual inventory verification reports have been posted to your FO folder in PageCenterX: KFS → CAM → CMT002-Annual_Inventory_Verification_Report.pdf.
- FAs should forward a copy of the annual report to each asset representative (as applicable) for their information and review. As a reminder, asset representatives should not perform the physical inventory of property under their custody.
- FAs should also forward a separate annual report to each custodial department as well as the Annual Inventory Verification Report Instructions for performing the actual physical inventory verification in accordance with AP 8.540 – Physical Inventory. The custodial department should assign personnel other than the asset representative or principal investigator to conduct the physical inventory.
- An Excel file of your equipment inventory is available upon request by sending an email to caao@hawaii.edu.
After completing the physical inventory, the scanned PDF copies of the certified reports (digital signature is accepted) should be emailed to caao@hawaii.edu and are due to CAAO no later than Friday, October 15, 2021.
If there are any questions, please contact CAAO at (808) 956-8735.
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Multi FO Code Selection Added to JRS Reports
Target Audience: JasperReports Server (JRS) Users
All of the global reports in the JRS AR, Budget, CAM, CG, and GL folders have been modified to allow selection of one or more FO Code(s). The Input Controls include a checkbox list of FO Codes. Simply check the FO Code(s) you want to include.
There are additional options below the checkbox list to assist in the selection of values:
- All selects all FO Codes.
- None clears the selections.
- Inverse inverts the selection (i.e., checked values will be unselected and unchecked values will be selected).
- To expand the checkbox list, click on the handle bar (=) and drag it down to display more values.
If you have any questions, please contact the Fiscal Services Office at fissrv@hawaii.edu.
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Lines Locked from Editing on a POA When There is an Unpaid PREQ
Target Audience: KFS Users
Unpaid Payment Requests (PREQs) or Credit Memos (CMs), will disallow any existing PO lines with payments to be changed on a PO Amendment (POA). Additionally, existing accounting lines on all PO lines are also locked from editing. A PREQ can be approved or even extracted for payment processing, but still be unpaid. A PREQ is considered unpaid until the disbursement is issued (i.e., paper check issued or ACH processed). After the disbursement is issued, a KFS job runs each afternoon to mark the PREQ as paid. Prior to October 1, 2020, daily paper check runs were in place and PREQs were generally marked as “paid” by the following business day. After October 1, 2020, the Disbursing Office started issuing paper checks only twice a month, so POA lines may be locked from editing due to PREQs that are awaiting paper check disbursements.
The easiest way to tell if a PREQ is paid is to look at the “Paid?” field in the View Payment History tab. The View Payment History tab can be found on the Purchasing/AP documents (e.g. PO, POA, PREQ, CM). Once fully approved, a PREQ is extracted for payment during the overnight batch process and the PDP Extract Date is updated. However, “Paid?” will only update to ‘Yes’ after the actual paper or ACH disbursement is issued. When Paid?=Yes, the PREQ is considered paid and the corresponding PO lines should be open for editing on the POA (as long as there are no other unpaid PREQs or CMs). Note: Once a partial payment is applied to a PO line item, the accounting line(s) cannot be changed.
Options for Processing your POA if you encounter this situation:
- Wait until Paid?=Yes (after the next check run). You may save your POA and the affected lines will open for editing after PREQs are fully paid.
- If the POA action is to encumber additional funds and encumbering the funds cannot wait until after the next check run, the encumbrance can be added on a new PO line in lieu of increasing an existing line.
- If the POA action is to reduce the total PO encumbrance, wait until all PREQs and CMs for the PO are fully processed and paid. Although the option to close the PO may be available, it is recommended that a PO is closed only after all PREQs and CMs are fully paid.
Note: Vendor ACH Payments continue to be processed each business day. Effective March, 2021, AP8.802 requires that Vendors enroll in digital delivery of payments via Vendor ACH Payments (Not available to non-resident aliens or foreign companies).
If you have any questions, please contact the Fiscal Services Office at fissrv@hawaii.edu.
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Use of the Recall button to Return a Submitted Document for Editing or Cancellation
Target Audience: KFS Users
Available for most Financial Processing eDocs, the recall button allows an initiator the opportunity to return or cancel a submitted document if the next action has not been taken on the document (such as an approval). The initiator will see the following workflow action buttons after the document is submitted and before the next action is taken.
After clicking on recall, the initiator needs to specify a reason and has the option to choose one of the following buttons (see screenshot below):
- Recall to Action List – stops routing and reverts the document back to the SAVED status for editing, OR
- Recall and Cancel – outright cancels the document and updates the status to RECALLED
As a reminder, the recall functionality is not available if the next action is automatically bypassed or additional approval is not required. This includes when Disbursement Vouchers bypass the Account Supervisor route node due to the deminimus threshold ($25). The bypassed routing is considered an action.
If you have any questions regarding this feature, please contact the Fiscal Services Office at fissrv@hawaii.edu.
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KFS Object Code 6500 and 6503 fact patterns
Target Audience: Fiscal Administrators and Staff
Based on many recent “stipend” inquiries related to using KFS object codes 6500 or 6503, it may be helpful to recognize some easy fact patterns to correctly use these KFS object codes.
The difference between these object codes is listed below:
6500 – no 1099 MISC, students self report
6503 – US nonresident alien students, 1042-S reporting/tax withholding
Use object code 6500 or 6503 when payments are made for:
- student tuition and the student is not obligated to provide services or do anything in return.
- student research for his or her course assignments and there are no obligations to provide services or do anything in return.
- student non-qualified scholarship (i.e. travel expenses for his or her classes, dormitory fees, or anything that are not tuition, books and fees) and student is not obligated to provide services (work) to receive such financial assistance.
Whenever work (service) is required in order to receive financial assistance for student’s educational costs, such financial assistance would not be qualified scholarship/fellowship or non-qualified scholarship/fellowship and should be reported as other income on Form 1099-Misc or Form 1042-S (for foreign students) via KFS object code 7245.
Should you have any questions, please call me at (808) 956-9059 or email me at kenlum@hawaii.edu.