This issue of the Financial Management Office Newsletter includes information about the following:
- IRS Mileage Rate Increase for Remainder of 2022
- eTravel Tips: How to Add Someone as a Preparer
- Retirement of the UH Pay Stub Application
- Equipment – FY 2022 Annual Inventory Verification Report
- Case Study: Scholarship/Fellowship or Prize/Award/Gift or not reportable?
- Credit Card Services RFP Informational Meeting
Resources
- 05/18/22 Fiscal Administrators’ Town Hall recording and PowerPoint available on our FMO Website.
- Financial Management Office Training Modules
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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IRS Mileage Rate Increase for Remainder of 2022
Target Audience: Fiscal Administrators
Effective July 1, 2022, the Federal allowable standard mileage rate for business has increased to 62.5 cents per mile. To view the notice, please visit here. Business mileage claims of 62.5 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.
For travel from January 1 through June 30, 2022, please use the rates set forth in Notice 2022-03.
For more information, please call the Disbursing Office at (808) 956-5535.
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eTravel Tips: How to Add Someone as a Preparer
Target Audience: Fiscal Administrators, Travelers
In order to prepare travel requests for others, the traveler(s) must add you as a preparer. They can do so by doing the following:
- Log on to Profiler
- Click on “My Position Profile”
- Click on “My Prepares” tab
- Choose “All applications” from the drop down menu and click the “Add” button
- Enter the UH username of the person who will prepare your Travel under the UH Username column and tick the “May Edit My Profile” checkbox
- Click the “Update” button at the bottom of the page.
Once this is done, the preparer will see your name in the Traveler’s list on page 1 of the Travel Request and will have access to prepare future travel requests and completions on your behalf until this is rescinded.
For questions, please email etravel-help@lists.hawaii.edu.
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Retirement of the UH Pay Stub Application
Target Audience: Fiscal Administrators and Human Resources Specialists
Due to the transition to the Hawaii Information Portal (aka HIP) in 2019, please note the following:
- The UH Pay Stub Application will be retired effective December 31, 2022
- The UH Pay Stub Application includes pay statements for pay dates November 3, 2000 to current
Once the UH Pay Stub Application is retired:
- Employees will no longer have access to their pay statements for pay dates November 3, 2000 through December 20, 2018
- Employees will only have access to pay statements that were issued in HIP from January 5, 2019 to current
- Pay statements will not be available for printing prior to January 5, 2019
If interested, from now until December 31, 2022, download pay statements (via the UH Pay Stub Application) and save to a personal device for dates from November 2000 through December 20, 2018. It is suggested to only download the last pay statement of the year instead of 24 pay statements per year.
For more information, please contact the Payroll Office at payroll@hawaii.edu.
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Equipment – FY 2022 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.
- Departments are reminded that property shall not be disposed, cannibalized, salvaged, or transferred until the appropriate KFS approvals have been obtained (ref. AP 8.543, Property and Equipment Transfer and Retirement).
- 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 acceptable) should be emailed to caao@hawaii.edu and are due to CAAO no later than Friday, October 14, 2022. If there are any questions, please contact CAAO at (808) 956-8735.
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Case Study: Scholarship/Fellowship or Prize/Award/Gift or not reportable?
Target Audience: Fiscal Administrators and Staff
Case Info:
In a hypothetical situation, a student is seeking reimbursement for travel cost to Big Island, where they participated in a research study as part of a summer internship.
Would these reimbursements of travel costs to student be reportable and taxable?
Analysis:
In many instances, UH staff will often process these reimbursements using object code 6500 (G-In-Aid Schship/Felwship) in KFS erroneously. The misleading information stems from the payee being a student and doing research as it relates to their internship.
The proper analysis is to understand the purpose of this travel, who is benefitting primarily, and then determining the proper tax treatment.
Although the payee is a student, the payee is not in student status for the reimbursement of these travel costs. The payee is a person doing research primarily for UH’s benefit, in an internship situation (not employed).
Because this trip is for UH’s business, not related to any classes that the student is taking, then such travel costs should be business expenses of the University. Consequently, reimbursement of such travel costs should not be reported as income to the student and is not taxable to the student.
Should you have any questions on this topic, please contact Kenneth Lum at kenlum@hawaii.edu.
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Credit Card Services RFP Informational Meeting
Target Audience: All
As noted in the July 2022 FMO newsletter, the current contract with Bank of Hawai‘i for credit card services expires on July 31, 2023. An informational meeting was held on July 26, 2022 to share information and seek feedback on the planned minimum requirements of the next credit card services RFP and also discussed a recommended change in the fee structure from fixed rate pricing to a Cost Plus pricing model.
While the feedback period has ended, if you have any questions or would like to view the presentation material or recording, please contact Joanne Yama at jyama@hawaii.edu or (808) 956-7638.