This issue of the Financial Management Office Newsletter includes information about the following:
- Message from Associate VP B&F / Controller Amy Kunz
- New Workers’ Compensation Listing Report
- Payment Status: Open Payment
- Update to the State of Hawaii Vendor Payment Project
- Resources
- Next Fiscal Administrator Town Hall Meeting
- Wednesday October 12, 2022 – 10:00am-11:30am
- Webinar ID: 921 1779 2131
- Password: 400343
- https://hawaii.zoom.us/j/92117792131?pwd=K2pFTXd1ZllVTmtUUUhBY2lRSElldz09
- Financial Management Office Training Modules
- Next Fiscal Administrator Town Hall Meeting
The FMO Newsletter is distributed monthly. Should you have any questions about this newsletter, contact Amy Kunz via email: amykunz@hawaii.edu.
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Message from Associate VP B&F / Controller Amy Kunz:
Fiscal Administrator Town Hall Invitation
Happy September! I am rolling into my third year at the University and I am continuing to learn about the people, processes and place, while also navigating the additional challenges as we continue to adjust to a new normal.
FMO wants to continue to find ways to support the fiscal operations so we will be holding the next Fiscal Administrator Town Hall Meeting via Zoom on Wednesday October 12, 2022 at 10:00-11:30am.
Please join us by using the Zoom Webinar Info below:
https://hawaii.zoom.us/j/92117792131?pwd=K2pFTXd1ZllVTmtUUUhBY2lRSElldz09
Webinar ID: 921 1779 2131
Password: 400343
While we are currently developing the agenda, we also want to hear from you on what might be helpful to support you and the work you are doing. Please feel free to send topics my way for consideration to be included in a future FA Town Hall.
Thank you for all you do for the University community in managing our fiscal resources. For questions or input, please contact me at amykunz@hawaii.edu.
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New Workers’ Compensation Listing Report
Target Audience: Fiscal Administrators/Human Resources Representatives
The University processes all workers’ compensation payments via central pool accounts:
SW 4432905 (Temporary Total Disability)
SW 4432904 (Temporary Partial Disability)
Since these accounts are managed by System Administrative Services, campus/college fiscal administrators cannot view the activity to confirm when the Workers’ Compensation payments have been posted. This prohibits the ability to reconcile any workers’ compensation payment requests.
A new report has been developed which lists any workers’ compensation charges processed through the payroll system. The report groups the charges by warrant distribution and will be distributed to the WDnnn/KFS mailbox folder in PageCenter X. The report will be generated monthly on the 25th of the month starting with 8/25/2022.
If you have any questions about this report, please contact the Payroll Office at payroll@hawaii.edu.
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Payment Status: Open Payment
Target Audience: Fiscal Administrators and Staff
While ACH payments are processed every business day, check payments are processed twice a month. For vendors who have not signed up for ACH, after a payment document (DV or PREQ) is finalized, its payment status becomes Open Payment until the day of the check run.
If a vendor signs up for ACH after a check payment document is already in Open Payment status, it will remain in Open Payment status until the day of the check run. When the check run is processed, the check payment will be converted to ACH and sent out on that day. Please continue to remind vendors that electronic payments are a requirement per AP 8.802 – Requirement of Direct Deposit and/or ACH. While the percentage of businesses and individuals enrolled in electronic payments has increased, the University still has the opportunity to increase the number of electronic payments, thereby reducing the amount of work on the back end in positive pay tracking, reconciliation, and escheating of physical checks.
Should you have any questions, please contact Donnie Feng, Disbursing Office at donnie@hawaii.edu.
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Update to the State of Hawaii Vendor Payment Project
Target Audience: Fiscal Administrators and Staff
In the January 2022 FMO newsletter, we noted that the State of Hawaii (State) was in the process of implementing electronic vendor payments. We were recently notified by the State that this project has been temporarily suspended. The State, however, has communicated that it is committed to restart this project at a later date. Should any department receive any direct communication from the State once the electronic vendor payment project restarts, please contact the Treasury Office at uh-treasury@lists.hawaii.edu as the Treasury Office will remain as the central contact for the on-boarding process.
However, the suspension of the State project will NOT negatively impact the progress that the University has made in the e-payment options that are required for payments made by the University to individuals or businesses via Payroll, Banner/TouchNet and Disbursing. Please continue to ensure individuals and businesses are enrolling in the e-payment options as outlined in AP 8.802 – Requirement of Direct Deposit and/or ACH.
If there are any questions, please contact Joanne Yama at jyama@hawaii.edu.