This issue of the Financial Management Office Newsletter includes information about the following:
- Fiscal Administrators’ Town Hall Meeting Invitation
- Tips for Navigating/Using the FMO Website
- Preparation for Upcoming FY 2023 Annual Inventory Verification
- REMINDER: Requirement of Direct Deposit and/or ACH
- Informational Sessions – Credit Card Administration and TouchNet Marketplace
- Resources
The Financial Management Office Newsletter is distributed monthly. Should you have any questions about this newsletter, contact Amy Kunz via email: amykunz@hawaii.edu.
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Fiscal Administrators Town Hall Meeting Invitation
Target Audience: All
The Financial Management Office will be hosting a Fiscal Administrators’ Town Hall Meeting via Zoom on Wednesday May 03, 2023 at 10:00-11:30am.
Please join us by using the Zoom Webinar Info below:
https://hawaii.zoom.us/j/99706073613?pwd=bDlKVzVzVEhLZlN3MExvV1pRWWJCdz09
Webinar ID: 997 0607 3613
Password: 695313
We are still finalizing the agenda but plan to cover the following:
- AP 8.750 – Establishment and Maintenance of Change Funds
- Merchant Services (Credit Card) Contract Status Update
- FY23 Year End Calendar
- AP 8.851 – Employee Out-of-State and Intra-State Travel Update and Implementation
We will send the finalized agenda and webinar link as a reminder prior to May 3.
PowerPoint presentation and webinar recording will be available soon after completion of the meeting on FMO Website –>Fiscal Administrators. If you have any questions or concerns, please let me know at amykunz@hawaii.edu.
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Tips for Navigating/Using the FMO Website
Target Audience: All
Since we converted to the new website, we have been receiving some common questions. Please see below on how to download the spreadsheets to excel and how to search the site.
How do I access/use spreadsheets on the Financial Management Office (FMO) website?
Reference files (PDFs, spreadsheets, etc.) for the current FMO website are now stored in Google Drive. Depending on your browser settings, users may find that spreadsheets will open as a Google Sheet instead of automatically opening in Excel and prevent any updates to the existing Google Drive file. To download and access the spreadsheet in Excel, please do the following:
Open the desired file. For this example, the Firefox browser is used and the D55 Timesheet is chosen [Payroll -> Forms-Payroll -> Fringe Payment Forms]. The spreadsheet opens in Google Sheets.
Select File / Download / Microsoft Excel (xlsx) to download this spreadsheet to your computer.
File successfully downloaded. Click on icon in upper right of screen to open file in Excel (Reminder: how the download is displayed may vary based on your browser settings).
Once the file is downloaded to your computer, you may update it and save it to your local drive.
Use of Control-F (Ctrl-F) for Searches on Documents or on FMO Website pages
Looking for something specific in a multi-page document or topic within the FMO website page? Pressing the Ctrl key + the F key will bring up a search box at the top or bottom of the screen, depending on your browser. You can then type in a keyword or phrase to find places where that word or phrase is used in the text. Since the site search option on UH websites only returns the correct page within the website, this may be helpful for locating relevant sections within that page.
Ctrl-F Search Box on FMO Website Pages
In Firefox, the Ctrl-F search box feature displays in the lower left corner of the screen on website pages. Additional filters (such as Highlight All, Match Case, etc) are offered to refine searches. Hover the cursor over a filter to see an additional filter explanation.
In the example below, the word ‘liquidate’ is typed as the text to search for within the FAQs – Fiscal Services page. Matches to the search text or phrase are highlighted. Click on the ‘Find the previous…’ or ‘Find the next…’ buttons to view the other text/phrase matches.
In Chrome, the Ctrl-F search box feature displays in the upper right corner of the screen on website pages.
Ctrl-F Search Box on FMO Website Documents
The Ctrl-F search box feature displays in the upper right corner of the screen for either the Firefox or Chrome browsers.
In the example below, the DV User Guide is opened from the FMO website using Firefox and Ctrl-F is pressed. The search box appears in the upper right corner of the screen. In the screenshot below, ‘general’ was typed in the search box and the Find next button was clicked. The first instance of ‘general’ within the DV User Guide is located and highlighted in the document.
If you have any questions regarding the FMO website, please contact the Fiscal Services Office.
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Preparation for Upcoming FY 2023 Annual Inventory Verification
Target Audience: Fiscal Administrators, Asset Representatives and CAM Processors
Pre-Physical Inventory
Ideally, inventory records should be updated throughout the year as changes occur. However, it is not too late to process updates as long as they are completed by June 22, 2023. Doing so will help to ensure that the updated records are captured for the Annual Inventory Verification Report as of June 30, 2023.
To see a current listing of your equipment, the Annual Inventory Verification Report can be downloaded from Jaspersoft. Here’s how:
- Log in to JasperReports Server .
- Type in “Annual Inventory Verification” in the search field box at the top right hand corner next to Log Out and click the magnifying glass icon .
- Click on the report name to run it.
- Input Controls box appears.
- Click on the 3-digit FO code (required field). You may select multiple FO codes.
- Building Location and Asset Rep Username are optional fields but are useful in narrowing your search.
- Click Apply.
- Click OK.
To export using Excel:
- Click the Export button.
- Select an export format (Excel) from the drop-down.
Take action!
- Ensure that the asset record information (asset description, manufacturer, model number, serial number, location and asset representative) is complete and accurate. Updates should be processed by the department CAM processor by submitting the appropriate Capital Asset Management (CAM) maintenance e-document in the Kuali Financial System (KFS). Please reference the CAM Training Manual.
- Equipment items that are no longer in use, broken or obsolete should be transferred or retired. Please refer to AP 8.543 – Property and Equipment Transfer and Retirement.
Should you have any questions, please contact the Capital Asset Accounting Office at caao@hawaii.edu or (808) 956-8735.
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REMINDER: Requirement of Direct Deposit and/or ACH
Target Audience: UH Employees
AP 8.802 Requirement of Direct Deposit and/or ACH specifies the requirement of direct deposit payments for payroll (HawaiiPay), employee reimbursements and allowances (ePayment), student refunds and scholarships (eRefund) and vendor payments (DISB-ACH form).
Electronic payments decrease costs to the University, increase the efficiency of processing, eliminate the risk of a mailed check being lost, altered or stolen, and take advantage of paperless and secure methods offered in today’s digital banking environment. Electronic payments, except for payroll, will be run on a more frequent basis than physical checks so enrolling in all electronic payment methods that apply will ensure prompt delivery of payments/reimbursements.
All students, employees and vendors should sign up for direct deposit via eRefunds, ePayment, Payroll, and/or Vendor ACH Payments. The following links have been provided to give you more information on signing up for payments via direct deposit:
- Hawaii Information Portal (HIP): https://hihpsso.hip.hawaii.gov/
- eRefunds (Students Only): https://myuh.hawaii.edu and search for eRefunds
- ePayment: http://www.hawaii.edu/epayment/
- Vendor ACH Payments (Not available to non-resident aliens or foreign companies.): https://drive.google.com/file/d/1KiFD14Xhx5J_-nb1jQoeDMRE8pf0zped/view
To view AP 8.802, please refer to Requirement of Direct Deposit and/or ACH. For further information, please go to the Payment/Reimbursement website which contains helpful FAQs regarding this AP.
Should there be any questions, please call the Disbursing Office at (808) 956-5535.
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Informational Sessions – Credit Card Administration and TouchNet Marketplace
Target Audience: All
The Treasury Office held an informational session on April 12, 2023 to provide an overview of the Administrative Procedure, AP 8.710 Credit Card Administration. The session was intended for staff that are new to credit card processing at UH (i.e. transfer of Revolving Accounts at RCUH to UH) or as a review for existing merchant department personnel. The presentation slides are available at https://go.hawaii.edu/Xkz and the recording of this session will be posted when available.
We have also scheduled an informational session that will be conducted by TouchNet Information Systems, Inc. to provide training on the TouchNet Marketplace (uPay and uStore) for eCommerce transactions. This session is scheduled for Wednesday, April 26, 2023 at 9:00 a.m. Zoom registration information will be sent to the PCI DSS and UHFO listserv. The session will be recorded for those unable to attend the live session and the link to the recording will be shared in the June newsletter as well as to the listservs.
If you have any questions, please contact Joanne Yama at jyama@hawaii.edu.