This issue of the Financial Management Office Newsletter includes information about the following:
- Kuali Financial System Cloud Conversion
- Administrative Procedure Feedback on Proposed Updates
- 2024 Payroll Deadlines
- 2023 W2 Distribution
- 2024 Federal Allowable Mileage Rates
- New Administrative Procedure (AP 8.565) in effect on January 1, 2024
- 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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Kuali Financial System Cloud Conversion
Target Audience: All
Happy New Year! With every new year comes new opportunities, setting goals and organizing. Since going live on KFS, UH made close to 300 modifications and bug fixes to the base programming. FMO, in partnership with ITS, is launching a conversion to Kuali in the cloud, which is in its infant stages of planning but targeted go-live would be in FY 2026. As part of this conversion, we have started a process to analyze each modification to determine if it is still needed, verify if we can update any processes, determine if any will be part of Kuali’s base code or if we need to maintain all or a portion of the modification/customization after the conversion. The benefits of starting this analysis now will assist with the conversion. As users of KFS, you may start to see questions from FMO on how you use certain aspects of KFS or we will launch some process changes that we can implement prior to conversion, which align better with Kuali base-line.
Please continue to watch the FMO Newsletter for additional announcements and FA Townhalls for process changes. If you would like us to consider other process changes during this review, or suggest newsletter or townhall topics, please contact Amy Kunz at amykunz@hawaii.edu.
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Administrative Procedure Feedback on Proposed Updates
Target Audience: Fiscal Administrators and Fiscal Support Staff
In an effort to ensure the policies that help guide our work are updated, FMO has reviewed Administrative Procedure 8.685 Cancellation or Replacement of University of Hawaii General Account Checks, and we are looking for your feedback on the proposed updates. In this article we have included a link to the current policy as well as a link that will temporarily offer the red-lined version of the proposed updates. Please review and provide any feedback by January 26. The red-lined versions will be deactivated at that time and feedback will be reviewed and incorporated where appropriate.
- AP 8.685 Cancellation or Replacement of Check and ACH Payments Made From the University of Hawai’i General Account
Proposed policy updates (click for draft):
The revised policy provides detailed instructions for cancellation and cancellation/replacement of Checks and Returned ACH Disbursements. Under the revised policy, (1) Procedures for returned ACH disbursements are added, (2) FMO operations are streamlined, (3) Payment will automatically be issued to replace Returned ACH Disbursements, and (4) Attachments 1 – GALC-625 form and Attachment 2 – Customer Claim Form (BOH) and Customer Affidavit are moved to the FMO website.
Contact with feedback: Suzanne Efhan (efhans@hawaii.edu)
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2024 Payroll Deadlines
Target Audience: Fiscal Administrators and Human Resources Specialists
The 2024 Payroll deadlines have been uploaded to the Payroll website, under the Overview tab – Payroll AO/PO section. To view the 2024 deadlines, please visit here or click on the links below.
Pay Schedule
Payroll Calendar
Payroll Deadlines (Lag)
Payroll Deadlines (After-the-Fact)
SECE Timesheet Deadlines
TAPS Timesheet Deadlines
For more information, please contact the Payroll Office at payroll@hawaii.edu.
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2023 W2 Distribution
Target Audience: All
Per DAGS, we are expecting W2s to be available by January 25, 2024. Employees who opted out of paper should be able to see their W2s online a few days in advance of paper distribution.
This year, the UH Payroll Office will be providing a listing of employees (sorted by warrant distribution codes) who received a W2 as well as employees that provided consent to opt out of paper.
For any questions, please contact the Payroll Office at payroll@hawaii.edu.
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2024 Federal Allowable Mileage Rates
Target Audience: Fiscal Administrators
Effective January 1, 2024, the Federal allowable standard mileage rate for business has increased to 67 cents per mile. Business mileage claims of 67 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. To view the notice, please visit here.
For more information, please call the Disbursing Office at (808) 956-5535.
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New Administrative Procedure (AP 8.565) in effect on January 1, 2024
Target Audience: Fiscal Administrators and Staff
AP 8.565 is now active and in effect as of January 1, 2024.
For several months we have been working on development of AP 8.565 and it was recently approved. This AP covers definitions and tax reporting requirements of payments to various types of postdoctoral appointments at UH.
Administratively speaking, payments to Postdoctoral Scholars are to be processed via payroll. Payments to Postdoctoral Fellows and Associates are to be processed via KFS as follows:
- Fellows submit a DV using Payment Reason S, Object Code 6503.
- Associates submit a DV using Payment Reason F, new Object Code 7254.
- Departments submitting a DV payment must notate the particular postdoctoral appointment (Fellow or Associate) on the DV. This requirement can be met by attaching a document indicating the payee’s appointment status or notating the appointment status in the Notes and Attachment section of the DV.
For additional information on processing payments for Fellows and Associates, please go to https://www.hawaii.edu/fmo/payment-reimbursement/faqs-disbursing/#postdoc.
Should you have any questions on this topic, please contact Kenneth Lum at kenlum@hawaii.edu.