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UH System Policies and Procedures
- Board of Regents Policies
- Executive Policies
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Administrative Procedures
- Current Procedures
- Abolished Procedures (Post Oct. 2014)
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1. General Provisions
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2. Administration
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3. Organization
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4. Planning
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5. Academic Affairs
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6. Tuition, Financial Assistance, and Fees
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7. Student Affairs
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8. Business and Finance
- 025. Fiscal Responsibilities within the University
- 026. Appointment of Fiscal Administrators and Assistant Fiscal Administrators
- 200. Overview
- 215. Definitions
- 220. General Principles
- 225. Limitations in Purchasing
- 230. Contracting for Services
- 235. Competitive Sealed Bidding
- 240. Competitive Sealed Proposals
- 245. Professional Services Procurement
- 250. Small Purchase – Goods and Services
- 255. Sole Source Procurement
- 260. Emergency Procurement
- 265. Specialized Purchasing
- 266. Purchasing Cards
- 270. Types of Contracts
- 275. Contract Formation and Administration
- 281. Construction and Professional Services in Support of Construction
- 285. Cost or Price Reasonableness
- 290. Requirements of Federally Funded Purchases
- 300. Interests in Real Property
- 305. Use of Non-University Space and Facilities
- 350. Concessions
- 375. Fund Raising by a Recognized University Affiliated Volunteer Group or Non-Profit Organization
- 400. Risk Management Guidelines and Procedures
- 509. Property and Equipment Overview
- 510. Loaned Property, Personally Owned Property, and Collections
- 512. Identification of Property
- 516. Property and Equipment Valuation (formerly Valuation of University Equipment)
- 521. Property and Equipment Acquisition
- 523. Receiving Property and Equipment
- 524. Property and Equipment Maintenance
- 530. Property and Equipment Storage and Movement
- 536. Subcontract Control of Government Property
- 539. Property and Equipment Record Maintenance
- 540. Physical Inventory
- 541. Property and Equipment Management Reports
- 542. Property and Equipment Utilization
- 543. Property and Equipment Transfer and Retirement
- 550. Capitalization
- 555. Impairment of Capital Assets and Retirement of Real Property
- 560. Post-Issuance Tax Compliance Procedures for Tax-Exempt and Build America Bonds
- 561. Tax Treatment of Non-Service Financial Assistance for Individuals
- 565. Tax Reporting of Payments to Postdoctoral Appointments
- 571. Administrative Procedure AP 8.571, University of Hawai‘i at Mānoa Athletics Ticket Sales for Events that are not University of Hawai‘i Athletic Competitions and that Involve Payments to Non- University of Hawai‘i Entities
- 602. General Ledger
- 611. Account Code
- 612. Establishment and Maintenance of Account Codes
- 615. Object Codes
- 617. Revenue and Higher Education Function Codes
- 619. Fund Groups
- 620. Gifts
- 621. Delinquent Financial Obligation Tax Setoff Hearings
- 622. University Endowments
- 635. Accounting For Leases, Public-Private and Public-Public Partnerships and Availability Payment Arrangements, and Subscription Based Information Technology Arrangements
- 636. Supply Inventory
- 641. Journal Entries
- 650. Continuation and General Clearing Accounts
- 651. Non-Student Accounts Receivable and Delinquent Financial Obligations
- 671. Year-End Accounting Data
- 685. Cancellation or Replacement of University of Hawaii General Account Checks
- 686. Terminal Vacation Payout
- 701. Receipting and Depositing of Funds Received by the University
- 702. Establishment of Electronic Funds Transfer and Receipt of Funds
- 710. Credit Card Administration
- 731. Student Accounts Receivable and Delinquent Financial Obligations
- 740. Dishonored Checks
- 750. Establishment and Maintenance of Change Funds
- 760. IRS Compliance for Reporting Cash Payments Over $10,000
- 770. Student Refunds
- 802. Requirement of Direct Deposit and/or ACH
- 806. Roles and Responsibilities for Payment Transaction Processing
- 808. Bank Wire Transfer
- 851. Employee Out-of-State and Intra-State Travel
- 852. Personal Automobile Mileage Voucher
- 853. Mobile Devices and Related Communications Services Program
- 863. Relocation Allowances
- 867. Information Reporting on 1099-MISC, 1099-NEC and Backup Withholding on Payments
- 868. Reporting and Withholding on Payments to Nonresident Aliens and Foreign Corporations
- 870. Pay Types and Pay Days
- 871. Distribution on Security of Paychecks
- 873. Payroll Processing Cycle Deadlines
- 876. Overtime Authorization and Compensation
- 877. Salary and Wage Overpayment Recovery
- 879. Post Death Payments
- 926. Administrative Procedure, AP 8.926 Administrative and Financial Management Requirements for Extramurally Financed Research and Training Programs/Activities of the University of Hawai`i (UH
- 927. Administrative Procedure, AP 8.927 Facilities & Administrative Cost Charges in Contracts and Grants
- 951. Accounting for Federally Matching Equipment Grants
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9. Personnel
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10. Land and Physical Facilities
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11. Miscellaneous
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12. Research
- Archived AP
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UH‐Related Laws and Rules
- Hawaiʻi Revised Statutes (HRS) 304A
- Hawaiʻi Administrative Rules (HAR) Title 20
Administrative Procedure 8.250 Administrative Procedure 8.250TitleSmall Purchase – Goods and ServicesHeaderAdministrative Procedure Chapter 8, Business and FinanceAdministrative Procedure (AP) 8.250, Small Purchase - Goods and Services Effective Date: July 2019 Prior Dates Amended: October 2013 Review Date: July 2027 Contents I. Purpose II. Definitions III. General Policy IV. Small Purchases less than $5,000 V. Small Purchases totaling $5,000 but less than $100,000 VI. Guidelines for all Purchases made with a Purchase Order VII. Purchase Contracts VIII. Delegation of Authority IX. Contact Information X. References Attachments I. PurposeGenerally speaking, all purchases with public funds should be made through a competitive process to ensure fair and reasonable prices for quality goods and services. This typically is accomplished through Competitive Sealed Bidding (“Invitation for Bids” or “IFB”) or Competitive Sealed Proposals (“Request for Proposal” or “RFP”).The Hawai‘i Public Procurement Code recognizes circumstances where “small purchases” warrant a more expedient, simple and informal procurement method of goods and services. This procedure sets forth the thresholds for small purchases that do not require public notice or public bid openings that are associated with IFBs and RFPs. This procedure incorporates the requirements of the laws, rules and regulations of the State of Hawai‘i and Board of Regents policies. These procedures shall not apply to exempt, sole source, or emergency procurements. II. Definitions
III. General Policy
IV. Small Purchases less than $5,000
V. Small Purchases totaling $5,000 but less than $100,000
VI. Guidelines for all Purchases made with a Purchase OrderThe following guidelines apply to all purchases made with a Purchase Order
The libraries shall be exempt from the requirement for certification of fund availability on the purchase order form. VII. Purchase ContractsFiscal administrators are authorized to execute purchase contracts (e.g., equipment maintenance and rental agreements, software license agreements, etc.) within their purchasing authority.Most terms and conditions in vendor contracts are acceptable to the University and their forms can be used to effect a contract. However, fiscal administrators shall not execute contracts with clauses requiring the University to indemnify, defend, or hold harmless contractors and/or third parties, to submit to arbitration, or to pay attorney's fees and costs of contractors or third parties. Fiscal administrators shall review the terms and conditions of vendor contracts pertaining to indemnification, liability, damages, attorney's fees, arbitration, and other questionable areas. Questions on contract provisions pertaining to the aforementioned areas may be referred to the Office of the Vice President for Legal Affairs and University General Counsel. Questions pertaining to insurance should be referred to the Office of Risk Management for review. VIII. Delegation of AuthorityIn accordance with Executive Policy (EP) 8.105, the Vice President for Administration and his/her designees are delegated authority to carry out the responsibilities relating to the procurement of goods, services, and construction for the University of Hawai'i, consistent with applicable law and Board of Regents policies, and to execute contractual documents relating to such procurement actions.In accordance with EP 8.107, Vice Presidents and Chancellors and their designees are delegated authority to execute contractual documents for procuring goods, services, and construction in amounts less than $25,000. Such authority may be delegated to fiscal administrators of departmental units under their direction and jurisdiction. IX. Contact InformationOffice of Procurement Management, Tel. No. (808) 956-8687Approved Signed Jan Gouveia September 18, 2024 Date TopicsNo Topics found.Attachments+ Non-Fillable Attachment(s)
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