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December 2017 – What’s New in Financial Management    

This issue of the Financial Management Office Newsletter includes information about the following:

What’s New in Financial Management is distributed monthly.  Should you have any questions about this newsletter, contact Deborah Lee via email: dkslee@hawaii.edu.

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KFS Upgrade in January 2018

Target Audience: KFS Users

We will be upgrading KFS in January 2018.  The planned dates for the upgrade are January 12-16.  During that time, KFS will not be available as the technical and functional team convert the data and upgrade the system.  All feeds (including PCard) will be suspended until after the system is brought back up on January 17, 2018.  More information will be announced as we get closer to the upgrade date.

If you have any questions, please contact Tammy Vandevender.

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Annual Non-Resident Alien (NRA) Assessment

Target Audience: Administrative Officers, Fiscal Administrators, Business Office Staff

This is a reminder that the Disbursing Office will be conducting its annual January NRA assessment of all foreign individuals on F-1 or J-1 type visa here at the University of Hawaii. 

The purpose of this assessment is to determine if the individual has been in the USA long enough to qualify as a Resident Alien.  The individual benefits from this assessment whereby if he/she passes the IRS Substantial Presence Test (SPT), the University is no longer required to withhold 14% in taxes from their fellowship payments.  In addition, providing an updated WH-1 during the annual assessment will facilitate payments and tax forms being delivered to the correct mailing address. 

The assessment requires all departmental business offices to have their NRA personnel fill out the 2018 version of the UH WH-1 forms and attach copies of all supporting documentation.  The type of documentation required is listed at the top of the first page of the WH-1.  Please scan the documentation and submit an EDIT vendor request.  Your on-line vendor request should list in the DESCRIPTION field the following:  FA Code #, NRA Update, LAST NAME, in your submission. 

Please remember to review your scan images first before attaching.  Scanned documents that are unreadable, passport ID or visa numbers and dates that cannot be identified, will cause your vendor request to be disapproved.

If there are any questions regarding this process or form, please contact Alan Kimura, Disbursing Office at alankimu@hawaii.edu.

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Updated UH WH-1 Form Available for 2018

Target Audience: Administrative Officers, Fiscal Administrators, Business Office Staff

The 2018 version of the UH WH-1 form has been revised and posted to the FMO website.  The form is located on the FMO website: Payment/Reimbursement -> Forms -> Miscellaneous Forms -> UH WH-1.  Click here for the updated form. 

All previous versions of this form should be discarded.  Please update your forms accordingly.

If there are any questions regarding this form, please contact Alan Kimura, Disbursing Office at alankimu@hawaii.edu.

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Scholarship/Fellowship Payment Inquiry Procedure (eThority Databook)

Target Audience: Administrative Officers, Fiscal Administrators, Business Office Staff

This is a reminder that the University of Hawai’i will not be issuing the IRS Form 1099-MISC for fellowship/scholarship payments made during 2017 to US Citizens and Resident Aliens.  Although an IRS Form 1099-MISC will not be issued to scholarship/fellowship recipients, they are responsible for self-reporting the amounts received on their individual income tax returns.  As such, per AP A8.561, Tax Treatment of Non-Service Financial Assistance for Individuals, each department is responsible for responding to any scholarship/fellowship recipient inquiries regarding the amount of financial assistance provided to the recipient.

An eThority report has been developed to capture the recipient’s payment information to assist departments in responding to their inquiries.  The guidelines can be found on the FMO website: Payment/Reimbursement -> Policies and Guidelines -> Process Documents.  This procedure will guide you on how to access to the report titled Scholarship/Fellowship Payment Inquiry by Last Name in eThority.

Should you have any questions about the report, please contact the Disbursing Office at uhdisb@hawaii.edu.

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Disposal of Equipment and Property

Target Audience: UH Community

As a reminder, the following general guidelines should be followed prior to disposing of equipment and property currently on inventory.

  • Property that has the potential for use by another university department or may be economically repaired should be first offered to other university programs via the UH Swap Meet.
  • Property acquired by extramural funds (federal or agency) should continue to be utilized in accordance with the terms of the award.  Should equipment be deemed unnecessary or no longer in usable condition, please contact the Capital Asset Accounting Office for further instructions prior to disposing or transferring of equipment.
  • Property may only be physically disposed after an Asset Retirement eDoc has been submitted and approved in KFS by the Capital Asset Accounting Office. 

For additional information, please refer to AP 8.543 – Property and Equipment Transfer and Retirement or contact the Capital Asset Accounting Office at 956-8735.

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