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March 2018 – 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 Susan Lin via email:

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Request for Duplicate W-2 Form

Target Audience: UH Community

The Request for Duplicate W-2 form has been updated.  Please click here for the updated form.   Please note that if a personal check is used as payment, it will take approximately 7-10 business days for the check to be cleared before DAGS processes the request.

Should you have any questions, please contact the Payroll Office at

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New Compliance Enhancements to eTravel System

Target Audience: Fiscal Administrators, Business Travelers, and Preparers

Recently, the University’s Office of Internal Audit conducted a review of our travel policy (Administrative Procedure 8.851) and noted ongoing issues with respect to travel completions, advances and the repayment of excess advances.  As a result of the audit, effective May 1, 2018, the Disbursing Office will implement the following eTravel enhancements in order to strengthen the enforcement of the policy:

Travel Completion

Administrative Procedure 8.851 requires that a travel completion must be submitted within 21 calendar days from the end of the trip.  That means the travel completion must be “routing for approval” within 21 days of the traveler’s return date.  If the travel completion is not in “routing for approval” status after 21 calendar days of the return date, the traveler will not be able to create a new travel request in eTravel system.

Travel Advance

Travel advances may be granted to employees with no other travel advances outstanding more than 30 days after the return from their trips.  Travelers with advances that do not have a travel completion in FINAL status within 30 calendar days of the traveler’s return date will not be able to create another request+advance document in eTravel system.

Repayment of Excess Advances

When the amount of an advance exceeds the reimbursable expenses, repayment from the traveler shall be submitted to the traveler’s business office within 21 calendar days from the return date of the trip.  A new Advance Deposit field will be added in eTravel by May 1, 2018, for the business office to enter the KFS Advance Deposit document number on the travel completion once the deposit has been made.  This will allow us to track if the repayment has been made timely.

More detailed information on the forthcoming compliance enhancements will be provided in future newsletters.

If you have any questions regarding these enhancements, please contact the Disbursing Office at

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FAQs - KFS Version 6.01 Requisition Delivery Tab Edits

Target Audience: KFS Users

Upon implementation of KFS Version 6.01, some users reported error messages in the Delivery tab when processing Requisitions (REQ) that had not been finalized in KFS4.  After further research and testing, it was noted that while KFS4 did not validate Building and Room fields in the Delivery tab, KFS6 now checks Building and Room values if the user selects a value from the lookup table.  To assist you in understanding this new functionality, below is a recap of the KFS6 business rules for REQ Building and Room fields:

  • Delivery Building and Room are required fields.
  • User may opt to populate Building and Room fields from the applicable KFS lookup table or click the “building not found” button and manually enter the desired information.
  • If using the KFS Building or Room lookup table, the system will validate the returned value against the table.

    • If an Inactive Building or Room value is selected (value exists but has been inactivated), KFS6 will return an error message. 
    • User should contact Capital Asset Accounting Office ( to determine if the code should be reactivated or if a different code should be used.
    • If an Invalid Room is entered (does not exist in the Room table) the system will NOT return an error and will allow the REQ to proceed.
    • Below are some examples of KFS6 Building or Room validation messages: 

      • Example A: Inactive Building, Inactive Room
        Error message: “Errors found in this Section:
        Building is inactive. Please select an active building
        Room is inactive.  Please select an active room.”
      • Example B: Valid Building, Inactive Room
        Error message: “Errors found in this Section:
        Room is inactive. Please select an active room.”
      • Example C: Valid Building, Invalid Room
        No error message.  REQ will proceed and can be submitted successfully.
  • Validation is done when the REQ is submitted.
  • The Building and Room fields in the Capital Asset tab are validated against the tables and are manually entered. They are not associated with the Delivery tab fields.

If you have encountered the foregoing error messages with your REQ, it is recommended that you make the necessary corrections to the Delivery fields, if possible, or disapprove the REQ, copy to a new document and make necessary corrections to the Delivery fields. 

If you have any questions regarding this matter, please submit a KFS trouble ticket or contact Fiscal Services Office.

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Vendor Coding Issues with KFS Version 6.01

Target Audience: UH Community

Since KFS Version 6.01 was implemented mid-January 2018, a number of small issues have been reported.  KFS version 6.01 added a number of additional fields to the vendor code as part of the vendor attributes.  The upgrade automatically added these additional fields to the existing KFS vendor codes.  Therefore, when you EDIT a suffix vendor code or try to Create a DIVISION vendor, you may receive an error message requiring the W-9 Signed Date field.

The solution is a two-step process.  First, edit the parent vendor code and add the W-9 signed date.  Submit the vendor request for the Disbursing Office's approval.  After the vendor request is approved, you can edit the suffix vendor in the same vendor code family or create a new Division vendor code.

Unfortunately, you will have to secure a new W-9 form from the vendor to input the W-9 Date field.  Due to your KFS security profile, the system will not allow you to open any attachments in the vendor code which includes the W-9 form.

The above situation applies primarily to businesses that use IRS form W-9. 

If you are trying to Edit or create a Division vendor request for an individual, you must remove YES from the W-9 field. Do not fill in the W-9 fields if you are using a UH WH-1 form.

A reference guide for new vendor fields may be found here.

If there are any questions, please contact Alan Kimura at

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Missing Asset Serial Number

Target Audience: Fiscal Administrators and Support Staff

Capital Asset Accounting Office (CAAO) distributes the tags for newly-created asset records to the Fiscal Administrators on a weekly basis. Tags are attached to the Excel format of the Acquisition Report from eThority.  Asset record(s) with missing serial number(s) is/are highlighted with a request to process an Asset Edit e-Doc to add the missing serial number.

Asset Aquistion Requisitioin

Asset records should be completed in compliance with Federal (OMB Circular A-110), State (Hawaii Administrative Rules 3-130-5) and UH (AP 8.509, Property and Equipment Overview and AP 8.521, Property and Equipment Acquisition) property management standards.

Below are steps to add serial numbers by submitting an Asset Edit e-Doc:

  1. In KFS, go to Main Menu > Lookup and Maintenance > Capital Asset Management > Asset
  2. Key in the tag number or asset number in the Tag Number or Asset Number field and click on Search button or press Enter.
  3. Click on edit under Actions on the bottom of the screen.    
  4. Click in the Description field on the Document Overview tab.  The description should include the 3 digit FO Code followed by a short description of the document including the asset number.
  5. For example:  098 Edit Capital Asset NNNN
  6. Click in the Explanation field and enter “Add serial number”.
  7. In the New section of the Asset Detail Information tab, input the serial number in the Serial Number field. If no serial number exists, input “No Serial #”.         
  8. Click the Submit button at the bottom of the screen. 
  9. You have successfully added the serial number.

For additional information please call Capital Asset Accounting Office at 956-8735.  You can also check out our Training Manual at:

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Travel Reimbursements: Income to Recipients?

Target Audience: Fiscal Administrators and Support Staff

Throughout the year, many of you may have processed travel reimbursements for a broad spectrum of recipients, ranging from students to deans, and administrative staff to executive management.  While we know what kind of travel costs are incurred from the receipts ( i.e. lodging, car rental, airfare etc.), we may not know whether these reimbursements are income to the recipients.

To assist you in obtaining a better tax perspective, the following is a quick summary of various travel reimbursements to various types of payees and its related tax effect:

  1. Student traveled on a class assignment:  This type of travel reimbursement will probably be classified as non-qualified scholarship and should be self-reported by the student on his or her tax return.
  2. Student traveled as ASUH senator to Western Regional Conference of Student Government Officers:  This type of travel reimbursement is considered business travel and will not be reported as income to the extent of receipts provided and no personal travel was taken
  3. Dean of a school traveled to business conference:  Travel reimbursement will not be reported as income to Dean as long as the travel was 100% business related.
  4. Fiscal administrator traveled to a NACUBO conference:  Travel reimbursements will not be reported as income as long as traveling was 100% business related.
  5. UH staff traveled to California for a business conference and stayed two extra days:  Travel reimbursement will not be reported as income for those days that were business related.  Travel reimbursement for the two extra days (personal days) would be income if such cost were reimbursed by the University for those two extra days. 

Based on the above scenarios, you can see that there is a wide range of analysis.  We will need to know the pertinent facts and analyze from there for an accurate assessment.

Should you have any questions on this topic, please contact Kenneth Lum at

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Use of RCUH Budget Category for Non-UH Sales (Effective: July 1, 2015)

Target Audience: Revolving Fund Project Managers, Fiscal Administrators/Designated University Officials

This is a reminder that revolving fund project revenues need to be properly classified in RCUH between UH and non-UH sources.  Sales from one UH unit to another is a recharge activity and is not revenue for UH consolidated financial statement purposes.  On the other hand, sales to non-UH entities should properly be reported as revenue from sales and services provided.  Use of the proper budget category will help determine proper reporting of revolving project transactions.

Please refer to the following table to determine which budget category to use when depositing or recording income in revolving project accounts tracked in the RCUH financial system.

Budget Category

Use For



UH income

Income from internal sources:

  • UH extramural accounts (RCUH F/S account range 4nnnnnn and 6nnnnnn)

  • UH intramural accounts (RCUH F/S account range 0007nnn to 0009nnn)

  • Revolving project  accounts (RCUH F/S account range 001nnnn, 0001nnn to 0002nnn)

  • UH Foundation accounts


Non-UH income

Income from all other sources:

Some examples:

  • State agencies

  • Universities or other organizations

  • RCUH direct projects

For projects that have sub-sections to track various program activities, UH and non-UH income also needs to be segregated for each section.  Please contact Jennifer Chang at to establish additional budget categories as needed.

If you have any questions, please contact Karen Morimoto at

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