SOEST Fiscal Services

A: Contact RCUH's Finance and Project Administration Section. Currently the person handling web access is Janice Sato at 988-8345 or jsato@rcuh.com.

A: Section 2.110 "Competitive Purchases" under RCUH's Policies & Procedures Procurement section lists recommended thresholds:
http://help.rcuh.com/Policies_and_Procedures/2.000_Procurement/2.110_Competitive_Purchases

Short Answer:

• $0 < $2,500 -- no quotes required, but most advantageous price should be used
• $2,500 < $15,000 -- 3 or more verbal quotes, suggested that lowest be in writing
• $15,000 and above -- 3 or more written quotes

You also have thresholds for approvals (Section 2.215)

• $0 < $25,000 -- Designated University Official (DUO)
• $25,000 < $99,999 -- Financial Service Manager (RCUH)
• $100,000 and above -- Executive Director (RCUH)

For information regarding additional attachments for the various thresholds and situations, please refer to the RCUH Procurement Checklist.

A: Section 2.145 "Exempt Purchases"
http://help.rcuh.com/Policies_and_Procedures/2.000_Procurement/2.145_Exempt_Purchases

Also refer to UH's APM A8.220.9 Exempt Procurements:
http://www.hawaii.edu/apis/apm/a8200/proc/A8220.pdf

1. Please see pages 16-20 for current list of exempt procurement
2. Please make sure following statement is notated on PO: "Exempt purchase, pursuant to UH APM Section A8.220.9, Exemption No. (Exemption Number).

A: Please see copies of terms & conditions below:

1. Attachment 31
2. Attachment 32a
3. Attachment 32b
4. Attachment 32c
5. Attachment 32d

A: SOEST A/P Office (Manual PO log is maintained by A/P)
For more information, contact Crystal Baccam at x68990 or cbaccam@soest.hawaii.edu

A: Refer to Section 3.710 "RCUH System Security"
http://help.rcuh.com/Policies_and_Procedures/3.000_Human_Resources/3.710_RCUH_System_Security

PI will need to fill out an HR AMP Delegation of Authorization and Request for Access Form (D-78)
www.soest.hawaii.edu/soest_fiscal/forms.html#rcuhforms

A: No, the FA can make changes to all fields, with the exception of account code.

A: Refer to section 2.320 "Prepayments" (Item "E" - Procedures for clearing PO advance payments)
http://help.rcuh.com/Policies_and_Procedures/2.000_Procurement/2.320_Prepayments

What you will need to clear an advance:

1. Create a receiving report and write "Clear Advance" on top (in RED ink)
2. Have appropriate person sign R/R
3. Attach a copy of the invoice showing that it has been paid with a balance of $0
4. If you are unable to get an invoice showing the balance is paid, then a confirmation email from the vendor saying that the amount is paid with a $0 balance will suffice
5. Forward to FA, who will review, sign, and submit to RCUH Disbursing

A: Refer to section 2.640 "Payment by Bank Check, Foreign Draft and Wire":
http://help.rcuh.com/Policies_and_Procedures/2.000_Procurement/2.640_Payment_by_Bank_Check%2C_Foreign_Draft_and_Wire

Make sure Funds Transfer Fax Request Form is filled out, see attachment 43. Program is responsible for any wiring fees and currency conversions assessed by RCUH.

Please note, RCUH has a morning deadline to get any wire transfer requests to First Hawaiian Bank. Check with your FA on daily deadlines.

A: In addition to section 2.640, please refer to section 2.660 "Tax Reporting and Withholding on Payments to Nonresident Aliens and Foreign Corporations":
help.rcuh.com/Policies_and_Procedures/2.000_Procurement/
2.660_Tax_Reporting_and_Withholding_on_Payments_to_Nonresident_Aliens_and_Foreign_Corporations

Payment to a NON-US Citizen, who is not a UH or RCUH employee requires a UH Form WH-1. Payment to a Foreign entity requires the completion of an IRS W-8 Form. See link below to determine which form to use:
http://www.irs.gov/Forms-&-Pubs

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