Talk Story – 11/15/2022

TALK STORY
TUESDAY, NOVEMBER 15, 2022
10:30 AM VIA ZOOM

• RCUH Revolving Account Review (Dawn Kim, Kevin Hanaoka)
  • Powerpoint Presentation as PDF at this link
  • Project update on the transferring of UH Revolving Accounts at RCUH to UH
  • In Progress
    • Cleanup of current accounts
    • Updating BOR policy 6.203 to identify Special Fund Research Recharge Centers as approved Ancillary and Auxiliary Service fee (hopefully by early 2023)
    • Revising RP12.207, EP12.207, AP12.203 and AP12.204
    • RCUH Revolving Accounts renamed to Special Fund Research Recharge Center (SRRC) with a separate subfund group in KFS; New accounts to be adhoc routed to ORS Compliance for approval.
  • Upcoming
    • Credit Card Processing Updates
    • Training for creating new accounts and general processing
    • Establish process for developing rates
    • Develop monitoring program
  • On going
    • Revolving Fund Committee (RFC) meets regularly to address conversion issues.
    • Email orscomp@hawaii.edu for questions/comments.

• Budget Allocations & Other Updates (Sean)
  • Revised Allocation Sheets
    • Revised allocation sheets to be issued soon which will include FTE changes for Provost approved positions and other adjustments, RTRF allocation and Outreach updates.
    • CBs will be allocated at a later date as we have yet to receive the final CB allocation.
  • S397
    • There should be no S397 charges for FY 23.  Expenditures must be transferred off by 12/31/22.
  • BJ Tables
    • The FTEs on BJ tables should tie to the FTEs on the forthcoming revised allocation sheets.

• Carryover Policy (Sandy, Joey)
  • Powerpoint Presentation available as PDF here at this link
  • In line with UH policies, TFSF balances are being reset to fund the required reserve taken at the campus level.
    • Reserve amounts were calculated based on expenditures on G and TFSF
    • Reserve amount was taken from the TFSF balance at the campus level and is held at System
    • The carryover reset aims to fund the campus level deficit caused by the reserve.
  • Sweep Procedure:
    • Carryover balances taken from all regular TFSF accounts into the central campus account
    • Partial carryover return to units based on a percentage of prior year expenditures
      • 25% of FY21 temporary personnel expenditures
      • 25% of average of FY18 and FY19’s operating costs
      • This calculated amount represents the maximum return
      • Units with lower carryover amounts will receive the lower amount.
    • Units with regular TFSF deficit balances will be adjusted to $0 (funded by campus central account)
    • Units with special circumstances associated with regular TFSF balances will retain additional balance.
    • Summer and Extension Credit programs are retained by the units
      • Currently no restrictions for Summer balances
      • Large balances in extension will be reviewed for further discussion
  • Other Considerations
    • Carryover balances returned to units will have their restrictions lifted with few exceptions
    • Units with insufficient carryover for pressing one-time needs may request augmentation
    • Units are expected to stay within their allocation and available carryover
    • Allocation methodology will continue to be reviewed and refined

• Announcements
  • New Staff – MBF, MBO
    • Charmaine Taketa joined our team on March 28, 2022 as a Budget Analyst with the Manoa Budget Office.  She is responsible for position control, preparing allocations to campus programs and coordinating the development of the biennial and supplemental budgets for specific program areas.  Char may be contacted by phone at (808) 956-2606 or email at ctaketa@hawaii.edu.
    • Thad Nakajima joined our team on May 6, 2022 as a Senior Fiscal Specialist.  He is responsible for administering and managing the fiscal division of MBF and performs the more complex negotiation, preparation and processing of contracts and procurement documentation for the Manoa campus.  Thad may be contacted by phone at (808) 956-5501 or email at tnakajim@hawaii.edu.
    • Kari Ann Hirata joined our team on September 15, 2022 as a Fiscal Specialist.  She is responsible for assisting with management of fiscal, budget and personnel affairs for MBF and designated programs.  Kari may be contacted by phone at (808) 956-9837 or email at karis@hawaii.edu.
  • AO List (Deb)
    • Direct link to Google Sheet here
    • Also available via the UHMBF website under Resources and the Business Services Center Current Documents Webpages
    • Send updated information to uhmbf@hawaii.edu or Thad (tnakajim@hawaii.edu)