Talk Story – October 18, 2023

Research Personnel at UH – Draft AP 12.203 (Jeff Long, OHR)

• Draft Powerpoint presentation sent via Talk Story listserv when available.

Revolving Account Transition Update (Chad Walton)

• Policies and procedures regarding SRRC’s are still pending
• Units with SRRCs are advised to review the programs in case they are not eligible
• Assumption should be made that they will not be eligible and proactive planning should start prior to the December 31, 2023 cut off date.
• Rate schedules for SRRCs should be developed
• More information about SRRCs can be found on the ORS website
• For other inquiries contact Chad or Joey

Position Management Update (Sandy French)

• Current shortage of permanent position counts will be addressed by converting permanent GA positions to temporary positions
  • Permanent count will then be re-purposed for faculty/staff positions
  • MBO will provide TFSF for salary and fringe for the temporary GA position
• MBO working with CALL, CNS, and CSS initially to develop process for conversions

Budget Updates (Manoa Budget Office)

• Position Claims
  • Currently reviewing responses and following up with units, if applicable
  • Reminder: Claims should be for positions filled after the rebaseline, Provost hires that have been filled and have not received funding, and off-cycle filled hires that indicated additional funding
• Revenue and Expenditure Budgets Reminder
  • Input your revenue budget into KFS with the applicable revenue object code for revenue generating units
  • Input your expenditure budgets into KFS for all applicable funding sources
• Provost Hires
  • Position counts will be distributed soon
  • Ensure that applicable updates are reflected for these positions in PeopleSoft for accurate up-to-date reporting
• Vacancies
  • Update Vacancy comments and clean up permanent, budgeted temporary, and unbudgeted temporary positions, as appropriate, for accurate up-to-date reporting
• Carryover Funds
  • For units that submitted a plan as part of the BOR budget submission, you may proceed with your plans
  • Any additional requests must be submitted to Sandy for review and approval
• eRevenue (Quarter 2)
  • Anticipated for November for revenue generating units to update revenue projections
• B&F and Legislative Requests
  • As we approach the Legislative Session, be aware that requests for information are received with have a short turnaround for response
• Questions – please contact MBO for any questions on the topics discussed

Brown Bag Workshops (Thad Nakajima)

• Our MBF team will organizing in-person Brown Bag sessions for Manoa FAs. We hope to invite guest speakers where we can
  • Sessions of approximately 20 people. We feel smaller sessions will facilitate more conversations
  • Not just for training – good networking opportunity in smaller peer groups
  • If there’s a lot of interest in a certain topic, we can have multiple sessions
  • We will try to schedule one session each quarter
  • We are still coming up with a list of topics and are open to suggestions. Feel free to contact me, Lori, or Kari in our Business Office with any suggestions
  • Some topics we are thinking of include
    • Procurement Exceptions – Sole Source, Exemption from 103D, Emergency Procurements
    • Certificates of Insurance
    • Alcohol Use Forms

Announcements (Thad Nakajima)

• Please use the current forms for Procurement Exemption requests
  • Current forms can be found on the OPM website under “OPM Electronic Forms”
• When submitting a Form 136 where the source of funds is from registration fees or from an external source, please indicate this on the form as this will help with our review
  • We’ve been seeing more 136 meal requests for conferences and workshops
  • Sometimes registration fees are collected specifically to help pay for meals or protocol items
  • We’ve also had situations where there were signed agreements with external organizations that were providing funds for meals
• Please allow more lead time for Facilities Use Agreements and Alcohol Use forms.
  • We have been receiving many rush requests recently without enough time to review and correct any issues. We received several recently that were within 2 days or less of the event, which required consulting with OGC or multiple revisions to the Certificate of Insurance

PDF Version of Talk Story notes available here.