For KFS Payment and Procurement Documents: USE UPPER CASE (CAPS) FOR EVERYTHING
Do Not Contact Disbursing Directly: Do not refer vendors with questions or problems to Disbursing or give out their numbers. For follow up on payments, check payment status in KFS before going through your FA or AP contact.
DV Reminders: Check if a person has been established as a vendor in KFS. If they haven’t, you’ll have to establish them as a vendor before you generate a DV. If you don’t see a vendor in KFS, do not keep inputting the same vendor request. It takes a few days before a new vendor is created. You’ll be notified when it has been set up.
Special handling: MA FA CODE SPECIAL HANDLING e.g. “MA 017 SPECIAL HANDLING” leave city, state & zip blank. Unlike other documents, Do Not hit Submit until after you add your attachments.
DVs for Stipends – 2 types 1) For US Citizens & Resident Aliens: Description: FA CODE STIPEND LAST NAME, FIRST INITIAL e.g. “017 STIPEND SMITH, J Resident aliens are foreigners treated as US Citizens for tax purposes as determined by the substantial presence test or possession of a Green card.
DVs for Stipends (continued) 2) For Non-Resident Aliens: Description: FA CODE NRA STIPEND LAST NAME, FIRST INITIAL e.g. “017 NRA STIPEND CHANG, L Not all foreigners are Non-Resident aliens. Their status is based on length of stay and other factors determined by IRS regulations.
DVs for Stipends (continued) All initial or one-time stipend payments must attach a fully executed SOEST Stipend Appointee form. For one-time payments, fill in only the reasons that apply. WH-1 required for all initial payments and also at the beginning of calendar year for non-resident aliens.
DVs for Homeland Security payments Process payment through DV in KFS payment reason code F.
DVs for Mileage reimbursements: You must use Employee codes, not KFS vendor codes. KFS employee address must match the address on the Mileage form. Contact the Personnel Office to update information in PeopleSoft.
EFT(Electronic Funds Transfer) In lieu of receiving hard copy checks for travel and reimbursements Faster reimbursements Information in PeopleSoft must be correct address changes may cause delays.
Signing up for EFT Log in to www.hawaii.edu/epayment.www.hawaii.edu/epayment Checking account number will be required 6 day waiting period for BOH to run tests Once ACH is activated, individual responsible for changes i.e. change in banks, etc.
Navigating KFS screens Main Menu Transactions on the left side of the screen Lookups and Maintenance middle part of screen There is also a Doc Search function at the top left side Balances on right side of screen
Navigating KFS screens Vendor Searches Best to use the tax number if you have a W-9 or WH-1. Use wildcards in search string if you do not have the tax number Use the wildcard * before and after the name you know to obtain all possible names i.e. *Home Depot*
Common Searches How to look up a Purchase Order? How do I know if something (i.e. DV, stipend) was processed? Paid? When? How do I know if a travel advance or completion check (via etravel) is disbursed? P.I. asked how to look up account balances Support Staff/Departmental Admin asked how to look up FA responsible for an account