The issue of the FMO Newsletter includes information about the following:
- Central Email Addresses for the Fiscal Management Offices
- Treasury Operations: Fiscal Year-End Reminders and Due Dates
- eKFS – End User Testing Results and Go-Live Updates
- Clean Up Old KFS Pending Documents before Fiscal Year-End
- KFS Security Form (FSO-40)
The Financial Management Office Newsletter is distributed monthly. Should you have any questions about this newsletter, contact Amy Kunz via email: amykunz@hawaii.edu
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Central Email Addresses for the Fiscal Management Offices
Target Audience: All Users
To ensure continuity of service and timely support, we would like to remind users of our central inboxes for all FMO offices. Please take special note of the newly established centralized inbox for tax-related questions.
|
DEPARTMENT |
ROLE |
CONTACT US |
|
Capital Assets |
Works with campus and system departments in the administration of all capitalized asset accounting which includes accounting for equipment assets, CIP assets, plant assets, and other agency vested assets. |
Phone: (808) 956-8735 Email: caao@hawaii.edu |
|
Disbursing Office |
Responsible for processing direct payment documents such as travel, mileage, payment requests (PREQS), disbursement vouchers (DVs), distribution of 1099s and 1042s, and the execution of compliance reviews by ÌÇÐÄVlog¹Ù·½ System departments and programs. |
Phone: (808) 956-7126 Email: Form 1099-MISC, foreign vendor payments and tax treaties CIP Payments Invoice and contract payment submissions |
|
Fiscal Services |
Responsible for the administration of the University's financial management system, the Kuali Financial System (KFS), and JasperReports Server (JRS), the ad hoc reporting tool. |
Phone: (808) 956-4357 Email: kfs-help@lists.hawaii.edu |
|
General Accounting |
Supports campus and fiscal administrators with their understanding of University accounting information, provide guidance and support for the University Chart of Accounts, assist with GL verification, provide guidance regarding financial transactions, and manage the year end close and audit process. |
Phone: (808) 956-8278 or (808) 956-7516 Email: uhgalc@hawaii.edu |
|
Payroll Office |
Responsible for processing payroll for all campuses within the ÌÇÐÄVlog¹Ù·½ System. |
Phone: (808) 956-7444 Email: payroll@hawaii.edu |
|
Student Loans |
Handles the collection of campus-based loans for the ten campuses of the University of Hawaii, including State Higher Education Loans and Hawaii Educator Loans |
Phone: (808) 956-8785 Email: uhloans@hawaii.edu |
|
Tax Services |
Provides tax advice internally and monitors tax compliance for all aspects of tax matters within the University systemwide including Hawaii General Excise Tax, Tax Reporting of Scholarships and Fellowships, Travel and Moving Expenses and Unrelated Business Income Tax |
|
|
Travel |
Systemwide, web-based application used by ÌÇÐÄVlog¹Ù·½ employees to process business travel. Streamlines the creation and submission of travel requests, completions and expense reimbursements. |
Website: Email: For travel procedures and related inquires For technical problems |
|
Treasury Office |
Responsible for the University's banking function, oversight of cash handling and management, establishment of electronic funds transfer (EFT) agreements, EFT notifications to departments, bank and deposit reconciliation, dishonored checks, and change fund administration. |
Phone: (808) 956-8527 Email: uh-treasury@lists.hawaii.edu |
Treasury Operations: Fiscal Year-End Reminders and Due Dates
Target Audience: Fiscal Administrators and Fiscal Support Staff
Please refer to the Fiscal Year 2026 Year-End Closing schedule for fiscal year-end due dates related to treasury operations.
Recording Bank Deposits
Please note the following due dates for FAs to approve KFS e-docs for deposits:
|
G-Funds |
June 12, 2026 |
|
Non G-Funds |
Wednesday, July 1, 2026 (by 4:30 p.m.) |
Please note that the last day to finalize KFS e-docs (Cash Control/Payment Applications, Advance Deposits, and Credit Card Receipts) for non G-fund deposits is Wednesday, July 1, 2026. Include only receipts received as of June 30, 2026.
Credit card transactions for Tuesday, June 30, 2026 should be recorded in KFS for fiscal year 2026, even if the settlement deposit will not be recorded in bank until July 1, 2026.
Please remind approving parties to review their KFS Action List items and coordinate approvals that are necessary so that all ENROUTE e-docs are finalized for the fiscal year. Any ENROUTE deposit e-docs remaining will be disapproved once KFS is disabled for the fiscal year on July 1, 2026 at 7:00 p.m.
During the month of June, the Treasury staff will be working with BOH to obtain daily electronic payment information as well as debit and credit memo adjustments. When this information is provided, please record the entries in KFS. As all receipts for FY 2026 are to be recorded in KFS for the fiscal year, please start your process to review and reconcile all funds received with deposit entries recorded in KFS. The Treasury staff may be contacting you via email or phone to follow up on unrecorded items and adjustments.
Your assistance to process and record these items in a timely manner is appreciated.
Dishonored Check Invoices
Please be sure to finalize transactions for all dishonored checks for the fiscal year:
- Update the Account and Object Code information and finalize the Non-check Disbursement (ND) e-docs initiated by the Treasury Office, and
- Create/finalize the DM invoice.
The due date to finalize all dishonored check invoices is Tuesday, June 30, 2026 (4:30 p.m.).
For questions regarding Fiscal Year-End Reminders and due dates, please contact the Treasury Office at uh-treasury@lists.hawaii.edu or by phone at 808-956-7638.
eKFS – End User Testing Results and Go-Live Updates
Target Audience: KFS Users
As mentioned in our last FMO FA Town Hall Meeting on May 20, 2026, we would like to thank all users for participating in the End User Testing last month. This testing period was a critical phase of our system conversion preparation to ensure a seamless transition during the actual Year-End close and eKFS cutover that is targeted for July 2026. We acknowledge the additional workload that testing creates but we verified that almost 2,400 users logged into the eKFS Sandbox and over 2,000 eDocs were created, submitted or processed during the short week of testing.
Of the 2,000 eDocs that the users tested, some highlights and common findings and resolutions include:
|
Action |
Finding |
Resolution Plan |
|
Disbursement Voucher (DV) |
Not routing to the Account Supervisor |
Resolved |
|
Notes and Attachments Section |
Notes and/or attachments can’t be deleted |
To be implemented post go-live |
|
KFS Custom Doc Search |
Not available in eKFS |
Use the Favorites Section to list frequently used documents |
|
Wild card “*” |
Not available in eKFS |
The “%” is now the wildcard |
|
Credit Card Receipt (CCR) |
Multiple deposits per document not a function in eKFS |
Only one deposit per document can be processed, and the deposit total should be equal to the credit card batch closing amount |
As Dry Run #2 concluded on May 17, 2026, we began Dry Run #3 on May 18, 2026, and completed on June 5, 2026. Dry Run #4, which is our final practice run, will begin on June 9, 2026. At the conclusion of Dry Run #4, we will provide updates on the Go-Live plans and what to expect during the month of July. Please be on the lookout for email announcements as we will continue to communicate the most updated information through the KFS-USERS listserv.
Updated eKFS resources are available on the Fiscal Services Office (FSO) Training page. If you have any questions, please contact FSO at fissrv@hawaii.edu.
Clean Up Old KFS Pending Documents before Fiscal Year-End
Target Audience: KFS Users
ENROUTE documents created on or before June 30, 2025 have been auto-disapproved. The final process to automatically cancel or disapprove ALL remaining SAVED or ENROUTE documents in KFS (for the purpose of the eKFS cutover) will occur as part of the final Fiscal Year-End (FYE) process prior to the conversion. This is different from the normal FYE process, as it will include ALL SAVED or ENROUTE documents.
Please continue to take action prior to the eKFS cutover by reviewing your KFS Action List, and cancel or disapprove any pending documents (SAVED or ENROUTE) that are no longer required. There are currently thousands of SAVED documents.
Starting June 20, 2026, General Error Correction (GEC) documents created on or before June 30, 2025 will be cancelled in preparation for the mass auto-cancel at FYE. All other SAVED documents (ALL document types) will be auto-cancelled after June 30, 2026.
If you have any questions, please contact the Fiscal Services Office (FSO) at fissrv@hawaii.edu.
KFS Security Form (FSO-40)
Target Audience: KFS Users
For new access, update or removal of a user to the Kuali Financial Systems (KFS), PageCenterX (PCX), and/or JasperReports Server (JRS), departments must submit the to fissrv@hawaii.edu. The form should be the latest version that is available on the Fiscal Services Office (FSO) Forms page.
The requirements for access to KFS, PCX and JRS are the following:
- Completion of the General Confidentiality Notice (GCN).
- Annual completion of the Information Security Awareness Training (ISAT).
- Completion of the ÌÇÐÄVlog¹Ù·½ Data Protection and Compliance Attestation Form.
- Fiscal Authority approval for campus roles (Section B), and/or Central Office approval for special user roles (Section C).
If you have any questions, please contact FSO at fissrv@hawaii.edu.