Administrative Procedures Information System


What's New

2009:

  • A9.075 Personnel Records (revised)
  • A8.760 IRS Compliance for Reporting Cash Payments Over $10,000
  • E8.105 Authority to Execute Contractual Documents for Procuring Goods, Services, and Construction, Granting Concessions on University Real Property, and Entering into Cooperative Agreements (revised)
  • A8.220 General Principles (revised)
  • A8.245 Professional Services (revised)
  • A8.250 Small Purchases (revised)
  • A8.290 Federally Funded Purchases (revised)
  • E7.208 University of Hawaii Systemwide Student Conduct Code
  • E5.214 Conflicts of Interests (revised)
  • A9.610 Immigration Classifications for Employment of Foreign Nationals (revised)
  • A8.954 Extramural Closeout Procedures (revised)
  • E6.201 Tuition Schedule (2006-2007 through 2011-2012) (revised)
  • A8.505 State Personal Property (revised)
  • A8.550 Capitalization (revised)
  • E2.214 Security and Protection of Sensitive Information (revised)
  • A8.947 Accounting for Cost Sharing (revised)
  • A8.955 Sub-recipient Monitoring
  • A8.955 Attach A: Subrecipient Audit Information
  • A8.955 Attach B: Federal Subrecipient Questionnaire
  • E5.211 Ethical Standards in Research and Scholarly Activities
  • A9.030 Federal and State Posting Requirements

    2008:

  • E5.218 Compliance with Export Control Laws and Regulations
  • A8.555 Impairment of Capital Assets
  • E6.207 Authorized Dependents of Active-Duty Personnel
  • E9.215 Tenure Upon Initial Appointment

    2007:

  • E6.206 State of Hawaii B Plus Scholarship Program
  • E8.102 Authority to Sign and Execute Extramural Research and Training Contracts/Grants, Agreements and Contract Assignments and Releases (revised)
  • E2.214 Security and Protection of Sensitive Information
  • A8.740 Dishonored Checks
  • A8.220 General Principles
  • A8.225 Limitations in Purchasing
  • A8.230 Contracting for Services
  • A8.235 Competitive Sealed Bidding
  • A8.240 Competitive Sealed Proposals
  • A8.245 Professional Services
  • A8.250 Small Purchases
  • A8.260 Emergency Procurement
  • A8.265 Specialized Purchasing
  • A8.275 Contract Administration
  • A8.280 Concessions
  • A8.285 Cost Reasonableness,
  • A8.295 Small Business and Small Disadvantaged Business Utilization Program
  • A8.300 Interests in Real Property
  • A8.305 Use of Non-University Space and Facilities
  • A8.954 - Project Closeout
  • A8.863 - Relocation Allowances
  • A8.806 - Responsibilities for Encumbrance and Payment Transaction Processing
  • A8.801 - Overview
  • E9.112 - Delegation of Authority for Personnel Actions
  • E6.205 - Reimbursement of Tuition and Fees of Deployed Active-Duty Military, Hawai'i National Guard, and Reservists
  • E5.217 - Reinstatement of Deployed Active-Duty Military, Hawai'i National Guard, and Reservists
  • A8.808 - Bank Wire Transfer
  • A8.260 - Emergency Procurement
  • A8.255 - Sole Source Procurement
  • A8.250 - Small Purchases
  • A8.877 - Payroll Overpayment

    2006:

  • E6.204 - Student Financial Assistance Program
  • E8.205 - Indicia and Licensing Policy
  • A8.200 - Overview
  • A8.250 - Small Purchases
  • A8.730 - Release of Student Transcripts with Delinquent Financial Obligations
  • A8.838 - Contract Encumbrance and Payment Forms and Related Forms
  • A8.861 - Authorization for Payment Form
  • A8.877 - Payroll Overpayment
  • A8.878 - Payroll Overpayment
  • E1.204 - Sexual Assault Policy and Procedural Guidelines
  • E5.209 - University of Hawaii System Student Transfer and Inter-Campus Articulation

    2004:

  • A8.731 - Delinquent Financial Obligations
  • A9.170 - Administrative, Professional, Technical (APT) Employees Performance Evaluation
  • A9.900 - ADA Complaint Procedure for Members of the Public Who Have Complaints Regarding Disability Access to University Services, Programs, and Activities
  • A9.140 - Grievance Procedure for Civil Service Employees
  • A8.250 - Small Purchases
  • A8.200 - A8.295 Procurements

    2003:

  • A8.295 Small Business and Small Disadvantaged Business Utilization Programs (revised)
  • A8.026 Appointment of Fiscal Officers and Assistant Fiscal Officers (revised)

    2002:

  • A8.535 Disposal or Transfer (revised)
  • A8.290 Requirements of Federally Funded Purchases (revised)
  • A8.601 Accounting - General (amended)
  • A8.611 Account Code (amended)
  • A8.612 Establishment and Maintenance of Account Codes (amended)
  • A8.616 Fund Subdesignation Codes (deleted)
  • A8.617 Revenue and Expenditure Functional Codes (amended)
  • A8.618 Activity Code (deleted)
  • A8.674 Employer's Share of Fringe Benefit Adjustment Sheet (deleted)
  • A8.636 Supply Inventory (new)
  • A8.507 Responsibility of the Custodian and Others (revised)
  • A8.510 Property Requiring Special Handling (revised)
  • A8.509 Temporary Storage of Equipment (deleted)
  • A8.515 Physical Inventory (revised)
  • A8.518 Disposal or Transfer (revised)
  • A8.527 Records of Federal Property (revised)
  • A8.530 Storage and Movement (revised)
  • A8.531 Consumption (revised)
  • A8.532 Utilization (revised)
  • A8.534 Physical Inventory (revised)
  • A8.535 Disposal or Transfer (revised)
  • A8.701 Receipting and Depositing of Funds Received by the University (revised)

    2001:

  • A9.610 Visas for Employment of Foreign Nationals (amended)
  • A9.335 Nepotism (new)
  • A8.553 General Improvement Write_Off (new)
  • A7.023 Security Guidelines and Procedures: Student Information Management System (SIMS) (abolished)
  • A8.641 Journal Voucher (amended)
  • E9.212 Military Leave (new)
  • A8.602 General Ledger (amended)
  • A8.613 Transaction Type Codes (amended)
  • A8.615 Account Control and Subcodes (amended)
  • A8.619 Fund Groups (amended)
  • E2.211 University Leadership Orientation (new)
  • A8.851 Out-of-State and Intra-State Travel (revised)
  • A9.730 Workplace Non-Violence Campus Procedures (revised)
  • A8.911 Attachment A: Summary of Fringe Benefit Rates to be Included in Grant and Contract Proposals, Effective July 1, 2001 (revised>)
  • A8.681 Cancellation of University of Hawaii General Account Check (new)
  • A8.682 Replacement Checks (new)
  • A8.683 Stale-Dated University of Hawaii General Account Check (new)
  • A8.684 Forgery of a University of Hawaii General Account Check (new)
  • A9.550 Appointment of Graduate Assistants (revised)
  • A9.730 Workplace Non-violence Campus Procedures (new)
  • A9.761 Pre-Tax Qualified Parking Benefit Plan (new)
  • A9.905 Procedures for Affirmative Action Plan for Veterans and for Handicapped Individuals (abolished)
  • E9.210 Workplace Non-Violence (new)
  • E1.203 Policy on Sexual Harassment and Related Conduct (revised)
  • A8.710 Credit Card Program (revised)
  • A7.022 Procedures Relating to Protection of the Educational Rights and Privacy of Students (revised)
  • A8.505 State Personal Property (revised)
  • A8.512 Identification of Property (revised)
  • A8.514 Maintenance of Records (revised)
  • A8.517 Reports (revised)
  • A8.550 Capitalization (revised)
  • A8.551 Non-Expendable Personal Property (revised)
  • A8.911 Summary of Fringe Benefit Rates to be Included in Grant and Contract Proposals, Effective July 1, 2001 (revised)
  • A8.250a Small Purchases (Implementation of the SuperQUOTE Request for Quotation System) [This is a supplement to A8.250] (new)
  • A9.235 Administrative Stipends for Department Chairs, Special Program Directors, and Chairs of Academic Subdivisions (revised)
  • A9.720 Workers' Compensation (revised)
  • E6.201 Tuition Schedules (2001-2002 through 2005-2006) (revised)
  • A8.844 Departmental Checking Accounts -- Overview (new)
  • A8.845 Procedures to Establish, Close, and Change Custodian/Alternate -- Departmental Checking Account (new)
  • A8.846 Departmental Checking Account Disbursement Procedures (new)
  • A8.847 Reconciliation of the Departmental Checking Account (large file ~7.8MB) (new)
  • A8.848 Special Departmental Checking Account Procedures (large file ~2.6MB) (new)

    2000:

  • A8.506 State Personal Property -- Acquisition  Revised
  • A8.517 State Personal Property -- Reports  Revised
  • A8.552 Capitalization -- Real Property  Revised
  • A8.863 Relocation Allowances  Revised
  • E6.202 Tuition-Setting Procedures  Revised
  • A8.927 Attachment A. Summary of Indirect Cost Rates to be Included in Grant and Contract Proposals  Revised
  • A9.250 Position Descriptions for APT Personnel  Revised
  • E5.215 Establishment and Review of Centers  New
  • E8.208 Travel  Revised
  • E8.104 Approval of Out-of-State Travel  Revised
  • E2.209 University Housing Assistance Program  Revised
  • A9.620 Recruitment and Reassigment of Executive and Managerial Personnel  Revised
  • A9.001 Personnel Index   Abolished
  • A9.540 Recruitment and Selection of Faculty and APT Personnel  Revised
  • E8.102 Authority to Sign and Execute Extramural Research and Training Contracts/Grants, Agreements and Contract Assignments and Releases  Revised
  • E6.201 Per-Credit-Hour Tuition Schedule  Revised
  • A8.026 Appointment of Fiscal Officers and Assistant Fiscal Officers  Revised
  • E8.108 Authority to Develop Policies and Procedures for the Implementation of a Purchasing Card Program  New
  • E8.201 Cash Management and Short-Term Investment of Operating Funds  Revised
  • A9.540 Recruitment and Selection of Faculty and APT Personnel  Revised
      (Form 64 and 64A amended to reflect updated Non-Discrimination and Affirmative Action Policy)
  • A9.360 Leaves of Absence for Pregnancy Related Disabilities  Revised
      (To clarify the University's policies and procedures concerning pregnancy related disabilities)
  • A8.731 Delinquent Financial Obligations  Revised

    07/17/00:

  • E2.209 University Housing Assistance Program Revised.
  • E8.104 Approval of Out-of-State Travel Revised.
  • E8.208 Travel Revised.

    03/02/99:

    A9.260 Procedures for Maintenance of the Executive and Managerial Classification System Updated.

    09/24/98:

    A9.075 Personnel Records - BOR Appointees Updated.
    A9.540 Recruitment and Secletion of Faculty and Administrative, Professional and Technical (APT) Personnel Updated.

    12/16/97:

    A8.537 Federal Reporting Updated.

    11/24/97:

    Abolishments:

    A9.510 Special Employment Programs
    A9.700 Plan for Emergency and Civil Defense Events

    New:

    A9.170 Administrative, Professional, Technical (APT) Employees Performance Evalutation

    Amended:

    A9.500 Residency Requirement for Public Employment
    A9.540 Recruitment and Selection of Faculty and Administrative, Professional and Technical (APT) Personnel
    A9.550 Appointment of Graduate Assistants (responsibility for this AP has been transferred to the Graduate Division)
    A9.750 University of HawaiAbolishi Safety and Health Program (responsibility for this AP has been transferred to the Environmental Health and Safety Office)
    A9.810 Personnel Exit Questionnaires

    11/19/97:

    The following Administrative Procedures updated:
    A8.506 Aquisition
    A8.515 Physical Inventories
    A8.525 Federal Personal Property (General Definitions)
    A8.526 General Property Management StandardsGeneral Property Management Standards
    A8.529 Receiving
    A8.533 Maintenance
    A8.534 Physical Inventory

    7/16/97:

    APM Memo page added.
    A9.300 Preparation of Position Descriptions (Civil Service) updated.

    7/9/97:

    Abolishments page added.

    7/8/97:

    Changes to Personnel AP's:

    Added:

    A9.005 University Executive Designations

    Updated:

    A9.090 State of Hawaii Personnel Rules, Title 14, Administrative Rules, Department of Personnel Services, Subtitle 1
    A9.091 HRS Chapter 89C, Adjustments for Civil Service Employees Excluded from Collective Bargaining
    A9.205 Salary Schedules for Faculty Personnel
    A9.300 Preparation of Position Descriptions (Civil Service)
    A9.330 Fexible Working Hours Program for Civil Service Employees
    A9.460 Sabbatical leaves for Regular Civil Service Employees
    A9.520 Tuberculosis Clearance
    A9.720 Workers' Compensation
    A9.840 Work Force Reduction

    Abolished:

    A9.790 Procedures for Work Force Reductions
    A9.870 Policies and Procedures on College Work Study Program
    A9.020 Code of Ethics
    A9.045 Processing of Requests for Variances
    A9.050 Collective Bargaining Agreements-BOR Personnel

    6/12/97:

    APM Section A8.635 Installment Contracts-Recording of Assets and Liabilities Posted.

    5/28/97:

    The following have been updated: Executive Policies E4.201 and E6.201
    Board of Regents Bylaws and Policies Chapter 9 Personnel

    1/28/97:

    Treasury AP's Posted

    APM Number Description
    A8.701 Receipting and Depositing of Funds Recieved by the University
    A8.710 Credit Card Program
    A8.720 Procedures for Receiving and Recording Gifts and Grants
    A8.730 Release of Student Transcripts with Delinquent Financial Obligations
    A8.731 Delinquent Financial Obligations
    A8.740 Dishonored Checks
    A8.750 Establishment of Change Funds
    A8.751 Cash Count of Change Fund

    1/24/97:

    Update to APM Section A8.516
    APM Section A8.520 Deleted

    1/17/97:

    Updates to Property and Fund Mgt

    AP Number Description
    A8.505 State Personal Property December, 1996
    A8.506 Aquisition December, 1996
    A8.518 Disposal or Transfer December, 1996
    A8.535 Disposal or Transfer December, 1996

    1/8/97:

    Update to the Personnel AP's

    AP Number Description
    A9.010 Reporting of Changes and Corrections of Employee's Personal Records
    A9.030 State and Federal Posting Requirements
    A9.035 Fair Labor Standards Act (FLSA)
    A9.130 Delegation of Authority for Disciplinary Actions
    A9.160 University Employee Training
    A9.195 Establishment of New Positions and Abolishment of Positions
    A9.260 Procedures for Maintenance of the Executive and Managerial Classification System
    A9.290 Annual Review of Civil Service Position Descriptions
    A9.300 Preparation of Position Descriptions (Civil Service)
    A9.310 Temporary Assigments for Civil Service Employees
    A9.350 Application for Transfer of Vacation and Sick Leave Credit or Payment in Lieu of Vacation
    A9.370 Retirement System Contributions While on Leave
    A9.380 Vacation and Sick Leave System
    A9.400 Guidelines for Sabbatical Leaves for Faculty
    A9.430 Professional Improvement Leaves for APT Personnel
    A9.470 Leave Sharing
    A9.480 Casual Appointments
    A9.560 Appointment of Lecturers and Cooperating Teachers/Counselors
    A9.570 Appointment Procedure for Board of Regents Personnel
    A9.600 Joint Appointments between the University of Hawaii and the East-West Center
    A9.610 Procedures for Appointing Aliens
    A9.640 Work Schedule Disclosure Form
    A9.650 Exchange of Faculty with Other Institutions
    A9.660 Civil Service Type Positions for Federally Funded Projects
    A9.690 Health Fund Benefits
    A9.710 Prescription Safety Glasses
    A9.740 Tax Deferred Annuity Program (TDA)
    A9.750 University of Hawaii Health and Safety program
    A9.770 State of Hawaii Temporary Disability Benefits Plan for Civil Service Employees Covered by a Collective Bargaining Agreement
    A9.771 State of Hawaii Temporary Disability Benefits Plan for Non-Bargaining or Excluded Employees
    A9.860 Policies and Procedures on Student Grievances
    A9.880 Policies and Procedures on Student Employment

    10/14/96:

    07/10/96:

    06/14/96:

    05/22/96:

    05/22/96 More Personnel AP's Posted

    AP Number Description
    A9.890 Equal Employment Opportunity/Affirmative Action
    A9.820 Delegation of Authority to Accept Voluntary Termination
    A9.250 Position Descriptions for APT Personnel
    A9.025 Fair Information Practice (Confidentiality of Personnel Records)
    A9.001 Personnel Index

    05/14/96 More AP's Posted

    AP Number Description
    A9.041 Utilization of Volunteer Services of the University of Hawaii
    A9.075 Personnel Records
    A9.210 Classification and Compensation Plan for APT Personnel
    A9.470 Leave Sharing
    A9.510 Special Employment Programs

    05/8/96:

    04/30/96:

    04/30/96 New Personnel APs Posted

    AP Number Description
    A9.090 State of Hawaii Personnel Rules, Title 14, Administrative Rules, Department of Personnel Services, Subtitle 1
    A9.190 University Employee Perquisites
    A9.195 Establishment of New Positions and Abolishment of Positions
    A9.235 Administrative Stipends
    A9.480 Casual Appointments
    A9.690 Health Fund Benefits
    A9.720 Workers' Compensation
    A9.740 Tax Deferred Annuity Program (TDA)
    A9.770 State of Hawaii Temporary Disability Benefits Plan for Civil Service Employees Covered by a Collective Bargaining Agreement
    A9.771 State of Hawaii Temporary Disability Benefits Plan for Non-Bargaining or Excluded Employees
    A9.790 Procedures for Work Force Reductions
    A9.810 Personnel Exit Questionaires
    A9.920 Discrimination Complaint Procedures for Employees, Students, and Applicants for Employment or Admission

    04/30/96:

    04/15/96: