This issue of the Financial Management Office Newsletter includes information about the following:
- Fiscal Administrators' Town Hall Meeting Invitation
- Effective 7/1/25: eTravel Workflow Enhancements
- Recording and Reconciling Bank Deposits
- TouchNet User Access Request Form (Treas-4) - Updated Kuali Build Form
- Resources
- Hold The Date:
Fiscal Administrator Town Hall Meeting
Wednesday, May 14, 2025 10:00am-11:30am
Webinar ID: 814 6862 8732
https://hawaii.zoom.us/j/81468628732 - Financial Management Office Training Modules
- Hold The Date:
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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Fiscal Administrators' Town Hall Meeting Invitation
Target Audience: All
The Financial Management Office will host a Fiscal Administrators' Town Hall Meeting via Zoom on Wednesday, May 14, 2025 at 10:00-11:30am.
Please mark your calendar and join us by using the Zoom Webinar Info below:
https://hawaii.zoom.us/j/81468628732
Webinar ID: 814 6862 8732
The PowerPoint presentation and webinar recording will be available soon after completion of the meeting on FMO Website ->Fiscal Administrators.
If you have any questions or concerns, please let Amy know at amykunz@hawaii.edu.
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Effective 7/1/25: eTravel Workflow Enhancements
Target Audience: Fiscal Administrators and Fiscal Support Staff
On July 1, 2025, a significant upgrade to eTravel's core functionality will be implemented. The current workflow engine has been replaced with a brand-new, modern system. This update addresses the limitations of the previous outdated engine, ensuring a more stable and efficient experience for all users.
Enhancements include:
Intuitive Ad Hoc Routing: When entering a username, eTravel will display a dropdown of usernames to help users select the correct individual.
Detailed Transaction Log: contains more detail, including SKIPPED records based on the type of travel document, prior approval by the same person, and significant change.
More Primary Category Fields, Ability to Select Multiple Categories:
Additional categories have been added to the Primary Category field. In addition, the primary category section has been changed from a drop down list to a check box list. Users can select multiple categories by clicking on each check box.
While the transition has been carefully planned to minimize disruption, you may notice subtle improvements in the overall application performance. We are confident that this upgrade will significantly enhance your workflow experience. More information on these enhancements will be shared in the June newsletter.
If there are any questions regarding these changes, please email etravel-help@lists.hawaii.edu.
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Recording and Reconciling Bank Deposits
Target Audience: All
With fiscal year-end coming soon, the Treasury Office asks that all bank deposits (cash/check, electronic fund transfers, and credit card payments) are reconciled and recorded in KFS in a timely manner. In addition, if you are notified by the Treasury Office of any deposit adjustment that requires a correcting entry in KFS or receive a follow up request on an unrecorded amount, please record as soon as possible. All funds received as of June 30, 2025, must be reconciled and recorded in KFS before KFS closes for the fiscal year.
As a reminder, in accordance with Administrative Procedure, 8.701, Receipting and Depositing Funds Received by the University, the due dates established for recording of deposit transactions in KFS are as follows:
| Deposit Type | KFS eDocument | Initiate and Submit KFS eDocument within three (3) business days from: |
|---|---|---|
| Cash and check | Cash Control/Payment Application or Advance Deposit | Date of Deposit |
| Electronic funds transfer (wire or ACH) | Cash Control/Payment Application or Advance Deposit | Notification received from Treasury Office |
| Credit Card | Cash Control/Payment Application or Credit Card Receipt | Batch settlement Date |
The FA (or delegate) shall approve and finalize the eDocument as soon as possible, however, no later than three (3) working days from the eDocument submission date. Efforts should be made to record and finalize all eDocuments for the month by the last business day of the month.
For the month of June, all receipts received as of June 30, 2025, must be reconciled, recorded and the eDocument finalized in KFS by July 1, 2025.
Your assistance to ensure that these deadlines are met is appreciated. Should you have any questions, please contact Joanne Yama at jyama@hawaii.edu.
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TouchNet User Access Request Form (Treas-4) - Updated Kuali Build Form
Target Audience: All
The TouchNet User Access Request Form (Treas-4) was recently updated to a Kuali Build form. Fiscal Administrators shall submit the Kuali Build version of the TouchNet User Access Form (link also available on the FMO website).
In addition to the requirement that a TouchNet user complete the General Confidentiality Notice and Information Security Awareness Training (ISAT), all merchant staff who, in the course of their work, are either asked to handle payment cards, have access to systems that are used in credit card process (such as TouchNet) or supervise/service those that handle payment cards must also complete the annual PCI training, which includes acknowledgment that they have read, understand, and agree to comply with the University's policy and procedures via confirmation upon completion of the training course.
The PCI awareness training is provided by our third party PCI consultant, CampusGuard. The primary Fiscal Administrator and the Merchant Account Contacts have been provided with access to the Credit Card Administration Compliance Check site that provides the user's PCI training enrollment date and training completion date. The Credit Card Policy acknowledgment via the Acknowledgments and Certifications (ACER) service that was previously required will be removed once the updated draft of AP 8.710, Credit Card Administration, is finalized.
To request enrollment of new users in the CampusGuard training or if additional users need access to the Credit Card Administration Compliance Check, please contact the Treasury Office at uh-treasury@lists.hawaii.edu.