This issue of the Financial Management Office Newsletter includes information about the following:
- Fiscal Administrators’ Town Hall Meeting Invitation
- Follow Up – Clean Up Old KFS Pending Documents
- Vendor Maintenance User Guide
- Reporting of Prize Distribution, Third Party Payments and Research Participant Compensation for Tax Year 2025
- 2025 Wages-In-Kind (WIK) Processing Deadline
The Financial Management Office Newsletter is distributed monthly. Should you have any questions about this newsletter, contact Amy Kunz via email: amykunz@hawaii.edu
Subscribe to this FMO newsletter
Unsubscribe from this FMO Newsletter
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, November 19, 2025 at 10:00am.
Please mark your calendar and join us by using the Zoom Webinar info below:
Password: 460319
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.
Follow Up – Clean Up Old KFS Pending Documents
Target Audience: KFS Users
Per the October 2025 Newsletter, thank you to those that have taken action to clean up old pending (SAVED, ENROUTE) documents in KFS. As we continue preparations for the migration of KFS to the Kuali Cloud next year, we will proceed with the clean up of all remaining old pending documents at the end of the month (November 30th), which includes automatically disapproving all ENROUTE documents that were initiated before January 1, 2024.
Any and all pending documents between January 1, 2024, and prior to the Kuali Cloud migration will also be automatically canceled and disapproved next year before we perform the cutover. This is to ensure a smooth transition into the new system. More information on this will be shared in early 2026.
If you have any questions, please contact the Fiscal Services Office at fissrv@hawaii.edu.
Vendor Maintenance User Guide
Target Audience: Fiscal Administrators and Fiscal Support Staff
The is available to help users create, edit and search for vendors in KFS. This guide will provide you step by step instructions for the following:
- Searching for vendor in KFS
- Creating a vendor
- Editing an existing vendor
- Creating a division
- Vendor name/address conventions
- Common abbreviations
Users will also be able to find information on all of the tabs on the vendor tab. This user guide is a valuable resource for those new to KFS or those who need a refresher course and will be updated with the conversion to Kuali Cloud in Spring 2026.
Should there be any questions, please call the Disbursing Office at (808) 956-5535.
Reporting of Prize Distribution, Third Party Payments and Research Participant Compensation for Tax Year 2025
Target Audience: Administrative Officers, Fiscal Administrators, Business Office Staff
All reportable payments using UH funds, regardless of the amount, should be reported to the Disbursing Office. These reportable payments are manually tracked to determine if the $600 threshold has been met to issue the 1099 MISC for US citizens and Resident Aliens or 1099 NEC for US businesses. A 1042-S is issued for all reportable payments for Non-Resident Aliens. Supporting documents should be sent via FileDrop to Jan Murakami (jmura) no later than Wednesday, December 31, 2025 for US citizens or Resident Aliens. Supporting documents for Non-Resident Aliens should be sent via FileDrop to Donnie Feng (donnie) no later than Wednesday, December 31, 2025.
FAQs on these topics is available on the FMO website.
If there are any questions regarding this process, please contact Jan Murakami, Disbursing Office at jmura@hawaii.edu for US citizens and Resident Aliens or Donnie Feng, Disbursing Office at donnie@hawaii.edu for Non-Resident Aliens.
2025 Wages-In-Kind (WIK) Processing Deadline
Target Audience: Fiscal Administrators
The Wages-In-Kind (WIK) processing deadline for Tax Year 2025 is November 28, 2025. All DVs turned into the Disbursing Office on or prior to that date will be processed for Tax Year 2025. Payments subject to this deadline include:
- Same Day Travel Per Diem (Object Code 4352)
- Mileage (Object Code 4152)
- Auto Allowance (Object Code 4192)
- Transportation Allowance (Object Code 4251 & 4252)
- Cash Awards (Object Code 7244 & 7245)
- Housing Allowance (Object Code 7248)
- Mobile Allowance (Object Code 3803)
DV & PNFs received after the WIK deadline will be disapproved and need to be resubmitted in January 2026.
If there are any questions, please contact J.R. Kashiwamura at jkashiwa@hawaii.edu.