RCUH Requisition Checklist

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Guidelines

• New Policy Effective 7/1/25: Route the requisition and supporting attachments via ETS for PI/delegate’s signature; If a delegate is signing, include a current delegation memo. Contact Nozomi Kanoho for assistance for PI access to initiate signature requests in ETS.
• Review RCUH 2.003 Roles and Responsibilities of PI, Project Staff, FA, Dean/Director, RCUH, etc.
• Any support printed off the internet should include the footer/header with a date.
• Open POs: Generally, three months at a time (Periods: Jan-March; April-June; July-Sept; Oct-Dec) unless another reason is clearly stated (e.g., for the Spring 2025 Semester from January 13, 2025 - May 16, 2025).
• After the fact payments to vendors: Process via PO (If project account is terminated/closed, RCUH financial portal doesn’t allow a PO to be generated. AFP is the only option) and include an after the fact justification memo.
• Promotional items using any UH logo/name will need licensing approval and must be through a licensed vendor. Contact Nyssa Kushi.
• UH retail related depts (Check for more efficient process (IDO, Transfer, etc.) for internal payments).
  • Graphics
  • Hale Kuamoo
  • Housing
  • Mail Room
  • Performing Arts Center
  • SRRC Accounts
• Student Involvement: Contact Ken Lum (kenlum@hawaii.edu) to determine taxability.

Timeline

• Purchase Requests: At FA for approval 10 business days prior to activity/service date.

Signature Approvals

• PI, or delegate, should always sign documents. If the document is payable to the PI (e.g., reimbursement, travel, etc.), a supervisor’s signature is required.
• If a delegate is signing, the respective delegation memo should be attached.
• A single PDF file of requisition and required documents must be routed with appropriate signature lines.
• For contracts for Consulting or Professional Services $100,000 or more, the Chancellor’s signature is required.
• As of April 10, 2025, per UH President’s request, ALL contracts (including new, renewals, and extensions) must have the Chancellor’s approval via the UH Hilo Contracts Request Form in Kuali Build.

Requisitions

Purchase Orders for $25,000 or more, as well as certain agreement for services, require RCUH approval thus allow for extra time for processing.

• Quote(s)
  • Record of Verbal Quotations for at least 3 verbal quotes for purchases between $10,000 - $24,999 (SuperQuote strongly recommended).
  • Written quotes (i.e. vendor quotes) required from at least 3 vendors for purchase $25,000 or more.
• Non-Competitive Quotes require one or more of the following:
  • Sole Source
  • Determination for Cost Price Reasonableness
• Executed Agreement for Services
  • UH (Attachment 08a )
  • Unique, technical, and/or specialized services from consultants
    • Specialists
    • Web developers
    • Computer/information technology specialists
    • Other professionals __________
  • Direct Projects (Attachment 08b )
    • Unique, technical, and/or specialized services from consultants
    • Specialists
    • Web developers
    • Computer/information technology specialists
    • Other professionals __________
• Hawaii Compliance Express Certificate of Compliance , as applicable:
  • Total of purchase exceeds $25,000.00, if processed in RCUH
  • Total of purchase exceeds $2,500.00, if processed in KFS
• Other Supporting Documents, as applicable:
  • Attachment 22 Certification Regarding Debarment, Suspension, and Other Responsibility Matters for purchases over $25,000 (grants) and $35,000 (contracts)
  • Attachment 23 Certification Regarding Payments to Influence Federal Transactions purchases over $100,000 (grants) and $150,000 (contracts)
  • UH Form 39 Authorization to Purchase Equipment with Federal Contract or Grant Funds
  • Sponsor Approval
  • W-9
    • For new vendors, confirm the billing address for payment (may differ from parent company address on W-9). For current vendors, new W-9 required for changes in address.
  • Employee/Independent Contractor (EIC) Determination is needed for individuals (e.g., sole proprietors, LLC or individual), as applicable.
    • WH-1, as applicable
  • OPRPM Form 56 (Purchase of Meals and Refreshments)
    • Sponsor Approval, as applicable
  • Office of the Vice President for Information Technology(OVPIT) approval for non-negotiable terms and conditions of Shrinkwrap Software License(s) and/or IT procurement.
  • Data Governance approval
  • Restricted Party Screening approval by UH Office of Export Controls(OEC) for all equipment, technology, software or services in which payments will be made to a foreign vendor. All procurement involving goods subject to either ITAR or EAR also need to be reviewed by OEC for an export controls determination.
    • Export Controls Classification certification , as applicable.