Accessing Funds Packet Direct Payment 2019 2020
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Accessing Funds Packet
Direct Payment
2019 – 2020
*Submit completed direct payment packet (6 weeks before the event date) to the SAPFB office
during posted office hours OR drop it off in the white SAPFB mailbox outside Campus Center
208.
*Pages 1-7 of this packet do not need to be printed out as they are for your reference.
However, it is REQUIRED that you read them. SAPFB reserves the right to revoke the award(s) in
full. Failure to abide by the instructions set forward in this packet will result in forfeiture
Student Activity and Program Fee Board (SAPFB)
2445 Campus Road, Hemenway Hall 220 Honolulu, HI 96822
Phone: 808-956-4842
Email: sapfb@hawaii.edu
Website: manoa.hawaii.edu/sapfb
1Table of Contents Page
I. General Information for Direct Payment 3
II. Information Regarding Fund Reallocation 3
III. What can SAPFB pay for? 3-4
IV. Quotes Requirements 4
V. SAPFB General Direct Payment Checklists 4
Additional checklists for airfare, registration, and NPS 5-6
VI. SAPFB SuperQuotes 4-5
*The required documents for reimbursement are based off UH fiscal policies and procedures,
which are subject to change at any time. SAPFB may request additional supporting documents
not listed below under certain circumstances.
*Make a copy (paper or electronic) of all the items you are submitting before you submit them.
Keep these copies on file until the reimbursement is made. Failure to do so may prevent SAPFB
from processing any and all reimbursement requests.
2I. General Information for Direct Payment
Deadline for direct payment paperwork: due 6 weeks before the event
For Direct Payments, SAPFB will NOT send a check to your vendor upon your packet
submission. We will issue a Purchase Order (PO), which is essentially a promise to pay
the vendor the amount on the quote. Make sure your vendor understands that they
WILL NOT receive any sort of payment until AFTER your event ends.
Upon the end of your event, obtain a final invoice from your vendor and submit the
invoice to SAPFB. SAPFB will only be able to send the vendor their check AFTER we have
received the final invoice.
If your organization will collect a fee from members/non-members to attend your event,
you must turn in a Fees Collected and submit any additional required documentation.
Any unused award monies will revert back to SAPFB - funds not utilized in total will NOT
be applicable towards other expenses relating to the event or for proposed events in
the future
LATE PACKETS/DOCUMENTS WILL NOT BE ACCEPTED. NO EXCEPTIONS.
*For direct payment requests with quotes exceeding $2,500, SAPFB requires that the vendor is
in good standing with Hawaii Compliance Express (HCE) report. Email at sapfb@hawaii.edu to
verify their compliance.
*For direct payment requests with quotes exceeding $5,000, SAPFB requires a bid request and
award via SuperQuote on the CommercePoint website: www.commercepoint.com and
compliance through Hawaii Compliance Express. The winning vendor must also be in good
standing with Hawaii Compliance Express (HCE).
II. Information Regarding Fund Reallocation
AUTOMATIC RE-ALLOCATION of funds is NOT allowed. Re-allocation can only be
considered between existing line items in the original award letter. If you would like to
request re-allocation, send an explanation of the circumstance to sapfb@hawaii.edu.
The board will consider and vote on reallocation requests that contain extenuating
circumstances ONLY. The request will be deliberated and communicated via email
within 7-14 days.
III. What can be reimbursed?
What we CAN reimburse (including but not limited to):
Food, event/project supplies, advertising/printing, lodging , registration, room/venue
rentals, equipment rentals, non-personnel services, airfare to conferences/
competitions, transportation, out-of-state vehicle rental insurance (collision damage
waiver only).
3What we CANNOT reimburse (including but not limited to):
Gas, additional insurance for vehicle rental, parking, Per Diem, alcohol, bar fees/dues,
tips/gratuities, costs related to the planning/presentation of fundraising events (i.e.
rental fees of meeting rooms for a silent auction), salaries, wages, club dues, national
chapter registration, membership dues, daily operation costs of an office/program,
operating equipment (i.e. computers for your organization).
IV. Quotes Requirements
Be ITEMIZED/DETAILED with cost per item
Must reflect EVENT DATE, ORGANIZATION, & EVENT
Show the VENDOR’S NAME
Show FINAL TOTAL
V. SAPFB General Direct Payment Checklists
□ Direct Payment Request Form
□ Event Flyer
o Must be a flyer, program, brochure, email, etc.
o Must show event title, date, & location.
□ Quote- see above (Section IV) for quote requirements
□ Outside Funding Form
□ 2019 WH-1 Tax Form (found on SAPFB website under Resources tab)
* NOTE: E-Signatures are NOT allowed
o Check will be written out to same name & address listed on this form.
If applicable:
□ Fees Collected Form
□ SuperQuotes Requirements
VI. SAPFB SuperQuotes
*SuperQuotes is only required for direct payment requests with quotes exceeding $5,000
* You will NOT be able to freely select a vendor; you are required to use the vendor with the
winning bid. If you have extenuating circumstances that require a specific vendor, contact us at
sapfb@hawaii.edu before continuing.
Instructions for SuperQuotes
1. Create a new buyers account on www.commercepoint.com
Campus password: rainbow
Join the organization: University of Hawaii
Select the group to which your organization belongs, a position, and supervisor
Enter your contact information
42. Go to your homepage and click on “Create a New Request”
3. Fill out the information as it pertains to your event.
Be as detailed as possible with your event’s required services so bidders are aware of
every detail.
Mention that only bidders that are compliant with Hawaii Compliance Express will be
eligible for this bid.
The “open” and “close” dates represent the duration that bidding activity is allowed.
Give potential bidders 1 week.
4. Print your request.
5. After the bidding period, email SAPFB to check if the winning bidder is compliant with HCE.
6. Submit Direct Payment Checklist items AND the following:
□ Original request for quotation form that you printed in above step.
□ Bid responses sheet that shows the vendor that did win the bid AND the vendors that
did not win the bid.
□ Request for quotation form from each of the bidder that did win showing the detail of
their services and amount.
□ Request for quotation form from the winning bidders that did not win.
□ Submit all remaining required documents that are found on the General Direct Payment
Checklist above
Airfare Checklist
Mainland and international flights- Traveler(s) must arrive no earlier and leave no later than 24
hours prior to the start and end of the event.
Interisland flights- Arrival must be on the same day the event starts and departure must be on
the same day the event ends.
□ Compliance with travel grace period
□ Airfare quotes
o dates of travel, passenger name(s)
o cost breakdown with final total
o departure locations and arrival locations
□ List of attendees
If your event is a convention/conference where multiple students are
attending, submit a list of their names certifying that they are attendees of
the convention/conference.
If travel dates do not comply with the travel grace period:
□ Memo justifying early arrival and/or late departure
□ Flight comparison: three airfare quotes from Expedia reflecting the airfare costs of
the travel date compliant with the grace period- SAPFB will reimburse the cheaper of
the two amounts (whether original itinerary or comparison).
5If you are flying personnel to your event, such as a guest speaker, provide the following:
□ Letter of Invitation (from organization TO service provider)
□ Letter of Acceptance (from service provider TO organization)
UH faculty/staff employee
Travel reimbursements must be completed through an eTravel document.
Registration Checklist
□ Detailed receipt showing the following:
o Attendee’s name(s), conference/competition name & date, payment
confirmation, cost breakdown and final total
Non-Personnel Services (NPS) Checklist
Guest Speakers, Performers, Security
**Items on Reimbursement to Individual Checklist still applies
□ Letter of Invitation (from organization TO service provider)
□ Letter of Acceptance (from service provider TO organization)
□ Contract between two parties
□ Quotes for service(s)
6SAPFB Direct Payment Request Form
Date submitted to SAPFB: _______________
Name of organization as listed on award letter Name of event as listed on award letter
Location of event Date(s) and time(s) of event
Name of 1st organization contact person Phone # and email address of 1st contact person
Name of 2nd organization contact person Phone # and email address of 2nd contact person
Name of individual/organization requesting for reimbursement Email
Mail check to (street number and name, city, state, zip)
□ Check here to confirm the above address is NOT a UH Student Resident Housing address.
□ Check here to confirm the above address MATCHES the WH-1 or WH-9 address.
If you are unable to check both of the above boxes, people contact sapfb@hawaii.edu or call 808-956-4842 for instructions.
Is the payee a UH faculty member? (TAs and student workers are not faculty members)
□ Yes Job title: __________________ Bargaining Unit: ______
□ No
I certify that the payee has incurred these expenses on behalf of the organization for the purposes
stated above.
Signature (by member NOT being reimbursed) Print name and title of person Date
………………………………………………………………………….………………………………………………………………………………………
OFFICE USE ONLY
Name: ________________________Date Received: ____________ Date Processed: _______________
7Fees Collected Form
If your organization charged a fee to attend this event, documents for either #1 OR #2 are REQUIRED.
Any type of fee or charge to attend your SAPFB funded event is considered income. It will be subtracted
from your reimbursement total unless you can prove (with original receipts) that the income was used
for other event-related expenses. See example at the bottom of the page.
1. If you do NOT have additional event-related expenses
SAPFB will pay receipt total(s) (up to the award amount) minus the income collected. submit:
□ List of ALL ATTENDEES and AMOUNT COLLECTED (follow example below)
□ Fees Collected Form (this page) with printed name, signature and date
OR
2. If you DO have additional event-related expenses
SAPFB will re-calculate the amount to which your organization is entitled based off the following:
□ List of ALL ATTENDEES and AMOUNT COLLECTED (follow example below)
□ Fees Collected Form (this page) with printed name, signature and date
□ Original receipts for other event related purchases
□ Card/check images (if paid by card or check)
□ Bank/credit card statements (if paid by card or check)
WARNING: Falsification of this information will result in forfeiture of current and future awards.
By signing, you confirm the information you provided is accurate to the best of you and your
organization’s knowledge:
Name (print): ____________________________________________
Signature: _______________________________________________ Date: __________________
EXAMPLE: Proper list of attendees
Painting Club received $50 for food. They spent $50 in food costs. The club charged a fee Name of Amount
of $1 per member and $5 per guest. Five members and one guest attended, therefore, the Attendees Collected
club collected $10. Due to the $10 made in income, they will only be eligible to receive $40 1 John Doe $1.00
in reimbursement. Reimbursing more than this amount without additional documentation 2 Jane Doe $1.00
would mean that Painting Club has profited from this event using SAPFB funds, which is 3 John Adams $5.00
unallowable. The Painting Club happened to also purchase $50 worth of party supplies. 4 John $1.00
They submitted the receipts, card images and bank statements to SAPFB. Painting Club Hancock
was able to justify that their $10 income went toward their event and was reimbursed 5 John Smith $1.00
their full award of $50! 6 John Wick $1.00
Total $10.00
8Outside Funding Form
ONE COPY IS REQUIRED FROM EACH ORGANIZATION/DEPARTMENT PER EVENT
If your outside funding situation(s) ever change, you will be responsible to send SAPFB an updated form.
Check here if this is an updated form: □
Your organization
Event name
1. Did or will your organization/department receive funding from any other sources to help pay for
items for this same event? (ex. UH Foundation, other departments)? Check:
Yes ___ If yes, continue to step 2
No ___ If no, print, sign and date at the bottom of this form
2. Do you know exactly how much you will use from this additional source? Check:
Yes, we know ___ If yes, continue to step
Funds canceled ___ If canceled, print, sign and date at the bottom
3. Did or will any of these funding sources pay for the SAME invoices/quotes you are submitting to
SAPFB? Check:
Yes ___ If yes, continue to step 4.
No ___ If no, print, sign and date at the bottom.
4.
Source(s) Line item(s) Amount(s) used or might receive
Example: Dept. of Biology Food $500 for remaining balance on invoice
WARNING: Falsification of this information will result in forfeiture of current and future awards.
By signing, you confirm the information you provided is accurate to the best of you and your
organization’s knowledge:
Name (print): _____________________________________________
Signature: ________________________________________________ Date: __________________
9SAPFB IDO Request Form
This form is for payment requests to UH Departments ONLY.
Name of organization as listed on award letter Name of event as listed on award letter
Location of event Date(s) and time(s) of event
Name of 1st organization contact person Phone # and email address of 1st contact person
Name of 2nd organization contact person Phone # and email address of 2nd contact person
Name of department/UH vendor that will be directly paid
Signature of preparer Print name and title of person Date
………………………………………………………………….………………………………………………………………………………………………
OFFICE USE ONLY
Name: _________________ Date Received: _________________ Date Processed: _________________
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