Direct Payment Packet 2020-2021 - University of Hawaii at ...
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2020-2021
Direct Payment Packet
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/sapfbTable of Contents
*Please read all information listed in this packet. More information can be found on the SAPFB website. Failure to
adhere by the information listed in this packet may result in an automatic forfeiture of awarded and future funding.
Guideline Sections
I. General Information 3
II. Funding Reallocation 3
III. Line Item Eligibility for Reimbursement 4
IV. Quote Requirements 4
V. Fees Collected Example 5
VI. SAPFB General Direct Payment Checklist 5
VII. Additional Specifications Checklists
a. Registration 6
b. Airfare 6
c. Non-Personnel Service (NPS) 7
VIII. SuperQuote Instructions 7
Forms
IX. Direct Payment Request 8
X. Fees Collected 9
XI. Outside Funding 10
Page 2I. General Information
• All reimbursement materials may be dropped off at our secured SAPFB mailbox located outside of
Campus Center 208 or to our office at Hemenway Hall 220 during posted office hours.
• Deadline for Direct Payment is 6 weeks prior to the event.
• Additional materials not listed in this packet may be requested under special circumstances.
• For Direct Payments, SAPFB will not send a check to the vendor upon packet submission. SAPFB
will issue a Purchase Order (PO), which is essentially a promise to pay the vendor the amount on
the quote. Be sure that your vendor understands that they will not receive any sort of payment
until after your event ends.
• Upon the end of your event, please obtain a final invoice from the vendor and submit this to
SAPFB. SAPFB will only send a check to the vendor after we have received the final invoice.
• All unused award amounts will revert back to SAPFB and will not be applicable towards other
expenses relating to the event or future, proposed events.
• Late reimbursement materials will not be accepted. No exceptions.
Please refer to the following table if you are requesting a Direct Payment of $2,500 or greater:
Criteria Additional Information
For Direct Payment requests with SAPFB requires that the vendor is in good standing with Hawaii
quotes exceeding of $2,500 Compliance Express (HCE) report. Please email us at sapfb@hawaii.edu
to verify a vendor’s compliance status.
For Direct Payment requests with SAPFB requires that the vendor is in good standing with Hawaii
quotes exceeding $5,000 Compliance Express (HCE) report. Please email us at sapfb@hawaii.edu
to verify a vendor’s compliance status. Additionally, SAPFB requires a
bid request and award via SuperQuote on the CommercePoint website
(www.commercepoint.com). See section VI. SuperQuote on page 6 for
more information.
II. Funding Reallocation
Automatic reallocation of award amounts is not allowed. Reallocation can only be considered between
existing line items in the original award letter. If you would like to request reallocation, send an email to
sapfb@hawaii.edu addressing the situation. 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.
Page 3III. Line Item Eligibility for Reimbursement
*ELIGBLE line items (including but not limited to):
• Food • Rentals • Out-of-state vehicle
• Event/project supplies • Equipment rentals rental insurance
• Advertising/printing • Non-personnel services (collision damage
• Lodging • Airfare to conferences waiver only).
• Registration or competitions
• Room/venue • Transportation
*INELIGBLE line items (including but not limited to):
• Fundraising • Alcohol/drugs • Club dues (including
• Gas • Per diem national chapter
• Parking • Bar fees/dues registration or
• Additional vehicle • Tips/gratuities membership dues)
rental insurance • Costs related to the • Daily operational costs
• Prizes/gifts planning/presentation • Operating equipment
• Salaries/wages of fundraising events • Penalties
• Honorariums
*For other limitations in purchasing, see APM A8.225 Limitations in Purchasing.
IV. Quote Requirements
All quotes must meet the following criteria.
Criteria Additional Information
a) Be ITEMIZED/DETAILED Must show the grand total and price breakdown (price per unit and
description of line items). If line items are unclear, a Clarify Line Items
form must be submitted. Receipts from restaurants or other food
establishments must be accompanied by a menu from the vendor;
prices on the menu must match the prices listed on the receipt.
b) Be DATED Must match the event date(s). Food purchases outside of the event
date(s) are ineligible for Direct Payment.
c) Show VENDOR’S INFORMATION Must show vendor’s name, address, and contact information.
d) Show CORRECT AMOUNT Prices on quote must correctly add up to the grand total.
Page 4V. Fees Collected Example
If your organization charged a fee to attend your event, you must submit a list of attendees and indicate
the amount collected from each attendee. See example below:
Attendee Amount Collected
1 John Doe $1.00
2 Jane Doe $1.00
3 John Adams $5.00
4 John Hancock $1.00
5 John Smith $1.00
6 John Wick $1.00
Total $10.00
Painting Club was awarded $50 for Food/FS. They spent $50 in food costs. The club charged a fee of $1 per member
and $5 per guest. Five members and one guest attended, therefore, the club collected a total of $10. Due to the $10
in fees collected, this is considered income so they will only be eligible to receive $40 in reimbursement instead of
$50. Reimbursing more than this amount without additional documentation would mean that Painting Club has
profited from this event using SAPFB funds, which is not permitted. The Painting Club also happened to purchase
$20 worth of food supplies. After submitting the additional documentation, Painting Club was able to justify that
their $10 income went toward their event and was reimbursed their full award of $50.
VI. SAPFB General Direct Payment Checklist
All Direct Payment requests must include all of the following documents listed in the table below.
Checklists for additional specifications are required for certain line items and can be found on pages 6 to
7. Other supporting documents not listed in this packet may be requested under special circumstances.
Document Additional Information
1) Direct Payment Request form
2) Event Flyer Must be a flyer, program, or brochure. Must show the event title, date,
and location.
3) Quote Must meet section IV. Quote Requirements criteria
4) Fees Collected Form* Please see the example listed on the Fees Collected form.
*skip if no fees were collected
5) Outside Funding Form
6) W-9 Tax Form* Electronic signatures will not be accepted. The W-9 form can be found
*skip if inapplicable on the Resources tab of the SAPFB website.
Page 5VII. Additional Specifications Checklists
The following additional specifications are required for line items listed in these checklists.
a. Registration
Specification Additional Information
1) Receipt Must meet section IV. Receipt Requirements criteria (page 4).
Registration receipt must include attendees’ names and conference or
competition name.
2) List of attendees If your event is a conference or convention where multiple students
are attending, submit a list of their names verifying that they are
attendees of the event. Be sure to number the list of attendees.
b. Airfare
Direct Payment requests for airfare must be compliant with the respective grace period.
Grace Periods
Mainland and international flights Interisland flights
Arrival must be no earlier and Arrival must be on the same day
departure must be no later than the event starts and departure
24 hours prior to the start and must be on the same day the
end of the event, respectively. event ends.
Document Additional Information
1) List of attendees If your event is a conference or convention where multiple students
are attending, submit a list of their names verifying that they are
attendees of the event. Be sure to number the list of attendees.
2) Three airfare quotes Three airfare quotes must be submitted. Airfare quote must reflect the
event dates and must be obtained from three separate, major travel
agencies (ex. Expedia, Priceline, Travelocity, Orbitz). SAPFB will process
a Direct Payment request for the cheapest of the three quotes.
3) Letter of Invitation* If you are flying personnel (ex. guest speaker) to your event, submit a
*skip if inapplicable copy of the Letter of Invitation (from organization TO contractor).
4) Letter of Acceptance* If you are flying personnel (ex. guest speaker) to your event, submit a
*skip if inapplicable copy of the Letter of Acceptance (from contractor TO organization).
Page 6f. Non-Personnel Services (NPS)
Document Additional Information
1) Letter of Invitation The Letter of Invitation is from the organization TO the contractor.
2) Letter of Acceptance The Letter of Acceptance is from the contractor TO the organization.
3) Contract between two parties If you are submitting an IDO request, you may utilize the Non-
Personnel Services Contract (OPRPM Form 63) found on the Resources
tab of the SAPFB website. All fields of OPRPM Form 63 must be
completed and signed. Please note that RIOs and individuals may NOT
utilize OPRPM Form 63. OPRPM Form 63 is to be used by UH
departments and UH programs only.
4) Quotes for service(s) Must meet section IV. Receipt Requirements criteria (page 4). Service
periods outside of the event dates are ineligible for Direct Payment.
VI. SuperQuote Instructions
SuperQuote is required for Direct Payment requests exceeding $5,000. Additionally, SAPFB requires that
the vendor is in good standing with Hawaii Compliance Express (HCE) report.
Step Details
1. Create a new buyers account on www.commercepoint.com
a. Campus password: rainbow
b. Join the organization: University of Hawaii
c. Select the group to which your organization belongs, a position, and supervisor
d. Enter your contact information
2. Go to the homepage and click “Create a New Request”
3. Fill out the information regarding your event and include the following criteria:
a. Be as detailed as possible with your event’s required services so bidders are aware of all details.
b. Mention that only bidders compliant with Hawaii Compliance Express (HCE) will be eligible for
this bid.
c. The “open” and “close” dates represent the duration that bidding activity is allowed; give
potential bidders one week.
4. Print your request
5. After the bidding period ends, email to sapfb@hawaii.edu to verify that the winning bidder is
compliant with HCE.
6. Submit documents listed in the Direct Payment Checklist and the following:
a. Original Request for Quotation form that you printed in the above step.
b. Bid responses sheet that show the winning vendor and the vendors that did not win the bid.
c. Request for Quotation form from the winning bidder, showing the details and amount of their
service(s).
d. Request for Quotation form from the bidders that did not win.
Page 7Direct Payment Request
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) of event
Name of 1st contact person Phone number and email
Name of 2nd contact person Phone number and email
Name of vendor for Direct Payment request
Vendor’s email
Vendor’s address (must match W-9)
Signature of preparer, printed name, title of preparer Date
Page 8Fees Collected
If your organization did not collect any fees, skip to the bottom to sign and date this form.
If your organization charged a fee to attend your event, documents for either #1 or #2 are required*
*Any fee charged to attend your SAPFB-funded event is considered income. Fees will be subtracted from
your reimbursement total unless you can provide that income was used for other event-related expenses.
1. If you have additional event-related expenses, SAPFB will recalculate the amount to which your
organization is entitled to. Submit the following:
Document Additional Information
1) Signed Fees Collected form
2) List of Attendees and amount Must include the total amount collected from each attendee. Be sure
collected from each attendee to number the list of attendees. See example on page 4.
3) Additional receipts for other Must meet section IV. Receipt Requirements criteria (page 4).
event-related purchases
4) Copy of the card/check used for All information except for the accountholder’s name and last 4 digits of
the additional receipts* the account number may be redacted.
*skip if paid by cash
5) Bank statement for the All information except for the eligible line items, accountholder’s
additional receipts* name, and last 4 digits of the account number may be redacted.
*skip if paid by cash
2. 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 the following:
Document Additional Information
1) Signed Fees Collected form
2) List of Attendees and amount Must include the total amount collected from each attendee. Be sure
collected from each attendee to number the list of attendees. See example on page 4.
Name (print): _________________________ Signature: _________________________ Date: _________
Page 9Outside Funding
One copy is required from each organization/department per event.
If your outside funding changes, submit an updated form to the SAPFB office.
Your organization
Event name
1. Did or will your organization/department receive funding from any other source(s) to help pay for
items for this same event (ex. UH Foundation, other departments)? Please check:
___ Yes If yes, continue to #2
___ No If no, please sign and date the bottom of this form
2. Do you know exactly how much you will use from this additional source? Please check:
___ Yes If yes, continue to #3
___ Funds cancelled If no, please sign and date the bottom of this form
3. Did or will any of these funding sources pay for the same invoices or quotes you are submitting to
SAPFB? Please check:
___ Yes If yes, continue to #4
___ No If no, please sign and date the bottom of this form
4. Outside Funding Table
Source(s) Line item(s) Amount(s) used or might receive
Example: Biology Department Food $500 for remaining balance on invoice
WARNING: Falsification of this information will result in the forfeiture of current and future funding.
By signing, you confirm the information provided above is accurate to the best of you and your
organization’s knowledge.
Name (print): _________________________ Signature: _________________________ Date: _________
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