Get University Of Hawaii Contract Encumbrance And Payment Form - Hawaii

This guide provides step-by-step instructions for completing the University of Hawaii Contract Encumbrance and Payment Form online. By following these instructions, users can ensure that all necessary information is accurately provided for processing payments and contract encumbrances.

Follow the steps to accurately complete the form online.

1. Click ‘Get Form’ button to obtain the form and open it in the editor.
2. Enter the campus code in the designated field to identify the specific campus associated with the contract.
3. Input the date the form is prepared using the MM/DD/YY format.
4. Fill in the contract number assigned by the Office of Procurement and Real Property Management (OPRPM).
5. Write the contractor or payee's complete name in the appropriate section.
6. Specify the contractor or payee's remittance address accurately to ensure proper payment routing.
7. Leave the vendor code blank and, if available, enter the vendor's federal tax identification number. If the contractor is an individual, provide their social security number.
8. Input the name and phone number of the requisitioner for contact purposes.
9. Enter the name of the department associated with the request.
10. Leave the service (ORD/REC) field blank as instructed.
11. Provide specifications or details about the work to be performed under the contract.
12. Enter the total contract amount that is agreed upon for the entire contract period.
13. Detail the payment terms under which the contractor will be paid.
14. Specify the start and completion dates of the contract period in the format requested.
15. Input the relevant account code(s) and object code(s) along with their respective amounts that will be encumbered under the contract.
16. Check the box if federal funds or tax clearance is applicable to this contract.
17. Obtain the fiscal officer's signature along with the date and fiscal officer code in the appropriate section.
18. Ensure that the OPRPM specialist signs the form upon approval of the contract and encumbrance specifications.
19. For payment processing, enter the date associated with the transaction.
20. Provide a description of the payment, detailing the goods, services, or construction provided and the reasons for the payment.
21. Fill in the account code and object code relating to the payment.
22. Indicate the payment type as predefined, and specify 'P' for partial payments or 'F' for final payments where applicable.
23. Input the amount for each distribution listed.
24. Complete the section indicating whether it is a partial or final payment as needed.
25. The recipient must sign and date the form, verifying the satisfactory receipt of goods or services.
26. Lastly, secure the necessary approvals by obtaining signatures and dates from the appropriate authorities.
27. Once all fields are completed, save changes to the form, and consider options to download, print, or share as required.

Start filling out the University of Hawaii Contract Encumbrance and Payment Form online to facilitate your contract processing.