State Procurement Office

FAQs

Awards and Postings
Contractor Performance Database
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Awards and Postings

Where do I log in to post an award?

Go to: hands.ehawaii.gov
Click on the tile “Post An Award Notice”

Are there instructions on how to post awards or notice of solicitation?

When you login to HANDS there are short instructional videos.

How do I find my department/CPO Jurisdiction HANDS administrator and contact information?

View the list of Department or CPO Jurisdiction Administrators, Managers or Contacts for SPO Programs.

How often do I need to change my password?

When using secure eHawaii.gov applications, users are required to update their password every three (3) months due to security reasons. The system will automatically prompt you to change your password when your password expires.

NOTE: A password should consist of 8 characters, one letter, one number, and one symbol.

How do I get an account (login/password) to post a solicitation notice or an award notice?

Follow the procedure below:

Create an eHawaii.gov account, if you do not already have one. Watch the video to learn how.
Contact your department HANDS administrator and give them the email associated with your eHawaii.gov account and your position title.
Your department HANDS administrator will give you access to HANDS.
Now you will be able to post awards or solicitation notices on HANDS.

Who can I call to ask questions?

HANDS General Questions and Policy questions:

State Procurement Office:

Phone: 586-0554 or email [email protected]

Questions about a Specific Solicitation:

Contact the buyer or contact person as stated in the solicitation.

Questions about Registering, How to Use HANDS, Forgotten Password:

Tyler Hawaii:

Phone: (808) 695-4620 or
Email: [email protected]
On the HANDS (https://hands.ehawaii.gov/hands/help) landing page, select ‘Help Chat – Online’ at the top of the page for online assistance.
Note: Tyler Hawaii is the vendor contracted by the State to provide the HIePRO application only and cannot respond to any questions regarding procurement or a particular solicitation.

Can I change my password for HANDS?

You can change your password at any time. Use the procedure below:

Go to: login.ehawaii.gov
Login to your eHawaii.gov account
Go to My Account -> Change Password
Enter your current password
Enter your new password
Re-enter your new password
Click ‘Save’

Do users responsible for posting awards also post health and human services RFPs, procurement notices for solicitations and professional services awards?

HANDS users have the ability to post solicitation notices and awards notices for all procurement methods.

What do we do if an award is posted but a contract is never executed or the award is cancelled?

If the award is rescinded before execution of a contract or any action on the award (no notice to proceed, delivery of services or payment made), the award must be cancelled in HANDS. Use the following procedure to cancel an award:
1. Go to: hands.ehawaii.gov
2. Login
3. Search for the award you want to cancel
4. Select the award to view the details page
5. Click ‘Cancel Award’
6. Enter the cancellation reason
7. Click ‘Submit’

How can I update/edit a solicitation or an award when it was not entered by my account?

You will be able to edit any award within your department. Use the following procedure:

Go to: hands.ehawaii.gov
Login
Search for the award you want to edit
Select the award to view the details page
Select ‘edit’
Make the all the necessary changes
Click ‘Post’

What can I do when I cannot find a previously posted award after logging in?

You should be able to find all awards that have been posted within your department. If you are logged in and you cannot find an award using the search, contact customer service (808) 695-4620 or [email protected].

Does the contract end date include all contract extensions?

In HANDS you have the ability to add ‘Option Dates’ to awards. There should be option dates for each contract extension. You must include ALL option dates before posting the award. You will NOT have the opportunity to add option dates later.

Can the period of performance be left blank?

Enter the base period of performance when purchasing services or for agreements for purchasing goods and/or services for a period of time. If the award is for goods, services or construction that has a specific delivery date, enter the delivery date as the contract end date.

What do I enter as the amount when the award is for a range of services?

An estimate of the total amount should be entered along with the indication that the amount is an estimate. The estimate can be based on such factors as history of services delivered, anticipated need for services, budgeting considerations/information or any combination of factors procurement personnel appropriate.

What do I enter as the amount when the award is based on a per unit price and the number of units to be purchased is unknown?

That kind of contract is known as an indefinite quantity contract.
An estimate of the number of units based on past experience or what is anticipated should be entered as the initial awarded amount.
In comments, enter that the amount is estimated.

I conducted the solicitation but I am not the person who posts awards. What are my responsibilities?

As the person conducting the procurement your responsibilities are to:

Know your internal procedures and who the person responsible for posting is.
Submit the data for posting to the person who does post in a timely manner. Most awards must be posted within 7 days.
Submit the information in a manner the person posting will understand.
Once posted, take note of the ‘Notice of Award Date’ and check that the posting is complete and correct. Note: Vendors have 5 working days after the ‘Notice of Award Date’ to protest. Knowledge of this date is very important.

If you are responsible for administering the contract you also need to report any edits that involve a change in the contract amount.

If you conducted the solicitation on HIeRPO the award is automatically posted when the award is made.

What does NOT need to be posted on HANDS?

The following are NOT posted on HANDS:

Awards from SPO Price or Vendor List Contracts.
Awards for Small Purchases under $2500.
Awards made pursuant to Chapter 42F (Grants).

Do HIePRO awards need to be posted?

No. HIePRO posts both procurement notices for solicitations and awards automatically. To view HIePRO awards go to HIePRO -> click ‘Public Search’ -> click the ‘Awards’ tab -> Enter your search criteria -> click‘Search.’

Contractor Performance Database

Is completing and submitting a contractor’s performance form mandatory?

Yes, pursuant to ACT 188, SLH 2021, it is statutorily required.

How often am I required to complete the performance form?

You are required to complete it after any contract completed after January 1, 2024.

NOTE: Your Procurement Officer (PO) may want to require you to complete it more often, like after every supplemental, but it is only required after the completion of the contract.

Do I need delegation to access the contractor performance database system?

No, you do not need to have specific delegation for the contractor performance database system. However, you do need to have access to HANDS so please contact your HANDS Administrator. View the list of Department or CPO Jurisdiction Administrators, Managers or Contacts for SPO Programs.

How do I get an account (login/password) to complete and post a contractor’s performance form?

Follow the procedure below:

Create an eHawaii.gov account if you do not already have one. Watch the video to learn how.
Contact your department HANDS administrator and give them the email associated with your eHawaii.gov account and your position title.
Your department HANDS administrator will give you access to HANDS.

Is there a specified written timeline for this process?

Once your contract is completed the contractor performance form should be done in a timely manner. NOTE: Throughout the process, there is a timeline such as the vendors have to get back to the agency within twenty days or the information on the form will be considered complete, and will go back to the agency for the procurement officer and buyer to make comments and be posted.

Who is the Procurement Officer (PO)?

Every solicitation should have a procurement officer that is designated and have procurement officer delegation on the SPO-036 form.

Is any of the information on the contractor performance database viewable by the general public?

No. Without a login, the public will only see the welcome page. NOTE: Even if someone should log in, the person will only be limited, unless the person is the vendor who has a contractor performance form. No one else can log in and look at any other forms.

Where can I find information on user roles and responsibilities, along with what each user role can do?

View the Contractor Performance User Guide.

If the buyer or procurement officer make edits to the information, does the contractor have an opportunity to review and/or refute the edits?

No. The contractor only has the twenty working days to submit his/her comments, rebuttals, and additional information. After that there is no other opportunity to refute. NOTE: As the buyer or procurement officer, after you read the contractor’s comments, you can add additional comments, but you cannot send the form back to the contractor to alter anything so whatever the contractor put on the form, will remain.

Will there be additional statutory changes to allow the use of subjective criteria for a contractor’s past performance or have the proposed rules addressed this absence?

Statutory changes are possible for next 2025 Legislative session.

If the purchasing agency starts completing these contractor performance forms for future RFPs, would contractor performance need to be part of the RFP evaluation criteria in order for the purchasing agency to take this information into consideration when making an award determination?

Yes and HRS section 103-303(e) already requires past performance, stating:

“(e) The request for proposals shall include as an evaluation factor, past performance on projects of similar scope for public agencies or private industry, and shall state the relative importance of price, past performance, and other evaluation factors.”

Is there a timeline for the final form to be posted by the Procurement Officer?

The procurement officer has twenty working days from the date it is submitted by the agency, so the agency submits it to the procurement officer to review and post. NOTE: If it does go past the twenty working days, then the procurement officer shall receive a daily reminder that the form needs to be completed and is overdue.

What is the workflow if the contractor does not submit the form back within the twenty working days?

There is no requirement that the contractor has to submit any comments or attachments. If the contractor reads the form and chooses not to submit anything, within the twenty working days, then the form goes back to the agency.

Since there is no rating, am I permitted to use the contractor performance form as a justification for awarding and not awarding?

ACT 188, SLH 2023 requires that you use the contractor’s past performance to make a determination responsibility so if the contractor is not responsible, then that would be a reason for not awarding, but that would be really difficult based on the information that is currently available in the contractor performance database.

Does the agency person initiating the contractor performance form and the procurement officer each need buyer access in order to perform their roles?

There is no separate procurement officer role in HANDS so you would either be a Department Administrator, a Buyer, or a CP Access user role and then on the form you would put the Procurement Officer’s information and email address in the applicable text boxes.

What is the definition of contract closing (e.g., upon final payment or when work is completed)?

Contract closing is when all the work is completed and accepted (e.g., the goods and/or services received were accepted, and all deliverables have been satisfactorily submitted). It is not necessarily when a contractor is paid).

Upon completing the contractor performance form by the agency buyer, does it need to be reviewed by a supervisor?

Your procurement officer, in this case, is that person as he/she is overseeing the procurement.

Are contractor performance forms required for emergency procurements?

No. Currently, the statute only says IFBs, RFPs, and Sole Source procurements.

Is this required for both 103D and 103F contracts?

No. The statute only pertains to 103D.

Would a Poster user role be able to create a contractor performance form?

No. Requesters and posters can only view all completed and posted performance forms.

Can a vendor sue the State for a poor performance report?

A vendor can take it for administrative review to the extent of the law.

Will the procurement officer be able to debar vendors based on all this new information provided in the contractor performance form?

There is a process for suspending and debarring vendors so that process needs to be followed.

Can an agency make their own review criteria and contractor review forms for review of better performance, or only SPO can do this?

Only SPO has the official contractor performance database.

What is the effective date for entering contract specific start date.

When you anticipate or when you are issuing a contract, there is a start date on there, so that is what you would be inputting in the contractor performance database.

If the contractor changes their name, do I have to update the performance report?

The contractor’s name will be based on what they were at the time of that particular contract so if they change their name in the future, then it should be what it was during the contract.

When are we required to start entering contracts?

Any contract that was completed January 1, 2024 or later.

Is the contractor performance database required for federally funded contracts too?

If the contract as a result of an IFB, RFP, or sole source, then it is required.

How long do the forms stay active on the database?

There is not end date as SPO has not set an archive date yet.

What are examples of the types of documents that would need to be uploaded?

It is possible to upload a document explaining why a contract has been delayed, or if you want to include something that talks about why the cost went over a particular budget as a way of an explanation.

Is it appropriate to upload email communications?

Yes, an email can be uploaded if it is appropriate to make an explanation for one of the comment boxes.

Featured

What do I need to do to sell my products or services to the State?

In order to do business with the State vendors, contractors and service providers must:

Respond to procurements issued by the various departments in a timely fashion and as dictated by the solicitation; and
Comply with all applicable laws.

Vendors should do the following:

Register with Hawaii Compliance Express (HCE) – an online, efficient method for providing documentation of compliance with laws.
Register in HIePRO – the State of Hawaii eProcurement System
Check the bidding opportunities regularly. This includes notices of solicitations not conducted in HIePRO.
When responding to a solicitation, vendors should:
1. Read the requirements, specifications, instructions and special and general conditions or provisions carefully.
2. Respond in accordance with the instructions.
3. If something is not clear, it is the vendor’s responsibility to ask questions of the personnel conducting the solicitation.

To prepare for upcoming procurements, vendors should also check the awards website and the price and vendor list contracts.

Is electronic procurement being used for all solicitations? Can vendors stop checking the procurement notices website?

Currently, electronic procurement is being used for small purchase requests for quotes for goods, services and construction pursuant to HRS Chapter 103D, by the executive branch, the Judiciary and Hawaii Health Systems Corporation. Electronic procurement is required to be used for small purchases from $15,000 and above for most of the executive branch. For other jurisdictions the requirement is for small purchase request for quotes from $25,000 and above. Some state agencies are also using electronic procurement for Invitation for Bids, larger purchases.

What is Procurement Delegation Authority and how do I know if I have been delegated procurement authority?

Procurement authority, the ability to procure, rests with the chief procurement officer (CPO) who may delegate such authority. For the executive branch, the chief procurement officer has delegated procurement authority to the heads of departments. Procurement Memoranda state that if heads of departments wish to delegate authority further, the chief procurement officer must be notified in writing (Form SPO-036). If you have been delegated procurement authority, you have completed an SPO-036 and submitted it to your department for approval by the department director and subsequent submission to SPO. Contact your department Administrative Services Office or Business Management Office to verify you have delegated procurement authority before purchasing. Part of having delegated procurement authority is the requirement to take appropriate workshops prior to procuring. See the training requirements section of the SPO website and the procurement circulars on training.

What is HIePRO?

HIePRO is the State of Hawaii eProcurement system, a system for issuing solicitations, receiving responses, and issuing notices of award. HIePRO is hosted by the Tyler Hawaii and has many features.

How do I buy from Price and Vendor List contracts?

Personnel purchasing from an SPO price or vendor list are required to take appropriate training. Purchasing from each price and vendor list varies depending on a number of factors including such as, whether it is a price or vendor list and the nature of the goods or services. Each price or vendor list has specific instructions on how to purchase from the list. Should personnel have questions, each price and vendor list has contact information for each participating CPO jurisdiction.

What is a pCard?

The pCard (purchasing card) program is similar to a credit card and is designed to streamline the payment process for small purchases. It replaces the labor-intensive purchase order system by allowing employees to charge small purchases from vendors without having to prepare a purchase order and subsequently processing an invoice. The cards are the property of the government and are issued to responsible, trained employees to make official purchases. The pCard program improves management controls, provides expenditure data, increases purchasing efficiency and allows payment to vendors by the card issuer generally within a few days of purchase.

Note that the pCard is a method of payment and does not replace procurement procedures.

I am not sure which position level I am. How do I know which workshops to take?

The position levels are described with examples. You must attend all workshops mandatory for any method of procurement in which you have a role in conducting, reviewing or approving the procurement.

For instance, if you never have a role in conducting, reviewing or approving construction procurements, the workshops relating to construction are not mandatory:

SPO 130- Construction Procurements
SPO 185- Prevailing Wage, Certified Payroll & Contracting Agency Responsibilities.

Note: Departments may require personnel to attend workshops that are not SPO requirements and may also require personnel to repeat workshops at specified intervals. Check with your department.

Executive branch agency personnel conducting procurements must have written delegated procurement authority (Completed and submitted form SPO-036 and SPO-036 transmittal.

For State Personnel

What is Procurement Delegation Authority and how do I know if I have been delegated procurement authority?

How do I know which workshops I need to take?

Please check the training for State & County Personnel section of the site for all training requirements and information.

Where can I find which workshops I have taken?

SPO issues a report of attendance on a quarterly basis. Contact your SPO training point-of-contact.

What is HIePRO?

HIePRO is the State of Hawaii eProcurement system, a system for issuing solicitations, receiving responses, and issuing notices of award. HIePRO is hosted by the Tyler Hawaii and has many features.

Where can I find Price List and Vendor List contracts?

View the Price and Vendor list contracts.

What is the difference between a Price List contract and a Vendor List contract?

A price list contract (PL) is a group of common items or services competitively bid to set the prices contractually for a specified time period.

A vendor list contract (VL) is comprised of qualified vendors that were competitively solicited to provide specified goods and/or services (i.e. WSCA-NASPO Multifunction Copiers and Related Software Facsimile Equipment, WSCA-NASPO Computer Equipment, Peripherals and Related Services, etc.) for a specified period and usually at discount rates from a vendor’s established catalog or product lists.

How do I buy from Price and Vendor List contracts?

What is a pCard?

Note that the pCard is a method of payment and does not replace procurement procedures.

Where can I find information about Travel Procedures and forms?

What is surplus property?

“Surplus personal property” means any personal property that no longer has any use to this State or personal property acquired from the United States government. “Surplus personal property” includes obsolete, scrap, and excess personal property that has completed its useful life cycle.

What is excess property?

Excess State Property means any property owned by the State of Hawaii that has a remaining useful life but is no longer required by the custodial department or agency.

What are procurement circulars and procurement directives?

Issued by the Chief Procurement Officers, procurement circulars provide more information or clarification on procedures in Hawaii Revised Statutes (HRS) or Hawaii Administrative Rules (HAR). They are updated as needed. Part of the responsibilities of delegated procurement authority, is to ensure you are up to date on all procurement requirements. Check the procurement circulars each time you procure.

Procurement Directives are issued by the Procurement Policy Board to transmit the Hawaii Administrative Rules and policies.

What is Hawaii Compliance Express?

Vendors, contractors and service providers must be compliant with statutes and administrative rules. State agencies are required to verify compliance. Acceptable documentation of compliance is through Hawaii Compliance Express. The HCE is an electronic system that provides vendors, contractors and service providers doing business with state or county agencies to quickly and easily document that they are compliant with applicable laws.

The HCE certificate, “Certificate of Vendor Compliance,” allows this single electronic certificate as required in Hawaii Revised Statutes, Section 103D-310(c) and Hawaii Administrative Rules, Section 3-122-112.

Registered HCE vendors receive a full year of service, automatic submission of information to pertinent government certifying agencies, automatic e-mail notification of status changes, and unlimited access by state and county government entities to print the certificate for their use.

For providers with contracts for health and human services pursuant to HRS chapter 103F, this certificate of compliance is also utilized as proof of tax clearance and good standing as a vendor/provider doing business in the State of Hawaii.

What is proof of compliance/compliance documentation?

All vendors doing business with the State are required to comply with all applicable statutes, administrative rules and procedures. State agencies must verify compliance prior to award and may use Hawaii Compliance Express (HCE).

Once a vendor is registered, HCE provides the following proof of compliance/compliance documentation:

Certificate of Good Standing (COGS) from the Department of Commerce and Consumer Affairs Business Registration Division
Tax clearances (federal and state) from the Department of Taxation
Compliance with HRS Chapters 383, Hawaii Employment Security Law (Unemployment Insurance) 386, (Worker’s Compensation law) 392 Temporary Disability Insurance and 393 Prepaid Healthcare Act, from the Department of Labor and Industrial Relations

Hawaii Compliance Express

When vendors subscribe to Hawaii Compliance Express, they have a simple one-stop online procedure for providing documentation and may manage their compliance for a nominal cost of $12/year. State agency procurement personnel may view compliance status eliminating the need to supply hard copies of the Certificate of Compliance. Please note that it may take two or more weeks to establish a vendor account in HCE and it is recommended vendors register in HCE as soon as possible and prior to responding to a solicitation.

Vendors should subscribe to HCE upon deciding they are interested in competing for state awards for goods, services or construction. If a vendor is not registered or not compliant in HCE upon notification or intent to award, another vendor may be awarded.

Having trouble with your HCE standing or need to contact the departments directly? See HCE contact information.
See also: FAQ’s about Hawaii Compliance Express

What is WSCA-NASPO?

The Western States Contracting Alliance (WSCA) – National Association of State Procurement Officials (NASPO) is a cooperative group contracting consortium for State government departments, institutions, agencies, and political subdivisions (i.e. colleges, school districts, counties, cities, etc.) for the fifty states, the District of Columbia, and the organized US territories. WSCA-NASPO is a subset of the National Association of State Procurement Officials. The purpose of WSCA-NASPO is to achieve price discounts by combining the requirements of multi-state governmental agencies and cost effective and efficient acquisition of quality products and services through cooperative procurement. The lead-state model is used for procurements.

Notices of WSCA procurements in which Hawaii may participate are advertised on the procurement notices page.

For more information about WSCA-NASPO see the WSCA-NASPO website.

For Vendors

What do I need to do to sell my products or services to the State?

In order to do business with the State vendors, contractors and service providers must:

Respond to procurements issued by the various departments in a timely fashion and as dictated by the solicitation; and
Comply with all applicable laws.

Vendors should do the following:

Register with Hawaii Compliance Express (HCE) – an online, efficient method for providing documentation of compliance with laws.
Register in HIePRO – the State of Hawaii eProcurement System
Check the bidding opportunities regularly. This includes notices of solicitations not conducted in HIePRO.
When responding to a solicitation, vendors should:
1. Read the requirements, specifications, instructions and special and general conditions or provisions carefully.
2. Respond in accordance with the instructions.
3. If something is not clear, it is the vendor’s responsibility to ask questions of the personnel conducting the solicitation.

To prepare for upcoming procurements, vendors should also check the awards website and the price and vendor list contracts.

What is HIePRO?

HIePRO is the State of Hawaii eProcurement system, a system for issuing solicitations, receiving responses, and issuing notices of award. HIePRO is hosted by the Tyler Hawaii and has many features.

What is the difference between a Price List contract and a Vendor List contract?

A price list contract (PL) is a group of common items or services competitively bid to set the prices contractually for a specified time period.

What is Hawaii Compliance Express?

Is Hawaii centralized in its procurements?

No. Hawaii is organized under the Hawaii Public Procurement Code, Chapter 103D, Hawaii Revised Statutes (HRS), for procurements of goods, services and construction, and Chapter 103F, HRS, for purchases of health and human services.

The Procurement Policy Board has the authority to adopt Hawaii Administrative Rules (HAR) for all procurements, and designated chief procurement officers (CPO) serve as the central procurement officer for its jurisdictions. There are currently twenty CPOs for the various jurisdictions, including the counties.

Numerous procurements are conducted each year, and the CPO may not personally conduct each and every procurement. A procurement officer has the delegated authority from the CPO to conduct a particular procurement or all procurements for units within a jurisdiction, such as a department or division.

The Administrator of the State Procurement Office (SPO) is the CPO for the Executive Branch departments, providing support for the procurement of goods and services to the various departments. The SPO also serves as the central point for the distribution of procurement circulars, guidance, and directives to all jurisdictions.

How can I be notified of solicitations?

You may receive courtesy emails for solicitations in HIePRO, the Hawaii eProcurement System, by registering in HIePRO.

For solicitations not conducted on HIePRO, you will need to check the Procurement Notices page regularly as the system does not have the capacity to provide notifications.

What is proof of compliance/compliance documentation?

Once a vendor is registered, HCE provides the following proof of compliance/compliance documentation:

Certificate of Good Standing (COGS) from the Department of Commerce and Consumer Affairs Business Registration Division
Tax clearances (federal and state) from the Department of Taxation
Compliance with HRS Chapters 383, Hawaii Employment Security Law (Unemployment Insurance) 386, (Worker’s Compensation law) 392 Temporary Disability Insurance and 393 Prepaid Healthcare Act, from the Department of Labor and Industrial Relations

Hawaii Compliance Express

Having trouble with your HCE standing or need to contact the departments directly? See HCE contact information.
See also: FAQ’s about Hawaii Compliance Express

Where can I obtain a Certificate of Compliance?

Vendors should subscribe to Hawaii Compliance Express and submit all required documentation. Once processed, and providing you are compliant with the certifying state and federal agencies, your Certificate of Compliance will be in Hawaii Compliance Express.

Note: it can take up to 2 weeks to process your application.

Where can I get information on contracts and vendors awarded?

Information on contracts and vendors awarded is available on the SPO awards website and on price and vendor list contracts page.

How can I get on a Price List or Vendor List?

Price Lists and Vendor Lists are procured in a manner similar to other goods or services. They are issued as Invitation/Requests for Bids (IFB/RFB) or as Requests for Proposals (RFP).

If your company is not already registered in HIePRO you should register and also check the bidding opportunities page regularly.

Where can I find requests for proposals to provide health and human services?

Check both of the following:

The bidding opportunities page includes notices of Requests for Proposals (RFP) and Requests for Information (RFI), an invitation to private providers and other interested parties to provide input in planning for health and human service solicitations. RFIs also give advance notice of upcoming solicitations.

What is WSCA-NASPO?

Notices of WSCA procurements in which Hawaii may participate are advertised on the procurement notices page.

For more information about WSCA-NASPO see the WSCA-NASPO website.

Can surplus property be given away to nonprofits or schools?

Surplus property is available to eligible participants (educational, health and human services organizations) through the Surplus Property Management program. A service and handling charge is assessed to a recipient for any item acquired from the program. For additional information on this program, contact the Surplus Property Management manager at 808-831-6757.

State property, after offering excess state property to other state agencies, may be donated to non-profit tax-exempt charitable organizations, after the disposing agency receives an approved disposal application from the appropriate Chief Procurement Officer. For additional information on this program contact 586-0554.

For more information, see the SPO programs available to qualifying nonprofits.

What are some statutes and regulations with which vendors must be in compliance prior to being awarded?

All vendors doing business with the State are required to comply with all applicable statutes, administrative rules and procedures.

While applicable statutes will vary with the types of goods, services or construction, vendors doing business with the State must comply with the following Hawaii statutes, including but not limited to:

Vendors must show proof of compliance for the following.

Registration and in good standing to do business in the State of Hawaii from the Department of Commerce and Consumer Affairs Business Registration Division

Payment of federal and State taxes due -tax clearance- (State Department of Taxation and IRS),
Compliance with HRS Chapters 383, 386, 392 and 393 (Department of Labor and Industrial Relations).

Registering in Hawaii Compliance Express is the most efficient way to show proof of compliance.

Vendors may also be required to complete forms testifying they are in compliance with various statutes such as HRS section 103-55.

HCE

What is Hawaii Compliance Express?

Why should I register my business in the HCE?

State and County procurement personnel utilize the HCE to obtain proof of compliance prior to award and for final payment when required by HRS §103D-310(c), HAR §3-120-112, and HRS chapter 103F. Failure to provide an HCE certificate of vendor compliance may delay award or final payment.

How do I register my business in the HCE?

To register, go to https://vendors.ehawaii.gov. Follow the steps below to register. For questions regarding the registration process contact technical support at (808) 695-4620.

Login using your HCE account (Click on ‘Create an Account‘ link if you do not have an HCE account).
You will be directed to the vendor main page.
Click on ‘Start a new Registration’.
Complete online questionnaire.
Review Data. Use the ‘Edit’ link of the section to make changes.
Electronically sign application to certify.
Follow payment processing on-screen instructions.
Review application status and click continue to return to main page.
Repeat these steps as needed to create another application.

What’s included with my HCE registration?

Who operates the HCE?

The HCE is operated by the State’s Portal Manager, Tyler Hawaii, a subsidiary of Tyler Technologies. Questions on the registration process or revisions to a current registration should be directed to technical support at (808) 695-4620.

When is the HCE Certificate of Vendor Compliance used?

The HCE Certificate of Vendor Compliance is used to show proof of compliance upon award of contract and for final payment on a contract as required by HRS §103D-310, HAR §3-122-112, and HRS chapter 103F. For acceptability of the HCE Certificate of Vendor Compliance for all non-contracting purposes, contact the requesting agency.

I can’t log in. Who do I call?

Contact technical support at (808) 695-4620.

I forgot my password. What do I do?

Click on Retrieve Password.
Input the email address that is registered with your account.
Immediately after submittal, you will receive an email.
Click on the button/link in the email and you will be prompted to create a new password.

Should you require additional assistance, please contact technical support at (808) 695-4620.

How do I view/print my certificate of vendor compliance?

Log in to your HCE account.
Select the business name of the certificate you wish to print.
Select “view/print certificate” on the right-hand side of the screen.

This is the certificate that can be submitted to the State or County agency. It can be printed out at any time and is updated daily.

How do I update my account information?

Login to your HCE account. Under ‘Your Applications’ click on the company name that you wish to update information for. On the next screen, select ‘Edit basic info’ to update the following sections:

Taxpayer FEIN
Taxpayer SSN
Hawaii Tax ID
State Department of Labor UI ID#
Mailing address
Phone number

To update other fields, contact technical support at (808) 695-4620 or email [email protected].

Company name changes done through the DCCA will not be reflected automatically in your HCE account. Log in to your account and select the ‘delete’ option and resubmit a new application under the new business name. This will require you to pay the $12 fee again.

What are the draft copies in my account used for?

The draft copies are there for your own record keeping. They are the clearance forms that have been electronically generated and sent to each department for processing. Do NOT submit draft copies.

I received a renewal notice, how do I complete the renewal process?

Log in to your HCE account.
You will see in red, “please renew” next to the company name. Select the “renew” option.
Review Data. Use the ‘Edit’ link of the section to make changes.
Certify and electronically sign application.
Select “renew” to complete the process.

When you complete a renewal, it automatically generates the required form(s) and electronically sends it to the appropriate department for processing.

There is no fee to process the renewals for the clearances. You will only be asked for payment if the renewal is for your annual subscription fee of $12 to use the service.

Should you need assistance with your renewal, contact technical support at (808) 695-4620.

I just did a renewal. Why did I get another email for renewal?

You will receive an email renewal notice 30 days prior to any application expiring. The applications are as follows: Hawaii Department of Taxation, Internal Revenue Service, Hawaii Department of Labor and Industrial Relations, and Hawaii Department of Commerce and Consumer Affairs. Each renewal email will state which application the renewal is for. Upon receipt of any renewal notice, login to your HCE account and complete the renewal.

How do I change the email address on the business application?

Create an eHawaii.gov Account with the new email address.
Send an email to [email protected] documenting your authority to have the primary email address be changed. Put HCE USER SWITCH in the subject line.
Include the following information on a company letterhead (if available):

a. If the business application is under an FEIN, please provide the FEIN and the company name.

b. If the business application is under an SSN, please provide the Applicant name and last four digits of the SSN. DO NOT SEND FULL SSNs via email.

c. The email must contain the following statement: ”I certify that I am a corporate officer, partner, guardian, executor, receiver, administrator, trustee or owner of this business entity and that I have the authority to execute this form with respect to the business, tax, and employment matters listed above.”

Why am I not compliant?

To find out why you are not compliant do the following:

Go to: https://vendors.ehawaii.gov/hce/login.html
Login
Select the status of the application you are not compliant with
Click ‘More Info’ for each agency you are not compliant with
You will see a popup with notes about your compliance

If you have further questions about your compliance then contact the agency you are not compliant with.

How long does it take to get my certificate of vendor compliance after I register?

It can take a newly registered vendor about 10 business days to receive their compliant status. Time may vary depending on each department.

Are expedited services available?

Expedited services are not available at this time.

How long are certificates good for?

State and County agencies are required to conduct business with only compliant vendors. The HCE provides your current compliant status. It is best to complete all renewals in a timely manner and maintain compliance with each respective department.

My company is an out-of-country company (non-USA company). Can we use the HCE?

International vendors are allowed to use the HCE system provided they have a Federal Employer Identification Number (FEIN). The FEIN is issued by the United States Federal Government and is used to identify companies within the HCE system.

What is Form 8821?

IRS Form 8821 allows the IRS to post your compliant status on the HCE system. Form 8821 is pre-populated when printed from the HCE website and no changes shall be made to the form or the appointee information. Form 8821 includes verbiage on the form that it is “for the purposes of receiving a tax clearance or denial online;” form 8821 is specific for HCE to allow for the sole disclosure of the taxpayer status: compliant or not-compliant. The IRS independently reviews the taxpayer’s records and manually inputs each taxpayer’s compliance status into the HCE; taxpayer records are not disclosed to Tyler Hawaii.

Are State and County agencies able to access my Certificate of Vendor Compliance?

Yes. State and County agencies are able to access the HCE to print a vendor’s most current Certificate of Vendor Compliance.

I’m currently a state/county employee whose procurement responsibilities require me to verify proof of vendor compliance. How do I obtain access to see if a vendor is registered in the HCE and print the Certificate of Vendor Compliance?

Create an eHawaii.gov Account
Contact your HANDS department administrator for access.

How do I know my information will be kept safe?

Security is of the highest priority to us and our site has taken many measures to enhance security. We have a proactive security approach to identify and implement internal policies, hardware and software solutions, and industry-leading audit features. We are held to high security standards and utilize encryption for all sensitive and personal information traveling between your browser and our server, which is encrypted with SSL technology. View our full Security Policy.

I have more questions, where can I get answers?

Registration questions – contact technical support at (808) 695-4620.

State and County employees – contact the State Procurement Office at (808) 586-0554.

Not compliant status questions – contact the respective department for assistance. Department contact information can be found under Contact Information.

Health and Human Services

What is an RFI?

An RFI (Request for Information) is a tool used to gather, share and clarify information when state agencies conduct planning activities for health and human services.

Is a public notice for an RFI required?

Yes. Notice of the RFI shall be placed on the procurement notices page. It is not required to place a notice in the newspaper.

Reference section 3-142-202 (a), HAR.

Can a purchasing agency place notice of an RFI in the newspaper?

Purchasing agencies have the option of placing a notice of the RFI in the newspaper in addition to posting the notice on the PNS website. When doing so, the price list for placing public and procurement notices in the newspaper shall be followed. Please refer to the pricelist for public and procurement notices.

What can be addressed in an RFI?

An RFI can address any subject relevant to a state agency planning activities such as, the goals and objectives, target population or clients to be served, services that are necessary to reach the goal, service specifications, feasibility issues, or cost factors.

Reference section 3-142-202 (b)

Does an RFI require a meeting?

No. An RFI can be conducted via fax, e-mail or mail or any other method you choose. It can even be done via your website. Notice of the RFI must be posted on the Procurement Notices (PNS) website.

Who may be invited to respond to the RFI? Does every provider have to be invited to respond?

Because an RFI shall be posted on the Procurement Notices (PNS) website, you will hopefully have a reasonable exposure to interested parties. In addition, an RFI may be sent to any knowledgeable person or entity that the purchasing agency deems advisable. Keep in mind the principle of open government. A purchasing agency would not want to invite only one or two providers if there are other providers or stakeholders interested in the target group or service. Remember also that an RFI is not just for provider input but also for input from consumers/clients/users, community groups and other interested parties.

Reference: HAR Sections 3-141-407, 3-142-202(a), 3-142-202(c), and 3-142-202(d)

If a provider participates in an RFI are they then excluded from responding to the solicitation?

No. Collaboration with private providers is encouraged in state planning activities to facilitate efficiency, responsiveness and organization in meeting the health and human service needs of Hawaii’s people. Uncompensated provider participation is encouraged. Keep in mind that collaboration does not constitute an exemption from anti-competitive practices.

Reference section 3-142-203, HAR

What are some ways to ensure that interested parties are aware of the RFI?

As a state agency with a history of serving a particular population or addressing a particular problem you probably have access to most of the interested parties. Some sources for reaching interested parties are: advisory groups, task forces that address the client population or the issue being addressed, professional organizations or professional publications. Private providers and other interested parties may also call state purchasing agencies for the services in which they are interested and let them know they are interested in participating in future RFI’s. Remember, placing a notice of the RFI on the PNS website is required.

What must an RFI include?

There are 6 elements that must be included in an RFI:

Name of the agency issuing the request.
A description of the information being sought. The more specific the questions, the more likely respondents will address the areas about which you have concerns.
The procedure for responding. (Place and location of a meeting, address to send comments, etc.)
A statement that participation is optional, and is not required to respond to any subsequent procurement.
A statement that neither the purchasing agency nor the interested party has any obligation under the request for information.
If applicable, other means by which the request for information is being solicited, such as an oral presentation, meeting, telephone survey, electronic media, or any combination of these methods.

(See: Is an RFI limited to the competitive (RFP) method of procurement when issuing an RFI pursuant to the special procedures in section 3-143-614, HAR)

Reference section 3-142-202 (c), HAR

How often should an RFI be conducted?

An RFI shall be conducted each time an RFP is prepared. Depending on the complexity of the service or the issue being addressed, it may be advisable to conduct more than one RFI for an RFP. For instance, one RFI might be conducted early in the process to obtain feedback on a configuration of services a state agency is considering. After obtaining feedback and analyzing it, a second RFI containing a draft of service specifications may be issued to obtain additional feedback.

Reference sections 3-142-202, and 3-142-302, HAR

We conducted an RFI, issued an RFP, could not make an award, and plan to re-solicit the services immediately. Do we need to issue another RFI?

In this case, you would not need to issue another RFI. However, if you need feedback for any of the modifications, you may want to consider another issuing RFI.

Is an RFI limited to the competitive (RFP) method of procurement?

No. An RFI can be used with other methods of procurement as well. For instance, if a state agency is contemplating a restrictive purchase of service, issuing an RFI may help to discover whether other providers are interested in providing the service. Note that conducting an RFI without additional efforts/justification is not sufficient for a restrictive purchase of service.

I heard we could issue an RFI whenever federal funds are involved and not have to conduct an RFP afterwards. Is that true?

No. It is NOT true. Federal funding does not constitute an exemption from procurement. However, there are times when special procedures may be used. This occurs when a purchasing agency wishes to apply for federal funding that is competitive and there is a requirement/preference that providers be named in the grant application. There is not enough time to issue an RFP from the point at which the grant is announced until proposals/applications are due so special procedures are authorized in section 3-143-614, HAR. A purchasing agency may conduct an RFI in those circumstances. The RFI must include the following:

The name of the state agency issuing the request
A statement that the request is being issued for the purpose of including a provider or providers in a federal grant application which may result in a contract with the provider(s) if the state is awarded
A description of the service or services being sought
The criteria by which applicants will be evaluated for selection; The deadline by which responses to the request for information shall be submitted and the method
Any other requirements that the purchasing agency deems relevant to the request

Reference: HAR Sections 3-142-202(f) and 3-143-614

How far in advance of issuing an RFP should we conduct an RFI?

The RFI is for the purpose of obtaining community input whenever an RFP is developed. Depending on the information you are seeking, when the RFP is held may vary (see: How often should we conduct at RFI?). Generally, we have found that RFIs held between 2 and 9 months prior to the notice for an RFP tend to be the most useful.

Does the notice of the RFI have to include a contact person?

Yes. List the name of the contact person, and contact information (at least phone number, e-mail address, etc.). In order to get quality feedback, respondents will probably need clarification and will have questions.

I have a document with additional/more specific information that is needed in order to respond to the RFI. How do I make it available?

There are a number of ways you can get additional information to interested parties. You can do any combination of the following.

Post it on your office or department website and indicate the website address in the notice.
Post it on the Procurement Notices for Solicitation website.
Include a name and phone number or e-mail address where they can request the document and you can e-mail it or mail it.

Do RFIs have to have a number and name? Can I use the same number and name as my RFP?

Having an RFI number and name makes it much easier to refer to and find on the PNS. You may have more than one RFI and at times there can be many RFIs on the procurement notices website. You can use the same number as the RFP, but change it a little or make it clearly identifiable that it is an RFI and not an RFP. One way is to include “RFI” in the number.

When posting on the Procurement Notices for Solicitations website should I indicate that this is an RFI?

Yes! Enter “Request for Information” as the first thing in the description box. If you are attaching a document with additional information, ensure it indicates that it is an RFI at the beginning of the document.

Should I complete an Attestation Form (SPO-020)? What should I do with it? Do I need to keep it?

Yes. Place it in your procurement file. Also, print a copy of the notice from the web on the first day it appears, in the same way as you would for a solicitation notice. Keep it in the procurement file. This is part of the documentation.

I have already posted my notice and a document with additional information. How do I post the agenda for the RFI meeting?

The current procurement notices for solicitation site allows you to post more than one document.

Where can I see examples of RFIs that were previously conducted?

The procurement notices for solicitations site keeps an archive of recent notices.

Should a summary of the RFI results be posted? If yes, does SPO have a website where we can post the results?

Agencies are encouraged to post the RFI results summary on their departmental website. SPO does not have a site for posting RFI summaries.

We received a response to our RFI after the submittal due date. Can we still accept it?

Yes, accept it. Unlike the RFP process, the RFI is not a formal process. Although a due date for RFI responses is set, it doesn’t prohibit you from accepting responses received after the due date.

Are RFI responses public information?

Unless the information provided is confidential or proprietary, the responses are public record.

HIePRO

What is HIePRO?

HIePRO is the State of Hawaii eProcurement system, a system for issuing solicitations, receiving responses, and issuing notices of award. HIePRO is hosted by the Tyler Hawaii and has many features.

Is HIePRO being used for all solicitations? Can vendors stop checking the procurement notices website?

HIePRO is required for small purchase requests for quotes for goods, services and construction from $15,000 and above pursuant to HRS Chapter 103D, for the executive branch, the Judiciary and Hawaii Health Systems Corporation. Some agencies are also using HIePRO for Invitation for Bids. The State Procurement Office (SPO) conducts all solicitations on HIePRO including Invitation for Bids (IFBs) and Requests for Proposals (RFPs).

Not all CPO Jurisdictions (Jurisdictions with their own Chief Procurement Officer pursuant to HRS Section 103D-203) utilize HIePRO. Vendors should continue to check the procurement notices website for procurement notices of:

(Invitations for Bids) IFBs,
(Requests for Proposals) RFPs, and
Professional service method of source selection pursuant HRS Section 103D-304 and HAR 3-122, Subchapter 7.

State agencies using HIePRO include:

State Procurement Office
State Department of Accounting and General Services (DAGS)
State Office of the Attorney General (AG)
State Department of Agriculture (HDOA)
State Department of Budget and Finance (B & F)
State Department of Business, Economic Development and Tourism (DBEDT)
State Department of Commerce and Consumer Affairs (DCCA)
State Department of Defense (DOD)
State Department of Hawaiian Home Lands (DHHL)
State Department of Health (DOH)
State Department of Human Resources and Development (DHRD)
Hawaii State Public Library System (HSPLS)
State Department of Human Services (DHS)
State Department Labor and Industrial Relations (DLIR)
State Department of Public Safety (PSD)
State Department of Taxation (DOTAX)
State Department of Transportation (DOT)
Office of Hawaiian Affairs (OHA)
Hawaii Health Systems Corporation
Hawaii State Legislature
Office of the Legislative Auditor
The House of Representative
The Senate
Hawaii State Judiciary

Is there a fee to use HIePRO?

HIePRO is an unfunded initiative which means that no funds have been appropriated for the program. There is no cost for vendors to register or to submit quotes or bids. However upon award, the awarded vendor must pay Tyler Hawaii .75% of the original awarded amount, capped at $5,000, within 30 days. Variations to the award amount will not impact the fee due to Tyler Hawaii, unless the actual award amount is less than the original award amount. In these cases, the awarded vendor may contact Tyler Hawaii and request to pay based on the amended amount.

When the vendor receives a notice of award in HIePRO, HIePRO will automatically generate an invoice to the vendor. The vendor will have 30 days to pay Tyler Hawaii. Online payments are available in the application at https://hiepro.ehawaii.gov/payment.html

If a vendor is in HIePRO does that mean the vendor is compliant?

No, if a vendor is in HIePRO it is not a guarantee that the vendor is compliant. This is because vendor compliance status can change from day to day. HIePRO connects with Hawaii Compliance Express each time the vendor logs in.

What happens if a price quote is less than $15,000?

Agencies may solicit quotes using when it is known the cost will be less than $15,000 and it is permissible to award for less than $15,000 on HIePRO. There are a number of solicitations on HIePRO for less than $15,000.

Is HIePRO being used for SPO price and vendor lists?

Price and vendor list contracts are not on HIePRO. State and county agencies continue following the instructions of the particular price/vendor list contract.

Solicitations conducted by SPO to create statewide price or vendor list contacts are conducted on HIePRO.

What are commodity codes and what is my commodity code profile?

When you register in HIePRO, you will create a profile of your company including selecting from a list the categories of the goods, services and construction your company is interested in providing.

When you log in to HIePRO, the solicitations that fall within your profile are displayed rather than having to search through a long list of all solicitations. You can also view all HIePRO solicitations simply by clicking the search button on the solicitation tab without adding any criteria.

How do vendors view solicitations on HIePRO? Do vendors have to include all commodity codes in their profile?

No, vendors do not have to include all commodity codes in the vendor commodity profile.

From the HIePRO landing page (https://hiepro.hawaii.gov) log in and select search.
From the Solicitations tab, search for the solicitation using any of the search fields given, when the list appears select the Solicitation Number for the solicitation.
To view all solicitations, select the search button without selecting any of the search criteria.

See also: Is there a way to see what is being procured on HIePRO without having an account/logging in?

Is there a way to see what is being procured on HIePRO without having an account/logging in?

Solicitations open to all vendors and all awards issued on HIePRO are viewable without logging in.

On the landing page (https://hiepro.hawaii.gov) select the Public Search link.
From the Solicitations tab find the solicitation and select the solicitation number to view the current version of the solicitation including attachments.
From the Awards tab you may view all awards issued on HIePRO.

Vendors must log in to: submit a response to a solicitation, submit and view questions and answers and view the abstract of bids or quotes submitted after submittal deadline.

Is proof of compliance/compliance documentation required when using HIePRO?

Yes. Proof of compliance is required when a HIePRO solicitation is awarded. Registering in Hawaii Compliance Express (HCE) before responding to solicitations is the most efficient way to do that as it allows time for their compliance applications to be reviewed by the various departments determining compliance. See the Hawaii Compliance Express FAQ.

Can vendors access the abstract for a solicitation and see the quotes and vendors who submitted them? If so, when are they available?

After submittal due date and time, vendors may access the abstract for Small Purchase Request for Quotations (RFQ) and Invitation for Bids (IFB) only.

Log in, select Search,
On the Solicitations tab, select the Show Closed Solicitations checkbox
Find the solicitation and select it.
Select the Offers tab.

What can I do if I forget my password to access HIePRO?

From the HIePRO landing page at https://hiepro.hawaii.gov, select the Log In button.
On the right, under Support, select Retrieve Password and follow the instructions. There is a video and transcript directly below the Retrieve Password link to assist you.

Where can I find the answers to solicitation questions asked on HIePRO?

On the answers due date, the answers to the questions will be on HIePRO in the solicitation.

Log in and select search.
Find the solicitation and select the solicitation number
Select the Q&A tab.

Who can I call to ask questions?

HIePRO General Questions, Policy questions:

State Procurement Office

586-0554 or email [email protected]

Questions about a Specific Solicitation:

If the solicitation has a question and answer section, enter your question in that section. The answer will appear on the answer due date;
Contact the buyer or contact person as stated in the HIePRO solicitation.

Questions about Registering, How to Use HIePRO, Forgotten Password:

Tyler Hawaii:

phone: 808-695-4620
email: [email protected]
on the HIePRO (https://hiepro.ehawaii.gov/welcome.html ) landing page, select ‘Help Chat – online’ at the top of the page for online assistance.
Note: Tyler Hawaii is the vendor contracted by the State to provide the HIePRO application only and cannot to respond to any questions regarding procurement or a particular solicitation.

Inventory

Where is the inventory manual?

View the Inventory System User Manual (PDF).

Where are the inventory forms?

View the inventory management and excess property forms.

How are inventory decals obtained or purchased?

The department may utilize the SPO price list contract for inventory decals available under the price & vendor list contracts.

How is a computer package: CPU, monitor, keyboard, tagged with decals?

To strengthen departmental internal controls, a computer package may be tagged by assigning a decal number on each computer component: CPU, monitor and keyboard. Place the original decal on the CPU, and type or hand label other components under the same decal number.

How is the Maintenance Control Number (MCN) assigned for new properties in the Fixed Asset Inventory System (FAIS)?

The FAIS assigns the MCN between each active record numbers, which are set in 10 series or increments to add new property to the FAIS. The latest MDB report 020 or 033 provides a complete list of active MCN in the FAIS. Agency can assign numbers in between the 10 series or request additional MCN. To request additional MCN, send an email to [email protected] with the amount and the department or organization code which they will be used for (Refer to the Inventory System User Manual, inventory update process on page 9-6).

How is the inventory file updated in the FAIS?

The inventory file is updated by the department Property Custodian on form SPO-017A, Detail Inventory of Property. (Refer to Inventory System User Manual, chapter 9).

How and when are newly acquired properties reported to the FAIS?

Newly acquired property is reported on form SPO-017A, in the quarter of the fiscal year the agency receives the property or when the agency assumes responsibility for maintaining the property to update the FAIS. (Refer to Inventory System User Manual, chapter 6).

How often may form SPO-017A be submitted to report inventory transactions?

Form SPO-017A may be submitted as often as needed to report inventory transactions. Transactions are recorded to the FAIS based on the quarter update cycle (Refer to Inventory System User Manual, chapter 2 – Schematic Overview on page 2-3).

What documents do the agency need to attach with the SPO-017A?

The agency needs to attach all transfer documents (form SPO-026), any approved disposal applications with completed certificate of disposals (form SPO-034) for a unit cost equal and above $1,000, and any approved lost, stolen or damaged disposal applications for a unit cost equal and above $500.

Who submits form SPO-017A when a property is purchased with funding from a different division?

The division which has physical custody of the equipment submits form SPO-017A.

How is property, purchased with Federal grant funds, reported to the FAIS?

Property is reported via form SPO-017A regardless of the funding source.

How is computer software, purchased by downloading from the internet with no installation discs, reported to the FAIS?

The purchased computer software is reported via form SPO-017A regardless of whether the downloaded software has its installation discs or not.

How is a decal assigned for the computer software, purchased by downloading from the internet with no installation discs?

The actual decal is assigned on a separate documentation with property information, such as organization code, property code, item class, fiscal year, acquisition value, and other applicable information.

We purchased an upgrade to a computer software. How is this cost added to the FAIS?

The upgrade cost of computer software is added to the original price of the software, and the description of the listed software has to be changed to identify the new or upgraded version (Refer to Inventory System User Manual, chapter 5).

What are MDB reports?

MDB reports are the generated printouts from the FAIS. There are 3 major MDB reports:

MDB012: Inventory Transaction Register, is generated quarterly for any Departments that have inventory transactions during the quarter (Refer to Inventory System User Manual, chapter 9).
MDB033: Detail Inventory of Property, is generated annually around February for all departments, used to conduct the required annual wall-to-wall physical Inventory (Refer to Inventory System User Manual, chapter 11).
MDB020: Annual Inventory Report of Property, is generated annually around August for all departments, used to complete form SPO-017B, Annual Summary of Inventories Report (Refer to Inventory System User Manual, chapter 10).

Are the MDB020 and/or MDB033 available in Excel format?

Yes, the electronic file may be requested through email to [email protected]; include the department or organization code in the email request.

What are error codes on the MDB report 012?

Error Codes, which appear in the far right column of the MDB report 012, Inventory Transaction Register, are generated by the FAIS to describe the nature of each transaction error or rejection. Most errors are caused by inputting property data such as organization code, maintenance control number, property code, acquisition cost and other data that do not match with property data in the FAIS. The latest MDB report 020 or 033 provides the FAIS property data information. Chapter 9 of the Inventory System User Manual contains various error code descriptions to identify the errors.

Does an error code need to be corrected? How is the error code corrected?

The need for correction depends on the nature of each transaction error or rejection. The error code does not need to be corrected if the transaction has been recorded to the FAIS, such as a duplicate transaction. The error code needs to be corrected if the transaction has not been recorded to the FAIS, such as a transaction removal with an incorrect maintenance control number. The error code is correctable by submitting form SPO-017A, Detail Inventory of Property.

How is the excess property posted on the SPO website?

Complete form SPO-019, Excess State Property, to post the excess property on the SPO website (Refer to Inventory System User Manual, chapter 7).

Is there a listing of companies or organizations that provide information on recycling or e-waste services?

Yes, a full listing of recycling resources by county is available on eHawaii.gov.

Which Department Heads of the State Executive Branch can approve the disposal application? Which type of disposal shall not be delegated to anyone else?

For executive departments excluding:

Office of Hawaiian Affairs
University of Hawaii
Department of Education, but not excluding Hawaii State Public Library System and
Hawaii Health Systems Corporation

Department Head approves disposal application for:

Disposal application for all non-expendable state property having a unit cost of $1,000 or more and a useful life of more than one year.
Weapons, works of art, historical treasures, land, and interest in land (before submitting disposal application for land and interest in land, disposal approval must be obtained from the Department of Land and Natural Resources, except agencies that is exempt by statutes).
Lost, stolen or damaged state property having a unit cost of $500 or more.

Refer to the Procurement Circular 2014-17(A), Amendment 1 for more information.

Who approves the disposal application for all state property having a unit cost below $1,000 and lost, stolen or damaged state property with a unit cost less than $500?

The Department Head or Department Designee approves for all state property having a unit cost below $1,000, including supplies (except weapons, works of art, historical treasures, land, and interest in land), and lost, stolen or damaged state property with a unit cost less than $500.

Refer to the Procurement Circular 2014-17(A), Amendment 1 for more information.

Who approves the disposal application for other jurisdictions?

For other jurisdictions, their respective Chief Procurement Officers (CPO) approves the disposal application.

What is a Property Custodian?

Property Custodian is a Department Designee delegated by the Department Head. See previous Q&A regarding disposal application that can be approved by the Property Custodian/Department Designee.

How does the department head change the delegated Property Custodian with the SPO?

Changes to the delegated Property Custodian may be made by submitting a completed form SPO-017Btrans, Property Custodian Delegation of Authority.

Procurement Wizard

Wizard FAQs Coming Soon

The Wizard just launched please stay tuned for FAQs as we receive feedback from the website.

Visit the Wizard at https://spo.hawaii.gov/procurement-wizard

Surplus

How does an agency offer State property to the Surplus Property Office?

The agency shall submit the “2023 Offered Item(s) Descriptions” form via email to [email protected]. Leave blank any fields not applicable for the offered item. Offerings via telephone are not acceptable.

Notation: Any state property with remaining useful life and/or still in working condition must be posted on the Inventory Excess State Property List for at least one month before being offered to the Surplus Property Office. Please attach a copy of the Inventory Excess State Property List, which shows the state property has been posted for at least one month, with the offering email.

If the Surplus Property Office refuses the offering, what documents must be submitted as part of the disposal application package to the Inventory Management Office?

The agency shall include the following documents, along with its SPO-017A, to the Inventory Management Office:

Completed “Offered Item(s) Description” form
Complete email correspondence with the Surplus Property Office
Copy of the Inventory Excess State Property List indicating the State property has been posted for at least one month (if applicable)

Notation: This correspondence does not replace the requirements of Surplus Property Office information on the Disposal Application as stated on Chapter 8 of the Inventory System User Manual.

If the Surplus Property Office accepts the offering, what documents must be submitted to the Surplus Property Office

The agency shall submit the following to the Surplus Property Office:

Completed and approved Disposal Application
Certificate of Disposal (Form SPO-034)
Copy of the Inventory Excess State Property List, which shows the State property has been posted for at least one month (if applicable)

What happens with these submitted documents?

Surplus Property Office will sign and date next to each accepted item on the Disposal Application as a receipt for the disposed State property(s).

Upon signing, Surplus Property Office will retain a copy of the documentation and return the original documents to the offering agency for further processing.

Notation: Depending on the agency’s departmental internal policy, the Surplus Property Office may or may not sign the Certificate of Disposal as the disinterested participant/witness.

If the Surplus Property Office accepts the offering, what documents must be submitted as a part of the Disposal Application package to the Inventory Management Office?

The agency shall include the following documents, along with its SPO-017A, to the Inventory Management Office:

All of the completed, approved and processed documents mentioned above
Email correspondence with the Surplus Property Office
Copy of the Inventory Excess State Property List, indicating the State property has been posted for at least one month (if applicable)

Notation: This correspondence does not replace the requirements of Surplus Property Office information on the Disposal Application as stated on Chapter 8 of the Inventory System User Manual.

What State properties are not accepted by the Surplus Property Office?

Surplus Property Office will not accept the following State properties:

Land and Interest in Land
Weapons (handguns, rifles, and other explosive devices)
Works of Art and Historical Treasures
Land Improvements
Buildings and Building Improvements
Infrastructure
Electronic equipment 10 years or older: Monitors, Computers, Printers, and Scanners
Any four-legged base chairs, due to safety concerns
All press wood furniture
Furniture that needs to be dismantled for transportation
Computer Software

In lieu of emailing the Surplus Property Office, agencies may print and attach OR copy and paste this Q&A section, circling the applicable bullet(s), with their Disposal Applications when requesting a disposal approval for the items mentioned above.

The required Surplus Property Office information, as stated on Chapter 8 of the Inventory System User Manual, may be replaced with the notation: “See attached Surplus Q&A for the unacceptable state properties”.

Notation: For audit purposes, the name and signature of the disposing agency’s personnel who reviewed this part of Q&A and declared that all items on the Disposal Application are the unacceptable items mentioned above, shall also be included on the Surplus Property Office information.

The Surplus Property Office accepted our agency’s State vehicle. What is next in the process?

Please follow the steps below to turn in your agency’s State vehicle:

Make an appointment to deliver the vehicle to 729 Kakoi Street, Honolulu, HI 96819
Have your agency’s authorized staff sign as the transferor/seller on the following sections on the Certificate of Title:
- Notice of Transfer (Top) – Sign and fill out address
- Section A – Assignment of Title by Seller (bottom) – Sign, Printed Name and Title

Notation: Please do not write anything on the Name and Address of New Owner section.

Remove all official State property, i.e., State seal, decal, and license plate from the vehicle. Then, submit the completed Certificate of Title as instructed above along with the vehicle’s registration

Our agency’s State property(s) is broken, not in a working condition and/or damaged, but the property(s) is not on the unacceptable State propertieslist as mentioned above. Is the agency still required to offer the State property(s) to the Surplus Property Office?

Yes, the agency is still required to offer the State property(s) to the Surplus Property Office. The Surplus Property Office will evaluate and analyze the condition of the State property and make the final decision whether or not to accept the property.

Will the Surplus Property Office sign any “after the fact” disposal documents?

No. The Surplus Property Office will not sign any “after the fact” disposal documents.

Our agency’s State property(s) is not reported to the State Fixed Asset Inventory System (FAIS). How does the agency offer the State property(s) to the Surplus Property Branch?

This depends on whether the property(s) is considered a reportable State property pursuant to Chapter 5 of the Inventory System User Manual. Please email us at [email protected] to discuss the matter.

What will happen to the accepted State excess property(s)?

The State excess property(s) will be displayed in the State Surplus Property Office warehouse to be potentially acquired by any eligible organizations, such as: government agencies, non-profit education and public health organizations, homeless providers, drug rehabilitation centers, elderly care providers, and Small Business Administration (SBA) 8(a) contractor firms, for a service and handling fee.

Why does the Surplus Property Office assess a service and handling fee for the eligible organizations?

The Surplus Property Office is self-supporting and does not receive any State general or federal funds. Service and handling fees are assessed to cover personnel and operational costs

What happens to the Surplus excess property(s) that is not acquired by any eligible organizations?

Surplus excess property(s) will be posted on the SPO Surplus Public Auctions website. All proceeds go towards funding and supporting the Surplus Property Program in Hawaii.

Training

Training Portal (LMS): How do I download my transcript for DHRD’s Adobe Learning Manager?

For instruction, please go: https://experienceleague.adobe.com/en/docs/learning-manager/using/learner/settings

Training Portal (LMS): I did not receive a confirmation email after I completed a course. Where is it?

DHRD LMS (Primetime Hawaii/Captivate Prime) does not send confirmation emails. SPO accepts transcripts as proof of completion.

Training Portal (LMS): How do I log-in without a State of Hawaii email account?

If do not have access to DHRD’s LMS, please contact [email protected].

Training Portal (LMS): Log-in Problems – Why am I having trouble logging in?

What is your error message?

Error Message: ” Error: Your Current Session has expired. Please log completely out of your portal and log back in and then access the learning platform.”
- Solution: Clear your cache or switch to a different browser

Error Message: “User Not found”
- Are you a new employee, an 89-day hire, city & county employee, or non-executive branch employee?
  - New employees: there may be a wait time of 2-3 days (This depends on when your department enters your information into DHRD’s HRMS).
  - City & County and non-executive branch employees, please contact [email protected]

I am not sure which position level I am. How do I know which workshops to take?

The position levels are described with examples. You must attend all workshops mandatory for any method of procurement in which you have a role in conducting, reviewing or approving the procurement.

For instance, if you never have a role in conducting, reviewing or approving construction procurements, the workshops relating to construction are not mandatory:

SPO 130- Construction Procurements
SPO 185- Prevailing Wage, Certified Payroll & Contracting Agency Responsibilities.

Note: Departments may require personnel to attend workshops that are not SPO requirements and may also require personnel to repeat workshops at specified intervals. Check with your department.

Executive branch agency personnel conducting procurements must have written delegated procurement authority (Completed and submitted form SPO-036 and SPO-036 transmittal.

If I move to another position or another office do I have to take the workshops over again?

You are not required to take workshops again because you have moved to a new position or office. It is recommended you attend workshops as a refresher especially if you have not conducted procurements for a year as some requirements have changed.

You are responsible for remaining current on the requirements for the procurements you conduct. You must also make sure you have documented delegated authority to procure. Check with your department.

If I am a Level 2 and my office never conducts, reviews or approves competitive sealed bids, do I still need to attend the workshops required for competitive sealed bids?

If you never conduct, review or approve solicitations for any particular procurement method (i.e. competitive sealed bids) attendance is not mandatory for workshops required for that procurement method.

Note: Your department may require attendance at workshops that are not SPO mandatory requirements. Check with your department.

Some workshops are mandatory for more than one procurement method. For instance, Insurance Requirements for Contracts (workshop No. 150) is mandatory for procurement methods for competitive sealed bids, competitive sealed proposals, and professional services.

Do I have to attend the Small Purchase workshop (No SPO 120) if I only purchase items from the SPO price/vendor lists?

If you only purchase using the SPO Price/Vendor lists, you are required attend the SPO Price and Vendor List/Cooperative Contracts workshop (No. SPO 190).

If you are responsible for the purchase when a request to purchase off the pricelist (permission to not use the pricelist is granted) you must attend the workshops mandatory for the method of procurement used to purchase the item.

Permission to purchase off the pricelist (not use the pricelist) requires that the purchasing agency utilize the appropriate method of procurement. Permission to purchase off the pricelist means only that the use of the pricelist is not required. It is not an exemption from procurement.

Personnel in Executive branch agencies must have delegated authority when purchasing utilizing any of the methods of procurement such as small purchases or competitive sealed bids, professional services, etc. (Completed and submitted form SPO-036).

Do I have to attend the Small Purchases workshop (No. SPO 120) if I purchase small items but never get quotes?

Yes. Even if you only purchase items whose total cost is less than $5,000 you must attend the Small Purchases method of procurement workshop. If you have delegated authority to conduct small purchase procurements for expenditures less than $50,000, you must be aware of the requirements and procedures.

Is the Construction Procurements Workshop (No. SPO 130) mandatory if I am a Level 2 but never conduct construction procurements?

The Construction Procurements workshop is mandatory for personnel conducting, reviewing or approving construction procurements.

Note: Certain types of repair and maintenance may fall into the construction area.

Departments may require personnel attend workshops that are not SPO mandatory requirements. Be sure to check with your department.

Is the Prevailing Wage, Certified Payroll & Contracting Agency Responsibilities workshop (No. SPO 185) required if I never conduct construction procurements?

Prevailing Wage, Certified Payroll & Contracting Agency Responsibilities workshop (SPO 185) is mandatory for personnel conducting, reviewing or approving construction procurements.

Note: Certain types of repair and maintenance may fall into the construction area.

Departments may require personnel attend workshops that are not SPO mandatory requirements. Be sure to check with your department.

Who must attend the workshop Understanding, Detecting and Preventing Anti-Trust Violations (No. SPO 127)?

Effective May 2009, personnel who conduct, review, or approve any method or procurement pursuant to HRS 103D or HRS 103F shall attend the workshop SPO 127-Understandfing, Detecting and Preventing Anti-Trust Violations.

It is recommended that all personnel who assist in the procurement also attend.

I see most SPO workshops are being offered as webinars. What is a webinar and why is SPO offering them?

‘Webinar’ is short for web-based seminar and is a presentation or workshop transmitted on the web. It is different than a webcast, in the ability to be interactive. Where a webcast is one way, (the presenter presents and attendees view and listen,) webinars are interactive. Presenters can conduct polls and ask questions and attendees can ask questions and have them answered in real time.

SPO conducts most workshops as webinars as the best way to meet training needs at a time when resources are very limited. It is the most cost effective and time-saving method for offering training (no travel time or expense). It enables more personnel to attend each session thus making training more accessible to those needing it.

For more information see About SPO Webinars.

Travel

What are the governing authorities relating to travel?

The governing authorities relating to travel include:

Collective Bargaining Agreements for the respective Bargaining Units Hawaii Administrative Rules, Chapter 3-10, Travel Rules Ethics Commission Memorandum (dated 3/3/92) Procurement Circulars No. 2007-03, and Amendments PC 2021-03, SPO Price List Contract No. 18-07, Commercial Car Rental Services SPO Vendor List Contract No. 23-09, Inter-island Airline Price Agreement Comptroller Memoranda:

CM 2012-15–Adjustment of Per diem for Meals Included in Conference Programs
CM 2020-27–Federal Per Diem Rate (CONUS)
CM 2020-30 for the 2021 Standard Mileage Rate Announced by Internal Revenue Service (IRS)
CM 1992-09–Travel Benefits Relating to Frequent Flyer Programs

Administrative Directives No. 12-02–Travel Per Diem for Cabinet Officials and Excluded Exempt Employees All references above (except collective bargaining agreements) are available on the travel procedures page.

What is per diem?

Per diem is a specific allowance for each day to cover the personal expenditures of a traveler, such as meals, lodging, tips, laundry and other expenditures.

What is the rate of per diem?

The current rate of per diem for overnight travel is $90.00 per 24 hours for intra-state travel, and $145.00 per 24 hours for out-of-state travel. In computing the per diem, the calendar day (midnight to midnight) shall be the unit. See table below for fractional parts of the day.

If time of departure or return is:	The departure day is:	And return day is:
12:01am – 6:00am	1 day	¼ day
6:01am – noon	¾ day	½ day
12:01pm – 6:00pm	½ day	¾ day
6:01pm – midnight	¼ day	1 day

How is per diem calculated for intra and out-of-state travel?

Intra-State Travel: In computing the amount of per diem, the official time shall begin 90 minutes before the scheduled flight departure time and shall end 30 minutes after the return to the employee’s home airport.

Out-of-State Travel: In computing the amount of per diem, the official time shall begin no later than twenty-four (24) hours prior to the time the employee is to be at work at the out-of-state destination. Per diem ends upon the return to the employees home airport.

Is per diem adjusted when lodging or meals are provided at no cost to the employee?

When lodging is provided, employee is entitled to subsistence (meal) allowance only as follows:

Breakfast – Breakfast shall be allowed if travel time begins before 8:00 am. Breakfast allowance is calculated at 8% of per diem.
Lunch – Lunch shall be allowed for departing travelers when travel begins before 12:00 noon; lunch shall be allowed for returning travelers when travel time ends after 12:30 pm. Lunch allowance is calculated at 12% of per diem.
Dinner – Dinner shall be allowed when travel time ends after 7:00 pm. Dinner allowance is calculated at 20% of per diem.

When meals are provided, per diem is adjusted at the prescribed rate:

Breakfast 8% of per diem rounded to the nearest dollar.
Lunch 12% of per diem rounded to the nearest dollar.
Dinner 20% of per diem rounded to the nearest dollar.

When meals are provided at no cost to the employee, the per diem allowance shall not be adjusted when meals are included in conference programs. There are two criteria that must be met to be accepted as a “conference program,” pursuant to CM 2012-15:

Must be sponsored by a governmental agency or an organization whose functions
are directly related to the State’s department or agency functions; and
Must be supported by published program that includes dates and agendas.

Are employees entitled to advance per diem?

Employees may receive advance per diem for official travel provided departmental procedures are followed. DAGS, Pre-Audit requires requests for advance per diem to be submitted at least 14 days prior to travel, accompanied by a completed and approved Travel Approval Form, including all applicable worksheets.

Are employees entitled to per diem for same day travel?

Most employees are entitled to meal allowance of $20.00 for same day travel.

How is per diem calculated when leave is added before or after the official travel?

When an authorized leave is added before or after official travel, the per diem amount shall be the same as if the authorized leave had not been taken.

When is it permissible to use the pCard?

The pCard shall only be used for authorized intra and out-of-state airline tickets, intra-state car rentals, registration fees, and other expenditures necessary to conduct official business. The pCard shall not be used for hotel accommodations, personal deviations, or out-of-state car rentals.

Why can’t the pCard be used for hotel accommodations?

Employees are entitled to per diem, which includes a hotel allowance; therefore, to avoid duplication of payment, the pCard may not be used.

What is the procedure to obtain intra-state airline tickets?

Pursuant to Procurement Circular No. 2007-03 and Amendments 1-5, intra-state air travel requires two (2) quotes for the most economical authorized itinerary and documented on form SPO-030A, Worksheet A (Airfare). Vendor List Contract No. 23-09, Interisland Airline Price Agreement is available to take advantage of discounts benefits. The pCard may only be used for an authorized itinerary. Employee is responsible for any additional cost due to deviation/personal preferences. There is no time requirement when an employee must be at the business destination. Employee should arrive at the business destination (applicable airport) in sufficient time to report for duty (i.e.business meeting, training etc). Justification why the most economical fare is not being used must be submitted on Worksheet A and submitted with the Travel Approval Form (TAF) for approval.

What is the procedure to obtain out-of-state airline tickets?

Pursuant to Procurement Circular No.2007-03 and Amendments 1-5, out-of-state travel requires a minimum of two (2) quotes from two different sources (i.e. travel agency, airlines direct, or online travel provider) for the most economical itinerary and documented on form SPO-030A, Worksheet A (Airfare). The pCard may only be used for an authorized itinerary. Employee is responsible for any additional cost due to deviation/personal preferences. Justification why the most economical fare is not being used must be submitted on Worksheet A and submitted with the TAF for approval.

Collective bargaining agreement states that “. . .employee shall be scheduled to arrive at the out-of-state destination (applicable airport) at least ten (10) hours before reporting for duty.” (i.e. business meeting, training etc.) Please refer to your respective collective bargaining agreement.

What steps should be taken to book airlines reservations if, upon receipt of the approved TAF, the selected air scheduled is higher than originally quoted.

Employee/travel coordinator must redo Worksheet A. Pursuant to Procurement Circular No. 2007-03 and Amendments 1-5, intra-state air travel requires two (2) quotes for the most economical authorized itinerary. Out-of-State travel requires a minimum of two (2) quotes for the most economical authorized itinerary. The final reservations made should match the most economical quote received, unless otherwise justified. Employee (or travel coordinator) need not use the same airlines (agency or online booking agency) when making final reservations. Employee (or travel coordinator) must do due diligence in finding the most economical fare. The TAF does not need to be amended for a change in airfare cost.

What steps should be taken to book airlines reservations if, upon receipt of the approved TAF, the original selection is higher than initially quoted and no other airline is cheaper?

Employee/travel coordinator must do due diligence and seek new quotes, documented on Worksheet A. If the original selection is higher than initially quoted and no other airline is cheaper the information must be reflected on Worksheet A. The TAF does not need to be amended for a change in airfare cost.

Are employees required to keep the boarding passes?

Boarding passes are required, as proof of travel, and submitted with the Statement of Completed Travel. Travelers may also use a copy of the electronic boarding pass.

When is the use of a car rental allowed for intra and out-of-state travel?

For intra and out-of-state travel, rental of cars shall be allowed where it would be impractical to obtain necessary transportation in government owned vehicles or privately owned vehicles on a mileage basis, and where public carriers are not available to the point visited. A cost analysis should be done to determine if the cost and benefits of a car rental outweighs public transportation, taxis, airport, and/or hotel shuttle alternatives. Car rentals should not be used solely on the basis of convenience.

Is there a price list contract for car rentals?

SPO Price List Contract No. 18-07, Commercial Car Rental Services, is a mandatory price list contract for intra-state car rentals only. Price list instructions are available on the SPO website.

There is no price list contract for out-of-state car rental services. Employee shall follow travel procedures pursuant to Procurement Circular No. 2007-03, and its amendments.

Are employees allowed to purchase car rental insurance?

Intra-State Travel: The State is self-insured, therefore, car insurance for intra-state travel is not required. An employee may purchase optional insurance, however, payment is the responsibility of the employee and no reimbursement will be permitted.

Out-of-State Travel: Employees may purchase collision damage waiver (CDW), which may also be called loss damage waiver (LDW) or physical damage waiver (PDW). Proof of purchase must be submitted to receive reimbursement. All other insurance options, i.e. personal accident insurance(PAI) and personal effects coverage, are the responsibility of the employee and are not reimbursable.

What are the procedures for making hotel reservations?

Pursuant to Procurement Circular No. 2007-03, a minimum of two quotes, from two different sources, are required and documented on the form SPO-030, Worksheet C. Quotes are not required if reservations are made at the conference hotel; check the appropriate box on Worksheet C.

What is excess lodging and how is it calculated?

Whenever lodging costs exceeds the applicable lodging/hotel allowance, employee is entitled to excess lodging. Excess lodging requires approval, documented on the TAF, prior to travel.

Excess lodging is the difference between the actual daily costs (including all mandatory taxes/fees) and the applicable allowance, multiplied by the number of days.

For example:

Intra-State – $89.56 (actual cost)- $50.00 (hotel allowance) = $39.56 excess lodging p/day
Out-of-State – $112.49 (actual cost) – $85.00 (hotel allowance)= $27.49 excess lodging p/day

How many pieces of checked luggage are authorized?

Employees are authorized one (1) piece of checked luggage of standard size and weight. Additional pieces of luggage may be allowed with sufficient justification provided on form SPO030, Worksheet A, and approved on the TAF.

Who is responsible to pay for checked luggage?

Employees are responsible to pay for their own checked luggage. Proof of payment (i.e. receipt) must be submitted to seek reimbursement. Refer to PL Contract No. 18-13, Inter-island Airline Price Agreement for waivers/discounts on checked baggage fees.

What are considered personal preferences?

Personal preferences are any deviation from authorized business travel. It includes, but not limited to, personal preferences for airlines, routing, stopovers, hotels, car type or size, and dates of travel.

Who is responsible to pay for personal preferences or deviations?

The employee is responsible for any additional cost due to personal preferences or deviations.

If the travel agency, airlines, or internet travel provider breaks down the cost of the airfare for authorized fare and personal deviation, the pCard may be used for the authorized portion only. If the cost of the airfare is not broken down, the employee is responsible to pay for the entire airfare and seek reimbursement of the authorized portion on the Statement of Completed Travel.

What is travel time off?

Travel Time Off is the result of an agreement between the Hawaii Government Employees Association (Union) on behalf of employees in Bargaining Units 2, 3, 4, 9, and 13 and the State. It compensates employees who are required to work outside their normal business hours.

Who does travel time off apply to?

Travel time off applies only to employees who would qualify for overtime pay and is only for same day travel.

How is travel time off calculated?

Calculations start 30 minutes prior to flight time and ends when flight returns to home airport. Travel time off is computed at one and ½ times, rounded to the nearest 15 minutes.

Example:

Employees regular hours: 7:45 am–4:30 pm

Travel Times: Departure: 6:05 am – Arrival: 6:41 am

Departure: 5:15 pm – Arrival: 5:51 pm

Calculations: 5:35 am to 7:45 am = 130 minutes

4:30 pm to 5:51 pm = 81 minutes

total = 221 (minutes unconverted times)

221 x 1.5 = 316.5 or 5.25 hours converted times

Are employees entitled to overtime pay when traveling?

Employees who qualify for overtime pay may be entitled to overtime pay when on official travel. Employee must be actively engaged in work (i.e. training, meeting, site inspection etc.) outside normal business days and hours to claim overtime. Travel time is not work time, even if travel occurs on a weekend.

Are employees allowed to accrue travel miles when on official business?

Travel benefits accrued on state business must be used for subsequent state business or transferred to another employee for state business. If the travel benefits are non-transferable it must be used for future State business. Travel benefits, earned on business travel cannot be used for personal travel.

What forms are required when requesting travel approval?

Travel forms include, but are not limited to:

Refer to Procurement Circular No. 2007 – 03 and its amendments for instructions. Please check with your department’s ASO for additional policies, procedures and forms.

What kind of services are included in ground transportation?

Ground transportation includes but not limited to taxis, airport or hotel shuttles, bus, rail, subway, ferry, and parking. All ground transportation costs are submitted on Worksheet D and approved on the TAF. Receipts are required to claim reimbursement.

Are employees allowed to claim mileage reimbursement when using their personal vehicle to travel to/from the airport?

If an employee, with the approval of the department head (or designee) finds it more practical to travel directly between home and the airport terminal, in conjunction with official inter-island travel, or out-of-state travel, the employee may be reimbursed for miles between home and the airport terminal which are in excess of the miles normally traveled between home and the regular place of business.
Mileage reimbursement is allowed to employees when travel between home and the airport terminal, if approved by the department head (or designee) occurs other than during the employee’s normal working hours.

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