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Description |
Best Practices Guidelines |
Required Deadlines |
Comments |
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Consulting: |
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Form 641 and Form 100 entered in CDIS and placed in file |
Entered within 24 hours |
Entered within 48 hours |
Form 641 required by SBA; Form 100 by Hawai`i SBDC Network |
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Form 1062 with narrative entered in CDIS and in file |
Entered within 24 hours |
Entered within 48 hours |
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Determination of client eligibility |
Prior to 2nd meeting with client |
Prior to 3rd meeting with client |
Does not require separate documentation. |
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Exception to client eligibility |
Prior to 1st meeting with client |
Prior to 3rd meeting with client |
State Director approval in writing required |
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Determination of economic impact |
Immediately following 5 hours of consulting |
Immediately following 10 hours of consulting |
Determined by consultant according to policy. (See Consulting.) |
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Permission for a case to exceed 50 hours |
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Prior approval required |
Associate State Director approval needed in writing |
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Closing of inactive cases |
Within 60 days following last substantial activity |
Within 90 days following last substantial activity |
SBA Requirement: 120 days from last contact |
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Training: |
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Signed co-sponsorship agreement in Center |
Prior to training event |
On day of training event |
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Signed conflict of interest form in Center |
Prior to training event |
On day of training event |
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Training file with Forms 888 and 201 received at State Office |
5 working days after training event |
5 working days after month end |
If Guideline missed, must notify Network Services |
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File completed in CDIS |
5 working days after training event |
Last day of month |
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Monthly training report completed on CDIS |
Last day of each month |
5 working days after month end |
Should include 12 month projection of training events |
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Reporting to State Office: |
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Internal Financial Report |
5th day of each month |
10th day of each month |
Prepared by Network Services for the State Office |
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Quarterly Performance Reports |
15th day of each new quarter |
20th day of each of new quarter |
Send to Associate State Director who will distribute |
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Annual Center Action Plan |
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December 31st of each year |
Required of all centers and departments |
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Annual Professional Development Plan* |
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January 31st of each new year |
Required of all staff |
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Annual staff evaluations by staff supervisors |
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May 1st of each year |
Under the direction of the ASD |
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Annual 360-Degree Staff Feedback Evaluation |
By November 30th of each year. |
By December 31st of each year. |
Results to be reported back to all staff within one week. |
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Individual Professional Development Reports |
5 working days following return from event |
10 working days following return from event |
Post on Bulletin Board (by email, if no Bulletin Board) |
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Financial Transactions: |
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Time reporting |
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Day prior to last day of pay period |
Each center is responsible for their own reporting |
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Program income deposits |
Immediately upon receipt |
Within 24 hours of receipt |
State Law |
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Program income reports |
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5th working day following month-end |
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Leave of absence report: |
As soon as need is known |
Prior to start of Leave of Absence |
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- Sick Leave notification |
Contact center (phone, fax, email) by 8:00 a.m. of day |
Contact Network Services by 8:30 a.m. |
Must notify Center and State Office immediately |
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- Vacation Leave form |
As soon as plans are made |
Prior to start of leave |
Approval of ASD or SD following director’s recommendation |
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- Other leave form |
As soon as need is known |
Prior to start of leave |
Approval of ASD & director’s recommendation |
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Petty cash |
5th working day of each new quarter |
5th working day after fiscal year-end |
More often if funds are low |
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Travel Request |
10 working days prior to trip |
5 working days prior to trip |
RCUH policy requires 10 days |
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Travel-Advance Request |
10 working days prior to trip |
5 working days prior to trip |
Less than 10 working days may not allow sufficient time to obtain advance prior to trip. |
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Travel Completion Report |
5th working day after trip ends |
7th working day after tip ends |
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Inventory (physical) |
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As requested by State Office |
Usually requested in October |
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Invoices (original) |
Immediately forward to Network Services
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Before payment request can be processed |
Must allow time to meet RCUH’s policy of net 30 day payments. |
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Pending financial transactions |
Initiate on-line transaction as soon as possible
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Initiate on-line transaction in 10 working days |
If deadline cannot be met, must request assistance |
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Unresolved financial transactions within Network. Services |
Resolve without involvement of State Director
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If not resolved within 5 days, notify State Director at once |
Notification required from all Network Services staff or others |
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Annual standing purchase orders |
Within 10 days following year end
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10th day following year end |
Must notify Network Services of delays |
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Transactions with original signatures and/or receipts |
Send to Network Services as soon as possible |
See above for each transaction type |
Transaction cannot be finalized until originals are received |
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State Office Management & Reporting: |
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Annual Strategic Plan Draft Revision/Development |
September 15th annually |
September 30th annually |
Professional Staff Council begins starting in Spring |
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Annual Strategic Plan Final Revision/Development |
November 15th annually |
November 30th annually |
Professional Staff Council completes at 4th Quarter meeting |
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Annual Staff Evaluations by Associate State Director and State Director |
May 10th of each year |
May 15th of each year |
Reported to RCUH by director of Network Services |
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Annual Stakeholder Action Plan |
September 30th annually |
October 15th annually |
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Annual Proposal to SBA |
Completed by “Draft” due date of approximately 8/06. |
Approximately August 20th of each year |
Dates are established annually in Program Announcement |
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Annual Reports to SBA |
80 days following the end of the year |
90 days following the end of the year |
Includes financial, impact, performance, & statistical |
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Quarterly Reports to SBA |
25 days following the end of each quarter |
30 days following the end of each quarter |
Includes financial, statistical, and semi-annual performance reports |
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Annual Proposal to Maui County |
May 30th of each year |
June 15th of each year |
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Semi-Annual Review of Centers by State Office |
By 4/15 of each year and 12/15 of each year |
By 5/05 of each year and 12/31 of each year |
Conducted by Associate State Director |
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SBA Program Income Report |
1/15 and 7/15 of each year |
1/30 and 7/30 of each year |
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See related topics in this section: