Document Actions

For HePS awards, what documents must accompany the PO to pre-audit?

You will need:

The Award Summary Report (previously known as the PO summary report) from HePS required for any HePS purchase.
Compliance documents (from 1 to 3 documents ) for purchases over $15,000.

Award Summary Report

You can print this report after you have issued the Notice of Award in HePS.

Go to the Award history search, find and select the award. The Notice of Award will open.
Scroll to the bottom of the page, select the arrow on the dropdown box,
Select Award Summary Report (the last item on the dropdown box) and then Execute Action. The Award Summary report will appear.
Scroll to the bottom of the page and select Print Report.

Compliance Documents

Hawaii Compliance Express

If the vendor you selected was registered in Hawaii Compliance Express and compliant at the time you completed the award, a copy of the compliance is saved in HePS.

You can print it at the time you make the award (when you select the award button to select the vendor).

If you did not print it at that time, you will find you can still print the report from the same dropdown in step 2 above. Instead of selecting Award Summary Report, select Certificate of Compliance Report.

When the Vendor is not in Hawaii Compliance Express

When the vendor is not in Hawaii Compliance Express you may accept the following from the vendor:

Certificate of Good Standing from DCCA- (May be a copy. Must be dated within the last 6 months.)

Application for Certificate of Compliance... Form LIR 27, from DLIR (May be a copy. Date of approval must be within the last 6 months,)

State and Federal Tax Clearances, Form A-6 from DOTAX (Must have the colored stamps. Must be dated within 6 months of date received at pre-audit.
If it is a one-time payment or final payment and over $25,000 the tax clearance must be dated within 60 days of the date received by pre-audit.)

State Procurement Office