FAQs about UH Hilo Extramural Grant Funding

Where may I find answers to myGrant FAQs?

• Refer to the UH System, Office of Research Services (ORS) myGrant FAQ website for details.

Whom should I call if I have a question or problem entering myGrant information?

• Contact the ORS Helpline and/or contact the ORS Contract & Grants Specialist assigned to your unit .
• UH Hilo Director for Research and Collaboration: Toni-Ann Samio.

The sponsoring agency sent me a check for my award. What do I do with the check?

• Contact the ORS Contract & Grants Specialist assigned to your unit .

The award notice was sent to me. What do I do with the document?

• Contact the ORS Contract & Grants Specialist assigned to your unit .

How do I know my account has been set up and when can I start spending?

• You can check award status search on ORS web site sign in using your UH ID and password to check the status of your awards using the UH Office of Research Services’ Award Status Search .
• Any questions, contact ORS Contract & Grants Specialist assigned to your unit .

How do I issue a sub-award to my collaborators?

• Contact the ORS Contract & Grants Specialist assigned to your unit and/or refer to the UH System Office of Research Services (ORS) Subaward Process webpage for details.

How do I hire a post-doc to work on my project?

• Principal Investigators have the option of hiring through the UH Hilo or through the Research Corporation of the University of Hawaii (RCUH).
  • Hiring through UH Hilo: Contact the UH Hilo Human Resources Office.
  • Hiring through RCUH: The process starts with obtaining UH Human Resources approval to hire through RCUH by completing the online "Authorization to Acquire RCUH Employees" form, commonly referred to as "Attachment B." Refer to RCUH Human Resources policy 3.234 RCUH Recruitment (Regular Hires) for details.

How do I hire an undergraduate student to work on my project?

• Principal Investigators have the option of hiring through the UH Hilo Student Employment Office or through the Research Corporation of the University of Hawaii (RCUH).
  • Hiring through UH Hilo: Contact the UH Hilo Student Employment Office.
  • Hiring through RCUH: The student must be attending high school or be enrolled in college in a degree program. Student hires do not receive benefits ¹ (e.g., paid vacations and sick leave, retirement). Refer to RCUH Human Resources policy 3.211 Student Employment for details. ¹ All hires are subject to statutory fringe benefit charges for costs associated with the hire (e.g., unemployment insurance, FICA and workers compensation). Eligible employees will be entitled to other benefits. Refer to RCUH Human Resources policy 3.510 RCUH Fringe Benefits Schedule for details.

How do I hire a graduate student to work on my project?

• Principal Investigators have the option of hiring through the UH Hilo Student Employment Office or through the Research Corporation of the University of Hawaii (RCUH).
  • Hiring through the UH Hilo: Contact the UH Hilo, Student Employment Office.
  • Hiring through RCUH : Two hiring options are available:
    • Student Assistant ¹ at the graduate level: the student must be enrolled in college in a degree program and paid according to the RCUH Student Pay Scale. Students hired through this option do not receive benefits ¹ (e.g., paid vacations and sick leave, retirement). Please refer to RCUH Human Resources policy 3.211 Student Employment for guidance.
    • Graduate Scholar ¹: These half-time (50% FTE) positions are similar to the UH Mānoa Graduate Assistantship Program for limited term appointments (e.g., not to exceed one academic year). Students hired through this option receive limited benefits. The student must have been accepted into one of the UH Hilo master’s degree programs (other eligibility requirements apply). Refer to RCUH Human Resources policy 3.210 Hiring Options through RCUH for details. ¹ All hires are subject to statutory fringe benefit charges for costs associated with the hire (e.g., unemployment insurance, FICA and workers compensation). Eligible employees will be entitled to other benefits. Refer to RCUH Human Resources policy 3.510 RCUH Fringe Benefits Schedule for details.

How do I determine the appropriate wage to pay student assistants?

• The Attachment 2 from AP 9.880 ] has current pay scales for UH student assisstants.
• The Student Assistant Pay Schedule has current pay scales for RCUH student assistants.

What is the RCUH pay scale for full-time, regular hires?

• The pay scale for full-time, exempt and non-exempt regular employees is available in RCUH Human Resources policy 3.330 RCUH Pay Scale .

How do I hire full-time research assistants, technicians, etc. for my project?

• Principal Investigators have the option of hiring through the UH Hilo or through the Research Corporation of the University of Hawaiʻi (RCUH).
  • Hiring through UH Hilo: Contact the UH Hilo Human Resources Office.
  • Hiring through RCUH: The process starts with obtaining UH Human Resources approval to hire through RCUH by completing the online "Authorization to Acquire RCUH Employees" form, commonly referred to as "Attachment B." Refer to RCUH Human Resources policy 3.234 RCUH Recruitment (Regular Hires) for details.

How do I issue stipends to my student participants?

• Principal Investigators may request issuance of student stipends by processing a Disbursement Voucher through the UH Kuali Financial System (KFS).

What do I need to receive summer overload/salary from my project?

• For summer overload salary, the Principal Investigator completes UH Standard Form 6: Casual and Overload . Please contact your department/division/college’s secretary for information.

How do I arrange for a course buyout funded by my project?

• For course buy-outs, the Principal Investigator completes UH Standard Form 5B. Please contact your department/division/college’s secretary for information. Ideally, forms should be completed and returned to the department/division/college’s secretary at least four weeks prior to the requested start date.
• UH Hilo Course or Faculty Instructional Time Buyout Guidance

My vendor wants payment in advance of services. Can I process a payment if I haven’t received those services or goods? What do I need to do?

• This transaction involves a two-step process:
  • Document(s) required for the Purchase Order (PO):
    • Vendor’s quotation stipulating advance payment is needed
    • Competitive bids if the procurement exceeds established threshold
  • Document(s) required to generate the payment:
    • Vendor’s invoice
    • Complete the Request for Advance Payment and/or Deposit to a Vendor or Contractor form, also known as RCUH Attachment 47
• Actions required for this two-step process:
  • Go to the RCUH homepage and log in to the Financial Portal.
    • Under “PURCHASING” select “Create a PO” and follow the steps listed. Print the completed document, attach the required documents, and obtain the required signatures. After signatures have been obtained, forward the packet to the UH Hilo, Office of Research, Fiscal Administration, for review and approval.
  • After the PO is approved by the FA:
    • Return to the RCUH homepage and log in to the Financial Portal. Under “PAYMENTS” select “Make a Payment” followed by “Do you want to make a payment for an online PO” and request an “Advance Payment.” Follow the steps listed. Print the completed document, attach the required documents, and obtain the required signatures. After signatures have been obtained, forward the packet to the UH Hilo Office of Research, Financial Administration, for review and approval. Upon approval by the Fiscal Authority (FA), a check will be issued for the payment.

How do I process a reimbursement for purchases made with cash?

• Original receipts are required for cash reimbursements.
• Go to the RCUH homepage and log in to the Financial Portal. Under “PAYMENTS” select “Make a Payment” and “Submit a Request for Cash Reimbursement.” Follow the steps listed. Print the completed document and attach the receipt(s). Once signatures have been obtained, forward the packet to the UH Hilo Office of Research, Financial Administration, for review and approval.

Is there a reimbursement limit for purchases made with cash? What if my purchase exceeds that limit?

• Yes, the limit is for amounts less than $250.
• Amounts equal to or greater than $250 require prior approval from the UH Hilo, Office of Research, Financial Administrators.
• For after-the-fact expenditures such as this, it is recommended PIs work with the UH Hilo Office of Research, Financial Administration prior to making the purchase until familiar with procurement policies and procedures.

I did not submit a PO request but have received an invoice from the vendor. How do I process payment?

• Contact UH Hilo Office of Research, Financial Administration for assistance.

How do I purchase goods if the vendor will not accept a PO?

• The PI may pay for expenses out-of-pocket and request reimbursement.
• For purchases greater than or equal to $250, prior approval from UH Hilo, Office of Research, Financial Administration is required.
• Because reimbursement requests are subject to approval, it is strongly suggested for PIs to work with the UH Hilo Office of Research, Financial Administration for guidance prior to making the purchase until s/he is familiar with procurement policies and procedures and the allowability, allocability, and reasonableness of purchases made in this manner.

The vendor is asking that a credit application be completed. Who would complete that application?

• Please send a hardcopy or email the scanned, blank application to the UH Hilo Office of Research, Financial Administration along with a memo/email including:
  • Project account number to charge.
  • Requested credit limit.
  • FA will complete sections of the form and return it to the PI for signature.
  • PI returns signed form to FA who will forward it to RCUH Financial Services. RCUH Financial Services completes the form and negotiates any terms and conditions that may be unacceptable to RCUH. Upon completion, Financial Services forwards the form to the vendor.
  • The PI follows up with the vendor to confirm status of credit application request.

How do I generate a vendor agreement for services?

• A RCUH Agreement for Services is required to initiate the process. The PI completes the Agreement for Services template and upon completion, forwards the form to UH Hilo Office of Research, Financial Administration for review. Upon approval, the Agreement is returned to the PI to obtain the vendor’s signature and submission of online PO.

How do I know which object code to use?

• Object codes are based on the traveler's employment status (Employee = E, Non-Employee = NE, or Foreign Non-Employee = FNE) and destination (In-State = IN ST, Out-of-State/U.S. Territories = US&TERR, or Foreign).
• Per diem includes lodging and meals and incidental expenses (M&IE).
• Transportation includes airfare, baggage fees, ground transportation, parking, and gas.
• Other travel expenses include registration fees paid by the traveler, internet, and package deals.

What are allowable & disallowable expenses?

• Visit UH eTravel for a comprehensive list of allowable and disallowable expenses.

Can I pay for travel expenses for non-project employees?

• No.

What is a preboarding allowance?

• Travelers may claim a preboarding allowance (90 minutes for intra-state and 3 hours for out-of-state) by adding the time to the actual departure and notating the actual departure time in the internal comments box.
• Example: If the actual out-of-state departure time is at 8:00pm, enter 5:00pm as the departure time and indicate that the departure time includes 3 hours of preboarding and the actual departure time is 8:00pm in the internal comments box.

What is backcountry travel?

• Backcountry travel is when an overnight absence is needed but commercial lodging and food establishments are not available, typically in remote areas. A meal allowance for breakfast, lunch, and dinner should be provided based on the departure and return times. View RCUH Attachment 12 for the current rates.

Are there additional travel resources available?

• UH eTravel has answers to additional FAQs .

I included financial support for a student/participant in my budget. What type of information do I need to include on the award letter?

• The award letter should be printed on letterhead and include the course/event description, reason for the selection, any expectations, source of funds, costs covered, taxability, etc. An Award Letter Template is available and the WH-1 Statement of Citzenship & Federal Tax Status is located on the UH Disbursing Forms website .