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FAQs about UH Hilo Extramural Grant Funding

Frequently asked questions about Account Set-Up, _my_Grant, Personnel, Procurement, Proposal, Travel, and Contacts.

Account Set-Up

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

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

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

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

_my_Grant

Where may I find answers to _my_Grant FAQs?

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

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

Personnel

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

How do I hire an undergraduate student 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 Career Development Services.
    • 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* (e.g., paid vacations and sick leave, retirement). Refer to RCUH Human Resources policy 3.211 Student Employment for details.

*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 or through the Research Corporation of the University of Hawaii (RCUH).
    • Hiring through the UH Hilo: Contact the UH Hilo, Career Development Service
    • Hiring through RCUH : Two hiring options are available:
      • Student Assistant* 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* (e.g., paid vacations and sick leave, retirement).¬† Please refer to RCUH Human Resources policy 3.211 Student Employment for guidance.
      • Graduate Scholar*: These half-time (50% FTE) positions are similar to the UH MńĀnoa 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.

*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?

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 Hawai Ľi (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?

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.

Procurement

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:
  • 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?

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?

Proposal

Once the proposal is submitted to the sponsor, is it the responsibility of the PI/faculty member to check grants.gov for any messages or updates regarding the proposal?

Travel

How do I submit my travel request and/or obtain advance travel funds?

  • Several documents are required for the Travel Request (T/R) and to receive a Travel Advance. Approval of travel requests by the FA prior to departure is highly recommended to ensure the traveler is on official business travel and be covered accordingly.

    • Travel Request Only
      • Conference or meeting brochure (electronic or hardcopy) announcement/invitation/notification
      • Travel itinerary
    • Travel Request with Travel Advance
      • Conference or meeting brochure (electronic or hardcopy) announcement/invitation/notification
      • Itinerary
      • Out-of-pocket expense receipts (e.g., conference/meeting registration, airfare, lodging)
      • Federal allowable per diem for lodging, meals, and incidental costs will be included unless the FA is otherwise notified.
  • Go to the RCUH homepage and log in to the Financial Portal. Under “TRAVEL” select “Create Travel Request” and follow the prompts. Print the completed Travel Request Advance and attach the documents.¬†Once signatures have been obtained, forward the packet to UH Hilo Office of Research, Financial Administration, for review and approval.

  • Instructions for Travel Request Forms are available through the RCUH website.¬†The Travel Request Advance Form video is available through the RCUH Training Videos website.

How do I submit my travel completion report and get reimbursed for travel expenditures?

  • Several documents are required for the Travel Completion (T/C):
    • Boarding passes
    • Original receipts for travel-related expenses (e.g., rental car, rental car refueling, taxi, hotel, parking)
  • Go to the RCUH homepage and log in to the Financial Portal, where the Travel Request (T/R) was originated.¬†Under “TRAVEL” select “Create Travel Completion” and follow the prompts.¬†Print the completed Travel Completion and attach the boarding passes and receipts.¬†Federal allowable per diem rates for lodging, meals, and incidental costs are available through the US Department of Defense website.
  • Once signatures have been obtained, forward the packet to UH Hilo Office of Research, Financial Administration, for review and approval.
  • Instructions for Travel Completion Forms are available through the RCUH website.¬† The Travel Completion Report video is available through the RCUH Training Videos website.

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

Contact

Who do I contact if I’m not sure where to begin?

  • Mary Jo Riehm provides PI support primarily for single investigators initiating procurement and personnel transactions utilizing extramural funds.