• All proposals must be submitted via the Fiscal Office. The Fiscal Office will provide assistance with budgets and budget justifications. We will also provide assistance with electronic uploading of proposals to appropriate funding agencies.
• Proposals to federal sponsors are reviewed by the Fiscal Office and the Office of Research Services (ORS). The ORS Form 5 (www.hawaii.edu/ors) is required together with your technical proposal, budget and budget justification.
• Proposals to private industry sponsors that are a for-profit commercial entity and will be funded with the commercial entity’s private monies, small business innovation research (SBIR) funding or small business technology transfer (STTR) funding, are reviewed by the Fiscal Office and the Office of Technology Transfer and Economic Development (OTTED). The OTTED Form 5 (www.otted.hawaii.edu) is required together with your technical proposal, budget and budget justification.
• ORS and OTTED require a minimum of 5 days prior to sponsor deadline for review and submission of your proposals. Therefore, all proposal documents should be submitted to the Fiscal Office no later than 8 (eight) working days prior to sponsor deadline in order to allow adequate review by the Fiscal Office and ORS or OTTED. If proposals are submitted to ORS after their deadline, ORS will waive responsibility and proposals will be submitted without a complete review.
• PI’s should review their award documentation to ensure accuracy of terms and conditions. Any subsequent changes to the scope required sponsor approval. Requests for changes need to be routed to the Fiscal Office for submission to ORS. PI’s should also review their account statements to ensure accuracy of charges. Contract the Fiscal Office if any errors or discrepancies are noted.
• PI’s should monitor grant and/or contract expiration dates. Requests for no cost extensions must be submitted to ORS via the Fiscal Office.
• Expenditures are to be made within the budgeted categories. If you need to re-budget, the Fiscal Office can provide assistance. Submit all re-budget requests to the Fiscal Office for submission to ORS.
• PI’s should submit to the Fiscal Office in writing, signatory authority for Co-Investigator’s (Co-I’s) on their project. In the absence of the PI, and Co-I (if applicable), PIs should appoint another individual authority to sign on their behalf in their absence and provide the Fiscal Office with this information.
• Any leave BEYOND 90 days (i.e. sabbatical leave, sick leave, LWOP) MUST be reported to the sponsor of the research project. This information should be provided to the Fiscal Office for submission to ORS.
• As a general rule, office supplies and general computer supplies are NOT allowable costs on federal contracts and grants because these types of supplies are included in the Institution’s facilities and administrative (F & A) costs (also known as indirect costs).

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