School of Ocean and Earth Science and Technology

SOEST Fiscal Services

SOEST Internal Polices
UH Policies
RCUH Polices
ORS Policies
Tax Information
Export Control

From this page, you can access some commonly used UH, RCUH, and ORS policies. This listing is not meant to be all inclusive. Please visit the appropriate website for more information. A link to the websites is available in each section.

SOEST INTERNAL POLICIES

DELEGATION OF SIGNATURE AUTHORITY
Excerpt from EXCOM Meeting notes (7/19/2007):
6. Delegation of Authority

"Brian (Dean Taylor) noted that PI's of UH grants have BOR appointments. They have to make a rational delegation of authority when they are on leave. Whereas, for example, secretaries completing time sheets is reasonable, P.I.'s cannot delegate unrestricted authority to individuals such as non employees, undergraduates, graduate students, post-docs or lab techs. Inappropriate delegation of authority will not be accepted by the FO's. PI's on leave or otherwise unavailable should delegate authority to another Co-PI or faculty member. This policy needs to be observed else we are open to a material finding on our Federal audits, which will limit future actions of the PI, SOEST, and the University."

SUPERVISOR SIGNATURES ON SOEST OVERLOAD PAYMENT FORMS
1. SOEST internal overload forms for Graduate Assistants should be "certified" by supervising PI or their delegated signing authority if away on travel or leave

2. SOEST internal overload forms for PI's should be "certified" by Department Chair or their delegated signing authority if away on travel or leave

3. SOEST internal overload forms for Department Chairs should be "certified" by the Dean's Office

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UH POLICIES

PROCUREMENT
For the complete list of procurement related APM's, please visit http://www.hawaii.edu/policy/archives/apm/a8200.php.
A8.220: General Principles

-for Exempt Procurement, please refer to pages 16-20


A8.265: Specialized Purchasing

-for information regarding Meals and Refreshments purchasing, please refer to pages 14-15


A8.266: Purchasing Cards

-for Cardholder Responsibilities, please refer to pages 3-6

-for information regarding receipts and supporting documentation, please refer to pages 13-14

-for more information regarding P-Cards, visit http://www.hawaii.edu/oprpm/pcard/obtaincard.html



EQUIPMENT/INVENTORY
A8.506: Acquisition

-when purchasing equipment, please note use KFS equipment object codes

-once fabrication is complete, FA or PI must notify PFMO to reclassify the cost from fabrication to equipment

-for information regarding Fabrication, please refer to pages 2-3


A8.515: Physical Inventory

-UH decals are issued by PFMO, and the Property Custodian (PI) is responsible for physically affixing decal to the acquisition, refer to page 2

-for Disposal and Transfer of property, please refer to pages 2-3


A8.550: Capitalization

-for Definitions of Equipment, Controlled Property, Real Property, and Capital Lease, please refer to pages 1-2



TRAVEL
A8.851: Employee Out-of-State and Intra-State Travel

-for Travel Authorization Roles & Responsibilities, please refer to pages 4-5

-for Travel Advance Information, please refer to pages 7-8

-for Documentation Requirements, please refer to pages 19-20

-for more information regarding etravel, visit www.hawaii.edu/etravel



STUDENT EMPLOYMENT
For the complete list of UH Administrative APM's, please visit http://www.hawaii.edu/policy/?action=currentAp&policySection=ap.
A9.880: Student Employment

-for Student Employment Policies, please refer to pages 2-5

-for Student Employment Procedures, please refer to pages 6-8

-for Guidelines to Determine Pay Classification, please refer to pages 11-13

-for Student Assistant Payscale, please refer to page 14


E5.223: Graduate Assistants

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RCUH POLICIES

PROCUREMENT
For the complete list of RCUH Policies, please visit http://help.rcuh.com/Policies_and_Procedures.
2.100 Methods of Procurement

-for information regarding source selection methods, request for quotes, request for bids, etc.


2.107 Exempt Purchases

-for Exempt Purchases

-RCUH Policy 2.145 references UH APM A8.220 General Principles (see pages 16-20)


2.705 Prepayments

-for information regarding prepayments and clearing of an advance payment


Office of Naval Research Audit -- Implementation of Follow-Up Actions
Importance of Cost Price Reasonableness
-The above link has information regarding procedures that were implemented as a result of an ONR Audit in Sept 2005. The link also provides background as to why your FA questions Cost Price Reasonableness, and the importance of adequate Cost Price Reasonableness when procuring goods and services.

For the complete list of RCUH Procurement Policies, please visit http://help.rcuh.com/Policies_and_Procedures/2.000_Procurement_and_Disbursing.


CHARTERING OF MARINE VESSELS
2.404 Utilizing and Chartering Marine Vessels

-for information regarding insurance of UH and RCUH employees when chartering marine vessels

-September 26, 2007 Memo - Chartering Marine Vessels

-List of Insured UH Vessels



TRAVEL
2.603 Travel for UH and Other State Employees

-RCUH Policy 2.520 references UH APM A8.851 Employee Out-of-State and Intra-State Travel



WIRING FUNDS & PAYMENT TO FOREIGN VENDORS
2.706 Payment by Bank Check, Foreign Draft and Wire

-for Requirements & Restrictions for International Payments, please refer to Section B


2.012 Requirements When Paying Foreign Persons

-for information regarding requirements when making payments to foreign vendors



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ORS POLICIES

ORS APM's
For the complete list of ORS Polices, please visit http://www.ors.hawaii.edu/index.php/policies-a-agreements.
A8.910: Procedures for the Preparation and Submission of Proposals to External Sponsors and the Review/Approval Requirements for Sponsored Agreements

-for Proposal Format, please refer to pages 8-11 (Attachment A)

-for a Proposal Preparation Checklist, please refer to pages 13-17 (Attachment C)

-for Guidelines for Acceptance of External Awards, please refer to pages 18-21 (Attachment D)


A8.952: Advance Funding Accounts for Externally Financed Programs and Activities

-for Policies and Guidelines, please refer to pages 3-4

-for Responsibilities (PI, FA, ORS, etc.), please refer to pages 5-7

-for Procedures, please refer to pages 7-8


A8.954: Extramural Closeout Procedures

-for procedures, please refer to pages 4-8


A8.955: Sub-recipient Monitoring

-for sub-recipient and vendor definitions, please refer to pages 1-2

-for procedures, please refer to pages 3-4


For the complete list of ORS APM's, please visit http://www.hawaii.edu/policy/archives/apm/a8900.php.


OFFICE OF MANAGEMENT BUDGET (OMB) UNIFORM GUIDANCE
Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards

-Subpart A - Acronyms & Definitions

-Subpart B - General Provisions

-Subpart C - Pre-Award Requirements and Contents of Federal Awards

-Subpart D - Post-Award Requirements

-Subpart E - Cost Principles

-Subpart F - Audit Requirements



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TAX INFORMATION

TAX REPORTING OF SCHOLARSHIPS AND FELLOWSHIPS
whttp://www.fmo.hawaii.edu/tax_services/index.html

-for information regarding tax reporting of scholarships and fellowships

-for informational purposes only, should not be considered tax, financial, or legal advice


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EXPORT CONTROL

UH OFFICE OF EXPORT CONTROLS

www.hawaii.edu/offices/export/
What Investigators Need To Know:
Federal laws prohibit universities from exporting certain items or technology to foreign countries, or even merely disclosing certain information to foreign nationals in the U.S., without government approvals. Certain items or technology may not be accessed by foreign nationals as a matter of national security. Contact the UH Office of Export Controls for advice.

For more information regarding export controls, please refer to the export control training powerpoint.

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