SOEST Fiscal Services

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."

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 11-12

A8.266: Purchasing Cards

-for Cardholder Responsibilities, please refer to pages 4-6

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

-for more information regarding P-Cards, visit https://sites.google.com/a/hawaii.edu/oprpm-pcard/purchasing-card?pli=1

A8.521: Property and Equipment Acquisition

-when purchasing equipment, please remember to use KFS equipment object codes. Object codes are determined by source of funding and ownership of equipment

-once fabrication is complete, FA or PI must notify PFMO to reclassify the cost from fabrication to equipment. For more information regarding Fabrication, please refer to Section C.

A8.540: Physical Inventory

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

A8.550: Capitalization

-for Definitions of Equipment, Controlled Property, Real Property, and Capital Lease, please refer to Section II. Definitions

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

-for Travel Authorization Roles & Responsibilities, please refer to Section III. Administrative Procedure (Section C)

-for Travel Advance Information, please refer to Section III. Administrative Procedure (Section F)

-for Documentation Requirements, please refer to Section III. Administrative Procedure (Section M)

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

A9.880: Student Employment

-for Student Employment Policies, please refer to Section III. Administrative Procedures

-for Guidelines to Determine Pay Classification, please refer to AP9.880-Attachment 1

-for Student Assistant Pay Scale, please refer to AP9.880-Attachment 2

E5.223: Graduate Assistants

-for Graduate Assistant Pay Schedule, please refer to Attachment A: Graduate Assistant Pay Schedule

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 2.107 references UH APM A8.220 General Principles (see pages 16-20)

2.705 Prepayments

-for information regarding prepayments and clearing of an advance payment

-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.

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

2.603 Travel for UH and Other State and City/County Employees

-RCUH Policy 2.603 references UH APM A8.851 Employee Out-of-State and Intra-State Travel

2.706 Payment by Bank Check, Foreign Draft and Wire

-for Requirements & Restrictions for International Payments, please refer to Section II. Additional Requirements & Restrictions for International Payments

2.012 Requirements When Paying Foreign Persons

-for information regarding requirements when making payments to foreign vendors

AP 12.401: 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 Attachment 1: Proposal Format

-for a Proposal Preparation Checklist, please refer to Attachment 3: Proposal Preparation Checklist

-for Guidelines for Acceptance of External Awards, please refer to Attachment 4: Guidelines for Acceptance of External Awards

AP 12.405: 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

AP 12.412: Extramural Closeout Procedures

-for procedures, please refer to pages 4-8

AP 12.411: Sub-recipient Monitoring

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

-for procedures, please refer to pages 3-4

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

http://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

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. Please contact the UH Office of Export Controls for advice.