Grant Management at KCC

Grants management at Kapiolani Community College is a collaborative effort between the PI and project staff with the KCC Business Office and UH Office of Research Services.  The Office for Institutional Effectiveness assists grant administrators on campus by liaising with our partner offices to ensure that all federal, state and university laws, rules and regulations are followed throughout the duration of extramurally funded projects.  OFIE also provides administrative support to the KCC Business Office to ensure that all pe-award documentation requirements are met in order to establish project accounts for successfully funded proposals.

This section provides resources for KCC principal investigators and project staff involved with grant and contract management.  Please click on the links below to learn more about the following topics:

myGRANT

Post-Award Transactions

Indirect reduction and waiver policy

Who is involved with grants management at the University of Hawaii?

Advance account & Project account set up

Subaward administration and recipients – policies and procedures

UH Foundation Awards – what is the role of ORS vs. UH Foundation

Hiring grant-funded positions through RCUH

RTRF

 

Grants Administration Policy Updates


myGRANT Online Proposal Submission System Live (mandatory for all extramurally funded projects)

myGRANT is now live and mandatory for all Grants.gov system-to-system proposal submissions.  Also, individual Units/Campuses may require that myGRANT be used exclusively for all of their proposal submissions. Technical assistance may be requested from the ORS Helpline at 808-956-5198 or submit a ticket anytime at http://www.ors.hawaii.edu/helpline

 

Kuali Financial System – launched July 1, 2012

Effective November 1, 2011, grant proposals must be submitted via the Kuali-Coeus myGRANT online system, and grants administration currently done in FMIS will be replaced by the Kuali Financial System (KFS).  These procedural changes are being mandated by the UH Office of Research Services, the entity responsible for administering extramural awards on behalf of Kapiolani CC (as well as other UH campuses, excluding UH Hilo).

Please contact the campus fiscal authority Carol Masutani to sign  up for KFS training.

 

Subaward Procedures for Extramurally-funded Projects, effective March 1, 2011

ORS will now sign subawards totaling more than $25,000 (e.g. Kapahulu Center), and RCUH will handle anything less than that.  This seems to be in response to the new FAATA reporting requirements, which affects subawards totaling more than $25,000.  The Federal Demonstration Partnership provides specific forms and templates that may be used with subcontracts.

  

Award Account Set Up & Advance Account


Please contact the campus Fiscal Officer and Grants Administrator in the Business Office for assistance with setting up an award account – 734-9527.

Grant Management Courses Recommended for PI’s and Project Staff


Online Training Course for Principal Investigators

Principal investigators are encouraged to take a brief online tutorial available on the UH Office of Research Services website.  This training was created by University of Hawaii and the Research Corporation of the University of Hawaii (RCUH) as a general overview and orientation to the Contracts and Grants Management process.  Topics also include:  contracts and grant management process, how to complete ORS form 5, who to contact with questions, training resources list, and more.

 

Grants & Contracts Certification Course for Project Staff, AO, FO

A grants and contracts certification course are every semester offered by the UH Office of Research Services.  This six week course is the ideal training for principal investigators, grant managers and other involved with the grants and contracts process within the UH system.  Modules are offered both in-class and online.  More information is available at the UH Office of Research Services Education & Training section.  ** Course materials are available for viewing at OFIE, Ilima 203.

 

Who is involved with grant and contract management?


Simply stated, the grant and contract management process is a collaborative effort involving the UH Office of Research Service, the KCC Business Office and the Office for Institutional Effectiveness.

Please be sure to maintain contact with all three entities throughout the duration of your project, and to provide each with (1) Updated ORS form 5, (2) pre-award proposal documents, (3) post-award documents, including award notification letter from the prime funding agency and ORS.

 

UH System Resources UH Office of Research Services (ORS)Pre-Award staff provides final review and submits grant/extramural award applications
Post-Award staff ensures ORS Form 5, all proposal documents, subaward agreements are provided to UH ORS before disbursing award funds
Accounting section handles project expensesResearch Corporation of the University of Hawaii (RCUH)RCUH Human Resources
FMIS
FREDIOffice of Technology, Transfer and Economic Development (OTTED)
KCC Campus Resources KCC Business Office
– provides post-award fiscal and administrative support for grants and contractsOffice for Institutional Effectiveness
– Grants Division provides pre-award support, including processing of required ORS forms
– Evaluation and Institutional Research
Unit Heads (deans, department chairs)KCC Office of Human Resources
– facilitates hiring process for new jobs created with extramural funds (unless position is to be hired through RCUH)

Compliance Requirements


As a recipient of extramural awards (grants, contracts, subawards, cooperative agreements, etc.), Kapiolani Community College is committed to responsible stewardship of these awards.  The Principal Investigators and project staff tasked with federal award management are responsible to work in conjunction with the UH Office of Research Services and KCC Business Office to ensure compliance with all of the sponsor’s award terms and conditions, in addition to applicable state and university laws, rules, and regulations.

Effective December 26, 2014 the Office of Management and Budget launched new administrative procedures governing grants, cooperative agreements, and contracts.  Click here to learn more.  

  • OMB Circular A-21 – Cost Principles for Educational Institutions
  • OMB Circular A-110 – Uniform Administrative Requirements for Grants and Other Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations
  • OMB Circular A-122 – Cost Principles for Non-Profit Organizations
  • OMB Circular A-133 – Audits of States, Local Governments, and Non-Profit Organizations

 

If you are a PI or project staff, please carefully review the ORS Director’s memo entitled “Notification of Significant Impediments and Research Compliance Requirements.

Federal Compliances


The White House Office of Management and Budget is the federal office devoted to the development and execution of the Federal Budget.  Federal grants, cooperative agreements, contracts and other awards received by the University of Hawaii are subject to federal laws, rules and regulations set forth by OMB, and thus are required to report quarterly/annually on the progress of any federally funded program.  Individual federal agencies administering grants and cooperative agreements may apply similar policies

PI’s and project staff may learn more about administrative, financial and research compliance by reading the following:

 

(Online resources)

Office of Management and Budget

Office of Management and Budget blog

National Council of University Research Administrators (NCURA)

 

(Printed resources available for viewing in OFIE)

Office of Management and Budget Circular A-21 – cost accounting principles

Office of Management and Budget Circular A-110 – administrative requirements

NCURA Effort Reporting:  An Overview

Facilities and Administrative Costs in Higher Education

Cost Sharing:  An Overview

Writing and Negotiating Subawards Under Federal Prime Awards

 

University of Hawaii policies and procedures


The following UH offices and governing bodies are resources PI’s and project staff may communicate with regarding specific compliance requirements.  General inquiries, as well as reports on various compliances should be sent to the UH Office of Research Services Compliance Section – compliance@ors.hawaii.edu.

 

Describing UH resources to be used in extramural projects (without making cost sharing commitment)

 

Letters of commitment samples

Sample letter of commitment from a third party (at proposal stage)

Sample letter of commitment from a third party (at project close out stage)

 

University of Hawaii Offices responsible for various compliances

Committee on Human Studies

Environmental Health & Safety Office

Institutional Biosafety Committee

Institutional Animal Care & Use Committee

Responsible Conduct of Research

American Recovery and Reinvestment Act

Human Trafficking

E-Verify

 

Transfer of PI Role / Addition of Co-Investigators


If circumstances require a change of principal investigator or co-investigator to a project, the current PI must inform the Chancellor’s Office, OFIE and the Business Office regarding the desired change.  If all parties are amenable to the decision, the current PI may initiate a “Award Transfer Request” via the UH Office of Research Services.

 

Required documentation:

 

Letter to the funding agency Provide justification for the award transfer request (e.g. retirement, change of administrative duties, etc.)Name and relevant background of nominated investigator(s)Two signature lines for (1) current PI; and (2) ORS Director
Nominee’s CV or NSF Biographical Sketch(template) CV’s submitted to federal agencies should not include personal information, such as mailing address or phone numbers.List “synergistic activities,” which are up to 5 examples demonstrating broader impact of professional & scholarly activities related to the proposed grant activities.  This is to ensure protection of investigators’ private information.Provide names of previous thesis advisors (including the deceased), collaborators and other affiliates for documentation of potential conflict of interest with prime funding agency.

 

Grants Administration & Post-Award Contacts:


Office of Research Services 

Melody Bentz, Grants & Contracts Specialist

 

KCC Business Office

Justin Kashiwaeda, Fiscal Authority

Gail Asada, Fiscal Authority for Extramural Projects

 

Pre-Award:  

Dr. Robert Franco, Director of the Office for Institutional Effectiveness 

Brandon Marc Higa, Director of Resource Development, Title III Shared Services Center