Purpose - University of Hawaiiblog.hawaii.edu/ofaa/files/2019/11/JABSOM-UHF-ORS-Agreements.pdfUH Foundation ORS (UH Office of Research Services) Agreements Page 8 of 14 Last Updated:

University of Hawaii | John A. Burns School of Medicine | Office of Central Fiscal & Human Resources UH Foundation ORS (UH Office of Research Services) Agreements

Page 1 of 14 Last Updated: 2019.11.27, 2019.11.26 FIlepath: \\shares3\Fiscal\Procurement\TRAINING\2019.11.26 _ UHF Workshop _ ORS Agreements\JABSOM UHF ORS Agreements.docx

Purpose The following procedures provide step-by-step instructions for processing UH Foundation ORS (UH Office of Research Services) Agreements.

UHF-ORS Agreements are administered as an extramural grant award, whereby UHF is the sponsor and UH (specifically ORS) is the recipient. UH (specifically the JABSOM Department/Program) executes services prescribed in the agreement. In exchange for said services, UH Foundation will pay UH (specifically ORS) on a cost-reimbursable basis for expenses incurred by UH (specifically the JABSOM Department/Program) related to the agreement.

UHF-ORS Agreements are executed in the following scenarios:

1. UH or RCUH Employee Payroll expenses to be paid with UH Foundation Funds

a. Due to different paymasters and incompatible financial systems, UH-ORS Agreements are executed to create a UH Private Fund (e.g. 4xxxxxx), which can then be used on UH/RCUH Employees’ eSF-1/ePAF to effectively charge the payroll expenses to UH Foundation funds.

UHProcesses myGRANT

UHFSource of Funds

UH / RCUH EmployeesPay with UHF funds

UHF & UHExecutes agreement

UHFDrafts Agreement

Cannot simply charge UHF accountfor UH / RCUH Employee Payroll.Need to execute an agreement.

UHCreates UH account

UHApproves myGRANT

2. Non-Payroll expenses to be paid with UH Foundation Funds that cannot effectively be administered through traditional UH Foundation processes, i.e. UHF Check Request or UHF Purchase Order Requisitions. Examples include:

a. Purchases involving terms and conditions whereby agreement needs to be executed b. Establishment of an RCUH petty cash fund

i. Note: UH Foundation no longer administers petty cash funds.



Workflow Execution and closeout of UHF-ORS Agreements involve a number of offices including UH Foundation, JABSOM Grants Development Office (GDO), various sections of UH Office of Research Services (ORS), and JABSOM Fiscal Office. These offices’ roles are outlined in the four phases below:

Dept/Prgm•Prepares budget•Submits memo with

budget

UHF Acct Admin•Approves memo

UHF•Reviews memo request•Initiates agreement•Submits half-executed

copy to ORS

ORS Contracts•Awaits myGRANT before

finalizing agreement

Dept/Prgm•Prepares myGRANT•Requests GDO

preliminary review

GDO•Reviews and edits

myGRANT as needed

Dept/Prgm•Submits myGRANT

Approval Parties•Approves myGRANT

ORS Contracts•Reviews and

approves myGRANT•Fully executes

agreement

PHASE I: Pre-Award Part 1: Memo to UHF requesting Agreement or Supplement

PHASE II: Pre-Award Part 2: myGRANT Proposal



ORS Contracts•Issues email award

notice

ORS Accounting•Establishes UH

Private Fund account (4xxxxxx)

Fiscal•Provides account to

dept/prgm

Dept/Prgm•Commences with

expenses

Fiscal•Reviews and

approves expenses

Dept/Prgm•Finalizes spending

Fiscal•Reconciles expenses•Submits final

expense figures

ORS Accounting•Submits final bill to

UHF

UHF•Remits payment

ORS Accounting•Deposits payment•Closes account

PHASE III: Post-Award Part 1: UH Account Establishment & Expenditures

PHASE IV: Post-Award Part 2: Monthly/Final Billing & Account Closeout



PHASE I: Pre-Award Part 1: Memo to UHF requesting Agreement or Supplement 1. Open desired web browser and go to http://blog.hawaii.edu/ofaa/ Forms UH Foundation ORS

Agreements and complete one of the following memo templates:

a. New: For brand new requests with no current agreement.

b. Supplement: For modification requests to existing agreement, e.g. extend project period or add funds.

2. Print Memo.

3. Prepare a Budget Spreadsheet. Departments/Programs may use their own budget spreadsheet templates as desired.

4. Route Memo and Budget Spreadsheet to UHF Account Administrators for wet signatures. At this time, UH Foundation does not accept electronic signatures.

a. Contact UH Foundation Finance (see contact information at the end of this section) to identify available UHF Account Administrators.

5. Make a copy/scan for your records with date original submitted to UH Foundation.

6. Mail the original signed memo and supporting documentation to UH Foundation via interoffice mail. JABSOM mail couriers will drop-off memos at UH Manoa. A courier from UH Foundation will pick-up memos from UH Manoa and return to UH Foundation main offices on King Street for processing.

7. Upon receipt of the original signed memo and supporting documentation, UH Foundation will issue a half-executed agreement or supplement to the Office of Research Services (ORS) for their Director’s execution, along with a copy to the Department/Program. ORS will not execute the agreement until receipt of the myGRANT proposal (see next Phase II).

a. As needed, contact UH Foundation Finance for status of half-executed agreement or supplement.

UH Foundation Finance Contacts (subject to change) Name Title Phone Email Maria Ueoka Accounts Payable Supervisor 376-7861 [email protected] Kimberly Dilda Fiscal Associate 376-7863 [email protected]

http://blog.hawaii.edu/ofaa/

mailto:[email protected]




PHASE II: Pre-Award Part 2: myGRANT Proposal 1. Open desired web browser and go to http://www.ors.hawaii.edu/ myGRANT and login with UH

Username and Password. For access to myGRANT, contact the ORS Helpline at 956-5198, [email protected], or http://www.ors.hawaii.edu/index.php/ors-helpline.

2. Click one of the following:

a. For new agreements, click ‘Create Proposal.’

b. For supplements, click ‘Find My Proposals’ or ‘Doc Search.’ Use the doc search parameters, e.g.

UH username, to search and copy a previous myGRANT submission. Loosely follow the remaining instructions and edit fields as needed.

3. Enter/select Proposal Type (New or Continuation if Supplement), Lead Unit (main department, not

program), Activity Type (Education and Training), Project Dates (Budget Period Dates as noted on Memo to UHF), Project Title (as noted on Memo to UHF), and Sponsor (U0610X University of Hawaii Foundation). Click ‘Save and Continue.’

4. From the Keywords dropdown menu, select ‘Educational Research.’ Click ‘Save and Continue.’

http://www.ors.hawaii.edu/


http://www.ors.hawaii.edu/index.php/ors-helpline



5. From the Submission By dropdown menu, select ‘ORS.’ From the Submission Type dropdown menu, select ‘Regular.’ Click ‘Save and Continue.’

6. From the Sponsor Deadline Type dropdown menu, select ‘Target.’ Enter an estimated ‘Sponsor Deadline.’

Allow 5 working days for ORS approval. Plan backwards accordingly for other approvals.

7. From the Anticipated Award Type dropdown menu, select ‘Grant.’ Click ‘Save and Continue.’

8. Click ‘Primary Performance Site’ tab, click ‘Select Primary Performance Site,’ and search for appropriate

location. Click ‘Save and Continue.’

9. Click ‘Add Personnel’ and search for Principal Investigator (as noted on Memo to UHF).



10. Click ‘Organization’ tab and complete missing address information, e.g. Address, etc.

11. Click ‘Key Certification’ tab. Click ‘Notify PI’ button to send PI an email to answer the questions. As

needed, departments/programs may improvise as deemed appropriate and verify PI’s answers offline, and then complete the answers online on the PI’s behalf. The answers to the questions are as follows: 1) No, 2) Yes, 3) Yes. Click ‘Save and Continue.’

12. Under ‘Credit Allocation,’ enter ‘100’ for RTRF Allocation % and Effort %. (Note: UH Foundation awards

do not generate Indirect Costs, therefore, no RTRF will be generated.) Click ‘Save and Continue.’

13. Click ‘Attachments’ from the left-hand column menu. Click ‘Upload and Add’ and upload 1) Half-Executed

Agreement/Supplement, and 2) Signed Memo to UHF. If #1 is not available, ok to proceed with just #2. From the Type dropdown menu, select ‘Sponsor Application Package (non-grants.gov). From the Status dropdown menu, select ‘Complete.’ Enter a brief description of attachment.

100

100



14. Click ‘Abstracts’ tab. Click ‘+Add Abstract.’ From the Abstract Type dropdown menu, select ‘Project Summary.’ Enter Purpose (as noted on Memo to UHF).

15. Click ‘Internal’ tab. Click ‘Upload and Add’ and upload ‘UHF IDC Policy’ available at

http://blog.hawaii.edu/ofaa/ Forms UH Foundation ORS Agreements. From the Type dropdown menu, select ‘Internal Attachment ORS Use Only.’ From the Status dropdown menu, select ‘Complete.’ Enter a brief description of the attachment. Click ‘Save and Continue.’

16. Under ‘Questionnaire,’ under both ‘Proposal Questionnaire’ and ‘Solicitation Questionnaire tabs, answer

all questions with “No.” Check the ‘Certify’ box for the Significant Financial Interest question. Select Sponsor Cap and click ‘Acknowledge’ box for the IDC question. Click ‘Save and Continue.’

17. Click ‘Add Budget.’ Enter budget name (“Original” or “Supplement No. ___”), select ‘Start a summary

budget,’ and click ‘Create Budget.’

http://blog.hawaii.edu/ofaa/



18. Under the ‘Direct Cost’ field, enter total budget amount (as noted on Memo to UHF).

19. Click ‘Complete Budget,’ check box, click ‘Ok,’ and click ‘Return to Proposal.’

20. Click ‘Access’ from the left-hand column menu. Click ‘Add User’ and add JABSOM Grants Development

Office (GDO) staff Lori Chun (chunlori) and Maya Uemoto (uemotom) to facilitate review and editing of myGRANT Proposal prior to submission. Select ‘Aggregator Document Level’ to allow full editing capabilities for JABSOM GDO staff. Click ‘Save and Continue.’

50,000.00

50,000.00



21. Email the myGRANT Document Number (available in the top right hand corner) to the JABSOM Grants Development Office (GDO) at [email protected] to request preliminary review and editing prior to submission. JABSOM GDO will provide additional details/instructions for myGRANT proposal completion.

22. Once JABSOM GDO review/changes are completed, click ‘Summary/Submit.’ Click ‘Submit for Review.’

23. Click ‘View Route Log’ to display the routing for approvals. Follow-up with appropriate party for their

pending approval. As requested, click ‘View Route Log’ any time to verify current status.

24. Once the myGRANT proposal reaches Central ORS’ queue, ORS Contracts will finalize the myGRANT

proposal and provide final award documents to their coordinating team to disseminate the extramural award notice (see next Phase III).

myGRANT Proposal Contacts (subject to change) Name Title Phone Email Grants Dev. Office (GDO)

(see email and submission guidelines on website)

https://jabsom.hawaii.edu/deans-office/gdo/

Lori Chun GDO Contracts & Grants Mgr. 692-1813 [email protected] Maya Uemoto GDO Contracts & Grants Spec. 692-1826 [email protected] Office of Research Services (ORS)

(see directory on website) http://www.ors.hawaii.edu/index.php/ors-assignments#medicine-jabsom-school-of

Chang Kim ORS / JABSOM Contracts Off. 692-1210 [email protected] Sharleen Andreshak ORS Contracts & Grants Spec. 956-8339 [email protected] Fiscal Administrators (see directory on website) http://blog.hawaii.edu/ofaa/contact/






http://www.ors.hawaii.edu/index.php/ors-assignments#medicine-jabsom-school-of




http://blog.hawaii.edu/ofaa/contact/



PHASE III: Post-Award Part 1: UH Account Establishment & Expenditures 1. ORS Contracts will issue extramural award notice via email.

2. ORS Accounting will establish a UH Private Account, e.g. 4xxxxxx, for the award.

3. JABSOM Fiscal will notify department/program of the UH Private Account Number.

4. Department/Program may commence with expenditure activities, e.g. eSF-1s (for UH employees), ePAFs

(for RCUH employees), purchases/payments, etc., in accordance with normal procedures.

Post-Award Processing Contacts Name Title Phone Email Fiscal Administrators (see directory on website) http://blog.hawaii.edu/ofaa/contact/




PHASE IV: Post-Award Part 2: Monthly/Final Billing & Account Closeout 1. On a monthly basis, ORS Accounting will send an invoice to UHF for expenses recorded on the UH Private

Account.

2. Upon receipt of invoice, UH Foundation will email a copy of the invoice to the Department/Program for

UHF Account Administrator approval of expenses incurred and authorization to pay UH (ORS Accounting).

3. Department/program will route invoice to UHF Account Administrator for wet signature and then return to UH Foundation per their instructions.

4. Upon receipt of approved invoice, UH Foundation will process payment to UH (ORS Accounting).

5. The above steps will repeat for each month’s invoice.

6. As project period nears the end, Department/Program will finalize spending and submit final payroll,

purchase, and payment documents/transactions to JABSOM Fiscal for approval.

a. Alternatively, if desired, Department/Program will return to Phase I of this user guide and prepare a Supplement to extend and/or add more funding.



7. JABSOM Fiscal will approve final documents/transactions, reconcile expenses, and provide final figures to Principal Investigator and Department/Program to certify as correct. Once certified, JABSOM Fiscal will provide final figures to ORS Accounting.

8. ORS Accounting will prepare and submit final invoice to UH Foundation.

9. Repeat Steps #2 - #4 above.

10. ORS Accounting will deposit payment and closeout account.

Post-Award Closeout Processing Contacts Name Title Phone Email Fiscal Administrators (see directory on website) http://blog.hawaii.edu/ofaa/contact/




Conclusion We hope you find this UHF ORS Agreements user guide helpful. Should you have any questions or concerns, please contact the appropriate offices listed herein for assistance. Mahalo!

PHASE I: UH Foundation Finance Contacts (subject to change) Name Title Phone Email Maria Ueoka Accounts Payable Supervisor 376-7861 [email protected] Kimberly Dilda Fiscal Associate 376-7863 [email protected]

PHASE II: myGRANT Proposal Contacts (subject to change) Name Title Phone Email Grants Dev. Office (GDO)

(see email and submission guidelines on website)


Lori Chun GDO Contracts & Grants Mgr. 692-1813 [email protected] Maya Uemoto GDO Contracts & Grants Spec. 692-1826 [email protected] Office of Research Services (ORS)

(see directory on website) http://www.ors.hawaii.edu/index.php/ors-assignments#medicine-jabsom-school-of

Chang Kim ORS / JABSOM Contracts Off. 692-1210 [email protected] Sharleen Andreshak ORS Contracts & Grants Spec. 956-8339 [email protected] Fiscal Administrators (see directory on website) http://blog.hawaii.edu/ofaa/contact/

PHASE III: Post-Award Processing Contacts Name Title Phone Email Fiscal Administrators (see directory on website) http://blog.hawaii.edu/ofaa/contact/

PHASE IV: Post-Award Closeout Processing Contacts Name Title Phone Email Fiscal Administrators (see directory on website) http://blog.hawaii.edu/ofaa/contact/














Documents

Purpose - University of Hawaiiblog.hawaii.edu/ofaa/files/2019/11/JABSOM-UHF-ORS-Agreements.pdfUH Foundation ORS (UH Office of Research Services) Agreements Page 8 of 14 Last Updated: