I found an error, bug or area that needs improvement in myGRANT. Who should I contact to report this?
You may access the ORS Ticket System by clicking the “Contact ORS Helpline” link on the upper right hand side of myGRANT:
This link will take you to the ORS Ticket System. Click “Submit a Ticket” and fill out the form. You may attach screenshots, if applicable. Please also indicate whether the priority of your ticket is normal, medium, high or of an emergency nature. After your ticket is submitted, you will be contacted via e-mail.
You may also contact the ORS Helpline at email@example.com or call (808) 956‑5198.
The “screening/review” process to obtain approval to submit a proposal with a limited submission clause has not changed. Once you receive approval from the appropriate approving authority to submit your proposal, you can then proceed to myGRANT to prepare and submit your proposal.
There is no time limit for proposal templates saved in myGRANT. Proposal templates will always be available for future submittals.
Yes. Proposals should still be submitted to ORS at least five (5) business days prior to the proposal submission deadline to ensure adequate time for ORS review and processing. During the initial implementation of myGRANT, PIs are strongly encouraged to give themselves more than five (5) business days to accommodate adjusting to the system.
What if a UH PI is working with a PI from another institution on a proposal? Can myGRANT user access be granted to the non-UH PI, or is there any way for the non-UH PI to log into myGRANT and access my proposal?
Currently myGRANT access is limited to individuals with UH usernames. Access to non‑University of Hawai`i employees may be considered in the future depending on the direction taken by other Kuali-Coeus institutions. (Note: RCUH employees may apply for UH usernames.)
Currently only individuals with University of Hawai`i usernames may access myGRANT.
Will data validation be performed on Grants.gov mandatory fields, or only on University of Hawai`i mandatory fields?
myGRANT will perform data validation on University of Hawai`i mandatory fields for all proposals, and Grants.gov mandatory fields for all myGRANT to Grants.gov “system-to-system” submissions.
How will proposal submission work if the sponsor does not use Grants.gov and has its own electronic submission system?
For sponsors who do not use Grants.gov (e.g., NSF or NASA) and have their own submission system or require hard copy submission, your proposal should be developed in the sponsor-specific system, then uploaded to your myGRANT proposal document as attachments for electronic routing and workflow approval. You are encouraged, but not required, to use the myGRANT budget development tool to develop your detailed budget. At a minimum, however, the budget summary must be entered, as this replaces the current budget summary on the ORS Form 5.
Yes. Effective November 1, 2011, myGRANT was implemented as the University of Hawai`i’s central proposal database. Use of myGRANT was implemented in three phases. As of February 16, 2012, all proposals must be entered into myGRANT prior to submission to the sponsor. The proposal data entered into myGRANT and submitted for electronic routing / workflow approval replaces the legacy ORS Form 5 and its corresponding approval process.
Proposal Development - Proposal
Only the sponsor deadline date is required for submission and is visible to all approvers in the workflow. To insure timely proposal submission, please fill in the Sponsor Deadline Time and Timezone if applicable.
Can I make technical/typographical changes to the narrative or other attached documents after it has been submitted for workflow approval?
Yes, you can update existing documents with newer versions prior to submission by ORS. However, note that only existing attachments can be updated and no new documents may be added. Please coordinate any updates with your Contracts and Grants Specialist so that they are aware of the changes you are making.
To replace an existing attachment, navigate to the “Abstracts and Attachments” tab, find the attachment you need to revise and click the “Replace” button. The file name field will change to a “Browse” button that you can then use to find and upload your revised attachment. Click the “add” button to upload the new attachment.
If you can’t find a performance site in myGRANT, do you have to contact ORS to add it, or will you be able to add it yourself?
Please submit a ticket and use the Request New Performance Site type on the ORS Helpline portal to request a new performance site. Advance notice is appreciated.
No. This is consistent with Grants.gov, which allows only one “Proposal Activity Type” to be selected. This field maps to Grants.gov forms for certain Activity Types.
Proposal Development - Key Personnel
For the RTRF Credit Split in myGRANT, if we receive approval to waive all indirect costs, or no indirect costs are allowed, what should we input for the RTRF Credit Split?
Use 100% for the lead unit, and 0% for all other units if there is no indirect cost associated with the proposal. If there are multiple investigators, use 100% for the PI and 0% for the remaining investigators.
What if the person is an existing UH/RCUH employee but is missing from the personnel profile tables?
Contact the ORS Helpline to have the person added.
There is a “To Be Named” function that may be used.
Proposal Development - Budget
You can list more than one line item for “TBA Research” or “Research Associate”.
Fringe Benefit Rates are kept up to date and any new rates will appear in the Rates tab within your budget (Note: If your budget was created before the rates are updated you can click sync rates to pull in updates).
1. Start your Proposal Development Document as normal and complete your portion of the budget.
2. Go to Grants.gov and download the appropriate application package for the opportunity you are applying for.
3. Extract the sub award budget form from the Grants.gov application package.
4. Fill out the sub award budget form, make sure to include the DUNS number of the sub award and fill out all required fields including uploading a sub award budget justification.
5. In the Budget Actions tab, under Sub Award Budget select the appropriate Organization Name of the sub award organization.
6. Click the “Browse” button and locate the sub award budget form you filled out.
7. Click the “extract XML” button (note: do not click the “add” button).
8. Repeat for steps 4-7 for additional sub award budgets as necessary.
Yes. When creating the budget, you may specify the exact time period covered by the budget.
Some PIs have rates charged to their proposals in addition to the UH indirect cost rate. Will these be calculated automatically?
No, only UH F&A rates will be calculated automatically. Any additional rates, for example, service center overhead rates or recharge centers at RCUH, must be manually entered into the detailed budget, if the detailed budget is used.
Is there a mechanism to override or change F&A rates pulled into the budget tool if a sponsor cap is expected, or a waiver has been obtained?
Yes, the F&A rates can be overridden to accommodate these types of situations.
Is there a mechanism to override or change salary/fringe amounts pulled into the budget tool if a planned change in salary/fringe is expected (e.g., pay increases, fringe increase due to retirement contributions after one (1) year for RCUH, etc.)?
Yes, the fringe benefit rates can be overridden to accommodate these types of situations.
myGRANT calculates budgets based on a monthly salary How do you budget for salaries that include either hourly wages or a yearly salary?
The salary should be converted to a monthly basis for input into myGRANT.
Sometimes the proposal requires us to use budget line items which are different from the sponsor’s budget line items. How will myGRANT handle this situation?
myGRANT has various budget categories that map to Grants.gov. These budget categories cannot be changed because of this mapping. However, additional cost elements that fit into these categories may be added so that specific data cost element codes may be included.
To have additional cost elements added, please contact the ORS Helpline. They will coordinate with ORS Accounting for approval and assist with the creation of the additional cost element.
Proposals may be viewed by the PI and anyone designated by the PI to view the proposal. Salary information of project personnel is visible to those who have been granted permission to view the proposal?
You may create different budget versions based on different tasks or by investigator, but they will need to be consolidated into one final budget. The attachments section may be used to upload the different budget “versions” by tasks or PI.
Proposals may be viewed by the PI and anyone designated by the PI to view the proposal. Salary information of project personnel is visible to those who have been granted permission to view the proposal.
Proposal Development - Workflow
Ad-hoc approvers have the option to send proposal back to initiator. Just click “return for changes” and enter a brief explanation. Please note that the ad-hoc approver will need to be re-added to the proposal if they return for changes.
You can go into the “Route Log” of your proposal. The “Route Log” will list all of the completed actions, as well as any pending requests.
Anyone who is on the approval route will receive an e-mail notice once a document appears in their myGRANT action list. You may also go to your myGRANT action list directly to look for any documents which may require your attention.
Can an approving authority (e.g., department chair, dean, etc.) delegate approval to someone else when they are on travel, out-of-the office or someone is acting in their behalf?
The individuals involved should coordinate which department personnel will be responsible for inputting the proposal in myGRANT. Since various individuals may be added to a proposal record, access to the proposal may be granted through the “Permissions” tab.
How will myGRANT handle a large project that requires approvers from various departments or schools? How will additional approvers be added?
In some programs, the Fiscal Administrator is the last approving authority for the proposal before submission to ORS. In myGRANT, if changes need to be made to the budget document, will the proposal need to be approved again by all individuals in the work?
If there are corrections that need to be made to the proposal after it has been submitted for electronic routing, will the PI be notified if changes are requested by someone in the workflow routing?
After review, if ORS discovers any “minor” typographical or other errors in editable myGRANT fields, ORS will contact the PI for authorization to make the change(s). Upon receiving e-mail authorization from the PI to make the change(s), ORS makes the correction in myGRANT.
The PI is also able to check the status of his/her proposal, and will be notified to approve any changes to the proposal document if anyone in the workflow “releases” the proposal document for revisions.
Proposals need to be finalized before they are routed through the workflow approval process. Will ORS assistance be available for proposals (or parts of proposals) prior to “finalization”?
Yes. If you would like an ORS Contracts and Grants Specialist to assist with your proposal before it is “finalized”, please notify the Specialist assigned to your department/school. Contracts and Grants Specialist assignments may be found here
The PI is encouraged to work with the appropriate individuals during the proposal development process to minimize the risk of having a proposal rejected/returned after it has entered the workflow process. Please note that once a proposal is submitted/approved by the PI, it is automatically entered into the workflow approval process and if returned at this point, it will have to be re-routed through the approval workflow process.
If a Project Director or anyone other than the PI (e.g., RCUH employee) creates a proposal record on behalf of a PI, can that proposal creator answer the certification questions on behalf of the PI, or must the PI log on to answer those questions?
Regardless of who inputs the proposal data, the PI is the level one approver so the PI must sign in to approve the proposal. By doing so, the PI is certifying the information in the proposal, including the question/answer section.
The following post-award modifications require creation of a new Proposal Development record (PD):
- Change in PI
- Change in Cost Sharing
- Change in scope of work
- Change in RTRF allocation
- Change in department resulting in change in RTRF allocation
- Addition/deletion of or change in key personnel resulting in change in RTRF allocation
For the above post-award modification types, do not create a budget (leave blank). If copying from the previously submitted PD, do not select the budget to be copied over.
For supplemental funding not previously proposed, please create a new PD and a budget for the amount of the supplemental award. Please also provide ORS with any formal and informal communication with the sponsor by attaching them to the “Internal Attachments” subtab in the “Attachments” tab of the PD.
Changes in department or key personnel that do not result in a change to the RTRF allocation do not require creation of a PD. Please submit written notice of your department change to your assigned ORS specialist.
Requests for no-cost extension also do not require creation of a PD. Please send the original and one copy of the formal request letter to your assigned ORS specialist with transmittal instructions. When ORS receives approval from the funding agency, a copy of the award notice will be forwarded to the principal investigator and fiscal administrator via myGRANT.
For all other post-award transactions, please send the relevant documents to your assigned ORS specialist for review and further guidance.
A summary of the above may be found here
Conflicts of Interest (COI)
If you are unable to view your disclosure, please use Chrome or Firefox for the best experience. If you continue having issues, you may also contact the ORS Helpline at firstname.lastname@example.org or call (808) 956‑5198.
If a potential conflict is identified in your disclosure, it will not stop your proposal from being submitted. ORS will work with you, your immediate supervisor, and the UH Conflict of Interest Committee, if necessary, to come up with a mutually acceptable management plan that will address the conflict. The management plan may be drafted and executed after your proposal goes to your sponsor. An approved management plan will be required prior to expenditure of funds if an award is received, however.
I have Significant Financial Interests (SFI) to disclose. What must I do to ensure compliance with UH policy?
If you have SFI to disclose, you must submit a record in the COI module as soon as the SFI is acquired. If you already have an established COI module disclosure and acquire new SFI, you must revise your record in the COI module immediately. If you need to edit your disclosure because you have new SFI (not previously disclosed), UH policy requires you to edit your record within 30 days of acquiring new SFI.
How long it may take for someone to review your COI record will depend on various factors, including the complexity of your Significant Financial Interests (SFI), the completeness of the disclosure you make, and the availability of your immediate supervisor to review the information. To ensure the fastest processing time, please make sure you provide a complete disclosure, with sufficient detail to allow UH to evaluate your disclosure. You may also wish to give your immediate supervisor a “heads-up” that they’ll be receiving an email from myGRANT to review the disclosure if you need immediate action from them.
Your supervisor’s email address is necessary so that ORS may route your COI record to the appropriate, responsible individual at UH for review pursuant to UH COI policy.
Significant Financial Interests (SFIs) refer to any of the following received in the past 12 months from non-UH entities, including:
1. Remuneration from any entity: value in excess of $5,000, aggregated per entity;
2. Equity interests (e.g., stock)
- For publicly traded entities: value in excess of $5,000, aggregated per entity,
- For non-publicly traded entities: ANY value
3. Intellectual Property: royalties/income from intellectual property (e.g., patents, copyrights or trademarks) not partially licensed to and/or owned by UH
4. PHS-funded Investigators ONLY – Sponsored travel:
- Reimbursement or sponsorship for travel paid by a non-UH entity; and
- Total travel costs in excess of $5,000, aggregated per entity
Immediate family includes your spouse, domestic partner, and/or dependent children.
Your record in the COI module must be submitted no less than annually (i.e., at least every 365 days). Additionally, during the course of the year, if you or your immediate family have new Significant Financial Interests (SFI), your record in the COI module must be updated immediately.
Some UH faculty who do not engage in extramurally-funded activities did not want to have to complete a lengthy disclosure that included questions pertaining to federal sponsorship. Therefore, ORS isolated the disclosure requirements pertaining to extramurally-funded activities in the new COI module. The Office of Human Resources (OHR) will be looking at the remaining questions necessary to comply with the Hawaii Revised Statutes (HRS) Chapter 84, Standards of Conduct, and whether or not there will be an effect on UH policy.
Additionally, other UH faculty wanted to streamline the process so that disclosures are not needed for each proposal they submit. The new COI module captures an investigator’s annual disclosure so that the only certification necessary at the time of proposal is that the disclosure is up-to-date.