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In the interest of ensuring the efficient and effective routing of documents requiring action this Routing and Memo Delegation Guide for UH Mānoa units was created. Effective immediately, please use this updated guide to help you determine the appropriate office and approving authority.

Please be sure to share this document with your units as appropriate. As a reminder, documents should be submitted in a timely manner to allow for sufficient time for review by each respective office and to allow time to obtain required approvals.

As many units continue to have a reduced physical presence of staff in the office and with many choosing to telework please continue to route documents electronically. Electronic signatures are acceptable for all internal documents. Sensitive documents should continue to be sent via File Drop. The President’s memo regarding the freeze still applies.

Should you have any questions please contact the Office of the Provost by phone (808) 956-8447 or by email at provost@hawaii.edu.

Michael Bruno
Provost

Routing and Delegation Guide for UH Mānoa Units
Type of Document Designated Office
Above Salary Threshold (for Faculty) TO President/CEO ← VIA Provost ← VIA AVCAA
Accreditation – Professional (Degree Programs) TO President ← VIA Provost ← VIA AVCAA
Advance Payments and/or Deposits (OPM Form 154) – AP 8.275 President delegated to VCAFO to approve advance payments and/or deposits up to $25,000 that are in accordance with AP 8.275, Contract Formation and Administration. (03/11/20)
Athletic Contest Agreements – EP 8.111 TO President ← VIA VCAFO. $25K to <$1M, Revenue-Generating Agreements for UH Mānoa Athletics, Procurement of Goods and Services for UH Mānoa Athletics $25K to <$1M.
Administrative Stipends – $300 and below $300 and below – covered by BU7 contract and approval delegated to deans/directors
Administrative Stipends – $301 and above $301 and above – Manoa CEO approves. TO President/CEO ← VIA Provost ← VIA VCAFO ← VIA AVCAA
Agreements – Requiring Provost/President Signature (with Exception of Research, Educational & Affiliation Agreements) TO President (if applicable) otherwise TO Provost ← VIA VCAFO
Agreements – Educational Agreements (Program/Course Articulation, Affiliation, etc.) TO President ← VIA Provost ← VIA AVCAA
Agreements – International (Student Exchange, Study Abroad, Recruiter, Short-Term, MOUs, etc.) – Pursuant to 8.200 TO President ← VIA Provost ← VIA AVCAA ← VIA OIEP
Agreements – Nonfunded Research Agreements (International) – EP 8.200 TO President ← VIA VCR with c: Provost
Agreements – Nonfunded Research Agreements (Domestic) TO VCR. Provost delegated to VCR. (10/09/19)
Audit Coordination (Internal and External) TO VCAFO (POC and coordinates response)
Authorization to Plan (ATP) – Certificates – EP 5.201 TO President ← VIA Provost ← VIA AVCAA
Authorization to Plan (ATP) – Degrees – EP 5.201 TO President ← VIA VPAPP ← VIA Provost ← VIA AVCAA
Cash Awards – Up to $5,000 TO VCAFO. President delegated authority to VCAFO to approve amounts up to $5,000 and authority to further delegate smaller amounts to another senior administrator as appropriate. (03/11/20)
Cash Awards – >$5,000 TO President ← VIA VCAFO. President approves cash awards >$5,000.
Cash Awards – Chartered Student Organizations, up to $500 VCAFO further delegates VCS authority to approve cash award requests for students serving in Chartered Student Organizations (specific to cash awards given to students in lieu of stipends for their service, and for up to $500 per cash award). (12/18/19)
Civil Service Exemption Requests – HRS §76-16(b)(2) TO System Director of HR ← VIA VCAFO. President delegated to VCAFO authority to sign on his behalf requests for civil service exemption under HRS §76-16(b)(2). System Director of Human Resources is final approving authority. (03/11/20)
Combined Degree Pathways (Program Modification) TO AVCAA. Provost delegated to AVCAA. (10/09/19)
Commencement (General Oversight) TO AVCAA. Provost delegated to AVCAA. (10/09/19)
Council Membership Requests – Honors Program TO AVCAA. Provost delegated to AVCAA. (10/09/19)
Course Actions (New, Modified, Deletions – UH Mānoa Forms & Kuali Curriculum Management) TO AVCAA. Provost delegated to AVCAA. (10/09/19)
Data Governance Requests – EP 2.215 TO Cognizant VC (routes to the appropriate Campus Steward). President delegated to VCAFO authority to approve data governance requests which are in accordance with EP 2.215, Institutional Data Governance. (03/11/20)
Department Personnel Procedures TO Provost ← VIA AVCAA
Delegation of PI Signature Authority to an RCUH Employee (on a case-by-case basis) TO VCR ← VIA Dean/Director VIA Chair FROM PI and designee (need to include signature of the designee(s))
Distance-Delivered Programs TO Provost ← VIA AVCAA
Dual Degrees* TO Provost ← VIA AVCAA (* Requires WASC Review)
Emeritus – EP 5.207 TO President ← VIA VPAPP ← VIA Provost ← VIA AVCAA. If exception to policy then TO BOR ← VIA President ←VIA VPAPP ← VIA Provost ← VIA AVCAA
Employee Assistance Program Requests TO VCAFO. President delegated to VCAFO authority to review and approve requests which require UH Mānoa funds and payment. (03/11/20)
Employee Mobile Device Program Forms – Provost’s Direct Reports TO Provost
Employee Mobile Device Program Forms – Employees of Academic Units TO AVCAA. Provost delegated to AVCAA. (10/09/19)
Employee Mobile Device Program Forms – Employees of Research Units TO VCR. Provost delegated to VCR. (10/09/19)
Employee Mobile Device Program Forms – Employees of OVCS TO VCS. Provost delegated to VCS. (10/09/19)
Established-Status Requests – Certificates – EP 5.201 TO President ← VIA Provost ← VIA AVCAA
Established-Status Requests – Degrees – EP 5.201 TO BOR ← VIA President ← VIA VPAPP ← VIA Provost ← VIA AVCAA
Establishment or Change in Branch Campus/Off-Site Location for Program Delivery TO President ← VIA Provost
Executive Searches – Academic & Research TO Provost with assistance from Executive Search Coordinator
Executive Searches – VCAFO TO President
Facilities and Administrative (F&A) Cost Waiver Request TO VCR
Facility Use Agreements (Internal/External) – EP 8.200 TO VCAFO. President delegated to VCAFO authority to approve agreements in accordance with EP 8.200, Policy on Contracts and Signing Authority. (03/11/20)
Fellowships and Distinguished Professorships TO Provost
Fiscal Administrator Appointment and Delegation of Purchasing Authority Form (FMO-1) TO VCAFO
Fundraising by UH Affiliated Volunteer Group or Non-Profit Organization – AP 8.375 TO President ← VIA VCAFO
Institutional Subscription & Membership Renewals TO VCAFO. President upon recommendation by Provost, authority given to VCAFO to approve applications and renewal payments of institutional memberships such as APLU, APRU, etc. (03/11/20)
Legislative Data Request Coordination TO VCAFO (POC and coordinates response)
Legislative Testimony – Academic/Research Units TO Provost
Legislative Testimony – OVCS Units TO VCS. Provost delegated to VCS. (10/09/19)
Letters of Hire/Offer Letters – Changes to Workload TO Provost ← VIA AVCAA with c: VCS (as appropriate)
LSRs – Academic, Personnel, International TO AVCAA. Provost delegated to AVCAA. (10/09/19)
LSRs – Research Units TO VCR. Provost delegated to VCR. (10/09/19)
LSRsOVCS Units TO VCS. Provost delegated to VCS. (10/09/19)
LSRs – Non Academic/Student/Research (i.e., Leases, Right of Entry, Easements) TO VCAFO
LWOP/LWP (>2 years in 7 year period) – EP 9.112 TO President ← VIA VPAPP ← VIA Provost ← VIA AVCAA
MOU- T&P/Contract Renewals for Joint Appointments TO Provost ← VIA AVCAA
On-line leave – Deans/Directors Provost delegated TO Executive Search Coordinator
Organizational Memberships Does not require campus level approval. Approval resides at unit level and availability of funds.
Parking Waiver Requests TO VPA. President delegated to VPA (includes approving requests to set and waive parking fees for special events or disabled persons). (03/11/20)
Policies & Procedures – Academic Units TO Provost ← VIA AVCAA
Policies & Procedures – Research Units TO VCR with c: Provost
Policies & Procedures – OVCS Units TO VCS with c: Provost
Position Actions TO VCAFO. President delegated to VCAFO as required signatory on faculty and staff position actions (establishment, redescriptions, continuation, filling, abolishment) for Mānoa positions that reside in the Office of the President and OVCAFO. Such position actions for Office of the President requires President’s continued approval. (Note: Executive and Managerial positions for the campus require President’s continued approval.) (03/11/20)
Purchase of Meals, Refreshments, and Protocol Items with Special, Revolving and/or Endowment Funds (OPM Form 136) – AP 8.265 TO VCAFO. President delegated authority to VCAFO to approve such procurements for UH Mānoa campus units that are in accordance with AP 8.265, Specialized Purchasing. (03/11/20)
Procurement Documents Requiring President’s Approval: Request for Emergency Procurement (OPM Form 152) ≥ $25K, Request for Exemption from Chapter 103D (OPM Form 138), Request for Sole Source (OPM Form 65) ≥$25K, Report of Procurement Violation (OPM Form 158) – AP 8.220 TO President ← VIA VCAFO
Program Modifications (Minors, Tracks, Specializations, etc.) TO AVCAA. Provost delegated to AVCAA. (10/09/19)
Program Proposals – Certificates TO President ← VIA Provost ← VIA AVCAA
Program Proposals – Degrees TO BOR ← VIA President ← VIA VPAPP ← VIA Provost ← VIA AVCAA
Program Review TO Provost ← VIA AVCAA
Program Terminations & Stop-Outs – EP 5.201 TO President ← VIA VPAPP ← VIA Provost
Relocation Allowances – >$8,000 but ≤$15,000 – AP 8.863 TO President ← VIA Provost (VCAFO will sign for President). President delegated to VCAFO authority to approve relocation allowances in excess of $8,000 but not exceeding $15,000 that are in accordance with AP 8.863, Relocation Allowances. (03/11/20)
Relocation Allowances – >$15,000 – AP 8.863 TO VP for B&F/CFO ← VIA President ← VIA Provost (VCAFO will sign for President). Must be approved by VP for B&F/CFO.
Requests for Funding TO Provost, VCAFO
Requests for Position Counts Under Provost’s Purview (vacant positions – E/M, faculty, staff) TO Provost, VCAFO (authority to release vacant positions from the campus pool for purposes as supported by President and Provost)
Requests to Use Carry Forward Balances TO VCAFO ← VIA Provost
Requests to Fill – Academic Units TO Provost, VCAFO ← VIA AVCAA
Requests to Fill – Executive/Managerial Positions TO President ← VIA Provost ← VIA VCAFO ← VIA Cognizant VC (AVCAA, VCR, VCS)
Requests to Fill – Research Units (R-Faculty PDs/Job Ad) TO Provost, VCAFO ← VIA VCR
Requests to Fill – OVCS Units TO Provost, VCAFO ← VIA VCS
RCUH Internal Service Order Requests TO VCR
RCUH Revolving Account Service Order Requests TO VCR
RTRF TO VCR
Research Start Up Requests – Supported by VCR TO VCR with c: Provost, VCAFO
Research Start Up Requests – >$250K TO VCR with c: Provost, VCAFO
Research Start Up Requests – Space Requests/Modification TO VPA ← VIA VCR with c: Provost
Sale, Service and Consumption of Alcoholic Beverages by or to Students – EP 11.202 TO VCAFO ← VIA VCS. President delegated authority to VCAFO to approve the sales, service and consumption of alcoholic beverages in accordance with EP 11.202, Management and Regulation of the Sale, Service and Consumption of Alcoholic Beverages on University Premises, and UH Mānoa campus alcohol use policy. (03/11/20)
Sale, Service and Consumption of Alcoholic Beverages by or to Faculty and Staff – EP 11.202 TO VCAFO. President delegated authority to VCAFO to approve the sales, service and consumption of alcoholic beverages in accordance with EP 11.202, Management and Regulation of the Sale, Service and Consumption of Alcoholic Beverages on University Premises, and UH Mānoa campus alcohol use policy. (03/11/20)
Special Salary Adjustment (SSA) – For Unit 07 – Contract; For APT – A9.210 TO President ← VIA Provost with c: VCAFO
Student Fees (Academic – Course, Lab, Professional Fees) – RP 6.203 TO President ← VIA Provost ← VIA Fee Committee with c: VCAFO
Tenure Upon Initial Appointment – EP 9.215 TO President ← VIA Provost ← VIA Cognizant VC
Ticket Sales for Non-University of Hawaiʻi Athletic Events Using University Ticketing System (EP E8.110) – <$25K TO President ← VIA VCAFO (if <$25K)
Ticket Sales for Non-University of Hawaiʻi Athletic Events Using University Ticketing System (EP E8.110) – >$25K  TO VPB&F/CFO ← VIA President ← VIA VCAFO (if >$25K)
Transfer Locus of Tenure (between UH Mānoa units) TO Provost ← VIA Provost ← VIA AVCAA ← VIA Cognizant VCS/VCR. President delegated to Provost (07/01/20). Approval for the transfer between UH campuses resides with the President.
Travel – Provost’s Direct Reports TO Provost
Tuition Requests (Special Credit) – RP 6.202 TO President ← VIA Provost ← VIA AVCAA
Tuition Requests (Special) – Non-Residential Tuition Exemption (NRTE) TO BOR ← FROM President with recommendation from Provost, VCAFO
UHF Check Requests – Provost’s Direct Reports TO Provost
Waiver for Minimum Qualification for Advertising & Hiring (Faculty) – EP 9.112 TO President/CEO ← VIA Provost ← VIA AVCAA ← VIA Cognizant VCS/VCR
Waiver of Educational Requirements (in accordance with academic standards and practices for hiring and tenure and promotion purposes) TO Provost ← VIA AVCAA ← VIA Cognizant VCS/VCR. President delegated to Provost. (07/01/20)
Waiver of Recruitment for Faculty Partner Hire TO President ← VIA Provost ← VIA AVCAA ← VIA Cognizant VCS/VCR

List of Acronyms

APLU – Association of Public and Land-grant Universities
APRU – Association of Pacific Rim Universities
ATP – Authorization to Plan
AVCAA – Associate Vice Chancellor for Academic Affairs
FMO – Financial Management Office
LSR – Legal Services Request
LWOP – Leave without Pay
LWP – Leave with Pay
MOU – Memorandum of Understanding
NRTE – Non-Resident Tuition Exemption
OIEP – Office of International Exchange Programs
OPM – Office of Procurement Management
OVCAFO – Office of the Vice Chancellor for Administration, Finance & Operations
OVCR – Office of the Vice Chancellor for Research
OVCS – Office of the Vice Chancellor for Students
POC – Point of Contact
RCUH – Research Corporation of the University of Hawaii
SSA – Special Salary Adjustment
VCAFO – Vice Chancellor for Administration, Finance & Operations
VCR – Vice Chancellor for Research
VCS – Vice Chancellor for Students
VPA – Vice President for Administration
VPAPP – Vice President for Academic Planning & Policy
VPB&F – Vice President for Budget and Finance
WASC – Western Association of Schools and Colleges

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