Purchasing Items

All items should be purchased starting from the beginning of the semester of funding disbursement. UROP does not provide funding for items purchased or hours worked prior to the beginning of the semester of funding disbursement. Additionally, if the project includes travel, the enrollment (of at least one credit) and funding disbursement must take place in the same semester. All receipts for approved purchases should be kept for submission to UROP at the end of the project, except for stipend and M&IE charges.

The acquisition of required materials is up to the recipient and mentor (e.g., UROP does not make purchases for recipients). In some cases, research or creative work involves materials which recipients are not able to purchase directly (e.g., hazardous materials or orders from companies that require corporate accounts). In this case, recipients should:

  • Work closely with their faculty mentor and/or department to obtain the items and arrange reimbursement to the mentor and/or department
  • Any arrangements/agreements are the sole responsibility of the recipient
  • Save receipts on all payments to mentor/department

Scope & Budget Change

Working on a research or creative work project may involve unforeseen ‘bumps-in-the-road’ (i.e., changes in original plans). If you need to request changes to your project (e.g., timelines or itemized budgets), UROP is happy to work with you to try to find a solution.

Please note that you do not need to communicate with UROP regarding all the changes you may implement. For example, if your timeline is delayed for a week, please work with your mentor to stay on track. You do not have to notify UROP. If you find that the price of a particular item has changed slightly (price fluctuation on Amazon, flight, lodging, materials and supplies, etc.), you do not need to let UROP know prior to purchasing. However, you do need track the actual amount you spent on a particular item when you submit your receipt report after you complete your Project Receipt Report.

On the other hand, if you find that you need to make a “significant” adjustment to your original plan, please first discuss with and obtain confirmation from your faculty mentor. “Significant” adjustments include:

  • a change in your completion semester
  • a change in your travel plan (e.g., no longer traveling, traveling in a different semester than originally planned)
  • purchasing an item over $100 not in the original budget with UROP funding (budget increases beyond the total originally approved and stipend increases are not granted in any circumstances)

Please discuss with your faculty mentor first prior to making a “significant” change. Once your mentor confirms the change, send an email to UROP with your mentor copied to explain your situation and submit an altered version of your Proposal (Project timeline, applicant role, etc.) or Supplement (budget, etc.) as a Word document with changes recorded with the Track Change function. Be sure to explain the changes in the email. Please ask your mentor to confirm the change to UROP via email.

If you need to request UROP to purchase an item over $100 not in the original budget, please submit your original budget table with two new columns to the right of the table: “Adjusted Amount” and “Justification”.

  • “Adjusted Amount” column: indicate the new price. For all items where the amount is unchanged, indicate the original amount. For all items you are no longer purchasing, indicate $0.
  • “Justification” column: indicate why the change is necessary. For all items where the amount is unchanged, indicate “no change”.

In the “Total” row in your budget table (this should be the last row), be sure to indicate the sum of the “Adjusted Amount” column.

Group Member Change

If there is any change to group membership, please notify UROP immediately of the proposed change and provide justification. If the rest of the group members plan on continuing the project, the group must revise and resubmit via email the original application, proposal, and/or supplement for review. Please note that UROP will approve group member changes on a case-by-case basis, and may ultimately withdraw funding for the project if the proposed changes are not approved.

Keep in contact with UROP!

UROP is here to help you through the research/creative work process. Please email us at urop@hawaii.edu with any questions or concerns and/or feel free to visit UROP at Hawaii Hall 127.

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