This message was shared with the faculty and staff of the 10-campus University of Hawaiʻi system on October 1, 2025.
Dear Faculty and Staff,
Today marks the first day of the federal government shutdown. The shutdown has created significant uncertainty regarding the reimbursement of expenditures on federally-funded extramural accounts, and it is already clear that we must act with caution to safeguard the University of Hawaiʻi’s resources and preserve the Research and Training Revolving Fund (RTRF).
Effective immediately and through the duration of the shutdown, the following special conditions are in effect for federally-funded awards:
Expenditures
- Minimize expenditures on federally-funded extramural accounts: Please limit research and other spending to essential activities only.
Advance Accounts
- All new advance account requests for federal funds, both direct and pass-through awards, will have heightened review and approval requirements. When determining whether to request an advance account, department leadership should assess their unit’s financial risk exposure before proceeding. Campus-level (or higher) leadership may be required to provide final approval for advances requested by units under their organizational chart (ORS will handle routing for any escalated approvals).
- Any pending advance request involving federal funding, regardless of its submission date to ORS, will be reviewed under the heightened criteria. No additional action is required of you unless more information is requested.
- At this time, advances currently active may remain open, however, the PI’s department continues to bear the financial liability if funding does not materialize. The department is advised to assess their financial situation and adjust spending accordingly.
- Exceptions may be made to allow advance accounts under special circumstances (i.e. congressionally mandated programs or those outside of the current appropriation process).
Subawards
- No new subawards will be issued until the federal funding environment stabilizes.
- PIs should notify your subrecipients of potential delays in the payment of invoices if UH is not able to obtain reimbursement from federal sponsoring agencies.
RTRF Funds
- Please minimize use of RTRF funds at this time in order to preserve resources for critical needs.
We are taking these steps proactively in recognition of the uncertainty around reimbursements. By exercising restraint now, we help preserve our ability to continue supporting research operations if the shutdown extends longer than expected.
We understand the disruption these measures may cause and greatly appreciate your patience and cooperation. Our leadership will closely monitor developments in Washington, D.C., and we will keep you informed as the situation evolves.
Thank you for your professionalism and continued commitment to advancing UH’s mission during this challenging period.
Sincerely,
Chad B. Walton
Interim Vice President for Research and Innovation
