Personnel Actions – Loss of Federal Funds
Last updated: April 13, 2025
University of Hawaiʻi campuses have experienced growing uncertainty around the loss of federal funding and its impacts. As a result, schools and colleges with federal funded programs may be considering personnel actions that impact UH and RCUH employees to address the loss or risk of loss of federal funds. To ensure personnel actions are consistent across the system and in accordance with strategic priorities, a mandatory review by the Office of Human Resources or RCUH Human Resource (as applicable) is being instituted prior to any of the following actions:
- Changing funding source(s) for permanent / temporary funded positions due to loss of federal funds—including temporary bridging funds.
- Reducing FTE due to loss of federal funds.
- Creating a new position or recruiting for a position intended to replace a position previously funded with federal funds.
- Terminating employment due to loss of federal funds.
Effective immediately, campuses shall not take final personnel action for any of the above instances without first receiving an acknowledgement from the Office of Human Resources or RCUH Human Resources (as applicable). Please use the links below to request personnel actions to address the loss or risk of loss of federal funds:
Reporting for University employees should go through the University Employee form. Reporting for RCUH employees should go through the RCUH form.
General
Federally funded programs may be considering personnel actions that impact UH and RCUH employees to address the loss or risk of loss of federal funds. Accordingly, this process / form allows for the following:
- Centralized database of personnel actions taken/planned (including projected cost impact) as a result of the loss or risk of loss of federal funds.
- Review by the Office of Human Resources or RCUH Human Resources (if applicable) to ensure personnel actions are 1) consistent across the system and 2) in accordance with strategic priorities.
There is one kuali build form for University employees at the following link: https://hawaii.kualibuild.com/app/67eb45713e1486027d8de3c7/run and a second kuali build form for RCUH employees at the following link: https://hawaii.kualibuild.com/app/67f08ad4889add027f26ed56/run.
Separate forms were created to allow for full functionality for the University employee form (e.g., auto population of personnel information, auto process flow, etc.). This functionality is not available for RCUH employees, but data points can be manually entered.
Campus Vice Chancellors for Administration, Fiscal Administrators, and Personnel Officers have access to complete the form.
Yes, as the goal is to have a comprehensive database of all personnel actions taken/planned as a result of the loss or risk of loss of federal funds, transactions already taken need to be entered into the form. Under “Reason / Comments,” please indicate that “transaction already processed.”
A grant that is unexpectedly not awarded for another term despite the program historically receiving the grant for multiple past terms.
A program is ending year 3 of a 5-year award and the program receives word from the sponsoring agency that year 4 funding will not be provided.
No, the report of personnel changes that are due to expiring grants that are expected do not have to complete the form.
University Form
System
- Input by Fiscal Administrator
- Review/Approval by the Director for System Administrative Services
- Review/Approval by the respective Vice President
- Review/Acknowledgement by the Office of Human Resources
- Notification of completion sent back to submitter
Mānoa
- Input by Human Resources Representative or Fiscal Administrator
- Review/Approval by the Chief Business Officer
- Review/Approval by the Provost
- Review/Acknowledgement by the Office of Human Resources
- Acknowledgement by the respective Dean/Director or Vice Provost
- Notification of completion sent back to submitter
Hilo / West Oʻahu
- Input by Vice Chancellor for Administration, Human Resources Representative or Fiscal Administrator
- Review/Approval by the Chancellor
- Review/Acknowledgement by the Office of Human Resources
- Acknowledgement by the Vice Chancellor for Administration
- Notification of completion sent back to submitter
Community College Campuses
- Input by Vice Chancellor for Administration, Human Resources Representative or Fiscal Administrator
- Review/Approval by the Chancellor
- Review/Acknowledgement by Community Colleges System Human Resources
- Review/Approval by the Vice President for Community Colleges
- Review/Acknowledgement by the Office of Human Resources
- Acknowledgement by the Vice Chancellor for Administration
- Notification of completion sent back to submitter
Contact Jeff Long, Director, UH System Office of Human Resources, at jefferyl@hawaii.edu or (808) 956-3965.
RCUH Form
- Input by Vice Chancellor for Administration, Personnel Officer, or Fiscal Administrator
- Review/Acknowledgement by RCUH Human Resources
- Notification of completion sent back to submitter
Contact Kira Higa at rcuhhrdirector@rcuh.com or (808) 956-7100.