Agricultural Development in the American Pacific (ADAP) Project

Coordinator's Handbook

On the web at www.ctahr.hawaii.edu/adap2

Table of Contents

Fiscal Operations

Because of the collaborative nature of ADAP, with five institutions involved, a two-tiered  fiscal management system is necessary. 

    The primary level is the individual institution level. Using the plan of work as a reference, the PIS and Cooperators at each institution work with their Director and Coordinator to provide financial support for approved activities.  These expenses are accounted for and reported on a monthly basis, to the ADAP Home Office.  By using the ADAP Report of Expenditures form, this monthly report also serves as the Director's request for reimbursement. 

    The second tier of fiscal management is at the ADAP Home Office level, where individual institution reports are compiled into a detailed Budget Status Report, and Balance Summary Report for each project.  This information is needed by PIs/Cooperators to monitor each project's balances, and by Directors, the management team, and USDA, to monitor ADAP as a whole.  These reports are most useful if the information provided by institutions is up-to-date and complete.

    Land Grant Fiscal Officers and Coordinators will be responsible for the Reimbursement Requests / Report of Expenditures, and the Report of Encumbrances.  The Home Office Coordinator will be responsible for the Balance Summary Reports, the Budget Status Reports, and the Purchase Order Status Reports.  Both the Land Grant Fiscal Officers, Coordinators and the Home Office Coordinator are responsible for double-checking each others' work and reporting discrepancies.

ADAP Home Office

University of Hawaii

CTAHR

3050 Maile Way

Gilmore 112

Honolulu, Hawaii  96822

Phone (808) 956-8140

Fax (808) 956-6967

All or part of this publication may be reproduced for educational purposes.  When doing so, please credit the Land Grant Institutions and the ADAP Project.  Publication made possible by USDA Grant #2004-38826-02201, Agricultural Development in the American Pacific (ADAP), Year 19.