NOTE TO USER:  this memo is the new official boilerplate for funds transfer within ADAP. It was created to help cut down on confusion and increase efficiency.  This form will be posted under the Tools Section of the ADAP website www.adap.hawaii.edu/adap/. There is a filled-in example of the memo on the page below this one.  Please copy the memo on your institution or ADAP Letterhead, fill in the underlined areas and the table, then circulate and/or fax out the memo for the appropriate Director signatures.  Typically, you will fax a copy of the memo to all appropriate Directors to sign and one to the Home Office to let us know what you would like to do; the Home Office does not have to sign anything.  Then the memo instructs the Directors to fax the signed copy to the Home Office and when all replies have been received we will notify you by email.  This is the time when we will make the official transfer in the ledger.  If there are additional refinements to this memo please let the Home Office know.  Thank you.  

MEMORANDUM

Date:					

To:	ADAP Directors ________________________
	ADAP Home Office

From:	________________
	Principal Investigator, _____________ project

Subject:	Request to transfer of funds from ________________ project

This is to kindly request an immediate transfer of  (amount) ________ from  (project/institution) ___________ to (project/institution) 		.  These supplies are necessary because (justification) ___________and will be purchased according to USDA guidelines.  Further, the total amount of this reallocation request (plus any previously approved reallocations for this project) is still within the USDA 10% guideline on internal reallocations.  This request has been previously approved by all appropriate project Co-PIs.  Your signature below indicates that you agree to either relinquish or receive the indicated funds as acknowledged by circling the word "approved" and signing your name.  Once signed, please fax this form directly to the ADAP Home Office and they will notify me when all approvals have been received.  Thank you for your consideration of this request.

Project Name	Transfer Funds From	From USDA Budget Category	Transfer Funds To	To USDA Budget Category	Total Amount Of Transaction	

						
Total:						

_______________________________________		____________________________________
Dr. Andrew Hashimoto, UH-ADAP Director		Dr. Carol Whitaker, ASCC-ADAP Director
Approved / Disapproved					Approved / Disapproved

_______________________________________		____________________________________
Dr. Lee Yudin, UOG-ADAP Director			Dr. Singeru Singeo, COM-ADAP Director
Approved / Disapproved					Approved / Disapproved

______________________________________
Dr. Craig Smith, NMC-ADAP Director
Approved / Disapproved

cc:	____________CoPI's
	_____________________ Coordinators	

OFFICIAL ADAP FUNDS TRANSFER MEMO
EXAMPLE

MEMORANDUM

August 26, 2000

To:	ADAP Directors Hashimoto, Barcinas, Whitaker, Singeo, Van Der Veen
	ADAP Home Office

From:	John Doe
	Principal Investigator, ADAP institution, Pet Rock project

Subject:	Request to transfer of funds from COM, UOG, ASCC, and NMC Pet Rock project to UH Pet Rock project

This is to kindly request an immediate transfer of a total of $30,000 to UH-ADAP to handle the buying of supplies for the Pet Rock project. These supplies are necessary for Objective 2 of our project and will be purchased according to USDA guidelines. Further, the total amount of this reallocation request (plus any previously approved reallocations for this project) is still within the USDA 10% guideline on internal reallocations.  This request has been previously approved by all appropriate project Co-PIs Your signature below indicates that you agree to either relinquish or receive the indicated funds as acknowledged by circling the word "approved" and signing your name.  Once signed, please fax this form directly to the ADAP Home Office and they will notify me when all approvals have been received.  Thank you for your consideration of this request.

Project Name	Transfer funds from	From USDA Budget Category	Transfer funds to	To USDA Budget Category	Total amount of transaction	
Pet Rock	ASCC	Supplies	UH	Travel	$8,000.00	
Pet Rock	COM	Other	UH	Equipment	$10,000.00	
Pet Rock	NMC	Salaries	UH	Supplies	$5,000.00	
Total:					$23,000.00	

___________________________________			____________________________________
Dr. Andrew Hashimoto, UH-ADAP Director		Dr. Carol Whitaker, ASCC-ADAP Director
Approved / Disapproved					Approved / Disapproved

___________________________________			____________________________________
Dr. Lee Yudin, UOG-ADAP Director			Dr. Singeru Singeo, COM-ADAP Director
Approved / Disapproved					Approved / Disapproved

___________________________________
Dr. Craig Smith, NMC-ADAP Director
Approved / Disapproved

cc:	Pet Rock Project CoPI's
	COM, UOG, ASCC, and NMC ADAP Coordinators	revised: 11/15/2002