Conflict of Interest and Outside Activity Software
Kissflow collects an annual conflict of interest and outside activity disclosure from every covered employee, screens it against a sponsored project's financial thresholds, routes a flagged conflict to a management plan and compliance review, and tracks renewal and any significant change through the year, so a research office can show a proposal's conflicts were reviewed before the award, not after a sponsor asks.
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Federal sponsors do not ask whether a conflict of interest exists. They ask whether the institution had a system in place to find it.
PHS and NSF-funded research both require an institution to collect a financial conflict of interest disclosure from every investigator on a proposal, screen it against defined thresholds, and, where a conflict exists, have a management plan in place before funds are spent, not drafted after a sponsor or an auditor asks for one. Beyond research specifically, most institutions also require a broader annual outside activity disclosure from faculty and staff, consulting arrangements, board seats, outside employment, that has nothing to do with a specific grant but still needs review.
Run manually, this usually means an annual disclosure form that goes out, gets returned inconsistently, and gets filed rather than actually screened against anything. A new conflict that arises mid-year, a consulting arrangement signed after the annual form was submitted, has no clear path to get disclosed before it matters. And when a specific grant proposal needs its investigators' conflicts reviewed and cleared before submission, the research office is often chasing down disclosure status form by form instead of checking a system.
Kissflow runs this as a governed disclosure and review workflow: annual disclosure collection from every covered employee, screening against sponsored-project financial thresholds, a management plan workflow for any flagged conflict, compliance office review and approval, and tracking for annual renewal and any significant change disclosed mid-year. Your HR and grants systems stay the record of employment and awards; Kissflow is where the disclosure itself gets collected, screened, and cleared.
What breaks when a disclosure form gets filed instead of screened
Annual disclosures go out but aren't consistently screened
A returned disclosure form often gets filed rather than checked against a sponsored project's actual financial thresholds.
Mid-year changes have no clear disclosure path
A new consulting arrangement or board seat taken on after the annual form is submitted often goes undisclosed until the next cycle.
A management plan gets drafted after the fact
When a conflict is identified late, the required management plan is written under pressure instead of in place before funds are spent.
Proposal-level clearance means chasing status form by form
Confirming every investigator on a proposal has a current, cleared disclosure means checking individually instead of querying a system.
Six modules. Built to screen a disclosure, not just file it.
Every module ships with default forms, routing, and dashboards. Configure each one to your disclosure policy in the visual builder.
Annual disclosure collection
Collects a conflict of interest and outside activity disclosure from every covered employee on an annual cycle.
Sponsored-project screening
Screens a disclosure against a specific award's financial conflict of interest thresholds when the employee is listed on a proposal.
Management plan workflow
Routes a flagged conflict into a management plan, tracked to compliance office review and approval.
Compliance review and approval
Routes the disclosure and any management plan through compliance office review before an award is accepted or activity proceeds.
Renewal and significant-change tracking
Tracks annual renewal and captures a significant change, a new consulting arrangement or board seat, disclosed mid-year.
Institution-wide disclosure dashboard
Shows disclosure status, screening outcomes, and open management plans across every covered employee.
From request to system of record in four steps
Submit
A covered employee submits an annual conflict of interest and outside activity disclosure, or a significant change mid-year.
Review
The disclosure is screened against sponsored-project financial thresholds where the employee is listed on a proposal or award.
Approve
A flagged conflict routes to a management plan and compliance office review before the work proceeds.
Record
The disclosure clears onto the record, which tracks toward its next annual renewal so a proposal's conflicts can be shown reviewed before the award.
What changes when conflict of interest disclosure runs on Kissflow
| Process | Before Kissflow | On Kissflow |
|---|---|---|
| Disclosure collection | An annual form, returned and filed inconsistently | Collected and tracked against every covered employee |
| Screening | Rarely checked against actual financial thresholds | Screened automatically against sponsored-project thresholds |
| Mid-year changes | No clear path until the next annual cycle | A significant change can be disclosed and screened as it happens |
| Management plans | Drafted after a conflict is identified late | In place before funds are spent, tracked to review |
| Proposal clearance | Checked investigator by investigator | Status visible on demand across the proposal team |
| Institution-wide visibility | No aggregate view of disclosure or screening status | One dashboard across every covered employee |
Connects to your HR and grants management system; employment and award records stay where they belong
Kissflow does not replace your HR system or your grants management system as the record of employment or awards. It is where conflict of interest and outside activity disclosures are collected, screened, and cleared.
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Built to screen a disclosure before the award, not after
Screened, not just filed
A disclosure is checked against actual sponsored-project financial thresholds, not just returned and stored.
Mid-year changes have a real path
A significant change can be disclosed and screened as it happens, not held until the next annual cycle.
Management plans in place before funds move
A flagged conflict routes to a management plan and review before an award is accepted, not after.
Live in weeks
The compliance office configures disclosure forms, screening thresholds, and routing in the visual builder, without a systems project.
Proposal-level clearance on demand
Every investigator's disclosure status on a proposal is visible without checking form by form.
Access controlled to who needs to know
Disclosure details stay restricted to the compliance office and the individual employee.
Related apps
Grant Proposal Approval & Compliance Management System
Handles the broader proposal-stage compliance sign-off, IRB, export control, cost-share; this app's disclosure screening is one input into that review.
Research Compliance Orchestration (IRB/Ethics/Export Control)
The cross-office hub for IRB, ethics, and export control review; this app handles financial and outside-activity conflicts specifically, a distinct compliance domain.
Employee Grievance & Disciplinary Process Management
Where an undisclosed conflict that surfaces as a policy violation would be handled as a disciplinary matter.
We help compliance offices show a conflict was screened and managed before the award, not after
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Talk to usGot questions? We're here to help.
Get SupportNo. Your HR system and grants management system stay the record of employment and awards. Kissflow collects, screens, and clears the disclosure itself.
That app coordinates human-subjects protocol, ethics, and export control review across research offices. This app handles financial conflict of interest and outside activity disclosure specifically, a different compliance domain with its own screening thresholds and management plan requirement.
Yes, an annual disclosure can be screened against sponsored-project thresholds when relevant, and reviewed as a general outside activity disclosure when it isn't.
The disclosure routes into a management plan workflow for compliance office review before the related award or activity proceeds.
Yes, a significant change, a new consulting arrangement or board seat, can be submitted and screened as it happens.
Yes, in the visual builder, with the AI Builder able to generate a starting workflow from a description of your disclosure and screening process.
Access is role-based, restricted to the compliance office and the individual employee whose disclosure it is.
Yes. Kissflow is certified to SOC 1, SOC 2, SOC 3, and ISO/IEC 27001, and supports HECVAT review.
