institute of postgraduate studies and · pdf filer&d unit personnel internal grant external...

INSTITUTE OF POSTGRADUATE STUDIES
AND RESEARCH
Roadshow 2012Roadshow 2012
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R&D UnitR&D Unit

Outline
UTARRF Application
External Grant Application
Procurement Procedures
Cancellation of Purchase
Reimbursement
Request for Advance
Allocation Transfer
Progress Report
Project Extension
Change of Principal Investigator
Asset Declaration
Financial Support for Journal
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Request for Advance
Research Trip
Conference Application
Purchased of Printed Materials
Purchase of Equipment/Research materials not listed in Agreement
Research Assistantship/Student Assistantship
Financial Support for Journal Publication
Event Organising
Student Research Activities, Event & Competition
Research Centre Administrative Budget
UTAR Research Ethics

R&D Unit PersonnelInternal Grant External Grant
Sharizan Tan@ Nurhaliza
- UTARRF 2010 Cycle 1 & 2 accounts
- Research Centre Accounts
- Financial Support for Journal Publication
Zeenat Banu
- MOSTI (ScienceFund, Brain Gain,
Nanotechnology)
- MTSF, AAIBE
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Farah Afiqah
- UTARRF 2011 2 accounts, FMHS Special
Cycle, Student Research related
activities
Zahrah M.Razak
- MOHE (FRGS/LRGS/ERGS/PRGS)
- MIMOS, Sumitomo, CREAM, IFS
- Other External Fund
Amirtha Sangeetha Ganesan
- UTARRF 2011 Cycle 1, UTARRF 2012
Cycle 1
- Research Related Activities Internal
funding Accounts
Azahian
- MOSTI (ScienceFund)
- MOHE (FRGS/LRGS/ERGS/PRGS)
- MTSF
- Other External Fund

WebsiteWebsite
Policies, Guidelines, SOP and forms
RESEARCH PORTAL
Grant Management Handbook
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Grant Management Handbook
http://research.utar.edu.my/handbook/
main.html
WEB2
http://web2.utar.edu.my/portal/policy/
index.jsp#IPSR

Funding Application Process
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Funding Application Process

UTAR Research FundUTAR Research Fund
Cycle 1 Cycle 2
UTARRF 2012 CYCLE
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Cycle 1 Cycle 2
Opening of Applications 15th February 14th September
Closing of Applications
(to faculty)15th March 15th October
Application Form, policy ect. Grant Management Handbook

UTAR Research Fund Application ProcessUTAR Research Fund Application Process
2012 UTARRF CYCLE 2
Opening of Application 14 Sep 2012
Closing Date of Applications to faculty
(submit to faculty after the application has been
reviewed and recommended by RC chairperson)
15 October
2012
Application reviewed by Faculty Panel of Reviewer 15 Oct ~ 22 Oct
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Application reviewed by Faculty Panel of Reviewer 15 Oct ~ 22 Oct
Send the application final softcopy/hardcopy to IPSR
after revision
24 October
FRDPC Interview Assessment
[together withIPSR & VP (RDC)]
29 ~ 7 Nov 2012
IPSR Consolidation 8- 13 Nov 2012
ISC Technical Review 14-21 Nov 2012
RDCC Meeting for recommendation 22 Nov 2012
SMC Meeting for Approval 4 DEC 2012

External Funding Application
The requirement varies from grant to grant
Faculty level:
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Institutional Screening Form (External Grant)
Recommendation from RC & Faculty (External
Grant)
IPSR recommend & forward to funding bodies

External Funding Application
Final Application form should reach IPSR by:
ScienceFund
Cycle 2/2012 - 15 May 2012
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Cycle 2/2012 - 15 May 2012
Cycle 3/2012 - 15 August 2012
Cycle 4/2012 - 14 December 2012
MTSF - 30th April 2012

Grant Utilisation
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Grant Utilisation

Committed Timeline in IPSR
IPSR will process the claims and application in
3 working days.
- Claims & application forms are complete
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- Claims & application forms are complete
- supporting documents are attached

Procurement Procedures
In accordance to University Procurement
Procedures
Procurement procedures for lab / teaching /
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Procurement procedures for lab / teaching /
research equipment, laboratory consumables
& special services
Web 2 , policy under Division of Finance

Procurement Procedures:
Documents to be Submitted to IPSR
Faculty Purchasing Committee Meeting Minutes & attendance - Copy
Purchase requisition (PR) - Original
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Purchase requisition (PR) - Original
Purchase order (PO) - Original
Quotations - Copy
Sole agent letter (if applicable) - Copy
Justification written on PR (if applicable)

Procurement Procedure:
Documents to be Retained by Dept
No Item FACULTY IPSR DFN
1 Purchase Requisition PC Original PC
2 Purchase Order DC (Green) PC DC (Yellow)
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3 Quotations Original PC
4 Result of Quotation Original PC
5 Meeting Attendance Original PC
6 Minutes of Meeting Original PC
7 Invoice PC PC Original
8 Delivery Order PC PC Original

Cancellation of Requisition
Cancellation :
Purchase Requisition (PR)
Purchase Order (PO)
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Purchase Order (PO)
Requisition Cancellation Form
PI to write to the supplier to cancel the PO &
cc a copy to IPSR/attached with the
cancellation form

Reimbursement
Maximum amount per item for reimbursement is RM300.00and subjected to the approval from Director of IPSR.
Reimbursement shall only be used for purchased of item that is less than RM 300 per item & max RM 1000 per claim. The
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is less than RM 300 per item & max RM 1000 per claim. The total orders may not be split into smaller amount to avoid this RM300 limit.
Items that has been budgeted in the agreement such as photocopying, printing, stationeries, electronic and mechanical components, postage, shipment charges, broadband and call charges, does not require prior approval

Reimbursement are not allowed for capital
expenditure
Documents required:
Reimbursement
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Documents required:
Request for Reimbursement/Payment of
Research Expenses
Original receipts/payment voucher/ Invoice &
DO or supporting documents which shows
that payment has been made.

Payment for Special Service
Sample analysis
Payment for Special Service according to what
has been budgeted
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has been budgeted
Documents required:
Payment Request for Special Service (std letter)
Invoice
copy of Purchase Requisition that has been approved
by FMC

Request for Advance
Other Than Trips
Submit to IPSR 17 working days :
Application Form For Advance
After item purchased from the Advance taken
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After item purchased from the Advance taken
Submit reimbursement form + original receipts to
IPSR within 2 weeks
If there is a balance PI to return the balance to DFN State Account No for your project e.g. 6200/B01, 4396/B01
DFN will issue receipt
Send a copy of the receipt to IPSR

Research Trip
traveling incurred related to research activities (e.g. trip for sample collection, sample analysis, survey etc) for a particular
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sample analysis, survey etc) for a particular research project, within the duration of the research project
Lodging / subsistence allowance HR policies & regulations (web2)
Mileage HR policies & regulations (web2)

Research Trip
Prior trip
Application Form for Trip Expenses
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Application Form for Trip Expenses
only need to submit once, budgeting for the whole year
If Advance required submit 17 days in advance
Not required for
-Internal meeting between campuses
-Traveling to funding agency for pemantauan

Research Trip
After trip
Submit official trip claim form (research
grant) with supporting documents within
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grant) with supporting documents within
2 weeks after trip
The approval claims will based on the approved category and amount.

(local & oversea)
Application form, Policy, flow chart & forms
web2 under DHR
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web2 under DHR
Approval authority Staff Dev Com

(local & oversea)
Does not require approval from funding bodies
Application form to submit to IPSR :
Overseas conference 9 weeks
Local conference 5 weeks
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Local conference 5 weeks
IPSR has to submit to HR by 8 weeks (oversea) & 4 weeks (local)
Require approval from funding bodies (e.g. MOSTI)
Submit letter thru IPSR to funding bodies at least 3.5 months before the actual conference / training dates
After approval obtained from funding bodies, procedure as above applies.
Claim form
Official Trip Claim form
Submit to IPSR within 2 weeks after the trip

Purchase of Printed Materials
book, printed references e.g. journals, proceeding etc.
can be either purchase directly by:
Principal Investigator or
Library
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Library
Material Request (Research Grant) formHave to be catalogued by the library before any payment can be made