1. Consumables and Prototypes required to design, develop, and re-work for technical testing, further improvement and demonstrative purposes
2. Costs incurred for services such as the purchase of technical information directly associated with the proposed project, utilities incurred on research activities, rental of appropriate facilities to conduct research activities
3. Stipend payment under Research Scholarship Scheme (RSS)
4. Travel, lodging allowance and food allowance in specially approved cases
5. Research materials and supplies directly attributable to the research project
6. Project-specific equipment and software. Normally only small equipment shall be considered.

1. Non project-specific equipment that costs more than 30% of the total grant amount requested
2. Conference registration and associated expenses
3. Routine typing of manuscripts
4. Purchase of periodicals, journals and published papers.

This is solely on travelling incurred related to research activities (e.g. trip for sample collection, sample analysis, survey etc.) for a particular research project, within the duration of the research project.

The lodging expenses, subsistence allowance and the mileage rate is according to the Funding Body Guidelines or as specified under the UTAR Division of Human Resource Policies and Regulations, where applicable.

a. Prior Trip

Only require to submit the application once, budgeting for the whole year. If an advance is required, please submit the FM-IPSR-R&D-011 Application Form for Trip Expenses at least 17 days prior to the trip. The advance request is only applicable for the airfare expenses and accommodation.

b. After Trip

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

FM-IPSR-R&D-011 Application Form for Trip Expenses (Prior Trip) (click to download in PDF format)
FM-IPSR-R&D-012 Official Trip Claim Form (Research Grant) (click to download in PDF format)

PI should obtain approval (from Faculty - FMC Minutes of meeting) before proceeding with the purchase.

Documents required:
1. Reimbursement Form (click to download in PDF format)
2. Original receipts/payment voucher/ Invoice & DO or supporting documents which show that payment has been made.

Procedure

Procurement of items under research grants is in accordance to the University Procurement Procedures. Refer to QP-DFN-003 Procurement for Lab Teaching Research Equipment Lab Consumables & Special Service in Web2.

Please refer to the Faculty Lab Officers for the Purchase Requisition form.

Documents to be submitted to IPSR:
1. Copy of Faculty Purchasing Committee Meeting - Minutes & attendance
2. Original Purchase Requisition (PR)
3. Original Purchase Order (PO)
4. Copy of Quotations
5. Copy of Sole agent letter (if applicable)
6. Justification written on PR (if applicable)

Procedure

Procurement of items under research grants is in accordance to the University Procurement Procedures. Refer to QP-DFN-003 Procurement for Lab Teaching Research Equipment Lab Consumables & Special Service in Web2.

Please refer to the Faculty Lab Officers for the Purchase Requisition form.

Documents to be submitted to IPSR:
1. Copy of Faculty Purchasing Committee Meeting - Minutes & attendance
2. Original Purchase Requisition (PR)
3. Original Purchase Order (PO)
4. Copy of Quotations
5. Copy of Sole agent letter (if applicable)
6. Justification written on PR (if applicable)

Cancellation of PR & PO

Reimbursement

Reimbursement are not allowed for capital expenditure

PI should obtain approval (from Faculty - FMC Minutes of meeting) before proceeding with the purchase.

Documents required:
1. Reimbursement Form
2. Original receipts/payment voucher/ Invoice & DO or supporting documents which show that payment has been made

Purchase of Printed Materials

Covers book, printed references e.g. journals, proceeding etc.

The printed materials can be either purchase directly by: Principal Investigator or Library.

The printed materials have to be catalogued by the library before any payment can be made. The researcher is subjected and governed to the Library’s rules and regulations. Books will be processed by the Library as part of the Library’s holdings in accordance with the Library’s procedures.

If Advance is Required:

Submit advance application form to IPSR at lease 17 working days from the date you require the advance.

Procedure

Procurement of items under research grants is in accordance to the University Procurement Procedures. Refer to QP-DFN-003 Procurement for Lab Teaching Research Equipment Lab Consumables & Special Service in Web2.

Please refer to the Faculty Lab Officers for the Purchase Requisition form.

Documents to be submitted to IPSR:
1. Copy of Faculty Purchasing Committee Meeting - Minutes & attendance
2. Original Purchase Requisition (PR)
3. Original Purchase Order (PO)
4. Copy of Quotations
5. Copy of Sole agent letter (if applicable)
6. Justification written on PR (if applicable)

Procedure

Procurement of items under research grants is in accordance to the University Procurement Procedures. Refer to QP-DFN-003 Procurement for Lab Teaching Research Equipment Lab Consumables & Special Service in Web2.

Please refer to the Faculty Lab Officers for the Purchase Requisition form.

Documents to be submitted to IPSR:
1. Copy of Faculty Purchasing Committee Meeting - Minutes & attendance
2. Original Purchase Requisition (PR)
3. Original Purchase Order (PO)
4. Copy of Quotations
5. Copy of Sole agent letter (if applicable)
6. Justification written on PR (if applicable)

If advance is required:
a. Submit advance application form to IPSR at least 17 working days from the date you require the advance.
b. After the items has been purchased from the Advance, kindly submit the original receipts to IPSR within 2 weeks.
c. If there is a balance, the PI is require to return the balance to DFN. DFN will issue a receipt, kindly submit a copy of the receipt to IPSR
d. Advance is only applicable to purchase token of appreciation that has been budgeted under V29000.
e. Special services fee is not applicable for UTAR Staff.

Procedure

Procurement of items under research grants is in accordance to the University Procurement Procedures. Refer to QP-DFN-003 Procurement for Lab Teaching Research Equipment Lab Consumables & Special Service in Web2.

Please refer to the Faculty Lab Officers for the Purchase Requisition form.

Documents to be submitted to IPSR:
1. Copy of Faculty Purchasing Committee Meeting - Minutes & attendance
2. Original Purchase Requisition (PR)
3. Original Purchase Order (PO)
4. Copy of Quotations
5. Copy of Sole agent letter (if applicable)
6. Justification written on PR (if applicable)

For new asset purchase, PI is required to fill up "FM-IPSR-R&D-059 Asset Declaration of Newly Purchased Item" form and attach with Invoice.
Upon Completion of project, fill in the "FM-IPSR-R&D-020 Asset Declaration" form to state the current location and care taker of the items.

Asset Management

Procurement of items under research grants is in accordance to the University Procurement Procedures. Refer to QP-DFN-003 Procurement for Lab Teaching Research Equipment Lab Consumables & Special Service in Web2 .

Please refer to the Faculty Lab Officers for the Purchase Requisition form.

Refer QP-DFN-008 Inventory Management of Research Grant Equipment (in web2) for management of asset bought under research grant

Documents to be submitted to IPSR:
1. Copy of Faculty Purchasing Committee Meeting - Minutes & attendance
2. Original Purchase Requisition (PR)
3. Original Purchase Order (PO)
4. Copy of Quotations
5. Copy of Sole agent letter (if applicable)
6. Justification written on PR (if applicable)

For new asset purchase, PI is required to fill up "FM-IPSR-R&D-059 Asset Declaration of Newly Purchased Item" form and attach with Invoice.
Upon Completion of project, fill in the "FM-IPSR-R&D-020 Asset Declaration" form to state the current location and care taker of the items.