- Budget Virement
- Change Research Project Leader
- Enumerator
- GRA
- Payment
- RA
- Research Duration Extension
- Research Fieldwork
- Research Final Report
- Research Progress Report
- Research Proposal
Computers or ICT equipment are not allowed to be purchased using a research grant. Any requests for budget reallocation or adjustment for the purpose of purchasing computer or ICT assets will not be considered.
For research projects approved in the research proposal for the acquisition of ICT assets, the purchase is allowed, subject to the procedures and procurement regulations of the USIM Treasury Department.
The appointment and salary payment for a GRA requested after the research project’s expiration date are not allowed. The appointment and salary payment requests for the GRA must be made within the active grant period.
The Principal Investigator who made an error in filling out the submitted progress report cannot resubmit it, as they made a certification before submitting the report. The Principal Investigator can correct the report in the next progress phase.
Students who are currently enrolled in a Bachelor’s degree program are not allowed to apply for appointment as a Graduate Research Assistant (GRA). The student must be registered and pursuing full-time research-based graduate studies (Master’s/PhD) at USIM in order to apply for appointment as a GRA.
Undergraduate students who are undergoing industrial training/internship are not allowed to apply for appointment as a Graduate Research Assistant (GRA). The student must be enrolled in and pursuing full-time research-based graduate studies (Master’s/PhD) at USIM in order to apply for appointment as a GRA.
The appointment of Research Assistants (RA) among Bachelor’s degree students at USIM is not permitted.
Virement requests after the project has ended are not allowed. Budget virement requests must be made only during the active project period.
Enumerators are not allowed to claim travel expenses and conference fees, as their services are compensated solely through honorarium payments under vote 29000 for professional services.
Enumerators are not allowed to claim travel expenses. Their services are paid as honorarium only under vote 29000 Professional Services.
Requests to appoint a GRA who has a familial relationship with the Principal Investigator or a Research Team Member are not allowed.
Appointment requests after the research project has ended are not allowed.
Requests to appoint an enumerator who has a familial relationship with the Principal Investigator, Research Team Members, or Graduate Research Assistants (GRA) are not allowed.
The Principal Investigator is not allowed to submit a reimbursement claim for advancing payment of the enumerator’s honorarium. The enumerator’s payment must be submitted to PPPI along with supporting documents for payment by the Treasury Department to the enumerator’s bank account.
The Principal Investigator is not allowed to submit a reimbursement claim for advancing their own money to pay the GRA’s salary. The GRA’s salary must be paid through attendance confirmation on the MyAKRAB system and salary confirmation on the AMV3 system every month, according to the payment operation dates.
Expenses after the expiration date of the research grant are not permitted. All expenses must be made within the active grant period only.
The use of remaining research grant funds after the research project has ended for any procurement or payment of services, supplies, assets, etc., is not allowed. All payments must be made within the active grant period.
To request an extension, you need to submit the following documents to PPPI:
For USIM Grant:
- Extension Request Form
- Latest Progress Report
For KPT Grant:
- Extension Request Form
- Printed copy of the extension request from MyGRANTS
- Latest Progress Report
For Industry/Private/NGO/International Grant:
- Extension Request Form
- Copy of approval from the funder
- Latest Progress Report
Special service expenses include the costs of attending courses/training/short attachment programs (once only during the research period) to learn specific techniques related to the research project within the country.
If the original proposal from the Principal Investigator has approved the course or training fee item for the GRA under vote 29000, a claim for the fee can be submitted to the PPPI. The required documents are as follows:
- PPPI Research Management Form (signed by the Principal Investigator and Faculty Dean)
- Reimbursement Claim Form (signed by the GRA and Faculty Dean)
- Letter of Application for Course or Training Attendance from the Principal Investigator
- Original receipt copy from the organizer
- Copy of EFT payment proof (if payment is made online)
A GRA can submit a travel claim if there is a travel allocation item for the GRA in the approved research proposal budget. The types of travel claims that can be requested are as follows:
- Field research activities within the country
- Attending and presenting a paper at a conference within the country
- Workshops/meetings/discussions within the country
- Attending courses or training within the country
The claim is subject to the items stated in the approved proposal and having a remaining balance in vote 21000.
Travel claims must be submitted before the 10th of the following month.
Claims submitted more than three (3) months after the travel date will not be approved.
The documents that need to be submitted to PPPI for the payment claim process are:
- PPPI Research Management Form (signed by the Principal Investigator and Faculty Dean)
- Domestic Travel Claim Form
- Copy of Field Study Approval Letter/Conference Attendance Approval Letter (in the name of the GRA).
The allowance for a Graduate Research Assistant (GRA) is not subject to deductions for the Employees Provident Fund (EPF) or Social Security Organization (SOCSO) contributions.
The Principal Investigator must relinquish their position if they are unable to carry out their role for more than three (3) months and must submit a request for a change to PPPI if the following conditions are met:
- Study leave
- Unpaid leave
- Industrial attachment leave
- Postdoctoral leave
- Retirement
- End of service
- Loaned to another institution
- Transferred to another organization
- Illness
- Other valid reasons
The Principal Investigator who does not submit a field study application to PPPI and does not obtain the Field Study Approval Letter is not eligible to make travel claims, whether the claim is submitted by the Principal Investigator, Research Team Members, or Graduate Research Assistants (GRA).
The Principal Investigator who fails to submit the final report within the stipulated period will face the following consequences:
- Being prohibited from applying for internal university grants, KPT grants, or other funding grants.
- Not receiving a performance evaluation score (LNPT) for the year the research project ends.
The Principal Investigator who fails to submit the progress report according to the designated phases will have their project funds frozen until the report is submitted.
Salary claims for GRAs that are not submitted according to the payment schedule issued by the Treasury Department will result in the salary not being paid for that month. If the salary arrears exceed the taxable threshold, scheduled tax deductions (PCB) will be applied to the GRA’s salary by the Inland Revenue Board (LHDN). Salary claims must adhere to the operational schedule set by the Treasury Department.
The allowed extension duration for a research project depends on the type of grant received:
- USIM Grant – Maximum 12 months.
- FRGS KPT Grant – Maximum 12 months (the first 6 months require PPPI approval, and the second 6 months require KPT approval).
- National/Industry/Private/NGO/International Grants – According to the terms and conditions set by the funder.
The format of the progress report varies depending on the type of grant received:
- USIM Internal Grant – Use the report filled out online via the Al-Bahthiyyah System.
- KPT Grant – Use the report filled out online via the MyGRANTS System.
- National/Industry/Private/NGO/International Grants – Use the report filled out online via the Al-Bahthiyyah System and the format specified by the funder, which is then submitted directly to the funder (according to the grant offer agreement terms).
The number of budget reallocation requests depends on the type of grant received:
- USIM Grant – Allowed to submit reallocation requests twice (2) per year.
- KPT Grant – Allowed to submit reallocation requests once (1) per year.
- National/Industry/Private/NGO Grants – According to the terms and conditions set by the funder. If approved, the maximum number is two (2) times per year.
The minimum payment rate for an enumerator is RM6 per hour. The calculation can be summed based on the number of hours, days, or months worked, or according to the financial capacity of the project at the time, and must be approved in the proposal.
The research budget vote is an allocation based on the type of expenditure that will be requested and implemented in a research project, according to the Malaysian Treasury Circular – Classification Codes for Revenue and Expenditure.
For research projects, the designated votes are as follows:
- Vote 11000 – Salaries and Allowances
- Vote 21000 – Travel and Transportation
- Vote 24000 – Rentals
- Vote 27000 – Supplies and Research Materials
- Vote 28000 – Minor Repairs
- Vote 29000 – Professional Services
- Vote 35000 – Assets and Accessories
The Principal Investigator who changes the field study date after the Field Study Approval Letter has been issued by PPPI must submit a revised request for the field study date change.
The required documents are as follows:
- Letter of request for the field study date change
- Original Field Study Approval Letter
- Copy of invitation letter/email for the field study with the relevant parties.
The Principal Investigator must submit the final report within three (3) months after the completion of the research project.