FAQ Research Operation

FAQ : RESEARCH OPERATIONS

APPOINTMENT

GRADUATE RESEARCH ASSISTANT (GRA), RESEARCH ASSISTANT (RA) AND SKIM KHIDMAT TENAGA PELAJAR (SKTP)

What is GRA/RA/SKTP?

GRA is the appointment of full-time Master of Science and Doctor of Philosophy student-level research assistants, and the mode of study is research.
RA is a non-student appointment.
SKTP is an appointment for undergraduate and postgraduate students (Mixed Mode and Course Work full-time or part-time)

How do I find vacancies for the post of GRA/RA/SKTP?

Candidates can contact the UiTM iPSiS regarding the vacancy offered by the Head of Project and ask the main supervisor for the candidate's studies.

Can non-citizens be appointed as GRA/RA/SKTP?

Non-citizens may be appointed but are subject to grant guidelines. Researchers are recommended and prioritize appointments for citizens.

What is the Allowance Payment Rate for GRA/RA/SKTP?

The payment rate varies according to academic qualifications and is subject to the guideline allowance ceiling that has been set.

What are the expense codes involved for GRA/RA/SKTP payments?

The spending code involved is Vote 11000 only

Is late registration allowed, and has the candidate already worked before the application?

Candidates need to submit a justification for the delay in the application and are subject to consideration and approval by the RMC and grant regulations.

How long is the allowed period for each appointment made?

The minimum appointment period allowed is three (3) months. However, to achieve talent or human capital KPI, an appointment needs to be twelve (12) months or more.

Can candidates apply for more than one (1) grant appointment?

It is not allowed. Candidates can only have one (1) appointment at any given time. If the appointment has ended, the candidate is allowed to continue the new appointment.

How to apply as GRA/RA/SKTP?

Candidates can apply online by visiting the iRMiS RMC website. If the candidate is using it for the first time, press the 'First Time User' link to register first and follow the guide that has been provided to complete the application, which can be accessed on the website RMC at https://orchid.uitm.edu.my/irmis/.

Can appointments be terminated earlier than the originally approved period?

Yes. Appointments can be terminated early due to several factors, such as:

Unsatisfactory work results
Health problems
Conflict between the head of project and GRA/RA
GRA/RA has been offered other job
GRA is not keen to continue the study (or terminated)

Is the allowance fixed or variable?

The project leader can set the allowance at the beginning, and later it can be changed within the maximum rate limit set by the grant.

How can I get more information and guidelines on GRA/RA/SKTP?

Information and guidelines can be downloaded from the RMC website, https://rmc.uitm.edu.my/index.php/directory/research-grant-guideline

Who is in charge of processing the applications for the appointment of GRA/RA/SKTP?

Please contact the Officer at the Operations Unit:

Muhammad Hasif Mussori - 03-5521 1993 (muhammadhasif@uitm.edu.my)
Wazerul Amin Mohd Rahim - 03-5544 8070 (wazerul@uitm.edu.my)

CONFERENCE, COURSES, SEMINAR, MEETINGS, TRAINING & ETC

ATTENDING CONFERENCES, COURSES, SEMINARS, MEETINGS, TRAINING & ETC

What should I do if I want to attend a conference abroad using a research grant fund?

Researchers who wish to apply for approval to attend conferences using research grants must fill out the online application in the eInternational system through https://eproses.uitm.edu.my/mye/eInternational/ or visit the RMC website (Download > Research and Finance Process > Conference). Please refer to Garis Panduan Umum Permohonan Ke Luar Negara Menggunakan Geran Penyelidikan on the RMC website.

What should I do if I want to attend courses/seminars/meetings/training/etc abroad?

Researchers who wish to apply for approval to attend courses/seminars/meetings/training/etc abroad using research grants must apply manually, which is the application letter and program information. Please refer to Garis Panduan Umum Permohonan Ke Luar Negara Menggunakan Geran Penyelidikan on the RMC website.

When is the deadline to fill out the application in the eInternational system?

Applicants need to fill in the e-International System application within a period of no later than two (2) months from the date of the conference.

How do I claim payments made for conference/journal fees?

Applicants must fill in the Publication Claim form in the Conference/Journal Claims section via the link https://rmc.uitm.edu.my/index.php/download/proses-penyelidikan and include supporting documents as in the checklist. Applicants must first obtain approval from the Head of PTJ.

How does the applicant know the status of the application?

Applicants will be notified of approval via email. Applicants can check either in the eInternational system or with the RMC office at 03-5544 2749.

Can we travel overseas for research/conferences with only approval from RMC?

No. Applicants need to generate the approval letter through the eInternational system, attach the letter with the overseas travel application form, and submit both to the Vice Chancellor's office for approval.

CONFERENCE AND JOURNAL FEE PAYMENT PROCESS

POST DOCTORAL

What is the Post Doctoral?

Post-Doctoral is a course/training attended by PhD holders who have just received their PhD within one (1) to five (5) years to work in research for 12 or 24 months.

What is the Dynamic Research Grant?

The UiTM Post-Doctoral Research Grant, known as a Dynamic grant, was introduced as a research fund to support the professional development strategy of academia. It aims to support the career development of researchers with a Doctoral Degree (PhD) to promote a culture of high-impact research and publication based on their expertise among young academics. The Research Management Center (RMC), TNCPI Office manages the program.

When does the application for a Postdoctoral position open?

Applications are open throughout the year. More information can be consulted at https://rmc.uitm.edu.my (in the advertisement section of the RMC UiTM website).

What are the eligibility requirements for Postdoctoral applicants?

The Post Doctoral eligibility requirements can be referred to in the Dynamic Grant Guidelines, available at https://rmc.uitm.edu.my/index.php/directory/research-grant-guideline

How do I apply for Postdoctoral position?

Applications should be sent to the RMC Post Doctoral Secretariat, TNCPI Office by submitting relevant documents that can be referred to in the Dynamic Grant Guidelines. https://rmc.uitm.edu.my/index.php/directory/research-grant-guideline

What is the application method for Post Doctoral reappointment?

Applications for re-appointment must be sent to the RMC Postdoctoral Secretariat, TNCPI Office, at least six (6) months before the end of the appointment period by submitting relevant documents that can be referred to in the Dynamic Grant Guidelines.

https://rmc.uitm.edu.my/index.php/directory/research-grant-guideline.

However, approval for Post Doctoral reappointment is given by the TNCPI Office, subject to the provisions, achievement of performance indicators and the conditions that have been set.

Can a Postdoctoral candidate be terminated at any time?

Yes, the University has the right to terminate the service contract if it does not achieve the performance indicators set by the University. The University also reserves the right to withdraw the offer or terminate the service without prior notice if the information provided is incorrect in any of the submitted documents.

What if a Postdoctoral candidate wants to resign for specific reasons?

Resignation by a Post-Doctor should be done in writing to the PTJ through the supervisor by giving one month's notice or paying one month's salary of notice.

Are Postdoctoral candidates eligible for any medical benefits?

Yes, Post-Doctors are eligible to be given medical care only at the UiTM Health Center / UiTM Panel Clinic / Government Hospital with their respective PTJ allocations.

Does the Postdoctoral have to leave benefits?

Yes, Post-Doctors are entitled to twenty-five (25) days of leave per year, fifteen (15) days of paid sick leave per year and any special leave with the permission of the PTJ.

Can Postdoctoral Candidates attend or follow seminars/conferences/courses organized locally/abroad?

Yes, Postdoctoral Candidates can attend seminars/conferences/courses held in or outside the country subject to university regulations and approval using PTJ allocations or research grants by grant sponsors.

What can other claims Postdoctoral Candidates submit?

Post Doctoral fellows may be considered for travel claims for fieldwork or any external work related to the research subject to university regulations and grant sponsor approval by Grade DM51/52 qualifications.

After receiving the approval of the Postdoctoral appointment, what should the PTJ do?

The PTJ must ensure that the Post Doctoral returns the form agreeing to accept the appointment through the supervisor to the RMC. The PTJ must ensure that all registration documents and self-report sessions are done when the Post-Doctorate starts working. PTJ needs to create a Postdoctoral employee number through the i-Staf Portal system and select the Postdoc Salary Allocation Fund to enable salary payments to be made.

How is the monthly salary payment for a Postdoctoral candidate made?

RMC will manage the Postdoctoral monthly salary payment process. Each PTJ only needs to submit the recorder card or Postdoctoral attendance record to RMC each month seven days before the payment is processed. Please ensure the supervisor has verified the recorder card or Post Doctoral attendance record.

Who needs to manage VISA matters for Postdoctoral Candidates from abroad?

VISA matters need to be managed by the PTJ through the Postdoctoral supervisor, including issues at Immigration.

Where can I find detailed information on the Dynamic Grant Guidelines?

All other detailed information regarding the Post Doctorate can be found on the RMC UiTM website https://rmc.uitm.edu.my/index.php/directory/research-grant-guideline.

Who should I contact for more information regarding the Postdoctoral?

You may contact the Officer at Research Operation Unit as listed below:

Zulhilmi Shazhali : 03-5544 2749 (zulhilmi2084@uitm.edu.my)
Zatul Iffah : 03-5543 7864 (zatuliffah@uitm.edu.my)

FINANCIAL AND CLAIMS

PURCHASE UNDER RM5,000.00

How can purchases below RM5,000.00 be made?

Purchases can be made on a miscellaneous expense claim using personal money.

What is the purchase value limit through:

Procurement of materials and services from any supplier for each research activity valued below RM3,000 for each receipt, each transaction (online), and each type of item. The purchase of assets is not allowed through this method.
Procurement of supplies/services where the price rate has been set in general (published rate) by vendors such as local newspapers, seminar/course/conference/publication participation fees, and similar worth up to RM5,000.

**Reference : Pekeliling Bendahari Bil. 4 Tahun 2017 : Garis Panduan Pendahuluan Pelbagai. Pelarasan dan Tuntutan Perbelanjaan Pelbagai Yang Telah Didahulukan

What is the duration allowed for the submission of miscellaneous expense claim applications?

Applications for miscellaneous expenses must be submitted by two (2) months from the date of receipt and by two (2) weeks before the end of the project. Any personal money refund claim application made after the grant period is not allowed.

Is the purchase of inventory and ICT equipment allowed through this method?

Yes, the purchase of inventory and ICT is allowed, provided the purchase is included in the research proposal paper approved by the grant funder. If not, the applicant should submit the purchase application to RMC or the grant funder for consideration and approval. The approval of the relevant Technical Committee must be obtained before the researcher makes payment.

What documents need to be prepared?

Claim application must include the following:

Miscellaneous expense claim application form (https://rmc.uitm.edu.my/index.php/download/proses-penyelidikan)
The original receipt and proof of transaction payment using a debit/credit card verified by the Project Leader must be verified by the Head of PTJ/Head of Department/ TDPJI/ TRPJI.
If a Project Member or research assistant makes the application, the Project Leader must verify the original receipt of the claim.

What if an advance was obtained; however, the refund claim does not comply with the conditions and the limit value of miscellaneous claims?

Applicants need to obtain confirmation of the payment receipt from the PTJ Head, including the justification for the consideration and approval of the Bendahari of UiTM (Shah Alam Campus) and the Rector/Assistant Rector (UiTM Branch Campus).

DIRECT PURCHASE UP TO RM50,000

What does Direct Purchase mean?

Procurement of supplies or services worth up to RM50,000 per year for each type of item. Direct purchase requires a Local Order (LO) application containing information on ordering supplies/ services/ works to vendors.

What is the minimum number of quotations required for Direct Purchase procurement?

Procurement of supplies requires one (1) quotation for a value up to RM10,000 and two (2) quotations for more than RM10,000 up to RM50,000. If there is only one (1) quotation, a declaration letter as the sole supplier must be included.
Procurement of services requires one (1) quotation required for a value up to RM20,000 and two (2) quotations exceeding RM20,000 up to RM50,000. If there is only one (1) quotation, a declaration letter as the sole supplier must be included.

What is the time frame for purchase requests through Local Order (LO)?

The LO procurement application for supplies/services must be made at least three (3) months before the end of the project to ensure that the supplies/services have been received and payment to the supplier has been completed before the end of the project.

What if the Local Order (LO) issued needs to be cancelled?

The applicant must provide a notification letter about the cancellation and attach the original LO from the supplier and applicant for the local order cancellation process.

What documents are required for using Company Direct Payment?

Company Direct Payment application must include the following:

Company Direct Payment Application Form
Invoice
Delivery Note (Delivery Order)
Appendix A (Price Reasonability Form)
Goods Receipt Form (GRN)
Company Performance Evaluation Form
Justification Form/ Explanation Letter Non-compliance with procurement rules not using Local Order (LO)

PURCHASE EXCEEDING RM50,000.00

What if the researcher applies for procurement of supplies/services exceeding RM50,000?

If the purchase of supplies/services exceeds RM50,000, procurement must be carried out through SebutHarga Rasmi/ Tender. Applications must go through RMC to approve purchases using research grants before being forwarded to the Jabatan Pengurusan Perolehan & Aset, Pejabat Bendahari UiTM. **Reference: Pekeliling Bendahari Bil. 8 Tahun 2009, Garis Panduan Proses Pelawaan dan Penilaian Sebut Harga Rasmi/ Tender

What is the process involved for the purchase of more than RM50,000?

Applicants must implement the procurement process using the FineEProcurement Plus System (https://myepplus.uitm.edu.my) following the procurement procedure in force and obtain the approval of the relevant Technical Committee. Applicants must submit the purchase application to RMC for approval and upload it to the Procurement Planning (PP) menu. For purchases through Direct Negotiation (RT), the RMC approval letter and documents related to RT need to be forwarded to obtain the approval of the Ministry of Finance / UiTM.

ADVANCE FOR MISCELLANEOUS APPLICATIONS AND ADJUSTMENTS

Can researchers apply for advance money for research-related activities/programs or expenses?

Researchers can make a Miscellaneous Advance application which can be found on the RMC website.

What is the maximum value of Advance for Miscellaneous?

- The maximum value of advance for each staff member is RM5,000.00. If more than RM5,000.00 is required, it is subject to special approval by the Bendahari of UiTM (Shah Alam Campus) and the Rector/Assistant Rector (UiTM Branch Campus). **Reference: Pekeliling Bendahari Bil. 4 Tahun 2017: Garis Panduan Pendahuluan Pelbagai, Pelarasan dan Tuntutan Perbelanjaan Pelbagai Yang Telah Didahulukan.

What is the process after receiving Advance for Miscellaneous payments?

After receiving the Advance for Miscellaneous Payment, researchers can conduct research activities or make expenses based on the approved advance application. Researchers must complete the Miscellaneous Advance Claim/ Adjustment Application Form from the RMC website.

What is the timeline for the Adjustments of Advance for Miscellaneous?

Adjustments must be submitted within two (2) months from the date of the Advance received. Failure to submit will result in a salary deduction by the Pejabat Bendahari without notice.

What documents are required for Adjustments of Advance for Miscellaneous?

Applicants must prepare adjustments of advance for Miscellaneous application according to the checklist that can be downloaded from the RMC website (https://rmc.uitm.edu.my/index.php/download/proses-penyelidikan)

ADVANCE APPLICATION FOR TRAVELLING OVERSEA AND ADJUSTMENT/ CLAIM APPLICATION FOR TRAVELLING OVERSEA

How can I make an Overseas Travel Advance?

The Advance for Overseas Travel can be made after obtaining approval to conduct any research activities overseas from RMC and the Office of Vice-Chancellor (VC).

** Documents must be prepared according to the checklist that can be downloaded from the RMC website (https://rmc.uitm.edu.my/index.php/download/proses-penyelidikan)

What is the timeline for the overseas travel advance application?

Researchers must send the overseas travel advance application one (1) month before the travel date.

How can travel adjustments/claims be made?

Researchers must submit a complete adjustment document before the 10th day of the following month. Please fill in the late justification form if it is later than the given period. All receipts or proof of payment must be certified by the Head of PTJ/TDPJI/TRPJI, including the receipt of the return of the advance balance (if relevant).

What are the rates and conditions for food allowance claims, daily allowances, hotel rental payments, and other facilities for oversea travel?

Researchers can refer to the rate and conditions of the allowance claim through Pekeliling Perbendaharaan Malaysia (WP 1.4)

ADVANCE APPLICATION FOR DOMESTIC TRAVELLING AND ADJUSTMENT/ CLAIM APPLICATION FOR DOMESTIC TRAVELLING

How can I make an advance request for domestic travel?

You can find travel advance applications on the RMC's website (https://rmc.uitm.edu.my/index.php/download/proses-penyelidikan). The application must be sent to RMC 14 days before the travel date.

How can travel adjustments/claims be made?

What are the rates and conditions for food allowance claims, daily allowances, hotel rental payments, and other facilities for domestic travel?

Researchers can refer to the rate and conditions of the allowance claim through Pekeliling Perbendaharaan Malaysia (WP 1.4)

What is the distance and mileage rate for each domestic travel claim (cent/KM)?

Car: 85 cents for the first 500 km, 75 cents for 501 km and beyond
Motorcycle: 55 cents for the first 500 km, 45 cents for 501 km and beyond

**Reference : Pekeliling Perbendaharaan Malaysia WP1.4

Can students make travel claims within the country?

It is possible if the student is registered as RA/GRA. They must complete the travel claim form and obtain endorsement from the project leader for each attached receipt. However, students other than RA/GRA are not eligible to make travel claims (mileage).

What is the payment rate for the official travel allowance/meal allowance/lodging allowance/daily allowance of GRA/RA?

The payment rate for GRA/RA allowances is according to Grades 41-44 or based on academic qualifications.

Is travelling by air allowed for research purposes?

Only Economy class is allowed for flights and is subject to the adequacy of the remaining research project.

SURPLUS ADVANCE PAYMENT APPLICATION

What if there is a surplus in the Advance payment received?

The Surplus amount must be returned by cash/transfer to Unit Kewangan. Applicants can contact the Bursary's Office to obtain the UiTM Research Fund (RD) account number.

ORGANIZATION OF RESEARCH PROGRAMS OFF UITM PREMISES

Can I organize research-related programs/workshops outside of UiTM premises?

Yes, it is possible, provided the funder previously approved it (refer to the proposal). Researchers can submit paperwork for the relevant program/workshop organization to RMC, which will then be forwarded to the Vice Chancellor's Office for approval (Pekeliling Naib Canselor Bil. 3 Tahun 2019).

DISTRIBUTION OF RESEARCH GRANT ALLOCATIONS FROM GRANT FUNDERS (COMPANY/INDUSTRY) TO UITM RESEARCHERS

How does the grant funder (company/ industry) channel the research grant allocation to UiTM?

Researchers can submit an invoice issuance application to channel research grant funding from the company/industry. The invoice issuance application form can be found on the RMC website and must be submitted to RMC.

HONORARIUM PAYMENT

Can other students besides the appointed RA/GRA be paid for conducting research?

Yes, it is allowed if stated in the approved research proposal, and the allocation of Vote 29000 is sufficient.

What is the student payment rate, and how long is the appointment allowed?

The student payment rate is a maximum of RM500 per month, and the appointment period is allowed for up to three months. The student must not be registered as GRA/RA.

What is the payment process for professional services and part-time speakers/facilitators?

Researchers need to make an official appointment with a clear scope of duties and the expert fees charged, which should be stated in the approved grant proposal.
Researchers need to obtain the approval of the Head of PTJ in the case of professional services appointed among UiTM staff. Nominees must not be directly involved as a researcher in the project and have no family ties that could affect the integrity and ethics of the research team.
Payment to the speakers and facilitators for part-time or external services according to their academic qualifications must refer to Pekeliling Perbendaharaan Bil 2.Tahun 2005, Bil 19. Tahun 2002. The payment rate depends on the Bursary Circular and university regulations and refers to Grant Guidelines.

What forms need to be filled and the honorarium payment under which vote?

The form that needs to be filled out is the honorarium and payment claim form using vote 29000. Ensure the researcher attaches supporting documents verified by the Head of Department/Officer A.

OTHER MATTERS

What are the requirements for a financial claim application?

The requirements must include the following:

The project status is still active;
The remaining allocation is still sufficient;
Items requested are listed in the proposal;
Complete application documents

Is it allowed to send financial claim documents after the grant ends, although the spending was made during the active grant period?

It is not allowed because the financial claim document must be sent two (2) weeks before the end of the grant. No transactions can be made after the grant period ends.

What if there is insufficient balance in the grant allocation for the miscellaneous or travel claims?

The payment of miscellaneous or travel claims will be according to the adequacy of the remaining project allocation, and the applicant will bear the excess amount.

Why was my financial claim application document rejected or returned?

The financial claim application document may be rejected or returned due to the following;

There is no PTJ level verification in spaces that require PTJ verification;
No proof of payment for the receipt;
The project status has expired;
Not complying with the rules and guidelines of the grant funder; or
Insufficient balance

Are students allowed to fill out the Goods Receipt Form (GRN)?

Students are not allowed to receive, confirm, and fill in the Goods Receipt Form on behalf of the project leader/project member. Any project members or PTJ-appointed officials can only fill in the column for goods received.

Who should I contact for more information regarding the procurement process and financial claims?

You may contact the Officer at Research Operation Unit as listed below:

KPT GRANTS
Mrs. Nurshuhada Mohder - 03 5543 7875 (shuhadamohder@uitm.edu.my)
INTERNAL GRANT
Mrs Farah Damanhury - 03-5543 7877 (farahdamanhury@uitm.edu.my)
Mr. Mohammad Syafiq Shamshul - 03-5544 8277 (msyafiqshamshul@uitm.edu.my)
EXTERNAL GRANT, MOSTI, ETC.
Mrs. Haslinda Abdul Hamid - 03-5544 2785 (haslin245@uitm.edu.my)
MATCHING GRANT, SRP, PPRN, ETC.
Mrs. Amalia Yasmin Mohd Rafi

For contact information, please visit :
https://rmc.uitm.edu.my/index.php/corporate/staff-directory on the RMC's website.

Where can I get the relevant forms?

Researchers can get the forms on the RMC website, which is https://rmc.uitm.edu.my/index.php/download/proses-penyelidikan.

VIREMENT VOT

What can be done if the remaining balance in the votes is insufficient?

If the remaining balance in the votes is insufficient, the researcher can apply for the transfer of votes to cover the expenses.

How can an application for vote transfer be made?

Vote transfer applications can be made through the IRMIS system (https://orchid.uitm.edu.my/irmis/)

Does vote transfer have a specific amount limit?

Limits on the amount that can transfer to a different vote are subject to the Grant Guidelines. The KPT grant cannot exceed 50% of the original vote allocation.

How many times is the maximum limit for vote transfer applications?

The maximum limit of vote transfer is two (2) times during the active grant period. For KPT grants, transfers are allowed six months after the project implementation. Amendment of votes exceeding 50% of the original approval amount per vote is not allowed.

How long does it take to approve a vote transfer application?

The approval period for vote transfer applications is approximately seven (7) working days.