internal grant and contract research personnel slidinternal grant

7/30/2019 Internal Grant and Contract Research Personnel SlidInternal Grant

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R&D ProjectManagement Induction

Programme

INTERNAL GRANT AND CONTRACT

RESEARCH PERSONNEL


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INTERNAL GRANT

PROCEDURE


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Internal Grant

Mini Fund

Revolving Fund

Start-Up Fund


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MINI FUND

PROCEDURE


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FUND

DISBURSEMENT

PROCEDURE


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Fund Disbursement

4. RMC advises

Finance to

perform fund

virement

6. RMC performs

funding allocation in

GAMS

5. Finance

disburses the

fund

Processes 3 & 4: will NOTtake longer than 2 weeks

7. Fund is available

for utilization

3. RMC creates GAMS

ID

1. RMC issues

letter of approval

to PL

2. PL submits PIF,

Form A and revised

proposal to RMC


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Utilization of Fund All projects must be ended by

end of each calendar year; noextension is allowed

Fund CAN be utilized for:

Contract research personnel

Local field trips for data collection

Research materials and supplies

(stationery and consumable items)

Fund CANNOT be utilized for: NO overseas field trip and local/

overseas conference/ workshop/

seminar

NO PC and laptop


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PROJECT

DOCUMENTATION

PROCEDURE


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Project Documentation

Project Information Form (PIF)

Form A

Revised Application Form(with revised milestone and

Gantt Chart)


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Dos and Donts

Dos DontsCapping TNT = Amount

Approved

NO CAPEX allocation:

R&D Equipments |

Research Materials and

Supplies; AND

R&D Equipments | Special

Equipment and Accessories

Only supervisor and/or co-

supervisor as project member for

Master/PhD project

Fill up first level breakdown only NO purchase of laptop and

PCLeave first level breakdown blank

if NOT applicable

No overseas field trip and

overseas/ local conference/

workshop/ seminarLeave second level breakdown

blank to be reflected in budget

of revised application form

Park project in research centrehttp://research.mmu.edu.my/rese

arch-center-chairman

Do NOT state PL in Part B:MMU Researchers PL has

been stated in Part A:

Project InformationPL hand sign hardcopy of Form

A and revised application form

PM hand sign hardcopy of PIF

and revised application form

NO digital signature
http://research.mmu.edu.my/research-centers-chairmanhttp://research.mmu.edu.my/research-centers-chairmanhttp://research.mmu.edu.my/research-centers-chairmanhttp://research.mmu.edu.my/research-centers-chairmanhttp://research.mmu.edu.my/research-centers-chairmanhttp://research.mmu.edu.my/research-centers-chairmanhttp://research.mmu.edu.my/research-centers-chairmanhttp://research.mmu.edu.my/research-centers-chairman


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PROJECT INFORMATION

FORM (PIF)

FORM


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Project Information Form

(Part A: Project Details)Project ID (GAMS ID)

Project Type Internal Project

Project Title

Project Description

Project Leader

Project Leader's Faculty

Funding Agency Multimedia University

Funding Type Mini Fund

Research Cluster(Engineering/ InformationTechnology/ Management)

Research Centre (RC)

RC Chairman

Project Approval Date

Total Amount Approved

Project Start Date

Targeted Completion Date

Project Status Active


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(Part B: Members Details)MMU Research er:

Name/ Faculty Signature

Research Off icer:


External Research er:



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(Part C: Funding Breakdown)

Account Chart Description Amount(RM)R&D EQUIPMENTS Research Materials and Supplies

R&D Books

Special Equipment and AccessoriesR&D EDP Hardware andSoftware

R&D Office Machine

R&D Furniture & Fitting

R&D Motor Vehicles

R&D Miscellaneous Equipment/Property

R&D LABOUR Temporary and Contract Personnel


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R&D MATERIALS Research Materials and Supplies

Equipment & EquipmentParts

Auto Parts

Building Parts

Fuel/ Gas

Furniture/ Fitting/Renovation

Office Machines/Equipments

Stationery

Publication/ Photo/Microfilm

Other Materials

Special Services

Souvenir


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R&D INCIDENTAL Travel and Transportation

Transport/ Traveling LocalTraining

Transport/ Traveling OverseasTraining

Traveling Local

Traveling Overseas

Traveling Intercampus

Rental/ Lease - Accommodation

Rentals

Rental/ Lease -Telecommunication

Rental/ Lease - Office Equipments

Rental/ Lease - Vehicles

Miscellaneous


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R&D INCIDENTAL

Research Materials and Supplies

Telephone

Postage/ Courier Services

Minor Modifications and Repairs

Maintenance - EDPHardware/ Software

Maintenance - Other

Equipments Special Services

Licence & Other Fees

Professional Charge

Note: Only f i l l in the First Level Breakdown (highl ighted in g reen)


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Sample PIF


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(Amount Approved: RM5,000)

Research Officer/ Research Assistant = RM2,000Stationery = RM600

Photocopy = RM400

Souvenir = RM100

Travelling Local = RM1,200Telephone Charges = RM300

Postage/ Courier Services = RM400

Mini FundTNT not exceed

amount approved


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Account Chart Description Amount(RM)R&D EQUIPMENTS

Research Materials and Supplies

R&D Books

Special Equipment and Accessories

R&D EDP Hardware andSoftware

R&D Office Machine

R&D Furniture & Fitting

R&D Motor Vehicles

R&D Miscellaneous Equipment/Property

R&D LABOUR

Temporary and Contract Personnel

2000


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R&D MATERIALS Research Materials and Supplies 1000

Equipment & EquipmentParts

Auto Parts

Building Parts

Fuel/ Gas

Furniture/ Fitting/Renovation

Office Machines/Equipments

Stationery

Publication/ Photo/

Microfilm

Other Materials

Special Services 100

Souvenir


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R & D INCIDENTAL Travel and Transportation 1200

Transport / Traveling LocalTraining

Transport / Traveling OverseasTraining

Traveling Local

Traveling Overseas

Traveling Intercampus

Rental / Lease - Accommodation

Rentals

Rental / Lease -Telecommunication

Rental / Lease - OfficeEquipments

Rental / Lease - Vehicles

Miscellaneous


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R&D INCIDENTAL

Research Materials and Supplies 700

Telephone

Postage/ Courier Services

Minor Modifications and Repairs

Maintenance - EDPHardware/ Software

Maintenance - OtherEquipments

Special Services

Licence & Other Fees

Professional Charge


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PROPOSAL REVISION

PROCEDURE & FORM


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Proposal Revision

PL submits the following

documents within stipulated

timeline to RMC upon receipt of

the approval letter.

Mini Fund 27 July 2012 Form A

Revised proposal (application

form) Revised milestone and Gantt

Chart


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Comments of

Reviewers

Page

No.

Details of Amendments

Made in the Project

Form A

Name of Project Leader :

Title of Project :

List of Amendments :


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PROJECT/GRANT

VARIATION

PROCEDURE


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Virement Request

Can be done as and when

required throughout project

duration

Virement must be done from

account code 7 to 7 or 4to 4

Virement from account code 4

to 7 or vice versa not allowed PL writes a HARDCOPY of

HAND SIGNED official letter to

Director of RMC for approval


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Change of Project Title Request

PL amends/ rephrases theproject title

PL writes a HARDCOPY of




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Change of Project Member Request

PL adds/ drops the projectmember

PL writes a HARDCOPY of



Mini Fund Master/ PhD project

must have only supervisor

and/or co-supervisor as projectmember


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Change of Project Leader Request

PLs contract has expired PLs contract has been

terminated

PL has resigned PL writes a HARDCOPY of




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PROGRESS

MONITORING

PROCEDURE

S b i i f E d f P j t


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Submission of End of Project

Report

December

Hardcopy with hand signature

to RMC

Oral presentation (as and when

required)


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Research Funding Record

PL records fund received, RO/RA

salary, purchasing and TNT claim PL classifies fund received and

expenses incurred according to

the account codes.

Account code 4 Asset

>RM500

Account code 7 Expenses


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BUDGET APPROVED DETAIL EXPENDITURE

Date Account Detail Amount Date Account Commitment Detail Purchase Asset Amount

Code (RM) Code Number By No. (RM)

FUND LEFT

TOTAL TOTAL

MULTIMEDIA UNIVERSITY (UNIVERSITI TELEKOM SDN BHD)

RESEARCH FUNDING RECORD

NAME OF CENTRE:

NAME OF RESEARCH FUND:SOURCE OF FUNDING:

PROJECT ACCOUNT NUMBER:

PROJECT TITLE:

PROJECT LEADER:

PROJECT TEAM MEMBER:

AMOUNT APPROVED:

DATE OF APPROVAL:

PERIOD OF PROJECT:


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Sample Research

Funding Record


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BUDGET APPROVED

Date Account Detail Amount

Code (RM)

06/07/2012 710901

R&D Labour | Temporary and Contract

Personnel 2,000.00

721101R&D Materials | Research Materials and

Supplies1,000.00

721101 R&D Materials | Special Services 100.00

732201 R&D Incidental | Travel and Transportation 1,200.00

732201R&D Incidental | Research Materials and

Supplies700.00

TOTAL 5,000.00


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(Amount Spent: RM2,257.15)

DETAIL EXPENDITURE

DateAccount Detail Purchase Amount

Code By (RM)

01/09/2012 710901RA Labour Cost Claim

(August 2012)Sim Mei Xian 757.15

16/08/2012 721101 Stationery Zurina Abdullah 250.00

16/08/2012 721101 Souvenir Zurina Abdullah 1,000.00

18/09/2012 732201Travelling Local: Melaka-

Rawang-Melaka

Ng Wai Ming 200.00

21/10/2012 732201 Telephone Charges Zurina Abdullah 50.00

FUND LEFT 2,742.85

TOTAL 2,257.15


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REVOLVING FUND

APPLICATION & PROCEDURE


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Revolving Fund

Applicable to existing

research project funded by

external grant

Reimbursement required after

receiving disbursement fromexternal fund

Supporting documents:

Research Agreement/ Letter ofApproval

Budget Breakdown

Quotation


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Application for Revolving Fund

1. PL submits

application form

to RMC

2. RMC evaluates the

form & recommends

the application

3. VP (R&D) approves

the application

4. RMC forwards

the application for

approval of Uni

R&D Comm.

5. Uni R&D Comm.

approves the

application

8. Finance disburses

the fund

Process 2 & 3: will NOT

take longer than 2 weeks

9. RMC performs

funding allocation in

GAMS

6. RMC prepares letterof approval & notifies

PL

10. Fund is available

for utilization

7. PL provides PIF and

Acceptance Note to

RMC


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CONTRACT RESEARCHPERSONNEL

APPOINTMENTPROCEDURE

Contract Research


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Contract Research

Personnel

Job Offer Research Officer (RO)

Research Assistant (RA)

Post Doctoral Fellow (Postdoc) Research Fellow

Scholarship

Research Scholar (RS) ERGS Graduate Research Assistant

(ERGS GRA)

MMU-ERGS Graduate Research

Assistant (ME-GRA)


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RO/RA APPOINTMENT


Application for RO/RA


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Mini Fund and PRGS RO/RA ERGS RA only (fulfillment of GRA is required)

EPF and SOCSO for Malaysian

Only completed form with supportingdocuments will be processed.Incomplete form will be returned to ProjectLeader.

Supporting documents:New Appointment:

1. Curriculum Vitae

2. Official Academic Transcript

3. Academic CertificateGraduation

Certificate (attended convocation); Senate

Letter (awaiting convocation); SPM

Certificate (undergraduate/ diploma holder)

4. GAMS Funding Breakdown

Renewal:1. Curriculum Vitae


Application for RO/RA

Rate for RO/RA


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Rate for RO/RAResearch Officer (RO): Degree holder

Monthly Rate:RM1800/month + 13% EPF + SOCSO

Daily Rate:(RM 90/day x maximum 20days/month) + 13% EPF + SOCSO

Research Assistant (RA): Diploma holder orundergraduateMonthly Rate:RM1100/month + 13% EPF + SOCSO(not applicable to undergraduate)

Daily Rate (undergraduate):RM 55/day xmaximum 12 days per month) + 13% EPF + SOCSO

Daily Rate (non-studying):RM 55/day x

maximum 20 days per month) + 13% EPF + SOCSO

A i t t f RO/RA b HCM


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Appointment of RO/RA by HCM

1. RO/RA/PL

submits

application formto Faculty Dean

2. Faculty Dean

recommends the

application

3. RMC checks

funding

availability &

recommends the

application

4. HCM approves

the application &

issues letter of

appointment

5. HCM issues

ICEMS ID and

password to

RO/RA

6. RO/RA contacts

RMC for GAMS

activation

Process 3: will NOT take

longer than 2 weeks

7. RO/RA makes

claim via GAMS

when HCM opens

system for claiming


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ERGS GRA/ME-GRA

APPOINTMENT


Application for ERGS GRA/ME GRA


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Application for ERGS GRA/ME-GRA

Scholarship Monthly Stipend

No EPF and SOCSO

Full Time

Only completed form with supportingdocuments will be processed.

Incomplete form will be returned toProject Leader.

Application for ERGS GRA/ME GRA


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Application for ERGS GRA/ME-GRA

Supporting documents:New Appointment:

1. Curriculum Vitae2. Official Academic Transcript

3. Academic CertificateGraduation

Certificate (attended convocation); Senate

Letter (awaiting convocation)


Renewal:1. Curriculum Vitae



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ERGS GRA

For ERGS grant only

This is purely an offer of research

scholarship and not a job offer

Under this grant, GRA will be paid

student stipend (No EPF andSOCSO)

GRA must register postgraduate

studies in MMU RA can be employed and subject

to EPF and SOCSO

ME-GRA


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ME GRA Joint MMU-ERGS top up scheme

Top up internal grant (IP) and ERGS

grant (EP)

This is purely an offer of research

scholarship and not a job offer

Under this grant, ME-GRA will bepaid student stipend (No EPF and

SOCSO)

ME-GRA must register postgraduate

studies in MMU, and perform

administrative tasks

RA can be employed and subject to

EPF and SOCSO

ERGS GRA vs ME GRA


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ERGS GRA vs. ME-GRA

ERGS GRA ME-GRA

Source of

Funding

ERGS only ERGS and MMU

Internal Grant Top

Up

Project GAMS

ID

EP EP and IP

Administrative

Duties

No Yes

Interview No Yes

Agreement

Signing

No Yes

Reimbursement

(Termination)

No Yes

(BOTH ERGS and

MMU Top Up)

Appointment of ERGS GRA by RMC


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Appointment of ERGS GRA by RMC

1. ERGS GRA/PL

submits application

form to Faculty Dean

3. RMC evaluates

the form4. RMC issues

appointment letter to

ERGS GRA

5. ERGS GRA accepts

and reports to HCM on

1st day

6. HCM issues

ICEMS ID and

password to ERGS

GRA

7. ERGS GRA

contacts RMC for

GAMS activation

Process 3 & 4: will NOT take longer than 2 weeks

8. ERGS GRA makes

claim via GAMS when

HCM opens system for

claiming

2. Faculty Dean

recommends theapplication

Appointment of ME-GRA by RMC


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Appointment of ME GRA by RMC

1. ME-GRA/PL

submits application

form to Faculty Dean

3. RMC evaluates

the form

6. RMC issues

appointment letter toME-GRA

7. ME-GRA accepts and

reports to HCM on 1st day

8. HCM issues ICEMS

ID and password to

ME-GRA

9. ME-GRA contacts

RMC for GAMS

activation

Process 3 & 4: will NOT take longer than 2 weeks

10. ME-GRA makes claim

via GAMS when HCM

opens system for

claiming

2. Faculty Dean

recommends the

application

4. ME-GRA attends

interview

5. Uni R&D Comm

approves theapplication


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Download Forms/ Procedures

RMC website:

http://research.mmu.edu.my/rmc/node/43

Intranet (under DepartmentsStandard Application Forms):

http://intranet/mmu/std_app_form.php

(for RO/ RA Application Form only)


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Q & A

internal grant and contract research personnel slidinternal grant

Documents