The researcher needs to obtain the official letter from the funder indicating the details of project and any specific requirements for the process of funds transferred to the university. This is inclusive of:

• The initiatives for MoA signing prior to any financial arrangements; or
• The needs for UNIMAS to issue invoice for the release of funds.

Following on, the researcher is required to submit a memo to RIEC via the Dean/Deputy Dean’s Office for the subsequent process of grant registration.

Please also refer to :

• I have received research funding from external organisation. What should I do?

Please forward to RIEC the followings:

• A cover memo requesting for registration of grant addressed to Director of RIEC, UNIMAS via your Dean/Deputy Dean’s Office.
• Attach the relevant documents such as:

1. The Funder’s Letter containing details of approved project (Title of the Project, UNIMAS Project Leader, Duration of the Project, and Approved Amount of Funding);
2. Approved research project proposal by the Funder;
3. Proof of funds transferred; and
4. MoA on the research project (if any)

Please also refer to :

• Where should I register my external grants?

UNIMAS researchers may register any research funds from the external parties (industries, institutional, national, or international) at one of the followings:

1. UNIMAS Holdings Sdn Bhd (UHSB); OR
2. Bursary UNIMAS.

Industries/Private/External Grants are registered either under the Bursary Office of UNIMAS or UNIMAS Holdings Sdn. Bhd. RIEC will be the centre handling the research matters starting from the registration until the completion of the research project.

Few important notes to the researchers for grant registration:

1. Those who wish to transfer research funds at UHSB shall be subjected to the deduction of 5% management fees and 6% SST from the total amount of funds; and
2. Those who wish to transfer research funds at Bursary Office of UNIMAS will be required to submit two (2) original completed copies of “Surat Ikatan Amanah” (which is available at Bursary Office of UNIMAS or accessible via RIEC’s website).

Please also refer to :

• I have received research funding from external organisation. What should I do?

The memo should clearly indicate the details of the project such as:

• The recipient/Project Leader (Academic Staff of UNIMAS ONLY)
• The title of the project
• Duration of the project (clearly indicating the expected commencing and completion dates)
• Total sum amount approved for the project
• The funder’s details

Please also refer to:

• The external organisation is interested to fund for the proposed research project. How should I go about with it?
• Sample/Template for the internal memo requesting for grant registration.

No.

Funds need to be transferred to UNIMAS for the project to be registered in iRIS.

RIEC will generate Project ID and the researchers will be notified accordingly through their emails triggered via iRIS. Subsequently, official memo will be issued to formalize the grant registration.

Researchers need to submit the followings:

• Internal memo via Dean/Deputy Dean’s Office clearly indicating the project details and justifications for the extension requested;
• Attach with:

1. the latest revised timeline
2. the latest progress report
3. approval by funder (for external grants)

Yes.

• UNIMAS Innovation Engagement and Dialogue Session on Research Procedures and Processes

Please refer to the guidelines via RIEC’s website. The summarized table is as follows:

• Use of Research Grant Vots and Terms of Reference

Procurement of items under research grants is in accordance to the University Procurement Procedures issued by the Bursary Office, UNIMAS.

 Brief summary for this is as follows:

Please also refer to :

• What are the votes involved in research grants?

Researchers are not allowed to buy communication equipment and ICT hardware such as workstations, laptops, iPads, mobile phones or printers unless it was initially approved by the funder.

 Please also refer to :

• What are the votes involved in research grants?

According to UNIMAS procurement procedure, all purchasing on:

• Purchased of items, services or work which is exceeding RM100
• Refreshments exceeding RM50

need to be processed via Purchase Order (PO). Nevertheless, this rules might defers for grants parked under UHSB and the researchers are advised to communicate with RIEC for further explanation.

Researchers who have graduate students as human capital as part of the target of research output, should submit applications for the appointment of GRA to UNIMAS Innovation.

 The GRA Application Checklist is as follows:

• Researchers must submit an accompanying memo to the Director of UNIMAS Innovation:
• Completed GRA Graduate Research Assistant Appointment Application Form (Appendix 3A);
• Letter of Study Offer and confirmation of registration of graduate students; and
• Account details and copy of graduate student identity card / passport;

 The GRA appointment will be issued by RIEC and the graduate students will need to return the GRA Graduate Research Assistant Offer Acceptance Form (Appendix 3B) (provide link).

 Please also refer to :

What are the votes involved in research grants?

The standard minimum period of appointing a GRA is one (1) year.

Please also refer to:

• I want to hire the postgraduate student as GRA under my research project. Is there any specific rules or eligibility to consider?
• What are the votes involved in research grants?

Yes.

Appointments are issued by the researcher himself and honorarium payments are based on assignments. Payment of honorarium can only be made after the research assignment / activity is completed along with a brief report and confirmed by the Principal Investigator.

The Honororium Payment Checklist is as follows:

• Researchers must submit an accompanying memo to the Director of RIEC;
• Letter of appointment and proof of acceptance of appointment complete with list of assignments and reasonable rates of payment; and
• Researchers need to confirm a brief report or related document as proof of completed work.

Please also refer to:

• The sample/template for appointment and memo requesting for payment