Support

Frequently Asked Question

Quick answers to questions you may have.

Easily access key information on external grant registration, financial procedures, and publication acknowledgement — tailored to support your research journey at UNIMAS.

1.The external organisation is interested to fund my research project. What should I do?

The need for a Memorandum of Agreement (MoA) to be signed before any financial arrangements; or
A request for UNIMAS to issue an invoice for fund release.

Once this is obtained, a memo must be submitted to RIEC via the Dean or Deputy Dean’s Office for the grant registration process.

Also refer to: “I have received research funding from an external organisation. What should I do?”

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

To register the grant, please submit the following to RIEC via your Dean or Deputy Dean’s Office:

A cover memo addressed to the Director of RIEC requesting grant registration.
Supporting documents, including:
Funder’s official letter with project details (title, project leader, duration, and approved amount)
The approved research proposal
Proof of fund transfer
MoA (if available)

Also refer to: “Where should I register my external grants?”

3. Which department is responsible for the accounting and management of research fund accounts?

UNIMAS researchers may register research funds from external sources (industry, institutional, national, or international) through either:

UNIMAS Holdings Sdn. Bhd. (UHSB); or
UNIMAS Bursary

For financial account management and related processes, please contact the respective finance officer from the chosen platform.

4. Where should I register my external grants?

External research grants (from industries, private bodies, or other external organisations) may be registered under:

UNIMAS Holdings Sdn. Bhd. (UHSB); or
UNIMAS Bursary Office

The Research, Innovation and Enterprise Centre (RIEC) oversees the full research lifecycle — from grant registration to project completion.

Important notes for researchers:

Grants registered under UHSB will incur a 5% management fee and 6% SST, deducted from the total grant amount.
Grants registered under the Bursary Office require two (2) original completed copies of the “Surat Ikatan Amanah”, available from the Bursary or downloadable via RIEC’s website.

Also refer to: “I have received research funding from an external organisation. What should I do?”

5. What should I write in the memo requesting for grant registration?

Your memo should clearly include the following project details:

Name of the recipient/Project Leader (must be an academic staff of UNIMAS)
Title of the research project
Project duration, including start and end dates
Total approved amount of funding
Details of the funder

Also refer to: “The external organisation is interested to fund the proposed research project. How should I go about with it?”
See also: Sample/Template for the internal memo requesting for grant registration

6. I received an approval letter to conduct a research project, but no funds will be transferred to UNIMAS. Can I register the project in iRIS via RIEC?

No. Projects can only be registered in iRIS if funds are transferred to UNIMAS.

7. How do I know my project is approved for registration in iRIS?

Once approved, RIEC will generate a Project ID, and researchers will be notified via email through the iRIS system. An official memo will also be issued to formalize the grant registration.

8. What should I do if I need to extend the approved project duration?

To request for an extension, researchers must submit:

An internal memo (via Dean/Deputy Dean’s Office) stating project details and justification for the extension
Attachments:

Latest revised timeline
Latest progress report
Approval letter from the funder (for external grants only)

9. I want to rearrange the amount allocated to each vote/activity. Do I need approval for this?

Yes. Any revisions or changes to the allocation of votes or activities must receive official approval from both the funder and RIEC.

10. I have an available balance in my research grant, but the project is completed. Can I use the remaining funds for other activities?

No, not automatically. Any use of the remaining balance is subject to the funder’s decision. Researchers must obtain written approval from the funder before proceeding with any additional activities.

11. How much funding should I secure for my research project to qualify as a Principal Investigator (PI)?

To qualify as a Principal Investigator (PI) in a registered research project, the amount of funding secured must be significant and officially approved by recognised bodies such as:

National Grants – e.g., FRGS, PRGS, MPOB, JKR
International Grants – e.g., European grants, international universities
Industry/Private/NGO – e.g., ABC Sdn Bhd, Sarawak Timber Association

The exact minimum amount may vary depending on grant type and institutional policy, so researchers are advised to consult RIEC for current thresholds and eligibility.

Sciences

National - RM 20,000.00
International/Industry/ Private/NGO - RM 10,000.00

Non-Sciences

National - RM 5,000.00
International/Industry/ Private/NGO - RM 5,000.00

1. How can I view my research expenses in iRIS?

You can monitor your research project’s financial status, including expenses and remaining balance, directly through the iRIS system.

Click here to view the step-by-step Guideline to View Research Expenses in iRIS

Note: Please log in using your UNIMAS credentials. If you encounter issues, contact RIEC or the iRIS support team.

2. What are the votes involved in research grants?

Research grants are allocated under specific vote codes based on the nature of expenditure (e.g., equipment, travel, services, personnel).

You may refer to the official guidelines via RIEC’s website for full details. The summarised table is available under:

“Use of Research Grant Votes and Terms of Reference” This table outlines the permitted expenses under each vote and their respective terms of use.

3. What is the difference between Asset and Inventory? What about Vote 35000, 26000, and 27000?

Under UNIMAS research grant procurement procedures, items are classified based on value and function.
An Asset refers to any equipment costing RM3,000 and above, with a lifespan of more than one year. This falls under Vote 35000.
An Inventory refers to equipment costing below RM3,000, but still with a lifespan of more than one year. This is recorded under Vote 27000.
Meanwhile, Vote 26000 is used for general expenses, such as services, supplies, or other operational costs necessary for the research project.

For more details, please refer to: “What are the votes involved in research grants?”

4. I want to purchase ICT items. What should I do?

Researchers are not allowed to purchase ICT equipment — including workstations, laptops, iPads, mobile phones, or printers — unless such items were explicitly approved by the funder in the original proposal or award letter.

Also refer to: “What are the votes involved in research grants?”

5. Can I claim research purchases made using my own money?

According to UNIMAS procurement procedures, purchases made with personal funds cannot be reimbursed if they:

exceed RM100 for items, services, or work; or
exceed RM50 for refreshments

unless a Purchase Order (PO) was processed in advance.
For grants managed under UNIMAS Holdings Sdn. Bhd. (UHSB), this rule may differ. Please consult RIEC for further clarification.

6. Can I hire a postgraduate student as a GRA under my research project?

Yes — but you must apply through UNIMAS Innovation.
Submit:

A memo to the Director of UNIMAS Innovation
Completed GRA form (Appendix 3A)
Letter of offer & student registration proof
Student’s IC/passport & bank details

Once approved, RIEC will issue the appointment. The student must return the signed GRA Acceptance Form (Appendix 3B).

Also refer to: What are the votes involved in research grants?

7. Is there a limit to the GRA appointment period?

Yes. The minimum appointment period for a GRA is one (1) year.

*Also refer to:

I want to hire the postgraduate student as GRA under my research project.
What are the votes involved in research grants?

8. I’ve received project extension approval. Do I need to request GRA extension separately?

Yes. The Principal Investigator (PI) must submit a GRA extension memo at least one (1) month before the current GRA appointment ends.

9. I want to hire an enumerator or field assistant and pay honorarium. What should I do?

You may appoint them directly, but honorarium is only payable after the task is completed with a brief report verified by the Principal Investigator (PI).

To process the payment, submit:

A memo to the Director of RIEC
Letter of appointment & acceptance (with task list and rates)
Brief report or proof of completed work, confirmed by PI

Also refer to: Sample/template for appointment and memo requesting for payment

10. What should I do if I want to purchase ICT equipment or accessories using a research grant?

ICT equipment or accessories cannot be purchased unless prior approval from the funder is stated in the grant proposal.
Researchers must submit a memo via the Dean’s Office to RIEC for approval before any procurement is made.

1. How should I write the acknowledgement for publications funded under internal or external grants?

Please refer to the guidelines on page 44 of the document titled “UNIMAS Innovation Engagement and Dialogue Session on Research Procedures and Processes” for the correct format and wording.

Make sure your acknowledgement clearly states the funding source, project title or ID (if applicable), and institutional affiliation as required.