Purchases below RM 5,000.00 can be made through:

1. Purchase using invoice (from company registered with UTM) or;
2. Using personal money and making claims to RMC.
3. NO Quotation needed and NO Local Order released.

Equipment can be purchased if listed in the distribution of V-series and proposal.

If the equipment are not listed in the proposal, purchase is subject to APPROVAL from the RMC Director BEFORE the procurement of equipment.

Applications for purchases ranging from RM 5,001.00 to RM 20,000.00 can be made through direct purchase.

The necessary documents that need to be prepared:

1. Procurement Request Form or Borang Permohonan Perolehan  (UTM/RMC/F/0164)
2. A copy of the application through the HRFIN system to obtain the purchase application number. (MJPBPxxx)
3. At least 2 Original Quotation from the Company registered with UTM (verified by Company and Project Leader)

4. A Copy of V-Series Distribution Schedule for Purchase Proposal/ Schedule C Research Agreement.
5. Latest Research’s Financial Statement (verified by Project Leader for Fastlane and GUP projects)

The processing time for Local Purchase Order for Direct Purchase will be completed within 14 working days.

Documents are prepared according to the type of payment request to submit claim application.

RMC Accounting Unit is one of the units under RMC’s Financial Division.

This unit is generally responsible for managing registered research funds under RMC including generating claim bills to Sponsors, distribution, reporting, and fund reimbursements.

Services provided by the RMC Accounting Unit are as follows:

• Managing the distribution of research funds for each type of grant according to sponsors.
• Generating claim bills for research funds.
• Preparing reconciliation journals for related projects to facilitate accounting corrections based on sponsor’s approval/guidelines/financial procedures.
• Preparing financial reports based on sponsor requirements according to the specified reporting format.
• Receiving and recording of departmental revenue.

Project Leader will receive notification from RADIS system through respective UTM email to determine grants that are active.

Notification for active GUP Grant will be received by PIC in RMC Accounting Unit and will be distributed based on the approval.

If no allocation is received after one week for the GUP grant, inform the respective Research Managers.

The Project Leader are to provide directives in the form of an email to PIC in RMC Accounting Unit. Required information are as follows:

• Company/Sponsor Name
• Company/Sponsor Email
• Company PIC Name
• Company/PIC Contact Number
• Total claims to be stated in the invoice or foreign currency (if sponsor falls under international category)
• Description/specification details required in the invoice

The claim bill preparation period is 5 working days which is after receiving email instructions from the Project Leader. A draft of the claim bill will be provided before verification is made.

Project Leaders have to request for UTM bank details by emailing to PIC in the Accounting Unit.

Sponsors can make payment for research fund invoices through the following methods:

EFT/ (Electronic Funds Transfer)/Bank Transfer/Check/JomPay for local funds and Flywire/ Telegraphic Transfer for international funds

Actions to take upon receiving Warning Letter for Outstanding Claim Bill Payment:

• Sponsors must promptly make payment for the claim bill and submit proof of payment via email to PIC from RMC Accounting Unit.
• Sponsors must also promptly submit an official letter/justification/explanation regarding the delayed payment via email to PIC from RMC Accounting Unit.
• Sponsors must also promptly submit an official letter for the termination of project and email to the Research Manager if the sponsors decide to terminate the research project.

An invoice for research funds is considered overdue when it has exceeded the 30-day period.

The processing time for allocation to the project cost centre after receiving the funds is 7 working days which is after the generation of receipt by UTM Treasury Department or 7 working days after receiving the Active Cost Center notification

GUP Cost Centre: The Project Leader can conduct a self-review through the UTMFin and RADIS systems.
Cost Centre Others/Contract/Contract DTD and etc. : PIC from Accounting Unit will inform through email.

For late payments of funds or financial difficulties:

Sponsors can submit an official letter to the Research Manager, detailing the issue. Sponsors are also advised to extend the research period to facilitate the payment process.

The balance from an expired grant can be transferred to a new grant with the approval of the sponsor, and the new grant must have continuity with the previous grant. This applies only for grants that do not fall under the category of government fund.

For the cancellation of research, sponsors must submit an official letter to the Research Manager to change the status to “Terminated” in the RADIS system and Accounting Unit will request for the cancellation of the invoice to the Treasury Office. 

The warning letter will be issued up to three (3) times which consists of the First Warning Letter, Second Warning Letter, and the Third (Final) Warning Letter.

If the sponsors fail to make payments after the issuance of the Third (Final) Warning Letter, the Accounting Unit will escalate this matter to the Research Manager and RMC’s Top Management for referral to the UTM Legal Unit.

If there is a delay in the disbursement of funds, the Project Leader can email a request for the advance of those funds to the Research Manager who will then escale this matter to RMC’s Top Management to determine whether the Research Advance from RMC will be approved.

If the research advance is approved, the Research Manager will inform the Project Leader of the required documents that need to be completed.

The research advance will be adjusted once the sponsor disburses the research funds. Salary will be deducted if the sponsor fails to disburse the relevant research funds.

Budget sharing can be done by obtaining approval from sponsors or RMC Director’s approval except research Cost Centres under the government category.

The Project Leader can inform the Account Unit’s PIC on the intent to retrieve the original receipt.

If there is no request from the Project Leader, a copy of the original receipt copy will be sent to the sponsor and another copy will be kept in the Accounting Unit.

The Project Leader can obtain the original invoice from the RMC Accounting Unit’s PIC or the Project Leader can also notify if the original invoice have to be mailed to the sponsors.

To obtain funding for the second year or if Key Performance Indicators (KPIs) are not achieved, the Project Leader must submit a justification in the form of an email or letter to the Research Manager for further approval by RMC’s Top Management.

Financial statements can be accessed in the RADIS system under the Financial Information section. If the Project Leader wishes to obtain verification for these statements, they can email the Financial Officer in the Accounting Unit.

To refund the directed research funds from the sponsors, the steps needed to be taken are as follows:

1. Letter or email of instructions from the sponsors
2. Valid bank details of sponsors.

The remaining allocation can be checked in the vote book or ledger in the UTMFin and RADIS systems which would be in the Financial Information section. If the balance in vote book and RADIS does not tally, the Project Leader can email the Financial Officer in the Accounting Unit to inquire on the actual balance.

If the sponsor has an agreement for the disbursement of funds to a collaborator/institution, the Project Leader needs to provide an email with the complete instructions, including valid bank account details from the collaborator.

Proof of the refund balance can be verified through the PIC in the Accounting Unit, along with the attachment of supporting evidence of EFT/Credit to Bank/Telegraphic Transfer to Project Leader’s email.

If the financial statement has a negative balance, the consequence is that the project leader’s cost centre cannot be closed completely with a ‘Completed’ status. The Project Leader needs to replace the negative amount with personal funds to rectify the statement.

Bank Name: CIMB Bank
Account Name: Bendahari UTM (UTM Treasurer)
Account Number: 800-60-53536

Negative amounts can be replaced by coordinating the amount from active internal researchers’ cost centres by providing justification in the form of a letter or email to the Research Manager to obtain approval from RMC’s Top Management.

The project leader is encouraged to provide a breakdown of the distribution. In the absence of this, RMC Accounting Unit will allocate based on the breakdown in the budget menu of the RADIS system.

Vote Book is a financial record that documents all expenditure transactions, liabilities, and any changes to the allocation.

The “Approved Amount” column refers to the amount or overall total for a grant based on the research agreement.

“Transfer of allocation” refers to the transfer of the required amount from one V-Series to another V-Series according to the sponsor’s approval or approval from RMC’s Top Management.

Accumulated obligation refers to the amount recorded as a commitment for the purpose of local purchase order approval for procurement.

“Accumulated Liabilities” refers to the amount recorded as claims that are still in process.

“Expense” translates to the amount recorded for approved claims, both miscellaneous and travel advances.

“Expenditure” refers to the amount of claims that have been approved by the Payment Unit.

“Shadow balance” translates to the remaining allocation that have been taken into account of the columns of Accumulated Commitment, Accumulated Liabilities, and Expenditure.

The column “Remaining Balance” refers to the remaining allocation that have been taken into account of the Expenditure data.

Detailed expenditure data can be obtained through the Ledger in the reporting menu in UTMFin or Financial Information in RADIS.

The Procurement application form can be found on the RMC portal at https://rmc.utm.my

The Office Budget Form and Purchase Request Information can be found on the RMC portal at https://utmfin.utm

The Direct Purchase Evaluation Form can be found on the RMC portal https://utmfin.utm

The Direct Purchase Evaluation Form needs to be signed by:

1. Prepared By : RO @ RA Researcher/Grant Members/Project Leader
2. Approved By : Project Leader only

The Office Budget Form needs to be signed by:

• Applicant : Grant Member/Project Leader
• Supported/Not Supported Request : Project Leader only
• Approved/Not Approved Request : Project Leader only

Three (3) quotations and UTM registered suppliers need to be submitted for direct purchase using Internal Funds.

The applicant needs to submit a minimum of 3 quotations (at least 1 has to be registered with UTM) for purchases exceeding RM5,000 using government funds as well as internal funds.

Quotations must be original, stamped, and signed. If sent via email, the applicant needs to provide the official email of the supplier along with the quotation.

The Direct Purchase application can refer to the Checklist on the RMC Portal at https://rmc.utm.my  

The item specifications in the quotation should match those recorded in the Office Budget Form to ensure that the final item documentations in the Local Purchase Order aligns with the items in the invoice.

Direct procurement is interpreted as the acquisition of supplies/services involving an annual expenditure of up to RM20,000 (Government Funds) and RM50,000 (Internal Funds) for each type of item/service or a contract.

Direct purchase will be processed within 14 working days from the date the complete documents are received by the Procurement Unit. 

Procurement documents must be physically sent to the RMC Procurement Unit and cannot be submitted via email.

The final date for submitting requests for the acquisition of assets or inventory:

• KPT Grant – 6 months before grant expires
• MOSTI Grant – purchase for first year only
• Internal Grant/industry/international – One month before grant expiry
• Others – Supplies can be received before the grant expires

If a procurement request involving quotations exceeds RM20,000, the application must be submitted at least 3 months before the grant expiration to allow quotation process exceeding RM20,000 to be conducted.

The Project Leader cannot submit a purchase request in advance before the financial allocation is received into the grant as all procurement requests through acquisition are required to ensure sufficient balance for the issuance of Local Purchase Orders.

For furniture procurement exceeding RM20,000, applicants need to obtain approval from JHB beforehand.

Refer to the decision of the Meeting on Adjustment Discussions Regarding the Payment of Fixed Assets & Inventory by the Treasury Department & JHB dated November 17, 2021 which agrees that all furniture supplies below the cost of RM20,000 do not require JHB approval.

Notification of Procurement Regarding Furniture in Responsibility Centres (PTJ), Universiti Teknologi Malaysia Reference No. UTM.J.03/10.12/21 Vol.10 (58) dated October 20, 2020.

The next acquisition process are as outlined in the Supply and PK 2 Service Acquisition Procedure. The applicants need to obtain 3 quotations.

Direct negotiation refers to the provision of quotations given directly without going through a bidding process, not advertised but handed to companies that regularly deal with the agency.

Criteria for procurement that qualifies the applicant to use Direct Negotiation upon the sponsor’s directive? (WP 7.5 internal Funds) through research grant allocation received, other than from government sources or a combination of government funds. (example:- industrial grant, international, private limited company (SDN BHD), etc)

Special procedure for training participation:

There is an exception procedure for training participation organized by Government Agencies or Private Companies that is PK 7.3. This procedure is established for the exemptions from acquisition procedures by allowing the project leader to conduct direct negotiations for training participation organized by Government Agencies or Private Companies. 

Procedure Related to ICT and Internet Network PK7.6  is established to exempt from the acquisition procedures by allowing project leaders to conduct direct negotiations for ICT and internet network-related procurement.

Criteria required are:

1. The purchased software must be owned by the software owner or sole supplier/ agent.
2. The sole supplier/ agent must have a valid up-to-date appointment letter from the respective software owner.
3. Procurement is only for computer software and does not include hardware.
4. Financial allocation has been approved in the proposal and is sufficient.
5. Market research is exempted.

Main condition to use RT PK 7.6 is having the status of the software owner or from sole supplier/ agent. The Procurement Section will then process the acquisition using the Procurement of Supplies and Services Procedure that needs at least three (3) quotations.

Purchases exceeding RM20,000 using government funds must go through the quotation process.

The Purchase Application Information Form & Office Budget Quotation Form RM20,000 – RM50,000 (Government Funds) must be printed on a yellow paper and placed in an official envelope with the grant number written on the left side of the envelope.

The list of companies registered with UTM is available at UTMFIN, while the relevant industry codes for quotation applications can be found on the RADIS portal.

The schedule for determining technical specifications can be found on the RMC portal.

The procurement of ICT equipment that use Sector Code starting from 21 requires approval from UTM Digital Department before the quotation process can be commenced.

The purchase of imported goods need to be submitted to the University Laboratory Management Center (PPMU) for the purpose of reviewing equipment purchases. After obtaining approval, it will be forwarded to the University Procurement Management Unit for further action.

Quotation requests will be processed not more than 45 working days from the date of receiving complete documents.

Quotation requests with value ranging from RM20,000 to RM50,000 require a minimum of three (3) UTM registered and active companies.

Quotation requests with value ranging from RM50,000 to RM1 million require a minimum of five (5) UTM registered and active companies.

The required documents for government fund applications can be referred to on the RMC portal (quotation of RM20,000 to RM50,000)

Required members for the technical specification preparation committee should be at least 3 individuals, and appointments are made among the program heads, project leaders, project members, or program members.

The appointment of committee members will only be made throughout the active grant period.

For the procurement quotation process that utilizes research grants, Members of the Technical Specification Preparation Committee should be appointed among the project leader and team members of the research grant in question, as they are responsible for the purchase of quotations using the research grant.

Quotation requests will be processed not more than 50 working days from the date of receiving complete documents.

Fixed assets include the purchase of land, vehicles, machinery, plants, and non-expendable equipment with lifespan exceeding 4 years of usage. The minimum cost for fixed asset is RM3000 each during acquisition.

Payment for assets must be made using SODO B35000.

Every registration of new asset are to be recorded in the Fixed Asset Registration Form KEWPA-2

All furniture with a minimum cost of RM500.00 should be recorded as inventory, regardless of the maximum value.

Payment for inventory must be made using SODO B36000.

Every registration of new inventory item should be recorded in Inventory Registration Form KEWPA-3

Fabrication is the process of combining materials into one tool that can function independently and is considered as inventory or fixed asset depending on its value.

Required members for the technical specification committee should at least be 3 individuals, and should be appointed among the program leader/project leader/project members/program members. 

Applications for asset purchases need to be made by filling out a claim in the UTMFin system that involves the process of applying, registering, and verifying. Then, upload the authenticated documents in the RADIS system.

When receiving asset purchase requests from researchers, the asset staff will review the completeness of the documents and set a time for the verification process. After verification, the request will proceed to the approval process.

Researchers need to create a Registration Serial No following the sequence of PTJ Code/Vote No./ Asset Group (H-for asset/I-for inventory)/ Year of Purchase/Purchase Number such as J23/00H01/H/14/1 for fixed asset and J23/00H01/i/14/1 for inventory.

Two copies of the Form for Registering Fixed Assets KEWPA-2 / Form for Registering Inventory KEWPA-3 need to be prepared using pink-coloured paper, where one copy is for the researcher’s records and the other copy is to be stored in the online claim file.

Maintenance is categorized as a service for the repairing or upgrading of research equipment purchased using any funding source from UTM.

Every maintenance registration should be recorded in the Form for Maintenance of Fixed Assets KEWPA-14

Only equipment owned by UTM is allowed to be maintained using the approved research grants.

The condition for an asset to be eligible for disposal is when it has exceeded four (4) years of age, and the status of the research grant is completed.

The condition for an asset to be recommended for disposal is when it is uneconomical to repair, obsolete, damaged, its performance is no longer at optimum level, and there are no replacement parts available.

Research assets have four disposal methods: Disposal by Gift, Disposal by Purchase, Disposal by Destruction, and Disposal by Transfer.

1. Disposal by Gift: disposal for gifting research assets to an approved organization.
2. Disposal by Purchase: Disposing of assets with the option to purchase the research asset at its current value.
3. Disposal by Destruction: Disposing of assets that are damaged and no longer usable.
4. Disposal by Transfer.: Divided into two types:

• Transfer to Faculty: The process of transferring assets under the research grant to faculty or laboratory management.
• Transfer to Sponsor: Disposal by returning research assets to the sponsor or placing them in an area specified in the research grant proposal.

Application for the disposal of assets must be made by filling up theResearch Asset Disposal Application Form and the Disposal Certificate Form KEW.PA-17, except for Transfer to faculty.

Application for disposal by transfer to the faculty can be made by filling up the Research Asset Disposal Application Form and the Asset Transfer Form KEW.PA-17A.

Application for disposal by transfer to the Sponsor must be accompanied by a letter/instruction from the sponsor.

All disposal applications must be submitted together with the original Form for Registering Fixed Assets KEWPA-2 / Inventory Form KEWPA-3 in pink, for the equipment to be disposed of.

Asset Ownership Transfer is the process of exchanging ass from ownership, control, custody, and records of the university according to the specified procedures.

The transfer of ownership of research assets can be made by filling up the Research Asset Ownership Transfer Application Form.

Application for the transfer of ownership rights for research assets must be submitted together with the original Form for Registering Fixed Assets KEWPA-2 / Inventory Form KEWPA-3, in pink, for the equipment intended to be transferred ownership to.

If an asset is lost or stolen, the Researcher must file a police report at the nearest police station.

The Researcher must also report the loss to the University’s security guard.

Next, the Researcher must fill out a Initial Loss of University’s Moveable Asset KEWPA-28 report.

Then, the researcher needs to report to RMC Property Record Unit by submitting the Police Report, Security Guard Report,KEWPA-28 together with the original Form for Registering Fixed Assets KEWPA-2 / Inventory Form KEWPA-3, in pink, for the lost equipment.

To loan out research assets, researchers need to fill out the Asset Movement Registration Form KEWPA-6

If the equipment is to be taken out from UTM, researchers need to fill out the UTM Equipment Transfer/Borrowing Form KEWPA-9.

If receiving a gift asset from an external party, researchers need to fill out the Gift/Donation Acceptance Confirmation Form for Research Purposes and the KEWPA-2/KEWPA-3 Fixed Asset Register/Inventory Register Form (pink-coloured form).

Researchers need to submit the Gift/Donation Acceptance Confirmation Form for Research Purposes and the KEWPA-2/KEWPA-3 Fixed Asset Register/Inventory Register Form (pink-coloured form) together with a copy of the letter or email from the donor containing information on the price of the equipment.

The required documents can be referred to in the RMC portal. (RM50,000-RM500,000 Government Fund) (RM50,000-RM1 million internal fund)

Researchers need to create a Registration Serial No following the sequence of PTJ Code/Gift/Donator’s Name/Asset Group (Fixed Property/Inventory) /Received Gift Year/Serial No. (in sequence) for example J23/ HADIAH/Syarikat ABC/ H/14/1 for fixed property and J23/HADIAH/Syarikat XYZ/ i/14/1 for inventory.

The circulars and guidelines used for research assets can be referred to on:

– Asset Disposal Management Procedure (8 FEB 2023)
– Treasury Circular Number 1 of 2015 (Procedures for Research Asset Management)
– Treasury Circular Number 2 of 2012 (Amendment to Procedures for Movable Asset Management

The project leader for a research grant is responsible for all assets and inventory purchased using the research grant.

Researchers are allowed to make purchases within the proposal but are required to obtain approval from the sponsor for contract and other grants. For grants other than contracts and others, please refer to the Research Manager with a justification letter to obtain approval.

For claims exceeding three (3) months, approval from the Treasurer/Deputy Treasurer is required. 

The management of the “Fastlane” unit covers Payments and Acquisitions for research grants under management of Research Management Centre (RMC) particularly industrial and international contract grants, as well as Double Tax Deduction (DTD), to ensure that research payments and acquisitions are efficiently and systematically managed in accordance with UTM procedures and RMC Top Management.

RMC Payment Unit Officer consist of:

 The Asset Record & Payment Unit
Mr. Sallekhuddin bin Abdullah
Financial Officer (W41)
Email: sallekhuddin@utm.my
Tel No.: 013-744 7761

Procurement Unit
Mrs. Nor Hidayah binti Ab Maleh
Financial Officer (W41)
Email: ab.norhidayah@utm.my
Tel No.: 012-792 7749

Fastlane & Account Unit
Mr. Muhammad Shahrin bin Hasim
Senior Financial Officer (W44)
Email: m.shahrin@utm.my
Tel No.: 010-575 8004

RMC Payment Unit Officer consist of :

Mr. Sallekhuddin bin Abdullah
Financial Officer (W41)
Email: sallekhuddin@utm.my
Tel No.: 013-744 7761

Mrs. Zuhaidah Binti Kasim
Assistant Accountant (W29)
Email: zuhaidah@utm.my
Tel No.: 07-5333295

Mrs. Suryati Binti A. Hamid
Assistant Accountant (W29)
Email: suriyati@utm.my
Tel No. : 07-5537901

Mr. Syed Ahmad Nizam Bin Syed Kamaruzaman
Assistant Accountant (W29)
Email: ahmadnizam@utm.my
Tel No.: 07-5333293

Mrs. Engku Azni Binti Jantan
Administrative Assistant (NA19)
Email: azni-j@utm.my
Tel No.: 07-5333309

Miss Syahidah Adibah Binti Abdul Wahid
Administrative Assistant (NA19)
Email: syahidahadibah@utm.my
Tel No.: 07-5333337

Mr. Muhammad Syafiq bin Salim
Financial Assistant (WA19)
Email: syafiqsalim@utm.my
Tel No.: 07-5333317 

Vehicle rental used for field or non-fieldwork purposes requires prior justification and must be attached when making claims.

Any purchase or expenditure after the grant expiration date is not allowed.

Expenses that are not allowed using the FRGS & PPRN Kementerian Pendidikan Tinggi Malaysia (KPT) grant are:

1. Payment of any form of membership fees for professional organizations/specialized bodies and related.
2. Purchase of reference materials and related.
3. Purchase of ICT and communication equipment (such as mobile phones/laptops/printers/cartridges, and related).
4. Payment of utility/telecommunication bills.
5. Purchase of office equipment (such as stationery/paper/desk/chairs, and related).
6. Purchase of storage equipment (such as external hard drives/pen drives/CDs, and related).
7. Payment of space/facility rental at respective institutions.
8. Payment for intellectual property filing and related (except for PPRN grants).
9. Other purchases not directly related to research projects.
10. Usage of grant funds for management/administration fees is not allowed.

RMC Payment Unit Officer (Fastlane):

Mr. Mohd Syamsul Ridhwan bin Yahya
Assistant Accountant (W29)
Email: mohdsyamsulridhwan@utm.my
Tel No.: 07-5335706

Miss Siti Aliah Binti Ali
Financial Administrative Assistant (WA19)
Email: sitialiah@utm.my
Tel No.: 07-5333330

For UTM internal grant, Project Leaders are allowed to make claims within 3 months after the grant expiration date. Other than UTM internal grant, is subjected to the regulations set by the sponsors providing the funding.

Claims cannot be paid if the expenses were not stated in the original proposal. However, Project Leaders can seek approval from their respective sponsors through the Research Manager, and payment can only be made if the request has been approved by the sponsors.

The payment approval process will be carried out within 10 working days from the date of receiving complete documents in the RADIS system (Finance Division stage).

Any claims involving expenses beyond the active grant period are not allowed.

Claims for reimbursement are all purchase claims that were initially funded with personal funds.

The maximum self-funded purchase value allowed is up to RM5,000.00 from within and outside the country. Claims exceeding RM5,000.00 must go through the procurement process and are subject to procurement procedures.

Application for reimbursement of professional organization fees for UTM staff using research grants is not allowed. Claims can be made using the management budget at the respective PTJ/faculties.

Claims can be made online through the UTMFIN system. E-Borang UTMFIN, repayment claims must be completed by the Project Leader until the status is confirmed. Then, the claim documents need to be uploaded into the RADIS system for the processing of repayment claims.

Repayment claims must be accompanied by proof of payment such as the original purchase receipt, online payment proof, credit card statement, and so on. All documents must be signed and stamped with the official stamp of the Project Leader, payment verification stamp, acknowledged copy stamp (in red) for black and white receipts, and application stamp for receipts received online.

For vehicle rentals used for field or non-fieldwork purposes, a justification letter must be prepared and attached when making a claim. The justification will be submitted to Financial Officer A for approval.

Seminar/conference fees are allowed to be claimed through reimbursement with the condition that it does not exceed RM5,000.00. If the fees exceed RM5,000.00, it must go through the procurement process.

Claims for payment of seminar/conference fees are allowed after the payment has been made, even if the activity date has not yet taken place.

Claims for seminar/conference fees must be accompanied by the original payment receipt, proof of online payment (bank statement)/ invoice, and activity approval letter.

Claims for seminar/conference fees must obtain activity approval even if conducted online (not including travel journey).

Only UTM staff and project members whose names are stated in the article are allowed to claim professional fees. Students are not allowed to claim professional fees.

The rental of broadband/internet must be stated in the original proposal. The payment rate is limited to RM150 a month for one number/package for each grant.

The purchase of books requires approval from PSZ before making the purchase. Books must be submitted to PSZ after the grant expires.

Payment for proofreading must be accompanied by a rate per word. For proofreading done by an individual, qualification proof of the proofreader must be provided.

Proofreading payment can be made through reimbursement if the Project Leader has advanced the money, with the condition that it does not exceed RM5,000.

Travel claims (Within Country) involve research activities in Malaysia (Peninsula, Sabah & Sarawak) only.

List of documents required for travel claims:

1) Activity approval letter
2) Touch ‘n Go statement (for journey involving toll charges)
3) Accommodation receipt (for overnight stays)
4) Lodging address (for those not staying in hotels)
5) Receipts for public transportation (e.g., flight/bus/taxi/Grab/train receipts)

Claims are allowed if fieldwork or research activities exceed 3 days. For claims without receipts, approval from the RMC Director is required.

Claims for vehicle rental related to project activities, and a rental justification letter is required when making the claim.

Claims are only allowed for the Vehicle Allowance (Elaun Perbatuan Kenderaan or EPK) payment. Claims for meals are not allowed.

Meal Allowance is provided for an officer performing official duties outside their Main Office for a period of 24 hours or more, starting from the time of departure, and payment is made based on the established qualification rate.

Daily Allowance is provided for an officer performing official duties outside their Main Office for a period exceeding 8 hours but less than 24 hours and is eligible to claim half of the Meal Allowance qualification.

Claims are only allowed for the Vehicle Allowance (Elaun Perbatuan Kenderaan or EPK) payment. Claims for meals are not allowed.

Officers on official duties outside the office may stay in accommodation facilities besides hotels, such as chalets, homestays, room stays, and any lodging facilities. The accommodation rate for chalets, homestays, and room stays is based on the rate of Hotel Accommodation Fee supported by receipts.

The eligibility of an officer who has stayed in a hotel while on an official duty trip to apply for accommodation during the return journey is subject to the necessity for accommodation.

The necessity for accommodation is subject to the certification of the Head of Department responsible for confirming that the duties of the officer require them for an overnight stay.

Officers on official duty outside the Main Office can be paid Hotel Accommodation Fee for Sundays (non-working days) if the duty date for the next day extends beyond Sunday, in accordance with the regulations in Paragraph 5.3.4, PP WP1.4 / WP1.5 which stipulates that Hotel Accommodation Fee cannot be paid for official duty periods exceeding three (3) consecutive months, including public and weekly holidays.

Grade 52 and below officers may stay in a suite room if the qualification for the Hotel Accommodation Fee is based on the established rate, as each hotel has different room classifications according to its standards.

The use of invoices are not allowed in claiming Hotel Accommodation Fee. The definition of an official receipt in Paragraph 3 of the Treasury Instructions states that an official receipt is any form of acknowledgment of receiving money from the public, including licenses, tickets, forms where the amount paid is written or printed, or through electronic media.

On the other hand, an invoice generally refers to a document that contains details of the price and quantity for goods, services, or supplies that have been provided to a customer. A receipt is issued after payment for goods, services, or supplies has been completed. An invoice only lists details of goods, services, or supplies before payment is made.

An official receipt from the hotel must be submitted for the purpose of claiming the Hotel Accommodation Fee as proof of payment made.

Receipts from hotel bookings made through websites such as Trivago, Agoda.com, booking.com, and so on can be used for Hotel Accommodation Fee claims. In the context of this claim, a receipt refers to a document that verifies payment has been made for the accommodation. However, the receipt must be accompanied by an application stamp.

Officers are eligible to claim Lodging Allowance if they stay in their own residence while on official duty outside the Main Office, subject to the condition that the house is not the officer’s actual residence on regular working days.

Officers who are on lodging basis do not need to submit receipts as they do not incur expenses for accommodation.

In principle, official duty travel starts from the office to the official duty location. However, if travel needs to be undertaken before working hours to go to the official duty location, journey from home can be conducted by considering the nearest route for cost-saving purposes.

The principle of the nearest distance for cost-saving purposes applies in any situation as long as it is reasonable.

The calculation of travel claims based on the nearest distance principle is in line with the general conditions in Paragraph 19(a), Perintah Am Bab B Tahun 1974, which states that travel should be by the nearest and most economical means of transportation suitable for efficiency.

Overseas Travel claims are provided for an officer who is required to carry out official duties outside the country.

Overseas Travel are eligible to claim allowances, facilities, and payments according to the rates and conditions that have been set in Pekeliling Perbendaharaan Malaysia.

1) Approval letter for activity
2) Approval letter for overseas travel (for university students)
3) E-Boarding Ticket & Flight Itinerary
4) Hotel accommodation receipt
5) Public transportation receipts (e.g., bus/taxi/grab/train/rental car)
6) Bank statement (for credit card payments)

For vehicle rental used for field or non-field work, a justification letter must be prepared and attached when making the claim. The justification will be submitted Financial Officer A for approval.

Payment of fees must be applied using the e-Form Bayaran Balik Wang (Reimbursement) for claims made before the date of the activity.

Documents required for payment of international fees:

If payment has not been made:

Activity approval letter
Invoice / Proforma Invoice
Company and bank information

If payment has been made:

Activity approval letter
Invoice / Proforma Invoice / Receipt
Payment proof (bank statement or others)

Meal Allowance eligible for claim by officers on official duty overseas is for each night spent abroad. Meal Allowance is also eligible for claim if an officer leaves the official duty station abroad at 6.00 p.m. or later.

Leaving the official duty station abroad refers to after the completion of the official program, provided that the return flight is on the same day.

An officer is not eligible to claim Meal Allowance if the dining facilities are provided by the Organizer.

An officer is not eligible to claim Hotel Accommodation Fee or Lodging Allowance if accommodation is provided by the Organizer.

An invoice is a document issued by a business owner to a customer when it is time for the customer to pay for the supplies or services provided. It is a formal request for payment.

In an international trade, a Proforma Invoice is a document that states the seller’s commitment to provide specific goods and services to the buyer at a predetermined price.

Claiming invoices is allowed for amount not exceeding RM5,000.00. Invoice claims exceeding RM5,000.00 has to go through the procurement process (Local Order).

For the claim of journal publication fees (APC), the use of invoices are not allowed but only reimbursement claims are permitted.

If the purchase of supplies or services from overseas is allowed, a Proforma Invoice has to be submitted for reimbursement claims .

For purchases with invoices exceeding RM5,000.00, it needs to go through the procurement process (Local Order).

If the company’s stamp and signature are absent on an invoice, the invoice should include a statement such as “This invoice is a computer-generated print, and a signature is not required.“

Payment claims for invoices must be settled within 14 days from the date of receiving complete and accurate invoices.

Conference fees can be claimed using an invoice billing method, provided that the organizer/supplier is registered with UTM and the amount does not exceed RM5,000. If the fee exceeds RM5,000, it must go through the procurement process.

If there are additions to the invoice, a Debit Note can be attached, and if there are reductions in the invoice, a Credit Note can be attached.

Internal invoice is an invoice issued by UTM, and payment is made via fund transfer through the UTMfin e-form Internal Invoice.

University internal PTJ are allowed to issue internal invoices exceeding RM5000. Approval for internal invoices exceeding RM5000 is granted at the RMC level only.

Researchers must go through the procurement process for purchases exceeding RM5,000.00. Any violations of the procurement procedures will be brought to the attention of Committee AP59, and disciplinary actions or surcharges may be imposed.

Invoice Local Purchase Order is a document issued by a business owner to a customer when it is time for the customer to pay for the supplies or services provided as stated in the Local Purchase Order.

The invoice issued must follow the details specified in the Local Purchase Order as stated. Any changes must refer to the RMC Procurement Unit.

1) Student Work Scheme Claim Form
2) Recipient’s bank account information
3) Appointment letter

1) Student Matric Card
2) Recipient’s bank account information
3) Wage accounting form (1st attachment)

1) Appointment Letter from Expert to Recipient
2) Recipient’s bank account information

1) Honorarium Payment Directive letter from the researcher
2) Recipient’s bank account information if the member is not a UTM staff
3) No charge line for faculty/department for the distribution of 1/3 research contribution

1) Appointment letter for Enumerator to Recipient
2) Recipient’s bank account information if the member is not a UTM staff

1) Appointment letter to Recipient
2) Recipient’s bank account information if the member is not a UTM staff
3) Activity approval letter if related

1) Appointment letter to the student intern
2) Daily Attendance Record
3) Internship Chronology
4) Recipient’s bank account information

1) Payment to lecturer/moderator
2) Payment to research respondents

Payment claims in foreign currency are allowed.

For miscellaneous expenses, the maximum permitted rate is RM5,000.00 only.

For miscellaneous expenses, the minimum permitted rate is RM500.00 only.

Permitted advances include Transportation – flight ticket and purchases – consumables, fees, events, and those approved in the proposal.

Only UTM staff are eligible to apply; apart from them, it is strictly not allowed.

Applicants are required to make adjustments within two (2) weeks after the completion of the program or activity for which the advance application was requested.

Applicants may be subjected to a salary deduction and a fine of up to 10% of the advance amount.

Applicants without a grant are not eligible to request for an advance. Applicants with an inactive grant may apply for an advance with the approval of the RMC director and the TNCPI department depending on the amount.

The maximum advance for travel that is allowed depends on the qualification of the officer itself.

The minimum advance for travel that is allowed is only RM500.00.

The permitted advances include meal allowance and hotel/lodging allowance (travel distance exceeds 25 KM from UTM).

Only UTM staff members are eligible to apply; others are strictly prohibited.

Applicants are required to make adjustments within two (2) weeks after the completion of the program or activity for which the advance application was requested.

Applicants may be subjected to a salary deduction and a fine of up to 10% of the advance amount.

For officers who choose to stay in a homestay, the payment rate will be based on hotel accommodation fee supported by receipts.

An online claim file only needs to be prepared for grants that have online claims submissions.

An online claim file must be submitted after the research grant has concluded.

A copy of the receipt should be reprinted from the system but must be attached with an affidavit.

Reservations can be made by submitting the reservation form along with proof of payment to the RMC Asset Records Unit.

Researchers need to submit the online claim file and final report for all completed research grants so that the grant closure can be completed properly.

For active grants, researchers need to make a change of project leader through the RADIS system.

Researchers must transfer ownership of Research Assets by submitting a request for disposal or a request for ownership transfer for all assets or inventories that have been purchased during the course of the project.