FREQUENTLY ASKED QUESTIONS
FAQ – PROJECT MANAGEMENT & MONITORING DIVISION (PMMD)
Appointment Unit Category:
1. RA (Research assistant): Non-Student Candidate
2. Appointment of SLPP SRA : Bachelor’s Degree, MSc/PhD (only for Mixed Mode students)
3. Appointment of SLPP GRA : MSc/PhD (Full Research)
Appointed candidates will receive payment/allowance as follows:
1. RA/SLPP GRA : Payments are directly credited to the appointed account according to UTM’s salary date
2. SLPP SRA: Allowances are disbursed through monthly claims in UTMFin and RADIS.
Reasons for non-credited allowance/salary payment:
- No appointments had been made or renewed by Project Leader.
- SLPP SRA claims were not submitted by Project Leader through UTMFin dan RADIS.
- Processing period for salary payments by UTM’s Treasurer has passed for the current month.
- No follow-up actions were taken after the application is returned to the Project Leader for corrections.
Students who are currently deferring their studies cannot be appointed as SLPP SRA/SLPP GRA/RA, and students are required to remain active throughout the ongoing semester.
For the appointment application of RA/SLPP GRA/SLPP SRA, students/appointees cannot receive 2 payments/grants simultaneously.
To update the student account number for SLPP GRA/SRA appointment candidates, emails can be sent directly to the Student Financial Unit (UTM’s Treasurer) at bendahari-ukp@utm.my or contact them at 07-5530235/ 0152.
Extension of appointments should be carried out one month before the appointment period ends.
The Project Leader or applicants are required to submit the appointment applications for RA/GRA/SRA through RADIS no later than a month before the appointment date.
Applicants can acquire the Offer Letter, Acknowledgement of Position Acceptance form and Pledge Form after the approval is received by downloading these forms through RADIS. Then, the forms must be verified and signed by the candidate & Project Leader before resubmitting via email at unitlantikanrmc@utm.my.
Reasons for Rejection of Appointment Application :
1. Documents are incomplete.
2. Does not meet the qualification requirements for appointment.
3. V11000 allocation balance and overall amount is insufficient.
4. Project has reached its completion period.
If the Appointment Application is not approved, the applicant is required to:
1. Submit a new application using an active project vote if the period expires.
2. If the V11000 balance is insufficient, the Project Leader needs to make amendments for the V amount and resubmit a new application.
Applicants can contact the following unit staff for RMC appointments:
Ext Administrative Appointment Officer: Respective Research Manager
Contact via email : unitlantikanrmc@utm.my
Project vote that has ended CANNOT be used to make any appointment applications even if there is still unused allocation balance. Backdated appointments are only allowed one month before the current month.
Application for local research activities that is less than RM10,000 have to be made at https://radis.utm.my
Application to attend activities outside the country for UTM staff can be completed through HRFin system at https://hrfin.utm.my/smuhr/
All application forms and other information related to activity applications can be found on the website here at https://rmc.utm.my/
Activities that require approval:
● Attending
– Meetings
– Training/Course/Workshop
– Data Collection/Site Visit
– Conference/Seminar
– Networking Collaboration
● Organizing/ Conducting:
– Meetings
– Training/Course/Workshop
– Data Collection/Site Visit
– Conference/Seminar
For any enquiries, applicant can contact the following number:
1. Assistant Administrative Officer (Activity Unit), Phone Number: 011-55010394
2. Administrative Assistant (Activity Unit), Phone Number : 012-4995790
3. Email (Activity Unit): unitaktivitirmc@utm.my
All research projects with fund allocations into project votes are required to submit progress reports.
Criteria for research projects that will be called for progress presentations through monitoring workshops :
1. Projects that face issues with progress and expenditure.
2. Programme-based projects applying for extension period.
3. Project presentations for progress updates.
4. Based on feedbacks from sponsors.
All research projects with fund allocations into project votes are required to submit the final report through RADIS.
For any enquiries related to project supervision, please contact:
- Supervising Officer: 019-7540079
- Assistant Administrative Officer (Monitoring Unit) : 019-7070760
- Email (Monitoring Unit) : unitpemantauanrmc@utm.my
Attachment of documents for extension period request:
1. UTM Grant:
First time application: None
Second time application : Letter/ Email of approval from RMC Director
2. KPT / MOSTI Grant:
– Justification Letter
– Original milestone
– New milestone
3. External Grant:
Approval Letter for extension period from sponsors
Extension period request for UTM grant is a minimum of 1 month and a maximum of 6 months (depending on approval from RMC).
Duration of approval for extension request:
1. UTM Grant : Five (5) days maximum
2. KPT/MOSTI Grant : Three (3) months maximum
3. External Grant : Subject to the sponsor’s approval
Extension period procedure :
1. Extension requests for all types of must be made through the RADIS system.
2. For KPT Grant, the same extension requests must be made through the MyGrants system.
If the applicant receives research funds from the industry, the appropriate Type of Grant to be registered in RADIS is Contract Research.
If the applicant receives research funds from DTD Contract Grant to gain the benefits of double tax deduction (DTD), the applicant must choose the Type of Grant: Contract Research-DTD during the grant registration in RADIS.
If the applicant receives research funds from International/IPT/Government Agencies/Statutory Body sponsors, the applicant must choose the Type of Grant: Others during the grant registration in RADIS.
If the applicant receives research funds from industries that require UTM Matching Grant, the applicant must choose the Type of Grant: CR-MG during the grant registration through RADIS.
Please send an email of the grant proposal and Letter of Award to the Marketing & Visibility Unit (UMV), JTNCPI at dtdutm@utm.my to receive approval for DTD Contract Grant.
A service charge of 5% will be imposed on the DTD Contract Grant from the project allocation. Additional charges of 5% will be imposed for spin off companies.
A service charge up to 5% will be imposed on the DTD Contract Grant from the project allocation.
UTM’s service fee of 25% of the total honorarium amount will be charged to Contract Research Grant dan Others that provide honorarium to UTM researchers.
Evidence of development payment for the entry into External Grant Fund entry must be emailed to the RMC Financial Division:
Application requirements for UTM Matching Grant:
1. Sponsors need to state the requirement of Matching Grant in the Letter of Award
2. Researchers may request for UTM Matching Grant only once for every external grant obtained.
For any enquiries related to the registration of research grant, please contact:
Email: unitrekodproposalrmc@utm.my
Call/WhatsApp: 017-7981411
UTM Service charges that are imposed on Contract Research and Others that do not provide honorarium to UTM researchers :
1. Less than RM10,000 : No contribution is required.
2. RM10,000 – RM14,999 : RM500
3. RM15,000 – RM99,999 : RM1,000
4. RM100,000 – RM199,999 : RM2,000
5. RM200,000 and above : RM3,000
Maximum appointment duration that is allowed is 11 months.