Guidelines for Graduate Research Travel Subsidy Scheme

(Applicable for applications received by Campus Research Management from 01 September 2016 onwards)

1.0Purpose

Travel fund assistance for doctoral and research masters students who wish to perform the following:

  1. Field trip to collect data, perform surveys, interview respondents or utilise specialist equipment not available in Monash University Malaysia.

Note: The application must be accompanied by a formal letter indicating the agreement between the student/supervisor with the researcher ofthe host institution for the utilisation of the equipment for the dates/period of travel.

  1. Oral/poster presentation with full paper in conference or seminar approved by Graduate Research supervisor.
  2. Attend workshops/trainings related to student’s research study which approved by Graduate Research supervisor.

The scheme is provided to eligible studentsonly once during the entire candidature with a ceiling of RM3,000.00 per student. All applications must be verified and endorsed by the School prior to being lodged to Research Management.

2.0Eligibility to apply for the scheme

To be eligible, the student must:

  • be performing work within the scope of items (i), (ii) and (iii) as defined in the earlier section;
  • be principal author of the full paper being presented, which must cover original, on-going research, be largely the student’s own work, report recent findings and be directly related to the student’s thesis topic;
  • be current/active and enrolled as afull-time doctoral (or masters by research) student during the travel period;
  • have completed the confirmation of candidature milestone;
  • not be on intermission; and
  • not have applied and utilised the fund from the scheme before.

A student is not eligible to access the travel grant scheme funding under the following conditions:

  • has submitted the thesis for examination; or
  • is on ‘time-off’ from study such as intermission during the period of the proposed travel.

Application from a part-time student will be considered on a case-by-case basis by the Campus Research Committee. Student is advised to include a written justification of support from the supervisor and Graduate Research Coordinator.

3.0The reimbursement entitlements are listed below:

3.1Mileage Claims

  • The mileage reimbursement rates are as follows:

Mileage / Car / Motorcycle
First 500km / RM0.70/ km / RM0.40/ km
Every subsequent km / RM0.50/ km
  • Student is required to bear any traffic offences received.

3.2Air Travel

  • Student is to travel on economy class and through the most economical and direct route. Any additional cost incurred for stop-over at other locations requested by student on a personal basis will be borne by the student.
  • Student is encouraged to purchase the air ticket through the official travel agent, Sunway Travel Sdn. Bhd at +603.5632.5622(telephone) or (email). Air ticket should include air travel insurance.
  • Student may make his/her own air travel arrangements but is required to adhere to the guidelines above.

3.3Accommodation

  • In the event that the studenthas to travel or attend conferences held out of the campus vicinity, the student may select suitable hotel/accommodation nearest to the meeting/conference venue, subject to the entitlement of AUD 150.00 per night.
  • In the event that student opts to stay with a relative or friend instead of at a hotel, the maximum entitlement for accommodation allowance (per night) is as follows:

Region/ Country / Accommodation Allowance
(RM)
Malaysia / 80.00
Africa, Asia Pacific / 100.00
South America, South Africa, Russia, China / 120.00
North America, Australia, New Zealand, Middle East, Korea, Singapore / 140.00
Europe, Hong Kong, Japan, UAE / 160.00
  • Accommodation should normally be arranged for check-in one day before and check-out one day after the official dates of the meeting/conference.

3.4Per Diem for Meal and Incidentals

Student will be provided per diem for meals and incidentals for approved travel. Per Diem covers living expenses, which includes meals and incidental expenses such as laundry expenses and telephone claims.

Monash Malaysia’s per diem rates are as follows:

Region/ Country / Per Diem
(RM)
Malaysia / 65.00
Africa, Asia Pacific / 175.00
South America, South Africa, Russia, China / 195.00
North America, Australia, New Zealand, Middle East, Korea, Singapore / 215.00
Europe, Hong Kong, Japan, UAE / 235.00

Note: Student is advised to be conscious of the overall approval and requisition processing time. The approved requisition must reach the Finance Unit at least two (2) weeks prior todeparture.

3.5Travel Reimbursement and Reconciliation

  • Travel application, cash advance and reimbursement will require necessary approval from the supervisor and Graduate Research Coordinator.
  • The Reimbursement Claim Form or Reconciliation Claims Form (as applicable) is to be submitted with original receipts within two (2) weeks upon return from travel. In the event a refund to Monash University Malaysia is required, the student is to make payment to Finance Unit within one month upon return from travel.

4.0Instructions to student:

  • Commence preparation of your application at least six (6) weeks before you travel.
  • Applications will NOT be considered retrospectively and will be rejected.
  • Student will receive no more than the nominated ceiling amount of RM3,000.00 over the whole period of his/her candidature.

Applicant must attach a copy of his/her accepted abstract, clearly stating his/her name as the author and Monash University Malaysia as the institutional affiliation. A written statement from the conference organisers confirming the acceptance for oral presentation must be included. Applications without these supporting documents will not be considered.

An itinerary of the research/fieldwork to be undertaken, as well as any registrations, invitations or email confirmations exchanged between applicant and a third party must be submitted. Applications without these supporting documents will not be considered.

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