Form Title : FINALYEAR PROJECT (FYP) REIMBURSEMENT REQUISITION PROCEDURES
Form Number : QP-FES-FYPCLM-001 / Rev No: 1 / Effective Date : 1/10/2011 / Page No : 1 of 2
Please read this carefully before you purchase any item for your project to avoid any miscommunication and delay.
1) Maximum claim is RM500only per student per project.
2) Each student can only submit their claim ONCE for the entire project.
3) For item above RM100, student needs to get permission from their supervisorand obtain atleast THREE quotations (quotation with company’s name through e-mail or website isacceptable) from to prove that the best priceis chosen before any purchase iscommenced.If the quotations are unable to be provided or the best price is not chosen, the student is required to provide a good explaination & certified true by their supervisor. (Note: An item falls under the “above RM100.00” category if the price exceeds RM100.00 per item or more than one unit of the same item is purchased & totals more than RM100.00. However, quotations are not required if the student split the purchase into 2 of more receipts not exceeding RM100.00 under different dates)
4) Equipment maintenance (e.g., repair), travelling andspecial services (e.g., consultancy) arenot allowed to be claimed under FYP reimbursement unless with strong support and justification from the supervisor.
5) Stationery, printing & binding services (e.g., thesis printing), lab equipments, computer hardware and accessories (e.g., Hard Disk: RAM, CD, CD-ROM, CD-R,CD-RW, DVDetc.) and lab coat are not allowed to be claimed under FYP reimbursement. If the name in the receipt sounds like any of the above but the item purchased is not, the student must explain. (Provide an image of the item, if any)
6) There are total THREE forms that to be completed and submitted by student along with originalphotocopy (pls photocopy on both sides of the paper to save space) ofreceipts and quotation (if any).
Form#1 – Reimbursement Memo form (hard & softcopies)
Form#2 – Purchase Request form (hard & softcopies)
Form#3 – Purchase Requisition form (softcopy only)
*All receipts must have company header/company stamp & authorized signature (signature is not required for computer or cash register-generated receipts) unless under very special circumstances with strong support & justification by the supervisor
*Paste your receipts in A4 papers (use recycled paper to save the environment). If the receipt is in A4 or larger, this is not required.
*All hardcopies must be verified and signed by the supervisor.
*Submit the forms with all original and a photocopy of all receipts to FYP Claim Box at SA Ground Floor. Both must be signed and verified by supervisor)
7) Email the softcopy of all completed forms to with Subject : “Your name and student ID” within 24 hours
8) When all forms have been received by staff-in-charge, he/she will send you a notification by replying your email to inform your document is under “Validating” stage. If you do not receive the email from us within 3 days, please contact us at as soon as possible.
9) After validating, if there is any mistake, officer-in-charge will send you another notification email to request you to do the necessary amendments. Otherwise, you will receive an email to notify you that your document is “Complete”within 10 days.
10) After the“Complete” stage, it will take about 3 months until the Division of Finance to issue you the cheque.
11) For Public Bank accounts, your claim will be banked-in. For others, you will be notified to collect the cheque from Finance, PJ Campus.
12) Throughout the whole reimbursement process, email will be the main communication medium between officer and students. Please check your email regularly.
13) Should you have any questions, please contact us through ().
Universiti Tunku Abdul RahmanForm Title : FINALYEAR PROJECT (FYP) REIMBURSEMENT REQUISITION PROCEDURES
Form Number : QP-FES-FYPCLM-001 / Rev No: 2 / Effective Date : 01/10/2011 / Page No : 2 of 2