Research & Grant Management FAQ

Source: https://www.utp.edu.my/Pages/Research/TREx/Research%20Grant%20Management/Research%20%26%20Grant%20Management%20FAQ.aspx Parent: https://www.utp.edu.my/Pages/Research/TREx/Research%20Grant%20Management.aspx

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​​​​Research & GRANT

MA​​NAGEMENT FAQ​​​​

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GRANT APPLICATION

FAQ Page

Are there any specific deliverables require​​​d to​ be met ​at the end of the research project?​\ ▶​

Basic deliverables are:

• Research publication
• Talent development/hu​man capital (depends on grant requirement)
• Intellectual Property/IP (depends on grant requirement)

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What is the subsequent p​rocess once an external organization ex​presses interest in funding the proposed research project?​​

▶

​CRF APPLICATION PROCESS

1. ​​​​​Preparation for application (offline):\

2. ​​​​Pre-endorsement from Research Institute and/or DVC, RI&C:

3. Prior to forming the collaboration project, the applicants/Country Project Manager must discuss and obtain pre-approval from the respective Research Institute Director and DVC, RI&C.
4. This is to ensure that any proposals should align with the research areas of the respective Research Institute and to request pre-approval on internal funding from DVC, RI&C. ​- All external collaborators must provide a Letter of Intent (LoI) from their respective TREx Office or relevant industry partner office (e.g. HR Office, R&D Office, etc.). Those institutions that do not have any LoI template may use the UTP's LoI template, which will be provided by TREx Office. \ \

5. Application process in UResearch system (online application) and proposal evaluation mechanism:\

6. ​​TREx Office will send an invitation to all listed applicants to submit their full proposal through 'Call for Opportunity' in the UResearch system and each proposal is required to attach together with the supporting documents, i.e Letter of Intent (LoI), DVC, RI&C pre-endorsement (i.e. memo, email), etc.

7. The proposals will be processed by respective Research Institute for the internal evaluation process, including endorsement from Institute Grant Review Committee (IGRC) which will be chaired by respective Research Institute Director.

8. Representative from TREx Office, Country Project Manager and listed applicants will be invited to the IGRC meeting for further deliberation, if required and for proposal endorsement.​\ \

9. ​Action items after IGRC evaluation process:

10. Memo on budget requisition to DVC, RI&C:\ \ The Country Project Manager or respective Research Institute Director will prepare a memo for DVC, RI&C approval on the requisition of UTP Research Internal Funding (URIF). The memo must be endorsed by the Director of TREx.

11. Preparation for legal documentation:\ \ TREx Office will assist Country Project Manager and Research Institutes in document      management for Research Collaboration Agreement (RCA) with UTP Legal Office.
12. Registration of the project cost centre with UTP Finance Office will be processed by TREx Office through UResearch system.  \
13. Appointment letter as PI will be generated through UResearch system. ​​\

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​GRANT UTILIZATION​

​Can the Project Leader appoint an international student​​ as a GRA?​​​\ ▶​

Yes, it is

Can the Project Leader appoint an in​ternational student as a spe​cial service?​

▶

No, because it violates rule of immigration department, Malaysia​ ​\

I want to hire a postgraduate student as GRA under my research project. Are there any specific rules or eligibility to consider?

▶

1. Submit GRA request through UResearch system to get approval of the fund.

2. Please refer to the Centre of Graduate Studies (CGS) eligibility below:

3. Fulfils all the UTP admission criteria.

4. Registered as a full time on-campus postgraduate student only.
5. Shows research capability in the proposed research project.
6. Able to carry out the work assigned by Project Leader (PL).
7. Applicants must be appointed as GRA by Universiti Teknologi PETRONAS (UTP).
8. The UTP GRA scheme is open to full time on-campus both local and international postgraduate candidates
9. Academic requirement for Graduate Research Assistant (GRA) Scheme.

Is there any limit to the period of appointing a GRA?

▶

Master = 24 months, PhD = 42 months. Full Time mode only​\

Can I pay the semester fee using a research grant?

▶

Yes, using YUTP grant only. Semester fee only RM1,200​\

Does the RIC limit the amount paid for a journal?

▶

There is no limitation to paying the publication/journal fees ​\

Are students allowed to use the grant allocation for the purpose of seminars, conferences, workshops, or training?

▶

Yes, GA, GRA and FYP students are allowed to use grant allocation for the purpose of seminars etc. but subjected to approval from CGS.​\

Can the GRA request the travel claim using a research grant? What is the rate for the claim and the process? ​​

▶

Process of claim, PI request in UResearch once approved TREx personnel will process and notify user by email. Rate for GRA from CGS as below, for others I get from previous PIC in TREx.

What is the process of claim and how long will the payment be released?​

▶

Process of claim, PI request in UResearch once approved TREx personnel will process and notify user by email. Payment will be processed by TREx Personnel in 3 to 5 working days and released by UTP Finance every Tuesday or Thursday.​​\

What is the procedure if in the current financial statement, a negative amount appears?​

▶

Memo from PI, through Mr. Nor Razmi Ahmad Suhaimi, Manager of Grant Office and to Mr. Vincent (Manager of Financial Acct. & Tax). No need to include Dr Amila & Mr. Andrew as this request still under managers’ LOA.

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Appreciate to list down what are the item required for reclass, in table format should be enough (Item info; amount in SAP as per financial statement from Mr. Faizul; VOT info).

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Send the above memo to grant executives and later on manager of grant office & manager of finance will sign before proceeding to reclass the items in SAP system.​​

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​​​PROJECT VIREMENT

How to request a project allocation vireme​​nt for FRGS project?​​\ ▶​

FRGS virement is done by using two separate systems.

1. ​Submit virement through UResearch system. “Amendment-virement". Please refer below link.\

https://web.microsoftstream.com/video/fec5900c-ef8b-4f2a-b663-3e808f720076​?​channelId=a02352e9-f5ba-4e72-9a68-4350f68bf048​​

\ 2. Once it is approved by TREx Director, kindly log in to Mygrants and submit the same virement. Click your project, click 'Finance' and then click 'Request Virement'. We need to inform MOHE about the virement made.​

What are the requirements needed for FRGS virement?​\ ▶​

​​For FRGS, the virement can be done once a year. The transferred/received amount must be not more than 50% from the approved allocation for each VOT. For example, in V29000, the approved amount is RM 5,000. Maximum transferred/received amount should be RM 2,500 only.​

How much can I request for virement?​\ ▶​

​​​​There is no virement restriction on the amount for all grants except for FRGS & PRGS  where both grants allow 50% virement for each VOTs and 40% for equipment  ​​​

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​​​​PROJECT EXTENSION​​

​What should I do if I need to extend the perio​d/duration of the initial approved dates to complete the research?​\ ▶​

To obtain approval from the funder and the funder need to issue an Approval Extension Letter. The said approval letter needs to be uploaded in UResearch System in order to update the project  Extension Date automatically.

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For FRGS or PRGS project, it requires utilization of two systems which are UResearch and Mygrants.

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Please find below for the FRGS extension procedure:

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1. Please fill up the 'UTP RID 005 Project Extension' form & presentation template for progress report-extension.
2. Max extension duration is 6 months.
3. Kindly get endorsement from your Institute Director first. Please communicate through the Institute Executive.
4. Submit extension request through Uresearch System by attaching endorsed extension from and presentation slides. Please refer below link:\ https://web.microsoftstream.com/video/d88e3dbf-d01e-4c2e-98e27bbf88286be1?channelId=a02352e9-f5ba-4e72-9a68-4350f68bf048​\
5. Once it is approved by TREx Director, kindly log in to Mygrants and submit the same extension. Click your project in 'Monitoring', click 'Overview' and then click 'Request Timeline Revision'. We need to inform MOHE about the extension made.

Can I extend the project due to the low budget utilization?​​\ ▶​

It depends on Funders. The extension reasons must be approved or allowed by Funders, kindly check the guideline before submitting extension request in UResearch system.

I have an available balance in my research grant project, yet the project is now completed. How can I utilize the funds for other additional activities?​​\ ▶​

Not allowed. The grant balance belongs to UTP.

Why was the extension application rejected?​\ ▶​

• No approval by the funder
• No endorsement by the Institute
• No details justification on the extension request, with regards to delay on completing the proposed milestones
• The extension request is just for utilizing the remaining grant balance only ​​

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​​​​PROGRESS REPORT/FINAL REPORT​​​

I have YUTP-FRG project, when should the progress report be submitted?​\ ▶​

• YUTP – By quarter (Q1: JAN-MARCH, Q2: APRIL-JUNE, Q3: JULY – SEPT, Q4: OCT – DEC)​
• NEW YUTP AWARD: First progress report after 9 months​

​What documents are required for final report submission?​\ ▶​

YUTP: Final report (UResearch template), PowerPoint presentation of project, 

PRF 06, PRF 08, PRF 09, UTP value creation, Asset transfer form. - get signature from ID 

Deliverables (Journal or conference paper)​

How to close the project if the project has been completed?​​​\ ▶​

Project closure update in UResearch upon completion of audit. (Clearance for financial reporting, payment receiver) - case to case basis

I have an FRGS grant, what is the procedure to submit a progress report?​\ ▶​

The progress report submission of any MOHE grants must be submitted through UResearch and MyGRANTS systems every six months.​​

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​​​​PROCUREMENT​​​

How to purchase materials or assets for the project using research grant?​\ ▶​

• The user must identify either the purchase items request is for Direct Purchase or Bidding.
• The user must apply to the UResearch System and select the tab Expenditure Procurement.
• The user must choose an appropriate vote before submitting the purchase item.
• The information details are required as below: -

• If that the supplier from the overseas company, the user must provide the UTP-RID024formto TREx (that form can request to salmiothman@utp.edu.my​)
• If that purchase material is above than RM3,000.00 the item is declared under asset category. The user must get the PPE form for asset number requisition purposes.   ​

What is the next process after the user has submitted the UResearch application?​​​\ ▶​

• A waiting Technical Review/HSSE/PMMD/ITMS from System Administration
• The application will be endorsed “APPROVE or REJECT" through TREx Grant Executive & MoGo.
• Shopping cards (SRM7 System) will be created accordingly.  ​
• Procurement will be raised Purchase Order (PO) to vendor/supplier​

When can I get the product after the Purchase Order is is​sued?​​​\ ▶​

​​Upon the subject of purchase item and the product will deliver as per Purchase Order term and condition.

What is the next st​​​​​ep if the user has received their product?​\ ▶​

• ​The Delivery Order (D/O) and Invoice must be signed by the user. The copy must be submitted to Procurement or TREx
• TREx will create GRN or Service Entry through SAP system. The copy of D/O must be uploaded to system for audit trials purposes. ​​​

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RESEARCH ASSET MANAGEMENT​

FAQ Page

Who can buy research assets?\ ▶​

All Project Leader (PL) allowed to purchase an asset for research purposes. However, the asset name, type, model, etc. must be mentioned in the research proposal during the Research Grant Pre-award, or else a submission of virement (depending on grant type) with a strong justification is required to purchase an asset.

What to consider before buying an asset?▶

The Asset acquisition approval is considered based on the availability of current facilities (location & space), current utilization, life cycle cost, purpose, benefits and risk of ownership. Either large or small equipment, the PL need to find the available space before proceeding with the purchasing of an asset especially for lab equipment.

How long is the time taken for the assets to be received and where do the vendors send them?\ ▶​

There are two (2) methods of delivery depending on the type of assets:

1. ​IT-related item: The vendor will deliver the items to the ITMS at Block K. Collection of assets will be informed to the user by ITMS via e-mail/Microsoft Teams.\
2. Lab Equipment and others: The vendor will deliver to the specified location as per mentioned in the Purchase Requisition & Sourcing Strategy Form (Expenditure-Procuremnet) in the UResearch.

Who is the owner of research assets?\ ▶​

Project leader is a custodian of research assets. All research assets are belonging to UTP unless otherwise stated. Some Funders such PRF, MRA, and others may have from time-to-time to request for audit for the assets utilized by their grants.​\

What should I do if I want to transfer a research asset to another PL/Project Manager/Co-Member?\ ▶​

Asset Transfer can be done by completing the Asset Transfer Form and submit to the respective Department (TREx/TED).​

What should I do if my assets are malfunctioned/broken/unrepairable or I no longer want to utilize it?\ ▶​

PL need to fill up the Asset Disposal Form and submit to the respective Department (TREx/TED) for Disposal/Write-off. Research asset disposal consideration wether to dispose/write-off or retained for other purposes is based on best value for money and will be managed by ITMS/LMG/Finance following the existing asset disposal guideline.​

Who will be responsible/accountable for laboratory asset use, condition, performance and maintenance?\ ▶​

LMG/ITMS as a service provider will be responsible and accountable for research asset maintenance and space management only. PL is responsible for the cost of maintenance and asset utilization, condition and performance.​

What happen to the research assets once the project has been completed?\ ▶​

Space & Asset will be handover to the UTP unless the PL requests to retain assets/space upon post-grant expiry. RIC to discuss the possible decisions whether to:

1. Retain the Assets by transferring to new secure funding for future maintenance/service whereas the space to retain is based on the Research Institute business model.
2. Handover to the Centralized Facilities (CAL/EPIC/T&L/etc.) for future potential use.
3. Proceed with Asset Disposal thru the Asset Disposal Committee (ADC).​\

What happens if I lost/stolen asset?\ ▶​

Lodge a Police Report and inform immediately to Finance/TREx/TED. If the IT equipment's contain any credential data, please notify the ITMS immediately followed by lodging a police report. Any cost related to the lost/stolen assets will be bear by custodian.

Where do I get my new/re-print asset tagging?\ ▶​

If the Asset Tagging is damaged or fading, please contact the respective personnel for new tagging.

1. ITMS (for Electronics & IT related equipment's)
2. TREx/Finance (For All type of equipment)

What if I found an asset without owner or without tagging?\ ▶​

An asset may have been moved regularly to another location depending on size and its purpose. You may contact TREx/TED/Finance personnel if you believed that the assets are being placed without consent of the Technician or Laboratory Owner.

Can I transfer an asset to my student or Temporary/Contract Staff?\ ▶​

Ownership of asset is a PL. Asset is not transferable to Contract/Temporary Staff or Students. However, the asset can be transferred to another project member for current or future utilization​.

How do I register a research asset?\ ▶​

Property, Plant & Equipment (PPE) Form is used for asset registration and is to be filled by the PL. Mr. Salmi Othman (TREx) will notify the user via email if the PPE is required to be completed during the Expenditure-Procurement process​.

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• ​Any inquiries​, please submithere​.​​
• ​Refer here​ for any Forms and Guidelines.​​\

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