Guidelines for Graduate Research Travel Subsidy Scheme
(Applicable for applications received by Campus Research Management from 01 September 2016 onwards)
1.0
Purpose
Travel fund assistance for doctoral and research masters students who wish to perform
the following:
i.
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 of the host
institution for the utilisation of the equipment for the dates/ period of travel.
ii.
Oral/poster presentation with full paper in conference or seminar approved by
Graduate Research supervisor.
iii.
Attend workshops/trainings related to student’s research study which approved by
Graduate Research supervisor.
The scheme is provided to eligible students only 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.
2.0
Eligibility 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, ongoing 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 a full-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.
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3.0
The reimbursement entitlements are listed below:
3.1
Mileage Claims

The mileage reimbursement rates are as follows:
Mileage
Car
First 500km
RM0.70/ km
Every subsequent km
RM0.50/ km
Motorcycle
RM0.40/ km

3.2
3.3
Student is required to bear any traffic offences received.
Air 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 protected] (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.
Accommodation

In the event that the student has 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.
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3.4
Per 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
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:
3.5
4.0
Per Diem
(RM)
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 to departure.
Travel 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.
Instructions 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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