FAQ

RESEARCH ACTIVITIES

Change of Project Leader/Co-Researcher

If the Project Leader is going on study leave or retiring while the project is still active, what action should be taken?

The Project Leader must complete the ‘Application Form for Change/Acting Project Leader of Research Project/Addition of Co-Researcher’. This form can be downloaded from the official PPP website. For Project Leaders who have retired, this responsibility falls under the Research Secretariat of the respective PTj (Responsibility Centre).

Can researchers be added while the project is still active?

Possible. The Project Leader is required to complete the ‘Application Form for Change/Acting Project Leader of Research Project/Addition of Co-Researcher’. This form can be downloaded from the official PPP website.

If a co-researcher does not provide any commitment throughout the project duration, can the Project Leader terminate their status?

Possible. The Project Leader must formally notify the Fund Secretariat by providing the date and justification for the termination of the said co-researcher.

Research Finance

The purchase of chemicals for my project was not approved by the Treasury Department because the V27000 allocation is insufficient, and the project cannot continue. How can I proceed to continue the project?

The Project Leader is advised to plan the budget and submit a vote transfer request to the Fund Secretariat by completing the ‘Series-V Transfer Form’. This form can be downloaded from the official PPP website.

Can researchers be added while the project is still active?
The V11000 allocation balance remains unused because the student has obtained the UKM Zamalah Scheme. Can the remaining balance be used for publication fee payments (V29000)?

The remaining V11000 balance cannot be used to pay for publication fees. The Project Leader must submit a vote transfer request to the Fund Secretariat by completing the ‘Series-V Transfer Form’. This form can be downloaded from the official PPP website.

There is still a balance remaining in V35000. Can I make new procurements or claim purchases such as files, thumb drives, photocopying, stationery, and other miscellaneous expenses using V35000?

You cannot. The procurements mentioned above fall under V27000.

Can the purchase of equipment approved under V35000 be made after the project has ended?

You cannot. The Project Leader is advised to carry out equipment procurement under V35000 during the first year of the project.

Can I purchase equipment approved under V35000 in excess of the approved quantity as long as the remaining V35000 balance is sufficient?

You cannot. The Project Leader must submit a purchase approval request to the Fund Secretariat by attaching the equipment quotation. If there is no approval from the Fund Secretariat, the Treasury Department will not process the procurement documents.

Can any purchases be made after the project has ended?

You cannot. All procurements can only be made while the project is active.

Conference

How many times is a researcher allowed to go abroad to attend conferences using the grant?

Approval will be considered based on the following factors:

Subject to the planning and budget as approved in the original project proposal; and
The procedures for attending overseas conferences as set by the University.

Can I send my student to attend a conference in Malaysia using GUP project funds?

Possible. Both Malaysian and non-Malaysian students are eligible to use research project funds from internal or external grants to attend conferences within Malaysia only.

I would like to conduct fieldwork for my research project. Do I need to submit an application through the eMP System?

Yes, it is required. Payment for fieldwork claims will be approved by the Bursar based on the approval in the e-Activity System.

Extension of Project Duration

Can I apply for a second extension solely for sample analysis purposes?

The University does not encourage extension requests. However, the project leader may fill in the ‘Research Project Extension Application Form’. This form can be downloaded from the official PPP website.

GRANT MONITORING

Series-V Transfer Application

What is meant by Series-V Transfer (Pemindahan Siri-V)?

Series-V Transfer refers to changes made within a specific Series-V (budget category) without altering the total approved allocation of the project.

When should a Series-V Transfer application be submitted?

As soon as the total allocation for the vot is insufficient. Siri-V transfer can only be done ONCE throughout the active period of the project.

What is the procedure to apply for a Siri-V transfer?

The Project Leader is required to complete the Series-V Research Project Transfer Form, which can be accessed via the PPP website, and submit the application to PPP.
Approval consideration is based on strong and satisfactory justification. Applications without justification will not be considered. For applications involving the purchase of equipment under V35000, a quotation for the equipment must be attached.
For MOSTI and LRGS KPT grants, approval is subject to the respective funder’s discretion. Apart from MOSTI and KPT LRGS grants, approvals are made by the PPP.

How can I know the approval status?

The Project Leader will be notified via an official letter within seven (7) days from the date the complete application is received. For approved transfers, PPP will update the approval information in the SMPU system.

Application for Extension of Duration

Can I apply for an extension of the project duration?

Not encouraged, as the project must be completed within the stipulated duration. Approval is subject to strong justification.

Submission of Research Progress Report and Final Report

When should the progress report be submitted?

All registered projects are required to submit a progress report every six (6) months, which covers the periods of January–June (submission deadline: 31 July) and July–December (submission deadline: 31 January).

What is the format for submitting the progress report and final report?

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What actions need to be taken by the Project Leader?

he Project Leader must complete and submit the progress report within the specified timeframe.

Adakah CRIM akan mengeluarkan peringatan penghantaran laporan kemajuan?

The first reminder will be issued on 1st July (for the January–June report) / 1st January (for the July–December report).
If the progress report is not submitted within 14 days after the first reminder, a second reminder will be issued on 15th July / 15th January.

Project Leaders of University Research Fund grants who fail to submit the final report within the specified timeframe will not be allowed to apply for any new University Research Fund grants.
Project Leaders under the University Research Fund who fail to submit the final report within the stipulated timeframe will be disqualified from applying for any new University Research Fund grants.