Help: ICS PGRF
When to use this item: If you are a student applying for funding for equipment or travel.
Policies, Procedures:
- You should read the ICS PGRF Guidelines, which are also included at the back of the ICS PGRF Application Form. Note that
- A report (~doc ~rtf ~pdf) is required for amounts over $1000.
- No formal application is required for amounts under $200. The process is:
- Student needs to send an email to the ICS Student Services Team enquiries@ics.mq.edu.au, with cc to the supervisor.
- ICS Student Services sends a notification email to the student and ICS Financial Services Manager.
- If the funding is for travel or a local (off-campus) conference, the student still needs to fill out the Postgraduate Travel/Activity Approval form. This is submitted with a print-out of the notification email to the Department Administrator (for the purposes of gaining travel approval by the HOD).
- Travel applications must comply with the MU Travel Policy (on the OFS website and only accessible from on-campus or using VPN) and the ICS Travel
Policy. You should read these policies. The Funding and Travel Guide will assist you with your travel application.
- You may also wish to read the ICS PGRF Processing Guidelines ~doc ~rtf ~pdf.
- For equipment, you may need a METS service request.
General Advice
- Which forms to use:
- Use the standard ICS PGRF application (~doc ~rtf ~pdf) if you haven't applied for other funding. It also includes the Postgraduate Travel/Activity Approval form, the ICS PGRF Equipment Cover Page and a Checklist.
- The ICS PGRF application with underwrite (~doc ~rtf ~pdf) is only suitable if you have applied for other funding and you're not sure if you will get that other funding (in part or full) or if there will be a long delay in obtaining the other funds. In these cases you will have filled out detailed applications for the other funding, so the ICS PGRF with underwrite is a brief form.
- If using the ICS PGRF application with underwrite then Page 1 of your application will be either:
- the Postgraduate Travel/Activity Approval (~doc ~rtf ~pdf) for travel applications or
- the ICS PGRF Equipment Cover Page (~doc ~rtf ~pdf) for equipment applications.
- You will also need a separate budget for travel applications (part-filled ~xls ~csv ~pdf; blank ~xls ~csv ~pdf).
- Make a note on the Postgraduate Travel/Activity Approval if early payment deadlines apply.
- Reports: For funding requests greater than $1000 only, a report ~doc ~rtf ~pdf must be completed within 30 days of return from travel or within 3 months of spending on equipment. You will not be reminded to do this, but failure to submit a report will disqualify you from further ICS PGRF support.
Deadlines for submission of forms:
- Before expenditure
- Travel: the 10th of each month
- Conference: the 10th of each month
- Otherwise: the 10th of each month.
- After expenditure
- Travel: Report due within 1 month of date of return
- Otherwise: Report due within 3 months from spending
- Substantiation of advances and lodgment of claims: Lodgment of claims must be completed within 2 months of return from travel or, in the case of an Advance, substantiation must be completed within 1 month of return (per MU Travel Policy item 27.2).
Links
- View the ICS PGRF application process for students and administrators ~doc ~rtf ~pdf.
- ICS PGRF Guidelines
- Help with Airline Bookings
- ICS Funding & Travel Guide
- MU Travel Policy, ICS Travel Policy
- Procedure for submitting a METS service request for equipment
- E1 conference paper classification guidelines: see page 50 of DEST Guidelines
Forms
Forms required by/submitted to: Submit applications and reports to the Division Postgraduate Research Administrator.
Incept date: 30th May 2006
Last updated: 28th August 2007
Report problems with this page to Enquiries @ ics.mq.edu.au